2019-20 Year End Requests
Date: 05/11/2020
Author: Stacie
While we still remain in a “virtual” environment, many of our usual end of school year tasks await. As we begin to move towards the traditional summer break period of time, please review the following items:
All ID Staff
- Out of Office Time: Any staff (classified or certificated) taking vacation / non-work days over the summer should clearly mark their Google calendars and enter their absence into AESOP. Please enter your away time in AESOP as soon as possible to allow ample time for review and approval of vacation / non-work day requests. Clearly marking your Google calendar and entering all absences into AESOP enables us to answer questions regarding staff availability and location.
- Cal Cards: The submission requirements for Cal Cards do not change over the summer. Please plan to submit your Cal Card receipts to Tara or Amanda by the normal deadlines in June, July, and August so that we can process the statements.
- Web Update: Please consider what website updates your assigned page(s) might need so that you’re able to work with Jamie Hansen to update your section(s) of the SCOE website by July. More details about this process will be shared soon.
- Events: We know there are a LOT of unknowns about what events may look like in 2020/21. For now, please proceed with planning events that you know will occur in some fashion. Here’s some possible language you can use to acknowledge that we may still be in a virtual offering setting: “Event(s) may be changed to virtual offerings dependent on the status of the COVID-19 shelter-in-place.” Event planning forms for 2020-21 events scheduled between July-November should be submitted as soon as possible. Staff should make sure that all events occurring between July-November are posted online by mid-June. Student Event information needs to be submitted by June 1st.
- Year-End Closing: Classified staff and budget coordinators will soon receive an invitation to the Year-End Closing workshop hosted by Business. The process for closing out POs, invoices, and budgets will be reviewed at this workshop. Please make sure to review the timeline that will be distributed at the workshop and adhere to any deadlines set by Business.
- Supplemental Employee HRAs: HRAs for supplemental employees (including event presenters / SCOE Trainers) do not carry over into the new fiscal year and are not automatically processed. If you plan to hire a supplemental employee in 2020-21 to support your content area or event (i.e. trainers, event judges, coaches, facilitators, teacher-leader presenters, etc), please submit a HRA Request Form to Stacie by June 30th.
Certificated Managers
- Contracts for Certificated Managers: The 2020-21 contracts for SCOE employee certificated managers will be sent by HR soon. Certificated managers should make sure to submit the signed contract according to the timeline that will be provided by HR.
- Work Calendars for Certificated Managers: Stacie has shared a personalized Google Doc work calendar template with each ESS certificated manager. As a reminder, STRS rules dictate that you work at least 1 day in each month (including July). Once you've completed your calendar, please notify Stacie via email (please complete your calendar no later than May 29th!).
Thanks in advance for your cooperation with these requests.