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 21, 2014

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.

REQUIRED ACTION

SCHOOL EMERGENCY TEAM TRACKER - DUE NOW

1. As part of the annual update of your School Emergency Response Plan (SERP) you must have a school emergency team (SET) in place. This link School Emergency Team Tracker is the document that needed to be completed by September 30, 2014. Please do this now.
2. On Connect, find your school or site and check that the principal’s name is correct. If your school name doesn’t appear, scroll down to the bottom and then over to the right to see the page number indicator on the bottom and click on it. You can add a site by clicking on New Item.
3. Fill in all of this information. In small schools, staff may occupy more than one role.
• Principal is the SET Incident Commander.
• Alternate Incident Commander
• Primary Evacuation Site
• Secondary Evacuation Site
• Additional Evacuation Site
• Scribe/Recorder (primary and alternate)
• First Aid Coordinator (primary and alternate)
• Police/Fire/Medical Coordinator (primary and alternate)
• Search & Rescue Coordinator (primary and alternate)
• Site Security Coordinator (primary and alternate)
• Parent Information Coordinator (primary and alternate)
• Reunification Coordinator (primary and alternate)

A hard copy form is available at this link. If you prefer to fill it out rather than use the form on Connect, please send it via email to bmadison@pps.net or pony to B Madison at RGMS and it will be entered for you.

If you need help building your team or if you need a refresher on team member roles and responsibilities, you can visit the Emergency Management Connect site for guidance or you can contact Molly Emmons directly at 503-916-3238. Thank you for your immediate attention to this.

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


LUNCH MENU CHANGES

For Elementary and Middle Schools, due to a supplier shortage, the Monday favorite will be changed to a turkey hot dog on a whole wheat bun. This change went into effect starting 9/29. Nutrition Services apologizes for the change and we are working on finding another solution. Additionally, sweet and sour chicken over brown rice will be served on 10/28 in place of the turkey dog. Chicken nuggets will be back on the menu starting 11/17. You are to include this update in your parent newsletters. Thank you.

Asta Garmon, Program Manager
x63572 agarmon@pps.net


SMARTER BALANCED SURVEY

Your Test Coordinator should receive an email request later today asking that they complete a quick survey to identify the number of listening devices (earbuds) your school will need to receive for Smarter Balanced testing this year. The survey is at http://goo.gl/forms/dpFDpRvWjR, and we ask that they send it by October 28. Please review with your Test Coordinator to ensure accuracy and timeliness. Thank you.

Marita Ingalsbe, Director, IT Client Services & Partnerships
x63136 ingalsbe@pps.net


PFSP TRAINING DAY ON OCTOBER 31, 2014

With our Fall Parent Conferences moved to the end of October, rather than immediately prior to Thanksgiving, there have been a few questions about PFSP members on Oct. 31, a workday. Please review the guidance below and make certain any discussion you have with PFSP employees aligns with this.

Contract Rules for Classified Employees (PFSP) around Parent-Teacher Conferences
The contract requirements for classified employees around parent-teacher conferences can be confusing. Classified staff must be compensated for the additional hours of work, either in additional pay or, at the discretion of the supervisor or administrator, in compensatory time off. Pay or comp. time will be calculated at the rate of time-and-one-half for any hours worked beyond eight (8) in any one day or beyond forty (40) in any one week. If classified staff work in the evenings for parent-teacher conferences, they must be paid or receive comp. time for those hours. Comp. time, if accrued, would have to be used before the end of the next calendar month (November).

Alternatively, but only at the employee’s initiative, a classified employee can swap time on an hour-for-hour basis within the same week. If the employee asks to do this, whatever time they work in the evening for parent conferences can be taken off work on Friday, October 31, but the time cannot be accrued and used at a future date. Employees should NOT be asked to exercise this option. Please contact Brock Logan or Ross Hume for any clarification of this contractual stipulation.

Except in the case described above (prior agreement between administrator and PSFP employee), Friday, October 31, is a regular workday and required training day for classified employees. Given that most PPS schools will be closed on that Friday, this day has been designated as a district-wide training day for classified employees. This is NOT the Classified Connections day (which will be in January). Rather, it is a technical training day for available PFSP staff members.

To that end, in order to plan for how many PFSP staff will be present, we are asking every school to reply to complete the attached Google doc at this link: http://goo.gl/Ky3cR7. The agenda is being shaped by how many and which staff will be present. This will only take a moment of your time. Thank you!

Sue Ann Higgens, Senior Director of Training and Development
x63210 shiggens@pps.net

REQUIRED READING

EXECUTIVE MASTER CALENDAR AND PRINCIPALS’ MASTER CALENDAR UPDATES

Executive Master Calendar
Administrators of Color: Date change

Principals’ Master Calendar
Administrators of Color: Date change

Link to calendars

Rudy Rudolph, Project Manager
x74618 rrudolph@pps.net


RECLASSIFICATION AND RETENTION PROCEDURES FOR ENGLISH LEARNERS – ODE MEMO

On 4/9/14 ODE enacted revisions to the procedures for districts to use when:
• Exiting a student from the ELD program
• Retaining a student in the ELD program after a proficient score on the ELPA is obtained
• Returning a former English Learner to the ELD program.

Summary
These revisions are intended to clarify previous procedures to ensure that these practices are consistently applied throughout the state. Additional language has been added to define the team of reviewers required for exiting and retention decisions as well as limitations on retention options. Please note: A student who receives a level 5 on the ELPA and is retained in the ELD program due to a determination of student need and then receives a second level 5 score on the ELPA must be exited unless the district completes a separate retention process.

The Oregon Department of Education (ODE) has developed policies around exiting, retaining, and returning English Learners (ELs) [also known as English Language Learners (ELLs) or Limited English Proficient (LEP) students] from or to districts’ English Language Development (ELD) programs. “English Learner” means all identified ELs, regardless of participation in ELD programs.

Oregon’s English Language Proficiency (ELP) standards are presented in steps of sequential skills called proficiency levels. Students in the ELD instructional programs, aligned to the ELP standards, shall be expected to move through the progressive achievement continuum at a rate that allows them to become proficient within a reasonable and appropriate period of time, generally five years. Some students may achieve proficiency in less than five years while others may need additional time. Students are promoted, or exited, from the ELD program when they meet the exit criteria as set by their districts in accordance with the guidelines set forth in this memo. In addition, districts should consult the updated English Learners Program Guide for guidance on proficiency timeline expectations.

Click here for the full list of guidelines for school districts to follow in making decisions to exit, retain, or return ELs from or to the ELD program.

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


SECRETARIES, BOOKKEEPERS, BUSINESS MANAGERS, SAVE THE DATES!

Welcome back to a new school year! The Finance Department will once again be hosting Finance Workshops for secretaries, bookkeepers and business managers.

The workshops provide an opportunity to hear what is happening around Procurement Cards, Student Body Funds, Records Management, Payroll, Contracts etc. and for Q&A.

To register for the workshops and be paid for your extended hours, please sign up on the Learning Campus
All workshops occur on a Wednesday in the Board Room at the BESC from 4:00-5:30 on the following dates:
1. November 12, 2014
2. March 11, 2015
3. May 13, 2015

Efforts are being made to address potential parking issues; more information will be provided when agenda items are announced.

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


2015 TRANSFER CYCLE APPLICATION DATES

2015 School Choice lottery applications will be accepted on-line and in the Enrollment and Transfer Center during the following dates:
High School applications: February 4-18
Elementary, K-8 and Middle School applications: February 9-March 6

The Superintendent's Advisory Committee on Enrollment and Transfer will make recommendations on lottery system changes to the Superintendent by the end of this month. If approved by the Superintendent and School Board, changes could go into effect for the 2015 School Choice lottery.

As we head into lottery season, we will post updates in Admin Connection to keep you informed about possible lottery changes, timelines for declaring slots, guidance on mandatory requirement, etc .

Please contact me or your placement specialist if you have questions. Judy Brennan

Judy Brennan, Enrollment Director
x63355 jbrennan@pps.net


MATERIALS TO SHARE WITH FAMILIES AT PARENT/TEACHER CONFERENCES

As promised, we have a number of materials available for you to print (or order from Pubtech) and share with parents during parent/teacher conferences. Please review the materials and print what you need for your school.
• Please set up a handouts table in your main hall or whatever makes sense at your school.
• Please put up posters described below in time for conferences.
• You can also share links to these documents via your school newsletters.

Materials available:
• Tips to make the most of parent/teacher conferences (in all languages):
http://www.pps.k12.or.us/departments/school-family-partnerships/9210.htm
• Common Core/Smarter Balanced Family Advisory – what to expect this year (AND) Why take standardized tests? (Family Advisory in all languages) http://www.pps.k12.or.us/departments/curriculum/7650.htm (Look in the right column.)
• Common Core awesome posters to put up in your schools: (1) View posters here: http://www.pps.k12.or.us/departments/curriculum/7650.htm ; (2) Contact pubinfo@pps.net and we will Pony them.

ParentVUE Sign Up: Print a simple flier in all languages explaining how to sign up for ParentVUE (a tool that is available for use in all supported languages): http://www.pps.k12.or.us/departments/information-technology/8258.htm

• Information for secretaries: To sign up for ParentVUE, parents need an "activation letter." Learn how to print the ParentVUE activation letters: https://sites.google.com/a/apps4pps.net/application-support/synergy/sis/pvue-svue/qrg
• For Synergy-related questions, IT Service Desk, itservicedesk@pps.net or x63375 option #2.

Erin Barnett, Senior Communications Manager
x63385 ebarnett@pps.net

DEADLINES AND DATES TO REMEMBER

REGISTER YOUR SCHOOL FOR THE 2014 CHILDREN'S BOOK HARVEST

Date to Remember: Friday, Oct. 31, 2014
Location of website: www.tinyurl.com/bookharvest

Larry Bingham, Communications Manager
x63066 lbingham@pps.net

OPPORTUNITIES AND HELPFUL HINTS

TRAIL BLAZERS’ READ BIG! CAMPAIGN RETURNS TO PPS SCHOOLS

The Portland Trail Blazers' Robin Lopez, a fantastic ambassador for reading, is again this year sponsoring Read Big! in our K-5 and K-8 schools. The campaign encourages students to log the number of pages they read — or for our youngest students, the number of pages read to them — during November, December and January.

The reading logs encourage site-based goals for each participant. Students who meet the goal set for them earn a free ticket to a Trail Blazers game in March.

How can you help?
Spread the word to your teachers, media specialists and librarians. Help teachers set goals for their students. Promote and encourage the campaign. It's a great way to support the district's priority that all students read at benchmark by the third grade.

The Trail Blazers will provide your school with reading logs and posters. The reading logs will be available for teachers to hand out to students and families during parent/teacher conferences. Schools with the highest participation will be considered for a school-wide event with Robin at the conclusion of the campaign.

Even though the campaign is geared toward elementary students, middle-school age students at K-8s are welcome to participate and will earn tickets if they meet their goals.

Larry Bingham, Communications Manager
x63066 lbingham@pps.net


OPPORTUNITY FOR COACHING LEADERS TO ATTAIN STUDENT SUCCESS

Good News! ODE is once again offering several opportunities for administrators as part of the State Mentor Grant. Experienced principals and other administrators who wish to coach beginning principals/administrators are encouraged to participate in these offerings. Barry Vitcov will be the lead presenter.

Please see the flyers below for details. Here are the registration links to each:

Initial Three Day Coaching Leaders to Attain Student Success (CLASS)
http://198.236.15.69/ORP/detail.php?RecordID=3037

CLASS Network
http://198.236.15.69/ORP/detail.php?RecordID=3038

Improving Student Achievement Through Teacher Observation and Feedback
http://198.236.15.69/ORP/detail.php?RecordID=3039

You are welcome to contact Kathi Crutchfield at 503-675-4030 or kcrutchfield@clackesd.k12.or.us for further information or assistance with registration. Please forward this information to others who may find it useful.

Antonio Lopez, Assistant Superintendent, Office of School Performance
x63440 alopez@pps.net


RBH EAP OCTOBER SUPERVISOR NEWSLETTER

Hope this October version of the RBH EAP Supervisor Newsletter is helpful to you.

Terri Burton, Benefits Director
x63046 tburton@pps.net


STUDENT CONDUCT AND DISCIPLINE MONTHLY MEETINGS

Description
Meetings cover a variety of topics aimed at addressing problems of practice and implementing best practices in creating a positive school climate. Emphasis will be placed on reducing the use of exclusionary disciplinary practices and eliminating over-representation in disciplinary outcomes.

Audience
All personnel responsible for student conduct and discipline

Instructors
Rick Kirschmann, Program Director of Supportive School Discipline
Tammy Jackson, Director of Student Services

Registration
Learning Campus

Contact
Student Services
(503) 916-5460
studentservices@pps.net

Location
Tubman, Rm. 227

Times
The monthly sessions on Wednesday and Monday are the same.

2nd Wednesdays (8:30-10am)
11/12, 12/10, 1/14, 2/11, 3/11, 4/8, 5/13

4th Mondays (3:30-5pm)
11/24, 1/26, 2/23, 3/30, 4/27, 5/26

Rick Kirschmann,Program Director for School Climate and Discipline
x63121 rkirschmann@pps.net


CCSS PROFESSIONAL DEVELOPMENT BINDERS AVAILABLE

If you or someone on your staff needs a CCSS PD binder, which includes all the modules from Spring 2014 (ELA Basics, Math Basics, Smarter Balanced Assessment), please request one from Don Pierce (dpierce2@pps.net). These materials are also stored on the ICA Connect site here if you'd prefer to access them online. Quantities are limited.

Angela Hubbs, Assistant Director, Instruction, Curriculum & Assessment
x63495 ahubbs@pps.net


GREAT EXPECTATIONS BROCHURES GRADES 6-12

These parent-friendly guides to CCSS by grade level are now available in English, Spanish, Chinese and Russian and posted on our new Language Arts website if you would like to make them available for parents. Vietnamese and Somali language translations will be posted on this website by the end of the week. As shared earlier, K-5 parent brochures are available here.

Angela Hubbs, Assistant Director, Instruction, Curriculum & Assessment
x63495 ahubbs@pps.net