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Please follow the Summer Purchasing Procedures from the Business Office for all purchases. Because financial issues are so closely monitored by the state, failure to follow these procedures could result in your not being reimbursed or in receiving disciplinary action. This includes procedures for taxes applied to purchases.

All off-campus trips must be pre-approved by your program coordinator. The Health Center Notification Form (which is described in the Health Center Notification Procedure) must also be approved. Special procedures and approvals are needed for water activities.

Changing Your Plans

Since most vehicles are already assigned, call your program coordinator before adding trips to those approved by Prep Day. Do not contact transportation directly.

Do not contact Food Services (the cafeteria) if you need to change your plans regarding food needs. Again, please do this through your Program Coordinator because this may well affect your budget.

Safety Off-Campus

Be sure you have adequate staff/student ratios for off-campus trips. Talk to your program coordinator if you do not have sufficient support for your trip. It's generally unwise to go off campus with only one adult unless you feel that you can manage all your students in an emergency without assistance.

Please follow these vehicle guidelines for maximum student and staff safety:

  • When planning an off-campus trip, select the closest possible site that will achieve your purpose.
  • Avoid travel on Highway I-35, trying to find an alternate route if possible.

If you are acting as a med sponsor for an off-campus trip, go through the list of every student's meds with the nurse to make sure you have the correct medications and know how to give them.

Protect students from overexposure to the sun by:

  • Avoiding prolonged time in the sun
  • Applying sunscreen (given to each teacher at the start of school)
  • Having students drink plenty of water

Carry a cell phone with you at all times, and make sure that it is always charged and on. Leave the number with the office manager. If you do not have a cell phone, you can check one out from the office. Be sure to check it back in, because you will be charged $50 by the business office if a phone checked out to you fails to be returned.

Trips Further Than 20 Miles, Overnight, or Requiring Unusual Physical Activity

Trips further than 20 miles from campus must be preapproved by the principal, the superintendent and the student's parent. You must tell your coordinator before your program begins, so that s/he can get parental permission

This Parent Permission Form for Special Activity is needed for:

  • Trips that involve traveling more than 20 miles from Austin
  • Trips in which the students spend the night away from campus
  • Activities that involve unusual physical activity, which includes any activity where the student must have a special level of strength, agility, coordination, or other physical ability to participate meaningfully

Staff will receive “Student Care Summaries” for every student they work with. This contains essential information about your students that you are required to know before working with the student (you must sign that you have read and understand the information on the first Monday morning of the program). Student Care Summaries are updated any time new information is obtained. If that happens, a notification will be sent to your email address. Once you have a notification, log into the Student Care Database and review the updated student file. It is essential that you check your email daily in case any information of this type has been received.

The Texas summer can be dangerously hot and therefore presents a dangerous health hazard for students. Minimize sun exposure by avoiding unprotected, extended time outdoors. Provide multiple forms of protection, including reduced time exposure, wearing hats and sunglasses, drinking a lot of water, and wearing heavy sunscreen and reapplying it regularly. Heat Exhaustion and Heatstroke Prevention document

If you see signs of over-heating, get out of the heat into a shady or air conditioned location, lay the student down, loosen clothing, give cool water, spray or sponge with cool water and fan, contact the health center immediately (or 911 in an emergency), monitor carefully.

The Swimming and Boating Procedure provides regulations for safe and effective student instructional and recreational swimming activities and use of the TSBVI swimming pool.

The Runaway Student and Lost or Missing Student procedure provides guidance about how to respond to students missing on or off campus.

This procedure describes definitions of "sexual harassment of a student by an employee" and "sexual harassment of a student by another student." It also describes reporting requirements and procedures. P.1.10 Sexual Harassment Procedure

This procedure applies to situations where a TSBVI student is suspected to have engaged in bullying another TSBVI student. This procedure does not apply when it has been reported that an employee may have abused, neglected, exploited or engaged in an improper childcare practice with a student (See Policy FFG). For provisions regarding discrimination and harassment involving TSBVI students, see Policy FFH. Policy FFI on bullying should be used in conjunction with FFH for certain prohibited conduct. P.1.12 Bullying Procedure

For specific and comprehensive information on suicide prevention, please read this entire procedure at: P.1.9 Suicide Prevention Procedure. As a refresher, you may also read the Suicide Prevention Quick Reference Guide.

Refer a student for a suicide evaluation any time a student makes a direct statement or gesture that implies intent to harm him- or herself, or if the student makes a statement of hopelessness, such as "life is not worth living." If in doubt about the seriousness of the behavior, follow this procedure anyway.

  • Escort the student to the Health Center for an evaluation, as quickly and calmly as possible. It is preferable that the escort knows the student well. Do not leave the student alone until the nurse assumes responsibility for the student.
  • Notify the summer school principal or residential director as soon as practicable.
  • The staff member who observed the student behavior should complete a Student Incident Report as soon as the student has been safely managed. Make sure that the nurse, mental health professional and administrators have a copy of the OSIR report.
  • Once at the Health Center, the Nurse on duty, along with the social worker or counselor on duty, should assume responsibility for appropriate implementation of the Suicide Prevention protocol.
  • Follow all recommendations made after the evaluation is complete.