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Category: Elementary Deadline

Published on

DATE: 
April 4, 2018

TO: 
All School Principals
All School Financial Secretaries

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

SUBJECT: 
Quarterly School Financial Report for January, February and March 2018

Each school is asked to report the quarter end account balance and transaction detail with the Apple Volume Purchase Program and return with your bank reconciliation.  If your school has no Apple account, please so indicate and return.

Please include the account balance with Apple on the reconciliation sign off form and print a report or screen shot(s) of the balances and quarterly transactions from Apple’s website.  If you need assistance, please contact your Curriculum Technology Specialist – Bonnie, Deana, Harrison, Nancy, Jay, and Raimee.

Please photocopy the selected elements and send to Accounting by April 20, 2018.

Please include:

  • The signed attached memo to Accounting
  • A copy of your January, February, and March 2018 Reconciliation Worksheets
  • A copy of your January, February, and March 2018 Bank Statements
  • A copy of your January, February, and March 2018 Skyward Balance Sheets
  • A copy of your January, February, and March 2018 Outstanding Check Reports
  • Screen shot(s) of your March 31, 2018 Apple Volume Purchase Program transaction history and balance

If you have questions or need assistance, please call Jason Mott at (801)567-8388.

Thank you.

Cc:
Michael Anderson, Administrator of Schools
Jill Durrant, Administrator of Schools
Anthony Godfrey, Administrator of Schools
Brad Sorensen, Administrator of Schools

Published on

DATE: 
March 20, 2018

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
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 regarding the financial year-end processes for the 2017-18 year. Please review these dates as they could have a major effect on your location’s ability to operate.

INVENTORY REQUISITIONS:

May 21, 2018 – Traditional Schools
Last day to enter and approve FY 2017-18 Inventory Requisitions (posted in current year), guaranteed delivery June 1, 2018. 

May 25, 2018 – All Locations
First day to enter next year startup orders. Use FY 2018-19 to post in next year. Use FY 2017-18 to post in current year. Any Inventory Requisitions entered on or after May 25, 2018 to be delivered after July 1, 2018, should be entered as a FY 2018-19 Requisition.

June 1, 2018 – Traditional Schools
Last day for delivery of FY 2017-18 Inventory orders.

June 8, 2018 – All Locations
Last day to enter, and for Principals to approve, any FY 2017-18 Inventory Requisitions (posted in current year). Inventory Requisitions to be delivered by June 25, 2018.

June 25, 2018 – All Locations
Last delivery for all non-food FY 2017-18 Inventory orders.

July 3, 2018 – All Locations
Continue entering FY 2018-19 Inventory Requisitions. Warehouses resume delivery schedules.

 

PURCHASE REQUISITIONS: All Locations

April 13, 2018
All FY 2017-18 Purchase Requisitions using the Special Ed budget must be received by the Special Ed department.

May 1, 2018
All Purchase Requisitions estimated to be $50,000 or more must be routed to Purchasing. 

May 18, 2018
Begin entering FY 2018-19 Purchase Requisitions. Select FY 2018-19 to post in next year. Use FY 2017-18 to post in current year. Please enter the respective year in the description field as seen below. FY 2017-18 Purchase Requisitions can be entered through June 8, 2018. All FY 2018-19 Purchase Requisitions will not be sent to vendors until after July 3, 2018.

SEE MEMO BELOW FOR EXAMPLE OF CHOOSING BETWEEN FY2017-18 AND FY2018

June 6, 2018 – All Locations:
Last day for P-Card purchases for FY 2017-18. 

June 8, 2018 - All Schools:
Last day to enter, and for Principals to approve, any FY 2017-18 Purchase Requisitions (posted in current year). 

June 21, 2018
Last day for Administrator of Schools level approvals for FY 2017-18 Purchase Requisitions. Not guaranteed after this date.

July 3, 2018 - All locations:
Continue entering FY 2018-19 Purchase Requisitions.

 

ACCOUNTS PAYABLE:

Immediately
As always, Accounting needs “verification” of receipt of goods or services immediately after delivery.  What constitutes a “verification” is: 1) a PO#, 2) a signature, 3) a date, and 4) an indication whether Accounting should keep the PO open (the PO has only partially been filled) or close the PO (all items received in full). The “verification” can be done on a packing slip, a copy of the PO, or a copy of the invoice.

Summer Product Received at Traditional Elementary Schools Purchased items being delivered by vendors and received at schools over the summer break must remain in a designated holding area. When staff returns they can account for the items properly, verify and submit the proper paperwork in a timely manner to the Accounting Department. This will help eliminate confusion between the schools and vendors on the whereabouts of items delivered.

May 18, 2018 - All Locations:
P-Card Reconciliations due in Accounting.

June 6, 2018 - All Locations:
Last day for P-Card expenditures for FY 2017-18.

June 7, 2018 - All Locations:
All items (mileage reimbursements, NPOs, check requests, Journal Entries and “verifications”) to be paid with FY 2017-18 budgets should be approved and received in Accounting by this date. Those received after this date, may be paid with FY 2018-19 budgets.

June 8, 2018 - Traditional Schools:
P-Card Reconciliations due in Accounting.

June 19, 2018 - Year-round schools and Departments:
P-Card Reconciliations due in Accounting.

June 27, 2018 - Elementary Schools:
Last day to submit Cash Receipts.

July 5, 2018 - All Locations:
FY 2017-18 Mileage Reimbursements Requests due, but if received after June 7, 2018, may be paid with FY 2018-19 budgets.

 

PAYROLL:

June 1, 2018 - Traditional Schools:
All True Time submissions due. Nutrition Managers approvals due by the end of the day.

June 4, 2018 - All Locations:
May Payroll due.

June 6, 2018 - All Locations:
True Time submissions due.

June 8, 2018 - All Locations:
True Time 1st approvals due.

June 11, 2018 - All Locations:
True Time final approvals due.

June 28, 2018 - All Locations:
Last day to enter FY 2017-18 Time Off. 

June 29, 2018 - All Locations:
Any FY 2017-18 time off to be approved.

July 3, 2018 - All Locations: June Payroll due. Begin entering FY 2018-19 time off.

Year-round Schools:
True Time submissions due. Nutrition Managers approvals due by the end of the day.

July 5, 2018 - All Locations:
True Time Submissions due.

July 9, 2018 - All Locations:
True Time 1st approvals due.

July 11, 2018 - All Locations:
True Time final approvals due.

 

INSURANCE: All Locations:

May 23, 2018
Annual Question and Answer Sessions.
3:30 and 5:00 pm, ASB.

May 24, 2018
Annual Question and Answer Sessions.
5:00 pm, District Office. 

June 13, 2018
Annual Health Fair
3:30-5:30 pm, ASB.

Flyers and posters will be sent to all locations.

Any questions regarding deadlines, please contact either
Kurt Prusse, Purchasing Director, 801-567-8701 or
Michael Heaps, Information Systems Director, 801-567-8737

Published on

DATE:        
March 19, 2018

TO:       
All Principals

FROM:   
Laura Finlinson, Administrator of Curriculum and Staff Development
Nancy Ward, Coordinator of Educational Support Services

SUBJECT:   
Volunteer Hours

Volunteer reports need to be submitted to Educational Support Services.

Workmans 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, 2017  to March 31, 2018.

 

Please complete this form and return it to
Nancy Ward, Coordinator of Educational Support Services by
April 18, 2018.

Published on

DATE: 
March 23, 2018

TO: 
Elementary Principals
Middle School Principals
High School Principals

FROM: 
Laura Finlinson, Administrator of Curriculum/Staff Development & Special Programs
Fulvia Franco, Program Specialist – Guidance
G. Norma Villar, Consultant, Student Intervention Services

SUBJECT:   
Youth Suicide Prevention and Anti-Bullying Grant

Each school has been awarded up to $500 to be used for Suicide Prevention and Anti-bullying training. The funding is provided by the State Legislature and there are very strict restrictions on the use of these funds. The grant parameters and restrictions are as follows:

  • Two organizations can be utilized - HOPE4UTAH and SOS (Signs of Suicide Prevention Program) -membership fees are $500 and slightly less for SOS
  • Only 10% of the $500 can be used for sustainable supplies (no food or student incentives)
  • Professional books such as the Bully Blocker can be purchased if training is provided
  • No payroll costs can be utilized from the $500 amount
  • Information on what the HOPE4UTAH membership fee covers or provides must be included

All expenditures must occur by April 15, 2018 and all NPO’s, receipts, invoices, or proof of payment must be submitted to Noreen Samowitz, Administrative Assistant in the Curriculum Department, no later than April 30, 2018. Her email address is noreen.samowitz@jordandistrict.org and her phone number is (801)567-8367. Please provide account numbers that need to be reimbursed when submitting your documents.

Published on

IMPORTANT PAYROLL DEADLINE REVISION

Due to schools being closed the first week of April for Spring Recess, and not returning until April 9th, April’s payroll will be due on March 30th.

True Time employees’ submittal deadline will also be on March 30th (or their last day worked for that week before leaving for Spring Recess).

The Payroll Department will resume work on April 4th and will be available if you have any questions.

Thank you for your efforts in assisting Payroll.

Published on

Principals:

Please take note that the 2018-19 Upcoming Plan, Progress Report and Council Signature Form are due to be completed online no later than March 30, 2018. this due date is determined by the State LAND Trust deadlines that we have been given.

The State has updated some of the object codes that are to be used for your Land Trust budgets. Attached is a revised Land Trust Budget Guideline sheet that we have come up with to help make your budget codes match the state budget codes. Please refer to this when working on your Upcoming Plan for 2018-19.

Don't forget to send the emails to your SCC members under Council Signature Form. There has to be a majority accepting the plan before it can be finalized and sent to the AOS for review and the Board for approval. Remember, accepting means that they "participated in reviewing the implementation of the current School LAND Trust Plan and have participated in development of the 2018-19 School LAND Trust Plan".

Published on

DATE:  
February 23, 2018

TO: 
Principals
Special Education Staff
School Secretaries

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

SUBJECT: 
Special Education Budget Closeout for the 2017-18 School Year

Please note that Special Education purchase orders/requisitions for the 2017-18 school year must be received by Friday, April 13, 2018 @ 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 13th 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 23, 2018.
  • 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.

Published on

DATE:
February 28, 2018

TO: 
All School Principals

FROM:  
Scott Thomas, Administrator, Auxiliary Services
Paul Bergera, Staff Assistant, Auxiliary Services
Lance Everill, Facility Staff Assistant, Operations
Ron Boshard, Coordinator, Risk Management

SUBJECT:  
2017-2018 State Risk Self-Inspection Survey

The Self-inspection Survey for 2017-2018, from the State Office of Risk Management is available online.  These surveys are designed to heighten safety awareness and to encourage school and District personnel to be proactive in hazard mitigation.  Please go to the following Web site:  risk.utah.gov

The responsible person or “Surveyor” is the school principal.  As in the past, this assignment can be delegated to the department head, lunch manager, custodian, etc. for specific surveys as you see fit. However, all principals will be the responsible person to see that this survey is completed on time.

As with previous years, you will be prompted to fill in a corrective action plan.  Please specify Work Order #, date submitted, who will follow through from your school, a target completion date and any other important information pertaining to specific questions.

The surveys are to be completed by March 30, 2018.  Note that when the survey is submitted, it is locked and you are unable to reopen to make changes.

Please feel free to call or email Ron Boshard, 801-567-8876, ron.boshard@jordandistrict.org

Reminder emails will be sent out from SIS@utah.gov, please look for this email address.

Thank you for your support.

 

Cc:
Patrice A. Johnson, Superintendent
John Larsen, Business Administrator
Administrators of Schools

Published on

Call for Nominations:
In each of our counseling departments there are phenomenal school counselors that deserve recognition for the work that they are doing in their schools. We encourage you to recognize those in your departments and nominate them for either the School Counselor of the Year or the Rookie Counselor of the Year.

Award Descriptions:
The School Counselor of the Year Award (5+ years experience) honors the best counselors who are running a top-notch, comprehensive school counseling program at either the elementary, middle, or high school level. They are working to provide the best outcomes for each of their students, are leaders in their counseling centers, and a positive influence in their school.

The Rookie School Counselor of the Year Award honors the best of our new counselors (1 - 4 years of experience) at either the elementary, middle, or high school level. These rookie counselors bring new ideas, new enthusiasm, and change for the better in their counseling departments, while still learning from other counselors' experiences.

Nomination Details:
Nominations for the School Counselor of the Year and the Rookie Counselor of the Year are due February 28th.

Those who have been nominated for the School Counselor of the Year will be notified at the beginning of March and will be required to submit an application containing: a resume, 2 letters of recommendation, and a few short answer questions about their school counseling program. The winner(s) of the School Counselor of the Year Award (Elementary, Middle/Junior and High School) will be nominated for the National Counselor of the Year award and will also be required to fill out the NCOY application.

The Rookie Counselor of the Year will not be required to submit any other paperwork.

To nominate a school counselor you work with, please choose the award below and click on the link the the appropriate google form.

School Counselor of the Year: https://goo.gl/forms/z2eJ64zs3EQCoNzg1
Rookie Counselor of the Year: https://goo.gl/forms/6D6y1pTAQNSfy7ol2

Award Information:
The State winner of NCOY will be awarded a free trip to the American School Counselor Association Conference June 29 - July 2, 2019 in Boston, Massachusetts. The Rookie Counselor of the Year will be awarded a free 2018 USCA Membership and free attendance to the 2018 USCA Fall Conference.

Thank you for your nominations and we look forward to honoring the inspiring counselors among us!

Published on

DATE:
Thursday, February 15, 2016

TO:   
Elementary and Middle School Principals

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

SUBJECT:  
Computer Mouses for Grades 6-8 SAGE Science

For those schools that will be using Chromebooks for students taking the grades 6-8 SAGE science assessment, please remember that with the smaller screen size students will have to do a lot more scrolling with the Chromebook track pads.  To mitigate this, the Evaluation, Research & Accountability department is willing to purchase USB-connected computer mouses for your Chromebooks.  Please check to make sure your Chromebooks have a USB port and then fill out the survey below by Friday, February 23 to order your computer mouses. Please contact Ben Jameson at 801-567-8243 with any questions.

Computer Mouse Survey: https://tinyurl.com/y7s7oogd

 

Published on

Elementary Principals:

The MOY deadline for completing Intervention Reports is today, February 15.  Many teachers have not completed their BOY reports yet.  We will need this information to prepare for our state report. Please ask teachers to complete them as soon as possible. Reports are in Google Drive as "17-18 (school name) Intervention Reports."

Published on

DATE:    
January 30, 2018

TO: 
All Principals

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

SUBJECT:      
2017-18 UEPC School Climate Survey Preview Links

Jordan District is administering the 2017-18 UEPC School Climate Survey between February 5h and March 16th, 2018. The Utah Education Policy Center is now finalizing surveys for your school. Please preview the survey to review the list of teachers at your school to make sure the list is complete and accurate.

Please follow the links below to preview the surveys:

Faculty and Staff       https://uepc.co1.qualtrics.com/jfe/form/SV_5b6flcoR4UIOEKN

Parent                          https://uepc.co1.qualtrics.com/jfe/form/SV_b3pa40U69aHEoZf

Student                        https://uepc.co1.qualtrics.com/jfe/form/SV_aWQrjRAnIoxyOXj

When you get to the list of teacher names, please read through the list carefully. If there are any names that need to be changed (for example, names are misspelled or not what the teacher uses, teachers have been added or replaced, etc.), please contact Stacy Eddings at stacy.eddings@utah.edu with the necessary changes. Please provide CACTUS ID numbers for teachers that need to be added.

UEPC will make changes through Thursday, February 1st.  Please feel free to contact Stacy Eddings at UEPC or Ben Jameson at 801-567-8243 if you have any questions.

Published on

DIBELS parent letters for MOY are attached.  Gaylene Miller will send spreadsheets to Principals when testing is complete. The testing window closes on January 31 and letters must be sent home with ALL first, second and third grade students on or before February 15. 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 Becky Gerber with any questions.