WILLOUGHBY-EASTLAKE SCHOOLS
STAFF HANDBOOK

Last Updated 11-29-17


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SECTION 1:    PowerSchool (PS)      PowerTeacher (PT)

 

SECTION 9:   Pupil Services

A ATTENDANCE A. Authorization Forms:
1 Attendance Codes                                                        1)  Auth. for School Psych. Services    
2 Attendance Letters - How to run                                                      2) Eye Exam Parent Letter                                                 
3 Attendance Reports                               3) Eye Exam Data Collection Form                                     
4 Attendance Report - Detailed Student                                4) Translator Procedures              
5 Attendance Modifications                                5) Request For Interpreter Form   
6 Attendance - Multiple codes for one day                                     6) To Comm. with Outside Agencies/Individuals   
7 Attendance - Perfect Attendance Report           7) To Release Educational Records 
8. Time Duration Clock    8) To Rel. Health Info. from Health Care Providers   
9. Excessive Absence Letter         
10. Habitual Truant Letter      
         
B COURSES and GRADING             
1 Add/Drop class in PowerSchool                                    
2 BTS Section - Adding new                                                   C. Dept. of Jobs and Family Services Form        
3 Course Enrollment Dates                                                     
4 Course Catalog - How to Export to Excel                              
5 Course Request Worksheet Instructions           
6 Course Catalog - Activate a Course                      D. Discipline                                                  
7 CTE Programs and Courses                               1) In-School Suspension/Elementary & High Schools            
8 Elementary - Course Master                                 2) In-School Suspension/Middle Schools                               
9 Elementary - Entering Student Grades                                    3) Notice of Intended Suspension                                         
10 Elementary - Changing Student Grades                                 4) Out-of-School Suspension/Elementary & High Schools      
11 Elementary Master Schedule Worksheet                                5) Out-of-School Suspension/Middle Schools                       
12 Enroll student in course at another school                                  6) Suspension and Intent to Expel/Elem & High Schools       
13 Entering grades Using "Transfer" courses    7) Suspension and Intent to Expel/Middle Schools  
14 FAIL a Pass/Fail course - How to Code                             
15 GPA Worksheet                                                                 
16 Percent of Time Calculations for HS students         
17 Secondary - Entering Grades for OOD Staff (2 methods)               
18 Secondary - Entering Final (F1) Grades (3 methods)                   E. Home Instruction                                           
19 Lead and Co-Teacher Reporting                            10/10/17     1)  Home Instruction Guidelines
          2)  FORM: Parent Request for Home Instruction
C MISCELLANEOUS         3)  FORM: Home Instruction Information for Parents
1 Addresses                                                                     4)  FORM: Release Personal Info. from Health Care Provider
2 Building IRN Numbers                                                  5)  FORM: Authorization to Communicate with Agencies
3 Parent Portal User Guide                        6)  Letter to Physician                                                     
4 PowerNotes            Rev'd 08/01/17                                                      7)  FORM:  Physician's Report
5 Substitute Login Instructions                                                   8)  FORM:  Referral for Home Instruction                      
6 Daily Bulletin                                                                           9)  Short-Term Home Instruction Responsibilities
   10)  Long-Term Home Instruction Responsibilities
D SCHEDULING    11) FORM: Teacher's Notification of Short-Term Home Instruc.
1 PowerScheduler - Editing courses                                             12) FORM: Teacher's Notification of Long-Term Home Instruc.
2 PowerScheduler - Student Requests                                             13) FORM: Teacher's Notification of Intermittent Home Instruc.
3 PowerScheduler - Students without requests                              14) Letter to Parent From Tutor                                           
4 Removing Scheduling Requests                                         15) Tutor Worksheets and Logs                                     
5 Viewing Teacher Recommendations                                               16) Time Sheet 
                                                                    
E POWERTEACHER
1 Accelerated Scores (Entering and Printing)                                 F. Home Schooling    
2 Interim Comments                                     1) Definitions
3 Copying Assignments       2) Procedures                                                           
4 End-of-Semester Notes      3) Intent Form                                                               
5 Elementary Report Cards - Grade/Comment Entry        G. Lake Academy Application                                                   
6 Elementary Report Cards - How to Print                           
7 Personal student note/add custom column                  
8 Publishing assignments/grades to Portal                           J. Surrogate Parent Procedures
9 Running Final Grade Report   K. W-E Schools Safety Screening                                                   
10 Teacher Recommendations                                     L. W-E Schools Safety Contract                                                     
11 Quarter Grades Complete Process                                   M. Work Permits
12 Entering Grades from another district                                     1) Secretary Instructions
     2) Student Instructions                        
F REPORTS      3) Full Time/Withdrawal Work Permit
1 Class List setup and Student List Setup           4) Work Permit - part 1
2 Class Rank Spreadsheet                                                        5) Work Permit - Phys - part 2
3 Eligibility Report N. 504 Plan                                                             
4 Exporting to Excel    To use fill-in forms below: 1) RIGHT click on form name; 2) Click on,
5 GPA Cumulative Reports                                                    "Save Target As..." and save to your directory; 3) Open MS Word and
6 Lunch Counts     Lunch Status    open the(se) form(s) that you saved. Use the tab key to move between
7 Next Year Student List                                                           the fillable fields.
8 North/South in classes at NCI                               
9 OGT -  Passing Test Report                                                       1) Parent Notice Booklet
10 Section Readiness Report                                                
11 Specific Grades Report                                                            
12 Student Alerts (Guardian, Other, Medical)                             
13 Student Fees Owed Report                                                   
14 Students Missing Schedule                  
15 Youngest in Building (to MS Excel)   
16 Course Enrollment Tally              

SECTION 10:    Records       

A. Contents of Student Permanent Record Folder 
G STUDENT SPECIFIC B. Schedule of Records Retention & Disposition   
1 Assessments -  Grad Pathway Adjusted Points   NEW 11/29/17 C. Student Records Policies - 5811/5811.1/5811.2   
2 Assessments - Entering Test Records                
3 Discipline Directions                                                            
4 Discipline Codes                                                                            
5 FS Tab - Admitted From/Withdrew To IRN                               
6 FS Tab - IRN Numbers (Public/Private/Comm)  
7 Graduates - How to Code                         R'vd 09-13-17   
8 Graduation Pathways                                      
9 LEP Native / Home Language Codes         

SECTION 11:    Registration

10 OGT - Entering SpEd Exemptions                               A. Authorization to Release Information  
11 Pre-Registration Guidelines                          B. Certification of Residency  
12 Race / Ethnicity Codes                                                      C. Student Enrollment Change Form   
13 SUMMER-Transfer student between schools  R'vd 07-26-17        D. Emergency Form                                         
14 SUMMER Withdrawals (NO Shows) - See G-15       
15 Transferring Students R'vd 11-15-17            F. Health History Form
16  Withdrawal Flowchart                                         G. Immunization Report.Form 
17 Withdrawal_Enroll Guidelines from ODE     H. Oral Assessment 
18 Withdrawal Codes                                              I. Physical Exam 
J. Power of Attorney                                                

SECTION 2:    Computer Services (Inservices, Misc.)

K. Residency / Registration Verification   -Notarized   
A. How to Contact Tech Support                               L. Residency Verification Form
B. Laptop                                                             M. Request For Additional Documentation For Regis/Residency Sample Letters - Rev'd 10-02-17
    a. Wireless Setup using Intel Proset Software     1) Residency Procedures -
    b. Wireless Setup using Windows Configuration     2) Residency Registration Letter - General    
    c. Change Proxy Settings     3) Residency Registration Letter - Questionable Residency
C. Monitor Settings                                                     4) Residency Registration Letter - Does not live in W-E
D. SIRSI Check Digit Calculator   
      N. Homeless
H. Text Aloud Quick Reference      1) Student Residency Form                                            
         2) Advocate for Missing Enrollment Doc.                          
 
   
      
 

SECTION 12:    Special Education

    A. Eye Exam Letter to Parents                                                     
  B. IAT Form - Elementary                                    
    C. Student Summary of Performance
D. ESY - 1 Team Worksheet                                                    
E. ESY - Guidelines                                                                

SECTION 3:   EMIS

F. ESY - 4 - Authorization                                                        
A.  Start of Year EMIS Guidelines FY 2018              10/11/17 G. ESY - ESY-3 Progress Report                                             
B.  EOY EMIS Guidelines FY 2016                         H. Restraint and Seclusion Procedures
C. OHIO District IRN Numbers     (moved to 1-G)                                I. W-E Documentation Report Form        
D. Ohio Dept. of Education J. Physical Restraint Report Form           
     1) Accountability K. Staff "Coping" Form (used following physical restraint of a student)
.      2) Alternative Pathways for Eligiblity for Diploma L. Student "Coping Form" (used with student following restraint/seclusion)
     3) C.T.A.E. M. Seclusion Report Form                          
     4) Early Childhood N. Staff "Coping" Form (used following seclusion of a student)
     5) EMIS Manual                                             
     6) Gifted Students    
     7) Highly Qualified Teacher    
     8) Special Education    
     9) School Funding

SECTION 13:    Transportation

   10) Teacher Certification and Licensure Dictionary A. Alternate Bus Stop Request Form              
    B.

Emergency Bus Pass  

    C. Blank Bus Pass                                                  
                 D. Special Transportation Needs Form    
                            E. Student PO Box Information -  Go to Sec 1C-1 Misc Addresses
  F. Student Address Information - Go to Sec 1C-1 Misc 1 Addresses
  G. Using Bus Watch Software to view Video           
     

SECTION 14:    Withdrawal / Transfer

A. Elementary Transfer Report Form                    
B. Withdrawal Information                             
C. Withdrawal Checklist                               

SECTION 5:    Forms for Staff Use

D. Withdrawal / Transfer Form                                                   
A. ADDITIONAL HOURS TIME SHEETS   
      1) Classified (Secretaries, aides, Computer Services)    
      2) Custodian/Maintenance  

SECTION 15:    Treasurer's Office        

      3) Food Service   Email to Payroll should be sent to:    payroll.department@weschools.org
B. Building Use Invoice                                       A. TREASURER OFFICE MANUAL
C. Change Notification Form (Name, Address, Phone)          (Instructions for completing and processing paperwork)
D. Classified Pay Authorization at Higher Rate         1.  Treasurer's Office Manual                                  
             a) Amendment to the Treasurer's Certificate      
             b) Transfer of Funds Worksheet                      
      2.  Returning Material
E. DIRECT DEPOSIT            a) Materials Returned to Vendor Form
      1)  General Information                                             3. Petty Cash
      2)  Authorization Form - Bank                           7-11-17                         
      3)  Authorization Form - WESCU Credit Union       7-11-17                   b) Request for Reimbursement FORM                      
            c) Petty Cash Voucher FORM   
F. Employee Injury Form                                                              4. Change Fund
      5. A-D: Depositing Money and Refund Request
G. NEW Staff:             a) Cash Deposit Form                                     
     1)  W_E Acceptable Use Policy                                                                 b) Checks for Deposit Form                                
     2)  LGCA User Policy                                                             c) Credit Card Payments & Receipts   Rev'd 11-15-17
     3)  Novell/G-Mail/PowerSchool/IEPAnywhere                        d) Depositing Coin Fundraisers 
      6. Academic Student Fee Policies & Procedures   11-15-17        
                  a) Fee Template Letter  2017-2018   Rev'd 11-15-17               
H. MILEAGE/PROFESSIONAL TRAVEL REIMBURSEMENT                   b) Fee Receipt 2017-2018      Rev'd 11-15-17                    
      1)  See Section 15 - A 21       7. Student Charge Record Form Instructions
            8. Unpaid Fees & Other Money Owed to District
I. Overnight/Out of State Fieldtrip Request Form                    9. Checks Returned by the Bank
                                        10. Summer School Tuition Payments
J. Salary Reduction Request Form 403b/457                                  11. Building-Use Instructions

K.

Approved TSA Provider List                    a) Application for Public Use of School Building  6-1-17
             b) Facilities Use Fees                                              
L. STAFF EVALUATION FORMS              c) Building Use Invoice          Rev'd 6-19-17            
    1) Classified      12. Discarding Financial Records
    2) Teacher              a) Inventory Disposal Request/Record
    3) Guidance Counselor       13. Change of Address Notification (See Section 5)
M. Tax Form:  Federal Withholding W-4 (See Section 15, #14a)      14. Employee Withholding Forms                        
              a) Tax Form:  Federal Withholding W-4 
N. Tax Form:  Ohio Withholding IT4   (See Section 15, #14b)               b) Tax Form:  Ohio Withholding IT4  
     15. Payroll Time Sheets
O. TIME SHEETS               a)  Payroll Schedule -2016-2017     2017 - 2018 
    1) Certified Staff - Elementary      16. Leave Forms Instructions
    2) Certified Staff - Secondary              Links to Forms in Section 5 - Forms for Staff Use
    3) Additional Hours - Classified      17. Gifts and Donations                                      
       4) Sick Leave      18. Sending Mail to Treasurer's Office         
    5) Personal Leave                 a) Treasurer's Office Routing List  Rev'd 9-20-17             
       6) Mechanics Additional Hours Time Sheet      19. Requisition Form 
     7) SRO Time Sheet       20. Postage Stamps                                                  
                    a) Mail Request Form                                  
P. Supplemental Contract Form                   21a Mileage and Travel Oct. 2017      Rev'd10-24-17
Q. Personal Service Contract Form                             21b Travel Forms CY2016                        
R. Completion of Supplemental Agreement Form                                     
S. Trucking Order B. Treasurer's Tips                                                 
T. Tuition-Free Enrollment Form (for children of employees)              (2017-2018) C. Fiscal Procedure for Student Activities Advisors
U. Use of Public School Building   Student Activity Form              Rev'd 10-24-17    
    D. Schedule of Record Retention                                                           
    E. New Vendors
         1.  W-9 Vendor Letter                                      
         2.  W-9 Form                                                       
 
 

SECTION 6:   Student-Use Forms

   
A. Internet Use Consent Form        
B. Intra-District Transfer Application (High School)          
C. Intra-District Transfer Application (Gr K - 8)               
D. Statement of Residency (over 18)    
E. Intra-District Elem & MS - Approved                           
F. Intra-District Elem & MS - NOT Approved              
G. Intra-District Elem & MS - Approved
(Child moves during School Yr)
                                       

SECTION 16: Clinic Information and Forms        

H. Intra-District High School - Approved                     A. Policy 5411
I. Intra-District High School - NOT Approved            B. Gen. Medication Admin. Record Form (MAR)   

SECTION 7:    General Information

C. OTC (over-the-counter) Adm. Form                                    
A. Attending Home IRN Indicators (Out-Going Students) D. Asthma Medication Adm. Records (Part I & II)                        
B. Calendar - Staff Begin/EndDates        2017-2018 E. Asthma Self-Carry Inhaler Agreement Form
C. Calendar -  Monthly    2017-2018     2018-2019 F. Allergy Care Plan (Part I & II)
D. Grading Schedule 17-18    Elementary  Secondary    G. Auth. for Student Possession/Use of Autoinjector
                                  H. Diabetic Action Form                                                           
                                        I. Diabetic Individual Health Plan           
F. School Code Numbers                                          J. Epinephrine Autoinjector or Severe Allergy MAR (Part I & II)    
    K. Seizure Action Plan                                                              
  L. Medication Documentation Record (MDR)
    M. Medication Inventory Record (MIR)    
    N. Medication Incident Report
  O. Activity Restriction Form
       P. Student Injury Report
   Q.  Lice Letter (Child)       Lice Letter (Class)
SECTION 8:  Personnel                                   R. Legal Immunization Exemption Form     
A. Contracts (available on internal network only)  
     1) Buildings and Grounds 2016-2019 Contract                 
     2) Food Service 2016-2019 Contract                                
     3) W.E.C.P. 2016-2019 Contract                                
     4) W.E.T.A. 2016-2019 Contract                             
                                      
B. FMLA (Family Medical Leave Act)                                      
    1) Willoughby-Eastlake FMLA Policy    
    2) Employee Request for FMLA Leave Form  
    3) FMLA Notice of Eligibility      
    4) FMLA Leave Designation Notice      
    5) FMLA Cert. of Employee's Serious Health Condition      
    6) FMLA Cert. of Family Member's Serious Health Condition      
    7) FMLA Cert. of Exigency for Military Family Leave      
    8) FMLA Cert. for Serious Injury for Military Caregiver Leave    
   
C. Highly Qualified Teacher Toolkit (HQT)     
         HQT Core Courses - English, Lang. Arts, Reading, Science,    
         Math, Arts-Visual/Music/Dance/Drama, Foreign Lang.,    
           Government, Civics, History, Economics, Geography,
         Social Studies