FEPPG_D7.pdf

Procedural Guide (FEPPG)

Far East (FE) Academic Programs (FEAP)

Interscholastic Athletic Programs (IAP)

Junior Reserve Officers Training Corps (JROTC) Programs

Originating DoDEA Pacific Region Office: FE Programs Office

Effective: 7 December 2018

Approved by: Lois Rapp, SES-1, Pacific Region Director

Purpose: This guide establishes procedures to support the DoDEA Pacific Region Far East

Academic Programs (FEAP) Co-Curricular, the Interscholastic Athletic Program (IAP)

Extracurricular, and the JROTC Co-Curricular Activities. This procedural guide does not create policy but only clarifies existing laws or already established policy and describes the steps to accomplish specific actions in accordance with the references. This procedural guide does establish Pacific Region processes and procedures that reflect Pacific Region operational requirements. This guide is current until superseded. Updates will be published as required.

This guide supersedes the 2014 DoDEA Pacific Area Interscholastic Athletic Program Manual and the 2014 Far East Academic Program Manual which are obsolete upon publication of this guide. Change 1 dated 7 December 2018 is added as an Enclosure Addendum to this Guide detailing major changes to the FEPPG dated 12 September 2018.

LOIS J. RAPP

Director

DoDEA Pacific

Contents

SECTION 1: GENERAL ISSUANCE INFORMATION

1.1. APPLICABILITY

1.2. AUTHORITY

1.3. PURPOSE

1.3.1. FE Academic Programs (FEAP) Co-Curricular Activities

1.3.2. Interscholastic Athletics Program (IAP) Extracurricular Activities

1.3.3. JROTC Co-Curricular Activities

1.3. MISSION

1.5. GOALS

1.5.1. FEAP Co-Curricular Activities

1.5.2. IAP Extracurricular Activities

1.5.3. JROTC Co-Curricular Activities

1.6. GUIDE REVIEW PROCESS

SECTION 2: RESPONSIBILITIES

2.1. DoDEA PACIFIC REGION DIRECTOR OF STUDENT EXCELLENCE

2.2. DoDEA PACIFIC REGION FAR EAST ACADEMIC PROGRAMS (FEAP) COORDINATOR

2.3. DODEA PACIFIC REGION INTERSCHOLASTIC ATHLETICS PROGRAMS (IAP)

COORDINATOR

2.4. DODEA PACIFIC REGION JROTC PROGRAMS COORDINATOR

2.5. ACADEMICS DIRECTOR (ACaD)

2.6. ATHLETICS DIRECTOR (AD)

2.7. EVENT DIRECTOR

2.8. DoDEA PACIFIC REGION DISTRICT ACADEMIC, ATHLETIC, AND JROTC LIAISON

2.9. COACH ATHLETICS (INCLUDES JROTC)

2.10. ACADEMIC EVENT SPONSOR

2.11. DISTRICT TRAVEL REPRESENTATIVE (DTR)

2.12. DoDEA PACIFIC REGION FE PROGRAMS RESOURCE MANAGEMENT (RM) LIAISON ... 17

2.13. DoDEA PACIFIC REGION FE PROGRAMS PROCUREMENT LIAISON

2.14. DoDEA PACIFIC REGION FE PROGRAMS HUMAN RELATIONS LIAISON

2.15. DoDEA PACIFIC REGION FE PROGRAMS LEGAL ADVISOR

2.16. VOLUNTEER

SECTION 3: FEAP, IAP, AND JROTC

CO-CURRICULAR AND EXTRACURRICULAR ACTIVITIES

PROCEDURES AND PROTOCOLS

3.1 PARTICIPATION GUIDELINES

3.1.1. EQUAL OPPORTUNITY

3.1.2. STUDENTS WITH DISABILITIES

3.1.3. RELIGION

3.1.4. HAZING

3.1.5. HARASSMENT

3.1.6. ELIGIBILITY

3.1.6.6.7. Academic Eligibility Intervention Support Services

3.1.6.6.8. Individual Educational Plan (IEP)

3.1.7. MIDDLE SCHOOL ATHLETIC PARTICIPATION (UNDER HQ DoDEA REVIEW)

3.1.8. ADULT AUTHORIZED PARTICIPANTS

3.1.9. STUDENT SUPERVISION

3.1.10. BEHAVIOR

3.1.10.1. Behavior Exhibition

3.1.10.2. Adult Code of Conduct and Responsibilities

3.1.10.3. Coaches NFHS Code of Ethics

3.1.10.4. Student Code of Conduct

3.1.10.5. Departure

3.1.10.6. Team and Group Travel Requirements

3.2.10.7. Student Release Form

3.2.10.8. Early Release

3.1.10.9. Investigations

3.1.10.10. Misbehavior and Consequences

3.2. EVENTS

3.2.1. COMPUTER SYSTEMS SUPPORT

3.2.2. EMERGENCY MEDICAL CARE

3.2.2.1. General Guidance

3.2.2.2. Study Trip Report

3.2.2.3. Medical Bill Payments

3.2.3. WEATHER OR ADVERSE ENVIRONMENTAL CONDITIONS

3.2.4. EVENT RESPONSIBILITIES

3.2.4.1. DoDEA Pacific Region FEAP, IAP, JROTC, and District Athletics and JROTC Activities Host

Schools

3.2.4.2. Participant Costs

3.2.4.3. Event Information

3.2.4.4. Transportation

3.2.4.5. Event Activities

3.2.4.6. Student Night Monitor Services

3.2.5. EVENT PROCEDURES

3.2.5.1. Billeting

3.2.5.2. Dining

3.2.5.3. Entry Fees

3.2.5.4. Contact Capability

3.3. DODEA PACIFIC REGION AND DISTRICT ACADEMIC, ATHLETICS, AND JROTC

ACTIVITIES FUNDING

3.4. DODEA PACIFIC REGION FAR EAST MASTER SCHEDULE, DISTRICT ATHLETIC AND

JROTC SCHEDULES, AND TRAVEL PROCESS

3.4.1. EXAMINATIONS AND TESTING SCHEDULING CONSIDERATIONS:

3.5. SAFETY AND SECURITY TRAVEL REQUIREMENTS

3.6. AWARDS

3.7. EVENT DIRECTOR

3.8. EXTRA-DUTY ASSIGNMENT (EDA) COMPENSATION

3.8.1. FUNDING

3.8.2. COMPENSATION

3.8.2.1. EDA Memorandum of Understanding (MOU)

3.8.2.2. EDA Memorandum for Payment

3.8.2.3. Event Budget and Spend Plan

3.8.2.4. After Action Report (AAR)

3.8.3 Coaching Private/Club Sport

3.9. TRAVEL PROCEDURES AND PROTOCOLS

3.9.1. GENERAL

3.9.2. PASSPORTS, VISAS, STATUS OF FORCE AGREEMENTS (SOFA), INSTALLATION ACCESS, AND

IDENTIFICATION CARDS

3.9.3. FINAL TRAVEL ROSTERS AND TRAVEL PROCESS

3.9.3.1. Final Travel Roster

3.9.4. INSTALLATION ACCESS

SECTION 4: ACADEMIC PROGRAMS CO-CURRICULAR

ACTIVITIES PROCESSES AND PROCEDURES

4.1. FEAP ACTIVITIES

4.2. APPLICATIONS AND NOTIFICATIONS

4.3. STUDENT PARTICIPANTS

4.4. ACADEMIC EVENT SPONSORS (AES)

4.5. EVENT LEADERSHIP

4.6 EVENT PLANNING COMMITTEE

4.7. TIMELINES

4.8. EVENT DIRECTOR INFORMATION PACKET

SECTION 5: DoDEA PACIFIC REGION INTERSCHOLASTIC ATHLETIC PROGRAMS (IAP)

PROCESSES AND PROCEDURES

5.1. INTERSCHOLASTIC ATHLETICS

5.2. DoDEA PACIFIC REGION SPORTS

5.3. PARTICIPATION WITH NON-DoDEA PACIFIC REGION SCHOOLS

5.4. ATHLETIC COMPETITIONS

5.5. ATHLETIC CAMPS

5.6. PHYSICAL EXAMINATIONS (“SPORTS PHYSICAL”)

5.7. INSTALLATION MEDICAL SUPPORT FOR DoDEA FE IAP SPORTS

5.8. CONCUSSIONS

5.9. FIRST AID AND CARDIOPULMONARY RESUSCITATION (CPR) TRAINING

5.10. TRANSFER STUDENTS

5.11. ATHLETIC TEAM PARTICIPATION ELIGIBILITY

5.11.1. Participation

5.11.2. Amateur Standing

5.11.3. Permanent Change Station (PCS) Relocation

5.11.4. Absences

5.11.5. Team Selection

5.11.6. Appeals for Eligibility

5.11.7. Awards and Recognition

5.11.7.4. All Academic Team (Includes JROTC Drill and Marksmanship)

5.12. SPECTATOR CONDUCT

5.13 NOISEMAKERS AND BAND PERFORMANCE

5.14 SPORTSMANSHIP

5.15. EJECTIONS OF A COACH OR STUDENT ATHLETE

5.15.1 Consequences

5.16. COACH DUTIES AND CERTIFICATIONS

5.16.1. NFHS

5.16.2. Currently Required NFHS Classes:

5.17. NFHS AND NATIONAL ASSOCIATION OF SPORTS PUBLIC ADDRESS ANNOUNCERS

(NASPAA)

5.18. SPORTS SEASONS

5.18.1. Minimal and Maximum Numbers of Players

5.18.2. Practice Days

5.18.3. Team Membership

5.18.4. Participation in Non-DoDEA Pacific Region Programs

5.18.5. Interval Week

5.18.6. Off-Season Coaching or Instruction

5.18.7. Weight Training/Conditioning (No Time Restrictions)

5.18.8. Scrimmages

5.19. DISTRICT AND PACIFIC REGION FAR EAST ATHLETIC COMPETITIONS

5.19.1 DoDEA Pacific Region and District Master Schedules

5.19.2. Division One and Division Two Sport Classification

5.19.3. Football Championship

5.19.4. Pacific Region Far East Athletic Competitions:

5.20. OFFICIATING

5.20.3. Athletic Rules and Governing Athletic Associations

5.20.4. NFHS Rule Books

5.21. DISTRICT AND REGION FAR EAST ATHLETIC COMPETITIONS TIE BREAKERS

5.21.1. Tennis

5.21.2. Volleyball

5.21.3. Wrestling

5.21.4. Cross Country

5.21.5. Track and Field

5.21.6. Basketball

5.21.7. Football

5.21.8. Soccer

5.21.9. Softball and Baseball

5.21.10. Cheerleaders

5.21.11. Managers

5.22. MERCY RULES

5.22.1. Basketball

5.22.2. Football

5.22.3. Soccer

5.22.4. Softball

5.22.5. Baseball

5.23. BASEBALL PITCHING LIMITATIONS

SECTION 6: JUNIOR RESERVE OFFICERS TRAINING CORP (JROTC) CO-CURRICULAR

ACTIVITIES

6.1. JROTC CO-CURRICULAR ACTIVITIES

6.2 DRILL

6.3. MARKSMANSHIP

6.4. CADET LEADERSHIP TRAINING (CLT)

SECTION 1: GENERAL ISSUANCE INFORMATION

1.1. APPLICABILITY

The Department of Defense Education Activity (DoDEA) Pacific Region Far East (FE)

Programs Procedural Guide (FEPPG) applies to all DoDEA Pacific Region adults and students who manage or participate in Pacific Region FE Academic Programs (FEAP) Co-Curricular

Activities and Programs, FE Interscholastic Athletics Program (IAP) Extracurricular Activities and Programs, and Junior Reserve Officers Training Corps (JROTC) Activities and Programs

Office. Adults include DoDEA Pacific Region and District Staff, teachers, sponsors, and vetted volunteers.

1.2. AUTHORITY

This Procedural Guide implements the policies and protocols published under the authority of the cited Headquarters DoDEA Policies and Issuances found on the DoDEA policy page https://www.dodea.edu/Offices/PolicyAndLegislation/index.cfm. The DoDEA Pacific Region

Director of Student Excellence Direction and Memorandums are located on https://cloud.dodea.edu/paccos/PACLDR/PR/PG/_layouts/15/start.aspx#/SitePages/Home.aspx.

1.3. PURPOSE

1.3.1. FE Academic Programs (FEAP) Co-Curricular Activities

The DoDEA Pacific Region FEAP is designed to promote and encourage participation of students in grades 9-12 in supervised co-curricular college and career ready standards-based academic activities. These academic activities enhance the students’ academic, social, and emotional development and prepare them for college and careers. The

DoDEA Pacific Region FEAP Coordinator identifies, justifies, and manages DoDEA

Pacific Region funding and support for DoDEA Pacific Region FEAP Co-Curricular activities. The DoDEA Pacific Region District Superintendents will ensure their schools comply with the contents of this program guide. These activities support the DoDEA

Blueprint for Continuous Improvement Strategic Plan (School Year 2018/2019 through

School Year 2023/2024).

1.3.2. Interscholastic Athletics Program (IAP) Extracurricular Activities

The DoDEA Pacific Region IAP, promotes and encourages participation of students in grades 9-12 in supervised athletic activities, to enhance a students’ social, character, physical, emotional, and 21st Century skills development. These activities build team, leadership, and work ethics skills. This Guide establishes procedures for DoDEA Pacific https://www.dodea.edu/Offices/PolicyAndLegislation/index.cfm https://cloud.dodea.edu/paccos/PACLDR/PR/PG/_layouts/15/start.aspx#/SitePages/Home.aspx

Region IAPs program. This program guide supports implementation of DoDEA athletics policies and strategies. Further, this guide recognizes the value of membership in

International Athletic Conferences and in the National Federation of High Schools.

Pacific Region District Superintendents will ensure their schools comply with the contents of this program guide. Programs will adhere to Title IX Education Amendments

Act of 1972 which requires creation of opportunities for males and females to participate in sports on an equitable basis. The DoDEA Pacific Region IAP Coordinator identifies, justifies, and manages DoDEA Pacific Region funding and support for Pacific Region

IAP Extracurricular programs. IAP activities support the DoDEA Blueprint for

Continuous Improvement Strategic Plan (School Year 2018/2019 through School Year

2023/2024).

1.3.3. JROTC Co-Curricular Activities

DoDEA Pacific Region JROTC activities include JROTC drill, marksmanship, and cadet leadership development programs that are embedded in the JROTC curriculums. These activities provide opportunities for students to exhibit and refine their leadership, team, critical thinking, and citizenship skills that will prepare them for career, advanced education, and life success. The DoDEA Pacific Region JROTC Program Coordinator identifies, justifies, and manages DoDEA Pacific Region funding and support for Pacific

Region JROTC Co-Curricular programs. This program guide establishes procedures for

DoDEA Pacific Region JROTC programs. Pacific Region Drill and Marksmanship are designed IAP activities. These activities support the DoDEA Blueprint for Continuous

Improvement Strategic Plan (School Year 2018/2019 through School Year 2023/2024) through application of the JROTC standards based curriculums.

1.3. MISSION

DoDEA Pacific Region Students who participate in FEAP Co-Curricular, IAP Extracurricular, and JROTC Co-Curricular activities support the DoDEA’s Blueprint for Continuous

Improvement Plan’s strategic goals of student, school, and outreach excellence. The DoDEA

Pacific Region FEAP, IAP, and JROTC Programs Coordinators will link their activities learning and competition objectives with specific Blueprint for Continuous Improvement strategies. The

Pacific Region’s academic, athletic, and JROTC Pacific Region, District, and School FE activities challenge and prepare each student to maximize their academic growth and preparation for college, career, and life. Participation in these activities is a valuable educational experience and is highly encouraged since participation enhances academic performance, promotes continuous learning, and creates productive citizenship. Academic, Athletic, and JROTC activities educate, engage, and empower students to expand their capacity to succeed in a dynamic world, requiring ever changing career skills, and higher education and technical education to compete and advance in a global society.

1.5. GOALS

1.5.1. FEAP Co-Curricular Activities

Create a DoDEA Pacific Region FEAP Program that extends the DoDEA curriculum outside of the classroom to enhance a student’s academic, physical, and character development. Provide a real world experience to apply these skills and to inform participants of future education and career opportunities. Enhance student participation in academic events to support the DoDEA’s Blueprint for Continuous Improvement.

Maximize a student’s potential and ability to excel academically, socially, emotionally and physically for life, college, and career readiness to attain highest student achievement. Provide a rigorous educational experience to expand classroom instruction, promote continuous purposeful learning goals and prepare students for success in college and careers.

1.5.2. IAP Extracurricular Activities

Maximize athletic competition opportunities for DoDEA Pacific Region’s overseas secondary school military-connected student athletes, to reach their fullest potential, with an emphasis on enriching their educational experience, developing character, developing athletic skills, and building sportsmanship.

1.5.3. JROTC Co-Curricular Activities

1.5.3.1. Motivate, train, and mentor young adults to become better citizens.

Foster quality citizenship, self-discipline, character, and leadership development through JROTC curriculum applications, mentorship, and collaborative partnerships with overseas communities and the DoDEA education institutions.

Build 21st Century skills to support education, attainment of career goals, and student personal development.

1.5.3.2. Create career and education plans and opportunities using the JROTC standards based curriculums taught by experienced retired military services’ instructors with extensive leadership, management, and mentorship skills.

1.6. GUIDE REVIEW PROCESS

1.6.1. The DoDEA Pacific Region FEAP, IAP, and JROTC Program Coordinators are the primary Pacific Region Staff who have responsibility for the development and update of the FEPPG.

1.6.2. The Pacific Region FEAP, IAP, and JROTC Program Coordinators will publish the

Guide in Google Drive for review and comments. The final Guide will be posted on the

FE Program SharePoint Site. The use of Google Drive provides ready access for coordination and historical archiving for the FEPPG which can be accessed from work, home, and mobile devices by personnel given access. The FE SharePoint site is also an excellent site for posting of the final FEPPG.

SECTION 2: RESPONSIBILITIES

2.1. DoDEA PACIFIC REGION DIRECTOR OF STUDENT EXCELLENCE

Provides senior leadership in the areas of performance, accountability, leadership development, and support for Districts in the DoDEA Pacific Region to implement academic, athletic, and

JROTC initiatives. Implements Pacific Region FEAP, IAP, JROTC Programs policies.

Communicates with all DoDEA Pacific Region FEAP, IAP, and JROTC Programs’ stakeholders.

Funds Pacific Region FEAP, IAP, and JROTC Programs consistent with the requirements of

DoDEA Regulation 2740.01 and other DoDEA memorandums and policies. Supervises the

DoDEA Pacific FEAP, IAP, and JROTC Programs Coordinators to create student opportunities which maximize resource application and create program efficiencies.

2.2. DoDEA PACIFIC REGION FAR EAST ACADEMIC PROGRAMS (FEAP)

COORDINATOR

Serves as the point of contact (POC) and program manager for academic activities that promote and integrate classroom academic standards. Encourages high standards of academic performance, establishes uniform criteria for academic eligibility to participate in academic activities, encourages equitable participation between schools, and promotes highest student achievement. Monitors and evaluates the Pacific Region’s FEAP activities to maximize the number of academic opportunities to represent students’ interests and to maintain high academic quality and rigor. Develops, coordinates, and manages the Pacific Region FEAP budget to include developing equipment procurement requirements. Communicates with the high school

Academic Directors (AcaDs), Principals, Superintendents and Staff, Instructional Systems

Specialist (ISS), teachers, DoDEA Pacific Region Staff, other DoDEA Regions, and the

Headquarters (HQ) DoDEA Academic Coordinator to manage FEAP activities and support requirements. Establishes criteria to select and serve as FEAP Event Directors and AcaDs and ensures that all volunteers meet DoDEA policies that allow them to serve in these capacities.

Identifies professional development opportunities for teachers supporting FEAP activities.

Monitors instruction and supervision at all FEAP activities. Monitors FEAP activities’ contracts that include extra-duty assignments, equipment, and instructional support for FEAP activities.

Monitors formal agreements with host installation agencies to support FEAP activities.

Coordinates with school officials and Superintendents logistics requirements for scheduled

FEAP activities. Coordinates with Superintendents, Principals, and Instructional Systems

Specialists (ISS) to develop instructional program and support for FEAP activities to attain academic objectives. Facilitates FEAP activities planning committees. Applies technology to support FEAP activities and to conduct communications with all FEAP stakeholders that include Telephonic, Video Teleconferencing, Lync/Skype, SharePoint, Google Docs, and other forms of digital communications. Provides District Travel Representative (DTR) training for

Fareast and District funded Academics, Athletics, and JROTC activities in coordination with

Resource Management (RM) and Procurement. Provides training to School Administrative

Assistants for Extra-duty Assignments that the FE Office manages.

2.3. DODEA PACIFIC REGION INTERSCHOLASTIC ATHLETICS PROGRAMS (IAP)

COORDINATOR

Directs the development, analysis, and evaluation of this procedural guide and implementation of

DoDEA Pacific Region FE IAP athletic policies to ensure that each Pacific Region athletic activity provides equitable, rigorous, and competitive opportunities for students. Develops, coordinates, and manages the DoDEA Pacific Region FE IAP athletic budget. Communicates with DoDEA Pacific Region Athletic Directors (ADs), Principals, teachers, Superintendents and

Staff, Pacific Region Staff, other DoDEA Regions, and the HQ DoDEA Athletics Coordinator on

DoDEA Pacific Region IAP activities. Evaluates and implements Pacific Region athletic programs to maximize student participation, costs, and competitiveness. Establishes criteria to serve as a Coach and ensures all volunteers, that includes chaperones and volunteer Coaches, meet DoDEA volunteer policies that allow them to serve in these capacities. Identifies Coach professional development opportunities. Monitors athletic instruction and supervision at practices and scheduled competitions. Monitors athletic program contracts that include extra-duty assignment positions, officials, equipment, training, and support for athletic competitions.

Monitors formal agreements with host installations. Reviews facility specifications for athletic facilities to ensure that they meet safety standards and space requirements for all new and renovated school facilities. Reviews DoDEA Pacific Region and District athletic schedules.

Coordinates with school officials that equipment and facilities for practices and competitions are available, that they comply with safety standards, and that they provide needed competition space for each athletic activity. Provides DTR training for Fareast and District funded

Academics, Athletics, and JROTC activities in coordination with RM and Procurement. Provides training to School Administrative Assistants for Extra-duty Assignments that the FE Office manages.

2.4. DODEA PACIFIC REGION JROTC PROGRAMS COORDINATOR

Performs dual role duties and responsibilities as the DoDEA Pacific Region JROTC Programs

Manager and Coordinator which is the primary job, and the DoDEA Pacific Region JROTC

Instructional Systems Specialist (ISS). Oversees, directs, and manages DoDEA Pacific Region

JROTC programs and instructors located at DoDEA Pacific Region secondary schools. Assesses

JROTC programs and instructor performance using military service JROTC and DoDEA performance standards and measurements. These performance standards and measurements recognize DoDEA Pacific Region student and instructor diversity. Further, the DoDEA Pacific

Region’s demographics and locations generate geographical and time zone challenges since separated from HQ DoDEA, other DoDEA Regions, and the four military services’ JROTC

Regional Directors and Program Managers and their support staff. Advises, trains, and assists

JROTC instructors on application and alignment of military service JROTC curriculums and technology to meet AdvancED and college and career ready standards to support the DoDEA’s

Blueprint for Continuous Improvement goals and performance measures. Builds partnerships with District, Pacific Region Senior Leaders and Staff on JROTC program management and compliance. Communicates and corresponds with high school ADs, AcaDs, Principals, Superintendents and District Staff, and the Pacific Region Staff on all JROTC matters. Evaluates and implements Pacific Region JROTC program activities to maximize student participation.

Develops, coordinates, and manages the DoDEA Pacific Region JROTC budget to support

JROTC co-curricular activities. Implements IAP criteria to select Coaches and ensures all volunteers that include chaperones and volunteer Coaches meet DoDEA volunteer requirements that allow them to serve in these capacities. Identifies JROTC professional development opportunities. Monitors JROTC instruction in the classroom and outside the classroom at activities, scheduled competitions, and training. Advises Principals on JROTC classroom management and instruction standards. Coordinates with the assigned military service JROTC

Region Director on JROTC operations in the Pacific Region DoDEA schools to comply with the

JROTC Memorandums of Agreement and policies directing JROTC unit operations and instructor selection and performance on behalf of the DoDEA senior and school DoDEA Pacific

Region leadership. Monitors JROTC Program contracts that include extra-duty assignments, equipment procurement, and support for JROTC Program Co-Curricular Activities. Monitors formal agreements with host installations and Military Service JROTC agencies. Reviews compliance with JROTC facility requirements for all new and renovated school facilities that recognize unique JROTC program operations such as marksmanship ranges, secure storage for

US government equipment and uniforms, and technology and instructor resources provided by the JROTC military service to be used by the assigned JROTC instructors in addition to DoDEA provided teacher resources. Coordinates training for Fareast and District funded Academics, Athletics, and JROTC activities in coordination with RM and Procurement. Coordinates training to School Administrative Assistants for Extra-duty Assignments that the FE Office manages.

2.5. ACADEMICS DIRECTOR (ACaD)

Serves as the Pacific Region FEAP Point of Contact (POC) in their assigned secondary school.

Accomplishes FEAP duties that are outlined in their Extra-Duty Assignment Memorandum of

Understanding to successfully receive extra-duty compensation and to maximize support for

FEAP activities in their assigned school. Advises the Principal on FEAP activities and accomplishes Principal assigned duties that relate directly to the FEAP academic program.

Implements FEAP activities that support education objectives and enhance academic opportunities for students in their assigned secondary school. Coordinates, promotes, and monitors FEAP Activities and identifies issues or concerns to their Principal with coordination with the DoDEA Pacific Region FEAP Coordinator. Assists and trains teachers on FEAP procedures who are assigned FEAP activities duties that includes travel. Serves as the liaison with the District Travel Representative to accomplish FEAP requirements. Ensures that all certification requirements for Academic Event Sponsors and volunteers to perform duties are met and documented. Attends DoDEA Pacific Region FEAP Coordinator planning and digital conferencing meetings. Identifies concerns with recommendation(s) to their Principal with coordination with the DoDEA Pacific Region FEAP Coordinator to support safe, maximum, and successful student participation in FEAP activities to create an academic rich and rigorous learning experience. Directs accomplishment of student and adult event applications, travel, safety requirements and any other topic related to ensuring the students and adults can successfully participate in the event. Supports school-level expectations and requirements established by the Principal related to student travel and participation.

2.6. ATHLETICS DIRECTOR (AD)

Serves as the Athletic Programs POC in their secondary school and accomplishes athletic program duties outlined in their Extra-Duty Assignment Memorandum of Understanding to successfully receive extra-duty compensation and to maximize support for Athletic activities in their assigned school. Accomplishes Principal assigned duties that supplement IAP Pacific

Region directed primary duties. Accomplishes Principal assigned duties for District and School athletic program duties that relate directly to their school’s athletic program. Serves as school liaison with International School Associations. Serves as the liaison with the District Travel

Representative and Transportation Office to accomplish athletic travel requirements. Advises the

Principal on their school’s athletic program. Assists and trains Coaches on Athletic Programs procedures and protocols. Conducts prior to each DoDEA Pacific Region athletic season a

Coach meeting to discuss DoDEA Pacific Region and District IAP procedures and protocols.

Ensures that all certification and training requirements are met and documented. Attends

DoDEA Pacific Region Athletic Programs Coordinator meetings and identifies concerns with recommendation(s) after coordination with their Principal to the DoDEA Pacific Region IAP

Coordinator.

2.7. EVENT DIRECTOR

Each Pacific Region FEAP, IAP, and JROTC Programs activity has an Event Director or Event

Co-Directors that receive an Extra-Duty Assignment (EDA) contract for this position. Specific responsibilities and tasks are outlined in the EDA Memorandum of Understanding with primary responsibility to accomplish logistics and event management duties. The Principal at the host school will advertise, select, and certify EDA compensation documentation. For academic events, Instructional Systems Specialists (ISS), in the academic area where their academic standards are supported by a FEAP activity, will participate and support events to extend academic content and develop rigorous and purposeful learning goals. An ISS who participates in the academic event serves as the lead spokesperson for decision-making and problem-solving based on DoDEA Pacific Region FEAP guidance. This ISS serves as the education contact to continuously liaison and collaborate with the DoDEA Pacific Region FEAP Coordinator on all pertinent academic and support topics relating to the event. An ISS does not receive EDA compensation for their educational role of leading an academic event. However, this duty relates directly to their ISS duties and exemplary support will be recognized formally in correspondence to the ISS’s supervisor.

2.8. DoDEA PACIFIC REGION DISTRICT ACADEMIC, ATHLETIC, AND JROTC

LIAISON

Serves as the DoDEA Pacific Region District FEAP, IAP, and JROTC Point of Contact to manage District academic, athletic, and JROTC activities. Coordinates with the DoDEA Pacific

Region FEAP, IAP, and JROTC Programs Coordinators to implement FEAP, IAP, and JROTC

Programs policies and procedures. Communicates with the DoDEA Pacific Region FEAP, IAP, and JROTC Programs Coordinators to resolve issues and provide guidance. Serves as primary

District liaison with International Athletic Associations. Coordinates the development of District athletic schedules in coordination with assigned schools Principals and ADs as part of the annual fiscal year budget call to identify athletic and academic resource requirements such as transportation.

2.9. COACH ATHLETICS (INCLUDES JROTC)

A DoDEA Pacific Region employee who coaches and mentors Pacific Region student athletes in practices, meetings, and scrimmages in FE, District, and school athletic competitions which includes JROTC. Accomplishes assigned duties associated with these duties. Principals will compensate Coaches for Coach Extra-Duty Assignment (EDA) duties with an EDA contract.

Principals determine the amount of compensation dependent on extent of duties. There should be a fair equitable distribution of school EDA compensation among all athletic Coaches to include JROTC Coaches. Travel and per diem for official travel is funded by the FE Program

Office or the District of assignment. Coaches will perform the duties describe in enclosure 1.

2.10. ACADEMIC EVENT SPONSOR

A DoDEA Pacific Region employee who coaches and mentors Pacific Region students via practices and meetings in preparation for FE, District, and school academic competitions, festivals, or performances. Academic Event Sponsors (AES) travel to and from the event with the students and accomplishes assigned duties associated with these duties. Principals may compensate AES for Extra-Duty Assignment duties with an EDA contract. Principals determine the amount of compensation dependent on extent of duties. Travel and per diem for official travel is funded by the FE Program Office or the District of assignment.

2.11. DISTRICT TRAVEL REPRESENTATIVE (DTR)

The Superintendent appoints a member of their Staff to serve as their DTR. This individual coordinates travel requirements with Pacific Region FEAP, IAP, and JROTC Coordinators and

District Staff members to support FE and District event travel and accomplishment of special orders. DTR also serves as the primary contact with Vendors who are awarded Travel Blanket

Purchase Agreement (BPA).

2.12. DoDEA PACIFIC REGION FE PROGRAMS RESOURCE MANAGEMENT (RM)

LIAISON

Provides guidance on development of the annual FE budget. Provides FE funding obligation reports and end of year funding instructions and reports. Provides cost estimates for FE funding efficiencies. Provides Purchase Requests to fund FE activities. Receives and processes payment documentation for FE Extra-duty Assignment positions funded by FE funds.

2.13. DoDEA PACIFIC REGION FE PROGRAMS PROCUREMENT LIAISON

Provides guidance and assistance on development, award, and payment of contracts that support

FE activities. Issue travel BPAs based on FE travel requirements. Award contracts to procure

FE equipment and services.

2.14. DoDEA PACIFIC REGION FE PROGRAMS HUMAN RELATIONS LIAISON

Provides guidance on human relations processes and programs affecting FE activities and assigned personnel. Provides guidance relative to JROTC instructor management to the FE

JROTC Programs Coordinator.

2.15. DoDEA PACIFIC REGION FE PROGRAMS LEGAL ADVISOR

Provides legal review for the administration of FE Programs and Activities. Subjects include travel compensation, student behavior and discipline, and adult responsibilities.

2.16. VOLUNTEER

Includes chaperones, coaches, or other adults who perform duties to support a FE or District activity. Compensation comes in the form of extra-duty compensation. One category of volunteers are those adults who directly supervise students, meet all clearance requirements, and are properly vetted and approved to perform duties by their School Principal. Personnel selected to perform volunteer duties must meet all eligibility requirements, understand and certify their supervisory role and code of conduct, and refrain from any inappropriate behavior outlined in this Guide. The other category of volunteers who do not have supervisory responsibility and are strictly volunteering to provide services that benefit students.

SECTION 3: FEAP, IAP, AND JROTC

CO-CURRICULAR AND EXTRACURRICULAR ACTIVITIES

PROCEDURES AND PROTOCOLS

3.1 PARTICIPATION GUIDELINES

The DoDEA Pacific Region FEAP, IAP, and JROTC Programs Coordinators will establish the number of students and adults attending DoDEA Pacific Region FE Academic, Athletic, and

JROTC Activities which will be approved and funded by the DoDEA Pacific Region Director

Student Excellence. Considerations on the number of students and adults include authorized funding, need to maximize educational and competition opportunities for students, safety and welfare of the students to include chaperone ratio, educational value, and support for the DoDEA

Blueprint for Continuous Improvement Strategic Plan. For academic activities, the DoDEA

Pacific Region FEAP Coordinator will coordinate with the Academic Event Director and Region and District Instructional Systems Specialists to develop selection criteria for students, Event

Directors, Academic Event Sponsor, teachers, and volunteers.

3.1.1. EQUAL OPPORTUNITY

All students enrolled in a DoDEA school who meet grade, age, physical requirements, and selection criteria have the opportunity to participate without regard to race, religion, color, national origin, gender, sexual preference, or disability.

3.1.2. STUDENTS WITH DISABILITIES

DoDEA is committed to ensuring that all of its students, including those with disabilities, are provided equal opportunities to participate in school programs and activities in accordance with Federal law and DoDEA policy. DoDEA policy states a student with a disability, or one who has a record of a disability, shall NOT be excluded from participating in, or be denied the benefits of, any DoDEA education program or activity.

3.1.3. RELIGION

DoDEA maintains a strict policy of neutrality about religion. DoDEA schools do not conduct religious exercises, nor support or sanction any particular religious beliefs or practices. Official or mandatory prayer during any FE or District event is prohibited.

3.1.4. HAZING

There is zero-tolerance for hazing which applies to any individual who perpetuates the hazing and to those who willingly allow themselves to be hazed. Hazing is committing an act against another, or coercing a peer to commit an act, that creates a substantial risk of harm, in order for an individual or individuals to gain admittance to the team or group.

3.1.5. HARASSMENT

3.1.5.1. Harassment concerning race, ethnicity, gender, gender identity and expressions, sexual preference, sensory, mental or physical disability, appearance, age, religion or non-religion, country of origin, or any other protected status in accordance with all applicable federal laws is prohibited. Includes slurs, epithets, and other offensive remarks; threats, intimidation, and other menacing behavior;

and other conduct predicated upon one or more of the protected categories.

3.1.5.2. Sexual harassment entails unwanted or unwelcome sexual conduct including sexual advances, requests for sexual favors, or other verbal, nonverbal, or physical conduct of a sexual nature.

3.1.6. ELIGIBILITY

Principals, Athletic Directors (ADs), Academic Directors (AcaD), and Coaches will adhere to eligibility rules to participate in all DoDEA Pacific Region athletic, academics, and JROTC competitions and activities.

3.1.6.1. Age. Any student who, on the first day of August, has reached or passed their 19th birthday, will be ineligible to practice/participate in athletic events. A contestant who is age-eligible from the first day of August remains eligible throughout the school year. For FEAP activities, a student is age eligible as long as they are authorized to attend a DoDEA school and are enrolled in grades 9-12.

Further for FEAP activities, the school administrator and support team determine participation is in the best interests of the student. Multiple points of data should be analyzed to make this determination to include, but are not limited to, attendance, academics, medical, behavior, and overall school success.

3.1.6.2. Athletics Eight Semester Rule. A student’s eligibility begins upon entry into the ninth grade and continues for no more than eight consecutive semesters prior to graduation.

3.1.6.3. Enrollment and Application Status. For athletic, academic, and JROTC activities, only students enrolled in grades 9-12 will participate in a FE event, practice, and compete against other high school teams. The IAP or the JROTC

Programs Coordinator will designate what sports and what grade that students below ninth grade can practice with high school teams in grades 9-12. Students must meet academic and application selection eligibility requirements for FEAP activities. Students must apply and be approved to attend a FEAP event by their

Principal in coordination with the Pacific Region FEAP Coordinator.

3.1.6.4. Homeschooled Students. Homeschooled students may participate in academics, athletic, and JROTC activities and competitions. Each week, the sponsor will prepare and provide the Principal a statement indicating the student has satisfactorily passed all courses and is satisfactorily progressing towards meeting all graduation requirements to continue to participate. Home schooled students must meet all eligibility requirements that non-homeschool students must meet, which includes academic eligibility checks.

3.1.6.5. Permanent Change of Station (PCS) and Excused Absences. Students are eligible to participate in academic, athletic, and JROTC activities until the day of withdrawal for a PCS move. If withdrawal is on a Friday, students may participate in an academic, athletic, or JROTC activity through the following weekend. Students not attending a full day of school will not participate or attend any approved academic, athletic, or JROTC event that same school day. For extended absences, the Principal will determine in consult with the sponsor whether attendance at an academic, athletic, or JROTC activity is in the best interest of the student. The Principal will consult with the Pacific Region FEAP, IAP, or JROTC Programs Coordinator on this policy prior to when travel and attendance at the activity is finalized.

3.1.6.6. Academic Eligibility Check. To participate in academic, athletics, and

JROTC activities, students must maintain a minimum 2.0 Grade Point Average

(GPA), with no more than one failing grade. All students that are enrolled in a

DoDEA school are monitored weekly to verify that they are meeting this academic requirement. Grades are cumulative to date for the quarter. An ineligible student may not practice, try out for a sport, or participate in games or academic event preparation sessions during the period of ineligibility which extends to the next weekly academic check. Ineligible student-athletes will not be in uniform for games or travel with the team to games. They can sit in the spectator area but will not be affiliated with the team during the competition.

3.1.6.6.1. Academic Eligibility Checks will start each school year on the third Tuesday of the first quarter of the school year. Principals will ensure that teachers have reported grades in accordance with DoDEA policies to allow for this academic check.

3.1.6.6.2. Academic Eligibility Checks can be done no earlier than the completion of the school day each Tuesday. Academic Eligibility will go into effect from Wednesday morning to the following Wednesday morning using District and School protocols.

3.1.6.6.3. Grades for DoDEA Virtual School classes are posted every

Tuesday, 1500 EST (0400 or 0500 Wednesday, Japan Standard Time).

3.1.6.6.4. Academic Eligibility Checks for the first two weeks of quarter two and quarter three will use the first quarter and second quarter grades respectively. Semester grades will not be used, only the quarter grade will be used to determine Academic Eligibility.

3.1.6.6.5. Schools will not establish additional Academic Eligibility requirements.

3.1.6.6.6. Academic Eligibility Checks will be used for all Far East and

District competitions and activities. For DoDEA Pacific Region FE

Activities Academic Eligibility Checks, the DoDEA Pacific Region FEAP, IAP, and JROTC Programs Coordinators will publish academic grade check dates for their activities at the beginning of the school year and update as required. The academic eligibility date for FE events is the fifth

Tuesday prior to the first day of travel unless otherwise specified. Weekly academic checks will continue until departure for a Far East event. The academic check conducted a minimum of two weeks prior to date of departure will determine whether the student can attend the Far East Event.

For non-FE District events the District Superintendent will approve academic, athletic, and JROTC activities. For District events, the

Superintendent will approve District academic check procedures and protocols which includes when they will be conducted to determine whether the student can attend the District Event.

3.1.6.6.7. Academic Eligibility Intervention Support Services.

Principals will ensure that intervention support services are provided and documented to students who are declared academically ineligible for one week or more. Intervention support services will be developed for those students who are at academically at risk. These support services may include tutoring, before/after school study sessions, and/or peer tutoring.

If students have extended absences due to illness, emergency leave, or other approved reasons, allowances will be made for the student to receive support as determined by the Principal on a case-by-case basis. Principal will remove a student who is academically ineligible for three consecutive weeks.

3.1.6.6.8. Individual Educational Plan (IEP).

Students on IEPs must meet all eligibility requirements to participate in athletic, academics, and JROTC competitions and activities. Principals should notify the DoDEA Pacific Region FEAP, IAP, or JROTC Programs

Coordinator regarding students participating in FE or District Activities with an IEP, 504 Plan, or those students requiring any other special accommodations. If traveling to a District or FE activity, the Principal will identify the students and what special accommodations must be provided by an authorized adult who is assigned the responsibility to ensure this requirement is accomplished during the activity. The Principal will review academic eligibility for students with an IEP, 504 Plan, or any other form of special accommodation. All documentation should be properly protected.

3.1.7. MIDDLE SCHOOL ATHLETIC PARTICIPATION (UNDER HQ DoDEA

REVIEW).

3.1.7.1. “Middle school athletics,” to include practice by Middle School Students with high school (9-12) athletic teams, is presently being studied by HQ DoDEA to determine a DoDEA policy.

3.1.7.2. For District athletic activities, Middle School Students can participate in competitions with other local area middle school students. Middle School

Principals with approval of their District Superintendent are encouraged to establish athletic programs with other local middle schools. Middle School

Students cannot participate in high school FE or District athletic activities or competitions.

3.1.7.3. Middle School Students (Grades 7/8 only) can practice with high school teams in cross country, tennis, wrestling, golf, track, and drill with the approval of the Middle School and High School Principals in coordination with the DoDEA

Pacific Region IAP Coordinator and the Pacific Region JROTC Programs

Coordinator.

3.1.7.4. Middle School Students practicing with high school athletic teams must have a current sports physical on file at the high school.

3.1.7.5. The District, on a space available basis, can transport Middle School

Students to athletic practices and middle school competitions within the local area.

3.1.7.6. Middle School Students authorized to practice with High School students must sign a District approved Student Code of Conduct, attend Coaches meetings, provide a Student Study Trip form obtained from their School Nurse, and provide other required documentation. They also must be academically eligible to participate in practices and in Middle School competitions.

3.1.7.7. Middle School Principals with approval of their District Superintendent will approve the Middle School athletic program. District Middle School Athletic

Programs can include sixth grade students if the Principal approves their inclusion in their Middle School Athletic Program.

3.1.8. ADULT AUTHORIZED PARTICIPANTS

Adults must serve in the following authorized capacities to attend Far East and District academic, athletic, and JROTC activities.

3.1.8.1. The DoDEA Pacific Region FEAP, IAP, and JROTC Programs

Coordinators determine what adults and in what official capacities they serve in and what their specific responsibilities will be to attend a Far East Event. District

Superintendents determine selection criteria and approve adults to support District activities. “Traveling Educator” is the collective term used for authorized adults who attend Academic, Athletic, and JROTC activities which includes Coaches, Educators, Substitutes, Administrators, above school level personnel such as ISSs, Academic Event Sponsors, and vetted Volunteers.

3.1.8.2. Volunteers who supervise students must comply with DoDEA

Administrative Instruction (AI) 4700.3, Application and Background Checks for

Department of Defense Education Activity School Volunteers and Student

Teachers. The School Principal implements the School’s volunteer certification and selection process, which includes required background and installation records check requirements. A full time DoDEA employee and substitute may already have completed some requirements to serve as a volunteer but their

Principal must still approve their volunteer selection.

3.1.8.2.1. A volunteer who supervises students must be at least 18 years of age and a high school graduate to serve as a chaperone or volunteer

Coach. Volunteers monitor student behavior at FE, District, and School activities and ensure the safety and welfare of all students. The AD or

AcaD will review volunteer applications and provide them to their

Principal who will approve or disapprove volunteer applications. The

Principal is responsible to make eligibility determinations using the criteria outlined in DoDEA AI 4700.3 and will maintain volunteer records.

The AI addresses what constitutes line of sight supervision. A volunteer is someone who requires extensive, frequent, or recurring unsupervised interaction of eligible student(s) (e.g., coach, tutor, overnight trip chaperone, etc.). Line of sight is defined as continuous sight and under the direct supervision of a person who has a favorable completed background check. All precautions and due diligence must be taken to ensure that the volunteer remains "In-Line-of-Site" at all times.

3.1.8.2.2. Volunteers performing their volunteer duties will not bring their dependents to any events. The exception is if their dependent is participating in the event, if they are serving in an official capacity in the event such as a chaperone or Coach, or if they are spectators.

3.1.8.2.3. One Volunteer Coach may accompany athletic teams to athletic competitions. For football and wrestling, two Volunteer Coaches may attend. All Volunteer Coaches will meet all volunteer requirements that includes student supervisory responsibilities for overnight trips. The

Coach will identify and obtain approval for Volunteer Coaches before the

DoDEA Pacific Region athletic season for the sport starts. Only Volunteer

Coaches are authorized on the bench or sidelines. Volunteer coaches who choose to travel to these events must do so on their own cost.

3.1.8.2.4. Volunteers will sign the Adult Code of Conduct and

Responsibilities (Enclosure 1). These forms will be signed during the

Principal’s Volunteer Meeting outlined below. Signed conduct and responsibilities forms are kept on file in the high school administration office for at least one school year. It is the responsibility of the Coach or

AcaD to inform the sponsor and students that the adult volunteer and

Academic Event Sponsor has the authority to act or respond to any circumstance or emergency involving their dependent.

3.1.8.2.5. Prior to serving as a Volunteer, the Principal will conduct a

Volunteer Meeting with the volunteer, AD or AcaD, and head Coach or

Academic Event Sponsor. The specific role and responsibilities of the volunteer will be addressed. The Principal will conduct this meeting based on approval of the volunteer application. Travel and per diem for approved

Volunteers is funded for official travel by the FE Program Office or the

District.

3.1.8.2.6. Parents, military active duty members, students, and other community members who do not have student supervision responsibility may support event activities in a non-reimbursable capacity. Examples include providing logistical support and refreshments. The Event Director, AcaD, or AD will make the host school Principal aware of these personnel and will accomplish required documentation such as access and student class excusals.

3.1.9. STUDENT SUPERVISION

3.1.9.1. One certified adult will normally…