San Diego Unified School District

Early Childhood Education Programs

Protocol for Obtaining a Child’s Physical State Preschool

  • At SPK registration a Health Requirements for Preschool form is given to all parents of any child enrolling and the 1st Notice box is checked.
  • If the parent provides proof of a current physical* at registration, the physical date is noted on the form. If the parent does not provide proof of a current physical, it is documented on the form. The Health Requirements for Preschool form is placed in the child’s health file along with a copy of the physical (when provided).
  • If the parent does not provide the physical to the teacher at parent orientation or on the first day of the child’s attendance, the SPK teacher checksoff the 2nd Notice box and initials and dates the form. They makea copy of the originalHealth Requirements for Preschool form and gives form to parent. The original form is placed back in the child’s health file.
  • Within 4 days of the first day of the school year, the Admin. Aide in central office will send a class roster in Excel format to SPK teachers. The SPK teacher enters the dates of all current physicals* on the original excel spreadsheet, saves the document on his/her computer, and attaches the document to an email to the Health Clerk/Assistant by Sept. 6, 2016. SPK teachers must submit the original Excel spreadsheet that has been updated. Please note that a Mac computer cannot be used to complete this task.
  • On September 6, 2016, for those children without a current physical, the SPK Teachercontacts the parent (in person or by phone)to inquire if the parent has an appointment for completing the physical. The 3rdNotice box is checked on the original Health Requirements for Preschool Form along with the date and initials of the SPK teacher who made the contact. If the parent has not made an appointment, the parent is given information on Community Health Clinics. The parent is reminded that failure to provide a current physical within 30 days of enrollmentwill result in the termination of services.
  • Each Friday (for the first four weeks), SPK teachersupdate the original excel spreadsheet with any new physicals received and sends (via email) to the Health Clerk/Assistant in central office. SPK teachers will continue to add new children as they enroll to the original spreadsheet, enter dates of physicals, and send this to the Health Clerk/Assistant by the 15th of the each month.
  • If the parent does not bring in a current physical within 11 days of attendance a Notice of Action(NOA) to terminate services is prepared by the central office Admin. Aide and mailed to the parent. A copy of the NOA is scanned to the teacher.
  • If the parent provides the completed physical formbefore the termination date of the NOA, the SPK teacher sends the physical form to the Health Clerk/Assistant and the NOA is rescinded.

An appointment for the physical on or after the termination date is not sufficient for rescinding the NOA.

  • If the parent does not provide a completed physical before the termination date on the NOA, the child is terminated from the program.
  • At the end of the 30 days of school the SPK teacher is to send copies of all physicalsvia school mail to the Health Assistant. The original is to be kept in the child’s health file on site. New or updated physicals obtained after the initial 30-day period can be scanned/faxed to the Health Assistant.
  • NHA TFSS/FSS in Head Start classrooms notifies the SPK teacher if a parent has provided a current physical. The original physical should be placed in the SDUSD child’s health file. A copy can be kept in the NHA folder. The NHA TFSS/FSS will enter dates of physicals, hearing and vision screening dates into Promis. NHA will provide an excel spreadsheet of these entries by the 15th of each month to the QPI data rep.

CB:JN:AR:cb 8-22-16