• Take Action - May 2013

    FY14 Pre-Order for Supplemental Materials, Books and Furniture

    Starting Friday, May 31, schools will have the opportunity to “pre-order” long lead-time items to ensure their delivery prior to the commencement of the 2013-14 school year. Like last year, schools will create requisitions in K12 Buy utilizing their FY14 budgeted general fund (3001) dollars for those purchases. Schools can only order textbooks, supplemental materials and furniture via this process. Requisitions for other supplies or services utilizing FY14 dollars will be rejected. Schools cannot use grant account codes or split account codes for any pre-order.

    Below are the authorized account codes schools can use to purchase furniture, textbooks and supplemental materials.
    • Furniture, 3001.14. 0408.
    • Textbooks, 3001.14. 0421.
    • Supplemental materials, 3001.14. 0425.

    Frequently Asked Questions

    Can I use a grant account for my pre-order?
    It depends on the grant. If the grant ends on June 30, 2013, then no future spending can occur. However, if the grant continues into FY14, then purchases may proceed. Note: All grant purchases are approved by the appropriate grant manager prior to the issuance of a purchase order.

    I have some money left over in my account from FY13. Can I combine FY13 and FY14 account codes on the same requisition?
    No. Schools cannot combine different year account codes.

    Can schools order supplemental materials as well as textbooks?
    Yes.

    Who do I contact if I do not see the “pre-order” account codes listed in K12 Buy?
    Please contact your budget representative.

    Can I purchase professional development materials for the scheduled training in June?
    No. Any materials or services required prior to July 1, 2013, need to be purchased with FY13 dollars.

    Can I receive the pre-order materials in K12 Buy prior to July 1, 2013?
    No. Any pre-order materials received prior to July 1, 2013, must be recorded as a FY13 expenditure.

    Should you have any additional questions pertaining to an order please contact the appropriate buyer:

    Laptop Return for School-Based Staff

    Laptop computers are kept in school inventories, regardless of whether they were issued by the school or by the district Information Technology Office. At the end of the school year, laptops must be returned to the school principal or technology inventory manager, following established school procedures.

    Principals are encouraged to sign out laptops for the summer for teachers who are working on specific summer projects or working at summer school and are planning on coming back to the same school next year. All other laptops should be stored safely in a cool, secure location away from external exits.

    Note: For Teachers Leaving the District or Transferring Between Schools

    Laptops must be returned if a teacher is leaving City Schools permanently or is transferring to a different school or district office. The school administration should make sure the equipment is returned before the individual leaves the school building on his or her last day. This should take place as part of the exit interview.

    Laptops must be returned to the current school principal or technology inventory manager. Laptops should be returned with all related equipment (e.g., case, power cord, network cable, mouse).

    If you have any questions, please contact the IT Service Support Center at 443-642-3000 or by email.

    End-of-Year Close-out Checklist

    Schools must provide an end-of-year closeout checklist for teachers to ensure that all required items have been submitted. (View a sample checklist.) For questions, please contact your network facilitator or call the School Support Network Office at 443-642-4040.

    End-of-Year Processes in SMS

    To ensure proper completion of year-end processes in SMS, please follow these guidelines. Please note that, as part of the annual rollover process, SMS will be unavailable from June 29 through July 9.

    Nongraduating students (pre-k through grade 12)

    For all nongraduating students (pre-k through grade 12), you must update the student demographic screen to either “promoted” or “retained” no later than Monday, June 17. Please make sure that all students have final grades for all scheduled courses. A list of students missing final grades can be found on the Data Cleansing Report #111. This report refreshes nightly, so please check daily.

    Elementary schools

    Please note, when completing 4th-quarter grades, teachers need to enter grades for quarter 4 and then also a final grade. Final grades are not calculated in elementary/pre-k through 8 schools. 

    If you have questions or comments, please contact the ITO Service Support Center at 443-642-3000 or by email.

    Graduating seniors

    You must update each graduating senior in three different areas. Make sure that all students have met all of the requirements for graduation before performing these steps. This task must be finalized for graduating seniors no later than Tuesday, May 28.

    • Step 1: Update the demographic screen for each student from “pending” to “promoted.”
    • Step 2: Update the graduation status on the historical page. (You must use 06/03/2013 as the graduation date.)
    • Step 3: Update the enrollment screen using the appropriate C60 or C62 exit code. (You must use 06/03/2013 as the exit date.)

    Please note: You should drop students not completing APEX courses from the course before Tuesday, May 28, or receive a 50. Students not completing bridge projects should have the Bridge Course dropped from their May 13, 2013, schedule.


    2013 School Year Calendar Updated to Include Inclement Weather Days

    Please review the full countdown to the last day of school. These dates are not optional.

    For high schools

    • Students in grades 9 to 11 will take final exams on June 7, 10 and 11; the length of the instructional day on each of these dates is 3.5 hours.
    • Students in grade 12 (graduating seniors) take final exams between May 15 and 22; the last day of school is Wednesday, May 22. (High school teachers must submit final grades for seniors by Friday, May 24.) The window for high school graduation ceremonies is May 31 to June 2. (See information about graduation ceremonies.)

    For elementary and middle schools

    • Closing exercises take place between June 10 and 12. (See information about closing activities.)

    For teachers

    • Professional development will take place on June 13, 14 and 17. The last day of work is Monday, June 17.

    Maintaining and Managing Student Cumulative Records

    The Code of Maryland Regulations (COMAR) requires City Schools to have systems of information on student enrollment, attendance and promotion. Each school must ensure that data are collected and that records are maintained accurately, in accordance with the guidelines set forth in the Maryland Student Records System Manual 2011.

    The Student Records Department is providing training for staff members responsible for the maintenance and management of student cumulative records. The professional development session is scheduled for Friday, June 14, from 9 a.m. to 1 p.m. at the Student Records Department, located at 790 W. North Ave.

    Principals, please ensure that any staff member new to the responsibility of maintaining and managing student cumulative records attends, along with anyone in need of a refresher or extra support. For additional information or to register for the training, contact Carla Jackson by email or at 443-642-4640.

    2013 Summer Programs Staffing

    School leaders or systemic summer program coordinators should use the PStAR system to create summer program(s) and identify the fund sources that will pay for the program and related positions. Through this process, you will identify the program coordinator who will use the Summer Employee Entry System to identify employees hired to fill these positions.

    Please create summer 2013 program(s) and positions with fiscal year 2013 funds by close of business Friday, May 31 (deadline extended). When creating and staffing summer 2013 programs please keep in mind the following:

     

    Step

    Deadline for FY13 Funds

    Deadline for FY14 Funds

    Resources

    Create the summer program in PStAR.

    Friday, May 31  

    After Tuesday, June 4

    ·          PStAR training

    ·          How to create a program

    ·          How to search for a program

    ·          OHC summer program guidance

    Create positions in PStAR.

    Friday, May 31

    After Tuesday, June 4

    ·          PStAR training

    ·          How to create a position

    ·          How to search for a transaction

    ·        OHC summer program guidance

    Select employees in the Summer Employee Entry System.

    Friday, June 14

    Friday, June 14

    ·          Summer employee entry system training guide

     
     For more information about using the PStAR system, please contact Jerome Fenwick at 443-396-8885 or JFenwick@bcps.k12.md.us.

    End-of-Year Procedures and Timelines Related to IEPs

    There are critical activities and timelines that IEP Chairs must adhere to in preparation for the end of the school year. This information was covered at the IEP Chair trainings in January and February 2013. The attached document outlines specific actions, responsible parties and due dates. Please address these actions and timelines at your weekly meeting.

    Medicaid Reimbursement

    Medicaid reimburses some costs of direct and administrative services rendered for students with disabilities under the Individuals with Disabilities Act (IDEA). It is an obligation and requirement of City Schools to pursue this reimbursement. Staff and contractors must provide the information necessary for billing Medicaid and to sustain the audits. Money recovered from Medicaid is used to support special education services and school health.

    Principals, IEP chairs and service coordinators should input all services into the third-party billing system by the 10th of each month. Any services that have not been input but were provided through April 30, 2013, must be entered immediately. Please refer to the Third Party Billing Handbook for reference.

    If you require assistance or have concerns, please contact Third Party Billing at 410-396-8948.

    Online Resources for the Support Services Evaluation Process

    The Human Capital Office has developed online training and designed support documents to prepare PSRP and CUB members for the new evaluation process. Please review the materials in preparation for the midyear review and annual evaluation.

    For more information, please contact the Support Services Evaluation Team in the Human Capital Office at 410-396-8885 or by email.

    May 2013 HSA Administration

    The test window for the paper-and-pencil administration of the May HSA is May 20 to 23. (Schools administering the paper-and-pencil HSA test received test materials from the vendor between May 2 and 6.) Please note the two scheduled make-up sessions:

    • Week 1, May 28 to 31
    • Week 2, June 3 to 6

    The online administration window is May 20 to June 6. Please see page 3 of this memo for the specific dates for each content area tested.

    Support Lab for eTR Requests

    So that the Transportation Department can provide timely and efficient transportation services for eligible students in the upcoming 2013-14 school year, schools must submit all eTR requests between May 20 and June 5. No eTR requests should be entered before Monday, May 20; rollover will occur on Friday, May 17.

    An eTR support lab will be available on Tuesday, May 21, from 9 a.m. to 3 p.m. at the Pupil Transportation Department, located at 1210 E. 20th St. Principals, please ensure that your transportation coordinator attends to receive support with any challenges they are facing in submitting requests for transportation services.

    Please contact Roberta Neal by email if you have any questions.

    Title I Parent Input Meeting for the 2013-14 School Year

    Title I schools must schedule and host their Title I parent involvement program review meeting no later than Wednesday, June 5.

    In preparation for the upcoming school year, parents must have the opportunity to review and jointly develop the Title I Parent Involvement Spending Plan, School-Parent Compact and the Title I Parent Involvement Plan. For guidelines and more information, see the attached sample agenda (in Spanish), flyer (in Spanish) and parent survey (in Spanish).

    Please contact your the Family and Community Engagement Specialist on your network with any questions.

    2013 Graduate Survey

    Principals and graduate survey coordinators, it’s time for all graduating seniors to complete the 2013 Graduate Survey.

    Each year, the Maryland State Department of Education requires all graduating seniors to participate in an exit survey at the end of the school year. This survey provides school systems with important data regarding the post–high school plans of students. The survey arrived in schools by Thursday, April 25, and are expected to be completed and returned to the Achievement and Accountability Office (OAA) by Saturday, June 1.

    Read the instructions and survey materials.

    Rate for Your Future” Newsletter Encourages Student Feedback on MTA Service

    The “Rate for Your Future” newsletter, produced by Wide Angle Youth Media’s attendance and design team, describes the MTA’s Rate Your Ride program and encourages students to participate. Rate Your Ride enables MTA riders to provide feedback (via text or phone) about experiences on individual bus routes. The MTA uses the feedback to improve service—which for students, in turn, can help remove barriers to school attendance.

    The Wide Angle attendance and design team is a group of Baltimore City high school students working to improve attendance in Baltimore City Public Schools through design and media advocacy.  The team designed “Rate for Your Future” to help students learn about benefits of using Rate Your Ride and encourage participation. Starting May 2013, all City Schools’ students who use Rate Your Ride will be entered into a monthly raffle (May 2013 to May 2014, excluding July and August) to win a Nook and a $25 Barnes and Noble gift card.

    Copies of “Rate for Your Future” will be delivered to schools along with monthly S-Passes. Principals and transportation coordinators, please make them available to interested students.

    Monthly Highly Qualified Reporting (May)

    Federal education law mandates that all teachers be highly qualified (HQ). Schools that receive funding under Title I are required to notify parents whenever their students are being taught by non-HQ teachers and long-term substitutes for four or more consecutive weeks.

    Monthly reports of teachers and long-term substitutes flagged as not HQ will be posted to the Principal’s Dashboard. New instances of non-HQ teachers for the month of May have been posted to your dashboard. Human Capital specialists will support schools in monitoring highly qualified status and ensuring affected families are notified on time. Additional resources regarding the highly qualified requirements are available via TSS.

    Staff Positions Available for Summer Jump Programs

    Help reduce summer learning loss for students by applying to teach in City Schools’ Summer Jump learning programs. Hiring is currently underway for programs serving students from elementary through high school. Please apply as soon as possible by following these steps:

    • Log into Employee Self-Service
    • From the main menu, select iRecruitment
    • Under the Jobs tab, search using keyword summer, date posted all and job category temporary
    • Select the position you're interested in from the list of results, and complete the online application

    Applications are being processed now, and all positions will be filled by June 29. Staff training will be provided in late June, with summer programs running from late June till August 2.

    Certification of This Year's Graduating Seniors

    Principals, please review the process for certification of graduating seniors.

    In order to ensure that students eligible to graduate from high school at the end of this school year are correctly certified, schools must follow the process outlined in the documents linked below. Deadline for completion of the procedures is May 28.

    For questions regarding the certification of graduates, please contact Crystal Brice at 443-642-3990 or by email.

    Online Supervisor Training for Performance-Based Evaluations

    Principals and supervisors, please review the following information regarding the online training for the 2012-13 support services evaluation.

    As we launch this exciting evaluation cycle for the 2012-13 school year, the Human Capital Office has planned training and designed support documents to prepare you for the annual evaluation. This online training module will introduce the evaluation process by reviewing the competencies and indicators, supervisor responsibilities and how to complete and submit the evaluation with evidence statements. The online training is available on City Schools Inside, and should be completed no later than Wednesday, May 1.

    For more information, please contact the Support Services Evaluation Team in the Human Capital Office at 410-396-8885 or HCTrainingTeam@bcps.k12.md.us.

    May 2013 Transportation Coordinator Training

    Principals, please register transportation coordinators that are either new or requiring a refresher for one of the upcoming training dates.

    The Student Transportation Office has seen noteworthy improvement in the work done by our transportation coordinators since training intensified over the past year. In order to maintain the momentum, we are requesting that all schools with new transportation coordinators register for one of the upcoming training dates. On Tuesday, May 14, and Wednesday, May 15, the Student Transportation Office will facilitate sessions for new transportation coordinators and coordinators that were trained prior to June 2012. All new coordinators should register for one of the training dates which will be held at the Student Transportation Office located at 1210 E. 20th Street, from 10 a.m. to 1 p.m. Please note, principals should inform the Student Transportation Office no more than 5 days after the school’s transportation coordinator changes. In preparation, please review the topics that will be covered prior to attending the session.

    Enrollment for training sessions is now available on the Professional Growth System; click here for the enrollment instructions. If you have any questions, contact Roberta Neal at 443-396-7440 or RNeal@bcps.k12.md.us.

    School Bus Evacuation Drills

    Principals and transportation coordinators, please review the following information regarding upcoming school bus evacuation drills.

    In accordance with COMAR regulation, 13A.06.07.11 section I, spring school bus evacuation drills will be conducted Monday, May 6 through Friday, May 10. Please be advised, school bus personnel will be notified and instructed in the proper performance of the drills. *Please note this is in addition to the drills that you may have recently submitted.

    Attached are instructions and a certification sheet to be signed by a representative of the school. Once the drills have been completed, please return the certification form by email (sajames@bcps.k12.md.us) or fax (410-396-6086) no later than Friday, May 17. If you have questions or concerns that you or your staff have regarding the evacuation, contact the Safety Office at 410-396-7440.

    Medicaid Funding

    Principals, IEP chairs and service coordinators, please review the following information regarding Medicaid reimbursements.

    Medicaid reimburses some costs of direct and administrative services rendered for students with disabilities under the Individuals with Disabilities Act (IDEA). It is an obligation and requirement of City Schools to pursue this reimbursement. Staff and contractors must provide the information necessary for billing Medicaid and to sustain the audits. Money recovered from Medicaid is used to support special education services and school health. Please input all services into the third party billing system by the 10th of each month. Any services that have not been inputted, but provided through March 31, 2013 must be entered immediately. Attached is the Third Party Billing Handbook for reference. If you require assistance or have concerns, please contact Third Party Billing at 410-396-8948.

       

    2013 Summer Meal Service

    Principals, please review the 2013 summer meal service information and complete the summer meals request form by Friday, May 17.

    Thissummer, the Food and Nutrition Department will provide meals to Baltimore City youth. If your school is holding summer programming that is different from the district's Summer Jump offerings, please complete the online summer meals request form by Friday, May 17, even if all details are not yet available. For more information, please contact Noah Bers at nlbers@bcps.k12.md.us or 443-642-3960.

    Application Procedures for Early Admission to Pre-k, Kindergarten and Grade 1

    Elementary and elementary/middle school principals, please ensure parents are aware of the application process for early admission.

    For the 2013-14 school year, there are several changes to the process for applying for early admission.

    For pre-k: Parents of children turning four between September 2 and October 15 of the school year can apply for early admission by completing and submitting a registration form, a Parent Checklist for Early Admission to Pre-k and a statement indicating they understand that their children will not automatically be eligible for early admission to kindergarten in the following school year. All application materials must be submitted directly to Baltimore City Public Schools, Early Learning Programs, 200 E. North Ave., Room 308, Baltimore, Maryland 21202, no later than Monday, April 15.

    For kindergarten: Parents of children turning five between September 2 and October 15 can apply for early admission to kindergarten by submitting an Early Admission Request Form to Early Learning Programs (at the address above) no later than Wednesday, May 15.

    Grade 1: Parents of children turning six between September 2 and October 15 can apply for early admission to first grade by submitting an Early Admission Request Form to Early Learning Programs (at the address above) no later than Wednesday, May 15.