Please see document below for important dates and reminders.
Category: Elementary Deadline
Special Education Resource/Support Class Instructional Assistants for 2019-20
DATE:
April 23, 2019
TO:
Principals
Elementary and Middle School Resource Team Leaders
High School Special Education Team Leaders
FROM:
Lisa Robinson, Area Administrator
Kim Lloyd, Director of Special Education
SUBJECT:
Special Education Resource Instructional Assistants for 2019-20
Special Education Support Class Instructional Assistants for 2019-20
Please see attached memo.
End of Year SCRAM Detail Report 2018-19
DATE:
April 22, 2019
TO:
Principals
All Certified Special Education Staff
FROM:
Lisa Robinson, Administrator of Schools
Kim Lloyd, Director of Special Education
SUBJECT:
End of Year SCRAM Detail Report
We are fast approaching our last SCRAM count deadline. It is important that this information be as accurate and current as possible. A year-end final SCRAM report that reflects the SCRAM/IEP Services that have been received from your school to date has been sent to resource and self-contained support class (cluster) team leaders.
Special Education generates funds from this count by student days in membership (i.e., how many days they were entered in your program). The resource or self-contained support class (cluster) team report should list all current students, including primary Guidance and primary Speech-Language students. Please check each student for the following information:
- Check that all students served in your program are listed on the report.
- Check that names, SCRAM entry dates, exit dates (if applicable), disability codes, environment codes, regular percents and service patterns are correct. Be sure to identify the provider of each service listed.
- Be sure that entry and exit dates reflect all days that the student received services. If there is a gap in service dates, we lose days of membership, which directly impacts funding.
- Students who will continue in the same school (advance from grade to grade) or who will move to Kindergarten, 7th or 10th grade in their boundary school or a permit school within Jordan District will automatically roll-over for the start of the new school year. It is not necessary to submit an exit SCRAM for these students.
- Current self-contained support class (cluster) students should have been rolled forward to the school they have been assigned to attend. It is not necessary to submit an exit SCRAM for these students (permit codes were entered by the placement specialist/special education department).
- Students who will continue past the 12th grade, (i.e. students going on to South Valley and/or Kauri Sue Hamilton School) the school registrar must flag the student as a “Retained Senior” in the Graduation/Diploma status field. An exit scram does not need to be submitted for these students.
- An exit SCRAM must be submitted for any student that has or will age-out or graduate and will not be returning to a Jordan District school at the beginning of the next school year.
- Be sure to use the appropriate exit codes and dates for any student who has exited the school during the school year. If they are not exited appropriately, we will lose days of membership, which directly impacts funding. Note that the SCRAM exit date and the school exit date must be the same date.
- Remember that any changes must be documented on the IEP in Goalview prior to changing the SCRAM document. If there are any changes to SCRAM information, submit an updated / corrected SCRAM no later than the date listed below.
- Please take note of the date that the report was printed (top right corner) and be aware that if scram documents were sent after the print date, they will not appear on the report, but sending multiple duplicate copies is not necessary and slows the entry process.
- Note that changes made directly on the printout report without a SCRAM document will not be accepted as it leads to data entry confusion and may result in the student’s file being out of compliance. All SCRAM printouts and SCRAM document changes must be received in the Special Education Office no later than the end of the day on the following dates:
Traditional School Deadline: Monday, May 13, 2019
Year-Round School Deadline: Friday, May 31, 2019
Please note that separate reports have been sent to each resource team AND each cluster team (if applicable). SLPs, Guidance Specialists and other itinerant providers will need to work with both special education teams to check and complete the requested information. Since one copy is being sent per “team” (i.e., resource or cluster), it is critical that the list be checked with other team members within your school. Please do not send multiple copies of the report back. Each team member must review and initial the original report before returning it to the Special Education Department.
Submit any SCRAM changes and/or corrections AND the signed current report(s) to Amanda Hamblin through District mail at the District Office. All completed reports and documents must be received in the Special Education Office by the end of the day on the specified due date.
If you have questions, please contact the Teacher Specialist assigned to your school or Amanda Hamblin at (801) 567-8176.
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Please know that your assistance in completing this information accurately is critical, as it directly impacts Special Education funding!
End of the Year Reports for Planning and Student Services 2018-19
DATE:
April 10, 2019
TO:
Principals
Administrative Assistants
FROM:
Administrator of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning & Student Services
SUBJECT:
End of the Year Procedures
The following is a friendly reminder about the end-of-year reports, tasks and due dates required by Planning & Student Services for traditional elementary, middle, high and special schools (TRAD) as well as year-round elementary schools (YRE). All forms may be found on the Planning & Services website: https://planning.jordandistrct.org/forms/.
Records Retentions and Accelerations
- A form for each Individual Retention or Acceleration should be completed and sent to your Administrator of Schools at the time is processed at your school.
- Record each acceleration or retention on Skyward at year’s end.
- Complete Report of Retentions & Non-graduating Seniors and Report of Acceleration & Early Graduates Form•
DATE DUE:
TRAD. JUNE 3, 2019
YRE. JUNE 28, 2019
Report of Student Deaths•
DATE DUE:
TRAD. JUNE 3, 2019
YRE. JUNE 28, 2019
Fourth Quarter Reports
Check membership report carefully for entry and exit date errors. Make corrections on Skyward and notify Planning & Student Services when complete. Do not send a copy. (See the required reports list in the Planning and Student Services Manual)
DATE DUE:
RAD. JUNE 3, 2019
YRE. JUNE 28, 2019
School’s End-of-Year PDM
Run the School’s end-of-year PDM and retain at school permanently. (Do not send a copy to Planning & Student Services)
DATE DUE:
TRAD. JUNE 3, 2019
YRE. JUNE 28, 2019
Permanent Record Retention
Permanent records for students leaving the school (boundary change or 6th and 9th grade advancement, where applicable) are delivered in person to the appropriate school by the staff of the sending school. 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 need to include the name of the sending school and the receiving school. This should be signed by both the sending and receiving school. Computer lists, PDM’s and the Skyward Students Not Returning report may be used. Dead files should be sent to the receiving school in a separate box..
DATE DUE:
TRAD JUNE 7, 2019
YRE JULY 9, 2019
2018-19 FTE Staffing Worksheet
Using the appropriate worksheet for your school (Trad. Elem, MTS Elem, Title I Elem, MTS/Title I Elem, Middle, or High) enter the amount of 0050 FTE you have or will have hired by the first day of school. Please do NOT include any teachers hired using alternate funding (BTS, Land Trust, etc.) – only those teachers funded by 0050 (whole or part of their contract) should be entered. Title I schools will enter the teachers funded (whole or part) by Title I funds in the appropriate cells. The schools FTE version 2.0 must be entered in the appropriate box(es) for the worksheet to calculate correctly. You do not need to enter any enrollment at this point. However, it is encouraged that you use these sheets throughout the year to accurately account and track your FTE and enrollment. The FTE Staffing Worksheet is not required for any Special School. For any questions about the FTE Staffing Worksheet please contact Travis directly at 801.567.8251.
DATE DUE:
TRAD JUNE 5, 2019
YRE JUNE 5, 2019
Thank you and please direct any questions to Carmen (801.567.8183) in Planning and Student Services.
Stipend for Department Chairs and Team Leaders – April 2019
DATE:
April 4, 2019
TO:
Principals and District Administrators
FROM:
Dr. Anthony Godfrey, Associate Superintendent
SUBJECT:
Stipend for Department Chairs and Team Leaders
Stipends for Department Chairs and Team Leaders will be paid in May.
- Elementary Schools may pay $300 for 8 Team Leaders.
- Middle Schools may pay $500 for 12 Department Chairs or Team Leaders.
- High Schools may pay $500 for 16 Department Chairs or Team Leaders.
A multiple time sheet roster should be submitted to the Payroll Department by May 2, 2019. All Department Chairs or Team Leaders will be paid out of the same program number from which their salary is paid. Each roster should be clearly marked “Stipend for Department Chair” or “Stipend for Team Leader.”
Kauri Sue, River’s Edge, South Valley, and JATC will be paid as middle schools. If a school houses an additional special education program (cluster program or preschool program), the school will have an additional team leader allocation.
Budget Code
10 xxx xxxx 2216 131
10 xxx 7551 2216 131 (Special Education)
2018-19 Year-End Processing Deadlines
DATE:
April 4, 2019
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
Derek Anderson, 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 listed in the memo below regarding the financial year-end processes for the 2018-19 year. Please review these dates as they could have a major effect on your location’s ability to operate.
Last Minute 2019-20 Land Trust Plan Reminders
Please take note that the following reports are due tomorrow and that there are changes to the Council Membership & Signature Form:
Due Friday, March 29, 2019
- 2018-19 Midyear Progress Report – this needs to be opened and completed first. Once you open it you can see the allocation for 2019-20.
- 2019-20 School Land Trust Plan
- 2019-20 Council Membership & Signature Form
Remember to send out the emails so your SCC members can respond back that they have participated in the development of the 2019-20 School Land Trust Plan. This year, in order to count this report as complete, 80% of the members need to respond. That means you can only have 1 possibly 2 members not respond. Please keep a watch on this report and if members are not responding call and ask them to find the email and complete it.
Thank you for all of your help so we can get these reports to our Board Members for their approval.
Important Payroll Dates for April 2019
Please see document below for important dates and reminders.
Volunteer Hours – Due April 30, 2019
DATE:
March 25, 2019
TO:
All Principals
FROM:
Cheryl Matson, Director of Insurance Services
SUBJECT:
Volunteer Hours
Volunteer reports need to be submitted to Insurance Services.
Workers’ 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, 2018 to March 31, 2019.
Please complete this form and return it to
Cheryl Matson, Director of Insurance Services by
April 30, 2019.
2019 Summer History Academy for 4th, 5th and 6th Grade Teachers
Applications are now open for the summer History Academy for 4th, 5th, and 6th grade teachers. The Academy will run June 3, 4, 5, 6, and 7th. Teachers will receive instruction on using literacy skills to teach history, and will receive a stipend for attending and completing the Academy.
Priority will be given to school teams of a 4, 5 and 6 grade teacher or teams of grade level teachers. Only 15 slots are available. Applications need to be emailed to Pam Su'a at pamela.sua@jordandistrict.org by April 10.
To apply please submit the following information:
- Name and grade of teachers wishing to participate.
- A statement that all teachers on the team will attend every day of the Academy and participate fully.
- A statement detailing how much social studies you currently are able to teach.
Selected teachers will be notified by April 15 and given further details.
Special Education Budget Closeout for the 2018-19 School Year
DATE:
February 22, 2019
TO:
Principals
Special Education Staff
School Secretaries
FROM:
Dr. Anthony Godfrey, Associate Superintendent
Kim Lloyd, Director of Special Education
SUBJECT:
Special Education Budget Closeout for the 2018-19 School Year
Please note that Special Education purchase orders/requisitions for the 2018-19 school year must be received by Friday, April 12, 2019 @ 5:00 p.m. Please remember the following:
- Budgets are not carried over from one year to the next.
- Remember to deduct any previously submitted amounts from your Special Education budget (so that you know your balance) before submitting new orders. This includes reimbursements submitted through your school. No orders will be processed that exceed your budgeted allocation.
- Please check with your school secretary to make sure all Special Education reimbursements have been submitted to the Special Education Department by the April 12th deadline. We have provided each secretary with a spreadsheet of currently recorded purchases/reimbursements for the total special education department at your school up through February 22, 2019.
- When ordering supplies, follow Skyward procedures.
- Be sure to follow the ordering guidelines outlined in the attached budget information page, as you close out your current year budgets.
Staff will be notified of the new budget allocation amount prior to the start of the new school year. Keep in mind that new purchase orders/requisitions will not be processed until mid-July when all of the current year’s budgets have been closed out.
As you close out your budgets for the current school year, please note the following:
- All purchase orders/requisitions should be routed to Debbie Fairbourn in the Special Education Department.
- Use the following codes for purchase orders/requisitions and NPOs submitted through the year.
Coding for Purchase Orders/Requisitions and NPO’s:
FUND | TYPE | LOCATION | PROGRAM | FUNCTION | OBJECT |
10 | E | (School #) | 1295 | 1090 | Use object code |
If you have questions regarding your Special Education budget, please call Debbie Fairbourn at
(801) 567-8177.
2019 Outstanding Classified Employee Nomination Form is Available Online on March 1, 2019
For nomination form and scoring rubric click here: www.jordaneducationfoundation.org
Submission Deadline: Monday, March 25, 2019
See attached flyer for more details.
Important Payroll Dates for March 2019
Please see document below for important dates and reminders.
2019-20 School LAND Trust Upcoming Plan Due Date – March 29, 2019
Principals: Please take note - I will be out of the office on Friday, March 29th for a family wedding. I won't be available to help you on that last day when Land Trust plans are due. Please plan accordingly so I can help you, if needed, before the due date. Thanks! Nadine
Due Friday, March 29, 2019
- 2018-19 Midyear Progress Report - this needs to be opened and completed first. Once you open it you can see the allocation for 2019-20. Principals of the new schools, your schools should be uploaded into the system by the end of this week.
- 2019-20 School Land Trust Plan
- 2019-20 School Community Council/Land Trust Signature Form
Thanks for all you do to keep us in compliance with our Land Trust! Attached are the guidelines to help you with accounting codes.
Early & Late Enrollment Permits – February 2019
DATE:
February 13, 2019
TO:
Principals
Administrative Assistants, ALL
Secondary Attendance Assistants
FROM:
Administrator of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning & Student Services
SUBJECT:
Early & Late Enrollment Permits
The window for the school choice Early Enrollment Period closes on Friday, February 15, 2019. The law requires that parent(s)/guardian(s) receive written notice from the school by March 31, 2019. The results e-mails sent to parents(s)/guardian(s) after records have been placed on the waitlist or seated list serves as that written notice. Schools will need to ensure that communication with parent(s)/guardian(s) has occurred for each permit request.
Beginning February 16, 2019 the Late Enrollment Period begins. The late enrollment period is for applications submitted before Dec. 1 or after the third (3rd) Friday in February for the following year, or a permit request for the current school year. (See page 23 in the Planning and Student Services Manual.)
Any permit submitted during the late enrollment period will be placed at the bottom of the waitlist currently in PowerSchool when processed. The permit waitlist in PowerSchool will be used throughout the school year to grant permit requests and seat students at the school. Permits may be re-ordered on the waitlist according to the late enrollment requirements (see page 23 in the Planning and Student Services Manual).
Schools will continue to verify permit requests and communicate results to parent(s)/ guardian(s) throughout the 2019-20 school year.
Should you have any questions please contact Travis at 88251 or Donna at 88259.
Instructional Leadership in the 21st Century Conference – March 21 & 22, 2019
Instructional Leadership "Teaching Begins with the Learner" Conference - March 21 and 22, 2019
The Conference will be held March 21 & 22 at Utah Valley Convention Center in Provo. Teaching & Learning will cover the registration cost of one administrator per school. If you would like to send a team, Teaching & Learning will cover the registration cost of two participants. Sign up HERE before March 8. Please contact Amanda Hansen for questions.
The 2019 Instructional Leadership Conference has an incredible line up of speakers, including: Michael Fullan, Anders Ericsson, Chad Lewis, Paul Bloomberg, Tim Brown, Kim Geddie, Tom Guskey, Tom Hierck, Robyn Jackson, Tim Kanold, Jonathan Saphier, Ellie Drago-Severson, Tricia Skyles, Ben Springer, and Rick Wormeli. Look for flyers in District mail or visit the website for more information.
Appeals Reminder February 20, 2019
BeMinedUtah19 – Deadline is February 28, 2019
The winning schools receive $500 for a mineral field trip or classroom technology!
Show some love to the minerals in your life. We’re giving $500 to the two schools with the most creative photos showing how minerals help power their students, classrooms or schools.
Need inspiration? What minerals powered your transportation to school? To turn on the lights, air conditioning or heating? Did you power up a computer or other electronic device? How was your school constructed?
Click here for more information! Get your photos posted by February 28th.
Elementary Parent Teacher Conference Report Form – Spring 2019
Elementary Principals:
Please return the attached form to Lisa LeStarge (lisa.lestarge@jordandistrict.org) within two weeks after your conference dates. Thanks!
Important Payroll Dates for February 2019
Please see document below for important dates and reminders.