Policies and Procedures Handbook
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Last Updated: 09/14/2011
Garrett County Board of Education
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Curricular, Co-Curricular, and Extra-Curricular Activities

 

Board Policy

    Curricular, co-curricular, and extra-curricular activities are integral parts of the total education program. In analyzing the value of such experiences, it is most important to justify them in terms of their contribution to the overall objective of education –– i.e., the primary purpose of attending school is to acquire knowledge in the basic subjects of the curricula. The curricula in elementary, middle, and high school include all the formal and informal learning experiences provided through the program of studies. These learning experiences make it possible to strengthen all aspects of a student's development.

    In addition to the basic content areas, the schools provide direct involvement in the humanities (art, music, poetry, drama, literature, dance, and creative writing) as well as physical activity experiences. As students progress, however, schools find that they must expand the humanities and physical activities programs to meet the special needs of the student through additional curricular, co-curricular, and extra-curricular activities.

    While the Board of Education recognizes the need for providing opportunities for students to participate in curricular, co-curricular, and extra-curricular activities, it also believes that appropriate guidelines should be established regarding this participation.

    It is the responsibility and intent of the schools to protect the basic right of students, but also a high priority is given to developing and maintaining a high level of confidence by the community and student bodies in the county's activity programs.

    Students who participate on athletic teams and in other extra-curricular activities, comprise much of the visible student leadership in a school. Participants, both student and staff, project an image to the community and to younger students. The responsibility inherent in participation carries with it, however, a number of opportunities for personal growth and benefits for the participants.  Policies and Procedures specifically directed to extra-curricular activities are addressed in the Handbook for Extra-Curricular Activities.

    Proper administration of this policy and its procedures can do much to attain a positive attitude from the school community and the vast majority of students. The rules and regulations proposed under the policy will be carefully monitored so that they provide for reasonably consistent and fair treatment.

STUDENT PARTICIPATION

1.   All students are provided with a uniform, countywide program which promotes and protects students with disabilities in athletics.  Students with disabilities have equivalent opportunities for participation in athletic programs and unified sports.  Appropriate and reasonable accommodations for students with disabilities shall be provided.

Sources:   Fitness and Athletic Equity for Students with Disabilities Act 2008

                  §7-4B Annotated Code of Maryland

NOTE:  Program Goals:

2.   All students who qualify have the right to participate in extra-curricular activities and shall not be denied the opportunity to participate on the basis of gender, race, religion, ethnic background, or disability.

3.   The assessment of fees, participation to raise funds, or enrollment in an outside summer camp cannot be stipulated as a requirement for students to be allowed participation in curricular, co-curricular, or extra-curricular activities. Extra-curricular summer practices under the administration of the high school principals, and not in violation of MPSSAA, will be permitted.

4.   Only those students properly enrolled in a specific school may represent that school in extra-curricular activities as direct student participants. An exception to this may be managers/mascots not enrolled in the high school with the written approval of the parent/coach/building principal. 

5.   In order to participate in extra-curricular activities the following forms must be completed and on file with the appropriate coach, trainer, advisor or athletic director:   Emergency Medical Treatment, Code of Conduct Training and Participation Rules Violation, Issuance of Equipment and Individual Coach/Advisor Activity Rules.  In addition, participants in interscholastic sports, marching band and cheerleading must also have Medical Evaluation/Physical form and Verification of Medical Insurance submitted.

6.  The number of extra-curricular activities in which a student may participate is constrained only by the appropriate academic requirements except that students who participate simultaneously in more than one approved extra-duty school activity must have the permission of each of the coaches/sponsors involved. Students may not join any additional interscholastic athletic team after the first play date of the season.

7.   Students must be present for at least one period of the school day on the day of the activity in order to participate unless waived for good and sufficient reason by the school principal.  Students in a suspended status for any school day, whether suspended in or out-of-school, may not participate in an extra-curricular activity on that date.

8.   To participate at the high school level, a student must be enrolled in the high school in which graduation is anticipated.  In order to participate in extra-curricular activities students must be academically eligible.  The standard to be used for eligibility purposes is that students:

Term grades will be used unless final grades are available.  Eligibility shall be determined on the date the county specifies for report card release.   This shall not affect any activity performed on that day.  If a student becomes ineligible, the ineligibility period will begin on the day following the report card release date.  This ineligibility period will last 4 ½ weeks or 23 calendar days following which, eligibility will be reevaluated.  If a student becomes ineligible 4th marking period/end of second semester, the ineligibility period begins the first day of fall practice.  During this period of ineligibility, these students will be permitted to participate in practices only.  If a student receives an incomplete mark as an eligibility determining grade, this grade will not be considered a failing grade provided the incomplete is made up within ten school days of the ensuing marking period.

  1. If a student is returning to school as a previous dropout, the grades which were recorded as the student’s “withdrawal grades” will be used to determine eligibility.
  2. If a student is returning to school from a previous expulsion, he or she will be considered ineligible and will follow appropriate re-eligibility procedures.

      In terms of this section, participation is defined as:

            a.   Competitive performance for any contest, show, or event conducted within the scope of the scheduled activities of the extra-curricular group in question.

            b.   Any travel away from school for a competitive event in the company of the group or unit while under the supervision of the coach or sponsor; or

            c.   Any release from attendance at any class or portion of the school day for practice, performance, or travel in company with the extra-curricular group or unit while supervised by the school.  

ATHLETIC PROGRAMS FOR STUDENTS WITH DISABILITIES 

The Fitness and Athletic Equity for Students with Disabilities Act 2008 and Board of Education provides an equivalent opportunity for participation in mainstream athletics  for students with disabilities with appropriate and reasonable accommodations with the following exceptions. 

Participation does not:

  1. fundamentally alter the sport;
  2. competitively disadvantage other participants; and
  3. significantly increase the risk of injury for the student or other participants.

SCHOOL ACTIVITIES

      1.   Curricular and co-curricular activities may occur both during and after the student day. Extra-curricular activities are to be scheduled, whenever feasible, at sometime other than the student academic school day.

      2.   Elementary and middle school groups (athletic teams, bands, chorus, etc.) may participate in a school or local community activity as a culminating experience only and never as an extra-curricular activity.

      3.   Groups (athletic teams, bands, chorus, clubs, etc.) or individuals representing the high school may participate on what is considered a regular season basis anywhere within the State of Maryland and within a radius of 100 miles of the borders of Garrett County if out of state. In these cases, students will be released no earlier than 1:00 p.m. for travel purposes on days when school is in session.  However, The Board of Education recognizes that certain types of individual and group interscholastic activities (tournaments, parades, and other competitions) may create the need for a waiver of the above distance/time requirements. The Superintendent of Schools will respond to all such waiver requests. In no case will more than three student days be lost for each group activity unless travel is requested out of the country. Approval to accept invitations to special events must be obtained from the Superintendent of Schools prior to making arrangements with students, parents, or the general public.

      4.   Schedules will not be made which request students to leave more than three times before 3:00 p.m. during school days for any specific extra-curricular activity.

5.   The Board of Education places no limits as to the number of extracurricular activities which may be offered by high schools other than the limits imposed by fiscal and/or legal constraints.

      6.   School sponsored activities, practices and events for students, with the exception of Graduation Exercises and approved trips which extend over a weekend, should not be scheduled on Sunday.

7.  COMAR 13A.05.05.09A requires that at least one adult in each high school, other than the designated school health services staff member, shall be currently certified in the First Aid Program of the Red Cross, or its equivalent, Adult and/or Pediatric Cardio-Pulmonary Resuscitation (CPR), and Automated External Defibrillator (AED).  One person so certified shall be available on-site during the regular school day and at all school-sponsored athletic events. 

EXTRA-DUTY-POSITIONS

    The underlying principles governing the policies and procedures for extra-duty positions and compensation are that approved school activities promote the intellectual, social, and personal growth of students; students should be encouraged to participate in school sponsored activities; the trained and certificated teachers of the school system should provide the leadership of the activities offered by the schools; and the time required on a regular basis in excess of the teacher's normal duties should be compensated.

    Additionally, it is the intention of this policy that extra-duty assignments are made on a yearly basis and contracts for the same will be made exclusive of and distinct from the regular teaching contract.

    With the exception of the athletic director, extra-duty may be defined as those assigned tasks in excess of regular duty which require the time of a teacher outside the duty day on a regular basis and which are related to non-classroom activities. Compensation will be paid for only those approved extra-duty positions which require more than 40 hours of extra-duty time per activity per year.

GENERAL CONDITIONS

      1.  The specific extra-duty programs are determined by the Board of Education. The number of compensated coaches and sponsors is determined through the negotiating process and approved by the Board of Education.

      2.   Assignments to each activity will be made in writing prior to the season or beginning of such activity unless in cases of emergency. All assignments will be made annually and will terminate on June 30th following the close of the school year in which the activity was conducted. No person assigned to an extra-duty position will acquire tenure in that position.  

      3.  It is understood that the principal determines the scope of the assignment beyond what is specified in writing and the coach, sponsor, advisor or director accepting the assignment is directly responsible to the principal or his designee.

      4.   All assignments are tentative pending availability of facilities, student interest and participation, and other necessary factors.

      5.  When two or more teachers share the responsibility for an assignment to which one teacher would otherwise be assigned, the principal shall indicate on the written notice of assignment, after consultation with the teachers involved, how the compensation is to be divided.

6.  Whenever possible, all coaches, sponsors, advisors and directors of activities should be staff members of the school which offers the activity.

      7.   If a school fails to sponsor an activity or sport due to lack of interest, facilities, or other reasons, or if a coach or sponsor resigns, the coach or sponsor shall be paid on a pro-rated fee for the number of duty days actually worked during the authorized sport or activity season.

      8.   Extra-duty personnel will be selected and assigned according to established procedures. A separate letter of assignment will be prepared for each extra-duty assignment. All assignments must be approved by the principal of the school and the Director of Secondary Education (9-12), Director of Human Resources, and the Superintendent of Schools.

9.  A Criminal Background Check will be required for all compensated and volunteer extra-curricular employees. 

   10.  The performance of extra-duty personnel will be evaluated, according to approved criteria, at the conclusion of each assignment period. Payment of extra-duty compensation will not be made until all required reports and the evaluations are completed.  

COMPENSATION FOR EXTRA-DUTY ASSIGNMENTS

The current collective bargaining agreement contains the Extra-Duty Compensation scale.

VOLUNTEER COACHES/SPONSORS

Pursuant to Section 6-106 of The Annotated Code of the Public General Laws of Maryland-Education the following criteria are established to permit volunteer service to occur in the programs of the Garrett County School’s extra-curricular activities.    

1.  All volunteer coaches/sponsors must have prior authorization from the appropriate administrator and/or staff personnel who is/are responsible for the direction of the activity involved.  Volunteers must be at least 21 years of age in addition to a current background check.

2. In areas of the program which require minimum qualifications or credentials documentation or certification must be presented to the administrator immediately responsible for the activity in advance of any participation.

3.  Volunteer coaches/sponsors participation is limited to only those responsibilities assigned by the staff personnel or administrator under whom this assignment is affected.  Volunteer coaches/sponsors assume the authority to participate in related or unrelated activities while under the direction of the compensated head coach/sponsor.

4. Volunteer coach/sponsor participation will be accepted only under the conditions that the volunteer is not considered an employee of the Board of Education of Garrett County and that such service does not obligate the board, the local school or school organizations, or their agents, to financial remuneration, fringe benefits, personal liability, etc., except as provided by law, or as authorized by the county board of education. 

5.  The participation of any volunteer coach/sponsor may be discontinued at any time at the discretion of the building administrator under whom the activity is being conducted.

6. All volunteer coaches/sponsors shall be notified of the name of their immediate school employee supervisor, and all supervisors designated to supervise a volunteer shall inform the volunteer of the scope and parameters of the volunteer coach/sponsor services/duties.  The volunteer Must be instructed that in conjunction with and pursuant to Section 4-105.1 of the Education Article of the Annotated Code of Maryland, the volunteer can only act upon these duties and responsibilities within the Board of Educations’ (supervisor’s) control and direction.  The supervisor must also notify the volunteer of his specific duties and impress upon the volunteer the importance and necessity of acting only within the scope of these duties and responsibilities. 

VOLUNTEER ASSISTANTS

Pursuant to Section 6-106 of The Annotated Code of the Public General Laws of Maryland – Education the following criteria are established to permit volunteer service to occur in the programs of the Garrett County Schools or their co-curricular and extra-curricular activities.

1.   All volunteers must have prior authorization from the appropriate administrator and/or staff personnel who is/are responsible for the direction of the activity involved and must be at least 21 years of age in addition to a current background check.

2.  In areas of the program which require minimum qualifications or credentials, documentation or certification must be presented to the administrator immediately responsible for the activity in advance of any participation.

3.   Volunteer participation is limited to only those responsibilities assigned by the staff personnel or administrator under whom this assignment is affected. Authorization for volunteer work in one activity does not assume any other authority to participate in related or unrelated activities.

4.   Volunteer participation will be accepted only under the conditions that the volunteer is not considered an employee of the Board of Education of Garrett County and that such service does not obligate the board, the local school or school organizations, or their agents, to financial remuneration, fringe benefits, personal liability, etc., except as provided by law, or as authorized by the county board of education.

5.   The participation of any volunteer may be discontinued at any time at the discretion of the building administrator under whom the activity is being conducted.

6.   Volunteer assistants may only serve in clerical, managerial, and demonstrative roles.

7.   The general goals of the volunteer program are:

            a.   to assist regular school employees in providing more individualization and enrichment of instruction to their students

            b.   to relieve the regular employee of many non-professional duties and tasks

            c.   to enrich participant's experiences through the unique resources which can be contributed by volunteers

            d.   to strengthen the school-community relations through positive participation.

8.  The general duties of-the volunteer in any area must be supportive in nature; never directive. The following types of duties illustrate the supportive nature of the volunteer's role.

            a.   Clerical details –– handling communications and operating details for the regular staff member.

                  (1)    Writing letters, making phone calls

                  (2)    Confirming schedules

                  (3)    Arranging for transportation

                  (4)    Assisting with fund raising activities, promotions, concessions, etc.

            b.   Operating details –– managing physical arrangements for the teacher or director.

                  (1)    Maintaining inventory, repair, replacement, assignment and use of equipment.

                  (2)    Providing assistance with the organization of physical facilities or supervising the use of facilities and equipment.

            c.   Supervisory details –– student management.

                  (1)    Supervision of pupil conduct before, during, and after activities, practices, contests and performances.

                  (2)    Observing the execution of the regular employee's instructions by individuals or groups of participants during those times the regular employee is directly involved in teaching a different individual, unit, or squad, or is otherwise occupied.

            (3)    Observing and communicating the special needs of students to the professional in charge in the event of injury, failure to follow procedures, and other special cases.

            d.   Training details –– conditioning and safety.

            (1)    Observing the proper use of protective equipment and techniques.

                  (2)    Taping ankles, knees, etc. for practice and contests.

            (3)    Observing safety techniques: weight training, exercise, whirlpool treatment, etc. in order to properly implement the instruction given.

            (4)    Communication and following up injury claims for insurance purposes, etc.

            e.   Enrichment activities.

                  (1)    Modeling

                  (2)    Mentoring

                  (3)    Advising

9.   Volunteers can never be permitted to officially perform professional activities which include:

            a.   Diagnosing the needs of participants, except in a volunteer's role as a professional resource person, i.e. team physician;

            b.   Prescribing instructional programs or techniques;

            c.   Selecting appropriate materials or activities;

            d.   Presenting or teaching content except under direction of the professional teachers of the school system;

            e.   Conducting clinical or professional counseling with students;

            f.   Evaluating student progress or achievement; This does not exclude volunteers from serving as judges for science fairs, cheerleader selection procedures, monitoring student employees, etc.; and

            g.   Initiating activities, programs of instruction, or special events.

10.       All volunteers shall be notified of the name of their immediate school employee supervisor, and all supervisors designated to supervise a volunteer shall inform the volunteers of the scope and parameters of the volunteer services and duties. The volunteer must be instructed that in conjunction with and pursuant to Section 4-106 of the Education Article of the Annotated Code of Maryland, the volunteer can only act upon these duties and responsibilities within the Board of Education’s (supervisor's) control and direction. The supervisor must also notify the volunteer of his specific duties and impress upon the volunteer the importance and necessity of acting only within the scope of these duties and responsibilities. 

STUDENT ACTIVITY FUNDS (Local Schools)

Any Garrett County school that needs to go five hundred dollars ($500.00) in debt beyond what it can pay in the year in which the indebtedness is made must first have the approval of the Board of Education.

Except for salary and authorized reimbursable personal expenses paid according to approved procedures, any employee dealing with the board of education, or any of its agencies, or students, in a business capacity is referred to the conflicts of interest section of the board's ethics policy. (Policy 175, Section 3).

SCHOOL ACTIVITIES REVIEW/EVALUATION COMMITTEE

The School Activities Review/Evaluation Committee will recommend to the Superintendent of Schools changes to the school activities policies and procedures. This committee will also advise the Superintendent concerning all requests to add or delete specific activities or extra-duty personnel.   SEQ CHAPTER \h \r 1Additionally, the School Activities/Evaluation Committee will serve the Board of Education by addressing appeals from students, parents, coaches, or administrators in regard to Athletic Equity for Students with Disabilities.  The following criteria will be used by the committee to review the case: the students’ participation does not

-fundamentally alter the sport;

-competitively disadvantage other participants; and

            -significantly increase the risk of injury for the student or other participants 

1.   All volunteer coaches/sponsors must have prior authorization from the appropriate administrator and/or staff personnel who is/are responsible for the direction of the activity involved. Volunteers must be at least 21 years of age in addition to a current background check. 

2.   In areas of the program which require minimum qualifications or credentials, documentation or certification must be presented to the administrator immediately responsible for the activity in advance of any participation. 

3. Volunteer coaches/sponsors participation is limited to only those responsibilities assigned by the staff personnel or administrator under whom this assignment is affected.

                  Volunteer coaches/sponsors assume the authority to participate in related or

                  unrelated activities while under the direction of the compensated head coach/sponsor. 

4.   Volunteer coach/sponsor participation will be accepted only under the conditions that the volunteer is not considered an employee of the Board of Education of Garrett County and that such service does not obligate the board, the local school or school organizations, or their agents, to financial remuneration, fringe benefits, personal liability, etc., except as provided by law, or as authorized by the county board of education. 

5.   The participation of any volunteer coach/sponsor may be discontinued at any time at the discretion of the building administrator under whom the activity is being conducted. 

      6.   All volunteer coaches/sponsors shall be notified of the name of their immediate school employee supervisor, and all supervisors designated to supervise a volunteer shall inform the volunteer of the scope and parameters of the volunteer coach/sponsor services and duties.  The volunteer must be instructed that in conjunction with and pursuant to Section 4-105.1 of the Education Article of the Annotated Code of Maryland, the volunteer can only act upon these duties and responsibilities within the Board of Educations’ (supervisor’s) control and direction.  The supervisor must also notify the volunteer of his specific duties and impress upon the volunteer the importance and necessity of acting only within the scope of these duties and responsibilities.

Criteria to be used in judging whether to begin or delete extra-curricular activities will be based on the following:

      1.   participation;

      2.   facilities;

      3.   available finances;

      4.   availability of staff;

      5.   community and student interest and support

      6.   availability of minimum schedule.  

Should any portion of these criteria not be met, the School Activities Review/Evaluation Committee will recommend that the extra-curricular activity in question not be sponsored by the Board of Education. 

INTERSCHOLASTIC ATHLETIC EXPENSES 

The interscholastic athletic programs in the Garrett County high schools have typically been funded through gate receipts from athletic events, fund raising activities of individual sports, general school funds, and donations from athletic and service organizations. Beginning with the Unified Sports Program in the winter season of the 2010-2011 school year, funding for Unified Sports coaches (head and assistant), program equipment, and uniforms are being provided through a long-term partnership with Special Olympics of Maryland.    

The Garrett County Board of Education supports these efforts via budgeted funds for extra-duty compensation for coaches, some planned maintenance activities, team transportation, and some approved expenses for coaches. To help ensure balance in the total interscholastic athletic program and to maintain public confidence in the schools' utilization of funds provided by the schools, the following procedures are important:

      1.  capital outlay items and equipment purchased from any sources of funding become the property of the Garrett County Board of Education once they are purchased.;

      2.   athletic and service organizations should clear all purchases through the athletic director and principal of the school;

3.   the gate receipts from all sports become the property of the school and must be spent by the principal of the school to help ensure that sports that do well at the gate help support sports whose gate receipts are low or non-existent;

      4.   Board of Education funds for expenses of coaches may be approved by the athletic director, with approval of the principal including:

            a.   registration fees for conferences and clinics related to a specific sport being coached, and

            b.   transportation expenses, meals and lodging in conjunction with approved conferences, clinics, or scouting trips. Scouting may be approved for trips arranged outside the regularly scheduled school day.  

All requests for reimbursement in this area must be submitted on appropriate forms with supporting receipts, etc., through the athletic director with approval from the principal. 

Each school is expected to keep a detailed report of all income and expenditures for the interscholastic activity program. Detailed reports for each activity and a complete athletic financial report must be submitted for inclusion in the final school financial report and audit of each school year.  This accounting should then be forwarded to the Director of Secondary Education by June 30 of each year.

 


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Instruction 347.7 LDP
Adopted 7/13/78
Revised 6/10/82, 8/18/83, 4/10/86 (Effective 7/01/86), 6/11/96, 7/13/00, 4/15/04, 08/10/04, 061505, 08/14/07,
10/13/08, 02/01/10, 12/13/10 LB