Category: High School Deadline

DATE: 
April 23, 2020

TO:
Principals
High School Registrars

FROM: 
Administrator of Schools
Michael Anderson, Associate Superintendent
Travis Hamblin, Director of Student Services
Caleb Olson, Consultant, Planning & Enrollment

SUBJECT: 
Transfer of K-8 Student Files for Retention at the State Records Center and Permanent Archives

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This is a reminder to prepare and send the “Dead files” of K-8 students to Planning & Enrollment in the Student Services Department by June 12, 2020 for transfer to the State Records Center for permanent retention.

Schools will periodically have files of students who have attended Jordan School District in grades K-8 and never attend grades 9-12.  In the event that a transcript was never created and the student’s cumulative folder was never requested, the student’s cumulative folder then becomes the record to retain permanently as required by law.  These records are to be handled as follows:

Non-transferred Records (Dead Files):

Non-transferred student cumulative/permanent records of students in grades kindergarten through 8 shall be held in that school until the student’s grade level is advanced to the next school level.  (i.e., 6^th grade records are sent to the feeder middle school and 9^th grade records are sent to the feeder high school each June).  Once at the feeder high school the record shall be retained three (3) years after the student would have graduated.  At the end of three years these records shall be transferred to the Planning & Student Services Department each year by June 30 and then sent to the State Records Center and retained for 17 years and then transferred to the State Archives permanently.

The following remain in the file:

1. • achievement test scores,
   • copies of report cards,
   • health records, and
   • pertinent information concerning the student

Examples of these files may include:

• A student who attended Jordan School District in grades K-8 and never attended a public high school in the State of Utah grades 9-12.
• The death of a student – a certified copy of the cumulative folder should be retained and the family may be given the original if requested. Send this record at the end of the school year that the event occurred.

Please refer to UTREX to make sure the student has not attended a school within the State of Utah before sending the files to Planning & Enrollment for retention.  If they are active in another school within the State, contact that school and have them officially request the record.

Please contact Student Services at 801-561-8183 with questions.

DATE:
April 13, 2020

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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Our last SCRAM count deadline is fast approaching. SCRAM reports for each school have been sent to the team leaders via Move-It, and school teams should work together to ensure that it is correct and up to date as our Special Education funding is dependent on these numbers. Please make sure your Resource and Cluster teams have the Reports and corrections turned in to Amanda Hamblin at the Special Education Office by Monday, May 4, 2020. Please see memo below.

DATE:   
April 13, 2020

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 time sheet roster should be submitted to the Payroll Department by May 1, 2020. 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)

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, 2019 to March 31, 2020.

Please complete this form and return it to Cheryl Matson, Director of Insurance Services, by April 30, 2020.

Progress Report, School LAND Trust Plans, Council Membership and Signature Forms will now be due on April 3, 2020. Please work with your Administrator of Schools if you have extenuating circumstances. Please follow the guidelines listed below:

• In keeping with the Governor’s directive to facilitate the ability of public bodies to conduct meetings electronically, we have given approval for all School Community Councils to hold electronic meetings. 
  • The meetings must be noticed as usual including instructions for how the public may attend virtually. 
  • Meetings may be held via phone call or any digital platform such as Google Meet, Zoom, Canvas and others.
  • Minutes should be taken and posted in the usual manner. 
  • Keep a record of attendance, voting, and how people voted. 
  • Please update your council member list and how the council voted on the school plan so that the LAND Trust Plan and the “Council Membership and Signature Form 2019-20” will match the website.
  • Collect digital signatures (see next bullet point) by using the electronic signature form found on the State website. 
    • If you will send the emails while holding the electronic meeting, (when approving the Upcoming School LAND Trust Plan) you can ask members to let you know if they do not receive the emails. 
    • If a SCC member doesn’t receive the email the principal can troubleshoot with that person directly to get the problem fixed, such as an incorrect email. 
  • Please click the green “Send Emails” button to send the emails to the SCC members as soon as possible, as this step takes the longest time to complete. We must have an 80% response rate from voting members to mark this form completed.
  • Please be certain that budget numbers from the State website and your plan match. There can’t be any negative balances.
  • Check the JAM website for more information
    • • http://jam.jordandistrict.org/2020/02/2020-21-school-land-trust-upcoming-plan-due-date-march-27-2020/
  • Contact Nadine Page or Mike Anderson with questions on the process. 
  • Contact your Administrator of Schools if you have extenuating circumstances.

Appeal Hearings for Wednesday, April 15th has been changed to Thursday, April 16th. All paperwork must be in by 4:00 p.m. on Monday, April 13th.  Thank you!!

DATE: 
March 2, 2020

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 2019-20 School Year

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Please note that Special Education purchase orders/requisitions for the 2019-20 school year must be received by Friday, April 17, 2020 @ 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 17th 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 March 2, 2020.
• 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.

Please see the document below for instructions and the link to the grant application. Remember, the application is due by March 14, 2020.

Principals:  Please take note – The State LAND Trust office adjusted their date that plans are due to them because of the planned update for their website. We are leaving our original date for plans to be completed. Please know that the March 27th date needs to be adhered too in order to get the plans to the State by their deadline. Thanks! Nadine

 

Due Friday, March 27, 2020

• 2019-20 Midyear Progress Report – this needs to be opened and completed first. Once you open it you can see the allocation for 2020-21.
• 2020-21 School Land Trust Plan -
  • Please take note: one of the things JSD Board members looked at last year was the members listed on the website as being on your SCC compared to the numbers stated under "Council Plan Approvals", found at the bottom of the plan. Please have those numbers match. Update the website so it is correct. Please make sure you send the emails out to the SCC members early so they have time to respond back confirming they participated in creating your plan.
  • The use of the following wording is highly recommended under Additional Funding. This will help so that you won't need to do an amendment. You are welcome to use school specific wording in addition to this wording.
    • "Additional funding will be used for teacher grants and/or to provide collaborative time for teachers to team, develop assessments, curriculum mapping and for teachers to participate in conferences and/or professional development. Substitutes and assistants to support student learning and the PLC process. Purchase additional classroom technology, such as; software, Chromebooks, computers, etc. Offer extra courses/classes to reduce class sizes. Provide travel costs for national conferences. Excess funds will be used for after school enrichment and academic support. Student incentives up to $2 per student to improve behavior.
• 2020-21 School Community Council Membership & Signature Form - See notes above.

Thanks for all you do to keep us in compliance with our Land Trust! Attached are the guidelines to help you with accounting codes. Please take note of which codes NOT to use.

 

Dear Administrators,

Here is a link to the USTAR 2020-2021 Extended Pay Application, that has generally been used by schools to request funding for additional periods for Math and Science. The applications are due Friday, May 8, 2020.

The following information will be going out to all Math and Science teachers.

2020-2021 Applications

• Applications for Courses to be offered Summer 2020 – due date is Friday February 21, 2020
  • Gearing Up for 7^th Grade Mathematics
  • Gearing Up for 8^th Grade Mathematics
  • Gearing Up for 8^th Grade Honors Mathematics
  • Gearing Up for Secondary Math 1
  • Summer Math or Science Core Course
  • Summer Short Math or Science Course

 

• Applications for Courses to be offered during 20-2021 school year – due date is Friday March 27, 2020
  • AP Course Review or Lab
  • Math Counts
  • School Year Short Course
  • Science Olympiad Team
  • STEM Fair Mentoring

If you have any questions, please contact Jane Harward or Noelani Ioane.

Thank you for all that you do for our students.

T&L Math and Science Departments