Standard Operating Procedures
- Absence Referral on Students
- Address Verification
- Adjudicated Youth
- Aid-in-Lieu of Transportation
- All-City Fine and Performing Arts Program Spring
- All-City Fine and Performing Arts Program Summer
- Alternative Placement
- Attendance Information on Students
- Bilingual Inclusion Program
- Bilingual Program Information/Services
- Billing Inquiry
- Board Recommendations
- Building Maintenance
- Case Management Services
- Central Computer Accounts Deleting
- Central Computer Accounts Enrolling
- Changing Student Information in the Central Computer
- CHIPS Recruitment of Students
- Computer Report Card
- Computer Scheduling of Students
- Creative Arts High School Recruitment Of Students
- Criminal Background Check
- Crisis Intervention
- Did-Not-Enter Students
- Dropping Students from the Register
- Educational Specifications
- E-Mail Account
- Employee's Permanent File
- End-of-the-Year Computer Tasks
- Enrolling Students on the Register
- Environmental Center
- Field Trips
- Home Instruction
- Home Schooling
- Internet Account
- Intramural Sports
- Jointures
- New Facilities Projects
- New Jersey Family Care Program
- Nursing Services
- Ordering Supplies, Equipment, and Services
- Parent Center
- Physical and Occupational Therapy
- Physical Examination for Staff - Referral due to lack of performance that may be related to health problems
- Physical Examination for Staff Returning to Work from an Extended Leave of Absence
- Physical Examination for Working Papers
- Physical Examination from Child Study Team Evaluations
- Placement of Limited English Proficient Students
- Promotion of Students in the Central Computer
- Receiving Supplies, Equipment and Services
- Report Cards/Progress Reports (Gr. Pk-5)
- Right-to-Know
- Salary/Deductions Inquiry
- Section 504 Services
- Security of Buildings
- Services for Homeless Children
- Special Education Change of Address
- Special Education Placement
- Special Education Referrals
- SRA
- Statistics
- Staff Immunization
- Student Data Forms
- Student Health
- Student Reports
- T. O. Slips
- Supply Delivery and Pick up for District
- Supplies and Equipment
- Swipe Card
- Transferring Students in Central Computer
- Translations and Interpreters
- Trash and Refuse Pick up
- Truancy
- Working Papers
- Workman's Compensation
Absence Referral on Students
- The teacher or other complaining party must complete a Truant Officers' slip (T.O.) and submit it to the school's attendance officer.
- The attendance officer will visit the home and report back to the school in writing on the T.O. slip.
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Address Verification
Contact the Attendance Office at 856-966-2537.
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Adjudicated Youth
- Students who are returning from the Juvenile Justice Commission will have initial contact with Mr. Stanley White at 856-966-2025 or Mrs. Dorothy Smith at 856-966-2324.
- These individuals will help the student transition to the school system by:
- Setting up an intake conference
- Escorting the child to the intake conference at the appropriate school, when possible
- Securing the student's academic records.
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Aid-in-Lieu-of Transportation
Complete the Aid-in-Lieu-of form in the transportation office located on the first floor of the Administration Building, 201 N. Front St.
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All-City Fine and Performing Arts Program - Spring
- In November of each year, the music and art educational program specialists will:
- Send informational letters to principals, appropriate teachers, and parents about the program
- Establish and publicize deadlines
- A parent/guardian will complete the application and return it to the school principal
- When the names of the student applicants are received, the educational specialists will prepare packets for students
accepted into the program, which contain:
- A letter of congratulations
- A permission form for the parent/guardian to sign.
- A bus schedule
- A parent/guardian will complete and sign the permission form and have it returned on the first day of the program.
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All-City Fine and Performing Arts Program - Summer
- In May/June of each year, the music and art Educational Program Specialists will:
- send informational letters to principals, appropriate teachers, and parents about the program
- establish and publicize deadlines.
- A parent/guardian will complete the application and return it to the school principal.
- When the names of the student applicants are received, the educational specialists will prepare packets for students
accepted into the program, which contain a:
- letter of congratulations
- permission form for the parent/guardian to sign.
- bus schedule.
- A parent/guardian will complete and sign the permission form and have it returned on the first day of the program.
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Alternative Placement
- Parent or guardian picks up a Student Referral Information Form from Mrs. Dorothy M. Smith in the Board of Education's Administration Building
- Parent or guardian completes and signs the Student Referral Information Form
- The form is to be faxed to Mrs. Dorothy M. Smith at 966-2347 or returned directly to her office in the administration building.
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Attendance Information on Students
- For current year information contact the child's school or the District Attendance Office at 856-966-2537.
- For previous year's attendance information contact Dr. Fred Reiss at 856-966-2523.
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Bilingual Inclusion Program
- At the end of the school year, the school's LEP teacher will send to the Bilingual/World Languages Department the names of all LEP students in his/her class recommended for mainstreaming to the Bilingual/World Languages Department.
- The Bilingual/World Languages Department supervisors will verify all information provided and make adjustments as needed.
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Bilingual Program Information/Services
Direct contact is to be made with the Bilingual/World Languages Department at 856-966-2408.
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Billing Inquiry
Contact the Accounts Payable Department at 856-966-2055.
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Board Recommendations
- Board recommendations must first be approved by the building principal or district-level department head.
- The approved recommendation is sent to the administrators' Central Office supervisor (assistant superintendent or business administrator/board secretary.)
- If the Central Staff officer approves the recommendation, it will be sent to the Superintendent of Schools for final administrative approval.
- If approved, the recommendation will be placed on the Superintendent's Report for board approval.
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Building Maintenance and Repairs
- Interested party must make direct contact with the Plant Services Department at 856-966-2634.
- Follow-up with a standard requisition.
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Case Management Services
Contact the Manager, Human Services by phone or in writing with all information pertinent to the needs of the family. The phone number is 856-966-2512.
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Central Computer Accounts Deleting
An employee's immediate supervisor must notify Dr. Reiss in writing whenever any employee, who has an active central computer account, voluntarily or involuntarily leaves the employment of the Board of Education, or no longer needs central computer account privileges. He is located in the Administration Building.
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Central Computer Accounts Enrolling
- To initiate access, complete a Request for Central Computer Account Form, which may be obtained from Dr. Fred Reiss at 856-955-2523.
- Have the employee's director and appropriate assistant superintendent sign the form.
- . Return the form to Dr. Reiss.
- The Information Center will notify the enrollee when the account is activated.
Changing Student Information in the Central Computer
- When students are moved from one grade level to another, one homeroom to another, or are classified or declassified, the school register is affected. Transactions such as these are to be checked as CHANGE on the Student Data Form.
- As a minimum, the student ID#, name, school, PCC Code and posting date should be entered on the form. For example, if the transaction is a change of grade, then the new grade and homeroom must be entered on the form. If the transaction is change of homeroom, but not grade, the new homeroom/sec# should be entered.
- The school holds the pink copy and yellow copy must be sent to the Information Center. The gold copy of special education students is sent to Mr. Thomas Rowan in the Administration Building. The remaining copies may be discarded.
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CHIPS - Recruitment of Students
- Pick up a CHIPS' application from the schools.
- Complete the application and return it to office of the Director of Curriculum and Instruction, 201 N. Front St.
- Notifications of students' status are mailed over the summer.
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Computer Report Card
- The principal must arrange to have the school schedule students by computer.
- Prior to the end of the marking period, the Information Center will send a grade bubble sheet to the school
- The teachers will enter grades on those sheets and return them to the Information Center.
- If time allows, the Information Center will first send a Preliminary Grade Report to the school. If there is insufficient time, the report cards will be delivered to the school for bursting and delivery to the students and parents/guardians.
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Computer Scheduling of Students
Any principal who desires to have the central computer schedule students is to send the following to the Information Center:
- Completed student class request forms
- A teacher list, and
- The school's master schedule
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Creative Arts High School - Recruitment of Students
- Enrollment forms will be available in the middle school guidance departments beginning in the spring of each year.
- Any eighth grader may pick up a form.
- The form is to be completed and returned to the guidance department
- The guidance departments will send the completed applications to the Creative Arts High School.
- The high school will notify each applicant of his/her audition date.
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Criminal Background Check
- The supervisor picks up a DRE Form from the Human Resources Department.
- The supervisor completes the top of the DRE and signs the form
- The new employee picks up a fingerprint package from HR and takes the package to the police station in his/her jurisdiction.
- After the employee is fingerprinted, the employee brings the package back to HR with the following documents:
- Original Transcript*
- Original Certificate*
- Two forms of ID
- Money order
- HR reviews the forms for completeness. When all items have been presented to HR, the DRE is signed and returned to the supervisor for recommendation to the Board of Education.
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Crisis Intervention
Fax a Request for Services Form to the Manager of Human Services at 856-966-2571.
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Did-Not-Enter Students
- Send a Did-Not-Enter list to the Attendance Office on the eleventh day of school.
- Children aged 16 and over may be dropped using the PCC code D8.
- For children under 16, the D8 code should be used only after an attendance officer reports that the child no longer lives in Camden.
- Pre-school children may be dropped using the PCC code D10.
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Dropping Students
Whenever a child leaves the district for a reason other than transfer, or a child is removed from the register, then the child is considered to have dropped out. The word DROPOUT should be checked, and the students ID#, Name, School, PCC Code, and the transaction date should be entered on the form. The school holds the white copy, the yellow copy must be sent to the Information Center, and the gold copy for special education is sent to Mr. Thomas Rowan in the Administration Building. The remaining copies may be discarded. Documentation, which verifies the reason for the dropout, must be attached to the Monthly Statistical Report. No child under 16 may be dropped without documentation from the attendance officer.
Dropout Documentation
The following are examples of valid documentation that allows a school to drop a child under Board policy:
- A copy of the ten day letter sent to the family of a child who is in pre-school kindergarten, or 16 years of age or older.
- A copy of the Attendance Officers' report indicating the reason why the child may be dropped.
- A copy of the sign-out form from the high school's guidance office.
- If a pupil is incarcerated to an institution that does not provide instruction, use a PCC code of D2. However, if the institution has daily instruction, use T6.
- If a child under the age of 6 is dropped from the register only use the code D10, since this code is not included in the district's dropout statistics.
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Educational Specifications for Facilities
- Send to the Director of Research and Planning the room type(s) and locations of the construction or renovation together with a list of the supplies, materials, furniture, special requirements, etc. on a room-by-room basis.
- At the same time send a description of the educational activities in the room and an architectural plan, if possible.
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E-mail Account
- Students and staff are eligible for a free district e-mail account.
- An E-mail Account Request Form, which can be obtained from the Technology Department at 856-966-6356, needs to be completed and returned to the Technology Department.
- The technology department will set up the account.
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Employee's Permanent File
To review one's permanent file, contact Human Resources Department at 856-966-2621 to make an appointment.
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End-of-the-Year Computer Tasks
- By August 15 submit a master class list for each grade in the school.
- Over the summer, as they occur:
- Complete a student data form for students new to the district and send a copy to the Information Center
- Complete a student data form for students who leave the district and send a copy to the Information Center.
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Enrolling Students
- Complete the student data form in detail.
- When a child is enrolled into the Camden schools for the first, time the words NEW TO THE DISTRICT should be checked and all applicable lines should be completed. The school should retain the yellow copy. The pink copy is to be sent to the Information Center. The other copies may be discarded. Do not write student ID#. The Information Center will issue this number, and send it to you. When you receive this number, enter it on your yellow copy for future use.
- A home language survey must be completed for all students new to the district. Survey information is placed on new pupil data management form.
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Environmental Center
- The principal and/or the school management team completes a schedule of classes to visit the Environmental Center.
- The Environmental Center will select the dates for school visits and the school will receive a list of open dates.
- The school will select up to four classes per assigned date.
- The visiting teacher will contact the Center prior to the visit to let the center teachers know what their classes are working on in the areas of science and social studies.
- The Environmental Center can be reached at 609-561-3350.
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Field Trips
- Principals are to complete and sign the field trip request form
- The completed form is submitted to the appropriate Assistant Superintendent
- The Superintendent of Schools and then the Board of Education must approve field trips.
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Home Instruction (both in and out of district)
- The school notifies Health Services of the need for home instruction with written documentation.
- The request is presented to the chief medical physician.
- On approval, the school's register clerk is to transfer the child on the school's register to home instruction status.
- On approval, the Guidance Department's home instruction form is to be completed and sent to the guidance department, which will arrange for tutoring.
- Home instruction cases are to be reviewed by the Health Services Department on a bi-monthly basis.
- The Health Services Department will send a Request for Home Instruction Extension Form to any student whose time has expired.
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Home Schooling
- The child's parent/guardian makes a written request for home schooling to the Superintendent of Schools.
- The Superintendent/designee will a arrange for a meeting to make formal application.
- Once approval is granted, the parent will notify the school so that the child can be removed from the register.
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Internet Account
- Students and staff are eligible for a free district Internet account.
- A Network Connection Request Form, which can be obtained from the Technology Department at 856-966-6356, needs to be completed and returned to the Technology Department.
- The technology department will set up an account.
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Intramural Sports Competitions
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Jointures for Special Education Bus Transportation with Other Districts
- Contact the Transportation Department by phone for a Jointure Form. The phone number is 856-966-2112
- Complete the form and send it to the Supervisor of Transportation together with student rosters. The mailing address is 201 N. Front St., Camden, NJ 08102
- The Transportation Department will arrange for a signed agreement and timely payments.
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New Facilities Projects
- Direct contact must be made with the Plant Services Department at 856-966-2634.
- This must be followed-up with a standard requisition.
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New Jersey Family Care Program
(This is a health care coverage program for low-income adults and their children.)
- Parents are to contact the Health Services Department at 856-966-2150 for an application.
- The application is to be completed, signed, and sent directly to New Jersey Family Care.
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Nursing Services (non-public schools)
- The Health Services Department will arrange to meet yearly to discuss funds that are provided for delivery of nursing services.
- The Health Services Department and non-public schools will jointly complete reporting forms.
- Reporting forms, contracts, and a copy of the board minutes are to be sent to the County Superintendent of Schools by July 1.
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Ordering Supplies, Equipment, and Services
- No purchased can be ordered or made on behalf of the Camden Board of Education without an approved Board of Education purchase order.
- Placing an order without a purchase order subjects the one(s) placing the order liable for payment.
- Purchase orders are produced by:
- The generation of a supplemental requisition, which must be completed and signed by the principal/district department head
- The completed requisition is sent to the appropriate central staff member for approval
- The central staff member may consult the district's Business Administrator prior to approval.
- Sending the supplemental requisition to the Purchasing Department, where it is turned into a purchase order.
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Parent Center
- The Parent Center provides meetings for:
- District parents
- Bilingual parents
- The District Advisory Council
- Special-needs parents.
- Information on any of these meetings can obtained by calling 856-966-4439/ 4443/ 4445.
Physical and Occupational Therapy
- Physical and occupational therapy services are offered to students eligible for special education and related services.
- Principals are to contact the school's child study team case manager for students who are suspected to be in need of physical or occupational therapy.
- The case manager will reconvene the IEP team to hold a reevaluation conference. If additional information is needed, parental permission will be requested for a physical/occupational therapy evaluation through the health Services Department.
- If required, the Health Services Department will make a determination and notify the referring IEP team.
- Services will start within 15 days of the conference.
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Physical Examination for Staff - Referral due to lack of performance that may be related to health problems
- The principal is to contact the Heath Services Department with documentation.
- The Health Services Department will make arrangements with the employee to meet the chief school physician.
- The principal will be notified of the chief school physician's recommendation by the Health Services Department.
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Physical Examination for Staff Returning to Work from an Extended Leave of Absence
- Employees report to Human Resources on their first day back with a doctor's note that explains restrictions.
- The information will be recorded in the Human Resources Department
- Human Resources will contact Health Services to arrange for an appointment with the chief school physician,
- The chief school physician will make his/her recommendation to Human Resources.
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Physical Examination for Working Papers
- Working-paper forms may be picked up in the Transportation Department located on the first floor at 201 N. Front St.
- The form is to be completed and signed by the parent/guardian
- The completed form is brought to the Health Services Department to arrange for a physical exam (Physical exams are provided free of charge on Mondays, Wednesdays, and Fridays),
- The completed forms are taken back to the Transportation Department for official recording.
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Physical Examination from Child Study Team Evaluations
- The Child Study Team will determine the need for a physical examination as part of the evaluation process.
- Permission for the physical examination will be obtained, via a form, by the child study team following the 20-day initial evaluation meeting.
- The child study team case manager will notify the school nurse that a physical examination is needed .
- The completed form is brought to the Health Services Department, which is located on the first floor of the Administration Building, 201 N. Front St. at the time of the physical examination.
- After the physical examination is completed, the school nurse will forward the form to the child study team case manager.
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Placement of Limited English Proficient Students
- Notify the Bilingual/World Languages Department at 856-966-2408 of the need for placement.
- The Bilingual/World Languages Department will:
- Test the child using the MAC Language Proficiency Test.
- Place the child in the appropriate classroom.
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Promotion of Students in the Central Computer
- By June 30 - Student data for new "K" and "PK" (and another new student with a PCC Code of E1)
- June 30 - Homeroom assignments (K-8)
- The school may use a student address list to record the information before sending it to the Information Center.
- June 30 - List of all 5th grades entering a middle school from and to.
- August 15 - Homeroom assignments (middle and high schools)
- The school may use a student address list to record the information before sending it to the Information Center.
- As they occur - All known transfers out of the district.
- August 15 - Preliminary special education information. Include name, ID#, school from and to.
- List of retentions by the completion of summer school or sooner.
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Receiving Supplies, Equipment, and Services
- The commitment from the Board of Education to order supplies, equipment, and services is made through a signed purchase order.
- Purchase orders are produced in triplicate. The goldenrod copy is sent to the vendor and the blue and pink copies are sent to the location that will be receiving the supplies, equipment, or service.
- The pink and blue are held until the supplies, equipment, or services are received by the school/department..
- Once the items/services on the purchase order are received/delivered, it is the obligation of the person receiving those goods or services to sign the pink copy of the purchase order and send it to the Accounts payable Department in a timely manner.
- The blue copy is maintained on file in the department receiving the items on the purchase order.
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Report Cards/Progress Reports (Grades PK through 5)
Contact the Director of Curriculum and Instruction, Ms. Delia Brown, 856-966-2325 with the quantity needed.
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Right-to-Know
- Contact the Plant Services Department at 856-966-2634 with questions,
- The department will be responsible for making further contacts, if needed.
- During the year, the Human Resources Department will submit the names of employees required to take training under the Right-to-Know Law to Honeyford and Smith, the agency contracted to provide the training.
- Honeyford and Smith will notify each identified employee and his/her immediate supervisor of the scheduled training date.
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Salary/Deductions Inquiry
Contact the Payroll Department at 856-966-2052.
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Section 504 Services
(504 services relate to disabled students)
Parents are to contact the school nurse with the student's 504 needs.
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Security of School District Buildings
Make direct contact with the Office of the Chief Security Officer at 856-966-2101.
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Services for Homeless Children
- Contact manager, Human Services Department at 856-966-2512 with details on the homeless child and other relevant school data.
- The Manager will complete the Homeless Form and arrange for an on-site visit and investigation.
- If the child is residing outside of Camden, the Manager will arrange for a contract for educational services to the homeless child.
Special Education Placement
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SRA
- To be eligible for SRA, the student must:
- Have taken the HSPT/HSPA and not achieved the minimum standards for passing the test, as established by the State of NJ in the areas of reading, mathematics, and writing.
- If eligible, an SRA instructor will be assigned by the school who will review the testing results and assign the necessary cluster(s) to be reviewed.
- The assignment must be completed by March 31 of the senior year.
- Further information is available from Mr. Horace Gibson, 856-966-2424.
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Statistics
- Send a memo in writing to the Director of Research and Planning with a list of the desired statistics and formats. The fax number is 856-966-2571.
- Include phone and fax number where the person making the request can be reached.
- Statistics are also available through the district's website at www.camden.k12.nj.us.
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Staff Immunization Mantoux Test
- All new employees and first time substitutes will be notify by Health Services Department of the dates set aside for inoculation.
- Inoculations are held in the schools and administrative offices.
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Student Data Forms
- Student data forms are to be used for all attendance transactions involving the central computer.
- A request for additional Student Data Forms is to be made to the Attendance office at 856-966-2537.
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Student Health Immunization
- The school nurse reviews the health records of every pupil at the start of each school year.
- The nurse will notify the parent/guardian of incomplete immunization records and refer the parent to their personal physician or immunization clinic.
- Parents will send a physician's note to the school nurse after the immunization shots are given.
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Student Health Mantoux Test
- The school nurse will notify the parent/guardian of all kindergarten, eighth grade students, and all students who arrived from out-of-district, out-of-state, or out-of-country of the dates and locations of the test.
- All children in every school must be inoculated against TB, unless there is a written note from the parent to the contrary.
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Student Health Problems
(For any student with health problems that cannot be resolved in the school.)
- The principal or school nurse is to contact the Health Services Department with the referral.
- The referring person is to send to Health Services all appropriate documents.
- The Health Services Department will contact the family.
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Student Physical Examination for Participation in Sports
- Students pick up the physical form from the school and obtain a list of the pre-arranged date(s) and location(s) for physical exams.
- The form is to be completed and signed by the parent/guardian.
- The student brings the form to the designated location on any of the pre-arranged dates.
- The appropriate supervisor will arrange bus transportation to and from the physical exam site.
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Student Reports
- A completed and signed Attendance Report Request Form is to be faxed to the Information Center. The fax number is 856-964-4889.
- The requested reports will be sent to the school by board truck.
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Supply Delivery and Pickup for District Supplies and Equipment
Direct contact with the Plant Services Department at 856-966-2634, followed up with a standard requisition.
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Swipe Card (New employees or Lost Card)
For new employees:
- After approval by the Board of Education, the principal notifies the Human Resources Department in writing.*
- The notification includes the employee's name, social security number, location of employment, and the principal's signature.
- Human Resources Department verifies that the employee is in the payroll system.
- A hard copy of the payroll sheet is made for documentation.
- A swipe card is produced and a photocopy made for the employee's records
- The employee is sent the swipe card by board truck.
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Transferring Students
PARENTS OF CHILDREN IN SELF-CONTAINED SPECIAL EDUCATION CLASSES CANNOT TRANSFER CHILD TO ANOTHER CAMDEN CITY PUBLIC SCHOOL WITHOUT APPROVAL OF THE SPECIAL EDUCATION DEPARTMENT. In all other cases, when a parent requests a student transfer, the following procedure must be followed by the transferring school and the receiving school:
The transferring school:
- Issues the student data form and records the last date of attendance
- Sends the white copy of the student data form directly to the new school, gives a copy to the parent, and reports the transfer to the Information center
- Enrolls the transfer student upon receipt of the transfer card and counts the student absent each day following, for up to 10 days
- During the 10 day period, investigates the student's whereabouts or school status
- Records the student in the register as a D7 dropout (new residence, school status unknown) if the student cannot be located within 10 days, and the school reports the dropout to the Information Center
- A declared transfer student can become a dropout at any time during the year, but is most common at the end of the school year or during the summer. If the transfer occurs during the summer:
- Issues the student data form and changes the student's final status code to the appropriate code for transfer to a new school
- Sends the white student data form directly to the new school and reports the transfer to the Information Center
- Enrolls the "summer transfer" student on the first school day in September upon receipt of the transfer card
If a NJ student presents himself without a transfer, the child must be admitted. However, the receiving school must immediately contact the sending school. A 24-hour grace period may be given to provide birth certificate, immunization records or proof of address. The Attendance Department should be contacted to assist with any problems.
Students transferring outside the district
If a parent does not know the name of the new school, the sending school must send the transfer directly to the Superintendent's Office in the new district. This, also, must be done immediately.
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Translations and Interpretations
Contact the Bilingual/World Languages Department at 856-966-2408 to arrange the delivery of the material(s) to be translated or the time and place for the interpreter.
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Truant Officers (T.O.) Slips
- The T.O. slip is to be completed by the classroom teacher, sent to the office, and given to the attendance officer for follow up.
- The attendance officer will report back to school in writing using the same T.O. slip.
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Trash and Refuse Pickup
The individual is to make direct contact with the Plant Services Department at 856-966-2634, followed up with a standard requisition.
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Truancy
Report the location of truant students to the truancy hotline at 856-966-8899.
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Working Papers
- Students aged 14 and over must submit a correctly completed NJ State Employment Form and an original birth certificate for examination and certification.
- Once the form is approved, the student must take a physical exam
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Workman's Compensation
- The injured employee reports to the school nurse with notification of the accident.
- The nurse will record the information and then call the 1-800- number to report the workman's compensation claim.
- The school gives the employee a medical authorization slip for use with one of the board's physicians.*
- The board's workman's compensation claim agent notifies the Human Resources Department by fax.
- After examination, the workman's compensation physician notifies the board's workman's compensation agent and the employee of the medical status.
- After receiving the workman's compensation medical status, the employee must report back to the school (or location) that day or first thing the next school workday.
- If the medical status requires special accommodations, the employee will be sent from the school to HR, which will provide a new assignment.