Michael Anderson, previously Administrator of Schools, has been appointed Associate Superintendent. An application for the Administrator of Schools position has been posted at workatjordan.org. Cabinet assignments will be finalized once a new Cabinet member has been appointed. The application deadline is July 31.
Category: Elementary Deadline
SCRAM for 2019-20 School Year – October 1 Count
DATE:
July 17, 2019
TO:
Principals
All Special Educators and Service Providers
FROM:
Lisa Robinson, Administrator of Schools
Kim Lloyd, Director of Special Education
SUBJECT:
SCRAM for 2019-20 School Year - October 1 Count
Please see attached memo for guidelines and multiple deadlines.
Utah State Board of Education – Emergency Compliance and Safety Form – Due July 19, 2019
All schools within Jordan School District should complete either the Elementary or Secondary School Level Emergency Compliance and Safety Form (attached) based on the grades housed in the school. All completed forms should be submitted to SchoolConstruction@schools.utah.gov by July 19, 2019.
As a guide to completing the form, please see the EXAMPLE District School Level Emergency Compliance Form (attached) that was already submitted by the District.
Important Payroll Dates for July 2019
Please see document below for important dates and reminders.
Elementary Fee Waiver Materials 2019-20
DATE:
June 26, 2019
TO:
Elementary School Principals
FROM:
Michael Anderson, Administrator of Schools
SUBJECT:
Elementary Fee Waiver Materials 2019-20
Beginning with school year 2019-2020 the Certificate of Compliance form will be due October 31. August 1 of each year the Local Board Chair, District Superintendent and each Principal will receive an email containing their individual URL to complete the Certificate of Compliance. 90 days will be given to complete the survey.
To help you complete the online Certificate of Compliance you can find the following forms in the June 27th edition of JAM: Jordan Admin Memo they are also available at https://schools.utah.gov/schoolfees.
- Elementary Fee Schedule
- JSD Fee Waiver Guidelines
- Sample survey, printed from the USBE website
- Standard Fee Waiver Application (English/Spanish) REVISED MAY 2019
- School Fees Notice for Families of Children in grades K-6 (English/Spanish)
- Fee Waiver Decision and Appeal Form (English/Spanish)
- Fee Waiver Posters (English/Spanish)
-Please include, on the line provided on the poster, your school phone number and contact.
Attention: Students who previously showed verification of eligibility do not need to resubmit documentation. It may be necessary for the principal (or designee) to contact the previous school of transferring students for verification of fee waiver status. Kindergarten students coming into the school, new students to the District, and students with extenuating circumstances will still be required to submit documentation.
Please discard all Fee Waiver Application forms from previous years as there are significant changes for Income Eligibility Guidelines.
Social and Emotional Learning (Second Step 2019-20) Start-Up Funds Available for K-8
The Health and Wellness Team is able to provide financial support to schools for the implementation of Social and Emotional Learning through a program called "Second Step" for the 2019-2020 school year. This is an evidenced-based K-8 program with excellent outcomes in improving student's social and emotional skills and resilience. In order to receive financial support, the Project AWARE grant requires schools to implement the program with fidelity and provide grant team members access to data collection on outcomes. We hope that many schools will take advantage of this opportunity as the data collection and implementation process will be supported by the team. Schools will be considered and notified of their selection on a first come basis as funds are limited. Please take note that the deadline to request funds is July 1, 2019. If you would like to request start-up funds for your school, please fill out the form at this link: https://forms.gle/wSeMMbsn2C81DZEv6
Insurance Open Enrollment – June 1 through July 31, 2019
Enrollment Information Available online at: http://www.jordandistrict.org/departments/insurance
Please see flyer below for more information.
Important Payroll Dates for June 2019
Please see document below for important dates and reminders.
Volunteer Hours – Due June 15, 2019
DATE:
May 24, 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 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
DIBELS End-of-Year Letters to Parents 2018-19
Elementary Principals:
Parent letters for EOY DIBELS are attached. The Evaluation Department will send spreadsheets to Principals when testing is complete. The testing window closes on June 15 and letters must be sent home with ALL first, second and third-grade students on or before the last day of school for A track and traditional calendars. Year-round tracks B, C and D need to send the letters home by June 30. Please do not send this letter home with Kindergarten students, as the reporting law does not apply to them. The parent letter from mCLASShome.com is appropriate to share with all parents. Please contact Michelle Lovell with any questions.
Educational Support Services 2019-20 Due Dates, Workshops and Meetings
Please see flyer below for important dates and information.
May 2019 Budget Transfer Request
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
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.
Important Payroll Dates for May 2019
Please see document below for important dates and reminders.
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.
