COVID-19 School Closures

Employee Information

We hope that you are taking care of yourself as I know during these times we worry about others and forget to worry about ourselves.

If at any time, you start to feel ill (flu-like symptoms, fever, aches, shortness of breath) please contact your health provider.

Please see information below for commonly asked questions. Additionally, principals and department head information is located at the bottom of this document.

Revised: 3/23/2020

INSTRUCTIONAL EXPECTATIONS

How can CCSD educators help provide instruction to students?

We realize that administrators and teachers have a passion for educating students and finding ways to support our students during this time. With that said, we have to ensure principals are still working within the district regulations. If you are thinking outside the box, please reach out to your supervisor before taking action (donating technology to outside entities, providing access to students throughout the day, allowing others to use your campus for community outreach, etc.).

What if an educator wants to provide required assignments to students while working from home?

The instructional resources available at ccsd.net will be utilized. These instructional resources are also available in paper-pencil format at the Clark County School District (CCSD) food deployment sites throughout the valley. As every school community is unique, schools may choose to have additional options for delivering instruction, which may include, but are not limited to, Google Classroom; Canvas; and other school-site platforms currently used at individual schools, as existing log-in access exists for most students. At this time, instructional resources provide an opportunity for students to engage in learning opportunities to practice concepts and skills; therefore, these practice opportunities should not be graded.

What are teachers expected to be doing while at home working?

During the school building closures related to COVID-19, it is expected by Nevada Department of Education (NDE) that each student is contacted by a licensed teacher or licensed substitute vacancy teacher at least once per week.

Principals should coordinate and complete the following:

● Tracking contact with students to promote students’ engagement with instructional activities, which will be documented through Infinite Campus utilizing the Teacher Contact Log. Contact with students may be done through CCSD Google e-mail, telephone calls, or progress demonstrated through a learning management system. *Employees must adhere to CCSD Regulation 4100, Relationships, Interactions, and Communications between District Employees or Representatives/Volunteers and Students.

● At the middle and high school levels, in which teachers may have high student numbers, NDE recommended that schools consider dividing student outreach among all licensed teachers, rather than strict adherence to each teacher’s own student roster (i.e., 3rd period teacher).

How are students receiving learning opportunities from the District?

Please encourage families to visit ccsd.net for Student Learning Extension Opportunities or one of CCSD’s food sites around the District to pick-up the District packets. The sites are open Monday - Friday from 8 a.m. - 11 a.m. and a full list may be found at ccsd.nutrislice.com.

Should educators continue to take attendance during this current school closure?

Attendance procedures are as follows:

During the school building closures related to COVID-19, it is expected by NDE that each student is contacted by a licensed teacher or licensed substitute vacancy teacher at least once per week. Principals should coordinate and complete the following:

● Tracking contact with students to promote students’ engagement with instructional activities, which will be documented through Infinite Campus utilizing the Teacher Contact Log. Contact with students may be done through CCSD Google e-mail, telephone calls, or progress demonstrated through a learning management system. *Employees must adhere to CCSD Regulation 4100, Relationships, Interactions, and Communications between District Employees or Representatives/Volunteers and Students.

● At the middle and high school levels, in which teachers may have high student numbers, NDE recommended that schools consider dividing student outreach among all licensed teachers, rather than strict adherence to each teacher’s own student roster (i.e., 3rd period teacher).

LICENSED PERSONNEL TIME TRACKING

Do licensed personnel need to fill out timesheets during the current school closure?

Starting Friday, March 20, at the request of NDE, licensed personnel and vacancy substitute teachers that are continuing to be paid should be working virtually every weekday and recording their start and end times on the sheets (i.e., google forms). There are two different google forms that your school principal will provide to their staff by email that need to be filled out during work days, one for AM and one for PM.

Please understand, these records must be kept and schools may need to submit them in the future.

I am a licensed personnel and I worked during the current school closure during the week of March 16 - 20, 2020. Should I log that time worked as well?

If licensed personnel worked other days doing anything school-related, they can go back and record their time for those days.

DAY-TO-DAY TASKS

Should I allow my SOT OR PTA group on campus?

Non-essential meetings should be put on hold for now.

Should I allow CCSD Facilities or cleaning crews onto my campus?

Yes, facilities crews and cleaning crews need access to your campus to provide their designated services.

Do I need permission to go back to my assigned school to grab items from my classroom/worksite?

We understand emergencies may arise where faculty/staff may need to enter school campus. If faculty/staff return to their school, alarms must be disarmed/rearmed when entering and exiting the school campus. Faculty/staff must also log their time on campus on the after hours log document. Please adhere to the social distancing recommendations as well.

What will happen to any classroom pets?

Please work with your school administration to pick them up and take them home.

Will I need to throw away my supplies once I return to my classroom?

Supplies in your classroom do not need to be thrown away, as the virus would not live on any item for the entire time we are away from the school setting.

STUDENT SERVICES

How are Free-Reduced Lunch students being fed during the closures?

CCSD Food Services has set up food distribution pods at more than two dozen locations throughout the District to provide breakfast and lunch to students. CCSD is also working with other community organizations, including Three Square Food Bank, The Just One Project and Station Casinos to provide additional food distribution for families throughout Clark County. You can find more information about the food distribution sites by clicking here.

Can employees deliver meals to students?

At this time, this is not being recommended as we have many different food sites.

When will third quarter report cards be available?

Grades will be available to students through the Parental Portal. Upon return when schools reopen, parents can request a printed copy of their student’s report card.

What is being done to provide mental health services for students in crisis during the school closure?

SafeVoice is still monitored even during school closures. The District continues to work with the NDE regarding SafeVoice tips as we realize students still may require support during the school closure period. Principals and other employees on the response teams are asked to continue to respond to SafeVoice Tips as required.

Will fail-safe letters still be distributed to students not on track to graduate?

Letters are scheduled to be sent to students and families by April 3, 2020. The District intends to still update seniors not on track for graduation by using information for student progress as of March 13, 2020, as done in the past.

Principals and high school counselors will be provided more guidance and information on adjustments to the wording due to the closure. As for mailing them, school mail is not running due to the closures so schools will need to make arrangements to mail them through regular postal service. If this is an issue please contact region leadership.

HUMAN RESOURCES-PAYROLL

How is the hiring and transfer process being managed during the closure?

At this time, prospective employees are still able to apply for open positions. Due to the scaled-back operations of the District, the processing of those applications may be slower than normal.

In-person interviews are not allowed at this time, so principals and other administrators must conduct phone or Skype interviews with job candidates.

How is the closure impacting the pay of substitute teachers?

Substitute teachers who are currently filling a continuous vacancy will be paid from Monday, March 16 through Friday, April 3. Certified teaching tutors will be paid for their normal assigned hours.

Site administrators and office managers are asked to submit time accordingly.

Are prep-buyout payments still being processed for the closure period?

Permanent prep-buyouts (preps sold for the year) should continue to be paid.

How does the closure impact the status of employees on Family-Medical Leave or other types of leave?

Starting March 20, 2020, for licensed professionals and March 23, 2020 for all other employees, the closure does not impact the status of employees on FML or other leaves. Since all employees are required to be working beginning these dates, normal leave procedures apply. Specific questions should be directed to the Compliance department (FML team) in Human Resources.

EMPLOYEE SERVICES

How is CCSD communicating changes in regard to the COVID-19 closures with employees and parents?

Parents are receiving regular ParentLink messages from Superintendent Jara. Additionally, employees are receiving updated information through their work email.

The Communications Office has compiled parent messages and other critical information on a special website that is accessible through the ccsd.net homepage.

What options are available for essential employees who cannot work due to illness or concerns for family members’ health?

Employees who cannot work due to illness or concerns for family members’ health should utilize their normal leave procedures (requesting available leave e.g. sick leave, vacation leave, personal leave, etc.). Non-paid leave and FML may also be available options.

What is the status of teachers’ applications for supply money?

We are hoping to have the deadline extended but are waiting for an answer from the state.

What is the status of employee discipline investigations?

If you have any questions regarding Employee-Management Relations during the closure, please contact Mollie Hall or Chris Greathouse via email.

PRINCIPAL’S - DEPARTMENT HEAD NEED TO KNOW

Schools and administrative offices have been officially closed. We want all people to complete tasks at home to the fullest extent possible. With that said, there are essential tasks that have to be completed and may require staff to come to schools/worksites.

Please ensure you always ask them if they feel comfortable coming to the school and if they do not you cannot direct them to come. In these situations, if you have another person that can complete the essential task, call upon them and if not, please reach out to your supervisor for guidance.

  • Principals are asked to check on their schools daily. We do not expect principals to go inside the building, but if you see anything suspicious, please contact CCSD Police at (702) 799-5411 and your direct supervisor.

  • Please ensure someone is completing the essential task of listening to and responding to messages on the main number at your site.

    • If for some reason someone set up the phone so messages cannot be left, please have that changed because we do need to respond to concerns and calls coming into schools.

  • Please advise office managers to suspend deliveries to your campus, if possible.

  • Ensure that pre-scheduled ParentLinks and emails that invite parents to any events on your campus during the closure are canceled.

  • Operations is working to get all extra food removed from campuses.

Banking

It is important to ensure essential bills are paid, which may require that your bankers spend time on campus as needed to complete these tasks. Some schools are in the process of issuing refunds from trips. Even though not essential, if you and your staff want to complete the task it is your choice.

If the banker does not feel comfortable coming to the school please let him/her know they need to do what they can from home through telecommuting and then you determine if you have a back-up willing to assist to help meet the essential tasks.

If you do not have a staff member willing to go to the school and need assistance please email Diane Bartholomew.

Please always remind anyone that volunteers to come to the school to work that they must maintain the six-feet social distance and follow all CDC guidelines.

Brinks can be scheduled for pick-up should you have cash that you cannot secure in a safe. This will require that the appropriate personnel be on campus on the day of the scheduled pick-up. Please contact Ann Walters to schedule the pick-up.

Hiring

It is vital that we all stay professional with one another and ensure if we hire a teacher or staff member from another school that we send an email to the principal.

Ineffective Evaluation Information

Ineffective evaluations ONLY are due Friday, March 20, 2020, but teachers are not coming into the building to sign. As stated yesterday, if you have not discussed the appraisal with the staff member you need to email them a copy and discuss the evaluation on the phone. If you have not already obtained an employee's signature on his/her evaluation, please mail the completed evaluation (postmarked by Friday) to the employee via both certified mail and regular mail. In each mailing, include:

1. two (2) copies of the evaluation

2. a self-addressed, stamped envelope; and

3. the attached (completed) cover letter

It is critically important to meet with each employee as soon as possible when they return to work to review the evaluation. In the meantime, the date of mailing will be considered the issuance date of the evaluation, regardless of whether the employee signs for receipt of it. Submit ineffective evaluations by Friday, March 20, 2020, even if they don't have the employee's signature.

Evaluations

At this time, we do not have final answers on the SLG's. As for minutes of evaluations, all cycles were to be completed by February 21. Reach out to your supervisor if this is an issue.