PFES Logistics

2026 Resource Manual

Note: This manual was last updated in 2015.

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Name

Parent and Family Engagement Specialist

Richland County School District One

(803)231-6823

(803) 447-8710 (mobile)

first.last@richlandone.org

DISTRICT LOGO

NOTE: District policies should be always followed. It is your responsibility to read, understand and adhere to the district guidelines and policies.

Pay Period

1st – 16th

17th – last day of the month

Work Schedule

You may select 1 of 3 choices. You must keep the same work hours for the year.

The choices are:

• 7:00 am - 3:00 pm​
• 7:30 am – 3:30 pm​
• 8:00 am – 4:00 pm​

Lunch Break

You have a 30-minute lunch break. The 30 minutes is inclusive of the time you leave your location until you return.

Documenting Your Work Time - Timeclock Procedures

It’s essential to maintain an accurate record of the hours you work. Here’s how to properly document your time:

1. Clocking In and Out:

   • Always clock in and out using the Timeclock system at your location.

   • If the Timeclock system is unavailable at your location, you are required to complete a Missed Punch Form.

2. Reviewing Your Time:

   • At the end of each workweek, log into the UKG website to verify your recorded hours.

   • If any time is missing or incorrect, you must complete a Missed Punch Form to request adjustments.

3. Submitting Forms:

   • Only one form should be submitted per week, even if there are multiple missed punches.

   • Ensure all the necessary information is included when completing the form.

4. Submission Deadline:

   • Submit the form promptly to ensure that your hours are accurately recorded and paid.

By following this process, we ensure accurate records for payroll and other compliance purposes.

FLEX Time

The FLEX Time Form is a request. It should be submitted 24 hours before you need to flex time. You should plan ahead to determine if you need to flex your time. The FLEX form documents the time you normally work but didn’t. If you flex your time, you must either clock in and out or submit a KMP form for the time you worked.

The time that you work should always be reflected by the timeclock or a Missed Punch Form.

Flex time should only be used for parenting events. When creating your calendar for the week, you should be able to estimate when you will need to flex time due to parenting events.

Flex time should be used within the same week, pay period and within 24 hours.

Leave Procedures

Advance Notice – Submit your request. The form will be sent back to you with approval/denial.

No Advance Notice (sick leave) – Text the supervisor then submit your request form. NOTE: you MUST submit a leave request form for any leave taken.

When taking time off, your schools (principals) should be notified directly via email. You should also place an out of office notice on your email. If you are too sick to do this, let your supervisor know. The supervisor will notify principals on your behalf.

When you return from leave you should submit an Absence Certification form. If you were out sick for 3 consecutive days or more you should submit a doctor’s note via the Logistics Form.

All logistics forms are uploaded here. Email submissions are not accepted.

Submitting Monthly Mileage

• Submit by the last day of each month by 12:00 pm. If this date falls on a weekend or holiday, the next workday following.
• Mileage should be submitted monthly. This is a district requirement.
• Utilize the current documents located on the Smore.
• If your submission is late, it will be submitted the following month.

Complete the PFE Documentation Worksheet for each school. Then prepare to provide information for and upload each required section. Most information should be updated daily.

Complete the Communication Log daily. You will provide a total for each type of communication on the PFE Documentation Worksheet. Include communication from your Focus Family Engagement Forms. This information will be entered into the form.

You should develop a pattern of communicating with parents to ensure you are reaching all parents within the course of the year.

Complete a Focus Family Engagement Form for each family you serve. Log communication as it occurs. You will upload all the families you are working with each month. Forms should show a continuum of support to the family.

You should have Focus Families at each location.

• Complete the District Donation Form
• You will need the signature of the donor.
• Form should be scanned and submitted immediately upon receipt of donation.

Each Specialist should duplicate this survey for their school. We will analyze the date during a PD Session in October.

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Pertinent information will be shared here. Add to your Implementation Binder in the Information Section.