Admin Assistant Extravaganza

LINK TO ALL THE ITEMS LISTED BELOW

Enrollment Inquiry Instructions:

Remote Enrollment: If we receive an inquiry by email, we send them the following documents. You can find them below or here.

Registration Instructions

After the inquiry and application phase, it is time for registration! Click here for the registration packet. We keep hard copies of the packets physically in the school as well.

Withdraw instructions

• 1. Receiving school: Write where the student is going

  2. Withdrawal/Graduation Date: Use the date the withdrawal was signed. (If they graduate, get personal email and post secondary plans. You will need email to contact them in the future for surveys and guest speaker spots and post secondary plans for state reporting.

The WITHDRAWAL Checklist Deep Dive!

• • Withdrawal Form Received from parent/guardian ______/______/______(You must get this from the parent/guardian even if they photograph and email you. If you are unable, at least get an email stating they are withdrawing so you have proof.

• Tech collected _____/_____/_____ (verify that all tech is returned, or you will need to send an invoice)

  • Cord & charger?

• Library Books Collected _____/_____/_____

• Staff Notified - send a quick email letting the staff know the student withdrew

• Attendance record printed (take a screenshot of the Attendance & Discipline section of the SIS or create an attendance report from that screen)

• MC2 file is archived - with the inactive students in fireproof cabinet

• Green card archived - put with MC2 file

  • Don’t forget copy in the trek binder

Student is archived in the spreadsheets for:

• • Contact and enrollment (move tabs and complete additional fields)

  • Forms and immunization (remove from both tabs)

  • SIS

    • 3 screens

    • archive/lock user(s)

  • Master Attendance (advisory and rosters updated)- black out and then remove at end of trimester

  • Master Class Roster (move to inactive tab)

  • Blank Attendance (remove)

  • Promo tracking (move to inactive section)

  • Birthday list (if it’s still a thing) (remove)

Click here for Withdrawal Checklist

Address and Name Changes:

If a student moves but is still enrolled, follow these steps:

1. Change address on the Emergency Form

2. Change Address on the Registration form (write the date of change)

3. Change the address in ALMA on the “BIO” screen for both student and parent

4. On the “Enrolled” screen, put in an exit record using W12.

5. On the “Enrolled” screen, put in an entry record using R12 and the day after the exit date of the town and update “Town and District Responsible” in the “Reporting” tab in ALMA.

6. Change address in any spreadsheet you may have contact info listed.

If a student changes:

1. Phone numbers: Change in ALMA, spreads, and notify advisor and Chris of number change.

2. Parent email address: Change in ALMA, Spreads, Google contacts and notify advisor and Chris of change.

3. Legal Name: We notify the sending school district so they can change the information in their system (otherwise the student ID numbers will not match and credits will be lost.) Once they've made this change, we correct in ALMA.

STAFF CHANGES: Have the staff person fill out the change form and get it to the business office ASAP.

Communication to Parents

There is a lot of communication with parents and learners throughout the course of the school year. Attached is a folder we created that has some common interactions with families that we will use quite a bit.

Click here.

Master Class Roster

Even though we have ALMA, we like to keep a Master Class Roster spreadsheet so we can see past studios and projects for every student.

Business Office SOPs

Please review below:

Zoho

ZOHO is how we bill for Para hours. Read this first. Here is the process and a few helpful hints:

1. The school leader or head of SPED will release a spreadsheet to you.

2. Enter the hours as soon as you can (the business office bills the districts every other week (I think)

3. Before you start it is helpful to download a copy of the spread (that you can mess with) and hide the rows/columns that are not going to be referenced when entering the data. Category of data:

   1. Shared Para hours: you just need the total hours per day (no matter how many folks work with the student)

   2. Case Management/SPED Consult

   3. SPED Teacher/Specialist

4. Enter all the data and print the report for the school leader/SPED Director to approve (they should notify the business office of the approval)

5. File the signed report with the time sheet copies.

• Every time the student has a new service, it has to be entered on a new line. So if a student has shared para, case management, & reading specialist all in one week, they will have 3 different lines in that weeks report.

New Hire

New Hire Checklist

LINK TO APPLICATION

SEND THESE THINGS TO BUSINESS OFFICE:

CRIMINAL HISTORY RECORD RELEASE FORM (Needs to be Notarized)

• • The candidate can get fingerprinted by us or at the local state police barracks

    • IF YOU HAVE NOTARY & FINGERPRINTING ONSITE - send the fingerprint card and notarized form to the business office to be paid & submitted.

    • IF THERE IS NOT SOMEONE ONSITE WHO CAN NOTARIZE - they should bring the form to their local bank and get it notarized.

    • IF THERE IS NOT SOMEONE ONSITE WHO CAN FINGERPRINT – They should call Concord to set up appointment. 223-3867. Follow prompts to chose the correct office. Location of office in Keene is by Michael's Arts & Crafts.

      • They should inform you of the appointment day and time

      • They need to bring the notarized form to their appointment.

      • They should return the receipt(s) after being fingerprinted and you will send the notarized document and receipt to the business office to be paid.

DMV Release of Motor Vehicle Records (Needs to be Notarized on back)

• • Only fill out these areas:

    • “Step 2”

      • First names

      • Middle Name

      • Last Name

      • DOB

      • Drivers License ID

DIRECT DEPOSIT FORM: attach voided check

I9: Bring acceptable documents to the school to be copied

SECOND INJURY FORM

W4

Contract (for a signed copy – send 2 originals) – WILL COME FROM HEAD OF SCHOOL OR CEO

KEEP THESE THINGS ONSITE:

PHOTO/VIDEO RELEASE

VOLUNTEER DRIVER CHECKLIST

• • Fill out the information below the trip information section and submit a copy of their policy showing liability amounts.

    • If liability amounts are below the required amount, they can only drive the school van, not their personal vehicle

  • Provide a copy of their drivers license (if not already done with I9)

EMERGENCY CONTACT FORM

• BIO: New hire should submit a short Bio (via email) and picture for the website

ADDITIONAL TASKS FOR SETTING UP NEW EMPLOYEE:

• Give new hire a copy of the pay periods and timesheet for current period

• Fill out Password list & Things to know

• Assign home base

• Add to group email list

• Add to staff contact list

• Create a mailbox tray

• Contact leadership to set up with SafeSchools, Think Kids and any other webinars needed

i4see

This is where all of the state reporting takes place. Click here to see detailed instructions for EACH state report, how to navigate i4see, and info on SATs.