SCALED PLATFORM LEADERSHIP MEETING

SCALED PLATFORM LEADERSHIP MEETING
CENTRAL REGION OFFICE SCALED PLATFORM LEADERSHIP MEETING AUGUST 11, 2017

Mr. John D. Pace Region Superintendent
Central Region … Achieving, Believing, Collaborating

Administrative directors Area Of Responsibility
Mr. Eric Acosta Community School Operations Miami Central & Miami Senior Feeder Patterns Dr. Jacques Bentolila Academic Operations Secondary Miami Jackson & Miami Coral Park

Dr. Janice Cruse-Sanchez Financial Human Capital Miami Northwestern & Miami Springs Feeder Patterns Ms. Amelia Leth Professional Standards & Development Coral Gables

Mr. Michael Lewis Academic Operations K-12 Miami Edison & Ronald W Reagan/Doral Feeder Patterns Mr. Alejandro Perez Academic Operations Elementary South Miami & Booker T Washington

Executive Lead Principals

New Administrators to Central Region

DIRECTORS’ RESPONSIBILITIES

Central Region Office Expectations
Continue to serve as the Instructional Leader of your school ensuring that teachers and staff have the necessary training and resources to improve student achievement and to deliver the best instructional program possible. Build the capacity of others within your school. Provide students and staff with a safe, sanitary and caring learning environment. Communicate with your Administrative Director if you are going to be absent or away from your building for more than two hours. (Inform your designee of the name of a neighboring principal to call for assistance if necessary.) Communicate with your Administrative Director to request permission if you need to be absent from a Region/District sponsored Meeting.

All vacations must be pre-approved. Submit requests for one or two vacation days at least two days in advance and submit requests for more than two days at least two weeks in advance. Additionally, submit to your Administrative Director, in writing, the name and contact information of the administrator left in charge. Inform your Administrative Director of any serious incidents or potential problems that may occur at your school. Please forward copies to appropriate individuals. Pay special attention to suicidal ideations and/or threats and take appropriate action.

Ensure that your cellular phones are on at all times; this includes monitoring social media. (This does not apply at Region Meetings as we will communicate any issues pertaining to your school site) Respond immediately to calls from the Central Region Office Superintendent and/or Administrative Directors. Make sure your secretary and/or assistant principal know your whereabouts and/or how to reach you when you are away from the building. Submit all forms, reports, etc. to the Central Region Office typewritten and in a timely manner.

Handle parental problems and concerns to the best of your ability at the school level. Have a system in place that any unresolved situation comes to your attention. If you realize the problem cannot be resolved at the school level, immediately contact your Administrative Director to assist with resolution. Encourage your office staff to answer phones quickly and to speak and greet all parents/visitors in a positive, polite and professional manner as they serve as the ambassadors of your schools.

Inform the Central Region Office (Administrative Director), Ms. Iraida Mendez-Cartaya, Associate Superintendent, OIAGA & CE, and Mr. Luis E. Diaz, Administrative Director, School Operations, any time a Board Member, Elected Official, Dignitary or their administrative assistant visit your school site. Early notification will make it possible for Region administrators to provide support and attend the event. For any newsworthy event, notify Ms. Daisy Gonzalez-Diego, Chief Communications Officer, Public Information and your Administrative Director. Continue to avail parents with school information and market your school to encourage parent and community participation.

Central Region … Achieving, Believing, Collaborating
Central Region Office Director Updates Central Region … Achieving, Believing, Collaborating

Mr. Eric Acosta Community School Operations Administrative Director

Community School Operations
DCIRT Forms that must be submitted by deadline August 28th Readiness Emergency Management (REMS) (FM# 7393) Critical Incident Response Team Profile (FM# 5092) Hurricane Season/Shelter Please ensure that shelters are prepared in case of a storm DECON Radio Please let me know if there are any issues with the batteries Immunization Report Please see from Ms. Perez dated August 11th Emergency Evacuation Drills

Weekly Immunization Report Reminder
This message is sent on behalf of Mr. Eric Acosta, Administrative Director, Central Region Office. Selected Principal, In order to continue to decrease the number of students with expired immunization records, we have to remain vigilant and follow up with students who have expired immunization records. Below are the number of students with expired immunization for your school. Please pay close attention to both students with expired immunizations, as well as those whose immunization expire within the next 30 days. Should you have any questions, please contact Mr. Eric Acosta, Administrative Director, Central Region Office.

Smooth Operations Facilities and Maintenance
SCRUB is still the tool we are using to address deficiencies GOB Matters Materials, Equipment and Seating Opening of Schools Preparedness Survey Sanitation Audits and Health Inspections Encourage principals to commend custodial teams for a job well done. Since less than 6% of our schools failed sanitation audits as compared to 32% last year and 45% the year prior to that. On that note, Operation Clean Sweep custodial training had mixed turnout this summer. South had an excellent turnout. North and Central needed more encouragement. GOB – At this time we do not have any issues as it pertains to the opening of schools. As we get closer to the opening of schools, issues that impede the opening of schools are to be communicated to the AD responsible for facilities and maintenance and they communicate via to Dr. Martinez. Maintenance will address safety to life, HVAC or emergencies that obstruct the smooth opening of schools. Mulch, spot painting are examples of non-critical matters for the opening of schools. At the present time there are 15 schools that are operating on temporary chiller units. The list may be requested from Dr. Martinez. However, as long as the units are functioning this would not be considered a critical issue for opening of schools. Please remind principals to have adequate supplies of light bulbs to maintain proper lighting at school sites. Principals should walk their building with the their class assignments to ensure that adequate seating/student stations are available. Students should not be sitting on the back counters. Encourage principals to speak to their feeder pattern or regional counterparts to secure additional seats/student stations. District will not be providing deliveries.

COMPREHENSIVE HEALTH SERVICES Immunization Campaign
Comprehensive Health Services (CHS) provides School-Based health services to public school students in grades Pre-K-12th grade in MDCPS. CHS collaborates with the local Department of Health for school health requirements CHS monitors Immunization Updates and Compliance CHS provides Hearing, Vision, and Scoliosis Screenings CHS provides guidance and Child Specific Training for school site staff relating to Chronic Disease Management CHS provides guidance to school sites for students diagnosed with Communicable Diseases

COMPREHENSIVE HEALTH SERVICES Immunization Compliance Challenges?
TOTAL NUMBER OF FUTURED KINDERGARTEN (KG) STUDENTS WHOSE IMMUNIZATIONS WILL EXPIRE IN 30 DAYS OR LESS District North Region Central Region South Region Charter Schools 1,649 421 531 466 231 These numbers represents the number of KG students per Region who will have expired immunizations at the Opening of Schools 8/21/2017 This number should change as parents/guardians are in the process of taking their children to the medical provider. The current analysis represents the number of students whose Immunization will be expired on the 1st day of school.

COMPREHENSIVE HEALTH SERVICES Immunization Compliance Challenges?
TOTAL NUMBER OF FUTURED 7TH GRADE STUDENTS WHOSE IMMUNIZATIONS WILL EXPIRE IN 30 DAYS OR LESS District North Region Central Region South Region Charter Schools 15,170 3,704 3,648 4,366 3,452 These numbers represents the number of 7th Grade students per Region who will have expired immunizations at the Opening of Schools 8/21/2017 This number should change as parents/guardians are in the process of taking their children to the medical provider. The current analysis represents the number of students whose Immunization will be expired on the 1st day of school.

Provisions of Immunizations in the Community
Saturday, August 19th: Collaborative effort at 18 community clinics around the county offering FREE or LOW COST immunizations for children. A link to information about the “Back to School Immunization Locations” will be on the District web site Parents/guardians of students in need of immunizations may call to access the Florida Department of Health in Miami-Dade County’s Special Immunization Program’s appointment line for free immunizations Monday-Friday (8:00am-3:30pm). Parents/guardians who need assistance in finding immunization resources may call The Children’s Trust helpline at 211. It’s important that a ConnectEd message is sent to parents/guardians informing them of the sites for their child to receive FREE immunization. The sites will be posted on the District’s website Parents/Guardians SHOULD NOT Wait until August 19, to receive the vaccines. They can call the Health Department (786) to schedule an appointment Monday-Friday 8:30am-3:30pm

COMPREHENSIVE HEALTH SERVICES Immunization portal
Provides real time updates : Essential to identify at least one person at your school the responsibility to check individual school immunization compliance on the portal at least once a week The state requires that Districts in every county to report their immunization compliance during FTE weeks. The first upload to Tallahassee is at the end of October; therefore, it is mandatory that students are in compliance with immunizations. Registrars MUST input the Florida Certification of Immunization- D680 forms immediately. It’s important that the immunization portal is viewed by Principals on a weekly basis Students out of compliance must be identified prior to FTE Week. Registrars CANNOT HOLD the D-680 forms, they MUST input the immunizations into DSIS immediately Registrars can call Comprehensive Health Services (305) for assistance with inputting immunizations

COMPREHENSIVE HEALTH SERVICES Immunization portal
Immunization CHANGES for All 9th grade students must have a second varicella (2 doses) A minimum one dose of varicella is required for Pre-K-K, and 10th through 12th grades

COMPREHENSIVE HEALTH SERVICES Principal’s Dashboard
Immunization compliance information will be posted on each Principals Dash board. There will be a thumbs up when immunizations are in compliance at your school site or a thumbs down when immunizations are not in compliance at your school site. It’s important that Principals check the Immunization Portal to see if their school immunization compliance rate is in good standing Principals MUST monitor the site more frequently prior to FTE Week.

COMPREHENSIVE HEALTH SERVICES Influenza Vaccine
Healthy Schools LLC will again be offering FREE influenza vaccine to K-12 students across the District. More information is forthcoming. Parents of students will be offered an influenza vaccine for their children through the form of an injection. Parents will have an opportunity to consent for the influenza vaccine through digital signature on the Parent Portal The influenza vaccine initiative will begin in September 18th through October 20th Changes for the School year Parents/Guardians will be able to sign up via Parent Portal for their child to receive the flu vaccine electronically. A link will be available on the Parent Portal A flyer with instructions will be sent via school mail to school sites, again more information is forth coming. The link will also be on the District’s Website for parents/guardians to sign up A paper document will be available for parents/guardians who do not have access to a digital device.

COMPREHENSIVE HEALTH SERVICES Influenza Vaccine
Mrs. Valtena G. Brown, Deputy Superintendent/Chief Operating Officer, School Operations, will be sending out a memo with instructions to follow to implement the initiative. More information is forthcoming The influenza initiative will also be on the District’s Web site Parent/guardian letters and directions for school sites will be sent by S&D

Department of Transportation Opening of Schools 2017-2018

DEPARTMENT of TRANSPORTATION
Transportation Handbook For School Staff Important resource for Principals and staff! New Handbook for school year Handbook is available on the e-handbooks link at: School site personnel that oversees transportation are encouraged to review the handbook for current policy and procedures

What’s in the Handbook for School Staff? Florida Statutes, State Board Rules, and M-DCPS policies pertaining to transportation. Routing and bus assignment process Specific guidelines for principals regarding student discipline on school buses Transportation Department organization and contacts

TRANSPORTATION ROUTING SYSTEM WEB SCREENS (WTRS application)

What’s on the Transportation Routing System Web Screens? Bus assignments for students Bus route schedules Student eligibility for transportation Transportation information on the Parent Portal is updated frequently.

Who should have access to the Transportation Routing System web screens? Registrars Attendance Clerks Administrators Anyone else at the school who works with Transportation Administrator with “AAAA” authority at each location must grant access to each employee they want to designate to be able to use the WTRS application.

How do authorized staff access the Transportation Routing System Web Screens? School staff that have been granted authorization to use the Transportation Routing System Web Screens by their location administrator can access the screens through the M-DCPS INTRANET.

TRANSPORTATION WEB SCREENS (WTRS application) Transportation Routing System” Web screens with information for school year will be activated on: Wednesday, August 9th Transportation information on the Parent Portal is updated frequently.

Transportation information on the PARENT PORTAL at Parents can obtain their child’s assigned bus information by logging into the parent portal, click on the student’s name and then click on “BUS INFORMATION” tab. As with the Transportation Routing System Web Screens, the information on the PARENT PORTAL is updated frequently.

DEPARTMENT of TRANSPORTATION ROUTE NUMBERS
The four digit bus route number is displayed next to the entrance door of the school bus. The chart below shows which bus route numbers are operated by each of the school district’s seven Transportation Centers. Administration Office SW 117 Ave. Miami , Florida (305) / Fax (305) Mr. Orlando Alonso, Administrative Director Ms. Susan Detmold, District Director, Transportation Operations Bus Routes North Transportation NW 42 Ave. Miami, Florida (305) / Fax(305) Ms. Lashawn Holliman-Mclean, Director Bus Routes Central East Transportation SW 4 Street Miami, Florida (305) / Fax(305) Ms. Gwendolyn Cone, Director Bus Routes Northeast Transportation 9234 5901 NW 27 Ave. Miami , Florida (305) / Fax(305) Mr. Ronald Johnson, Director Bus Routes South Transportation 9233 660 SW 3 Ave. Florida City , Florida (305) / Fax(305) Ms. Ilene Childs, Director Bus Routes Northwest Transportation NW South River Drive Medley , Florida (305) / Fax(305) Mr. Alfredo Roche, Director Bus Routes Southwest Transportation 9235 SW 117 Ave. Miami, Florida (305) / Fax(305) Ms. Gloria Weathersby, Director Bus Routes John H. Schee Transportation NW 122 Street Miami, Florida (305) / Fax(305) Ms. Gerris Martin, Director Bus Routes Central West Transportation NW 6 Street Miami, Florida (305) / Fax(305) Ms. Gwendolyn Cone, Director 9230 Centralized Routing (North) 5901 NW 27 Ave. Miami , Florida (305) / Fax(305) , (305) Mr. Christian Rayneri, Supervisor, School Bus Routing DEPARTMENT of TRANSPORTATION ROUTE NUMBERS

We can’t do it without you! School staff is a VITAL part of the Transportation Team! Your support is not only greatly appreciated, it’s critical to our ability to be able to deliver the students entrusted to our care safely, efficiently, and effectively. Transportation says THANK YOU for your support and wishes everyone a GREAT START to the new school year!

Food & Nutrition Certification for Free or Reduced Price Meals
The majority of students in our district are directly certified for free meals (automatically updated in DSIS). For household that are not directly certified, the application for free or reduced price meals is on-line at All students in a household are to be listed on one application. FREE Breakfast at School for All Students M-DCPS provides breakfast at no charge to all students in all schools. Increasing student participation in school breakfast is a district goal. Principals are requested to promote their school breakfast program. Over 75% of the students at M-DCPS are approved for free/reduced via Direct Certification. M-DCPS gives a file to Tallahassee, they do the matching and send back to M-DCPS. Subsequently the student lunch information is transmitted to the cafeteria computer. Principals to incorporate promoting free breakfast for students frequently. Increasing student breakfast participation is a District goal. Schools will receive a call between 8/2-8/8 to pick up at Food and Nutrition the paper free/reduced meal applications, brochures and Paypams flyers.

Food & Nutrition Rules of Engagement
Required School Site Plan for Providing Lunch to Students Without Lunch Money Principals must complete their school plan for providing lunch to students who do not have lunch money by August 18th NEW Federal USDA regulations require that school sites inform parents, students, faculty and the school food service manager of the school plan. All matters related to students without lunch money are to be handled discreetly to respect the privacy of the students and in accordance with the school plan. USDA requires that effective 2017/18 all school Districts have a plan in place and communicated to the parents of providing lunch for students without lunch money. M-DCPS Food and Nutrition already had a plan, it just needs to be documented and communicated to the parents in a more formal way. Weekly Briefing #21388 published 7/28 describes the options and the process of submitting the plan to Food and Nutrition by 8/18, and to have it on file in school. Attached to the briefing is the form “School Plan for Providing Lunch for Students without Lunch money” to submit the plan. All school personnel involved with this process, Principal, AP, Cafeteria Manager, etc. must be informed of the plan.

Food service employees cannot be placed in the position of determining the school policy for providing alternate meals or for loaning money At no time shall a meal be taken away from a student once served Parents are encouraged to pre-pay for their child’s lunch on-line at

School Health Inspections Principals must post the most recent Health Inspection Report on the school’s web site (per Florida Statute). Critical areas that can cause an Unsatisfactory Health Inspection and may result in the Health Dept. not allowing use of your kitchen are: Lack of hot water (managers are to check hot water daily) Pest infestation Poorly maintained facility (e.g. peeling paint, inadequate working equipment, holes in ceilings or walls) Schools must post the most recent health inspection on the school’s web (mandatory by State Statute). Cafeteria Manager will be inspecting kitchen area as soon as they arrive on 8/14. Issues are to be reported to Food and Nutrition and the Principal. Health Department will be doing school visits starting 8/21. Principals or APs are encouraged to observe kitchen and cafeteria area on a regular basis to detect and report any potential maintenance or pest infestation problem. Pest Control issues – please contact Tom Holmberg at Food and Nutrition ,

Food & Nutrition Food service managers are to report all kitchen facility issues immediately and are required to maintain safe and sanitary kitchen operations. School staff should never wait until a Health Inspection to report a problem or work order. Observe your school kitchen and cafeteria on a regular basis and check often with your food service manager to avoid unreported problems that may cause an unsatisfactory health inspection. School Health Inspection Reports are public information on file at the Health Department and subject to public records requests. Schools must post the most recent health inspection on the school’s web (mandatory by State Statute). Cafeteria Manager will be inspecting kitchen area as soon as they arrive on 8/14. Issues are to be reported to Food and Nutrition and the Principal. Health Department will be doing school visits starting 8/21. Principals or APs are encouraged to observe kitchen and cafeteria area on a regular basis to detect and report any potential maintenance or pest infestation problem. Pest Control issues – please contact Tom Holmberg at Food and Nutrition ,

Ms. Ana Perez, District Administrative Assistant
Contact Information Mr. Eric Acosta (305) x2102 – Office (786) – Cell (305) – Private Line Ms. Ana Perez, District Administrative Assistant (305) x5061

Dr. Jacques Bentolila Academic Operations Secondary Administrative Director Central Region … Achieving, Believing, Collaborating

Master schedule When making a schedule change have personnel check all aspects of the student (i.e. courses needed for graduation, prior year failure, missing credits) so that you correct all issues with one schedule change. Confirm accuracy between ASPEN, DSIS and Gradebook. Confirm accuracy of official attendance at beginning and end of the day!

Master schedule reviews
Refer to WB# 21157 August 9th – 11th – Principals must review the report, make any necessary schedule changes and upload revised schedules by Friday, August 11th. Please note that Staff from Academics/Academic Support will be “on call” to assist Principals with any questions for finalizing schedule changes. Upload #2

Master schedule reviews
August 21st – September 8th – Final Revisions as needed: After the opening of school, if further adjustments to the master schedule are needed, these should be made and the revised schedules must be uploaded by Friday, September 8th. Upload #3 After October budget conferences any revisions to the master schedule resulting from budget conferences should be made. The revised master schedule must be uploaded to the Master Schedule SharePoint Site. Upload #4

Opening of school Have assignments for all personnel with no class responsibilities. Procedures for: Students with no schedule Students needing to be enrolled No Show Materials Student not showing up on gradebook Lunch procedures Arrival and Dismissal Procedures What teachers should be reviewing in extended HR period

Contact Information Dr. Jacques Bentolila (305) x5057 – Office (305) – Fax (786) – Cell (305) – Private Line Ms. Theresa Vazquez, District Administrative Assistant (305) x5048

Dr. Janice Cruse-Sanchez
Financial Human Capital Administrative Director Central Region … Achieving, Believing, Collaborating

Smooth Operations Customer Service School Operations Guide Class Size
Front Office Late registrations Reporting attendance Breakfast/Lunch School Operations Guide Approved Meeting dates for administrators and support staff Task Lists Class Size Operational Guide Tasks Lists Year at a glance PD day September 21 New Guidelines to be reviewed /Memos transmissions to schools Awareness Month Calendar The expectation for Class Size continues to be on Voter’s Choice Class by Class. However, for calculation purposes will be measured at the average by grade group. The class size application will display the new school year data after roll over (August 7, 2017 through August 11, 2017). The Class Size Portal has added Non-core courses to the Portal. This tab can be found on the Employee’s Application site Non-Core Courses. Further information on the Non Core Course Portal is forthcoming.

It’s a Personnel Matter
Instructional Certification Interventionists should not be given student assignments. Even if there are no grades for Reading Interventions, there are FTE minutes. ESE Teachers with 100% of students in their class having ASD exceptionality, must be ASD Endorsed. Co-teaching assignments for Blended or Virtual Learning must reflect the proper facility type (20) in order for the primary teacher to be considered for in-field designation. Be on the look out for a weekly briefing from Instructional Technology for directions. -Schools are assigning students to interventionists to do reading interventions. Although there are no grades given, there are FTE minutes/funding being reported and as a result the teachers must be certified. If an interventionist has a teaching certificate, their job code should be changed to Hourly Teacher (JC 1802) . The Florida Course Code Directory dictates that if 100% of the students in a teacher’s classroom have ASD as their primary exceptionality, then the teacher must have the ASD Endorsement. Waivers will be given to those teachers wishing to obtain the ASD endorsement. This is very important as these students have very high weighted FTE funding. When scheduling for blended or virtual learning, it is important to follow strict scheduling process provided by Instructional Technology. This includes which should be the primary and secondary teachers and specifically the “facility type” (20). This assures that only the true teacher of record is isolated for in-field designation. Instructional Technology will be publishing a Weekly Briefing with instructions.

Money Smarts with Internal Funds
Updated Internal Funds Manual Updates to the manual are currently under review and notification will be sent when the Manual is finalized New Signers on Bank Accounts Complete FM 2741 with new signer’s names Send completed Form to bank Send completed Form to Treasury Management Contact Treasury Management for Money Market Authorization EESAC EESAC Committee should approve transfer of up to $2,999 of EESAC funds to be used via school Internal Funds at the beginning of the school year Approval of this transfer must be documented in meeting minutes Minutes must also state purpose of funds Once minutes are approved, they should be provided to Treasurer to complete transfer in eSAS and the replenishment from the school’s budget structure Budget Notes The Internal Funds Manual is being revised, a briefing will be sent out once its finalized. All principals and treasurers that is new to a location, should complete form 2741 and request the Money Market Authorization form and forward to Treasury Management ASAP. When the first EESAC meeting occurs the minutes should be obtained and given to the treasurer to do the transfer. The minutes must include the amount of the transfer and describe each type of authorized purchase in sufficient detail to provide the necessary support for the expenditures to be paid. The maximum amount you can transfer is $ Once the transfer of funds has been made from the Fund 9 account into the Internal Funds EESAC trust account, the replenishment of the Fund 9 should be done immediately.

Money Smarts with Internal Funds Rules of Engagement
Class and Group Pictures Bid requirements Must solicit three bids from list of nine approved vendors Must include at least one minority Bids should be evaluated based on many factors, including price, quality, service, offerings, etc. Collection of money – done by vendor No school staff/volunteers should handle student money Picture package delivery School should reconcile delivered packages to the Student Picture Delivery Reconciliation Form (or vendor’s form) Commission check will be delivered with picture packages Commission check amount should agree to Form Memory Book bids are now a separate bid form and will be solicited separately. New protocols for School pictures will go into full effect for the school year. Schools will no longer collect money from students for school pictures – no staff should touch any money brought in by students to purchase picture packages. The Principals shall notify the parents of the new approved method for conducting School Class Pictures and make clear to parents that monies will not longer be collected by school staff for this activity. Schools will continue to be required to solicit 3 bids (via FM 0998) from the list of 9 pre-approved vendors, one of which must be a minority vendor. Bids submitted will be evaluated based on price, quality, variety of picture packages, and services. Bid selections do NOT need to be sent to the Region for approval. Memory Book bids are now done separately – an official Bid Form will be made available online prior to the start of the school year.

Money Smarts with Internal Funds
Online School Payments Schools are charged a fee each month (regardless of usage) as well as for each payment made by families Fees will be reimbursed by the District for the school year, however reimbursement MUST BE requested by treasurer Approved activities include (but not limited to): After School Care payments Field trips Class fees (Science, Art, Music, etc.) Uniforms (Band, P.E., etc.) If you are ever unsure if an activity is “approved” for sale via OSP, please reach out to your Business Manager Online School Payments - Available to all Senior High Schools, Middle Schools, K-8s, and Elementary Schools with After School Care programs Schools must setup the activities online. Approved activities include (but not limited to): After School Care payments Field trips Class fees, Science fee, Art Fee, Music Fee, etc. ITS has scheduled on-going trainings for Treasurers and Afterschool Care Staff to learn how to use the OSP system. Please look at My Learning Plan.

Money Smarts with Payroll Rules of Engagement
Payroll Processing Procedures Manual – Includes critical pertinent payroll information, including: Correct Payroll “Sign-in” Procedures for All Employee Types Opening of Schools Hire Action – Memorandum from Ms. Valtena G. Brown – includes the following: Employees cannot report to work until they are fully hired No retroactive hires, etc. Payroll Department Payroll Department Final Roster approval deadlines – including eight (8) anticipated payrolls – ALL payroll transactions for ALL employees, must be input and approved by the designated date and time. It takes the District 4 days to complete the end-to-end payroll process, not adhering to this deadline, delays the entire payroll process. The Payroll Department strongly recommend setting outlook reminders of the due dates for yourself, for the entire year, include your back up approver, as well as for your input person(s). Briefing #21389 – This briefing delineates the sign-in requirements by employee type. Locations cannot deviate from this, as the auditors will be expecting full compliance. The best way to control your payroll is to monitor the sign-in sheet ON A DAILY basis. You should not have any empty spaces on any day of the pay period, for any employee. Opening of School Hire Action – Memorandum from Ms. Brown about the importance of not retro hiring employees, particularly fulltime employees, and of the importance of not allowing employees to report to the school, unless they have been fully hired, and are appearing in the SAP system (in your position control report). Payroll Processing Procedures Manual – Read the manual, have the person in charge of payroll processing, also become familiar with the manual. Most of the audit findings are addressed in the manual. Signing-in procedures for all employees Leave cards and absence codes, including utilization of earned sick and vacation days, Maximum number of OPT days, etc. Holiday eligibility – This is an issue for the District, as it causes a great number of overpayments. Roster preparation and approval, Compensatory Time, etc.

Money Smarts with P-Card Rules of Engagement
All purchases must be tied to Curriculum or Business Needs Vendor should be a Bid Vendor or Sole Source If Vendor is not on Bid and total order is greater than $1,000, Obtain 3 quotes of which 1 must be a Minority Vendor All Office Supplies are purchased via P-Card FF&E where the unit price is $1,000 or greater is not allowed on P-Card, example: 10 printers at a unit cost of $ each is allowed 1 file server at a unit cost of $1, is NOT allowed Questions regarding if a vendor is a Bid Vendor or Sole Source should be directed to Procurement You must showed you made the effort on sending/requesting 3 quotes – Vendors are not obligated to respond to a quote For FF&E items, when in doubt, ask the P-Card team

Money Smarts with P-Card Rules of Engagement
If S&D carries the product it must be purchased via S&D If the “Receipt” is lost, contact vendor for a “re-print” Absolutely no “cleaning chemicals” are allowed No Food or Hospitality items are allowed No Internal Funds related activities are allowed Form 5707 – Requestor cannot be Cardholder Rules of Engagement are there to assist principals with avoiding audit exceptions S & D for Furniture – If the color you need is not stocked by S&D– generate a shopping cart and procurement will obtain from the Bid Vendor at the Bid price Cleaning Chemicals can be dangerous – follow the appropriate purchasing process through S&D to obtain them No Food or Hospitality item – remember you are using tax payers dollars Student related activities are not allowed Form 5707 acts like a shopping cart. The approver does not generate the shopping cart and as such cannot be the requestor on form 5707

Money Smarts – Budget Rules of Engagement PURCHASES
PO after deadline of May 19th will hit new year’s budget. PO’s made with programs that are re-budgeted must be addressed with the budget office Credit card reconciliation impact Verifying perspective GL upon creation on shopping cart. FTE coding issues for Final Budget Conferences Funds Prelim vs. Final Budget Notes Any P.O.’s that were processed after the May 19 deadline will hit your budgets. So if you think you are starting the year with a fresh pot of money, that may not be case. Purchase Orders processed using programs that are re-budgeted on a yearly basis must be reconciled in conjunction with the budget office Due to the various programs such as EESAC etc. will not automatically show Any credit card reconciliations done now for purchases made during the school year will impact your current budget, but should be wiped out by August. These reconciliation efforts must be documented for your benefit and in order to remain in the black as you proceed through the year GL verification: use caution when creating shopping carts to ensure no incorrect payments are done and clean up via transferring of expenses to the correct GL. FTE coding continues for SPED and ESOL continue to affect schools’ funding. Preliminary budgets will differ from the Final because of actual enrollment,….

Important Contacts School Operations – 305-995-1891 / 305-995-1270
Cynthia Gracia, Administrative Director, School Operations Alexis Martinez, School Operations/Facilities Luis Diaz, Administrative Director. DEOA (Alternative Ed) FASCO – Jennifer Andreu, Administrative Director Betsy McCrary, Student Funding Specialist Human Capital/Professional Standards – /7218 Arlene Diaz, Executive Director, Certification Jimmie Brown, Administrative Director, OPS Transportation – Orlando Alonso, Administrative Director, Transportation

Important Contacts Financial Services/Internal Accounting – /2463 Nikita Bailey, Staff Specialist Maritza Carr, Staff Specialist Juliana Thimons, Staff Specialist Wirthy Fuentes, District Director, Budget Management Eric Ojeda, District Director, Financial Report Food & Nutrition - (786) Penny Parham, Food & Nutrition Officer Olga Botero, Executive Director, Budget & Operations Special Programs/Immunization – Mark Zaher, Director, Juvenile Justice Brenda Wilder, Director, Comprehensive Stud SR

Field Trips All Packets must be signed by the Principal
“You Sign It – You Own It” Timely Submission is required Submitted at least 2 weeks in advance (Sports related are an exception, if you are notified late) Cost must not exceed $3,500 In the event that it does, a written justification must be submitted Field Trip Process expectations

BUDGET Dates to Remember
FTE Snapshot (Simulation) dates: 1st – Friday, August 25th 2nd – Friday, September 1st Final - Friday, September 15th ESE & Gifted data must be completed in Accelify by Wednesday, September 13th to allow for load to ISIS by September 15th CASAS Final allocations will be based on September 15th Correct coding data in the computer is essential (no adjustments will be made) Final CASAS/SBBS will interface in October 2017

BUDGET Things to Remember
ALL No Shows will drop on Friday, August 25th Ensure 1st day and first week procedures are in place to ensure that every student is accounted for (head count of students to verify, should be a part of this procedure) Ensure accurate data entry of coding

Beginning August 23rd start ordering and reconciling errors in the following Control D Report PK-12 FTE Simulation ESE Dept. (Shannon Gottardi) has ordered the automatic running of the following Reports and you will be able print and reconcile every Monday beginning August 14th (see CRO e-folder) ESE Consultative Report – Product #T0510P76 Unit Allocation Report – Product #T0510P82

CASAS Final allocations will be based on Friday, September 15th Correct coding data in the computer is essential (no adjustments will be made) Final CASAS/SBBS will interface in October 2017

Dr. Janice Cruse-Sanchez
Contact Information Dr. Janice Cruse-Sanchez (305) x Office (305) – Fax (786) – Cell (305) – Private Line Ms. Raquel Diaz, District Administrative Assistant (305) x5047

Contact Information Budget Office Ms. Ana Ramos-Gonzales, Budget Coordinator (305) Ms. Gabriela Petrini, Instructional Staffing Officer (305) Mr. Henry Tablada, Non-Instructional Staffing Officer (305) Mr. Zachary Garvin, Instructional Staffing Officer (305)

Central Region … Achieving, Believing, Collaborating
Ms. Amelia Leth Professional Standards & Professional Development Administrative Director Central Region … Achieving, Believing, Collaborating

Office of Professional Standards It’s a Personnel Matter
Summative Evaluations – withheld IPEGS Carry Over – “black out” period Ethics Matter Policy 1210 – Student Supervision and Welfare (Administrators) Policy 3210 – Standards of Ethical Conduct (Instructional Staff) Policy Standard of Ethical Conduct (Support Staff) Summative Evaluations If the summative evaluation was withheld due to an unresolved personnel issue and/or pending investigation, if that employee had a “good year,” then according to state statute, he/she is entitled to a summative evaluation as soon as the issue is resolved. Anyone with developing or needs improvement on the Final Summative Performance Evaluation will engage in professional growth opportunities identified by the professional and the site administrator. This will occur without the requirement of an IPEGS Observation indicating below effective in one or more IPEGS Performance Standards. Those receiving unsatisfactory on the Final Summative Performance Evaluation will be placed on an IP. This will occur without the requirement of a Support Dialogue indicating that the professional did not remediate. Carry over IPEGS The “black out” period ends on August 30, 2017 for all employees on an existing 90 Calendar Day Improvement Plan. Please advise administrators to go soon after that date. Ethics Matter School Board Policies 1210, 3210, and 4210, Standards of Ethical Conduct, stipulate that all M-DCPS employees shall conduct themselves, in their employment and in the community in a manner that reflects credit upon themselves and the school system.

Office of Professional Standards It’s a Personnel Matter
Ethics Matter Policy 1213 – Student Supervision and Welfare (Standards of student supervision) Policy 3213 – Student Supervision and Welfare (Physical and emotional well-being) Policy Student Supervision and Welfare (Staff) Ethics Matters School Board Policies 1213, 3213, and 4213, Student Supervision and Welfare, as it deals with the supervision, control, and protection of students on or off school property. Beacon Educator, in conjunction with OPS, is in the process of developing a monthly 10 – 15 minute Ethics Matter training that will be delivered by principals at faculty meetings. Additional details are forthcoming. Each month OPS will post a Briefing on the Ethics Matter theme of the month appropriate for all staff members.

Cro E-folder

Contact Information Ms. Amelia Leth (305) x5059 – Office (786) – Cell (305) – Private Line Ms. Theresa Vazquez, District Administrative Assistant (305) x5048

Contact Information Office of Professional Standards Ms. Maria Zabala, District Director Non-Instructional Personnel (305) Ms. Carmen Gutierrez, District Director Instructional Personnel (305)

Mr. Michael Lewis Academic Operations K-12 Administrative Director

Student Success Center
Provides an educational setting and safe-haven for referred students (ages 11 and older) exhibiting Level III-IV behavior and (with Region approval) habitual Level II infractions of the Code of Student Conduct. There are 11 Student Success Centers throughout Miami-Dade County. Each Student Success Center provides academic support, Restorative Justice Practices are conducted during counseling sessions. In addition, wrap-around services will be provided for students and families in-need.

Enhancements: Grade-level grouping in the Student Success Centers for academic and counseling sessions; Enhanced connection with the Exceptional Student Education Department so that appropriate support personnel may be deployed and accommodations provided for students with special needs; Incorporation of Restorative Justice Practices conducted by Student Success Coaches; Streamlining of communication processes between center and referring school to capture services provided to student while at the center; Students in need of transportation services will be transported from the neighborhood stop closest to their residence to the Student Success Center and will be dropped off at their pickup location. There are over 250 stops for students referred throughout the district. The sending school will provide students in need of transportation bus stop and route information as well as temporary bus passes to use during their assignment to the Student Success Center. Monitoring attendance is important to keep accurate data of students at the Student Success Center. Students in attendance must reflect a (+) in ISIS (PF7 screen) for the days PRESENT which reflects an excused absence and warrants make-up work upon return. Students assigned and not in attendance must reflect a U (Unexcused Absence) in ISIS – PF7 screen. Students assigned and not in attendance must reflect a U (Unexcused Absence) in ISIS – PF7 screen.

On-going professional development related to behavior modification incorporating an on-line technology component, LEAPS; A parent/guardian letter embedded with QR code which will take parents directly to a survey via a mobile application to garner feedback; and A new daily Student Success Center Report created for Principals to monitor students referred to the Student Success Center and Daily Attendance. Student Success Center Administrative Designee Survey due August 17th (WB #21488) Student Success Center Administrative Designee PD September 26th & September 27th Student Success Center Administrative Designee Survey: Due Date: Thursday, August 17, 2017 (Weekly Briefing #21488) We are requesting that school site principals appoint an administrative designee to handle matters regarding potential referrals to the Student Success Center program. This administrative designee will be the liaison and will be responsible for the management of all Student Success Center correspondence pertaining to attendance, submission of academic coursework, and will maintain communication with site coordinators and Success Coaches of all student referrals. In addition, SSC Administrative Designee will be added to a distribution list to receive Student Success Center updates. Student Success Center Administrative Designee Professional Development: Tuesday, September 26th & Wednesday, September 27th Identified Student Success Center Administrative Designees will be invited to a ½ professional development related to new procedures.

Present! Here! & Accounted for!
Office of Federal and State Compliance Address Verification Guardianship Review the Initial Entry Registration Handbook for Ensure that new Emergency Student Data Form (FM-2733) is distributed to parents. Address Verification Students should not be kept out of school. Use the Address Verification Agreement Form (FM-4686) until the address can be substantiated or use the Statement of Bonafide Residence Form (FM-7444). Guardianship If a student lives with someone other than the parent, the guardian must obtain an affidavit from the Family Court and a notarized document granting them guardianship. For Family Court, refer guardians to Lawson E. Thomas Courthouse, located at 175 NW 1st Avenue, Suite 221, Miami, FL The telephone number is (305) Review the Initial Entry Registration Handbook for Only the parent who enrolls the student may withdraw or transfer the student. Ensure that new Emergency Student Data Form (FM-2733) is distributed to parents. Only authorized persons listed will be able to pick up children. NEW – the form can be obtained online at Forms Management.

Present! Here! & Accounted for!
Attendance Student must be present for a minimum of 2 hours to be marked as present. Export attendance from Gradebook (once per school day). Principal certification of attendance Importance of the Attendance Tracking Report No-Shows Entries After No-Show No-Shows will be withdrawn at the end of the day on August 25th Call No-Shows Attendance It is imperative that the official attendance in Gradebook and DSIS match. Principals are required to certify student attendance after each grading period. Attendance must be certified by November 2, 2017; January 25, 2018; April 5, 2018 and June 14, 2018. Principals and FTE preparers are responsible to maintain a copy of the Attendance Tracking Report for each of the 11 days of the FTE Attendance Eligibility Window. Please be reminded that auditors will be here in November/December to audit records from No-Shows Enter the student using the “Entries After No-Show” screen on the Student Information Menu on the day the student appears. On Friday, August 25th, ITS will automatically withdraw all No-Shows with effective date of 08/21/17. Have Community Involvement Specialist or other staff members call No Shows and try to get them in before 8/25/17.

Contact Information Mr. Michael Lewis (305) x5042 – Office (786) – Cell (305) – Private Line Ms. Ana Perez, District Administrative Assistant (305) x5061 Ms. Deborah Gonzalez, Social Work Chairperson Student Transfers (305) x5043

Mr. Alejandro Perez Academic Operations Elementary Administrative Director Central Region … Achieving, Believing, Collaborating

Academic operations elem/k-8
Educational Excellence School Advisory Council (EESAC) Refer to WB# – Accessing EESAC Funds Rosters must be updated, revised or corrected based on new members. Opening of Schools Procedures/Smooth Opening Registration process – plan for new students Special Areas (Elementary/K-8 Centers) Media Center access Breakfast/lunch process, etc.

Homework Campaign Awareness Refer to WB# 21202 Homework Plan uploaded into the District’s Universal Parent/Student Handbook template. The EESAC agenda and minutes should reflect said Homework Protocol discussion Pre-Kindergarten Review Refer to CRO e-Folder for new Pre-K updates

Open House Dates Elementary/K-8 Centers – September 11th – 15th Middle Schools – September 18th – 22nd Senior High Schools – September 25th – 29th Special Centers – September 25th – 29th

Intervention Materials Refer to briefing 20999, 21002, 21001 Please ensure that all materials have been received and sufficient quantities for the number of students requiring interventions. Interventions should begin by week 2. Principals should contact Ms. Valentina Pasaron or Ms. Evelyn Rivas at (305) to order additional materials.

The Great American Solar Eclipse – August 21st Refer to WB# 21209 Target 3rd, 4th and 5th grade – Science curricula includes multiple standards that focus on the Sun, Earth, and Moon relationships and interactions.

Ms. Rosa Lewis, Administrative Secretary
Contact Information Mr. Alejandro Perez (305) x5056 – Office (786) – Cell (305) – Private Line Ms. Rosa Lewis, Administrative Secretary (305) x5049

SCALED PLATFORM LEADERSHIP MEETING

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SCALED PLATFORM LEADERSHIP MEETING

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