Clerks,
Welcome back from the Clerk Standardized Operational Plan (SOP) team!
Your fellow clerks, and the growing network of support across the district, continue to be in your corner and will work to ensure you feel successful and effective as you support your school and the community you serve each and every day. This year we are implementing something new––weekly office hours where you can come to get questions answered and find additional support. Look out in your inbox for calendar invites forthcoming!
Because it is the beginning of the school year, and we are still dealing with unprecedented circumstances, we wanted to add a little levity to the situation! Some of you may have voted on our new clerk taglines that will roll out throughout the school year. This is YOUR community, and YOU have gotten yourselves to this place TOGETHER so we wanted to give you a chance to have a little fun, too!
Last year was tough but you made it through. You got your communities through the hardest part of the COVID-19 pandemic all while working hard, supporting one another, and juggling many responsibilities. You are steadfast and focused.
You always remember to:
Just CLERK and go!
and
Keep CLERKING it!
Just like last year, we know that the clerks will do what they need to do to get the job done. We have been inspired by you and have admiration for all of your ability to understand that the health, well being and success of students are our bottom line and we work to support them to achieve what they are capable of day in and day out.
See the bottom of the newsletter below for some fun artwork from the community and another tagline that was voted for by clerks to get everyone going at the start of the school year!
|
|
We are here to support you in everything you do. If you have any questions, comments, or feedback, we are always happy to hear from you. Feel free to contact Katheryn Stafford-Hudson at kgstafford-h@cps.edu or 773-403-0924 or email the Clerk SOP team at clerkcommunity@cps.edu.
Please note that this is a long issue, packed with information relevant to to clerks as you start the school year. To see the full newsletter, click the link below and all of the announcements will open in a new page.
|
|
"Light tomorrow with today"
- Elizabeth Barret Browning (poet)
|
|
Important Note: Materials developed through the Clerk Standardized Operational Plan are intended for informational purposes only. This information applies to the broad range of administrative roles in the school, including specialty roles (e.g., attendance clerk, business managers, payroll clerks, etc). Please take into account the fact that each clerk performs work that pertains to the needs of their school and school community.
To be redirected to a printable version of this list, please click on the image.
|
|
In this section, links are provided that pertain to the needs and requests of the clerk community as determined through the discussion on the Google Group. To access previous Clerks Chronicles newsletters, you may find them in the communication section of the Clerks Administrative Resources* website.
|
|
GENERAL CLERK RESOURCES
RESOURCES FOR PARENTS
BACK TO SCHOOL
VACCINE CLINICS
TIMELINES AND CALENDARS
*Requires CPS login
|
|
Special Announcement from CPS Nursing Department
The Nurses' department is reviewing its protocols and procedures for School Year 2021-2022. In the meantime, regarding immunization and physical records, please only collect forms and wait until further notice for data entry. Further steps and communication are forthcoming.
Special Announcement from Procurement
Amazon is now an approved Vendor
We are excited to pass along the update that CPS can now order items from Amazon!
To proceed, please contact the account leader
|
|
Clerk Community Resources |
|
This section contains information that can further elaborate on questions or conversations bubbling up in the Clerk Community Google Group. To join us in the Google Group, please email Ilana Harrow at irharrow@cps.edu, and you will be added within 24hours.
|
|
Clerk Contact List
For clerks who are looking to contact a clerk from another school, we are happy to provide you the updated Clerk Contact List so that you can reach out to clerks individually when requesting a student release, reaching out for some support or mentorship, or for any other reason this might be helpful to you.
One use that might be particularly helpful during this time of year would be student transfers - the following are steps you can take to expedite the process of making a request to release a student.
- Identify the school the student is transferring from
-
Use the Clerk Contact List to find the clerk located at the school the student is leaving
- Call/email the clerk(s) at the school to make your request for the student to be released
*Please remember that student information is confidential so individual student names should not be included in emails between clerks on the Clerk Community Google Group
|
|
Available (and Sometimes Mandatory) Clerk Training |
|
Mandatory Clerk Training - Capturing Accurate Data: From Enrollment to Attendance Taking
Attendance personnel and personnel who will be supporting enrollment and withdrawal processes
are required to attend one of the professional development sessions. The session will cover:
- The Did Not Arrive (DNA) Process
- Attendance Taking Procedures
- Daily Operations
Below are the PD times. Please remember the training is mandatory:
|
|
PD Times for Attendance Trainings:
To join, click on the attachment below, and find a time that works for you. Click on the time that is best for your calendar and save the invite.
Resources:
*Requires CPS login
|
|
How to Access Trainings on SafeSchools ™:
If you are accessing this training from home, a Central Office building, or other non-CPS network, please utilize the following instructions:
-
Using your web browser, go to the following SafeSchools ™ website for CPS training: https://chicagopublic-il.safeschools.com/.*
-
Complete the SafeSchools ™ training course.
-
If your desired course has not been assigned to you, please search for additional courses by following these steps: Accessing CPS Custom Course Folder in SafeSchools ™ at https://docs.google.com/document/d/1iv3EMksaMRx5sISQT1ent34XnqH2QVlyt0zNs6rPBno/edit
If you are accessing this training from a CPS school building network, please utilize the following instructions:
-
Launch the SafeSchools ™ application at https://chicagopublic-il.safeschools.com/.* This will launch in a separate Internet browser window.
-
Complete the SafeSchools ™ training course.
|
|
NOTE: If you are using a non-CPS issued device (e.g., personal device) to access training from a CPS location, follow these instructions to download two necessary certificates required for accessing the training, https://block-icf.cps.edu/certificates.html
For questions, please contact talenttraining@cps.edu. Thank you for making CPS a safe place to work and learn.
*Requires CPS login
|
|
|
|
The images above and to the left are screenshots from the SafeSchools™ platform once logged in |
|
Training for Procurement Rules and Guidelines:
This fall, the Department of Procurement will be launching an annual training to ensure all iProcurement users understand the latest district procurement rules, guidelines, and key Oracle iProcurement functionality. Because of how important it is to adhere to procurement rules and guidelines, this training is mandatory for all new and existing iProcurement users and must be completed by October 1, 2021. Completing this training will be required in order to receive or keep Oracle iProcurement access.
- The training will be active on August 16, 2021, on the SafeSchools™ platform (link above).
- This training will take about 85 minutes to complete and consists of five videos and a comprehensive quiz.
- You may complete the training at your convenience over several sessions.
Please do not hesitate to email questions or concerns about the training content to the Procurement team via this request form*. Questions or concerns about the SafeSchools™ platform (e.g., access issues, completion status questions) may be directed to talenttraining@cps.edu.
Resource:
*Requires CPS login
|
|
Learning Hub:
Learning Hub Access Information:
Clerk - Relevant Trainings in the Learning Hub:
-
STLS training information can be found below. Course numbers can be found on this BOY STLS Liaison Training Summary & Calendar (SY22)
-
Schedulers training can be found by searching course numbers listed below (last column to the right). You can also search under 'ES Setup and Scheduling Clinic.'
*Requires CPS login access
|
|
Students in Transitional Living Situations (STLS) Liaisons
The STLS team is beginning their beginning of the year training for STLS Liaisons. Not all clerks are assigned as an STLS Liaison for their school, but if you are you should have received information from the STLS district team regarding upcoming trainings. The training is not required of all clerks, just those who are assigned as the STLS Liaison for your school.
Please find summary information and training schedule relevant to all STLS Liaisons HERE
|
|
Scheduler Clerks (with Scheduler Role in ODA)
For those clerks who have the scheduler role in ODA, the following information was distributed via email in late June from Mayra Leon:
District's Assessment update as it affects SY21-22 ES Scheduling for RESOURCE courses for NWEA access.
Schools should only schedule RESOURCE courses if they use NWEA for K-2.
-
If the school set the INITIALIZE = Y for ALL Grade levels for RESOURCE courses on the Build View - Courses top-tab. Please follow the instructions on page 23 of the Aspen User Guide - ES Next Year Scheduling After YEP* to set the INITIALIZE = N for RESOURCE 3 - 8 and PE - PK.
-
If the school has ALREADY BUILT their Master Schedule (Initialize Sections) in the Build View - Workspace. Please follow the steps on page 21 of the Aspen User Guide - ES Next Year Scheduling After YEP* to Delete RESOURCE classes 3 - 8 and PE - PK.
If anyone needs assistance following the previous instructions, please register for an ES Setup and Scheduling Clinic in the Learning Hub. (see program numbers in the ‘Training’ section below)
As was the case with the previous ES Next Year Scheduling Aspen Scheduling Clinics, space is very limited.
Therefore:
Clinics are EXCLUSIVELY for ES Schedulers (i.e., person(s) responsible for creating and maintaining a school's Master Schedule in Aspen)!
- If the School Scheduler attended the Spring Training Session and STEP 2 & 4 were completed, DO NOT follow the steps again. Marked both steps as completed.
-
IMPORTANT: If the school is identifying a NEW School Scheduler, the school Principal MUST assign the Scheduler Role in ODA 2 hours before joining the clinic to ensure access to ASPEN.
-
The Google Calendar Invite will be emailed directly to class participants at 5:00 pm ONE BUSINESS DAY before its date.
- If you are not attending the Clinic, you MUST DROP from the session in the Learning Hub the day before.
*Requires CPS login
|
|
Redesigned Family Income Information Form (FIIF)
New for SY22, The Family Income Information Form (FIIF) - Spanish - has been redesigned to make it more streamlined and easier for families to complete. This information is critical in determining the allocation of Supplemental Aid and Title funds to your school for FY23. Additionally, it is frequently used as a needs-based data metric for eligibility or priority with other resources or funding. It is also used to screen for healthcare (Medicaid) and SNAP benefits for families.
|
|
The deadline for processing completed forms into the Online Data Acquisition (ODA) tool is Thursday, November 18th. Training resources will be forthcoming. If you have any questions about the Family Income Information Form, please contact the School Support Center at 773-535-5800. If families are interested in learning more about enrolling in public benefits, please have them contact the Children and Family Benefits Unit at 773-553-KIDS (5437).
|
|
Relevant information for clerks from Policy and Procedures |
|
Back to School Materials
MEMO #2 • 2021-2022 Back-to-School Materials (Packets):
All CPS principals will receive Back-to-School Materials starting the week of August 9, 2021 (materials come in multiple shipments). Principals are asked to ensure that each of their students receives the following printed materials to take home on the first day of class.
If you have questions regarding the distribution of these materials or to request additional materials, please email Warehouse Services at: warehouseservices@cps.edu.
|
|
Relevant information for clerks from Payroll |
|
Interactive Payroll Checklist
We have been very grateful for all of the hard work school clerks have done with payroll this year. We wanted to give a friendly reminder about the Interactive Payroll Checklist. It is the essential resource to successful payrolls each pay period.
Decentrantralization of the Time and Attendance Functions
As a result of the current collective bargaining agreement with the Chicago Teachers Union (CTU), a provision of this agreement requires that Chicago Public Schools (CPS) decentralize certain timekeeping functions and reassign this responsibility back to school clerks.
Time and attendance functions will be transitioned back to your school clerk(s) effective August 15, 2021. School clerk(s) will need to attend mandatory timekeeping training which will be available through our Safe Schools platform starting July 18, 2021
|
|
Start of the School Year
The Start of the School Year communication from Payroll Services will be going out the week of August 9, 2021, asking you and your principal to validate your schools staff payrules and schedules.
Supplemental Payment System (SPS) Training
The SafeSchools SPS Payroll Training course is live! This training was released on May 17, 2021. Please follow these instructions* to find this great course about SPS payroll and the transition to a centralized system for creating SPS programs.
Supplemental Payment System (SPS)
To help your principal better understand how to properly submit your school's SPS program creation request ServiceNow ticket, we are providing you with SPS Program Definitions*. This document will define each program as well as provide you with the appropriate bucket type that should be included when submitting a ServiceNow ticket. Keep in mind that incorrect program and/or bucket types will delay the creation of your program and will result in a delay in payment processing.
*Requires CPS login
|
|
Payroll Processing Deadlines |
|
Payroll Service Contact Number:
773-553-4729 ext. 34729
Option 1 - Payroll Customer Service
Option 2 - Time and Attendance Correction (Kronos Team)
Option 3- Supplemental Payment System (SPS) inquiries
|
|
Relevant information for clerks from Records |
|
Records Management Training Webinar:
Transferring Student Records to CPS Schools - August 26, 2021 @ 9:30AM
The Records Department will be hosting a Q&A Session regarding student transfers:
Many clerks may be facilitating the process for transferring student records, including transferring records of last year's 8th graders to CPS high schools and/or transferring other student records throughout the District. This is a very important process because it ensures that the complete student record is received at the correct school where the student is in attendance!
This webinar will review the requirements and best practices for transferring student records to other CPS schools that everyone involved with this process should know. Topics that will be covered include basic information regarding student record transfers, key dates for the 2021-2022 school year, how to prepare and send records through the CPS Mail Run, and additional resources.
A Google Calendar Invitation is forthcoming. This is an optional meeting, but feel free to join if you have any questions. We will follow up with a FAQ document for those who are unable to attend.
Records Guidelines Forthcoming
Detailed information on various records-related requirements will be included in Policy and Procedures Memo # 7 that will be distributed to schools on August 30, 2021. This memo will include information on:
-
Collecting a copy of the original student birth certificate to maintain in Aspen or with student transcripts (Note: This requirement is in addition to collecting proof of age documentation used to enroll a student.);
- Maintaining and complying with court orders;
-
Distributing the Notice of Student Record Retention and Disposal;
- Printing and maintaining student records when a student transfers; and
- Transferring student records to other CPS schools.
With regard to the requirements for transferring student records, please keep in mind the following key dates:
- CPS Mail Run will begin distributing the green and white envelopes to be used only for transferring 8th grade and Age Cycle 15 records the week of September 13, 2021.
- Begin transferring records on September 29, 2021.
- Complete transferring student records by November 5, 2021.
Please be on the lookout for Policy and Procedures Memo # 7 at the end August for more information.
As an additional reminder, schools are able to prepare inactive student and non-student (school business) records for proper disposal collection and for offsite storage. Please see the Records Management Knowledge Center Site* or contact recordsmgmt@cps.edu for more information.
*Requires CPS login access
|
|
Office of Student Health and Wellness |
|
Relevant information for clerks from the Office of Student Health and Wellness |
|
COVID-19 Vaccine Availability and Incentive Programs |
|
|
|
CPS Vaccine Clinic
In addition to the City operated sites offering COVID-19 vaccinations, a temporary clinic has opened Thursdays from 9:00AM - 1:00PM at Michele Clark Academic Prep Magnet High School located at 5101 W Harrison St and will continue each Wednesday until at least August 26th, 2021.The Pfizer (≥ 12yo – 2 dose series) and J&J (≥ 18yo – 1 dose series) COVID-19 vaccines will be offered free of charge with no registration, ID, or insurance required. As an incentive, effective Tuesday, August 10th, 2020, those who receive their COVID-19 vaccination from CPS' Regional Vaccination Clinics will receive a $25 VISA gift card AND 4 tickets to Six Flags Great American Hurricane Harbor Chicago or Rockford!
|
|
Statewide
As an incentive, Illinois residents who are vaccinated by August 19th will be entered into the All In For The Win state lottery:
- Vaccinated youth are entered into a $3 million scholarship pool (breakdown below):
- Twenty $150k scholarship awards are being offered
- Vaccinated adults are entered into a $7 million cash prize pool (breakdown below):
- Three $1 million jackpots
- Forty $100k cash prizes
|
Citywide
Should currently scheduled vaccination event throughout the City of Chicago not work for your students' and parents/legal guardians' schedule(s), a new option is available for families to receive either the Pfizer or J&J vaccines at home! Participation in the "Protect Chicago at Home" program can be done by calling 312-746-4835 to make an appointment for up to 10 individuals per home location. Interested participants may also schedule their appointment(s) online by registering here. As an incentive to participate in this program, families will receive a $50 Grubhub gift card per household while supplies last.
|
|
|
Click the Images Below (and in the section above) to access flyers for the various vaccine incentives and events |
|
Spanish CPS Vaccination Clinic Flyer |
|
Chicago Vaccine Incentive Flyer |
|
Spanish Home Located Vaccines |
|
Oral Health Virtual Van Sign Up:
Bright Smiles Bright Futures
The Colgate Bright Smiles, Bright Future mobile dental van program is available to come to your school and share important information on how to support your students to maintain good oral health and hygiene!
|
|
|
Getting Ready to Receive Students with Asthma
The Office of Student Health and Wellness offers a virtual training designed specifically for CPS clerks as they support families and students with asthma. Asthma Identification and Documentation (AsthmaID) educational sessions help create safe and supportive environments for students with asthma through increasing identification and documentation of asthma.
Video Recording
Please click HERE to access the recorded training session! Slides are available here for your reference.
Post-Training Survey & Free Swag
After viewing the training, please be able to fill out this 1 minute survey. All who complete the survey will receive AsthmaID Certificates of Completion and Decals!
Digital AsthmaID Binder
As part of the AsthmaID program, we have put together a digital resource binder for parents. This Binder can be used by clerks and distributed to families looking for more information on asthma documentation and reporting, as well as community resources!
Video on Reporting Asthma to your School
Through parent interviews and focus groups, OSHW created videos to explain the chronic conditions reporting process and other supports available to students. View the Asthma Reporting video on the Chronic Conditions page here, under the Asthma tab.
Thank you!
If you have any questions, please reach out to us at oshw@cps.edu.
|
|
Welcome to SY2022! We are excited to start the year by recognizing every single one of you for being the heart of our schools. It is your hard work and dedication that keep our schools running and our families engaged. Each month, the SOP recognizes clerks based on a nomination process and are highlighted in our Clerk Spotlight section of the Clerk Chronicles. School staff, administrators, and fellow clerks can submit nominations to the committee.
In SY21, we received 170 nominations from January to May where each nomination was reviewed. Thanks to your nominations and those of your colleagues, we were able to recognize 70 clerks across the district.
Link to Nomination Form here
|
|
Technology Hacks:
Clerk Community Google Group
|
|
Many of you might have heard about the Clerk Community Google Group. You may have heard that this is a place that exists for clerks to come together, ask and answer questions and provide a space for peer support and engagement. You may also have heard that the Google Group can sometimes include a lot of emails. We hope that the resources below will help you stay connected with your fellow clerks and also manage the emails coming through from the Clerk Community so that it does not interfere with your work.
Other Notes:
Staff from the District and your Network Executive Assistants will only be participating in the conversation in the following capacities:
To share pertinent information and updates from the District
To answer questions that might be directed at Executive Assistants or District staff
To clarify pertinent information/communicate information from the District
Resources:
|
|
The GMAIL app will also allow you to filter your emails into tabs just like on the desktop (find it in your phone’s app store). You can access your CPS email on your phone and separate the conversations that occur on the Clerk Community Google Group into a tab that you can visit on your time when it works for you.
In order to join the Clerk Community Google Group send an email to Ilana - irharrow@cps.edu and you will be added within 24 hours.
|
|
Important Note: All the materials developed through the Clerk Standardized Operational Plan are intended for informational purposes only. This information is meant to apply to the broad range of administrative roles in the school including those specialty roles (e.g., Attendance Clerk, Business Managers, Payroll Clerks, etc). Please take into account the fact that each Clerk is doing their work at their individual school as it pertains to the needs of that particular school and school community.
To be redirected to a printable version of this list, please click on the image.
|
|
We would love to include content in this Newsletter from Clerks. If you have information to share or a remote work/technology hack that would be helpful to others we welcome your contributions! Please email Katheryn Hudson, Damaris Alvarado, or Ilana Harrow at clerkcommunity@cps.edu
|
|
|
|
|
|
|
