Sonoma County Office of Education

ESS Newspage

This page provides news, announcements, and administrative resources for staff from the Educational Support Services department.


Important Links

Mask Reprieve / Zoom Meeting Room Blocks
ESS Thursday Updates: Click Here for 2022-23 Archive | Click Here for Prior Year Archives
iPad/Chromebook Reservations: Procedure | Calendar
Branding: SCOE Content Guide, Template, and Logos (page password is content)
Conference Call Instructions: ESS and CTE
Password Reset: https://reset.scoe.org

ESS Events Calendar



ESS News: Posts and Announcements


Updated Document - Conference/Travel Claim (NEW MILEAGE RATE)

Date: 07/19/2022
Author: Stacie

Beginning July 1, 2022, the mileage reimbursement rate for business travel will be 62.5¢ per mile (up from 58.5¢). For more information, please see Issue Number: IR-2022-124, posted by the Internal Revenue Service (IRS) on 6/9/22.

Please use the new July-Dec forms in the Forms box on the left beginning with your July mileage. For mileage that occurred prior to July 1, please use the old Jan-Dec forms in the Forms box on the left.


2021-22 Year End Requests

Date: 05/17/2022
Author: Stacie

We’re almost at the end of another school year! As we near 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 by the normal deadlines in June, July, and August so that we can process the statements.
  • Web Updates: Please consider what website updates your assigned page(s) might need so that you’re able to work with Admin and IT 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 still some unknowns about what events may look like in 2022/23. For now, please proceed with planning events that you know will occur in some fashion. Event planning forms for 2022-23 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. Please remember that the last Thursday “Instructional Division Upcoming Events” eblast of the year is scheduled for June 2. To include your summer and/or 2022-23 events, make sure to submit a form by 12pm on Wednesday, May 25!!!
  • Year-End Fiscal Closing: Classified staff and budget coordinators received 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 2022-23 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 Staff

  • Contracts for Certificated Management: The 2022-23 contracts for SCOE employee certificated management staff will be sent out by HR. Certificated staff should make sure to submit the signed contract according to the timeline that will be provided by HR.
  • Work Calendars for Certificated Staff: Stacie has shared a personalized Google Doc work calendar template with each ESS certificated team member. 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 Friday, June 3rd!).

 Thanks in advance for your cooperation with these requests.


Updated Document: COVID-19 Protocols for In-Person Events Hosted By SCOE

Date: 03/15/2022
Author: Stacie

The Covid Protocols for In-Person Events Hosted By SCOE document has been updated and is posted in the above Event Planning Items section. A second page will soon be translated into Spanish. 

In addition, conference rooms at SCOE can now be booked in EMS up to a year out. Please feel free to proceed with room bookings as needed. 


New Conference Attendance Request Form (CAR)

Date: 03/01/2022
Author: Stacie

The Conference Attendance Request (CAR) form has been updated and is posted in the "Forms" box to the left.


Updated Document - Conference/Travel Claim (NEW MILEAGE RATE)

Date: 01/04/2022
Author: Stacie

Beginning January 1, 2022, the mileage reimbursement rate for business travel will be 58.5¢ per mile (up from 56¢ in 2021). For more information, please see Issue Number: IR-2021-251, posted by the Internal Revenue Service (IRS) on December 17, 2021.

Please use the new 2022 Conference/Travel Claim (PDF) in the Forms box on the left beginning with your January mileage. For mileage that occurred prior to January 1, please use the old 2021 Conference/Travel Claim Form in the Forms box on the left.


Update re: In Person Events Onsite @ SCOE

Date: 08/10/2021
Author: Stacie

The SCOE main building IS open to outside attendees, however outside attendees are ONLY allowed in the conference room spaces (Redwood ABC, Design Lab, Madrone, or the Board Room {in limited instances}). Outside attendees should NOT be entering departments, including department conference rooms or office spaces. 
 
Requirements to consider when allowing outside attendees in for an event include: 
  • Booking a designated conference room space, which does NOT include small conference rooms or offices within departments. According to the current COVID visitor protocol,  meetings with outside guests should be held in separate rooms to protect office workspaces (not department offices or department conference rooms, to minimize traffic through office spaces ). 
  • There's no longer any social distancing reduced capacity limits for conference rooms, though courtesy distancing is recommended.
  • Masking is required at all times when convened as a group, except if actively eating/drinking.
  • All attendees must sign in on an event sign-in sheet that's created and reconciled by the event planner. Event planners are encouraged to set up iPad stations so that guests can sign in and out of events. Large groups do NOT need to sign in at the lobby, and should only sign in on the event sheet. The lobby sign-in is only meant for solo or small group (less than 10) visitors. Copies of any event sign-in sheets should be kept by the event planner and be available if requested for contact tracing purposes. 
  • Outside attendees must not enter departments or office spaces. 
  • If you have a small number of people coming in for a meeting in a designated conference room, please alert Miwa via email. For large events, the room booking in EMS should include the number of expected attendees and is sufficient notice to Miwa. 
We also confirmed that if you want to offer hybrid events, you can - but, there is no requirement to do so. You may also choose to offer virtual only events at your own discretion. SCOE's intent is to offer as many in-person events as practical, subject to any changes in conditions.


ESS Announcements for 2021/22

Date: 07/16/2021
Author: Jennie Snyder

As we get ready to welcome everyone back for the 2021/22 school year, we wanted to send out a variety of announcements about what this new year holds and some of the plans. 

SUMMER INSTITUTE: We’ll be kicking the year off with our annual Summer Institute, scheduled for July 27-29. I know many of you will either be presenting or assisting as virtual room hosts - thank you in advance for your work on this! The entire TLC building has been booked as a space for event staff to be centrally located with appropriate social distancing, so our department might feel a little empty these 3 days. If you have any questions about the Summer Institute, please check in with Dan or Elizabeth.

WORK FROM HOME: As of August 1, all ongoing work from home (WFH) arrangements will end, as will the $50 technology stipend that was applicable for those with at least 5 WFH days a month. All staff are expected to be full-time in the office past this point, though occasional, one-time work from home days will be a possibility depending on circumstances. Directors needing a one-time WFH day should contact Jennie for approval, all other staff should contact Dan with a CC to their direct supervisor. This is to ensure consistency and fairness in reviewing such requests.

WORKSPACES: We’ll be returning to our normal desk/office assignments on August 1. All shared spaces have been set up to ensure 6-foot distancing between chairs. We’ve also reconfigured some of the printers - a new list of printers, and info on how to access them can be found here.

We encourage you to bring your headphones for Zooms! This helps cut down on noise through the space and prevents noise from traveling through the AC ducting. 

Our new desk spaces have been set up in “ESS West” (the previous CTE lounge). Our department areas now include ESS Main, ESS “West” (previous CTE lounge), and ESS “East” (the space across from the staff kitchen). We also have our CCPC group in ESS “South” (on the opposite end of the building by Alt Ed). Feel free to visit the spaces to say hi to your colleagues! 

Staff impacted by the upcoming wall remodel (starting Aug 23) have been contacted and maybe working from home during the construction phase. 

Masking is still required in common hallways, staff rooms such as the staff kitchen and break lounge, and the lobby.  

UPCOMING RETREATS: As we welcome each other back, we wanted to ensure some team time to kick off the year. The Directors' team will meet for a half-day retreat on August 24, and our whole department (including our Teacher on Loan group!) will meet for a half-day retreat on August 31. These meetings should already show in your calendar. 

TUESDAY TEAM CHECK-INS: As our team decided last Spring, we will hold a department check-in every other Tuesday from 8:45 am-9:30 am. We will be conducting these check-ins via Zoom for now and will reassess that structure as the year progresses. 

UPCOMING OFFERINGS BY ESS: All of the upcoming offerings we’re hosting, and event planner assignments, can be found on this listing, which is also posted on the ISD Newspage.  

STAFF PROFESSIONAL DEVELOPMENT ALLOCATIONS: As we transition back to a more “normal” year, I wanted to remind everyone about the structure that’s been agreed upon for staff professional development opportunities. All staff have up to $2500 to use towards attending professional development activities (such as conferences, etc.) that are “self-choice” and approved in advance.

In addition, the certificated team also attends one professional development activity together that is not included in that $2500 max per individual. In the past, this group activity has been either the CISC Symposium or the Carnegie Improvement Science event. Once we have more details on those two offerings, we’ll poll the certificated team to make a decision.

I also want to point out that California has some guidance in place around not allowing travel to certain states (you can read more about this here). Please be mindful of this when considering professional development options. The “banned” states include Alabama, Florida, Idaho, Iowa, Kansas, Kentucky, Mississippi, Montana, North Carolina, Oklahoma, South Carolina, South Dakota, Tennessee, Texas, and West Virginia.

NEW HOLIDAY: As you know, a new federal holiday was enacted: Juneteenth. This holiday will be observed on June 20, 2022, which means that date is no longer a possible workday. Any certificated staff that had initially selected that date as a workday will need to revise their calendar, and have been directly contacted with instructions on how to do that.  

If you have any questions on these items, please feel free to reach out to me, Dan, or Stacie. 

Thanks!

Jennie

 


Updated Event Planning Items Section

Date: 06/10/2021
Author: Stacie

The Event Planning Items section of the newspage (located towards the top of the ISD newspage, in the main section, centered in a blue box) has been updated and new resources linked as follows:

If you have any questions or feedback on the section, please contact Stacie. 


2020-21 Year End Requests

Date: 05/13/2021
Author: Stacie

As crazy as this sounds, we’re almost at the end of another school year! As we near 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 by the normal deadlines in June, July, and August so that we can process the statements.
  • Web Updates: 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 2021/22. 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 pandemic.” Event planning forms for 2021-22 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 Fiscal 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 2021-22 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 Staff

  • Contracts for Certificated Management: The 2021-22 contracts for SCOE employee certificated management staff have been sent by HR. Certificated staff should make sure to submit the signed contract according to the timeline that will be provided by HR.
  • Work Calendars for Certificated Staff: Stacie has shared a personalized Google Doc work calendar template with each ESS certificated team member. 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 28th!).

 Thanks in advance for your cooperation with these requests.

 


Personnel Announcement

Date: 04/20/2021
Author:

We are pleased to announce that Lauren Ridgway will be joining the ESS team as the new ELA/ELD Teacher-on-Loan at the beginning of the next school year. Most recently, Lauren has worked as a Student Support Coordinator, an EL Coordinator/ELA Consulting Teacher, and a classroom teacher in the Rincon Valley Union School District. She brings with her a depth of knowledge and expertise around the ELA/ELD Frameworks and high-quality instructional practices in support of student learning. She has also distinguished herself as a highly collaborative and self-reflective educator who is able to work alongside colleagues to create powerful learning opportunities for all students. We are excited to have Lauren join our team.




Contacts

Questions may be directed to:

  • Kasey Deis, ESS Admin Operations Specialist
    (707) 524-2813,
  • Amanda Snook, Division Support Assistant
    (707) 524-2820,
  • Tara Beiden, Division Support Assistant
    (707) 522-3151,
  • Dan Blake, Managing Director, Educational Support Services
    (707) 524-2780,
  • Jennie Snyder, Deputy Superintendent
    (707)-524-2786,