Explore

Untitled
Untitled

Tom Piowaty

Yujin Gakuen Japanese Immersion Elementary

友人学園　ゆうじんがくえん

⁠

Education Assistant

Handbook

2021 - 2022

Table of Contents

⁠

Introduction⁠

⁠

Printable Documents⁠

⁠

Work year calendar/School breaks and paid holidays⁠

⁠

District Calendars⁠

⁠

Superintendent’s Back to School Memo⁠

⁠

Building Schedules⁠

⁠

Emergency Notebook Contents⁠

⁠

School Calendars⁠

⁠

Yujin Gakuen Japanese Immersion School Overview⁠

⁠

Mission and Program Description⁠

⁠

Yujin Gakuen’s School Profile and mission:⁠

⁠

Our school climate – We are:⁠

⁠

Staff⁠

⁠

YG Team Directory⁠

⁠

4J Staff Directory⁠

⁠

Staff Meetings⁠

⁠

Staff Self-Care/Celebrations⁠

⁠

Staff Room Duty⁠

⁠

Professional Development⁠

⁠

Student Services⁠

⁠

Nuts and Bolts⁠

⁠

Absences from Work⁠

⁠

Requesting personal leave and scheduling appointments⁠

⁠

Plans for Substitutes⁠

⁠

Accident or Illness (Staff)⁠

⁠

Accident or Illness (Student)⁠

⁠

Announcements⁠

⁠

Arrival and Dismissal Times (Staff)⁠

⁠

Arrival and Dismissal (Students)⁠

⁠

Breaks and Meal Periods⁠

⁠

Building Etiquette⁠

⁠

Communication (from Administration)⁠

⁠

Communication (…with Office Staff)⁠

⁠

Communication (…with Each Other)⁠

⁠

Communication - Mailboxes⁠

⁠

Communicating (…with Parents)⁠

⁠

Duty Free Breaks and Mealtime⁠

⁠

Electronic Devices⁠

⁠

Emergency/Safety Procedures⁠

⁠

*See District Handbook (update when new one is done)⁠

⁠

*Fire Drill Routes/procedures (the building principal will go over at 1st staff meeting)⁠

⁠

Exterior Doors and Gates⁠

⁠

Decoration guidelines/restrictions⁠

⁠

Electrical guidelines/restrictions⁠

⁠

Snow/Hazardous Weather days⁠

⁠

Emergency Notebook Contents⁠

⁠

Emergency School Closure⁠

⁠

Facilities⁠

⁠

Custodial Support⁠

⁠

After School Activities⁠

⁠

Entering/Exiting building after hours⁠

⁠

Setting alarms:⁠

⁠

Guests/Visitors⁠

⁠

Gum⁠

⁠

Harassment/Discrimination Policy⁠

⁠

Hall Passes⁠

⁠

Indoor Recess⁠

⁠

Instructional Materials Center (IMC)⁠

⁠

Keys⁠

⁠

Leaving the Building⁠

⁠

Lost and Found⁠

⁠

Lunchroom/Cafeteria Procedures⁠

⁠

Medication⁠

⁠

Reimbursement for Classified Staff for Purchases⁠

⁠

Supplies Used by Staff⁠

⁠

Teacher Duty Free Lunch⁠

⁠

Telephone Use (Staff)⁠

⁠

Tobacco Use⁠

⁠

Work Orders⁠

⁠

Parents / Community⁠

⁠

Parent Involvement⁠

⁠

Resources for Families⁠

⁠

Parent and Student Handbook⁠

⁠

Curriculum / Testing / Assessment⁠

⁠

Curriculum (Work on listing, aligning in primary & intermediate team meetings during 2015/16 school year.)⁠

⁠

Testing (tom working on staffing)⁠

⁠

Academic Referrals (IIPM/SST/TAG) (ESC staff person yet to be determined, based on funding)⁠

⁠

Current Focus and Tasks⁠

⁠

Laura⁠

⁠

Tom and Laura⁠

⁠

Primary/Intermediate team meetings (working on over the year)⁠

⁠

Back to School Agenda Items: first staff meeting⁠

⁠

Committee Work⁠

⁠

Technology, Tom Maddox, Peggy Young, James Grubic⁠

⁠

Parent Teacher Organization (PTO)⁠

⁠

Introduction

The Yujin Gakuen Education Assistant Handbook has been compiled to provide Education Assistants with an overview of day-to-day duties, responsibilities, and the various procedures observed at this school. You are responsible for knowledge of policies contained within this handbook, as well as our student handbook, emergency procedures, and district policies in the Superintendent’s Back-to-School Memo.

Printable Documents

Work year calendar/School breaks and paid holidays

⁠

Employee Reporting Days Work Year 2020-2021⁠

- Needs to be updated

⁠

Licensed Work Calendar⁠

2021-2022

⁠

Classified Work Calendar⁠

2021-2022

District Calendars

⁠

Elementary School Calendar 2021-2022⁠

⁠

One-Page Printable Calendar⁠

⁠

Online Calendar⁠

⁠

⁠
`Superintendent’s Back to School Memo`⁠
⁠

Building Schedules

⁠

Staff Meetings and Friday Meetings⁠

- needs to be updated

EA Meeting Agendas nd Notes

⁠

EA Summary of Schedules⁠

- needs to be updated

⁠

Recess Supervision ⁠

- needs to be updated

⁠

Jeanne’s Schedule⁠

- needs to be updated

⁠

Library Schedule⁠

- staff need to sign up for a time slot

⁠

PE and Music Schedule⁠

- draft completed

Specialists Schedule

⁠
`Emergency Notebook Contents`⁠
⁠

⁠

PBiS Handbook⁠

2021-2022

School Calendars

Our school uses the online calendars in Zimbra. These are managed by the school secretary and the principal (kocho sensei). There are two calendars that staff need to track:

Yujin Gakuen calendar - this is used for staff to track meetings and other important events

YG’s web calendar - this is used for families to track important events

If you don’t have access to these calendars, Laura or Tom can share them with you.

Yujin Gakuen Japanese Immersion School Overview

Mission and Program Description

Yujin Gakuen’s

School Profile⁠

and mission:

Enable our diverse student community to be productive citizens in our global society through a bilingual, bicultural, integrated Japanese/English curriculum.

友人 (Yujin) means “friendship”

学園 (Gakuen) means “school”

Our school climate – We are:

Respectful 親切　しんせつ

Safe　安全　あんぜん

Responsible　責任　せきにん

We build community, family, and culture through…

Japanese class plays at each grade level

Hosting interns from Japan through a homestay program

Traditional Japanese food and activities, for students and the school community

Special programs/events

K Asian Celebration, performance in spring, Kinder completion ceremony at year’s end.

1 Mastery of Hiragana, beginning Kanji. Song/ conversation/ reading/writing integrated into multiple subject areas and through skits.

2 Asian Celebration (kimonos, song), spring Japanese folk play and trip to Salem Children's’ Museum and Tokyo International University of America.

3 Train trip to Portland Zoo, report on a state, learn multiplication facts.

4 Plays/skits, speech, dance, singing, recorders. Evening parent performances and community performance participation, three unit projects completed in English and Japanese.

5 Asian Celebration

Staff

⁠

YG Building Rep/Leadership Positions⁠

- 2021-2022 draft

⁠
`YG Team Directory`⁠
draft

⁠
`4J Staff Directory`⁠
draft

Staff Meetings

⁠

Inservice Week - BTS⁠

- draft

⁠

Staff Meeting Agendas and Notes⁠

- Needs to be updated for 2021-2022

EA Meeting Agendas and Notes

Agenda--how is it determined?

principal adds items and shares with staff prior to meeting

staff write items on google doc

Shared google doc?

Group Agreements⁠

(old) (1st staff meeting, discuss, agree)

Staff

⁠

Meeting Schedule - held twice a month during. Meetings run from 3:00 to 4:00 PM.

Location: TBD

Staff Self-Care/Celebrations

Staff Room Duty

List of expectations--posted in the staff room above the sink. (add to this doc--?)

Sign up -- staff members sign up for 2 weeks per year. Claim your week on calendar in the staff room. All staff are expected to sign up. ½ time staff members should team with another staff member.

Fridays @4--staff encouraged to get together outside school

Winter Party--.

Behavior Support

Behavior Support Assistant -

Elayne Goodban⁠

⁠

Counselor -

Scott Klein⁠

⁠

Principal - Thomas Piowaty

Custodial Support

YG and Kelly will have 3-4 custodians supporting the building. See

Contact Information for Custodians⁠

Student Services

English Language Development

Jennie Goodlett - Teacher (.5 FTE)

Learning Center (Room 5)

Mary Gevatosky - SpEd teacher (.5 FTE)

Janesta Sola - LC EA (4 hours)

Itinerants

Speech: Tricia Grady

School Psychologist: Justin Potts

Occupational Therapist: TBA

Autism Specialist: Joanne-Nicole Curzie

Nuts and Bolts

Absences from Work

Anytime you are absent or late it impacts our ability to deliver services and should be kept to a minimum. In case of absence from work, the following procedures should be followed:

Notify immediate supervisor (Kocho Sensei) either by text or phone as soon as practicable. The general expectation is at least 30 minutes prior to the start of the scheduled shift. If leave is foreseeable, notice should be at least 10 days prior to the date the leave is to begin or as soon as otherwise practicable.

It is the staff member’s responsibility to schedule his or her own substitutes. To do so, contact the 4j substitute service at

Frontline Absence Management⁠

. Please contact the service EARLY to make substitute arrangements.

For a complete set of instructions on requesting a substitute using Aesop, visit

Substitute Dispatch Information⁠

If it is too late to report an absence and schedule a substitute, call the school office immediately.

Requesting personal leave and scheduling appointments

Any requests for personal leave must be scheduled with Kocho Sensei at least 24 hours in advance unless it’s an emergency.

Note: the building principal will need advance approval from the Human Resources Director if the personal day is adjacent to a holiday.

See the following 4J documents for more information on

Attendance Expectations ⁠

and

Notice requirements for leave⁠

Plans for Substitutes

Plans for substitutes should be complete, easy to follow, and easily accessible. The expectation is that:

The EA schedule will be completed and turned into the office

The school secretary will give the substitute the schedule

EA should list a colleague who would be able to assist where needed.

Procedures that need to be followed if applicable

Lesson plans for the day if applicable

The plans should be clear enough for the school secretary to explain what the substitute will be doing that day

Accident or Illness (Staff)

Fill out an accident report form immediately if you are injured at work. If a form is not completed, personal loss may not be covered by workman’s compensation insurance. If you find it necessary to be seen by a physician due to a work injury, please get information from the office. The designated district facility is indicated on the accident report form.

You may use the

On the Job Injury Report⁠

(fillable)

For more information see the

4J Injury and Accident Procedures⁠

⁠

Accident or Illness (Student)

In the case of an accident or illness, send the student to the office, preferably with a written explanation, or call the office staff to inform them that the student is coming to the office. Have the student escorted by one student only, if necessary. In the event of an injury, be sure to fill out an

accident report⁠

If a student is seriously injured then must be accompanied by a staff member.

Animals/Pets

Animals are not allowed inside the school, nor in or around arrival and dismissal areas.

The only exception are registered service animals. All service animals must be approved by the front office.

Announcements

Announcements will be broadcast via the school wide intercom system. These announcements are usually made on Fridays to lead students in the Pledge of Allegiance. Other announcements will be made as necessary to inform students and staff.

Arrival and Dismissal Times (Staff)

Generally, full-time staff hours are from 8:00 AM to 4:00 PM.

Arrival and Dismissal (Students)

Children are allowed in their building at 8:20 AM in order to go to the cafeteria.

Students arriving before the 8:20 AM bell who are having breakfast should report to the cafeteria. Students having breakfast may arrive as early as 7:45 AM. Those students not eating the meal should delay their arrival until 8:20 AM. If arriving before 8:20 AM, students must wait in front of the school.

Dismissal is at 3:00 PM (1:45 on early release Friday).

Assemblies

There will be no assemblies during the COVID pandemic, unless they are virtual.

Badges

All staff members MUST wear Eugene 4j identification badges during contract hours and school sponsored events.

Breaks and Meal Periods

A rest break of at least ten (10) minutes must be provided during each half shift (four hours on an 8-hour shift or five hours on a 10 hour shift), approximately midway in the period.

Employees are provided at least a thirty (30) minutes meal period for any shift six (6) hours or more in length. This time is unpaid as long as an employee is relieved of all duties.

Neither breaks nor meal periods may be taken at the beginning or end of the work period.

Building Etiquette

In the building, we will follow these guidelines for building etiquette:

TRAVELING TO CLASSES - As you take your class through the hall please be sure they do so quietly so as not to disrupt other students or staff members. When traveling to music, physical education, band, lunch, etc. take the most direct route. In most situations, teachers are expected to escort their students to their destination. Please walk on the right hand side of the hallways.

HALLWAY PASSING - All school staff need to take ownership of student behavior. One does not need to be the homeroom teacher to address inappropriate behavior.

STUDENTS IN BUILDING AFTER HOURS/WEEKENDS - Students will be allowed in the buildings evenings and Saturdays only if they have permission and are supervised by a parent, member of the faculty or a community education instructor. They need to be in the area that is directly supervised.

OUTSIDE ETIQUETTE - Instruct the children to use the sidewalks when approaching and leaving the school building. Students should walk their skateboards on the school site.

BATHROOM, HALLWAYS, LOCKERS - All students are asked to dispose of paper and other unwanted items in the containers provided. Be sure to monitor the bathrooms, hallways, and locker areas.

SCHOOL EMPLOYEE DRESS - Professional attire is expected by all staff. Your dress is an important part of how you are perceived (as an individual and as a professional) by your colleagues, students, parents, and the community. Good judgment and common sense should guide and encourage a professional appearance and standard.

POSTING OF NOTICES - Posting any notices, displays, etc. (by community organizations) must be cleared through the principal’s office. Only school related and/or sponsored activities may be displayed. A designated area for posting notices is the bulletin board by the _________.

Building Safety

Chemicals:

All chemicals must be stored in a locked cabinet.

All chemicals used in the classroom must have a Materials Safety Data Sheet on file in the custodial office.

ANY chemicals brought in from home, such as baby wipes, hand soap, or other cleaners, must have a Materials Safety Data Sheet on file in the custodial office. If a staff member is discovered with a chemical that is not approved with the custodial staff, s/he is personally liable.

Classroom set-up:

Personal furniture requires prior approval from the principal.

Refrain from hanging items from the ceiling.

Window and door exits must be clear.

There must be a 18” clearing from the ceiling to store containers (exception – the flag).

Decorative materials:

All decorative materials such as curtains, drapes, holiday items, or any other combustible decorate material shall be flame retardant.

A maximum of 25% of a wall area may be used for decorative material that is not fire retardant/treated. Decorations exceeding 25% of the wall space must be fire retardant/treated.

Decorations must be a minimum of four feet from any corner of an adjoining wall and a minimum of four feet from any exit.

Paper is not allowed on exit doors.

Decorations shall not conceal CFC state exits, exit lights, fire alarms, hose cabinets, electrical panels, fire extinguishers, or fire alarm sending stations.

Bulletin Boards:

The visual environment of a school has a direct bearing on the attitudes held by both students and parents. Displays help create a warm and friendly climate that send a positive message about our school. Teachers are responsible for the bulletin boards in and around their rooms.

Child Abuse

Any employee of the district who has reasonable cause to know or suspect that a child has been subjected to abuse or neglect, or who has observed the child being subjected to circumstances or conditions that could result in abuse or neglect will immediately report these observations to the counselor and/or principal. School employees are mandatory reporters and should contact the Department of Human Services with their observations/concerns, immediately (within 24 hours) or contact the Eugene Police Department.

School employees should not contact the child’s family, or any other persons, to determine the cause of the suspected abuse or neglect. It is not the responsibility of the school employees to determine or prove that the child has been abused or neglected.

Communication - Meetings

Staff Meetings

Communication (from Administration)

Staff receive an email link to the

YG Staff Newsletter⁠

⁠

Communication (…with Office Staff)

Notifying the office staff of changes in your schedule, field trips, guest speakers, any classroom activity that is “out of the ordinary”, etc. will allow the office to support your activities and better address questions that may arise. Put events on the YG Zimbra Calendar. Be sure to write down specific dates, time of departure, time returning, and whether or not students will be eating lunch at school.

Communication (…with Each Other)

Email is our primary mode of communication so checking your email “in box,” daily is important. We are working on the

YG Staff Dashboard⁠

document and YG Dashboard in the YG Shared Drive and

YG website⁠

that hosts a variety of important information, including schedules, meeting minutes, assessment updates, technology tips, and more! It’s a quick and easy place to locate information. It contains not only information for the general public, but it also contains links for both our learners and our staff.

Communication - Mailboxes

Staff should check mailbox cubbies in the IMC at least once a day.

Communication - Messages

All telephone messages received in the office will be forwarded via email, or voicemail, except for emergencies.

Email should be checked throughout the day, time permitting.

YG may want to consider having a group agreement. At some schools if action is required by staff members and the notification is sent through email, staff should have 24 hours notice lead time on the action. Staff also recognizes that occasionally this will not be possible. The goal is to avoid same-day notification and action issues.

All staff should check voicemail once per day, or as indicated by the red light on phones.

Communicating (…with Parents)

Thursday Envelopes - These have been the primary form of communication between Yujin Gakuen and home. We have discussed a need to transition to electronic communication in order to save on costs.

Thursday School Newsletters - These are posted on the

YG website⁠

and sent to families via School Messenger.

Website and Facebook Page - The YG website holds the weekly staff newsletter.

Questions from Parents - When education assistants get questions from parents regarding a student or a staff member, direct the parents to the appropriate teacher or to Kocho Sensei.

Conferences

Days for conferences each fall are determined by the district. This year, conferences are held on Novermber 10 and 12. Staff may choose to hold conferences on November 9th and 10th so that November 12th can be taken as a day off as compensation for working longer on the 9th and 10th.

The front office will prepare conference sign-up forms for the classrooms. This year, the conferences will be scheduled using SignUp.com

The office will then create a conference form that can go home to families. We make every attempt to schedule siblings in succession so families need only come once. Staff will meet to help match sibling conference times

All staff participate in conferences.

Grade levels make agreements about what will generally be covered/discussed at conferences

Want to print your doc?
This is not the way.

Try clicking the ⋯ next to your doc name or using a keyboard shortcut (

CtrlP

) instead.

UntitledUntitled

Education Assistant

Handbook

2021 - 2022

⁠Superintendent’s Back to School Memo⁠⁠

⁠Emergency Notebook Contents⁠⁠

⁠YG Team Directory⁠ draft

⁠4J Staff Directory⁠ draft

Untitled
Untitled

⁠
`Superintendent’s Back to School Memo`⁠
⁠

⁠
`Emergency Notebook Contents`⁠
⁠

⁠
`YG Team Directory`⁠
draft

⁠
`4J Staff Directory`⁠
draft