2014 Extended School Year (ESY) Staff

LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
ROUTING
TITLE:
2014 Extended School Year (ESY) Staff
Application and Selection Procedures and
Assignments
NUMBER:
MEM-6238.0
ISSUER:
Sharyn Howell, Executive Director
Division of Special Education
DATE:
February 28, 2014
PURPOSE:
The purpose of this Memorandum is to inform administrators, teachers, and
classified staff of the procedures for: (a) applying for an Extended School
Year (ESY) position; and (b) assigning District staff to an ESY program at a
single-track school or special education center.
MAJOR
CHANGES:
Includes new application procedures for Itinerant Resource Specialist
summer positions to support teachers of students with disabilities in general
education summer programs.
BACKGROUND:
California law mandates that school districts provide students with
disabilities Extended School Year (ESY)/Intersession programming when
students require special education and related services in excess of the
regular academic school year and the Individualized Education Program
(IEP) team has determined the need for ESY. The purpose of ESY/
Intersession is to provide special education or related services when an
interruption of the pupil's educational programming may cause regression,
when coupled with limited recoupment capacity, rendering it impossible or
unlikely that the pupil will attain the level of self-sufficiency and
independence that would otherwise be expected due to their handicapping
condition.
INSTRUCTIONS:
I. General Information
All Schools
ESC Superintendents
Administrators of Operations
Instructional Directors
School Site Administrators
Special Education Service
Center Administrators
Staff Working with Students
with Disabilities
Includes
A. Additional information is also available online at:
http://sped.lausd.net/operations/operational-support.
B. The summer school application period for administrators,
teachers, and special education paraprofessionals is Monday,
March 10, 2014 – Friday, March 28, 2014 at 5:00 p.m.
The application period for classified clerical staff will begin
Monday, April 21, 2014.
MEM-6238.0
Division of Special Education
Page 1 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
INSTRUCTIONS
(cont.):
C. Applicants for summer school positions must apply online at
https://summer.lausd.net using an LAUSD single sign-on (the
username and password used to log into District e-mail).
D. Applicants must apply to one site and submit their online
application by the application due date. Applicants may edit
their application online until the application deadline, Friday,
March 28, 2014 at 5:00 p.m.
E. Applicants should carefully check MEM 6237.0: “2014 Special
Education Summer Session Extended School Year (ESY) Sites,
Programs, and Feeder Schools” to identify the ESY site to which
they would like to apply. This should be done prior to starting
the ESY online application.
F. Administrators must follow selection guidelines for selecting
and assigning ESY staff.
1. Only eligible personnel who apply on-line will be
selected.
2. Administrators may select staff from official electronic
rosters only.
3. Employees must receive a written notice indicating an
ESY assignment.
4. Once assigned, all summer school 2014 staff are
electronically issued a summer Personnel Employment
Record Number (PERN) for payroll purposes.
5. Unauthorized positions will be closed immediately.
6. Administrators are to hire teachers based on the number of
programs allocated by the Special Education Service
Center-Operations.
7. Administrators may only select personnel in accordance
with the collective bargaining agreements for each job
classification.
II. Administrator Selection and Assignment
The following information is provided for District administrators
interested in applying for the 2014 ESY principal position(s) available at
stand-alone ESY sites. Administrators interested in applying for a
principal position at a high-school credit recovery site, including high
school sites co-located with ESY programs, please refer to MEM-6234.0:
“High School Summer School Administrative Assignments and
Application Process 2014” for more information.
MEM-6238.0
Division of Special Education
Page 2 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
INSTRUCTIONS
(cont.):
A. The following prioritized criteria will be used to select ESY
administrators:
1. Principals:
a. Principals currently serving at a location
designated as a summer school site.
b. Principals who are currently at a school not
designated as a summer school site, and if more
than one principal applies for that site, selection
will be based on seniority and the criteria below.
i. Principals who did not have a 2013
summer school assignment.
ii. Principals with the least number of summer
school assignments in the last five years.
2. Non-school based administrators with regular status as
principal, and if more than one administrator applies for
that site, selection will be based on seniority and the
criteria below:
a. Administrators who did not have a 2013 summer
school assignment.
b. Administrators with the least number of summer
school assignments in the last five years.
3. Non-school based administrators with regular status as
assistant principal, and if more than one administrator
applies for that site, selection will be based on seniority and
the criteria below:
a. Administrators who did not have a 2013 summer
school assignment.
b. Administrators with the least number of summer
school assignments in the last five years.
4. Assistant principals, after all applying principals are
assigned, serving at a location designated as a summer
school site. If more than one assistant principal from the
summer school site applies for that site, selection will be
based on seniority and the criteria below:
a. Assistant principals who did not have a 2013
summer school assignment.
b. Assistant principals with the least number of
summer school assignments in the last five years.
5. Assistant principals who are currently at a school not
designated as a summer school site, and if more than one
assistant principal applies for that site, selection will be
based on seniority and the criteria below:
MEM-6238.0
Division of Special Education
Page 3 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
a. Assistant principals who did not have a 2013
summer school assignment.
b. Assistant principals with the least number of
summer school assignments in the last five years.
INSTRUCTIONS
(cont.):
B. Basis Assignment Overlap
In order to avoid an overlap in assignments, the following are
restrictions on the number of days that can be worked during
summer school:
1. E-Basis administrators whose 2013-14 E-Basis ends on
June 23, 2014 may be assigned from June 24 to July 11,
2014 (14 days).
2. B-Basis administrators do not have an overlap in basis and,
therefore, may be assigned the entire ESY session from
June 16 to July 11, 2014 (19 days).
ESY Assignment Dates According to
Regular Assignment Basis
6/13
6/16 – 6/23 6/24 – 7/11
E-Basis
No
No
Yes
B-Basis
No
Yes
Yes
C. Supervision of ESY During Basis Overlap
In general, the on-basis site administrators are responsible for the
supervision of their campus during the overlap dates.
1. If an E-basis administrator is assigned from June 24 to
July 11, then a B-basis administrator must be assigned
from June 16 to June 23 and on the curriculum
development day, June 13.
2. To support the E-basis administrators until their regular
basis ends, the Executive Director of the Division of
Special Education (or designee) will assign a special
education administrator for transitional coverage during
any basis overlap period during the ESY session and for
the curriculum development day, June 13, 2014 as a part
of the B-basis administrator’s regular assignment or as Ztime depending on their regular assigned days.
D. Administrative assignments may not be split; selected
administrators must work all assigned days allowable.
MEM-6238.0
Division of Special Education
Page 4 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
INSTRUCTIONS
(cont.):
E. ESC/ISIC Superintendents of Instruction will have final
approval of summer school administrators. ESC/ISIC
Superintendents of Instruction will collaborate with the Director
of Special Education Service Center-Operations, or designee, to
select and notify selected and non-selected administrators for
ESY administrative assignments.
F. An ESY administrator position is a 6-hour assignment.
1. 8:00 a.m. – 2:30 p.m. at elementary sites
2. 7:30 a.m. – 2:00 p.m. at secondary sites and special
education centers.
G. ESY principals receive a total of thirty-two (32) hours per ESY
site for planning and preparation. This extra time may be shared
with other staff assisting with the planning and preparation of
ESY under the direction of the ESY principal. All time must be
used exclusively for the planning and preparation of ESY
programs and completed outside of the employee’s regular
assignment. This time must be time reported prior to June 13,
2014. The Division of Special Education will report this time
centrally. Instructions and time sheets will be provided to the
selected ESY principal.
H. A meeting has been tentatively scheduled on May 2, 2014 for all
selected ESY administrators. Representatives from pertinent
offices (e.g., transportation, food services, instruction, related
services, nursing, etc.) will be present to answer questions.
Hiring procedures for teachers and assistants will be explained.
It is expected that all administrators selected to be ESY
principals will attend this important meeting. More information
will be forthcoming.
III. Teacher Selection and Assignment
A. The priority and selection process for teachers to staff ESY is
outlined in the LAUSD/UTLA Contract, Article XX. Teachers
may only apply to a special education program that is within
their credentialed area.
B. Information about ESY instructional programs is available in
MEM-6239.0: “2014 Procedures for Extended School Year
(ESY) Special Education Programs and Services,” Division of
Special Education.
MEM-6238.0
Division of Special Education
Page 5 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
INSTRUCTIONS
(cont.):
C. Applicants must initially apply to one site and, if not selected at
that school site, must be available for all schools in that
geographic area. Teachers must be qualified to teach the class to
which they are assigned.
D. Summer school principals will select the special education
teachers from the online roster. The process to select teachers for
ESY is as follows:
1. Factor 1 (Continuity) – an applicant whose regular
students are anticipated (based on student applications) to
comprise 50% or more of the class;
a. If no teacher has 50% or more, use Factor 2;
b. If more than one teacher has 50% or more
students, use Factor 3.
2. Factor 2 – The most senior applicant whose regular
students are anticipated to comprise 33% or more of the
class; if more than one teacher has 33% or more students,
then use Factor 3.
3. Factor 3 – Selection is based on priority (recency), then
seniority.
E. Continuity factors will be based upon student enrollment packets
received at the Special Education Service Center-Operations, no
later than March 28, 2014.
F. Designated Special Education Service Center-Operations staff
will assist principals with this process by providing the
following:
1. A spreadsheet indicating the programs and number of
classes authorized for each designated summer school
site.
2. The name of the continuity teacher (if any).
3. If a class does not have a continuity teacher, the principal
will be able to select from the online roster based on
priority (recency), then seniority (Factor 3).
G. Principals notify both the selected and non-selected teachers
regarding summer assignments.
1. Teachers are paid for a four (4) hour assignment.
a. 8:30 a.m. – 12:50 p.m. on elementary sites
b. 8:00 a.m. – 12:20 p.m. at secondary sites and
special education centers.
2. Selected teachers must report to work each day at least ten
(10) minutes before their first class begins.
MEM-6238.0
Division of Special Education
Page 6 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
3. Teachers must then serve for a full day of instruction, as
appropriate, exclusive of nutrition/recess (for those
assigned for a four-hour day).
4. Teachers must remain on site for at least ten (10) minutes
after dismissal of their last class.
5. Selected teachers are also required to perform reasonable
pupil supervision duties and other professional
obligations, as assigned.
6. June 13 will be a mandatory six-hour curriculum
development day for all selected ESY classroom teachers
and administrators.
7. If specialized training is provided for the program to
which the teacher is assigned the teacher must participate
in the mandatory training.
INSTRUCTIONS
(cont.):
IV. Office and Support Personnel
A. School Administrative Assistant (SAA)
1. Each stand-alone ESY site will be authorized for one (1)
school administrative assistant position during the 4-week
ESY session.
2. SAA positions during ESY are a 6-hour assignment from
June 16, 2014 and July 11, 2014.
a. 8:00 a.m. – 2:30 p.m. at elementary sites
b. 7:30 a.m. – 2:00 p.m. at secondary sites and
special education centers.
3. Summer assignments for off-basis school administrative
assistant positions is outlined in the LAUSD/Unit S
Collective Bargaining Agreement, Appendix D, Section
6.0.
4. ESY principals select SAAs from the online summer
school roster, and notify selected SAAs of summer school
assignment.
5. Selected employees must work the assignment for the
entire ESY session.
6. Training may be required for all SAAs assigned to ESY.
B. Office Technician
1. Stand-alone ESY sites and high school sites with colocated ESY programs are provided 60 hours of clerical
relief per site that may be assigned, as needed, between
June 16, 2014 and July 11, 2014.
2. Summer school principals select office technicians from
the online summer school roster and notify selected office
technicians of their summer school assignment.
MEM-6238.0
Division of Special Education
Page 7 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
3. Summer assignment for off-basis office technicians is
outlined in the LAUSD/Unit D Collective Bargaining
Agreement, Article IX, Section 6.0.
INSTRUCTIONS
(cont.):
V. Special Education Paraprofessionals
A. ESY assignments for paraprofessionals will be 4.5 hours.
B. Additional time will be provided to employees assigned to
provide bus support based on the actual assigned time.
C. ESY administrators will schedule employees’ start and end times
to ensure adequate program support is available throughout the
school day. The assigned time for employees not provided a
different start/end time from their administrator, will be:
1. 8:20 a.m. – 12:50 p.m. at elementary sites (4.5 hours)
2. 7:50 a.m. – 12:20 p.m. at secondary sites and special
education centers (4.5 hours).
D. The assignment of special education assistants/trainees and
health care assistants, or other special education paraprofessional
must be made in accordance with the LAUSD/Unit B Collective
Bargaining Agreement, Article XI, Section 7.0.
1. Employees who accept an assignment are expected to
work the assignment for the entire period.
2. Determination of anticipated student enrollment will be
based on student applications received to Special
Education Service Center-Operations no later than March
28, 2014.
3. Special Education paraprofessionals’ regular school year
assignment is based on the “School Matrix for Special
Education Program Support,” (REF-5104.2) when
available.
4. The assistant/trainee/health care assistant should review
the School Matrix with the school administrator and
specify on the online application the name of the
student(s) he/she assists during the regular school year.
E. Special Education Service Center-Operations, or designated
special education administrators, will assist administrators in
monitoring the allocation of program support. In the case that
additional program support is deemed necessary; the Special
Education Service Center-Operations will contact Classified
Employment Services to fill the assignment.
MEM-6238.0
Division of Special Education
Page 8 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
1. The special education paraprofessional assigned to
support an ESY program may be released by the ESY
administrator for the following reasons:
a. The paraprofessional did not report to work on the
first day of the ESY session.
b. The student assigned to the paraprofessional did
not attend by the second day of the ESY session.
c. The class has been closed due to low enrollment or
other factors.
d. The class has sufficient levels of program support
to meet the educational needs of the students
attending.
e. The employee is being released due to
unsatisfactory performance, including excessive
absenteeism.
INSTRUCTIONS
(cont.):
F. Once it has been determined by the Special Education Service
Center-Operations or school administration to release an
assistant:
1. The principal will complete the Assistant/Trainee Release
Form (Attachment A) and Release Notification Form
(Attachment B) and fax them to the Special Education
Service Center-Operations and Classified Employment
Services.
2. If the assistant is being released for unsatisfactory
performance, then the principal must also complete and
attach the Classified Substitute Unsatisfactory Report
(Attachment C).
3. Upon the release of an assistant/trainee, the principal must
notify the assistant and direct the time reporter to
immediately discontinue time reporting for the assistant.
a. Both the Release Notification Form and the
Unsatisfactory Reports (if applicable) are given to
the employee for his/her records.
b. Classified Employment Services will place the
released assistants/trainees/health care assistants in
the pool, unless the reason for the release was
unsatisfactory performance.
G. No substitute assistants will be provided for absent classified
employees, except health care assistants. Health care assistants
should follow nursing services procedures for reporting an
absence.
MEM-6238.0
Division of Special Education
Page 9 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
INSTRUCTIONS
(cont.):
VI. Supervising Special Education Assistants (SSEA)
A. Special Education Centers will be provided one SSEA position
for their ESY program.
B. SSEAs who have not received a Notice of Unsatisfactory
Service in the last school year may apply for any school that has
been established as hosting ESY.
C. SSEAs shall be assigned at each school on the basis of priority
followed by seniority in the job classification.
1. Priority will be defined to mean the hosting school's
SSEA will have priority to that school site, regardless of
enrollment.
2. If the current SSEA position is vacant or otherwise
unfilled, or should it become necessary to "share" or
otherwise reassign a SSEA, the District will choose from
available applicants who have the most seniority in the job
class and have indicated availability to work.
D. Selection will be selected using the following procedure:
1. Priority will be given to SSEAs currently serving at a
location designated as a summer school site.
2. If current site SSEA does not apply for ESY assignment,
applies to a different site, or applies after the application
due date, the site administrator will contact Classified
Employment Services. Classified Employment Services
will offer the assignments in seniority order to unassigned
applicants who possess the required special skills, if any.
VII. Substitute Teachers
A. Special education teachers with a current assignment and
scheduled to return with an active status in August 2014 who are
interested in working as an on-call/day-to-day substitute must
apply online at https://summer.lausd.net/.
B. Special education teachers who apply as substitutes will only
receive the substitute rate of payment, regardless of the length of
service during the summer.
MEM-6238.0
Division of Special Education
Page 10 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
INSTRUCTIONS
(cont.):
C. Special education teachers who already applied online for an
ESY teaching assignment and are not selected may also apply
for substitute assignments with a paper application.
1. Interested applicants can download the application at
http://www.teachinla.com/Substitute/index.html
2. The application must be faxed to the Sub Unit at (213)
241-8410 or (213) 241-8411 by 5:00 p.m. on Friday, May
9, 2014. No late applications will be accepted.
3. The paper application is only needed if you have
completed an online application for an ESY teaching
assignment. Contracted special education teachers who
are only interested in a substitute assignment during ESY
must still apply online using the online Substitute
application.
D. Refer to MEM-6042.0: “K-12 Teacher Summer Substitute
Registration,” dated April 8, 2013 (update for this year
forthcoming) for registration procedure.
VIII. Itinerant Resource Specialist
A. Itinerant resource specialist teachers will be available to support
the teachers of general education summer programs to ensure
accessibility for students with disabilities who participate in
these summer programs.
1. Teachers apply online to the “Special Education Itinerant Programs (ESY)” application to location 1994,
ITINERANT RESOURCE SPECIALIST.
B. The Special Education Service Center Administrator for each
geographic region will be designated as the program
administrator and will follow the priority and selection process
for teachers to staff ESY as outlined in the LAUSD/UTLA
Contract, Article XX.
1. Teachers are paid for a four (4) hour assignment.
a. 8:30 a.m. – 12:50 p.m. on elementary sites
b. 8:00 a.m. – 12:20 p.m. at secondary sites and
special education centers.
2. Selected teachers must report to work each day at least ten
(10) minutes before their first class begins.
3. Teachers must then serve for a full day of instruction, as
appropriate, exclusive of nutrition/recess (for those
assigned for a four-hour day).
4. Teachers must remain on site for at least ten (10) minutes
after dismissal of their last class.
MEM-6238.0
Division of Special Education
Page 11 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
5. Selected teachers are also required to perform reasonable
pupil supervision duties and other professional
obligations, as assigned.
6. Employees selected for an Itinerant Resource Specialist
position must possess a CA driver’s license and be
available to travel to various school sites throughout the
geographic region assigned.
INSTRUCTIONS
(cont.):
RELATED
RESOURCES:
MEM-6237.0: “2014 Special Education Summer Session Extended School
Year (ESY) Sites, Programs, and Feeder Schools,” Division of Special
Education
MEM-6239.0: “2014 Procedures for Extended School Year (ESY) Special
Education Programs and Services,” Division of Special Education
REF-5104.2: “Directions for Completing the School Matrix for Special
Education Program Supports”
Special Education Policies and Procedures Manual, Extended School Year
(ESY) Services
2008-2011 LAUSD/UTLA Collective Bargaining Unit Agreement, Article
XX
2011-2014 LAUSD/UNIT B Collective Bargaining Unit Agreement, Article
XI
2011-2014 LAUSD/UNIT D Collective Bargaining Unit Agreement, Article
IX
2008-2011 LAUSD/Unit S Collective Bargaining Agreement, Appendix D
ASSISTANCE:
For further assistance regarding the information in this memo, please contact
Oscar Rodriguez, Coordinating Specialist, Special Education Service CenterOperations, at (213) 241-6701, or via email at [email protected].
ATTACHMENTS:
Attachment A: Assistant/Trainee Release Form
Attachment B: Release Notification Form
Attachment C: Classified Substitute Unsatisfactory Report
MEM-6238.0
Division of Special Education
Page 12 of 12
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
Division of Special Education
MEM-6238.0
February 28, 2014
ATTACHMENT A
EXTENDED SCHOOL YEAR (ESY)
ASSISTANT/TRAINEE RELEASE FORM
ATTENTION: Oscar Rodriguez,
Coordinating Specialist
Fax to Special Education Service Center,
Operations at (213) 241-5168 and keep a
copy at the ESY site.
Date:
School:
ESY Principal:
Location Code:
ESC:
Please list assistants/trainees who are released due to under-norm enrollment, student not enrolled, or other factors.
ESY
Program
Teacher’s Name
Number of
Students
Name of Employee Released
Total Number of Paraprofessionals Released:
Page 1 of 1
Employee #
Position Type
Reason
Student Name (if
applicable)
MEM-6238.0
February 28, 2014
LOS ANGELES UNIFIED SCHOOL DISTRICT
Division of Special Education
ATTACHMENT B
EXTENDED SCHOOL YEAR (ESY)
SPECIAL EDUCATION TRAINEE/ASSISTANT
RELEASE NOTIFICATION
This form is to be signed and then submitted by the summer school Principal to Classified Employment Services
to provide notification that a Special Education employee is being released due to non-attendance of assigned
student, low class enrollment, or other factors. One form is to be submitted for each affected employee. Please
give a copy to the employee for his/her records.
TO:
Unit B, Classified Employment Services
333 South Beaudry, 12th Floor
Fax: (213) 241-6805 or (213) 241-6808
DATE: ___________________
FROM: ________________________________________________________________
School
________________________________ _______________________________
ESY Principal’s Name
ESY Principal’s Signature
This is to notify Classified Employment Services that the classified employee indicated below is being released
from the ESY assignment due to the following factor(s). Please release this employee and add his/her name to
the substitute pool.
_____________________________________________
__________________
Employee/AA Name
Employee No.
Check all that apply:
 The classified employee did not report to work on the first day of the ESY session.
 The student assigned to the assistant/trainee listed below did not attend by the second day of the
ESY session.
________________________________________________________________
Student Name
 The class indicated below has been closed due to low enrollment or other factors.
________________________________________________________________
Type/Name of Class
 The class indicated below has sufficient levels of program support to meet the educational needs of
the students attending.
________________________________________________________________
Type/Name of Class
 The employee is being released due to unsatisfactory performance.
Unsatisfactory Report (Attachment C) is attached.
Page 1 of 1
The Classified Substitute
LOS ANGELES UNIFIED SCHOOL DISTRICT
Division of Special Education
MEM-6238.0
February 28, 2014
ATTACHMENT C
LOS ANGELES UNIFIED SCHOOL DISTRICT
PERSONNEL COMMISSION
Classified Employment Services
FAX NO. (213) 241-6808
CLASSIFIED SUBSTITUTE UNSATISFACTORY REPORT
Substitute’s Last Name
First
Middle
Person ID/Employee Number
Job Title
Date(s) Assigned:
From:
/
/
To:
/
/
The specific reasons for this rating are:
Excessive absenteeism
Excessive tardiness
Insubordination
Rude / Discourteous conduct
Verbal Threat
No call / No show
Incompetence / Inefficiency
Other
Comments:
I certify that the above is correct and I have faxed a copy to Classified Employment Services.
Signed:
Principal or Section Head
Location Name & Code
Date
To the Employee:
Receipt of an unsatisfactory report may cause your name to be removed from the substitute
list. If you disagree with this report, send a letter to the Classified Employment Services
within seven calendar days of the date of this report explaining why you disagree. It will be
added to your personnel folder and a determination will be made as to your status for future
assignments.
To the Supervisor:
Please complete this form for a substitute employee whose performance is unsatisfactory.
Provide a copy to the employee and fax this form to (213) 241-6808. Upon receipt of this
form, this person will no longer be sent to your location.
PC Form 5310
(Rev 08/10)
*PC5310*

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