Category: Elementary Deadline

DATE:  
May 24, 2019

TO:  
All Principals

FROM:  
Cheryl Matson, Director of Insurance Services

SUBJECT:   
Volunteer Hours

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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 April 1, 2019 to the end of school year.

Please complete this form and return it to
Cheryl Matson, Insurance Services by
June 15, 2019

Please see flyer below for important dates and information.

DATE: 
May 3, 2019

TO: 
All Elementary, Middle, and Traditional High School Principals

FROM:
John Larsen, Business Administrator
Derek Anderson, Director of Accounting, Budgets, and Audits

SUBJECT: 
May 2019 Budget Transfer Request

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If you would like to transfer budget between your postage, supply, textbook, technology supply and equipment budgets, please complete the following, sign and return to Derek by June 7, 2019.  If Derek does not receive this back from you by June 7, 2019, Derek will assume no transfer is requested.  The next opportunity to make such a transfer is January 2020.

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

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Please see attached memo.

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

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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, 7^th or 10^th 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 12^th 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!

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

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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

1. 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.
2. Record each acceleration or retention on Skyward at year’s end.
3. 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 6^th and 9^th 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.

 

 

DATE:
April 4, 2019

TO: 
Principals and District Administrators

FROM: 
Dr. Anthony Godfrey, Associate Superintendent

SUBJECT: 
Stipend for Department Chairs and Team Leaders

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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)

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.

DATE:  
March 25, 2019

TO:  
All Principals

FROM:   
Cheryl Matson, Director of Insurance Services

SUBJECT:  
Volunteer Hours

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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.

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

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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:

1. All purchase orders/requisitions should be routed to Debbie Fairbourn in the Special Education Department.
2. 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.

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.