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Published on

DATE:   
April 4, 2018

TO: 
Principals
Administrative Assistants

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

SUBJECT:   
Permanent Records – Transfer Processes and Procedures

Year-End Permanent Record Transfers:
Permanent records for students leaving the school (either a boundary change or 6th and 9th 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 8, 2018

Year-Round schools:  July 6, 2018

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. 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.
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Published on

DATE:   
April 4, 2018

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 and for Permanent Archives

Please see memo below.

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Published on

DATE:  
April 10, 2018

TO: 
Principals
Administrative Assistants

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

SUBJECT:  
End of the Year Procedures

The following is a friendly reminder about the end-of-year reports, tasks and due dates required by Planning & Student Services for traditional elementary, middle, high and special schools (TRAD) as well as year-round elementary schools (YRE). All forms may be found on the Planning & Services website: http://planning.jordandistrict.org/forms/.

Records Retentions and Accelerations

  1. A form for each Individual Retention or Acceleration should be completed and sent to your Administrator of Schools at the time is processed at your school.
  2. Record each acceleration or retention on Skyward at year’s end.
  3. Complete Report of Retentions & Non-graduating Seniors and Report of Acceleration & Early Graduates Form•

DATE DUE:
TRAD.             JUNE 1, 2018
YRE.                JUNE 29, 2018

 

Report of Student Deaths•

DATE DUE:
TRAD.            JUNE 15, 2018
YRE.               JUNE 29, 2018

 

Fourth Quarter Reports
Check membership report carefully for entry and exit date errors. Make corrections on Skyward and notify Planning & Student Services when complete. Do not send a copy. (See the required reports list in the Planning and Student Services Manual) 

DATE DUE:
TRAD.             JUNE 1, 2018
YRE.                JUNE 29, 2018

 

School’s End-of-Year PDM
Run the School’s end-of-year PDM and retain at school permanently. (Do not send a copy to Planning & Student Services) 

DATE DUE:
TRAD.             JUNE 1, 2018
YRE.               JUNE 29, 2018

 

Permanent Record Retention
Permanent records for students leaving the school (boundary change or 6th and 9th grade advancement, where applicable) are delivered in person to the appropriate school by the staff of the sending school. 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 need to include the name of the sending school and the receiving school. Computer lists, PDM’s and the Skyward Students Not Returning report may be used. Dead files should be sent to the receiving school in a separate box. 

DATE DUE:
TRAD             JUNE 8, 2018
YRE                JULY 6, 2018

 

2018-19 FTE Staffing Worksheet
Using the appropriate worksheet for your school (Trad. Elem, MTS Elem, Title I Elem, MTS/Title I Elem, Middle, or High) enter the amount of 0050 FTE you have or will have hired by the first day of school. Please do NOT include any teachers hired using alternate funding (BTS, Land Trust, etc.) – only those teachers funded by 0050 (whole or part of their contract) should be entered. Title I schools will enter the teachers funded (whole or part) by Title I funds in the appropriate cells. The schools FTE version 2.0 must be entered in the appropriate box(es) for the worksheet to calculate correctly. You do not need to enter any enrollment at this point. However, it is encouraged that you use these sheets throughout the year to accurately account and track your FTE and enrollment. The FTE Staffing Worksheet is not required for any Special School. For any questions about the FTE Staffing Worksheet please contact Travis directly at 801.567.8251.

DATE DUE:
TRAD             JUNE 15, 2018
YRE                JUNE 29, 2018

 

Thank you and please direct any questions to Carmen (801.567.8183) in Planning and Student Services.

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Attached is a Conference Overview for the Special Education Summer Conference on August 3, 2018. Please share this information with your licensed special education staff members. Registration information is included on the flyer as well as a general overview of the classes being offered. Registration prior to May 25, 2018 would be appreciated to get a general count. All administrators are invited to attend as well. Several administrative sessions will be provided. This is an optional professional learning opportunity and stipends for full attendance will be provided to special education staff.

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Utah Retirement Systems will be available for one-on-one retirement planning sessions at the West Jordan Middle School, Main Conference Room on Wednesday, May 2, 2018.  See the instructions below to register for an appointment.  Counseling sessions are available at other locations that are also listed on the URS website.

  1. Go to www.urs.org.
  2. Log into your myurs account by clicking on LOGIN in the upper right corner of the screen.
  3. Click on the Education Tab.
  4. Click on “Individual Retirement Planning Sessions”.
  5. Find the session that works best for you.  Select the session to reserve your appointment.
  6. Please be sure to bring your estimated annual salary, any retirement plan balances outside of URS, and your Social Security statement (get yours at www.ssa.gov).
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Published on

DATE:  
April 11, 2018

TO:  
Principals and Attendance Secretaries

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

SUBJECT: 
ENTERING ENROLLMENT IN SKYWARD FOR THE LAST SIX (6) DAYS OF THE SCHOOL YEAR

Please see attached memo.

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Reading Endorsement: In partnership with Utah Valley University, Jordan District is pleased to announce a reading endorsement program beginning in June. This program requires a 2-year commitment and is open to elementary and secondary teachers in all content areas. Courses will be co-taught by reading endorsed Jordan District elementary and secondary teachers. See attached schedule for more information.

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Published on

DATE: 
April 4, 2018

TO: 
All School Principals
All School Financial Secretaries

FROM: 
John Larsen, Business Administrator
Daniel Ellis, Director of Accounting, Budgets and Audits
Jason Mott, Accountant / Internal Auditor

SUBJECT: 
Quarterly School Financial Report for January, February and March 2018

Each school is asked to report the quarter end account balance and transaction detail with the Apple Volume Purchase Program and return with your bank reconciliation.  If your school has no Apple account, please so indicate and return.

Please include the account balance with Apple on the reconciliation sign off form and print a report or screen shot(s) of the balances and quarterly transactions from Apple’s website.  If you need assistance, please contact your Curriculum Technology Specialist – Bonnie, Deana, Harrison, Nancy, Jay, and Raimee.

Please photocopy the selected elements and send to Accounting by April 20, 2018.

Please include:

  • The signed attached memo to Accounting
  • A copy of your January, February, and March 2018 Reconciliation Worksheets
  • A copy of your January, February, and March 2018 Bank Statements
  • A copy of your January, February, and March 2018 Skyward Balance Sheets
  • A copy of your January, February, and March 2018 Outstanding Check Reports
  • Screen shot(s) of your March 31, 2018 Apple Volume Purchase Program transaction history and balance

If you have questions or need assistance, please call Jason Mott at (801)567-8388.

Thank you.

Cc:
Michael Anderson, Administrator of Schools
Jill Durrant, Administrator of Schools
Anthony Godfrey, Administrator of Schools
Brad Sorensen, Administrator of Schools

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On Thursday, April 12, Dr. Tim Westerberg, will provide a presentation regarding standards-based grading procedures. This will be a repeat presentation for elementary principals who were not able to attend on Monday, February 5. The meeting will be held at the ASB Auditorium from 8:30 – 12:00pm.

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Principals: Please forward the attached flyer to teachers who may be interested in this opportunity.

Brigham Young University School Leadership Program
Aspiring Principals Academy
Learn the Principles of being a Principal

Apply by June 15, 2018 at: education.byu.edu/edlf/aspiring_principals.html

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Debrief Meeting After an Emergency/Incident/Drill

After an emergency, incident, or drill, school safety committees/Incident Command Teams are encouraged to hold a debrief meeting. This provides an opportunity to reflect on what went well, what didn't go well, and to develop plans for improvement. A Google Form has been created to aid schools in documenting debrief meetings.

The Report of Debrief Meeting Emergency/Incident/Drill form can be found on the Google Drive.

  • Once on the Drive, select Shared with Me,

ASB - Website Docs and Forms

Safety/Security

Reports/Forms/Documents

Here is a link:

https://docs.google.com/forms/d/e/1FAIpQLSeOZst4gAN-NudTCkJMfnE7N9wvMyZqKi0zDSJEWBbAsvKqZg/viewform

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Published on

DATE:
March 15, 2018

TO:   
Secondary Principals

FROM: 
Patrice A. Johnson, Superintendent
John Larsen, Business Administrator

SUBJECT :   
Hall Monitor Coverage

Please see memo below for details.

Middle School Principals: This item was discussed in Cabinet Meeting. It was decided that in order to remain consistent, middle schools under 1,600 enrollment will stay at two hall monitors. Hours are flexible up to 29 hours per hall monitor per week. If you have any questions please call Nadine Troxel x88186 or Michael Anderson x88167.

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Published on

DATE: 
March 20, 2018

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

SUBJECT:  
Year-end Processing Deadlines

Please observe the following critical deadlines regarding the financial year-end processes for the 2017-18 year. Please review these dates as they could have a major effect on your location’s ability to operate.

INVENTORY REQUISITIONS:

May 21, 2018 – Traditional Schools
Last day to enter and approve FY 2017-18 Inventory Requisitions (posted in current year), guaranteed delivery June 1, 2018. 

May 25, 2018 – All Locations
First day to enter next year startup orders. Use FY 2018-19 to post in next year. Use FY 2017-18 to post in current year. Any Inventory Requisitions entered on or after May 25, 2018 to be delivered after July 1, 2018, should be entered as a FY 2018-19 Requisition.

June 1, 2018 – Traditional Schools
Last day for delivery of FY 2017-18 Inventory orders.

June 8, 2018 – All Locations
Last day to enter, and for Principals to approve, any FY 2017-18 Inventory Requisitions (posted in current year). Inventory Requisitions to be delivered by June 25, 2018.

June 25, 2018 – All Locations
Last delivery for all non-food FY 2017-18 Inventory orders.

July 3, 2018 – All Locations
Continue entering FY 2018-19 Inventory Requisitions. Warehouses resume delivery schedules.

 

PURCHASE REQUISITIONS: All Locations

April 13, 2018
All FY 2017-18 Purchase Requisitions using the Special Ed budget must be received by the Special Ed department.

May 1, 2018
All Purchase Requisitions estimated to be $50,000 or more must be routed to Purchasing. 

May 18, 2018
Begin entering FY 2018-19 Purchase Requisitions. Select FY 2018-19 to post in next year. Use FY 2017-18 to post in current year. Please enter the respective year in the description field as seen below. FY 2017-18 Purchase Requisitions can be entered through June 8, 2018. All FY 2018-19 Purchase Requisitions will not be sent to vendors until after July 3, 2018.

SEE MEMO BELOW FOR EXAMPLE OF CHOOSING BETWEEN FY2017-18 AND FY2018

June 6, 2018 – All Locations:
Last day for P-Card purchases for FY 2017-18. 

June 8, 2018 - All Schools:
Last day to enter, and for Principals to approve, any FY 2017-18 Purchase Requisitions (posted in current year). 

June 21, 2018
Last day for Administrator of Schools level approvals for FY 2017-18 Purchase Requisitions. Not guaranteed after this date.

July 3, 2018 - All locations:
Continue entering FY 2018-19 Purchase Requisitions.

 

ACCOUNTS PAYABLE:

Immediately
As always, Accounting needs “verification” of receipt of goods or services immediately after delivery.  What constitutes a “verification” is: 1) a PO#, 2) a signature, 3) a date, and 4) an indication whether Accounting should keep the PO open (the PO has only partially been filled) or close the PO (all items received in full). The “verification” can be done on a packing slip, a copy of the PO, or a copy of the invoice.

Summer Product Received at Traditional Elementary Schools Purchased items being delivered by vendors and received at schools over the summer break must remain in a designated holding area. When staff returns they can account for the items properly, verify and submit the proper paperwork in a timely manner to the Accounting Department. This will help eliminate confusion between the schools and vendors on the whereabouts of items delivered.

May 18, 2018 - All Locations:
P-Card Reconciliations due in Accounting.

June 6, 2018 - All Locations:
Last day for P-Card expenditures for FY 2017-18.

June 7, 2018 - All Locations:
All items (mileage reimbursements, NPOs, check requests, Journal Entries and “verifications”) to be paid with FY 2017-18 budgets should be approved and received in Accounting by this date. Those received after this date, may be paid with FY 2018-19 budgets.

June 8, 2018 - Traditional Schools:
P-Card Reconciliations due in Accounting.

June 19, 2018 - Year-round schools and Departments:
P-Card Reconciliations due in Accounting.

June 27, 2018 - Elementary Schools:
Last day to submit Cash Receipts.

July 5, 2018 - All Locations:
FY 2017-18 Mileage Reimbursements Requests due, but if received after June 7, 2018, may be paid with FY 2018-19 budgets.

 

PAYROLL:

June 1, 2018 - Traditional Schools:
All True Time submissions due. Nutrition Managers approvals due by the end of the day.

June 4, 2018 - All Locations:
May Payroll due.

June 6, 2018 - All Locations:
True Time submissions due.

June 8, 2018 - All Locations:
True Time 1st approvals due.

June 11, 2018 - All Locations:
True Time final approvals due.

June 28, 2018 - All Locations:
Last day to enter FY 2017-18 Time Off. 

June 29, 2018 - All Locations:
Any FY 2017-18 time off to be approved.

July 3, 2018 - All Locations: June Payroll due. Begin entering FY 2018-19 time off.

Year-round Schools:
True Time submissions due. Nutrition Managers approvals due by the end of the day.

July 5, 2018 - All Locations:
True Time Submissions due.

July 9, 2018 - All Locations:
True Time 1st approvals due.

July 11, 2018 - All Locations:
True Time final approvals due.

 

INSURANCE: All Locations:

May 23, 2018
Annual Question and Answer Sessions.
3:30 and 5:00 pm, ASB.

May 24, 2018
Annual Question and Answer Sessions.
5:00 pm, District Office. 

June 13, 2018
Annual Health Fair
3:30-5:30 pm, ASB.

Flyers and posters will be sent to all locations.

Any questions regarding deadlines, please contact either
Kurt Prusse, Purchasing Director, 801-567-8701 or
Michael Heaps, Information Systems Director, 801-567-8737

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Published on

DATE:
March 27, 2018

TO:
All Principals
All Secondary Assistant Principals All Attendance Secretaries

FROM:  
Administrators of Schools
Laura Finlinson, Admin istrator of Curriculum & Staff Development
G. Norma Villar, Consultant, Student Intervention Services

SUBJECT: 
Policy AS90 Suspensions

District policy AS90 requires a suspension of 45 school days for students found guilty of a second offense possession or first offense distribution. As of March 26th, 2018, there are 44 school days remaining in the 2017-18 school year. Students in violation of this policy should be suspended for the remainder of this year. Suspended students are not allowed to participate in any school activities, including end-of-the-year events. Seniors will not be allowed to participate in graduation ceremonies, but will be allowed to pick up their diploma the following day.

Please inform your students' parents that 45-day suspensions after March 26th, 2018 will carry over into the 2018-19 school year. This office will send a list to all assistant principals next fall identifying students who have remaining days of suspension.

Questions regarding policy AS90 should be directed to:
G. Norma Villar, Consultant, Student Intervention Services, 801-567-8187.

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Training is to help learn about High-functioning Autism, strategies for home and school. This training is for parents, teachers, related services personnel, administrators and anyone interested in helping kids with High-functioning Autism succeed and thrive. See flyer below for details.

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Published on

DATE:        
March 19, 2018

TO:       
All Principals

FROM:   
Laura Finlinson, Administrator of Curriculum and Staff Development
Nancy Ward, Coordinator of Educational Support Services

SUBJECT:   
Volunteer Hours

Volunteer reports need to be submitted to Educational Support Services.

Workmans Compensation insurance costs are based on numbers submitted by schools. It is important that this information be accurate and complete.

PTA figures must be separate from other volunteer hours.

Attached is a copy of the Volunteer Report for the period from December 1, 2017  to March 31, 2018.

 

Please complete this form and return it to
Nancy Ward, Coordinator of Educational Support Services by
April 18, 2018.

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Published on

DATE: 
March 23, 2018

TO: 
Elementary Principals
Middle School Principals
High School Principals

FROM: 
Laura Finlinson, Administrator of Curriculum/Staff Development & Special Programs
Fulvia Franco, Program Specialist – Guidance
G. Norma Villar, Consultant, Student Intervention Services

SUBJECT:   
Youth Suicide Prevention and Anti-Bullying Grant

Each school has been awarded up to $500 to be used for Suicide Prevention and Anti-bullying training. The funding is provided by the State Legislature and there are very strict restrictions on the use of these funds. The grant parameters and restrictions are as follows:

  • Two organizations can be utilized - HOPE4UTAH and SOS (Signs of Suicide Prevention Program) -membership fees are $500 and slightly less for SOS
  • Only 10% of the $500 can be used for sustainable supplies (no food or student incentives)
  • Professional books such as the Bully Blocker can be purchased if training is provided
  • No payroll costs can be utilized from the $500 amount
  • Information on what the HOPE4UTAH membership fee covers or provides must be included

All expenditures must occur by April 15, 2018 and all NPO’s, receipts, invoices, or proof of payment must be submitted to Noreen Samowitz, Administrative Assistant in the Curriculum Department, no later than April 30, 2018. Her email address is noreen.samowitz@jordandistrict.org and her phone number is (801)567-8367. Please provide account numbers that need to be reimbursed when submitting your documents.

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Published on

DATE:    
March 21, 2018

TO:
All Principals and Directors

FROM: 
June LeMaster, Ph.D., Administrator, Human Resources
Brad Sorensen, Administrator of Schools

SUBJECT: 
Employee Attendance at Relative's Graduation Exercises

This year, high school graduation exercises are on Thursday, May 31st, with the exception of Valley High on Wednesday, May 30th.

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 and DP335B 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 desirable that immediate supervisors will cooperate and provide employees who may fall into this category, an opportunity to attend graduation ceremonies of family members.

Licensed employees are responsible for requesting a substitute through the AESOP system, if applicable.  In the blue “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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