See document below for important dates and reminders.
Author: communications
Hall Monitor Coverage – March 2018
DATE:
March 15, 2018
TO:
Secondary Principals
FROM:
Patrice A. Johnson, Superintendent
John Larsen, Business Administrator
SUBJECT :
Hall Monitor Coverage
Please see memo below for details.
Middle School Principals: This item was discussed in Cabinet Meeting. It was decided that in order to remain consistent, middle schools under 1,600 enrollment will stay at two hall monitors. Hours are flexible up to 29 hours per hall monitor per week. If you have any questions please call Nadine Troxel x88186 or Michael Anderson x88167.
2017-18 Year-end Processing Deadlines
DATE:
March 20, 2018
TO:
All Principals
All Budget Directors
FROM:
John Larsen, Business Administrator
June LeMaster, Ph.D., Administrator, Human Resources
Daniel Ellis, Director of Accounting, Budgets & Audits
Cheryl Matson, Director of Insurance Services
Michael Heaps, Director of Information Systems
Sarah Palmer, Director of Payroll
Kurt Prusse, Director of Purchasing
SUBJECT:
Year-end Processing Deadlines
Please observe the following critical deadlines regarding the financial year-end processes for the 2017-18 year. Please review these dates as they could have a major effect on your location’s ability to operate.
INVENTORY REQUISITIONS:
May 21, 2018 – Traditional Schools
Last day to enter and approve FY 2017-18 Inventory Requisitions (posted in current year), guaranteed delivery June 1, 2018.
May 25, 2018 – All Locations
First day to enter next year startup orders. Use FY 2018-19 to post in next year. Use FY 2017-18 to post in current year. Any Inventory Requisitions entered on or after May 25, 2018 to be delivered after July 1, 2018, should be entered as a FY 2018-19 Requisition.
June 1, 2018 – Traditional Schools
Last day for delivery of FY 2017-18 Inventory orders.
June 8, 2018 – All Locations
Last day to enter, and for Principals to approve, any FY 2017-18 Inventory Requisitions (posted in current year). Inventory Requisitions to be delivered by June 25, 2018.
June 25, 2018 – All Locations
Last delivery for all non-food FY 2017-18 Inventory orders.
July 3, 2018 – All Locations
Continue entering FY 2018-19 Inventory Requisitions. Warehouses resume delivery schedules.
PURCHASE REQUISITIONS: All Locations
April 13, 2018
All FY 2017-18 Purchase Requisitions using the Special Ed budget must be received by the Special Ed department.
May 1, 2018
All Purchase Requisitions estimated to be $50,000 or more must be routed to Purchasing.
May 18, 2018
Begin entering FY 2018-19 Purchase Requisitions. Select FY 2018-19 to post in next year. Use FY 2017-18 to post in current year. Please enter the respective year in the description field as seen below. FY 2017-18 Purchase Requisitions can be entered through June 8, 2018. All FY 2018-19 Purchase Requisitions will not be sent to vendors until after July 3, 2018.
SEE MEMO BELOW FOR EXAMPLE OF CHOOSING BETWEEN FY2017-18 AND FY2018
June 6, 2018 – All Locations:
Last day for P-Card purchases for FY 2017-18.
June 8, 2018 - All Schools:
Last day to enter, and for Principals to approve, any FY 2017-18 Purchase Requisitions (posted in current year).
June 21, 2018
Last day for Administrator of Schools level approvals for FY 2017-18 Purchase Requisitions. Not guaranteed after this date.
July 3, 2018 - All locations:
Continue entering FY 2018-19 Purchase Requisitions.
ACCOUNTS PAYABLE:
Immediately
As always, Accounting needs “verification” of receipt of goods or services immediately after delivery. What constitutes a “verification” is: 1) a PO#, 2) a signature, 3) a date, and 4) an indication whether Accounting should keep the PO open (the PO has only partially been filled) or close the PO (all items received in full). The “verification” can be done on a packing slip, a copy of the PO, or a copy of the invoice.
Summer Product Received at Traditional Elementary Schools Purchased items being delivered by vendors and received at schools over the summer break must remain in a designated holding area. When staff returns they can account for the items properly, verify and submit the proper paperwork in a timely manner to the Accounting Department. This will help eliminate confusion between the schools and vendors on the whereabouts of items delivered.
May 18, 2018 - All Locations:
P-Card Reconciliations due in Accounting.
June 6, 2018 - All Locations:
Last day for P-Card expenditures for FY 2017-18.
June 7, 2018 - All Locations:
All items (mileage reimbursements, NPOs, check requests, Journal Entries and “verifications”) to be paid with FY 2017-18 budgets should be approved and received in Accounting by this date. Those received after this date, may be paid with FY 2018-19 budgets.
June 8, 2018 - Traditional Schools:
P-Card Reconciliations due in Accounting.
June 19, 2018 - Year-round schools and Departments:
P-Card Reconciliations due in Accounting.
June 27, 2018 - Elementary Schools:
Last day to submit Cash Receipts.
July 5, 2018 - All Locations:
FY 2017-18 Mileage Reimbursements Requests due, but if received after June 7, 2018, may be paid with FY 2018-19 budgets.
PAYROLL:
June 1, 2018 - Traditional Schools:
All True Time submissions due. Nutrition Managers approvals due by the end of the day.
June 4, 2018 - All Locations:
May Payroll due.
June 6, 2018 - All Locations:
True Time submissions due.
June 8, 2018 - All Locations:
True Time 1st approvals due.
June 11, 2018 - All Locations:
True Time final approvals due.
June 28, 2018 - All Locations:
Last day to enter FY 2017-18 Time Off.
June 29, 2018 - All Locations:
Any FY 2017-18 time off to be approved.
July 3, 2018 - All Locations: June Payroll due. Begin entering FY 2018-19 time off.
Year-round Schools:
True Time submissions due. Nutrition Managers approvals due by the end of the day.
July 5, 2018 - All Locations:
True Time Submissions due.
July 9, 2018 - All Locations:
True Time 1st approvals due.
July 11, 2018 - All Locations:
True Time final approvals due.
INSURANCE: All Locations:
May 23, 2018
Annual Question and Answer Sessions.
3:30 and 5:00 pm, ASB.
May 24, 2018
Annual Question and Answer Sessions.
5:00 pm, District Office.
June 13, 2018
Annual Health Fair
3:30-5:30 pm, ASB.
Flyers and posters will be sent to all locations.
Any questions regarding deadlines, please contact either
Kurt Prusse, Purchasing Director, 801-567-8701 or
Michael Heaps, Information Systems Director, 801-567-8737
Policy AS90 Suspensions – March 2018
DATE:
March 27, 2018
TO:
All Principals
All Secondary Assistant Principals All Attendance Secretaries
FROM:
Administrators of Schools
Laura Finlinson, Admin istrator of Curriculum & Staff Development
G. Norma Villar, Consultant, Student Intervention Services
SUBJECT:
Policy AS90 Suspensions
District policy AS90 requires a suspension of 45 school days for students found guilty of a second offense possession or first offense distribution. As of March 26th, 2018, there are 44 school days remaining in the 2017-18 school year. Students in violation of this policy should be suspended for the remainder of this year. Suspended students are not allowed to participate in any school activities, including end-of-the-year events. Seniors will not be allowed to participate in graduation ceremonies, but will be allowed to pick up their diploma the following day.
Please inform your students' parents that 45-day suspensions after March 26th, 2018 will carry over into the 2018-19 school year. This office will send a list to all assistant principals next fall identifying students who have remaining days of suspension.
Questions regarding policy AS90 should be directed to:
G. Norma Villar, Consultant, Student Intervention Services, 801-567-8187.
All About High-functioning Autism: Strategies for Home and School – April 2018
Training is to help learn about High-functioning Autism, strategies for home and school. This training is for parents, teachers, related services personnel, administrators and anyone interested in helping kids with High-functioning Autism succeed and thrive. See flyer below for details.
Volunteer Hours December 2017 – March 2018
DATE:
March 19, 2018
TO:
All Principals
FROM:
Laura Finlinson, Administrator of Curriculum and Staff Development
Nancy Ward, Coordinator of Educational Support Services
SUBJECT:
Volunteer Hours
Volunteer reports need to be submitted to Educational Support Services.
Workmans Compensation insurance costs are based on numbers submitted by schools. It is important that this information be accurate and complete.
PTA figures must be separate from other volunteer hours.
Attached is a copy of the Volunteer Report for the period from December 1, 2017 to March 31, 2018.
Please complete this form and return it to
Nancy Ward, Coordinator of Educational Support Services by
April 18, 2018.
Youth Suicide Prevention and Anti-Bullying Grant 2018
DATE:
March 23, 2018
TO:
Elementary Principals
Middle School Principals
High School Principals
FROM:
Laura Finlinson, Administrator of Curriculum/Staff Development & Special Programs
Fulvia Franco, Program Specialist – Guidance
G. Norma Villar, Consultant, Student Intervention Services
SUBJECT:
Youth Suicide Prevention and Anti-Bullying Grant
Each school has been awarded up to $500 to be used for Suicide Prevention and Anti-bullying training. The funding is provided by the State Legislature and there are very strict restrictions on the use of these funds. The grant parameters and restrictions are as follows:
- Two organizations can be utilized - HOPE4UTAH and SOS (Signs of Suicide Prevention Program) -membership fees are $500 and slightly less for SOS
- Only 10% of the $500 can be used for sustainable supplies (no food or student incentives)
- Professional books such as the Bully Blocker can be purchased if training is provided
- No payroll costs can be utilized from the $500 amount
- Information on what the HOPE4UTAH membership fee covers or provides must be included
All expenditures must occur by April 15, 2018 and all NPO’s, receipts, invoices, or proof of payment must be submitted to Noreen Samowitz, Administrative Assistant in the Curriculum Department, no later than April 30, 2018. Her email address is noreen.samowitz@jordandistrict.org and her phone number is (801)567-8367. Please provide account numbers that need to be reimbursed when submitting your documents.
Employee Attendance at Relative’s Graduation Exercises 2018
DATE:
March 21, 2018
TO:
All Principals and Directors
FROM:
June LeMaster, Ph.D., Administrator, Human Resources
Brad Sorensen, Administrator of Schools
SUBJECT:
Employee Attendance at Relative's Graduation Exercises
This year, high school graduation exercises are on Thursday, May 31st, with the exception of Valley High on Wednesday, May 30th.
Principals and Directors are encouraged to direct parents or grandparents who may wish to attend these graduations, but who are scheduled to work in their own locations to District Policy DP335 NEG and DP335B NEG. This policy specifically states: "Personal leave shall not be taken during the first five days and last five days that students are in school except...to attend to personal or business matters which require the employee's attendance and scheduling is beyond the employee's control."
Since graduation scheduling is beyond the employees’ control, it is desirable that immediate supervisors will cooperate and provide employees who may fall into this category, an opportunity to attend graduation ceremonies of family members.
Licensed employees are responsible for requesting a substitute through the AESOP system, if applicable. In the blue “Notes to Administrator” box, the employee should add graduation along with his/her relationship to the graduate.
Any questions should be directed to the appropriate Administrator of Schools.
Cc: Administrators of Schools
JL/am
Intermountain AP Summer Institute – July 10-13, 2018
Principals:
Please pass this information to the appropriate teachers. Thank you!
External Audit Visits – Week of April 16, 2018
DATE:
March 19, 2018
TO:
Applicable School Principals and Administrative Assistants (Financial and Membership)
All Administrators of Schools and Administrative Assistants
Travis Hamblin, Planning and Student Services
Michael Heaps, Support Services Manager
FROM:
John Larsen, Business Administrator
Daniel Ellis, Director of Accounting, Budgets and Audits
Jason Mott, Accountant/Internal Auditor
SUBJECT:
External Audit Visits
Please see attached memo.
Important April 2018 Payroll Deadline Revision
IMPORTANT PAYROLL DEADLINE REVISION
Due to schools being closed the first week of April for Spring Recess, and not returning until April 9th, April’s payroll will be due on March 30th.
True Time employees’ submittal deadline will also be on March 30th (or their last day worked for that week before leaving for Spring Recess).
The Payroll Department will resume work on April 4th and will be available if you have any questions.
Thank you for your efforts in assisting Payroll.
USBE Guiding Document for R277-404 SAGE Opt-in Changes 2018
DATE:
Thursday, March 22, 2018
TO:
All Principals
FROM:
Laura Finlinson, Administrator of Curriculum and Staff Development
Ben Jameson, Director of Evaluation, Research and Accountability
SUBJECT:
USBE Guiding Document for R277-404 SAGE Opt-in Changes
Principals are asked to communicate the following information as well as provide the USBE Guiding Document that accompanies this memo to their teachers.
On January 4, 2018, the State Board of Education amended R277-404 to read: “In accordance with Subsection 53G-15-1403(1)(a), an LEA shall reasonably accommodate a parent’s or guardian’s request to allow a student’s demonstration of proficiency on a state required assessment to fulfill a requirement in a course.” This opened a 30-day public comment period, which closed on March 12, 2018. This amendment has since become official and USBE has provided a guiding document to assist schools and teachers as they implement this change in Board Rule.
The guiding document is comprised of two sections. The first section discusses the various components of Board Rule and Utah Code that play into the Board’s decision to ratify this change. This section is meant for LEA and school administrators. Specifically, because of provisions in Utah Code 53G-6-803 that allow parents to have the “right to reasonable academic accommodations from the student’s LEA” including an accommodation that “shall allow a student to earn course credit towards high school graduation without completing a course in school by testing out of the course; or demonstrating competency in course standards.” It was the consideration of this statute in particular that led the USBE to pass the amendment to R277-404.
The second section is meant for teachers to use as an example of how they might word this amendment in an addendum to their disclosure for this year and their disclosure statement for next year. Essentially, teachers can choose the course requirement in which they will accept a student’s proficiency rating of a 3 or 4 on the SAGE as a substitute. Please note that a 3 or 4 on the SAGE for that content area would mean that the student received 100% of the value of the selected course requirement. If a student does not score a 3 or higher, the score from the course requirement will be used. Teachers must have a parent’s signature opting their student into this procedure. Teachers also need to provide a copy of the signed form for the student’s CUM file just like we do for an opt-out form.
As teachers implement this change, the other rules surrounding the administration of state-mandated tests apply.
Teachers may NOT:
- Use statewide assessments to reward or punish a student.
- Allow a statewide assessment to have a negative impact on the student’s academic grade.
- Penalize a student who has been opted out of the statewide assessment.
- Independent of the parent or guardian, use the demonstrated proficiency of a student on a statewide assessment to fulfill a requirement in a course.
Teachers are not required to implement this amendment to Board Rule; however, they are required to reasonably accommodate a parent’s request to allow demonstrated proficiency on a statewide assessment to fulfill a course requirement. If teachers do not articulate up front what the reasonable accommodation is for their course, they will need to determine what is reasonable on a case-by-case basis at the request of parents.
Please contact Ben Jameson in the Evaluation, Research & Accountability department with any questions.
Safety Share – The Great Utah ShakeOut Earthquake Drill – April 2018
The Great Utah ShakeOut Earthquake Drill
On April 19, 2018, hundreds of thousands of Utahns will “Drop, Cover, and Hold On” in the Great Utah ShakeOut Earthquake Drill.
All schools are encouraged to participate in this drill, or to conduct an earthquake drill sometime in the month of April. Please take this opportunity to incorporate emergency preparedness in classroom lessons and teach proper ways to protect oneself during an earthquake. The drill will help us to be prepared for a catastrophic disaster in our area.
We encourage all schools to register at www.ShakeOut.org/Utah. After you register your school, please click on the “Resources” tab; where you will find a Shakeout Drill Manual for K-12 schools. This manual will provide you great information for your school’s exercise.
Please review the Jordan School District Incident Command procedures for the Earthquake Action Plan and Standard Operating Guidelines.
Please plan and prepare to take part in this statewide earthquake response exercise.
Utah Seal of Biliteracy – Now Accepting Applications for 2017-18 Graduating Seniors
It is time for schools to begin accepting applications from GRADUATING SENIORS who are interested in the Utah Seal of Biliteracy. Students should download the application here: http://worldlanguages.jordandistrict.org/secondary, attach evidence of English proficiency (ACT English score of 18 or higher or 5 on WIDA) and foreign language proficiency (generally AAPPL) and turn all into school counselors. Counselors have been instructed on how to proceed and should send names of students who qualify to Pam Su'a by May 7. Please refer any questions on the Seal to Pam at x88320.
New ESL Endorsement Courses for the 2018-2019 Program
New ESL Endorsement Courses
Applications are being accepted for the 2018-2018 program. There will be 2 cohorts, one beginning in August and one beginning in January.
Applicants will be placed based on critical need for Office of Civil Rights (OCR) compliance regarding English learners and timely application.
Because of the SUU process, applicants will not be added to a cohort within 30 days of the first night of class.
Information regarding the endorsement and the application are located at http://edsupport.jordandistrict.org/als/teachers/pd/esl-endorsement-options/
Contact deborah.brey@jordandistrict.org with questions.
Free URS Individual Retirement Planning – April 18, 2018 (South Jordan Middle School)
Utah Retirement Systems will be available for one-on-one retirement planning sessions at South Jordan Middle School (10245 S. 2700 W.) on Wednesday, April 18, 2018. See the instructions below to register for an appointment. Counseling sessions are available at other locations that are also listed on the URS website.
- Go to www.urs.org.
- Log into your myurs account by clicking on LOGIN in the upper right corner of the screen.
- Click on the Education Tab.
- Click on “Individual Retirement Planning Sessions”.
- Find the session that works best for you. Select the session to reserve your appointment.
- Please be sure to bring your estimated annual salary, any retirement plan balances outside of URS, and your Social Security statement (get yours atwww.ssa.gov).
Great Utah Shake Out 2018
DATE:
March 12, 2018
TO:
Building Administrators
FROM:
Scott Thomas, Administrator
Paul Bergera, Staff Assistant
Lance Everill, Facility Operations Coordinator
Ron Boshard, Risk Management Coordinator
SUBJECT:
Great Utah Shake Out
On April 19, 2018, hundreds of thousands of Utahan’s will “Drop, Cover, and Hold On” in the Great Utah Shake Out.
All schools are encouraged to participate in this drill or hold an earthquake drill in the month of April. Please take this opportunity to incorporate emergency preparedness in classroom lessons and teach proper ways to protect yourself during an earthquake. The drill will help us to be prepared for a catastrophe disaster in our area.
We encourage all schools to register at www.ShakeOut.org/Utah. After you register your school, please click on the “Resources” tab; here you will find a Shakeout Drill Manual for K-12 schools. This 17 page manual will provide you great information for your schools exercise.
Please review Incident Command procedures relevant to earthquake drills.
Please plan and prepare to take part in this statewide earthquake response exercise.
JSD Summer Grounds Crew Positions Available 2018
March 1, 2018 Enrollment
DATE:
March 1, 2018
TO:
All Principals
FROM:
Administrator of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning and Student Services
SUBJECT:
March 1, 2018 Enrollment
Please see attached memos.
Leadership in Blended and Digital Learning Academy 2018-19
Coming soon to Jordan School District and Administrators like you!
In collaboration with the Friday Institute, USBE, and UEN, JSD will offer a "Leadership in Blended and Digital Learning (LBDL) Academy," designed specifically for administrators to lead schools toward blended and digital learning. Through research-based content and job-embedded experiences, participants will gain skills and knowledge to promote teacher buy-in, best practices, and technology-transformed learning. The instruction will follow a blended-learning model and will consist of 5 face-to-face sessions with additional online content, held 2018-2019. Participants completing the LBDL Academy will receive a USBE EdTech Endorsement. If you are interested in hearing more detailed information, please contact Shelley Nordick: shelley.nordick@jordandistrict.org or 801-567-8110 .