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How to Access AESOP
Phone:     1-800-942-3767
Web:        www.aesoponline.com

Ed Ops Staff Resources

Educational Options Staff Resources

Behavior Support Plan for Ed Ops Students

Behavior Support Plan

Hugo Cervantes, then Laura Gonzales, will be your first points of contact.

To access Hugo, use the radio on Channel 2 (Ed Ops)
or call x4020 (Hugo’s Office at Community School).

Other Contacts:

  1. Amanda Evans, Ed Ops Support Specialist................... 408-522-2208 (x 2208)
  2. Laura Gonzales (M-Th), Dean of Ed Ops............. 408-522-2292 (x 2292)
  3. Alison Coy (Tu-F), Coord. of Ed Ops.................. 408-522-2275 (x 2275)
  4. Sue Atkinson, Prog Admin: SpEd........................ 408-366-7771 (x 7771)
  5. Trudy Gross, Dir. of  Ed & Sp Services............... 408-522-2285 (x 2285)

If none of the above can be reached (highly unlikely), call:

  • Josh Maisel ....................... x 2297
  • Jason Crutchfield............... x 2226
  • Marianne Hew .................. x 2291
  • Erik Walukiewicz ............. x 2256
  • Peggy Raun-Linde............. x 2717

Sunnyvale Police Department Dispatch: 408-730-7180.

If it is safe to do so, call Amanda, Hugo, or Admin before calling dispatch. They will make police contact for you.

If no Admin can be reached before calling, or if you cannot safely delay, then call. Tell Amanda, Hugo, or Admin ASAP that police were called.

After calling dispatch, notify the front desk at x2200, so they can direct police if necessary.

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Suicide Prevention & Intervention

Intervening with a Suicide Threat

Take all suicide threats seriously!

A suicide threat is to be handled as a crisis intervention and potential medical emergency.

If a student has threatened suicide directly or indirectly, the following procedures are to be followed:

  1. Stay with the student or designate another staff member to supervise the youth constantly and without exception until help arrives.
  2. Under no circumstances should you allow the student to leave school.
  3. Do not agree to keep a student’s suicidal intentions a secret.
  4. If a student has the means to carry out the threatened suicide on his or her person, determine if he or she will voluntary relinquish it. Do not force the student to do so.  Do not place yourself in danger.
  5. Notify the Student Advocate, Alisa Dunlap immediately at x2239. If Alisa is not available, contact another on-site resource (see below).
  6. Take the suicidal student to Alisa Dunlap.
  7. Notify an available administrator immediately.
  8. Inform the suicidal youth that outside help has been called and describe what the next steps will be. 

Resources:

Student Advocate

Alisa Dunlap

x2239

School Psychologist

Daniel Murphy

 x7382

Dean

Laura Gonzales

x2292

Administrator

Alison Coy

x2275

Guidance Counselor

Kate West

x2276

Nurse

Susan Lake

x2238

Student Support Specialist

Hugo Cervantes                  

x4020

*Adapted from material found in Suicide Prevention Program for California Public Schools.  A document published in 1987 by the California State Department of Education.

Click to download a printable version of the above

Click to download the General Guidelines for Teachers and Staff on Suicide Prevention

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Ed Ops Calendar & Program Schedules

Frequently Referenced Calendars & Schedules:

Click to download the Ed Ops 2015-16 Calendar

Click to download the Ed Ops Important Dates 2015-16

Click to download the Ed Ops 2015-16 Bell Schedules:

Click for directions on viewing the shared Ed Ops Events calendar

Click to download the 2015-16 Night School Calendar

Click to download the FUHSD Testing & Instruction Calendar

Click to download the FUHSD 2015-16 Payroll Calendar

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Concurrent Enrollment with De Anza College

Process for Ed Ops Students Taking De Anza Classes:

Once a student, in consultation with teacher and Ed Ops Guidance Counselor/Resource Teacher, decides to take De Anza class(es), take steps as follows:

If student wishes to receive credits toward high school graduation, continue to steps below:

  • Student/family fill out FUHSD Request for Credit from Outside Institution form and submit to Administrator for approval.
  • Approved Outside Credit forms go to Ed Ops Registrar, who documents in Ed Ops “Pending De Anza Credits” list, then files in Pending Credits binder in Ed Ops Office.
  • Student completes course.
  • At end of each De Anza term, Ed Ops Registrar sends Pending De Anza Credits list to MC Guidance Counselor, who pulls grades from De Anza computer system and posts to FUHSD transcript, then notifies Ed Ops Registrar. 
  • Once grades are posted to FUHSD transcript, Ed Ops Registrar pulls documents from Pending Credits binder and files them in cum folder.
  • Ed Ops Registrar sends updated FUHSD transcript to teacher and Ed Ops Guidance Counselor/Resource Teacher.

CLICK FOR PRINTABLE VERSION

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Staff Contact Information

DO and School Site Contact List:

Click to download the DO and Site Contact List for 2015-16.

Accessing the Ed Ops Staff Contact List:

Because the Ed Ops Staff Contact Information document contains staff members' personal cell phone numbers, we have not posted it here. Please visit the Ed Ops Staff Shared Folder for the most updated version.

Jump to: Shared Folder for Ed Ops Staff.

Ed Ops Staff Roles

Looking for support on a student issue, classroom issue, personnel issue, etc.? Not sure who to go to with your question or support need?

This chart tells you who can best help: Ed Ops Support Services Quick Reference Chart

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Ed Ops Events Shared Calendar

Ed Ops Events Calendar on Outlook

In our ongoing efforts to improve sharing of information between programs, we’ve set up a shared Ed Ops Events calendar on Outlook. We hope this will be a great way to keep each other informed of the guest speakers, special events, etc. that you’re all bringing in for your students. In addition, we'll post testing and other important events so that you can plan around them.

Below is a download link for easy, step-by-step illustrated instructions to access the Ed Ops Events calendar the first time. You'll only have to do this once; from then on it'll be just a check-box away.

When you have events you’d like to add, please email the details and Amanda will post for you:

  1. Name of Event (& short description if not self-evident)
  2. Date, Start and End Times
  3. Location
  4. Staff member people can contact with questions
  5. Who is the event open to?

How to access the Ed Ops Events calendar

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Emergency Food & Housing Resources

These are just a small sampling of the resources available in the community. Please always make a referral to the Student Advocate for additional resources and support.

Cold Weather Shelters Program 2016-17

Community Resources for Emergency Food

Click to download a list of emergency food resources in Santa Clara County

Click to download list of places offering free Thanksgiving meals in November 2016

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Field Trip Procedure

Ed Ops Field Trip Planning Timeline & Approval Procedure

When planning a Field Trip, please observe the timeline below. If you have trouble with the digital forms or any questions about the field trip process, contact Laura Gonzales or Amanda Evans in the Ed Ops Office.

NOTE: Arranging a private bus requires at least 4 weeks lead time.

4+ weeks prior to proposed Field Trip date:

  • Plan your trip
    • Identify purpose of trip
    • Develop itinerary
    • Determine transportation needs (remember, private bus reservations require at least 4 weeks’ notice)
    • Identify funding source(s)

At least 3 weeks prior to proposed Field Trip date (4 weeks if traveling by private bus):

On approval of Field Trip by Ed Ops Admin and FUHSD Business Office:

  • Communicate field trip plans to students and parents and distribute Parent/Guardian Field Trip Permission and Medical Authorization
    • Tip: Print one copy and fill in all your trip information, then. make copies for students/parents.
  • If students will miss classes with other teachers, have each student complete a Trip Permit.
    • This ensures that each of the student’s teachers knows the student will be gone the day of your trip. If the teacher does not feel it is in the student’s best interest to miss class, the teacher can communicate this to the student and parent by marking “not advisable”.
    • Tip: Fill out the top portion of the Trip Permit and photocopy back-to-back with the Parent/Guardian Field Trip Permission and Medical Authorization form so that students only have to return one sheet of paper.
  • If transporting students in private vehicles:
  • If any non-staff adults will go on the trip:

Week of Field Trip:

  • Collect permission forms, private car travel forms, volunteer waivers.
  • Confirm private bus reservation details with Ed Ops Office.

Two Days before Field Trip:

  • Email Amanda a list of students expected to attend the field trip.
    • Scan both sides of permission forms and attach to email.

Day of Field Trip (immediately prior to departure):

  • For attendance purposes, call or email Amanda and inform her which students are present and going on the field trip.

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Food Services

Ed Ops Food Services:

Hugo (or another designee) will be driving over twice per day to pick up our food orders.

Brunch will be picked up from FHS at 9:15 a.m. (FHS Brunch Mon @9:26 a.m.; T-F @ 8:59 a.m.); lunch will be picked up at 11:15 a.m. (FHS Lunch Mon @ 11:49 a.m.; T-F @ 11:35 a.m.) Food will be in our kitchen (either in the cooler or the warmer) by 9:30 a.m. for brunch and 11:35 a.m. for lunch.

Food service expectations for program staff:

  • Food orders will be entered daily.
    • Food orders for BRUNCH must be entered into the Google doc by 1:30 p.m. the day before.
    • Food orders for LUNCH must be entered into the Google doc by 10:00 a.m.
  • Each morning, based on that day’s attendance, update the Google document by 9:00 a.m. and email Paula if there are any changes to let her know who is absent and/or added. This is important so that food is not wasted and/or picked up and hauled over here unnecessarily.
  • Only order food for a student if the student has placed the order or asked you for it. Do not order for them. If food is ordered by the student, the food needs to be delivered to the student. Please do not return the food and say, “He didn’t want it.” If he ordered it, he must take it. What he does with it (throws it away, eats it, gives it to someone else) is his business, but if he asked for it, he must take it. Please impress upon students that if they don’t want the food, they shouldn’t order it.
  • Initials are critical! Please initial when the student is given the meal.
  • Students will pick up their food in their program, just as they did last year. For OnLine Learning (OLL) classes, they will pick up in Dana’s classroom.
  • Brunch should only be ordered for students who are here before 10:00 a.m.
  • Lunch should only be ordered for students who are here between 10:00 a.m. and 2:00 p.m.
  • You cannot order brunch for lunch or lunch for brunch.
  • Juice, milk, cereal and fruit will be left on site in the kitchen. Only take what is ordered and accounted for on the Google document. Milk, juice, cereal and fruit are NOT a free for all. We have it on site to lighten the load being hauled over each day. Paula still must account for all those products, so only take what is ordered and initialed on the Google doc.
  • Please make sure the door to the kitchen is locked as you come and go. Your Ed Ops key opens it.
  • To add money to a student’s account, put the money in a sealed envelope with the student’s name, ID number and program on it, and give it to Hugo. It’s a lot easier to load the account with a decent amount of money rather than in daily increments (i.e. add $20.00 instead of $1.50 each day).
  • A full price student brunch costs $2.50. A full price student lunch costs $4.00.

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Forms & Files

Frequently used forms:

If there are other forms you'd like to see on this webpage, please send an email.

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Low-Cost Phone & Internet

Free and low-cost internet, cell phone, and home phone services available to students who can show proof of need. (Participation in free lunch program, medi-cal, Cal-Fresh, low income, etc.)

Low-Cost Internet Service

Free or Low-Cost Cell Phone or Home Phone

Intake Forms

Forms required at student intake/reactivation:

  • Emergency form - 2 options:
    • Census Verification form (from Amanda / the office) OR
    • Print Student Summary from IC and have parent review, mark up any changes, and sign
      PLUS complete Ed Ops Health Form (English or Spanish-coming soon)
  • Parent/Student Rights & Responsibilities (English or Spanish)

Other forms to offer at intake:

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Medication Policy and Forms

The policies and forms for students to carry medication on campus and for staff to administer medication are located on the main FUHSD website at http://fuhsd.org/meds.

Physical & Mental Health Resources

This is only a partial listing of the resources available to our students and families at school and in the community. We are always looking to add to this list!

Physical and Mental Health Resources within FUHSD:

Student Advocate - Alisa Dunlap x2239

School Psychologist - Daniel Murphy x7382

District Nurse - Susan Lake x2238

FUHSD Intervention Programs

  • See Alison Coy for more detailed information and to refer a student. Programs include: 
    • 90-minute classes:  drug/alcohol intervention and positive decision making
    • 10-session programs:  drug/alcohol intervention and anger management
    • Strengthening Families program for students and parents together
  • Advent Step Up! Program - intensive substance abuse counseling, 5x/week
    • Referrals: Starlene Soto, x2248

Physical and Mental Health Resources in the Community:

List of Low-Cost Health Clinics / Immunization Resources updated 2016

 

Adolescent Family Life Program

Bill Wilson Center - http://www.billwilsoncenter.org/

  • Wide range of services for children, youth, and families - counseling, employment, transitional housing, etc.

CalWORKS Resource Guide 2014 - Click to download

  • A "yellow pages" of community resources in Santa Clara County, including low-income assistance, domestic violence support, services for children, community organizations, and more.

Carrington College Free Dental Hygiene Clinic - Click to download flyer

  • Teeth Cleaning, X-Rays, Sealant, Fluoride Treatment offered free of charge
  • Appointments Monday through Thursday. Call 408-960-0181

Children's Health Initiative - http://www.chikids.org/

  • Helping children 0-18 years old get comprehensive health coverage (Medi-Cal, Healthy Families, Healthy Kids)
  • Call 1-888-244-5222 to enroll

Community Health Awareness Council (CHAC) - http://www.chacmv.org/

  • Mental health services in Mountain View
  • Services provided on sliding scale

Columbia Neighborhood Center - www.CNC.inSunnyvale.com

  • Family medical services; health insurance enrollment for children
  • Located on campus of Columbia Middle School
  • Work out facilities and Zumba classes ($1.00 per visit), legal consults and more! Click to download fact sheet

Covered California - http://www.coveredca.com/

  • California's new health insurance exchange, where individuals, families and small businesses can find affordable health insurance
  • The following agencies will assist families with enrolling in Covered California:
    • The Health Trust - (408)961-9893  http://healthtrust.org/services/health-insurance-enrollment/
    • Asian Americans for Community Involvement- (408) 975-2730
    • Foothill Health Center- (408) 755-3904
    • Gardner Health Services- (408) 794-0507
    • Indian Health Center of Santa Clara Valley- (408) 445-3400
    • MayView Community Health Center- (650) 965-3323
    • North East Medical Services- (408) 573-9686
    • Ravenswood Family Health Center- (650) 330-7400
    • School Health Clinics of Santa Clara County- (408) 284-2286

Emergency Food Resources

Foothill Community Health Center - http://www.sjffcc.org/

Indian Health Center of Silicon Valley - http://www.indianhealthcenter.org/

  • Medical, dental, and other services for low-income and uninsured from infants to elderly.
  • Flyer for kids' dental care: click to download

LGBTQ Youth and Family Resources

  • Click to download extensive list of resources from Department of Children and Family Services

Lions Club - contact Admin

  • Assistance with affordable eyeglasses for students

Mountain View Teen and Young Adult Health Clinic - http://www.stanfordchildrens.org/en/service/teens-and-young-adults

Pediatric Immunization and Child Care Staff Immunization Resources

Students/Children Exposed to Domestic Violence

RotaCare Bay Area - http://www.rotacarebayarea.org/

  • Free primary, quality healthcare services to uninsured families & individuals with limited ability to pay for medical care in the Bay Area.
  • Mountain View Clinic open Monday through Friday by appointment - www.rotacarebayarea.org/clinics/mountain_view.html.
  • For appointment, call 650-988-8200 on Mondays or Wednesdays at 2:00pm and press option #4.

SpringTide Transitional Living Program - http://www.springtidebwc.com/

  • A division of Bill Wilson Center
  • Fee-for-service transitional living center for young adults ages 18-24

Valley Health Clinic Sunnyvale (Fair Oaks) - http://www.scvmc.org/patients/locations/Pages/sunnyvale.aspx

  • Valley Health Center and Express Care location

If you know of other resources, please send an email so we can add them to this list.

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Reimbursements

Reimbursements

All reimbursable expenditures must be approved by Admin prior to purchase. After your purchase, you will submit a Job Expense Reimbursement Form, accompanied by your receipt(s). The Job Expense Reimbursement Form is now submitted online via a digital form, found at http://fuhsd.org/digitalforms.

Job Expense Reimbursement Form

Preparing Attachments:

  • Before you sit down to complete the Job Expense Reimbursement Form, scan your receipts so that they are ready to attach and submit.
  • Receipts should be for reimbursable items only (separate transaction from personal purchases).
  • Keep original receipts for your records.
  • If you are submitting receipts for food:
    • For a small group, attach list of attendees
    • For a big group/event, attach list of invitees (eg the calendar invite for the event showing all invited parties, or a class list, etc.)

Completing Reimbursement Form:

  • Send Check To -- List your department & contact person (aka Ed Ops/Amanda Evans; Transitions/Susan Pearson)
    • If it is within 3 weeks of the end of the school year and you are not working in summer, list your mailing address instead.
  • Description of Expense -- List the name of the store or vendor ONLY (e.g. “Safeway”)
  • Rationale/Justification -- List a very BRIEF and GENERAL rationale: “Supplies for XXX Program” or “Postage for XXX Program”
  • Account Code -- leave blank; Ed Ops Support Specialist to fill in.

Submitting Reimbursement Form:

  • Digitally sign and date
  • Scroll to the bottom of the page and use the gray Add Attachment button to upload your receipts.
  • A pop-up will appear. Select the appropriate support person from the pull-down and click "Send to this Recipient."
  • You will receive an email confirmation of your submission, and another email once your form has been approved.

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Shared Folder for Ed Ops Staff

How to Access the Ed Ops Staff shared folder:

Selected Ed Ops staff members have access to the Ed Ops Staff shared folder. This folder is a place where Admin will place additional resources for staff, but also a place where staff can share resources with each other, store documents for easier collaboration, and so forth. It is locked for viewing only by Ed Ops staff, so you may post student information such as transcripts, grades, etc. without breaching confidentiality. 

To access our Ed Ops Staff shared folder:

  1. Open a Windows Explorer window (NOT Internet Explorer, but Windows Explorer - things like your Documents folder, My Computer folder, etc. are all Windows Explorer folders).
  2. Click in the white space in the address bar, to the right of any text. This should make the file path go away and leave you a blank box in which you may type.
  3. Type \\escfs2\ed ops staff\, then hit enter.
  4. Once you've arrived at the Ed Ops Staff shared folder, make a copy of the Shortcut to Ed Ops Staff and place on your desktop so you don't have to go through this process again!

Note: This link will only work when you are connected to FUHSD's network, on campus. It is not cloud-based, so will not work from home.

If you do not currently have access and need it, please send an email so we can add you.

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Staff Absence Procedure

How to Access the AESOP System

Phone:     1-800-942-3767
Web:        www.aesoponline.com

Planned Absences

  1. If you plan in advance to take time off, you must get prior, written approval from an Administrator.
    • Certificated staff – email your supervisor.
    • Classified staff – email your supervisor. 
  2. Once you receive confirmation that your absence is approved, enter your upcoming absence into AESOP via phone or web.
    • Certificated staff – Choose “No Sub Required” on AESOP* and then use the Notes to Administrator box to communicate substitute info:
      • If you have arranged a sub on your own, write “[Person’s Name] confirmed to cover the absence.”
      • If you need help to find coverage, write “Sub needed for [hours/periods].”
    • Classified staff – “No Sub Required”* will be selected by default.
  3. HR substitute coordinator, in accordance with the communicated wishes of Admin, will help fill the position if needed.

Last-Minute Absences

  1. If you discover at the last minute that you are going to be out (due to illness, etc.), immediately enter your absence into AESOP via phone or web.
    • Certificated staff – Choose “No Sub Required”* and let us know in the Notes to Administrator box whether you require a substitute.
    • Classified staff – “No Sub Required”* will be selected by default.
  2. HR substitute coordinator will work with Admin to get a substitute as needed.

* Certificated staff will need to select “No Sub Required;” for classified staff, the system will default to this option and it may not be changed. NOTE:  In many cases, a sub will still be required and used. However, the “No Sub Required” designation allows staff (teacher, administrator, HR substitute coordinator) to influence/choose who the sub shall be instead of having the system call out to a large pool of random subs – many of whom may not be a great fit for our Ed Ops programs.

Partial Day Absences
Note that any and all absences of 1 hour or more, whether sick, vacation, personal, bereavement, etc., should be logged in AESOP. If you cannot log your time, contact your Admin.

Enter Absences BEFORE They Happen
You must enter your absences in AESOP in advance of the time you’ll be out. Therefore, please try to enter things in AESOP as soon as you know you will be absent. If you forget or cannot log your absence in advance, you will need to send an email to Amanda so she can enter your absence for you retroactively.

CLICK FOR PRINTABLE VERSION

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Student Attendance Procedure

Attendance Log

Community School, CLP, Vistas, and YPP staffs will keep a log of attendance contacts with parents using a Google Sheets spreadsheet shared with your attendance tech. The attendance tech will use this log to code student absences.

Absence Reasons

Staff receiving absence notification from parents must use the following six options to clearly communicate absence information to the attendance tech:

  1. Parent reported illness
  2. Parent reported medical appointment (include time of appointment)
  3. Parent reported bereavement (1 day for immediate family member only)
  4. Parent reported other (list reason school activity, all-state band, college trip, family vacation, etc. etc.)
  5. Tardy – # minutes
  6. No parent contact

Digital Verification of Attendance

FUHSD uses a digital verification system for attendance. Your attendance clerk will no longer print paper reports for you to review and sign. The state assumes that you will enter attendance accurately and report any changes in writing to your attendance tech. If you are concerned about your attendance, you may review a log of all changes made to your attendance in IC. To run this report, go to Instruction > Reports > Attendance Change Tracking.

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Ed Ops Supplies

Basic Office Supplies

Ed Ops Supply Closet is located in the Ed Ops Office, behind the Ed Ops Conference Room. In the supply cabinet, you will find pens, pencils, white-out, paper clips, post-its, folders, FUHSD envelopes, and other basic office supplies. 

Supply Cabinet guidelines:

  1. Send an email when you take the next-to-last of something.
  2. Take only what you need.
  3. Leave the cabinet neat, tidy, and organized.

Other Classroom/Office Supplies
If you need an item not stocked in the Ed Ops Supply Closet, you have two options:

  1. (PREFERRED OPTION for best pricing) Our office supplies vendor --
    • Send an email describing what you need.
    • Orders arrive in 2-3 business days; if timing is critical, please indicate in your email.
  2. Purchase on your own --
    • With prior approval from Admin, buy what you need at a store.
    • Follow instructions above to prepare your reimbursement request. 

Toner for Printers/Copiers

Toner is ordered from a specialty vendor and may take 1-2 weeks to arrive, so please send Amanda an email as soon as the “low toner” light goes on. Include the make/model of the printer and the ID# from the CPO sticker.

Ordering Other Items
Need other items? Contact your Admin. If your request is approved for purchase, Amanda or Donna will submit it to the purchasing process. You can expect to see your item within 3-4 weeks on average, though it is sometimes longer, depending on the shipping time from the vendor – so plan ahead!

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