YG Staff Newsletter – March 29, 2021

YG Staff Newsletter – March 29, 2021

Hello YG staff,

I hope you had a chance to take some time off from school and relax. We have kinder and first graders actually spending an entire day at school for the first time this year. Other grades will be holding orienations. I hope everyone is ready to get back into school mode.

Staff Related Info

We will be having some new staff starting this week:

Laura Whitney will start her first day as school secretary. She will be in training much of this week. Terri will continue to work, providing training for Laura and covering the office when Whitney gets training on Synergy and Business Plus.

Melissa Melvin will start her first day as our Hybrid Utility EA. She will be working from 8:30 to 2:30

Janesta Sola will be filling the EA position that Mary Rosenbaum vacated. Janesta will be working through June 10th. Janesta has been a substitute EA, and happens to live across the street, so she has an easy commute.

Limited Duration EA – I have a candidate in mind for this position, but we need to hold an interview with at least on classified staff on the interview team. I’m hoping one EA will volunteer to be on the interview team. I will plan on conducting one interview Tuesday, March 30th at 3:30. Let me know on Monday if you would be willing to volunteer. If not, I will choose someone.

EAs taking leave this week:
Naoko will be taking leave on Monday
Machiko will be taking leave on Thursday and Friday of this week.

ELD Staffing – YG’s ELD staffing will remain status quo for next year. Jennie will be back half-time again next year.

2021-2022 Classified Staffing – Right before spring break, principals were informed that schools will be given schools additional classified hours to support 1st grade reading from state Student Investment Act (SIA). YG is getting 4 additional hours from SIA funds. I will hear more information on the rules for how to include these in our classified staffing plans at the elementary principals meeting Monday afternoon.

2-5 Orientation Week

5th grade down to 2nd grade students will have orientations in their cohort groups. They are scheduled to visit, without parents, this week as follows:

Monday Tuesday W Thursday Friday
5th Grade
9:00-10:30, Cohort A
1:15-2:45, Cohort B
4th Grade
9:00-10:30, Cohort A
1:15-2:45, Cohort B
3rd Grade
9:00-10:30, Cohort A
1:15-2:45, Cohort B
2nd Grade
9:00-10:30, Cohort A
1:15-2:45, Cohort B

Async Only on Orientation Day & Sample Lessons – Teachers in grades 2-5 are not required to do any synchronous teaching on orientation days, but should provide async lessons, which could be modified versions of the Sample K/1 Hybrid Lessons focused on COVID protocols.

Grade 2-5 Attendance – On your orientation day, attendance will be taken paper/pencil for students who attend the on-site orientation. Look for an attendance sheet from Terri.

Extra Help for K/1 On-Site Students

With intervention groups cancelled this week, any extra staff able to help with arrival, recess, dismissal, and other times requested by K-1 teachers would be much appreciated. Times we could use help would be:

• ARRIVAL, 8:30-8:45 – Helping at the south and west entrances, and directing student, adults, and vehicle traffic.

• K-1 RECESS, 12:05-12:35 – Reminding students stay 6-feet apart and helping reinforce the typical recess rules and safety practices.

• DISMISSAL, 1:40-2:00 – Normally we’ll end supervision at 2:00, but things always take longer the first few days of school. Kindergarten students will be lined up in the gym, and we will let them out 4 or 5 at a time. We can use help extra help assisting students finding their adult, and reminding kids to stay 6-feet apart.

New Wednesday Meeting Schedule Begins

Building meetings will shift to Wednesdays, 1:40-2:40. Staff Meeting will be the 1st and 3rd Wednesday, and PBIS/IPBS will need to be rescheduled to a Wednesday instead of Tuesdays as they are now. More information to follow about PBiS meetings.

Wednesday PD/PLC time will continue to be at 2:40-4:00, meaning the workday on Wednesday is continuing with the 8:00-4:00 schedule. The current district Wednesday PD/PLC Calendar has the next three weeks as building based, so unless something comes up that can’t wait for a Staff Meeting, I will not plan on holding any meetings during the Wednesday PD/PLC time until April 21st.

Hybrid-SSO Updates

New 3-Foot Guideline? – If you missed it, the Friday before spring break, the ODE released a revised Ready Schools, Safe Learners that changed the requirement that students need to be 6-feet apart, reducing it to 3-feet. (it’s still 6-feet for staff-to-student and staff-to-staff). 4J has not yet indicated how the district will respond to this. Right now it’s optional guidance from the state. I would not be surprised if we continued the 6-foot distancing so as not to make more changes; however, I do not know for certain. More information to come.

No Hand Sanitizer for Classrooms – You probably already heard, but schools are now only being provided with strategically located hand sanitizer stands and not sanitizer for individual classrooms. Students in the classroom are supposed to use the sink for hand washing.

Meals for SSO & Off-Site Students – 4J is offering a once-a-week food box delivery on Wednesdays to families. Families can sign up for a free weekly food box delivery for their 4J student or children 18 years old and younger at More info on the linked 4J Nutrition Services webpage.

Earth Day Information

In honor of Earth Day in April, the 4J/EWEB Education Partnership will be offering a 4J Loves Food Not Waste at Home project. Staff, students and families are invited to participate in the 4J Loves Food Not Waste 30 Day Challenge. They will provide you with links and information ready to send to families via your email newsletters. In addition, the 4J Climate Justice Team will be providing optional resources for teachers to use for Earth Week. Here is a link for more information: No Time to Waste
The 4J Loves Food Not Waste at Home project involves:
  • distribution of reusable produce bags with waste reduction educational materials for all K-8 families (partnership with the City of Eugene/Lane County)
  • Love Food Not Waste Challenge/ PSA art contest with prize drawing for prizes provided by community partners
  • connection to the 4J Climate Justice Earth Week educational opportunity for classrooms


Key Highlights for 2-5 Orientation Week


Scott met with the K-1 teams and created a Google doc: Plan for K-1 Orientation Week. This doc outlines the procedures for drop off, bathroom expectations, playground expectations, and pick up. The information below is being repeated as it also applies to grades 2-5.

Breakfast & Lunches – All students will be provided with a free breakfast and lunch, which they will eat in their classrooms. For breakfast, students will pick up their meal upon entering the building and will take it to their classroom. Lunches will be brought to classrooms. Students will eat meals at their desks and are allowed to remove their masks while eating. All meals are supervised by their classroom teacher.

Classroom Set-Up – Students will be spaced 6-feet apart and all students will have their own individual desk and chair. Students will not share supplies and school supplies will be provided for each students.

School Supplies – 4J is providing all students with basic supplies, but families may also want to send students with extra masks (we hear they can get quite wet by the end of the day) and also a water bottle.

Recess – Students will get a daily 30-minute recess with their cohort group. Students will be allowed to play many of the usual playground games, but they must maintain a 6-feet distance from one another. Soccer, basketball, tag, and any other activities involving contact will not be allowed. Masks will continue to be worn at all times.

Cohort Groups – Students are limited to 100 people they can have close contact with at school each week. We can divide our cohort groups by primary and intermediate and stay within the 100 people limit. We will try to keep the cohorts as small as reasonable.

Health Rooms – If a student does become sick, they will be escorted to the office. We have one designated room for student showing signs of illness to wait until their family is able to pick them up. This room, and a back-up room, will be been outfitted with air purification systems to help prevent the spread of germs and viruses.

Daily Cleaning – Teachers will sanitize desks after each meal. Custodial staff will clean high frequency touch points through the day. Nightly, a school district crew will sanitize every classroom space using an electrostatic spray.

Masks – All people, both students and adults, MUST wear masks at all times while on school property. The only time students may remove their masks is during mealtimes.

Visitors & Volunteers – Only students and staff are allowed inside the building at this time.

Intervention Groups Cancelled this Week

SPED, ELD, and other intervention groups are cancelled this week to focus on the return on K-1 students on-site and for 2-5 orientations. Groups will resume the following week, April 5th.

REPEAT – Hybrid & SSO Plan

Linked here is the YG Hybrid & SSO Handbook. I don’t expect staff to read this cover-to-cover, but use this as a reference guide if you need to look up something specific. Let me know if something is missing or if you have questions on anything in the plan.

Snacks for Grade 2-5 Orientation

Nutrition Services is not providing snacks for the K/1 Orientation this week, but they will provide snacks for the grade 2-5 orientations. I will check with Patty to see if she would bag up a snack to simulate the morning breakfast pick-up when students first enter the building and which students can practice the meal protocols in their classroom later.

Attendance/Contact Tracing

Student attendance will have an added importance as it will be our means of contact tracing. Classroom teachers will meet students at classroom door to complete the Visual Screener, looking for student symptoms of COVID.

• Unusual color
• Unusual behavior (behavior change, lethargy, unusual fatigue)
• New or significant coughing
• Respiratory symptoms not typical for student (noisy breathing, voice changes, nasal dripping)
• Shortness of breath
• Chills (shivering, teeth, goosebumps)
• Appearing ill (sweating, sunken eyes)
• Vomiting

Teachers will then ask ALL students the following two questions:

• Are you feeling okay?
• Have you felt anything that’s different for you in the last few days?

If students answer yes to either question, they are to be escorted by an adult to the office. Call the office if you need assistance.

Classroom teachers are expected to take attendance daily before 9:00 AM. The district is working to determine f this will be done through Synergy, paper/pencil, email, or other means.

Routine Cleaning by Teachers – Teachers are responsible for spot cleaning throughout the day within the classroom. This includes items or objects students or adults touch that will then be handled by others, such as shared items or any object students touch that shouldn’t be touched. Teachers will also need to spray down student desks and wipe them down after meals. All classrooms will have disinfectant spray, rags, and “Tech Wipes” for teacher use (not for student use). Place dirty rags on the lip of your garbage can and a clean rag will be left for you near your sink.

Recess Protocols

Students will get a daily 30-minute recess with their cohort group. Students are allowed to play all the usual playground games that allow for 6-feet distance (Horse, Hopscotch, Jump-Rope, etc.), but not where they would come within 6-feet of one another (i.e. soccer, basketball, tag, etc.). Masks will continue to be worn at all times.

Before Recess: Teachers/EAs will walk students from the building to the playground.

During Recess:

  • Concrete planters are for sitting, and standing or walking is not allowed.
  • Cones will be placed around dumpster and electrical and are off limits.
  • Cones will be placed to discourage play behind electrical box (South of bldg.)
  • Boundaries will be marked connecting bike cage fence and ropes course fence (leading toward the 3-5 double doors) so students will not disturb Jemei.
  • The concrete edge on west side of the woodchip/play structure area will be the edge of the play area (to keep balls/frisbees away from track area).
  • This edge will continue and be marked by cones to keep students away from the through walk way along the backyards that leads directly toward Howard playground.
  • Students may be allowed under the covered drive-through area for shade, but must stay on the south side of the painted line (so they are visible).
  • 1 student allowed on slide, and others will wait at the bottom of the ladder.
  • If staff see that community members are on the playground, depending on comfort level, you may inform that the playground is closed for public use while school is in session. Radio office for assistance if necessary.
  • 1 staff on playground duty will have radio to connect with office, while other staff will have access to separate walkie-talkies to communicate with each other.
  • Teachers will be encouraged to stay on playground during first week to help observe necessary changes in expectations and protocols.
  • Students will line up under covered drive through area at end of recess. Cones will mark line areas

Restrooms: If a student needs to use the restroom, they will use their designated cohort restroom.

Equipment: Each cohort will have their own set of balls, jump ropes, hula hoops, etc. which will be sprayed down nightly.

End of Recess: At the end of recess, students will line up … TBD.

All classes need to have an assigned line or cone for the end of recess times. We need to work together to assign class to lines. [considering flow, entrance to buildings, etc. when determining lines.]

INSIDE RECESS – Each class must be supervised by an adult. An indoor recess supervision schedule will be drawn up. Students must remain 6-feet apart. Students should not share items. Electronics are allowed.

  • Students may not go in the cubbies
  • Students should choose a seated activity
  • Games and activities should be provided and taught
  • Students must stay in their own classroom
  • Permission is needed by supervision staff to use the restroom
  • When the lights turn off turn and look at the adult by the door
  • Classroom expectations/choices should be posted above your classroom door
  • In the future, we may allow students to play in the gym, depending on the number of students who can be in the gym at any given time, the kind of activity. Which group gets the gym during indoor recess will rotate as was the process when YG was at Silverlea.
  • Classroom teachers will have expectations in Guest Teacher binder and post on the wall (near or above the door) what room expectations are.
  • Teachers will need to teach their students what appropriate activities are prior to the first indoor recess.


All students will be provided with a free breakfast and lunch, which they will eat in their classrooms. Students will eat meals at their desks and are allowed to remove their masks while eating. All meals are supervised by their classroom teacher.

Breakfast: Students will receive a bagged breakfast upon entry at their designated entrance. The sacks that students receive will have a boat tray inside with the breakfast items and enough food for snacks. When finished eating breakfast, students will discard the boat tray but save the paper bags to place the snack items in for later.

Lunch: Lunches will be delivered to classrooms on a rolling cart. There will be a box of cold food (milk,  fruits, veggie, etc.) and a warmer-bag of the individually packaged hot food (bagged pizza, hamburger, burrito, etc). The teacher will hand students one of each bag.

Extra Food: If there are extra breakfast or lunch bags, these may be given to students to take home. However, do not send home any hot items from breakfast, since that will go past their 4-hour lifespan.

Home Lunches: It’s encouraged that students eat food provided by the school, but if students bring food from home, students should be able to open containers and bottles without staff assistance. Of course, we won’t allow a student to not eat, because they can’t open their food and we can step in and help but we will want to follow up with the family to ensure they practice with their child so we don’t make a practice of touching students’ food/containers. Home lunches need to be nut-free.


IEP/504 Collaboration Logs are to be completed each Monday by 4:00pm for the previous week of lessons when a new unit begins. This will continue through hybrid. Teachers still need to  complete a separate entry for reading, writing and math instruction (for the entire unit, not for each daily lesson). One response is required for each content area you teach in which students with disabilities are receiving specially designed instruction or 504 accommodations. If teachers do not have any students with a 504 or IEP related to reading, writing, or math, they do not need to complete this form. Linked here is an SSD Slide Show w/Voiceover on this topic. Note: this was created in September and does not reflect the change made mid-year when it was changed from weekly to when a new unit was started.

504 Documentation: Since 504 Plans are typically not content area specific, if a teacher completed at least one log entry for a student with an IEP in any content area, that will cover the requirement for students with a 504 Plan.

Social Skills Only IEP Goals: If classroom teachers are delivering the Specially Designed Instruction (SDI) to meet social skills goals, they would fill out the log form, but in most cases it is SPED staff delivering social skills instruction and they will be the ones documenting this SDI on their own log.

Schedule the Next 2 Weeks

Week of March 29: K/1 shifts into their cohorts and begins following the new hybrid/SSO schedule.

  • 2nd-5th continue to follow the CDL schedule, but each grade has an assigned day where they will do an in-person orientation
  • (no optional Zoom orientation is required, as is for K/1).
  • Grade levels DO NOT have any synchronous time on their orientation day.
  • K-5 groups are canceled this week.

Week of April 5: 2nd-5th shift into their cohorts and begin following the new hybrid/SSO schedule.

COVID-19 Suggestion Box

The linked COVID-19 Suggestion Box will be posted in each newsletter for staff to make suggestions. I check it every Monday.

Schedule of Upcoming Events

March 29 (M) – 5th Grade Orientations
Naoko on Leave
First Day of In-Person learning for K-1
9:00-10:30, Cohort A
1:15-2:45, Cohort B
1:30-3:30, Tom to Elementary Principals Meeting

March 30 (T) –
4th Grade Orientations

9:00-10:30, Cohort A
1:15-2:45, Cohort B
3:30-4:00, EA Interview

March 31 (W)
1:00-3:00, Supply Distribution for SSO
2:40-4:00, Hybrid Planning, Staff Meeting

April 1 (Th) –
3rd Grade Orientations
Machiko on Leave
9:00-10:30, Cohort A
1:15-2:45, Cohort B

April 2 (F) – 2nd Grade Orientations
Machiko on Leave

9:00-10:30, Cohort A

1:15-2:45, Cohort B
4:00 – Staffing Plans Due to HR

April 5 (M) – First Day of In-Person Learning for Grades 2-5
11:30-1:00 850 Howard Leadership Team Meeting

April 6 (T)
April 7 (W)
1:00-3:00, Supply Distribution for SSO
2:40-4:00, Hybrid Planning, Staff Meeting
April 8 (Th)
April 9 (F)
9:00-10:00, Tom to Physical Distancing Coordinators Meeting

Coming Up

April 13 – Kindergarten Orientation (for Fall 2021)
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