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Policies, Procedures & Annual Notifications

Table of Contents

District Policy Manual

View a comprehensive and searchable database of all district regulations and governing principles.

Accessibility Note

If you are unable to access any document on this web page, please contact the Communications Office so that we may provide the information in another format.

This page serves as a comprehensive resource for students, parents, and staff of the Poland Central School District, providing access to essential district-wide plans, safety protocols, and legally required notifications.

Attendance

Consistent school attendance is a vital factor in student success, as it is directly linked to higher academic performance and the achievement of state standards. Parents are responsible and legally obligated to ensure that their children attend school during the ages of compulsory attendance.

When a child is absent, please call the main office (315) 826-7900 (Ext. 3 for Middle/High School).

Parents/guardians must submit an excuse note to the attendance office on the day the child returns to school. Please see the attached link for the district’s printable written excuse note.

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Buildings & Grounds Notifications

The Buildings and Grounds page provides notification information regarding:

  • Facility use
  • Lead testing results and remediation plans
  • Asbestos
  • Pesticides
  • Fire inspection

Cell Phone Policy & Procedures (Students and Personal Electronic Devices)

As required by N.Y. Education Law § 2803 Use of Internet-Enabled Devices During the School Day, a district-wide prohibition on student use of personal electronic devices during the school day is established to comply with applicable law and regulations. PCSD’s Cell Phone/Personal Internet-Enabled Device Policy is a “bell-to-bell” policy addressing the NYS Distraction-Free Schools Law, which requires students to store personal electronic devices in lockers during the school day to improve academic focus and mental wellness.

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Child Abuse Hotline

If you suspect a child is being abused or maltreated (neglected), report it by calling the toll-free 24-hour hotline operated by the New York State Office of Children and Family Services at (800) 342-3720. If you believe a child is in immediate danger, call 911 or your local police department.

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Code of Conduct

The Code of Conduct for the Poland Central School District outlines the rules, expectations, and disciplinary procedures intended to maintain a safe and productive learning environment for students, staff, and visitors.

Summaries

Additionally, the District has provided age-appropriate versions that summarize expectations.

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Continuation of Operations

New York state requires school districts to develop a continuity of operations plan and make it available. The Poland Central School District’s plan is incorporated into the district safety plan so stakeholders are aware of the district’s plans in the event of an ongoing public health emergency involving communicable disease.

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Dignity for All Students Act & Reporting Bullying Behavior

The Dignity for All Students Act (DASA) is a New York State law that went into effect on July 1, 2012, to ensure that all public school students have a safe and supportive learning environment.

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District-Wide Safety Plans and Building-Level Emergency Response Plans

This document outlines the Poland Central School District’s policy for developing and maintaining comprehensive safety plans, requiring a public district-wide plan for broad emergency protocols and confidential building-level plans for specific crisis response procedures in compliance with New York State’s SAVE law.

Emergency & Weather Notice

Learn how Poland Central School District communicates urgent updates, such as school closures and delays, including instructions for community members and parents on how to receive and manage these emergency notifications.

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Family Educational Rights and Privacy Act (FERPA)

The federal Family Educational Rights and Privacy Act (FERPA) provides parents/guardians and students who are 18 years of age or older (known as “eligible students“) with certain rights with respect to the student’s education records.

Under FERPA, parents/guardians and eligible students have the right to:

  • Inspect and review the student’s education records within 45 days after the day a request for access is received by the school. These requests should be submitted to the Superintendent (315) 826-0203.
  • Request the amendment of the student’s education records that the parent/guardian or eligible student believes are inaccurate, misleading or otherwise in violation of the student’s privacy rights;
  • Provide written consent before the school discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent as outlined below;
  • File a complaint with the U.S. Department of Education concerning alleged failures by the district to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
    Family Policy Compliance Office
    U.S. Department of Education
    400 Maryland Avenue SW
    Washington, DC 20202

District FERPA Policy

Poland CSD’s Student Privacy FERPA Notice serves as an official notice to parents and eligible students regarding their rights under the Family Educational Rights and Privacy Act (FERPA), including the right to inspect education records, request amendments to those records, and provide consent before the disclosure of personally identifiable information.

Disclosure of personally identifiable information from a student’s education records is permitted without the consent of the parent/guardian or eligible student if it meets certain conditions, such as if the disclosure is:

  • To officials of another school, school system or institution of postsecondary education where the student seeks or intends to enroll, or where the student is already enrolled;
  • To authorized representatives of the U.S. comptroller general, the U.S. attorney general, the U.S. secretary of education or state and local educational authorities;
  • In connection with applications or determinations for financial aid;
  • To state and local officials or authorities to whom information is specifically allowed to be reported or disclosed by a state statute that concerns the juvenile justice system;
  • To organizations conducting studies for, or on behalf of, the school that meet certain requirements;
  • To accrediting organizations to carry out their accrediting functions;
  • To parents/guardians of an eligible student if the student is a dependent for IRS tax purposes;
  • To comply with a judicial order or lawfully issued subpoena;
  • To appropriate officials in connection with a health or safety emergency;
  • Designated as “directory information” by the district;
  • To an agency caseworker or other representative of a state or local child welfare agency or tribal organization that is authorized to access a student’s case plan;
  • To the secretary of agriculture or authorized representatives of the U.S. Department of Agriculture’s Food and Nutrition Service for national school lunch and nutrition programs.

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Freedom of Information Law (FOIL)

For access to Poland CSD’s records under New York state’s Freedom of Information Law, please complete a Freedom of Information Request form and return it to the District Office.

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Hand Sanitizer Use

The Poland CSD will be making alcohol-based hand sanitizers available in its school buildings. If parents/guardians wish to opt their child out of using it, they should send a written notice to the school.

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Open Meetings Law

The Poland Board of Education meeting schedule can be found on the Board of Education page. This meeting will be held in person at the Poland Central School District building. Public comments and participation will be allowed.

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Parents’ Bill of Rights for Data Privacy and Security

Poland Central School District uses current technology, including electronic storage, retrieval, and analysis of information about students’ education experience in the District, to enhance opportunities for learning and to increase efficiency of our operations.

To assist in meeting legal requirements for maintaining privacy and security of protected student data and protected principal and teacher data, including Section 2-d of New York State Education Law, the district has posted this Parents Bill of Rights for Data Privacy and Security.

  1. A student’s personally identifiable information cannot be sold or released for any commercial purposes.
  2. Parents have the right to inspect and review the complete contents of their child’s education record. The
    procedures for exercising this right can be found in the district policy about education records. View district Policy 7500 Education Records.
  3. State and federal laws protect the confidentiality of personally identifiable information, and safeguards associated
    with industry standards and best practices, including but not limited to, encryption, firewalls, and password
    protection, must be in place when data is stored or transferred.
  4. A complete list of all student data elements collected by the State is listed on the Student Data Inventory page of the NY State Education Department website. The list may also be obtained by writing to:
    Office of Information & Reporting Services
    New York State Education Dept.
    Room 863 EBA
    89 Washington Avenue
    Albany, NY 12234
  5. Parents have the right to have complaints about possible breaches of student data addressed.

There are two ways that parents/guardians may complain of a possible breach of student data:

  1. Make a written report of a possible breach of student data to the Poland Central School District Data Protection Officer by submitting an Unauthorized Release of Student Data Complaint Form. The form may also be accessed by calling the District Office at (315) 826-0203. The NYS Security Breach Reporting Form should be mailed or delivered to:
    Poland CSD Data Protection Officer
    Attn: Superintendent of Schools
    74 Cold Brook Street
    Poland, NY 13431
  2. Complaints may also be directed in writing to:
    Chief Privacy Officer, New York State Education Department
    Room 863 EBA
    89 Washington Avenue
    Albany, NY 12234

Supplemental Information about Third Party Contracts

We are compiling the following information about each agreement between Poland CSD and an outside party that receives protected student data, or protected principal or teacher data, from BOCES or a participating school district:

  1. the exclusive purposes for which the data will be used,
  2. how the contractor will ensure that any subcontractors it uses will abide by data protection and security requirements,
  3. when the contract expires and what happens to the data at that time,
  4. if and how an affected party can challenge the accuracy of the data that is collected,
  5. where the data will be stored, and
  6. the security protections taken to ensure the data will be protected, including whether the data will be encrypted.

For information about contracts, please call District Office at (315) 826-0203.

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Smart Schools Investment Plan

As required by the Smart Schools Bond Act (SSBA) Implementation Guidance, the Poland Central School District must post a final Smart Schools Investment Plan on its website. This plan is designed for the district to participate in the Smart Schools Bond Act of 2014. The act authorized the state to finance $2 billion for educational technology and infrastructure to improve learning and opportunity for New York students.

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