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Author: communications

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DATE:     
August 4, 2016

TO: 
All School Principals and School Head Financial Secretaries

FROM:   
John Larsen, Business Administrator
Heather Ellingson, Director of Accounting, Budgets and Audits
Daniel Ellis, Accountant/Internal Auditor

SUBJECT: 
Unclaimed Property

 “The Utah Unclaimed Property Act (Section 67-67-4a) requires that a holder report to the State Treasurer property which is presumed to be “abandoned” or “unclaimed” after the stated dormancy period.”

For school purposes, unclaimed property is defined as property (checks, book refunds, lunch refunds, or other unclaimed balances, but not current school lunch balances) that is due to a payee but have never been cashed or collected and that are dormant for a period of one year as of June 30, 2016.  Checks written BEFORE July 1, 2015 AND not cashed by June 30, 2016 are considered unclaimed property.

Every effort should be made to contact the student or payee and ensure that they receive payment that is due to them.  If you cannot locate a student or payee, then the money must be sent to the State.  It is preferable to void an old check and reissue a new one than to send the money to the State.  Schools may not simply “write off” a check and add the money back into school accounts just because it was never cashed.  Nor may a school take uncollected refunds and add the money back into school accounts.  It is illegal.  If an outstanding check should legitimately be voided, then documentation must be made as to why the check was voided.  Otherwise, the State will consider a voided check without documentation to be unclaimed property.

Attached is a reporting form that must be completed and sent to Dan Ellis by September 30, 2016 along with a school check written to Jordan School District for the amount of reported unclaimed property.  If you have no unclaimed property, report $0.00.

All individual items that are under $50 per item may be combined and reported in one lump sum.  For example, if you have 10 checks and/or unclaimed book refunds individually each for less than $50, then you may have one line item on the report for the total of those items.  You should put “aggregate” in the column requesting the owner’s name, the total aggregated in the column of amount due owner, and MS99 in the property code column.  You do not need to report each item less than $50 individually.

Checks issued prior to July 1, 2015 that are currently outstanding should be voided in Skyward.  You will need to write a check to Jordan School District charging the account(s) that were charged with the original check.

Please call Dan Ellis at (801)567-8389 with any questions.

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Welcome Back - Just wanted to let you know that Surplus Reallocation and Auctions are currently running on PublicSurplus.com. Please check to see if there are any items you may need at your schools.
Please remember to send in all your surplus paperwork as you get it so that we can continue to schedule pick ups as they are needed. All paperwork needs to be signed by the principal and then sent up to your Administrator of Schools at the District Office.
If you have any questions, please contact Kris Wishart (801) 567-8709 or Corie Fuller (801) 567-8717.

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District Approved Procedural Due Process for Meal Deficit Collection

– Revised 7/27/2016

Elementary

1) Clerk may ask student with low or negative account balance ‘did you bring lunch money     today’?

2) Skyward will automatically send out low or negative account balance email notices starting at -$.01.

3) Clerk will send daily negative balance email reminders to parents.

4) Clerk will send out hard copy low balance notices at least once per week or more often if parent does not have an email address.

5) Clerk will communicate with teachers checking that lunch money is not being left in classrooms.

6) The clerk will call parent when student account balance is in the negative and make parent aware that they have the option of completing a free/reduced meal application. Clerk will document all attempts to contact a parent.

7) Clerk will document collection steps completed and give documentation to the site administrator in support of continued collection efforts.

8) Site administrator will call or send a letter (or both) to parent with account balance on or before a deficit balance of -$20.00. At this point (-$20.00) students will be served an alternative meal until negative balance is paid. Alternate meal will include a Sunbutter or grilled cheese sandwich, fruit or vegetable, and milk at a cost of .40 cents for reduced eligible and .75 cents for paid eligible students.

9) Site administrator will address further collection efforts with their respective administrator of schools.

10) Any uncollectable deficit lunch account balance will become the responsibility of the school and paid by the principal at the time of student transfers within the district or at the end of each school year for closed student accounts and student accounts who are graduating or moving up to another school (i.e. 6th to 7th, 9th to 10th and seniors). Principals may use any collection agency of their choosing.

If an administrator requires assistance to address individual student concerns affecting lunch account balances, including homelessness or a need for a translator, contact Toni Soeffker with Education Support Services at 801-567-8116.

No Student will be denied a lunch. However, a student may be served an alternative meal.

Students will not be asked to call home regarding negative lunch balances, these calls will be made by clerks or by the principal.

 

District Approved Procedural Due Process for Meal Deficit Collection

– Revised 7/27/2016

Secondary

1) Cashier will begin notifying student at point of service when account balance is at $5.00.

2) Skyward will automatically send out low or negative account balance email notices starting at -$.01.

3) Cashiers will document and inform the clerk when students charge a meal.

4) The clerk will call parent when student account balance is in the negative. Clerk will document all attempts to contact a parent.

5) Clerk will send daily negative account balance email reminders to parents.

6) Clerk will document collection steps completed and give documentation to the site administrator in support of continued collection efforts.

7) Site administrator will call or send a letter (or both) to parent with account balance on or before a deficit balance of -$20.00. At this point (-$20.00) students will be served an alternative meal until negative balance is paid. Alternate meal will include a yogurt, cheese stick, fruit or vegetable choice, roll and milk at a cost of .40 cents for reduced eligible and .75 cents for paid eligible students.

8) Site administrator will address further collection efforts with their respective administrator of schools.

9) Any uncollectable deficit lunch account balance will become the responsibility of the school and paid by the principal at the time of student transfers within the district or at the end of each school year for closed student accounts and student accounts who are graduating or moving up to another school (i.e. 6th to 7th, 9th to 10th and seniors). Principals may use any collection agency of their choosing.

If an administrator requires assistance to address individual student concerns affecting lunch account balances, including homelessness or a need for a translator, contact Toni Soeffker with Education Support Services at 801-567-8116.

No student lunch will be denied. However, a student may be served an alternative meal.

No ala-carte items will be debited (cashiers will offer students who try to debit ala-carte items a reimbursable lunch).

Students will not be asked to call home regarding negative lunch balances, these calls will be made by clerks or by the principal.

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Attached are all forms distributed at the Annual Administrative Leadership Conference.

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Attached are all forms distributed at the Annual Administrative Leadership Conference.

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Attached are all forms distributed at the Annual Administrative Leadership Conference.

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DATE:   
August 2, 2016

TO: 
Elementary Principals
Elementary Media Assistants

FROM:
Administrators of Schools
Laura Finlinson, Administrator, Curriculum/Staff Development
Norman Emerson, Instructional Support Services/Fine Arts Consultant

SUBJECT: 
Quarterly Training Meetings for Elementary Media Assistants

In order to prepare and train elementary library media assistants to effectively provide services to elementary schools and to build consistency across elementary library programs, several training meetings have been scheduled for the 2016-17 school year. The participation of both of your library assistants in these meetings is expected and appreciated. The meetings are to be included in the assistants' allotted 17 hours and are scheduled on Wednesdays, the day recommended for their scheduled overlap time.

The meetings will be held at the venues shown below from 9:30-11:30 a.m.:

  • September 14, 2016-JATC South
  • November 9, 2016--School visits (venues TBA)
  • February 1, 2017--Viridian Event Center
  • March 22, 2017--Auxiliary Service Building

Please feel free to contact Norman Emerson (801-567-8364) if further information is needed. Thank you for your continued support of the library media programs in Jordan District.

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Administrators:
Every year JPAS trainings are made available to all new hires to help them prepare for their evaluation. This training is designed to help educators understand the effective practices measured by the UETS-based JPAS and to prepare for the evaluation. Please remind your new hires to register for the training that best fits their schedule on JPLS. Also, attached is an additional copy of the flyer sent out to each school. Please contact the JES office with any questions. Thank you for your attention to this matter.  

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DATE:  
July 22, 2016

TO:
Principals
Special Education Teachers (Preschool and School-Age)
Speech-Language Pathologists

FROM:  
Laura Finlinson, Administrator of Curric./Staff Development & Special Programs
Lisa Robinson, Director of Special Education
Julie Brown, Program Specialist

SUBJECT: 
Extended Year Special Educator Stipends 2016-17

See attached memo and documents outlining changes for the 2016-17 school year.

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DATE:    
July 22, 2016

TO:
Elementary Principals

FROM: 
Laura Finlinson, Administrator, Curriculum/Staff Development
Norman Emerson, Instructional Support Services/Fine Arts Consultant

SUBJECT: 
JSD-Arts Representatives for 2016-17

This year we will continue to have two Arts Representatives (DARTS) represent your school throughout the 2016-17 school year. We have appreciated the work of past DARTS representatives and how they have helped strengthen arts instruction in your schools.  Meaningful progress toward a greater level of arts integration has been made, and we wish this to continue.

The newly revised Utah Fine Arts Core Standards will be the focus of our JSD-Arts work this year. The Utah State Board of Education (USBE) adopted the final revision on April 15, 2016.  The USBE designated the 2016-2017 school year for partial implementation with full implementation in the 2017-2018 school year. It is important that teachers become aware of the changes in the Fine Arts Core Standards.

Please assign at least two teachers to serve as your school’s DARTS representatives by either selecting a grade-level team, or two (or more) teachers from different grade levels. The DARTS representatives will meet once a month for two hours to learn and collaborate.  Teachers will be paid at the inservice rate.

Please provide the names of your choices for your JSD-Arts Team for the 2016-17 school year by September 2, 2016.

­­­­­­­­­­­­­

Please fill out and return the information below (or send via email) to Verlene Jensen in the Instructional Support Services Department.

School:______________________________________________________________

Principal:____________________________________________________________

DARTS Team Member #1: ________________________________________________

DARTS Team Member #2:_________________________________________________

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Principals:  I have prepared some helpful information that you may choose to use to help improve attendance in your schools.  Please use these materials according to your community’s needs.  Additional information is also available on the website.  If you use these materials in your Newsletters, Social Media, marquies, etc., please give credit to the Attendance Works website.  All of the information attached to the site is research based.

I have also included some Facebook and Twitter posts from the same site that may be helpful.

Thank you.

Luann Leavitt
Planning & Student Services
Jordan School District

Click here for the AttendanceWorks website: http://www.attendanceworks.org/

See attached document for ideas and information. Also find the permission form from AttendanceWorks to keep on file at your school.

 

 

 

 

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Administrators:
As JSD continues to transition into the digital age, we are pleased to roll out the new process of reporting required emergency drills, which you conduct throughout the year.  This process will no longer require you to make multiple copies of the drill conducted, then send a copy to your AOS and the Risk Management Coordinator, as well as retaining a copy for your file.  Rather, this process will do all of that electronically when you hit the "submit" button once the form has been completed.  Steps for accessing and reporting emergency drills are provided for you.
Remember, you are required to conduct a fire drill within the first 10 days of the start of school, then again within the first 10 days after winter recess.  For questions, please contact Peggy Margetts at 801-567-8753 or atpeggy.margetts@jordandistrict.org.

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DATE:
July 1, 2016

TO:    
Principals
Head/Financial Secretaries
Special Education Teachers (Resource and Cluster)
Speech-Language Pathologists

FROM:   
Laura Finlinson, Administrator of Curric./Staff Development & Special Programs
Lisa Robinson, Director of Special Education
Julie Brown, Program Specialist

SUBJECT:  
Special Education Budget Allocations 2016-17

See attached memo and budget guidelines.

 

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  1. We will hold a beginning of year information meeting for your 17-hour Literacy Assistants. Please remind them they may attend whichever meeting best fits their schedule.
    July 28  -  9:00 a.m.  -  PDC 102
    September 1  -  9:00 a.m.  -  PDC 102
  1. JSAS will no longer be used to record Guided Reading Levels. Beginning in August, we will ask teachers to record GRLs in Skyward.  We will hold several trainings over the next couple of months to demonstrate the process and provide detailed instructions.  The process is very simple and will allow teachers and Administrators easier access and more report options than JSAS.  Please watch for more information coming soon.
  1. As a reminder, the ELA Pre/Post and Benchmark assessments are optional. Please remember if the Reading and/or Writing Pre/Post tests are not administered, teachers must use the Math Pre/Post assessment for their SLO.
  1. If you choose to use them, the 2016 – 2017 ELA Pretest (SLO) and Benchmarks are posted on the CBL website, along with several resource items. Teachers may use these materials to prepare before school starts.  The tests will be posted to Mastery Connect on July 26 and pushed out again for traditional teachers later in August.  In order for teachers to see the assessments (applies to Math, too) in MC, they must create a Language Arts tracker (and a Math tracker).  If their tracker is created after the test is pushed out, please have them contact one of the Literacy Specialists, or myself, to manually add the test to their tracker.
  1. Grade level specific literacy professional development will be held again this year. There will be three dates per grade level (October, February, and April).  The Curriculum Department will pay for substitutes (or time sheet off-track teachers) for 1 teacher per grade per school.  Once locations have been finalized and meetings entered into JPLS, you will receive a notice with all the pertinent details to share with teachers.  Please watch for more information coming soon.
  1. Thank you for encouraging teachers to attend our Summer Literacy Conference! The first day was a great success and teachers seemed to be very appreciative of the information shared in each class.  We will be repeating the Conference in its entirety on August 8 and again on August 9.  The program schedule is posted on the CBL website and registration through JPLS is still open.  Please feel free to send all who might be interested.