OG/SS May 2011 ES Agenda—3 hours

Please read the agenda, along with each of its links (all links available in ES Handbook for future reference) before your ES Group meeting and take any questions with you to the meeting. The agenda quiz must be completed in your ES WEBfiles BEFORE attending your ES meeting! This agenda has been posted 5/4/2011 and the agenda quiz is due 5/16/2011.

 

Please note that if you must miss your ES meeting, you should inform your Area Facilitator and ES Advisor and make arrangements with another AF to attend another meeting that month. (All meeting times and dates are posted in the ES handbook along with AF e-mail addresses and meeting date, time, and location). Your AF is listed in ES Webfiles on the ES Welcome page. If you miss the meeting altogether, you will be reminded of your responsibility to attend and will be held responsible for the information given at the meeting. If you miss another meeting, it will become a discipline issue and may result in a drop in your student load. We do not believe that you can effectively serve your students if you miss critical information about the school and your job. Thank you for making these meetings a priority as you schedule your time for this school year!  The ES Support Department.

 

1) Dates to Remember and Dated Duties

a) Friday, May 20, 2011: Last Day of School for students! (Coming quickly!)

 

b) Payroll Snapshots & remaining pay dates

·         May 18, 2011

·         June 16, 2011 --Final reconciliation

 

c) Final Paycheck dates for 2011 school year (12 paychecks total for ESs employed all school year)

·         June 30, 2011 (11th paycheck and 1st of final reconciliation checks)

·         July 31, 2011 (12th paycheck and 2nd of final reconciliation checks)

 

d) Reminder Dates for Graduation. (If you are behind, catch up now!!)

·         Exit Scantron: Don't forget to administer the SCANTRON test to each of your graduates (all will have a minimum of 1 test, and possibly 2 or 3—following the new rules for the exit Scantron) and for those HS students taking their final, highest math or English course. See new Fact Sheet for help. Be sure to emphasize the critical importance to the school that each graduate take their final Scantron assessment very seriously and do their very best job.  Our school will be judged on their results.

·         Materials: Remember to e-mail your advisor after your last meeting with the student to report whether or not the grad has any missing materials, then follow through and mark the missing materials in FRED!! The office will not print a diploma for a student if we do not have confirmation that they have turned all school materials in.

·         May 20, 2011: Email advisor with names of any potential 2nd semester graduates who did not make it, change expected grad date in ES Webfiles. Email any update on missing materials (after entering them into FRED).

·         ESs are welcome and strongly encouraged to attend graduation, especially if you have a graduate!

ü  OGCS Graduation: Saturday, May 14 at 10:30 am for 8th grade and Noon for 12th grade at Ocean Grove's Resource Center site, 16900 North Highway 9, Boulder Creek, California.

ü  SSCS Graduation: Saturday, May 21: Time:  12th grade 10:45; 8th  12:30.  Place: E.V. Cain Middle School large gym, 150 PALM AVENUE, Auburn, CA 95603.

 

e) April 29, 2011: Was the last date to order from IF using 2011 IF, do a transfer of IF, or create a CP. All orders must now use session "12".

 

f) May 10 and 11 CAHSEE Make-ups for 10th graders who missed the Feb test (REQUIRED!) and any 11th/12th graders who still need to pass a section or two, and are qualified to attend.

 

g) ES Checkout 2011: Plan now to “check out” sometime between May 20 and June 6. Until you are officially “checked out” by your Advisor, we will expect that you are still available daily by cellphone and email, and available to meet with new prospective students. Remember to  wait to print out your final copy of your ES Checkout forms from ES Webfiles as documents received by the office will be automatically checked off for you on the FRED list.  But, you will want to print a preliminary copy for you to use now from Webfiles by going to View/ES Detail and selecting the yellow “print ES Checkout” button on the lower left side of the general tab.

 

h) Summer School Dates (SSCS Only):

ü  May 13 – deadline for student summer school application forms (email Teri Alves for exceptions as needed)

ü  May 31th – 1st day of Summer School

ü  June 27th – Last day of Summer School

ü  June 28 & 29th – SSCS Summer School portfolios meeting with Teri in Placerville

ü  July 26 & 27, 2011 –CAHSEE administration for summer school students only!

 

i) Save this 2011/12 date! Plan now for a required All ES all day training meeting on:  SSCS: Monday, August 22, 2011; OGCS: Tuesday, August 16, 2011.  Details to come by email.  Let your advisor know ASAP if you will need to attend the training day at the other school, so that your materials can be sent to the right place for you.

 

j) HQT SME timelines: May 20, 2011, for all ESS with students enrolled in SME courses, this is the final date to send to your SMEs all supporting documentation requested. Please mail as early as possible!! Allow a week for grades/credits to be returned to you for entry.  You must keep the SME’s grade info in your student’s file!  

 

k) August 15, 2011: All returning ESs are expected to return to work (be available by phone and e-mail) by August 15th. Contact your advisor if you experience extenuating circumstances. All enrolled students need to have been provided with all necessary educational materials by this date so that they can begin school. It would be helpful, but not mandatory, if you would occasionally check your e-mail starting August 1, as that is when your advisor will be returning to their regular work schedules.

 

l) October 24-26, 2011: IEM Conference.  Save the date—more details to come.

 

2) Things to Do

a) Surveys: We need every ES to please complete the school survey for ESs and a survey for their ES Advisor from your school’s ES protected page. (Contact your advisor if you have forgotten how to access this page). These 2 surveys are required for ES Checkout and are very helpful to us as we plan for next school year.  We want your input!! If you have a “good idea”, but it will take more space to explain than is on the survey, email your ideas directly to Janet at jmarsh@ieminc.org. There will also be some additional surveys you may be asked to complete as the school prepares for WASC coming up again.  Please complete every survey you are asked to complete in a most thoughtful manner.  Thanks!

 

b) 2012 Student Agreements: Please mail in your 2012 Student Agreements as soon as they are completed (printed from Webfiles with courses listed for high school students)and prior to ES Checkout.  Remember the box to check if the student is being retained (and complete an additional K retention form if they are being retained in K)! Use the 2012 grade level chart and do not allow anyone to be enrolled in a grade level that is ahead of their age/grade--it is the ESs responsibility to ensure the students are enrolled in the correct grade level! Review the K-8 Grade Placement Policy (http://www.sscs.cc/Handbook/studentenrollment/k8gradepl.htm) and the High School Grade Placement Policy (http://www.sscs.cc/Handbook/highschool/hsgradeplcmt.htm) for details. You will see your Fall SAs that are entered by going to: View/Students, Active/Notices tab and checking the “SA 11” space.  These will also be tracked on your ES Checkout in Webfiles. Please do not call or email the office about these, as they are swamped this time of the year, and cannot take time out to look to see if yours have arrived! 

 

c) Adult Students for Fall 2012: Just a reminder that adult students (those who have turned 19 on or prior to May 20, 2011) who are expecting to return for Fall 2012 MUST have earned at least 5 credits per 20 days of enrollment. All other 19 year olds will no longer be eligible for enrollment in a regular high school and by law

must be dropped effective May 20, 2011. Adult student policy is posted at: http://www.sscs.cc/Handbook/highschool/adultpol.htm. If you have an individual question about a student, email your Advisor. Do inform your adult students early so there are no surprises!

 

d) 2012 School Calendar: Remember to give one to your families for next year at your last LR meeting if you have not yet done so, remind them of the first day of school in August, and tell them that you will be on vacation over the summer, then back refreshed to serve them again next Fall. OGCS  SSCS

 

e) ES Checkout Please read carefully through the ES Checkout Procedures (http://www.sscs.cc/Handbook/esjob/escheckout.htm). Print a Webfiles Checkout form to use as a guide to get you through the Checkout process. Go to the ES Protected page, video page, and review the ES Checkout Webex training, and attend a live Webex ES Checkout session (See 4A below for details) to have all of your questions answered and be walked through the process (required for all ESs new this school year!).

When Checkout is complete and approved by your advisor, you must mail in to the IEM office:

1) The signed 2 page ES Checkout form with your ES Approval checked and dated on the printout.

2) Your signed ES evaluation (if this was not your first year as an ES) if not already returned (signature page ONLY—keep the rest).

3) If applicable, resignation letter (can be emailed to Janet at jmarsh@ieminc.org) and all school property returned to your ES Advisor. Work with your advisor on your resignation timing.

4) ES School and Advisor surveys confirmation emails (2 surveys, 2 email confirmations)

 

f) PG Certificate: Print out a copy of your PG certificate for this school year to keep if you would like a copy by going to View/ES Detail ES Training Tracker tab, PG tab on that page, then use the button entitled: Print PG Certificate. This needs to be done prior to ES Checkout. (It may not be available later if you do not print it now.)

 

g) Report Cards/Transcripts:

·         Reminder that report cards for all 9th to 12th grade students and for all K-8th grade students who requested a report card on their SA are due prior to ES Checkout. Refer to the Report Card policies at: http://www.sscs.cc/Handbook/repcardtrans/indexssog.htm .

·         Refer to transcript info at: http://www.sscs.cc/Handbook/carnegie/transcripts.htm. It is your responsibility to provide your students their report cards that have been requested prior to checkout. The office DOES NOT mail out report cards, but only sends out the official transcripts (you may NOT provide those), which parents/adult students need to request for themselves by completing the Transcript Request form: http://www.sscs.cc/genericforms/TranscriptRequestForm.pdf.

·         If you are reviewing high school transcripts from other public high schools and need to call about course title names and what specific requirements they meet for coding purposes, please make sure that you email your advisor so they may add this information on the google document course title page.

·         Remember that many of the local public high school courses are currently listed on this google docs page so in reviewing this page first might save you time before actually contacting the existing public high school.  It is your responsibility to know what a course is before you code it! If you need help, contact your advisor. (If you are not currently on this google document page please email Tracy Edwards (tedwards@ieminc.org ) stating that you would like to be on this google document.)

 

h) Stipend reimbursements/Timesheets: Any of these extra forms you may have to submit for 2011 must be sent to the office by ES Checkout. This includes those who have worked as SMEs, taken CSETs, taught extra CP classes, were approved for reimbursement for additional duties or travel that is paid on a form, not in your regular check. (This does not pertain to just the regular ES job duties or stipend positions paid automatically each month).

 

i) PO Receipts: Remember to mail in any PO receipts (if you received a check for GEAs, EAs, for materials you picked up, etc) you still have in your possession to “IEM, Accounting Department, 4535 Missouri Flat Road, Ste. 1A, Placerville, CA  95667”. These are a critical component to the school audit that will occur this summer.

 

j) Educational Activity Checks: If you have given your families an EA school check, and they have not yet used it by the last day of school, you must collect it and mail to “IEM, Accounting Department, 4535 Missouri Flat Road, Ste. 1A, Placerville, CA  95667” with the PO number. School checks MAY NOT be used over the summer, even if they are enrolled in summer school! All checks must be accounted for prior to our school audit.

 

k) Summer Reminders:

-Summer Grads (SSCS Only): Regular ESs will need to collect all materials from their Summer “Grads” leaving the school after summer school is over, except those materials which will be used for summer school, which the summer school ES will collect. Please communicate about any materials still in the student’s possession. The regular ES needs to submit the missing materials slips for any other items that were not returned, except for the summer school materials.

-Summer School Report Cards (SSCS Only): Remember, when registering your current students for summer school (SS), after completing the SS request form, you will need to create a high school summer school report card in ES WEBfiles. Be sure to select semester 3/year 2011, and the courses that the student needs to take in summer school according to the summer school policy.  Also include the number of credits (for HS) the student is attempting for each course. Do not add the grades at this time--the summer school ES will complete the grades at the end of summer school. After this is done, the summer school ES can then completed the SA for summer school.

-Summer prospectives (All ESs): As a part of your ES Checkout, you will need to enter your summer availability into ES Webfiles. DO NOT EMAIL THE OFFICE, but instead go to View/ES Detail and enter your summer availability in the space using the drop down choices. The office will only assign students to ESs that will be able to meet with them without delay according to the initial student assignment policy.

-Scantron for new enrollees: Be sure to schedule your Scantron tests for early in the school year for all new enrollees you enroll over the summer, as these need to be completed within 30 school days of their first day of school. But, you cannot test until after the first day of school in August! Continuing students need to test according to the testing window on the school calendar.

-Summer drops: If any students drop during the summer, remember to submit a Webfiles drop ASAP, to free up your space for a new student. If you have POs placed for them, they are NOT automatically cancelled, so be sure to submit a PO inquiry to have the orders canceled. If the orders have already arrived, make arrangements to “sell” them to another family or ES, or return them. Use your ES group to network about this! Be sure to select the correct drop code.  Do not use a drop out code if any other option is available to use. Consult the advisor on duty if you have a questions on this.

-Fall Orders: Remember that any items that you have ordered for families for the Fall (using session 12), will be arriving during the summer, as POs will be sent out from the office to their vendors on July 1. If you are going to be away from your home, make sure that you have someone collecting your mail. Please mark items in as received right away so that we can pay the vendors!

-Summer School alternative for all schools: Your advanced high school students may earn summer school credits in both OG and SS schools if they enroll in a local community college for a summer course, then provide the Guidance office a transcript for those courses. We will give high school credit for work completed during the summer, as long as they earned a “C” or better.  The students do not officially enroll with us for summer school, do not work with their regular ES, do not provide us with work samples, we do not pay for any materials for these courses, but only registers at the college, takes the college course and then send the Guidance Counselor their final college transcript.

-Can we access our email from the internet while on vacation?  Yes, remember you can access Outlook Exchange over the internet anywhere! (https://exchange.ieminc.org/owa/auth/logon.aspx)

 

l) 2012 Paperwork Timetable: Please use this attachment when setting up your schedule for next school year!

 

m) General Info Sheet: The General Info sheet (printed from ES Webfiles) will not have updated information until August. Plan to give it to your families at your first meeting of the year with them, but do not print it out until after August 15.

 

n) Summer ISP family accounts—If one of your families has internet access provided by the school, please carefully read the section of this handbook document entitled: ISP For Summer Service at http://www.sscs.cc/Handbook/computerrel/stucomputers/ISPforstu.htm .  The family account must have money remaining from 2011 IF to cover internet access over the summer, or you must email ISP@ieminc.org to cancel the account.  Also please email and cancel any accounts for those dropping from the school by May 20, 2011.

 

o) For those who have passed CSETS, what you can add to a credential if you wish:

http://www.ctc.ca.gov/credentials/leaflets/cl621a.pdf .  This does not apply to VPSS courses, only CSETS.

 

3) Training Items

a) Grad packet form for “completion”. Remember that your students who are choosing to leave the school who have completed the school graduation requirements, but have not passed one or both sections of the CAHSEE have another form to complete in addition to the regular diploma forms.  We will issue a “School Certificate” in lieu of a diploma for those choosing that option on the School Certificate Selection Agreement Statement. For 2011, any Special Ed students who attempted the CAHSEE at least one time, but did not pass, will receive a diploma. (This will be checked by the office when your grad packet is received and before the diploma is printed.) When submitting your Webfiles drop for graduates, enter all required information, but do not check “done”.  Those will be done by the office upon approval of your grad packet.

 

b) Paycheck info:

-The paychecks for the 2012 school year will start on August 31, and will be based on your active student count as of approximately August 17. Pay for SS and OG is spread over 12 months, which means you WILL still receive paychecks for 2011 school year on June 30 and July 31 (assuming you have checked out). Reminder: Most stipends run for 10 months only!  See you payroll snapshot for details. For further information on how to read a school paystub, go to http://www.sscs.cc/Handbook/esjob/calcespay.htm .  A sample paystub is linked to the top of the document and is referred to in the explanation. Please direct questions on this to Janet Marsh only, not to “payroll”.

 

c) IEM Conference Q & A:

Looks for an emailed invitation to the Required IEM Conference Oct 24 to 26, 2011 in Sacramento, CA for all IEM schools next Fall. This will come directly from IEM.  In the meantime, I have passed on your questions and here are the answers I have received:

·         Is the conference required?  Yes.  For a waiver from this required conference due to a special circumstance, contact your school director (Janet Marsh).

·         Where did we get the money to have the conference? Randy Gaschler has been saving IEM money for years now to be able to have this conference for all IEM schools.

·         Will babysitting be provided? No, IEM cannot provide babysitting services or cover babysitting costs.

·         Will the IEM office be open during the conference?  No, the office will be closed with all staff attending the conference.

·         Will hotel rooms be provided, even for local ESs?  Yes.  All ESs who wish to have a room will be able to stay at the conference hotel courtesy of IEM.  Rooms will be double occupancy.  ESs can request their roommate or request a single room (up to hotel availability) but will have to pay the cost difference for that upgrade. 

·         Will mileage be paid for everyone to attend?  Yes.  ESs at long distance and close by will all receive mileage to attend.

·         I live local.  Can I stay at home and just attend during the day?  Yes.  Mileage will be paid.

·         What will happen at the conference?  More details about this will be in your official invitation.  It will be a celebration of IEM’s successes, keynote speakers, and choice break-out sessions of interest to all IEM schools.

 

d) “Revised” Rollsheets: A refresher for you as you are cleaning up any rollsheets that have errors for this school year:

·         An "original" rollsheet is that initial rollsheet, completed with the family at the learning record meeting, signed by the ES, and submitted to the office. It is recommended that 2 "originals" are always done at the LR meeting--save one for your file in case the first original is lost. These originals must be exactly the same to meet the criteria of an "original" document for audit purposes. Our auditor allows a “recreated original”, but it must be exactly the same as the original “original” in every mark.  Be sure to make a copy so that you can be sure it is exactly the same.

·         The original rollsheets will always bear the signature date of this LR meeting and this date should match the last attendance day covered by that attendance period, or be prior to the next school calendar date after the last date on the rollsheet (if the meeting occurs over a weekend or school holiday period).

·         A "revised" rollsheet is one that is created to correct an error on an "original" rollsheet. Though it is also completed in the presence of the family in blue pen-and-ink, it will differ from an original in 3 important ways:

ü  It will have the "Revised" box checked.

ü  It will be different than an original rollsheet in some relevant way (it's fixing an error, remember?).

ü  It will NOT have the same date as an "original" (the "Revised" rollsheet date will always have a later date).

ü  It wouldn't make sense to submit a 2nd "original" with errors and a "revision" at the same time).

 

e) Student Drops/Transfers:

-(http://www.sscs.cc/Handbook/transferdrops/transferiem.htm) When a student drops, please use the transfer/drop checklist printed from ES Webfiles View/Parents detail link/ES Forms tab. Also be sure that all paperwork, rollsheets, and learning records are completed up through the drop date. 

-Every student you currently serve must have either a Fall 2012 SA sent in, or a drop form submitted (with all materials returned if no students in the family remain enrolled) before you Check out. 

-You do not need to complete the drop checklist for those dropping over the summer, but do need to complete the transfer checklist if your student will be transferring after the last day of school. (Remember, transfers can be current ES initiated, or parent initiated, but never initiated by an ES who does not currently serve the student.)

-Remember to now enter your requested planned transfers in ES Webfiles yourself (see info in March agenda)--do not email Cindy. You may enter those planned transfers at any time during the summer when you find you will have too many student and need to request a transfer. Do include your advisor if you and another ES intend to “trade” students.  Your advisor is the one who will notify Cindy of this trade.

-Planned Transfer reminders:  Do not pass files off to another ES until the official transfer has been done in FRED in July and both ESs have received the transfer email.  Parent requests (if the ES has space) have priority, and transfers may not be able to be done the way you have requested, if the parent has made a different request. The best time to transfer off files in at the All ES meeting in August, unless the receiving ES needs information earlier and you are working.

-Resigning ESs are not responsible to select new ESs for their students to transfer to when they leave.  The parents may send in a Request for Change of ES, or the office will reassign those students based on ES seniority.

 

f) Summer Availability:  Prior to ES checkout, enter your Summer Availability in FRED for office staff usage.

1. In ES View, go to ES Detail

2. Click to the new Summer Avail tab

3. You can see the three options that are available to the ES to select

4. If the ES selects "Available All Summer EXCEPT These Dates" then they can enter the dates to the right 

5. If the ES selects either of the other options, the exception dates will automatically clear out (They might not actually automatically clear out for another day or two until another maintenance time happens in FRED)

6. The entries the ES makes in these fields, will automatically and immediately be displayed for Student Services in their Summer Availability Notes field. (This will begin automatically happening in another day or two when another maintenance time happens in FRED)

7. You may change and update your dates listed at any time!

 

g) Product POs:

This document has been updated: Criteria for Materials That Can Be Purchased with Instructional Funds.  Please read carefully before you meeting and bring any questions.  You will do a group activity together using this document.

 

h) Life Skills Growth Area:

·         Review the document at http://www.sscs.cc/Handbook/highschool/Life%20Skills%20Electives%20(portrait).pdf.  This document lists the courses that may be documented under the life skills growth area section of the LR and submitted as portfolio samples.  Next year we will be checking closely to see that the life skills area is limited to these courses and areas of study (k to 12th grades), as this is a charter issue for our school. 

·         Family Studies course: (link) This is a 5 unit course you may use for the course name “Family Studies” for HS credit with your students.  Feel free to modify as appropriate. (Note: Washing the dishes and cleaning house weekly does not constitute a 5 credit course in Family Studies.)

 

4) Messages from School Departments

A) ES SUPPORT

-AF groups for Fall: Yes, there may be changes to your AF group for Fall.  You will receive info on your new group at the August All ES meeting. Please be flexible, as things change when we hire new ESs, lose ESs and add groups.

-Advisor for Fall 2012: Yes, your advisor may change at some point over the summer.  You can check for your Fall Advisor assignment on the welcome page in Webfiles after July 1.

-Advisor on duty for summer: There will be an advisor on duty all summer to help you with any questions you may have. If you need help between June 13 and August 1, 2011, email (eshelp@ieminc.org) and ask your questions, or request a phone call (provide preferred number for callback).

-Student List changes: Transfers to you that have been planned will not occur until July.  Do keep your Planned List in ES Webfiles current over the summer with requested transfers, and expected students so that you will have the full load you desire on the first day of school. Remember, that a planned transfer request is only a request and you must continue to serve that student until you have received an email from Student Assignments that a transfer has been done. Send an email to the ES who is receiving your transfers to determine when and how the student file will be exchanged.  We recommend the All ES meeting to do this, if it can wait.

-Zip Code Changes: ESs who have worked with our school for over a year (under a year, no changes) may request zip code changes by sending their new list of zip codes to Karen at kcreason@ieminc.org. You must keep all the zip codes of your current students on your list, unless  you have marked those students as "Planned Transfers".

-Upcoming PG Webexs:

ü  ES Checkout with Shauna: CHECK ME OUT!  How to make the Checkout process go smoothly so you can enjoy your summer vacation!

 Come learn about the checkout process:

 *   WHAT to do to start your checkout early so that you can be done early!

*   WHERE to find all the items in webfiles for checking out

*   HOW to checkout: what paperwork needs to be done, what things need to be completed.

 *   WHY we must go through the checkout process

*   WHEN you need to finish checkout

*   Q & A - I will do my best to leave time to answer all your questions about checkout.

Friday, May 6th from 8pm to 9pm – special evening session!

Saturday, May 7th from 11am to 12pm – special weekend session!

Wednesday, May 11th from 3pm to 4pm

These will be one-hour sessions for those who ESs who have never checked out and for those would like a refresher course.  Attendance will qualify for 1 hour of professional growth upon completion of the session and a written summary of three things that you learned in two to three paragraphs.  This may be your last opportunity to earn PG hours! Please RSVP to shanderson@ieminc.org with your name and the date of the session you would like to attend. Once I receive your RSVP, you will get a WebEx invitation on how to join the meeting online from the comfort of your home.

ü  Advisor Webex with Noah: June 16, 3:00pm.  Topic: "Working With Parents to build up a loyal caseload" & general Q & A as you prepare for Fall.

ü  Advisor New ES Workday with Tracy:

Tuesday, June 14th Webex 9:00-12:00.  Open for the entire session or part of the session.  Topics covered:  Focus “New ES” training to start the new school year off.  POs, LRs, Parent Accounts, Report Cards.

ü  Advisor Webex with Valorie:

Thursday, June 16 WebEx 9 a.m. - 12 noon.  This is a general ES training session designed to support those ESs who are wanting to feel better prepared for the upcoming school year before they officially take off for summer break.   If interested in participating in this session, please, be sure to contact me so we can set up an "appointment" and you can let me know if there are specific topics of discussion that would best support your needs/ questions.  My contact information is:  vkirjola@ieminc.org   530-308-2062

ü  Advisor Webex with Gail:

1.Tuesday, July 19 WebEx  9:00 – 10:30 Topics covered: Open to your questions.

2. Thursday, July 21 WebEx 1:00 – 2:30 Topics covered: Open to your questions.

-Upcoming Advisor in person Workdays: Feel free to attend ANY session that will work for you over the summer to start out better prepared for Fall. Get a jump on your 2012 PG Hours!

ü  Advisor Work Day at Barb's House: JULY 28TH FROM 1PM-4PM – San Jose. This is not a drop in session, and will start/end on time:

1.     How I set up my pc for organization – email, parent info, favorites, etc.

2.     See how I calendar my schedule to enter PO’s, learning records, print rollsheets, etc.

3.     See how I pre-print as much as possible in August, and how I organize it

4.     Tools and emails that I like to use

5.     Lots of time for Q&A and networking

6.     I will provide snacks! 

Please RSVP directly to me:  bmastman@ieminc.org

ü  Advisor Workday at Maya’s home: June 10th from 10:30-1:00

We will discuss the following:

*How to Organize Your Family Files

*How to Set Up Your Meeting Dates with Your Families for an Entire Semester

*Collecting/Organizing a Student File (High School)

*Materials Database Review

*Additional Question/Answer session

Please RSVP directly to me:  mmyers@ieminc.org

ü  Advisor Workday at Ineke’s home: Wednesday, June 15th, 2011 11am – 2pm

TOPICS: 

*How to Organize Your Family Files and a semester’s meeting schedule

*Tips for working with your non-traditional families to collect good work samples

*Collecting/Organizing a HS Student File

*Additional Question/Answer session

You must RSVP directly to me if you plan to attend at iboscarino@ieminc.org .  Light refreshments will be served!

ü  Advisor Workday at Valorie's House:Thursday, June 16, 1:30 - 4 p.m. Valorie's house.  This is a drop in session.  Topics of discussion will be addressed on a first-come, first-served basis.  Please, email me topics you would like to have covered.  Snacks will be provided! My contact information:  vkirjola@ieminc.org   530-308-2062.

 

B) IT:

-Student Grade levels: When completing SAs for Fall 2011, pay close attention to the grade levels listed in RED on your View/students list. Students not in their grade level by age according to the grade level chart are red, and must be corrected for Fall, unless you have prior approval from Janet Marsh for the red grade level.  It is appropriate for high schoolers with less credits than normal to be LOWER than they would be by age; these will be grey numbers—those are OK.  It is NEVER appropriate for ANY student to be above their age grade level.  Contact your advisor for help as needed. For HS students who enrolled in the spring, check their transcripts which should not be posted in FRED to determine if a grade level change is needed. (Grade level colors will change to the new school year’s colors after the Database rollover on July 1, 2011.)

- Update Alerts Button: After you do a lot of data entry, you can go to View/Students Active Tab, Notices tab and click on the Update Alerts button and your work will show up in various report locations as done.  Otherwise, this happens overnight in the nightly update script. It is helpful as we approach checkout to be able to update when you want to update.

 

C) ASSESSMENT

·         CAHSEE- The May CAHSEE is coming up on Tuesday the 10th & Wednesday the 11th.  Tuesday is for the ELA portion only and Wednesday is for the Math portion only.  All 10th grade students were supposed to take the CAHSEE during the February administration.  If they were not able to attend, make sure that they get to the May CAHSEE or be ready to test them yourself.  Remember, their results affect our school report card, which could affect school funding.  Also, it has been proven that the students that take the CAHSEE in 10th grade, on average, pass it more often than those who wait!  12th graders who have not passed and 11th graders who have not passed or taken it twice this year must also attend.

·         If a student cannot attend their assigned site, please e-mail the assessment department right away.  Check the assessment page on our school web-site for more CAHSEE information and the most current testing site information:  http://www.ieminc.org/Assessment/index.htm#CAHSEE.  Also, make sure to print out your CAHSEE letter and give one to each of your students that need to take it.

·         STAR- Thank you all for your hard work this year! We are looking forward to receiving our scores in August from the state.  Once they come in, we will upload them into FRED and mail them to the families.  There will be assessment rewards this year ONLY for those students who score a “Proficient” or above level on their STAR test.  The rewards will be given out in the fall to those students still enrolled with us.  In addition to scoring a “proficient” or above level, 10th graders must have attended their February CAHSEE test in order to earn their reward!

·         SCANTRON- SCANTRON testing is available any time for your students.  Feel free to have your students take an end of the year SCANTRON test if you like.  This is a great assessment to see their growth for this year. 

 

D) (SSCS only) EL Program Update:

·         This school year has proven to be quite a challenge in meeting the needs of our EL population. The CELDT process took longer than we had hope it would have, which then delayed the start of the weekly tutoring. Even with the wide geographical area and many hours dedicated to driving, two part time EL tutors were able to work with just 48 students from November through the end of the school year. Rosetta Stone Online has been rather successful for those students who have used it the 5 hours per week as requested. However, more must be done.

·         Our Title III LEA Performance Goal 2 states:  "All limited-English-proficient students will become proficient in English and reach high academic standards, at a minimum attaining proficiency or better in reading/language arts and mathematics...We assign an individual tutor with 1-3 hours of tutoring per week for each student."   Yes, "each student". Within the constraints of economic cutbacks, we have to get creative and try something different to meet the needs of our EL population which continues to grow at a rapid rate.

·         In order to meet the needs of ALL of our EL students we will be rolling out a new virtual program in conjunction with our tutoring program in August, which you will learn more about at the All ES Training. We have shared this idea with many parents, and they are excited about the idea of being able to get the assistance while maintaining the independent study atmosphere. We will also be establishing an ELAC (English Learner Advisory Committee) which will meet virtually and in person throughout the school year.

·         What you all need to know at this moment is that your cooperation with the CELDTing process is critical. We will be hosting a week long CELDT testing days at libraries throughout the Sacramento area these dates: 8/16, 17, 18, 23, 25 (locations and times will be sent out via listerve prior to the end of this school year as well as a sign-up list.) We need for the students to attend. We encourage you to also consider the idea of coming to the library, assisting in the proctoring, and then as they finish you could perhaps administer the SCANTRON. The families would get their assessments all taken care of, we could use both scores to quickly place our EL students into the correct level for tutoring purposes, any specific intervention curriculum needed would be ordered, and we would set ourselves up for a successful start, just in time for the CAHSEE in early October. As always, any questions please contact Nancy Thomas at nthomas@ieminc.org or Alison Garcia at agarcia@ieminc.org.

 

E) GUIDANCE

-Summer Work Permits: Students 14-17 years of age need to obtain a work permit if they obtain a job over the summer!  Please review the “Work Permit Instructions for ESs” on the ES protected page (in the ES Handbook, under High School, click on Work Permits).  Also note that All Work Permits processed either during Summer or during this School Year, will expire on 8/22/11 and will need to be renewed at that time if the student continues to work.

-Honoring our students special achievements:  We would like to include information in our school newsletter about any of your students who have received special scholarships or honors.  If you have students who you would like to have recognized in this way, please, let us know.   In order to include that information in the newsletter, we must have written parental permission (An “Authorization for the Release/ Publication of Student Information” form is available in the ES Forms area of our website-- OG/ SS).

-Summer School – We still have a few opening for students interested in attending summer school.   To qualify for summer school, the student needs to be in 10th, 11th or 12th, be behind in credits and/or have failed the CAHSEE.   If you have a student who does qualify for summer school, please encourage them to take summer school.  If they decide to attend the summer session, have them complete the Summer School Application and mail or fax it to the Broadway office ASAP (530-626-8201, 1166 Broadway, Suite Q, Placerville, CA  95667.)   If you have a student who does not qualify for summer school, but wishes to get ahead by taking summer courses, encourage that student to take a community college course during the summer session.  Those community college summer school credits can be transferred to the student’s high school transcript. 

-Rosetta Stone-Please plan ahead for the school year 2012, and enter your student in a Rosetta Stone language course before checking out this year.  GEA Rosetta Stone number for South Sutter is: 21809.  GEA Rosetta Stone number for Ocean Grove is:  21810.  You must sign up by August 1st, 2011 in order to have the students start on August 15th. If your student is already enrolled in Rosetta Stone, their classes are accessible all throughout the summer. Contact Kirstine Larsen, at iemtraining3@ieminc.org or guidance@ieminc.org if you need any information about this program.

-Concurrent Enrollment – Try and have your families sign a concurrent enrollment form for the Community Colleges EARLY and try and get this accomplished before school is completed.  We had many frustrated parents last year because Teri Alves is out of town training in Ocean Grove, then in South Sutter for two-three days during August and there are MANY schools requiring the Concurrent Forms during this time.  Guidance doesn’t have access to a fax machine and printer during this training time.

-Current 9th, 10th and 11th graders- PLEASE have current 9th graders and 10th and 11th graders who haven’t passed the CAHSEE complete CAHSEE preparation over the summer.  While this can’t be a mandatory assignment, you may want to strongly suggest the importance of passing this test. This will give the student and parents an opportunity to have questions ready for their teachers when they return to school in August.  We also have a CAHSEE preparation page under Guidance on our webpage:  http://www.sscs.cc/Guidance/CAHSEEPREPLINKPAGE.htm Please show your families this resource as it could very valuable for our test scores for the November CAHSEE.

 

F) CURRICULUM

·         OBTAINING ORDERING AND PRICING for ONLINE COURSE VENDORS:

Go to the Online Ordering and Pricing Vendor link, http://www.ieminc.org/handbook/curriculum/vendor/vendor_info_index.dwt , and read the ordering and pricing information for that vendor.

Read the PO Notes before ordering.  Sometimes we have to put information in there that the vendor does not want on the ‘public view’ website.

Can’t find it?  EMAIL SHELLEY ROSS anytime, curriculum@ieminc.org,  and she will help you. 
PLEASE STAY OFF OF THE ONLINE VENDOR WEBSITES FOR ORDERING AND PRICING INFO. 
Do go to the online vendor websites for product information if they have information that his helpful to you.

DO NOT PLACE ANY PO’s for next year’s service vendors until you see in the PO NOTES, ‘Special pricing 2011-2012’, or there is a list serve saying that the vendor is ready. 

·         ADVANCED ACADEMICS

$60 per semester per course ($120 per year course)

This program will offer regular online courses and ‘credit recovery’ courses.  Students taking ‘credit recovery’ courses, must be pre-approved for the Credit Recovery course program by Teri Alves, Guidance Counselor.

·         DISCOVERY EDUCATION
Video streaming family license for 2011-2012 will be $245 per family.  Place your renewing family PO for 2011-2012 by May 31.  The PO will not be processed until July 1, 2011 and will come out of next year’s IF.

·         AIM EDUCATION/LEARN360
Video streaming family license for 2011-2012 will be $120.  You can place your PO at any time for next year.  There will be pro-rated pricing for spring semester posted to our website.

·         APEX CTV
$300 individual student license for unlimited courses that will go from 7/1/2011 to 6/30/2012.
APEX CTV courses are ‘principal approved’ for a-g with no additional outside assignments or CP courses.  The parent, ES, and student all have full access.  Contact Shelley Ross, curriculum@ieminc.org,  anytime you need to see a tour of APEX and she will set up a time to show you around. 
NOTE:  Going forward, for all a-g questions, contact Teri Alves, Guidance Counselor, as she approves all a-g textbooks and online programs.  Once you know what the a-g policies are and what courses you need, Shelley Ross can help you choose from among the many a-g curriculum options.

·         k12, Inc. 

There will be some changes to our contract with them for next year, but it may be awhile before I have our contract.  Feel free to check in with me or to send me an email if you are needing to know.  In addition, we hope to add high school this year, but again, won’t know for awhile yet.

·         EPGY

We have a new contract with EPGY for next year.  Math complete courses and ELA (supplemental courses) for K-8 will cost $75 for the first course, and $45 for the second course.  Sign up for the appropriate GEA by June 10th for students who desire to begin at the beginning of the school year.

High school courses will be $990 per course and will be purchased also using the GEA set up.

Contact Shelley Ross for help to sign up your student.  DO NOT SIGN UP YOUR STUDENT USING INDIVIDUAL PO.  Instead go to the GEA’s for the first course, second course, and high school.

·         Learning A-Z
This is a great vendor with many product offerings.  It has vocabulary, reading, and grammar products that can all be ordered through the parent company ‘Learning A-Z’.  You can contact the vendor for product information and pricing. 

·         Grammarlogues
This is a newer vendor that I recommend you check out.  You can phone the company to find out if you feel you need an individual license or the homeschool license.  Most purchase the homeschool license because it includes the product updates, that are not included with the individual license.

-Watch the Curriculum Webex together and discuss in your group at your ES Group Meeting.

 

G) VENDOR RELATIONS

-New Vendors: SSCS  OGCS

-New Procedure for obtaining a duplicate Diploma or Certificate of Completion, if original not received:

If a Diploma/Certificate is not received 4 months following the graduation date, the family should proceed as follows:

1.     Contact the local Post Office for items not received.

2.     Contact the school for returned Diplomas/Certificates, providing current address for mailing.

3.     If Missing Materials are an issue, the family needs to return the missing items to the school or write a check for the amount indicated payable to the school.  See address noted below.

4.     Request new Diploma/Certificate by contacting  the school, including the following:

a.     Student name

b.     Year and semester graduated

c.     Check for $15.00 payable to the school name

d.     Mail request with payment to this address: School Name, Att:  Nancy Mack, 1166 Broadway, Suite Q,

Placerville, CA 95667

 

H) GEAs

·         GEA’s for next year: ES’s, please let your ED Liaison (Lisa or Mary Ann) know which GEA’s your families really liked and which ones they did not.  Please email ideas for GEA’s for next year as we are starting to plan for next year.   

·         SSCS: Last GEA of the year is May 19th.  Anne Frank at the B Street Theatre.

·         SSCS Fundraising: Please continue to ask your families to join escrip.  We use this money for graduation related expenses and we have come up very short this year.  With almost 2,000 students, if only one quarter enrolled in escrip, this would make a big difference.

·         OGCS GEA’s: There are no more GEAs this year. I am setting them up for next year already. If you have ideas, especially if they are ideas for outlying geographical areas, please get that information to me now.

·         OGCS Graduation news:

Date - Saturday, May 14th. 8th grade – 10:30am, seniors – 12:00 noon

Location – Resource Center, 16900 Highway 9, Boulder Creek, CA 95006.

The students should all be here at least 15 minutes early to line up and be prepared to start on time. Dress for the eighth graders is "Sunday dress", as we used to call it. Encourage them to take this seriously and it will mean more to them. No one will be kicked out for not dressing appropriately, but remind your students of the appropriate dress for the appropriate event. The graduation will take place at the amphitheater, which was mysteriously repaired. Please come and support our students, especially if you have a high school graduate. Remember that the ES for each high school graduate speaks briefly about their student as the diploma is given. If you cannot come, please forward your remarks to me so I can give them in your place. (ogliaison@ieminc.org). If you are coming, I will ask you to help with supervision and last minutes tasks. "Many hands make light work".

There have been problems with Academic Affairs/Balfour, especially in the use of their website. I would like to find another, more reliable group.  Please forward any ideas you have to me at ogliaison@ieminc.org.

·         OGCS Fundraising

ü  Keep sending in box tops!

ü  Continue to sign your families up for eScrip. The directions are as follows:

·         Go to www.escrip.com

·         Click on sign up

·         Enter the information asked for – put in Ocean Grove Charter School in school search

·         Register your Safeway Card and Credit/ATM cards

·         Shop at participating merchants – listed on website

·         You may split your donations 3 ways with other groups

·         If a parent participated last year, they need to go in and re-register the Safeway card

ü  Speaking: I am available to speak to groups about our school!  If your families have friends with questions, send them my way!  ogliaison@ieminc.org.

 

5) Networking

a) Product PO Activity to do together as a group.

 

b) Share ideas with each other for preparing for ES Checkout.  Pick the veteran ES’s brains!

 

c) Open Networking