August 30, 2023 edition

Shout Outs

Share appreciation and gratitude for a fellow CIS employee. Giving a shout out is a great way to recognize an individual or group for their extra effort and talent, and to contribute to a culture of appreciation, community, and kindness.  

Nominate someone for Employee Excellence. Click here for the form and here to learn about employee recognition & appreciation at CIS of Central Texas. 

Annual Budget Overview

I'm excited to introduce our annual budget overview video, which has become an essential tool in sharing our financial strategy and guiding principles with all of you. This video provides valuable insights into our budget development process and sheds light on the intricate details of our financial planning. Our aim is to foster a deeper understanding of our financial initiatives across the organization. By engaging with this video, you'll gain a clearer perspective on how our budget aligns with our goals and objectives, and how it supports our mission moving forward.

To streamline the process of addressing any questions that may arise from the video, we have provided a dedicated form that you can access through the link provided here. This centralized approach will ensure that we can collectively respond to inquiries and provide accurate and consistent information.

Thank you for your continued engagement and dedication to our organization's success. Let's take this opportunity to enhance our shared understanding of our financial journey.

Budget Video Link: Click here

Budget Clarifying Questions Link: Click here

Salary Notification Forms will be emailed to campus- and site- based employees by the end of the day Friday, Sept. 8. HR will communicate with Central-based employees and ask you to stop by Tonnyna’s office to sign the form or contact her if you prefer the form be sent to you by email. Signed notification forms are due back to Tonnyna in person or emailed to [email protected] no later than Friday, Sept. 22. 

Finance Department Updates

Hello CISCT’ers

A brief Divvy budget update: FY23 budget ends Thursday 8/31 and FY24 budget begins Friday 9/1.

The finance team will be working hard on Friday to update all the Divvy budgets on Friday. As such, please check your Divvy page before making any purchases to confirm your budget is ready to go. We anticipate having all budgets ready by end of the day Friday. Should you have any questions or issues, feel free to contact Veronica at [email protected] Thank you for your patience during the transition.

HR Department Updates

July & August Timesheets Are Due! Plus, Time Reporting Schedules for 23-24!

Last Time Reporting Period for 2022-2023: As we close out the 2023 fiscal year, there is one more time reporting period to complete. All time and leave entries for July and August should be entered and submitted by the end of the day on Friday, Sept. 1^. Supervisors, please review and approve timesheets by the end of the day Tuesday, Sept. 5.

New Time Reporting Schedule for 2023-2024-: click here for the semi time reporting period schedule and click here for the monthly time reporting period schedule beginning Sept. 1. There is a schedule for staff who are paid two times each month (Semi) and one for staff who are paid once each month. Remember…staff who are paid two times a month have two time reporting periods each month. Pro tip: Take a few minutes now to enter the recurring timesheet due dates in your Outlook calendar to avoid any surprises later. Outlook will even let you set reminders! Your timesheets are an important component of program and admin audits and contract monitoring all throughout the year. Thank you for submitting them correctly and on time each reporting period. 

The "Caught Being Kind" Recognition – a heartfelt nod to the countless acts of compassion and kindness woven into our workplace tapestry. From the simplest gestures to the grandest displays, each instance of care creates a ripple that fosters a culture of warmth and support. This recognition isn't just about noticing the big moments; it's about celebrating the little pockets of humanity that make our workplace truly special. Let's spotlight those who infuse kindness into our daily interactions, reminding us all that even the smallest acts can have the most significant impact.

The recipient of the "Caught Being Kind" recognition is Gabbie Vargas, serving as the Program Manager at Martin Middle School. During a recent meeting with AISD leadership, a remarkable account came to light concerning Gabbie's exemplary kindness. It was shared that she extended a warm and inclusive welcome to a new AISD administrator, fostering an environment of support and camaraderie. Gabbie generously offered her workspace and resources to this individual, a gesture that significantly contributed to the administrator's seamless integration during their inaugural week in the position. A poignant quote from the meeting resonated: "As a former CIS student, Gabbie provided me with the same sense of recognition and worth that I experienced during my student years." Gabbie's unwavering commitment to this ethos is sincerely appreciated, as she embodies the spirit of #BeingAllInForKids. This recognition underscores her exceptional kindness and dedication.

2023-2024 Committees

Through committees, we create spaces and opportunities for employees to bring their authentic, personal, and professional selves and ideas to the workplace in an environment that elevates the work of Communities In Schools of Central Texas. There are three types of CISCT committees: Standing Committees perform an ongoing function on behalf of the organization. Members of these committees provide operational support for the organization by implementing programs or by managing an administrative process in a greater agency leadership capacity. Affinity Committees connect team members who share common interests such as beliefs, ethnicity, gender, nationality or sexual orientation and wish to create an atmosphere of inclusivity. They provide professional development through resource sharing, mentoring, volunteerism and community involvement. Select Committees are developed to study a particular issue on behalf of a larger group. Committee membership usually is composed of staff whose professional work aligns with the specific issue or policy being reviewed or developed. Members of these committees provide exploratory work, develop an administrative system, recommend the development of specific policy(ies) or review a specific policy(ies).   

Please use the online form to either submit a suggestion for a committee we should have this year, and/or to volunteer to Co-Chair a committee. Deadline for this step is Sept. 11^th

Our committee recruitment period when all staff will be invited to sign up for a committee will be from October 4-20^th

Below are a list of the committees we have identified so far.

Please send any questions to April Clark, [email protected] or Debra Joiner, [email protected]. 

AISD Deadline Extension for STAAR EOY Assessments

• AISD is currently updating eCST and remapping all of the data integrations; we've heard from the district that STAAR scores will not be accessible through eCST until the end of August. If you are a PM working in AISD, your deadline for entering EOY STAAR assessments on your final participant list is extended to Friday, September 8th. We are required to submit final outcome data to TEA by mid-September, so please be timely in your data entry so that PMD can complete final outcomes in CIS-NAV by the deadline.

Tips for Working in the Final Participant List

• Save a copy of the BOY Assessment Lookup sheet to your OneDrive; you will then have full access to the sheet and not have to wait for others to stop using it to lookup your students' scores.
• If you have more than one assessment to add for a student, you can add a row to your workbook. Instructions for this are in #5 in the Final Closeout Instructions, and it's also covered in the video walkthrough linked in this section.
• A link to the Final Closeout Instructions has been added to Apollo for easy access!

Reminder: Sign up for an Apollo 102 Session (Logging Services)

• You can sign up for Apollo 102 through Auzmor Events. Search by keyword 'Apollo', then click 'View All' to see all sessions available. If you can't see the sessions, please contact IT for support; you may need to switch to classic view to be able to see events. Thank you to those who have already attended a session!

PMD Supports Available

• PMD Office Hours will start the week of August 14th and will be Mondays 3-4pm and Fridays 8-9am via Teams.
• Email [email protected] if you need support, have questions, or have a feature request/suggestion.
• (NEW!) Apollo FAQs is a new document that contains answers to commonly asked questions. PMD will update this on a weekly basis. 

MH & W Department Updates

Internship Program

Hello Field instructors and Task Supervisors. The internship season has kicked off with an in-person training. The MHW team presented information about the agency, provided an overview of the SHAW and how it informs goals and service plans. We also reviewed individual strategies to build rapport and teach skills, discussed group dynamics and had an overview of Apollo by Amanda with PMD. There are additional resources for the interns in a new TEAMS channel titled, “CIS Intern Resources.”

A more in-depth Apollo training for interns was be held on Tuesday, August 29^th from 9:30-11:30 at Central, in the community room. A recording will be made available for anyone who could not attend."

We have updated the “Internship” Channel for field instructors and task supervisors. There are two recordings for your viewing: Teaching Tomorrow’s Colleagues Part 1 and Part 2. Please watch these by September 1^st. They are very short and give an overview of the onboarding and off boarding process and requirements and best practice recommendations.

This is a new, to us, process so we will have an opportunity for you to give us feedback to improve for next year.

The Internship Channel also has a calendar with relevant dates for field office hours, intern trainings etc. Please be sure to check it. The internship Channel is also a place to ask questions of our team as well as other field instructors/task supervisors.

FI and TS: Mark your calendar for the Field Instructor and Task Supervisor Appreciation luncheon and feedback session – May 8, 2024 from 12:00pm – 2:00pm at Central in the Community room.

Thank you for taking on the extra commitment of teaching our future colleagues!

MH&W Counseling Program

The MH&W counseling team will hold a virtual meeting on Friday, August 25^th from 1:00pm-2:30pm. All staff who work with targeted campuses have received a calendar invite. We are looking forward to the opportunity to serve your students and families.

MHW targeted campus PMs, PDs and Sr. PDs: Mark your calendar for the MHW Counseling Appreciation Luncheon and Feedback session, May 15^th from 12:00pm-2:00pm at Central in the Community room.

Individual case consultation

If you would like to discuss strategies or problem-solve related to your work with a student, please reach out to the MH&W team by email at [email protected]. Please put your campus name and case consultation request in the subject line. Please do not put any identifying student information in the subject line. Do not include the student’s name in the email. Helpful information would include:

Age and grade, ethnicity, other relevant characteristics, presenting concern, strategies tried, and your key question.

A MH&W team member will reach out to you within 1-2 school days.

Bilingual Case consultation – The MHW team is working on scheduling this resource for staff who are providing services to students and families in Spanish. More details coming soon.

Menu of Interventions Reimagined - Apollo

An overview of the MH resources in Apollo, originally scheduled for the October LLCs, will be rescheduled. More information coming soon.

MH Training

MH training is listed on the agency calendar. Each training will be added to Auzmor for registration within the next couple of weeks. Some courses have pre-requisites which will be noted in the description. 

Save the dates:

• Fall 2023
• Crisis Protocol deep dive (elementary) - September 13^th, 10:00am-12:00pm – Central (Session for secondary TBD)
• Strategies to engage students to meet behavioral needs – October 11^th, 10:00am-12:00pm – virtual
• Lunch & Learn: Health coping and self-care for the professional – November 8^th, 12:00pm-1:30pm – virtual
• Practical Applications of Ethics in School-Based Mental Health Services, Part 2 – December 8^th, 1:00pm-4:00pm – virtual
• Spring 2024
• Crisis Protocol deep dive – TBD
• Advanced Sand Tray and Play therapy techniques – February 14^th, 10:00am-12:00pm – Central
• Advanced Group Work and Art therapy techniques – (tentative) March 20^th , 10:00am-12:00pm – TBD
• Lunch & Learn: Therapeutic gaming basics – April 10^th, 12:00-1:30pm - virtual

Campus Visits 2023-24

CISCT hosts four Campus Visits during the school year to provide an immersive experience by connecting prospective and key stakeholders with the CIS mission through first-hand accounts of students, CIS staff, and administrators. Stakeholders include donors, advocates, and volunteers. The Campus Visit is NOT a fundraiser. 

This year we are introducing the opportunity for Program Managers to nominate themselves or Program Directors to nominate their Program Managers to host a Campus Visit. Click the link below to learn more about Campus Visit criteria, see the dates selected for 2023-24, and nominate a Program Manager.

“Our Campus Visit was exciting! I was a bit nervous at first. But the Development Team was always available for my questions and made it easier with their planning guidelines. And my students had a blast as panelists and greeters. Having lunch delivered to them on campus was a bonus!”-- Emelda Hinojosa Hays CISD

Campus Visit Host Nominations

The "I See You" Recognition – a celebration of extraordinary teamwork that goes beyond the call of duty. This is more than just acknowledgment; it's a salute to those who unite, rise above, and conquer challenges together. When individuals fuse their efforts, the extraordinary happens. "I See You" is our way of shining a spotlight on the teams that redefine collaboration, turning aspirations into achievements.

This week, the recognition is awarded to the Development Team for their outstanding performance. They managed to exceed the agency's largest development stretch goal on August 21st. This accomplishment was a result of meticulous planning, vigilant monitoring, and seamless teamwork. Achieving such a significant stretch goal requires a high level of coordination, communication, and mutual support. The "I See You" recognition not only highlights the Development Team's achievements but also serves as a reminder of the potential that teamwork holds in realizing ambitious objectives. 

Your CIS Partnership Department brings you this FREE 1 CEU Training by our wonderful partner, Wonders & Worries:

Supporting Children & Teens Through a Caregiver’s Journey through Serious Illness or Injury.

Details:

Friday, September 22^nd 1-4pm CST

This will be a hybrid event with training, hands-on activities to practice, and guidance about how to best utilize Wonders & Worries. Both in-person and virtual participants are eligible for 1 CEU.

• To attend IN PERSON (available only to CIS Staff) at LifeWorks East in Austin, RSVP HERE - 45 seats available.
• To attend VIRTUALLY RSVP HERE. Please feel free to share this virtual RSVP with your school network – nurses, counselors, parent support specialists, etc.

Certified Child Life Specialist Presenters:

• Jordan Harbin, BA, CCLS, Wonders & Worries Outreach Manager  
• Jacquelyn Rebecek, MS, CCLS, Wonders & Worries Program Manager—Austin

Participants will:

• gain an increased understanding of how a serious illness in the family can impact children.  
• learn specific skills regarding helping children understand the diagnosis, treatment, and symptoms. 
• be able to discuss and implement tools to help children cope with the impact of having a parent with a serious illness in their lives. 
• engage in the following activities, modeled by facilitators: cancer education activity, feelings activity, coping activity & hope/resiliency building activity.
• learn about Wonders & Worries free services for families, and how best to engage their services for youth & families.

Please reach out to Lindsay Razzaz ([email protected]) with any challenges registering for this event. Thank you!

"Meet the Authors: Self-Care Toolkit for Hispanic/Latinx Mental Health Professionals Working with Hispanic Latinx Populations" 

September 7, 2023 1:00 pm ET

Join us for an insightful and interactive webinar where you'll have the opportunity to meet and engage with the authors of a self-care toolkit that is tailored for mental health professionals working with Hispanic/Latinx populations.

The toolkit can be used by psychologists, social workers, counselors, clinic staff, interpreters, outreach workers (promotoras), peer navigators, and other advocates in the community. The content of this toolkit will focus on particular considerations for Hispanic/Latinx mental health professionals working in settings that service Hispanic/Latinx populations, as these providers face additional challenges when taking on the role of cultural and linguistic broker.

This self-care toolkit will increase your awareness of the negative consequences of mental health work and will help you plan self-care activities that align with your values and lifestyle. The toolkit also contains resources to help you measure your levels of stress, identify your values, and select self-care activities to prevent burnout. 

Meet the authors: Drs. Juventino Hernandez, Bianca Villalobos & Enedina Enriquez. 

Click here to Register 

Congrats this weeks Winner of a Starbucks card is Gabbie Vargas!

Program Manager Asia Eblen and Higher Education Coach Vanessa Montoya at Akins High School back to school night. 

April Clark and Debra Joiner attend weekly meetings with the project team working on the new CIS Central Office and Training Center. Pictured is April Clark with a few members of the team on-site this week. 

Giselle Dall'Orso, PM at Navarro HS at Back-to-School Event on campus. 

Communities In Schools of Central Texas surrounds students with a community of support, empowering them to stay in school and achieve in life.