Administrative Procedure Update: August-October 2017

Administrative Procedure Update

August-October 2017


The PGCPS Administrative Directive System is dedicated to assisting school system employees in the effective and consistent performance of their duties.

In an effort to keep employees informed regarding substantive Administrative Procedure (AP) changes, the Office of General Counsel will provide regular updates via this e-newsletter.  All Administrative Procedures are available on the PGCPS website

For your information, the following Administrative Procedures have been updated since the start of the school year:


AP 0116 - Health and Wellness

PURPOSE: Prince George’s County Public Schools is committed to provide a safe and supportive learning environment for all students and procedures to ensure that students receive consistent information and education regarding proper nutrition, increased physical activity, and the benefits of healthy lifestyle choices throughout the school, classroom, and cafeteria.

Revisions to AP 0116 include: 

  • Updates to the health education and nutrition education standards, including: curriculum; physical education; physical activity; nutrition standards; and guidelines for food sold or provided on PGCPS property; 
  • New recommendation for daily recess of at least 30 minutes per day, with a minimum 20 minutes allocated; and 
  • Updates to the roles and responsibilities of the School Health/Wellness Council.

For more information, please contact the Division of Student Services.


AP 0415 - Athletic Programs in Buildings Housing Multiple Schools or Academies

PURPOSE: To provide direction throughout the system regarding high school athletic programs for multiple educational entities (schools, academies, etc.) housed in a common facility or on a single campus.

AP 0415 is a new procedure.  For more information, please contact the Office of Interscholastic Athletics.  


AP 0416 - MRSA Awareness, Prevention and Treatment

PURPOSE: To provide direction throughout the school system regarding the prevention, awareness and treatment of MRSA (Methicillin Resistant Staphylococcus Aureus) for student-athletes, their parents and/or guardians, coaches, custodial staff, administrators and other applicable school personnel.

AP 0416 is a new procedure.  For more information, please contact the Office of Interscholastic Athletics.  


AP 0500 - School Visitors

PURPOSE: To establish procedures governing visitors to Prince George’s County Public Schools (PGCPS). 

Revisions to AP 0500 include: 

  • Updates to the sign-in and sign out requirements at schools;
  • New process for classroom visits relating to observations or evaluations of students with disabilities; and
  • New exceptions for community partnerships and agencies providing specified services to students. 

For more information, please contact the Office of Monitoring, Accountability and Compliance


AP 4156 - Administrative Leave or Temporary Placement of Employees

PURPOSE: To provide procedures regarding the granting of limited alternative placement by the Instructional Director, Department Head, or similar manager and administrative leave or temporary placement of any employee outside of his or her permanent assignment and awaiting administrative action by the Employee and Labor Relations Office.  

Revisions to AP 4156 include: 

  • Clarification of the process to be followed if an employee is accused of misconduct and factors to be considered before temporarily removing an employee from his/her position;
  • New responsibility for instructional staff to continue assisting with lesson planning, entering grades in SchoolMax and/or assisting in an alternate work location, as appropriate, while an investigation is pending; and
  • Clarification of the types of cases that require a Special Investigation by the Department of Security Services.

For more information, please contact the Employee and Labor Relations Office


AP 4215 - Criminal History Records Check

PURPOSE: To provide procedures to ensure that a criminal history background check and child protective service clearance is conducted on any person authorized to have contact with students and prior to the individual having contact with any student(s). Such persons include, but are not limited to employees, contractors, volunteers, interns and mentors.

Revisions to AP 4215 include: 

  • New exception removing the background check requirement for volunteers who are on campus for a one-time event, such as career day, science fair, book fairs, school dances, etc., provided they remain under the supervision of a PGCPS employee while on campus at all times; 
  • Clarification that current PGCPS employees who have undergone a fingerprint background check may volunteer or attend field trips by providing a copy of their work ID in lieu of completing a new background check; and
  • Clarification of background check and training requirements for substitutes and temporary workers; interns; student teachers; coaches, referees and athletic officials; volunteers and contractors.

For more information, please contact the Office of Monitoring, Accountability and Compliance


AP 4216.6 - Volunteer Services

PURPOSE: To establish procedures for the recruitment, screening, orientation, utilization, and recognition of volunteers in PGCPS and to establish the process for annual evaluations of the site-based and system-wide volunteer programs.

Revisions to AP 4216.6 include: 

  • New exception removing the background check requirement for volunteers who are on campus for a one-time event, such as career day, science fair, book fairs, school dances, etc., provided they remain under the supervision of a PGCPS employee while on campus at all times; 
  • Clarification regarding factors that would make an individual ineligible for volunteer activities; and 
  • Updates to the reporting and monitoring responsibilities of school system staff.

For more information, please contact the Office of Monitoring, Accountability and Compliance


AP 4218 - Dating and Sexual Relationships Among Students and Employees, Independent Contractors and Volunteers

PURPOSE: To state a clear prohibition against dating and other inappropriate sexual relationships and interactions between employees, independent contractors, volunteers and students. The procedure provides a framework of the types of conduct that is deemed inappropriate with students; an opportunity for employees, volunteers and contractors to recognize and correct problematic behavior; and consequences for failing to do so.  

Revisions to AP 4218 include: 

  • Focus on prohibited conduct relating to dating and sexual relationships with students.  Language regarding other inappropriate interactions with students has been removed and placed into a new AP 4219 (link below).

For more information, please contact the Office of General Counsel


AP 4219 - Inappropriate Interactions Among Students and Employees, Independent Contractors and Volunteers

PURPOSE: To state a clear prohibition against inappropriate relationships and interactions between employees, independent contractors, volunteers and students. The Procedure provides a framework of the types of conduct that is deemed inappropriate with students; an opportunity for employees, volunteers and contractors to recognize and correct problematic behavior; and consequences for failing to do so.  

While some of the behavior targeted in the AP may seem inadvertent or harmless when done by well-meaning adults, the same behavior has been used at times as a means of “grooming” students for sexual interactions and other illicit forms of abuse. Consequently, any disciplinary action imposed for violation of this procedure will take into account the totality of the circumstances specific to each case.  

AP 4219 is a new procedure.  For more information, please contact the Office of General Counsel


AP 4220 - Escorting and Supervision of Elementary Students on School Property

PURPOSE: To describe the procedures for school staff to follow in supervising elementary school children during the school day on school property.  

The safety and well-being of each student in Prince George’s County Public Schools (PGCPS) requires our collective commitment to strengthen and maintain a culture of safety. Prioritizing the safety of PGCPS students while on school property is a shared responsibility in schools and requires each employee to understand his or her role in keeping students safe.  

AP 4220 is a new procedure. For more information, please contact the Office of the Deputy Superintendent.  


AP 4221 - Employee and Adult Use or Entrance of Student Restrooms

PURPOSE: To establish procedures regarding employee and adult use of or entrance into student restrooms.  

Following the comprehensive recommendations from the Student Safety Task Force, the Board of Education and Chief Executive Officer has committed to updating policies, procedures, training and protocols to enhance student safety in the school system. This procedure implements another of the Task Force’s recommendations by clarifying the prohibition against employee use of student restrooms on PGCPS property.  

AP 4221 is a new procedure.  For more information, please contact the Office of General Counsel.


AP 5080 - Procedures for Students without Funds for Lunch

PURPOSE: To provide options for students without funds for school meals. PGCPS intends to treat all students with dignity and respect and prevent any embarrassment in the lunch line due to lack of funds in student’s meal account, while promoting parental responsibility for meal payments. The procedure outlines steps for school administrators to follow when a student repeatedly comes to school without a lunch from home or funds to purchase a meal.  

AP 5080 is a new procedure. For more information, please contact the Department of Food and Nutrition Services.   


AP 5124 - Student Intervention Team (SIT) and Student Support Team (SST)

PURPOSE: To provide guidelines for the implementation and organization of the Student Intervention Team (SIT) and Student Support Team (SST), as part of a larger multi- tiered system of support designed to identify and assist students who may need support or enrichment for school success.  

Revisions to AP 5124 include: 

  • Updates to the roles of and referrals to the SIT and SST; 
  • Expansion of factors and follow up for the student intervention plan; and 
  • Description of staff responsibilities relating to records management, parental notification, among others.

For more information, please contact the Division of Student Services.


AP 5145 - Reporting Suspected Child Abuse and Neglect

PURPOSE: To notify all employees of Prince George’s County Public Schools (PGCPS) that it is mandatory that they make a direct report when they have reason to suspect: a child has been physically or mentally abused; a child has been sexually abused, whether physical injuries sustained or not; or a child has been neglected, as defined in the AP.

Revisions to AP 5145  include: 

  • Clarification of the definitions for abuse and neglect, to better align with state law; and  
  • New reporting form, which requires additional information from employees regarding the suspected abuse or neglect.

For more information, please contact the Division of Student Services.   


AP 5146 - Procedural Guidelines for Students Disabled Under Section 504 of Rehabilitation Act of 1973

PURPOSE: The purpose of AP 5146 is to: (1) provide guidelines and procedures for the evaluation, identification, and provision of services to students with disabilities under Section 504 of the Rehabilitation Act of 1973, as amended by the Americans with Disabilities Act; and (2) ensure that no eligible student with a disability will, on the basis of that disability, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination in any service, program, event, or activity sponsored by Prince George’s County Public Schools.  

Revisions to AP 5146  include: 

  • Addition of statement to the "Background" section; and  
  • Updated coordinator information.  

For more information, please contact the Office of 504 Services.   


AP 7100 - Capital Improvement Program New Construction

PURPOSE: To establish procedures for planning and construction of new facilities, including additions and renovations to existing facilities. 

Revisions to AP 7100 include: 

  • Updates based on recent changes to Board Policy 7100;
  • Updates to the process to be followed by the Facilities Advisory Committee; and 
  • Updates to the school site standards; education facilities master plan development; and capital improvement program development.

For more information, please contact the Department of Capital Programs.



AP 7430 - Change Orders for Construction Contracts

PURPOSE: To establish procedures for processing construction contract change orders and to assign responsibilities for Administrative approval.

Revisions to AP 7430 include: 

  • Updates based on recent changes to Board Policy 7430
  • Increase of administrative approval over change orders that are up to $250,000; and 
  • Updates to the definitions section and process to be followed for approval of change orders based on the dollar amount.  

For more information, please contact the Department of Capital Programs.


Office of General Counsel

Sasscer Administration Building, Room 201F

14201 School Lane 

Upper Marlboro, MD 20772

301-780-5917

www.pgcps.org/generalcounsel/