Category: Other Administrators

Please note the following administrative assignments:

• Beverly Griffith, K-3 Literacy Coach, Teaching & Learning, appointed elementary school assistant principal,  assignment to be announced.
• Kaleb Yates, Salt Lake School District, appointed elementary school assistant principal, assignment to be announced.
• Angela Jones, Granite School District, appointed elementary school assistant principal, assignment to be announced.
• Baylee Lansford, K-3 Literacy Coach, Teaching & Learning, appointed elementary school assistant principal, assignment to be announced.
• Matthew Tranter, Teacher, Copper Hills High, appointed high school assistant principal, assignment to be announced.
• Brady Bartholomew, Teacher, West Jordan High, appointed high school assistant principal, assignment to be announced.
• Wendy Harmon, Math Consultant, Teaching & Learning, appointed assistant principal at Mountain Creek Middle School.
• Melinda Lokey, Administrator on Special Assignment, Teaching & Learning, appointed assistant principal at Valley High School.
• Melanie Dawson, Utah State University, appointed assistant principal at River's Edge.

DATE:
April 10, 2019

TO:
Principals
Administrative Assistants
Registrars

FROM:
Administrator of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning and Student Services

SUBJECT:
Permanent Records – Transfer Processes and Procedures

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Year-End Permanent Record Transfers:

Permanent records for students leaving the school (either a boundary change or 6^th and 9^th grade advancement) need to be delivered in person to the appropriate school by the sending schools staff. Records need to be delivered on or before:

Traditional Schools:   June 7, 2019

Year-Round schools:  July 9, 2019

The receiving school will need to check the student list against each permanent record to assure all permanent records were received. Each bundle must be accompanied by two (2) alphabetized lists which includes the name of the sending school and receiving school. This should be signed by both the sending and receiving school. Computer lists or PDM’s may be used. Dead files should be provided to receiving schools separately in their own box.

General Permanent Record Transfer Procedures (District policy AS61):

• A parent release is not required when transferring student records from one school to another.
• Any school receiving a written request to forward a copy of a transferring student’s record to the new school shall comply within 30 days of the request, and within 10 days of the request for a military child’s records, unless the record has been flagged as a “Missing child,” in which case the copy may not be forwarded and the requested school shall notify the police department.
• Transfer the ORIGINAL records for students in grades K through 8.
• A CERTIFIED COPY of the cumulative/permanent record along with the original health record (Utah School Immunization Record) of students in grades 9 through 12 shall be transferred to requesting schools outside of Jordan School District. The ORIGINAL RECORDS and a copy of the health record of students in grades 9 through 12 shall be archived at the Jordan District high school.
• Maintain a record of the date the record transfer request was received and the date and school where the record was sent.
  
  Transferring Student Records_April 2019.docx

DATE:
April 10, 2019

TO:
Principals
High School Registrars

FROM:
Administrator of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning & Student Services

SUBJECT:
Transfer of K-8 Student Files for Retention at the State Records Center

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This is a reminder to prepare and send the “Dead files” of K-8 students to the Planning & Student Services Department by June 9, 2019 for transfer to the State Records Center for permanent retention.

Schools will periodically have files of students who have attended Jordan School District in grades K-8 and never attend grades 9-12.  In the event that a transcript was never created and the student’s cumulative folder was never requested, the student’s cumulative folder then becomes the record to retain permanently as required by law.  These records are to be handled as follows:  (refer to page 51 in the Planning & Student Services Manual).

Non-transferred Records (Dead Files):

Non-transferred student cumulative/permanent records of students in grades kindergarten through 8 shall be held in that school until the student’s grade level is advanced to the next school level.  (i.e., 6^th grade records are sent to the feeder middle school and 9^th grade records are sent to the feeder high school each June).  Once at the feeder high school the record shall be retained three (3) years after the student would have graduated.  At the end of three years these records shall be transferred to the Planning & Student Services Department each year by June 30 and then sent to the State Records Center and retained for 17 years and then transferred to the State Archives permanently.

The following remain in the file:

1. • achievement test scores,
   • copies of report cards,
   • health records, and
   • pertinent information concerning the student

Examples of these files may include:

• A student who attended Jordan School District in grades K-8 and never attended a public high school in the State of Utah grades 9-12.
• The death of a student – a certified copy of the cumulative folder should be retained and the family may be given the original if requested. Send this record at the end of the school year that the event occurred.

Please refer to UTREX to make sure the student has not attended a school within the State of Utah before sending the files to Planning & Student Services for retention.  If they are active in another school within the State, contact that school and have them officially request the record.

Please contact Student Services at 801.567.8183 should you have any questions.

DATE:
April 10, 2019

TO:
Principals
Administrative Assistants
Attendance Secretaries

FROM:
Administrator of Schools
Dr. Anthony Godfrey, Associate Superintendent
Travis Hamblin, Planning & Student Services

SUBJECT:
Entering Enrollment in Skyward for the Last Six (6) Days of the School Year

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Daily attendance for students will be taken up to the very end of the school year.  Skylert notices will go home to families that will report accurate information as students attend school through the end of the school year.

The “same as” attendance dates utility in Skyward may be applied after the last Skylert is sent home to parents on the last day of school.

• Elementary school Skylert’s go out at 10:30 am – The “same as” days may be applied any time after 10:30 am on the last day of school and must be completed by 5:00 pm on the last day of school.
• Middle/High School Skylerts go out at 4:00 pm and must be completed by Monday, June 1^st at 3:00 pm.

The attendance report set up by Information Systems for the last six (6) days is:

Office/Attendance /Reports/Attendance Detail or Summary/Add/Name the Report: 

• 18-19 “Same As Days” report (YRE will have an A Track report and a B/C/D Track Report)
  • YRE Schools ONLY – For the A Track Calendar only - Student Selections: Choose Ranges; Low =A; High =AZZZ
• Report Ranges
  • Schl Yr to Rpt = 2018-2018
  • Absence Date = Change the date range to the last six (6) days of school. If you are a YRE school, it is the last six (6) days for that Track
• Attendance Period: = default
• Periods Absence: = default
• Parent Notified = Both
• Absence Types
  • C, E, F, I, O, V, A, G, W, U, H, K, S
• Report Options – choose:
  • Print Absence Types
  • Print Absence Periods
• Formatting Options
  • Last Name/First Name
  • Format Type: Days missed
• Save and Print

You will not need to change any attendance showing as present.  Only absences showing in the last six (6) days will need to be compared to the first six (6) days attendance for changes.

Application of “same as” days:  The last 6 days of school attendance is taken as students attend school.  Typically, the first 3 days of those 6 you will have better attendance than the last 3 of those 6 days.  This is how you apply the “same as” days.

• Scenario #1 – A student attends all 6 days – no change in their attendance.
• Scenario #2 – A student attends the first 3 days and not the last 3 days; change their last 3 days attendance to present. (After the last Skylert goes out reporting their absence.)
• Scenario #3 – A student does not attend the first 3 days and attends the last 3 days; no change to the last 3 days. Count their attendance as though they were present.

Traditional – last day for taking attendance is May 31, 2019.  All attendance Entries in Skyward needs to be completed by June 1, 2019, end of day.

YRE Track A – last day for taking attendance is June 5, 2019.  All attendance Entries in Skyward needs to be completed by June 6, 2019, end of day.

YRE Tracks B, C, and D – last day for taking attendance is July 2, 2019.  All attendance entries in Skyward needs to be completed by July 3, 2019, end of day.

The final Membership Report will be ran and kept at the District Office.

NOTE:  Teachers may print their report cards any time during the last week of school as their grades are final and they are ready to print.  The attendance on the printed report card will not reflect the “same as” days.

Please contact Carmen (801.567.8183) in Planning and Student Services should you have any questions.