Williamsville Central School District

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Student Physicals

Adopted: 7/7/09; Revised: 12/11/12; 7/2/18

7512 - 
STUDENT PHYSICALS


Health Examination
Each student enrolled in District schools must have a satisfactory health examination conducted by the student's physician, physician assistant or nurse practitioner within twelve (12) months prior to the commencement of the school year of the student’s entrance into:

a)    A District school at any grade level;
b)    Pre-kindergarten or kindergarten; and
c)    1st, 3rd, 5th, 7th, 9th and 11th grades. 

The District may also require an examination and health history of a student when it is determined by the District that it would promote the educational interests of the student. In addition, the District requires a certificate of physical fitness for:

a)   All athletes prior to their first sport of the school year, then only those who were injured or ill during their first sport before participating in a second sport during the school year;
b)   All students who need work permits; and
c)   All students either suspected of or sustaining a mild traumatic brain injury (concussion) must receive a written and signed authorization from a licensed physician before returning to athletic activities in school.

Health Certificate
Each student must submit a health certificate attesting to the health examination within thirty (30) days after his or her entrance into school and within thirty (30) days after his or her entry into the 1st, 3rd, 5th, 7th, 9th and 11th grades. The health certificate shall be filed in the student's cumulative record. The health certificate must:

a)      Be on a form prescribed by the Commissioner;
b)      Describe the condition of the student when the examination was given, provided that such examination was not given more than 12 months prior to the commencement of the school year in which the examination is required.
c)      State the results of any test conducted on the student for sickle cell anemia;
d)      State whether the student is in a fit condition of health to permit his/her attendance at school and, where applicable, whether the student has impaired sight or hearing, has received a scoliosis screening, or has any other physical disability which may tend to prevent the student from receiving the full benefit of school work or from receiving the best educational results, or which may require a modification of such work to prevent injury to the student;
e)      Include a calculation of the student's body mass index (BMI) and weight status category. BMI is computed as the weight in kilograms divided by the square of height in meters or the weight in pounds divided by the square of height in inches multiplied by a conversion factor of 703. Weight status categories for children and adolescents shall be defined by the Commissioner of Health. BMI collection is mandatory, effective September 2008. Reporting is random, with districts chosen by the New York State Department of Health. Selected districts must report BMI results on-line using DOH's Health Commerce System (HCS), a secure website;
f)       Be signed by a duly licensed physician, physician assistant, or nurse practitioner, who is authorized by law to practice in New York State consistent with any applicable written practice agreement; or authorized to practice in the jurisdiction in which the examination was given, provided that the Commissioner of Health has determined that such jurisdiction has standards of licensure and practice comparable to those of New York. A licensed health professional with appropriate training may conduct a scoliosis screening.

Dental Health Certificate 
The District will request a dental health certificate from each student within 30 calendar days after his/her entrance into:

a)    A District school at any grade level;
b)    Pre-kindergarten or kindergarten; and
c)    1st, 3rd, 5th, 7th, and 9th grades.

The District may also request an assessment and dental history of a student when it is determined by the District that it would promote the educational interests of the student. A notice of request for a dental health certificate shall be distributed at the same time that the parent/person in parental relation is notified of health examination requirements, such certificate to be furnished at the same time the health certificate is required. At this time, students will be permitted to attend school regardless of whether or not they have a dental certificate.
The dental health certificate will be filed in the students cumulative record. The dental certificate must:

a)      Be signed by a duly licensed dentist; or a registered dental hygienist, who is: 

  1. Authorized by law to practice in New York State, and consistent with any applicable written practice agreement or; 
  2. Authorized to practice in the jurisdiction in which the assessment was performed, provided that the Commissioner has determined that the jurisdiction has standards of licensure and practice comparable to New York State. 

b)      Describe the dental health condition of the student upon when the assessment was given, which shall not be more than twelve (12) months prior to the commencement of the school year in which the examination is requested.

c)      State whether the student is in fit condition of dental health to permit his/her attendance at the public schools.

Requests are not required when the student or parent/person in parental relation objects on the grounds of conflict with their genuine and sincere religious beliefs. Within thirty (30) days following the student's entrance in the school or grade, the certificate, if obtained, shall be filed in the student's cumulative health record.

Examination by Health Appraisal 
The Principal or the Principal's designee will send a notice to the parents of, or person in parental relation to, any student who does not present a health certificate, that if the required health certificate is not furnished within thirty (30) days from the date of such notice, an examination by health appraisal will be made of such student by the Director of School Health Services. 

The Director of School Health Services will cause students who are required to, but have not yet submitted, the required health certificate and students with disabilities to be separately and carefully examined and tested to ascertain whether any such student has impaired sight or hearing, or any other physical disability which may tend to prevent the student from receiving the full benefit of school work or from receiving the best educational results, or which may require a modification of such work to prevent injury to the student.

Each examination will include a calculation of the student’s BMI and weight status category. Further, the physician, physician assistant or nurse practitioner administering such examination shall determine whether a one-time test for sickle cell anemia is necessary or desirable and, if so determined, shall conduct such test and include the results in the health certificate.

Unless otherwise prohibited by law, if it is ascertained that any students have impaired sight or hearing, or a physical disability or other condition, including sickle cell anemia which may require professional attention with regard to health, the Principal or Principal's designee shall notify, in writing, the student's parent or person in parental relation as to the existence of such disability. If the parent or person in parental relation is unable or unwilling to provide the necessary relief and treatment for such students, such fact shall be reported by the Principal or Principal's designee to the Director of School Health Services, who then has the duty to provide relief for such students.

District Reporting of BMI and Weight Status Category 
Each School year, the New York State Department of Health randomly selects a certain number of districts across New York State to report, in the aggregate, student’s BMI and weight status categories. Selected districts must report BMI results on-line using the Department of Health’s Health Provider Network secure website. A student’s parent or person in parental relation may refuse to have the student’s BMI and weight status category included in such survey.

Health Screenings 
The District will provide:
a)      Scoliosis screening, if not documented on the student’s health certificate, at least once each school year for male students in grade 9, and for female students in grades 5 and 7. The positive results of any such screening examinations for the presence of scoliosis shall be provided in writing to the student's parent or person in parental relation within ninety (90) days after such finding; 

b)      Vision screening, if not documented in the student’s health certificate, to all students who enroll in school including at a minimum color perception, distance acuity, and near vision within six (6) months of admission to the school. In addition, all students shall be screened for distance acuity and near vision in grades Kindergarten, 1, 3, 5, 7 and 11 and at any other time deemed necessary. The results of all such vision screening examinations shall be in provided in writing to the student's parent or person in parental relation and to any teacher of the student. The vision report will be kept in a permanent file of the school for at least as long as the minimum retention period for such records; 

c)      Hearing screening, if not documented on the student’s health certificate, to all students within six (6) months of admission to the school and in grades Kindergarten, 1, 3, 5, 7 and 11, as well as at any other time deemed necessary. Screening shall include, but not be limited to, pure tone screening. The results of any such hearing tests requiring a follow up examination shall be provided in writing to the student's parent or person in parental relation and to any teacher of the student.

The results of all health screenings (dental, hearing, vision and scoliosis) shall be recorded on appropriate forms signed by the health professional making the examination, include appropriate recommendations, and be kept on file in the school. The health records of individual students will be kept confidential in accordance with the federal Family Educational Rights and Privacy Act (FERPA) and any other applicable federal and State laws.

Accommodation for Religious Beliefs
No health examinations, health history, examinations for health appraisal, screening examinations for sickle cell anemia and/or other health screenings shall be required where a student or the parent or person in parental relation to such student objects thereto on the grounds that such examinations, health history and/or screenings conflict with their genuine and sincere religious beliefs. A written and signed statement from the student or the student's parent or person in parental relation that such person holds such beliefs shall be submitted to the Principal or Principal's designee, in which case the Principal or Principal's designee may require supporting documents.

Students in Temporary Housing
For students in temporary housing (i.e. homeless children and youth), the enrolling school must immediately refer the parent or guardian of the student to the District's McKinney-Vento liaison, who must assist them in obtaining the necessary medical records.


Family Educational Rights and Privacy Act of 1974 (FERPA)
20 USC Section 1232(g)
Education Law Sections 901-905, 912 and 3217
8 NYCRR Parts 135 and 136 

Police References:

  • #5690 -- Exposure Control Program
  • #5691 -- Communicable Diseases
  • #5692 -- Human Immunodeficiency Virus (HIV) Related Illnesses
  • #7121 -- Diagnostic Screening of Students
  • #7131 -- Education of Homeless Children and Youth
  • #7511 -- Immunization of Students
  • #7522 -- Concussion Management