Weekly Memo
Weekly Memo 2, August 24 - 31, 2018
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Welcome Back to you all! On Tuesday, 8/28, we officially begin the new year. New employees have already been at it, attending Orientation all this week. Many of you have been stopping by the LS Office as you come on campus to finish up stipends, organize classrooms and get caught up. There is a lot here in this week's Weekly Memo; welcomes, information, things to add to your to do's, all in an effort to get us ready to welcome 348 students into Lower School on Opening Day, September 5. It is going to be a great year.
LS Faculty Agreements
New Responsibilities:
Welcome back, Janet Schilling - returning to 2nd grade after her sabbatical.
Welcome to Kindergarten Erin Moulton - job sharing with Colesie Tharp.
Welcome Suzanne Lee - full time teaching in 3rd grade.
Welcome Austin Shock to three long term substitute positions - LS Office Administrative Assistant, Student Support Assistant and Technology Specialist
All school Directory
The All School Employee Directory has names and faces of each OES employee, searchable by name, department or office.
Teacher Websites and Blogs
We are researching communication tools for teacher sites and the Weekly Memo in hopes of finding a common user friendly platform. We are going to access to teacher sites in the parent portal until we have a new tool to use. Please do not spend a lot of time beautifying your current site as it may change. Do share access to your site with parents as needed.
Parent Questionnaire and Conferences
I know many classes are preparing to send out parent questionairres and offer get to know you conferences. Please be sure to agree as a grade level how you want to approach this and how you will use the information learned.
PROGRAM
OPERATIONS
Volunteer Sign-ups
Budget information
You all have access to your grade level, supplies and new teacher budgets. Please plan your purchases accordingly. Know we also have LS curriculum and LS supplies budgets which are intended for purchases to be used beyond a single grade level.
- 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
COMMUNITY
WELCOME!
As everyone begins to come back in, please keep an eye out for our new faculty to say hello and introduce yourself! We are pleased to welcome:
Anthony Villaseñor to First Grade (note that Anthony's email is villasenoran@oes.edu )
Heather Humphrey to Second Grade
Sharon Kottler-Decker to Third Grade
Adelaide Wainwright to Fourth Grade
Leah Wyllie to Fifth Grade
Mathew Kelso as 1st/2nd Assistant Teacher
Mathew Kelso as 1st/2nd Assistant Teacher
We look forward to seeing who we become as a learning community with these new minds and hearts in our midst.
New Responsibilities:
Welcome back, Janet Schilling - returning to 2nd grade after her sabbatical.
Welcome to Kindergarten Erin Moulton - job sharing with Colesie Tharp.
Welcome Suzanne Lee - full time teaching in 3rd grade.
Welcome Austin Shock to three long term substitute positions - LS Office Administrative Assistant, Student Support Assistant and Technology Specialist
Kate McClellan will be out the first 3 weeks of school
Joel Whitmore will work Thursday, 8/30 and Friday, 8/31.
Clara Baker will work 9/4 - 9/14, though on 9/6 she is only available from 7:30 - 10:00.
The All School Employee Directory has names and faces of each OES employee, searchable by name, department or office.
Class Placement
Parents were notified about placement today. Please plan on sending out your letters by Wednesday, 8/29
Parents were notified about placement today. Please plan on sending out your letters by Wednesday, 8/29
Change in Open Classroom, 9/4
This year we're going to try inviting families new to OES to Open Classroom at 8:30 so they have a little extra/quieter time to connect with their classrooms. Please be prepared to welcome new families beginning at 8:30, and everyone else 9:00-11:00 am.
Substitute Teachers
Chris and Kirstin began interviewing candidates for substitute teaching last week and, along with Lyn and Kathy, will be training our subs on August 31st. If you know anyone seeking a substitute teaching position, please direct them to the OES Employment page so they can apply.
Teacher Websites and Blogs
We are researching communication tools for teacher sites and the Weekly Memo in hopes of finding a common user friendly platform. We are going to access to teacher sites in the parent portal until we have a new tool to use. Please do not spend a lot of time beautifying your current site as it may change. Do share access to your site with parents as needed.
Parent Questionnaire and Conferences
I know many classes are preparing to send out parent questionairres and offer get to know you conferences. Please be sure to agree as a grade level how you want to approach this and how you will use the information learned.
PROGRAM
More Calendar Fun
Two Calendars to highlight on this document are:
Common Planning Time and Homeroom rotations helps you connect with teachers and join in on their CPT, it is also good to know which classrooms are in their homeroom rotation and might appreciate some extra support.
Rotating Days just has the rotation of days. This can help helpful when paired with your class schedule for creating a plan book. You could also create this .csv from the "How to Add Rotating Events" doc by downloading the "LS Rotate" tab if you want it embedded into your personal or class schedule calendar. Please see Chris with questions.
Classroom Set-up Guidelines
As you settle into 2018-2019 planning and prep, here is a document which will allow you to add any classroom/specialist teacher calendar to your Google Calendar view list. This could be handy for integration and collaboration. Please contact Chris with questions.
Two Calendars to highlight on this document are:
Common Planning Time and Homeroom rotations helps you connect with teachers and join in on their CPT, it is also good to know which classrooms are in their homeroom rotation and might appreciate some extra support.
Rotating Days just has the rotation of days. This can help helpful when paired with your class schedule for creating a plan book. You could also create this .csv from the "How to Add Rotating Events" doc by downloading the "LS Rotate" tab if you want it embedded into your personal or class schedule calendar. Please see Chris with questions.
Classroom Set-up Guidelines
As you begin to set up your classroom, remember the guidelines we created for safety, energy efficiency and program support.
Opening Week
Note that Tuesday - Thursday are full days of meetings. Monday and Friday are available for classroom set-up.
Note that Tuesday - Thursday are full days of meetings. Monday and Friday are available for classroom set-up.
Monday 8/27: Department Chair Retreat, Classroom Set-up
AS Family Barbecue, Aardvark Community Park, 5:00 - 7:00pm, optional
Tuesday 8/28: All School Opening Meeting
7:30 - 8:00 am: Eucharist in the Chapel, optional
8:00 - 8:30 am: Optional breakfast
7:30 - 8:00 am: Eucharist in the Chapel, optional
8:00 - 8:30 am: Optional breakfast
8.30 - 10.00 am: Opening All-School Chapel
10.00 - 10.15 am: Break
10.30 - 12.00 pm: Inclusive School Discussion
12.00 pm: LUNCH
1:00 - 4.00 pm: Emergency Preparedness
Wednesday 8/29: Lower School Retreat - Oregon Garden, 8:30 - 3:00
PLEASE FILL OUT THE SURVEY REGARDING RETREAT TRANSPORTATION
PLEASE FILL OUT THE SURVEY REGARDING RETREAT TRANSPORTATION
8:30 - Breakfast
9:00 - Morning session
12:00 - Lunch
1:00 - Afternoon session
3:00 - end
Creating Cultures of Thinking
Be sure to bring your copy of CCoT to the retreat.
Thursday 8/30: All School and Department Meetings
LS Operations - 7:45 - 8:45
LS Operations - 7:45 - 8:45
All School Mandatory Training, 8:45 - 11:00am
Department/ BY/IY meetings 1:00 - 3:00pm
Student Conversations
PK to K, 1st to 2nd, 3rd to 4th - 11:00-12:00
K and Primary to 1st, 2nd to 3rd, 4th to 5th - 3:00 - 4:00
Friday 8/31: Classroom Set-up
Oregon Garden Retreat
Detailed Agenda 8/29
8:30 Breakfast
9:00 Welcome
9:20 Orientation and Blessing
9:30 World Cafe - Self Reflection
10:20 Break
10:30 Mindful moment
10:35 Self in Community
10:45 Individual Reflection
11:15 8 Forces review
11:30 Forces group work
12:00 Lunch
1:00 Taking Action - map of possibilities
1:45 Gallery walk w/ whisper partner
2:15 Whole group discussion
2:45 Checkout
3:00 End
Oregon Garden Retreat
Detailed Agenda 8/29
8:30 Breakfast
9:00 Welcome
9:20 Orientation and Blessing
9:30 World Cafe - Self Reflection
- Who helped make you who you are?
- How did who you are help shape the teacher you have become?
- When was a time when you felt truly known and appreciated as a teacher?
10:20 Break
10:30 Mindful moment
10:35 Self in Community
10:45 Individual Reflection
- What do you have to offer your learning community?
- Who do you want to be as a community member?
11:15 8 Forces review
11:30 Forces group work
- What are your offerings (share representation)?
- What potential do you see in working with your group?
12:00 Lunch
1:00 Taking Action - map of possibilities
- How might we realize the potential?
- What practices do you want to engage in?
- How will you function and sustain each other?
1:45 Gallery walk w/ whisper partner
2:15 Whole group discussion
2:45 Checkout
3:00 End
Mandatory All School Training
Prevention and reporting of adult to child sexual misconduct, child abuse, and sexual harassment
Location: Dining Hall
8:45: Arrive and be seated - sign-in sheets will be on the tables.
9:00 - 11:00: All employee training
11:00 - 11:15: Break for faculty coaches who will return for the athletics specific session to follow
11:00: Arrival of seasonal coaches who have signed up for dedicated athletics session
11:15 - Noon: Athletics specific session attended by seasonal coaches and regular faculty coaches
8:45: Arrive and be seated - sign-in sheets will be on the tables.
9:00 - 11:00: All employee training
11:00 - 11:15: Break for faculty coaches who will return for the athletics specific session to follow
11:00: Arrival of seasonal coaches who have signed up for dedicated athletics session
11:15 - Noon: Athletics specific session attended by seasonal coaches and regular faculty coaches
Noon LUNCH
Student Conversations
PK to K, 1st to 2nd, 3rd to 4th - 11:00-12:00
K to P, 1st and Primary to 1st, 2nd to 3rd, 4th to 5th - 3:00 - 4:00
Teachers who are being presented to please be in your classrooms at the designated time.
11:00 - 12:00: K, 2nd, 4th
3:00 - 4:00: 1st, 3rd, 5th
K sharing about students to Primary will need to find separate time, lunch?
Teachers who are being presented to please be in your classrooms at the designated time.
11:00 - 12:00: K, 2nd, 4th
3:00 - 4:00: 1st, 3rd, 5th
K sharing about students to Primary will need to find separate time, lunch?
Assistant Teacher Schedules: Start of Year
Because of our retreat and All School trainings, there have been some minor changes in AT hours for the start of the year. Please review and contact Lyn or your Kirstin with any questions:
.75 FTE AT Employees:
8/27: optional Family BBQ at OES playground, 5-7 pm, unpaid
8/28: 9-4 Emergency Training, mandatory (optional 8-9 continental breakfast, unpaid)
8/29: 8-4 LS Retreat at Oregon Garden, all faculty and staff (see information in WM)
8/30: 8:45-11:00 All Employee Training, mandatory; 12:30-2:00 work in classrooms
8/31: 6 hours of work with classroom teachers, times TBT with classroom teachers
9/4: 6 hours of work with classroom teachers including Open Classroom
1.0 FTE AT Employees:
8/27: optional Family BBQ at OES playground, 5-7 pm, unpaid
8/28: 9-4 Emergency Training, mandatory (optional 8-9 continental breakfast, unpaid)
8/29: 8-4 LS Retreat at Oregon Garden, all faculty and staff (see information in WM)
8/30: 8:45 - 11:00 All Employee Training, mandatory; 12:30-4:00 work in classrooms
8/31: 8 hours of work with classroom teachers, times TBT with classroom teachers
9/4: 8 hours of work with classroom teachers including Open Classroom
2018-19 Calendar
OES Administrative Calendar is updated.
LS Events Calendar
The draft of the LS Events Calendar is in the LS Conference Room. During your stipend days take some time to look at your student’s, parents’ and colleagues’ experience across the year. Adjust your events as you see appropriate. Talk with others as is helpful. Complete updates by 4:00pm on 8/30.
Schedules
Schedules
Schedules have been updated and finalized. There is a "Schedules" folder in LS Common Forms and Procedures in "Procedures." We hope this helps create one place to look for all scheduling documents. Your google calendars should be updated with the current year's schedule, some calendars needed to be deleted and restocked, please check your email for updates. See Chris T with any questions.
Duty Schedule 18-19
Rotating events on Calendar--18-19: Instructions and video tutorial have been updated for new Google Calendar settings. Please see Chris or Jeffrey with any questions.
Cultural Forces Inquiry Groups
Teachers and Assistant Teachers, if you didn't have a chance to sign up for a Cultural Forces Inquiry Group at our closing meeting, please do so by adding your name to this document. If you need a copy of Creating Cultures of Thinking, please contact your Assistant Head. Our commitment was to reread the chapter of CCoT related to your inquiry group topic--consider the 8/29 retreat the deadline for that assignment unless you have yet to receive a copy of the book. Looking forward to digging in deeper!
Summer Stipends
Remember Summer Stipends need to be completed before the first official day of school, August 28th.Please complete the Summer Stipend Follow-up Form to share your stipend work and request compensation for your days. Forms need to be completed by September 14.
Year at a Glance Plan
Year at a Glance Plan
During your stipend time, we ask grades 1-5 to create Year At A Glance (YaaG) plan. A YaaG document helps you to think about unit planning and timing for the school year. This is helpful as many of us have experienced a year in Bridges. Now we can see how the timing has worked and areas where we struggled to stay on target. Hopefully outlining a timeline for the year can help us hit and align all of our academic units and project highlights /milestones as best we see fit. Here are 2 examples of YaaG planning documents we have used: YaaG 1 and YaaG 2.
Beginning Years faculty, please continue to check the BY Odds and Ends (see tab at the top of the WM) for ongoing announcements and resources related to Beginning Years. Feel welcome to add your own announcements and questions.
OPERATIONS
Building Cleaning
The custodial crew has Labor Day Weekend off. A custodian will take trash out on Monday, 9/3. We will need to clean up after yourselves over the weekend. Gigi Sanden and Debby Harder will be regularly cleaning the LS Building this year.
Parking
Starting on Open Classroom Day please plan on parking behind the gym or at SPARC. We need to leave the upper lot in front of the LS free for parent parking. See David if you have questions.
Volunteer Sign-ups
Welcome back to school! LS PAL is working on confirming all of your Room Parents. We are hoping to have them all secured by early next week. In the meantime, we would like you to start thinking about your volunteer needs for the year. April Gilster has sent a spreadsheet that will make it easier for your Room Parent to transfer your classrooms volunteer needs in to Sign Up. Below is a list of deadlines for submitting volunteer requests that we hope you can honor. We set the deadlines according to the LS RP Training and Back to School Night.
September 4– Teacher Responsibility
All classroom volunteer needs for the month of September only should be emailed directly to your class room parent. Please use attached spreadsheet.
September 21 – Teacher Responsibility
All classroom volunteer needs for the remainder of the school year should be emailed directly to your class room parent. Please use attached spreadsheet.
Thank you for all you do! Your Grade Level Reps and Room Parents are here to help in any way they can. Please let April know if you have any questions. April Gilster, LS PAL Chair 2018-2019, gilstera@icloud.com
Orders
Austin and Kathy have ordered all student supplies from your lists in both Office Depot and Amazon. Please do not add any additional items or create new lists. From now on please use the LS Order Form to request new order requests.
The Order Form can be found in the Weekly Memo. You can also track information on your request through the Order Tracking Form.
If we were unable to order an item you requested we have let someone on your team know. This is usually because an item is out of stock or there were maximum order limits.
Plants
Austin has relocated the plants from the main entrance back to their original floor or classroom. Thank you Austin.
Plants
Austin has relocated the plants from the main entrance back to their original floor or classroom. Thank you Austin.
Extra Furniture
3rd and 4th grade have a number of tables up for grabs. They are gathered around the walls at the top of the stairs. Take what you want. They will be removed end of day 8/29. If you have extra furniture put it out in your commons and clearly label it to be removed.
No Furniture Storage
The school no longer has a storage space for extra furniture so please make discard decisions wisely. We need to be good stewards of our funds.
3rd and 4th grade have a number of tables up for grabs. They are gathered around the walls at the top of the stairs. Take what you want. They will be removed end of day 8/29. If you have extra furniture put it out in your commons and clearly label it to be removed.
No Furniture Storage
The school no longer has a storage space for extra furniture so please make discard decisions wisely. We need to be good stewards of our funds.
You all have access to your grade level, supplies and new teacher budgets. Please plan your purchases accordingly. Know we also have LS curriculum and LS supplies budgets which are intended for purchases to be used beyond a single grade level.
Furniture Safety Reminders
As you go about rearranging furniture please keep the following in mind:
- shelves and other free-standing vertical elements need to be less than 48” tall. If an item is 48” or tall it needs to be secured to a wall to reduce earthquake hazard. Put in a maintrequest to get it done. Know that once maintenance secures the furniture they will not move it.
- We need to maintain clear pathway(s) of 42” or more in the commons.
- Be aware of the carpet trip hazards. Any carpeting with curling potential needs to be clearly out of paths of travel.
- Manage your cord tripping hazards carefully
Cooling the Building
In an effort to realize the energy efficiency of our building, here are the basics of keeping your room cool. Remember that part of the building design is to provide a wider temperature range, as low as 66 during heating season and as high as 76 degrees in cooling season.
1. Nighttime air flush to cool building down. Automatic, no teacher action required.
2. Open windows in am to cool room further
3. Press green light button, after opening windows, to increase airflow, cooling
4. After green light goes off, close windows and let building manage cooling.
5. Pull blinds on any sun facing windows
5. Pull blinds on any sun facing windows
Important Information
In the sidebar on the right of your screen you will see the link for LS Common Forms & Other Relevant Information. Please familiarize yourself with the contents available at this link particularly in these folders:
Budget – Reimbursement Request Form & Other Financial Information
New - the Business Office released a new reimbursement request (RR) form to be used by all employees this year. Follow the guideline when submitting reimbursement request. Discard all past reimbursement forms.
Budget Folder – each grade level is assigned to a budget folder in “Team Drives” not “My Drive”. Track your expenses and know your grade’s budget to avoid a negative balance. Each grade budget folder should start with LZ for sorting purposes, for example‘LZ BUDGET – PK’. If you need assistance accessing your budget folder in Team Drives, contact Lyn.
Curriculum Purchases – consult your Division Assistant Head before putting an order for curriculum materials. An approval from Head of Lower School is needed for all curriculum materials order requests.
Ordering materials – order requests are submitted through the ORDER form online.
LS VISA – ordering items using the LS VISA is done in the LS Office. Always email the confirmation order or receipt to Lyn. If possible, no paper copy.
PGD – submit a proposal for a professional growth development through the online PGD form. An approval from the Head of Lower School is necessary before registering for any professional growth development opportunities.
LS FORMS are accessible through the Weekly Memo’s “Important Links”: LS Common Forms & other Relevant Information
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.
A helpful tool can be found in the OES website for employees to save time searching different sites when you need to access the basic forms like check request, catering, maintenance requests and other resources.
