PPS students

Admin Connection

The Administrator's Connection contains information for school and central administrators. Please see the current posting below which may include required action, required reading, deadlines and opportunities.

Admin Connection for October 6, 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 (admin-connection@pps.net) if you have suggestions for improvement of this tool.


None at this time



This year's PSAT testing date for sophomores is October 14. An autodialer message will go out to all 10th grade families on October 11, except for schools who chose to create their own autodialer message. If you have questions about PSAT testing, please contact Mike Shadder, x74231 or mikes@pps.net.

Joe Suggs, Director, Research, Evaluation & Assessment
x63209 jsuggs@pps.net


Please note that PAT and PFSP have negotiated within their contracts how to report time off for Religious Observance Days.

PAT Contract (Article 14, C, 2d on page 38 http://www.pps.k12.or.us/files/hr/2013_-_2016_PAT-PPS_CBA(1)(1).pdf)
In the “Personal Leave” section pg. 38, the contract states:
“Professional educators may use this leave for religious observances when attendance is mandatory during the workday”.
Secretaries - enter hours using “Personal Leave” in the time-type drop-down menu. No override chartfield is necessary.

PFSP Contract (Article 22,B,4 on page 21 http://www.pps.k12.or.us/files/hr/PFSP_2014-2017_FINAL_101614.pdf)
In the “Holiday” section pg. 21, the contract states:
“Employees who are members of a religious faith may be absent without loss of pay up to two (2) days per year specified by that faith as religious holidays which require participation during the workday in religious observances”.
Secretaries - enter hours using “Religious Observances” in the time-type drop-down menu. No override chartfield is necessary.

AESOP Entry:
When requesting a substitute using the AESOP system for a Religious Holiday, both employee groups should select the time type as “Personal Leave” and add an administrative note of “Religious Observance Day.” This will not impact the employee’s time reported by you in Time & Attendance; the 2 systems are not connected.

To review information from other contracts, please access the appropriate collective bargaining agreement through the “Inside PPS Website - Human Resources Main Page– Employee & Labor Relations link”. (http://www.pps.k12.or.us/departments/hr/2759.htm)

If you have any questions, please feel free to contact your Payroll Specialist by calling the Payroll Office at 503-916-3302 or by sending an email to payroll@pps.net .

Thank you, Payroll Services Department

Ondra Matthews, Asst. Director - Payroll Services
x63283 omatthew@pps.net


Security Services made several changes to the Criminal History Verification form several months ago in an effort to streamline our background check and fingerprinting processes. Beginning Monday, October 5, 2015, Security Services will only accept the current Criminal History Verification Form. Previous versions of the form will no longer be accepted, and people who arrive at Security Services without the current Criminal History Form will be required to fill out the current form. The current form has a revision date of 11/26/2014 and has a small date/time stamp on the lower right hand corner of both pages. You can find the current version of the form at http://www.pps.k12.or.us/files/security-services/PPS_CHVF_2015_(4).pdf.

We have also created an instruction sheet that outlines the process and how to complete the forms required for fingerprinting. You can find the current version of the instruction sheet at http://www.pps.k12.or.us/files/security-services/Fingerprinting_Paperwork_Instructions.pdf.

Administrators who sign the Oregon Department of Education (ODE) “Fingerprint-Based Criminal History Verification” form (the triplicate one) need to be sure they sign, print their name, and put their complete telephone number in the appropriate places on the form. The Oregon Department of Education (ODE) is also being very strict on how the “Fingerprint-Based Criminal History Verification” form is filled out. It is critically important that only “Portland Public Schools” or “PPS” is entered in the “School District” box. Do not put a specific school, program, etc. or the form will be rejected by ODE. All of the instructions and examples are on the “Fingerprinting Paperwork Instructions” sheet listed above.

If you have any questions, please feel free to call Security Services at (503) 916-3000.

Fred Kuest, Security Manager
x63022 fkuest@pps.net


All Participating AVID Secondary principals have already been contacted back in August regarding the survey that the Educational Policy Improvement Center (EPIC) is administering to students, teachers, and administrators.

• Research and Evaluation will be sending a translated letter to the parents or guardians of all AVID elective enrolled students within the next week explaining the survey, data collection, and that the survey is voluntary and will not affect the student’s grade. These letters must be sent out prior to administering the surveys to the students.
• The paper student surveys will be sent directly from EPIC to the Administrator responsible for AVID to distribute to the AVID Elective Teachers. EPIC is mailing the student surveys to the schools on Thursday, October 8, 2015.
• The student surveys need to be completed by October 30, 2015 and returned directly to EPIC – instructions will be sent with the student surveys.
• EPIC needs more PPS teacher surveys completed, especially from the teachers who attended the AVID Institute in Denver or San Diego. The teacher survey window has graciously been extended through Friday, October 9, 2015: http://epic.fluidsurveys.com/surveys/admin-q/avid-evaluation-educator-survey/?collector=107072

Below is the previous communication from EPIC sent to the Principals:
The Educational Policy and Improvement Center (EPIC) has been hired as the independent evaluator for the College & Career Readiness Program supported by the Nike School Innovation Fund, the James F. and Marion L. Miller Foundation, and the Oregon Community Foundation. Your school and 85 other schools across Oregon have received grants to implement or expand AVID (Advancement Via Individual Determination) school wide. EPIC will collect and analyze important data around the implementation and outcomes associated with AVID. To this end, you school will be asked to participate in the following project activities:

1) Educator Surveys (Summer/Fall 2015, Spring 2016-18): EPIC staff have developed surveys to collect information about educator self-reported practices and school culture perceptions. The survey is administered online and should take approximately 10-25 minutes to complete, depending on the respondent’s professional role. Educators who attended the Summer 2015 AVID Institutes in Denver and San Diego have already been sent a link to the survey. The same survey was sent to all the teachers in your school at the start of the 2015 school year, with a closing date of October 09, 2015. Those who completed the survey will be administered it again in the spring of each funding year to assess change over time. If more than five teachers from a school complete the survey, the aggregated data from all respondents to questions relating to teacher practice will be shared back in a customized school report with the school’s AVID site team.
2) Student Surveys (Fall/Spring 2015-18): EPIC staff have developed surveys to collect student attitudes and perceptions on aspects of student engagement, academic self-efficacy, and college/career readiness. The student survey should take approximately 20 – 25 minutes to complete and will be provided for administration as a paper form. Administration windows will take place in the fall and spring of each of the next three school years, starting in October 2015. If more than 20 students from a school complete the survey, the aggregated data from all respondents will be shared with the school’s AVID Site Team.
3) Principal Survey (January 2016 – 2018): Principals who do not complete the Educator Survey at the time their staff do will be asked to complete a short online leadership survey in January of 2016 and 2018.

If you have any questions regarding the surveys or the evaluation of this project, you may contact Tracy Bousselot (tracy_bousselot@epiconline.org; 541.246.2665).

Thank you from Martha Richards, James F. and Marion L. Miller Foundation, Vanessa Wilkins, Nike School Innovation Fund, Kristine Chadwick, Educ. Policy Improvement Center

Bonnie Hobson, Director, AVID & IB
x65633 bhobson@pps.net


Our annual mailing of students’ results on state-required assessments will be mailed to parents at the end of this week and the beginning of next week. This mailing includes 2014-15 results earned by students in the areas of Smarter Balanced ELA or math, OAKS Science, Extended Assessments and ELPA. The mailing will also include a Family Advisory (you can see it here http://www.pps.k12.or.us/files/common-core/Family-Advisory-Smarter-Balanced-Assessments-English-web%281%29.pdf). Translated materials for parents are included in the mailing as needed.

This week, R&E will also send an electronic (pdf) copy of the reports for your students to principals and VP/APs so that you have digital reference copy. These reports are designed to print on 11x17 paper and, because of that, the pdf copy being sent to you is intended as a digital reference only.

Please direct any questions about these reports to testinghelp@pps.net.

Joe Suggs, Director, Research, Evaluation & Assessment
x63209 jsuggs@pps.net


Please read this 6-12 CMAAC Newsletter which includes updates and helpful information.

An update for Pilot Schools Only:
Digital Pilot Information:
• Devices are being delivered in a tiered manner, while some schools have already received their devices, all remaining schools will have devices by October 30.
• LightSail will be available from October 14 through January 22.
o Tentative After-School Webinar Dates: Oct. 14, Nov. 12, Dec. 9
o Tentative On-Site Coaching Dates (no subs required): Nov. 17-19
• NewselaPro has been available for use and will be until Jan. 22.

Text-Based Pilot Information:
• Inquiry by Design PD
o Student Work Study - all day sub required - Oct. 15
• SpringBoard PD
o All-day Sub for Training - Oct. 29

Andrea Lockard, Asst. Director of Instruction, Curriculum, and Assessment
x63140 alockard@pps.net


ESL has finalized our learning walk process for the 2015-2016 school year. Beginning October 12, ESL ADs will visit 2-3 schools each Monday. Our goal is to conduct approximately 70 learning walks this year!

We ask that School Administrators provide ESL ADs your most current Master Schedule if you have not already done so. This will make it easier for ESL to schedule your Learning Walk and maximize the time spent at your school.

School administrators will receive a reminder notice from their ESL AD one week prior to your scheduled visit along with links to Teacher Letters, Learning Walk Schedules for your building, and Observation protocols. We ask that you share this information with your ESL teacher and/or any teachers providing ELD instruction at your building.

Learning Walks provide a unique opportunity to not only observe the EB student experience in the classroom, but they also provide valuable information regarding quality instruction for English learners. This, in turn, will impact the professional learning opportunities that ESL provides for all our educators and school leaders at PPS. Thank you for your help,

Veronica Magallanes, Director of ESL
x66525 vmagallanes@pps.net


Students with prior year (carryover) free/reduced price meal eligibility will no longer receive meal benefits after lunch on Thursday, October 8. Students who do not have an approved 2015-16 application will pay full price for school meals beginning Monday, October 12.

Gitta Grether-Sweeney, Sr. Director, Nutrition Services
x63397 gsweeney@pps.net


None at this time



Wednesday, October 14, is the first of 3 Finance Workshops for Principal Secretaries and Bookkeepers at the BESC in the Board Room from 4-5:30.

To register for the workshop and be paid for your extended hours, please sign up on the Learning Campus
by noon Wednesday 10/14/15. (The easiest way to locate the course is to navigate to the calendar on the Learning Campus and select October 14 and select the course.)

Click here to print a parking pass to park in the Moda Garden Garage in the case you are unable to find parking at the BESC.

Attached is the agenda for the workshop.

Pam Micek, Executive Assistant to CFO, Deputy CFO/Budget Dir.
x63499 pmicek@pps.net


Lockheed Martin, with a presence in the area, provides generous funding to STEM education outreach activities for students across the K-16 spectrum. They support programs and events that focus on student achievement, teacher development, and gender and ethnic diversity.

Projects or events must align with one or more of Lockheed Martin’s strategic focus areas in STEM education.

Due Date: On-going acceptance throughout the year
Website: http://www.lockheedmartin.com/us/who-we-are/community/philanthropy.html

Susan Jordan, Grants
x63447 sjordan@pps.net


Reminder The Great Shake Out is the state wide earthquake drill on 10/15 at 10:15. Please try to participate in the drill and conduct your October earthquake drill on 10/15. Make sure you are logging ALL your completed drills in the central drill tracker https://connect.pps.net/departments/home/emergency-management/Lists/School%20Emergency%20Drills/AllItems.aspx. If you need additional support with your drill or any other emergency planning, please let me know.

Molly Emmons, Emergency Preparedness Manager
x63238 memmons@pps.net


National Farm to School Month has arrived and it is time to celebrate the connections students are making to local food and local farmers! This annual celebration of food education, school gardens, and lunch trays filled with fresh, local ingredients was established by Congress in 2010 to raise awareness of the importance of locally sourced food as a means to improve child nutrition, to support the local economy, and to educate communities about the origin of their food.

On Wednesday, October 7, 2015, Portland Public Schools cafeterias will feature our Local Flavors menu to celebrate Farm to School Month. The lunch menu will highlight:
· Grass-fed Hamburgers (from Carman Ranch, Wallowa, OR)
· 100% whole wheat buns (from Clackamas Bakery, Portland, OR)
· Whole grain rich Rotini pasta (chicken and mozzarella cheese with locally made marinara sauce)
· Oven roasted dill potatoes (from Baggenstos Farm, Sherwood, OR)
· Red Grapes (from Vial Family Farms, Scholls, OR)
· Green beans (from Case Farms, Albany, OR)
· Corn (from NORPAC, Salem OR).

In addition to our Local Flavors menu, we will serve Oregon apples from Kiyokawa Family Farms on our Harvest of the Month Days: October 15 and 29. Throughout the school year, Nutrition Services purchases over 38% of the food for Portland Public School students from local vendors and farmers. One of the highest rates in the country! We continue to reach out to farmers and producers to increase this amount. We encourage you to join your students in the cafeteria for a delicious, high quality, nutrient-rich, and local meal.

Check out our Farm to School webpage for more information about our farm to school work!

Gitta Grether-Sweeney, Sr. Director, Nutrition Services
x63397 gsweeney@pps.net