ES Checkout
Policy
An ES Checkout Checklist is provided in ES Webfiles for each ES to use to check out at the end of each
school year or when separating from the ES position. This form is available in
ES WEbfiles by going to View/ES Detail and choosing the General tab, then the
ES Checkout button. This is a two page document and you will have to approve
two separate print messages from your printer. All items on the ES Checklist
must be completed within 10 school days after the last day of the school
calendar year and before a final paycheck is released.
Procedure
ES Checkout is done via e-mail with your ES
advisor within the first two weeks after school is out for all ESs or
is begun at any time during the school year when an ES notifies their ES
Advisor of their intention to separate from the ES position. ESs
teaching summer school will only have one week to complete regular year ES
Checkout, as they must be ready to concentrate their time and attention on
their summer school students after that. ESs not checked out by the end of
two weeks after the last day of school, are subject to a reduction in their
student count for Fall. ESs not completely checked
out by the end of June may not be asked to work with us the following school
year. Please contact your ES Advisor early for assistance if you
anticipate any unusual difficulty with getting your work completed on time, or
if you encounter an unforeseen emergency. (Webex)
Print
these step by step directions as a guide:
1) The ES should complete each item listed
on the ES Checkout 2 pages in ES Webfiles.
2) If separating from the ES
position (intending to resign or will no longer serve students but
will still be employed by the school), your first step is to email your ES
Advisor to notify them that you intend to separate. Give an expected
timeline for your separation, but do not send a firm resignation date or a
resignation letter at this time.
3) Next the ES should view their ES WEBfiles to see what the
database reflects as complete on their ES Checkout sheet, and enter the manual
entry items when completed.Use the update button on the ES Checkout form to
see what has been entered by the office. In ES
Webfiles, View/ES Detail on the ES Checkout button,
items entered are indicated by a “y”, items not entered by a “n”, and if it is
not applicable to that student, an “n/a" is used.
If you also wish to check yourself on these items, here is where to go:
a. Portfolios Done and Submitted: Check in View/Students
All tab under “Portfolio In”. Items with
an X are done. Click the button at the top of this view “Get Portfolio Count” for
an overall accounting.
b.
Attendance Sheets Complete; LRs Complete: Check the View/Students “All” tab in ES Webfiles to see that there are no overdues
for attendance and learning records, and that all portfolios and student agreements are checked in if applicable
(contact your ES advisor if in doubt of what is needed at that point in the
year). Check each View/student’s detail screen to make sure that all rollsheets are in, with no gaps. Check for errors on your
Welcome screen/Check Alerts tab.
c. LR/Rollsheet Dates Match: While on each
student's detail page as in step “b”, look at each learning record date to make
sure that the dates match the rollsheet dates. If the
dates of the learning records do not match the dates of the rollsheets,
you must change the LR dates as you cannot change the rollsheet dates. It is easily done be clicking on the track
day (number under “beg” or “ending”), deleting that number, and typing in the
correct track day number… the date will automatically change…ask advisor for help
if needed!). Check here to make sure the numbers run consecutively… i.e. 1-16
track days for first LR, the next LR should start with track day 17.
d. Report Cards sent
9-12: All HS students must have their 9-12th
grade report cards sent. Go to View/HS Report card to see any not yet sent.
This is updated from the late report card report.
e. Report Cards K-8: Go to View/GS Report Card and complete all
report cards for K-8 students if requested on their SAs. Print a copy to
provide to the parent at your last meeting, or mail to them. (Please note:
The office does not mail these out for you!) This is updated from the late report card report.
f. Reviewed IF Accounts: Go to View/Parent Accts to
check that all of your parents' accounts are in the black. Work with your ES
Advisor to clear up any red accounts.
g. POs Marked in: Check your View/POs list. Sort by Product/Service. All Product POs
should be marked with a Complete (X), and all Service POs have a Sign off Date
entered.
h.
SCANTRON/WRAT done: Check
at View/Testing Scantron and WRAT tabs for appropriate grade level info for
your student. Contact the assessment
department if you suspect an error. Remember that graduating seniors
must show improvement from their beginning of the year scores.
i. Drop Form
Entered: This
field is entered when you mark a drop “done” for regular drops; when you enter
a drop for a grad/completion. Planned
drops entered do NOT show in this field, as they are not “done” at that point.
j. Next Fall’s SAs :
Go to View/Students All tab to check that either a drop form or a Fall student
agreement is turned in for each student. We cannot “wait” for any parent to
decide later, but must have either an SA received or a drop processed prior to
ES Checkout. Check on your “red” grade levels to determine the correct grade
placement according to school policy for each student. Notify sa@ieminc.org of any needed grade level
changes. (Note: Over the summer, each student will be automatically
put up one grade level from the current one unless you have notified the office
of a change either on the Fall SA or by email if an incorrect SA has already
been mailed in.)
k.
Grad/Summer Grad Paperwork Completed: Contact your advisor if you feel this is done and
it is not showing up as a “y” in Webfiles.
l. Kindergarten
Retention: Complete a K retention form and mail to the office
with the Fall SA for any student who will be repeating Kindergarten next year
(auditable required document to repeat K).
m. Learning Styles
Entered:
Check at View/Testing Learning Styles tab. Contact Kirstine
at iemtraining3@ieminc.org if you
need a student profile mailed to you.
These items must be entered into ES
Checkout manually when you have completed them:
a. LR Checked by ES: Go to View/All LRs to look at each learning
record for sufficient
content, new learning, and
appropriate standards marked (for HS students, the course
titles, and NCLB component must also be present.). Anything the school
paid for on a PO should be listed in some learning records—including all
classes (listed as “EA”) the school paid for with service vendors and CP
instructors.
b. Transcripts Coded: Go
to View/Transcripts and view the detail for each student
transcript on your list. Check to be sure all are coded with the correct
categories. Review course names, sequences of courses, credits earned, and
alignment with info in the students learning records. Make any needed corrections
as many transcripts are requested over the summer. When you check out, all must
be accurate and ready for others to view/request.
c. Checks & Receipts returned: Check that for each PO
that required a check to be sent to you (GEAs typically) or that you
have picked up and paid with a school check, that you have mailed the
receipt to the IEM Accounting department.(This is critical for the school
audit which occurs each summer).
d. New Fall
AESS Contract submitted: This is an auto entry
field, since the contracts cannot be entered in FRED until after the school
year database rollover in July.
e. Transfer
File Readied: For students you have marked for a planned
transfer, ready their files for transfer (you will mail them all to your ES
Advisor), then mark this space “y”.
f. Materials
collected/MM slips submitted: For dropping studnets,
mark when all their materials are received by you and you have sent MM forms to
the office as appropriate. If all is
collected, and there is NO MM, mark that space “n”.
g. POs for next Year Submitted: Mark this space “y” when you have placed any next Fall’s
Product POs for materials up to $150 per student and Service POs (no dollar
limit amount) as requested by your parents. All students must have materials
to start with on the first day of school.
h. Print
Yearly Standards: Mark
this space “y” when you have printed all of the completed yearly standards and
placed them in your student’s file by going to View/All LRs.
ES Checkout items that are ES Specific:
Page 2 of ES Checkout contains ES specific
items. Contact your Advisor or attend a
Checkout Webex session if you are unclear on what is required at each
step. Briefly, here are some of the
elements described:
a. ES Goals: Go to View/ES
Detail “SS/OGCS Prof. Growth Goals tab”
and check that you have entered goals for the next school year and
that your advisor has approved them.
b. ES Tests & ES Group Meeting attendance: Go
to View/ES Detail “ES Training Tracker” tab then the “ES Test and Quiz Results” tab and check to be sure you
have completed all phases of testing if a new ES this year, any required
retraining’s assigned by your ES Advisor/School Director, and all monthly
quizzes for the time period that you were employed. Be sure all monthly meetings
you attended are marked in correctly. Email iemtraining3@ieminc.org
to check on any discrepancies.
c. PG Hours Completed: Go to View/ES Detail “ES Training Tracker” tab then the “PG Hours” tab
and check to be sure you have completed all professional growth hours for the
time period that you were employed. See handbook here for the requirements: http://www.ieminc.org/handbook/esjob/iemprogroplan.htm Be sure all your
hours are marked in correctly. Email your advisor and iemtraining3@ieminc.org
to correct any discrepancies.
d. ES Evaluation: Sign your ES Evaluation (continuing
ESs only) or your Initial ES
Evaluation (if new ES). Attach to
your completed ES Checkout paperwork that will be mailed to the office (see
below) if you have not already sent
it in.
f. NCLB Plan form: Complete a revised NCLB form found here: http://www.ieminc.org/handbook/esjob/index.htm?name=es&parent=581 under the link “NCLB compliance plan”.
If you have become certified in an area, or if your plans have changed as to
how you plan to become certified, you need to fill out a new form. You
can check to be sure the office has one on file for you by going into webfiles View/ES Detail. Under the “ES Training
Tracker” tab check the “Form Checks” box in the middle of the page. If
the “NCLB Plan” box is checked, then we have a form on file for you. If
it is not checked, send it in right away.
g. Summer
Availability: In View/ES Detail/Summer
tab, enter your summer availability for the office staff.
h. Additional
Employment:
If you will have/no longer will have additional
employment next school year, complete a new Notification of Additional Employment
form.
4)
Collect
all school owned materials from your students who are dropping/graduating
on their last school day/after summer classes and submit missing materials
forms to the office for students who do not return all items to you. Send an email to your ES Advisor when this step is completed for your
graduating students.
5) The ES school survey
and the ES Advisor survey are required elements of ES Checkout, as well as an
ES Evaluation (for those ESs who have been with the school
for a year or more). Print out
your confirmation pages for the surveys as they will be attached to your ES
Checkout. The signed page of your
Evaluation and any supporting documentation you wish to include in your file
also needs to be mailed in with your ES Checkout.
6) When you feel that you have completed all of your work above
and are ready to check out, send an e-mail to your ES Advisor informing them
that you are ready to check out. Your ES Advisor will then check each of
the steps listed above in your ES WEBfiles, and enter
a completion date in FRED on your Checkout form. They will respond as quickly
as possible, and will review each ES in the order that they received your
email...so first come, first serve! Do not wait until the last day of the 2nd
week for end of year checkout as you may not receive your checkout confirmation
on that same day. After you have a date entered, print out your official form
to send in to the office with the required documents.
7) If you receive an e-mail from your ES Advisor with items that still need
to be completed, please work to complete them before the end of the 10 day ES
Checkout period.
8) If resigning:
a. Make arrangements with your ES Advisor to return
any school property you have in your possession to the school.
b. Write your official letter of resignation
indicating the date you completed your work (date entered by your ES Advisor on
your Webfiles ES Checkout that confirms you are clear) as your resignation
date. If you are resigning at the end of a school year, attach your letter to your
ES Checkout paperwork and mail following the directions in step 9. If resigning prior to the end of a school
year, fax your completed, signed and dated, ES Checkout form along with the
resignation letter on the day you are cleared for ES Checkout by ES Advisor
email to: 530-295-3583, attention Janet Marsh.
9) Once your advisor confirms that all of your ES work is complete,
they will mark your ES Webfiles checkout complete
with a date in the “Date Marked Completed” space on the far right top. After
the completion date is entered, print the Checkout forms and attach any other
required documents, and mail it, along with your ES evaluation sealed in an
envelope, to the correct person for your school as designated below.
For OGCS and SSCS, mail to:
IEM c/o Janet Marsh
1166 Broadway Ste. Q
Placerville, CA 95667
10) Once ES Checkout paperwork has been received by the school office,
the final paychecks will be cleared to send out on their regular schedule. Failure to complete ES Checkout in a timely manner
may delay final compensation, or lead to a reduction in your student count for
the following school year.