ADMINISTRATIVE BULLETIN

ADMINISTRATIVE BULLETIN No. 3 Distribution: General (Administrative and Supervisory Staffs) SYRACUSE CITY SCHOOL DISTRICT 725 Harrison Street Syracuse, NY 13210 The Syracuse City School District hereby advises students, parents, employees and the general public that it is committed to providing equal access to all categories of employment, programs and educational opportunities, including career and technical education opportunities, regardless of actual or perceived race, color, national origin, Native American ancestry/ethnicity, creed or religion, marital status, sex, sexual orientation, age, gender identity or expression, disability or any other legally protected category under federal, state or local law. -discrimination policies should be directed to: Executive Director of Student Support Services, Civil Rights Compliance Officer/ Syracuse City School District/ 725 Harrison Street/ Syracuse, NY 13210/ (315) 435-4131/ Email: CivilRightsCompliance@scsd.us 1. POSTING AND DISTRIBUTION OF ADMINISTRATIVE BULLETINS It is important that all administrative bulletins (weekly and special) be posted and distributed so that all appropriate staff members (i.e., teachers, counselors, clerical, custodial, food service, and other personnel) may be informed about matters important to them and the Syracuse City School District. Building administrators are responsible for insuring that arrangements are made for such posting and distribution in their buildings. 2. CRITERIA FOR WEEKLY ADMINISTRATIVE BULLETIN NOTICES The deadline for submission of items to appear in the weekly administrative bulletin is 12 noon on Monday of each week. Again, during the 2017-18 school year, no item will be published in the weekly administrative bulletin that does not meet the requirement of apprising the District staff of key events scheduled for the future. 3. NOTICES CONTAINED IN THIS ADMINISTRATIVE BULLETIN For your reference, the following are captions of the notices that make up this bulletin (in the order in which they appear): Clerical Office Hours page 2 Pupil Transportation page 2 Immunization Requirements for Pupil Admission pages 2-5 Vision, Scoliosis, Hearing Screenings of Pupils page 5 Cardiac Automated External Defibrillator page 5 Physical Examinations for Pupils page 5 Athletic Participation Examinations page 6 School Food Service Program page 6 Medical Emergency Readiness page 6 Posting of No Trespassing Signs page 7 Posting of Required Safety Signs page 7 Fire and Bomb Threat Emergency Procedures pages 7 and 8 Possession of Dangerous Weapons/Objects pages 9 and 10 STA Meetings page 11 Fire Drills page 11 School Bus Safety Drills page 11 Reporting of Extra Classroom Activity Funds page 12 Scheduling of School Functions page 12 Parental Emergency Card/News Media Permission Slips page 12 Operation of Plant and Maintenance Information page 12

2 4. CLERICAL OFFICE HOURS Effective Tuesday, September thth, all offices listed below must be open no later than 7:30 a.m. and close no earlier than 5:00 p.m. Supervisors and Chief Officers will work with the clerical staff in their department(s) to accommodate these hours. Central Office will be open to the public from 8:00 a.m. to 4:30 p.m. Central Offices Print Shop Purchasing Department Student Registration Center Switchboard and Mailroom Transportation Department Staff in offices where there is more than one person are reminded that lunch periods are to be arranged so that one person is on duty at all times. This is an important consideration in terms of serving the public. Exceptions to the work hours will be made only with permission from the Chief Officer. Requests for an exception must be made in writing to the Chief Officer with permission first from the supervisor of your department. 5. PUPIL TRANSPORTATION Transportation will be provided, effective Wednesday, September 6, 2017, to all Syracuse City resident pupils to and from the public and non-public schools in which they are enrolled, at no cost to their parents in accordance with the following mileage requirements: Kindergarten through Grade 12: more than one and one-half miles Pupils with handicapping conditions whose IEP requires transportation: irrespective of distance from home to school. For information concerning pupil transportation, contact the Transportation Office as follows: X 4260 (General Information/Administrative) X 4187 (Athletics, Field Trips, and Charters) 6. IMMUNIZATION REQUIREMENTS FOR PUPIL ADMISSION Under Section 2164 of the New York State Public Health Law, all children attending school, must be immunized against diphtheria, tetanus, pertussis, polio, measles, mumps, rubella, hepatitis B, and varicella. In addition, all children attending Pre-K must be immunized against Haemophilus Influenzae B and Pneumococcal disease. (contd.)

3 6. IMMUNIZATION REQUIREMENTS FOR PUPIL ADMISSION - (contd.) A. Minimum immunization requirements for school entrance and attendance in New York State as mandated by law (doses will vary by age and grade, please confer with your school nurse for exact number of doses needed) DIPHTHERIA: DTP, DT, Td or Dtap Tdap POLIO: OPV or IPV MEASLES MUMPS RUBELLA HEPATITIS B VARICELLA MENINGITIS 3-5 doses 1 dose for students enrolling in grades 6 through 12. (Students who received a dose of Tdap at 7 years of age or older, the booster dose is not needed) 3-4 doses or serologic evidence of all 3 serotypes 1-2 doses live measles vaccine (the first dose being on or after the 1 st birthday), or serologic evidence of immunity) 1-2 doses of live mumps vaccine on or after 1 st birthday, or serologic evidence of immunity 1-2 doses live rubella vaccine on or after 1 st birthday or serologic evidence of immunity, or documentation of provider s diagnosis of rubella disease 3 doses (2 doses of adult series acceptable for students ages 11-15) or serologic evidence of immunity 2 doses K,1,2,3,6,7,8,9; one dose for all others. Provider diagnosis acceptable 1 dose Gr 7 & 8; Gr 12-2 doses or 1 dose if first dose received age 16 yr/ or older In addition, pre-kindergarten children need the following: HAEMOPHILUS 1 to 4 doses depending on age when series started INFLUENZAE b (Hib) PNEUMOCOCCAL CONJUGATE VACCINE (PCV) 1 to 4 doses depending on age when series started B. Identification of Immunization Status for School Entry A review of the student's health history and immunization certificates or other proof of compliance is needed at the time of registration of all students, including new entrants, transfers, preschool, and kindergarten children. This immunization data should then be transmitted from the Central Registration Center to appropriate school health staff members. Following registration, identify all children who: 1) meet at least the legal immunization requirements for school attendance; 2) are in need of immunizations to meet requirements for compliance; and/or 3) are exempt for medical or religious reasons. (contd.)

4 6. IMMUNIZATION REQUIREMENTS FOR PUPIL ADMISSION (contd.) C. Referral of Students Who Are in Need of Immunizations for Compliance The school should advise the parent(s) or guardian(s) verbally and in writing of: 1) any immunizations required to attend school; 2) required certificates/medical records of proof of immunization; 3) available resources for obtaining immunization; 4) a deadline date for obtaining appropriate certificates. Students entering school from within New York State with incomplete immunizations may attend school for no more than 14 calendar days if they can present proof of an appointment to receive the remaining shots. Students entering from out of state or out of country with incomplete immunizations may attend school for no more than 30 calendar days if they can present proof of an appointment to receive the required shots. Students who are partially immunized but in process for obtaining the remainder of the required immunizations shall be admitted to school. A parent/guardian must provide the date(s) of appointments with a specified health care provider or facility for completion of the required immunizations. The school should maintain supervision until all immunization requirements have been met. D. Exemption to NYS Immunization Requirements: NYS allows for two exemptions to the immunization requirement for school entry/attendance: 1) A Medical Exemption request must be completed annually and approved by the District s Medical Director; and 2) A request for a Religious Exemption must be approved by the school principal. Documentation must include the parent/guardian s sincere religious beliefs that preclude their child from obtaining immunizations. Once approved, the exemption is current for the duration the student is enrolled. E. Exclusion of Students Not in Compliance The principal or any other person in charge of any school is required by law to refuse to admit a child to school without acceptable proof of the required immunizations. F. Record Keeping Schools must maintain an immunization record for each student as part of the cumulative health record. The school nurse must maintain a complete and current list of susceptible students who are at risk in the event of an outbreak of a vaccine preventable disease. This list must include all students who have a current medical exemption or have been granted a religious exemption to immunization(s), students who are in process, and those are awaiting serological testing. The list must be updated each time a student enrolls or a student s immunization status changes. (contd.)

5 G. Transfer of Immunization Records For students transferring out of a district or going on to postsecondary institutions in New York State: 1. Upon request, SCSD will provide the parent, guardian or student with an immunization transfer record which shows current status and is signed by either school nurse or the Medical Director; and 2. Send the original (keep a photocopy) of the immunization portion of the cumulative health record (CHR) to the new educational institution, promptly. 7. VISION, SCOLIOSIS, HEARING SCREENINGS OF PUPILS The following mandate is called to your attention: Education Law, Article 19, Section 905, and the Regulations of the Commissioner of Education, require schools to provide vision, scoliosis and hearing screenings of students. All new entrants and students in grades Pre-K or K, 1, 2, 3, 5, 7, and 10 will have a vision screening. Hearing tests shall be done for new entrants, and students in grades Pre-K or K, 1, 3, 5, 7, 10, and any time deemed necessary by the medical personnel, administrator, or teacher. Students who have had a prior hearing loss during the previous school year will be re-tested. Scoliosis screenings are performed by the nurse and the physical education teacher for students in fifth through ninth grade. Every student who initially enters school, and thereafter begins kindergarten, the second, fourth, seventh, and tenth grades is required to present a health certificate signed by a licensed provider authorized to practice medicine. A dental health certificate is requested at school entry and for students in grades Pre-K or K, 2, 4, 7, and 10. 8. CARDIAC AUTOMATED EXTERNAL DEFIBRILLATOR Schools shall provide and maintain on-site, in each instructional school facility, automated external defibrillator (AED) equipment (Education Law, Article 19, Sec. 917). Used for school approved curricular or extracurricular events or activities and whenever a school-sponsored athletic contest is held at any location, administrators responsible for such school facility or athletic contest shall ensure the presence of at least one staff person who is trained in the operation and use of an AED. Where a school-sponsored competitive athletic event is held at a site other than a public school facility, the public school officials shall assure that automated external defibrillator equipment is provided on-site. These individuals designated to render emergency medical or first aid treatment using an AED will be protected by the Good Samaritan Law (only if they do not receive compensation for being an emergency responder). 9. PHYSICAL EXAMINATIONS FOR PUPILS The New York State Education Law mandates the following physical examinations for pupils: 1. All pupils attending Pre-K or Kindergarten and grades 2, 4, 7, and 10. 2. All new entrants to the school district (entrants from city parochial or private schools, or schools outside the city district). 3. Upon request of other school personnel.

6 10. ATHLETIC PARTICIPATION EXAMINATIONS Students participating in interscholastic sports programs are required to have a physical examination each year and to fill out a sports participation questionnaire prior to engaging in each sport. Coaches in these programs must provide the school nurse with the candidates names at least two weeks in advance of the date of the first practice. 11. SCHOOL FOOD AND NUTRITION SERVICES Breakfast and lunch will be served in all district schools beginning on Wednesday, September 6, 2018. Food and Nutrition Services provide breakfasts and lunches daily free of charge regardless of income. In addition, we also provide supper program in select SCSD schools for students participating in after school programs, snack and the Fresh Fruit and Vegetable Program (FFVP) in elementary schools. Monthly calendars of all meals and snacks (breakfast, lunch, supper, snack, FFVP) are available in school and online at www.syracusecityschools.com. School lunch applications are mailed home to each student to determine continued eligibility to receive free breakfast and lunch at no charge and are necessary for other student incentives through the District. All students in the district are required to complete a school lunch application. The applications should be completed and returned either to the child s school or by U.S. mail using the green envelopes provided. Please contact Rachel A. Murphy, RD, CDN, Director of Food and Nutrition Services; X 4207 with any questions. 12. MEDICAL EMERGENCY READINESS When medical emergencies occur on school property, the School District s Emergency Medical Procedure will be followed. The nurse s whereabouts should be known at all times by the office personnel of the school(s). When the nurse is not available, an alternate may be summoned if it is more expedient. Medical emergency procedure charts must be displayed prominently in each building for ready reference. The following are some suggestions for areas in which to display: main office, teacher s lounge, and department offices. Please feel free to post the school s emergency procedure in other areas as you see fit. Inasmuch as a nurse may not always be present in each school and because auxiliary buildings such as Central Office and the School Service Center among others do not have a nurse assigned, it is necessary to establish alternate procedures; therefore, each building is to have someone designated by the principal or building administrator who can respond to emergencies in the absence of health service staff. In large buildings, it may be necessary to designate more than one individual. The selected person(s) must possess a current CPR certificate and be trained in the use of an AED. The names of the individuals selected must be submitted to the Director of Health Services each September, and any change of assignment during the school year must be reported to that office (X4145). If, in the judgment of the responsible person on the scene, an ambulance is needed, the call to 911 should be made immediately without delay. Subsequently, the Superintendent s Office and Health Services should also be notified.

7 13. POSTING OF NO TRESPASSING SIGNS Each entrance to a Syracuse City School District building should have a sign notifying visitors that they will be prosecuted as trespassers if they remain in the building without reporting immediately to the main office. Administrators of buildings in need of additional signs should request them from the Department of Public Safety (X4527). 14. POSTING OF REQUIRED SAFETY SIGNS Every public school is required to have specific safety signage posted. The building administrator is responsible to see that these are in place prior to student occupancy. If any of the following are missing, notify Facilities Management (X4292). Fire Safety Individual room exit direction No smoking signs Capacity in each area of public assembly Certificate of Occupancy 15. FIRE AND BOMB THREAT EMERGENCY PROCEDURES Fire Alarm Procedures FIRE ALARMS ARE NOT CONNECTED TO THE FIRE DEPARTMENT. You must call the Fire Department directly by dialing 9-911. A. Upon alarm activation: 1. Evacuate building of all occupants. 2. Notify Syracuse Fire Department (9-911). 3. Notify the following offices: Superintendent (X5800 or X4161) Facilities Management (X4292 or X4658); and Department of Public Safety (X4444) B. Known false alarm: 1. Follow alarm activation procedures above. 2. Notify the Fire Department (9-911) that it is a false alarm via phone. (This is a Fire Department request so that they can cancel a full response.) The local station will still arrive to clear the scene and to make a report. C. Re-entry to building: 1. Re-entry to the building may not begin until the Fire Department makes a determination of safety and returns the building back to the principal. 2. Reset the fire alarm system only after arrival and authorization of the fire department. 3. Report status to the following offices: Superintendent s Office (X5800 or X4161) Facilities Management (X4292 or X4658) Department of Public Safety (X4444) (contd.)

8 15. FIRE AND BOMB THREAT EMERGENCY PROCEDURES (contd.) D. Cleanup and damage: 1. Report all damages to: Superintendent s Office (X5800 or X4161); Facilities Management (X4292 or X4658); Department of Public Safety (X4444) 2. Report cleanup and repair needs to School Service Center (X4245 or X4248). Bomb Threat Procedures Legislation has made it a Class E felony for anyone issuing a false bomb threat directed toward a school in New York State. A. Upon receipt of a telephoned bomb threat On voice over IP phones (newer): 1. Get as much information as possible by using the DPS Bomb Thread card (Should be printed on orange paper) and while call is in progress press the last soft key on the right under the display labeled MORE. Then press the soft key under the display labeled MCID (Malicious Call ID). This will save the record of the call and automatically send the Office of Shared Accountability an email with the information. 2. Hang up and do not use the line. 3. Call 9-911. 4. Call the following: Superintendent s Office (X5800 or X4161) Facilities Management (X4292 or X4658) Department of Public Safety (X4444) B. Evacuation of building(s): 1. The Motorola minitor pager must be taken with you when evacuating the building for any bomb threat. When you return back into the building, the pager must be immediately returned to its base. 2. Decision as to evacuation rests with the principal, based on information obtained, the situation in the particular school, and past performance. If evacuation is decided upon, fire alarm procedures should be followed and occupants should be taken at least 1,000 feet from the school/building. 3. School personnel have the paramount duty to evacuate the building(s) (Education Law: Section 807). 4. School emergency plans should address procedures for prolonged outdoor exposure, if a go home plan is not feasible. C. Bomb threats in a school district (without indicating specific location County-wide, City-wide, etc.) 1. The Facilities Management Department will make an all-call announcement over the minitor indicating a bomb threat has been received and will give instructions to evacuate the building, if the bomb threat call is made to 911. If the threat is called in to a specific school for a County-wide or City-wide, etc. bomb threat, the Superintendent s Office must be notified immediately (X5800 or 4161), the Facilities Management Department must be notified (X4292 or X4658) and Department of Public Safety (X4444) to initiate the all-call on the minitor, as indicated above. 2. Occupants are to proceed to the designated safe evacuation assembly area. 3. The school emergency management plan for bomb threats should establish a process for determining who will be responsible for performing a thorough search of the school building. 4. Upon re-entry to the building, the Department of Public Safety should be notified that your building has been thoroughly searched (X4444). 5. If a suspect object should be found, only law enforcement officials are authorized to handle the object, once located.

9 16. POSSESSION OF DANGEROUS WEAPONS/OBJECTS Strict adherence to the following regulation for student behavior is required to ensure the safety of students and faculty: No student shall be allowed to have in his/her possession any (legally defined) dangerous weapon, firearm (see definition), or any object which could be used to inflict bodily injury to another person while on school grounds, on district transportation, or attending a school activity. A. Weapons/Objects If a student violates this rule, the following procedures should be initiated: 1. The dangerous weapon/object shall be confiscated to the extent that this can be accomplished safely, all facts documented, and the incident reported to the building administrator. 2. The Syracuse Police Department shall be notified pursuant to the protocols for police notification contained in the Code of Conduct, Character and Support. 3. After reviewing the facts surrounding the incident, the building administrator shall contact the Superintendent s designee for student behavior to schedule a hearing for the student. 4. The student shall be suspended and apprised of the forthcoming disciplinary action. (A copy of the suspension letter should be sent to the superintendent s designee.) 5. The building administrator shall notify the student s parent(s) or legal guardian(s) by telephone and written notice prior to the start of the suspension that the student has been suspended (state the offense) and is subject to a hearing. B. Weapons Guidelines Weapon means a firearm as defined in 18 USC 921 for purposes of the Gun-Free Schools Act. It also means any other gun, BB gun, pistol, revolver, shotgun, rifle, machine gun, disguised gun, dagger, dirk, razor, stiletto, switchblade knife, gravity knife, brass knuckles, slingshot, metal knuckle knife, box cutter, cane sword, electronic dart gun, sandbag or sandclub, loaded or blank cartridges, Kung Fu star, electronic stun gun, pepper spray or other noxious spray, explosive or incendiary bomb, or other device, instrument, material or substance that can cause physical injury or death. C. All Students in Grade 6 through Grade 12 Students violating these weapons guidelines will be subject to the procedures listed above. In addition, the following procedures will apply: 1. Notification to the appropriate enforcement agency will be required for students in possession of weapons in violation of local, state and federal laws. 2. Based on a disciplinary hearing, any student found guilty of possession of rifle, pistol, revolver or any item classified as a firearm will be excluded from attending a Syracuse City School District s regular program for a minimum period of one calendar year. 3. Based on a disciplinary hearing, any student found guilty of possessing a weapon other than a rifle, pistol, revolver or firearm may be excluded from attending a Syracuse City School District s regular program for a period of up to one year. Students excluded who are under the compulsory attendance age will be required to attend the District s Alternative Program for Weapons Expulsion unless deemed to be inappropriate because of safety issues. (contd.)

10 16. POSSESSION OF DANGEROUS WEAPONS/OBJECTS-(contd.) 4. Exceptions to the application of these guidelines may apply in the incidents below: a) A student who at the beginning of his/her academic day voluntarily surrenders an item defined as a weapon. This determination will be made by the principal in consultation with the superintendent s designee for student behavior. b) Special Education students and Section 504 students are expected to follow these guidelines as outlined above. A nexus determination will be made by the appropriate committee. If the committee finds a connection between the possession/use of the weapon/dangerous object, the placement of the student will be made by the committee. D. Students in Grades K - 5 / Dangerous Weapon/Objects Suspension will continue to be appropriate for this type of violation of the Code of Conduct, Character and Support. This type of suspension will be determined by the specific facts, i.e. age and severity of the incident. The determination for an in-school or out-of-school suspension will be made by the building principal after reviewing the facts surrounding the incident. Consultation with the superintendent s designee for student behavior is required. A principal may request an informal hearing for students on the primary level depending on the circumstances of the incident. If the student is referred for a formal hearing, the determination of appropriate educational placement will be made at the formal hearing following the suspension. Exceptions to the application of these guidelines may apply to students in grades K-5 in the incidents below: 1. A student who at the beginning of his/her academic day voluntarily surrenders an item defined as a weapon. This determination will be made by the principal with consultation with the Superintendent s designee for student behavior. 2. Special Education students and Section 504 students are expected to follow these guidelines as outlined above. A nexus determination will be made by the appropriate committee. If the committee finds a connection between the possession/use of the weapon/dangerous object, the placement of the student will be made by the committee based in full review of current Individual Education Plan (IEP). E. Confiscated Weapons Weapons confiscated under these guidelines shall not be returned.

11 17. STA MEETINGS Members of the District staff who have the responsibility for scheduling meetings are asked to note the dates for the STA Executive Board and Representative Assembly meetings during the 2017-2018 school year. Also included are the meeting dates for Units 7 and 8. Please avoid calling meetings that would be in conflict for the personnel involved. STA Executive Board (3:45 p.m.) September 11 February 5 October 2 March 5 November 6 April 2 December 4 May 7 January 8 June 4 STA Representative Assembly (5:00 p.m.) September 20 February 28 October 18 March 21 November 15 April 18 December 20 May 16 January 17 June 20 STA Unit 7 meetings (2:30 p.m.) STA Unit 8 meetings (5:00 p.m.) Executive Board General Membership Executive Board General Membership September 5 October 3 November 7 December 5 January 2 February 6 March 6 April 3 May 1 June 5 September 12 October 10 November 14 December 12 January 9 February 13 March 13 April 10 May 8 June 12 October 5 December 7 March 1 May 3 STA Unit 10 meetings (4:30 p.m.) General Membership October 17 January 16 March 20 October 19 December 21 March 15 May 17 18. FIRE DRILLS The State Education Law requires that each school hold a total of twelve (12) drills during each school year. In the fall between September 1 and December 30, you are to conduct eight (8) fire and emergency drills. The eight (8) drills are comprised of six (6) fire drills and two (2) emergency drills. The six (6) fire drills shall include one (1) standard evacuation, one (1) early dismissal, one (1) during lunch/assembly and three (3) blocked exit drills. The two (2) emergency drills shall incorporate lock-down procedures requiring occupants to stay in place. Please submit your completed Fire Drill Report to the Facilities Department and Department of Public Safety by December 30, 2016. The remaining four (4) drills will be conducted in the spring. 19. SCHOOL BUS SAFETY DRILLS The State Education Law stipulates that all students must participate in three emergency bus drills (drill for non-riders may be done in the classroom; drill for riders must be done on a bus): one during the first seven days of school, one between November 1 and December 30, and the third between March 1 and April 30. Principals are responsible for assuring that the drills are conducted. Questions related to bus drills should be directed to the Transportation Center (X4260).

12 20. REPORTING OF EXTRA CLASSROOM ACTIVITY FUNDS The principal of each school will be required to file Year-to-Date Financial Statements on Extra Classroom Activity Funds according to the following schedule for the 2017-18 school year: Period of Activity Deadline for Filing Statements 7/1/17 9/30/17 10/31/17 10/1/17 12/31/17 1/31/18 1/1/18 3/31/18 4/30/18 4/1/18 6/30/18 7/31/18 Each principal should work closely with the building treasurer to ensure the accuracy and timeliness of these year-to-date statements. 21. SCHEDULING OF SCHOOL FUNCTIONS Building administrators are reminded that school functions should not be scheduled on the evenings when the regular Board of Education meetings are to be held. By avoiding such conflicts, parents and other members of the school community will not be put in the position of having to make choices. 22. PARENTAL EMERGENCY CARD/NEWS MEDIA PERMISSION SLIPS Please be sure that a signed student information/emergency card is on file for every child. 23. OPERATION OF PLANT AND MAINTENANCE INFORMATION Please contact the appropriate office as listed below to obtain operation of plant and maintenance information: X 4292 Administrative/Capital Projects X 4248 Maintenance or Custodial Needs JAIME ALICEA Superintendent of Schools