Category: High School Deadline

DATE:    
May 3, 2021

TO:   
Principals and Administrative Assistants

FROM:  
John Larsen, Business Administrator

SUBJECT:  
Legislative Supply Envelopes – Due May 1, 2021

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We thought a few reminders might be helpful as you collect legislative envelopes.

1)   Carry-Over of Unused Supply Funds.  Principal approval is required if a teacher would like to carry-over unused funds to the next school year. If approval is given, the principal should sign the envelope in the bottom right-hand box.  The Guidelines state that “As a general rule, balances less than $50 should be carried over to the next year.” However, carry-over amounts are at the principal’s discretion. Also, if a teacher has an amount remaining at the end of the year of $5 or less, no return of the funds is needed.

A list of all teachers who have carry-over amounts should be kept so this information can be written on the teacher’s envelope for the 2021-22 school year and added to the amount of the current year funds. As a reminder, if a teacher with a carry-over amount transfers to a different school within the District and the principal allows the teacher to use the carry-over funds at the new school, please communicate this to the administrative assistant at the new school so they can record the information on the teacher’s envelope. If the principal does not approve the use of funds at the new school, the teacher will need to return the unused funds.

2)   Payroll Deductions.  For teachers not approved to carry over unused funds, a payroll deduction will be needed. The request for a payroll deduction should be sent to Sarah Palmer, director of Payroll, and can be emailed to her at: sarah.palmer@jordandistrict.org. Please provide Sarah with the employee name(s), school location, amount of the deduction, and an explanation about the need for the deduction. Please provide this information by May 10 for the May 25 paycheck or by June 10 for the June 25 paycheck.

3)   Principal Use of Unused Supply Funds.  Unused supply money that is returned to the District via payroll deduction or other means (check or cash) will be made available to the principal to use at his/her discretion. After a payroll deduction is completed, the Payroll Department will provide the Accounting Department with the school location and amount and a journal entry will be done to transfer the funds to the school’s 2000 account.

4)   Teachers that Resign During the School Year.  If a teacher resigns during the school year, please ask for the return of his/her legislative supply envelope before they leave. If there is a balance remaining of unspent funds, this money needs to be returned to the District via a payroll deduction made before the employee receives his/her final paycheck. If your school has a check-out procedure for teachers that resign, it might be helpful to add the return of the envelope to the procedures to insure the legislative envelope and unused funds are returned.

5)   Storing Legislative Envelopes.  After collecting the envelopes on May 1, please keep them in a secure location at the school for a period of four years. The envelopes are subject to random audits by District auditors.

Thank you for your help with legislative supply money. If you have questions, please contact my administrative assistant, Jeri Clayton, at 801-567-8120 or email: jeri.clayton@jordandistrict.org.

jc/jl

Attachment:  Helpful Information About Legislative Supply Money (This document has the information listed above, as well as other important information about legislative supply money.)

Reminder: The plan will be reviewed with assigned AOS during the end-of-year check out. The final version of the 2021-22 TSSA Plan is due to your AOS by June 25, 2021.

The JSD Board’s TSSA Framework establishes three priorities schools are to use in developing a TSSA Plan. The priorities include coaching, professional development, and school-based initiatives.

Each school has a personally-created School Planning folder in Google Drive that includes both last year’s and this year’s plans. TSSA Plans and the School Planning Folder can be accessed from 2021-2022 School Planning Tools. Following the School Planning Tool will ensure compliance with TSSA requirements.

The first tab in the School Planning Tool labeled “TSSA Overview and Checklist” provides guidelines and a checklist for completing plans. A quick checklist is provided below. The actual plan is found in the tab labeled “TSSA Plan.” 2021-2022 allocations are pre-loaded into each school’s plan.

Quick TSSA Plan Checklist

• Share planning tool if desired. (Currently only principals have editing access.)
• Summarize 2020-2021 TSSA Plan. (Focus on implementation and growth if limited data is available.)
• Review data. (Review data that is available.)
• Determine school goal(s) for 2021-2022.
• (TSI Schools) Complete TSI data review, identify needs, and create goal(s).
• Record plans and action steps for instructional coaching, professional development, and school-based initiatives.
• Complete budget.

The plan will be reviewed with assigned AOS during the end-of-year check out.
If you have questions or concerns, please reach out to your AOS.
If you have technical issues, please feel free to contact Nadine Page 801-567-8182 or Chris Westra at 801-567-8657.

This survey will help us determine technology needs for the 2021-2022 school year.

Click here to complete the end of year DTL Survey from USBE. Survey is due by 4/30/21.

DATE:  
April 15, 2021

TO:
Principals and District Administrators

FROM:
Brad Sorensen, Administrator of Schools

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 timesheet roster should be submitted to the Payroll Department by May 3, 2021. 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)

If your school will need to have textbooks rebound this year please contact Kris Wishart, in Purchasing, kris.wishart@jordandistrict.org (801) 567-8708, by Wednesday, April 21st.

DATE:
April 12, 2021

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 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.

Submit all SCRAM changes and/or corrections AND the signed SCRAM report to Amanda Hamblin through District mail at the District Office or electronically through Move-It. All completed reports and documents must be received by the Special Education Office by the end of the day on Monday, May 3, 2021.

The School LAND Trust program Final Report for 2019-2020 is now available for entry on the State website. Reports must be submitted on the School LAND Trust reporting site no later than Friday, April 16, 2021.

The following information was sent to you by email from the State with instructions of how to login to the new system:

Your account has been created with your email address as your username. All users will have to request a new password in order to login.

Please go to https://schoollandtrust.schools.utah.gov , click 'Login', then click 'Forgot Password' , and then enter your email address and click 'Submit'. You will receive an email from noreply@schools.utah.gov with the subject 'Reset password token'. Click on the password reset link in this email to create a password (this link will expire after 12 hours). Once you have created your password, you will be instructed to click on a new link to login to the site.

If you need to create a new account, please go to:  https://schoollandtrust.schools.utah.gov and click "New Account"

You will need to supply a username, password, email address, your first and last name and a phone number, and then click "Create My Account."

• You will receive an email from noreply@schools.utah.gov asking you to activate your account by clicking a link. Please click on that link and you will be taken to a page that will direct you to login to the site.
• You will need to request an LEA level account (District or Charter Authorizer) or a School Level (principal) account.
• Select which LEA and /or which School you would like access to.
• Once you have requested access a USBE Admin will need to approve your account.
• You will receive a confirmation email when your account has been approved.

If you have questions, please contact us.

If you need website support, please contact the USBE App Help Desk : apphelpdesk@schools.utah.gov or call (801) 538-7800.

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, 2020 to March 31, 2021.

Please complete this form and return it to Cheryl Matson, Director of Insurance Services, by April 30, 2021.

Principals:

Reminder: Two LAND Trust reports are due tomorrow, Friday, March 26, 2021.

2019-20 Final Report
2021-22 Upcoming LAND Trust Plan

Spring Break is next week. Please complete your reports by tomorrow so you can enjoy your time off! As a side note, I will also be off enjoying spring break next week. Please contact me, Nadine Page, at 801-567-8182 or nadine.page@jordandistrict.org, today or tomorrow if you have any questions regarding the completion of these two reports.

Here are previous JAM links to help you in preparing these reports:

JAM - Feb 11th
Recap of the principal meeting training as well as helpful documents.

JAM - Mar 11th
Information regarding the deadlines and how to prepare the reports. You each received an email on March 11th with important information pertinent to your individual school to help in preparing these reports.

Thanks for all of your help in getting these reports to the AOS and Board Members responsible for reviewing and approving the reports.

 

 

DATE:
March 17, 2021

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

FROM:
Lisa Robinson, Administrator of Schools
Kim Lloyd, Director of Special Education

SUBJECT:
Special Education Resource Instructional Assistants for 2021-22
Special Education Support Class Instructional Assistants for 2021-22

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This memo is designed to explain how special education instructional assistants can be requested and will be allocated to each schools’ special education program(s) for the 2021-22 school year. If you have any questions, please contact your assigned teacher specialist or program administrator. We want to make sure everyone has the support staff necessary to meet student’s individual IEP needs.

You will receive an email including the Projected Resource Staffing Needs Survey form that is specific to your school or program. This form will include your current staffing allocations (this is your current staff minus your current critical needs staff). Please use this form to summarize the additional instructional assistants needed to meet the collective needs of the students you submitted on Checklist of Existing Environmental and Instructional Supports and Rubric to Determine Need for Critical Need Support. This request should be agreed upon by all team members and your building principal or assigned administrator should sign the request.

Please Submit all three forms to your assigned teacher specialist by Friday, April 16, 2021. You will receive a preliminary critical needs instructional assistant allocation by Friday, May 7, 2021. Additional Critical Needs may be requested after school starts or if the students in your class or program change significantly.

Please complete the “Summer School Schedule” sheet in your school ESSER Worksheets document before April 26th as follows:

• High Schools indicate your intention to request transportation.
• Middle Schools record your summer school start and end dates, the days of the week, the start and end time, and indicate your intention to request transportation.
• Elementary Schools record your summer school start and end dates, the days of the week, the start and end time, indicate your intention to request transportation, and (optional) indicate the number of summer school curriculum packages. Training dates for SORing to Summer Success curriculum package (optional).

Principals:

According to the latest information from the State LAND Trust people, the website won’t be back up until sometime in April. The same due dates must be kept on our end in order to finish the review by the AOS’ and the approvals by the JSD Board of Education. All of this must happen in order for the Board to give their final approval at the April 27^th Board Meeting. The State must have the approvals by May 15^th in order for our 2021-22 funding to take place on time.

In light of this we are asking the following of each of you:

• A final report of what you spent in 2019-20 will be emailed to each of you on March 11^th. You can use this report to complete the 2019-20 Final Report on a Word Doc. Please follow what you have done in the past when completing the final plan. This report, for the State website, must be completed before the 2021-22 Upcoming Plan can be added to the website. Please submit this report, in Word form, to Nadine Page (page@jordandistrict.org). The AOS’ will review and mark as complete the final report from the Word Doc. When the website comes up you will then need to input the information into their format.
• The 2021-22 Upcoming Plan template, was initially sent out in the February 11^th JAM along with the School LAND Trust Training recap given by Natalie Gordon. The template is also attached to this JAM. Please complete your 2021-22 Upcoming Plan on this template, in Word form, and submit to Nadine Page (nadine.page@jordandistrict.org) on or before the March 26^th due date. The AOS’ will review the 2021-22 Plan from the Word Doc. The Board members will also review and approve the 2021-22 Upcoming Plan from this document. When the website comes up you will then need to input the information into their format.
• Along with the electronic final report, being sent to you on March 11^th, you will receive a revised 2021-22 LAND Trust allocation to use in completing your plan.

You will also find a copy of the most recent Appropriate Expenditures from the State website as well as suggested wording to use under "What would you do if you receive additional funding".

If you have any questions please contact Nadine Page, 801-567-8182 or nadine.page@jordandistrict.org. Thank you for your help in getting these reports completed and approved!

Most recent update from the State LAND Trust Office: (As of now, the JSD due date for the 2021-22 LAND Trust Plan is still March 26, 2021)

Due to unexpected challenges, the Final Report and Upcoming School Plan forms will not be available for a few more weeks. We will contact you as soon as we have a firm date for each.

Thank you for your patience. Please meet with your councils to prepare the Upcoming School Plan so it is ready for entry when the form is available. A school plan template and estimated funding for each school are available at https://www.schools.utah.gov/schoollandtrust/myschoolreports

DATE:   
February 22, 2021

TO:      
Principals
Special Education Staff
School Secretaries

FROM:   
Lisa Robinson, Administrator of Schools
Kim Lloyd, Director of Special Education

SUBJECT:    
Special Education Budget Closeout for the 2020-21 School Year

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Please note that Special Education purchase orders/requisitions for the 2020-21 school year must be received by Friday, April 16, 2021 @ 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 16th 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 16, 2021.
• 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, NPOs, P-Cards, and ECHECKS, submitted through the year.

Coding for P.O.s/Requisitions, NPOs, P-Cards, ECHECKS:

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.