Mr. Alberto M. Carvalho Superintendent of Schools Mrs. Valtena Brown Deputy Superintendent/Chief Operating Officer School Operations
Mr. Alberto M. Carvalho
Superintendent of Schools
Mrs. Valtena Brown
Deputy Superintendent/Chief Operating Officer
School Operations
Miami-Dade County Public Schools
The School Board of Miami-Dade County, FL
Ms. Perla Tabares Hantman, Chair
Dr. Lawrence S. Feldman, Vice Chair
Dr. Dorothy Bendross-Mindingall
Ms. Susie V. Castillo
Ms. Lubby Navarro
Dr. Wilbert "Tee" Holloway
Dr. Martin Karp
Dr. Marta Pérez
Ms. Raquel A. Regalado
Mr. Alberto M. Carvalho
Superintendent of Schools
Mrs. Valtena Brown
Deputy Superintendent/Chief Operating Officer
School Operations
2014-2015 End of Year Closing Procedures
The following list specifies end of year closing procedures and/or reports required by respective departments and provides a timeline to manage timely
submission of aforementioned documents or actions. To facilitate for a smooth closing of schools, each procedure has been listed in chronological
order by due date, by department. Additional information concerning requirements should be obtained directly from each respective department. An
appendix has been provided at the end of the document specific to published graduation titles, graduation dates and ending dates for specific job
categories.
1
EOY Closing Procedure/Description Department Contact Information Due Date
April
2015-2016 Parent Contracts and Parent Handbooks submitted via Charter Tools.
Charter School Support Pamela Sanders-White Principal 305-995-4227 [email protected]
4/30/2015
A copy of the 2015-2016 Certificates of Eligibility for children selected in the VPK Lottery is submitted for the 2014 – 2015 school year.
Office of Early Childhood Programs Dr. Marisel Elias-Miranda Administrative Director 305-995-7689 [email protected]
4/30/2015
Educational Excellence School Advisory Councils (EESAC) Waiver Form – School Site Complete and Upload Waiver Form to OSI at osi.dadeschools.net.
Academics & Transformation - Office of School Improvement
Iliana Ramos-Sibila District Supervisor 305-995-1520 [email protected]
4/30/2015
If your location has a Workers’ Compensation (W.E.R.C) program employee, they are eligible to work throughout the intersession and summer session.
Identify those employees for whom you have available work and notify the Office Risk and Benefits Management, Workers’ Compensation section
Any 10 month W.E.R.C program participants not identified to work by 4/30/2014 will not appear on your payroll roster and will not be eligible to be paid.
Office of Risk and Benefits Management
Jorge L. Davila Assistant Risk & Benefits Officer 305-995-7152 [email protected]
4/30/2015
To avoid the summer rush, school Principals must notify parents of immunization requirements for school year 2015-2016.
Office of Exceptional Student Education and Student Support
Wilma Steiner Director 305-995-1238 [email protected]
4/30/2015
May
Assessments Declarations Form submitted via Charter Tools. Charter School Support Pamela Sanders-White Principal 305-995-4227 [email protected]
5/1/2015
2014-2015 End of Year Closing Procedures
2
EOY Closing Procedure/Description Department Contact Information Due Date
Referral of Students for Initial Evaluations for Special Education (SPED)
Office of Exceptional Student Education &Student Support
Ava Goldman Administrative Director 305-995-2037 [email protected]
5/1/2015
School Support Team (SST) meeting information and referrals for initial M- Team evaluations of students must be forwarded to the Regional Center/Program.
Office of Exceptional Student Education & Student Support
Ava Goldman Administrative Director 305-995-2037 [email protected]
5/1/2015
Last date for schools to submit referrals for student evaluations. Office of Exceptional Student Education & Student Support
Ava Goldman Administrative Director 305-995-2037 [email protected]
5/1/2015
Last date for schools to submit referrals for social histories, adaptive behavioral assessments and SST SSW Student Screenings.
Office of Exceptional Student Education
& Student Support
Ava Goldman Administrative Director 305-995-2037 [email protected]
5/1/2015
Senior High School Gender Equity Report Due. Division of Athletics, Activities, and Accreditation
Cheryl A. Golden Instructional Supervisor 305-995-1250 [email protected]
5/1/2015
Middle School Gender Equity Report Due. Division of Athletics, Activities, and Accreditation
Ira Fluitt Curriculum Support Specialist 305-995-2365 [email protected]
5/1/2015
Notification in writing to CSS intention to open for 2015-2016 school year and to commence contract negotiations.
Charter School Support Dahlia Gonzalez Instructional Supervisor 305-995-1901 [email protected]
5/1/2015
2014-2015 Principal Operated Fee-based After School Program Sites and Fee-based Middle School Enrichment After School program sites that have been approved to operate a Fee-based Summer Camp program should begin marketing your Summer Camp, registering students, and collecting fees.
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
5/4/2015
Summer Camp applicants – please begin registration and the collection of fees for interested summer camp students and verify that all staff members needed to implement the camp will be available to work.
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
5/4/2015
2014-2015 End of Year Closing Procedures
3
EOY Closing Procedure/Description Department Contact Information Due Date
School’s implementing a Summer Reading List and Independent Reading Activities
Department of Language Arts/Reading and Department of Library Media Services
Vanessa De La Pena Executive Director, Elementary 305-995-3122 [email protected] Karen Spigler Executive Director, Secondary 305-995-3122 [email protected] Dwight Bailey Instructional Supervisor 305-995-2233 [email protected]
5/4/2015
Principal Operated Summer Camp sites that will be utilizing summer food service through the Office of Food and Nutrition should contact Ms. Olga Botero, Executive Director at 786-275-0445
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
5/4/2015
Weekly Briefing #17305 includes information regarding required actions for all schools implementing a summer reading plan:
Select books that are readily available and reasonable in cost, so as not to create a financial burden to students and their families;
Publish reading lists no later than one month prior to the end of the school year;
Assign a realistic number of books that can be read during the summer recess (consider the length of the books and the time it would take to read them);
Consider the length of the assignment and the amount of time that will be required to complete it when assigning summer reading activities;
Create a plan with strategies for ensuring that all
students have access to required books for summer
reading;
Establish a uniform grading policy if summer reading assignments are required;
Inform parents of required reading assignments and grading policy before the end of the school year; and
Present students who enroll during the summer months with the required summer reading assignment.
Department of Language Arts/Reading and Department of Library Media Services
Vanessa De La Pena Executive Director, Elementary 305-995-3122 [email protected] Karen Spigler Executive Director, Secondary 305-995-3122 [email protected] Dwight Bailey Instructional Supervisor 305-995-2233 [email protected]
5/4/2015
2014-2015 End of Year Closing Procedures
4
EOY Closing Procedure/Description Department Contact Information Due Date
Attendance log submitted via Charter Tools (Charter Virtual Schools Only).
Charter School Support Pamela Sanders-White Principal 305-995-4227 [email protected]
5/4/2015
Program staff of sites that have indicated an interest in operating a Summer Camp should let their administration know as soon as possible if they will be available for summer programming. Summer Camp sites that will be utilizing summer food service through the Office of Food and Nutrition should contact Olga Botero, Executive Director at 786-275-0445.
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
5/4/2015
Certified Public Accountant (CPA) Letter submitted via Charter Tools.
Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
5/5/2015
New Charter School Applicants Informational Meeting in the SBAB Auditorium.
Charter School Support Ms. Dahlia Gonzalez Instructional Supervisor 305-995-1901 [email protected]
5/7/2015
Educational Excellence School Advisory Councils (EESAC) District Committee Meeting.
Academics & Transformation - Office of School Improvement
Iliana Ramos-Sibila District Supervisor 305-995-1520 [email protected]
5/7/2015
Diploma Designations:
Standard high school diploma shall include, as applicable, the Scholar and/or Merit designation for graduating seniors who meet the criteria set forth in 1003.4285, F.S.
Designations will be noted in the form of a seal. There may be no more than three (3) state designations, and District- determined seals must be placed below designations.
Schools should contact Herff Jones at 305-418-8547 no later than due date to arrange for the purchase of the seals needed for the diplomas as per Weekly Briefing #17336
Division of Student Services Martha Z. Harris Administrative Director 305-995-7324 [email protected]
5/8/2015
Complete the entry of future homeroom sections in ISIS – Elementary Schools.
Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
5/11/2015
2014-2015 End of Year Closing Procedures
5
EOY Closing Procedure/Description Department Contact Information Due Date
Attendance log submitted via Charter Tools (Charter Virtual Schools Only).
Charter School Support Pamela Sanders-White Principal 305-995-4227 [email protected]
5/11/2015
Fire Inspection Reports submitted via Charter Tools. Charter School Support Dr. Dwight A. Bernard District Director 305-995-1807 [email protected]
5/14/2015
Schools send in their Final Roster and Waiting List for the 2015-2016 Voluntary Prekindergarten Program.
Office of Early Childhood Programs Dr. Marisel Elias-Miranda Administrative Director 305-995-7689 [email protected]
5/14/2015
Last day to enter shopping carts for outside vendors into SAP.
Procurement Management Services Melody Thelwell Chief Procurement Officer 305-995-1434 [email protected]
5/15/2015
Last day to enter funds reservation for General Authorization requests into SAP.
Procurement Management Services Melody Thelwell Chief Procurement Officer 305-995-1434 [email protected]
5/15/2015
Begin assigning Student’s Academic Programs – Elementary Schools (Begin earlier if the Course Record (PF9) screen has been completed).
Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
5/15/2015
S&MD shopping carts should reflect “For Summer School” in the vendor text field of the shopping cart in order to identify and expedite processing for delivery by June 10, 2015.
All orders must be fully approved and processed by due date.
Stores and Mail Distribution Ray Delgado District Director 786-275-0602 [email protected]
5/15/2015
All In-County and Out-of-County Travel requests (commitment item, 533000/533100) must be submitted and approved by the Principal by due date.
Title I Administration Edgardo L. Reyes Executive Director 305-995-7681 [email protected]
5/15/2015
All Shopping Carts and Funds Reservations and Special Field Trips (commitment item 533200/539000) must be submitted and approved by the Principal by due date.
Title I Administration Edgardo L. Reyes Executive Director 305-995-7681 [email protected]
5/15/2015
All Printing and Duplicating JV’s (commitment item 539900) must be uploaded in SAP by due date.
Title I Administration Edgardo L. Reyes Executive Director 305-995-7681 [email protected]
5/15/2015
2014-2015 End of Year Closing Procedures
6
EOY Closing Procedure/Description Department Contact Information Due Date
Secondary Schools: To prepare the necessary files for
processing Student Schedules, Student Data Cards, and Gradebook Attendance, schools must complete the Fall File Preparation Survey for the 2014-2015 school year. Briefing #15484 – ITS – Fall File Preparation Survey 2014-2015.
Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
5/15/2015
Attendance log submitted via Charter Tools (Charter Virtual Schools Only).
Charter School Support Pamela Sanders-White Principal 305-995-4227 [email protected]
5/18//2015
2015 Educational Summer Services: Summer Services Implementation Documents due.
Summer Services Bernadette Montgomery District Director 305-995-2950 [email protected]
5/18/2015
Educational Excellence School Advisory Councils (EESAC) – School Sites
A. Briefing #17335 1. Schedule a faculty meeting to conduct the 2014-2015 SIP
End of Year Review (EOY) utilizing the EOY Planning Document, Mid-Year Reflection (as applicable) and available data.
2. Schedule EESAC meeting to review the 2014-2015 SIP and EOY review and planning document.
3. Verify all pending minutes and Principal update on-line (except for the last meeting of the year).
4. Verify and complete SIP and EOY Processes (2014-2015 EOY Assurance).
Academics & Transformation - Office of School Improvement
Iliana Ramos-Sibila District Supervisor 305-995-1520 [email protected]
5/20/2015
Weekly Briefing #1 7 3 2 5 includes Technical Assistance Paper (TAP) for secondary reading class placement.
Department of Language Arts/Reading Karen Spigler Executive Director 305-995-3122 [email protected]
5/20/2015
Last day to request new bus assignments for students, and to request changes to existing bus assignments for the 2014-2015 school year.
Transportation Orlando Alonso Administrative Director 305-234-0849 [email protected]
5/22/2015
Due date for Full Day SPED Classroom VPK Role Models. Office of Exceptional Student Education and Student Support/ Prekindergarten Program for Children with Disabilities
Alexandre Lopes Instructional Supervisor 305-271-5701 [email protected]
5/22/2015
2014-2015 End of Year Closing Procedures
7
EOY Closing Procedure/Description Department Contact Information Due Date
Roster of VPK Role Models and copies of the Certificates of Eligibility for 2 0 1 5 - 2 0 1 6 School Year.
Office of Exceptional Student Education and Student Support/ Prekindergarten Program for Children with Disabilities
Alexandre Lopes Instructional Supervisor 305-271-5701 [email protected]
5/22/2015
Re-evaluation Team (RT) review meeting information and referrals for formal reevaluations of students with disabilities that are beyond the three- year time limit must be forwarded to the Regional Center.
Office of Exceptional Student Education and Student Support
Ava Goldman Administrative Director 305 995-2037 [email protected]
5/22/2015
In-County Travel requests must be submitted to the Payroll Department- Travel Desk (Mail Code – 9321, Room 614). If travel forms must be approved by the Region Center/District office, they should be submitted to that office early enough to be forwarded to Payroll by the due date above.
YOU MUST USE VALID SAP ACCOUNT STRUCTURES. LEGACY STRUCTURES WILL NOT BE ACCEPTED AND THE DOCUMENTS WILL BE RETURNED.
Please be advised that mileage for travel to retirement celebrations is considered personal, and is therefore not reimbursable under School Board Policy.
Office of the Controller-Payroll Department
Odalis J. Garces District Director 305-995-1675 [email protected]
5/22/2015
Last day for final approval of shopping carts for outside vendors. Procurement Management Services Melody Thelwell Chief Procurement Officer 305-995-1434 [email protected]
5/22/2015
Attendance log submitted via Charter Tools (Charter Virtual Schools Only).
Charter School Support Pamela Sanders-White Principal 305-995-4227 [email protected]
5/25/2015
The last day to approve 2014-2015 S&MD shopping carts is May 26, 2015. All shopping carts fully approved on May 26, 2015 will be completed and posted in the 2014 – 2015 budget year.
Stores and Mail Distribution Ray Delgado District Director 786-275-0602 [email protected]
5/26/2015
Providing a Safe Learning Environment for Early Dismissal and Graduations.
M-DCPS Police Department Deputy Chief Gerald Kitchell W: 305-757-7708 C: 305-218-4341 [email protected]
5/26/2015– 6/5/2015
2014-2015 End of Year Closing Procedures
8
EOY Closing Procedure/Description Department Contact Information Due Date
Senior High School Graduations. (see Appendix A & B)
Division of Athletics, Activities, and Accreditation
Dung T. Nguyen Instructional Support Specialist 305-995-7576 [email protected]
5/27/2015-6/4/2015
Charter Schools Principal Liaison Committee Meeting. Charter School Support Dr. Pamela Sanders-White Principal 305-995-4227 [email protected]
5/29/2015
Pre-K Teachers complete the End-of- the Year Program Evaluation on-line.
Office of Exceptional Student Education and Student Support/ Prekindergarten Program for Children with Disabilities
Alexandre Lopes Instructional Supervisor 305-271-5701 [email protected]
5/29/2015
All students participating in the Women of Tomorrow and Take Stock in Children mentoring programs must be flagged in ISIS as “At-Risk Program” participants.
To access these At-Risk Program Participation codes in ISIS, press PA2 then press PF21 and enter. “M” is the valid code for Women of Tomorrow and “T” is the valid code for Take Stock in Children.
Office of Intergovernmental Affairs, Grants Administration, and Community Engagement
Lisa Thurber District Director 305-995-1265 [email protected]
5/29/2015
School locations with negative balance(s) in the structures for textbooks (552000), hourly (515000), overtime (513100), substitute (514900) and stipends (513600) under Program 38450000 must take appropriate actions(s) as indicated in page 44 of the 2014-2015 Title I Handbook, in order to avoid a possible audit finding.
Title I Administration Edgardo L. Reyes Executive Director 305-995-7681 [email protected]
5/29/2015
Summative Performance Evaluation (SPE) Meetings (Weekly Briefing #17303).
Human Capital Management/Office of Professional Development & Evaluation
Tricia Fernandez Administrative Director 305-995-7616 [email protected] Dr. Donna Riley Director 305-995-7456 [email protected] Thomas Fisher Executive Director 305-995-2566 [email protected]
5/29/2015
2014-2015 End of Year Closing Procedures
9
EOY Closing Procedure/Description Department Contact Information Due Date
Sites with students whose fee payments are in arrears should identify all discrepancies and document all attempts to collect these fees as soon as possible.
Sites with Early Learning Coalition (ELC) subsidized fees still in arrears should identify all discrepancies and document all attempts to collect these fees.
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
5/29/2015
Inventory of all athletic tickets must be completed. Division of Athletics, Activities, and Accreditation
Cheryl A. Golden Instructional Supervisor 305-995-1250 [email protected]
5/29/2015
All receipts of goods for items purchased with Carl D. Perkins funding MUST be received on-line by the due date at the school and confirmation of receipt of items should be forwarded to the appropriate Department of Career & Technical Education (CTE) - instructional supervisor/educational specialists (i.e. Agriscience Education, Business Technology, Industrial Education, Diversified Education, Health Science Education, Technology Education, Family & Consumer Sciences, Public Service Education, and Marketing Education).
Please fax/scan a copy of the packing slip or invoice with the stamp.
Career & Technical Education Lupe Diaz Executive Director 305-693-3030 [email protected]
5/29/2015
Family and Consumer Science teachers in collaboration with their respective Principals should submit purchase orders and arrange for pest control services for the month of June 2015.
Career & Technical Education Lupe Diaz Executive Director 305-693-3030 [email protected]
5/29/2015
Industry Certifications:
Schools must ensure that all CTE Instructors complete grade book entry results for students who took industry certification exams.
Additionally teachers should submit documentation supporting industry certification results to school administration.
School administration will then email the completed Excel file to the respective CTE Instructional Supervisor.
For exams administered after the closing of the gradebook, please submit the Intent to Pursue Spreadsheet with results via e-mail to Dr. Lupe Diaz.
Career & Technical Education Lupe Diaz Executive Director 305-693-3030 [email protected]
5/29/2015
2014-2015 End of Year Closing Procedures
10
EOY Closing Procedure/Description Department Contact Information Due Date
The Post Test Assessment Summary Charts for All Pre-K SPED students: Battelle Developmental Inventory-2 (BDI-2); Devereux Early Childhood Assessment (DECA); Phonological and Early Literacy Inventory (PELI) must be e-mailed to: [email protected]
Office of Exceptional Student Education and Student Support/ Prekindergarten Program for Children with Disabilities
Alexandre Lopes Instructional Supervisor 305-271-5701 [email protected]
5/29/2015
Teachers collect and return to District Office the End-of-the-Year Parent Evaluations.
Office of Exceptional Student Education and Student Support
Ava Goldman Administrative Director 305-995-2037 [email protected]
5/29/2015
All vision and hearing screening referrals must be completed in the employee portal/Aspen program.
Office of Exceptional Student Education & Student Support
Wilma Steiner Director 305-995-1238 [email protected]
5/29/2015
All health screenings, conducted at the school site, outcome and follow- up must be properly documented in students’ cumulative record specifically in form DH-3041. Health screenings include vision, hearing, Body Mass Index, scoliosis, and dental screenings.
Office of Exceptional Student Education and Student Support
Wilma Steiner Director 305-995-1238 [email protected]
5/29/2015
Prepare and Submit the Fire Alarm and Emergency Lighting Systems Test Log annual report (FM-0390).
Division of Safety and Emergency Management
Ignacio Palacio District Director 305-995-4090 [email protected]
5/29/2015
Update and verify information in the Fire Alarm Safety Inquiry (FASI) application.
Each school should have eleven (11) emergency drills and two (2) Lockdown drills entered into the system.
Information regarding the drill requirements can be found in the District Emergency Operations Plan.
Division of Safety and Emergency Management
Ignacio Palacio District Director 305-995-4090 [email protected]
5/29/2015
Dade Partner Liaisons should update their Dade Partner database. As per Weekly Briefing #16770, the database is accessed by the Dade Partner Liaison in the Employee Portal under Apps/Services/Sites.
Click on DADE PARTNERS, and add new Dade Partners,
review all existing partners, and update any partnership information (i.e. partner contact information, e-mail, in-kind or monetary contributions, volunteer hours, etc.) that has changed by VIEWing the partner’s form and EDITing
the information.
Click OK to save at the bottom of the form.
Office of Intergovernmental Affairs, Grants Administration, and Community Engagement
Lisa Thurber District Director 305-995-1265 [email protected]
5/29/2015
2014-2015 End of Year Closing Procedures
11
EOY Closing Procedure/Description Department Contact Information Due Date
Monthly Financial Report submitted via Charter Tools. Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
5/31/2015
June
Emergency Evacuations submitted via Charter Tools. Charter School Support Susan Cooper Office Clerk 305-995-1843 [email protected]
6/1/2015
Payroll Rosters for April and May submitted via Charter Tools. Charter School Support
Nicki Brisson Executive Director 305-995-1530 [email protected]
6/1/2015
Student Projections for 2015-2016 school year submitted via Charter Tools.
Charter School Support Dahlia Gonzalez Instructional Supervisor 305-995-1901 [email protected]
6/1/2015
All textbook shopping carts for the start of the 2015-2016 fall school year must be fully approved and processed.
Stores and Mail Distribution Ray Delgado District Director 786-275-0602 [email protected]
6/1/2015
Sick Leave Cash-In and 401(k) Sick Leave Rollover Enrollment/Cancellation.
Office of the Controller-Payroll Department
Odalis Garces District Director 305-995-1642 [email protected]
6/3/2015
Aces Survey 5 submitted via Charter Tools. Charter School Support Mr. Christopher DeOgburn Executive Director (305) 995-7043 [email protected]
6/4/2015
Attendance Log (Charter Virtual Schools Only) submitted via Charter Tools.
Charter School Support Dr. Pamela Sanders-White Principal 305-995-4227 [email protected]
6/4/2015
Virtual School Grades submitted via Charter Tools.
Charter School support Dr. Pamela Sanders-White Principal 305-995-4227 [email protected]
6/4/2015
All schools will serve breakfast and lunch thru the last day of school for students.
Food and Nutrition Wanda Pedraza Staff Development Director 786-275-0454 [email protected]
6/4/2015
2014-2015 End of Year Closing Procedures
12
EOY Closing Procedure/Description Department Contact Information Due Date
Ending date for all Food Service Assistants to the Manager. Food and Nutrition Wanda Pedraza Staff Development Director 786-275-0454 [email protected]
6/4/2015
Ending date for all Food Service Workers (part time). Food and Nutrition Wanda Pedraza Staff Development Director 786-275-0454 [email protected]
6/4/2015
Ending date for all Food Service Satellite Assistants. Food and Nutrition Wanda Pedraza Staff Development Director 786-275-0454 [email protected]
6/4/2015
Ending date for all Motorized Vehicle Drivers. Food and Nutrition Wanda Pedraza Staff Development Director 786-275-0454 [email protected]
6/4/2015
All IEPs or EPs which become due in June, July, August and/or early September 2015, must be completed by due date.
Office of Exceptional Student Education and Student Support/ Department of Advanced Academic Programs
Ava Goldman Administrative Director 305-995-2037 [email protected] Lisette T. Rodriguez Executive Director 305-995-1934 [email protected]
6/4/2015
School social work program staff assigned to WL: 9624 must submit electronic copies of all completed student social histories, SST screenings, and behavioral assessments to store in SSWP District server file. Files are not to be left on portable drives or laptops.
Office of Exceptional Student Education and Student Support
Ava Goldman Administrative Director 305-995-2037 [email protected]
6/4/2015
All school social work staff is required to complete the inputting or recording of all service data into SPED/EMS and SCM.
Office of Exceptional Student Education Ava Goldman Administrative Director 305-995-2037 [email protected]
6/4/2015
The last day of school is June 4, 2015, and the Principals Report on Attendance must be signed by the Principal and maintained at the school. Principals will use the on-line Principal’s Certification of Attendance to certify the fourth reporting period and the 2014-2015 school year. The on-line certification must be completed by due date.
Federal & State Compliance Office Charlene Burks Administrative Director 305-883-5323 [email protected]
6/4/2014 6/11/2014
2014-2015 End of Year Closing Procedures
13
EOY Closing Procedure/Description Department Contact Information Due Date
All new and existing students must have a Future school designation in ISIS.
Federal & State Compliance Office Charlene Burks Administrative Director 305-883-5323 [email protected]
6/4/2014
Attendance corrections must be completed by due date. Any corrections to attendance data after June 4, 2015, must be submitted and entered into ISIS by Federal and State Compliance Office Personnel.
Federal & State Compliance Office Charlene Burks Administrative Director 305-883-5323 [email protected]
6/4/2015
All Open PO’s with Title I funding are to be closed by completing the online receipt of the goods or services, and invoices bearing “Receipt of Goods” stamp sent to the Accounts Payable Department by due date.
If the online receipt of the goods is not concluded by the aforementioned date, contact M-DCPS Procurement Management Services to close/cancel the open PO’s, and inform the vendor(s) about the cancellation(s) of said PO’s to avoid goods being shipped and/or services provided, after PO’s have been cancelled and funding is no longer available.
Schools receiving goods online after June 30, 2015 will be responsible for payment of any outstanding balances from their next fiscal year general funds school budget.
Title I Administration Edgardo L. Reyes Executive Director 305-995-7681 [email protected]
6/4/2015
District to submit completed SIP/SAC Assurances to OAT for final signature.
Academics & Transformation - Office of School Improvement
Iliana Ramos-Sibila District Supervisor 305-995-1520 [email protected]
6/4/2015
Program supplies and equipment should be inventoried and secured by due date.
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
6/4/2015
Annual Community Education Courses, Before and After School Care programs, and Fee-Based Middle School Enrichment programs should continue through June 4, 2015 unless a change to the schedule has been authorized by the Principal or the program has already been slated to end prior to this date.
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
6/4/2015
Program personnel are slated to continue to work until the end-of-day June 4, 2015 unless a change in the schedule has been authorized by the Principal.
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
6/4/2015
Last day of work for program 6500 or 6502 personnel (unless the end date has been revised by the Principal).
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
6/4/2015
2014-2015 End of Year Closing Procedures
14
EOY Closing Procedure/Description Department Contact Information Due Date
Summer Camp dates and hours of operation (Tentative dates June 8, 2015 to August 21, 2015 from 7:00 am to 6:00 pm).
Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
6/4/2015
Post the minutes of the last EESAC meeting, which will remain as pending until approved at the first meeting of 2015-2016.
Academics & Transformation - Office of School Improvement
Iliana Ramos-Sibila District Supervisor 305-995-1520 [email protected]
6/4/2015
Hold Educational Excellence School Advisory Councils (EESAC) elections per by-laws. (School Site)
Academics & Transformation - Office of School Improvement
Iliana Ramos-Sibila District Supervisor 305-995-1520 [email protected]
6/4/2015
Annual review conference for IEP’s, which expire prior to the September 30, 2015, must be completed by due date.
Office of Exceptional Student Education & Student Support
Ava Goldman Administrative Director 305-995-2037 [email protected]
6/4/2015
ELL Committee must be convened to review and make appropriate instructional recommendations for student three years or more, prior to the opening of the 2015-2016 school year. Since the FSA data will likely not be available until after the end of the school year, the ELL Committees will need to convene during the summer months. Please refer to Weekly Briefing #17263.
Department of Bilingual Education and World Languages
Beatriz Zarraluqui District Director 305-995-7191 [email protected]
6/4/2015
Senior Exit Survey: All 12th grade students must complete this
survey via Survey Gold before graduating. Information from this survey is used to generate the Post-Secondary Education Plan reports for the District. (Weekly Briefing #17035 This information is electronically submitted to the State and appears on the school profiles printed by the FLDOE).
Division of Student Services Martha Z. Harris Administrative Director 305-995-7324 [email protected]
6/5/2015
Deadline to FUTURE all students in ISIS who will be returning for the 2015-2016 school year. (Students who are not futured by this date may not have bus assignments when the new school year starts in August, 2015.)
Transportation Orlando Alonso Administrative Director (305) 234-0849 [email protected]
6/5/2014
Notification to the Department of Bilingual Education and World Languages office of addition/deletion of sections of the Extended Foreign Language (EFL) program.
Department of Bilingual Education and World Languages
Beatriz Zarraluqui District Director 305-995-7191 [email protected]
6/5/2015
The Florida VPK Assessment AP 3 results are submitted online into the Bright Beginnings website.
Office of Early Childhood Programs Dr. Marisel Elias-Miranda Administrative Director 305-995-7689 [email protected]
6/5/2015
2014-2015 End of Year Closing Procedures
15
EOY Closing Procedure/Description Department Contact Information Due Date
Attendance corrections must be completed. Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
6/5/2015
Governing Board Minutes for April and May submitted via Charter Tools.
Charter School Support Ms. Nicki Brisson Executive Director 305-995-1530 [email protected]
6/5/2015
Electronic Gradebook uploads due to ITS. Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
6/5/2015
Update Student Grade Promotion status. Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
6/5/2015
Ending date for all Food Service Managers. Food and Nutrition Wanda Pedraza, Staff Development Director 786-275-0454 [email protected]
6/5/2015
All Senior High Schools must submit End of Year reports for diploma expenditures to Athletics/Activities.
Division of Athletics, Activities, and Accreditation
Dung T. Nguyen Instructional Support Specialist 305-995-7576 [email protected]
6/5/2015
End of year reports for athletics must be submitted to GMAC/Athletics/Activities.
Division of Athletics, Activities, and Accreditation
Cheryl A. Golden Instructional Supervisor 305-995-1250 [email protected]
6/5/2015
Ending Date for Instructional Staff, Paraprofessionals and Security.
Division of Athletics, Activities, and Accreditation
Dung T. Nguyen Instructional Support Specialist 305-995-7576 [email protected]
6/5/2015
2014-2015 End of Year Closing Procedures
16
EOY Closing Procedure/Description Department Contact Information Due Date
The End of Year Sanitation/Facilities Checklist must be completed and signed by the Food Service Manager and the Principal before year-end closing.
The Food Service Manager must e-mail or fax the completed form to the attention of the Food Service Coordinator by the due date, no later than 10:00 a.m.
The fax numbers are 786-275-0841 or 786-275-0837.
Food and Nutrition Wanda Pedraza, Staff Development Director 786-275-0454 [email protected]
6/5/2015
Submit teacher logs for the 2014 - 2015 school year for services provided in the Home language program Assistance (HLAP) program.
Department of Bilingual Education and World Languages
Beatriz Zarraluqui District Director 305-995-7191 [email protected]
6/5/2015
A Media Center Statistical Report is due to the Library Media Services Department by due date. Library Media Specialists will be directed to submit statistical data on-line via the Library Media Services website at: http://library.dadeschools.net/support-inventory.htm
Library Media Services Dwight Bailey Instructional Supervisor 305-995-2295 [email protected]
6/5/2015
Completion of Student Records: Prior to the departure of
teachers, each Principal will ensure that all student records have been completed according to Principal’s published guidelines. Specific information regarding the maintenance of records in the Cumulative Record Folder was provided in Weekly Briefing #17337 from the Division of Student Services.
Division of Student Services Martha Z. Harris Administrative Director 305-995-7324 [email protected]
6/5/2015
Scholarship End-of-the-Year Report: The District office
requires that CAP Advisors submit an End-of-the-Year Report (Form #6093) revised 3/2014.
Division of Student Services Martha Z. Harris Administrative Director 305-995-7324 [email protected]
6/5/2015
The ending date for full-time teachers and paraprofessionals (10-month) paid under all Title I Programs is June 5, 2015.
The last payroll pay period is June 5, 2015 – June 18, 2015.
Title I Administration Edgardo L. Reyes Executive Director 305-995-7681 [email protected]
6/5/2015
It is recommended that all school volunteer liaisons log into the employee portal, access the volunteer liaison screen, and download the school’s volunteer data.
This data should be saved electronically (MS Excel) by the administration, volunteer liaison and to the schools dedicated network drive.
The download should be named, (school name) Volunteer 2014-15 EOY Download.
Office of Intergovernmental Affairs, Grants Administration, and Community Engagement
Lisa Thurber District Director 305-995-1265 [email protected]
6/5/2015
Prepare and input any remaining outstanding student injury reports in ASPEN.
Division of Safety and Emergency Management
Ignacio Palacio District Director 305-995-4090 [email protected]
6/5/2015
2014-2015 End of Year Closing Procedures
17
EOY Closing Procedure/Description Department Contact Information Due Date
Last day for Instructional Staff, Paraprofessionals and Security. Human Capital Management Dennis Carmona Executive Director 305-995-7258 [email protected]
6/5/2015
Perfect Attendance Letters available for schools to pick up at ITS.
Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
6/10/2015
All elementary students scheduled into an Academic Program (schedule).
Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
6/12/2015
Truancy referral packages are due to the Federal and State Compliance Office on due date.
Federal and State Compliance Office Charlene Burks Administrative Director 305-883-5323 [email protected]
6/12/2015
Extended Foreign Language (EFL) lottery conducted at schools that have a greater number of applicants than available sections per grade level.
Department of Bilingual Education and World Languages
Beatriz Zarraluqui District Director 305-995-7191 [email protected]
6/12/2015
Last day for Assistant Principals and 10-month Clerical staff. Human Capital Management Dennis Carmona Executive Director 305-995-7258 [email protected]
6/12/2015
Accounts Payable – Fund 9 Replenishment Request. Office of the Controller Accounts Payable
Eric Ojeda Executive Director 305-995-1619 [email protected]
6/12/2015
2014-2015 End of Year Closing Procedures
18
EOY Closing Procedure/Description Department Contact Information Due Date
The Year-End School Textbook Inventory Report (Product # M64YR110) will be mailed to schools in May. This report will assist schools as they try to locate and count their instructional materials. In order for the textbook inventory to be finalized, it must be approved in STAIRS by the school Principal by the due date of June 12, 2015. Adjustments to Textbook Inventories (STAIRS) Obsolete Materials In the fall, schools received new instructional materials for the following grades and subject areas:
M/J Mathematics o Course 1 Regular and Advanced o Course 2 Regular and Advanced o Course 3 Pre-Algebra
Intensive Reading, Grades 6-12
Intensive Reading Plus, Grades 6-12 Therefore, the old materials used in these grades/subject areas are out of adoption and have become obsolete. These materials must be removed from schools’ textbook inventories and discarded as per the procedures provided in Weekly Briefing #17119 Consumables The following subject areas receive materials that are replaced every year for the life of the adoption. These materials must be marked as “consumable issue” in STAIRS.
K-5 Mathematics, “Go Math” series (student edition & practice book)
K-2 Core Reading, “Reading Wonders” series (Your Turn Practice Book)
4-5 Social Studies, “Florida Social Studies” series (Florida Student Worktext)
6-8 Science, “Florida Comprehensive Science” series, (Student Edition Worktext)
Instructions for updating and finalizing the textbook inventory can be found in sections 3 and 4 of the online version of the STAIRS handbook located at http://ehandbooks.dadeschools.net/policies/14.pdf
Instructional Materials
Valentina Pasaron Supervisor 305-995-1291 [email protected]
6/12/2015
2014-2015 End of Year Closing Procedures
19
EOY Closing Procedure/Description Department Contact Information Due Date
Principals and work site administrators will ensure that the original copy of the end-of-year evaluation forms with Provisional Recommendation for Continued Employment for Probationary, Annual, Professional Services Contract, and Continuing Contact Teachers, media specialists, counselors, psychologists, school social workers, speech/language pathologists, and UTD clerical staff, etc., who are assigned to school sites, have been filed in Personnel Records. A copy of the IPEGS Summative Performance Evaluation form indicating a Provisional Recommendation for Continued Employment must be submitted. For school site employees, submit no later than June 12, 2015 and for non-school site employees, no later than June 26, 2015 to Mr. Dennis Carmona, Executive Director, and Personnel Records. The following completed forms should be maintained in the school site/work location Personnel file of all Instructional personnel:
• Individual Professional Development Plan (IPDP)
• Formative Performance Evaluation- Probationary Only (if applicable)
• Observation of Standards Form
• IPEGS Documentation Cover Sheet
• Original of the Summative Performance Evaluation with Provisional Recommendation for Continued Employment
• Original of the Final Summative Performance
• Evaluation with Unified Summative Rating (USR) and Performance Level
After the data are populated for IPEGS Performance Standard 1: Learner Progress (scheduled to take place by the end of Fall/Winter of 2015), the following completed form should be included in the school site/work location Personnel File of all instructional personnel: Hard copy of the Final Summative Performance Evaluation with
Unified Summative Rating (USR) and Performance Level must be sent to Mr. Dennis Carmona, Executive Director, and Personnel Records. (Please refer to Weekly Briefing #17344).
Human Capital Management/Office of Professional Development & Evaluation
Tricia Fernandez Administrative Director 305-995-7616 [email protected] Dr. Donna Riley Director 305-995-7456 [email protected]
6/12/2015 6/26/2015
2014-2015 End of Year Closing Procedures
20
EOY Closing Procedure/Description Department Contact Information Due Date
Ending Date for Assistant Principals. Division of Athletics, Activities, and Accreditation
Dung T. Nguyen Instructional Support Specialist 305-995-7576 [email protected]
6/12/2015
Ending Date for 10month clerical. Division of Athletics, Activities, and Accreditation
Dung T. Nguyen Instructional Support Specialist 305-995-7576 [email protected]
6/12/2015
Professional Development In-service Payment requests, must be submitted to the Payroll Department (Mail Code -9321, Room 614), by due date. Documents must be approved by the Region Center/District Office, they should be submitted to that office early enough to be forwarded to Payroll by the due date.
Office of the Controller-Payroll Department
Odalis Garces District Director 305-995-2301 [email protected]
6/15/2015
Report Cards available for schools to pick up. Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
6/16/2015
ITS will update the Twelfth Grade Student File with Final GPA and credit update Briefing #173331. .
Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
6/17/2015
All hourly personnel paid with Title I funds will be able to work and submit final payroll on Thursday, June 4, 2015. All pending payroll corrections for the June 4, 2015 pay period must be entered by due date. Please note: The final payroll period for Fiscal Year 2014-2015 is May 22, 2015 through June 4, 2015.
Title I Administration Edgardo L. Reyes Executive Director 305-995-7681 [email protected]
6/18/2015
On June 18, 2015, ITS will update the twelfth grade student file with the withdrawal code information. The Graduation Type Code used to determine the correct Withdrawal Code must be entered prior to 5:00 p.m. Briefing #15486 - ITS – ISIS Graduation Type Code Update will be published by the due date.
Information Technology Services Annette Adams Supervisor [email protected] or Submit a Self Service request at: http://selfservice.dadeschools.net
6/18/2015
Extended Foreign Language (EFL) Acceptance or Denial letters sent to parents from schools that conducted EFL Lottery.
Department of Bilingual Education and World Languages
Beatriz Zarraluqui District Director 305-995-7191 [email protected]
6/19/2015
2014-2015 End of Year Closing Procedures
21
EOY Closing Procedure/Description Department Contact Information Due Date
Athletic Ticket Order for 2014-2015 must be submitted to selected ticket vendor.
Division of Athletic, Activities, and Accreditation
Dung T. Nguyen Instructional Support Specialist 305-995-7576 [email protected]
6/19/2015
All Budget Transfers requests must be submitted to the Financial Business Operations Region Director for approval by the due date.
Title I Administration Edgardo L. Reyes 305-995-7681 [email protected]
6/19/2015
S&MD will conduct its annual inventory June 19, 2015 through June 30, 2015. Delivery of approved and processed shopping carts will stop on June 19, 2015.
No new shopping carts will be processed until July 1, 2015.
Stores and Mail Distribution Ray Delgado District Director 786-275-0602 [email protected]
6/19/2015
Cumulative Record Folders:
Cumulative Record Folders for groups of students promoted or transferred are to be sent in bulk with a transmittal list to the receiving school as soon as possible, but no later than ten (10) school days after the close of the grading period, with the exception of students transferring to new schools opening in the fall.
Prior to the transfer of cumulative records, Principals and/or assistant P rincipals are to ensure that all LEP/SPED documents are properly completed to include signatures and dates.
Division of Student Services Martha Z. Harris Administrative Director 305-995-7324 [email protected]
6/19/2015
May Monthly Financial Statement submitted via Charter Tools. Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
6/26/2014
Annual Evaluations for Instructional and Non-Instructional employees (non-school-site).
Human Capital Management/Office of Professional Development & Evaluation
Tricia Fernandez Administrative Director 305-995-7616 [email protected] Dr. Donna Riley Director 305-995-7456 [email protected]
6/26/2015
2014-2015 End of Year Closing Procedures
22
EOY Closing Procedure/Description Department Contact Information Due Date
For grant funded programs ending June 30, 2015, in order to provide Accounts Payable with sufficient time to fully liquidate purchase orders and pay vendor invoices prior to the end of the fiscal year, all goods received and services performed satisfactorily for M-DCPS must be received by June 12, 2015.
Goods and services received between June 15 and June 30 must be received online by due date.
Goods and Services received after June 30, 2015, will be considered 2015-2016 fiscal year business and thus received and paid after July 1, 2015.
Office of the Controller Accounts Payable
Eric Ojeda Executive Director 305-995-1619 [email protected]
6/30/2015
School-Site administrators will submit the Florida Leadership Principal Assessment (first 50%) original hard copy of the end-of-year evaluation forms for MEP administrators to Dr. Ana M. Rasco, Assistant Superintendent, Office of Human Capital Management by the due date.
The final copy completed with a combination of Florida Leadership Principal Assessment and VAM data must be submitted to Ms. Enid Weisman, Chief Human Capital Officer, Office of Human Capital Management.
Human Capital Management Dennis Carmona Executive Director 305-995-7258 [email protected]
6/30/2015
Non-school site administrators will submit completed evaluations (original) to Dr. Ana M. Rasco, Assistant Superintendent Capital Officer, Office of Human Capital Management.
Human Capital Management Dennis Carmona Executive Director 305-995-7258 [email protected]
6/30/2015
Reviewers will submit, the Dade County Schools Administrators’ Association (DCSAA) employees evaluation completed, original, annual checklist to Dr. Ana M. Rasco, Assistant Superintendent, Office of Human Capital Management.
Human Capital Management Dennis Carmona Executive Director 305-995-7258 [email protected]
6/30/2015
Non-school site administrators will submit the original completed Annual Evaluations for Confidential Exempt Personnel (CEP), by due date, to Mr. Dennis Carmona, Executive Director, Personnel Operations and Records.
Human Capital Management Dennis Carmona Executive Director 305-995-7258 [email protected]
6/30/2015
Outstanding charges for H o s p i t a l i t y S ervices rendered by C.O.D. must be paid by due date to the Office of Hospitality S e r v i c e s .
Payments by check must be dated no later than the due date, and mailed or delivered to the Office of Hospitality Services.
Division of General Accounting Internal Fund
Maritza Carr Business Manager 305-995-2282 [email protected] Nikita Bailey Business Manager 305-995-2290 [email protected]
6/30/2015
2014-2015 End of Year Closing Procedures
23
EOY Closing Procedure/Description Department Contact Information Due Date
Internal Fund Closing for Adult, Skill, and Technical Centers. Division of General Accounting Internal Fund
Maritza Carr Business Manager 305-995-2282 [email protected] Nikita Bailey Business Manager 305-995-2290 [email protected]
6/30/2015
June fee collection checks required to be dated and posted. Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
6/30/2015
Approval deadline for instructional materials requisitions for school year 2015-2016.
Instructional Materials Valentina Pasaron Supervisor 305-995-1291 [email protected]
6/30/2015
Invoices received at the schools for services rendered that do not require On-Line receiving should be reviewed and manually approved by the Principals on the date the invoice was received and forwarded to Accounts Payable immediately. Invoices for services rendered sent directly to Accounts Payable will be sent to the P rincipal via workflow and must be approved by due date.
Office of the Controller Accounts Payable
Eric Ojeda District Director 305-995-1619 [email protected]
6/30/2015
Records Destruction - An inventory of the site records should be completed by the end of each fiscal year. Material that has met their retention period should be prepared for destruction.
A Records Disposition Request Form (FM 5592) must be submitted when a work location has determined that a series of records at their location is eligible for destruction by having verified the retention period in the M-DCPS Retention Guide.
Under no circumstances should a site utilize Records Management storage boxes for disposition.
Records and Forms Management
Charlene Burks Administrative Director 305-883-5323 [email protected]
6/30/2015
2014-2015 End of Year Closing Procedures
24
EOY Closing Procedure/Description Department Contact Information Due Date
Transferring Records for Storage:
When a location is storing records in the warehouse, they must fill out the Records Transfer Request Form (FM-1223) and submit to the Record Center Annex.
Records must be packed in standard size Record Center boxes, which are available from our department.
Locations may order storage boxes by filling out a Storage Box Order Form (FM 1695).
The Department of Records & Forms Management will store only inactive files.
Records and Forms Management Charlene Burks Administrative Director 305-883-5323 [email protected]
6/30/2015
Internal Fund closing for Community School and P rincipal-Operated Before/After-School Programs is due.
Checks for June fee collections must be dated no later than June 30, 2015, and delivered to the Office of Treasury
Management by due date.
Division of General Accounting Internal Fund
Maritza Carr Business Manager 305-995-2282 [email protected] Nikita Bailey Business Manager 305-995-2290 [email protected]
6/30/2015
July
2015 Summer employment schedule includes two full days of professional development for teachers at E lementary schools and two half days for teachers at middle schools.
Summer Services Bernadette Montgomery District Director 305-995-2950 [email protected]
7/1/2015 – 7/2/2015
Internal Funds ( MSAF) Opens for New Fiscal Year Transactions. Division of General Accounting Internal Fund
Maritza Carr Business Manager 305-995-2282 [email protected] Nikita Bailey Business Manager 305-995-2290 [email protected]
7/2/2015
2015 Educational Summer Services recess day for staff and students.
Summer Services Bernadette Montgomery District Director 305-995-2950 [email protected]
7/3/2015 – 7/4/2015
2014-2015 End of Year Closing Procedures
25
EOY Closing Procedure/Description Department Contact Information Due Date
Middle School Enrichment Program Checks-must be dated by June 30, 2015 and delivered to the Office of Treasury Management by due date.
Division of General Accounting Internal Fund
Maritza Carr Business Manager 305-995-2282 [email protected] Nikita Bailey Business Manager 305-995-2290 [email protected]
7/6/2015
Office of Adult/Vocational Checks – must be dated by J u n e 3 0 , 2 0 1 5 and delivered to the Office of Treasury Management by due date.
Division of General Accounting Internal Fund
Maritza Carr Business Manager 305-995-2282 [email protected] Nikita Bailey Business Manager 305-995-2290 [email protected]
7/6/2015
Internal Fund closing for adult, skill, and technical centers is due June 30, 2015. Checks for June fee collections must be dated no later than June 30, 2015 and delivered to Treasury Management by due date.
Division of General Accounting Internal Fund
Maritza Carr Business Manager 305-995-2282 [email protected] Nikita Bailey Business Manager 305-995-2290 [email protected]
7/6/2015
End of year checks forwarded to Treasury Management. Community Education, Before and After School Care, and Middle School Enrichment
Victor Ferrante Director 305-817-0014 [email protected]
7/6/2015
All locations are required to ensure there is adequate staff on hand to reconcile and create a Journal Voucher for the P-Card statement dated June 30, 2015 and to ensure the Journal Voucher is fully approved by due date.
The attachments to the Journal Voucher are to be done in PDF format.
Office of the Controller
Accounts Payable
Eric Ojeda District Director 305-995-1619 [email protected]
7/8/2015
2014-2015 End of Year Closing Procedures
26
EOY Closing Procedure/Description Department Contact Information Due Date
Monthly Financial Report, Bank Reconciliation Due Division of General Accounting Internal Fund
Maritza Carr Business Manager 305-995-2282 [email protected] Nikita Bailey Business Manager 305-995-2290 [email protected]
78/2015
In order to comply with the contractual agreement from South Florida Workforce Investment Board (SFWIB), invoices for all outstanding voucher students enrolled for the 2014-2015 school term, must be forwarded directly to:
Ms. Carlena Mitchell 750 N.W. 20th Street, A-120 Miami, Florida 33127 Mail Code: 8005
Division of Adult and Workforce Education
Carlena Mitchell Staffing Specialist 305-548-4044 [email protected]
7/7/2015
2015 Educational Summer Services registration activities due. Summer Services Bernadette Montgomery District Director 305-995-2950 [email protected]
7/7/2015
Corrective Action Plans submitted via Charter Tools by due date. Charter School Support Dr. Pamela Sanders-White Principal 305-995-4227 [email protected]
7/17/2015
Letter of Approval from Public Works Department after submittal for site plans/traffic impact study submitted via Charter Tools by due date.
Charter School Support Dr. Dwight A. Bernard District Director 305-995-1807 [email protected]
7/25/2014
All Licenses, Permits, Use Approval, Facility Certification for New Charter Contracts submitted via Charter Tools.
Charter School Support Dr. Dwight A. Bernard District Director 305-995-1807 [email protected]
7/25/2015
Fire Safety Permits submitted via Charter Tools by due date. Charter School Support Dr. Dwight A. Bernard District Director 305-995-1807 [email protected]
7/25/2015
Property Lease or Deed or Space Usage Agreement submitted via Charter Tools by due date.
Charter School Support Dr. Dwight A. Bernard District Director 305-995-1807 [email protected]
7/31/2015
2014-2015 End of Year Closing Procedures
27
EOY Closing Procedure/Description Department Contact Information Due Date
Certificate of Insurance submitted via Charter Tools by due date. Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
7/31/2015
Certificate of Occupancy, Certificate of Use, and Occupational License submitted via Charter Tools by due date.
Charter School Support Dr. Dwight A. Bernard District Director 305-995-1807 [email protected]
7/31/2015
Health Permits submitted via Charter Tools by due date. Charter School Support Dr. Dwight A. Bernard District Director 305-995-1807 [email protected]
7/31/2015
Asbestos Hazard Emergency Response Act, Existing Schools must submit to Charter School Support submitted via Charter Tools by due date.
Charter School Support Dr. Dwight A. Bernard District Director 305-995-1807 [email protected]
7/31/2015
August
Annual Unaudited Financial Statements and Annual Cost Reports submitted via Charter Tools by due date.
Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
8/3/2015
Bank Transfer Information Letter submitted via Charter Tools.by due date
Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
8/3/2015
First Quarterly Principals’ Meeting for the 2015-2016 School Year. Location TBA
Charter School Support Pamela Sanders-White Principal 305-995-4227 [email protected]
8/4/2015 8/5/2015
Annual Budget submitted via Charter Tools by due date. Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
8/17/2015
Audited Financial Statements submitted via Charter Tools by due date.
Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
8/31/2015
2014-2015 End of Year Closing Procedures
28
EOY Closing Procedure/Description Department Contact Information Due Date
Capital Outlay Plan submitted via Charter Tools by due date. Charter School Support Christopher Morgan Director 305-995-2809 [email protected]
8/31/2015
*Please register for Principal Summer Institute (See Appendix D for Schedule).
29
PUBLISHED TITLES FOR GRADUATION PROGRAMS
The School Board of Miami-Dade County, Florida
Ms. Perla Tabares Hantman, Chair Dr. Lawrence S. Feldman, Vice Chair
Dr. Dorothy Bendross-Mindingall Ms. Susie V. Castillo Ms. Lubby Navarro
Dr. Wilbert “Tee” Holloway Dr. Martin Karp Dr. Marta Pérez
Ms. Raquel A. Regalado
Mr. Alberto M. Carvalho, Superintendent of Schools
Mrs. Valtena G. Brown Deputy Superintendent/ School Operations Chief Operating Officer Mr. Jose L. Dotres Chief of Staff Office of the Superintendent Ms. Daisy Gonzalez-Diego Chief Communications Officer Office of Public Relations
Ms. Maria L. Izquierdo Chief Academic Officer Office of Academics and Transformation
Mrs. Judith M. Marte Chief Financial Officer Financial Operations
Ms. Lisa M. Martinez Chief Strategy Officer Office of the Superintendent
Ms. Iraida R. Mendez-Cartaya Associate Superintendent Intergovernmental Affairs, Grants Administration and Community Engagement Mr. Ian A. Moffett Chief of Police and District Security
Mr. Carl Nicoleau Assistant Superintendent Maintenance Operations
Dr. Pablo G. Ortiz Associate Superintendent Education Transformation Office
Mr. Jaime G. Torrens Chief Facilities Officer Office of School Facilities
Ms. Enid Weisman Chief Human Capital Officer Office of Human Capital Management
Dr. Magaly C. Abrahante Assistant Superintendent Title I Administration, Early Childhood Programs, Summer Services
Mr. Victor Alonso Administrative Director Design and Sustainability
Mr. Scott B. Clark Risk and Benefits Officer Office of Risk and Benefits Management
Mr. Steffond L. Cone Assistant Superintendent School Operations
APPENDIX A
30
Dr. Maria de Armas Assistant Superintendent Curriculum and Instruction, K-12 Core
Dr. Sylvia J. Diaz Assistant Superintendent Innovation and School Choice, Office of Academics and Transformation
Mr. Leo Fernandez Treasurer Office of Treasury Management
Ms. Tabitha G. Fazzino Administrative Director Business Services, Accountability & Performance, Office of the Superintendent Mr. Jorge L. Garcia Assistant Superintendent Office of Labor Relations, Office of Human Capital Management Mr. Luis M. Garcia Chief of Regulatory Compliance and Governance
Mr. Robert G. Gornto Assistant Superintendent School Operations
Ms. Deborah Karcher Chief Information Officer Information Technology Services
Mr. Gerald D. Kitchell Deputy Chief Miami-Dade Schools Police Dept.
Ms. Barbara Mendizabal Region Superintendent South Region Office
Dr. David K. Moore Assistant Superintendent Academic Support, Office of Academics and Transformation Ms. Tiffanie A. Pauline Assistant Superintendent Charter School Support, School Operations
Dr. Albert Payne, Jr. Region Superintendent Central Region Office
Mr. Raul Perez Administrative Director Construction Management
Ms. Connie Pou Controller Office of the Controller
Dr. Ana Rasco Assistant Superintendent Office of Human Capital Management
Ms. Ana Rijo-Conde Deputy Chief Facilities and Planning, Design & Sustainability Eco-Sustainability Officer
Ms. Vivian Santiestebanpardo Region Superintendent North Region Office
Mr. John Schuster Administrative Director Office of Public Relations
Mr. Ron Y. Steiger Chief Budget Officer Office of Budget Management
APPENDIX A
31
Ms. Melody Thelwell Chief Procurement Officer Office of Procurement Management Services
Mr. John Whitehead, III Assistant Superintendent Facilities Operations
Mr. Brian Williams Economic Development Officer Office of Economic Development
APPENDIX A
32
MIAMI-DADE COUNTY PUBLIC SCHOOLS 2015 GRADUATION SCHEDULE
WEDNESDAY, MAY 27, 2015
TIME SCHOOL LOCATION REGION DISTRICT
9:00 a.m. Coral Gables Senior High
BankUnited Center at UM C 6
10:00 a.m. Barbara Goleman Senior High
U.S. Century Bank Arena at FIU N 4
10:00 a.m. Booker T. Washington Senior High
Knight Concert Hall, Adrienne Arsht Center ETO 2
3:00 p.m. Miami Springs Senior High
U.S. Century Bank Arena at FIU C 5
3:00 p.m. Miami Edison Senior High
Knight Concert Hall, Adrienne Arsht Center ETO 2
3:30 p.m. Miami MacArthur South
Robert Morgan Senior High School Auditorium S 9
7:00 p.m. Miami Palmetto Senior High
BankUnited Center at UM S 9
7:30 p.m. International Studies Preparatory Academy
Knight Concert Hall, Adrienne Arsht Center C 6
THURSDAY, MAY 28, 2015
9:00 a.m. Miami Coral Park Senior High
BankUnited Center at UM C 8
10:00 a.m. Miami Norland Senior High
U.S. Century Bank Arena at FIU ETO 1
10:00 a.m. TERRA Environmental Research Institute
Ziff Opera House, Adrienne Arsht Center S 7
2:00 p.m. Miami Senior High
BankUnited Center at UM C 6
3:00 p.m. Hialeah-Miami Lakes Senior High
U.S. Century Bank Arena at FIU N 4
3:00 p.m. Miami Central Senior High
Ziff Opera House, Adrienne Arsht Center ETO 2
7:00 p.m. Hialeah Gardens Senior High
BankUnited Center at UM N 4
7:30 p.m. New World School of the Arts
Olympia Theater at Gusman Center C 3
8:00 p.m. Miami Sunset Senior High
U.S. Century Bank Arena at FIU S 8
FRIDAY, MAY 29, 2015
9:00 a.m. Coral Reef Senior High
BankUnited Center at UM S 9
10:00 a.m. Westland Hialeah Senior High
U.S. Century Bank Arena at FIU N 4
10:00 a.m. Alternative Outreach Program
School Board Administration Auditorium AC 2
2:00 p.m. Hialeah Senior High
BankUnited Center at UM N 4
3:00 p.m. Miami Southridge Senior High
U.S. Century Bank Arena at FIU ETO 7
3:30 p.m. William H. Turner Technical Arts Ziff Opera House, Adrienne Arsht Center C 2
APPENDIX B
33
MONDAY, JUNE 1, 2015
TIME SCHOOL LOCATION REGION DISTRICT
9:00 a.m. John A. Ferguson Senior High
BankUnited Center at UM S 8
10:00 a.m. Miami Lakes Educational Center
U.S. Century Bank Arena at FIU N 4
10:00 a.m. Law Enforcement Officers Memorial
Knight Concert Hall, Adrienne Arsht Center C 2
10:00 a.m. Miami-Dade Online Academy
School Board Administration Auditorium AC n/a
2:00 p.m. Miami Killian Senior High
BankUnited Center at UM S 7
3:00 p.m. American Senior High
U.S. Century Bank Arena at FIU N 4
3:00 p.m. Miami Carol City Senior High
Ziff Opera House, Adrienne Arsht Center ETO 1
4:00 p.m. Academy for Community Education (ACE)
William H. Turner Technical Arts Senior High School
C 2
7:00 p.m. Southwest Senior High
BankUnited Center at UM S 6
7:30 p.m. Jose Marti MAST 6-12 Academy
Knight Concert Hall, Adrienne Arsht Center N 4
7:30 p.m. Young Men’s Preparatory Academy
Young Men’s Preparatory Academy C 2
8:00 p.m. Homestead Senior High
U.S. Century Bank Arena at FIU ETO 9
TUESDAY, JUNE 2, 2015
9:00 a.m. Felix Varela Senior High
BankUnited Center at UM S 7
10:00 a.m. North Miami Beach Senior High
U.S. Century Bank Arena at FIU ETO 3
10:00 a.m. iPreparatory Academy
Knight Concert Hall, Adrienne Arsht Center C 2
2:00 p.m. South Dade Senior High
BankUnited Center at UM S 9
3:00 p.m. South Miami Senior High
U.S. Century Bank Arena at FIU C 6
3:00 p.m. Miami Jackson Senior High
Knight Concert Hall, Adrienne Arsht Center ETO 2
7:00 p.m. Dr. Michael M. Krop Senior High
BankUnited Center at UM N 3
8:00 p.m. Ronald W. Reagan Senior High
U.S. Century Bank Arena at FIU C 5
WEDNESDAY, JUNE 3, 2015
9:00 a.m. North Miami Senior High
BankUnited Center at UM ETO 1
10:00 a.m. Young Women’s Preparatory Academy
Knight Concert Hall, Adrienne Arsht Center C 6
10:00 a.m. Neva King Cooper Educational Central
Neva King Cooper Educational Center S 9
2:00 p.m. Robert Morgan Senior High
BankUnited Center at UM S 7
APPENDIX B
34
TIME SCHOOL LOCATION REGION DISTRICT
WEDNESDAY, JUNE 3, 2015
(Continued)
3:00 p.m. Design and Architecture Senior High (DASH)
Knight Concert Hall, Adrienne Arsht Center C 2
3:00 p.m. Alonzo & Tracy Mourning Senior High
The Filmore Miami Beach N 3
7:00 p.m. G. Holmes Braddock Senior High
BankUnited Center at UM S 8
7:30 p.m. Maritime and Science Technology Academy (MAST)
Knight Concert Hall, Adrienne Arsht Center C 6
THURSDAY, JUNE 4, 2015
10:00 a.m. School for Advanced Studies
Ziff Opera House, Adrienne Arsht Center S 2,3,7,9
10:00 a.m. Jan Mann Opportunity
William H. Turner Technical Arts Senior High School
N 1
3:00 p.m. Miami Beach Senior High
The Filmore Miami Beach N 3
3:00 p.m. Miami Northwestern Senior High
Ziff Opera House, Adrienne Arsht Center ETO 2
3:00 p.m. Medical Academy for Science and Technology (MAST) @ Homestead
South Miami-Dade Cultural Arts Center S 9
7:30 p.m. Arthur and Polly Mays Conservatory of the Arts
South Miami-Dade Cultural Arts Center S 9
GRADUATION LOCATION AND VENUES
BankUnited Center at UM
University of Miami 1245 Dauer Drive Coral Gables, Florida 33146
U.S. Century Bank Arena at FIU
Florida International University 1180 SW 113 Avenue Miami, Florida 33199
School Board Administration Building – Auditorium
1450 NE 2nd Avenue Miami, Florida 33132
Olympia Theater at Gusman Center
174 East Flagler Street Miami, Florida 33131
The Filmore Miami Beach
1700 Washington Avenue Miami Beach, Florida 33139
Young Men’s Preparatory Academy- Auditorium
3001 NW 2 Avenue Miami, Florida 33127
Ziff Opera House, Adrienne Arsht Center for the Performing Arts
1300 Biscayne Boulevard Miami, Florida 33132
Knight Concert Hall, Adrienne Arsht Center for the Performing Arts
1300 Biscayne Boulevard Miami, Florida 33132
Robert Morgan Senior High School – Auditorium
18180 SW 122 Avenue Miami, Florida 33177
Neva King Cooper Educational Center
151 NW 5 Street Homestead, Florida 33030
South Miami-Dade Cultural Arts Center
10950 SW 211 Street Cutler Bay, Florida 33189
William H. Turner Technical Arts Senior High School – Auditorium
10151 NW 19 Avenue Miami, Florida 33147
APPENDIX B
35
Job Category Beginning Date Ending Date
Teachers new to the system August 13, 2015 June 10, 2016
Assistant Principals and 10-month clerical
August 13, 2015 June 17, 2016
Cafeteria Managers August 17, 2015 June 10, 2016
Satellite Assistants August 19, 2015 June 9, 2016
All Instructional Staff, Paraprofessionals & Security
August 20, 2015 June 10, 2016
Assistant to Cafeteria Manager/MAT Specialists
August 21, 2015 June 9, 2016
Cafeteria Workers (part-time) August 24, 2015 June 9, 2016
APPENDIX C
36
Briefing ID #: 17342
ALL K-12 PRINCIPALS: 2015 Mandatory Principal Summer Institute Schedule Category:
Audience:
All Principals/APs
Due Date: n/a
Meeting Date: n/a
To provide Principals with pertinent information regarding the 2015 Mandatory Principal Summer Institute.
As you prepare to plan summer activities, please be mindful of the mandatory professional development schedule and requirements set forth below.
All Principals are expected to attend 8 days of Professional Development.
PD Options are as follows: o Option 1 - July 6 - July 10, 2015/July 13 - July 15, 2015 o Option 2 - July 6 - July 10, 2015/July 20 - July 22, 2015 o Option 3 - July 13 - July 17, 2015/July 6 - July 8, 2015 o Option 4 - July 13 - July 17, 2015/July 20 - July 22, 2015 o Option 5 - July 20 - July 24, 2015/July 6 - July 8, 2015 o Option 6 - July 20 - July 24, 2015/July 13 - July 15, 2015
Additionally, a mandatory half-day ESOL Compliance session for Principals, only: o Monday, June 8, 2015
Selected Principals will be required to attend additional PD tailored to a program or system (Dates will vary), such as:
o eSAS - New Internal Accounting System for K-12 o FIU PD o Principal Induction o iLEAD Mentoring o DA Academy o Title I School wide Program Guidelines and Procedures
All Principals will participate in a Master Schedule Review. These reviews will take place during the 2 PD days allotted to School Operations.
A detailed Weekly Briefings will follow with links to register for the Summer PD's outlined above.
Contact: Cynthia Gracia, Administrative Director ( 305-995-1891 )
Department: School Operations
APPENDIX D