Jordan School District
TO:
All Administrators
FROM:
Carolyn Gough, Administrator of Teaching & Learning
Jared Covili, Consultant in Teaching & Learning
Check out the link to the flyer for the latest updates from Teaching & Learning for March. Learn tips and tricks, sign up for upcoming PD, and learn about important updates from the T & L team.
DATE:
March 14, 2024
TO:
District Administrators
Principals
Assistant Principals
FROM:
Michael Anderson, Associate Superintendent
Melissa Flores, General Counsel
Sandra Riesgraf, Director, Communications
Travis Hamblin, Director, Student Services
Caleb Olson, Enrollment Consultant, Student Services
SUBJECT:
Record Request: FERPA or GRAMA
This is a revision and reissue of a memo previously distributed in September 2023 and replaces that version of this document.
Please distribute the information below to anyone in your school or department who may field questions regarding a record request.
Two laws govern processes that parents/patrons must follow to access information the District maintains: FERPA and GRAMA.
FERPA is the Family Educational Rights and Privacy Act, a federal law that governs access to a student’s educational record. The educational record typically consists of the contents of the student’s cumulative folder, the Special Education record (if applicable), and information for the student in Skyward. District Policy DP367 – District Records Management designates each school's principal as the school's record officer. As such, parents may obtain copies of information in the student's educational record by making a written request to the principal. The parent does not need to be referred to Planning & Enrollment or Communications; however, both departments can assist schools in identifying records that may be responsive to the parent's request. If a parent requests the student’s entire education record (a record that may contain information from multiple schools), this information can still be provided by the school where the student is currently enrolled; the building principal is the record officer for all records at that location, no matter where they may have originated.
Any clips of District surveillance video that were used in student discipline are considered part of the educational file for both the subject student and any victims. Under FERPA, parents have a right to “access” this portion of their child’s record, but do not have a right to obtain a copy of video footage. The process of providing access to footage will include a review by Planning & Enrollment, Communications, and General Counsel but is overseen by the school principal. An updated overview of the process schools should follow in providing access to retained footage is available at this link:
GRAMA is Utah’s Government Records Access and Management Act. It outlines the process for the general public to access records created and maintained by government entities. Practically every other type of record generated and maintained by the district (except those designated as “private,” “controlled’, or “protected” in DP367) may be accessed by an individual through the GRAMA process. Emails, including emails sent to and from students that are not maintained as part of the student’s educational file, are included in the records subject to GRAMA. DP367 outlines that the District will only respond to GRAMA requests that are submitted through the Utah Open Records Portal. Individuals may submit their request directly to the portal via the website and do not need to contact Planning & Enrollment or Communications first. Patrons may be required to pay the cost of employee time (in excess of 15 minutes) for preparing records.
TO:
All District Administrators
All District Administrative Assistants
FROM:
Michael Anderson, Associate Superintendent
Travis Hamblin, Director of Student Services
A proposed USBE rule change would have required the District to count the Health & Wellness Day as a teacher professional development day. The 2024-25 calendar was created and approved with this rule change in mind. The rule change was ultimately not passed, which allows the District to continue to count the Health & Wellness Day as a virtual instruction day AND frees up an allowed teacher professional development day to be used elsewhere in the year.
To reduce the impact on students and employees, the following change was approved by the Jordan Board of Education:
This change allows for an additional teacher professional day for teachers while also creating more consistent days off for students and families.
Updated calendars can be accessed at this link: Calendars - Jordan Planning & Enrollment
DATE:
March 14, 2024
TO:
Principals
Assistant Principals
Elementary Administrative Assistants
Secondary Finance Secretaries
Secondary Attendance Secretaries
Secondary Registrars
FROM:
Michael Anderson, Associate Superintendent
Travis Hamblin, Director, Student Services
Caleb Olson, Enrollment Consultant, Student Services
SUBJECT:
Digital Cumulative Folder Training
In April 2024, the District will begin the process of transitioning from paper-based student cumulative folders to digital cumulative folders housed in Skyward. From July 1, 2024 onward, all new students must be enrolled with a digital cumulative folder and blank copies of paper cumulative folders will no longer be available.
Digital folders provide multiple benefits to schools and staff, including:
Staff at each school will be responsible for “weeding” unnecessary documents from current student cumulative folders and will scan and upload documents to Skyward. As part of the transition, parents will gain the ability to scan and upload some of the required documents to Skyward during New Student Online Enrollment (NSOE), which will provide additional time savings to staff.
Participation in the training is mandatory for elementary administrative assistants, secondary attendance secretaries, and secondary registrars. Others who assist with gathering documents at registration (including during summer hour coverage) or maintaining cumulative folders should also attend. Staff at each school location must be trained before the school begins using digital cumulative folders. Training will be offered six times during the first week of April in the ASB Auditorium (see individual tabs at the bottom of the spreadsheet) . School teams may attend any number of sessions to ensure office coverage.
Each individual attending must register for the training at the following link: April Digital Folder Training Link
DATE:
Thursday, March 14, 2024
TO:
Elementary School Administrators
FROM:
Carolyn Gough, Administrator of Teaching and Learning
Ben Jameson, Director of Evaluation, Research and Accountability
SUBJECT:
URGENT: New Acadience Testing Platform and Touchscreen Testing Devices
As announced in the February principal meeting, the state’s contract with Amplify came to end and, through an RFP process, the state has procured a new testing vendor for the Acadience Reading assessment. The new vendor is Acadience Learning and their platform is called Acadience Learning Online or ALO. The Acadience Reading assessment will remain the same, but how it is recorded in the new testing system is different. More information about the new testing platform and a host of training options will be released in the future.
URGENT: The state recently communicated important information regarding the devices used for benchmark and progress monitoring testing. With mClass, several schools have been using click-only testing devices, meaning that the tester uses a track pad or mouse to input student responses. ALO does not allow for click-only devices when administering the benchmark and progress monitoring probes. To administer benchmark and progress monitoring probes in ALO, the testing device must be touchscreen enabled. Additionally, smart phones are not compatible with ALO.
Thus, classroom aides and teachers who are currently administering the Acadience Reading benchmarks and/or progress monitoring probes in grades K-6 using a click-only device will need access to a touchscreen device beginning with the fall of the 2024-25 school year.
A document containing the ALO device and system recommendations is attached with this memo.
Please contact Ben Jameson in Evaluation, Research & Accountability with questions about this issue.
TO:
Elementary Principals
FROM:
Becky Gerber, Administrator of Schools
Ann Pessetto, JAESP Committee Member
Please submit concerns to be discussed by JAESP committee and cabinet by March 20, 2024. Send items to be discussed to Nick Hansen at Golden Fields, Ann Pessetto at Silver Crest, or Kaleb Yates at the new Flex School. All items are discussed anonymously as we work to provide clarification and solutions to concerns of elementary administrators.
Notes of the discussions will be published following the meeting on the Google Doc titled "JAESP committee notes 2023-24" shared previously with Elementary Administrators.
TO:
All Administrators
FROM:
Scott Thomas, Administrator of Auxiliary Services
Electrocutions are the fifth leading cause of occupational injuries. Remember: You don’t have to be an electrician to be exposed to electrical hazards!
See the document below for safety tips.
TO:
All Administrators
Administrative Assistants
FROM:
Lisa Robinson, Administrator of Schools
Kim Lloyd, Director of Special Education
Please see the attached newsletter.
DATE:
March 7, 2024
TO:
All Administrators
FROM:
Michael Anderson, Associate Superintendent
Travis Hamblin, Director of Student Services
McKinley Withers, Health and Wellness
SUBJECT:
Mandatory Prevention Plan Updates, Workshops and Support Available!
Throughout March school teams have an opportunity to efficiently update, enhance, and complete their mandatory prevention plans related to suicide, bullying, and violence prevention. Stop by a Prevention Planning Workshop in March to take advantage of this support available!
Prevention Planning Workshop Dates: March 11, 14 (pm only), 15, & 18
All sessions will take place at ASB Presentation Room (entrance C)
Two sessions Each Day (pm session only on the 14th): 8:30-11:00, 12:30-3:00
Choose a workshop time to update and enhance your school’s prevention plan. There will also be targeted support for accessing grant funds that are available for your school’s unique prevention efforts. Substitute costs can be covered so a full team can attend! RSVP for a session here! Stop by even if you don’t RSVP!
*As a reminder, each school is required to maintain and update prevention plans annually. These funds and upcoming workshops are meant to support each school’s prevention plan.
Prevention Plans must be updated and this form completed by April 5th to take advantage of grant funds available!
If you are interested in updating your plan without attending a workshop, visit Jordan Health & Wellness for detailed instructions.
TO:
All Administrators
FROM:
Scott Thomas, Administrator of Auxiliary Services
Administrators:
It is the time of year to schedule many of our school-based activities. There are always many questions about which activities are permitted in schools. In an effort to assist you in determining whether an activity is approved or not approved, an Approved-Not Approved Activity & Procedural Guidelines folder has been shared with each Administrator on Google Drive. The folder contains a Quick Reference Guide, as well as, supporting guidelines for all approved activities mentioned on the list. All considered activities should continue to be approved through your respective AOS.
Please keep in mind, the list and guidelines may be updated on a regular basis to address other Utah State Risk concerns or considerations.
The Approved-Not Approved Activity & Procedural Guidelines folder can be accessed by the following steps:
Google Drive > Shared with me > Approved-Not Approved Activity & Procedural Guidelines
DATE:
Thursday, March 7, 2024
TO:
Elementary School Administrators
FROM:
Carolyn Gough, Administrator of Teaching & Learning
Ben Jameson, Director of Evaluation, Research and Accountability
SUBJECT:
Research Project
The Research Review Committee has reviewed a research project in which your school has been asked to participate.
Project Title: Finding Bright Spots: Elementary Teachers Who Learn Science SMK Through Teaching Experience
Applicant: Ryan Nixon, Brigham Young University-Provo
The project has been approved by the District Research Review Committee. The applicant will send a recruitment email to elementary teachers inviting them to participate in a survey. Some participants may also be asked to participate in an interview and up to two science lesson observations by a member of the research team. Teacher participation is at principal discretion. If you have questions or concerns relating to participation, please contact Ben Jameson at 801-567-8243.
Thank you for your assistance.
DATE:
Thursday, March 7, 2024
TO:
Elementary School Administrators
FROM:
Carolyn Gough, Administrator of Teaching and Learning
Ben Jameson, Director of Evaluation, Research and Accountability
SUBJECT:
Calculator and Visual Representations Accommodations for RISE Math
Principals are encouraged to follow up with their special education caseworkers about the following RISE accommodation clarifications.
Calculation Devices
When it comes to the use of calculation devices or computation tables as an accommodation on the RISE Math assessment in grades 3-6, school administrators, testing coordinators and special education caseworkers should take note of the following stipulations from the Utah Participation and Accommodations Policy:
“All students are allowed to use the online calculation device when it is embedded during the allowed segments of a math assessment… For students in grade 6, the use of a handheld calculation device or printable computation table is considered an accommodation and may be provided (based on need documented in the IEP) during the allowed segment of the assessment. For students in grades 3-5, the use of a handheld calculation device or printable computation table is not allowed during any segment of the math assessment. If provided, the test must be reported as modified, and the student will receive a score of non-proficient and be considered a non-participant for accountability” (see page 40).
While Embrace allows caseworkers to input a calculator accommodation for students on the Summative RISE Math assessment (with a footnote calling attention to the Utah Participation and Accommodations Policy), it is still not an allowable accommodation on the RISE Math assessment.
The policy also states, “During instruction, it is important to determine whether the use of a calculation device or computation table is a matter of convenience or a necessary accommodation. It is also important to know the goal of instruction and assessment before making decisions about the use of calculation devices or computation tables. In some cases, calculators may be adapted with large keys or voice output (talking calculators). Examples of calculation devices are calculators, slide rules, and abacuses. Examples of computation tables are number lines and multiplication, division, addition, and subtraction charts” (see pages 40-41).
For more information on calculation devices, please see USBE’s guidance document.
Visual Representations
Please note that computation tables are not visual representations as defined in the Utah Participation and Accommodations Policy. Visual representations “are manipulatives such as cubes, tiles, rods, blocks, models, etc. They may be used on all sections of the mathematics assessment if they are included in the student’s IEP or 504 Plan” (see page 55).
Please contact Kassidy Towery in Evaluation, Research & Accountability with questions about RISE accommodations.
TO:
All Administrators
All Administrative Assistants
FROM:
June LeMaster, Administrator of Human Resources
The dates for the Jordan School District High School Graduation exercises for Copper Hills High School, West Jordan High School, and Valley High School are scheduled for Wednesday, May 29, 2024. Graduation exercises for Bingham High School, Herriman High School, Kings Peak High School, and Mountain Ridge High School are on Thursday, May 30, 2024. Graduation plans and times will vary from school to school.
Principals and Directors are encouraged to provide flexibility to parents or grandparents requesting the opportunity to attend the graduation ceremonies of family members.
Licensed employees are responsible for requesting a substitute through the Frontline Absence Management System, if applicable. In the blue “Notes to Administrator” box, the employee should add “graduation” along with his/her relationship to the graduate.
For additional assistance, please contact the Sub Office at 801-567-8219.
TO:
All Principals
All Administrative Assistants
FROM:
June LeMaster, Administrator of Human Resources
If teacher interns graduating in 2024 are assigned to your location, please see the document below.
TO:
All Principals
FROM:
Michael Anderson, Associate Superintendent
Nadine Page, Administrative Assistant
March 22 – 2024-25 Upcoming LAND Trust Plan and 2024-25 TSSA Plans are due to be completed and submitted. This date is necessary in order to get all of the approvals done and the Plans approved by the Board in order to receive funding for the 2024-25 school year.
Click on this LINK to access the files and information shared in principal meeting and both assistant principal meetings in January. Take a look at the sample plans provided by the State LAND Trust office! Principals using them are finding them very helpful!
Please see the links below for everything you need to know about “Land Trust” and "TSSA".
TO:
All Principals
FROM:
Michael Anderson, Associate Superintendent
Nadine Page, Administrative Assistant
Take note of the following monthly newsletters with important communication about the School LAND Trust (SLT) Program.
Please share the February newsletter with your school community council members.
The newsletters are also accessible online on the USBE Website with different language options.
DATE:
February 29, 2024
TO:
All Administrators
FROM:
Michael Anderson, Associate Superintendent
Travis Hamblin, Director of Student Services
McKinley Withers, Health and Wellness
SUBJECT:
Social and Emotional Skill Curriculum EXPO – March 5th!!
Don’t miss the Social and Emotional Skill Curriculum EXPO on March 5th at JATC South Auditorium!
In 2.5 hours you will be able to do a deep dive with up to 7 curriculum and implementation experts. Not even ChatGPT could give you that kind of information in 2.5 hours!
This event is a part of supporting each school’s mandatory prevention efforts as implementing a Tier One, school-wide curriculum is an evidence-based approach to reducing problematic behavior, improving academic outcomes, and most importantly, enhancing student well-being!
There are Two Sessions: 8:30-11:00, 12:30-3:00
This event is a hybrid of an open house and a vendor EXPO. There will be various vendors representing curriculum options and expert insights hosting timed, round-table discussions to help you determine which program best fits your school’s needs.
This format will allow school leaders to maximize their time and gather information with intention as they prepare for the upcoming school year! We intend to support school leaders and teams in meeting their unique social and emotional skill development goals.**Substitutes can be paid for upon request.
Please get in touch with McKinley Withers (mckinley.withers@jordandistrict.org) for additional information and questions.
DATE:
February 29, 2024
TO:
All Administrators
FROM:
Michael Anderson, Associate Superintendent
Travis Hamblin, Director of Student Services
McKinley Withers, Health and Wellness
SUBJECT:
Mandatory Prevention Plan Updates, Workshops and Support Available!
Throughout March school teams have an opportunity to efficiently update, enhance, and complete their mandatory prevention plans related to suicide, bullying, and violence prevention. Stop by a Prevention Planning Workshop in March to take advantage of the support available.
Dates Available: March 6, 11, 14 (pm only), 15, & 18
All sessions will take place at ASB Presentation Room (entrance C)
Two sessions Each Day (pm session only on the 14th): 8:30-11:00, 12:30-3:00
Choose a workshop time to update and enhance your school’s prevention plan. There will also be targeted support for accessing grant funds that are available for your school’s unique prevention efforts. Substitute costs can be covered so a full team can attend! RSVP for a session here!
Stop by even if you don’t RSVP for support in updating and enhancing your school’s prevention plan.
*As a reminder, each school is required to maintain and update prevention plans annually. These funds and upcoming workshops are meant to support each school’s prevention plan.
The Social and Emotional Skill Curriculum EXPO on March 5th at JATC South is intended to support each school’s prevention plan. A fundamental part of each school’s prevention plan is implementing a Tier One, school-wide social and emotional skill curriculum. Tier One skill building is an evidence-based approach to reducing problematic behavior; improving academic outcomes; preventing suicide, bullying, and violence; and most importantly, enhancing student well-being!
This is our 3rd meeting of the year. Prior to the 1 p.m. meeting, we have a work group for secondary at 12:30 p.m. and elementary at 3:00 p.m. The sub code is on the attached flyer.
Admin, this meeting is optional for you, but please encourage and support your ELD lead in attending this meeting. We will have the Digital Learning team sharing great information.
Language & Cultural Services is holding a Newcomer Parent Orientation Meeting & Open House on Wednesday, March 6 from 11 a.m to 1 p.m. at the Copper Mountain Middle School FEC Portable, behind the school.
Please share this flyer with students and parents who are new to our country. They can come and learn what Jordan Schools District can offer their family. There will be information, sign-ups, and community resources, all for FREE!
For more information, please email Ics@jordandistrict.org or visit the L&CS website.
