Admin Connection for April 28, 2015
Information for school and central administrators:
This administrative webpage will be the primary communication tool from district leadership. Occasionally, there could be a change in venue, date, or time of an event or meeting. When these or similar pieces of information need to be conveyed quickly, group e-mails will most likely be sent out. However, the number of these should be limited. School and district administrators are expected to view the Admin Connection every Tuesday (on Wednesday on weeks when the district is closed on Monday). Thank you and do not hesitate to notify us (email@example.com) if you have suggestions for improvement of this tool.
REQUIRED ACTIONP-CARD WORKS RECONCILIATION AND APPROVAL
This is a reminder that all cardholders and approvers must reconcile and approve P-Card transactions by the 12th of each month. If reconciliation and approval is not complete, an infraction will be incurred.
Everyone has now had several months to get accustomed to the Bank of America Works system. Starting this month, if you have not reconciled or approved on time, you will receive a flag in B of A Works and an email noting your infraction. Flags provide an opportunity to remedy problems in Works such as an incorrect chartfield, no receipt attached, or no cardholder or approver signoff.
Infractions are now being tracked and emails will be sent to cardholders, approvers, and their associated supervisors. To review infraction types and corresponding actions, please see the P-Card Manual. The manual can be viewed on the P-Card website, http://www.pps.k12.or.us/departments/purchasing-contracting/10576.htm.
For those long term circumstances where you will not be able to meet the reconciliation deadline, a proxy needs to be assigned to reconcile or approve on your behalf. Proxy reconciler and proxy approver forms can be found on the P-Card website, http://www.pps.k12.or.us/departments/purchasing-contracting/10573.htm.
If you have questions or concerns about reconciling, approving, flags, or infractions, please send an email to firstname.lastname@example.org or call Stephen Hirai, P-Card Program Manager at 503-916-3314.
Stephen Hirai, Contract Analyst
OFFICE DEPOT PEOPLESOFT PURCHASE ORDERS DISCONTINUED JULY 1, 2015
Effective July 1, 2015, ordering from Office Depot with a purchase order via PeopleSoft Financials will be discontinued in order to increase efficiency in Purchasing and Accounting processes.
Schools and departments can order materials from Office Depot via PPS Private Marketplace utilizing a P-Card. PPS Private Marketplace is an online environment that provides contracted pricing and a direct connection to Office Depot, thus minimizing lead time for delivery of materials.
If a school or department needs training on the use of PPS Private Marketplace or P-Cards, please contact Purchasing & Contracting. Purchasing & Contracting will schedule time to provide one-on-one training to allow for smooth transition to ordering online.
Travis Allison, Contract Analyst
TEMPORARY MEDICAL CONDITIONS
There are times when students experience temporary medical conditions and need short term accommodations to continue academically.
What is a temporary medical condition? A temporary medical condition is an illness or injury that is expected to last more than two weeks but not more than six months.
Examples of Temporary Medical Condition
- Broken bones
- Recovery from surgery
- Extended illnesses such as mono
Examples that are NOT Temporary Medical Condition
- Strains and sprains
- Colds, flu, strep throat, etc.
- Anxiety and other mental health conditions
A streamlined process for initiating a Temporary Medical Condition Plan and getting needed supports for a student is outlined on the Student Services website at: http://www.pps.k12.or.us/departments/student-services/10600.htm.
Please contact Tammy Jackson at: email@example.com or 503.916.5460 or 503.939.3283.
Tammy Jackson, Director, Student Services
916-2000 x71004 firstname.lastname@example.org
DOES YOUR SCHOOL HAVE UNUSED K-5 "READING STREET" MATERIALS?
If your school has any “Reading Street” curriculum items that are not being used, please contact Textbook Services at email@example.com, and we will coordinate with you to collect these materials. Items that are collected will be reassembled into new “Reading Street” classroom sets for 2015-2016.
Adrienne Howard, IRC Program Manager
WEAPONS AND SCHOOL DISCIPLINE
Discipline for any weapon type, including toys, MUST be done in consultation with the District School Climate and Discipline Department.
Richard Kirschmann, Program Director of School Climate and Discipline (503) 916-3121
John Payne, PPS Security Office (503) 916-3000
Tammy Jackson, Directory of Student Services (503) 939-3283
In cases when toy weapons, knives, or weapons come to school, personnel must have called and received confirmation as to the weapon type involved in the incident prior to scheduling a hearing.
Rick Kirschmann, Program Director for School Climate and Discipline
2015 ANNUAL EQUITY SURVEY
As part of our effort to evaluate the district’s racial educational equity work, we are again administering the 2015 Annual Equity Survey to all employees.
This is the fifth year of the Equity Survey which examines changes in attitudes, beliefs and practice over time. This year’s newly revised survey was developed in partnership with PSU to understand the extent to which schools and departments employ equitable and inclusive practices.
The school-based staff and administrator surveys will launch this week. (Central office administrator & staff surveys will be administered over the summer.)
Thursday, April 30: Email invitations for the online survey will be sent directly to all building administrators and staff. Online versions are available in the 6 major languages.
Wednesday, May 6: Paper versions of the staff surveys (in the 6 major languages) will arrive by Pony. If your school needs more than a few paper copies, please contact Brittney Collyer: firstname.lastname@example.org or 503-916-3341.
The survey will close on Friday, May 29. Please return all completed paper surveys to Research & Evaluation, BESC.
Every voice and perspective counts! Please encourage every member of your staff—including secretaries, custodians and nutrition services staff—to participate.
Thank you for your support and cooperation! If you have any questions, please contact Elise or April in Research & Evaluation:
Elise Christiansen, Senior Evaluator & Analyst: email@example.com , x66342
April Arevalo, Evaluation Analyst: firstname.lastname@example.org, x74506
Jeanine Fukuda, Assistant Director, Office of Equity & Partnerships
DEADLINES AND DATES TO REMEMBER
ADVANCE ORDERS FOR TEXTBOOK PRINTED CONSUMABLES 2015-2016
Item: Orders must be submitted by deadline or materials may not arrive before beginning of school in fall
Deadline: Friday, May 8, 2015
Adrienne Howard, IRC Program Manager
OPPORTUNITIES AND HELPFUL HINTS
FINAL FINANCE WORKSHOP FOR 2014-2015
Secretaries and Bookkeepers:
Wednesday, May 13, is the final Finance Workshop this school year. The workshop will be held in the BESC Boardroom from 4:00-5:30.
To register for the workshop and be paid for your extended hours, please sign up on the Learning Campus . (The easiest way to locate the course is to navigate to the calendar on the Learning Campus and select May 13 and select the course.)
Please watch next week’s Administrators Connection for the agenda and parking details.
Pam Micek, Executive Assistant to CFO, Deputy CFO/Budget Dir.
EXCITING AND USEFUL: 10 NEW DASHBOARD CORE BEHAVIORAL REPORTS
A collaborative team of staff from schools, Planning & Performance, Early Warning Systems, Equity, Student Services and School Climate are excited to announce 10 useful new behavioral metrics now available on Dashboard in the Disciplinary Incidents folder. Our goal was to provide graphs for data based decision-making and monitoring of disciplinary data. We purposefully isolated race/ethnicity whenever possible. These core behavioral reports are intended as an initial starting point for schools to identify areas where further information is needed to develop solutions. School Climate Team training is available for learning how to use these reports for ensuring an engaging and culturally relevant school climate.
These Core Behavioral Reports can be filtered to include Stage 1, or Stage 2/3 office referrals, or both.
- # of Behavior Referrals Avg. Per Day Per Month - 3 yr. comparison
Each month does not have the same number of school days. This graph shows the average number of referrals per day by month so that you can see which months have higher numbers of referrals over a 3 yr. period.
- Exclusionary Outcomes - 3 yr. comparison with 2015-16 Target
This graph shows the number of incidents resulting in an exclusion (Expulsion or Out-of-school Suspension) for 3 consecutive years and the 2015-16 Exclusionary Discipline Target for your school. The floating “dot” is the target.
- Behavior Referrals by Grade & Race/Ethnicity
- Behavior Referrals by Race/Ethnicity vs Enrollment
This graph compares the percentage of referrals to the percentage of enrollment for each ethnic group. The graph shows you the extent to which the proportion of referrals over-represents the proportion of students in any specific ethnic group. If one student has multiple referrals, all of those referrals are counted in this graph.
- Students with Behavior Referrals by Race/Ethnicity vs Enrollment
This graph compares the percentage of students with referrals to the percentage of enrollment for each ethnic group. The graph shows you the extent to which the proportion of students with referrals over-represents the proportion of students in any ethnic group. If one student has multiple referrals, the student is only counted once in this graph.
- Top 6 Behavior Referral Types by Race/Ethnicity
- Top 6 Behavior Referral Locations by Race/Ethnicity
- Behavior Referrals by Time of Day & Race/Ethnicity
- YTD Behavior Referrals & Actions
- Behavior Referral Risk Index - % of Students with at least one Behavior Referral
The number of students with office discipline referrals from each ethnic group is divided by the number of enrolled students in that ethnic group. The graph shows you the rates of referrals by ethnic group in the school, and identifies any ethnic group that is experiencing a proportionally higher rate of referrals.
Rick Kirschmann, Program Director for School Climate and Discipline
SCHOOL PROFILES FOR 2014-15 ARE PUBLISHED ON PPS WEBSITE
School Profiles and Enrollment data are published on the PPS website at
Shawn Helm, Senior Manager
NIKE EMPLOYEE GRANTS: $5000 TO $20,000
The Nike Employee Grant Fund collaborates with local organizations to create communities where physical activity, play and sports are a highly-valued part of everyday life. Approximately 75% of the annual one-year grants support projects that focus on sport and physical activity (the remainder on innovative community-based solutions). Strong preference is given to schools where 50% or more of the students are eligible for free or reduced priced lunch. Grant decisions are made on September 30.
The application is online as are program guidelines, past recipients, and other grant information.
Due Date: June 1 (and December 1 annually), 5:00 pm
Susan Jordan, Grants
KOO KOO KONCERT CONTEST STANDINGS UPDATE!
With just a few days left in the Koo Koo Koncert Kontest, there is a TIE the top of the Leader Board!!
Here are your top 10 schools NOW:
Tied for FIRST - Stephenson, Markham, and Hayhurst
6. Rosa Parks
9. James John
REMEMBER: The school with the HIGHEST percentage of Active Teachers playing GoNoodle wins. The more teachers playing, the better your school’s chances are to win. Make sure to share GoNoodle with teachers at your school and get everybody playing GoNoodle!
If there is a tie at the end of the day on April 30, all schools that are tied will be entered into a raffle.
It’s easy to make GoNoodle breaks a regular part of your class – use during subject transitions, after lunch or recess, before tests and at the end of the day.
And don’t forget to intimidate the competition by posting your fiercest brain break pics with the hashtags #GoNoodlePPS #GoNoodlePortland. So c’mon and help your students get the wiggles out by playing GoNoodle. And don’t forget to email me at email@example.com and I will stop by and GoNoodle with you and your students! Best, Cab a.k.a. The GoNoodle Guy
Angela Hubbs, Assistant Director, Instruction, Curriculum & Assessment