Source: http://www.ikm-manning.k12.ia.us/vnews/display.v/SEC/Board%20Policies%7C700
Timestamp: 2019-12-06 03:17:09
Document Index: 7038443

Matched Legal Cases: ['§ 24', '§291', '§ 24', '§ 11', '§ 20', '§ 91', '§ 11', '§ 210', '§ 1751', '§ 1401', '§ 256', '§ 256', '§ 285', '§ 285', '§1232', 'art 99', '§254', '§6777', '§ 279']

IKM-Manning CSD - 700 Series
Home > breadcrumbs: Board Policies > breadcrumbs: 700 >
NONINSTRUCTIONAL OPERATIONS AND BUSINESS SERVICES
704.3 Investments (I, II, III)
710.l School Nutrition Program
711.6 Transportation of Nonschool Groups (I & II)
712.0 Technology and Data Security
712R1 Security Requirements of Third-Party
Code No. 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 noninstructional services and business operations that assist in the delivery of the education program. These noninstructional services include, but are not limited to, transportation, the school lunch program and child care. The board, as it deems necessary, will provide additional noninstructional services to support the education 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 is the goal of the board to provide noninstructional services and to conduct its business operations in an efficient manner.
Each year at its annual meeting, the board will 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 the depository will 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.
Note: While this policy is not mandatory, the content of it is.
Cross Reference: 210.1 Annual Meeting
206.4 Treasurer [or 206.3, Secretary-Treasurer]
Legal Reference: Iowa Code §§ 24.21-.22; 279.8; 298A (2012).
· Special revenue fund
--Public Education and Recreation Levy fund (PERL)
· Capital projects fund
--Physical Plant and Equipment Levy fund (PPEL)
--Secure and Advanced Vision for Education (SAVE)
· Debt service fund
· Enterprise fund
· Internal service fund
· General capital assets account group
· General long-term debt account group
The board may establish other funds in accordance with generally 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.
NOTE: The list of funds above does not include the "Library levy fund," which is only available to one school district. The school district eligible to levy the library levy must add this fund to its policy.
NOTE: For additional information about school district fund structure, please see Chapter 9 of the “Uniform Administrative Procedures for Iowa School District and AEA Officials,” located on the “Uniform Administrative Procedures Manual” section of the Iowa Department of Education’s website.
Legal Reference: Iowa Code §§291; 298; 298A.
Approved December 20, 2018 Reviewed ________ Revised ____________
The amount of cash that may be kept in the school building for any one day is sufficient for that day's operations. Funds raised by students are kept in the Administrative Office.
A minimal amount of cash is kept in the central administration office at the close of the day. Excess cash is deposited in the authorized depository of the school district.
It is the responsibility of the superintendent to determine the amount of cash necessary for each day's operations and to comply with this policy.
Code No. 703.1
· the amount of revenues to be raised by taxation;
· the amount of revenues from sources other than 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 is the responsibility of the Board Secretary in conjunction with the Superintendent to prepare the budget for review by the board prior to the April 15 deadline each year.
Cross Reference: 214 Public Hearings
Legal Reference: Iowa Code § 24.9 (2013).
· Goods and services directly and reasonably related to the educational mission;
· Goods and services offered only to students, 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 and services which are not otherwise available in the quantity or quality required by the school district;
· 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.
Code No. 704.2R1
1) Bankruptcy, insolvency, receivership or similar event of the Issuer;
· Iowa Schools Joint Investment Trust Program (ISJIT); and,
It is the responsibility of the Board Secretary to oversee the investment portfolio in compliance with this policy and the law.
The Board Secretary is responsible for reporting to and reviewing with the board at its regular meetings the investment portfolio's performance, transaction activity and current investments.
It will also be the responsibility of the superintendent, in conjunction with the Board Secretary, to develop a system of investment practices and internal controls over the investment practices. The investment practices are designed to prevent losses, to document the officers' and employees' responsibility for elements of the investment process and address the capability of the management.
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 Superintendent. They will be deposited in a designated depository and will be disbursed and accounted for in accordance with instructions issued by the superintendent.
Legal Reference: Iowa Code §§ 11.23; 279.8 (2013).
Code No. 704.6
The IKM-Manning 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 Superintendent. 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 in accordance with the terms for which they were given, as agreed to by the board.
Approved December 15,2 018 Reviewed Revised
PURCHASING – BIDDING
For goods and services costing at least $10,000 and up to $55,000, the superintendent shall receive proposals, quotations, or bids for the goods and services to be purchased prior to board approval. The quotation process may be informal, and include written or unwritten quotations.
For goods and services exceeding, $55,000, the competitive request for proposal (RFP) or competitive bid process shall be used and received prior to board approval. RFPs and bids are formal, written submissions via sealed process.
Code No. 705.2
Generally, the school district will not purchase items on behalf of employees. The school district may in unusual and unique circumstances do so. It is within the discretion of the board to determine when unique and unusual circumstances exist.
No purchase is made unless the employee has paid the school district prior to the order being placed and the employee has agreed to be responsible for any taxes or other expenses due.
Code No. 705.3
The board authorizes the issuance payment of claims against the school district for goods and services. The board will allow the payment after the goods and services have been received and accepted in compliance with board policy.
The secretary will 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 is the responsibility of the secretary to bring claims to the board.
NOTE: The board may delegate payment of verified bills to the board secretary who can then pay upon approval of the superintendent. Should the board delegate this responsibility, the board must still approve the payment at the board’s next regular board meeting. Or, the board can maintain the responsibility for reviewing the bills before payment. For more detailed discussion of this issue, see IASB's Policy Primer, Vol. 19 #5- May 24, 2006.
1980 Op. Att'y Gen. 102, 160, 720.
1976 Op. Att'y Gen. 69.
1972 Op. Att'y Gen. 130, 180, 392, 456, 651.
1936 Op. Att'y Gen. 375.
The payroll period for the school district is monthly. Employees are paid on the 20th day of each month. If this day is a holiday, recess, or weekend, the payroll is paid on the last working day prior to the holiday, recess or weekend.
NOTE: This policy is written for a monthly payroll period. If another method is used, the policy should be amended to reflect the proper method.
NOTE: Boards should adopt IASB sample policies to meet the needs of the local district. Please ensure that the language contained in local policy is consistent with language contained in other district documents (e.g., handbooks, master contracts, etc.).
Legal Reference: Iowa Code §§ 20; 91A.
Ease of administration is the primary consideration for payroll deductions, other than those required by law. Payroll deductions are made for federal income tax withholdings, Iowa income tax withholdings, social security, and the Iowa Public Employees' Retirement System (IPERS).
Employees may elect to have amounts withheld from their pay for items authorized by law, subject to agreement of the district. Requests for these deductions will be made in writing to the superintendent.
It is the responsibility of the superintendent to determine which additional payroll deductions will be allowed.
For more detailed discussion of this issue, see IASB’s Policy Primer, Vol. 25 #4 – May 1, 2017.
Legal Reference: Iowa Code §§ 91A.2(4), .3; 294.8-.9, .16.
Cross Reference: 406.6 Licensed Employee Tax Shelter Programs
Approved December 20, 2018 Received Revised
Code No. 706.3R1
Any employee who believes that the district has made an inappropriate deduction or has failed to make proper payment regarding wages or benefits is encouraged to immediately consult with the appropriate supervisor. Alternatively, any employee may file a formal written complaint with the Business Manager or Superintendent. Within 15 business days of receiving the complaint, the Business Manager and/or Superintendent will make a determination as to whether the pay deductions were appropriate and provide the employee with a written response that may include reimbursement for any pay deductions that were not appropriately made.
Cross Reference: 206.3 Secretary [or 206.3, Secretary-Treasurer]
NOTE: The sentence regarding the sworn statement from the depository bank is a legal requirement.
Cross Reference: 206.4 Treasurer [or 206.3, Secretary-Treasurer]
Each month the schedule of bills allowed by the board is published in a newspaper designated as a newspaper for official publication. Annually, the total salaries paid to employees regularly employed by the school district will also be published in a newspaper designated as a newspaper for official publication.
NOTE: This policy reflects the legal requirements for school district publications.
Cross Reference: 206.3 Secretary [or Secretary-Treasurer]
Code No. 707.4
To review the funds and accounts of the school district, the board will employ an auditor to perform an annual audit of the financial affairs of the school district. The superintendent will use a request for proposal procedure in selecting an auditor. The administration will cooperate with the auditors.
Legal Reference: Iowa Code § 11.6 (2013).
Any employee who suspects fraud, impropriety, or irregularity shall report their suspicions immediately to his/her immediate supervisor and the superintendent. The superintendent shall have primary responsibility for any necessary investigations and shall coordinate investigative efforts with the board’s legal counsel, auditing firm, and other internal or external departments and agencies, including law enforcement officials, as the superintendent may deem appropriate.
In the event the concern or complaint involves the superintendent, the concern shall be brought to the attention of the board president who shall be empowered to contact the board’s legal counsel, insurance agent, auditing firm, and any other agency to investigate the concern or complaint.
Upon approval of the board, the superintendent may contact the State Auditor or elect to employ the school district’s auditing firm or State Auditor to conduct a complete or partial forensic/internal control/SAS99 audit annually or otherwise as often as deemed necessary. The superintendent is authorized to order a complete forensic audit if, in the superintendent’s judgment, such an audit would be useful and beneficial to the school district. The superintendent, shall ensure the State Auditor is notified of any suspected embezzlement or theft pursuant to Iowa law. In the event, there is an investigation, records will be maintained for use in the investigation. Individuals found to have altered or destroyed records will be subject to disciplinary action, up to, and including termination.
NOTE: For more detailed discussion of this issue, see IASB's Policy Primer, Vol. 19 #4- May 24, 2006.
Iowa Code ch. 11, 279.8 (2013).
Approved December 20, 2018 Revised __________ Reviewed __________
Code No. 707.5R1
The superintendent shall investigate reports of fraudulent activity in a manner that protects the confidentiality of the parties and the facts. All employees involved in the investigation shall be advised to keep information about the investigation confidential.
If an investigation substantiates the occurrence of a fraudulent activity, the superintendent, or board president if the investigation centers on the superintendent, shall issue a report to the board and appropriate personnel. The final disposition of the matter and any decision to file or not file a criminal complaint or to refer the matter to the appropriate law enforcement and/or regulatory agency for independent investigation shall be made in consultation with district legal counsel. The results of the investigation shall not be disclosed to or discussed with anyone other than those individuals with a legitimate right to know until the results are made public.
Statements, bills, invoices, and related record
The permanent and cumulative records of students currently enrolled in the school district are housed in the central administration office of the attendance center where the student attends. Permanent records shall be housed in a fire resistant safe or vault or electronically with a secure backup file. The building administrator is responsible for keeping these records current. Permanent records of students who have graduated or are no longer enrolled in the school district are housed in the Manning and will be retained permanently. These records will be maintained by the superintendent. Special education records shall be maintained in accordance with law.
NOTE: Most of the time limits listed in this policy are based on legal requirements. Where the law is silent, best practice time limits have been developed. Prior to changing any of the time limits listed, it is recommended that local counsel be contacted.
Administration of the insurance program, making recommendations for additional insurance coverage, placing the insurance coverage and loss prevention activities is the responsibility of the superintendent. The Board Secretary is responsible for maintaining the capital assets management system, processing claims and maintaining loss records.
NOTE: The board may choose the amount of its deductible in paragraph three. Since significant cost savings in insurance premiums can be generated with higher deductibles, it is suggested the board give careful thought before subscribing to a deductible below $5,000. Maintaining the replacement cost in the school district's capital assets management system allows the school district to ensure insurance coverage is at the appropriate level.
Code No. 710.1
School nutrition program facilities are provided to serve students and employees when school is in session and during school-related activities. They may also be used under the supervision of the food service director for 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.
It is the responsibility of the food service director to administer the program and to cooperate with the superintendent and appropriate personnel for the proper functioning of the school nutrition program.
NOTE: Superintendents will make the annual recommendation to the board after they have completed the Paid Lunch Equity (PLE) tool. For additional information, please visit the “Nutrition Programs” section of the Iowa Department of Education’s website.
7 C.F.R. §§ 210 et seq..
Code No. 710.2
FREE OR REDUCED PRICE MEALS ELIGIBILITY
Students enrolled and attending school in the school district who meet USDA eligibility guidelines will be provided the school nutrition program services at no cost or at a reduced price. The school district shall make reasonable efforts to prevent the overt identification of, students who are eligible for free and reduced price meals.
It is the responsibility of the superintendent’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 superintendent’s office.
If a student owes money for five or more meals, the food service director may contact the student’s parent or guardian to provide information regarding the application for free or reduced price meals. The school is encouraged to provide reimbursable meals to students who request reimbursable meals unless the students’ parent or guardian has specifically provided written direction to the school to withhold a meal from the student.
NOTE: There are three places in the policy where the board must identify the positions that will be responsible for determining free or reduced cost meal eligibility for the school nutrition programs. The board should ensure that the positions identified are authorized by applicable law to process information as designated in the National School Lunch program annual application.
Code No. 710.3
Food served or purchased by students during the school day and food served or purchased for other than special circumstances is approved by the superintendent. Vending machines in the school building are the responsibility of the building principal. Purchases from the vending machines, will reflect the guidelines in the Wellness policy 507.9.
Legal Reference: 42 U.S.C. §§ 1751 et seq. (2010).
7 C.F.R. Pt. 210 et seq. (2010).
Iowa Code ch. 283A (2013).
In accordance with state and federal law, the IKM-Manning CSD 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.
Students have use of a family meal account. Payment can be made in any of the school offices.
The school district will make reasonable efforts to notify families when meal account balances are low. Additionally, the school district will make reasonable efforts to collect unpaid meal charges classified as delinquent debt. The school district will coordinate communications with families to resolve the matter of unpaid charges. Families will be notified of an outstanding negative balance once the student owes five meals or more. Families will be notified by e-mail. If an email address is not provided by the family paper low balance notices will be sent home with K-6 students or mailed.. Negative balances of more than $50.00, not paid prior to the end of the school year will be turned over to the superintendent or superintendent’s designee for collection. Options may include: collection agencies, small claims court, or any other legal method permitted by law.
Code No. 711.1
STUDENT SCHOOL TRANSPORTATION ELIGIBILITY
· 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.
· 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.
· Reimbursement of the actual costs of transportation when by mutual agreement the parents provide transportation for the student to and from the special education.
A student may be required, at the board's discretion, to meet a school vehicle without reimbursement up to three-fourths of a mile. The board may require the parent to transport their children up to two miles to connect with school bus vehicles at the expense of the school district when conditions deem it advisable. It is 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 children at the expense of the school district, are reimbursed at the rate per mile set by the state.
Transportation arrangements made by agreement with a neighboring school district will follow the terms of the agreement. Students, who choose to attend a school in a school district other than their resident school district, will provide transportation to and from the school at their own expense.
NOTE: This policy reflects the legal requirements of transportation. Boards may expand transportation eligibility and, if so, the school district's practice should be reflected in board policy.
Legal Reference: 20 U.S.C. §§ 1401, 1701 et seq. (2012).
34 C.F.R. Pt. 300 et seq. (2012).
Iowa Code §§ 256B.4; 285; 321 (2013).
281 I.A.C. 41.412.
Cross Reference: 501.16 Homeless Children and Youth
Code No. 711.2
The driver will have the authority to maintain order on the school vehicle. It is the responsibility of the driver to report misconduct to the building administrator.
It is 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.
NOTE: This policy reflects the practice of video camera use on school buses. If a school district does not use video cameras, the third paragraph should be eliminated.
Code No. 711.2R1
STUDENT CONDUCT ON SCHOOL TRANSPORTATION REGULATION
All persons riding in school district vehicles will adhere to the following rules. The driver, sponsor or chaperones are to follow the school bus discipline procedure for student violations of this policy. Recording devices may be in operation on the school buses.
10. Waste containers are provided on all buses for bus riders' use.
18. Students will keep feet off the seats.
Code No. 711.2R2
USE OF RECORDING DEVICES ON SCHOOL BUSES REGULATION
The IKM-Manning 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 recording may be used in a student disciplinary proceeding. The content of the recording are confidential student 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 if the recordings are used in a disciplinary proceeding involving their child.
The school district will review the recordings (choose one of the following):
Option 1--when necessary as a result of an incident reported by a bus driver or student. The recordings may be re-circulated for erasure after days.
X Option 2--at least monthly. The recordings may be re-circulated for erasure. Note: Recordings should be kept for a minimum of two weeks.
Option 3--randomly. The recordings may be re-circulated for erasure after days.
Recording devices will be (choose one of the following):
X Option 1--used on all school district buses as buses are purchased.
Option 2--rotated randomly on school district buses.
Option 3--used on only a select number of school district buses.
See Policy Primer, August 8, 2011
Legal Reference: Iowa Code §§ 256B.4; 285.1-.4; 321 (2011).
Legal Reference: Iowa Code § 285.10 (2013).
TRANSPORTATION OF NON-SCHOOL GROUPS
NOTE: There are two options for this policy. The second one is more flexible than the first option.
Legal Reference: Iowa Code §§ 285.1(21), .10(9), (10) (2013).
281 I.A.C. 41.412; 43.10.
School district vehicles may be available to local nonprofit entities which promote cultural, educational, civic, community, or recreational activities for transporting to and from nonschool-sponsored activities within the state as long as the transportation does not interfere with or disrupt the education program of the school district and does not interfere with or delay the transportation of students. The local nonprofit entity must pay the cost of using the school district vehicle as determined by the superintendent. Prior to making the school district transportation vehicle available to the local nonprofit entity, the "school bus" signs will be covered and the flashing warning lamps and the stop arm made inoperable.
It is the responsibility of the superintendent to develop administrative regulations for use of school district transportation vehicles to transport students and others to school-sponsored events within the state and for application for, use of, and payment for using the school district transportation vehicles by local nonprofit entities for a nonschool-sponsored activity.
281 I.A.C. 41.412; 43.10
Employees are responsible for instructing the proper techniques to be followed during an emergency, as well as safe riding practices. It is the responsibility of the superintendent to develop administrative regulations regarding this policy.
804.2 Warning Systems and Emergency Plans
Note: This is a mandatory policy, but the content isn’t. Boards should amend the policy if necessary to reflect their practices.
Code No. 711.9
District Vehicle Idling
NOTE: For more detailed discussion of this issue, see IASB's Policy Primer, Vol. 19 #8- January 8, 2007.
The IKM-Manning CSD recognizes the increasingly vital role technology plays in society. It is the goal of the district to embrace technology as a resource to further educate our students, and better prepare students for the future. It is the intent of the district to support secure data systems in the district, including security for all personally identifiable information (PII) that is stored digitally on district-maintained devices, computers and networks. Technology also has incredible potential to support increased efficiency, communication and growth through collaboration among administration, students, staff, employees and volunteers.
Access Control –Access control governs who may access what information within the district and the way users may access the information. Increased access to secure networks and data will inevitably increase the risk of security compromise to those networks and data. It is the responsibility of the superintendent to develop procedures for determining which individuals will have access to district networks, devices and data; and to what extent such access will be granted. System and network access will be granted based upon a need-to-have requirement, with the least amount of access to data and programs by the user as possible.
Security Management –Security management addresses protections and security measures used to protect digital data. These include measures related to audits and remediation, as well as security plans for responding to, reporting and remediating security incidents. It is the responsibility of the superintendent to develop procedures to govern the secure creation, storage and transmission of any sensitive data and personally identifiable information (PII). The superintendent or designee shall implement network perimeter controls to regulate data moving between trusted internal resources to external entities.
Technology and Data Use Training –Technology and data use training addresses acceptable use best practices to safeguard data for students, employees and staff. It is the responsibility of the superintendent to develop procedures for creating and administering a training program on proper data and technology use. The training shall address the proper use and security of all district owned or controlled technology, devices, media and data. Training should be administered to all district data users. The training program should be updated and presented to the school board for approval on an annual basis.
Legal References: 20 U.S.C. §1232g; 34 C.F.R. Part 99
47 U.S.C. §254
20 U.S.C. §6777
Iowa Code §§ 279.70; 715C
Cross References: 401.13 Staff Technology Use/Social Networking
605.4 Technology in the Classroom
Has met the criteria set forth in the district’s annual notification of FERPA rights for being a school official with a legitimate educational interest in the education records;