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2018-2019 Procedures Handbook 

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TABLE OF CONTENTS Career & Technical Education District Information Handbook Objective ............................................................................................. 1 About .................................................................................................................... 1 Vision .................................................................................................................... 1 Mission ................................................................................................................. 1 Staff ...................................................................................................................... 2 TEA ...................................................................................................................... 3 TEKS .................................................................................................................... 3 HB5 ....................................................................................................................... 3 Chain of Command ............................................................................................... 4 Activity Funds ...................................................................................................... 5 Building Keys ....................................................................................................... 5 Class Schedules .................................................................................................... 5 Department Meetings ........................................................................................... 6 Extra Duty Assignments ....................................................................................... 7 Fire Safety/Emergency Procedures ...................................................................... 7 Fundraising ....................................................................................................... 7-8 Grade Books and Grading .................................................................................... 8 Student Eligibility ................................................................................................. 8 Lesson Plans ......................................................................................................... 8 Professional Development .................................................................................... 9 Parental Relations/Students Discipline ................................................................. 9 Program Activities .............................................................................................. 10 Work based learning ........................................................................................... 10 Training Plans ..................................................................................................... 10 Extra Contract Days............................................................................................ 10 Additional and Supplementary Pay .................................................................... 10 Award Jackets ............................................................................................... 11-12



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Teacher Substitutes ............................................................................................. 12 Teacher Appraisal ............................................................................................... 13 CTE Administration Walk-Throughs ................................................................. 13 Teacher Assignments .......................................................................................... 13 Smart Goal Process ............................................................................................. 14 Needs Assessment .............................................................................................. 14 Teacher Mileage Reimbursement ....................................................................... 14 Travel Guidelines and Forms.............................................................................. 14 Student Travel Guidelines for 2017-18 ........................................................ 14-15 Professional Development Out-of-District-Travel ............................................. 15 Banquets and Trophies ....................................................................................... 15 Travel Payment Procedures .......................................................................... 15-17 Requisitions/Purchase Orders ....................................................................... 17-18 H.E.B--Requisitions............................................................................................ 18 Budget ........................................................................................................... 18-19 School Bus .......................................................................................................... 19 Work Orders ....................................................................................................... 19 Burglary/Vandalism/Loss Report Procedure ...................................................... 19 Inventory and Repair .......................................................................................... 20 Control and Security ........................................................................................... 20 CTE Website....................................................................................................... 21 Additional Website Resources............................................................................ 22



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HANDBOOK OBJECTIVE The purpose of this handbook is to provide information that will help with questions and pave the way for a successful year in Career Technical Education. We have included the most popular topics that teachers have questions on. This information is not comprehensive but a guide. Suggestions for additions and improvement to this handbook are welcome and may be sent to the Career and Technical Education Department.

ABOUT CAREER & TECHNICAL EDUCATION Career and Technical Education provides students with the academic and technical skills they need to compete in the global workforce and/or to continue their education at the post-secondary level after graduation. ƒ

CTE students have the opportunity to earn Industry Certifications in every career cluster.

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CTE collaborates with community businesses to provide employment and career development opportunities for McAllen ISD students.

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CTE collaborates with local community colleges to provide advanced dual credit opportunities for high school students.

VISION McAllen ISD vision is one that is a multicultural community in which students are enthusiastically an actively engaged in the learning process. Students demonstrate academic excellence in a safe, nurturing and challenging environment enhanced by technology and the contributions of the total community.

MISSION STATEMENT The mission of the McAllen ISD District is to educate all students to become lifelong learners and productive citizens in a global society through a program of educational excellence utilizing technology and actively involving parents and the community.


McAllen ISD CTE STAFF

Career Technical Education Director Lilia Sandoval-Silva Lilia.Sandovalsilva@mcallenisd.net (956) 632-5181 Career Technical Education Coordinator David Lyons David.Lyons2@mcallenisd.net (956) 971-1162 Career Technical Education Coordinator Diana A. PeĂąa Diana.Pena@mcallenisd.net (956) 661-4194 McAllen High School CTE Counselor Mirtha Jimenez Mirtha.Jimenez@mcallenisd.net (956) 632-3148 Memorial High School CTE Counselor Jeanne Dopp Lynda.Dopp@mcallenisd.net (956) 632-5263 Rowe High School CTE Counselor Linda Babauta Linda.Babauta@mcallenisd.net (956) 632-8846

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TEXAS EDUCATION AGENCY (TEA) The Texas Education Agency is the state agency that oversees primary and secondary public education. It is headed by the commissioner of education. The mission of TEA is to provide leadership, guidance and resources to help schools meet the educational needs of all students. You may locate information at http://tea.texas.gov/

TEXAS ESSENTIAL KNOWLEDGE AND SKILLS (TEKS) Texas has adopted curriculum standards that are to be used in all the state's public schools. The current standards, which outline what students are to learn in each course or grade, are called Texas Essential Knowledge and Skills (TEKS). The standards are adopted by the State Board of Education, after extensive input from educators and other stakeholders. The TEKS for Career & Technical Education are Chapter 127 and Chapter 130 found on the Texas Education Agency website. http://tea.texas.gov/curriculum/teks/

HOUSE BILL 5 (HB5) 83rd Regular Session of the Legislature passed HB 5 and became effective with the Governor’s signature in June 2013. House Bill 5 (HB5) made substantial changes to the state’s curriculum and graduation requirements, assessment program, and accountability system.

CHAIN OF COMMAND Chain of Command-Administrative Because of the Career Technical Education program’s specialized characteristics, its organized under two distinct chains of command. The administrative chain of command and the program chain of command are separate, complimentary systems. More information concerning MISD organizational charts is available on the MISD website. The home campus principal is the teacher’s primary supervisor. The following area/items are mainly within the principal’s jurisdiction: Activity funds Building/room keys Class scheduling Extra duty assignments Fire safety/emergency procedures 3


Fundraising Grade books and grading Lesson plans Parent conferences Pep rallies PTA activities Student discipline Teacher appraisal Work orders (repairs - routine and emergency) Chain of Command-Program “Program� authority refers to the specialized chain of command within the Career Technical Education Department itself. The Director of Career Technical Education (DCTE) is primarily responsible for: Articulation agreements Award jackets Bids for equipment Budget operations Class schedules (CTE) Coordination of Advisory Councils CTE Curriculum (except lesson plans) In-district travel Inventory Out-of-district travel PBMS CTE Reporting Recruitment of students Requests for equipment Staff Development Teacher assignment Teacher Procurement/recruitment Work orders (building improvements) Obviously, there are areas of overlapping interest and responsibility. Therefore, the above groupings are provided only to give a general idea of how the system operates. The key to past success has come from a spirit of cooperation and consultation.

ACTIVITY FUNDS 4


Each campus operates an activity fund, the use of which is governed by TEA Bulletin 679, by MISD policy, and by campus policy. Career Technical Education sponsors are expected to manage activity fund sub-accounts in a manner that adheres to established policy and reflects good “common sense.� Monies collected from students must be properly receipted and safeguarded. Regular deposits should be made to the school bookkeeper. At no time should cash or checks be left in filing cabinets, desks, school bus, or private vehicles. Examples of funds deposited in activity account include: Monies collected from fundraising Monies collected from students for bulk purchases such as T-shirts, candy and food sales Items or services purchased with activity fund monies are to directly benefit the students that the program serves. Specific guidelines can be found in the MISD Activity Fund Procedures on the MISD web site. NOTE: Sales tax must be collected for all items that are resold to individuals. Examples: T-shirts, candy, fundraising goods, accessories

BUILDING KEYS Keys that serve secondary teacher facilities are issued by the building principal. The key scheme provides teachers with access to outside doors, classrooms and classroom offices. Access to offices and storage areas is restricted to primary users (departmental chairs).

CLASS SCHEDULES The task of formulating an effective district-wide secondary Career Technical Education class schedule has become more complex with each passing year. Obviously, the stakes are high; a well-coordinated schedule provides for efficient use of staff. Conversely, a poorly planned schedule can degrade the benefits of adequate staffing, budgeting, curriculum, and facilities. Among the many difficulties are: Conference period scheduling Conflicts with athletics periods 5


Conflicts with academic singleton courses Coordination between campuses sharing teachers Availability of facilities Coordination of bus schedules between campuses In spite of the obstacles, MISD remains committed to a secondary Career Technical Education schedule with a strong teaching component and a structure that is vertically organized. Each staff member can contribute to the success of this vital process by adhering to a few “do’s” and “don’ts”: The following annual timetable pertains to the development of the district-wide class schedule for high school and middle school Career Technical Education classes: June Counselors will make certain that printouts of incoming ninth graders have correct elective choices. The DCTE monitors the campus scheduling process and approves any additional sections for CTE teachers. August The CTE counselors and the Assistant Principal in charge of scheduling work together on scheduling all CTE courses.

DEPARTMENT MEETINGS In a program such as ours, the ability to communicate with each other at all levels and in all directions is great and presents many challenges. Our greatest virtue, strong vertical organization, brings with it our greatest problem - physical distance and dispersion. We must depend on a strong “program” chain of command and a variety of well-organized communication modes to help us cope with this problem. Personal visits, use of the telephone, campus mail, e-mail and faxes are some of our communication tools. Staff meetings of various types and levels are also necessary. Some of the more formal types are: a. Department chair meetings – One per six weeks b. Teacher meetings – On-going c. CTE Department Counselor Meetings – Bi-Weekly or as needed 6


These meetings are published in the departmental calendar. Staff meetings assigned by the Director of CTE will be communicated at a later date. In addition, formal meetings with the staff led by each department’s chair should occur monthly. These meetings can be brief. They should be scheduled for the year and should allow ample opportunity for dissemination of information as well as the sharing of information. E-mail is an essential means of communication. E-mail should be checked several times a day especially for teachers who are CTSO Advisors or Department Heads.

EXTRA DUTY ASSIGNMENTS Although principals recognize the difficulties in assigning extra duty (e.g., bus duty, hall duty, cafeteria duty, etc.) to itinerant staff, there is no policy that exempts the Career Technical Education faculty from such duty. Where possible, it is in everyone’s interest for staff members to pull a reasonable share of such duties. (Experience has shown that those who are heavily involved in before and after school teaching on a year-round basis are less likely to be assigned regular duty.)

FIRE SAFETY/EMERGENCY PROCEDURES Career Technical Education staff will find it necessary to be acquainted with emergency procedures at several schools. On secondary campuses, department chairs shall ensure that a Career Technical Education teacher is assigned to verify evacuation during emergency drills. This procedure should be done for each class period during which the facility is occupied.

FUNDRAISING Fundraising projects involving Career Technical Education students must have the principal’s approval and should be scheduled at the beginning of the school year. Monies received must be receipted and deposited regularly in the activity fund, according to campus and district policy. Some “do’s and don’ts”: Do secure parent volunteers to assist with collection. Do make daily deposits. Do insist on receipts from the school bookkeeper. Do keep accurate records. Don’t leave cash or checks unattended – EVER!!!!!!!!!!!! 7


Don’t begin until you have identified needs and goals. Don’t use class time except when absolutely necessary. DON’T EVER USE CASH TO BUY ITEMS!

Fundraising should be carefully planned to ensure success. The internal auditor reviews MISD activity accounts with the assistance of the Campus Principal. Over the course of a school year, documentation should include the following: 1. 2. 3. 4. 5. 6. 7. 8.

Deposits for fundraising are made on a timely and regular basis. Fundraising deposits should consist of cash and checks. In general, checks should not have been written more than two weeks prior to deposit. Fundraising should yield a reasonable profit. Most professional fundraising vendors’ indicate that the organization should realize approximately 35% profit. There should be a reasonable accounting of moneys deposited as the result of sales. Receipts shall be issued to students who make deposits. Items sold to individuals shall include sales tax. All transactions should be approved prior to purchase via a purchasing requisition. No reimbursements are allowed.

GRADE BOOKS AND GRADING Grade books shall be maintained according to McAllen ISD grading policy: 60% for exams, 30% for quizzes, and 10% daily assignments. It is important that every Career Technical Education teacher establishes and maintains a defensible grading system that can be easily understood by administrators, parents and students. The new Board approved grading policy is posted on the MISD Website.

STUDENT ELIGIBILTY Secondary Career Technical Education grading involves considerations that have been complicated by the “no-pass-no-play” rule. It is important to ensure that students who become ineligible are not placed in double jeopardy; that is, students should not receive grade penalties that are based in any way on eligibility restrictions.

LESSON PLANS Principals establish lesson plan procedures at campuses.

PROFESSIONAL DEVELOPMENT 8


Each Career Technical Education teacher is authorized to attend the summer professional development conference on a case by case basis. The latest information can then be shared and implemented in the classroom. The DCTE must sign the Record of Professional Development Report before it is forwarded for placement in the individual’s time equivalency transcript. A copy also needs to be forward to the Personnel Office. This form is to be used for all out of district sessions. Whenever attending a district-sponsored session, all you need to do to document your time equivalency is to sign in for each session.

PARENTAL RELATIONS/STUDENT DISCIPLINE Communication with parents is essential to any quality educational program and Career Technical Education is no exception. Although parental relations lie primarily within the principal’s domain, the Career Technical Education Director is available to serve in an advisory capacity. Words to the wise: a) Establish a few well-advertised, reasonable rules and routines early in the school year. (Rules that work are more easily enforced than rules that don’t work.) b) Dress and act to gain the respect of your students. c) Treat students with respect. (Ask yourself: “Would I act the same way toward this students if his/her parent were present?) d) Don’t avoid or delay contacting a parent when contact is needed. e) Have proper documentation of grades, disciplinary matters, and prior communications. f) Don’t approach a parent conference thinking in terms of mandatory winners and losers. Successful conferences should end with everyone a winner - even when you find it necessary to stand your ground. Avoid “preaching.” g) Remember - parents don’t have to behave the same as you in a conference situation. Also, remember that parents may enter the chain of command at any point they choose. h) Use every legitimate opportunity for sincere praise. i) Be willing to admit to an occasional mistake (and try not to make the same one again). j) Keep the Career Technical Education Director and your department chair informed. k) Keep your principal informed.

PROGRAM ACTIVITIES Career Technical Education teachers should see their Campus Principal in early 9


August in order to schedule activities. The Campus Principal needs to have a list of contests or activities that includes dates and times. A copy of this list needs to be filed in the office of the DCTE, also.

WORKBASED LEARNING EXPERIENCES Practicums are specific to a career cluster and combine classroom instruction with learning experiences in a laboratory setting or at an approved training site. Resources for teachers to acquire a Certificate to be able to teach Practicums are as follows: x New Teacher Online Work-Based Learning Course Available as of 8/2015 Online training for CTE work-based learning that meets the requirements of the Texas Teacher Assignment Rules (TAC 19, Part 2, §231) for Career Preparation and Practicum teachers is now available. It can be accessed free of charge at: http://www.TEAWBLTraining.org The training takes approximately 10 hours to complete and is divided into 12 sections covering laws, rules, and procedures related to work-based learning and safety. For additional information or assistance, email CTE@tamucc.edu.

TRAINING PLANS Co-op Training Plans need to be filed at the CTE office by October 13, 2017 (date subject to change).

EXTRA CONTRACT DAYS Teachers with extended contracts will need to submit documentation on duties that will be completed during the extra days worked. The documentation is due by May 18, 2018 (date subject to change).

ADDITIONAL AND SUPPLEMENTARY DUTY PAY Stipends are only available for teachers who are CTSO Advisors and co-sponsor. Stipend form needs to be completed and turned in to Administration no later than April 27, 2018 (date subject to change). It is the CTSO Advisor’s responsibility to turn in all the required documentation by the due date. If the CTSO Advisor has some 10


pending travel that has not been cleared, it may result in partial or full-nonpayment of the stipend. Some CTSO Sponsors will qualify for a Co-sponsor.

AWARDS JACKETS Guidelines for Career & Technology Award Jackets **Students will be allowed to pay for their jackets if the following criteria have been met and Sections 1, 2, 6 & 7 on the application have been completely filled out.** 1. A junior or senior enrolled in a CTE course(s) that is in a coherent sequence that may lead to an endorsement. 2. Have completed (4) four credits of career technology courses including the course(s) he/she is taking during the current year. 3. Be a member of a Career Technical Student Organization the year he/she is enrolled in a career technology course. 4. Pay CTSO dues as requested by the organization and be an active club member as per teacher’s recommendation. 5. Neatness of application will be a considering factor. 6. The student applicant is responsible for getting the verification signature from each of the teachers. 7. Student applicant must complete application, qualify, and pay before being scheduled to measure for the jacket. 8. No clubs may purchase or sponsor the purchase of an award jacket for those students who do not qualify for the jacket under the regulations. 9. The Career Technical Education course instructor who teaches that course or sponsors the student organization affiliated with that course, is required to verify all Career Technical Education club membership. 10. The Career Technical Education Award Jacket Committee will screen and have the final decision on all jackets awarded. 11. The applicant must be an active CTSO member at the time of the application and be recommended by the advisor/sponsor or recommending teacher. The following TEA sanctioned State and National CTSO organizations qualify: BPA, DECA, FCCLA, HOSA, Skills USA, FFA, and TSA. 12. Transfer applicants who have taken CTE courses at other school districts must be verified through school records by teacher/advisor with which applicant is applying. 13. CTE will only pay for the award jacket, any patches or other embroideries must be paid by the student. 11


Note: Students who qualify and fail to show up for the jacket ordering and measuring process must notify their recommending teacher. The student applicant is responsible for getting the information ready for next ordering date or loses their chance to order. 1. Compete in and attend CTSO competition(s) which is sponsored by the state organization. The student must have competed in at least one competitive event during club membership, and/or be an elected officer at the local level or a candidate at the district, regional, state, or national level. 2. Participate in a project that promotes Career Technical Education. This activity cannot be listed in #1. A minimum of two hours must be reported. The time can be from more than one activity. 3. Participate, outside of the regular school day, in a club-sponsored or sponsor approved community service project. A minimum of ten hours must be reported. The time can be from more than one activity

TEACHER SUBSTITUTES Secondary Career Technical Education teachers encounter a number of difficulties concerning the use of substitutes. First, there may be no point in using a substitute for a “team teaching� period unless we are fortunate enough to locate a specialist. Second, the substitute may have to contend with traveling to several campuses, locating keys, etc. Finally, convincing a substitute to work for half a day can be difficult. While these problems cannot be eliminated, they can be minimized through use of the following procedures: a) Submit a sub request form through the CTE director for approval. See form on CTE website under staff resources tab. b) Each staff will develop and publish contingency plans for substitute teacher. c) A set of keys will be placed at all high schools and middle school campuses. The administrator at the campus will be able to assist in this area. d) When a substitute teacher is utilized for only a portion of the day in the classroom, the substitute teacher can be utilized in the CTE department as needed. e) Direction for calling in a substitute are listed below: 12


The absent teacher calls: 1. The district absence/substitute system (956) 632-8480 or use the electronic service on the McAllen ISD website 2. It is also important to communicate absences to the department head. f) The Career Technical Education Director shall be advised when a CTE teacher is out for an extended period of time.

TEACHER APPRAISAL Career Technical Education Teachers primary supervisor is the Campus Principals. At the request of the CTE teacher or the principal, CTE Administration can assist in providing instructional support.

CTE ADMINISTRATION WALK-THROUGHS Routine walk- through evaluations will be conducted. The purpose of the CTE Administration walk through evaluations are to determine competence, evaluate district CTE course alignment, assess strengths, provide support, and assure continued growth through differential experiences. These evaluations ensure that all staff contributes to the achievement of the district’s mission and CTE goals. All participants in the process shall exhibit positive, progressive attitudes, and demonstrate a responsibility and willingness to grow. Walk-through evaluation recommendations will be supplied to campus administration.

TEACHER ASSIGNMENTS Campus assignments are made by the Personnel Department in consultation with the Director of Career Technical Education and the receiving principal. Changes in class loads and other factors sometimes make involuntary transfers necessary. Due to the nature of itinerant service, Career Technical Education teachers may be subject to transfer.

SMART GOAL PROCESS 13


Teachers are given an action plan template to identify specifics steps to achieve goals and objectives for their student learning objective as it relates to CTE licenses and certificates. In this document, you project the percentage of students that will take and pass a license or certificate. Teachers also explain how they will accomplish their goal.

NEEDS ASSESSMENT The Needs Assessment is a valuable tool used to plan the budget for the upcoming school year. This tool is used to evaluate purchases on textbook, no consumables, and staff development according to by State and Federal Guidelines.

TEACHER MILEAGE REIMBURSEMENT Career Technical Education teachers may be paid a travel allowance to compensate for expenses incurred while driving between campus and employers during the school day. The travel allowance needs to be approved before paperwork is submitted and must be turned in on a monthly basis. The current rate for mileage as of January 2017 is $0.535 cents per mile. The completed form needs to be accompanied with a signed travel form from school principal as well as teacher. Travel Student Guidelines and Forms—Please access from the CTE website. We recommend that all CTSO Advisors become familiar with the travel forms and you start completing the forms at least four to six weeks from the date of the CTSO.

STUDENT TRAVEL GUIDELINES FOR 2017-18 1. Student registration for District, or for first level of competition, will not be paid with CTE funds. Meals, hotel, and transportation will continue to be paid with CTE funds. 2. Student registration for Leadership Annual Conferences will only be paid for the CTSO’s officers. 3. Student(s) have to be physically present at all competition events. This includes projects. 4. CTE Department will need winner’s documentation from CTSO’s respective organization with information on the event and the student(s) name, on or before Advisor is provided with the check for meals, hotel, and transportation expenses. This will confirm authenticity of CTSO event. 5. CTE Department will only be able pay for qualifying events where there is a progressive level of competition. For example, events where students are not required to be present 14


until the State or National level do not qualify for payment from CTE funds. 6. Advisors have to accompany their students to all CTSO events. If prior arrangements have not been made and approved by CTE Director, CTE students will not be able to participate in the competition. For example, students will not be allowed on the bus without their advisor if prior arrangements were not made. 7. CTSO guidelines from respective CTSO will need to be turned to the CTE administration office. 8. For student eligibility all CTE organizations must follow U.I.L. guidelines and timelines. 9. All schools must travel together and coordinate all CTSO events whenever possible to maximize CTE revenues. 10. The student, advisor ratio is ten students to one advisor. 11. For all other trip staff must complete form titled Tour Of Study and submit to CTE Office.

PROFESSIONAL DEVELOPMENT OUT OF DISTRICT TRAVEL Career Technical Education funds may be used to support travel for in-service training and workshops on the integration of Career Technical Education and academic curriculum for both Career Technical Education and academic teachers who are providing instruction to students. All expenses incurred for professional development are paid on a reimbursement basis except hotel and registration. Please follow procedures listed entitled travel payment procedures.

BANQUETS AND TROPHIES CTE funds can no longer be used to pay for banquets or trophies this includes COOP classes.

TRAVEL PAYMENT PROCEDURES x All travel must be approved prior to trip x All travel must be submitted at least four weeks before travel date for approval.

Adhere to the Check writing schedule for 2017-18 posted on CTE website. McAllen ISD completed Travel Guidelines must be turned in to the CTE office prior to receipt of check when submitting student travel. 15


Must have the following documents when turning in travel: x Agenda/ invitation x Time & Date of departure and arrival x A list of students/ sponsors attending x Registration document w/ prices x Hotel quotes w/prices. If is more cost-effective for advisors to share room, only one room will be reimbursed. x Hotel Rooming list x Air travel quotes w/prices x Gas money estimate x Shuttle quotes from airport to hotel if flying out of town x Car rental quote (Enterprise Rent-A-Car) Meal Schedule: x Breakfast: must depart before 6:00AM x Lunch: must depart before 12:00PM x Dinner: must return after 7:00PM (Please initial* on WHITE and YELLOW forms if requesting meal money) *Original signature Mileage: When private automobiles are used, mileage will be paid for the shortest route between points traveled at the rate of $0.535 cents per mile--amount not to exceed airline ticket price of average coach fare. Must turn in the following documents when returning: (All original receipts and documentation for travel must be submitted within 10 business days of return date.) *(ORIGINALS ONLY) x Signed sheet of all students/ sponsors/ bus driver who attended x Registration receipt(s) for sponsor and/or students. Student or Advisor registration paid in advance needs to be communicated before the travel process is initiated. Please keep required documentation for reimbursement to CTSO activity fund. x Detailed Hotel receipt x Car rental invoice 16


x x x x

Any remaining money Original gas receipts w/amount per gallon/ type of gas (itemized receipt) Any receipts for parking permits Airline baggage receipt

Failure to return receipts for advanced expenses such as receipts for luggage fees, gas and parking permits will result in staff member returning money to CTE office. Seeking reimbursement for expenses such as luggage fees, gas and parking permits will need to be justified with original receipts. Failure to do so will result in reimbursement being denied. Please adhere to the travel procedures and turn-in all documentation for student travel as requested to the CTE Administration Office. If you deviate from the procedures, CTSO Advisors compromise partial or full payment for Stipend, (Teacher Stipend form posted CTE website).

REQUISITIONS/PURCHASE ORDERS x CTE purchases are made from 2 sources: Needs Assessment submitted by teacher in the spring and Teacher Allocation by the teacher based on budget provided in August. x All requisitions must be placed at least 2-3 weeks prior to date needed x Awarded vendors MUST be used Accessing Awarded Vendor List: (The Board of Trustees has approved the following travel vendors for MISD… These vendors are located through the following web site: http://mws.mcallen.isd.tenet.edu/purchasing/ Under the “Purchasing Services” heading, select “Awarded Vendors” Requisitions must be turned in electronically and must include the following information in the official quote from the vendor. Please do not send them through interoffice mail: x Item numbers x Descriptions x Quantity x Totals x An attached quote- (include shipping/handling) x If using a catalog, provide catalog number (Use current catalogs only) x All reimbursements must be approved prior to purchase x Original receipts are required for all reimbursements x All packing slips must be submitted to CTE department after delivery within 10 days of 17


delivery (If your department head placed the order and it came directly to you please place copy of the packing slip with your initials and date received). x Please communicate receipt of items through e-mail. It is important this information be communicated as soon as items are received. E-mail sent by the CTE teacher will be the form of documentation. x Partial receipt of orders must also be communicated to the CTE department through email. Phone calls for this purpose not accepted.

HEB REQUISITIONS x Submit requisition one month before month of purchase x Teacher must submit and obtain approval in advance for all purchases for requested month. Must submit an approximate list of ingredients/menus according to projected classroom activities. x Do not exceed amount allocated for the month on your requisition. x Submit all receipts for the month at the same time (a frozen account will result with any late receipts) x Do not purchase any items for the month after the last day (EX: Month of purchaseSeptember x Do not make purchases after September 30 or it will go against your next month’s allocations x All HEB receipts from day 1 to day 30 of the month are due in the CTE office no later than the 3rd day of the following month.

BUDGET The Career Technical Education Department, through its Account Holders, maintains a centralized budget in support of the Career Technical Education programs. All budget accounts are serviced directly by the Director of Career Technical Education. State Funds are generated through CTE enrollment and student attendance. Eight-five percent of the budget supports CTE payroll the remainder 15% is used for travel, consumables, textbooks, repairs, training, student tuition, and any other operational expense. Teacher annual budget for consumables is based on CTE State funds and current classroom enrollment. Federal Funds, Carl Perkins Grant, are expended to purchase software, dual enrollment textbooks, equipment, staff development, and Capital Outlay. All items purchased from Federal Funds must have been included in the prior year’s Needs Assessment. 18


CTE TRAVEL—SCHOOL BUS School Bus Requisition is required two weeks in advance of a trip. Forms are available on our CTE website under the staff resources tab. All CTE sponsored trips require approval from CTE Director. The Transportation Department must be notified whenever a trip is cancelled or your account will be charged for the trip. All CTSO sponsors from the same program must coordinate and submit only one bus requisition per event.

WORK ORDERS Work orders for routine building repairs should be submitted to the building principal. Emergency work orders (e.g., air conditioner failure, electrical problems, etc.) should be addressed to campus administration. Work orders for building improvements (e.g., requests for shelving) and requests for movement of equipment from one location to another (either temporary or permanent) should be submitted to designated campus staff. You may e-mail your technnologyrelated requests to: Erica.renteria@mcallenisd.net

BURGLARY/VANDALISM/LOSS REPORT PROCEDURE 1. Burglaries, vandalism or break-ins must be reported to the MISD PD as soon as they are discovered. 2. It shall be the responsibility of the principal or their designee to deal with all instances of burglaries (break-ins), vandalism and theft. 3. The principal or their designee shall contact the McAllen ISD Police Department at (956) 928-8991 and file a police report. 4. The person filing the report shall obtain a case number and report the losses on an Add/Transfer/Disposal Form to Fixed Assets/Warehouse Services (Central Warehouse). 5. Instructions for filling out the form are found in the section titled District Property Disposal. 19


6. Once the property has been identified, the McAllen ISD Police Department will enter it into a criminal database system. 7. If the items are identified as stolen by other law enforcement agencies, the equipment may be recovered and the individual(s) responsible for the burglary may be apprehended and charges filed. 8. Identifying stolen property on the Add/Transfer/Disposal Form is very important particularly for equipment with serial numbers such as, computers, printers, etc

INVENTORY All CTE Inventory is maintained on a spreadsheet updated on a daily basis and can be found in the CTE Office Group.

CONTROL AND SECURITY Providing for proper accounting of school-owned property is useless without proper physical control and security. The following steps are vital to assure a reasonable degree of control and security: Do not store inactive equipment side-by-side with those used often. Inactive equipment should be stored elsewhere under lock and key. Use appropriate documentation all the time. Do not put keys in the hands of students. Do not leave classroom and offices unlocked unless you are in the classroom. Do not allow students to congregate around open storage areas at any time of the day; Before, school, during lunch, or after school.

INVENTORY AND REPAIR SALVAGE 20


The warehouse personnel will pick up equipment that has been declared obsolete. At that time, you will be asked to fill out a disposal form and turn it in CTE office. Please make sure that the Disposal form is completely filled out in order to expedite the process.

COMPUTER REPAIR REQUESTS In order to better serve the needs of Career Technical Education teachers and students, a computer technician has been contracted at every campus. The technician’s campus assignments include classroom computer repairs as well as parts inventory. To better track equipment for upgrades and replacement, your cooperation in reporting repair requests is essential. In order to track parts and schedule work, it is necessary for you to turn in one repair request per machine to CTE Fixed Assets Clerk. You will need to report your repairs at your campus, using their system. The request must be marked with CTE and your name. The following items are required: 1) 2) 3)

4)

Campus and Room Number Machine Number -this can be AV number or number on the machine Brief description of the problem. This information is valuable to the technician especially if the teacher is not available when the technician arrives. Once your campus contact enters your request, Information Systems will route it to CTE. Telephone requests will not be accepted.

CTE WEBSITE FORMS LINK http://www.mcallenisd.org/career-technical-education/

CTE PEIMS PROCEDURES LINK http://www.mcallenisd.org/department-technology-peims/

ADDITIONAL WEBSITE RESOURCES The following curriculum centers offer Career & Technical Education updated 21


information for CTE teachers, counselors and administration. Texas CTE Resource Center

https://txcte.org/

Region 1

http://www.esc1.net/

Association for Career & Technical Education (ACTE)

http://www.acteonline.org/

Career & Technology Association of Texas

http://www.ctat.org/

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Test Manual  

Teacher manual

Test Manual  

Teacher manual

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