ADMINISTRATION 02.3 AP.2
End of Year Checklist
Principal’s Name: ______
School: ______
Principals should collect all keys and District ID’s from personnel who will not be returning the following year. Due on Closing Day.
To be turned in to Director of Pupil Personnel (DPP)
___ / 1. Student transcript in IC finalized for graduated seniors (MCHS), due on ______.___ / 2. ADA/ADM and register reports for the year, filed in chronological order by month, (1-10), completed and signed in ink, due ______. Most are already on file in Central Office, make sure your school’s records are completed.
___ / 3. List of non-resident students (not living in county) validated/corrected in IC due ______.
___ / 4. List of all W codes validated/corrected in IC showing where they transferred to and whether or not a records request was received. Due ______.
___ / 5. List of all students by school and grade, who are retained or cannot be moved to next higher grade level. Due ______.
___ / 6. List of all T5’s by school, grade and homeroom, K-12, validated in IC, due on ______.
___ / 7. List of student dropouts, due ______.
___ / 8. Severe weather, fire, and lockdown documentation. Due ______. Fax to the Board office.
___ / 9. Any summer bus request due two (2) weeks prior to trip.
To be turned in to Maintenance Director
___ / 1. Summer maintenance request, due ______.___ / 2. Cleaning supplies for summer, due ______.
ADMINISTRATION 02.3 AP.2
(Continued)
End of Year Checklist
To be turned in to Director of Special Education (DOSE)
___ / 1. Due process folders of high school students exiting special education during the previous year, ______, for any reason, (example graduate, drop-out, transfer, returned to regular education). Folders for students who exited special education during the current school year, ______, must be kept at the school for one (1) year. Due______.___ / 2. Special education tracking forms for May, with all students listed for each case manager, due ______.
To be turned in to Secretary
___ / 1. Copy of all summative evaluation for Classified due ______.To be turned in to District Assessment Coordinator (DAC)/Extended School Service (ESS) Coordinator
___ / 1. ESS summer school staff list, due ______; must submit copy of SBDMC minutes that indicates personnel hired for summer school.___ / 2. FRYSC – updated inventory, maintain at center.
___ / 3. ESS budget proposal for SY 20____- 20____, due ______.
___ / 4. ESS summer school schedules, due ______.
___ / 5. ESS student data sheets need to be completed on-line by end of terms, due ______.
___ / 6. ESS summer school timesheets reimbursement request, as completed.
___ / 7. ESS interventions entered into IC under PLP section, due ______.
___ / 8. ESS regular term timesheets/reimbursement request, due to payroll immediately for processing. Make sure they are signed by employee and supervisor.
ADMINISTRATION 02.3 AP.2
(Continued)
End of Year Checklist
To be turned in to Supervisor of Instruction
___ / 1. List of SBDM council members and their phone number and email address, due ______.___ / 2. Copy of approved site based minutes for school year 20____ - 20____.
___ / 3. Program review submitted via email by ______.
___ / 4. Latest revised copy of your school’s Improvement Plan for school year 20____ - 20____. Progress notes in GMAP by ______.
___ / 5. Copies of growth plan for certified personnel for 20____ - 20____ school year, due ______.
___ / 6. End of year professional development documentation reports for all certified personnel for 20____ - 20____ due ______.
___ / 7. Updated school professional development plans for 20____ - 20____ school year, due ______.
___ / 8. Original 20____ - 20____ summative evaluations for applicable certified personnel, due ______.
___ / 9. Title I equipment inventory form, maintain at school.
___ / 10. Do you have all your Title I information for the past three (3) years? Maintain at school SBDMC has approved (May meeting).
___ / 11. List of EILA numbers and certificates for the past year demonstrating twenty-one (21) hours, due ______.
ADMINISTRATION 02.3 AP.2
(Continued)
End of Year Checklist
To be turned in to Finance Department
___ / 1. Certified personnel’s timesheets, classified personnel’s timesheets, any substitutes’ timesheets, sick leave affidavits, personal leave affidavits and ESS timesheets (signed by employee and supervisor) for dates 5/16 – 5/31are due May 30, 20____.___ / 2. Address and Phone Numbers:
List separately (certified and classified).
We do not change an address unless the employee notifies us, so it would be good to have everyone check their check advice on estub to see if it has the correct address on it. This address is used for your retirement statement and summer communications. Due May 30, 20____.
___ / 3. Please do not send a summer address unless the employee will not be receiving mail at the address we have on file now. This address is used on for those that are not at their regular address through the summer. Due May 30, 20____.
___ / 4. Classified timesheet dates: (5/15 – 5/31) *(6/1 – 6/15) *(6/15 – 6/30) due May 30, 20 ______(if not working, just note that and sign). If personnel are working after the last day of school, timesheets are due the 1st and 16th of each month.
___ / 5. Activity accounts in central office, due July 20, 20____. Two copies of annual report, cancelled checks, ledger. Paid bills and all other financial records for SY ______. List of all interest earned for SY______new accounts and/or CD’s.
___ / 6. Working budgets for student activity accounts for ______, due April 15, 20____.
___ / 7. Any invoices left outstanding should be provided by ______.
***Just a note: If an employee has changes made over the summer such as: last name, address, bank, rank change, etc., the Central Office needs to be notified.
Review/Revised:6/16/2016
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