Category: Elementary Action Required

DATE:  
July 17, 2018

TO:
All Principals

FROM:  
Administrators of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning and Student Services

SUBJECT:   
FTE and Enrollment Counts

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FTE and staffing enrollment counts for the 2018-19 school year will occur on the dates listed below. As a reminder, student enrollment will be taken from Skyward and manual student counts are not needed for this process.

• 1^st Day A, B, C Tracks     Wednesday, July 25, 2018
• 10^th Day A, B, C Tracks     Wednesday, August 8, 2018
• 1^st Day D Track (A,B,C included)     Monday, August 13, 2018
• 1^st Day High School     Tuesday, August 21, 2018
• 6^th Day D Track (A,B,C included),     Wednesday, August 22, 2018
  1^st Day Traditional (Elem. & MS)
• 14^th Day Traditional (all schools)     Tuesday, September 11, 2018
  All 10 day/no shows must be entered in by this date.
• October 1, 2018
• January 2, 2019

If there have been any changes to your FTE Staffing and Enrollment spreadsheet, please send an updated spreadsheet to Travis Hamblin in Planning and Student Services. Your staffing report and attendance combine to determine your FTE eligibility.

Questions regarding FTE and/or enrollment should be directed to Travis Hamblin or your Administrator of Schools.

Please staff conservatively.

DATE:     
July 9, 2018

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

FROM:   
Dr. Anthony Godfrey, Associate Superintendent
Kim Lloyd, Director of Special Education

SUBJECT:  
Special Education Budget Allocations 2018-19

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Please see attached memo and budget guidelines.

Please see document below for important information regarding summer office hours.

DATE:   
May 24, 2018

TO: 
Principals
Elementary and Middle School Resource Team Leaders
High School Special Education Team Leaders

FROM: 
Laura Finlinson, Admin. of Curriculum/Staff Development & Special Programs
Lisa Robinson, Director of Special Education
Julie Brown, Program Specialist
Courtney Titus, Program Specialist

SUBJECT: 
Information Regarding Beginning of 2018-19 School Year

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Please see attached memo.

DATE:    
May 15, 2018

TO:  
Principals
All Certified Special Education Staff

FROM: 
Laura Finlinson, Admin of Curriculum/Staff Development & Special Programs
Lisa Robinson, Director of Special Education
Julie Brown, Program Specialist
Courtney Titus, Program Specialist

SUBJECT: 
Year-End Checkout for Traditional Schools/Year-Round Schools

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Please see attached memo.

DATE:   
Tuesday, May 15, 2018

TO: 
All Principals

FROM: 
Laura Finlinson, Administrator of Curriculum and Staff Development
Ben Jameson, Director of Evaluation, Research and Accountability

SUBJECT:
2018 UEPC School Climate Survey Results

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The 2018 UEPC School Climate Reports are being prepared.  Before distributing these survey results, principals are required to agree to follow three directions regarding access to, and disclosure of, UEPC survey data:

1. Table 6 in your school report provides a thumbnail sketch of all teachers at your school who had responses from at least 10 students and/or 10 parents. This table is for school administrators only.  Table 6 may NOT be viewed by or shared with any person beyond district leadership or your school administration.
2. School reports include a results page for all teachers who received 10 or more evaluations from students and/or parents. Results pages with individual teachers’ Cactus IDs at the top of the page are NOT to be viewed by or distributed to persons other than the school administration or the teacher whose ID appears on the top of the page.
3. No attempts are to be made to identify respondents or publicly publish information on particular individuals.

Principals are asked to please download, initial, and sign the attached document entitled Data Access and Disclosure Requirements.  Please return the initialed and signed copy to me via email or through District Mail.  Once the 2018-18 UEPC School Climate Survey becomes available and I have the signed Data Access and Disclosure Requirements form initialed and signed by you, I will send your school’s survey report to you via a MoveIT email file.

Once you receive your 2018 UEPC School Climate Survey Report, please distribute a copy of the results pages to each educator so that they may include it in the portfolio portion of their JPAS.

Please remember that your UEPC School Climate Survey Report may include potentially sensitive information as a result of opinions and comments expressed by survey respondents.  Make certain you carefully follow the above requirements when sharing this information and use great discretion when doing so.

Please contact Ben Jameson in Evaluation, Research & Accountability with any questions or concerns.

Principals:

The fourth and final notification of expiring licenses was sent to 224 licensed employees on April 20, 2018. This final letter serves as a notification of termination if they choose not to complete the process by June 30, 2018. We requested your assistance in notifying the employees, securing their signature and returning the form to HR by May 11, 2018.

To date, HR has received 102 of the 224 letters sent out to licensed employees with expiring licenses. According to CACTUS, there are 113 educators that have not yet completed their license renewal, 19 of which have not yet begun their background check process. Principals will be receiving an email with status details for those educators in their building who still haven’t completed the license renewal process.

If educators still have questions after reviewing the instructions contained in previous notifications, they should contact Jill or Stacy immediately for assistance.

• Stacy 801-567-8215 (Elementary)
• Jill 801-567-8227 (Secondary)

Please provide encouragement to your educators to act quickly to avoid termination, as licensure is a condition of employment. HR needs the form returned by all who received it regardless of their current renewal status. Thank you in advance for encouraging those in your building with expiring licenses to take care of this as soon as possible.

DATE: 
May 9, 2018

TO: 
All Principals, Administrative Assistants, and Custodians

FROM: 
Scott Thomas, Administrator of Auxiliary Services
Paul Bergera, Staff Assistant of Auxiliary Services
Dave Rostrom, Director of Facilities Services
Sandi Abplanalp, Facility Systems Coordinator

SUBJECT:    
Summer Card Access Scheduling

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With the end of the school year rapidly approaching, the need to re-evaluate current access levels of your staff may be necessary.  Employees with 24/7 access will remain the same, however, access may need to be altered for your teachers, staff and sweepers.  Please be aware that if teachers retain their current access levels during summer months their badge will allow them access into the building regardless of whether or not the building has been disarmed.  If your sweepers will be working days, let Sandi Abplanalp know what hours they are authorized to have access.

Please note that District Maintenance workers and District delivery drivers’ access will remain the same (7:00 am-5:00 pm). Please contact Sandi and let her know what days the building will be closed so their access can be removed.

Time zones assigned to the doors will be removed after the last bell on the last day of school. If you want your main door left open or have summer programs running during the summer months, contact Sandi to adjust the schedule.   You will be receiving a report which includes a list of employees with access to your building and their access times and passes.  If you have employees that will not be returning in the fall, please collect their badges as part of their final check out and return them to Sandi in the Facilities Services Department.  If an employee is transferring, email Sandi their names and new locations as soon as possible so she can assign them to their new location.  Please account for all of the lockout/unlock cards, portable passes, recess passes, office passes, elevator passes and substitute passes that are listed in this report.

Please be aware that employees with extended building access will revert back to regular access when the school year ends (with the exception of the head administrative assistants and custodians) and a new Building/Card Access-Administrator Authorization form will need to be submitted when the new school year begins.  Please call Sandi with any questions or concerns.

Sandi Abplanalp
Jordan School District
Facility Systems Coordinator
801-567-8616
sandi.abplanalp@jordandistrict.org

Cc: 
Jordan School District Cabinet Members

DATE:    
May 2, 2018

TO:   
School Principals and Administrative Assistants

FROM:  
Administrators of Schools

SUBJECT:  
Principal Year-End Check Out Materials for 2017-2018

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Attached is the list of all forms and items to be completed for principal check out.

• Items highlighted in purple will be reviewed at check out with your Administrator of Schools.
• Items highlighted in green require you to bring the requested items to your checkout.
• Forms provided by the District for principal check out are included with this JAM and will no longer be on a separate website.
• You should turn in one completed copy of each form and keep a copy on file in your school for easy reference as you prepare the check out for the next school year.

If you have any questions, please contact your Administrator of Schools’ administrative assistant.

MA/nt

DATE:  
April 26, 2018

TO:
Jordan District Principals

FROM: 
Administrators of Schools

SUBJECT: 
Time Schedule for the Last Day of School

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The Transportation Department has made every effort to accommodate dismissal times for the last day of school. Please review attached memo carefully for your dismissal time, and convey that information to your students and parents. Once again, we extend our appreciation to the administration and employees who work in the Transportation Department for assisting in the transportation adjustment required to accommodate these changes.

Public Law:  R277. Education, Administration   R277-419-2.Definitions   R277. Public Accounting

“School day” means a minimum of two hours per day per session in Kindergarten; and a minimum of four hours per day in grades one through twelve. All school day calculations shall exclude lunch periods and pass-time between classes.

MA/nt

Attachments

DATE:   
April 4, 2018

TO: 
Principals
Administrative Assistants

FROM:  
Administrator of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning and Student Services

SUBJECT:   
Permanent Records – Transfer Processes and Procedures

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Year-End Permanent Record Transfers:
Permanent records for students leaving the school (either a boundary change or 6^th and 9^th grade advancement) need to be delivered in person to the appropriate school by the sending schools staff. Records need to be delivered on or before:

Traditional Schools:   June 8, 2018

Year-Round schools:  July 6, 2018

The receiving school will need to check the student list against each permanent record to assure all permanent records were received. Each bundle must be accompanied by two (2) alphabetized lists which includes the name of the sending school and receiving school. Computer lists or PDM’s may be used. Dead files should be provided to receiving schools separately in their own box.

General Permanent Record Transfer Procedures (District policy AS61):

• A parent release is not required when transferring student records from one school to another.
• Any school receiving a written request to forward a copy of a transferring student’s record to the new school shall comply within 30 days of the request, and within 10 days of the request for a military child’s records, unless the record has been flagged as a “Missing child,” in which case the copy may not be forwarded and the requested school shall notify the police department.
• Transfer the ORIGINAL records for students in grades K through 8.
• A CERTIFIED COPY of the cumulative/permanent record along with the original health record (Utah School Immunization Record) of students in grades 9 through 12 shall be transferred to requesting schools outside of Jordan School District. The ORIGINAL RECORDS and a copy of the health record of students in grades 9 through 12 shall be archived at the Jordan District high school.
• Maintain a record of the date the record transfer request was received and the date and school where the record was sent.

DATE:   
April 4, 2018

TO:  
Principals
High School Registrars

FROM:   
Administrator of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning & Student Services

SUBJECT:  
Transfer of K-8 Student Files for Retention at the State Records Center and for Permanent Archives

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Please see memo below.

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

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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.