Finance
As the budget process for 2021-2022 kicks off, we will be utilizing a new tool called the Building Needs Assessment to gather important information about your campus. These documents will be used when determining funding allocations for next year. Due to KSDE’s later than normal completion of the September 20 student count audit, the budget process will be more condensed than in past years. We are asking that you please complete the needs assessment no later than Monday, March 29th.
The Building Needs Assessment form has been shared with you via Google Drive. You should have received a notification and link when it was shared, but it can also be accessed by visiting https://drive.google.com/, logging in with your @m.kckps.org account, then clicking “shared with me” on the left hand column of the screen. If you cannot access your needs assessment form, please contact me by email or phone as soon as possible.
Notes have been entered in column E of the form to address frequently asked questions. For additional support, we have set up two optional help sessions via zoom this week. Feel free to join the session that is more convenient for you. If you don’t have additional questions, you may begin completing the form any time. If you are unable to join either of these sessions, please don’t hesitate to reach out by phone or email.
- Tuesday, March 23 11:00am https://zoom.us/j/91973838576?pwd=NzFST0o3WHJhOUVZQnRTV3pyQUMrdz09
- Wednesday, March 24 4:00pm https://zoom.us/j/93370721550?pwd=ZzRRT3U1WXhZZGpJTlB5VWNuSW5WZz09
Human Resources
Board Policy Review- New Deadline
The due date for the March Policy Review has been moved to April 30th, 2021. There will be no April Policy Review, we will resume in May. You may reach out to Ana Perez-Sievert if you have any questions.
Submitted by: Ana Perez-Sievert
HR Power Hour
Thank you for attending our HR Power Hour on March 11th. 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 March 25, 2021 from 9:30am – 10:30am. 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/81536765992?pwd=SDdjdnJWWUQ4RDJGMlZtUmtRN0REQT09
Meeting ID: 815 3676 5992
Passcode: 5E5mUX
Attachment: https://drive.google.com/file/d/1m7Jh_B9yT98Lc53tVFj-7TNR_rjCrjUY/view?usp=sharing
Submitted by: DeAndre Tuggle
Staff Evaluations
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
Attachment:
Submitted by: DeAndre Tuggle
Additional Training Sessions – New Progressive Coaching Form
Administrators,
HR sent out information last week regarding updates to the Progressive Coaching Model and Form. If you were unable to attend the training sessions this week, we will be hosting several the week of March 22nd. The dates/times of the Zoom sessions have been listed below. If you have any questions, please contact Elizabeth Faircloth at Elizabeth.Faircloth@kckps.org.
Zoom Session 4: Mon. March 23rd at 9:30 a.m.
https://us02web.zoom.us/j/83487659888?pwd=RkM5UGt4d0NuQ0tZaU04QVhCcGV6Zz09
Zoom Session 5: Wed. March 24th at 2:00 p.m.
https://us02web.zoom.us/j/85305491853?pwd=dnNQVVhWRDhsL3FUelNlalR2Sjlwdz09
Attachments: Progressive Coaching Action Form
Submitted by: Elizabeth Faircloth
Board Policy Review
On Wednesday, March 24th, HR will be hosting a board policy review via zoom for classified staff only. This is an opportunity for classified staff who are not able to complete the boar policies review activities through Frontline to view them via zoom. The training will begin right at 4:00 pm and because the videos are pretty short we will not allow staff to enter the meeting after that time. If you have any questions please contact Jared.Alexander@kckps.org or Ana.Perez-Sievert@kckps.org
Board Policy Review- Classified
Time: Mar 24, 2021, 04:00 PM Central Time (US and Canada)
Join Zoom Meeting
https://us02web.zoom.us/j/81169347368?pwd=cWFMaVpRNmlTejhTWTdudzFETWYvZz09
Meeting ID: 811 6934 7368
Passcode: 645144
One tap mobile
+13462487799,,81169347368# US (Houston)
+16699006833,,81169347368# US (San Jose)
Dial by your location
+1 346 248 7799 US (Houston)
+1 669 900 6833 US (San Jose)
+1 253 215 8782 US (Tacoma)
+1 312 626 6799 US (Chicago)
+1 929 205 6099 US (New York)
+1 301 715 8592 US (Washington DC)
Meeting ID: 811 6934 7368
Find your local number: https://us02web.zoom.us/u/kdRzPUIQac
Submitted by: Ana Perez-Sievert
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.
IARC (Fine Arts)
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:
- 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
Reminder: International SEL Day is March 26th – all schools please share with your staff
As you recognize International SEL Day in your school on March 26, 2021 please don’t forget to take photos and capture all the great things happening in your community! If you share on Twitter or Facebook, please consider tagging SEL KCK in your post so that we can share it as well!. The theme this year is Building Bonds, Reimagining Community.
Re-Entry Social Emotional Supports
As we plan for re-entry the articles below provide information and recommendations applicable to students of all ages. Please consider sharing the links with your staff and parents and, as always, please do not hesitate to utilize the mental and physical health professionals in your buildings for assistance with any situation.
This article from the Child Mind Institute speaks to the anxiety students (and staff) may experience upon their return. It also provides some things building staff and parents can do to help.
This video from John’s Hopkins speaks directly to “Managing Anxiety for Return to School.” The accompanying text provides information for staff and parents of Elementary, Middle and High School students.
This article from Children’s Mercy provides information for students and families about “How to talk to kids about why some restrictions have changed but not all” and “How to address questions about when things will be back to normal.”
This article from the National Center for School Crisis and Bereavement provides support and guidance for educators, administrators and parents.
Finally, with the uncertainties of the COVID-19 pandemic, having our Trauma-Informed Resilient School strategies and tools has never been more important. We can focus on building relationships, opportunities to emphasize both physical and emotional safety, offer opportunities for choice and voice to create shared power within our in-person classroom, and empower each other as we re-learn what school looks like now that we are back in person. In addition to the attached document which provides helpful information and strategies that educators and school staff (including Administrators!) can use to help reduce the impact of stressors, we also have our trauma trainings which are available on Frontline and our Trauma Sensitive Tuesdays on Crowdcast.