The increased prevalence of allergies and the risk of life-threatening anaphylaxis have impacted the school environment in recent years. Many environmental factors may serve as allergens. Food, insect stings and latex are examples of common allergens. While the Board of Education cannot guarantee an allergen-free environment, the Board will endeavor to provide an environment that limits the risk for students with life-threatening allergies. The Board directs the Superintendent of Schools and/or designee(s) to take steps necessary to meet this objective.

Allergies

For students with a known diagnosed allergy (whether food, or non-food) who are at risk for anaphylaxis or other allergic reaction, it is necessary for the district to work cooperatively with the student’s parent(s)/ guardian(s) and the student’s physician/healthcare provider.

The student’s parent(s)/guardian(s) must provide the student’s school with a documented diagnosis of allergies and clear, easy-to-follow written instructions from the student’s physician for managing the student’s allergies, including, but not limited to: avoidance measures, typical symptoms, dosing instructions for medications and emergency protocols. Parents/guardians are responsible for providing the allergic child’s medication directly to the school health office in a properly labeled original container and for maintaining an adequate and up-to-date supply. Parents/guardians will provide written permission for the child’s physician and school officials to consult on behalf of the child. This notification should occur at the time of enrollment or as soon after diagnosis as possible. Once the district has been notified by the parent/guardian, a conference will be held to develop an Emergency Care Plan.:

• Such Emergency Care Plan shall include all necessary treatments, medications, staff training, and educational requirements for the student.
  • Appropriate school staff will receive details of the allergic student’s condition and Emergency Care Plan.
• The student’s parent(s)/guardian(s) must obtain appropriate health care provider authorization in writing that includes the frequency and conditions for any testing and/or treatment, symptoms and treatment of any conditions associated with the student’s allergy(ies), and directions for emergencies.
• If the student is eligible for accommodations based upon the Individuals with Disabilities Act (IDEA), Section 504 of the Rehabilitation Act of 1973 or the Americans with Disabilities Act, the appropriate procedures will be followed regarding evaluation and identification.

The Superintendent of Schools and/or designee(s) will establish school level emergency plans to adequately deal with and treat potential anaphylactic reactions occurring in previously undiagnosed individuals, via a non-patient specific order. A non-patient specific order is a standing order or protocol issued by a physician or certified nurse practitioner, authorizing a Registered Nurse to administer anaphylactic treatment agents to a student or staff member suffering an anaphylactic reaction even if there is no known history.

Food Allergies

One of the more common forms of allergies involves food. Students may display a range of allergic responses from minor to life-threatening. In some cases, minute amounts of the food allergen, when eaten, touched or inhaled can make the allergic child very ill.

Currently, there is no cure for food allergies and avoidance is the only prevention; yet it is impossible to achieve complete avoidance of all allergic foods, as there can be hidden or accidentally introduced sources. Therefore, the child’s parents/guardians and physician/health care provider must prepare the school district for serious reactions that may occur despite precautions in accordance with the procedures set forth above.

The district’s goals for food-allergic children are to reduce the risk of exposure, identify and recognize symptoms of an adverse reaction and ensure prompt emergency treatment. In response to a specific case of food allergies, the district may place limitations on foods that may be brought into school from home or places where foods may be eaten. The district will seek cooperation from the school community, as implementation shall be consistent across the district.

The district does not have diagnostic responsibility with respect to medical conditions. In the event the district is not equipped with the proper information when presented with a food allergic student in the serving line, school staff will review food labels and the student will be provided items deemed safe by school staff.                 

Regulations

The Superintendent of Schools and/or designees shall establish regulations to provide for students with life-threatening allergies. These regulations may include development of a sample Emergency Care Plan, EpiPen or other medications, and meal accommodations, to be used, as well as staff training, staff in-service, forms, and letters, consents, waivers, and privacy issues, and sharing of information.

ALLERGY/ANAPHYLAXIS REGULATION

Definitions

Allergen: A substance that triggers an allergic reaction.

Allergies: An exaggerated response to a substance or condition produced by the release of histamine or histamine-like substances in affected cells. It is characterized by an overreaction of the immune system to protein substances – either inhaled, ingested, touched or injected – that normally do not cause an overreaction in non-allergic people.

Allergic Reaction: An immune system response to a substance that itself is not harmful but that the body interprets as harmful. When an allergen is eaten, the food allergic student produces histamine. Once the histamine is released in the body it causes chemical reactions which trigger inflammatory reactions in the skin (itching, hives, rash), the respiratory system (cough, difficulty breathing, wheezing), the gastrointestinal tract (vomiting, diarrhea, stomach pain), and the cardiovascular system (lowered blood pressure, irregular heartbeat, shock). Each person with a food allergy reacts to the allergy differently. Each reaction by a food allergic student may differ in symptoms.

Anaphylaxis: A life-threatening allergic reaction that involves the entire body. It may be characterized by symptoms such as lowered blood pressure, wheezing, vomiting or diarrhea, and swelling and hives. Anaphylaxis may result in shock or death, and thus requires immediate medical attention.

Disability: The Americans with Disabilities Act (ADA) defines a person with a disability as a person who has a physical or mental impairment that substantially limits one or more major life activity. 

Food Allergies

Parent/Guardian Responsibilities:  When a student’s significant or life-threatening food allergy(ies) has been identified by his parent(s)/guardian(s) and physician/health care provider, the school district requires that the parents/guardians:

1. inform the school of the student’s s allergy(ies) and/or condition and provide written medical documentation that is updated regularly;
2. provide the school with written medical instructions from their physician/health care provider;
3. provide the school with EpiPens and other medication, if appropriate, as prescribed by the family physician. Such medications should be delivered in a pharmacy labeled container or original unopened over the counter packaging;
4. assist in the school’s communications plan;
5. participate in the development of an Emergency Care Plan;
6. provide safe foods for lunches, snacks, and special occasions;
7. confer with teachers and the school nurse, if necessary, regarding lessons or projects that use food;
8. teach their allergic child to recognize first symptoms, to communicate these to staff; 
9. educate the student with allergy(ies) not to share snacks, lunches, drinks, utensils and report any issues to staff immediately.
10. consent to share photographs and medical information with necessary employees;
11. maintain up-to-date emergency contacts and phone numbers; and
12. notify school nurse and food service director if meal accommodations are needed.    

School Food: In accordance with the USDA National School Lunch Program (“NSLP”), the District will allow for appropriate substitutions or modification for meals served to students with food allergies. The USDA requires reasonable meal modifications on a case-by-case basis for children whose disability restricts their diet, based on a medical statement signed by a recognized medical authority (Licensed Physician, Physician Assistant, or Nurse Practitioner).  Requests for meal substitutions or modifications for children with disabilities must be made using the “Special Dietary Needs Medical Statement Form”. Once the request is reviewed, evaluated, and approved, modifications can begin. The district will not deny or delay a requested meal modification because the medical statement does not provide sufficient information. When necessary, the district will work with the child’s parent or guardian to obtain the required information. Students with disabilities will only eat food approved by the parent or brought from home.  

Dining Room:  When parent(s)/guardian(s) and their health care provider/physician inform the District or school building of a student with a food allergy(ies) and request lunchroom accommodations, the school will institute lunchroom procedures to help protect the child. Most commonly, this will include children with “nut” (e.g., cashews, hazel nuts, walnuts, almonds, pine nuts, etc.) allergies. The school will designate certain cafeteria areas as “allergen controlled”. Allergen controlled areas will be supervised by cafeteria monitors. Prior to each lunch period, the designated table and seats will be cleaned with a wet soapy cleaner and wiped with disposable towels.

All students will be told that there will be no sharing,  trading or touching of food, utensils, or containers.      

To provide for a normalized social meal environment, children with safe lunches may sit at the allergen-controlled table. School lunches are an example of a safe lunch for any nut allergic student, since our schools do not serve food with nut ingredients. Non-Allergic students are not allowed to bring additional snacks from home to the allergy-controlled table when purchasing a school lunch. Lunch monitors will ensure that students are seated away from any allergens. Allergen controlled tables should not be situated near food lines or garbage cans.

A letter will be sent home to all families in the school seeking voluntary support for limiting food allergens brought in from home. A letter will also be sent home to classmates of children with food allergies explaining cafeteria and classroom rules. The classroom teacher will also inform the class about the rules and explain the seriousness in an age-appropriate way.

See also, White Plains CSD Guidance for Implementing Cafeteria Tables, annexed hereto

Elementary Classrooms, Snacks: Smart Snacks are strongly encouraged. Due to our students collaborating with the other classes NO NUTS will be allowed in any classroom (regardless of whether any students with a nut allergy are in a particular class). Snacks that say “may contain or made in the same facility as” are permitted. Classroom snacks cannot have nuts in the ingredients. Students will continue to be encouraged not to share snacks.    

Food allergic students will eat only snacks or food for special events brought in from their home. They will not be permitted to eat or touch food brought in by others for snacks or special events unless approved by the food allergic student’s parent(s) or guardian(s). A parent/guardian of a student with food allergies may choose to send their own foods for occasions such as these.

Elementary Classroom Parties: Homemade food is not permitted for any classroom celebration. All food that is shared for parties and events must be free of nuts and contain a food label. If food is to be shared for a classroom celebration, class parents and/or the classroom teacher will notify parents/guardians of students with food allergies (and other medical conditions involving food limitations) and give at least 48 hours’ notice of food which will be brought into the classroom to ensure it is safe to be in the classroom. Birthday celebrations containing food will occur no more than once per month in every class. Parents who will be sharing food for a classroom celebration must inform the class parent(s) and classroom teacher what food they will be sharing. The parent(s)/guardian must provide at least 48 hours’ notice to the class parent and classroom teacher. Parent(s)/guardian(s) may choose to send their child with “safe” foods for classroom celebrations. Parent(s)/guardian(s) may always choose a non-food option or activity to celebrate.  The White Plains City School District Wellness Policy encourages and promotes non-food activities and discourages foods and beverages which do not meet “Smart Snack” standards at celebrations. Examples of non-food related classroom celebrations may include but not be limited to extra recess time; special guest read aloud; game of choice to play with class; dance party; and crafts. .

The classroom teacher will educate children, in an age-appropriate manner, about the seriousness of food allergies. All students will be educated on not sharing snacks, utensils, and food related items.

District Wide: Homemade food is not permitted for any school activities, events, or fundraisers. All food brought in must have a food label with ingredients clearly marked. All foods that are brought in must be free of nut or nut products. As per District Wellness Policy, this applies to all school and classroom parties, snacks that have been brought in for the class or school, celebrations, food provided to learn about cultures or countries, and other events where food is provided.

Field Trips:  Students with a known diagnosed allergy who are at risk for anaphylaxis who have emergency medication prescribed for use in school must have their prescribed medication (for example, an epinephrine auto-injector, such as an EpiPen) readily available on any field trip which the student attends. The student’s parent/guardian may be invited to attend the field trip to accompany the student in addition to the regular chaperone. If a parent/guardian does not attend, a designated person trained in the administration of the medication/use of epinephrine auto-injector will have access to the medication/epinephrine auto-injector and keep the child with allergies in their group. Staff and chaperones will be briefed on the identity of the child, the specific allergies, and the symptoms to be aware of. On every field trip there will be access to a telephone, cell phone, or radio communication in case of emergency.

If students bring their own lunches on a field trip, all parent(s)/guardian(s) will be asked to carefully avoid certain allergens and that all lunches be free from any nuts or nut products. If the class will be eating at a restaurant, the student with food allergies must bring his/her own food or signed permission from the parent to eat out and what the child may eat. All students will be reminded not to share or trade any food.

School Buses:  Unless required by a medical condition, there will be no eating of food on school buses going to and from school or field trips. All food is to remain in backpacks. Eating on the bus presents both a choking hazard and an allergy risk. The bus driver will be informed about any child with food allergies along with a description of the signs and symptoms of an allergic response and anaphylaxis. 

 

A list of students with allergies will be on each school bus. There will be designated seats, near the driver, particularly for young children. Parents may arrange with a building administrator for a friend to sit with their child. These designated seats will be cleaned with wet soapy cleaner and wiped with disposable towels whenever possible. All buses will be equipped with a reliable communication device, a radio and/or cell phone.

If possible, when there is a substitute bus driver, prior to the first run he will speak to the dispatcher and be briefed on the list of students with allergies.

In-Service Training:  Staff who interact with a student with food allergies – teachers, psychologists, cafeteria workers, monitors, and other appropriate staff – will be advised how to protect the child from exposure, about cross-contamination and labeling issues, how to recognize an allergic symptom, and how to respond to emergencies. Any Emergency Care Plan will be shared with these individuals. The training may include foods which contain specific allergens, symptoms of anaphylaxis, and administration of medication, including an epinephrine auto-injector in the case of an emergency.

Substitute Teachers:  The classroom teacher will keep information about children with food allergies with the teacher’s substitute plans.

Letters:  When a student is identified with a food allergy and is at risk for anaphylaxis, a letter will also be sent to the parents/guardians of the student’s classmates asking for assistance in making the classroom safer. Letters will be sent home prior to the start of the school year or when the school is notified. The student with the allergy will only be identified at the student’s parent(s)/guardian(s)’ request.    

Privacy Issues and Sharing Information:  Parents must consent in writing to the release of personal medical information to school staff. The following guidelines should be implemented to protect the privacy of the child while educating students, staff, and parents:

1. Identify the child and medical condition to appropriate teaching and non-teaching staff either individually or at a staff meeting before the start of the school year.
2. The Allergy Policy and Regulations will be placed in the faculty handbook and available on the District’s website.
3. At the beginning of the school year, each of the child’s teachers will be given an allergy alert form with a photo, description, treatment, etc.
4. With permission of the parents/guardians, other students/families may be told and cooperation enlisted, in age appropriate ways.  At the secondary level, identification to peers should be done only after consultation with the student, in addition to after permission of the parents is granted.
5. Books and videos will be available to inform adults and staff and students about allergies and anaphylaxis.
6. Food allergies/anaphylaxis may be explained in health classes.
7. PTA’s are encouraged to have an annual presentation for parents and members about food allergies/anaphylaxis. Parents/guardians of children with food allergies should be offered the opportunity to share information. All PTAs are expected to follow the Allergy and Wellness Policies/procedures.
8. Informational articles about food allergies/anaphylaxis may be written in school publications.

 

Emergency Care Plan

When parent(s)/guardian(s) and their health care provider/physician identify a student with a known diagnosed allergy who is at risk for anaphylaxis  to the District and school, the parent(s)/guardian(s) will consult with the school nurse and participate in the completion of an Emergency Care Plan form each year that provides up-to-date medical information and the treatment protocol from the family’s physician. Parents/guardians will immediately inform the district of any change in the status of this information. Parents/guardians will supply medication, including, but not limited to, an epinephrine auto-injector to schools as prescribed by their physician/health care provider.

The Emergency Care Plan (“ECP”) form will include information from the physician/health care provider as to symptoms of the student’s allergy, recognizing warning signs of reactions, administering medical and emergency treatment for the student, and any other pertinent information, as determined by the student’s parent(s)/guardian(s) and/or the student’s physician/health care provider. The ECP should be written in lay language and stress what action a school employee should take in the event of an emergent situation.  It should be basic and often takes the form of “If you see this . . . do this”.  The plan should be easy to read, clear, concise and contain the steps to follow to initiate emergency care for a student.  The plan should contain a 

statement saying that the parent/guardian signature on the form indicates their permission to share the information on the plan with staff/volunteers on a “need to know” basis.    The Emergency Care Plan will then be shared with teachers, nurses, administrators, food service director and associates, cafeteria monitors, bus drivers, coaches and others responsible for the student. It will be provided to emergency responders if necessary. The Plan will go with the child on all field trips.

The Emergency Care Plan will also include phone numbers and contact information for: the student’s  home, parent(s)/guardian(s)’ work and cell phone numbers, emergency contact numbers (relatives, friends, neighbors) and the student’s  physician/health care provider.    

If exposure to an allergen occurs despite avoidance efforts, the school will follow the prescribing physician/health care provider’s protocol to which the parent(s)/guardian(s) have given consent. Parent(s)/guardian(s) will be notified if any medicine has been administered. The school will tend to the student and administer the medication/epinephrine auto-injector (EpiPen) if that is the treatment protocol. Emergency Services will be called specifying the need for a response to an allergic reaction/anaphylaxis.

Any student administered an epinephrine auto-injection (EpiPen injection) will be transported immediately to a hospital even if symptoms resolve. An adult will be sent to accompany the student in the ambulance, and to stay with the student until a parent/guardian arrives. After the call to the local Emergency Services, the parent(s), guardian(s) and/or emergency contacts will be called.

 

“EpiPens”/Epinephrine Auto-Injectors

EpiPen is the brand name and a commonly used name for all epinephrine auto-injectors designed for the administration of epinephrine in acute allergic emergencies (anaphylaxis). Anaphylaxis may occur in individuals with previously identified allergies or in individuals with no known history of allergic reaction. Anaphylaxis is known to be caused most commonly by insect stings, food allergies, medication and latex - although other allergens may trigger it.

 A school nurse may administer an EpiPen/epinephrine auto-injector to a student or staff member who has the appropriate medical documentation and physician’s order. Additionally, the district’s school physician shall provide a non-patient specific standing order, which authorizes school nurses to administer an EpiPen/epinephrine auto-injector as an emergency first aid response to any individual experiencing anaphylaxis. In all cases, the anaphylaxis emergency response procedure is as follows:

• Any suspicion that someone is experiencing an allergic reaction must be reported to the school nurse immediately.
• The school nurse assesses for signs and symptoms of anaphylaxis.
• If the individual is experiencing anaphylaxis, the school nurse administers the EpiPen/epinephrine auto-injector in a manner consistent with the best medical practice.
• Enlist the assistance of others to (1) call 911 for ambulance transport to a hospital emergency room, and (2) notify parents (if a student).
• Monitor vital signs and individual’s response to medication.
• After the emergency has resolved, complete the Anaphylaxis Report Form.
• Appropriately dispose of EpiPen/epinephrine auto-injector.

 

Athletic and Extracurricular Activities

The Emergency Care Plan for all student with serious food allergies/risk of anaphylaxis who are involved in athletic and extracurricular activities will be provided to the coach or supervisor. The coach or supervisor will be trained to respond administer an epinephrine auto-injector/EpiPen. Parents may be asked to provide an additional medication and/or epinephrine auto-injector/EpiPen for these activities.

Before and After School Childcare

These programs are under the auspices of the City of White Plains Youth Bureau.  Parents are encouraged to speak with program officials directly about individual needs of their child.

Outside Organizations that use District Facilities

The district is not responsible for the practices regarding allergies for outside organizations that use district facilities.

Ref:  Education Law §§310 (provisions for appeal of child denied school entrance for failure to comply with immunization requirements); 901 et seq. (medical, dental and health services, BMI reporting); 919 (provide and maintain nebulizers); 6909 (emergency treatment of anaphylaxis)

Public Health Law §§613 (annual survey); 2164 (immunization requirements)

8 NYCRR § 64.7 (administration of agents to treat anaphylaxis); Part 136 (school health services program)

Administration of Medication in the School Setting Guidelines, State Education Department, revised October 2020

Immunization Guidelines: Vaccine Preventable Communicable Disease Control, State Education Department, revised August 2023

Making the Difference:  Caring for Students with Life-Threatening Allergies, New York State Department of Health, New York State Education Department, New York Statewide School Health Service Center, June 2008

Guidelines for Managing Allergies and Anaphylaxis in Schools, The University of the State of New York, The State Education Department Office of Student Support Services, revised April 2024

 

PROTOCOLS

Guidelines for Implementing Allergen Sensitive Cafeteria Tables Objectives:

1. To provide a safe environment for student(s) with a life-threatening food allergy, typically to peanuts or tree nuts. These allergens are of particular concern as peanut/ nut products are often in the form of a butter which can be spread to other areas. Very young students may be at increased risk of sharing food and may require allergen sensitive tables for other allergens.

 2. To provide for a normalized social meal environment while reinforcing and teaching appropriate lifelong safety measures for students with food allergies.

 

Implementation:

1. Train all lunchroom staff to implement and maintain allergen sensitive tables. 

2. Provide anaphylaxis training including recognition and actions needed to that staff that are responsible for lunchtime supervision of students.

 3. Provide a designated area for food that lunchroom staff bring in for themselves. This area should be well away from kitchen area, napkins, towels, or anything students use.

4. Designate an allergen sensitive table to be used daily for students with applicable allergies as specified in accommodation plans/ECPs.

5. Encourage placing the allergen sensitive table(s) in closer proximity to the lunch monitors, as this may provide increased supervision and consistent implementation. However, students needing allergen sensitive tables should sit with or near grade level peers. Individual school differences need to be considered.

 6. Enforce a “No Food Sharing” rule for ALL students. Sharing food increases the risk of allergic reactions. Not sharing food may be the single most important lifelong habit to keep students with allergies safe throughout their lifetime.

 7. Clearly mark the table(s) to decrease cross contamination risk. Note: Due to health sanitation rules, signs should not be taped to the top of the table. Examples to use include: a. Red tape or paint on the legs of the table (Preferred option) b. Permanent peanut/nut restriction notice painted on table top which is visible when table is folded for storage. c. Tabletop identification such as a standup sign placed on table when table is in meal use.

8. Seat a similar number of students at the peanut/nut/allergen restricted table as are at the other tables whenever possible. Individual school differences need to be considered.

9.  Only allow students with school lunch and students with peanut/nut allergies to sit at peanut/nut     restricted table. Non allergic students that purchase a school lunch and are sitting at the allergy-controlled table may not bring any additional snacks to eat at the allergy-controlled tables.

10.  Take the following measures to prevent cross-contamination (cross-contact) in the lunchroom environment.

a. Use only fresh washed hands or fresh gloves to touch the restricted tables. b. Use only freshly washed hands or fresh gloves to assist children to open packages at the restricted table. c. Scissors or knives used to open packages at the restricted table need to be handled and cleaned separately from the ones used to open items at the non-restricted tables.

11. Take the following measures to maintain peanut/nut or other allergen restriction for unusual circumstances. Examples may include: a. Lunch in the classroom because the usual lunch space isn’t available. Involve the classroom teacher. Discourage peanut, nut other restricted allergen if applicable in packed lunches that day. If other classmates have that allergen in their lunch that day, seat them in alternative location for that meal. b. If lunch occurs while at an off-campus event. If lunch is provided by the school, request non peanut/nut lunches (or other allergen if applicable). Discourage peanut/nut products in packed lunches for that day and if other classmates have peanut/nut products in their lunch, seat them away from student with allergy for that meal. Note: Seating should still allow socialization with classmates for all students. c. Lunch is outdoors and not at tables. Involve the teacher and lunch staff to ensure that student with allergy is in student group without peanut/nut products like how peanut/nut restricted table is normally implemented.

 

SAMPLE ALLERGY POLICY LETTERS

Sample Letter 1:  For classes that have students with severe nut allergies and high risk of anaphylaxis

September

Dear Parents or Guardian:

There is a student in your child’s classroom that has an allergy to nuts, in particular peanuts.  In addition, this child cannot tolerate tree nuts (such as walnuts, pecan, hazelnuts, etc.).  To ensure a safe classroom environment, we will implement a few very important considerations for this child.

If this child were to accidentally eat, touch or inhale the “peanut/nut dust” from peanuts/nuts, he/she could have a life-threatening reaction: anaphylaxis.  Because of this risk, we strongly suggest peanut-free and nut-free snacks for the entire class, including those provided for parties and celebrations.  Please choose other healthy snacks that are peanut/nut-free and do not contain peanut/nut byproducts.  Please check the food ingredients of the snacks you may pack for school.

Home baked goods and other foods prepared at home should not be sent into the classroom of a food-allergic child.  Foods brought in for special events in the classroom should be purchased in stores, commercially prepared, and contain complete ingredient lists with no nuts or nut products.

It is difficult at the best of times to get children to eat healthy snacks; however, I hope you will appreciate the seriousness of this condition and that you will assist us in our efforts to create as safe an environment as possible.  With your cooperation, we can minimize the risk of a serious allergic reaction.

Anyone wishing further information about peanut/nut allergies may contact the school nurse. 

Sincerely,

Principal

   

Sample Letter 2:   For schools that have students with nut allergies

September

Dear Parents or Guardians:

There are currently students in our school with medically documented allergy to peanuts and/or tree nuts.  In an allergic child, exposure to these products can cause anaphylaxis, a life-threatening reaction.  The safety of our students is of the utmost importance.  Therefore, we are asking for your cooperation regarding this matter.

To assist us in providing the safest, healthiest school environment for all students, we are encouraging all parents to send peanut-free and nut-free lunches, snacks, and party food to school.

Thank you for your cooperation in our combined efforts at keeping our students healthy and safe at school.

Anyone wishing further information about peanut/tree nut allergies may contact the school nurse. 

Sincerely,

Principal

    

 

LIFE-THREATENING ALLERGIES AND ANAPHYLAXIS MANAGEMENT

 

The Board recognizes its role and responsibility in supporting a healthy learning environment for all students, including those who have, or develop, life-threatening allergies.  The district will work cooperatively with the student, parent/guardian, and healthcare provider to allow the child to participate as fully and as safely as possible in school activities.  When a student has a life-threatening allergy reported on the child’s health form, or if the district has been informed by the parent of the presence of a life-threatening allergy, the district will assemble a team charged with developing an individual health care plan.  The team may include the parent, the school nurse, the child’s teacher, the building principal and/or other appropriate personnel. The plan will be maintained by the school nurse. The parent/guardian will provide medication for the student as outlined under “administering medical to students” in Policy 5421. The plan will guide prevention and response.  If the student is eligible for accommodations based upon the IDEA, Section 504 or the Americans with Disabilities Act, the appropriate procedures will be followed regarding identification, evaluation, and implementation of accommodations.

 

 

LIFE-THREATENING ALLERGIES AND ANAPHYLAXIS MANAGEMENT

REGULATION

 

School staff will be guided by the New York State document titled “Making A Difference, Caring for Students with Life-Threatening Allergies,”  Copies of which will be available in each school building.

 

Administering medication on field trips and at after-school activities

Taking medication on field trips and at after-school activities is permitted if a student is self-directed (i.e., fully aware and capable of understanding the need and assuming responsibility for taking medicine) in administering his/her own medication.  On field trips or at other after-school activities, teachers or other school staff may carry the medication so that the self-directed student can take it at the proper time.

If a student is going on a field trip but is not self-directed, then the district may:

• permit the parent or guardian to attend the activity and administer the medication.

• permit the parent to personally request another adult who is not employed by the school to attend and voluntarily administer the medication on the field trip or activity and inform the school district in writing of such request.

• allow the student’s health care provider to be consulted and, if he/she permits, order the medication time to be adjusted or the dose eliminated.

 

If no other alternative can be found, a school nurse or licensed person must attend and administer the medication.

Administering epi-pen in emergency situations

The administration of epinephrine by epi-pen has become an accepted and beneficial practice in protecting individuals subject to serious allergic reactions (e.g., individual has an anaphylactic reaction to a wasp sting or the ingestion of peanut butter).

Pursuant to Commissioner’s regulations, the district expects school nurses to carry and administer agents used in non-patient-specific emergency treatment of anaphylaxis.

In addition, pursuant to SED guidelines, school nurses may be directed to provide training to unlicensed school staff in administering epi-pens, prescribed by a licensed prescriber, to a child who has been diagnosed with the potential for a severe reaction and who experiences a serious allergic reaction when a nurse is not available.  The district will provide appropriate training material for use by nurses.

Administering Medication to Students in School

The administration of prescribed medication to a student during school hours is permitted only when the medication is necessary to allow the student to attend school or failure to administer the medication would seriously affect the student's health.

Parent(s) or guardian(s) must present the following information:

1. a note from the family doctor containing the following information: student's name, the date and name of the medicine, dosage, and time to be administered, and list of possible side effects; and,
2. a note from the parent(s) or guardian(s) giving the school nurse, teacher, Principal or other school staff permission to administer the medication; or
3. a medication request form (which includes the family doctor and parent signatures) must be filed with the school nurse.

The school nurse shall develop procedures for the administration of medication, which require that:

1. all medications will be administered by a licensed person unless the child is self-directed;
2. medications shall be securely stored in the office and kept in their original labeled container, which specifies the type of medication, the amount to be given and the times of administration; the school nurse shall maintain a record of the name of the student to whom medication may be administered, the prescribing physician, the dosage and timing of medication, and a notation of each instance of administration; and
3. all medications shall be brought to school by the parent(s) or guardian(s) and shall be picked up by the parent(s) or guardian(s) at the end of the school year or the end of the period of medication, whichever is earlier.  If not picked up within five days of the period of medication, the medication shall be discarded.

An adult must bring the medication to school in the original container.  The administering staff member should clearly label the medication with the time to be given and dosage and whether a student is self-directed in administering his/her own medication.  On field trips or at other after-school activities, teachers or other school staff may carry the medication so that the self-directed student can take it at the proper time.

If a student is going on a field trip but is not self-directed (i.e., fully aware, and capable of understanding the need and assuming responsibility for taking medicine), then the district may:

• permit the parent or guardian to attend the activity and administer the medication.

• permit the parent to personally request another adult who is not employed by the school to attend and voluntarily administer the medication on the field trip or activity and inform the school district in writing of such request.
• allow the student’s health care provider to be consulted and, if he/she permits, order the medication time to be adjusted or the dose eliminated.

If no other alternative can be found, a school nurse or licensed person must attend and administer the medication.

Staff Professional Development

Principals will ensure that staff members receive periodic professional development, as appropriate, to enable them to carry out District policy on life-threatening allergies.

Adoption date: 08/12/2024

 

Last Modified on November 18, 2024

VIII.  Annual Review

• A districtwide committee will review this policy and accompanying attendance procedures on a yearly basis and may propose revisions.
• The Board of Education shall annually review the building-level student attendance records and make revisions, as needed, to this policy if such records show a decline in attendance.

VI.  Attendance and Grading

Each marking period, a student’s final grade may be based on classroom participation as well as the student’s performance on homework, tests, papers, projects, etc. Consistent with the importance of classroom participation, unexcused absences, tardiness or early departures will affect a student’s class participation grade for the marking period and could result in the student’s failure and/or retention in his or her current grade level.

At the high school level, students are expected to attend each of their assigned classes for at least 90% of the course. Furthermore, high school students may be denied credit for courses when they exceed, in total, the following numbers of (A) unexcused absences and/or (B) excused absences for which make-up assignments were not submitted in a timely manner:

• 7 absences in a ½ credit course
• 14 absences in a one credit course
• 21 absences in a one credit lab course

Each situation will be evaluated by the House Administrator in consultation with the subject area teacher. To ensure that parents and students are aware of the implications of this attendance requirement, the teacher or other designated staff member(s) will advise the student and contact the parent by telephone and/or mail at appropriate intervals prior to the student reaching 7, 14 or 21 absences as applicable.

Further absences could disqualify high school students from attending summer school.

The decision to deny course credit to a student will be made by the House Administrator. If dissatisfied, the student and/or parent may appeal the House Administrator’s decision to the High School Principal within five school days after the date of the decision. Any student and/or parent who wishes to obtain review of the High School Principal’s decision must do so by filing an appeal in writing to the Assistant Superintendent for Pupil Services within five school days after the date of the decision.

All students with an excused absence are expected, upon their return, to consult with their teachers regarding missed work. Any student who is absent, tardy or leaves early from school or a class due to illness or any other excused reason will be afforded the opportunity to make up a test or other missed work. Make-up assignments must be completed by a date specified by the student’s teacher for the class in question.

IV.  Attendance Incentives

The district will design and implement systems to encourage and maintain regular attendance. Examples include:

• Communicating to all parents and students the importance of good and timely attendance.
• Acknowledging students who demonstrate excellent attendance.
• Scheduling special events, whenever possible, on Mondays and Fridays or other school days where the potential for absenteeism may be high.
• Recognizing students who demonstrate progress in reducing their absenteeism or tardiness.

Code of Conduct Policy

After a comprehensive review of the Code of Conduct that included consultations with each of our schools’ School Safety Teams and with numerous individuals and interest groups, Deborah Augarten, Assistant Superintendent for PPS and Special Education, recommended and the Board of Education recently approved, several changes to the Code of Conduct.

The Code of Conduct has been updated in a number of minor ways; however, the principal changes to the Code are to insure compliance with the Dignity for All Students Act. The White Plains School District is committed to providing an educational and working environment that promotes respect, dignity and equality. The school district recognizes that discrimination, harassment, hazing and/or bullying are detrimental to student learning and achievement. To this end, the school district condemns and strictly prohibits all forms of discrimination, harassment, hazing and/or bullying on school grounds, school buses and at all school-sponsored activities, programs and events.

In keeping with the requirements of Project SAVE (Save Schools Against Violence in Education Act) enacted by the State, the Board of Education adopted a Code of Conduct in June of 2001, with the latest revision in June 2025. The Code was developed around the belief that a dynamic educational environment is one that creates opportunities for the development of responsible and productive citizens, where everyone is treated with respect and dignity, and where decisions are based solely on what works best for students.

The district has had a long history of high expectations for acceptable behavior and this comprehensive document incorporates and expands upon many of the policies and programs that have been in use in the district for some time. It was designed around five core principles that govern its implementation:

• A safe and orderly school environment is essential to learning.
• Students, staff and visitors will be held responsible for their own actions.
• Home/school partnerships are critical to success.
• School rules and their enforcement should be fair, just and non-discriminatory.
• Respect must be given for each person's unique needs. 

The document includes Rights and Responsibilities, Dress Code, Student Conduct, Reporting of Violations, Student Disciplinary Penalties, Procedures and Referrals, Punishment, Student Searches and Interrogations and Public Conduct on School Property.

Excerpts of the Code are enclosed every year in the calendar mailing. 

2025-2026 Code of Conduct (English)

2025-2026 Codigo de Conducta (Espanol)

Code of Ethics, Gifts

A Code of Ethics, adopted by the Board of Education, sets forth the standards of conduct expected by members and employees. The code deals with conflict of interest, private employment, disclosure of interest in legislation, confidential information and other matters. Copies of the Code of Ethics are available at the Board of Education offices, 5 Homeside Lane.

The administration also has adopted a policy of discouraging the collection of money or giving of gifts to teachers and other staff members. Items of little value or items made by students are appropriate. 

• AUP - English - Students/Parents/Guardians
  Internet User Agreement
• AUP - Spanish - Students/Parents/Guardians
  Acuerdo para Usuarios del Internet
• Code of Conduct (includes Cyber Bullying)
• Student/Parent Sign Out form for iPad (Formulario Para Firmar la Salida de un iPad)
• iPad Handbook and Information for Students (Manual para iPads & Información para Estudiantes)
• Parents Bill of Rights
• BOE Policy 4526 Acceptable Use Policy for Computer Networks (Students and Staff)
• BOE Policy 8635 on Information Security Breach
• BOE Policy 5500 on Student Records

II.  Definition of Terms

Excused absences, also known as legal absences, are defined as absences, tardiness and early departures from school or specific class(es) due to personal illness, illness or death in the family, emergency medical or dental appointments, impassable roads or weather, religious observance, quarantine, required court appearances, attendance at health clinics, school-sponsored activities (including field trips, interscholastic athletics, musical and other competitions), approved college visits, approved cooperative work programs, military obligations, or such other reasons as may be approved by the district.

Unexcused absences, also known as illegal absences, are all absences, tardiness and early departures from school or specific class(es), other than those listed above as excused (or legal).

In response to the New York State Dignity for All Students Act, the Board of Education has approved a policy for the Dignity for All Students Act and the Superintendent developed regulations to implement the policy. Please see the links for the Dignity for All Students Act Policy and the Dignity for All Students Act Regulations which includes the Harassment and/or Bullying Complaint Form.

Dignity for All Students Policy

Dignity for All Students Act Regulations including the Harassment and/or Bullying Complaint Form

ACTO DE DIGNIDAD PARA TODOS LOS ESTUDIANTES

V. Disciplinary Consequences

Unexcused absences, tardiness or early departure will result in disciplinary action consistent with the district’s Code of Conduct. Such disciplinary consequences could include, but are not limited to:

• Verbal/written notifications of attendance problems to parents and students.
• Parent/student conferences with building and/or central office administrators related to attendance problems.
• In-school or after-school detention.
• Denial of privileges to participate in extracurricular activities including sports, clubs, rehearsals, performances, etc.
• Denial of participation in summer school programs.

It is understood that all discipline related to attendance problems will be "progressive" - that is, disciplinary action will move from less severe penalties to more severe penalties as patterns of behavior warrant.

In serious situations where patterns of poor attendance are not effectively addressed, the district may seek to have the student adjudicated by Family Court as a person in need of supervision (PINS) and/or file educational neglect charges with Child Protective Services (CPS) as warranted against the parents.

VII. Dissemination and Notice

To be successful in implementing this policy, it is critically important that all members of the school community are aware of its purpose and procedures, as well as the consequences for non-compliance. To ensure that students, parents, teachers and administrators are notified of and understand this policy, the following procedures shall be implemented.

• A summary of the attendance policy will be included in all student handbooks and in the district calendar.
• The attendance policy will be reviewed with staff and students at the start of each school year.
• Parents will receive a plain language summary of this policy by mail at the start of each school year.
• When a student is repeatedly absent, tardy, or leaves early from class or school without an excuse, designated staff member(s) will notify the student’s parent(s) by phone and mail of the specific problem, and remind them of the attendance policy and procedures.
• School newsletters and publications will include periodic reminders of the components of this policy.
• The district will provide a copy of the attendance policy to faculty and staff. New staff will receive a copy as part of their orientation process.
• Copies of this policy will also be made available to any community member, upon request.

The Board of Education policy and administrative regulations regarding drugs reflect a concern for all students. They provide a framework to promote healthy life styles for students and staff in order to prevent the use/abuse of tobacco, alcohol and controlled substances.

The policy covers possession and use/abuse of tobacco, alcohol and illegal drugs. It expressly prohibits the carrying, possession, use, purveyance or placement anywhere on Board-owned premises of any dangerous drugs or implements associated with their use as defined in New York State Penal Law. The same prohibition applies to school-sponsored activities.

Administrative regulations aim to secure any help which may be needed by an individual student or staff member. The policy provides for suspension where warranted.

Facility Use Links

• Facilities Use Policy and fees
• Facilities Use Regulations

Most district records (other than student records) are available for inspection and copying, in accordance with the Freedom of Information Laws.  Access to Records forms are available from the District Clerk who can be reached by telephone at (914)422-2071 or by email at michellemelendez@wpcsd.k12.ny.us.  Copies are 25 cents per page.

III. General Procedures/Data Collection

Since there must be accountability for all student absences, the following procedures must be followed:

• Parents must notify the appropriate school office by telephone on the morning of the student’s absence. If no such call is received for students in grades K-8 who are determined absent from school, the parents will be contacted.
• Parents must provide written documentation immediately upon the student’s return to school. The documentation must be signed by the parent and provide the reason for the absence.
• Student attendance will be taken each day at the elementary level and during each class period at the secondary level. 
• Student attendance information shall be compiled daily and provided to the designated staff member(s) responsible for attendance.
• The nature of all absences, tardiness or early departures shall be coded on a student’s record. *
• When additional information is received that requires corrections to be made to a student’s attendance records, such correction will be made in a timely fashion. Notice of such a change will be sent to the appropriate school personnel subject to applicable confidentiality rules.
• Continuous monitoring will be conducted to identify students who are absent, tardy, or leave school or class early.
• Student attendance data shall be available and reviewed by the designated school personnel in an expeditious manner, as well as periodically analyzed to identify patterns or trends. 

Gateway to the Future - Acceptable Use Policy (PDF in English/Spanish)

Introduction

Gateway to the Future, the White Plains Public Schools’ multi-million dollar Technology Plan, places the district far ahead of most other school systems in the nation in the area of computer technology. In fact, New York State Commissioner of Education Richard Mills has applauded district educators for developing a technology program that is “driven by high expectations, includes a huge commitment to staff training and is linked to the school and City libraries.”

We have written this brochure for families who have a computer and Internet access at home, as well as for those who do not. It includes definitions of some of the most common network and Internet terminology, and attempts to give families a balanced view of the advantages and disadvantages of this powerful yet controversial tool. We hope to arm families with information about this new field of communication, and to provide guidelines and standards for students to follow for a safe journey through this world. The White Plains Network All of the district’s schools and offices are connected by a network through fiber optic wiring installed by the City of White Plains. The latest and best computer software is located on the network for student and staff use. Through the network, students can access the vast resources of the Internet and explore thousands of constantly growing websites, libraries, data-bases and bulletin boards where they can learn about virtually any topic. In addition, students on the internet will be able to speak, through E-mail to individuals in a class clear across town, the nation, or, for that matter, the world.

What’s in it for Kids?

What exactly does this all mean to your daughter in fourth grade or to your eighth-grade son in middle school? Well, first of all, this technology gives your child a head start on the 21st century, when it is predicted that a quarter of the population will hold technologically oriented jobs. Technology will make your child’s education more interesting and more relevant. For example, fourth grade American History will come alive when your daughter travels via the Internet to West Virginia on a virtual field trip and sees an actual battlefield of the Revolutionary War. Your eighth grader will be able to use his computer to conduct research via the Internet, organize his findings on a database, and write his research paper without even leaving his desk. The sky’s the limit!

About the Internet User Agreement

The Internet User Agreement in this brochure needs to be signed by you and your child and returned to her/his school as soon as possible. There are two options available to you: One option is to allow your daughter or son to have individual access to the Internet and to have his/her own E-mail address. This individual access will occur only with your permission and only after your child has completed an “acceptable use” orientation session in school. Your other option is to refuse to give permission for your child to individually access the Internet and to have her/his own E-mail address. Under this choice, your child will have access to the software on the network but not be allowed individual use of the Internet. S/he will occasionally use the Internet but only in a classroom setting under direct teacher supervision. We suggest that you and your child spend time together reading and discussing this brochure before you sign the agreement.

Resources for families

The district’s Office of Instructional and Administrative Technology and the Parent Information Center will be providing suggestions of resources to help you and your child with the technology. We will be sharing Internet safety tips and the addresses of interesting learning sites, and we’ll tell you about books on technology that will be available for loan from the Center.

My Rules for Online Safety

• I will not give out personal information such as my address, telephone number, parent work address or telephone number. I will not give out address, telephone number, or the name and location of my school without my parent’s permission.

• I will tell my parent right away if I come across any information that makes me feel uncomfortable.

• I will never agree to get together with someone I “meet” online without first checking with my parents. If my parents agree to the meeting, I will be sure that it is in a public place and will bring my mother or father along.

• I will never send a person my picture or anything else without first checking with my parents.

• I will not respond to any messages that are mean or in any way make me feel uncomfortable. It is not my fault if I get a message like that. If I do, I will tell my parents right away so that they can contact the online service.

• I will talk with my parent so that we can set up rules for going online. We will decide upon the time of day that I can be online, the length of time I can be online and appropriate areas for me to visit. I will not access other areas or break these rules without their permission.

This has been reprinted with permission of The National Center for Missing and Exploited Children (NCMEC) Copyright NCMEC 1994. All rights reserved.

District Limitation of Liability

• The district makes no warranties of any kind, either expressed or implied, that the functions or the services provided by, or through, the district system will be error-free or without defect.

• The district will not be responsible for any damage users may suffer, including, but not limited to loss of data or interruption of service.

• The district is not responsible for the accuracy or quality of the information obtained through or stored on the system.

• The district will not be responsible for the content of any advice or information received by a student from a source outside the district or any cost incurred as a result of seeing or accepting such advice.

• The district will not be responsible for financial obligations arising through the unauthorized use of the system.

• The district is not responsible for the communication of individuals utilizing the network.

About the Internet: The Internet is a collection of worldwide information networks that provides users with immediate access to information such as pictures, movie clips, articles and documents on almost any topic, anywhere in the world. These resources can be used for class projects and research and, as the technology develops, even more applications will be possible.

This brochure contains many references to the advantages of the Internet and e-mail. While our intent is to make Internet access available to achieve educational goals and objectives, students unfortunately may find their way to other materials that are illegal, defamatory, inaccurate or potentially offensive. To help address this problem, our teachers will guide students to evaluate what they access, and to use the Internet appropriately.

When the telephone and television were invented dozens of years ago, they were viewed with the same fear and concern as the Internet is today. We believe, however, that the Internet’s extraordinary benefits to students, in the form of information resources and opportunities for collaboration, far exceed the potential disadvantages.

Electronic Mail: Electronic mail (E-mail), accessed through the Internet, will provide students with an opportunity to communicate with other White Plains students and with people from universities, organizations and other schools. Students will not automatically be given access to E-mail; teachers will determine when E-mail is necessary for the completion of a specific project.

Selection of Materials: It is very important to us that students have a stimulating learning environment. At the same time, we want to protect them from information that is not appropriate for their use. In fact, the district uses a blocking service that limits our students access to sites when they are online on the Internet. But that’s not all we do. 

During school, teachers of our younger students will guide them toward appropriate materia1. Our teachers will play a significant role in ensuring that online materials are consistent with the goals and objectives of the district by:

• Selecting materials that are appropriate in light of the age of the students and the course objectives.

• Previewing and determining the appropriateness of the materials and sites they require or recommend for student access.

• Providing guidelines and lists of resources to assist students in channeling their research activities.

• Assisting student in developing the skills to assess the truthfulness and value of information.

• Of course, if students inadvertently access inappropriate information we hope they will immediately let a staff member know.

• Outside of school, we believe families bear the same responsibility for guiding their children in the area of technology as they do with other information sources such as television, telephone, movies, radio and books.

Who’s Who on the Internet? When individuals use the Internet they can’t see the person with whom they are communicating, how old or what sex the person is, or if the person is lying or telling the truth. It is for that reason that our faculty will provide guidance and instruction to student in the appropriate use and evaluation of the Internet.

The ABC’s of Network Behavior Access Access: We believe that access to, or use of, the district’s network is a privilege that can open new and exciting worlds to our students. Access can be revoked, however, if a student breaks any of the rules governing the use of the network.

Behavior: Students are responsible for good behavior on our schools computer network, just as in a classroom or hallway, or on a field trip. Students who have parental permission to use Email can use it for educational purposes only, and are not allowed to post chain letters or send annoying or unnecessary messages online. Since communications on the network are public in nature, general school rules for behavior and communications apply.

Copyright Rules & Plagiarism: Our teachers will instruct their students in appropriate research practices for writing a paper using information they find on the network. Students will not be allowed to plagiarize or to «steal» ideas or writings they find online and pass them off as their own. They also will be expected to follow copyrighted laws if they download copyrighted material.

Due Process: If a student breaks the rules governing the use of the network, the district reserves the right to suspend or terminate the students access to and use of the network. After providing the student with notice and opportunity to be heard in the manner set forth in the district’s Discipline Policy.

Personal Safety: Computer information networks are public places where students will share cyberspace with millions of other users. For their own safety and the safety of others, students are strongly advised not to share personal information about themselves (or others), and not to meet anyone with whom they have communicated online. If students receive messages that are inappropriate or which make them feel uncomfortable, they should promptly inform a staff member.

Privacy: Files stored on the district’s network will not be private, in fact network administrators will review them from time to time to maintain the system and ensure that it is being used responsibly. This routine maintenance and monitoring may lead to the discovery that a user has violated, or is violating, the agreement that he/she signed. The district’s Discipline Policy, or for that matter, the law.

Resource Limits: Since information networks have limited space capacities and we have thousands of network users, students should use the system only for educational and career development activities. In fact, at some point the district may have to set a quota for disk usage on the system.

Respect for Property: Students are expected to respect the school district’s network in much the same way as they are expected to take care of school property. Vandalism of the network will result in the cancellation of privileges. Vandalism is defined as any attempt to harm, disrupt or destroy hardware, software or data of another user, the district network. Or other systems connected to the district network.

Security: In any kind of computer system security is, of course, a big concern. Students should not attempt to gain unauthorized access to the district’s network or to any other computer system through the district’s network. This includes attempting to log in through another person’s account or accessing another person’s files. Students should immediately notify a staff person if they have identified a possible security problem.

Software: A wide range of software (e.g. Microsoft Word, Excel, HyperStudio and Inspiration) is available on the network system, and will be updated and added to periodically. Students may use only this software, and may not load other software onto the network or local workstations.

Speech: Within reason, freedom of speech and access to information will be honored. When using the network to communicate with other members of the school community or with outsiders, students are expected to use language that is appropriate in a school setting, and not to engage in personal attacks or harassment, including prejudicial or discriminatory attacks. Summary of Activities Not Permitted

As outlined in the Board of Education’s policy and regulation, the following are not permitted:

• Violating copyright laws.

• Plagiarizing another’s work.

• Posting of personal information.

• Damaging computers, computer systems or computer networks.

• Using another’s password.

• Trespassing in another’s folders, work or files.

• Using obscene or offensive language.

• Accessing, sending or displaying offensive material.

• Harassing, insulting or attacking others.

• Intentionally wasting limited resources.

• Using the network for illegal purposes.

• Employing the network for commercial or political purposes.

Internet User Agreement

• Please complete EITHER Option 1 on this page 0R Option 2 on the reverse side and return the form to school with your child.

• An option must be signed by student and parent/guardian if student is under 18 years of age.

• If a parent/guardian does not complete and return this form, we will consider this a negative response, and will not give the student individual access to the Internet or E-mail.

Option 1

As the parent/guardian of the minor student signing below, I have discussed the contents of this brochure with my child. I grant permission for my daughter or so to have individual access to the Internet and Email. I understand that students and families may be held liable for violations of the Internet User Agreement. I also understand that some materials on the Internet may be objectionable, but I accept responsibility for guidance of Internet use -setting and conveying standards for my daughter or son to follow when selecting, sharing or exploring information.

Parent/Guardian Signature: 

x___________________________________

Date: _______________________________

Name of Student: _____________________

Grade: ______________________________

School: _____________________________

As a user of the White Plains City School District"s computer network, I have read the brochure and the Summary of Activities not permitted, and I will not take part in any of them. I hereby agree to comply with the stated rules while honoring all relevant laws and restrictions. I understand that violations of the Board of Education"s policy may result in a loss of access as well as other disciplinary or legal action.

Student Signature: _____________________

Date: _______________________________

Option 2

As the parent/guardian of the minor student signing below, I do not want my child to have individual access to the Internet and E-mail. I do understand that there will be occasions when a teacher will give the entire class access to the Internet for a guided lesson related to the curriculum currently being taught. However, my child should not have individual access.

Parent/Guardian Signature: 

x___________________________________

Date: _______________________________

Name of Student: _____________________

Grade: ______________________________

School: _____________________________

I understand that my parent/guardian has not given permission for me to have individual access to the Internet or to E-mail. However, as a user of the White Plains City School District"s computer network, I have read the brochure and the Summary of Activities Not Permitted, and I will not take part in any of them. I hereby agree to comply with the stated rules while honoring all relevant laws and restrictions. I understand that violations of the Board of Education"s policy may result in a loss of access as well as other disciplinary or legal action.

Student Signature: _____________________

Date: _______________________________

Parent's Bill of Rights, BOE Policies and Data Privacy Contracts (NYS Ed Law 2d)
 

• Data Privacy and Security Information from NYS Education Department
• Data Privacy Contracts for Software Vendors Contract and Parent's Bill of Rights (free software) 
• Data Privacy Contracts for Software Vendors and Parent's Bill of Rights (paid software) 
• BOE Policy 5500 on Student Records
• BOE Policy 8635 on Information Security Breach and Data Privacy
• Software Inventory (under construction and continuously being updated)
• Computer/Internet Acceptable Use Policy for Students and Staff
   

Data Privacy and CyberSecurity Information

• Data Privacy Officer: Noah Miller, Chief Information Officer, noahmiller@wpcsd.k12.ny.us
• All staff are trained on cybersecurity awareness through the Global Compliance Network video training system.
• District conducts an annual Cybersecurity Penetration test using an outside vendor.
• District inventories its hardware assets including: iPads, Desktop and Laptop PCs, Networking Equipment and VOIP Phones.

According to State Education Law, a child's legal school district residence generally is considered to be the legal residence of the parent, unless there is evidence that the parent has relinquished parental control.

Question of residence for children who do not reside with their parents, and who have not been placed in a foster home by a recognized social service agency, should be referred to the Student Information Center, 914-422-2038. The school district is vigorous in its pursuit of nonresident students and will seek tuition reimbursement from families who illegally send their children to schools in White Plains.

 

Talking to Children About Violence: Tips for Parents and Teachers 
http://www.nasponline.org/resources/crisis_safety/talkingviolence.pdf

Coping With Crisis: Tips for Parents and Educators
http://www.nasponline.org/resources/crisis_safety/terror_general.aspx

Coping with Crisis—Helping Children With Special Needs
http://www.nasponline.org/resources/crisis_safety/terror_general.aspx

Dealing with a Death in School
http://www.nasponline.org/resources/crisis_safety/terror_general.aspx

A Practical Guide for Crisis Response in Our Schools
http://www.nasponline.org/resources/crisis_safety/terror_general.aspx

School crisis guide: Helping and healing in a time of crisis
http://www.nasponline.org/resources/crisis_safety/terror_general.aspx

Resources for Schools to Prepare for and Recover from Crisis
http://content.govdelivery.com/bulletins/gd/USED-6291f1

SAMHSA's Tips for Talking to Children and Youth After Traumatic Events: A Guide for Parents and Educators
https://www.samhsa.gov/sites/default/files/tips-talking-to-children-after-traumatic-event.pdf

SAMHSA's Coping with Violence and Traumatic Events Web site
https://www.nimh.nih.gov/health/topics/coping-with-traumatic-events

I. Introduction

The White Plains Board of Education recognizes that regular school attendance is a major component of students’ academic success. Through implementation of this policy, the Board of Education expects to encourage full attendance by all students, and to reduce the level of unexcused absences, tardiness, and early departures. In order to accomplish these objectives, it is recognized that:

• Regular school attendance is essential to a successful teaching and learning environment. Students’ academic achievement and performance in school is directly related to their full participation in the educational process.

• Parents, school staff, and the students themselves (especially at the secondary level), all have a responsibility to contribute to a pattern of regular attendance.

• Parents must ensure that their child(ren) arrive at school each day on time, remain in school for the full day and attend school consistently throughout the year.

• School staff must effectively communicate with parents and students regarding attendance patterns, especially when those patterns relate to ongoing absences, tardiness or early departures.

• Students, especially those attending secondary schools, must ensure that they attend school every day (except for a legal absence), arrive on time, attend each of their classes on time, and not leave the school building and/or grounds without permission.

Unexcused absences from school will result in disciplinary consequences that are intended to increase the likelihood of attendance and serve as a deterrent to future absenteeism, tardiness or early departure from school.

Reports on emergency school closings due to weather or other conditions are disseminated to parents and staff via the ParentSquare messaging system in the following modes, phone call, text and email. In addition, information is posted on the homepage of this website, our Cablevision Channel 77 and Verizon FiOS Channel 46, and broadcasted over the following radio and television stations: News 12 (Channel 12), WNYW (Channel 5), WRNN (Channel 3), WVOX (1460 am), WCBS (880 am), WINS (1010 am), WHUD (100.7 fm).

Please do not call the school or the Board of Education. For delayed openings, buses (including those for private schools and special education) will operate one or more hours later than the usual schedule, as announced.

Parents who are not at home during the day should make provisions for their children to go to the home of a friend or neighbor if bad weather requires an early closing of school. An alternate emergency phone number should be given to the child, filed with the school, and updated through the ParentSquare when there are any changes.

When district schools are closed due to bad weather, no transportation will be provided for BOCES, private/parochial or special education schools normally serviced by the school district.

When private or special education schools announce a delayed opening that is in conflict with the district's schedule, the district will do its best to accommodate the delay but cannot guarantee that buses will run at the time announced by the specific school.

[During the school year, photographs may be taken, and videotapes may be made of classes or activities involving various students. These photos may become public.  Parents or guardians who wish their children to be excluded from such photos or videos must notify the school office in writing. This also applies to photos which may be used on the district's web site.

Under the Family Education Rights and Privacy Act of 1974, parents or guardians of a student under 18 may inspect their children's school records, including material that is incorporated into each student's cumulative record folder. The law grants a similar right to students 18 or older to inspect their own records. Applications to review records must be made in writing to the building principal.

The law also enables parents to seek amendment of student education records that they believe to be inaccurate or misleading. If the district decides not to amend the record as requested, the parent or adult student will be notified of the decision and advised of the hearing procedure to challenge the contents of a child's school records. 

The Act assures the confidentiality of records with respect to "third parties" and provides parents with the right to consent to disclosures of personally identifiable information ("directory information") contained in the student's education records. Exceptions to this include school employees, officials and certain State and Federal officials who have a legitimate educational need to access such records. In addition, the district will, upon request of parents, or adult students, or if otherwise required by law, disclose student records to officials of another school district in which a student seeks to enroll.

The release of directory information applies equally to military recruiters, the media, colleges and universities, and prospective employers, among others. It includes, but is not limited to, student names, parents" names, addresses, participation in school activities or sports, weight and height of members of athletic teams, dates of attendance, and degrees and awards received.

Parents of High School students will receive a separate letter regarding the release of information to military recruiters. Parents, guardians and eligible students may choose not to allow the district to release directory information by informing the Superintendent's Office in writing (5 Homeside Lane, White Plains, New York, 10605), by October 1^st of each school year.

Most district records (other than student records) are available for inspection and copying, in accordance with the Freedom of Information Laws. Access to Records forms are available from the District Clerk who can be reached by telephone at (914) 422-2071 or by email at michellemelendez@wpcsd.k12.ny.us. Copies are 25 cents per page.

To request a transcript for a college or university, please use the following link to enter your request via Parchment.  Parchment is now used by all colleges and universities as their secure delivery method: 

https://www.parchment.com/u/registration/18407/account

If you are requesting documents for immigration or DACA , immunizations, or an official graduation letter, please use the below Records Request Form for former students.

Records Request Form

Upon completion of this form, please email to:

WPHSrecords@wpcsd.k12.ny.us   Please note:  If you are in need of a copy of your diploma, unfortunately we cannot provide that.  We can, however, provide an official graduation verification letter. 

BOE Policy 5500 Student Records