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ALBUQUERQUE PUBLIC SCHOOLS - PROCEDURAL DIRECTIVE - INSTRUCTION - ALL SCHOOLS

UNIFORM DRESS OR APPEARANCE FOR MUSICAL PERFORMING GROUPS

Guidelines
With reservations, the District does recognize that some schools may desire uniform dress or appearance for performing musical groups for positive reasons. These positive aspects might include group identity, motivation, and appearance. The ability of all students to participate in school-sponsored activities must be taken into consideration when uniforms are selected.

If a school does permit the wearing of a simple uniform dress or appearance requirements by musical performing groups, the following guidelines must be pursued:

1. Parents are to be notified in advance of any uniform dress for musical performing groups during a school year in the school's course description booklet which is sent home to parents.
2. Each teacher must have the approval of the school principal before any discussion and/or decision takes place between teacher and his/her class.
3. As often as possible, uniforms will incorporate clothing that can be worn at other times.
4. Total cost of outfit should not exceed minimum practical cost.
5. Individual schools and/or music departments involved must be ready to help any student that cannot afford the minimum cost. Under no circumstances will any student ever be excluded from the performing group for not having the group uniform.
6. Any exceptions to the above must be presented, in writing, to the school principal and will not be approved without counter signature of the appropriate assistant superintendent or designee.
7. If a course or activity is required of all students, no fee may be charged nor may students be required to purchase a uniform.

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ALBUQUERQUE PUBLIC SCHOOLS - PROCEDURAL DIRECTIVE - INSTRUCTION - ALL SCHOOLS

RELIGIOUS ISSUES AND HOLIDAY PRACTICES

Instructional Guidelines
Because of the diversity of religious beliefs represented in the school community, the following instructional guidelines apply:

1. The concepts of joy, giving, camaraderie, understanding, and sharing should not be negated for any child by holiday practice.
2. Instructional materials used should neither advance nor inhibit a particular religious belief.
3. Holiday activities are permissible, but should have a strong instructional/curriculum tie and should not be drawn out over excessive periods of time.
4. School staffs should meet and formulate school guidelines about holiday practices consistent with this instructional procedural directive. As they formulate these guidelines, staffs may want to consult with or involve parents.
5. Classroom/schools should be "religion neutral" (neither promoting nor inhibiting religious beliefs) so as to assure comfort to all students.
6. Religious symbols of any denomination should be used only when teaching about religious beliefs and only for brief periods of time during the course of instruction.
7. When a symbol has both a cultural and religious significance, it should be considered a religious symbol and be dealt with according to this instructional procedural directive.
8. Student initiated inquiry and/or activities related to religious issues and ceremonies should be accommodated, but only in the context of the above guidelines.

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ALBUQUERQUE PUBLIC SCHOOLS - BOARD POLICY - INSTRUCTION

1.04 TREATMENT OF RELIGIOUS ISSUES

The District will remain neutral in matters involving religion. The District will adhere to the following guidelines:

1. The school year calendar will be planned to avoid conflict with religious holidays. In case of conflict, students will be allowed unpenalized absences because of the observance of religious holidays. The student must in no way be pressured to choose between school attendance or religious observance.
2. The sacred literature of all faiths may be studied only for its historical, artistic, cultural, literary, or other secular importance. Religious exhibits, music, or display of religious objects or symbols are permissible only if they are used as learning materials in these studies.
3. School facilities may be used by religious groups in accordance with Board Policy K. 03 outside of school hours or when such use will not conflict or interfere with the school program.
4. The District will not conduct or sanction any invocations, benedictions, or formal prayers at the graduation ceremony.
5. Board policy concerning student expression and association is set forth in the Student Behavior Handbook, which is an extension of Board policy.

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APS Fine Arts Program

Janet Kahn - Coordinator
Luis Delgado - Specialist
Helen Gomez - Bookkeeper


January 25, 1999

TO:	High School Principals
FROM:	Janet Kahn, Fine Arts Coordinator
	Luis Delgado, Fine Arts Specialist
RE:	Programming of Religious Music for School Music Groups

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Because of parental concern over the last two years regarding programming at various concerts put on by APS high school musical groups, we have been asked to share information with you that will help you assist your music teachers in ensuring that all musical programs and presentations are "religion neutral" in content.

The APS Procedural Directive on Religious Issues and Holiday Practices is attached. Several of these sub-sections, however, are more relevant to this issue than others. We would like to clarify these items for guidance in the selection of music for concert programs:

• Christmas carols, or holiday music of various religions, can be taught providing there is a strong instructional/curriculum tie;
• Use of Christmas carols, or holiday music of various religions, should neither advance nor inhibit a particular religious belief;
• Music teachers should exercise care in the choice of additional instructional materials used to teach or enhance the context of a particular piece of religious music (i.e., posters, artwork, video, etc.)
• In terms of this sub-section, religious music could be viewed as a symbol having religious and cultural significance, and therefore should be treated as a religious symbol.

APS Board Policy I.04 Treatment of Religious Issues clearly states:

• The sacred literature of all faiths may be studied only for its historical, artistic, cultural, literary, or other secular importance. Religious exhibits, music, or displays of religious objects are permissible only if they are used as learning materials in these studies.

Because of the performance nature of secondary music classes, "studied" as mentioned above includes or implies performance.

If a teacher chooses to program religious music, there must be an effort to provide a balance in terms of secular music or representation of other cultural aspects on the musical program. It is inappropriate to present a program of all religious music from one religion, even if the selected music has historical and artistic merit.

It is important that teachers adhere to the above stated guidelines because students take these courses for credit and, as such, are required to be present for all classes and to participate in concerts and other presentations to the public. Because we are the public schools, we are obliged to be culturally sensitive to the communities we serve.

We are enclosing a publication from the Music Educators National Conference (MENC) entitled Religious Music in the School, which outlines their position on the use of such music in a public school music program. In addition, we are enclosing a copy of an article from the School Policy Legal Advisor regarding dealing with students who may request to opt out of a class where religious music has been programmed.

We hope this information is helpful to you. If you have any questions, please feel free to contact us at 256-4226. Thank You.

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ALBUQUERQUE PUBLIC SCHOOLS - BOARD POLICY - PERSONNEL

G.23 TUTORING OR ADVISING FOR PAY

With the exclusion of school personnel receiving stipends for extra- or co-curricular activities, school personnel are not permitted to receive pay for tutoring or advising any students assigned to them for classroom teaching or other school functions.

Class Instruction Before And After School And During Intersessions

Public school buildings may be used for class instruction (5 or more students per instructor) before and after school and during intersessions if the instruction enhances the school curriculum and/or provides opportunities that are not available during the regular school day. Instructor must be employed by the district and paid at the hourly rate established in the negotiated agreement. Funding for the program will be provided by donations from school related organizations or from student tuition. Student tuition rates will be determined based on income needed to pay the instructor, supplies, and other administrative costs for the program.

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ALBUQUERQUE PUBLIC SCHOOLS - PROCEDURAL POLICY - STUDENTS - ALL SCHOOLS

STUDENT FEES, FINES AND CHARGES

Fees and charges are to be eliminated in the school program in all required courses. This includes required uniforms such as physical education uniforms. In cases where the student provides tools or materials, which become his/her property, especially when the student exercises choice as to the specific project, material, or design, the student may be required to provide the materials.

Optional Activities

Expense for enrichment assignments in optional activities is allowed. Any optional charge must be approved by the appropriate assistant superintendent "Report On Student Fees" form and must be forwarded to the appropriate assistant superintendent for advance approval. Any optional charges must be specified in the official course description.

In all cases provision must be made for students of limited means, and equal assignments must be provided as alternatives without stigma or discrimination. Students shall not be restricted from class activities because of inability to pay.

Uniforms are considered a fee if:

1. Students are denied participation or excluded from the group;
2. Students are graded.

Lost or Damaged Instructional Materials

APS authorities may hold a student responsible for any lost or damaged instructional material or equipment that was in the student's possession. Before a student is held responsible, there must be evidence in writing (such as a checkout card) that the student was given responsibility for the material.

APS authorities may withhold the grades, diploma, or transcripts of the student responsible for damage or loss of any instructional material or equipment until the parent, guardian, or student has paid for the damage or loss. When a parent or guardian is determined to be indigent according to guidelines established by the State Board of Education, the District will work with the parent, guardian, or student to develop an alternative program in lieu of payment. A parent or child meets the indigent guidelines if they are eligible for free or reduced price meals.

In no case is the cost of replacement of lost or damaged instructional materials or equipment, such as classroom sets of textbooks or reference materials, to be shared among a group.

Student Financial Obligations
Students may have the following financial obligations:

1. Library - overdue, damaged, lost, stolen materials
2. Textbooks - lost, stolen, damages to textbooks
3. Classroom materials and school property
4. Athletics - uniforms, equipment, trainer supplies
5. Extracurricular - fundraising monies, other fees

Consequences for Non-Payment
A student may be prohibited from participating in the school's graduation exercises until all financial obligations are met.

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ALBUQUERQUE PUBLIC SCHOOLS - PROCEDURAL DIRECTIVE - SCHOOL COMMUNITY/HOME RELATIONS - ALL SCHOOLS

PARENT ORGANIZATIONS AND BOOSTER CLUBS

Parent organizations should not commit the students or the school community to activities which impinge on instructional time or require inordinate amounts of time, effort, or money. It is essential that activities, which use the name of the school or implied support of the school or the District, adhere to the policies, procedures and financial safeguards normally expected of public bodies. For the protection of the parent groups and the schools, adherence of all parent groups is necessary. School personnel must ensure that the guidelines are adequately distributed and implemented.

Although parent organizations or booster clubs are affiliated with the school in the sense that they carry the name of the school and all their activities must be approved by the principal, such clubs are sole and separate entities from the school and are responsible for their own compliance with applicable Federal and State regulations.

Organizational Bylaws

An organization of parents or community leaders affiliated with a school must develop a constitution and/or bylaws. Those documents must be approved by the principal, in writing, and be filed in the principal's office. The document must contain the following.

1. The name of the organization.
2. The objective of the organization including the statement, "This organization will abide by all School board and administrative policies and procedures."
3. Eligibility for membership and membership enrollment procedures.
4. Officer selection, election procedures, and duties of each officer.
5. Bonding documents for signatures from licensed insurance company within 30 days of receiving $2,500.
6. The principal or designee who will serve as an ex-officio officer of the organization.
7. Specific fiscal auditing and accounting procedures established by each organization. The disbursements must require the signature of two persons designated by the membership in accordance with accepted practice.
8. The Statement: "This organization (or club) will abide by all School Board and administrative policies and procedures."

Business will be conducted in open meetings, with adequate notification of all meetings to all members, and summary of proceedings kept. A copy of the summary of proceedings should be on file in the principal's office.

Finances

To bring uniformity to all schools and prevent possible compliance problems with state regulations, parent organizations must follow the APS Activity Fund Manual:

Any activities or fund-raising projects initiated by the organization and which involve the use of the name of the school must be proposed, in writing, and be authorized by the school principal before the activity commences or any final arrangements are made.

A parent organization or booster club may conduct a fund-raiser on campus after receiving approval from the school principal. The fund-raiser may not involve any type of gambling (i.e. raffle sales, Las Vegas night, etc.).

If the fund-raiser is held during the school (duty) day, funds must not be handled by students if they are to remain outside of the school's activity funds. All funds handled by students are considered to be school activity funds and must follow all procedures applicable in the APS Activity Fund Manual.

If the fund-raiser is held after the school (duty) day, funds may be handled by students authorized by their parents. These funds are not activity funds, because the students are under their parents' jurisdiction when the school day is over.

APS employees may not be involved in financial activities of the organization in any way. This includes ordering items, making sales, collecting money or signing checks. If an APS employee handles funds, they become public funds. The employee's work relationship with the District takes precedence over their relationship with the parent organization. This only states that students and employees handling funds may cause treatment as activity funds. This does not preclude these people from helping the fundraising in other capacities.

No activity fund account will ever be permitted to incur a deficit. Clubs may not use the school's tax exempt number for any of their activities. They must obtain their own tax exempt numbers.

Organizations must maintain their own accounts outside of the school and must have for the principal, no later than one week after the close of school, a complete financial statement for the preceding school year.

Organizations may not use the school's mailing permit for mailings. Fees may only be charged for purposes incidental to the related school program, whereas school fees would cover items required to support the basic program.

Hiring contractors or employees to provide services to be paid by the auxiliary group are permitted once the proper employment status and payment method is determined and approved by the District. Contact the APS Director of Accounting at 842-3575.

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ALBUQUERQUE PUBLIC SCHOOLS - BOARD POLICY - INSTRUCTION - ALL SCHOOLS

1.09 FIELD TRIPS

The Board of Education authorizes the Superintendent of Schools or designee to approve field trips for students. Students who participate in field trips to supplement class activities must have the approval of the principal and the consent from the parent/guardian obtained in writing prior to the trip. Field trips are defined as a school sponsored first-hand education experience for students away from the campus.

Authorized field trips must meet the following criteria:

1. Staff members conduct field trips in connection with courses of instruction with a specific educational or cultural learning purpose.
2. Principals may authorize travel for elementary school students within the Metro area. Travel outside the city/state must have approval from the Region Assistant Superintendent.
3. The principal, with concurrence from the Region Assistant Superintendent, may authorize travel for students within the continental United States including overnight stays.
4. High school students may be authorized to travel to a foreign country if the purpose is to familiarize students with the language, history; geography, natural sciences, and other studies relative to the district's course of study. Final approval for out-of-country trips must be obtained from the district's Superintendent or designee.
5. For field trips within the State of New Mexico the preferred mode of transportation is by contracted Bus. For trips outside of New Mexico, the mode of transportation will be by the most cost-effective form of public commercial carrier. Parents may also be authorized to drive students on field trips provided they complete form IN549 and recognize that they assume the liabilities associated with transporting students.
6. Chaperones will be of sufficient number and maturity to ensure the appropriate supervision and safety of the students participating. Principals will approve a list of chaperones for field trips in advance of such trips.
7. Field trips to locations that put students at unnecessary risk of danger or injury are NOT authorized.
8. The school district does not sponsor "senior trips". Senior trips fail to meet the criteria for field trips and, therefore, will neither be supported nor sponsored by the district. Companies that sponsor "senior trips" or their agent(s) are not permitted to use school district property and/or other resources to promote such trips. District employees or students who choose to represent companies promoting "senior trips" will be considered agents of the company. Companies who sponsor "senior trips" will be responsible and liable for any and all accidents, injuries, suits, etc. which may occur as a result of such trip.

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ALBUQUERQUE PUBLIC SCHOOLS - PROCEDURAL DIRECTIVE - INSTRUCTION - ALL SCHOOLS

FIELD TRIPS

For definition and criteria of district authorized field trips see Board Policy 1.09.

Elementary School Students

Elementary school student field trips are limited to the Albuquerque Metro Area. Travel outside the city/state must have approval from the Region Assistant Superintendent. Chaperones will be provided that are sufficient for the number of students participating. Principals and trip sponsors are responsible for the reliability of non-school staff chaperones. The preferred mode of transportation is by contracted bus.

Middle School Students

Middle school student field trips are limited to the continental United States and are authorized overnight stay. Chaperones will be provided that are sufficient for the number of students participating. Principals and trip sponsors are responsible for the reliability of non-school staff chaperones. The preferred mode of transportation for in-state travel is by contracted bus. Out-of-state travel shall be by public commercial carrier.

High School Students

High school students are authorized to take field trips within the continental United States and may be authorized to travel to a foreign country if the purpose is to familiarize students with the language, history, geography, natural sciences, and other studies relative to the district's course of study for such students. If student field trips involve awarding of credit, follow procedure... Alternative Methods of Earning Credits. Overnight stay is authorized. Chaperones will be provided that are sufficient for the number of students participating. Principals and trip sponsors are responsible for the reliability of non-school staff chaperones. The preferred mode of transportation is by contracted bus for event within the state. The mode of travel for out-of-state or country events shall be by public commercial carrier. High school students shall not transport themselves or others on field trips via personal vehicle except for approved district co-curricular or extra curricular activities.

Approval Procedure
Teachers/Sponsors of field trips must adhere to the following procedure of approval:

Elementary School Trips:

Written request must be submitted on form AD-14 to the school principal/supervisor at least five days in advance of the proposed activity.

If the school principal/supervisor approves, an information copy will be forwarded to the region assistant superintendent, and to the district risk Management office.

Middle School Trips:

In-State: Written request must be submitted on form AD-14 to the school principal/supervisor at least five days in advance of the proposed activity.

Upon approval by the school principal/supervisor, an information copy will be forwarded to the region assistant superintendent and the district Risk Management office.

Out of-State: Written request must be submitted on form AD-14 to the school principal/supervisor at least ten days in advance of the proposed activity.

Upon approval by the school principal/supervisor, the request will be forwarded to the region assistant superintendent for approval.

Once the region assistant superintendent approves, a copy will be forwarded to the deputy superintendent and the district Risk Management Office.

High School Trips:

High school trip approval will follow the same approval process for in-state and out-of-state middle school trips.

Out-of-country trips will follow the same approval procedure with the exception that approval must be sought at least twenty days prior to the anticipated trip and the superintendent or designee will make the final approval. A copy of the final approval will be forwarded to the district Risk Management office.

Parent Permission:

Students taken on field trips to supplement class activities must have the approval of the principal in advance and the consent of the parent/guardian obtained in writing prior to the trip. Use of district form INS-49 is required.

Signed permission forms will be in the possession of the sponsor who accompanies the students on the trip. A list of students who have signed permission forms will remain in the school office during the trip. The list should indicate which students that provided permission forms were absent. It is the teacher's responsibility to arrange for supervision of students who did not provide signed permission forms.

Field Trip Expenses

In the event that participation in a field trip or excursion is mandatory for a class requirement, and a student may be excluded from participating due to lack of sufficient funds, the trip sponsor may solicit funds for the trip from fund raising sources, and/or assign that student with an alternative assignment that will take the place of the field trip or excursion. Alternative assignments must consist of useful work related to valid instructional goals. They may not be punitive or burdensome in length of time or type of work required. Expenses for students participating in a field trip or excursion to any state, District of Columbia, or a foreign country authorized by the district shall not be paid with school district funds. Expenses of instructors, chaperones, and other personnel participating in a field trip or excursion may be paid from school district funds as well as incidental expenses for the use of school district transportation.

Attendance Issues

The attendance or participation of a student on a field trip or excursion authorized by the district shall be considered attendance for the purpose of crediting attendance for apportionment from the average daily attendance count in the fiscal year. Credited attendance resulting from such field trip or excursion shall be limited to the amount of attendance which would have accrued had the students not been engaged in the field trip or excursion.

Credited attendance shall not exceed 10 school days except in the case of students participating in a field trip in connection with courses of instruction, or school-related educational activities, and which are not social, cultural, athletic or music activities.

Chaperone Minimum Standards

It is preferred that school staff be the primary chaperones for student field trips, however, if sufficient staff is not available, the next preferred would be parents or guardians. It is important to advise parents or guardians that non-school aged children will not be allowed since chaperones will need to provide full attention to the students on the trip. Principals will approve a list of chaperones prior to each field trip.

The chaperone minimum standard for general education student supervision is: Elementary School - one chaperone for every seven students; Middle School - one chaperone for every ten students; High School - one chaperone for every fifteen students. These are minimum standards and higher chaperone/students ratios are encouraged to reduce the risk of student injury/incident.

The chaperone minimum standard for students with disabilities requires higher chaperone/student ratios in order to reduce the risk of student injury/incident. Some students may need one to one supervision whereas supervision ratios for others may be decreased as per the individual student's mobility, mental capacity and behavior. The principal and teacher working with a particular group of students would be the best authority of what ratio of supervision is needed.

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ALBUQUERQUE PUBLIC SCHOOLS - PROCEDURAL DIRECTIVE - INSTRUCTION - ALL SCHOOLS DISTRICTWIDE

ACTIVITY TRIPS

For definition and criteria for Activity Trips, see Board Policy I.15. Principals may approve "Activity Trips" for students to participate in activities that would not be authorized as a district covered Field Trip providing that "Event Insurance" is purchased by the school/student.

"Event Insurance" can be purchased through the Risk Management Department by transferring funds to account number 10l.3135.5700.000 or by check made payable to:

Albuquerque Public Schools, Risk Management Liability Account

The policy limits per injury are:

• $250,000 medical coverage
• $10,000 death and dismemberment
• $2,000 dental coverage

For current premium charge per student contact the Risk Management Department at 842-3767.

ALBUQUERQUE PUBLIC SCHOOLS
RISK MANAGEMENT
725 University Boulevard, SE
P.O. Box 25704
Albuquerque, New Mexico 87125-0704
Phone: (505) 842-3767 Fax: (505) 848-9489

BRADFORD ALLISON, Ph.D. SUPERINTENDENT	MICHAEL J. VIGIL CHIEF FINANCIAL OFFICER
	JAMES DORN DIRECTOR OF RISK MANAGEMENT

August 4, 1999

MEMORANDUM

To:	School Principals
From:	James M. Dorn
Approved:	Michael J. Vigil Chief Business Officer
Subj:	Activity Trip Insurance

A reminder - district procedural directives require the purchase of "activity trip insurance" for students participating in field trips and activities which are not of an educational nature. Such non-educational trips include hiking trips, roller skating, swimming, trips to "Uncle Cliffs" amusement park, "The Beach" water park, etc. The cost of this insurance is $0.70 per student and must be purchased through the Risk Management Office prior to the trip.

Please follow these instructions for purchasing activity trip insurance:

1. The request for activity trip insurance must include:
   
   1. Date(s) of trip
   2. Time of trip
   3. Destination
   4. Teacher's name
   5. Number of students
   6. Grade level
2. Requests and payment must be received in the Risk Management Office at least 3 days prior to the activity.
3. No cash or personal checks can be accepted - submit school checks or use the Unisys debit/credit function to transfer funds to the Risk Management Liability insurance account 101.3135.5700.000
4. Payment cannot be refunded unless the entire group cancels.
5. Submit requests and payment to Eva T. Bierner at the Risk Management Office from 7:00 am - 4:30 pm. If you need assistance or more information please call 842-3767.
6. Risk Management will send confirmation to the school upon receipt of request and payment and confirmation of coverage.

Failing to follow this process will result in no insurance coverage for your activity trip.