Appeal hearings for the fourth week in April will be held the 24th due to the Gang Conference. Deadline for paperwork is 4:00 pm on the 20th of April.
Category: High School Deadline
Special Education Support Class Instructional Assistants for 2018-19
DATE:
April 10, 2018
TO:
Principals
Elementary and Middle School Resource Team Leaders
High School Special Education Team Leaders
FROM:
Laura Finlinson, Admin. of Curriculum/Staff Development & Special Programs
Lisa Robinson, Director of Special Education
SUBJECT:
Special Education Support Class Instructional Assistants for 2018-19
Please see attached memo and forms.
Special Education Resource Instructional Assistants for 2018-19
DATE:
April 10, 2018
TO:
Principals
Elementary and Middle School Resource Team Leaders
High School Special Education Team Leaders
FROM:
Laura Finlinson, Admin. of Curriculum/Staff Development & Special Programs
Lisa Robinson, Director of Special Education
SUBJECT:
Special Education Resource Instructional Assistants for 2018-19
Please see attached memo and forms.
Stipend for Department Chairs and Team Leaders – April 2018
DATE:
April 9, 2018
TO:
Principals and District Administrators
FROM:
Dr. Anthony Godfrey, Associate Superintendent of Schools
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, 2018. 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)
End of the Year Reports for Planning and Student Services 2017-18
DATE:
April 10, 2018
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: http://planning.jordandistrict.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 1, 2018
YRE. JUNE 29, 2018
Report of Student Deaths•
DATE DUE:
TRAD. JUNE 15, 2018
YRE. JUNE 29, 2018
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:
TRAD. JUNE 1, 2018
YRE. JUNE 29, 2018
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 1, 2018
YRE. JUNE 29, 2018
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. 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 8, 2018
YRE JULY 6, 2018
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 15, 2018
YRE JUNE 29, 2018
Thank you and please direct any questions to Carmen (801.567.8183) in Planning and Student Services.
Entering Enrollment in Skyward for the Last Six Days of the School Year 2017-18
DATE:
April 11, 2018
TO:
Principals and Attendance Secretaries
FROM:
Administrators of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning and Student Services
SUBJECT:
ENTERING ENROLLMENT IN SKYWARD FOR THE LAST SIX (6) DAYS OF THE SCHOOL YEAR
Please see attached memo.
Quarterly School Financial Report for January, February and March 2018
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
Important Payroll Dates for April 2018
See document below for important dates and reminders.
2017-18 Year-end Processing Deadlines
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
Volunteer Hours December 2017 – March 2018
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.
Youth Suicide Prevention and Anti-Bullying Grant 2018
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.
Important April 2018 Payroll Deadline Revision
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.
2018-19 School LAND Trust Upcoming Plan Due Date – March 30, 2018
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".
Important Payroll Dates for March 2018
See document below for important dates and reminders.
2018 Outstanding Classified Employee Nomination Form is Available Online
For nomination form and scoring rubric click here: https://www.jordaneducationfoundation.org/
Submission Deadline: Monday, March 26, 2018
See attached flyer for more details.
Special Education Budget Closeout for the 2017-18 School Year
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:
- All purchase orders/requisitions should be routed to Debbie Fairbourn in the Special Education Department.
- 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.
2017-2018 State Risk Self-Inspection Survey
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
School Counselor and Rookie School Counselor of the Year Nominations 2018
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!
High School Parent Teacher Conference Report Form – Spring 2018
Please return the attached form to Peggy Margetts in the Herriman Area Office within two weeks of holding conferences.
2017-18 JPAS Due Dates
JPAS Due Dates
March 12th - Last day in-classroom observations should be completed
March 30th - All evaluations, including feedback reports, due to the JES Office
April 30th - Late hire due date (evaluation and feedback)