Orientation Policy Highlights September 2018
Dress Code
Professional dress is expected of all faculty during the school day. Those engaged in such activity as physical education, art, or industrial arts obviously may modify their dress appropriately to more fully or safely conduct specific classes. Examples of attire NOT acceptable: • Jeans (except on Jeans Days or Summer Session) • Tank tops • Shorts (except during the summer session) • Flip flops or other beach shoes • Sweat pants • Bare midriffs • T-shirts with suggestive or inappropriate messages
It is important to remember that each of us, regardless of our role, serves as a role model for our students. Additionally, dress code restrictions are in place for both your safety and the safety of our students. Staff who fail to meet dress code standards may be asked to change their attire.
Anti-Harassment Policy
Cotting School is committed to providing a workplace and educational environment that is free of sexual harassment as well as harassment based on factors such as race, color, age, sex, sexual orientation, national origin, religion, marital status, disability, pregnancy, veteran status or any other characteristic protected by applicable law. The School strongly disapproves of and will not tolerate harassment of employees by any other employee, including managers, supervisors or co-workers. The School will also attempt to protect employees from harassment by non-employees in the workplace.
Discriminatory harassment, including sexual harassment, will not be tolerated by Cotting School. This policy applies to all harassment occurring in the work environment, whether on Cotting’s campus or in any Cotting School-related setting, and applies regardless of the gender of the individuals involved.
Prohibited Behavior Harassment includes any unwelcome, verbal, physical or visual conduct that (1) creates an intimidating, offensive, or hostile work environment; (2) unreasonably interferes with the education of any student or an individual’s work performance; or (3) otherwise adversely affects an individual’s
Cotting School Orientation Policy Highlights September 2018 1 employment opportunities. Harassing conduct includes, but is not limited to, the following: slurs, negative stereotyping, ethnic jokes, written or graphic material displaying offensive objects, or threatening, intimidating or hostile acts that denigrate or show hostility or aversion toward any individual or group because of race, color, age sex, sexual orientation, national origin, religion, marital status, disability, pregnancy, veteran status or medical condition.
Sexual harassment includes unwelcome sexual conduct that creates a hostile, offensive or intimidating work or educational environment. Accordingly, no one, whether a supervisor or not, may engage in or use offensive flirtation, advances, propositions, gestures, unwanted touching, offensive sounds, verbal abuse, “kidding” or degrading words of a sexual nature to describe an individual or display or distribute sexually suggestive objects or pictures in the workplace. Threats or demands to submit to sexual requests as a condition of continued employment or to avoid the loss of benefit or offer of employment benefits in return for sexual favors are likewise not permitted.
An employee who engages in harassing behavior is subject to disciplinary action, up to and including termination of employment.
Retaliation
It is also unlawful to retaliate against an employee for making or filing a complaint of sexual harassment or for cooperating in an investigation of a complaint of sexual harassment. Any such retaliation will also result in disciplinary action, up to and including termination of employment.
Procedures for Reporting, Investigation and Resolution
If an employee or student believes that he/she has been subjected to sexual harassment, whether by a supervisor, coworker, teacher, student or any other person with whom the employee or student comes in contact in connection with the Cotting School, the individual should report the incident to management personnel with whom he/she feels comfortable so that appropriate action can be taken, including the Executive Director at his administrative office in Krebs Hall (ext. 120), the Chief Operating Officer in her administrative office in Krebs Hall (ext.126), the Chief Academic Officer in the Student Services Office (ext. 168), the Special Education Coordinator in the Special Education Office (ext. 142) or the Chief Financial Officer in his administrative office in Krebs Hall. (ext. 122) Confidentiality will be respected to the extent practical. Some disclosure may be necessary in the conduct of any adequate investigation. Any necessary investigation will be conducted sensitively and carefully as such inquiry implicates the rights of the individual against whom the sexual harassment charge is directed, as well as the rights of the complainant.
Process for Investigation and Resolution
If the School receives a complaint or becomes aware of a sexual harassment situation in the workplace, procedures to be followed include:
1. Investigate the matter promptly and thoroughly. 2. Take action to end any unlawful harassment. 3. Take steps to prevent the misconduct from recurring. 4. Take appropriate disciplinary action.
It is recognized that peoples’ perspectives of situations differ and that a single incident or isolated instances do not create a hostile environment. However, the School desires that all its employees
Cotting School Orientation Policy Highlights September 2018 2 treat each other with respect at all times and believes that as we do this, unwelcome and/or unacceptable behavior can be avoided.
An employee who believes that he or she has been subject to sexual harassment may also contact the United States Equal Employment Opportunity Commission at One Congress Street, 10th floor, Room 1001, Boston, MA 02114 or the Massachusetts Commission Against Discrimination at One Ashburton Place, Boston, MA 02108.
Harassing Behavior Involving Students
It is also extremely important that all employees exercise utmost caution in their treatment and activities involving students. Any sexual involvement with students is prohibited. Being alone with students in informal situations, careless and inappropriate actions including touching, improper dress and objectionable conversation should be avoided. Generally a staff member should not be alone with a student, allow full body or other unnecessary physical contact with a student, engage in out-of- school contact with a student, or use any suggestive, profane or vulgar language at any time. This is an important and sensitive matter and everyone’s full cooperation is required.
Runaway
Each incident involving a runaway may be unique. Common sense, therefore, may be a large factor in determining the most immediate circumstances.
Cotting School generally defines a runaway student as one who leaves the building or grounds without permission and is unable to be located. If a student leaves the building without authorization but his/her whereabouts are known, a staff member will remain in “visual contact” and the student is encouraged to return to the school. If a student leaves the school building without permission or if the student refuses to return to the school, the following steps will be taken, as applicable:
• the CAO or her designee will be immediately notified by the staff involved, of the student’s absence; • an immediate search of the building, grounds and nearby streets will be conducted; • the CAO/designee will designate staff to conduct the search; • staff conducting the search will bring with them, a cell phone or walkie talkie; • within ten (10) minutes the Lexington Police will be notified of the runaway. The police will be given a complete description of the student, as well as any other information pertinent to the search; • immediately following the notification to the police, the student’s parents/guardian will be contacted; • The DESE/school district will be notified immediately using the designated Form 2, followed by a written report within twenty four (24) hours; • Immediately upon return of the student, the parents/guardian, police and DESE/school district will be advised; • An Incident Report and Form 2 will be written and copies forwarded to DESE/school district and the parents/guardian;
Cotting School Orientation Policy Highlights September 2018 3 Cotting School staff may, depending on the severity of the circumstances, request an emergency Team meeting to determine if Cotting School continues to be an appropriate placement for the student.
All direct care staff receives training pertaining to the Student Runaway Policy and student specific protocol.
Reporting Requirements for Suspected Child Abuse/Neglect
Purpose To ensure that all interactions with individuals and treatments provided occur with respect, dignity and free of all harm, mistreatment, neglect and/or abuse.
The following policy applies to all staff at Cotting School, including consultants, volunteers and interns. All staff members are mandated by law to report any suspected incidents of child abuse or neglect. This includes alleged abuse or neglect of a student by a non-staff member third party, as well as any alleged abuse or neglect by a staff member, consultant, volunteer or intern.
Abuse, mistreatment and/or neglect of individuals receiving service are strictly prohibited. All staff and persons in any way employed or providing care or service are expected to refrain from such behavior and to report any instances of such to the appropriate monitoring agency.
Definitions
1. Abuse is broadly defined as the threat of harm, both physical and emotional or actual physical contact with an individual that harms, or is likely to harm that individual. Specific definitions of abuse include the following: a. Harm inflicted through direct bodily contact or through the use of some object or substance; b. Infliction of pain; c. Psychological injury including contact and/or interaction that coerces or intimidates an individual or subjects an individual to scorn, ridicule, humiliation or embarrassment; d. Psychological injury creating a noticeable level of mental or emotional distress for an individual.
2. Mistreatment includes any use of medications, isolation techniques or restraints that harm or are likely to harm an individual or expose him/her to a serious risk of physical or emotional harm.
3. Neglect is defined as the failure of the program or a person to provide treatment or services necessary to maintain the health and safety of an individual as evidenced by a deterioration in that individual’s physical, mental or emotional condition.
4. Other actions which are prohibited include the following: a. Infliction of mental or verbal abuse, such as screaming, name calling or any other activity which is damaging to the individual’s self image and detrimental to his/her self esteem; b. Incitement or encouragement of, or passively allowing, peers or others to mistreat an individual; c. Any act or retaliation against an individual or peer for reporting a violation of these provisions; d. The use of any physical, mechanical or chemical restraint as punishment.
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Procedures
1. All staff are trained in reporting abuse and neglect of students to the Department of Children and Families (51A) and/or the Disabled Persons Protection Commission (19C) at the time of their orientation and on an annual basis, thereafter.
• The training occurs annually and includes: indicators of possible neglect and abuse of children and young adults; staff responsibilities, all others who must be notified; and mechanisms for recording all such reports.
2. For students 17 years of age and under:
• Cotting School staff, as mandated reporters, are required to immediately report any suspected case of abuse, mistreatment or neglect to a program administrator who will in turn report to the Department of Children and Families by filing a 51A through the Child Abuse Hotline – 1 (800) 792-5200. Staff are also made aware that they are entitled to file without first notifying an administrator. A written report will be faxed to the Department of Children and Families and the original mailed by the end of the school day. A copy of the report will be maintained in the student record.
3. For students 18-22:
• Cotting School staff, as mandated reporters, will notify a program administrator and will file directly with the Disabled Persons Protection Commission (DPPC) during regular business hours by calling 727-6465. Reports are also received 24-hours a day through the Hotline – 1 (800) 426-9009.
4. A written report is completed before the beginning of the next school day in all cases involving possible child abuse or neglect.
5. If a report is made by Cotting School alleging child abuse or neglect of a student by a parent/guardian or other family member, the CAO will utilize her discretion regarding notifying the parent/guardian and the best manner and timing in which to do so.
6. If a report is made by Cotting School staff alleging child abuse or neglect of a student by a staff member, or for any other serious incident involving a staff member that affects the well being of any student, the school shall immediately notify, by telephone and by letter, the parents/guardians, the sending school district(s), and any other state agency involved in the student’s care or program placement. The Department of Elementary and Secondary Education will be notified by telephone and Form 2 will be completed and sent to the Department. An internal investigation is initiated, with the findings documented.
7. During an internal or external investigation, the CAO or designee may recommend that the staff member be placed on administrative leave. The substantiation of a report of abuse or neglect on the part of a staff member is grounds for immediate dismissal or other disciplinary action.
8. Cotting School may decide not to conduct a formal investigation of its own when a state investigating entity is involved. However, a fact-finding inquiry will be conducted to obtain Cotting School Orientation Policy Highlights September 2018 5 preliminary information upon which protective and/or remedial actions can be taken to ensure individual safety. Such actions may include supervision or training employee transfers or suspensions, which may remain in effect pending the outcome of any formal investigation.
9. All employees are required to participate in, and cooperate with, any investigation proceedings. Any information obtained or shared, as part of an investigation, is confidential and must be treated as such.
10. Failure on the part of an employee to report any allegation of abuse, mistreatment or neglect appropriately may lead to disciplinary action against the employee when such failure is discovered. The failure to report in and of itself constitutes mistreatment of an individual as it necessarily deprives of his/her right to be protected.
11. Written results of Department of Children and Families or Disabled Persons Protection Committee (DPPC) investigations shall be placed in the student record.
12. Investigations and conclusions pertaining to a staff member will be maintained in his/her personnel file.
Reporting By Students
Through the School’s use of the Circles Curriculum, students learn to protect themselves from any unwanted and inappropriate violation of their personal space. Both through this instruction and by other means, students are advised of several adults, both male and female, to whom they can go if they feel they are unsafe or inappropriately approached by anyone at any time. Any such report will be taken seriously and investigated quickly and carefully.
Behavior Management
The discipline of students is the primary responsibility of faculty. Occasionally direct care support staff must assist in discipline matters as well. All employees should be aware of School policy. In addition, faculty and staff should seek out help and support from supervisors, mentors, and colleagues to proactively manage challenging behaviors.
Cotting School does not allow corporal punishment. Massachusetts Law (Chapter 71, Section 37G) prohibits corporal punishment as follows: “The power of the School Committee or of any teacher or other employee or agent of the School Committee to maintain discipline upon School property shall not include the right to inflect corporal punishment upon any pupil.”
Behavior management shall be considered with and based on an understanding of the individual needs and development of the student and his/her Individual Education Program (IEP). Cotting School will direct discipline to the goal of maximizing the growth and development of the students and of protecting the students both as a group and as individuals.
The goals of the Cotting School behavior management program are to elevate student self esteem, to maximize the growth and development of students individually and as a group, to teach appropriate decision-making skills, and to provide a safe and secure environment for all students. To these ends, Cotting School utilizes the principles of positive reinforcement.
Cotting School Orientation Policy Highlights September 2018 6 Due to the goals of our program and the number of medically involved students in the building, Cotting School does not knowingly accept students who display severe acting out or aggressive behaviors. However, any student has the potential to display some form of acting out or aggressive behavior under certain circumstances. All Cotting staff members will be trained in managing behavioral situations to prevent the need for physical restraint. All direct care staff participate in an annual training designed to train staff in methods of assessing and preventing dangerous behavior(s). The training is provided within the first month of the school year and/or within the first month of employment.
Students experiencing frustration are more likely to need re-direction or a time and space to regroup. All staff work cooperatively to provide these options to students as needed. The order of interventions that are taken at Cotting in these circumstances are as follows:
1. Verbal redirection to attempt to reduce or eliminate the behavior.
2. If unsuccessful, the student is separated from others in the immediate vicinity. Adult supervision is maintained at all times in circumstances where a student is aggressive or disruptive.
3. Staff members will attempt to ascertain the cause of the behaviors and remove any trigger or source of the behavior if possible.
4. The protection and safety the student and of others will be maintained using the least restrictive form of restraint possible (i.e., utilizing the least amount of force necessary to assure the safety of the child or others).
Cotting School does not use a level/point system of privileges. Any plan to assist a student with their behavior will be carried out with the goals of maximizing the growth and development of the student, teaching appropriate decision-making skills, and protecting the students both as a group and as individuals. When applicable, Individual Student Behavior Plans will be designed by the student’s Team, based on the goals and objectives in the student’s Individualized Education Program.
Cotting School does not have a policy of denial or restrictions of on-grounds programs or services that staff can impose for unacceptable behavior. Student behaviors are considered on an individual basis and discussed at case reviews and progress and IEP meetings. Cotting uses principles of positive behavioral supports rather than a system of consequences or restrictions. There may be natural consequences that immediately follow undesirable behaviors, such as missing a portion of recess or a preferred activity based on a student’s Individualized Behavior Plan. Staff members cannot initiate suspension or termination procedure. Such actions would occur through the process of a team meeting with the student’s parents and the sending school district.
Cotting School utilizes the principles of positive reinforcement and does not engage in punishment in response to any behaviors. Specifically:
• No student shall be subjected to cruel, hazardous or abusive treatment, humiliation or verbal abuse.
• No student shall be subjected to corporal punishment.
• No student shall be denied food as a form of punishment. No child will be denied or unreasonably delayed a meal for any reason other then medical prescription.
Cotting School Orientation Policy Highlights September 2018 7 • No student shall be secluded in a locked room.
• No student shall be denied opportunities for daily physical exercise or recreational activity for an extended period of time, as appropriate to the age and interests of the student.
• No student shall be denied access to water and bathroom facilities.
• Parents are given a copy of these policies at the time of a child’s admission.
Physical Restraint
Cotting School does not knowingly accept students who display severe acting out, dangerous or aggressive behavior. As such, it is very unlikely a student would require physical restraint and it is not a normal or usual part of the School’s Behavior Management Program. The program administers physical restraint only in emergency situations of last resort when needed to protect a student and/or member of the school community from assault or imminent, serious, physical harm and with extreme caution in order to prevent or minimize any harm to the student as a result of the use of physical restraint. In accordance with 603 CMR 46.00, physical restraint policies and procedures include:
Methods for engaging parents and students in discussions about restraint prevention and use:
Parents are provided with Cotting’s Behavior Support and Physical Restraint Policies at the time of admission, and these are also made available annually. The Parent Handbook, which contains these policies, is available on the Cotting School website and also in print in the Student Services Office, the Special Education Office, and the Family Support Office. Workshops and trainings on positive behavior supports and the use of restraint at Cotting School occur at Back to School Night, at other workshops presented at different times during the year, and at Parent Advisory Council (PAC) meetings as methods for engaging parents in discussions about restraint prevention and use. Minutes and content information from PAC meetings are disseminated electronically throughout the entire parent community.
As the use of physical restraint is extremely rare at Cotting, the vast majority of students are never restrained and it is not a part of their experience in the program. Students are regularly engaged in activities and programming related to improving their ability to self-regulate and identify emotions and use strategies to maintain appropriate and safe behavior. In the unusual case where a student is restrained, the appropriate members of the student’s team, including Mental Health Team members, will work with the student, their family, and the sending school district to provide supports and strategies to prevent further incidence of restraint. This includes a specific Behavior Plan and may also include consultation with other mental health professionals outside of Cotting School.
A description and explanation of the method of physical restraint used by the program in an emergency situation:
Physical restraint shall mean direct physical contact that prevents or significantly restricts a student’s freedom of movement. Physical restraint does not include: brief physical contact to promote student
Cotting School Orientation Policy Highlights September 2018 8 safety, providing physical guidance or prompting when teaching a skill, redirecting attention, providing comfort, or a physical escort.
Physical restraint will not be used:
As a means of punishment; When the student cannot be safely restrained because it is medically contraindicated for reasons including, but not limited to asthma, seizures, a cardiac condition, obesity, bronchitis, communication- related disabilities, or risk of vomiting; As a response to property destruction, disruption of school order, a student’s refusal to comply with a school program rule or staff directive, or verbal threats when those actions do not constitute a threat of assault, or imminent, serious, physical harm; or As a standard response for any individual student. No written individual behavior plan or individualized education program (IEP) may include use of physical restraint as a standard response to any behavior. Physical restraint is an emergency procedure of last resort.
The following are descriptions of physical management techniques that may only be used in the program by members of a designated intervention team (the Response Team) and are taught in the Safety Care Behavioral Safety Training Program. They are used only as an emergency procedure of last resort when a student’s behavior poses a threat of imminent, serious, physical harm to him/herself or others.
Members of the Response Team complete a minimum of sixteen (16) hours of annual training in the Safety Care Behavioral Safety Training Program for the prevention and minimization of crisis behaviors as an alternative to restraint. At least two (2) members of the Response Team will participate in the intervention. Whenever possible, the administration of the physical restraint will be witnessed by at least one other member of the Response Team or a staff member who does not participate in the physical restraint.
GENERAL EXIT PROCEDURE September 2018
First Floor: Art, PT/OT - Exit directly from rooms to outside patio and proceed to Basketball Court Walkway. Alternative- Art exits via west entrance (next to pre-school). PT/OT exits via north ramp behind gym to Flagpole Walkway.
First Floor Primary Classrooms - Exit directly out through classrooms to the Flagpole Walkway.
Gymnasium - Exit using the north ramp behind the gym and proceed to the Flagpole Walkway. Alternative - Exit via ramp to Kiva, then walk through Kiva to the Flagpole Walkway.
First Floor - Industrial Arts - Exit directly from room to sidewalk and proceed to Basketball Court Walkway.
Medical & Dental- Exit to hallway, then to west exit door (next to pre-school). Alternative - Exit through hallway past Art Studio then around building to Basketball Court Walkway.
First Floor – Pre-school Classroom, Room 105, ATAC – Exit directly from classrooms to Technology Walkway. Alternative - Exit through hallway, past Industrial Arts Room, to west entrance (next to pre-school) and proceed to Basketball Court Walkway.
Science: Room 101 - Exit directly from room to Technology Walkway. Alternative – Walk past elevator, past locker room out exit to Flagpole Walkway.
Cotting School Orientation Policy Highlights September 2018 9
Kiva: (Rooms 120, 121, 122, 123, 124, 125) - Exit out rear (north) door and proceed to Flagpole Walkway. Alternative – Exit via east door (Kiva).
Kiva: (Rooms 126, 127, 128, 129, 130 and Performing Arts Room) exit east door (Kiva) to Flagpole Walkway. Alternative – Exit out north door, proceed to Flagpole Walkway.
Auditorium - Exit directly through south door to Auditorium Walkway. Alternative - Exit to hallway then out auditorium entrance to Auditorium Walkway, and then proceed to Flagpole Walkway.
Administrative Building-First Floor - Exit through reception area/east hallway then proceed to Flagpole Walkway. Alternative – Exit through reception area then west through Front Lobby and out main entrance, then proceed to Technology Walkway.
Administration Building- Second Floor - Exit through the Business Office reception area, down the stairwell and through the north exit across from Auditorium Lobby to Flagpole Walkway. Alternative – Exit down stairwell next to Mr. Manzo’s office, exit to front lawn, then proceed to Technology Walkway.
Second Floor: Upper School/Capstone Wing- (203, 204, 205, 206, 207, 208, 209, 210, 211, 212, 213, 214, 215.) Exit over Rose Zunke Memorial Bridge down ramp to flat walkway and the Basketball Court Walkway. Alternative – Go to Middle School exit and proceed to Basketball Court Walkway.
Second Floor: Middle School Wing- (Library, 202, 216, 217, 218, 219, 220, 221, 222.) Exit via the middle school and stay in Gazebo Walkway between upper and middle school exits. Due to space constraints, all students line up single file on the right side of the walk, facing front to back. Alternative - proceed to Second Floor Upper School exit and proceed to Gazebo Walkway.
Assigned Supervisors will: 1. Check all classrooms and restrooms and close all doors. a. Physically walk into each room. b. Check each area of the room, including bathroom stalls and closets. c. Call out asking if there is anyone there. d. Close door upon checking the room. 2. First Floor Primary Wing person checks the ramp from the first floor level. 3. Second Floor Middle School Wing person checks the ramp from the second floor level. 4. If a student is found in any of these areas, assist student to their homeroom teacher. 5. Supervise staff to accomplish plan for thorough evacuation of the building. 6. Follow the instructions of the Fire Department, which may be announced. 7. Insure that the evacuation plan is implemented as planned in all areas.
There are automatic door closures on double corridor doors. All staff should be alert to students who might require assistance in opening or passing through the doors. Students should proceed to holding areas designated and remain grouped in an orderly fashion. They must not stand in any driveway or block any exits.
Emergency Walkie Talkies are located: • Upper School – Room 215 • Middle School – Room 220 • Student Services Office – Room 204 • Physical Education Office • Across from Pam Varrin's office Cotting School Orientation Policy Highlights September 2018 10 • Technology Center • Gymnasium • Business Office *These units will be used to give head counts to the CAO or her designee.* *When there is inclement weather: rain, snow, very cold, staff and students will evacuate to HOPEHouse.* In the unlikely event of a true emergency in the main school building, under conditions that would be unsafe if students remained outdoors, all staff and students will evacuate to HOPE House.
The plan would be as follows: • The CAO will make the decision to evacuate to HOPE House. • All students and staff will enter HOPE House from the ground level entrance on the right side of the building (facing the back of HOPE House). This is considered the main entrance of HOPE House. • All students and staff will proceed down the hall to the very end of the hallway. • Students in wheelchairs and those using walkers enter the "recreation" room at the end of the hall. These students should line up at the farthest wall and stay quiet so that additional directions can be issued. • Ambulatory students should proceed down the hall to the stairway on the left and walk up to the second floor living room area. • HOPE House staff, classroom teachers and aides will assist in directing students and other staff to various areas of HOPE House. • The first staff person or aide to enter HOPE House will start a head count. When the staff members identified to do head counts arrive at HOPE House, they will take over the head count. There should be one person counting the staff and students entering the first floor recreation room and another counting the staff and students entering the stairway to the second floor. The initial head count should be verified with a second count once students are fully in the building and in the designated locations. The purpose of this plan will be to move students to a safe area as quickly as possible until additional information can be gleaned regarding the exact nature of the emergency. Maintaining calm and quiet will be paramount.
EVACUATION PLAN HEAD COUNT
Two or more people will take independent head counts at each area. The numbers should match. Staff head counts should also be taken at each area.
Basketball Court Walkway - Upper School Classrooms; Art, Dental; Medical; Work Skills; Vision; Home Economics; PT/OT; Industrial Arts; Library
1. Megan Hennessey – Counter 2. Sejal Costa – Counter Report to Krista Macari 3. Sarah Hassett – Alternate Larainne Wilson – Alternate
Gazebo Walkway - Middle School 1. Cathy Mayo – Counter 2. Julianne Sullivan – Counter Report to Krista Macari 3. Mychaela Kelly – Alternate Cotting School Orientation Policy Highlights September 2018 11
Technology Walkway - Room 107; Room 101; Room 105; ATAC Center
1. Michele Russell – Counter 2. Patti Salmonson – Counter Report to Krista Macari 3. Andy Lindblad – Alternate Flagpole Walkway - Lower School Classrooms; Gym Class; Kiva; Business Office; Kitchen Staff
1. Dan Cuddy – Counter 2. Ruth Berg – Counter Report to Leah Thibodeau 3. Bill Ironfield – Alternate Pam Varrin – Alternate
Auditorium Walkway – Bridget Irish/ Althea Ioakimidis Report to Leah Thibodeau Ms. Mayo will take a head count of all students exiting the Middle School wing and she or a designee will call in that number quickly to Ms. Macari (Basketball Court Walkway) to be added to the Basketball Court Walkway count (rather than waiting for students to arrive at waiting area). In the event that the head count is not correct, Krista Macari will announce that each classroom teacher should do a head count for their homeroom students. This may require a teacher to leave a holding area to go to another holding area to find their homeroom students. Before a teacher leaves a holding area, they should inform the classroom aide or another staff member in that holding area.
STAFF ASSIGNED TO CHECK CLASSROOMS, AND BATHROOMS AND CLOSE DOORS
FIRST FLOOR – Primary Wing...... Keysha Powell – Alternate – Elizabeth Russell FIRST FLOOR – Technology/Industrial Arts Wing...... Michele Passanisi – Alternate – Amy Romano SECOND FLOOR – High School Wing...... Rachael Sciola – Alternate – Rachel Vorkink SECOND FLOOR – Middle School Wing...... Larainne Wilson – Alternate – Ann Buckley AUDITORIUM/DINING ROOM...... Julia Pazniokas – Alternate – Althea Ioakimidis
LOCK DOWN
• Chief Academic Officer or her designee will announce over the PA system that all
students and staff should report to the nearest classroom
• Staff should lock doors with keys if possible.
• Security bars hanging next to doors can be wedged under the door knob to prevent entry.
• Move furniture in front of the door.
Cotting School Orientation Policy Highlights September 2018 12 • Move students away from windows and doors.
• Draw shades on windows and doors.
• Count students.
• Remain calm.
• Communication during a lock down will be either by PA or direct contact with
administration.
• Wait for announcement that school building is clear.
BOMB THREAT
• Administrator announces over PA system that all students and staff immediately proceed to HOPE House.
• Administrators, maintenance staff and team leaders will meet outside the main building and wait for police and fire officials to arrive.
• Civil authorities, team leaders and administrators will sweep the building looking for suspicious packages or materials.
*Two-way radios and/or Walkie Talkies will not be used during this procedure*
• Civil authorities and administration will decide if the building can be reoccupied. If the building cannot be reoccupied, the standard early emergency release procedures will be implemented with support staff calling parents and bus companies.
• All students and staff will enter HOPE House from the ground level entrance on the right side of the building (facing the back of HOPE House). This is considered the main entrance of HOPE House.
• All students and staff will proceed down the hall to the very end of the hallway.
• Students in wheelchairs and those using walkers enter the “recreation” room at the end of the hall. These students should line up at the farthest wall and stay quiet so that additional directions can be issued.
• Ambulatory students should proceed down the hall to the stairway on the left and walk up to the second floor living room area.
• HOPE House staff, classroom teachers and aides will assist in directing students and other staff to various areas of HOPE House. Cotting School Orientation Policy Highlights September 2018 13
• The first staff person or aide to enter HOPE House will start a head count.
• When the staff members identified to do head counts arrive at HOPE House, they will take over the head count. There should be one person counting the staff and students entering the first-floor recreation room and another counting the staff and students entering the stairway on the second floor. The initial head count should be verified with a second count once students are fully in the building an in the designated locations. The purpose of this plan will be to move students to a safe area as quickly as possible until additional information can be gleaned regarding the exact nature of the emergency. Maintaining calm and quiet will be paramount.
OFF-CAMPUS EVACUATION
• Announcement of evacuation over PA system. • All students should report to classroom teachers for head count. • Collect clothing according to weather and any medically necessary equipment. • Maintenance staff will drive all school vans to the front of the building. • Students in wheelchairs will be brought to front of building by OT/PT staff and others as needed. (Refer to ‘Students Using Wheelchairs’) • OT/PT Staff will assist with loading of wheelchair students onto vans parked in front of building. • Staff who do not have homeroom responsibilities and have volunteered will be called to be drivers first. As called on the PA system, designated drivers will go to their cars and line up, single file, on the left side of the driveway (between Lower School Room 101 door an back toward the parking lot.) • Mr. Cuddy and Mr. Phelan will assist drivers with lining up and begin loading students. • 1 driver; 1 assistant; 3 students per car (average). Additional students if vehicle permits (seat belts). • A second list of drivers will be called to go to their vehicles and line up for Middle School ambulatory students who will be called by classroom to exit building through main entrance. • Upper School ambulatory students can report to staff parking lot to line up by homerooms. They will then be escorted in groups of 3 or more to load onto vehicles. Drivers of Upper School students will stand in front of their vehicles. • Once filled, vehicles will proceed in order to the designated alternate site which is Lexington High School. (See directions below.) • Once all students hae been assisted into vehicles and departed, any remaining staff should proceed in their own vehicles to the designated site to offer assistance. • Office staff will bring their Student Transportation Emergency Dismissal notebooks in order to contact their parents and bus companies as soon as the situation warrants, each doing their assigned calls. (Melissa, Elizabeth, Althea, Ann, Keysha, Julia.) • Please be prepared to make adjustments to the above procedures at the direction of administration or of civil authorities.
Directions to Lexington High School Exit school yard and turn left onto Concord Ave. At light, turn left onto Waltham Street Follow Waltham Street for 1.5 miles to light at Worthern Street Turn left onto Worthern Street Lexington High School will be on your right.
Cotting School Orientation Policy Highlights September 2018 14
Dave Peduto will gather his staff – each of which will drive a school vehicle as available.
PUBLIC SAFETY RESOURCES
Description/Agency Title Local Phone Number
Lexington Police/Fire Dept./EMS- 911 Emergency Lexington Police- Non-Emergency 1-781-862-1212 State Police- Emergency 1-508-820-2121 Social Services Department 1-617-748-2000 Lexington Public Health Division 1-781-862-0500 x200 Boston Public Health Commission 1-617-534-5264 American Red Cross of Mass. Bay 1-617-770-2600 Massachusetts Poison Center 1-617-232-2120 Animal Control/Rabies 1-781-861-1212 Local Public Transportation- MBTA 1-800-392-6100 MBTA- “The Ride” 1-617-222-5123 MBTA Transit Schedules, Etc. 1-800-392-6100 Local Public Transportation- L’Express 1-781-861-1210 Harrison Taxi 1-781-891-7220 Yellow Cab 1-781-648-1400
Lexington School Dept. Office- Special Ed 1-781-861-2490 x231 Lexington School Dept.- Superintendent 1-781-861-2550 x212 Verizon (Telephone) 1-617-555-1611
Cotting School Orientation Policy Highlights September 2018 15
Students Using Wheelchairs
Anti- Room # - Teacher Student Will need W/C Walkers: may Van need Hazing w/c to exit building Room 107 – Caughey Savina Ioakimidis Oliva Griffin-Goode Chloe Levey Gianna Diatalevi Room 105 - Russell Drew Forester (manual) The Sofia Lafort (manual) Lilah Melo (manual) term Elizabeth Weaver (manual) “hazing” Room 111 – Abel Una Flanagan (manual) as Catherine French defined Jake Jerman (manual) Yes in Alexis Schnaderbeck (manual) *Rachel Shavor Yes Room 112 – Arnst Colby Deharo (manual/power) *Jonathan Love Yes Morty Gove (manual) *Thulasi Yuvaraj (may need emergency Yes chair) Room 113 – Norregaard Owen LaVangie (manual) Claudia Newman (manual/power) Henry Richardt (manual) Melanie Scanlan (manual) Mira Weisskopf (manual/power) Room 205 – McGoldrick Jamie Davidge (power/manual) Yes Ellie Stanley (power/manual) Avery Smith (manual) Room 210 – Hassett Sam Erickson (power/manual) Yes Room 211 – Cain Peter Sclafani (power/manual) Yes Room 212 – Costa Elizabeth Barrett (power assist/manual) Sara Young (power) Room 213 – Piscopo Delaney Supple (power) Yes Robert (Tyler) Mulvaney (manual) Yes Room 214 – Hennessey Room 217 – Kelly Julia Reardon (power/manual) Yes Room 218 – Meredith, Mrs. Julia McLane (manual) *Krissy Gately Yes Room 219 – Sullivan **Mathew Richard Yes * Frankie Vigorito Yes Room 220 – Mayo Michael LaFond (manual) Lily Premo (power/maual) Room 221 – Mitropoulos Nico Bolton (manual) Yes-due to surgery Tanis Price (power) Yes Tristan Riddell (power/manual) Yes Room 222 – Coffin Maeve Flack (power/manual)
Massachusetts General Law 269: 17, 18, 19, shall mean any conduct or method of initiation into any student organization, whether on public or private property, which willfully or recklessly endangers the physical or mental health of any student or another person. Such conduct shall include whipping, beating, branding, forced calisthenics, exposure to the weather, forced consumption of any food, liquor, beverage, drug or other substance, or any other brutal treatment or forced physical activity
Cotting School Orientation Policy Highlights September 2018 16 which is likely to adversely affect the physical health of any such student or other person, or which subjects such student or other person to extreme mental stress, including extended deprivation of sleep or rest or extended isolation.
Cotting School does not have any student organized or run groups, teams, or organizations. All groups are organized and supervised by adults at all times and students are never left unattended. However, Cotting School strictly prohibits any acts of hazing associated with student groups, teams, or organizations.
The CAO or her designee will investigate any reports of hazing within 24 hours. If it is determined that a student participated in an act of hazing the following disciplinary actions may be taken in conjunction with consequences outlined in the Cotting School Discipline Code:
1. Immediate notification of families of students involved in a hazing incident.
2. Emergency convening of the IEP teams (separately) of the relevant students to determine what adjustments or accommodations need to be made, if any, to their IEPs to support the students. The impact of the student’s disability on the incident will be carefully considered.
3. Individual support/counseling will be provided for both perpetrators and victims of hazing utilizing Cotting’s School Psychologist and Guidance Counselors where appropriate. For perpetrators, emphasis will be placed on increasing appropriate behavior and increasing awareness of the impact of behaviors on others. For victims, emphasis will be placed on restoring a sense of safety and security as well as positively reinforce the right for all students to self-advocate and report unsafe behaviors.
4. A student who has been the organizer of a hazing incident may be removed from extra- curricular activities, such as sports, after school classes, the Senior Class Trip, etc, as appropriate.
5. Extra supervision will be provided to ensure there are no recurrences of hazing. If a student who has perpetrated a hazing incident needs 1:1 supervision, additional staffing supports will be discussed with the sending school district as appropriate and via a Team meeting.
6. In some situations, it may be appropriate to suspend a student from school because of an act of hazing. All Department of Elementary and Secondary Education regulations will be followed with regard to suspension (see DESE criteria 9.5 and 9.6)
7. Law enforcement will be notified immediately if in the course of Cotting’s investigation it is discovered that a crime has been committed.
All students will be provided with a copy of the schools anti-hazing policy via the Student Handbook. In addition, a staff member will explain the policy to them. The policy will be included and updated annually in the Student Handbook.
Cotting School will file, at least annually, a report with the Department certifying: • Its compliance with its responsibility to inform student groups, teams, or organizations, and every full-time enrolled student, of the provision of M.G.L. c. 269§§ 17 through 19 • Its adoption of a disciplinary policy with regard to the organizers and participants of hazing • That the hazing policy has been included in the student handbook or other means of communicating school program policies Cotting School Orientation Policy Highlights September 2018 17
Confidentiality
Your work may give you access to confidential information concerning students/clients or fellow employees. The privacy rights of everyone at Cotting, and in particular those of our students, must be respected at all times.
The disclosure of any information of a confidential or personal nature about a student to unauthorized fellow employees or unauthorized outside third parties is strictly prohibited. The disclosure of any information of a confidential or personal nature about current or former faculty or staff members to a student is also prohibited.
Faculty and staff should not share their personal email accounts and/or home phone or cell phone numbers with students and/or their families. All communication should be through Cotting email accounts and school phone numbers.
No photographs or movies may be taken of students without the written permission of the parent/guardian and the School. Student releases and consent forms are updated annually and maintained in FalconNet.
Any questions concerning the release of information on a student should be addressed to the Chief Academic Officer or Executive Director. Further information concerning the rights of privacy of students and access to their records may be obtained from the Chief Academic Officer.
Confidentiality of Student Records
Information contained in a student record is privileged and confidential. Access to records is limited to appropriate direct care and administrative faculty and staff. Cotting will not distribute or release information in a student’s record to anyone not directly related to the implementation of the student’s program without the written consent of the parent or guardian. Students must sign their own release form if they are eighteen (18) years of age or older unless there is a legal guardian.
Parents and students shall have the same rights regarding access to, amendment of and dissemination to third parties of the student records maintained by the School as are provided with regard to public school student records by the Regulation Pertaining to Student Records.
Authorized school personnel from the responsible public school district or human service agency and authorized representatives of the Department of Elementary and Secondary Education (DESE) shall have the right of access to those records as is provided by the regulations with regard to public school records.
Accessing Records
1. A log of access will be kept as part of each student’s record. Any parts of the student record that are separately located will have a separate log kept with each part. The log will indicate all persons who have obtained access to the record, stating: a. the name, position, and signature of the person releasing the information
Cotting School Orientation Policy Highlights September 2018 18 b. the name, position, and, if a third party, the affiliation, if any, of the person who is to receive the information c. the date of access d. the parts of the record to which access was obtained e. the purpose of such access
2. Staff notes or reports regarding a student shall be legibly dated and signed by persons making entries.
3. Information is not to be removed from the student’s main file.
4. Reports, forms, and other documents should be returned to their proper section within the file.
Maintaining Records
1. Student records are secured against loss, defacement, tampering, or unauthorized use. Active records are maintained in fireproof file cabinets.
2. The student's transcript shall be maintained by the school and may only be destroyed 60 years following his/her graduation, transfer, or withdrawal from the school system.
3. Student records (other than the transcript) will be kept by the school for a period of seven years after the student transfers, graduates, or withdraws from the school. Students and/or parents will be notified of their right to pick up the student record after the student transfers, withdraws, or graduates from Cotting.
Procedure Concerning Requests of Parents and Age Appropriate Students to Review Records
Requests are to be made to the Executive Director or Chief Academic Officer.
Records cannot be available with less than two (2) days’ notice. Non-custodial parents have rights to copies of student records under Section 344 of Chapter 71 of the Massachusetts General Laws unless prohibited by court order or other legal ruling but must request copies in writing and must wait until a 21-day period for notification of the custodial parent has passed.
Records will be made available only by specific appointment.
Records will be made available only for the length of the appointment time or less.
Records are to be reviewed only in the office area of the School specified by the Executive Director or the Chief Academic Officer.
Records are not to be taken from the School, copied by outsiders or otherwise distributed.
The records file will be personally checked by the Executive Director or the Chief Academic Officer before any appointed inspection, and at the end of the appointment before the records are returned for filing, and before the student and/or parent/guardian leaves the office. Cotting School Orientation Policy Highlights September 2018 19
Reports in the files from third parties should be obtained from the original sources.
Supplemental Information Regarding Third Party Requests for Records
Third party records should ordinarily be obtained directly from the original source. Parents or agencies requesting documents that did not originate within the School should be directed to obtain these documents from the original sources.
No exceptions should be made unless the third party (original source) specifically requests or authorizes in writing that the School may forward a copy of their particular report.
Student Records, Custodial and Non-Custodial Parents
Section 34H of Chapter 71 of Massachusetts General Laws now deals with access rights of custodial and non-custodial parents to receive copies of student records.
Non-custodial parents have rights to specified student records unless expressly prohibited by specified court orders or other legal rulings. A non-custodial parent must request a copy of records in writing with specified documentation. The School must inform the custodial parent of the request, by registered and first class mail. The non-custodial parent may not be given copies of the records until twenty-one (21) days after the notice to the custodial parent, unless the custodial parent agrees sooner.
Removing any address and telephone numbers of the custodial parent will modify the record given to the non-custodial parent.
If non-custodial parents wish only to review records, a School staff member will accompany them.
Healthcare, Wellness, and School Medical Services
At Cotting we are aware that paying attention to developing habits of wellness is an important part of staying healthy over time, particularly for students with complex needs. We believe that in order to develop good habits our students must receive information and instruction in the areas of nutrition, personal care and hygiene, fitness and physical education, social-emotional development, safety, and understanding of physical development and maturation. The goal is to provide information about these areas as tools for making healthy choices.
All staff should ready and be familiar with all of the policies and procedures outlined The Healthcare Manual, which describe and explain medical care and services at Cotting School.
School Medical Services The school has a licensed physician available for consultation for the Medical Department, assistance in the development of health care policies for the school, and limited direct care service during school hours.
Cotting School Orientation Policy Highlights September 2018 20 Six registered nurses, two licensed practical nurses, and one medical assistant staff the Medical Department at Cotting School each school day from 8:00 a.m. to 3:00 p.m. A nurse remains available for emergencies until 4:00 p.m. on days when there are after school Supplemental Services activities.
Some of the services provided by the Medical Department include: • Health maintenance, screenings and prevention • Administering medication and treatments as ordered by the child’s physician • First aid and emergency management • Medical assessment and monitoring of specific health concerns • Gastrostomy tube feedings • Managing colostomies • Assisting with various personal care needs • Individualized teaching and monitoring of various activities of daily living skills
Emergency First Aid and Medical Treatment The Medical Department meets students’ medical needs utilizing the Nursing Process by assessing, planning, implementing and evaluating the individual needs of students throughout the school day. First aid is the immediate, temporary treatment given in case of accident or sudden illness before the services of a physician can be secured.
No emergency first aid or medical treatment is administered to a student without written authorization from a parent. Such authorization shall be renewed annually.
First Aid Equipment and Supplies The nurse is responsible for ordering and replenishing first aid supplies. Kits containing a first aid booklet and basic supplies including bandages, gloves, gauze, adhesive tape, and cleaning solution are located in classrooms throughout the building and major activity areas. Staff should check these kits periodically and get replacement supplies from the Medical Department, as necessary. Supplies are for school use only.
Procedures in Emergency Situations In general, the following situations warrant the services of a physician: • Asphyxiation or respiratory distress • Bee stings - if breathing difficulty or if allergy is known • Continuous, unusually lengthy or unanticipated convulsions • Extensive or deep wounds • Eye injuries (foreign body in eye not included unless imbedded) • Fractures • Head Injuries • Ingestion of poison • Lacerations of the face • Nose injuries, questionable fractures • Severe bleeding • Severe burns • Severe sprains • Shock • Suicidal ideations • Tooth or mouth injuries
Cotting School Orientation Policy Highlights September 2018 21
Serious Injury and Medical Emergency Response Plan Each classroom is equipped with a clearly labeled red emergency button. These buttons signal an alarm in the Medical Department. Medical staff will verbally respond to calls via the intercom system. Please be sure to state the nature of the emergency over the intercom. You may speak in a normal voice a good distance from the call location. Medical staff will then immediately proceed to the emergency location with any necessary equipment or medication to manage the emergency. The Medical Department will train all new staff regarding use of the Emergency Response Intercom System.
Emergency numbers for fire, police, poison prevention, and hospitals are posted by phones throughout the building.
When a class and/or student participates in an outside activity or uses the playing fields, a handheld, portable, two-way radio transceiver (walkie-talkie), which connects to both the Medical Department and the front desk, is used for emergency communication.
In all cases of serious injury or emergency which might prove fatal to the person if prompt care is not rendered: 1. Survey the situation immediately. Determine the following facts about the person: a. Is he breathing? b. Is he bleeding? If so, follow the school’s Exposure Control Plan Policy and Procedures precisely. c. Is he suffering from shock? 2. Press the nearest emergency button. Medical Department will verbally respond. State the emergency. If you are unable to access an emergency button, use the walkie-talkie and dispatch an adult to the Medical Department. 3. The Medical Department will bring any emergency equipment necessary. 4. If ambulance is needed, someone from the medical department will call 911 or ask someone to call 911. After the call has been made, ask the front desk to call the Chief Academic Officer or the Designated Administrator. 5. If ambulance is not needed, members of the medical department will transport the student to the medical department. If you are unsure if an ambulance is needed and are in the community and a member of the Medical Department is not available, call 911. 6. The CAO, COO or the Designated Administrator will meet the EMTs and direct the EMTs to the emergency area. The nurse will call the parents. Front desk will call the parents. A staff person will go in the ambulance, and remain with the student until the parents arrive.
Emergency Medical Service Response Time A Registered Nurse will be on the scene in less than 2 minutes while school is in session. In consultation with the Lexington Police Department, we have determined that emergency medical service response times to locations on the Cotting School campus would be a maximum of 10 minutes from the time that the call to 911 is placed.
Directing Emergency Medical Services Personnel The CAO, COO or the Designated Administrator will meet the EMTs at the front of the school and direct the EMTs to the emergency area. If needed, the EMTs will be directed to the AED located right outside the Medical Department or into the Medical Department itself for other available rescue equipment.
Cotting School Orientation Policy Highlights September 2018 22 Safety Precautions To prevent injuries and accidents on school property, Cotting School follows Occupational Safety and Health Administration (OSHA) guidance. Prior to the opening of school each year, the Medical Director or Clinical Fellow provides a lecture informing all Cotting staff about OSHA regulations and universal precautions, such as hand washing and glove use. Additionally, given the student population being at higher risk for seizures, the training includes basic information about seizure types and management.
Cotting School registered nurses (RN), including the Director of Nursing, Michele Passanisi, on duty at all times during school hours to provide nursing care to Cotting School students. The Medical Department also has licensed practical nurses (LPN) and certified nurse’s assistants who are supervised by the Director of Nursing. This coverage allows for nurses to be available to students whenever needed and is sufficient for the needs of the student population.
Training in Cardiopulmonary Resuscitation (CPR) All direct care and clinical services staff receives training in CPR with AED. The American Red Cross provides this training annually at Cotting School. If further treatment is required, it is the responsibility of the administration or nurse to see that it is obtained.
Automated External Defibrillator (AED) Cotting School has 3 portable AEDs, located directly outside the Medical Department, outside the Chief Academic Officer’s office, and in the cafeteria. The AED devices are located in sites that make them readily accessible for campus-wide access during school hours, after-school activities, and public events held at the school, and the number is sufficient for the size of the school. All direct care and clinical services staff receives training in CPR with AED. All Cotting staff members have access to AEDs during regular school hours and after school. The Director of Nursing is responsible for checking and documenting the status of the AEDs in accordance with manufacturer’s recommendations.
Notification of an Injury or Illness (other than first aid) Parents will be notified immediately by telephone in the event of a student injury or illness. Parents (or the Department of Children and Families if appropriate) will be immediately notified if any medical care is administered to their child other than basic first aid. (For students in the Department of Children and Families care or custody, an Educational Surrogate Parent shall not have authority to consent to routine or other medical care.) If parents are unable to be reached, the student’s emergency contact person will be notified. Immediate notification by phone and Form 2 will be made to the student’s sending district and Department of Elementary and Secondary Education, in the event of hospitalization of a Massachusetts student for a previously unidentified illness or accident.
Administration of Medications The following state mandated policies have been put in place to ensure the health and safety of children needing medicines during the school day.
1. Parents must sign an Authorization to Dispense Medication form annually if medication is to be dispensed at the school. This order must be renewed as needed and at the beginning of each academic year. A new order is required for any change of medication or dosage outlined above. No medication will be dispensed without authorization from a parent.
Cotting School Orientation Policy Highlights September 2018 23 2. No prescription medication is administered to a student without the written order of the physician prescribing the medication to that student. The Health Record Form includes reference to prescribed medications and must be signed by a physician. 3. If the Administrator questions the necessity of dispensing certain medications, he or his agent may consult with the school physician and/or the student's personal physician for further information or advice. 4. The parent, guardian or other designated responsible adult must bring medications to the school in their original pharmacy or manufacturer labeled containers. Students should not deliver medication. Expired bottles are not acceptable. A medication order, signed by the physician should include the student's name, medication, daily dosage, route and time when the medication is to be taken. Homeopathic remedies cannot be dispensed as contents may not be standardized. Other information such as potential side effects, if any, must be provided. No more than a thirty-day supply of regularly scheduled medications should be delivered to the school. Medications that are taken on an as needed basis may be held for longer periods of time. 5. All such medicine will be taken in the presence of and under the supervision of the school nurse, or designated staff member. Cotting School is registered with the Department of Public Health to permit unlicensed, properly trained responsible adults to administer prescription medications to students on field trips and special school events when a school nurse is not available. This registration must be renewed every year. Unlicensed personnel must pass a comprehensive written test prior to become certified in medication administration, and must pass an annual review quiz to maintain such certification. 6. All such medication shall be stored under the school nurse's direction in locked cabinets in the Medical Department. Provisions will be made for refrigeration of medication when necessary. Unused or expired medication will be returned to parents, or destroyed after informing parents. 7. School personnel will not generally assume the responsibility for administration of medication requiring injection. Flu vaccine may be administered in the fall depending upon availability of the vaccine and may be given with parental consent. 8. The school nurse shall maintain a record of each time a medication is dispensed. The record will include the time the medication is dispensed, the name of the person administering, and any additional pertinent information, including any side effects of the medication. 9. If a student refuses the administration of an ordered medication, the nurse will contact the parent or guardian. The nurse may consult with the school physician or the prescribing physician to determine whether or not it is safe for the student to remain in school without the medication. 10. A review of medications administered to a student is incorporated into all case reviews conducted at the school with staff regarding the student.
Administration of Antipsychotic Medications Cotting School does not administer or arrange for the administration of antipsychotic medication (drugs used in treating psychoses and alleviating psychotic states) except under the following conditions: 1. Antipsychotic medication shall be prescribed by a licensed physician for the diagnosis treatment and care of the child and only after review of the student’s medical record and actual observation of the student;
2. The prescribing physician shall submit a written report to Cotting School detailing the necessity for the medication, staff monitoring requirements, potential side effects that may or may not require medical attention and the next scheduled clinical meeting or series of meetings with the student;
Cotting School Orientation Policy Highlights September 2018 24 3. No antipsychotic prescription shall be administered for a period longer that is medically necessary and students on antipsychotic medication must be carefully monitored by a physician;
4. Staff providing care to a student receiving antipsychotic medication shall be instructed regarding the nature of the medication, potential side effects that may or may not require medical attention and required monitoring or special precautions, if any;
5. Except in an emergency as defined in 18.05(9)(g), The school shall neither administer nor arrange for the prescription and administration of antipsychotic medication unless informed written consent is obtained. For students in the Department of Social Services care or custody, an Educational Surrogate Parent shall not have authority to consent to administration of any medication for routine or emergency purposes. For such students, consent shall be obtained consistent with the applicable Department of Social Services requirements. Except for students on the care or custody of the Department of Social Services, informed written consent shall be obtained in the following manner: If a student is in the custody of his/her parent(s), parental consent (in writing or in a witnessed conversation) is required. Parental consent pursuant to this subparagraph may be revoked at any time unless subject to any court order. If the parent does not consent or is not available to give consent, the referral source shall be notified and judicial approval shall be sought. If a student is in the custody of a person other than the parent, a placement agency or an out-of-state public or private agency, the referral source shall be notified and judicial approval shall be sought;
6. Cotting School shall inform a student twelve years of age and older, consistent with the student’s capacity to understand, about the treatment, risks and potential side effects of such medication. Cotting School shall specify and follow procedures if the student refuses to consent to administration of the medication.
7. In an emergency situation, antipsychotic medication may be administered for treatment purposes without the parental consent or prior judicial approval if an unforeseen combination of circumstances or the resulting state calls for immediate action and there is no less intrusive alternative to the medication. The treating physician must determine that medication is necessary to prevent the immediate substantial irreversible deterioration of a serious mental illness. If the treating physician determines that medication should continue, informed consent or judicial approval must be obtained as required by 18.05(9)(e);
Preventative Health Care
Physical Examinations Each student shall have a physical within one year prior to entering the program or within 30 days after program entry and every three years afterwards. A written report from a physician is required with the results of the examination and any recommendation and/or modification of the student’s activity. Annual dental examinations are required. The Dental Clinic at the school maintains an affiliation with Tufts School of Dental Medicine in Boston, Massachusetts. With parental consent, dental services at the school include providing a diagnosis and treatment plan as well as preventative education for individual students and classes.
Cotting School Orientation Policy Highlights September 2018 25 Screenings Postural screenings are conducted annually at the school in. Many children who attend the school have musculoskeletal conditions associated with postural alteration and/or scoliosis. An orthopedic surgeon generally follows them. Screenings for Body Mass Index (BMI) are conducted annually in grades 1, 4, 7, and 10. In accordance with Department of Public Health regulations results are reported to the state. Vision and hearing screenings are conducted in accordance with Massachusetts Special Education regulations.
Safety No student or staff member may begin attendance unless free of communicable disease. Whenever a communicable disease is suspected, the school nurse contacts the parent(s) or legal guardian who must arrange for an immediate examination to determine if a disease in fact exists. The student or staff member involved must be separated from the school as soon as a communicable disease is suspected and may not return without a written statement from a physician that the condition is resolved. Parents will be notified whenever any communicable disease has been introduced into the school. The school nurse will keep a record of all students who are immunocompromised as well as students who have not received certain vaccines for medical reasons. A comprehensive list of students’ allergies is circulated on a need to know basis. All toxic substances, medications, and sharp objects are secured in appropriate locked cabinets. Toxic substances are labeled with contents and antidote, and are not stored in the same cabinets as medications and medical supplies. The number to Poison Control and other emergency numbers are posted throughout the school.
Immunizations As required by state regulations (102 CMR 7.07 and 105 CMR 220.00), the Department of Public Health has established requirements for children to attend school. These requirements include the minimally acceptable number of immunizations for attendance at schools. To comply with state law, accurate information concerning up-to-date immunizations must be annually provided to the school nurse. There are two situations in which children who are not appropriately immunized may be admitted to school. A medical exemption is allowed if a physician submits documentation that an immunization is medically contraindicated. A religious exemption is allowed if the parent of guardian submits a written statement that immunizations conflict with their religious beliefs. In the absence of an emergency or epidemic of disease declared by the Massachusetts Department of Public Health, the school does not require any student to receive medical treatment when the parents object on the grounds that such treatment conflicts with a religious belief. Influenza vaccine may be available to students and staff annually, depending on availability of the vaccine.
Food and Nutrition
Cotting School provides a nourishing, well-balanced free lunch to all students each day but does not provide breakfast. Cotting School will collaborate with sending school districts to make breakfast available to publicly funded students with disabilities if they would have had access to such meals in their sending school district. If a student is eligible for free or reduced price meal benefits, Cotting School will also collaborate with their sending district to make breakfast available.
Upon admission of a publicly funded student, the Director of Admissions will communicate with the school district via phone call, email or in writing to determine if the student is eligible for a free or reduced price breakfast. At the start of each school year, the Special Education Coordinator will
Cotting School Orientation Policy Highlights September 2018 26 communicate with the sending districts of all currently enrolled publically funded students to determine all students who are eligible for a free or reduced price breakfast and to determine if the eligibility status for school meals has changed for any student. A log of communication will be maintained in the each student’s record. If the student is eligible, Cotting School will enter into an agreement with the district for the district to provide daily breakfast for the eligible student.
Cotting School’s Serv Safe Certified Director of Food Services (Fatima Sousa) consults with a certified nutritionist on a monthly basis to monitor school lunch menus for nutritional quality. Practices related to diet, food preparation and food storage may be discussed and are as follows:
• The School will store, prepare and serve all foods so that they are clean wholesome, free from spoilage and safe for human consumption. • The School will provide refrigeration and storage of food at not more than forty- five (45°) degrees Fahrenheit for food requiring refrigeration. • The School will store all food in clean, covered refrigeration. • The School will properly wash and sanitize all bottles, utensil and dishes. • The School will dispose of food, milk or formula unfinished by the student. • The School will prepare tasteful meals and serve them in a manner, which makes them appetizing.
All food is prepared and stored in accordance to USDA guidelines, and all standards in Cotting School’s Food Safety program are based on the recommendation of the 2001 Food Code and all local, state and federal regulations.
Cotting School purchases the majority of its food from U.S. Foods. Accounts are maintained with each company and orders are placed on a monthly basis. The Director of Food Services is responsible for the development and implementation of weekly menus and for ordering foods. The invoice for each food shipment is matched against the order and then forwarded to the Business Department for payment.
The nutritionist also serves as a liaison between the Feeding Team and the Director of Food Services. If there is a question regarding the implementation of a student’s diet or special dietary concerns, the nutritionist will provide resources to the Feeding Team Leader and the Director of Food Service. The nutritionist works with the Feeding Team staff to develop new ideas for the menu, which will meet both the nutritional and texture needs of the students.
The Feeding Team supervises and supports all students at lunch. During the one-half hour period, the Feeding Team gives special attention to dietary restrictions, allergies, risks of choking, adaptive equipment, feeding assistance and the teaching of organizational and social skills, portion control and independent feeding. The Feeding Team is led by an occupational therapist. This individual collects all dietary restrictions and food allergies and other concerns from parents to document and share with the team as appropriate. Members of the Feeding Team sit with groups of students at their table during the lunch period. The number of staff members per table depends on the students’ needs. Any student who requires individual assistance in feeding is provided a specially trained feeder.
Any member of the direct-care staff may be called upon to become a member of the Feeding Team at any time. Therefore, all direct-care staff members receive training on feeding safety and lunch supervision expectations as part of their orientation training.
Cotting School Orientation Policy Highlights September 2018 27 Students are encouraged to eat and to try new foods in appropriate proportions. No student will be forced to eat or otherwise coerced against his/her will except where medically prescribed. Monthly menus are prepared in advance and sent home with students. Changes in the menu due to food availability, staffing and other concerns are communicated as soon as practicable in order to prepare students for the new offering. Copies of menus are maintained in the Food Services Department.
Students and staff are provided the same hot lunch option each day. In addition, a salad bar, fruit, sandwiches and yogurt are offered as alternatives or supplements to the daily hot lunch choice. Lunch is served family-style to small tables of four to eight students. Students can elect to bring their own lunch from home, but Cotting School does not provide facilities to heat or otherwise prepare food for students’ own lunches.
Cotting School also sets aside snack time each morning time for students. Students bring a snack from home that meets their unique dietary needs and tastes. The teachers and Feeding Team members work together to ensure that breakfast and/or snacks can be consumed safely and comfortably in each classroom or designated area.
General Food Allergy Guidelines The foods most likely to cause severe allergic reactions are nuts, dairy products, eggs, soy, wheat, fish and shellfish. Due to the life-threatening nature of many peanut and tree nut allergies, Cotting School is a nut-safe environment and there are not nut-products allowed on campus. The following guidelines are in place to help us maintain a nut-safe environment: • We request that students do not bring foods containing peanut products or tree nuts in their snacks or lunches. If a staff member discovers such foods in a child’s lunch, it will be removed and the parent will be reminded of the nut-safe policy guidelines. The child’s hands and lunch area will be immediately cleaned. • All faculty and staff are prohibited from bringing products containing peanuts and tree nuts on campus. • A medical professional must document student allergies that require treatment, including the symptoms that indicate a reaction is occurring and instructions for administering medication. Cotting School’s Food Allergy Action Plan, available in Medical, must be turned in before the start of school. • We talk to the children about the importance of keeping the classroom safe and healthy for fellow classmates. • We encourage frequent hand washing, especially before and after meals. • We make every effort clean tables and other work surfaces at least twice a day, before school begins and after lunch. • We make every effort to prohibit the sharing of foods in lunches or snacks. • Classroom teachers and assistants are required to be familiar with every student’s allergies. • We make every effort to avoid serving foods that contain peanuts or tree nuts or may contain traces of nuts of such foods. • If children have life-threatening allergies to foods, they must provide an acceptable nonperishable snack to be kept at school and served as an alternative, as needed. • We ask parents to label, or provide the original packaging label, of the ingredients of all food they provide for communal snacks. • Every staff member who works in a classroom with a child with severe allergies is required to be trained on the use of an EpiPen. • While we make every effort to be nut-safe, it is important to recognize that food prepared in parent homes or restaurants may not be coming from a nut-free environment. Cotting School Orientation Policy Highlights September 2018 28 • Cotting School’s Food Service Department provides food in the dining room that all students may enjoy. In the case of a student with multiple, unusual or severe allergies, however, the student/family may be required to provide lunch and snacks to ensure the student’s safety. • If parents are uncertain about possible exposure to allergy-causing foods, they may provide meals or treats for their students. • Our guidelines will apply to all functions in the school building in area where children would be present.
Cotting School will follow these guidelines to the extent possible but we do not guarantee that we can keep our environment completely free of food or other allergens that might cause a severe reaction.
Toileting Procedure and Toileting Plans Students have varied requirements for assistance with their personal care/toileting needs. The building contains boys’ and girls’ rest rooms with appropriate fixtures and sinks for those students who can attend to their personal needs without assistance. Teacher aides and teachers will attend many of the needs of lower school children to in their own classroom area. As appropriate for their age and increased independence, students in the Middle and Upper Schools who require any assistance with toileting needs should use the restrooms in the Medical Department.
The restrooms in the lobby near the auditorium entrance and the reception area are designated as Staff and Visitor restrooms only. The single, handicapped accessible bathroom next to the dining room is designated for students only, and can be used when students are at lunch or using the auditorium. Students can use the other bathrooms throughout the school that are designated as student-only bathrooms. We make every effort to ensure that bathrooms with multiple stalls are limited to one student at a time to maintain privacy. Each classroom has a set of bathroom passes that are placed on the door of the restroom to indicate that it is occupied.
The Medical Department is equipped with adaptive toilets, and changing rooms with electric hospital beds. This department provides the following: § assistance with difficult clothing § assistance with standing balance § transferring in and out of wheelchairs § seating on appropriate adaptive toilet seats § changing of diapers or personal hygiene protectors § bladder crede § catheterizations (either by medical staff or monitoring of self-catheterization) § management of colostomy or ileal bags Ongoing instruction and training for independence in personal care is coordinated through active cooperation of our Occupational and Physical Therapy Department, family, community resources and primary health care facilities.
Cotting School Orientation Policy Highlights September 2018 29 Toileting Off-Campus
When a student requires special assistance (as described above) during an off campus activity, this assistance is provided by the staff on duty during the activity.
Supplies required to provide such assistance will be provided by the Medical Department. Necessary equipment may include: gloves, wipes, chucks, sanitary pads, catheters, pull-ups, diapers and urinals.
The nurses are available to assist with developing a plan of care to meet the personal care needs of any individual student during off campus activities and can assist in amending a plan for any new setting or activity. Following a consistent healthcare protocol is important for health and safety. The nurses will provide training as necessary and a nurse will be available via the phone to provide support to the staff member while they are off campus.
While providing individual toileting assistance, you must always maintain safety and ensure the dignity of the student at all times. Continuity of care is essential; therefore, the staff member must follow the care plan consistently during each session. Deviations from the time of care or any of the procedures outlined in the care plan must be noted. Furthermore, the staff member assisting the student must report anything out of the ordinary to the Medical Department upon return to school. This may include, but is not limited to, any skin irritations or abrasions, a change in the frequency of bathroom trips or the amount of output, or any irregularities with the equipment. A form will be provided to assist you with this and should be delivered to the medical department upon your return to school.
STAFF ACCEPTABLE USE POLICY: School Network, Internet, and Equipment
Note: All employees must sign the Acceptable Use Policy (AUP) annually. Signed copies will be kept on file in the Technology Department Office.
Cotting School’s goal in providing network resources and Internet access is to promote educational excellence by facilitating resource sharing, innovation, and communication.
Internet access is to be used in a responsible, efficient, ethical and legal manner and in accordance with the mission of the school. Failure to adhere to these guidelines typically results in the suspension or revocation of user privileges. Additionally, inappropriate behavior may be subject to additional disciplinary action including termination.
All Cotting School employees are authorized to use the school’s network resources and Internet connection, and will be issued individual e-mail accounts.
Cotting School will not be liable for the actions of anyone connecting to the Internet through this network. All users shall assume full liability, legal, financial, or otherwise, for their actions. Users should be aware that the transfer of certain kinds of materials is illegal, and punishable by fine or jail sentence.
Cotting School Orientation Policy Highlights September 2018 30 In addition, Cotting School assumes no responsibility for any information or materials that are transferred through the Internet.
The person under whose name an account is issued is responsible at all times for its proper use. Passwords should never be shared with another person.
Cotting School uses a filtering system to track and monitor all computer use on the network. The filtering system is designed to prevent access to educationally inappropriate sites. Faculty can request that a specific site be blocked or unblocked. Such decisions will be made by those responsible for monitoring the filtering in the Technology Department and or the Chief Academic Officer or the Chief Operating Officer.
It is important to be aware that no solution is perfect. Due to the nature of the Internet, even with supervision, it is impossible to control all materials users may come across, and a user may discover controversial information not deemed suitable for children or teenagers. Students should immediately report any inappropriate material they access to a teacher or other staff person. Students should not share inappropriate materials or their sources with other students. Teachers must email the web address of the inappropriate site to the Director of Technology immediately so that it can be added to the blocked list.
Certain procedures are followed as Internet resources are integrated into classrooms:
• The school provides faculty members with information about the Internet and its uses and possible misuses so that these issues can be discussed with students. Training on technology integration includes information about teaching students how to use the Internet appropriately.
• Students have access to the Internet and certain network resources only under their teachers’ supervision.
Internet Privacy Protections and Considerations for Students Cotting School has an obligation to protect student safety and to balance this with the need for open communications when using the Internet. There are documented instances of students being inappropriately identified via the Internet and thereby becoming subjected to unhealthy situations or unwelcome communications:
Guidelines: • Only first names will be used in published student work. • Pictures that are a part of student publishing should not include identifying information. • Under no circumstances should a student’s home address, phone number, social security number or family’s E-mail address be included. • If replies to published student work are appropriate, the sponsoring teacher’s address should be the e-mail address displayed, not the student’s. • In special circumstances with parent-signed release, identifying information can be added.
Communication with Parents & Students: Employees are to communicate with students and parents through the school email system only. Employees may not use personal email or screen names to communicate with students and parents. In addition, employees may not visit student or parent MySpace or FaceBook pages nor may students or parents be encouraged to visit employee MySpace or FaceBook pages. Employees are not to text message students or parents.
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Unacceptable uses of Cotting School’s Network or Internet connection:
1. Violation of the School Network, Equipment, and Internet Acceptable Use Policy or any provision in the Student Handbook or Employment Manuals.
2. Transmission of material that is false, derogatory, profane, vulgar or sexually explicit, or any other material that would be offensive or harassing to a reasonable person (e.g., a racial or ethnic slur).
3. Downloading from the Internet of sexually explicit or other offensive materials, software programs, or any copyrighted or trademarked materials.
4. The unauthorized installation of any software, including shareware and freeware, for use on Cotting School computers is prohibited.
5. Viewing or posting messages to web sites that contain sexually explicit, racist or other similar material that the School considers offensive.
6. Attempting to disguise your name or the origin of any transmission over any of the school’s communication systems.
7. Copying commercial software or other material in violation of federal copyright laws.
8. Use of network for financial gain, commercial activity, or any illegal activity is prohibited.
9. Accessing another person’s individual account without prior consent or accessing a restricted account without the prior consent of the responsible administrator or teacher.
10. Playing games is prohibited unless specifically authorized by a teacher for instructional purposes.
11. Users must avoid spreading computer viruses, and all downloaded files must be virus-checked. A deliberate attempt to degrade or disrupt system performance is a violation of the law.
12. Personal and/or District-owned computers and other devices are NOT permitted on the Cotting School network without consent from the Director of Technology. This includes communication devices.
Email • All faculty and staff have access to Cotting School’s e-mail system during and after school hours. • Inappropriate use of e-mail will not be tolerated and users risk losing their accounts/privileges. • All email activity is monitored, logged and archived.
DO 1. Do check your email daily. 2. Do include a meaningful subject line in your message. 3. Do check the address line before sending and confirm you are sending it to the right person. 4. Do delete email messages from your family, and other unimportant email. 5. Do take care not to express views that could be regarded as defamatory.
Cotting School Orientation Policy Highlights September 2018 32 6. Do remember email messages are not guaranteed to be private. The system operator of Cotting School’s Network has access to all mail in order to maintain the system. All e-mail messages are the property of the school and are subject to monitoring by the school. 7. Do remember ALL email that contains information about a student is legally considered to be a part of their school record. Please make sure you state only the facts in your email. 8. Do be careful when using sarcasm and humor: without face-to-face communications, a joke may not be taken the way it was intended.
DO NOT 1. Do not use your personal email account to email a parent. 2. Do not visit student or parent MySpace or FaceBook pages. 3. Do not text message students or parents. 4. Do not delete any email containing communication about a student. 5. Do not post the personal address or phone number of students or colleagues. 6. Do not publicly criticize or inflame others. 7. Do not contribute to junk mail. 8. Do not send unnecessary or long attachments. 9. Do not print email messages unless absolutely necessary. 10. Do not send unnecessary messages such as festive greetings or other non-work items by email. 11. Hate mail, chain letters, harassment, discriminatory remarks, and other antisocial behaviors are prohibited on the network. 12. Do not repost/forward personal communications without the author’s prior consent.
Cotting School makes no guarantees, implied or otherwise, regarding the reliability of the data connection. Neither Cotting School, nor the sponsor organizations, shall be liable for any loss or corruption of data resulting while using the Internet connection.
Cotting School reserves the right to examine all data stored on all computers and the network to make sure that all users are in compliance with these and all legal regulations.
Cotting School strongly condemns the illegal distribution of software, otherwise known as pirating. Any user found transferring such files through the Internet shall have their future Internet access denied.
Cotting School reserves the right to change these rules at any time without notice.
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