Eligibility Policy

I. Rationale

Extracurricular activities are a valuable extension of the normal school program, providing participants with opportunities to examine both vocational and avocational interests. They are also a privilege. Students who wish to take advantage of the District's many extracurricular offerings must remember that they are required to conduct themselves in a manner that does not jeopardize their health or well-being or that of other participants.
Students who choose to participate in any extracurricular activity are expected to maintain high standards of behavior and passing grades. The following rules are in force and students and their coaches/advisors are expected to be familiar with the

II. Extracurricular Committee

Each secondary school will have a standing Extracurricular Eligibility Committee that meets at the beginning of each school year, and then every five (5) weeks to review and monitor student eligibility lists for any and all extracurricular activities. Meetings will occur within one week of Progress Report and Report Card closing dates. Each September, the principals (or his/her designee) of the secondary schools will send a list of members of the organizations to the Administrators in charge of the Extracurricular Eligibility Committee. Note that progress reports do not determine eligibility of extracurricular activities. However, interventions may be implemented based on recommendations of the eligibility committee.
The Extracurricular Eligibility Committee will be convened by the principal or his/her designee and must have the following as permanent members:
- High School - the Physical Education Department Head at Proctor, an Assistant Principal, a Counselor and a Teacher.
- Middle School - permanent members will include a Physical Education Teacher, an Assistant Principal, a Counselor, and a Teacher

III. Coach/Advisor Responsibilities

It is the responsibility of the coach/advisor to regularly review the grades, attendance, and behavior of all students in his/her activity.
No coach, advisor and/or administrator are to approach a teacher in an effort to change a student's grade or eligibility.
It shall be the responsibility of the appropriate administrators to review regulations with all coaches/advisors before the beginning of any season, or year, as appropriate. these school 21
The grades, attendance, and behavior of any student who has been suspended from school by an administrator are to be closely monitored by the coach/advisor. During the suspension period, the student may not participate in any extracurricular activity. Once the suspension period is over, the student may resume participation in the activity. The coach/advisor is expected to speak with the student to secure a change in behavior.
If there is a second suspension during a season or a marking period, the student is to be dropped from the extracurricular activity

IV. Student Eligibility

Before a student can participate, he/she must meet the following requirements:

Must be considered a bona fide student (*pertains to athletes only) is one who meets the requirements of the Commissioner of Education and, for athletes, the New York State High School Athletic Association. Students must also meet the following basic requirements:
- Meet age requirements where appropriate. High school athletes cannot be 19 years old prior to July 1st of the school year. Middle School requirements vary depending on whether the activity is a Modified A or B Program.
- Athletes must pass a physical exam given by the school or family doctor and submit the results to the coach or school nurse;
- Have a consent form signed by a parent or guardian on file with the coach, athletic director or advisor;
- Students who wish to participate in any extracurricular activities must maintain a minimum 85% attendance rate in all classes. Coaches/advisors are expected to check attendance in all classes per each marking period and/or season.
A student who is suspended from participation in an extracurricular activity may not participate in that activity until the suspension has been completed. This non-participation is not to exceed ten weeks. Students may not try out for any other activity running during that time.
If a student receives one failing marking period grade (which constitutes any grade of 64 or below), he/she is immediately placed on notice for two weeks. During that time, he/she must report for tutorial help after school, work with the teacher to upgrade any improved assignments/grades, and obtain a written letter from the teacher at the end of the two weeks verifying whether the student has successfully or unsuccessfully completed the tutorial program. He/she may continue to actively participate in the activity while fulfilling the tutorial requirement;
Students who receive 2 failing grades (which constitutes any grade of 64 or below) in a marking period will be placed on academic probation and may practice/attend basic 22 meetings but cannot compete in games or attend special extracurricular activities, (not to exceed 25% of the scheduled games or extracurricular activities). At the end of two weeks, if the student improves his/her grades to a passing grade(s), the student will be eligible to fully participate in the activity. If the student does not raise his/her grades after the two weeks, they are ineligible to participate in any way. The teacher of the original failing course must sign off to indicate the student's improvement. It is the coach/advisor's responsibility to follow up and verify the student's improvement.
Any student who receives 2 or more failing grades (which constitutes any grade of 64 or below) for the final marking period of any course but who passes the course(s) and receives credit, or attends summer school, and receives credit will be eligible to fully participate in fall activities. However, there will be an academic review of the student's grades at the end of three full weeks of school. If there is one failing grade (which constitutes any grade of 64 or below), the student must participate in tutorials. If the student receives 2 failing grades (which constitutes any grade of 64 or below), he/she will be placed on academic probation and may practice/attend basic meetings, but cannot compete in games or attend special extracurricular activities, (not to exceed 25% of the scheduled games or extracurricular activities). At the end of two weeks, if the student improves his/her grades to a passing grade(s), the student will be eligible to fully participate in the activity. If the student does not raise his/her grades after the two weeks, they are ineligible to participate in any way. The teacher of the original failing course must sign off to indicate the student's improvement. It is the coach/advisor's responsibility to follow up and verify the student's improvement.
Any student who receives 3 or more failing grades (which constitutes any grade of 64 or below) for the marking period is ineligible until the next report card period.

V. Appeal Process

Parent/guardian submits a written request for an appeal to the building principal within two weeks of the receipt of the report card. The request must specify the grounds upon which the appeal is based. It is understood that any suspension/probation from the activity remains in effect.
The principal, upon receipt of the written request, will poll a minimum of three Appeals Committee members as to their opinion on the validity of the appeal.
The District Extracurricular Appeals Committee will include the school principal (or designee), a member of the UTA of the involved building appointed by the president of that organization, a parent liaison and the Superintendent or designee.
In the event the appeal is deemed appropriate, a hearing with the parent/guardian shall be facilitated by the principal for final considerations. The final decision will be the result of a majority vote of the Appeals Committee members present at the hearing.
If the appeal is granted, the student must agree to fulfill all terms and conditions set forth by the Appeals Committee. Failure to do so will constitute grounds for immediate dismissal from the activity

VI. Suspension/Probation

Official suspension/probation from an activity will commence on dates set according to the following: suspension/probation from an extracurricular activity will commence one week following the end of the marking period and be in force to the 1st day of the following marking period.

Incompletes - An incomplete must be rectified within two weeks following the end of a marking period. At this point, any remaining incomplete will be treated as a failure, a failing grade which constitutes any grade of 64 or below. Further, it is strongly recommended that teachers be very strict and selective in their use of an incomplete and that its use be reserved primarily for medical reasons. It is incumbent on the teacher to reconcile the grade.
Notification - All report cards will have added, in the area for messages, the basic Eligibility in regard to failing grades. This will serve as a general notification to all parents/guardians/students. In addition, it will be the responsibility of all coaches/advisors of extracurricular activities to examine, review the grade database and/or check the report cards of each of their participants to ensure enforcement of the policy.
Tutorial - It is acceptable to have discrepancies in the administration of student tutoring based on the teacher's discretion. Each teacher must review a student's performance and determine the needs of that particular student much like a physician must address the individual needs of a patient. Only in this way can a teacher individualize a plan for a student to improve his/her performance in a specific area.
Appeal Process -Students with two failing grades (any grade of 64 or below) may appeal through the appeal process. An appeal of a student with three or more failing grades (any grade of 64 or below) may be heard at the discretion of the principal. An appeal must address mitigating circumstances. Students' grades cannot be appealed through this process. A separate process deals specifically with grade issues

VII. Other

Attendance at practice and/or meetings should be in accordance with the by-laws or club regulations set down by the coach or advisor.
Any student failing to meet requirements of this Regulation may be declared ineligible and/or placed on probation by the coach or advisor.
A list of all organizations, their membership and advisor(s) must be submitted to the principal's office within one (1) week after the activity commences operation and these lists are to be kept on file.
A student's grade will be determined by a variety of assessment methods. E. All advisors and/or coaches may set their standards above and beyond those stated here.
As a candidate and/or a member of the team or organization, the student must obey all rules governing team participation. Failure to do so will result in a consequence or 24 dismissal. If a student incurs a consequence, he/she may not participate in any extracurricular activity until the requirements of the consequence have been fulfilled

Utica City School District Eligibility Policy