Administrative Procedure and Board Policy Update: September 2020

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September 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 were added or updated last month:

  • Administrative Procedure 2952 - Behavior Threat Assessment Process
  • Administrative Procedure 4101 - Request for Reclassification or Upgrade/Downgrade of an Occupied Position
  • Administrative Procedure 4184 - Individualized Assessment Process - Permanent Restrictions
  • Administrative Procedure 5111.11 -  Early Entrance into First Grade
  • Administrative Procedure 5113 -  Student Attendance, Absence, and Truancy
  • Administrative Procedure 5121.1 - Grading and Reporting for Elementary Schools, Early Childhood Through Grade Five


AP 2952 - Behavior Threat Assessment Process

PURPOSE:  To establish a threat assessment process that provides preventive and intervention measures for students, staff, volunteers, contractors and other non-affiliated individuals whose behaviors pose a threat to the safety of the school environment. Addressing the safety and mental health needs of all parties involved in this process is a top priority.  

Changes to AP 2952 include:

  • Reference to new board policy;
  • Updated definitions and procedures, including expansion of information regarding restorative approaches and supports for the individual being assessed, as well as the emphasis on mental health services with limited law enforcement involvement unless there is an imminent threat; 
  • Revised attachments for student threat assessment and response form, and student interview questions; and 
  • New Behavior Threat Assessment Process Flow Chart (Attachment F).

For more information, contact the Department of Student Services.


AP 4101 - Request for Reclassification or Upgrade/Downgrade of an Occupied Position

PURPOSE:  To document the procedures for approval of a reclassification and/or
upgrade/downgrade of an existing authorized occupied position after the beginning
of the fiscal year’s approved budget has been adopted. 

Changes to AP 4101 include:

  • Revised timeline for submitting requests for reclassification, or upgrade/downgrade for an occupied position;
  • New exception for reclassification requests submitted to correct a systemic error, inequity or negotiated labor agreement requirement; 
  • Updated procedures for review of requests by the Compensation and Classification Office and final approval by the Chief of Human Resources and Chief Financial Officer; and 
  • New monitoring and compliance language.

For more information, contact the Human Resources Office.


AP 4184 - Individualized Assessment Process - Permanent Restrictions

PURPOSE:  To describe the process that the Employee and Labor
Relations Office (ELRO) within the Division of Human Resources will use to provide
options for eligible employees with permanent restrictions who are unable to safely
and effectively perform the essential functions of their position with or without
accommodations.

Changes to AP 4184 include: 

  • New title;
  • Updated definitions;
  • New procedures describing the steps of the individualized assessment process, including (1) notification to supervisors/managers; (2) referral, as needed, to the Equity Assurance Office or Workers Compensation Office for accommodations; (3) review with the Human Resources Operations and Staffing Office of available positions that may match the employee's qualifications and credentials; and (4) review of additional options with the Benefits, Retirement and Payroll offices;
  • New FAQ section; and
  • Revised monitoring and compliance language.

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


AP 5111.11 -  Early Entrance into First Grade

PURPOSE:  To provide a standardized procedure for a student’s early entrance into first
grade.

Changes to AP 5111.11 include: 

  • Reference to Board Policy;
  • New procedures language addressing alternative virtual assessments during full distance learning; and 
  • New monitoring and compliance language.

For more information, contact the Division of Curriculum and Instruction.


AP 5113 - Student Attendance, Absence, and Truancy

PURPOSE:  To establish procedures for recording and excusing absences and to
indicate steps to prevent truancy.

Revisions to AP 5113 include:

  • Updated definition for lawful absences, which removes the limitation for absences due to technical issues during distance learning;

  • Updated language requiring written notification to the teacher if a student is absent during distance learning;

  • Revised language for elementary school teachers taking attendance at the beginning of the day;

  • New language addressing attendance for students in evening programs; and

  • Updated attendance codes.

For more information, contact the Department of Student Services.

 



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.

AP 5121.1 was revised on page 8 to address a default grade of NG (No Grade) for reading level, social skills and work habits during distance learning.  Grading factors are not included for these categories and will not be included in the student’s GPA nor be considered for Honor Roll.

For more information, contact the Chief Academic Officer.


Office of General Counsel

Sasscer Administration Building, Room 201F

14201 School Lane 

Upper Marlboro, MD 20772

301-780-5917

www.pgcps.org/generalcounsel/