Board Policies

100 School District

100 Legal Status of the School District

All powers not specifically granted to the federal government are reserved to the states. Iowa’s Constitution authorizes the creation of a Common Schools System. As part of this Common Schools System, this school district is a school corporation created and organized under Iowa law. This school district shall be known as the PCM COMMUNITY SCHOOL DISTRICT.

 

This school corporation is located in Jasper, Marion, and Polk counties, and its affairs are conducted by locally elected school officials, the PCM Community School District Board of Directors. This school corporation has exclusive jurisdiction over school matters in its territory.

 

Legal Reference:              

Iowa Constitution, art. XI, §§1, 8, 12.                                      

Iowa Code §§ 274.1, .2, .6, .7; 278.1(9); 279.8; 594A

 

Approved   12/20/90       Reviewed 04/18/2016       Revised            

101 Educational Philosophy

As a school corporation of Iowa, the PCM Community School District, acting through its board of directors, is dedicated to promoting an equal opportunity for a quality public education to its students, within the limitations of the school district’s ability , in order to provide for students, in cooperation with the families and the school district community, the opportunity to develop a healthy social, intellectual, emotional, and physical self-concept in a learning environment that provides guidance to and encourages each student to develop his/her full potential to become a productive citizen.

 

The board endeavors, through the dedication of the school district’s resources, to encourage students to prepare for and anticipate their future. In order to achieve this goal, the board will seek qualified employees dedicated to development of their professional skills for the betterment of the education program and for the expertise for educational productivity.

 

Instruction and curriculum are the key elements of a public education. Critical thinking and problem solving skills, that will assist the students’ preparation for life, shall be instructed as part of a sequentially coordinated curriculum. The school district strives to prepare students for employment, to discover and nurture creative talent and to prepare them to meet and cope with social change in an atmosphere conducive to learning.

 

The support and involvement of the home and the school district community are essential to achieve educational excellence in the educational program. The school district strives to maintain an active relationship with the home and the school district community to create within the students an awareness of the importance of each, and to encourage the goals outlined above outside of the educational environment.

 

Legal Reference:               Iowa Code §§ 256.11, .11A; 275.1

Approved   12/20/90       Reviewed 04/18/2016       Revised 04/18/2016 

102 School District Instructional Organization

The PCM Community School District offers an educational program for grades kindergarten (K) through twelve (12). The levels of instruction are organized by the following levels:

  • Preschool shall attend in Monroe, Iowa, or Prairie City, Iowa.
  • Grades kindergarten (K) through five (5) shall attend Elementary School in Monroe, Iowa, or in Prairie City, Iowa.
  • Grades six (6) through eight (8) shall attend Middle School in Prairie City, Iowa.
  • Grades nine (9) through twelve (12) shall attend High School in Monroe, Iowa.
  • Special education students will be assigned by chronological age for school placement (elementary, middle, high school), but their levels of instruction will be determined by a staffing procedure.

 

Each school building will have a certified administrator responsible for the administration and management of the school building, the school building personnel and educational program. The principals shall work closely with the superintendent, who shall oversee the administration and management of the school district.

 

Legal Reference:              

Iowa Code §§ 256.11, 275.1, 279.11, 280.14.

281 Iowa Admin. Code 11.1, 11.2(1)-.2(8).

281 Iowa Admin. Code 12.1, .3(11), .5.

 

Approved   12/20/90       Reviewed 04/18/2016       Revised 12/20/2010  

103 Equal Education Opportunity and Multicultural and Gender Approaches to the Educational Program

The district and the board will not discriminate in its educational programs and/or activities on the basis of age (except for permitting/prohibiting students to engage in certain activities), gender, sexual orientation, gender identity, marital status, socioeconomic status, disability, race, national origin, color, religion, genetic information, or creed.

 

The district and the board shall encourage and engage in multicultural approaches to the educational program, which shall include approaches which foster knowledge of, and respect and appreciation for, the historical and contemporary contributions of diverse cultural groups, including race, color, national origin, gender, disability, religion, creed, and socioeconomic background; and which shall include the contributions and perspectives of Asian Americans, African Americans, Hispanic Americans, American Indians, European Americans, and persons with disabilities.

 

The district and the board shall encourage and engage in gender fair approaches to the educational program, which shall include approaches which foster knowledge of, and respect and appreciation for, the historical and contemporary contributions of women and men to society; shall reflect the wide variety of roles open to both women and men; and shall provide equal opportunity to both sexes.

 

The district and the board requires all person, agencies, vendors, contractors and other persons and organizations doing business with or performing services for the district to subscribe to all applicable federal and state laws, executive orders, rules and regulations pertaining to contract compliance and equal opportunity.

 

Inquiries or grievances related to this policy may be directed to the superintendent by writing to Superintendent’s Office, Box 610, 400 E Hwy 163, Monroe, Iowa  50170m(641) 259-2316; to the Director of the Iowa Civil Rights Commission, 400 East 14th Street, Des Moines, IA 50319-1004, 1-800-457-4416; to the Office for Civil Rights Chicago Office, United States Department of Education, Citigroup Center, 500 W. Madison Street, Suite 1475, Chicago, IL 60661-4544, (312) 730-1560; or to the Equal Employment Opportunity Commission Chicago Office, 500 W. Madison Street, Suite 2000, Chicago, IL 60661, 1-800-669-4000. Inquiries may also be directed to the Director, Iowa Department of Education, Grimes State Office Building, 400 E 14th Street, Des Moines, IA 50319-0146.

 

Legal Reference:                   

20 U.S.C. §§ 1221 et seq. (1988).

20 U.S.C. §§ 1681 et seq. (1988).

20 U.S.C. §§ 1701 et seq. (1988).

42 U.S.C. §§ 12101 et seq. (Supp. 1990).

34 C.F.R. Pt. 100 (1993).

Iowa Code §§ 216.9; 256.11; .11A; 280.3.

281 I.A.C. 12.

Approved   12/20/90       Reviewed 04/18/2016       Revised 04/18/2016  

103.E1 Annual Notice of Non-Discrimination

The PCM Community School District offers career and technical programs in the following service areas:

  • Agricultural, Food, and Natural Resources
  • Applied sciences, technology, engineering, and manufacturing, including transportation, distribution, logistics, architecture, and construction
  • Business, Finance, Marketing and Management
  • Human Services, including law, public safety, corrections, security, government, public administration, and education and training.    

 

It is the policy of the PCM Community School District not to discriminate in educational programs and employment practices on the basis of: race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity, and socioeconomic status (for programs).

 

There is a grievance procedure for processing complaints of discrimination.  If you have questions or a grievance related to this policy, please contact or submit the grievance form to the district’s Equity Coordinator (for programs) or Superintendent (for employment) at 400 E. Hwy 163, PO Box 610, Monroe, IA 50170 or (641) 259-2316.

 

Approved 10/17/2016         Reviewed ______    Revised _____

103.E2 Continuous Notice of Non-Discrimination

It is the policy of the PCM Community School District not to discriminate in educational programs and employment practices on the basis of: race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity, and socioeconomic status (for programs).

 

There is a grievance procedure for processing complaints of discrimination.  If you have questions or a grievance related to this policy, please contact or submit the grievance form to the district’s Equity Coordinator (for programs) or Superintendent (for employment) at 400 E. Hwy 163, PO Box 610, Monroe, IA 50170 or (641) 259-2316.

 

Approved 10/17/2016         Reviewed ______    Revised _____

103.E3 Nondiscrimination on the Basis of Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA)

It is the policy of the PCM Community School District not to discriminate against any otherwise qualified individual with a disability, solely by reason of his/her disability, in admission to or access to, or treatment or employment in, any program or activity sponsored by the school district.

 

The district will establish a grievance procedure to resolve complaints of discrimination related to Section 504/ADA. Due process rights of disabled students, parents, employees, applicants or patrons under Section 504/ADA will be enforced.

 

The board of directors will designate an individual to serve as the district's Section 504/ADA Coordinator and compliance officer and will publicize the name, office address and office telephone number of the designee. Inquiries regarding compliance with this policy should be directed to the district's Section 504/ADA Coordinator or to the Office of Civil Rights, U.S. Department of Education, Chicago, IL, 877-521-2172.

 

Approved   05/15/95       Reviewed 10/17/2016       Revised 10/17/2016 

103.R1 Grievance Procedure Regulations

It is the policy of the PCM Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity, and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy, please contact the Equity Coordinator (for programs) or Superintendent (for employment), 400 E Hwy 163, PO Box 610, Monroe, IA 50170, (641) 259-2316.

 

Students, parents of students, employees, and applicants for employment in the school district have the right to file a formal complaint alleging discrimination. The district has policies and procedures in place to identify and investigate complaints alleging discrimination. If appropriate, the district will take steps to prevent the recurrence of discrimination and to correct its discriminatory effects on the Complainant and others.

 

A Complainant may attempt to resolve the problem informally by discussing the matter with a building principal or direct supervisor. However, the Complainant has the right to end the informal process at any time and pursue the formal grievance procedures outlined below. Use of the informal or formal grievance procedure is not a prerequisite to the pursuit of other remedies. Please note that informal processes and procedures are not to be used in certain circumstances (e.g., sexual harassment and sexual assault).

 

Filing a Complaint

A Complainant who wishes to avail himself/herself of this grievance procedure may do so by filing a complaint with the Equity Coordinator (for programs) or Superintendent (for employment). An alternate will be designated in the event it is claimed that the Equity Coordinator or Superintendent committed the alleged discrimination or some other conflict of interest exists. Complaints shall be filed with one hundred eighty (180) days of the event giving rise to the complaint or from the date the Complainant could reasonably become aware of such occurrence. The Complainant will state the nature of the complaint and the remedy requested. The Equity Coordinator or Superintendent shall assist the Complainant as needed.

 

Investigation

Within fifteen (15) working days, the Equity Coordinator or Superintendent will begin the investigation of the complaint or appoint a qualified person to undertake the investigation (hereinafter “Equity Coordinator”). If the Complainant is under eighteen (18) years of age, the Equity Coordinator shall notify his or her parent(s)/guardian(s) that they may attend investigatory meetings in which the Complainant is involved. The complaint and identity of the Complainant, Respondent, or witnesses will only be disclosed as reasonably necessary in connection with the investigation or as required by law or policy. The investigation may include, but is not limited to the following:

  • A request for the Complainant to provide a written statement regarding the nature of the complaint;
  • A request for the individual named in the complaint to provide a written statement;
  • A request for witnesses identified during the course of the investigation to provide a written statement;
  • Interviews of the Complainant, Respondent, or witnesses;
  • An opportunity to present witnesses or other relevant information; and
  • Review and collection of documentation or information deemed relevant to the investigation.

 

Within sixty (60) working days, the Equity Coordinator shall complete the investigation and issue a report with respect to the findings.

 

The Equity Coordinator shall notify the Complainant and Respondent of the decision within five (5) working days of completing the written report. Notification shall be by U.S. mail, first class.

 

Decision and Appeal

The complaint is closed after the Equity Coordinator has issued the report, unless within ten (10) working days after receiving the decision, either party appeals the decision to the Superintendent by making a written request detailing why he/she believes the decision should be reconsidered. The Equity Coordinator shall promptly forward all materials relative to the complaint and appeal to the Superintendent. Within thirty (30) working days, the Superintendent shall affirm, reverse, amend the decision, or direct the Equity Coordinator to gather additional information. The Superintendent shall notify the Complainant, Respondent, and the Equity Coordinator of the decision within five (5) working days of the decision. Notification shall be by U.S. mail, first class.

 

The decision of the Superintendent shall be final.

 

The decision of the Superintendent in no way prejudices a party from seeking redress through state or federal agencies as provided by in law.

 

This policy and procedures are to be used for complaints of discrimination, in lieu of any other general complaint policies or procedures that may be available.

 

If any of the state timeframes cannot be met by the district, the district will notify the parties and pursue completion as promptly as possible.

 

Retaliation against any person, because the person has filed a complaint or assisted or participated in an investigation, is prohibited. Persons found to have engaged in retaliation shall be subject to discipline by appropriate measures.

 

 

Approved 10/17/2016_       Reviewed 04/17/2017     Revised 04/17/2017     

104 The People and Their School District

The board recognizes the value of interaction and participation with the citizens of the district community for the school district’s education and operations. Popular control of public education is one of the cornerstones of a free society. The people exercise that control through their Board of Directors. The board will cooperate, whenever possible, with the district community to participate in the district community while carrying out its elected responsibilities.

 

It shall be the responsibility of the superintendent to keep the board apprised of opportunities for involvement with the district community.

 

Legal Reference:                   

Iowa Code §§ 25A, 613A

Approved   12/20/90       Reviewed 04/18/2016       Revised            

105 Long-Range Needs Assessment

Long-range needs assessment enables the school district to analyze assessment data, get feedback from the community about its expectations of students, and determine how well students are meeting student learning goals. The board shall conduct ongoing and in-depth needs assessment, soliciting information from business, labor, industry, higher education and community members, regarding their expectations for adequate student preparation as responsible citizens and successful wage earners.

In conjunction with the in-depth needs assessment of the school district, the board shall authorize the appointment of a committee, representing administrators, employees, parents, students and community members, to make recommendations and assist the board in determining the priorities of the school district in addition to the basic skills areas of the education program.

The board of education will provide opportunities for local feedback on an ongoing basis by encouraging patrons to participate through:

  • locally conducted surveys;
  • membership on district established committees;
  • the open forum at each regular school board meeting;
  • recommendations from the Advisory Committee;
  • attendance at periodic, public forums/meetings;
  • attendance at special events;
  • reading of local papers and the school newsletter;
  • presentations made to local community organizations;
  • providing a comprehensive public relations program;
  • the use of community volunteers;
  • the PTA organizations;
  • visits to school district facilities.

The school district’s communications program shall strive to keep the citizens informed through a regular flow of information and to encourage the interchange of ideas between the school district and the community.

It shall be the responsibility of the superintendent to ensure the school district community is informed of students’ progress on Federal, state and locally determined indicators. The superintendent shall report annually to the board about the means used to keep the community informed.

As a result of the board and committee’s work, the board shall determine major educational needs and rank them in priority order; develop long-range goals and plans to meet the needs; establish and implement short-range and intermediate-range plans to meet the goals and to attain the desired levels of student performance; evaluate progress toward meeting the goals and maintain a record of progress under the plan that includes reports of student performance and results of school improvement projects; and annually report the school district’s progress made under the plan to the committee, community, and Iowa Department of Education.

 

Legal Reference:                   

Iowa Code §§ 21; 259.7; 280.12, .18

281 I.A.C. 12.8(1)(b)

Approved   12/20/90       Reviewed 04/18/2016       Revised 04/18/2016   

105.R1 Long-Range Needs Assessment Regulations

The process for long-range needs assessment for the PCM School District will include the following procedures:

  • provisions for collecting, analyzing and reporting information derived from local, state and national sources;
  • provisions for reviewing information acquired on the following:
    • state indicators and other locally determined indicators,
    • locally established student learning goals,
    • specific data collection required by state and federal programs;
  • provisions for collecting and analyzing assessment data on the following:
    • state indicators,
    • locally determined indicators,
    • locally established student learning goals.

These procedures will include:

  • The Board of Education desires to conduct a long-range needs assessment of the district to establish new goals and set the direction for the district at a minimum of every five years.
  • The Assessment Team made up of counselors, teachers, AEA representative, and curriculum director will analyze the district data, and make recommendations to the District Improvement Team, the Advisory Team, the SIT Teams and building Teams.
  • District data will be presented to the District Improvement Team a minimum of twice a year and annual goals will be recommended from data gathered.
  • Input from the District Improvement Team, The Advisory Team, The SIT Team and Building Teams will be compiled and presented to the School Board.
  • The goals adopted by the school board will fit with the district’s School Improvement Plan.

 

Approved   04/17/00       Reviewed 04/18/2016      Revised            

200 Board of Directors

200 Legal Status of the Board of Directors

200.1 Role of the Board of Directors

In this series of the board policy manual, the board shall define its role in the governance of the school district and how it will carry out that role in the school district community and in the school district.

 

The ultimate goal of the board shall be to achieve the educational philosophy of the school district. As school officials elected by the members of the school district community, the board shall strive to represent the needs and wishes of the members of the school district community in its deliberations and actions.

 

While the board shall be aware of the desires of the school district community, the needs of the students in the PCM Community School District shall be considered above others. The board shall strive to meet the needs of the students through evaluation of the financial and educational benefits of the various alternatives available to the board and the school district.

 

Approved   12/20/90       Reviewed 04/17/2017       Revised            

200.2 Organization of Board of Directors

The PCM Community School District board is authorized by and derives its organization from Iowa law. The board shall consist of seven (7) board members. Board members shall be elected by director district. Each member is elected for a term of four years, or for the length of time it takes to complete the unexpired term of a regularly elected member who has left the board.

 

The board is organized for the purpose of setting policy and providing general direction for the school district. The board shall hold its organizational meeting each year at the first regular meeting following the canvass of votes in odd-numbered years or no later than the regular meeting in September in even-numbered years. The retiring board shall transfer materials, including the board policy manual, and responsibility to the new board.

 

The organizational meeting allows the outgoing board to approve minutes of its previous meetings, complete unfinished business and review the school election results. The retiring board shall adjourn and the new board shall then begin. The secretary will administer the oath of office to the newly-elected board members. The superintendent will preside while the new board elects the president and vice president of the new board.

 

 

Legal Reference:              Iowa Code §§ 274.2; 275.23A; 277.23, .28, .31; 279.1, .5, .7, .8.

                                       281 I.A.C. 12.3(2).

 

Approved   12/20/90       Reviewed 04/17/2017      Revised 02/21/2011   

200.3 Powers of Board of Directors

The board of directors of the PCM Community School District, acting on behalf of the school district, shall have jurisdiction over school matters in the territory of the school district.

 

The board is empowered to make policy for its own governance, for the administration and staff, for students, and for the school facilities. The board is also empowered to enforce its policies. The board may, through its quasi-judicial power, conduct hearings and rule on issues and disputes confronting the school district.

 

The board has these powers and all other powers expressly granted to it in federal and state law, as well as the powers that can be reasonably implied from the express powers.

                                                           

Because all powers of the board derived from the state statutes are granted in terms of action as a group, individual board members exercise authority over district affairs only as they vote to take action at a legal meeting of the board. In other instances, an individual board member, including the president, will have power only when the board, by vote, has delegated authority. The board will make its members, the district staff and the public aware that only the board acting as a whole has authority to take official action. Therefore, the board may transact business only with a quorum present during a regular or special meeting.

 

Pursuant to the state statutes, any board member shall not seek individually to influence the official functions of the district. The board and its members will deal with administrative services through the superintendent and will not give orders to any subordinates of the superintendent either publicly or privately, but may make suggestions and recommendations.

 

 

Legal Reference:                    Board of Directors of Ind. School Dist. of Waterloo v. Green, 259 Iowa 1260, 147 N.W.2d 854 (1967).

                                                Iowa Code §§ 28E; 274.1-.2; 279.8

                                                281 Iowa Admin. Code 11.1(3).

                                                281 Iowa Admin. Code 12.1(2).

                                                1990 Op. Att’y Gen. 66.

 

Approved 12/20/90       Reviewed 04/17/2017      Revised 01/20/2011   

200.4 Responsibilities of the Board of Directors

The Board and the Board Members are authorized to govern the school district, and in doing such, have three (3) duties to perform: a legislative duty, an executive duty and an evaluative duty.

 

Legislative Duty: The board is responsible for legislating policy for the school district permissible under Iowa law. As a policy-making body, the board has jurisdiction to enact policy with the force and effect of law for the management and operation of the school district.

 

Executive Duty: The Board is responsible for selecting its chief executive officer, the superintendent, to operate the school district on the board’s behalf. The board shall delegate to the superintendent its authority to carry out board policy, to formulate and carry out all rules and regulations and to handle the administrative details in a manner which supports and is consistent with board policies.

 

Evaluative Duty: The board is responsible for reviewing the performance of the District’s education program. The board shall regularly review the educational program and ancillary services. The review shall include a careful study of the facts, conditions and circumstances surrounding the amount of funds received or expended and the education program’s ability to achieve the Board’s educational philosophy and goals for the District.

 

 

Legal Reference:                    Iowa Code §§ 274.1; 279.1, .8, .20; 280.12.

                                                281 I.A.C. 12.3(2).

 

Approved   12/20/90       Reviewed 04/17/2017       Revised 04/17/2017  

201 Board of Directors' Elections

The election of citizens to the Board of Directors takes place on the second Tuesday in September of odd-numbered years. Each school election shall be used to elect at least one citizen to the board to maintain a seven (7) member board and to address other questions that must be submitted to the voters.

 

Citizens of the school district community seeking a seat on the board must file their nomination papers with the board secretary, or the board secretary’s designee, consistent with the deadlines provided in Iowa law.

 

If a vacancy occurs on the board, it may be filled by appointment consistent with Iowa law. If the board chooses to appoint, the board secretary shall post notice of the board’s intent to fill the vacancy by appointment in the district newspaper(s) of general circulation. The notice must state that the electors of the school district have the right to file a petition requiring that the vacancy be filled by special election. The board may appoint to fill the vacancy after the notice published or after the vacancy occurs, whichever is later. The newly-appointed board member will hold the position until the next scheduled school election. However, if the next regular school election is within 180 days or less, then an appointment to fill the vacancy until the next regular school election may be made.

 

If the board does not fill the vacancy by appointment, or if a valid petition is filed within fourteen (14) days of notice, the board secretary shall call a special election to fill the vacancy. Candidates for a seat created by a vacancy must file their nomination papers with the board secretary consistent with the deadlines provided in Iowa law.

 

All elections will be held as provided in Iowa law. It shall be the responsibility of the county commissioner of elections to conduct school elections.

 

 

Legal Reference:        Iowa Code §§ 39; 45; 47-53; 56-67; 69; 274.7; 277; 278.1; 279.7

 

Approved   12/20/90       Reviewed 04/17/2017      Revised 04/17/2017   

202 Board of Directors Members

202.1 Qualifications

Serving on the board of directors is an honor and privilege. Its rewards are respect from the community, students, and employees and the satisfaction from knowing each board member contributed to the success of the children in the school district community. Only those who are willing to put forth the effort to care and to make a difference should consider running for a position on the board.

 

Individuals, who are willing to serve on the board, believe public education is important, support the democratic process, willingly devote time and energy to board work, respect educators and have the ability to examine the facts and make a decision. The board believes an individual considering a position on the school board should possess these characteristics.

 

Citizens wanting to run for a position on the board must be a citizen of the school district, an eligible elector of the district and free from a financial conflict of interest with the position.

 

An eligible elector possesses all the following characteristics:

  1. Citizen of the United States
  2. Eighteen (18) years of age or older
  3. Eligible to be registered to vote in the school district
  4. Resides in the district required for the particular geographic area assigned to be represented

 

 

Legal Reference:                    Iowa Code §§ 63; 68B; 277.4, .27; 279.7A.

 

Approved   12/20/90       Reviewed 04/17/2017       Revised 01/20/2011  

202.2 Oath of Office

Board members are officials of the state. As a public official, each board member must pledge to uphold the Iowa and the United States Constitution and carry out the responsibilities of the office to the best of the board member’s ability.

 

Each newly-elected board member will take the oath of office prior to any action taken as a school official. The oath of office shall be taken by each new board member elected at the school election at or before the organizational meeting of the board. In the event of an appointment or special election to fill a vacancy, the new board member shall take the oath of office within ten (10) days of the appointment or election.

 

Board members elected to offices of the board shall also take the same oath of office but replacing the office of board member with the title of the office to which they were elected.

 

The oath of office shall be administered by the board secretary and does not need to be given at a board meeting. In the event the board secretary is absent, the oath shall be administered by another board member.

 

“Do you solemnly swear that you will support the Constitution of the United States and the Constitution of the state of Iowa, and that you will faithfully and impartially to the best of your ability discharge the duties of the office of ________________ (naming the office) in the PCM Community School District as now and hereafter required by law?”

 

 

Legal Reference:                    Iowa Code §§ 277.28; 279.1, .6.

 

Approved   12/20/90       Reviewed 04/17/2017     Revised 04/17/2017   

202.4 Vacancies

A vacancy occurs when a board member resigns, forfeits or otherwise leaves the office. A vacancy also includes, but is not limited to, the following:  failure to be properly elected, failure to qualify within the time fixed by law, failure to reside in the school district or director district, a court order declaring the seat vacant, conviction of a felony, three violations of the open meetings law, or conviction of a public offense in violation of the oath of office.

 

If a vacancy occurs prior to the expiration of a term of office, the vacancy shall be filled by board appointment within thirty (30) days of the vacancy. The newly-appointed board member shall hold the position until the next scheduled school election. At that time the appointed board member may run for a four (4) year term, if one is available, or run for the remainder of the unexpired term.

 

If the board is unable to fill a vacancy by appointment within thirty (30) days after the vacancy occurs, the board secretary shall call a special election to be held no sooner than sixty (60) days and not later than seventy (70) days after the vacancy occurred.  A board member elected at the special election shall serve the remaining portion of the unexpired term.

 

 

Legal Reference:        Good v. Crouch, 397 N.W.2d 757 (Iowa 1986).

Board of Directors of Grimes Independent School Dist. v. County Board of Public Instruction of Polk Co., 257 Iowa

106, 131 N.W.2d 802 (1965).

Board of Directors of Menlo Consol. School Dist. v. Blakesburg, 240 Iowa 910, 36 N.W.2d 751 (1949).

Iowa Code §§ 21.6(3)(d); 69; 277.29-.30; 279.6-.7.

1944 Op. Att’y Gen. 39.

 

Approved   7/15/96       Reviewed 04/17/2017      Revised 04/17/2017   

203 Board of Directors' Conflict of Interest

Members or officers of the Board of Directors shall not use their position with the District to place themselves in a more favored position to purchase anything for personal benefit.

 

No member of the Board of Directors shall have an interest, direct or indirect, in a contract for the purchase of goods, including materials and profits, or the performance of services for the School District.  A member of the Board of Directors may not:

1.    Receive direct compensation from the School District unless the Board member receives less than $2,500 per fiscal year or receives the compensation through a contract competitively bid in writing, publicly invited and open.

2.    Act as an agent for a school textbook or school supply company doing business with the school district during the board member’s term of office.

3.    Be a statewide elected official or a state legislator.

4.    Engage in outside employment or activity that is in conflict with the Board member’s duties and responsibilities.

 

No member of the Board of Directors or their families may accept any gratuities, financial or otherwise, from any supplier of materials or services to the District.

 

 

Legal Reference:                    Iowa Code §§ 55; 71.1; 277.27; 279.7A; 301.28.

                                                1990 Op. Att’y Gen. 37.

                                                1988 Op. Att’y Gen. 21.

                                                1986 Op. Att’y Gen. 10.

                                                1984 Op. Att’y Gen. 23.

                                                1982 Op. Att’y Gen. 302.

                                                1978 Op. Att’y Gen. 295.

                                                1976 Op. Att’y Gen. 89.

                                                1974 Op. Att’y Gen. 137.

                                                1936 Op. Att’y Gen. 237.

 

Approved   12/20/90       Reviewed 04/17/2017      Revised 04/17/2017   

204 Code of Ethics

Board members’ actions, verbal and nonverbal, reflect the attitude and the beliefs of the school district. Therefore, board members must conduct themselves professionally and in a manner fitting to their position.

 

Each board member shall follow the code of ethics stated in this policy.

  1. I will listen.
  2. I will respect the opinion of others.
  3. I will recognize the integrity of my predecessors and associates and the merit of their work.
  4. I will be motivated only by an earnest desire to serve my school district and the children of my school district community in the best possible way.
  5. I will not use the school district or any part of the school district program for my own personal advantage or for the advantage of my friends or supporters.
  6. I will vote for a closed session of the board if the situation requires it, but I will consider “star chamber” or “secret” sessions of board members unethical.
  7. I will recognize that to promise in advance of a meeting how I will vote on any proposition which is to be considered is to close my mind and agree not to think through other facts and points of view which may be presented in the meeting.
  8. I will expect, in board meetings, to spend more time on education programs and procedures than on business details.
  9. I will recognize that authority rests with the board in legal session and not with individual members of the board, except as authorized by law.
  10. I will make no disparaging remarks, in or out of the board meeting, about other members of the board or their opinions.
  11. I will express my honest and most thoughtful opinions frankly in board meetings in an effort to have decisions made for the best interests of the children and the education program.
  12. I will insist that the members of the board participate fully in board action and recommend that when special committees are appointed, they serve only in an investigative and advisory capacity.
  13. I will abide by majority decisions of the board.
  14. I will carefully consider petitions, resolutions and complaints and will act in the best interest of the school district.
  15. I will not discuss the confidential business of the board in my home, on the street or in my office; the place for such discussion is the board meeting.
  16. I will endeavor to keep informed on local, state and national educational developments of significance so I may become a better board member.

 

IN MEETING MY RESPONSIBILITY TO MY SCHOOL DISTRICT COMMUNITY

  1. I will consider myself a trustee of public education and will do my best to protect it, conserve it, and advance it, giving to the children of my school district community the educational facilities that are as complete and adequate as it is possible to provide.
  2. I will consider it an important responsibility of the board to interpret the aims, methods and attitudes of the school district to the community.
  3. I will earnestly try to interpret the needs and attitudes of the school district community and do my best to translate them into the education program of the school district.
  4. I will attempt to procure adequate financial support for the school district.
  5. I will represent the entire school district rather than individual electors, patrons or groups.
  6. I will not regard the school district facilities as my own private property but as the property of the people.

 

IN MY RELATIONSHIP WITH SUPERINTENDENT AND EMPLOYEES

  1. I will function, in meeting the legal responsibility that is mine, as a part of a legislative, policy-forming body, not as an administrative officer.
  2. I will recognize that it is my responsibility, together with that of my fellow board members, to see the school district is properly run and not to run them myself.
  3. I will expect the school district to be administered by the best-trained technical and professional people it is possible to procure within the financial resources of the school district.
  4. I will recognize the superintendent as executive officer of the board.
  5. I will work through the administrative employees of the board, not over or around them.
  6. I will expect the superintendent to keep the board adequately informed through oral and written reports.
  7. I will vote to employ employees only after the recommendation of the superintendent has been received.
  8. I will insist that contracts be equally binding on teachers and the board.
  9. I will give the superintendent power commensurate with the superintendent’s responsibility and will not in any way interfere with, or seek to undermine, the superintendent’s authority.
  10. I will give the superintendent friendly counsel and advice.
  11. I will present any personal criticism of employees to the superintendent.
  12. I will refer complaints to the proper administrative officer.

 

TO COOPERATE WITH OTHER SCHOOL BOARDS

  1. I will not employ a superintendent, principal or teacher who is already under contract with another school district without first securing assurance from the proper authority that the person can be released from contract.
  2. I will consider it unethical to pursue any procedure calculated to embarrass a neighboring board or its representatives.
  3. I will not recommend an employee for a position in another school district unless I would employ the employee under similar circumstances.
  4. I will answer all inquiries about the standing and ability of an employee to the best of my knowledge and judgment, with complete frankness.
  5. I will associate myself with board members of other school districts for the purpose of discussing school district issues and cooperating in the improvement of the education program.

 

Legal Reference:                    

Iowa Code §§ 21.6(3)(d); 68B; 69; 277.28; 279.8

 

Approved   12/20/90       Reviewed 04/17/2017      Revised 01/20/97   

205 Security and Protection

205.1 Board Security and Protection

Public bodies must feel free to meet in the public setting as required by law without concern of risk of personal injury. The board shall take whatever action is necessary to maintain an orderly school board meeting, free from interference or interruption by spectators, and to keep the board members safe while complying with the open meetings law.

 

Individuals who threaten the board with violence or who are continuously disruptive may be asked to leave the meeting. If the individuals do not leave, the board may have law enforcement officials escort the individual from the board meeting. The board shall hire a security officer if the board members’ concern for safety or actions by spectators warrants it.

 

 

Legal Reference:                    Iowa Code §§ 21.7, 279.8, .82.

 

Approved   12/20/90       Reviewed 04/17/2017       Revised            

205.2 Board Member Liability

Board members shall not be held personally liable for actions taken in the performance of their duties and responsibilities vested in them by the laws of Iowa and the members of the school district community. In carrying out the duties and responsibilities of their office, board members shall act in good faith.

 

The school district shall defend, save harmless and indemnify board members against tort claims or demands, whether groundless or otherwise, arising out of an alleged act or omission occurring within the scope of their duties, unless it constitutes a willful or wanton act or omission. However, the school district shall not save harmless or indemnify board members for punitive damages.

 

 

Legal Reference:                    Wood v. Strickland, 420 U.S. 308 (1975).

                                                42 U.S.C. §§ 1983, 1985 (1988).

                                                Iowa Code ch. 670

 

Approved   12/20/90       Reviewed 04/17/2017      Revised            

206 Board Officers

President

The president of the Board is elected by a majority vote at the September board meeting each year to serve a one-year term of office.  A member may be elected to successive one-year terms as president. 

 

The president, in addition to presiding at the board meetings, will take an active role in board decisions by discussing and voting on each motion before the board in the same manner as other board members.  Before making or seconding a motion, however, the board president will turn over control of the meeting to either the vice-president or other board member.

 

The board president has the authority to call special meetings of the board.  Prior to board meetings, the board president will consult with the superintendent on the development of the agenda for the meeting.  The board president, as the chief officer of the school district, will sign employment contracts, other contracts and school district warrants approved by the board.  The board president will appear on behalf of the school corporation in causes of action involving the school district, unless the board president must appear individually as a party, in which case, this duty shall be performed by the secretary.

 

Vice-President

The vice-president shall serve in the absence of the president and shall perform such other duties as may be assigned by the president or by the Board.  The vice-president will be elected by a majority vote at the September meeting each year to serve a one–year term of office.  A member may be elected to successive one-year terms as vice-president.

 

The vice-president will take an active role in board decisions by discussing and voting on matters before the board in the same manner as other board members.  The vice-president will accept control of the meeting from the president when the president wishes to make or second a motion.

 

If the board president is unable or unwilling to carry out the duties required, it is the responsibility of the vice-president of the board to carry out those duties.  If the president is unable or unwilling to complete the term of office, the vice-president will serve as president for the balance of the president’s term of office, and a new vice-president will be elected.

 

Secretary

A board secretary may be appointed from employees, other than a position requiring a teaching certificate, or from the public.  To finalize the appointment, the board secretary will take the oath of office during the meeting at which the individual was appointed or no later than ten (10) days thereafter.  It is the responsibility of the board to evaluate the board secretary annually.

 

It is the responsibility of the board secretary, as custodian of the District’s records, to preserve and maintain the records and documents pertaining to the business of the board; to keep complete minutes of special and regular board meetings, including closed sessions; to keep a record of the results of regular and special elections; to keep an accurate account of school funds; to sign warrants drawn on the school funds after board approval; and collect data on truant students.  The board secretary will give bond in an amount set by the board.  The cost of the bond will be paid by the school district.

 

 

Treasurer

It is the responsibility of the board to appoint a treasurer.  The board may appoint a treasurer from its employees, other than a position requiring a teaching certificate, or from the public.  To finalize the appointment, the treasurer will take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter.

 

The primary responsibility of the treasurer, as an appointed school officer, is to administer and maintain compliance with statutory duties as outlined throughout the Iowa Code pertaining to schools.  It will also be the responsibility of the treasurer to work with the secretary to coordinate the financial records, the financial reports, the cash flow needs and the investment portfolio of the school district.  The treasurer will give bond in an amount set by the board.  The cost of the bond will be paid by the school district.

 

Approved 04/17/2017         Reviewed _       Revised _  

207 Board of Directors Legal Counsel

The Board of Directors will annually appoint legal counsel to represent the corporation and to advise the Board on legal matters.  Counsel will attend regular and special meetings of the Board of Directors when requested to do so, and will be available for consultation as needed.

 

Because it is often necessary to consult legal counsel and receive its expert opinion as part of background information to be used by the Board of Directors in making decisions, and because at times the school district may be involved in litigation or other legal matters, the Superintendent, Board President and the District Secretary are authorized to seek counsel's services as needed.  However, the Board of Directors wishes to be kept informed of legal matters that are other than routine, and of legal services that may involve extraordinary expense to the district.

 

Individual Board members are expected to consult school legal counsel only when the full Board of Directors has given permission for such consultation.  Otherwise, the Board member will be expected to pay any legal fees that may result.

 

 

Legal Reference:                    Iowa Code §§ 279.37

                                                Bishop v. Iowa State Board of Public Instruction, 395

                                                N.W.2d888 (IA 1986)

 

Approved   12/20/90       Reviewed 04/17/2017      Revised 04/17/2017 

208 Board of Directors Self-Evaluation

Periodically, the board may conduct an evaluation of itself. The goal of the self-evaluation is not to criticize fellow board members but rather to point out to the board its weaknesses and its strengths.

 

The evaluation will focus on board policies, board meetings, the educational program, the financial management, the board members’ personal qualities, and the board’s relationship with the superintendent, community, and personnel.

 

It shall be the responsibility of the board president to develop a board evaluation program.

 

 

Legal Reference:                    Iowa Code §§ 279.8; 280.12.

 

Approved   12/20/90       Reviewed 04/17/2017      Revised            

209 Committees of the Board of Directors

209.1 Standing Committees

The board shall maintain the following standing committees:

  • District Improvement Team
  • Facilities/Transportation                     
  • Technology
  • Human Resources/Negotiations                                            
  • Finance

Two board members shall be appointed at the organizational meeting to serve on these committees for a term of one (1) year.

 

Legal Reference:                    Iowa Code §§ 279.8; 280.12.

                                                281 Iowa Admin. Code 23.3(3).

                                                1988 Op. Att’y Gen. 87-3-6.

 

Approved   12/20/90       Reviewed 05/15/2017     Revised 05/15/2017  

209.2 Advisory Committees to the Board

The Board of Directors will rely on various advisory committees to counsel it as one way to learn about the needs and desires of the school district and its residents.  The central purpose of all advisory committees is to contribute to the educational program by conducting studies, identifying problems, and developing recommendations that will help the Board of Directors in the decision making process.  The ultimate authority to make decisions will continue to rest with the Board of Directors.

 

The Board of Directors may form citizens' advisory committees at such times and for such specific purposes as the Board of Directors deems necessary.  They will function until their assigned goal has been accomplished, or until the Board of Directors dissolves the committee.   Generally, citizens' advisory committees will be assigned to investigate areas of the educational program that need development, change, or reorganization, and areas of community involvement in district affairs.

 

Members will be broadly representative of the community's population, and will be chosen from among residents who have shown an interest in the topic to be studied, or who have a particular expertise relating to the topic.

 

Once activated, the committee will report periodically to the Board of Directors, keeping it informed of progress and problems.  The Board of Directors may designate the intervals at which it will hear from the committee, but any significant developments will be reported as they occur.  No announcement may be made by any committee or its members to the public or press until such release has been cleared with the Board of Directors.

 

The Board of Directors will provide citizens' advisory committees with a suitable meeting place and other required facilities until the Board of Directors dissolves the committees.

 

Legal Reference:                    Iowa Code §§ 21; 279.8; 280.12.

                                                281 Iowa Admin. Code 12.3(3), .3(8), .5(8).

 

Approved   12/20/90       Reviewed 05/15/2017     Revised 05/15/2017  

210 Board of Directors Management Procedures

210.1 Development of Policy

As a policy making body, the board has jurisdiction to legislate policy for the school district with the force and effect of law. Board policy shall provide the general direction as to what the board wishes to accomplish while allowing the superintendent the professional prerogative to implement board policy.

 

The written policy statements contained in this manual provide guidelines and goals to the citizens, administration, staff and students in the school district community. The policy statements shall be the basis for the formulation of regulations by the administration. The board shall determine the effectiveness of the policy statements by evaluating periodic reports from the administration in the area of the policy statement.

 

Policy statements may be proposed by a member of the board, administration, school district personnel, students or any other member of the district community. Proposed policy statements or ideas shall be submitted to the board through the office of the superintendent for placement on the agenda of a board of directors meeting. It shall be the responsibility of the superintendent to bring these proposals to the attention of the board.

 

Policies shall be reviewed on a regular basis to ensure relevance to current practices and compliance with the law.

 

The policies of the board may be amended or revised by resolution adopted at any regular meeting, provided notice of such change shall have been given at a previous meeting. The superintendent of schools is authorized to submit written recommendations for revision of any existing policies as he/she deems necessary for the most efficient operation of the district. The superintendent will notify all employees whenever revisions, additions, or amendments are made. This notice procedure shall be required except for emergency situations, which shall be determined solely by the board.

 

 

Legal Reference:                    Iowa Code §§ 274.1-.2; 279.8, 280.12

                                                281 Iowa Admin. Code 12.3(2).

                                                1970 Op. Att’y Gen. 287.

 

Approved   12/20/90       Reviewed 05/15/2017     Revised 05/15/2017  

210.1R1 Procedure for Policy Development/Adoption

The policy making duties are exercised through a sequence of steps. These steps pertain only to the development of written policy as part of the board’s legislative role. Policies that have been formulated in formal negotiations with employee groups may be found in the respective contractual agreements with those groups. The term “policy” is used to include the initiation of new policy and the amendment or deletion of existing policy.

 

  1. Initiation. Persons residing within or employed by the school district may suggest or recommend policies to the superintendent. The superintendent will obtain from the initiator a statement of the need for the proposed policy. The superintendent will be the primary person for initiating policy development directed by state officials or law.
  2. Assembly of background material. Within one month of policy initiation, the superintendent will gather the following types of information to prepare for further discussions:
    1. the specific need for the policy;
    2. the effect the proposed policy will have on administrators, students, teaching staff, the community and others;
    3. the fiscal consequences of adopting the proposed policy;
    4. samples of similar policies of other boards, if any;
    5. provisions of state law, where applicable; and
    6. suggestions as to how the policy will be implemented, enforced and evaluated.
  3. Work sessions. The superintendent will prepare a summary of the background material which will be distributed to each board member. Work sessions may be held. Notice of work sessions will be posted like any other meeting. Work sessions will provide the board with an opportunity to hear opinions and to weigh the merits of proposals from various groups, when necessary, to acquire input.
  4. Drafting a policy statement. The superintendent will draft a policy statement after a work session upon the request of the board. Consultation with the school attorney concerning the proposed policy statement is recommended. This draft may be sent to those individuals or groups who expressed interest in the policy or who are subject to it.
  5. Board formal action. When the draft policy has been prepared, the policy will be placed on the board’s agenda for a first reading after the policy statement has been distributed to the board. If no serious objections are raised at this reading, the policy will be scheduled for a second final reading and adoption at a subsequent board meeting. If serious objections are raised to it in the first or second readings, the board may refer the proposed policy for review. Each reading of the policy will constitute a public hearing before the board, and public input will be permitted.
  6. Promulgation. Adopted policies will be given publicity. The superintendent may arrange for brief press releases concerning policy adoptions. The superintendent will inform parents and the public of policy adoptions in district publications. Policies will be available in each school building immediately after adoption. Policies will be made available on the district’s website or can be requested from each building administrator’s office.
  7. Implementation. The superintendent will outline the actions to be taken to implement the policy and, where appropriate, issue administrative regulations concerning the policy. Often these administrative regulations will be developed, if required, as the policy is developed.
  8. Evaluation. The board or its appointed policy committee will arrange for a review of major policies and request periodic reports from the superintendent to answer such questions as:
    1. Are the policies working?
    2. Are they in tune with the changing times?
    3. Do they need revision?
    4. Which should be eliminated?

 

The entire board policy manual will be reviewed on a regular basis to ensure relevance to current practices and compliance with the law.

 

Approved   12/20/90       Reviewed 05/15/2017     Revised 05/15/2017  

210.2 Adoption of Policy

The board shall give notice of proposed policy changes or adoption of new policies by placing the item on the agenda of two board meetings. The proposed policy changes shall be distributed, and public comment will be allowed at both meetings prior to final board action.  This notice procedure shall be required except for emergency situations. If the board adopts a policy in an emergency situation, a statement regarding the emergency and the need for immediate adoption of the policy shall be included in the minutes. The board shall have complete discretion to determine what constitutes an emergency situation.

 

The final action taken to adopt the proposed policy shall be approved by a roll call vote of a simple majority of those board members present. The policy will be effective on the later of the date of passage or the date stated in the motion.

 

In the case of an emergency, a new or changed policy may be adopted by a roll call vote of a majority of a quorum of the board. The emergency policy shall expire at the close of the third (3rd) regular meeting following the emergency action unless the policy adoption procedure stated above is followed and the policy is reaffirmed.

 

Legal Reference:                    

Iowa Code §§ 279.8

281 Iowa Admin. Code 12.3(2).

1970 Op. Att’y Gen. 287.

 

Approved   12/20/90       Reviewed 05/15/2017       Revised            

210.3 Dissemination of Policy

The board policy manual is available electronically. Persons unable to access the policy manual electronically should contact the board secretary for assistance.

 

Legal Reference:                    Iowa Code §§ 277.31; 279.8 (2013).

                                                281 Iowa Admin. Code 12.3(2).

 

Approved   12/20/90       Reviewed 05/15/2017       Revised 05/15/2017 

210.4 Waiver of Policy

Generally, the board shall follow board policy and enforce it equitably. The board may, in extreme emergencies of a very unique nature, waive policy. It shall be within the discretion of the board to determine when an extreme emergency of a very unique nature exists.

 

Board policy shall not be waived by the administration or school district personnel. Policy may only be waived by the board.

 

Legal Reference:                    

Iowa Code §§ 279.8

281 Iowa Admin. Code 12.3(2).

 

Approved   12/20/90       Reviewed 05/15/2017       Revised            

210.5 Administration in Absence of Policy

When there is no board policy in existence to provide guidance on a matter before the administration, the superintendent is authorized to act appropriately under the circumstances surrounding the situation keeping in mind the educational philosophy and financial condition of the school district.

 

It is the responsibility of the superintendent to inform the board of the situation and the action taken and to document the action taken. If needed, the superintendent will draft a proposed policy for the board to consider.

 

 

Legal Reference:                    Iowa Code §§ 279.8

                                                Iowa Admin. Code 12.3(2).

 

Approved   12/20/90       Reviewed 05/15/2017       Revised 05/15/2017

210.6 Review and Revision of Policy

The board shall, at least once every five (5) years, review board policy l. Once the policy has been reviewed, even if no changes were made, a notation of the date of review shall be made on the face of the policy statement.

 

It shall be the responsibility of the superintendent to keep the board informed as to legal changes at both the federal and state levels. The superintendent shall also be responsible for bringing proposed policy statement revisions to the board’s attention.

 

If a policy is revised because of a legal change over which the board has no control or a change which is minor, the policy may be approved at one meeting at the discretion of the board.

 

 

Legal Reference:  Iowa Code §§ 279.8

                              281 Iowa Admin. Code 12.3(2).

 

Approved   12/20/90       Reviewed   05/15/2017       Revised 05/15/2017   

210.7 Review of Administrative Regulations

Board policy sets the direction for the administration of the educational program and school district operations. Some policies require administrative regulations for implementation.

 

It shall be the responsibility of the superintendent to develop administrative regulations to implement the board policies. The regulations, including handbooks, will be reviewed by the board prior to their use in the school district.

 

The administrative regulations will be available no later than of the first regular board meeting after the adoption of the policy unless the board directs otherwise.

 

Legal Reference:                    Iowa Code §§ 279.8, .20 (2013).

 

Approved   12/20/90       Reviewed 06/19/2017       Revised 06/19/2017       

211 Board of Directors Meetings

211.1 Annual Meeting

Each year after August 31 of each year, and prior to the organizational meeting of the board in odd-numbered years, the board shall hold its annual meeting.

 

At the annual meeting, the board shall examine the financial books and settle the secretary’s and treasurer’s statements for the fiscal year ending the preceding June 30. As part of the annual reports, the treasurer shall present affidavits from depository banks. The board may also appoint the board’s legal counsel at the annual meeting.

 

Legal Reference:                    Iowa Code §§ 279.2, .3, .33(2013).

 

Approved   12/20/90       Reviewed 05/15/2017       Revised 05/15/2017

211.2 Regular Meeting

The regular meeting time and date shall be set by the board at its organizational meeting in odd-numbered years, or at the annual meeting in even-number years.

 

The board shall adhere to this meeting date unless the board required additional meetings or, due to circumstances beyond the board’s control, the meeting could not be held on the regular meeting date, and the meeting will be re-scheduled in accordance with law and policy. Public notice shall be given for meetings in compliance with the law.

 

 

Legal Reference:                    Iowa Code §§ 21.3, .4; 279.1.                                    

 

Approved   12/20/90       Reviewed 05/15/2017       Revised 05/15/2017  

211.3 Special Meeting

It may be necessary to conduct a special board meeting in addition to the regularly scheduled board meeting. Special meetings may be called by the president of the board or by the board secretary at the request of a majority of the board.  Should a special meeting be called, public notice shall be given.

 

If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board shall give public notice of the meeting as soon as practical and possible in light of the situation. Emergency meetings will only be held when an issue cannot wait twenty-four hours necessary for a special meeting. The reason for the emergency meeting and why notice in its usual manner could not be given shall be stated in the minutes.

 

 

Only the purpose or issue for which the special meeting was called may be discussed and decided in the special meeting. The board shall strictly adhere to the agenda for the special meeting and action on other issues shall be reserved for the next scheduled regular school board meeting.

 

 

Legal Reference:                    Iowa Code §§ 21.3, .4; 279.2 (2013)

 

Approved   12/20/90       Reviewed 05/15/2017       Revised 05/15/2017

211.4 Work Sessions

The board, as a decision making body, is confronted with a continuing flow of problems, issues and needs which require action. While the board is determined to expedite its business, it is also mindful of the importance of planning, brainstorming and thoughtful discussion without action. Therefore, the board may schedule work sessions and retreats in order to provide its members and the administration with such opportunities. The board has the authority to hire an outside facilitator to assist them in work sessions.

 

Topics for discussion and study will be announced publicly, and work sessions and retreats will be conducted in open session.  No board action will take place at the work session.

 

 

Legal Reference:                    Iowa Code §§ 21; 279.8(2013).

                                                1982 Op. Att’y Gen. 162.

                                                1980 Op. Att’y Gen. 167.

                                                1976 Op. Att’y Gen. 384, 514, 765.

                                                1972 Op. Att’y Gen. 158.

                                                1970 Op. Att’y Gen. 287.

 

Approved   12/20/90       Reviewed 05/15/2017       Revised 05/15/2017  

211.5 Meeting Notice

Public notice shall be given for meetings and work sessions held by the board. Public notice shall indicate the time, place, date and tentative agenda of school board meetings. The public notice shall be posted in a prominent place that is easily accessible to the public and is clearly designated for purpose of the same within the district’s office at least twenty-four (24) hours before it is scheduled to begin.

 

A copy of the public notice will be provided to those who have filed a written request for notice with the board secretary. A copy of the public notice will also be accessible by employees and students.

 

In the case of special meetings, public notice shall be given in the same manner as for a regular meeting unless it is an emergency meeting. In that case, public notice of the meeting shall be given as soon as practical and possible in light of the situation. The media and others who have requested notice shall be notified of the emergency meeting. Attendance at a special meeting or emergency meeting by the media or any other individual shall constitute a waiver of notice.

 

It shall be the responsibility of the board secretary to give public notice of board meetings and work sessions.

 

 

Legal Reference:                    Iowa Code §§ 21.2-.4; 279.1, .2.

                                                1952 Op. Att’y Gen. 133.

                                                Dobrovolny v. Reinhardt, 173 N.W.2d 837 (IA 1970).

 

Approved   12/20/90       Reviewed 05/15/2017       Revised 05/15/0217  

211.6 Quorum

Action regarding the affairs of the school district by the board may be taken only when a quorum, a majority of the board members, is in attendance at the board meeting.

 

While board members are encouraged to attend board meetings, four (4) members shall constitute a quorum and are a sufficient number to transact business of the school corporation. The adjournment of a meeting may be executed without a quorum.

 

An affirmative vote of a majority of the votes cast shall be sufficient to pass a motion or take action unless law or board policy requires a vote of a greater number.

 

It is the responsibility of each board member to attend board meetings.

 

 

Legal Reference:                    Iowa Code §§ 21.5(1); 279.4.

 

Approved   12/20/90       Reviewed 05/15/2017      Revised 05/15/2017  

211.7 Rules of Order

An orderly board meeting allows the board members to participate in the discussion and decision process on an issue confronting the school district. Rules of order for board members allow school district business and the relative information concerning the business to be brought to the attention of the board. They also allow the board to discuss, act upon and make a clear record of school district business in a regular, ordered, reasonable and consistent manner.

 

The board will follow Robert’s Rule of Order, Revised, latest edition as modified by this policy and subsequent rule. The purpose of modified rules adopted by the board are:

  • To establish guidelines by which the business of the governing board can be conducted in a regular and internally consistent manner;
  • To organize the meetings so all necessary matters can be brought to the board and decisions of the board can be made in an orderly and reasonable manner;
  • To ensure members of the board, concentrating on the substantive issues at hand, have the necessary information to make decisions, and to ensure adequate discussion of decisions to be made; and
  • To ensure meetings and actions of the board are conducted so as to be informative to the staff and public, and to produce a clear record of actions taken and decisions made.

 

It shall be the responsibility of each board member to follow the rules of order stated in this policy at each meeting, and it shall be the responsibility of the presiding officer to conduct the board meeting within these rules.

 

 

Legal Reference:                    Iowa Code §§ 21.2, .7; 279.8

 

Approved   12/20/90       Reviewed 05/15/2017       Revised 05/15/2017  

212 Open Meetings

A gathering of a majority of board members in which deliberation of an issue within the jurisdiction of the board takes place is a board meeting. A gathering for the purpose of social or ministerial action shall not constitute a board meeting unless a discussion of policy takes place.  Meetings of the board shall be conducted in an open meeting unless a closed session is authorized by law or the meeting is exempt from the open meetings law.

 

Legal Reference:                    Iowa Code §§ 21; 279.1-.2.

                                                1982 Op. Att’y Gen. 162.

                                                1980 Op. Att’y Gen. 167.

 

Approved   12/20/90       Reviewed 05/15/0217       Revised 05/15/0217   

213 Closed Meetings

Generally, board meetings shall be open meetings, unless a closed session or exempt meeting is provided for by law. The board shall hold a closed session or exempt meeting in the situations stated below.

 

Exceptions to the Open Meetings Law

Closed sessions take place as part of an open meeting. The item for discussion in the closed session shall be listed as part of the tentative agenda on the public notice. The motion for a closed session, stating the purpose for the closed session, shall be made and seconded during the open meeting. A minimum of two-thirds of the board, or all of the board members present, must vote in favor of the motion on a roll call vote. Closed sessions shall be tape recorded and have detailed minutes kept by the board secretary. Final action on matters discussed in the closed session shall be taken in an open meeting.

 

The minutes and tape recording will restate the motion made in the open meeting, the roll call vote, the members present, and the time the closed session began and ended. The tape recordings and the written minutes shall be kept for one year from the date of the meeting. Real estate related minutes and tapes will be made public after the real estate transaction is completed.

 

The detailed minutes and tape recording shall be sealed and shall not be public records open to public inspection. The minutes and tape recording will only be available to the board members or opened upon court order in an action to enforce the requirements of the open meetings law. The board has complete discretion as to who may be present at a closed session.

 

The board may hold a closed session for any of the reasons listed in Chapter 21.5 of the Iowa Code.

 

Exemptions to the Open Meetings Law

Board meetings at which a quorum is not present, or gatherings of the board for purely ministerial or social purposes when there is no discussion of policy or no intent to avoid the purposes of the open meetings law, are exempt from the open meetings law requirements. Since gatherings of this type are exempt from the open meetings requirements, they can be held without public notice, be separate from an open meeting, be held without taping the gathering or taking minutes, and be held without a vote or motion. The board may also hold an exempt session for the following:

  1. Negotiating sessions, strategy meetings of public employers or employee organizations, mediation and the deliberative process of arbitration;
  2. To discuss strategy in matters relating to employment conditions of employees not covered by the collective bargaining law;
  3. To conduct a private hearing relating to the recommended termination of a teacher’s contract. However, the private hearing in the teacher’s contract termination shall be recorded verbatim by a court reporter; or
  4. To conduct a private hearing relating to the termination of a probationary administrator’s contract or to review the proposed decision of the administrative law judge regarding the termination of an administrator’s contract.

 

Legal Reference:                    Iowa Code §§ 20.17; 21; 22.7; 279.15, .16, .24.

                                                1982 Op. Att’y Gen. 162.

                                                1980 Op. Att’y Gen. 167.

                                                1976 Op. Att’y Gen. 384, 514, 765.

                                                1972 Op. Att’y Gen. 158.

                                                1970 Op. Att’y Gen. 287.

 

Approved   12/20/90       Reviewed   05/15/0217       Revised 05/15/2017   

214 Board of Directors Meeting Agenda

214.1 Meeting Agenda

The tentative agenda for each board meeting will state the topics for discussion and action at the board meeting. The agenda is part of the public notice of the board meeting and will be posted and distributed.

 

Persons requesting to place an item on the agenda must make a request to the superintendent prior to the drafting of the tentative agenda. The person making the request must state the person’s name, address, purpose of the presentation, action desired and pertinent background information. Requests from the public may be added to the tentative agenda at the discretion of the superintendent after consultation with the board president. Requests received after the deadline may only be added to the agenda for good cause.

 

The tentative agenda and supporting documents shall be sent to the board members prior to the next scheduled board meeting. These documents are the private property of the board member. Persons wishing to view the tentative agenda and supporting documents may do so at the central administration office.

 

The board shall take action only on items listed on the tentative agenda posted with the public meeting notice. Items added to the agenda may be discussed or taken under advisement by the board.  If an added item is acted upon, the minutes of the board meeting shall state the reason justifying the immediate action.

 

It shall be the responsibility of the board president and superintendent to develop the agenda for each school board meeting.

 

Legal Reference:                    Iowa Code §§ 21; 279.8 (2013)

                                                1980 Op. Att’y Gen. 269.

 

Approved   12/20/90       Reviewed 06/19/2017       Revised   06/19/2017  

 

215 Public Participation in Board Meetings

The board recognizes the importance of citizen participation in school district matters. In order to assure citizens are heard and board meetings are conducted efficiently and in an organized manner, the board will set time aside for citizen participation, either at a specific time during the meeting or during the discussion of agenda items. Citizens wishing to address the board on a certain agenda item must notify the superintendent prior to the board meeting. Citizens wishing to present petitions to the board may do so at this time. However, the board will only receive the petitions and not act upon them or their contents. The board has the discretion to limit the amount of time set aside for public participation.

 

If the pressure of business or other circumstances dictate, the board president may decide to eliminate this practice. The board president will recognize these individuals to make their comments at the appropriate time. The orderly process of the board meeting will not be interfered with or disrupted. Only those speakers recognized by the board president will be allowed to speak. Comments by others are out of order. If disruptive, the individual causing disruption may be asked to leave the board meeting.

 

Individuals who have a complaint about employees may bring their complaint to the school board only after they have followed board policy addressing citizens’ complaints. Students who have a complaint may ask the board to hear their complaint only after they have followed board policy addressing students’ complaints.

 

Legal Reference:                    Iowa Code §§ 21; 22; 279.8 (2013).

 

Approved   12/20/90       Reviewed 06/19/2017       Revised 06/19/2017  

216 Public Hearings

Public hearings may be held on school district matters at the discretion of the board. Public notice of a public hearing shall be in the same manner as for a school board meeting except that the notice shall be given at least ten (10) days before the hearing is to be held unless it is impossible or impractical to do so, or the law requires otherwise.

 

At public hearings citizens who register at the door will be allowed to speak to the issue for which the public hearing is being held. Others may be allowed to speak at the board’s discretion. Speakers are asked to keep their remarks as brief as possible. Prior to the beginning of the hearing, speakers and spectators will be apprised of any rules of order to be followed in regard to time limitations, questions, remarks, rebuttals and so forth. In no event will a speaker be allowed to take the time of another speaker.

 

The board shall conduct public hearings in an orderly fashion. At the beginning of the hearing, statements, background materials and public hearing rules and procedures will be presented. The board president shall then recognize the speakers. A board member may ask questions of the speakers after receiving permission from the board president. Only those speakers recognized by the chair will be allowed to speak. Comments by others are out of order. Individuals who interfere with or interrupt speakers or the board shall be asked to leave.

 

Legal Reference: Iowa Code §§ 21; 24.9; 26.12; 279.8, .10; 297.22 (2013).

 

Approved   12/20/90       Reviewed 06/19/2017       Revised 06/19/2017       

217 Board of Directors Relationships

Board of Directors and Superintendent

The superintendent is hired by the board as the chief executive officer of the board to manage the day-to-day operation of the school district. The board shall set policy to guide the superintendent and shall not be involved in the day-to-day operations of the school district.

 

The superintendent shall work closely with the board, particularly the board president, to carry out and implement the policies of the board, to advise the board, to provide information to the board, to offer alternative solutions to the board with a recommendation, and to do other such duties the board determines.

 

The superintendent shall attend all board meetings unless the superintendent has been excused by the board president.

 

Legal Reference:        Iowa Code §§ 279.8; 279.20

 

Board of Directors and District Personnel

School district personnel will be utilized for their expertise to provide information to the board and to take part on advisory committees when necessary.

 

The board must remain objective about each employee. Personnel complaints, requests for changes and so forth must go first to the building principal and then to the superintendent unless the superintendent is the employee’s immediate supervisor. The board shall only become involved with personnel issues when the board is hiring and when the board is acting as a hearing panel to discuss the termination of an employee.

 

Legal Reference:        Iowa Code §§ 20; 279.8; 279.12-.18.

 

Board of Directors and Adjoining District School Boards

The board may work with adjoining school district boards to provide additional opportunities in the school district’s educational programs, as well as to operate the school district more economically and efficiently. As part of this joint effort, the board shall pay particular attention to opportunities to share students, programs and school district personnel.

 

Legal Reference:        Iowa Code §§ 28E; 279.8; 280.15; 442.39.

                                    1978 Op. Att’y Gen. 64.

 

Board of Directors and Area Education Agency

The board shall utilize the resources of Heartland Area Education Agency (AEA) such as educational materials and staff resources, particularly in the area of special education. Support may include, but not be limited to, school psychologists, speech therapists, nurses, physicians, dentists and aides who work directly with students in the educational process.

 

The board may also utilize the AEA to work with other school districts in the region for program offerings as well as purchase of supplies.

 

Legal Reference:                    Iowa Code §§ 28E; 273, 279.8.

                                                1978 Op. Att’y Gen. 64.

Board of Directors and Elected Officials

Being aware of and expressing their opinion on, proposed law revisions and new laws is essential to maintaining and creating an educational program to meet the needs of the school district community.

 

It shall be the responsibility of the board to remain in contact with the elected official representing the school district. It shall be the responsibility of the superintendent to assist the board in keeping up-to-date on proposed laws and in contacting the elected officials who represent the school district.

 

Legal Reference:                    Iowa Code §§ 279.8.

Approved 06/19/2017       Reviewed                          Revised            

218 Board of Directors Records

The board shall keep and maintain permanent records of the board including, but not limited to, records of the minutes of board meetings and other required records received by the board.

 

It shall be the responsibility of the board secretary to keep the minutes of the school board meetings. The minutes of each meeting shall include as a minimum the following items: a record of date, time, place, members present, action taken and the vote of each member with the schedule of bills allowed attached. The schedule of bills allowed may be published on a once monthly basis in lieu of publication with the minutes. This information shall be furnished within two (2) weeks of the meeting, to be published in a newspaper designated as a newspaper for official publication.

 

Minutes waiting approval at the next board meeting will be available for inspection central administration office after the board secretary transcribes the notes into typewritten material which has been proofread for errors and retyped.

 

Legal Reference:                  Iowa Code §§ 21; 22; 279.8, .35, .36; 291.6, .7; 618.3 (2013).

                                          281 IAC 12.3(1).

                                          1982 Op. Att’y Gen. 215.

                                          1974 Op. Att’y Gen. 403.

                                          1952 Op. Att’y Gen. 133.

 

Approved   12/20/90       Reviewed 06/19/2017       Revised 06/19/2017       

218.1 Board Meeting Minutes

Since the official minutes of the board are the only basic legal record, it is important that they be recorded with extreme care and completeness. The board secretary shall follow the following guidelines in writing board minutes:

 

With respect to content, the minutes should show the following:

  1. The place, date, and time of each meeting.
  2. The type of meeting--regular, special emergency, work session.
  3. Members present and members absent, by name.
  4. The call to order and adjournment.
  5. The departure of members by name before adjournment.
  6. The late arrival of members, by name.
  7. Approval, or amendment and approval, of the minutes of the preceding meeting.
  8. Complete information as to each subject of the board’s deliberation and the action taken.
  9. The maker and seconder of the motion, what action was taken, and the vote on the motion detailed enough to attribute a vote to each member present.
  10. Complete text of all board resolutions, numbered consecutively for each fiscal year.
  11. A record of all contracts entered into, with the contract documents kept in a separate file.
  12. A record of all change orders on construction contracts.
  13. All employment changes, including resignations or terminations.
  14. A record, by number, of the bills of account approved by the board for payment.
  15. A record of all calls for bids, bids received, and action taken thereon.
  16. Approval of all transfers of funds from one budgetary fund to another.
  17. Important documents forming a part of a motion should be made a part of the minutes by exhibit and placed in the minute book along with the minutes.
  18. Board policy and administrative guides should be made a part of the minutes by exhibit.
  19. Adoption of textbooks and establishment of bus routes by the board for the school year as well as the school calendar should become a part of the minutes.
  20. Approval or disapproval of open enrollment requests with justification for disapproval or approval after the deadline.
  21. A record of all delegations appearing before the board and record of all petitions.
  22. At the annual meeting each year the record should indicate that the books of the treasurer and secretary and the Certified Annual Report have been examined and approved subject to audit.
  23. The election or appointment of board officers.
  24. The appointment of auditors to examine the books.

 

At the annual or organizational meeting in odd-numbered years, the minutes should reflect the following:

  1. Appointment of a temporary chairperson if not specified in policy.
  2. Oath of office administered to newly elected board members.
  3. Nominations taken for the office of president and vice president.
  4. Election of the president and vice president, the votes and the oath of office administered to the president and vice president.
  5. The resolution to pay bills when the board is not in session.
  6. A resolution to automatically disburse payroll along with a roster of all employees under contract.
  7. A resolution naming depositories along with the maximum deposit for each depository.
  8. Resolution authorizing the use of a check protector and signer and the proper control of the signer.
  9. Motion designating a member or a committee to examine the bills of account for a designated period of time on a rotation basis if desired for the balance of the school year.
  10. Voting rotation when a roll call vote is used if so desired by the board.

 

Approved   01/20/97       Reviewed 06/19/2017       Revised 06/19/2017       

219 Board of Directors Member Services

219.1 Association Membership

Participation in board member associations are beneficial the board. The board may maintain an active membership in the Iowa Association of School Boards and in organizations the board determines will be of benefit to the board and the school district.

 

Legal Reference:                    Iowa Code §§ 279.38 (2013)

 

Approved   12/20/90       Reviewed 06/19/2017       Revised 06/19/2017       

219.2 Board of Directors Member Development and Training

The board may participate in conferences sponsored by educational associations and agencies in addition to its own in-service programs and work sessions.

 

The board shall work closely with the Iowa Association of School Boards’ Academy of Board Learning Experiences and encourage the board members to participate in conferences to achieve the Better Boardsmanship Award.

 

Legal Reference:                    Iowa Code §§ 279.8, .38 (2013).

 

Approved   12/20/90       Reviewed 06/19/2017       Revised 06/19/2017       

219.3 Board of Directors Member Compensation and Reimbursement

As an elected public official, the board member is a public servant who serves without compensation. Board members shall be reimbursed for actual and necessary expenses incurred in the performance of their official duties.

 

Prior to reimbursement of actual and necessary expenses, the board member must submit a detailed receipt indicating the date, purpose and nature of the expense for each claim item. A credit card receipt is generally not considered a detailed receipt. Failure to provide a detailed receipt shall make the expense non-reimbursable. Personal expenses shall be reimbursed by the board member to the school district no later than ten (10) working days following the date of the expense. In exceptional circumstances, the board may allow a claim without proper receipt. Written documentation explaining the exceptional circumstances shall be maintained as part of the school district’ record of the claim.

 

It shall be the responsibility of the board secretary to compile the expenses of board members. The board treasurer shall bring them to the board for audit and approval in the same manner as other claims of the school district. It shall be the responsibility of the board to determine through the audit and approval process of the board whether the expenses incurred by a board member are actual and necessary expenses incurred in the performance of their official duties.

 

Legal Reference:                    Iowa Code §§ 68B; 277.27; 279.7A, .8, .32 (2013).

 

Approved 12/20/90       Reviewed 06/19/2017       Revised 06/19/2017       

219.4 New Board of Directors Member Orientation

To acquaint new board members with the duties and role of the board of directors, each new board member shall meet with the superintendent and the board secretary to become familiar with the responsibilities and the role of being a board of directors’ member for the school district.

 

It shall be the responsibility of the superintendent to ensure that new board members have an opportunity to attend an orientation conference and meet the superintendent. It shall also be the responsibility of the superintendent to ensure that each new board member has necessary documents and board materials.

 

Legal Reference:                    Iowa Code §§ 279.8

 

Approved   12/20/90       Reviewed 06/19/2017       Revised 01/20/2011  

219.5 Activity Passes for Board Members

In recognition of the great amount of time, energy and talent, as well as the interest, of board members in the school district, past and present board members and their spouses shall receive lifetime activity passes to school-sponsored activities.

 

It shall be the responsibility of the superintendent to ensure board members and their spouses receive activity passes.

 

Legal Reference:                    

Iowa Code §§ 273.1, 279.8.

 

Approved   12/20/90       Reviewed 06/19/2017       Revised            

220 School Visitation by Board of Directors

Board of Directors members are always welcome to visit the school building to observe the operations of the school district. Board of Directors members shall notify the administrative office when they are in the building to visit or for board-related business.

 

It shall be the responsibility of each board member to check in with the administrative office when they are in the building for board-related business.

 

Legal Reference:                    

Iowa Code §§ 279.8

 

Approved   12/20/90       Reviewed   06/19/2017       Revised 01/20/97   

221 Gifts to Board of Directors

Board members may receive a gift on behalf of the school district. Board members shall not, either directly or indirectly, solicit, accept or receive a gift, series of gifts or an honorarium unless the donor does not meet the definition of “restricted donor” stated below or the gift or honorarium does not meet the definition of gift or honorarium stated below.

 

A “restricted donor” is defined as a person or other entity which:

  • Is seeking to be or is a party to any one or any combination of sales, purchases, leases or contracts to, from or with the school district;
  • Will be directly and substantially affected financially by the performance or nonperformance of the board member’s official duty in a way that is greater than the effect on the public generally or on a substantial class of persons to which the person belongs as a member of a profession, occupation, industry or region; or
  • Is a lobbyist or a client of a lobbyist with respect to matters within the school district’s jurisdiction.

 

A “gift” is the giving of anything of value in return for which something of equal or greater value is not given or received.  However, “gift” does not include any of the following:

  • Contributions to a candidate or a candidate’s committee;
  • Information material relevant to a board member’s official function, such as books, pamphlets, reports, documents, periodicals or other information that is recorded in a written, audio or visual format;
  • Anything received from a person related within the fourth degree by kinship or marriage, unless the donor is acting as an agent or intermediary for another person not so related;
  • An inheritance;
  • Anything available or distributed to the general public free of charge without regard to the official status of the board recipient;
  • Items received from a charitable, professional, educational or business organization to which the board member belongs as a dues paying member if the items are given to all members of the organization without regard to an individual member’s status or positions held outside of the organization and if the dues paid are not inconsequential when compared to the items received;
  • Actual expenses of a board member for food, beverages, travel and lodging for a meeting, which is given in return for participation in a panel or speaking engagement at the meeting when the expenses relate directly to the day or days on which the board member has participation or presentation responsibilities;
  • Plaques or items of negligible resale value given as recognition for public service;
  • Nonmonetary items with a value of less than three dollars that are received from any one donor during one calendar day;
  • Items or services solicited or given to a state, national or regional organization in which the state of Iowa or a school district is a member for purposes of a business or educational conference, seminar or other meeting or solicited by or given to state, national or regional government organizations whose memberships and officers are primarily composed of state or local government officials or employees for purposes of a business or educational conference, seminar or other meeting;
  • Items or services received by members or representatives of members as part of a regularly scheduled event that is part of a business or educational conference, seminar or other meeting that is sponsored and directed by any state, national or regional government organization in which the state of Iowa or a political subdivision of the state of Iowa is a member or received at such an event by members or representatives of members of state, national or regional government organizations whose memberships and officers are primarily composed of state or local government officials or employees;
  • Funeral flowers or memorials to a church or nonprofit organization;
  • Gifts which are given to a public official for the public official’s wedding or twenty-fifth or fiftieth wedding anniversary;
  • Payment of salary or expenses by a board member’s employer or the firm in which the board member is a member for the cost of attending a meeting of a subunit of an agency when the board member whose expenses are being paid serves on a board, commission, committee, council or other subunit of the agency and the board member is not entitled to receive compensation or reimbursement of expenses from the school district;
  • Gift other than food, beverages, travel and lodging received by a board member which are received from a person who is a citizen of a country other than the United States and is given during a ceremonial presentation or as a result of a custom of the other country and is of personal value only to the board member; or
  • Actual registration costs for informational meetings or sessions which assist a public official or public employee in the performance of the person’s official functions.  The costs of food, drink, lodging and travel are not “registration costs” under this paragraph.  Meetings or sessions which a public official or public employee attends for personal or professional licensing purposes are not “informational meetings or sessions which assist a public official or public employee in the performance of the person’s official functions” under this paragraph.

 

An “honorarium” is anything of value that is accepted by, or on behalf of, a board member as consideration for an appearance, speech or article.  An honorarium does not include any of the following:

  • Actual expenses of a board member for registration, food, beverages, travel or lodging for a meeting, which is given in return for participation in a panel or speaking engagement at a meeting when the expenses relate directly to the day or days on which the board member has participation or presentation responsibilities;
  • A nonmonetary gift or series of nonmonetary gifts donated within thirty days to a public body, an educational or charitable organization or the department of general services; or
  • A payment made to a board member for services rendered as part of a private business, trade or profession in which the board member is engaged if the payment is commensurate with the actual services rendered and is not being made because of the person’s status as a board member but, rather, because of some special expertise or other qualification.

 

It shall be the responsibility of each board member to know when it is appropriate to accept or reject gifts or honorariums.

 

Legal Reference:                    

Iowa Code ch. 68B.

1972 Op. Att’y Gen. 276.

1970 Op. Att’y Gen. 319.

 

Approved   12/20/90       Reviewed  06/19/2017      Revised 01/20/97   

300 Administration

300 Role of School District Administration

In this series of the board policy manual, the board shall define the role and the employment of school district administrators. Policies relating to leaves and benefits for the administration are included in the certified personnel section of Series 400, “Personnel.”
 
School district administrators have been given a great opportunity and a great responsibility to manage the school district, to provide the educational leadership, and to implement the educational philosophy of the school district. They are responsible for the day-to-day operations of the school district. In carrying out these operations, the administration is guided by the board policies, the law, the needs of the students, and the wishes of the people in the school district community.
 
It shall be the responsibility of the administration to

  • Create and maintain an environment conducive to learning and personal growth and development;
  • Design, develop, and implement effective educational programs and ancillary programs (fine arts, sports, etc.);
  • Implement and enforce the policies of the board;
  • Oversee school district personnel;
  • Monitor educational issues confronting the school district;
  • Inform the board about school district operations.

 
While the board holds the superintendent ultimately responsible for these duties, the principals are more directly responsible for educational results and for the administration of the school facilities and for the employees.
 
The board and the administration shall work together to share information and decisions under the management team concept.
 
 
Approved   12/20/90       Reviewed 11/17/2014       Revised   11/17/2014  

301 Administrative Structure

301.1 Management

The board and the administrators shall work together in making decisions and setting goals for the school district. This effort is designed to obtain, share and use information to prevent issues, solve problems, make decisions, and formulate school district policies and regulations.
 
It shall be the responsibility of each administrator to fully participate in the management of the school district by investigating, analyzing, and expressing their views on issues. Those board members or administrators with special expertise or knowledge of an issue may be called upon to leverage their expertise and knowledge. Each board member and administrator shall support the decisions reached on the issues confronting the school district.
 
The board shall be responsible for making the final decision in matters pertaining to the school district.
 
It shall be the responsibility of the superintendent to coordinate cooperative decision-making.
 
 
Legal Reference:               Iowa Code §§ 279.8
 
Approved   12/20/90       Reviewed 11/17/2014       Revised 11/17/2014  

301.2 Management Team

The board of directors considers all those who have an effective role in the recruitment or release of employees to be part of the management team. The management team shall be headed by the superintendent, who shall convene meetings to discuss district policies, administrative procedures and other such business as shall be brought to the superintendent’s attention or which is deemed appropriate.
 
The management team will meet with the board upon the board’s request or superintendent’s recommendation to review overall operations of the district and conditions affecting the management team.
 
Legal Reference: Iowa Code §§ 279.8.
281 I.A.C. 12.3(3).
 
Approved   12/20/90       Reviewed 01/19/2015       Revised 01/19/2015  

302 Administrative Relationships

Administration and Board of Directors
The superintendent, as the executive officer of the board of directors, shall work closely with the board members, particularly the board president, to keep the board informed about school district operations. The board shall maintain contact with other administrators through the superintendent.
 
The administrators and other administrative personnel shall work with the board of directors through its executive officer, the superintendent. The administration, in working with the board of directors, shall assist the board by gathering information, as requested by the board, informing the board about school district operations, implementing board policy and making recommendations.
 
The superintendent, unless excused by the board president, and the principals, unless excused by the superintendent, shall attend each board meeting.
 
Legal Reference: Iowa Code §§ 279.8, .20, .21, .23, .24.
                                 281 I.A.C. 12.4(4).
 
Administration and District Personnel
As managers of the school district, the administration team shall recommend for employment school district personnel, supervise, and evaluate their performance. Complaints or request by district personnel shall first be reported to their direct supervisor for resolution. It shall be the responsibility of the administration to resolve complaints and handle requests.
 
It shall be the responsibility of the administration to foster a positive attitude and to promote a cooperative effort among school district personnel. It shall also be the responsibility of the administration to prevent misunderstandings within the school district and the community about board policy. It shall be the responsibility of each administrator to provide leadership to the personnel, and it shall be the responsibility of each district employee to work cooperatively with the administration to accomplish the educational philosophy of the school district.
 
Legal Reference: Iowa Code §§ 279.8, .20, .21, .23, .24.
                                 281 I.A.C. 12.4.
 
Administration and Adjoining District Administration
Efficiency and economics may be achieved by working with neighboring school districts in the offering of educational programs or in-service and the sharing of personnel.
 
The administration shall consider and explore opportunities to work with the adjoining school district to expand the opportunities for the students and personnel in the school district if so directed by the board of directors.
 
Legal Reference: Iowa Code §§ 28E; 279.8; 280.15
 
Administration and Area Education Agency
The administration shall utilize the resources of the Heartland Area Education Agency (AEA) on a selective basis, choosing to participate in high quality programs which specifically meet the needs of the school district. This includes utilizing educational materials and staff resources.
 
The administration may also utilize the AEA to facilitate regional programming and cooperation as well as to purchase supplies.
 
It shall be the responsibility of the superintendent to coordinate activities with the AEA.
 
Legal Reference: Iowa Code §§ 28E; 273.1; 279.8.
 
 
Approved   11/17/2014           Reviewed                    Revised            

303 Administrative Positions

The superintendent, the building principals, and other administrators, for purposes of this board policy series (series 300), may be referred to collectively as “administrators”.
 
Superintendent of the School District
The board shall employ a superintendent to serve as the executive officer of the board of directors, to conduct the daily operations of the school district, and to implement board policy with the power and duties prescribed by the board and the law.
 
Other Administrators of the School District
The board shall employ building principals and other administrators, in addition to the superintendent, to assist in the daily operations of the school district.
 
Legal Reference: Iowa Code §§ 279.8, .20, .21, .23.
                                 281 I.A.C. 12.4.
 
Approved 11/17/2014         Reviewed                                  Revised                     

304 Administration

304.1 Administration Qualifications, Recruitment, Appointment

The board shall only consider applicants that meet or exceed the standards set by the State Department of Education and the qualifications established in the job description and/or set by the board for the position. In employing administrators, the board shall consider the qualifications, credentials, and records of the applicants without regard to race, color, national origin, sex, disability, age, religion, creed, marital status, sexual orientation, gender identity, or genetic information. In keeping with the law, however, the board will consider the veteran status of the applicants. The board will look closely at the training, experience, skill and demonstrated competence of all qualified applicants in making its final decision.
 
Also as part of choosing an administrator, the board shall consider the school district’s educational philosophy, budget, organizational structure, educational programs, certified staff, and any factors about the school district deemed relevant by the board.
 
The board may contract for assistance in the search for administrators.
 
It shall be the responsibility of the superintendent to make a recommendation to the board for filling an administrative position, based on the requirements stated in this policy. The board shall act on the superintendent’s recommendation.
 
Legal Reference: 29 U.S.C. §§ 621-634 (1988).
                                 42 U.S.C. §§ 2000e et seq. (1988).
                                 Iowa Code §§ 21.5 (1)(i); 35C; 216; 279.8, .20, .21
                                 281 I.A.C. 12.4(4).
                                 1980 Op. Att’y Gen. 367.
 
Approved 11/17/2014         Reviewed                                  Revised                     

304.2 Administrative Contract and Contract Non-Renewal

The length of the contract for employment between an administrator and the board shall be determined by the board. The contract shall state the terms of the employment.
 
The first two (2) years of a contract issued to a newly employed administrator shall be considered a probationary period. The board may waive this period or extend it for an additional year upon the consent of the administrator. In the event of termination of a probationary or non-probationary contract, the board shall afford the administrator appropriate due process, including notice by May 15. The administrator and board may mutually agree to terminate the administrator’s contract at any time.
 
Administrators, who wish to resign, to be released from a contract, or to retire, must comply with board policies regarding the areas of resignation, release or retirement.
 
Superintendent
It shall be the responsibility of the board to provide the contract for the position of superintendent. The board of directors may employ a superintendent for a term of not to exceed three (3) years.
 
If a superintendent’s contract is not being renewed by the board, the contract will be extended automatically for one year unless both parties mutually agree otherwise or the superintendent is terminated.
 
As a further condition of the contract, the district shall defend, hold harmless and indemnify the superintendent from any and all demands, claims, suits, actions, and legal proceedings brought against the superintendent in the superintendent’s individual capacity or in the superintendent’s official capacity as agent and employee of the district providing the incident arose while the superintendent was acting within the scope of employment. If, in the good faith opinion of the superintendent, a conflict exists as regards the defense to such claim between the legal position of the superintendent and the legal position of the district, the superintendent may engage counsel, in which event the district shall indemnify the superintendent for the costs of legal defense.
 
Other Administrators
It shall be the responsibility of the superintendent to create a contract for each administrative position. An administrator may be employed for a term of not to exceed two (2) years after serving a minimum of nine (9) months.
 
An administrator’s contract will be extended automatically for one (1) year unless the contract is renewed by the board and both parties mutually agree to a modification or the administrator is terminated.
 
 
Legal Reference: Iowa Code §§ 279.20-.25.; 281 I.A.C. 12.4(4), .4(7).
 
Approved 12/15/2014         Reviewed                                  Revised                     

304.3 Administrative Salary and Other Compensation

The board has complete discretion to set the salary of the administrators. The board shall set the salary and fringe benefits at a level mutually agreeable to both the board and the administrator.
 
It shall be the responsibility of the board to set the salary of the administrators at a level that will include consideration of, but not be limited to, the economic condition of the school district and the training, experience, skill, and demonstrated competence of the administrators. The salary shall be agreed upon at the beginning of each contract period.
 
Superintendent
In addition to the salary and benefits, the superintendent’s actual and necessary expenses may be paid by the district when the superintendent is performing work-related duties. The board may approve the payment of other benefits or items of a superintendent’s contract.
 
Other Administrators
In addition to the salary and benefits agreed upon, the administrator’s actual and necessary expenses will be paid by the school district when the administrator is performing school business. Such expenses will be determined by the terms and conditions of the individual administrator’s contract.
 
 
Legal Reference: Iowa Code §§ 279.8, .20, .21
 
Approved 11/17/2014         Reviewed                                  Revised                     

304.4 Administrative Duties

Superintendent
The superintendent shall be responsible for the implementation and execution of board policy and the observance of board policy by school district personnel and students. The superintendent shall be responsible for overall supervision and discipline of school district personnel and for the curriculum offered in the school district.
                                                                 
In executing the above-stated duties and others the board shall delegate, the superintendent shall consider the economics as well as the needs of the students of the school district.  Specifically:

  • The superintendent shall serve as executive officer of the board of directors and shall have such powers and duties as may be prescribed by the board. The superintendent shall be charged with the responsibility of implementing the policies of the board and is responsible for carrying out all policies, rules and regulations established by the board. In matters not specifically covered by the board policies, the superintendent is to take appropriate action and report the same to the board not later than the next regular board meeting;
  • The superintendent shall prepare the agenda for board meetings, after consultation with the board president, shall attend all meetings of the board and may participate in all deliberations except when his/her contract is being considered but shall not vote;
  • The superintendent shall administer the schools in conformity with the adopted policies of the board and the rules and regulations of the State Department of Education and in accordance with the law;
  • The superintendent shall be responsible for the supervision of all employees of the district. All individuals employed by the school district are responsible either directly or indirectly to the superintendent of schools;
  • The superintendent, with the staff, shall provide a continuous appraisal of all policies originating from the board of directors and shall recommend changes, additions, or deletions of the same;
  • The superintendent shall make verbal or written reports to the board whenever requested to do so. It is the responsibility of the superintendent to keep the school board informed on all vital matters pertaining to the school system;
  • The superintendent shall examine the records and credentials of all applicants for positions as teachers, principals, or other personnel and shall make recommendations to the board in regard to hiring. The board has the authority to approve or not approve specific candidates recommended for hiring;
  • With approval of the board, the superintendent shall assign all principals, teachers, and other district personnel to their positions in the schools and make such transfers or other changes as may be necessary;
  • The superintendent shall be responsible for the curriculum and course of study being taught in the district. The superintendent may delegate curriculum duties to another member of the administrative team. The superintendent provides professional leadership for the educational program of the schools and is responsible for the development of a system for regularly reporting to the board on all aspects of that program;
  • The superintendent shall direct the formulation and revision of salary schedules within the financial resources of the community and make such recommendations to the board;
  • The superintendent is responsible for preparing and submitting to the board a preliminary budget;
  • The superintendent shall give special attention to the discipline and methods of instruction followed in the schools and shall aid principals and teachers by advice and suggestions. To these ends, the superintendent shall personally supervise the school as often as possible and note means by which the efficiency of the school can be improved;
  • The superintendent has the authority to prepare such regulations and give such instruction to school employees as may be necessary to make the policies of the board effective. The superintendent may delegate responsibilities and assign duties. Such delegation and assignment does not relieve the superintendent of final responsibility for actions of subordinates;
  • The superintendent formulates and recommends personnel policies necessary for efficient functioning of the school staff. The policies approved by the board should be included in the written rules and regulations;
  • The superintendent is responsible for the development of a program of maintenance and improvement or expansion of buildings and site facilities. This includes recommendation for employment and supervision of all building custodians;
  • The superintendent shall represent the district as its chief executive officer in dealings with other school systems, social institutions, business firms, agencies of government, and the general public;
  • The superintendent shall keep the public informed about modern educational practices and trends, and inform the public of the practices, problems, and challenges of the school district; 
  • The superintendent shall be responsible for disposing of used and old equipment; and
  • The superintendent shall accept gifts on behalf of the school which are in compliance with board policy.

 
This list of duties shall not act to limit the board authority and responsibility of the office of the superintendent. In executing these and other duties the board may delegate, the superintendent shall consider the economics, as well as the needs, of the students in the school district.
 
Other Administrators
Each attendance center shall have a building principal responsible for the administration and operation of the attendance center. Each building principal, as chief administrator of the assigned attendance center, shall be responsible for

  • Educational program(s) of the attendance center;
  • Pupils and school district personnel assigned to the attendance center;
  • School activities at the attendance center;
  • Building and ground;
  • The budget for the attendance center. 

 
The principal shall be considered the professional adviser to the superintendent in matters pertaining to the principal’s school. Other duties of the principal shall include, but not be limited to the following:

  • The principal shall serve under the direction of the superintendent and shall cooperate in the general organization and plan of procedure in the school under supervision;
  • Principals are responsible for leading and coordinating actions to resolve below-target academic performance of each and every student of their attendance center.
  • Principals shall have, under the direction of the superintendent, immediate supervision of the teachers in the principals’ respective schools or areas;
  • Principals shall keep all necessary records needed in fulfilling their duties and responsibilities;
  • Although the hiring approval of teachers is made by the board upon recommendation of the superintendent, the principal should be consulted in the rating, recommending, and selection of teachers whenever possible.
  • The principals and superintendent shall cooperate in determining courses to be offered and in arranging the schedules. As much of the schedule as possible should be made before school closes for summer vacation. In the matter of courses offered, the final approval rests with the superintendent who is in turn responsible to the board;
  • Principals shall see that proper care is taken of all school books, supplies, materials, equipment and furniture. Any cases of intentional abuse or misuse shall be appropriately addressed and resolved immediately;
  • Principals, in collaboration with their teachers, are responsible for a complete annual inventory of all school property contained in their individual rooms, building(s), and property of their attendance center. This inventory shall be filed with the superintendent.
  • Principals shall promptly investigate excessive cases of absence or tardiness of pupils and notify the parents or guardians in every case of unexcused absences or tardiness. All such cases shall be immediately report to the superintendent;
  • Principals shall make such reports from time to time as the superintendent may require;
  • Principals shall maintain the regular schedule of school hours established by the board and shall make no temporary changes in the schedule without the consent of the superintendent;
  • Principals shall be responsible for a system of accounting for all money belonging to the school in accordance with regulations for the administrative office;
  • Principals shall establish guides for proper student conduct and maintain student discipline. This shall include responsibility for suspension of students, if needed, and in compliance with applicable board policy;
  • Principals shall cooperate with colleges and university officials regarding assignment of student teachers;
  • Principals shall promptly notify the superintendent whenever ventilation, sanitation or heating of the building is unsatisfactory;
  • Principals shall be called upon to contribute to the general policies and procedures of the school;
  • Principals shall perform such other duties as may be assigned by the superintendent of schools.

 
 
Legal Reference: Iowa Code §§ 279.8, .20, .21
                                 281 I.A.C. 12.4(4) - .4(7).
 
Approved 11/17/2014             Reviewed                                Revised                   

304.5 Administrative Evaluation

Superintendent
The board will conduct an ongoing evaluation of the superintendent’s skills, abilities, and competence. The board will evaluate the performance of the superintendent, providing feedback and direction related to demonstrated skills, abilities, competence, and continuing professional growth. At a minimum, the board will formally evaluate the superintendent on an annual basis.
 
The process of evaluating the superintendent is an important tool in the improvement effort of the district. The process is designed to define the board’s expectations, enhance communication and a positive working relationship between the board and superintendent, clarify and prioritize district goals, and encourage the superintendent to focus attention on the critical responsibility of improving achievement for all students. The purpose of the evaluation system is professional growth, performance improvement and accountability to ensure that our district and our schools have the strongest leadership possible.
 
The evaluation will include an assessment of the superintendent’s competence in meeting the Iowa Standards for School Administrators and goals of the superintendent’s individual professional development plan and job targets. Iowa Standards for school Administrators specify that administrators, including the superintendent, are expected to perform as educational leaders who promote the success of all students by engaging in the following conduct:

  1. Facilitating the development, articulation, implementation and stewardship of a visual learning that is shared and supported by the school community;
  2. Advocating, nurturing and sustaining a school culture and instructional program conducive to student learning and staff professional development;
  3. Ensuring management of the organization, operations and resources for a safe, efficient, and effective learning environment;
  4. Collaborating with families and community members, responding to diverse community interests and needs and mobilizing community resources;
  5. Acting with integrity, fairness and in an ethical manner;
  6. Understanding the profile of the community, and responding to and influencing the larger political, social, economic, legal and cultural context.

 
The evaluation process will also include an opportunity for the superintendent to conduct a self-evaluation. This self-evaluation will occur prior to the superintendent reviewing and discussing the board’s evaluation.
 
The evaluation process will also include an opportunity for the superintendent and the board to discuss the board’s review, including the written criteria; the superintendent’s self-evaluations; review feedback from staff, students, and parents as appropriate; analyze the performance of the superintendent over the past year; and finalize the professional growth plan and job targets established by the superintendent for the next year.
 
The evaluation instrument will be in writing, signed by both the superintendent and the board president, and filed in the superintendent’s personnel file. It is the responsibility of the board president to ensure that the formal evaluation of the superintendent is concluded prior to May 15 annually.
 
 
Other Administrators
The superintendent will conduct an ongoing evaluation of each administrator’s skills, abilities, and competence. The superintendent will evaluate the performance of the administrator, providing feedback and direction related to demonstrated skills, abilities, competence, and continuing professional growth. At a minimum, the superintendent will formally evaluate the administrator on an annual basis.
 
The evaluation will include an assessment of the administrator’s competence in meeting the Iowa Standards for School Administrators and goals of the administrator’s individual professional development plan and job targets. Iowa Standards for School Administrators specify that administrators are expected to perform as educational leaders who promote the success of all students by engaging in the following conduct:

  1. Facilitating the development, articulation, implementation and stewardship of a visual learning that is shared and supported by the school community;
  2. Advocating, nurturing and sustaining a school culture and instructional program conducive to student learning and staff professional development;
  3. Ensuring management of the organization, operations and resources for a safe, efficient, and effective learning environment;
  4. Collaborating with families and community members, responding to diverse community interests and needs and mobilizing community resources;
  5. Acting with integrity, fairness and in an ethical manner;
  6. Understanding the profile of the community, and responding to and influencing the larger political, social, economic, legal and cultural context.

 
The evaluation instrument will be in writing, signed by both the administrator and the superintendent, and filed in the administrator’s personnel file. It is the responsibility of the superintendent to ensure that the formal evaluation of the administrator is concluded prior to May 15 annually.
 
 
Legal Reference: Iowa Code §§ 279.8, .20-.23A
                                 281 I.A.C. 12.3(4)
 
Approved 11/17/2014         Reviewed                                  Revised                     

304.6 Administrative Professional Development

The board encourages the administrators to continue their professional growth by becoming involved in professional organizations, attending conference, continuing their education, and participating in other professional activities.
 
It shall be the responsibility of the administrators to arrange their schedules in order to attend various conferences and events.
 
Superintendent
If a conference or event requires the superintendent to be absent from the office for more than three days, requires overnight traveling, or involves unusual expense, the superintendent shall bring it to the attention of the board president prior to attending the event.
 
The superintendent shall report to the board about each event attended.
 
Other Administrators
Prior to attendance at an event, the administrator must have received approval from the superintendent. In the case where overnight traveling or unusual expense in involved, the superintendent shall bring it to the attention of the board prior to the administrator attending the event.
 
The administrator shall report to the superintendent about each event attended.
 
 
Legal Reference: Iowa Code §§ 279.8
                                 281 I.A.C. 12.7
 
Approved 11/17/2014      Reviewed   _______       Revised   _______       

304.7 Administrative Civic Activities

The board encourages the administrators to be involved in the school district community by belonging to community organizations and by attending and participating in community activities.
 
It shall be within the discretion of the board to pay annual fees for involvement in any community organization.
 
 
Legal Reference: Iowa Code §§ 279.8
 
Approved 11/17/2014     Reviewed                  Revised            

304.8 Administrative Consulting/Outside Employment

An administrative position is considered full-time employment. The board expects administrators to give the responsibilities of their positions in the school district precedence over other employment. An administrator may accept consulting or outside employment for pay as long as, in the judgment of the board (and the superintendent in the case of other administrators), the work is conducted on the administrator’s personal time, it does not interfere with the performance of the administrative duties contracted by the board, and does not present a conflict of interest.
 
The board reserves the right, however, to request the administrator cease the outside employment as a condition of continued employment. The board shall give the administrator thirty (30) days’ notice to cease outside employment.
 
 
Legal Reference: Iowa Code §§ 279.8, .20, .21
 
Approved 11/17/2014     Reviewed                  Revised                    

305 Reduction in Administrative Personnel

The board shall have the discretion to determine the appropriate number of administrative personnel.
 
When considering a reduction in administrative personnel, the board shall consider the number of students to be enrolled, the condition of the facilities, the economic condition of the school district, the reassignment of duties among other administrative personnel, and other factors deemed relevant by the board.
 
The board shall consider the relative skills, ability, competence, experience, effectiveness, and qualifications of the administrators to do the necessary and valuable work, as well as other factors deemed relevant by the board in making reductions of administrative personnel.
 
 
Legal Reference: Iowa Code §§ 279.8, .21, .24.
 
Approved   12/20/90       Reviewed 11/17/2014       Revised  11/17/2014 

307 Administrative Code of Ethics

Administrators, as part of the educational leadership in the school district community, represent the views of the school district. Their actions, verbal and nonverbal, reflect the attitude and the beliefs of the school district. Therefore, administrators shall conduct themselves professionally and in a manner fitting to their position at all times.
 
Each administrator shall follow the code of ethics stated in this policy. Failure to act in accordance with this code of ethics or in a professional manner, in the judgment of the board, shall be grounds for discipline and, possibly, for dismissal.
 
The professional school administrator:

  1. Upholds constantly the honor and dignity of the profession in actions and relations with pupils, colleagues, school board members and the public;
  2. Obeys local, state and national laws; holds to high ethical and moral standards; and gives loyalty to this country and to the cause of democracy and liberty;
  3. Accepts the responsibility to master and to contribute to the growing body of specialized knowledge, concepts, and skills which characterize school administration as a profession;
  4. Strives to provide the finest possible educational experiences and opportunities to the members of the school district community.
  5. Seeks to preserve and enhance the prestige and status of the profession when applying for a position or entering into contractual agreements;
  6. Carries out in good faith the policies duly adopted by the school board, the regulations of Federal and state authorities, and renders professional service;
  7. Disallows consideration of private gain or personal economic interest to affect the discharge of professional responsibilities.
  8. Recognizes the public schools are the public’s business and seeks to keep the public informed about their schools; and
  9. Supports and practices the administrative team concept.

 
 
Legal Reference: Iowa Code §§ 273.1; 279.8
 
Approved   12/20/90       Reviewed 11/17/2014       Revised 11/17/2014

308 Succession of Authority to the Superintendent

In the absence of the superintendent, it shall be the responsibility of the other administrators to assume the superintendent’s duties. The succession of authority to the superintendent shall be decided by the board in its discretion. In making such decision the board shall consider the individual circumstances of the given situation and shall act in the best interest of the educational program and efficient administration of the district.
 
If the absence of the superintendent is temporary, the successor shall assume only those duties and responsibilities of the superintendent that require immediate action. If the absence of the superintendent will be for an extended period of time, as determined by the board, the board shall appoint an acting superintendent to immediately assume the responsibilities of the superintendent.
 
It shall be the responsibility of the superintendent to inform the successor of the superintendent’s absence, if possible. If the superintendent is unable to inform the successor, it shall be the responsibility of the successor to assume the superintendent’s duties, in accordance with this policy statement, when the successor learns of the absence and its length.
 
References to “superintendent” in this policy manual shall mean the “superintendent or the superintendent’s designee” unless otherwise stated in the board policy.
 
 
Legal Reference: Iowa Code §§ 279.8
                         281 I.A.C. 12.4(4)
 
Approved   12/20/90       Reviewed 11/17/2014        Revised   11/17/2014  

309 Authority and Communication Channels

Questions and problems shall be resolved at the lowest organizational level nearest to the complaint. School district personnel shall be responsible to confer with their immediate supervisor on questions and problems for resolution. Students and other members of the district community shall confer with a member of certified personnel and then with the building principal on questions and problems for resolution.
 
If resolution is not possible by any of the above, individuals may bring it to the attention of the superintendent within ten (10) days of their discussion with the building principal. If the superintendent is the employee’s immediate supervisor or if there is no resolution or plan for resolution by the superintendent within fourteen (14) days of the individual’s discussion with the superintendent, the individual may ask to have the question or problem placed on the board agenda. The action of the board will be final.
 
It shall be the responsibility of the administrators to resolve questions and problems raised by the school district personnel and students they supervise and by other members of the district community.
 
 
Legal Reference: Iowa Code §§ 279.8
 
Approved   12/20/90       Reviewed 11/17/2014       Revised 11/17/2014         

400 Personnel

400 Role of and Guiding Principles for Personnel

This series of the board policy manual is devoted to the board’s goals and objectives for personnel in the performance and benefits of their job. School district personnel provide an important service for the children of the school district community. They may be teaching or assisting in the classroom, working in the office, maintaining the facilities, driving or repairing the school buses, or cooking lunches. Each school district employee plays a vital role in providing an equal opportunity for a quality education for students commensurate with their individual needs. While the teachers have the most direct impact on the formal instruction of students, all school district personnel have an impact on the school environment by their dedication to their work, their actions and their manners. As role models for the students, school district personnel shall strive to promote a cooperative, enthusiastic, and supportive learning environment for the students.

 

In striving to achieve a quality educational program, the board’s goal will be to obtain and retain qualified and effective school district personnel. The board shall have complete discretion to determine the number, the qualifications, and the duties of the positions and the school district’s standards of acceptable performance, in accordance with applicable law. It shall be the responsibility of the superintendent to make recommendations to the board in these areas prior to board action. The board recognizes its duty to bargain collectively with duly certified collective bargaining units. The board shall strive to fulfill this duty.

 

Board policies in this series relating to general personnel shall apply to school district personnel regardless of their position as a certified or classified employee. Board policies relating to certified personnel shall apply to positions that require a teaching or administrative certificate or other professional license, certificate, or endorsement, unless administrative positions are specifically excluded from the policy. Classified personnel policies included in this series shall apply to positions that do not require a teaching or administrative certificate or other professional license, certificate, or endorsement.

 

 

Approved 01/28/91             Reviewed 01/19/2015               Revised 01/19/2015 

.

 

401 General Personnel and Internal Relations

401.1 General Personnel Orientation

Employees must know their role and their duties as school district employees. School district personnel shall be required to participate in an orientation program for new employees. It shall be the responsibility of the direct supervisor to provide the new employee with a review of the employee’s responsibilities, duties and appropriate procedures. Payroll procedures and employee benefit programs will also be explained to the employee by the benefits administrator.
 
New employees will be required to assume the responsibilities of their position immediately.  Administration and the immediate supervisor shall be available to answer questions.
 
 
Legal Reference:                    Iowa Code §279.8
 
Approved   01/28/91               Reviewed 01/19/2015          Revised 01/19/2015

401.2 Equal Employment Opportunity

The PCM Community School District shall provide equal opportunity to employees and applicants for employment in accordance with applicable equal employment opportunity and affirmative action laws, directives and regulations of federal, state and local governing bodies.  Opportunity to all employees and applicants for employment includes hiring, placement, promotion, transfer or demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, and layoff or termination. The school district shall take affirmative action in major job categories where women, men, minorities and persons with disabilities are underrepresented. Employees will support and comply with the district’s established equal employment opportunity and affirmative action policies. Employees shall be given notice of this policy annually.
 
The board shall appoint an equal employment opportunity/affirmative action coordinator. The equal employment opportunity/affirmative action coordinator shall have the responsibility for drafting and implementing the equal employment opportunity and affirmative action plans. The equal employment opportunity and affirmative action plans shall be evaluated and updated by the board at least every two years.
 
Individuals who file an application with the school district will be given consideration for employment if they meet or exceed the qualifications set by the board, administration, Iowa Department of Education, and other relevant agencies for the position for which they apply.  In employing individuals, the board shall consider the qualifications, credentials, and records of the applicants without regard to race, color, national origin, sex, physical or mental disability, age, religion, creed, sexual orientation, gender identity, or genetic information, in accordance with applicable law. In keeping with the law, the board shall consider the veteran status of applicants.
 
Advertisements and notices for vacancies within the district shall contain the following statement: “The PCM Community School District is an equal employment opportunity/affirmative action employer.” The statement shall also appear on application forms.
 
Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, shall be directed to the Equal Employment Opportunity/Affirmative Action Coordinator, PCM Community School District, P.O. Box 610, Monroe, IA  50170; or by telephoning (641) 259-2316.
 
Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, may also be directed in writing to the Iowa Civil Rights Commission, Grimes State Office Building, 400 E. 14th St., Des Moines, IA 50319, 515-281-4121; the U.S. Equal Employment Opportunity Commission, Chicago District Office, 500 W. Madison St., Ste. 2000, Chicago, IL 60661, 1-800-669-4000; and/or the U.S. Department of Education Office for Civil Rights, Chicago Office, Citigroup Center, 500 W. Madison St., Ste. 1475, Chicago, IL 60661, 312-730-1560. This inquiry or complaint to the state or federal office may be done instead of, or in addition to, an inquiry or complaint at the local level.
 
 
Further information and copies of the procedures for filing a complaint are available in the school district’s central administrative office and the administrative office in each attendance center.
 
 
Legal Reference: 29 U.S.C. §§ 621-634.
29 U.S.C. § 206(d)
42 U.S.C. §§ 2000e et seq.
42 U.S.C. §§ 12101 et seq.
Iowa Code §§ 19B; 35C; 216; 279.8.
281 I.A.C. 95.
 
Approved   01/28/91       Reviewed 01/19/2015    Revised 01/19/2015

Uploaded Files: 

401.2R1 Affirmative Action Complaint Program

The school district has an established policy of equal employment opportunity with respect to race, religion, color, sex, sexual orientation, gender identity, creed, physical or mental disability, age and national origin. The district has an established policy of taking affirmative action in recruitment, appointment, assignment and advancement of underrepresented men and women, minorities and the disabled.
 
PCM’s administration is expected to know of and fully accept the equal employment opportunity and affirmative action policies and to make certain that no employee or applicant for employment shall suffer any form of discrimination because of race, religion, color, sex, age, sexual orientation, gender identity, creed, national origin or physical or mental disability. All applicable state and federal laws and regulations shall be followed.
 
In order to effectively communicate and interpret the district’s policies to all levels of the administration and to all other employees, community and educational agencies, and the public in general, the following will be undertaken:
 
A. Dissemination of Policy.

  1. Employees will be reminded annually of the district’s written statement of policy by:
    1. Description of policy by publication or reference in all issues or re-issues of personnel handbooks.
    2. Posting of the policy on the district’s website.
    3. Detailed discussions at administrative conferences and staff meetings where applicable.
  2. Employment advertisements will contain assurance of equal employment opportunity and affirmative action.
  3. All employment and recruiting sources where jobs are listed by the district will be reminded of our policy, both verbally and in writing.
  4. Notices informing employees and applications of their rights under federal and state civil rights laws will be posted on bulletin boards and in locations where applicants are interviewed.

B. Responsibility for Implementing the Equal Employment Opportunity/Affirmative Action Program. Responsibility is assigned to the Equal Employment Opportunity/Affirmative Action coordinator, who will render full assistance and support for those seeking help and assistance in implementing the equal employment opportunity program and taking affirmative action.
 
C. Recruiting. Additional emphasis will be given to seeking and encouraging applicants from minority groups, men's and women’s groups and the disabled where such applicants with the necessary qualifications or potentials are available.
 
D. Training.

  1. Periodic training regarding equal employment opportunity/affirmative action shall be provided to all staff who hire or supervise personnel.
  2. All training and in-service programs supported or sponsored by the district will continue to be equally open to all employees on the basis of qualifications.

E. Hiring, Placement, Transfer, Lay-Off and Recall. The district recognizes that to accomplish the long-range objectives of its equal employment opportunity policy, continued affirmative action steps must be taken to ensure that job opportunities of all kinds are called to the specific attention of members of minority groups, men, women, and the disabled and that qualified members of such groups should be offered positions on the same basis as all other applicants or employees. To assure achievement of the objectives, the district will periodically review its practices in hiring job applicants.
 
F. Compensation. All employees will receive compensation in accordance with the same standards. Opportunities for performing overtime work or otherwise earning increased compensation will be afforded to all qualified employees as determined by the school district, without discrimination based on race, religion, color, sex, age (except for students), sexual orientation, gender identity, creed, national origin, or physical or mental disability.
 
This Equal Employment Opportunity/Affirmative Action Program will be reviewed and updated biennially.
 
Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action, including but not limited to complaints of discrimination, shall be directed to the Equal Employment Opportunity/Affirmative Action Coordinator of the PCM Community School District, at P.O. Box 610, Monroe, IA 50170; (641) 259-2751. Inquiries or complaints may also be directed, in writing, to the Iowa Civil Rights Commission, Grimes State Office Building, 400 E. 14th St., Des Moines, IA 50319, 515-281-4121; the U.S. Equal Employment Opportunity Commission, Chicago District Office, 500 W. Madison St., Ste. 2000, Chicago, IL 60661, 1-800-669-4000; and/or the U.S. Department of Education Office for Civil Rights, Chicago Office, Citigroup Center, 500 W. Madison St., Ste. 1475, Chicago, IL 60661, 312-730-1560. Such inquiry or complaint to the state or federal office may be done instead of, or in addition to, an inquiry or complaint at the local level.
 
Further information and copies of the procedures for filing a complaint are available in the district’s central administrative office and the administrative office of each district attendance center.
 
 
Approved 01/28/91     Reviewed 01/19/2015    Revised 01/19/2015

401.3 Employee Conflict of Interest

Employees’ use of their position with the school district for financial gain shall be considered a conflict of interest with their position as employees and may subject employees to disciplinary action.
 
Employees have access to information and a captive audience that could award the employee personal or financial gain. No employee may solicit other employees or students for personal or financial gain to the employee without the approval of the superintendent. If the approval of the superintendent is given, the employee must conduct the solicitations within the conditions set by the superintendent. Further, the superintendent may, upon five days’ notice, require the employee to cease such solicitations as a condition of continued employment.
 
Employees shall not act as an agent or dealer for the sale of textbooks or other school supplies, including but not limited to sports apparel or equipment, in any transaction related to the school district. Employees shall not participate for personal financial remuneration in outside work or activities wherein their position on the staff is used to sell goods or services to students or to parents. Employees shall not engage in outside work or activities where the source of information concerning the customer, client or employer originates from information obtained because of the employee’s position in the school district.
 
It shall also be a conflict of interest for an employee to engage in any outside employment or activity which is in conflict with the employee’s official duties and responsibilities. In determining whether outside employment or activity of an employee creates a conflict of interest, situations in which an unacceptable conflict of interest shall be deemed to exist shall include, but not necessarily be limited to, any of the following:

  1. The outside employment or activity involves the use of the school district’s time, facilities, equipment or supplies or the use of the school district’s badge, uniform, business card or other evidences of office or employment to give the employee or member of the employee’s immediate family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public. For purposes of this section, a person is not “similarly situated” merely by being or being related to an employee of the school district.
  2. The outside employment or activity involves the receipt of, promise of, or acceptance of money or other consideration by the employee or a member of the employee’s immediate family from anyone other than the school district for the performance of any act that the employee would be required or expected to perform as part of the employee’s regular duties or during the hours during which the employee performs service or work for the school district.
  3. The outside employment or activity is subject to the official control, inspection, review, audit, or enforcement authority of the employee during the performance of the employee’s duties.

 
If the outside employment or activity is employment or activity in (1) or (2) above, the employee must immediately cease the employment or activity. If the outside activity or employment falls under (3), then the employee must, unless otherwise provided by law:

  • Cease the outside employment or activity; or
  • Publicly disclose the existence of the conflict and refrain from taking any official action or performing any official duty that would detrimentally affect or create a benefit for the outside employment or activity. "Official action" or "official duty" includes, but is not limited to, participating in any vote, taking affirmative action to influence any vote, conducting any inspection, or providing any other official service or thing that is not available generally to members of the public in order to further the interests of the outside employment or activity.

 
It shall be the responsibility of each employee to be aware of and take the necessary action to eliminate a potential conflict of interest should it arise. An employee should not participate in any action relating to the issue from which the conflict arose.
 
 
Legal Reference: Iowa Code §§ 68B.2A; 279.8; 301.28.
 
Approved   01/28/91       Reviewed 01/19/2015    Revised 01/19/2015

401.4 Nepotism

More than one family member may be an employee of the school district.  However, an employee may not directly supervise another member of their family. If this situation occurs, the district will arrange for an alternate supervisor.
 
The employment by the board of more than one individual in a family shall be on the basis of their qualifications, credentials and records.
 
For purposes of this policy, a family member shall be deemed a person related within the third degree by birth or marriage.
 
 
Legal Reference:                    Iowa Code §§ 71.1; 279.8.
 
Approved   01/28/91       Reviewed 02/16/2015       Revised   02/16/2015    

401.5 General Personnel Complaints

Complaints of employees against fellow employees should be discussed directly between employees. If necessary, complaints shall be brought directly to the immediate supervisor, principal or superintendent and should be made in a constructive and professional manner. Reasonable efforts shall be made to make sure complaints are not to be made in the presence of other employees, students or outside persons.
 
A formal grievance procedure is contained in the Master Contract between the employee’s certificated bargaining unit and the board. This policy shall not apply for an item that has been filed or for an item that could be filed at the employee’s discretion under that formal grievance procedure.
 
 
Legal Reference: Iowa Code §§ 20.9; 279.8.
 
Approved   01/28/91       Reviewed 01/19/2015    Revised 01/19/2015

401.6 General Personnel Records

The school district shall maintain personnel records on employees. The records are important for the daily administration of the educational program, for implementing board policy, for budget and financial planning, and for meeting state and federal requirements.
 
The records shall include, but not be limited to, records necessary for the daily administration of the school district, salary records, evaluations, application for employment, references, and other items needed to carry out board policy.
 
Employee personnel files are school district records and may be considered confidential records under the law, and therefore may not be open to public inspection or accessibility. If considered confidential, employee personnel records will be accessible to individuals other than the employee or authorized school officials only when the employee has given a signed consent or upon court order or as otherwise required by law.
 
Employees may have access to their personnel files, with the exception of letters of reference, and copy items from their personnel files at a time mutually agreed upon between the superintendent and the employee and in the presence of the superintendent or designee. The school district may charge a reasonable fee for each copy. However, employees will not be allowed access to the employment references written on behalf of the employee. Board members will generally only have access to an employee’s file without the consent of the employee when it is necessary for the conducting of board business.
 
It shall be the responsibility of the superintendent to keep employee’s personnel files current.  The board secretary shall be the custodian of employee records.
 
It shall be the responsibility of the superintendent to develop administrative regulations for the implementation of this policy.
 
 
Legal Reference: Iowa Code 22; 91B.
 
Approved   01/28/91       Reviewed 01/19/2015    Revised 01/19/2015

401.6R1 Employee Records Regulations

Employee Personnel Records Content
Employee personnel records may contain, but are not limited to, the following information:

  • Personal information including, but not limited to, name, address, telephone number, emergency numbers, birth date and spouse.
  • Application, resume and references, except those that shall be kept confidential according to state and federal law.
  • Educational transcripts.
  • Copy of the employee’s license or certificate, if needed for the position.
  • Individual employment contract.
  • Assignment and/or job description.
  • Salary information.
  • Tax documents, including, but not limited to IRS Form W-4.
  • Evaluations.
  • Performance improvement plans.
  • Records of disciplinary matters.
  • Receipts and/or acknowledgements of any employee-related material, including policies and handbooks.
  • Letters of termination and/or resignation.
  • Documentation relating to an employee’s employment ceasing

 
Employee health and medical records shall be kept in a file separate from the employee’s personnel records. Health and medical records may contain, by are not limited to:

  • Employee’s medical history, including but not limited to, medical records and/or notes.
  • Employee emergency names and numbers.
  • Medial professional signed physical form.
  • Sick or long-term disability leave days.
  • Family and medical leave request forms.
  • Worker’s compensation claims.
  • Reasonable accommodation made by the school district to accommodate the employee’s disability

 
Employee immigration forms, specifically Form I-9, are kept separate from employee personnel records.
 
Applicant File Records Content
Records on applicants for positions with the school district shall be maintained in the central administration office. The records may contain, but not be limited to:

  • Application for employment.
  • Resume.
  • References, except those that shall be kept confidential according to state and federal law.
  • Evidence of appropriate license or certificate, if necessary for the position for which the individual applied.
  • Affirmative action form, if submitted.

 
Record Access
The board shall allow current and former employees access to their files pursuant to state and federal law.
 
Only authorized school officials shall have access to an employee’s records without the written consent of the employee. Authorized school officials may include, but not be limited to, the superintendent, building principal, or board secretary. In the case of a medical emergency, the school nurse or other first aid or safety personnel may have access to the employee’s health or medical file without the consent of the employee. Board members will generally only have access to an employee’s personnel file without the consent of the employee when necessary for the conducting of board business.
 
The general public may have access to an employee’s personnel records and/or personnel information as permitted by law. Specifically, the general public may have access to the following information:

  • An employee’s name and compensation, including any written agreement establishing compensation or any other terms of employment excluding any information otherwise protected under the law.
    • Compensation means payment of, or agreement to pay, any money, thing of value, or financial benefit conferred in return for labor or services rendered by an official, officer or employee plus the value of benefits conferred including but not limited to casualty, disability, life, or health insurance, other health or wellness benefits, vacation leave, holiday leave, sick leave, severance payments, retirement benefits, and deferred compensation.
  • The dates the employee was employed by the District
  • The positions the employee holds or has held with the District.
  • The educational institutions attended by the employee, including any diplomas and degrees earned, and the names of the employee’s previous employers, positions previously held, and dates of previous employment.
  • The fact that the employee was discharged as the result of a final disciplinary action upon the exhaustion of all applicable contractual, legal, and statutory remedies.

 
Employee Record Retention
All employee records, except payroll and salary records, shall be maintained for a minimum of seven (7) years after termination of employment with the district. Applicant records shall be maintained for minimum of three (3) years after the position was filled. Payroll and salary records shall be maintained for a minimum of three (3) years after payment.
 
 
Approved   11/16/98       Reviewed 01/19/2015    Revised 01/19/2015

401.7 General Personnel Relations to Administration and to the Board

School district personnel are encouraged to attend school board meetings. School district personnel shall be available to provide information and assist in providing recommendations to the board upon request. The employees shall keep the board informed through the administration about educational trends and issues that may assist the board. It shall be the responsibility of the employees to keep the administration informed about the day-to-day occurrences in their work areas.
 
It shall be the responsibility of the superintendent to develop avenues for communication between the board and the employees. These avenues of communication will not be construed as denying the right of any employee to appeal any action or decision of the superintendent to the board.
 
 
Legal Reference: Iowa Code §§ 273.1; 279.8
 
Approved   01/28/91       Reviewed 01/19/2015    Revised 01/19/2015

401.8 General Personnel Involvement in Decision Making

Input from school district personnel regarding the students, the educational program and other school district operations will be considered by the administration and the board. School district personnel may be requested to make a presentation to the board. The administration, in its discretion, may consult with employees about proposed changes in the educational program and operations of the school district.
 
Personnel having suggestions for changes or improvements in administrative procedure or policy should take such suggestions directly to the principal and/or the superintendent. The principal or superintendent will give the employee a fair and courteous hearing regarding the same. After a final decision is made on any policy or procedure, employees will be expected to accept the same in their subsequent actions, discussions and relations.
 
 
Legal Reference: Iowa Code §§ 273.1; 279.8.
 
Approved   01/28/91       Reviewed 01/19/2015    Revised 01/19/2015

401.9 Use of School District Facilities & Equipment by General Personnel

The primary purpose of the school district facilities and equipment is the delivery of the educational program. Resources for school equipment are limited. Each user must operate the equipment with the utmost care. School district employees may use school equipment for any school purpose or activity held during the school day or for a school-sponsored event. School district personnel may not use school equipment for nonschool-sponsored events. School equipment must be checked-out with the building principal or superintendent. If the equipment is damaged or destroyed, the employee responsible will pay for repair or replacement of that equipment.

 

School district personnel shall be issued a key and/or key card/fob to the building to which they are assigned, unless their position requires additional keys be issued to them. Employees shall be responsible for the keys assigned to them. If an employee loses their key and/or key card/fob, the employee will be charged $25 for a replacement.

 

A request by an employee to use the facilities for nonschool-related business must be approved by the principal or the principal’s designee. Such a request will not supersede any prior request made by another individual or organization. The employee will be responsible to meet the same requirements as other individuals or organizations using the facilities.

 

Legal Reference:        Iowa Code §§ 256.12, 273.1, 279.8, 297.9 (1989).

 

Approved   1/28/91       Reviewed 07/16/2018    Revised 07/16/2018

401.10 Use of School Materials for Internal Communications

School materials are purchased and used for the delivery of the educational program. School district employees may use the school district materials for internal communication between themselves when the communication is directly related to the educational program. Communications distributed to or between school district personnel shall also be distributed to the building principal and the superintendent.
 
When the communication will involve unusual expense or use of materials, the employee must first have permission of the principal.
 
 
Legal Reference: Iowa Code §§ 273.1, 279.8 (1989).
 
Approved   1/28/91       Reviewed 01/19/2015    Revised 01/19/2015

401.11 Transporting of Students by General Personnel

Generally, transportation of students shall be in a motor vehicle owned by the school district and driven by a school bus driver. In some cases, it may be more economical or efficient for the school district to allow an employee of the district to transport the students in their personal motor vehicle or in a school district motor vehicle, other than a school bus.
 
School district employees who transport students for school purposes must have the permission of the superintendent or principal.
 
This policy statement applies to transportation of students for school purposes in addition to the regular bus route transporting students to and from their designated attendance center.
 
 
Legal Reference: Iowa Code §§ 285; 321.; 281 I.A.C. 22.
 
Approved   01/28/91       Reviewed 02/16/2015       Revised 02/16/2015  

401.12 Employee Travel Compensation

Employees traveling on behalf on the school district and performing approved school district business will be reimbursed for their actual and necessary expenses. Actual and necessary travel expenses will include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses and registration costs.
 
Travel outside the School District
Travel outside the school district must be pre-approved by the building administrator or superintendent. Pre-approval shall include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved school district business. 
 
Reimbursement for actual and necessary expenses will be allowed for travel outside the school district if the employee received pre-approval for the travel. Pre-approved expenses for registration shall be limited to the actual cost of the registration. Prior to reimbursement of actual and necessary expenses, the employee must provide the school district with a detailed receipt, other than a credit card receipt, indicating the date, purpose and nature of the expense for each claim item. In exceptional circumstances, the superintendent may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances shall be maintained as part of the school district’s record of the claim.
 
Failure to have a detailed receipt shall make the expense a personal expense. Personal expenses, including mileage, in excess of that required for the trip shall be reimbursed by the employee to the school district no later than ten (10) working days following the date of submission for the expense reimbursement.
 
Pre-approved expenses for transportation within three hundred miles of the school district administrative office will be by automobile. The employee will be reimbursed 40 cents per mile only if a school district vehicle is not available.
 
Travel within the School District
Employees required to travel in their personal vehicle between school district buildings to carry out duties of their position may be reimbursed at 40 cents per mile. It shall be the responsibility of the superintendent to approve travel within the school district by employees. It shall be the responsibility of the board to review the travel within the school district by the superintendent through the board’s audit and approval process.
 
Employees who are allowed an in-school district travel allowance shall have the amount of the allowance actually received during each calendar year included on the employee’s W-2 form as taxable income according to the Internal Revenue Code.
 
The superintendent shall be responsible for developing administrative regulations regarding actual and necessary expenses, in-school district travel allowances and assignment of school district vehicles. The administrative regulations shall include the appropriate forms to be filed for reimbursement to the employee from the school district and the procedures for obtaining approval for travel outside of and within the school district.
 
 
Legal Reference: Iowa Constitution, Art. III, § 31; Iowa Code §§ 70A.9-.11; 1980 Op. Att’y Gen. 512.
 
Approved   01/28/91       Reviewed 02/16/2015      Revised 02/16/2015   

401.12R1 Employee Travel Compensation Regulation

Expenses for employee travel shall be at the most reasonable rate and the most efficient available. Employees shall work with the Business Office in making travel arrangements prior to travel dates.
 
Meals
Pre-approved expenses for meals within the state will be reimbursed at a rate not to exceed $40.00 per day. Pre-approved expenses for meals outside the state will be reimbursed at a rate not to exceed $60.00 per day. Expenses for meals during trips not requiring an overnight stay will be reimbursed at a rate $12.00 per meal and taxed appropriately under the IRS law.
 
Hotel
The District will reimburse hotel expenses for overnight stays required for attendance at the meeting or conference. Detailed hotel bills and/or statements must be submitted for reimbursement.
 
Airfare
Travelers must arrange for the most economic airfare available. Receipts and ticket stubs must be submitted for reimbursement.
 
Automobile
The employee will be reimbursed 40 cents per mile only if a school district vehicle is not available.
 
Other Authorized Expenses
Other expenses may be reimbursed provided proper, detailed documentation is submitted.
 
Unauthorized Expenses
Personal items such as, but not limited to, alcoholic beverages, entertainment, personal telephone calls, laundry or dry cleaning are not authorized expenses and therefore will not be reimbursed.
 
 
Approved 02/16/2015         Reviewed ______      Revised ______   

401.14 Recognition for Service of General Personnel

The board recognizes and appreciates the service of its employees. Employees who have served the school district longer than five (5) years may be honored by the board, administration and/or staff. Additionally employees who retire or resign may be honored by the administration and staff.

 

If the form of honor thought appropriate by the administration and/or staff involves unusual expense to the school district, the individual or group wishing to honor the employee shall seek approval from the superintendent and the superintendent shall seek prior approval from the board.

 

Legal Reference:                   

Iowa Constitution, Art. III, § 31.

Iowa Code §§ 279.8

1980 Op. Att’y Gen. 102.

 

Approved   01/28/91       Reviewed 11/16/2015      Revised 11/16/2015 

401.15 General Personnel Political Activity

Employees of the district should be free of the feeling of coercion. In light of this, employees shall not participate in a coercive nature toward other employees or students to support a given candidate or a specific political issue upon property under the jurisdiction of the board or at district activities or events. Activities could include, but are not limited to, posting of political circulars or petitions, the distribution of political circulars or petitions, the collection of and/or solicitation for campaign funds, solicitation for campaign workers, and the use of students for writing or addressing political materials, or the distribution of such materials to or by students, are specifically prohibited.

 

A special focus should be made throughout this policy on the word coercive. This policy is in no way intended to limit curriculum decisions regarding curriculum which might be of a current events or political nature, so long as such decisions are not coercive or politically biased in nature, and the students involved are not pressured into supporting one specific political candidate or issue.

 

Violation of this policy may be grounds for disciplinary action.

 

Legal Reference:                   

Iowa Code §§ 55; 279.8.

 

Approved   01/28/91       Reviewed 11/16/2015       Revised   11/16/2015 

401.16 Credit Cards

Employees may use the school district credit card(s) for the actual and necessary expenses incurred in the performance of work-related duties. Actual and necessary expenses incurred in the performance of work-related duties include, but are not limited to, fuel for school district transportation vehicles used for transporting students to and from school and for school-sponsored events, professional development of the board and employees, and other expenses required by employees and the board in the performance of their duties.

 

Employees and officers using a school district credit card must submit a detailed receipt in addition to a credit card receipt indicating the date, purpose and nature of the expense for each claim item. Failure to provide a proper receipt shall make the employee responsible for expenses incurred. Expenses charged to a school district credit card and which the employee is responsible shall be reimbursed to the school district no later than ten (10) working days following use of the school district's credit card.  In exceptional circumstances, the superintendent or board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances shall be maintained as part of the school district's record of the claim.

 

If an employee or officer uses a district issued credit card for personal purchases/transactions in violation of this policy, the cost of such purchases/transactions will be the financial responsibility of that employee or officer and the employee or officer will be expected to reimburse the district for the full amount of the unauthorized purchase/transaction. In addition to financial responsibility for any purchases/transactions an employee makes with a company credit card in violation of this policy, such actions may result in revocation of card privileges and/or disciplinary or other legal action, depending upon the severity and nature of the offense.

 

The district will review and reconcile district credit card statements and purchases/transactions on a monthly basis and will verify that any items that were purchased were actually received. The district will take action to follow up on any identified discrepancies in a timely manner. No employee or officer will be allowed to review and approve their own purchases/transactions. All credit card balances will be paid in full on a monthly basis.

 

It shall be the responsibility of the superintendent to determine whether school district credit card use is for appropriate school business. It shall be the responsibility of the board to determine through the audit and approval process of the board whether school district credit card use by the superintendent and the board is for appropriate school business.

 

If an employee or officer loses a district issued credit card or has a district issued credit card stolen, the employee or officer must report the loss or theft of the credit card to the district immediately. Upon report of a lost or stolen credit card, the district will notify the issuer of the card of the loss or theft.

 

The superintendent or superintendent’s designee shall be responsible for developing administrative regulations regarding actual and necessary expenses and use of a school district credit card. The administrative regulations shall include the appropriate forms to be filed for obtaining a credit card.

 

Legal Reference:              

Iowa Constitution, Art. III, § 31.

Iowa Code §§ 279.8, .29, .30 (1995).

281 I.A.C. 12.3(1).

 

Approved   8/22/95       Reviewed 11/16/2015       Revised   11/16/2015      

402 General Personnel and Outside Relations

402.1 Release of Credit Information

The following information will be released to any entity with whom a school district employee has applied for credit or has obtained credit:  title of position, annual gross wages, and number of years employed. This information will be released without prior written notice to the employee. Confidential information about the employee will not be released to an inquiring creditor without a written authorization from the employee.

 

It shall be the responsibility of the superintendent or superintendent’s designee to respond to inquiries from creditors.

 

Legal Reference:                   

Iowa Code §§ 22.7; 279.8.

 

Approved   01/28/91       Reviewed 11/16/2015       Revised   11/16/2015    

402.2 Child Abuse Reporting

In compliance with state law and to provide protection to victims of child abuse, the board believes incidents of alleged child abuse should be reported to the proper authorities. All employees are encouraged, and employees who are mandatory reporters are required, to report alleged incidents of child abuse they become aware of within the scope of their professional duties and which they reasonably believe to have occurred. The definition of child abuse is in the accompanying regulation.

 

When a mandatory reporter suspects a student is the victim of child abuse, the mandatory reporter shall both orally and in writing notify the Iowa Department of Human Services. If the mandatory reporter believes the child is in immediate danger, the local law enforcement agency shall also be notified. The oral report shall be made within twenty-four hours. Within forty-eight hours of the oral report, the mandatory reporter shall file the written report with the Iowa Department of Human Services.

 

Upon initial employment, mandatory reporters shall take a two-hour training course involving the identification and reporting of child abuse or submit proof that the training has previously been completed. The course shall be re-taken at least every five years.

 

Legal Reference:                   

Iowa Code §§ 232.67-.77; 235A.

441 I.A.C. 175.

 

Approved   01/28/91       Reviewed   11/16/2015      Revised 11/16/2015   

402.2R1 Child Abuse Reporting Regulations

Iowa law requires licensed school employees to report to the Iowa Department of Human Services (DHS) instances of reasonably suspected child abuse which they become aware of within the scope of their professional practice and responsibilities.

 

The law further specifies that such an employee who knowingly and willfully fails to report a suspected case of child abuse is guilty of a simple misdemeanor and that such an employee who knowingly fails to make such a report or who knowingly interferes with the making of such a report may be subject to civil liability for damages caused by the failure or interference.

 

Employees participating in good faith in the making of a report or in a judicial proceeding that may result from the report are immune from liability.

 

Child Abuse Defined

A "child" is any person under the age of eighteen years. “Child abuse” is defined as:

  • Any non-accidental physical injury, or injury which is at variance with the history given of it, suffered by a child as the result of the acts or omissions of a person responsible for the care of the child.
  • Any mental injury to a child's intellectual or psychological capacity as evidenced by an observable and substantial impairment in the child's ability to function within the child's normal range of performance and behavior as the result of the acts or omissions of a person responsible for the care of the child, if the impairment is diagnosed and confirmed by a licensed physician or qualified mental health professional as defined in Iowa Code section 622.10.
  • The commission of a sexual offense with or to a child...as a result of the acts or omissions of the person responsible for the care of the child. Sexual offense includes sexual abuse, incest, and sexual exploitation of a minor.
  • The failure on the part of a person responsible for the care of a child to provide for the adequate food, shelter, clothing or other care necessary for the child’s health and welfare, when financially able to do so or when offered financial or other reasonable means to do so. A parent or guardian legitimately practicing religious beliefs who does not provide specified medical treatment for a child for that reason alone shall not be considered abusing the child.
  • The acts or omissions of a person responsible for the care of a child which allow, permit or encourage the child to engage in acts prohibited pursuant to Iowa Code, section 725.1 which deals with prostitution.
  • An illegal drug is present in a child's body as a direct and foreseeable consequence of the acts or omissions of the person responsible for the care of the child.
  • The person responsible for the care of a child has, in the presence of the child, manufactured a dangerous substance, or in the presence of the child possesses a product containing ephedrine, its salts, optical isomers, salts of optical isomers, or pseudoephedrine, its salts, optical isomers, salts of optical isomers, with the intent to use the product as a precursor or an intermediary to a dangerous substance.
  • The commission of bestiality in the presence of a minor by a person who resides in a home with a child, as a result of the acts or omissions of a person responsible for the care of the child.
  • Knowingly allowing a person custody or control of, or unsupervised access to a child or minor, after knowing the person is required to register or is on the sex offender registry for a violation of Iowa Code section 726.6, which deals with child endangerment.

 

Teachers in public schools are not “persons responsible for the care of the child” under this definition. However, a teacher who abuses a child is subject to civil, criminal, and professional sanctions.

 

Reporting Procedures

Licensed employees, including teachers and school nurses, as well as certified paraeducators and holders of coaching authorizations are required to report, both orally and in writing, to the Iowa Department of Human Services (DHS) when the employee, in the scope of his or her employment responsibilities, reasonably believes a child has suffered from abuse. Such persons shall also report the abuse of a child who is under twelve years of age which would be considered child abuse under the sexual offense and prostitution definitions set out above except that the abuse resulted from the acts or omissions of a person other than a person responsible for the care of the child. The oral report shall be made within twenty-four hours. If the mandatory reporter believes the child is in immediate danger, the local law enforcement agency shall also be notified. Within forty-eight hours of the oral report, a written report must be filed with DHS.

 

Each report should contain as much of the following information as can be obtained under the circumstances:

  • name, age, and home address of the child;
  • name and home address of the parents, guardians or other persons believed to be responsible for the care of the child;
  • the child’s present whereabouts if not the same as the parent’s or other person’s home address;
  • nature and extent of injuries, including evidence of previous injuries;
  • name, age, and condition of other children in the same home;
  • any other information considered helpful regarding the cause of injury, person responsible for the injury, or in providing assistance to the child; and,
  • name and address of the person making the report.

 

It is not the responsibility of employees to prove that a child has been abused or neglected. Employees should not take it upon themselves to investigate the case or contact the family of the child. The DHS is responsible for investigating the incident of alleged abuse. All employees shall cooperate with DHS in any investigation.

 

Approved 01/28/91    Reviewed 11/16/2015     Revised 11/16/2015  

402.3 Abuse of Students by District Employees

Physical or sexual abuse of students, including inappropriate and intentional sexual behavior, by employees will not be tolerated. The definition of employees for the purpose of this policy includes not only those who work for pay but also those who are volunteers of the school district under the direction and control of the school district. Employees found in violation of this policy will be subject to disciplinary action up to and including discharge.

 

The school district will respond promptly to allegations of abuse of students by school district employees by investigating or arranging for the investigation of an allegation, and to do so in a reasonably prudent manner. The processing of a complaint or allegation will be handled confidentially to the maximum extent possible. Employees are required to assist in the investigation when requested to provide information and to maintain the confidentiality of the reporting and investigation process.

 

The school district has appointed a Level I investigator and alternate(s), and has arranged for or contracted with a trained, experienced professional to serve as the Level II investigator. The Level I investigator and alternate(s) will be provided training in the conducting of an investigation at the expense of the school district. Each year, the names and telephone numbers of the Level I and alternate Level I investigators shall be listed in the student handbook and posted in all school facilities.

 

The superintendent or superintendent’s designee is responsible for drafting administrative regulations in accordance with the rules adopted by the Iowa Department of Education to implement this policy.

 

Legal Reference:                   

Iowa Code §280.17.

281 I.A.C. 102.

 

Approved   01/28/91       Reviewed   11/16/2015       Revised 11/16/2015   

402.3R1 Abuse of Students by School District Employees Regulation

Pursuant to Chapter 102 of the School Rules of Iowa, abuse may fall into either of the two following categories.

  1. Physical Abuse – The non-accidental physical injury to a student as a result of the actions of a District employee.  Physical abuse may occur as the result of intentional infliction of injury or excessive, unnecessary, or unreasonable use of force in discipline.
  2. Sexual Abuse – Sexual offenses or misconduct as defined by Iowa Code Chapter 709.  This definition also encompasses acts or omission of the District employee that allow, permit, or encourage the student to engage in prostitution as defined by Iowa law.

 

To constitute a violation of the Iowa Code, acts or omissions of the employee must have occurred on school grounds, on school time, on a school-sponsored activity, or in a school-related context.

 

It shall be the responsibility of the superintendent/designee to annually identify a designated investigator and an alternate investigator. The names and telephone numbers of these investigators shall be included in the employee handbooks.

 

When an employee receives a report of alleged abuse of a student by a District employee, the report shall immediately be given to the designated investigator or their alternate if the investigator is named in the report. The investigator shall then make and provide a copy of the report to the person filing, the student's parent/guardian and the District employee named in the report. Within five school days of receipt of the report, the investigator shall conduct an informal investigation to determine whether the allegations are true. In the course of this investigation, the investigator shall interview the alleged victim, the District employee named in the report, and any collateral sources who may have knowledge of the circumstances contained in the report. The investigator shall exercise prudent discretion to preserve the confidentiality interests of the individuals involved.

 

The investigator's role is not to determine the guilt or innocence of the involved party, but whether it is likely that an incident took place between the student and the District employee. If, in the investigator's opinion, the magnitude of the allegations suggests immediate and professional investigation is necessary, the investigator may waive informal investigation. In such cases, the investigator shall contact appropriate law enforcement officials, the child's parent/guardian, and the person filing the report, and shall document in writing the action taken. 

 

Within fifteen (15) calendar days of receipt of the report, the investigator shall complete a written investigative report which shall include those items required by Chapter 102.9 of the Iowa Code. If the report is founded by a preponderance of the evidence, the investigator shall promptly notify law enforcement in case of sexual abuse allegations. The investigator may notify law enforcement authorities in serious cases of physical abuse. In addition, the investigator shall (1) file a copy of the report with the District employee's supervisor, (2) file a complaint with the Board of Educational Examiners in cases involving a licensed District employee, and (3) document all actions taken. 

 

Any record created by an investigation shall be handled subject to formally adopted or bargained policies on the maintenance of personnel records.

 

Approved 01/28/91    Reviewed 11/16/2015    Revised 11/16/2015  

402.4 Solicitations from Outside

Generally, employees should be free from solicitations at their place of employment. No organization or individual may solicit employees or distribute flyers or other material within school facilities or on school grounds without the approval of the superintendent.

 

No employee shall be made responsible, or assume responsibility, for the collection of money or the distribution of fund drive literature within the schools unless such activity has been approved by the superintendent.

 

Legal Reference:                   

Iowa Code §§ 279.8.

 

Approved   01/28/91       Reviewed 11/16/2015       Revised   11/16/2015    

402.5 Gifts to Employees

The board understands the desire of students, parents, and others to give gifts to show appreciation of an employee. Rather than giving gifts, the board encourages, as more welcome and appropriate, the writing of letters to express gratitude and appreciation of the donation of a gift to benefit the district rather than an individual employee.

 

Employees and their immediate family members shall not, either directly or indirectly, solicit, accept or receive any gift, series of gifts or an honorarium unless the donor does not meet the definition of “restricted donor” stated below or the gift or honorarium does not meet the definition of "gift" or "honorarium" stated below. However, employees may receive nonmonetary gifts of a value less than $3.00 if the donor does not intend to influence the employee’s professional judgment. Employees may receive a gift on behalf of the district.

 

A “restricted donor” is defined as a person or other entity which:

  • Is or is seeking to be a party to any one or any combination of sales, purchases, leases or contracts to, from or with the school district;
  • Is engaged in activities which are regulated or controlled by the district;
  • Will personally be, or is the agent of a person who will be, directly and substantially affected financially by the performance or nonperformance of the employee’s official duty in a way that is greater than the effect on the public generally or on a substantial class of persons to which the person belongs as a member of a profession, occupation, industry or region; or
  • Is a lobbyist or a client of a lobbyist with respect to matters within the school district’s jurisdiction.

 

A “gift” is the giving of anything of value in return for which something of equal or greater value is not given and received. However, a “gift” does not include any of the following:

  • Contributions to a candidate or a candidate’s committee;
  • Information material relevant to an employee’s official functions, such as books, pamphlets, reports, documents, periodicals or other information that is recorded in a written, audio or visual format;
  • Anything received from a person related within the fourth degree by kinship or marriage, unless the donor is acting as an agent or intermediary for another person not so related;
  • An inheritance;
  • Anything available or distributed to the general public free of charge without regard to the official status of the employee;
  • Items received from a bona fide charitable, professional, educational or business organization to which the employee belongs as a dues paying member if the items are given to all members of the organization without regard to an individual member’s status or positions held outside of the organization and if the dues paid are not inconsequential when compared to the items received;
  • Actual expenses of an employee for food, beverages, registration, travel and lodging for a meeting, which is given in return for participation in a panel or speaking engagement at the meeting when the expenses relate directly to the day or days on which the employee has participation or presentation responsibilities;
  • Plaques or items of negligible resale value given as recognition for public service;
  • Food and beverages provided at a meal that is part of a bona fide event or program at which the recipient is being honored for public service;
  • Nonmonetary items with a value of three dollars or less that are received from any one donor during one calendar day;
  • Items or services solicited by or given to a state, national or regional government organization in which the state of Iowa or a school district is a member;
  • Items or services received by members or representatives of members at a regularly scheduled event that is part of a business or educational conference, seminar or other meeting that is sponsored and directed by any state, national or regional government organization in which the state of Iowa or the school district is a member;
  • Funeral flowers or memorials to a church or nonprofit organization;
  • Gifts which are given to an employee for the employee’s wedding or twenty-fifth or fiftieth wedding anniversary;
  • Payment of salary or expenses by a person's employer or the firm in which the person is a member for the cost of attending a meeting of a subunit of an agency when the employee whose expenses are being paid serves on a board, commission, committee, council or other subunit of the agency and the employee is not entitled to receive compensation or reimbursement of expenses from the state or a political subdivision of the state for attending the meeting;
  • Gifts other than food, beverages, travel and lodging received by an employee which are received from a person who is a citizen of a country other than the United States and are given during a ceremonial presentation or as a result of a custom of the other country and are of personal value only to the employee; or
  • Actual registration costs for informational meetings or sessions which assist the employee in the performance of the person’s official functions. The costs of food, drink, lodging and travel are not “registration costs” under this paragraph. Meetings or sessions which the employee attends for personal or professional licensing purposes are not “informational meetings or sessions which assist the employee in the performance of the person’s official functions” under this paragraph.

 

An “honorarium” is anything of value that is accepted or given as consideration for an appearance, speech or article. However, an "honorarium" does not include any of the following:

  • Payment of actual expenses of an employee for registration, food, beverages, travel or lodging in return for participation in a panel or speaking engagement at a meeting when the expenses relate directly to the day or days on which the employee has participation or presentation responsibilities.
  • A nonmonetary item or series of nonmonetary items that the employee donates within thirty days to a public body, a bona fide educational or charitable organization or the Iowa department of administrative services; or
  • A payment made to an employee for services rendered as part of a bona fide private business, trade or profession in which the employee is engaged if the payment is commensurate with the actual services rendered and is not being made because of the person’s status as an employee of the school district, but, rather, because of some special expertise or other qualification.

 

It shall be the responsibility of each employee to know when it is appropriate to accept or reject gifts or an honorarium.

 

Legal Reference:                   

Iowa Code ch. 68B

 

Approved 01/28/91    Reviewed 11/16/2015    Revised 11/16/2015  

402.6 Public Complaints about General Personnel

The board recognizes situations may arise in the operation of the school district which are of concern to the parents and other members of the school district community. While constructive criticism is welcomed, the board desires to support its employees and their actions to free them from unnecessary, spiteful, or negative criticism and complaints that do not offer advice for improvement or change.

 

The board firmly believes concerns should be resolved at the lowest organizational level by those individuals closest to the concern. Whenever a complaint or concern is brought to the attention of the board it will be referred to the administration to be resolved if the following has not been completed.

 

(a)  Matters concerning an individual student, teacher, or other employee should first be addressed to the teacher or employee.

(b)  Unsettled matters from (a) above or problems and questions about individual attendance centers should be addressed to the employee’s building principal or immediate supervisor.

(c)  Unsettled matters regarding licensed personnel from (b) above or problems and questions concerning the school district should be directed to the superintendent.

(d)  If a matter cannot be settled satisfactorily by the superintendent, it may then be brought to the board. To bring a concern about a school district employee, the individual must notify the board president in writing. The board president may bring it to the attention of the entire board by placing it on the agenda or the individual may be able to address the complaint with the board at the beginning of a meeting in accordance with board policy.

 

The board will address complaints from the members of the school district community if they are in writing, signed, and the complainant has complied with this policy. Before a meeting at which a complaint is heard about any employee, it shall be ascertained whether the matter may be legally discussed in closed session and whether the employee wishes to have the matter discussed by the Board in closed session. The Board may refuse in its sole discretion to take action on the complaint, in which case the decision of the superintendent shall be final, or may decide the matter as soon as practicable.

 

Legal Reference:                   

Iowa Code §§ 279.8

 

Approved   01/28/91       Reviewed 11/16/2015       Revised   11/16/2015    

402.7 General Personnel Relations to the Public

Members of the school district community shall be treated with respect by school district personnel. The board encourages active participation by school district employees in community activities and events as a means to show respect for the district community.

 

It shall be the responsibility of school district employees, as they participate in various community groups and events, to make a conscientious effort to make the school and its events a real part of the community. School district employees shall take advantage of their participation in the community to look for opportunities in which community and school can join forces for the betterment of the school district and the community.

 

Legal Reference:                   

Iowa Code §§ 279.8

 

Approved   01/28/91       Reviewed 11/16/2015       Revised 11/16/2015  

402.8 General Personnel Outside Employment

The board believes the primary responsibility of school district personnel is to the duties of their position with the school district as outlined in their job description. The board considers a regular, full-time school employee’s duties as full-time employment. The board expects such employees to give the responsibilities of their positions in the school district precedence over any other employment.

 

It shall be the responsibility of the superintendent to alert school district employees, whether full-time or part-time, if in the judgment of the superintendent and the employee’s immediate supervisor the employee’s outside employment interferes with the performance of the employee’s duties required in the employee’s position with the school district.

 

The board reserves the right, however, to request the employee cease the outside employment as a condition of continued employment. The board shall give the employee thirty (30) days’ notice to cease outside employment.

 

Legal Reference:                    

Iowa Code §§ 279.8

 

Approved   01/28/91       Reviewed 11/16/2015       Revised    11/16/2015    

402.10 District Landline and Cellular Telephone Usage

The District provides telephones to employees because communication is essential for the performance of their duties, especially in times of emergency or when addressing safety issues. 

 

The landline telephones provided by the district to employees are to be used primarily for school business. Employees may use land line telephones for personal business, provided such personal use is limited in frequency and duration and does not interfere with the performance of an employee’s job. Landline telephones are provided at district expense. Employees are not charged for local calls but are charged for all personal long distance toll calls. Payment is due upon receipt of the landline telephone bill.

 

Certain employees are required to perform work outside of their offices or assigned work spaces, outside of the PCM Community School District, or outside of the district’s regular business hours. It is important to the mission of the district to provide for communication with these employees when they are not in their offices.

 

The billing for cellular telephone service includes a charge for all calls that are transmitted or received by the cellular telephone, including unsolicited and misdirected calls, and local and long distance calls. Itemized bills are prepared for all cellular telephones listing all calls made or received by a cellular telephone within a billing cycle by date, time, location, and duration. Roaming charges are listed by date, time, location, duration, and roaming service provider.

 

The district’s policy concerning cellular telephones is as follows:

  • The district will issue cellular telephones for calls subject to the same restrictions that are imposed on landline telephones.
  • If the number of minutes charged to a cellular telephone exceeds the monthly time allotted for the service plan, the employee must reimburse the district for personal calls that exceed the monthly time allotted. Cellular telephone users must send a check to the Business Office made payable to the PCM Community School District for any additional personal charges (roaming and excess time). Payment is due upon receipt of the cellular telephone statement.
  • If a cellular telephone assigned to an employee is lost, damaged or is malfunctioning, the Business Office must be notified immediately. Employees who fail to notify the Business Office immediately of a lost telephone may be responsible for all unauthorized calls made from their assigned cellular telephone and may be responsible for replacement of the cellular telephone.

 

The Superintendent or his/her designee is authorized to review the use of district-issued cellular telephones by employees and to revoke the privilege of using a district-issued cellular telephone if it is determined that the cellular telephone is being used primarily for personal business or is being used in any other manner which is contrary to district policy.

 

Approved   June 15, 2009            Reviewed 11/16/2015       Revised                       

403 General Personnel Health and Well-Being

403.1 General Personnel Physical Examinations

Good health is important to job performance. Employees will present evidence of good health, in the form of a physical examination report prior to their employment with the school district.

 

School bus drivers shall present evidence of good health every other year in the form of a physical examination report unless otherwise required by law or medical opinion and must also submit a signed medical examiner’s certificate in accordance with law.  

 

Employees whose physical or mental health, in the judgment of the administration, may be in doubt will submit to additional examinations, when requested to do so, at the expense of the school district.

 

The cost of the initial examination will be paid by the employee. The form indicating the employee is able to perform duties for which the employee was hired will be returned prior to payment of salary. The school district will provide the standard examination form to be completed by the personal physician of the employee. The cost of bus driver physicals will be paid by the school district if the driver uses the district’s preferred provider.

 

The requirements stated in the Master Contract for the PCM Community School District between employees in a collective bargaining unit and the board regarding physical examinations of such employees shall be followed.

 

Legal Reference:

29 C.F.R. Pt. 1910.1030.

Iowa Code §§ 20.9; 279.8

281 I.A.C. 12.4(14); 43.15.

 

Approved   01/28/91       Reviewed 12/21/2015       Revised 12/21/2015   

403.2 General Personnel Injury on the Job

When an employee becomes injured on the job, the building principal may notify a member of the family, or an individual of close relationship, as soon as the building principal becomes aware of the injury, if necessary. It is the responsibility of the employee to maintain up-to-date emergency contact information on file in the building office.

 

It shall be the responsibility of the employee injured on the job to inform the superintendent within twenty-four (24) hours of the occurrence. It shall be the responsibility of the employee’s immediate supervisor to file an accident report within twenty-four (24) hours after the employee reported the injury.

 

It shall be the responsibility of the employee to file any claims, such as workers’ compensation, through the superintendent or superintendent’s designee.

 

The board will maintain a worker’s compensation insurance program that will provide to the employees of the district adequate coverage for personal injury or death under the worker’s compensation laws of the State of Iowa. The affected employee may be entitled to wage benefits for work days lost as stipulated by the state of Iowa and the insurance program.

 

Legal Reference:                   

Iowa Code §§ 85; 279.8; 613.17.

                                               

Approved   01/28/91       Reviewed 12/21/2015       Revised   12/21/2015    

403.3 Communicable Diseases - Employees

Employees with a communicable disease will be allowed to perform their customary employment duties provided they are able to perform the essential functions of their position and their presence does not create a substantial risk of illness or transmission to students or other employees. The school district may require medical evidence of fitness to perform the tasks assigned. The term “communicable disease” shall mean any disease spread from person to person, or animal to person, or as may be otherwise defined by law.

 

An employee who is at work and who has a communicable disease which creates a substantial risk of harm to a student, coworkers, or others at the workplace shall report the condition to the superintendent any time the employee is aware that the disease actively creates such risk. Any individual who has information that a district employee may have a communicable disease is encouraged to report the information to the superintendent.

 

The health risk to others in the school district environment from the presence of an employee with a communicable disease shall be determined on a case-by-case basis by school officials by considering credible, objective evidence and/or in consultation with the employee’s personal physician, a physician chosen by the school district, and/or public health officials.

 

Health data of an employee is confidential and it shall not be disclosed to third parties unless permitted by law. Employee medical records shall be kept in a file separate from their personal file.

 

It shall be the responsibility of the superintendent, in conjunction with the school nurse, to develop administrative regulations stating the procedures for dealing with employees with a communicable disease.

 

Legal Reference:                   

Iowa Code §§ 139A; 141; 279.8

641 I.A.C. 1

 

Approved   01/28/91       Reviewed   12/21/2015        Revised 12/21/2015   

403.3R1 Universal Precautions Regulation

Universal precautions (UP) are intended to prevent transmission of infection, as well as decrease the risk of exposure for employees and students. It is not currently possible to identify all infected individuals, thus precautions must be used with every individual. UP pertain to blood and other potentially infectious materials (OPIM) containing blood. These precautions do not apply to other body fluids and wastes (OBFW) such as saliva, sputum, feces, tears, nasal secretions, vomit and urine unless blood is visible in the material. However, these OBFW can be sources of other infections and should be handled as if they are infectious.

 

The single most important step in preventing exposure to and transmission of any infection is anticipating potential contact with infectious materials in routine as well as emergency situations. Based on the type of possible contact, employees and students should be prepared to use the appropriate precautions prior to the contact. Diligent and proper hand washing, the use of barriers, appropriate disposal of waste products and needles, and proper decontamination of spills are essential techniques of infection control. All individuals should respond to situations practicing UP followed by the activation of the school response team plan. Using common sense in the application of these measures will enhance protection of employees and students.

 

Hand Washing

Proper hand washing is crucial to preventing the spread of infection. Textured jewelry on the hands or wrists should be removed prior to washing and kept off until completion of the procedure and the hands are rewashed. Use of running water, lathering with soap and using friction to clean all hand surfaces is key. Rinse well with running water and dry hands with paper towels.

  • Hands should be washed before physical contact with individuals and after contact is completed.
  • Hands should be washed after contact with any used equipment.
  • If hands (or other skin) come into contact with blood or body fluids, hands should be washed immediately before touching anything else.
  • Hands should be washed whether gloves are worn or not and, if gloves are worn, after the gloves are removed.

 

Barriers

Barriers anticipated to be used at school include disposable gloves, absorbent materials and resuscitation devices. Their use is intended to reduce the risk of contact with blood and body fluids as well as to control the spread of infectious agents from individual to individual. Gloves should be worn when in contact with blood, OPIM or OBFW. Gloves should be removed without touching the outside and disposed of after each use.

 

Disposal of Waste

Blood, OPIM, OBFW, used gloves, barriers and absorbent materials should be placed in a plastic bag and disposed of in the usual procedure. When the blood or OPIM is liquid, semi-liquid or caked with dried blood, it is not absorbed in materials, and is capable of releasing the substance if compressed, special disposal as regulated waste is required. A band-aid, towel, sanitary napkin or other absorbed waste that does not have the potential of releasing the waste if compressed would not be considered regulated waste. It is anticipated schools would only have regulated waste in the case of a severe incident.

Needles, syringes and other sharp disposable objects should be placed in special puncture-proof containers and disposed of as regulated waste. Bodily wastes such as urine, vomit or feces should be disposed of in the sanitary sewer system.

 

Clean up

Spills of blood and OPIM should be cleaned up immediately.  The employee should:

  • Wear gloves.
  • Clean up the spill with paper towels or other absorbent material.
  • Use a solution of one part household bleach to one hundred parts of water (1:100) or other EPA-approved disinfectant and use it to wash the area well.
  • Dispose of gloves, soiled towels and other waste in a plastic bag.
  • Clean and disinfect reusable supplies and equipment.

 

Laundry

Laundry with blood or OPIM should be handled as little as possible with a minimum of agitation. It should be bagged at the location. If it has the potential of releasing the substance when compacted, regulation waste guidelines should be followed. Employees who have contact with this laundry should wear protective barriers.

 

Exposure

An exposure to blood or OPIM through contact with broken skin, mucous membrane or by needle or sharp stick requires immediate washing, reporting and follow-up. The employee should:

  • Always wash the exposed area immediately with soap and water.
  • If a mucous membrane splash (a splash into the eye or mouth) or exposure of broken skin occurs, irrigate or wash the area thoroughly.
  • If a cut or needle stick injury occurs, wash the area thoroughly with soap and water.
  • Report the exposure immediately, notify the parent or guardian if applicable, and the person exposed should contact a physician for further health care.

 

School personnel should follow the relevant provisions of the exposure control plan and applicable law in addition to the universal precautions outlined in this regulation.

 

Approved   01/28/91       Reviewed   12/21/2015       Revised 12/21/2015   

403.4 Hazardous Chemical Disclosure

The board authorizes the development of a comprehensive hazardous chemical communication program for the school district to disseminate information about hazardous chemicals in the workplace as required by law.

 

Each school district employee shall review this information about hazardous substances annually. Further, when a new school district employee is hired, the information and training, if necessary, shall be included in the orientation of the employee. When an additional hazardous substance enters the workplace, information about it shall be distributed and training shall be conducted for the appropriate employees. The superintendent shall maintain a file indicating when training and informing takes place.

 

School district personnel who will be instructing or otherwise working with students shall disseminate information about the hazardous chemicals they will be working with as part of the instructional program. School district personnel are required to disseminate the information when the materials are used in the instructional program.

 

It shall be the responsibility of the superintendent to develop administrative regulations regarding this program. The superintendent shall report annually to the board about the program.

 

Legal Reference:                   

29 C.F.R. 1910.1200 et seq.

Iowa Code § 89B.

347 I.A.C. 110, 120

 

Approved   01/28/91       Reviewed 12/21/2015        Revised 12/21/2015   

403.5 Harassment

Harassment of employees is strictly prohibited in the school district. School district includes school district facilities, school district premises, and non-school property if the employee is at any school-sponsored, school approved or school related activity or function, such as field trips or athletic events where students are under the control of the school district or where the employee is engaged in school business.

 

Harassment prohibited by the district includes, but is not limited to, any act or conduct on the basis of  actual or perceived age, color, creed, national origin, race, religion, marital status, sex, sexual orientation, gender identity, physical attributes, physical or mental ability or disability, ancestry, political party preference, political belief, socioeconomic status, family status, or genetic information, and which creates an objectively hostile school environment that meets one or more of the following conditions:

  • Places the target in reasonable fear of harm to the target’s person or property.
  • Has a substantially detrimental effect on the target’s physical or mental health.
  • Has the effect of substantially interfering with the target’s work performance.

 

Harassment of school employees by board members, administrators, employees, parents, students, visitors, vendors, and others doing business with the school district is prohibited. Employees or students whose behavior is alleged to be in violation of this policy will be subject to the investigation procedure which may result in discipline, up to and including, discharge, expulsion, or other appropriate action. Other individuals whose behavior is alleged to be in violation of this policy will be subject to appropriate sanctions as determined and imposed by the superintendent or board.

 

Sexual harassment shall include, but not be limited to, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

  • submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment;
  • submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or
  • such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

 

Sexual harassment as set out above, may include, but is not limited to the following:

  • Verbal, electronic or written harassment or abuse
  • Pressure for sexual activity;
  • Repeated remarks to a person with sexual or demeaning implications;
  • Unwelcome touching;
  • Suggesting or demanding sexual involvement, accompanied by implied or explicit threats concerning one’s grades, achievements, etc.; and/or
  • Sexual violence and other harassment based on sex.

 

Harassment on the basis of actual or perceived age, race, sex, creed, color, religion, national origin, marital status, sexual orientation, gender identity or physical or mental disability means conduct of a verbal or physical nature that is designed to embarrass, distress, agitate, disturb or trouble students when:

  • Submission to such conduct is made either explicitly or implicitly a term or condition of a student’s education or of a student’s participation in school programs or activities;
  • Submission to or rejection of such conduct by a student is used as the basis for decisions affecting the student; or
  • Such conduct has the purpose or effect of unreasonably interfering with a student’s performance or creating an intimidating, offensive or hostile learning environment.

 

Harassment as set forth above may include, but is not limited to the following:

  • Verbal, physical, electronic or written harassment or abuse
  • Repeated remarks of a demeaning nature;
  • Implied or explicit threats concerning one’s grades, achievements, etc.;
  • Demeaning jokes, stories, or activities directed at the student;
  • Unreasonable interference with a student’s performance or creation of an intimidating, offensive or hostile learning environment.

 

Employees who believe they have suffered harassment shall report such matters to the investigator for harassment complaints. However, claims regarding harassment may also be reported to the alternate investigator for harassment complaints.

 

The district will promptly and reasonably investigate allegations of harassment. Investigations procedures are set forth in board policy 403.5R1. Nothing in this policy shall be construed as preventing or discouraging an employee from filing a concurrent criminal complaint.

 

Upon receiving a complain that articulates harassment, whether the complaint is formal or informal, the investigator shall interview the complainant, the target employee (if someone other than the employee initiates the complaint), the alleged harasser, and any witnesses that may be identified by any party as having knowledge of the complaint. The District will take action to stop any harassment and take other corrective measures as necessary. Information regarding an investigation of harassment shall be confidential to the extent possible, and those individuals who are involved in the investigation shall not discuss information regarding the complaint outside the investigation process except as may be necessary.

 

No one shall retaliate against an employee or student because they have filed a harassment complaint, assisted or participated in a harassment investigation, proceeding, or hearing regarding a harassment charge or because they have opposed language or conduct that violates this policy.

 

It shall be the responsibility of the board members, administrators, licensed and classified employees, students and others having business or other contact with the school district to act appropriately under this policy. It shall be the responsibility of the superintendent and investigator to inform and educate employees or students and others involved with the school district about harassment and the school district’s policy prohibiting harassment.

 

It shall be the responsibility of the superintendent, in conjunction with the investigator, to develop administrative rules regarding this policy.

 

Legal Reference:                    42 U.S.C. §§ 2000e et seq.

                                                29 C.F.R. Pt. 1604.11

                                                Iowa Code ch. 216

 

Approved   05/19/97       Reviewed 10/17/2016       Revised 10/17/2016  

403.5R1 Harassment Investigation Procedures

This procedure sets forth the investigation procedures to be followed in the event that a complaint is received that meets the definition of “harassment” or “sexual harassment” set forth in board policy 403.5R1.

 

COMPLAINT PROCEDURE

An employee who believes that they have been harassed shall notify the designated investigator. The alternate investigator is the building administrator.

 

The complaint may be made either verbally or by filling out the Harassment Complaint Form. This form is located on the district’s website at: http://www.pcmonroe.k12.ia.us/ on the School Board’s page. The investigator, with the approval of the superintendent, or the superintendent has the authority to initiate a harassment investigation in the absence of a written complaint.

 

The investigator will make reasonable efforts to conduct an investigation into all reports of harassment, whether formal or informal, and whether written or verbal. The minimum information required to initiate an investigation is the identity of the target(s) and the alleged harasser(s), and a description of the complained-of conduct, which must articulate a claim of harassment, as defined by board policy 403.5. The investigator may request that the employee turn over evidence of the harassment, including, but not limited to, letters, tapes, or pictures. Information received during the investigation shall be kept confidential to the extent possible.

 

 

INVESTIGATION PROCEDURE

The investigator shall reasonably and promptly commence the investigation upon receipt of the complaint. The investigator shall first interview the complainant. If the complainant is someone other than the alleged target of the harassment, the investigator will next interview the target. The investigator shall also interview the alleged harasser. The alleged harasser will be given the opportunity to file a written statement refuting or explaining the behavior outlined in the complaint, which shall be considered by the investigator in resolving the complaint. Both the complainant and the respondent shall be given equal opportunity to present evidence for the consideration of the investigator. The investigator may also interview witnesses identified by complainant, respondent, or any other party with knowledge of the complaint, as necessary to conduct a reasonably thorough investigation of the complaint.

 

Absent extenuating circumstances, the investigator should complete the initial investigation within ten (10) school days of receiving the complaint. If the investigator determines that completion of the investigation within ten (10) school days is not practicable, the investigator shall notify the complainant and the respondent as soon as possible of the delay, and of the expected date of completion of the investigation.

 

Upon completion of the investigation, the investigator shall make written findings and conclusions as to each allegation of harassment to the superintendent. As to each allegation, the investigator will determine whether the allegation is founded, unfounded, or unfounded for lack of information. An allegation will be determined to be founded if the preponderance of the evidence indicates that the alleged harassment occurred. “Preponderance of the evidence” means that it is more likely than not that the alleged conduct occurred.

 

Both the complainant and the alleged harasser will be notified in writing of the outcome of the investigation within five (5) school days of the conclusion of the investigation.

 

RESOLUTION OF THE COMPLAINT

The superintendent will complete the next step in the investigation reasonably and promptly upon receipt of the investigator’s report. Following the investigator’s report, the superintendent may investigate further, if deemed necessary, and make a determination of the appropriate next step which may include discipline, up to and including discharge or other appropriate action.

 

Prior to the determination of the appropriate remedial action, the superintendent may, at the superintendent’s discretion, interview the complainant and the alleged harasser. The superintendent shall file a written report closing the case. The complainant, the alleged harasser and the investigator shall receive notice as to the conclusion of the investigation.

 

POINTS TO REMEMBER IN THE INVESTIGATION

  • All complaints, whether formal or informal, must be taken seriously and investigated upon receipt of sufficient information to determine the identities of the complainant and respondent and a general description of the allegations.
  • Evidence uncovered in the investigation will be kept confidential to the extent possible.
  • The investigator shall notify all participants in the investigation that retaliation against any individual who participates in the complaint or investigation process is expressly prohibited.
  • Retaliators will be disciplined up to and including discharge or other appropriate action.

 

CONFLICTS

If the investigator is the alleged harasser or a witness to the incident, the alternate investigator shall be a designee of the superintendent.

 

If the alleged harasser is the superintendent, the investigator shall take the superintendent’s place in the investigation process. The investigator shall report the findings to the board.

 

Approved   05/19/97               Reviewed 12/21/2015             Revised   12/21/2015    

403.6 Substance-Free Workplace

The board expects the school district and its employees to remain substance free. No employee shall unlawfully manufacture, distribute, dispense, possess, use, or be under the influence of, in the workplace, any narcotic drug, hallucinogenic drug, amphetamine, barbiturate, marijuana or any other controlled substance or alcoholic beverage as defined by federal or state law. “Workplace” is defined as the site for the performance of work done in the capacity as a district employee. This includes a school building or school premises; a school-owned vehicle or a school-approved vehicle used to transport students to and from school or school activities; and off property if the employee is at any school-sponsored, school-approved or school-related activity, event or function, such as field trips or athletic events where students are under the control of the school district or where the employee is engaged in school business.

 

If an employee is arrested for or convicted of a violation of any criminal drug offense, the employee shall notify the employee’s supervisor within five (5) days of the incident.

 

An employee who violates the terms of this policy may be subject to discipline up to and including termination. An employee who violates this policy may be required to successfully participate in a substance abuse treatment program approved by the board. If the employee fails to successfully participate in a program, the employee may be subject to discipline up to and including termination. Furthermore, the district may choose not to require participation in a drug abuse assistance or rehabilitation program and move directly to discipline, including termination.

 

The superintendent shall be responsible for publication and dissemination of this policy to each employee. In addition, the superintendent shall oversee the establishment of a substance-free awareness program to educate employees about the dangers of substance abuse and notify them of available substance abuse treatment programs.

 

This policy does not limit the rights of the school district to discipline any employee who engages in an illegal act involving alcohol or drugs away from school when such violation adversely affects the employee’s ability to perform his or her duties.

 

It is the responsibility of the superintendent to develop administrative regulations to implement this policy.

 

Legal Reference:                   

41 U.S.C. §§ 701-707.

Iowa Code §§ 124; 279.8.

 

Approved   05/19/97               Reviewed   12/21/2015           Revised 12/21/2015  

403.6R1 Substance-Free Workplace Regulation

When the superintendent suspects that an employee has violated the Substance-Free Workplace policy, the superintendent shall follow these procedures:

  1. Identification - the superintendent shall document the evidence the superintendent has which leads the superintendent to conclude the employee has violated the Substance-Free Workplace policy. After the superintendent has determined there has been a violation of the Substance-Free Workplace policy, the superintendent shall discuss the problem with the employee.
  2. Discipline - if, after the discussion with the employee, the superintendent determines there has been a violation of the Substance-Free Workplace policy, the superintendent may recommend discipline up to and including termination, or may recommend the employee seek substance abuse treatment in a program approved by the District. Participation in a substance abuse treatment program is voluntary.
  3. Failure to participate in referral - if the employee refuses to participate in a substance abuse treatment program or if the employee does not successfully complete a substance abuse treatment program, the employee may be subject to discipline up to and including termination.
  4. Arrest or Conviction - If an employee is arrested for or convicted of a violation of any criminal drug offense, the employee shall notify the employee’s supervisor within five (5) days of the incident.

 

Approved   05/19/97               Reviewed   12/21/2015           Revised   12/21/2015   

403.10 Drug and Alcohol Testing Program

Employees who operate school vehicles are subject to drug and alcohol testing if a commercial driver's license is required to operate the school vehicle and the school vehicle transports sixteen (16) or more persons including the driver or the school vehicle weighs twenty-six thousand one (26,001) pounds or more. For purposes of the drug and alcohol testing program, the term "employees" includes applicants who have been offered a position to operate a school vehicle.

 

The employees operating a school vehicle as described above are subject to pre-employment drug testing and random, reasonable suspicion, return to duty, follow-up, and post-accident drug and alcohol testing. Employees operating school vehicles shall not perform a safety-sensitive function (including driving a school vehicle) within eight (8) hours of using alcohol. Employees governed by this policy shall be subject to the drug and alcohol testing program beginning the first day they operate or are offered a position to operate school vehicles and continue to be subject to the drug and alcohol testing program as long as they may be required to perform a safety-sensitive function as it is defined by law. Alcohol and drug testing of employees and applicants shall be conducted in accordance with state and federal law. Employees with questions about the drug and alcohol testing program may contact the school district contact person

Employees who violate the terms of this policy are subject to discipline up to and including termination. Refusal by an employee to submit to alcohol or drug tests shall result in immediate suspension and may be grounds for termination.

 

It is the responsibility of the superintendent to develop administrative regulations to implement this policy in compliance with the law. The superintendent shall inform applicants of the requirement for drug and alcohol testing in notices or advertisements for employment.

 

The superintendent shall also be responsible for publication and dissemination of this policy and its supporting administrative regulations to employees operating school vehicles.

 

This policy does not limit the rights of the school district to discipline any employee who engages in an illegal act involving alcohol or drugs away from school when such violation adversely affects the employee’s ability to perform his or her duties.

 

Legal Reference:              

49 U.S.C. § 31301 et seq.

49 C.F.R. Pt. 40; 382.

Iowa Code § 279.8

 

Approved   4/15/96                 Reviewed 12/21/2015       Revised 12/21/2015   

403.10E1 Drug and Alcohol Testing Program Notice to Employees

EMPLOYEES GOVERNED BY THE DRUG AND ALCOHOL TESTING POLICY ARE HEREBY NOTIFIED they are subject to the school district's drug and alcohol testing program for pre-employment drug testing and random, reasonable suspicion, post-accident, return-to-duty and follow-up drug and alcohol testing as outlined in the Drug and Alcohol Testing Program policy, its supporting administrative regulations and the law.

 

Employees who operate school vehicles are subject to drug and alcohol testing if a commercial driver's license is required to operate the school vehicle and the school vehicle transports sixteen or more persons including the driver or the school vehicle weighs twenty-six thousand one pounds or more. For purposes of the drug and alcohol testing program, "employee" includes applicants who have been offered a position to operate a school vehicle. The employees operating a school vehicle shall be subject to the drug and alcohol testing program beginning the first day they operate or are offered a position to operate a school vehicle and continue to be subject to the drug and alcohol testing program as long as they may be required to perform a safety sensitive function as defined by law.

 

It is the responsibility of the superintendent to inform employees of the drug and alcohol testing program requirements. Employees with questions regarding the drug and alcohol testing requirements shall contact the school district contact person.

 

EMPLOYEES, GOVERNED BY THE DRUG AND ALCOHOL TESTING POLICY, ARE FURTHER NOTIFIED that violating this policy, its supporting administrative regulations or the law may be subject to discipline up to and including termination. Employees violating this policy, its supporting documents or the law bear the personal and financial responsibility, as a condition of continued employment, to successfully participate in a substance abuse evaluation and, a substance abuse treatment program, if recommended by the substance abuse professional. Employees required to participate in, and who fail to or refuse to successfully participate in a substance abuse evaluation or recommended substance abuse treatment program, may be subject to discipline up to and including termination.

 

EMPLOYEES GOVERNED BY THE DRUG AND ALCOHOL TESTING POLICY ARE FURTHER NOTIFIED it is a condition of their continued employment to comply with the Drug and Alcohol Testing Program policy, its supporting administrative regulations and the law. It is a condition of continued employment for employees operating a school vehicle to notify their supervisor of any prescription medication they are using which may affect their ability to safely operate a school vehicle. Drug and alcohol testing records about a driver are confidential and are released in accordance with this policy, its supporting administrative regulations or the law.

 

Approved   4/15/96                 Reviewed 12/21/2015             Revised 12/21/2015   

403.10R1 Drug and Alcohol Testing Program Regulation

This administrative regulation supports the Drug and Alcohol Testing Program policy. It also establishes and explains the requirements of the school district's drug and alcohol testing program required for employees operating school vehicles. Terms are to be defined in accordance with the applicable federal regulations.

 

  1. Questions regarding the drug and alcohol testing program policy, its supporting administrative regulations or the drug and alcohol testing program may be directed to the school district contact person.

 

  1. Covered Drivers.
    1. The following requirements apply for a driver to be covered by the drug and alcohol testing program:
      1. Drive a vehicle transporting sixteen (16) or more persons, including the driver, OR drive a vehicle weighing over twenty-six thousand pounds; and
      2. Require a commercial driver's license to hold the driver position.
    2. Covered drivers include:
      1. Full time, regularly employed drivers;
      2. Applicants seeking a position as a driver.
      3. Casual, intermittent, occasional or substitute drivers;
      4. Leased drivers and independent, owner-operator contractors who are either directly employed by or under lease to a school district or who operate a school vehicle at the direction of or with the consent of the district.
    3. Drivers are subject to the drug and alcohol testing program and its requirements throughout the year, including the times when school is not in session or when the driver is on leave.

 

  1. Prohibited Driver Conduct.
    1. Drivers shall not report to duty or remain on duty with a 0.04 or greater breath alcohol concentration.
    2. Drivers shall not report for duty or remain on duty when using any drug except:
      1. When a licensed medical practitioner has directed the use of the drug and advised the driver that the drug does not adversely affect the driver's ability to safely operate a school vehicle.
      2. The school district is informed in writing of the medication and licensed medical practitioner’s opinion.
    3. Drivers shall not use alcohol at least eight (8) hours prior to, or during the performance of a safety-sensitive function.
    4. Drivers shall not possess alcohol or drugs while on duty. This includes possessing prescriptions and over-the counter medicines unless the packaging seal is unbroken.
    5. Drivers required to take a post-accident alcohol test shall not use alcohol within eight (8) hours following the accident or prior to undergoing a post-accident alcohol test, whichever comes first.
    6. Drivers shall not refuse to submit to a drug or alcohol test. A refusal to test is considered a positive test result requiring the driver to bear the personal and financial responsibility to undergo a substance abuse evaluation as a condition of continued employment and/or subjecting the driver to discipline up to and including termination.
    7. Drivers shall not report for duty when under the influence of drugs, or remain on duty if the driver has a positive drug test result.

 

  1. Alcohol Testing Procedures.
    1. Driver's breath is tested for alcohol.
    2. Evidentiary breath testing devices (EBTs) are used to conduct the initial and, if necessary, the confirmation alcohol tests.
      1. The initial alcohol screening test determines whether the driver's breath alcohol concentration (BAC) is less than 0.02.
        1. An alcohol screening test result of less than 0.02 BAC allows the driver to continue to perform a safety-sensitive function.
        2. An alcohol screening test result of 0.02 BAC or greater requires a confirmation test.
      2. The alcohol confirmation test determines whether the driver can continue to perform a safety-sensitive function.
        1. An alcohol confirmation test result of less than 0.02 BAC allows the driver to continue to perform a safety-sensitive function.
        2. An alcohol confirmation test result of 0.02 BAC or more, but less than 0.04 BAC, requires the driver to cease performing a safety-sensitive function for at least 24 hours.
        3. An alcohol confirmation test result of 0.04 BAC or greater requires the driver to cease performing a safety-sensitive function and subjects the employee to discipline up to and including termination, and/or a substance abuse evaluation.
    3. Alcohol testing is conducted at collection sites which provide privacy to the driver and contain the necessary equipment, personnel and materials.
      1. Alcohol testing is conducted at a designated collection site unless the situation requires another location.
      2. In the event privacy cannot be assured, privacy will be provided to the extent practical.
    4. Initial Alcohol testing steps.
      1. Once the driver is notified to submit to an alcohol test, the driver must complete the Alcohol/Drug Test Notification Form and proceed immediately to the collection site. Collection site personnel contact the District’s contact person immediately when a driver does not arrive at the specified time..
      2. Upon arrival, the driver must provide photo identification..
      3. The testing procedure is explained to the driver by the collection site person.
      4. The breath alcohol technician (BAT) or the screening test technician (STT) and the driver complete and sign the appropriate sections of the alcohol testing form.
        1. Refusal of the driver to sign the form prior to the initial alcohol test is considered a refusal to test.
        2. The district is notified immediately of the driver'
    5. Evidential breath testing device or non-evidential breath device procedures.
      1. The driver blows forcefully into the mouthpiece for at least six (6) seconds or until an adequate amount of breath has been obtained.
      2. The breath alcohol test is stopped when the driver fails twice to provide an adequate amount of breath. In that case:
        1. A refusal of the driver to try a second time to provide adequate breath is considered a refusal to test.
        2. A physician analyzes the driver’s inability to provide adequate breath.
        3. Failure to provide adequate breath is considered a refusal to test unless the physician determines a medical condition caused the failure to provide adequate breath.
      3. The results of the alcohol screening test are shared with the driver.
    6. Saliva alcohol testing device procedures.
      1. The driver and the STT or BAT review the expiration date of the saliva alcohol testing device, and if the date is valid, the packaging is opened.
      2. The driver or STT or BAT places the device in the driver’s mouth as directed. If a new test is necessary because the device did not activate, only the STT or BAT may place the device in the driver’s mouth.
      3. The STT or BAT follows the instructions as to the necessary steps to ensure the device is activated.
      4. The saliva alcohol test is stopped when the driver fails twice to provide an adequate amount of saliva. In that case:
        1. The school district is informed.
        2. The driver must submit to a breath alcohol test immediately.
      5. The saliva testing device results are read two (2) minutes, and no later than than fifteen (15) minutes after the saliva testing device was activated..
      6. The results of the test are shared with the driver.
    7. Confirmation alcohol testing steps.
      1. The confirmation test is done between fifteen (15) and twenty (20) minutes of the initial test whether or not the driver followed the requirements to not eat, drink, put any object or substance in his or her mouth, and, to the extent possible, not belch during the fifteen (15) minute waiting period. Not belching will help avoid accumulation of mouth alcohol leading to an artificially high reading.
      2. If a different collection site is used, the driver must be under the observation of the collection site person or school district person while in transit to the confirmation alcohol testing site or while waiting for the confirmation alcohol test.
      3. If a different collection site person conducts the confirmation alcohol test, the driver must again provide photo identification.
      4. The testing procedure is explained to the driver by the BAT.
      5. The BAT and the driver complete and sign the appropriate sections of the alcohol testing form.
        1. Refusal of the driver to sign the form prior to the confirmation alcohol test is considered a refusal to test.
        2. The school district is notified immediately of the refusal to sign.
      6. After the proper EBT procedures are followed, the driver blows forcefully into the evidential breath testing device mouthpiece for a least six (6) seconds or until an adequate amount of breath has been obtained.
      7. The confirmation alcohol test results, which are the final and official test results, are shared with the driver.
      8. The driver and BAT must sign the alcohol testing form following completion of the alcohol test. Failure to sign the form after the alcohol test is not considered a refusal to test. However, in the remarks section of the form, the BAT notes the driver's refusal to sign.
      9. The BAT informs the District’s contact person of the results of the test in a confidential manner.
        1. An alcohol confirmation test result of less than 0.02 alcohol concentration is reported to the school district in a confidential manner and driver may continue to perform a safety-sensitive function.
        2. The BAT notifies the District’s contact person immediately of an alcohol confirmation test result of 0.02 alcohol concentration or more.
        3. The collection site person provides the District’s contact person with a copy of the breath alcohol testing form if written communication was not used to report the test results.
      10. Potentially incomplete or invalid breath alcohol tests are repeated with corrected procedures.
      11. The breath alcohol test is stopped when the driver fails twice to provide an adequate amount of breath. In that case:
        1. A physician analyzes the driver's inability to provide adequate breath.
        2. Failure to provide adequate breath is considered a refusal to test unless the physician determines a medical condition caused the failure to provide adequate breath.
        3. A refusal of the driver to try a second time to provide adequate breath is considered a refusal to test.

 

  1. Drug Testing Procedures.
    1. Driver's urine is tested for marijuana, cocaine, opiates, amphetamines and phencyclidine.
    2. A split specimen urine drug test, often called "split sample test," is used to conduct the drug test.
      1. A verified negative drug test result allows the driver to continue to perform a safety-sensitive function.
      2. A verified positive (or verified adulterated or substituted) drug test result on the primary sample requires the driver to be removed from performing a safety-sensitive function.
      3. A positive drug test result on the primary sample allows the driver an opportunity to request the split sample be tested by another certified laboratory only for the specific drug found in the primary sample. A negative drug test result on the split sample may result in a cancelled drug test and recollection as necessary.
      4. A driver’s refusal to test is considered a positive drug test result.
      5. A positive drug test result requires the driver to bear the personal and financial responsibility to undergo a substance abuse evaluation as a condition of continued employment, and/or subjects the employee to discipline up to and including termination.
    3. Drivers taking medication at a licensed medical practitioner’s direction may perform a safety-sensitive function if the licensed medical practitioner determines there is not an adverse effect on performing a safety-sensitive function and the school district is informed in writing of the medication and licensed medical practitioner’s opinion.
    4. Drug testing is conducted at collection sites which provide privacy to the driver and where the necessary equipment, personnel and materials are located.
      1. Drug testing is conducted at a designated collection site unless the situation requires another location. Public restrooms can be used as collection sites in exceptional circumstances.
      2. In the event privacy cannot be assured, privacy is provided to the extent practical. However, direct observation is allowed in certain circumstances, such as:
        1. Reasons exits to believe the driver may alter or substitute the specimen.
        2. The driver presents a specimen with a temperature outside the allowed range and does not provide an oral body temperature or the oral body temperature varies from the specimen provided.
        3. The last specimen provided by the driver was determined by the laboratory to not meet specific concentration criteria.
        4. The collection site person observes conduct of the driver to substitute or tamper with the specimen.
        5. The driver has previously been determined to have used a drug without medical authorization and the particular test is for follow-up testing or for return to duty testing.
      3. Direct observation must be approved in advance by the supervisor of the collection site person or the designated school district representative. Personnel performing direct observation must be of the same gender as the driver.
    5. Drug testing steps.
      1. The school district contact person makes arrangements with the collection site for the test.
      2. Once the driver is notified to submit to a drug test, the driver must complete the Alcohol/Drug Test Notification Form and proceed immediately to the collection site. The collection site person contacts the District’s contact person immediately when a driver does not arrive at the specified time.
      3. Upon arrival, the driver must provide photo identification. The driver may require the collection site person to provide proof of identification.
      4. The driver may keep his or her wallet but must remove any unnecessary outer garments, purses, briefcases and similar items at the request of the collection site person.
      5. Immediately prior to providing a urine specimen, the driver must wash his or her hands.
      6. The driver must then provide at least forty-five (45) milliliters of urine and deliver it immediately to the collection site person.
        1. Drivers who cannot provide an adequate amount of urine receive instructions for drinking water and repeating the test.
        2. The drug test is stopped when the driver fails to provide an adequate amount of urine within three hours of the first attempt.
        3. Failure to provide adequate urine is considered a refusal to test unless the physician/MRO determines a medical condition caused the failure to provide adequate urine.
      7. The specimen is kept in view of the driver and the collection site person.
      8. Upon receipt of the specimen, the collection site person immediately, and in no event later than four (4) minutes from the time the specimen was given to the collection site person, measures the temperature of the specimen.
      9. The collection site person inspects the specimen for color and other signs of contaminants.
      10. Another specimen is required as soon as possible under direct observation if tampering is suspected by the collection site person. Specimens suspected of tampering are also sent to the laboratory for testing.
      11. The specimen is divided into the primary and the split specimen, sealed and labeled. The label is initialed by the driver.
      12. The driver is required to read and sign the statement on the chain of custody form certifying the specimens are the driver's.
      13. The collection site person completes the chain of custody form and signs the form indicating the collection is complete. Failure of the driver to sign the form after the drug test is not considered a refusal to test. However, the collection site person notes the driver’s failure to sign on the form. Any unusual behavior or appearance of the driver is also noted on the form.
      14. The specimens are packaged for shipping to the laboratory and are shipped immediately or placed in secure storage until they can be shipped.
    6. Laboratory.
      1. The laboratory used by the school district's drug and alcohol testing program is certified by the Substance Abuse and Mental Health Services Administration (SAMHSA), a division of the U.S. Department of Health and Human Services (DHHS). Certified laboratories meet the testing procedures, personnel and record keeping requirements of the law.
      2. Upon arrival of the specimen at the laboratory, the split specimen is stored and the primary specimen is tested.
        1. A positive drug test result on the initial test of the primary specimen requires a confirmation drug test of the primary specimen.
        2. The split specimen is discarded if the primary specimen has a negative drug test result.
    7. Medical Review Officer (MRO) reviews drug test results.
      1. The MRO may release drug testing records of a driver to unauthorized individuals only with the written consent of the driver or as permitted by law.
      2. The MRO keeps a record of negative drug test results and reports verified negative drug test results to the school district, usually within two working days.
      3. The primary role of the MRO is to review and interpret test results and determine whether a legitimate explanation exists for the positive, adulterated, substituted, or invalid drug test result.
        1. After reviewing the chain of custody form and the laboratory drug test results, the MRO contacts the driver to conduct a verification interview prior to notifying the school district and to ask whether the driver requests a test of the split sample at the driver’s expense. The driver’s request for a test of the split sample must be made within seventy-two (72) hours of talking with the MRO.
        2. Upon request of the driver, the split specimen is ent to a second SAMHSA certified laboratory for testing at the driver’s expense.
        3. The MRO contacts the District’s contact person for assistance if the driver cannot be reached.
        4. The District’s contact person must confidentially inform the driver to contact the MRO and of the consequences of failing to do so within the next 72 hours.
        5. Upon contacting the driver, the District’s contact person must document and inform the MRO that the driver was contacted.
        6. Drivers who cannot be contacted after reasonable efforts have been made may be placed on temporary medically unqualified status or medical leave.
      4. The MRO may verify a positive drug test without talking to the driver if:
        1. The driver expressly declines the opportunity to discuss the positive drug test;
        2. The driver fails to contact the MRO within five (5) days after the District’s contact person has contacted the driver and instructed the driver to do so; or
        3. MRO verification of positive drug test results under these circumstances can be challenged by the driver if the driver presents the MRO with information documenting a serious illness, injury or other circumstances unavoidably preventing the driver from timely contacting the MRO. The MRO, based on this additional information, may find a legitimate explanation for the positive test result and declare the test negative.
      5. The driver is notified of the drugs found in a positive test result by the MRO, the District’s contact person or by certified mail to the driver's last known address.
      6. The school district receives a written report of the drug test results from the MRO.

 

  1. Substance Abuse Professional.
    1. A substance abuse evaluation by a substance abuse professional is the personal and financial responsibility of the driver as a condition of continued employment when a driver has:
      1. A positive drug test;
      2. A positive alcohol test of 0.04 breath alcohol concentration or greater; or
      3. Otherwise violates this policy, its supporting documents or the law.
    2. The substance abuse evaluation determines what assistance, if any, the driver needs in resolving problems with alcohol misuse and/or drug use.
    3. A list of available substance abuse professionals to provide assistance to bus drivers is available through the employee assistance program/school district contact person.

 

  1. Pre-employment Testing.
    1. Drivers shall submit to a drug test if a job offer is made. The job offer is contingent upon:
      1. A negative drug test result; and
      2. A signed written statement authorizing former employers to release all information on the driver related to drugs and alcohol.
    2. Prior to allowing a driver to perform a safety-sensitive function, and no later than thirty days after performing a safety-sensitive function, information must be obtained, or a good faith effort must have been made to obtain the information about the driver’s drug and alcohol history.
      1. The following information must be obtained about the driver for the two year period preceding the date of the application.
        1. Alcohol test result of 0.04 alcohol concentration or greater;
        2. Positive drug test results;
        3. Refusals to be tested; and
      2.  

 

  1. Random Testing.
    1. Annually, ten (10) percent of the average number of drivers are selected for random alcohol tests and fifty (50) percent of the average number of drivers are selected for random drug tests, unless otherwise required by law.
    2. The drivers' identification numbers are selected by a scientific method giving each driver an equal chance to be selected.
    3. Random tests are unannounced and performed throughout the year.
    4. Drivers selected for random alcohol testing are notified just before, during or just after performing a safety-sensitive function..
    5. Drivers selected for random drug testing are notified at any time. The school district must document why some, if any, drivers were selected but not notified.
    6. Once the driver is notified of being selected for a random test, the driver must proceed immediately to the collection site. However, drivers performing a safety-sensitive function must safely stop and proceed to the collection site as soon as possible.

 

  1. Reasonable Suspicion Testing.
    1. A driver who exhibits observable specific, contemporaneous, articulable characteristics concerning the appearance, behavior, speech or body odors as well as indications of the chronic and withdrawal effects of drugs may be required to submit to a reasonable suspicion drug test at any time such reasonable suspicion exists, in accordance with law.
    2. A driver may be required to submit to a reasonable suspicion alcohol test just before, during or just after the driver performs a safety-sensitive function or just before, during or just after the time the driver is required to be in compliance with this policy, its supporting administrative regulations or the law.
      1. A reasonable suspicion alcohol test is performed within two (2) hours and no later than eight (8) hours of determining reasonable suspicion. To meet the two hour requirement, district personnel will transport the employee to the collection site.
      2. If the alcohol test is not given within two (2) hours, the reasons for the delay must be documented.
      3. If the alcohol test is not given within eight (8) hours, attempts to test are stopped and the reason for not testing must be documented.
    3. A reasonable suspicion test request is made by an employee who received training to determine reasonable suspicion. The reasons for the reasonable suspicion must be documented within twenty-four (24) hours or prior to the release of the test results, whichever is earlier. If more than one employee trained to determine reasonable suspicion observes the driver, that employee must also document their reasons.

 

  1. Post-accident Testing.
    1. Drivers are subject to both post-accident drug and alcohol testing as soon as possible after an accident in which:
      1. A fatality occurred.
      2. The driver was cited and bodily injury occurred to a person who, as a result of the injury, required immediate medical treatment away from the scene of the accident; or
      3. The driver was cited and one or more motor vehicles was towed from the scene irrespective of the value of the damage to the vehicle.
    2. Drivers must remain readily available for post-accident testing.
      1. Drivers who leave the scene (unless necessary to obtain assistance or emergency medical care) or who do not remain readily available are deemed to have refused to test.
      2. Drivers subject to post-accident testing will be taken to the collection site by district personnel.
      3. Necessary medical treatment cannot and should not be denied to a driver waiting to complete post-accident drug and alcohol tests.
    3. Alcohol testing requirements.
      1. The alcohol test is administered with two (2) hours and no later than eight (8) hours of the accident.
      2. The reasons for administering the test later than two (2) hours after the accident must be documented.
      3. The reasons for not administering the test within eight (8) hours of the accident must be documented.
      4. Drivers are prohibited from consuming alcohol for eight (8) hours after the accident or until the alcohol test is completed, whichever occurs first.
    4. Drug testing requirements.
      1. The drug test is administered as soon as possible and no later than thirty-two (32) hours after the accident.
      2. The reasons for not administering the test must be documented.
    5. Results of drug or alcohol testing conducted by law enforcement officers or other officials on the scene with independent authority to conduct such tests may be used if the testing conforms with the law. The school district must receive a copy of the results to use them.

 

  1. Return-to-duty/Follow-up Testing.
    1. Prior to returning to duty after a positive drug test or otherwise violating this policy, its supporting documents or the law, the driver bears the personal and financial responsibility to:
      1. Be re-evaluated by a substance abuse professional to determine that the driver has properly followed any treatment program prescribed in the original evaluation by the substance abuse professional.
      2. Submit to a return-to-duty test for drugs, alcohol or both.
      3. Have a negative return-to-duty drug test result and/or an alcohol test results of less than 0.02 BAC before the driver can return to duty and perform a safety-sensitive function.
    2. After returning to duty, the driver is subject to a minimum of six (6) unannounced follow-up tests within twelve (12) months for alcohol, drugs or both, as determined by the substance abuse professional.
      1. The substance abuse professional can terminate the follow-up testing requirement after the first twelve months or continue the follow-up testing for up to sixty (60) months from the date of the driver’s return to duty.
      2. Alcohol follow-up testing is done just before, during or just after performing a safety-sensitive function.
      3. Drug follow-up testing is done any time.

 

  1. School district responsibilities.
    1. Provide drivers with information on the drug and alcohol testing requirements of this policy, its supporting administrative regulations and the law.
    2. Supervisors of drivers or employees designated to determine reasonable suspicion must receive sixty (60) minutes of training on alcohol misuse and sixty (60) minutes of training on drug use. The training must address the physical, behavioral, speech and performance indicators of probable alcohol misuse and drug use..
    3. Prior to the driver operating a school vehicle, provide drivers with instructions to enable the driver to comply with the drug and alcohol testing requirements.
    4. Disallow drivers to report to work or perform a safety-sensitive function when the school district has actual knowledge of a driver's drug use whether or not a drug test was conducted.
    5. Disallow drivers to report to work or perform a safety-sensitive function when the school district has actual knowledge of a driver with 0.02 BAC or greater whether or not an alcohol test was conducted.
    6. Ensure, through the school district's drug and alcohol testing program service provider, that the proper personnel, devices, and procedures are used for drug and alcohol testing.

 

  1. Consequences of violating this policy, its supporting documents or the law.
    1. Each violation is dealt with based on the circumstances surrounding the violation. The following consequences may result from a violation:
      1. Drivers may be disciplined up to and including termination.
      2. Drivers may not be permitted to perform safety-sensitive functions.
      3. Drivers may be advised of the resources available to them in evaluating and resolving problems associated with the misuse of alcohol or use of drugs.
      4. Drivers, as a condition of continued employment, bear the personal and financial responsibility for undergoing a substance abuse evaluation to determine what assistance, if any, the driver needs in resolving problems associated with the misuse of alcohol or use of drugs and may be required to follow any recommended substance abuse treatment program at their expense.
      5. Prior to returning to duty, the driver is required to have a negative drug and/or alcohol test result and be subject to the follow-up drug and/or alcohol testing determined necessary based on the circumstances surrounding the incident.
      6. Drivers refusing to submit to drug and/or alcohol testing may be considered insubordinate and are subject to termination.
      7. Drivers/applicants who refuse to submit to or cooperate with the drug and/or alcohol testing process and requirements shall be disqualified from further consideration.
    2. Nothing in this policy, its supporting administrative regulations or the law relating to drug and alcohol testing limits or restricts the right of the board or superintendent to discipline a driver, up to and including termination, for conduct which violates the school district's policies, supporting administrative regulations and procedures.

 

  1. Drug and alcohol testing records.
    1. Drug and alcohol testing records are stored in locked files at limited access locations separate and apart from the driver's general personnel records.
    2. The records are released only with the written consent of the driver and only those records specifically authorized for release may be released, unless otherwise permitted by applicable law. For example:
      1. Records may be released to appropriate government agencies without a driver’s written consent.
      2. Records may be released to appropriate school district employees without a driver’s written consent.
      3. School districts may, without a driver’s written consent, make a driver's drug and alcohol test records available to a decision maker in a lawsuit, grievance or other proceeding initiated by or on behalf of the driver and arising from the result of an alcohol or drug test under the drug and alcohol testing program policy, its supporting regulations or the law or from the school district's determination that the driver violated this policy, its supporting regulations, or the law.
    3. With a written request, drivers may access and copy their drug and alcohol test records in accordance with the board policy related to employee records. A driver is not denied access to these records for failure to pay fees associated with other records.
    4. All records will be maintained in accordance with applicable law. The following records of the school district's drug and alcohol testing programs are maintained for the time period indicated.
      1. One year:
        1. Records of negative and canceled drug test results and alcohol test results of less than 0.02 BAC;
        2. Records related to the collection process;
        3. Records related to the driver’s test results;
        4. Records related to other violations of the law;
        5. Records related to evaluations;
        6. Records related to education and training; and
        7. Records related to drug testing.
      2. Two years:
        1. Records related to the alcohol and drug collection process, except calibration of evidential breath testing devices, and training.
      3. Three years:
        1. Drug/alcohol testing information from previous employers
      4. Five years:
        1. Alcohol test results of 0.02 BAC and greater;
        2. Verified positive drug test results;
        3. Documentation of refusals to take required alcohol and/or drug tests;
        4. Calibration documentation;
        5. Driver substance abuse evaluations and referrals;
        6. Annual calendar year summary. 

 

Approved 4/15/96                   Reviewed 12/21/2015             Revised 12/21/2015   

404 General Personnel Conduct and Appearance

School district personnel shall strive to set the kind of example in their actions and appearance that not only reflects positively on the school system, but sets forth a model worthy of emulation by the students. Enthusiasm, positive attitude, loyalty, and professionalism shall be the key words describing the goals of school district personnel conduct and appearance.

 

School district personnel shall conduct themselves in a professional manner. School district personnel shall dress in attire appropriate for their position. Clothing should be neat, clean, and in good taste.

 

Certified personnel of the school district shall follow the code of ethics for their profession as established by the Iowa Board of Educational Examiners.

 

It shall be the responsibility of the building principals to counsel employees assigned to their facility on appearance and conduct when the individual appearance or conduct may have a negative impact on the learning environment or is otherwise in violation of this policy.

 

Legal Reference:       

Iowa Code § 279.8.

                                   

Approved   1/28/91                 Reviewed   12/21/2015           Revised   12/21/2015    

404.1R1 Employee Conduct Regulation

I.    Commitment to the student. The educator measures success by the progress of each student toward realization of potential as a worthy and effective citizen. The educator therefore works to stimulate the spirit of inquiry, the acquisition of knowledge and understanding, and the thoughtful formulation of worthy goals. In fulfilling obligations to the student, the educator:

a.   Shall not, without just, cause restrain the student from independent action in a pursuit of learning and shall not without just cause deny the student access to varying points of view.

b.   Shall not deliberately suppress or distort subject matter for which the educator bears responsibility.

c.   Shall make reasonable effort to protect the student from conditions harmful to learning or to health and safety.

d.   Shall conduct professional business in such a way that the educator does not expose the student to unnecessary embarrassment or disparagement.

e.   Shall not, on the ground of race, color, creed, age, sex, sexual orientation, gender identity, religion, socioeconomic status, geographic location, physical or mental handicap, marital status, or national origin, exclude any student from participation in or deny the student benefits under any program nor grant any discriminatory consideration or advantage, in accordance with applicable law.

f.    Shall not use professional relationships with students for private advantage.

g.   Shall keep in confidence information that has been obtained in the course of professional service, unless disclosure serves professional purposes or is required by law.

h.   Shall not tutor for remuneration students assigned to the educator’s classes, unless no other qualified teacher is reasonably available and prior approval is obtained.

 

II.   Commitment to the public. The educator believes that patriotism in its highest form requires dedication to the principles of our democratic heritage. The educator shares with all other citizens the responsibility for the development of sound public policy and assumes full political and citizenship responsibilities. The educator bears particular responsibility for the development of policy relating to the extension of educational opportunities for all and for interpreting educational programs and policies to the public. In fulfilling an obligation to the public, the educator:

a.   Shall not misrepresent an institution or organization with which the educator is affiliated and shall take adequate precautions to distinguish between personal and institutional or organizational views.

b.   Shall not knowingly distort or misrepresent the facts concerning educational matters in direct and indirect public expressions.

c.   Shall not interfere with a colleague’s exercise of political and citizenship rights and responsibilities.

d.   Shall not use institutional privileges for monetary private gain or to promote political candidates or partisan political activities.

e.   Shall accept no gratuities, gifts, or favors that might impair or appear to impair professional judgment, and shall not offer any favor, service, or thing of value to obtain special advantage.

 

III.  Commitment to the profession. The educator believes that the quality of the services of the education profession directly influences the nation and its citizens. The educator therefore exerts every effort to raise professional standards, to improve service, to promote a climate in which the exercise of professional judgment is encouraged, and to achieve conditions which attract persons worthy of the trust to careers in education. In fulfilling an obligation to the profession, the educator:

a.   Shall not discriminate on the ground of race, sex, age, sexual orientation, gender identity, religion, physical or mental disability, marital status, color, creed or national origin for membership in the profession in accordance with applicable law, nor interfere with the participation or nonparticipation of colleagues in the affairs of their professional association.

b.   Shall accord just and equitable treatment to all members of the profession in the exercise of their professional rights and responsibilities.

c.   Shall not use coercive means or promise special treatment in order to influence professional decisions of colleagues.

d.   Shall withhold and safeguard information acquired about colleagues in the course of employment, unless disclosure serves professional purposes or is required by law.

e.   Shall not refuse to participate in a professional inquiry when requested by the board of educational examiners.

f.    Shall provide upon the request of the aggrieved party a written statement of specific reason for recommendations that lead to the denial of increments, significant change in employment or termination of employment.

g.   Shall not misrepresent professional qualifications.

h.   Shall not knowingly distort evaluations of colleagues.

 

IV.  Commitment to professional employment practices. The educator regards the employment agreement as a pledge to be executed both in spirit and in fact in a manner consistent with the highest ideals of professional service. The educator believes that sound professional personnel relationships with governing boards are built upon personal integrity, dignity and mutual respect. The administrator discourages the practice of the profession by unqualified persons. In fulfilling the obligation to professional employment practices, the educator:

a.   Shall apply for, accept, offer, or assign a position or responsibility on the basis of professional preparation and legal qualifications.

b.   Should recognize salary schedules and the salary clause of an individual teacher’s contract as a binding document on both parties. The educator should not in any way violate the terms of the contract.

c.   Shall not knowingly withhold information regarding a position from an applicant or misrepresent an assignment or conditions of employment.

d.   Shall give prompt notice to the employing agency of any change in availability of service, and the employing agent shall give prompt notice of change in availability or nature of a position.

e.   Shall adhere to the terms of a contract or appointment unless these terms have been legally terminated, falsely represented, or substantially altered by unilateral action of the employing agency.

f.    Shall not delegate assigned tasks to unqualified personnel.

g.   Shall use time or funds granted for the purpose for which they were intended.

h.   Shall comply with all applicable laws, regulations, board policies, and rules in connection with employment.

 

Approved   8/19/96                 Reviewed 12/21/2015             Revised   10/18/2010   

405 Personnel - General

405.1 Personnel Defined

Certified Personnel

Certified personnel are those school district employees required to hold appropriate teaching or administrative certificate or other professional license, certificate, or endorsement, from the State Department of Education and the State Board of Educational Examiners, or the Board of Nursing, for their position.

 

It shall be the responsibility of the superintendent to establish job specifications and job descriptions for certified personnel positions, other than the position of the superintendent.

 

Certified personnel must present evidence of current license, certificate, or endorsement to the board secretary prior to payment of first payroll check each year.

 

Classified Personnel

Classified personnel are those school district employees who are not required to hold appropriate teaching or administrative certificate or other professional license, certificate, or endorsement, from the State Department of Education and the State Board of Educational Examiners, or the Board of Nursing, for their position or who are employed to fulfill the duties listed on their job description on a monthly or hourly basis.

 

Classified personnel shall include, but not be limited to, teacher and classroom aides, custodial and maintenance employees, clerical employees, food service employees, bus drivers and extra help for summer or other maintenance. The position may be full-time or part-time employment.

 

It shall be the responsibility of the superintendent to establish job specifications and job descriptions for classified personnel positions. Job descriptions shall be approved by the board.

 

If a classified personnel holds a license, certificate, or endorsement for their position, they must present evidence of current license, certificate, or endorsement to the board secretary prior to payment of the first payroll check each year.

 

As a general rule, classified employees who require special license or other certification shall keep such licenses up to date at their own expense. The board, however, maintains the discretion to reimburse costs. The requirements for a license needed for a position will be considered met if the employee meets the requirements established by law and by the State Department of Education for the position.

 

Legal Reference:                   

Iowa Code §§ 256, 272, 279.8, 294.1; 281 IAC 12.4; 43.

 

Approved   12/21/2015           Reviewed     ______               Revised       ______       

405.2 Personnel Qualifications, Recruitment, Selection

Persons interested in a position, other than administrative positions which will be filled in accordance with board policies in Series 300, “Administration,” shall have an opportunity to apply and qualify for positions in the school district without regard to race, color, national origin, sex, physical or mental disability, age, religion, creed, sexual orientation, gender identity, or genetic information in accordance with applicable law. Job applicants for positions shall be considered on the basis of various factors, including but not limited to the following:

  • Training, experience, and skill;
  • Nature of the occupation;
  • Demonstrated competence; and
  • Possession of, or ability to obtain, state certification as required by law and the job description.

 

Announcement of the position shall be in a manner which the superintendent believes is appropriate and will inform potential applicants about the position. Whenever possible, the preliminary screening of applicants shall be conducted by the school district employee who will be directly supervising and overseeing the person being hired.

 

The board shall employ certified personnel after receiving a recommendation from the superintendent. However, the superintendent shall have the authority to employ a certified employee on a temporary basis until a recommendation can be made and action can be taken by the board on the position.

 

The superintendent shall hire classified personnel. Such employment shall be subject to the board’s approval at its next meeting when the superintendent shall present the names and salaries of the employees to the board.

 

The requirements stated in the Master Contract for the PCM Community School District between employees in a collective bargaining unit and the board shall be followed.

 

Legal Reference:                   

Iowa Code §§ 279.8; 279.13; 279.20.

 

Approved  12/21/2015       Reviewed    _______                 Revised    _______   

405.3 Personnel Contracts/Agreements

Certified Employees

The board will enter into a written contract with certified employees employed on a regular basis.

 

Each contract for certified employees, other than administrators, will be for a period of one (1) academic year. It shall be the responsibility of the superintendent to complete the contracts for certificated personnel, and present them to the board for approval. The contracts, after being signed by the board president, shall be filed with the board secretary.

 

Contracts entered into with certified employees, other than administrators, will continue from year to year unless the contract states otherwise, is modified or terminated by mutual agreement between the board and the employee, or the contract is terminated by the board.

 

The first three (3) years of employment of a certified employee shall be considered a probationary period. However, if the employee has successfully completed a probationary period in another school district in Iowa, the probationary period shall not exceed one year. The board may waive the probationary period for any employee who has previously served a probationary period in another school district or extend it for an additional year upon the consent of the certified employee. In the event of termination during this period, the board shall afford the certified employee the appropriate procedures required by law. The action of the board will be final unless otherwise provided by law.

 

Certified employees whose contracts will be recommended for termination by the board will receive notice not later than April 30. The superintendent shall make a recommendation to the board for the termination of the certified employee’s contract effective at the end of the school year. Employees may also be discharged at any time during the school year as permitted by applicable law.

 

Certified personnel who wish to resign, to be released from a contract, or to retire must comply with applicable law and board policies in those areas.

 

Classified Employees

The board will enter into written contracts, service agreements, or letters of assignment with classified personnel employed on a regular basis. The document will state the terms of employment.

 

Each agreement shall include a fourteen (14) day cancellation clause. To activate this clause either the employee or the board must give notice of the intent to cancel the agreement at the end of fourteen (14) days. This notice will not be required when the employee is terminated during a probationary period or for cause.

 

Classified personnel shall receive a job description stating the specific performance responsibilities of their position.

 

It shall be the responsibility of the board secretary to draw up and process the classified personnel agreements after board approval. The agreements, after being signed by the board president, shall be filed with the board secretary.

 

Legal Reference:       

Iowa Code § 279; .8; .13.

 

Approved 12/21/2015    Reviewed ________       Revised ________  

405.4 Personnel Work Day

The work day for personnel shall begin each day of the fiscal year except holidays at 7:40 a.m. and end each day at 3:40 p.m., unless otherwise directed by a supervisor. This ending time may be altered on Fridays or on days preceding holidays.

 

Personnel are to be in their assigned school building during the work day. Advance approval to be absent from the building must be obtained from the principal, or superintendent for administrators, whenever the personnel must leave their school building during the work day.

 

The building principal is authorized to make changes in the work day in order to facilitate the educational program. These changes shall be reported to the superintendent.

 

The requirements stated in the Master Contract for the PCM Community School District between the employees of a collective bargaining unit and the board regarding the work day for such employees shall be followed.

 

Legal Reference:                   

Iowa Code §§ 20.9; 279.8, 280.14.

 

Approved   01/28/91               Reviewed 12/21/2015             Revised   12/21/2015   

405.5 Personnel Assignment

Certified Employees

Determining the assignment of each certified employee is the responsibility and within the sole discretion of the board. In making such assignments the board shall consider the qualifications of each certified employee and the needs of the school district.

 

It shall be the responsibility of the superintendent to make recommendations to the board regarding the assignment of the certified employees.

 

The requirements stated in Article IV of the Master Contract for the PCM Community School District between employees in that certified collective bargaining unit and the board regarding assignment of such employees shall be followed.

 

Classified Employees

Determining the assignment of each classified employee is the responsibility of the superintendent and within the sole discretion of the board. In making such assignments each year the superintendent shall consider the qualifications of each classified employee and the needs of the school district.

 

It shall be the responsibility of the superintendent to assign classified employees and report such assignments to the board.

 

The requirements stated the Master Contract for the PCM Community School District between employees in that classified collective bargaining unit and the board regarding assignment of such employees shall be followed.

 

Legal Reference:                   

Iowa Code §§ 20.7; 20.9; 279.8, 280.14.

 

Approved  12/21/2015       Reviewed   ________       Revised   ________   

405.6 Personnel Transfers

Certified Employees

Determining the location where an employee’s assignment will be carried out is the responsibility and within the sole discretion of the board. In making such assignments the board shall consider the qualifications of each certified employee and the needs of the school district.

 

A transfer may be initiated by the employee, the principal, or the superintendent.

 

It shall be the responsibility of the superintendent to make recommendations to the board regarding the transfer of certified personnel.

 

The requirements stated in the Master Contract for the PCM Community School District between employees in that certified collective bargaining unit and the board regarding the transfer of such employees shall be followed.

 

Classified Employees

Determining the location where a classified employee’s assignment will be carried out is the responsibility of the superintendent and within the sole discretion of the board. In making such assignments each year the superintendent shall consider the qualifications of each classified employee and the needs of the school district.

 

A transfer may be initiated by the employee, the principal, or the superintendent.

 

It shall be the responsibility of the superintendent to transfer classified employees and report such transfers to the board.

 

The requirements stated in the Master Contract for the PCM Community School District between employees in that classified collective bargaining unit and the board regarding the transfer of such employees shall be followed.

 

Legal Reference:                   

Iowa Code §§ 20.7; 20.9; 279.8; 280.14.

                                               

Approved   01/28/91       Reviewed 12/21/2015      Revised 11/15/2010   

 

405.7 Personnel Evaluation

Evaluation of personnel, other than administrators, but including extracurricular personnel, on their skills, abilities, and competence shall be an ongoing process supervised by the building principals and conducted by approved evaluators. The goal of the formal evaluation of personnel shall be to improve the educational program, to maintain personnel who meet or exceed the board’s expectations and standards of performance, to clarify each employee’s role, to ascertain the areas in need of improvement, to clarify the immediate priorities of the board, and to develop a working relationship between the administrators and other school district personnel.

 

The formal evaluation criteria shall be in writing and shall provide an opportunity for the evaluator and the employee to discuss past performance and future areas of growth. The formal evaluation shall be completed by the evaluator, signed by the employee, and filed in the employee’s personnel file.

 

This policy supports and does not preclude the ongoing informal evaluation of the personnel’s skills, abilities and competence.

 

It shall be the responsibility of the superintendent to ensure personnel are evaluated in accordance with applicable law. New and probationary personnel shall be evaluated at least twice a year.

 

The requirements stated in the Master Contract for PCM Community School District between employees in a collective bargaining unit and the board regarding evaluation procedures of such employees shall be followed.

 

Legal Reference:                   

Iowa Code §§ 20.9; 279.8, .14; 281 I.A.C. 12.3(3).

 

Approved 12/21/2015       Reviewed   _______       Revised   _______   

405.8 Personnel Probationary Status

Certified Employees

The first three consecutive years of employment of a certified employee, other than an administrator, shall be a probationary period unless the employee has already successfully completed the three year probationary period in another Iowa school district, in which case the probationary period shall not exceed one year. For purposes of this policy, an employee will have met the requirements for successfully completing a probationary period in another Iowa school district if the employee was employed for the requisite number of years, at the employee’s most recent performance evaluation the employee received at least a satisfactory or better evaluation, and the employee has not engaged in conduct which would disqualify the employee for a continuing contract.

 

Administrators employed in a school district for less than two consecutive years are probationary administrators.

 

Only the board, in its discretion, may waive the probationary period for any employee who has previously served a probationary period in another school district. The board may extend the probationary period for one additional year with the consent of the employee. The board will make the decision to extend or waive an employee’s probationary status based upon the superintendent’s recommendation. During this probationary period the board may terminate the employee’s contract at year-end or discharge the employee in concert with corresponding board policies and applicable law.

 

Certified personnel may also serve a probationary period based upon their performance. Such probationary period shall be determined on a case-by-case basis in light of the circumstances surrounding the employee’s performance as documented in the employee’s evaluations and personnel file.

 

The superintendent is authorized to place a certified employee on probation based on the employee’s performance.

 

Classified Employees

The first ninety (90) days of a newly employed classified employee holding a professional license, certificate, or endorsement other than teaching or administrative license and classified employees’ contracts shall be a probationary period. “Day” shall be defined as one (1) work day regardless of full-time or part-time status of the employee. New employees, regardless of experience, shall be subject to this probationary period. The superintendent, at their discretion, may extend this probationary period.

 

“New” employees includes individuals who are being hired for the first time by the school district and those who may have been employed by the school district in the past, but have not been employed by the board during the school year prior to the one for which contracts are being issued.

 

At the discretion of the superintendent, a classified employee may be placed on probationary status for performance-related issues. The status will remain in effect as long as the superintendent deems necessary.

 

Only the board, in its discretion, may waive the probationary period. During this probationary period the board may terminate classified personnel contracts at any time.

 

Legal Reference:                   

Iowa Code §§ 279.8, 279.19, 279.24.

 

Approved   12/21/2015       Reviewed   ________       Revised   ________   

405.9 Personnel Organization Affiliation

Personnel who qualify may join a bargaining group and participate in its activities as long as the participation does not, in any way, interfere with the delivery of and the provision of the educational program and school district operations.

 

The superintendent shall have sole discretion to determine whether association activities interfere with the educational program and school district operations. Association individuals must follow the board policy stating the requirements by the public when planning to use, or using, school property for association purposes.

 

The board shall not interfere with the rights of an employee to organize or form, join, or assist any employee organization, or otherwise engage in any activity which is protected by law.

 

Legal Reference:                   

Iowa Code §§ 20.1, .7, .8, .10; 279.8.

 

Approved   01/28/91                Reviewed 12/21/2015             Revised   12/21/2015    

406 Personnel Compensation and Benefits

406.1 Personnel Compensation

The board shall establish salary schedules for certified personnel positions, determine which certified employees will advance on the salary schedule, and set the compensation to be paid for the classified personnel positions keeping in mind the budget for the school district, the education and experience of the employee, the educational philosophy of the school district, and other factors deemed relevant by the board.

 

It shall be the responsibility of the superintendent to make a recommendation to the board annually regarding the salary schedules, advancement on the salary schedules, and compensation for employees. The salary schedule shall be subject to review through the collective bargaining process.

 

The board shall have the authority, based on the superintendent’s recommendation, to hold an individual on a step or at their current compensation level for disciplinary purposes.

 

The requirements stated in the Master Contract for PCM Community School District between employees in that collective bargaining unit and the board regarding wages and salaries of such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 20.9; 279.8.

 

Approved 02/15/2016        Reviewed       Revised    

406.2 Personnel Wage and Overtime Compensation

The board recognizes that non-exempt personnel should be compensated for approved hours worked over forty (40) hours in a work week. This compensation shall be in the form of overtime pay as permitted by applicable law.

 

Each non-exempt employee compensated on an hour-by-hour basis, whether full or part-time, permanent or temporary, will be paid no less than the federal and state minimum wage. Whenever a non-exempt employee must work more than forty (40) hours in a given work week, the employee shall be compensated at one and one-half (1 1/2) times their regular hourly wage rate. Overtime will not be permitted without prior authorization of the employee’s supervisor.

 

Each non-exempt employee paid on an hour-by-hour basis must complete a daily time record showing the actual number of hours worked. Failure of the employee to maintain, or falsification of, such records will be grounds for disciplinary action.

 

It is the responsibility of the superintendent’s designee to maintain such records.

 

Legal Reference:                    29 U.S.C. §§ 201 et. seq.; 29 C.F.R. Pt. 510-794.

 

Approved   01/28/91       Reviewed 02/15/2016       Revised 02/15/2016  

406.3 Personnel Continued Education Credit

Continued education on the part of certified personnel may entitle them to advancement on the salary schedule. Certified personnel who have completed twelve (12) additional hours beyond their bachelor’s degree will be considered for advancement on the salary schedule for continued education.

 

To receive credit for continuing education to apply toward advancement, the employee must file, with the superintendent, suitable proof of meeting the requirements. Such information must be supplied by August 30th. In addition, written notice must be given to the superintendent no later than the first day of work in the new school year.

 

It shall be the responsibility of the superintendent to make a recommendation to the board for advancement of a certified employee on the salary schedule.

 

The requirements stated in the Master Contract between employees in the certified collective bargaining unit and the board regarding wages and salaries of such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 20.9; 279.8.

 

Approved   01/28/91               Reviewed   02/15/2016           Revised 02/15/2016   

406.4 Personnel Compensation for Extra Duty

A certified employee may volunteer or be required to take on extra duty, with the extra duty being secondary to the major responsibility of the certified employee.

 

Vacant extra duty positions, for which extra compensation will be earned, will be posted to allow qualified certified personnel to volunteer for the extra duty. If no certified employee volunteers for extra duty, the superintendent shall assign the extra duty positions to qualified certified personnel. The employee shall receive compensation for the extra duty required to be performed.

 

The board shall establish a salary schedule for extra duty personnel positions, keeping in mind the budget for the school district, the education and experience of the certificated employee, the educational philosophy of the school district, and other considerations as determined by the board.

 

It shall be the responsibility of the superintendent to make a recommendation to the board annually as to which certified employees shall have the extra duty, and the salary schedule for extra duty, for the board’s review.

 

The requirements stated in the Master Contract for PCM Community School District between employees in the certified collective bargaining unit and the board regarding wages and salaries of such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 20.9; 279.8.

 

Approved   01/28/91               Reviewed   02/15/2016           Revised 02/15/2016   

406.5 Personnel Group Insurance Benefits

Personnel shall be eligible for group insurance and health benefits as determined by the board and required by law. The board shall select the group insurance program and the insurance company which will provide the program.

 

This policy statement does not guarantee a certain level of benefits. The board shall have the authority and right to change or eliminate group insurance programs for its employees.

 

Personnel shall be entitled to workers’ compensation and unemployment benefits in accordance with applicable law. Employees interested in these benefits should contact the superintendent’s designee.

 

The requirements stated in the Master Contract for PCM Community School District between employees in a certified collective bargaining unit and the board regarding the group insurance benefits of such employees shall be followed.

 

All applicable laws regarding the continuation of group health coverage after it would otherwise end will be followed.

 

Legal Reference:       

Iowa Code §§ 20.9; 85; 85B; 96; 279.12; 297.8-.16; 509; 509A; 509B.

26 U.S.C. § 162.

42 U.S.C. § 300bb-1 et seq.

 

Approved   01/28/91               Reviewed   02/15/2016           Revised 02/15/2016   

406.6 Personnel Tax Sheltered Programs

The board authorizes the administration to make payroll deduction for employee’s tax sheltered annuity premiums purchased through a company approved in the District’s plan administered through the Iowa Department of Administrative Services.

 

Employees wishing to have payroll deductions for tax-sheltered annuities shall request the appropriate form from the Business Office and return it to the Business Office once it has been signed by their qualified advisor.

 

The requirements stated in the Master Contract for PCM Community School District between employees in a collective bargaining unit and the board regarding the group benefits of such employees shall be followed.

 

 

Legal Reference:                    Iowa Code §§ 20.9, 260C; 273; 294.16, 509A.12.

                                                1988 Op. Att’y Gen. 38.

                                                1976 Op. Att’y Gen. 462, 602.

                                                1966 Op. Att’y Gen. 211, 220.

 

Approved   01/28/91               Reviewed 06/19/2017             Revised 06/19/2017       

407 Personnel Termination of Employment

407.1 Personnel Resignation

Certified Employees:

A certified employee who wishes to resign must file such resignation in writing with the board secretary and the superintendent within the time period set by the board for return of the contract or as otherwise provided by law. This applies to regular contracts for the certified employee’s regular duties. For an extracurricular contract for extra duty, the resignation must be filed within 21 days after the contract for the next school year has been received. Resignations of this nature will be accepted by the board.

 

The board may require an individual who has resigned from an extracurricular contract to accept the resigned position for only the subsequent school year when the board has made a good faith effort to find a replacement, the certified employee is continuing to be employed under a teaching contract by the school district, and the position has not been filled by June 1.

 

Classified Employees:

Classified employees who wish to resign during the school year shall give the superintendent written notice of their intent to resign and cancel their contract fourteen (14) calendar days prior to their last working day. In its discretion, the board may choose to not accept a resignation of a classified employee prior to finding a suitable replacement, and may recover any expenses incurred by the district arising from an employee’s early cancellation of contract.

 

Legal Reference:                    Iowa Code §§ 279.8, .13, .19A, .24.

 

Approved   01/28/91               Reviewed 02/15/2016             Revised 02/15/2016   

407.2 Personnel Contract Release

Employees who wish to be released from an executed contract must give thirty (30) days’ signed, written notice to the superintendent stating the reasons for and dates of the release. Certified employees may be released at the discretion of the board. Only in unusual and extreme circumstances will the board release a certified employee from a contract. The board will have sole discretion to determine what constitutes unusual and extreme circumstances.

 

Release from a contract will be contingent upon finding a suitable replacement. Certified employees requesting release from a contract after it has been signed and before it expires may be required to pay the board the cost of advertising incurred to locate and hire a suitable replacement. Payment of these costs is a condition for release from the contract at the discretion of the board. Failure of the employee to pay these expenses may result in a cause of action being filed in small claims court.

 

The superintendent is authorized to file a complaint with the Board of Educational Examiners against a certified employee who leaves without proper release from the board, and pursue any other remedies under the law.

 

Legal Reference:                    Iowa Code §§ 279.8; 279.13, .19A,.24.

                                               

Approved   01/28/91               Reviewed 02/15/2016             Revised 02/15/2016 

407.3 Personnel Retirement

Employees who will complete their current contract with the board may retire. No employee will be required to retire at a specific age.

 

Notice of retirement will be considered made when the employee states in writing to the board secretary and superintendent, no later than the date set by the board for the return of the employee’s contract to the board or as otherwise provided by law, the intent of the employee to retire.

 

Board action to approve an employee’s retirement is final and such action constitutes nonrenewal of the employee’s contract for the next school year.

 

Employees who retire under this policy may qualify for retirement benefits through the Iowa Public Employees Retirement System.

 

Employees and their spouse and dependents, who have group insurance coverage through the school district, shall be allowed to continue coverage in the school district’s group health insurance program, at their own expense until age 65, by meeting the requirements of the insurer and applicable law.

 

Legal Reference:       

Iowa Code §§ 91A.2, .3, .5; 97B; 279.8, .13, .19A, .24, .46; 509A.1329 U.S.C. §§ 621 et seq.

581 I.A.C. 21.

1978 Op. Att’y Gen. 247.

1974 Op. Att’y Gen. 11, 322.

 

Approved   01/28/91               Reviewed 02/15/2016             Revised 02/15/2016   

407.4 Personnel Suspension

It is expected that employees will perform their assigned job, respect and follow board policy, and obey the law. The superintendent is authorized to suspend an employee pending board action on a discharge, for investigation of charges against the employee, or for disciplinary purposes.  It is within the discretion of the superintendent to suspend an employee with or without pay.

 

In the event of a suspension, appropriate due process will be followed.

 

Legal Reference:                    Iowa Code §§ 279.8, .25, .27.

 

Approved   01/28/91               Reviewed 02/15/2016             Revised 02/15/2016   

407.5 Personnel Reduction in Force

The board has the exclusive authority to determine the appropriate number of employees and when a reduction in personnel is necessary.

 

The requirements stated in the Master Contract for PCM Community School District between employees in a collective bargaining unit and the board regarding the reduction in force of such employees will be followed.

 

Certified Employees

A reduction of certified employees may occur as a result of, but not be limited to, changes in the education program, staff realignment, changes in the size or nature of the student population, financial situation considerations, and other reasons deemed relevant by the board.

 

The reduction in certified employees, other than administrators, will be done through normal attrition if possible. If normal attrition does not meet the necessary reduction in force required, the board may terminate such certified employees.

 

It is the responsibility of the superintendent to make a recommendation for termination to the board. The superintendent shall consider the following criteria in making the recommendations:

  • Endorsements and educational preparation within the grade level and subject areas in which the employee is now performing;
  • Relative skills, ability and demonstrated performance;
  • Qualifications for co-curricular programs; and
  • Number of continuous years of service to the school district.  This will be considered only when the foregoing factors are relatively equal between employees.
  • Needs of the school district.

 

Due process procedures for terminations due to a reduction in force will be followed.

 

Classified Employees

Employees who are terminated due to a reduction in force shall be given thirty (30) days’ notice. Appropriate due process procedures as required by law will be followed in terminations due to a reduction in force.

 

It shall be the responsibility of the superintendent to make a recommendation for termination to the board. The superintendent will consider the relative qualifications, skills, ability and demonstrated performance through evaluation procedures, as well as any other relevant factors, in making the recommendations.

 

Legal Reference:                    Iowa Code §§ 279.8, 280.14.

 

Approved   01/28/91               Reviewed 02/15/2016             Revised 02/15/2016  

407.6 Certified Employee Voluntary Early Retirement Plan

The Board of Education (“the Board”) of the PCM Community School District (“the District”) offers an early retirement plan for full-time certified employees as set forth below:
 
PLAN PARTICIPATION
Non-Discrimination. The District will not discriminate against any employee on the basis of age, gender, sexual orientation, gender identity, race, color, creed, religion, national origin, or disability through the application or administration of this policy.
 
Eligibility and Application.  Full-time employees are certified employees who work 37 hours per week and who are currently performing their assigned duties within the District. An employee is eligible under the early retirement plan when the employee:

  1. Is 55 years of age or older on or before June 30 of the year in which the employee wishes to apply for their benefit;
  2. Completes a total of 15 years of service as a full-time certified employee to the District OR, for administrators, completes a total of 10 years of service as a full-time employee of the District;
  3. Submits an application, on the form provided by the District, to the superintendent of participation in the plan on or before February 15 of the year in which the employee wishes to retire. Applications submitted after February 15, but under no circumstances later than April 1, may be considered at the discretion of the Board depending on the circumstances for the late application;
  4. Submits a written resignation from all contracts with the District to be effective at the end of the contract year in which the resignation becomes effective. The resignation is contingent upon approval by the Board of participation in the voluntary early retirement plan; and,
  5. Receives Board approval on the employee’s application for participation in the early retirement plan, the employee’s resignation and the disbursement of early retirement incentive to the employee.

 
Board Approval. Approval by the Board of the employee’s early retirement application shall constitute acceptance of the employee’s resignation and shall constitute voluntary termination of all the employee’s contracts with the Board. Approval by the Board of the employee’s early retirement application shall also make the employee eligible for disbursement of the early retirement incentive September 1 following the employee’s approval for early retirement or a date mutually agreed upon by the school district and the employee.  Failure of the Board to approve the employee’s early retirement application will make the employee’s current contract with the Board continue in full force and effect, unless the employee otherwise resigns or is terminated.
 
INCENTIVE
This Plan shall consist of payment not to exceed $24,000.00 per certified person or 45% of current year’s base salary for those currently under an Administrative contract with the District. That amount shall be applied as follows:

  1. To continuation of individual health insurance benefits, with the district contributing no more than 1/6th of the incentive per year, subject to the requirements set by the District’s insurance carrier, until the retiring employee becomes eligible for Medicare insurance coverage. Subsequent annual increases in the case of individual premiums are the responsibility of the employee. If desired, the employee may also purchase additional health, dental, and vision coverage under the current insurance policies of the District. If an employee is not covered by health insurance in their last year of employment, or if the employee fails to pay the balance of the insurance premium, then the benefit shall be distributed in accordance with (b) below; and
  2. If the amount set forth above is in excess of the amount necessary to pay for individual health insurance as described in (a), the remainder shall be paid into the employee’s designated 403(b) provider over a six-year period in equal payments each year.

 
ADDITIONAL PROVISIONS
Maximum Amount Available. The Board has discretion annually to determine the total amount available to this program.
 
Designation of Beneficiary. In the event of the death of the employee prior to payment of the early retirement incentive but after the employee’s retirement has begun, the early retirement incentive will be paid to the designated beneficiary in one lump sum payment.  In the event no beneficiary is designated, the incentive will be paid to the employee’s estate in one lump sum payment.
 
Board’s Discretion. The Board has complete discretion to offer or not to offer an early retirement plan for employees. The Board may amend or discontinue the District’s early retirement plan at any time. The adoption of this Plan does not vest any right in any employee, whether or not such employee is currently eligible for early retirement.
 
The Board expressly reserves the right to deny any application for participation in this Plan.
 
If the Board decides that only a limited number of employees will be granted early retirement benefits in a given year, the Board will then determine the maximum number of employees who may receive the benefits described under this Plan. Recipients will be selected based on the greatest number of years of consecutive, regular full-time employment with the District. If there is a tie between or among employees using this method, the tie will be broken by a random process, as determined by the Board.
 
The Board shall have full discretion to waive any requirement of this Plan at any time, in its sole discretion. However, under no circumstances shall the waiver of any requirement in an individual case constitute precedent with regard to any future request for a waiver. Nothing herein shall limit the Board’s ability to change the terms of its existing health insurance plan at any time.
 
Severability. Should any portion of this Plan be in conflict with the law, that portion shall be invalid and all other portions shall remain in full force and effect.
 
 
Legal Reference: 29 U.S.C. §§ 621 et seq. (2010).
42 U.S.C. §§ 300bb-1 et seq. (2010)
Iowa Code §§ 279.8; 279.46; 509A.13; 509B (2010).
 
Approved 01/23/06       Reviewed   01/19/2015        Revised 01/19/2015     

407.7 Personnel Dismissal

The board believes employees should perform their assigned job duties, respect and follow board policy, and obey the law. Appropriate due process procedures as required by law shall be followed.

 

The requirements stated in the Master Contract for PCM Community School District between employees in a collective bargaining unit and the board regarding the dismissal of such employees will be followed.

 

Certified Employees

In the event of the dismissal of a certified employee, the superintendent and board shall follow all procedures as required by law.

 

Classified Employees

The board delegates the dismissal of classified personnel to the superintendent. A classified employee may be dismissed for any reason, including, but not limited to, incompetence, willful neglect of duty, reduction in force, willful violation of board policy or administrative regulations, or a violation of the law.

 

The superintendent shall notify the board when the dismissal of classified personnel has occurred.

 

Legal Reference:                    Iowa Code § 279.8, .15-.18.

 

Approved   01/28/91       Reviewed 02/15/2016      Revised 02/15/2016   

408 Personnel Professional Growth

408.1 Employee Professional Development

The board encourages certified employees to attend and participate in professional development activities to maintain, develop and extend their skills. The board will maintain and support an in-service program for certified employees.

 

Requests for attendance or participation in a development program, other than those development programs sponsored by the school district, are made to the superintendent. Approval from the superintendent must be obtained prior to attendance by a certified employee in a professional development program when the attendance would result in the employee being excused from their duties or when the school district pays the expenses for the program.

 

The superintendent will have sole discretion to allow or disallow certified employees to attend or participate in the requested event. When making this determination, the superintendent will consider the value of the program for the employee and the school district, the effect of the employee’s absence on the education program and school district operations and the school district’s financial situation as well as other factors deemed relevant in the judgment of the superintendent. Requests that involve unusual expenses or overnight travel must also be approved by the board.

 

The requirements stated in the Master Contract for PCM Community School District between employees in the certified collective bargaining unit and the board regarding professional development of such employees will be followed.

 

Legal Reference:                   

Iowa Code §§ 279.8, 284.

281 I.A.C. 12.7

 

Approved   01/28/91       Reviewed 02/15/2016       Revised 02/15/2016  

408.2 Employee Publication or Creation of Materials

Materials created by employees and the financial gain wherefrom are the property of the school district if school materials and time were used in their creation and/or such materials were created in the scope of the employee’s employment.

 

The employee must seek prior written approval of the superintendent concerning such activities.

 

Legal Reference:                    Iowa Code §§ 279.8.

 

Approved   01/28/91       Reviewed 02/15/2016       Revised 02/15/2016  

408.3 Employee Tutoring

Every effort will be made by the certified employees to help students with learning problems before recommending that the parents engage a tutor. Since there are exceptional cases when tutoring will help students overcome learning deficiencies, tutoring by certified employees may be approved by the superintendent to the extent permitted by applicable law.

 

Certified employees may only tutor students other than those for whom the teacher is currently exercising teaching, administrative or supervisory responsibility unless approved by the superintendent.

 

Tutoring for a fee or other compensation may not take place within school facilities or during regular school hours unless approved by the superintendent.

 

Legal Reference:                    Iowa Code §§ 279.8; 721.2.

 

Approved   01/28/91       Reviewed 02/15/2016       Revised 02/15/2016   

409 Personnel Vacations and Leaves of Absence

409.1 Personnel Vacation - Holidays - Personal Leave

The board shall determine the amount of annual vacation, personal leave and holidays that will be allowed for personnel.

 

The requirements stated in the Master Contract between employees in a collective bargaining unit and the board regarding vacations, personal leave, and holidays of such employees shall be followed.

 

Vacation:

Full-time twelve month employees are entitled to the following vacation schedule:

 

Years of Service Completed  Days Annually             Accrual per Pay Period (12)

       Upon Employment*                5 Days                             0.42 Days

                   1 – 4                          10 Days                          0.84 Days

                  5 – 11                         15 Days                           1.25 Days

                    12+                           20 Days                          1.67 Days

 

*Employees beginning employment in the middle of the school year will have their vacation days prorated based on their total contract days.

 

Vacation may be taken any time during the year when the vacation will not disrupt the operation of the school district. The employee must submit a vacation request to their immediate supervisor at least five (5) days in advance, except for emergency situations.

 

Personal Days:

Full-time regular employees, who work at least 178 days per year, will be allowed a maximum of three (3) days of personal leave to accomplish personal business that cannot be conducted outside the work day.  The employee must, whenever possible, submit a personal leave request two (2) days prior to the leave day. Except in cases of serious emergency, this leave may be denied if it falls on the day before or the day after a holiday or vacation, it falls on a day when services would be necessary, it would cause undue interruption to the educational program or to a program demanding the employee’s services to the department, or other reasons deemed relevant by the superintendent. It shall be within the discretion of the superintendent to grant personal leave. Personnel may receive compensation, at a per diem rate, for two (2) days of unused personal leave.

 

Holidays:

Employees will be paid only for the hours they would have been scheduled for the day. Holiday pay for employees will be based on the following guidelines:

 

Full-Time Twelve Month Employees (8 Paid Holidays)

July 4

Labor Day

Thanksgiving Day

Christmas

New Year’s

Memorial Day

Floating Holiday (2)

 

Full-Time Ten or Eleven Month Employees (5 Paid Holidays)

Labor Day

Thanksgiving Day

Christmas

New Year’s

Memorial Day

 

School Year and Part-Time Employees

All employees who work during the school academic year and/or are part-time employees are not entitled to holiday pay.

 

 

Legal Reference:        Iowa Code §§ 1C.1-.2; 4.1(34); 20.9; 279.8.

 

Approved   1/28/91       Reviewed 03/21/2016       Revised 03/21/2016 

409.2 Personnel Professional Purposes Leave

Certified Employees

Professional purposes leave may be granted to certified personnel to participate in a professional conference or event for continued professional development, or for visitation to view other instructional techniques or programs.

 

Requests for professional leave shall be in writing to the principal at least two (2) weeks in advance of the proposed leave. It shall be within the discretion of the principal to deny or grant the leave. In making this determination, the principal will consider the role of the employee in the conference or event and the effect of the certified employee’s absence on the educational program and the operations of the school district. A principal shall submit the employee’s request for professional leave to the superintendent.

 

The requirements stated in Article III of the Master Contract between employees in the certified collective bargaining unit and the board regarding the professional purposes leave of such employees shall be followed.

 

Classified Employees

Professional purposes leave may be granted to classified employees for the purpose of attending meetings and conferences directly related to their assignments. Application for the leave must be presented two (2) weeks prior to the meeting or conference.

 

It shall be within the discretion of the superintendent to grant professional purposes leave. The leave may be denied if it is to occur on the day before or after a vacation or holiday, on special days when services are needed, when it would cause undue interruption of school business, or for other reasons deemed relevant by the superintendent.

 

Legal Reference:                   

Iowa Code §§ 20.9, 279.8, 279.12.

                                               

Approved   01/28/91       Reviewed 03/21/2016       Revised 03/21/2016   

409.3 Personnel Family and Medical Leave

Unpaid family and medical leave will be granted up to 12 weeks per year to assist employees in balancing family and work life. For purposes of this policy, year is defined as a rolling twelve (12) month period measured backward from the date an employee uses any family and medical leave. Requests for family and medical leave shall be made to the superintendent.

 

Employees may be allowed to substitute paid leave for unpaid family and medical leave by meeting the requirements set out in the family and medical leave regulations. Employees eligible for family and medical leave must comply with the family and medical leave regulations prior to starting family and medical leave.

 

It is the responsibility of the employee to contact the business office to obtain the correct forms prior to starting family and medical leave, if possible. The employee may be required to obtain medical certification prior to the family and medical leave request being granted.

 

The requirements stated in the Master Contract between employees in a collective bargaining unit and the board regarding family and medical leave of such employees shall be followed.

 

Legal Reference:                   

Whitney v. Rural Ind. School District, 232 Iowa 61, 4 N.W.2d 394.

26 U.S.C. § 2601 et seq.

29 C.F.R. Pt. 825

Iowa Code §§ 20; 85.33, .34. 38 (3); 216; 279.40.

1980 Op. Att’y Gen. 605.

1972 Op. Att’y Gen. 177, 353.

1952 Op. Att’y Gen. 91.

 

Approved   01/28/91                Reviewed 03/21/2016             Revised 03/21/2016   

409.4 Personnel Illness/Disability Leave

Employees shall be granted ten (10) days of paid sick leave in their first (1st) year of employment. Each consecutive year thereafter, one (1) additional day of sick leave will be granted to the employee up to a maximum of fifteen (15) days per fiscal year. “Day” is defined as one (1) work day regardless of full-time or part-time status of the employee. A new employee shall report for work at least one (1) full work day prior to receiving sick leave benefits. A returning employee will be granted the appropriate number of days at the beginning of each fiscal year.

 

Unused sick leave may be accumulated from year to year up to a maximum of ninety-five (95) days.

 

Should the personal illness occur after or extend beyond the accumulated allowance, the employee may apply for disability benefits under the group insurance plan. If the employee does not qualify for disability benefits, the employee may request a leave of absence without pay.

 

When illness/disability leave has been or will be greater than three (3) consecutive days, the employee shall comply with the board policy on “Personnel Extended Illness Leave.”

 

Evidence may be required regarding the mental or physical health of the employee when the administration has a concern about the employee’s health. Evidence may also be required to confirm the employee’s illness, the need for the illness leave, the employee’s ability to return to work, and the employee’s capability to perform the duties of the employee’s position. It shall be within the discretion of the board and the superintendent to determine the type and amount of evidence necessary.

 

The requirements stated in the Master Contract for PCM Community School District between employees in a collective bargaining unit and the board regarding the illness/disability leave of such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 20.9; 85; 279.40; 280.21A.

                                               

Approved   01/28/91       Reviewed 03/21/2016       Revised   03/21/2016   

409.5 Personnel Extended Illness Leave

Employees advised of a health condition which may require absence for more than three (3) days, with “day” being defined as one (1) work day regardless of full-time or part-time status of an employee, shall inform their supervisor as soon as possible so arrangements can be made for an effective transition of responsibilities to a substitute.

 

Evidence may be required about the mental or physical status of the employee to confirm the need for an illness leave of absence, the employee’s illness, and the ability of the employee to continue work until the beginning date of the extended illness leave.

 

An employee on extended illness leave should report for work as soon as the individual is capable of performing work. Upon returning to work, the employee may be required to present medical evidence that the employee is capable of returning to and performing the duties required at work.

 

Pay provisions for extended illness leave will be coordinated with sick leave. Extended illness leave may coincide with the provisions of the Family and Medical Leave Act. To the extent permitted by applicable law, the school district may require additional statements from the employee’s physician or other evidence as may be requested by the school district in order to confirm the necessity for such leave. It will be within the discretion of the board or superintendent to determine the type and amount of evidence necessary.

 

Requirements stated in the Master Contract for PCM Community School District between employees of a collective bargaining unity and the board regarding extended leaves of absence for such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 20.9; 279.8; 279.40.

 

Approved   01/28/91       Reviewed 03/21/2016       Revised   03/21/2016  

409.6 Personnel Emergency Leave

The board realizes an emergency may arise which would necessitate an employee’s absence from work which is not covered by another form of leave of absence.  Such leave shall be called emergency leave.

 

Emergency leave may be granted where, because of serious illness or injury by accident of a close family member of an employee, the employee is the one responsible for the care of the family member. Close family member shall mean spouse, parent, brother, sister, step-child (custodial care of the employee), or child of the employee.

 

Employees will be allowed up to three (3) days leave, non-accumulative, with pay for each emergency. Requests for emergency leave shall be reported to the principal and his/her designee prior to such leave if at possible.

 

The requirements stated in the Master Contract for PCM Community School District between the employees in a collective bargaining unit and the board regarding emergency leave of such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 20.9; 279.8.

 

Approved   01/28/91       Reviewed 03/21/2016       Revised 03/21/2016   

409.7 Personnel Bereavement Leave

In the case of death, the employee shall be granted permission to be absent from duty by the superintendent for as many days, not to exceed five (5), as may be necessary in the opinion of the superintendent for the attendance at the funeral and for any other purpose directly arising out of said death, but shall not be permitted to use said leave for any other purpose; and no deduction of pay shall be made for the days of absence so granted.

 

In the case of death of spouse, parent, father-in-law, mother-in-law, brother, brother-in-law, sister, sister-in-law or child, such absence shall be allowed without loss of pay up to five (5) full days.

 

In the case of death of grandchildren or grandparents, such absence shall be allowed without loss of pay up to three (3) full days.

 

In the case of the death of aunts, uncles, nieces or nephews, such absence shall be allowed without loss of pay for one (1) full day.

 

In cases where employees feel an obligation to attend a funeral of a close friend, or other relative not specified in the above paragraphs, the employee may request leave in writing to the superintendent or his/her designee. Paid leave may be granted. If paid leave is not granted, the employee may be excused and shall lose only the amount of pay which would be paid to a substitute.

 

The requirements stated in the Master Contract between employees in a collective bargaining unit and the board regarding the bereavement leave of such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 20.9; 279.8.

 

Approved   01/28/91       Reviewed 03/21/2016       Revised 03/21/2016   

409.8 Personnel Political Leave

The board will provide a leave of absence to personnel to run for elective public office. The superintendent shall grant an employee a leave of absence to campaign as a candidate for any elective public office as unpaid leave. However, such employee shall not campaign while on duty as an employee.

 

The employee will be entitled to one (1) period of leave to run for the elective public office, and the leave may commence anytime within thirty (30) days of a contested primary, special, or general election and continue until the day following the election.

 

The request for leave must be in writing to the superintendent at least thirty (30) days prior to the starting date of the requested leave.

 

Leaves of absence for service in an elected office will be granted in accordance with applicable law.

 

Legal Reference:                    Iowa Code §§ 55.

                                               

Approved   01/28/91       Reviewed 03/21/2016       Revised 03/21/2016  

409.9 Personnel Legal Leave

Jury Duty

The board will allow personnel to be excused for jury duty. The employee shall give reasonable notice of the jury duty service to the district and may be requested to provide evidence of the jury duty service performed.

 

An employee who is called to jury service shall be permitted to be absent from his/her duties without loss of pay and without charge against any leave. It is understood that no payment shall be made to an employee for such service on any day on which the employee would not have worked for the school district. An employee not required to perform jury duty all day shall return to work. Pay received for jury service, except mileage payments, shall be transmitted to the district within thirty (30) days of the receipt of payment.

 

The requirements stated in the Master Contract for PCM Community School District between the employees of a collective bargaining unit and the board regarding leave for jury duty shall be followed.

 

Court Subpoena

Employees may be excused without pay or may use a personal leave day for a court­-issued subpoena.  If the subpoena is issued for a school-related matter, and not for a personal matter, leave with pay will be granted.  The employees must request permission to do such from the superintendent or superintendent’s designee.

 

Legal Reference:                    Iowa Code §§ 20.9; 607A.45.

 

Approved   01/28/91       Reviewed 03/21/2016      Revised 03/21/2016   

409.10 Personnel Military Service Leave

The board recognizes personnel may be ordered by proper authority to state active duty, state military service, federal military service, or a civil air patrol mission. If an employee, other than an employee employed temporarily for six months or less, is so ordered to serve, the employee shall have a leave of absence for military service not to exceed the enlistment or draft period.

 

The leave shall be without loss of status or efficiency rating and without loss of pay during the first thirty (30) days of the leave.

 

For the duration of such leave and upon returning from such leave, the employee shall be entitled to those rights and benefits provided by applicable state and federal law.

 

On completion of the military service, the employee is entitled to reinstatement at the same position and classification he/she would have received had he/she not taken such leave but subject to the following conditions:

  1. That the position was not abolished;
  2. That he/she is physically and mentally capable of performing the duties of the position;
  3. That he/she makes written application for reinstatement to the superintendent/ designee within 90 days after termination of military service; and
  4. That he/she submits an honorable separation from the military service.

 

A leave of absence will be granted for reservists for training purposes when ordered by proper authority to active state or federal service, but not for a period exceeding a total of thirty (30) days in any calendar year.  Leaves for training purposes are granted without loss of pay, but employees are expected to take such training during times the school is not in session whenever possible.

 

Legal Reference:                   

Iowa Code §§ 29A.28; 38 U.S.C. §§ 4301 et seq.

20 C.F.R. pt. 1002.

 

Approved   01/28/91       Reviewed 03/21/2016       Revised 03/21/2016  

409.11 Personnel Unpaid Leave

Unpaid leave may be used to excuse an involuntary absence not provided for in other leave policies of the board. Unpaid leave for personnel must be authorized by the superintendent.

 

Whenever possible, personnel shall make a written request for unpaid leave five (5) days prior to the beginning date of the requested leave. If the leave is granted, the deductions in salary shall be made unless they are waived specifically by the superintendent.

 

The superintendent shall have complete discretion to grant or deny the requested unpaid leave. In making this determination, the superintendent shall consider the effect of the employee’s absence on the educational program and school district operations, their length of service, previous record of absences, the reason for the requested absence and any other factors the superintendent believes are relevant to make this determination.

 

If unpaid leave is granted, the duration of the leave period shall be coordinated with the scheduling of the educational program whenever possible to minimize the disruption of the educational program and school district operations.

 

The requirements stated in the Master Contract for PCM Community School District between employees in a certified collective bargaining unit and the board regarding the unpaid leave of such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 20.9; 279.8.

 

Approved   01/28/91       Reviewed 03/21/2016       Revised 03/21/2016  

410 Other Personnel

410.1 Personnel Substitutes

The board recognizes the need for substitutes.

 

All substitutes will need to qualify for their IPERS benefit. The requirements for qualification include earning $1,000 in gross wages each quarter for two (2) consecutive quarters. Once you have qualified, you will begin receiving IPERS benefits the next quarter and will continue to receive this benefit until your employment with the PCM Community School District has ended.

 

Certified Substitutes

Certified substitutes shall be licensed to substitute in Iowa.

 

It shall be the responsibility of the building principal to maintain a list of certified substitutes who may be called upon to replace regular contract certified employees. Individuals whose names do not appear on this list will not be employed as a substitute without specific approval of the superintendent. It shall be the responsibility of the building principal to fill absences with substitute teachers immediately.

 

Substitute teachers will be paid a per diem rate of $120.00. Substitutes assigned to a long-term assignment will be paid the per diem rate for a beginning teacher holding a bachelor’s degree, exclusive of TSS funds, for each day worked during the assignment. The superintendent will determine which assignments qualify as long-term. Substitute teachers are expected to perform the same duties as the certified employee.

 

Classified Substitutes

The superintendent shall hire substitute and temporary classified personnel as deemed necessary.

 

 

Legal Reference:        Iowa Association of School Boards v. PERB, 400 N.W.2d 571

                                    (Iowa 1987).

                                    Iowa Code §§ 20.1, .4(5), .9 (1995); 279.8; 279.20; 280.14.

                                    281 I.A.C. 12.4.

 

Approved   1/28/91                 Reviewed 08/15/2016       Revised   08/15/2016   

410.2 Shared Personnel

The board may make arrangements for sharing school district personnel with neighboring school districts in order to expand the opportunities available in the educational program and the operation of the school district. It shall be within the discretion of the board to determine when and with which school district sharing agreements will be made.

 

It shall be the responsibility of the superintendent to bring to the board’s attention opportunities for sharing school district personnel with neighboring school districts.

 

Legal Reference:                   

Iowa Code §§ 28E; 256.13; 257.11; 280.15.

281 I.A.C. 7.

 

Approved   01/28/91       Reviewed 03/21/2016       Revised   03/21/2016    

410.3 Summer School Personnel

It shall be within the discretion of the board to offer an educational program during the summer recess. Certified personnel who volunteer or who are appointed to deliver the summer educational program shall be compensated in addition to their regular duties during the school academic year, unless such arrangements are made prior to determining the employee’s compensation for the year.

 

Should the board determine a summer educational program is necessary, certified personnel shall be given the opportunity to volunteer for the positions available. If the board determines a course must be offered and no employee volunteers for the position, the board will make the necessary arrangements to fill the position. The board will consider applications from volunteers of current certified personnel in conjunction with other applications.

 

It shall be the responsibility of the superintendent to make a recommendation to the board regarding the need for and the delivery of the summer educational program.

 

Legal Reference:                    Iowa Code §§ 279.8, .10, .11; 280.14.

 

Approved   01/28/91       Reviewed 03/21/2016       Revised 03/21/2016   

410.4 Student Teacher - Internships

The board will cooperate with post-secondary educational institutions to assist in the practical preparation of teachers and other certified personnel positions. Student teachers and other student interns may be accepted for duties in the school district.

 

Certified personnel shall not be required to accept student teachers or student interns. Experienced teachers and teachers in good standing shall be allowed to have student teachers or student interns.

 

It shall be the responsibility of the superintendent to make arrangements with the post-secondary educational institutions for student teachers and student interns. Such arrangements shall safeguard the interests of the school district, its employees and its students.

 

It shall be the responsibility of the post-secondary educational institution to provide sufficient supervision over the work of these student teachers or interns to make their presence beneficial to the school district.

 

The requirements stated in Article XII of the Master Contract between employees in that certified collective bargaining unit and the board regarding supervision of student teachers of such employees shall be followed.

 

Legal Reference:                    Iowa Code §§ 272.27, 279.8, 670.8.

                                               

Approved   01/28/91       Reviewed 03/21/2016                   Revised 03/21/2016   

500 Students

500 Objectives for Equal Educational Opportunities for Students

It is the goal of the board to develop a healthy social, intellectual, emotional, and physical self-concept in the students enrolled in the school district. Each student attending school will have the opportunity to use the district’s education program and services as a means for self-improvement and individual growth. In so doing, the students are expected to conduct themselves in a manner that assures each student the same opportunity.

 

The board supports the delivery of the education program and services to students free of discrimination on the basis of race, color, national origin, sex, disability, religion, creed, marital status, sexual orientation, gender identity, socioeconomic status, or genetic information. This concept of equal educational opportunity serves as a guide for the board and employees in making decisions relating to school district facilities, employment, selection of educational materials, equipment, curriculum, and regulations affecting students.

 

In the delivery of the education program, students shall treat the employees with respect and students will receive the same in return. Employees have the best interests of the students in mind and will assist them in school-related or personal matters if they are able to do so. Students should feel free to discuss problems, whether school-related or personal, with the guidance counselor or other employees.

 

This section of the board policy refers to the term “parents” in many of the policies. The term parents for purposes of this policy manual shall mean the legal parents. It shall also mean the legal guardian or custodian of a student and students who have reached the age of majority or are otherwise considered an adult by law.

 

Inquiries by students regarding compliance with equal educational opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, shall be directed to the Affirmative Action Coordinator, PCM Community School District, PO Box 610, Monroe, IA  50170; or by telephoning (641) 259-2752.

 

Inquiries by students regarding compliance with equal educational opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, may also be directed in writing to the Director of the Region VII office of Civil Rights, U.S. Department of Education, 10220 N. Executive Hills Blvd., 8th Floor, Kansas City, MO  64153-1367, (816) 891-8156 or Iowa Dept. of Education, Grimes State Office Bldg., 400 E 14th Street, Des Moines, IA 50319, (515) 281-5294. This inquiry or complaint to the federal or state office may be done instead of, or in addition to, an inquiry or complaint at the local level.

 

Further information and copies of the procedures for filing a complaint are available in the school district’s central administrative office and the administrative office in each attendance center.

 

Approved   02/26/91       Reviewed   05/16/2016       Revised 05/16/2016   

501 Student Attendance

501.1 Student Resident Status

Resident Students

Children who are residents of the school district community will attend the school district without paying tuition.

 

The residence of a student means the place, abode, or dwelling of the student. Generally, the legal dwelling of minors is the same as their parents. However, a student may establish a dwelling with someone other than the parents and attend public school in the school district without paying tuition if the primary purpose for residing in the school district is not for the purpose of obtaining a free public education. Further, students who have reached the age of majority and who are still eligible to attend an Iowa secondary school may declare their residence independent of the residence of the parents.

 

Each case involving the bona fide residence of a student will be decided upon its individual merits by the superintendent.

 

Students who have attained legal age may continue the education program without payment of tuition as long as they are eligible to attend an Iowa public school and are residents of the school district.

 

Non-Resident Students

Children who are eligible to attend an Iowa public school but who are not legal residents of the school district may be admitted into the school district at the discretion of the superintendent upon application and payment of tuition. The tuition rate shall be the current per-pupil cost of the school district as computed by the board secretary and as authorized by the Iowa Department of Education.

 

Resident students whose families move from the school district after the start of a semester and who wish to complete the semester in the school district may be permitted to attend without the payment of tuition at the discretion of the superintendent and approval of the board. Students who plan to open enroll to the non-resident district may complete the school year without approval of the superintendent or board. These students, other than students in grades eleven and twelve, must have the recommendation of the principal.

 

Students in grades eleven or twelve who are no longer residents of the school district, but were residents in the preceding school year, may continue to attend school until they graduate without the payment of tuition. These students must have an adult, who resides in the school district, identified for purposes of administration.

 

Non-resident students who are eligible to attend an Iowa public school and who have evidence they will become legal residents of the school district prior to October 1 may be allowed to attend without the payment of tuition.

 

Legal Reference:       

Lakota Cons. Ind. School v. Buffalo Center-Rake Comm. School, 334 N.W. 2d 704 (Iowa 1983).

Mt. Hope School Dist. v. Hendrickson, 197 N.W. 47 (Iowa 1924).

Oshel v. Creston Comm. School Dist., DPI Admin. Doc. 570 (1981).

33 D.P.I. Dec. Rule 80 (1984).

Iowa Code §§ 257.6; 281.1, .2, .6, .7, .24; 282.2, .6, .7; 285.4.

1956 Op. Att’y Gen. 185.

1946 Op. Att’y Gen. 197.

1938 Op. Att’y Gen. 69.

1930 Op. Att’y Gen. 147.

 

Approved   02/26/91       Reviewed 05/16/2016     Revised 05/16/2016   

501.2 International Students in Student Foreign Exchange Programs

Qualified international students may be enrolled and attend school without charge for tuition if they are part of an approved Student Foreign Exchange Program. The principal must give final approval before any such student can enroll.

 

Before being able to participate in athletics, the student must have on file an approved physical examination. The examination form provided by the IHSAA and IGHSAU must be used.

 

Programs or activities for which foreign exchange students are not eligible are: driver education and National Honor Society.

 

For those items not specifically mentioned above, a foreign exchange student has the same rights and responsibilities of all other students.

 

Approved 05/16/2016         Reviewed       Revised      

501.3 Compulsory Attendance

Parents within the school district, who have children over age four (4) and enrolled in the statewide preschool program, over age five (5) and enrolled in the district’s kindergarten program, or over age six (6) and under age sixteen (16) by September 15, in proper physical and mental condition to attend school, shall have the children attend the school district at the attendance center designated by the board.

 

Students shall attend school the number of days that school is in session in accordance with the school calendar. Students of compulsory attendance age shall attend school a minimum number of days or hours as required by law. Graduating seniors may be excused up to five (5) days of instruction after the requirements for graduation have been met.

 

Students over age four (4) on September 15 and enrolled in the statewide preschool program and students over age five (5) on September 15 and enrolled in the District’s kindergarten program, may not attend the minimum days only if the student’s parent notifies the district in writing of the parent’s intent to remove the child from the preschool and/or from enrollment in the district.

 

Students of compulsory attendance age, students over age six (6) and under age sixteen (16) on September 15, may not attend the minimum only if the student falls into one of the following exemptions:

  • has completed the requirements for graduation in an accredited school or has obtained a high school equivalency diploma;
  • is attending religious services or receiving religious instruction;
  • is attending an approved or probationary approved private college preparatory school;
  • is attending an accredited nonpublic school;
  • is receiving competent private instruction; or
  • is subject to the Attendance Cooperation Process.

 

It is the responsibility of the parent of a child to provide evidence of the child’s mental and physical inability to attend school or of the child’s qualifications for one of the exceptions listed above.

 

The building principal shall investigate the cause for a student’s truancy. If the building principal is unable to secure the truant student’s attendance, the building principal should discuss the next step with the school board. If after school board action, the student is still truant, the building principal shall refer the matter over to the county attorney for students of compulsory attendance age. Truant students who have not yet completed sixth grade will be subject to the Attendance Cooperation Process outlined in the supporting administrative regulation.

 

The school will participate in mediation if requested by the county attorney. The superintendent shall represent the school district in mediation. The school district will monitor the student’s compliance with the mediation agreement and will report violations of the mediation agreement to the county attorney.

 

The compulsory attendance law does not require school districts to have a truancy officer. However, for those without a truancy officer, a school official must be assigned the responsibility for the Attendance Cooperation process and for collecting truancy information.

 

Legal Reference:                   

Iowa Code §§ 239.5B; 259A; 279.10-.11; ch. 299; 299A.

441 I.A.C. 41.25(8)

1978 Op. Att’y. Gen. 379.

281 I.A.C. 12.1(7)

 

Approved   02/26/91       Reviewed 05/16/2016         Revised 05/16/2016 

501.3R1 Attendance Cooperation Process

Any student under age sixteen (16) on September 15 is subject to the Attendance Cooperation Process.

 

When it is determined that a student in grades K-6 is in violation of the school district attendance policy and procedures, the building principal will check the Department of Human Services (DHS) records to determine whether the student’s family is receiving Family Investment program (FIP) benefits.

 

If the student’s family is receiving FIP benefits, the building principal will notify DHS. DHS is then responsible for the attendance cooperation process (ACP).

 

If the student’s family is not receiving FIP benefits, the building principal will initiate the ACP. The parents will be contacted to participate in the ACP. The building principal may also invite juvenile court officers, the county attorney, other school officials and others deemed appropriate. If others are invited, who don’t have access to the student’s records either by law or a Juvenile Justice Agency Information Sharing Agreement, parental consent is needed for them to participate in the ACP.

 

The purpose of the ACP is to determine the cause of the student’s nonattendance, get the parties to agree to solutions addressing the nonattendance, initiate referrals to any other services that may be necessary, and to draft an agreement including all terms agreed to and future responsibilities of all parties. All parties must sign the agreement and failure to sign by the parents is considered a violation of the process and initiates the next level.

 

If the parents do not participate in the ACP, if the parties do not enter into an Attendance Cooperation Agreement (ACA) or if the parents violate a term of the agreement, the student is deemed truant. For FIP students and non-FIP students, the school district notifies the county attorney when students are truant. When a student is deemed truant, for FIP students, DHS is again notified and DHS then initiates the process whereby FIP benefits are reduced.

 

Approved 02/11/99       Reviewed 05/16/2016     Revised 05/16/2016  

501.4 Entrance - Admissions

Children in the school district community will be allowed to enroll in the school district’s regular education program beginning at age five (5). The child must be age five (5) on or prior to September 15 to participate in the school district’s kindergarten program. The child must be age six (6) on or prior to September 15 to begin the first grade of the education program.

 

The board shall require evidence of age and residency in the form of a birth certificate or other evidence before the student may enroll in the school district’s education program. It shall be within the discretion of the superintendent to determine what satisfactory proof of age evidence is.

 

Prior to enrollment, the child must provide the administration with their health and immunization certificate, as well as verification of a recent dental screening. Failure to provide this information within the time period set by the superintendent shall be reason for suspension, expulsion or denying admission to the student. An exception to this would be a homeless student.

 

Legal Reference:                   

Iowa Code §§ 139.9; 282.1, .3, .6.

1980 Op. Att’y Gen. 258.

 

Approved   02/26/91       Reviewed 05/16/2016     Revised 05/16/2016  

501.5 Attendance Center Assignment

The board shall have complete discretion to determine the boundaries for each attendance center, to assign students to the attendance centers, and to assign students to the classrooms within the attendance center.

 

It shall be the responsibility of the superintendent to make a recommendation to the board annually regarding the assigned attendance center for each student. In making the recommendation, the superintendent shall consider the geographical layout of the school district, the condition and location of the school district facilities, the location of student population, possible transportation difficulties, financial condition of the school district and other factors deemed relevant by the superintendent or the board.

 

Legal Reference:                   

Iowa Code §§ 279.11; 282.7-.8.

 

Approved   02/26/91       Reviewed 05/16/2016     Revised 05/19/97   

501.6 Student Transfers In

The student’s parents or the student may transfer the student to the school district. Students who transfer into the school district must meet the immunization and age requirements set out for students who initially enroll in the school district.

 

The school district shall request the student’s cumulative records from the previous school district. If the student cannot offer proof of grade level, the superintendent will make the grade level determination. The superintendent may require testing or other information to determine the grade level. Students expelled or suspended from their previous school district will only be enrolled after approval of the board.

 

The superintendent shall determine the amount of credits to be transferred. If the student has not previously attended an accredited school, it is within the superintendent’s discretion to accept or reject credits or grades.

 

The board may deny admission if the student is not willing to provide the board with the necessary information.

 

Legal Reference:                   

20 U.S.C. § 1232g (1988).

Iowa Code §§ 139.9; 282.1, .3; 299A.

 

Approved   02/26/91       Reviewed 05/16/2016    Revised 05/16/2016   

501.7 Student Transfers Out or Withdrawals

The student’s parents or the student may withdraw or transfer the student from school prior to completing and graduating from the education program. The student or parent shall notify the superintendent in writing as soon as possible of the decision to withdraw or transfer the student from the education program. The notice shall state the student’s final day of attendance. The student or parent should present this written notice at the office and receive instructions regarding the return of textbooks, library books, locker equipment, hot lunch tickets, etc.

 

If the student is not enrolling in another school district, the school district shall maintain the student’s records in the same manner as the records of students who have graduated from the school district.

 

If the student is of compulsory education age and not transferring to another public school district or an accredited nonpublic school, the parents shall notify the superintendent that the student is receiving competent private instruction and file the necessary competent private instruction reports.

 

If the parents wish to have the student’s cumulative record sent to the new school district, the parents shall notify the superintendent in writing. This notice shall include the name of the school district and the person at the new school district to whom the student’s cumulative records should be sent. If the new school district requests the student’s cumulative records, the school district will forward the cumulative records and notify the parents the records have been sent. The notice shall inform the parents of their right to review the records sent.

 

Legal Reference:                   

20 U.S.C. § 1232g (1988).

Iowa Code §§ 274.1; 299.1-.1A.

 

Approved   02/26/91       Reviewed 05/16/2016     Revised 05/16/2016   

501.8 Student Attendance Records

As part of the school district’s records, the daily attendance of each student shall be recorded and maintained on file with the permanent records of the board secretary.

 

It shall be the responsibility of the principals to ensure that such reports are filed with the board secretary, the custodian of school records.

 

 

Legal Reference:                   

Iowa Code §§ 294.4; 299.

281 I.A.C. 12.2(4).

 

Approved   02/26/91       Reviewed 06/20/2016     Revised 05/19/97   

501.9 Student Absences - Excused/Unexcused

Classroom attendance policies are established to encourage regular daily school attendance. When a student is absent, the educational benefit of regular classroom instruction is lost and cannot be entirely regained even by extra out-of-school instruction and work. Frequent absences from school are detrimental to students achieving the maximum regular continuity of instruction, classroom participation, learning experiences, and study to reach the maximum educational benefits for each individual student.

 

Students often establish patterns in school that follow them into future years. The student’s attendance record becomes a part of the permanent record and is a major concern for job applications.

 

Student absences approved by the administration shall be excused. Students, whose absences are approved, shall have an opportunity to make up, if possible, the work missed and receive full credit for the missed school work. It shall be the responsibility of the student to initiate a procedure with the student’s teacher to complete the work missed.

 

Students who wish to participate in school-sponsored activities must attend school the last half of the day of the activity unless permission has been given by the principal for the student to be absent.

 

It shall be the responsibility of the parent to notify the student’s attendance center as soon as the parent knows the student will not be attending school on that day. The principal may request some form of evidence, written verification, or a conference regarding the reason for the student’s absence.

 

Absences, including tardiness, which are not approved by the administration, shall be unexcused absences. Students are subject to disciplinary action for unexcused absences. It shall be within the discretion of the principal to investigate and determine whether disciplinary or special action is necessary for students who are absent repeatedly.

 

A student absent without the principal’s or the parents’ permission is considered truant. To be truant means the student willfully failed to attend school regularly even though the student is required to attend. Truant students may be reported to the local law enforcement officers.

 

It shall be the responsibility of the superintendent, in conjunction with the building principals, to develop administrative regulation regarding these two policies. The administrative regulations shall indicate the specific action to be taken regarding absences.

 

Legal Reference:                   

Iowa Code §§ 294.4.

281 I.A.C. 12.2(4)

 

Approved   02/26/91       Reviewed 06/20/2016      Revised 06/20/2016 

501.10 Student Release During School Hours

Students will be allowed to leave the school district facilities during school hours only with prior authorization from their parents, unless the parent appears personally at the student’s attendance center to arrange for the release of the student during school hours, or with the permission of the principal.

 

Approved reasons for release of a student during the school day shall include but not be limited to, illness, family emergencies, medical appointments, religious instruction, classes outside the student’s attendance center, employment for which the student has been issued a work permit and other reasons determined appropriate by the principal.

 

It shall be the responsibility of the superintendent, in conjunction with the principal, to develop administrative regulations regarding this policy.

 

 

Legal Reference:                   

Iowa Code §§ 294.4.

281 I.A.C. 12.2(4).

 

Approved   02/26/91       Reviewed 06/20/2016     Revised 05/19/97   

501.14 Open Enrollment Transfers - Procedures as a Sending District

The school district will participate in open enrollment as a sending district. As a sending district, the board will allow resident students who meet the requirements to open enroll to another public school district.

 

Parents requesting open enrollment out of the school district for their student shall notify the sending and receiving school districts no later than March 1 in the school year preceding the first year desired for open enrollment. The notice shall be made on forms provided by the Department of Education. The forms are available at the central administration office.

 

Parents of children who will begin kindergarten in the school district are exempt from the open enrollment March 1 deadline. Parents of children who will begin kindergarten shall file in the same manner set forth above by September 1. Parents who have good cause as defined by law for failing to meet the March 1 deadline may make an open enrollment request by September 30 unless another deadline applies.

 

The receiving district will approve open enrollment requests according to the timelines established by law. The parents may withdraw the open enrollment request prior to the start of the school year. The superintendent of the receiving district shall notify the parents and sending district by mail within five days of the district’s action to approve or deny the open enrollment request. Approved open enrollment requests shall be transmitted by the superintendent to the sending district within five days after the district’s action on the open enrollment request.

 

The board will not approve a student’s request to allow the receiving district to enter the school district for the purposes of transportation.

 

An open enrollment request out of the school district from parents of a special education student shall be reviewed on a case-by-case basis. The determining factor for approval of such an open enrollment request will be whether the special education program available in the receiving school district is appropriate for the student’s needs. The area education agency director of special education serving the receiving district shall determine whether the program is appropriate. The special education student shall remain in the school district until the final determination is made.

 

It shall be the responsibility of the superintendent to maintain open enrollment request applications and notice forms. It shall also be the responsibility of the superintendent to develop appropriate office procedures and administrative regulations necessary for open enrollment requests.

 

 

Legal Reference:     

Iowa Code §§ 139.99; 274.1; 279.11; 282.1, .3, .8, .18; 299.1

281 I.A.C. 17.

1990 Op. Att’y Gen. 75.

 

Approved   8/19/96       Reviewed 06/20/2016     Revised 06/20/2016  

501.15 Open Enrollment Transfers - Procedures as a Receiving District

The school district will participate in open enrollment as a receiving district. As a receiving district, the board will allow non-resident students, who meet the legal requirements, to open enroll into the school district. The board shall have complete discretion to determine the attendance center of the students attending the school district under open enrollment.

 

The superintendent will approve timely filed applications by June 1 and will take action on incoming kindergarten applications, good cause applications and continuation of an educational program applications filed by the date required under Iowa law.

 

The superintendent shall notify the sending school district and parents within five (5) days of the district’s action to approve or deny the open enrollment request.

 

Open enrollment requests into the school district will not be approved if insufficient classroom space exists. Open enrollment requests into the school district will also not be approved for students who have been suspended or expelled by the administration or the board of the school district the student is or was attending until the student has been reinstated into the school district from which the student was suspended or expelled. Once the student is reinstated, the student’s open enrollment request will be considered in the same manner as other open enrollment requests provided the required timelines are met.

 

Open enrollment requests into the school district that, if denied, would result in students from the same nuclear family being enrolled in different school districts, will be given highest priority. The board, in its discretion, may waive the insufficient classroom space reason for denial for students of the same nuclear family to prevent the division of a nuclear family between two school districts. Other open enrollment requests into the school district shall be considered in the order received by the school district with the first open enrollment request given a higher priority than the second open enrollment request and so forth.

 

Generally, students in grades nine (9) through twelve (12) open enrolling into the school district shall not be eligible for participation in interscholastic athletics, at the varsity level, during the first ninety (90) days of open enrollment into the school district unless the student meets an exemption as provided by law.

 

Parents of students whose open enrollment requests are approved by the board or superintendent are responsible for providing transportation to and from the receiving school district without reimbursement unless the parents qualify for transportation assistance. The board will not approve transportation into the sending district.

 

An open enrollment request into the school district from parents of a special education student shall be reviewed on a case-by-case basis. The determining factors for approval of such an open enrollment request will be whether the special education program available in the school district is appropriate for the student’s needs and whether the enrollment of the special education student will cause the class size to exceed the maximum allowed. The area education agency director of special education serving the school district shall determine whether the program is appropriate. The special education student shall remain in the sending district until the final determination is made.

 

The policies of the school district shall apply to students attending the school district under open enrollment.

 

It shall be the responsibility of the superintendent to develop appropriate office procedures and administrative regulations necessary for open enrollment requests.

 

Legal Reference:       

Iowa Code §§ 139.9; 274.1; 279.11; 282.1, .3, .8, .18; 299.1

281 I.A.C. 17.

1990 Op. Att’y Gen. 75.

 

Approved   8/19/96       Reviewed 06/20/2016     Revised 06/20/2016 

501.16 Homeless Children and Youth

The board shall make reasonable efforts, such as posting information throughout the community and in school publications, to identify homeless children and youth of school age within the district, encourage their enrollment and eliminate existing barriers to their receiving education which may exist in district policies or practices.

 

A homeless child is defined as a child or youth between the ages of 3 and 21 who lacks a fixed, regular and adequate nighttime residence and includes the following:

  • A child who is sharing the housing of others (includes doubled-up families) due to loss of housing, economic hardship, or a similar reason; is living in a motel, hotel, or camping ground due to the lack of alternative accommodations; is living in an emergency or transitional shelter; is abandoned in a hospital, or is awaiting foster care placement;
  • A child who has a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings;
  • A child who is living in a car, park, abandoned building, substandard housing, bus or train station, or similar setting; or
  • A migratory child/youth who qualifies as homeless because of the living circumstances described above
    • Includes youth who have run away or youth being forced to leave home.

 

So that enrollment of homeless children and youth of school age may be facilitated, the following policy areas shall be modified as follows:

 

School Records: For students transferring out of the district, records may be provided directly to the student or the student’s parents. In addition, students transferring into the district may provide cumulative records directly to the district. The district shall not require that such records be forwarded from another district before that student may enroll. The school shall then request the official records from the sending school.

 

Immunization Requirements: Homeless students shall not be denied enrollment for lack of immunization records if:

  1. They have a statement signed by a physician stating that immunization would be injurious to the child;
  2. They provide an affidavit stating such immunization would conflict with their religious beliefs;
  3. They are in the process of being immunized; or
  4. They are a transfer student from another school.

The district shall make a reasonable effort to locate immunization records from the information provided or shall arrange for the student to receive immunization.

 

Waiver of Fees and Charges: Fees and charges which may present a barrier to the enrollment or transfer of a homeless child or youth may be waived in the discretion of the superintendent.

 

Enrollment Requirements/Placement: Enrollment requirements which may constitute a barrier to the education of the homeless child or youth may be waived in the discretion of the superintendent.  If the district is unable to determine the grade level of the student because of missing or incomplete records, the district shall administer tests or utilize other reasonable means to determine the appropriate grade level for the child.

 

Residency: For purposes of a homeless child or youth, residence for the purpose of attending school shall be where the child actually resides or the child’s district of origin. A child’s district of origin is the school district where the child was last enrolled. The deciding factor shall be the welfare of the child. As much as possible, the child will not be required to change attendance centers within the district every time the child changes residence unless that change results in the child no longer being classified as homeless.

 

Transportation: Policies or practices regarding transportation of students which might cause a barrier to the attendance of a homeless child or youth may be waived by the superintendent.

 

Special Services: All services which are available to resident students shall be made available to homeless children or youths enrolled in the district. Services include special education, talented and gifted programs, vocational education, English as a second language programs, health services and food and nutrition programs.

 

The contents of this policy shall supersede any and all conflicting provisions in district policies dealing with the seven policy areas discussed above.

 

Legal Reference:       

42 U.S.C. § 11431 et seq. (1988).

281 I.A.C. 33.

 

Approved   8/19/96       Reviewed 11/16/2015     Revised   11/16/2015   

502 Student Rights and Responsibilities

502.1 Student Appearance

The board believes inappropriate student appearance causes material and substantial disruption to the school environment or presents a threat to the health and safety of students, employees and visitors.

Students are expected to adhere to standards of cleanliness and dress that are compatible with the requirements of a good learning environment. The standards will be those generally acceptable to the community as appropriate in a school setting.

The board expects students to come to school looking clean and neat, dressed in a manner which is accepted as being in good taste, and consistent with an attitude and atmosphere that is conducive to study and learning. Clothing or other apparel promoting or referring products illegal for use by minors (i.e. alcohol, tobacco, drugs) and/or clothing displaying obscene material or profanity or referring to inappropriate or prohibited conduct are disallowed. While the primary responsibility for appearance lies with the students and their parents, appearance disruptive to the education program will not be tolerated. When, in the judgment of a principal, a student’s appearance or mode of dress disrupts the educational process or constitutes a threat to health or safety, the student may be required to make modifications.

It shall be the responsibility of the superintendent, in conjunction with the principals, to develop administrative regulations regarding this policy. Refer to Student Handbooks for appearance regulations.

 

Legal Reference:       

Hazelwood School District v. Kuhlmeier, 484 U.S. 260 (1988).

Bethal School District v. Fraser, 478 U.S. 675 (1986).

Tinker v. Des Moines Ind. Comm. Sch. Dist., 393 U.S. 503 (1969).

Bystrom v. Fridley High School, 822 F.2d 747 (8th Cir. 1987).

Torvik v. Decorah Community School, 453 F.2d 779 (8th Cir. 1972).

Turley v. Adel Community School District, 322 F. Supp. 402 (S.D. Iowa 1971).

Sims v. Colfax Comm. School Dist., 307 F. Supp. 485 (Iowa 1970).

Iowa Code §§ 279.8

 

Approved   02/26/91       Reviewed 07/18/2016     Revised 07/18/2016   

502.6 Student Complaints and Grievances

Student complaints and grievances regarding board policy or administrative regulations and other matters should be addressed to the student’s teacher or another certified employee, other than the administration, for resolution of the complaint. It is the goal of the board to resolve student complaints at the lowest organizational level.

 

If the complaint cannot be resolved by a certified employee, the student may submit a written appeal to the building principal within three (3) calendar days of the certified employee’s decision. The principal will meet with the student and issue a written decision within three (3) calendar days.

 

If the student is not satisfied with the principal’s decision, a written appeal to the superintendent must be submitted within five (5) calendar days of the principal’s written decision. The written appeal to the superintendent shall specify the reason for the appeal and shall set out supporting information and facts.

 

The written decision of the superintendent may be appealed to the Board of Directors. This written appeal shall be filed with the Board Secretary within five (5) calendar days of receiving the superintendent’s decision. Unless the parties otherwise agree, the matter shall be placed on the board agenda of a regularly scheduled board meeting in compliance with board policy.

 

Legal Reference: Iowa Code §§ 279.8.

 

Approved   02/26/91       Reviewed 07/18/2016     Revised 07/18/2016 

502.6A Student Due Process Rights

Students are to have clearly established means by which “administrative due process” is available to see that the individual’s rights are protected. Students are to be involved, singly and collectively, as citizens of the school with the attendant rights of such citizenships and corresponding responsibilities for the proper conduct of their own affairs and those of other students.

When violations of statutes, regulations or school rules require the disciplining of a student, following elements of procedural due process will be present:

  1. The student will be provided with accurate information regarding rules and regulations, either in written form or through verbal instruction by teachers or administrators;
  2. The student will be made aware of the specific behaviors giving rise to any proposed penalty or disciplinary action; AND
  3. The student will be offered an opportunity to express their views to the decision-making authority regarding the incident.

The appeal process usually begins with the staff member involved and then proceeds to the principals, the superintendent, and finally the board of education. During the process, the student may be represented by a third party.

 

Approved   02/26/91       Reviewed 07/18/2016      Revised   07/18/2016  

502.8 Possession of Weapons

The board believes weapons, look-a-likes, other dangerous objects and any instrument used as a weapon in school district facilities cause material and substantial disruption to the school environment or present a threat to the health and safety of students, employees and visitors on the school district premises or property within the jurisdiction of the school district.

School district facilities are not an appropriate place for weapons, look-a-likes, dangerous objects or any instrument used as a weapon. Weapons, look-a-likes, other dangerous objects and any instrument used as a weapon will be taken from students and others who bring them onto the school district property or onto property within the jurisdiction of the school district or from students who are within the control of the school district. Students bringing a weapon, look-a-like, other dangerous object or any instrument used as a weapon onto school property or onto property within the jurisdiction of the school may be suspended or expelled from school.

Parents/guardians of students found to possess weapons, look-a-likes, dangerous objects or any instrument used as a weapon on school property are notified of the incident. Confiscation of weapons, look-a-likes, dangerous objects, or any instruments used as a weapon will be reported to law enforcement officials, and students will be subject to disciplinary action including suspension or expulsion.

Students bringing firearms to school or knowingly possessing firearms at school will be expelled for not less than one year. The superintendent has the authority to recommend this expulsion requirement be modified for students on a case-by-case basis. For purposes of this portion of this policy, the term “firearm” includes, but is not limited to, any weapon which is designed to expel a projectile by the action of an explosive, the frame or receiver of any such weapon, a muffler or silencer for such a weapon, or any explosive, incendiary or poison gas.

For purposes of this policy, the term “dangerous object” includes any instrument or device designed primarily for use in inflicting death or injury upon a human being or animal, and which is capable of inflicting death upon a human being when used in the manner for which it was designed. The term “dangerous object” also includes any instrument or device or any sort whatsoever which is actually used in such a manner as to indicate that the individual intends to inflict death or injury upon the other, and which, when so used, is capable of inflicting death upon a human being. In addition, dangerous objects or any instrument used as a weapon in the school includes any object used to intimidate, coerce, scare or threaten a student, school district employee, or visitor.

Weapons under the control of law enforcement officials are exempt from this policy. The principal may allow authorized persons to display weapons other dangerous objects or look-a-likes for educational purposes. Such a display will also be exempt from this policy. It is the responsibility of the superintendent, in conjunction with the principal, to develop administrative regulations regarding this policy.

 

Legal Reference:            

No Child Left Behind, Title IV, Sec. 4242, P.L. 107-110 (2002).

Improving America’s Schools Act of 1994, P.L. 103-382.

18 U.S.C. § 921 (1994)

McClain v. Lafayette County Bd. Of Education, 673 F.2d 106 (5th Cir. 1982).

Iowa Code §§ 279.8; 724 (1997)

 

Approved   02/26/91       Reviewed 07/18/2016     Revised 07/18/2016 

 

502.9 Possession or Use of Illegal Controlled Substances

The District and the Board recognize the following as serious violations of the school's disciplinary policy:

  1. Possessing, drinking, or being under the influence of alcoholic beverages on school property or at school sponsored or approved events off the school grounds at any time, including official school events at other schools;
  2. Possessing, distributing, using, or being under the influence of illegal drugs on school property or at school sponsored or approved events off the school grounds at any time, including official school events at other schools;
  3. Possessing, distributing, or using drug paraphernalia on school property or at school sponsored or approved events off the school grounds at any time, including official school events at other schools.

Each violation of this policy will be reviewed by the appropriate administrator within a reasonable time after the alleged violation. Both the student and their parents shall have the opportunity to discuss the matter with the administrator before the administrator makes a decision.

The penalty for such violations may include suspension or expulsion. Participation in activities, including practices, will also be prohibited during any period of suspension or expulsion. A student suspended or expelled under this policy will be allowed to return to classes upon completion of the suspension/expulsion period and enrollment in a program of substance abuse evaluation with an agency approved by the District. It shall be the responsibility of the student and/or their parent to enroll in the program of substance abuse evaluation.

School officials may notify law enforcement when a student is suspected of possessing, using, distributing or selling any illegal controlled substance on school property or at school sponsored or approved events off the school grounds at any time, including official school events at other schools.

This policy does not affect nor rescind policies in effect for students who may also be disciplined through the activity policies of the athletic department or other departments.

It is the responsibility of the superintendent, in conjunction with the principals, to develop administrative regulations regarding this policy.

 

Legal Reference:                   

34 C.F.R. Pt. 86 (2002).

Iowa Code §§ 123.46; 124; 279.8; .9; 453A (2005)

281 I.A.C. 12.3(9); .5(3)(e), .5(4)(e), .5(5)(e), .5(21).

 

Approved   02/26/91       Reviewed 07/18/2016     Revised 07/18/2016   

502.10 Search and Seizure

School district property is held in public trust by the board. School District authorities may, without a search warrant, search students or protected student areas, based on a reasonable and articulable suspicion that a school district policy, rule, regulation or law has been violated. The search shall be in a manner reasonable in scope to maintain order and discipline in the schools, promote the educational environment, and protect the safety and welfare of students, employees and visitors to the school district facilities. The furnishing of a locker, desk or other facility or space owned by the school and provided as a courtesy to a student, even if the student provides the lock for it, shall not create a protected student area and shall not give rise to an expectation of privacy with respect the locker, desk, or other facility.

School authorities may seize any illegal, unauthorized or contraband materials discovered in the search. Items of contraband may include, but are not limited to, nonprescription controlled substances, marijuana, cocaine, amphetamines, barbiturates, apparatus used for controlled substances, alcoholic beverages, tobacco, weapons, explosives, poisons and stolen property. Such items are not to be possessed by a student while they are on school district property or on property within the jurisdiction of the school district; while on school owned and/or operated school or chartered vehicles; while attending or engaged in school activities; and while away from school grounds if misconduct will directly affect the good order, efficient management and welfare of the school district. Possession of such items will be grounds for disciplinary action including suspension or expulsion and may be reported to local law enforcement officials. The board believes that illegal, unauthorized or contraband materials may cause material and substantial disruption to the school environment or presents a threat to the health and safety of students, employees, or visitors on the school district premises or property within the jurisdiction of the school district.

It shall be the responsibility of the superintendent, in conjunction with the principals, to develop administrative regulations regarding this policy.

 

Legal Reference:                   

U.S. Const. amend. IV.

New Jersey v. T.L.O., 469 U.S. 325 (1985).

Cason v. Cook, 810 F.2d 188 (8th Circ. 1987)

cert. den., 482 U.S. 930 (1987).

Iowa Code ch. 808A.

281 I.A.C. 12.3(8).

 

Approved   02/26/91       Reviewed 07/18/2016     Revised 07/18/2016   

502.10R1 Search and Seizure Regulation

  1. Searches, in general.
    1. Reasonable and Articulable Suspicion: A search of a student or protected student area will be justified when there are reasonable grounds for the suspicion that the search will turn up evidence that the student has violated or is violating the law or school district policy, rules, or regulations affecting school order. Reasonable suspicion may be formed by considering factors, such as the following:
      1. Eyewitness observations by employees;
      2. Information received from reliable sources;
      3. Suspicious behavior by the student; or,
      4. Student’s past history and school record, although this factor alone is not sufficient to provide the basis for a reasonable suspicion.
    2. Reasonable Scope: A search will be permissible in its scope or intrusiveness when the measures adopted are reasonably related to the objectives of the search. Reasonableness of scope or intrusiveness may be determined based on factors such as the following:
      1. Age of the student;
      2. Sex of the student;
      3. Nature of the infraction;
      4. Emergency exigency requiring the search without delay
  2. Types of Searches
    1. Personal Searches
      1. A student’s person and/or personal effects (e.g., purse, backpack, etc.) may be searched when a school official has reasonable suspicion to believe the student is in possession of illegal or contraband items or has violated school district policies, rules, regulations or the law affecting school order.
      2. Personally intrusive searches will require more compelling circumstances to be considered reasonable.
        1. If a pat-down search or a search of a student’s garments (such as jackets, socks, pockets, etc.) is conducted, it will be conducted in private by a school official of the same sex as the student and with another adult witness of the same sex present, when feasible.
        2. A more intrusive search, short of a strip search, of the student’s person, handbags, book bags, etc., is permissible in emergency situations when the health and safety of students, employees, or visitors are threatened. Such a search may only be conducted in private by a school official of the same sex as the student, with an adult of the same sex present unless the health or safety of students will be endangered by the delay which may be caused by following these procedures.
    2. Locker and Desk Inspections
      1. Although school lockers and desk are temporarily assigned to individual students, they remain the property of the school district at all times. The school district has a reasonable and valid interest in insuring the lockers and desks are properly maintained. For this reason, lockers and desks are subject to unannounced inspections and students have no legitimate expectations of privacy in the locker or desk. For this reason, periodic inspections of lockers are permissible to check for cleanliness and vandalism. Periodic inspections of all or a random selection of lockers or desks may be conducted by school officials in the presence of the student or another individual. Any contraband discovered during such searches shall be confiscated by school officials and may be turned over to law enforcement officials.
      2. The contents of a student’s locker or desk (coat, backpack, purse, etc.) and its contents may be searched when a school official has reasonable and articulable suspicion that the locker contents contains illegal or contraband items or evidence of a violation of law or school policy or rule. Such searches should be conducted in the presence of another adult witness when feasible.
    3. Automobile Searches

Students are permitted to park on school premises as a matter of privilege, not of right. The school retains authority to conduct routine patrols of the student parking lots. The interior of a student’s automobile on the school premises may be searched if the school official has a reasonable and articulable suspicion to believe that illegal, unauthorized or contraband items are contained inside the student’s automobile.

 

Approved   02/26/91       Reviewed 07/18/2016     Revised 07/18/2016   

502.11 Questioning of Students

Generally, persons other than parents and school district officials and employees may not interview students during the school day. For purposes of this policy, the school juvenile court officer shall be considered a school employee.

Requests from law enforcement officers and from persons other than parents, school district officials, and employees to interview students shall be made through the principal’s office. Upon receiving a request, it shall be the responsibility of the principal to determine whether the request will be granted. Generally, prior to granting a request, the principal shall attempt to contact the parents to inform them of the request and to ask them to be present.

If a child abuse investigator wishes to interview a student, the principal will determine whether the student should be interviewed independently from the student’s parents, whether the school is the most appropriate setting for the interview, and who will be present during the interview.

Students will not be taken from school without the consent of the principal.

 

Legal Reference:                   

Iowa Code §§ 232; 280.17.

281 I.A.C. 102.

441 I.A.C. 9.2; 115; 175.

1980 Op. Att’y Gen. 275.

 

Approved   02/26/91       Reviewed 07/18/2016     Revised 07/18/2016   

502.12 Bullying and Harassment - Prohibited

Bullying and harassment, including sexual harassment, is strictly prohibited. The District is committed to maintaining an educational environment free of any form of bullying or harassment by or towards students, parents/guardians, employees, and volunteers while in school, at a school sponsored activity or at any school sponsored function.

 

Individuals are encouraged to immediately report incidents of harassment. This policy will set forth the procedures that will be used in filing, investigating, and resolving complaints of bullying and harassment brought by students, parents, and staff.

 

This policy is in effect while students are on school grounds, school district property, or on property within the jurisdiction of the school district; while on school-owned and/or school-operated buses, vehicles or chartered buses; while attending or engaged in school activities; and while away from school grounds if the misconduct directly affects the good order, efficient management and welfare of the school district.

 

Bullying and harassment prohibited by the District includes, but is not limited to, any act or conduct on the basis of actual or perceived age, color, creed, national origin, race, religion, marital status, sex, sexual orientation, gender identity, physical attributes, physical or mental ability or disability, ancestry, political party preference, political belief, socioeconomic status, family status, or genetic information, and which creates an objectively hostile school environment that meets one or more of the following conditions:

  • Places the target in reasonable fear of harm to the target’s person or property.
  • Has a substantially detrimental effect on the target’s physical or mental health.
  • Has the effect of substantially interfering with a target’s academic performance.
  • Has the effect of substantially interfering with the target’s ability to participate in or benefit from the services, activities, or privileges provided by a school.
  • Is sufficiently serious that it interferes with or limits the student’s ability to participate in or benefit from the school’s program.

 

Acts of harassment or bullying may be treated as grounds for discipline. Discipline may include suspension, expulsion or the restriction of a student for the purposes of ensuring the safety of other students, termination of an employee, and exclusion of a volunteer from District activities or school premises. 

 

Sexual harassment means unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when:

  • Submission to such conduct is made either explicitly or implicitly a term or condition or a student’s education or of a student’s participation in school programs or activities;
  • Submission to or rejection of such conduct by a student is used as the basis for decisions affecting the student; or
  • Such conduct has the purpose or effect or unreasonably interfering with a student’s performance or creating an intimidating, offensive or hostile learning environment.

 

Sexual harassment as set out above, may include, but is not limited to the following:

  • Verbal, electronic, or written harassment or abuse;
  • Pressure for sexual activity;
  • Repeated remarks to a person with sexual or demeaning implications;
  • Unwelcome touching;
  • Suggesting or demanding sexual involvement, accompanied by implied or explicit threats concerning one’s grades, achievements, etc.; and/or
  • Sexual violence and other harassment based on sex.

 

Harassment on the basis of actual or perceived age, race, sex, creed, color, religion, national origin, marital status, sexual orientation, gender identity or physical or mental disability means conduct of a verbal or physical nature that is designed to embarrass, distress, agitate, disturb or trouble students when:

  • Submission to such conduct is made either explicitly or implicitly a term or condition of a student’s education or of a student’s participation in school programs or activities;
  • Submission to or rejection of such conduct by a student is used as the basis for decisions affecting the student; or
  • Such conduct has the purpose or effect of unreasonably interfering with a student’s performance or creating an intimidating, offensive or hostile learning environment.

 

Harassment as set forth above may include, but is not limited to the following:

  • Verbal, physical, electronic, or written harassment or abuse;
  • Repeated remarks of a demeaning nature;
  • Implied or explicit threats concerning one’s grades, achievements, etc.;
  • Demeaning jokes, stories, or activities directed at the student;
  • Unreasonable interference with a student’s performance or creation of an intimidating, offensive or hostile learning environment.

 

The district will promptly and reasonably investigate allegations of harassment. Investigation procedures are set forth in Board Policy No. 502.12R1. Nothing in this policy shall be construed as preventing or discouraging a student from filing a concurrent criminal complaint.

 

The building principal will be responsible for receiving, investigating, and resolving all complaints of student harassment. The Superintendent may appoint another building principal or appropriate designee to serve as the investigator where appropriate.

 

Upon receiving a complaint that articulates bullying or harassment, whether the complaint is formal or informal, the investigator shall interview the complainant, the target student (if someone other than the student initiates the complaint), the alleged harasser, and any witnesses that may be identified by any party as having knowledge of the complaint. The investigator shall also determine whether any interim measures, including schedule changes, increased staff supervision, or a pre-investigation safety plan are necessary, given the circumstances of the complaint. Any interim measures taken shall not be deemed “disciplinary” in nature, nor shall they constitute an investigative finding against any individual.

 

No Retaliation. Retaliation by any student or staff member against an individual because that person filed or participated in the investigation of a complaint of bullying or harassment under this policy, is expressly prohibited. A student or staff member who is found to have retaliated against another in violation of this policy will be subject to discipline up to and including suspension and expulsion or termination.

 

It shall also be the responsibility of the superintendent, in conjunction with the investigator and principals, to develop administrative rules regarding this policy. The superintendent shall also be responsible for organizing training programs for students and employees. The training shall include how to recognize bullying and harassment, and how to file a complaint if a student is being bullied or harassed. District administration responsible for conducting investigations shall also receive periodic training in conducting fair and impartial investigations under Board policy and federal and state law.

This policy, along with Board Regulation 502.12R1 (Student Harassment Investigation Procedures), and the Harassment Complaint Form and Witness Report Form shall be available on the District’s website (www.pcmonroe.k12.ia.us) and in the main office of each attendance center in the District.

 

Contact Information. The following contact information may be used to contact the building principal to initiate a complaint under this policy:

 

PCM High School

400 East Highway 163

Monroe, IA 50170

Tel: 641.259.2315

Fax: 641.259.2317

 

PCM Middle School

407 East Plainsmen Road
Prairie City, IA 50228
Tel: 515.994.2686
Fax: 515.994.3342

 

Prairie City Elementary 

309 East Plainsmen Road

Prairie City, IA 50228

Tel: 515.994.2377

Fax: 515.994.3280

 

Monroe Elementary

400 North Jasper
Monroe, IA 50170
Tel: 641.259.2314
Fax: 641.259.2944

 

 

Approved   05/19/97       Reviewed 10/17/2016     Revised 10/17/2016 

502.12R1 Harassment Investigation Procedures

This procedure sets forth the investigation procedures to be followed in the event that a complaint is received that meets the definition of “bullying,” “harassment,” or “sexual harassment” set forth in Board Policy No. 502.12.

INFORMAL RESOLUTION
If the student wishes to seek an informal resolution to the situation, rather than filing a formal complaint of bullying or harassment, the student should:

--    tell a teacher, counselor, or principal about the situation; and

--    write down exactly what happened, keep a copy and give another copy to the teacher, counselor or principal including:

  • what, when, and where it happened;
  • who was involved;
  • exactly what was said or what the harasser did;
  • witnesses to the harassment;
  • what the student said or did, either at the time or later;
  • how the student felt; and how the harasser responded.

If the student wishes to end informal efforts to resolve the harassment and proceed with a formal complaint, the student may do so at any time. At no time shall the student be required to confront the harasser or participate in informal resolution or mediation efforts.  In cases of sexual assault, the target will never be asked to confront the accused or participate in mediation with the accused.

Nothing in this policy shall be construed as preventing or discouraging a student from filing a concurrent criminal complaint with the appropriate law enforcement agency.

COMPLAINT PROCEDURE

Any person who believes that a student has been harassed shall notify the complainant/target student’s building principal, who shall be the designated investigator. Contact information for each building is located on the District’s website at http://www.pcmonroe.k12.ia.us. 

District staff members who observe acts of harassment or sexual harassment are required to intervene to stop the harassment, unless such intervention would pose a health or safety risk to any individual. Staff members must document any such incident that they personally observe and immediately report all allegations of possible bullying or harassment to their building principal or the superintendent.

The complainant may notify the building principal verbally, or by filling out Harassment Complaint Form. This complaint form is located on the District’s website at http://www.pcmonroe.k12.ia.us, and may also be obtained in the main office of each attendance center in the District.

The investigator will make reasonable efforts to conduct an investigation into all reports of harassment, whether formal or informal, and whether written or verbal. The minimum information required to initiate an investigation is the identity of the target(s) and the alleged harasser(s), and a description of the complained-of conduct, which must articulate a claim of bullying or harassment, as defined by Board Policy No. 502.12. The investigator may request that the student turn over evidence of the harassment, including, but not limited to, letters, tapes, or pictures. Information received during the investigation shall be kept confidential to the extent possible.

If the building principal is unavailable to serve as the investigator, or if it the superintendent finds that it would be a conflict of interest for that individual to serve as the investigator, the superintendent may assign a different building principal to serve as investigator. 

INVESTIGATION PROCEDURE

The investigator shall reasonably and promptly commence the investigation upon receipt of the complaint. The investigator shall first interview the complainant.  If the complainant is someone other than the alleged target of the harassment, the investigator will next interview the target. The investigator shall also interview the alleged harasser. The alleged harasser will be given the opportunity to file a written statement refuting or explaining the behavior outlined in the complaint, which shall be considered by the investigator in resolving the complaint. Both the complainant and the respondent shall be given equal opportunity to present evidence for the consideration of the investigator. The investigator will also interview witnesses identified by complainant, respondent, or any other party with knowledge of the complaint, as necessary to conduct a reasonably thorough investigation of the complaint. 

Absent extenuating circumstances, the investigator should complete the initial investigation within ten (10) school days of receiving the complaint. If the investigator determines that completion of the investigation within ten (10) school days is not practicable, the investigator shall notify the complainant and the respondent as soon as possible of the delay, and of the expected date of completion of the investigation.

If the circumstances warrant, the investigator may take interim measures to separate the complainant and alleged harasser(s), including, at the investigator’s discretion, a pre-investigation safety plan, schedule changes, and allocating resources to provide additional supervision pending a final determination on the complaint. Implementing interim measures shall not be deemed evidence that the complaint is founded.

Upon completion of the investigation, the investigator shall make written findings and conclusions as to each allegation of harassment. As to each allegation, the investigator will determine whether the allegation is founded, unfounded, or unfounded for lack of information. An allegation will be determined to be founded if the preponderance of the evidence indicates that the alleged harassment occurred. “Preponderance of the evidence” means that it is more likely than not that the alleged conduct occurred.

Both the complainant and the alleged harasser will be notified in writing of the outcome of the investigation within five (5) school days of the conclusion of the investigation.

POINTS TO REMEMBER IN THE INVESTIGATION

  • Evidence uncovered in the investigation will be kept confidential to the extent possible.
  • When dealing with allegations of sexual harassment, as defined if Policy No. 502.12:
  • Evidence regarding the target’s past relationships with third parties shall be disallowed as evidence regarding the merits of target’s complaint against the harasser(s).
  • In the event of a disciplinary hearing, the target shall not be required to testify or be present in the same hearing room as the accused, unless required to do so in order to provide the accused with adequate due process. The District will utilize available technological solutions to prevent the target from testifying in the same room with the accused, so long as this would be consistent with the District’s legal obligation to provide the accused with due process and fundamental fairness in the hearing.  If the target is required by law to testify in the same room as the accused, the target will be allowed to have an adult support person of his or her choice present for the duration of the hearing. A support person may include a parent, counselor, school staff member, or other adult of the student’s choosing.
  • All complaints, whether formal or informal, must be taken seriously and investigated upon receipt of sufficient information to determine the identities of the complainant and respondent and a general description of the allegations.
  • The investigator shall notify all participants in the investigation that retaliation against any individual who participates in the complaint or investigation process is expressly prohibited. Any acts of alleged harassment should be reported immediately to the superintendent. Individuals who engage in acts of retaliation shall be subject to discipline up to and including suspension and expulsion (if student) or termination (if staff). 

CONSEQUENCES

Students found to have engaged in acts of harassment or sexual harassment, as defined by Board Policy 502.12 shall be subject to disciplinary action, which shall be reasonable in light of the student’s age and the nature of the student’s actions. Consequences for founded acts of harassment or sexual harassment may include, but are not limited to:

  • Verbal warning;
  • Written warning;
  • Schedule or class changes to separate the target student from the harasser;
  • Loss of internet or technology privileges for violations of the District’s Acceptable Use of Technology policy (Board Policy No. 502.13);
  • Detention;
  • Post-investigation safety plan that restricts the harasser in the manner that he/she was engaging in harassment;
  • Loss of school privileges, including but not limited to, field trip and activity attendance;
  • Suspension or exclusion from District-sponsored athletics and activities under the District’s Good Conduct Rule (Board Policy No. 503.4);
  • Suspension from school;
  • Expulsion (student);
  • Termination (staff).

REMEDIES

Where appropriate, the investigator shall also determine whether any actions are necessary to remedy the harm to the target student and others, including the provision of school-based counseling services, academic support or counseling, additional training or educational opportunities, and corrections of errors in student records, where such errors were created as a direct result of a founded act of bullying or harassment. 
 

Students may also pursue any other remedial measures available to them under federal or state law, including but not limited to, seeking open enrollment pursuant to Iowa Code § 282.18.

APPEAL

If either party is dissatisfied with the outcome of the building principal’s investigation, that party may file a written appeal with the superintendent within five (5) school days of receipt of the initial decision. The appealing party shall state the reasons for appeal, and provide any additional information for the superintendent’s consideration. The superintendent will provide notice of the appeal to the other party, and will give that party the opportunity to provide a written response and additional information for the superintendent’s consideration. Both the complainant and the respondent will be given equal opportunity to present additional information to the superintendent upon appeal.

The superintendent will review the initial investigation, and may:

  • Affirm the initial investigator’s findings and conclusions,
  • Modify the initial investigator’s findings or conclusions, or
  • Conduct, or cause the initial investigator to conduct, any further investigation into the allegations that the superintendent deems necessary, and affirm or modify the initial findings and conclusions as appropriate.

Absent extenuating circumstances, the superintendent’s review and determination shall be complete within ten (10) school days of receipt of the appeal. If the superintendent is unable to complete the review within this time frame, he or she shall notify both the complainant and respondent of the delay and the anticipated date on which the superintendent’s determination shall be sent to both parties.

In the event that the initial investigator or superintendent recommends any student for suspension for a period of ten (10) or more school days or expulsion, that student shall be provided with the procedural protections stated in Board Policy No. 503.2. In the event that the initial investigator or superintendent recommends any certified staff member for suspension or termination, that individual shall be provided with the procedural protections stated in any current collective bargaining agreement, Board Policy No. 407.4, and Iowa Code chapter 279.

RECORDKEEPING

The District shall maintain written records of all complaints received and investigations conducted into complaints of harassment and sexual harassment. Such records shall be maintained in the District’s main office. 

NO RETALIATION

Retaliation by any student or staff member against an individual because that person filed or participated in the investigation of a complaint of bullying or harassment under this policy, is expressly prohibited. A student or staff member who is found to have retaliated against another in violation of this policy will be subject to discipline up to and including suspension and expulsion.

 

Approved   05/19/97       Reviewed 07/18/2016      Revised 07/18/2016 

503 Student Discipline

503.1 Student Conduct

The board believes inappropriate student conduct causes material and substantial disruption to the school environment, interferes with the rights of others, or presents a threat to the health and safety of students, employees, and visitors on school premises. Appropriate classroom behavior allows teachers to communicate more effectively with students.

 

Students shall conduct themselves in a manner fitting to their age level and maturity and with respect and consideration for the rights of others while on school district property or on property within the jurisdiction of the school district; while on school owned and/or operated school or chartered vehicles; while attending or engaged in school activities; and while away from school grounds if misconduct will directly affect the good order, efficient management and welfare of the school district. Consequences for the misconduct will be fair and developmentally appropriate in light of the circumstances.

 

Students, who fail to abide by this policy, and the administrative regulations supporting it, may be disciplined for conduct which disrupts or interferes with the education program; conduct which disrupts the orderly and efficient operation of the school district or school activity; conduct which disrupts the rights of other students to participate in or obtain their education; conduct that is violent or destructive; or conduct which interrupts the maintenance of a disciplined atmosphere. Disciplinary measures include, but are not limited to, removal from the classroom, detention, suspension, probation, and expulsion.

 

A student who commits an assault against an employee on school district property or on property within the jurisdiction of the school district; while on school-owned or school-operated chartered vehicles; or while attending or engaged in school district activities shall be suspended by the principal. Notice of the suspension shall be sent to the board president. The board shall review the suspension and decide whether to hold a disciplinary hearing to determine whether to impose further sanctions against the student which may include expulsion. In making its decision, the board shall consider the best interests of the school district, which shall include what is best to protect and ensure the safety of the school employees and students from the student committing the assault. Assault for purposes of this section of this policy is defined as, when, without justification, a student does any of the following:

  • an act which is intended to cause pain or injury to, or which is intended to result in physical contact which will be insulting or offensive to another, coupled with the apparent ability to execute the act; or
  • any act which is intended to place another in fear of immediate physical contact which will be painful, injurious, insulting or offensive, coupled with the apparent ability to execute the act; or
  • intentionally points any firearm toward another or displays in a threatening manner any dangerous weapon toward another.

 

The act is not an assault when the person doing any of the above and the other person are voluntary participants in a sport, social or other activity, not in itself criminal, when the act is a reasonably foreseeable incident of such sport or activity, and does not create an unreasonable risk of serious injury or breach of the peace.

 

Removal from the classroom means a student is sent to the building principal’s office. It shall be within the discretion of the person in charge of the classroom to remove the student.

Detention means the student’s presence is required during non-school hours for disciplinary purposes. The student can be required to appear prior to the beginning of the school day, after school has been dismissed for the day, or on a non-school day.  Whether a student will serve a detention, and the length of the detention, shall be within the discretion of the certified employee disciplining the student or the building principal.

 

Suspension means an in-school suspension, an out-of-school suspension, a restriction from activities, or loss of eligibility. An in-school suspension means the student will attend school but will be temporarily isolated from one or more classes while under supervision. An in-school suspension will not exceed ten consecutive school days. An out-of-school suspension means the student is removed from the school environment, which includes school classes and activities. An out-of-school suspension will not exceed ten consecutive school days. A restriction from school activities means a student will attend school and classes and practice but will not participate in school activities.

 

Probation means a student is given a conditional suspension of a penalty for a definite period of time in addition to being reprimanded. The conditional suspension shall mean the student must meet the conditions and terms for the suspension of the penalty. Failure of the student to meet these conditions and terms shall result in immediate reinstatement of the penalty.

 

Expulsion means an action by the board to remove a student from the school environment, which includes, but is not limited to, classes and activities, for a period of time set by the board.

 

Discipline of special education students, including suspensions and expulsions, will comply with the provisions of applicable federal and state laws.

 

It shall be the responsibility of the superintendent, in conjunction with the principal, to develop administrative regulations regarding this policy.

 

 

Legal Reference:       

Goss v. Lopez, 419 U.S. 565 (1975).

Brands v. Sheldon Community School District, 671 F. Supp. 627 (N.D. Iowa 1987).

Sims v. Colfax Comm. School Dist., 307 F. Supp. 485 (Iowa 1970).

Bunger v. Iowa High School Athletic Assn., 197 N.W.2d 555 (Iowa 1972).

Board of Directors of Ind. School Dist. of Waterloo v. Green, 259 Iowa 1260, 147 N.W.2d 854 (1967).

Iowa Code §§ 279.8; 282.4, .5; 708.1

 

Approved   02/26/91       Reviewed 07/17/2017     Revised 07/17/2017 

503.1R1 Student Suspension

Students may be suspended for conduct that violates school rules. Suspensions may take the form of probation, an in-school suspension or an out-of-school suspension.

 

Probation

1.   Probation is conditional suspension of a penalty for a set period of time. Probation may be imposed by the principal for infractions of school rules which do not warrant the necessity of removal from school.

 

2.   The principal will conduct an investigation of the allegations against the student prior to imposition of probation. The investigation will include, but not be limited to, written or oral notice to the student of the allegations against the student and an opportunity to respond. Written notice and reasons for the probation will be sent to the parents.

 

In-School Suspension

1.   In-school suspension is the temporary isolation of a student from one or more classes while under administrative supervision. In-school suspensions may be imposed by the principal for infractions of school rules which are serious but which do not warrant the necessity of removal from school.

 

2.   The principal shall conduct an investigation of the allegations against the student prior to imposition of an in-school suspension. The investigation will include, but not be limited to, written or oral notice to the student of the allegations against the student an opportunity to respond. An in-school suspension will not be imposed for more than ten school days. Written notice and reasons for the in-school suspension will be sent to the student’s parents.

 

Out-of-School Suspension

1.   Out-of-school suspension is the removal of a student from the school environment for periods of short duration. Out-of-school suspension is to be used when other available school resources are unable to constructively remedy student misconduct.

 

2.   A student may be suspended out of school for up to ten school days by a principal for a commission of gross or repeated infractions of school rules, regulations, policy or the law, or when the presence of the student will cause interference with the maintenance of the educational environment or the operation of the school. The principal may suspend students after conducting an investigation of the charges against the student, giving the student: (1) oral or written notice of the allegations against the student; (2) the basis in fact for the charges; and (3) the opportunity to respond to those charges.

 

      At the principal’s discretion, the student may be allowed to confront witnesses against the student or present witnesses on behalf of the student.

 

3.   Written notice of the out-of-school suspension will be mailed to the student’s parents and the superintendent no later than the end of the school day following the suspension. A reasonable effort shall be made to personally notify the student’s parents and such effort shall be documented by the person making or attempting to make the contact. Written notice to the parents shall include the circumstances which led to the suspension and a copy of the board policy and rules pertaining to the suspension.

 

Suspensions and Special Education Students

1.   Students who have been identified as special education students may be referred for a review of the student’s Individual Education Program (IEP). The IEP may be revised to include a continuum of intervention strategies and programming to change the behavior.

 

2.   Students who have not been identified as special education students may be referred for evaluation after the student’s suspension to determine whether the student has a disability and is in need of special education.

 

The Student Handbook shall be considered within the scope of this policy.

 

Approved   02/26/91       Reviewed 08/15/2016     Revised 07/14/2011 

503.1R2 Student Conduct

Students at PCM High School could be disciplined a maximum of eleven (11) times during a school year before recommended for expulsion.  It shall be within the discretion of the Board of Education to expel a student for a single discipline incident or after the twelfth (12th) incident.

 

  1. Detentions

      Each student may earn a maximum of five (5) detentions in a school year.  Each detention slip must be signed by a parent/guardian before the student serves the assigned time.  Failure to stay on the assigned date will result in earning another detention.  After every served detention, someone from the counseling staff will visit with the student and explain where they stand on the number of discipline incidents for this school year.

 

B.  In-School Suspension

      Each student may earn a maximum of three (3) In-School Suspensions in a school year.  A letter explaining the reason for this assignment and the total number of discipline incidents for this school year will be sent to the parent/guardian for each assigned In-School Suspension.  Failure to serve the assigned date will require the parent/guardian to meet with the student and principal before returning to school.  If the absence from In-School Suspension is excused, the date will be reassigned with no penalty.  If the absence is unexcused, the student will earn another In-School Suspension.

 

C.  Three-Day Suspension

      Each student may earn one (1) three-day out-of-school suspension in a school year.  A letter explaining the reason for this assignment and the total number of discipline incidents for this school year will be sent to the parent/guardian.  During this suspension, the parent/guardian must develop a successful behavior plan with the student and principal before the student is permitted to return to school.

 

D.  Five-Day Suspension

      Each student may earn one (1) five-day out-of-school suspension in a school year.  A letter explaining the reason for this assignment and the total number of discipline incidents for this school year will be sent to the parent/guardian.  During this suspension, the parent/guardian must develop a successful behavior plan with the student and superintendent before the student is permitted to return to school.

 

E.   Seven-Day Suspension

      Each student may earn one (1) seven-day out-of-school suspension in a school year. A letter explaining the reason for this assignment and the total number of discipline incidents for this school year will be sent to the parent/guardian.  During this suspension, the parent/guardian must develop a successful behavior plan with the student and representatives from the Board of Education before the student is permitted to return to school.

 

 

Approved   04/20/98       Reviewed 08/15/2016       Revised   08/15/2016   

503.2 Explusion

Students may be expelled for violations of board policy, school rules or the law. The long-term removal of a student from the school environment, including classes and activities, is an expulsion from school. It shall be within the discretion of the superintendent to recommend to the board the expulsion of a student for disciplinary purposes. Only the board may take action to expel a student and to readmit the student. A student expelled by the board for a commission of gross or repeated infractions of school rules or when the presence of the student will cause interference with the maintenance of the educational environment or the operation of the school. It shall be within the discretion of the board to discipline a student by using an expulsion depending on the nature of the student’s offense and the circumstances surrounding the offense. The principal shall keep records of expulsions in addition to the board’s records.

 

When a student is recommended for expulsion by the board, the student shall be provided with:

  1. Notice of the reasons for the proposed expulsion written with sufficient specificity to enable the student to prepare a defense;
  2. Notice of the date, time and place of the expulsion hearing sufficiently in advance of the hearing to enable the student to obtain the assistance of counsel and to prepare a defense;
  3. Notice that the student is entitled to a closed hearing unless an open hearing is specifically requested;
  4. The names of the witnesses the superintendent will present, if available, and a statement of the facts to which each witness will testify;
  5. Notice that the student will be given an opportunity to present a defense against the charges and provide either oral testimony or written affidavits of witnesses; to present documents; to be given copies of documents which will be introduced by the administration, and to cross-examine adverse witnesses, if available; and,
  6. Notice that the student has the right to be represented by counsel;

 

At the hearing, the student will have all of the rights given in the notice and may give an opening and closing statement in addition to calling witnesses and cross-examining adverse witnesses. The Board hearing the expulsion matter must be impartial (i.e. have no prior involvement in the situation, have no stake in the outcome, and have no personal bias or prejudice).

 

After the Board has heard the expulsion matter, it shall go into deliberations.  No one who advocated a position at the hearing of the matter should be present during the Board’s deliberations unless the other party or parties are also permitted to attend deliberations.  The student has a right to a decision based solely on the evidence presented at hearing.  There must be an adequate factual basis for the Board’s decision.  A preponderance of the evidence standard is sufficient to find the student violated the rule or policy at issue.  Following the Board’s deliberations, the Board shall reconvene in open session and render its decision on the superintendent’ recommendation for expulsion.  The student is entitled to a written decision setting out the Board’s findings and conclusions as to the charges and the penalty.

 

In addition to these procedures, a special education student must be provided with the following procedures:

  1. A determination should be made of whether the student has participated in the misconduct.
  2. A staffing team should determine whether the student’s behavior is manifestation of the student’s disability and whether the conduct is the result of inappropriate placement. Discussions and conclusions of this meeting should be recorded.
  3. If the special education student’s conduct is found to not be a manifestation of the student’s disability, the student may be expelled or suspended to the school district’s suspension and expulsion procedures.
  4. If the misconduct is found to be a manifestation of the student’s disability and a change in placement is recommended, the change must be made pursuant to the placement procedures used by the school district and the law. If a change in placement is not recommended, a determination shall be made within the student’s IEP and the law as to how to manage the student’s behavior to prevent the student’s possible future misconduct.

 

Legal Reference:        Goss v. Lopez, 419 U.S. 565 (1975).

                                    Wood v. Strickland, 420 U.S. 308 (1975).

                                    Southeast Warren Comm. School District v. Dept. of Public Instruction, 285 N.W.2d 173 (Iowa 1979).

                                    Iowa Code §§ 21.5; 282.3, .4, .5.

                                    281 I.A.C. 12.3(8).

Approved   02/26/91       Reviewed 08/15/2016         Revised 08/15/2016 

503.3 Fines-Fees-Charges

Students may be assessed fines, charges or fees for the materials needed in a course, for overdue school materials, for participating in activities or for misuse of school property.

 

The superintendent shall inform the board of the dollar amount to be charged to students or others for fines, charges or fees annually. Parents of students meeting specific financial eligibility standards will be eligible for a waiver of student fees or a reduction of student fees based upon the request of the parent. Fines or charges assessed for damage or loss to school property are not fees and will not be waived.

 

It shall be the responsibility of the superintendent, in conjunction with the principal, to develop administrative regulations regarding this policy.

 

 

Legal Reference:      Iowa Code §§ 256.7(20); 279.8; 280.10, .11; 282.6; 285.1; 301.1

                                  281 I.A.C. 18.

                                  1994 Op. Att’y Gen. 23.

                                  1990 Op. Att’y Gen. 79.

                                  1982 Op. Att’y Gen. 227.

                                  1980 Op. Att’y Gen. 532.

 

Approved   2/26/91       Reviewed 08/15/2016     Revised 08/15/2016  

503.3R1 Student Fee Waiver and Reduction Procedures

The board recognizes that while certain fees charged students are appropriate and authorized, certain students and their families are not financially able to pay the fees. The school district will grant either full waivers, partial waivers or temporary waivers depending upon the circumstances and the student or student’s parents’ ability to meet the financial criteria.

 

  1. Waivers
    1. Full Waivers - a student will be granted a full waiver of fees charged by the school district if the student or student’s parents meet the financial eligibility criteria for free meals under the Child Nutrition program, Family Investment Program, Supplemental Security Income guidelines, or transportation assistance under open enrollment. Students in foster care are also eligible for full waivers.
    2. Partial Waivers - a student will be granted a partial waiver of fees charged by the school if the student or the student’s parents meet the financial eligibility criteria for reduced price meals offered under the Child Nutrition program. The reduction percentage will be forty (40) percent.
    3. Temporary Waivers - a student may be eligible for a temporary waiver of fees charged by the district in the event the student’s parents are facing financial difficulty. Temporary waivers may be applied for at any time throughout the school year and shall not extend beyond the end of the school year.
  2. Application. Parents of students eligible for a fee waiver shall make an application on the form provided by the school district. Applications may be made at any time but must be renewed annually.
  3. Confidentiality. The school district will treat the application and application process as any other student record and student confidentiality and access provisions will be followed.
  4. Appeals. Denials of a waiver may be appealed through the school district’s normal appeal process (Superintendent, School Board, and Department of Education).
  5. Fines or charges assessed for damage or loss to school property are not fees and will not be waived.

NOTICE. The school district will annually notify parents and students of the waiver in registration materials.

 

Approved   8/19/96       Reviewed 08/15/2016     Revised 08/15/2016  

503.4 Good Conduct Rule

Participation in school activities is a privilege. School activities provide the benefits of promoting additional interests and abilities in the students during their school years and for their lifetimes.

 

Students may participate in interscholastic athletics, music, speech, and other contests or events approved by the administration subject to the rules and regulations which govern participation in general for each event or contest. Any such events must be supervised by certified school personnel.

 

Students who participate in extracurricular activities serve as ambassadors of the school district throughout the calendar year, whether away from school or at school. Students who wish to have the privilege of participating in extracurricular activities must conduct themselves in accordance with board policy and must refrain from activities which are illegal.

 

Students who fail to abide by this policy and the administrative regulations supporting it may be subject to disciplinary measures. The principal shall keep records of violations of the good conduct rule.

 

Furthermore, a student may not violate the rules and regulations of the state association and/or the discipline policy of the district or any rules or regulations pertaining to eligibility for extracurricular activity, without jeopardizing the student’s continued participation as it may apply.

 

It shall be the responsibility of the superintendent to develop rules and regulations for school activities. Students wanting to participate in school activities must meet the requirements set out by the school district for participation in the activity.

 

 

Legal Reference:                    Bunger v. Iowa High School Athletic Assn., 197 N.W.2d

                                                555 (Iowa 1972).

                                                In re Jason Clark, 1 D.P.I. App. Dec. 167 (1978).

                                                Iowa Code §§ 280.13, .13A.

                                                281 I.A.C. 12.3(8); 36.15(1).

 

Approved   02/26/91       Reviewed 08/15/2016     Revised 08/15/2016   

503.4E1 Good Conduct Rule (Extracurricular Activities)

Reporting Types

  1. Prevention Reporting (soft reporting) occurs when no law enforcement officials or public agencies are involved. A student, parent/guardian, or PCM employee can make this type of report to the Activities Director, principal, or coach. A Prevention Report carries no automatic suspension from activities, regardless of previous violations, but is rather a way to address and prevent issues before law enforcement or public agencies get involved. Parents/guardians will be notified in the case of any Prevention Report. The spirit of Prevention Reporting is to end substance use through means of counseling and/or support for both the student and parent.
  2. Self-Reporting (law enforcement/agency involvement) occurs when a student voluntarily reports his/her first infraction for use of tobacco, alcohol, or drugs to a Coach, Sponsor, Director, or School administrator within forty-eight (48) hours of the infraction or before participating in the next scheduled event. No provision is made for weekends or holiday periods. If students self-report within the designated timeline and if the infraction occurred at a non-school related event, the student will receive less mandatory suspension time from his/her activities. The student may continue to participate in the activity once their mandatory suspension from activities is served, and a meeting takes place with the student, parents/guardians, coach/sponsor, and school administrator or representative. The purpose of this meeting is to determine actions that will benefit the student as it pertains to substance avoidance. This provision may be used only once by any participant during his/her high school career on a first offense involving law enforcement officials or a public agency.

 

Self-Reporting Mandatory Suspension: Student will sit out 10% of the student’s current extracurricular activity, and, if the activity is the school play, the student will sit out one entire performance of the showing. If the student is not participating in an extracurricular activity when the violation occurs, the ineligibility begins at the student’s next bona fide extracurricular activity. Ineligibility shall carry over to the next bona fide extracurricular activity, if needed. Cancellation of a scheduled event does not count towards the ineligibility.

 

Conditions for Self-Reporting:

Self-reporting does not provide immunity from violations committed during a school day or at the school sponsored/affiliated activity (normal school discipline applies and students are not granted the privilege of self-reporting), regardless if the school would have had knowledge of the incident or not. Specific examples of school related events include but are not limited to the following: overnight trips with school groups/teams, dances, field trips, Iowa High School Athletic Association and Iowa High School Girl’s Union sanctioned events, events conducted at other high schools, and any activity in which you represent PCM High School. Students are to self-report offenses when law enforcement or any public agency is involved with infractions that are related to drugs, alcohol or tobacco.

 

Once a student has reported their first “infraction” involving law enforcement or other public agency, they are no longer protected by the conditions of self-reporting. Should a student be involved in another incident involving law enforcement or another public agency they will be governed as a “First Offense” and follow the procedures set forth in board policy 503.4E1.

 

Students who were in violation prior to the start of 2017-2018 school year will remain on the step they are at regardless of how they reported their first infraction. Only students who are in violation after the start of the 2017-2018 school year can benefit from self-reporting.

 

  1. General Statement
    1. Extracurricular activity participation is a student privilege, not a right. Appropriate student conduct for participants in those activities is expected at all times both on school grounds and also away from school. “Any student declared ineligible under the prior school district’s Good Conduct Rule who then without having completed the full period ineligibility at that school, transfers to PCM High School, will not be eligible for interscholastic competition at the PCM High School, until the full period of ineligibility declared by the prior school district has been completed. Once that period of ineligibility has been completed, the student is then immediately eligible for interscholastic competition at PCM High School as far as any Good Conduct Rule is concerned. However, the student may remain ineligible for another reason pursuant to the Rules of the relevant governing body or Iowa law.”
    2. Extracurricular activities shall be defined as: All school sponsored and/or school approved activities including clubs, organizations, athletic programs and intramural sports. Regular classroom and laboratory assignments and activities in which a student receives a grade are not included. Extracurricular activities take place outside of the regular scheduled school days of curriculum offerings. Academic grades are not affected by extracurricular participation. An extracurricular “season” as defined in this policy reflects actual performance (or availability for performance) in front of the public or another audience. Relative to athletics, this would include the games of competition from the first contest through the last contest. In other extracurricular activities this would be construed as the actual performance not the practice session preceding the performance. Curricular activities take place within the regularly scheduled school day and are the basis for graduation requirements and academic letter grades.
    3. This policy applies to any student who is on school property, in attendance at school or at school sponsored activities or whose conduct at any time or in any place interferes with or obstructs the missions or operations of the school district or the safety or welfare of students, employees or visitors. This policy shall apply twelve months of the year. 
    4. The sponsor of an extracurricular activity and/or a principal may declare a student ineligible whose conduct is contrary to and/or in violation of the established rules and regulations as set out herein. All students participating in extracurricular activities shall receive a copy of these rules and regulations.
    5. Observation by a contract PCM employee, law enforcement officials, public agency, parent/guardian of student, or self admission by the student will be considered as proof of violations of this policy.
  2. Rules: Students participating in extracurricular activities violate this policy if it is determined they have participated in conduct including but not limited to:
    1. Consumption, manufacture, use, possession or sale of amphetamines, steroids, depressants, cocaine, any other drug or substance, defined as a Schedule I, II, or III substance by the 1997 Iowa Code, Section Number 204.204 through 204.208, or a “look alike” substance.
    2. Consumption, use, possession or sale of alcoholic beverages. Specifically, any student who appears to be under the influence of alcohol or drugs.
    3. Damage, destruction or theft of school property and/or real or personal property of employees, students or visitors of the school.
    4. Physical abuse, including assault, of a person at school or school activities or coming to and from school or school activities.
    5. Possession, handling or transmission of weapon(s) or a dangerous instrument(s) or any object that could be considered or used as a dangerous weapon on the school grounds or at school activities.
    6. Criminal conviction or, if charged, a simple misdemeanor if it involves an offense of violence, as a juvenile, court supervision and/or probation, for any offense which constitutes a serious misdemeanor, aggravated misdemeanor, or felony.
    7. Consumption, use, or possession of any form of tobacco on school property or illegal tobacco use or possession off school property. This includes snuff, dip, chewing tobacco, cigarettes, cigars, pipe tobacco, or any other tobacco products.
    8. A student in attendance at a function or party where alcohol or drugs are being consumed by others illegally. If a student finds him/herself in a situation where alcohol or other drugs are being consumed by others illegally, the student’s options are:
      1. Leave immediately. An intention to leave is not a defense. Nor is being a designated driver.
      2. A student who chooses to remain, but not consume, risks loss of eligibility for extracurricular activities at the penalties listed above.
    9. Failure to abide by a reasonable request of a person in authority or a school employee.
    10. Disruption of school and/or school activities.
    11. Repeated failure to attend school without reasonable and acceptable excuses, or repeated failure to make up detentions.
    12. Repeated school violations or a serious violation of a school rule.
    13. Engaging in any unlawful activity if it constitutes a danger to other students or interferes with school purposes.
    14. Unsportsmanlike conduct involving other school’s teams, their representatives, patrons or officials.
    15. Use of profanity, verbal abuse, or intimidation towards any person. NOTE:    The sponsor of the extracurricular activity may establish and make known rules of conduct and regulations in addition to those above for the students participating in the activity. Those rules of conduct shall be approved by the building principal, athletic director, and superintendent, shall be in writing, and shall be provided to each student in the particular activity, and signed by the student and a parent or guardian prior to the student’s membership or involvement with the activity. If necessary, additional rules of conduct may be established and made during the school year following the same procedure.
  3. Penalties
    1. For violation of school rules as set out in II (Page 2 and 3) a student may be ineligible for extra curricular activities, required to see professional help, or both. The ineligibility will begin immediately after the school administrator/sponsor has determined the student has engaged in conduct in violation of this policy. In the case of rounding, the first offense the penalty will be rounded down in subsequent offenses the penalty will be rounded up.
      1. Violations of Rule Numbers 1, 2, 3, 4, 5, 6, 7, and 8 shall result in the student being ineligible for
        1. First offense: 33% of the student’s current sport or extracurricular activity. If the student is not participating in a sport or extracurricular activity when the violation occurs, the ineligibility begins at the student’s next bona fide sport1 or extracurricular activity. Ineligibility shall carry-over to the next bona fide sport or extracurricular activity, if needed. Cancellation of a scheduled event does not count towards the ineligibility.
        2. Second offense: 67% of the student’s bona fide sport(s) or extracurricular activity/activities.
        3. Third offense: 100% of the student’s bona fide sports or extracurricular activity/activities for twelve months
        4. Fourth and subsequent offenses: the student’s bona fide sports1 or extracurricular activity/activities for 18 months. (1Bona fide sport: Participated in by the student in the previous 12 months.) NOTE: A student who violates good conduct rule #5 may also have violated the District’s Weapons Policy (Code No. 502.8) and by law will be expelled from school for one year.
      2. Conduct described in rules number 9, 10, 11, 12 13, 14, and 15 may result in a student being ineligible; the length of time of the ineligibility shall be determined by the administrator/sponsor, but shall not exceed the penalties described in Paragraph A.
    2. These rules shall apply to all extracurricular activities in which the student participates. Therefore, if a student is participating in two extracurricular activities at the time a violation is determined, the student’s ineligibility shall apply to both activities.
    3. Prior to participating in professional assessment and treatment, guidelines, including school access to records and monitoring shall be approved by the administration on a case by case basis.
    4. Prom, Senior Trip and Graduation will be considered independently of this policy and participation determined by the Administration.
    5. Students who are ineligible to participate in an extracurricular activity/performance due to conduct for violating this good conduct policy may participate in non-performance activities, if the student receives permission from the coach or sponsor. The coach or sponsor’s decision to allow or not allow the student to practice with the team may be appealed to the principal. The principal’s decision shall be final. An ineligible student’s option to travel with the team and / or sit on the bench (in street clothes), etc., is at the discretion of the coach / sponsor.
  4. Appeals
    1. A student may contest the determination of the violation or the penalty imposed. Appeal of the activity sponsor’s decision must be submitted in writing to the building principal within three (3) calendar days of the declaration or penalty. The principal will meet with the student and provide the student with an explanation of the charges against the student. The student will be given an opportunity to rebut the charges and provide relevant evidence. The meeting will be informal, however, the principal’s decision shall be in writing and shall summarize the evidence on which the principal relies. This decision will be made within 3 weekdays and presented to the student and superintendent.
    2. The decision of the building principal may be appealed to the superintendent. The appeal to the superintendent shall be in writing and delivered to the superintendent or his secretary within five (5) calendar days of receipt of the principal’s decision. The appeal to the superintendent shall specify the reasons for the appeal and shall set out supporting information and facts.
    3. The decision of the superintendent may be appealed to the Board of Directors. This appeal shall be in writing and filed with the Board Secretary within five (5) calendar days of receipt of the decision from the superintendent. Unless the parties otherwise agree the Board shall hold its hearing within ten (10) weekdays after receiving the appeal.

 

Approved   1/18/93       Reviewed 08/15/2016     Revised 08/27/07   

503.5 Corporal Punishment

Corporal punishment is defined as the intentional physical punishment of a student and is prohibited. It includes the use of unreasonable or unnecessary physical force or physical contact made with the intent to harm or cause pain. No employee is prohibited from:

  • Using reasonable and necessary force, not designed or intended to cause pain, in order to accomplish any of the following:
    • To quell a disturbance or prevent an act that threatens physical harm to any person.
    • To obtain possession of a weapon or other dangerous object within a pupil’s control.
    • For the purposes of self-defense or defense of others as provided for in Iowa Code section 704.3.
    • For the protection of property as provided for in Iowa Code section 704.4 or 704.5.
    • To remove a disruptive pupil from class or any area of school premises or from school-sponsored activities off school premises.
    • To protect a student from the self-infliction of harm.
    • To protect the safety of others.
  • Using incidental, minor or reasonable physical contact to maintain order and control.

 

Reasonable physical force should be commensurate with the circumstances of the situation. The following factors should be considered in using reasonable physical force for the reasons stated in this policy:

  1. The size and physical, mental, and psychological condition of the student;
  2. The nature of the student’s behavior or misconduct provoking the use of physical force;
  3. The instrumentality used in applying the physical force;
  4. The extent and nature of resulting injury to the student, if any;
  5. The motivation of the school employee using physical force.

 

Upon request, the student’s parents are given an explanation of the reasons for physical force.

 

It is the responsibility of the superintendent to develop administrative regulations regarding this policy.

 

Legal Reference:                    

Ingraham v. Wright, 430 U.S. 651 (1977).

Goss v. Lopez, 419 U.S. 565 (1975).

Tinkham v. Kole, 252 Iowa 1303, 110 N.W.2d 258 (1961).

Lai v. Erickson, PTPC Admin. Doc. 83-12. (1983).

Iowa Code §§ 279.8; 280.21

281 I.A.C. 12.3 (8); 103.

1980 Op. Att’y Gen. 275.

 

Approved   02/26/91       Reviewed 08/15/2016     Revised 11/20/06   

504 Student Activities

504.1 Student Government

The student council provides for student activities, serves as a training experience for student leaders, promotes the common good, gives students a share in the management of the school, develops high ideals of personal conduct, acts as a clearinghouse for student activities, seeks to interest students in school district affairs and helps solve problems that may arise. Members of the council are student representatives who have direct access to the administration.

 

The principal, in conjunction with the students and licensed employees, shall set forth the guidelines for the student government’s elections, operations, and other elements of the government.

 

Legal Reference:                    Iowa Code §§ 279.8.

 

Approved   02/26/91       Reviewed 09/19/2016     Revised 05/19/97   

504.2 Student Organizations

Secondary and/or student-initiated curriculum-related organizations and secondary and/or student-initiated non-curriculum-related organizations are encouraged.

 

Curriculum-Related Organizations

It shall be the responsibility of the principal to determine whether a student group is curriculum-related. One or more of the following questions will be answered affirmatively if the group is curriculum-related:

  • Is the subject matter of the group actually taught in a regularly offered course?
  • Will the subject matter of the group soon be taught in a regularly offered course?
  • Does the subject matter of the group concern the body of courses as a whole?
  • Is participation in the group required for a particular course?
  • Does participation in the group result in academic credit?

 

Secondary and/or student-initiated curriculum-related student organizations, upon receiving permission from the principal, may use the school district facilities for meetings and other purposes during non-instructional time.

 

Non-instructional time shall mean any time before the first period of the day and after the last period of the day in which any student attends class. Meetings shall not interfere with the orderly conduct of the education program or other school district operations. It shall be within the discretion of the principal to determine whether the meetings will interfere with the orderly conduct of the education program or other school district operations. Activities relating to and part of the education program shall have priority over the activities of another organization.

 

Employees shall be assigned to monitor approved meetings and may interact with curriculum-related organizations.

 

Non-curriculum-Related Organizations

Secondary and/or student-initiated non-curriculum-related organizations shall be provided access to meeting space and school district facilities. Only students may attend and participate in meetings of non-curriculum-related groups. Such attendance shall be strictly voluntary and student-initiated. As a means of determining whether a student’s attendance is voluntary, the principal may require parental consent for the student to attend the meetings.

 

Employees will be assigned to monitor approved meetings. Employees will not participate in the meeting or assist in planning, criticizing, or encouraging attendance.

 

It shall be the responsibility of the superintendent, in conjunction with the principal, to develop administrative regulations regarding this policy.

 

Legal Reference:       

Westside Community Board of Education v. Mergens, 496 U.S. 226 (1990).

Bender v. Williamsport Area Community School District, 741 F.2d 538 (3d Cir. 1984), vacated and remanded on other grounds, 475 U.S. 534 (1986).

20 U.S.C. §§ 4071-4074 (1988).

Iowa Code §§ 287.1-.3; 297.9.

 

Approved   02/26/91       Reviewed 09/19/2016     Revised 09/19/2016  

504.3 Student Publications

Students may produce official school publications as part of the curriculum under the supervision of a faculty advisor and the principal. Official school publications include material produced in the journalism, newspaper, yearbook or writing classes and distributed to the student body either free or for a fee.

 

Any expression made by students in the exercise of free speech, including student expression in official school publications, is not an expression of official school policy. The school district, the board, and the employees or officials are not liable in any civil or criminal action for any student expression made or published by students, unless the employees or officials have interfered with or altered the content of the student speech or expression.

 

Official school publications are free from prior restraint by district employees or officials except as provided by law. A faculty advisor shall supervise student writers to maintain professional standards of English and journalism and to comply with the law including, but not limited to, the restrictions against unlawful speech. The production of official school publications shall be guided by the law and by the ethical standards adopted by professional associations or societies of journalism.

 

Persons, other than students, who believe they have been aggrieved by student expression in a student-produced official school publication, shall follow the grievance procedure outlined in board policy. Students who believe their freedom of expression in a student-produced official school publication has been restricted shall follow the grievance procedure outlined in board policy.

 

The superintendent shall be responsible for developing a student publications code. This code shall include, but not be limited to, reasonable rules including time, place and manner of restrictions. The superintendent shall also be responsible for distributing this policy and the student publications code to the students and their parents.

 

 

Legal Reference:                   

Hazelwood School District v. Kuhlmeier, 484 U.S. 260 (1988).

Bystrom v. Fridley High School, 822 F.2d 747 (8th Cir. 1987).

Iowa Code §§ 280.22.

 

Approved   02/26/91       Reviewed 09/19/2016     Revised 09/19/2016 

504.3R1 Student Publications Code

  1. Official School publications defined. An “official school publication” is material produced by students in the journalism, newspaper, yearbook or writing classes and distributed to students either free or for a fee.
  2. Expression in an official school publication.
    1. No student shall express, publish or distribute in an official school publication material which is:
      1. obscene;
      2. libelous;
      3. slanderous; or
      4. encourages students to:
        1. commit unlawful acts;
        2. violate school rules;
        3. cause the material and substantial disruption of the orderly and efficient operation of the school or school activity;
        4. disrupt or interfere with the education program;
        5. interrupt the maintenance of a disciplined atmosphere; or
        6. infringe on the rights of others.
    2. The official school publication shall be produced under the supervision of a faculty advisor.
  3. Responsibilities of students.
    1. Students writing or editing official school publications shall assign and edit the news, editorial and feature contents of the official school publications subject to the limitations of the student publications code and the law.
    2. Students shall strive to achieve professional standards of accuracy, fairness, objectivity and thoroughness in each and every aspect of official school publications.
    3. Students shall strive to achieve professional standards of grammar, usage, punctuation and spelling for clarity and accuracy of official school publications.
  4. Responsibilities of faculty advisors.Faculty advisors shall supervise student writers to maintain professional standards of English and journalism and to comply with the law including, but not limited to, the restrictions against unlawful speech.
  5. Liability. Student expression in an official school publication shall not be deemed to be an expression of the school district. The school district, the board, and the employees or officials are not liable in any civil or criminal action for any student expression made or published by students unless the employees or officials have interfered with or altered the content of the student expression. The liability, if any, is only to the extent of interference or alteration of the speech of expression.
  6. Appeal procedure.
    1. Students who believe they have been unreasonably restricted in their exercise of expression in an official student publication shall seek review of the decision through the student grievance procedure under board policy.
    2. Persons who believe they have been aggrieved by a student-produced official student publication shall file their complaint through the citizen grievance procedure under board policy.
  7. Time, place and manner of restrictions on official school publications.
    1. Official student publications may be distributed in a reasonable manner on or off school premises.
    2. Distribution in a reasonable manner shall not encourage students to:
      1. commit unlawful acts;
      2. violate school rules;
      3. cause the material and substantial disruption of the orderly and efficient operation of the school district or school activity;
      4. disrupt or interfere with the education program;
      5. interrupt the maintenance of a disciplined atmosphere; or
      6. infringe on the rights of others.

 

Approved   05/19/97       Reviewed 09/19/2016     Revised 09/19/2016  

504.4 Student Social Events

School-sponsored social events shall be approved by the principal and placed on the school calendar prior to public announcement. They shall be under the control and supervision of school personnel. The hours and activities of the event shall be reasonable and in keeping with board policy.

 

School-sponsored social events are open to the students enrolled in the school district. Others, such as alumni or out-of-town students, may attend as the date or escort of students enrolled in the school district or with the permission of the certified personnel supervising the event.

 

Student behavior and the behavior of school personnel, particularly certified personnel’s behavior, shall be in keeping with the behavior required during regular school hours.

 

It shall be the responsibility of the superintendent, in conjunction with the principal, to develop administrative regulations regarding this policy.

 

Legal Reference:                    Iowa Code §§ 280.13-.14.

 

Approved   02/26/91       Reviewed 09/19/2016     Revised 09/19/2016  

504.5 Student Performances

Students, as part of the education program, may participate in contests or other public and private events approved by the superintendent that will be of benefit to the student and the education program. Performance at such events is a privilege.

 

Students, who perform at such events, serve as ambassadors of the school district and must conduct themselves in the same manner as required in the regular school day. Students who fail to abide by this policy and the administrative regulations supporting it may be subject to disciplinary measures.

 

Students will be allowed to perform in these events only with proper permission and supervision and when the events do not disrupt the education program or other school district operations. The events must be approved by the superintendent, unless it involves unusual travel and expense, in which case the board must approve of the performance.

 

It shall be the responsibility of the superintendent, it conjunction with the principal, to develop administrative regulations regarding this policy. In developing the administrative regulations, these guidelines should be followed:

  • Performances by student groups below the high school level should be allowed on a very limited basis;
  • All groups of students should have an opportunity to participate; and,
  • Extensive travel by one group of students should be discouraged.

 

It shall be within the discretion of the superintendent to determine whether the event will benefit the education program and the participating students. Contests or other performances by students unapproved by the superintendent shall be the responsibility of the parent and the student.

 

 

Legal Reference:                   

Hazelwood School District v. Kuhlmeier, 484 U.S. 260 (1988).

Iowa Code §§ 280.13-.14.

281 I.A.C. 12.6.

 

Approved   02/26/91       Reviewed 09/19/2016     Revised 05/19/97   

504.6 Student Fundraising

The board believes that fundraising by school classes and organizations should be held to a minimum. The fundraiser should always be or have an expressed goal or objective that is in line with other school policies. Whenever possible, no sale or drive should be in conflict with a business operation within the community. An attempt should be made to purchase items locally that will be involved in the fundraising event.

 

Fundraising activities will be scheduled with the building principal, and they will attempt to spread the events out so that not more than one campaign per building will be going on at any time.

 

Fundraisers during the summer months shall be limited and shall still require the approval from the building principal or the superintendent in the absence of the principal.

 

All fundraisers must receive board approval, except in emergency situations, the board grants the superintendent authority to approve fundraisers.

 

Legal Reference:                   

Senior Class of Pekin High School v. Tharp, 154 N.W.2d

874 (Iowa 1967).

Iowa Code §§ 297.8.

 

Approved   02/26/91       Reviewed 09/19/2016     Revised 12/19/2011 

504.6R1 Student Fundraising Regulations

All group and organization sponsors who arrange for any type of fundraiser shall use the following guidelines:

  • Encourage the acceptance of money (donations) in place of the actual goods being sold.
  • No student should be required to sell a set quota of any fundraising item or product.
  • Each local business will be given an opportunity for a one-time donation for each school year or on an annual basis.
    • Businesses using this option will designate the organization(s) and amount.
    • Businesses using this option will be provided a sticker or notice to place in a highly visual location for future reference.
    • A list of businesses that choose this option will be provided to each organizational group sponsor.
  • Only one major fund-raiser per group/organization that involves the local community will be allowed per school year.

 

Approved   02/24/00       Reviewed 09/19/2016      Revised             

504.7 Student Activity Program

Participation in school activities is a privilege. School activities provide the benefits of promoting additional interests and ability in the students during their school years and for their lifetime.

 

Students will have an opportunity to participate in a school activity unless the activity is not offered, the activity is an intramural or interscholastic athletic activity or the student cannot participate for disciplinary reasons. If the activity is an intramural or interscholastic athletic activity, students of the opposite sex will have a comparable opportunity for participation. Comparable opportunity does not guarantee boys and girls will be allowed to play on each other’s teams when there are athletic activities available that will allow both boys and girls to reap the benefits of school activities, which are the promotion of additional interest and abilities in the students.

 

Student activity events must be approved by the superintendent, unless it involves unusual travel expense, in which case the board will take action. The events must not disrupt the education program or other school district operations.

 

A high school student who participates in school-sponsored athletics may participate in non-school sponsored sport during the same season. Such outside participation shall not conflict with the school sponsored athletic activity.

 

It shall be the responsibility of the superintendent to develop administrative regulations for each school activity. These regulations shall include, but not be limited to, when physical examinations will be required; how and when parents will be informed about the risk of the activity, including information regarding the District’s concussion policy; academic requirements; and proof of insurance on the student participating in certain activities. Students wanting to participate in school activities must meet the requirements set out by the school district for participation in the activity.

 

Legal Reference:                   

20 U.S. §§ 1681-1683; 1685-1686 (1988).

34 C.F.R. Pt. 106.41 (1993).

Iowa Code §§ 216.9; 280.13-.14.

281 I.A.C. 12.6.

 

Approved   02/26/91       Reviewed 09/19/2016     Revised 09/19/2011   

504.8 Student Work/Intern Programs

Coordination of educational programs and local businesses can benefit the school district community. When mutually acceptable arrangements can be made between a local business and the board, secondary students may work for a local business to obtain school credit.

 

Such programs must be compatible with the educational program and have the approval of the board.

 

It shall be the responsibility of the superintendent to pursue such arrangements with local business and establish regulations for implementation of this policy.

 

Legal Reference:                    

Iowa Code §§ 297.8; 282.3.

 

Approved   02/26/91       Reviewed 09/19/2016     Revised             

505 Student Scholastic Achievement

505.1 Assignment of Courses

Student shall take a predetermined number of and types of courses to graduate. Where students have a choice in course offerings, the school district will try to allow each student to take the course of the student’s choice. Courses with limited space will be allocated to those who first apply for the course or need it for graduation.

 

It shall be the responsibility of the superintendent/principal to develop the course offerings for each year for all grades. The superintendent shall make a recommendation to the board annually as to which courses shall be offered.

 

Legal Reference:                    Iowa Code §§ 256.11; .11A; 280.

                                                281 I.A.C. 12.3(6), .3(7), .5(16).

 

Approved   02/26/91       Reviewed 10/17/2016      Revised             

505.2 Student Progress Reports and Conferences

The board supports the following objectives of student progress reporting:

  1. To inform parents/guardians of the progress made by their students;
  2. To give parents/guardians a better understanding of the expectations of the school;
  3. To record for students their growth or achievement;
  4. To help students in evaluating their own growth or achievement;
  5. To assist the student, parent/guardian, and the school in working cooperatively for the welfare of the student.

 

The superintendent, with assistance from the administrative and teaching staffs, shall develop procedures for evaluating and reporting student progress to parents.

 

Parent-teacher conferences will appear on the official school calendar. These conferences are intended to supplement the student progress reports. Report cards or progress reports will be issued at the close of each quarter. In some cases, progress reports will be issued more frequently. Parent-teacher conference will be scheduled in such a fashion as to accommodate the majority of the parents. Parents unable to attend the conferences should contact the building principal to make arrangements for a conference.

 

Students, who are doing poorly, and their parents/guardians shall be notified prior to the end of the semester in order to have an opportunity to improve their grade. Parents/guardians, teachers, or principals may request a conference for students in grades kindergarten through twelve in addition to the scheduled conference time. Parents/guardians and students are encouraged to discuss the student’s progress or other matters with the student’s teacher.

 

Once each year the reporting procedures shall be reviewed by the professional staff. The board shall grant final approval to the procedures and revisions as recommended.

 

Legal Reference:               Iowa Code §§ 256.11, 280 (1989).

                                           281 Iowa Admin. Code 11.3(12).

                                           281 Iowa Admin. Code 12.3(7).

 

Approved   2/26/91       Reviewed 10/17/2016       Revised   10/17/2016  

505.3 Student Promotion-Retention-Acceleration

Students will be promoted to the next grade level at the end of each school year, based on the student’s achievement, age, maturity, emotional stability, and social adjustment.

 

The retention of a student will be determined by the certified staff and building principal. When it becomes evident a student in grades kindergarten (K) through eight (8) may be retained in a grade level for an additional year, the parents/guardians will be informed, and they will have the right to due process.

 

When at all possible, parents/guardians of students in grades kindergarten (K) through eight (8) will be notified of a possible retention of their student no later than the beginning of the last nine weeks of school.

 

The district will monitor student progress closely and make every attempt to retain students as early in their educational program as possible.

 

Students in grades nine (9) through twelve (12) will be informed each year of the required coursework necessary to graduate. When it becomes evident a student in these grades will be unable to meet the graduation requirements, the parents/guardians will be informed. It shall be within the sole discretion of the board to deny graduation to a student.

 

Students with one or more exceptional abilities in grades kindergarten (K) through eight (8) who, in the judgment of the administration and certified personnel, would benefit from acceleration in the educational program, may take classes in areas beyond their current grade level or participate in other approved forms of acceleration. Parents/guardians shall be contacted and agree to the acceleration of the student.

 

Students with one or more exceptional abilities in grades (9) through twelve (12) who, in the judgment of the administrative and certified personnel, would benefit from acceleration in certain courses may take exams to test out of courses. Parents/guardians shall be contacted and agree to the acceleration of the student.

 

Legal Reference:                    Iowa Code §§ 256.11; 279.8; 280.3.

                                                281 I.A.C. 11.3(12).

                                                281 I.A.C. 12.3(7).

 

Approved   02/26/91       Reviewed 10/17/2016       Revised 10/17/2016  

505.4 Student Honors and Awards

The district shall have a program that sets out honors and awards including, but not limited to, academic letters, scholarships and good citizenship awards for students, to assist students in setting goals. Students shall be made aware of honors and awards and the action necessary on the part of the student to achieve them.

 

It shall be the responsibility of the superintendent to develop the administrative regulations regarding this policy.

 

Legal Reference:                    Iowa Code §§ 297.8.

 

Approved   02/26/91       Reviewed 10/17/2016      Revised 08/15/2011 

505.5 Testing Program

A comprehensive testing program shall be established and maintained to evaluate the education program of the school district and to assist in providing guidance or counseling services to students and their families.

 

No student shall be required, as part of any applicable program, to submit a surveys, analysis, or evaluation which reveals information concerning:

  • political affiliations or beliefs of the student or student’s parent/guardian;
  • mental and psychological problems of the student or student’s family;
  • sexual behavior and attitudes;
  • illegal, anti-social, self-incriminating or demeaning behavior;
  • critical appraisals of other individuals with whom respondents have close family relationships;
  • legally recognized, privileged and analogous relationships, such as those of lawyers, physicians, and ministers;
  • religious practices, affiliations, or beliefs of the student or student’s parent/guardian; or
  • income (other than that required by law to determine eligibility for participation in a program or for receiving financial assistance under such program).

 

It shall be the responsibility of the superintendent, in conjunction with the principal, to develop administrative regulations regarding this policy.

 

It shall be the responsibility of the board to review and approve the evaluation and testing program.

 

Legal Reference:

Goals 2000:  Educate America Act, Pub. L. No. 103-227, 108 Stat. 125 (1994).

20 U.S.C. § 1232h (1988).

Iowa Code §§ 280.3; 256B; 282.1, .3, .6.

281 I.A.C. 12.5(13), .5(21).

 

Approved   02/26/91       Reviewed 10/17/2016     Revised 10/17/2016  

505.6 Graduation Requirements

Students must successfully completed each grade level, grade one (1) through grade twelve (12) and complete all the required courses of study prior to graduation as determined by the state Department of Education and the board.

 

It shall be the responsibility of the superintendent to ensure that students complete grades one (1) through twelve (12) and that high school students complete the minimal requirements to receive a general diploma (See related board policy). Additional credits shall be required to receive a merit diploma or an honor diploma.

 

A limited number of students may choose an alternative method to complete the requirements for a diploma. In the case of the alternative school, the same number of credits shall be required from classes passed through the alternative school curriculum.

 

Graduation requirements for special education students will be in accordance with the prescribed course of study as described in the student’s Individualized Education Plan (IEP). Prior to the student's graduation, the IEP team shall determine that the graduation requirements have been met.

 

In lieu of some of the listed graduation requirements, consideration may be given for extraordinary graduation requirements for identified TAG students which will be in accordance with the prescribed course of study as described in their Individualized Education Plan (IEP). The TAG student’s IEP team, which consists of the Principal/H.S. Administrator, Guidance Counselor, TAG Coordinator, parent/guardian, and student shall develop the student’s graduation requirements and then determine that the graduation requirements have been met.

 

The required courses of study will be reviewed by the board annually.

 

Legal Reference:               Iowa Code §§ 256.11, 279.8, 280.3, .14.

                                           281 Iowa Admin. Code 11.2, 11.3(12).

                                           281 Iowa Admin. Code 12.2, 12.3(7), 12.5.

 

Approved   2/26/91       Reviewed 10/17/2016       Revised 10/17/2016 

505.6E1 Multiple Diploma

 

PCM Diploma (Level III)

PCM Diploma (Level II)

PCM Diploma

English

8 Credits

8 Credits

8 Credits

Math

6 Credits

6 Credits

6 Credits

Science

6 Credits

6 Credits

6 Credits

Social Studies

6 Credits

6 Credits

6 Credits

Physical Education

4 Credits

4 Credits

4 Credits

Electives

5 Credits

10 Credits

18 Credits

 

 

 

 

Required Credits for Graduation

35 credits

40 credits

48 credits

 

Approved   02/26/91       Reviewed 04/16/2018       Revised 04/16/2018   

505.6E2 General Diploma

General Diploma - 48 total credits (what every student must have to graduate).

Available with Honors:

            "Gold Honors" - 3.5 GPA

            "Crimson Honors" - 3.25 GPA

 

Required Credits:

            Language Arts                                                8 Credits

            Math                                                                6 Credits

            Science                                                           6 Credits

            Social Studies                                                 6 Credits

            Physical Education                                         4 Credits (1 credit per year)

            *Electives                                                        18 Credits

 

                                                                                    48 Credits Total

 

*  Electives must include:

            1 Semester of Fine Arts (Vocal, Band, Art, Theater Arts).

            1 Semester of Vocational (Industrial Tech., Vo. Ag., Home Econ., Business).

            1 Semester of Computer Applications

            1 Semester of Health

            1 Semester of Life Skills (Single Survival, Exploring Life & Careers, or Interpersonal Relationships)

+ Algebra I credits will count towards a high school diploma when taken in middle school, as long as the course instructor is certified to teach secondary math. Algebra I credits taken in middle school will not count toward the high school grade point average.

 

**This diploma becomes effective with the class of 2010.

 

Approved   2/20/96       Reviewed 04/16/2018      Revised   04/16/2018   

505.7 Early Graduation

Generally, students will be required to complete the necessary course work and graduate from high school at the end of the grade twelve (12). Students may graduate prior to this time if the course work required for graduation under board policy has been fulfilled. The board will waive the last semester of physical education during grade twelve for an early graduate.

 

A student’s request for early graduation must have the approval of the board. Students must make a request for early graduation on the appropriate school form by two weeks after the end of the first quarter of the student’s senior year in high school.

 

A student who graduates early will no longer be considered a student and will become an alumnus of the school district. However, the student who graduates early may participate in prom and commencement exercises.

 

Any administrative regulations regarding this policy will be developed by the superintendent and the principal.

 

 

Legal Reference:      Iowa Code §§ 279.8, 280.3, .14.

                                  281 Iowa Admin. Code 11.2, 11.3(12).

                                  281 Iowa Admin. Code 12.2, 13.2(7), 12.5.

 

Approved   2/26/91       Reviewed 10/17/2016     Revised 10/17/2016  

505.7R1 Early Graduation Regulations

The Board of Education recognizes that there are different circumstances leading to the student’s decision to graduate early. The following regulations will be considered when approving or disapproving the student’s early graduation application:

  • Due to extreme and extenuating circumstances, the deadline for an early graduation application may be waived on a case by case basis.
  • If an applicant misses the deadline, the parent/guardian and student must appear before the Board of Education with an educational plan which demonstrates the need for approval.
  • A class required for graduation may be taken by correspondence if the student has already failed that class.
  • All correspondence classes must be approved by the guidance counselor and principal prior to enrollment.
  • The conditions of an approved early graduation application will result in:
    • Non-attendance after the end of the 7th semester with all work completed.
    • Immediate adult status in regard to school activities.
    • Ineligibility for all school activities except prom and commencement exercises.

Approved   07/19/99       Reviewed 10/17/2016    Revised 08/15/2011   

505.8 Commencement

Students, who have met the requirements for graduation, will be allowed to participate in the commencement proceedings, provided they will abide by the proceedings organized by the administration. It shall be the responsibility of the building principal to solicit input from each graduating class regarding the proceedings for their commencement.

 

Participation in the commencement exercises is to be considered a privilege and not a right. Various situations could prevent a student from participation even if they have met the current graduation requirements.

 

Failure of a student to participate in commencement will not be reason for withholding the student’s final progress report or diploma certifying the student’s completion of high school.

 

Legal Reference:                    Iowa Code §§ 297.8; 280.3, .14.

                                                281 I.A.C. 12.3; 12.3(7); 12.5.

 

Approved   02/26/91       Reviewed 10/17/2016       Revised 10/17/2016 

505.9 Student Credit for Other Courses

Students in grades eleven (11) and twelve (12) may take courses, other than those taught by certified personnel of the school district, at an accredited post-secondary institution. The student may, with the board's discretion, receive credit towards the student's graduation requirements for the course.

 

The school district will pay the lesser of the actual costs of the course or $250 to the accredited post-secondary educational institution. The board will not pay for courses taken at a post-secondary institution while a student in grade eleven (11) or twelve (12) is enrolled full-time in the school district or the post-secondary educational institution.

 

It shall be the responsibility of the superintendent to inform the board about courses student are taking under this policy and make a recommendation about the granting of credit to the student upon completion of the course. In making this recommendation, the superintendent shall consider the benefit to the student and other factors the superintendent deems relevant.

 

This policy will not apply to courses under the Senior Year Plus program, which are offered at or by a post-secondary institution for students as part of the school district's curriculum through a sharing agreement or other arrangement between the board and the post secondary institution.

 

Legal Reference:               Iowa Code §§ 256.11, 261E, 280.3, .14, 282.26.

                                           281 Iowa Admin. Code 11.5.

                                           281 Iowa Admin. Code 12.5.

                                           281 Iowa Admin. Code 22

 

Approved   2/26/91       Reviewed 10/17/2016       Revised 10/17/2016  

505.10 Student Performance Testing for Classroom Credit

In meeting the needs of the students, the board may grant credit by performance testing for course work which is ordinarily included in the school curriculum.

 

The district strives to assure that students master content in courses before advancing to the next level in a curricular area. The district recognizes that learning also takes place in areas outside the school setting. There may be students, in specific situations, who possess the skills or have mastered the content in a prerequisite to a course. In those situations, procedures have been developed to determine if the student should be advanced and be excused from the prerequisite.

 

Students wishing to receive credit by testing shall have the approval of the assigned teacher and the building principal prior to taking the test. Testing for credit may only be utilized prior to the offering of a course. Once the course has begun, students must attend the class and complete the required work for credit.

 

The student will file a written request with the principal one semester prior to enrollment in the course in question. This request should also bear the signature of a parent or guardian. The principal will evaluate the request to determine if it is a reasonable request. If the request is reasonable, the principal will forward it to the teacher of the course into which entry is requested. The teacher will develop and administer a screening procedure for that course which would assure the teacher that the student has mastered the content in the prerequisite course and is ready to advance to the next level. The teacher will make the final decision whether the prerequisites for entry into the course have been met.

 

Performance testing will be dealt with on a case-by-case basis. The board will have final determination on the allowance of performance testing for classroom credits. The board may require testing after the completion of a summer school course, correspondence course or a course from a post-secondary institution prior to allowing such a course to count toward credit for graduation.

 

The guidelines for performance testing will be developed by the professional staff and approved by the board of education.

 

Legal Reference:                    Iowa Code §§ 256.11.

                                                281 I.A.C. 12.5(19).

 

Approved   02/26/91       Reviewed 10/17/2016       Revised 05/18/98   

505.10E2 Performance Testing for Classroom Credit

The guidelines for performance testing were developed by the professional staff and approved by the Board of Education. The intent of these guidelines is to allow students who meet the criteria in unique situations to performance test for classroom credit.

 

Guidelines:

1.   The classroom teacher, whose class is involved, will prepare the performance test. The test shall be comprehensive in nature and include the entire semester/year material. The test must have administrative approval prior to the exam.

 

2.   The classroom teacher, whose class is involved, will administer and grade the performance test using the following grading scale, which may be different than their own classroom scale.

93% and Above       A

91% - 92%               A-

89% - 90%               B+

87% - 88%               B

85% - 86%               B-

 

A score of 84% or below will be unacceptable. The student must score 85% (B-) to pass.

 

3.   If the student meets the minimum criteria set for passing (85%), credit will be given, and the grade earned will be the semester/year grade for that class, upon final approval by the Board of Education. This grade will be entered into the student’s permanent file and used in determining accumulative grade average (GPA). The student has the option of testing out of a year-long course at the beginning of the year.

 

4.   As an option, the student may elect not to accept the grade from the performance test and choose to enroll in the regular semester/year class, thus erasing any previous grade.

 

NOTE:   Students will not be allowed to performance test out of Band, Vocal, or Physical Education.

 

Approved   05/18/98       Reviewed 10/17/2016     Revised 08/15/2011

505.11 Certificate of Attendance

Based upon board approval, a student who has attended grades nine (9) through twelve (12), has a good conduct record, and who has extenuating circumstances may receive an “Attendance Certificate” rather than an diploma at commencement exercises. Although the certificate is not the equivalent of a diploma, no distinction shall be made between the certificate and the diploma at commencement or when determining eligibility to participate on the senior trip.

 

Legal Reference:                    Iowa Code §§ 256.11; 297.8; 280.3; 280.14.

                                                281 I.A.C. 11.2; 11.3(12); 12.2., .3(7), .5.

 

Approved   02/26/91       Reviewed 10/17/2016       Revised             

          

506 Education Records

506.1 Education Records Access

The board recognizes the importance of maintaining education records and preserving their confidentiality, as provided by law. Education records are kept confidential at collection, storage, disclosure and destruction stages. The board secretary is the custodian of education records. Education records may be maintained in the central administration office or administrative office of the student’s attendance center.

 

Definitions

For the purposes of this policy, the defined words have the following meaning:

  • “Education Record” means those records that contain information directly related to a student and which are maintained by an education agency or institution or by a party acting for the agency or institution.
  • “Eligible Student” means a student who has reached eighteen years or attends a postsecondary institution. Parents of an eligible student are provided access to the education records only with the written permission of the eligible student unless the eligible student is defined as a dependent by the Internal Revenue Code. In that case, the parents may be provided access without the written permission of the student.

 

An education record may contain information on more than one student. Parents will have the right to access the information relating to their student or to be informed of the information. Eligible students will also have the right to access the information relating to themselves or be informed of the information.

 

Parents, eligible students, and other individuals authorized in accordance with law will have access the student’s education records during the regular business hours of the school district. Parents and eligible students will have a right to access the student’s education records upon request without unnecessary delay and in no instance more than forty-five (45) calendar days after the request is made. Parents, other than parents of an eligible student, may be denied access to a student’s records if the school district has a court order stating such or when the district has been advised under the appropriate laws that the parents may not access the student records. Parents, an eligible student, or an authorized representative of the parents will have the right to access the student’s education records prior to an Individualized Education Program (IEP) meeting or hearing.

 

Copies of education records will be provided if failure to do so would effectively prevent the parents or student from exercising the right to access the education records. Fees for copies of the records are waived if it would prevent the parents or eligible student from accessing the records. A fee may not be charged to search or retrieve information from education records.

 

Upon the request of parents or an eligible student, the school district will provide an explanation and interpretation of the education record and a list of the types and locations of education records collected, maintained or used by the school district.

 

If the parents or an eligible student believes the information in the education records is inaccurate, misleading or violates the privacy of the student, the parents or an eligible student may request that the school district amend the education records.

 

 

Education records may be disclosed in limited circumstances without parental or eligible student’s written permission. This disclosure is made on the condition that the education record will not be disclosed to a third party without the written permission of the parents or the eligible student. This disclosure may be:

  • to school officials within the school district and AEA personnel whom the superintendent has determined to have a legitimate educational interest, including, but not limited to, board members, employees, school attorney, auditor, health professionals, and individuals serving on official school committees;
  • to officials of another school district in which the student wishes to enroll, provided the other school district notifies the parents the education records are being sent and the parents have an opportunity to receive a copy of the records and challenge the contents of the records unless the annual notification includes a provision that records will automatically be transferred to new school districts;
  • to the U.S. Comptroller General, the U.S. Attorney General, the U.S.  Secretary of Education or state and local educational authorities;
  • in connection with a student’s application for, or receipt of, financial aid;
  • to organizations conducting studies for, or on behalf of, educational agencies or institutions for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and improving instruction, if such studies are conducted in such a manner as will not permit the personal identification of students and their parents by persons other than representatives of such organizations and such information will be destroyed when no longer needed for the purpose for which it was conducted;
  • to accrediting organizations;
  • to parents of a dependent student as defined in the Internal Revenue Code;
  • to comply with a court order or judicially issued subpoena;
  • consistent with an interagency agreement between the District and juvenile justice agencies;
  • in connection with a health or safety emergency;
  • as directory information; or
  • in additional instances as provided by law.

 

The superintendent will keep a list of the individuals, and their positions, which are authorized to view a special education student’s education records without the permission of the parents or the eligible student. Individuals not listed are not allowed access without parental or an eligible student’s written permission. This list must be current and available for public inspection and updated as changes occur.

 

The superintendent will also keep a list of individuals, agencies and organizations which have requested or obtained access to a student’s education records, the date access was given and their legitimate educational interest or purpose for which they were authorized to view the records. The superintendent, however, does not need to keep a list of the parents, authorized educational employees, officers and agencies of the school district who have accessed the student’s education records. This list for a education record may be accessed by the parents, the eligible student and the custodian of education records.

 

Permanent education records, including a student’s name, address, phone number, grades, attendance record, classes attended, grade level completed and year completed may be maintained without time limitation. Permanent education records will be kept in a fire-safe vault or they may be maintained electronically with a secure backup file.

 

When personally identifiable information, other than permanent education records, is no longer needs to provide educational services to a special education student, the parents or eligible student are notified. This notice is normally given after a student graduates or otherwise leaves the school district. If the parents or eligible student request that the personally identifiable information be destroyed, the school district will destroy the records, except for permanent records. Prior to the destruction of the records, the school district must inform the parents or eligible student the records may be needed by the parents or eligible student for social security benefits or other purposes. For purposes of policy, “no longer needed to provide educational services” means that a record is no longer relevant to the provision of instruction, support, or related services and it is no longer needed for accountability and audit purposes. At a minimum, a record needed for accountability and audit purposes must be retained for five (5) years after completion of the activity for which funds were used.

 

The school district will cooperate with the juvenile justice system in sharing information contained in permanent student records regarding students who have become involved with the juvenile justice system. The school district will enter into an interagency agreement with the juvenile justice agencies involved.

 

The purpose of the agreement is to allow for the sharing of information prior to a student’s adjudication in order to promote and collaborate between the school district and the agencies to improve school safety, reduce alcohol and illegal drug use, reduce truancy, reduce in-school and out-of-school suspensions, and to support alternatives to in-school and out-of-school suspensions and expulsions which provide structured and well supervised educational programs supplemented by coordinated and appropriate services designed to correct behaviors that lead to truancy, suspension, and expulsions and to support students in successfully completing their education.

 

The school district may share any information with the agencies contained in a student’s permanent record, which is directly related to the juvenile justice system’s ability to effectively serve the student. Prior to adjudication information contained in the permanent record may be disclosed by the school district to the parties without parental consent or court order. Information contained in a student’s permanent record may be disclosed by the school district to the agencies after adjudication only with parental consent or a court order. Information shared pursuant to the agreement is used solely for determining the programs and services appropriate to the needs of the student or student’s family or coordinating the delivery of programs and services to the student or student’s family. Information shared under the agreement is not admissible in any court proceedings, which take place prior to a disposition hearing, unless written consent is obtained from a student’s parent, guardian, or legal or actual custodian.

 

Confidential information shared between the school district and the agencies will remain confidential and will not be shared with any other person, unless otherwise provided by law. The school district may discontinue information sharing with an agency if the school district determines that the agency has violated the intent or letter of the agreement.

 

Agencies will contact the principal of the attendance center where the student is currently or was enrolled. The principal will then forward copies of the records within a reasonable time following receipt of the request.

 

The school district will provide training or instruction to employees about parents’ and eligible students’ rights under this policy. Employees will also be informed about the procedures for carrying out this policy. It is the responsibility of the superintendent to annually notify parents and eligible students that they have the right to:

  1. Inspect and review the student’s education records;
  2. Seek amendment of the student’s education records that the parent or eligible student believes to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights;
  3. Consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that the law authorizes disclosure without consent; and
  4. File a complaint with the U.S. Department of Education concerning alleged failures by the district to comply with the law.

 

The notice is given in a parents’ or eligible student’s native language. Should the school district collect personal information from students for the purpose of marketing or selling that information, the school district will annually notify parents of such activity.

 

The notice will include a statement that the parents have a right to file a complaint alleging the school district failed to comply with this policy. Complaints are forwarded to Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, Washington, DC.  20202-8520.

 

 

Legal Reference:        20 U.S.C. § 1232g, 1415.

                                    34 C.F.R. Pt. 99, 300.610 et seq.

                                    Iowa Code §§ 22; 279.9B; 208.24, .25; 622.10.

                                    281 I.A.C. 12.3(4); 41.

                                    1980 Op. Att’y Gen. 720, 825.

 

Approved   02/26/91            Reviewed 06/19/2017       Revised 06/19/2017

506.1E1 Annual Notice

The Family Educational Rights and Privacy Act (FERPA) affords parents and students over 18 years of age (“eligible students”) certain rights with respect to the student’s education records. These rights are:

 

1.   The right to inspect and review the student’s education records within forty-five (45) days of the day the district receives a request for access.

 

      Parents or eligible students should submit to the school principal (or appropriate school official) a written request that identifies the record(s) they wish to inspect. The principal (or appropriate school official) will make arrangements for access and notify the parent or eligible student of the time and place where the records may be inspected.

 

2.   The right to request the amendment of the student’s education records that the parent or eligible student believes are inaccurate or misleading or in violation of the student’s privacy rights under FERPA.

 

         Parents or eligible students who wish to ask the school district to amend a record should write the school principal (or appropriate school official), clearly identify the part of the record they want changed, and specify why it should be changed.

 

If the district decides not to amend the record as requested by the parent or eligible student, the district will notify the parent or eligible student of the decision and advise them of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the parent or eligible student when notified of the right to a hearing.

 

3.   The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

 

      One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interest. A school official is a person employed by the district as an administrator, supervisor, instructor, or support staff member (including health or medical staff and law enforcement unit personnel), or a person serving on the school board. A school official also may include a volunteer or contractor outside of the school who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of personally identifiable information from education records, such as an attorney, auditor, medical consultant, or therapist; a parent or student serving on an official committee, such as a disciplinary or grievance committee or student assistance team, or assisting another school official in performing his or her tasks.

 

      A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

 

      Upon request, the district discloses education records without consent to officials of another school district in which a student seeks or intends to enroll, or is already enrolled if the disclosure is for purposes of the student’s enrollment or transfer.

 

4.   The right to file a complaint with the U.S. Department of Education concerning alleged failures by the district to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:  Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Ave., SW, Washington, DC, 20202-4605.

 

Approved   11/17/97       Reviewed 06/19/2017                   Revised 06/19/2017

506.1R1 Use of Education Records Regulation

Parents and eligible students will have a right to access a student's education records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made. The intent of this regulation is to establish procedures for granting requests from eligible students and parents to access a student’s education records.

 

Education records mean those records that contain information directly related to a student and which are maintained by an education agency or institution or by a party acting for the agency or institution. These may include, but are not necessarily limited to: dates of attendance; academic work completed; level of achievement (grades, standardized test scores); attendance data; scores on standardized intelligence, aptitude, and psychological tests; interest inventory results; health data; family background information; teacher or counselor ratings and observations; and verified reports of serious or recurrent behavior patterns.

 

  1. Access to Records
  1. Parents, eligible students, and other individuals authorized in accordance with law will have access to the student's education records during the regular business hours of the school district. Parents and eligible students will have a right to access the student's education records upon request without unnecessary delay and in no instance more than forty-five calendar days after the request is made. An eligible student or parent, upon written request to the board secretary, shall receive an explanation and interpretation of the education records. A student, eighteen (18) years or older, has the right to determine who, outside the school system, has access to the records.  Parents of students who are eighteen (18) years or older but still dependents for income tax purposes may access the student's records without prior permission of the student.
  2. School officials having access to student records are defined as having a legitimate educational interest. A school official is a person employed by the school district as an administrator, supervisor, instructor or support staff member (including health or medical staff and law enforcement unit personnel); a person serving on the school board; a person or company with whom the school district has contracted to perform a special task (such as an attorney, auditor, AEA employee, medical consultant, or therapist); or a parent or student serving on an official committee, such as disciplinary or grievance committee or student assistance team, or assisting another school official in performing his or her tasks. 

 

B.  Release of Information Outside the School – Information from education records may be disclosed to outside parties as outlined in board policy and otherwise provided by law.

 

C.  Procedures for Requesting a Record Amendment

  1. If the eligible student, parent, or legal guardian believe the information in the education records is inaccurate, misleading, or violates the privacy of the student, the parents or an eligible student may request that the school district amend the education student records. 
  2. The school district will decide whether to amend the education student records within a reasonable time after receipt of the request.
  3. If the school district determines an amendment is made to the education student record, the school district will make the amendment and inform the parents or the eligible student of the decision in writing.
  4. If the school district determines that amendment of the student's education record is not appropriate, it will inform the parents or the eligible student of their right to a hearing before the hearing officer provided by the school district. The hearing officer may be an employee of the school district, so long as the employee does not have a direct interest in the outcome of the hearing.
  5. Upon parental request, the school district will hold a hearing regarding the content of a student’s education records which the parent believes to be inaccurate, misleading, or in violation of the privacy rights of students.
  6. The hearing will be held within a reasonable time after receipt of the parent or eligible student’s request. The parent or eligible student will receive reasonable advance notice of date, time and place of the hearing.
  7. The parents or eligible student will be given a full and fair opportunity to present evidence relevant to the issues. The parent or eligible student may be represented by an individual at their choice at their own expense.
  8. The hearing officer will render a written decision within a reasonable period after the hearing.  The decision will be based upon evidence presented at the hearing and must include a summary of the evidence and the reasons for the decision.
  9. The parents may appeal the hearing officer’s decision to the superintendent within five (5) calendar days if the superintendent does not have a direct interest in the outcome of the hearing.
  10. The parents may appeal the superintendent’s decision or the hearing officer’s decision if the superintendent was unable to hear the appeal, to the board within five (5) calendar days.  It is within the discretion of the board to hear the appeal.
  11. If the parents' and the eligible student's request to amend the education student record is further denied following the hearing, the parents or the eligible student are informed that they have a right to place an explanatory letter in the education student record commenting on the school district's decision or setting forth the reasoning for disagreeing with the school district. Additions to the student's education records will become a part of the education student record and be maintained like other education student records. If the school district discloses the education student records, the explanation by the parents will also be disclosed or the eligible student of the decision in writing.

 

 

Approved   02/26/91       Reviewed 06/19/2017     Revised 06/19/2017

506.2 Student Directory Information

Directory information is information contained in the educational records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. The district may disclose “directory information” to third parties without consent if it has given public notice of the types of information which it has designated as “directory information,” the parent’s or eligible student’s right to restrict the disclosure of such information, and the period of time within which a parent or eligible student has to notify the school in writing that he or she does not want any or all of those types of information designated as “directory information.”

 

The district has designated the following as “directory information”: student’s name, address, telephone number, e-mail address, photograph, date and place of birth, major field of study, dates of attendance, grade level, participation in officially recognized activities and sports, weight and height of members of athletic teams, degrees, honors, and awards received, the most recent educational agency or institution attended, student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc. (A student’s SSN, in whole or in part, cannot be used for this purpose.)

 

Student is defined as an enrolled individual, PK-12 including children in school district sponsored childcare programs.

 

Prior to developing a student directory or to giving general information to the public, parents (including those open enrolled out of the school district and parents of children home schooled in the school district) will be given notice annually of the intent to develop a directory or to give out general information and have the opportunity to deny the inclusion of their child’s information in the directory or in the general information about the students.

 

It shall be the responsibility of the superintendent to provide notice and to determine the method of notice that will inform parents.

 

 

Legal Reference:                    20 U.S.C. § 1232g

                                                34 C.F.R. § 99

                                                Iowa Code §§ 22; 622.10.

                                                281 I.A.C. 12.3(4); 41.

                                                1980 Op. Att’y Gen. 720.

 

Approved   02/26/91       Reviewed 06/19/2017     Revised 06/19/2017

506.2R1 Use of Directory Information

The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires that PCM Community School District, with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child’s education records. However, the PCM Community School District may disclose appropriately designated “directory information” without written consent, unless you have advised the District to the contrary in accordance with District procedures. The primary purpose of directory information is to allow the PCM Community School District to include this type of 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;
  • Graduation programs; and,
  • Sports activity sheets, such as for wrestling, showing weight and height of team members.

 

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 (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.[1] 

 

If you do not want the PCM Community School District to disclose directory information from your child’s education records without your prior written consent, you must notify the District in writing by October 1. The PCM Community School District has designated the following information as directory information:  student’s name, address, telephone number, e-mail address, photograph, date and place of birth, major field of study, dates of attendance, grade level, participation in officially recognized activities and sports, weight and height of members of athletic teams, degrees, honors, and awards received, the most recent educational agency or institution attended, student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc. (A student’s SSN, in whole or in part, cannot be used for this purpose.)

 

Approved   02/26/91       Reviewed 06/19/2017     Revised 06/19/2017

506.3 Student Photographs

The board will permit student “portrait” photographs to be taken on school premises by a commercial photographer as a service to the students and their families.

Parents will be notified prior to the taking of pictures by a commercial photographer for student “portraits.” In no case will students be required to have their picture taken or be pressured to purchase pictures.

Students or commercial photographers may take pictures of students upon consent for such things as the yearbook or student newspaper.

It shall be the responsibility of the superintendent, in conjunction with the principal, to develop administrative rules regarding student photographs.

Legal Reference:                   

Iowa Code §§ 297.8.

1980 Op. Att’y Gen. 114.

Approved   02/26/91       Reviewed 11/21/2016     Revised 05/19/97   

506.4 Student Library Circulation Records

Student library circulation records are designed to be used internally to assist in the orderly administration of the school district libraries and media center. As a general rule, student library circulation records are considered confidential records and will not be released without parental consent. Individuals who may access such records include a student’s parents, the student, authorized certified employees, authorized government officials from the U.S. Comptroller General, the Secretary of Education, the Commissioner and Director of the National Institute of Education, and the Assistant Secretary for Education and State Education Department.

Appropriate authorities in a health or safety emergency may access the student’s library circulation records without the approval or the notification of the student’s parents. Parents may not access records, without the student’s permission, of a student who has reached the age of majority or who is attending a post-secondary educational institution unless the student is considered a dependent for tax purposes.

It shall be the school librarian’s responsibility, as the person maintaining the student library circulation records, to approve requests for access to student library circulation records. Students’ library circulation records may be accessed during the regular business hours of the school district. If copies of documents are requested, a fee for such copying shall be charged.

It shall be the responsibility of the superintendent, in conjunction with the school librarian, to develop administrative regulations regarding this policy.

Legal Reference:                   

20 U.S.C. § 1232g (1988).

34 C.F.R. Pt. 99 (1993).

Iowa Code §§ 22; 622.10.

281 I.A.C. 12.3(6).

1980 Op. Att’y Gen. 720, 825.

Approved   02/26/91       Reviewed 11/21/2016     Revised 11/21/2016   

507 Student Health and Well-Being

507.1 Student Health and Immunization Certificates

Students desiring to participate in athletic activities in the school district shall have a physical examination by a licensed physician and provide proof of such an examination to the school district. A physical examination and proof of such an examination may be required by the administration for students enrolling for the first time in the school district.

 

A certificate of health stating the results of a physical examination and signed by the physician shall be on file at the attendance center. Each student shall submit an up-to-date certificate of health upon the request of the superintendent. Failure to provide this information may be grounds for disciplinary action.

 

Students enrolling in kindergarten or any grade in elementary school in the District will have, at a minimum, a dental screening performed by a licensed medical professional (physician, nurse, physician assistant, dentist, dental hygienist) sometime between the student turning three (3) years of age and four (4) months following the student’s enrollment in the District, and will provide proof of such a screening to the District.  Students enrolling in any grade in high school in the District will have, at a minimum, a dental screening performed by a licensed dentist or dental hygienist sometime between one (1) year prior to the student’s enrollment in the District and four (4) months following the student’s enrollment in the District, and will provide proof of such a screening to the District.

 

Parents or guardians of students enrolling in kindergarten in the District shall be provided a student vision card provided by the Iowa optometric association and as approved by the department of education.  The goal of the District is that every child receives an eye examination by age seven, as needed.

 

Students enrolling for the first time in the school district shall also submit a certificate of immunization against diphtheria, pertussis, tetanus, poliomyelitis, rubeola, rubella, and other immunizations required by law. The student may be admitted conditionally to the attendance center if the student has not yet completed the immunization process but is in the process of doing so. Failure to meet the immunization requirement will be grounds for suspension, expulsion or denial of admission. Upon recommendation of the Iowa Department of Education and Iowa Department of Public Health, students entering the district for the first time may be required to pass a TB test prior to admission. The district may conduct TB tests of current students.

 

Exemptions from the certification and immunization requirements in this policy will be allowed only for medical or religious reasons recognized under the law. The student must provide a valid Iowa State Department of Health Certificate of Immunization Exemption to be exempt from this policy.

 

Legal Reference:                    Iowa Code §§ 139.9; 280.13.

                                                281 I.A.C. 33.5

                                                641 I.A.C. 7.

 

Approved   02/26/91       Reviewed   12/19/2016          Revised 12/19/2016   

507.2 Administration of Medication to Students

Students may be required to take medication during the school day. Medication shall be administered by the school nurse, or in the nurse’s absence, by a person who has successfully completed an administration of medication course reviewed by the Board of Pharmacy Examiners. Training and continued supervision shall be documented and kept on file at school.

 

Some students may need prescription and nonprescription medication to participate in their educational program. These students shall receive medication concomitant with their educational program. When administration of the medication requires ongoing professional health judgement, an individual health plan shall be developed by the licensed health personnel with the student and the student’s parent.

 

Students who have demonstrated competence in administering their own medication may self-administer their medication as long as all other relevant portions of this policy have been complied with by the student and the student’s parent or guardian. A written statement by the student’s parent/guardian shall be on file requesting co-administration of medication, when competence has been demonstrated.

 

Medication will not be administered without written authorization that is signed and dated from the parent, and the medication must be in the original container which is labeled by the pharmacy or the manufacturer with the name of the child, name of the medication, the time of the day which it is to be given, the dosage and the duration. A written record of the administration of medication procedure must be kept for each child receiving medication including the date; student’s name; prescriber or person authorizing the administration; the medication and its dosage; the name, signature and title of the person administering the medication; and the time and method of administration and any unusual circumstances, actions or omissions. Medication shall be stored in a secured area unless an alternate provision is documented. Emergency protocols for medication-related reactions shall be posted. Administration of medication records shall be kept confidential.

 

The school nurse, or in the nurse’s absence, the person who has successfully completed an administration of medication course reviewed by the Iowa Board of Pharmacy Examiners shall have access to the medication. Students may carry medication only with the approval of the parents and building principal of the student’s attendance center. Emergency protocol for medication-related reactions will be in place.

 

The superintendent shall be responsible, in conjunction with the school nurse, for developing rules and regulations governing the administration of medication, prescription and nonprescription, to students.  Annually, each student shall be provided with the requirements for administration of medication at school.

 

Legal Reference:                    Iowa Code ch. 124.

                                                281 I.A.C. 41.23.

                                                657 I.A.C. 1.1(3).

 

Approved   02/26/91       Reviewed 12/19/2016     Revised 12/19/2016   

507.2R1 Authorization to Administer Medication to Students

Health care of the school age child is a responsibility of the parent. However, it is recognized by the district that there may be certain services which must be provided for the child to attend school to accommodate the treatment of illnesses and disabilities. In most cases the parent should arrange a schedule to give medication and perform health care procedures at home, outside school hours. Parents should explore, with the physician, the advisability of a schedule that can be carried out before and after school hours.

 

I.    Medication

A.   Medications required during school which cannot be managed otherwise shall be administered when the following are on file at school:

  1. A physician’s signed, dated authorization including name of the medication, dosage, administration route, time to be given at school, and reason receiving.*
  2. A parent’s signed and dated authorization/permission to administer the medication during school. *^
  3. The medication shall be in the original packaging and labeled as dispensed by the prescriber or pharmacist and shall identify the medication, strength, and time interval to be administered. Two labeled containers may be requested; one for home and one for school. If needed the physician may be contacted for clarification on medication administration. *^

* Required by Rules of Special Education 670-12.23(281) for prescription and nonprescription medication for special education students. See sections 1, 2 and 3 above.

^ If a regular education student must take prescription or nonprescription medication during school, procedures 2 and 3 above are to be followed before administration.

 

B.   A record of each dose of medication administered shall be documented in the pupil’s health record. Included are: medication, date, time, dosage, route, person administering the medication, and any unusual observations.

C.  Medication shall be stored in a locked/secure area.

D.  Medication shall be delivered to school personnel and picked up preferably by parents. When medication is received the amount may need to be documented. Medication not claimed by the parent by the end of the school year shall be destroyed. Procedures for destroying medication shall include witness and documentation.

E.   Classified school personnel shall successfully complete a medication administration course approved by the Department of Education to administer medication. Review sessions are recommended. Training and continued supervision shall be documented and kept on file at school.

F.   The school nurse will inform school personnel administering medication of the benefits and side effects of the medication. If side effects are observed, this information is reported immediately to the school nurse.

G.  Individualized pupil self-administration of medication, supervision and/or program needs of pupils should be emphasized.

H.  Emergency procedures for medication reactions and required emergency injections are recommended.

I.    The school district is advised to ensure liability insurance coverage for school personnel administering medication.

 

II.   SPECIAL HEALTH CARE PROCEDURES (long-term or on-going situations)

A.   Special health care procedures required during school which cannot be managed otherwise shall be carried out when the following are on file at school:

  1. A physician’s signed, dated authorization detailing the procedure, reason for the procedure, time of school administration, and anticipated results and/or side effects. The step by step procedure may be attached to the authorization/permission slip. The designated person to perform the procedure shall be written.
  2. A parent’s signed and dated authorization/permission to carry out the procedure.
  3. Provision of supplies, equipment and maintenance are the responsibility of the parent.

B.   Procedure authorizations must be renewed annually and updated immediately as changes occur. An annual report to the physician and parents is recommended at a minimum.

C.  A record of each procedure carried out shall be maintained in the pupil’s health record including: procedure, date, time, results, person carrying out procedure, and any unusual observations.

D.  Routine student reassessment and reevaluation is ongoing when the procedure deviates from the usual or is not or cannot be provided, this will be documented and the parent notified immediately.

E.   A secure limited access area shall be provided for storage of equipment and supplies.

F.   The special health care procedure may be performed by the school nurse, or the nurse may delegate in accordance with the Iowa Board of Nursing Position Statement of the School Nurse Task Force.

G.  All personnel who will be involved with the pupil shall be trained in the specific health care procedure. In-service training, performance, and continuing supervision of performance shall be documented and kept on file at school. Community health care professionals may be utilized for training. Training includes:

  1. Train personnel for back-up when usual personnel are not available. Plan for an assistant when emergency situations occur) consider bus driver, principal, and/or secretary).
  2. Train designated personnel in each setting in Cardio-Pulmonary Resuscitation and first aid and update training periodically. Establish emergency protocol including transportation and emergency room service, fire evacuation, and weather precautions.
  3. Document training, continuing training, review, supervision, and performance.  Recommend follow-up supervision.

H.  Provide information to community agencies to advise of the need for services. (ex: electric and telephone companies, fire department, Red Cross needs in emergency).

I.    Participate as a member of the interdisciplinary education team and document Special Health Care Procedures and how they will be met in the health component of the IEP of a special education student.

J.   The school district is advised to ensure liability insurance coverage for school personnel providing special health care.

 

Legal Reference                     Iowa Code Chapter 204.

                                                281 I.A.C. 12.3(9).

                                                281 I.A.C. 12.23.

 

Approved   02/26/91       Reviewed 12/19/2016       Revised 12/19/2016 

507.3 Communicable Diseases

Students with a communicable disease will be allowed to attend school provided their presence does not create a substantial risk of illness or transmission to other students or employees. The term “communicable disease” shall mean an infectious or contagious disease spread from person to person, or animal to person, or as defined by law.

 

Prevention and control of communicable diseases shall be included in the school district’s blood borne pathogens exposure control plan. The procedures shall include scope and application, definitions, exposure control, methods of compliance, universal precautions, vaccination, post-exposure evaluation, follow-up, communication of hazards to employees and record keeping. This plan shall be reviewed annually by the superintendent and school nurse.

 

The health risk to immunodepressed students shall be determined by their personal physician. The health risk to others in the school district environment from the presence of a student with a communicable disease shall be determined on a case-by-case basis by the student’s personal physician, a physician chosen by the school district or public health officials.

 

A student who is at school and who has a communicable disease which creates a substantial risk of harm to other students, employees, or others at school shall report the condition to the superintendent or school nurse any time the student is aware that the disease creates such risk. It shall be the responsibility of the district, when the superintendent or school nurse, upon investigation, has knowledge that a reportable communicable disease is present, to notify the Iowa Department of Public Health. Health data of a student is confidential and it shall not be disclosed to third parties, except in cases of reportable communicable diseases.

 

It shall be the responsibility of the superintendent, in conjunction with the school nurse, to develop administrative regulations stating the procedures for dealing with students with a communicable disease.

 

Legal Reference:        School Board of Nassau County v. Arline, 480 U.S. 273 (1987).

                                    29 U.S.C. §§ 701 et seq (1988).

                                    45 C.F.R. Pt. 84.3 (1993).

                                    Iowa Code ch. 139.

                                    641 I.A.C. 1.2-.5, 7.

 

Approved   02/26/91       Reviewed 12/19/2016      Revised 12/19/2016   

507.4 Student Injury or Illness at School

When a student becomes ill or is injured at school, the student’s parents shall be notified by the school district as soon as possible.

 

The school district, while not responsible for medical treatment of an ill or injured student, will have authorized school personnel present administer emergency or minor first aid if necessary. An ill or injured child will be turned over to the care of the parents or qualified medical personnel as quickly as possible.

 

It shall be the responsibility of the principal to file an accident report with the superintendent within twenty-four (24) hours after the students injured at school.

 

Annually, parents shall be required to complete a medical emergency authorization form indicating the procedures to be followed, if possible, in an emergency involving their child. The authorization form will also include the phone numbers of the parents and alternative numbers to call in case of an injury or illness.

The superintendent shall be responsible, in conjunction with the school nurse, to develop rules and regulations governing the procedure in the event a student becomes ill or is injured at school

 

Legal Reference:                    Iowa Code §§613.17.

 

Approved   02/26/91       Reviewed 12/19/2016       Revised 12/19/2016  

Uploaded Files: 

507.5 Emergency Drills

Students will be informed of the action to take in an emergency. Emergency drills for fire, weather, and other disasters shall be conducted each school year. Fire and tornado drills shall be each conducted regularly during the academic school year with a minimum of two before December 31 and two after January 1.

 

Each attendance center will develop and maintain a written plan containing emergency and disaster procedures. The plan will be communicated to and reviewed with employees. Employees shall participate in emergency drills. Certified employees shall be responsible for instructing the proper techniques to be followed in the drill.

The emergency plan shall include:

  • assignment of employees to specific tasks and responsibilities;
  • instructions relating to the use of alarm systems and signals. If combination visual and auditory warning devices do not exist, the plan shall include specific provisions for warning individuals with hearing impairments;
  • information concerning methods of fire containment;
  • systems for notification of appropriate persons and agencies;
  • information concerning the location and use of firefighting equipment;
  • specification of evacuation routes and procedures;
  • posting of plans and procedures at suitable locations throughout the facility;
  • evacuation drills which include the actual evacuation of individuals to safe areas;
  • an evaluation for each evacuation drill.

 

Legal Reference:        Iowa Code §§ 100.31.

                                    281 I.A.C. 41.27(3).

 

Approved   02/26/91       Reviewed 12/19/2016      Revised 12/19/2016   

507.6 Student Insurance

Students participating in intramural or extracurricular athletics shall be required to have health and accident insurance. The student shall bring written proof of such insurance or participate in the insurance program selected by the school district.

 

Students, whether they are or are not participating in intramural or extracurricular athletics, shall have the opportunity to participate in the health and accident insurance plan selected by the school district.

 

The cost of the insurance plan shall be borne by the student. Participation in the health and accident insurance plan is not a contract with the school district, but rather, a contract between the insurance company and the student.

 

Whenever a student is injured while under the supervision of a member of the school district staff, the faculty member will file an accident report with the school nurse and the principal’s office.

 

Legal Reference:                    Iowa Code §§ 297.8.

 

Approved   02/26/91       Reviewed 12/19/2016      Revised 12/19/2016  

507.7 Custody and Parental Rights

Disagreements between family members are not the responsibility of the school district. The school district will not take the “side” of one family member over another in a disagreement about custody and parental rights. Court orders that have been issued shall be followed by the school district. It shall be the responsibility of the person requesting an action by the school district to inform and provide the school district the court order allowing such action.

 

This policy does not prohibit an employee from listening to a student’s problems and concerns.

 

It shall be the responsibility of the superintendent to ensure that school district personnel remain neutral in a disagreement about custody and parental rights.

 

Legal Reference:                    Iowa Code §§ 232.67, .70, .73, .75; 235A; 279.8; 710.6.

                                                441 I.A.C. 9.2; 155; 175.

 

Approved   02/26/91       Reviewed 12/19/2016       Revised 12/19/2016  

507.8 Student Special Health Services

The board recognizes that some special education students need special health services during the school day. These students shall receive special health services in conjunction with their individualized education program.

 

The superintendent, in conjunction with licensed health personnel, shall establish administrative regulations for the implementation of this policy.

 

Legal Reference:       

Board of Education v. Rowley, 458 U.S. 176 (1982).

Springdale School District #50 v. Grace, 693 F.2d 41 (8th Cir. 1982).

Southeast Warren Comm. School District v. Dept. of Public Instruction, 285 N.W.2d 173 (Iowa 1979).

20 U.S.C. §§1400 et seq. (1988).

34 C.F.R. Pt. 30 et seq. (1993).

Iowa Code §§ 256.11(7); 256B; 273.2, .5, .9(2)-(3); 280.8.

281 I.A.C. 41.

 

Approved   02/26/91       Reviewed 12/19/2016     Revised 12/19/2016  

507.10 Wellness Policy

The PCM Community School District’s Board of Education is committed to the optimal development of every student. The board believes for students to have the opportunity to achieve personal, academic, developmental, and social success, there needs to be a positive, safe, and health-promoting learning environment at every level, in every setting.

 

The school district provides a comprehensive learning environment for developing and practicing lifelong wellness behaviors. The entire school environment, not just the classroom, shall be aligned with healthy school district goals to positively influence a student's understanding, beliefs and habits as they relate to good nutrition and regular physical activity. In accordance with law and this belief, the board commits to the following:

 

The school district will identify at least one goal in each of the following areas:

  • Nutrition Education and Promotion: Schools will provide nutrition education and engage in nutrition promotion that helps students develop lifelong healthy eating behaviors.
  • Physical Activity: Schools will provide students with age and grade appropriate opportunities to engage in physical activity that meet the Iowa Healthy Kids Act.
  • Other School Based Activities that Promote Wellness: As appropriate, schools will support students, staff, and parents’ efforts to maintain a healthy lifestyle.

 

 The following nutritional guidelines for food available on school campuses will be adhered to:

  • Meals served through the National School Lunch and School Breakfast Program will be appealing and meet, at a minimum, nutrition requirements established by state and federal law;
  • Schools providing access to healthy foods outside the reimbursable meal programs before school, during school and thirty minutes after school shall meet the United States Department of Agriculture (“USDA”) Smart Snacks in Schools nutrition standards, at a minimum. This includes such items as those sold through a la carte lines, vending machines, student run stores, and fundraising activities;
  • Snacks provided to students during the school day without charge (e.g., class parties) will meet standards set by the district in accordance with law. The district will provide parents a list of foods and beverages that meet nutrition standards for classroom snacks and celebrations; and
  • Schools will only allow marketing and advertising of foods and beverages that meet the Smart Snacks in school nutritional standards on campus during the school day.

 

The superintendent or superintendent’s designee shall implement and ensure compliance with the policy by:

  • Reviewing the policy at least every three years and recommending updates as appropriate for board approval;
  • Implementing a process for permitting parents, students, representatives of the school food authority, teachers of physical education, school health professionals, the school board, administrators and the public to participate in the development, implementation, and periodic review and update of the policy;
  • Making the policy and updated assessment of the implementation available to the public (e.g., posting on the website, newsletters, etc). This information shall include the extent to which the schools are in compliance with policy and a description of the progress being made in attaining the goals of the policy; and
  • Developing administrative regulations, which shall include specific wellness goals and indicators for measurement of progress consistent with law and district policy.

 

Legal Reference:       

2 U.S.C. §§ 1751 et seq.

42 U.S.C. §§ 1771 et seq

Iowa Code §§ 256.7(29); 256.11(6).

281 I.A.C. 12.5; 58.11.

 

Approved _8/21/06__             Reviewed 06/19/2017             Revised 06/19/2017

507.10R1 Wellness Policy Regulation

To implement the Wellness Policy, the following district specific goals have been established:

 

Goal 1 – Nutrition Education and Promotion: Schools will provide nutrition education and engage in nutrition promotions that help students develop lifelong healthy eating behaviors. The goal(s) for addressing nutrition education and nutrition promotion include the following

  • Nutrition guidelines that require the use of products that are whole grain, low in saturated fats, zero trans fat, moderate in sugar and sodium, and served in appropriate portion sizes consistent with USDA standards shall be established for all foods offered by the district’s Nutrition Services Department or contracted vendors. Menu and product selection shall utilize student, parent, staff and community advisory groups whenever possible.
  • Nutrition services policies and guidelines for reimbursable meals shall not be less restrictive than federal and state regulations require.
  • A la carte offerings to students shall be nutritious and meet United States Department of Agriculture (USDA) Smart Snacks in Schools nutrition standards and guidelines.
  • School nutrition services will provide a list of acceptable ideas to teachers for fundraising activities and classroom celebrations.
  • The school district discourages students from sharing their foods or beverages with one another during meal or snack times, given concerns about allergies and dietary restrictions.
  • Provides staff development programs and training for nutrition staff meeting the USDA professional standards for child nutrition professionals.

 

Goal 2 – Physical Activity: Schools will provide students and staff with age and grade appropriate opportunities to engage in physical activity that meet federal and state guidelines, including the Iowa Healthy Kids Act. The goal(s) for addressing physical activity include the following

  • Develop a comprehensive, school-based physical activity program (CSPAP), that includes the following components:
    • Physical education, recess;
    • Classroom-based physical activity;
    • Walk to school; and
    • Out of school time activities;
    • Physical education includes students with disabilities, students with special healthcare needs may be provided in alternative educational settings.
  • Promote the benefits of a physically active lifestyle and help students develop skills to engage in lifelong healthy habits;
  • Engage students in moderate to vigorous activity during at least 50 percent of physical education class time;
  • Encourage classroom teachers to provide short physical activity breaks (3-5 minutes), as appropriate;
  • Offer classroom health education that complements physical education by reinforcing the knowledge and self-management skills needed to maintain a physically active lifestyle;
  • Ensure physical activity is not used for or withheld as a punishment;
  • Afford elementary students with recess according to the following:
    • Outdoors as weather and time permits;
    • Encourages moderate to vigorous physical activity

 

Goal 3 – Other School-Based Activities that Promote Student Wellness: Schools will support student, staff, and parents’ efforts to maintain a healthy lifestyle, as appropriate. The goal(s) for addressing other school-based activities that promote student wellness include the following

  • Engage students, through taste-tests of new school meal items and surveys to identify new, healthful, and appealing food choices;
  • Permit students to bring and carry clear water bottles filled with water throughout the day;
  • Make drinking water available where school meals are served during mealtimes;
  • Encourage fundraising efforts held outside school hours to sell only non-food items, promote physical activity, or include foods and beverages that meet or exceed the Smart Snacks nutrition standards;
  • Strive to provide students with at least 10 minutes to eat after sitting down for breakfast and 20 minutes after sitting down for lunch;
  • Encourage parents/guardians to eat school meals with their student(s).

 

Public Involvement: There is a process for permitting parents, students, representatives of the school food authority, teachers of physical education, school health professionals, the school board, administrators and the public to participate in the development, implementation, and periodic review and update of the policy.

  • The district has a local wellness policy committee to advise the district on the development, implementation, and improvement of the school wellness policy

 

Approved 06/19/2017             Reviewed                    Revised

508 Miscellaneous Student-Related Matters

508.1 Class or Student Group Gifts

Student groups may make expenditures for gifts to the District upon securing the recommendation of the building principal/designee and the approval of the superintendent/ designee. Gifts may be accepted and acknowledged by the superintendent/designee acting for the Board.

 

Legal Reference:                    Iowa Code §§ 68B; 722.1, .2.

 

Approved   02/26/91       Reviewed 12/19/2016       Revised 12/19/2016  

      

508.2 Open Night

In keeping with good community relations, students activities scheduled on Wednesday night will conclude by 6:00 p.m. and the building cleared by 6:15 p.m. whenever possible. Students may participate in activities scheduled by the state or activities re-scheduled by other schools. Students with conflicts on re-scheduling activities on a Wednesday evening shall be excused from the activity with no consequences because of changing dates. It shall be the responsibility of the building principal or designee to oversee the scheduling of school activities for compliance with this policy.

 

Legal Reference:                Iowa Code §§ 279.8 (1989).

 

Approved   1/18/93       Reviewed 12/19/2016       Revised 12/19/2016  

508.3 Student Telephone Calls

Generally, students receiving telephone calls shall not be called to the phone. The administrative office in their attendance center will take a message and forward it to the student. Only in an emergency situation will a student be removed from the classroom or a school activity to receive a telephone call.

 

Students may, in an emergency situation, use the telephone in the administrative office of their attendance center to make a telephone call. Prior permission must be obtained from the principal or the principal’s secretary.

 

Legal Reference:                    Iowa Code §§ 297.8; 280.14; 808A.

                                                281 I.A.C. 21.8.

 

Approved   02/26/91       Reviewed 12/19/2016      Revised             

508.4 Supervision after School Events

To supervise the school facility, there shall be a district employee or a person designated by the school district available while students wait at the school building after a school activity.

 

It shall be the responsibility of the supervisor to ensure that the students and other individuals in the school building have a valid and clear purpose for being in the facility at that time. If there is no valid and clear purpose for the student or other individual to be in the building, the supervisor shall require them to leave the school building at once.

 

It shall be the responsibility of the superintendent, in conjunction with the principal, to develop administrative regulations regarding this policy.

 

Legal Reference:        McClain v. Lafayette County Bd. of Education, 673 F.2d 106 (1982).

                                    Iowa Code §§ 297.8.

 

Approved   02/26/91       Reviewed 12/19/2016       Revised             

508.4R1 Supervision after School Events Regulation

Supervision of after school events means the coach, sponsor, or person responsible for the activity will supervise until all student participants have left the building or grounds.

 

Supervision includes the areas used (gym, locker rooms, commons, etc.). After returning from an away night activity, the sponsor or coach will not leave the premises until all student participants have found shelter, a ride home, or has satisfactorily relieved the school district of all responsibilities.

 

Approved   05/19/97       Reviewed 12/19/2016     Revised             

600 Education Program

600 Goals and Objectives of the Educational Program

The goals and objectives of the school district are designed to achieve the mission statement of the school district. Short-term and long-term objectives for the education program will be reviewed annually by the board. These objectives will reflect the results of the needs assessment, recommendations from the superintendent, changes in law, and any other relevant factors. Annually, the board will report regarding the progress toward the achievement of the goals and objectives of the education program.

 

Approved   03/25/91       Reviewed 01/18/2017       Revised 01/18/2017  

601 General Organization

601.1 School Calendar

The school calendar will accommodate the education program of the school district. The school calendar is for at least the state minimum requirement and shall include, but not be limited to, the days for student instruction, staff development, in-service days and teacher conferences.

 

The academic school year for students is for a minimum of one hundred and eighty (180) days or one thousand eighty (1,080) hours in the school calendar. The academic school year for students may not begin prior to August 23. Employees may be required to report to work at the school district prior to this date.

 

Special education students may attend school on a school calendar different from that of the regular education program consistent with their Individualized Education Program.

 

The board, in its discretion, may excuse graduating seniors from up to five (5) days or thirty (30) hours of instruction after the school district requirements for graduation have been met. The board may also excuse graduating seniors from making up days missed due to inclement weather if the student has met the school district’s graduation requirements.

 

It is the responsibility of the superintendent to develop the school calendar for recommendation, approval, and adoption by the board annually.

 

The board may amend the official school calendar when the board considers the change to be in the best interests of the school district’s education program.

 

Legal Reference:              

Iowa Code §§ 20.9; 279.10; 280.3.

281 I.A.C. 12.2(1).

Approved   12/18/94       Reviewed 04/18/2016     Revised 04/18/2016   

601.2 School Day

The student school day for grades one through twelve will consist of a minimum of six (6) hours, not including the lunch period. The school day consists of the schedule of class instruction and class activities as established and sponsored by the school district. Time during which students are released from school for parent/teacher conferences may be counted as part of the student’s instructional time. The minimum school day will meet the requirements as established for the operation of accredited schools.

 

The board may define the number of days kindergarten will be held and the length of each school day for the students attending kindergarten. The school day will consist of a schedule as recommended by the superintendent and approved by the board.

 

The school district may also record a day of school with less than the minimum instructional hours if the total hours of instructional time for grades one through twelve in any five consecutive school days equals a minimum of thirty (30) hours, even though any one day of school is less than the minimum instructional hours because of a staff development opportunity provided for the instructional staff or parent-teacher conferences have been scheduled beyond the regular school day. Parent-teacher conference time is included in the total of instructional hours for the day, week, and calendar total hours or days. Schedule revisions and changes in time allotments will be made by the superintendent.

 

When the school is forced to close due to weather or other emergencies that part of the day during which school was in session will constitute a school day if the calendar is based on 180 instructional days. If the calendar is based on hours, the hours during which school was in session prior to the closure will count toward the 1,080 total hours in the school calendar.

 

It is the responsibility of the superintendent to inform the board annually of the length of the school day.

 

Legal Reference:       

Iowa Code §§ 279.8.

281 I.A.C. 12.2(2), .2(3), .2(6).

Approved   3/25/91       Reviewed 04/18/2016       Revised 04/18/2016   

602 Curriculum Development

602.1 Curriculum Development

Curriculum development shall be an ongoing process in the school district. Each curriculum area shall be reviewed and revised when necessary according to the timelines set out by the superintendent. These timelines will provide for periodic review of each curriculum area.

 

The superintendent is responsible for curriculum development and for determining the most effective method of conducting research of the school district’s curriculum needs and a long-range curriculum development program. In making recommendations to the board, the superintendent shall propose a curriculum that will:

  • fulfill the mission, beliefs, and vision of the school district;
  • reflect current research and best practice;
  • reflect the educational and operational assessments of the school district;
  • identify Standards, Benchmarks, and Critical Objectives for each course or grade level;
  • articulate courses of student from kindergarten through grade twelve;
  • provide for continual assessment of a student’s progress;
  • improve instructional practice;
  • meet the long and short range student achievement goals found in the District’s School Improvement Plan;
  • meet the requirements of the Iowa Department of Education in meeting General Accreditation Standards.

 

It is the responsibility of the superintendent to keep the board apprised of necessary curriculum changes and revisions and to develop administrative regulations for curriculum development.

 

 

Legal Reference:                    20 U.S.C. § 1232h (1994).

                                                34 C.F.R. Pt. 98 (2002).

                                                Iowa Code §§ 216.9; 256.7; 279.8; 280.3-.14 (2005).

                                                281 I.A.C. 12.5.

 

Approved   03/25/91       Reviewed 01/18/2017      Revised 01/18/2017   

602.2 Curriculum Adoption

Curriculum of the school district will be recommended by the superintendent and approved by the board.

 

The district’s curriculum plan shall contain a framework that describes the processes and procedures that will be followed to assist all staff in developing the knowledge and skills necessary to successfully implement the developed curriculum in each content area. This framework shall:

  • be data driven;
  • review both standardized and district assessment data for existing standards, benchmarks, and critical objectives;
  • identify the strengths and weaknesses (gap analysis);
  • study and identify best instructional practices;
  • identify and develop research that demonstrates how students learn best;
  • focus on developing plans that address weaknesses;
  • provide ongoing staff development;
  • describe procedures for purchase of instructional materials;
  • communicate with both the external and internal customers using data; and
  • continually assess changes in curriculum.

 

 

Legal Reference:                    20 U.S.C. § 1232h

                                                34 C.F.R. Pt. 98

                                                Iowa Code §§ 216.9; 256.7; 279.8; 280.3-.14.

                                                281 I.A.C. 12.8(1)(c)(1).

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 01/18/2017   

602.3 Curriculum Evaluation

When deemed necessary by the superintendent and whenever a new program is proposed, the board will review the curriculum to determine its strengths and weaknesses. The board may authorize the superintendent to appoint an ad hoc advisory committee to review the curriculum.

 

The board shall review the student performance on standardized tests, district created assessments, courses, and other indicators of student achievement as it relates to the district’s standards and benchmarks and critical objectives. It shall be the responsibility of the superintendent to provide the board/parents/community with the assessment scores on an annual basis.

 

 

Legal Reference:                    20 U.S.C. § 1232h

                                                34 C.F.R. Pt. 98

                                                Iowa Code §§ 216.9; 256.7; 279.8; 280.3-.14

                                                281 I.A.C. 12.8(1)(c)(1)

 

Approved   03/25/91       Reviewed 01/18/2017      Revised 01/18/2017   

602.4 Pilot - Experimental - Innovative Projects

The board welcomes new ideas in curriculum. Proposals for pilot or experimental projects shall first be reviewed and analyzed by the superintendent. Projects recommended by the superintendent will be considered by the board. Pilot and experimental projects approved by the board, the Iowa Department of Education, or the U.S. Department of Education may be utilized in the education program.

 

Students, who may be or are asked to participate in a research or experimental project or program, must have their parent’s written consent on file prior to participating in the project or program. A research or experimental program or project requiring parents’ prior written consent is a program or project designed to explore or develop new or unproven teaching methods or techniques. These programs or projects shall be designated as research or experimental projects or programs. The educational materials of a program or project designated as a research or experimental program or project may be inspected and reviewed by the parents of the students participating or being considered for participation in the program or project.  he inspection and review by the parents shall be in accordance with board policy 605.2, “Instructional Materials Inspection”.

 

It shall be the responsibility of the superintendent to develop administrative regulations regarding this policy.

 

 

Legal Reference:                    20 U.S.C. § 1232h (1988).

                                                34 C.F.R. Pt. 98 (1993).

                                                Iowa Code §§ 279.8, .10; 280.3-.14.

                                                281 I.A.C. 12.5.

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 05/19/97   

603 Instruction Curriculum

603.1 Basic Instruction Program

The basic instruction program shall include the courses required for each grade level by the State Department of Education. The instructional approach will be nonsexist and multicultural.

 

The board may, in its discretion, offer additional courses in the instruction program for any grade level.

 

Each instruction program shall be planned for optimal benefit taking into consideration the financial condition of the school district and other factors deemed relevant by the board or superintendent. Each instruction program’s plan should describe the program, its goals, the effective materials, the activities and the method for student evaluation.

 

 

Legal Reference:                    20 U.S.C. § 1232h (1988).

                                                34 C.F.R. Pt. 98 (1993).

                                                Iowa Code §§ 216.9; 256.11; 279.8; 280.3-.14.

                                                281 I.A.C. 12.5.

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 01/18/2017   

603.2 Summer School Instruction

Generally, only Driver’s Education will be offered during summer school. However, the board, in its discretion, may offer summer school for one or more courses and student activities for students who need additional assistance and instruction or for enrichment in those areas.

 

Upon receiving a request for summer school, the board shall weigh the benefit to the students and the school district as well as the school district’s budget and availability of certified employees to conduct summer school. The decision whether the school district will offer summer school shall be within the discretion of the board.

 

 

Legal Reference:                    Iowa Code §§ 279.8, .11; 280.3, .14; 282.1A, .6.

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 01/18/2017   

603.3 Special Education

The board recognizes some students have different educational needs than other students. The board shall provide a free appropriate public education program and related services, in the least restrictive environment, to students identified in need of special education. The special education services will be provided from birth until the appropriate education is completed, age twenty-one or to maximum age allowable in accordance with the law. Students requiring special education shall attend general education classes, participate in nonacademic and extracurricular services and activities and receive services in a general education setting to the maximum extent appropriate to the needs of each individual student.

 

The appropriate education for each student shall be written in the student’s Individualized Education Program (IEP). Special education students shall be required to meet the requirements stated in board policy or in their IEPs for graduation.  It shall be the responsibility of the superintendent and the area education agency director of special education to provide or make provisions for appropriate special education and related services. 

 

Children from birth through age 2 and children age 3 through 5 shall be provided comprehensive special education services within the public education system. The school district shall work in conjunction with the area education agency to provide services, at the earliest appropriate time, to children with disabilities from birth through age 2. This shall be done to ensure a smooth transition of children entitled to early childhood special education services.

 

 

Legal Reference:                   

Board of Education v. Rowley, 458 U.S. 176 (1982).

Springdale School District #50 v. Grace, 693 F.2d 41 (8th Cir. 1982).

Southeast Warren Comm. School District v. Dept. of Public Instruction, 285 N.W.2d 173 (Iowa 1979).

20 U.S.C. §§ 1400 et seq. (1988).

34 C.F.R. Pt. 300 et seq. (1993).

Iowa Code §§ 256.11(7); 256B; 273.1, .2, .5. .9 (2)-(3); 280.8.

281 I.A.C. 41.

 

Approved   03/25/91       Reviewed 01/18/2017       Revised 05/21/2012   

603.4 Multicultural and Gender Fair Education

Students will have an equal opportunity for a quality education without discrimination, regardless of their race, religion, socioeconomic status, color, sex, marital status, national origin, creed, sexual orientation, gender identity or disability.

 

The educational program shall be free of such discrimination and provide equal opportunity for the students and will foster knowledge of and respect and appreciation for, the historical and contemporary contributions of diverse cultural groups, as well as men and women, to society. It shall also reflect the wide variety of roles open to both men and women and provide equal opportunity to both sexes.

 

 

Legal Reference:        Iowa Code §§216.9; 256.11.

                                    281 Iowa Admin. Code 12.5(8).

 

Approved   05/15/95       Reviewed 01/18/2017       Revised 01/18/2017 

603.5 Health Education

Students shall receive, as part of their health education, instruction about personal health; food and nutrition; environmental health; safety and survival skills; consumer health; family life; human growth and development; substance abuse and non-use, including the effects of alcohol, tobacco, drugs and poisons on the human body; human sexuality; self-esteem; stress management; interpersonal relationships; emotional and social health; health resources; prevention and control of disease; communicable diseases, including sexually transmitted diseases and Acquired Immune Deficiency Syndrome; and current crucial health issues. The purpose of the health education program is to help each student protect, improve and maintain physical, emotional and social well-being.

 

The instruction shall be adapted at each grade level to aid understanding by the students.

 

Parents who object to health education instruction in human growth and development and/or human sexuality may file a written request that the student be excused from the instruction. The written request shall include a proposed alternate activity or study acceptable to the superintendent. The superintendent shall have the final authority to determine the alternate activity or study.

 

 

Legal Reference:                    Iowa Code §§ 256.11; 279.8; 280.3-.14.

                                                281 I.A.C. 12.5

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 01/18/2017   

603.6 Physical Education

Students in grades one through twelve shall be required to participate in physical education courses unless they are excused by the principal of their attendance center.

 

Students may be excused from physical education courses if the student presents a written statement from a doctor stating that such activities could be injurious to the health of the student or the student has been exempted because of a conflict with the student’s religious beliefs provided such excuse fits within federal and state laws.

 

Students in grades 9-12 may also be excused from physical education courses if the student is enrolled in academic courses not otherwise available or the student has obtained a physical education waiver for a semester because the student is actively involved in an athletic program.

 

Twelfth grade students may also be excused from physical education courses if the student is enrolled in a cooperative, work study or other educational program authorized by the school which requires the student’s absence from school.

 

Students who will not participate in physical education must have a written request or statement from their parents.

 

 

Legal Reference:                    Iowa Code §§ 256.11.

                                                281 I.A.C. 12.5.

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 06/20/2011   

603.7 Career Education

Preparing students for careers is one goal of the education program. Career education will be written into the education program for grades kindergarten through twelve. This education shall include, but not be limited to, awareness of self in relation to others and the needs of society, exploration of employment opportunities, experiences in personal decision-making, and experiences of integrating work values and work skills into their lives.

 

It shall be the responsibility of the superintendent or designee to assist certified employees in finding ways to provide career education in the education program. Special attention should be given to courses of vocational education nature. The board, in its review of the curriculum, shall review the means in which career education is combined with other instructional programs.

 

 

Legal Reference:                    Iowa Code §§ 256.11, .11A; 280.9.

                                                281 I.A.C. 12.5(7).

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 01/18/2017   

603.8 Teaching About Religion

The school district is required to keep the practice of religion out of the school curriculum. The board recognizes the key role religion has played in the history of the world and authorizes the study of religious history and traditions as part of the curriculum. Preferential or derogatory treatment of a single religion shall not take place.

 

It shall be the responsibility of the superintendent to ensure the study of religion in the schools in keeping with the following guidelines:

  • the proposed activity must have a secular purpose;
  • the primary objective of the activity must not be one that advances or inhibits religion; and
  • the activity must not foster excessive governmental entanglement with religion.

 

 

Legal Reference:                   

U.S. Const. amend. I.

Lee v. Weisman. 112 S. Ct. 2649 (1992).

Lemon v. Kurtzman, 403 U.S. 602 (1971).

Graham v. Central Community School District of Decatur County, 608 F.Supp. 531 (S.D. Iowa 1985).

Iowa Code §§ 279.8; 280.6.

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 05/19/97   

603.8R1 Teaching About Religion Regulation - Religious Holidays

The historical and contemporary significance of religious holidays may be included in the education program provided that the instruction is presented in an unbiased and objective manner. The selection of holidays to be studied shall take into account major celebrations of several world religions, not just those of a single religion. Holiday-related activities shall be educationally sound and sensitive to religious differences and shall be selected carefully to avoid the excessive or unproductive use of school time. Teachers shall be especially careful in planning activities that are to take place immediately preceding or on a religious holiday.

 

Music, art, literature and drama having religious themes (including traditional carols, seasonal songs and classical music) shall be permitted if presented in an objective manner without sectarian indoctrination. The emphasis on religious themes shall be only as extensive as necessary for a balanced and comprehensive study or presentation. Religious content included in student performances shall be selected on the basis of its independent educational merit and shall seek to give exposure to a variety of religious customs, beliefs and forms of expression. Holiday programs, parties or performances shall not become religious celebrations or be used as forum for religious worship, such as the devotional reading of sacred writings or the recitations of prayers.

 

The use of religious symbols (e.g. a cross, menorah, crescent, Star of David, lotus blossom, nativity scene or other symbol that is part of a religious ceremony) shall be permitted as a teaching aid, but only when such symbols are used temporarily and objectively to give information about a heritage associated with a particular religion. The Christmas tree, Santa Claus, Easter eggs, Easter bunnies and Halloween decorations are secular, seasonal symbols and as such can be displayed in a seasonal context.

 

Expressions of belief or non-belief initiated by individual students shall be permitted in composition, art forms, music, speech and debate. However, teachers may not require projects or activities which are indoctrination or force students to contradict their personal religious beliefs or non-beliefs.

 

Approved   05/19/97       Reviewed 01/18/2017     Revised            

603.9 Academic Freedom

The board believes students should have an opportunity to reach their own decisions and beliefs about conflicting points of view. Academic freedom is the opportunity of certified employees and students to study, investigate, present, interpret, and discuss facts and ideas relevant to the subject matter of the classroom and appropriate to and in good taste with the maturity and intellectual and emotional capacities of the students.

 

It shall be the responsibility of the teacher to refrain from advocating partisan causes, sectarian religious views, or biased positions in the classroom or through teaching methods. Teachers are not discouraged from expressing personal opinions as long as students are aware it is a personal opinion and students are allowed to reach their own conclusions independently.

 

It shall be the responsibility of the principal to ensure academic freedom is allowed but not abused in the classroom.

 

Legal Reference:                    Iowa Code §§ 279.8; 280.3, .6.

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 01/18/2017   

603.9R1 Teaching Controversial Issues

A “controversial issue” is a topic of significant academic inquiry about which substantial groups of citizens of this community, this state or this nation hold sincere, conflicting points of view.

 

It is the belief of the board that controversial issues should be fairly presented in a spirit of honest academic freedom so that students may recognize the validity of other points of view but can also learn to formulate their own opinions based upon dispassionate, objective, unbiased study and discussion of the facts related to the controversy.

 

It shall be the responsibility of the teacher to present full and fair opportunity and means for students to study, consider and discuss all sides of controversial issues including, but not limited to, political philosophies.

 

It shall be the responsibility of the teacher to protect the right of the student to study pertinent controversial issues within the limits of good taste and to allow the student to express personal opinions without jeopardizing the student’s relationship with the teacher.

 

It shall be the responsibility of the teacher to refrain from advocating partisan causes, sectarian religious views, or selfish propaganda of any kind through any classroom or school device; however, a teacher shall not be prohibited from expressing a personal opinion as long as students are encouraged to reach their own decisions independently.

 

The board encourages full discussion of controversial issues in a spirit of academic freedom that shows students that they have the right to disagree with the opinions of others but that they also have the responsibility to base the disagreement on facts and to respect the right of others to hold conflicting opinions.

 

Approved   05/19/97       Reviewed 01/18/2017      Revised 06/20/2011 

603.11 Citizenship

Being a citizen of the United States, of Iowa and of the school district community entitles students to special privileges and protections as well as requiring the students to assume civic, economic and social responsibilities and to participate in their country, state and school district community in a manner that entitles them to keep these rights and privileges.

 

As part of the education program, students will have an opportunity to learn about their rights, privileges, and responsibilities as citizens of this country, state and school district community. As part of this learning opportunity students are instructed in the elements of good citizenship and the role quality citizens play in their country, state and school district community.

 

 

Legal Reference:                    Iowa Code §§ 256.11, .11A.

                                                281 I.A.C. 12.3(8).

 

Approved   03/25/91       Reviewed 01/18/2017     Revised 11/20/06      

604 Alternative Programs

604.1 Private Instruction

In the event a child of compulsory attendance age, over age six and under age sixteen, does not attend public school or an accredited nonpublic school, the child must receive competent private instruction or independent private instruction.

 

A parent choosing competent private instruction for a student by or under the supervision of a licensed practitioner, competent private instruction for a student by a non-licensed individual or independent private instruction must meet the requirements outlined under Iowa law.

 

A parent choosing competent private instruction for a student by or under the supervision of a licensed practitioner shall notify the school district prior to the first day of school on forms provided by the school district. The forms are available in the central administration office. One copy of the completed forms will be kept by the school district and another copy will be forwarded to the area education agency.

 

A parent choosing competent private instruction for a student by a non-licensed individual may notify the school district prior to the first day of school on forms provided by the district. The forms are available in the central administration office. One copy of the completed forms will be kept by the district and another copy will be forwarded to the appropriate Area Education Agency.

 

A parent choosing independent private instruction for a student may be asked to provide a report identifying the primary instructor, location, name of the authority responsible for the independent instruction, and the names of the students enrolled to the district.

 

The superintendent or superintendent’s designee will determine whether the completed form or report is in compliance with the law. The school district shall report noncompliance with the reporting, immunization, attendance, instructor qualifications, and assessment requirements of the compulsory attendance law to the county attorney of the county of residence of the student’s parent, guardian or custodian.

 

Students receiving competent private instruction or independent private instruction are eligible to request open enrollment to another school district. The receiving district shall not bill the resident district unless the receiving district complies with the reporting requirements. If the parent, guardian or custodian fails to comply with the compulsory attendance requirements, the receiving district shall notify the resident district. The resident district shall then report the non-compliance to the county attorney of the county of residence of the parent, guardian or custodian.

 

Students receiving competent private instruction by or under the supervision of a licensed practitioner must make adequate progress, shall be monitored for progress by the supervising teacher, and may be assessed annually. The district will provide any optional assessments at no cost.

 

Students receiving competent private instruction by a non-licensed individual must make adequate progress, shall be evaluated annually by the parent, guardian, or legal custodian to ensure adequate progress is being made, and may be assessed annually. The district will provide any optional assessments at no cost.

 

Students receiving competent private instruction by or under the supervision of a licensed practitioner and students receiving competent private instruction from a non-licensed individual may dual enroll with the district. Students receiving individual private instruction may not dual enroll with the district.

 

Upon the request of a parent, guardian or legal custodian of a student receiving competent private instruction or upon referral of a licensed practitioner who provides instruction or instructional supervision of a student under competent private instruction, the school district shall refer a student who may require special education to the appropriate Area Education Agency, Division of Special Education, for evaluation.

 

Legal Reference:        

Iowa Code §§ 256.11; 279.10, .11; 299.1-.6, .11, .15, .24; 299A

281 I.A.C. 31

 

Approved   03/25/91       Reviewed 02/20/2017     Revised 02/24/2014   

604.1R1 Criteria to Determine Equivalent Instruction

The following criteria will be used by the Board of Directors in determining equivalency of instruction for children not enrolled in the public schools.

 

Non-Public Approved School

If the instruction provided is in a non-public school, the superintendent shall contact the Iowa Department of Education. If the private school is approved by the Iowa Department of Education, the Board of Directors will consider it to have met the equivalency standards.

 

Non-Public Non-Approved School

If the non-public, non-approved school is located within the school district, the secretary of the school district shall serve notice on the principal of such school, once during each school year and at any time when requested in individual cases, to furnish to the secretary a certificate and a report in duplicate of the following information.

  1. Names of pupils
  2. Ages of pupils
  3. Number of days attendance of each pupil over seven (7) and under sixteen (16) years of age
  4. The course of study pursued by each pupil
  5. The text(s) used
  6. The names of teachers during the preceding year and from the time of the last preceding report to present time.

 

The secretary shall retain one (1) of the reports and file the other with the secretary of the Area Education Agency. The superintendent shall then evaluate the instruction of such school using the guidelines stated in the legal reference and make a recommendation to the Board as to whether equivalent instruction is being provided.

 

If the non-public, non-approved school is located in another district, the superintendent shall contact the secretary of the district within which the non-public non-approved school is located and request the above information from that individual.

 

Private Instruction

If the superintendent becomes aware of a student of compulsory education age who is receiving private instruction not in a regularly conducted school, the superintendent shall require the board secretary to request, from the person having control of the child, a certificate with the following information.

  1. Name and age of such child
  2. Period of time during which such child has been under said private instruction
  3. The details of such instructions and the name of the instructor

 

The superintendent shall then evaluate the instruction of such pupil using the guidelines as stated in the above legal reference. A recommendation to the Board of Directors whether equivalent instruction is being provided by a certified teacher will be made by the superintendent.

 

Legal Reference:                    

281 I.A.C. Chapter 31 and Chapter 257.

Code of Iowa - Iowa Code Sec. 257.25; 279.10;, 279.11; 299.15 and 299.24.

Johnson v. Charles City Community School’s Board of Education, 368 N.W.2d 74 (Iowa 1985).

 

Approved   03/25/91       Reviewed 02/20/2017       Revised            

604.2 Individualized Instruction

The board’s primary responsibility in the management of the school district is the operation and delivery of the regular education program. Generally, students attending the school district shall receive the regular education program offered by the district. Only in exceptional circumstances will the board approve students receiving individualized instruction at the expense of the school district.

 

Recommendations from the superintendent for individualized instruction shall state the need for the instruction, the objectives and goals sought for the instruction, the employee requirements for the instruction, the implementation procedures for the instruction and the evaluation procedures and processes that will be used to assess the value of the instruction.

 

It shall be the responsibility of the superintendent to develop administrative regulations for individualized instruction.

 

Legal Reference:                    

Iowa Code §§ 256.11; 279.8, .10, .11; 280.3, .14; 299.1-.6, .11, .15, .24; 299A.

 

Approved   03/25/91       Reviewed 02/20/2017    Revised 05/19/97   

604.3 Foreign Study

The board recognizes some students may wish to take courses outside the country. The board must approve such foreign exchange student study programs prior to acceptance of the program by the student. The board’s approval is not an assumption of liability, but rather an approval of the credits from the program toward the graduation requirements.

 

Students must obtain board approval prior to participating in the foreign exchange student program, unless it is a continuing program which has received a favorable evaluation by the administration and the program will be carried out in the future as it has been in the past.

 

The students and school district personnel or other, if they travel with the student, shall have personal insurance and liability protection. The school district assumes no liability for the participants.

 

It shall be the responsibility of the superintendent to keep the board informed of ongoing programs and to bring new programs to the board’s attention.

 

Legal Reference:                    Iowa Code §§ 279.8.

 

Approved   03/25/91       Reviewed 02/20/2017      Revised 02/20/2017           

604.4 Program for Talented and Gifted Students

The board recognizes some students require programming beyond the regular education program. The board will identify students with special abilities and provide education programming.

 

It is the responsibility of the superintendent to develop a talented and gifted program which provides for identifying students, for program evaluation, and for training of employees.

 

Legal Reference:                    

Iowa Code §§ 257.42-.49.

281 I.A.C. 12.5(12); 59.

 

Approved   03/25/91       Reviewed 02/20/2017     Revised 11/20/06   

604.5 Program for At-Risk Students

The board recognizes some students require additional assistance in order to graduate from the regular education program. The board will provide a plan to encourage and provide an opportunity for at-risk students to achieve their potential and obtain their high school diploma.

 

It is the responsibility of the superintendent to develop a plan for students at-risk which provides for identifying students, for program evaluation, and for the training of employees.

 

Legal Reference:                    

Iowa Code §§ 257.38-.41; 280.19, .19A.

281 I.A.C. 12.5 (13); 33; 61; 65.

 

Approved   03/25/91       Reviewed 02/20/2017    Revised 11/20/06   

604.6 Religious-Based Exclusion from a School Program

Parents who wish to have their child excluded from a school program because of religious beliefs must inform the building principal. The board authorizes the administration to allow the exclusion if it is not disruptive to the education program and it does not infringe on a compelling state or educational interest. Further, the exclusion must not interfere with other school district operations.

 

In notifying the superintendent, the parents shall abide by the following:

  • The notice shall be in writing;
  • The objection shall be based on religious beliefs;
  • The objection shall state which activities or studies violate their religious beliefs;
  • The objection shall state why these activities or studies violate their religious beliefs; and
  • The objection shall state a proposed alternate activity or study.

 

The building principal shall have discretion to make this determination. The factors the building principal shall consider when a student requests to be excluded from a program or activity because of religious beliefs include, but are not limited to, staff available to supervise a student who wishes to be excluded, space to house the student while the student is excluded, available superintendent-approved alternative course of study or activity while the student is excluded, number of students who wish to be excluded, whether allowing the exclusion places the school in a position of supporting a particular religion, and whether the program or activity is required for promotion to the next grade level or for graduation.

 

Students who are allowed to be excluded from a program or activity which violates their religious beliefs shall be required to do an alternate supervised activity or study.

 

Legal Reference:                    

U.S. Const. amend. I.

Lee v. Weisman, 112 S. Ct. 2649 (1992).

Lemon v. Kurtzman, 403 U.S. 602 (1971).

Graham v. Central Community School District of Decatur County, 608 F.Supp. 531 (S.D. Iowa 1985).

Iowa Code §§ 256.11 (6); 279.8.

 

Approved   03/25/91       Reviewed 02/20/2017     Revised 05/19/97   

604.7 Instruction at a Post-Secondary Educational Institution

In accordance with this policy, students in grades nine through twelve may receive academic or career and technical education credits that count toward the graduation requirements set out by the board for courses successfully completed in post-secondary educational institutions.  Students and parents or guardians shall be made aware of the post-secondary instructional opportunities as part of the development of each student’s individual career and academic plan as required by law.  The Superintendent or designee is responsible for developing the appropriate forms and procedures for implementing this policy and the following post-secondary educational opportunities:   

 

Concurrent Enrollment

The board may, in its discretion, enter into a contractual agreement with a community college to provide courses for eligible students in grades nine through twelve when comparable courses are not offered by the school district.  Notice of the availability of the concurrent enrollment program shall be included in the school district’s registration handbook, and the handbook shall identify which courses, if successfully completed, generate post-secondary credit.  Students shall not be charged tuition for concurrent enrollment courses and shall not be required to reimburse the school district for tuition if they do not successfully complete a course. Students or their parents or guardians may be required to pay a fee consistent with the school district’s established textbook policy and other materials for the concurrent enrollment course to the extent permitted by law.  Students or their parents or guardians may also be required to provide their own transportation to and from concurrent enrollment courses to the extent permitted by law.  However, transportation shall be the responsibility of the school district for any contracted course that is used to meet school district accreditation requirements.

 

Students who successfully complete a concurrent enrollment course, as determined by the postsecondary institution, shall receive postsecondary credit in accordance with the institution’s policies and high school credit that will be reflected on their high school transcript.  The Superintendent or designee is responsible for determining the number of high school credits that shall be granted to a student who successfully completes a concurrent enrollment course.  

 

Post-Secondary Enrollment Option

Ninth and tenth grade students who have been identified by the school district as gifted and talented, and eligible eleventh and twelfth grade students, may utilize the Post-Secondary Enrollment Option (“PSEO”) program.  To qualify, a course must be a nonsectarian, credit-bearing course that leads to a degree, and in the areas of:  mathematics, science, social sciences, humanities, career and technical education.  A course is not eligible for PSEO if a comparable course is offered by the school district.  This would include courses at a community college with which the district has a concurrent enrollment agreement.  Students shall not be charged for tuition, textbooks, materials, or fees related to a PSEO course with the exception of equipment that becomes the property of the student. 

 

The school district shall reimburse the post-secondary institution for tuition and other expenses for each PSEO course up to $250.  Students who successfully complete a PSEO course, as determined by the postsecondary institution, shall receive postsecondary credit and high school credit.  The Superintendent or designee is responsible for determining the number of high school credits that shall be granted to a student who successfully completes a PSEO course.  Students may not enroll on a full-time basis to any post-secondary institution through the PSEO program.

 

 

Transportation to and from the postsecondary institution is the responsibility of the student or parent or legal guardian of the student enrolled in a PSEO course.  Eligible students may take up to seven hours of post-secondary credit during the summer months and receive high school credit upon successful completion of a post-secondary course.  However, the student or student’s parent or legal guardian are responsible for all costs associated with courses taken during the summer.   

 

Students who fail a PSEO course and fail to receive credit are required to reimburse the school district for all costs directly related to the course up to the $250.00 reimbursement maximum.  Prior to registering, students under the age of eighteen are required to have a parent or guardian sign a form indicating that the parent is responsible for the costs of the course should the student fail the course and fail to receive credit.  Reimbursement waivers may be granted by the board if sufficient verification is provided to show that the student was unable to complete the course for reasons outside the student’s control, including but not limited to physical incapacity, a death in the student’s immediate family, or a move out of the school district.   

 

Legal References:      Iowa Code §§ 256.11; 258; 261E; 279.61, 280.3, 280.14

281 I.A.C. 12 and 22

 

Approved   03/25/91       Reviewed 06/18/2018     Revised 06/18/2018   

604.8 Dual Enrollment

The parent, guardian, or custodian of a student receiving competent private instruction by or under the supervision of a licensed practitioner or by a non-licensed individual may also enroll the student in the school district. The student shall be considered under dual enrollment. The parent, guardian, or custodian requesting dual enrollment for the student should notify the superintendent prior to October 1st each year on forms provided by the Iowa Department of Education. On the form, the parent, guardian, or custodian shall indicate the extracurricular and academic activities in which the student is interested in participating. The forms are available at the central administration office.

 

A dual enrollment student is eligible to participate in the school district’s extracurricular and academic activities in the same manner as other students enrolled in the school district. The policies and administrative rules of the school district shall apply to the dual enrollment students in the same manner as the other students enrolled in the school district. These policies and administrative rules shall include, but not be limited to, athletic eligibility requirements, the good conduct rule, academic eligibility requirements, and payment of the fees required for participation.

 

A dual enrollment student whose parent, guardian, or custodian has chosen standardized testing as the form of the student’s annual assessment will not be responsible for the cost of the test or the administration of the test.

 

It shall be the responsibility of the superintendent to develop administrative regulations regarding this policy.

 

 

Legal Reference:                    Iowa Code §§ 279.8; 299A.

                                                281 I.A.C. 31.

 

Approved   05/19/97       Reviewed 02/20/2017     Revised 02/24/2014 

604.9 Foreign Students

Foreign students must meet all district entrance requirements including age, place of residence and immunization. Foreign students must be approved by the board. The board reserves the right to limit the number of foreign students accepted. Students who are citizens of a foreign country will be considered residents if they meet one of the following requirements:

  • The student resides with his/her parent(s) or legal guardian;
  • The student is in the United States with appropriate documentation (Form I-20) from the United States Department of Justice-Immigration and Naturalization Services; or
  • The student is a participant in a recognized foreign exchange program; and
  • The student is physically able to attend school and has provided the school district with such proof, including a current TB test.

 

Legal Reference:                    

Iowa Code §§ 279.8.

 

Approved   05/19/97       Reviewed 02/20/2017     Revised            

604.10 Advanced Placement (AP) Classes

Advance placement (AP) classes are rigorous college-level courses designed to enable high-achieving students to expand their knowledge and experiences and to help prepare for college.

 

The student, to be eligible for an AP course, must have demonstrated likelihood of success in college-level courses. The student shall meet at least three of the four criteria listed below to qualify for an AP course through PCM.

  1. Current ITED score composite of 90% or higher.
  2. Overall Grade Point Average (GPA) of 3.5 GPA or higher.
  3. Teacher recommendation.
  4. Identified AP Potential from the PSAT test suggests placement of student into AP course.

 

AP classes are college-level courses and are significantly more rigorous than high school classes. Thus, the grade a student receives in an AP class, except an “F”, is “ratcheted up” per the table below when recorded in PCM’s records and the PCM grade is included in the student’s PCM GPA.

 

            AP Class Grade          =>       PCM Grade (weighting)

                        A                                           AA (5.0)

                        B                                             A (4.0)

                        C                                             B (3.0)

                        D                                             C (2.0)

                        F                                              F (0.0)

 

The student, for their first AP class, may choose to take the class Pass / Fail or for a grade. That decision must be made before the AP course first day of class or it will be assumed the student will take that first class Pass / Fail. All subsequent AP classes for the student, after the first AP class, will be for a grade.

 

AP classes offer a College Board Exam for college credit at the end of the course. Students are not required, per this policy, to take the College Board Exam for each AP class, including AP classes taken Pass / Fail. If student chooses to take the College Board Exam, fees for the College Board Exam are the student’s responsibility.

 

AP classes entail costs for the class, books, and miscellaneous expenses. 

 

The PCM school district will pay for the cost for the class and books (per Policy 604.7). Transportation, if needed, will be the student’s responsibility.

 

 

Approved __8/21/06____       Reviewed 02/20/2017             Revised _02/20/2017   

605 Instructional Materials

605.1 Instructional Materials Selection

The board recognizes that the selection of instructional materials is a vital component of the school district's curriculum. The board has sole discretion to approve instructional materials for the school district. The board delegates its authority to determine which instructional materials will be utilized and purchased by the school district to certified employees. The certified employees will work closely together to ensure vertical and horizontal articulation of textbooks in the education program.

 

The board may appoint an ad hoc committee for the selection of instructional materials. The committee may be composed of school district employees, parents, students, community members or representatives of community groups. In reviewing current instructional materials for continued use and in selecting additional instructional materials, the certified employees will consider the current and future needs of the school district as well as the changes and the trends in education and society. It is the responsibility of the superintendent to report to the board the action taken by the selection committee. In making its recommendations to the superintendent, the certified employees will recommend materials which:

·         Support the educational philosophy, goals and objectives of the school district;

·         Consider the needs, age, and maturity of students;

·         Are within the school district's budget;

·         Foster respect and appreciation for cultural diversity and difference of opinion;

·         Stimulate growth in factual knowledge and literary appreciation;

·         Encourage students to become decision-makers, to exercise freedom of thought and to make independent judgment through the examination and evaluation of relevant information, evidence and differing viewpoints;

·         Portray the variety of careers, roles, and lifestyles open to persons of both sexes; and

·         Increase an awareness of the rights, duties, and responsibilities of each member of a multicultural society.

 

In the case of textbooks, the board will make the final decision after a recommendation from the superintendent. The criteria stated above for selection of instructional materials will also apply to the selection of textbooks. The superintendent may appoint certified employees to assist in the selection of textbooks.

 

Gifts of instructional materials must meet these criteria stated above for the selection of instructional materials.

 

 

Legal Reference:                    Iowa Code §§ 279.8; 280.3, .14; 301.

 

Approved   03/25/91       Reviewed 02/20/2017     Revised 02/20/2017   

605.1R1 Selection of Instructional Materials

  1. Responsibility for Selection of Instructional Materials
    1. The Board is responsible for matters relating to the operation of the PCM Community School District.
    2. The responsibility for the selection of instructional material is delegated to the professionally trained and certified employees of the school system. For the purpose of this rule the term “instructional materials” include printed and multimedia materials (not equipment), whether considered text materials or media center materials. The board retains the final authority for the approval of textbooks.
    3. While selection of materials may involve many people including principals, teachers, students, parents, community members and media specialists, the responsibility for coordinating the selection of most instructional materials and making the recommendation for the purchase rests with certified employees. For the purpose of this rule the term “media specialist” includes librarians or other appropriately licensed person responsible for the selection of media equipment and materials.
    4. Responsibility for coordinating the selection of text materials for distribution to classes will rest with the certified employees, principal and superintendent. For the purpose of this rule the term ‘text materials’ includes textbooks and other printed and unprinted material provided in multiple copies for use of a total class or major segment of a class.
    5. If the board appoints an ad hoc committee to make recommendations on the selection of instructional materials, the ad hoc committee shall be formed and appointed in compliance with the board policy.
      1. The superintendent will inform the committee as to their role and responsibility in the process.
      2. The following statement shall be given to the ad hoc committee members:

 

Bear in mind the principles of the freedom to learn and to read and base your decision on these broad principles rather than on defense of individual materials. Freedom of inquiry is vital to education in a democracy.

 

Study thoroughly all materials referred to you and read available reviews. The general acceptance of the materials should be checked by consulting standard evaluation aids and local holdings in other schools.

 

Passages or parts should not be pulled out of context. The values and faults should be weighed against each other and the opinions based on the material as a whole.

 

Your report, presenting both majority and minority opinions, will be presented by the principal to the complainant at the conclusion of our discussion of the questioned material.

 

  1. Material Selection for use in libraries and classrooms shall meet the following guidelines:
    1. Religion – Material shall represent the major religions in a factual, unbiased manner. The primary source material of the major religions shall be considered appropriate, but material which advocates rather than informs, or is designed to sway reader judgment regarding religion, shall not be included in the school libraries or classrooms.
    2. Racism – Material shall present a diversity of race, custom, culture, and belief as a positive aspect of the nation’s heritage and give candid treatment to unresolved intercultural problems, including those which involve prejudice, discrimination, and the undesirable consequences of withholding rights, freedom, or respect of an individual.
    3. Sexism – Material shall reflect sensitivity to the needs, rights, traits and aspirations of men and women without preference or bias.
    4. Age – Material shall recognize the diverse contributions of various age groups and portray the continuing contributions of maturing members of society.
    5. Ideology – Material shall present basic primary and factual information on an ideology or philosophy of government which exerts or has exerted a strong force, either favorably or unfavorably, over civilization or society, past or present. This material shall not be selected with the intention to sway reader judgment and shall be related to the maturity level of the intended audience.
    6. Profanity and Sex – Material shall be subjected to a test of literary merit and reality by the media specialists and certified staff who will take into consideration their reading of public and community standards of morality.
    7. Controversial issues materials will be directed toward maintaining a balanced collection representing various views.

 

The selection decision should be made on the basis of whether the material presents an accurate representation of society and culture, whether the circumstances depicted are realistically portrayed, or whether the material has literary or social value when the material is viewed as a whole.

 

These guidelines shall not be construed in such a manner as to preclude materials which accurately represent the customs, morals, manners, culture, or society of a different time or a different place.

 

  1. Procedure for Selection
    1. Material purchased for libraries and classrooms shall be recommended for purchase by certified employees, in consultation with administrative staff, media center staff, students or an ad hoc committee as appointed by the board. The material recommended for purchase shall be approved by the appropriate building administrator.
      1. The material selected shall support stated objectives and goals of the school district. Specifically, the goals are:
        1. To acquire materials and provide service consistent with the demands of the curriculum;
        2. To develop students’ skills and resourcefulness in the use of libraries and learning resources;
        3. To effectively guide and counsel students in the selection and use of materials and libraries;
        4. To foster in students a wide range of significant interests;
        5. To provide opportunities for aesthetic experiences and development of an appreciation of the fine arts;
        6. To provide materials to motivate students to examine their own attitudes and behaviors and to comprehend their own duties and responsibilities as citizens in a pluralistic democracy;
        7. To encourage life-long education through the use of the library; and,
        8. To work cooperatively and constructively with the instructional and administrative staff in the school.
      2. Materials selected shall be consistent with stated principles of selection. These principles are:
        1. To select material, within established standards that will meet the goals and objectives of the school district;
        2. To consider the educational characteristics of the community in the selection of materials within a given category;
        3. To present to sexual, racial, religious and ethnic groups in the community by:
          1. Portraying people, both men and women, adults and children, whatever their ethnic, religious or social class identity, as human and recognizable, displaying a familiar range of emotions, both negative and positive.
          2. Placing no constraints on individual aspirations and opportunity.
          3. Giving comprehensive, accurate, and balanced representation to minority groups and women - in art and science, history and literature, and in all other fields of life and culture.
          4. Providing abundant recognition of minority groups and women by showing them frequently in positions of leadership and authority.
        4. To intelligently, quickly, and effectively anticipate and meet needs through awareness of subjects of local, national and international interest and significance; and,
        5. To strive for impartiality in the selection process.
      3. The materials selected shall meet stated selection criteria. These criteria are:
        1. Authority – Author’s qualifications - education, experience, and previously published works;
        2. Reliability:
          1. Accuracy – meaningful organization and emphasis on content, meets the material’s goals and objectives, and presents authoritative and realistic factual material.
          2. Current – presentation of content which is consistent with the finding of recent and authoritative research.
        3. Treatment of subject-shows an objective reflection for the multi-ethnic character and cultural diversity of society.
        4. Language:
          1. Vocabulary:
            1. Does not indicate bias by the use of words which may result in negative value judgments about groups of people;
            2. Does not use “man” or similar limiting word usage in generalization or ambiguities which may cause women to feel excluded or dehumanized.
          2. Compatible to the reading level of the student for whom it is intended.
        5. Format:
          1. Book
            1. Adequate and accurate index;
            2. Paper of good quality and color;
            3. Print adequate and well spaced;
            4. Adequate margins;
            5. Firmly bound; and,
            6. Cost.
          2. Non-book, including software and electronically available materials
            1. Flexibility, adaptability;
            2. Curricular orientation of significant interest to students;
            3. Appropriate for audience;
            4. Accurate authoritative presentation;
            5. Good production qualities (fidelity, aesthetically adequate);
            6. Durability; and,
            7. Cost.
          3. Illustrations of book and non-book materials should:
            1. Depict instances of fully integrated grouping and settings to indicate equal status and non-segregated social relationships.
            2. Make clearly apparent the identity of minorities;
            3. Contain pertinent and effective illustrations;
          4. Flexible to enable the teacher to use parts at a time and not follow a comprehensive instructional program on a rigid frame of reference.
        6. Special Features:
          1. Bibliographies.
          2. Glossary.
          3. Current charts, maps, etc.
          4. Visual aids.
          5. Index.
          6. Special activities to stimulate and challenge students.
          7. Provide a variety of learning skills.
        7. Potential use:
          1. Will it meet the requirements of reference work?
          2. Will it help students with personal problems and adjustments?
          3. Will it serve as a source of information for teachers and librarians?
          4. Does it offer an understanding of cultures other than the student’s own and is it free of racial, religious, age, disability, ethnic, and sexual stereotypes?
          5. Will it expand students’ sphere of understanding and help them to understand the ideas and beliefs of others?
          6. Will it help students and teachers keep abreast of and understand current events?
          7. Will it foster and develop hobbies and special interest?
          8. Will it help develop aesthetic tastes and appreciation?
          9. Will it serve the needs of students with special needs?
          10. Does it inspire learning?
          11. Is it relevant to the subject?
          12. Will it stimulate a student’s interest?
      4. Gifts of library or instructional materials may be accepted if the gift meets existing criteria for library and instructional materials. The acceptance and placement of such gifts shall be within the discretion of the board.
      5. In order to provide a current, highly usable collection of materials, media specialists shall provide for constant and continuing renewal of the collection, not only the addition of up-to-date materials, but by the judicious elimination of materials which no longer meet school district needs or find use. The process of reviewing and eliminating instructional materials will be done according to established and accepted standards for determining the relevance and value of materials in a given context.

 

Approved   05/19/97       Reviewed 02/20/2017     Revised 02/20/2017 

605.2 Instructional Materials Inspection

Parents and other members of the school district community may view the instructional materials used by the students. All instructional materials, including teacher’s manuals, visual or audio materials, or other supplementary material which will be used in connection with any survey, analysis, or evaluation as part of any federally funded programs must be available for inspection by parents.

 

The instructional materials must be viewed on school district premises. Copies may be obtained according to board policy.

 

It shall be the responsibility of the superintendent to develop administrative regulations regarding the inspection of instructional materials.

 

 

Legal Reference:                   

Goals 2000:  Educate America Act, Pub. L. No. 103-227,108

Stat. 125 (1994).

Iowa Code §§ 279.8; 280.3, .14; 301.

 

Approved   03/25/91       Reviewed 02/20/2017     Revised 02/20/2017   

605.3 Objection to Instructional Materials

Members of the school district community may object to the instructional materials utilized in the school district and ask for their use to be reconsidered.

 

It shall be the responsibility of the superintendent, in conjunction with the principals, to develop administrative regulations for reconsideration of instructional materials.

 

 

Legal Reference:                    Iowa Code §§ 279.8; 280.3, .14; 301.

 

Approved   03/25/91       Reviewed 02/20/2017     Revised 05/19/97   

605.3E1 Instructions to the Reconsideration Committee

The policy of this school district related to selection of learning materials states that any resident of the district may formally challenge instructional materials used in the district’s education program. This policy allows those persons in the school and the community who are not directly involved in the selection of materials to make their own opinions known. The task of the reconsideration committee is to provide an open forum for discussion of challenged materials and to make an informed decision on the challenge.

 

The most critical component of the reconsideration process is the establishment and maintenance of the committee’s credibility in the community. For this purpose, the committee is composed of community members. The community should not, therefore, infer that the committee is biased or is obligated to uphold prior professional decisions. For this same reason, a community member will be selected to chair the committee.

 

The reconsideration process, the task of this committee, is just one part of the selection continuum. Material is purchased to meet a need. It is reviewed and examined, if possible, prior to purchase. It is periodically re-evaluated through updating, discarding, or re-examination. The committee must be ready to acknowledge that an error in selection may have been made despite this process. Librarians and school employees regularly read great numbers of reviews in the selection process, and occasional errors are possible.

 

In reconsidering challenged materials, the role of the committee, and particularly the chairperson, is to produce a climate for disagreement. However, the committee should begin by finding items of agreement, keeping in mind that the larger the group participating, the great the amount of information available and, therefore, the greater the number of possible approaches to the problem.

 

If the complainant chooses, the complainant may make an oral presentation to the committee to expand and elaborate on the complaint. The committee will listen to the new complaint, to those with special knowledge, and any other interested persons. In these discussions, the committee should be aware of relevant social pressures which are affecting the situation. Individuals who may try to dominate or impose a decision must not be allowed to do so. Minority viewpoints expressed by groups or individuals must be heard, and observers must be made to feel welcome. It is important that the committee create a calm, nonvolatile environment in which to deal with a potentially volatile situation. To this end, the complainant will be kept continuously informed of the progress of the complaint.

 

The committee will listen to the views of all interested person before reaching a decision. In deliberating its decision, the committee should remember that the school system must be responsive to the needs, tastes, and opinions of the community it serves. Therefore, the committee must distinguish between broad community sentiment and attempts to impose personal standards. The deliberations should concentrate on the appropriateness of the material. The question to be answered by the committee is, “Is the material appropriate for its designated audience at this time?”

 

The committee’s final recommendation will be (1) to remove the challenged material from the total school environment, (2) to take no removal action, or (3) to agree on a limitation of the educational use of the materials.

 

The committee chairperson will instruct the secretary to convey the committee’s recommendation to the office of the superintendent. The recommendation should detail the rationale on which it was based. A letter will be sent to the complainant outlining the committee’s final decision.

 

Approved   03/25/91       Reviewed 02/20/2017     Revised 05/19/97   

605.3R1 Reconsideration of Instructional Materials Regulation

A.    A resident of the school district may raise an objection to instructional materials used in the school district’s education program despite the fact that the individuals selecting such materials were duly qualified to make the selection and followed the proper procedure and observed the criteria for selecting such material.

 

  1. The school official or employee receiving a complaint regarding instructional materials shall try to resolve the issue informally. The materials generally will remain in use pending the outcome of the reconsideration procedure.

 

  1. The school official or employee initially receiving a complaint shall explain to the individual the board’s selection procedure, criteria to be met by the instructional materials, and qualifications of those persons selecting the material.

 

  1. The school official or employee initially receiving a complaint shall explain to the individual the role of the objected material in the education program, its intended educational purpose, and additional information regarding its use. In the alternative, the employee may refer the individual to the media specialist who can identify and explain the use of the material.

 

  1. The employee receiving the initial complaint shall advise the building principal of the initial contact no later than the end of the school day following the discussion with the individual, whether or not the individual has been satisfied by the initial contact. A written record of the contact shall be maintained by the principal in charge of the attendance center. Each building principal shall inform employees of their obligation to report complaints.

 

  1. In the event the individual making an objection to instructional materials is not satisfied with the initial explanation, the individual shall be referred to the principal or to the media specialist of the attendance center. If, after consultation with the principal or media specialist, the individual desires to file a formal complaint, the principal or media specialist will assist in filling out a Reconsideration Request Form in full and filing it with the superintendent.

 

B.    Request for Reconsideration

  1. A resident of the school district may formally challenge instructional materials on the basis of appropriateness used in the school district’s education program. This procedure is for the purpose of considering the opinions of those persons in the school district and the community who are not directly involved in the selection process.

 

  1. Each attendance center and the school district’s central administrative office will keep on hand and make available Reconsideration Request Forms. Formal objections to instructional materials must be made on this form.

 

  1. The individual shall state the specific reason the instructional material is being challenged. The Reconsideration Request Form shall be signed by the individual and filed with the superintendent.

 

  1. The superintendent shall promptly file the objection with the reconsideration committee for re-evaluation.
  2. Generally, access to challenged instructional material shall not be restricted during the reconsideration process. However, in unusual circumstances, the instructional material may be removed temporarily by following the provisions of Section B.6.d. of this rule.

 

  1. The Reconsideration Committee

 

  1. The reconsideration committee shall be made up of eight members.
    1. One certified employee designated annually, as needed, by the superintendent.
    2. One media specialist designated annually by the superintendent.
    3. One member of the administrative team designated annually by the superintendent.
    4. Three members of the community appointed annually, as needed, by the board.
    5. Two high school students, selected annually by the high school principal.

 

  1. The committee shall select their chairperson and secretary.

 

  1. The committee shall meet at the request of the superintendent.

 

  1. Special meetings may be called by the superintendent to consider temporary removal of materials in unusual circumstances. Temporary removal shall require a two-thirds vote of the committee.

 

  1. Notice of committee meetings shall be made public through appropriate publications and other communications methods.

 

  1. The committee shall receive the completed Reconsideration Request Form from the superintendent.

 

  1. The committee shall determine its agenda for the first meeting which may include the following:
    1. Distribution of copies of the completed Reconsideration Request Form.
    2. An opportunity for the individual or a group spokesperson to talk about or expand on the Reconsideration Request Form.
    3. Distribution of reputable, professionally prepared reviews of the challenged instructional material if available.
    4. Distribution of copies of the challenged instructional material as available.

 

  1. The committee may review the selection process for the challenged instructional material and, to its satisfaction, determine that the challenge is without merit and dismiss the challenge. The committee will notify the individual and the superintendent of its action.

 

  1. At a subsequent meeting, if held, interested persons, including the individual filing the challenge, may have the opportunity to share their views. The committee may request that individuals with special knowledge be present to give information to the committee.

 

  1. The individual filing the challenge shall be kept informed by the reconsideration committee secretary on the status of the Reconsideration Request Form throughout the reconsideration process. The individual filing the challenge and known interested parties shall be given appropriate notice of meetings.

 

  1. At the second or a subsequent meeting the committee shall make its final recommendation. The committee’s final recommendation may be to take no removal action, to remove the challenged material from the school environment, or to limit the educational use of the challenged material. The sole criterion for the final recommendation is the appropriateness of the material for its intended education use. The written recommendation and its justification shall be forwarded to the board, the superintendent, the individual and the appropriate attendance centers.

 

Following the superintendent’s decision with respect to the committee’s recommendation, the individual or the chairperson of the reconsideration committee may appeal the decision to the board for review. Such appeal must be presented to the superintendent in writing within five days following the announcement of the superintendent’s decision. The board will promptly determine whether to hear the appeal.

 

  • A recommendation to sustain a challenge shall not be interpreted as a judgment of irresponsibility on the part of the individuals involved in the original selection or use of the material.

 

  1. Requests to reconsider materials which have previously been reconsidered by the committee must receive approval of two-thirds of the committee members before the materials will again be reconsidered. Completed and filed Reconsideration Request Forms shall be acted upon by the committee.

 

  • If necessary or appropriate in the judgment of the committee, the committee may appoint a subcommittee of members or nonmembers to consolidate challenges and to make recommendations to the full committee. The composition of this subcommittee shall approximate the representation of the full committee.

 

  • Committee members directly associated with the selection, use, or challenger of the challenged material shall be excused from the committee during the deliberation of the challenged instructional materials. The superintendent may appoint a temporary replacement for the excused committee member, but the replacement shall be of the same general qualifications as the member excused.

 

Approved   05/19/97       Reviewed 02/20/2017     Revised 02/20/2017  

605.4 Technology and Instructional Materials

The board supports the use of innovative methods and the use of technology in the delivery of the education program. The board encourages employees to investigate economic ways to utilize instructional television, audiovisual materials, computers, and other technological advances as a part of the curriculum.

 

It shall be the responsibility of the superintendent to develop a plan for the use of technology in the curriculum and to evaluate it annually. The superintendent shall report the results of the evaluation and make a recommendation to the board annually regarding the use of technology in the curriculum.

 

Legal Reference:                    Iowa Code §§ 279.8.

                                                281 I.A.C. 12.5(10), .5(22).

 

Approved   03/25/91       Reviewed 03/20/2017     Revised 05/19/97   

605.4R1 Appropriate Use of Computers, Computer-Like Equipment, Computer Network Systems, and the Internet

The board is committed to making available to students and staff members access to a wide range of electronic learning facilities, equipment, and software, including computers, computer-like equipment (such as tablets), computer network systems, and the internet. The goal in providing this technology and access is to support the educational objectives and mission of the school district and to promote resource sharing, innovation, problem solving, and communication. The District’s computers, computer-like equipment, computer network and/or internet connection is not a public access service or a public forum. The District has the right to place reasonable restrictions on the material accessed and/or posted through the use of its computers, computer-like equipment, computer network, and/or internet connection.

 

Access to the District’s computers, computer-like equipment, computer network, and internet shall be available to all students and staff within the District. However, access is a privilege, not a right. Each student and staff member must have a signed acceptable use agreement on file prior to having access to and using the District’s computers, computer-like equipment, computer network and the internet. The amount of time and type of access available for each student and staff member may be limited by the District’s technology and the demands for the use of the District’s technology. Even if students have not been given access to and/or use of the District’s computers, computer-like equipment, computer network and the internet, they may still be exposed to information from the District’s computers, computer-like equipment, computer network and/or the internet in guided curricular activities at the discretion of their teachers. Non-District owned devices will not be given access to the computer network unless approved by building administration.

 

Every computer and/or computer-like equipment in the District having internet access shall not be operated unless internet access from the computer is subject to a technology protection measure (i.e. filtering software). The technology protection measure employed by the District shall be designed and operated with the intent to ensure that students are not accessing inappropriate sites that have visual depictions that include obscenity, child pornography or are otherwise harmful to minors. The technology protection measure may only be disabled for an adult’s use if such use is for bona fide research or other lawful purposes.

 

The technology coordinator may close a user account at any time as required and administrators, faculty, and staff may request the technology coordinator to deny, revoke or suspend user accounts. Any user identified as a security risk or having a history of problems with computer systems may be denied access to the District’s computers, the District’s computer-like equipment, the District’s computer network systems and the internet. Students and staff members will be instructed by the District’s technology coordinator or other appropriate personnel on the appropriate use of the District’s computers, computer-like equipment computer network and the internet.

 

The use of the District’s computers, computer-like equipment, computer network, and internet access shall be for educational purposes only. Students and staff members shall only engage in appropriate, ethical, and legal utilization of the District’s computers, computer network systems, and internet access. Student and staff member use of the District’s computers, computer-like equipment, computer network, and internet access shall also comply with all District policies and regulations. The following rules provide guidance to students and staff for the appropriate use of the District’s computers, computer-like equipment, computer network, and internet access. Inappropriate use and/or access will result in the restriction and/or termination of the privilege of access to and use of the District’s computers, computer-like equipment, computer network and internet access and may result in further discipline for students up to and including expulsion and/or other legal action and may result in further discipline for staff members up to and including termination of employment and/or other legal action. The District’s administration will determine what constitutes inappropriate use and their decision will be final. Inappropriate use of the District’s computers, computer-like equipment, computer network, and internet access includes, but is not limited to a violation of the following rules:

  • Do not make or disseminate offensive or harassing statements or use offensive or harassing language including disparagement of others based on age, color, creed, national origin, race, religion, marital status, sex, sexual orientation, gender identity, physical attributes, physical or mental ability or disability, ancestry, political party preference, political belief, socioeconomic status, or familial status. Do not swear, use vulgarities or any other inappropriate language. Be polite and follow the same privacy, ethical, educational, and other considerations observed regarding other forms of communication.
  • Do not access, create or disseminate any material that is obscene, libelous, indecent, vulgar, profane or lewd; any material regarding products or services that are inappropriate for minors including products or services that the possession and/or use of by minors is prohibited by law; any material that constitutes insulting or fighting words, the very expression of which injures or harasses others; and/or any material that presents a clear and present likelihood that, either because of its content or the manner of distribution, will cause a material and substantial disruption of the proper and orderly operation and discipline of the school or school activities, will cause the commission of unlawful acts or will cause the violation of lawful school regulations.
  • Do not disseminate or solicit sexually oriented messages or images.
  • Do not transmit your credit card information or other personal identification information, including your home address or telephone number from any District computer without prior permission from the building principal, the superintendent or other appropriate personnel. Do not publish personal or private information about yourself or others on the internet without prior written permission. Do not repost a message that was sent to you privately without permission of the person who sent the message. If any information is to be provided regarding students, it should be limited to the student’s first name and the initial of the student’s last name only. Do not arrange or agree to meet with someone met online.
  • Do not use the District’s computers, computer-like equipment and/or computer network systems to participate in illegal activities. Illegal activities include, but are not limited to, gambling, fraud, and pornography.
  • Do not subscribe to or access listservs, bulletin boards, online services, e-mail services, social networking sites (i.e., MySpace, Facebook, Twitter) or other similar services without prior permission from the technology coordinator or other appropriate personnel.
  • Do not use, possess or attempt to make or distribute illegal/unauthorized copies of software or other digital media. Illegal/unauthorized software or other digital media means any software or other digital media that has been downloaded or copied or is otherwise in the user’s possession or being used without the appropriate registration and/or license for the software or in violation of any applicable trademarks and/or copyrights, including the payment of any fees to the owner of the software or other digital media.
  • Do not alter, modify, corrupt or harm in any way the computer software stored on the District’s computers or computer network systems. Do not install any software on the hard drive of any District computer or on the District’s computer network systems or run any personal software media or alter or modify any data files stored on the District’s computers, computer-like equipment or computer network systems without prior permission and/or supervision from the technology coordinator or other appropriate personnel.
  • Do not download any programs or files from the internet without prior permission from the District’s technology coordinator or other appropriate personnel. Any programs or files downloaded from the internet shall be strictly limited only to those that you have received permission from the technology coordinator or other appropriate personnel to download.
  • Do not use any encryption software from any access point within the District.
  • Do not access the internet from a District computer and/or computer-like equipment using a non-District internet account.
  • Do not share a personal user account with anyone. Do not share any personal user account passwords with anyone or leave your account open or unattended.
  • Do not access the District’s computers, computer-like equipment or computer network systems or use the District’s internet connection from a non-District computer without prior authorization from the technology coordinator or other appropriate personnel.
  • Do not use an instant messenger service or program, internet relay chat or other forms of direct electronic communication or enter a chat room while using the District’s computers, computer-like equipment, computer network systems and/or the District’ internet connection without prior permission from the District’s technology coordinator or other appropriate personnel.
  • Do not disable or circumvent or attempt to disable or circumvent filtering software without prior permission from the District’s technology coordinator or other appropriate personnel.
  • Do not play any games or run any programs that are not related to the District’s educational program.
  • Do not vandalize the District’s computers, computer-like equipment or its computer network systems. Vandalism is defined as any attempt to harm, modify, deface or destroy physical computer equipment, computer-like equipment or the computer network and any attempt to harm or destroy data stored on the District’s computer equipment, computer-like equipment or the computer network or the data of another user. All users are expected to immediately report any problems or vandalism of computer equipment to the administration, the technology coordinator or the instructor responsible for the equipment.
  • Do not commit or attempt to commit any act that disrupts the operation of the District’s computers, computer-like equipment or computer network systems or any network connected to the internet, including the use or attempted use or possession of computer viruses or worms or participation in hacking or other unlawful/inappropriate activities on line. Users must report any security breaches or system misuse to the administration or technology coordinator. Do not demonstrate any security or other network problems to other users; give your password to another user for any reason; and/or use another individual's account. Do not attempt to log on to any device as a system administrator.
  • Do not use the network in such a way that you would disrupt the use of the network by other users or would waste system resources (e.g. listening to internet radio, printing web pages without prior permission from the technology coordinator or other appropriate personnel, staying on the network longer than is necessary to obtain needed information).
  • Do not use the District’s computers, computer-like equipment and/or computer network systems for any commercial or for-profit purposes, personal or private business, (including but not limited to shopping or job searching), product advertisement or political lobbying.
  • Do not use the District’s computers, computer-like equipment, computer network systems and/or the internet to access, download, transmit, and/or disseminate any material in violation of any federal or state law, copyrighted material, obscene material, hate literature, material protected by trade secret, computer viruses and/or worms, offensive material, spam e-mails, any threatening or harassing materials, and/or any material that will cause a material and substantial disruption of the proper and orderly operation and discipline of the school or school activities. If a user encounters potentially inappropriate information, the user shall immediately terminate contact with such information and notify the technology coordinator or other appropriate personnel of the contact with inappropriate information.
  • Do not plagiarize information accessed through the District’s computer; computer-like equipment, computer network systems and/or the internet. Students and staff shall obtain permission from appropriate parties prior to using copyrighted material that is accessed through the District’s computer, computer network systems, and/or the internet.

 

The District will, within the curriculum currently being offered, include age-appropriate content related to children’s use of the internet. This may include anti-bullying and harassment considerations, social networking considerations and other considerations involving internet usage.

 

Although reasonable efforts will be made to make sure students will be under supervision while on the network, it is not possible to constantly monitor individual students and what they are accessing on the network. Some students may encounter information that may not be of educational value and/or may be inappropriate. If a student encounters such information, the student should terminate access to the information immediately and notify supervisory personnel or other appropriate personnel of what occurred.

 

Students will be able to access the District’s computers, computer-like equipment and computer network systems, including use of the internet, through their teachers and/or other appropriate supervisors. Individual electronic mail addresses (will/will not) be issued to students. Students will not be allowed to use e-mail except under very specific, limited educational circumstances. If a student has an electronic mail address that has been set up outside of school, the student will not be permitted to access that e-mail account or use that address to send and receive mail at school.

 

Parents will be required to sign a permission form to allow their students to access the District’s computers, computer-like equipment, computer network systems and the internet. Students and staff members will sign a form acknowledging they have read and understand the District’s policies and regulations regarding appropriate use of the District’s computers, computer-like equipment, computer network systems and the internet; that they will comply with the policies and regulations; and understand the consequences for violation of the policy or regulations. Prior to publishing any student work and/or pictures on the internet, the District will obtain written permission from the student’s parents to do so.

 

The District has the right, but not the duty, to monitor any and all aspects of its computers, computer-like equipment, computer network systems and internet access including, but not limited to, monitoring sites students and staff visit on the internet and reviewing e-mail. The administration and the technology coordinator shall have both the authority and right to examine all computer and computer-like equipment and internet activity including any logs, data, e-mail, computer disks and/or other computer related records of any user of the system. The use of e-mail is limited to District and educational purposes only. Students and staff waive any right to privacy in anything they create, store, send, disseminate or receive on the District’s computers, computer-like equipment and computer network systems, including the internet.

 

No warranties, expressed or implied, are made by the District for the computer technology and internet access being provided. Although the District has taken measures to implement and maintain protection against the presence of computer viruses, spyware, and malware on the District’s computers, computer network systems, and internet access, the District cannot and does not warranty or represent that the District’s computers, computer-like equipment, computer network systems or internet access will be secure and free of computer viruses, spyware or malware at all times. The District, including its officers and employees, will not be responsible for any damages including, but not limited to, the loss of data, delays, non-deliveries, misdeliveries or service interruptions caused by negligence or omission. Individual users are solely responsible for making backup copies of their data. The District is not responsible for the accuracy of information that users access on the internet and is not responsible for any unauthorized charges students or staff members may incur as a result of their use of the District’s computers, computer-like equipment, computer network systems, and/or internet access. Any risk and/or damages resulting from information obtained from the District’s computers, computer-like equipment, computer network systems, and/or internet access is assumed by and is the responsibility of the user.

 

Students, parents, and staff members may be asked from time to time to sign a new consent and/or acceptable use agreement to reflect changes and/or developments in the law or technology. When students, parents, and staff members are presented with new consent and/or acceptable use agreements to sign, these agreements must be signed for students and/or staff to continue to have access to and use of the District’s computers, computer-like equipment, computer network systems, and the internet.

 

The interpretation, application, and modification of this policy are within the sole discretion of the school district. Any questions or issues regarding this policy should be directed to the Superintendent, any building principal or the technology coordinator. The board will review and update this policy as necessary. The district will maintain this policy at least five (5) years after the termination of funding pursuant to the Children’s Internet Protection Act (CIPA) or E-rate.

 

Legal References:      17 U.S.C.  @ 101 et. Al.

                                    281 I.A.C.  12.3 (12).

                                    281 I.A.C.  12.3 (8)

                                    Iowa Code  @280.22

 

Approved 08/17/2009      Reviewed_04/17/2017_    Revised_07/18/2013_

Uploaded Files: 

605.4R2 Computer and/or Tablet Policy

The PCM Community School District has computers and/or tablets for its faculty members and/or students to use inside and outside of school in order to enhance, enrich, and facilitate learning and teaching and to aid in administrative duties and school communications. All computers, tablets, and related equipment are school district property. The use of the district’s computers, tablets, and related equipment shall be subject to all of the terms and conditions set out in the district’s policies on appropriate use of computers, computer-like equipment, computer network systems, and the internet.

 

Staff Members’ Use of District’s Computer and/or Tablet

Prior to using the district’s computers, tablets, and related equipment, staff members will sign a Staff Computer and/or Tablet Acceptance Form and Consent to Use of the District’s Computers, Computer-Like Equipment, Computer Network Systems, and Internet Access and agree to all outlined policies before being issued a computer and/or tablet. Staff members shall not attempt to install software or hardware or change the system configuration, including any network settings, on any district computer and/or tablet without prior consultation with the district’s technology department. Staff members shall not attempt to change or modify in any way any related equipment that they are issued with the district’s computer and/or tablet.

 

Staff members shall protect district computers, tablets, and related equipment from damage and theft. Each staff member shall be responsible for any damage to the computer, tablet, related equipment, or the computer’s hardware and/or software they have been issued from the time it is issued to them until the time it is turned back in to the district (including labor costs). Staff members who choose to store school data, such as grades, tests, or exams, on district computers and/or tablets are required to back up this data on the district’s network as a safety precaution against data loss.

 

Students’ Use of District’s Computer and/or Tablet

Prior to using the district’s computers, tablets, and related equipment, a parent/guardian and/or the student with sign a Consent to Student Use of the District’s Computers, Computer-Like Equipment, Computer Network Systems, and Internet Access and agree to all outlined policies, including those stated in the Student 1:1 Handbook, before being issued a computer and/or tablet.

 

Students shall protect district computers, tablets, and related equipment from damage and theft. Each student shall be responsible for any damage to the computer, tablet, related equipment, or the computer’s hardware and/or software they have been issued from the time it is issued to them until the time it is turned back in to the district (including labor costs).

 

Approved 04/17/2017   Reviewed                Revised             

605.5 Media Centers

The school district shall maintain a media center in each building for use by employees and by students during the school day.

 

Materials for the center will be acquired according to board policy, “Instructional Materials Selection.”

 

It shall be the responsibility of the principal of the building in which the media center is located to oversee the use of materials in the media center.

 

It shall be the responsibility of the superintendent to develop procedures for the selection and replacement of both library and instructional materials, for the acceptance of gifts, for the weeding of library and instructional materials, and for the handling of challenges to either library or classroom materials.

 

Legal Reference:                    Iowa Code §§ 279.8; 280.3, .14; 301.

                                                281 I.A.C. 12.5(22).

 

Approved   03/25/91       Reviewed 03/20/2017     Revised 05/19/97   

605.5R1 Library Material Weeding Regulations and Criteria

The collection of the PCM Community School libraries will be continually reevaluated in relation to evolving curriculum, new formats of materials, new instructional methods and the needs of its users. Materials no longer appropriate should be removed and replaced with materials containing more current and accurate information. Lost and worn materials of lasting value should be replaced when possible. Weeding is essential to maintaining a relevant attractive collection.

 

The following guidelines are to be taken into consideration when weeding the collection:

  1. Are in poor physical condition.
  2. Contain outdated information.
  3. Are inappropriate for the age level being served.
  4. No longer support the curriculum.
  5. Have not circulated in the last five years.
  6. Have multiple copies – unless specified by teachers that multiple copies are need.
  7. Contain racial, ethnic and religious stereotypes – except when presented in an historical context.

Material that has been weeded will be:

  1. Recycled when possible.
  2. Bagged and tagged for destruction.

 

Approved   05/21/01       Reviewed 03/20/2017     Revised 03/20/2017  

605.6 Use of Information Resources

In order for students to experience a diverse curriculum, the board encourages employees to supplement their regular curricular materials with other resources. In so doing, the board recognizes that federal law makes it illegal to duplicate copyrighted materials without authorization of the holder of the copyright, except for certain exempt purposes. Severe penalties may be imposed for plagiarism, unauthorized copying or using of media, including, but not limited to, print, electronic and web-based materials, unless the copying or using conforms to the "fair use" doctrine. Under the "fair use” doctrine, unauthorized reproduction of copyrighted materials is permissible for such purposes as criticism, comment, news reporting, teaching, scholarship or research providing that all fair use guidelines are met.

While the school district encourages employees to enrich the learning programs by making proper use of supplementary materials, it is the responsibility of employees to abide by the school district's copying procedures and obey the requirements of the law. In no circumstances shall it be necessary for school district staff to violate copyright requirements in order to perform their duties properly. The school district will not be responsible for any violations of the copyright law by employees or students. Violation of the copyright law by employees may result in discipline up to, and including, termination. Violation of the copyright law by students may result in discipline, up to and including, suspension or expulsion.

Parents or others who wish to record, by any means, school programs or other activities need to realize that even though the school district received permission to perform a copyrighted work does not mean outsiders can copy it and re-play it. Those who wish to do so should contact the employee in charge of the activity to determine what the process is to ensure the copyright law is followed. The school district is not responsible for outsiders violating the copyright law or this policy.

Any employee or student who is uncertain as to whether reproducing or using copyrighted material complies with the school district's procedures or is permissible under the law should contact the teacher-­librarian who will also assist employees and students in obtaining proper authorization to copy or use protected material when such authorization is required.

It is the responsibility of the superintendent, in conjunction with the principal to develop administrative regulations regarding this policy.

 

Legal Reference:       

Iowa Code Title XVII, U.S. Code (P.L. 94 - 553, 10/19/76)

Agreement on Guidelines for Classroom Copying in Not-for-Profit Educational Institutions (H.R.94-1476)

Computer Software Copyright, Title XVII, U.S. Code (P.L. 96-517).

 

Approved   05/19/97       Reviewed 03/20/2017     Revised 03/20/2017 

605.6R1 Use of Information Resources Regulation

Employees and students may make copies of copyrighted materials that fall within the following guidelines. Where there is reason to believe the material to be copied does not fall within these guidelines, prior permission shall be obtained from the publisher or producer with the assistance of the librarian. Employees and students who fail to follow this procedure may be held personally liable for copyright infringement and may be subject to discipline by the board.

 

Under the "fair use'' doctrine, unauthorized reproduction of copyrighted materials is permissible for such purposes as criticism, comment, news reporting, teaching, scholarship or research. Under the fair use doctrine, each of the following four standards must be met in order to use the copyrighted document:

  • Purpose and Character of the Use - The use must be for such purposes as teaching or scholarship.
  • Nature of the Copyrighted Work - The type of work to be copied.
  • Amount and Substantiality of the Portion Used - Copying the whole of a work cannot be considered fair use; copying a small portion may be if these guidelines are followed.
  • Effect of the Use Upon the Potential Market for or value of the Copyrighted Work - If resulting economic loss to the copyright holder can be shown, even making a single copy of certain materials may be an infringement, and making multiple copies presents the danger of greater penalties.

 

Authorized Reproduction and Use of Copyrighted Material Reminders

  • Materials on the Internet should be used with caution since they may, and likely are, copyrighted.
  • Proper attribution (author, title, publisher, place and date of publication) should always be given.
  • Notice should be taken of any alterations to copyrighted works, and such alterations should only be made for specific instructional objectives.
  • Care should be taken in circumventing any technological protection measures. While materials copied pursuant to fair use may be copied after circumventing technological protections against unauthorized copying, technological protection measures to block access to materials may not be circumvented.

 

In preparing for instruction, a teacher may make or have made a single copy of:

  • A chapter from a book;
  • An article from a newspaper or periodical;
  • A short story, short essay or short poem; or,
  • A chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper.

 

A teacher may make multiple copies not exceeding more than one per pupil, for classroom use or discussion, if the copying meets the tests of “brevity, spontaneity and cumulative effect" set by the following guidelines. Each copy must include a notice of copyright.

  • Brevity
    • A complete poem, if less than 250 words and two pages long, may be copied: excerpts from longer poems cannot exceed 250 words;
    • Complete articles, stories or essays of less than 2500 words or excerpts from prose works less than 1000 words or 10% of the work, whichever is less may be copied; in any event, the minimum is 500 words;
    • Each numerical limit may be expanded to permit the completion of an unfinished line of a poem or prose paragraph;
    • One chart, graph, diagram, drawing, cartoon or picture per book or periodical issue may be copied. "Special" works cannot be reproduced in full; this includes children's books combining poetry, prose or poetic prose. Short special works may be copied up to two published pages containing not more than 10 percent of the work.
  • Spontaneity - Should be at the "instance and inspiration" of the individual teacher when there is not a reasonable length of time to request and receive permission to copy.
  • Cumulative Effect - Teachers are limited to using copied material for only one course for which copies are made. No more than one short poem, article, story or two excerpts from the same author may be copied, and no more than three works can be copied from a collective work or periodical column during one class term. Teachers are limited to nine instances of multiple copying for one course during one class term. Limitations do not apply to current news periodicals, newspapers and current news sections of other periodicals.

 

Copying Limitations

Circumstances will arise when employees are uncertain whether or not copying is prohibited. In those circumstances, the librarian should be contacted. The following prohibitions have been expressly stated in federal guidelines:

  • Reproduction of copyrighted material shall not be used to create or substitute for anthologies, compilations or collective works.
  • Unless expressly permitted by agreement with the publisher and authorized by school district action, there shall be no copying from copyrighted consumable materials such as workbooks, exercises, test booklets, answer sheets and the like.
  • Employees shall not:
    • Use copies to substitute for the purchase of books, periodicals, music recordings, consumable works such as workbooks, computer software or other copyrighted material. Copy or use the same item from term to term without the copyright owner's permission;
    • Copy or use more than nine instances of multiple copying of protected material in anyone term;
    • Copy or use more than one short work or two excerpts from works of the same author in any one term;
    • Copy or use protected material without including a notice of copyright. The following is a satisfactory notice: NOTICE: THIS MATERIAL MAY BE PROTECTED BY COPYRIGHT LAW.
    • Reproduce or use copyrighted material at the direction of someone in higher authority or copy or use such material in emulation of some other teacher's use of copyrighted material without permission of the copyright owner.
    • Require other employees or students to violate the copyright law or fair use guidelines.

 

Authorized Reproduction and Use of Copyrighted Materials in the Library

A library may make a single copy or three digital copies of:

  • An unpublished work in its collection;
  • A published work in order to replace it because it is damaged, deteriorated, lost or stolen, provided that an unused replacement cannot be obtained at a fair price.
  • A work that is being considered for acquisition, although use is strictly limited to that decision. Technological protection measures may be circumvented for purposes of copying materials in order to make an acquisition decision.

 

A library may provide a single copy of copyrighted material to a student or employee at no more than the actual cost of photocopying. The copy must be limited to one article of a periodical issue or a small part of other material, unless the library finds that the copyrighted work cannot be obtained elsewhere at a fair price. In the latter circumstance, the entire work may be copied. In any case, the copy shall contain the notice of copyright and the student or staff member shall be notified that the copy is to be used only for private study, scholarship or research. Any other use may subject the person to liability for copyright infringement.

 

Authorized Reproduction and Use of Copyrighted Music or Dramatic Works

 Teachers may:

  • Make a single copy of a song, movement, or short section from a printed musical or dramatic work that is unavailable except in a larger work for purposes of preparing for instruction;
  • Make multiple copies for classroom use of an excerpt of not more than 10% of a printed musical work if it is to be used for academic purposes other than performance, provided that the excerpt does not comprise a part of the whole musical work which would constitute a performable unit such as a complete section, movement, or song;
  • In an emergency, a teacher may make and use replacement copies of printed music for an imminent musical performance when the purchased copies have been lost, destroyed or are otherwise not available,
  • Make and retain a single recording of student performances of copyrighted material when it is made for purposes of evaluation or rehearsal;
  • Make and retain a single copy of excerpts from recordings of copyrighted musical works for use as aural exercises or examination questions; and,
  • Edit or simplify purchased copies of music or plays provided that the fundamental character of the work is not distorted. Lyrics shall not be altered or added if none exist.

 

Performance by teachers or students of copyrighted musical or dramatic works is permitted without the authorization of the copyright owner as part of a teaching activity in a classroom or instructional setting. The purpose shall be instructional rather than for entertainment.

 

Performances of non-dramatic musical works that are copyrighted are permitted without the authorization of the copyright owner, provided that:

  • The performance is not for a commercial purpose;
  • None of the performers, promoters or organizers are compensated; and,
  • Admission fees are used for educational or charitable purposes only.

 

All other musical and dramatic performances require permission from the copyright owner. Parents or others wishing to record a performance should check with the sponsor to ensure compliance with copyright.

 

Recording of Copyrighted Programs

Television programs, excluding news programs, transmitted by commercial and non-commercial television stations for reception by the general public without charge may be recorded off-air simultaneously with broadcast transmission (including simultaneous cable retransmission) and retained by a school for a period not to exceed the first forty-five (45) consecutive calendar days after date of recording. Upon conclusion of this retention period, all off-air recordings must be erased or destroyed immediately. Certain programming such as that provided on public television may be exempt from this provision; check with the librarian or the subscription database, e.g. united streaming.

 

Off-air recording may be used once by individual teachers in the course of instructional activities, and repeated once only when reinforcement is necessary, within a building, during the first 10 consecutive school days, excluding scheduled interruptions, in the 45 calendar day retention period. Off-air recordings may be made only at the request of and used by individual teachers and may not be regularly recorded in anticipation of requests. No broadcast program may be recorded off-air more than once at the request of the same teacher, regardless of the number of times the program may be broadcast. A limited number of copies may be reproduced from each off-air recording to meet the legitimate needs of teachers. Each additional copy shall be subject to all provisions governing the original recording.

 

After the first ten consecutive school days, off-air recordings may be used up to the end of the 45 calendar day retention period only for evaluation purposes, i.e., to determine whether or not to include the broadcast program in the teaching curriculum. Permission must be secured from the publisher before the recording can be used for instructional purposes after the 10 day period.

 

Off-air recordings need not be used in their entirety, but the recorded programs may not be altered from their original content. Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations. All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.

 

Authorized Reproduction and Use of Copyrighted Computer Software

Schools have a valid need for high-quality software at reasonable prices. To assure a fair return to the authors of software programs, the school district shall support the legal and ethical issues involved in copyright laws and any usage agreements that are incorporated into the acquisition of software programs. To this end, the following guidelines shall be in effect:

  • All copyright laws and publisher license agreements between the vendor and the school district shall be observed;
  • Staff members shall take reasonable precautions to prevent copying or the use of unauthorized copies on school equipment;
  • A back-up copy shall be purchased, for use as a replacement when a program is lost or damaged. If the vendor is not able to supply a replacement, the school district shall make a back-up copy that will be used for replacement purposes only;
  • A copy of the software license agreement shall be retained by the technology director or librarian; and,
  • A computer program may be adapted by adding to the content or changing the language. The adapted program may not be distributed.

 

Fair Use Guidelines for Educational Multimedia

Students may incorporate portions of copyrighted materials in producing educational multimedia projects such as videos, Power Points, podcasts and web sites for a specific course, and may perform, display or retain the projects.

 

Educators may perform or display their own multimedia ­based instructional activities. These projects may be used:

  • In face-to-face instruction;
  • In demonstrations and presentations, including conferences;
  • In assignments to students;
  • For remote instruction if distribution of the signal is limited;
  • Over a network that cannot prevent duplication for fifteen days, after fifteen days a copy may be saved on-site only: or,
  • In their personal portfolios.

 

Educators may use copyrighted materials in a multimedia project for two years, after that permission must be requested and received.

 

The following limitations restrict the portion of any given work that may be used pursuant to fair use in an educational multimedia project:

  • Motion media: ten percent or three minutes, whichever is less;
  • Text materials: ten percent or 1,000 words, whichever is less:
  • Poetry: an entire poem of fewer than 250 words, but no more than three poems from one author or five poems from an anthology. For poems of greater than 250 words, excerpts of up to 250 words may be used, but no more than three excerpts from one poet or five excerpts from an anthology:
  • Music, lyrics and music video: Up to ten percent, but no more than thirty seconds. No alterations that change the basic melody or fundamental character of the work;
  • Illustrations, cartoons and photographs: No more than five images by an artist, and no more than ten percent or fifteen images whichever is less from a collective work;
  • Numerical data sets: Up to ten percent or 2,500 field or cell entries, whichever is less;

 

Fair use does not include posting a student or teacher's work on the Internet if it includes portions of copyrighted materials. Permission to copy shall be obtained from the original copyright holder(s) before such projects are placed online. The opening screen of such presentations shall include notice that permission was granted and materials are restricted from further use.

 

Approved   05/19/97       Reviewed 03/20/2017     Revised 03/20/2017 

606 Instructional Arrangements

606.2 Class Size - Class Grouping

It shall be within the sole discretion of the board to determine the size of classes and to determine whether class grouping shall take place. The board shall review the class sizes annually.

 

It shall be the responsibility of the superintendent to make a recommendation to the board on class size based upon the budget of the school district, the qualifications of and number of certificated personnel, and other factors deemed relevant to the board such as instructional methods used, physical space, equipment and materials available, educational research, etc.

 

Legal Reference:                    Iowa Code §§ 279.8, 280.3.

 

Approved   3/25/91       Reviewed 03/20/2017       Revised 3/18/96  

606.2R1 Class Size - Class Grouping Regulation

High School

Courses are either required or elective. Class size, therefore, depends on the physical space, equipment, instructional materials available, qualified personnel and other factors that may determine if a class is offered and/or taught.

 

Middle School

Class size will primarily follow the middle school concept. The above factors will also determine if a subject is offered and/or taught.

 

Elementary Level

The District philosophy encourages small pupil-teacher ratios particularly in the kindergarten and First Grade levels. Besides the factors listed in the main policy, equity for both buildings is a major concern. Therefore, parents are encouraged to volunteer the transfer of their child/children if inequity occurs in large numbers at a particular grade level. Lacking the necessary transfers to allow equity in numbers, the Board retains the right to assign students to the appropriate grade level/building to obtain a equity and a conducive learning environment. The Board does not support setting a maximum or specific number for each class section in order to maintain flexibility.

 

Approved   05/19/97       Reviewed 03/20/2017     Revised            

606.3 Homework

 

Homework should be an integral and relevant part of every student’s instructional program. It should be used consistently throughout the grades and classes.

 

Homework is defined to be the extra class activities and assignments which may properly be considered an extensions and enrichment of the regular classroom instructional program.

 

The purpose of carefully assigned homework should be:

1.   Practicing research and exploratory activities;

2.   Sharing and discussing ideas;

3.   Reviewing and summarizing materials studies;

4.   Becoming acquainted with references and resource materials;

5.   Organizing student’s thoughts and thinking skills in preparation for classroom activities; and

6.   Making up incomplete course or subject assignments.

 

Building principals should make sure that the teaching staff members in their building assign meaningful homework assignments.

 

Legal Reference:                    Iowa Code §§ 279.8; 280.3, .14.

 

Approved   03/25/91       Reviewed 03/20/2017      Revised            

606.4 School Ceremonies and Observances

The school district will continue school ceremonies and observances which have become a tradition and a custom of the education program. These include, but are not limited to, reciting the Pledge of Allegiance and observance of holidays, such as Christmas, Halloween and Easter, by programs and performances. Such ceremonies or observances shall have a secular purpose and shall not advocate or sponsor a particular religion.

 

Students who do not wish to participate in these activities may be silent during the ceremony or observance or receive permission from the principal to be excused from the ceremony for religious reasons in compliance with board policy.

 

 

Legal Reference:       

U.S. Const. amend. I.

Lee v. Weisman, 112 S. Ct. 2649 (1992).

Lemon v. Kurtzman, 403 U.S. 602, (1971).

Graham v. Central Community School District of Decatur County, 608 F. Supp. 531 (S.D. Iowa 1985).

Iowa Code §§ 279.8.

 

Approved   03/25/91       Reviewed 03/20/2017     Revised 05/19/97   

606.5 Animals on School Property

Live animals, with the exception of service animals, will not be allowed on school district property except under special circumstances and only for an educational purpose. Permission prior to the event will be required from the building administrator for anyone wishing to bring an animal on to school district property. Appropriate supervision of animals is required when animals are brought on to school district property.

 

The person bringing the animal must furnish transportation for the animal brought to school. Animals will not be allowed to travel to and from the student’s attendance center on the school bus without prior approval from the principal.

 

It shall be the responsibility of the principal to determine appropriate supervision of animals in the classroom.

 

Legal Reference:                    Iowa Code §§ 279.8.

 

Approved   03/25/91       Reviewed 03/20/2017     Revised 06/20/2011   

606.6 Student Production of Materials and Services

Materials and services produced by students at the expense of the school district will be the property of the school district. Materials and services produced by students at the student’s expense, except for incidental expense to the school district, will be the property of the student.

 

It shall be the responsibility of the superintendent to determine incidental expense.

 

Legal Reference:                    Iowa Code §§ 279.8.

 

Approved   03/25/91       Reviewed 03/20/2017     Revised 05/19/97   

606.7 Student Field Trips and Excursions

The board recognizes that a properly planned, well conducted, and carefully supervised field trip is a vital part of the curriculum of any classroom. As such, student trips of significant educational value are to be encouraged.

 

Field trips shall have the prior approval of the building principal. An advance consent form of the student’s parents is required to be completed and on file in the building of attendance. This will be required for any excursion involving the use of public or private transportation.

 

Field trips overnight or trips outside of the state must have the approval of the board. Sufficient sponsors shall be furnished and financial provisions shall be arranged.

 

Administrative guidelines by building principals and approved by the superintendent of schools will determine specific procedures for each building. For example, limits may be placed on the number of trips per building and their nature, the grade level, and the classrooms each year. Typically, fees charged to attend performances, entrance to an exhibit, etc., will be paid by the students or through fund raisers by the students and not the school district.

 

Legal Reference:                    390 C.F.R. Pt. 390.3(f) (1993).

                                                Iowa Code §§ 279.8.

                                                281 I.A.C. 43.9.

 

Approved   03/25/91       Reviewed 03/20/2017     Revised             

606.7R1 Senior Trip

I.       Philosophy

         It is the philosophy of the PCM School District to support the concept of a senior trip. The trip is a privilege, not a right, which is earned by the students by proper actions and demonstrated support of the class through high school. All school rules apply on this trip. Furthermore, it is assumed by the districts that this trip is to be educational in nature and not designed as strictly an entertaining escapade.

 

II.      Trip Itinerary

         No later than the March board meeting of each year, a complete itinerary will be submitted for approval.

 

III.     Length of Trip

         The senior class trip shall not exceed seventy-two (72) hours from the time they leave PCM until they return. The trip should be limited to two (2) nights lodging plus the necessary travel time to and from the desired location. The trip will be limited to states bordering Iowa.

 

IV.     Qualification to go on Senior Trip

         Each student shall:

  1. Be on schedule to meet graduation requirements.
  2. Pay their share of the trip expenses.

 

During grades nine (9) through eleven (11), the class will be earning money for the prom and the senior class trip. All money left over following prom will go towards the class trip. The remaining cost of the trip will be divided among the seniors going on the trip. Any profits earned during the senior class fund raisers will decrease the cost of the trip.

 

V.      Losing Privilege of Senior Trip

  1. Any out-of-school suspension or more than one in-school suspension during the senior year. Students are entitled to an appeal through due process pursuant to Board Policy 502.6.
  2. Any expulsion during grades nine (9) thru twelve (12). Students are entitled to an appeal through due process pursuant to Board Policy 502.6.
  3. Any use of drugs (including alcohol and tobacco) during the senior year as defined by the school's good conduct policy. The senior year begins with the first day of fall activity practices. Students are entitled to an appeal through due process pursuant to Board Policy 502.6.

 

VI.     Deposit

         Each student will be required to make a deposit before trip arrangements are completed. If a student decides not to attend or losses the privilege of attending or is brought home early from the trip, the deposit is forfeited.

 

VII.    Luggage Check

         All handbags and luggage will be checked by a parent or chaperone before being loaded.

 

 

 

VIII.   Chaperones

         A chaperone shall be provided for each ten (10) students plus one (1) extra chaperone. These chaperones will be approved by the building principal. All lodging and fees for the chaperones will be paid by the senior class.

 

IX.     Trip Termination

         When, in the judgment of the chaperones, the students have become unmanageable or an embarrassment to the school, the total trip will be terminated and all students will be brought home.

 

         A chaperone shall be appointed to bring anyone home from the trip when action demonstrates the need to bring the student home. Listed below are some examples of behaviors that would result in sending a student home early. This list is not inclusive itself, but is designed to show the types of behavior that will result in termination of the senior class trip for the student:

  • Possession of drugs (including alcohol and tobacco)
  • Shoplifting
  • Destruction of property

 

         Any student brought home early from the senior trip will not be allowed to participate in the graduation ceremonies. The trip starts when the bus leaves PCM school grounds and ends when the bus arrives back on PCM school grounds. This will be strictly enforced and the boards will have special meetings to give such students their diploma.

 

Legal Reference:               Iowa Code §§ 279.8

 

Approved   3/25/91       Reviewed 03/20/2017     Revised 03/20/2017 

606.8 School Assembly

The principal may authorize programs or activities in the form of a school assembly when such events contribute to the achievement of education goals of the school district. Such assemblies shall comply with the school calendar.

 

In authorizing a school assembly, the principal shall consider the budget of the school district, the educational benefits of the activity, the inherent risks or dangers of the activity, and other factors as the principal or superintendent deems relevant.

 

It shall be the responsibility of the principal to inform the board of the approved school assemblies.

 

Legal Reference:                    Iowa Code §§ 279.8; 280.3, .14.

 

Approved   03/25/91       Reviewed 03/20/2017      Revised             

606.9 Insufficient Classroom Space

Insufficient classroom space shall be determined on a case-by-case basis. In making its determination whether insufficient classroom space exists, the board may consider several factors, including but not limited to, the nature of the education program, the grade level, the available certified employees, the instructional method, the physical space, student-teacher ratios, equipment and materials, facilities either being planned or under construction, facilities planned to be closed, financial condition of the school district and projected to be available, a sharing agreement in force or planned, a bargaining agreement in force, laws or rules governing special education class size, board-adopted school district goals and objectives, and other factors considered relevant by the board.

 

This policy shall be reviewed by the board annually. It shall be the responsibility of the superintendent to bring this policy to the attention of the board each year.

 

Legal Reference:                    Iowa Code §§ 282.18(13).

                                                281 I.A.C. 17.6(3).

 

Approved   03/25/91       Reviewed 03/20/2017     Revised 03/20/2017  

607 Instructional Services

607.1 Student Guidance and Counseling Program

The board shall provide a student guidance and counseling program. The guidance counselor shall be certified in the State of Iowa and hold the qualifications required by the board. The guidance and counseling program will serve grades kindergarten through twelve. The program will assist students with their personal, educational, and career development. The program shall be coordinated with the education program and involve certified employees.

 

Legal Reference:                    Iowa Code §§ 622.10.

                                                281 I.A.C. 12.3(6); .5(21).

 

Approved   03/25/91       Reviewed 03/20/2017      Revised 03/20/2017  

607.2 Student Health Services

Health services shall be coordinated with the health education and physical education curriculum. The program shall be designed to help each student protect, improve and maintain physical, emotional and social well-being. Areas to be considered include, but are not limited to:

  • Environmental health and safety;
  • Emergency health procedures and responsibilities;
  • Health promotion;
  • Communicable disease prevention and control;
  • Staffing for the school health program;
  • Administering of prescription medication;
  • Acute or chronic health problems;
  • Health assessment and screening;
  • Record keeping; and
  • Program evaluation.

 

Nurses and other medical employees employed by or requested to conduct services for the board shall hold and maintain a current Iowa license and meet the requirements of the Iowa Department of Education if required by the school district. In addition to the health services provided in the curriculum, the school district will provide the following district-wide health services:

  • Annual vision screening tests;
  • Annual audiometer screening tests;
  • Annual spinal screening;
  • Annual height and weight measurement; and
  • Furnish evidence of immunization for students to the State Board of Health within the first thirty days of the school year.

 

The services listed above will be provided in conjunction with state public health officials and local hospitals.

 

The superintendent shall provide a written report on the role of health services in the education program to the board annually.

 

Legal Reference:                    Iowa Code §§ 139.9; 143.

                                                641 I.A.C. 7.

                                                281 I.A.C. 12.3(9).

 

Approved   03/25/91       Reviewed 03/20/2017     Revised 05/19/97   

608 Adult Education

The board recognizes that the general objectives of post-high school and adult educational programs are the same as those of other levels of public education. These general objectives include:

  1. the preparation of individuals for democratic citizenship;
  2. providing individuals with means for economic improvement and cultural development; and
  3. the enrichment of the personal lives of all who participate.

 

The post-high school and adult educational programs shall be administered by an appointed director in cooperation with the administration of the school district.

 

The physical facilities of the school district shall be made available for use in these programs when there is no conflict with the regular school activities and programs.

 

Recommendations for extension of the adult educational programs shall be made by the director to the school administration who in turn shall present them to the board.

 

Legal Reference:                    Iowa Code §§ 259A; 279.8(4); 288.1; 297.9-.12.

                                                1936 Op. Att’y Gen. 196.

                                                1940 Op. Att’y Gen. 232.

                                                1982 Op. Att’y Gen. 561.

 

Approved   03/25/91       Reviewed 03/20/2017      Revised 06/20/2011

609 Community Education

Because it recognizes that learning is a lifelong activity, the board supports the concept of community education. Because school facilities belong to the people, the facilities will be made available when they are not in use by the district’s regular program. The facilities will be made available for such activities as educational, recreational, cultural, and other community services and programs for all ages, ethnic, and socioeconomic groups residing in the community.

 

 

Legal Reference:                    Iowa Code §§ 276; 279.8(4); 288.1, 297.9-12.

                                                1936 Op. Att’y Gen. 196.

                                                1940 Op. Att’y Gen. 232.

                                                1982 Op. Att’y Gen. 561.

 

Approved   03/25/91       Reviewed 03/20/2017       Revised             

700 Non-Instructional Operations and Business Services

700 Purpose of Non-Instructional and Business Services

This series of the board policy manual is devoted to the goals and objectives for the school district’s non-instructional services and business operations that assist in the delivery of the educational program. These non-instructional services include, but are not limited to, transportation and the school lunch program. The board, as it deems necessary, will provide additional non-instructional services to support the educational program. To the extent a group of employees has a recognized collective bargaining unit, the provisions of the master contract regarding such topics shall prevail.

 

It shall be the goal of the board to provide non-instructional services and to conduct its business operations in an efficient manner.

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

701 Financial Accounting System

701.2 Depository of Funds

Each year at its annual meeting, the board shall designate by resolution the name and location of the Iowa located financial depository institution or institutions to serve as the official school district depository or depositories. The maximum deposit amount to be kept in depository shall be stated in the resolution. The amount stated in the resolution must be for all depositories and include all of the school district’s funds.

 

It shall be the responsibility of the board secretary to include the resolution in the minutes of the meeting.

 

Legal Reference:               Iowa Code §§ 279.33 (2013).

 

Approved   03/25/91       Reviewed  07/17/2017        Revised 03/17/97   

701.3 Financial Records

Financial records of the school district are maintained in accordance with generally accepted accounting principles (GAAP) as required or modified by law. School district monies shall be received and expended from the appropriate fund and/or account. The funds and accounts of the school district shall include, but not be limited to:

Governmental fund type:

  • General fund
  • Special revenue fund
    • Management levy fund
    • Public education and recreation levy fund (PERL)
    • Student activity fund
  • Capital projects fund
    • Secure and Advanced Vision for Education (SAVE)
    • Physical plant and equipment levy fund (PPEL)
  • Debt service fund

Proprietary fund type:

  • Enterprise fund
    • School nutrition fund
    • Child care fund
  • Internal service fund

Fiduciary fund type:

  • Trust fund
    • Expendable trust funds
    • Nonexpendable trust funds
    • Pension trust funds
  • Agency funds

Account groups:

  • General capital assets account group
  • General long-term debt account group

 

The general fund is used primarily for the education program. Special revenue funds are used to account for monies restricted to a specific use by law. Capital projects funds are used to account for financial resources to acquire or construct major capital facilities (other than those of proprietary funds and trust funds) and to account for revenues from SAVE. A debt service fund is used to account for the accumulation of resources for, and the payment of, general long-term debt principal and interest. Proprietary funds account for operations of the school district operated similar to private business, or they account for the costs of providing goods and services provided by one department to other departments on a cost reimbursement basis. Fiduciary funds are used to account for monies or assets held by the school district on behalf of, or in trust for, another entity. The account groups are the accounting records for capital assets and long-term debt.

 

The board may establish other funds in accordance with general accepted accounting principles and may certify other taxes to be levied for the funds as provided by state law. The status of each fund must be included in the annual report.

 

It is the responsibility of the superintendent to implement this policy and bring necessary changes in the maintenance of the school district’s financial records to the attention of the board.

 

Legal Reference:               Iowa Code §§ 291; 298; 298A.

                                           281 I.A.C. 98

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

701.4 Transfer of Funds

When the necessity for an account or fund has ceased to exist, the balance may be transferred to another account or fund by resolution of the board. School district monies received without a designated purpose may be transferred in this manner. School district monies received for a specific use or upon vote of the people may only be transferred by board resolution when the purpose for which the monies were received has been completed. Voter approval is required to transfer monies to the general fund from the capital projects fund and debt service fund.

 

It shall be the responsibility of the board secretary to make recommendations to the board regarding transfers and to provide supporting evidence for the transfer.

 

Legal Reference:               Iowa Code §§ 24.21-.22; 279.8; 298A (2013).

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

701.5 Governmental Accounting Practices and Regulations

School district accounting practices will follow state and federal laws and regulations, generally accepted account principles (GAAP) and the uniform financial accounting system provided by the Iowa Department of Education. As advised by the school district’s auditor, determination of liabilities and assets, prioritization of expenditures of governmental funds and provisions for accounting disclosures shall be made in accordance with governmental account standards.

 

In Governmental Account Standards Board (GASB) Statement No. 54, the board identifies the order of spending unrestricted resources applying the highest level of classification of fund balance – restricted, committed, assigned, and unassigned – while honoring constraints on the specific purposes for which amounts in those fund balances can be spent. A formal board action is required to establish, modify, and/or rescind a committed fund balance. The resolution will state the exact dollar amount. In the event, the board chooses to make changes or rescind the committed fund balance, formal board action is required.

 

The Board authorizes the board treasurer to assign amounts to a specific purpose in compliance with GASB 54. An “assigned fund balance” should also be reported in the order of spending unrestricted resources, but is not restricted or committed.

 

It is the responsibility of the superintendent to development administrative regulations implementing this policy. It is also the responsibility of the superintendent to make recommendations to the board regarding fund balance designations.

 

Legal Reference:        Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A (2013).

 

Approved_06/20/2011_   Reviewed 07/17/2017       Revised 07/17/2017     

702 Cash in School Buildings

The amount of cash that may be kept in the school building for any one day shall be sufficient for that day’s operation. Funds raised by students shall be kept in the administrative office for a maximum of three days and then deposited in the student activity fund.

 

A minimal amount of cash is kept in the administrative office at the close of day. Excess cash is deposited in the authorized depository of the school district.

 

It shall be the responsibility of the superintendent to determine the amount of cash necessary for each day’s operations and to comply with this policy

 

Legal Reference:               Iowa Code §§ 279.8 (2013)

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

703 Budget

703.1 Budget Planning

Prior to certification of the budget, the board will review the projected revenues and expenditures for the school district and make adjustments where necessary to carry out the education program within the revenues projected.

 

A budget for the school district shall be prepared annually for the board’s review. The budget shall include the following:

  • the amount of revenues from sources other than taxation;
  • the amount of revenues to be raised by taxation;
  • an itemization of the amount to be spent in each fund; and,
  • a comparison of the amount spent and revenue received in each fund for like purposes in the two prior fiscal years.

 

It shall be the responsibility of the school business official and superintendent to prepare the budget for review by the board prior to the April 15 deadline each year.

 

Prior to the adoption of the proposed budget by the board, the public shall be apprised of the proposed budget for the school district. Prior to the adoption of the proposed budget by the board, members of the school district community shall have an opportunity to review and comment on the proposed budget. A public hearing for the proposed budget of the board shall be held each year in sufficient time to file the adopted budget no later than April 15.

 

The proposed budget filed by the board with the board secretary and the time and place for the public hearing on the proposed budget shall be published in a newspaper designated for official publication in the school district. It shall be the responsibility of the board secretary to publish the proposed budget and public hearing information at least ten (10) days prior to the public hearing.

 

The board shall adopt and certify a budget for the operation of the school district to the county auditor by April 15. It shall be the responsibility of the board secretary to file the adopted and certified budget with the county auditor and other proper authorities.

 

The board may amend the budget for the fiscal year in the event of unforeseen circumstances. The amendment procedures shall follow the procedures for public review and adoption of the original budget by the board outlined in these policies.

 

It shall be the responsibility of the superintendent and the school business official to bring any budget amendments necessary to the attention of the board to allow sufficient time to file the amendment with the county auditor no later than May 31 of each year.

 

Legal Reference:               Iowa Code §§ 24; 257; 279.8; 297; 298; 618 (2013).

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

703.2 Spending Plan

The budget of the school district shall be the authority for the expenditures of the school district for the fiscal year for which the budget was adopted and certified.

 

It shall be the responsibility of the superintendent to operate the school district within the budget. The superintendent shall report monthly to the board on the status of the spending plan.

 

Legal Reference:               Iowa Code §§ 24.9 (2013)

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

704 Revenue

704.1 Local - State - Federal - Miscellaneous Revenue

Revenues of the school district shall be received by the board treasurer. Other persons receiving revenues on behalf of the school district shall promptly turn them over to the board treasurer.

 

Revenue, from whatever source, shall be accounted for and classified under the official accounting system of the school district. It shall be the responsibility of the board treasurer to deposit the revenues received by the school district in a timely manner. School district funds from all sources will not be used for private gain or political purposes.

 

Tuition fees received by the school district shall be deposited in the general fund. The tuition fee for kindergarten through twelfth grade during the regular academic school year shall be set by the board, based on the superintendent’s recommendation in compliance with current law. Tuition fees for summer school, driver’s education, and adult education shall be set by the board prior to the offering of the programs.

 

The board may charge material fees for the use or purchase of educational materials. Materials fees received by the school district shall be deposited in the general fund. It shall be the responsibility of the superintendent to recommend to the board when materials fees will be charged and the amount of the materials fees.

 

Rental fees received by the school district for the rental of school district equipment or facilities shall be deposited in the general fund. It shall be the responsibility of the superintendent to recommend to the board a fee schedule for renting school district property.

 

Proceeds from the sale of real property shall be placed in the physical plant and equipment levy (PPEL) fund. The proceeds from the sale of other school district property shall be placed in the general fund.

 

The board may claim exemption from the law prohibiting competition with private enterprise for the following activities:

  • Goods/services directly and reasonably related to the educational mission;
  • Goods/services offered only to student, employees, or guests which cannot be provided by private enterprise at the same or lower cost;
  • Use of vehicles for charter trips offered to the public, full or part-time, or temporary students;
  • Goods/services which are not otherwise available in the quantity or quality required by the school;
  • Telecommunications other than radio or television stations;
  • Sponsoring or providing facilities for fitness and recreation;
  • Food service and sales; and
  • Sale of books, records, tapes, software, educational equipment, and supplies.

 

It shall be the responsibility of the superintendent to bring to the board’s attention additional sources of revenue for the school district.

 

Legal Reference:               Iowa Code §§ 12C; 23A; 257.2; 279.8; 282.2, .6, .24; 291.12,

                                           .13; 297.9-.12, .22; 301.1 (2013).

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

704.2 Debt Management

DEBT LIMITS

Credit Ratings

The school district seeks to maintain the highest possible credit ratings for all categories of short- and long-term debt that can be achieved without compromising the delivery of services and the achievement of adopted objectives. The school district recognizes that external economic, natural, or other events may from time to time affect the creditworthiness of its debt. Nevertheless, the school district is committed to ensuring that actions within their control are prudent.

 

Debt Limits

For general obligation debt, the school district’s outstanding debt limit shall be no more than five percent (5%) of the actual value of property within the school district’s boundaries, as prescribed in the Iowa constitution and statutory restrictions.

 

For revenue debt, the school district’s goal is to provide adequate debt service coverage of at least 1.20 times the annual debt service costs.

 

IN accordance with Iowa law, the school district may not act as a conduit issuer or issue municipal securities to raise capital for revenue-generating projects where the funds generated are used by a third party (“conduit borrower”) to make payments to investors.

 

PURPOSES AND USES OF DEBT

Capital Planning

To enhance creditworthiness and prudent financial management, the school district is committed to systematic capital planning, intergovernmental cooperation and coordination and long-term financial planning.

 

Capital Financing

The school district may issue long-term debt for capital projects as authorized by Iowa law, which include, but are not limited to, the costs of planning, design, land acquisition, buildings, permanent structures, attached fixtures or equipment, and movable pieces of equipment. Capitalized interest may be included in sizing any capital project debt issue. The types of debt instruments to be used by the school district include:

  • General Obligation Bonds
  • General Obligation Capital Loan Notes
  • Bond Anticipation Notes
  • Revenue Anticipation Notes
  • School Infrastructure Sales, Services and Use Tax Revenue Bonds
  • Lease Purchase Agreements, including Certifications of Participation

 

Working Capital Financing

The school district may issue debt for working capital for operations after cash flow analysis has determined that there is a mismatch between available cash and cash outflows. The school district shall strive to repay working capital debt by the end of the fiscal year in which the debt was incurred. A Working Capital Reserve may be included in sizing any working capital debt issue.

 

Refundings

Periodic reviews of all outstanding debt will be undertaken to determine if refunding opportunities exist. Refunding will be considered (within federal tax law restraints) if and when there is a net economic benefit of the refunding or if the refunding is otherwise in the best interests of the school district, such as to release restrictive bond covenants which affect the operations and management of the school district.

 

In general, advance refundings for economic savings will be undertaken when a net present value savings exceeds three percent of the refunded debt can be achieved. Current refundings, which produce a new present value savings of less than three percent will be considered on a case by case basis taking into consideration bond covenants and general conditions. Refundings with negative savings will not be considered unless there is a compelling public policy objective for doing so.

 

DEBT STANDARDS AND STRUCTURE

Length of Debt

Debt will be structured for the shortest period consistent with a fair allocation of costs to current and future beneficiaries or users. Long-term debt will not be issued for periods exceeding the useful life or average useful lives of the project or projects to be financed. All debt issued will adhere to state and federal law regarding the length of time the debt may be outstanding.

 

Debt Structure

Debt will be structured to achieve the lowest possible net cost to the school district given market conditions, the urgency of the capital project, the type of debt being issued, and the nature and type of repayment source. To the extent possible, the school district will design the repayment of its overall debt to rapidly recapture its credit capacity for future use.

 

Generally, the school district will only issue fixed-rate debt. In very limited circumstances, the school district may issue variable rate debt, consistent with the limitations of Iowa law and upon a finding of the board that the use of fixed rate debt is not in the best interest of the school district and a statement of the reasons for the use of variable rate debt.

 

All debt may be structured using discount, par, or premium coupons, and as serial or term bonds or notes, or any combination thereof, consistent with Iowa law. The school district should utilize the coupon structure that produces the lowest True Interest Cost (TIC) taking into consideration the call option value of any callable maturities.

 

The school district will strive to structure their debt in sinking fund installments for each debt issue that achieves, as nearly as practicable, level debt service within an issue or overall debt service within a particular classification of debt.

 

Derivatives (including, but not limited to, interest rate swaps, caps, collars, corridors, ceiling and floor agreements, forward agreements, float agreements, or other similar financing arrangements), zero-coupon or capital appreciation bonds are not allowed to be issued consistent with State law.

 

Decision Analysis to Issue Debt

Whenever the school district is contemplating the issuance of debt, information will be developed concerning the following four categories commonly used by rating agencies assessing the school district’s credit worthiness, listed below.

 

Debt Analysis – Debt capacity analysis; purpose for which debt is proposed to be issued; debt structure; debt burden; debt history and trends; and adequacy of debt and capital planning.

 

Financial Analysis – Stability, diversity, and growth rates of tax or other revenue sources; trend in assessed valuation and collections; current budget trends; appraisal of past revenue and expenditure trends; history and long-term trends of revenues and expenditures; evidences of financial planning; adherence to GAAP; audit results; fund balance status and trends in operating and debt funds; financial monitoring systems and capabilities; and cash flow projections.

 

Governmental and Administrative Analysis – Government organization structure; location of financial responsibilities and degree of control; adequacy of basic service provision; intergovernmental cooperation/conflict and extent of duplication; and overall planning efforts.

 

Economic Analysis – Geographic and location advantages; population and demographic characteristics; wealth indicators; types of employment, industry and occupation; housing characteristics; new constructions; evidences of industrial decline; and trend of the economy.

 

DEBT ISSUANCE

Credit Enhancement

Credit enhancements (i.e., bond insurance, etc.) may be used but only when the net debt service on the debt is reduced by more than the costs of the credit enhancement.

 

Costs and Fees

All costs and fees related to issuing debt will be paid out of debt proceeds and allocated across all projects receiving proceeds of the debt issue.

 

Method of Sale

Generally, all school district debt will be sold through a competitive bidding process. Bids will be awarded on a TIC basis providing other bidding requirements are satisfied.

 

The school district may sell debt using a negotiated process in extraordinary circumstances when the complexity of the issue requires specialized expertise, when the negotiated sale would result in substantial savings in time or money, or when market conditions of school district credit are unusually volatile or uncertain.

 

Professional Service Providers

The school district will retain external bond counsel for all debt issues. All debt issued by the school district will include a written opinion by bond counsel affirming that the school district is authorized to issue the debt, stating that the school district has met all Iowa constitutional and statutory requirements necessary for issuance and determining the debt’s federal income tax status. The bond counsel retained must have comprehensive municipal debt experience and a thorough understanding of Iowa law as it related to the issuance of the particular debt.

 

The school district will retain an independent financial advisor. The financial advisor will be responsible for structuring and preparing all offering documents for each debt issue. The financial advisor retained will have comprehensive municipal debt experience, experience with diverse financial structuring and pricing of municipal securities.

 

The treasurer shall have the authority to periodically select other service providers (e.g., excrow agents, verification agents, trustees, arbitrage consultants, rebate specialist, etc.) as necessary to meet legal requirements and minimize net debt costs. These services can include debt restructuring services and security or escrow purchases.

 

Compensation for bond counsel, financial advisor, and other service providers will be as economical as possible and consistent with industry standards for the desired qualification levels.

 

DEBT MANAGEMENT

Investment of Debt Proceeds

The school district shall invest all proceeds received from the issuance of debt separate from the school district’s consolidated cash pool unless otherwise specified by the authorizing bond resolution or trust indenture. Investments will be consistent with those authorized by Iowa law and the school district’s Investment Policy to maintain safety of principal and liquidity of the funds.

 

Arbitrage and Record Keeping Compliance

The treasurer shall maintain a system of record-keeping, reporting and compliance procedures with respect to all federal tax requirements which are currently, or may become applicable through the lifetime of all tax-exempt or tax credit bonds.

 

Federal tax compliance, record-keeping, reporting and compliance procedures shall include, but shall not be limited to:

  1. Post-issuance compliance procedures (including proper use of proceeds, timely expenditure of proceeds, proper use of bond financed property, yield restriction and rebate, and timely return filing);
  2. Proper maintenance of records to support federal tax compliance;
  3. Investments and arbitrage compliance;
  4. Expenditure and assets;
  5. Private business use; and
  6. Designation of primary responsibilities for federal tax compliance of all bond financings.

 

Financial Disclosure

The school district is committed to full and complete financial disclosure, and to cooperating fully with rating agencies, institutional and individual investors, other levels of government, and the general public to share comprehensible and accurate financial information. The school district is dedicated to meeting secondary disclosure requirements on a timely and comprehensive basis, as promulgated by the Securities and Exchange Commission.

 

The Official Statements accompanying debt issues, Annual Audits, and Continuing Disclosure statements will meet the standards articulated by the Municipal Securities Rulemaking Board (MSRB), the Government Accounting Standards Board (GASB), the Securities and Exchange Commission (SEC), Generally Accepted Accounting Principles (GAAP), and the Internal Revenue Service (IRS). The treasurer shall be responsible for ongoing debt disclosure as required by any Continuing Disclosure Certificate for any debt issue and for maintaining compliance with disclosure standard promulgated by state and federal regulatory bodies.

 

Legal Reference:               Iowa Code §§ 74-76; 278.1; 298; 298A (2013).

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

704.2R1 Post-Issuance Compliance Regulations for Tax-Exempt Obligations

  1. Role of Compliance Coordinator/Board Treasurer:

The board treasurer (“Coordinator”) shall:

a)   Be responsible for monitoring post-issuance compliance.

b)   Maintain a copy of the transcript of proceedings in connection with the issuance of any tax-exempt obligations.  Coordinator will obtain such records as are necessary to meet the requirements of this policy.

c)   Consult with bond counsel, a rebate consultant, financial advisor, IRS publications and such other resources as are necessary to understand and meet the requirements of this policy.

d)   Seek out training and education to be implemented upon the occurrence of new developments and upon the hiring of new personnel to implement this policy.

 

  1. Financing Transcripts’ Filing and Retention

The Coordinator shall confirm the proper filing of an 8038 Series return, and maintain a transcript of proceedings for all tax-exempt obligations issued by the PCM Community School District ("District"), including but not limited to all tax-exempt bonds, notes and lease-purchase contracts.  Each transcript shall be maintained until eleven (11) years after the tax-exempt obligation it documents has been retired.  Said transcript shall include, at a minimum:

a)   Form 8038s;

b)   Minutes, resolutions, and certificates;

c)   Certifications of issue price from the underwriter;

d)   Formal elections required by the IRS;

e)   Trustee statements;

f)    Records of refunded bonds, if applicable;

g)   Correspondence relating to bond financings; and

h)   Reports of any IRS examinations for bond financings.    

 

  1. Proper Use of Proceeds. 

The Coordinator shall review the resolution authorizing issuance for each tax-exempt obligation issued by the District, and that the District shall:

a)   Obtain a computation of the yield on such issue from the District's financial advisor; 

b)   Create a separate Project Fund (with as many sub-funds as shall be necessary to allocate proceeds among the projects being funded by the issue) into which the proceeds of issue shall be deposited;

c)   Review all requisitions, draw schedules, draw requests, invoices, and bills requesting payment from the Project Fund;

d)   Determine whether payment from the Project Fund is appropriate, and if so, make payment from the Project Fund (and appropriate sub-fund if applicable);

e)   Maintain records of the payment requests and corresponding records showing payment;

f)    Maintain records showing the earnings on, and investment of, the Project Fund;

g)   Ensure that all investments acquired with proceeds are purchased at fair market value;

h)   Identify bond proceeds or applicable debt service allocations that must be invested with a yield-restriction and monitor the investments of any yield-restricted funds to ensure that the yield on such investments does not exceed the yield to which such investments are restricted;

i)    Maintain records related to any investment contracts, credit enhancement transactions, and the bidding of financial products related to the proceeds;

 

  1. Timely Expenditure and Arbitrage/Rebate Compliance

The Coordinator shall review the Tax-Exemption Certificate (or equivalent) for each tax-exempt obligation issued by the District and the expenditure records provided in Section 2 of this policy, above, and shall:

a)   Monitor and ensure that proceeds of each such issue are spent within the temporary period set forth in such certificate;

b)   If the District does not meet the "small issuer" exception for said obligation, monitor and ensure that the proceeds are spent in accordance with one or more of the applicable exceptions to rebate as set forth in such certificate;

c)   Not less than 60 days prior to a required expenditure date confer with bond counsel and a rebate consultant if the District will fail to meet the applicable temporary period or rebate exception expenditure requirements of the Tax-Exemption Certificate; and

d)   In the event the District fails to meet a temporary period or rebate exception:

  1. Procure a timely computation of any rebate liability and, if rebate is due, file a Form 8038-T and arrange for payment of such rebate liability;
  2. Arrange for timely computation and payment of "yield reduction payments" (as such term is defined in the Code and Treasury Regulations), if applicable.

 

  1. Proper Use of Bond Financed Assets

The Coordinator shall: 

a)   Maintain appropriate records and a list of all bond financed assets.  Such records shall include the actual amount of proceeds (including investment earnings) spent on each of the bond financed assets;

b)   With respect to each bond financed asset, the Coordinator will monitor and confer with bond counsel with respect to all proposed:

  1. management contracts,
  2. service agreements,
  3. research contracts,
  4. naming rights contracts,
  5. leases or sub-leases,
  6. joint venture, limited liability or partnership arrangements,
  7. sale of property; or
  8. any other change in use of such asset;

c)   maintain a copy of the proposed agreement, contract, lease or arrangement, together with the response by bond counsel with respect to said proposal for at least three (3) years after retirement of all tax-exempt obligations issued to fund all or any portion of bond financed assets; and

d)   In the event the District takes an action with respect to a bond financed asset, which causes the private business tests or private loan financing test to be met, the Coordinator shall contact bond counsel and ensure timely remedial action under IRS Regulation Sections 1.141-12.

 

  1. General Project Records

For each project financed with tax-exempt obligations, the Coordinator shall maintain, until three (3) years after retirement of the tax-exempt obligations or obligations issued to refund those obligations, the following:

a)   Appraisals, demand surveys or feasibility studies,

b)   Applications, approvals and other documentation of grants,

c)   Depreciation schedules,

d)   Contracts respecting the project.

 

  1. Advance Refundings.

The Coordinator, shall be responsible for the following current, post issuance and record retention procedures with respect to advance refunding bonds:

a)   Identify and select bonds to be advance refunded with advice from internal financial personnel, and a financial advisor;

b)   Identify, with advice from the financial advisor and bond counsel, any possible federal tax compliance issues prior to structuring any advance refunding;

c)   Review the structure with the input of the financial advisor and bond counsel, of advance refunding issues prior to the issuance to ensure (i) that the proposed refunding is permitted pursuant to applicable federal tax requirements if there has been a prior refunding of the original bond issue; (ii) that the proposed issuance complies with federal income tax requirements which might impose restrictions on the redemption date of the refunded bonds; (iii) that the proposed issuance complies with federal income tax requirements which allow for the proceeds and replacement proceeds of an issue to be invested temporarily in higher yielding investments without causing the advance refunding bonds to become "arbitrage bonds"; and (iv) that the proposed issuance will not result in the issuer’s exploitation of the difference between tax exempt and taxable interest rates to obtain an financial advantage nor overburden the tax exempt market in a way that might be considered an abusive transaction for federal tax purposes.

d)   Collect and review data related to arbitrage yield restriction and rebate requirements for advance refunding bonds. To ensure such compliance, the Coordinator shall engage a rebate consultant to prepare a verification report in connection with the advance refunding issuance. Said report shall ensure said requirements are satisfied.

e)   Whenever possible, purchase State and Local Government SeriesSLGS to size each advance refunding escrow. The financial advisor shall be included in the process of subscribing SLGS. To the extent SLGS are not available for purchase, the Coordinator shall, in consultation with bond counsel and the financial advisor, comply with IRS regulations.

f)    To the extent as issuer elects to the purchase a guaranteed investment contract, ensure, after input from bond counsel, compliance with any bidding requirements set forth by the IRS regulations.

g)   In determining the issue price for any advance refunding issuance, obtain and retain issue price certification by the purchasing underwriter at closing.

h)   After the issuance of an advance refunding issue, ensure timely identification of violations of any federal tax requirements and engage bond counsel in attempt to remediate same in accordance with IRS regulations.

 

  1. Continuing Disclosure.

The Coordinator shall assure compliance with each continuing disclosure certificate and annually, per continuing disclosure agreements, file audited annual financial statements and other information required by each continuing disclosure agreement.  The Coordinator will monitor material events as described in each continuing disclosure agreement and assure compliance with material event disclosure.  Events to be reported shall be reported promptly, but in no event not later than ten (10) Business Days after the day of the occurrence of the event.  Currently, such notice shall be given in the event of:

a)   Principal and interest payment delinquencies;

b)   Non-payment related defaults, if material;

c)   Unscheduled draws on debt service reserves reflecting financial difficulties;

d)   Unscheduled draws on credit enhancements relating to the bonds reflecting financial difficulties;

e)   Substitution of credit or liquidity providers, or their failure to perform;

f)    Adverse tax opinions, the issuance by the Internal Revenue Service of proposed or final determinations of taxability, Notices of Proposed Issue (IRS Form 5701-TEB) or other material notices or determinations with respect to the tax-exempt status of the bonds, or material events affecting the tax-exempt status of the bonds;

g)   Modifications to rights of Holders of the Bonds, if material;

h)   Bond calls (excluding sinking fund mandatory redemptions), if material, and tender offers;

i)    Defeasances of the bonds;

j)    Release, substitution, or sale of property securing repayment of the bonds, if material;

k)   Rating changes on the bonds;

l)    Bankruptcy, insolvency, receivership or similar event of the Issuer;

m)  The consummation of a merger, consolidation, or acquisition involving the Issuer or the sale of all or substantially all of the assets of the Issuer, other than in the ordinary course of business, the entry into a definitive agreement to undertake such an action or the termination of a definitive agreement relating to any such actions, other than pursuant to its terms, if material; and

n)   Appointment of a successor or additional trustee or the change of name of a trustee, if material.

 

Legal Reference: Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A (2013).

http://www.irs.gov/taxexemptbond/article/0,,id=243503,00.html

 

Approved 07/17/2017        Reviewed        Revised

704.3 Investments

School district funds in excess of current needs shall be invested in compliance with this policy. The goals of the school district’s investment portfolio in order of priority are:

  • To provide safety of the principal;
  • To maintain the necessary liquidity to match expected liabilities; and
  • To obtain a reasonable rate of return.

 

In making investments, the school district shall exercise the care, skill, prudence, and diligence under the circumstances then prevailing that a prudent person acting in a like capacity and familiar with such matters would use to meet the goals of the investment program.

 

School district funds are monies of the school district, including operating funds. “Operating funds” of the school district are funds which are reasonably expected to be used during a current budget year or within fifteen months of receipt. When investing operating funds, the investments must mature within three hundred and ninety-seven days or less. When investing funds other than operating funds, the investments must mature according to the need for the funds.

 

The board authorizes the treasurer to invest funds in excess of current needs in the following investments.

  1. Interest bearing savings, money market, and checking accounts at the school district’s authorized depositories;
  2. Iowa School Joint Investment Trust Program (ISJIT) or another qualified investment pool;
  3. Obligations of the United States government, its agencies and instrumentalities; and,
  4. Certificates of deposit and other evidences of deposit at federally insured Iowa depository institutions.

 

It shall be the responsibility of the treasurer to oversee the investment portfolio in compliance with this policy and the law.

 

It shall be the responsibilities of the treasurer to bring a contract with an outside person to invest school district funds, to advise on investments, to direct investments, to act in a fiduciary capacity, or to perform other services to the board for review and approval. The treasurer shall also provide the board with information about and verification of the outside person’s fiduciary bond. Contracts with outside person shall include a clause requiring the outside person to notify the school district within thirty days of any material weakness in internal structure or regulatory orders or sanctions against the outside person regarding the services being provided to the school district and to provide the documents necessary for the performance of the investment portion of the school district audit. Contracts with outside persons shall not be based on the performance of the investment portfolio.

 

The treasurer shall be responsible for reporting to and reviewing with the board at its regular meetings the investment portfolio’s performance, transaction activity and current investments including the percent of the investment portfolio by type of investment and by issuer and maturities. The report shall also include trend lines by month over the last year and year-to-year trend lines regarding the performance of the investment portfolio. It shall also be the responsibility of the treasurer to obtain the information necessary to ensure that the investments and the outside persons doing business with the school district meet the requirements outlined in this policy.

 

It is the responsibility of the superintendent to deliver a copy of this policy to the school district’s depositories, auditor, and outside persons doing investment business with the school district.

 

It shall be the responsibility of the superintendent, in conjunction with the treasurer, to develop a system of investment practices and internal controls over the investment practices. The investment practices shall be designed to prevent losses, to document the officers’ and employees’ responsibility for elements of the investment process, and address the capability of the management.

 

 

Legal Reference:               Iowa Code §§ 11.2, .6; 12.62; 12B.10; 12C; 22.1, .14; 28E.2;

                                           257; 279.29; 283A; 285; 502.701; 633.123 (2013).

 

Approved   08/17/92       Reviewed 07/17/2017     Revised 07/17/2017     

704.4 Gifts – Grants – Bequests

The board believe gifts, grants, and bequests to the school district may be accepted when they will further the interest of the school district. The board shall have sole authority to determine whether the gift furthers the interest of the school district.

 

Gifts, grants, and bequests shall be approved by the board. Once it has been approved, a board member or the superintendent may accept the gift, grant or bequest on behalf of the school district.

 

Gifts, grants, and bequests once accepted on behalf of the school district become the property of the school district. Gifts, grants, and bequests shall be administered in accordance with terms, if any agreed to by the board.

 

Legal Reference:               Iowa Code §§ 279.42; 565.6 (2013).

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

704.5 Student Activities Fund

Revenue raised by students or from student activities shall be deposited and accounted for in the student activities fund. This revenue is the property of and shall be under the financial control of the board.  Students may use this revenue for purposes approved by the building principal.

 

Whether such revenue is collected from student contributions, club dues, and special activities or result from admissions to special events or from other fund-raising activities, all funds will be under the jurisdiction of the board and under the specific control of the building principal. They will be deposited in a designated depository and will be disbursed and accounted for in accordance with instructions issued by the superintendent.

 

It shall be the responsibility of the board secretary to keep student activity accounts up-to-date and complete.

 

Any unencumbered activity account balances will automatically revert to the activity fund when an activity is discontinued. When a class graduates, any unencumbered account balance will be transferred to the following year’s junior class.

 

 

Legal Reference:               Iowa Code §§ 11.23; 279.8.

 

Approved   09/18/95       Reviewed 07/17/2017     Revised 05/09/2011   

704.6 Online Fundraising Campaigns - Crowdfunding

The PCM Community School District Board of Education believes online fundraising campaigns, including crowdfunding campaigns, may further the interests of the district. Any person or entity acting on behalf of the district and wishing to conduct an online fundraising campaign for the benefit of the district shall begin the process by seeking prior approval from the building principal. Money or items raised by an online fundraising campaign will be the property of the district only upon acceptance by the board, and will be used only accordance with the terms for which they were given, as agreed to by the board.

 

Approval of requests shall depend on factors including, but not limited to:

  • Compatibility with the district’s educational program, mission, vision, core values, and beliefs
  • Congruence with the district and school goals that positively impact student performance;
  • The district’s instructional priorities
  • The manner in which donations are collected and distributed by the crowdfunding platform;
  • Equity in funding; and
  • Other factors deemed relevant or appropriate by the district.

 

If approved, the requestor shall be responsible for preparing all materials and information related to the online fundraising campaign and keeping district administration apprised of the status of the campaign.

 

The requestor is responsible for compliance with all state and federal laws and other relevant district policies and procedures. All items and money generated are subject to the same controls and regulations as other district property and shall be deposited or inventoried accordingly. No money raised or items purchased shall be distributed to individual employees.

 

Accordingly, the following limits are placed upon fundraising activiites by students and staff of the District:

  1. All activities shall be designed to provide specific, positive experiences and a spirit of service for all involved.
  2. A standard form for those who desire to initiate an online fundraising event shall be submitted to the building principal/director or designee for approval. All approvals are then sent to the business manager for review and then will be reviewed by the board for approval and record keeping purposes.
  3. Specific purpose(s) for the fundraising shall be established and communicated before commencing the activity. A budget shall be established for all projects. Fundraising activities without a clearly stated purpose shall be prohibited.
  4. The management of funds will be in accordance with good business practice, including sound budgetary and accounting practices and cash management. There shall be procedures for safeguarding of all assets as well as full disclosure of the sources and uses of all funds.
  5. Students, parents, or staff cannot be compelled to participate in fundraising activity.

 

CROWDFUNDING GUIDELINES

The District considers crowdfunding to be a fundraiser. The principal/director must pre-approve a crowdfunding project/request PRIOR to it being sent to the board for approval and being posted on a crowdfunding platform.

 

Principals or directors should understand the terms used by crowdfunding sites prior to the start of a project.

AON – All or nothing. This means that if the amount requested is not reached, the project does not get funded. The donor then has the option to pick another project to fund or give the current teacher a credit toward their next project.

KIA – Keep it all. This means that if any amount is reached, the school will get a check even if the goal is not reached.

 

The principal/director is responsible for monitoring the crowdfunding site and ensuring that the request is removed from the site when the event or request is completed.

 

All non-monetary itesm (supplies, equipment, etc.) obtained are the property of the District and applicable inventory procedures apply. Items purchased will remain in the original building from where the request originated. Technology equipment requests must be approved in advance by the Director of Technology. All other equipment requests must be approved by the Business Manager.

 

All monetary donations must be deposited in accordance with District policy and accounted for through the District’s accounting software. A new activity account may be established to track proceeds for specific requests. No District banking information should ever be given out. All checks must be made out to the school in the name of the school, not to an individual person.

 

When posting pictures, videos, or images of any students or staff, all applicable District policies and procedures must be followed. Some platforms, may require their own student permission forms.

 

A file is to be maintained at the school for any crowdfunding request. This file should include the principal’s/director’s fundraising approval form, the written detail of the project(s) as well as what is posted on the platform website, any photos or images posted with the project and a copy of all agreements and permission forms.

 

Legal Reference:                    Iowa Code §§ 279.8; 279.42

 

Approved  06/18/2018            Reviewed        Revised                 

705 Expenditures

705.1 Purchasing – Bidding

The board supports economic development in Iowa, particularly in the school district community. As permitted by law, purchasing preference will be given to Iowa goods and services from locally-owned businesses located within the school district or Iowa based companies if the cost and other considerations are relatively equal and meet the required specifications. However, when spending federal Child Nutrition Funds, geographical preference is allowed only for unprocessed agricultural food items. Other statutory purchasing preferences will be applied as may be and/or to the extent required by law.

 

Goods and Services

It shall be the responsibility of the superintendent to approve purchases, except those requiring board approval or as provided by in law. The superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories, or attachments with an estimated cost of $50,000 or more.

 

Purchases for goods and services shall conform to the following:

  • The superintendent shall have the authority to authorize purchases without requests for competitive proposals, quotations, or bids for goods and services not costing more than $10,000, with the exception of technology hardware, software, or training, without prior board approval.
  • For goods and services costing at least $10,000 but not more than $50,000, the superintendent may, unless otherwise provided by law, receive proposals (formal or informal)or quotations for the goods and services to be purchased, prior to final approval by the board.
  • For goods and services whose costs exceed $50,000, the request for proposal (RFP) or competitive bid process shall be used and received prior to board approval, except for emergency purchase and those professional services annually appointed/approved by the board for continual and ongoing services (i.e. legal and audit) or those professional services exempted by law from the requirements of competitive bids or quotations (i.e. architectural, landscape architectural or engineering design services procured for a public improvement). These purchases may be made after appropriate due diligence as determined on a case-by-case basis by the board. All purchases of goods and services costing at least $50,000 shall require prior board approval.

 

In the event that only one quotation or bid can be or is obtained, the board may proceed if the quotation or bid meets the contract award specifications. The board, upon prior request from the superintendent, may authorize the direct purchase of goods and services from vendors on the State Contractor/Bid List without having to follow the procedures outlined in this policy, as applicable.

 

The contract award shall be based on the total cost considerations including, but not limited to the following:

  • The cost of the goods and services being purchased;
  • Availability of service and/or repair;
  • The targeted small business procurement goal and other statutory purchasing preferences; and
  • Other factors deemed relevant by the board.

 

Purchases using federal child nutrition funds shall be made in accordance with procurement procedures required by law.

 

The board shall have the right to reject any or all bids/quotations, or any part thereof, and to enter into such contract(s) as the board deems in the best interest of the school district.

 

The thresholds and procedures related to purchases of goods and services do not apply to public improvement projects.

 

Public Improvements

The board may enter into public improvement contract(s) as the board deems to be in the best interest of the school district. ‘Public improvement’ means “a building or construction work which is constructed under the control of a governmental entity and is paid for in whole or in part with funds of the governmental entity, including a building or improvement constructed or operated jointly with any public or private agency.”

 

The district shall follow all requirements, timelines, and processes detailed in Iowa law related to public improvement projects. The thresholds regarding when competitive bidding or competitive quotations is required will be followed. The current thresholds can be found online at: http://www.iowadot.gov/local_systems/publications/bid_limits.htm.

 

Competitive bidding is required for public improvement contracts exceeding the minimum threshold stated in law. Competitive quotations are required for public improvement projects that exceed the minimum threshold amount stated in law, but do not exceed the minimum set for competitive bidding. The board shall approve competitive bids and competitive quotes. If the total cost of the public improvement does not warrant either competitive bidding or competitive quotations, the district may nevertheless proceed with either of these processes, if it so chooses.

 

The award of all contracts for the public improvement shall be awarded to the lowest responsive, responsible bidder. In the event of an emergency requiring repairs to a school district facility that exceed bidding and quotation thresholds, refer to board policy 802.3.

 

The superintendent has the authority to authorize change order work costing no more than $25,000 on public improvement projects. The superintendent shall confer with the Board President on all authorization of change order work on public improvement projects with a cost between $10,000 and $25,000.

 

It is the responsibility of the superintendent to make a report of results for bids received, as well as a recommendation and the reason for the recommendation, to the board for public improvement contract bids/quotations. The superintendent shall recommend to the board which bids/quotations to accept.

 

Legal Reference:        Iowa Code §§ 26; 28E; 72.3; 73; 73A; 285; 297; 301.

                                    261 I.A.C. 54.

                                    281 I.A.C. 43.25.

                                    481 I.A.C. 25.

 

Approved   03/25/91       Reviewed 01/15/2018    Revised 01/15/2018

705.2 Purchasing on Behalf of Employees

Generally, the school district shall not purchase items on behalf of employees. The school district may in unusual and unique circumstances do so. It shall be within the discretion of the board to determine when such unique and unusual circumstances exist.

 

No purchase shall be made unless the employee has paid the school district prior to the order being place and the employee has agreed to be responsible for any taxes or other expenses due.

 

Legal Reference:               Iowa Code §§ 279.8 (2013).

 

Approved   03/25/91       Reviewed 07/17/2017     Revised 07/17/2017     

705.5 Payment for Goods and Services

The board authorizes the issuance of payment of claims against the school district for goods and services. The board will allow the payments after the goods and services have been received and accepted in compliance with board policy.

 

The board authorizes the board secretary, upon approval of the superintendent, to issue payment for verified bills, for reasonable and necessary expenses, when the board is not in session. The board secretary will examine the claims and verify bills. The board will approve payment for the bills at the board’s regular meeting.

 

The secretary shall determine to the secretary’s satisfaction that the claims presented to the board are in order and are legitimate expenses of the school district. It shall be the responsibility of the secretary to bring claims to the board.

 

The board president and board secretary may sign warrants by use of a signature plate or rubber stamp. If the board president is unavailable to personally sign warrants, the vice president may sign warrants on behalf of the president.

 

It is the responsibility of the superintendent to develop the administrative regulations regarding this policy.

 

 

Legal Reference:               Love v. City of Des Moines, 210 Iowa 90, 230 N.W. 373 (1930).

                                           Iowa Code §§ 279.8, .29, .30, .36; 291.12; 721.2(5) (2013).

                                           281 I.A.C. 12.3(1).

                                           1980 Op. Att’y Gen. 102, 106, 720.

                                           1976 Op. Att’y Gen. 69.

                                           1972 Op. Att’y Gen. 130, 180, 392, 456, 651.

                                           1936 Op. Att’y Gen. 375.

 

Approved   04/05/93       Reviewed 07/17/2017     Revised 07/17/2017     

706 Payroll Procedures

706.1 Payroll Periods

The payroll period for the school district shall be monthly. All school district personnel shall be paid on the 20th day of each month. If this day is a holiday, recess, or weekend, the payroll shall be paid on the last working day prior to the holiday, recess, or weekend, with the exception of the spring break recess.

 

It shall be the responsibility of the board secretary to issue payroll to school district personnel in compliance with this policy.

 

The requirements stated in the Master Contract between employees in a certified collective bargaining unit and the board regarding payroll periods of such employees shall be followed.

 

 

Legal Reference:               Iowa Code §§ 91A

 

Approved   03/25/91       Reviewed 09/18/2017         Revised 05/09/2011  

706.2 Payroll Deductions

The district provides leaves of absences to allow employees to be absent from work to attend to important matters outside of the workplace. As public employers, school districts are expected to record and monitor the work that employees perform and to conform to principles of public accountability in their compensation practices.

 

Consistent with principles of public accountability, it is the policy of the district that, when an employee is absent from work for less than one work day and the employee does not use accrued leave for such absence, the employee’s pay will be reduced or the employee will be placed on leave without pay if:

  • the employee has not sought permission to use paid leave for this partial-day absence,
  • the employee has sought permission to use paid leave for this partial-day absence and permission has been denied,
  • the employee’s accrued paid leave has been exhausted, or,
  • the employee chooses to use leave without pay.

 

In each case in which an employee is absent from work for part of a work day, a deduction from compensation will be made or the employee will be placed on leave without pay for a period of time which is equal to the employee’s absence from the employee’s regularly scheduled hours of work on that day.

 

Legal Reference:               29 U.S.C. Sec. 213(a) (2012)

                                           29 C.F.R. Part 541 (2012)

 

Approved   03/25/91       Reviewed 09/18/2017       Revised 09/18/2017 

707 Fiscal Reports

707.1 Secretary's Report

The board secretary shall report to the board each month about the receipts, disbursements and balances of the various funds. This report shall be in written form and sent to the board with the agenda for the board meeting.

 

Legal Reference:               Iowa Code §§ 279.8; 291.7 (2013).

 

Approved   03/25/91       Reviewed 09/18/2017       Revised            

 

707.2 Treasurer's Annual Report

At the annual meeting the treasurer shall give the annual report stating the amount held over, received, paid out, and on hand in the general and schoolhouse funds. This report shall be in written form and sent to the board with the agenda for the board meeting. The treasurer shall also furnish the board with a sworn statement from each depository showing the balance then on deposit.

 

It shall be the responsibility of the treasurer to submit this report to the board annually.

 

 

Legal Reference:               Iowa Code §§ 279.31, .33 (2013).

 

Approved   03/25/91       Reviewed 09/18/2017     Revised 09/18/2017     

707.3 Publication of Financial Reports

Each month the schedule of bills allowed by the board shall be published in a newspaper designated as a newspaper for official publication. Annually, the total salaries paid to school district personnel regularly employed by the school district shall also be published in a newspaper designated as a newspaper for official publication.

 

It shall be the responsibility of the board secretary to publish these reports in a timely manner.

 

 

Legal Reference:               Iowa Code §§ 279.35, .36; 618 (2013).

                                           1952 Op. Att’y Gen. 133.

 

Approved   03/25/91       Reviewed 09/18/2017     Revised            

707.4 Audit

To review the funds and accounts of the school district, the board shall employ an auditor to perform an annual audit of the financial affairs of the school district. The superintendent shall use a request for proposal procedure in selecting an auditor. The administration shall cooperate with the auditors.

 

Legal Reference:               Iowa Code §§ 11.6 (2013)

 

Approved   03/25/91       Reviewed 09/18/2017     Revised 09/18/2017 

708 Care, Maintenance and Disposal of School District Records

School District records shall be housed in the administrative offices of the school district. It shall be the responsibility of the superintendent and board secretary to oversee the maintenance and accuracy of the records. The following records shall be kept and preserved, according to the schedule below:

  • Secretary’s financial records (Permanently)
  • Treasurer’s financial records (Permanently)
  • Open Meeting Minutes of the Board of Directors ( Permanently)
  • Annual audit reports (Permanently)
  • Annual budget (Permanently)
  • Permanent record of individual pupil (Permanently)
  • School election results (Permanently)
  • Real property records (e.g. deeds, abstracts) [Permanently]
  • Records of payment of judgments against the school district (20 years)
  • Bonds and bond coupons (11 years after maturity, cancellation, transfer, redemption, and/or replacement)
  • Written contracts (10 years)
  • Cancelled warrants, check stubs, bank statements, bills, invoices and related records (5 years)
  • Recordings and minutes of closed meetings (1 year)
  • Program grants (As determined by the grant)
  • Non-payroll personnel records (10 years after leaving district)
  • Employment applications (2 years)
  • Payroll records (3 years)
  • School meal programs accounts/records (3 years after submission of the final claim for reimbursement)

 

In the event that any federal or state agency requires a record be retained for a period of time longer than that listed above for audit purposes or otherwise, the record shall be retained beyond the listed period as long as is required for the resolution of the issue by the federal or state agency.

 

Employees’ records are housed in the central administrative offices of the school district. The employees’ records are maintained by the superintendent, the building administrator, the employee’s immediate supervisor, and the board secretary.

 

An inventory of the furniture, equipment, and other non-consumable items other than real property of the school district shall be conducted annually under the supervision of the superintendent. This report shall be filed with the board secretary.

 

The permanent and cumulative records of students currently enrolled in the school district are housed in the administrative office of the attendance center where the student attends. Permanent records must be housed in a fire resistant safe or vault or electronically with a secure backup file. The building administrator shall be responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the school district shall be housed in the administrative office of the high school and will be retained permanently. These records will be maintained by the superintendent. Special education records shall be maintained in accordance with law.

 

The superintendent may digitize or otherwise electronically retain school district records and may destroy paper copies of the records. An electronic record which accurately reflects the information set forth in the paper record after it was first generated in its final form as an electronic record, and which remains accessible for later reference meets the same legal requirements for retention as the original paper record.

 

 

Legal Reference:  7 C.F.R. § 210.23(c).

Iowa Code §§ 22.3, 22.7; 91A.6; 279.8; 291.6; 554D.114; 554D.119; 614.1(13).

                  281 I.A.C. 12.3(4); 41.624.

                  City of Sioux City v. Greater Sioux City Press Club, 421 N.W.2d 895 (Iowa 1988).

                  City of Dubuque v. Telegraph Herald, Inc., 297 N.W.2d 523 (Iowa 1980).

                        

Approved   03/25/91       Reviewed 09/18/2017            Revised 09/18/2017

710 Insurance Program

The board will maintain a comprehensive insurance program to provide adequate coverage against major types of risk, loss, or damage, as well as legal liability and dishonesty. The board will purchase insurance for the replacement values, when possible, after reviewing the costs and availability of such insurance. The comprehensive insurance program shall be reviewed once every three (3) years. Insurance will only be purchased through legally licensed Iowa insurance agents.

 

This district will assume the risk of property damage, legal liability, and dishonesty in cases in which the exposure is so small or dispersed that a loss would not significantly affect the operation of the education program or financial position.

 

Insurance of buildings, structures, or property in the open will not be purchased to cover loss exposures below $1,000 unless such insurance is required by statute or contract. The board may also purchase this coverage when such coverage is desirable in the judgment of the board.

 

The board may retain a private organization for capital assets management services.

 

Administration of the insurance program, making recommendations for additional insurance coverage, placing the insurance coverage, and loss prevention activities shall be the responsibility of the superintendent. The superintendent shall be responsible for maintaining the capital assets management system, processing claims, and maintaining loss records.

 

 

Legal Reference:               Iowa Code §§ 20.9; 85.2; 279.12, .28; 285.5(6), .10(6);

                                           296.7; 298A; 517A1; 670.7 (2013).

                                           1974 Op. Att’y Gen. 171.

                                           1972 Op. Att’y Gen. 676.

 

Approved   03/25/91       Reviewed 09/18/2017            Revised 09/18/2017

711 School Food Services

711.1 School Food Program

The school district will operate a school nutrition program in each attendance center. The school nutrition program will include meals, through participation in the National School Lunch Program. Students may bring their lunches from home and purchase beverages and other incidental items.

 

School nutrition program facilities are provided to serve students and employees when school is in session and during school-related activities. Facilities may also be used under the supervision of the director of food service to employee groups, parent-teacher meetings, civic organizations meeting for the purpose of better understanding the schools, and senior citizens in accordance with law and board policy.

 

The school nutrition program is operated on a nonprofit basis. The revenues of the school nutrition program will be used only for the operation or improvement of such programs. Supplies of the school nutrition program shall only be used for the nutrition program.

 

The board will set, and annually review, the prices for school nutrition programs. It shall be the responsibility of the superintendent to make a recommendation regarding the prices of school programs, in accordance with federal and state law.

 

It shall be the responsibility of the director of food service to administer the program and to cooperate with the superintendent and appropriate personnel for the proper functioning of the nutrition program.

 

 

Legal Reference:               42 U.S.C.S §§ 1751 et. seq.

                                           7 C.F.R. §§ 210 et. seq.

                                           Iowa Code § 283A.

                                           281 I.A.C. 58.

 

Approved   03/25/91       Reviewed 09/18/2017     Revised 09/18/2017

711.2 Free or Reduced Price Meals Eligibility

Students enrolled and attending school in the school district, who meet the United States Department of Agriculture (USDA) eligibility guidelines, will be provided the school nutrition program services at no cost or at a reduced price. The school district will make every effort to eliminate any social stigma attached to, and prevent the overt identification of, students who are eligible for free and reduced price meals.

 

The district shall annually notify all families of the availability, eligibility criteria, and application procedures for free or reduced price meals in accordance with state and federal law.

 

It shall be the responsibility of the district’s designee to determine the eligibility of students for free or reduced price school nutrition programs, in accordance with criteria established by state and federal law.  If school personnel have knowledge of a student who is in need of free or reduced-price meals, school personnel shall contact the building secretary.

 

Employees, students not qualified for free meals, and others will be required to pay for meals consumed.

 

It shall be the responsibility of the superintendent to develop administrative regulations for implementing this policy.

 

 

Legal Reference:               42 U.S.C.S §§ 1751 et. seq.

                                           7 C.F.R. §§ 210 et. seq.

                                           Iowa Code § 283A.

                                           281 I.A.C. 58.

 

Approved   03/25/91       Reviewed 09/18/2017     Revised 09/18/2017

711.3 Vending Machines

Food served or purchased by students during the school day, other than special circumstances, shall be approved by the superintendent. Vending machines in the school building shall be the responsibility of the building administrator. Purchases from the vending machines will reflect guidelines in the wellness policy (507.10).

 

It is the responsibility of the superintendent to develop administrative regulations for the use of vending machines and other sales of food to students.

 

 

Legal Reference:               42 U.S.C.S §§ 1751 et. seq. (1988).

                                           7 C.F.R. Pt. 210 et. seq. (1993).

                                           Iowa Code §§ 283A.

                                           281 I.A.C. 58.

 

Approved   03/25/91       Reviewed 09/18/2017     Revised 09/18/2017

711.5 Meal Charges

In accordance with state and federal law, the PCM Community School District adopts the following policy to ensure school district employees, families, and students have a shared understanding of expectations regarding meal charges. The policy seeks to allow students to receive the nutrition they need to stay focused during the school day, prevent the overt identification of students with insufficient funds to pay for school meals, and maintain the financial integrity of the nonprofit school nutrition program. 

 

Elementary (K-5th grades) Procedure:

  1. Daily balance notification sent home with students when his/her account is $5.00 or below.
  2. Phone call made to parents/guardians by building secretary one time per week at -$15.00 or below.
  3. If no response at -$25.00, building principal contacts parents/guardians and makes arrangements for lunch. Suggestions include cold lunch from home or pay cash in the office.

 

Middle School & High School (6th-12th grades) Procedure:

  1. $7.00 balance or below, cashier verbalizes balance to the student.
  2. $0.00 balance or below, students will not be allowed to charge extra entrée, extra milk or a la carte.
  3. $0.00 balance to -$10.00, students will be allowed to charge one meal per day (approximately 4 meals).
  4. At -$10.00 or below, students may pay cash or bring a cold lunch from home until funds are deposited into the student’s account.

 

Money must be available in a student’s account in order for extra meals, extra milks or a la carte to be purchased. This applies to all students, including students from families participating in the free and reduced meal program.

 

Students who qualify for free meals shall never be denied a reimbursable meal, even if they have accrued a negative balance from previous purchases. Students with outstanding meal charge debt shall be allowed to purchase a meal if the student pays for the meal when it is received.

 

Staff

Employees are expected to pay for all meals in a timely manner. At -$10.00 or below, employees may pay cash in the office or online. Negative balances must be paid at the end of the school year.

 

Notifications

For parents/guardians providing an email address, an email will be sent from the school district notifying parents/guardians of their student(s) low balance ($6.00 or below) and negative balance (below $0.00) on a daily basis until funds are deposited into the student’s account. Parents/guardians may pay online using the using the district’s online payment system or cash/check to the building office.

 

Negative Account Balances

Negative student balances will be carried over to the following school year. These negative balances must be taken care of prior to the start of the school year as a part of the school registration process. Parents/guardians with negative student accounts will be asked to send lunch from home until negative balances have been paid or a payment schedule has been arranged.

 

A Free and Reduced Price Meals application is available to parents/guardians if, at any time, a parent/guardian believes they may qualify for free or reduced lunches under the federal guidelines. Parents/guardians may contact the building secretary or the school business office for further assistance.

 

The school district and the nutrition service department reserve the right to take any other reasonable action, including legal action, to collect the balance due in any student’s account. At -$50.00, accounts may be forwarded on to a collection service for recovery.

 

Communication of the Policy

The policy and supporting information regarding meal charges shall be provided in writing to:

  • All households at or before the start of each school year;
  • Students and families who transfer into the district, at time of transfer; and
  • All staff responsible for enforcing any aspect of the policy.

 

Records of how and when the policy and supporting information was communicated to households and staff will be retained.

 

The superintendent may develop an administrative process to implement this policy.

 

Legal Reference:        42 U.S.C. §§ 1751 et seq.

                                    7 C.F.R. §§ 210 et seq.

U.S. Dep’t of Agric., SP 46-2016, Unpaid Meal Charges: Local Meal Charge Policies (2016).

U.S. Dep’t of Agric., SP 47-2016, Unpaid Meal Charges: Clarification on Collection of Delinquent Meal Payments (2016).

U.S. Dep’t of Agric., SP 57-2016, Unpaid Meal Charges: Guidance and Q&A (2016).

                                    Iowa Code 283A.

                                    281 I.A.C. 58.

                                   

Approved 05/15/2017              Reviewed 07/17/2017             Revised 07/17/2017     

712 Transportation

712.1 Student School Transportation Eligibility

Elementary and middle school students living more than two (2) miles from their designated school attendance center and high school students living more than three (3) miles from their designated school attendance center shall receive transportation to and from their attendance center at the expense of the school district.

 

Transportation of students who require special education services will generally be provided as for other students, when appropriate. Specialized transportation of a student to and from a special education instructional service is a function of that service and, therefore, an appropriate expenditure of special education instructional funds generated through the weighting plan. 

 

Transportation of a student to and from a special education support service is a function of that service, and shall be specified in the individualized education program (IEP) or the individualized family service plan (IFSP). When the IEP or IFSP team determines that unique transportation arrangements are required and the arrangements are specified in the IEP or IFSP, the school district will provide one or more of the following transportation arrangements for instructional services and the AEA for support services:

  • Transportation from the student’s residence to the location of the special education and back to the student’s residence or child care placement for students below the age of six (6).
  • Special assistance or adaptations in getting the student to and from and on and off the vehicle, en route to and from the special education location.
  • Reimbursement of the actual costs of transportation when by mutual agreement the parents provide transportation for the student to and from the special education location.

 

The school district is not required to provide reimbursement to parents who elect to provide transportation in lieu of agency-provided transportation.

 

A student may be required, at the board’s discretion, to meet a school vehicle without reimbursement up to three-fourths (3/4) of a mile. The board may require the parent to transport their children up to two (2) miles to connect with school bus vehicles at the expense of the school district when conditions deem it advisable. It shall be within the discretion of the board to determine such conditions. Parents of students who live where transportation by bus is impracticable or unavailable may be required to furnish transportation to and from the designated attendance center at the expense of the school district. Parents, who transport their child at the expense of the school district, shall be reimbursed at the rate per mile set by the state.

 

Transportation arrangements made by agreement with a neighboring school district shall follow the terms of the agreement. Students, who choose to attend a school in a school district other than their resident school district, shall provide transportation to and from the school at their own expense.

 

 

Legal Reference:               20 U.S.C. §§ 1401, 1701 et. seq. (1988)

                                           34 C.F.R. Pt. 300 et. seq. (1933)

                                           Iowa Code §§ 256B.4; 285; 321.

                                           281 I.A.C. 41.8; 43.

 

Approved   03/25/91       Reviewed 11/20/2017       Revised 11/20/2017

712.2 Student Conduct on School Transportation

Students utilizing school transportation shall conduct themselves in an orderly manner fitting to their age level and maturity with mutual respect and consideration for the rights of the school vehicle driver and the other passengers. Students who fail to behave in an orderly manner will be subject to disciplinary measures.

 

The driver shall have the authority to maintain order on the school vehicle. It shall be the responsibility of the driver to report misconduct to the building administrator.

 

The board supports the use of video cameras on school buses used for transportation to and from school as well as for field trips, curricular or extracurricular events. The video cameras will be used to monitor student behavior and may be used as evidence in a student disciplinary proceeding. The videotapes are student records subject to school district confidentiality, board policy and administrative regulations.

 

After two (2) warnings for improper behavior, the building principal shall have the authority to suspend transportation privileges of the student or impose other appropriate discipline.

 

It shall be the responsibility of the superintendent, in conjunction with the building principal, to develop administrative regulations regarding student conduct and discipline when utilizing school district transportation.

 

 

Legal Reference:               Iowa Code §§ 279.8; 285; 321.

 

Approved 4/24/95      Reviewed 11/20/2017       Revised   05/21/01   

712.2R1 Student on School Transportation Regulation

All persons riding in school district vehicles shall adhere to the following rules. The driver, sponsor or chaperones are to follow the school bus discipline procedure for student violations of this policy. Video cameras may be in operation on the school buses.

 

  1. Bus riders shall be at the designated loading point before the bus arrival time.
  2. Bus riders shall wait until the bus comes to a complete stop before attempting to enter.
  3. Riders must not extend arms or heads out of the windows at any time.
  4. Aisles must be kept cleared at all times.
  5. All bus riders shall load and unload through the right front door. The emergency door is for emergencies only.
  6. A bus rider will depart from the bus at the designated point unless written permission to get off at a different location is given to the driver.
  7. A rider may be assigned a seat by the driver.
  8. Riders who damage seats or other equipment will reimburse the district for the cost of the repair or replacement.
  9. Riders are not permitted to leave their seats while the vehicle is in motion.
  10. Waste containers are provided on all buses for bus riders' use.
  11. Permission to open windows must be obtained from the driver.
  12. Classroom conduct is to be observed by students while riding the bus except for ordinary conversation.
  13. The driver is in charge of the students and the vehicle, and the driver is to be obeyed promptly and cheerfully.
  14. Students shall assist in looking after the safety and comfort of younger students.
  15. A bus rider who must cross the roadway to board or depart from the bus shall pass in front of the bus (no closer than 10 feet), look in both directions and proceed to cross the road or highway only on signal from the driver.
  16. Students shall not throw objects about the vehicle nor out through the windows.
  17. Shooting paper wads, squirt guns or other material in the vehicle is not permitted.
  18. Students shall keep feet off the seats.
  19. Roughhousing in the vehicle is prohibited.
  20. Students shall refrain from crowding or pushing.
  21. The use or possession of alcohol, tobacco or look-alike substances is prohibited in the vehicle.
  22. The Good Conduct Rule is in effect.

 

 

Approved   03/25/91       Reviewed 11/20/2017                   Revised            

712.2R2 Use of Recording Devices on School Buses Regulation

The board supports the use of recording devices on school buses as a means to monitor and maintain a safe environment for students and employees. The recording devices may be used on buses used for transportation to and from school, field trips, curricular events and extracurricular events. The contents of the recordings or its digital equivalent (hereinafter “recording(s)”) may be used as evidence in a student disciplinary proceeding.

 

Student Records

The content of the recordings may constitute an education record of one or more students and shall be subject to board policy and administrative regulations regarding confidential student records. Only those persons authorized by law, including those person with a legitimate educational purpose, may view the recordings. In most instances, those individuals with a legitimate educational purpose may be the superintendent, building principal, transportation director, bus driver and special education staffing team. A recording made during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity. A parent may view the recording of their child to the extent provided by law. If the content of the recording becomes the subject of a student disciplinary proceeding, it may be treated like other evidence in the proceeding.

 

Notice

The school district will annually provide the following notice to students and parents:

          The PCM Community School District Board of Directors has authorized the use of recording devices on school district buses. The recording devices will be used to monitor student behavior to maintain order on the school buses to promote and maintain a safe environment. Students and parents are hereby notified that the content of the recordings may be used in a student disciplinary proceeding. The content of the recording may constitute confidential student education records and will be retained with other student records. Recordings will only be retained if necessary for use in a student disciplinary proceeding or other matter as determined necessary by the administration. Parents may request to view the recording of their child to the extent provided by law.

 

The following notice will also be placed on all school buses equipped with recording devices:

          This bus is equipped with a recording/audio monitoring system.

 

Review of Recording Devices

The school district shall review recordings randomly. The recordings may be re-circulated for erasure after five (5) days.

 

Viewing of recordings is limited to the individuals having a legitimate educational purpose. A written log will be kept of those individuals viewing the recordings stating the time the recording was viewed, name of individual viewing and the date the recordings was viewed.

 

Recording Monitoring System

Recording devices will be used on all school district buses.

 

Determination of how recording devices will be used will be made by the superintendent in consultation with the building principals and transportation director.

 

Student Conduct

Students are prohibited from tampering with the recording devices. Students found in violation of this regulation shall be disciplined in accordance with the school district discipline policy and Good Conduct Rule, reported to local law enforcement, and shall reimburse the school district for any repairs or replacement necessary as a result of the tampering.

 

Approved 4/24/95     Reviewed 12/18/2017      Revised 12/18/2017      

712.3 Student Transportation for Extracurricular Activities

The board, in its discretion, may provide school district transportation for extracurricular activities including, but not limited to, transporting student participants and other students to and from extracurricular events.

 

Students participating in extracurricular events, other than those held at the school district facilities, shall be transported to the extracurricular event by school transportation vehicles or by another means approved by the superintendent.

 

Students, who are provided transportation in school district transportation vehicles for extracurricular events, shall ride both to and from the event in the school vehicle unless arrangements have been made with the building administrator prior to the event. A student’s parent or guardian may personally appear and request to transport the student home from a school-sponsored event in which the student traveled to the event on a school district transportation vehicle.

 

It shall be the responsibility of the superintendent to make a recommendation to the board annually as to whether the school district shall provide the transportation authorized in this policy. In making the recommendation to the board, the superintendent shall consider the financial condition of the school district, the number of students who would qualify for such transportation, and other factors the board or superintendent deem relevant.

 

 

Legal Reference:               Iowa Code §§ 256B.4; 285.1-.4; 321.

                                           281 I.A.C. 41.8; 43.

 

Approved 03/25/91      Reviewed 11/20/2017       Revised 11/20/2017  

Uploaded Files: 

712.7 Summer School Program Transportation Service

The school district may use school vehicles for transportation to and from summer extracurricular activities. The superintendent will make a recommendation to the board annually regarding their use.

 

Transportation to and from the student’s attendance center for summer school instructional programs shall be within the discretion of the board. It shall be the responsibility of the superintendent to make a recommendation regarding transportation of students in summer school instructional programs at the expense of the school district. In making the recommendation to the board, the superintendent shall consider the financial condition of the school district, the number of students involved in summer school programs, and other factors deemed relevant by the board or the superintendent.

 

 

Legal Reference:               Iowa Code §§ 285.10.

                                           281 I.A.C. 43.10.

 

Approved 03/25/91      Reviewed 11/20/2017       Revised 11/20/2017  

712.8 Transportation of Nonresident and Nonpublic School Students

The board has sole discretion to determine the method to be utilized for transporting non-resident and non-public students. Non-resident students paying tuition may be, and resident students attending a non-public school accredited by the State Department of Education will be transported on an established public school vehicle route as long as such transportation does not interfere with resident public student’s transportation. Non-resident and non-public school students shall obtain the permission of the superintendent prior to being transported by the school district.

 

Parents of resident students who provide transportation for their children attending a non-public school accredited by the Iowa Department of Education will be reimbursed at the established state rate. This reimbursement shall be paid only if the school district receives the funds from the state. If less than the amount of funds necessary to fully reimburse parents of the non-public students is received by the school district, the funds shall be prorated.

 

The charge to the non-resident students shall be determined based on the students’ pro rata share of the actual costs for transportation. The parents of these students shall be billed for the student’s share of the actual costs of transportation. The billing shall be according to the schedule developed by the superintendent. It shall be the responsibility of the superintendent to determine the amount to be charged and report it to the board secretary for billing.

 

Continued transportation of non-resident and non-public school students on a public school vehicle route will be subject to resident public school students’ transportation needs. The superintendent shall make a recommendation annually to the board regarding the method to be used. In making a recommendation to the board, the superintendent shall consider the number of students to be transported, the capacity of the school vehicles, the financial condition of the school district and other factors deemed relevant by the board or the superintendent.

 

Non-resident and non-public school students shall be subject to the same conduct regulations as resident public students as prescribed by board policy, and to other policies, rules, or regulations developed by the school district regarding transportation of students by the school district.

 

 

Legal Reference:               Iowa Code §§ 285.1-.2, .10, .16.

 

Approved 03/25/91      Reviewed 11/20/2017      Revised 03/17/97   

712.9 Transportation of Non-School Groups

Only in unusual circumstances will the board make the school district transportation vehicles available for transporting local nonprofit entities which promote cultural, educational, civic, community, or recreational activities for transporting to and from non-school-sponsored activities in the state.

 

In the event school district transportation vehicles are made available to local nonprofit entities, it shall be the responsibility of the superintendent to develop administrative regulations for application for, use of, and payment for using the school district transportation vehicles.

 

Any use of school district vehicles by local nonprofit entities shall be subject to the following guidelines:

  1. Requests must be made a minimum of one week in advance. If the request interferes or conflicts with school district use of the vehicle, the request will be denied. The final decision of whether a request will be granted is within the discretion of the administration.
  2. The rental period will be negotiated directly with the administration.
  3. Adult chaperones may be required to accompany the bus driver and riders.
  4. All requests will be charged bus and driver fees, unless waived by the superintendent.
  5. Alcoholic beverages and tobacco products are prohibited in school district vehicles.
  6. Whenever damage caused by vandalism or carelessness results, the group shall reimburse the school district for cost of repairs and may be denied further use of school district vehicles.

 

 

Legal Reference:               Iowa Code §§ 285.1 (21), .10(9), (10).

                                           281 I.A.C. 43.10

 

 

Approved 03/25/91      Reviewed 11/20/2017            Revised 11/20/2017 

712.10 School Bus Safety Instruction

The school district shall conduct school bus safe riding practices instruction and emergency safety drills at least once a year for students who utilize school district transportation.

 

Each school bus vehicle shall have, in addition to the regular emergency safety drill, a plan for helping those students who require special assistance to safety during an emergency. This shall include, but not be limited to, students with disabilities.

 

School district vehicle drivers are required to attend each safety drill.

 

Certificated personnel shall be responsible for instructing the proper techniques to be followed during an emergency, as well as safe riding practices. It shall be the responsibility of the superintendent to develop administrative regulations regarding this policy.

 

 

Legal Reference:               Iowa Code §§ 279.8; 321.

                                           281 I.A.C. 43.40.

 

Approved 03/25/91      Reviewed 11/20/2017       Revised 05/09/2011  

712.10R1 Safe Rider Program

The Safe Rider Program is the student management program for school vehicle transportation. Components of that program include, but are not limited to:

  • Hierarchy of the discipline structure, starting with the driver
  • Safe Rider Contract signed by parents and students
  • Safe Rider Class during non-instructional time
  • Presence of the Transportation Department at various school-sponsored events
  • School personnel available at the school from 4:30 – 5:30 (or beyond if required) to accept students who need to be removed from the bus for safety reasons and parents called to pick them up

 

The Safe Rider Program promotes instant accountability for unsafe behavior.

  • If unsafe behavior occurs before the bus leaves school, the student will be provided with two options: (1) Correct the behavior and continue home (behavior documented) or (2) be removed from the bus and stay at school with staff supervision until a parent or guardian can pick the student up.
  • If unsafe behavior occurs after the bus leaves the school, the driver will call their field coordinator. The field coordinator will then meet the bus and assess the situation. If necessary, the field coordinator will remove the student from the bus and return the student to school to remain under staff supervision until a parent or guardian can pick the student up.

 

The Safe Rider Program includes a defined and graduated discipline plan to encourage students to make better behavior choices.

  • 1st Offense – driver/student conference and parent contacted (courtesy notice). Student on probation and re-assigned to the front of the bus for one (1) week.
  • 2nd Offense – driver/student conference and parent contacted (courtesy notice). Student on probation and re-assigned to the front of the bus for two (2) weeks.
  • 3rd Offense* – referral submitted and three (3) day bus suspension. At the end of the suspension student placed on probation and re-assigned to front of the bus for one (1) week.
  • 4th Offense* – referral submitted and five (5) day bus suspension. *Conference required in order to return to the bus.
  • 5th Offense – referral submitted. Transportation Director recommends bus suspension for the remainder of the school year.

(*) Steps may be skipped if a student violates a rule while in assigned seat or on probation.

 

Students should observe the following Safe Rider Rules established by the PCM School District:

  • Students should show respect for school bus drivers at all times and follow their instructions.
  • Objectionable and/or dangerous items are NOT allowed on the school bus. (glass items, animals, large toys or objects that cannot easily fit into the student's lap, plastic bags, insects, straight or safety pins, sharp objects)
  • Tobacco, illegal drugs and/or alcohol is NOT permitted on school buses or school grounds.
  • Weapons (or objects that look alike and/or could be used as weapons) are NOT permitted on school buses or school grounds.
  • Obscene language and gestures are prohibited on the school bus.
  • Destruction or defacing any part of the school bus is prohibited.
  • Fighting or pretend fighting is NOT permitted.
  • NO objects (however small) are to be thrown from the school bus windows or doors or inside the bus.
  • Emergency doors, windows, and hatches are to be used ONLY at the direction of the school bus driver.
  • Students may be assigned seat assignments on the school bus if the driver or an administrator determines a necessity for seating assignments.
  • Students MUST remain seated at all times unless otherwise directed by the school bus driver.
  • Students MUST remain QUIET at ALL railroad crossings.
  • Students should WAIT for instructions (hand signals or otherwise) from the school bus driver EVERY TIME when crossing the street to board the bus or when exiting the bus. Students should be able to maintain eye contact with the school bus driver or cross in full view of the school bus driver.
  • Students are allowed water in a clear water bottle, up to 32 ounces.
  • Students should be at the bus stop AT LEAST FIVE (5) MINUTES prior to the scheduled pick-up time.
  • Students are to wait at the school bus stop in an orderly manner.
  • Students will be allowed to board or exit the school bus at a bus stop other than the assigned residence stop ONLY with Parents/guardian permission (in writing) or with school administrator approval (also in writing). This written permission must be shown to the school bus driver.
  • Any behavior that is considered disruptive or unsafe by the school bus driver will be handled through the use of The Safe Rider Program

Approved 05/09/2011     Reviewed 11/20/2017   Revised 11/20/2017 

712.11 Transportation and Activities in Inclement Weather

Buses will not operate when weather conditions due to fog, rain, snow or other natural elements make it unsafe to do so. Because weather conditions may vary around the district and may change quickly, the best judgment possible will be used with the information available.

 

The final decision in declaring conditions “unsafe” will be made by the superintendent or the superintendent’s designee. The superintendent will be assisted by the actual “on location’ reports of the transportation director and the drivers.

 

Employees will be notified at the earliest possible moment after a decision regarding a school closing or delay. Students and parents will be notified when school is delayed, canceled or dismissed early. When school is closed because of bad weather anywhere in the district, all schools will be closed.

 

When weather conditions deteriorate during the day after school has begun, cancellation notices will be announced. Students will be returned to their regular drop-off sites unless weather conditions prevent it. In that case, students will be kept at or returned to school until they are picked up by the parents.

 

When school has been cancelled for the day, the superintendent or the superintendent’s designee and the activities director will decide by 2:00 p.m. whether to allow student activities or performances.

 

When school is dismissed early due to inclement weather, all activities are also canceled and the building will be cleared. However, the superintendent or the superintendent’s designee may grant a sponsor approval to hold an open gym after regular school hours, but no required attendance can be made.

 

If school is dismissed early due to excessive heat, the superintendent or the superintendent’s designee and activities director are authorized to allow extra-curricular activities if, in their best judgment, the welfare to the student is not jeopardized. However, no required attendance can be made.

 

When school has been delayed because of inclement weather, all extra-curricular activities are canceled prior to the start of the regular school day. The superintendent or the superintendent’s designee may, however, allow the activities to occur based on the request of the sponsor. In most cases, after school activities will follow the predetermined schedule.

 

 

Legal Reference:               Iowa Code §§ 279.8

 

Approved 03/25/91      Reviewed 11/20/2017      Revised 11/20/2017  

712.12 District Vehicle Idling

The board recognizes that it has a role in reducing environmental pollutants and in assisting students and others be free from pollutants that may impact their respiratory health. Unnecessary vehicle idling emits pollutants and wastes fuel.

 

The board directs the superintendent, in conjunction with the Director of Transportation, to work on administrative regulations to implement this policy and reduce vehicle idling time.

 

 

Legal Reference:               Iowa Code §§ 279.8

 

Approved 03/19/07      Reviewed 11/20/2017      Revised ________   

800 Buildings & Sites

800 Objectives of Buildings and Sites

This series of the board policy manual sets forth the board objectives and goals for the school district’s facilities and sites. It shall be the goal of the board to provide sufficient school facilities for the education program. The board shall strive to provide an environment which will encourage and support learning.

 

In providing this environment the school district buildings and sites will accommodate the organizational and instructional patterns that support the education program. The board shall have final authority to determine what is necessary to meet the needs of the education program.

 

It shall be the responsibility of the superintendent to oversee the day-to-day operations of the school buildings and sites and to notify the board of areas in need of improvement.

 

 

Approved   04/22/91       Reviewed 12/18/2017       Revised 12/18/2017       

801 Site Acquisition and Building Construction

801.1 Facilities Long Range Planning

As part of the board’s long range plan for the school district’s education program, the board shall include the buildings and sites needs for the education program. The long term needs for building and sites shall be discussed and determined by the board.

 

It shall be the responsibility of the superintendent to provide information including, but not limited to, enrollment projections and education program requirement to the board.

 

 

Legal Reference:               Iowa Code §§ 280.3, .12, .14; 297 (2013).

 

Approved   04/22/91       Reviewed 12/18/2017       Revised 12/18/2017       

801.2 Buildings and Sites Surveys

The board may engage the services of consultants or other personnel to study the needs of the school district’s buildings and sites in providing the education program. The results of these services will be considered in planning the education program and in making decisions about the improvement and acquisitions of additional buildings and sites.

 

It shall be the responsibility of the superintendent to make a recommendation to the board regarding the need for such services and who should perform such services for the board.

 

 

Legal Reference:               Iowa Code §§ 280.3, .14; 297 (2013).

 

Approved   04/22/91       Reviewed 12/18/2017       Revised 12/18/2017       

801.3 Educational Specifications for Buildings and Sites

Buildings and sites considered for purchase or construction by the board or currently owned by the school district and used for the education program must meet, or upon improvement be able to meet, the specifications set by the board. The board shall make this determination.

 

Prior to remodeling or other construction of buildings and sites, the board may appoint a committee of consultants, employees, citizens, or others to assist the board in developing the specifications for the new or improved buildings and sites. These specifications shall be consistent with the education program, and they shall provide the architect with the information necessary to determine what is expected from the facility. It shall be within the discretion of the board to determine whether a committee shall be appointed.

 

The educational specifications shall include, but not be limited to, the financial resources available for the project, the definition and character of classrooms, the functional use to be made of the rooms, description of specialized needs, and other pertinent information as the board deems necessary.

 

It shall be the responsibility of the superintendent to make a recommendation to the board regarding the specifications of buildings and sites.

 

 

Legal Reference:              

Cedar Rapids Community School District, Linn County v. City of Cedar Rapids, 252 Iowa 205, 106 N.W.2d 655 (Iowa 1960).

Iowa Code §§ 8A; 280.3, .14; .26; 297; 544A (2013).

1974 Op. Att’y Gen. 529.

 

Approved   04/22/91       Reviewed 12/18/2017       Revised 12/18/2017       

801.5 Site Acquisition

Sites acquired by the board shall meet or, upon improvement, be able to meet the specifications set out by the board prior to using the site for the education program. The board may meet in closed session to discuss potential purchases of sites.

 

It shall be the responsibility of the superintendent to assist the board and to make recommendations concerning the acquisition of sites.

 

 

Legal Reference:               Iowa Code §§ 21.5(j); 297 (2013).

 

Approved   04/22/91       Reviewed 12/18/2017       Revised            

   

802 Maintenance, Operation, and Management

802.1 Maintenance Schedule

The school district buildings and sites, including the grounds, buildings and equipment, will be kept clean and in good repair. Employees should notify the building principal when something is in need of repair or removal, including graffiti.

 

It shall be the responsibility of the superintendent to maintain the school district buildings and sites. As part of this responsibility, a maintenance schedule shall be created and adhered to in compliance with this policy.

 

Legal Reference:               Iowa Code §§ 279.8; 280.3, .14 (2013).

 

Approved   04/22/91       Reviewed 01/15/2018      Revised 03/17/97   

802.2 Requests for Improvement

Generally, except for emergency situations, requests for improvements or repairs shall be made to the superintendent by building principals and the head custodian. Requirements for requests outlined in the maintenance schedule shall be followed.

 

Minor improvements, not exceeding a cost of $10,000, may be approved by the superintendent.  Improvements exceeding $10,000 must be approved by the board. Routine maintenance and repairs outlined in the maintenance schedule shall be followed.

 

 

Legal Reference:               Iowa Code §§ 279.8; 280.3, .14 (2013).

 

Approved   04/22/91       Reviewed 01/15/2018      Revised 03/18/2013   

802.3 Emergency Repairs

In the event of an emergency requiring repairs, in excess of the state limit, to a school district facility are necessary to correct or control the situation and to prevent the closing of the school, the provisions relating to bidding shall not apply.

 

It shall be the responsibility of the superintendent to obtain certification from the area education agency administrator stating such repairs in excess of the state limit were necessary to prevent the closing of school.

 

It shall be the responsibility of the superintendent to notify the board as soon as possible considering the circumstances of the emergency.

 

Legal Reference:               Iowa Code §§ 26.3, 280.3, .14; 297.8 (2013).

 

Approved   04/22/91       Reviewed 01/15/2018      Revised 01/15/2018  

802.4 Capital Assets

The school district will establish and maintain a capital assets management system for reporting capitalized assets owned or under the jurisdiction of the school district in its financial reports in accordance with generally accepted accounting principles (GAAP) as required or modified by law; to improve the school district's oversight of capital assets by assigning and recording them to specific facilities and programs and to provide for proof of loss of capital assets for insurance purposes.

 

Capital assets, including tangible and intangible assets, are reported in the government-wide financial statements (i.e. governmental activities and business type activities) and the proprietary fund financial statements. Capital assets reported include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment. Capital assets reported in the financial reports will include individual capital assets with an historical cost equal to or greater than $5,000. The Federal regulations governing school lunch programs require capital assets attributable to the school lunch program with a historical cost of equal to or greater than $500 be capitalized. Additionally, capital assets are depreciated over the useful life of each capital asset.

 

All intangible assets with a purchase price equal to or greater than $25,000 with useful life of two or more years, are included in the intangible asset inventory for capitalization purposes. Such assets are recorded at actual historical cost and amortized over the designated useful lifetime applying a straight-line method of depreciation. If there are no legal, contractual, regulatory, technological or other factors that limit the useful life of the asset, then the intangible asset needs to be considered to have an indefinite useful life and no amortization should be recorded.

 

Phase III districts, as determined under GASB 34, will retroactively report intangible assets. If actual historical cost cannot be determined for intangible assets due to lack of sufficient records, estimated historical cost will be used.

 

This policy applies to all intangible assets. If an intangible asset that meets the threshold criteria is fully amortized, the asset must be reported at the historical cost and the applicable accumulated amortization must also be reported. It is not appropriate to “net” the capital asset and amortization to avoid reporting.  For internally generated intangible assets, outlays incurred by the government's personnel, or by a third-party contractor on behalf of the government, and for development of internally generated intangible assets should be capitalized.

 

The capital assets management system must be updated monthly to account for the addition/acquisition, disposal, and relocation/transfer of capital assets. It is the responsibility of the superintendent to count and reconcile the capital assets with capital assets management system on June 30 each year.

 

It is the responsibility of the superintendent to develop administrative regulations implementing this policy. It will also be the responsibility of the superintendent to educate employees about this policy and its supporting administrative regulations.  

 

Legal Reference:        Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A (2013).

 

Approved _10/18/2010_         Reviewed 01/15/2018             Revised 01/15/2018   

802.4R1 Capital Assets Regulation

A.     Capital Assets Management System

        The superintendent, and/or other designated staff, shall:

  1. Conduct the capital assets physical count;
  2. Develop the capital assets listing;
  3. Tag capital assets included in the capital assets management system with a bar code identification number;
  4. Make a recommendation of a computer software program for managing the capital assets management system;
  5. Enter the necessary data into the capital assets management system and compile the appropriate reports;
  6. Develop forms and procedures for maintaining the integrity of the  capital assets management system; and,
  7. Maintain responsibility for an accurate capital assets management system.

B.     Determining historical cost

  1. The historical cost of a capital asset is based on the actual costs expended in making the capital assets serviceable.                                                                       
  2. Gifts of capital assets are valued at the estimated fair market value at the addition/acquisition date.
  3. Capital assets purchased under a capital lease are valued at historical cost of their net present value of the minimum lease payments on the addition/acquisition date. 
  4. The historical cost of capital assets must include capitalized interest.

C.    Annual capital assets listing reconciliation

  1. The superintendent, and/or other designated staff, in conjunction with the capital assets management team, will conduct an annual capital assets physical count to develop the annual capital assets listing in a manner similar to the initial capital assets listing process in B above. At least every three years, someone other than the person in custody of the capital assets in the building/department/room will perform the capital assets physical count for the building/department/room.
  2. Upon completion of the annual capital assets listing, the capital assets listing is reconciled to the capital assets management system data base.                           
  3. Capital assets found to have been excluded from the data base are added to the capital assets management system. The capital assets management system process should be reviewed to prevent future incidents of excluding a capital asset.
  4. Capital assets unaccounted for are reported to the superintendent who contacts the supervisor of and the individual in charge/control/custody of the capital asset. The individual in charge/control/custody of the capital asset has thirty days to account for the capital asset.
  5. Capital assets unaccounted for after thirty days are reported to the superintendent for appropriate action and documentation. "Appropriate action" may include discipline, up to and including discharge, and may require the employee/person in charge/control/custody of the capital asset to replace the asset.
  6. The superintendent is responsible for documenting the reasons each asset was not reconciled to the capital assets management system.

D.      Addition/acquisition of capital assets.

  1. The school district's purchasing policy and administrative regulations must be followed when acquiring capital assets. The school district's policy and administrative regulations must be followed for receiving a gift of capital assets.  
  2. The capital assets addition/acquisition documentation must be completed for each additional capital assets with an addition/acquisition cost of equal to or greater than $5,000. The following information should be collected, if applicable:
    1. Name of location-building/department/room;
    2. Location-building/department/room code;
    3. Balance sheet accounting/class code;
    4. Government or BTA program;
    5. Addition/acquisition date;
    6. Check/purchase order number or gift;
    7. Bar code identification number assigned to and placed on the capital asset;
    8. Serial/model number;
    9. Cost-historical;
    10. Fair market value on acquisition date (donated assets only);
    11. Estimated useful life;
    12. Vendor;
    13. Purchasing fund and function;
    14. Description of capital asset;
    15. Department/person charged with custody,
    16. Method of addition/acquisition-purchase, trade, gift etc.,
    17. Quantity;
    18. Replacement cost;
    19. Addition/acquisition authorization; and
    20. Function for depreciation.
  3. Capital assets acquired in a month must be entered into the capital assets management system in the same month.
  4. The actual costs of construction in progress, other than infrastructure, is entered into the capital assets management system in the month in which costs are incurred until the total cost of addition/acquisition is entered. Upon completion of construction, the total costs accumulated over the period of construction are reclassified to buildings.
  5. Capital assets acquired in a month must be entered into the capital assets management system in the same month.

E.     Relocation/transfer of machinery and equipment capital assets.

  1. A capital assets’ relocation/transfer documentation must be completed prior to removing machinery and equipment capital assets from their current location. The following information must be collected:
    1. Relocation/transfer date;
    2. Quantity;
    3. Bar code identification number;
    4. Current location-building/department/room code;
    5. Name of current location-building/department/room;
    6. New location-building/department/room code;
    7. Name of new location-building/department/room;
    8. Date placed at new location-building/department/room;
    9. Department/person charged with custody; and
    10. Relocation/transfer authorization.
  2. Capital assets relocated/transferred in a month must be entered into the capital assets management system in the same month.

F.     Disposal of capital assets

  1. A Capital Assets’ disposal documentation must be completed prior to disposing of real property. The following information must be collected:
    1. Disposal date;
    2. Quantity;
    3. Bar code tag identification number;
    4. Legal description,
    5. Location/Address;
    6. Purchaser;
    7. Disposal methods for real property trade, sale, stolen, etc.; and,
    8. Disposal authorization.
  2. Capital assets disposed of in a month must be entered into the capital assets management system in the same month.
  3. When assets are sold or disposed of, it is necessary to calculate and report a gain or loss in the statement of activities. The gain/loss is calculated by subtracting the net book value (historical cost less any accumulated amortization) from the net amount realized on the sale or disposal.

G.    Lost, damaged or stolen capital assets.

  1. A Lost, Damaged or Stolen Capital Assets Report must be completed when a capital asset has been lost, damaged or stolen. The following information must be collected:
    1. Date of loss, damage or theft;
    2. Employee/person discovering;
    3. Quantity;
    4. Description of capital asset;
    5. Bar code tag identification number;
    6. Location-building/department/room;
    7. Description of loss, damage, etc.;
    8. Filing of police report-yes or no;
    9. Filing of insurance report-yes or no;
    10. Sent for repair-yes or no;
    11. Date returned from repair;
    12. Date returned to location-building/department/room;
    13. Department/person charged with custody; and
    14. Authorization.
  2. Capital assets damaged, lost or stolen in a month must be entered into the capital assets management system in the same month.             

H.    Capital assets reports

  1. Annual reports for June 30 each year.                              
    1. Capital assets listing including the following items:
      1. Balance sheet accounting/class code;
      2. Purchasing fund, function and depreciation function;
      3. Bar code tag identification number;
      4. Description of the capital asset;
      5. Historical cost or other;
      6. Location;
      7. Current year depreciation/expense; and,
      8. Accumulated depreciation/amortization.
    2. Capital assets listing by location/building;
    3. Capital assets listing by department/employee/person charged with custody; and,
    4. Capital assets listing by replacement cost.

 

Approved _10/18/2010_         Reviewed 01/15/2018             Revised 01/15/2018 

802.4R2 Capital Assets Management Systems Definitions

Back trending/standard costing - an estimate of the historical original cost using a known average installed cost for like units as of the estimated addition/ acquisition date. This cost is only applied to the capital assets initially counted upon implementation of the capital assets management system when the historical original cost cannot be determined. It is inappropriate to apply the back trending/standard costing method to any capital assets acquired after the assets management system implementation date.

 

Balance sheet accounting/class codes - the codes set out for assets in the Iowa Department of Education Uniform Accounting Manual. They are: 200-capital assets; 211- land and land improvements; 221-site improvements; 222-accumulated depreciation on site improvements; 231-buildings and building improvements; 232-accumulated depreciation on buildings and building improvements; 241-machinery and equipment; 242-accumulated depreciation on machinery and equipment, 251-works of art and historical treasures; 252-accumulated depreciation on works of art and historical treasures, 261-infrastructure, 262-accumulated depreciation on infrastructure, and 271-construction in progress.

 

Book value - the value of capital assets on the records of the school district, which can be the cost or, the cost less the appropriate allowances, such as depreciation.

 

Buildings and building improvements - a capital assets account reflecting the addition/acquisition cost of permanent structures owned or held by a government and the improvements thereon.

 

Business-type activities – one of two classes of activities reported in the government-wide financial statements. Business-type activities are financed in the whole or in part by fees charged to external parties for goods or services. These activities are usually reported in enterprise funds.

 

Capital expenditures/expenses - expenditures/expenses resulting in the addition/acquisition of or addition/acquisition to the school district's capital assets.

 

Capital assets - Capital assets with a value of equal to or greater than $5,000 based on the historical cost include: long-lived assets obtained or controlled as a result of past transactions, events or circumstances. Capital assets include buildings, construction in progress, improvements other than facilities, land, machinery and equipment, and intangible assets.

 

Capitalization policy - the criteria used by the school district to determine which capital assets will be reported as capital assets on the school district’s financial statements and records

 

Capitalization threshold - The dollar value at which a government elects to capitalize tangible or intangible assets that are used in operations and that have initial useful lives extending beyond a single reporting period.

 

Capitalized interest - interest accrued and reported as part of the cost of the capital assets during the construction phase of a capital project. The construction phase extends from the initiation of pre-construction activities until the time the asset is placed in service.

 

Construction in progress - buildings in the process of being constructed other than infrastructure.

 

Cost - the amount of money or other consideration exchanged for goods or services.

 

Depreciation/Amortization - expiration in the service life of capital assets, other than wasting assets, attributable to wear and tear, deterioration, action of the physical elements, inadequacy and obsolescence. In accounting for depreciation/amortization, the cost of a capital asset, less any salvage value, is prorated over the estimated service life of such an asset, and each period is charged with a portion of such cost.

 

Fixtures - attachments to buildings that are not intended to be removed and cannot be removed without damage to the buildings. Those fixtures, with a useful life presumed to be as long as that of the building itself, are considered a part of the building. Other fixtures are classified as machinery and equipment.

 

General capital assets - capital assets that are not capital assets of any fund, but of the governmental unit as a whole. Most often these capital assets arise from the expenditure of the financial resources of governmental funds.

 

General capital assets account group (GFAAG) - a self-balancing group of accounts established to account for capital assets of the school district, not accounted for through specific proprietary funds.

 

Government activities – activities generally financed through taxes, intergovernmental revenues, and other non-exchange revenues. These activities are usually reported in governmental funds and internal service funds.

 

Government-wide financial statements – Financial statements that incorporate all of a government's governmental and business-type activities, as well as its nonfiduciary component units. There are two basic government-wide financial statements the statement of net assets and the statement of activities. Both basic government-wide financial statements are presented using the economic resources measurement focus and the accrual basis of accounting.

 

Historical (acquisition) cost - the actual costs expended to place a capital asset into service. For land and buildings, costs such as legal fees, recording fees, surveying fees, architect fees and similar fees are included in the historical cost. For machinery and equipment, costs such as freight and installation fees and similar fees are included in the historical cost.

 

Improvements – In addition made to, or change made in, a capital asset, other than maintenance, to prolong its life or to increase the efficiency or capacity. The cost of the addition or change is added to the book value of the asset.

 

Improvements other than buildings - attachments or annexation to land that are intended to remain so attached or annexed, such as sidewalks, trees, drives, tunnels, drains and sewers. Sidewalks, curbing, sewers and highways are sometimes referred to as "betterments," but the term "improvements" is preferred.

 

Infrastructure – long-lived capital assets that normally are stationary in nature and normally can be preserved for a significantly greater number of years than most capital assets. Examples of infrastructure assets include; roads, bridges, tunnels, drainage systems, water and sewer systems, dams, and lighting systems.

 

Investment in general capital assets - an account in the GFAAG representing the school district's investment in general capital assets. The balance in this account generally is subdivided according to the source of the monies that finance the capital assets addition/acquisition, such as general fund revenues and special assessments.

 

Land and buildings - real property owned by the school district.

 

Machinery and equipment - capital assets which maintain their identity when removed from their location and are not changed materially or consumed immediately (e.g., within one year) by use. Machinery and equipment are often divided into specific categories such as: transportation machinery and equipment which includes school buses and school district owned automobiles, trucks and vans; other motor machinery and equipment which includes lawn maintenance machinery and equipment, tractors, motorized carts, maintenance machinery and equipment, etc.; other machinery and equipment which includes furniture and machinery and equipment contained in the buildings whose original cost is equal to or greater than $5,000, and capital assets under capital leases and capital assets being acquired under a lease/purchase agreement.

 

Proprietary funds – Funds that focus on the determination of operating income, changes in net assets (or cost recovery), financial position, and cash flows. There are two different types of proprietary funds: enterprise funds and internal service funds.

 

Replacement cost - the amount of cash or other consideration required today to obtain the same capital assets or its equivalent.

 

Approved _10/18/2010_                     Reviewed 01/15/2018             Revised 01/15/2018

802.5 Buildings & Sites Adaptation for Persons with Disabilities

The board recognizes the need for access to its buildings and sites by persons with disabilities. School district buildings and sites currently in use will be altered to be accessible to persons with disabilities unless the alteration would cause an undue hardship for the school district. Renovated and new buildings and sites shall be accessible to persons with disabilities.

 

It is the responsibility of the superintendent, upon board approval, to take the necessary action to ensure school district buildings and sites are accessible to persons with disabilities.

 

 

Legal Reference:               29 U.S.C. §§ 621-634 (2012).

                                           42 U.S.C. §§ 12101 et seq. (2012).

                                           Iowa Code chs. 104A; 216.

 

Approved   04/22/91       Reviewed 01/15/2018                   Revised 01/15/2018

802.7 Vandalism

The board believes everyone should treat school district buildings and sites and property with respect for the benefit of the education program. Users of school district property shall treat it with care. Employees discovering vandalism should report it to the building principal as soon as possible.

 

Persons suspected, found or proven to have destroyed or otherwise harmed school district property may be subject to discipline by the school district, if the person is under the jurisdiction of the school district, and may be reported to local law enforcement officials. Persons who are not under the jurisdiction of the school district and who are suspected, found or proven to have destroyed or otherwise harmed school district property shall be reported to the local law enforcement authorities.

 

Legal Reference:               Iowa Code §§ 279.8 (2013).

 

Approved   04/22/91       Reviewed 01/15/2018                   Revised 01/15/2018

802.8 Energy Conservation

In concert with the board’s goal to utilize public funds in an effective and efficient manner, employees and students shall practice energy conservation methods when utilizing the school district’s buildings and sites. These methods include, but are not limited to, turning off lights and equipment when not in use, reducing the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending on the weather.

 

It shall be the responsibility of the superintendent to develop guidelines for employees and students. It shall be the responsibility of employees and students to abide by these guidelines.

 

 

Legal Reference:               Iowa Code §§ 279.44; 473.19-.20 (2013).

 

Approved   04/22/91       Reviewed 01/15/2018                   Revised 01/15/2018

803 Selling and Leasing

803.1 Disposition of Obsolete Equipment

School property, such as equipment, furnishings, equipment and/or supplies (hereafter equipment), will be disposed of when it is determined to be of no further use to the school district. It shall be the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.

 

Obsolete equipment having a value of less than $5,000 shall be disposed of in a manner determined by the board. The board herein grants discretion to the superintendent or his/her designee to dispose of obsolete equipment which is of no further value or use for the school district in the manner deemed to be in the best economic interests of the school district. However, the sale of equipment, furnishings or supplies disposed of in this manner shall be published in a newspaper of general circulation. The publication of the sale shall be published with at least one insertion each week for two consecutive weeks. Any other disposition may be done in any other manner so with only one insertion in the same newspaper(s).

 

A public hearing shall be held regarding the disposal of the equipment with a value of $5,000 or more prior to the board’s final decision. The board shall adopt a resolution announcing the proposed sale and shall publish notice of the time and place of the public hearing and the description of the property shall be in the resolution. Notice of the public hearing shall be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date. Upon completion of the public hearing, the board may dispose of the equipment.

 

It shall be the responsibility of the superintendent to make a recommendation to the board regarding the method for disposing of equipment of no further use to the school district.

 

Legal Reference:               Iowa Code §§ 297.22-.25 (2013).

 

Approved   04/22/91       Reviewed 02/19/2018       Revised 02/19/2018   

803.2 Lease, Sale or Disposal of School District Facilities

Decisions regarding the lease, sale, or disposal of school district real property shall be made by the board. In making its decision the board will consider the needs of the education program and the efficient use of public funds.

 

Prior to the board’s final decision regarding real property, a public hearing shall be held. The board shall adopt a resolution announcing the proposed sale which shall contain notice of the time and place of the public hearing and the description of the property or locally known address. Notice of the time and place of the public hearing shall be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date. Upon completion of the public hearing, the board may dispose of the property.

 

If the real property contains less than two acres, is located outside of a city, is not adjacent to a city and was previously used as a schoolhouse site, the property may revert to the owner of the tract from whom the property was taken following the procedures set forth in Iowa Code §§ 297.15-.25.

 

In the case of a sale or lease of school district real property not being used for the education program, unless otherwise exempted, advertisements for bids shall be taken. If the bids received by the board are deemed inadequate, the board may decline to sell or lease the property and re-advertise.

 

In the case of the razing of a school district building, in an amount in excess of the statutory minimum required by law, the board will advertise and take bids for the purpose of awarding the contract for the project.

 

The superintendent shall be responsible for coordinating the action necessary for the board to accomplish the lease, sale, or disposal of school district real property, including student-constructed buildings. It shall also be the responsibility of the superintendent to make a recommendation to the board regarding the use of school district real property not being utilized for the education program.

 

Legal Reference:               Iowa Code §§ 297.15-.25 (2013).

 

Approved   04/22/91       Reviewed 02/19/2018      Revised 02/19/2018 

804 Safety Program

804.1 Facilities Inspections

A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, facilities, and grounds shall be conducted as part of the maintenance schedule for school district facilities. The results of this inspection shall be reported to the board at its annual meeting. Further, the board shall carry out its own inspection of the school district facilities annually.

 

Legal Reference:               Iowa Code §§ 279.8.

 

Approved   04/22/91       Reviewed 02/19/2018               Revised 02/19/2018  

804.2 Warning System and Emergency Plans

The school district shall maintain a warning system designed to inform students, employees, and visitors in the facilities of an emergency. This system shall be maintained on a regular basis under the maintenance plan for school district buildings and sites.

 

Students shall be informed of this system according to board policy. Each classroom and office shall have a plan for helping those in need of assistance to safety during an emergency. This shall include, but not be limited to, disabled students and employees.

 

Certified employees shall be responsible for instructing students on the proper techniques to be followed during an emergency. It shall be the responsibility of the superintendent to develop administrative regulations regarding this policy.

 

Legal Reference:               Iowa Code §§ 100.31 (2013).

 

Approved   04/22/91       Reviewed 02/19/2018         Revised 02/19/2018  

804.6 Bomb Threats

As soon as a bomb threat is reported to the administration, the school district facility should be cleared immediately. A thorough search will be made by the appropriate school district or law enforcement officials. Employees and students shall remain outside the school district facility until it is determined that the danger no longer exists.

 

It shall be the responsibility of the superintendent to file a report for the school district records.

 

Legal Reference:               Iowa Code §§ 279.8

 

Approved   04/22/91       Reviewed 02/19/2018       Revised 02/19/2018  

805 Asbestos Maintenance

805.1 Asbestos Containing Material

Friable and non-friable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed. If there is a need to replace asbestos, it will be replaced with non-asbestos containing materials. Each school building will maintain a copy of the asbestos management plan.

 

The school district will annually notify, appoint, and train appropriate employees as necessary.

 

Legal Reference:               20 U.S.C. §§ 3601 et seq. (2012).

                                           40 C.F.R. Pt. 763 (2012