2015-16 Year End Requests
Date: 05/09/2016
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:
All ID Staff
- Out of Office Time: Any staff (classified or 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. We 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 own Zimbra calendars (including non-work days!) by June 17th.
- Program Events: Event planning forms for 2016/17 events scheduled between July-November should be submitted as soon as possible and no later than June 1. Staff should make sure that all events occurring between July-November are posted online by mid-June! If you are prepared to submit event planning forms for the entire 2016/17 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 to Tara by the normal deadlines in June, July, and August so that she can process the statements.
- Supplemental Employee HRAs: HRAs for supplemental employees (including event presenters / SCOE Trainers) do not carryover over into the new fiscal year and are not automatically processed. If your program plans to hire a supplemental employee in 2016-17 (i.e. trainers, event judges, coaches, facilitators, teacher-leader presenters, etc), please submit a HRA Request form to Stacie 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.
- Web Update: Many of you will receive a request from Dan Blake on behalf of Dr. Herrington to update your section(s) of the SCOE website. Please make sure to complete these updates by the May 27th deadline.
SCOE Employee Certificated Managers
- Contracts for Certificated Managers: The 2016/17 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 SCOE employee certificated manager. Once you've completed your calendar, please notify Stacie via email (no later than June 17th!).
Thanks in advance for your cooperation with these requests.
