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Category: Other Administrators

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DATE:
April 8, 2020

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
Derek Anderson, 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 listed in the memo below regarding the financial year-end processes for the 2019-20 year. Please review these dates as they could have a major effect on your location’s ability to operate.

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Opportunity to Work
Principals and Directors should work with employees to give them the opportunity to continue working if they choose.  If their current position is not available during the dismissal, they could opt to telework if possible, do online training from home, or to perform other job functions.

Record Leave Time
If contracted employees are not working during the school dismissal (March 16-TBD), they will still need to record their leave time in Skyward as the leave time occurs.  They do not need to apply for FMLA to use available personal, vacation, or no-pay days.  Employees are able to utilize all available personal leave days and vacation days.  Employees can also use no-pay days, and will not be terminated for using more than 15 during the dismissal.  These no-pay days will be docked from the employee’s paycheck(s).  Leave days used from March 1, 2020 through June 30, 2020 will not count against the Attendance Incentive.

Sick Days
Sick days may also still be used for employees if the reason is eligible as per sick leave policy.

Apply for FMLA
Employees will still need to apply for FMLA leave through Human Resources, as usual, if they or family members are having health issues for longer than five (5) consecutive days.

Families First Coronavirus Response Act (FFCRA)
Employees may apply for leave due to COVID19 reasons through Human Resources.  Please refer to the attached notice for this paid leave and expanded family and medical leave.

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Hello - Jordan School district employees, attached you will find a message from the USBE. We wanted to share with you the most recent information that has been shared with us. While there is a disruption to some of the normal processing that takes place in new hiring, renewals, and upgrades in teacher licensing there is still much that can be done with people working at home. If you are trying to do any of these things and are struggling to make progress please let us know and we will see what we can do to help you move forward. We would encourage you to make what progress you can because when all of these offices are up and running they will be inundated with people trying to get their licenses in good status. Thank you for your help in moving forward and we hope that you and your families are safe and well!!

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If an employee is going to take leave using these days they MUST apply for the time off. Please share this information with them. A flyer explaining the leave time is included as well as a tutorial on how to apply for the time off.

JSD Administrators:

All employees will receive an email in JEM today outlining the recently passed Families First Coronavirus Response Act (FFCRA). This act may entitle eligible employees who have worked for the District for 30 days to receive a limited amount of paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. These provisions will apply from April 1, 2020 through December 31, 2020.  Attached to this email is a FFCRA notice from the Department of Labor outlining eligibility, paid leave entitlements and qualifying reasons for leave related to COVID-19.

Also attached is a tutorial on how employees can submit a FFCRA Leave application through Skyward Employee Access if they believe they have a qualifying reason.  If employees need assistance in accessing their Skyward employee account, direct them to contact the Information Systems Help Desk at 801-567-8737.  For questions regarding FFCRA, please review the attached notice or contact HR at 801-567-8249.

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DATE: 
Thursday, April 2, 2020

TO:  
All Principals

FROM:   
Shelley Nordick, Ph.D., Administrator of Teaching and Learning
Ben Jameson, Director of Evaluation, Research and Accountability

SUBJECT:  
End of Year State Testing Updates

The Utah State Board of Education released the following updates for the various end-of-year state summative assessments:

Please see memo below.

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Dear Administrators:

Once again, thank you for all the amazing work you are doing to help teachers and students during this trying time. In reviewing the needs for evaluations and also understanding the amount of stress administrators and teachers are under we will be making one more change to evaluations. Our hope is to be of help and to support you all the best way we can. Please make the necessary contact with your teachers to let them know what they will need to do.

ARL/APT/Interns/Provisional Psychologist/ Provisional Educators  

If the teacher has had at least one passing evaluation for the 2019-2020 school year, the teacher will now be considered complete and no further action will be required.

If no evaluations have been completed, then you will need to contact the teacher and instruct them to complete the educator interim on JPLS (or the provisional psychologist).

Note: If you have already completed and signed off on a teacher specialist evaluation for an ARL, APT, intern, or provisional teacher you will not need to have the teacher complete an interim.

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Dear Administrators,

Thank you for your patience in regards to teacher evaluations during this time of change and uncertainty.  Many have asked what will be the next steps in the evaluation process.  In order to help relieve the stress for both administrators and teachers the following changes will be made, effective immediately.  Please contact Rebecca Lee with all questions and concerns at rebecca.lee@jordandistrict.org or (801) 567-8369.  Thank you for all your continued help and support.

Career Educators on Full – Not Completed Yet

Career educators who are a full cycle for the 2019-2020 school year and have not been through the evaluation process, or have begun but not finished one or more pieces of the process (missing an in classroom observation, interview), will be placed on an interim.

Action Required: Administrators will need to contact all career teachers and have them

complete the interim on JPLS.  This will include the beginning of the year activities and then the end of the year reflection.  What will need to be completed by the teacher: three goals, self-evaluation, reflection on all three goals. Lists will be updated to reflect the change.

Provisional Educators

All provisional educators that have already had one full evaluation will be considered complete. If you have a provisional educator that has not yet received a full evaluation we will place them on a full Teacher Specialist evaluation on JPLS to complete the one full required evaluation. Lists will be updated to reflect this change.

Action Required: Notify any provisional that have not been through one cycle and let them know they need to complete the teacher specialist online.  Note: Teacher Specialist evaluations will need to be manually added and may take until Monday, March 30th to appear.

Educators Currently on an Interim

Educators currently on an interim will have no change.  Please remind these teachers to complete their reflection piece so that they may be acknowledged by the assigned administrator.

Action Required:  Send out reminder emails to teachers on interims reminding them to complete the reflection piece of the interim.

Note:  Each administrator will receive an email with a list of changes for their schools by Monday, March 30, 2020. It will indicate who they need to contact in regards to the above changes. 

 

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The Utah Legislative Session wrapped up a week ago. The Utah State Board of Education adopted an amended rule yesterday with changes related to appropriate expenditures for the School LAND Trust Program. This link will take you to a more detailed description. You can also see the document below.

https://site.utah.gov/slt/wp-content/uploads/sites/32/2020/03/Attachment-to-End-of-Session-Email.pdf

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Paychecks

All paychecks that are not direct deposited will temporarily be mailed to your address on file in Skyward. This will take effect today, March 13th, until further notice.

To avoid possible delays in receiving your paycheck, please log in to your Skyward Employee Access to verify that your address is correct, or to make any changes to your address.

  

1 - Log in to Skyward Employee Access (call 801-567-8737 for login assistance if needed)
2 - EMPLOYEE INFORMATION tab
3 - PERSONAL INFORMATION (under Employee Information heading)

Address
View and/or change your address online:

  • ADDRESS (under Demographic heading)

View and/or change your address by telephone:

  • Call Human Resources at 801-567-8150

Direct Deposit
View and/or change your direct deposit online:

  • DIRECT DEPOSIT (under Payroll heading)

Paper Direct Deposit Authorization form:

  • Call the Payroll Department at 801-567-8154, or email carolyn.bevan@jordandistrict.org
  • Do NOT email your completed Direct Deposit authorization

W-4
View your W4 information online (you cannot change your W-4 online):

  • W4 INFORMATION (under Payroll heading)

Paper W4 Form:

  • Call the Payroll Department at 801-567-8154, or email bevan@jordandistrict.org
  • Search for 2020 W-4 Form online
  • Do NOT email your completed W4

W-2
View your W2 online

  • W2 INFORMATION (under Payroll heading)
  • VIEW W2 FORM button

Paper Copy of W2:

  • Call the Payroll Department at 801-567-8154

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Earlier today, the USBE voted to suspend all state testing for the remainder of the 2019-20 school year. This action would take place even if in-person school sessions were to resume. This suspension would include the following state assessments:

    • Summative RISE
    • Summative Utah Aspire Plus
    • EOY Acadience Reading
    • KEEP Exit
    • PEEP Exit

Please refer to the attached letter from Ben Jameson

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Please continue to work with your staff members who desire to work from home. Direct any questions or concerns to your Administrator of Schools.

    • State officials will make any decisions regarding any change to the state-wide school dismissal.

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Please take the time to review the following time-sensitive Action Item.

As schools transition from a Year Round (YRE) to a traditional schedule, select employees may be required to transition to a traditional pay frequency (September to August) if they have not yet done so.

Click on this link for information if you are a:
· Licensed or Support Professional at Fox Hollow Elementary on a YRE pay schedule and have not requested to change to a traditional pay frequency for the 2020-2021 school year. You must transition to a traditional pay frequency for the 2020-2021 school year.

Click on this link for information if you are a:
· Bus Driver or Bus Attendant on a YRE pay schedule and have not requested to change to a traditional pay frequency for the 2020-2021 school year. You must transition to a traditional pay frequency for the 2020-2021 school year.

Click on this link for information if you are a:
· Licensed or Support Staff employee currently assigned to a YRE school and have not requested to change to a traditional pay frequency. You have the option of remaining on a YRE pay frequency, or transitioning to a traditional pay frequency for the 2020-2021 school year.

If you have further questions, contact HR at 801-567-8150.

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Stacee Worthen, secondary guidance specialist, has created a list of tips, ideas, and best practices for counselors during the school dismissal. The attached memo will be sent to all school counselors.

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Associate Academic Vice-President John Rosenberg has sent this email out to all Teacher Education programs at BYU and asked them to forward the letter to every current student teacher. This does not apply to intern teachers.

Dear UCOTE members and EPP program coordinators,

As you are aware, information on COVID-19 continues to be generated and actions taken to control the spread of the coronavirus. As we have considered the most recent information about how the public school districts and state universities are handling the situation, we have decided that our student teachers may return home immediately, consistent with the instructions we have given all BYU students. However, since the semester is not over and the students are still enrolled as student teachers, they are asked to remain actively engaged with their host schools in delivering instruction remotely under the direction of their mentor teachers. Major program coordinators and university supervisors should reach out to individual students to address their questions and to discuss the remaining requirements for bringing the student teaching experience to a successful conclusion.

Thank you for your patience at this difficult time.

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Jordan District Appeal Hearings are postponed until students return back to school.

Home & Hospital

  • H&H teachers should not be going out to homes or libraries working with students.
  • Schools that are providing the H&H teachers for their students may want to consider directing their students to do the online work from their assigned classroom teachers.
  • At this time, if any parent is requesting H&H services for their student, please direct them to the online instruction that is being provided by their current classroom teachers.  After students return back to the school, those students will be placed on Home & Hospital if it is still needed.