Last Updated 03-24-15

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SECTION 1:    PowerSchool (PS)      PowerTeacher (PT)

SECTION 8:  Personnel                                  
A ATTENDANCE A. Contracts (available on internal network only)
1 Attendance Codes                                                                 1) Buildings and Grounds 2014-2017 Contract               12/19/14
2 Attendance Letters                                                                2) Food Service 2014-2017 Contract                             12/19/14
3 Attendance Reports                                                                3) W.E.C.P. 2014-2017 Contract                                  12/11/14
4 Attendance Report - Detailed Student                                  4) W.E.T.A. 2014-2017 Contract                                   12/11/14
5 Attendance Modifications                                                                                        
6 Attendance - Multiple codes for one day                                  B. FMLA (Family Medical Leave Act)                                  
7 Attendance - Perfect Attendance Report                                  1) Willoughby-Eastlake FMLA Policy
    2) Employee Request for FMLA Leave Form
B COURSES and GRADING     3) FMLA Notice of Eligibility
1 Add/Drop class in PowerSchool        4) FMLA Leave Designation Notice
2 BTS Section - Adding new                                                       5) FMLA Cert. of Employee's Serious Health Condition
3 Course Enrollment Dates                                                          6) FMLA Cert. of Family Member's Serious Health Condition
4 Course Catalog - How to Export to Excel                                                7) FMLA Cert. of Exigency for Military Family Leave
5 Course Request Worksheet/Instructions                               Rev'd 12/09/14     8) FMLA Cert. for Serious Injury for Military Caregiver Leave
6 Course Catalog - Activate a Course                                    C. 2013-14  HQT (Highly Qualified Teacher) Toolkit               
7 Elementary - Course Master                                                   HQT Core Courses - English, Lang. Arts, Reading, Science,
8 Elementary - Entering Student Grades                                          Math, Arts-Visual/Music/Dance/Drama, Foreign Lang.,
9 Elementary - Changing Student Grades                                       Government, Civics, History, Economics, Geography
10 Elementary Master Schedule Worksheet                             D. WETA Seniority List (Excel file)                                             
11 Enroll student in course at another school                              
12 Entering grades Using "Transfer" courses
13 FAIL a Pass/Fail course - How to Code                             
14 GPA Worksheet                                                                 
15 Secondary - Entering Grades for OOD Staff (2 methods)           
16 Secondary - Entering Final (F1) Grades (3 methods)                  

SECTION 9:   Pupil Services

                                  A. Authorization Forms:
C MISCELLANEOUS        1)  Auth. for School Psych. Services    
1 Addresses                                                                            2) Eye Exam Parent Letter                                                 
2 Building IRN Numbers                                                            3) Eye Exam Data Collection Form                                     
3 Parent Portal User Guide           4) Immuniz. Deficiency Notice-School Exclusion             
4 PowerNotes                                                           5) Request For Interpreter Form 
5 Substitute Login Instructions                                               Rev'd 11/11/14    6) To Comm. with Outside Agencies/Individuals   
6 Daily Bulletin                                                                          7) To Release Educational Records 
   8) To Rel. Health Info. from Health Care Providers              
1 PowerScheduler - Editing courses                                          B. Dept. of Jobs and Family Services                              
2 PowerScheduler - Student Requests                                          C. Dept. of Jobs and Family Services Form          
3 PowerScheduler - Students without requests                          
4 Removing Scheduling Requests                                               
5 Viewing Teacher Recommendations                                         
D. Discipline                                                  
E POWERTEACHER    1) In-School Suspension/Elementary & High Schools            
1 Accelerated Scores (Entering and Printing)                                    2) In-School Suspension/Middle Schools                               
2 Interim Comments                                   3) Notice of Intended Suspension                                         
3 Copying Assignments     4) Out-of-School Suspension/Elementary & High Schools      
4 End-of-Semester Notes    5) Out-of-School Suspension/Middle Schools                       
5 Elementary Report Cards - Grade/Comment Entry           6) Suspension and Intent to Expel/Elem & High Schools       
6 Elementary Report Cards - How to Print                           7) Suspension and Intent to Expel/Middle Schools  
7 Personal student note/add custom column              
8 Publishing assignments/grades to Portal                          
9 Running Final Grade Report   E. Home Instruction                                           
10 Teacher Recommendations                                                   1)  Home Instruction Guidelines
11 Quarter Grades Complete Process                                       2)  FORM: Parent Request for Home Instruction
12 Entering Grades from another district                                NEW 12/09/14     3)  FORM: Home Instruction Information for Parents
    4)  FORM: Release Personal Info. from Health Care Provider
F REPORTS     5)  FORM: Authorization to Communicate with Agencies
1 Class List setup and Student List Setup     6)  Letter to Physician                                                     
2 Class Rank Spreadsheet                                                       7)  FORM:  Physician's Report
3 Eligibility Report     8)  FORM:  Referral for Home Instruction                      
4 Exporting to Excel        9)  Short-Term Home Instruction Responsibilities
5 GPA Cumulative Reports                                                       10)  Long-Term Home Instruction Responsibilities
6 Lunch Counts     Lunch Status      11) FORM: Teacher's Notification of Short-Term Home Instruc.
7 Next Year Student List                                                             12) FORM: Teacher's Notification of Long-Term Home Instruc.
8 North/South in classes at W-E Career Academy                   New 9/4/14    13) FORM: Teacher's Notification of Intermittent Home Instruc.
9 OGT -  Passing Test Report                                                      14) Letter to Parent From Tutor                                           
10 Section Readiness Report                                                  15) Tutor Worksheets and Logs                                     
11 Specific Grades Report                                                              16) Attendance Memo/ Attendance Codes for Home Instruction
12 Student Alerts (Guardian, Other, Medical)                            New 8/26/14    17) Time Sheet                                                                    
13 Student Fees Owed Report                                                 
14 Students Missing Schedule  F. Home Schooling    
15 Youngest in Building (to MS Excel)       1) Definitions
     2) Procedures                                                           
     3) Intent Form                                                               
G STUDENT SPECIFIC G. Lake Academy Application                                                   
1 504 Plan Directions                                                             H. Referral Information for Families 
2 Assessments - FA TAB; Entering Test Records                    I. Reporting Suspected Child Abuse
3 Discipline Directions                                                         J. Surrogate Parent Procedures
4 Discipline Codes                                                                 Rev'd 11/19/14 K. W-E Schools Safety Screening                                                   
5 FS Tab - Admitted From/Withdrew To IRN                             Rev'd 9/19/14 L. W-E Schools Safety Contract                                                     
6 FS Tab - IRN Numbers (Public/Private/Community)               Rev'd 3/02/15 M. Work Permits
7 Graduates - How to Code                                                     Rev'd 3/02/15      1) Secretary Instructions
8 LEP Native / Home Language Codes               2) Student Instructions                                                  
9 OGT - Entering SpEd Exemptions                                    3) Full Time/Withdrawal Work Permit
10 Pre-Registration Guidelines                                             Rev'd 1/16/15      4) Work Permit - part 1
11 Race / Ethnicity Codes                                                           5) Work Permit - Phys - part 2
12 Registering a student during the school year                         Rev'd 9/17/14 N. 504 Plan                                                             
13 Summer Procedure - Transfer student between buildings         To use fill-in forms below: 1) RIGHT click on form name; 2) Click on,
14 Summer Withdrawals/No Shows before school starts              Rev'd 8/01/14 "Save Target As..." and save to your directory; 3) Open MS Word and
15 Transfer Students OOD or Intra-District                                  Rev'd 9/02/14  open the(se) form(s) that you saved. Use the tab key to move between
16 Withdrawal_Enroll Guidelines from ODE                         New   8/18/14  the fillable fields.
17  Withdrawal Codes                                                          New  10/31/14      1) Parent Rights Booklet
     2) Parent Notice Booklet

SECTION 2:    Computer Services (Inservices, Misc.)

     3) Referral Procedures                                                    
A. GroupWise        4) Referral Form                                                            
B. Groupwise SPAM Control        5) Consent to Evaluate
C. How to Contact Tech Support                                              Rev'd 8/22/14      6) Parent Meeting Notice
D. Laptop                                                                  7) Eligibility Determination Form
    a. Wireless Setup using Intel Proset Software      8) Written Notice to Parent                                            
    b. Wireless Setup using Windows Configuration

     9) Accommodation Plan Form                                   

    c. Change Proxy Settings     10) Manifestation Determination Form                                 
E. Monitor Settings                                                     11) Grievance Form
F. SIRSI Check Digit Calculator 
G. Microsoft Word 2010 - Make the Switch!                          

SECTION 10:    Records       

H. Microsoft Excel 2010 - Make the Switch!                          A. Contents of Student Permanent Record Folder 
I. Smart Slate                                                                    B. Schedule of Records Retention & Disposition   
    a. Slate Troubleshooting Flowchart                                  C. Student Records Policies - 5811/5811.1/5811.2   
      b. Connecting a Bluetooth SMART Slate                        
      c. How to start Floating Toolbar for SMART Slate              
    d. Smart Slate Basics (requires Smart Notebook software)  

SECTION 11:    Registration

J. Text Aloud Quick Reference A. Authorization to Release Information  
B. Certification of Residency  
C. Complete Registration Packet                                               Rev'd 1/17/15


D. Emergency Form                                                                 Rev'd 1/13/15
A. Fall EMIS Guidelines FY 2015                        Rev'd 10/27/14 (last page)      E. Enrollment Form
B. Spring EMIS Guidelines FY 2015                                F. Health History Form
C. OHIO District IRN Numbers     (moved to 1-G)                                  G. Immunization Report.Form 
D. Ohio Dept. of Education H. Oral Assessment 
     1) Accountability I. Physical Exam 
.      2) Alternative Pathways for Eligiblity for Diploma J. Power of Attorney
     3) C.T.A.E. K. Residency / Registration Verification   - Notary
     4) Early Childhood L. Residency Verification Form
     5) EMIS Homepage  M. Request For Additional Documentation For Regis/Residency Sample Letters 
     6) EMIS Manual                                                1) Residency Procedures
                a)  Subject Codes                                                   2) Residency Registration Letter - General 
                b)  Program Codes                                                  3) Residency Registration Letter - Questionable Residency
                c)  Special Ed      SpEd Grad Exemption             N. Homeless
     7) Gifted Students      1) Student Residency Form                                            
     8) Highly Qualified Teacher      2) Advocate for Missing Enrollment Doc.                          
     9) Special Education
   10) Local Report Card
   11) No Child Left Behind
   12) School Funding
   13) Teacher Certification/Licensure Dictionary   
   14) Testing

SECTION 12:    Special Education

             a) Testing Medical Waiver Application Form      A. BIP Form                                                   
             b) Testing Medical Waiver Instructions                 B. BIP Document                                               
C. Documentation of Interventions Form                 
D. Documentation of Interventions                         
E. Eye Exam Letter to Parents                                                     
F. FBA - Authorization Form                                                         
G. FBA Form                                                    
H. FBA Document                                             

SECTION 4:   OCTOBER Count-Week Enrollment

I. IAT Form - Elementary                                    
A. October Count Week

J. IAT Form - Secondary                                     
No more count week! K. IEP/MFE Meeting Summary Master                 
L. IEP/MFE Meeting Summary Form                   
M. Parent/Guardian Excusal Form                                               
N. PR-01 Form-Prior Written                                                     
O. PR-02 Form-Parent Invitation                                                    New 10/10/14

SECTION 5:    Forms for Staff Use

P. PR-07 IEP last page
A. ADDITIONAL HOURS TIME SHEETS Q. Student Summary of Performance
      1) Classified (Secretaries, aides, Computer Services) R. ESY - 1 Team Worksheet                                                    
      2) Custodian/Maintenance S. ESY - Guidelines                                                                
      3) Food Service T. ESY - 4 - Authorization                                                        
B. Building Use Invoice                                       U. ESY - ESY-3 Progress Report                                             
C. Change Notification Form (Name, Address, Phone)           V. Request for Initial Evaluation                                               
D. Classified Pay Authorization at Higher Rate W. Incident Report                                                              
X. R & S Procedures                                                                   
Y.  Restraint,Seclusion & Debriefing Report                                    

SECTION 13:    Transportation

      1)  General Information                                    
      2)  Authorization Form - Bank                                        A. Alternate Bus Stop Request Form                                 
      3)  Authorization Form - WESCU Credit Union                B.

All Schools Eligibility Walk      (UNDER CONSTRUCTION)                         Rev'd 4/??/15

C. Blank Bus Pass                                                                     
F. Employee Injury Form                                                      D. Special Transportation Needs Form                              
E. Student PO Box Entry Information -  Go to Sec 1 C Misc 1Addresses               
G. NEW Staff: F. Student Address Entry Information - Go to Sec 1 C Misc 1 Addresses            
     1)  W_E Acceptable Use Policy                                                     G. Using Bus Watch Software to view Video           
     2)  LGCA User Policy                                                
     3)  Novell/PowerSchool/PSFE Access Form              11-10-14    

SECTION 14:    Withdrawal / Transfer

I. LEAVE FORMS A. Elementary Transfer Report Form                    
      1) Absence Report                                       B. Withdrawal Information                             
      2) Paid Personal Leave Form C. Withdrawal Checklist                               
      3) Sick Leave Form D. Withdrawal / Transfer Form                                                    Rev'd 12/16/14
      4) Temporary Absence from Work Form           
      5) Vacation / Leave of Absence Form    
                 a. Jury Duty Instructions                      

SECTION 15:    Treasurer's Office        

  Email to Payroll should be sent to:    payroll.department@weschools.org
J. Microsoft Take-Home Rights   A. TREASURER OFFICE MANUAL
K. MILEAGE/PROFESSIONAL TRAVEL REIMBURSEMENT              (Instructions for completing and processing paperwork)
      1)  See Section 15 - A 21         1.  Treasurer's Office Manual                                   Rev'd 9-12-14
                   a) Amendment to the Treasurer's Certificate      
L. Overnight/Out of State Fieldtrip Request Form                           b) Transfer of Funds Worksheet                               NEW 1/12/15
                                         2.  Returning Material
M. Salary Reduction Request Form 403b/457                                        a) Materials Returned to Vendor Form
Approved TSA Provider List         3. Petty Cash
N. STAFF EVALUATION FORMS             a) Request for Reimbursement SAMPLE  
    1) Classified             b) Request for Reimbursement FORM                      
    2) Teacher             c) Petty Cash Voucher FORM   
        4. Change Fund
O. Tax Form:  Federal Withholding W-4 (See Section 15, #14a)       5. A-D: Depositing Money and Refund Request
            a) Cash Deposit Form                                     
P. Tax Form:  Ohio Withholding IT4   (See Section 15, #14b)             b) Checks for Deposit Form                                
            c) Credit Card Payments & Receipts 
Q. TIME SHEETS             d) Depositing Coin Fundraisers 
    1) Certified Staff - Elementary       6. Academic Student Fee Policies & Procedures            Rev'd 1/15/15
    2) Certified Staff - Secondary               a) Free & Reduced Meal Appl. w/Waiver Included  
    3) Additional Hours - Classified               b) Parent Letter Direct Certified w/Waiver                call Pam Clair
    4) Noon-Aide - Child Care               c) Parent Letter Lunch Application                          
    5) Project Help Tutor               d) Fee Letter Template 2014-2015                         Rev'd 11/12/14
    6) Substitute Custodian/Maintenance               e) Fee Receipt - 2014-2015                                   Rev'd 11/12/14
    7) Substitute Food Service                                                       
    8) Substitute Secretary/Aide       7. Student Charge Record Form Instructions
    9) Substitute Teacher                                                Rev'd 2/12/15              8. Unpaid Fees & Other Money Owed to District
      9. Checks Returned by the Bank
R. Supplemental Contract Form      10. Summer School Tuition Payments
S. Personal Service Contract Form                                       11. Building-Use Instructions
T. Completion of Supplemental Agreement Form                  Rev'd 2/12/15                      a) Application for Public Use of School Building
U. Trucking Order              b) Facilities Use Fees                                              
V. Tuition-Free Enrollment Form (for children of employees)   Rev'd 2/24/15                          c) Building Use Invoice                       
       12. Discarding Financial Records
W. Use of Public School Building              a) Inventory Disposal Request/Record
         13. Change of Address Notification (See Section 5)
         14. Employee Withholding Forms                        

SECTION 6:   Student-Use Forms

              a) Tax Form:  Federal Withholding W-4 
A. Internet Use Consent Form                   b) Tax Form:  Ohio Withholding IT4  
B. Intradistrict Transfer Application (High School)                          15. Payroll Time Sheets
C. Intradistrict Transfer Application (Gr K - 8)                                        a)  Payroll Schedule - 2014-2015                                Rev'd 2/10/15
D. Statement of Residency (over 18)        16. Leave Forms Instructions
             Links to Forms in Section 5 - Forms for Staff Use
     17. Gifts and Donations                                      

SECTION 7:    General Information

     18. Sending Mail to Treasurer's Office         
A. Attending Home IRN Indicators (Out-Going Students)                a) Treasurer's Office Routing List                        
B. Calendar2014-2015        2015-2016                                  9-9-14                b) Courier Cover Sheets: Kathy Rini, Linda Homar
C. Calendar - Staff Begin/EndDates    2014-2015   2015-2016   2-25-15                             Arlene Herbert, Sharon Readence, Donna Crooks,
D. Calendar -  Monthly 2014-15      Monthly 2015-2016             12-9-14                                 Steve Thompson, Lori Langan, Payroll Dept,  Charles Murphy
E. Grading Schedule  2014-15   Elementary  Secondary            19. Ordering Forms Instructions                                        
Grading Schedule 2015-16 (Draft) Elementary  Secondary     12-9-14                   a) District Forms Requisition                                
F. School Code Numbers                                                                20. Postage Stamps                                                   Rev'd 7-17-14
G. Student Absences and Tardies:                             a) Mail Request Form                                       Rev'd 7-17-14
     21a Travel Forms CY2014                                              
      1)  a.) Behavior Intervention Plan Parent Invite        21b Travel Forms CY2015                                            New 1-30-15 
           b.) Behavior Intervention Plan for Truancy           22. Purchase Requisition Form                           
      2) Intervention Strategies for Truancy B. Fiscal Procedure for Student Activities Advisors                  Rev'd 1-30-15
      3) Policy 5201 - Student Absences and Tardiness C. Schedule of Record Retention                                                                    
      4) Regulation R-5201   D. New Vendors
     1.  W-9 Vendor Letter                                                      Rev'd 9-12-14
     2.  W-9 Form                                                       

SECTION 16: Clinic Information and Forms        

  A. Policy 5411
  B. Gen. Medication Admin. Record Form (MAR)
  C. OTC (over-the-counter) Adm. Form                                    
  D. Asthma Medication Adm. Records (Part I & II)                         Rev'd 3-24-15
  E. Asthma Self-Carry Inhaler Agreement Form
F. Allergy Care Plan (Part I & II)
G. Auth. for Student Possession/Use of Autoinjector
H. Diabetic Action Form                                                             Rev'd 3-24-15
I. Epinephrine Autoinjector or Severe Allergy MAR (Part I & II)      Rev'd 3-24-15
J. Seizure Action Plan                                                               Rev'd 3-24-15
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
R. Immunization Deficiency Notice