SOUTHERN HIGH

SCHOOL

Protocol Reference
School Year 2018-2019

Mr. Jim S. Reyes, Principal

Dr. Darlene R.A. Roberto, Assistant Principal – Curriculum, Instruction, and Assessment
Mr. Erwin Manibusan, Assistant Principal – Freshman Academy
Mr. Raymond Mantanona– Student Support Services
Ms. Leona Aguon, Administrative Officer

VISION
High Expectations. Quality Education.College and Career-Ready Students.A Better
Community for ALL!
MISSION
“We, the family and community of Southern High School, commit ourselves to
high standards by promoting excellence and preparing students for life.”
SOUTHERN HIGH SCHOOL promotes an academic culture that provides students
with a rigorous and viable curriculum. The school’s academic program has been
validated by the Western Association of Schools and Colleges (WASC) which is
indicative of the professional culture and work ethics of the school’s personnel.

SHS is not content with its current accomplishments and continues to strive for
school improvement and increased student academic achievement. The school’s
deliberate actions will shape a better community by developing college and career-
ready students through quality education.

SHS will continue to promote a professional working environment aimed at

achieving high standards of performance from our personnel and students. This
shall be done through an organization that operates efficiently and effectively and
provides a safe, healthy, and nurturing environment.

SHS is committed to treating all personnel, students, and visitors on campus fairly,
equitably, and ethically and with dignity and respect. We believe we are all public
servants and will hold ourselves to high levels of proper decorum so as to maintain
the public’s trust in our service to our community.

Thus, the purpose of the SHS Protocol Reference is to document and formalize our
obligation to provide an unquestionable service to the public as we comply with
legal mandates and to continuously progress toward the realization of the school’s
Vision and Mission.

It is important to note that this Protocol Reference is a living document and may be
updated and amended occasionally to continue to improve our working and learning
environment and relationships. Employees are expected to read and understand the
guidance provided by this reference.
 OPERATIONAL PROTOCOL
I. SMOKING IS STRICTLY PROHIBITED ON CAMPUS.

II. Student Supervision

At no time should teachers leave students in their classrooms/offices unsupervised. Teachers are always
encouraged to step outside their classroom during passing time to monitor student behavior. If
assistance is required, please communicate with the Student Support Services Office.

III. Students Leaving Class

A. Teachers are not to allow students to leave their class during the first or last fifteen (15) minutes of
class.

B. Students must be issued the school standard corridor passes when leaving the class.

IV. School Announcements

A. The school bulletin will be posted on PowerSchool under the “Bulletin” tab and will be updated
twice a week (Tuesdays and Thursdays). If you wish to place an announcement in the bulletin, it
must be submitted to the Computer Operator before 12:00 noon of the workday prior to posting.
Submission of announcements later than the noon deadline will be honored on the next date of
posting.

V. Teacher Duty Day

A. It is defined as the maximum amount of time teachers are required to be at their worksite.
Teachers’ duty day is from 6:30 a.m. to 1:45 p.m. (exclusive of the lunch and break period).

B. General administrative duties, including lesson/subject preparation, parent and/or teacher

conferences, workshops and other non-instructional activities, are also part of a teacher’s duty day.
When general administrative duties are scheduled to take place after students are dismissed,
teachers are required to attend said scheduled activities. Every effort will be made to notify
teachers at least 15 minutes before student dismissal, if there are general administrative duties that
require their attendance or attention.

C. Teacher Sign-in/Sign-out Log

1. For accountability purposes, teachers are expected to sign in on the teachers’ log book in the
main office on a daily basis upon their arrival to school before going to their classroom or
workstation. Affixing your signature in the log book for future days is not acceptable behavior.
2. Teachers are free to leave the campus during lunch but must sign-out and sign-in in the teacher
Sign-In Log Book.
3. Pursuant to 2.A.7 of the Collective Bargaining Agreement, “Teachers may leave the campus
during their preparation period(s) upon providing a purpose that must be directly related to
classroom preparation. Notification may be done by signing out in a school designated
logbook. Teacher must sign in upon returning to the campus. Any misuse or late return may be
subject to progressive discipline.”

VI. Teacher Absence(s)

 A. Employees are accountable to the Department for their whereabouts during the duty day. Except as
otherwise permitted, employees are to be on campus during the duty day. Teachers whose
whereabouts are unknown during the duty day will be presumed to be doing personal business and
as such, may be charged personal leave or docked in pay.

B. Teachers must notify the Curriculum administrator of their absence on a daily basis and see the
Curriculum administrator for all leave requests. For emergency situations and upon their return to
work, teachers shall see the Curriculum administrator and submit a leave request no later than the
date of returning to work.

C. A maximum of 4% of the teaching population will be approved for leave, including but not limited
to personal, administrative, or pre-planned sick leave, such as dental or medical appointments, on
any given work day. As much as possible, teachers are requested to schedule appointments for
times that are outside of duty work hours.

D. During Parent-Teacher Conference days for high school, teachers will not be permitted to take
leave. Teachers are to make arrangements to use their parental involvement leave during the week
prior/subsequent to the high school PTC dates.

E. Except for “unplanned/emergency” sick leave, approval of leave must be obtained prior to taking
leave. It is the responsibility of the teacher to follow-up whether the leave was approved.
Submission of the leave request does not guarantee approval.

F. It is solely the employee’s responsibility to ensure that all his/her leave documents are completed
and the information provided is accurate. Back-in pay and Leave Conversion will only be
processed for extenuating circumstances.

G. Teachers must provide lesson plans, class rosters, seating charts, and other assistance that will
facilitate the learning process during their absence. Teachers who submit lesson plans via email
must confirm receipt.

H. Personal Leave must be requested two (2) full school days (48 hours) in advance. Leave taken to
extend holidays requires at least seven (7) calendar days advance notice. The minimum charge of
personal leave shall be one (1) hour and additional charges in multiples thereof.

I. A teacher who is absent four (4) or more consecutive days and requesting for sick leave WILL be
required to furnish certification from a licensed physician of such illness.

J. A teacher who is absent on a Monday, Friday, or before or after Holidays may be required to
furnish certification from a licensed physician. In this situation, notification will be given when
physician certifications will be required.

VII. Work Decorum Standard

A. The Administration strongly encourages regular communication between teachers and parents not
only because these partnerships are fundamental to a successful school culture, but also
communication between the schools and parents is essential. However, any actions or distribution
of printed material pertaining to SHS that is reasonably believed by the Administration to
undermine authority, disrupt decorum, harm working relationships, or would tend to foment
controversy, conflict, dissension among teachers, staff, or school administrators will not be
tolerated.
 Printed material means, without limitation, the following items whether reproduced, recorded or
electronically transmitted: correspondence, memoranda, survey questionnaires, photographs,
DVDs, pictures, brochures, pamphlets, advertisements, press releases, etc.

B. All other information not mentioned in this Quick Reference SOP does not exonerate the employee
from adhering to existing employee work decorum standard (Local & Federal Statutes, Personnel
Rules and Regulations, Operating Instructions, Standard Operating Instructions, and Administrative
Directives).

VIII. Subject Preparation

A. When subject preparation involves materials or equipment not available at the school, teachers must
indicate they are leaving in the school-designated logbook, and then may leave campus during
his/her preparation period, provided he/she signs out and signs in. Sign-in sheets must indicate a
school-related purpose.

B. Planning time is designed to allow teachers to collaborate in a Professional Learning Community

(PLC) work environment and Collaborative Learning Teams (CLTs).

C. CLTs are teams that work together to search for understanding, meaning, solutions or to create an
artifact or product of student learning. They are the fundamental building blocks of PLCs. Our CLT
structure will be composed of an interdisciplinary team of teachers sharing a common prep period.

PLCs are a vital component to our school culture as it will be used as the engine to Focus on
Learning, Build a Collaborative Culture, and Focus on Results. Through PLCs, teachers will be able
to review student academic data and adapt instructional practices to ultimately improve student
achievement. Freshman Academy Teachers will meet with the respective teachers in their team to
facilitate PLCs weekly. Focus of the PLCs should be on students’ academic performance;
attendance and discipline profiles; discussion and implementation of innovative and successful
strategies, best practices, and common assessments.

Furthermore with the adoption of the Common Core State Standards (CCSS), PLCs will focus on:
the CCSS (planning, awareness & training), unpacking the standards, developing SMART goals,
aligning curriculum, and mapping the curriculum. The PLCs will also address the four critical
questions.

Guidelines:
1. Identify power standards and essential learning standards.
2. Hold student/parent conferences, interdisciplinary instructional planning, and team events such
as team expectations, projects, traditions, celebrations, and contests, etc.
3. Attendance will be taken and your commitment and participation are expected. D.C.s will
submit PLC weekly meeting sign-in sheets and minutes at the end of each month to the AP of
Curriculum. Academy Team Leaders will submit PLC weekly meeting sign-in sheets and
minutes at the end of each month to the AP of Freshman Academy.

Four Critical Questions of PLCs

1. What do want our students to learn? (Guaranteed & Viable Curriculum)
2. How do we know they learned them? (Instruction & Common Formative Assessment)
3. What do we do if they didn’t learn it? (Intervention)
4. What do we do when they do learn it? (Enrichment)
 D. If subject preparation involves materials or equipment not available at the school, a teacher may
leave campus during his/her preparation period, provided he/she signs out and signs in.

E. Counselors, nurses, librarians, CRTs, transition coordinators, and ESL coordinators do not have a
preparation period.

IX. Student Obligatory List

Teachers are not to issue textbooks or report cards to students whose names appear on the Student
Obligatory List until they clear their obligation(s). Check with FAS office before distribution of the
aforementioned items.

X. Homeroom procedures
A. Teachers shall take attendance and input it into PowerTeacher daily.

B. Teachers shall issue admit slips covering all student absences, excused or unexcused. Review the
handbook to assist with determining what shall be excused or unexcused. All doctor’s notes
submitted by the student shall be forwarded to the School Health Counselor for filing in the
student’s medical record.
1. Procedures for administering admit slips
a. Students will submit their excuse notes to their respective homeroom teachers.
b. The determination of the excusal/non-excusal will be in accordance with GEB policy as
provided in the student handbook.
c. Students have a three-day grace period to provide the excuse notes; otherwise, the absence
will convert to an unexcused absence.

C. Only parents or court appointed guardians may write excuse notes. Adult students (18years or
older) may write their own notes, subject to the limitations prescribed in the school’s policies and
procedures.

D. In the case of three (3) consecutive days (due to illness), the child must have a certified doctor’s
note. The teacher will send the student to the nurse’s office with the doctor’s note to obtain the
admit slip.

E. Suspended students are not allowed in class until cleared by the SSO administrator.

F. For Pre-Arranged absences, teachers will be notified and the absences will be recorded by the SSO
administrator.

G. Teachers are responsible for daily student attendance (tardy, absences), reporting excessive
absences, and communicating this information with parents/guardians.

H. Teachers shall read the campus bulletin daily which will be available on PowerSchool.

I. Disseminate school-issued forms and documents.

XI. Corridor Passes

Each student leaving the classroom must have a corridor pass, if teacher needs more passes, please see
school personnel at the SSO.

XII. TB Skin Test

 All employees are required to submit to the nurse’s office an updated TB skin test, prior to the
expiration date. Failure to do so will result on the employee being placed on “Leave without pay”
status.

XIII. Emergency Bells

A. Fire Drill – Repeating Short Bells (evacuation)

B. Bomb Threat - Repeating Short Bells (evacuation)

C. Earthquake Drill - Single Continuous Bell (simulates earthquake)

During an actual earthquake, the bell will not ring. Students and personnel are to seek shelter and
await the evacuation bell when the earthquake stops.
D. Lock-Down – Three Short Bells (Dangerous Situation – reverse evacuation) three times
Seek shelter indoors immediately, teachers take individuals who are seeking Shelter in the nearest
rooms, lock doors immediately. DO NOT OPEN YOUR DOOR FOR ANY REASON!

E. Campus Lock Down

Very rare is it necessary to lock down the campus. This is done only in extreme emergencies when
severe violence has occurred or is eminent. Basically, “lock-down” means that all students and
personnel must immediately take shelter in order to avoid injury. Students will be directed to remain
calm and follow the directions of school personnel. If it is necessary to lock down the campus, three
short bells will sound three times.

The following procedures will be adhered to for Campus Lock Down:

 Direct all students, staff and visitors into classrooms and secure rooms (if outside).
 Direct all students away from windows and doors to the designated safe zone (if inside).
 Lock classroom doors and barricade with furniture.
 Turn all lights and audio equipment off.
 Cover windows of classrooms.
 Have all persons get down on the floor.
 Advise all students to turn off cell phones. Keep your phone ON and on silent mode.
 Keep students calm and quiet.
 Allow no one outside of classrooms until Police and/or administrators unlock your classroom.

XV. Evacuation Procedures

A. Students will leave their belongings in the classroom. Students may bring only valuables with them.
Book bags and backpacks should be left in the classroom.

B. Students are to exit the school quickly and quietly along the appropriate evacuation route.

C. Students are to remain with their teachers when evacuating and in the designated “holding area”
outside.

D. Attendance will be taken at the holding area. Please submit your accountability form to the
respective school personnel at the designated holding area.

E. When the all clear signal is given, escort your students quickly and quietly back to class.

F. Evacuation Directions for Teachers

1. Preparing for an Evacuation:
  Familiarize your students and yourself with the evacuation route so you know where to go.
 Prepare the items you will need in an evacuation, including student roster, alternate lesson
plans, personal items (hat, water, etc.).
2. During an Evacuation:
 Immediately remind students of what they can bring with them.
 Repeat the directions regarding staying together and moving quickly, quietly, and safely.
 Gather the evacuation packet and materials.
 Ensure all students have exited the classroom.
 Scan the classroom for any obvious inconsistencies, unfamiliar items, possible threats, etc. –
Report these on the Evacuation Attendance Report form
 Leave the classroom unlocked.
 Move your students along the evacuation route to the assembly area.
3. At the Assembly Site:
 Take attendance and fill out the Evacuation Attendance Report (EAR) form.
 List any students who were present in your class before the evacuation and are not accounted
for, including their possible location (restroom, office, etc). Any students who were present
but do not report to your class at the assembly area should be referred to the SSO for
skipping.
 Ensure the EAR is collected by one of the school aides in your area.
 Remind students of how to return to the classroom.
 Maintain control over your students – do not allow them to leave your group.
 Do not allow any students from other classes to join your class.
 Observe your students for any signs of distress.
4. Returning to Your Classroom:
 Ensure your students remain together and move quickly, quietly, and safely
 Do not allow students to visit the restroom or water fountain (this can be done once all
students are returned to your classroom)
5. After the Evacuation:
 Take attendance of your students (any students who fail to return or are excessively tardy
should be referred for skipping)
 Review with your students their performance during the evacuation with reminders and
compliments s appropriate and resume instruction

XVI. Faculty Parking

For safety reasons, all school personnel must display their parking decal upon parking on the school
campus.

XVII. Early Dismissal

Students are not to be released early prior to the dismissal bell. Teachers are reminded that students’
well-being is your responsibility.

XVIII. Compliance
All school personnel have a responsibility to model appropriate behavior, which means that strict
adherence to school policies regarding attendance, discipline, uniform etc., is expected.

XIX. Lockout Procedures

Students must be advised that lockouts may occur at any time during the school day. Lockouts are
intended to address an ongoing problem with students arriving late to school and class. The student’s
tardiness will be documented and the student will be sent to class as quickly as possible. Teachers will
lock their doors at the start of each period (10 minutes) when a lockout is called. Students are not
 allowed in class without a pass from Student Support Service Office. Faculty and staff will be notified if
a lockout will occur.

Consequences for Lock-out:

1st time: Warning
2nd time: Parents Notified/ Lunch detention for two (2) days
3rd time: Work detail for five (5) days
4th time: Suspension for one (1) day
5th time: Suspension for two (2) days

The following procedures will be adhered to:

A. A notice will be given in advance to teachers of the date and target period for lockout.
B. All teachers will lock their classroom doors after the five-minute passing time.
C. All classroom doors will remain locked for the first ten minutes of the class session.
D. Students will be directed to the designated assembly area.
E. If students are locked out, they are to report to the courtyard in front of the SSO to register their
names to be logged in with the school aides and receive a lock out pass.
F. After obtaining the “Lock Out” pass, the student will proceed to his or her classroom.
G. Teachers are not to accept any student without a “Lock-Out Pass”.

XX. Confiscated Items

Any confiscated items will be turned in to the SSO and returned only to the student’s parent/guardian(s).
However, confiscated items such as drugs, drug paraphernalia, Vape Mods will not be returned to
parents/guardians, but turned over to GPD. Any confiscated items unclaimed for more than ten days
will be considered abandoned by the student and will be disposed of promptly. Confiscated items are
considered contraband and are not permitted on campus.

XXI. School Equipment

A. School equipment may not leave campus without the approval of the AO. Proper forms must be
completed by the employee.

B. Equipment donated to the school is the property of the school not the individual teacher(s) who was
able to secure the donation and must be documented in the FAS office upon delivery.

C. All equipment received through a grant is the property of the school and not the individual teacher
and must be documented by the FAS office upon delivery.

D. All equipment (fixed assets) assigned to each classroom MUST remain in said classroom.
Relocation of equipment (e.g., shelves, desks, chairs, boards, etc.) is not permitted without the
authorization and notification of the AO.

E. Keys
1. Duplication of keys to any and all school property is prohibited.
2. Re-keying of doors or any equipment is prohibited without authorization from the AO.

XXII. Photocopying
A. Each teacher will be given an allotment of _____each quarter. See the Administrative Officer for
supplies and materials and/or to submit material requests.

B. Teachers will be responsible for making their own copies of the materials they need for classroom
instruction. Teachers will be permitted to utilize any photocopying machine, however, priority for
use of the machine will be granted to the office to which the machine was assigned.
XXIII. Final Clearance
Teachers are required to complete and submit an End-of-Year Clearance Form by the date specified.

XXIV. Classroom Parties

There shall be absolutely NO classroom parties. Eating/drinking (except water) during instructional
time is strictly prohibited.

XXV. Fundraising Activities

A. Clubs and organizations must be chartered by the SHS Student Body Association (SBA) and
approved by the school administration before the SHS name can be used for any activity, including
fundraising events.

B. All clubs and organizations must follow Public Law 26-26, Board Policy 715, and the SHS Non-
Appropriated Funds Standard Operating Procedures (SOP).

C. Raising funds to replenish school supplies such as printer ink, paper, pens/pencils, and/or other
instructional supplies shall be collected in the form of lab fees. Teachers should establish said
account with the FAS office and should indicate expectations of such fees in their course syllabus.

XXVI. Lab Fees

Teachers may require students to pay lab fees (Board Policy 710) for supplies and materials to be used
and will be consumed/used/kept by the students to support projects and other classroom lessons. Fees
must be reasonable. Teachers must establish their Lab Fees account with the FAS office and must
indicate expectations of such fees in their course syllabus.

XXVII. Service Learning

Starting in School Year 2011-2012 and subsequent years, Public Law 30-53 requires all entering 9th
grade students to complete 75 hours of Service Learning as a requirement for graduation. Please see
DOE SOP 400-002 and the DOE Service Learning Guidebook for Secondary Teachers for more
information.

XXVIII. Part-time/ Outside Employment

Employees are required to obtain written approval from the Principal and the Superintendent of
Education each school year in order to work outside of the Department of Education. Duty hours for
such employment shall not conflict with the teachers’ duty hours.

XXIX. Parking Decals

As part of the campus security, all employees are to have a current parking decal displayed on the
driver’s side dashboard to park their vehicles on campus. The decal must be displayed at all times while
the vehicle is parked on campus. Failure to make the decal visible may result in the vehicle being towed
at the owner’s expense.

XXX. Campus Speed Limit

The speed limit on campus is 5 miles per hour.

XXXI. Supervision of Club and Organization Activities

A. An advisor must be present at all club and organization activities.

B. Advisors must remain visible with the students at all times and must remain until the last student is
picked up by a parent or legal guardian.
 C. Advisors are expected to ensure that all students comply with school rules and regulations,
inclusive of student dress code.

XXXII. Campus Facility Use

A. Campus is secured by 5:00 PM daily (subject to change based on approved after school activities).

B. Employees needing to come on to the campus or use school facilities after the campus is secured
must make arrangements in advance with the school’s administration.

XXXIII. Campus Cleanliness

A. Teachers shall require their students to maintain neat, clean, and orderly classrooms by performing
traditional housekeeping chores such as erasing boards and picking up papers and other trash.

B. Faculty and Staff shall encourage/lead by example campus cleanliness when walking around
campus.
 INSTRUCTIONAL PROTOCOL
I. Instructional time
Instructional time is sacrosanct. Teachers are to maximize its use and are prohibited from making or
receiving personal telephone calls, text messaging, or any social networking during this time.

II. Family-School Partnership

A. Parent Communication
1. Teachers shall provide students at the beginning of every year/semester course outlines/syllabus
and class rules. Course syllabus must be approved by the Curriculum administrator or the
Freshman Academy administrator (for 9th Grade teachers only). Teachers shall maintain a file
documenting parents/guardians have received these documents.
2. With the availability of the Parent Portal, which provides parents an opportunity to review their
child’s data at any moment of the school year, teachers are required to input attendance daily and
during every period and to update their academic record at least once a week. Hence, teachers
are required to input student academic scores on PowerTeacher. Training on inputting student
academic scores will be provided by the school Computer Operator.
3. Teachers are also welcome to use additional methods of communicating with parents/guardians
of their students. The method of communication to be used will be at the teacher’s discretion
but, at a minimum, the method of communication that will be used must be stated in the course
syllabus. The additional methods of communication for SHS are as follows:
a. Letter to parent via student with student signature of receipt
b. Communication Logs (phone and email logs using the official gdoe email)
c. Student Planner
d. Scheduled Parent/Teacher meetings
The date, time, and person spoken to must be documented for each form of communication.

B. Issuance of ‘U’, ‘F’ – 59% or below,

1. Teachers must contact parents/guardians when students are at risk of academic failure,
displaying poor conduct, and/or experiencing attendance issues.
2. Teachers shall not issue a ‘U’ or ‘F’ without first establishing the necessary communication
with parents/guardians about the student’s conduct or academic performance and providing the
student an opportunity to improve their mark.
3. Teachers must have at least three forms of communication documented and interventions
implemented.

C. Teachers are highly encouraged to participate in PTA meetings and similar organizations and to
participate in programs that promote parent involvement.

III. Student Cumulative Folders

A. By the end of the 1st quarter, teachers must have reviewed the cumulative folders for all their
students.

B. Special programs are in place to ensure students are not penalized for language barriers and to
prepare students with disabilities for success after high school either in gainful employment or post-
secondary education.

C. Teachers are required to visit the Consulting Resource Teacher (CRT) office to identify which
students on their roster are students with Individualized Education Plan (IEP). The teacher shall
then make a copy, if not provided by the CRT, for their record. Teachers are expected to
 familiarize themselves with the document and pay closer attention to the students’ goals and
objectives, behavior management plan, and modifications and/or accommodations. Progress
reports on Form 16B must be done in a timely manner. Teacher Written Inputs must also be
submitted prior to the scheduled IEP meeting.

D. Teachers must schedule meetings within the first two weeks of classes with the CRT and ESL
Coordinator to obtain the necessary information to implement education plans for their students
with special needs.

IV. Course Syllabus

Teachers shall provide students and families with course outlines/syllabus at the beginning of every
school year /semester. Class rules and an explanation of what parents/guardians expected to do to
monitor the extent to which their children are meeting class/course requirements and maintain
communication with the school to facilitate family/school partnership. Additionally each teacher shall
be required to provide a copy of the course syllabus to the Curriculum administrator and 9th Grade
Academy for review and approval prior to distribution to students.

V. Lesson Plans
A. Lesson Plans will be reviewed periodically. They are to be readily available (on the teacher’s desk)
to be reviewed by any observer for informal/formal classroom visits.

B. Prepare ten (10) different emergency lesson plans to be kept on file with the Curriculum/Freshman
Academy offices. These emergency lesson plans should be updated and replenished after each is
used. Submit the aforementioned lesson plans to by the second week of school.

C. If you want to use a lesson plan that is more current than those that are on file in the main office,
you may email your lesson plans to the Curriculum/Freshman Academy administrator and their
clerks. It is the responsibility of the teacher to ensure that the email message was received by
contacting the main office to verify its receipt.

VI. Internet
A. ALL employees using the school’s internet are required to sign an Acceptable Use Policy before
going online.

B. ALL computers used to connect to the school’s internet must have updated anti-viral software
installed and operational.

VII. Field Trips

A. Completed field trip request forms must be submitted to the Curriculum administrator at least four
(4) weeks prior to the date of the field trip. Exceptions will be made for last minute invitation-to-
participate events.

B. Off-island field trips must be submitted for tentative approval at least seven (7) months to the date
of the trip and before beginning fundraising activities for said trip. Exceptions will be made for last
minute invitation-to-participate events.

C. Standard School Uniforms must be worn to all field trips. Prior approval must be obtained for
special events that may require different attire. Club shirts do not suffice as official school uniform.
D. Coverage for students that will not be attending the field trip must be made prior to approval and
must be identified in the completed forms.
 E. Cafeteria manager and/or Administrative Officer must be notified of the number of students
attending the field trip if it is to include the student lunch hour. A student listing must be provided
prior to the field trip date.

F. The acceptable student: chaperone ratio is 30:1. For every 30 students attending the field trip, there
must be one adult chaperone. It is encouraged that parents/guardians be asked to chaperone field
trips.

VIII. Movies/Videos
A. ALL movies/videos that are shown to students should be rated ‘G’ or ‘PG’ and related to the
curriculum. The name of the featured presentation should appear in the lesson plans, along with an
explanation of how it relates to the curriculum.

B. All movies/videos that are part of the district-approved curriculum may be shown.

C. All movies/videos to be shown to students REQUIRE prior approval from the Curriculum
administrator.

IX. Changing a Student’s Grade

A. Pursuant to BP 350.1, secondary students’ grades shall be assigned as either a percentage grade, an
incomplete (I) or a no grade (NG). Any incomplete grade which is not converted to another kind of
grade within ten (10) school days after the end of a semester, or within two days prior to the
commencement exercises for graduating seniors, automatically converts to a percentage grade of a
50%.

When receiving make up work from a student, a teacher should be guided by the criteria stated on
the syllabus. Teachers shall assign grades precisely and accurately, and teachers will be held fully
accountable for any error on the final assignment of grades. This Protocol Reference mirrors the
aforementioned subsection of BP350.1: the teacher is allowed to make a grade change not to
exceed ten (ten) school days after the end of the semester.

B. Use of Grade Change Form:

The official Grade Change form must be used for any teacher request. These forms may be found in
the main office. Completed forms should be given to the Curriculum administrator for approval.
 COMMUNICATION PROTOCOL AND
ADMINISTRATIVE DUTIES
The purpose of the Communication Protocol is to provide guidance in order to address all concerns or issues
with the appropriate administrator at the lowest level possible through collaboration and consensus in the
shortest possible time. If the issues/concerns are not satisfactorily addressed, the employee/parent/student may
proceed to the next step higher supervisor as indicated in the form. All are expected to comply with the
Communication Protocol to allow for proper handling of concerns or issues.

ASSISTANT SCHOOL PRINCIPAL,

CURRICULUM, INSTRUCTION, & ASSESSMENT
 Reviews federal and local mandates and GEB Policies and SOPs Governing Curricular Matters
 Oversees the daily operations of the Main Office
 Reviews and approves course syllabi, emergency lesson plans, fieldtrip requests (10, 11, & 12)
 Assist teachers with classroom management and lesson planning, as needed
 Ensure timely submission of grade input/change, distribution of progress reports, report cards, and
transcripts
 Review grade distributions quarterly and make curricular decisions based on data
 Oversees the MOA between DOE and GCC (cross-enrollment) and UOG (Dual Enrollment)
 Oversees handling of all parental grievances regarding curricular concerns
 Assists in providing professional development to faculty
 Oversees the school accreditation process and attends accreditation meetings – Curriculum, Instruction, and
Assessment
 Oversees the School Action Plan
 Oversees the implementation of the State Strategic Plan.
 Coordinates the collection of information for the School Performance Report Card
 Coordinates and serves as the primary administrator for Eskuelan Puengi and Summer School, unless
otherwise assigned
 Responsible for the planning and coordination of Professional Development and Teacher Workdays
 Oversees the school guidance counseling program, including implementing the ASCA Counseling Model
 Coordinate and assist the in-school teacher mentor program
 Work closely with department chairpersons and team leaders regarding student progress, teacher concerns,
etc.
 Oversees the coordination of District Wide Assessments, Common Formative Assessments, and Standards-
Based Assessment
 Review ACT/ASPIRE and SBA data and coordinate the presentations/discussions based on item analysis
 Coordinate with the FAS Office and Department Chairpersons on textbooks orders
 Prepare reports for central office, as needed
 Organizes UOG Student Observations & Student Teachers
 Coordinates all academic clubs and organizations
o NHS, Close Up Club, Academic Challenge Bowl, Math Counts
o Recruit teacher(s) to serve as club advisors/coaches
o Recruit teachers to serve on the NHS selection committee
o Coordinate the NHS inductions
o Ensure timely submission of packets for travel for Close Up Club
 Supervise support staff: Computer Operator, Main Office Clerk
 Supervise the Librarian and Guidance Counselors
 Approves and signs payroll time sheets and leave requests of assigned support staff and all teachers
 Conducts informal observations and formal evaluation of teachers assigned
 Conducts annual job performance evaluation of assigned support staff
 Oversees and sets the regular or modified bell schedules
 Ensures submission of teacher preference sheets
 Oversees the course selection process
 Prepares the master schedule for the next school year, inclusive of room utilization and student schedules,
and makes adjustments to maximize, as needed
 Oversees the pre-registration of incoming 9th graders
 Reviews and approves out-of-district applications
 Oversees the inputting of grades and approves grade changes
 Conducts credit evaluation and certification of graduates
 Oversees student registrations, transfers, and withdrawals
 Reviews and approves course syllabi (10, 11, and 12)
 Oversees the preparation of academic awards ceremonies
 Organizes the faculty orientation
 Coordinates Open House and Parent-Teacher Conferences
 Oversees all school grants, unless otherwise assigned
 Chairs the Faculty Handbook Committee
 Plans & hold weekly Department Chairperson meetings
 Oversees completion of teacher preference sheets
 Actively recruits faculty to fill vacancies
 Reviews requests by teachers for outside employment
 Reviews requests for Military Leave and implements contingency plan for coverage
 Coordinate the transition/grading of students at Liheng Famag’uon, Rays of Hope
 Coordinate the daily need for substitute teachers
 Provides high visibility before school begins, lunch, break & after dismissal

ASSISTANT SCHOOL PRINCIPAL,

FRESHMAN ACADEMY
 Review and approve course syllabi, emergency lesson plans, fieldtrip requests
 Assist teachers with classroom management, lesson planning, as needed
 Ensure timely submission of grade input/change, distribution of progress reports, report cards, and
transcripts
 Review marks analysis quarterly and make curricular decisions based on data
 Oversees handling of all parental grievances regarding grade level concerns/issues
 Oversees the processes of the Child Study Team
 Attends and facilitates IEP, Section 504, and ESL meetings, inclusive of changes of placement (LRE),
accommodations/modifications, manifestation hearing, related services
 Addresses student discipline and attendance
 Ensures accuracy of discipline and attendance data
 Prints and reviews monthly discipline and attendance data
 Develop action items to address discipline and attendance concerns
 Update and restructure, as needed, Academy expectations
 Pre-registration of incoming 9th graders
 ASSISTANT SCHOOL PRINCIPAL,
STUDENT SUPPORT SERVICES
 Reviews GEB Policies and SOPs Governing Student Code of Conduct and Attendance
 Supervise support staff: Regular school aides and one (1) clerk
 Provides regular school aides assignments
 Oversees the daily operations of the Nurse and Student Support Services Office
 Supervise the School Health Counselor and Grade Level Guidance Counselor and Teachers
 Approves and signs payroll time sheets and leave requests of assigned support staff
 Reviews and administers swift and consistent corrective measures on student discipline referrals
 Reviews and administers proactive measures to address student attendance referrals and concerns
 Ensures accuracy of student discipline and attendance data
 Provides monthly discipline and attendance reports
 Assists in providing professional development to faculty
 Attends accreditation meetings – Support for Student Personal and Academic Growth
 Prepare reports for central office, as needed
 Conducts informal observations and formal evaluation of teachers assigned
 Conducts annual job performance evaluation of assigned support staff
 Coordinates setup for PTA meetings
 Oversees school grants germane to student discipline
 Chairs the Student Handbook Committee
 Actively recruits support personnel to fill vacancies
 Reviews requests for outside employment for school aides
 Reviews requests for Military Leave and implements contingency plan for school aide coverage
 Coordinates the transition students from Liheng Famagu’on and JP Torres Alternative School
 Provides high visibility before school begins, lunch, break & after dismissal
 Responsible for the overall safety and security of the campus
 Oversees traffic flow and control on the campus
 Reviews and updates the School Emergency Response Plan and Safe School Plan, as needed
 Reviews and updates the student lock-out plan
 Oversee Student Uniform Voucher Program
 Develop and implement regular emergency evacuation procedures and activities/drills
 Collects and maintains data on bussing arrivals and departures (late)
 Participates in regular management meetings (Administration, School Leadership, Faculty, Department)
 Develop a School Climate Cadre
 Attends accreditation meetings – Support for Student Personal and Academic Growth
 Coordinates random searches with other administrators and support personnel
 Coordinates activities with School Health Cadre to promote healthy lifestyles
 Prepares cites for flag ceremony and student assemblies
 Provides High Visibility Before School Begins, Lunch, Break & After Dismissal

ASSISTANT SCHOOL PRINCIPAL, SPECIAL PROGRAMS

 Serves as Administration Liaison to PTA
 Transition/grading of students at Rays of Hope
 Interscholastic sports program
 Attends and facilitates IEP, Section 504, and ESL meetings, inclusive of changes of placement (LRE),
accommodations/modifications, manifestation hearing, related services)
 Transition Plans
 Oversees the Corrective Action Improvement Plan
 Coordinates monthly Dolphin Connection
 Attends accreditation meetings – Resource Management and Development
 Provide technical assistance for proper implementation of all IEPs to teachers and school personnel
 Assists in the development of component objectives, courses of study and their guides, supplemental
procedures, and assessments in conjunction with ESL school coordinator
 Works with school ESL coordinator on issues pertaining to quarterly school ESL action plans and quarterly
student progress reports
 Attend and conduct all Section 504 meetings
 Assist with the development of Section 504 Plans to include appropriate accommodations/ modifications so
the student can appropriately access the general education setting/curriculum
 Ensure the proper implementation of all 504 Plans and provide technical assistance as needed for teachers
& school personnel
 Prepare reports for central office, as needed
 Oversees Special Programs and Finance and Administrative Services (Business Office)
 Reviews GEB Policies and SOPs governing finance (NAF and budgeting), administrative services, special
education, Section 504, and ESL services
 Provide guidance on IDEA regulations
 Communicates with, as needed, DVR/DISID
 SPED/ESL Progress Reports
 Professional Development for Para-educators
 Special Olympics
 Supervise support staff: 1:1 school aides, one (1) clerk, and Administrative Officer
 Provides 1:1 school aides assignments
 Oversees the daily operations of the Business Office
 Supervises the Consulting Resource Teacher, the ESL Coordinator, Grade Level Guidance Counselor and
Teachers
 Oversees commencement exercises preparations and protocols
 Approves and signs payroll time sheets and leave requests of assigned support staff
 Conducts informal observations and formal evaluation of teachers assigned
 Conducts annual job performance evaluation of assigned support staff
 Actively recruits support personnel to fill vacancies
 Reviews requests for outside employment for 1:1 school aides
 Reviews requests for Military Leave and implements contingency plan for school aide coverage
 Provides high visibility before school begins, lunch, break & after dismissal
 Participates in regular management meetings (Administration, School Leadership, Faculty, Department)
 Attends accreditation meetings – Finance and Resource Management
 Reviews and approves extra-curricular activities and calendar
 Reviews clubs & organizations charters
 Oversees interscholastic sports
 Oversees Social Committee
o Employee Recognition
o Student Recognition
o End-of-the-Year Celebration
 Reviews, approves, and disseminates school information
o School Bulletin – website post and email to stakeholders
o Public Information
 Education Update (PDN), Parent email directory
 Prepares and disseminates faculty and staff directory
 Oversees co-curricular activities, clubs and organizations, and the student activities calendar
 Appoints the Activity Coordinator
 Prepares and submits GEB Monthly Reports
 Collaboration with GovGuam Agencies
 Oversight of Custodial & Food Service Contracts
 Coordinates and schedules required regulatory inspections and repairs with DOE maintenance division,
regulatory agencies, health and safety task force
 Coordinates maintenance service contacts with GPSS procurement office and contractors
 Responsible for the management of facility, maintenance, buildings, grounds and physical plant
 Provides High Visibility Before School Begins, Lunch, Break & After Dismissal

ADMINISTRATIVE OFFICER
 Attend weekly department chair meetings to update teachers on fixed assets, textbooks, or work requests
 Responsible for the management of non-appropriated funds
 Responsible for receiving, reviewing, documenting, submitting, and following up with any and all work
requests
 Responsible for keeping and updating an accurate record of all fixed assets and their warranty and
tagging/labeling all property
 Coordinate with teachers on the procurement of fixed assets
 Submit budgetary recommendations on the procurement of fixed assets
 Prepare and submit documentation for the survey of surplus or unserviceable fixed assets and coordinate its
removal
 Coordinate the receipt of in-kind donations and submit quarterly reports of in-kind donations to the
Superintendent of Education
 Manage and ensure ample instructional materials and supplies
 Prepare and submit requisitions for the procurement of instructional supplies and materials to GPSS
Business Office
 Manages inspections, maintenance, repairs, and cleanup of the buildings and grounds
 Work to address any citations from OSHA, DPHSS, GFD, GEPA
 Post current cafeteria and facilities ratings
 Work closely with GPSS Business Office personnel to track requisitions submitted
 Responsible for maintaining an accurate inventory of all textbooks and tagging/labeling them
 Responsible for preparing and submitting textbook orders based on need
 Responsible for preparing and issuing Textbook Standard Operating Procedures to teachers
 Coordinate quarterly inventory of textbooks with teachers
 Prepare and submit money collected form lost textbook payments to GPSS Business Office
 Coordinate the movement of textbooks to between SHS and other schools
 Identify surplus or unserviceable textbooks and prepare and submit documentation for its transfer
 Participate in annual training given by Food and Nutrition Services Division
 Disseminate and collect NSLP applications form students
 Identify and create list of students eligible for participation in the free and reduced lunch program
 Maintain an updated log of NSLP applicants
 Verify and submit weekly cafeteria report and manage self-inspection checklist to Food and Nutrition
Services Division
 Verify daily meal count report
 Prepare employee sign-in/out logs to ensure that employees are accounted for daily
 Receive all approved leave request, making sure that employees use the appropriate leave
 Prepare turn around documents and submit to GPSS Payroll
 Correct any discrepancies made by the following Monday
 Establishes, maintains operations and records of facilities.
 Responsible for campus project activities to include classroom renovations and remodels, system
installations, and upgrades.
 Responsible for the day-to-day building maintenance service and schedules building preventive
maintenance activities to be proactive ensuring that systems are reliable, safe and operational
 Schedules routine maintenance and repair of buildings
 Keeps track of preventive maintenance inspections and jobs, including step-by-step instructions of
checklist, lists of materials required
 Attends accreditation meetings – Resource Management and Development
 Prepares the School Budget
 Provides monthly updates on the 14 Points (PL 28-45)

APPEALS PROCESS

If the issue is not resolved, you
may appeal to the following in
the respective order.
In the absence of Mr. Reyes, Principal, while on-island,
the following will be the protocol order of succession to
assume Acting-Principal responsibilities. In this case,
major decisions may still be made by consulting Mr.
Reyes.

1. Dr. Darlene Roberto

1. Principal
2. Deputy Superintendent,
Educational Support &
Community Learning
3. Superintendent
4. Guam Education Board
2. Mr. Erwin Manibusan
3. Mr. Raymond Mantanona
In the absence of Mr. Reyes, Principal, while off-island,
Mr. Reyes will appoint one of the Assistant Principals to
assume the Acting-Principal responsibilities using a
rotational system and dependent on circumstances.

In the absence of one administrator, the following will be the protocol for who will assume
the additional responsibilities of the absent while maintaining their collateral
responsibilities. In cases where there may be conflicting schedules, administrators will work
collaboratively to share collateral responsibilities. In example, if Mr. Manibusan is absent,
Mr. Mantanona will assume his responsibilities along with his current responsibilities.

Dr. Roberto Mr. Manibusan

Mr. Manibusan Mr. Mantanona
Mr. Mantanona Mr. Manibusan
Dr. Roberto