Category: Other Admin Action Required

The JES department recognizes that due to COVID-19 and other unforeseen circumstances schools are feeling overwhelmed with meeting deadlines. In an effort to support schools as they work hard to meet the needs of students, the UETS- based JPAS Full Evaluation due date has been changed. All full evaluations will now be due April 22, 2022.

This change includes all educator, teacher specialist, counselor, psychologist, and administrative evaluations. Please contact the JES office with any questions at (801) 567-8369.

Educators who are working toward a professional license through the APPEL program have specific requirements that must be met and signed off. To better assist those educators in collection requirements for the Competencies section a document has been created and added to Perform accounts.

Educators will go to My Folder - Tasks - APPEL Domains VI and V Requirements - Go to Form and write a description of the artifacts they will show or upload into Perform (Indicators 50-62 from the UETS-based Domain Document). Once the educator has completed the description for each indicator and gathered all evidence to show they will submit the form to the supervisor for approval. Approval is completed once the supervisor reviews the evidence and description, selects a rating for each indicator, and then clicks on the Approve button.

The administrator will go to My Staff - Staff and then select Folder next to the form labeled APPEL REQUIREMENTS - DOMAINS IV AND V for the correct teacher. The administrator will not be able to go to the form or view the form until the teacher has submitted it.

DATE: 
December 9, 2021

TO:    
Administrators and Administrative Assistants

FROM:      
John Larsen, Business Administrator
June LeMaster, Ph.D., Administrator, Human Resources
Sarah Palmer, Director of Payroll
Michael Heaps, Director of Information Systems

SUBJECT: 
Substitutes on Semi-Monthly Payroll

The District has decided to begin paying substitute teachers, substitute nutrition, and substitute bus drivers/attendants on a semi-monthly pay schedule. This means that, beginning February 2022, substitutes will be paid twice a month. Pay dates will be on the 10^th and 25^th of each month, with the pay periods as follows:

• Days subbed from the 1^st–15^th paid on the 25^th of that same month
• Days subbed from the 16^th–the last day of the month paid on the 10^th of the following month

The new payroll deadlines to accommodate this semi-monthly pay schedule for substitutes are attached. All other payrolls will remain on the 25^th of each month. Please reach out to Juli Martin in the sub office at 801-567-8219, or to the Payroll Department at 801-567-8154, with any questions.

Thank you for your support.

Substitutes on Semi-Monthly Payroll

Sub Deadlines

Please join us December 11th for Christmas for Kids!  - helping to make the holidays brighter for deserving teens.  

Every year Jordan Education Foundation provides holiday gifts for teens who would otherwise go without in the Jordan School District community through an event called “Christmas for Kids.” This year the foundation is once again working with Walmart in South Jordan to provide a little bit of Christmas cheer for 500 deserving middle and high school teens.  

Chaperones are still needed!  Please visit www.jefchristmasforkids.org to register to be a chaperone!

2021 Christmas for Kids Flyer

All updates to the Financial Accounting Manual are highlighted in yellow. Please review with pertinent fiscal and administrative staff. Significant modifications were made in the following sections.

• Purchasing page 7
• Fixed Assets page 13
• Purchase cards page 17
• Mileage page 21 – Clarification regarding staff members that can claim mileage reimbursement based on their work assignment.
• Staff Appreciation Account page 27 – Clarification regarding how to fund this account and guidelines for allowable expenditures.
• Annual School Allocations from Districts page 31 – Section added to describe programs, budgets, and allowable uses.
• Journal Entries page 39
• Federal Program Work Certifications page 46
• Check Request Support page 55
• Camps and Clinics page 64
• Student Travel Procedures page 72- updated travel procedures
• Grant Processes and Grant Responsibility Acceptance Form page 92- **Significant revisions

Link to Updated Financial Accounting Manual

Jordan School District Board authorizes up to four (4) full-time employees to be selected for leave.

Sabbatical Leave
Sabbatical leave provides a 1-year leave for professional study. Educators who have completed at least 7 years of continuous service in JSD may apply. Employees on sabbatical leave receive one-half of their salary. Please read Policy DP333 Neg – Sabbatical Leave for complete information. Applications are reviewed by the Local Professional Improvement Committee and approved by the Board.  

Educational Leave
Educators who have worked in Jordan School District for at least three (3) consecutive years may apply for an Educational Leave. Educational leaves are for continued study and must include an outline of studies along with the application. Please read Policy DP332 NEG – Educational Leave for complete information. Educational Leave is without pay.

Applications for 2022-2023 Sabbatical and Educational Leaves are due February 1, 2022. Additional questions can be referred to Chris Westra, 801-567-8657.

Administrators:

Please share this information with the licensed educators in your building/department. The window closes on November 19, 2021 at 11:59 p.m.

Jordan Extra Mile Pay

Administrators:

Please share this information with educators in your building and/or department who might be interested.

The EDLF faculty will be holding a virtual information session on November 1 at 4:00 pm. The attached flyer will enable an individual to access the session and pose questions. Also, feel free to distribute the flyer to any individuals you think have great potential for leadership in JSD.

The session is sponsored by The School Leadership Team in EDLF, including David Boren, Bryan Bowles, Jim Melville and Spencer Weiler.

BYU School Leadership MEd Program Flyer

The following are reminders to keep in mind when completing evaluations. 

Full UETS-based JPAS -- Teachers on a full UETS-based JPAS will upload student performance information (SLO) and stakeholder input in place of completing the interview portion of the JPAS. Teachers can upload the documents directly from their computer by logging into Perform and choosing “My Folder” -- “Evidence” -- “Add Artifact.” Teachers are asked to name the file and can then choose to upload a document from the computer or add a URL. 

• Student growth can be recorded on the form that was previously sent out in this issue of JAM. Please review the instructions and make sure teachers have the form for uploading. If any other documentation is being used, please  ensure  that the document includes: 
  • The core standard
  • A growth target
  • Pre assessment information (include dates and scores)
  • Post assessment information (include dates and scores)
  • A summary of student growth
• Stakeholder input could include climate survey information, copies of emails or descriptive phone logs. The intent is to show personalized communication with parents.

Administrators may access evidence by logging into Perform and  selecting “My Staff” -- “Staff” -- the individual teacher’s folder -- “Evidence.”  (No action is required.)

The first cycle for provisional teachers is due December 18, 2021.

Interim --  Teachers on an Interim JPAS will complete a self evaluation and 3 required goals at the beginning of the year and reflect on the 3 required goals at the end of the year. Teachers can access the evaluation by logging into Perform and choosing “My Folder” -- “Tasks” -- “Beginning of Year Interim Form.”  Teachers must click on the “Save and Submit” button once they have completed the beginning of the year form so that the evaluator can access the form for approval.

Administrators may access and approve Interim Evaluations by logging into Perform and selecting “Signatures.”  Evaluations will not be available for approval until after the teacher has “Saved and Submitted.” 

Beginning of the year requirements and approval are due October 31, 2021. 

Teachers on an Interim JPAS will complete an end-of-year reflection by logging into Perform and choosing “My Folder” -- “Tasks” -- “End of Year Interim Form.”  Student growth (SLO) and stakeholder input are uploaded at this time. 

• Student growth can be recorded on the form that was previously sent out in this issue of JAM. Please review the instructions and make sure teachers have the form for uploading. If any other documentation is being used, please  ensure that the document includes: 
  • The core standard
  • A growth target
  • Pre assessment information (include dates and scores)
  • Post assessment information (include dates and scores)
  • A summary of student growth
• Stakeholder input could include climate survey information, copies of emails or descriptive phone logs. The intent is to show personalized communication with parents. 

Deadline for completion of Interim Evaluations is May 31, 2022

Information regarding the evaluation of specialized subgroups can be found on the 2021-2022 Evaluation Processes document. 

DATE:
October 8, 2021

TO:
Principals
All Special Educators and Related Service Providers

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

SUBJECT:
Important Deadline--Please Read Immediately
SCRAM Data Due by the end of day Monday, November 8, 2021
Updating SCRAM for December 1 Funding Count

We are fast approaching our December 1 SCRAM count deadline. Special Education Resource and Cluster Team Leaders will soon receive a SCRAM report via Move-It of all students who are currently receiving services through your school’s special education program(s). All team members and service providers need to verify each student on this list as either correct, changed, exited/moved, and/or incomplete. Please check that the names, entry dates, scram school, service patterns, weekly minutes and providers are correct for each student on the printout. If a correction needs to be made, a new scram document should be submitted. 

All Corrections and SCRAM reports are Due: 

By 5:00 p.m. on Monday, November 8, 2021

Special education funding and, therefore, school staffing/assistant allocations, etc. are contingent upon the accuracy of this data.  Your timely and accurate response is critical!  Thank you for all your efforts to get us the correct information in a very short time period.

December 1 Memo 2021-2022 SCRAM

Additional Incident Command System training is available for anyone in Jordan School District that has a key role in conducting drills and responding to emergencies, such as administrative assistants, custodians, campus monitors, school resource officers, etc.  This will be a refresher on the Incident Action Plans basics, a general review of response roles, and a chance to ask questions and dialogue.

The same course is available either in the morning, or in the afternoon for your convenience.  It will be led by Emergency Operations Manager Lance Everill.

Auxiliary Services Building

Entrance C

Presentation Room C100

Wednesday, October 27, 2021

8:30 a.m. – 10:00 a.m.
or
1:00 p.m. – 2:30 p.m.

Please register using JPLS: Link

Relicensure: 1.5 credit hours/points

Questions, contact: Lance Everill 801-567-8623, lance.everill@jordandistrict.org

School/Department Administrators:

Effective October 1, 2021, all licensed job postings must be submitted and posted using Frontline (Recruiting/Hiring).

ESP and Miscellaneous positions have been posted on Frontline since July 1, 2021.

We will be providing additional training opportunities for administrators in October. All trainings will be at the District Office room #129. Please bring a laptop for the hands-on training. For available dates/times and to schedule a training session, visit the link below.  Space is limited in each session.  Additional sessions will be added if needed.

http://my.setmore.com/bookingpage/f57956d4-89fa-4c97-a0c8-2c23dae48da6/class/ca3255bc94f2c43465ebd65ffec952433b9cb80582

Also available on HRConnections and AdminOnly are the training videos and tutorials. Contract Brent Burge at #88224 if you have any questions.

Sincerely,

Human Resources

Date: October 7, 2021

To: Administrators

From: John Larsen, Business Administrator
Sarah Palmer, Director of Payroll

Subject: True Time Access from Home

Effective October 11, 2021, recording and submitting True Time from home will no longer be accessible. As always, employees will still be able to view their True Time status and history from any location with Internet access.
If you have special circumstances where an employee at your school or building needs access from home, please complete and email the following form to sarah.palmer@jordandistrict.org. This form will be available for future use on the Payroll Department’s webpage.
Thank you.

10.7 TT Access From Home Request

TT from home

JSD SPED Compliance Dashboard Protocol 2021-2022

• Teacher Specialists will create and share a Google Compliance Dashboard Data Sheet for each of their schools with the SPED team leaders containing IEP and 3 Year Re-Evaluation Due Date data from Goalview. The Google Sheet will include a tab for compliance data reporting, a master caseload and a tab for each case manager.
  1. Sheets will be named “SCHOOL NAME Compliance Dashboard Data Sheet” Examples: Bastian Compliance Dashboard Data Sheet, HHS Compliance Dashboard Data Sheet
  2. To keep in compliance with FERPA, these Google sheets with specific student data should only be shared in RESTRICTED mode.
• Team leaders will run a monthly Goalview report for IEP/Re-Eval due dates (https://youtu.be/ridwrtZ0bPg) and collaborate with their teacher specialist and school team members to update and make notes on their school Compliance Google Sheet to update IEP and 3 Year Re-Eval due dates.
  1. If a new student from out of the district has a current IEP/Evaluation the team has accepted, they should be uploaded to Goalview and/or the data should be input into the appropriate Goalview forms so IEP/Evaluation documents can be accessed via Goalview. Notes can be made on the data sheet if the forms have been uploaded onto Goalview to demonstrate compliance.
• Team leaders will update 3 data points for each case manager on their school Compliance Data Reporting Sheet on a monthly basis during a regular weekly team meeting by the monthly due date. (See chart below).
  1. # of files on caseload
  2. # of files with compliant IEP due dates
  3. # of files with compliant 3-Yr Re-eval due dates
• Teacher Specialists will crosscheck Goalview and each school’s Compliance Dashboard Data Sheet with the data reported by team leaders.
  1. Update the % data in each school’s Compliance Dashboard Data sheet
  2. Input the current compliance data into the SPED Goalview Compliance Dashboard Data sheet for each team member and school on a monthly basis by the monthly due date (See chart below).
• Updated Compliance Data will be available to school administrators for their school only through Tableau on a monthly basis (See chart below).

Date: September 24, 2021

From: Special Education Department

Subject:  Paraprofessional Training Courses

Basic Paraprofessional Course

All special education paraprofessionals that are new to the district (As of the 2021-22 school year) must take the Basic Paraprofessional Course. This course aligns with the Utah State Board of Education Paraprofessional Handbook on the critical understandings for a paraprofessional. It is a 5-hour Canvas course that the paraprofessional should complete off contract time. They may receive payment for up to 5 hours and will have 3 months to complete the course from the date they are invited to the Canvas course. Payment for the course follow verification of course completion.

Advanced Paraprofessional Course

All paraprofessionals that are assigned in a support classroom or special school must take the Advanced Paraprofessional Course. The objectives of this course focus on additional information on behavior, data collection, instruction, and the application of the coursework in their placement. This is a 35-hour course, with 20 hours of coursework on Canvas outside their school day and 15 hours of practical project. The para will get paid an hourly rate for up to 20 hours for the off-contract coursework. They are not eligible for payment for the 15-hour practical project because that time will occur during their contract time. It is anticipated that the completion of this course should take place over an extended period of time, but must be completed within six months of the date of the invitation to the course. Paraprofessionals will receive payment for the course and credit of completion after receipt of their timecard and verification of course completion.

*Paraprofessionals that have completed both courses and have worked for the district for at least one year may be eligible for a lane change from Lane 2 to Lane 3 if they meet the highly qualified requirement. Lane change requests must include the Lane Change form (attached in the Canvas course Completion Module) and a copy Certificate of Completion that the paraprofessional will receive via district mail after verification of course completion. The lane change request and certificate of completion should be emailed to Amanda Hamblin at amanda.hamblin@jordandistrict.org.

Goalview Paraprofessional Training

Secondary clerical paraprofessionals must complete the Basic Canvas course and the Paraprofessional Goalview training course before they are given access to Goalview.

Registration for All Courses

To register for any of the paraprofessional courses, the paraprofessional’s supervising teacher or team lead should email Malynda Tolbert at malynda.tolbert@jordandistrict.org with the paraprofessional’s name, school, assignment (e.g., cluster paraprofessional, resource paraprofessional, clerical paraprofessional), and the course that the paraprofessional should be registered. The paraprofessional will get a Canvas email invitation and an invitation from Malynda within 48 hours of the request. The supervising teacher or team lead will be cc’d on the invitation.

Para training Memo

DATE: 
October 1, 2021

TO: 
All Medicaid Time Study Participants
Physical Therapists, Physical Therapist Aides, Occupational Therapists, Occupational Therapist Aides, School Psychologists, Elementary Counselors, Elementary School Social Workers, Audiologists, Speech and Language Pathologists and Assistants, RNs, LPNs, Augmentative/Assistive Communication Teams, and all Special Education Staff and Assistants Providing Direct Services

FROM:
Lisa Robinson, Administrator of Schools
Kim Lloyd, Director of Special Education
Kami Ridd, Coordinator - Health Services Department

SUBJECT: 
Procedures for the 1^st Medicaid Random Moment Time Study of 2021-2022 School Year

MEDICAID RANDOM MOMENT TIME STUDY
Friday, October 1, 2021
and continue through the end of the day
Friday, December 31, 2021

You have been identified as a participant in the Medicaid Time Studies during the 21-22 school year.

This year, the State of Utah has transitioned to a new way of completing the time study. Instead of entering codes for activities that you are doing for a 5-day week, for 3 different times during the school year, we will be using a model called “Random Moment Time Study”.

This model will ask you what you are doing for a 15 minute “moment” in your work day. Our vendor will randomly select a participant from our district participant list and send out an email asking simple questions about what you were doing during the “moment” selected.

If you are randomly selected, you will receive an email notification 24 hours prior to your selected moment in time. The emails will come from utmac@pcgus.com.

The email notification will provide you with a link to access the on-line Random Moment Time Study form. The hyperlink to respond to the moment will be included in the email. Email notification will be sent 24 hours before the moment and again at the exact time of the moment.

Notifications for completion will continue to be sent at 24 hours, 48 hours, and again at 68 hours after the moment has passed. After the 3^rd reminder notice you will only have 4 hours to complete the study. Failure to complete the time study within the 3-day timeframe eliminates our ability to include that portion in our time-study reimbursements.

The first-time study window is from October 1 through December 31, 2021. You may be chosen multiple times or not at all. You will receive a randomly generated time study email anytime during this window. Please check your email each work day during normal work hours. 

We are excited that this new method for required participation is available and more conscientious of your time and hope that it will ease the burden that has existed in the past. We so appreciate all your efforts to document these crucial services to students. Your efforts assist us in helping to secure beneficial funds for our students and programs. Thanks again for all you do.

Questions – please reach out to Kami or Ruth in the Health Service office:

Kami Ridd
801-567-8516
kami.ridd@jordandistrict.org

Ruth Hendriksen
801-567-8515
ruth.hendriksen@jordandistrict.org

Medicaid Random Moment Time Study 2021-22

DATE:   
September 29, 2021

TO:   
Building Principals
District Department Directors
Financial Secretaries
Administrative Assistants

FROM: 
Michael Anderson, Associate Superintendent
Travis Hamblin, Director of Student Services
Kurt Prusse, Director, Purchasing
Caleb Olson, Consultant, Planning & Enrollment

SUBJECT: 
Student Data Privacy Resource Review Process

As explained in the September Principal and Assistant Principal meetings, Utah law (53E-9-301, 53E-9-303) requires local education agencies (LEAs) to create a publicly available metadata dictionary that contains a listing of:

• All personally identifiable student data collected and shared by the LEA
• A comprehensive list of all recipients with whom the LEA has shared personally identifiable student data, including the purpose for sharing the data, the justification for sharing the data (including if the sharing was required by federal law, state law, or local directive), and how the sharing is permitted under federal or state law.

This means that any third-party resource that receives personally identifiable student data from the District must be cataloged and, where necessary, reviewed for compliance with USBE data privacy expectations.

Rollout to Staff
Building principals are responsible to rollout the process to faculty and staff. The rollout consists of a six-minute video and a handout that were made available at Principal Meeting. Questions that the principal cannot answer may be forwarded by the principal to Caleb Olson in Planning & Enrollment. When the rollout has been completed, principals must indicate their school’s compliance on the reporting form.

Purchasing Changes
Prior to September Principal Meeting, Purchasing staff would hold school and department requisitions for resources that used personally identifiable student data and facilitated the process of gaining the necessary review and/or a student data privacy agreement. This review will now be handled through Planning & Enrollment, and until appropriate clearance is given by Planning & Enrollment to Purchasing, the requisition will not be processed.

A form has been created for school staff to submit a review request to Planning & Enrollment prior to entering a requisition in Skyward (please note that this form is different from the form teachers will use to request a review of classroom resources). This form should be completed by the individual or team that is requesting the purchase; administrative assistants may enter completed information as part of the requisition process but should not have responsibility for vetting the privacy practices of the requested resources. A fillable PDF form is available for individuals or teams to gather the necessary information so that another staff member can submit the form.

Teachers with specific questions about the process should be directed to your location’s digital coach. Administrators and administrative assistants with specific questions about the process may contact Caleb Olson (x88251).

Student Data Privacy Resource Review Process