IEM October ES Agenda

IEM October ES Agenda 2010/11 --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 quizmust be completed in your ES WEBfiles BEFORE attending your ES meeting!

This agenda has been posted 10/18/2010 and the agenda quiz is due 10/25/2010.

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). 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, plus you will need to earn 2-3 more PG hours in an optional PG session. 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) October 15 & November 12, 2010 at noon are the Payroll Snapshot Dates. The office needs approximately 3 days to get paperwork entered after they receive it. Plan ahead!

b) Now to October 22 is the Scantron/WRAT testing window. Be sure ALL returning students in grades 3rd to 12^th grades are Scantron tested during this period! (Your new enrollees still have 20 school days to test from the first day they enroll (new enrollees for this school year should be done) all year long.) K - 2nd need to be WRAT tested. (2nd graders can do Scantron if they wish!)

c) October 25, 2010: Deadline to take and pass your October ES Agenda 2010/11 Quiz in ES Webfiles!

d) October 29, 2010: Enter all of your new students' Learning Styles assessment results in ES WEbfiles View/Testing and your new ES LS results in ES Webfiles in View/ES Detail.

e) Every LR Meeting: Collect student work samples/take photos of student’s work and/or performances.

f) CELDT deadline October 29, 2010: Check the info in your CELDT packets (if you received one from the office) for students who started at the beginning of the year. Return materials as soon as you have tested to Fina in the IEM Placerville office. Contact Fina if you find you will be unavoidably late.

g) November 1, 2010: ALL ES’s must enter their CAHSEE plan for 10^th grade students and 11^th and 12^th graders who have not passed the CAHSEE

h) November 12, 2010: All ESs who were with us last year and wrote “ES Goals” on their ES Webfiles View/ES Detail page on the OG/SS Prof. Growth Goals tab are to enter a short written Progress report on how you have met your 2011 ES goals to date, and what you expect to do next semester.

i) November 17, 2010: 2^nd Semester IF Funding will be deposited. DO NOT SPEND any of this IF for those who will be dropping or graduating at the end of 1^st semester.

j) November 18. 2010: The Late Student Agreement report for 2^nd semester SAs will begin to run. Remember that no student may continue on to 2^nd semester without an active SA for 2^nd semester signed before the first day of 2^nd semester.

k) November 19, 2010: Complete and Mail all 2^nd semester Student Agreements to the office for those students who will continue with us next semester. Plan now for this! Remember also that faxed copies are not acceptable to the auditor, so please only send these in by mail. Also incomplete course info will result in an error designation for that student; do not send until the report card with course names has been created, all info is completed and signed and dated by all 3 required persons (2 for an adult student). If a student is in doubt, send in an SA and then drop them later as necessary. Please audit your own paperwork carefully before mailing!

l) November 19, 2010: For 1^st semester graduates, you must submit (complete and click “DONE”) your Webfiles report cards with estimated 1st semester grades. Yes, we know it is hard to estimate the grades and credits for some, but assume the best, and we can make changes later if needed.

m) December 3, 2010: Plan ahead to be able to submit the completed grad packet to your ES Advisor in one package and enter graduate updates as needed into ES Webfiles student Detail page. The ES Advisors need this lead-time to be able to complete their job by the end of the semester. Enter your 1st semester "planned grads" in ES Webfiles now so that your empty student spaces may be filled asap with 2nd semester students.

n) December 3, 2010: Phase 1 of the Materials import cleanup is to be completed. See 3d below for details.

o) December 21, 2010: Remind your families of the deadline to provide to you their School-Wide writing assignment this month at your LR meeting. Give them any help they need to get started if they haven’t yet started. You may want to have the students do their writing while at the meeting with you.

2) Things to Do

a) Questions? Use your online ES Resources and recorded Webex’s first! Next ask your advisor for how these policies and training information relates to your specific situation. Do not email office staff for educational training—they only know their database part, not your processes! Do not just take the word of another ES, no matter how helpful they sound, if it is an unusual situation.

b) Refresh webpage—First use the keyboard strokes “Control F5” to refresh a webpage when you seem to be seeing old information at a webpage. If this doesn’t work, then contact your advisor who can let the person know who can fix it for you.

c) Credit Summary on Transcripts: As your transcripts are being entered for your high school transfer students, remember that you are the one who does the credit summary. Info can be found here, and at the HELP button in the transcript credit summary box in Webfiles: http://www.sscs.cc/Handbook/carnegie/transcripts.htm . We expect that you will Code transcripts within 20 school days of their entry. Please review this report card/transcript document: http://www.sscs.cc/Handbook/repcardtrans/repcardtranscogss.htm and the Transcript Coding Webex as needed.

d) Email Reminder:

· Remember to always run emails you are sending out to all of your families, or emails to correspond with a parent that may result in an issue by your ES Advisor first, unless you are using the sample email templates posted in the ES Resources!! If you are emailing your families as a group, remember to put their email addresses in the BCC area, so that they remain confidential. This is for your support and protection!

· Be aware that email you send/receive on your school work email address that mentions your students/parents by name are a part of the official student records for that student. School email correspondence should always be professional and not divulge confidential school information to parties who do not have a right to that information!

· Also, remember that we have asked that all school email going out from all school staff not include any non-essential information/colors/backgrounds/slogans/etc. Please also look at what is included on an email you may receive and delete any of these type items before sending out to others in our school or clients of the school. At this time of year, we all are typically receiving email with, for example, political slogans/weblinks/other advertising attached to it. This should be deleted prior to responding back, for example, to a parent or prior to forwarding on to your advisor. School email should remain professional and school related only.

e) School-Wide Writing Assignment
Please instruct your parents to have their students do the optional Mock Practice Writing Assignment before doing the actual School-Wide Writing Assignment (http://www.sscs.cc/Handbook/writing_2011/wr_exp_index_11.dwt ). Students may use checklists and graphic organizers during any practice writing, but may not use them during their actual Writing Assignment to be turned into the school.

f) Cell Phone messages: Have a professional voice mail message, please, for any parents who call you on your work line. Your work number is representative of the school, and not your personal life. If you choose to use the same number for both, then please defer to the professional voice mail message!

3) Training Items

a) Learning Choices

· Review the CP Course Overview document on your own--bring questions to your meeting. (http://www.sscs.cc/Handbook/cprograms/cpoverview.htm )

· Review the Comparison of Learning Activities chart--bring questions to your meeting. (http://www.sscs.cc/Handbook/cprograms/LAcomparison.pdf )

· Review the GEA and EA documents posted in the ES Resources--bring questions to your meeting. (http://www.sscs.cc/Handbook/cprograms/index.htm )

· Review the Driver’s Education Info (http://www.sscs.cc/Handbook/highschool/driveredu.htm)

· Review the EA Fact Sheet: (http://www.sscs.cc/Handbook/factsheet/EAFactSheet.pdf)

b) Algebra 1 in 7^th/8^th Grades:

· Review the fact sheet at:http://www.sscs.cc/Handbook/factsheet/78alg1fs.pdf

· Watch the new Algebra 1 in 7^th/8^th grade Webex posted on the ES Video page.

c) Attendance: Reclaiming attendance from a missed meeting: http://www.sscs.cc/Handbook/attendance/scenariomismet.htm . Review this document and bring any questions. Remember to ALWAYS consult with your advisor now before issuing a truancy.

d) School Materials:

· Older Items have been imported into FRED:

Ø All items acquired from 1/2007 to 6/2010 that were $100 and over have been imported and now show up in ES Webfiles on your Materials list. ES Training on Cleanup of Materials imports

Ø We will clean these lists up. This month (Part 1) the emphasis is on consumables and those items that have had missing materials submitted for them. Also add any items to the Bulletin Board that you have in your possession and wish to share with others.

1. Give your whole list of materials a look from the non-consumable tab. Mark the box for consumable for any items that are consumable and need to be moved to your consumable list.

2. Add items to the Bulletin Board that you have in your possession and wish to share (this will help people to not have to spend 2^nd semester funding if you list these now!)

3. Lastly this month, go through your files for Missing Materials forms that have been sent out, find those items. In the notes field, note that a MM form has already been sent out. Then mark the item to be archived.

4. Move the items with no parent name into your possession (multi-transfer button, choose your name at the top).

5. When this is done, print out the non-consumable list for your families and the list of items in your possession to take to your families homes at your next visit to validate that they have those items, have lost or damaged those items, turned them in (and where are they?). You will need this for Part 2, coming next month.

Ø Complete the above steps by Dec 3 (19 school days to complete). When done, email your advisor that you have completed Part 1 of the Materials clean-up process.

Ø Watch the Materials Webexs (We recommend listening with a headset) and read the Fact Sheets for info on how to do these steps. Contact your advisor if you are then having difficulty with your list.

· PO addition to immediately import to RL: By popular ES request, there is now a new yellow button on the bottom right of the ES PO Detail screen that says "Transfer Items to Resource Library." When the user clicks this, FRED will see if there are any product items that have been marked as received that haven't yet been added to the resource library. If any of these items are found, they will be added. The one thing this script will not do is update the quantity of an item in the resource library. For example, if the user had originally marked 1 as received, the item was imported overnight, and the next day they change it to 3 received, this script will not fix that. But be assure, updates to quantities will be updated to the Resource Library by the regular nightly script.

· Remind your parents that you, the ES, must track and transfer all school owned materials, and therefore the family cannot lend out any school owned items to anyone, even another family enrolled in the school! School owned items must be returned when they are done using them, or you cannot properly track them. Do let them know that any consumables not yet used are school property, should they decide to drop from the school. The more information a parent has "up front" the better! We must be accountable with the items we spend state dollars on! Use the new family lists in the Materials section of ES Webfiles.

· Read about “Things of Value”: http://www.sscs.cc/Handbook/purchase/FAQthingof%20value.htm Remember it is your responsibility to keep the school in compliance for the state funding you direct.

· Remind parents that if an item is not what they want/need, they cannot return it to a store themselves, or trade it for another items, they must give the items to their ES to attempt to return or exchange (if possible).

· Remember as the ES, that you deal with PO inquiry to return an item, get a call tag for a return, etc. DO NOT CONTACT THE VENDOR DIRECTLY for Product POs, LET THE VENDOR RELATIONS DEPARTMENT DO THEIR JOB!

· If you are in doubt as to whether or not an item is consumable, please contact your ES Advisor for assistance--do not "guess".

· Missing Materials form is available in Webfiles for all listed items. Refer to this document for more information: http://www.sscs.cc/Handbook/instrfunds/missingmaterials.htm.

· Please use the new Webfiles Bulletin Board to share items with other ESs instead of storing them! Everyone is looking and hoping for items, but if you don’t list any, neither will any other ES!

e) Late Notices: Read about the late notices we have started running this month at: http://www.sscs.cc/Handbook/esjob/latenot.htm . The important information is, do not ignore a late notice! If there is an error, we want to get it corrected sooner, rather than later. Email right away with your advisor if you receive a late notice, then do all you can to get it corrected before the next week’s notices are run.

f) Learning Records: We reviewed LRs at the August All ES Meeting, but this section is a quick review and reminder for those ESs who are now receiving Error” emails on their LR reviews. Use the LR checklist http://www.sscs.cc/Handbook/learnrecord/lrchecklst.pdf to check your LRs yourself. Then correct your LRs ASAP and get into a good habit of writing excellent and professional LR’s every time!

1. Items not contained in the standards section that need to be added to the written section (Use the LR template for help):

Methods of assessment or evaluation needs to be recorded in the section of the LRs where you enter your written info
Specific school provided resources used in this study ( PO items, classes, computer programs).
ROP course names with information
CP/GEA/HQT course names if school paid
Services paid for by the school must be listed on the LR (not the name of the business/instructor), with some information of what was done in that service.
A course without standards will need more details listed in the top section of the LR

2. Items that do not need to be written into the LR:

Special Ed services do not need to be listed in the LR, as they are covered in the students Special Ed IEP.
Time for any activity (we are performance based, not time based)
Any course taken at the community college that is not needed to count towards graduation, a-g course, or for NCLB certification (those only should be listed as community college).
Any sectarian instruction, as that would not be done under our school time, and therefore not tracked by you, the credentialed school employee.

3. How to enter info into the LR:

Use the LR Template button to set up your format before entering other info.
Use the past tense in your writings--remember this is what they "did", not what they are to do.
Use Bloom’s Taxonomy verbs as much as possible (http://www.sscs.cc/Handbook/learnrecord/Bloomstax.htm )
Please use complete sentences, especially for high school LRs
Please use appropriate grammar (these are read by many outside people—colleges, etc)
Use correct spelling and use spellchecker (this document may be seen by outside educational/legal entities)

(We recommend writing your LR blurbs first in a Word document, spell and grammar check, then copy and paste into Webfiles)

Designate a Learning Choices activity paid for with school funding with (EA).

4. Remember to document those wonderful things our students are doing, especially our high school students:

· Real-world tie-ins

· Cross curricular and integrated learning

· Use of technology in their course work

· Use of research-based curriculum, strategies, and best practices

· Use of multi-sensory curriculum, selected to support the student’s learning style

· Reading and responding to non-fiction, as well as their fiction literature

4) Messages from School Departments

a) IT Changes

(Some good things are in process of changing, but nothing is yet complete, so will train next month—don’t panic if you see changes before we train them!)

b) Guidance:

-Teri Alves (guidance@ieminc.org)
-CAHSEE INTERVENTION: If your student has not been enrolled in a CAHSEE preparation program because of funding, please remember to sign up for CAHSEE intervention when second semester funding comes in.

I have been looking into FRED for the learning records of 11^th and 12^th graders who have failed the CAHSEE to find LR evidence of their intervention. I will be emailing you/Advisors if I can’t find any evidence of their intervention. It’s imperative that we have a strong plan in place so these students can graduate on time.

Please start really pushing the CAHSEE plan for the current 10^th graders. We, as a school, need to get these students passing the FIRST time of the CAHSEE. Our goal is to have the students done with the CAHSEE by 10^th grade. This way, there is no need for all the CAHSEE Intervention.

CAHSEE Boot Camp was a great success and we had 12 students. I was able to work one on one with most of them. I will be doing this again in February and I am going to try and add a Roseville location. Let’s try to get at least 25 students signed up next time.

ALL ES’s must enter their CAHSEE plan for 10^th grade students and 11^th and 12^th graders who have not passed the CAHSEE by: November 1, 2010 Example: Measure Up – student completes one chapter per LP, Aleks – students completes one hour per day, Released Test Questions –student completes 10 pages of released test questions per LP, Student works one hour per week with CAHSEE tutor reviewing math concepts.) Please don’t just list titles of books or a program. We need to see what the student is actually completing.