Weekly Memo
WM 12, October 30 - November 3, 2017-18
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The sunshine last week made a lot of good things even better; canoeing on the wetlands, field trips, literacy celebrations, popsicle parties. Best of luck with conference preparation. Remember, this Monday’s faculty meeting is set aside for conference preparation. David will be away during Conference Days at a Design Thinking conference with Peter Kraft, but of course, only a phone call or text away.
LS Faculty Norms
- Do what is best for the students
- Assume we are all doing our best at the moment and our intentions are positive
- Be present, participate, contribute, include many voices
- Create a safe space that encourages sharing different opinions, ideas, perspectives
- Seek understanding, be curious about what others think
- Express gratitude, joy and encouragement
- Communicate with compassion, clarity and effectiveness
- Demonstrate respect
We continue our new Weekly Memo format with repeat items in blue and new items in black.
COMMUNITY
Students Updates
A reminder that the SST site holds lots of valuable information which is helpful as we learn student’s history and as a way of communicating student action plans as we move forward. The SST site is linked and if you need login help, please contact Ari.
If you have class, or a duty with one of the students below, please review their SST notes.
- Hadley Bingham
- Jonah Braun
LS Students with MS/US siblings pick up NEW information
The LS Library is the new gathering location for students with MS/US siblings after school, starting Monday, 10/30. See David's email to parents for more details. If you have LS Students with MS/US Siblings in your class, disseminate this information to them:
- Students check in with Lyn
- Students bring their own books to read
- Books in the Library may not be checked out while students are waiting for their siblings’ dismissal
Spooktacular is No More
Due to a lack of parent volunteer availability, the grand event that was Spooktacular, is no more. Going forward the LS community event will be Fall Festival. Questions? See David.
Open House, Wednesday, November 8,
- All expected to attend
- Let David know if you have a conflict
- Sarah Ross-Bailly will be sending out details
Chapel Survey
Please take a moment or two, at your convenience, to provide a few responses to some open questions about Lower School Chapel.
LS Library Assistant Finalists
We are checking references.
Clara Baker email access
Clara Baker, long term substitute teacher for Amy, does have OES email access during her time teaching here, bakerc@oes.edu.
Popsicle Party DONE
Thank Francis Phillips when you see her. What a great day Friday was for popsicle.
Grandparents Day, Tuesday, November 21
- 8:00 - 8:30 - breakfast in gym
- 8:30 - 9:30 - LS Classroom Visits
- 9:30 - Grandparents Choice
- Recess, snack and then over to Gym
- State of Lower School in LS Library
- Specialist visit
- 10:10 - 10:50 - Concert in Gym
Remember that all classes are asked to be in their classroom from 8:30 - 9:30 so grandparents can find their grandchildren with ease.
Divali Chapel
Thank you Phillip, all the parents who helped prepare the students, and most importantly, the students who shared so much with us about their tradition.
Gathering and Chapel - Please be seated and ready at 8:10
- No gathering this week due to conferences
- Thanksgiving Chapel - With the earlier start to GPSF Day, we are moving LS Chapel to Monday, 11/20, 8:10 - 8:50
EC3 Design Center Update
- Requests to use the "Open Campsites" with Jeffrey
- Discuss your activity, timeline, occupancy needs, any follow-up
- Currently "Bring Your Own" materials and tools during this Explore phase for the EC3!
- EC3 Presentation from Peter Kraft
Upper School Helpers Every Wednesday and Thursday
- Send “help requests to Sandi Lillevik (lilleviks@oes.edu), copy Ashley (scatesa@go.oes.edu)
October is Annual Fund Month
- consider making a gift to the OES fund
PROGRAM
Faculty Meetings
Monday, 10/30: No meeting, Parent Conference preparation
Thursday, 11/2: No meeting, Parent Conferences
Monday, 11/6: Return to Purpose to Practice work, Admissions check in Open House
Thursday, 11/9: No meeting, Open House recovery
Calendar Task Force
We are playing with models. Let us know if you know of any schools or models of alternative school calendars that you would like us to consider.
Tina, Claire and David
Conference Prep
Please use the conference templates for Fall Conference Reports.
- Strive for no surprises for parents
- Let parents know if someone else will be joining the conference
- Watch the clock and start and end on time.
- If parents are away during conference days, offer them a phone or video conference
Conference Expectations
7:30 - 5:00 on Thursday, November 2
7:30 - 2:00 on Friday, November 3
50% or less FTE - Thursday only
More than 50% FTE both Thursday and Friday
Safe Schools Video link
Two open faculty meeting times remaining, 10/30, 11/9 to complete the videos or choose to watch the videos on your own time.
You received a message from the SafeSchools system with all the information you need to access this year’s required trainings:
- Child Abuse Mandatory Reporter - Oregon Full Course - Approx. 30 minutes
- Sexual Misconduct Staff to Student - Approx. 30 minutes
- Sexual Harassment - Staff to Staff - Approx. 15
New this year: All courses are available in English and Spanish, you will be able to select your preferred language once logged into the system.
OPERATIONS
Open Enrollment
Wednesday is the start the Benefits Open Enrollment period - November 1-15. The notification will be sent Wednesday Nov 1, 2017. As a reminder, all benefits eligible employees (part time and full time) need to be able to log into ADP and review their options online.
Please note that this is the only way benefits enrollments are being managed for 2018 - includes changing, adding, dropping or waiving coverage!! YES - you will need to login even if you do not plan to change anything or choose to enroll in any of the plans - ie we will need to know that you are waiving coverage for 2018.
Please note that this is the only way benefits enrollments are being managed for 2018 - includes changing, adding, dropping or waiving coverage!! YES - you will need to login even if you do not plan to change anything or choose to enroll in any of the plans - ie we will need to know that you are waiving coverage for 2018.
LS Yearbook
Elsa Colleran shared her yearbook wisdom. Austin is heading up the yearbook student committee. Extension is working on some ideas about how to participate.
Fitness Center Waiver
The center is well set up now. Complete a waiver if you want to use the new space.
Reimbursement Request – going PAPERLESS
Please discard any bookmark you may have for reimbursement request procedure in the past, rather follow the new procedure in the Weekly Memo’s important links for:
Projecting in the Library
We are working on a more permanent solution for projection and sound in the LS Library. Until then we will need to rely on our manual method; roll in the cart, plug it in and pop up the portable screen. Please do your own set up for projector and screen.
Fire Inspector
The Fire Inspector is coming this week.
Remember the importance of being in compliance with Fire Code, and ask everyone to police their areas for violations. Some of the most common violations :
Extension cords: Extension cords are for temporary use only (30 days or less). If any extension cord is being used for a purpose that does not look temporary it will be written up. For most needs, power strips must be used.
Items hung from fire sprinkler heads or any fire alarm device: At no time is it allowed to use these devices to hang items from, or to attach things to. They must be left clear of obstructions at all times.
Appliances plugged directly into wall receptacle: Appliances have to be plugged directly into the wall receptacles, they can not be plugged into an extension cord, or power strip. Some examples of appliances would be microwave ovens, toaster ovens, A/Cs, space heaters, and refrigerators (any size).
Obstruction of existing corridors: A minimum 3 foot wide path should be maintained to all exits. Depending upon the occupancy use, and the type of exit doors, this could be more.
Extension cords: Extension cords are for temporary use only (30 days or less). If any extension cord is being used for a purpose that does not look temporary it will be written up. For most needs, power strips must be used.
Items hung from fire sprinkler heads or any fire alarm device: At no time is it allowed to use these devices to hang items from, or to attach things to. They must be left clear of obstructions at all times.
Appliances plugged directly into wall receptacle: Appliances have to be plugged directly into the wall receptacles, they can not be plugged into an extension cord, or power strip. Some examples of appliances would be microwave ovens, toaster ovens, A/Cs, space heaters, and refrigerators (any size).
Obstruction of existing corridors: A minimum 3 foot wide path should be maintained to all exits. Depending upon the occupancy use, and the type of exit doors, this could be more.
ADP Responsibilities
- HR/Payroll is requiring all digital time cards in ADP be approved bi-weekly whether an employee has taken a time off from work or not. The modified timeline for bi-weekly approval is the 1st and 17th of each month. The purpose is to ensure accuracy of each employee’s time card report.
- ADP access is necessary for all employees to sign up for OES benefits from November 1-15.
- Check the ADP guide on our Weekly Memo’s Important Links if you are having difficulties accessing your ADP.
Smartfind Express Subfinder
- Every time you take some time off from work, you need to login & create an absence in the Smartfind Express
- Don’t contact the guest teachers and guest assistant teachers directly. Use Smartfinder
- Do contact your assistant teacher directly if you want ask her or him to lead the class
- Employees’ no pay days and absences in Smartfind are reported to HR bi-weekly
Bus Cost: $50/hr or $2.75/mi
Information Organization
Lice Policy - There have been some changes
Amazon orders - OES Amazon Business Account
Curriculum, Furniture and Students Services Supplies - Contact your division Assistant Head Trips around and off campus - be sure Ls Office knows where you are
Disease Prevention - health department predicting an early and heavy influenza outbreak
Field Trip Budgets - approximately $1500 per grade.
Food From Home - must have approval from the nurse
TIME SHEET -Fill out your timesheet digitally in ADP and approve it twice a month
Your Announcements
Send any announcements you have for faculty to Kirstin, Chris or David by Thursday each week August-June and we will include them in the Weekly Memo. This should help reduce the number of emails we are receiving, and maximize our time to collaborate during meetings.
