CHAPTER 683 2010
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
3. Metro Card Usage Procedures/Forms 26
4. Equipment Move Form 30
THE NEW YORK CITY DEPARTMENT OF EDUCATION
JOEL I. KLEIN, Chancellor
Bonnie Brown, SUPERINTENDENT
A1 --Sample Agenda Items for Staff Orientation
July 1 and July 2, 2010
Introduction of New Staff
DOE Occurrence (Incident) Reporting
Annual Review (Promotion Policy/modification; IEPs; ITPs)
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
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
Health Services and Immunization
Administration of Oral Medication (A-730)
Review Health and Safety Issues
Search and Seizure (A-432)
School Comprehensive Education Plan (SCEP)
School Leadership Teams
Positive Behavior Supports Plan
Students with Physical Challenges, Medically Fragile Conditions, Health
Alerts, Students with autism
Restrictions on Cell Phone Usage
Prohibition Against Transporting Students in Private Staff Vehicles
Substance Abuse 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)
Trips - No trips to beach, lake, pond without Superintendent’s permission
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
Student Arrival/Dismissal-Circular #6 Busing Assignments
Metro Cards (30 day passes & Daily Passes)
Staff do not use school MetroCards
Staff Dress Code: Professional Role Models
School Budget (books; supplies; materials)
Use of Equipment (e.g. VCR, Laser Disc)
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
School Comprehensive Education Plan
School Safety Plan
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
-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
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
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.
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
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
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
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.
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
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
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.
18.1 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.
20.1 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,
20.4 Each summer organization orders sufficient quantities of the reading, math and ELL
tests for participating students enrolled in the summer school program.
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
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
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
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
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.
26.1 Good contract management is an important part of the supervisory professional
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
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.
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
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
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)
30.1 Move form(s) are to be completed and e-mailed to Roberto Tillman, Director of
Operations at email@example.com as soon as possible, but no later than July16,
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
30.3 Questions concerning completion of the Move Request Forms should be directed to
Roberto Tillman, Director of Operations at firstname.lastname@example.org
SECTION B REPORTS DUE
CHAPTER 683 2010
SUMMARY OF REPORTS DUE
ACCIDENT DOE ON-LINE OCCURRENCE REPORTING SYSTEM
AGENDAS PROFESSIONAL On-Site
CHILD ABUSE DOE ON-LINE OCCURRENCE REPORTING SYSTEM
SEND ORIGINAL LDSS-2221A TO LOCAL ACS
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
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,
INCIDENTS/ SCHOOL SAFETY DOE ON-LINE OCCURRENCE REPORTING
LEGAL PROBLEMS Telephone the D.75 Counsel’s office immediately
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,
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
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
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
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)
Friday July 30, 2010 Fire Drill (Report 2),
Friday August 13, 2010
Rating of Staff/Staff C.A.R. Report
Summary Report of Metro Cards
Received/Disbursed (July, August)/Unused Metro Cards
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
Accident, Illness, Injury, Untoward Incidents
Weapons, Bomb Threats, Riot, Gang Activity,
Claims of Misconduct
OSI (allegations of corporal punishment/verbal
SCI (allegations of sex, drugs, illegal acts)
Any extraordinary event of a serious or endangering
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
Child Abuse Reports (SSS221A)
WRITTEN REPORT-WITHIN 10 SCHOOLS DAYS
Student to Student Sexual Harassment Report
Chapter 683 2010
PROCEDURES, FORMS, REFERENCES FOR REPORTS DUE
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
THE NEW YORK CITY DEPARTMENT OF EDUCATION
JOEL I. KLEIN, Chancellor
Bonnie Brown, SUPERINTENDENT
CHAPTER 683 - 2010
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
2. For each of the following items outline the problems/issues you have
encountered this summer; provide suggestions/recommendations for their
2.2 Teacher Orientation/Training
2.3 Instructional Resources/Supplies:____________________________________
2.5 Availability/Accuracy of Student Records/IEPs/Type III Evaluations for 12
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:
2.11 Labor Relations
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
Yes or No If yes, describe
2010 Chapter 683 Overview for School Attendance Outreach
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
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
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
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
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
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
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-
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
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.
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
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
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,
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.
THE NEW YORK CITY DEPARTMENT OF EDUCATION
JOEL I. KLEIN, Chancellor
Bonnie Brown, SUPERINTENDENT
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
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
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"
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.
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 ____________________________
CHAPTER 683 CLASS METRO CARD REPORT FORM – JULY 2010
SITE: Prepared by: Site Supervisor:______________________
CLASS: Preparer’s Signature Supervisor’s Signature _________________
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
CHAPTER 683 CLASS METRO CARD REPORT FORM - AUGUST 2010
SITE: ______ Prepared by: Site Supervisor: __
CLASS: _____ Preparer’s Signature _________________________ Supervisor’s Signature_________________________
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
SCHOOL MOVES - PROJECT INFORMATION
Main School Number:
Pick Up Site School Drop-Off Site School
Site Contact Name: Site Contact Name:
Site Address: Site Address:
Phone #: Phone #:
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.
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:
2 Please provide a general description of the move: Move for
12 Will you need to relocate a copier:
Use Example as a model for describing your move. Program, 7 Will you need to disconnect or reconnec
2 offices on Does this move require the temporary s
1st and 3rd 14
Please include information detailing items to be removed from each Does this move involve the archiving of
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.
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
INSERT LINES AS