Playbook | September 2023

September 2024

To Dos

  • 09/01: Induction: Make sure that all 1st year Non-traditional ("Waiver") Teachers have been assigned a Mentor. 
  • 09/01: PBIS Schools: School-wide plans should  be uploaded in your shared folder by September 1st.
  • 09/01: PowerUp Your Learning: Communicate instructional expectations and distribute devices no later than August 30 for the September 3rd PowerUp Asynchronous Learning Day. Click here for detailed planning guidance. 
  • 09/01: Child Find: Teachers should submit their Child Find Checklists to you by September 3, 2024. Additional information on Child Find is located within this module. 
  • 09/06: 20-Day Letters: Send 20-Day Letters to students who have been taught by a non-certified teacher since the beginning of the year. Generate letter through PQ ESSA. Send a copy of the letter to HR by Thursday, September 7th.
  • 09/08: Contributing Professionals Timeline: PSC Professional Learning Goals should be completed by September 8th. See Contributing Professionals Timeline Download Contributing Professionals Timeline.
  • 09/10: Federal Programs: All school websites should be updated by today to include the items below. These items should be posted under the Parents Tab. Please contact your Federal Programs support personnel for additional support. Click here Download here for guidance.
    • School-Parent Compact
    • School Parent and Family Engagement Policy
    • District Family and Parent Engagement Policy
    • Parent Right to Know Letter (signed by the principal)
    • Complaint Procedures
  • 09/11: First Responders Appreciation Day: All schools will observe First Responders Appreciation Day (see HB373 Download HB373) and follow the RCSS Policy IKD-R by observing a moment of silent reflection at 10:03am for 30 seconds. The moment of silence may be announced over the intercom by a school principal or designee. See IKD-R Download IKD-R. 
  • 09/15: Cyber Security Maintenance: Last day for employees to change passwords. See email from Carolyn McCord.
  • 09/15: Child Find: The review of completed checklists should be completed no later than September 15, 2023. Click here for more information.
  • 09/15: Progress Reports: Send home Fall Semester Progress Report #1. Click here for Progress Report Guidance.
  • 09/16:  Accountability: Submit School Council Member List Links to an external site. to Accountability by September 16th
  • 09/18: ES and MS FEV: Individual School Program Designs for elementary and middle schools are due to FEV by September 18th. Ensure your FEV Program Design meeting with FEV partners has been scheduled prior to this date. For more information, Review monthly reminders. 
  • 09/18: Celebrate Constitution Day: Resources are available for social studies teachers in Canvas. Click here Links to an external site. for observance ideas. (See RCSS Policy IKD-R Download RCSS Policy IKD-R)
  • 09/18-10/06: Parent Conferences: Collect parent conference statistics during the Fall Parent Conference Window from September 18-October 6, 2023. Conference Statistics Links to an external site. must be submitted by October 13th.
  • 9/19-10/2: 10-Day Window for FTE: Monitor your student attendance for the 10-day prior student attendance window September 19th-October 2nd. You can monitor this in USHA. If possible, plan spirit days, fall pictures, or other high student engagement activities for some of the days. Reminder: students must attend at least one day in the 10-day prior window in order to count for FTE.
  • 09/20: Student Advisory Council: Selected Middle and High School Students should submit their applications for the Student Advisory Council no later than September 20th. For more details and a copy of the application, click here.
  • 09/20: Transportation: Bus Evacuation Drill Assurance forms due to Transportation by September 20th.
  • 09/20: Cognia Self-Assessment: With your leadership team, complete the self-assessment in your Accreditation course Links to an external site.. Upload any self-selected, exemplary evidence your school would like to share. 
  • 09/21st: Admin Meeting: Attend the monthly Leveraging for Excellence Administrator's Meeting from 8:00-5:00 on September 21st.
  • 09/22: Child Find: Statement of Assurance form should be submitted electronically to Dr. Gina Hudson no later than September 22, 2023 Statement of Assurance 23-24.pdf.  Download Statement of Assurance 23-24.pdf.  Click here for more information.
  • 09/25: Safety: Complete your Armed Intruder Drill (Lock Down) and log the drill into Navigate Prepared and the portal School Intruder Alert Drill Reporting (juvare.com) Links to an external site. by September 25th. No fire drill is required for September.
  • 09/27: World School Milk Day: Support World School Milk Day on Wednesday, September 27, 2023.  NOTE:  School Nutrition Managers will receive promotion information to share at their monthly managers meeting on September 5th.
  • 09/28: PBIS Schools: Complete the Self-Assessment Survey by September 28th. Please reference your email from Kourtney Bell for more information.
  • 09/29: Textbooks: Discard all surplus textbooks, consumable materials, and library books in the Gaylord boxes provided by September 29th. Your media specialist has received specific guidance for discarding materials. Notify Thad McKinnie when all Gaylord boxes are full.
  • 09/29: Induction: Mentor/Mentee Assurance Form Download Mentor/Mentee Assurance Form due September 29, 2023. Mentors will upload the document in the 2023-2024 Mentor Canvas Course.
  • 09/29: Impact Aid: Prepare to receive your Federal Impact Aid cards by September 29th. Create a plan for distributing your cards on the first Tuesday in October, FTE Count Day.
  • 10/02: ES and MS FEV Tutor Launch Date: Grades 3-8 targeted tutoring launch date is October 2nd. High Schools will inform students of on-demand tutoring availability offered by FEV Tutor. Review monthly reminders.  FEV Incentive Kits will arrive at your school prior to October 2nd.
  • 10/03: FTE Student Count Day
  • 10/05: Federal Programs: Submit Annual Meeting Documentation by October 5, 2023
    • Announcement/Flyer/Email/Invitation (Meeting must be advertised in at least two ways.)
    • Sign-In Sheets (Sheets identify role of attendees.)
    • Presentation Documents/PowerPoint/Pictures
    • Meeting Evaluation
  • 10/13: Cyber Secuity Upgrade: Last day to set up 2 Identification methods. See email from Carolyn McCord.
  • 10/30: Cluster Leader Canvas Assignment DUE: Complete and submit your school's 60 Day Presentation assignment by October 30th.
  • 10/31: Cyber Secuity Upgrade: Communicate to your staff that Multi-Factor Authentication will be turned on today. See email from Carolyn McCord.

Important RemindersImportant Reminders

  • ACT/SAT Action Plan: Please use this template Links to an external site. to complete your school-based ACT/SAT Action Plan.
  • Attendance: Follow the RCSS Attendance Protocol Download RCSS Attendance Protocol and make sure parental excuses are turned in for any student absent during the week. Also, ensure the process is followed and send letters home to parents after two unexcused absences, and petitions are sent after five unexcused absences. Make sure you track attendance closely.
  • Be Visible: Make every effort to stay out of your office and in the halls. This is especially vital during class changes and during lunch times. Make rounds throughout the day to monitor instruction. Placing a desk or mobile office out in the hall will aid in trying to visible and keeping up with paperwork.
  • Cognia:  Please sign into the Cognia Evidence Course and start going through the standards with your Leadership Team. 
  • COVID: Continue to follow the guidance COVID Forms, Letters, Training Materials Links to an external site.
  • Events and Celebrations: Review and plan for your monthly Celebrations and Events 2023-2024.pdf Download Celebrations and Events 2023-2024.pdf.
  • Formal Observations: Conduct pre-observation conferences, formal classroom observations, post-observation conferences, and conference summaries in alignment with evaluation instrument requirement (TKES). Develop a calendar to ensure observations are completed and are thoroughly done. Professional Development Plans should be completed on any deficiency noted and conferences should be held with staff members to inform them of the deficiencies immediately. Follow up with documentation periodically to check for improvement. Continue documenting if no improvement is shown.
  • FTE Count: Ensure all students are placed correctly in classes to prepare for FTE count. Check EIP, Special Education and Gifted programs carefully. FTE Count Day for Cycle 1 is always the first Tuesday in October.
  • GaDOE Resources: Create your account by clicking "Sign In" in the top right corner and check out these great resouces from GaDOE
  • Immunization/Records: Check with teachers to be sure health records, immunization waivers, forms etc. have been received in student records from August registration. By now 30 day waivers will have expired and parent notifications will be needed.
  • Lesson Plans: Actively participate in planning sessions. Review plans looking for the items outlined in Richmond Ready 6.12.
  • Parent Teacher Conferences: Adhere to the district calendar and follow the procedures for parent teacher conferences. Provide several opportunities for families to attend. Make sure your staff invites all to participate and attend. Send out a Shout Point call to remind parents of conference opportunities and dates. Click here for Parent Teacher Conference Tips.
  • PBIS Schools: Continue to reference the RCSS School Wide Behavior Expectation Guide  Links to an external site. to help you with your individual school wide behavior plans.
  • RCSS Endorsements: All the the FY24 Endorsement Cohorts kick off this month. We have educators enrolled in Computer Science, Dyslexia, ESOL, Gifted, Intervention Specialist, Math K-5, Reading, and Teacher Support and Coaching (TSC), and the TSS to TSC Course. 
  • School Climate:
    • Review GA Health Survey results Links to an external site. and update plans to include action steps for any red flags from the survey feedback
    • Review discipline data with a focus on the number of suspensions including special education students (USHA) and number of majors and minors (Spotlight) and share with leadership team
  • School Improvement: Meet with your Leadership Team at least twice a month and actively monitor your School Improvement Plan. Review best practices for Leadership Teams in your Leadership Teams and Data Canvas course.
  • School Nutrition Reminders: 
    • Adults wishing to pay for meals with a credit card can create a MySchoolBucks account to use with their lunch account.  See your nutrition manager for assistance.
    • Principals who wish to create a “Principal Account” to pay for drinks, treats, or breakfast meals for their staff can contact Cathy Johnson.
    • Reminder: No food can be sold during meal service hours, regardless of if it meets the Smart Snack standards.  For questions or ideas on fundraising for your school, contact Cathy Johnson.
    • New staff needing additional training can be referred to the SNP office to attend the training kitchen at PLC.
  • Spotlight: Please follow the Spotlight Download Spotlight timeline shared with you at the administrator's meeting.
  • Sprigeo Tip Line:  To help with school climate and safety, as well as provide support to students in crisis, RCSS makes available the Sprigeo Tip Line.  Reports can be made anonymously, if desired. Principals are asked to follow specific guidelines with those individuals supporting the Tip Line reports.  Refer to Sprigeo for Principals for the additional steps.
  • Student Services: Please review the Leader's List 9.20.23 Download Leader's List 9.20.23.
  • Travel: Review the RCSS Travel Regulations and Procedures Links to an external site.. To access all travel documents, log into the website>>Staff Resources>>Frequently Used Forms>>Travel Forms Links to an external site.. Click here Links to an external site. for a list of suggested conferences.

Instructional Look-Fors In All Content Areas

Literacy 

Grading and Assessments

Parent, Staff, and Community Engagement

  • Communications Package: September 2023 Links to an external site. 
  • Faculty Meetings Pro Tips: How impactful are your faculty meetings? Consider these tips for effective Faculty Meetings. Make Faculty Meeting More Productive: 8 Tips for Principals Links to an external site.. 
  • 20-Day Letters: Schools are required to provide timely notice to parents when students have been assigned or taught for four or more consecutive weeks by a teacher who does not meet certification requirements for SPECIAL EDUCATION and EIP TEACHERS. Please monitor these two groups of employees and send the appropriate 20-Day Letter generated in PQ ESSA. Always send HR a copy of any 20-Day letter you send.
  • Federal Programs: Use this time to collect evidence that the School Parental Involvement Policy and the Parent-school Compacts have been distributed to parents. Monitor the collection process of your signed parent/student/school compacts. The compacts must have three signatures and be dated. Evidence of both are Due October 20, 2023.
  • Wellness for All: How full is your bucket? How about your staff? Try organizing and implementing a monthly wellness theme. Links to an external site.

Data Integrity

  • Ensure all students are placed correctly in classes to prepare for FTE count. Check EIP, Special Education and Gifted programs carefully.
  • Monitor the following :
    • Withdrawal Report
    • Parent Portal Processor Report
    • OLR Report
  • Registrar weekly Meeting-Starting FY23
  • Check the Data Dashboard
  • Check SWD suspensions
  • High Schools: Check cohort withdrawals
  • Data analysis and review: Continue analysis of data with entire staff and develop departmental continuous improvement plans, focused for nine weeks period and aligned with School Improvement Plan.  Ensure that your staff knows where to find the data - it could be a data room, data wall, data notebook, an electronic dashboard, etc.

Professional Learning

  • FY24 Assigned Digital Learning Specialist Links to an external site.
  • CPR/First Aid Training - Athletic Coaches or New Principals that did not attend June 1 Administrators' training. Sessions offered  September 5 from 8:00 AM-12:00 PM OR 1:00-5:00 PM @ National Hills. Reach out to Scott McClintock or Ame Holmes for registration (limited slots).
  • eWalk Training- Multiple trainings offered for new users or those that need a refresher on September 6-8, 2023. In addition, two sessions, September 11, offered for those ready to learn how to build walkthrough templates within eWalk. Register for desired session and share flyer with any designated observers in your building. eWalk Offerings.pdf Download eWalk Offerings.pdf
  • Content Literacy: Read It; Question It; Write It (CSRA RESA)-Take a journey through critical reading, high-level questioning, and purposeful writing using research-based instructional practices. To dive deeply into this work, breakout sessions will be included. The breakout sessions will provide an opportunity to collaborate with grade-level/content-alike colleagues. Session for Secondary Teachers (Grades 6-12). Register through CSRA RESA Links to an external site..
  • GCN (Certified and Classified) 
    •  New hires onboarded after the  start of the school year must complete the required modules. If you have any login issues, reach out to Glenda Collingsworth or CIndy Hoops.
    • Self-paced online modules in Canvas
    • GCN FlyerLinks to an external site. 
  • GAPSC Code of Ethics for Georgia Educator (Paraprofessionals)- Self-paced, asynchronous course offered through CSRA RESA. Access information with in the RCSS Canvas Catalog Self-Enrollment Link  
  • Panda Pros-Canvas and Mastery Connect Coaching for Teachers -Optional  40 minute Sessions are offered 7 days a week during the months of August –September 2023 and appointments can be booked using the Sign-up Link.
  • Richmond Ready NEW HIRES - New hires after August 30 must enroll in Richmond Ready. Certificates are uploaded into New Educators' Course by October 20, 2023 to receive next round of stipends for late hires. All questions should be directed to Ms. Lezettra Saunders, Director of Teacher Development.
  • Free Local Trainings-Child Enrichment Presentation Options.pdf
  • GACE Tutoring Support- Any Non-traditional ("Waiver") Teachers or Paraprofessionals that need support preparing for their upcoming GACE Assessment, contact Ms. Lezettra Saunders, Director of Teacher Development.
  • Informal Resolution Training - Title IX School Contacts-September 19th 9:00-11:00 AM GLRS