Annual Notifications

2019-2020 School Year

(updated September 2019)

Please see below for the following annual notifications:

  • Asbestos Notification
  • Child Find Special Education / Section 504 Notice
  • Concussions and Athletic Activities
  • District Policies & Administrative Guidelines
  • Family Educational Rights & Privacy Act (FERPA) Notice for Directory Information
  • Free & Reduced Meals
  • Notice of Video Surveillance/Electronic Monitoring
  • Notification Regarding Staff Qualifications
  • Pesticide Notification Advisory
  • Requirements for Student Immunizations
  • Student Accident Insurance
  • Students with Disabilities
  • Title IX, Section 504, Age Discrimination Act, and Title II Americans with Disabilities Act
  • Translation Services


To view annual notifications, please click on the title of the notification below.

Asbestos Notification

In compliance with the parent/guardian and staff notification requirements specified in the Environmental Protection Agency’s (EPA) Asbestos Containing Materials in Schools: Final Rule and Notice, as directed by the Asbestos Hazard Emergency Response Act (AHERA) of 1986, the following information regarding asbestos can be found in the AHERA Management Plan Book located in your building principal’s office:

  • Building Inspection
  • The Management Plan
  • The Response Actions
  • Periodic Surveillance Schedule
  • Re-inspection Schedule

Asbestos activities in the last year include: removal of transit board soffit material at Willow Hill and removal of hallway floor tile at the Sabin Data Center. Regular six-month surveillance and scheduled re-inspection were performed at appropriate sites. Normal operations and maintenance were performed at sites as needed. Activities are determined from regular six-month periodic surveillance, inspections and scheduled projects. For more information, call 231.342.1720.

Child Find Special Education / Section 504 Notice

Traverse City Area Public Schools offers evaluations, programs and services to individuals who are identified as having, or who are suspected of having, a disability as defined in either the Individuals with Disabilities Education Act (IDEA) or Section 504 of the Rehabilitation Act of 1973. These services are available to eligible persons ages 0-26 who reside within, or attend a K-12 school program within Traverse City Area Public Schools’ district attendance boundaries. Referrals are accepted from parents, staff members, community agencies and other interested parties. For more information about available services, parent/student rights or referral procedures, contact the Director of Student Services at 412 Webster Street, Traverse City, MI 49686 or call 231.933.1780.

Concussions and Athletic Activities

The Michigan High School Athletic Association is providing athletic participants at each MHSAA member junior high/middle school and high school with insurance that is intended to pay accident medical expense benefits resulting from concussion. The suspected concussion must be sustained while the athlete is participating in an MHSAA in-season covered activity (practice or competition). This program intends to assure that all eligible student-athletes in MHSAA member schools in grades 7 through 12, male and female, in all levels of all sports under the jurisdiction of the MHSAA, receive prompt and professional attention for head injury events even if the child is uninsured or under-insured. Accident medical deductibles and co-pays left unpaid by other policies are reimbursed under this program. Should you have need to make a claim under this new program, contact terri.bruner@kandkinsurance.com or 800.237.2917. For additional information, please contact TCAPS’ high school athletic directors:

District Policies and Administrative Guidelines

Traverse City Area Public Schools’ Board of Education has developed specific district policies and administrative guidelines regarding student and staff behavior. Policies and guidelines cover virtually all areas of behavior including smoking, drugs, dress, weapons, sexual harassment and use of the internet. In addition, each building has a student code of conduct that specifies the behavior expected of its students. The district’s student/parent handbook also provides a compilation of information that every student and parent should know. Copies of the PDF DocumentElementary or PDF DocumentSecondary Student/Parent Handbooks and all district policies and administrative guidelines are available online at External Linkwww.tcaps.net , at the TCAPS Boardman Administration Center (412 Webster St.) or by contacting any TCAPS school principal.

FERPA Annual Notice for Directory Information

Family Educational Rights and Privacy Act (FERPA) 

Per 34 C.F.R. § 99.37(d), a school or school district may adopt a limited directory information policy. If a school or school district does so, the directory information notice to parents and eligible students must specify the parties who may receive directory information and/or the purposes for which directory information may be disclosed.

The Family Educational Rights and Privacy Act (FERPA), a federal law, requires that Traverse City Area Public Schools (TCAPS), with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child’s education records. However, TCAPS may disclose appropriately designated “directory information” without written consent, unless you have advised TCAPS to the contrary in accordance with TCAPS’ procedures. The primary purpose of directory information is to allow TCAPS to include information from your child’s education records in certain school publications. Examples include:

  • A playbill, showing your student’s role in a drama production;
  • The annual yearbook;
  • Honor roll or other recognition lists;
  • Advertising and/or socia media;
  • Graduation programs; and
  • Sports activity sheets.

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without a parent’s prior written consent.  Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks.  In addition, two federal laws require local educational agencies (LEAs) receiving assistance under the Elementary and Secondary Education Act of 1965, as amended (ESEA) to provide military recruiters, upon request, with the following information – names, addresses and telephone listings – unless parents have advised the LEA that they do not want their student’s information disclosed without their prior written consent [These laws are Section 9528 of the ESEA (20 U.S.C. § 7908) and 10 U.S.C. § 503(c)].

Disclosure of "Directory Information"
Except as otherwise stated in Board Policy 8330 (student records), school officials may disclose "directory information" without the prior written consent of a parent or eligible student unless the parent or eligible student specifically notifies the District that the parent or eligible student does not consent to the disclosure of directory information.

If you do not want TCAPS to disclose any or all of the types of information designated below as directory information from your child’s education records without your prior written consent, you must notify TCAPS in writing by the third Friday of October. The Board designates the following as directory information:  

  • Student name and address
  • Parent name and address
  • Parent email address
  • Student & parent telephone numbers
  • Student’s date and place of birth
  • Student’s major field of study
  • Student’s participation in officially recognized activities and sports
  • Student athletes’ height and weight
  • Dates of attendance
  • Date of graduation
  • Student honors, awards, degrees and scholarships earned
  • Student honor roll designations
  • Student grade placements
  • Photographs and videos of students participating in school activities, events or programs
  • Other information generally found in yearbooks

The Board further designates district-assigned student e-mail addresses as directory information for the limited purposes of (1) facilitating the student’s participation in and access to online learning platforms and applications, and (2) inclusion in internal school and district email address books.

Free and Reduced School Meals

TCAPS is proud to offer healthy meals to our students every school day. Whether or not your child plans to participate in the free and/or reduced meals program, gathering information on the number of students who qualify is still vital for the district. It is used not only to determine meal prices for qualifying families, but it is also used as part of the application process for a number of grants and other opportunities TCAPS participates in. We are pleased to be able to offer qualifying families with free or discounted meal rates, so if you think your family might qualify, please apply today. To apply online, visit External Linkwww.lunchapp.com and follow the instructions for Traverse City Area Public Schools. For more information about free and reduced meals, visit External Linkwww.tcaps.net/free_reduced. Families who were approved for free and reduced meals last year will need to complete a new application for the 2019-2020 school year. 

Notice of Video Surveillance/Electronic Monitoring

Notice of Video Surveillance/Electronic Monitoring

(External LinkBoard Policy & External LinkAdministrative Guideline 7440.01)

All TCAPS facilities utilize video surveillance/electronic monitoring equipment to observe, monitor and/or record the behavior and activity of all persons on school property or grounds, or participating in school functions. For more information, please contact Security Systems Manager Chris Wise at 231.933.3316 or wisech@tcaps.net.

Notification Regarding Staff Qualifications

Under the No Child Left Behind Act, parents have the right to request information on the professional qualifications of their children’s classroom teachers and the qualifications of the paraprofessionals who provide services to their children. Parents may request and receive information about: (a) whether the teacher is State-certified, (b) whether the teacher is teaching under emergency or other provisional status, and (c) the baccalaureate major of the teacher and any other graduate degree or certification. Parents may request information on the level of achievement of their child in each of the State academic assessments. If a student attending a school that receives any Title I, Part A funds is assigned to, or taught, for four or more consecutive weeks by a teacher who is not highly qualified, the school must provide timely notice to the student’s parents.

Send inquiries to:

Dr. Cindy Berck, Executive Director
Human Resources & Labor Relations
External Link412 Webster Street, Traverse City, MI 49686
BerckCi@tcaps.net
231.933.1716

Pesticide Notification Advisory

State of Michigan law requires that schools and daycare centers that may apply pesticides on school property must provide an annual notification to parents or guardians of students attending the facility.  

Please be advised that Traverse City Area Public Schools utilizes an Integrated Pest Management (IPM) approach to control pests. IPM is a pest management system that utilizes all suitable techniques in a total pest management system with the intent of preventing pests from reaching unacceptable levels or to reduce an existing population to an acceptable level. Pest management techniques emphasize sanitation, pest exclusion, and biological controls. One of the objectives of using an IPM approach is to reduce or eliminate the need for chemical applications of pesticides. However, certain situations may require the need for pesticides to be utilized. 

As required by State of Michigan law, the school/district will provide advance notice regarding the non-emergency application of a pesticide such as an insecticide, fungicide or herbicide, other than a bait or gel formulation, that is made to the school buildings or grounds. Advance notice will be provided, even during periods when not in session.  Advance notice is not given for the use of sanitizers, germicides, disinfectants or anti-microbial cleaners. In certain emergencies, such as an infestation of stinging insects, pesticides may be applied without advance notice to prevent injury to students, but the school or daycare will provide notice following any such application. 

Advance Notice of pesticide applications, other than a bait or gel formulation, will be given by at least two methods. The first method will be by posting at the main entrance to the school being treated. The second method will be by email.

Please be advised that parents or guardians of children attending the school are entitled to receive advance notice of a pesticide application, other than a bait or gel formulation, by first class United States mail postmarked at least three days before the pesticide application, if they so request. If you prefer to receive the notification by first class mail, please contact 231.933.1930.

Please be advised that parents or guardians of children attending the school may review the school’s Integrated Pest Management program and records of any pesticide application upon request. Contact 231.933.1930 for more information. 

Requirements for Student Immunizations

The Board requires that all students be properly immunized pursuant to the provisions of the Michigan Department of Community Health and the Michigan Department of Licensing and Regulatory Affairs (LARA). Accordingly, the State of Michigan requires that all students be properly immunized at the time of registration or not later than the first day of school pursuant to those provisions. Before a child can be permitted to enter or attend school, parents/guardians must present documentation that a child has had the required doses of vaccine. Immunization requirements are to be in accordance with Board Policy and Administrative Guideline 5320. The only exception is if the parents/guardians submit a signed waiver of immunization. A licensed health care provider will certify that a medical contraindication exists and that a specific immunization is or may be detrimental to the student’s health. The County Health Department will issue a waiver for non-medical reasons.  

Student Accident Insurance

As a service to students and their families, TCAPS makes available an affordable 80/20 student accident insurance plan with several coverage options. All school-sponsored/supervised activities and time spent in school are covered in accordance with the terms and limitations of the policy. For an added premium, the policy will cover your student 24-hours a day, 12 months a year, rather than only during school-time. There are additional options available to cover interscholastic sports (note that grades 9-12 football coverage must be purchased separately). Extended dental coverage can be added to any other purchased coverage option.

This policy pays the first $100 of eligible medical costs regardless of other insurance. Medical bills beyond the first $100 must first be filed with your private/group insurance plan, if applicable. Those items not covered by your own insurance plan will then be processed by this optional insurance plan, within the coverage limitations outlined in the brochure. Please read the brochure carefully so that you understand the extent of the coverage. The plan is underwritten by the Guarantee Trust Life Insurance Company. The agent is First Agency, Inc., 5071 West H Avenue, Kalamazoo, MI  49009-8501 (269.381.6630). PDF DocumentView the student insurance information brochure.

Students with Disabilities

Students identified with a disability are entitled to a Free and Appropriate Public Education. Modifications, accommodations or interventions will be put into place, regardless of mitigating factors. In some cases, a 504 Plan, which is an accommodation plan for a student with a disability, may be indicated. Any service provided for a child with a disability must be aligned with the impairment.

Technology Maintenance Window

For the computer and network operations to operate at peak efficiency, TCAPS’ technical team needs to perform regular maintenance. Maintenance nights are scheduled for every 2nd and 4th Thursday of the month beginning at 6:15 PM. The typical “down” time is 1-2 hours. We strive to have all systems back in normal operations by 7:00 AM Friday mornings. During these times, applications (such as PowerSchool) may have intermittent availability. Though most applications would only be down for a brief time during the maintenance window, services requiring down time of more than one hour will be designated as “extended maintenance.” For additional information on applications that undergo monthly scheduled maintenance, please visit the technology webpage

Title VI, IX , Section 504, Age Discrimination Act, and Title II Americans With Disabilities Act

The government has made legal provisions to ensure that no person is discriminated against on the basis of the protected classes of race, color, national origin, gender, sex (including sexual orientation or transgender identity), age (except as authorized by law), religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category, (collectively, “Protected Classes”) in its programs and activities, including employment opportunities. In order to protect these rights and assure compliance, Traverse City Area Public Schools has appointed Dr. Cindy Berck as Coordinator of Title VI, Title IX, Section 504, the Age Discrimination Act, and Title II.

Inquiries concerning the application of, or grievances for, any of these regulations or concerns that the rights of an individual may have been violated should be directed to:

Dr. Cindy Berck, Executive Director
Human Resources & Labor Relations
Traverse City Area Public Schools
412 Webster Street
Traverse City, MI 49686
231. 933.1716
berckci@tcaps.net

Any person who feels that the rights of an individual may have been violated in relationship to the provision of equal opportunity in any education programs, activities, or services may contact:

Ms. Jame McCall, Associate Superintendent
Student Services
Traverse City Area Public Schools
412 Webster Street
Traverse City, MI 49686
231. 933.1778
mccallja@tcaps.net

Translation Services

TCAPS will provide interpreter/translator services to parents/caregivers of students for a variety of school functions such as enrollment, IEPs, parent-teacher conferences, disciplinary actions, follow-up written communication, etc. Administrative assistants have all been trained in the Interpreter and Translation Request Process. To request an interpreter or translation, contact the administrative assistant for the school where your child attends. The school may use a tele-interpreter service to fulfill an immediate need or situation where an in-person interpreter is not available.

 

Note: Additional policies, guidelines and notifications can be found in the PDF Documentelementary and PDF Documentsecondary student/parent handbooks and on the board policy webpage. Annual notifications can be found throughout the year at www.tcaps.net/about/annual-notifications