Policies and Procedures Handbook
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REQUIREMENTS FOR FIRST TIME ENTRY TO SCHOOL PHYSICAL EXAM

Administrative Procedure

             I.       Physical Examination Requirements For Students Enrolling In Garrett County Public Schools That Are First Time Enrollees In Maryland Public School
          System

      A.    A physical examination is required of each child entering the Maryland public school system for the first time.
B.    The examination shall be completed within the period of 9 months before entrance or 6 months after entrance.
C.    The physical examination is to be completed by a physician or certified nurse practitioner.
D.    The physical examination form designated by the Department of Education and the Department of Health and Mental Hygiene shall be used to meet this
        requirement. (Maryland Schools- Record of Physical Examination- Student Record Card 6) See Appendix A
E.     If the student enrolls with a physical completed by a physician or certified nurse practitioner that was preformed in the allotted time period but is not
        documented on the Maryland Schools- Record of Physical Examination – Student Record Card 6, it may be accepted and should be attached to the
        Student Record Card 6, section II. The parent/ guardian are to complete section I of the form.
F.     An effort should be made to facilitate students and their families in obtaining a physical examination. However, if a student is unable to obtain a physical
        examination, the student may not be excluded from school.

           II.      Documentation and Follow-up

A.   If the student enrolling in a Garrett County public school is entering the Maryland public school system for the first time, and has documentation of a physical examination as outlined in section I, the following documentation shall occur.

      1.      Documentation of physical should be noted on Student Record Card 5.
2.      Record of Physical Examination – Student Record Card 6 should be placed in student’s health file

B.  If a student enrolling in a Garrett County public school is entering the Maryland public school system for the first time, and is without documentation of a physical examination as outlined in section I, the following shall occur.

     1.    The school nurse or designee shall notify the student’s parents/guardian of the need for a physical examination by sending home parent/guardian 
      letter PS 45 (See Appendix B), along with a copy of Maryland Schools-Record of Physical Examination – Student Record Card 6.
2.    A copy of the dated PS 45 should be filed in the student’s health folder until it is replaced by the completed physical.
3.    Documentation of PS 45 being sent and the need for follow-up should be noted on Student Record Card 5.

C.  Every effort should be made by the school nurse to facilitate a student and their family in obtaining a physical. If they fail to obtain a physical, the school nurse should ascertain the reason for non-compliance. 

       III.      Reports

A.    At the end of each school year ,no later then July 1 for the prior school year, the school nurse shall report to the Department of Pupil Services (using the 
 Maryland School Health Screening Statistics Form  Appendix C) the number of children entering the public school system for the first time who did not have
 a physical examination because of :

     1.    The lack of access to health care;
2.    Insufficient financial resources; or
3.    Any other reason, including a religious reason,

B.  The Department of Pupil Services shall compile the above statistics and submit one form with the aggregate data from all reporting Garrett County public  
school to the Department of Health and Mental Hygiene so that it can be received no later then July 15 for the prior school year. 

Source: COMAR 13A.05.05-.07A

Appendix A    Record of Physical Examination – SR 6

Appendix B    PS 45 – Parent/Guardian Physical Letter

Appendix C    Health Screening Reporting Form

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Pupil Services 431.43 
Adopted 6/13/06 KL
Revised