Administrators' Notice

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receive a Lump Sum salary payment this year, but received it last school year, you MUST request that the Lump Sum be RESCINDED, by indicating your choice when prompted.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

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

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!

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

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

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 29^th – April 23^rd) 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

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 29^th.

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

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)
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+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:

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.