Procedures & Forms
The Milford Public Schools follow a universal set of procedures and forms that dictate how the district operates and functions on a day-to-day basis. Implemented in 2002, this system has saved the district thousands of dollars and hundreds of hours in manpower in the form of reduced duplication and increased productivity.
Each of these documents has gone through the proper approval process (i.e. the school, central office, and/or legal counsel). PLEASE -- do NOT re-create any of these forms! If you have any questions about this, please contact the Superintendent's Office at 203-783-3402.
- Accounting
- Accounts Payable/Receivable
- Administrative
- Benefits
- Curriculum/Professional Development
- Custodial/Maintenance
- Foodservice
- Information Systems
- Payroll
- Personnel/Human Resources
- Pupil Personnel Services (Special Education)
- Purchasing
- Safety
- Transportation
Accounting
| Forms | |
| ACC-F001 | Petty Cash Fund |
| ACC-F002 | Journal Entry |
| Procedures | |
| ACC-P001 | Petty Cash |
| ACC-P002 | Fiscal Year Budget Salaried Employee |
| ACC-P003 | State and Federal Reporting Procedure |
| ACC-P004 | Monitoring of School and Department Budgets |
| ACC-P005 | General Ledger Reconciliation |
| ACC-P006 | Operating Budget |
| ACC-P007 | ED111 Cash Disbursement Reporting |
| ACC-P010 | AS400 Grants JE |
| ACC-P011 | Customer Safekeeping of Personal Property |
Accounts Payable/Receivable
Forms
| APAR-F001 | Transfer Request Form |
| APAR-F002 | Mileage Report and Mileage Chart |
| APAR-F003 | Check Request |
| APAR-F004 | Student Activity Check Request Memo |
| APAR-F005 | Student Activity Unpaid Check Request Memo |
| APAR-F006 | Student Activity Purchase Order Request Form |
| APAR-F007 | Student Activity Transfer Request |
| APAR-F010 | Reading Partnership Mini-Grant Student Activity Check Request |
| APAR-F011 | Reading Partnership Mini-Grant Payroll Request Form |
| APAR-F012 | Technology Purchase Approval |
| APAR-F016 | Student Activity Fund Deposit Record Form |
| APAR-F017 | Tuition Accounts Students Activity Fund Deposit Record Form |
| APAR-F019 | Student Activity Vendor Request Form |
| APAR-F020 | Student Activity Fund Ticket Accountability Record Form |
| APAR-F021 | District Reimbursement Form |
| APAR-F022 | Parsons Perks Student Activity Deposit Record Form |
| APAR-F023 | FYVE Special Functions Form |
| APAR-F024 | Student Activity RLCC Order |
| APAR-F025 | Student Activity Fund Petty Cash Reimbursement Form |
| APAR-F026 | Student Activity Fund Purchase Order Request Form - JAY ROWE |
Procedures
| APAR-P001 | Student Activity Funds Procedure |
| APAR-P002 | Student Activity Funds Recordkeeping |
| APAR-P003 | Student Activity Funds Tuition Self Funded |
| APAR-P005 | Purchase Order Processing Procedure |
| APAR-P006 | Travel Reimbursement |
| APAR-P010 | Requisition Approval Processing |
| APAR-P011 | Purchase Order Payment |
| APAR-P013 | School-Based Bank Deposits |
| APAR-P014 | High School Bookkeeping Procedures |
Administrative
ADM-F001 Permission to Disclose Confidential Information RE: HIV/AIDS
ADM-F002 Advertising/Sponsorship Proposal Form
ADM-F003 Advertising/Sponsorship Contract
ADM-F004 Notice of Intent/Instruction of Student at Home
ADM-F005 Application for Sponsors of Benefits and Civic Activities
ADM-F007 Evaluation of Coaches
ADM-F008 Travel Release Form - (Athletics only)
ADM-F009 Use of District Equipment/Employee Sign-Out Sheet
ADM-F010 Student Sign-Out Sheet – BOE Property
ADM-F012 Approval for Student Fundraising
ADM-F013 Student Fundraiser Cash Report
ADM-F015-A Student Report form - Bullying - Grades K-5
ADM-F015-B Student report form - Bullying - Grades 6-12
ADM-F015-C Employee Report form - Bullying
ADM-F016 Investigation Checklist - Bullying
ADM-F017 Investigation Summary report - Bullying
ADM-F018-A Parent Letter-Allegation - Bullying
ADM-F018-B Parent Letter-Verified act - Bullying
ADM-F018-C Parent Letter-UNverified act - Bullying
ADM-F019 Verified Bullying Log
ADM-F023 Board Agenda Reporting Form
ADM-F024 Athletic Permission/Emergency Authorization
ADM-F025 Flyer Distribution
ADM-F026 Verification of Liability Insurance
ADM-F027 Travel Release form - (General)
ADM-F028 Student Drop Out Survey
ADM-F029 School Withdrawal Form
ADM-F032 Parent/Guardian Report form - Bullying
ADM-F033 Appendix IV Automated External Defibrillator Notification Letter
ADM-F034 Request for Out-of-Attendance Area Enrollment form
ADM-P001 Initiation/Creation of Policies
ADM-P002 Home Schooling
ADM-P003 Initiation/Creation of Procedures
ADM-P004 Evaluation and Termination of Athletic Coaches
ADM-P005 Wellness
ADM-P006 BOE Property Inventory Control (School/Student)
ADM-P007 Borrowing of District Equipment by BOE Employees
ADM-P008 Addition of a District-Sanctioned Sport
ADM-P009 Deletion of a District-Sanctioned Sport
ADM-P011 Approval for Student Fundraising
ADM-P013 Addition of a District-Sanctioned Student Activity
ADM-P014 Automated External Defibrillators
ADM-P1322 Flyer Distribution/Benefits & Contests
ADM-P1325 Advertising/Sponsorship
ADM-P1330/20 Sports Camps
ADM-P2000 Concepts and Roles in Administration
ADM-P2111 Equal Employment
ADM-P2113 Assignment and Transfer of Building Administrators
ADM-P2121 Lines of Responsibility
ADM-P2130 Job Descriptions
ADM-P2140 Superintendent of Schools
ADM-P2141 Recruitment and Appointment of Superintendent
ADM-2151 Hiring School Administrators
ADM-2151.2 Compensation Guides and Contracts for Administrators
ADM-P2210 Administrative Leeway in Absence of BOE Policy
ADM-P2220 Representative and Deliberative Groups
ADM-P2231 Policy and Regulation Systems
ADM-P2400 Evaluation of Administrators and Administration
ADM-P3260 Business Sales and Disposal of Textbooks/Library Books
ADM-P3260a Business Sales and Disposal of Furniture and Equipment
ADM-P3542 Food Services
ADM-P3542.31 Free or Reduced Price Lunches
ADM-P3542.33 Food Sales other than National School Lunch Program
ADM-P4000 Certified/Non-Certified Concepts and Roles in Personnel
ADM-P4111 Certified Recruitment and Selection
ADM-P4111.1/4211.1 Certified/Non-Certified Equal Employment Opportunity
ADM-P4112.4/4212.4 Certified/Non-Certified Health Exam/Chest X-ray/Intradermal Test
ADM-P4112.6/4212.6 Certified/Non-Certified Personnel Records
ADM-P4117.4a/4217.4 Certified/Non-Certified Dismissal/Suspension
ADM-P4117.4bc/4217.4 Certified/Non-Certified Dismissal/Suspension Just Cause
ADM-P4118.112a-b/4218.112 Certified/Non-Certified Sexual Harassment
ADM-P4118.14/4218.14 Certified/Non-Certified Disabilities
ADM-P4118.141/4218.141 Certified/Non-Certified Disabilities Medical Examinations
ADM-P4118.142 Certified/Non-Certified Disabilities
ADM-P5111 Students Admission/Placement
ADM-P5112 Students Ages of Attendance/Required Ages of Attendance
ADM-P5131.8b Athletic/Extracurricular Activities Code of Conduct
ADM-P5131.9 Fighting and Assaults
ADM-P5141.24a-e Students with HIV/AIDS
ADM-5141.25 Managing Students With Food Allergies in School
ADM-5141.5a-e Suicide Prevention and Intervention
Benefits
Curriculum/Professional Development
Forms
| CUR-F003 | Professional Development Evaluation |
| CUR-F004 | Study Group Proposal |
| CUR-F005 | Study Group Verification of Completion |
| CUR-F006 | Design Your Own Professional Development Experience |
| CUR-F007 | Design Your Own Verification of Completion |
| CUR-F008 | Request for CEU Equivalents |
| CUR-F009 | CEU Equivalent Credits - Verification of Completion |
| CUR-F010 | Technology CEUs Waiver Application |
| CUR-F011 | Technology CEUs Waiver |
| CUR-F012 | Professional Development Leave Request |
| CUR-F013 | Textbook Evaluation for New Adoptions |
| CUR-F030 | School Leader Evaluation Plan Goals |
| CUR-F031 | Log of Mid-Year School Leader Conference with Evaluator |
| CUR-F032 | School Leader Year-End Evaluation |
| CUR-F040 | Goal Setting Form - Summative Evaluation Year |
| CUR-F041 | Teacher Observation Report |
| CUR-F043 | Summative Evaluation End-of-Year |
| CUR-F044 | Professional Learning Plan |
| CUR-F045 | Professional Learning End-of-Year Evaluation |
| CUR-F046 | Field Trip Medical Form |
| CUR-F047 | Field Trip Activity Worksheet |
| CUR-F049 | Field Trip Permission Slip |
| CUR-F050 | Teacher Input to Summative Evaluation End-of-Year Report |
| CUR-F051 | Overnight Conference Request |
| CUR-F052 | Appeal Request Worksheet |
| CUR-F053 | Assistance Plan |
| CUR-F054 | Appeal Summary |
| CUR-F055 | Structured Assistance or Intensive Assistance |
| CUR-F056 | Request for Release of Information - High School |
Procedures
| CUR-P001 | Professional Development and Evaluation Procedure |
| CUR-P002 | Continuing Education Unit Guidelines |
| CUR-P003 | Certified School Leader Evaluation Procedure |
| CUR-P004 | Certified Teacher Evaluation |
| CUR-P005 | New Textbook Procedures |
| CUR-P006 | New Curriculum Procedure |
| CUR-P007 | State Mandated Testing Procedure |
| CUR-P013 | Regional Day Field Trip |
| CUR-P014 | Overnight Field Trip |
| CUR-P015 | Computers or Peripherals for Replacement and/or Disposal |
Custodial/Maintenance
Forms
| CUS-F001 | Room Cleaning Checklist |
| CUS-F002 | Lavatory Inspection |
| CUS-F003 | Classroom Inspection Checklist |
| CUS-F004 | Corridor, Stairwell and Vestibule Checklist |
| CUS-F006 | Kitchen Inspection Checklist |
| CUS-F007 | Multi-Purpose Room Inspection Checklist |
| MTC-F001 | Indoor Air Quality Complaint and Site Inspection Form |
| MTC-F004 | Application for Use of Public School Building |
| MTC-F005 | Custodial Supplies |
| MTC-F006 | Custodial Survey |
| MTC-F007 | Maintenance Survey |
| MTC-F008 | Backflow Prevention Device Inspection and Maintenance Report Form |
| MTC-F009 | Instructions to Coaches and Advisors Using School Facilities Outside Normal Hours |
| MTC-F010 | Coaches/Advisors Sign-In Log |
Procedures
| CUS-P001 | Summer Clean Up Procedure |
| CUS-P002 | Custodial Supervisor Inspection of Site Procedure |
| CUS-P003 | Custodial Vacation Duties Procedure |
| CUS-P004 | Groundskeeping for Middle and Elementary Schools |
| MTC-P001 | Maintenance Work Order |
| MTC-P002 | Indoor Air Quality Complaint Process |
| MTC-P003 | Maintenance Inventory Disposal |
| MTC-P005 | Custodial Ordering and Delivery |
| MTC-P006 | Mail Handling |
| MTC-P007 | Calibration Backflow Tester |
| MTC-P008 | Use of Public Buildings, Grounds, and Equipment |
| MTC-P009 | Use of Facilities by Coaches and Advisors |
Work Instruction
| CUS-W001 | Summer Clean Up Work Instruction |
Foodservice
Forms
| FSD-F001 | New Employee Requirements Checklist |
| FSD-F002 | Foodservice Employee Evaluation |
| FSD-F003 | Payroll Change Notice |
| FSD-F004 | New Hire Checklist |
| FSD-F005 | Foodservice - Substitute Information - New Hire |
| FSD-F006 | Memo to Personnel Dept. RE: Fingerprints/TB |
| FSD-F007 | Free/Reduced Meal Application |
| FSD-F008 | Milford Foodservice Answers to School Lunch |
| FSD-F009 | Refrigeration and Freezer Time and Temperature |
| FSD-F010 | Lunch Request |
| FSD-F011 | Thermometer Calibration Log |
Procedures
| FSD-P001 | Foodservice Substitute Application and Hiring |
| FSD-P002 | Free/Reduced Meal Process |
| FSD-P003 | School Lunch Payment Procedure |
| FSD-P005 | Cash Handling Procedure |
| FSD-P006 | Verification for Free/Reduced Meal |
| FSD-P007 | Cooking Potentially Hazardous Foods |
| FSD-P008 | Cooling Potentially Hazardous Foods |
| FSD-P009 | Holding Potentially Hazardous Foods |
| FSD-P010 | Using and Calibrating a Thermometer |
Work Instructions
Information Systems
Payroll
Forms
| PAY-F001 | Substitute Time Record |
| PAY-F002 | Sign-Out Sheet for Paychecks |
| PAY-F003 | Teachers Covering for Teachers - Time Record |
| PAY-F006 | Leave Request |
| PAY-F008 | Payroll Direct Deposit Form |
| PAY-F010 | Tax Sheltered Annuity Adjustment Form |
| PAY-F012 | Payroll Warrant - Grants Payroll |
| PAY-F014 | Miscellaneous Special Payroll Authorization |
Procedures
| PAY-P001 | Payroll Processing |
| PAY-P002 | Direct Deposit Procedure |
| PAY-P003 | Garnishment Procedure |
| PAY-P004 | Teachers Retirement Board Procedure |
| PAY-P005 | Payroll Deduction Procedure |
| PAY-P007 | Tax Shelter Annuity Procedure |
| PAY-P008 | Payroll Absence Reporting Procedure |
| PAY-P009 | Student Activity Funds Payroll & Benefits |
| PAY-P010 | Leave Requests |
| PAY-P011 | Miscellaneous Jobs Payroll |
Work Instructions
| PAY-W001 | Payroll Processing of Personnel Action Notices (PAN) |
Personnel/Human Resources
Forms
| PER-F001 | Personnel Alert Request |
| PER-F002 | Coaching Interview Format |
| PER-F003 | Employee Application for Internally Posted Position |
| PER-F004 | Payroll Action Request |
| PER-F005 | Degree Change Acknowledgement Letter |
| PER-F008 | Exit Interview Survey |
| PER-F009 | Degree Change Letter - Late |
| PER-F010 | Student Teacher Request |
| PER-F011 | Student Teacher Preliminary Placement |
| PER-F012 | Student Teacher Placement Confirmation |
| PER-F015 | Board Appointment Letter |
| PER-F018 | Application for Employment |
| PER-F019 | Drug/Alcohol-Free Workplace Acknowledgement Form |
| PER-F020 | Electronic Mail Usage |
| PER-F023 | Paraprofessional Evaluation |
| PER-F024 | Secretarial Evaluation |
| PER-F025 | Custodial Evaluation |
| PER-F026 | Probationary Period Evaluation Memo |
| PER-F028 | School Nurse Evaluation |
| PER-F029 | Memo to Administrators re: Evaluation of Secretaries |
| PER-F030 | Memo to Principals re: Evaluation |
| PER-F031 | Substitute Teacher Profile Data Sheet |
| PER-F035 | Request for Substitute |
| PER-F036 | Monthly Record of Intern Usage |
| PER-F038 | Memo to Employee re: Deadline for Fingerprints/TB Test |
| PER-F039 | Memo to State of CT re: Fingerprinting |
| PER-F040 | Reminder Fingerprint Memo |
| PER-F041 | Reminder Letter to Substitutes re: Fingerprinting/TB Test |
| PER-F043 | Letter to Coaches Regarding Paperwork Due |
| PER-F046 | Memo Paperwork 1st Notice to Teacher |
| PER-F047 | Paperwork Follow-up for Teachers - 2nd Notice |
| PER-F048 | Paperwork Follow-up for Teachers - 3rd Notice |
| PER-F049 | Letter to Volunteer Coaches |
| PER-F052 | Para-Educator Data Sheet |
| PER-F053 | Sick Leave Bank |
| PER-F054 | Web 2.0 |
| PER-F055 | Employee ID Badge Procedure Acknowledgement |
| PER-F056 | Employee Identification Badge Request |
| PER-F057 | Staff Emergency Information Sheet |
| PER-F058 | Substitute Secretary Profile Data Sheet |
| PER-F059 | Substitute ParaEducator Profile Data Sheet |
| PER-F060 | Itinerant Teacher Schedule |
Procedures
| PER-P001 | Substitute Teacher Application and Hiring Process |
| PER-P003 | Retiree Recognition Letter Procedure |
| PER-P004 | Recruitment |
| PER-P005 | Varsity Head Coach Recruitment and Hiring Procedure |
| PER-P006 | Degree Change Procedure |
| PER-P007 | Payroll Action Notification (PAN) |
| PER-P008 | Exit Interview Survey Procedure |
| PER-P009 | Grievance Procedure |
| PER-P010 | Non-Renewal of Non-Tenured Teacher Contracts |
| PER-P012 | Employee Identification Badge |
Work Instructions
| PER-W001 | Job Posting Work Instruction |
| PER-W002 | Annual Administrators' Salary Agreements |
| PER-W003 | Annual Evaluation of Para-Educators, Secretaries, Nurses |
| PER-W004 | Annual Teachers' Salary Agreements |
| PER-W005 | Strategic School Profile |
| PER-W006 | New Teacher Employment Verification |
| PER-W007 | Student Teacher Placement |
| PER-W008 | Intern Placement |
| PER-W010 | Monthly Personnel Activity Reporting to the BOE |
| PER-W012 | New Hire |
| PER-W017 | Processing of Unemployment Claims |
| PER-W018 | Probationary Period Evaluations for Para-Educators/Secy's/Media Aides/Custodians |
Pupil Personnel Services (Special Education)
Forms
| PPS-F002 | Homeless Students Questionnaire |
| PPS-F003 | Affadavit of Residency #1 |
| PPS-F004 | Affadavit of Residency #2 |
| PPS-F005 | Affadavit of Residency #3 |
| PPS-F006 | Student Residency Questionnaire |
| PPS-F007 | Proof of Residency for Purpose of School Attendance |
| PPS-F008 | Suicide Ideation Form |
| PPS-F009 | Suicidal Ideation Action Plan Form |
| PPS-F010 | Suicidal Ideation Exit to Release to Parent/Guardian |
| PPS-F011 | Suicidal Ideation Re-Entry Form |
| PPS-F012 | Transfer of Confidential Information |
| PPS-F014 | Incident Report of Seclusion |
| PPS-F015 | Incident Report of Physical Restraint |
| PPS-F016 | Self-Harm/Cutting form |
Procedures
| PPS-P001 | Parent Referral for Special Education Services |
| PPS-P002 | School Referral Process for Special Education |
| PPS-P003 | Evaluation of Student Referral to Special Education |
| PPS-P004 | Re-evaluation of Student for Special Education |
| PPS-P005 | Decision on Independent Educational Evaluation |
| PPS-P006 | Individualized Education Program Meeting |
| PPS-P007 | Special Education Transfer Students |
| PPS-P008 | Special Education Student Placement |
| PPS-P010 | Residency |
Purchasing
Forms
| PUR-F002 | Inventory Disposal Form |
| PUR-F004 | New Vendor Request Form |
| PUR-F005 | Student Accident Report |
| PUR-F006 | Athletic Injury Report Form |
| PUR-F008 | Incident/Issue Report for Students |
| PUR-F009 | Incident/Accident Report for General Public |
| PUR-F012 | Student Activity Funds - New Vendor Request Form |
| PUR-F013 | Vendor Service Form |