School Office Monthly Tasks

Please submit additional tasks to ocs@seattlearch.org

August:
- New Teacher Orientation - Have teachers register and attend
- Update staff online data in - CSED (Catholic Schools Employee Database) CSED Help
- Edit CSED for Roles and Positions - Catholic Schools Employee Database
- AESOP Substitute Management information
- Edit "School Finder" at SeattleArchdiocese.org
- Continue working with parish leadership on .80 Report Indices of Vitality - Finances
- Locate resources to support Curriculum and Assessment this year
Review Emergency Plan: Lockdown, Fire, Earthquake
- Review Records Retention Schedule for Archdiocesan Catholic Schools and Archives
- Check hire dates and re-do staff background checks older than 3 years
- Faculty In-service: Review Personnel section and ask teachers to fill out sign-off sheet
- Apply for clock hours
- Confirm Safe Environment Participation and add sign off sheet to files
- Prepare for Government Programs consultation process
- Review School Handbooks for revisions and additions

September:
- Check new hires for background check and SETA compliance
- Practice fire, earthquake and lockdown drills (schedule for yearly practices)
- Send yearly student insurance letter. See new plan forms and information in My Desk>All OCS Forms>Student Insurance heading
- Prepare for Fall School Data Collection window: Sept. 19 - October 2 - located at My Desk>Tools>School Data Collection (School Data Collection Tool - NCEA)

October:
- Fulcrum Tuition Assistance Grants Program
- Christ in the Classroom Retreats occurring locally
- Annual Fall School Data Collection (NCEA) due October 2
- WCEA Annual Action Plan Progress Report - Elementary Schools
- OSPI - DOH Immunization Reports: All private schools and licensed preschools must report the immunization status of students by Nov. 1 each year per state law (WAC 246-105-060). Access the current report form here.
- OSPI Compliance: Enrollment & Staff Reporting: The memo will be emailed on September 30th; Application opens on October 3rd and will close on November 15th; Use enrollment as of October 2; all instructional staff and head of school must be reported; Make sure you “Submit” both enrollment and staff reports—“Saving” does not submit the report to this office. (Use EDS system - EDS (https://eds.ospi.k12.wa.us/login.aspx)
- Plan for emergency closures and notify all of procedures (See Snow Procedures)
- Begin teacher and staff evaluations (complete no later than March)

November:
- OSPI deadlines: Immunization (11/1) and Enrollment (11/15)
- Review Safe Environment Plan and set dates for student participation

December:
- Fulcrum Tuition Assistance Applications open - Fulcrum Grant in Aid
- Begin planning for Catholic Schools Week and registration for next school year

January:
- Fulcrum Foundation Tuition Assistance Grants Applications due early January.
- Principal submits packet to Elementary Pastor: Elementary Pastor Intent Packet
- Principal submits intent to OCS: Elementary Principal Intent Packet
- HS Principal submits intent to OCS: Secondary Principal Hiring Intent Packet
- HS Principal submits to HS Supervisor: Secondary Supervisor Hiring Intent Packet
- Evaluation Deadlines (Principal by Pastor): Memo
- Plan for new hires:Recruitment Timetable
- Begin 2018 - 2019 Academic Calendar Planning - Calendar due March 1
- Celebration of Light: Fulcrum Foundation
- Prepare for a wonderful Catholic Schools Week
- Plan March Regional Curriculum In-Service Day
- OSPI Compliance: Private Participation in Federal Programs: The OSPI online tool will open in February and will close in April. Selection of services provided by local public school districts from federal funds. ALL Non-profit schools must complete the form whether you will be participating or not - use EDS system)
- Service Awards: Memo from OCS
- Print Service Award certificates (if desired): Award Certificate Template

February:
- Edit CSED for Roles and Positions - Catholic Schools Employee Database
- Teacher Intent and Recruitment: Memo and Form
- Employment Issues: Memo
- Elementary 7th Grade Awards: Form & Memo
- Fulcrum Tuition Assistance deadline: Fulcrum Foundation
- Mid-winter Christ in the Classroom Retreats locally
- OSPI Compliance: Private Education Approval Bulletin will be emailed in February; applications need to be completed by mid-April for May approval and by mid- June for July approval.
- Festival of High School Choirs - Benaroya Hall

March:
- 2018-19 Academic Calendar due March 1st
- Resignation/Termination of Employment Memo
- Secure funding and apply for clock hours - Regional Curriculum In-Service Day
- Plan 7th Grade Recognition (if applicable) Outline and Certificate Forms
- NCEA Convention: NCEA

April:
- Online registration opens for New Teacher Orientation Registration
- Prepare 2018- 2019 Employee Covenants
- Federal Funding Consultation with local district
- Send Employee Termination Report to Office for Catholic Schools for all employees not returning

May:
- Submit Safe Environment compliance documents
- Prepare and collect signed covenants
- OSPI Private School Annual Approval Report - Final chance - due early June
- Spring Data Collection window - May 21- June 6
- Send student records to high schools

June:
- Edit CSED - Catholic Schools Employee Database and CSED Edit Tutorial
- Edit "School Finder" at www.SeattleArchdiocese.org
- Review Records Retention Schedule for Archdiocesan Catholic Schools
- 2018 New Principals' Orientation: Register and attend, if applicable
- Plan for School's Faculty and Staff In-Service Day in August
- OSPI Compliance: Weapons Reporting for 2017 - 2018 is mailed mid-May. Reports are due mid-July. This is a report of any weapons incidents at your school during the 2017 - 18 school year. The form must be completed even if you have no incidents to report. OSPI link
- Summer Budget Review: .80 Roll up Budget report to PAA then Archdiocese