Timecards, Time Off Requests, & Timesheets Reminders

FOR ALL STAFF
Important Reminders

• Timesheet submissions must be completed by Monday at 5 p.m. for the previous week. 
• Supervisors are to approve the timesheet every Tuesday by 5 p.m. Our workweeks are Monday–Sunday, so for departments that may need to work on the weekends in the winter, please do not submit before Monday.
• Beginning December 2, any timesheets not submitted on time will not be pushed through by administrative assistants or the Finance Department. Rather, they WILL NOT BE PAID. Staff will still need to submit the missed timesheet and notify their supervisor, who will in-turn notify the payroll department to pay on the next scheduled pay date. 
• If TIME OFF requests are put in after timesheets are built, you need to adjust the time worked by editing it or letting your supervisor know to correct.
• During Christmastime, payday will be on December 26. All timesheets will need to be into payroll by Tuesday, December 17 at 5 p.m. There will be no exceptions due to the holiday and bank closures.

FOR TEACHERS
Time Off Requests for Teachers: Please make sure you are putting requests in TIME OFF first, checking the sub needed box if applicable, and then going on to Frontline.

If requests need to be edited or removed, you must go through the proper procedures (videos and PDFs of the procedure are on the intranet).


FOR SUPPORT STAFF
Please make sure you are putting requests in TIME OFF. If a request needs to be edited or removed, you must go through the proper procedures (videos and PDFs of the procedures are on the intranet). Staff need to be cognizant that if their request is not approved at the time of submitting timesheets, they need to contact their supervisors before submitting.

Reminder: If TIME OFF requests are put in after timesheets are built, you need to adjust the time worked by editing it or letting your supervisor know to correct.

REMINDER: Upcoming Presciption Change - Fill Your Prescriptions Before 12/31/19

FOR EMPLOYEES ON THE DISTRICT HEALTH INSURANCE PLAN
The district will switch pharmacy providers from Express Scripts to OptumRx effective January 1, 2020.

Please note: Members will not be able to fill prescriptions with OptumRx until the provider is active on January 1, 2020. If members are able, please fill any current prescriptions for you/your dependents prior to the end of the year to ensure you/your dependents have the medication needed at the beginning of 2020. For prescriptions filled after January 1, 2020, please ensure that you are providing your updated insurance information to avoid delays in processing your prescriptions.

Celebrate Our Staff!

FOR ALL STAFF

National Special Education Day is December 2! Take a moment to thank the staff in pupil services for the amazing work they do to ensure ALL students receive an outstanding education in the WBSD!

Identity Theft Assistance

FOR ALL STAFF WHO WORK 20 OR MORE HOURS PER WEEK
Employees covered under our Madison National Life Insurance policy are offered identity theft assistance services. Effective December 1, 2019, the provider for this service will be changing to ID Experts. You and your family members are covered. There is no cost and no need to sign up.


If you are a victim of identity theft, the MyIDCare Identity Theft Recovery specialists will provide concierge-style service every step of the way. Their expertise will offer peace of mind and save valuable time during this stressful process.

Just visit the website or call the phone number on this flyer if you are a victim. The attached flyer provides you with the contact information and an outline of services. Please keep this item for your records. This flyer will also be located on the HR Intranet under the Employee Assistance page. 

Skyward Down for Maintenance

FOR All STAFF
On Saturday, December 7, all Skyward Systems will be down from 3:00 a.m.- 9:00 p.m. to complete server software upgrades for the entire Skyward System. During this time, both Skyward Student and Skyward Finance will not be available. If you use TrueTime to punch in and out and you work on this Saturday, please mark down your times and speak with your supervisor so they can adjust your time-card.

Required Medication Training Make Up Date - December 3

FOR STAFF WHO NEED MEDICATION TRAINING
REMINDER: The Medication Training make-up session is taking place next week Tuesday, December 3 from 4:00 p.m.-5:30 p.m. in the West High School Cafeteria.

This training is for staff that were not able to attend the required training in August or were hired after the school year started.

If you have not yet signed up and need to, please sign up for this training through My Learning Plan(Frontline)/Activities Catalog.

If you did not complete the online video knowledge portion of the medication administration through SafeSchools yet, please do so prior to attending the make-up training.

Please contact Nicole Gruenewald with any questions.

Items below this post are from previous issues of the Highlighter

Paychecks will be Delayed if Deadline Not Met

FOR ALL STAFF
Timesheet submissions must be completed by Monday at 5 p.m. for the previous week. Supervisors are to approve the timesheet every Tuesday by 5 p.m. Our workweeks are Monday–Sunday, so for departments that may need to work on the weekends in the winter, please do not submit before Monday.

Beginning December 2, any timesheets not submitted on time will not be pushed through by administrative assistants or the Finance Department. Rather, they WILL NOT BE PAID. Staff will still need to submit the missed timesheet and notify their supervisor, who will in-turn notify the payroll department to pay on the next scheduled pay date. 

Time Off Requests for Teachers: Please make sure you are putting requests in TIME OFF first, checking the sub needed box if applicable, and then going on to Frontline.

If requests need to be edited or removed, you must go through the proper procedures (videos and PDFs of the procedure are on the intranet).

Support Staff: Please make sure you are putting requests in TIME OFF. If a request needs to be edited or removed, you must go through the proper procedures (videos and PDFs of the procedures are on the intranet). Staff need to be cognizant that if their request is not approved at the time of submitting timesheets, they need to contact their supervisors before submitting.

Reminder: If TIME OFF requests are put in after timesheets are built, you need to adjust the time worked by editing it or letting your supervisor know to correct.

Reminder #2: Because November 28 is Thanksgiving Day, paychecks will be issued on November 27. Therefore all timesheets must be into payroll by Tuesday, November 19 at 5 p.m. There will be no exceptions due to the holiday. During Christmastime, payday will be on December 26. All timesheets will need to be into payroll by Tuesday, December 17 at 5 p.m. Again, there will be no exceptions due to the holiday and bank closures.

Summer School 2020 Dates

FOR ALL STAFF
Summer School 2020 planning has begun!

Students in kindergarten through seventh grade will be offered the opportunity to attend summer school from June 15-July 10.

Students in grades eight through 12 may choose to attend summer school from June 15 to July 17. Summer school will not be in session on July 3.

Additional information will be shared in future Highlighters. Parents will be informed of dates and details via the West Bend School District Update in December.

Complete The Benefits Open Enrollment Process

FOR ALL STAFF
The window for Open Enrollment into district benefits opened on Monday. The window closes on November 22. ALL EMPLOYEES WHO WORK 20 HOURS OR MORE PER WEEK ARE REQUIRED TO COMPLETE THE OPEN ENROLLMENT PROCESS. Those employees must complete this process even if they are not making changes to their benefits or if they are declining all benefits.

Please refer to the email you received on November 6 titled "IMPORTANT: 2020 Benefits Open Enrollment Instructions" for details about how to complete this process.

REMINDER: Handbook Acknowledgements are due November 15

FOR ALL STAFF
All staff members are required to sign into My Learning Plan / Frontline and submit the handbook acknowledgment form by the end of the day on November 15. Please take the time to review the handbook and complete this important step.

Celebrate WBSD Staff Members!

FOR ALL STAFF

• November 20 is National Education Support Professionals Day! This is a day to recognize the many aides, paraprofessionals, instructional techs, clerical staff, and other support staff who help us achieve our mission each day. Without their tireless work, our district could not function. Did you know that we have roughly the same number of support staff members as we do teachers in the WBSD? 
• Congratulations to Shelly Krueger from West High School for earning the Wisconsin Profesora Distinguda award from the American Association of Teachers of Spanish and Portuguese. This award recognizes Shelly as the Teacher of the Year for this state-wide foreign language organization. We are so fortunate to have phenomenal teachers like Shelly in the West Bend School District. 

Substitute Teacher Updates

FOR AIDES AND TEACHING STAFF
The Human Resources Department and your school offices are always working to reduce the number of unfilled absences each day. We wanted to share some information about this topic with you:

1. BUILDING SUBS: We hire as many qualified building subs as we can get, but we currently have a posting on WECAN to help us find even more building subs. The job market is very tight right now and there are few candidates for these positions. Districts across the state are experiencing challenges filling their absences. If your building does not have a building sub right now, that is because we cannot find the ideal candidate for that position.
2. SUBSTITUTE TEACHER LICENCES: DPI will issue a substitute teacher license to anyone with at least an associate's degree. If you know anyone who would be a great fit for such a role, please forward them to Lauren Swenson in the HR office at 262-335-5402.
3. THE MORE NOTICE, THE BETTER: The "fill rate" is the percentage of substitute jobs that are filled with a sub. We want high fill rates. The sooner we can put an absence in the system, the better the fill rate. Obviously, there are many times that giving more notice is just not possible. However, if you know you are going to be absent please do everything you can to get that absence entered into the system as quickly as possible to avoid the absence being unfilled. Fill rate stats for the district this year:
1. Absences with at least 24 hours advance notice have a 93% fill rate
2. Absences with 12-24 hours notice have a 77% fill rate
3. Absences with less than 12-hour notice have a 57% fill rate
4. SUB FILL RATES: We are doing well this year filling teacher absences, but struggling with aide absences.
1. Our teacher fill rate this year is 95%
2. Our aide fill rate this year is 45%
5. LOOKING FOR AIDE SUBS: If you know of anyone who might enjoy the flexible hours of an aide sub position, only a high school diploma and a successful background check is required to qualify. Please tell anyone you know who might be interested in such a role to contact Lauren Swenson at 262-335-5402 and we can get them signed up.

Upcoming Medication Training

FOR ALL STAFF
A medication training session is being offered on Tuesday, December 3 from 4-5:30 p.m. in the West High School cafeteria. This training is for staff that were not able to attend this DPI-mandated training in August or were hired after the school year started.

If you did not complete the online video knowledge portion of the medication administration through SafeSchools yet, please do so prior to attending the skills checkoff.

You can sign up for this training using the District Catalog on My Learning Plan / Frontline.

Please contact Nicole Gruenewald with any questions at extension 51547.

WBSD Apparel Available for Purchase

FOR ALL STAFF
Per the request of employees throughout the district, WBSD apparel is now being sold via an online ordering system at this link from November 14--November 24. There is a wide range of clothing with the WBSD logo available for men and women. There are samples of some of the items available at the ESC near Deb Roensch's desk.

If you are interested in purchasing clothing items, you can select your items, place your order, and pay online. Once your order is received, a confirmation email will be sent. If you do not receive a confirmation email, your order was not submitted correctly.


Remember, the last day to order from the WBSD online store is November 24. Items will be shipped to the Education Service Center and once they are available for pick up, you will be notified.

Please note: Credit cards will not be charged and processed until November 25 when the store has closed.

ARTICLES BELOW THIS POST ARE FROM PREVIOUS EDITIONS OF THE HIGHLIGHTER