FOR the RECORD

October 2016 News and Updates

Professional Learning for Secretaries and Administrative Assistants

Mark your calendar to attend professional learning options on Monday October 17 from 8-3:30 at Glendale High School. You asked for additional support and we are proving you choices. You will have a variety of topics from Excel training, Canvas-how tos, safety and security, how to deal with difficult people, Google Drive Support, and a new training for Site Volunteer Coordinators, many of whom are secretaries.


As you can see from the table below, some of the choices are closed. Follow this link to schedule for the sessions you would like to attend. The numbers on the chart by the class title indicates the number of people enrolled. Classes marked CLOSED in red, will not be available.


Come early for a light breakfast and conversation. Park in the North Parking Lot and enter in the center doorway which is handicap accessible and there is an elevator to the third floor classrooms from this entrance. See you soon.

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BIG NEWS! Cumulative and Student Health Records

Do you have students who formerly attended a SPS school who have returned for enrollment at your building? If your answer is "yes"... read on for a new process which will make re-enrolling the student and getting cumulative and health records easier than ever!


The Health Services Department and the Records Office collaborated in a united project to scan and keep health records electronically for those students that have left the district. So when or if these students return to one of our district building the secretary can follow this new process,


The Records Office Staff will send electronic student cumulative files back to the requesting school electronically, and will upload the student's health file into the eSchool paperclip into the folder called Health Records (School Nurses Only). Nurses will not need to print health files. These health files are secure and confidential electronically in the paperclip folder.


We even have a process to make this step very easy for school secretaries to notify the Records Office about students who are re-enrolling back into Springfield School District.


See the article below for next steps and a simple to follow flow chart.

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New Process for Obtaining and Using Student Cumulative & Health Files for Returning Students

Requesting records for a student who has returned to a SPS District School has never been easier. Click the link below to view the flow chart. Please print this for future reference.


Link for Flow Chart



The flow chart will have key information for acquiring "returning student records." It is suggested that you print the flow chart for future reference. This information will also be housed electronically in the Records Office documents in Canvas>In-depth Study> Records Office> Records Office documents.


The school secretary will print hard copies of the student cumulative record and place it in a student cumulative file. These file folders can be ordered from GSC # 61031. The cost for this plain folders is approximately $.25 instead of over a dollar for the pre-printed cumulative files used in the past. It is a good idea to use the 2"x4" labels to put student information on the folder. The template for this can be found at this link

Link for template for Cumulative folder


Labels for the cumulative folder can be ordered from GSC # 41205. Simply use the template and run copies of the labels. Stick one label on the student cumulative file and put hard copies in the file.


Important: Please do not use regular file folders for student cumulative files. The sides are not closed and allows documents to slip out and get lost or open to public viewing which will violate Federal privacy laws regarding confidentiality.

BITS, BYTES, and NIBBLES

Exciting news from the SIS Team about a new electronic folder called "Loaned School Equipment" housed in the eSchool paperclip from the student's summary page. This folder allows a site to view equipment loaned to a student, such as music equipment, stands, sheet music, instruments, etc. so that when the student leaves the SPS District, a school secretary or counseling secretary can encourage the return of the equipment. Vicki Williams, in the Learning Support Department inputs information about music rentals and loans in this folder. Thank you in advance for checking this new folder.


Your assistance in reminding families of these things is greatly appreciated.

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Updates for SPS Volunteer Program

If you are a Site Volunteer Coordinator (SVC) and can make it to the October 17 Secretary Training, there will be a session that will assist you with the volunteer process and a new method to recognize those volunteers who go above and beyond helpful in their service to your building. The session will be at Glendale High School, 10:00 a.m. to 10:45 a.m. and will be repeated in the afternoon from 1:00 p.m. -1:45 p.m. the same day. If you cannot make it, contact Ann White (523-0230 or awhite@spsmail.org) and she will provide you with the information from the session.
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McKinney-Vento and Homelessness

Identification of students and families experiencing homelessness is important for several reasons. Most importantly, to remove barriers to education for these youth. Should you ever have a question about whether a student should be classified as homeless/eligible for McKinney-Vento services, please call or email Lynn Schirk, Homeless Liaison for Springfield Public Schools.

Who is considered homeless? Under the McKinney-Vento Act, the term “homeless children and youths” means individuals who lack a fixed, regular, and adequate nighttime residence and includes children and youths:

· who are sharing the housing of others due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; are living in emergency or transitional shelters; or are abandoned in hospitals;

· who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings;

· who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and

· who are migratory children who live in one of the above circumstances.

What protections does the McKinney-Vento Act require for homeless children and youths?

· homeless students who move have the right to remain in their schools of origin (i.e., the school the student attended when permanently housed or in which the student was last enrolled, which includes preschools) if that is in the student’s best interest;

· if it is in the student’s best interest to change schools, homeless students must be immediately enrolled in a new school, even if they do not have the records normally required for enrollment;

· transportation must be provided to or from a student’s school of origin, at the request of a parent, guardian, or, in the case of an unaccompanied youth, the local liaison;

· homeless students must have access to all programs and services for which they are eligible, including special education services, preschool, school nutrition programs, language assistance for English learners, career and technical education, gifted and talented programs, magnet schools, charter schools, summer learning, online learning, and before- and after-school care;

· unaccompanied youths must be accorded specific protections, including immediate enrollment in school without proof of guardianship; and

· parents, guardians, and unaccompanied youths have the right to dispute an eligibility, school selection, or enrollment decision.

* A fact sheet for school staff, teachers, and principals <https://www2.ed.gov/policy/elsec/leg/essa/160315ehcyfactsheet072716.pdf>, on the impacts of homelessness, key rights of homeless students under the McKinney-Vento Act, and tips for how school staff can support the homeless students and families they may serve. USDE, July 27, 2016.