LEADERSHIP HANDBOOK
AFTER SCHOOL PROGRAMS
All administrative positions in after school programs must be filled in the following order:
Principal in the school with the after-school program
Assistant principal in the school with the after-school program (filled in seniority order)
All elementary principals for elementary schools, all secondary principals for secondary schools (filled in seniority order)
All elementary assistant principals for elementary schools, all secondary assistant principals for secondary schools (filled in seniority order)
Schenectady City School District Central Office administrators (filled in seniority order)
Programming
The 21st Century, Empire and Community Schools after-school program will typically run October - June.
All no program dates should be identified at the beginning of the school year.
All no program dates will be reviewed by your Assistant Superintendent of Innovation, Equity and Engagement (IEE).
No program dates will be shared with transportation and food service.
If you need to cancel after school programming, please follow the district protocol (see protocol below).
Program Cancellation Policy
Establishing “No Programming” Dates
ELT Team (Program Director, school administrator and site facilitator) meet no later than the first week in September to establish and finalize the school specific list of “No Programming Dates.”
ELT Department will provide a list of full District “No Programming Dates” and circulate it to school administrators, transportation, community-based partners, and site facilitators by September 15th.
Submission of “No Programming” Dates
All “no programming” dates due to staff meetings, Title I nights, parent/teacher conferences or community partner conflicts must be sent to the Assistant Superintendent of IEE by the second Friday in September to be reviewed and approved. After “no programming” dates are approved, program directors, school administrators, site facilitators, food service, and transportation will receive a copy. The after-school transportation run for those dates will be canceled. The principal/site facilitator must remind parents/guardians of “no programming” dates by sending both an electronic alert and a written notice home one week prior and one day prior to the “no programming” date. Be sure to update any calendars and dates on the school website.
Request for an Additional “No Programming” Date After September Deadline Has Passed: (ex. Forgot to submit; additional school activity added to calendar)
The procedure outlined below must be followed to request an additional day of “no programming.” All requests for additional dates must be submitted at least two weeks in advance of the proposed cancellation date. Building administrators do not have the authority to cancel without the permission of the Superintendent or his designee, and Assistant Superintendent of Innovation, Equity and Engagement.
The school administrator will contact the Assistant Superintendent of IEE or his designee, to communicate the request to cancel the after-school program. The Superintendent or his designee will approve or deny the request.
If the request is approved, the Assistant Superintendent of IEE or his designee will contact Transportation to cancel after school bussing for the requested day.
The Assistant Superintendent of IEE or his designee will contact the building administrator to communicate approval.
The school administrator will notify the site facilitator of the approval.
Principals or site facilitators must remind parents/guardians of “no programming” dates by sending both an electronic alert and a written notice home one week prior and one day prior to the “no programming” date. Be sure to update any calendars and dates on the school website.
Individual Building Emergency Cancellation (ex. building facilities)
The procedure outlined below will be followed if an extenuating circumstance warrants an emergency cancellation of programming for an individual building. Building administrators do not have the authority to cancel without the permission of the Superintendent or his designee, and Assistant Superintendent of Innovation, Equity and Engagement or his designee. Building administrators must contact the Assistant Superintendent of Innovation, Equity and Engagement or his designee to initiate the process of canceling after school programming.
The school administrator will contact the Assistant Superintendent of IEE or his designee to communicate the request to cancel the after-school program. The Assistant Superintendent of IEE or his designee will approve or deny the request.
If the request is approved, the Assistant Superintendent of IEE or designee will contact Transportation and food service to cancel bussing. There is no need for the building administrator or CBO to contact Transportation.
The Assistant Superintendent of IEE or his designee will contact the principal or designee regarding the decision. The building administrator or designee can then make an announcement to students, staff, and CBO staff.
The building administrator will proceed with an electronic call or text.
The ELT team is responsible for contacting parents/guardians of students who are enrolled in the after-school program
The Program Director or site facilitator is responsible for contacting all vendors scheduled for that day.
If schools are not successful contacting parents/guardians before regular dismissal, administration must remain in supervision of child(ren). Do not send students home on regular dismissal buses without verified contact.
District Emergency Cancellation (ex. Inclement weather)
The procedure outlined below will be followed in the event a decision has been made to cancel the after-school program district-wide:
A decision to cancel after school activities is made by the Assistant Superintendent of Innovation, Equity and Engagement by 12pm.
The Assistant Superintendent of Innovation, Equity and Engagement will communicate decision to Assistant Director of IEE, Assistant Superintendent of Planning and Accountability, Assistant Superintendent of Student Support Services, Transportation Supervisor, Chief Emergency Officer, District Director of Communications, Executive Director of Elementary Schools, Executive Director of Secondary Schools, Athletic Director, and Food Service Manager.
An electronic call or text will be sent to all parents/guardians by the Communications Office. The Communications Office will send out additional alerts on the District website and various social media outlets.
The building administrator or designee will make an announcement to alert students, staff, and CBO staff.
The Program Director or site facilitator is responsible for contacting parents/guardians of students who are enrolled in the after-school program.
The Program Director or site facilitator is responsible for contacting all vendors scheduled for that day.
If schools are not successful contacting parents/guardians before regular dismissal, administration must remain in supervision of children. Do not send students home on regular dismissal buses without verified contact.
Teacher Recruitment
Schools must recruit teachers from their building by posting an internal recruitment bulletin. After-school teacher bulletins are posted at the building level for 10 days. Postings should be by subject areas with certification specified. Therefore, a separate posting should be up for ELT, ELA, Social Studies, Math, Special Ed., etc. as needed. District seniority is followed.
If there is insufficient response to the building level posting, then Human Resources will post district wide by subject area and opportunities will be extended based on district-wide seniority.
Student Registration Forms
Student registration forms are located on the after-school department page and building main office. Students recruited for after school should be based on the highest need using previously collected data.