BALTIMORE CITY PUBLIC SCHOOLS (CITY SCHOOLS)
GUIDANCE DOCUMENT-EARLY DISMISSALS
REVISED OCTOBER 12, 2011
OVERVIEW
The following document provides guidance on correct implementation procedures when students
are released before the end of the school day. Also included are action steps to ensure that
formal suspension procedures are followed, including recording incidents of suspension and
discipline or uniform violations (see Code of Conduct Manual).
City Schools’ students should remain in classes for the entire school day to build social skills,
access community resources and gain necessary knowledge in order to be successful in school
and in life. Therefore, whenever possible, the scheduling of medical or other appointments for
students should be made for after school hours. However, in instances when parents must
request an early dismissal, it is essential that proper protocols are followed consistently. If a
student misses instruction as a result of frequent early dismissals an informal conference is
recommended with parents to determine if additional supports are required so that the student
can remain in the learning environment. It is important to note that if students are removed from
school for behavior or other Code of Conduct infractions there must be a corresponding record in
the Student Management System (SMS). If not, an undocumented suspension will occur.
RECOMMENDED PRACTICES FOR SCHOOLS





PreK through Grade 8
Students in elementary and K8 schools, regardless of age, should only be released to a
parent, guardian or emergency contact. This includes students who walk to school or
use transportation services.
Requests for early release should be submitted in advance of the day of early
dismissal. Notes from parents or guardians must include: the reason for the dismissal,
the date and time the child is to leave school, how the child is to leave or be picked
up, and a parent/guardian contact number. In addition to reviewing written notes
school staff must contact the parent or guardian by telephone.
A parent or guardian that walks-in, requesting an early dismissal on the same day
must sign the early dismissal log and provide identification.
A student in the nurse’s office should only be released to the care of a parent,
guardian, or emergency contact person. This includes elementary and K-8
students who walk to school or use transportation services. Parents must sign the
early dismissal log and provide identification.
If a student leaves school without permission the parent or guardian should be
contacted immediately and the incident documented by the school on the early
dismissal log.
BALTIMORE CITY PUBLIC SCHOOLS (CITY SCHOOLS)
GUIDANCE DOCUMENT-EARLY DISMISSALS
REVISED OCTOBER 12, 2011





Grades 9 through 12
Students in high school can be released without having a parent or guardian present.
However, the school must receive a written request from the parent or guardian
regarding the early dismissal, verifying the request by telephone.
Requests for early releases should be submitted in advance of day of early dismissal.
Notes from parents or guardians must include: the reason for the dismissal, the date
and time the high school child is to leave school, how the child is to leave or be
picked up, and a parent/guardian contact number. If the school is unable to verify or
make contact with the parent, the student should not be released from school.
A parent or guardian that walks in, requesting an early dismissal on the same day
must sign the early dismissal log and provide identification.
If a student leaves school without permission, the parent or guardian should be
contacted immediately and the incident documented on the early dismissal log.
A homeless unaccompanied youth is defined as a youth who is not in the physical
custody of a parent or guardian and who fits the McKinney-Vento definition of
homeless. High school students that are considered emancipated or unaccompanied
do not require a parent note or verification by telephone. The student is responsible
for signing the log.
A student in the nurse’s office and too ill to attend class, unless emancipated or
unaccompanied, should only be released to the care of a parent, guardian, or
emergency contact person. Parents must sign the early dismissal log and provide
identification.
ROLES, REPSPONSIBLITIES AND ACCOUNTABILITY
Schools






Each school should have a designated staff person to oversee the early dismissal
logs and SMS entry process
Schools (Pre-K through Grade 8 students) must ensure that the person picking up
the student is the parent, guardian, or emergency contact by requiring a picture
identification document (i.e.; driver’s license, work identification, etc.). In an
emergency situation, if someone other than the person designated on the
emergency card is to pick up the student they will also be required to show
identification.
Review and verify by telephone all notes from parents or guardians.
Use only the designated log to record early dismissals.
Complete all required information elements except the Parent Signature on the
day of early release. Note: use the log key to determine reasons for early release
and type of documentation provided. For reasons of discipline and suspension,
proper procedures as detailed in the Code of Conduct manual must be followed.
Review log entries with person designated to pick up student and then obtain a
parent or guardian signature.
2
BALTIMORE CITY PUBLIC SCHOOLS (CITY SCHOOLS)
GUIDANCE DOCUMENT-EARLY DISMISSALS
REVISED OCTOBER 12, 2011











Place original logs and parent notes in a binder within five business days of the
last day of each month. Logs and notes should be categorized by month and kept
in the front office for future reference.
Enter log data into SMS daily and compare SMS reports weekly for consistency
Each school principal should: review and sign logs before they are placed in
binders, determine if entries that detail reasons of behavior, fighting, uniform, or
suspension have been entered into SMS, ensure that each log entry has been
submitted into SMS module, and review SMS reports.
Network Student Support Liaisons
Serve as liaisons between schools and central office on procedures of early
dismissals.
Determine if assigned schools have a designated staff person to oversee the early
dismissal logs and SMS entry process
Ensure that schools are organizing logs in binders within five business days after
the last day of each month
Perform school audits on assigned schools to ensure that appropriate fields are
included, determine completeness, acceptability of reasons listed and the
existence of notations that indicate a dismissal for discipline related issues to
ensure that incidents are documented in SMS, and to determine if schools are
entering logs into SMS. Determine if each log entry of suspension, discipline or
uniforms has an SMS incident date.
o Specific areas of focus are schools that appear in the prior month’s
Encounter Tracker (ET)/SMS discrepancy report.
Meet monthly with principals to review early dismissal logs with three look fors:
blank spaces, coordination between discipline, early dismissals and SMS, and
reasons not listed in the log.
Work with Office of Special Education and Student Support on the correct
procedures, providing additional support to schools of concern, and ensuring that
assigned schools are following recommended procedures each month.
Request additional assistance and training from central office for schools of
concern.
Notify appropriate central office staff for additional tier of accountability
o Executive Directors to schedule a conference with principals of schools
that are consistently found to be noncompliant or where recurrent issues
are noted.
o Director or Suspension Office to email Code of Conduct Violation letters
to appropriate Principals and Executive Directors
o Monitor Code of Conduct Violation letters and follow-up with schools to
ensure resolution.
3
BALTIMORE CITY PUBLIC SCHOOLS (CITY SCHOOLS)
GUIDANCE DOCUMENT-EARLY DISMISSALS
REVISED OCTOBER 12, 2011






Central Office Accountability
Provide support to student support networks on ensuring that schools are following
procedures for early dismissals and have the appropriate staff assigned to complete
the task.
Support Student Support Liaisons when performing school audits
Communicate to Student Support Liaisons certain schools that should submit logs to
central office for additional tier of audits. During this review, schools are targeted
based on discipline related data that has been flagged through Special Education Stat,
Attendance Stat, Safety Stat, parent complaints received by the Special Education
Parent Response Unit, or Maryland State Department of Education (MSDE)
complaints.
 Specific attention is paid to any school that appeared in the prior month’s
Encounter Tracker (ET)/SMS discrepancy report.
Schools that are consistently found to be noncompliant or where recurrent issues are
noted will attend a conference with the Executive Director of the appropriate
network.
When undocumented suspensions are flagged by Student Support Liaisons, a Code of
Conduct Violation letter is sent from Office of Suspension Services to the principal
and executive director of the appropriate school. The letter details the findings
related to the specific students and directs the school to resolve the issues.
Ensure that Student Support Liaisons are monitoring schools and Code of Conduct
letters.
FURTHER QUESTIONS??



Dr. Tanya Williams, tcwilliams@bcps.k12.md.us, Office of Attendance and Truancy
Chris Cichan, ccichan@bcps.k12.md.us, Office of Suspension Services
Dr. Kim Hoffman, khoffman@bcps.k12.md.us, Office of Special Education
4