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Category: Other Administrators

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DATE:      
April 7, 2022

TO:   
All Principals / Department Directors / School Administrative Assistants

SUBJECT:    
Requests for 2022-2023 Special Calendars – Licensed Only

Your assistance is requested, as the Human Resource Department is preparing special calendars for the 2022-2023 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 2021-2022 contract year will be emailed to you for review on Friday, April 8th, 2022. 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 week (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 Senior- Mai Vang, 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 6, 2022 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 Mai Vang, HR Assistant Senior, at (801) 567-8228.

An abbreviated version of this memo was included in the April 2022 HR Connections, which can be viewed at https://employment.jordandistrict.org/hr-connections-newsletters/.

JL/jo

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School/Department Administrators:

Would you like more training on Frontline recruiting for licensed applicants?

In April, the HR Administrators will be providing additional training opportunities for principals, assistant principals and administrative assistants. 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 as needed.  

Frontline Training Schedule for Appointments

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

Sincerely,

Human Resources

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The following are important due dates. 

All UETS-based JPAS evaluations (Provisional & Career) are due by April 22, 2022. This includes all signatures, special education pieces, and uploaded SLOs with data and stakeholder input. 

All interim end of the year reflections are due by May 31, 2022. The requirements for the end of the year interim include:

  • Reflection on three required goals (My Folder - Tasks - Go to Form)
  • Upload SLO with data and stakeholder input (My Folder - Evidence - Add Artifact)
  • To view previously written goals go to My Folder - History - View 

Education support evaluations are due by May 31, 2022. These are completed on Skyward. If you have questions about the ESP evaluation please contact USER. 

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The following calendars have been created by Planning & Enrollment for each level with level-specific events and school recesses. Events have been added for the 21-22, 22-23, and 23-24 calendars, although specific items (such as the A/B rotation or elementary early-out schedule) are not yet available for future years. These links can be used to subscribe to the calendar on a phone, computer, or other device. The links are public and may also be shared with staff or communities.

Clicking on the link will open the calendar; most operating systems will then give you the opportunity to subscribe to the calendar.

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On Thursday, April 21, 2022, at 10:15 a.m. hundreds of thousands of Utahns will “Drop, Cover, and Hold On” in the annual Great Utah ShakeOut Earthquake Drill.

All schools are encouraged to participate in this drill, or to conduct an earthquake drill sometime in the month of April. This is an opportunity to incorporate emergency preparedness in classroom lessons and to include proper ways to protect oneself during an earthquake. The drill will help us to be prepared for an earthquake, like the one we experienced on March 18, 2020.

Schools can register to participate in the Great Utah ShakeOut, at: www.ShakeOut.org/Utah. After registering your school, you can also review the “PLAN YOUR DRILL” section at the bottom left of the Webpage. Under the “Resources” tab, towards the top of the Webpage, you can find NEW! PowerPoints for leading ShakeOut Drills (online or in-person). Materials on the Resources page will help support your participation in the ShakeOut and promote awareness and preparedness. Schools are encouraged to take Covid precautions as needed, to include awareness about distancing prior to people gathering under a common table as they Cover and Hold during the drill.

Please review the Jordan School District Incident Command Manual - Earthquake Action Plan and Standard Operating Guidelines for planning, drilling and responding to an earthquake. The manual is located in the JSD Incident Command Folder on Google Drive, link: Incident Command Folder. Bookmark for future reference.

Please plan and prepare to take part in this statewide earthquake drill. Remember to report your drill and related meetings using the Jordan School District 2021-22 REPORT EMERGENCY — DRILLS, ACTUAL EVENTS, or MEETINGS Form on Google Drive.  Bookmark for future reporting.

Please contact the JSD Emergency Operations Manager Lance Everill with questions, etc.:   Office 801-567-8623, lance.everill@jordandistrict.org

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Principals:

Effective immediately full-time Classroom Assistant positions have been created at Lane 1, 2, and 3. These positions are 180 days, are not eligible for substitute coverage when the person in these positions are absent, and must be paid for from school budgets (not the District 0050 budget). Salary calculations for these positions must include a fully loaded benefit eligible salary including insurance costs. Principals interested in hiring for these positions must post the position for five days, interview qualified applicants, and follow the district hiring processes and procedures. See the attached job description for further details. Please feel free to contact an HR Administrator or an Administrator of Schools if you have any questions.

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DATE:
March 31, 2022

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 Services
Sarah Palmer, Director of Payroll
Kurt Prusse, Director of Purchasing

SUBJECT:
Year-End Processing Deadlines

Please observe the following critical deadlines, listed in the memo below, regarding the financial year-end processes for the 2021-22 year. Please review these dates as they could have a major effect on your location’s ability to operate.

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Utah Retirement Systems is offering free, one-hour individual retirement planning sessions.

Tuesday, April 19, 2022
ASB

Wednesday, April 20, 2022
District Office

Please see attached flyer for directions on how to sign up for the individual sessions on myURS.

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LOCKOUT, LOCKDOWN and Shelter-in-place are emergency responses often confused with one another. Jordan School District created clarifying videos on these responses to train students and staff, all under three minutes in duration, located at: Google Drive > Shared with me > Incident Command Training Videos. Click HERE

REMEMBER: Locks were invented to keep humans out of things. Associate “locks” with humans” and “LOCKOUT” and “LOCKDOWN” with a potentially violent person.  

LOCKOUT and LOCKDOWN are DENY strategies, as part of the AVOID DENY DEFEND response protocols for violence threats. DENY the threat access to you by creating a physical barrier between you and them.

LOCKOUT – external threat

  • Call 911 when SAFE TO DO SO
  • LOCK them OUT of the building, creating a barrier between you and the threat
  • Use the LOCKOUT Card on the dedicated card reader in the main office to quickly lock all exterior doors that are scheduled open at that moment
  • Students and staff on the school grounds should come in for safety
  • Staff card access badges will still work during a LOCKOUT
  • Students and staff remain inside
  • Do not let people exit, or enter until the LOCKOUT has ended
  • Consider bringing occupants of portables into the main building, if SAFE TO DO SO (For supervision, water, lunch, restrooms, medications, etc.)
  • Consider notifying Transportation in case buses are in route to the school
  • Post a sign on entrances stating the school is in LOCKOUT
  • Remain vigilant
  • Keep hallways and common areas clear of students and staff
  • If police enact the LOCKOUT, police end the LOCKOUT
  • Use the END LOCKOUT Card on the reader in the main office to revert to the door schedule at the time it is ended

LOCKDOWN – internal threat

  • Call 911 when SAFE TO DO SO
  • Get behind a closed, locked door of a classroom, office, conference room, etc., creating a barrier between you and the threat
  • LOCKS, LIGHTS, OUT OF SIGHT
  • Consider barricading the door with furniture, if you’re able to do so quickly and safely
  • Remain quiet, silence cell phones, make it seem like an unoccupied room to the intruder
  • The threat is already inside the building so there is no need to lock exterior doors
  • Consider being ready to DEFEND yourself if the intruder gains entrance into the room
  • Consider using text messaging to quietly inform the school Incident Command Team of your status
  • The police will open the door to clear the room, so there is no need for occupants to open the door

Shelter-in-place – chemical spill or severe weather outside (As defined by FEMA, not a response to violence)

  • Call 911 when SAFE TO DO SO
  • Remain indoors, seeking “shelter from the storm” or dangerous air outside
  • Turn off the electrical breakers to the air handlers to quickly restrict outside air from coming in if there has been a chemical spill/leak outside
  • Consider bringing occupants of portables into the main building, if SAFE TO DO SO (For supervision, water, lunch, restrooms, medications, etc.)
  • Consider moving occupants to a specific part of the building, or large gathering space for safety purposes
  • Take direction from police, fire, or the District accordingly

Use the Jordan School District Incident Command Manual when planning, conducting drills and preparing for emergencies. Please contact JSD Emergency Operations Manager Lance Everill with questions: 801-567-8623, lance.everill@jordandistrict.org

Published on

DATE:  
March 17, 2022

TO: 
All Administrators and Administrative Assistants

FROM:  
John Larsen, Business Administrator

SUBJECT:  
Employee Overnight Travel

As a reminder, when employees travel to conferences or other events and it is not related to:

  1. a) student group travel arrangements, or
  2. b) an administrative travel stipend arrangement,

the following policies are to be followed (see the Financial Manual for more details):

  1. The travel request is to be submitted at least 45 days in advance using the Skyward task process called “Travel Request” so the Travel Buyer has sufficient time to make all arrangements in a cost-effective manner and so the traveler can verify information before the travel occurs. The Travel Buyer makes the airline, hotel, and shuttle arrangements. The Travel Buyer may pay for the conference registration as requested. However, suggestions may be made in the notes of the travel request.
  2. All costs associated with the travel are to be listed and preapproved.
  3. Any documentation regarding the reason for the travel is to be attached to the travel request (e.g. conference advertisement, schedule, itinerary, etc.).
  4. Regardless of how the travel is paid for, the travel must follow the same rules (e.g. grant / non-grant; department / school, etc.).
  5. First class, business class, or upgradeable fares should not be requested to be booked or paid for by the District.
  6. Lodging will be at the conference site or in a reasonably priced hotel within walking distance of the conference. A reasonably priced hotel is considered the average cost of hotels within the vicinity of the conference.
  7. Employees do not earn overtime or trade time for attending or traveling to a conference.
  8. Travel less than 50 miles from the employee’s normal work assignment should not include hotel costs or per diem costs.
  9. If an employee chooses to drive rather than fly to the conference, the employee will receive a mileage reimbursement equivalent to the lowest airfare available 21 days in advance or the regular mileage reimbursement, whichever is lower.
  10. Rental cars are to be used only when other forms of transportation are either not available or those forms of transportation are more costly than a standard rental car with the hotel parking fees. Rental cars cannot be prepaid by the Travel Buyer. The traveler will need to pay for car rentals and be reimbursed if not on a P-Card.
  11. Original receipts for airport parking fees, luggage fees, ground transportation (Uber, Lyft, cabs), or other costs must accompany the reimbursement request after the travel occurs. Any applicable per diem will be paid at the same time as these reimbursements. Costs not pre-approved for the travel are not reimbursed.
  12. P-Card use is acceptable only for the following items when pre-approved:
    1. Baggage fees
    2. WIFI if not offered with the hotel
    3. Transportation to/from the hotel/airport
    4. Airport parking
    5. Rental cars
    6. Conference registration
  13. For many personal reasons employees may want to pay for some additional travel costs that the District cannot pay for. For example, if the employee wishes to rent a car so they can tour the city, visit some sites, go out to eat at a distant establishment, etc. or if the employee wishes to extend the trip so they can see some sites, the employee should pay for these additional costs and report leave time as applicable.
  14. The State Auditor has prohibited government entities from booking or paying for non-employees’ travel even when there is a plan to reimburse the government entity.

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Are you ready to be certified as an ESL teacher? Any JSD teacher can sign up while space is available. Please use this link to place your information by April 11th. ​​This endorsement program is open to K-12 contracted licensed personnel in Jordan School District. This does not include substitute teachers or paraprofessionals who are licensed. Principals, please do not sign up for your teachers.

Published on

DATE:    
March 17, 2022

TO: 
Principals
Assistant Principals

FROM: 
Michael Anderson, Associate Superintendent
Travis Hamblin, Director of Student Services

SUBJECT: 
Thriving Schools: A Summit for Student Success

These past few years have both challenged us and taught us the importance of prioritizing empathy, relationships, and social-emotional learning to support students. Above all we know that a thriving school community starts with ongoing learning and reflection.

Thriving Schools: A Panorama Summit for Student Success originally aired on February 15th – but they have made it available to access until May 16th for FREE. The topics include:

  • What does it mean for schools to thrive?
  • MTSS and data-based decision-making.
  • School Counselors as leaders within a multi-tiered, multi-domain system of support.
  • Creating a shared understanding & partnering with families to supporting the social-emotional growth.

You may access the summit at the following link:

THRIVING SCHOOLS: A Panorama Summit of Student Success

Please feel free to share this resource with your counselors, psychologists, social workers, leadership teams and/or teachers as you see fit.

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Principals:

We have scheduled two separate training sessions on the operation of the school's security camera and software. The training will include the use of the software, saving of camera footage and the transferring of that footage to the appropriate device. We receive many requests for help in this area.

The training will be held on March 23, 2022.

Session 1: 9:00-10:00 am

Session 2: 1:00-2:00 pm

Both sessions will be held at the Auxiliary Service Building in the Presentation Room, enter at Entrance C. It is recommended that at least one administrator per building attend one of the sessions and if possible send one hall monitor to each session. No registration is needed for this training.

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Beginning Tuesday, March 22 the Utah Department of Health will be offering COVID Mobile Testing on Tuesdays & Thursdays, from 4 - 7p.m. at Elk Ridge Middle.  Please use the link or QR Code (see posted document) below to register.

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Please note that the following positions will be available for schools for the 2022-2023 school year only using ESSER III funds. 

  • High Schools 1.0 FTE for a tracker
  • Middle Schools 0.25 FTE for a tracker
  • Elementary Schools 25-hour assistant to support intervention

Any additional trackers or aides that have previously been paid for using CARES / ESSER funds will be the responsibility of the school for the 2022-2023 school year. 

Schools will need to update budget codes for personnel who will be covered through ESSER III funds in 2022-2023. Please complete a New Hire/Change Form and code ESSER III Budget #7225 starting July 1, 2022.

The following Budget Codes will be discontinued after July 1, 2022:

10 E xxx 7211 1084 165 and 10 E xxx 7215 1084 165