Weekly Memo WM  13, November 6 - 10, 2017-18

Congratulations on successfully completing your conferences. We are about a third of the way through the year, so the timing for goal setting with parents is great. Let SST members know if you need follow-up support based on your conference conversations.

Lower School Open House is Wednesday night. Please take some time before then to help prepare common spaces and classrooms for the 150 - 200 prospective parents we expect will visit us that night.

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.

“An emerging line of research suggests that a short walk in a natural setting may be the best way to restore students’ flagging attention.” - Eileen Merritt; “Going Outdoors: A Natural Antidote for Attention Fatigue?”

“Today’s world requires problem solvers, not answer-getters.” - Mike Flynn, “From Answer-Getters to Problem Solvers”

COMMUNITY

Students Updates

A reminder that the SST site contains lots of valuable information about a student’s history and student action plans. As we move forward, it is also a great location for new student plans. 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
• Jacob Peizner and Zakary Rahimtoola--eye on friendship, physicality, and communication

SST Meets Every Monday Morning

Let us know if you want some support following up on conference conversations.

Lower School Open House: Wednesday November 8th

• A dinner for folks participating in the Open House will be provided 4:30-5:30 pm in MAIN Dining Hall
• EVERYONE please be in your spaces no later than 5:40- event is 6-8pm.
• Open Exploration and Dialogue with OES faculty, administration, staff, current parents, and student ambassadors. 6:00 - 8:00
• Be aware of your audience
• Read email from Sarah. More details at the 11/6 meeting.

Welcome Alma Pedrosa Gomes - LS Library Assistant

Alma Gomes has accepted our offer to be the next Lower School Library Assistant. She comes to us with  a Masters in Library and Information Sciences and 15 years library experience. Alma and her husband recently relocated to Oregon from the Philippines. She hopes to begin work as soon as next Monday.

The Annual Fund Continues

• Thanks to all who have given thus far
• The Fund remains active all year

• The OES Fund Form is entirely online this year

Gathering and Chapel - Please be seated and ready at 8:10

• Lower School Chapel Schedule for 2017-2018
• Regular Chapel and Gathering this week

• Thanksgiving Chapel - With the earlier start to GPSF Day, we are moving LS Chapel to Monday, 11/20, 8:10 - 8:50

Grandparents Day, Tuesday, November 21

• 8:00 - 8:30 - breakfast in gym
• 8:30 - 9:30 - LS Classroom Visits - All students in homeroom for this hour
• 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.

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)

PROGRAM

Faculty Meetings

Monday, 11/6, 3:15 - 4:30: Admissions check in Open House, Purpose to Practice II

Thursday, 11/9: No meeting, Open House recovery

Monday, 11/13, 3:15 - 4:30: Professional Growth Block (PGB)

Thursday, 11/16, 7:35 - 8:35: Division Meeting - Purpose to Practice III

EC3 Design Center Training

EC3 Design Team members will be in a Design Thinking training Monday afternoon from 3:30 - 6:00pm.

Mindfulness

We have completed our first round of all school mindfulness lessons! Thank you all for your support to help bring mindfulness Pre-K through 5th grade. Claire will continue to work with Melanie the rest of the year for the first ten to fifteen minutes of each counseling class. Our hope is that seeds will be planted that continue to grow in the months and years to come.

Here's what worked really well:

• Teachers having students on the rug in a circle at the start to help with time efficiency (Claire is using her prep times and leaving her classroom with Donna to reach all classrooms)
• Teachers staying during the practice time (to build common vocabulary, incorporate the concepts into your themes, continue practice, listen to your student's experience and take a mindful break for yourself)
• For IY, Claire practices with grade levels once a month and for BY, we have every other week practice.
• Claire will send follow up resources and exercises to practice

Thank you, Claire and homeroom teachers for supporting this important work!

IY Please Check Intermediate Years Odds and Ends 17-18

Professional Growth and Development

• Kirstin and Melanie attended a workshop on interpersonal neurobiology
• David and Peter attended a two day workshop on Design Thinking

Portland Art Museum PGD, Thursday, 11/9 at 5:15 – 7:30 p.m.

Fields Sunken Ballroom, Mark Building

Evening for Educators: Animating Life: The Art, Science, and Wonder of LAIKA

5:15 p.m. – Refreshments in the Sunken Ballroom.

5:30 – 6:45 p.m. – Presentation and discussion with LAIKA staff.

6:45 – 7:30 p.m. – Explore the exhibition.

If you are interested in dinner afterwards let David know by end of day Wednesday so we can make a reservation.

Calendar Task Force

Please see CFT members before next Wednesday, 11/14 if you have calendar ideas you want us to consider - Claire, Tina, David

OPERATIONS

Safe Schools Video link

Last open faculty meeting times: 11/9 for all, 11/13 for some. Be sure to complete the videos and assessments.

You received a message from the SafeSchools system with all the information you need to access this year’s required trainings:

1. Child Abuse Mandatory Reporter - Oregon Full Course -  Approx. 30 minutes
2. Sexual Misconduct Staff to Student -  Approx. 30 minutes
3. 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.

Benefits Open Enrollment - November 1-15.​  You received notification. All benefits-eligible employees​ (part time and full time)​ need log into ADP and review their options online. This is the only way ​benefits ​enrollments is 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.

HR/ Payroll

• 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.

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

LS Common Forms & other Relevant Information in LS Important Documents

Calendar Manager -  LS Calendar information.

Lice Policy - There have been some changes

Field Trips- use the Field Trip Checklist and forms

Ordering materials and supplies - use this Order Form and Order Tracking List

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

SmartFind Express Reminders - Use SmartFind Express to report all absences

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.

Weekly Memo WM  12, October 30 - November 3, 2017-18

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.

Lower School Chapel Feedback

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

• Lower School Chapel Schedule for 2017-2018

• 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

• the OES Fund Form is entirely online this year

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:

1. Child Abuse Mandatory Reporter - Oregon Full Course -  Approx. 30 minutes
2. Sexual Misconduct Staff to Student -  Approx. 30 minutes
3. 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.

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:

LS Common Forms & other Relevant Information

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.

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

LS Common Forms & other Relevant Information in LS Important Documents

Calendar Manager -  LS Calendar information.

Lice Policy - There have been some changes

Field Trips- use the Field Trip Checklist and forms

Ordering materials and supplies - use this Order Form and Order Tracking List

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

SmartFind Express Reminders - Use SmartFind Express to report all absences

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.