JEFFERSON COUNTY PUBLIC SCHOOLS Closing Procedures Master Check List Elementary Principal May 2009

Transcription

1 Students JEFFERSON COUNTY PUBLIC SCHOOLS Closing Procedures Master Check List Elementary Principal Permanent records (VISI, health cards) and cumulative folders completed and secured. (Working portfolio stays with cumulative folder.) Report cards sent home or mailed no later than day after students last day with Progression/ Promotion (P1-P5, 4 th, 5 th ) or Retention. Immunization expiration notices sent. Parents of 5 th grade students notified of medical requirements for middle school. Exceptional Child Education (ECE) records (Chairperson s folder, permanent record (VISI), and Instructional folder) of students leaving building sent as instructed. Final attendance information secured/delivered as required by Pupil Personnel. Orientation notification sent to parents (in August or as designated). Primary students and 4 th grade student working writing folders are complete and ready to forward to receiving teacher/school. (per Senate Bill #1) Exiting fifth grade writing folders ready for delivery to middle schools. (per Senate Bill #1) Classroom assignment for next school year sent home (if ready). School Personnel Closing procedures for the school year and teachers last workday developed and distributed. Certified and classified personnel evaluations must be completed and forwarded to Personnel Department. Teachers grade books collected; must be kept for five years. Teachers plan books collected; must be kept for 5 years. (May be returned to teachers at the beginning of next school year.) Teachers keys collected and secured. Teacher tentative assignments for given to staff, in writing, according to JCTA agreement. Check lists for all personnel completed. Specific summer work assignments for plant operator and staff completed and on file. Summer address, home and cell phone numbers form to include: principal, counselor, librarian, SAM, family resource center coordinator, secretary, plant operator, and lunchroom manager completed and returned to Elementary Liaison Office, Attn: Deloris Kunzler, 1 st Floor/VHC. Please include city, state and zip code. School contacts sheet completed and returned to Elementary Liaison Office, Attn: Deloris Kunzler, 1 st Floor/VHC.

2 Master Check List Elementary Principals Page 2 Textbooks and Materials Materials and equipment inventoried and stored, i.e., calculators, math/science manipulatives, etc. Current inventory of textbooks completed and submitted to the appropriate staff office. Textbook requests and purchase orders submitted. Intervention materials inventoried and stored. Teacher editions and current curriculum guides inventoried. Book Rooms inventoried. ECE unit closing/moving: All materials boxed, labeled and stored. Science modules returned to warehouse to be refurbished. Math Investigations 2 teacher and student materials have been inventoried Caring Schools Communities kits, morning meeting books and Caring Teachers Guide to Discipline books have been inventoried. Other Comprehensive School Improvement Plan for completed and submitted electronically. Review and revise, if needed, the School s descriptor for JCPS CHOICES and submit to Stephanie Bateman, Communications Deptmartment, CBYoung Impact and implementation forms completed. Accounting procedures for activities and lunchroom accounts followed. Summer work orders submitted. Requisitions to purchase submitted. Furniture and equipment Excess list provided to Manager of Furniture/Textbooks. Furniture and equipment Needs list provided to Manager of Furniture/Textbooks. Furniture and equipment On Loan recorded and filed in principal s office and responsibility understood. Principal will ensure that teachers complete and sign off on essential tasks, i.e., grades, records, textbooks, fees, library, etc. Procedures developed for collection of overdue fees, library fines, books, and other student responsibilities. Grant reports completed. SBDM Agendas, minutes, policies, and by-laws secured. Copies sent to SBDM office at VanHoose School Date

3 Check List Elementary Teacher Records A. Permanent records (VISI): in black ink. Year s attendance. Final grades. Teachers signatures. Assignment for coming school year. Latest immunization date recorded. VISI records and report cards agree on assignment for grades. Record of Disclosure completed for each student s VISI. Student information current. B. Health Cards A health card for each child. Student information current. Latest immunization current. Health card placed inside VISI record. Serious health conditions indicated. C. Cumulative Folders Alphabetical and include: Parent conference forms. P5 year documentation complete. 4 th /5 th Grade retention notice to parent (if appliciable). Latest enrollment sheet. D. Report Cards Grades, comments. Assignment recorded must agree with VISI records. Prepared for distribution. E. Student Attendance All attendance sheets completed in black ink. All summary sheets signed in black ink. Attendance records compiled sequentially. Page 2. Check List Elementary Teacher

4 Books and AV Materials A. Textbooks/Instructional Materials Student textbooks inventoried and stored. List of students with lost books compiled and submitted. Supplementary books inventoried and stored. Caring Schools Communities kits, books and guides inventoried. All textbook manuals inventoried and stored in designated locations. Math Investigations 2 teacher and student materials inventoried. Science modules ready for return to warehouse. B. AV Equipment/Media Center Materials Projectors, overheads, etc., stored in designated locations. List of needed equipment repair submitted. Maps, globes, charts stored in designated locations. Materials on loan from Media Center returned. Teacher Specifics A. Books and Equipment Current curriculum guides inventoried and stored. Grade and plan books completed and given to principal. Faculty handbook returned. Keys labeled and returned. B. Classroom Housekeeping Classroom maintenance requests submitted. Bulletin boards and walls cleared. Teacher and student desks and tables cleared. Miscellaneous items stored. Instructional materials organized and secured to facilitate summer cleaning.

5 Page 3. Check List Elementary Teacher C. Exceptional Child Education (ECE) unit being closed. All materials boxed. Boxed materials labeled according to program and grade level. Teacher s name on boxes and sending school s name on boxes. Boxes stored until notification of future move. D. English as a Second Language (ESL) unit being closed. All materials boxed. Boxed materials labeled according to program and grade level. Teacher s name on boxes and sending school s name on boxes. Boxes stored until notification of future move. E. Other Itinerant teacher materials and equipment inventoried and stored. Teacher s summer address provided (if different). Math Investigations 2 teacher and student materials have been Inventoried. All of the above have been completed and are in proper order: School Teacher Date _ Home Address CityState Zip Home Phone Cell Phone Summer Address (if different from above)

6 Check List Elementary Counselor Records Permanent records and cumulative folders from each teacher checked and secured. Student folders sorted, packaged, and secured. Immunization Expiration Notice stamped on or placed in Report Cards. IEP s and referrals for ECE students current. ECE records for students leaving sent as instructed. P1 Grade 5 Writing Folders checked and forwarded as directed. 5 th grade cumulative folder (including the cumulative writing folder) sent to receiving middle school. Student discipline referral sheets shredded (annually). Other Keys to locked student record files labeled and secured. AV equipment returned to Librarian. All of the above have been completed and are in proper order: School Counselor Date Home Address _ City_State Zip Home Phone_Cell Phone Summer Address (if different from above)

7 Check List Elementary Librarian All equipment and materials inventoried and stored in a safe place. Equipment to be repaired labeled and placed in designated area. Books inventoried and properly stored. Computers inventoried, checked, and stored according to procedure. All other library closing procedures completed in accordance with direction from Library Media Services. All of the above have been completed and are in proper order: School Librarian Date Home Address _ City StateZip Home Phone Cell Phone Summer Address (if different from above) Phone

8 Check List School Technology Coordinator All equipment and materials inventoried and stored in a safe place. Computers inventoried, checked, and stored according to procedure. Equipment to be repaired, labeled and placed in designated areas. NOTE: Teachers are encouraged to use their lap tops over the summer. All of the above have been completed and are in proper order: School School Technology Coordinator Date Home Address City State Zip Home Phone Cell Phone_ Summer Address (if different from above) Phone

9 Check List Elementary Team Leader All textbooks accounted for and stored in a designated location. All grade group materials stored in a designated location. All required forms turned in to principal. Book room materials accounted for and secured. All instructional materials accounted for and stored in a designated location. Science modules returned to the warehouse to be refurbished. School Team Leader Date

10 Check List Elementary Team Leader All textbooks accounted for and stored in a designated location. All grade group materials stored in a designated location. All required forms turned in to principal. Book room materials accounted for and secured. All instructional materials accounted for and stored in a designated location. Science modules returned to the warehouse to be refurbished. School Team Leader Date

11 Check List Elementary Student All library materials returned and accounted for (or paid for). All textbooks either returned or paid for. All lunchroom charges paid. All desks and lockers cleaned and personal belongings removed. School Student Date

12 Check List Family Resource Center Coordinator Summer work schedule and center operating schedule turned in to principal. FRC-sponsored summer activities provided to the principal. All equipment and materials inventoried and stored in a safe place. Updated FRC re-application grant, budget, and Advisory Council members submitted to principal. All monies from current budget encumbered by June 30. Summer equipment / program work orders submitted. All of the above have been completed and are in proper order: School FRC Coordinator Date Home Address _ City State_Zip Home Phone Cell Phone Summer Address (if different from above) Phone

13 Check List Elementary Lunchroom Manager All lunchroom materials cleaned, stored, and inventoried. All commodities inventoried and properly stored. An outlined procedure submitted as per instructions for checking refrigeration equipment. Keys turned in to principal Lunchroom manager s summer address and phone number submitted to principal and plant operator. Summer equipment / program work orders submitted. All of the above have been completed and are in proper order: School Lunchroom Manager Date Home Address City State_Zip Home Phone_ Cell Phone Summer Address (if different from above) Phone

14 Check List Plant Operator Schedule of work assignments for summer work turned in to principal. Vacation schedules approved by principal. Cleaning supplies inventoried and ordered for summer work. An outlined procedure submitted as per instructions for checking refrigeration equipment. Plant operator s summer address and phone number submitted to principal. All of the above have been completed and are in proper order: School Plant Operator Date Home Address _ CityState Zip_ Home Phone Cell Phone_ Summer Address (if different from above) Phone