Category: Other Admin Deadline

DATE:
August 22, 2024

TO:
All Principals, Jordan School District
Administrative Assistants

FROM:
Michael Anderson, Associate Superintendent
Jordan District Nurses

SUBJECT:  
CPR/First Aid/AED Certification

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Jordan School District requires that at least 3 full-time employees in each building be certified in CPR, First Aid, and AED. Most certifications are valid for 2 years. It is also recommended that employees who will have direct responsibility for student health and safety be CPR/First Aid/AED certified. This may include front office staff, playground aides, hall monitors, P.E. teachers, etc. It is also recommended that you keep a list of current CPR/First Aid/AED certified staff members by all main phone lines where calls for emergency help may originate. A template is attached.

CPR, First Aid, and AED training and certification is now available to district employees in an online format through the National Safety Council (NSC). The attached document will outline the steps necessary to complete the online portion of the course. Information can also be accessed by going here: CPR & First Aid. The cost of the course is $29.95 and should be paid by the employee at the time of registration. Schools may provide reimbursement for the course, if funds are available, by following appropriate pre-approval and reimbursement procedures.

Once the online course is completed, employees may sign up to complete their certification by attending a 2 hour skills check session with our district nurses. To sign up for a skill check, you will need to register at Jordan Digital Learning under CPR Alert Course. All skill checks must be completed within 90 days of sign-up for the online course. The dates and times for the skill check sessions are listed on the attached flyer.

Please complete the attached CPR/First Aid/AED certification form and return it to the Nursing Services office (Nadine Page) by November 15, 2024.

 

DATE:
August 1, 2024

TO:
Principals
All Special Educators and Service Providers

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

SUBJECT:
SCRAM for 2024-25 School Year - October 1 Count

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Please read this Memo carefully as several items have been modified/updated to include new procedures implemented with our new Embrace program. Once you have read through the memo, use the process you have in place at your school to include all service providers to share the report and make the necessary corrections. It is important to verify every student on the report. Scram reports and corrections are due no later than Monday, September 9, 2024.

Please work together as a team and only return one copy of the report with all corrections for each school. For the 2024-25 school year our procedure will be to submit SCRAM electronically through Embrace AND continue to submit the paper version as we have been doing. This will ensure that our system is consistent and our reporting is correct. By working together through this process, we should be able to ensure we have enough data to determine if we can just use the Embrace SCRAM system the following year.

Please be sure to submit SCRAM within one week of holding an IEP meeting or making changes. If you have questions, please contact the Teacher Specialist assigned to your school or Jen Warkentine at (801) 567-8207. Thank you for your conscientious efforts to complete this critical information. Please remember that special education funding is contingent upon the accuracy of this data.

TO:
Administrators
Administrative Assistants

FROM:
June LeMaster, Administrator Human Resources
Rebecca Eastman, HR Generalist

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Welcome to the 2024-2025 contract year! As an annual reminder, in accordance with DP326 NEG I. 1. and 2. and DP324 NEG I. 1. and 2., participation in the Employee-Funded Sick Leave Bank requires a contract employee to annually donate one day of accumulated annual leave into the Sick Leave Bank.  The Employee-Funded Sick Leave Bank is not intended to be used for in-and-out absences, elective medical procedures or other medical care that could be scheduled during non-contract time.

Each year, contract employees wishing to opt out of participation in the sick bank must annually complete the appropriate online form in Employee Access no later than September 1 for current employees and October 1 for first-year licensed employees, including administrators. This opt out request must be submitted annually.

Prior to completion of this form, it is strongly encouraged to review all District Leave Policies. See the Opt Out Tutorial below.

TO:
All Principals
All Administrative Assistants

FROM:
Michael Anderson, Associate Superintendent
Nadine Page, Administrative Assistant

The following instructions are to help you in compiling the timesheets that will be coming to you from your licensed personnel. The complete list of instructions is attached to this JAM.

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PRINCIPAL/ADMINISTRATIVE ASSISTANT INSTRUCTIONS 

Principals and administrative assistants have 11 assignments:

1. Assign a designated person to oversee this program. Add their name to the google sheet.
2. Make sure the plans are turned in on or before September 30, 2024.
3. All plans must be logged (with the date received), by the designated person, no later than Oct 31st on the provided google sheet.
4. Provide time for eligible staff to complete the plan.
5. Gather and track the timesheets as licensed employees complete them.
6. Make sure teachers follow through.
7. Add the actual number of hours the employee worked, (up to a maximum of 32 hours, which is determined by the FTE of the employee) after you receive the timesheet.
8. Verify that all employees, that are eligible, have turned in their timesheet on or before April 11, 2025.
9. If an employee works at multiple sites, the school listed as the check location is to track the timesheet for that employee.
10. If an employee changes locations during the school year, the administrative assistant for the new location must collect the timesheet and log it by the April 11 deadline.
11. Keep the plans and timesheets on file at your location for auditing purposes.

Eligible licensed personnel must turn in their plan to the principal or administrative assistant (designated person) on or before September 30, 2024.

Principals are asked to give time in a meeting at the beginning of the year for eligible staff to fill out the Professional Hours Plan and turn it in.

A google doc (school name – Educator Directed 32 Hours 2024-25) will be shared to each individual school to be used in tracking the plan as well as the timesheet. Please use this original google doc to track the hours. Do not create your own form. 

• • Administrative assistants, or other designed person will add 
    • the school location, 
    • names of the employees, 
    • employee ID (six digit #), 
    • FTE of the employee (the awarded amount is determined by the FTE of the employee; 1 FTE = 32 hours, .5 FTE = 16 hours,

• ***the items above will be prefilled. Please double check to make sure all employees are listed correctly for your school, 

• • date that you received the plan, 
  • finally, the date when you have received the timesheet and the hours to be paid (once you have received the final hours worked).

Thank you for your help in making sure all eligible employees receive the correct pay.

TO:
Administrators
Administrative Assistants

FROM:
Kurt Prusse, Director of Central Warehouse
Brandon Sax, Warehouse Coordinator

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The Central Warehouse is disposing of all its expired hand sanitizer. If any school has expired hand sanitizer, whether it originally came from the warehouse or if you purchased it during the Covid-19 era, the Central Warehouse will dispose of it for you.

After August 7 we will no longer be accepting old hand sanitizer and schools will have to dispose of the rest on their own. We need a final count so we can get quotes from hazardous waste disposal companies that can remove this for us. We are compiling a list of schools so we can coordinate pickup before August 7. Please call Lisa Costanza at x88899 or email her, lisa.costanza@jordandistrict.org, if you have sanitizer you would like picked up.

We would greatly appreciate your cooperation in this effort. If you have any questions please let us know.

TO:
All Administrative Assistants

FROM:
Mike Heaps, Director of Information Systems
Jeri Gamble, Customer Support in Information Systems

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The HR and Finance year end process was completed successfully on Monday, July 1.

Don’t forget that we don’t close out the 2023-24 year until October, so when you add Journal Entries and Cash Receipts, please make sure you select 2024-25.

21 Fund Summary Budgetary Data Mining Report: Accounting will roll June balances over to 2024-25 later this month. If you run the 21 Fund Summary report for the month of July, the balances will not be correct until after Accounting has rolled the balances.

JULY 1-9
Parents will not be able to make food service or student fee payments online from Monday, July 1 – Tuesday, July 9 while we complete year-end processes and the rollover.

JULY 3
Payroll: Begin entering 2023-24 time off.

JULY 5
Payroll: June Payroll is due.
Payroll: True Time Submissions due.
Inventory/Purchasing: Continue entering 2023-24 Inventory and Purchase requisitions. Warehouses resume delivery schedules.

JULY 7
Payroll: True Time 1st approvals due.

JULY 9
Skyward Student Rollover: Skyward Student will not be available during this time.
Student Fees: Do not enter any student receipts in Skyward Fee Management after midnight Monday, July 8, through July 9.

TO:
Administrators
Administrative Assistants

FROM:
Jeri Gamble, Customer Support in Information Systems

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Reminders!!
Accounting Magicians: Please, for the love of all things numerical, **do not** enter any cash receipts, check requests, mileage, or electronic journal entries. The deadline was June 19. Yes, you read that right, JUNE 19. Everything should have been approved by June 20. Fear not, you can begin submitting your precious cash receipts, electronic journal entries, check requests, and mileage again on July 2, but make sure you select the year 2024-25. Time travel is tricky, folks.

SKYWARD FINANCE ROLLOVER: Brace Yourselves!
We will be performing the grand year-end processes on Monday, July 1. On Friday, June 28, I'll be donning my janitor hat for some serious cleanup. Here’s how you can assist:

• Check Requests: Make sure there are no check requests loitering around awaiting approval.
• Cash Receipts: No current year cash receipts should be lounging in WIP or Batch status.
• Journal Entries: Keep those current year journal entries out of Batch or Open status. Trust me, it’s for the greater good.

Pro Tip: It’s best to stay out of Skyward Finance on July 1. If you must enter, please don’t touch anything. Seriously, just look, don't touch. We don't need any rollover mishaps.

SKYWARD STUDENT ROLLOVER/ONLINE PAYMENTS REMINDER:
**Heads Up** The Skyward Student Rollover will occur on Tuesday, July 9. During this thrilling event, Skyward Student will be completely unavailable. It’s like it’s going on a digital vacation.

Our dear parents won’t be able to make any food service or student fee payments online from July 1 to July 9. The system needs some "me time" to complete the year-end processes and the rollover. Buckle up, everyone! It's going to be an exciting end-of-year ride!

Note: Chat GPT helped me spruce up this week’s email. 😊

TO:
Administrators
Administrative Assistants

FROM:
Jeri Gamble, Customer Support in Information Systems

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JUNE 20
Accounting: Last day for principals, directors, and Administrator of Schools to approve check requests.

JUNE 24
Inventory: Last day for delivery of non-food 2023-24 Inventory orders

Reminders!!
Accounting: Do not enter any cash receipts, check requests, mileage and electronic journal entries. The last day for entering was June 19. Principals should approve check requests and mileage by June 20. You may begin submitting cash receipts, electronic journal entries, check requests and mileage on July 2, making sure you select 2024-25.

SKYWARD FINANCE ROLLOVER: All Schools and Departments
We will be doing Finance System year-end processes on Monday, July 1, so on Friday, June 28, I’ll be doing some cleanup. To assist us, please be aware of the following for Friday, June 28, after noon:

• Check Requests: There cannot be any check requests awaiting approval.
• Cash Receipts: There cannot be any current year cash receipts in WIP or Batch status.
• Journal Entry: There cannot be any current year journal entries in Batch or Open status

Don’t forget that if possible, it’s best to stay out of Skyward Finance while we do the rollover on the 1st. If you need to get in, do not make any changes since it may cause errors in the rollover process.

SKYWARD STUDENT ROLLOVER/ONLINE PAYMENTS REMINDER
Skyward Student Rollover will be Tuesday, July 9. Skyward Student will not be available during this time.
Parents will not be able to make food service or student fee payments online from Monday, July 1 – Tuesday, July 9, while we complete year-end processes and the rollover.

TO:
Administrators
Administrative Assistants

FROM:
Bonnie Brennan, Director of Insurance Services

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Volunteer reports need to be submitted to Insurance Services.

Worker's 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 April 1, 2024 to End of School Year.

Please complete this form and return it to Bonnie Brennan, Director of Insurance Services, by June 30, 2024.

If you have questions, I can be reached at bonnie.brennan@jordandistrict.org or (801) 567-8285.

Thank you.

TO:
Administrators
Administrative Assistants

FROM:
Jeri Gamble, Information Systems

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Don't forget that tomorrow, Friday, May 24, is the last day to enter and approve 2023-24 inventory requisitions.

TO:  
Jordan School District P-Card Holders

FROM:
Kurt A. Prusse, Purchasing Director

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This is a reminder that purchases made before the cycle end date of June 6, 2024, will be taken from your 2023-2024 school year budget. Any charges after June 6, 2024, will be taken from your 2024-2025 school year budget. Your reconciliation will be due in the Accounting Office by June 19th. If you can get your reconciliation in sooner than that, the Accounting Department would appreciate it.

As a reminder for all schools and departments, your P-card reconciliation is still due in the Accounting Department by June 19th, regardless of whether you are working or not. Please make sure that you get your reconciliation in on time.

We are also aware that there will be principals, assistant principals, teachers and secretaries, who currently have a P-Card, that will be transferring to different schools in the district or will be retiring or leaving the District. For those of you who will be transferring schools, you will keep your P-Card but we will need the name and address of the new school, your new office phone number, and the default accounting code that will be used at your new location. For those who are retiring or leaving the school district, please call Kris Wishart in the Purchasing Department at (801) 567-8708 and let her know so that she can close your P-Card account.

If you have any questions or concerns, please reach out to Kris Wishart.

DATE:
May 7, 2024

TO:
Administrators of Locations with Employees Paid with Federal Dollars

FROM:
John Larsen, Business Administrator
Dan Ellis, Director of Accounting
Natalie Grange, Accounting Administrator

SUBJECT:
Federal Program Work Certification

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Federal Regulations require the district to certify the payroll of any employee being paid with federal funds. Accounting identifies employees that meet this federal criteria and prepare certification forms by location. Principals and department heads please review the attached instruction memo and look for your payroll certification email the week of May 6, 2024. Certifications are due Friday, May 24, 2024.

Please review your certification ASAP and contact Natalie Grange if you have any questions or concerns. natalie.grange@jordandistrict.org, ext. 88312

TO:
Administrators

FROM:
Carolyn Gough, Administrator of Teaching & Learning
Jared Covili, Consultant in Teaching & Learning

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Digital Teaching and Learning is thrilled to announce the launch of Elevate Computer Science: Engaging Utah’s Educators in Preparing Future Leaders. The International Society for Technology in Education (ISTE) is offering scholarships to participate in their award-winning professional learning opportunities at no cost for Utah educators. Get ready to revolutionize teaching and learning in your classroom through innovative uses of technology to make learning awesome!

Read more below and complete this short form by April 26, 2024 to launch your professional learning journey! Upon completion, educators can receive stipends of up to $1,000!

Participants will be able to select one (or more!) of the following professional learning experiences:

ISTE Certification

• ISTE Certification is an internationally recognized credential for educators who have demonstrated mastery of the ISTE Educator Standards and implemented innovative uses of technology to transform learning
• Complete 40 hours in instructor-led professional learning over 10 weeks, and then will curate your portfolio that includes artifacts and reflections aligned to the ISTE Educator Standards over six months
• UT educators will receive a $1,000 stipend for successful completion

ISTE Artificial Intelligence Course

• Self-paced, instructor-led online course introducing educators to AI for learning and its application in the classroom (15 hour course)
• UT educators will receive a $65 stipend for course completion
• Course Dates: 10/07/24 - 12/09/24 or 02/10/25 - 04/06/25

ISTE Computational Thinking Course

• Self-paced, instructor-led online course designed to deepen your understanding of Computational Thinking and develop strategies for integrating Computational Thinking across subject areas and grade levels (15 hour course)
• UT educators will receive a $65 stipend for course completion
• Course Dates: 9/26/24 - 11/16/24 or 01/13/25 - 03/13/25

ISTE Computational Thinking Pathway

• Open to educators who have completed the ISTE Computational Thinking Course
• Earn up to three Computational Thinking microcredentials
• UT educators will receive up to $225 in stipends for completing the CT pathway
• Pathway Dates: 11/23/24 - 04/06/25 or 03/22/25 - 09/30/25

Take the first step on your professional learning journey today by completing this short application form by April 26, 2024! Please note that completing this form does not guarantee admission. We have a limited number of scholarships and stipends available. We will be making selections and inviting applicants to register for program(s) on or before May 10, 2024.

If you have any questions about the offerings above, please contact James Gurney at jgurney@iste.org or Jared Covili at jared.covili@jordandistrict.org for more information.

TO:
Administrators
Administrative Assistants

FROM:
Bonnie Brennan, Director of Insurance Services

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Volunteer reports need to be submitted to Insurance Services.

Worker's 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 December 1, 2023 to March 31, 2024. Please complete this form and return it to Insurance Services by April 26, 2024.

If you have any questions, please contact Emily Nkele 801-567-8146 / Emily.nkele@jordandistrict.com or Bonnie Brennan 801-567-8285 / bonnie.brennan@jordandistrict.org

Thank you.

DATE: 
April 11, 2023

TO:   
All Principals / Department Directors / School Administrative Assistants

FROM: 
June LeMaster, Administrator of Human Resources
Brittany Bauer, HR Recruiting, Licensing & Hiring

SUBJECT:  
Requests for 2024-2025 Special Calendars – Licensed Only

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Your assistance is requested, as the Human Resource Department is preparing special calendars for the 2024-2025 academic year for licensed employees. Special calendars are essential to ensuring appropriate contract pay, time entry, emergency protocols and temporary employee tracking. Employees who meet certain criteria, as listed below, should have a special calendar on file with the Human Resource Department.

A list of licensed employees at your school/department location who are currently on a special calendar for the 2023-2024 contract year will be emailed to you for review on Monday, April 15, 2024. If needed, please make all appropriate additions, corrections, or other changes by submitting an online Hire/Change form in Skyward to the Human Resource Department. Please follow the additional instructions below.

Criteria for determining if an employee requires a special calendar:

• 187 Modified/207 Modified-educator who is less than a 1.0 FTE working a schedule that is modified by hours per day or number of days during the wee (i.e. .50 FTE working 8 hours every other day, for example)
• Multiple Location Employees- employees split between two or more locations.
• Elementary Job Shares

If you have an employee you would like to review to determine if they may need a special calendar, you may contact the Human Resources Department, HR Assistant Seniors, for assistance. If a list is not included, there are currently no employees on a special calendar at this location. However, if you anticipate a special calendar for a licensed employee, please follow the instructions below.

Instructions for Special Calendar Requests:

1. Principals set up a meeting with employee(s) who meet the criteria for a special calendar. Attached is an optional email template that can be modified to fit each employee; however essential information should remain unchanged.
2. Collaborate with each employee and complete the appropriate calendar for any/all licensed employee(s) on a special calendar found on the HR Connection These calendars are fillable and will self-calculate.
3. Print the completed calendar, sign and obtain signatures from the employee(s).
4. Return the original calendar to the Human Resource Department by May 3, 2024 for processing.
5. If a licensed employee will not continue on a special calendar, an online change form must be completed at the school/department and submitted to the Human Resource Department in Skyward.

Important Reminders:

• Special Calendars may only be changed twice per contract year. Revisions must be pre-approved and signed by the principal/director.
• Special calendars must be followed as outlined. If a calendared day is missed, the appropriate allocated leave time must be entered in Skyward for that day. (The calendar has a calculator to assist with time entry.)
• Trade days are problematic and require a change to the employee’s special calendar, written approval by the supervisor, and notification to an HR Administrator, prior to taking leave or modifying their calendar.

Thank you in advance for your attention to this matter. Failure to follow these procedures may cause an employee to be paid incorrectly. Any questions about this procedure or completing a special calendar should be directed to Julie Sharp, HR Senior Asst Elementary, at (801) 567-8230 or Lisa Garner, HR Senior Asst Secondary, at (801) 567-8226.

JL/bb

TO:
All Administrators
All Administrative Assistants

FROM:
June LeMaster, Administrator of Human Resources

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If you are a contracted employee (Benefit eligible) and need to take Annual/Personal Leave on a Critical Day before or after Memorial Day for any reason not listed in policy DP335NEG or DP335B, you must submit a request as follows:

How to Request
During the window, the employee must send the request through email. Please include your name, school, position and the date you are requesting the leave. Requests left on voicemail or over the phone will NOT be accepted.

Licensed employees submit their request to licensedpersonalleave@jordandistrict.org

Education Support Professionals submit their request to classifiedpersonalleave@jordandistrict.org

The employee will receive an email confirmation within two working days after submitting the request. If the employee does not receive a confirmation email, then Human Resources has NOT received your request and your leave will not be approved.

School Holiday	Date of Holiday	Impacted Days	Window
Memorial Day	May 27, 2024	May 24 and 28, 2024	April 12 – April 22, 2024

Licensed Annual/Personal Leave Taken on a Critical Day 2023-2024

ESP Annual/Personal Leave Taken on a Critical Day 2023-2024

TO:
Administrators

FROM:
June LeMaster, Administrator of Human Resources
Rebecca Lee, Administrator/Evaluations

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See the flyer below for upcoming deadlines for Evaluations!