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Chapter 683 Handbook 2010 final_2_

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					    CHAPTER 683
    SUMMER 2010


  ADMINISTRATIVE
   HANDBOOK FOR
     PRINCIPALS,
ASSISTANT PRINCIPALS,
  AND SUPERVISORS




         1
                            CHAPTER 683 2010
                        ADMINISTRATIVE HANDBOOK
                                      CONTENTS

                                                                Page
A1. Sample Agenda Items for Staff Orientation                   4-6

A2. Program Administration

          1.   Program/building coverage                        7
          2.   Length of School Day                             7
          3.   Staff Attendance/Lateness                        7
          4.   Staff work hours                                 8
          5.   Instructional periods                            8
          6.   Staff lunch periods                              8
          7.   Professional Resource Period                     8
          8.   Circular 6                                       8
          9.   UFT Chapter Leader                               8
         10.   Compensatory Time Positions                      9
         11.   School Leadership Teams                          9
         12.   School Aides/Family Workers                      9
         13.   Parent Coordinators                              9
         14.   Fire Drills                                      9
         15.   Student Attendance                               9
         16.   Behavior Support                                 9
         17.   Program Evaluation                               10
         18.   Instruction                                      10
         19.    IEPs and Report Cards                           10
         20.   Assessment/Testing                               10
         21.   Trips                                            11
         22.   Work Study Activities                            11
         23.   Staff Development                                11
         24.   Teacher Observations                             11
         25.   Staff Ratings                                    12
         26.   Grievances                                       12
         27.   Metro Cards                                      12
         28.   Miscellaneous Items                              13
         29.   Related and Support Services                     13
         30.   Return and Other Moves                           13

B. Reports Due
       1.    Summary of Reports Due                             15
       2.    Timeline for Reports Due                           17

C. Attachments: Procedures, Forms, References for Reports Due   18
        1.  Chapter 683 Program Evaluation Form                 19
        2.  2010 Attendance Teacher/Outreach                    23

                                              2
3.   Metro Card Usage Procedures/Forms   26
4.   Equipment Move Form                 30




                                    3
THE NEW YORK CITY DEPARTMENT OF EDUCATION
JOEL I. KLEIN, Chancellor

DISTRICT 75
Bonnie Brown, SUPERINTENDENT

                 A1 --Sample Agenda Items for Staff Orientation
                                  Chapter 683
                             July 1 and July 2, 2010
Welcome/Networking
       School Mission/Vision

Introduction of New Staff
        Assignments/Room Assignments
        Schedules

Chancellor’s Regulations
        DOE Occurrence (Incident) Reporting
         Annual Review (Promotion Policy/modification; IEPs; ITPs)
        Confidentiality
        Suicide Prevention / Intervention (A-755)
        Allegations of Sexual Misconduct (OSCI)
        Allegations of Corporal Punishment/Verbal Abuse (OSI) (A-420/A-421)
        Reporting of Personal Arrests (C-105)
        Allegations of Student-to-Student Sexual Harassment
        Allegations of Child Abuse (A-750)
        Staff Role as Mandated Reporters
        Safety and Security
        Weapons Prevention
        No Smoking Policy
        Fire Drills/Shelter Drills
        Conflict of Interest (Rules; Tutoring) (C-110)
        Related Service Providers; Mandated Paraprofessionals
        (1:1s, including STPs)
        Political Use of School Buildings
        School Uniforms
        Health Services and Immunization
        HIV/Aids Information/Confidentiality
        Condom Availability
        Administration of Oral Medication (A-730)
        Parents’ Association
        Megan’s Law
        Review Health and Safety Issues
        Search and Seizure (A-432)

District Policy
          School Comprehensive Education Plan (SCEP)

                                           4
         School Leadership Teams
         Positive Behavior Supports Plan
         Students with Physical Challenges, Medically Fragile Conditions, Health
         Alerts, Students with autism
         Student Attendance/Lateness
         Crisis Management/Security
         Restrictions on Cell Phone Usage
         Prohibition Against Transporting Students in Private Staff Vehicles
         Student Discipline
         Suspensions/SAVE
         Substance Abuse Prevention
         Violence Prevention
         Standards/Instructional Issues (Promotion Policy (Modifications,
           Promotion in Doubt,8+); Literacy; Technology; Multicultural; Math; Science;
           Social Studies; The Arts; Student Assessment (standardized/alt. assessment)
         Homework Policy
         Report Cards
         Trips - No trips to beach, lake, pond without Superintendent’s permission

School Procedures
        School Handbook
        Memos
        Parental Contacts
        Parental Consents (Trip, Video/photo)
        Lesson Plans/Plan Book
        Supervisory Observations and Professional Development Rubrics
        OCSS-2 – Related Service Provider Schedule with Mandates as per IEP
        IEPs (eIEPs; use of IEPs in planning)
        Guidelines for Internet Usage
        Bloodbourne Pathogens/DOSH reporting
        Staff Attendance / Lateness
        Messages/Phones
        Student Arrival/Dismissal-Circular #6 Busing Assignments
        Class Lists
        Metro Cards (30 day passes & Daily Passes)
              Staff do not use school MetroCards
        Staff Dress Code: Professional Role Models
        School Budget (books; supplies; materials)
        School Committees
        Use of Equipment (e.g. VCR, Laser Disc)
        Custodial Issues
        Confidentiality of school materials
              Staff not to remove confidential school materials from the school building
        Leaving the Building
        Employees’ Children at Work
        Food/Eating in Classroom
        Recycling
                                               5
        Parking

School Plans
        Discipline Code
        Attendance Plan
        School Comprehensive Education Plan
        School Safety Plan




                                          6
                 CHAPTER 683
     ADMINISTRATIVE/SUPERVISORY OVERVIEW
                                         SUMMER 2010

 All policies and regulations of the Department of Education, the Chancellor, and/or
  District 75 that are in effect during the school year also apply during the Chapter
                               683 Summer 2010 Program.

A.     PROGRAM ADMINISTRATION

1.     Program/building coverage
       1.1     Each program must have administrative coverage between the hours of 7:55 A.M.
               and 3:30 P.M. or until the last bus has departed.
2.     Length of the school day:
       2.1     Length of the instructional school day is six (6) hours and 30 minutes
       2.2     Students are in attendance from 8:10 A.M. to 2:40 P.M. (exceptions granted by
               Superintendent’s Office only)
       2.3     Transportation occurs before/after the school day
3.     Staff attendance/lateness:
       3.1     It is expected that staff will report to work on time, for the full school day, and will
               be present every day during the program (July 1 through August 13, 2010), with the
               exception of the two authorized absence days.
       3.2     At the orientation meeting, the following should be reviewed:
               - Scheduled days of the 683 program
               - Expectations for attendance and punctuality
               -Maintain the same standards for attendance and lateness as during the school year
       3.3     Should a staff member exceed two days of absence, have excessive absence or
               lateness, leave early (daily) or prior to the conclusion of the program, the Principal
               should:
                        -meet with the person, record the meeting, discuss the consequences and
                        effect on retention rights
                        -rate the staff member unsatisfactory, document with signed letters, and
                        forward all documentation to the Office of the Superintendent
                        -if a staff member is rated unsatisfactory (for pedagogy or attendance) and
                        given a letter and/or rating form, it is expected that the decision will not be
                        overturned.
       3.4     Should a staff member not appear on Thursday, July 1 and Friday ,July 2 or leave the
               program before Friday, August 13, 2010, and should you believe there are mitigating
               circumstances, discuss these with Bonnie Brown or Gary Hecht for appropriate
               action.
       3.5     The same staff attendance/lateness recording plans, which are in effect for any school
               organization in June, are to remain in effect for July and August.
       3.6     Any staff absence in excess of 2 permitted days during July/August must be reviewed
               by the Principal with the staff member to determine the circumstances of absence.
       3.7     Notification of absences of Principals and A.P.s, as well as requests for supervisory
               early departure, must be approved by the Superintendent’s office
       3.8     Principals who are absent or taking personal leave days during Chapter 683 should
               notify the Superintendent’s office and identify Assistant Principal in charge.


                                                    7
4.   Staff work hours:*
     4.1    Supervisors                           =   7 hours 15 minutes/day exclusive of lunch
     4.2    Teachers                              =   6 hours/day exclusive of lunch
     4.3    Guidance Counselors                   =   6 hours/day exclusive of lunch
     4.4    Psychologists and Social Workers      =   6 hours/day exclusive of lunch
     4.5    Secretaries                           =   5 hours 50 minutes/day exclusive of lunch
     4.6    Paraprofessionals                     =   6 hours/day exclusive of lunch
     4.7    Family Workers                        =   5 hours 30 minutes/day exclusive of lunch
     4.8    Parent Coordinators                   =   Same as the regular school year
     4.9    Nurses, OTs & PTs                     =   6 hours 5 minutes /day exclusive of lunch

     Psychologists and social workers work day-8:10 AM – 2:40 PM
     School aides cannot work more than 5 hours and 30 minutes-exclusive of lunch
     School Aides do not work on July 1 and July 2; they are to report for Chapter 683 on
     JULY 6.
     Family Workers report for Chapter 683 on July 1.


     *Exceptions must be granted by the Superintendent’s Office in writing only

5.   Instructional periods:
     5.1     Instructional periods are forty-five (45) minutes each or blocks of said periods. There
             must be 90 minutes of literacy instruction and 60-75 minutes of math instruction
             daily.

6.   Staff lunch periods:
     6.1     Staff lunch periods are (30) minutes each.

7.   Professional Resource Period (PRP):
     7.1     Each teacher is entitled to one (1) PRP (equal in time to one of the school’s
             instructional period) per day.
     7.2     Each PRP is to be duty-free.
     7.3     UFT Chapter Leaders are entitled to a PRP and a period per day to conduct union
             business.

8.   Circular 6
     8.1 Circular 6 bussing procedures should be developed for the summer, as per District
         directives. All per session bussing positions must be re-posted for the summer, using
         the prototype posting. If you have questions concerning the posting, contact
         Deputy Superintendent Gary Hecht 212-802-1617.
     8.2 Circular 6 busing will begin in the morning at 7:55 AM (or 15 minutes prior to the
         start of the instructional day).

9.   UFT Chapter Leaders
     9.1   Identification of the Chapter 683 Leaders:
                    Chapter Leaders who are in place during Chapter 683 shall continue as
                    Chapter Leaders for their organizations.
                    Where there is no Chapter Leader in place, the UFT will ensure appropriate
                    union representation during July/August.
     9.2   Each Chapter 683 UFT Chapter Leader is entitled to the same amount of time per
           week for UFT activities as is granted during the regular school year.
                                                 8
10.   Compensatory Time Positions
      10.1 Existing positions as of June, 2010:
                   If a compensatory time position is extended to Chapter 683, the person
                   holding the position as of June 28, 2010 is entitled to hold that position for
                   July/August.
      10.2 Positions for July/August, 2010:
                   If a compensatory time position is created for Chapter 683, that position must
                   be posted and filled according to established District 75 procedures.
      10.3 Postings: Use existing postings from the school year, if they are applicable for
           the summer. Positions should be posted for the staff orientation days (July 1 and July
           2) with selection made at the end of July 2, so that staff can be in place for the arrival
           of students. For any questions concerning postings, including a review of proposed
           postings, contact Gary Hecht.

11.   School Leadership Teams (SLT)
      11.1   There are no specific requirements for School Leadership Team activities during the
             summer. However, should members be available, you may engage in SLT activities.

12.   School Aides and Family Workers Hours
      12.1   There will be no increase in the number of hours for school aides and family workers
             during the summer.
      12.2    Family Workers, per posting, start JULY 1.
      12.3    SCHOOL AIDES report when students report, JULY 6.

13.   Parent Coordinators
      13.1 The hours will remain the same as the regular school year.

14.   Fire Drills
      14.1   Two (2) fire drills are required during the course of the program; the first one must
             be conducted no later than Friday, July 9, 2010. The second one must be conducted
             by Monday, July 26, 2010. Submit the fire drill reports both on line and to the
             Superintendent’s Office, 400 First Avenue, Room 80, on July 14, 2010 for the first
             report and the second report by July 30, 2010.

15.   Student Attendance
      15.1   This summer, daily attendance will again be recorded via the ATS scan method.
      15.2   School secretaries will have access to summer information in ATS for admissions,
             discharges and transfers
      15.3   Questions on bussing: Call Frank DeGennaro at OPT (718) 784-3313.Review
             Attachment C-2, Attendance and School Outreach Procedures

16.   Behavior Support
      16.1   Use the Crisis Intervention Plan implemented in the school year for the organization
             during the summer
      16.2   Crisis Intervention Plans must be updated with names of staff assigned to Operations
             Center and names of secretarial staff assigned to telephones.
      16.3   Make any other modifications required to accurately reflect the staffing, facilities,
             and procedures relevant to the summer organization.
      16.4   Crisis Intervention Plans must also be developed for Agency sites.
      16.5   Student Suspensions
                                                  9
              All regulations and procedures regarding student suspensions remain in effect
              through July and August.

17.   Program Evaluation
      17.1  Each Principal should submit a Program Evaluation to the Superintendent’s Office
            by Tuesday, July 27, 2010.
      17.2 See Attachment C-1 for a sample Program Evaluation Form.

18.   Instruction:
      18.1 Hours of Instruction:
                        -Elementary students: 5.5 hours/day
                        -Secondary students: 5.5 hours/day
      18.2    Instruction is IEP driven.
      18.3    Students are entitled to the same instructional experiences, homework supports, and
              equipment they receive during the regular school year.
      18.4    Homework Policy should be continued from the regular school year.
      18.5    Lesson planning should be consistent with IEP objectives; lesson planning/routines
              are to be consistent with those of the regular school year.
      18.6    For students in standardized assessment, summer instruction should focus on
              improving reading and math skills. Information regarding summer testing will be
              forthcoming. For additional information, call Steven Weinrich (212) 802-1521.
      18.7    Students in non-standardized assessment should be provided with opportunities to
              learn to the NYS Learning Standards and Alternate Performance Indicators for
              Students with Severe Disabilities; for additional information, contact Nanette Slansky
              at (212) 802-1634.
      18.8    Promotion Policy – Schools should maintain a list of all students, grades 3-12, who
              were sent “Promotion in Doubt” letters. Three criteria, Attendance, Assessment and
              Classwork, must be considered in making final promotion decisions. Teachers must
              have student work samples from PID that demonstrates achievement of grade
              appropriate outcomes as listed on Page 9 of the IEP.

19.   IEPs and Report Cards:
      19.1 Each student must have a current IEP on file, which authorizes eligibility for a 12-
              month school year (12MSY).
      19.2    IEPs must be on file and be current and consistent with the instruction being
              provided; "Projected Dates of Mastery" must have dates of August, 2010, or later.
      19.3    "Mastery" of IEP objectives should be entered when/where applicable.
      19.4    A report card must be sent home with each student no later than August 13, 2010.

20.   Assessment/Testing:
      20.1 Students with IEPs indicating participation in State and local assessments, with or
              without modifications, and who scored in a level 1, will take grade-appropriate tests
              during the summer.
      20.2    The tentative dates for standardized assessment in Reading and Math are:
              Monday August 9 (Math) and Tuesday August 10 (ELA). Make up date
              Wednesday August 11 .
      20.3     Regents Examinations and RCTs will be given after the end of the Chpt. 683
              Program. They are tentatively scheduled to be given on August 17, 18 and 19,
              2010.
      20.4    Each summer organization orders sufficient quantities of the reading, math and ELL
               tests for participating students enrolled in the summer school program.

                                                 10
21.   Trips:
      21.1 For students participating in standardized assessment programs, only one trip can be
              scheduled during the summer, unless approved in writing, after submission with
              justification to the LIS.
      21.2    NO TRIPS are to be scheduled on August 9, 10, 11 for standardized students. .
              For students participating in alternate assessment programs, NO TRIPS should be
              scheduled on August 12 and 13.
      21.3    Follow Trip procedures
      21.4    All trips should be linked to the instructional program being provided in the summer
              program.
      21.5    Trips should not be scheduled on a Friday, unless there is a compelling reason for
              selecting that date.
      21.6    No trips to beach, lake, pond without written permission from Superintendent.
              Trip forms may be obtained on the D75 website.
      21.7    Trips should be planned with summer weather in mind. Long trips in extremely hot
              weather or trips to an outdoor facility should be reviewed, re-scheduled or cancelled.
      21.8    Students may never be transported in private staff vehicles.

22.   Work Study Activities
      22.1 Any student participating in a work-study program should have an indication on the
              IEP as well as vocational goals developed on the IEP.
      22.2    Any student participating in a work-study program should have a signed Community
              Based Work Site parent permission form. Please review and insure that parent
              permissions for each student to use public transportation are on file

23.   Staff Development
      23.1    July 1 and July 2 are training and set-up days. Activities that provide
              orientation and staff development are to be scheduled and conducted during these
              days. Copies of agendas which include areas of ELA and Mathematics
              programs are to be submitted to the Superintendent’s Office, Room 80, no later than
              Thursday July 8.
      23.2    On-going training and support is to be provided at each organization.
              Any and all training is to be documented.
      23.3    Samples of staff development resources are to be retained on file at the site with the
              school's summer school records and documents; these materials may be required for
              audit purposes at a later date.

24.   Teacher Observations
      24.1 Each teacher, regardless of license/status, must be formally observed at least once
              during July/August. It is recommended that teachers who have assignments different
              than during the school year are to be observed first, non-tenured teachers, and then
              those with tenure.
      24.2    Submit Summary of Teacher Observations to the Superintendent on August 13. “U”
              rated observations should be reviewed by the Network Leader before the teacher
              receives it.
      24.3    If a teacher is to be rated unsatisfactory for pedagogy, the first observation (with pre-
              observation and post-observation) should be completed by mid-July. Principal should
              offer support and recommendations for improvement (assistance from school-based
              coach, intervisitations, conference with administrator, etc) and document assistance

                                                  11
              offered. Second observation should be completed by August 3. Review any
              unsatisfactory observation or disciplinary letters written for the file with your Network
              Leader or Gary Hecht prior to presenting them to the teacher for signature.
      24.4    A teacher must sign the observation. If he/she refuses to sign Principal should have a
              witness sign that it was given to the teacher.

25.   Staff Ratings
      25.1   All pedagogues are to receive a written performance rating form (satisfactory or
             unsatisfactory) at the conclusion of the program.
      25.2   The Principal is the rating officer for all teachers, and school secretaries.
      25.3   The Principal is the rating officer for all guidance counselors, school
             psychologists, and social workers.
      25.4   REMINDER: Should a staff member not appear on Thursday July 1, Friday July 2
             or leave the program before August 13, 2010, he/she should get an unsatisfactory
             rating for attendance. If there are special circumstances, discuss them with Bonnie
             Brown for appropriate action.
      25.5   Although there is no formal rating form, at the present time, for DOE nurses, OTs
             and PTs, performance can always be documented with a letter to the file.
      25.6   If a paraprofessional has rendered unsatisfactory service for the summer, it is
             necessary to meet with them with the Chapter Leader and then generate a letter
             specifically stating that their performance in the 2010 Chapter 683 program was
             unsatisfactory. This will preclude them from working next summer.
      25.7   It is critical that all U ratings for staff be documented. Staff members being rated U
             must receive and sign a letter that clearly indicates the reason. All documentation
             should be sent to the Superintendent’s office at the end of the 683 program.
      25.8   Staff rated unsatisfactory for Chapter 683 in 2010 will be ineligible to work Chapter
             683 in 2011.
      25.9   If a staff member has left early and is not present to accept and sign the rating form or
             any disciplinary letter, the letter should be sent by both regular and certified mail
             (registered/return receipt) to document that it was sent. At the top of the letter, note
             that it was sent regular and certified and include the certified mail number for future
             reference.
      25.10 FOR OTS, PTs, and NURSES: Only the clinical supervisors can rate their
             professional abilities. However, the Principal should monitor attendance and
             punctuality, compliance with schedules, and provision of services to students. The
             Principal can give a letter documenting these concerns. Be sure to send/fax a copy of
             any disciplinary letter to Helen Kaufman at the District Office.
      25.11 FOR HES AND EVS STAFF: The building Principal is not their rating officer but
             should communicate any concerns about attendance, punctuality, compliance with
             schedules, etc. to the HES and/or EVS supervisor for follow-up.

26.   Grievances
      26.1   Good contract management is an important part of the supervisory professional
             responsibility.
      26.2   Step I grievance hearings should be held within two days of the date of notification
             from the grievant to the Principal, due to the abbreviated time frame of the summer
             program
      26.3   Step I Principal’s decisions should be emailed to the Superintendent’s Office

27.   Metro Cards
      27.1   Summer Metro Cards are for student use only. Staff members attending to students
             at work sites may use daily Metro Cards to travel from school to work site and back.
                                                  12
      27.2    Summer Metro Cards are for 30 days; Daily Metro Cards are available for those non
              OPT students who need them, and for students and staff traveling to and between
              work sites. Implement a Metro Card procedure at each site, including a log (student
              name, card number, date of distribution, date reported lost/stolen/missing)

28.   Miscellaneous Items
      28.1    Parents should file a Notice of Claim for loss of student’s property or medical
              charges resulting from an accident: Parents should send the claim to Corporation
              Council, 100 Church St., New York, N.Y. 10007 (The claimant files the claim; the
              Principal does not file the claim).

      28.2    Have on file for each student:
              Emergency parent notification card (update)
              Parental consent for trips
              Parental consent for swimming, if applicable
              Consent for Participation at Community Based Work Sites (Youth
              Employment Program, Training Opportunity Program), if applicable.


      28.3    School Safety Plans
              School Safety Plans implemented during the school year can be implemented during
              the summer;
              Update the following items for the summer program, as needed:
                      Chain of Command and Authority
                      Order of Succession
                      Emergency Staff Assignment

29    RELATED and SUPPORT SERVICES
      During the Chapter 683 Program attendance for all Related Services will be captured through
      the use of the Special Attendance Sheets developed and used in the 10 month instructional
      program.

      29.1    These documents have been shipped to the schools. The document consists of two
              pages which will capture the attendance for July and August. Unlike the winter
              completed documents, related and support service attendance sheets will not be
              forwarded to Source Corp at the end of the Chapter 683 Program.

      29.2    All attendance forms for the months of July and August including a copy of the
              student progress report will be delivered on the last day of the Chapter 683 Program
              to the District Office at 400 First Avenue, New York, New York.

      29.3    Completion of the attendance forms is similar to those documents that were used
              during the school year. If there are any changes they will be noted in the “Frequently
              Asked Questions” instructional guide that is available on the DOE Website. A
              progress report will be required for each student to be completed at the end of July

30    Chapter 683 Return Moves, Other Moves

      With respect to Chapter 683 return moves, schools should have already indicated this information
      on their original Chapter 683 move request. In the event that you neglected report your return
      move, or now have to initiate a new move request, a copy of the D75 Move Request Form is
      included in this manual. (See Attachment C-4)
                                                 13
30.1   Move form(s) are to be completed and e-mailed to Roberto Tillman, Director of
       Operations at rtillma@schools.nyc.gov as soon as possible, but no later than July16,
       2010.

30.2   Due to the large number of moves that need to be accomplished in a short time window
       we need to have our total need identified in order to coordinate our requests with the
       movers.

30.3   Questions concerning completion of the Move Request Forms should be directed to
       Roberto Tillman, Director of Operations at rtillma@schools.nyc.gov




                                          14
                           SECTION B REPORTS DUE

                              CHAPTER 683 2010

                          SUMMARY OF REPORTS DUE

REPORT                         DUE

ACCIDENT                       DOE ON-LINE OCCURRENCE REPORTING SYSTEM

AGENDAS PROFESSIONAL           On-Site
DEVELOPMENT

CHILD ABUSE                    DOE ON-LINE OCCURRENCE REPORTING SYSTEM
                               SEND ORIGINAL LDSS-2221A TO LOCAL ACS
                               OFFICE
                               Fax/Send copy of LDSS-2221A to Counseling Office

CLASS METRO CARD               Both reports due Friday, August 13, 2010 to
                               Superintendent’s Office, Room 81

CORPORAL PUNISHMENT            DOE ON-LINE REPORTING PROCEDURES TO OSI OF
                               CORPORAL PUNISHMENT ALLEGATIONS

CRISIS INTERVENTION            In school file, update

EMERGENCY INFORMATION          DOE ON-LINE OCCURRENCE REPORTING
                               SYSTEM

FIRE & SHELTER DRILLS -        Report One, entered online by July 14, 2010 and forwarded
                               to Superintendent’s Office – Room 81. First Drill by July 9,
                               2010. Second Drill by July 26, 2010 Report Two, entered
                               online by July 30, 2010 and forwarded to Superintendent’s
                               Office, Room 81


GRIEVANCE HEARINGS            Within 2 days after hearing, email and fax of decision
                              to: Superintendent’s Office, Room 81

HOMEWORK POLICY                Updated version on file at site by Wednesday, July 7,
                               2010.

INCIDENTS/ SCHOOL SAFETY       DOE ON-LINE OCCURRENCE REPORTING
                               SYSTEM

LEGAL PROBLEMS                 Telephone the D.75 Counsel’s office immediately

                                         15
METRO CARDS                           Summary Report Friday August 13, 2010,
                                      Superintendent’s Office, Room 81

Unused Metro Cards                    Hand deliver: Monday, August 9, 2010 to:
                                      Deputy Superintendent’s Office, Room 441. Indicate school
                                      and number of unused cards being returned.

PROGRAM                               Tuesday, July 27, 2010
EVALUATIONS                           Superintendent’s Office, Room 81

RATINGS/C.A.R. REPORT                 Friday, August 13, 2010
                                      Superintendent’s Office, 400 First Avenue,
                                      Room 81

Special Attendance Forms              Friday August 13, 2010 (by noon)
                                      – See Related and Support Section for details

RUN-AWAY/MISSING/                     DOE ON-LINE OCCURRENCE
OR LOST CHILDREN                      REPORTING SYSTEM

SCHOOL SAFETY UPDATE                  On file by Tuesday July 6, 2010
Chain of Command, with Update
Staff Assignments/Procedures

SPECIAL COMMISSIONER OF               Report case immediately by telephone to
INVESTIGATION (OSCI)                  Superintendent’s Office (212) 802-1500
                                      DOE ON-LINE OCCURRENCE REPORTING

STUDENT TO STUDENT                    DOE ON-LINE OCCURRENCE REPORTING and SSSH
SEXUAL HARASSMENT                     forms 1 and 2 plus 3 or 4 (available on D75 Counseling
                                              website)

SUSPENSIONS                           DOE ON-LINE OCCURRENCE REPORTING

SUICIDE-Threat, Attempt or Ideation   DOE ON-LINE OCCURRENCE REPORTING; verbal report
                                           to D75 Counseling Office

SUSPENSIONS                           DOE ON-LINE OCCURRENCE REPORTING




                                                 16
                               CHAPTER 683-2010
                            TIMELINE FOR REPORTS DUE

Wednesday July 7, 2010           Agendas for July 1 and July 2 Staff Development (On Site)
                                 Crisis Intervention Update (On Site)
                                 Homework Policy (On Site)
                                 School Safety Plan (On Site)

Wednesday July 14, 2010          Fire Drill (Report 1)
                                 Program Evaluations

Friday July 30, 2010            Fire Drill (Report 2),
                                Program Evaluation

Friday August 13, 2010

                                 Rating of Staff/Staff C.A.R. Report

                                 Summary Report of Metro Cards
                                 Received/Disbursed (July, August)/Unused Metro Cards
                                 (Delivered)
                                 Special Attendance Forms for Related Services

 VERBAL REPORT                   All Emergency Incidents:
IMMEDIATELY                      Call the District Office 212-802-1503
                                 FILE USING DOE ON-LINE OCCURRENCE
                                 REPORTING
                                         Accident, Illness, Injury, Untoward Incidents
                                         Weapons, Bomb Threats, Riot, Gang Activity,
                                            School Crime
                                         Claims of Misconduct
                                         Corporal Punishment
                                         OSI (allegations of corporal punishment/verbal
                                            abuse)
                                         SCI (allegations of sex, drugs, illegal acts)
                                         Any extraordinary event of a serious or endangering
                                            nature
                                         Legal Problems
                                         Student to Student Sexual Harassment
                                         Suicide Attempts, Threats, Ideation: Call
                                           Clinical and Guidance Services

WRITTEN REPORT WITHIN 2 SCHOOL DAYS
                                 Principal’s decision regarding Step I
                                Grievance Hearings
                                 Child Abuse Reports (SSS221A)

WRITTEN REPORT-WITHIN 10 SCHOOLS DAYS
                                 Student to Student Sexual Harassment Report



                                            17
                            SECTION C

                         Chapter 683 2010
         PROCEDURES, FORMS, REFERENCES FOR REPORTS DUE

ATTACHMENTS

               1. Chapter 683 Program Evaluation

               2. Chapter 683 Attendance and School Outreach Procedures

               3. Metro Card Usage Procedures/Forms

               4. Equipment Move Form

               5. Para Absence Coverage Protocols




                                      18
Attachment C-1
THE NEW YORK CITY DEPARTMENT OF EDUCATION
JOEL I. KLEIN, Chancellor

DISTRICT 75
Bonnie Brown, SUPERINTENDENT




                               CHAPTER 683 - 2010
                            PROGRAM EVALUATION


ORGANIZATION                                     PRINCIPAL


SITES                                            DATE SUBMITTED


Please provide your responses to the items listed below. Return one (1) completed
copy to the Room 81, Attn: Superintendent by July 28, 2010 and retain one (1)
copy in your organization’s Chapter 683 files.
1. Describe/outline the positive aspects of the 2010 Chapter 683 Program for
your organization:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
__________________________                                                      __


2. For each of the following items outline the problems/issues you have
encountered this summer; provide suggestions/recommendations for their
resolution:




                                          19
2.1Staffing___________________________________________________________
____________________________________________________________________
____________________________________________________________________
__________
2.2 Teacher Orientation/Training
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
________________________________________________________________
2.3 Instructional Resources/Supplies:____________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________


2.4 Health/Safety/Physical
Plant________________________________________________________________
____________________________________________________________________
____________________________________________________________________
________________________________________________________________


2.5 Availability/Accuracy of Student Records/IEPs/Type III Evaluations for 12
MSY,etc.:____________________________________________________________
____________________________________________________________________
____
___________________________________________________________________




                                       20
2.6 Availability/Appropriateness of Related Services:________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
__                                                                      _


2.7 Pupil Transportation/Busing:




2.8 Work Study Programs




2.9 Cultural Arts/Trips/Swimming:




2.10 Support Services (School Safety, School Food, Nursing, etc:




                                        21
2.11 Labor Relations




2.12 Other:




3. Are there any new/different activities/procedures which can be implemented
during Spring, 2010, to better enable you to prepare for the 2010 Chapter 683
Program?
Yes or No If yes, describe




                                        22
    ATTACHMENT C-2
       2010 Chapter 683 Overview for School Attendance Outreach
                             Procedures

    Attendance is a school wide responsibility requiring the efforts and coordination of the
    administration, pupil accounting secretary, guidance, parent coordinator, school aide(s), family
    worker(s), attendance coordinator, and the attendance teacher. It is important that everyone
    involved should be aware of attendance procedures that are needed to ensure a successful
    summer program.

    Preliminary planning for summer school is an essential part of the foundation of good
    attendance. Some suggestions are listed below:
        1. June – re-confirmation letter to parents/guardians who indicated on the JA-1 their intent
           to attend summer school
        2. Response options may include: going on vacation/dates, going to camp/dates,
           permanent change of address/when?/where?
        3. Re-confirm summer emergency contacts – this may have changed since JA-1 was
           submitted.

                                   A. ADMINISTRATIVE ITEMS


1. Flexible Summer Scheduling In consultation with, and permission from, assigned schools’ principals,
   Attendance Teachers may alter their schedules to better serve students’ outreach needs.

    Each Attendance Teacher must work six hours daily exclusive of 30 minutes lunch. However, with
    individual Principal’s approval, hours may occur between 7:00am -- 4:00 pm. Flex-time must be
    approved in advance by the school Principal on a needs basis.
    All Attendance Teachers working flexible schedules must comply with all other contractual requirements
    including time and attendance, mandated paperwork, logs, address investigations, home visits, and
    planning interview completions. e.g., daily call in or email to the District Office upon school arrival and
    afternoon call-ins to each school for messages.

2. Check-in Regardless of schedule, each Attendance Teacher must report to an assigned school each day.
   Any absences from work must be called into their payroll school and into the District Office to (212) 802-
   1636. Reminder: Only two absence days are allowed during 683 and are to be discussed with the
   Principals of the scheduled sites. Fax #: (212) 802 – 1686 and backup fax in HES (212) 889-3510. The
   fax machines are on 24/7.

3. Check-out: Regardless of schedule, each Attendance Teacher must contact EACH assigned school every
   afternoon for messages. Attendance Teachers whose scheduled day ends after 2:30 pm must call the
   schools prior to 2:30 pm.

4. Meeting: Thursday, July 1st , 2010: Organization and Assignments:
            Time: 8:30 am
            Location: VA Hospital – 9011 WEST (9th Floor)
                          423 E 23rd Street NYC


                                                        23
   5. Carfare Carfare is submitted ON-LINE at the summer payroll school. Review your budget
   to ensure that carfare will be reimbursed by your designee. Public Transportation is reimbursed
   up to the cost of the monthly METROCARD only.



                 B. WEEKLY SUMMER PROGRAM ATTENDANCE TEACHER’S
                                    ACTIVITIES:

          Week One - Attendance Teachers will spend at least one full day this week at an assigned
          school or its offsites helping school staff to resolve any issues preventing attendance, assess
          outreach efforts; e.g., busing, parent calls, checking with related service providers and guidance
          to ensure that students on their caseloads are being served or that the clinicians are contacting the
          homes.

           All staff should log all contacts and attempted contacts with students and their families.
           A Summer School Daily Telephone Log is attached. Attendance Teachers should
           maintain a checklist of staff members who are making calls to homes, and ensure that
           each person has a copy of the Daily Telephone Log.

           Each week, staff members should provide the totals of their Daily Telephone Logs to the
           Principal’s Designee. The Principal’s Designee will prepare the School Weekly Summary Sheet
           of Telephone Outreach for all offsites. (Copy attached.) Attendance Teachers are to submit
           copies of the Weekly Summaries to the Office of LORA Decree Attendance Services bi-weekly.

           Week Two - Attendance Teachers should begin visiting the homes of students who have not yet
           attended, or have attended only one day, and have proved to be impossible to reach by
           telephone. Document outcomes for September ILOG

          Weeks Two through Six (July 12th - August 13th, 2010):

           1) Investigate students who have not attended, or who have stopped attending, and who cannot be
           contacted except by home visit, make telephone calls and consult with school staff.

           2) Check with assigned schools and sites to ensure compliance with the Daily Telephone Log
           procedures, and to receive copies of the Weekly Summary from the Principal’s Designee.

           3) Outreach to SAR students or those with poor attendance (< +/- 80% attendance for whom
           Form 407s have been issued during the prior school year, or for whom Form 407s remain
           outstanding).


                 C. Form 407 Procedures for the Summer:

DO NOT CLOSE ONLINE ANY EXISTING FORM 407S YOU MAY INVESTIGATE DURING THE
SUMMER, unless the case was resolved on or before June 28th, 2010. ATS will allow updates on SY 2009-



                                                       24
     2010 Form 407s until mid-July, 2010. Print RISAs for all students before school year 09-10 closes on June
     28th, 2010 for possible 407 usages during summer.
2.   DO NOT ISSUE 407s ONLINE DURING CHAPTER 683.
3.   YOU MUST HAVE A COMPLETE SCHOOL ROSTER FOR EACH ASSIGNED SCHOOL, AND
     CHECK THE ATTENDANCE EACH DAY FOR STUDENTS WHO HAVE NEVER APPEARED, AND
     FOR STUDENTS WHO HAVE ONLY ATTENDED INFREQUENTLY. The Pupil Accounting Secretary
     should have this list, as should the Bus Coordinator, if any, and or the Guidance Office.
4.   When home visits are necessary for Chapter 683 students, PRINT SCREEN the student’s BIOGRAPHICAL
     SCREEN. Mark the sheet “683" boldly at the top, and write your name. Use this page as your “407," writing
     on the front and back, and attaching additional sheets as necessary.
5.   No prior year Form 407 Referrals may be closed as “Returned to School” for a student who attends Summer
     School.
6.   Monday Mornings: Attendance Teacher’s Weekly Summary Sheet of Home Visits, and School Outreach
     Logs from the prior week should be faxed to the District Office. Attendance Teacher’s Daily Logs, etc.
     should be brought to the District Office on scheduled meeting days.

                                                      D. Schools
1.   Schools are to maintain careful and complete documentation of all students contacted during the summer
     program. Each person making outreach telephone calls to homes should log all calls on the School Outreach
     Log.
2.   These School Outreach Logs should be collated weekly at the school, and the School Weekly Summary
     should then be faxed to the District 75 Office of LORA Decree Attendance Services (212-802-1686) each
     Monday. Note: Attendance Teacher will fax or deliver their own outreach summaries to the District Office.
     Schools should only list outreach efforts made by their own school staff (ie: school aide, parent coordinator,
     family worker, guidance staff, attendance coordinator).
3.   Each school should have an Attendance Coordinator in place to work with the assigned Attendance Teacher
     in coordinating the school wide effort to bring students in for the summer.
4.   LOG FORMS and SCHEDULE FORMS WILL BE DISTRIBUTED TO ATTENDANCE TEACHERS AT
     THEIR MEETING ON JULY 1st, 2010, AND BROUGHT TO SCHOOLS ON or BEFORE. Please copy as
     necessary
5.   Attendance Teachers are required to submit a School Schedule, signed by each Principal in their assignment
     to the District Office by Thursday July 8th, 2010.
6.   PIF’s which were not completed during the 2009-2010 school year should be continued for September 8th,
     2010 discharge.


     Please call the District Attendance Office if there are any questions regarding the Attendance Teacher’s
     duties and responsibilities during the Chapter 683 Program. Voice: (212) 802-1636 Fax: (212) 802-1686

     ATTENDANCE FORMS (Summer School Voluntary Withdrawal Letter, Discharge of Under-Age Child,
     Weekly Summary Sheet of Telephone Outreach,and Daily Outreach Log will be sent to you separately.




                                                             25
  THE NEW YORK CITY DEPARTMENT OF EDUCATION
  JOEL I. KLEIN, Chancellor

  DISTRICT 75
  Bonnie Brown, SUPERINTENDENT


  Attachment C-3

TO:            Principals/Heads of Programs
FROM:          Bonnie Brown
SUBJECT:       Metro Card Usage Procedures, Summer 2010

Please follow these procedures regarding the use of Metro Cards and the completion of Report
Forms:

A.CLASS METRO CARD REPORT FORMS
  1. Class Metro Card Reports forms are to be prepared and completed separately for July and August.
   They do not need to be submitted prior to Friday, August 13, 2010
                .
  2. On August 13, 2010, all Class Metro Card Report Forms, Summary Reports, and unused Metro
  Cards are to be submitted to:
                           Superintendent’s Office, Room 81
                           Any unused Metro Cards must be hand delivered.

   3. School organizations requiring additional Metro Cards will receive supplemental allocations, as
      needed.

   4. Please remind your Job Developer(s) to secure "Half-fare" cards for eligible students. Class
      Metro Card Report Forms must accurately reflect students who have been issued "Half-fare"
      cards.

 SUMMARY REPORT OF METRO CARDS RECEIVED/DISBURSED

   1. Provide required information as of August 13, 2010

   2. Submit the "Summary..." on August 13, 2010 to Superintendent’s Office, Room 81

   3. The Summary is to be verified and signed by the program's Principal/Supervisor in Charge.

If you have any questions regarding these procedures, please call (212) 802-1503.




                                                     26
                                                                               8/2/2012

Attachment C-3

 DISTRICT 75/CITYWIDE PROGRAMS
 CHAPTER 683, 2010

SUMMARY REPORT OF METRO CARDS RECEIVED/DISBURSED

Reporting Period: Tuesday July 6, 2010 to Friday August 13, 2010
Maximum # of Student Attendance Days: 30

School: _____________Telephone #: __________________Principal:_________________

Report prepared by:_____________________________________

      Total # of Summer Metro Cards received                 through 8/13/10

      Total # of Summer Metro Cards disbursed ____________

      Total # of DAILY Metro Cards received______________

      Total # of DAILY Metro Cards disbursed_____________

      Balance of Summer Metro Cards on-hand                   as of 8/13/10

      Balance of DAILY Metro cards on-hand______________ as of 8/13/10

      List unused Metro Cards:


ATTACH COPIES OF THE CLASS METRO CARD REPORT
FORMS TO THIS SUMMARY SHEET

      I hereby certify that the above report contains an accurate and true accounting of the receipt and distribution of Metro Cards for the period indicated.

Principal's Signature ______________________        Date ____________________________


                                                                                            27
                                                               8/2/2012

                                    CHAPTER 683 CLASS METRO CARD REPORT FORM – JULY 2010
                                                                                                                                                   Attachment C-3
SCHOOL:________
SITE:                                   Prepared by:                                                    Site Supervisor:______________________
CLASS:                                  Preparer’s Signature                                            Supervisor’s Signature _________________


                                H
                          #     O
       STUDENTS' NAME   METRO   L   T    W     I    F      M    T    W     T    F    M    T    W    T    F    M    T    W    T    F    T
                        CARDS   I   6    7     8    9     12   13   14    15   16   19   20   21   22   23   26   27   28   39   30    O
                                D                                                                                                      T
                                A                                                                                                      A
                                Y                                                                                                      L
                                                                                                                                       S



 1.

 2.

 3.

 4.

 5.

 6.

 7.

 8.

 9.

 10.

 11.

 12.

 13.

 14.

 15.

           TOTALS



                                                                               28
                                          CHAPTER 683 CLASS METRO CARD REPORT FORM - AUGUST 2010
                                                                                                                                        Attachment C-3
SCHOOL:______
SITE:       ______        Prepared by:                                                Site Supervisor:                        __
CLASS:          _____     Preparer’s Signature _________________________              Supervisor’s Signature_________________________



                           # of
         STUDENTS' NAME   METRO       M     T    W     T     F    M    T     W    T     F                                                   TOTALS
                          CARDS       2     3    4     5     6    9    10   11   12    13


 1.

 2.

 3.

 4.

 5.

 6.

 7.

 8.

 9.

 10.

 11.

 12.

 13.

 14.

 15.
             TOTALS
                                                                                 8/2/2012




                                                                                                       DISTRICT 75
                                                                                            SCHOOL MOVES - PROJECT INFORMATION


                           MAIN SCHOOL/CONTACT
                                            Main School Number:
                                                        Principal:
                                                        Alternate:                                                                                Date:
                                                        Phone #:

                                                                      PICK-UP                                                                              DROP-OFF
                                                                        SITE                                                                                 SITE
                                              Pick Up Site School                                                                 Drop-Off Site School
                                                         Number:                                                                              Number:
                                              Site Contact Name:                                                                    Site Contact Name:
                                                    Site Address:                                                                         Site Address:


                                                        Phone #:                                                                              Phone #:



INSTRUCTIONS

Each form MUST cover the specific information concerning a SINGLE MOVE from one pick-up site to one drop-off site. When a move involves picking
up items from one school and delivering them to multiple sites, a separate form must be completed for each destination. For example, if a school has to
move items from one location to 3 different locations, then the school must complete 3 separate forms for each destination.



           1
                           What type of move is this:                                                                                   11
                                                                                                                                                          Has the move of technology devices be
                           Permanent, Summer (Chap. 683), Internal or Other (Specify):                                                                    coordinated with DIIT:
                                                                                                    Example:
           2               Please provide a general description of the move:                        Move for
                                                                                                                                        12                Will you need to relocate a copier:
                                                                                                    Summer
                           Use Example as a model for describing your move.                         Program, 7                                            Will you need to disconnect or reconnec
                                                                                                                                        13
                                                                                                    Complete                                              lines:

                                                                                               30
                                                             8/2/2012

                                                                             Classrooms,
                                                                             2 offices on                Does this move require the temporary s
                                                                             1st and 3rd    14
                                                                             floors.                     items:
     Please include information detailing items to be removed from each                                  Does this move involve the archiving of
3                                                                                           15
     room:                                                                                               records:
4    What is the earliest date the actual move can begin:                                   16           What is the highest floor items will be m
5    By what date must the move be completed:                                               17           What is the highest floor items will be m
6    When is the pick-up site available for a site visit:                                   18           Is there a loading dock at pick-up site:
7    When is the drop-off site available for a site visit:                                  19           Is there an elevator at pick-up site:
8    Are items from this site going to more than one site:                                  20           Is there a loading dock at drop-off site:
9    Estimate the number of boxes and other packing materials needed:                       21        Is there an elevator at drop-off site:
                                                                                                      Per session funds from the school's
10   Has the school developed a floor plan for the location of furniture at the             REMINDER: aside to pay staff for packing/unpack
     destination site:                                                                                approved moves.




                                                                        31
                                                                8/2/2012




INVENTORY
        Room      Number     Number of Chairs    Number of         Number of    Number of   Number of   Number of Books, Files &    Destination   Other Equipment
                  of Desks                      File Cabinets      Computers     Storage      Staff          Documents             Room#/Floor
                                                                                  Units     Furniture




INSERT LINES AS
NEEDED


                                                                           32
8/2/2012




           33

				
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