Month: April 2021

Communications

#IHelpedConquerCOVID
Official Elementary School Contest Rules

Purpose

The Wyandotte County Public Health Department is keenly aware that students have been uniquely affected by COVID-19.  We know the interactions that are fundamental to a child’s social and emotional development have been severely restricted by efforts to manage this outbreak.

Students are encouraged to create a poster in any art medium depicting or related to the theme “#I Helped Conquer COVID!”.

Eligibility

All students, grades K- 12, here at KCKPS are eligible.  

Entries

Entries must be original artwork created in pencil, pen, Crayola, marker, paint, or other similar materials.  Computer generated artwork (including clipart) is prohibited.  Computer generated text is acceptable.

Entries will be accepted beginning now  until 9am on April 23^rd, 2021.

Turn all entries into your school.

Entry Submission Deadline: April 23, 2021

What happens with entries?

After your school receives the entries for your school, you will be asked to pick the one you want to represent your school and potentially move on to the grand prize that is worth up to $500-$1000 for the student. $1,000 for the classroom teacher to use in their classroom.

Once you pick the winner we need you to roll up the entry and secure it in a safe way and send it thru intra-office mail courier  to District Office c/c Sharita Hutton. Entries need to be to District Office by April 30^th at the very latest.

From there the district will handle the rest.

Thank you in advance for helping promote and run this amazing opportunity for our students.

Lump Sum Info

Principals and Certified Administrators – Please share this information with your certified staff:

Complete the Online Lump Sum Request/Rescind form by April 30, 2021. Under KSA 74-4940(b) to receive your summer pay in the form of a “lump sum”.

Changes made to your W4/K4 should take place starting May 31 thru June 4, 2021 on Employee Online.

THE W4 FORM HAS BEEN RECREATED – PLEASE FAMILIARIZE YOURSELF AND GO BY THE INSTRUCTIONS ATTACHED TO THE W-4 FORM. CONTACT YOUR TAX ADVISOR FOR HELP WITH QUESTIONS. THE STATE FORM HAS NOT CHANGED, SO YOU MAY CHOOSE TO USE EXEMPTIONS THERE.

If you DO NOT wish to receive a Lump Sum salary payment this year, but received it last school year, you MUST request that the Lump Sum be RESCINDED, by indicating your choice when prompted.  If you DO NOT wish to receive a lump sum salary payment this year, and did not receive one last year, you do not need to do anything.

Lump Sum Change Form
2021 W-4 Instructions
K-4 Form

Enough is Enough Sign-Up

Principals,  please share this with your staff – and ask them to share it with students and parents.

Curriculum & Instruction

Attn: Elementary Administrators

RE: Amplify Reading K-5 Pilot

We are a little over halfway through our Amplify Reading K-5 Pilot and student usage is on the rise! Shout out to the Top 5 schools: Eugene Ware, New Stanley, Lindbergh, JFK, and McKinley!!! These schools have the highest percentage of student participation. Keep it up…at the end of the year the school with the highest number of active students will win Amplify teacher swag. If you’d like more information about the pilot, please click here. Feel free to email allison.rice@kckps.org with any questions.

Equity & Inclusion

What Hideki’s win at The Masters means for the people of Japan and the Asian Community

This past Sunday, another history making moment was made on the 18th hole at Augusta National Golf Club when Hideki Matsuyama became the first Japanese National to win the coveted “Green Jacket” additionally, the first Japanese person to win any major tournament. Not only was it Hideki who conquered Augusta’s treacherous green complexes and undulating hills, but also 17 year old Tsubasa Kajitani, also from Japan, who won a week ago at the Augusta National Women’s Amateur validating the rise of minorities in women’s sports, showing the world that women (of all ages and color) can amount to anything and do great things!

As an Asian American, I cannot tell you how profound Tsubasa’s and Hideki’s wins at Augusta mean to the Asian American community, especially at a time of great unrest. The feeling that ‘we’ have someone other than a white man in a green jacket is critical to not only the growth of the game of golf but to the acceptance of others who will come after Hideki.

As Sam Yip of The Guardian stated, “Some of us do ponder if Matsuyama’s win may actually encourage more animosity against Asians, specifically in the US. Much of golf’s American audience is white and conservative, from areas where there are few Asians. For some of them, seeing someone other than a white man in a green jacket may cause resentment – after all, it’s not like everyone was happy when Woods started his era of dominance among the country club set. But we should put those worries aside. The first generation of Asian Americans came to this country to give a better life for the following generations. In order for all Americans to live in a country of compassion and acceptance, we must push forwards more minority-driven narratives. At the end of the day, it really does not matter if Matsuyama was raised American or western culturally. What really matters is seeing people of color doing great things. We need to get to the point where it is natural to see lead characters in films, or dominant athletes, coming from all backgrounds.”

Here are some articles that capture the importance of what Hideki’s win means as well as the heartwarming and ‘chicken-skin’ sight of seeing Hideki’s caddy (Shota) bow in respect to the golf course after this monumental win.

https://www.theguardian.com/sport/2021/apr/12/hideki-matsuyama-masters-victory-asian-americans

https://www.golfdigest.com/story/hideki-matsuyama-masters-victory-japan

https://www.si.com/golf/2021/04/12/hideki-matsuyama-caddie-shota-hayafuji-bows-at-masters

ESOL

Student Monitoring:
Students who scored proficient on the 2020 KELPA will need transitional paperwork filled out, signed, and submitted to Dasiel Suarez by April 15 end of day. Paperwork for current 6th and 9th graders will be completed at their current building not at the 2020 school of attendance.

 

Student ILP Updates: 

The window for updating ESOL Student ILP opens April 16th and will close May 17thend of day. Information regarding the ILP process and access to

Frontline training can be accessed through the ESOL Website.  The Frontline training will be available on April 16th for admin and staff to access.

There are changes in the ILP process as the forms have been embedded in Infinite Campus for spring 2021. Questions regarding Infinite Campus contact Michelle Gould. Questions regarding the ILP process contact Connie Thao or Dasiel Suarez.

ESOL Teacher Endorsement: 

Administrators we are continuing our partnership with KU to offer graduate courses towards ESOL endorsement. Share this opportunity with any interested teachers. Applications due May 31st. Three graduate courses, fall 2021 to summer 2022. KSU modified their five-course model to now include only three.

·         PRAXIS prep materials, reimbursed PRAXIS fee, and reimbursed KSDE license fee at the end

·         Coaching visits in-person or via Zoom each semester

·         Meet in-person first and last session of the semester

·         Primarily group work format

Federal Programs

Audience: ALL BUILDING ADMINISTRATORS and DEPARTMENT LEADERS

Subject: Title IX Reporting Reminders

At the onset of receiving a report of ANY form of sexual misconduct (no matter how small) –

• Send an email to titleix@kckps.org that ONLY says “Please Call.”
• Please do not include ANY details about ANYTHING in the “Please Call” email.
• If urgent, you can call Lisa or Curtis AFTER sending the “Please Call” email.
• Please cc your supervisor and if applicable, IIO.
• Nothing should be added to your Title IX spreadsheet unless you have FIRST sent the “Please Call” email.

Please refer to the new Title IX Reporting & Investigations page in the HR Admin Guide for all Title IX forms, as well as a detailed guide to each step of the Title IX process.  If you need additional assistance or have questions that cannot be answered via the HR Admin Guide, please don’t hesitate to contact Lisa Walker, District Title IX Coordinator or Curtis Nicholson, District Title IX Investigator.

Audience: ALL BUILDING ADMINISTRATORS

Subject:  School Improvement Plans ASCD Article  – DO THIS, Not That!

Check out The Best Laid Plans CAN Succeed from ASCD around School Improvement Planning (SIP).  This quick read AFFIRMS the SIP work we’ve been doing in KCKPS over the past 2 years! LEARNING and LEADING!

KansaStar leverages the POWER to tell ALL PARTS of your BUILDING’S story in ONE place! A reminder to capture ALL Building Leadership/PLC Team notes in KansaStar, versus a separate Google Doc or Planning Sheet.  SHARE your KansaStar account credentials with trusted members of your building leadership team so they can enter in information as different PLCs plan and facilitate this important work.

Email Lisa.Walker@kckps.org and Kacie.Olson@swplains.org if you need 1:1 support for your KansaStar SIP!

AUDIENCE: ELEMENTARY Principals

SUBJECT: Calendar Invitations Sent for 3-5th Grades Student Survey Window

All elementary principals should have received a calendar invitation for the KCKPS annual 3rd-5th grade student survey  which will be conducted between 5/3/21 and 5/14/21.  Surveys will gather data on culture, climate, equity & inclusion, and instructional programs.  DATA will be used for KESA, District Strategic Plan, and in your School Improvement Plans. It’s important for all elementary schools to have strong participation rates in order for the responses to be a valid data source.

Please forward on survey links and work with your 3rd-5th grade teachers to make sure ALL 3rd – 5th grade students have an opportunity to participate in the survey.  The first page of the survey includes drop down menus where students will select a language in which to complete the survey and also their school.

English, Spanish, Hakka Chin, Hmong, Kiswahili, Nepali, Somali, Arabic, Burmese Survey Link:

https://kckps.sjc1.qualtrics.com/jfe/form/SV_8k5GFCCmgoooCYC

Karen: https://kckps.sjc1.qualtrics.com/jfe/form/SV_9HO1yaWRHEEnQ4S

Thanks for your help in collecting this important data! For questions, email or call Lisa Walker.

Human Resources

Elementary School Sponsor Supplemental Submissions – Due April 21, 2021

Below you will find the link to submit the names of all Sponsors for the May 31, 2021 Supplemental pay date. Your final, complete responses are due by April 21, 2021 at 4pm. Please note that if your response is not received prior to the due date your Sponsors will not be paid on May 31, 2021. Depending upon when a late response is received, the earliest that your Sponsors would be paid is June 15, 2021. Payment can be delayed further depending upon your submission dates. All Sponsor inquiries with regards to late payment will be redirected to the responsible Administrator. There are directions below for how to complete the survey.

The provided link below will take you to a Google form to complete. The survey is preprogrammed with the appropriate number of allocated Coaches/Sponsors per activity. If you feel that your building requires additional allocations or has received them in the past, you must email me to discuss any needed additions. All requests will be evaluated, and you will be notified of the decision made. To begin your submission, you will have to select your building. From there the survey will take you through each activity that is slated to be paid on May 31 and allow you to enter the name(s) and I.D. number(s) of all active Sponsors. If any Sponsors are returning for another season, re-type their names on the provided line.  If you did not fill every Sponsor position and/or your building didn’t participate in that activity this season type N/A in all fields where it may apply. Once all fields are complete, click the done button to submit your survey. If you do not click done your responses will not be recorded. If any changes need to be made to previously submitted information return to the site using the provided link below (preferably using the same computer) and resubmit a new survey. You will also need to notify me by email of any resubmissions so that we can update any modified information.

https://docs.google.com/forms/d/e/1FAIpQLSetuK0T51x9llPHVar-EW1m6toFfZ_2_vECfIKnil7BPZEz7A/viewform?usp=sf_link

It is important to note that if you have any Sponsors that are sponsoring their activity for the first time, they must be cleared by HR PRIOR to beginning the activity. This is true for current Certified and Classified employees as well as new employees.

If you have any questions, please don’t hesitate to reach out.

Attachments:

https://docs.google.com/forms/d/e/1FAIpQLSetuK0T51x9llPHVar-EW1m6toFfZ_2_vECfIKnil7BPZEz7A/viewform?usp=sf_link

Professional Development

Communications

Principals and Teachers

The Mayor’s Office is wanting to launch an Anti-Litter Campaign in Wyandotte County and he wants to include students from KCKPS as part of the initiative.

The Mayor is calling it the “Spring Clean UP-Flash Trash Mob”. The idea came about when he visited elementary schools  and students shared their thoughts on some of the issues they experienced in their city. Litter and trash was one of the things they mentioned frequently during his conversation with various classrooms.

So, I am reaching out to our schools to see if this is something a school or group of students would be interested in supporting to help raise awareness about the issues of littering and doing our part to help keep our city, county and neighborhoods litter free.

If so, the Mayor’s Office is open to suggestions and grade the level of students that we could get to volunteers for an upcoming Spring Cleanup.

Please let me now if your school or students are interested.

Thanks,

Edwin Birch
Kansas City, Kansas Public Schools
Executive Director of Marketing Communications
Office: 913-279-2242
Cell: 913-304-2981
Edwin.Birch@kckps.org

Lump Sum Info

Principals and Certified Administrators – Please share this information with your certified staff:

Complete the Online Lump Sum Request/Rescind form by April 30, 2021. Under KSA 74-4940(b) to receive your summer pay in the form of a “lump sum”.

Changes made to your W4/K4 should take place starting May 31 thru June 4, 2021 on Employee Online.

THE W4 FORM HAS BEEN RECREATED – PLEASE FAMILIARIZE YOURSELF AND GO BY THE INSTRUCTIONS ATTACHED TO THE W-4 FORM. CONTACT YOUR TAX ADVISOR FOR HELP WITH QUESTIONS. THE STATE FORM HAS NOT CHANGED, SO YOU MAY CHOOSE TO USE EXEMPTIONS THERE.

If you DO NOT wish to receive a Lump Sum salary payment this year, but received it last school year, you MUST request that the Lump Sum be RESCINDED, by indicating your choice when prompted.  If you DO NOT wish to receive a lump sum salary payment this year, and did not receive one last year, you do not need to do anything.

Lump Sum Change Form
2021 W-4 Instructions
K-4 Form

Enough is Enough Sign-Up

Principals,  please share this with your staff – and ask them to share it with students and parents.

Curriculum & Instruction

DERA

As a reminder, all test security and ethics training must be completed before testing begins.  Please use the slides and resources sent by Samantha on Monday as you train.  Please also ensure all have signed the Abide By agreements before testing begins (in the back of the Examiner’s Manual).  These forms need to be kept on file for the entire calendar year, until April 2022.

The opt-out form is to be used for remote learners only, and is intended to be used as a last resort.  Please use this form only when absolutely necessary.  Just as for KELPA, families can either fill it out, or you can fill it out on their behalf after having had contact with them.   As a reminder, please make every reasonable effort to bring in your remote learners, and obtain testing scores from them.  The opt-out form link is here: https://docs.google.com/forms/d/e/1FAIpQLSec91gMDhjCsljHXOCb0jmrQST_UknsnBcEu29QP0-BXAOq8Q/viewform

Diploma+

KCK is taking part in an exciting national event called Remake Learning Days. From May 1-10 fantastic opportunities all over the KC region will be happening to celebrate learning inside and outside of the classroom. The contribution KCK is leading is a FREE Math game week. More information will be coming so stay on the look out😊

Math Flyer PDF

Hats off to John Fiske Elementary. With the leadership of Dr. Joe Graham John Fiske has reached 100% of their teachers hosting live sessions on the Connector – way before the deadline!! Way to go Dr. Graham!!

Federal Programs

AUDIENCE:  K-8 Title I Principals

Subject: Check Staff & Parent Representatives Calendar Responses for Spring District Title I Advisory Meeting

As calendar invitations have been forwarded to your 1 certified staff and 1 parent representative for the District Title I Advisory Meetings, many have been declined.  Please follow-up with your campus participants to ensure you will have the required representatives at our District Title I Advisory Meeting scheduled for:

• Monday, April 26th – 4:30 – 5:30pm: All Middle Schools
• Wednesday, April 28th – 4:30 – 5:30pm: Elementary Schools (Alpha order: Banneker- Lowell Brune)
• Thursday, April 29th, 4:30 – 5:30pm: Elementary Schools (Alpha order: Mark Twain-Whittier)

For questions, email or call Lisa Walker.

AUDIENCE: Elementary Principals

3-5th Grades Annual Student Survey

KCKPS will conduct our annual 3rd-5th grade student survey between 5/3/21 and 5/14/21 to gather data on culture, climate, equity & inclusion, and instructional programs.  Surveys are for ALL ELEMENTARY SCHOOLS.  DATA will be used for KESA, District Strategic Plan, and in your School Improvement Plans. It’s important for all elementary schools to have strong participation rates in order for the responses to be a valid data source.

Please find below the link to the 3rd – 5th grade student survey. Please work with your teachers to make sure ALL 3rd – 5th grade students have an opportunity to participate in the survey.  The first page of the survey includes drop down menus where students will select a language in which to complete the survey and also their school.  Like the Family Perception Survey, the platform required a DIFFERENT LINK for the Karen translation and students will need to type in their school name on the Karen survey, rather than choose their school from a drop down menu.

English, Spanish, Hakka Chin, Hmong, Kiswahili, Nepali, Somali, Arabic, Burmese Survey Link:

https://kckps.sjc1.qualtrics.com/jfe/form/SV_8k5GFCCmgoooCYC

Karen: https://kckps.sjc1.qualtrics.com/jfe/form/SV_9HO1yaWRHEEnQ4S

Thanks for your help in collecting this important data! For questions, email or call Lisa Walker.

Human Resources

iObservation

All Administrators, Directors, Principals, and People Managers – If you are in need of some iObservation training we will be hosting a 3 hour  training session  on Thursday, April 29, 2021 (time to be determined).

This training is for new users or anyone wanting a refresher.  This training will provide a system overview, instruction on how to conduct an observation, provide some practice time, and tips and tricks on how to effectively use the system.  Training will be virtual and space is limited.  If you are interested please email Tanya Selectman at tanya.selectman@kckps.org  to sign up.  The deadline to sign up is end of business today Friday, April 9, 2021.

Elementary School Sponsor Supplemental Submissions – Due April 21, 2021

Below you will find the link to submit the names of all Sponsors for the May 31, 2021 Supplemental pay date. Your final, complete responses are due by April 21, 2021 at 4pm. Please note that if your response is not received prior to the due date your Sponsors will not be paid on May 31, 2021. Depending upon when a late response is received, the earliest that your Sponsors would be paid is June 15, 2021. Payment can be delayed further depending upon your submission dates. All Sponsor inquiries with regards to late payment will be redirected to the responsible Administrator. There are directions below for how to complete the survey.

The provided link below will take you to a Google form to complete. The survey is preprogrammed with the appropriate number of allocated Coaches/Sponsors per activity. If you feel that your building requires additional allocations or has received them in the past, you must email me to discuss any needed additions. All requests will be evaluated, and you will be notified of the decision made. To begin your submission, you will have to select your building. From there the survey will take you through each activity that is slated to be paid on May 31 and allow you to enter the name(s) and I.D. number(s) of all active Sponsors. If any Sponsors are returning for another season, re-type their names on the provided line.  If you did not fill every Sponsor position and/or your building didn’t participate in that activity this season type N/A in all fields where it may apply. Once all fields are complete, click the done button to submit your survey. If you do not click done your responses will not be recorded. If any changes need to be made to previously submitted information return to the site using the provided link below (preferably using the same computer) and resubmit a new survey. You will also need to notify me by email of any resubmissions so that we can update any modified information.

https://docs.google.com/forms/d/e/1FAIpQLSetuK0T51x9llPHVar-EW1m6toFfZ_2_vECfIKnil7BPZEz7A/viewform?usp=sf_link

It is important to note that if you have any Sponsors that are sponsoring their activity for the first time, they must be cleared by HR PRIOR to beginning the activity. This is true for current Certified and Classified employees as well as new employees.

If you have any questions, please don’t hesitate to reach out.

Professional Development

Purchasing

THE DEADLINE FOR ENCUMBERING FUNDS FOR FY 2020-21 SATURDAY, APRIL 10, 2021 This means all funds to be spent from the current year budgets (including grants, fees, etc.) must be ENCUMBERED in BusinessPLUS and submitted to Workflow on or before 11:59pm on April 10, 2021. Please note the following:

1. All requisitions to cover expenses that will occur during the months of April and May must be entered as a “B” type (Blanket) requisition. You are to estimate what will be spent for those months and enter a requisition for each vendor from which you anticipate making a purchase.You must do this not only for supplies, but also for any services, equipment, or furniture purchases. Remember, the goods or services that you purchase must match the purpose of the budget line. You must buy supplies with a supplies object code (56100). You cannot buy equipment (57300) or furniture (57330) with a supply (56100) object code.

2. All funds encumbered under PO’s that are not PAID on or before June 15, 2021 will be disencumbered, and funds will return to the District to use for districtwide projects.

a.“Paid” means that a check has been printed and mailed by Accounts Payable, receiving a PO in BusinessPLUS (POUPRC) DOES NOT pay an invoice. Please review the status of all open POs in your budget regularly to ensure invoices are received so payment can be made no later than the last board meeting in May.
THE LAST DAY TO SUBMIT INVOICES TO AP FOR PAYMENT WILL BE JUNE 15, 2021 (NOON)!
If invoices are not received, it is the responsibility of the school/department to contact the vendor to get the invoice to AP before the June 15 deadline.

b.In past years, several schools/departments waited to order items from POs until close to the PO cancelation date. As a result, items were shipped late, items were backordered, or invoices were not received timely to meet the payment deadline. It is the responsibility of the school/department to ensure items are ordered timely to meet the deadline. Invoices coming after June 15, will need to be paid from the school/department 2021-22 budget.

3. Any expenditures to be made between April 10 and the end of the school year MUST be encumbered before April 1st. This includes travel, transportation, services, mileage, etc.

4. Storeroom and Print Shop orders must be placed by April 10, if you wish to use current year funds.

5.Estimates of salary costs (other than staff regular pay) to be paid between the deadline and the end of the school year MUST be estimated on or before the deadline. While salary costs cannot be encumbered via PO, you MUST email Brad Isnard with details of the name of the person, the date the work will be performed, the estimated cost and the account number the costs are to be charged to. Email must be received in Brad’s office on or before the deadline.

a.Once the work is performed, timesheets must be submitted within one pay period of the work was performed, but no later than on or before June 15, 2021.
b.Please recall that for the timesheets to be paid, the work MUST be submitted to HR for approval through Board. This information will need to be sent to HR on or before the deadline also.
c.Any salary costs not meeting these requirements will be charged to the school/department 2021-22 budget.

6.Professional Development subs, please email Melissa Shields the information to encumber funds for subs.

a.The name of the teacher requiring a sub
b.The date the sub is used
c. What budget is to be used

7.Visa Usage

a.VISA purchases in June will come from next years’ funds. Enter a requisition by April 1 for as much as your budget allows for spending on VISA in your supply funds for April-May spend needs. Please code to the appropriate budgets as best you know today.
b.All reconciliations (Envelopes) must be turned in by June 15c.June spending will be coming out of your FY 2021-22 budget

8.Closing Purchase Orders

a.All December issued PO’s will close April 13
b.All January issued PO’s will close May 3
c.All February issued PO’s will close June 2
d.All PO’s issued after March 1 will stay open for invoices paid on the June 22nd Board

9.Planning deliveries

a.All delivery of product must happen in time for you to also have invoices created on the schedule above. Plan accordingly.
b.Staples will create backorders for items not in stock. This could delay the invoicing of your shipment. As you follow your orders, if you find an item is not delivering, contact Staples for an update. If delayed, we suggest you cancel that item/s so the rest of the shipment can bill. You can always place another order after July 1.
c.Staples bills for weekly deliveries over the weekend. To hit our timeline, you should place your last orders with Staples by May 28th (at the latest), to deliver and bill in time.

Student Services

McKinney-Vento: New Transportation

A2A

We are very excited to start school visits this week to provide additional support. During our  visits, a member of the A2A team will check in with Attendance Clerk (and/or anyone else that supports attendance) to go over procedures, answer questions and provide support. Our goal is to visit as many schools as we can this month. However, if you want us to prioritize your school, please email Ms Tolentino (naomi.tolentino@kckps.org).

Also, we want to remind you all of this month Attendance Clerk Bi-Weekly Meetings (All are welcome!):

Attendance Clerk Meetings

April Dates: 14th and 28th
Secondary: 10:00 am
Elementary : 11:00 am 

Zoom Link: https://zoom.us/j/95386364224?pwd=U3dkb2M4TGdESmd3SVJQMWZnNzZLUT09

Meeting ID: 953 8636 4224

KU Strategy Event Series: Understanding Educational Neuroscience Research with Michael Orosco– please share this opportunity with your staff

The KU Strategies Event Series serves as a continuation of the summer conference hosted each year. We invite all PK-12 educators, as well as others who are interested, to join us for a free professional development event series. Participants in this session will be able to apply information about how learning and teaching affects their students’ brains and their capacity to grow.

https://www.eventbrite.com/e/strategies-event-series-session-3-tickets-137043134705

Communications

Lump Sum Info

Principals and Certified Administrators – Please share this information with your certified staff:

Complete the Online Lump Sum Request/Rescind form by April 30, 2021. Under KSA 74-4940(b) to receive your summer pay in the form of a “lump sum”.

Changes made to your W4/K4 should take place starting May 31 thru June 4, 2021 on Employee Online.

THE W4 FORM HAS BEEN RECREATED – PLEASE FAMILIARIZE YOURSELF AND GO BY THE INSTRUCTIONS ATTACHED TO THE W-4 FORM. CONTACT YOUR TAX ADVISOR FOR HELP WITH QUESTIONS. THE STATE FORM HAS NOT CHANGED, SO YOU MAY CHOOSE TO USE EXEMPTIONS THERE.

If you DO NOT wish to receive a Lump Sum salary payment this year, but received it last school year, you MUST request that the Lump Sum be RESCINDED, by indicating your choice when prompted.  If you DO NOT wish to receive a lump sum salary payment this year, and did not receive one last year, you do not need to do anything.

Lump Sum Change Form
2021 W-4 Instructions
K-4 Form

Enough is Enough Sign-Up

Principals,  please share this with your staff – and ask them to share it with students and parents.

Curriculum & Instruction

Attn: Elementary Principals

Re: Amplify Science Material Delivery

New Amplify Science materials will be delivered to buildings beginning the week of April 26. This will be the first of two deliveries. Please refer to this document for information on how many pallets will be delivered to each building. Information on the second delivery will be provided and added to the document as soon as it is available. The second delivery will be considerably smaller than the first delivery. The materials may be stored for use for the 2021-2022 school year. They are grade level specific materials that are clearly labeled.They are not for individual classrooms, as they will be shared across the grade level. Teachers are welcome to unpack them for storing in a central location or wait until they return in the fall.  

Attn: Elementary Principals, Assistant Principals, and Instructional Coaches

Re:  ACTION NEEDED by Friday, April 9th – C & I Materials Ordering Information for 2021-22

Consumable Workbooks (CKLA & Eureka Math)

Please see this document for instructions to order workbooks for the 2021-22 school year.

Adding/Closing Classrooms

If you are planning to add or close any classrooms for the 2021-22 school year, please let Suzie Legg, Curriculum Coordinator, know via email (suzie.legg@kckps.org) so we can determine the next steps that make sense for your site. For reference, this document indicates the number of classrooms the C & I Department shows that you have materials for at your site.

Thank you for attending to this task as soon as possible. Please have this information completed by the end of the day Friday, April 9th.

Please contact Suzie Legg (suzie.legg@kckps.org) with any questions.

Attn: Secondary Principals, Assistant Principals, and Instructional Coaches

Re:  Secondary IC PL

All 6-12 administrators are invited to join for Secondary IC PL on Friday, April 9th, from 12:30 p.m. to 2:30 p.m. Feel free to join for the whole time or for a specific portion:

Each session will allow participants to engage in choice-based discussion rooms where they’ll explore a given topic related to “How the Pandemic is Reshaping Education,” including:

• School by Screen: Remote learning keeps going
• The Great Catch-Up: Schools set to attack lost learning
• When Students Struggle: More support for mental health
• Teachers Tested: Educators draw lessons from a challenging year
• Rethinking Attendance: Who attends, who is absent

Inquiry-based prompts will allow participants to share what’s working and discuss potential solutions for current dilemmas. We look forward to having you join us!

Topic: Secondary IC PL ~ 04.09.2021

Time: Apr 9, 2021 12:30 PM
Join Zoom Meeting
Meeting ID: 963 6631 0797
Passcode: Pa4sZy

DERA

The F & P formal benchmark assessment and data collection will no longer be required during the Fall and Spring seasons, as in the past.  Elementary schools are no longer required to maintain or transfer to middle schools the F & P reading folders.

Beginning in the Fall of 2021, the FastBridge reading assessment will include CBM Reading at grades 2 and 3 as part of the FastTrack Reading screener. CBM Reading will also be required in grades 4-12 for students not performing at or above grade level as part of the required dyslexia screener. These data will be housed and available within the FastBridge reporting system.

Informal running records and formative assessments should still be used to inform and monitor reading instruction.

Equity and Inclusion

Ramadan- Please share with all of your staff

In the religion of Islam, Ramadan is considered the holiest month of the year. Muslims celebrate by fasting, praying and giving to charity. This year, it will begin the evening of Monday, April 12^th at sundown and will end at sundown on Wednesday, May 12^th. Muslims that are 12 or older fast during Ramadan, not eating or drinking anything between sunrise and sunset.  Ramadan is one of the Five Pillars of Islam and during this holy month, Al-Quran was first revealed to the Prophet Mohammed.  This information was gathered from Islamic Finder Ramadan 2021 , please visit and read more.

Here are suggestions for you as the school leader and that you can pass on to your teachers:

• Announcing the start of Ramadan in a school newsletter or e-blast will not only help keep your school community in the loop, but it will also signify to your Muslim community members you respect their traditions and want to make Ramadan a supportive time for students.
• Ramadan coinciding with the school year is both a special and difficult overlap for children. Exercise understanding and empathy towards fasting students, keeping the line of communication open and honest.
• Allow fasting students to:

• • Spend lunchtime in library or computer lab
  • Be excused from strenuous activities in P.E.
  • Save treats from celebrations to bring home
  • Take slow or transitory times during the school day to pray

http://irgmn.org/ramadan-in-schools/

Here are some other great resources to enhance your learning about this holiday, especially if you have any staff or students who will be fasting during this time:

9 Ways to Support Students During Ramadan

Celebrating Cultural Diversity With Ramadan

Column: How teachers can support students during Ramadan | PBS NewsHour

Ramadan around the world in 2021 | Office Holidays

Ramadan Information and Activities for Kids

Federal Programs

Department Directors and Principals (Please forward on to your staff/teachers.)

The Walmart Community Grant program has recently changed its application process. All applications are now submitted through the cybergrants system, with one district representative authorized to submit requests.

To submit a grant, complete the district’s Intent to Apply for Grant Funding Form, save as a pdf, and attach in an email to Federal Programs Grant Writer Juli O’Mealey Simmons (juli.omealeysimmons@kckps.org). In the email, please include the Sam’s Club or Walmart location(s) to which you’re applying.

Upon the form’s approval, Juli will use information submitted on the form to submit the grant application on your behalf and forward you notification of its status.

Finance

Budget update for Principals/Treasurers

The district will be utilizing the Allovue system for budgeting this year.  Training has been rescheduled for Principals and Treasurers to April 8 at 1:00.  The training will be recorded for anyone who cannot attend.  We strongly encourage you to bring your Treasurer or have your Treasurer watch the training recording to assist in entering the budget into Allovue.  Budget meetings with Brad, Tracy, and Dennis will begin the following week.  The Zoom link for the training is:  https://allovue.zoom.us/j/98576891291

Fine Arts (IARC)

PRINICPALS

RE:  music, art, PE and theatre synchronous learning

Teachers should use a minimum of 50% of any instructional period on synchronous instructional activities for remote learners.  Synchronous instructional activities should include live engagement with remote students. Live engagement might include:

• • Verbally check-in
  • Allow remote students to share out
  • Provide feedback

The full IARC overview may be viewed here:  https://docs.google.com/document/d/1FMjJVAXQfPBLfxxjwiaszxiz-TIPCQOgfRIiYF24SPc/edit?usp=sharing

Elementary Principals and K-2 teachers

Re:  STEAM workshop opportunities

IARC has funding to bring STEAM workshops to your K-2 students.  Descriptions for options are below from two different partner artists.  The artist will connect with the homeroom class via Zoom.  (The artist is remote.). Each workshop will be across three days at a designated time set by the teacher and the guest artist.

Here are next steps if you are interested in a workshop for your students.

• Have your homeroom teacher select from the options below.
• The homeroom teacher will email or call Jenny Ruark, KC Young Audiences, Arts Partners Coordinator, ASAP to schedule a workshop.
  • jruark@kcya.org
  • 816-499-8057

IARC will follow up with KC Young Audiences and handle the billing. 

Austin Meyer’s Theatre Residencies

Suitable for Grades K, 1^st, and 2^nd 

The Changing Earth

Students will explore how the earth changes over the course of a year, learning about how and why the seasons change, and exploring the different ways these seasons impact plants, animals, and people! Using collaboration, imagination, and critical thinking, students will be able to demonstrate and articulate their understanding of the four seasons.

Biomes of Planet Earth

Release the animal in you! Test your survival skills with friends using just your bodies, voices, and imagination. Theatre elements used:  Actor’s toolkit, Mirror exercise, Tableau Vivant, Improvisation.

Global Explorers

Don’t just read a map, become the map! Students will explore the far reaches of the globe and our ever-changing climate through theatre and storytelling, creating an interactive experience for all.

Larry Greer’s Theatre Residencies

Suitable for Grades K, 1^st, and 2^nd

The Changing Earth

Students will explore how the surface of the Earth is always changing. From the water cycle, the rock cycle, land formations erosion, and more!

Biomes of Planet Earth

Inspired by the flora and fauna of the Tropical Rain Forest, students explore computers and coding. Through creative movement, students will duplicate the structure and form of an algorithm.

Global Explorers

Don’t just read a map, become the map! Students will explore the far reaches of the globe and our ever-changing climate through theatre and storytelling, creating an interactive experience for all.

Animals & Algorithms

Release the animal in you! Test your survival skills w/friends using just your bodies, voices and imagination. Theatre elements used: Actor’s toolkit, Mirror exercise, Tableau Vivant, Improvisation.

Animal Adaptations

Using planet Earth as the inspiration, students will demonstrate their understanding of the adaptations animals make in order to survive in a variety of environments through theatre games and creative play.

Objects & Inventions

Students will explore various forces, objects and inventions through the design process, critical thinking and collaboration.

Human Resources

HR Power Hour

Message: Thank you for attending our HR Power Hour on March 25th.  I have the notes from the meeting attached as well.  We would encourage anyone who was able to attend to share with your colleagues that this is an available resource for them.  We will be having our next zoom session on April 8, 2021, from 9:30 am – 10:30 am.  During this time any questions that Building Administrators or IIO’s may have they can ask our HR Staff.  Also, from an HR Standpoint, we will share any announcements or updates we may have.

https://us02web.zoom.us/j/84167032115?pwd=Y3J3OUluVmpjNVplbU1TQzdpbWtTUT09

Meeting ID: 841 6703 2115
Passcode: Z8L5Md 

Attachment: 03/25/2021 HR Power Hour Meeting Notes (link below)

Upcoming Evaluation Reminders

Message: This is a reminder that the following evaluations will be due April 10, 2021.  Also as a reminder Classified Staff Evaluations will be due on May 1, 2021

• Teacher – Year 1, Semester 2
• Teacher – Year 2, Semester 2
• Administrator – Year 1, Semester 2
• Administrator – Year 2, Semester 2

Purchasing

THE DEADLINE FOR ENCUMBERING FUNDS FOR FY 2020-21 SATURDAY, APRIL 10, 2021 This means all funds to be spent from the current year budgets (including grants, fees, etc.) must be ENCUMBERED in BusinessPLUS and submitted to Workflow on or before 11:59pm on April 10, 2021. Please note the following:

1. All requisitions to cover expenses that will occur during the months of April and May must be entered as a “B” type (Blanket) requisition. You are to estimate what will be spent for those months and enter a requisition for each vendor from which you anticipate making a purchase.You must do this not only for supplies, but also for any services, equipment, or furniture purchases. Remember, the goods or services that you purchase must match the purpose of the budget line. You must buy supplies with a supplies object code (56100). You cannot buy equipment (57300) or furniture (57330) with a supply (56100) object code.

2. All funds encumbered under PO’s that are not PAID on or before June 15, 2021 will be disencumbered, and funds will return to the District to use for districtwide projects.

a.“Paid” means that a check has been printed and mailed by Accounts Payable, receiving a PO in BusinessPLUS (POUPRC) DOES NOT pay an invoice. Please review the status of all open POs in your budget regularly to ensure invoices are received so payment can be made no later than the last board meeting in May.
THE LAST DAY TO SUBMIT INVOICES TO AP FOR PAYMENT WILL BE JUNE 15, 2021 (NOON)!
If invoices are not received, it is the responsibility of the school/department to contact the vendor to get the invoice to AP before the June 15 deadline.

b.In past years, several schools/departments waited to order items from POs until close to the PO cancelation date. As a result, items were shipped late, items were backordered, or invoices were not received timely to meet the payment deadline. It is the responsibility of the school/department to ensure items are ordered timely to meet the deadline. Invoices coming after June 15, will need to be paid from the school/department 2021-22 budget.

3. Any expenditures to be made between April 10 and the end of the school year MUST be encumbered before April 1st. This includes travel, transportation, services, mileage, etc.

4. Storeroom and Print Shop orders must be placed by April 10, if you wish to use current year funds.

5.Estimates of salary costs (other than staff regular pay) to be paid between the deadline and the end of the school year MUST be estimated on or before the deadline. While salary costs cannot be encumbered via PO, you MUST email Brad Isnard with details of the name of the person, the date the work will be performed, the estimated cost and the account number the costs are to be charged to. Email must be received in Brad’s office on or before the deadline.

a.Once the work is performed, timesheets must be submitted within one pay period of the work was performed, but no later than on or before June 15, 2021.
b.Please recall that for the timesheets to be paid, the work MUST be submitted to HR for approval through Board. This information will need to be sent to HR on or before the deadline also.
c.Any salary costs not meeting these requirements will be charged to the school/department 2021-22 budget.

6.Professional Development subs, please email Melissa Shields the information to encumber funds for subs.

a.The name of the teacher requiring a sub
b.The date the sub is used
c. What budget is to be used

7.Visa Usage

a.VISA purchases in June will come from next years’ funds. Enter a requisition by April 1 for as much as your budget allows for spending on VISA in your supply funds for April-May spend needs. Please code to the appropriate budgets as best you know today.
b.All reconciliations (Envelopes) must be turned in by June 15c.June spending will be coming out of your FY 2021-22 budget

8.Closing Purchase Orders

a.All December issued PO’s will close April 13
b.All January issued PO’s will close May 3
c.All February issued PO’s will close June 2
d.All PO’s issued after March 1 will stay open for invoices paid on the June 22nd Board

9.Planning deliveries

a.All delivery of product must happen in time for you to also have invoices created on the schedule above. Plan accordingly.
b.Staples will create backorders for items not in stock. This could delay the invoicing of your shipment. As you follow your orders, if you find an item is not delivering, contact Staples for an update. If delayed, we suggest you cancel that item/s so the rest of the shipment can bill. You can always place another order after July 1.
c.Staples bills for weekly deliveries over the weekend. To hit our timeline, you should place your last orders with Staples by May 28th (at the latest), to deliver and bill in time.

Special Education

Student Services

A2A

We are very excited to start school visits this week to provide additional support. During our  visits, a member of the A2A team will check in with Attendance Clerk (and/or anyone else that supports attendance) to go over procedures, answer questions and provide support. Our goal is to visit as many schools as we can this month. However, if you want us to prioritize your school, please email Ms Tolentino (naomi.tolentino@kckps.org).

Also, we want to remind you all of this month Attendance Clerk Bi-Weekly Meetings (All are welcome!):

Attendance Clerk Meetings

April Dates: 14th and 28th
Secondary: 10:00 am
Elementary : 11:00 am 

Zoom Link: https://zoom.us/j/95386364224?pwd=U3dkb2M4TGdESmd3SVJQMWZnNzZLUT09

Meeting ID: 953 8636 4224

April is also Alcohol Awareness Month – all buildings 

Alcohol Awareness Month is a national public health awareness campaign to increase awareness and understanding of the causes and treatment of the nation’s #1 public health problem: alcoholism. The theme this year is “Changing Attitudes: It’s not a ‘rite of passage.’ Please share our First Call resource page https://kckps.org/first-call/ with your parents as you highlight Alcohol Awareness Month within your school community. There is also have a Youth Activity Workbook that can be used when having conversations about alcohol use. As part of Alcohol Awareness Month, we will be hosting an optional First Call Info Session for Principals and Deans to learn more about the substance use and alcohol prevention programs and services available for free to all KCKPS schools. Sessions will be Thursday, April 15th at 9:30am or 3:30pm. We look forward to seeing you there! https://zoom.us/j/91726007809?pwd=TGdRMC9ObmNGUTRyME9GbnB3QU94QT09, Meeting ID: 917 2600 7809, Passcode: LL3YBp

April is National Child Abuse Prevention Month 

During these stressful times, it’s more important than ever to promote safe, stable, and nurturing environments for kids. On Friday, April 9th KCKPS will be wearing BLUE to make a visible commitment to preventing child abuse.

https://www.kcsl.org/cap_month.aspx

https://www.childwelfare.gov/topics/preventing/preventionmonth/

https://vetoviolence.cdc.gov/apps/main/prevention-information/23 

https://pinwheels.preventchildabuse.org 

Communications

Lump Sum Info

Principals and Certified Administrators – Please share this information with your certified staff:

Complete the Online Lump Sum Request/Rescind form by April 30, 2021. Under KSA 74-4940(b) to receive your summer pay in the form of a “lump sum”.

Changes made to your W4/K4 should take place starting May 31 thru June 4, 2021 on Employee Online.

THE W4 FORM HAS BEEN RECREATED – PLEASE FAMILIARIZE YOURSELF AND GO BY THE INSTRUCTIONS ATTACHED TO THE W-4 FORM. CONTACT YOUR TAX ADVISOR FOR HELP WITH QUESTIONS. THE STATE FORM HAS NOT CHANGED, SO YOU MAY CHOOSE TO USE EXEMPTIONS THERE.

If you DO NOT wish to receive a Lump Sum salary payment this year, but received it last school year, you MUST request that the Lump Sum be RESCINDED, by indicating your choice when prompted.  If you DO NOT wish to receive a lump sum salary payment this year, and did not receive one last year, you do not need to do anything.

Lump Sum Change Form
2021 W-4 Instructions
K-4 Form

Enough is Enough Sign-Up

Principals,  please share this with your staff – and ask them to share it with students and parents.

Curriculum & Instruction

Elementary Principals, Assistant Principals, and Instructional Coaches

ACTION NEEDED by Friday, April 9th – C & I Materials Ordering Information for 2021-22

Consumable Workbooks (CKLA & Eureka Math)

Please see this document for instructions to order workbooks for the 2021-22 school year.

Adding/Closing Classrooms

If you are planning to add or close any classrooms for the 2021-22 school year, please let Suzie Legg, Curriculum Coordinator, know via email (suzie.legg@kckps.org) so we can determine the next steps that make sense for your site. For reference, this document indicates the number of classrooms the C & I Department shows that you have materials for at your site.

Thank you for attending to this task as soon as possible. Please have this information completed by the end of the day Friday, April 9th.

Please contact Suzie Legg (suzie.legg@kckps.org) with any questions.

Diploma+

Congratulations to Angela Wright and her team of teachers at West Park. With her leadership and support, 100% of her teachers have shared a live Connector session with their students. You might be thinking, what 100%? I thought the April 1 goal was 75%. You are right. The West Park team hit a home run and flew right past the 75% mark and hit 100%. That is how you hit a home run with the bases loaded. Way to score!

March Newsletter PDF

ESOL

The ESOL Department will again be offering the ESL Praxis Practice Sessions to certified staff who are interested in earning their ESL endorsement by taking the Praxis exam. Share the link out to staff so they can sign up for sessions if they are interested. The 2021 spring sessions will begin the week of April 12th. There will be two sessions a week offered for the study sessions.  The sessions will be delivered both virtually and asynchronously. Sessions one, three, and five will be delivered virtually with sessions two and four being completed asynchronously in Canvas. Session one will be two hours long and sessions three and five will be an hour each with an overall time commitment of 10 hours.

Session sign up link https://forms.gle/9dZaKUDGXqYDtLGFA for interest in participating in the Praxis Sessions due before April 8th end of day.

Federal Programs

To ALL Building Administration and District Department Leaders

Review Title IX, Bullying/Harassment Reporting Structures with Staff and Students

Please include a review of the Title IX/bullying and harassment policies and reporting requirements with ALL staff and students on your 4th quarter/re-entry meeting agendas.  Refer back to the mandatory training talking points for guidelines and be sure to include the following:

1. Identify who the Title IX Building/Department Coordinator/Investigator is for your building/department.
2. Remind staff/students that by policy, they are required to report any Sexual Harassment or Race Discrimination incidents they experience, witness, hear about, or receive a report on from a colleague or student.
3. Remind staff/students the required process is to report incidents of any staff or student misconduct to the Building Principal/Department Manager or the Building/Department Title IX Coordinator/Investigator.
   1. If the staff member/student doesn’t feel comfortable reporting to the building, they can contact Human Resources or any of the District Compliance Officers that were listed in the final video.
   2. Staff/students can also use the Bullying/Harassment Report button on the website/student devices to make a report. Reports go directly to central office leaders.
   3. Staff/students can also use the district phone line which is 913-627-2550.
4. Reference and post the Board of Education Policies for Sexual Harassment (GAAC/JGEC/AH/KN), Race and Disability Discrimination (GAACA/JGECA; GAAB/JCE), Acceptable Use/Communication Policies for district technology devices and internet (IIBF/GAT) for students and staff.
5. Remind staff about Board of Education Policy for Staff-Student Relationships (GAF).
   1. All communication should be school or instructional related and should never violate student-staff relationship or supervisor-staff relationship policies.
   2. At NO TIME, should a staff member EVER TEXT or MESSAGE an INDIVIDUAL STUDENT for ANY reason, even school related.
   3. Individual messages between supervisors and individual staff members should remain professional, related to school/work and support the development of a positive school or work climate.  Supervisors should maintain a professional standard for all communications, at all times.

Finance

Budget update for Department Leaders
The district will be utilizing the Allovue system for budgeting this year.  We will be conducting training for Department Leaders on March 30th at 10:00.  The training will be recorded for anyone who cannot attend.  You are welcome to include your assistants if they help in the budgeting process and/or will assist in entering the budget into Allovue.  Budget meetings with Brad, Tracy, and Dennis will begin the following week.  The Zoom link for the training is:  https://allovue.zoom.us/j/92777842890

Budget update for Principals/Treasurers

The district will be utilizing the Allovue system for budgeting this year.  Training has been rescheduled for Principals and Treasurers to April 8 at 1:00.  The training will be recorded for anyone who cannot attend.  We strongly encourage you to bring your Treasurer or have your Treasurer watch the training recording to assist in entering the budget into Allovue.  Budget meetings with Brad, Tracy, and Dennis will begin the following week.  The Zoom link for the training is:  https://allovue.zoom.us/j/98576891291

Human Resources

Professional Development

Principals – please share this information with your staff regarding University of Kansas SPED Online program for Autism Spectrum Disorder.

Professional Workforce Development

Here are the links for the district professional development on Friday, April 2nd from 8:00 am to 11:00 am.  This can also be found on the District Website under Staff Links at the bottom of the page.

iObservation Training

All Administrators, Directors, Principals, and People Managers – If you are in need of some iObservation training we will be hosting a 3 hour  training session  on Thursday, April 29, 2021 (time to be determined).

This training is for new users or anyone wanting a refresher.  This training will provide a system overview, instruction on how to conduct an observation, provide some practice time, and tips and tricks on how to effectively use the system.  Training will be virtual and space is limited.  If you are interested please email Tanya Selectman at tanya.selectman@kckps.org  to sign up.  The deadline to sign up is end of business Friday, April 9, 2021.

HR Power Hour

Thank you for attending our HR Power Hour on March 25th.  I have the notes from the meeting attached as well.  We would encourage anyone who was able to attend to share with your colleagues that this is an available resource for them.  We will be having our next zoom session on April 8, 2021, from 9:30 am – 10:30 am.  During this time any questions that Building Administrators or IIO’s may have they can ask our HR Staff.  Also, from an HR Standpoint, we will share any announcements or updates we may have.

Join Zoom Meeting

https://us02web.zoom.us/j/84167032115?pwd=Y3J3OUluVmpjNVplbU1TQzdpbWtTUT09

Meeting ID: 841 6703 2115

Passcode: Z8L5Md 

Attachment: 03/25/2021 HR Power Hour Meeting Notes (link below)  (https://docs.google.com/document/d/1bKr68K7c5UtFx8UDkIRM0OiXvgcHtyDfdlspvRJOjmY/edit?usp=sharing)

Upcoming Evaluation Reminders

This is a reminder that the following evaluations will be due April 10, 2021.  Also as a reminder Classified Staff Evaluations will be due on May 1, 2021

• Teacher – Year 1, Semester 2
• Teacher – Year 2, Semester 2
• Administrator – Year 1, Semester 2
• Administrator – Year 2, Semester 2

Purchasing

THE DEADLINE FOR ENCUMBERING FUNDS FOR FY 2020-21 SATURDAY, APRIL 10, 2021 This means all funds to be spent from the current year budgets (including grants, fees, etc.) must be ENCUMBERED in BusinessPLUS and submitted to Workflow on or before 11:59pm on April 10, 2021. Please note the following:

1. All requisitions to cover expenses that will occur during the months of April and May must be entered as a “B” type (Blanket) requisition. You are to estimate what will be spent for those months and enter a requisition for each vendor from which you anticipate making a purchase.You must do this not only for supplies, but also for any services, equipment, or furniture purchases. Remember, the goods or services that you purchase must match the purpose of the budget line. You must buy supplies with a supplies object code (56100). You cannot buy equipment (57300) or furniture (57330) with a supply (56100) object code.

2. All funds encumbered under PO’s that are not PAID on or before June 15, 2021 will be disencumbered, and funds will return to the District to use for districtwide projects.

a.“Paid” means that a check has been printed and mailed by Accounts Payable, receiving a PO in BusinessPLUS (POUPRC) DOES NOT pay an invoice. Please review the status of all open POs in your budget regularly to ensure invoices are received so payment can be made no later than the last board meeting in May.
THE LAST DAY TO SUBMIT INVOICES TO AP FOR PAYMENT WILL BE JUNE 15, 2021 (NOON)!
If invoices are not received, it is the responsibility of the school/department to contact the vendor to get the invoice to AP before the June 15 deadline.

b.In past years, several schools/departments waited to order items from POs until close to the PO cancelation date. As a result, items were shipped late, items were backordered, or invoices were not received timely to meet the payment deadline. It is the responsibility of the school/department to ensure items are ordered timely to meet the deadline. Invoices coming after June 15, will need to be paid from the school/department 2021-22 budget.

3. Any expenditures to be made between April 10 and the end of the school year MUST be encumbered before April 1st. This includes travel, transportation, services, mileage, etc.

4. Storeroom and Print Shop orders must be placed by April 10, if you wish to use current year funds.

5.Estimates of salary costs (other than staff regular pay) to be paid between the deadline and the end of the school year MUST be estimated on or before the deadline. While salary costs cannot be encumbered via PO, you MUST email Brad Isnard with details of the name of the person, the date the work will be performed, the estimated cost and the account number the costs are to be charged to. Email must be received in Brad’s office on or before the deadline.

a.Once the work is performed, timesheets must be submitted within one pay period of the work was performed, but no later than on or before June 15, 2021.
b.Please recall that for the timesheets to be paid, the work MUST be submitted to HR for approval through Board. This information will need to be sent to HR on or before the deadline also.
c.Any salary costs not meeting these requirements will be charged to the school/department 2021-22 budget.

6.Professional Development subs, please email Melissa Shields the information to encumber funds for subs.

a.The name of the teacher requiring a sub
b.The date the sub is used
c. What budget is to be used

7.Visa Usage

a.VISA purchases in June will come from next years’ funds. Enter a requisition by April 1 for as much as your budget allows for spending on VISA in your supply funds for April-May spend needs. Please code to the appropriate budgets as best you know today.
b.All reconciliations (Envelopes) must be turned in by June 15c.June spending will be coming out of your FY 2021-22 budget

8.Closing Purchase Orders

a.All December issued PO’s will close April 13
b.All January issued PO’s will close May 3
c.All February issued PO’s will close June 2
d.All PO’s issued after March 1 will stay open for invoices paid on the June 22nd Board

9.Planning deliveries

a.All delivery of product must happen in time for you to also have invoices created on the schedule above. Plan accordingly.
b.Staples will create backorders for items not in stock. This could delay the invoicing of your shipment. As you follow your orders, if you find an item is not delivering, contact Staples for an update. If delayed, we suggest you cancel that item/s so the rest of the shipment can bill. You can always place another order after July 1.
c.Staples bills for weekly deliveries over the weekend. To hit our timeline, you should place your last orders with Staples by May 28th (at the latest), to deliver and bill in time.

Student Services

Universal Trauma Training
All school building staff (classified and certified) need to have completed the Trauma Sensitive and Resilient School’s Universal Training by May 1, 2021. This training is located on Frontline, and consists of:

• 4 video modules (approx. 3 hours run time total)
• 3 handouts
• 1 Learning Check/Evaluation (which appears after each modules/handout has been “launched” and “completed”). 

Each school has their own Frontline Activity. If staff have already completed the training (either in-person or live-virtually) they should have a certificate. If anyone is experiencing issues with these trainings, or locating their certificate, please contact Brittany Talley: brittany.talley@kckps.org. 
Trauma Sensitive Tuesdays (TST)
Our next TST will be on April 6, 2021 from Noon-1pm. We will be hosting our colleagues in Diversity, Equity, and Inclusion: Khara Martin and Zakry Akagi – Bustin
Register Here
Frontline Activity