Revised
Late Notices
The school office runs computerized reports that generate automatic e-mails for missing or late student agreements, attendance sheets, learning records, or report cards.
These automatic notices are intended to help you complete your job in a timely manner, as well as to ensure we have received all required auditable “paperwork” in the office. There are sometimes notices sent in error due to a database glitch, but for the most part they are authentic. When you receive a notice numbered 2 or above, please reply with an explanation. (i.e. “I put it in the mail on…”, or “I forgot, and will get it in the mail today!” or “I didn’t get the parent’s signature and will mail it tomorrow.” or “I was in an accident and just got out of the hospital…”, etc.) The office will make note of your response for review at the time of your performance evaluation. If you believe the notice was truly an error, please contact your ES Advisor who will check into it for you, and if necessary, notify IT of a possible database problem.
The first late or missing notice of each type gets sent just to you. Please realize that with all of the paperwork due and the many hassles we often encounter with parents who have a difficult time with deadlines and making their appointments, we understand that lateness is sometimes inevitable. We also realize that this first notice might not even be due to your lateness, but due to a backup of paperwork in the office, or a time lapse in the mailing process. Please respond to the notice by checking to see if you have done your part, and if so, follow through with the proper department to insure that the paperwork has in fact been received. There is no need to notify Training about any 1st late notice.
The second notice is sent to you and to your ES Advisor. It is sent to your advisor to alert them that you may be having a difficulty that you need their assistance with. Please don’t let it anger or frustrate you, your ES Advisor is your helper and wants to assist and serve you in any way that (s)he can. We hope that you will begin to initiate contact with your Advisor prior to receiving a late notice for help with a difficult situation. Please talk with your advisor and/or the correct department at the office to help rectify the problem, and respond to the notice with an explanation to the Training Department (cc your advisor). Please be patient and polite with the office staff that you work with as we resolve issues together.
The third notice is sent to you, to your ES Advisor, and to the School Director or their designee. It may be worded strongly, but we do hope at this point (3rd notice of the same issue) that you are working to resolve any problems as quickly as possible. We will always listen to your explanation and attempt to work with you to resolve the problem. If at this point if the lateness is due to ES negligence, then it will initiate the ES Discipline Procedure.
The ES Webfiles learning record layout now has a note in red by the "duplicate button" that states that you should only duplicate when you are ready to complete the record. If an ES chooses to duplicate and not complete the record by the due date (within 5 school days after meeting with the student), they automatically have received their first late notice (the red notice by the duplicate button serves as your first notice). If an advisor is notified that an ES has a record that appears to be duplicated or incomplete, the record in the database will be deleted, and the advisor will send a note to the ES and to the office (for inclusion in the ES Late Notice Log). If it is within the first late week, the e-mail will be considered the second notice, and if within the second late week, the e-mail will be considered a third notice that will be cc'd to the school Executive Director for ES discipline and a possible drop in student count. So, please do not use the duplicate button until you are ready to write the complete learning record.! This is a serious matter to a school auditor, if you should forget to complete a learning record by bypassing the late alert system. Incomplete learning records with only a couple of sentences will also be treated in the same manner
Please remember that these notices are a means of alerting you and your ES Advisor that something somewhere is wrong. The worst thing that you could do would be to ignore them! Remember too, that we understand that people and computers sometimes make mistakes, so keep a copy of everything that you send in, in case a back up is needed. We appreciate your patience and your diligence in completing your work in a timely manner.