student attendance

28 Pages·2015·0.62 MB·English

Pioneer High School Staff Handbook
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2.1 STAFF ABSENCE NOTIFICATION PROCEDURE E
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Teachers – When you are planning to be absent from school for a personal business day, please call in/enter I
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your absence is Aesop, and request for substitute if necessary, for approval at least 24 hours in advance. If you N

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are planning to attend a conference, regardless of request for reimbursement, please complete the “Application I
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and Claim for Reimbursement of Expenses at Professional Meetings” form and submit it to your department G
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chairperson for approval to attend and then forward to the principal’s office for approval. Once again, arrange for N
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your sub when calling/entering your absence in Aesop. A
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Important – please note! YOU MUST CALL THE SUB FINDER SYSTEM ANY TIME YOU ARE
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SICK – or BECOME SICK AND MUST LEAVE EARLY – EVEN WHEN A SUB IS NOT N
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REQUIRED. O
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Administrators, Counselors, Office Professionals, Para-Professionals – When you are planning to be absent from A
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school for a personal business day, please call in/enter your absence is Aesop, and request for substitute if I
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necessary, for approval at least 24 hours in advance. If you are planning to attend a conference, please N

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complete the “Application and Claim for Reimbursement of Expenses at Professional Meetings” form and submit
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it to your immediate supervisor for approval and then forward to the principal’s office for approval. Please
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arrange for your sub when calling/entering your absence in Aesop. C
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2.2 ABSENCES (PREPARATION FOR SUBSTITUTE O
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TEACHERS) E
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When it is known that you are going to be absent from school, please call the Substitute Finder whether you need E
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a substitute or not. A pamphlet with employee instructions was given to you when you were hired. The reasons A
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for absences are listed on the back of the pamphlet. D

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The substitute teacher folder should be ready at all times. The folder should contain the following: I
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• Lesson plans and instructions for each class period. If you have supervisory duty, note where it is and L
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what is expected. N
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• If you have a student teacher, information should be given as to the limits of responsibility and work S
he/she is presently doing.
• Organization of class, seating chart, student responsibilities, etc.
• “Standby” plans if you have been unable to provide specific ones.
• Schedule of classes, with room numbers, and the time you eat lunch.
• Substitute Teacher Report form.
• Pass policy with sample passes.
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2.3 ABSENCES (STUDENT ATTENDANCE)
When you return from a one (1), two (2) or a three (3) days’ absence, you will be authorized to enter your
students’ absences the day you return. The attendance roster will be placed in your mailbox, ready for you to
enter the absences on day two (2), three (3) or four (4) from your previous day’s absence(s).

2.4 ACADEMIC FREEDOM
In educating young people, schools seek to inspire in students an inquiring mind and respect for truth, a
recognition of individual freedom, social responsibility, and the democratic tradition, an understanding and
respect for the Constitution, Bill of Rights, and the law, and an appreciation of individual personality. We
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recognize that these aims can best be accomplished in, and will work together to create and preserve an

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E atmosphere, which is free from censorship and artificial restraints, and in which academic freedom for teacher,
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Other than accepted standards of professional behavior and responsibility and the competent fulfillment of its
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D approved curriculum guides, the Board shall place no limitations on personnel with respect to their study,
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A investigation, presentation or interpretation of facts or ideas concerning man, society, government, the arts or

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sciences, the physical and biological world, or other areas of learning, and shall encourage freedom of individual
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U conscience, association and expression.
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P 2.5 ASSEMBLIES

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E Assembly seating is limited and assigned seating is required. It is the expectation of the administration that
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1. Substitute lesson plans must indicate if you had signed up.
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– 2. Classes must sit in their assigned seating area.

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3. Teachers must take attendance before the assembly begins.
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T 4. Teachers must supervise their students at the assemblies.
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N 2.1 ATHLETIC OFFICE NOTES TO STAFF
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A Attendance: Teachers can call the Athletic office if you have any concerns with student attendance
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E issues. Student athletes will be excused by the Athletic Office when participating in
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athletic games.
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G Eligibility: Students must be passing 4 classes and have a 1.35 minimum GPA to qualify for a

: one-time probation not to exceed 3 weeks. Otherwise a 2.0 GPA is required to be
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I eligible to participate in sports.
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O Admission: Admission to games: Staff can get into AAPS events for free with your staff id.
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2.6 ATTENDANCE POLICY
o There is a positive relationship between regular attendance and academic success. Therefore, it is of
the utmost importance that students are in class. Regular attendance and punctuality are essential if
students are to make use of the educational opportunities that Pioneer offers.
o Pioneer High School is committed to the philosophy that every student should attend all of his/her
classes every day. Regular attendance is expected in all classes and is essential to good performance in
any endeavor. The correlation between regular school attendance and academic success has been well
established by research. Through regular school attendance students are expected to develop habits of
self-discipline and responsibility. Learning to participate in group discussion, developing an appreciation
for views and abilities of other students and forming the habit of regular attendance to one’s tasks are
legitimate objectives of any course. Each student should be aware that attendance is part of his/her
evaluation in each class. A student should understand that excessive absences, whether excused or
unexcused may drastically affect the class grade.
o Absence from school is the greatest single cause of poor achievement. The purpose of the attendance
policy is to encourage regular school attendance. If a student is not regular in attendance, his/her
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performance lags, he/she soon loses interest and then tends to fall further behind in their work. S
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Successful students are seldom absent. C
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o Student attendance records reflect student grade record. The more faithfully students attend classes;
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the higher marks are likely to be. Students must, of course, stay home from school when ill. Students
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must consider being absent for any reason except illness. Students must balance reasons for absence I
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with its consequences, which are likely to include a reduction in the quality of work. Missed classes can G
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never be duplicated. N
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School Responsibility R
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o The Ann Arbor School Board makes the school responsible for students; their whereabouts must be L

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known at all times during the school day. Students except during passing periods or while carrying a hall N
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pass, are expected to be in class or in an authorized area of the school.
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o The resources of classroom teachers, guidance personnel, and school administrators shall be employed
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constructively to solve with individual students their problems of excessive absence. There shall be T
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adequate provisions for make-up work. N

Teacher Responsibility –

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o Teachers are required to distribute to student’s attendance related expectations. The expectations will O
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include information concerning make-up, attendance, tardiness, incentives and grade computation. IC
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o Teachers are an important link in the attendance system. They supply the information for accurate E
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accounting. Teachers control most of the effective consequences for poor attendance. Since they have P
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daily contact and control grades and credit, they can make sure that students face immediate O
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consequences for poor attendance.
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o Teachers need to write clear, strong statements that include consequences for poor attendance, and U
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incentives for good attendance when writing up grade, attendance and make-up expectations and E
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procedures. A
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Each classroom teacher is encouraged to include incentives in their policies. D

Examples of attendance incentives include: G
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! Bonus points toward exam grade ID
! Bonus points toward marking period grade E
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! Waive quiz N
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! Presentation of award S

! Presentation of certificate
! Attendance included in graduation hours
! Photograph and post pictures of students who achieve incentives
Students are entitled to do make-up work after any absence. However, any tests, quizzes, assignments, projects,
or other work missed or due on the day of an unexcused absence may not be made up for credit. Parents have
48 hours to excuse a student absence. Students are expected to take the initiative in asking teachers for make-
up work. On the day a student returns to class, she/he must make appointments with teachers to obtain
assignments and to schedule make-up tests. Two days will be granted for the make-up of one day’s absence.
Any work that is not made up in accordance with these guidelines will receive no credit. Teachers may be asked
by the school/counseling office to send to the office assignments for students who are ill.
A student absent from school without valid cause for a school day or portion thereof will receive no credit for
make-up work
It is the teacher’s responsibility to:
! Initiate early intervention to prevent further unexcused absences.
! Take attendance daily and maintain accurate attendance records. This is a legal requirement.
! MAKE A CALL HOME WHEN A STUDENT IS OUT FOR MORE THAN THREE DAYS.
Student/Parent/Guardian Responsibility
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! Students are expected to arrive on time and attend all assigned classes, including study hall.

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E ! Pioneer High School has a closed campus policy. This means that freshman and sophomores are not
N permitted to leave the campus during the school day without prior parental permission. If a student
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E must leave campus during the school day, the parent/guardian must contact the Grade Office in
D advance, stating the hours of absence, to give permission to issue a pass to the student. Students
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leaving campus must sign out at the General Office and sign in upon return.
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! The day a student returns from an absence he/she must contact each teacher to arrange make-up
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N privileges. All students are expected to make up work for all absences, but credit cannot be given for
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make up work for classes missed due to unexcused absences. If a student does not contact a teacher,

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E he/she forfeits make up privileges in that class.
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Excused Absences - parents or guardians may excuse only these categories of absence:
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E " Illness/doctor’s appointments
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" Funeral/death in family
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" Pre-planned absences (require five days advanced notice)
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E " Observance of a religious holiday
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C " Those situations beyond the control of the student as determined by the administrator or
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P " Field trips, school assemblies, school related activities

– Note: Only absences involving a full day or a late arrival to school may be excused by parents after an absence.

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O Parents may not excuse students from a class in order for them to remain in school to study for a test, go to the
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library, complete make-up work or attend another in-school activity during class time.
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If a student is going to be absent for two or more days, parents/guardians should notify the attendance office of
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the number of anticipated days.
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Preplanned Absences - Pre-planned activities will be approved if they are deemed to have constructive
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A educational value and the student has a satisfactory current year academic and attendance record. The student
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E must arrange in advance to make up missed assignments. Request forms are available from the class
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E administrator and must be completed at least five school days preceding the absence.
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I Pioneer further feels that its attendance policy should support students by appreciating the fact they are in
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O attendance, ready to participate each and every day. Expectations for regular daily attendance are set at a high
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T level. Incentives are awarded to those students meeting or exceeding these standards.
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E Counselor Responsibility – It will be the counselor’s responsibility to:
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! Assist in monitoring their students’ attendance
! Contact and confer with their students, whenever possible, upon being notified of unexcused absences
Administrator Responsibility – It will be the administrator’s responsibility to:
! Monitor student attendance
! Consider appeals in cases of extenuating circumstances
! Instruct all coaches, club advisors, etc., to inform their participants as soon as possible of the number of
times they might miss class due to a scheduled event and to reinforce the attendance policy
Need To Change Student Attendance – If a teacher needs to change the attendance of a student (i.e., field trip,
athletic event) that the student was excused for and did not go on, notification needs to be made in the General
Office by completing a “student attendance change form”. The General Office will make the correction for the
teacher.

2.7 ATTENDANCE PROCEDURES
TEACHER REVIEW WITH YOUR STUDENTS THE APPROPRIATE PASING TIME USAGE BEFORE THE WARNING
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• Bathroom S
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• Make Counselor Appointments C
• Locker T
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• Chat with Friends
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• See your Administrator
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ALL TEACHERS AND ADMINISTRATORS NEED TO BE IN THE HALLWAY WHEN THE FIRST WARNING BELLS I:

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RING.
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• At this time, start reminding students to get to class E
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• The first bell is a warning to get to class and students should disperse at this time A
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• When the second bell rings students should be in their respective class and if not will be marked tardy I
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• Mark students tardy and use classroom tardy policy F
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• Doors should always be closed and locked R
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• First 20 mins of class – no passes out A
RANDOM HALL SWEEPS T
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• Random days/hours, a hall sweep will be completed N

• Any students in the hall without a pass will be taken to a designated area – the student will call –

parent/guardian, be issued a school wide detention and then escorted back to class or given a specific P
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hall sweep pass. L
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TARDY SWEEPS C
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• Random days/periods, a tardy sweep will be conducted from attendance in PowerSchool S
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• Any students with a designated amount of tardy marks will be issued a school wide detention and P
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possible suspension. O
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2.8 BEHAVIOR INTERVENTION SPECIALIST R
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Uses data from standardized tests, building assessments and curriculum-based measures of academic progress A
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to identify students for behavioral and academic intervention. There is usually a 20-25-student caseload per D

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Behavior Intervention Specialist. BIS collaboratively identify data based goals for students and develop
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interventions with classroom teachers. Collaborates with administration and teachers in creating a schedule to D
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support remediation of identified students. May provide instruction in small groups of students needing L
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supplemental instruction. BIS will track responses to interventions and revise goals and interventions as data E
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indicates. Facilitates communication with parents, classroom teacher, and administration regarding coordination
of efforts and the student’s progress. BIS will compile reports as needed. Maintains educational environment
conducive to learning, reflective of high expectations and best practices. Maintains an in-depth knowledge of the
Common Core/Grade Level Content Expectations.

2.9 BOOK DEPOSITORY PROCEDURE
During registration, each student is required to checkout his/her books at the book depository. A bar code is
used for checkout and check-in procedures. If the bar code is damaged after checkout and cannot be read, the
student will not be credited for the return of the book.

Students are encouraged to cover their books, as they will be charged for damages. Students with outstanding
obligations from the previous school year must clear them before registration.

Safety glasses will be issued with a $5.00 deposit.

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Book Depository - Courses Dropped And/Or School Transfer – Students should NOT return books to the

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E teachers unless the book was checked out through the teacher. A student must return the exact same
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U 2.10 CALL SLIPS
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In the event that an administrator, counselor, nurse, social worker or cooperative Occupational Education staff
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member must contact a student during the school day, a call slip may be completed and delivered by a

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E counseling area runner. Continued efforts will be made to deliver the messages at the beginning of each class
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period.
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P 2.11 CAREER RESOURCE CENTER

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I The Career Resource Center is located in the administrative wing between the general office and the counseling
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LI area. Staffed by the Career Resource Assistant and is open daily between 8:00 am-3:00 pm.
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The Career Resource Center has the latest information on:
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• colleges, universities, community colleges, vocational/technical programs
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A • college applications
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• internships
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O • military opportunities
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N • FAFSA form (financial aid)
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L • scholarships
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G • internet accessibility

I: • ACT, SAT and TOEFL information
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Teachers are invited to consult with counselors and the resource assistant in obtaining appropriate career
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E Career Center has about 80 college representatives that visit our Career Center from September to January.
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Most of the representatives are the actual readers of the college applications. Students have unique opportunity
to meet one on one with a representative. We also have people come in that represent different careers. They
speak in the Career Center as well as the classrooms.
2.12 CLASSROOM INTERVENTION FORM
! Use the classroom intervention log to document the interventions you use when you notice a student is
failing your class. This does not have to be detailed – a date will be enough. Please use one sheet per
grade and list only those students that are failing your class. You may need more than one sheet per
class period if you have a mixed grade class.
! What this will provide for us is documentation of the types of interventions that we are all trying, to meet
the needs of the student.
! At the end of each 9 weeks please copy and submit your logs to the class principal for the appropriate
grade. Principals will collect and collate the information from the counselors, teachers and their own log
to compile the information needed for the central office.

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2.13 CLUBS AND ACTIVITIES S
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Clubs - ALL clubs must be re-certified each year. Clubs must be registered by the publicized deadline each school
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year. All established clubs must be registered through the Administrator for Student Activities in the Media O
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Center.

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Here is a list of the requirements to be certified:
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• a philosophy/mission statement and by-laws E
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• meeting times and locations A
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• a non-discriminatory policy statement
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• a two-sentence club description or annotation N
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• dated signatures of the advisor and student leaders O
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• a membership list and the name of your sponsor M
• a list of community services opportunities A
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Clubs cannot be held during 7th hour unless there is a second meeting 8th hour. It is the responsibility of the N

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faculty advisor to deny the 7th period students from attending club meetings during class time. Students should
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show advisors their schedule. O
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Activity Posters - The general office or the administrator responsible for activities must approve informational IC
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posters for all student activities before being posted in designated spots. All posters not in designated spots will E
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be removed. The following areas are designated posting spots: P
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1. Stairwells between floors O
2. Bulletin boards C
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3. Restrooms D
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2.14 COMMUNICATION N
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Staff members have a district e-mail address, which allows them access to e-mail. Staff must check their e-mail G
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once or twice a day. This is the main communication throughout the Pioneer building. I
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2.15 CONFERENCE EXPECTATIONS

(PARENT/TEACHER)
! Conferences are a time for parents and teachers to meet together to improve the success of Pioneer
students. It is also a time when parents develop their impressions of the school and faculty. This is an
excellent time to showcase Pioneer and the outstanding work the faculty does with the student body.
! All faculty are required by AAEA contract to participate in parent/teacher conferences. As faculty is
compensated for conferences, attendance is expected for the entire conference time. Compensation is
usually negotiated as a scheduled day off during the semester.
! Long-term substitutes are expected to attend parent/teacher conferences. Part time staff is expected
to attend conferences at a minimum equal to their employment at Pioneer.
o The following schedule is an indicator of time that you should commit
to Parent/Teacher Conferences:
* One Class .2 40 Minutes
* Two Classes .3 1 Hour 20 Minutes
.4 1 Hour 30 Minutes
* Three Classes .6 1 Hour 50 Minutes
* Four Classes .8 2 Hours 20 Minutes
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E ! Activities such as athletic practices and games, coursework, concerts and conferences are
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LI extracurricular. Teacher contract takes precedence over these events.
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D ! Please make your conference schedule parent friendly! We cannot expect support from our families if
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G parents don’t perceive the faculty is making an effort to be available.

D For parents to have maximum access to teachers at conference time:
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A ! Block out no more than two short breaks

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E ! Breaks should not be taken during the last time slots
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! Stay until the end – parents may still drop in unscheduled
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C ! Remember to put the conference dates on personal calendars to avoid scheduling conflicts
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! Inform parents as to when he/she will be available for make-up conferences
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E ! Inform and provide make-up information to the administrator responsible for conferences
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O Please wear your staff ID during conferences. Please have parents sign in and then submit a copy of
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– your Parent Sign In Sheet(s) to the appropriate administrator.

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A 2.16 CONFERENCE (PROFESSIONAL – WORKSHOP
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Providing this information will enable your PO’s to be processed promptly.
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E Conference/workshop registrations, hotel reservations and airfare purchase orders MUST include: (on the
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Who: Who will attend the conference? What: What is the title of the conference?
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Where: Where is this going to be held? When: Date(s) it will be held.
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Please indicate on the Internal Note:
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E “Conference reimbursement form approved by Supt” (This applies to ALL out-of-state conferences – see
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below.)
“Conference reimbursement form approved and on file” (This form applies to all employees except teachers
and teacher assistants whose absences are reported on the Leave of Absence Form and who generally do not
get reimbursed. If they expect a reimbursement, they must complete the form.)
In-State Conferences With Overnight Arrangements MUST be approved by:
1. Immediate Supervisor
2. Cabinet Administrator
Out-Of-State Conferences MUST be approved by:
1. Immediate Supervisor
2. Cabinet Administrator
3. Superintendent
Administrators who do not expect to be reimbursed must also have their conference form approved by their
immediate supervisor to serve as authorization for their absence.

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2.17 CORRIDOR PASS S
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Students are required to remain in the classroom for the entire class period. When it is necessary to send a
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student out of the room for any reason, please issue a yellow “Corridor Permit” available at the general office or O
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the students’ planner. Please use ink and indicate the name of the student, time they left the classroom, location

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and sign your name. I:

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Do not use an object (stapler, CD, etc.), as this will not identify the student, time the student left the classroom or E
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destination of the student. A
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2.18 STUDENT COUNT PROCESS R
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State Guidelines and Information T
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• Count Day is when all public schools in Michigan tally the number of students attending their schools. N

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• Count information is critical to districts, because each student who is enrolled and in attendance on
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count day translates into state funding as it is based on number of students legally enrolled on or before O
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count day. IC
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• The count days and school funding are mandated through the Section 6 of the State School Aid Act. S
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• The amount of state aid funding allotted to districts is based on a blended count that is derived from the P
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number of students reported during the prior spring and the current fall count days. In other words, the O
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blended count calculation is based on count data collected during the same calendar year rather than E
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school year. U
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o For example, the next school year allocation is based on the previous Spring Count (February) S
and the current Fall Count (October). A
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• The Spring count occurs on the 2nd Wednesday in February and represent 10% of state funding. D

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• The Fall count occurs on the 1st Wednesday in October and represent 90% of state funding.
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• Students Included in Membership D
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• Students who are enrolled and in attendance during the scheduled instructional day, who are together I
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with a certificated teacher or legally qualified substitute teacher and instruction is taking place. E
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• If student is not in attendance (or in partial attendance) on count day, the district may count the student
in membership if:
o The student was excused from attendance on count day and returned to attend each of the
classes in which the student was enrolled within 30 calendar days after the count day.
o The student was unexcused from attendance on count day and returned to attend each of the
classes in which the student was enrolled within 10 consecutive school days immediately
following the count day.
o The student was enrolled and in attendance in the district before the count day but was
expelled or suspended on the count day and resumed attendance in the district within 45 days
after the count day.
o Note: Local school boards distinguish between excused and unexcused.
Count Day Schedule
Fall Count – Early October = 90%.
• Count data submitted by districts to ISDs by middle of November.
• Audited by ISDs and sent to Department by end of March.
Spring Count – Early February = 10%.
• Count data submitted by districts to ISDs by middle of March.
• Verified by ISD and sent to State, by the end of July.
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Student Count Day and School Funding Information

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E Schools have 6 weeks to submit certified student count information to the ISD. The ISD has 24 weeks from the
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I count date to provide the audited student counts to the state.
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D School Cancellation on Count Day
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If school is cancelled on count day due to conditions not within the control of school authorities, with the approval
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D of the State Superintendent, a school must use the next day the school is in session.
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A (Note: If the condition impacts multiple districts, a statewide waiver could be considered.)

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U Pioneer General Process for Count
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E Before Count:
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O • Notify Counselors, Grade Office and/or Scheduling office of NO SHOW students.
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• Notify Counselors, Grade Office and/or Scheduling office of students in class but not on the class roster.
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E • Counselors and other scheduling staff scheduling access in PowerSchool suspended for the duration of
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I the Count Day process.
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On Count Day:
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– • Pickup attendance sheets before your first class Wednesday morning.

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O • Take attendance student by student.
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A • In addition, teachers must TAKE ATTENDANCE IN POWERSCHOOL. Recording attendance in
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PowerSchool along with CDA forms is mandatory for the Count Day process.
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F • The district requires positive attendance. Put the appropriate mark in the appropriate checkbox for
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I EACH student.

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R • Indicate students not listed but in attendance at the bottom of the sheet (in the style of the regular
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N printed material) and indicate absent or present
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G • Students absent on Count Day that return should have their return date written in, where indicated (be

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I sure to write the correct valid date of return; MM/DD/YY)
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O • Students absent on Count Day that do not return, please indicate any information you may know about
TI the students absence in the area designated.
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E • Sign and date EACH page.
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2.19 DANCE GUIDELINES
Student’s responsibilities -- Faculty is encouraged to chaperone dances.
1. All dances will be held from 8:00pm – 11:00pm.
2. Parents are responsible for picking up their students within 15 minutes after the dance ends.
3. Dances are open only to registered students of Pioneer High.
4. Once students enter the dance, they must stay. If students leave the dance, they may not return.
5. Alcohol, smoking, illegal substances are prohibited.
6. School officials may request a student take a breath-alcohol test only if there is reasonable suspicion the
student has consumed alcohol.
7. Violations of state laws such as drinking or disorderly conduct will be referred to the police on duty for
legal action.
8. Proper dress is expected at all dances. Attire with lettering or drawings that depict sexually suggestive
expressions/actions, profanity, drugs, alcohol or which degrade the integrity of the individual or others is
prohibited.
S2:10 Last Updated: 10/28/15 2:18 PM