IEM September ES Agenda 2010/11—3 hour meeting

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 9/10/2010 and the agenda quiz is due 9/20/2010.

 

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 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) Payroll Snapshot Dates: September 17 & October 15 at noon.

 

b) September 24, 2010 is the last date to email to your advisor your graduates preliminary assessment. (See info below at 2b).

 

c) October 1, 2010: HH Info forms to be postmarked to the new IEM office address (send out by listserve email).

 

d) October 5 & 6 is CAHSEE for your 11th and 12th graders who have not yet passed only! Remind them NOW of those dates if they need to take a test, and be sure they have a ride, or arrange one with your school liaison! They all should have received this attached letter in the mail: OGCS SSCS .  Ask them about it now or at your next meeting with them.

 

e) Now to October 22 is the Scantron/WRAT testing window.  Be sure ALL returning students in grades 3rd to 12th 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!)

 

f) 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. 

 

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

 

2) Things to Do

a) Constitution Day: Remember that September 17th is/was Constitution Day for all students, as required by the federal mandate. Please document the Constitution Day activities in your learning records for September. If no work was done, then enter this comment on the LR: “”No Constitution Day activities completed”.  Address any questions to your ES Advisor.

 

b) For ALL 1st semester 2011 graduates:

·         September 24, 2010 is the last date to email to your advisor your graduate’s preliminary assessment. (See Grad Procedure in ES Handbook at: http://www.sscs.cc/Handbook/graduation/graduprociem.htm ).

·         If you have a 2010 expected graduate (1st or 2nd semester), plan to spend some time now going over the graduation procedure, and take any questions with you to the ES meeting for the compilation.

·         The grad packet is also done for those who are taking a “Completion” instead of a “diploma”. The additional Completion letter MUST be in the packet if they might leave without passing CAHSEE. 

·         Be sure the graduates/completers are marked with their "expected grad date" in ES Webfiles View Students, Graduation tab. If any of your students continued from last year, be sure their grad date is updated asap.  You may now enter the expected grad dates for any of your HS students.

 

c) SME INFORMATION:

·         Remember the HELPFUL RECORDED WEBEX CALLED “SME” TO HELP YOU WITH THE INFO BELOW!  Check the video page on our ES protected page at http://www.sscs.cc/video/SME%20training.wrf  .

·         ALL ESs should complete 1 & 2 below.  If you are serving any student taking a HS level course, and you are certified in all HS subjects, you do not need to do #3!  Here’s some helpful steps to complete this task:

1.   Check your certifications.

a.     In FRED, go to VIEW/ES Detail

b.     Select the NCLB tab

c.     Review what you are certified in.

d.     If you find a discrepancy, email Linette Harris (iemtraining2@ieminc.org) asap and cc your advisor. (Wait until Oct 1 to do this as the office is backlogged with entering those you earned over the summer.)

e.     If you are unsure about what you are certified in, please email your advisor so they can help you.

f.     If you have received an email from Linette that you are certified, copied to your advisor, you may use that for now to consider yourself "certified".  Do check back in a month to be sure they are listed in Webfiles.

2.   Review your report cards.

a.     Make sure they are all coded with the proper NCLB component on the right hand side:

§  0 – N/A: select this option for classes that do not need an HQT component (like PE, electives, life skills, and core courses NOT being used for graduation requirements.)

FOR CORE CLASSES (English, Math, Science, History, Arts, Language)

§  1 – HQT ES is certified: First choice—always use this option IF you have the NCLB certification in the particular core subject area (e.g. English, Arts, Math, etc.)

§  2 – HQT Online Course: select only if it is an online course (like Odysseyware, ALEKS, etc.) and you are not certified.

§  3 – HQT SME course: select if student is enrolled in the CP SME course and you are not certified.

§  4 – Community college: select if student is attending a community college class and you are not certified.

Note:  The a-g designations on the report card ARE NOT the same as your HQT designations--do not confuse the two, but contact your advisor if you need help!

3.   Make sure your students are signed up for SME classes if they are not enrolled in college or online classes and you are not certified in that subject. 

a.     In webfiles, go to View / HS report card

b.     Select the green CP Enrollment” tab.  You will be able to see all of the CP courses for that student listed here.  If the course is not listed, they are not signed up.  Select the SME for that subject from the drop down list of certified ESs (the one you are enrolled with).

·         HQT SME Course Enrollment Date – Less Than 5 Credits

1.     In the CP course enrollment form, enroll all students for an HQT SME course, using the beginning of the semester date, 8/16/2010, or their enrollment date in the school if not enrolled on 8/16.

2.     If you need to change an enrollment date after clicking ES Approved (please carefully check your date before clicking your approval), email Shelley Ross, curriculum@ieminc.org and cc the HQT SME instructor with the course number, student name, new enrollment date, and the reason for that requested change.

3.     If a student is attempting less than 5 credits, email Shelley Ross, curriculum@ieminc.org and cc the HQT SME instructor for a drop date that will be pre-scheduled by Shelley and your HQT SME.  Please email the course number, student name, and amount of credits attempting.  We will communicate that pre-scheduled drop date to you, and office staff will request the drop at that date for you.

4.     Any changes to the pre-scheduled drop date, need to be emailed to Shelley Ross, curriculum@ieminc.org, prior to the pre-scheduled drop date, as we cannot back-date drops.  

5.     If you will be in one course, although different "sections (a or b), in any one semester, you do not need to drop from one section to enroll in the next.  For example, if you need 2 credits of Algebra 1a, then expect your student to continue on to do 3 credits of Algebra 1b in the same semester, you may just leave them in the one HQT SME course for the entire semester (no need to drop and enroll in another course).  But, if you will finish Algebra 1b, and go on to Geometry, that is a different course, and you need to enroll in BOTH courses before 9/11/09.

6.     NOTE: Only email Shelley (curriculum@ieminc.org) for HQT courses.  Do not email her for CP courses, EVEN IF WEBFILES TELLS YOU TO (that is not for our school).

 

d) Parent list serve: IF the parent sent in an email address on their student application, they will be sent an invitation to join by the school secretary.  Encourage your parents to be on the school parent listserve!  If they declined and now wish to join, or did not give us an email address, or rejected their first invitation to join, you or they can send an email to the school secretary (sssecretary@ieminc.org or ogsecretary@ieminc.org ) and request to be added.  The school name and the parent name and email address of choice needs to be sent. Please remember to print out all parent listserves and start a file of them to take with you on your LR visits to your families.  Let them look through your file of emails while there, as we want everyone to be informed of all school information, and the listserve and ES visits are the way we communicate with our parents.

 

e) Listserve email web login info . If you have not set up an account with Yahoo Groups (they host our Listserves), please do so now. When you have a yahoo account, you can access the school listserves at any time and view all past messages.  Step by step directions are located at: http://www.sscs.cc/Handbook/computerrel/eslistserve.htm  .

 

f) Record Keeping: (http://www.sscs.cc/Handbook/recordkeep/faqesfiles.htm) What student records should an ES keep? Set up your files now so that you are keeping what you need to keep, and know what you can get rid of when. The office keeps a general file on each student, but it is the ES's responsibility to keep copies of their educational records for each student on file in their home offices, and pass them to the new ES if a transfer occurs. It is recommended that K-8 records be kept for 2 years, and high school records for 4 years. For High School, the ES or the parent should keep documentation for the grades and credits that have been assigned, and any info that will help answer questions that might come from another high school or college: name of texts, topics covered, if it was a-g, etc. Copies of learning records are kept in the database, but you may want copies of tables of content, and some work samples as the portfolios collected are sufficient for an audit but may or may not be sufficient for transfers to other high schools or admission to some colleges. An exception is parent permission slips, which you should keep forever.

 

g) New ESs: Don’t forget the important Observation Visit with your AF (http://www.sscs.cc/genericforms/ESobserv.pdf ), and the forms that must be sent to the training office by both the ES and the AF after that visit!

 

h) Cell Phones: Included in your stipend reimbursement is funding to help pay for a cell phone plan for you. Please enter this cell phone number into the database on the ES detail page as your work number. For a complete listing of stipend reimbursements we pay automatically in your ES paycheck, go to: http://www.sscs.cc/Handbook/esjob/esreimsti.htm  .

 

i) ES Pay check stub reminder: Employees who elect direct deposit have been set up with an email account using your school IEM email address. All employees that have direct deposit will receive their pay stub through this email account, with directions to open it as it is password protected. This is different than your Payroll Snapshot which is available the first week of every month in ES Webfiles, View/Payroll Snapshot. Any stipend positions you are being paid for, or classes you are teaching will not show up on your snapshot, but will be listed as separate line items on your pay stub. If you have a question after you receive your pay stub, paycheck, or about your payroll snapshot, please email Janet Marsh (jmarsh@ieminc.org) and not payroll/personnel with your questions. They can only verify the amount they paid or deductions made, Janet ONLY can research if the amount is accurate.

 

3) Training Items

a) Webex trainings: If you have not watched the 2 Materials database Webex trainings, please do so this month.  Hopefully more features will be added by the October Agenda time.  Everyone had great suggestions for improvement already—keep those ideas coming!

 

b) Transfer & Drop Policy/Procedure: 

·         Read the Transfer & Drop information on the webpage at http://www.sscs.cc/Handbook/transferdrops/indexiema.htm .  Please read all of the policy documents on that page and bring your questions to your meeting. 

·         All ES initiated transfers are to be communicated only by marking the students on your Planned Departure list in ES Webfiles!  This will send an auto email to your ES Advisor to start the transfer process. Cindy will no longer be processing any ES initiated transfers during the regular school year that do not come through this process. Even parent initiated requests are sent through your ES Advisor for approval.

·         Read the reasons for approval or denial of a transfer request. Bring questions on any of the process to your meeting.

·         Transfer checklist: Print the transfer drop checklist from ES Webfiles View/Parent Accounts, select the family, then go to ES Forms.  Use our schools form “Drop/Transfer Checklist”. Print out your form as soon as you enter a Planned Transfer into Webfiles!  If you wait until the family is transferred, you will no longer be able to print their form. Be sure to follow the timeline listed on the drop/transfer checklist and let your Advisor know that all has been done on time by submitting the form to them within 20 school days. 

·         Note:  It is very important to make a smooth transition time for any of our students transferring to another ES! If you are initiating the transfer, do talk with your advisor and determine that one of you will call the family and notify them of the transfer prior to the new ES calling them.

 

c) ES Communication/Professionalism:

·         The ES Communication Protocol (http://www.sscs.cc/Handbook/esjob/iemescomm.htm) document is attached. Please read the school standards for appropriate and effective communication. Bring questions to your group.

·         Remember you are the professional representative of the school when you visit with a student/parent.  Dress the part, be punctual and call if something delays you for a meeting even for a few minutes, and do not take anyone with you to a meeting if you have not obtained prior approval from the parent (children, pets, parents, neighbors, others checking into our school, etc.). 

 

d) Learning Center reminder: Please note that ES's may not use any of our school vendor sites to meet with students or conduct school business, such as writing learning records, creating PO's, or any other aspect of your job.  Charter school law dictates that we may not operate a learning center outside of our chartering county and we cannot even have the appearance that we are operating one by having ES's hang out or serve students there.  There must be a strict separation of vendor and school.  Always meet with your families at their homes or a public building such as the library or a coffee shop.  This includes vendors who are paid for tutoring or classes, such as European Educational Services or Corban Learning Center.  Families should also understand that the vendor is not an extension of the school, but is being paid for by our school to provide a specified educational service.

 

e) Truancy:  Truancy policies, procedures, and truant letters are still being updated.  Please continue to use the current letters as needed according to the school policy (http://www.sscs.cc/Handbook/attendance/Truancypol.htm ). Review the truancy procedures (http://www.sscs.cc/Handbook/attendance/truancyprocedure.htm) and bring questions to your meeting this month.

*Note:  Remember that if you have an AESS or Special ED student in a possible truant situation, bring your Advisor into the situation as early as possible! Also in this new policy (which was changed to match the new renewed school charters), a truancy could progress to become an official expulsion for the student.  Please counsel all those with 1 truancy of this possibility and help them to make wise choices to avoid this permanent record mark.

 

4) Messages from School Departments

a)   ASSESSMENT = Sara Satterfield for SSCS (Scantron@ieminc.org ) and Burke Wallace for OGCS (proctor.ogss@ieminc.org )

·         CAHSEE: The sites for the October CAHSEE are now posted on the school web-site at http://www.ieminc.org/Assessment/index.htm#CAHSEE.  Please let any of your 11th and 12th grade students, that have not yet passed the CAHSEE, know which site they are assigned to.  If they are NOT marked in FRED as having passed the CAHSEE and yet they say they have at a previous school, make sure to send their previous results and/or transcripts to Fina Hustrulid, assessmentclerk@ieminc.org, in the Assessment office so that we can correct that error.

·         CAHSEE SPECIAL ED: The exemption which allows special ed students to receive a high school diploma without passing the CAHSEE has been extended until July 2011. Special ed students graduating after that time will have to pass an alternative assessment that is still being developed.  All special ed students must still continue to attempt to pass the CAHSEE. http://www.cde.ca.gov/ta/tg/hs/documents/cahsee10ntfypkt.pdf

·         STAR REWARDS:  The $20 for students who scored proficient or above in both Math and ELA should be credited to your students accounts.  You may want to verify that they’ve received the funds.  If not, please e-mail Sara at ssatterfield@ieminc.org, so that we can get that fixed.

·         OGCS CELDT: Please make sure to have all CELDT testing completed and returned to the Placerville office no later than October 29th. 

·         SSCS CELDT ONLY: For HS EL students, you will receive an e-mail from Nancy Thomas (nthomas@ieminc.org)   or Alison Garcia (agarcia@ieminc.org) letting you know which SME Language Arts course to enroll your student into.  This will not require any use of their IF’s.  Once the CELDT testing is complete, we will then be able to determine which curriculum to give them.  For the K-8 students, Nancy or Alison will contact you to arrange their testing time. ELA tutoring schedules will be worked out by 9/20/10 and you will be notified of the start date.

·         Check out your Proctor Duties charts just posted! SSCS  OGCS

·         Postage Reimbursement Info for Assessment Coordinators: Please note that the cost-center code for assessment reimbursement for postage is (OG) 170-15 and (SS) 160-15 with both object codes being a 5902.

·         STAR Waiver email template: (http://www.sscs.cc/Handbook/samples/STARwaiver.htm) Here is the email template we would like for you to use when you have a parent that says that they are planning to send in a waiver this year for the CST.  There will be no letter going out to the parents concerning this.  You are going to be the first line of defense on this.  If the parent still has questions about what you explained to them in the template, then they can give Becky Cote a call.

 

b) GUIDANCE = Teri Alves (guidance@ieminc.org)  
-CAHSEE INTERVENTION: FIRST CAHSEE TEST IS: OCT 5TH AND 6TH!! If you have students taking this test, the intervention plan should be starting now!!

Please remember that all students who have failed the CAHSEE or a part of the CAHSEE and all the 10th grade students who are not scoring proficient or above will be on a Master List on FRED for CAHSEE intervention. These students will be monitored by the Advisors and our CAHSEE Intervention Facilitator.  Revolution Prep., CAHSEE Prep CP course, Aleks, released test questions and tutoring are just some of the options for intervention.  Study Island is also a very under utilized resource – it’s a fantastic program and it’s very inexpensive!  It will help younger students with their CST’s also.

Use CAHSEE intervention classes, with Bridges and give Life Choices elective credit.

-www.BRIDGES.com : THIS IS AMAZING!!  Bridges inspires students to pursue more rigorous courses as they plan for high school and beyond. Easily add relevance to the classroom experience with thousands of activities that tie academics to occupational pursuits, integrated with the 16 Career Clusters.

Start with the Ability Profiler, a computer-administered assessment adapted from the latest paper-based  Ability Profiler.

•          WWW.BRIDGES.COM

•          SS ID: 1222374  P/W: Z8z5b5X7

•          OG ID: 1222375 P/W : E9b3s8N9

-A-G COURSES: Please refer to the following links to get the A-G listed courses and suggested assignments.  Remember, sectarian curriculum can’t be used for these courses.

http://www.sscs.cc/Handbook/Schoolspecific/ag/agindex.html  - List of SS’s A-G COURSES

http://www.ogcs.org/handbook/schoolspecific/ag/agindex.html  - List of OG’s A-G COURSES

-High School Planning – Here is the link to the high school requirements page.  This is VERY important to not only hand to the parents but to explain and discuss as well.  Guidance has had many calls already regarding explanations of the different graduation paths.  If a student is logged on to Bridges and begins their high school planning, even 7th/8th graders and their parents should be given a copy. http://www.sscs.cc/Guidance/TypHSplan/HSSuggSchedules.pdf

- Guidance has been getting a lot of questions regarding a-g labs.  If you are NCLB certified in Science or have a science credential, you may supervise science labs when you are meeting with your students and give the student a-g credit for their science lab. If you are NCLB certified in science, please think about completing the labs during the learning record meetings, because this way the student can get credit for those labs, and you can collect a work sample at the same time.

 

c) CURRICULUM DEPARTMENT= Shelley Ross (curriculum@ieminc.org )

1. FREE EDUCATIONAL WEBSITES
GENERAL WEBSITES:
http://www.emints. org/ethemes/ resources/ by-grade. shtml - Provides links to lessons and activities for every grade level 1-12, developed around a particular theme.
HISTORY WEBSITES:
http://www.digitalhistory.uh.edu/database/hyper_titles.cfm - This website has American history online textbook, links to primary source documents, activities, lessons and guides, and multi-media.
History, and Diplomacy. Primary source documents by era from ancient history to the present.
http://avalon.law.yale.edu/default.asp - Yale Law School. The Avalon Project: Documents in Law, History, and Diplomacy. Primary source documents by era from ancient history to the present.
MATH WEBSITES:
http://nlvm.usu.edu/en/nav/vlibrary.html - Number and operations, algebra, geometry, measurement, and data analysis and probability are the math concepts that are available on this website for grades K through 12. After selecting a topic, the students are able to use manipulatives and create charts on-line to help solve mathematic equations or represent functions.
http://www.khanacademy.org/index.html - Khan Academy.  Over 700 U Tube math videos from basic math through Calculus, including physics, banking, finance, some Singapore math, and SAT math preparation.
http://www.hbschool.com/glossary/math2/index_temp.html - Harcourt School Publishers’ Multimedia Math Glossary.  An animated math glossary website for grades K-6. 

http://www.knowledgecity.com/
ENGLISH WEBSITES:
http://www.pinkmonkey.com/dl/all.asp - This website allows for students to read over one thousand novels online.
http://www.pinkmonkey.com/booknotes/notes1.asp - This website includes book summaries and study guides for several hundred novels.
PE WEBSITES:
http://www.circusfit.com/ - This fun, animated Ringling Bros. and Barnum & Bailey website encourages students to be come “Circus Fit” by providing healthy lifestyle tips, daily exercise activities, and helpful information for parents.
SCIENCE WEBSITES:
http://cellsalive.com/ - This website contains detailed biology descriptions in cell biology, microbiology, immunology, and microscopy. Homework tools, galleries, videos, and interactive puzzles and quizzes are also available on this website.
2. CONSTITUTION DAY: Remember that September 17th is/was Constitution Day for all students, as required by the federal mandate. Please document the Constitution Day activities in your learning records for September. If no work was done, then enter this comment on the LR: “No Constitution Day activities completed”. Address any questions to your ES Advisor.
3.  EXPOSITORY WRITING ASSIGNMENT: Remind your families of the deadline for the Expository 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. The writing documents are all linked to the website on the Curriculum Handbook towards the bottom of this page under "School-Wide Writing Assignment" at the Writing link: http://www.sscs.cc/Handbook/writing_2011/wr_exp_index_11.dwt . Remember you can provide Write Reflections (that you all have!) to them as well to help with their writing.  See this information posted on the Curriculum Handbook page, just above the School-Wide Writing section.

 

d) VENDOR Relations = Nancy Mack for educational review of vendors/POs (edpo@ieminc.org)

·         Conflict of Interest: Please review the Conflict of Interest policy before requesting a new vendor/employee (http://www.ieminc.org/handbook/esjob/conflictint.htm ).

·          PO EDUCATIONAL NOTES BOX: Please read carefully the information in the PO Notes and the Educational notes. This will save you and office staff LOTS of time. Rememeber that we have more than one charter school with school-specific information in the PO Notes. Note that some vendors require a "Stop PO" for only product, not service POs.
SM = Sky Mountain Charter School; CW = Connecting Waters Charter School; SS = South Sutter Charter School; OG = Ocean Grove Charter School
Use the information that is for ALL SCHOOLS, AND the information that follows  OG or SS. (DO NOT follow any directions specifically for CW or SM!)

·         New Vendors: SSCS  OGCS

 

e) GEA Information:  = Lisa Voss for SSCS (ssliaison@ieminc.org ) and Mary Ann Shapiro for OGCS (ogliaison@ieminc.org )

GEA’s

Ø  Fall GEA’s so far:

SSCS

·         9/28- Sacramento Zoo

·         10/14-Bishop’s pumpkin Farm

·         11/11-Six Flag’s Homeschool Day

·         11/16- California Train Museum

·         12/9-Nutcracker Ballet

OGCS

·         Mount Hermon 9/20/2010 - #19001

·         Six Flags Discovery Kingdom 11/11/2010 - #19573

·         Jim Weiss 11/8/2010 - #19002

·         Operas - have families contact Mary Ann directly with the number of tickets and their mailing address

Ø  Please review the new GEA cancellation policy with your families. http://www.sscs.cc/parent_resources.html#gea

Ø  Fundraising

1.      Escrip- Remind your parents to sign up for Escrip by going to www.escrip.com!

2.     Raley’s quality of Life Cards- They are on order.  Please email your ed liaison (ES’s, not parents) how many families you need them for and I will mail them out when they come in.

For students enrolled in GEAs

·          Please give parents the permission slip to fill out.  Keep a copy and let them know to bring their copy to the activity.  Many parents at the last GEA stated that their ES did not give them this.

·         Click “ES Approval” when you have confirmed that the family will attend and you have given them the permission slip.  Families will be deleted from the GEA if this is not clicked when the deadline passes.

·         Pay close attention to deadlines, parent ticket costs, and arrival times so that families are aware ahead of time and can prepare accordingly.

 

f) Student Records:

·         Whenever there is a change to page one of the student agreements, which requires a reprint, please email a pdf of the new page one copy as an attachment, instead of printing out and mailing in. Email to sa@ieminc.org .

 

5) Networking:

·         Watch the “Scoring the School-Wide Writing Assignment” Webex together and discuss the follow-up questions with your group.

·         PO ordering activity:  Appropriate or not?  Activity with your group, plus bring your specific questions about this to discuss together and share ideas.

·         Discuss other help needed from each other for textbook ideas, CP classes, tutors, HQT suggestions, and other curriculum.  Pass any good ideas on to the ES Support office for inclusion in our next ES Agenda.