Principal/Achievement Director Meeting Management Materials July 17, 2017

Please remember to sign up for Clock Hours through ESS. Use Course Code: CARTJU Session 10

Meeting Logistics

Where: Principals will meet with their Achievement Director at various locations When: 8:00 a.m. - 12:00 p.m. or as communicated by Achievement Director

Management Information [Items with the following symbol require action prior to the next meeting ]Communication Services

See attached Communication Services Information Page(s): 5-7

Purchasing Quick Reference Chart

See attached the Purchasing Quick Reference Chart for the 2017-2018 funding year. Page : 8

Safety Checklist

The purpose of the Safety Checklist is to ensure compliance of Senate Bill 08-181 and 15-213 help principals ensure they have proactively planned safety measures and reviewed them with staff.

The Safety Checklist is due on August 31st and January 12th Please reference the Principals’ website “Forms Due/First Semester” and “Second Semester”

Emergency Drill Requirements

All Principals: Two (2) non-fire emergency drills must be completed during the course of the school year. A non-fire emergency drill includes Lockdown, Evacuation and/or Shelter

o The FIRST drill (LOCKDOWN) must be completed with the involvement of theSecurity & Emergency Management Department prior to winter break.Please call Pam Mahana at 2-2443 to coordinate scheduling as soon aspossible.

o All Middle and High Schools - passing period lockdown drills are not requiredthis year but are recommended as an option.

o New Principals: Both non-fire emergency drills must be coordinated andcompleted with the Security & Emergency Management Department duringthe course of the school year. Security & Emergency Management will alsohelp establish your SRT or School Response Team.

o VETERAN Principals- The 2nd emergency drill to be conducted during thesecond half of the school year may be conducted on your own and can be adrill of your choice (Lockdown, Evacuation or Shelter). Security & EmergencyManagement personnel will be available to assist upon request. If you choosean evacuation drill please coordinate with Rebecca Adams at 2-2452 becauseof new ADA rules.

o Security Dispatch must be contacted immediately prior to any drill that isconducted throughout the District

o Schools must conduct monthly fire drills to be in compliance with fire code andstate statute.

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Initial Emergency Notification

Critical Importance: → The Initial Emergency Notification and Incident Notification Checklist procedures

and protocols must be followed. The notification of an incident is critical to stakeholders including, the Superintendent, the School Innovation and Effectiveness Team, Security & Emergency Management, Employee Relations, Risk Management and Communications Services.

→ The Initial Emergency Notification and Incident Notification Checklist will be provided to ALL Principals at each Emergency Response/Crisis Management training session. (see below)

Emergency Response/Crisis Management Training for Administrators

Information will be forthcoming on the annual emergency response/crisis management training. This year’s focus will include important updates to the Standard Response Protocol, Crisis Mental Health and important Emergency Dispatch upgrades for school support.

School Office Expectations

• In order to provide some reasonable and district wide consistency, all schools areasked to comply with the following expectations:

o Office will be open and phones will be answered at least 30 minutes beforeschool begins through 30 minutes after school ends each day with thestandard being the office is open and phones are answered for a minimum ofeight and one-half hours each day.

o Secretarial hours and lunch breaks should be staggered if needed to facilitatethese hours. Since most schools already meet or exceed these expectations,minimal changes should be necessary.

• For schools that use a message system for incoming calls it is important that callers aregiven an option at the beginning of the message to talk to a “live person.”

• It is important that callers are provided an up-to-date message when schools are not insession. This applies to non-contact days, holidays, vacation days etc. Messages shouldbe recorded to include specifics explaining why the phones are not being answered bya “live person” and whatever else is important to communicate such as when someonewill return to the office.

Calendar Guidelines

Please review calendar guidelines and ensure your school is in compliance with these expectations. Pages: 9-10

School Financial Audits

The following items cover topics that have been commonly discussed during financial audits. Please work to ensure all relevant staff members are informed

about these important financial matters. • Generating and Reviewing Financial Data

o The School must establish a formal, monthly process of providing stakeholders(i.e. Principals, Department Managers, and Program Sponsors) detailed nVisionreports.

o This process should include the posting of detailed nVision reports on a monthlybasis to a shared drive so that all responsible parties can easily access.

o In addition, Program Sponsors (administrators, teachers, coaches, or otheremployees with financial oversight/authority of program activity) shouldgenerate/review financial data via the Searchable Financial Report located in theircontent area within ESS.

o The report is available for financial transactions posting within the School’s SR030- Campus Activity Fund programs.

o Financial activity within the School’s General Fund will still need to be generatedand posted to a shared drive by the Principal’s Secretary. Practices of reviewingfinancial data should be assessed and enforced with all staff to ensure that allprogram’s financial position is adequately maintained and financial transactionsare appropriate to program activity.

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• Use of Student Monieso Ensure that programs that are primarily supported through student fee

collections are used for the purpose of the fees assessed. As required byColorado State Law (CRS 22-32-117) and District policy JQ-Student Fees andCharges, the assessed fees for elective activities should be reasonably necessaryfor and reasonably related to the actual cost.

o School administration and the program representative(s) should collectivelyevaluate receipts within Campus Activity Fund programs to ensure properaccountability of monies and adherence to conditions established with moniesthat were receipted. Revenue needs to be expensed for the purpose for which itwas collected versus the program representing a savings account. Monies oftenreceipted into Campus Activity Fund programs are the result of student fees andefforts; therefore, school administration needs to ensure that students reap thebenefits while enrolled at the School.

o School Administration should remain diligent in their management of District andstudent funds and the appropriateness and sensitivities surrounding staffpurchases.

o Monies that can be utilized/expensed for staff needs and functions (food for staffmeetings/parties, birthday gifts/cards, sympathy flowers, etc.) are typicallylimited to commissions received from staff lounge vending machines, collectionsfrom staff intended for staff needs, and/or donations with conditions permittingthe use as determined by staff.

Talking points attached Page: 11

Campaign/Election Guidelines

Please review the Campaign/Election Guidelines for Jeffco Employees. Page(s):

Board Policies Questions about operations in Jeffco? Please search Board of Education and District policies from this link: http://www.boarddocs.com/co/jeffco/Board.nsf/Public and select the Policies tab.

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Checklist & RemindersForms Due

Review Principals Website for Updates • Confidential Information (due August 2nd) – All principals, assistant principals and

principal’s secretaries need to submit • Disciplinary Authority (due August 2nd)• Records Delegation Authority (due August 2nd)• Concussion Coordinator (due August 2nd)• Safety Checklist Form (due August 31st)

Upcoming Administrator Meetings

Superintendent Welcome (July 20th; 12:00 – 4:00 p.m.; Bear Creek High School)o 10:00 a.m. – 12:00 p.m., ID Pictures

Leadership Meetings (Bear Creek High School)o July 21st; 8:00 a.m. – 12:00 p.m.

Leadership Professional Learning aligned to Continuous Improvement &Jeffco 2020

Required for principals and assistant principalso July 24th; 8:00 a.m. – 3:00 p.m.

Differentiated Learning Sessions on Jeffco 2020, ContinuousImprovement, and Compliance Topics

Optional for principals, assistant principals, DTLs and ICso July 25th; 8:00 a.m. – 12:00 p.m.

Sessions on Budget, Legal, Data, Etc. Required for principals and assistant principals

Charter Principal Meeting (July 25th; 1:00 – 4:00 p.m.; Ed Center 2A) Emergency Response Training (July 31st & August 1st) Collaboration Workshop for All (August 4th; 9:00 – 11:00 a.m.; required for principals and

1-2 teacher leaders)o Dakota Ridge High Schoolo Golden High Schoolo Lakewood High Schoolo Ralston Valley High School

L3 (8:30-4:30; Arvada West High School) All Leadership Meeting (September 6th; 8:30 a.m.; Board Room) Leading Student Achievement (September 12th & 14th) DAC/SAC Fall Update (September 27th; 5:30 p.m.; Board Room) All Leadership Meeting (October 3rd; 8:30 a.m.; Board Room) All Leadership Meeting (November 7th; 8:30 a.m.; Board Room) Leading Student Achievement (September 12th & 14th)

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Communication Services 1829 Denver West Drive, Bldg. 27, 4th Floor

Golden, CO 80401

303-982-6808

www.jeffcopublicschools.org

commsvcs@jeffco.k12.co.us

Communication Services Overview

Jeffco Public Schools Communication Services is dedicated to efficiently using resources to inform and

engage our students, parents, staff, and community in support of the Jeffco 2020 Vision.

The Jeffco Public Schools Communication Services team addresses four main areas: Public Information, Crisis

Communication, Engagement, and Marketing/Public Relations. The department is responsible for both

internal and external communications for the school district, and guiding employees and schools on

communication efforts.

New this year:

Websites – the new district site launched in April 2017. All schools will have new websites by start of school

August 2017. The new platform is SchoolMessenger Presence. The platform allows for more consistency and

numerous editors with different levels of access to allow for continuous improvement. Training applicable to

all staff working on school or district sites is offered throughout the year.

Mobile App – the previous app is no longer updated. Please download the new mobile app after July 31; it

is synced with the district and school websites.

E-newsletters – Messenger, Chalk Talk, and Key Communiqué will be moving to the Presence platform. The

emails will look a bit different and link to different digital sites.

Submission forms – we have instituted Google forms to submit items to the Messenger, Leadership Memo,

and Good News. This change will help us better track submissions and be accessible to all communications

staff members (instead of an individuals’ email).

Employee Connections – will be revised this school year. Fall will be the planning stage, the new platform

will launch in spring 2018.

Communication Services Staff

Main Office Number: 303-982-6808 https://sites.google.com/a/jeffcoschools.us/communications/home

Diana M. Wilson Chief Communications Officer

Email: diana.wilson@jeffco.k12.co.us

Phone: 303-982-6810

Mobile: 303-931-0833

Communication Specialists:

Tracie Apel Outreach & Engagement

Email: tracie.apel@jeffco.k12.co.us

Phone: 303-982-6831

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Cameron Bell Public Information & Media

Email: cameron.bell@jeffco.k12.co.us

Phone: 303-982-7920

Devan Crean Marketing & Publications

Email: devan.crean@jeffco.k12.co.us

Phone: 303-982-6833

Jack Maher Multimedia

Email: jack.maher@jeffco.k12.co.us

Phone: 303-982-6791

Dennis Pleuss High School Athletics & Activities

Email: dennis.pleuss@jeffco.k12.co.us

Phone: 303-982-6672

Tanya Wheeler-Berliner Digital

Email: tanya.wheelerberliner@jeffco.k12.co.us

Phone: 303-982-6882

Current Communications Tools

MULTIMEDIA

Videos, digital essays, and podcasts are the primary multimedia tools JPS Comm Servs uses to share JPS

stories and information. Find Jeffco Public Schools videos and photos on local Channel 8 on Comcast,

Facebook, Twitter, Instagram, and JPS-TV. Multimedia is also often used on the district website and

embedded in e-newsletters. Photos and videos are available for schools to use on their websites and social

media outlets.

PUBLICATIONS

Chalk Talk is an e-newsletter sent to parents via SchoolMessenger twice a month to share district news and

events. The e-newsletter is available in English, Spanish, and Russian. An archive of the parent newsletter is

available online. It is typically sent two Fridays a month.

Jeffco Public Schools Annual Report showcases the district’s achievements and accomplishments. The

annual report is published in February of each year in conjunction with the state-mandated accreditation

report. It is distributed via SchoolMessenger to families, staff, and other organization stakeholders and is

available on the district website.

Key Communiqué is a monthly e-newsletter sent to the district’s key communicators including business

leaders, community members, elected officials, and organizations. It features district news, budget

information, resources, events, and good news about Jeffco Public Schools.

The Leadership Memo is a weekly email publication sent to all administrators (principals, assistant principals,

department managers and supervisors, and principals’ secretaries) every Tuesday. It features brief updates

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on current district issues in a quick, easy-to-read format. Information is divided into instructional,

management, professional development and training, and announcements.

The Messenger is a weekly email publication for employees sent on Wednesdays during the school year. The

Messenger is also available to employees on the district’s internal website. It contains stories and news from

around the district, important information, and announcements.

DIGITAL

www.jeffcopublicschools.org is a comprehensive source of information about schools and departments. The

site includes current publications, news releases, job opportunities, a school directory, information on special

programs, easy access to JeffcoConnect, lunch menus, and more. District calendars of events and

searchable Board of Education policies are also available.

Facebook, YouTube (JPS-TV), Twitter, and Instagram accounts provide district and school news for the entire

community. This is also the fastest way for our community to get urgent announcements. In addition to the

main district accounts, there is also a Jeffco Athletics Facebook page and Twitter (@JeffcoAthletics)

account and numerous school, club, and department/division social media channels.

The JPS Mobile App may be downloaded for free at Apple iTunes or Google Play; the app features current

news, emergency alerts, and more. The mobile app syncs with the website for start of school 2017-18 so the

two will tie together more effectively.

Employee Connections is the internal online portal linking department and business unit information, web

applications, and news alerts. It provides one central source for employees to access job-related

information and resources. This site is scheduled for overhaul during the 2017-18 school year.

CHSAANow.com/Jeffco is a website launched in August 2016 to highlight JPS high school athletics stories.

The page works in conjunction with the Jeffco Athletics Facebook page and Twitter account.

OTHER

Media releases and alerts are issued by the JPS Comm Servs department when significant decisions, events,

or incidents occur. Releases are emailed to media and other interested stakeholders; if you would like to be

added to the list email commsvcs@jeffco.k12.co.us. Releases are also archived on the district website.

SchoolMessenger is a communication tool utilized by the district and individual schools to

email/text/robocall families.

Submission Deadlines & Publication Times

The Messenger – Submissions due Fridays at NOON for approximately 4 p.m. distribution on Wednesday.

Submit via the Google form on the guidelines page.

The Leadership Memo – Submissions due Mondays at 6p.m. for approximately noon distribution on Tuesday.

Submit via the Google form on the guidelines page.

Good News -- submissions accepted any time; will be published on any appropriate platform (Messenger,

Chalk Talk, social media, etc.). Submit via the Messenger Google form available on the guidelines page.

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PURCHASING

QUICK REFERENCE CHART

FY 2017-2018

Dollar Thresholds* Bid/Proposal/Quotation Award Authorization

Required Approvals

(Budgetary Expenditure Authorization and

Purchasing Authorization/Contract Execution)

$0 –

up to $3,500

• Competitive process is not required; a telephone,

email or facsimile quote may be utilized.

• Purchasing Card (preferred method); if p-card

cannot be used: voucher payment or school

purchase order (or petty cash per petty cash

policy). Refer to Purchasing Card Program

Cardholder Handbook for allowable p-card

purchases.

• Expenditures/purchases require approval by principal,

director, program manager or designee.

$3,500 –

up to $25,000

• Competitive process is not required; a telephone,

email or facsimile quote may be utilized.

• Requires requisition/purchase order or contract

except as noted in DJB, DJE and FEG.

• Federally funded purchases of $3,500 or greater

require a telephone, email or facsimile quote.

• Expenditures/requisitions require approval by principal,

director, program manager or designee.

• Purchase order/contract approved by purchasing agent.

• Purchasing agent may determine a quote process should be

utilized.

$25,000 –

up to $100,000

• Informal quote, facsimile quote, email quote or

electronic quote required (competitive quotes

from at least 3 vendors). Purchasing Agent will

work with department/school to get quotes.

• Requires requisition/purchase order or contract

except as noted in DJB, DJE and FEG.

• Federally funded purchases require formal

competitive sealed bid or request for

proposal.

• Expenditures/requisitions require approval by principal, director,

program manager or designee and executive director or

appropriate cabinet member.

• Purchase order/contract award with approval of director

of purchasing or designee.

$100,000 –

up to $250,000

• Formal competitive sealed bid or request for

proposal required.

• Requires requisition/purchase order or contract

except as noted in DJB, DJE and FEG.

• Federally funded purchases require formal

competitive sealed bid or request for

proposal.

• Expenditures/requisitions require appropriate approval by a

chief officer, superintendent or designee; purchase

order/contract award must be executed by the director of

purchasing and a chief officer or superintendent or

designee.

• Exception: Design/capital-related purchases/contracts/partial

payments must be approved by the executive director of facilities

and construction management or designee.

$250,000 –

up to $500,000

• Formal competitive sealed bid or request for

proposal required.

• Requires requisition/purchase order or contract

except as noted in DJB, DJE and FEG.

• Federally funded purchases require formal

competitive sealed bid or request for

proposal.

• Award of bids, proposals and/or contracts must be approved

by director of purchasing and a chief officer or superintendent;

purchase orders/contract awards must be executed by the

director of purchasing and a chief officer or superintendent

or designee.

• Exception: Capital-related programs/contracts/partial payments

must be approved by the chief operating officer or designee;

contract awards are governed by a separate policy, FEG.

$500,000 or greater • Formal competitive sealed bid or request for

proposal required.

• Requires purchase order or contract except as

noted in DJB, DJE and FEG.

• Federally funded purchases require formal

competitive sealed bid or request for

proposal.

• Award of bids, proposals and/or contracts must be approved

by Board of Education or designee.

rev. 7/7/2017Please contact the Purchasing Department with any questions.

*Per Policy DJB: Exemptions from Purchasing's Review — All purchases in excess of $3,500 per transaction must be processed through the purchasing department on a purchase

requisition or contract, as determined by purchasing procedures, except for: conferences, travel and mileage, lodging, meals, speakers, subscriptions, utilities and monthly phone and

cell phone expenses, professional or trade association memberships, camps, standardized test materials and scoring, postage and mailing charges, legal fees, insurance payments,

purchases for resale up to $25,000, fundraising up to $25,000, license fees or inspection fees fixed by federal/state/or local regulation, theatre or play royalty fees, and rental of public

recreation center or other public facilities for team practice (i.e. athletics).

Federally Funded Purchases — Shall be made in accordance with district purchasing policy and 2 C.F.R. Part 200 (UGG).

Prior to placing orders, please go to Employee Connections > Purchasing Department > Products and Services to determine if there is contract

pricing available:

Contact the Purchasing Department

Purchasing Department - Products and Services

Purchasing Department - Policy and Procedures

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2017-2018

Calendar Guidelines/Required Information

First/Last

Day of School

August 17, 2017

May 24, 2018

District Assigned

Non-Student

Contact Days

Teacher Work Days/No Students

August 10, 11, 14, 15, and 16 (August 14 District Wide PD)

January 4 and 5

May 30– teacher checkout

May 25, 29, and 30 (identified as make-up day in the event it is necessary to make-up

instructional time due to weather/emergency related closures.)

Trade Days

Trade days will not be approved; (i.e. having staff come a day early and trading out a staff

development day) all schools will follow the same calendar.

The lack of flexibility is designed to provide consistency for our community.

Emergency

Closure Make-Up

Dates

May 25, May 29, and May 30

Identified as make-up day in the event it is necessary to make-up instructional time due to

weather/emergency related closures.

Veteran’s Day It is an expectation that all schools do something to honor Veteran’s Day

Please send your celebration information to your Achievement Director.

Modified Contact

Days

High School Finals Make Up Day-December 20

This day counts as one modified contact day for seniors

K-8 Early Release Days

September 22

November 3

February 16

March 16

April 27

Schools cannot create any additional early release days.

Schools can identify four modified contact days for the 2017-2018 School Year:

Teachers must be working with students all day during these modified contact days.

The entire student body does not have to be present. For example, at the secondary level,

one grade level might come in for the day, or one grade level might attend in the morning

and another in the afternoon. In elementary schools, this schedule may be used for

assessment purposes.

Schools can choose where to put their 4 modified contact days. Be sure to include staff,

PTA/PTO, and accountability groups in making this decision. Please be careful about

placing modified contact days in such a way that it appears to parents that students have

multiple 4 day weeks in a row.

Parent/teacher conferences may be scheduled on either a modified contact day or an early

release day. If choosing to use an early release day for conferences, schools must still

plan for two hours of professional development time prior to conferences beginning.

On adjusted attendance days, attendance is taken for only students who are to report on

that date.

Schools can take one or more of their allocated modified contact days during the TCAP.

Schools must be certain that they have enough hours for students at each grade level to

meet the minimum hours required by the state.

For more information on determining their instructional hours, secondary schools should

consult the Secondary Instructional Hours Report Tasks and Deadlines document on the

Campus support page.

It is understood that senior high schools have some unique elements that will require some

flexibility

It is essential that high schools meet state audit requirements

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CMAS and

ACCESS for

ELLS

Expectations regarding the assessment testing windows

Schools can take one or more of their allocated modified contact days during state

assessment windows.

Consider allowing adequate time to complete assessments when scheduling student travel

State assessment dates have not yet been released by the state.

SAT/PSAT TBD

PSAT Test date TBD

May be counted as a modified contact day.

Induction New Teacher Induction – K-12

Attendance is mandatory

Elementary Level Teachers, August 7, 8, 9, Arvada West HS

Secondary Level Teachers , August 7, 8, 9, Arvada West HS

Religious Holidays School personnel are directed to follow the guidelines for scheduling set forth on the Religious

Holiday Scheduling Guidelines (These can be found on the Principal’s Website on Forms Due

2nd

Semester) Schools are directed by the Board not to schedule school events on the list of Primary Religious

Holidays (Example: Jewish high holidays of Rosh Hashanah and Yom Kippur)

Additional

Required

Calendar

Information

The following information is required from all schools

Registration dates and times

Back to School /Curriculum Night dates and times

Additional modified contact days

Graduation date, location, and time

Submitting Please complete the Required Calendar Information by May 26, 2017.

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Talking Points - Meals/Refreshment Purchases July 2017

Schools and departments should remain diligent in their management of district funds. Charges for meals and/or refreshments should be kept to a minimum. District funds should not be expended for meals/refreshments other than in the following situations:

1. Meals/refreshments are allowed for students involved in school activities (i.e. academicachievement, incentives for testing, positive behavior, etc.)

2. Meals/refreshments served to parents and/or students for parental involvementactivities at the school (i.e. Title I-A Grant parent involvement set-aside, etc.)

3. Meals/refreshments for students paid with funds from various campus activity fundprograms if the contributors were made aware that a portion of the fundraising activity ordonation could be used for meals or refreshments.

4. Meals/refreshments for staff activities paid with funds from a faculty program within thecampus activity fund (i.e. funds from the staff lounge vending machine, monies receivedas donations with conditions that allow the purchase of food for staff).

5. Reimbursement to staff for meals/refreshments due to district approved travel. Seedistrict policy DKC for details.

6. Meals/refreshments provided to non-employee volunteers helping with school relatedactivities (i.e. field day or registration assistance).

7. Meals/refreshments provided for outside committees whose work supports the district(e.g. Financial Oversight Committee, Audit Committee, or District AccountabilityCommittee, etc.).

8. Meals/refreshments provided for new-hire interview committees when parents or othercitizens are part of the interview team.

9. Meals/refreshments may be provided for staff using general fund dollars on an occasionalbasis. The purchase must be pre-approved by the Superintendent or the specificCabinet member responsible for the department or school.

Even when allowed, the cost for meals and refreshments should be kept to a minimum. All detailed expenditures, including food purchases are subject to public scrutiny via the District Financial Transparency website. In support of public transparency, all transaction descriptions should be clear and specific. Descriptions for any food purchases should state the purpose of the purchase (i.e. food for parent meeting, student activity, volunteers, etc.) Remember, a detailed itemized receipt is required for food purchases in addition to the payment receipt.

Throughout the school year, including start of school and/or holiday celebrations, please keep in mind the appropriateness and sensitivities surrounding food purchases.

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