5200-R
POLICIES AND PROCEDURES FOR PARTICIPATION IN SCHOOL SUPPORTED STUDENT ACTIVITY PROGRAMS
This administrative regulation for Policy 5200 is effective for all non-credit bearing school supported student activity programs meeting outside of the regular school instructional program.
1. Eligibility
1.1 Each student will participate under the eligibility requirements, rules, and regulations of the NYS Commissioner of Education, the NYS Public High School Athletic Association, the Onondaga High School League, Section III and/or the Phoenix Central School Board of Education.
1.2 Equal opportunity to participate in school supported student activity programs, either on separate teams/groups or in mixed competition on the same team/group, shall be provided to male and female students, except as outlined in the Commissioner’s Regulations and Regulations of the NYSPHSAA.
1.3 For each team/group of which he/she is a candidate, a student must return the signed “Parent Consent” and Emergency forms to the coach/advisor. A student will not be permitted to participate in practice sessions after the first week if this requirement is not completed. Coaches/Advisors may require that these forms be completed before the first or second practice.
2. Academic Eligibility for School Supported Student Activity Programs
2.1 Students in grades 9-12 – Eligibility will be based on the work of the student for the ten-week period prior to participation and during the participating season. In order to be eligible, students must be passing a minimum of three classes in addition to physical education. Eligibility lists will be prepared as soon as the report cards are issued, (November, January and June). June in compilation with summer school reports will be used to determine eligibility for fall school supported student activity programs, November reports for winter activities and January reports for spring activities.
2.1.a Eligibility in grades 8 & 9-12 for the first ten weeks of the school year shall be based on the marks received the preceding June. The June average will be computed from either the final grade or 4th quarter grade received, whichever is to the student’s advantage. In the event a student attends summer school to make up a deficiency, the summer school mark may be substituted for the June grade.
2.1.b Students in grades 9-12 involved in a school supported student activity program who drop below the minimum threshold of passing three classes in addition to physical education during the season, whether it be at the mid-mark, or new report card issuance, will be placed on probation. Advisors and/or coaches of students placed on probation will monitor the student’s progress until the next report card or 5-week report is available. Probationary status will result in the student’s loss of game/activity privileges, until a signed eligibility report indicates the student is passing the required three classes in addition to physical education. In order to continue participation, the student must submit an acceptable report on a weekly basis to the advisor/coach until the next “official” school report card, or 5-week report is available.
2.2. Year-long grade 9-12 school supported activity programs - In order to continue to participate in year-long activities, students must maintain eligibility during subsequent marking periods during the activity. Students who do not maintain eligibility status will be placed on probation in the activity. If no progress, or if insufficient progress, is made by the student toward the reinstatement status of “student in good standing”, the student is placed on a “no participation status” for one week. The student must continue to receive instructional help in the deficient area and file a “School Supported Student Activity Programs Academic Eligibility Report” at the end of the week with the building principal, or his or her designee. If the student eligibility report identifies the student is passing three classes in addition to P.E., the student will be eligible to participate in games and continue membership in other school supported activities. If the report shows the student is still deficient, he/she will be expected to participate in practices but not be permitted to participate in the activity/ performances until an acceptable probationary report is submitted. The student will remain on probationary status until the issuance of an official school report card or 5-week report card showing the student is passing three classes in addition to P.E. Throughout the school year, eligibility will be determined quarter by quarter. Students may enter or re-enter yearlong activities throughout the school year at quarterly marking periods as eligibility is re-acquired and in keeping with the individual program criteria and schedule.
2.2 Eligibility shall be determined from grades in all subjects in which the student is enrolled for the quarter. The grade of 65 is the minimum standard for passing a subject. Grade 9-12 students must be passing (grade of 65 or better) a minimum of 3 classes in addition to physical education to be eligible to participate in school sponsored student activity programs.
2.4 A student placed on “probationary status” that wishes to regain his/her “student in good standing” status, must complete a School Supported Student Activity Program Academic Eligibility Report”. The form is available at the Guidance Office, the Athletic Office or from the team coach or activity advisor. The student must have his/her teacher review and complete the form for each class in which he/she is enrolled. The student is to meet with the building principal, or his or her designee, to review the completed form on a weekly basis. The student needs to attend at least one extra-help session in the class he/she is deficient in during each probationary week. The student must initiate this session but attendance can be waived by the teacher. In order to continue participation, the student must submit an acceptable report on a weekly basis to the advisor/coach until the next “official” school report card, or 5-week report is available. The student will not be permitted to
participate in games or performances in other school supported student activity programs until he/she demonstrates through a signed eligibility report that he/she is passing the required three classes in addition to P.E. The principal, or his or her designee, will review the weekly report to help monitor the student’s progress. The principal, or his/her designee, has the following options:
2.4.a Reinstate the student to status of “student in good standing” deeming the student eligible to enter a new seasonal activity upon review of a newly issued school report card or 5-week report card.
2.4.b If no progress, or if insufficient progress, is made by the student toward the reinstatement status of “student in good standing” the student is placed on a “no participation status” until a signed eligibility report is submitted showing he/she is passing the required three classes in addition to P.E.. The student must continue to receive instructional help in the deficient area and file a School Supported Student Activity Programs Academic Eligibility Report” at the end of the week with the building principal, or his or her designee.
2.4.c A student not in good academic standing after six weeks - Students in 7th or 8th grades and 9-12 on probationary status, who do not achieve passing grades during the probationary period would not meet eligibility criteria to enter the next seasonal school supported activity program.
3. 7th & 8th Grade Student Eligibility in School Sponsored Activities
3.1 Academic Eligibility for Student Supported Programs
School supported programs occur outside the regular instructional program and are voluntarily engaged in by students, have the approval of the school administration and do not carry credit toward promotion or graduation.
For grades 7 and 8, there are four-seasons of student supported programs. Eligibility to try out for a school supported activity is permitted when a student has failed no more than two classes (64 or lower) determined by the preceding five-week report or report card (see list below). An eligible student is thus recognized with a status of “Student in Good Standing”.
If a student has failed 3 or more classes as determined by the preceding five-week report or report card (see list below), s/he is ineligible to try out for the student-supported activity.
1. June Summer School (Gr. 8 only) – for Fall season
2. October 5 wk. Report – for Winter I season
3. December 15 wk. Report – for Winter II season
4. February 25 week report – for Spring season
In addition, once a student has been accepted into a school-supported activity, a student will be deemed ineligible and dropped from the team or activity, when a student fails 3 or more classes during the student supported activity as determined by course grades on a 5-week report or a report card.
3.2 Probationary status:
Once a student has been accepted into a school-supported activity, probationary status can begin at any point during the student supported activity when a student fails 1 or 2 classes as determined by course grades on a 5-week or a report card.
Once on probation, a student is expected to file each week an academic eligibility report until the next five-week report or report card is issued. #’s 1 through 5 below apply for a student on probation.
1. To start the first week of probation, the student is expected to:
a. Participate in practices but may not participate in games/performances.
b. Attend one extra help session in each deficient course during the week.
c. Have the principal or designee review his/her eligibility report at end of first week.
2. At the end of the first week of the school supported activity, if the student has passed with a minimum of 65 all classes as determined by the eligibility report, the student:
a. Is reinstated as a “Student in Good Standing”.
b. Can once again participate in games/performances.
c. Will remain on ‘watch’ until the next five-week report or report card is issued.
d. Continue to file an academic eligibility report each week until the next five-week report or report card is issued.
e. Have the principal or designee review his/her eligibility report at end of each week until the next 5-week report or report card is issued.
3. At the end of any week of the student supported activity, if the student has passed with a minimum of 65 all classes as determined by the academic eligibility report, the student:
a. Retains the status of “Student in Good Standing”
b. Can participate in games/ performances.
c. Will remain on ‘watch’ until the next five-week report or report card is issued
d. Continue to file an academic eligibility report each week until the next five-week report or report card is issued.
e. Have the principal or designee review his/her eligibility report at end of each week until the next 5-week report or report card is issued.
4. At the end of any week of the student supported activity, if the student fails 1 or 2 classes as determined by the academic eligibility report, the student will be expected to:
a. Immediately file an academic eligibility report.
b. Participate in practices but may not participate in games/performances.
c. Attend one extra help session in each deficient course during the week.
d. Have the principal or designee review his/her eligibility report at end of the week.
5. At the end of any week of the student supported activity, if the student fails 3 or more classes as determined by the academic eligibility report, the student will be determined ineligible and dropped from the team or activity.
3.3 Academic Eligibility for Grade 7 or 8 Students Participating in High School Student Supported Activities
Eligibility to try out for a school supported activity is permitted when a student has passed with a minimum of 70 in all classes as determined by the preceding five-week report or report card (see list below). An eligible student is thus recognized with a status of “Student in Good Standing”.
If a student has below a 70 in 3 or more classes as determined by the preceding five-week report or report card (see list below), s/he is ineligible to try out for the student-supported activity.
In addition, once a 7th or 8th grade student has been accepted into a high school school-supported activity, a student will be deemed ineligible and dropped from the team or activity, when a student has below a 70 in 3 or more classes during the student supported activity as determined by course grades on a 5-week report or a report card.
3.4 Probationary Status for Grade 7 or 8 Students participating in High School Student Supported Activities
Students in grade 7 or 8 participating in high school student supported activities must maintain a minimum grade of 70 or better in all classes to be considered eligible. Once a student has been accepted into a school-supported activity, probationary status can begin at any point during the student supported activity when a student has below a 70 average in 1 or 2 classes as determined by course grades on a 5-week or a report card
Once on probation, a student is expected to file each week an academic eligibility report until the next five-week report or report card is issued. #’s 1 through 5 below apply for a student on probation.
1. To start the first week of probation, the student is expected to:
a. Participate in practices but may not participate in games/performances.
b. Attend one extra help session in each deficient course during the week.
c. Have the principal or designee reviews his/her eligibility report at end of first week.
2. At the end of the first week of the school supported activity, if the student has passed with a minimum of 70 all classes as determined by the eligibility report, the student:
a. Is reinstated as a “Student in Good Standing”.
b. Can once again participate in games/performances.
c. Will remain on ‘watch’ until the next five-week report or report card is issued.
d. Continue to file an academic eligibility report each week until the next five-week report or report card is issued.
e. Have the principal or designee review his/her eligibility report at end of each week until the next 5-week report or report card is issued.
3. At the end of any week of the student supported activity, if the student has passed with a minimum of 70 all classes as determined by the academic eligibility report, the student:
a. Retains the status of “Student in Good Standing”
b. Can participate in games/ performances.
c. Will remain on ‘watch’ until the next five-week report or report card is issued
d. Continue to file an academic eligibility report each week until the next five-week report or report card is issued.
e. Have the principal or designee review his/her eligibility report at end of each week until the next 5-week report or report card is issued.
4. At the end of any week of the student supported activity, if the student falls below a 70 in any class as determined by the academic eligibility report, the student will be expected to:
a. Immediately file an academic eligibility report.
b. Participate in practices but may not participate in games/performances.
c. Attend one extra help session in each deficient course during the week.
d. Have the principal or designee review his/her eligibility report at end of the week.
5. At the end of any week of the student supported activity, if the student has below a 70 average in 3 or more classes as determined by the academic eligibility report, the student will be determined ineligible and dropped from the team or activity.
4 Attendance
4.1 In order to participate in practice or an activity/contest on a given day, a student must be in attendance before 10:00 AM. Any absence on the day in question must be for a legal reason, with a written excuse submitted to the school.
4.2 Any student absent on a Friday will not be able to participate in any event on the following Saturday, unless the parent presents a written valid reason for absence – if the student was under a doctor’s care, the doctor should provide the student with a medical release to participate in the activity/sport.
4.3 Each student participant is expected to be at every scheduled practice and activity/contest unless he/she has a medical excuse or legal excuse from the office, one of his/her teachers, or his/her parent or guardian. Students who plan to be absent from a practice or activity/contest must personally notify the advisor/coach prior to the practice or activity/contest that they expect to miss.
4.4 Students that are absent from a practice or practices may be withheld from participation for either a portion or all of their next activity/contest. A student’s absence may result in a loss of conditioning or lack of awareness of new group/team strategies that would place the student behind his/her group/team members in these areas.
4.5 Students are expected to be in attendance the day after a activity/contest. The advisor/coach will follow up on all absences, and those students who cannot justify their absence will be suspended for the next activity/contest.
4.6 No student shall quit a team/group without first talking with the coach/advisor and explaining the reason for leaving the team/group. Any student who quits or is dismissed from a team/group will forfeit all athletic/school supported student activity program awards for that team/group and will be disqualified from participation in a different sport/activity for the remainder of the season, or until the activity is completed. It is the responsibility of the student to confer with the coach/advisor regarding their reason(s) for quitting. The student must set a meeting with the coach/advisor within two (2) school days from the last day of participation for this discussion. Any and all equipment must be returned upon termination of participation. If a student quits a team /group without first talking with the coach /advisor and explaining the reason for leaving the team /group, or fails to return any and all equipment upon termination of participation, he/she will be disqualified from participating on an athletic team /in a group the next season.
5 Conduct
5.1 Students involved in school supported student activity programs are expected to exemplify good citizenship both in school and in the community at large. The student must display good behavior both in practice and games/activities. Students found to be in violation of the code of conduct outlined in the student planner/agenda will be subject to the corresponding range of consequences and may also face consequences from a one (1) activity/contest suspension up to dismissal from the team/group. A conference will be held to review the affected student’s violation
with the student, a parent/guardian, the advisor/coach, the building administrator, and/or the athletic director.
5.2 The use, possession, sale or distribution of alcohol or other controlled substances or the use and/or possession of drug paraphernalia is prohibited. Students are also prohibited from the use or possession of tobacco and tobacco products. Accepted is any drug taken in accordance with a current prescription signed by a physician and on file in the school, which is to be taken by that particular student as prescribed at the time in question. The terms “alcohol and other substances” shall be construed to refer to the use of all substances including, but not limited to, alcohol, inhalants, marijuana, cocaine, LSD, PCP, amphetamines, heroin, steroids, look- alike drugs, and any of those substances commonly referred to as “designer drugs.” The inappropriate use of prescription and over-the-counter drugs are also be prohibited.
A member of the teaching/coaching staff, a school administrator, or a member of local law enforcement must determine evidence of the use and/or possession of alcohol and/or other substances or of tobacco and/or tobacco products. The advisor/coach, school administrator, or athletic director will notify the parent/guardian of a student believed to be in violation of this policy. Before a determination of penalty is made a student must attend a conference which may include the parent or guardian, a building administrator, and the advisor/coach of the activity.
5.2.a Those students found in violation of this policy #5312.3 for the use and/or possession of tobacco and tobacco products will be subject to the imposition of a range of consequences as outlined in the student planner/agenda. The penalties will range from a one-(1) activity/game suspension to dismissal from the group/team. If suspended from an activity or a game, the student must attend practices, and attend the activity/game dressed in proper street clothes, and sit offstage or on the bench.
5.2.b Those students found to be in violation of this policy #5312.1 for the use, possession, sale or distribution of alcohol or other substances or the use, possession of drug paraphernalia will be subject to school disciplinary action in combination with the penalties specified in Board of Education Policy/Regulation 5312.1 - Drug and Alcohol Abuse.
5.3 Individual coaches/advisors may set up rules pertaining to their particular sport or activity. Students will be informed of these rules and are required to abide by them. Students who are members of an athletic team, and who receive a school suspension from the building principal for any conduct related disciplinary infractions, will have their suspension reviewed for training rules violation(s).
5.4 Any student who has issues or concerns of any kind regarding his/her participation in a activity/sport shall bring it to the attention of the advisor/coach and expect a fair settlement. Any member of the group/team that is aware of another student’s issues or concerns shall bring it to the attention of the advisor/coach so that such dissatisfaction can be addressed. When related to interscholastic sports, the athletic director shall be consulted if the matter cannot be resolved between the coach and the student(s). When related to other school supported activities, the Building Principal shall be consulted if the matter cannot be resolved between the advisor and the student(s).
6 Non-Athletic School Supported Student Activities
6.1 For those school supported activities not considered athletic programs that are established outside of the regular instructional program, per Policy 5200 “are voluntarily engaged in by students, have the approval of the administration and do not carry credit toward promotion or graduation” as outlined in the student handbook/agenda planner, eligibility for participation shall take into account the school that the student attends. It shall also take into account the skill level of 7th and 8th grade students deemed exceptionally gifted whose growth in talent would be enhanced by their participation in music and drama programs developed for students in grades 9-12. In order for a 7th or 8th grade student to qualify for participation at the 9-12 level, they must satisfy the components specified in the Phoenix Central School District Music Drama & Cheerleading Selective Classification Procedures as follows:
6.2 Selective Classification Procedures
6.2.a These procedures will require the satisfaction of certain elements, including but not limited to, parental approval, a recommendation of a staff member of the Middle School Music Department, and a recommendation of a Middle School administrator, and proof of a solo performance level as indicated by NYSSMA competitions, awards and assessments, or as evaluated through an audition committee, and approval of the advisor at the 9-12 level. Programs established for the sole purpose and benefit of an individual grade, for example 10th grade students, will limit participation to those students in that specific grade.
7 School Supported Student Athletics
7.1 Health and Medical
7.1.a Once each school year, every student athlete must pass a physical examination prior to practice or participation in any interscholastic sport. The student athlete is responsible to report for the physical examination at the scheduled time. Health History Updates may be requested if the physical date exceeds 30 days from the start of practice.
7.1.b The student athlete will report all injuries to the coach no matter how minor.
7.1.c If a student athlete has a physician-attended injury, or is absent from attendance in school or at practice sessions, due to illness, for five or more consecutive days, he/she must have the approval of the attending physician before participating in a practice, scrimmage or game.
7.1.d WARNING: Participation by a student in athletic activities involves some degree of risk of physical injury. Such physical injury can occur in any type of sports activity, be it “contact” or a “non-contact” sport. Further, many injuries are truly accidental in nature and involve no negligence by anyone, including a student. By volunteering to participate in a school supported athletic activity, a student and his/her parent(s) acknowledge the potential risk for an accidental physical injury to occur.
The school District carries insurance on all participants in athletics through the Pupils Benefit Plan, Inc. This is a non-duplicating insurance policy, which means that if a student is injured, the parent’s insurance picks up the primary costs and the District’s policy will cover the remainder, up to the established limits. If the parent or guardian has no insurance, they should contact the school nurse. The participant and/or the parent or guardian is responsible for notifying the coach or school nurse of an injury as soon as possible for guidance in filing a claim on the appropriate forms and within the Athletic Department’s prescribed procedures.
7.2 Selective Classification Program
7.2.a Selective classification is a New York State Education Department approved process designed to assess the physical and emotional maturity, and the physical fitness and capabilities, of extraordinary 7th and 8th grade athletes in order to determine the appropriateness of their participation in athletics at the junior varsity and varsity levels. The process requires input from the physical education staff, the district medical staff, and the guidance department, along with that of the parent(s)/guardian(s) and the student.
7.2.b The District will maintain a selective classification program for the purpose of determining whether or not a particular 7th or 8th grade student should participate in junior varsity or varsity athletics.
7.2.c The Athletic Department shall use the methods and criteria established by the New York State Education Department to determine whether or not 7th and 8th grade students are appropriately placed on junior varsity or varsity teams.
8 Transportation
8.1 Students will travel to and from contests/activities with their group/team and advisor/coach in district vehicles except when extenuating circumstances arise. When this occurs, they may be released directly to their parents for transportation. The parent(s) must contact the advisor/coach in charge of the group/team and give written notification to the coach of their intent to transport their own child. If a parent wishes to have a student released to another parent to transport their child to or from an event, they must give notice to a building administrator and obtain the administrator’s approval prior to the group’s departure to the event.
8.2 A student traveling on a district vehicle must comply with all rules pertaining to behavior on such a vehicle.
Reviewed by the BOE: August 25, 2008