WILLOUGHBY-EASTLAKE SCHOOLS
STAFF HANDBOOK

Last Updated 5/21/2012

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SECTION 1:    PowerSchool (PS)      PowerTeacher (PT)

  

SECTION 9:   Pupil Services, continued
A. 504 Plan Directions                                                              A. Authorization Forms:
B. Add/Drop class in PowerSchool                                                1)  Auth. for School Psych. Services    
C. Attendance Codes                                                              2) Eye Exam Form                                                        
D. Attendance Letters                                                             Rev'd 1/31/12    3) Immuniz. Deficiency Notice-School Exclusion             
E. Attendance Reports                                                                 4) Request For Interpreter Form 
F. Attendance Modifications                                                         5) To Comm. with Outside Agencies/Individuals   
G. Attendance - Multiple codes for one day                                     6) To Release Educational Records 
H. Building IRN Numbers                                                            7) To Rel. Health Info. from Health Care Providers              
I. Course Request Worksheet/Instructions                              Rev'd  1/10/12 B. Dept. of Jobs and Family Services                              
J. Discipline                                                                          Rev'd 5/2/12 C. Dept. of Jobs and Family Services Form          
K. Eligibility Report                                                                 D. Discipline                                                  
L. Elementary - Entering Student Grades                                  Rev'd 2/14/12    1) In-School Suspension/Elementary & High Schools            
M. Elementary - Changing Student Grades                               NEW 1/20/12    2) In-School Suspension/Middle Schools                               
N. Class List setup and Student List Setup    3) Notice of Intended Suspension                                         
O. Exporting to Excel                                                                 4) Out-of-School Suspension/Elementary & High Schools      
P. FS-Admitted From/Withdrew To IRN                                     Rev'd 4/4/12    5) Out-of-School Suspension/Middle Schools                       
Q. Graduates - How to Code                                                    Rev'd 1/31/12    6) Suspension and Intent to Expel/Elem & High Schools       
R. Guidance-Class Rank Spreadsheet                                      New 3/30/12    7) Suspension and Intent to Expel/Middle Schools                
S Guidance-Cumulative GPA High to Low                                New 3/30/12 E. Home Instruction                                           
T. HS Credit Transfer Courses                                                      1)  Home Instruction Guidelines
U. Lunch Counts     Lunch Status                                                   2)  FORM: Parent Request for Home Instruction
V Next Year Student List                                                         Rev'd 4/25/12     3)  FORM: Home Instruction Information for Parents
W OGT - Entering Test Data into PowerSchool                               4)  FORM: Release Personal Info. from Health Care Provider
X OGT-  Passing Test Report                                             Rev'd 5/15/12     5)  FORM: Authorization to Communicate with Agencies
Y PowerNotes                                                                          6)  Letter to Physician                                                     
Z PowerScheduler - Adding courses                                        New 5/10/12     7)  FORM:  Physician's Report
AA Pre-Registration Guidelines                                              Rev'd 3/20/12     8)  FORM:  Referral for Home Instruction                      
AB Race / Ethnicity Codes                                                       New 2/21/12     9)  Short-Term Home Instruction Responsibilities
AC   Registering a student during the school year                             10)  Long-Term Home Instruction Responsibilities
AD Secondary - Entering Student Grades (2 methods)                 Rev'd 3/22/12    11) FORM:  Tutor Memo                                                
AE Section Readiness Report                                                    New 1/25/12    12) FORM: Teacher's Notification of Short-Term Home Instruc.
AF Specific Grades Report                                                        Rev'd 4/26/12      13) FORM: Teacher's Notification of Long-Term Home Instruc.
AG Student Field List                                                                     14) FORM: Teacher's Notification of Intermittent Home Instruc.
AH Students Missing Schedule                                                     15) Letter to Parent From Tutor                                           
AI Substitute Login Instructions                                                    16) Tutor Worksheets and Logs                                     
AJ Teacher - Entering Interim Comments                                       17) Attendance Memo/ Attendance Codes for Home Instruction
AK Tech Courses                                                                     F. Home Schooling    
AL Transfer Students OOD or Intra-District                                1) Definitions
AM Youngest in Building (to MS Excel)                                            2) Procedures                                                           
     3) Intent Form                                                               
G. Lake Academy Application                                                   
H. Referral Information for Families 
I. Reporting Suspected Child Abuse
J. Surrogate Parent Procedures

SECTION 2:    Computer Services (Inservices, Misc.)

 K. Work Permits
A. Excel and Smart Query Course      1) Secretary Instructions
B. GroupWise        2) Student Instructions                                                  
C. How to Contact Computer Services                                       3) Full Time/Withdrawal Work Permit
D. Laptop                                                                  4) Work Permit - part 1
    a. Wireless Setup using Intel Proset Software      5) Work Permit - Phys - part 2
    b. Wireless Setup using Windows Configuration M. 504 Plan                                                             
    c. Change Proxy Settings To use fill-in forms below: 1) RIGHT click on form name; 2) Click on,
E. Monitor Settings                                               "Save Target As..." and save to your directory; 3) Open MS Word and
F. SIRSI Check Digit Calculator   open the(se) form(s) that you saved. Use the tab key to move between
G. Microsoft Word 2010 - Make the Switch!                           the fillable fields.
H. Microsoft Excel 2010 - Make the Switch!                               1) Parent Rights Booklet
I. Smart Slate                                                                         2) Parent Notice Booklet
      a. Slate Troubleshooting Flowchart                                       3) Referral Procedures                                                    
      b. Connecting a Bluetooth SMART Slate                              4) Referral Form                                                            
    c. How to start Floating Toolbar for SMART Slate                    5) Consent to Evaluate
    d. Smart Slate Basics (requires Smart Notebook software)        6) Parent Meeting Notice
J. Text Aloud Quick Reference      7) Eligibility Determination Form
     8) Written Notice to Parent                                            

SECTION 3:   EMIS

     9) Accommodation Plan Form                                   
A. Fall EMIS Guidelines FY 2012                                            10) Manifestation Determination Form
B. June EMIS Guidelines FY 2012                                       NEW 5/16/12     11) Grievance Form
C OHIO District IRN Numbers                                            
D OHIO Non-Public / Parochial School IRN numbers             New 3/15/12
E OHIO Community School IRN Numbers                            New 3/15/12
Ohio Dept. of Education

SECTION 10:    Records       
     1) Accountability A. Contents of Student Permanent Record Folder 
     2) Alternative Pathways for Eligiblity for Diploma B. Schedule of Records Retention & Disposition   
     3) C.T.A.E. C. Student Records Policies - 5811/5811.1/5811.2   
     4) Early Childhood
     5) EMIS Homepage 
     6) EMIS FY2011 Manual                                              
                a) Chapter 2 - Student                         

SECTION 11:    Registration
                b) App. C - Subject Codes     (FY2012)                         A. Authorization to Release Information                                     
                c) App. E - Program Codes      (FY2012)                         B. Certification of Residency                                                   
     7) Gifted Students C. Complete Registration Packet                                              
     8) Highly Qualified Teacher D. Emergency Form                                                                
     9) Students with Disabilities E. Enrollment Form                                                                  
   10) Local Report Card F. Health History Form                                       
   11) No Child Left Behind G. Immunization Report.Form                              
   12) School Finance H. Oral Assessment                                           
   13) Teacher Certification/Licensure Dictionary I. Physical Exam                                              
   14) Testing J. Power of Attorney                                          
K. Residency / Registration Verification                                     
L. Notarized Residency Verification                                         
M Request For Additional Documentation For Regis/Residency Sample Letters 
     1) Residency Procedures

SECTION 4:   OCTOBER Count-Week Enrollment

      2) Residency Registration Letter - General                  
A. October Count Week      3) Residency Registration Letter - Questionable Residency
     1) ADM Memo - October 2011                                      N Homeless                                                                          
     2) ADM Count Week Form - October 2011                          1) Student Residency Form                                            
     2) Advocate for Missing Enrollment Doc.                          

SECTION 5:    Forms for Staff Use

SECTION 12:    Special Education
A. Additional Hours Time Timesheets: A. BIP Form                                                   
      1) Classified (Secretaries, aides, Computer Services) B. BIP Document                                               
      2) Custodian/Maintenance C. Documentation of Interventions Form                 
      3) Food Service D. Documentation of Interventions                         
B. ADM2000 Administrative Access Form   E. FBA Form                                                    
C. Building Use Invoice                                       F. FBA Document                                             
D. Change Notification Form (Name, Address, Phone)           G. IAT Form - Elementary                                    
E.. Classified Pay Authorization at Higher Rate H. IAT Form - Secondary                                     
F. Direct Deposit I. IEP/MFE Meeting Summary Master                 
      1)  General Information                                     J. IEP/MFE Meeting Summary Form                   
      2)  Authorization Form - Bank                                        Rev'd 3/12/12 K. Parent/Guardian Excusal Form                                               
      3)  Authorization Form - WESCU Credit Union                Rev'd 3/12/12 L. PR-01 Form-Prior Written                                                     
G. Employee Injury Form                                                       M. PR-07 Form-IEP last page
H. Groupwise Email Application Packet                 N. PR-07 IEP last page
I. Leave Forms: O. Student Summary of Performance
      1) Absence Report                                       P.
      2) Paid Personal Leave Form Q
      3) Sick Leave Form
      4) Temporary Absence from Work Form         .
      5) Vacation / Leave of Absence Form

SECTION 13:    Transportation

                 a.. Jury Duty Instructions                     A. Alternate Bus Stop Request Form                                         
J. Microsoft Take-Home Rights   B.

All Schools Eligibility Walk                                              
K. Mileage/Professional Travel Reimbursement     C. Blank Bus Pass                                                            Rev'd 8/3/11           
      1)  Intradistric Mileage Worksheet D. Special Transportation Needs Form                                        
      2)  Mileage Reimbursement Request Form E. Student PO Box Entry Information                       
                 Mileage Rate  7/1/2011- current  55.5/cents per mile F. Student Address Entry Information            
                                     1/1/2011 - 6/30/11   .51/cents per mile  G. Using Bus Watch Software to view Video           
L. Overnight/Out of State Fieldtrip Request Form              H.
M Salary Reduction Request Form 403b/457                            
.N Staff Evaluation Forms:
    1) Classified

SECTION 14:    Withdrawal / Transfer
    2) Teacher A. Elementary Transfer Report Form                    
O Tax Form:  Federal Withholding W-4 (See Section 15) B. Withdrawal Information                             
P Tax Form:  Ohio Withholding IT4   (See Section 15) C. Withdrawal Checklist                               
Q Time Sheets:  D. Withdrawal / Transfer Form                      
      1) Certified Staff                                                           E.                             
      2) Substitute Custodian/Maintenance   
      3) Substitute Secretary/Aide  

SECTION 15:    Treasurer's Office        
        4) Substitute Teacher    Email to Payroll should be sent to:    payroll.department@weschools.org
R Tuition-Free Enrollment Form (for children of employees)          A. Treasurer's Office Manual for Principal's Secretary
 

SECTION 6:   Student-Use Forms

          (Instructions for completing and processing paperwork)
A. Internet Use Consent Form             0. Index                                                                    
B. Intradistrict Transfer Application (High School)                           1. Purchase Orders                                                          
C. Intradistrict Transfer Application (Gr K - 8)                                    a) Sample Method of PO Handling               
D. Statement of Residency (over 18)             b) Purchase Order Sample w/Notes         
E.         2. Returning Material
F.              a) Materials Returned to Vendor Form
      3. Petty Cash                                         
            a) Request for Reimbursement SAMPLE  

SECTION 7:    General Information

             b) Request for Reimbursement FORM     
A. Attending Home IRN Indicators (Out-Going Students)             c.) Petty Cash Voucher FORM                
B. Calendar        2011-2012     2012-2013       4. Change Fund
C. Calendar - Staff Begin/EndDates 2011-2012                           5 A-C: Depositing Money and Refund Request                
D.  GPA Worksheet                                                               Rev'd 3/23/12             a) Cash Deposit Form                                     
E. Grading/Interim Schedule (Elementary/Secondary) 2011-12               b) Checks for Deposit Form                                
F. School Code Numbers          D-E: Credit Card Payments & Receipts                        
G. Student Absences and Tardies:                    F. Depositing Coin Fundraisers                                  
     1) Attendance Letters:       6. Academic Student Fee Policies & Procedures             
           A1 - Attendance letter-all students               a) Free & Reduced Meal Appl. w/Waiver Included        
           A2 - South 20+ absences new 9th graders               b) Parent Letter Direct Certified w/Waiver                call Pam Clair
           A3 - North 20+ absences new 9th graders               c) Parent Letter Lunch Application                          
           A4 - Five (5) Unexcused Absences               d) Fee Letter Template 2011-2012                           Rev'd 2/15/12 
           A5 - Ten (10) Total / Excused & Unexcused Absences               e) Fee Receipt Template 2011-2012                        Rev'd 2/15/12
           A6 - Doctor's Note Letter               f ) Fee Task List                                      
           A7 - Habitual Truant       7. Student Charge Record Form Instructions
           A8 - Chronic Truant       8. Unpaid Fees & Other Money Owed to District
           A9 - Excused Absence NOT Granted       9. Checks Returned by the Bank
      2)  a.) Behavior Intervention Plan Parent Invite        10. Summer School Tuition Payments
           b.) Behavior Intervention Plan for Truancy           11. Building-Use Instructions
      3) Intervention Strategies for Truancy              a) Application for Public Use of School Building
      4) Policy 5201 - Student Absences and Tardiness              b) Facilities Use Fees                                              
      5) Regulation R-5201              c) Building Use Invoice                       
K. How Sent / How Received Codes (FS)              12. Discarding Financial Records
L.              a) Inventory Disposal Request/Record                       
     13. Change of Address Notification (See Section 5)             
     14. Employee Withholding Forms                                       
              a) Tax Form:  Federal Withholding W-4 
              b) Tax Form:  Ohio Withholding IT4  
     15. Payroll Time Sheets
              a)  Payroll Schedule 2011-2012                          
     16. Leave Forms Instructions                                      
SECTION 8:  Personnel                                                 Links to Forms in Section 5 - Forms for Staff Use
A. Contracts (available on internal network only)      17. Gifts and Donations       
     1) Buildings and Grounds 2010-2011 Contract                   18. Sending Mail to Treasurer's Office                      
     2) Food Service 2010-2011 Contract                                  a) Treasurer's Office Routing List                        
     3) Transportation 2010-2011 Contract                                  b) Courier Cover Sheets: Kathy Rini, Linda Homar, 
     4) W.E.C.P. 2010-2012 Contract                                                       Beth Bixel, Sharon Readence, Donna Crooks,
     5) W.E.T.A. 2010-2012 Contract                                                        Steve Thompson, Pat Sheehan, Payroll Dept,  John Adams
B. FMLA (Family Medical Leave Act)                                        19. Ordering Forms Instructions                                        
    1) Willoughby-Eastlake FMLA Policy                 a) District Forms Requisition                                
    2) Employee Request for FMLA Leave Form      20. Postage Stamps                                                        
    3) FMLA Notice of Eligibility                 a) Mail Request Form                                        
    4) FMLA Leave Designation Notice      21. Mileage/Prof. Travel Reimbursement Instr                     
    5) FMLA Cert. of Employee's Serious Health Condition B. Fiscal Procedure for Student Activities Advisors                    
    6) FMLA Cert. of Family Member's Serious Health Condition       1. Statement of Purpose and Budget/Form 2011-12         
    7) FMLA Cert. of Exigency for Military Family Leave       2. Sales Project Report Form                                         
    8) FMLA Cert. for Serious Injury for Military Caregiver Leave       3. Cash Prizes Form                                                    
C. 2011-12 HQT (Highly Qualified Teacher) Toolkit (31 pp)     C. Schedule of Record Retention                                              
 HQT Core Courses - English, Lang. Arts, Reading, Science,
         Math, Arts-Visual/Music/Dance/Drama, Foreign Lang.,

SECTION 16: Clinic Information and Forms        

         Government, Civics, History, Economics, Geography A Policy 5411
    1) Form A  Reg. Ed. K-6                         B Gen. Medication Admin. Record Form (MAR)
    2) Form B  Red. Ed 7-12                                      C OTC (over-the-counter) Adm. Form                                     Rev'd 5/21/12
    3) Form C Art,Music Lang, etc           D Asthma Medication Adm. Records (Part I & II)
    4) Form D SPED K-6                  1. Part I
    5) Form E SPED 7-12               2. Part II
    6) Form F - Paraprofessionals     Parapro. FAQ's       E Asthma Self-Carry Inhaler Agreement Form
    7) Expanded Rubric                     F Allergy Care Plan (Part I & II)
    8) HQT FAQ's G Auth. for Student Possession/Use of Autoinjector
D. WETA Seniority List (Excel file) H Diabetic Action Form
I Epinephrine Autoinjector or Severe Allergy MAR (Part I & II)      Rev'd 3/26/12
      1. Part I
      2. Part II
J Seizure Action Plan
K Medication Documentation Record (MDR)
L Medication Inventory Record (MIR)
M Medication Incident Report
N Activity Restriction Form
O Student Injury Report
P Lice Letter
   Q  Religious/Philosophical Objector's Statement
Immunization Deficiency Notice