Administrative Procedure and Board Policy Update

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January - August 2020


Prince George's County Public Schools


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) and Board Policy changes, the Office of General Counsel will provide regular updates via this e-newsletter.  All Administrative Procedures and Board Policies are available on the PGCPS website.

For your information, the following Administrative Procedures and Board Policies have been added or updated in recent months:

  • Board Policy 2952 - Behavior Threat Assessment
  • Board Policy 4185 - Workplace Bullying
  • Board Policy 9340 - Policy Development
  • Various Board Policies and Bylaws - Rescinded

  • AP 2565 - Modification of School Hours Schedules  
  • AP 2565.1 - Employee Attendance During Inclement Weather and Other Emergency Conditions
  • AP 2900 - Management of HIV Infection in the School Setting
  • AP 4154 - Assault Leave
  • AP 4185 - Workplace Bullying
  • AP 5111 - Registration and Withdrawal of Students
  • AP 5113 - Student Attendance, Absence, and Truancy
  • AP 5113.5 - Home Schooling
  • AP 5121.1 - Grading and Reporting for Elementary Schools
  • AP 5121.2 - Grading and Reporting for Middle Schools
  • AP 5121.3 - Grading and Reporting for High Schools
  • AP 5134 - FERPA Directory Information
  • AP 5153 - Guidelines for Live Performance Artist(s)/Disc Jockey(s)
  • AP 6150 - Educational Requirements and Options in Secondary Schools
  • AP 6192 -  Montessori Program Monitoring and Exiting Guidelines 
  • AP 10101 - Student Rights and Responsibilities Handbook 

Board Policy 2952 - Behavior Threat Assessment

PURPOSE:  To establish and maintain a behavior threat assessment process that
provides appropriate measures to identify, assess, and intervene when an individual’s behavior may pose a threat to the safety of the school, students in the school or staff members in the workplace; to protect and support potential victims; and to provide assistance, as needed, to the individual being assessed, including: positive interventions, restorative approaches, supports and provide wraparound services involving school and community resources. 

This policy is designed to comply with the requirements of the model state policy and provisions of the Maryland Safe to Learn Act.

Board Policy 2952 is a new policy.  Additional information regarding the behavior threat assessment process is available under Administrative Procedure 2952

For more information, contact the Department of Student Services.


Board Policy 4185 - Workplace Bullying

PURPOSE:  To establish a framework for preventing, addressing and correcting
workplace bullying with processes to prevent, identify, report, investigate, and
resolve instances of workplace bullying, with corrective actions, as needed.

Board Policy 4185 is a new policy.  Additional information regarding reporting suspected workplace bullying is available under new AP 4185, Workplace Bullying. 

For more information, contact the Human Resources Office.


Bylaw 9340 - Policy Development

PURPOSE:  To provide a uniform format for Board of Education (Board) policies and establishes processes by which policies are developed, implemented, monitored, evaluated, reviewed, and updated.

Changes to Bylaw 9340 include: 

  • New definitions, standards, requirements, timing and approval process for new or modified Board Policies;
  • Annual reporting requirement from the CEO outlining specified information for policy and administrative procedure alignment; and 
  • New process for sharing administrative procedure updates to the Policy & Governance Committee and/or the Board of Education. 

For more information, contact the Board of Education Office.


Various Board Policies - Rescinded

The following Board Policies have been rescinded:

  • Board Policy 2200 - Head Start Shared Governance
  • Board Policy 3600 - Wireless Telecommunications Facilities
  • Board Policy 4136 - Appearance of School Principals at Board Meetings
  • Board Policy 8361 - Tapes of Board of Education Meetings
  • Bylaw 9362 - Construction of Agenda
  • Bylaw 9363 - Notification of Members

 


AP 2565 - Modification of School Hours Schedules  

PURPOSE:  To provide the procedures for delaying the hour for school opening, for
closing schools at an earlier hour than usual, for closing schools for an entire day or
longer, and for providing alternative schools in emergency situations.

Revisions to AP 2565 include:

  • Updated language regarding conditions for modifying school hours and notification procedures for parents and staff; and 
  • New monitoring and compliance section.

For more information, contact the Division of Supporting Services.


AP 2565.1 - Employee Attendance During Inclement Weather and Other Emergency Conditions

PURPOSE:  To provide guidelines and procedures governing employee attendance during inclement weather and other emergency conditions.

Revisions to AP 2565.1 include:

  • Updated language regarding attendance expectations, leave options, compensation etc. for school-based and non-school based employees depending on the closure status of schools, central and area offices; and 
  • New monitoring and compliance section.

For more information, contact the Division of Supporting Services.


AP 2900 - Management of HIV Infection in the School Setting

AP 2900 has been rescinded.  PGCPS provides information and training, such as blood borne pathogens, and treat students with HIV as we do any other student with a chronic health condition.

For more information, contact the Office of School Health.


AP 4154 - Assault Leave

PURPOSE:  To provide information for entitlement to paid leave time for PGCPS employees for physical injury resulting from an assault occurring within the scope of employment.

Revisions to AP 4154 include:

  • Updated language for information and definitions section;

  • New procedures detailing the timelines, reporting requirements and Worker's Compensation and Disability Leave eligibility for an employee who is requesting assault leave; and

  • New monitoring and compliance section.

For more information, contact the Risk Management and Workers’ Compensation
Office.


AP 4185 - Workplace Bullying

PURPOSE:  To establish a framework for preventing, addressing and resolving
instances of workplace bullying, with corrective actions, as needed.

AP 4185 is a new procedure.  For more information, contact the Human Resources Office.


AP 5111 - Registration and Withdrawal of Students

PURPOSE:  To provide the procedures for the registration and withdrawal of all students.

Revisions to AP 5111 include:

  • New section addressing exceptions or waivers that may be granted due to school closures or a parent/guardian's inability to access the school building;

  • Clarification that waivers or exceptions may not be granted for any documentation required by law or Board Policy; and

  • New monitoring and compliance section.

For more information, contact the Pupil Accounting Office.


AP 5113 - Student Attendance, Absence, and Truancy

PURPOSE:  To provide the procedures for the registration and withdrawal of all students.

Revisions to AP 5113 include:

  • Updated definition and procedures for recording student attendance while instruction takes place face-to-face, 100% distance learning, or a hybrid model;

  • Updated definitions and procedures for addressing chronic absences and habitually truancy;

  • Expanded bases for "lawful absences", including the death of extended family members or close non-relatives; health exclusions; absence due to military families; civic engagement; college visits; and technical issues during the 100% distance learning phase; and 

  • Updated monitoring and compliance section

For more information, contact the Department of Student Services.

 


AP 5113.5 - Home Schooling

PURPOSE:  To establish a procedure to be used for determining if a child who is
participating in home schooling is receiving regular, thorough instruction during the school
year in the curriculum subjects usually taught in the public schools to children of the same age.

Revisions to AP 5113.5 includes a new section regarding inclusion in the Junior Reserve Officers’ Training Corps (JROTC) Units for interested students. 

For more information, contact the Home School Office.


AP 5121.1 - Grading and Reporting for Elementary Schools

PURPOSE:  To provide guidance to administrators and teachers in the
implementation of the grading and reporting systems to be used in Prekindergarten, Kindergarten, and Grades 1 through 5 in all elementary schools and centers in PGCPS.

Revisions to AP 5121.1 include:

  • New section addressing distance learning;

  • Updated grading percentages and content syllabi for all content areas;
  • Updated grading categories, including new definitions for independent assignments, class work and assessments, and requirement for grades per week;
  • Updated section on satisfaction of financial obligations;
  • Updated language for PreKindergarten - change to Levels and report cards; 
  • New language regarding appeals for 2019-2020 grade changes; and
  • Updated Monitoring and Compliance language, among others. 

For more information, contact the Chief Academic Officer.


AP 5121.2 - Grading and Reporting for Middle Schools

PURPOSE:  To provide guidance to administrators and teachers in the
implementation of the grading and reporting systems to be used in all middle schools and centers and for all sixth grade students in elementary schools in PGCPS.

Revisions to AP 5121.2 include:

  • New section addressing distance learning;

  • Updated grading percentages and content syllabi for all content areas;
  • Updated grading categories, including new definitions for independent assignments, class work and assessments, and requirement for grades per week;
  • Updated section on satisfaction of financial obligations;
  • New language regarding appeals for 2019-2020 grade changes; and
  • Updated Monitoring and Compliance language, among others. 

For more information, contact the Chief Academic Officer.


AP 5121.3 - Grading and Reporting for High Schools

PURPOSE:  To provide guidance to administrators and teachers in the
implementation of the grading and reporting systems to be used in all high schools and centers in PGCPS.

Revisions to AP 5121.3 include:

  • New section addressing distance learning;

  • Updated grading percentages and content syllabi for all content areas;
  • Updated grading categories, including new definitions for independent assignments, class work and assessments, and requirement for grades per week;
  • Update code: NA from college = W in PGCPS;
  • Updated section on satisfaction of financial obligations;
  • New language regarding appeals for 2019-2020 grade changes; and
  • Updated Monitoring and Compliance language, among others. 

For more information, contact the Chief Academic Officer.


AP 5134 - FERPA Directory Information

PURPOSE:  To outline categories of directory information, which PGCPS may disclose from a student’s record without prior written parental consent; and to describe the requirements for the annual notice regarding parental and student rights under the
Family Educational Rights and Privacy Act (FERPA).

Revisions to AP 5134 include:

  • Removal of a student or parent/guardian's home address as directory information; and

  • Inclusion of a student or parent/guardian's email address as directory information.
     

For more information, contact the Office of Student Records, Transfers and Archival Services.


AP 5153 - Guidelines for Live Performance Artist(s)/Disc Jockey(s)

AP 5153 has been rescinded. School principals will be provided with a contract addendum to include in their contracts with live performance artists and disc jockeys, which contains necessary language previously provided in AP 5153. 

For more information, contact the Office of General Counsel


AP 6150 - Educational Requirements and Options in Secondary Schools

PURPOSE:  To provide guidance and information to administrators and staffs in implementing curriculum and educational procedures and to provide advisement to students and parents in educational decision-making in the public secondary schools of PGCPS.

Revisions to AP 6150 include:

  • New language regarding distance learning and exceptions during the 2020-2021 school year due to COVID-19;

  • Updates to graduation requirements and credit counts;

  • Updated CTE program names, including names for the former Computer Science and Administration of Justice programs;

  • Added web page for updates to required assessments;

  • Updates to information regarding the Summer School and Evening Program; and 

  • New Financial Literacy course requirement for the graduating class of 2024, among others. 

For more information, contact the Division of Academics.


AP 6192 - Montessori Program Monitoring and Exiting Guidelines

PURPOSE:  To identify steps for monitoring and exiting students enrolled in the
Montessori program and who are experiencing difficulty in school.

AP 6192 is a new procedure.  For more information, contact the Division of Academics.


AP 10101 - Student Rights and Responsibilities Handbook 

PURPOSE:  The goals of the Student Rights and Responsibilities Handbook are to --

  • Share policies, procedures and best practices to ensure that students and parents understand and support our goal of academic excellence and a high quality education for all students;
  • Share expectations of respectful and responsible behaviors based on age, developmental level and needs of the student and school community;
  • Share school and community resources for students, parents and families;
  • Identify levels of responses and interventions regarding student behavior; and
  • Provide the student appeals process and procedures.

Revisions to AP 10101 include:

  • Additional categories and descriptions for Lawful Absences for death in the family, health exclusions, civic engagement, college visits, military families and technical issues during distance learning;

  • New section for Student Conduct during distance learning, which highlights inappropriate behaviors, including disrespect, bullying, disruption, indecent exposure, smoking, and profanity;

  • Additional options for staff responses to student discipline issues during distance learning, including disabling camera, disabling microphone, and disabling chatbox to address misbehaviors during Zoom or Google Meet; 
  • Reminders that the system-wide dress code remains in effect during distance learning;
  • Additional language to the "threat" definition in the Glossary; and 
  • Revised language in the Acknowledgement of Review of the Student Rights and Responsibilities Handbook form to reflect inclusion of face to face, 100% distance learning, and hybrid instruction.

    For more information, contact the Department of Student Services.


Office of General Counsel

Sasscer Administration Building, Room 201F

14201 School Lane 

Upper Marlboro, MD 20772

301-780-5917

www.pgcps.org/generalcounsel/