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Category: Other Admin Deadline

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

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

All paperwork for appeals next week will need to be turned in to the SIS department no later than Friday the 15th as appeals are being held on Tuesday the 19th.  Thank you.

G. Norma Villar, Consultant
Student Intervention Services

Published on

ISSA -International Sanitary Supply Association in conjunction with the ISSA Foundation are offering this scholarship opportunity to all JSD employees and their family members.

  • Qualified applicants are sponsored by an ISSA-member company for any college
    of the student’s choice. JSD Custodial Department is an ISSA member.

Please find the application attached below.  For more information please check the ISSA Foundation website.

Any questions are to be directed to:

Tracy Weber
tracy@issa.com
1-800-225-4772 or 1-847-982-0800

 

Published on

DATE:
December 1, 2017

TO:
High School and Center-Based School Principals
High School Special Education Team Leaders

FROM:
Laura Finlinson, Admin. of Curriculum/Staff Development & Special Programs
Lisa Robinson, Director of Special Education

SUBJECT:
Destruction of Special Education Records

School districts are required to keep special education records five years past the student’s twenty-second birthday. In compliance with the Family Educational Rights and Privacy Act (FERPA), Jordan School District must notify parents and afford them the opportunity to receive special education records before destruction of those records can occur.

As of December 1, 2017, such notice will have been advertised to parents for students whose birthdates are prior to September, 1991 (i.e., students who are 27 years of age).  Any records for this time period that have not been requested by January 31, 2018 should be submitted for destruction following the procedures identified below:

  1. A list must be submitted to the special education teacher specialist assigned to your school which identifies each student’s name, birthdate and student number for all files to be destroyed.
  2. The special education teacher specialist will review the list and notify the team once it is verified that the records may be submitted for destruction.
  3. NEW PROCEDURE: Follow the Shredding of Confidential Records procedures outlined in the September 8, 2014 memo from Auxiliary Services which reads:

Records to be destroyed will now need to be retained in a secure place at your school. When you have accumulated more than 10 boxes, please contact Columbus Secure Document Solutions at 801-262-1588 to schedule pickup and disposal.

Please remove records from loose leaf binders or hanging file folders. All confidential records must be boxed, taped shut and visibly labeled as CONFIDENTIAL TO BE DESTROYED. Boxes not secured and labeled will not be accepted. Please collect all boxes in one central location. At the scheduled date and time, please have someone available to direct workers where the boxes are for quick and efficient pick up.

Note that special education records may be submitted for destruction at any time after January 31, 2018 as long as the destruction meets the criteria and has been approved by the special education department.

  1. Please remember that the Utah State Records Retention Schedule mandates that student transcripts be retained permanently.

If you have questions, please call the special education teacher specialist assigned to your school.

cc:
Paul Bergera, Auxiliary Services
Susan Sudbury,  Placement Office
Travis Hamblin, Student Services
Sandra Riesgraf, Communications

Published on

A training for educators who teach or support students in mathematics Grades 6 to Secondary I is scheduled for January 16-17, 2018 from 9:00 a.m. to 3:00 p.m. at the JATC-South Campus.

To register, please see the attached document.

Published on

Administrators and teacher leaders are invited to the 2017 Learning Edge Conference. “The Arts: A Renaissance of Relevance” is scheduled for November 14, 2017 at the Provo Marriott Hotel & Conference Center. See attached flyer for more information. The Curriculum Department will pay the registration fee for one administrator from each building. Contact Amanda Hansen before November 5 if you are interested in attending. Spots are filling quickly!

Published on

JSD Administrators and Administrative Assistants:

You will soon receive an email link to the Emergency Procedures and Contact Information 2017-18 manual (aka The Red Book).  Please take a moment to open it up and verify that your contact information, and contact information for anyone listed from your school or department, is correct before we send it for printing.  If a correction is needed, please contact Peggy at ext. 88753 or peggy.margetts@jordandistrict.org by end-of-day Friday, September 22nd.

Once any final corrections have been made, the Emergency Procedures and Contact Information 2017-18 manual (aka The Red Book) will be available to you on Google Drive.  In addition, you will receive your hard copy as soon as they are back from the printer.

Many thanks from the JSD Safety Team,
Paul Bergera, Auxiliary Services Staff Assistant
Lance Everill, Facility Operations Manager
Ron Boshard, Risk Management Coordinator

Published on

DATE:
July 31, 2017

TO: 
Principals

FROM:   
Administrators of Schools

SUBJECT:  
Crucial Concerns and Policies 2017-18

Jordan School District Employees are responsible for knowing and adhering to all District policies and procedures. The Crucial Concerns and Policies acknowledgement process has been put in place to provide employees a summary of important policies and procedures to be reviewed each year. The policy review will be available to all District employees in Skyward through “Online Forms.” The review provides summaries of selected policies and asks that employees review the summaries and then sign an acknowledgement of completion and agreement. Employees will be asked to read the summaries of policies but will not be required to answer any questions. In addition to acknowledging completion of the review, employees will also acknowledge agreement to the Employee Acceptable Use Policy and the JSD Social Media Guidelines. You will not have to collect signature pages as you have in the past.

Care has been taken to select important points of the selected policies to save administrators time from having to review each policy and to save employees time from having to read the entire policy. Please emphasize to employees the implications of not being aware of policies and encourage them to review the summaries and read the actual policy where needed. Also emphasize to your staff that the summaries are not policy and it is imperative to read applicable policies in their entirety when dealing with school, student, and personnel issues.

The Crucial Policies and Concerns process will be available to all employees July 21. A message will appear upon login of Skyward Employee Access for the employee to complete an “Online Form.” Employees can complete the steps at that time or can return to the review at another time by selecting “Online Forms” under “Employee Information.” Employees will need to review the policies and complete the acknowledgement before September 30, 2017. Reports of completion will be available through Skyward so you can verify that your staff members have completed this process. If you or any staff members need technical help, please call USER support at
801-567-USER (8737).

The lists of crucial policies and concerns for both classified employees and licensed employees included in the review, as well as instructions for completing the review, are attached.  Please note: JPAS Orientation and Testing Ethics are not included in this review and will need to be shared with appropriate staff. State law now requires child abuse prevention training for all employees using materials approved through the Utah State Board of Education.