ALEXANDRIA CITY PUBLIC SCHOOLS Alexandria, Virginia Administrative Directives 2018-2019 Series No. 2 Date: August 24, 2018 TO: Principals FROM: Gregory C. Hutchings, Jr., Ed.D. Superintendent of Schools TOPIC: Standard Operating Procedures for Schools PURPOSES: 1. To provide principals with a "checklist" of policies, procedures, and practices to be implemented at the beginning of each school year. 2. To confirm routine operating procedures for schools. 3. To ensure that principals incorporate all currently adopted policies, procedures, and practices into their standard operating procedures, and share these procedures with staff members. THE PROCESS: 1. Review the listed procedures with staff, students, and parents, as appropriate. 2. Include the information provided in memos, announcements, newsletters, etc. 3. Refer to these procedures throughout the school year, as necessary. STUDENT-RELATED OPERATING PROCEDURES: Regarding Registration and Enrollment 1. ACPS no longer requests a Social Security Account Number for students enrolling in ACPS schools. Instead, a unique student identification number will be generated. 2. Students enrolling for the first time in a Virginia school are required by State Law (§ 22.1-3.1) to present a CERTIFIED BIRTH RECORD. If no certified birth record is presented, the person enrol- ling the student must complete an affidavit which is to be forwarded, along with requested photo- 1 | P age copies of documents, to the Chief Student Services Officer within 14 days after enrolling. A transfer student must present a certified birth record, or a request for documentation must be made to the school from which the student transferred. 3. School administrators should review, with their staff, and have available, the following documents for information, use, and reference when registering new students: . Administrative Directive No. 4 (current series) - Division-wide Procedures for Verifi- cation of Addresses and Residences of Students in the Alexandria City Public Schools . Alexandria City Public Schools Policies - Reference Alexandria City School Board Policy Manual, http://www.acps.k12.va.us/board/manual/ . JEB Entrance Age . JEC School Admission . JEC-R School Admission Regulations . JECA Admission of Homeless Children . JHCB Admission of Non-Public School Students . JHCA Physical Examinations of Students . JHCB Immunization of Students . JHCD Administering Medicines to Students . JHCD-R Medication Regulations for Students . JO Student Records (Important Document) . Student Code of Conduct, Alexandria City Public Schools, 2018-19 school year 4. Parents/guardians who register students in the Alexandria City Public Schools must provide proof of residence in the City of Alexandria, Virginia. Principals are required to review the address verification materials. Parents/guardians must produce the following documents before registration can be com- pleted (original documents only; copies not acceptable): a. ONE of the following documents must be submitted for verification of residency within the City of Alexandria. Only originals of documents will be accepted (no copies). Supporting documents must be current and where indicated, dated within the past 60 days. ● Lease Agreement (current document with dates, legal guardian’s signature and address) ● Deed, with a real state property tax receipt in the legal guardian’s name ● Mortgage Contract b. And TWO supporting documents noting parent’s/legal guardian’s name and property ad- dress:  Utility bill (water, gas, electric, cable, or landline phone)- within the past 60 days  Current personal Alexandria property tax bill/receipt (vehicle, boat, RV, etc.)  Mailed letter from a government agency (TANIF, HUD, IRS, etc.)  Current pay stub (noting Virginia tax withholding) within the past 60 days  Latest federal/state income tax return (cover page only) 2 | P age  Two consecutive bank statements (mailed within the past 60 days)  Current vehicle registration from the Department of Motor Vehicles (DMV)  Current homeowner’s or renter’s insurance policy c. Or, in lieu of “a” and “b” above, an affidavit (using “Form A”) from the par- ent/guardian showing that the student resides in Alexandria, and an affidavit (using “Form B”) from the owner or lessee of the residence where the student is staying de- claring that a family and student reside in Alexandria City. (Forms are appended to this di- rective.) Forms A and B are only valid for six months and must be re-filed within five days of expiration or the student shall be withdrawn from Alexandria City Public Schools. The resident’s mortgage or lease agreement must accompany all Forms A and B. The par- ent/guardian must provide two supporting documents (in the parent’s/guardian’s or adult student’s name) as listed above. Forms A and B should be filed at the local school. The school registrar or principal designee should forward a copy to the Residency Verification Specialist for monitoring and follow up. c) Other documents submitted to officially verify the address/residence of parents or guardi- ans registering children for school must be reviewed individually by the principal, who should refer such documents to the Residency Verification Specialist. Student who are homeless shall be enrolled in accordance with Policy JECA. Questions regarding Alexandria street names and numbers, addresses, and zip codes should be directed to the Department of Technology Services, 703-619-8005. 5. Students are not to be counted as part of the school MEMBERSHIP until they have actually at- tended school. After the first day of actual attendance, they are to be counted in the membership. Thereafter, when these students are reported absent, they are still recorded in membership counts. Only students who withdraw from school are no longer included in the membership count. 6. School administrators must review student IMMUNIZATION RECORDS when registering new and transfer students. Specific guidelines are provided in Policy JHCB and the ACPS Health Require- ments for Registration (Attachment A). This information must be reviewed with all appropriate staff members prior to the start of the school year and intermittently, as needed. 7. All new students are to complete a home language survey as part of the registration process. Forms are available from the EL (English Learner) Center. 8. STUDENT EMERGENCY CARE INFORMATION FORMS must be completed when students are registered for school and must be revised whenever addresses or emergency contacts change. Student Emergency Care Information Forms (pink form) are kept by the school nurse in the School Health Office. Student emergency information should be reviewed and the electronic student data base updated annually and when changes are made to emergency contact information. (The Stu- dent Information Emergency Data Cards have been eliminated.) 9. The CONSOLIDATED PERMISSION FORM, also known as the ACPS Signature Form, is to be 3 | P age sent home for parent/guardian signatures regarding the following: Student Code of Conduct, Stu- dent Directory Information (FERPA), Media Participation, Responsible Use for Technology and So- cial Media, Student Record Information, Book Contract, and School Bus Regulations. Schools will provide the accompanying material and the ACPS Signature Form in the Welcome to School pack- et for the parent/guardian to read. A new consolidated permission form is to be completed annually and the student's record is to be electronically updated with this information. Please note that the Student Code of Conduct, while on the consolidated permission form to facilitate enrollment proce- dures, will be sent home annually, since this document requires a review and signature each year. 10. STUDENTS WHO HAVE A HOME LANGUAGE SURVEY (HLS) INDICATING THEY WERE BORN OUTSIDE OF THE UNITED STATES OR SPEAK A LANGUAGE OTHER THAN ENGLISH IN THE HOME must register at the English Learners (EL) Program Office, 1340 Braddock Place, Alexandria, VA 22314. School personnel should consult the division’s Home Language Survey in making registration referrals to the EL Office and should call the EL Office at 703-619-8022 if they have questions concerning a particular student registration. 11. STUDENT HEALTH INSURANCE flyers are to be provided to each student in the back to school packet. 12. Schools must have a written and approved student arrival and dismissal plan that is shared with all staff members and parents of Kindergarten students. 13. THE SCHOOL BUS REGULATIONS are detailed in the Student Code of Conduct and are provid- ed in pamphlet form to each student in grades K-5. Parents and guardians are required to review them with their children. VERIFICATIONS that parents and students have read and understand Al- exandria's School Bus Regulations are required as part of the consolidated permission forms. 14. FREE OR REDUCED PRICE MEALS can be served for the first 30 school days or 45 calendar days of the new school year to students with approved applications on file from last year. NOTE: Kindergarten siblings of students who received free and reduced price meals in 2017-18 will NOT receive these benefits until a new family application is approved for 2018-19. Students will be eligible for free/reduced priced meals within ten days of application approval. The Food and Nutrition Services Staff will process meal applications daily. Notification letters will be printed daily throughout the school year, and parents and guardians will be notified by US mail. New meal sta- tus will be downloaded daily to cafeteria computers. New meal codes will take effect after down- load/file transfer is completed each morning and will be effective for breakfast and lunch. Applica- tions are not necessary for students who have been directly certified for free meals. 15. LUNCH/BREAKFAST MONEY Federal regulations prohibit the charging of meals to the cafeteria. The principal shall be responsible for developing procedures for children who forget or lose their money. Students may not borrow money or receive free food from Food and Nutrition Services. Parents should be encouraged to Prepay for their children's meals. Principals are to develop pro- cedures to meet this need at their individual schools. SCHOOL-RELATED OPERATING PROCEDURES: 1. TEACHERS are to be present at their job sites at least 20 MINUTES BEFORE students are sched- 4 | P age uled to arrive and are to remain at their job sites at least 20 MINUTES AFTER students are dis- missed. Principals should refer to the listing of school hours for 2018-19 (Attachment B). 2. Official ACPS identification or visitor badges must be worn and visibly displayed at all times in school buildings by all Alexandria City Public Schools employees, students, School Board members, ACPS contractors and ACPS volunteers. ALL VISITORS and VOLUNTEERS must report to the main office of the school, sign into the KeepNTrack system, and be issued a visitor badge before proceeding into the building. At the end of their visit, visitors are to return to the office, sign out, and surrender their visitor badges. For further information see www.acps.k12.va.us/getinvolved/volunteer/ . 3. The School Board policies and regulations on ASSESSMENT AND EVALUATION, as well as COURSE ASSIGNMENTS-SECONDARY, should be reviewed with teachers at the first regularly scheduled staff meeting of the school year. Reminder: Adherence to the revised Assessment and Evaluation policy and regulations (IFA and IFA-R) and the revised Course Assignment-Secondary policy and regulations (IKB and IKB-R) is mandatory. 4. GROUPING FOR INSTRUCTION (Policy IHA) must be reviewed by the principal at a staff meet- ing at the beginning of the school year. It should be included in other meetings related to instruction and curriculum during the school year. 5. RELIGIOUS HOLIDAYS - Student examinations, field trips, or special events are NOT to be scheduled on religious holidays. Administrators are asked to check school division calendars and available Holiday Calendars to confirm dates and avoid conflicts. Teachers will provide ample time for students to make up all assignments that are missed during an absence for a religious holiday. Please refer to policy IKB and regulation IKB-R and to Attachment C. 6. NO DOOR-TO-DOOR SOLICITATION is to occur for any school-related event. P.T.A. and student groups should be reminded that students are not to solicit door-to-door for school fund-raising events. 7. FIRE DRILLS Orientation sessions should be scheduled to familiarize staff and students with the fire plan for each building. Pursuant to the §22.1-137 of the Code of Virginia two fire drills must be conducted during the first 20 days of school. One fire drill should be held during the first 10 days, a second fire drill during the second 10 days and each month thereafter. Copies of the “School Ex- it Drill Form” (Virginia Department of Education and State Fire Marshall) must be completed and sent to the Coordinator of Security & Emergency Management. School administrators must be familiar with the Virginia Educator's Guide for Planning and Con- ducting School Emergency Drills which provides procedures and guidance for holding emergency- related safety and security drill in schools. Copies of this guide can be obtained on line of through the ACPS Office of Safety and Security Services. In addition, ACPS schools are required to participate in and ensure that a majority of staff are certi- fied in the ACPS Violent Intruder Training Program, conducted and administered by the ACPS Of- fice of Safety and Security Services. 8. SCHOOL NURSES will identify students with major health conditions and needs (e.g., epilepsy, 5 | P age allergies, etc.) during the first two weeks of school and inform teachers, administrators, and other members of the support staff on a need-to-know basis. Students who need to take medication at school must bring a signed Medication Authorization Form for dispensing of such medications by the school nurse. ACPS school health personnel or trained ACPS staff may give non- prescription/non-controlled medications to students with a licensed prescriber’s written order and signed authorization from a parent or guardian. Such permission shall include the name of the medication, the required dosage of the medication, and the time the medication is to be given. Such medication must be in the original container. Secondary students with a signed authorization form from a parent or guardian may carry one dosage of non-prescription/non-controlled medica- tion at a time, such as Advil, Motrin, and Tylenol, if such medications is not stored in the clinic. 9. WELLNESS POLICY/FOOD ALLERGY GUIDELINES - Principals are responsible for ensuring adherence to the Wellness Policy (JHCF) and its Guidelines (JHCF-R) and the ACPS Food Allergy Guidelines by all school staff members. 10. The FLAGS of the United States of America and the Commonwealth of Virginia will be flown daily at all schools. 11. All ACCIDENTS that occur at school are to be reported to the principal immediately. These include accidents involving students and staff members. Accident reports must be completed in a timely manner by the administrator in charge of the incident when the services of medical, police, or fire personnel are required (Attachment D). 12. SERIOUS, EMERGENCY INCIDENTS that occur at schools are to be reported by staff members to the building principal. Incidents of a very serious or life threatening nature should be reported immediately by phone to the Superintendent’s office. Any incident that requires fire, rescue, or po- lice assistance at a school site should be reported by email as stipulated in the Addendum to this Administrative Directive (Attachment D). 13. MOMENT OF SILENCE - Each school day must begin with a moment of silence in accordance with School Board Policy IE. The following statement should be made over the public address sys- tem: “AS WE BEGIN ANOTHER DAY, LET US PAUSE FOR A MOMENT OF SILENCE.” Staff members must be informed of this important activity prior to the first day of school. 14. PLEDGE TO THE UNITED STATES FLAG - § 22.1-202 of the Code of Virginia addresses instruc- tion in the history and principles of flags of the United States and Virginia. Included is the direction that school boards must require the daily recitation of the Pledge of Allegiance in every class- room. (Attachment E: See page 4 of the attached guidelines adopted July 26, 2001.) 15. IN GOD WE TRUST POSTERS - State law requires the posting in all schools of the National Motto “In God We Trust.” Schools were sent a poster to display. Should a replacement be required, schools are to contact Sarah Whelan at 703-619-8328. 16. BILL OF RIGHTS IN PUBLIC SCHOOLS – State law requires the posting in all schools the Bill of Rights of the Constitution of the United States. To facilitate compliance with this requirement, post- ers were provided to all schools by the Curriculum and Instruction Department. Please contact Sa- rah Whelan at 703-619-8328 should your school need a replacement copy of the Bill of Rights 6 | P age poster. FOR ADDITIONAL INFORMATION CONTACT: Dr. Julie Crawford, Chief Student Services Office – 703-619-8034 Attachments 7 | P age Attachment A ACPS HEALTH REQUIREMENTS FOR REGISTRATION • Physical examination (Grades K-5), including a hearing and vision screen, on the state form MCH-213 G within one year of original entry date into school (Grades K-5 only). It is very important for parents to complete Part I – Health Information Form. Copies of the state physical form can be downloaded from VA School Entrance Health Form. The physical examination should be performed by a health care provider licensed in the United States. Any transfer students (Grades K-5) entering an ACPS elementary school must provide either one or the other of the following: records establishing that a physical examination was completed less than 12 months prior to enrolling in another school or a report of a physical examination dated within the last 12 months. This documentation does not have to be on the Virginia State form. (Note: the lead screen, anemia screen, and urinalysis are no longer required components of the physical examination for elementary school students.) • Tuberculosis screening/PPD: Interdermal Mantoux “PPD” test (tine skin test not ac- cepted) or written documentation of a negative tuberculosis risk assessment performed by a health care provider is required for all children entering or reentering Alexandria City Public Schools. The risk assessment or PPD must be done less than one year prior to the date of entry and the PPD must be read by a nurse or doctor 48-72 hours after place- ment. • Immunization records, including: o Diphtheria, Tetanus, and Pertussis (Dtap, DPT, or Tdap) – a minimum of three doses, with one dose given after the 4th birthday. If the child has received six doses of Dtap or DPT before the 4th birthday, additional doses are contraindicat- ed. DT (Diphtheria, Tetanus) is required for children who are medically exempt from the pertussis containing vaccine (Dtap or DTP). Adult Td is required for chil- dren 7 years of age or older who do not meet the minimum requirements for teta- nus and diphtheria. A booster dose of Tdap vaccine is required for all chil- dren entering the 6th grade, and new students entering Grades 7-11 if at least five years have passed since the last dose of tetanus-containing vac- cine. Students not meeting this requirement will not be allowed to enroll. o Haemophilus Influenzae Type b (Hib) Vaccine - This vaccine is required only for children up to 60 months of age (preschoolers). Children between the ages of 15 and 60 months (5 years) are only required to have one dose of vaccine. o Hepatitis B – All children must have 3 doses of the Hepatitis B vaccine. There must be at least 1 month spacing between the 1st and 2nd doses and 4 months spacing between the 1st and 3rd doses. The third dose must be given after the age of 6 months. (There is a 2- dose vaccine [Recombivax HB] approved for ado- lescents ages 11-15 only; the doses for this vaccine must be separated by a min- 8 | P age imum of 4 months.) o Human Papillomavirus Vaccine (HPV) – Effective October 1, 2008, a complete series of 3 doses of HPV vaccine is required for females. The first dose shall be administered before the child enters 6th grade. Parents may elect for their child not to receive the HPV vaccine. o Measles, Mumps, and Rubella (MMR) – All children entering school (K-12) must have at least 2 doses of the measles and mumps vaccines and one dose of the rubella vaccine, with the first dose given on, or after the 1st birthday. Most chil- dren receive 2 doses of each because the vaccine usually administered is the combination MMR vaccine. The 1st and 2nd doses of MMR vaccine must be separated by at least 4 weeks (28 days). o Polio (OPV or IPV) – All children must have at least 4 doses of polio vaccine, with one dose given on or after the 4th birthday. o Varicella (Chickenpox) Vaccine – All susceptible children are required to have a dose of varicella vaccine not earlier than 12 months of age. Effective March 3, 2010, a second dose must be administered prior to entering Kindergarten. The 1st and 2nd doses of Varicella vaccine must be separated by at least 3 months for children under age 13. Evidence of Immunization Evidence acceptable for proof of required immunizations must include the month, day, and year each dosage was administered on forms developed by, or approved by, the State Department of Health. All students for whom dates cannot be provided (month, day, and year) must be referred to the local health department or their private physicians to update their records before entering school. Conditional Enrollment A student may be enrolled for a period of 90 school days contingent upon the student's having received at least one dose of each of the required vaccines and the student's possessing a plan, from a physician or local health department, for completing his or her immunization requirements within the ensuing 90 school days; except that a student who has not yet received a second dose of measles (rubeola) vaccine must receive such second dose pursuant to the State Board of Health minimum immunizations required for school attendance. Exemptions 1. When the parent or guardian has an objection on the grounds that the administration of im- munizing agents conflicts with his or her religious tenets or practices and provides the prin- cipal with a written statement of such objection, unless an emergency or a disease epidemic has been declared by the State Board of Health. (The parent must provide the school with a notarized copy of the Commonwealth of Virginia Certificate of Religious Exemption which 9 | P age can be obtained online by accessing the website for the Virginia Department of Health.) 2. When the parent or guardian presents a statement from a physician that states that the physical condition of the child is such that the administration of one or more of the required immunizing agents would be detrimental to the health of the child. Students who are Homeless If a student is a homeless child or youth as defined in Va. Code § 22.1-3 and does not have doc- umented proof of necessary immunizations or has incomplete immunizations and is not exempted from immunization, the school division will immediately admit such student and will imme- diately refer the student to the Lead Social Worker (Arnecia Moody, [email protected], 703-619-8156), who will assist in obtaining the documentary proof of, or completion of, immunization. Revised 07/15 10 | P age