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Category: Middle School Deadline

Published on

DATE:
April 28, 2018

TO:    
Principals
All Certified Special Education Staff

FROM:      
Laura Finlinson, Administrator of Curriculum/Staff Development & Special Programs
Lisa Robinson, 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 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 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 / IEP Services document 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 / IEP service 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 / IEP Services 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 21, 2018
Year-Round School Deadline:  Friday, June 1, 2018

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.

**************************

Please know that your assistance in completing this information accurately is critical, as it directly impacts Special Education funding!

 

Published on

DATE:
April 18, 2018

TO:
Principals
Administrative Assistants

FROM:
Laura Finlinson, Administrator, Curriculum and Staff Development
Norm Emerson, Consultant, Instructional Support Services/Fine Arts

SUBJECT:
End-of-Year Due Dates

The following is a reminder of Curriculum reports and the corresponding due dates:

                                                                                                                   Traditional          YR

  • Elementary Music Fees Report – Final Payment Due                06/01/18       06/29/18
  • Outstanding Instrument Rental Fees & Fee Waivers                  06/01/18       06/29/18
  • Updated Instrument Inventory (sent to each school)                 06/01/18       06/29/18
  • All 2017-2018 timesheets needing signature                              06/01/18       06/29/18

The music reports should be sent directly to Norm Emerson, Consultant, Instructional Support Services. All other reports and timesheets listed above should be sent to Noreen Samowitz, Administrative Assistant, Curriculum Department.

Thank you for your help.

/nrs

Published on

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.

 

Published on

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.

Published on

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)

 

Published on

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

  1. 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.
  2. Record each acceleration or retention on Skyward at year’s end.
  3. 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.

Published on

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.

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