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Category: Other Administrators

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DATE: 
March 16, 2017

TO: 
All Principals and Directors

FROM:  
June LeMaster, Ph.D., Administrator, Human Resources
Travis Hamblin, Administrator, Licensed
Brent Burge, Administrator, Classified
Dr. Anthony Godfrey, Associate Superintendent

SUBJECT:   
Employee Attendance at Relative's Graduation Exercises

For the past several years, Jordan School District high school graduations have been scheduled off-campus and starting times have varied considerably. This year, high school graduation exercises are on Thursday, June 1st.

Principals and Directors are encouraged to direct parents or grandparents who may wish to attend these graduations, but who are scheduled to work in their own locations to District Policy DP335 NEG.  This policy specifically states: "Personal leave shall not be taken during the first five days and last five days that students are in school except...to attend to personal or business matters which require the employee's attendance and scheduling is beyond the employee's control."

Since graduation scheduling is beyond the employees’ control, it is the expectation that immediate supervisors will cooperate and provide employees who may fall into this category, an opportunity to attend graduation ceremonies of family members.

Employees are responsible for requesting a substitute through the AESOP system, if applicable. In the “Notes to Administrator” box, the employee should add graduation along with his/her relationship to the graduate.

Any questions should be directed to the appropriate Administrator of Schools.

Cc:  Administrators of Schools

JL/am

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Need Adobe?

CTE has purchased licenses for the Adobe Creative Cloud Suite through an agreement between the State and Adobe.  These licenses fall under a 3-year agreement.

The Adobe Creative Cloud Suite includes programs such as Acrobat Pro DC, Photoshop, InDesign, Illustrator, and many more!

Under the agreement, the full Adobe Creative Cloud Suite is $22.99/year/license/device.  For example, if you need the programs on your desktop and laptop, you would be required to purchase 2 licenses.  Unfortunately, under this agreement, unlimited licenses are no longer an option.   If you were to purchase Acrobat Pro DC from, for example, Amazon.com, it would cost $429 or $199 for an upgrade.

TO PURCHASE LICENSES

  • The Administrator or Administrative Assistant for the school/department would email Allison Tobaben in the CTE Department at tobaben@jordandistrict.org. The email must include the following:
    • Elementary Schools and Departments
      • Number of licenses needed.
      • Name of Information Systems Technician.
      • The budget number to use for journal entry. CTE will prepare a journal entry and send it to the requestor.
    • Secondary Schools
      • Number of licenses needed. CTE will send an invoice for the number of licenses requested.
      • Name of Information Systems Technician.

Once this information is received, Allison will respond to the email, confirming the requested has been received.  This confirmation will be copied to the Information Systems Department as well as the Technician for the school/department.  This will serve as an authorization to deploy the licenses.  Invoicing and journal entries will be handled in a separate email between Allison and the school/department.  Schools/Departments will be billed once a year, each year of the agreement.

Should you have any questions, please contact Allison Tobaben in the CTE Department at (801) 256-5951.

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24-hour Alarm Response/Safety/Security: 801-567-8865

Did you know that Jordan School District has an Alarm Responder on duty 24-hours a day, 7 days a week, 365 days a year?  The Alarm Responders can dispatch the proper authorities, maintenance workers for repairs, begin notifications within the District, and report to your location to assist with alarms and emergencies.

Always call 911 in the event of a serious emergency, then call Alarm Response at 801-567-8865.

Facility Emergencies Protocol
In the event of one of the following:

  • Actual fire
  • Bomb threat
  • Serious or life threatening injury
  • Intruder/violence
  • Child abduction/missing
  • Chemical leak
  • Significant facility/property damage

Activate the Incident Command System, then:

  • Call 911
  • Call 24-hour Alarm Response/Safety/Security 801-567-8865
  • Call Administrator of Schools

For other emergencies/issues:

  • Power outage
  • Flood
  • Natural gas leak
  • Fire drill (call prior to drill)
  • Phone disruption
  • Alarm malfunction

Activate the Incident Command System, then:

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We will be accepting applications for the Director of Evaluation, Research & Accountability beginning March 9, 2017 and closing March 15, 2017.

Description
Responsible to coordinate, supervise, implement, analyze and distribute data of all State and District assessments.  Supervise, coordinate and report all District evaluations as required by State and District policies.  Serve as the chair of the District Research Committee and as the District’s Grievance Officer.

Requirements
Requires a valid Professional Educator License for the State of Utah with a “License Area of Concentration” of “Administration”.
Requires three (3) years of administrative experience.

​Current Administrators interested in this position may apply online through Skyward Employee Access.

To apply:
1.       Log into Skyward Employee Access
2.       Select “FastTrack Open Positions”
3.       Select “​Administrator” under “Category”
4.       Select “Search for Positions”
5.       Select the “Apply” check-box next to the position
6.       Select “Apply for Selected Position”
7.       Login to apply

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Auxiliary Services Website – Documents and Forms

Many of the documents and forms previously found on the Auxiliary Services website have been moved to a Google Drive. The documents that have been moved are for district use, and do not need to be located on our public website.

All administrators and head administrative assistants have been given access to this drive.

It will be located in the Shared with Me Folder on your Google Drive.

  • Look for - ASB – Website Docs and Forms

Please feel free to call or email me with any questions:

Traci Mariano
801-567-8750
traci.mariano@jordandistrict.org

Thank you for your support.

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Middle schools are now given the option to transmit their payroll electronically to the Payroll Department by scanning documents, with a scanner, and then emailing to the Payroll Department.  To protect the employees’ personal information, please use the District encrypted email called MoveIt.

  • Time sheets and all payroll documents can be emailed to Carolyn Bevan at carolyn.bevan@jordandistrict.org.
  • Payroll will forward time sheets to the applicable departments for review and signatures using MoveIt.
  • If Payroll documents were emailed to Payroll, Do Not send original documents as this could cause duplicate pay.
  • Employees should use the True Time system, whenever possible, to record their time for any extra jobs, rather than using paper time sheets.

As you are already aware, Payroll has been continually changing and becoming more efficient using technology.  Because of these many payroll changes, and to avoid conflicting information between departments and schools regarding payroll, we ask that you please clarify or discuss any payroll issues and/or concerns through the Payroll Department.

We thank you for your continued support, suggestions, and especially for your hard work in helping Payroll run smoothly each month.  If you have any questions, please contact Sarah Palmer, Payroll Director, at 801-567-8154 or email sarah.palmer@jordandistrict.org.

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Learn effective strategies for communication, behavior management, social development and self-regulation skills for all grade levels.

This is a 3-Session Class
February 22, 2017
March 1, 2017
March 8, 2017

See flyer below for details.

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Jordan School District Payroll

Assistants Substituting in True Time and AESOP

  • Classified hourly assistants (who have applied to be a sub with Juli Martin in HR) accepting a substituting position should be entered through AESOP not True Time.
  • Assistants subbing in an emergency situation, for a few hours, should enter their time through True Time. Call Payroll for a TSub pay code.
  • Assistants cannot substitute for more than 25 hours per month.
  • Assistants cannot be a long term substitute.
  • Assistants cannot be clocked into True Time and AESOP at the same time.

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Annual Facility Self-Inspection Survey

The Annual Facility Self-Inspection Survey for 2016-17 from the State Office of Risk Management is now available online at www.risk.utah.gov. “Due to policy change, no extensions will be given and agencies not meeting the deadlines will be enforced with a premium penalty.” So, it is imperative that each school complete and submit the Facility Self-Inspection Survey no later than Friday, April 14, 2017.

Each school principal is the “Surveyor” and the person ultimately responsible for completing this survey.  Appropriate sections of the survey may be delegated to the department head, nutrition manager, custodian, etc. as seen fit, but the principal remains accountable.

As in previous years, if an issue is noted, you will be prompted to fill in a corrective action plan. Please specify Work Order #, date submitted, who will follow through from your school, a target completion date, and any other important information pertaining to specific questions.

When the survey is finished, the lock button at the end of the survey must be pressed to report that it is completed.

Please feel free to call or email us with any problems or questions:

Ron Boshard, 801-567-8876 (x 88876), ron.boshard@jordandistrict.org

Peggy Margetts, 801-567-8753 (x 88753), peggy.margetts@jordandistrict.org

You will receive reminder notices from SIS@utah.gov.

Thank you for your support.

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Administrators:

See attached materials used in the training given by Lisa Lawrence at the February 7th Principal Meeting.

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Schools and Departments:

Please post and/or distribute flyer for all employees to see/review.

URS provides seminars for:

  • Early to Mid-Career employees
  • Pre-Retirement (retiring within 10 years) employees
  • Retiree Seminars (already retired)

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Elementary schools were given the option to transmit their payroll electronically to the Payroll Department by scanning, and then by emailing to the Payroll Department, using the District encrypted email called MoveIt (to protect personal information on payroll, copiers and District email may not be used for transmitting payroll). Elementary schools began this delivery method a couple of months ago, and Payroll has then been printing and distributing the time sheets accordingly.  The employees involved in this have appreciated the new process, as they do not need to leave the schools and travel across town to deliver what is now only a few pieces of paper.

Beginning next month (February 1), these payrolls will be sent electronically with MoveIt from the Payroll Department to the departments for signatures as well.  This way departments will no longer need to travel to pick time sheets up, or to deliver them back to the Payroll Department. The ONLY change that you will see with this is the delivery of the paper time sheets.  All other processes and steps you have previously done will remain the same.

Here is a breakdown of the changes that will be effective February 1:

  1. Paper time sheets will be scanned and sent from the elementary schoolsto the Payroll Department using MoveIt.
  2. Payroll will forward these time sheets to the applicable department for editing and signatures using MoveIt.
  3. Departments will need to print the time sheets from MoveIt, make any corrections if necessary, and obtain proper signatures.
  4. Option to scan (do not use copier), and email with MoveIt (do not use District email) back to Payroll, or deliver the paper copies to the Payroll Department.
  5. All previous deadlines remain the same.

Please remember not to send in originals, as this could cause duplicate time sheets.  Also, all True Time employees should use the True Time system to record their time for any extra jobs rather than using a paper time sheet.

As you are already aware, Payroll has been continually changing and becoming more efficient using technology over the past couple of years.  Because of these many payroll changes, and to avoid conflicting information between departments and schools regarding payroll, we ask that you please clarify or discuss any payroll issues and/or concerns through the Payroll Department.

We thank you for your continued support, suggestions, and especially for your hard work in helping Payroll run smoothly each month.  If you have any questions, please contact Sarah Palmer, Payroll Director, at 801-567-8154 or email sarah.palmer@jordandistrict.org.

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We have another group of surplus items on PublicSurplus.com for reallocation to schools - it will run 01/26/2017 - 02/09/2017 and will roll over to public auction on 02/09/2017 for a week. Please take a look and see if there is anything you need for your school. There are solid wood sled chairs, solid wood tables, as well as three (3) pianos.

Please remember that your school needs to do their surplus paperwork and turn it in with all signatures if you want to be scheduled for pickup. Please do not delay in getting your paperwork in so that we can schedule you for our next surplus pickup.

If your school has remodels or special projects coming up this summer, please start getting your surplus together now so that we aren't trying to push everything through at the last minute.

As always thank you for your help and cooperation.

Fixed Assets and the Surplus Warehouse

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Please remind your staff that all employees and their spouses covered on the Jordan School District PEHP medical plan are eligible to participate in the health incentive program.  You and your spouse can earn $50 each by participating in the free bio metric testing session and completing a health assessment. Locations of testing sessions located within the district are attached.

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Reminder that Principal Meeting will be held on Tuesday, February 7th at the ASB.

The meeting will begin at 8:00 a.m. and finish at 3:30 p.m. Lisa Lawrence will be the featured presenter at this meeting.

A beverage service will be provided before the start of the meeting and lunch will be provided.

See you all there!