Baltimore County Public Schools Summer School /
Clerical’s Guide /
Summer 2014 /
5/28/2014 /

Table of Contents

Purpose...... 2

Program Descriptions...... 3

Staffing...... 5

Prior to the Start of Summer School

Timeline...... 7

Paperwork...... 8

Transportation...... 9

Final preparation forday one...... 10

During Summer School

Paperwork...... 13

Payroll...... 14

Transportation/Health...... 15

Parent Commmunication...... 16

appendIX

Attachment A: BCPS Summer School First Day Folder

Attachment B: BCPS Summer School Resource and Contacts

Attachment C: BCPS Emergency & Safety Plan/Emergency Response

Attachment D: BCPS Summer SchoolPayroll Calendar

Attachment E: BCPS Summer School Health Program

PURPOSE

The purpose of this working document is to:

  • Provide an overview of the Baltimore County Public Schools (BCPS) Secondary Summer SchoolSite Administratorand Clerical responsibilities and duties; and
  • Identify resources that site administrators and Clericals can utilize to successfully implement the Secondary Summer School program.

The development of the BCPS Secondary Summer SchoolSite ClericalGuide is to provide overview for the clericals regarding the tasks before, during, and after the summer school program.

Acknowledgements

Appreciation is expressed to all Baltimore County Public School personnel who were involved in the development of the guide.

Special Thanks to

Michael Etzel Evening High School Principal

Linda Hursey Administrative Secretary III

Jessica Lopez Resource Teacher

Michele Murphy Specialist

Robert Pettebone Alternative Education Consultant

2

SUMMER SCHOOL PROGRAM DESCRIPTIONS

Extended School Year (ESY) Services

Extended School Year services may be offered to special education students. IEP teams determine the need for ESY services as part of the annual review process for special education students. Students meeting the necessary criteria will receive appropriate services as dictated by the IEP. Classes and related services will be provided at the centralized summer school sites and home schools for students requiring this additional support.

Site-Based Programs

Site-based summer school programs are designed by home schools and/or curriculum offices in a variety of subject areas to target specific needs of the student population. Programs offered by home schools must receive approval from the appropriate curriculum office(s) and assistant superintendent(s). Funding for these programs must be secured by the home school or curriculum office. An online application is available at

Centralized Programs

Centralized Summer School programs have been designed to address the needs of specifically targeted student populations. The programs are offered at five middle and five high schools. All students must be recommended by the home school principal or principal designee.

The elementary and middle school programs for students in Grades 5–8 focus on essential reading and mathematics skills. Middle schools offer ESOL services (Grades 5–12), as well asamiddle school promotion course.

Elementary and middle school programs are open to students by invitation from the home school and the application must be signed by the principal or designee. Students enrolling in enrichment classes have scored at the Basic Level on MSAReading and Mathematics and /or be recommended by the home school. Promotion courses are offered at the middle school level and are appropriate for students who earned a failing grade in either Reading, Mathematics, or both.

These programs are in session July 7-August 1, 2014, (20 days total) for 3 hours each day. The middle school summer school student hours are 9 a.m. – 12 p.m. This provides students with 60 hours of instruction. For additional information, refer to the BCPS MiddleSchool Summer School flyer.

The ESY programs are in session July 7-August 1, 2014, (20 days total)for 3 hours each day. The middle school summer school student hours are 8:30-11:30 a.m. This provides students with 60 hours of instruction.

At the high school level, courses are offered for credit recovery only, with priority given to students in Grades 11 and 12. Scheduling of HSA administrationis determined by the Department of Research, Accountability, and Assessment.

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High school credit recovery programs are in session July 7-August 1, 2014(20 days total) for 4 hours each day. The high school summer school student hours are 7:45 – 11:45 a.m. Students

taking a face-to-face course (Algebra 1, English 9, and English 10) will attend summer school for all 20 days. The blended learning credit recovery courses are self-paced. Once a student successfully completes the course with a passing grade, summer school attendance is no longer required. For additional information, refer to the BCPS High School Summer School flyer.

Summer Graduation

Students, who complete high school graduation requirements during the summer, will receive their diplomas on Saturday, August 16, 2014. A ceremony and reception for these students, their parents, guardians, and invited guests will be held. The graduation ceremony will be held at Loch Raven High School on August 16, 2014 at 10:00 a.m.

4

Summer School Staffing

Summer school positions are determined by the Office of Alternative Education based on previous school year enrollment. Site administrators and appropriate offices review candidates from a preapproved ranked list of applicants and interview them to determine qualifications and interest in specific positions. If a candidate meets the needs of and is interested in the position, the administrator makes a recommendation to the Office of Temporary Services for employment. The Office of Temporary Services hires teachers and support staff through a contractual process. Tenured, highly qualified teachers and support staff having experience with specific programs are given priority in being considered for all centralized positions. If a classroom or support position contract is canceled due to insufficient enrollment, the staff member will be given priority consideration for new positions in which he/she is highly qualified.

All teachers and select support staff are required to attend paid professional development programs as a condition of employment as stated in the summer school application and contract.

All clericals hired for the summer school program are required to attend a paid professional development to review attendance and payroll proceduresas a condition of employment as stated in the summer school application and contract.

5

Prior to The Start of

Summer School

6

Summer School 2014 Administrator Timeline

March, 2014First summer school administrator professional development

  • Overview of procedures and guidelines
  • Overview Summer School hiring

April 1 to June 17Mail in registration

  • Middle School centralized summer school
  • High School centralized summer school

By April 25 Site visit completed

By May 9Hiring completed

June 3 and June 5Summer school clericalprofessional development

June 10, 11, 12Second summer school administrator professional development

  • Training for opening procedures
  • Review of July implementation expectations
  • Overview of student database for summer school - STARS/SILK

June 19Summer school teacher professional development

  • Middle School, Loch Raven High School, 8:30 a.m. – 3:30 p.m.
  • High School, Loch Raven High School, 8:30 a.m. – 3:30 p.m.
  • ESY, Parkville High School, 8:30 a.m. – 3:30 p.m.

June 19 and June 26Middle and high school face-to-face lateregistration

  • Randallstown High School
  • 8 a.m. to 12 p.m. and 1 to 6 p.m.

June 20 and June 25Middle and high school face-to-face lateregistration

  • Eastern Tech High School
  • 8 a.m. to 12 p.m. and 1 to 6 p.m.

June 20STC/HSA professional development

  • Pulaski Park, Suite 219, 9 – 11 a.m.

June 27 Teacher set up day

  • 9 –11 a.m.

July 7Summer school begins

Week of July 28Administration of summer school HSA

August 1Last day of summer school

7

PAPERWORK

Completing and maintaining paperwork is a large portion of the responsibilities associated with being a Summer SchoolSite Administrator/Clerical. Site Administrators/Clericals can create a folder on the S:/Drive and store all files related to summer school in this location. This also allows for easy copying and/or sharing of related files year to year.

Folder Contents

Site administrators/clericals will keep copies of:

  • Opening Day Letter
  • Student Health, Transportation, and Parent/Guardian Contact Information
  • New Student Health History (Non BCPS)
  • Summer School Contracts
  • Weekly monitoring forms
  • Any other document that is created that may be reusable

Student Assignments

Each site administrator/clerical will consult the STARS Data Base to construct a list of students who are in the summer schoolprogram. This list should be shared with the appropriate staff members to determine the final list of enrolled students and their assignment to BCPS summer school classes.

Site administrators/clerical will prepare BCPS summer school paperwork to distribute to each student on the first day of classes. The prepared student packet should contain the following:

  • BCPS Summer School Student/Parent Information Packet signed by the site

administratorAttachment A: BCPS Summer School First Day Folder

  • First Day Folder
  • Student Letter
  • Summer School Contract (either Middle School or High School Code of Conduct)
  • Health, Transportation, and Parent /Guardian Contact Information Form
  • Student Dress Code
  • Transportation Procedures
  • Student Health History for non BCPS Students

CLEARLY indicate where and when forms are to be returned.

8

Transportation

Baltimore County Public Schools offers transportation to all eligible students participating in the ComprehensiveSummer School Programs including middle school, high school and ESY.

Note: If a student enrolls past the transportation deadline, the parents will provide transportation unless there is an existing bus stop.

Prior to the start of summer school, site administrators/clericals should:

  1. Access the bus stop choices for the school areaat The Baltimore County Public Schools’ Summer School Web site
  2. Develop alist of students with coordinating stops including bus number, driver’s name, and alphabetical list of students by stop
  3. Collaborate with the Office of Transportation to ensure punctual and safe transportation of students, both to and from summer school sites
  4. Know who their respective dispatchers are and phone number(s)
  5. Contact dispatchers before July 7th to discuss any special transportation issues that apply to your specificsite

SOUTHWEST AREA / NORTHWEST AREA / CENTRAL AREA / NORTHEAST AREA / SOUTHEAST AREA
AREA MANAGER / Janet Teter
X-4321 / Robin Auten
X-4321 / Joyce Almond
X-4321 / Merv Mawhinney
X-4321 / Lou Sergi
X-4321
DISPATCHER / Lynn Morningstar
X-1435 / Bev Cain
X-1321 / Trema Hoffman
X-1814 / Linda Bealmear
X-6353 / Jean Baughman
X-7046

Transportation Contact Information

NOTE: This information is for internal use only. Please do not give parents dispatcher names or extensions.

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FINAL Preparation for Day One

Before summer school beings and prior to theJune 19 professional development, site administrators/clericals should planon completing the following tasks:

  • Obtain a copy of the school emergency plan and review it with the school principal/designee Attachment C: BCPSEmergency & Safety Plan/Emergency Response
  • Identify substitute teachers and support staff from the summer school teacher/staff application file.
  • Only substitute teachers and staff who are highly qualified for a position should be selected.
  • Administrators are encouraged to select potential substitute teachers and staff in anticipation of staff absences (prior to the start of summer school).
  • Teacher attendance
  • Teachers and staff are expected to attend school each day unless ill.
  • A teacher or staff member who is ill may use up to three accumulated sick leave days.
  • Sick leave is not earned during the summer.
  • If a teacher or staff member decides to use sick leave, this information should be noted on the payroll sheet.
  • Bereavement leave and leave for legal commitments negotiated through the Master Agreement will be honored for teachers and staff.
  • Teacher working hours
  • Middle School, 8:30 a.m. – 12:30 p.m.
  • High School, 7:15 a.m. – 12:15 p.m.
  • ESY, 8 a.m. – 12 p.m.
  • Teachers are required to be on duty 30 minutes before the school day begins and remain on duty 30 minutes after the school day ends.
  • The 15 minutes prior to student arrival and after student dismissal are to be used to facilitate student arrival and departures. The remaining 15 minutes before and after summer school are designated for teacher planning preparation.
  • Online Blended Learning Credit Recovery Courses pacing

NOTE: Online Blended Learning Credit Recovery Courses are self-paced. Students who successfully complete a course prior to August 1, 2014, take the BCPS final exam and receive a passing grade, are no longer required to attend the summer school program.

  • Summer school schedule including student breaks
  • Bus arrival and dismissal procedures
  • Bus duty schedules
  • Class lists
  • Room assignments
  • Fire Drill Schedule
  • Day 1: Normal Fire Drill Evacuation
  • Week 1: Lock Down

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  • Week 3: Evacuation of building to include 500 foot drill

NOTE: All drills are to be documented using the Emergency Drill Report

After the June 19 professional development, but prior to the June 27 teacher set-up day, all site administrators/clerical should:

  • Place a copy of the Emergency Procedure Guide in a convenient place in the administrator’s office in case an emergency/incident should arise.

NOTE: This guide contains all of the information/contacts, procedures and phone numbers that the site administrator/clerical will follow in the event of an emergency/incident.

  • Sort summer school supplies.
  • Distribute summer school supplies to teachers.
  • Final exams are provided by the summer schoolsite.
  • High school teachers are expected to borrow a classroom set of textbooks from their home school for face-to-face credit recovery courses (Algebra 1, English 9, English 10).
  • Create student attendance sheet for each teacher.
  • Confer with the administration of the local school and that school’s tech/media specialist to determine the status of each computer to be used for blended learning courses.
  • Inform support staff on how to direct summer school phone calls.

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During Summer School

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PAPERWORK

Attendance

Site administrators/clerical will:

  • Maintain attendance records for students.
  • Contact the parent/guardian of any absent student on a daily basis.
  • Use the standard BCPS’ attendance policy (see student’s copy of the BCPS’ Student Handbook) as it applies to all summer school students including:
  • Regular attendance is required in the summer program.
  • Students shall attend class unless prevented by illness, death in the family, or court-related matters.
  • Record these absences as excused once documented with an appropriate note.
  • Students having more than fourunexcused absences will be withdrawn from the summer school programafter appropriate school contacts are madeby phone, mail, counseling, and/or parent conferences.

NOTE: The above attendance policy does not apply to ESY students. ESY students should not be withdrawn from summer school due to attendance.

  • Monitor student tardiness, emphasizing that arriving at school on time is very important to learning.
  • Three days late for thirty minutes to 1½ hours will constitute one absence.
  • Students who miss the majority of a school day will be marked absent for the whole day.
  • Students not meeting these requirements will be withdrawn from the summer school program after appropriate school contacts are madeby phone, mail, counseling, and/or parent conferences.
  • Maintain a record of parental contacts (be specific i.e. left message, spoke with parent, student is sick, doctor’s appointment, court date, withdrawn, etc.)

NOTE: The classroom teacher should take attendance during the first instructional block. The site administrator, or their designee, should walk around to each classroom and collect the attendance.

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PAYROLL

Site administrators/clericals will:

  • Verify teacher attendance
  • Adjust payroll sheets by hand, if necessary
  • Send payroll sheet to Office of Payroll on designated dates
  • Follow payroll procedures as outlined in Administrative Meetings
  • Summer school positions are paid two weeks in arrears
  • Regardless of funding source, the only summer school rates that may be paid for summer school positions are those that have been negotiated with BCPS’ bargaining units and indicated on the individual summer school contract (Attachment D: BCPS Summer Payroll Calendar)

Substitutes

The expectation is that summer school teachers work all 20 days of the program. However, extenuating circumstances may arise that necessitate a substitute.

In case substitutes are needed, site administrators/clericals will:

  • Obtain and maintain a list of teachers who are highly qualified in the subject area from File Maker Pro
  • Select potential substitute teachers and staff from this list in anticipation of staff absences (It is suggested that this be done prior to the start of summer school)
  • Not allow teachers to select their own substitutes

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TRANSPORTATION

Site administrators/clericals will:

  • Develop a morning and afternoon bus duty list with procedures to be followed
  • Remain outside the school building in order to meet and greet the students and bus drivers on a daily basis during both arrival and dismissal
  • Maintain and consult a master list of bus numbers and students (alphabetical) and by stop
  • Provide bus driver with a student list to include bus number, the driver’s name, and student list (alphabetical) by stop
  • Create a list of stops to be posted in each bus
  • Discuss with the bus drivers a signal that will be used at dismissal, i.e., hand wave, and ensure that the bus drivers do not to leave until all students have exited the building and the signal has been given
  • Review transportation expectations with students
  • Contact the respective dispatcher if a transportation problem should arise in order to resolve the problem or issue
  • NOT give out transportation’s phone number; it is the administrator’s responsibility to resolve all problems with parents and transportation
  • Remain at their respective sites until they know that all children are home
  • Make the appropriate phone calls to the parents if a child is returned to the site

HEALTH SERVICES

At sites with assigned nursing staff, the site administrator will collaborate with the school nurse to deliver appropriate health servicesAttachment E: BCPS Summer School Health Program. Summer school nurses are to receive information regarding health needs of students from the home school nurse.Supplies/equipment at the summer school site are to be used by the summer school staff.In the case of a nurse absence, the summer school nurse should arrange for a nurse substitute. If this cannot be done or a substitute is not found, the summer school administrator or designee should notify the Officeof Health Services at extension 6368 before the beginning of the school day.