ES Checkout
Policy
An ES Checkout Checklist is available 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. This
is a two page document that you will have to approve two separate print
messages from your printer .The ES Checklist must be complete 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
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.
Print these step by step directions as a guide:
1) The
ES should complete each item listed on the ES Checkout sheet printed
from 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 after printing your ES Checkout sheet 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 prior to marking it done on their ES Checkout
sheet.
All ES Complete at any time they are Checking Out:
a. 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).
b. Check each View/student’s detail screen to make
sure that all rollsheets are in, with no gaps.
c. 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. 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 must also be present.). Anything the school
paid for on a PO should be listed in some learning records—including all classes the school paid for with service vendors and CP
instructors.
e. 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.
f. 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!)
g. 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.
h. Check that for each PO that required a check to be
sent to you (GEAs typically) or that you have picked up (not had
shipped to you), that you have mailed the receipt to the IEM Accounting
department.(This is critical for the school audit
which occurs each summer).
For end of year ES
Checkout, complete the following in addition to a-h above:
i. Go to View/Students Active 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.)
j. Complete a K retention form and mail to the office
with the Fall SA for any student who will be repeating Kindergarten.
k. Place 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.
l. Go to View/Student “Test Info” tab and check to be
sure that all of your students have completed all Scantron tests and that all of
your graduates have been Scantron tested.
m. Go to View/ES Detail and check that you have
entered goals for the next school year and that your advisor has approved them.
n. Go to View/ES Detail “ES Training Tracker” tab and
check to be sure you have completed all phases of testing if a new ES this
year, any required retrainings 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 iemtraining@ieminc.org to correct any discrepancies.
o. Sign your ES Evaluation (continuing ESs only).
It should be attached to your completed ES Checkout
paperwork that will be mailed to the office (see below).
4) Collect all school owned materials from your
students who are dropping/graduating on their last school day 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) 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. They will respond
as quickly as possible, and will answer the e-mails in the order that they are received...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 e-mail confirmation on that same day.
6)
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 ES Checkout
period.
7)
(If resigning prior to the end of a school year, skip to step #8 below).
Once your advisor confirms by email that all of your ES work is complete, you
will receive an e-mail stating that you are “clear” to check out. Attach this
e-mail to your signed checkout sheet, 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 Linette Harris
1166 Broadway Ste. Q
Placerville, CA 95667
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 on the ES Advisor email that confirms you are clear
for checkout) 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 7. 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 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.