HHS Tutring Prcedure Respnsibilities: Central Office Special Educatin Department: Determines and articulates tutring prcedure and plicies cnsistent with district and schl plicies Tutrs are assigned fr the fllwing reasns: Physician s referral fr medical absences nt less than 14 schl days per schl year (these days need nt be cnsecutive) (See Appendix 4). A 504 Team recmmendatin Special Educatin Team recmmendatin Suspensin ver 10 days Awaiting placement IEP directive Determines plicies and prcedures fr tutr supervisin: mnitrs the perfrmance f tutrs (picking up assignment made by teachers, teaching the student, cllecting student wrk and returning it t schl, cmmunicating the quality f student wrk t student and parent(s)), prvides feedback t tutrs, ensures that payment is apprpriate. peridically evaluates the degree t which participants (parents, students, tutrs, teachers and administratrs) are satisfied with prgram, checks t find areas in which imprvement are needed, and slicits suggestins frm stakehlders fr imprvement Publishes and disseminates tutring plicies and prcedures s they can be used t guide current practices and t serve as a starting pint fr future imprved plicy and prcedure. Publishes and disseminates a tutring guide fr parents (See Appendix 3) Develps a district-wide rganizatinal structure s respnsibilities fr the tutring prcess are clearly defined and delegated Determines requirements fr candidates fr tutr psitins (degree requirements, certificatin requirements) Psts psitins and hires tutrs Prepares and maintains a list f names and phne numbers/email addresses fr active tutrs Determine the respnsibilities f persns assigning tutrs. Makes sure parents have and fill ur fr HHS the frms in Appendix 4 and 5 (if needed) Calls the tutr and tells them f their assignment (student name, address, anticipated length f tutring assignment) and tells them t wait fr a call frm HHS t pick up the initial assignments) Ntifies the main ffice at Haverhill High wh then wh then ntify the apprpriate assistant principal, the HHS attendance fficer and ther apprpriate persnnel Teachers: assign wrk, crrect and grade wrk returned n time, and assign grades (except fr lng term absences as nted belw) Tutrs: See Appendix 2 Students: study, use the tutr as a resurce t aid learning, and cmplete assignments n time. HHS Office staff If a parent calls cncerning tutring, refers the call t SPED 978-3743435 wh makes sure the parent fills ut frms in Appendix 4 and 5 Once ntified that a student will be tutred Checks the student schedule and ntifies the student s teachers f his/her absence and request that 10 day s wrth f wrk be left in the Main Office within 48 hurs.
When all assignments have been brught dwn, the main ffice calls the tutr t cme and pick up the wrk If wrk is nt brught dwn n time ntifies the apprpriate supervisr Keep a recrd* f picked up wrk (by whm, date) *All recrd keeping can be dne in a ntebk. Administratin and Supervisrs: ntify teachers f student absences and clarify the status f assignments given and wrk cmpleted. Nn-tutred Absences 1. Schl (assistant principal) is infrmed f the student s expected absence. 2. If hmewrk/make-up wrk is requested, a nte will be placed in teacher mailbxes. 3. Wrk fr the student shuld be in the ffice within 24 hurs (the next schl day). 4. The student has as many schl days t cmplete make up wrk as the number f days he/she was absent. In ther wrds, a student wh misses schl fr three days with an excused absence must make up missing wrk by the end f the third schl day they return frm the absence. Tutred Shrt Term Absences: Absences fr which district tutring criteria are met AND which are anticipated t be fr 30 calendar days r less (vacatins, weekends, snw days d nt matter) 1. Schl ffice is infrmed f the student s shrt term absence. 2. Teachers are ntified f the absence, assign wrk fr up t 10 schl days (r less, if fr a knwn shrter perid), and within 48 hurs send r bring assignments t the ffice t be put in a flder fr the student. 3. Teachers send wrk/assignments t ffice t be put in a flder fr the student. 4. The first week the substitute picks up wrk. 5. The secnd week the substitute returns wrk and gives each teacher a Weekly Tutring Reprt. IF PREVIOUSLY ASSIGNED WORK HAS NOT BEEN COMPLETED AND RETURNED IN A TIMELY AND SATISFACTORY MANNER NEW WORK NEED NOT BE ASSIGNED. 6. The third and furth weeks (if needed) TEACHERS submit an additinal five day s wrth f wrk. The TUTOR returns the previus assignments. 7. If cmpleted assignments are nt in the absent student flder, the TEACHER shuld ntify his/her supervisr s apprpriate actin may be taken. 8. If the next assignment fr the student is nt in the ffice flder, the TUTOR shuld ntify the apprpriate supervisr s apprpriate actin may be taken. 9. When the student returns t class, the tutr sends t each teacher all the student s wrk nt previusly returned as well as an evaluatin f the student s prgress. In ther wrds, the tutr assesses what he/she has seen. 10. The teacher cnsiders the cmments frm the tutr and the wrk returned. The teacher may require the student t cmplete ther tasks (e.g., ral reprts, labratry experiments, tests) befre all the wrk missed is cnsidered made-up. 11. The student has as many schl days t cmplete make up wrk as the number f days he/she was absent. In ther wrds, a student wh misses schl fr three days with an excused absence must make up missing wrk by the end f the third schl day they return frm the absence. 12. Teacher assigns the grade. Tutred Lng Term Absences: Absences f mre than 30 calendar days. 1. Schl (assistant principal) is infrmed f the student s anticipated lng term absence. 2. Assistant Principal ntifies secretarial staff t send ntices t teachers, deans and Curriculum Supervisrs with the anticipated duratin f the absence and a request fr wrk. Teachers are
expected t send r bring assignments fr the first 30 days t the ffice t be put in a flder fr the student within 48 hurs. Curriculum Supervisrs will bring t the ffice cpies f the curriculum maps fr the curses taken by the student. After 30 days the assigned tutr creates and implements lessns fllwing the grade level curriculum. 3. Grades: a. Fr the first 30 days, the student may wrk under teacher supervisin as in Tutred Shrt Term Absences. b. After 30 days the student wrks under the directin f the tutr and the tutr will submit grades i. Special Needs staff infrms the tutr f the need fr Prgress Reprt cmments and end f the term grades and cmments. ii. The tutr grades the student, including prgress grades and term grades. In bth cases the cmment Assigned by Tutr must be given (cmment #52 at HHS). 4. When the student returns t schl he/she rejins the class and cntinues n with the new assignments.
Tutr Respnsibilities FOR ABSENCES OF 30 CALENDAR DAYS OR LESS The Tutr Submits Tutring Reprts t the Central Office Special Educatin Department Picks up assignments The first week (assignments fr 10 day s wrth f wrk) The third and furth weeks (assignments fr 10 day s wrth f wrk IF PREVIOUSLY ASSIGNED WORK HAS BEEN COMPELTED AND RETURNED IN A TIMELY AND SATISFACTORY MANNER) Teaches students Cmes t the tutring sessin prepared t help the student learn Arrives at the tutring sessin n time Is actively engaged teaching during the tutring sessin Prvides students with feedback cncerning their prgress On a weekly basis prvides parents with feedback cncerning the student s prgress. Make sure parents understand whether their sn/daughter is keeping up with assigned wrk frm the teacher, s the teacher will be assigning a grade (A, B, C, ) Return cmpleted assignments The secnd, thereafter as needed (5 day s wrth f wrk each time, except the last assignment which may be fr less). IF PREVIOUSLY ASSIGNED WORK HAS NOT BEEN COMPLETED AND RETURNED IN A TIMELY AND SATISFACTORY MANNER NEW WORK NEED NOT BE ASSIGNED. Cmmunicates with each f the student s teachers nce each week frm week tw until the end f tutring using the Weekly Tutring Reprt (See Appendix 1) FOR ABSENCES OF MORE THAN 30 CALENDAR DAYS The Tutr Picks up assignments (frm the teacher) fr Tutred Shrt Term Absences AND ALSO picks up a cpy f the Curriculum Map (frm the Curriculum Supervisr) fr each f the curses t be tutred. If the tutr/student wrk with the teachers as in SHORT TERM ABSENCES, the teacher will grade student wrk and assign grades. After the 30 days the tutr/student wrk mre independently guided by the Curriculum Map, the tutr will assign a either grades r PASS/FAIL grade fr the student. Special Needs staff infrms the tutr f the need fr Prgress Reprt cmments and end f the term grades and cmments. The tutr grades the student, including prgress grades and term grades. In bth cases the cmment Assigned by Tutr must be given (cmment #52 at HHS).
Parent Guide Here are answers t sme cmmnly asked questins abut tutring. Questin #1: Why are sme students assigned tutrs? Answer: Tutrs are assigned fr the fllwing reasns: Physician s referral fr medical absences f nt less than 14 schl days A 504 Team recmmendatin Special Educatin Team recmmendatin Suspensin ver 10 days Awaiting placement IEP directive Questin #2: If I believe that my sn/daughter qualifies, wh d I call t get a tutr fr my sn/daughter? Answer: Call the ffice f the Directr f Special Needs at (978) 374-3435. Ask fr tutring (educatin supprt persn) wh will make sure yu receive the apprpriate frm(s), ntify yur sn/daughter s schl, and assign the tutr. Questin #3: Hw des the prcess wrk? Answer Yu sn/daughter s teachers are ntified and asked t prvide 10 day s wrk. The tutr picks up the assignments and calls yur sn/daughter t set up the tutring schedule. The tutr cmes t the tutring sessin with the assignments, teaches, and takes cmpleted wrk frm yur sn/daughter t return it t the schl s it can be graded. Each week the tutr will tell yu hw well yu sn/daughter is ding. Questin #4: What abut grades? Answer Fr absences 30 calendar days r less grading is dne by yur sn/daughter s regular teacher(s).. Fr grading, the tutr assigns weekly assignments, teaches yur sn/daughter, and grades these assignments. Yur sn/daughter may be able t keep up with the regular assignment in sme curses but nt thers, s the teacher(s) may assign regular grades in sme curses and the tutr may assign Pass/Fail grades in the thers. The tutr shuld be infrming yu weekly abut yur sn/daughter s prgress. (A, B, C, ) Questin #5: What d I d if I want t tell smene what I think abut tutring? Answer: At any time yu may call (978) 374-3435 t speak with Mr. Maurice Cvin, Directr f Special Educatin. Questin #6: What happens at the end f the tutring sessins? Answer: Yu sn/daughter shuld be ready t rejin his/her classes. We wuld appreciate yur taking a few minutes t cmplete and return the fllwing frm at the end f the tutring sessins.
Student s Name: Date: Schl: Grade: 1 2 3 4 5 6 7 8 9 10 11 12 Parent Name: (circle ne) I was satisfied with the tutring prcess COMMENTS I was nt satisfied with the tutring prcess Return the Cmpleted frm t Mr. Maurice Cvin, Directr f Special Educatin Haverhill Public Schls 4 Summer Street Haverhill, MA 01830
Schl District Name: Schl District Address: Physician s Statement fr Temprary Hme r Hspital Educatin 603 CMR 28.03(3)(c) Student Infrmatin: Student Name: DOB: Address: Physician s Infrmatin: Physician s Name: Telephne #: Type f Physician: Address: The student will require educatinal services at hme and/r at a hspital: fr mre than 14 days. fr recurrent perids f less than 14 days, that will accumulate t mre than 14 days in the schl year. The schl district shuld cnsider the fllwing medical infrmatin when planning instructinal services: The student s health during this perid(s) will affect / will nt affect the prvisin f full educatinal services. If services will be affected, please explain why and hw services will be impacted. The student is expected t return t schl n. (MM/DD/YY) Physician s Signature Date
Student Name: Date f Birth: Parent/Guardian Name: Address: Phne number(s): I understand that my child will receive six hurs per week f hme tutring services while he/she is ut f schl fr the fllwing reasn: Physician s Referral fr medical absences ver 14 days 504 Team Recmmendatin Special Educatin Team Recmmendatin Suspensin ver ten (10) days Awaiting Placement IEP Directive I have read the attached parent guide t the high schl tutring plicy and agree t all its terms. In particular I understand that if my child cmpletes hmewrk assignments prvided by the teacher in a timely and satisfactry manner a grade will be assigned by the classrm teacher, therwise yur child may earn a Pass (70) r Fail (60) grade as determined by the tutr by cmpleting assignments made and graded by the tutr. Parent/Guardian signature Student signature (18 years and lder) Date f signature: