4000-Business Mgmt

Section 4000 - Business Management


TABLE OF CONTENTS

4005    Employee Conflict of Interest - Purchases

4010    Buildings and Grounds Management

      4010.1       Maintenance

4015    Insurance Program (Cf. 1220, 8460)

      4015.1       Insurance Consultant

4020    Joint Self-Insurance Pool

4040    Safety (Cf. 8590)

      4040.1       Reporting Accidents

4050    Environmental Health and Safety - Employee Indemnification

      4050.1       Toxic Hazards and Asbestos

      4050.2       Toxic Hazards

      4050.3       Asbestos

      4050.4       Hygienic Management

4060    Energy Policy

4080    Emergency Closings/Evacuations

      4080.1       Dismissal Precautions

4090    Traffic and Parking Controls (Cf. 8640)

4100    Environment

4101    Pest Control

      4101.1       Integrated Pest Management Policy

      4101.2       Integrated Pest Management Coordinator

      4101.3       Education/Training

4110    Security

4120    Thefts and Vandalism

4170    Records

4250    Printing and Duplicating Service – Copyright

      4250.1       Employee Produced Material

      4250.2       Copyright Compliance and Computer Software – Copyright

      4250.3       Printing and Duplicating Service - Copyright

4300    Student Transportation Management  

4320    School Vehicles

      4320.1       Liability

      4320.2       Safety

      4320.3       Safety Inspection

      4320.4       Records

      4320.5       Licensing of Drivers

      4320.6       School Bus Safety Program

4350    Student Transportation in Private Vehicles

      4350.1       Field Trips

      4350.2       Student Self-Transportation

4365    Special Use of Transportation Services

4450    Vending Machines

4455    Food Service

4460    Food Allergies  

      4460.1       Dealing with Food Allergic Students

4470    Free or Reduced-Price Meals

4480    Bidding the Food Service Program

4500    Technology

side note:  For policies of a general nature on the generation and control of statistical and other information as desired by the District and/or required by state and federal regulations.  See also “Records” and “Report,” in Index.

      4500.1       New Programs

      4500.2       Upgrades

      4500.3       Data Management

      4500.4       Education and Instruction

4510    Computer Network (Cf. 4520)

      4510.1       Personal Accounts

      4510.2       System Integrity

      4510.3       Network Use

      4510.4       Limiting Access

side note:  Includes new construction as well as related activities such as acquiring sites, plant remodeling or modernizing and leasing or renting property to meet expansion needs.

4520    Filtering Software (Cf. 4510)

4601    Facilities Development Goals

4650    Planning - Long-Range (Cf. 4601)

4700    Retirement of Facilities

      4700.1       Obsolescence Determination

4710    Disposition of Surplus Property

      4710.1       Instructional Material

      4710.2       Equipment

      4710.3       Disposition

4720    Disposition of Real Property

4750    Naming New Facilities

4770    Selection of an Architect (Cf. 4890, 4910)

4800    Educational Specifications

side note: Detailed, precise, expert presentation of a plan or proposal for educational facilities including equipment, classrooms, laboratories, curriculum, etc.

4890    Supervision of Construction (Cf. 4770, 4910)

4900    Fair Employment Clause

4910    Affidavits and Guarantees (Cf. 4770, 4890)

4950    Board Inspection of New or Remodeled Facilities

4970    Public Dedication of New Facilities

4975    Dedication Plaques

 

 

4005  EMPLOYEE CONFLICT OF INTEREST - PURCHASES

Employees in a position to influence decisions on purchases shall not have a personal financial interest either directly or indirectly in purchase for the District, or benefit directly or indirectly from any financial transaction, unless that interest has been fully disclosed and the person involved has removed himself/herself from the decision-making process.

Purchases of, or use of District property, materials and manpower, by employees, shall be accomplished in accordance with good business practices, and within the framework of applicable laws, regulations, and Board policies.

The Superintendent and his/her cabinet and any other administrator deemed by the Superintendent to be in a position to influence the purchase of any goods or services, shall periodically sign and file a conflict of interest disclosure document.

Approved: December 11, 2002           LEGAL REF:  MCL 15.322-323

4010  BUILDINGS AND GROUNDS MANAGEMENT

All buildings and surrounding property shall be maintained and inspected by the Superintendent on a regular basis.

4010.1   Maintenance

The Board of Education recognizes that the fixed assets of this District represent a significant investment of this community and their maintenance is of prime concern to the Board.

The Board directs the conduct of a continuous program of inspection, maintenance, and rehabilitation for the preservation of all District buildings and equipment. Whenever possible and feasible, maintenance shall be preventive.

The Superintendent  shall develop, for implementation by the custodial and maintenance staff, a maintenance program which shall include:

A regular program of facilities repair and conditioning;
An equipment replacement program;
A long‑range program of building modernization; and
Repair or replacement of equipment or facilities for energy, conservation, safety, or other environmental factors.

The Superintendent shall develop and promulgate to the custodial staff such guidelines as may be necessary for the ongoing maintenance and good order of the physical plant and for the expeditious repair of those conditions which threaten the safety of the occupants or the integrity of the plant.

The Superintendent will report to the Buildings & Grounds Committee the condition of school buildings and grounds on an ongoing basis.

Approved:       December 11, 2002

4015  INSURANCE PROGRAM

(Cf. 1190, 1220, 8460)          

The Board of Education shall purchase with District funds the type and amount of insurance necessary to protect the District from major financial losses.

Insurance purchased shall include, but need not be limited to, the following:

Negligent acts or omissions that cause personal injury or wrongful death;
Fire and extended coverage on buildings and contents;
Comprehensive bodily injury, property damage on automobiles, vehicles, and trucks;
Boiler and machinery;
Special coverage for equipment not ordinarily covered under a standard policy;
Employee insurance coverage as specified in the Master Agreement(s) or by Board action;
Worker's compensation coverage; and
Legal liability for Board members and employees.

Insurance for a given coverage shall be obtained at the lowest possible cost, assuming that service and company reliability are satisfactory. The Superintendent shall administer the insurance program.

4015.1   Insurance Consultant

An insurance consultant, licensed in the State of Michigan, may be employed by the District to analyze the insurance needs of the District in light of current circumstances. Such an analysis shall include the status of current coverage regarding all types of insurance required of the Board under current law or as desired by the Board as the needs of the District dictate.

An insurance consultant shall assist the Superintendent in the preparation of bid specifications and shall be available to the Board to explain all aspects of the District’s insurance needs.  Said insurance consultant or his/her company shall not be eligible to bid for the District’s insurance if said consultant has been instrumental in the development of the District’s insurance bid specifications.

Approved: December 11, 2002

LEGAL REF:  MCL 380.1269; 380.1332; 691.1405-1409

4020 JOINT SELF-INSURANCE POOL

The Board of Education recognizes the benefits to the District of joining with other Boards of Education and political subdivisions in providing coverage for the insurance needs of this District and in participating in programs of risk management to prevent loss, reduce expenses, and to control liability.

The Board may provide insurance for:

a.   Loss or damage to District property, real or personal;

b.   Loss or damage from liability resulting from the use of District property;

c.   Loss or damage from liability for the acts and omissions of District officers or employees;

d.   Loss or damage from liability established by the Workers' Compensation statutes;

e.   The expenses of defending any claim against the Board members, officers, or employees of this District arising out of and in the course of the performance of their duties; and

f.    Hospital and medical insurance coverage.

The Board may upon formal resolution duly adopted, become a member of a self‑insurance group in order to participate in any joint self‑insurance fund or funds, risk management program, or related services offered or provided by the group. The Board's membership in the group will be governed by the Bylaws of the insurance group, which must be reviewed and approved by the State Superintendent of Insurance in accordance with law.

Trustees of the school Board self‑insurance pool shall be selected in accordance with the Bylaws of the insurance group. If the Bylaws do not provide for the manner of a trustee's election, the trustee or trustees representing this Board shall be elected by a plurality vote of those Board members present and voting.

Approved: December 11, 2002

4040 SAFETY (Cf. 8590)                                                                                              

The Board of Education believes that the employees and students of this District, as well as visitors, are entitled to function in an environment as free from hazards as can reasonably be provided. In this regard and in accordance with the law, the Board will provide reasonable and adequate protection to the lives, safety, and health of its employees.

The Superintendent shall be responsible for the maintenance of safety standards in the facilities to prevent accidents and to minimize their consequences. He/she shall designate an employee who shall conduct periodic audits of health and safety conditions within the facilities of the District in accordance with the Federal OSHA standards adopted by the State, and take appropriate action on any violations thereof to the Superintendent. Said employee shall also have the authority to organize and direct the activities of a District safety committee.

The Superintendent shall ascertain that the employees and students of this District are aware of their rights to a hazard-free environment, that they are properly trained in safety methods that protective devices and equipment are available to meet safety standards, and that proper rules and records are maintained to meet the requirements of the law.

In the event a representative of the State makes an inspection, the Superintendent shall report the results thereof to the Board following the receipt of the State report.

4040.1   Reporting Accidents

The Board of Education directs that all reasonable efforts be made to ensure a safe learning and working environment for the students and employees of this District. To that end and to the end that legitimate employee claim for worker's compensation is expedited, the Board requires that accidents are reported and evaluated. Any accident that results in an injury, however slight, to a student, an employee of the District, or a visitor to the schools must be reported promptly and in writing to the District business office. Injured persons shall be referred immediately to the appropriate personnel for such medical attention as may be needed.

The injured employee or visitor or the staff member responsible for an injured student shall complete a form that includes the date, time, and place of the incident; the names of persons involved, the nature of the injury to the extent that it is known; and a description of all relevant circumstances.

Any employee of the Board who suffers a job‑related injury must report the injury and its circumstances to the building administrator or job supervisor, as appropriate, with twenty‑four (24) hours following the occurrence of the injury. The failure of an employee to comply with this mandate may result in disciplinary action in accordance with standards set forth in a negotiated collective bargaining agreement.

Approved:       December 11, 2002    

LEGAL REF:  MCL 29.19; 380.1288; R 340.1301-1305; Ross v Consumers Power Co, 420 Mich 567; 363 NW2d 641 (1984)

4050 ENVIRONMENTAL HEALTH AND SAFETY – EMPLOYEE INDEMNIFICATION


4050.1   Toxic Hazards and Asbestos

The Board of Education is concerned for the safety of the students and staff members and will attempt to comply with all Federal and State statutes and regulations to protect them from hazards that may result from industrial accidents beyond the control of school officials or from the presence of asbestos materials used in previous construction.

4050.2   Toxic Hazards

These hazards exist in chemicals and other substances used in the school setting such as in laboratories, science classrooms, kitchens, and in the cleaning of rooms and equipment.

The Superintendent will appoint an employee to serve as Toxic Hazard Preparedness (THP) Officer. The THP Officer:

a.   Identifies potential sources of toxic hazard in cooperation with material suppliers who shall supply the THP Officer with material safety data sheets (MSDS's);
b.   Ensures that all incoming materials, including portable containers, are properly labeled with the identity of the chemical, the hazard warning, and the name and address of the manufacturer or responsible party;
c.   Maintains a current file of MSDS for all hazardous materials present on District property;
d.   Designs and implements a written communication program which:

1.  Lists hazardous materials present on District property;

2.  Details the methods used to inform staff and students of the hazards; and

3.  Describes the methods used to inform contractors and their employees of any hazardous substances to which they may be exposed and of any corrective measures to be employed.

e.   conducts a training program for all District employees to include such topics as detection of hazards, explanation of the health hazards to which they Could be exposed in their work environment, and the District's plan for communication, labeling, etc.

In fulfilling these responsibilities, the THP Officer may enlist the aid of county and municipal authorities and, if possible, the owners or operators of identified potential sources of toxic hazard.

4050.3   Asbestos

In its efforts to comply with Asbestos Hazard Emergency Response Act (AHERA), Michigan Occupational Safety, and Health Act (MIOSHA,) and the Asbestos Abatement Contractors Licensing Act, the Board recognizes its responsibility to:

Inspect all District buildings for the existence of asbestos or asbestos‑containing materials;
Take appropriate actions based on the inspections;
Establish a program for dealing with friable asbestos, if found;
Maintain a program of periodic surveillance and inspection of facilities or equipment containing asbestos; and
Comply with EPA regulations governing the transportation and disposal of asbestos and asbestos‑containing materials.

The Superintendent shall appoint a person to develop and implement the District's Asbestos‑Management Program that will ensure proper compliance with Federal and State laws and the appropriate instruction of staff and students.

The Superintendent shall also ensure that, when conducting asbestos abatement projects, each contractor employed by the District is licensed pursuant to the Asbestos Abatement Contractors licensing Act.

Nothing in this policy should be construed in any way as an assumption of liability by the Board for any death, injury, or illness that is the consequence of an accident or equipment failure or negligent or deliberate act beyond the control of the Board or its officers and employees.

The District may provide, however, legal representation and indemnification against civil liability with regard to claims or actions resulting from or arising out of negligence or alleged negligence of those persons responsible for inspecting, monitoring, removing, treating asbestos or material containing asbestos, or supervising these activities, provided the employee was performing the duties while in the course of his/her employment or while acting within the scope of his/her authority. The District reserves the right to deny representation and indemnification in those circumstances wherein the employee's actions demonstrate gross negligence or willful and wanton misconduct.

4050.4   Hygienic Management

The Board of Education recognizes that the health and physical well‑being of the students and staff of this District depends in large measure upon the cleanliness and sanitary management of the facilities.

The Board directs that a program of hygienic management be instituted and explained annually to all staff members. Particular emphasis is to be given to cleanliness and sanitation as an important factor in the control of the spread of contagious disease.

The Superintendent shall request that each facility be inspected for cleanliness and sanitation by the appropriate county health department not less than twice each year.

The Superintendent shall prepare procedures for the handling and disposal of body wastes and fluids. Such procedures shall include the protection of staff members who clean or handle blood or blood‑soaked items, vomitus, saliva, urine, or feces, the disinfection of surfaces and items in contact with such matter; the disposal of such matter in sealed containers; and the frequent and thorough cleansing of hands and any other body parts that contact such matter.

The Superintendent shall develop and supervise a program for the cleanliness and sanitary management of the District buildings in District grounds, and District equipment pursuant to law.

Approved:       December 11, 2002    

LEGAL REF:  MCL 380.623(b); 380.1256(1)(2); 388.864; 408.1001 (Michigan Occupational Safety and Health Act); A.C. Rule R340.1301

4060  ENERGY POLICY

The Superintendent shall develop and implement both short and long-range plans designed to conserve energy resources of the District.

Progress reports on the implementation of energy conservation measures shall be made as needed to the Board.

Members of the District staff and student body are encouraged to make suggestions to the Superintendent and building program administrators that might aid in the conservation of energy.

Approved:       December 11, 2002

4080  EMERGENCY CLOSINGS/EVACUATIONS

The Superintendent may close the schools, delay the opening of school, or dismiss school early when such alteration in the regular session is required for the protection of the health and safety of students and staff members. He/she shall prepare rules for the proper and timely notification of concerned persons and parents/guardians in the event of any emergency closing or evacuation of the schools.

The Superintendent shall have the authority to determine which school‑related activities may be conducted if the school is closed for a period. He/she shall prepare appropriate guidelines for communication to students, parents/guardians, and others regarding the scheduling and conduct of such activities.

4080.1   Dismissal Precautions

In the event of an emergency of any event during school that interferes with the normal conduct of school affairs, school will be dismissed only upon action of the Superintendent.  The Superintendent shall formulate plans and procedures to instruct all students and their parent/guardian of the rules and regulations pertaining to emergency school dismissal.

Approved:       December 11, 2002

4090  TRAFFIC AND PARKING CONTROLS

(Cf. 8640)      

The building Program administrator shall develop plans for accommodating the flow of traffic on school roadways, issue traffic regulations, and have responsibility for the assignment of parking areas to staff, students (if appropriate), and visitors to the schools.  Convenient parking spaces shall be designated for handicapped persons.

No motorcycles, motor-driven cycles, or motor carts may be operated on school grounds.  The Superintendent may specifically authorize exceptions to this policy if such vehicles are used in connection with the District's educational program or are deemed necessary for service and maintenance of the schools.

Approved:  December 11, 2002          LEGAL REF: OAG, 1989-1990, No 6657, p 372 (August 21, 1990)

4100  ENVIRONMENT        

In order to establish sound environmental and ecological oriented attitudes throughout the District, the Board recognizes its obligation to consider environmental values in any decision-making or action the Board proposes to take.

The Board shall cooperate with governmental and community agencies in order to increase the awareness and knowledge of environmental problems and possible solutions.

To the extent practical, the Superintendent shall develop administrative procedures relative to purchasing and use of materials, which shall consider the environmental and ecological impact of such purchases and uses.  The development of bid specifications for material used by the District shall consider generally recognized and accepted environmental and ecological concepts and principles.

Approved: December 11, 2002           LEGAL REF:  MCL 324.16901-16909; 324.17101-17107

4101 PEST CONTROL


4101.1   Integrated Pest Management Policy

The Superintendent shall be responsible for ensuring that an Integrated Pest Management Program (IPM) program is developed in compliance with the law, stating the goals regarding the management of pests and the use of pesticides.

The IPM Program shall incorporate all elements required by law.

4101.2   Integrated Pest Management Coordinator

The Superintendent shall designate an Integrated Pest Management Program Coordinator. The Coordinator will be responsible for implementing the integrated pest management policy. The Superintendent, in cooperation with the IPM Program Coordinator, will develop and disseminate appropriate administrative rules, procedures and forms to implement the IPM Program.

4101.3   Education/Training

The school community will be educated about potential pest problems and IPM methods used to achieve the pest management objectives.

Approved:  September 9, 2009            LEGAL REF:  MCL 324.8316; R. 285.637.15

4110  SECURITY        

The Board shall attempt, through the entire staff, to ensure that staff members, students, patrons and all property owned by the District are protected at all times from possible damage or injury, outside intrusion or disturbances occurring on school grounds or in school buildings.  Security devices and measures, such as, but not limited to, video cameras, audio surveillance devices, motion detectors, metal detectors (stationary or portable) and alarms, may be installed in any or all District buildings, or in District vehicles to protect District personnel, students and property. 

Outside lighting and/or video surveillance devices may be installed and maintained at each attendance center to provide illumination and observation of the immediate grounds. An adequate key control system shall be established which will limit access to buildings to authorized personnel and will safeguard against the potential entrance to buildings by unauthorized persons.  The District shall cooperate with all law enforcement agencies in enforcing security measures.  (See 4120)

Approved:  December 11, 2002          LEGAL REF:              MCL 380.1291; 1997 National Fire Protection Association 101, Life   Safety Code: 5-2.1.5.1

4120  THEFTS AND VANDALISM

The Board shall institute an on-going program designed to prevent thefts and vandalism.  The costs of thefts and vandalism shall be made known to the student body and the public on a regular basis.

Any known or suspected damage to, or unauthorized removal from, school property, equipment or supplies, shall be promptly reported to the Superintendent, along with any information which may assist in its recovery or replacement.

Approved:  December 11, 2002          LEGAL REF:  MCL 600.2913

4170  RECORDS

All records pertaining to District-wide maintenance costs shall be filed in the central office.  To the extent possible, a cost analysis of existing and proposed maintenance program shall be developed by the Superintendent.

Approved:  December 11, 2002          LEGAL REF:  MCL 15.231 et seq.

4250  PRINTING AND DUPLICATING SERVICE – COPYRIGHT


4250.1   Employee Produced Material

The Board has certain proprietary right to publications, devices, and instructional materials produced by District employees during their regular and normal workdays while in the employment of the District. All items prepared by District employees on District time including data processing programs, shall be come the property of the District. The Board may elect to copyright or patent such materials, devices or programs in the name of the District. All earnings or profits from such original materials, devices, or programs shall become assets of the District.

The Superintendent shall inform staff, through regulations, of the guidelines for use of copyright materials.

4250.2   Copying Copyrighted Materials

The Board of Education encourages professional staff members to make judicious use of appropriate printed materials, sound recordings, and electronic programs in the curriculum. It recognizes, however, that Federal law, applicable to public school districts, protects authors and composers from the unauthorized use of their copyrighted work.

In order to define the fair and reasonable use that professional staff members may make of copyrighted works for educational purposes without the permission of the copyright owner and to reduce the risk of copyright infringement, the Board directs the Superintendent or designee to provide administrative guidelines regarding the copying and distribution of copyrighted materials for instructional purposes. (17 USC 101 et seq.)

4250.3   Printing and Duplicating Service – Copyright

The Board shall make duplication equipment available for administration and instructional use to the extent that is economically feasible and practical according to the needs of the District.

The extent of production of instructional materials by clerical staff shall be determined by the building administrator, who shall develop guidelines for requesting such services.

The copyright laws of the United States make it illegal for anyone to duplicate copyrighted materials without permission. Severe penalties are provided for unauthorized copying of all materials covered by the act unless the copying falls within the bounds of the “fair use” as set forth in 4250-R.

Approved:       December 11, 2002    

LEGAL REF: 17 USCA §101, et seq. (Copyright Act of 1976)

4300  STUDENT TRANSPORTATION MANAGEMENT

The Board recognizes the potential needs of the District to own or lease vehicles to carry out the instructional program and the business of operating the schools. The Superintendent is authorized to determine the extent to which District owned vehicles may be used for official school business. Such vehicles shall not be used for personal travel unless expressly approved by the Board. Drivers of school owned vehicles shall be properly licensed.

It is the policy of the Board of Education to provide transportation for those students, of appropriate school age, whose distance from residence to school makes this service necessary within the limitations established by State law and the regulations of the State Board of Education.

School buses and student-transportation vehicles shall be purchased, housed, and maintained by the District for the transportation to which they are assigned. However, no vehicle shall be purchased or used to transport students for which there is no applicable, passenger-protection, Federal motor-vehicle safety standards.

All school buses and pupil-transportation vehicles, whether purchased, leased, or contracted for shall comply with specifications defined in State law. Each operator of a school vehicle used by the District shall be licensed for the purpose for which the vehicle is being used and shall operate the vehicles in accordance with Federal and State laws.

The Board reserves the right to terminate transportation based on financial, legal, or other considerations in accordance with an IEPC.

The Superintendent shall establish administrative guidelines to ensure proper implementation of this policy.

Approved:       December 11, 2002

LEGAL REF:  MCL 257.1801; 380.1321-1322; 380.1333; 388.1010; R 340.1702; R 340.281-282; Michigan Department of Education Transportation Handbook (Bulletin 431)

4320  SCHOOL VEHICLES

School buses or other District owned or leased vehicles shall not be loaned, leased, or subcontracted to any person, groups of persons or organizations except as allowed by law and subject to Board approval.

No school vehicle of any type shall be used by any student, school employee, patron, or any organization to transport anyone to or from a religious activity.

No public funds shall be spent by the Board to hire, rent, or lease any form of transportation to be used by any student, school employee, patron, or any organization to transport anyone to or from a religious activity.

4320.1   Liability

All school vehicles shall be adequately insured.

4320.2   Safety

Every bus driver shall have authority and responsibility for the passengers riding in school buses.

4320.3   Safety Inspection

All school vehicles shall be inspected annually prior to the opening of school.

4320.4   Records

Every bus or other vehicle driver of school vehicles shall keep accurate records pertaining to each vehicle assigned to him/her.  The types of records shall be developed by the Superintendent.

4320.5   Licensing of Drivers

Michigan laws and regulations of the Michigan Department of Education set standards for the physical fitness, competence, experience, training and proper licensing of school bus drivers.  The Board directs the Superintendent to ensure that these legal requirements and regulations are strictly complied with.

Revocation of license, inability to secure a proper license, or accumulation of traffic violation points shall serve as sufficient cause for immediate dismissal from employment.

4320.6   School Bus Safety Program

The Superintendent and building program administrator shall develop and publish school bus safety rules for bus drivers and students.

Approved:  December 11, 2002          LEGAL REF:  MCL 15.231 et seq.; 257.314; 380.1333

4350  STUDENT TRANSPORTATION IN PRIVATE VEHICLES


4350.1   Field Trips

In scheduling transportation for field trips, the Superintendent may approve the use of private vehicles in situations in which budget or schedule restrictions make it prohibitive or impractical to use school buses.

The Board of Education authorizes the transportation by private vehicle of students of the District subject to the following procedures.

Any such transportation must be approved in advance and in writing by the appropriate administrators. The writing must set forth:

a.   The date, time, and reason for the transportation,
b.   The places from and to which students will be transported; the name and address of the driver;
c.   The number of the drivers license to operate a motor vehicle in the State of Michigan;
d.   The names of the students to be transported;
e.   A brief description of the transportation vehicle;
f.    The signature of the driver; and
g.   The name of the insurance carrier for the vehicle.

The parent/guardian of the participating student will be given, on request, the name of the driver and the description of the vehicle.

No person shall be approved for the transportation of students in a private vehicle who is not an employee of this Board or the parent/guardian of a student enrolled in this District and the holder of a currently valid license to operate a motor vehicle in the State of Michigan.

No person who is not the holder of automobile liability and personal injury insurance in the amount proscribed by Michigan law shall be permitted to transport students. The Board may withdraw the authorization of any private vehicle driver.

Any private vehicle used for the transportation of students must be owned by the approved driver or the spouse of the approved driver and must conform to registration requirements of the State.

The responsibility of teaching staff members for the discipline and control of students will extend to their transportation of students in a private vehicle. Drivers who are not staff members are requested to report student misconduct to the building administrator.

Expenses incurred by drivers of private vehicles in the course of transporting students will be reimbursed by the Board at the approved mileage rate and upon presentation of evidence of costs for tolls and parking fees.

4350.2   Student Self-Transportation

In cases where a student is enrolled in a Board approved, shared time program, or District sponsored activity, at another school or program site (Example:  An area career center, gifted and talented program or dual enrollment program with an area junior college, college or university) parents/guardians of the student may request permission for their child to self-transport him/herself to and from that site, subject to rules and regulations established by the administration.

Approved:  December 11, 2002          LEGAL REF: MCL 257.57(c); A.C. Rule 340.279, 340.282

4365  SPECIAL USE OF TRANSPORTATION SERVICES

Transportation service equipment and personnel shall be used primarily to transport to and from school during the day those public and non-public school students eligible for such transportation.

Transportation service equipment and personnel may be used secondarily to provide transportation for field trips for curricular and extracurricular activities, which are part of the educational program.

Transportation equipment and personnel shall not be used for any purpose or activity that is not directly connected with and a part of the regular educational programs within the District.  Exceptions may be granted to governmental agencies sponsoring approved programs for youth in the community as approved by the Board.  Other community groups are prohibited from using school transportation equipment by regulation of the State Board of Education.

The Superintendent shall be authorized to approve the use of buses for field trips for curricular and extracurricular activities upon submission of requests from building administrators, classroom teachers, or faculty sponsors of extracurricular activities.

No fees shall be charged for transportation for field trips which are mandatory or which are a part of the regular classroom or curricular program of the schools.

Fees to cover expenses of non-mandatory and non-credit extracurricular field trips may be charged according to rules promulgated by the State Board of Education or as set by the Board.

Only students enrolled in the District and chaperones authorized by the school shall be allowed to ride buses on curricular or extracurricular field trips.  The Superintendent may authorize parents/guardians and/or other residents of the community to ride buses to school sponsored activities if sufficient space is available.  In all cases, students shall come first.

Use of transportation by governmental agencies sponsoring approved programs for youth in the community may be granted upon the approval of the Board.

Approved:  December 11, 2002          LEGAL REF:  MCL 257.682; 380.1332-1333

4450  VENDING MACHINES

The Board of Education recognizes that vending machines can produce revenues that are useful to augment programs and services to students and staff. It will authorize, therefore, their use in District facilities providing that the following conditions are satisfied.

The installation, servicing, stocking, and maintenance of each machine are contracted for with a reputable supplier of vending machines and their products.

The District's share of the revenues is managed by the Treasurer in accordance with relevant Board policies and administrative guidelines.

No products are vended which would conflict with or contradict information or procedures contained in the District's educational programs on health and nutrition.

No food or beverages are to be sold or distributed which will compete with the District's food service program.

The Superintendent and the Treasurer shall develop and implement administrative guidelines that will ensure these conditions are adhered to on a continuing basis.

Approved:       December 11, 2002

4455 FOOD SERVICE        

The Board of Education may provide facilities in all school buildings where space and facilities permit, and may provide food‑service for the purchase and consumption of lunch for all students.

Lunches sold by the school may be purchased by students and staff members in accordance with the administrative guidelines established by the Superintendent.

The operation and supervision of the Food Services program shall be the responsibility of the Superintendent with revenue from students, staff, Federal reimbursement, and surplus food. The Board shall assist the program by furnishing available space, initial major equipment, and utensils. Maintenance and replacement of equipment is the responsibility of the program.

A periodic review of the food service accounts shall be made by the auditors. Any surplus funds shall be used to reduce the cost of the service to students.

The Superintendent shall establish administrative guidelines for the conduct of the school lunch program that shall include provisions for:

The maintenance of sanitary, neat premises free from fire and health hazards;  and
The accounting and deposition of food‑service funds.

No foods or beverages, other than those associated with the District's food‑service program, are to be sold during food service hours. Food and beverages not associated with the food­service program may be vended in accordance with Board policy 4450.

The Superintendent shall ensure a wholesome, nutritious food‑service program in the schools of the District and one that reinforces the concepts taught in the classrooms.

Approved:  December 11, 2002          LEGAL REF: MCL. 380.1272 et seq.

4460  FOOD ALLERGIES   


4460.1   Dealing with Food Allergic Students

The COOR Intermediate School District takes food allergies seriously.  We understand that food allergies can be life threatening.  Recognizing that the risk of accidental exposure to foods can be reduced in the school setting, we are committed to working with students, parents/guardians, and physicians to minimize risks and provide a safe educational environment for food-allergic students. 

Accordingly, the Superintendent shall direct the person in charge of food service programs to act affirmatively and work closely with parents/guardians to assure that the dietary needs of food-allergic students are taken into consideration in menu planning for the District’s food service programs.

Approved:       December 11, 2002

LEGAL REF:  The Food Allergy & Anaphylaxis Network’s (FAAN) School Food Allergy Program. 

4470  FREE OR REDUCED PRICE-MEALS 

The Board of Education recognizes the importance of good nutrition to each student's educational performance.

The Board shall provide needy children with lunch at a reduced rate or no charge to the student.

Children eligible for free or reduced‑price meals, shall be determined by the criteria established by the Child Nutrition Program. These criteria are issued annually by the Federal government through the State Department of Education.

The Board designates the Superintendent to determine, in accordance with Board standards, the eligibility of students for free or reduced‑price meals.

The District shall annually notify all families of the availability, eligibility requirements, and application procedure for free or reduced‑price meals by distributing an application to the family of each student enrolled in the District and shall seek out and apply for such Federal, State, and local funds as may be applied to the District's program of free or reduced‑price meals.

Approved:  December 11, 2002          LEGAL REF:  MCL 380.1272 et seq.; 7 CFR 2 10.1 et seq.

4480 BIDDING THE FOOD SERVICE PROGRAM        

The Board shall contract with a reputable food service supplier(s) to provide food supplies within the District.

Said service shall be advertised for bid at least every three years.  The agreement with the successful bidder shall continue for one year with options for the yearly renewal of the contract not to exceed two additional years.

Awards shall be made by the Board and shall be based upon the fees charged, experience, reputation, and financial stability of the bidder as well as compliance with the format, terms and conditions of the “Invitation to Bid”.  The procedure for bids shall be the same as outlined in Policy 3660.

Approved:  December 11, 2002          LEGAL REF: MCL 380.1272

4500  TECHNOLOGY

The Board encourages the application of technology to any District function where efficiency, reliability, or student learning will be improved.

4500.1   New Programs

New technologies or new applications of technology within the District shall be implemented only after careful and thorough planning on the part of administrative staff. Whenever possible, the administrative staff should establish pilot project(s) and evaluate their effectiveness prior to implementing a new technological program on a school-wide or District-wide level.  District support shall be given only to those new technologies that substantively improve efficiency, reliability, or learning beyond current or “traditional” practice.

Whenever the Board or a District administrator allocates funds for the purchase of new technological hardware or software, an appropriate portion of the funds allocated shall be designated for the training of staff and the development of necessary supplementary materials and documentation.

4500.2   Upgrades

The Board recognizes the need for ongoing upgrading of technological resources within the District, and shall implement a plan and a budgeting process that ensures the regular replacement of aging equipment and software.

The Superintendent shall develop and submit to the Board annually a plan for upgrading the District's technology resources based on a replacement cycle of not longer than 5 years. The plan shall include recommendations for expansion of resources where appropriate, based on the evaluation of pilot programs, and shall include provisions for staff training and curriculum/materials development.  The plan shall be considered by the Board as a part of the annual budgeting process.

4500.3   Data Management

The Superintendent shall provide for the orderly acquisition of data base software, information processing equipment, networks, and support materials to best use computer technology in support of District administrative functions.  A student database shall be maintained which contains student administrative and instructional information.

The Superintendent shall establish procedures, which ensure the security, safety and confidentiality of District data.  Access to District data in any form, including use of the database by students, staff, and volunteers, shall be limited in accord with the Board policies on District and student records.  District databases shall be implemented in such a way as to facilitate access to subsets or aggregates of the data, which are not confidential.

4500.4   Education and Instruction

The Superintendent shall ensure that all staff and students are informed and instructed on the ethical uses of data and computer technology.

Approved:       December 11, 2002     LEGAL REF:  MCL 15.231 et seq.

4510 COMPUTER NETWORK

(Cf. 4520)      

The Board authorizes the Superintendent to develop services linking computers within and between buildings in the District, and to provide access to the international computer network (Internet) for students, staff and, if requested, members of the Board of Education.  All computer network implementation shall be in line with the Board policy on technology and the District's educational goals.

Use of the computer network(s) as a part of any class or school assignment shall be consistent with the curriculum adopted by the District.  The District's general rules for behavior and communications shall apply when using any computer equipment.

4510.1   Personal Accounts

The Board authorizes the Superintendent to provide personal accounts for students, staff, and, if requested, members of the Board, to access to the District computer network and the Internet, including electronic mail and file server space for developing and publishing material on the world wide web or other networked computer media.  Such access shall be provided in furtherance of the District's educational mission, to enhance student knowledge of and familiarity with technology, and to facilitate communication, innovation, and sharing of resources.  To ensure the integrity of the educational process and to guard the reputation of the District, student and staff expression in public electronic media provided by the school may be subject to review, comment, editing, and/or removal by school officials.

Personal accounts and all use of District computer resources are considered a privilege, not a right, and are subject to the District's rules and policies.  Electronic communications and stored material may be monitored or read by school officials. 

Electronic mail in personal accounts will not generally be inspected by school officials without the consent of the sender or a recipient, except as required to investigate complaints, which allege a violation of the District's rules and policies.  Student electronic mail and electronic storage space, which does not contain material made public by the student, shall be subject to the District's policy and rules on student records.

A fee may be charged by the District to defray the cost of personal accounts.  [Note:  if use of personal accounts is required for a core curricular class, no fees may be charged of a student for the duration of that class.]

4510.2   System Integrity

The Superintendent shall designate person(s) trained in computer technology (“system administrators”) at the building and/or District level to implement the District's rules and regulations and to provide computer support for students, staff and Board members.  The Superintendent in concert with the system administrators shall employ hardware and software security to ensure the integrity of the system and to prevent unauthorized access to District and school records.

4510.3   Network Use

The Superintendent shall develop rules and procedures for computer and network use, and shall see to it that rules are published annually for students, parents, guardians, staff, and Board members.

The District's computer and network use rules shall be consistent with the following requirements:

Users may not use District equipment to perform or solicit the performance of any activity that is prohibited by law;
Users may not use the system to transmit or publish information that violates or infringes upon the rights of any other person, or information that is abusive, obscene, or sexually offensive;      
The District computer equipment shall not be used for commercial purposes by any user, or for advertisement or solicitation without prior written approval from the Superintendent;
Except with prior authorization from a system administrator or the owner of the record in question, users may not access or attempt to access the records or files of other users, or of the District, nor delete, alter, or otherwise interfere with the integrity of computer-based information or resources;
Users may not use the electronic mail facility to send unsolicited, bulk, chain, harassing, anonymous, or other messages which are an annoyance to the recipient or which may cause a degradation of system performance;
Users may not use the network facility to access or bring into the school environment material which is inconsistent with the educational goals of the District, including but not limited to material which is defamatory, abusive, obscene, profane, sexually explicit, threatening, racially offensive, illegal, or which aids or advocates illegal activity other than non-violent civil disobedience;
Uses of technology and technological equipment may be used for: Student records management, personnel records, financial/fiscal management, record maintenance and management, transportation management, and other areas as may be designed or designated by the Superintendent, in cooperation with the Board's Technology Committee. (Language from P-8300)

4510.4 District Web Page(s)

Any and all Web pages representing the District shall be carried and posted only on the District's server and shall be designed and published in accordance with rules promulgated by the Superintendent.

4510.5   Limiting Access

The administration may make use of technology, which attempts to block access by individual users to networked computers, data, or services that provide content, which, in the opinion of the administration, is not in keeping with the educational aims of the District pursuant to state statute.  The administration is encouraged to pursue such technology for the personal accounts of elementary school children where practical.

Complaints about content of networked information or access to blocked sites shall be handled in accord with the District's policy and procedures for complaints about library and instructional materials.

4510.6   Use of Computers in a School District Library

The Board, pursuant to state statute, requires when a school District library offers use of the Internet or a computer, computer program, computer network, or computer system to the public, that access to minors be restricted in the following manner:

Utilize a system or method that is designed to prevent a minor from viewing obscene matter or sexually explicit matter that is harmful to minors. To accomplish this, a library may use passwords and/or filters that restrict Internet access for those under 18 years of age. 

The Superintendent will develop rules concerning library Internet access in compliance with state law.

Approved: December 11, 2002

LEGAL REF: MCL 397.606, amend. June 7, 2000; (For an additional resource, the District is encouraged to go to the Michigan Technology Initiative Project website at http://www.technologyleaders.org/itec.htm  The Technology Leader’s Toolkit is extremely valuable to any school District.)

4520  FILTERING SOFTWARE

(Cf. 4510)      

The Superintendent shall be responsible for directing appropriate District technology staff, or technology consultant staff, to bring all computers used by children into full compliance with all federal requirements regarding Internet filtering software so as to assure that District discounts under the federal e-rate program are not jeopardized.

Student Internet activities will by monitored by the District to ensure that students are not accessing inappropriate sites.  Each District computer with Internet access shall have a filtering device or software program that blocks access to visual depictions that are obscene, pornographic, inappropriate for students, or harmful to minors.

Approved:  December 11, 2002          LEGAL REF:  H.R. 4577, December 2000 Omnibus Spending Bill; 47 U.S.C. Section 254(h)

4601  FACILITIES DEVELOPMENT GOALS

The Board shall provide the best facilities possible within financial resources available to meet the educational needs of the students in the District.  Such efforts shall not only encompass new construction and expansion when deemed necessary, but also renovation and remodeling of existing facilities to serve specific educational needs of specific groups of students.  It is also necessary, in declining enrollment periods, to determine how facilities may be used and/or the interim use of facilities not needed at a given time.

Decisions pertaining to the planning, construction, renovation and elimination of educational facilities shall be made only after sufficient attempts have been made to consider the viewpoints and needs of students, teachers, parents, guardians, taxpayers, and appropriate members of the administrative staff.

In determining facility needs and/or elimination of facilities, priority shall be given to plans that benefit the largest number of students in the District but consider important matters such as safety, equal opportunity for students enrolled and the economic implications to the District.

Approved:       December 11, 2002

4650  PLANNING – LONG RANGE

(Cf. 2560)      

The Board and the Superintendent shall, at all times, keep in mind the future building needs of the District and give due consideration to the acquisition of school sites well in advance of need.

Approved:       December 11, 2002

4700  RETIREMENT OF FACILITIES 


4700.1   Obsolescence Determination

The administration is responsible for assessing the use of school facilities and other resources to identify schools that might be discontinued as attendance centers for educational programs.  Once a school that can be closed is identified, an appropriate recommendation will be made to the Board for action.

Approved:       December 11, 2002

4710  DISPOSITION OF SURPLUS PROPERTY

The Board of Education requires the Superintendent  to review the property of the District periodically and to dispose of that material and equipment which is no longer useable in accordance with the terms of this policy.

4710.1   Instructional Material

The District shall review instructional materials (i.e. textbooks, library books, manuals, support materials, etc.) periodically to determine the relevance of such materials to the present world and current instructional programs. The following criteria will be used to review instructional materials for redistribution and possible disposal:

a.   Copyright date ten (10) or more years old;

b.   Contain concepts or content that do not support the current goals of the curriculum;

c.   Information that may not be current;

d.   Worn beyond salvage; and

e.   Inconsistency with the mission of the School District.

4710.2   Equipment

The District shall inspect the equipment used in the instructional program periodically to determine the condition and usability of such equipment in the current educational program. Should the equipment be deemed no longer serviceable or useable, the following criteria will be used to determine possible disposal:

a.   Repair parts for the equipment no longer readily available;

b.   Repair records indicate the equipment has no usable life remaining;

a.Obsolete and/or no longer contributes to the educational program;

d.   Potential for sale at a school auction; and

e.   Creates a safety or environmental hazard.

4710.3   Disposition

The Superintendent or designee is authorized to dispose of obsolete instructional and other property by selling it to the highest bidder, by donation to appropriate parties, or by proper waste removal. Disposal of surplus property purchased with Federal/State funds shall be disposed of in accordance with applicable Federal/State guidelines.

Approved:       December 11, 2002

4720 DISPOSITION OF REAL PROPERTY

The Board of Education believes that the efficient administration of the District requires the disposition of real property and goods no longer necessary for the maintenance of the educational program or the operation of the District.

The Board shall direct the periodic review of all District real property and authorize the disposition by sale, donation, or trade, of any real property not required for District purposes.

All written offers on real property under consideration for disposition shall be presented as an item on the agenda of a public Board meeting. A preliminary review of offers to purchase or lease shall include source of offer, date of offer and expiration date of offer.

Written offers shall be referred to the Board for review and recommendations.

All property considered for disposition (sale) may be subjected to a current, outside, professional appraisal prior to the solicitation of offers.

All property considered for lease or sale shall be reviewed by the Board prior to solicitation of offers. The solicitation of offers by the Board shall include an expiration date.

The Superintendent shall be the authorized agent of the Board to review all purchase or lease offers pertaining to sale or lease of property. The Board shall give final approval of all contracts.

In consideration of the best interest of the District, and of the residents and taxpayers, the Board reserves the right to reject all offers at its sole discretion, regardless of price and terms. Potential purchasers or lessees shall demonstrate financial capability to meet the terms and conditions of their purchase or lease offer.

Approved:       December 11, 2002

4750  NAMING NEW FACILITIES

Whenever a new District facility is approved by the Board, immediate steps shall be taken to name the facility.

Approved:       December 11, 2002

4770  SELECTION OF AN ARCHITECT

(Cf. 4890, 4910)

The Board shall comply with current law for the selection of an architect for the District's building plans.

Contacts will be made by the Superintendent with qualified architectural firms requesting a submission of information concerning their firms if they wish to be considered.

Approved:  December 11, 2002          LEGAL REF:  MCL 388.851-855a

4800  EDUCATIONAL SPECIFICATIONS

The Superintendent shall assume the responsibility of working with staff to determine educational specifications for all new or renovated construction.  These specifications shall be approved by the Board and then discussed in conferences with the architect.  Such specifications shall include:

Information concerning the plan of the school organization and estimated enrollment in the proposed building;
A description of the proposed curriculum and the teaching methods and techniques to be employed;
A schedule of space requirements, including the indications of relative locations of various spaces;
A desired layout of special areas and the equipment needed for such areas;
An outline of mechanical features and special finishes desired;
A description of standard codes and regulations (school District, city, county, and state) affecting the particular planning; and
Any other details that may be needed or recommended relative to the specific project.

Approved:       December 11, 2002

4890  SUPERVISION OF CONSTRUCTION

(Cf. 4770, 4910)

Supervision of construction projects shall be primarily the responsibility of the architect and the Superintendent, or a staff administrator assigned by the Superintendent as project director, who shall be responsible to follow closely the progress of the construction project.  The architect shall hold periodic, but not less than monthly, progress meetings during which the administrative representative and all contractors concerned should be present.  Progress reports shall be issued periodically by the architect and in sufficient quantities to supply each member of the Board.

Approved:       December 11, 2002

4900  FAIR EMPLOYMENT CLAUSE

It shall be the intent of the Board to award all contracts in excess of $15,000 to qualified contractors and subcontractors who do not discriminate against any employee or applicant for employment because of age, sex, race, color, religion, creed, age, physical handicap, ancestry, national origin, height, weight, or marital status.  Compliance with this policy shall be assured by contractual provisions.

Prior to awarding a bid or purchase order for construction, materials and services, a firm shall be in compliance with all state and federal laws, and verify same.  The Superintendent shall review and evaluate all such plans and his/her approval or disapproval shall be subject to review by the Board.  A bidder has five working days to appeal the decision of the Superintendent.

The above policy shall not apply to those contractors employing less than five persons.

Approved:       December 11, 2002

LEGAL REF:  MCL 37.1101-1606 (Michigan Handicappers’ Civil Rights Act); 37.2101-2804 (Elliott-Larsen Civil Rights Act)

4910  AFFIDAVITS AND GUARANTEES

(Cf. 4770, 4890)

All contractors shall submit proof of their coverage of liability and workers compensation insurance as required by Michigan law to the business office.  All bids on construction projects shall stipulate that the contractor shall provide liability coverages, which total at least $1,000,000.00.

On occasion, and at the Board’s discretion, a contractor may be added to the school District's workers compensation insurance and/or liability insurance plan.

The general contractor shall provide a performance bond equal to at least 25 percent of the contract amount to protect the District from the failure of the contractor or contractors to perform the terms and conditions of the contract.

The architect shall assume the responsibility that all product guarantees, warranties, and workmanship guarantees for materials and performance of services are duly executed and that signed documents are delivered to the District.

Approved:       December 11, 2002

LEGAL REF:  MCL 129.201-212 (Contractor’s Bond for Public Buildings or Works); 418.101, et seq. (Worker’s Disability Compensation Act)

4950  BOARD INSPECTION OF NEW OR REMODELED FACILITIES

A building project shall be accepted by the Board only after all details are complete and the architect and project director have certified to the Board that the project has been completed, along with a written approval by the architect for occupancy certifying the approval of all state and local authorities where required.  The architect and representatives of the administrative staff shall complete a preliminary inspection, after which the Board shall inspect the building and give its formal approval and acceptance.

No new or renovated building or addition shall be occupied by students until so authorized by those state and local authorities where approvals for occupancy are required.

Final payments to contractors will be withheld until such a time as the requirements of this policy have been met.

Approved:       December 11, 2002

4970  PUBLIC DEDICATION OF NEW FACILITIES

The Board may sponsor open houses or dedication programs for new facilities appropriate to the nature and type of the facility.

The Superintendent shall assume the responsibility for recommending to the Board appropriate dedication programs or activities.  The Superintendent shall work with the appropriate administrator, staff, students, and parents/guardians in planning such program or activity, once it has been approved.

Approved:       December 11, 2002

4975  DEDICATION PLAQUES

A dedication plaque shall be placed in each building.  Upon each plaque shall be placed the names of Board members who were holding office at the time the construction contracts were awarded, the name of the Superintendent, the architect, and the major contractors.

Approved:       December 11, 2002