Friday, April 2, 2021

Administrators' Desk logo

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to receive a Lump Sum salary payment this year, but received it last school year, you MUST request that the Lump Sum be RESCINDED, by indicating your choice when prompted.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.

Community Forum

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

KCK Wear Blue Day is April 9th

Tuesday, March 30, 2021

Administrators' Desk logo

Communications

My name is Kay Sharp.  I serve at the Community Engagement Lead for the Wyandotte County Health Department COVID response.  I’m coming to you this morning to announce an initiative to involve your students in the Wyandotte County COVID response effort.

We, at the health department, are keenly aware of the emotional toll COVID has taken on our young residents. We appreciate the fact that children have been without the simple interactions and activities that underpin their social development, and that their lives have been in constant flux for the past year.  We believe there is a need to provide a space to empower children to assume an active role in eliminating the virus and returning our community to normal life.

Toward that end, we are offering a county-wide school poster contest and we are hoping you will partner with us in this effort.  The theme of the contest initiative is ‘I Helped Conquer COVID’.  As a practical matter, the will be conducted as three separate contests, one for elementary schools, one for middle schools, and a separate for high schools.  The contest will have a preliminary round, and a final round.  First, second, and third place prizes will be given in the preliminary round.  One county-wide winner will be selected for each of the grade divisions, for a total of three grand prize contest winners.  The elementary school grand prize winner will receive a $500 Visa gift card.  The grand prize winners at the middle school and high school levels will each receive a $1,000 gift card.  In addition, the classroom or homeroom of each of the three winners will receive a $1,000 gift card to be used in any activity benefitting the entire class.  In addition, we will feature all three winning posters in future health department and Unified Government marketing and promotional materials surrounding the COVID response effort.

The health department will provide any art supplies students need to submit a contest entry as well as informational posters for use in your schools.  We anticipate the contest running from April 8 – 19, with judging to follow.

We hope this is an initiative that you, your staff, and your students will find exciting.  More info will be provided on Wednesday, March 31 to provide specific details and contest rules.

DERA

  • Spring Screening for FastBridge will take place from May 10-21, as listed on the assessment calendar draft.  The assessments for spring screening will be the same as in remote learning; if you have already certified previously, you will not need to re-certify for the spring screening window.
  • As a reminder, HGSS assessment data collection sheets are also coming due to DERA.  Deadline for submission of these sheets is the same as all regular gradebook and end-of-quarter grading deadlines as well.  Please check your m drive if you still need your data collection sheets.

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

Board Policy Review Update 

Below is the link to the progress report for the March Board Policy Review. As a reminder, the deadline to complete the training has been moved to April 30th.

Attachments: March Board Policy Review Report

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.

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

FOSTER GRANDPARENTS ARE READY TO SUPPORT YOUR RETURN

The Foster Grandparents of WYCO are eager and ready to return to the classrooms and support our KCKPS Staff!  We will be able to return on Tuesday, April 6, 2021.  All Foster Grandparents have received a physical and COVID-19 vaccine.    Please reach out to Shelia Freeman, Project Director, Foster Grandparent of Catholic Charities at 913-906-8920 or via email at sfreeman@catholiccharitiesks.org if you would like to continue to have a Foster Grandparent at your school to support student achievement.  If you do not currently collaborate and would like the support from our Foster Grandparents,  please call Shelia and let her know your interest.

We are dedicated and so excited to return to school and provide the love and support our students need.

Welcome back KCKPS Staff!

April is National Child Abuse Prevention Month – all staff

It is a month to highlight & make an extra effort to create awareness about the importance of strengthening families & preventing child abuse & neglect. Please check out the following links & use the resources at your convenience to help spread the word in your community about prevention. 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. Please share the graphic below in your school communities and with your families. 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 

First Call Info Session for Principals and Deans

Please join us for an optional information session hosted by First Call on Thursday, April 15th at 9:30am or 3:30pm. During this session, you will learn about the substance use and alcohol prevention programs and services available for free to all KCKPS schools. We look forward to seeing you there! https://zoom.us/j/91726007809?pwd=TGdRMC9ObmNGUTRyME9GbnB3QU94QT09, Meeting ID: 917 2600 7809, Passcode: LL3YBp

Friday, March 26, 2021

Administrators' Desk logo

Communications

Enough is Enough -April Community Forum

Principals, please encourage parents to participate. Here is the registration link.

Anti-Litter Campaign

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 students shared their thoughts on some of the issues they experienced in their city when he visited elementary schools. Litter and trash was one of the things they mentioned frequently during his conversation with various classrooms.

So, I am reaching out to all of you to get your ideas and if this is something you think your school would like to support and help raise awareness about the issues of littering, and doing our part to help keep our city, county, and neighborhoods litter-free.

The Mayor’s Office is open to suggestions and how we can get students involved in an upcoming Spring Cleanup.

Anti Litter School Project
Clean Places Happy Faces

High School Principals

Do any of our high school students need volunteer hours?

Let me know your thoughts and please see the examples of the campaigns that have been started in other school districts and communities:

City of Rockhill

https://www.cityofrockhill.com/departments/public-works/more/public-works/environmental-education-beautification/litter-education

Curriculum & Instruction

Elementary Principals

Re: 4th Quarter Curriculum Resources to Support Remote Instruction/Learning

In an effort to support teachers as they continue to provide high-quality instruction in the remote environment, the C&I department has compiled suggestions and materials needed for 4th quarter instruction. For schools that choose to offer another material pick-up day, the material lists should help streamline the process. The suggestions and materials listed below are resources for students that will assist in continued progress as we continue to inspire excellence.

ELA-

4th grade will need activity books for units 8 & 4 (also 7 if it wasn’t sent in Q3). 

Please note: The Unit 4 activity book is called an Inventor’s Notebook because Unit 4 is a Quest. There are also student folders and notepads for the Quest. This unit was moved to the end of the year because of remote learning. 

5th grade will need activity books for units 9 & 7 (also 8 if it wasn’t sent with Q3).

Please note: Unit 7 is a play and was also moved to the end of the year because of remote learning.

Math- The Math Materials for 4th Quarter document provides suggestions for materials teachers may choose to send home for math instruction for quarter four. These supplies are based on standards for the 4th quarter within the GVC and the Learn Anywhere Plans within Eureka Math in Sync. Eureka Math in Sync is an available resource for remote learning that mirrors the primary resources while providing adaptations for remote learning.

Science- The Science Materials for 4th Quarter document provides suggestions for materials teachers may choose to send home for Mystery Science units for the fourth quarter. These supplies are based on suggestions for adjusting for remote instruction in the Distance Learning Guides from Mystery Science.  Mystery Science is available this school year as a supplemental resource for remote learning, however, materials for the units have not been purchased. Teachers may use/modify supplies based on what is available in the schools’ science supply closets.  

If you have additional questions please do not hesitate to contact the C & I team (allison.rice@kckps.org– ELA, marica.rhone@kckps.org– Math, and cheryl.beyer@kckps.org– Science/Social Studies) for additional support.

ESOL

KELPA: 
KELPA Testing Window closes March 31st at 5:00 pm. Scoring window closes April 20th at 5:00pm which includes uploading of all Kindergarten and First grade writing responses. Update from KSDE: **The writing scoring rubrics for K & 1 (same rubrics) are discrepant between materials shared with the field. To summarize, the Applying Mechanics description for Score Point 1 include two different descriptions (2-bullet version vs. 1-bullet version). This discrepancy was also present during the 2019- 2020 administration in the Rater Training materials and Educator Portal. Educator Portal was updated in Fall 2020 to replace the 1- bullet version with the 2-bullet version. The Test Administration and Scoring document has been updated for use during the remainder of the 2020-2021 administration. Request educators to reprint updated materials to complete scoring for the year. ** If your building has already uploaded you do not need to rescore. 
 
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.

Federal Programs

AUDIENCE:  K-8 Title I Principals

Subject: MARK YOUR CALENDARS – Spring District Title I Advisory Meeting

The District Title I Advisory Meetings were postponed in the fall due to students and staff not returning to school.  These annual required meetings will be held via Zoom and have been rescheduled for the following dates/times:

  • 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)

We look forward to seeing each of you, along with your 1 certified staff and 1 parent representative. If you are using Title I funds for class size reduction teachers or supplemental content staff positions, please make an effort to bring one of those individuals (preferred, not required) as your 1 certified staff.

Title I funds can be used for extra duty pay for certified staff attending the meeting.  Extra duty must be pre-approved by BOE.  BOE meetings are 4/7/21 (middle school deadline) and 4/27/21 (elementary school deadline).

More info will follow about the structure of the meetings.  Calendar invitations with Zoom links will be sent to principals to forward on to certified staff and parent representatives.

Please let me know if there are questions,

Lisa

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.  We will be conducting training for Principals and Treasurers on April 8 at 9:00.  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 Workforce Development Links

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.

Employee ID Badge 

Employee ID badges can be issued to staff at the Maintenance Shop Office by appointment only or by mail. 

To schedule an appointment call Kim Thrasher at 913.627.3850. Appointments are available on Monday – Friday from 8:00 am – 3:00 pm.

Staff must bring a photo ID to the appointment.

Staff will be turned away if they do not have an appointment.

To request an ID badge to be sent to you by interoffice mail send the following information to PictureBadgeID@kckps.org.

  • Employee ID number

  • Position Title

  • Building/Dept. Location

  • Picture (Picture must be a passport style photo, full face, front view with a plain background)

ID cards will be hand delivered to you via the interoffice mail.

ID badges will not be mailed out to home addresses.

Attachment: Map to the Maintenance Shop

Submitted by: Ana Perez-Sievert

Staff Evaluations

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

Submitted by: DeAndre Tuggle

March Board Policy Review (IDP Rep Activity Access) 

IDP Reps may view the roster for the three march board policy review activities on Frontline Professional Growth under the Enrollment Tools tab.

You may reach out to Ana Perez-Sievert if you have any questions.

Instructional Technology

KCKPS Mobile Minute – IDP Points for Canvas learning, Hybrid/Concurrent Teaching Ideas, Assistments and much more!

Police Department

SAFEDEFEND™

Members of the SAFEDEFEND™ team will be in USD 500 buildings over the next two to four weeks (March 29th – April 23rd) to assist enrolling district personnel into the system. This is a routine process to assist building administrators and their teams in attempt to get our employees enrolled into the system. Police staff will be accompanying the SAFEDEFEND™ team as needed to assist and familiarize all or our teams roles. We would like to express our appreciation to all those leaders and their staff who during COVID protocols have been proactive in their efforts to assist with enrollment.

The following are some of the issues we will be collectively work on:

  • Enrolling employees specific to the building (staff names/fingerprints)
  • Assuring and determining system wellness
  • Assisting with educational or training materials
  • System testing without students or minimal impact on instructional time (During PD or PLC)
    • Sequence of acclimatization to building personnel; lead team, faculty & staff, students, and visitors)

Helpful Tips Moving Forward:  How schools can do safety drills while not colliding with COVID-19 safeguards.

Superintendents, principals, and other building administrators may wish to explore some practical options for reasonably preparing students and staff for a real emergency, while not putting them at risk by violating COVID-19 best practices. From the perspective of school safety experts, steps for school leaders to consider might include:

  • First deal with the social-emotional trauma being experienced by students, teachers, support staff, and administrators related to COVID-19. Many will be bringing in a great deal of anxiety to school on “Day One.” Starting off with school emergency drills as soon as everyone walks in the door might only add to that trauma and strain.
  • That said, waiting too long to address the various emergency drills also is not prudent. School leaders should work with counselors, social workers, psychologists, and their faculty and staff to identify the first opportunity to reasonably broach the subject of emergency drills.
  • Classroom discussions about why the various drills are important, rather than diving into full drill practices, might be a good starting point.
  • Superintendents and principals may want to have teachers and administrators then verbally walk students and staff through what to do in the various real potential emergencies, and subsequently demonstrate appropriate techniques, identify safe space locations, etc. For example, instead of rushing to safer or hard corners in an actual drill, teachers could discuss a lockdown and then show students the area while verbally explaining to them what they would do in a real lockdown situation. In a fire drill, teachers could walk students out of the school as school leaders and fire marshals determine they should do in a real fire evacuation, and show them where to go to and how they would physically distance at their rally point area.
  • Debriefings are now more critical than ever. Teachers, support staff, and administrators should have strategic discussions and, debrief anxiety and trauma the adults may be feeling. Debriefings should also be held with students after instructive presentations and, of course, following any actual drills are done in response to an actual incident.
  • Remember to document your drills accordingly with District policy.

School safety remains a critical element of school operations that must be a part of educational plans, even during highly unusual times such as COVID-19. Just as in “normal” times, before the school doors open, safety plans must be included with the many other aspects of school opening.

Questions or concerns,

PoliceSupport@KCKPS.org
KCKPS PD Dispatch
913-627-4111 Main Line

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

Kidzone is currently open and serving students at four of our sites, and we are preparing for the return of all students’ March 31st, 2021.  We are looking at Kidzone enrollment applications to determine the numbers for Kidzone sites and staff.  At this point, we have four sites open for AM and PM programming, they are: Emerson, Hazel Grove, West Park and Whittier, servicing all elementary schools and we plan to stay with these four sites until enrollment numbers increase at the other sites, we will then open them accordingly.
Parents will complete the online application under the Kidzone page at kckps.org, which will reserve their child’s spot in Kidzone and they must also complete a paper application at the Kidzone site as well as a transportation form at their home school.  Our hours are 7:00 am – 8:30 am for the morning session and 3:30 pm – 5:30 pm for the afternoon.  and 1:30 pm – 5:30 pm on Wednesday. We will have scholarships available for those requesting assistance.

Please feel free to call Mechelle Wortham (913)669-0235 if you have any questions.

A2A Updates

Please see  important updates below:

  1. PACT Program Referrals 

 

  1. Attendance Meetings and ongoing support
    • We continue to host check-in with Attendance Clerks and anyone who supports attendance (anyone is welcome!). Our next meeting will be Wednesday, April 14th.  During this time, we’ll share important updates on attendance, answer questions, as well as provide ongoing support. Meeting information:

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 / Passcode: Pd7FtA

International SEL Day is TODAY!!! – all schools please share with your staff 

How are you recognizing International SEL Day, today Friday, March 26th? 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 KCKPS in your post so that we can share it as well! The theme this year is Building Bonds, Reimagining Community.

Strategies that Support Adult SEL – all principals and share with your team that plans staff wellness initiatives 

It’s critically important that schools intentionally nurture a work environment in which staff feel supported, empowered, able to collaborate effectively and build relational trust, and also able to develop social and emotional skills. This google doc is full of ideas around a variety of topics including staff meetings, PLCs, and mentoring.

Dear Abby: SEL Kernels – K-6 grade please share with staff

Have you heard of Dear Abby? This is the student edition, intended to support SEL skills through the use of SEL Kernels. Kernels are activities or strategies used by effective prevention programs that have been shown to effect specific behavior changes. Find out more by visiting Greater Good in Education and download the Dear Abby PDF.

Lessons for SEL- please share with MS/HS staff

Looking for the Netflix of SEL? What about a free digital notebook that allows students to take notes & reflect as they watch SEL videos? Look no further than Lessons for SEL a free video library that provides quick, 3 minute or less SEL videos to discuss with your students. They also have a great (for purchase) downloadable 6 minute SEL curriculum with 150 lessons and a staff circle guide! Email Tracie Chauvin if you are interested in seeing those.

Prosocial Teaching Strategies- please share with  PrK-12 staff 

Prosocial teaching strategies are not limited to particular curricula or programs, or to certain academic subjects.When implemented well, these strategies can aid educators in creating a supportive, caring classroom environment and spur students to behave in kind and helpful ways towards each other. Visit Greater Good in Education to search strategies by grade level.

Tuesday, March 23, 2021

Administrators' Desk logo

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.

Lastly, please review the attached document clarifying requirements for staffing changes and the creation of new positions.

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)

Elementary Principals
Below is an updated link to the IARC re-entry overview.  If you are not aware, we can have specials in our dedicated music, art, and PE spaces.  This is an update from the original requirement from the Health Department.

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

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.

 

 

Friday, March 19, 2021

Administrators' Desk logo

Diversity & Inclusion

As we return to the classrooms, we cannot forget the various levels of trauma that students and staff are experiencing. In addition to the nuanced trauma that is being experienced as a direct result of the pandemic, the recent and recurring hate crimes against very specific communities add another layer of trauma. It is vital that we validate the fear and many other feelings that families, students and staff are experiencing. The recent hate crimes on the Asian American/Pacific Islander community is another moment that spreads the message to a community that they are not wanted. It is important for us to have deep relationships while also having courageous conversations that challenge deeply held ideology which makes dehumanization and devaluation acceptable. 

Here are two articles that explore first-hand accounts of Asian American families with students and how they are navigating school reopening, their health and well-being, and how they are being targeted.
Amid attacks, school principals concerned over Asian Americans’ return to class

As schools reopen, Asian American students are missing from classrooms

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

Emergency Safety Interventions
Greetings Building Leaders!
This document should be used by staff to document emergency safety intervention incidents with students. This document contains the items that are required to be documented by emergency safety intervention law.
Please begin using this form effective immediately.