End of Year Requests
Date: 05/08/2014
Author: Stacie
A busy year is quickly coming to an end! As we begin to move towards the summer break period of time, please review the following items:
- Work Calendars / Contracts for Certificated Managers: Certificated contracts for 2014-15 will be sent by HR by May 15th. Certificated managers should make sure to submit the signed contract according to the timeline that will be provided by HR. Stacie will directly email each certificated manager a personalized Excel template work calendar. Work calendars should be completed and returned to Stacie for review and signature by Mickey no later than June 20th.
- Out of Office Time: Any staff (classified and certificated) taking vacation / non-work days over the summer should clearly mark their Zimbra 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 Zimbra calendar and entering all absences into AESOP enables us to answer questions regarding staff availability and location. Imelda will also be reviewing everyone’s Zimbra calendars in order to compile all staff vacation / non-work time into one calendar to track staffing coverage, so it is extremely important that all staff members enter their away time into their personal Zimbra calendars (including non-work days!) by May 30th.
- Program Events: Event planning forms for 2014/15 events discussed at last week’s planning meeting are due by May 15th. If you are prepared to submit workshop planning forms for the entire 2014/15 year, please do so – the earlier, the better!
- Cal Cards: The submission requirements for Cal Cards do not change over the summer. Please plan to submit your Cal Card receipts and statement by the normal deadlines in June, July, and August.
- Supplemental Employee NOPAs: NOPAs for most supplemental employees do not carryover over into the new fiscal year and are not automatically processed. If your program plans to hire a supplemental employee in 2014-15 (i.e. trainers, event judges, coaches, facilitators, teacher-leader presenters, etc), please submit a NOPA Request form by June 30th.
- Year-End Closing: Classified staff and budget coordinators should have each received an invitation to the Year-End Closing workshop. The process for closing out POs, invoices, and budgets will be reviewed at this workshop, which is hosted by Business. Please make sure to review the timeline that will be distributed at the workshop and adhere to any deadlines set by Business.
Thanks in advance for your cooperation with these requests.