ES Checkout
Policy
Elements in the ES Checkout process are those
items that were required job duties for the current school year, items that
will be required for the school audit (which will occur when you are on
vacation and not easily accessible), those items that allow a student to
graduate/transfer to another school, and items that prepare for a smooth start
for the next school year. For a resigning ES, return of all school property is
also included.
An ES Checkout Checklist is provided in ES
Webfiles for each ES to use to check out at the end of each school year or when
separating from the ES position. This form is available in ES WEbfiles by going
to View/ES Detail and choosing the General tab, then the ES Checkout button.
This is a two page document and you will have to approve two separate print
messages from your printer when you are ready to print your Checkout. All items
on the ES Checklist must be completed prior to an ES resignation (any time of
the year), and for all ESs, within 10 school days after the last day of the
school calendar year and before a final paycheck is released.
Procedure
ES Checkout is done via e-mail with your ES
advisor within the first two weeks after school is out for all ESs or
is begun at any time during the school year when an ES notifies their ES
Advisor of their intention to separate from the ES position. ESs
teaching summer school will only have one week to complete regular year ES
Checkout, as they must be ready to concentrate their time and attention on
their summer school students after that. ESs not checked out by the end of
two weeks after the last day of school, are subject to a reduction in their
student count for Fall. ESs not completely checked out by the end of June
may not be asked to work with us the following school year. Please contact your
ES Advisor early for assistance if you anticipate any unusual difficulty
with getting your work completed on time, or if you encounter an unforeseen
emergency. (Webex)
Print
these step by step directions as a guide:
1) The ES should complete each item listed
on the ES Checkout 2 pages in ES Webfiles.
2) If separating from the ES
position (intending to resign or will no longer serve students
but will still be employed by the school), your first step is to email your ES
Advisor to notify them that you intend to separate. Give an expected
timeline for your separation, but do not send a firm resignation date or a
resignation letter at this time.
3) Next the ES should view their ES WEBfiles to see what the
database reflects as complete on their ES Checkout sheet, and enter the manual
entry items when completed. Use the update button on the ES Checkout form to see
what has been entered by the office. In ES
Webfiles, View/ES Detail on the ES Checkout button, items entered are indicated
by a “y”, items not entered by a “n”, and if it is not applicable to that
student, an “n/a" is used.
If you also wish to check yourself on these items,
here is where to go:
a. Portfolios Done and Submitted: Check in View/Students
All tab under “Portfolio In”. Items with
an X are done. Click the button at the top of this view “Get Portfolio Count”
for an overall accounting.
b. Attendance
Sheets Complete; LRs Complete: Check the View/Students “All” tab in ES Webfiles
to see that there are no overdues for attendance and
learning records, and that all portfolios and student agreements are
checked in if applicable (contact your ES advisor if in doubt of what is needed
at that point in the year). Check each View/student’s detail screen to make
sure that all rollsheets are in, with no gaps. Check for errors on your Welcome
screen/Check Alerts tab.
c. LR/Rollsheet Dates Match: While on each student's detail page as
in step “b”, look at each learning record date to make sure that the dates
match the rollsheet dates. If the dates of the learning records do not match
the dates of the rollsheets, you must change the LR dates as you cannot
change the rollsheet dates. It is easily done be clicking on the track day
(number under “beg” or “ending”), deleting that number, and typing in the
correct track day number… the date will automatically change…ask advisor for
help if needed!). Check here to make sure the numbers run consecutively… i.e.
1-16 track days for first LR, the next LR should start with track day 17.
d. LRs
Complete: Go to View LRs to look through your LRs to
ensure that they are all entered for each student to cover every enrollment
date. This can also be seen in the same
place you check c. above.
e. Report Cards K-8: Go to View/GS Report Card and complete all
report cards for K-8 students if requested on their SAs. Print a copy to
provide to the parent at your last meeting, or mail or pdf and email to them. (Please
note: The office does not mail these out for you!) This is updated from the late report card report.
f. Report Cards sent
9-12: All HS students must have their 9-12th
grade report cards sent. Go to View/HS Report card to see any not yet sent.
This is updated from the late report card report.
g. Reviewed IF Accounts: Go to View/Parent Accts to
check that all of your parents' accounts are in the black. Work with your ES Advisor
to clear up any red accounts.
h. Received POs Marked in: Check your View/POs list. Sort by Product/Service. All Product POs
should be marked with a Complete (X), and all Service POs have a Sign off Date
entered. If not Service Po sign off date, contact the service vendor and ask
them to bill the school for this PO ASAP.
i.
SCANTRON/WRAT done: Check
at View/Testing Scantron and WRAT tabs for appropriate grade level info for
your student. Contact the assessment
department if you suspect an error. Remember that graduating seniors
must show improvement from their beginning of the year scores.
j. WRAT Entrance
& Exit: This school only requires WRAT for K-2nd grade as an entrance
and yearly test during the testing window.
No exit required.
k. Drop Form
Entered: This
field is entered when you mark a drop “done” for regular drops; when you enter
a drop for a grad/completion. Planned
drops entered do NOT show in this field, as they are not “done” at that point.
l. Next Fall’s SAs : Go to View/Students All tab to check that either
a drop form or a Fall student agreement is turned in for each student. We
cannot “wait” for any parent to decide later, but must have either an SA
received or a drop processed prior to ES Checkout. Check on your “red” grade
levels to determine the correct grade placement according to school policy for
each student. Notify sa@ieminc.org of any needed grade
level changes. (Note: Over the summer, each student will be
automatically put up one grade level from the current one unless you have
notified the office of a change either on the Fall SA or by email if an
incorrect SA has already been mailed in.)
m.
Grad/Summer Grad Paperwork Completed: Contact your advisor if you feel this is done and
it is not showing up as a “y” in Webfiles.
n. Kindergarten Retention: Complete
a K retention form and mail to the office with the Fall SA for any student who
will be repeating Kindergarten next year (auditable required document to repeat
K). Note: We discourage repeating Kindergarten, as does CDE.
o. Learning
Styles Entered:
Check at View/Testing Learning Styles tab. Contact your AF if you need a
student profile.
These items must be
entered into ES Checkout manually when you have completed them:
a. LR Checked by ES: Go to View/All LRs to look at each learning
record for sufficient
content, new learning, and
appropriate standards marked (for HS students, the course
titles, and ESEA component
must also be present.). Anything the school paid for on a PO should be listed
in some learning records—including all classes (listed as “EA”) the
school paid for with service vendors and CP instructors. Look back through each
LR to be sure you did not miss any growth area/course information. Be sure they are spell checked. Check to be
sure all K-8th LRs have at least one assessment statement for each
semester. Be sure the standards are
checked and now would be a good time to print out the Standards completed or
not completed for your file (h below).
When done with a student’s LRs, enter a Y in this area manually.
b. Transcripts Coded: Go to View/Transcripts and view
the detail for eachstudent transcript on your list. Check to be sure all are coded
with the correct categories. Review course names, sequences of courses, credits
earned, and alignment with info in the students learning records. Make any
needed corrections as many transcripts are
requested over the summer. When you check out, all must be accurate and ready
for others to view/request.
c. Next Fall
AESS Contract submitted: This is an auto entry
field, since the contracts cannot be entered in FRED until after the school
year database rollover in July.
d. Transfer
File Readied: For students you have marked for a planned
transfer, ready their files for transfer (you will hold them to take to the Aug
All ES Mtg), then mark this space “y”.
e. Materials
collected: Collect
materials a family may want to return, expensive items you should collect to
share with others, and all items from a family who is dropping. Mark Y for each
family as you complete their materials collection.
f. MM slips
submitted:
For dropping students only, mark when all their materials are received by you
and you have marked the missing/damaged items in the Materials file in FRED. If all is collected, and there is NO MM, mark
that space “n”. If you entered a MM, mark with a “y”.
g. POs for next Year Submitted: Mark this space “y” when you have placed any next Fall’s
Product POs for materials up to $150 per student and Service POs (no dollar
limit amount) as requested by your parents. All students must have
materials to start with on the first day of school. If a parent says they need
nothing ordered, enter a n/a.
h. Print
Yearly Standards: Mark
this space “y” when you have printed all of the completed yearly standards and
placed them in your student’s file by going to View/All LRs.
Items listed in the For Advisor Use Only Box:
These items are
checked by your Advisor in this section when they are done. Help your advisor by completing these items
early so they can be marked in early to save some last minute check out time.
a. Planned List Updated: Keep your planned list up to date with expected
grads/drops/transfer marked in and expected students listed. If you are making
no changes to your student list, email your advisor that this is done as you
have no changes.
b. Summer Dates Sent: In View/ES Detail/Summer tab, enter your summer availability for the
office staff usage when you are on vacation. If summer plans change, you may
change your availability at any time.
c. Additional Employment Form:
If you will have/no longer will have
additional employment next school year, complete a new Notification of Additional Employment form. If you will not be working an additional job, or expect no changes
to the form you have already submitted, email your advisor that this is done.
d. Training Complete: New ESs who have completed all phase trainings, plus
all ESs who have completed all the yearly tests, and all ESs who have completed
their PG hours will have this marked complete by their advisor. Go to View/ES
Detail “ES Training Tracker” tab then
the “ES Test and Quiz Results” tab and check to be sure you have
completed all phases of testing if a new ES this year, any required
retraining’s assigned by your ES Advisor/School Director, and all monthly
quizzes for the time period that you were employed. Be sure all monthly
meetings you attended are marked in correctly. Email iemtraining3@ieminc.org to check on any discrepancies. Check your PG hours for this school
year, and print your PG certificate.
e. Date Marked Complete: When
all required ES Checkout duties are complete and verified by your Advisor, the
checkout date will be entered here and you may print out your ES Checkout (2
pages) to send to the office.
ES Checkout items that are ES Specific:
Page 2 of ES Checkout contains ES specific
items. Contact your Advisor or attend a
Checkout Webex session if you are unclear on what is required at each step:
1.
I have completed everything applicable
to my students in the check-off list on page 2 of this form. I will print and
attach when my advisor marks it done.
2.
I have met with/scheduled an
appointment to meet with all new prospective students on my list as of the last
day of this school year, completed the enrollment paperwork, have submitted
electronic POs for next year, and sent paperwork to the office.
3.
I have entered my planned lists &
Summer Availability in ES Webfiles.
4.
ES Evaluation is complete, signed, and
attached to this form/mailed in previously in a sealed envelope addressed to
your school director.
5.
I have administered a valid exit
Scantron test to each of my graduates & have mailed all necessary and
complete documentation for my Spring graduates (and those who will be done
after summer school) to my advisor & I have emailed about my grad’s missing
materials.
6.
I have completed any school required ES
tests and my required Professional Growth hours.
7.
I have completed the end of the year
school survey and ES Advisor survey and attached the confirmation pages to this
form.
8.
I have completed my part of the schools
materials import plan.
9.
I have collected any unused school
checks for this school year and receipts for used checks and mailed to the
accounting department. [Note: Check that for each PO that required a check to be sent to you
(GEAs typically) or that you have picked up and paid with a school
check, that you have mailed the receipt to the IEM Accounting department.(This
is critical for the school audit which occurs each summer).]
10. I have attached a new or updated (CIRCLE CORRECT ONE) ESEA
Certification Plan form if I do not yet have ALL of my Core subject ESEA
certifications.
11. I have read the ES Job Description and have asked my advisor for
clarification on any questions I have about it.
12. I have completed a Notification of Additional Employment form if
my outside employment status has changed (for example, I was working full-time
for another school, but resigned that position to go full-time with this
school. Or, I was full-time with this school, but will be adding additional
employment.)
13. If resigning, I have attached my resignation letter dated with my
last day of work (same date as this Checkout is complete and approved by your
ES Advisor) and returned all school property to the school office or my
Advisor. All student files & confidential info in my possession have been
submitted to my advisor. This must be
done prior to submission of your completed ES checkout form/resignation date.
4) The ES school survey
and the ES Advisor survey are required elements of ES Checkout, as well as an
ES Evaluation (for those ESs who have been with the school for a year or
more). Print out your confirmation pages
for the surveys as they will be attached to your ES Checkout. The signed page of your Evaluation and any
supporting documentation you wish to include in your file also needs to be
mailed in with your ES Checkout (if not mailed in earlier, which is allowed).
5) When you feel that you have completed all of your work above
and are ready to check out, send an e-mail to your ES Advisor informing them
that you are ready to check out. Your ES Advisor will then check each of
the steps listed above in your ES WEBfiles, and enter
a completion date in FRED on your Checkout form. They will respond as quickly
as possible, and will review each ES in the order that they received your
email...so first come, first serve! Do not wait until the last day of the 2nd
week for end of year checkout as you may not receive your checkout confirmation
on that same day. After you have a date entered, print out your official form
to send in to the office with the required documents.
6) If you receive an e-mail from your ES Advisor with items that still
need to be completed, please work to complete them before the end of the 10 day
ES Checkout period.
7) It is expected that every ES NOT CHECKED OUT is still working and
still responsible for the 24 hour email turn-around timeframe. This is a hectic time of year and critical
that everyone is available and responding to requests until you are cleared.
8) If resigning:
a. Make arrangements with your ES Advisor to return
any school property you have in your possession to the school.
b. Write your official letter of resignation
indicating the date you completed your work (date entered by your ES Advisor on
your Webfiles ES Checkout that confirms you are clear) as your resignation
date. If you are resigning at the end of a school year, attach your letter to
your ES Checkout paperwork and mail following the directions in step 9. If resigning prior to the end of a school
year, fax your completed, signed and dated, ES Checkout form along with the
resignation letter on the day you are cleared for ES Checkout by ES Advisor
email to: 530-295-3583, attention Janet Marsh.
9) Once your advisor confirms that all of your ES work is complete,
they will mark your ES Webfiles checkout complete with a date in the “Date
Marked Completed” space on the far right top. After the completion date is
entered, print the Checkout forms and attach any other required documents, and
mail it, along with your ES evaluation sealed in an envelope, to the correct
person for your school as designated below.
Mail to:
SSCS/OGCS Janet Marsh
1166 Broadway, Ste. Q
Placerville, CA 95667
10) Once ES Checkout paperwork has been received by the school office,
the final paychecks will be cleared to send out on their regular schedule. ESs not checked out by the end of two weeks after
the last day of school, are subject to a reduction in their student count for
Fall. ESs
not completely checked out by the end of June may not be asked to work with us
the following school year. Please contact your ES Advisor early for
assistance if you anticipate any unusual difficulty with getting your work
completed on time, or if you encounter an unforeseen emergency.