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Category: Other Admin Deadline

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DATE:
April 1, 2024

TO:
All Principals All Budget Directors

FROM:
John Larsen, Business Administrator
Daniel Ellis, Director of Accounting, Budgets & Audits
June LeMaster, Administrator, Human Resources
Steffany Ellsworth, Manager, Information Systems
Bonnie Brennan, Director of Insurance Services
Sarah Palmer, Director of Payroll
Kurt Prusse, Director of Purchasing

SUBJECT:
Year-End Processing Deadlines

Please observe the critical deadlines, included in the memo below, regarding the financial year-end processes for the 2023-24 year. Please review these dates as they could have a major effect on your location’s ability to operate.

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TO:
All Administrators
All Administrative Assistants

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

Deadline Extended to April 5, 2024

Reminder!

The LOG/TIMESHEET must be turned in to the school no later than April 5, 2024 so that amounts may be paid in the May 2024 paycheck. Payroll will take the information for payment from the Google Sheet.

Please make sure to total the hours listed on the Log/Timesheet and put this number on the Google Sheet. Double check to make sure ALL employees to be paid are listed and that their hours worked are correct. If you have questions please reach out to Nadine Page at x88182 or nadine.page@jordandistrict.org.

Below you will find the original documents sent out at the beginning of the school year with all the guidelines.

Dates were revised to have Log/Timesheets due on April 1st in order to provide payment on the May payroll in this JAM

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TO:
All Administrators

FROM:
June LeMaster, Administrator of Human Resources

URGENT - Professional License Renewal Reminder

Teachers and other educators whose license will expire on June 30, 2024, are encouraged to begin the license renewal process IMMEDIATELY by going to the USBE website. Reminder letters regarding license renewal information will be sent out this month to individuals with expiring licenses.

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TO:
All Administrators

FROM:
Mike Haynes, Director of Jordan Education Foundation

District support staff are among the unsung heroes of the Jordan School District.

Each year Jordan school principals and department heads are invited to nominate one non-teaching/support staff employee for recognition. Based on the scoring rubric and the nomination submitted, the Jordan Education Foundation Board of Directors will select up to five individuals who will be recognized as Outstanding Education Support Professionals. Each recipient will be given $1,000 and a commemorative award at the Board of Education meeting May 28, 2024 at 6:30 pm.

All Jordan School District Education Support Professional employees are eligible. Past winners of this award are not eligible for nomination. One nomination per department/school will be considered. Please make sure the Nominee's Department Head or Principal has approved this nomination.

Please visit the Jordan Education Foundation website for more information.

SUBMISSION DEADLINE: MONDAY, APRIL 15, 2024

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TO:
All Administrators

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

We are writing to inform you of an important update to our professional learning registration system, JPLS. Starting with the 2024-2025 school year, we will be transitioning from JPLS to Canvas Catalog for all in-district professional development class registration and transcript records for those classes.

Action Required: To ensure a smooth transition, we ask each teacher to take the following steps by June 20, 2024:
Log into JPLS and download an archive of your transcript Save these records in a secure location for your reference.

Why This Change? This decision was made after careful consideration to enhance our professional learning experience. Canvas Catalog offers a more user-friendly interface for end users and provides additional features that we believe will significantly benefit our teachers. We understand that change can be challenging, and we are here to support you every step of the way. Detailed instructions on downloading your transcript from JPLS is available below.

If you have any questions or need further assistance, please reach out to Chris Westra in Teaching and Learning, christine.westra@jordandistrict.org or Jared Covili, Admin - Digital Teaching and Learning, jared.covili@jordandistrict.org.

Link for the Instructions

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As a reminder, the following due dates need to be followed when completing all evaluations.

  • All Full Evaluations - Provisional & Career
    • Due March 29, 2024
    • Stakeholder input and student growth with data uploaded into Perform
    • Goal(s) with both administrator and educator signatures
    • This encompasses classroom teachers, teacher specialists, psychologists, counselors, BTS, etc.
  • All Interim End of the Year Reflection
    • Due May 31, 2024
    • Reflection on 3 Required Goals
    • Stakeholder input and student growth with data must be uploaded into Perform
    • Signatures from both administrator and educator
    • This encompasses classroom teachers, teacher specialists, psychologists, counselors, BTS, administrators, etc.
  • Educational Support Professionals (Classified)
    • Due May 31, 2024
    • Complete in Skyward

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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 Spring Recess 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 Critical Days Window
Licensed Spring Recess March 26-29, 2024 March 22 and April 1, 2024 Feb. 10 – Feb. 20, 2024
ESP Spring Recess

(242/245 Contract)           

 March 28-29, 2024 March 22 and April 1, 2024 Feb. 12 – Feb. 22, 2024
ESP Spring Recess  

(206 Contract)          

 March 26-29, 2024 March 22 and April 1, 2024 Feb. 9 – Feb. 19, 2024
ESP Spring Recess  

(180/184/187 Contract)          

 March 25-29, 2024 March 22 and April 1, 2024 Feb. 9 – Feb. 19, 2024


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

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

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Upcoming Events and Opportunities – LICENSED EARLY NOTIFICATION

 Valued Licensed Employee:

The Human Resource Department is contacting you with important information regarding upcoming events and opportunities.

LICENSED EARLY NOTIFICATION (Resignation or Retirement)
Licensed employees resigning/retiring at the end of the current contract year, who give official early notification in SKYWARD – EMPLOYEE ACCESS, will be eligible for a tiered incentive. To qualify, notification must be submitted on or before the following dates:

  • February 15, 2024   $200.00

The incentive will be paid on the last regular paycheck. Notifications of resignation/retirement received after the dates listed above will not qualify for an incentive. The official District “Notice of Resignation” form is found in Skyward Employee Access under “Task Processes”. Please see District policy DP318 for more detailed information regarding resignations. If you do not know your Skyward username or password please contact the Help Desk at 801-567-8737.

Licensed employees who do not submit an official “Notice of Resignation” form in Skyward Employee Access with at least thirty (30) calendar days’ written notice WILL BE FINED $500, which will be deducted from their final check.  Informing your principal/school administrator either verbally or in writing is not sufficient.  See District Policy DP318 – Resignations - Licensed.

School/District Administrators must submit an official “Notice of Resignation” form in Skyward Employee Access with at least sixty (60) calendar days’ written notice WILL BE FINED $500 in accordance with District Policy DP318A – Resignations-Administrators.

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JORDAN SCHOOL DISTRICT is offering Elementary and Secondary paid administrative internship openings for the 2024-25 academic year. Applications are open now through March 1, 2024 at midnight.

Please refer to the details below:

  • Applicants must select their level of preference (elementary, middle or high) and submit only
    one application.
  • Selected applicants will be interviewed.
  • Assignments are for 1-year only, with no guarantee of a permanent administrative position.
  • Internal applicants, if selected, will be treated as an employee on a leave of absence for the current school year. Internal applicants chosen as an intern will have the right to return to a comparable licensed position at the end of the internship.

Applicants must:

  • be enrolled in a university administrative/leadership program, OR
  • have a current in state or out-of-state administrative license, OR
  • be in the JSD Administrative Pool.
  • Elementary Administrative Interns are paid on a teacher salary schedule – 187-day contract plus 20 additional days (total of 207 days).
  • Secondary Administrative Interns are paid on a teacher salary schedule – 187-day contract plus 10 additional days (total of 197 days).
  •  A night stipend will be added according to level assignment.
  •  Assignment locations are to be determined.

If you are interested in this internship opening, click here to apply!

Click here for a Frontline application tutorial.

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Upcoming Events and Opportunities – LICENSED EARLY NOTIFICATION

Valued Licensed Employee:

The Human Resource Department is contacting you with important information regarding upcoming events and opportunities. Please see the document below for all the details!

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Upcoming Events and Opportunities – LICENSE RENEWAL 

Valued Licensed Employee:

The Human Resource Department is contacting you with important information regarding upcoming events and opportunities. Please see the document below for all the details!

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Please submit all school allocation budget transfer forms to Natalie.Grange@jordandistrict.org, no later than January 26, 2024.

Budget transfers for this school year cannot be made after January 26. The budget transfer form is attached.

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If you are a contracted employee and need to take Annual/Personal Leave on a Critical Day before or after President’s 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 Critical Days Window
President’s Day February 19, 2024 Feb. 16 and 20, 2024 Jan. 5 – Jan. 15, 2024

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

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

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The JEF Outstanding Educator Award Application is now open!

Nominations are due January 16, 2024.

Jordan Education Foundation recognizes and honors superior teachers with a track record of improving student achievement, using innovative instructional strategies and making a difference in the lives of their students. These teachers are among a select few highlighted as Outstanding Educators who are making a difference in the classroom. The annual JEF Outstanding Educators Awards publicly honor and recognize educators who raise the bar of their profession.

Guidelines and additional information can be found on the JEF Website here: JEF Outstanding Educator Awards

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Licensed employees resigning/retiring at the end of the current contract year, that give official early notification of resignation/retirement, will be eligible for a tiered incentive. To qualify, notification must be submitted online on or before the following dates:

  • December 15, 2023     $500.00
  • January 15, 2024     $300.00
  • February 15, 2024     $200.00

The incentive will be paid on the last regular paycheck. Notifications of resignation or retirement received after the dates listed above will not qualify for an incentive. The official District resignation/retirement notification form is found in Skyward under “Employee Access”. Please see District policy DP318 or DP319 for more detailed information regarding resignations and/or retirements. If you do not know your Skyward username or password please contact the Help Desk at 801-567-8737.

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If you are a contracted employee and need to take Annual/Personal Leave on a Critical Day before or after the MLK recess 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 Critical Days Window
Martin Luther King Jr.

ESP

 January 15, 2024 Jan. 12 and 17, 2024 Dec. 1 – Dec. 11, 2023
Martin Luther King Jr.

Licensed

 January 15, 2024 Jan. 12, 2024 Only* Dec. 1 – Dec. 11, 2023

*Licensed Only - January 17, 2024 will not be considered a Critical Day for the 2023-2024 school year.

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

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

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On behalf of Jordan School District (JSD), the HR Department will apply for a small surplus of USBE funds in Educator Licensing to support Utah educators seeking their professional educator license. In anticipation that JSD will receive some grant funding, HR will be contacting associate level educators who are in the process of obtaining their professional educator license and asking them to submit expenses they incurred from 7/1/2023 through 6/30/2024 while pursuing their professional license. APPEL educator PPAT expenses are currently reimbursed by school fund; therefore, do not qualify. All additional expenses may be eligible for reimbursement, if the employee submits their proof of enrollment in classes taken toward their professional educator license. This information from the employee must be received by December 8, 2023 and prior to the submission of this grant by the HR Department.

If you have questions regarding this grant or for a list of qualifying educators at your school/department location, please contact Brittany Bauer (secondary) at brittany.bauer@jordandistrict.org or Jane Olsen (elementary) at jane.olsen@jordandistrict.org.

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Department Administrators:

The FTE Audit process is critical in ensuring employees are paid accurately and out of the appropriate budgets. Like last year, the FTE Audit will be electronic. Below is the process we will follow for the audits:

Electronic FTE Audit Process:

  • November 15, 2023 – HR will share with directors and administrative assistants the FTE Audit Report via Google Sheets. Please review the report with your administrative assistant. The report will include verification of faculty/staff, FTE, title and budget code(s). Please refer to the “Instructions” sheet in the document for assistance in completing the audit.
  • November 30, 2023 – DUE DATE for the FTE Audit Report to be completed for HR to process. Check the “yellow” box on the front page to indicate audit completion.
  • THE BEST NEWS OF ALL – All corrections made on the FTE Audit Report will be made by HR upon return. Change forms will not be required; however, new hires not listed on the report will require the submission of a hire sheet to HR in Frontline.
  •  If you are interested in meeting with HR to review/assist with your audit, please contact Brent Burge (88224) to schedule an appointment. We ask that you review the audit and come prepared to the meeting with needed changes to your audit.

Thank you for your time and assistance.

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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 prepares certification forms by location. Principals and department heads please review the attached instruction memo and look for your payroll certification email the week of November 6, 2023. Certifications are due Monday, December 11, 2023. Please review your certifications ASAP and contact Natalie Grange if you have any questions or concerns. natalie.grange@jordandistrict.org, ext. 88312

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If you are a contracted employee and need to take Annual/Personal Leave before or after Winter Recess 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 Critical Days Window
Winter Recess
(All Licensed)		 Dec. 22, 2023 – Jan. 1, 2024 Dec. 21, 2023 Only* Nov. 7 – Nov. 17, 2023
Winter Recess

(All 180, 184, 187, 206, Contracts)

 Dec. 22, 2023 – Jan. 1, 2024 Dec. 21, 2023 and Jan. 3, 2024 Nov. 7 – Nov. 17, 2023
Winter Recess

(242/245 Contract)

 Dec. 25, 2023 – Jan. 1, 2024 Dec. 21, 2023 and Jan. 3, 2024

(245 contracts work Dec. 27-29)

 Nov. 10 – Nov. 20, 2023

*Licensed Only - January 3, 2024 will not be considered a Critical Day for the 2023-2024 school year.

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

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