Special School Board Meeting 12:00 pm Board Work Session ......EEAC – School Bus Safety Program - In first pp replace ‘school administration’ with transportation department;

BOARD OF DIRECTORS Wednesday, August 10, 2016

Special School Board Meeting – 12:00 pm

Board Work Session 12:25 pm – 5:00 pm

Conference Room ABC Redmond School District Office

145 SE Salmon Drive

Redmond, OR 97756

Telephone: 541.923.5437

www.redmondschools.org

Redmond School Board Members

Rick Bailey Shawn Hartfield Travis Bennett

Tim Carpenter Johnny Corbin

OUR VISION: A relentless commitment to academic achievement and personal growth for every student.

OUR MISSION: A commitment to rigorous and relevant instruction which leads to mastery and the development of

productive citizens.

*CITIZEN PARTICIPATION: Redmond School District (RSD) 2J welcomes public participation at school board meetings.

Individuals who wish to comment will be given an opportunity to do so at the beginning of each meeting. Please put your name

and topic on the sign in sheet provided at the meeting. Because time available is limited, there is a three minute time limit

placed on each person who wishes to speak. If you have a group attending regarding the same topic, you will need to appoint

one speaker. The Chair has authority to keep order and to impose any reasonable restrictions necessary to conduct an efficient

meeting. The Board reserves the right to delay discussion on any item presented until later in the meeting or at a subsequent

meeting. Objective criticism of operations and programs will be heard, but not complaints concerning specific personnel. The

visitor will be directed to the appropriate means for filing complaints involving school district employees. Thank you.

AMERICAN WITH DISABILITIES ACT: Please contact Gina Blanchette at the district office at 541-923-8250 if you need

accommodation to participate. Please telephone at least three days prior to the scheduled meeting date. Thank you

School Board Agenda

August 10, 2016

AGENDA

SPECIAL BOARD MEETING (Estimated Times)

PROCEDURAL ITEMS

12:00 pm Call to Order, Establish Quorum, Welcome to Guests and Visitors, Flag Salute Rick Bailey

Corrections, Additions, Deletions and Questions Regarding the Regular Agenda

Citizen Comments The amount of time for this portion of the meeting depends upon the number of individuals who wish to address the Board

Comments will be limited to 3 minutes (time limit will be enforced)

A group of visitors with a common purpose should designate a spokesperson for the group

ACTION ITEMS

12:05 pm Administration of Oath of Office – Travis Bennett Rick Bailey

12:15 pm Policy Revisions - 2nd Reading

Section E - Support Services (Pages 1-119)

Section F - Facilities Development (Pages 120-130)

Required Policy Update

Policy EFAA-AR - Reimbursable School Meals and Milk Programs (Pages 131-136)

12:25 pm Adjourn Special Board Meeting

BOARD WORK SESSION

DISCUSSION ITEMS

12:25 pm Policy Revisions - Section D (Fiscal Management) – 1st Reading (Pages 137-189) Kathy Steinert

5:00 pm Adjourn

Upcoming Schedule

Date Meeting Time Location

August 24, 2016 Board Meeting 5:30 pm District Office, Conf Rm ABC

September 14, 2016 Work Session 5:30 pm District Office, Conf Rm ABC

September 28, 2016 Board Meeting 5:30 pm District Office, Conf Rm ABC

Redmond School District 2J CorrectionsSection E: Support Services

July 27, 2016

EB – Safety Program - No change to original draft EBAC – Safety Committee - No change to original draft EBAC-AR – Safety Committee - On pg 1 in last pp delete last sentence and following items 1-2; on page 2 andin #4 delete ‘and send’ then replace ‘to committee members’ with in staff breakrooms;; on page 3 add new #10,Provide safety officer a copy of all meeting minutes and inspection results.EBB – Integrated Pest Management - No change to original draft EBB-AR – Regulations Regarding the Application of Pesticides - Removed administrative regulation EBBA – First Aid** - No change to original draft EBBA-AR – First Aid - Infection Control - throughout, replace HBV with Hepatitis B; in second pp and firstline replace ‘a’ with are; on page 3 in #2 replace ‘toilet’ with toiletryEBBAA/GBEBC/JHCCC – Infection Control - HIV, AIDS, HBV - throughout, replace HBV with Hepatitis BEBBB – Injury/Illness Reports - In first pp and at end of second sentence add and risk manager; in last pp andat beginning add Upon request and lowercase ‘the’ then replace ‘will’ with mayEBBC – Resuscitation - In first pp replace ‘student’ with person; in third pp add all of after ‘given’ then add aremet at the end of same; under ‘Use of AED’ delete #1EBBCC – Use of Automated External Defibrillator (AED) - Removed policy EBC/EBCA – Emergency Procedures and Disaster Plans - In first pp replace ‘of’ with or before ‘staffmember’EBCB – Emergency Drills and Instruction - In second pp and second sentence, after ‘drills’ delete ‘and’,delete ‘which shall include tsunami procedures in a coastal/tsunami hazard zone and’, then add and intrudersafter ‘threats’; in third pp delete first sentence; in fourth pp correct spelling errorEBCD – Emergency Closures** - Delete fourth ppECA – Buildings and Grounds Security - No change to original draft ECAA – Access to Buildings - No change to original draft ECAA-AR – Key Control Regulations and Procedures - In third pp replace ‘manager’ with supervisor to read maintenance supervisor, throughout; on page 2 under ‘Lost Keys’ amend replacement fees as directedECAB – Vandalism/Malicious Mischief/Theft** - No change to original draft ECAD – Security Resource Officer - No change to original draft ECD – Traffic and Parking Controls - No change to original draft ECF – Energy Conservation - No change to original draft EDC/KGF – Authorized Use of District Equipment and Materials - In first pp, first line, replace ‘tax dollars’with public funds; in second and third sentence replace ‘Board’s’ with superintendent’s; In same pp delete lastsentence; in last pp delete all but first sentenceEEA – Student Transportation Services - On pg 2 in third pp add School buses over 10,000 pounds are exemptfrom seat belt requirements per ORS 815.080.; in following pp, end of second sentence, replace ‘posted in eachschool bus’ with provided in student handbooks each school year; in fifth sentence replace ‘principal’ withtransportation departmentEEAB – School Bus Scheduling and Routing - In #3 add may be submitted on a department bus stop requestform after ‘Requests’; In #8 delete all after ‘bus stop’; in #12 replace ‘shall’ with must; delete #13EEAC – School Bus Safety Program - In first pp replace ‘school administration’ with transportationdepartment; on pg 2 at end of pp from previous page add School buses over 10,000 pounds are exempt from theseat belt requirements per ORS 815.080.; in last pp replace ‘an accident review board’ with A district safetycommitteeEEACA – School Bus Driver Examination and Training - Selected Version 1 and removed Version 1 fromtitle EEACA – School Bus Driver Examination and Training - Removed policy EEACC – Student Conduct on School Buses - in first pp add and 20 after ‘Type 10'; in #5 after ‘weapons’ adddrugs or drug paraphenalia; then in same after ‘hazardous’ add or illegal; in #10 add A district issued bus pass isrequired.

Page 1 of 189

EEACC-AR – Discipline Procedures for District-Approved Student Transportation - Removedadministrative regulation EEACC-AR – Discipline Procedures for District-Approved Student Transportation - Selected Version 2and removed Version 2 from title; On pg 1 keep bracketed language; on pg 2 delete after ‘handbook’; on pg 2 in#19 delete ‘schedules will be posted on all buses’ then delete signature requirement; on pg 4 insert district’sdisciplinary procedure for #3 as directed; on pg 5 in appeal procedure, first pp, delete bracketed language; keepbracketed language in step 1 and 2; in step 4 replace ‘administrator’s’ with principal’s reply then delete signaturerequirement and preceding language; delete #4 on pg 6; delete incident report on pg 7; delete page 8 through theend of the sample AREEACCA – Use of Video Cameras for Student and Staff Safety - Replace ‘video camera’ with digitalrecording throughout; in fourth pp add or designee after ‘superintendent’ then delete ‘and approved by the board’at the end of first sentenceEEACCA-AR – Use of Video Cameras for Student and Staff - Replace ‘video camera’ with digital recordingthroughout; in #2 under ‘Use’ add or designee after ‘superintendent’ then delete ‘and approved by the board’; insame #2 delete last two sentences; on pg 2 in #1 under ‘Storage Security’ move ‘will be’ to after ‘review’ thendelete ‘and’; under ‘Viewing Requests’ add must be made in writing and after ‘digital recordings’; in #2 undersame add in writing after ‘may be made’; on page 3 under Viewing, in #1, delete ‘school-related sites only,including’EEACD – Use of District Activity Vehicles for Student Transportation - In last pp add at least after ‘will’then delete ‘or exceed’ before ‘minimum driver’EEACE – Loading and Unloading - No change to original draft EEAE – Student Transportation in Private Vehicles and Charter Buses - Inserted district edits received7/27/16 via emailEEAE-AR – Proof of Vehicle Liability Insurance - Inserted district edits received 7/27/16 via emailEEBA – District Vehicles - No change to original draft EF – Management of Nutrition Services - In second pp replace ‘and senior manager of support services, with designeeEFA – Local Wellness Program - Insert revised adoption completed 3/16/16 and included in district editsEFA-AR – Local Wellness Program - On pg 6 under ‘Physical Education’ delete 4, 5, 6; on pg 7 in 7.b. delete‘or nurse practitioner’ from third line then end sentence after adding ‘or’ after ‘physician assistant’EFAA – District Nutrition and Food Services - No change to original draft EFAA-AR – Reimbursable School Meals and Milk Programs - Insert revised adoption completed 3/16/16 andincluded in district editsEFAE – Child Nutrition - Hearings Procedure/Appeal Process - In last pp replace last line with Thesuperintendent or designee is designated as the hearings officer.EFAE-AR – Child Nutrition - Hearings Procedure/Appeal Process - No change to original draft EFAH – Student Nutrition - Collection Procedures and Accountability System - under ‘MealAccountability’ and in first sentence, delete ‘Accurate Meals’ after ‘software’; in third sentence delete ‘AccurateMeals’; in second pp under same’ replace ‘daily, weekly or monthly’ with regular; in third pp under sam and in#1 delete ‘Accurate Meals Manual’EFAJ – Child Nutrition - Meals Served Visiting Students - No change to original draft EFAL – Student Nutrition - Second Meals - No change to original draft EFC – Vending Machines and School Stores - In first pp, second sentence’ add or designee after‘superintendent’ then delete ‘in coordination with the director of support services and manager of nutritionservices,’ in same, and add and negotiate after ‘state law’; in same pp, and 2nd to last sentence, delete all after‘service contracts’ and last sentence; in second pp delete last sentence; in third pp, first sentence, second line,replace ‘as a cooperative effort between the’ with by the; then delete ‘the manager of nutrition services and thedirector of support services’; in same pp, second sentence, replace ‘director of support services withsuperintendent or designee; in last pp, third sentence’ delete ‘manager of nutrition services and director ofsupport services will jointly’ then add will before ‘develop’EGAAA – Reproduction of All Copyrighted Materials - In second pp, second line, replace ‘against’ with underEGAAA-AR – Guidelines for the Use of Copyrighted Materials - No change to original draft EGACA – Cell Phones - Delete fourth pp; in sixth pp replace ‘director of support services’ with superintendent

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or designeeEGACA-AR – Cellular TelepPhones - On pg 2 delete section titled ‘Reimbursement’EH – Electronic Data Management - In first pp after ‘superintendent’ add or designeeEH-AR – Electronic Data Management - No change to original draft EHA – Health Insurance Portability and Accountability Act - In first pp correct spelling error

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REDMOND SCHOOL DISTRICT 2J

TABLE OF CONTENTS

SECTION E: SUPPORT SERVICES

Safety Program.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBSafety Committee.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBAC

Safety Committee.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBAC-ARIntegrated Pest Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBB

Regulations Regarding the Application of Pesticides. . . . . . . . . . . . . . . . . . . . . . . . . EBB-ARFirst Aid**. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBBA

First Aid - Infection Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBBA-ARInfection Control - HIV, AIDS, Hepatitis B. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBBAA/GBEBC/

JHCCCInjury/Illness Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBBBResuscitation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBBCUse of Automated External Defibrillator (AED).. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBBCCEmergency Procedures and Disaster Plans. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBC/EBCAEmergency Drills and Instruction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBCBEmergency Closures**.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EBCD

Buildings and Grounds Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ECAAccess to Buildings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ECAA

Key Control Regulations and Procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ECAA-ARVandalism/Malicious Mischief/Theft**. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ECABSecurity Resource Officer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ECADTraffic and Parking Controls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ECDEnergy Conservation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ECF

Authorized Use of District Equipment and Materials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EDC/KGF

Student Transportation Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEASchool Bus Scheduling and Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEABSchool Bus Safety Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEACSchool Bus Driver Examination and Training.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEACAStudent Conduct on School Buses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEACC

Discipline Procedures for District-Approved Student Transportation.. . . . . . . . . . . . EEACC-ARDiscipline Procedures for District-Approved Student Transportation.. . . . . . . . . . . . EEACC-AR

Use of Video Cameras for Student and Staff Safety. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEACCAUse of Video Cameras for Student and Staff.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEACCA-AR

Use of District Activity Vehicles for Student Transportation. . . . . . . . . . . . . . . . . . . . . . . . . EEACDLoading and Unloading. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEACEStudent Transportation in Private Vehicles and Charter Buses. . . . . . . . . . . . . . . . . . . . . . . . EEAE

Use of Private Vehicles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEAE-ARDistrict Vehicles.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EEBA

Management of Nutrition Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EFLocal Wellness Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EFA

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Local Wellness Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EFA-ARDistrict Nutrition and Food Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EFAA

Reimbursable School Meals and Milk Programs.. . . . . . . . . . . . . . . . . . . . . . . . . . . . EFAA-ARChild Nutrition - Hearings Procedure/Appeal Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EFAE

Child Nutrition - Hearings Procedure/Appeal Process. . . . . . . . . . . . . . . . . . . . . . . . EFAE-ARStudent Nutrition - Collection Procedures and Accountability System.. . . . . . . . . . . . . . . . . EFAHChild Nutrition - Meals Served Visiting Students. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EFAJStudent Nutrition - Second Meals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EFALVending Machines and School Stores. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EFC

Reproduction of All Copyrighted Materials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EGAAAGuidelines for the Use of Copyrighted Materials. . . . . . . . . . . . . . . . . . . . . . . . . . . . EGAAA-AR

Cell Phones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EGACACell Phones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EGACA-AR

Electronic Data Management.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EHElectronic Data Management.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EH-AR

Health Insurance Portability and Accountability Act.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EHA

The following symbol is used on some policies:

** As used in this policy, the term parent includes legal guardian or person in a parental relationship. Thestatus and duties of a legal guardian are defined in ORS 125.005 (4) and 125.300 - 125.325. Thedetermination of whether an individual is acting in a parental relationship, for purposes of determiningresidency, depends on the evaluation of the factors listed in ORS 419B.373. The determination for otherpurposes depends on evaluation of those factors and a power of attorney executed pursuant to ORS109.056. For special education students, parent also includes a surrogate parent, an adult student towhom rights have transferred and foster parent as defined in OAR 581-015-2000.

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Redmond School District 2JCode: EB

Adopted: 2/17/04Readopted: 7/09/08

Safety Program

Safe buildings, grounds and equipment will be maintained in order to prevent accidents or injury tostudents, employees, and other citizens from fire, natural disasters, mechanical and electrical malfunctionand other hazards.

Buildings will be planned, equipped and maintained in accordance with appropriate local, state and federalsafety regulations.

Buildings will be provided with alarm systems, fire extinguishers and other safety devices required by stateand federal laws and regulations.

The superintendent will develop and implement a safety program which will include, but not be limited to,compliance with the enforcement of all state and federal laws, rules and regulations.

END OF POLICY

Legal Reference(s):

ORS 329.095ORS 654.003 to-654.022

OAR 437-001-0760OAR 437-002-0020 to-0081OAR 437-002-0100

OAR 437-002-0140OAR 437-002-0144OAR 437-002-0145OAR 437-002-0180 to-0182OAR 437-002-0260 to-0268OAR 437-002-0360

OAR 437-002-0368OAR 437-002-0377OAR 437-002-0390OAR 437-002-0391OAR 581-022-0606OAR 581-022-1420

Fazzolari v. Portland Sch. Dist. No. 1J, 303 Or. 1 (1987).Toxic Substances Control Act, 15 U.S.C. §§ 2601-2629 (2006); Asbestos Hazard Emergency Response Act of 1986, 15 U.S.C.§§ 2641-2656 (2006).

R2/12/04*NC Corrected 7/27/16

Safety Program - EB1-1

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http://policy.osba.org/orsredir.asp?ors=ors-329


http://policy.osba.org/orsredir.asp?ors=oar-437-001















Redmond School District 2JCode: EBAC

Adopted: 7/09/08

Safety Committee

Safety committees shall be established to implement the district’s safety program as part of an ongoingeffort to help ensure the safety of students, staff and others while on district property.

The superintendent or designee will coordinate the district’s safety committee efforts and maintain allnecessary records.

The superintendent will develop administrative regulations as may be necessary to implement this policyand meet the applicable Oregon Occupational Safety and Health Division requirements.

END OF POLICY

Legal Reference(s):

ORS 654.176ORS 654.182

OAR 437-001-0765

CR2/26/09*PH Corrected 7/27/16

Safety Committee - EBAC1-1

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Redmond School District 2JCode: EBAC-AR

Revised/Reviewed: 7/09/08

Safety Committee

District Safety Officer

The superintendent shall designate a district safety officer. The safety officer shall:

1. Establish a district safety committee, advisory to the safety officer, to implement and monitor thedistrict safety program;

2. Be responsible for writing and implementing a district safety program (The written program shallinclude reporting procedures and in-service safety training program.);

3. Coordinate all matters relating to safety and shall make, or cause to be made, periodic inspections ofsites and review with the site safety manager the status of record keeping, reports and meetingagendas;

4. Maintain liaison with applicable agencies outside the district;

5. Assist all administrators and department supervisors as necessary in the preparation andimplementation of their site safety programs;

6. Maintain the accident record system; make necessary reports, personally investigate fatal, serious andpotentially serious accidents; and check corrective action taken by teachers or other personnel toeliminate causes of accidents;

7. Establish specific goals for the district’s safety program and evaluate goals and accomplishments ona regular basis.

District Safety Committee

A district safety committee shall be established. The primary functions of this committee shall be to assistthe district safety officer in planning, implementing and evaluating a comprehensive district safety programand to assist site safety committees in the coordination of district safety activities. Reasonable efforts shallbe made to ensure that committee members are representative of the district’s various sites whereemployees work and students and patrons of the district may gather. This committee shall be chaired bythe district safety officer. This committee shall meet at least three times each year.

Safety Committee - EBAC-AR1-3

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Site Safety Committees

Site safety committees shall be established at each school site and such other locations as deemedappropriate by the superintendent to represent the safety and health concerns of district employees andstudents.

The site safety committee shall be composed of an equal number of employer and employeerepresentatives. When agreed upon by employees and the district, the number of employees on thecommittee may be greater than the number of district representatives. The committee will consist of nofewer than 4 members for districts with more than 20 employees.

A reasonable attempt will be made to ensure that committee members represent major work activities (i.e.,teacher, custodian, food service worker, administrator).

Employee representatives shall be volunteers or elected by their peers unless there is a provision in thecollective bargaining agreement that addresses the selection of employee representatives. Members of thecommittee shall serve at least a continuous one-year term. Terms shall be staggered to provide continuity. There shall be a chair elected by the site safety committee.

Employee representatives attending safety committee meetings outside regularly scheduled workday shallbe compensated by the employer at the regular hourly wage.

The site safety committee will:

1. Hold regular meetings at least once a month except months when quarterly workplace safetyinspections are made. This does not exclude other months from site safety committee meetings ifmore frequent safety inspections are conducted. Quarterly safety committee meetings may besubstituted for monthly meetings when the committee’s sole area of responsibility involves lowhazard work environments such as the district office;

2. Provide written agendas for each meeting which shall set the order of business;

3. Make written records of each meeting which the district shall review and maintain for three years forinspection;

4. Post copies of meeting records in staff breakrooms;

5. Assist in creating a hazard-free work environment by:

a. Recommending to the district how to eliminate hazards in the workplace and promotingemployee adherence to safe work practices; and

b. Using lines of communications to promote cooperative attitudes between all persons involvedin the operations of the workplace.


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Duties of the site safety committee will include:

1. Establishing procedures for minimum quarterly workplace safety inspections of a safety committeeinspection team to locate and identify safety and health hazards. The safety inspection team shallinclude employer and employee representatives. The team shall document the location and identityof the hazards and make recommendations as to how and when the hazards will be corrected;

2. Establishing procedures for investigating all significant safety-related incidents including injuryaccidents, illnesses and deaths for the purpose of recommending corrective action necessary toprevent similar events from recurring;

3. Evaluating district policies which may affect safety and health in the workplace and makingrecommendations for changes to existing policies or adoption of new policies;

4. Evaluating all the accident and illness prevention programs brought to the committee’s attention andmaking recommendations necessary to make the programs more applicable to the workplace;

5. Establishing a system whereby the safety committee can obtain information that would help increating a hazard-free work environment, directly from all persons involved in the operations of theworkplace. The information obtained shall be reviewed at the next safety committee meeting;

6. Establishing procedures for the review of all safety and health inspection reports made by thecommittee and making necessary recommendations;

7. Establishing procedures for the review of corrective action taken on the committee’srecommendations or determining the reasons why no corrective action was taken;

8. Making all reports, evaluations and recommendations of the safety committee a part of the minutesof the safety committee;

9. Evaluating employee/supervisor training needs;

10. Provide safety officer a copy of all meeting minutes and inspection results.

Degree of Authority

The site safety committee is authorized to make written suggestions to the district safety officer, based onits experiences, inspections and input from other employees, students and district patrons, as appropriate.

CR2/26/09*PH Corrected 7/27/16


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Redmond School District 2JCode: EBB

Adopted: 4/09/03Revised/Readopted: 7/09/08; 12/12/12; 1/28/15

Integrated Pest Management

To ensure the health and safety concerns of student, staff and community members, the district shall adoptan integrated pest management plan (IPM)1 which emphasizes the least possible risk to students, staff andcommunity members and shall adopt a list of low-impact pesticides for use with the IPM plan.

The IPM plan is a proactive strategy that:

1. Focuses on the long-term prevention or suppression of pest problems through economically soundmeasures that:

a. Protect the health and safety of students and staff;b. Protect the integrity of district buildings and grounds;c. Maintain a productive learning environment; andd. Protect local ecosystem health.

2. Focuses on the prevention of pest problems by working to reduce or eliminate conditions of propertyconstruction, operation and maintenance that promote or allow for the establishment, feeding,breeding and proliferation of pest populations or other conditions that are conducive to pests or thatcreate harborage for pests;

3. Incorporates the use of sanitation, structural remediation or habitat manipulation or of mechanical,biological and chemical pest control measures that present a reduced risk or have a low-impact and,for the purpose of mitigating a declared pest emergency, the application of pesticides that are notlow-impact pesticides;

4. Includes regular monitoring and inspections to detect pests, pest damage and unsanctioned pesticideusage;

5. Evaluates the need for pest control by identifying acceptable pest population density levels;

6. Monitors and evaluates the effectiveness of pest control measures;

7. Excludes the application of pesticides on a routine schedule for purely preventive purposes, otherthan applications of pesticides designed to attract or be consumed by pests;

8. Excludes the application of pesticides for purely aesthetic purposes;

1See Model Integrated Pest Management Plan for Oregon Schools athttp://www.ipmnet.org/tim/IPM_in_Schools/Model_School_IPM_Plan_Main_Page.html

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9. Includes school staff education about sanitation, monitoring, inspection and pest control measures;

10. Gives preference to the use of nonchemical pest control measures;

11. Allows the use of low-impact pesticides if nonchemical pest control measures are ineffective; and

12. Allows the application of a pesticide that is not a low-impact pesticide only to mitigate a declaredpest emergency or if the application is by, or at the direction or order of, a public health official.

The district shall designate the Lead Groundkeeper as the Integrated Pest Management Plan Coordinatorand give them the authority for overall implementation and evaluation of the IPM plan.

Integrated Pest Management Plan Coordinator

The IPM Plan Coordinators shall:

1. Attend not less than six hours of IPM training each year. The training shall include at least a generalreview of integrated pest management principles and the requirements of IPM as required by Oregonstatute;

2. Ensure appropriate prior notices are given and posted warnings have been placed when pesticideapplications are scheduled;

3. Oversee pest prevention efforts;

4. Ensure identification and evaluation of pest situation;

5. Determine the means of appropriately managing pest damage that will cause the least possible hazardto people, property and the environment;

6. Ensure the proper use and application of pesticide applications when non-pesticide controls havebeen unsuccessful;

7. Evaluate pest management results; and

8. Keep for at least four years following the application date, records of applied pesticides that include:

a. A copy of the label;b. A copy of the Safety Data Sheet (SDS);c. The brand name and USEPA2 registration number of the product;d. The approximate amount and concentration of pesticide applied;e. The location of where the pesticide was applied;f. The type of application and whether the application was effective;g. The name(s) of the person(s) applying the pesticide;

2U.S. Environmental Protection Agency


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h. The pesticide applicator’s license numbers and pesticide trainee or certificate numbers of theperson applying the pesticide;

i. The dates and times for the placement and removal of warning signs; andj. Copies of all required notices given, including the dates the IPM Coordinators gave the

notices.

9. Respond to inquiries about the IPM plan and refer complainants to Board policy KL - PublicComplaints;

10. Conduct outreach to district staff about the district’s IPM plan.

END OF POLICY

Legal Reference(s):

ORS 634.116ORS 634.700 to-750

R10/23/14 | RS Corrected 7/27/16


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Adopted: 2/26/03Revised/Reviewed: 7/09/08

Regulations Regarding the Application of Pesticides

In an attempt to assure proper control of any pesticides or other potentially hazardous chemicals’ whichmight be used or stored on district premises, the following procedures are established. The term“pesticide,” as used in Board policy and this regulation includes insecticides, herbicides, fungicides androdenticides. The intent is to prevent unnecessary exposure of staff, students or the public to potentiallyharmful substances.

1. If pesticides or other potentially hazardous chemicals are to be used, the least toxic product(s) will beselected whenever practicable. Products with the lowest percentage of active ingredient(s), leastodor possible and with the safest method of application will be selected when there is a choice ofproducts with comparable effectiveness. When practical, a nonchemical or alternative pest controlsmethod (e.g., mulching, edging, turf, mowing, hand weeding, etc.) shall be used. Assistance ondetermining the relative toxicity of products may be obtained from members of the PesticideAnalytical and Response Center (PARC), (503) 731- 4025, Telecommunication Device for the Deaf(TDD), (503) 731-4031 or the National Pesticide Telecommunications Network (NPTN) at (800)858-7378.

2. Storage of pesticides and other potentially hazardous chemicals will be kept to a minimum. Sincemany chemicals lose effectiveness with storage, and storage further increases risk, only enough ofthe product for a given application will be purchased. If storage instructions are included, theinstructions will be followed explicitly. All such products and the equipment used in the productapplication will be stored in separate facilities from other activities and especially separated fromfood products or occupied rooms. All storage facilities will be maintained as a locked area and willbe clearly marked as containing pesticides and other potentially hazardous chemicals. Pesticide andother potentially hazardous chemical containers, rinsates and unusable products will be disposed ofaccording to label directions and local regulations.

3. All pesticides and other potentially hazardous chemicals will have complete label instructions, willremain in the original container and the Material Safety Data Sheet information will be on file andreadily available to any employee who must handle such materials or who may have been exposed tothe product. This information will also be made available to any member of the public upon request.

4. All application of pesticides and other potentially hazardous chemicals will be made in strictcompliance with the label instructions and under no circumstance will the product concentrationsexceed those specified in the application instructions.

5. Prior to application of any pesticide or other potentially hazardous chemical, a written plan must beapproved/denied and signed by the district safety officer. The approved plan and record ofapplication will be maintained on file in the district office. The plan will minimally contain:

a. Purpose of the application;

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b. Product to be used;c. Formulation of the product;d. Location and extent of the area to be treated;e. Type of equipment to be used;f. Date and time of application;g. The record will include the purpose of the application, name and amount of the product used,

location and area treated, application equipment used, date and time, notification/reentryprocedures and authorization, as required;

h. The total amount of the product to be used;i. Such provisions as may be necessary to comply with applicable Oregon Occupational Safety

and Health Division (OR-OSHA) regulations for the application of chemical substances,including requirements for the use of pesticides on agricultural plants grown for commercial orresearch purposes. Any warnings that would restrict use of the area following such applicationalso will be part of the plan.

6. Appropriate protective clothing must be worn and proper equipment used during mixing, applyingand cleaning of application equipment. Selection and maintenance of protective clothing andequipment will be made in accordance with product label guidelines and OR-OSHA rules.

7. Pesticides and other potentially hazardous chemicals will be applied at times when staff, studentsand members of the public are not present in the area to be treated. Application in the presence ofthose not directly involved in the application of the product is to be avoided even when the producthas low toxicity. Any indoor applications will be accomplished after school hours, on a Friday, overa weekend, during a vacation period or other such times if at all possible. All treated indoor areasmust be well ventilated prior to re-entry by staff, students or others. When possible, windows shouldalso be opened for a minimum of six hours before staff, students or others return to the area.

8. Staff, students and others, especially those individuals that may be most vulnerable to the effects ofpesticides or other potentially hazardous chemicals (e.g., infants, pregnant women, asthmatics,chemically sensitive people, etc.), will be notified of planned applications as appropriate andpracticable. Treated school grounds and buildings will be clearly posted with the date and time ofapplication, product used and re-entry instructions, as needed, on when treated areas may be used.

9. A district employee(s) responsible for handling and applying pesticides shall have specific pesticidetraining. An Oregon Pest Control Operator or Public Applicator license may be required. Educationand training in integrated pest management may also be required. Employees who applyrestricted-use pesticides or use power equipment to apply pesticides shall be licensed as required bythe Oregon Department of Agriculture.

10. Persons exposed to pesticides or suffering symptoms thought to be pesticide related shall receiveimmediate medical attention. All accidents and/or illnesses shall be reported to Oregon HealthServices in Portland at (503) 731-4025; after regular business hours, call (503) 731-4030.

11. If the district chooses to contract with a private, state-licensed pest control company, suchcontractors will be subject to regulations as defined in state law.


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12. Any pesticide spill of more than one pound will be immediately reported to the Oregon EmergencyResponses System at 1-800-452-0311. The district will maintain as part of its emergenciesprocedures plan, a plan to respond to, investigate and manage such spills. The plan will includeimmediate steps to prevent exposure to students, employees and others, protect district property andthe environment, agencies to notify, evacuation procedures, spill prevention, cleanup and spillresponse equipment and incident report form procedures.

13. Injuries or illnesses due to pesticide or other potentially hazardous chemicals must be reportedimmediately to a supervisor or district official. The individual will be directed to first aid and/ormedical treatment, as appropriate. The district will report such incidents to the Oregon Departmentof Human Services, Health Services at (503) 731-4025 (after regular business hours call (503)731-4030) and/or OR-OSHA as required by law.

*Hazardous chemical, as defined by OAR 437, Division 2, means any chemical that is a physical hazard orhealth hazard. “Health hazard means a chemical for which there is statistically significant evidence basedon at least one study conducted in accordance with established scientific principals that acute or chronichealth effects may occur in exposed individuals. The term “health hazard” includes chemicals which arecarcinogens, toxic or highly toxic agents, reproductive toxins, irritants, corrosives, sensitizers,hepatotoxins, nephrotoxins, neurotoxins, agents which act on the hematopoietic system and agents whichdamage the lungs, skin, eyes or mucous membranes. “Physical hazard” means a chemical for which thereis scientifically valid evidence that it is a combustible liquid, a compressed gas, explosive, flammable, anorganic peroxide, an oxidizer, pyrophonic, unstable (reactive) or water-reactive.

*For a licensed public pesticide applications, this record is mandatory.


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Pesticide Application Plan

Date of planned application: Day of week:

Which pesticide(s) will be used? (Attach MSDS if available.)

Location/Size of area(s) to be treated:

Who will do the pest control? (circle one) Staff Contractor

Name(s)

License #(s)

Firm (if applicable)

For interior treatment:

Does the building have active ventilation that can be left on after the application?

If not, who is responsible for opening windows at least six hours before staff/students re-enter?

For all applications:

Who will post the building or treated grounds with: (1) date of application; (2) pesticide used; and (3) when the area can be used again?

Approved by District Safety Officer Date

Copy to: School nurse

Other(s)

Corrected 7/27/16


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Redmond School District 2JCode: EBBA


First Aid**

In cases of sudden illness or injury to a student or staff member, first aid will be given by school staff. Further medical attention to students is the parents’ responsibility, or of someone the parents or guardiansdesignate in case of emergency.

Each principal is charged with providing for the immediate care of ill or injured persons within his/her areaof responsibility.

Staff members shall report self-administered first aid treatment to an immediate supervisor.

In each school, procedures for handling health emergencies will be established and made known to thestaff. Each school and school vehicle will be equipped with appropriate first-aid supplies and equipment.

All employees are expected to know where first-aid supplies and equipment are kept in their work areas. In compliance with Oregon Administrative Rules, each school shall have, at a minimum, at least one staffmember with a current first aid card for every 60 students enrolled or an emergency response team perbuilding. Such team shall consist of no less than six persons who hold current first-aid/CPR cards and whoare trained annually in the district and building emergency plans. Designated employees in each buildingshall hold current first-aid cards. Names of the designated employees will be posted in the staff room andknown by the building administration and head secretary.

END OF POLICY

Legal Reference(s):

ORS 30.800

OAR 437-002-0120 to -0139OAR 437-002-0161OAR 437-002-0360

OAR 437-002-0377OAR 581-022-0705OAR 581-022-1420OAR 581-022-1440

OAR 581-053-0003(37)OAR 581-053-0220(3)(B)(iii)OAR 581-053-0320(5)(b)OAR 581-053-0420(2)(f)(B)

HR3/07/02*NC Corrected 7/27/16

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Redmond School District 2JCode: EBBA-AR


First Aid - Infection Control

Health information about the transmission of diseases including AIDS and Hepatitis B focuses on “bodyfluids” as a possible carrier of organisms that can infect others. The term includes drainage from cuts andscrapes, vomit, urine, feces, respiratory secretions (nasal discharge), saliva, semen and blood. While anycontact with the body fluids of another person represents a risk, the level of risk is very low. The risk isincreased if the fluid comes in contact with a break in the skin of another individual. Generally, simpleconsistent standards and procedures of cleanliness minimize risk.

The following procedures are precautionary measures against the transmission of diseases. Prudent actionsare to be employed by all members of the staff and students. These actions should focus primarily on stepsthat employees can take to ensure their own well-being. Those who administer first aid or provide physicalcare will be specifically protected through the district’s Exposure Control Plan. The following proceduresare a review for all staff and students of appropriate hygienic and sanitation practices:

1. Standard precautions are to be followed at all times. Standard precautions require the assumptionthat staff and students approach infection control as if all direct contact with human blood and bodyfluids is known to be infectious for HIV, Hepatitis B and/or other bloodborne pathogens;

2. Whenever possible, students should be directed to care for their own minor bleeding injury. Thisincludes encouraging students to apply their own bandaids. If assistance is required, bandaids maybe applied after removal of gloves if caregiver will not come into contact with blood or wounddrainage;

3. Food and Drug Administration (FDA) approved gloves are required for all tasks in which anindividual may come into contact with blood or other potentially infectious materials. Such tasksinclude cleaning body fluid spills, emptying trash cans, handling sharps/containers, handlingcontaminated broken glass, cleaning contaminated equipment and handling contaminatedlaundry/clothing. This also includes assisting with any minor wound care, treating bloody noses,handling clothes soiled by incontinence, diaper changing and cleaning up vomit;

4. Immediate, complete and effective hand washing with soap and running water of at least 30 secondsduration should follow any first aid or health care given a student or contact with potentiallyinfectious materials;

5. If exposure to blood or other potentially infectious materials occurs through coughing, any first-aidprocedure, or through an open sore or break in the skin, thorough washing, preferably withgermicidal soap, is necessary;

6. In the event hand-washing facilities are not readily available, thorough cleaning using an antisepticcleanser and clean cloth/paper towels or antiseptic towelettes provided by the district as an

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alternative is necessary. In the event alternatives are used, hands must be washed with soap andrunning water as soon as feasible;

7. Contaminated work surfaces shall be decontaminated with an appropriate disinfectant aftercompletion of procedures; immediately or as soon as feasible when surfaces are overtly contaminatedor after any spill of blood or other potentially infectious materials; and at the end of the work shift ifthe surface may have become contaminated since the last cleaning. Clean surfaces with soap andwater and then rinse with an Environmental Protection Agency (EPA) approved disinfectant1

following labeling instructions for use, or a freshly made solution of one part bleach to nine partswater, and allow to air dry. These surfaces include equipment, counters, mats (including those usedin physical education classes and athletic events), toys or changing tables;

8. An EPA-approved disinfectant must be used when cleaning fluids such as blood or vomit from thefloor or other such contaminated surfaces;

9. Contaminated laundry such as clothing and towels must be placed and transported in bags andcontainers in accordance with the district’s standard precautions. All such items must be launderedin hot or cold water and soap and placed in a dryer;

10. Needles, syringes, broken glassware and other sharp objects found on district property must not bepicked up by students at any time, nor by staff without appropriate puncture-proof gloves ormechanical device such as a broom, brush and dust pan. Any such items found must be disposed ofin closable puncture resistant, leakproof containers that are appropriately labeled or color-coded;

11. All wastebaskets used to dispose of potentially infectious materials must be lined with a plastic bagliner that is changed daily;

12. Gloves and repellent gowns, aprons or jackets are required for tasks in which exposure to blood orother potentially infectious materials can be reasonably anticipated to contaminate street clothing. Type and characteristics of such protective clothing will depend on the task. Such tasks may includediapering/toileting with gross contamination, assisting with wound care, sorting or baggingcontaminated laundry/clothing and disposing of regulated waste with gross contamination;

13. Maximum protection with gloves, face and/or eye protection and gowns is required wheneversplashes, spray, spatter or droplets of blood or other potentially infectious materials may be generatedand eye, nose or mouth contamination can be reasonably anticipated. Such tasks may includefeeding a student with a history of spitting or forceful vomiting and assisting with severe injury andwound with spurting blood;

14. If a first aid situation occurs, students should report to a person in authority, staff should report to asupervisor.

1Disinfectants which can be used include Lysol, Purex, Clorox, Tough Act bathroom cleaner, Dow bathroom cleaner, Real Pineliquid cleaner, Pine Sol, Spic and Span, Tackle liquid, Comet and other products with EPA numbers. Other disinfectants asrecommended by the Center for Disease Control may be used.


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Additional Precautions

The following additional precautions should be applied in all school settings. These procedures will helpprevent transmission of many infections in addition to HIV and Hepatitis B:

1. A sink with soap, hot and cold running water and disposable towels should be available close to theclassroom;

2. Sharing of personal toiletry articles, such as toothbrushes and razors, should not be permitted;

3. Skin lesions that may ooze blood or serum should be kept covered with a dressing;

4. Exchange of saliva by kissing on the mouth, by sharing items that have been mouthed and by puttingfingers in others’ mouths should be discouraged.

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Redmond School District 2JCode: EBBAA/GBEBC/JHCCC

Adopted: 7/09/08

Infection Control - HIV, AIDS, Hepatitis B

The district shall use standard precautions at all times for infection control. Each person is thereforetreated as though an HIV, AIDS1 or Hepatitis B infection exists.

The district shall develop an Exposure Control Plan that includes infection control procedures for staff andstudents.

Staff and students shall receive an annual in-service that includes correct procedures for cleaning up bodyfluid spills and for personal cleanup, appropriate disposal, immunization and personal hygiene, as well asthe location and a content review of first-aid and clean-up kits. Kits shall be available for each room in thebuilding and in each district vehicle.

In addition to an annual in-service, staff and students on a regular basis will receive HIV, AIDS andHepatitis B information.

The information shall emphasize infection — how infection is spread as well as how it is not spread.

The district will cooperate with the Oregon Department of Education, the Oregon Department of HumanServices, Health Services, the local health department and the education service district in delivering HIV,AIDS and Hepatitis B education.

END OF POLICY

Legal Reference(s):

OAR 437-002-0360OAR 437-002-0377

OAR 581-022-0705OAR 581-022-1440

OAR 581-053-0240(23)OAR 581-053-0250(1)

2/10/04*NC Corrected 7/27/16

1HIV - Human Immunodeficiency Virus; AIDS - Acquired Immune Deficiency Syndrome

Infection Control - HIV, AIDS, Hepatitis B - EBBAA/GBEBC/JHCCC1-1

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Redmond School District 2JCode: EBBB

Adopted: 4/09/03Revised/Readopted: 7/09/08; 12/18/13

Injury/Illness Reports

All injuries/illnesses sustained by the employee while in the actual performance of the duty of theemployee occurring on district premises, in district vehicles, at a district- sponsored activity or involvingstaff members who may be elsewhere on district business will be reported immediately to a supervisor. Awritten report will be submitted within 24 hours to the district safety officer and risk manager. Reportswill cover property damage as well as personal injury. Copies of such reports will be forwarded to thedistrict’s agent-of-record and legal counsel, as may be appropriate.

In the event of a work-related illness1 or injury to an employee resulting in overnight hospitalization formedical treatment2 other than first aid, the safety officer shall inform the Oregon Occupational Safety andHealth Division (OR-OSHA). A report will be made within 24 hours after notification to the district of awork-related illness or injury. Fatalities or catastrophes3 shall be reported within eight hours.

All injuries/illnesses sustained by the employee while in the actual performance of the duty of theemployee will be promptly investigated. As a result of the investigation any corrective measures needed,will be acted upon.

Monthly records will be maintained. An analysis of the data and trends will be made at least annually.

Upon request, the Board may receive reports on serious injuries/work related illnesses, including accidentsinvolving district property or employees, students or visiting publics and periodic statistical reports on thenumber and types of injuries/illnesses occurring in the district, as well as on the measures being taken toprevent such injuries/illnesses in the future.

END OF POLICY

Legal Reference(s):

ORS 339.309 OAR 437-001-0015OAR 437-001-0700

OAR 437-001-0760OAR 581-022-1420

R10/24/13| PH Corrected 7/27/16

1An injury or illness is work related if an event or exposure in the work environment caused or contributed to the condition orsignificantly aggravated a pre-existing condition.

2Medical treatment includes managing or caring for a patient for the purpose of combatting disease or disorder. The followingare not considered medical treatment: visits to the doctor or health-care professional solely for observation or counseling;diagnostic procedures including administering prescription medications used solely for diagnostic purposes; and any procedurethat can be labeled first aid.

3A catastrophe is an accident in which two or more employees are fatally injured, or three or more employees are admitted to ahospital or an equivalent medical facility.

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Redmond School District 2JCode: EBBC

Adopted: 7/09/08Revised/Readopted: 12/18/13

Resuscitation

In a life-threatening situation, district staff will dial 9-1-1 for paramedic assistance and resuscitate anyperson requiring it in order to sustain life until relieved by paramedics or other appropriate medicalpersonnel.

The district defines resuscitation as an attempt to restore breathing and/or a pulse.

If possible, the district will attempt to honor a student and parent’s wishes by not using resuscitationtechniques given all of the following conditions are met:

1. The district has on file a physician-signed “DNR” (Do Not Resuscitate) order;

2. The district has on file a signed request for the DNR order accompanied by a liability waiver whichalso informs the parents that the conditions of this policy must be met in order for a DNR order to beeffective as to the district; and

3. The student must be wearing a DNR bracelet at the time that any resuscitation may otherwise berequired.

Use of Automated External Defibrillator (AED)

The following conditions must be met prior to emergency use of an automated external defibrillator (AED)when such equipment has been made available.

1. The district must train interested employees in the use of the AED. Names of the designatedemployees will be maintained in the school office. The district must train a sufficient number ofemployees in the use of the AED so that at least one trained employee may be reasonably expected tobe present during school hours.

2. Any person using or assisting with the use of the AED on another person must call 9-1-1 or suchother emergency phone number serving the area immediately prior to using the AED and mustfollow all emergency procedure protocol as outlined in the training and adopted by the district.

3. The AED, its battery and its electrodes must be maintained, inspected and serviced at least every six(6) months as recommended by the manufacturer by an individual that has been properly trained inthe maintenance and use of the AED and has been designated to do so by the district. Themaintenance and testing information shall be kept in a dated log to be stored with the equipmentalong with the signatures of the individual responsible for its upkeep.

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4. The AED must be stored in a location from which the AED can be quickly retrieved during schoolhours. The presence and location of each AED must be clearly identified.

5. Maintenance use and storage of the AED will be in compliance with any applicable state and federallaws.

END OF POLICY

Legal Reference(s):

ORS 30.800

OAR 437-002-0161OAR 581-022-0705OAR 581-022-1420

Corrected 7/27/16

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Adopted: 12/18/13Orig. Code(s): EBBCC

Use of Automated External Defibrillator (AED)

As the district has made an automated external defibrillator (AED) available for emergencies, thefollowing conditions must be met prior to its use:

1. The district must train a sufficient number of employees in the use of the AED so that at least onetrained employee may be reasonably expected to be present during school hours. Names of thedesignated employees will be maintained in the school office.

2. Any person using or assisting with the use of the AED on another person must call 9-1-1 or suchother emergency phone number serving the area immediately prior to using the AED and mustfollow all emergency procedure protocol as outlined in the training and adopted by the district.

3. The AED, its battery and its electrodes must be maintained, inspected and serviced at least every six(6) months as recommended by the manufacturer by an individual that has been properly trained inthe maintenance and use of the AED and has been designated to do so by the district. Themaintenance and testing information shall be kept in a dated log to be stored with the equipmentalong with the signatures of the individual responsible for its upkeep.

4. The AED must be stored in a location from which the AED can be quickly retrieved during schoolhours. The presence and location of each AED must be clearly identified.

5. Maintenance use and storage of the defibrillator will be in compliance with any applicable state andfederal laws.

END OF POLICY

Legal Reference(s):

Corrected 7/27/16

Use of Automated External Defibrillator (AED) - EBBCC1-1

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Redmond School District 2JCode: EBC/EBCA


Emergency Procedures and Disaster Plans

The superintendent will develop and maintain a plan specifying procedures to be used in such emergenciesas disorderly behavior, unlawful assembly, disturbances at school activities, natural disasters, fire, illnessor injury of a student or staff member, and use of force on school property. The superintendent willconsult with community and county agencies while developing this plan.

The district’s emergency procedures plan will meet or exceed the standards of the State Board ofEducation.

Copies of the emergency procedures plan will be available in every school office and other strategiclocations throughout the district. Parents will be informed of the district’s plan for the care of studentsduring an emergency situation. The Board may use Oregon Revised Statute (ORS) 192.660(2)(k) toconduct an executive session to consider matters related to school safety or a plan that responds to safetythreats made toward a school in the district.

END OF POLICY

Legal Reference(s):

ORS 332.107ORS 431.264 (2)(e)ORS 433.260ORS 433.441

OAR 437-002-0161OAR 437-002-0360OAR 437-002-0377

OAR 581-022-0705OAR 581-022-1420

9/28/07 | PH Corrected 7/27/16

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Redmond School District 2J\ Code: EBCB


Emergency Drills and Instruction

Each school’s administration will conduct emergency drills in accordance with the provisions of OregonRevised Statutes (ORS).

All schools are required to instruct and drill students on emergency procedures so that students can respondto an emergency without confusion and panic. The emergency procedures shall include drills, instructionon fires, earthquakes, safety threats and intruders. Instructions on fires, earthquakes and safety threats, anddrills for students, shall be conducted for at least 30 minutes each school month.

At least two drills on earthquakes and two drills on safety threats shall be conducted each year.

Fire Emergencies

The district will conduct monthly fire drills. At least one fire drill will be held within the first 10 days ofthe school year. Drills and instruction on fire emergencies shall include routes and methods of exiting theschool building.

Earthquake Emergencies

At least two drills on earthquakes shall be conducted each year.

Drills and instruction for earthquake emergencies shall include the earthquake emergency responseprocedure of, “drop, cover and hold on” during the earthquake. When based on the evaluation of specificengineering and structural issues related to a building, the district may include additional responseprocedures for earthquake emergencies.

Safety Threats

At least two drills on safety threats shall be conducted each year.

Drills and instruction on safety threats shall include procedures related to lockdown, lockout, shelter inplace and evacuation and other appropriate actions to take when there is a threat to safety

The Board may use ORS 192.660(2)(k) to conduct an executive session to consider matters related toschool safety or a plan that responds to safety threats made toward a school in the district.

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Local units of government and state agencies associated with emergency procedures training and planningshall review the emergency procedures and assist the district with the instruction and the conducting ofdrills for students in these emergency procedures.

END OF POLICY

Legal Reference(s):

ORS 192.660(2)(k)ORS 336.071ORS 476.030(1)

OAR 581-022-1420

OREGON STATE FIRE MARSHAL, OREGON FIRE CODE (2014).

HR2/26/15*SL Corrected 7/27/16

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Redmond School District 2JCode: EBCD


Emergency Closures**

In case of fog, snow, ice or other hazardous or emergency conditions, the superintendent or her or hisdesignee may alter district and transportation schedules as are appropriate to the particular emergency. Such alterations include closure of all schools, closure of selected schools or grade levels, delayedopenings of schools and early dismissal of students.

The superintendent or designee will develop and maintain such plans and procedures as are necessary tocarry out alternate school and bus schedules.

Students, parents and staff will be informed at the beginning of each school year as to the procedures thatwill be used to notify them in case of an emergency closure.

END OF POLICY

Legal Reference(s):

OAR 437-002-0360OAR 437-002-0377OAR 581-022-1420OAR 581-022-1620OAR 581-053-0004

HR2/26/15*RS Corrected 7/27/16

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Redmond School District 2JCode: ECA


Buildings and Grounds Security

Buildings constitute one of the greatest investments of the district and should be protected. Securityincludes:

1. Minimizing fire or other safety hazards;

2. Reducing the probability of faulty equipment;

3. Keeping records and funds in a safe place;

4. Protection against vandalism and burglary;

5. Controlling keys by the supervisor.

The superintendent is directed to establish regulations as may be needed to provide for security ofbuildings and grounds.

Incidents of illegal entry, theft of school property, vandalism or damage to school property from any causeshall be reported by phone to the office of the superintendent and to the appropriate law enforcementagency as soon as discovered. A written report of the incident shall be made within 24 hours of discoveryand forwarded to the superintendent’s office.

END OF POLICY

Legal Reference(s):

ORS 332.172

OAR 437-002-0020 to -0075

6/26/99*NC Corrected 7/27/16

Buildings and Grounds Security - ECA1-1

Page 31 of 189



Redmond School District 2JCode: ECAA


Access to Buildings

The superintendent will control access to district buildings as appropriate and necessary to protectproperty, students and personnel.

Principals will control access to school buildings and will provide safeguards against unauthorized accessto these buildings. Each principal, with the superintendent’s approval, will develop regulations designed tocontrol the use of building keys and to ensure that buildings are adequately closed and locked when noauthorized personnel are present. Staff or students who fail to obey such regulations may be disciplined,suspended or dismissed.

END OF POLICY

Legal Reference(s):

ORS 164.205 - 164.270ORS 332.107ORS 332.172

Corrected 7/27/16

Access to Buildings - ECAA1-1

Page 32 of 189




Redmond School District 2JCode: ECAA-AR

Adopted: 11/02Revised/Reviewed: 7/09/08

Key Control Regulations and Procedures

Purpose

This Key Control Regulations and Procedures is intended to provide general operating guidelines neededto protect the district personnel and its facilities while also ensuring district personnel authorized access tothose areas and facilities necessary for the efficient performance of their normal/routine duties andresponsibilities.

Statement of Understanding

Keys are issued by, and are the property of the district.

Accountability for Tracking Distribution of Door Keys

The superintendent or designee(s) will be responsible for administration of district lock and key policies. This shall include determining the coordination and distribution of keys at sites; maintaining records ofkeys and key holders; conducting an annual inventory; and coding keys, which will indicate the buildingand user. Each principal will appoint a site key coordinator to perform the custodial and record keepingresponsibilities associated with the administration of locks and keys. A record of assigned keys, and anychanges thereto, is to be sent to the maintenance supervisor to be kept in a comprehensive district file.

Request and Issuance of District Door Keys to Sites

The origin of distribution of all door keys is the maintenance office. The designated site key coordinatorshall submit requests for keys from the maintenance manager in the form of a work order. Each keyrequest must have written approval granted by the principal and/or the maintenance manager. Approvedkeys will be forwarded to the site coordinator for distribution and record keeping. Extra keys that have notbeen issued will be securely stored in a locked cabinet at each site.

Both the director of support services and the principal must authorize requests for issuance of keys foroutside patron use of the district’s facilities. A completed building use form must accompany the keyrequest and be first approved by the principal before being submitted to the director of support services. Ingeneral and for security purposes, building use should be restricted to those times when the district canstaff custodial supervision of the facility, thereby reducing the number of building keys that need to beissued.

Distribution of Other Key Types

Other types of keys may be used for padlocks, cabinets, safes, combination locks, desks, electrical,security, sound, fire alarm, telecommunications and IT panels. These keys shall be issued according to the

Key Control Regulations and Procedures - ECAA-AR1-3

Page 33 of 189

same guidelines as set forth in”Request and Issuance of District Door Keys to Sites”. However, these keyswill be securely stored and managed from each site facility, rather than have their origin of distributioncome from the maintenance office.

Record Keeping

The Site Key Coordinator shall keep accurate and current records of all keys issued and returned. An issuecard, with signature, shall be kept on file at each site for each employee.

Transfer or Loan of Keys

District issued keys are not to be distributed to any person other than the person they are issued to for anyreason. Violation of this policy will require disciplinary action, including and up to termination ofemployment, or loss of privilege in the case of a non-employee. This policy includes keys issued forcoaching services. No key is to be shared between multiple individuals.

Return of District Issued Keys

If an employee changes site location of employment, he/she must relinquish all keys issued at that sitelocation and have the return transaction recorded on the key issuance card. The return of keys is to beinitialed by both the assignee and the site key coordinator. The employee will be reissued a new set ofkeys from the relocation site.

Keys may be issued for a set time frame and are to be returned promptly as agreed on the issue card. Keysnot currently used by a district employee should be returned to reduce the number of keys in circulation,thereby reducing the liability of individual departments/sites.

Duplication of Keys

Duplication of the district keys is prohibited, with the exception of keys listed in”Distribution of Other KeyTypes”. All district door keys are of a special design for security purposes and cannot be duplicated by anyof the local locksmiths. Only the maintenance supervisor has district authorization to submit key orders.

Lost Keys

Lost/found keys must be reported to the principal and the site key coordinator. A charge for lost or stolenkeys will be as follows:

Door Key - Grand Master = $ 250.00Door Key - Building Master = $ 150.00Door Key - Building Sub-Master = $ 50.00Door Key - Individual Room = $ 25.00Other = $ 20.00


Page 34 of 189

Replacement of Worn or Replacement Keys

Worn or broken keys will be provided in exchange for a defective key. A work order needs to becompleted as noted in ”Request and Issuance of District Door Keys to Sites” and applies to both instances. Broken keys are to be submitted with the key request. Worn keys are to be returned immediately uponissuance of the replacement key. It is the responsibility of the maintenance supervisor to destroy all wornand broken keys.

Re-keying and Replacement of Locks

Re-keying or installation of new locks (e.g. doors, gates, padlocks, etc.) must be requested by submitting awork order to the maintenance manager. The cost for lock changes will be charged to the requesting siteunless otherwise authorized by the Maintenance supervisor.

Key Definitions / Authorization

Grand Master Key Provides total access to all buildings within a particular systemin the district. Authorization for this key is granted by thesuperintendent, support services manager and/or the maintenancemanager and is restricted to fire safety, security and maintenancepersonnel only.

Building Master Key Provides access to all spaces within an individual building. Theissuance of this key is restricted to custodians and personsauthorized by the building principal.

Building Sub-Master Key Provides access to a group of rooms within a department orbuilding. Authorization for this key will be determined by theprincipal.

Individual Room Key Provides access to a room/office within an individual building. Authorization for issuance is granted by the principal.

Corrected 7/27/16


Page 35 of 189

Redmond School District 2JCode: ECAB


Vandalism/Malicious Mischief/Theft**

Students and citizens are urged to cooperate in reporting any incidents of vandalism/maliciousmischief/theft and the name or names of the person or persons believed to be responsible.

Each district employee will report to the principal or other person in authority incidents of vandalism/malicious mischief/theft and the name of the person or persons responsible, if known.

Principals will submit a report of any vandalism/malicious mischief or damage to their buildings to thesuperintendent. The superintendent will report to the Board regarding major vandalism/maliciousmischief/theft or damage to school property.

The district may offer a reward to an individual(s) who provides information that results in theapprehension of a person(s) guilty of vandalism/malicious mischief/theft or other criminal acts against thedistrict. The amount of reward shall be determined by the superintendent on a case-by-case basis withinany guidelines set by the Board.

The superintendent is authorized to sign a criminal complaint and to press charges against thosecommitting acts of vandalism/malicious mischief/theft of or against school property. Because incidents ofwillful or malicious abuse, destruction, defacing and theft of school district property are clearly contrary tothe best interests of the district and injurious to the rights and welfare of the entire community, it is thepolicy of the Board to seek all legal remedies against persons found to have committed such acts. Fullrestitution for the damage will be sought from such persons, or, in the case of minors, from their parents. Until such fees or restitutions are paid, penalties may be imposed. Records requested by another district todetermine a student’s appropriate placement may not be withheld.

Students who willfully destroy school property through vandalism/malicious mischief/theft or arson, whocommit larceny or who create a hazard to the safety of other people on school property will be suspendedin accordance with state law and the Board’s policy on student suspensions and referred to lawenforcement authorities.

END OF POLICY

Legal Reference(s):

ORS 30.765ORS 164.345ORS 164.365

ORS 326.575ORS 332.107

ORS 339.270ORS 419C.680

9/29/11*PH Corrected 7/27/16

Vandalism/Malicious Mischief/Theft** - ECAB1-1

Page 36 of 189








Redmond School District 2JCode: ECAD


Security Resource Officer

The district may provide a properly trained and certified police and/or sheriff officer(s) to deliver securityservices to the district. The officers provide a visible presence in district schools allowing students todevelop a trust with law enforcement while linking district and community safety concerns and makingdistrict property less attractive to the nonstudent criminal element.

END OF POLICY

Legal Reference(s):

ORS 181.610ORS 181.870ORS 181.871

ORS 181.873ORS 181.875ORS 181.883

ORS 451.010

OAR 259-060-0005 to - 0600

3/26/01*SW Corrected 7/27/16

Security Officer - ECAD1-1

Page 37 of 189









Redmond School District 2JCode: ECD


Traffic and Parking Controls

The superintendent shall authorize parking areas and post notices on district property designated for staff,student and visitor parking and other classifications of parking areas as may be necessary.

Any vehicle not parked in authorized areas may be cited and/or towed away and stored. All charges fortowing and storing will be the responsibility of the owner or operator of the vehicle.

Any person failing to abide by the district’s parking regulations may be further prohibited from bringingany vehicle on school property.

Principals will establish regulations as necessary for the use and control of staff and student parking areasaround their buildings. Such regulations will be made available to staff, students and parents.

END OF POLICY

Legal Reference(s):

ORS 332.172ORS 332.445ORS 447.233

OAR 581-022-1610

Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213; 29 C.F.R. Part 1630 (2006); 28 C.F.R. Part 35 (2006).Americans with Disabilities Act Amendments Act of 2008.

4/03/01*NC Corrected 7/27/16

Traffic and Parking Controls - ECD1-1

Page 38 of 189





Redmond School District 2JCode: ECF


Energy Conservation

The district encourages and supports an energy conservation and education program to lower substantiallythe consumption of electricity, natural gas, gasoline and water. It will be the responsibility of each districtemployee and student to participate in conservation efforts to reduce consumption to levels prescribed bystate and federal guidelines while maintaining programs.

It is the responsibility of district administrators, through the superintendent’s office, to implement, direct,monitor, evaluate and report district energy conservation efforts.

END OF POLICY

Legal Reference(s):

ORS 332.107ORS 455.560ORS 455.565

6/25/96*NC Corrected 7/27/16

Energy Conservation - ECF1-1

Page 39 of 189




Redmond School District 2JCode: EDC/KGF


Authorized Use of District Equipment and Materials

The district Board believes that although most district equipment is purchases by public funds, theequipment is primarily purchased to provide for and/or enhance students’ educational programs. It is thesuperintendent’s responsibility to protect and maintain this equipment. The superintendent is alsoresponsible for establishing guidelines concerning equipment which may be used by the public andconditions under which it can be used.

In all cases of public use, equipment shall not be used for private financial gain.

END OF POLICY

Legal Reference(s):

ORS Chapter 244ORS 332.107

OAR 584-020-0040

OREGON GOVERNMENT ETHICS COMM’N, OR. GOV’T ETHICS LAW, A GUIDE FOR PUBLIC OFFICIALS (2008).

HR4/03/01*MW Corrected 7/27/16

Authorized Use of District Equipment and Materials - EDC/KGF1-1

Page 40 of 189




Redmond School District 2JCode: EEA


Student Transportation Services

School transportation services will be provided for students to and from school. School transportation mayalso be used to transport students to and from curricular and extracurricular activities sponsored by thedistrict. Transporting from one school or facility to another and to school-sponsored field trips areextensions of classroom learning experiences. Transportation will be provided for homeless students toand from the school of origin1 as required by the No Child Left Behind Act of 2001 (NCLBA). Theseservices shall be provided throughout the regularly scheduled year and during the regular school day asdetermined by the Board.

Elementary students, grades K-5, that live more than one mile from their assigned school will betransported. Secondary students, grades 6-12, who live more than one and one-half miles from theirassigned school, will be transported. The Board, for the purpose of transportation only and under theprovisions of Oregon Administrative Rule (OAR) 581-023-0040 not withstanding any other statutes orrules, designates Obsidian Middle School, Elton Gregory Middle School, Redmond High School andRidgeview High School as secondary schools. Mileage exceptions for health, safety or disability will bemade in accordance with the district’s approved supplemental plan.

Miles from school will be determined by the transportation department in accordance with OAR581-023-0040(l)(c).

The district may use Type 10 School Activity Vehicles to transport students from home to school, schoolto home and to/from district-sponsored activities.

The district may also provide transportation using federal funds2 or through cooperative agreements withlocal victims assistance units for a student to attend a safe district school3 out of the student’s attendancearea for any student who is a victim of a violent criminal offense occurring in or on the grounds of theschool the student attends or the student attends a school identified as persistently dangerous.

If there are no other schools within the district a student may transfer to, the district may establish acooperative agreement with other districts in the area for a transfer. Transportation for students whotransfer for such purposes will be provided in accordance with the agreement.

1“School of origin” means the school that the student attended when permanently housed or the school in which the student waslast enrolled.

2Federal funds means funds available through Title IV, Part A, and Title V, Part A.

3If there is not another school in the district to which students can transfer, districts are encouraged, but not required to, exploreother appropriate options, i.e., an agreement with a neighboring district.

Student Transportation Services - EEA1-3

Page 41 of 189

Students attending any private, parochial or public charter school under the compulsory school attendancelaws will, where the private, parochial or public charter school is along or near the bus route, be providedequally the riding privileges given to public school students.

Preschool students with disabilities who have transportation as a related service and children from birth toage three who are enrolled in an eligible program shall be provided home to school and school to hometransportation.

A seat that fully supports each person and meets the minimum standards and specifications of law will beprovided at all times. A person who weighs 40 pounds or less must be properly secured with a child safetysystem that meets the minimum standards and specifications established by the Oregon Department ofTransportation under ORS 815.055. A person over 40 pounds or who has reached the upper weight limitfor the forward-facing car seat, must use a booster seat until four feet nine inches or age eight and the adultbelt properly fits.4 A person who is taller than four feet nine inches or eight years of age or older must beproperly secured with a safety belt or harness that meets the requirements under ORS 815.055. Inaccordance with ORS 811.210 and 811.215 vehicles in excess of 10,000 pounds use for studenttransportation are exempt from statutory requirements unless they have been equipped with lap belts. Vehicles in excess of 10,000 pounds that have been equipped with lap belts must meet child car seatrequirements as set forth in law. School buses over 10,000 pounds are exempt from seat belt requirementsper ORS 815.080.

School buses carrying students will be considered extensions of the school experience. All students usingschool transportation will abide by the code of conduct provided in the student handbook each school year. Violations of such code, as well as other conduct which is improper or which jeopardizes the safety of selfor others, will be reported by the school bus driver to the transportation supervisor. The transportationdepartment will, as soon as possible, inform the appropriate building principal of such occurrence. Thetransportation department will notify the parent/guardian as appropriate. Violators may be denied use oftransportation for a period of time as deemed proper by the transportation manager and/or buildingprincipal.

The building principal or designee shall ensure transportation officials and drivers receive notification ofstudents having special medical or behavioral protocols identified in student records.

Appropriate training related to specific protocols, including confidentiality requirements, will be providedto drivers.

Aides or assistants that ride a school bus shall receive training on emergency procedures and their role inthe safe transportation of all students on the bus.

The school bus driver will be responsible for the school bus at all times from departure until return. Thedriver will not participate in any activities that might impair his/her driving abilities.

4“Proper fit” means the lap belt of the safety belt or safety harness is positioned low across the thighs and the shoulder belt ispositioned over the collarbone and away from the neck.


Page 42 of 189

The district will comply with all state and federal laws and regulations pertaining to school bustransportation.

END OF POLICY

Legal Reference(s):

ORS 327.006ORS 327.033ORS 327.043ORS 332.405ORS 332.415ORS 339.240 to-339.250ORS 343.155 to-343.246ORS 343.533ORS 343.155 to-343.243ORS 811.210ORS 811.215

ORS 815.055ORS 815.080ORS 820.100 to-820.190

OAR 581-021-0050 to-0075OAR 581-022-1530OAR 581-023-0040OAR 581-053-0002OAR 581-053-0003OAR 581-053-0004OAR 581-053-0010

OAR 581-053-0031OAR 581-053-0040OAR 581-053-0053OAR 581-053-0060OAR 581-053-0070OAR 581-053-0210OAR 581-053-0220OAR 581-053-0230OAR 581-053-0240OAR 735-102-0010

No Child Left Behind Act of 2001, 20 U.S.C. §§ 6315, 7912.Elementary and Secondary Education Act (ESEA) Flexibility Waiver, July 18, 2012.McKinney-Vento Homeless Education Assistance Improvements Act of 2001, 42 U.S.C. §§ 11431-11435 (2005).

R10/23/14|RS Corrected 7/27/16


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Redmond School District 2JCode: EEAB


School Bus Scheduling and Routing

School bus routes will be planned and organized to ensure student safety and receive the maximum bus useefficiency.

1. Student safety shall always be the major factor in any route decision.

2. Bus scheduling and routing will be the responsibility of the transportation supervisor, with oversightprovided by the superintendent or designee.

3. Requests may be submitted on a department bus stop request form for route changes will be referredto the transportation supervisor for consideration.

4. Route conditions will be periodically reviewed for possible upgrading of service.

5. Routes will be planned to minimize the amount of time elapsing from first pick-up to school,commensurate with operating and economical efficiencies.

6. Unless required by federal or state law or administrative rule bus routes shall traverse only thosepaved roads that are regularly maintained by city, county, state or federal jurisdictions at the schooldistrict’s discretion.

7. Elementary students living within one mile and secondary students within one and one half milefrom school may be transported for health, safety and disability reasons when an approvedsupplement plan is on file.

8. Elementary students may be expected to walk one mile and secondary students up to one andone-half miles to a bus stop.

9. A seat space shall be provided for each student. Students must not stand.

10. Students may be transferred directly from one bus or bus route to another while in the process ofbeing transported to and from school at the discretion of the district.

11. Bus stops will be designated and students will be expected to gather at the assigned stop.

12. Transportation of students who are not eligible for bus service or who desire to be transported on abus other than their regular route, for nonschool activities during regular school to home routes, mustobtain prior administrative approval.

END OF POLICY

School Bus Scheduling and Routing - EEAB1-2

Page 44 of 189

Legal Reference(s):

ORS 332.405

OAR 581-023-0040OAR 581-053-0004OAR 581-053-0031


School Bus Scheduling and Routing - EEAB2-2

Page 45 of 189





Redmond School District 2JCode: EEAC


School Bus Safety Program

The superintendent or designee will ensure instruction for all students in school bus safety and emergencyevacuation procedures is provided. The driver shall assist in conducting student instruction and evacuationdrills as directed by the transportation department.

Students who are regularly transported by the district shall receive the following instruction within the firstsix weeks of each half of the school year:

1. Safe school bus riding procedures, including but not limited to loading, unloading, crossing etc;

2. Use of emergency exits; and

3. Planned and orderly evacuation of the school bus in case of emergency, including participation inactual evacuation drills.

Students who are not regularly transported by the district will be given the following instruction at leastonce in the first half of each school year:

1. Safe school bus riding procedures; and

2. Use of emergency exits.

The district will document and maintain records of the content and dates of instruction.

In accordance with Oregon Revised Statute (ORS) 811.210 and 811.215 vehicles used for studenttransportation in excess of 10,000 pounds are exempt from this requirement unless they have beenequipped with lap belts. Vehicles in excess of 10,000 pounds that have been equipped with lap belts mustmeet child car seat requirements as set forth in law. Buses will not exceed vehicle design capacity forseating at any time unless an unforeseen or unusual circumstance arises. Passengers will be provided aseat that fully supports them. A seat that fully supports each person and meets the minimum standards andspecifications of law will be provided at all times. A person who weighs 40 pounds or less must beproperly secured with a child safety system that meets the minimum standards and specificationsestablished by the Department of Transportation under ORS 815.055. A person who weighs more than 40pounds or who has reached the upper weight limit for the forward-facing car seat must use a booster seatuntil he/she is four feet nine inches tall or age eight and the adult belt properly fits.1 A person who is tallerthan four feet nine inches or eight years of age or older must be properly secured with a safety belt or

1“Proper fit” means the lap belt of the safety belt or safety harness is positioned low across the thighs and the shoulder belt ispositioned over the collarbone and away from the neck.

School Bus Safety Program - EEAC1-2

Page 46 of 189

harness that meets the requirements under ORS 815.055. School buses over 10,000 pounds are exemptfrom the seat belt requirements per ORS 815.080.

During adverse weather conditions, the superintendent may alter bus schedules or temporarily suspend busservices. The superintendent or his/her designee will advise local radio stations and other media of anychanges in bus schedules or services.

In the case of emergency or disaster, evacuation of students will be carried out according to the district’semergency plan.

A district safety committee will study accidents involving district buses and will make recommendations toavoid similar accidents.

END OF POLICY

Legal Reference(s):

ORS 811.210ORS 811.215ORS 815.055ORS 815.080ORS 820.100 to-820.190

OAR 437-002-0220 to-0227OAR 581-022-1420OAR 581-053-0002OAR 581-053-0003

OAR 581-053-0004OAR 581-053-0010OAR 581-053-0021OAR 581-053-0031OAR 581-053-0210OAR 581-053-0240OAR 581-053-0310OAR 581-053-0320OAR 581-053-0330OAR 581-053-0340

OAR 581-053-0410OAR 581-053-0420OAR 581-053-0430OAR 581-053-0440OAR 581-053-0445OAR 581-053-0510OAR 581-053-0520OAR 581-053-0530OAR 735-102-0010

R2/16/12 | RS Corrected 7/27/16

School Bus Safety Program - EEAC2-2

Page 47 of 189





























Redmond School District 2JCode: EEACA

Adopted:

School Bus Driver Examination and Training

The district or transportation provider shall verify that a school bus drivers’ physical examinations werecertified by a medical examiner whose certificate was listed in the Federal Motor Carrier SafetyAdministration’s National Registry of Certified Medical Examiners as of the date of the issuance of theschool bus driver’s examination certificate, and meets other criteria as established by state and federal lawand by Oregon Department of Education regulations including the requirements for a commercial driver’slicense (CDL).

A school bus manufacturer, school bus dealer or school bus mechanic is not required to have a school busendorsement while operating a school bus that is not transporting students.

END OF POLICY

Legal Reference(s):

ORS 659.840ORS 659A.300ORS 659A.306ORS Chapters 801, 802, 807, 809, 811,813

ORS 807.038ORS 820.110

OAR 581-053-0002OAR 581-053-0003


Omnibus Transportation Employee Testing Act of 1991, 49 U.S.C. §§ 31301-31317; 49 C.F.R. Parts 40, 382, 391-395 (2006).Federal Motor Carrier Safety Administration Regulations, 49 C.F.R. Part 391, §§ 391.42, 391.43 (2014).

HR10/23/14|RS Corrected 7/27/16

School Bus Driver Examination and Training - EEACA1-1

Page 48 of 189



















Redmond School District 2JCode: EEACC


Student Conduct on School Buses

The following regulations will govern student conduct on school buses and Type 10 and 20School ActivityVehicles if used for transporting students from home to school, school to home and to/fromdistrict-sponsored activities and will be posted in a conspicuous place in all buses:

1. Students being transported are under authority of the bus driver.

2. Fighting, wrestling or boisterous activity is prohibited on the bus.

3. Students will use the emergency door only in case of emergency.

4. Students will be on time for the bus, both morning and evening.

5. Students will not bring animals (except approved assistance guide dogs), firearms, weapons, drugs ordrug parphernalia, or other potentially hazardous or illegal material on the bus.

6. Students will remain seated while bus is in motion.

7. Students may be assigned seats by the bus driver.

8. When necessary to cross the road, students will cross in front of the bus or as instructed by the busdriver.

9. Students will not extend their hands, feet, arms or heads through bus windows.

10. Students will have written permission to leave the bus other than for home or school. A districtissued bus pass is required.

11. Students will converse in normal tones; loud or vulgar language is prohibited.

12. Students will not open or close windows without permission of driver.

13. Students will keep the bus clean and must refrain from damaging it.

14. Students will be courteous to the driver, fellow students and passersby.

15. Students who refuse to promptly obey the directions of the driver or refuse to obey regulations mayforfeit their privilege to ride on the buses.

Student Conduct on School Buses - EEACC1-2

Page 49 of 189

The superintendent will establish other regulations as necessary for the safe conduct of students ridingdistrict school buses or other forms of district transportation and for disciplinary procedures. Suchregulations will be available to all parents and students and posted in each school bus or other districtvehicle. Students who violate bus rules of conduct may be denied the use of district transportation.

END OF POLICY

Legal Reference(s):

ORS 339.240ORS 339.250ORS 820.100 - 820.190

OAR 581-021-0050 to- 0075OAR 581-023-0040OAR 581-053-0002OAR 581-053-0003

OAR 581-053-0004OAR 581-053-0010OAR 581-053-0210

Letter Opinion, Office of the OR Attorney General (Nov. 22, 1988).

R9/20/12*RS Corrected 7/27/16

Student Conduct on School Buses - EEACC2-2

Page 50 of 189











D

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T

E

Redmond School District 2JCode: EEACC-AR

Adopted: 11/17/04Revised/Readopted: 10/05/08; xx/xx/15

Discipline Procedures for District-Approved Student Transportation

Ail students eligible for district-approved student transportation shall receive safety instruction and a copyof the Code of Conduct.

The following procedures address:

1. Safety Instructions 6. Right of Appeal2. Code of Conduct 7. Reinstatement3. Violations 8. Education4. Suspension 9. Special Education Students5. Expulsion

Safety Instructions

Each September and January the transportation supervisor will direct all bus drivers to conduct a safetyreview with all students who are transported regularly by the district.

1. Safe school bus riding procedures, including but not limited to loading, unloading, crossing etc;

2. Use of emergency exits; and

3. Planned and orderly evacuation of the school bus in case of emergency, including participation inactual evacuation drills.

Each September and January the transportation supervisor will direct all bus drivers to conduct a safetyreview with all other students.

1. The drivers shall review safe bus riding procedures;

2. The drivers shall review use of emergency exits.

The transportation supervisor will record dates and content of safety instructions by each driver. Suchinformation shall be kept as apart of the district’s records.

Discipline Procedures for District-Approved Student Transportation - EEACC-AR1-7

Page 51 of 189

D

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Date

Dear Parents:

The purpose of school bus transportation is to provide safe, comfortable and economical transportation forthose students living beyond the walking distance.

Students will be transported to and from the school and their regularly designated stops, writtenauthorization for any deviation must be signed by the school official and parent or guardian and then givento the bus driver. In cases where parents wish to take students home from school, arrangements should bemade before the bus leaves the school. In no case should parents stop the bus along the road for thepurpose of removing their students from the bus or placing their students on the bus.

Please take the time to go over the attached material with your student. All students using schooltransportation will abide by the Code of Conduct posted in each school bus. The few minutes you spendnow will make a significant difference in the level of SAFETY your student’s bus driver will be able toreach and maintain.

Thank you,

Marty HopperTransportation Supervisor

blm/WP.adc

*************************************************************************************Please sign and return this portion to the BUS DRIVER along with the EMERGENCY DATA CARD. Thank you for your cooperation with Redmond School District’s Transportation Department.

If you should have any questions, please call the transportation department at 541-923-4891

Parent or Guardian Signature______________________________________________________________


Page 52 of 189

D

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Code of Conduct

Each year the transportation supervisor will issue a Code of Conduct to all students and parents/guardiansof students being transported to and from school. The following form (EEACC-AR) will also be issued tobe used as acknowledgment that the Code of Conduct has been read and understood.

Failure to comply with the following minimum standards will constitute disorderly conduct and result inthe issuance of a conduct report from the bus driver to the students. Students shall:

1. Obey the driver at all times;2. Refrain from throwing objects;3. *Not have in their possession knives, guns or any other objects which might be used as a weapon;4. *Refrain from fighting, wrestling or scuffling;5. *Stay seated in original seat while the bus is in motion;6. *Refrain from extending hands, head, feet or objects from windows or doors;7. *Not possess matches or other incendiaries and concussion devices;8. *Use emergency exits only as directed by the bus driver;9. *Refrain from damaging school property or the personal property of others;10. *Not threaten or physically harm the driver or other riders;11. *Refrain from any disruptive activity which might cause the driver to stop the bus in order to

establish order;12. *Be respectful and make no disrespectful or obscene statements;13. *Not possess and/or use tobacco, alcohol or illegal drugs;14. Refrain from eating or drinking or chewing gum on the bus;15. Carry no glass containers or other glass objects;16. Take no skateboards, musical instruments or other large objects onto the bus which might pose

safety risks or barriers to safe entry to and exit from the bus;17. Accept assigned seats;18. Stay away from the bus when it is moving;19. Be at the bus stop five minutes before the scheduled pick up time;20. **Answer to coaches, teachers and chaperons who are responsible for maintaining order on trips.

*These regulations, if broken, are SEVERE violations with severe consequences because of the threat tothe safety of others. Severe violations may result in loss of transportation services upon a first infraction.

If a student is involved in an action or offense on the bus the driver will summoning a school administratoror his/her designee by radio or cell phone to meet the bus at the school upon its arrival and to remove thestudent and suspend their bus riding privilege. The building administrator will determine the amount oftime for the suspension. If the action or offense occurs on the ay to the student’s home destination this willresult in the driver returning the student to their home school and notifying parents or summoning lawenforcement officials to remove the student from the bus and their bus riding privileges will be suspendedby the district.


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** Coaches, teachers and chaperons (1) Must have a copy of the bus regulations and know them beforegoing on a trip; and (2) Must position themselves on the bus as to be in control of discipline at all times.

Disposition of Students with Conduct Slips

1st Conduct Slip - Written warning indicating violation.

2nd Conduct Slip - Indicating the violation and the student will be off the bus for two days.

3rd Conduct Slip - Indicating the violation and the student will be off the bus for three days,also the parent/guardian will received a certified letter and a copy of theconduct slip.

4th Conduct Slip - The student will be off the bus for 10 days. Extremely severe violations maycause loss of bus riding privileges for the remainder of the year.

In some severe cases, steps 1 and/or step 2 and/or step 3 may be skipped


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Violations

Disciplinary Procedures for Violations

To control student misconduct on buses and to be consistent when issuing conduct slips (School BusIncident Report - EEACC-AR), drivers and students must follow certain guidelines:

1. All conduct slips must be signed by the parents and the bus driver before the student will be allowedto ride the bus again.

2. Drivers will always warn the student verbally about the infraction and a written warning will be nextIf the infraction is repeated.

1st Conduct Slip - The bus driver will write a warning on a conduct slip indicating the violationand, if additional violations occur, the student will be off the bus for twodays. The bus driver will inform the parents by phone and notify the schoolas soon as possible.

2nd Conduct Slip - The bus driver will write a second conduct slip indicating the violation andthe student will be off the bus for two days and, if additional violationsoccur, the student will be off the bus for three days. The bus driver willinform the parents by phone and notify the school as soon as possible.

3rd Conduct Slip - The bus driver will write a third conduct slip indicating the violation and thestudent will be off the bus for three days and, if additional violations occur,the student will be off the bus for 10 days. The parents will receive a copy ofthe conduct slip sent by certified mail, return receipt requested. A copy willalso be sent to the director of business services.

4th Conduct Slip - The student will be off the bus for 10 days and the bus driver will inform theparents by phone and notify the school as soon as possible.

The procedure for the 4th conduct slip will be repeated as necessary.

In all instances, the appeal process may be used if the student and/or parents desire.

Definitions:

“Suspension” means any disciplinary removal, other than expulsion, for up to 10 school days.

“Expulsion” means any disciplinary removal beyond 10 school days up to one calendar year


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Appeal Procedure

If a student or parent wishes to appeal the application of the discipline policy, the steps outlined belowshould be used. If the student or parent wishes to complain about a school employee’s decision, use PolicyKLD - Public Complaints about School Personnel.

Step 1 The student or his/her parent/guardian will discuss the issue with the transportation supervisor.

Step 2 If the student is or his/her parent/guardian is not satisfied with the outcome of the discussion,he/she may submit a complaint with the administrator. This is to be done within 10 schooldays of the act or condition which is the basis of the complaint. The administrator will, withinthree school days, arrange a student, parent/guardian, transportation supervisor, principalconference with the goal of resolving the issue.

Step 3 Within five school days, the administrator is to communicate, in writing, the decision to thestudent and the student’s parent/guardian.

Step 4 If, after five school days from receipt of the administrator’s communication, the issue stillremains unresolved, the student may submit the matter in writing to the superintendent. Thesuperintendent, or designee, will meet with the student within three school days and willrespond to the issue, in writing, within five school days after the appeal.

Suspension Procedures

Due process procedures used by the district governing student behavior shall be applied.

Expulsion Procedures

Due process procedures used by the district governing student behavior shall be applied.

Right of Appeal

1. At each step of the discipline procedures used in district-approved transportation services, parents,students and/or a representative have a right to appeal.

2. All appeals must be in writing.

3. Appeals are to be made to the responsible person at the level of appeal.

4. Final appeal may be made to the Board.

5. Board decisions are final.


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Reinstatement

A conference to discuss reinstatement shall be conducted under the following guidelines:

1. When deemed necessary, parents and student shall be present at the conference;

2. The administrator shall fully explain matters and permit the parties involved to fully explain theirpositions;

3. The administrator shall make a decision that provides guidelines for the student to follow whentransportation services are reinstated.

Education

1. Disciplinary action for violating the transportation Code of Conduct and/or transportation health andsafety requirements shall be confined to district-approved transportation services. Therefore,students who have lost district-approved transportation services through a disciplinary action shall beexpected to continue with the district’s educational requirements.

2. Student’s academic grades will reflect academic achievement. Therefore, misconduct or absenteeismshall not be a sole criterion for grade reduction. However students will be expected to continue tomeet the district’s attendance and educational requirements

3. Make-up work may be provided.

If make-up work is needed, the district’s policy and procedures will be followed.

4. Alternative education may be provided.

If alternative education is needed, the district’s policy and procedures will be followed.

Special Education Students

Special education students will be disciplined in accordance with Board policy JGDA/JGEA - Disciplineof Disabled Students and accompanying administrative regulation.

R12/31/07*JW Corrected 7/27/16


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Redmond School District 2JCode: EEACC-AR

Revised/Reviewed:

Discipline Procedures for District-Approved Student Transportation

All students eligible for district-approved student transportation shall receive safety instruction and a codeof conduct.

Violation of the code of conduct or conduct which jeopardizes the health/safety of self and/or others mayresult in the loss of district-approved transportation services.

The following procedures address:

• Safety instructions;• Code of conduct;• Violations;• Suspension;• Expulsion;

• Right of appeal;• Reinstatement;• Education;• Special education students.

1. Safety Instructions

a. Within the first six weeks of each half of the school year the transportation supervisor willdirect all bus drivers to conduct a safety review with all students who are regularly transportedby the district.

(1) Safe school bus riding procedures, including but not limited to loading, unloading,crossing etc;

(2) Use of emergency exits; and(3) Planned and orderly evacuation of the school bus in case of emergency, including

participation in actual evacuation drills.

b. At least once in the first half of each school year the transportation supervisor will direct allbus drivers to conduct a safety review with all other students.

(1) The drivers shall review safe bus riding procedures.(2) The drivers shall review use of emergency exits.

c. The transportation supervisor will record dates and content of safety instructions by eachdriver. Such information shall be kept as a part of the district’s records.


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2. Code of Conduct

a. Each year the district will include the following transportation rules in the student/parenthandbook.

The district will provide interpretation to those students/parents whose primary language is notEnglish.

While riding a school bus, students will:

1. Obey the driver at all times;2. Not throw objects;*3. Not have in their possession any weapon as defined by Board policy JFCJ - Weapons in

the Schools;*4. Not fight, wrestle or scuffle;*5. Not stand up and/or move from seats while the bus is in motion;*6. Not extend hands, head, feet or objects from windows or doors;*7. Not possess matches or other incendiaries and concussion devices;*8. Use emergency exits only as directed by the driver;*9. Not damage school property or the personal property of others;*10. Not threaten or physically harm the driver or other riders;*11. Not do any disruptive activity which might cause the driver to stop in order to

reestablish order;*12. Not make disrespectful or obscene statements;*13. Not possess and/or use tobacco, alcohol or illegal drugs; 14. Not eat or chew gum; 15. Not carry glass containers or other glass objects; 16. Not take onto the bus skateboards, musical instruments or other large objects which

might pose safety risks or barriers to safe entry and exit from the bus; 17. Accept assigned seats; 18. Stay away from the bus when it is moving; 19. Be at the bus stop five minutes before the scheduled pick up time;**20. Answer to coaches, teachers and chaperons who are responsible for maintaining order

on trips.

* These regulations, if broken, are SEVERE violations with severe consequences because of the threat to the safety ofothers.

** Coaches, teachers and chaperons: (1) must have a copy of the bus regulations and know them before going on a trip; and(2) must position themselves on the bus as to be in control of discipline at all times.


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3. Violations

Each year the district will include the following procedures for violations in the student/parenthandbook.

The district will provide interpretation to those students/parents whose primary language is notEnglish.

DISCIPLINARY PROCEDURES FOR VIOLATIONS

First Referral - Warning: The driver verbally restates behavior expectations and issues a warningreferral. The driver may assign the student to a particular seat.

Second Referral: The student is suspended from the bus for two days.

Third Referral: The student receives a three-day suspension.

Fourth Referral: The student receives a 10-day suspension.

Severe Violations: Any severe violation may result in the immediate suspension of thestudent for a minimum of 10 days, and up to a 1-year expulsion.

In all instances, the appeal process may be used if the student and/or parent desires.

Definitions

“Suspension” means any disciplinary removal, other than expulsion, for up to 10 school days.

“Expulsion” means any disciplinary removal beyond 10 school days up to one calendar year.


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APPEAL PROCEDURE

If a student or parent wishes to appeal the application of the discipline policy, the steps outlined belowshould be used. If the student or parent wishes to complain about a school employee’s decision.

Step 1: The student or his/her representative will discuss the issue with the transportation supervisorand principal.

Step 2: If the student is not satisfied with the outcome of the discussion, he/she may file a writtenstatement with the principal and transportation supervisor. This is to be done within 10 schooldays of the act or condition which is the basis of the complaint. The administration will,within three school days, arrange a conference for the student, parent, transportation supervisorand the principal, with the goal of resolving the issue.

Step 3: Within five school days, the principal is to communicate, in writing, the decision to the studentand the student’s parents.

Step 4: If, after five school days from receipt of the principal’s reply, the issue still remainsunresolved, the student may submit the matter in writing to the superintendent. Thesuperintendent will meet with the student within three school days and will respond to theissue, in writing, within five school days after the appeal.

Step 5: If the issue is still unresolved, the student may appeal to the Board. The Board will notifypersons involved that a hearing will be held within 14 days of receipt of the appeal. The Boardshall review correspondence, hear relevant facts and respond to the student within three schooldays following the hearing.

R12/31/07*JW Corrected 7/27/16


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Redmond School District 2JCode: EEACCA


Use of Video Cameras for Student and Staff Safety

The Board recognizes the district’s continuing responsibility to maintain and improve discipline, andensure the health, welfare and safety of its staff and students on school transportation vehicles and districtproperty.

The Board, after having carefully considered the rights of privacy of students and staff supports the use ofdistrict authorized digital recordings.

District authorized digital recordings may be used on district property and school transportation vehicles toensure the health, welfare and safety of all staff, students and visitors to district property, riding in schooltransportation vehicles, and to safeguard district property, facilities and equipment.

District authorized digital recordings may be placed and used in areas that present safety and/or securityrisks to students, staff or property, are deemed appropriate by the superintendent or designee. Digitalrecordings will not be placed in restrooms or dressing rooms.

This policy does not prohibit the use of video equipment for professional development and/or educationalpurposes in classrooms, as allowed by law.

Such equipment may also be used to monitor the performance of district employees in the fulfillment oftheir duties on school transportation vehicles transporting students to and from curricular andextracurricular activities.

Students in violation of district conduct rules shall be subject to disciplinary action in accordance withestablished Board policy and administrative regulations governing student conduct and discipline.

Staff shall be subject to established Board personnel policies, administrative regulations and collectivebargaining agreements including provisions related to evaluation, discipline and dismissal.

Digital recordings, depending on how they are used in student disciplinary proceedings, may become a partof a student’s education record. In such cases, the district shall comply with all applicable state and federallaws related to education records. Such records will also be subject to established district proceduresregarding education records including access, review and release of such records.

The superintendent shall develop procedures for the notification of staff, students, parents and others asnecessary of the use of digital cameras on school transportation vehicles and district property.

END OF POLICY

Use of Video Cameras for Student and Staff Safety - EEACCA1-2

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Legal Reference(s):

ORS 30.864ORS 192.420 - 192.505ORS 326.565ORS 326.575

ORS 336.187ORS 342.850

OAR 581-021-0210 to- 0440OAR 581-022-1660OAR 581-053-0240(82)

Individuals with Disabilities Education Act (IDEA), 20 U.S.C. §§ 1400 - 1427 (2006).Family Educational Rights and Privacy Act of 1974, 20 U.S.C. § 1232g (2011); Family Educational Rights and Privacy, 34C.F.R. Part 99 (2011).In the matter of A.O., A Minor (March 28, 1988) (Superintendent of Public Instruction Ruling).

4/03/01*MW Corrected 7/27/16

Use of Video Cameras for Student and Staff Safety - EEACCA2-2

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Redmond School District 2JCode: EEACCA-AR

Adopted: 1/12/99Revised/Reviewed: 7/09/08; 4/04/12

Use of Video Cameras for Student and Staff

Use

1. District authorized digital recordings may be used on district property and school transportationvehicles to ensure the health, welfare and safety of all staff, students and visitors to district property,riding in school transportation vehicles, and to safeguard district property, facilities and equipment.

2. District authorized digital recordings may be placed and used in areas that present safety and/orsecurity risks to students, staff or property, are deemed appropriate by the superintendent ordesignee. Digital recordings will not be placed in restrooms or dressing rooms.

3. This policy does not prohibit the use of video equipment for professional development and /oreducational purposes in classrooms, as allowed by law.

4. Tampering with or otherwise interfering with video camera equipment is prohibited.

5. Students or staff in violation of district policies, administrative regulations, school rules or civil orcriminal laws shall be subject to appropriate disciplinary action. Referral to law enforcementagencies will be made as appropriate or as required by law.

Education Records

1. The district will comply with provisions of state and federal law regarding education recordsrequirements including the Family Education and Privacy Act and the Individuals with DisabilitiesEducation Act as applicable in the district’s use of video recordings. Digital recordings consideredfor retention as a part of the student’s behavioral record will be maintained in accordance withestablished student record procedures governing access, review and release of student records

2. The district will include notice in parent/student handbooks, the Student Rights and ResponsibilitiesHandbook and district newsletters that digital cameras may be used on school transportation vehiclesand on district property.

3. Students may be notified when digital camera is “on board” and in use on district vehicles or ondistrict property.

Use of Video Cameras for Student and Staff - EEACCA-AR1-3

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Staff Records

1. Digital recordings considered for retention as part of the employee’s personnel record will bemaintained in accordance with established Board personnel policies, administrative regulations andcollective bargaining agreements governing access, review and release of employee personnelrecords.

2. The district will include notice in personnel handbooks that digital cameras may be used on schooltransportation vehicles transporting students to and from curricular and/or extra-curricular activitiesand on district property.

3. Staff may be notified when video surveillance equipment is “on board” and in use on districtvehicles or on district property.

Storage Security

1. All digital recordings pulled for review will be secured to ensure confidentiality.

2. Digital recordings held for review of student incident will be maintained in their original formpending resolution. The recording will then be either released for erasure or retained as necessary asa part of the student’s behavioral record in accordance with the established district procedures.

Viewing Requests

1. Requests for viewing digital recordings must be made in writing and will be limited to theappropriate vehicle driver, transportation supervisor, school administrator, parent or guardian orstudent 18 years of age or older or others, including teachers who the district has determined to havelegitimate educational interests, as deemed appropriate by the superintendent, principal ortransportation supervisor and in accordance with state and federal law.

2. Requests for viewing may be made in writing to the superintendent, principal or transportationsupervisor within five school days of the date of recording.

3. Requests for viewing will be limited to those parents or guardians, students and district officials witha direct interest in the proceedings as deemed appropriate by the superintendent, principal ortransportation supervisor.

4. Only the portion of the digital recording concerning a specific incident(s) will be made available forviewing.

5. Approval/denial for viewing will be made within five school days of receipt of request and socommunicated to the requesting individual(s).

6. Digital recordings will be made available for viewing within three school days of the requestapproval.


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Viewing

1. Actual viewing will be permitted at the transportation office, schools, district office or as otherwiserequired by law.

2. All viewing will include the transportation supervisor and/or school administrator.

3. Video recordings remain the property of the district and may be reproduced only in accordance withlaw including applicable district student records policy and procedures and district personnel recordspolicy, procedures and applicable labor agreements.

10/22/98*NC Corrected 7/27/16


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Redmond School District 2JCode: EEACD


Use of District Activity Vehicles for Student Transportation

The Board may provide for the use of vehicles, commonly designated as Types 10, 20, or 21 studenttransportation vehicles and motor coaches, which do not meet the requirements of a “school bus” for thepurpose of transporting students, licensed, classified or other supervisory personnel to and from curricularand extracurricular activities sponsored by the district.

The vehicle shall be insured for bodily injury, property damage, uninsured motorist coverage and personalinjury protection. The superintendent or designee will recommend amounts to adequately protect thedistrict against loss.

The district will at least meet minimum driver requirements and procedures as set forth in Oregon RevisedStatute 53. The district will require in-class instruction as part of its driver training approval process. Thedistrict shall meet child safety system requirements and minimum standards and specifications as set forthin Oregon Revised Statute (ORS) 811.210, 815.055 and 815.080 and Oregon Administrative Rule (OAR)735-102-0010.

END OF POLICY

Legal Reference(s):

ORS 811.210ORS 815.055ORS 815.080ORS 820.110ORS 820.190

OAR 437-002-0220 to -0227

OAR 581-053-0010



R9/20/12*RS Corrected 7/27/16

Use of District Activity Vehicles for Student Transportation - EEACD1-1

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http://arcweb.sos.state.or.us/pages/rules/oars_500/oar_581/581_053.html




















Redmond School District 2JCode: EEACE


Loading and Unloading

The administration shall make arrangements to provide supervision of students during normal loading andunloading times.

Buses shall be scheduled into loading areas ahead of school dismissal times whenever practical.

Students shall not be allowed off the bus at other than their regular stop without a signed bus pass from theschool office.

END OF POLICY

Legal Reference(s):

ORS 339.240ORS 339.250

OAR 581-021-0050OAR 581-053-0010 (11)OAR 581-053-0230(9)(v)


Loading and Unloading - EEACE1-1

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Redmond School District 2JCode: EEAE


Student Transportation in Private Vehicles and Charter Buses

Transportation of students will be by the district’s transportation system or as indicated below.

Private Vehicles

School district employees and parents may be permitted to use private vehicles to transport students onfield trips or other school activities under the following conditions:

1. The school administrator has approved the activity;

2. A permission slip signed by each student’s parent(s)/guardians has been received by the principal orhis or her designee, granting permission for the student to participate in the field trip and to ride in aprivately- owned automobile.

Charter Buses

Students may be transported by charter buses under the following conditions:

1. The school administrator has approved the activity;

2. A permission slip signed by each student’s parent(s)/guardian(s) has been received by the principalor his or her designee, granting permission for the student to participate in the field trip and to ride ina Charter bus;

3. Charter bus companies must provide proof of pre-employment screening (drug/alcohol testing,criminal background checks) for its drivers. An insurance certificate must be provided, and theCharter bus company must have met criteria as established by the Oregon Department of Education. This information must be on file at Transportation Services.

END OF POLICY

Legal Reference(s):

ORS 801.455ORS 811.210

ORS 815.055ORS 815.080

OAR 735-102-0010

HR2/16/12*RS Corrected 7/27/16

Student Transportation in Private Vehicle - EEAE1-1

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Redmond School District 2JCode: EEAE-AR


Use of Private Vehicles

The following requirements must be met for transportation of students in private vehicles:

1. Students will be transported in private vehicles only for school activities;

2. Drivers must be at least 18 years of age;

3. Drivers must be properly licensed to drive;

4. Drivers must provide proof of valid vehicle liability insurance meeting or exceeding the minimumrequirements as established by the state of Oregon and/or the district. Drivers acknowledge that inthe event of an accident, the vehicle’s insurance will provide primary coverage;

5. The vehicle must contain an adequate number of seat restraints, including when applicable, a childsafety system for a child who weighs less than 40 pounds, regardless of age. The child safety systemmust elevate the person so that a safety belt or safety harness properly fits the individual and meetsthe minimum standards and specifications of law. A person over 40 pounds or who has reached theupper weight limit for the forward-facing car seat must use a booster seat until four feet nine inchesor age eight and the adult belt properly fits. A person who is taller than four feet nine inches or eightyears of age or older must be properly secured with a safety belt or harness that meets therequirements under Oregon Revised Statute (ORS) 815.055. Training in the proper installation anduse of child safety system may be required. It is recommended that students 12 years of age oryounger do not ride in the front seat. The driver must require all students use safety restraint systemsat all times when transported in the vehicle.

2/10/04*NC Corrected 7/27/16

Use of Private Vehicles - EEAE-AR1-1

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Redmond School District 2JCode: EEBA


District Vehicles

The Board may approve the purchase of vehicles to be used by staff for district business, includingtransportation services. The superintendent will develop and maintain regulations that define theappropriate use and care of district vehicles and the responsibilities of district staff using those vehicles.

Personal use of district vehicles is prohibited, except where authorized by contract.

END OF POLICY

Legal Reference(s):

ORS 332.107ORS 801.455ORS 811.210ORS 820.105ORS 820.110ORS 820.120

OAR 437-002-0220 to -0227

9/07/03|NC Corrected 7/27/16

District Vehicles - EEBA1-1

Page 71 of 189








Redmond School District 2JCode: EF


Management of Nutrition Services

The district may provide food services for students and staff. Food services will comply with state andfederal laws and regulations relating to such services.

The nutrition services manager, under the direction of the superintendent or designee will be responsiblefor the management of the food service program.

The Nutrition Services Manager will report to the Board, at least annually, on the condition of the foodservice program and will make such other reports related to food services as the Board requests.

In keeping with health department guidelines, only food prepared in an inspected kitchen should beavailable in the schools. And all personnel handling food will have a current food handlers card.

END OF POLICY

Legal Reference(s):


8/06/97*MW Corrected 7/27/16

Management of Food Services - EF1-1

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Redmond School District 2JCode: EFA


Local Wellness Program

The Board recognizes that childhood obesity has become an epidemic in Oregon as well as throughout thenation. However, research indicates that obesity and subsequent diseases are largely preventable throughdiet and regular physical activity. Healthy eating patterns and increased physical activity are essential forstudents to achieve their academic potential, full physical and mental growth and lifelong health and well-being.

To help ensure students possess the knowledge and skills necessary to make healthy choices for a lifetime,the superintendent shall prepare and implement a comprehensive district nutrition program consistent withstate and federal requirements for districts sponsoring the National School lunch Program (NSLP) and/orthe School Breakfast Program (SBP). The program shall reflect the Board’s commitment to providingadequate time for instruction that promotes healthy eating through nutrition education, serving healthy andappealing foods at district schools, developing food-use guidelines for staff and establishing liaisons withnutrition service providers, as appropriate.

The input of staff, students, parents, the public, representatives of the school food authority and publichealth professionals will be encouraged. The designee will develop administrative regulations as necessaryto implement the goals of this policy throughout the district.

Nutrition Promotion and Nutrition Education

Nutrition promotion supports the integration of nutrition education throughout the school environment. Nutrition education topics shall be integrated within the sequential, comprehensive health educationprogram taught at every grade level, kindergarten through grade 12, and coordinated with the district’snutrition and food services operation.

Nutrition Guidelines

It is the intent of the Board that district schools be proactive in encouraging students to make nutritiousfood choices. Food and beverages items sold to students in a K-12 public school as part of the regular orextended school day shall meet the minimum state and federal standards. Exceptions to this requirementinclude items that are part of the USDA National School Lunch Program or School Breakfast Program. Other exceptions are foods and beverages provided in the following instances:

1. When the school is the site of school-related events or events for which parents and other adults are asignificant part of an audience; or

2. The sale of food or beverage items before, during or after a sporting event, interscholastic activity, aplay, band or choir concert.

Although the Board believes that the district’s nutrition and food services operation should be financiallyself-supporting, it recognizes, that the nutrition program is an essential educational and support activity.

Local Wellness Program - EFA1-3

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Therefore, budget neutrality or profit generation must not take precedence over the nutrition needs of itsstudents. In compliance with federal law, the district’s NSLP and SBP shall be nonprofit.

The superintendent is directed to develop administrative regulations to implement this policy that addressall food and beverage items sold and/or served to students in district schools, including provisions for staffdevelopment, family and community involvement and program evaluation. These food and beverage itemsinclude competitive foods, snacks and beverages sold from vending machines, school stores, and similarfood and beverage items from fund-raising activities and refreshments that are made available at schoolparties, celebrations and meetings.

Physical Activity

The Board realizes that a quality physical education program is an essential component for all students tolearn about and participate in physical activity. Physical activity should be included in a school’seducation program from grades Kindergarten through 12. Physical activity should include regularinstructional physical education as well as co-curricular activities, and recess. The district will developand assess student performance standards in order to meet the Oregon Department of Education’s (ODE)physical education content standards.

Reimbursable School Meals

The district may enter into an agreement with the ODE to operate reimbursable school meal programs. The superintendent will develop administrative regulations asnecessary to implement this policy and meet the requirements of state and federal law. These guidelines shall not be less restrictive than regulations and guidance issued by the Secretary of Agriculture pursuant to subsections (a) and (b) of section 10 of the Child Nutrition Act (42 U.S.C. 1779) and section 9(f)(l) and17(a) of the Richard B. Russell National School Lunch Act (42 U.S.C. 1758(f)(1), 1766.

Other School-Based Activities

The district will promote district and community-based activities that foster healthy eating and createenvironments that promote physical activity. Families and the community will be encouraged to providehealthy food choices in all situations where food is served. Educational workshops, screenings andliterature related to healthy food choices and physical activity may be offered to families.

Evaluation of the Local Wellness Policy

The Board will involve staff (including but not limited to, physical education and school healthprofessionals), parents, students, representatives of the school food authority, public health professionals,school administrators and the public in the development, implementation and periodic review and yearlyupdate of this policy. In an effort to measure the implementation of this policy the Board designates thesuperintendent as the person who will be responsible for ensuring the district meets the goals outlined inthis policy. The district will make available to the public annually an assessment for the implementation,including the extent to which the schools are in compliance with policy, how the policy compares to modelpolicy and a description of the progress being made in attaining the goals of this policy.

END OF POLICY


Page 74 of 189

Legal Reference(s):

ORS 329.496ORS 332.107ORS 336.423

OAR 581-051-0100OAR 581-051-0305

OAR 581-051-0310OAR 581-051-0400

National School Lunch Program, 7 C.F.R. Part 210 (2006).School Breakfast Program, 7 C.F.R. Part 220 (2006).Healthy, Hunger-Free Kids Act of 2010, Public Law 111-296 Section 204.

Corrected 7/27/16


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Redmond School District 2JCode: EFA-AR


Local Wellness Program

The district’s comprehensive age-appropriate nutrition program will be implemented in district schools inaccordance with the following requirements:

Definitions:

1. “Accompaniment foods” means food items served along with another food to enhance palatabilitysuch as butter, jelly, cream cheese, salad dressing, croutons and condiments.

2. “Combination foods” means products that contain two or more components representing two ormore of the recommended food groups: fruit; vegetable; dairy; protein; or grains.

3. “Competitive foods” means any food or drink sold in competition with the National School LunchProgram (NSLP) and/or School Breakfast Program (SBP) during the school day;

4. “Dietary Guidelines for Americans” means the current set of recommendations of the federalgovernment that are designed to help people choose diets that will meet nutrient requirements,promote health, support active lives and reduce chronic disease risks;

5. “Entrée item” means an items that is either:

a. A combination food of meat or meat alternate and whole grain rich food; orb. A combination food of vegetable or fruit and meat or meat alternate; orc. A meat or meat alternate alone with the exception of yogurt, low-fat or reduced fat cheese,

nuts, seeds and nut or seed butters and meat snacks (such as dried beef jerky); ord. Grains only when served in the SBP.

6. “Food service area” means any area on school premises where NSLP or SBP meals are both servedand eaten.

7. “Meal period” means the period(s) during which breakfast or lunch meals are served and eaten, andas identified on the school schedule.

8. “Nutrition education” means a planned sequential instructional program that provides knowledge andteaches skills to help students adopt and maintain lifelong healthy eating habits.

Local Wellness Program - EFA-AR1-9

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9. “Oregon Smart Snacks”1 means the minimum nutrition standards for competitive foods andbeverages.

a. Food items, including accompaniment foods, must:

(1) Be a grain product that contains 50 percent or more whole grains by weight or have asthe first ingredient a whole grain (e.g., flour, flake or meal); or

(2) Have as the first ingredient, one of the non-grain major food groups: fruits; vegetables;dairy or protein foods (e.g., meat, beans, poultry, seafood, eggs, nuts, seeds); or

(3) Be a combination food that contains one-quarter cup of fruit and/or vegetable; or(4) Have one of the food items above as a second ingredient if water is the first ingredient;

or(5) Contain 10 percent of the Daily Value of a nutrient of public health concern based on the

most recent Dietary Guidelines for Americans (e.g., calcium, potassium, vitamin D ordietary fiber)2; and

(6) Meet all the competitive food nutrient standards:

(a) Calories:

(i) Snacks contain no more than:

1) 150 calories as packaged or served for elementary level;2) 180 calories as packaged or served for middle school level;3) 200 calories as packaged or served for high school level.

(ii) Entrees contain no more than 350 calories as packaged or served.

(b) Total fat: contains 35 percent or less of total calories from fat per item as packagedor served.

Exemptions to the total fat standard are granted for reduced fat cheese andpart-skim mozzarella cheese, nuts, seeds, nut or seed butters, products consistingof only dried fruit with nuts and/or seeds with no added nutritive sweeteners or fatand seafood with no added fat.

(c) Saturated fat: contains no more than 10 percent of total calories from saturated fatper item as packaged or served.

(i) Exemptions to the saturated fat standard are granted for reduced fat cheeseand part-skim mozzarella cheese, nuts and products consisting of only driedfruit with nuts and/or seeds with no added nutritive sweeteners or fat.

1Oregon Department of Education, www.ode.state.or.us

2 Effective for the period through June 30, 2016. Effective July 1, 2016, this criterion is obsolete and may not be used to qualifyas a competitive food.


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(d) Transfat: contains 0 grams of trans fat per item as packaged or served.(e) Sugar must be no more than 35 percent by weight.

(i) Exempt from the sugar standard are:

1) Dried whole fruits or vegetables;2) Dried whole fruit or vegetable pieces;3) Dehydrated fruits or vegetables with no added nutritive sweeteners;

and4) Dried fruits with nutritive sweeteners that are required for processing

and/or palatability purposes (i.e., cranberries, blueberries, tartcherries).

(f) Sodium:

(i) Snacks contain no more than 230 mg sodium3 per item as packaged orserved.

(ii) Entrees contain no more than 480 mg sodium per item as packaged orserved.

(g) Caffeine free, except for naturally occurring trace amounts, for elementary andmiddle school level.

(h) Exempt from all nutrients standards on any day are:

(i) Fresh, canned and frozen fruits or vegetables with no added ingredientsexcept water.

(ii) Fruit packed in 100 percent juice, extra light or light syrup.(iii) Canned vegetables that contain a small amount of sugar for processing

purposes.(iv) Sugar-free chewing gum.

(i) Entrees in same or smaller portion served on the day or the day following in theNational School Lunch or School Breakfast Programs:

(i) Are exempt from the nutrient standards for:

1) Calories2) Total Fal3) Saturated fat;4) Transfat;5) Sodium; and6) Sugar.

3On July 1, 2016, the sodium standard will reduce to 200 mg per item as packaged or served.


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b. Beverages must be:

(1) For elementary level students:

(a) Plain water, carbonated or uncarbonated, with portion size unlimited;(b) Lowfat milk (unflavored), with portion size not to exceed 8 ounces and 150

calories;(c) Nonfat milk (including flavored), with portion size not to exceed 8 ounces and 150

calories;(d) Nutritionally equivalent milk alternatives, portion size not to exceed 8 ounces and

150 calories;(e) Full strength fruit or vegetable juices, portion size not to exceed 8 ounces and 120

calories;(f) Fruit and vegetable juice that is 100 percent juice diluted with water, carbonated or

uncarbonated, and no added sugar or sweeteners with portion size not to exceed 8ounces and 120 calories;

(g) Caffeine free, except for naturally occurring trace amounts.

(2) For middle school level students:

(a) Plain water, carbonated or uncarbonated, with portion size unlimited;(b) Lowfat milk (unflavored), portion size not to exceed 10 ounces and 190 calories;(c) Nonfat milk (including flavored), portion size not to exceed 10 ounces and 190





(g) Caffeine free, except for naturally occurring trace amounts.

(3) For high school level students:

(a) Plain water, carbonated or uncarbonated, with portion size unlimited;(b) Lowfat milk (unflavored), portion size not to exceed 12 ounces and 225 calories;(c) Nonfat milk (including flavored), portion size not to exceed 12 ounces and 225






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(g) Low or no calorie beverage is less than 5 calories per 8 ounce serving or less thanor equal to 10 calories per 20 fluid ounces, portion size not to exceed 20 ounceserving;

(h) Other beverages are not to exceed 40 calories per 8 fluid ounces (or 60 calories per12 fluid ounces) with portion size not to exceed 12 ounces.

c. Use the nutrient standard for the lowest grade group when mixed grades have open access tocompetitive foods.

10. “School day” means a student education day beginning at midnight and ending at the conclusion ofafternoon student activities, such as athletic, music or drama practices, clubs, academic support andenrichment activities.

11. “Snack” means a food that is generally regarded as supplementing a meal and includes, but is notlimited to, chips, crackers, onion rings, nachos, french fries, doughnuts, cookies, pastries, cinnamonrolls and candy.

Nutrition Promotion and Nutrition Education

Nutrition promotion and nutrition education shall focus on students’ eating behaviors, be based on theoriesand methods proven effective by research and be consistent with state and local district health educationstandards. Nutrition education at all levels of the district’s curriculum shall include, but not be limited to,the following essential components designed to help students learn:

1. Age-appropriate nutritional knowledge, including the benefits of healthy eating, essential nutrients,nutritional deficiencies, principles of healthy weight management, the use and misuse of dietarysupplements, safe food preparation, handling and storage and cultural diversity related to food andeating;

2. Age-appropriate nutrition-related skills, including, but not limited to, planning a healthy meal,understanding and using food labels and critically evaluating nutrition information, misinformationand commercial food advertising; and

3. How to assess one’s personal eating habits and set goals for improvement.

In order to reinforce and support district nutrition education efforts, the building principal or designee isresponsible for ensuring:

1. Nutrition instruction is closely coordinated with the school’s nutrition and food services operationand other components of the school health program to reinforce messages on healthy eating andincludes social learning techniques. To maximize classroom time, nutrition concepts shall beintegrated into the instruction of other subject areas where possible;

2. Links with nutrition service providers (e.g., qualified public health and nutrition professionals) areestablished to: provide screening, referral and counseling for nutritional problems; inform familiesabout supplemental nutritional services available in the community (e.g., SNAP, local food pantries,


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summer food services program, child and adult care food program), and implement nutritioneducation and promotion activities for school staff, Board members and parents;

3. In keeping with the district’s nutrition program goals, all classroom reward or incentive programsinvolving food items are reviewed for approval to ensure that the foods served meet the requirementsof the district’s nutrition policy and regulation (i.e., all foods served fit in a healthy diet asrecommended in the Dietary Guidelines for Americans, and contribute to the development oflifelong healthy eating habits for the district’s students);

4. Child Nutrition Staff support nutrition education by marketing healthy meals and providing nutritioninformation to students and families.

Physical Education/Activity

In order to insure students are afforded the opportunity to engage in physical activities in the school setting,the following guidelines apply:

1. Physical activity will be integrated across curricula and throughout the school day. Movement willbe made a part of science, math, social studies and language arts;

2. Physical education will be a course of study that focuses on students' development of motor skills,movement forms and health related fitness;

3. Physical education courses will be the environment where students learn, practice and are assessedon developmentally appropriate motor skills, social skills and knowledge.

Nutrition Guidelines and Food Services Operation

In order to support the school’s nutrition and food services operation as an essential partner in theeducational mission of the district and its role in the district’s comprehensive nutrition program, Districtpersonnel, including nutrition services manager and support staff, are responsible for ensuring:

1. The school encourages all students to participate in the school’s NSLP and SBP meal opportunities;

2. The school notifies families of need-based programs for free or reduced-price meals and encourageseligible families to apply:

3. The school’s NSLP and SBP maintains the confidentiality of students and families applying for orreceiving free or reduced-priced meals in accordance with the Healthy, Hunger-Free Kids Act of2010 and applicable state laws and regulations;

4. The school sells or serves varied and nutritious food choices consistent with the applicable federalgovernment Dietary Guidelines for Americans (italics added). A nutrition committee comprised ofschool nutrition personnel will be encouraged to gather input in menu planning for districts operatingtheir own food service component of the NSLP and SBP (i.e., food services purchasing, menuplanning, food production and meal service). Cultural norms and preferences will be considered;


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5. Food prices set by the district are communicated to students and parents. District pricing strategieswill encourage students to purchase full meals and nutritious items;

6. Procedures are in place for providing to families, on request, information about the ingredients andnutritional value of the foods served;

7. Modified meals may be prepared for students with special food needs:

a. The district will provide substitute foods to students with disabilities upon written parentalpermission and a medical statement by a physician that identifies the student’s disability, stateswhy the disability restricts the student’s diet, identifies the major life activity affected by thedisability, and states the food or foods to be omitted and the food or choice of foods that mustbe substituted.

b. Such food substitutions will be made for students without disabilities on a case-by-case basiswhen the parent submits a signed request that includes a medical statement signed by aphysician, physician assistant or registered dietician. The medical statement must state themedical condition or special dietary need that restricts the student’s diet and provide a list offood(s) that may be substituted in place of the lunch or breakfast menu being served.;

8. Food service equipment and facilities meet applicable local and state standards concerning health,safe food preparation, handling and storage, drinking water, sanitation and workplace safety;

9. Students are provided adequate time and space to eat meals in a pleasant and safe environment. School dining areas will be reviewed to ensure:

a. Tables and chairs are of the appropriate size for students;b. Seating is not overcrowded;c. Students have a relaxed environment;d. Noise is not allowed to become excessive;e. Rules for safe behavior are consistently enforced;f. Tables and floors are cleaned between meal periods;g. The physical structure of the eating area is in good repair;h. Appropriate supervision is provided.

10. The guidelines for reimbursable school meals shall not be less restrictive than regulations andguidance issued by the Secretary of Agriculture pursuant to subsections (a) and (b) of section 10 ofthe Child Nutrition Act (42 U.S.C. 1779) and sections 9(f)(1) and 17(a) of the Richard B. RussellNational School Lunch Act (42 U.S.C. 1758(f)(1), 1766(a)), as those regulations and guidance applyto schools.

Competitive Food Sales

In keeping with federal regulations, the district controls the sale of and all competitive foods.

Accordingly, the district will select food items that meet the Oregon Smart Snacks nutrition standards.


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The sale of foods in competition with the district's NSLP and SBP meals shall be permitted when allincome from the food sales accrues to the benefit of the district's nutrition and food services operation orschool and student organization as approved by the nutrition manager, principal and organization.

Other Foods Offered or Sold

Foods and beverages sold or offered in classrooms or school-sponsored activities during the school dayshall follow the Oregon Smart Snacks standards unless otherwise exempt by state law.

Food and beverage items sold after the school day as part of an approved school fund-raising event are notrequired to meet minimum state requirements.

Staff Development

Ongoing pre-service and professional development training opportunities for staff will be encouraged. Staff responsible for nutrition education will be encouraged to participate in professional developmentactivities to effectively deliver the nutrition education program as planned. Nutrition and food servicespersonnel receive opportunities to participate in professional development activities that address strategiesfor promoting healthy eating behavior, food safety, maintaining safe, orderly and pleasant eatingenvironments and other topics directly relevant to the employee’s job duties. The principal is responsibleto ensure such training is made available including, but not limited to, the following:

1. Personnel management;

2. Financial management and record keeping;

3. Cost- and labor-efficient food purchasing and preparation;

4. Sanitation and safe food handling, preparation and storage;

5. Planning menus for students with special needs and students of diverse cultural backgrounds;

6. Customer service and student and family involvement;

7. Marketing healthy meals;

8. Principles of nutrition education, including selected curriculum content and innovative nutritionteaching strategies; and

9. Assessment by staff of their own eating practices and increased awareness of behavioral messagesstaff provide as role models.

Family and Community Involvement

In order to promote family and community involvement in supporting and reinforcing nutrition educationin the schools, the building principal is responsible for ensuring:


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1. Nutrition education materials and cafeteria menus are made available;

2. Parents are encouraged to send healthy snacks/meals to school;

3. Parents and other family members are invited to periodically eat with their student in the cafeteria;

4. School staff is encouraged to cooperate with other agencies and community groups to provideopportunities for student volunteer or paid work related to nutrition, as appropriate.

5. School staff encourages and provides support for parental involvement in their children’s physicaleducation.

Program Evaluation

In order to evaluate the effectiveness of the local wellness program in promoting healthy eating, increasedphysical activity among students and to implement program changes as necessary to increase itseffectiveness, the superintendent or designee is responsible for ensuring:

1. Board policy and this administrative regulation are implemented as written;

2. All building, grade-level nutrition education curricula and materials are assessed for accuracy,completeness, balance and consistency with state and local district educational goals and standards;

3. Nutrition education is provided throughout the student’s school years as part of the district’sage-appropriate, comprehensive nutrition program;

4. Teachers deliver nutrition education through age-appropriate, culturally relevant, participatoryactivities that include social learning strategies and activities;

5. Staff responsible for nutrition education will be encouraged to participate in professionaldevelopment activities to effectively deliver the nutrition education program; and

6. Families and community organizations are involved, to the extent practicable, in nutrition education.

2/26/15*RS Corrected 7/27/16


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Redmond School District 2JCode: EFAA


District Nutrition and Food Services

The district may enter into an agreement with the Oregon Department of Education (ODE) to operate theNational School Lunch Program (NSLP) and the Commodity Food Distribution Program (CFDP) bysigning a permanent Sponsor-ODE Agreement entitling the district to receive reimbursement for all mealsthat meet program requirements and to earn USDA food entitlement based on the number of lunchesserved.

The permanent agreement shall be signed by the superintendent or other school official with authority toobligate the district to legally binding contracts, subject to annual ODE renewal and will include, at thedistrict’s option, an agreement to operate the School Breakfast Program (SBP), Summer Food ServiceProgram (SFSP), the Child and Adult Care Food Program (CACFP) and the Special Milk Program (SMP). The district recognizes that meals and snacks served by the district will not be eligible for reimbursementuntil the annual program update is received and approved by ODE.

The permanent Sponsor-ODE Agreement shall include assurances by the district that it will follow allNSLP regulations regarding:

1. Free and reduced price process (updated annually);

2. Financial management of the nonprofit school food service;

3. Civil rights and confidentiality procedures;

4. Meal pattern and nutrition content of meals served;

5. Use and control of commodity foods;

6. Accuracy of reimbursement claims;

7. Food safety and sanitation inspections.

The superintendent will develop administrative regulations as necessary to implement this policy and meetthe requirements of state and federal law. The regulation(s) will be reviewed and adopted by the Board asrequired by law.

END OF POLICY

District Nutrition and Food Services - EFAA1-2

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Legal Reference(s):

ORS 327.520 to -327.535

OAR 581-022-1530(2)

OAR 581-051-0100OAR 581-051-0305OAR 581-051-0310

OAR 581-051-0400

Nondiscrimination on the Basis of Handicap in Programs or Activities Receiving Federal Financial Assistance, 7 C.F.R. Part15b (2001).U.S.D.A., ELIGIBILITY GUIDANCE FOR SCHOOL MEALS MANUAL.U.S.D.A., FNS INSTRUCTION 765-7 REV. 2: HANDLING LOST, STOLEN AND MISUSED MEAL TICKETS.Healthy, Hunger-Free Kids Act of 2010, 42 U.S.C. 1751 §§ 203, 205.

R10/23/14*PH Corrected 7/27/16

District Nutrition and Food Services - EFAA2-2

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Redmond School District 2JCode: EFAA-AR


Reimbursable School Meals and Milk Programs(National School Lunch Program, School Breakfast Program, Special Milk Program)

The district’s nutrition and food services will be operated in accordance with the following requirements:

Meal Pricing Procedures 1. Reimbursable meals will be priced as a unit.

2. Reimbursable meals will be served free or at a reduced price to all children who are determined bythe district to be eligible for free or reduced price meals.

3. Annually, the district will establish prices for reimbursable student meals. The price charged tostudents who do not qualify for free or reduced price meals will be set annually by the district incompliance with state and federal laws.1

4. The price charged to students who qualify for reduced price meals will be set annually by the districtin compliance with state and federal laws.2

5. The district will implement claiming alternative Community Eligibility at the eligible schools underits jurisdiction.

Application Procedures

1. Households that submit a direct certification document from AFS showing the household receivesSNAP or Temporary Assistance to Needy Families (TANF) benefits, will be automatically eligiblefor free meals for the students listed on the official document. Districts must access this document atleast three times per year.

2. Households that submit a confidential application will be notified of their student’s eligibility forfree or reduced price meals. Households that are denied free or reduced price benefits will benotified in writing using the Oregon Department of Education (ODE) template letter distributed tothe district annually.

3. On a case-by-case basis, when a student is known to be eligible for free or reduced price mealbenefits and the household fails to submit a confidential application, the superintendent or designee

1The new requirement under Healthy, Hunger-Free Kids Act of 2010, 42 U.S.C. 1751 §§ 205 establishes new criteria for equityin school lunch pricing.

2According to Direct Certification and Certification of Homeless, Migrant and Runaway Children for Free School Meals, 7C.F.R. Part 245 (2011).

Reimbursable School Meals and Milk Programs - EFAA-AR1-6

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may complete an application for the student documenting how he/she knows the household incomequalifies the student for free or reduced price meal benefits. Parents of a student approved for free orreduced price benefits when application is made for the student by a school official, will be notifiedof the decision and given the opportunity to decline benefits.

4. Students who do not qualify for free or reduced price meals are eligible to participate in the NationalSchool Lunch Program (NSLP) and School Breakfast Program (SBP) and will be charged “paid”meal prices set by the district. “Paid” category students will be treated equally to students receivingfree or reduced price benefits in every aspect of the district’s NSLP and SBP.

5. The district has established a fair hearing process under which a household can appeal a decisionwith respect to the household’s application for benefits or any subsequent reduction or termination ofbenefits.

6. In the event of major employers contemplating large layoffs in the attendance area of the district, thedistrict will provide confidential applications and eligibility criteria for free and reduced price mealsto the employer for distribution to affected employees.

Financial Management of the Nonprofit School Food Service

1. The district will maintain a nonprofit school nutrition and food service operation.

2. Revenues earned by the school nutrition and food services will be used only for the operation orimprovement of NSLP and SBP.

3. Lunch and breakfast meals served to teachers, administrators, custodians and other adults not directlyinvolved with the operation of the district’s nutrition and food services will be priced to cover alldirect and indirect cost of preparing and serving the meal.

4. District nutrition and food services revenues will not be used to purchase land or buildings.

5. The district will limit its nutrition and food services net cash resources to an amount that does notexceed three months average expenditures.

6. The district will maintain effective control and accountability for, and adequately safeguard allnutrition and food services’ cash, real and personal property, equipment and other assets, and ensurethey are used solely for nutrition and food services purposes.

7. The district will meet the requirements for allowable NSLP and SBP costs as described in 2 C.F.R.200.

8. In purchasing nutrition and food services goods or services, the district will not accept proposals orbids from any party that has developed or drafted specifications, requirements, statements of work,invitations for bids, requests for proposals, contract terms and conditions or other documents forproposals used to conduct the procurement.


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9. All procurement transactions for nutrition and food services goods and services will be conductedaccording to state, federal and district procurement standards using the applicable cost thresholds.

10. In the operation of its nutrition and food services program, the district will purchase food productsthat are produced in the United States, whenever possible.

Civil Rights and Confidentiality Procedures

1. The district will not discriminate against any student because of his/her eligibility for free or reducedprice meals.

2. The district will not discriminate against any student or any nutrition and food services employeebecause of race, color, national origin, sex, sexual orientation, religion, age or disability.

3. The district will assure that all students and nutrition and food services employees are not subject todifferent treatment, disparate impact or a hostile environment.

4. Established district procedures will be followed for receiving and processing civil rights complaintsrelated to applications for NSLP and SBP benefits and services, and employment practices withregard to the operation of its NSLP and SBP. The district will forward any civil rights complaintregarding the district’s nutrition and food services to ODE’s civil rights coordinator within three daysof receiving the complaint.

5. The district will make written or oral translations of all nutrition and food services materialsavailable to all households who do not read or speak English.

6. The district will maintain strict confidentiality of all information on the confidential application forfree and reduced price meals including students’ eligibility for free or reduced price meals and allhousehold information. The district’s NSLP and SBP operators are not required to release anyinformation from a student’s confidential application for free or reduced price meals. No informationmay be released from a student’s confidential application for free or reduced price meals withoutfirst obtaining written permission from the student’s parent or legal guardian/adult householdmember signing the application, except as follows:

a. An individual student’s name and eligibility status may be released without written consentonly to persons who operate or administer federal education programs; persons who operate oradminister state education or state health programs at the state level; persons evaluating state,education assessment; or persons who operate or administer any other NSLP, SBP, SummerFood Service Program (SFSP), Child and Adult Care Food Program (CACFP) or the FoodStamp Program;

b. Any other confidential information contained in the confidential application for free andreduced price meals (family income, address, etc.) may be released without written consentonly to persons who operate or administer NSLP, SBP, CACFP, SFSP and the SpecialSupplemental Nutrition Program for Women, Infants and Children (WIC); the ComptrollerGeneral of the United States for audit purposes; and federal, state or local law enforcementofficials investigating alleged violation of any of the programs listed above.


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Nutrition and Menu Planning

1. Meals and snacks served for reimbursement will meet the recommendations of the most currentDietary Guidelines for Americans.

2. Meals served for reimbursement will meet at least the minimum NSLP and SBP requirements forfood item and quantities.

3. Meals served for reimbursement will:

a. Meet all calorie range requirements by grade level;b. Meet the maximum standards set for saturated fat;c. Meet the maximum standards set for sodium by grade level; andd. Meet the requirement for zero grams of trans-fats.

4. The district will use the offer versus serve option when serving NSLP lunches to senior high schoolstudents. High school students must take at least three of five food items including one-half cup offruit or vegetable offered in program lunches.

5. The district will use the offer versus serve option when serving program breakfasts to senior highschool students. High school students must take at least three of four food items including one-halfcup of fruit or vegetable offered in program breakfasts.

6. The district will use the offer versus serve option when serving program lunches to students belowsenior high school grades. Students below high school grades will be required to take three of thefive food items offered in program lunches.

7. The district will use the offer versus serve option when serving program breakfasts to students belowsenior high school grades. Students below high school grades will be required to take three of thefour food items including one-half cup of fruit or vegetable offered in program breakfasts.

8. A copy of the Board minutes adopting the offer versus serve policy for students below high schoolgrades for program lunches and/or for all students in the district for program breakfasts, asapplicable, will be made available upon request

Use and Control of Commodity Foods

1. The district will accept and use commodity foods in as large a quantity as may be efficiently utilizedin the reimbursable lunch and breakfast program.

2. The district will maintain necessary safeguards to prevent theft or spoilage of commodity foods.

3. The value of commodity foods used for any food production other than NSLP and SBP shall bereplaced in the food service inventory.


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Accuracy of Reimbursement Claims

1. The district will claim reimbursement only for reimbursable meals served to eligible children.

2. All meals claimed for reimbursement will be counted at each dining site at a “point of service” whereit can be accurately determined that the meal meets NSLP and SBP requirements for reimbursement

3. The person responsible for determining reimbursability of meals will be trained to recognize areimbursable meal under the menu planning approach used at the school.

4. The district official signing the claim for reimbursement will review and analyze monthly mealcounts to ensure accuracy of the claim, before submitting the claim to ODE.

5. Annually, by November15, the district will verify a random sample of applications according toNSLP verification requirements. Instructions for completing the verification process will be sent byODE to the district in October each year.

Food Safety and Sanitation Inspections

1. The district will maintain necessary facilities for storing, preparing and serving food and milk.

2. Annually, the district will schedule a food safety inspection with the county Environmental HealthDepartment or Oregon Department of Human Resources for each school or dining site under itsjurisdiction.

3. The district will maintain health standards in compliance with all applicable state food safetyregulations at each school or dining site under its jurisdiction.

General USDA NSLP/SBP Requirements

1. The district will ensure that no student is denied a meal as a disciplinary action.

2. Breakfast will be served in the morning hours, at or near the beginning of the student’s school day.

3. Lunch will be served between the hours of 10 a.m. and 2 p.m.

4. The district will provide substitute foods for students who are determined by a licensed physician tobe legally disabled and whose disability restricts their diet. Substitutions will be provided only whena medical statement from the licensed physician is on file at the school. The medical statement muststate the nature of the child’s disability and how the disability affects the child’s nutrition needs, andit must provide a medical prescription for substitute foods or texture modification. The district willnot charge more than the price of the school meal, as determined by the child’s eligibility status, forsubstitute meals or foods.

5. The district will control the sale of competitive foods.


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6. The district will ensure that potable drinking water will be available to students, free of charge forconsumption, in the place where meals are served during meal service.3

7. The district will notify all households of its meal charge requirements early in the school year.

8. The sale of foods in competition with the district’s lunch (NSLP) or breakfast (SBP) programs willbe allowed in dining sites during lunch and breakfast periods with Board approval only when allincome from the food sales accrues to the benefit of the district’s nutrition and food services oraccrues to a school or student organization approved by the Board. A copy of the Board minutesapproving and defining competitive food sales will be made available upon request.

Record Keeping

The following document will be maintained by the district for three years after the current school year orlonger, in the event of an unresolved audit(s), until the audit(s) has been completed:

1. All currently approved and denied confidential application for free and reduced price meals and allcurrent direct certification documents;

2. Financial records that account for all revenues and expenditures of the district’s nonprofit nutritionand food services programs;

3. Records (Le., recipes, ingredient lists and nutrition fact labels or product specifications) thatdocument the compliance with nutrition standards for all competitive foods available for sale tostudents at a school campus;

4. Documents of participation data (Le. meal counts) from each school in the district to support claimsfor reimbursement;

5. Production and menu records;

6. Records to document compliance with Paid Lunch Equity; and

7. Records to document compliance with Revenue from Non-program Foods.

Corrected 4/07/16; Corrected 7/27/16

3New requirement under Healthy, Hunger-Free Kids Act of 2010, 42 U.S.C. 1751 §§ 203.


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Redmond School District 2JCode: EFAE


Child Nutrition - Hearings Procedure/Appeal Process

The district shall establish and use a fair hearing procedure under which a household can appeal a decisionmade by the school food authority with respect to the household’s application for benefits and/or anysubsequent reduction or termination of benefits. During the appeal and hearing, the student who wasdetermined to be eligible based on the face of the application submitted will continue to receive free orreduced-price meals. Prior to initiating the hearing procedure, the school official, the parents or guardiansmay request a conference to provide an opportunity for the parents/guardians and school officials todiscuss the situation, present information, obtain an explanation of data submitted in the application, andthe decisions rendered. Such a conference shall not in any way diminish the right to a fair hearing.

The superintendent or designee as the hearings officer.

END OF POLICY

Legal Reference(s):

Nondiscrimination on the Basis of Handicap in Programs or Activities Receiving Federal Financial Assistance, 7 C.F.R. Part15b (2001).National School Lunch Program, 7 C.F.R. Part 210 (2006).Special Milk Program for Children, 7 C.F.R. Part 215 (2006).School Breakfast Program, 7 C.F.R. Part 220 (2006).Determining Eligibility for Free and Reduced Price Meals and Free Milk, 7 C.F.R. § 245.8 (2006).Uniform Federal Assistance Regulations, 7 C.F.R. Part 3015 (2006).

8/15/01*MW Corrected 7/27/16

Child Nutrition - Hearings Procedure/Appeal Process - EFAE1-1

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Redmond School District 2JCode: EFAE-AR


Child Nutrition - Hearings Procedure/Appeal Process

Name:__________________________________________ Title:____________________________

Address:______________________________________________________________________________

The district shall ensure that the hearing procedure provides the following both household and the schoolfood authority:

1. A publicly announced, simple method for making an oral or written request for a hearing;

2. An opportunity to be assisted or represented by an attorney or other person;

3. An opportunity to examine, prior to and during the hearing, the documents and records presented tosupport the decision under appeal;

4. Reasonable promptness and convenience in scheduling a hearing, and adequate notice as to its timeand place;

5. An opportunity to present oral or documentary evidence and arguments supporting a position withoutundue interference;

6. An opportunity to question or refute any testimony or other evidence and to confront and crossexamine any adverse witness(es);

7. That the hearing be conducted and the decision be made by an official who did not participate in thedecision under appeal or any previous conference;

8. That the decision of the hearing official be based on the oral and documentary evidence presented atthe hearing and entered into the hearing record;

9. That the parties concerned and any designated representatives thereof be notified in writing of thedecision;

10. That for each hearing a written records be prepared, including the decision under appeal, anydocumentary evidence and a summary of any oral testimony presented at the hearing, the decision ofthe hearing official and the reasons therefore, and a copy of the notification to the parties concernedof the hearing official’s decision;

11. That such written record must be retained for a period of three years after the close of the school yearto which they pertain. These records must be made available for examination by the partiesconcerned or their designees at any reasonable time and place during such period.

Corrected 7/27/16

Child Nutrition - Hearings Procedure/Appeal Process - EFAE-AR1-1

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Redmond School District 2JCode: EFAH


Student Nutrition - Collection Procedures and Accountability System

In collecting payments for meals, school officials must ensure that there is no overt identification of therecipients of free or reduced-price meals. Care must be taken to prevent such identification during depositsas well as in the serving line.

All collection systems must have a built-in accounting system to record numbers of full price,reduced-price or free meals served daily. Keeping these counts is a requirement. Count records andreports will be submitted to the Superintendent and Oregon Department of Education.

*Each school uses the following system:

Meal Accountability

The district Nutrition Services uses an automated meal accounting software. The automated system onlyallows one reimbursable breakfast and lunch meal per student per day and tracks the number ofreimbursable meals sold with respect to free or reduced benefit levels, if any. All school meal counts aretotaled from daily and monthly reports. They are combined and the final numbers are compiled for thestate report. These are on file and available for audit at any time.

Meal payments are collected in the school cafeteria during breakfast and lunch service. Checks and cashare deposited in full into the students account. No change is given back on checks. Payments can be madeby parents or students on a regular basis. A designated employee records the payments using ourautomated ticketing system. The designated employee has access to which students qualify for free orreduced-price meals. This information is conveyed to the nutrition services site meal account staff whokeeps the information updated in the automated computer system.

The district will provide the appropriate personnel:

1. A copy of Nutrition Services Policy and Procedure Manual and the procedures for the automatedmeal accounting system.

2. Nutrition Services will provide adequate training and/or workshops for the automated ticketingsystem. The names of trainers and trainees and topics covered shall be documented.

3. Technical assistance as needed during the actual operation of the meal service.

4. Orientation when new or substituting.

Student Nutrition - Collection Procedures and Accountability System - EFAH1-2

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The district will:

1. Review all information for accuracy at least annually.

2. Review the meal count system for compliance with the approved policies.

3. Evaluate the extent to which personnel follow established policies and procedures.

END OF POLICY

Legal Reference(s):


8/15/01*NC Corrected 7/27/16

Student Nutrition - Collection Procedures and Accountability System - EFAH2-2

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Redmond School District 2JCode: EFAJ


Child Nutrition - Meals Served Visiting Students

The district shall serve visiting children eligible for free or reduced-price meals as determined by thedistrict’s eligibility criteria. The school records will show claim for reimbursement by recording thenumbers of lunches served to student and the eligibility category of free, reduced-price and paid. Information relating to the eligibility categories will be requested from the visiting school district. Anagreement shall be reached to insure one district will make claim reimbursement. Both districts may notclaim. The district shall also record the procedures used in serving visiting children.

END OF POLICY

Legal Reference(s):


8/15/01*MW Corrected 7/27/16

Child Nutrition - Meals Served Visiting Students - EFAJ1-1

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Redmond School District 2JCode: EFAL


Student Nutrition - Second Meals

Second meals, regardless of meal benefit level, may be purchased at full price. Reimbursement will not beclaimed for the second meal.

END OF POLICY

Legal Reference(s):



Student Nutrition - Second Meals - EFAL1-1

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Redmond School District 2JCode: EFC


Vending Machines and School Stores

It is recognized that automatic food dispensing (vending machines) is an appropriate delivery system aslong as it takes care of the nutritional needs of students. The superintendent or designee is authorized todevelop nutritional standards for all items sold in vending machines on school property in compliance withstate law and negotiate district vending and beverage service contracts.

Vending machines may be operated in schools serving National School approved meals if the machinesdispense items recognized as making a contribution to the meal program. Determination as to whether ornot the item does contribute to the lunch program will be determined by and in compliance with therequirements of approved meals as specified in USDA, Oregon Department of Education regulations andstate law.

Determination as to the placement and operation of food and beverage dispensing machines in schools willbe made by the school principal. It will be the superintendent or designee responsibility to ensure that thedistrict follows and is in compliance with all federal and state regulations concerning operation of vendingmachines within the district.

The superintendent may authorize the establishment of student operated school stores for food sales atappropriate times, subject to district nutritional standards and state law. Only commercially prepared andprepackaged food may be sold at school stores. The school principal will develop regulations governingschool stores.

END OF POLICY

Legal Reference(s):

ORS 332.107

6/25/96*MW Corrected 7/27/16

Vending Machines and School Stores - EFC1-1

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Redmond School District 2JCode: EGAAA

Adopted: 7/09/08

Reproduction of All Copyrighted Materials

Among the facilities available to teachers in carrying out their educational assignments are a variety ofmachines for reproducing the written and spoken word, either in single or multiple copies.

Infringement on copyrighted material, whether prose, poetry, graphic images, music, audiotape, video orcomputer-programmed materials, is a serious offense under federal law and contrary to the ethicalstandards required of staff and students alike.

Violations may result in criminal or civil suits. The Board therefore requires that all reproduction of copyrighted material be conducted strictly inaccordance with applicable provisions of law. Unless otherwise allowed as “fair use” under federal law,permission must be acquired from the copyright owner prior to reproduction of material in any form.

“Fair use” is not a rigidly defined term. “Fair use” is based on the following standards:

1. The purpose and character of the use;

2. The nature of the copyrighted work;

3. The amount of and the substantiality of the portion used;

4. The effect of the use upon the potential market for, or value of, the copyrighted work.

If an individual questions the legality of duplicating materials, he/she should seek permission from thecopyright holders.

Employees in violation of copyright law may be required to remunerate the district in the event of loss dueto litigation and may be subject to discipline up to and including dismissal.

The superintendent will develop administrative regulations that provide guidelines for the “fair use” ofcopyrighted materials that meet the requirements of Section 107 of the Copyright Act of 1976 andapplicable amendments.

END OF POLICY

Legal Reference(s):

ORS 332.107

Copyrights, 17 U.S.C. §§ 101- 1332; 19 C.F.R. Part 133 (2006).HR5/8/04*NC Corrected 7/27/16

Reproduction of All Copyrighted Materials - EGAAA1-1

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Redmond School District 2JCode: EGAAA-AR

Revised/Reviewed: Unknown

Guidelines for the Use of Copyrighted Materials

The superintendent is responsible for the establishment of practices which will ensure compliance with theprovisions of the U.S. Copyright law as they affect the district and its employees.

1. General Responsibilities

a. The building principal will be designated with the responsibility for disseminating andinterpreting copyright regulations at the building level. He/She will provide employee trainingas needed, distribute and review district policy and administrative regulations with employees,control the approval process and maintain written records regarding permissions, response torequests and license agreements, as may be necessary.

b. The building principal will ensure that budget recommendations include appropriate funds forthe purchase of multiple copies of needed software.

c. The building principal will ensure that appropriate warning notices are posted to educate andwarn individuals using district equipment of the applicable provisions of the copyright law. Warning notices will be posted as follows:

(1) On or near all copiers;(2) On all forms used to request copying services;(3) On all video recorders;(4) On all computers;(5) At the library or other places where interlibrary loan orders for copies of materials are

accepted.

d. The building principal will ensure that building computers and computer labs are used onlywith proper supervision to help protect against unauthorized copying.

e. The building principal will annually inspect the library/media center and any video collectionsto ensure all copies are acquired and maintained in accordance with applicable provisions ofthe copyright law.

f. All computer software license agreements must be signed by the tech department.g. The employee reproducing a copyrighted work will determine whether copying is permitted by

law in accordance with district policy and administrative regulations.h. The employee will obtain written permission to reproduce material from the copyright

holder(s) whenever copying does not fall within the “fair use” guidelines of copyright law. Permission forms, as provided by the district, will be used.

i. The employee using emerging technology will be responsible to ensure that the intended use ofthe media does not conflict with copyright law. Such technology includes, but is not limitedto, digital video, videodisk, satellite transmission, distance learning, CD-ROM, on-line databases (and their down-loading), informational networks and other emerging electronicinformation which can be manipulated into new copyrightable forms of expression.

Guidelines for the Use of Copyrighted Materials - EGAAA-AR1-10

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In the absence of clearly granted rights, the employee must contact the copyright holder inwriting for permission to manipulate or use these technologies in alternative ways.

Any contract provided by the distributor of such technology must be submitted to the businessmanager for approval.

Fair Use

2. Printed Materials

a. Permissible uses — district employees may:

(1) Make a single copy of the following for use in teaching or in preparation to teach a class:

(a) A chapter from a book;(b) An article from a periodical or newspaper;(c) A short story, short essay or short poem, whether or not from a collective work;(d) A chart, graph, diagram, drawing, cartoon or picture from a book, periodical or

newspaper.

(2) Make multiple copies for classroom use (not to exceed one copy per student in a course)from the following:

(a) A complete poem, if it has fewer than 250 words and does not exceed two printedpages in length;

(b) A complete article, story or essay of less than 2,500 words;(c) Prose excerpts not to exceed 10 percent of whole or 1,000 words, whichever is

less;(d) One chart, graph, diagram, cartoon or picture per book or per issue of a periodical;(e) An excerpt from a children’s book containing up to 10 percent of the words found

in the text.

b. All permitted copying must bear an appropriate reference. References should include theauthor, title, date and any other pertinent information.

c. Prohibited uses — district employees may not:

(1) Copy more than one work or two excerpts from a single author during one class term;(2) Copy more than three works from a collective work or periodical volume during one

class term;(3) Copy more than nine sets of multiple copies for distribution to students in one class

term;(4) Copy to create or replace or substitute for anthologies or collective works;(5) Copy “consumable” works, such as workbooks, exercises, standardized tests and answer

sheets;(6) Copy the same work from term to term;


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(7) Copy the same material for more than one particular course being offered (may not copyevery time a particular course is offered) unless permission is obtained from thecopyright owner.

d. All sound recordings, including phonograph records, audiotapes, compact disks and laserdisks, will be treated under the same provisions that guide the use of print materials unless asmay otherwise be excepted by regulations governing the reproduction of works forlibraries/media centers.

3. Sheet and Recorded Music


(1) Make emergency copies to replace purchased copies which for any reason are notavailable for an imminent performance provided purchased replacement copies will besubstituted in due course;

(2) Make, for academic purposes other than performance, multiple copies (one per student)of excerpts not constituting an entire performance unit such as a section, movement oraria, but in any case no more than 10 percent of the whole work;

(3) Make, for academic purposes other than performance, a single copy of an entireperformable unit such as a section, movement or aria if confirmed by the copyrightholder to be out of print or the “unit” is unavailable except in a larger work. The copymay be made solely for the purpose of scholarly research or in preparation to teach aclass;

(4) Edit or simplify printed copies which have been purchased provided that the fundamentalcharacter of the work is not distorted or the lyrics, if any, altered or lyrics added if noneexist;

(5) Copy complete works which are out of print or unavailable except in large works andused for teaching purposes;

(6) Make a single copy of a recorded performance by students to be retained by the school orindividual teacher for evaluation or rehearsal purposes;

(7) Make a single copy of a sound recording, such as a tape, disk or cassette, of copyrightedmusic owned by the school or an individual teacher for constructing aural exercises orexaminations and retained for the same purposes.

b. Prohibited uses — district employees may not:

(1) Copy to create or replace or substitute for anthologies, compilations or collective works;(2) Copy works intended to be “consumable,” such as workbooks, exercises, standardized

tests and answer sheets;(3) Copy for the purpose of performance, except as noted above (a. (1)) in emergencies;(4) Copy to substitute for purchase of music except as noted above (a. (1), (2) and (3));(5) Copy without inclusion of the copyright notice on the copy.


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4. Television Off-the-Air Taping


(1) Record a broadcast program off-air simultaneously with the broadcast transmission,including simultaneous cable or satellite retransmission, and retain the recording for aperiod not to exceed the first 45 consecutive calendar days after the date of the recording.

A limited number of copies may be reproduced from each off-air recording to meet thelegitimate needs of teachers. Each additional copy will be subject to all provisionsgoverning the original recording.

Unless authorized by the library/media supervisor, at the conclusion of the retentionperiod, all off-air recordings shall be erased or destroyed immediately.

Individuals who wish to retain programs beyond the 45-day period need to complete andreturn the preview portion of the Request for Off-Air Video Taping form to thelibrary/media supervisor for each program videotaped. The library/media supervisor willcoordinate requests for permission to use or retain copyrighted television programsbeyond the 45-day retention period.

(2) Retain videotapes of commercial programs only with written approval of appropriatecopyright holders;

(3) Use off-air recordings once for each class in the course of relevant teaching activities andrepeat once only when instructional reinforcement is necessary and only within the first10 consecutive school days of the 45-consecutive calendar day retention period;

(4) Use off-air recordings for evaluation purposes only, after the first 10 consecutive schooldays up to the end of the 45-consecutive calendar day retention period. Evaluationpurposes may include use to determine whether or not to include the broadcast programin the teaching curriculum;

(5) Use off-air recordings made from a satellite dish if they conform to the 45-consecutivecalendar day retention period established for broadcast or cable programming and are notsubscription channels;

(6) Use copies of off-air recordings, as stipulated in these guidelines, only if the copiesinclude the copyright notice on the broadcast program;

(7) Request that a library/media center record and retain for research purposes commercialtelevision news programs from local, regional or national networks; interviewsconcerning current events; and on-the-spot coverage of news events. Documentary,magazine-format and public affairs broadcasts, however, are not included in thedefinition of daily newscasts of major events of the day.

Requests for retention of programs recorded off-air will be directed to the producers ofthose programs directly through the network (not affiliate).


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(1) Tape off-air programs in anticipation of an educator’s requests;(2) Request that a broadcast program be recorded off-air more than once for the same

educator, regardless of the number of times the program may be broadcast;(3) Use the recording for instruction after 45 consecutive calendar days;(4) Hold the recording for weeks or indefinitely because:

(a) Units needing the program concepts are not taught within the 45-day use period;(b) An interruption or technical problems delayed its use; or(c) Another teacher wishes to use it, or any other supposedly “legitimate” educational

reason.

(5) Record programs off-air without written permission from the author/producer/distributorwhen a special notice is provided specifically prohibiting reproduction of any kind;

(6) Alter off-air programs from their original content. Broadcast recordings may not bephysically or electronically combined or merged to constitute teaching anthologies orderivative works.

Off-air recordings, however, need not be used in their entirety.

(7) Exchange program(s) with schools in the district or other school districts without theapproval of the library/media supervisor.

Programs will be used for the specific curriculum application for which the request wasintended. No other curriculum application is authorized.

(8) Use the recording for public or commercial viewing;(9) Copy or use subscription programs transmitted via subscription television cable services,

such as HBO or Showtime. Such programs are licensed for private home use only andcannot be used in public schools.

“Pay” programs received via satellite dish are also subject to these prohibitions.

5. Rental, Purchase and Use of Videorecordings/CDs/DVDs


(1) Use purchased or rented videorecordings/CDs/DVDs such as feature films as part of asystematic course of instruction, in accordance with district policy. Such use shall be fordirect instruction and must take place in a classroom or similar area devoted toinstruction;

(2) Use only rented lawfully-made videorecordings/CDs/DVDs;(3) Arrange for the local school to transmit videorecordings/CDs/DVDs over their closed

circuit television systems for direct instruction;(4) Use off-air video recordings made at home for classroom instruction and only in

accordance with television off-air guidelines and district policy.


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(1) Use rented or purchased videorecordings/CDs/DVDs where a written contractspecifically prohibits such use in the classroom or direct teaching situation;

(2) Use rented or purchased videorecordings/CDs/DVDs such as feature films forassemblies, fund raising, entertainment or other applications outside the scope of directinstruction without public performance rights.

6. Computer Software


(1) Make a copy of an original computer program for the purpose of maintaining theavailability of the program should it be damaged during use. Either the copy or theoriginal may be retained in archives. Only one, either the original or the copy, may beused at any one time;

(2) Make a copy of a program as an essential step in using the computer program as long asit is used in conjunction with the machine and in no other manner;

(3) Make a new copy from the archival program in the event that the program in use isdamaged or destroyed;

(4) Use a purchased program sent from a manufacturer labeled “archival” simultaneouslywith the original copy of the program provided its use is permitted (not excluded) by theterms of the sales agreement;

(5) Make an archival copy of a rightfully-owned disk that is labeled “archival” by thesoftware manufacturer;

(6) Load a software program from a single disk into a distribution network or to individualstand-alone computers for simultaneous use when the distribution network is onlyaccessible to the owner-user if not otherwise prohibited by terms of a sales agreement;

(7) Adapt a copyrighted program from one language to another for which it is notcommercially available or add features to a program to better meet local needs.


(1) Load the contents of one disk into multiple computers at the same time in the absence ofa license permitting the user to do so;

(2) Load the contents of one disk into local network or disk-sharing systems in the absenceof a license permitting the user to do so;

(3) Make or use illegal copies of copyrighted programs on district equipment;(4) Allow any student to surreptitiously or illegally duplicate computer software or access

any data base or electronic bulletin board;(5) Make copies of software provided by a software publisher for preview or approval;(6) Make multiple copies of copyrighted software (or a locally produced adaptation or

modification) even for use within the school or district;(7) Make replacement copies from an archival or back-up copy;(8) Make copies of copyrighted software (or a locally-produced adaptation or modification)

to be sold, leased, loaned, transmitted or even given away to other users;


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(9) Make multiple copies of the printed documentation that accompanies copyrightedsoftware.

c. With permission from the copyright holder, prohibitions may be significantly modified orremoved altogether.

7. Reproduction of Works for Libraries/Media Centers


(1) Arrange for interlibrary loans of photocopies of works requested by users, provided thatcopying is not done to substitute for a subscription to or purchase of a work;

(2) Make for a requesting entity, within any calendar year, five copies of any article orarticles published in a given periodical within the last five years prior to the date of therequest for the material;

(3) Make single copies of articles or sound recordings or excerpts of longer works for astudent making a request, provided the material becomes the property of the student forprivate study, scholarship or research;

(4) Make a copy of an unpublished work for purposes of preservation, of a published workto replace a damaged copy of an out-of-print work that cannot be obtained at a fair price;

(5) Make off-the-air recordings of daily television news broadcasts for limited distribution toresearchers and scholars for research purposes;

(6) Make one copy of a musical work, pictorial, graphic, sculptural work, motion picture orother audiovisual work if the current copy owned by the library/media center is damaged,deteriorated, lost or stolen; and it has been determined that an unused copy cannot beobtained at a fair price.


(1) Make copies for students if there is reason to suspect that the students have beeninstructed to obtain copies individually;

(2) Copy without including a notice of copyright on the reproduced material.

8. Performances

a. Permissible uses — district employees must:

(1) Contact the copyright holder in writing for permission whenever copyrighted works suchas plays and musical numbers are to be performed.

This is particularly important if admission is to be charged or recordings of theperformance are to be sold.


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NOTICES

Text of warning notice to be posted on or near copiers. It is recommended that type be at least 18 points in size:

NOTICE:

THE COPYRIGHT LAW OF THE UNITED STATES (TITLE 17 U.S. CODE) GOVERNS THE MAKING OFPHOTOCOPIES OR OTHER REPRODUCTIONS OF COPYRIGHTED MATERIAL. THE PERSON USING THISEQUIPMENT IS LIABLE FOR ANY INFRINGEMENT.

Text of warning notice to be displayed at places where orders for copies of materials are accepted bylibraries/media centers or archives. Type must be at least 18 points in size; the notice printed on heavy paper orother durable material and displayed prominently within the immediate vicinity of the place where orders areaccepted.

The warning is also required on any form that is used to request copying service. There are no specificrequirements for type size on request forms.

NOTICE WARNING CONCERNING COPYRIGHT RESTRICTIONS

THE COPYRIGHT LAW OF THE UNITED STATES (TITLE 17, UNITED STATES CODE) GOVERNS THE MAKING OFPHOTOCOPIES OR OTHER REPRODUCTIONS OF COPYRIGHTED MATERIAL.

UNDER CERTAIN CONDITIONS SPECIFIED IN THE LAW, LIBRARIES AND ARCHIVES ARE AUTHORIZED TOFURNISH A PHOTOCOPY OR OTHER REPRODUCTION. ONE OF THESE SPECIFIC CONDITIONS IS THAT THEPHOTOCOPY OR REPRODUCTION IS NOT TO BE “USED FOR ANY PURPOSE OTHER THAN PRIVATE STUDY,SCHOLARSHIP OR RESEARCH.” IF A USER MAKES A REQUEST FOR, OR LATER USES, A PHOTOCOPY ORREPRODUCTION FOR PURPOSES IN EXCESS OF “FAIR USE,” THAT USER MAY BE LIABLE FOR COPYRIGHTINFRINGEMENT.

THIS INSTITUTION RESERVES THE RIGHT TO REFUSE TO ACCEPT A COPYING ORDER IF, IN ITS JUDGMENT,FULFILLMENT OF THE ORDER WOULD INVOLVE VIOLATION OF COPYRIGHT LAW.

Text of warning notice to be affixed to video recorders and computers. (There is no specific requirement for typesize.):

NOTICE:

MANY VIDEOTAPED MATERIALS AND COMPUTER PROGRAMS ARE PROTECTED BY COPYRIGHT (TITLE 17U.S. CODE). UNAUTHORIZED COPYING MAY BE PROHIBITED BY LAW.

Text of warning notice to be affixed to package containing the copy of a computer program subject to loan. Thenotice must be printed in such a manner as to be clearly legible, prominently displayed and durably attached to thecopies or to a box, reel, cartridge, cassette or other container used as a permanent receptacle for the copy of thecomputer program:

WARNING: THIS COMPUTER PROGRAM IS PROTECTED UNDER THE COPYRIGHT LAW. MAKING A COPY OFTHIS PROGRAM WITHOUT PERMISSION OF THE COPYRIGHT OWNER IS PROHIBITED. ANYONE COPYINGTHIS PROGRAM WITHOUT PERMISSION OF THE COPYRIGHT OWNER MAY BE SUBJECT TO PAYMENT OF$150,000 OR MORE IN DAMAGES AND, IN SOME CASES, IMPRISONMENT FOR ONE YEAR OR MORE.


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Request Number (Office use only)

REQUEST FOR OFF-AIR VIDEO RECORDING

I, the undersigned, having requested the (District) to video recording the following program(s) within the parameters of the policy set forth by the Board,(Date), am aware of said policy, have reviewed district policy and administrative regulations and agree to accept responsibility for the use and erasure of thismaterial to prevent any infringement of copyright law in lieu of expressed written approval of the copyright proprietor.

Title of Program to be Copied:

Date of Program: Date Program is Needed:

Time of Program: Station or Channel:

Length of Program:

Special Instructions:

Requestor’s Name: Location: (please print)

Signature: Department:

PREVIEW AND EVALUATIONG Yes G No Do you want the video recording of this program retained until information regarding the sale, lease, free loan or rental of this material is

obtained?INSTRUCTIONAL QUALITY (circle the appropriate number on the rating scale below)

Criteria Suggested Guidelines for Rating Scale

Instructional Design Well-organized, content-load appropriate, maturity level consistent with the content. 5 4 3 2 1 0

Content Accurate, authentic, current, thorough, relevant. 5 4 3 2 1 0

Curriculum Match Supports what is commonly taught in this subject at this grade level. 5 4 3 2 1 0

Interest Supports or enhances communication of content. 5 4 3 2 1 0

5=Exemplary 4=Desirable (very good) 3=Desirable (good) 2=Fair 1=Poor 0=Unacceptable

OVERALL (AVERAGE) RATING OF QUALITY:

G Yes (High Priority) G Yes (Low Priority) G No Do you recommend acquisition of this program?

SENSITIVE CONTENTG Yes G No Is nudity, excessive violence, glamorization of drugs/dangerous substances, profanity and/or a sexual nature present in this program?

IF YES, please verify by circling the topics present.ADDITIONAL INFORMATIONSubject Area(s) Grade Level Ability Level G Yes G No Previewed?G Yes G No G Uncertain Do presently owned materials adequately cover the subject area?

OVERALL EVALUATION (SUMMARY, USE, ETC.) AND/OR REASONS FOR REQUESTING RETENTION OF THIS RECORDING:

VIDEO RECORDING STATUS - OFFICE USE ONLY Date:

G AVAILABLE: Format: G CD G DVD G Other (Specify) Price:

G May be retained indefinitelyG May be kept on an indefinite basis pending updated information on the program’s future availabilityG May be kept permanently on a licensed basisG Must be erased immediately


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Author, Publisher or Distributor Date: Permission Department

I am requesting permission to copy and use:

Title: Author/Editor:

Year published: Number of copies:

Will copies be sold? (Check one) G YES G NO

Description of materials to be copied (Photocopy enclosed):

Intended use of materials:

Type of reproduction:

A self-addressed, stamped envelope is enclosed for your convenience in replying to this request. Should you be unable to authorize this request, please forwardthis letter to the proper person/agency.

Sincerely,

Permission granted: Date:

Conditions (if any):

Network Address (ABC, NBC, CBS - not affiliate) Date:Permission Department

I am requesting information on the availability and retention of the following program:

Title: Air date:

Can a copy of this program be retained for classroom use? (Check one) G YES G NO

Is this program available for sale? (Check one) G YES G NO

If Yes, specify agency distributing this program: Specify format: Cost (if known):

Enclosed is a self-addressed, stamped envelope for your convenience in replying to this request. Should you be unable to authorize this request, or provide theabove information, please forward this letter to the proper person/agency.

Sincerely,

Permission to retain off-air copy on a free basis: Date :

Conditions (if any):

Corrected 7/27/16

SAMPLE LETTER:REQUEST FOR PERMISSION TO COPY

SAMPLE PRODUCER INQUIRY LETTER: REQUEST FOR INFORMATION OF AGENCY HOLDING RIGHTS TO A TV BROADCASTAND PERMISSION TO RETAIN PROGRAM IF IT IS NOT FOR SALE, RENT OR LEASE.


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Redmond School District 2JCode: EGACA


Cell Phones

The Board recognizes that the use of cell phones may be appropriate to provide for the effective andefficient operation of the district and to help ensure safety and security of district property, staff and otherswhile on district property or engaged in district-sponsored activities. To this end, the Board authorizes thepurchase and employee use of cell phones, as deemed appropriate by the director of support services.

District-owned cell phones shall be used for authorized district business purposes, consistent with thedistrict’s mission and goals. Personal use of such equipment is prohibited except in emergency situations. Employees do not have any expectations of privacy with district-owned cell phones or any informationstored on them; the phone may be confiscated and searched at any time. Employee use of a district-ownedcell phone shall not violate Oregon’s ethics laws.

If an employee’s cell phone purchase is reimbursed by the district, or the employee is provided a stipend topurchase a cell phone, all phone records, text messages, emails to and from the cell phone, and othercommunications made with the cell phone may be public record.

Use of cell phones in violation of Board policies, administrative regulations and/or state and federal lawswill result in discipline up to and including dismissal and/or referral to Oregon Government EthicsCommission and law enforcement officials, as appropriate.

The superintendent or designee is directed to develop administrative regulations for the implementation ofthis policy, including a uniform and controlled system for identifying employee cell phone needs,monitoring use and reimbursement. Provisions may also be included for staff use of privately-owned cellphones for authorized district business.

END OF POLICY

Legal Reference(s):

ORS 244.010ORS 244.020(15)

ORS 244.040(1)(a)ORS 244.120

ORS 332.105ORS 332.107

Davidson v. Or. Gov’t Ethics Comm’n, 300 Or. 415 (1985)OR. GOV’T STANDARDS AND PRACTICES COMM’N, ADVISORY OPINIONS 02S-020 (Aug. 2, 2002), 02A-1008 (July 12, 2002),01A-1004 (June 1, 2001) and 98A-1003 (July 9, 1998).

2/28/13*RS Corrected 7/27/16

Cell Phones - EGACA1-1

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http://landru.leg.state.or.us/ors/244.html


http://landru.leg.state.or.us/ors/244.html





Redmond School District 2JCode: EGACA-AR


Cell Phones

District-owned cell phones may be purchased and authorized for staff use in accordance with thefollowing:

Cell Phone Authorization

Cell phones may be assigned or made available on a temporary basis by the director of support serviceswhen it is determined that:

1. The assignment of a cell phone to the employee is a prudent use of district resources;

2. The employee’s job responsibilities require the ability to communicate frequently and access to adistrict or public telephone is not readily available;

3. The employee’s job responsibilities involve situations where immediate communication is necessaryto ensure the security of district property or safety of students, staff or others while on districtproperty or engaged in district-sponsored activities.

Cell Phone Use

1. Cell phones are provided specifically to carry out official district business when other means ofcommunications are not readily available.

2. Cell phones are not to be used when a less costly alternative is readily available, unless as otherwisenecessary for safety or emergency circumstances.

3. Personal use of cell phones is limited to making or receiving calls for family emergency purposes,including contacting a family member or child care provider to advise that the employee is going tobe late arriving home or picking up children for a reason directly related to his/her official districtduties, i.e., a meeting which runs later than expected or a last minute schedule change.

4. Cell phones are not to be used for conversations involving district information of a confidentialnature.

5. Cell phones are not to be loaned to others.

6. Employees issued a cell phone are responsible for its safekeeping at all times. Defective, lost orstolen cell phones are to be reported immediately to the director of support services who will in turnnotify the service provider.

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7. Cell phones issued for employee use are to be returned to the director of support services at theconclusion of the school year, activity or as otherwise specified.

Privately-Owned Cell Phones

1. District employees may be reimbursed, or receive a stipend, for use of privately-owned cell phonesto conduct district business in accordance with Board policy and this regulation, with prior approvalof the superintendent or business manager.

2. Personal use of privately-owned cell phones by employees authorized to use such equipment fordistrict business is restricted to such times when the employee is not on duty.

2/28/13*RS Corrected 7/27/16

Cell Phones - EGACA-AR2-2

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Redmond School District 2JCode: EH

Adopted: 7/09/08

Electronic Data Management

The superintendent or designee will provide for the preparation and maintenance of district records andreports and other records and reports as are required by law.

Electronic records will be kept in accordance with administrative regulations as prescribed inadministrative regulation EH-AR – Electronic Data Management.

The district will comply with all other state and federal laws and regulations concerning the custody andmaintenance of public records.

END OF POLICY

Legal Reference(s):

ORS 192.001 - 192.505ORS 192.650ORS 326.565ORS 326.575

ORS 336.187

OAR 166-405-0010 to- 166-415-0010OAR 581-015-0055

OAR 581-022-1610OAR 581-022-1660OAR 581-023-0006OAR 581-053-0070

3/21/08*RC Corrected 7/27/16

Electronic Data Management - EH1-1

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Redmond School District 2JCode: EH-AR

Revised/Reviewed: 7/09/08

Electronic Data Management

In order for the district, (including charter schools) to function administratively, undergo periodic auditsand provide for its legal requirements, it must manage its records properly. Therefore, the district requiresits employees to retain and destroy electronic documents and email messages that are created, sent andreceived in the course of conducting official business in accordance with the Oregon Archives divisionrecords retention schedule. The district’s specified retention system is to retain electronic documents andemail messages as part of the network and email system.

Public records include any writing that contains information relating to the conduct of the public’s businessregardless of its physical form. More specifically, an electronic document or email message is a publicrecord if it communicated formal approvals, directions for action, and information about contracts,purchases, grants, personnel, students and particular projects or programs. If an electronic document oremail message is a public record then it is subject to retention requirements based on the content of themessage. Records, including electronic documents or email, shall not be destroyed if they have beenrequested under the Public Records Law or if they are part of litigation, even if their retention period hasexpired.

Definitions

1. “Electronic mail (email)” – A means of exchanging messages and documents usingtelecommunications equipment and computers.

2. “Electronic document” – Documents created, generated, sent, communicated, received, or stored byelectronic means.

3. “Retention Schedule” – A general schedule published by the State Archivist in OAR 166-005-0000through OAR 166-400-0065 in which certain common public records are described or listed by titleand a minimum retention period is established for each.

District employees should consult the complete retention schedule to determine the retention period of theelectronic document or email. Seehttp://arcweb.sos.state.or.us/pages/rules/oars_100/oar_166/166_400.html.

Common electronic documents and emailed public records include, but are not limited to, the following:

1. Calendars and Scheduling Records – Minimum Retention: One year. OAR 166-400-0010(7).

Electronic Data Management - EH-AR1-4

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2. Committee and Board Meeting Records – Minimum retention:

a. Board meeting minutes and agendas: Permanent;b. Exhibits, other minutes, and supporting records: Five years after school year in which records

were created;Sound recordings, if transcribed or abstracted: One year after minutes approved. OAR 166-400-0010(9).

3. Staff Meeting Records – Minimum Retention: Until end of school year. OAR 166-400-0010(40). 4. Employee Time and Attendance Records – Minimum Retention: Four years. OAR 166-400-0045(4).

5. Employee Personnel Records1 – Records documenting school, district and ESD individual employeework history.

Records may include but are not limited to applications; notices of appointment; training andlicensure (certification) records; records of health limitations; in service training records; salaryschedules; tuition reimbursement records; personnel actions; performance evaluations; teacherevaluation reports; letters of commendation and recommendation; letters of reprimand; notices ofdisciplinary action; notices of layoff; letters of resignation; home address and telephone disclosures;emergency notification forms; oaths of office; grievance and complaint records; pension, retirement,disability, and leave records; and related correspondence and documentation.

Minimum retention:

a. Retain employment applications (most recent and first successful), teacher licensure(certification) records, personnel actions, oaths of office, home address/telephone disclosures,emergency notification form (most recent): 75 years after date of hire;

b. Retain grievance, complaint, and disciplinary records2: Three years;c. Retain all other records: Three years after separation. OAR 166-400-0050(11).

6. Student Attendance Records – Records documenting the attendance of students in school.

Records may include but are not limited to teacher or school attendance register; classroom dailyattendance sheet; weekly attendance and truancy records; excused and unexcused absence records;tardiness records; notes from parents/guardians; and related documentation. Minimum retention:Three years after school year in which records were created. OAR 166-400-0060(3).

1Consult with your district’s collective bargaining agreement regarding personnel files.

2ORS 342.850 requires that “all charges resulting in disciplinary action shall be considered a permanent part of a teacher’spersonnel file and shall not be removed for any reason.”


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7. Student Behavioral Records:

a. Major student behavior infractions resulting in student’s suspension or expulsion: MinimumRetention: Until student turns 21. OAR 166-400-0060(4);

b. Minor student behavior infractions not resulting in suspension or expulsion (i.e. referrals,records of conversations, parent notes, detention records, related correspondence). Minimumretention: Until end of school year. OAR 166-400-0060(5).

8. Educational Programs Student Records – Records documenting the placement and participation ofstudents in educational programs such as TAG, alternative learning, or distance learning. Minimumretention:

a. Records that show compliance with all federal program requirements: Five years after schoolyear in which records were created;

b. Other records: Three years after school year in which records were created. OAR 166-400-0060(12).

9. Special Education Student Records – Records documenting students participating in specialeducation programs and early intervention special education services.

Records may include speech/hearing, academic, motor, occupational and/or physical therapy,vision/hearing, interdisciplinary team, and classroom observation reports; records relating to studentbehavior including psychological and social work reports; assessments obtained through otheragencies; contact sheets; severity rating scales; test result records; physician’s statements; parentalconsent records; educational program meeting records; request for hearing records; eligibilitystatements; individualized education plans (IEP); individualized family service plans (IFSP); andrelated correspondence and documentation. Minimum retention:

a. Records documenting speech pathology and physical therapy services: Until student reachesage 21 or five years after last seen, whichever is longer;

b. ESD copies, if program at district level: Transfer records to home district after end of studentparticipation;

c. Readable photocopies of records necessary to document compliance with state and federalaudits retained by the former educational agency or institution when a student transfers out ofdistrict: five years after end of school year in which original record was created. OAR 166-400-0060(28).

Employee Responsibilities

1. Employee will evaluate the content and purpose of each electronic document or email message todetermine which retention schedule defines the document or message’s approved retention period.

2. Senders and creators are generally considered to be the person of record for an email message orelectronic document. However, if recipients of the message or document take action as a result ofthe message, they should also retain it as a record.


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3. It is recommended that employees retain only the final message in a communication string thatdocuments the contents of all previous communications. This is preferable to retaining eachindividual message, containing duplicate content.

4. Employees shall retain electronic documents or email that has not fulfilled its legally-mandatedretention period as part of the network or email system.

5. Employees will promptly dispose of transitory, nonrecord and personal electronic documents oremail messages from the network and email system.

6. Employees are responsible for ensuring that electronic documents and emails that are public recordsare properly archived prior to any district system auto clean-up schedules.

3/21/08*RC Corrected 7/27/16


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Redmond School District 2JCode: EHA


Health Insurance Portability and Accountability Act(For districts that bill for Medicaid or use a contracted service - ESD or other - to bill for Medicaid)

The Board has determined that it meets the definition of a hybrid of covered entities1 under the HealthInsurance Portability and Accountability Act (HIPAA). As the District offers health-care providerprograms and services that include electronic billing for the reimbursement of services under OregonMedicaid programs, or contracts with another entity to provide such services, it is subject to HIPAA.

As a covered entity, the district will meet the national electronic transaction standards and applicablerequirements of federal law. In all electronic transactions involving student education records information,the district will adhere to the confidentiality requirements of the Family Educational Rights and PrivacyAct (FERPA).

The superintendent will ensure that training is provided to appropriate staff with access to, andresponsibility for, electronic transactions of student education records information as required by HIPAA. Notice will be provided to students and parents of their rights pertaining to the disclosure of personallyidentifiable information, complaint procedures and the district official to contact in the event of questions,as provided in established student education records related Board policies and administrative regulations.

END OF POLICY

Legal Reference(s):

ORS 332.107

Health Insurance Portability and Accountability Act of 1996, 42 U.S.C. §§ 1320d-d-8 (2006); 45 C.F.R. Parts 160, 164 (2006).Family Educational Rights and Privacy Act of 1974, 20 U.S.C. § 1232g (2011); Family Educational Rights and Privacy, 34C.F.R. Part 99 (2011).

R3/29/04*MW Corrected 7/27/16

1A “covered entity” is an entity subject to HIPAA. These include those entities defined under the Act as a health plan,health-care clearinghouse, health-care provider or a hybrid entity. A hybrid of covered entities is a single legal entity that is acovered entity and whose covered functions are not its primary function. Self-insured health plans and Internal Revenue ServiceSection 125 plans with 50 or more participants operated or maintained by public schools entities are covered health plans forHIPAA privacy rule purposes. Similarly, any provider of services, a provider of medical or health services as defined in section1861 of the Act, 42 U.S.C. § 1395X(s)(5), and any person or organization who furnishes, bills or is paid for health care in thenormal course as defined by 45 C.F.R. § 160.103 is also subject to HIPAA requirements as a health-care provider. District’sshould review their programs and services with their legal counsel in determining HIPAA applicability.

Health Insurance Portability and Accountability Act - EHA1-1

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REDMOND SCHOOL DISTRICT 2J

TABLE OF CONTENTS

SECTION F: FACILITIES DEVELOPMENT

Capital Construction Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FC

Naming New Facilities and Dedicating Areas of School Facilities or Grounds. . . . . . . . . . . FFMemorials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FFA

Memorials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FFA-ARNames on Building Plaques. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FFB

Temporary School Facilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FJ

The following symbol is used on some policies:

** As used in this policy, the term parent includes legal guardian or person in a parental relationship. Thestatus and duties of a legal guardian are defined in ORS 125.005 (4) and 125.300 - 125.325. Thedetermination of whether an individual is acting in a parental relationship, for purposes of determiningresidency, depends on the evaluation of the factors listed in ORS 419B.373. The determination for otherpurposes depends on evaluation of those factors and a power of attorney executed pursuant to ORS109.056. For special education students, parent also includes a surrogate parent, an adult student towhom rights have transferred and foster parent as defined in OAR 581-015-2000.

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Redmond School District 2JCode: FC


Capital Construction Program

The Board may submit to voters at any regular school election or at a special election called for thatpurpose, the question of contracting a bonded indebtedness to build or renovate school buildings or topurchase school sites. Before such a bond election, the specific needs for facilities will be communicatedto the public. Careful estimates will be made as to amounts required for site purchase, construction andequipment.

All new construction and alterations to existing buildings will ensure maximum accessibility to the facilityfor individuals having a disability.

Following approval by the voters, the bonds to be issued will be advertised in newspapers and nationalfinancial journals. The date of issue will be coordinated with tax collection dates, payments on bondsalready outstanding and favorable market conditions. Disposition of the bonds will be accomplished bypublic sale on a competitive bid or negotiated basis as determined by the Board. The Board reserves theright to reject any and all bids.

The Board will annually appropriate district funds in the bonded debt service fund for the purpose ofpaying interest and principal on outstanding bonds. If sufficient funds are not available in the debt servicefund, the Board will authorize by resolution an interfund loan for the purpose of meeting debt servicerequirements.

The capital projects fund is the fund authorized by the approval of the bond issue. Initial receipts from thesale of bonds are deposited in this fund and actual expenditures for sites, buildings and equipment aremade from it. The Board will adopt an annual budget resolution authorizing withdrawal from the fund theamounts needed to meet payments due architects, contractors and other individuals or firms. The Boardwill receive periodic reports on expenditures made from this fund as compared with original appropriationsfor various projects.

END OF POLICY

Legal Reference(s):

ORS 195.110ORS 197.295 - 197.314ORS Chapter 255

ORS Chapter 294ORS 328.205ORS 328.542 - 328.565

ORS 332.155

Toxic Substances Control Act, 15 U.S.C. §§ 2601-2629 (2006); Asbestos Hazard Emergency Response Act of 1986, 15 U.S.C.§§ 2641-2656 (2006).Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213; 29 C.F.R. Part 1630 (2006); 28 C.F.R. Part 35 (2006).Americans with Disabilities Act Amendments Act of 2008.


Capital Construction Program - FC1-1

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Redmond School District 2JCode: FF


Naming New Facilities and Dedicating Areas of School Facilities or Grounds

The purpose of this policy is to provide guidelines and procedures for naming school facilities, selectingschool colors and mascots and/or dedicating areas of school facilities or grounds belonging to the district.

Naming New School Facilities

1. It is the prerogative and responsibility of the Board to name new schools. In preparation for Boardaction, the superintendent will solicit community volunteers and appoint a community chair toorganize a community team to solicit names. A naming committee made up of community memberswill be formed to gather input from the community. This committee should have a minimum of fivepeople and no more than fifteen. This group should be as diverse as possible to represent allcommunities within the district. When possible, a student representative of those who will beattending the new school should be included.

2. The community chair shall work with the superintendent or designee to establish a timeline to elicitcommunity preferences, create a master list of submitted names to be considered, and to establishprocedures for reviewing community input.

3. The community chair shall provide weekly executive summaries to the superintendent or designeeregarding process/coordination matters. The superintendent or designee will ensure the communitychair is facilitated appropriately with administrative and communications support.

4. The following process and guidelines will be used to conduct naming committee input, meetings andto determine a community recommendation.

a. Any name submissions (before the naming committee is formally created) will be retained on amaster list, and is the responsibility of the district to maintain and forward to the communitychair.

b. It is the joint responsibility of the Board chair and the superintendent or designee to scheduleand announce the dates to receive community input and to ensure timely action of the namingcommittee recommendations.

5. The timetable for the process of naming a new school facility shall be as follows:

a. The process begins when the superintendent/designee appoints a community chairperson toorganize a naming committee to solicit names.

b. The appointed community chair, the new principal (if known), and the naming committee willsolicit recommendations through varied media outreach and communication channels. Recommendations from individual students, school staff members and all communitymembers are strongly invited. In support of the naming chair, the district will provide a district

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email address, phone line and administrative support to be a consolidated point for collectionof all submissions.

c. All media and technological avenues are to be pursued to maximize submission opportunities. Meetings are open to the general public.

d. Time will be allocated at the beginning of naming committee meetings for name suggestions,presentations, questions and audience discussion.

e. Similar name suggestions will be reviewed with participants prior to the committee vote todetermine if they can be consolidated into one name. Suggested names may not beconsolidated after a vote takes place.

f. After all submissions have been received, the master list will be reviewed for adherence toname criteria as set forth in Section 6 of this policy.

6. The Board may, from time to time, change or add to established criteria or appropriate categories fornames that will be considered for new school facilities. Current criteria to be use in makingrecommendations is as follows:

a. If the facility or site is to be named after a person, that person must be of exemplary character,have outstanding contributions to education, humanity or the community, or must havedisplayed outstanding leadership or be a person of historical significance.

b. A preference is for names reflecting geographic and/or historical uniqueness or features of anarea. Submission of commercially adopted subdivision names is strongly discouraged.

c. The avoidance of names that could cause confusion with other schools in Deschutes Countyand/or with schools in adjoining jurisdictions, and other areas of Oregon.

d. If feasible, consistency with other school names at the elementary, middle or high school level,can be considered as appropriate.

7. The naming committee, led by the community chair, will then debate the merits of all submittednames IAW Section 6. They will select ten semi-finalist names based on these criteria.

a. The 10 semi-finalist names will then be forwarded to the superintendent who will beresponsible for communicating these to the community at large for input. The superintendentor designee will provide at least one public hearing for community discussion. (District’swebsite will allow electronic feedback opportunities for a minimum of 10 days)

b. The superintendent or designee will then forward this documentation to the naming committeechair for action.

c. The naming committee, led by the chair, will then review all public input and feedback. Additionally, the committee will research each name and adhere to the criteria stated in Section6. When this work is completed, the committee will take a final vote to reduce the 10semi-finalist names to select the top three in ranked order.

(1) Designated committee members are the only ones authorized for final voting. Eachcommittee member will be allowed one vote for his/her top three choices. Eachdesignated committee member will be allowed one vote for the first, one vote for thesecond, and one vote for the third choice names.

8. Based on the committee vote, the community chairperson will formulate a recommendationconsisting of a minimum of the top three most popular choices, in ranked order, according to both


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the naming committee input, and criteria set forth in Section 6 of this policy. The community chairshall then present the recommendation to the Board for consideration and action.

a. The community chair shall then present the recommendation to the Board for considerationand action.

b. The Board makes decision at public school board meeting

Selecting School Colors and Mascots

1. Selection of school colors and mascot would occur in concert with the naming process, with a finaldecision being made after the naming process has been completed. The school colors and mascotcommittee would be largely student-driven with guidance from the community chair, high schoolathletic director and a staff representative appointed by the superintendent. Parameters for theprocess will include:

a. One 6th, 7th and 8th grade student from each middle school program;b. Two 9th, 10th, 11th and 12th grade students from each high school;c. As new schools are built, student-led composition may be redirected as appropriate.

2. The Colors/Mascot Committee will research all relevant information (colors and mascots already inuse in both region and state), generate objectives for colors and mascot consistent with communityvalues and culture (e.g., past, present and future), and to generate lists of possible colors and mascotsthat meet stated criteria.

3. The Colors/Mascot committee will solicit community input and feedback on ideas, and narrow theselection to 10 semi finalist options, then three finalist options, similar in process described inSections 7 above.

4. Time permitting, mock ups of finalist colors and mascots will be created and presented by studentrepresentatives. Final selection of the mascot and colors will be based on the vote of the studentcommittee described above, with final approval given by the superintendent.

Renaming Facilities

1. The Board may rename a facility for a variety of reasons, including its use for a new purpose or thedesire to recognize an individual’s contributions to the district. Recommendations from staffmembers and/or community members may be forwarded to the chairman of the Board, in writtenform, at any time. The deadline for submitting such written recommendations shall be a minimum ofthree weeks prior to the date scheduled for Board action on the renaming of the facility.

2. Recommendations for renaming should consider the new use of the facility, how it might benecessary to compliment a new yet unopened facility, and/or the possibility of honoring a specificindividual who is no longer an active employee and who has contributed greatly to the effectivenessof the school system.

3. Staff members shall inform the local community of the proposed change of facility use and/or nameand provide adequate time for comments.


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4. The final action of the Board shall be in the form of a resolution renaming the facility.

END OF POLICY

Legal Reference(s):

ORS 332.107

2/08/91*GP Corrected 7/27/16


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Redmond School District 2JCode: FFA

Adopted: 1/29/14

Memorials

The Board recognizes that when a school community experiences the sudden death of a student or staffmember, it is important to the school community and to those who are personally affected by the death toacknowledge the event. Additionally, certain traumatic events occurring on a local, state or national levelmay also give rise to the need for district acknowledgment through appropriate activities. Requests fromstudents, staff, parents or others for remembering or memorializing a person or event may be approved bythe superintendent or designee, subject to the provisions outlined in administrative regulation FFA-AR.

The Board recognizes the use of district property for memorial services is generally inappropriate. Anysuch request will be considered in accordance with Board policy KG - Use of District Property andaccompanying administrative regulation.

END OF POLICY

Legal Reference(s):

ORS 332.107ORS 332.385

8/06/97*MW Corrected 7/27/16

Memorials - FFA1-1

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Redmond School District 2JCode: FFA-AR

Reviewed: 1/29/14

Memorials

1. Memorials of flowers, personal messages and mementoes are often created at lockers, parking spacesand other areas on district property upon such losses or events. Memorials may be permitted at thediscretion of the principal. The principal will consult with the family of the deceased, as appropriate. The display of all remembrances will be temporary in nature, removed in a timely manner andoffered to the family.

2. Requests may be made to memorialize an individual or event in school yearbooks, at graduationceremonies and other district activities. Activities that will not detract from scheduled classroom orschool activities, or the celebration of student accomplishments may, with prior principal approval,be authorized. Activities or events may be rescheduled or cancelled with prior superintendentapproval only.

3. In considering memorial activity requests, the administration will balance memorializing orcommemorating the individual or event on the one hand, while not creating an atmosphere thatglamorizes a traumatic event or self-destructive behavior on the other.

4. Contributions may be made to a general scholarship fund established by the district memorializing amember or members of the school community or in memory or recognition of certain events. Memorial scholarships may be accepted and awarded under criteria approved by the district in honorof persons who have special significance to the students, district or community. All such offers willbe submitted to the superintendent with pertinent information concerning the purpose of thememorial scholarship. Funds will be administered by the district. Items may be accepted by thedistrict in memory of an individual or event with superintendent approval only. The superintendentwill consider any maintenance costs to the district of such gifts. Items received become the propertyof the district and will be used for the purpose for which they were donated.

5. Schools may observe a moment of silence in memory of the individual or in recognition of certaintraumatic events as deemed appropriate by the superintendent or designee. Additional districtcounseling services may be made available to provide support. Deaths will not be announced ormemorialized on reader boards. School will not be dismissed early or cancelled on the day of amemorial or funeral service without superintendent approval. The district will not hang plaquescommemorating the deceased or approve permanent living memorials, such as planting trees withoutBoard approval. Flags may be lowered only in accordance with state and federal law. Districtproperty (e.g., buildings, rooms, fields, gymnasiums, etc.) may be named or renamed to memorializean individual with Board approval only.

Corrected 7/27/16

Memorials - FFA-AR1-1

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Redmond School District 2JCode: FFB


Names on Building Plaques

In keeping with the practice to recognize elected officials and others for their efforts and public service inproviding new and/or improved facilities to the public, the Board wishes to have plaques installed on newconstruction projects giving the names of persons at the time of acceptance of the project bid as reflected inBoard minutes. The plaques will provide at a minimum the following information:

1. Name of the school or building;

2. Board-approved construction date;

3. Names of the Board members on the Board-approved construction date:

a. Chair;b. Vice chair;c. Members (in order of number of years on the Board).

4. Names of superintendent;

5. Name of architect;

6. Name of contractor.

END OF POLICY

Legal Reference(s):

ORS 332.107

10/22/98*MW Corrected 7/27/16

Names on Building Plaques - FFB1-1

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Redmond School District 2JCode: FJ


Temporary School Facilities

It is the Board’s goal to have sufficient permanent facilities to meet the needs of district enrollment and thedistrict program.

If circumstances require immediate space not available in public school buildings, facilities will be rentedor moveable structures used only as a temporary measure. Any such facility must conform to allappropriate state and local building and land use codes, health and fire laws and environmental standardsand provisions for accessibility and usability as required by the Americans with Disabilities Act.

END OF POLICY

Legal Reference(s):

ORS 332.107ORS 332.155

OAR 437-001-0760

OAR 437-002-0020 to -0081OAR 437-002-0161OAR 437-002-0180 to -0182OAR 437-002-0360

OAR 437-002-0368OAR 437-002-0377OAR 437-002-0390OAR 437-002-0391

Toxic Substances Control Act, 15 U.S.C. §§ 2601-2629 (2006); Asbestos Hazard Emergency Response Act of 1986, 15 U.S.C.§§ 2641-2656 (2006).Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213; 29 C.F.R. Part 1630 (2006); 28 C.F.R. Part 35 (2006).Americans with Disabilities Act Amendments Act of 2008.


Temporary School Facilities - FJ1-1

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Reimbursable School Meals and Milk Programs - EFAA-AR 1-6

Redmond School District 2J Code: EFAA-AR

Adopted: 07/09/08 Revised: 02/28/12, 01/28/15, 03/16/16,

xx/xx/16

Reimbursable School Meals and Milk Programs

(National School Lunch Program, School Breakfast Program, Special Milk Program) The district’s nutrition and food services will be operated in accordance with the following requirements: Meal Pricing Procedures

1. Reimbursable meals will be priced as a unit. 2. Reimbursable meals will be served free or at a reduced price to all children who are determined by the district

to be eligible for free or reduced price meals. 3. Annually, the district will establish prices for reimbursable student meals. The price charged to students who do

not qualify for free or reduced price meals will be set annually by the district in compliance with state and federal laws.1

4. The price charged to students who qualify for reduced price meals will be set annually by the district in

compliance with state and federal laws.2

5. The district will implement claiming alternative Community Eligibility at the eligible schools under its jurisdiction. Application Procedures 1. Households that submit a direct certification document from AFS showing the household receives SNAP or

Temporary Assistance to Needy Families (TANF) benefits, will be automatically eligible for free meals for the students listed on the official document. Districts must access this document at least three times per year.

2. Households that submit a confidential application will be notified of their student’s eligibility for free or reduced

price meals. Households that are denied free or reduced price benefits will be notified in writing using the Oregon Department of Education (ODE) template letter distributed to the district annually.

3. On a case-by-case basis, when a student is known to be eligible for free or reduced price meal benefits and the

household fails to submit a confidential application, the superintendent or designee may complete an application for the student documenting how he/she knows the household income qualifies the student for free or reduced price meal benefits. Parents of a student approved for free or reduced price benefits when application is made for the student by a school official, will be notified of the decision and given the opportunity to decline benefits.

______________________ 1

The new requirement under Halthy,Hunger-Free Kids Act of 2010, 42 U.S.C. 1751 205 establishes new criteria for equity in school lunch pricing.

2According to Direct Certification and Certification of Homeless, Migrant and Runaway Children for Free School Meals, 7 C.F. R Part 245 (2011).

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4. Students who do not qualify for free or reduced price meals are eligible to participate in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) and will be charged “paid” meal prices set by the district. “Paid” category students will be treated equally to students receiving free or reduced price benefits in every aspect of the district’s NSLP and SBP.

5. The district has established a fair hearing process under which a household can appeal a decision with respect

to the household’s application for benefits or any subsequent reduction or termination of benefits. 6. In the event of major employers contemplating large layoffs in the attendance area of the district, the district will

provide confidential applications and eligibility criteria for free and reduced price meals to the employer for distribution to affected employees.

Financial Management of the Nonprofit School Food Service 1. The district will maintain a nonprofit school nutrition and food service operation. 2. Revenues earned by the school nutrition and food services will be used only for the operation or improvement

of NSLP and SBP. 3. Lunch and breakfast meals served to teachers, administrators, custodians and other adults not directly involved

with the operation of the district’s nutrition and food services will be priced to cover all direct and indirect cost of preparing and serving the meal.

4. District nutrition and food services revenues will not be used to purchase land or buildings. 5. The district will limit its nutrition and food services net cash resources to an amount that does not exceed three

months average expenditures. 6. The district will maintain effective control and accountability for, and adequately safeguard all nutrition and food

services’ cash, real and personal property, equipment and other assets, and ensure they are used solely for nutrition and food services purposes.

7. The district will meet the requirements for allowable NSLP and SBP costs as described in 2 C.F.R. 200. 8. In purchasing nutrition and food services goods or services, the district will not accept proposals or bids from

any party that has developed or drafted specifications, requirements, statements of work, invitations for bids, requests for proposals, contract terms and conditions or other documents for proposals used to conduct the procurement.

9. All procurement transactions for nutrition and food services goods and services will be conducted according to

state, federal and district procurement standards using the applicable cost thresholds. 10. In the operation of its nutrition and food services program, the district will purchase food products that are

produced in the United States, whenever possible.

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Civil Rights and Confidentiality Procedures 1. The district will not discriminate against any student because of his/her eligibility for free or reduced price

meals. 2. The district will not discriminate against any student or any nutrition and food services employee because of

race, color, national origin, sex, sexual orientation, religion, age or disability. 3. The district will assure that all students and nutrition and food services employees are not subject to different

treatment, disparate impact or a hostile environment. 4. Established district procedures will be followed for receiving and processing civil rights complaints related to

applications for NSLP and SBP benefits and services, and employment practices with regard to the operation of its NSLP and SBP. The district will forward any civil rights complaint regarding the district’s nutrition and food services to ODE’s civil rights coordinatordirector of Child Nutrition Programs within three days of receiving the complaint.

5. The district will make written or oral translations of all nutrition and food services materials available to all

households who do not read or speak English. 6. The district will maintain strict confidentiality of all information on the confidential application for free and

reduced price meals including students’ eligibility for free or reduced price meals and all household information. The district’s NSLP and SBP operators are not required to release any information from a student’s confidential application for free or reduced price meals. No information may be released from a student’s confidential application for free or reduced price meals without first obtaining written permission from the student’s parent or legal guardian/adult household member signing the application, except as follows:

a. An individual student’s name and eligibility status may be released without written consent only to

persons who operate or administer federal education programs; persons who operate or administer state education or state health programs at the state level; persons evaluating state, education assessment; or persons who operate or administer any other NSLP, SBP, Summer Food Service Program (SFSP), Child and Adult Care Food Program (CACFP) or the Food Stamp Program;

b. Any other confidential information contained in the confidential application for free and reduced price meals (family income, address, etc.) may be released without written consent only to persons who operate or administer NSLP, SBP, CACFP, SFSP and the Special Supplemental Nutrition Program for Women, Infants and Children (WIC); the Comptroller General of the United States for audit purposes; and federal, state or local law enforcement officials investigating alleged violation of any of the programs listed above.

Nutrition and Menu Planning 1. Meals and snacks served for reimbursement will meet the recommendations of the most current Dietary

Guidelines for Americans. 2. Meals served for reimbursement will meet at least the minimum NSLP and SBP requirements for food item and

quantities.

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3. Meals served for reimbursement will:

a. Meet all calorie range requirements by grade level; b. Meet the maximum standards set for saturated fat; c. Meet the maximum standards set for sodium by grade level; and d. Meet the requirement for zero grams of trans-fats.

4. The district will use the offer versus serve option when serving NSLP lunches to senior high school students. High school students must take at least three of five food items including one-half cup of fruit or vegetable offered in program lunches.

6. The district will use the offer versus serve option when serving program breakfasts to senior high school

students. High school students must take at least three of four food items including one-half cup of fruit or vegetable offered in program breakfasts.

7. The district will use the offer versus serve option when serving program lunches to students below senior high

school grades. Students below high school grades will be required to take three of the five food items offered in program lunches.

8. The district will use the offer versus serve option when serving program breakfasts to students below senior

high school grades. Students below high school grades will be required to take three of the four food items including one-half cup of fruit or vegetable offered in program breakfasts.

9. A copy of the Board minutes adopting the offer versus serve policy for students below high school grades for

program lunches and/or for all students in the district for program breakfasts, as applicable, will be made available upon request.

Use and Control of Commodity Foods 1. The district will accept and use commodity foods in as large a quantity as may be efficiently utilized in the

reimbursable lunch and breakfast program. 2. The district will maintain necessary safeguards to prevent theft or spoilage of commodity foods. 3. The value of commodity foods used for any food production other than NSLP, and SBP shall be replaced in the

food service inventory. Accuracy of Reimbursement Claims 1. The district will claim reimbursement only for reimbursable meals served to eligible children. 2. All meals claimed for reimbursement will be counted at each dining site at a “point of service” where it can be

accurately determined that the meal meets NSLP and SBP requirements for reimbursement. 3. The person responsible for determining reimbursability of meals will be trained to recognize a reimbursable

meal under the menu planning approach used at the school.

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4. The district official signing the claim for reimbursement will review and analyze monthly meal counts to ensure accuracy of the claim, before submitting the claim to ODE.

5. Annually, by November15, the district will verify a random sample of applications according to NSLP verification

requirements. Instructions for completing the verification process will be sent by ODE to the district in October each year.

Food Safety and Sanitation Inspections 1. The district will maintain necessary facilities for storing, preparing and serving food and milk. 2. Annually, the district will schedule a food safety inspection with the county Environmental Health Department or

Oregon Department of Human Resources for each school or dining site under its jurisdiction. 3. The district will maintain health standards in compliance with all applicable state food safety regulations at each

school or dining site under its jurisdiction.

General USDA NSLP/SBP Requirements 1. The district will ensure that no student is denied a meal as a disciplinary action. 2. Breakfast will be served in the morning hours, at or near the beginning of the student’s school day. 3. Lunch will be served between the hours of 10 a.m. and 2 p.m. 4. The district will provide substitute foods for students who are determined by a licensed physician to be legally

disabled and whose disability restricts their diet. Substitutions will be provided only when a medical statement from the licensed physician is on file at the school. The medical statement must state the nature of the child’s disability and how the disability affects the child’s nutrition needs, and it must provide a medical prescription for substitute foods or texture modification. The district will not charge more than the price of the school meal, as determined by the child’s eligibility status, for substitute meals or foods.

5. The district will control the sale of competitive foods. 6. The district will ensure that potable drinking water will be available to students, free of charge for consumption, in the place where meals are served during meal service.3 7. The district will notify all households of its meal charge requirements early in the school year.

8. The sale of foods in competition with the district’s lunch (NSLP) or breakfast (SBP) programs will be allowed in

dining sites during lunch and breakfast periods with Board approval only when all income from the food sales accrues to the benefit of the district’s nutrition and food services or accrues to a school or student organization approved by the Board. A copy of the Board minutes approving and defining competitive food sales will be made available upon request.

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Record Keeping The following document will be maintained by the district for three years after the current school year or longer, in the event of an unresolved audit(s), until the audit(s) has been completed: 1. All currently approved and denied confidential application for free and reduced price meals and all current direct

certification documents; 2. Financial records that account for all revenues and expenditures of the district’s nonprofit nutrition and food

services programs; 3. Records (i.e., recipes, ingredient lists and nutrition fact labels or product specifications) that document the

compliance with nutrition standards for all competitive foods available for sale to students at a school campus; 4. Documents of participation data (i.e. meal counts) from each school in the district to support claims for

reimbursement; 5. Production and menu records; 6. Records to document compliance with Paid Lunch Equity; and 7. Records to document compliance with Revenue from Non-program Foods.

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1

Redmond School District 2J Board Work Session – August 10, 2016

Section D: Fiscal Management Policies Review Policy Code Policy Title Comments

DA Fiscal Management Goals District staff proposes revisions.

DB District Budget District staff proposes revisions.

DBA General Funding Contingency Appropriation

District staff proposes eliminating this policy because it is redundant with policy DBDB.

DBDB General Fund Unassigned Ending Fund Balance

District staff proposes revisions.

DBE Budget Preparation District staff proposes revisions.

DBEA Budget Committee District staff proposes revisions.

DBI Budget Amendment Procedures District staff proposes revisions.

DBK Budget Transfer Authority OSBA and district staff propose revisions.

DD Funding Proposals and Applications


DE/DEB/DEC Revenues from Private, State and Federal Sources

No revisions proposed.

DED District Education Foundation and Community Support Groups


DFA Investment of Funds District staff proposes revisions.

DFA-AR Investment of Funds OSBA and district staff propose revisions.

DFAB Investment of Bond Proceeds OSBA and district staff propose revisions.

DFG Income from Program-Related Sales and Services


DG Depository of Funds New policy proposed by District staff.

DGA Authorized Signatures OSBA and district staff propose revisions.

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2

Policy Code Policy Title Comments

DH Crime Coverage for Employees and Officers

OSBA and district staff propose revisions.

DI Fiscal Accounting and Reporting New policy proposed by District staff.

DIBA Insurance Reserve Fund OSBA and district staff propose revisions.

DIC Financial Reports and Statements


DID Property Inventories District staff proposes revisions.

DIE Audits OSBA and district staff propose revisions.

DJ District Purchasing OSBA and district staff propose revisions.

DJ-AR Expenditure of District Funds for Meals, Refreshments and Gifts

New policy proposed by OSBA with district staff proposed revisions.

DJB Petty Cash Accounts District staff proposes revisions.

DJC Bidding Requirements Not Included. New policy proposed by OSBA. District staff needs more time to review for compliance with District’s Board adopted Model Contract Rules.

DJC-AR Special Procurement and Exemptions from Competitive Bidding

Not Included. New AR proposed by OSBA. District staff needs more time to review for compliance with District’s Board adopted Model Contract Rules.

DJCA Personal Services Contracts Not Included. New policy proposed by OSBA. District staff needs more time to review for consistency with existing procedures.

DJCA-AR Personal Services Contracts Not Included. New AR proposed by OSBA. District staff needs more time to review for consistency with existing procedures.

DJFA Procurement and Credit Cards District staff proposes revisions.

DK Payment Procedures District staff proposes revisions.

DL Payroll New policy proposed by District staff.

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3

Policy Code Policy Title Comments

DLB Salary Deductions New policy proposed by District staff.

DLBA Advance Salary Payments No revisions proposed.

DLC Expense Reimbursements District staff proposes revisions.

DLC-AR Staff Travel Expenditures Guidelines

Revised and reviewed in February 2016. District staff proposes minor revisions.

DN Disposal of District Property New policy proposed by District staff.

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Fiscal Management Goals - DA 1-1

Redmond School District 2J Code: DA Adopted: 3/11/91 Readopted: 7/09/08 Fiscal Management Goals The Board will review the needs of the district annually, considering the strategic plan, needs in instruction, capital outlay, building improvements, reserve requirements and adjustments to accommodate any growth or decline of student enrollment or district area. The Board encourages the input of staff, students, parents and members of the community as a part of the review and recommendation process. After this evaluation, the Board will adopt fiscal goals for the school year. END OF POLICY Legal Reference(s): ORS 332.107

HR8/06/97│MW

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District Budget - DB 1-1

Redmond School District 2J Code: DB Adopted: 8/17/99 Readopted: 7/09/08 District Budget The district budget will serve as the financial plan of operation for the district and the management guide for accomplishing the goals and objectives of the district’s strategic plan. The budget and will include estimates of expenditures for a given period, and the purpose and the proposed means of financing the estimated expenditures. The Board shall approve the budget calendar, appoint the budget committee members and adopt the budget. The district may provide that for the budget and budget documents to be prepared on an annual or biennial basis. The district budget will be prepared in full compliance with Local Budget Law. The financial officerdirector of fiscal services will be designated by the Board as budget officer and will oversee the prepare preparation of the budget document. END OF POLICY Legal Reference(s): ORS 294.305 - 294.565 ORS 328.542 - 328.565

OR. DEP’T OF EDUC, PROGRAM BUDGET AND ACCOUNTING MANUAL.

3/02/07│MW

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General Funding Contingency Appropriation - DBA 1-1

Redmond School District 2J Code: DBA Adopted: 6/22/11 General Funding Contingency Appropriation (Is this 5% contingency set up separate from the 5% unassigned ending fund balance in DBDB?) This policy will help enable the Board to maintain financial stability for program continuity and public confidence. A minimum appropriation for contingency equal to 5% five percent of General Fund revenues will be established by the Board to responsibly enable the Ddistrict to meet unforeseen financial needs due to emergencies, changing needs and changing economic environment. The Board will establish this contingency level during the budget development process. All transfers from the contingency must receive Board approval. By establishing an appropriation for contingency, the Board is projecting that the minimum ending fund balance will be at least equal to the amount of the appropriation for contingency. Prior to the ending fund balance becoming less than projected, the Board will be notified by the superintendent of the possibility that the ending fund balance may fall below the minimum targeted level. The Board may then consider possible options to address the situation.

*** We propose eliminating this policy because it is redundant with policy DBDB. *** END OF POLICY Legal Reference(s): ORS 294.305 - 294.565 ORS 328.542 - 328.565

3/06/98│NC

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General Fund Unassigned Ending Fund Balance - DBDB 1-2

Redmond School District 2J Code: DBDB Adopted: 6/22/11 General Fund Unassigned Ending Fund Balance (Separate from 5% contingency in DBA?) The bBoard recognizes its responsibility to establish an unassigned fund balance1 in an amount sSufficient to: 1. Maintain financial stability for educational program continuity and public confidence;

2. Protect the Ddistrict from unnecessary borrowing in order to meet cash-flow needs; 3. Provide prudent reserves to meet unexpected emergencies and protect against catastrophic events; 4. Meet the uncertainties of state and federal funding; and 5. Help ensure a Ddistrict credit rating that would qualify the Ddistrict for lower interest costs and

greater marketability of bonds that may be necessary in the construction and renovation of school facilities.

Consequently, the Board directs the Ssuperintendent to manage the currently adopted budget in such a way as to ensure an unassigned ending fund balance of at least five (5) percent of total actual revenues. Therefore, the superintendent is charged with developing a budget with a minimum appropriation for contingency equal to five percent of General Fund budgeted revenues. If during the year there is significant deviation (either shortfall or excess) from five percent of total actual revenues, the superintendent will notify the Board. The Board may then consider possible actions to address the situation. In determining an appropriate unassigned ending fund balance, the Board will consider a variety of factors with potential impact on the Ddistrict’s budget including the predictability and volatility of its expenditures2; the availability of resources in other funds as well as the potential drain upon general fund resources from other funds3; liquidity4; and designations5. Such factors will be reviewed annually. END OF POLICY

1The Government Finance Officers Association (GFOA) recommends, at a minimum, that general purpose governments, regardless of size, maintain an unassigned fund balance in their general fund of no less than 5 to 15 percent of regular general fund operating revenues, or of no less than one or two months of regular general fund operating expenditures. The Oregon Association of School Business Officials recommends, at a minimum, an unassigned ending fund balance of no less than 3 to 8 percent of the general fund budget. In general practice, levels of fund balance, typically, are less for larger governments than for smaller governments because of the magnitude of the amounts involved and because the diversification of their revenues and expenditures often results in lower degrees of volatility. 2Higher levels of unreserved fund balance may be needed if significant revenue sources are subject to unpredictable fluctuations or if operating expenditures are highly volatile. 3The availability of resources in other funds may reduce the amount of unreserved fund balance needed in the general fund, just as deficits in other funds may require that a higher level of unreserved fund balance be maintained in the general fund. 4The disparity between when financial resources actually become available to make payments and the average maturity of related liabilities may require that a higher level of resources be maintained. 5The need to maintain a higher level of unreserved fund balance to compensate for any portion of unreserved fund balance already designated for a special purpose.

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General Fund Unassigned Ending Fund Balance - DBDB 2-2

Legal Reference(s): ORS 294.311(18) ORS 294.371 ORS 332.107 3/01/04│NC

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Budget Preparation - DBE 1-1

Redmond School District 2J Code: DBE Adopted: 3/11/91 Readopted: 7/09/08 Budget Preparation (Capitalization of Budget Committee is inconsistent. See DBEA, DBI.) The superintendent has the overall responsibility for budget preparation and will develop such procedures necessary to ensure that the proposed budget reflects all areas of school operation. The superintendent and administrative staff will establish budget priorities for the district and will make appropriate recommendations related to those priorities to the Board and Budget budget Committeecommittee. The superintendent or designee will deliver the budget message and actual budget document to the budget committee when the message and budget have been completed and are ready for presentation. END OF POLICY Legal Reference(s): ORS 294.305 - 294.565 ORS 328.542 - 328.565

OR. DEP’T OF EDUC, PROGRAM BUDGET AND ACCOUNTING MANUAL. OR DEP’T OF REVENUE, LOCAL BUDGETING MANUAL.

8/15/01│NC

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Budget Committee - DBEA 1-3

Redmond School District 2J Code: DBEA Adopted: 11/18/97 Readopted: 7/09/08 Budget Committee The budget committee will have the responsibility for reviewing the financial programs of the district, reviewing the proposed district budget as presented by the superintendent and recommending an annual or biennial district budget in keeping with the provisions of applicable state laws. By law, the budget committee is charged with making recommendations concerning financial priorities. Educational policy decisions, however, are the responsibility of the Board, not the budget committee. The committee does not have the authority to add programs or to approve additional personnel or increase salaries. While the committee may, in effect, delete programs because of a fund decrease, the committee is charged primarily with a fiscal evaluation of programs. The committee may, alternatively, set an amount that changes the recommended budget and may request the administration make such changes in accordance with priorities set by the Board. The district Budget budget Committee committee will consist of the five members of the Board and five electors members appointed by the Board as required by law. To be eligible for appointment, the appointive member must: 1. Live and be registered to vote in the district;

2. Not be an officer, agent or employee of the district. No budget committee member may receive any type of compensation from the district. The Board has the authority to appoint additional members to serve in an advisory capacity during the budget process. No later than October of each year, the Board will identify vacant budget committee positions which must be filled by appointment of the Board. The Board will announce the vacancies and receive applications from interested persons during the month of November. Such applications will include a signed statement that the applicant is willing to serve as a member of the budget committee and to adhere to the policies of the district. The Board may appoint budget committee members to as many consecutive terms as deemed appropriate. In November, the Board will review the qualifications of the persons filing new applications and those of previous members who are willing to be reappointed. At the first regular meeting in December, the Board will appoint persons to fill the vacant positions. If the district elects to prepare an annual budget, the appointive committee members of the budget committee will be appointed for three-year terms. The terms will be staggered so that, as near as practicable, one-third of the appointive members’ terms end each year. If the district elects to prepare biennial budget, the appointive committee members of the budget committee will be appointed for four-year terms. The terms will be staggered so that, as near as practicable, one-fourth of the appointive members’ terms end each year. If any appointive member is unable to complete the term for which he/she was appointed, the Board will announce the vacancy at the first regular Board meeting following the

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committee member’s resignation or removal. An appointment to fill the position for its unexpired term will be made at the next regular Board meeting. Terms of the appointed members will be three years each with appointments made so that, as nearly as possible, the terms of one third of the members expire each year. The Board will establish appropriate timelines and procedures for appointment of Budget Committee members. At its first meeting after appointment, the budget committee will elect a presiding officer from among its members. It may also establish other ground rules as necessary for successful operation of the committee. A majority of the constituted committee is required for passing an action item. Majority for a 10-member Budget budget Committee committee is six. Therefore, if only six members are present, a unanimous vote is needed for passing an action item. Presiding Officers and Orientation of Budget Committee 1. Organization: The Budget Committee will hold its first regular organizational meeting on a day set

by the Board. A presiding officer shall be elected from among its members at this meeting. Such meeting may be prior to or on the date the budget message and document are presented.

2. Background Information: Budget Committee members will be provided with data for the ensuing

year, such as the Board’s educational plan, and other pertinent material bearing on the preparation of a school budget.

Meetings of the Budget Committee The Budget budget Committee committee shall hold one or more meetings to receive the budget message, receive the budget document and to provide members of the public with an opportunity to ask questions about, and comment on the budget document. The Budget budget Committee officer shall announce the time and place for all such meetings, as provided by law. All meetings of the Budget budget Committee committee are open to the public. The budget committee may request from the superintendent or director of fiscal services any information used in the preparation of, or for making revisions to the budget document. The committee may request the attendance of any district employee at its meetings. The budget committee will approve the budget document as submitted by the superintendent or as subsequently revised by the committee. After approval of the original or revised budget document, the budget committee’s duties cease. The hearing on the approved budget is held by the Board. Function of the Budget Committee It is the function of the Budget Committee to approve budget estimates for an educational plan previously determined by the Board. No new program should be considered for the budget estimate that has not previously been submitted to the Board and approved as a part of the educational plan. The Budget Committee will determine levels of spending, but will not determine programs.

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Final Action The Budget Committee will approve an estimated budget document for submission to the Board. END OF POLICY Legal Reference(s): ORS 174.130 ORS 192.610 to -192.710 ORS 294.305 to -294.565

HR3/07/02│MW

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Budget Amendment Procedures - DBI 1-1

Redmond School District 2J Code: DBI Adopted: 11/18/97 Readopted: 7/09/08 Budget Amendment Procedures The budget estimates and proposed ad valorem property tax levy amount or rate of any fund as shown in the budget document may be amended by the Board prior to adoption. Such amendment may also be made following adoption if the amendments are adopted prior to the commencement of the fiscal year to which the budget relates. The amount of estimated expenditures for each fund in an annual budget, however, shall not be increased by more than $5,000 or 10 percent of the estimated expenditures, whichever is greater. The amount of estimated expenditures for each fund in a biennial budget may not be increased by more than $10,000 or 10 percent of the estimated expenditures, whichever is greater. The amount of the total ad valorem property tax amount taxes or rate to be certified shall not exceed the amount approved by the budget committee unless the amended budget document is republished and another public hearing is held as required by law. END OF POLICY Legal Reference(s): ORS 294.435 ORS 294.480

3/07/02│MW

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Budget Transfer Authority - DBK 1-1

Redmond School District 2J Code: DBK Adopted: 3/11/91 Readopted: 7/09/08 Orig. Code(s): DBK Budget Transfer Authority The adopted budget is a financial plan which may be subject to change as a result of circumstances or events occurring during the fiscal year. All appropriation transfers shall be made as follows: Intrafund Appropriation Transfers Transfers between the levels of appropriation for major functions must be made by official resolution of the Board stating the need for the transfer, the purpose and the amount. Transfers of general operating contingency appropriations which in aggregate during a fiscal year or budget period exceed 15 percent of the total appropriations of the fund may be made only after the adoption of a supplemental budget prepared for that purpose. The superintendent or designee has the authority to approve transfers between programs and/or object codes within the same level of appropriation. Interfund Appropriation Transfers Transfers from the general fund to any other fund are authorized when completed by official resolution of the Board stating the need, the purpose and the amount. Appropriations transfers from any special revenue fund to the general fund or any other special revenue fund are prohibited.will comply with applicable statutes. Transfers of general operating contingency appropriations which in aggregate during a fiscal year or budget period exceed 15 percent of the total appropriations of the fund may be made only after the adoption of a supplemental budget prepared for that purpose. END OF POLICY Legal Reference(s): ORS 294.463

HR5/27/10│PH

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Funding Proposals and Applications - DD 1-1

Redmond School District 2J Code: DD Adopted: 3/11/91 Revised/Readopted: 7/09/08; 12/18/13 Funding Proposals and Applications The Board has as its primary mission the education of district students according to adopted goals and objectives. To this end all legal and worthwhile financial resources will be pursued. Grants may become available from private, federal or state sources. The district will pursue those grants that will assist the district in meeting the adopted goals and priorities of the current instructional programs, or will create facilities, support the purchase of equipment or otherwise assist in implementing such programs as the Board has previously considered/approved. The Board directs the superintendent or designeethat each district decision to pursue outside funding recognizing considers the obligations, expectations or encumbrances which will exist when the grant or other outside funding ceases. The district shall pursue grants-in-aid that will assist the district in meeting adopted goals and objectives of the curriculum or in creating facilities or in purchasing equipment. Districtwide grant applications shall be reviewed and authorized by the Ssuperintendent or designee prior to submission. If appropriate, the Ssuperintendent will share the grant application with the Board at its next regular meeting. The Board reserves the right to reject funds associated with any grant which has been approved. END OF POLICY Legal Reference(s): ORS 294.100 ORS 294.305 to -294.565

ORS 332.075

HR8/06/97│MW

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Revenues from Private, State and Federal Sources - DE/DEB/DEC 1-1

Redmond School District 2J Code: DE/DEB/DEC Adopted: 3/11/91 Readopted: 7/09/08 Revenues from Private, State and Federal Sources The Board may authorize, accept and use private, state or federal funds available to the district to carry out district educational programs. The district will comply with all regulations and procedures required for receiving and using such funds. END OF POLICY Legal Reference(s): ORS 294.305 - 294.565 ORS 332.107

12/28/00│MW

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Education Foundation - DED 1-1

Redmond School District 2J Code: DED Adopted: 3/11/91 Readopted: 7/09/08 District Education Foundation and Community Support Groups The district acknowledges and appreciates the desire of school-related support groups to enhance school programs and activities by making financial and in-kind contributions. Such groups include, but are not limited to, parent-teacher associations, parent-teacher clubs, booster clubs, community associations and support groups for a particular sport or activity. Generally, the purposes for such contributions are identified by the officers of the support group in consultation with the principal and/or sport or activity advisor. The Board authorizes the establishment and incorporation of a foundationthe Redmond Education Foundation for the purposes of accepting, holding and administering funds and gifts to the district for special and general purposes. The purposes of funds administered by the foundation may include scholarships, student aid, capital improvement projects, improvement and extension of programs and other activities of benefit to the district and its students. Both the Board and the foundation board of directors will receive an annual report for all resources received and distributed. The foundation will be incorporated under Oregon Revised Statutes and registered as a separate from the district, tax exempt corporation under Section 501 of the Internal Revenue Service (IRS) Code. The foundation will be governed by a board of directors whose selection, membership and functions will be set forth in the foundation’s bylaws. The foundation and other school-related support groups are not legal components of the district. Each group must have its own tax identification number, own bank account and is be directly responsible for compliance with IRS and state reporting and disclosure requirements. School-related support group fundraising efforts must be approved by the school principal in advance. END OF POLICY Legal Reference(s): ORS 294.305 - 294.565 ORS 332.107

ORS 332.155

3/21/00│NC

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Investment of Funds - DFA 1-2

Redmond School District 2J Code: DFA Adopted: 8/17/99 Readopted: 7/09/08 Investment of Funds The Board may authorize the investment or reinvestment of funds which are not immediately needed for operation of the district. Such investments will comply with state law and the State Board of EducationOregon Administrative rRules. The financial officer superintendent or designee will develop criteria for the appropriate investments of district funds and report this to the Board on a regular basis . At certain times during the course of the fiscal year, there will be available funds that are in excess of immediate operational needs of the district. The Board directs that the district invest such excess funds in accordance with applicable Oregon Revised Statutes. Authority The Board delegates to the director of fiscal services or designee, the responsibility of investment portfolio manager. The portfolio manager is responsible for investment decisions and activities, under the direction of the superintendent. The portfolio manager will maintain written procedures for the operation of the investment program, consistent with related policies. Objectives There are three principles that will guide the portfolio manager in implementation of this policy: 1. The primary objective of investment activities is the preservation of capital and the protection of

investment principal. In investing public funds, the district will not assume unreasonable investment risk to obtain investment income. In all investment activities, the portfolio manager will follow the prudent investor rule, which states, “Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.”;

2. Adequate liquidity to meet daily funds needs for payment of district operating requirements which

might be reasonably anticipated will be the second objective of the portfolio manager; 3. The third objective of the portfolio manager will be optimization of investment earnings consistent

with adherence to the objectives. Reporting Requirements

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Investment of Funds - DFA 2-2

The portfolio manager shall prepare daily and monthly reports for management purposes. Additionally, the Board will be provided quarterly reports which will include data providing information such as dealer name, type of investment, issue date, maturity date, rate of interest and principal invested as well as any further data or narrative explaining the basis of the investment decision. As soon as practical after the end of the fiscal year, a comprehensive annual report on the investment program and investment activity shall be presented to the Board. END OF POLICY Legal Reference(s): ORS 294.033 ORS 294.035

ORS 294.125 ORS 294.135

ORS 294.145 ORS 294.155

R10/22/01│MW

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Investment of Funds - DFA-AR 1-3

Redmond School District 2J Code: DFA-AR Revised/Reviewed: 7/09/08; 12/16/09 Investment of Funds These regulations are issued for the guidance of the superintendent or designeeportfolio manager in the day-to-day operation of the investment program. These regulations apply to activities of the superintendent or designeeportfolio manager with regard to investing the financial assets of all excess funds of the district including the General Fund, Special Revenue Funds, Capital Project Funds, Internal Services Funds and any and all Trust and Agency Funds under the control and direction of the district. The superintendent or designeeportfolio manager will routinely and actively monitor the contents of the investment portfolio, the available markets and the relative values of competing investments and will adjust the portfolio accordingly. The superintendent or designee, acting in accordance with these procedures and exercising due diligence, shall not be held personally responsible for a specific security’s credit risk or market price changes, provided that these deviations are reported as soon as practical and that appropriate action is taken to control adverse developments. All investments will be carried at cost. Gains or losses from investments will be credited or charged to investment income at the time of sale. Premiums or discounts on securities may be amortized over the life of the security. Diversification of Maturity 1. The district shall attempt, to the maximum extent possible, to match investment maturity schedules

with anticipated cash flow requirements. In no event, unless specifically matched to specific requirements such as capital construction projects for which an active short-form investment policy is in place, bond sinking funds or reserves, will the district invest in securities having a maturity more than 18 months from the date of purchase.

2. Investment maturities for operating funds shall be scheduled to coincide with projected cash flow

needs. 3. In determining the amount of excess funds available for investment purposes, the superintendent or

designeeportfolio manager will maintain cash flow projections and schedules as well as a historical record of expenditures and receipts. These forecasts and schedules will be reviewed and updated as required to reflect actual conditions as they exist.

Qualified Institutions for Investment Purchases 1. The district shall evaluate each financial institution (as used herein, the term is meant to include

brokers/dealers) from whom it purchases investments as to financial soundness at least once annually. Investigation may include review of the most recent Consolidated Report of Condition (“call” report), rating reports, financial statements as well as analysis of the particular institution’s management, profitability, capitalization and asset quality. The Oregon State Treasury’s Public

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Funds Collateralization Program may be relied on to determine the level of risk associated with bank investments.

2. Any financial institution with whom the district wishes to do business shall provide financial data at

the request of the superintendent or designeeportfolio manager. The information will be reviewed by the superintendent or designeeportfolio manager who will decide on the soundness of the institution before adding that institution to those that are on the approved qualified institution list for the district. The district reserves the right to be selective and to add or delete institutions from the approved list at will. The Oregon State Treasury’s Public Funds Collateralization Program may be relied on to determine the level of risk associated with bank investments.

3. The superintendent or designeeportfolio manager will maintain a qualified institution list. A

financial institution must be on this approved list prior to transacting any business with the district. A basic requirement for inclusion on the approved listing is a capital adequacy ratio in excess of 120 percent (1.2 to 1). The Oregon State Treasury’s published list of “Qualified Depositories for Public Funds” may be relied on as a qualified institution list.

4. All approved financial institutions must be chartered in Oregon and insured by either the FDIC or

FSLIC. 5. Brokers or dealers not affiliated with a bank shall have offices located in Oregon, be classified as

reporting dealers affiliated with the New York Federal Reserve Bank as primary dealers, or be required to meet capital adequacy requirements.

Diversification of Instrument of Investment 1. The superintendent or designeeportfolio manager will diversify the investment portfolio to avoid

incurring unreasonable risks inherent in over investing in specific instruments, individual institutions or maturities. The superintendent or designeeportfolio manager will consult with the Board appointeddirector of fiscal services’ advisory Finance Committee regarding investment activities. Monthly Quarterly reports reflecting district investments will be distributed to the director of fiscal services’ advisory Finance Committee and to the Board. (Current? Are these meetings and reports happening?)

2. Time certificates of deposit: In purchasing a time certificate of deposit (TCD), the superintendent or

designeeportfolio manager will not invest an amount which is more than 20 percent of the total deposits of any single institution. In addition, the total amount invested in TCD will not exceed 25 %percent of the Ddistrict’s total portfolio at the time the investment is made. As required by Oregon Revised Statutes, the portfolio managerportfolio manager will be responsible to ensure that a Certificate of Participation has been presented by the issuing institution to cover an outstanding TCD above the statutory level of insurance provided by FDIC. The district will always require full collateralization on all TCD investments.

3. Banker’s acceptances: All banker’s acceptances (BAs) will be purchased from an Oregon chartered

financial institution. 4. Repurchase Agreements: All repurchase agreements will be collateralized 110 percent by U.S.

Government or Agency obligations. All collateral will be held by third party safekeeping. A signed repurchase agreement will be obtained from the issuing institution.

5. U.S. Treasury Obligations: No limits on purchase.

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6. U.S. Government Agency Securities: No limits on purchases other than limit on concentration of 33

percent in any one type issue. 7. Local Government Investment Pool: The LGIP limits investment to accounts not to exceed the

inflation-adjusted maximum under Oregon Revised Statute (ORS) 294.810. Other than this limitation, there is no limit to the amount that can be invested in the pool, although the pool does not collateralize or deliver investment instruments.

8. Diversification Guidelines: Investments will be consistent with statutory requirements under ORS

294.035 and Oregon Short Term Fund rules and recommendations.

02/22/11│MS

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Short-Form Investment Policy - DFAB 1-3

Redmond School District 2J Code: DFAB Adopted: 12/08/08 Short-Form Investment PolicyInvestment of Bond Proceeds

Bond Issue Description _________________________ Policy Statement Oregon Revised Statutes (ORS) Section 294.135 and ORS 294.052 generally requires a local government to have its investment policy reviewed by the Oregon Short Term Fund Board (“OSTFB”) before the local government adopts the policy and makes investments that are longer than 18 months from their purchase date. The Redmond School Districtdistrict may wish to invest its bond proceeds longer than 18-months to match investment maturity dates to the expected schedule for payment of construction costs. The OSTFB has made this short-form policy available to local governments that desire to invest only bond proceeds or bond related funds described in ORS 294.052 for more than 18 months, and that desire expedited review by the OSTFB before the investment policy is adopted. This short-form policy contains very substantial limitations and does not provide Redmond School the Ddistrict with the controls or flexibility that a comprehensive investment policy should provideprovides. Scope This investment policy applies only to the investment ofto bond proceeds or bond related funds described in ORS 294.052 or ORS 294.135. All other funds of the Redmond School Ddistrict that are subject to ORS 294.135 will be invested for a duration less than 18 months. Objective The primary objectives, in order of priority, for the Redmond School Ddistrict’s investment under this policy are as follows: 1. Legality: The investments will be in compliance with all statutes governing the investment of public

funds in the Sstate of Oregon. 2. Liquidity: The investments will be made in a manner that generates sufficient cash flow to meet the

expected project cost schedule. A liquidity component of at least 10 %percent of the current bond proceed balance will be maintained in cash and/or the Local Government Investment Pool ( LGIP) fund, assuming that this amount is within ORS 294.810 restrictions.

3. Safety: Investments are limited to U.S. Treasury and non-callable fixed rate Government Sponsored

Enterprise and Agency securities described in Section 8.0, below under “Authorized and Suitable Investments”.

4. Yield: The yield will be dependent on the timing of the investments. Delegation of Authority

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The superintendent or designee is responsible for all investment decisions. Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business activity that may conflict with the proper execution of the investment program, or may impair their ability to make impartial investment decisions. Authorized Financial Dealers and Institutions The superintendent or designee will maintain a list of dealers with whom they are authorized to do business. These may include “primary” dealers or regional dealers that qualify under SEC Rule 15C3-1 (uniform net capital rule). If an investment advisor is hired, the advisor may execute directly with the approved dealers. Investment Advisory Services: The Redmond School Ddistrict may seek outside investment advisory services to assist with the investment of bond proceeds. The services will be nondiscretionary and the advisor shall be required to act with fiduciary responsibility. Authorized and Suitable Investments Only the following investments may be purchased under this policy: 1. Obligations of the U.S. Government;:

a. U.S. Treasury Notes, Bonds and Bills. b. Senior unsecured debt obligations guaranteed by the Federal Deposit (TLGP).

2. Obligations and guarantees of U.S. Government agencies, corporations wholly owned by the U.S.

Government or any Government Sponsored Enterprises (GSE’s): Specific listing:

a. Federal Home Loan Bank - FHLB. b. Federal Farm Credit Bank - FFCB. c. Federal Home Loan Mortgage Corporation - FHLMC. d. Federal National Mortgage Association - FNMA.

3. All treasury and agency securities must be non-callable with a fixed rate. 4. Oregon Short-Term Fund - LGIP. Safekeeping and Custody All security transactions entered into by the entity will be conducted on a delivery versus-payment (DVP) basis. Securities may be held in safekeeping by a third party custodian designated by the superintendent or designee.

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Diversification The Redmond School Ddistrict will diversify the total bond project funds by issuer. Diversification by Issuer: 1. U.S Treasury Issues - Up to 100 %percent. 2. Agency (GSE’s) - Up 33 %percent per issuer limited to issues from FHLB, FFCB, FHLMC and

FNMA. 3. LGIP/Cash - Minimum of 10 %percent of bond proceeds, maximum is the lesser of 100 %percent or

the amount permitted by ORS 294.810. Maximum Maturities Maximum Maturity of Single Issue 3 years Reporting Requirements The superintendent or designee shall prepare quarterly and annual investment reports summarizing the investment portfolio as to types of investments, earnings, maturities, cost, transactions and mark-to-market values. Internal Controls and Accounting Method The Ssuperintendent or designee, in conjunction with the Secretary of State’s officetheir respective auditor, will evaluate conformance of the portfolio with the Investment of Bond Proceeds Policy and audit internal controls. The Redmond School Ddistrict shall comply with all required legal provisions and Generally Accepted Accounting Principles (GAAP) relating to investment accounting. Investment Policy Adoption This policy must be reviewed and adopted annually by the Redmond School Board and minutes sent to the Oregon State Treasuryapplies only to the specified bond proceed issue identified in the Title Section of this policy.

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Income from Program-Related Sales and Services - DFG 1-1

Redmond School District 2J Code: DFG Adopted: 3/11/91 Readopted: 7/09/08 Income from Program-Related Sales and Services Certain professional technical activities undertaken in the district’s career technical education (CTE) programs allow provide the opportunity for students to charge the public for goods and services. These activities are designed for educational purposes and not to compete with community businesses. Charges for work performed and goods sold through these CTE activities will be kept current withat prevailing regional costs for the service or item. Money collected for the sale of goods or services by students engaged in CTE activities will be deposited in the appropriate district fund and used to offset the cost of any materials used in the manufacturing of the good for sale. END OF POLICY Legal Reference(s): ORS 294.305 - 294.565

HR5/12/01│MW

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Depository of Funds - DG 1-1

Redmond School District 2J Code: DG Adopted:

Depository of Funds The Board will, at its June meeting as part of the Annual Procedural Business or at other times deemed necessary by the Board, designate one or more financial institutions which meet district, state and federal guidelines as the official depository of district funds. The superintendent shall act as the custodian of all district funds. END OF POLICY Legal Reference(s): ORS 294.805 – 294.895 ORS 328.441

ORS 328.445

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Authorized Signatures - DGA/DGB 1-1

Redmond School District 2J Code: DGA/DGB Adopted: 5/18/99 Readopted: 7/09/08 Authorized Signatures (Recommend recoding to just DGA, the additional DGB is not necessary.) The Board will, at its annual organizational meeting following July 1June meeting as part of the Annual Procedural Business or at other times deemed necessary by the Board, authorize the superintendent and designees to sign district checks. Only one signature is required for checks up to $2,500. The Board may authorize the use of facsimile signatures by those persons authorized to sign district checks. Checks over $2,500 (except for payroll checks) require two signatures, only one of which may be a facsimile. END OF POLICY Legal Reference(s): ORS 294.120 ORS 328.441

ORS 328.445

HR2/10/04│MW

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Bonded Employees and Officers - DH 1-1

Redmond School District 2J Code: DH Adopted: 5/08/02 Revised/Readopted: 7/09/08; 6/27/12 Bonded Crime Coverage for Employees and Officers All district employees responsible for funds, fees, cash collections or inventory control will be bonded or covered by insurance sufficient to protect the district against loss in an amount determined by the Board and upon recommendation of the district’s agent-of-record. In compliance with Oregon statutes and administrative rules, the individual fidelity bond or equivalent crime coverage shall cover the superintendent (designated as Custodian of Funds and School Clerk) and other individuals as deemed necessary by the Board for a minimum coverage amount of $50,000. The district will pay the cost of such bondsbond or coverage. END OF POLICY Legal Reference(s): ORS 328.441 ORS 332.525

OAR 581-022-1720

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Fiscal Accounting and Reporting - DI 1-1

Redmond School District 2J Code: DI Adopted:

Fiscal Accounting and Reporting The district will maintain an accounting and reporting system that conforms to Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards Board (GASB) statements, Oregon local budget law and other applicable federal and state laws and regulations. END OF POLICY Legal Reference(s): ORS 294.305 – 294.565 OAR 581-023-0035 OR. DEP’T OF EDUC, PROGRAM

BUDGET AND ACCOUNTING MANUAL

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Insurance Reserve Fund - DIBA 1-1

Redmond School District 2J Code: DIBA Adopted: 3/11/91 Readopted: 7/09/08 Insurance Reserve Fund The Board recognizes that the district incurs certain losses not covered by insurance policies; therefore, an insurance reserve fund will be established. The fund will cover, but is not limited to, the following incidents: 1. District property damage not in excess of current deductible; 2. Theft of district property not covered by insurance.; 3. Theft and damage of personal property in excess of [$2550] where said property is a condition of

employment; 4. Theft and damage to student personal property in excess of [$2550] on school grounds where said

property has been required for academic purposes, or property for school-sponsored fund-raising activities.

In cases where a claim is filed for theft, a report must have been made to local law enforcement officials before consideration. Funding will be by appropriation as determined by the budgeting process. END OF POLICY Legal Reference(s): ORS 30.310 - 30.400 ORS 332.437

3/07/02│MW

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Financial Reports and Statements - DIC 1-1

Redmond School District 2J Code: DIC Adopted: 3/11/91 Readopted: 7/09/08 Financial Reports and Statements Appropriate staff member(s) will be available at any Board meeting, upon the Board’s request, to respond to questions and to present current financial information. The superintendent will notify the Board at any time of substantial deviations in the anticipated revenues and/or expenditures. The Board will receive and approve financial reports on a recurring basis that may include estimates of expenditures for the major general fund accounts in comparison to budget appropriations, actual receipts revenues in comparison to budget estimates and the district’s overall cash and fund balance condition. Supplementary reports on other funds or accounts will be furnished upon request of the Board or superintendent. Appropriate staff member(s) will be available at any Board meeting, upon the Board’s request, to respond to questions and to present current financial information. The superintendent will notify the Board at any time of substantial deviations in the anticipated revenues and/or expenditures. The Board will receive a pre-audit report recapping the year-end closure of financial statements prior to the the district’s Comprehensive Annual Financial Report (CAFR) and a presentation of annual audit results by the district’s authorized accountantauditor at the next regular Board meeting following the issuance of the CAFR. END OF POLICY Legal Reference(s): ORS 294.155 ORS 294.311 ORS Chapter 297 ORS 328.465

ORS 332.105 OAR 162-010-0000 to -0330 OAR 162-040-0000 to -0160

OAR 581-023-0037

OR. DEP’T OF EDUC, PROGRAM BUDGET AND ACCOUNTING MANUAL.

HR4/03/01│NC

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Property Inventories - DID 1-1

Redmond School District 2J Code: DID Adopted: 1/08/03 Readopted: 7/09/08 Property Fixed Asset Inventories The district will maintain a formalized program of accountability and controls over district fixed assets. an This program will include an inventory and accounting of all fixed assets and related depreciation in accordance with Governmental Accounting Office (GAO) standardsthe appropriate Governmental Accounting Standards Board (GASB) statement(s). The district’s inventory will be updated as necessary to include fixed assets purchased and disposed annually to include property newly purchased and disposed. Fixed assets includes all district-owned property such as land, buildings, improvements to property other than buildings (i.e., parking lots, athletic fields, playgrounds, etc.), vehicles and equipment with a values greater than $10,0005,000 and as otherwise defined by the Program Budget and Accounting Manual, published by the Oregon Department of Education. Fixed assets with a value greater than $5,000 are depreciable. Other district supplies with a value greater than [$200] will be included as part of the district’s [annual] inventory. In addition, property records will be maintained for all musical instruments and computers. Other district equipment or tangible property with a value of less than $5,000 that are important to control for management purposes will be inventoried and, if appropriated, labeled with an asset tag for tracking. Current records shall be maintained for the receipt, distribution, disposal and inventory of commodity foods as required by federal law. The Board may authorize the employment of an appraisal company to assist with the inventory procedure. END OF POLICY Legal Reference(s): ORS 332.155 OR. DEP’T OF EDUC, PROGRAM BUDGET AND ACCOUNTING MANUAL.

HR10/22/98│MW

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Audits - DIE 1-1

Redmond School District 2J Code: DIE Adopted: 11/18/97 Readopted: 7/09/08 Audits An audit of all district accounts will be made annually by an independent firm of certified public accountants selected by the bBoard from the roster of an authorized licensed municipal accountant auditors maintained by the Oregon Board of Accountancyselected by the Board in accordance with Oregon law. The audit examination will be conducted in accordance with minimum auditing standards established by the Secretary of State. The cost of the audit will be a charge against district funds. At least Eevery [three]five years, the Board will review the contract with the audit firm and, if necessary, solicit requests for proposals from qualified firms licensed to perform municipal auditors in the state of Oregon. The cost of the audit will be a charge against district funds. A copy of the audit report will be presented to the Board. The superintendent will submit a copy of the audit report to the Oregon Department of Education and to the Oregon Secretary of State, Audit Division. END OF POLICY Legal Reference(s): ORS 294.155 ORS Chapter 297

ORS 327.137 ORS 328.465

OAR 581-023-0037

12/28/00│MW

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District Purchasing - DJ 1-2

Redmond School District 2J Code: DJ Adopted: 8/17/99 Readopted: 7/09/08 District Purchasing The function of district purchasing is to serve the district’s educational programs by providing the necessary supplies, equipment and services. Items commonly used in the schools, their subdivisions and other district departments will be standardized whenever consistent with educational goals and in the interest of efficiency or economy. The superintendent or designee is appointed by the Board to serve as purchasing agent. He/she will be responsible for developing and administering the district’s purchasing program. No obligation may be incurred by any officer or employee of the Board district unless that expenditure has been authorized in the budget or by specific Board action and/or Board policy. In all cases calling for the expenditure of district money, except payrolls, a requisition and purchasing purchase order system must be used unless an alternative purchasing method is authorized by the director of fiscal services. No purchase, with the exception of a petty cash purchase, an authorized credit card purchase, a utility payment, an approved open account purchase under $25, a reimbursement submitted on an approved reimbursement form, or certain contracts executed by the board, will be authorized unless covered by an approved purchase order approved in advance of the purchase, with the exception of petty cash purchases under $25, pre-authorized employee reimbursements, and credit or procurement card purchases under $1,000 or an emergency situation as determined by the superintendent. No bills invoices will be approved for payment unless purchases were made on approved orderswith an approved purchase order or alternative purchasing method as approved by the director of fiscal services. The superintendent and designee are authorized to issue all purchase orders, contracts or agreements without prior approval of the Board where formal bidding procedures are not required by law and when current budget appropriations are adequate to cover such obligations.The superintendent, director of fiscal services or designee is authorized to enter into and approve payment on contracts obligating district funds not to exceed $150,000 for products, materials, supplies, capital outlay and services that are within current budget appropriations. The Board shall approve all contracts that are collective bargaining agreements or service contracts that include the provision ofprovide for the outsourcing of labor traditionally performed by district employees, such as custodial, food service and transportation services. The financial officerdirector of fiscal services or designee will review bills invoices due and payable for the purchase of supplies and services to determine if they are within budget amounts. After appropriate administrative review, the financial officerdirector of fiscal services or designee will direct payment of the just claims against the district. The superintendent and financial officer aredirector of fiscal services or designee is responsible for the accuracy of all bills invoices and payment vouchers. No Board member, officer, employee or agent of the school district shall use their official position to obtain financial loss or gain or for avoidance of financial detriment for themselveshimself/herself, a relative or for any business with which the Board member, officer, employee, agent or a relative is associated. or any member of their household in any contract entered into by the Board, including aAcceptance of any gratuities, financial or otherwise, from any supplier of materials or services to the district by any Board member, officer or employee of the district is prohibited.

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District Purchasing - DJ 2-2

The superintendent or designee shall develop administrative regulations necessary to implement this policy. END OF POLICY Legal Reference(s): ORS 244.040 ORS Chapters 279, 279A, 279B, 279C ORS 294.311

ORS 328.441 - 328.470 ORS 332.075

OAR 125-055-0040

HR2/18/05│PD

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Expenditure of District Funds for Meals, Refreshments and Gifts - DJ-AR 1-2

Redmond School District 2J Code: DJ-AR Revised/Reviewed: Expenditure of District Funds for Meals, Refreshments and Gifts The district recognizes there may be occasions when it is appropriate for Board members, administrators and others to expend district funds in the course of conducting district business to provide meals or refreshments (i.e., bakery goods, snacks, fruit, punch, coffee, tea, soft drinks, etc.). The purchase of gifts may also be approved, in certain situations. Such occasions may include, but are not limited to, various district and building level meetings, gatherings to celebrate district successes or recognize individual achievements, contributions or outstanding service to the district and other district and school-sponsored activities. Such expenditures may be made with prior [Board] [superintendent] superintendent or designee approval only, subject to the provisions of this administrative regulation. The use of district funds, as used in this regulation, means the use of money funds in any of the general accounts of themaintained by the district. This includes the General Fund, Food Service Fund, grant funds and others. It also includes money in student body accounts held at each school that are derived from any student activity or from parent organizations contributions. Exceptions are funds collected from staff members or others for the specific purpose of providing gifts or parties. It is also recognized that buildings may have established a “social fund” or “sunshine fund” to which each staff member may voluntarily contribute. Such funds are generally used for birthday recognition, bereavement and illness acknowledgment activities, etc. These funds are to be kept separate and discrete from any district funds, and will not be included in any district accounting. These funds They are thereby are also exempt from the following requirements. Meals and Refreshments District funds may be used to pay for individual or group meals only if official district business is being conducted during the time in which the meal is provided and only if the meal provides a particularly practical time or setting for the discussion, consistent with Board policy and the following: 1. Meals may be provided by the district to recognize the contributions of staff, through retirement

dinners or other recognition events; 2. Meals may be provided by the district as a part of Board or administrative work sessions, at district

or building-level committee meetings or other district-approved activities. Meals not directly business related may be provided to staff or others at the individual’s expense only. Board members, principals and other district administrative staff may use district funds to provide refreshments for staff, parents or others at meetings, in-service programs or other similar district or school-sponsored activities, not to exceed [$ ] per participant and subject to the following additional requirements:

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Expenditure of District Funds for Meals, Refreshments and Gifts - DJ-AR 2-2

1. The purchase of alcoholic beverages with district funds is strictly prohibited; 2. The use of district funds for parties is prohibited. Gifts There are numerous occasions that may arise whereby Board members, administrators or other district staff may feel the need to recognize employees (i.e., Administrative Professional’s Day, teacher appreciation week, classified employees’ week, birthday, etc.). A Board member, administrator or other district employee may provide such recognition at his/her expense only, unless as otherwise permitted below: 1. The district may provide a small “de minimis” token of appreciation for a Board member’s or

employee’s retirement and years of service and other related activities utilizing district funds, as approved in advance. For example, the Board generally proclaims special recognition for classified employees’ week and teacher appreciation week;

2. Administrators may use district funds to provide an appropriate “de minimis” token of appreciation

on behalf of the Board or district. The value of this item may not exceed [$25] per person; 3. No other expenditure of district funds for gifts is permitted without prior authorization from the

Board or superintendent or designee.

4. Any form of cash or cash equivalent (as defined by the Internal Revenue Service), which includes items such as gift cards, gift certificates, cash cards and entertainment given to either board members, employees or volunteers is prohibited.

5. Federal and state grant funds may not be used for gifts or employee recognition / appreciation.

6. Gifts in recognition of holidays are prohibited as a district expense but may be provided at the

individual’s expense.

HR5/22/02│MW

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Petty Cash Accounts - DJB 1-1

Redmond School District 2J Code: DJB Adopted: 5/18/99 Readopted: 7/09/08 Petty Cash Accounts In order to expedite small purchases, revolving petty cash accounts may be established in building or department locations at the discretion of the building administrator or program manager. Expenditures against these funds must be itemized and accounted for with appropriate records and receipts. Account codes along with approval signatures of individuals authorized to expend district funds must be included on a request for petty cash reimbursement. Each building administrator, program manager or designee will be responsible for safeguarding petty cash, accurately recording expenditures and periodically submitting to spot audits performed by the director of fiscal services or designee. A purchase order will be submitted to the fiscal services department along with the appropriate detail of expenditures and reimbursement of cash expended. All petty cash on hand at the end of the school year must be returned to fiscal services. Petty cash funds will be established annually in an amount appropriate for each school program, for the transportation department and for the central administrative office. Such funds will be used for the payment of properly itemized bills of nominal amounts and under conditions calling for immediate payment. Allowances, responsibility, security and accounting of petty cash funds will be in accordance with Board policy and requirements of the law. END OF POLICY Legal Reference(s): ORS 294.311

HR3/21/00│NC

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Credit Cards - DJFA 1-2

Redmond School District 2J Code: DJFA Adopted: 7/09/08 Procurement and Credit Cards The Board authorizes the superintendent to hold a bank procurement and/or credit cards in the name of the district and to issue such cards to designated employees. Approved card holders will be held responsible for maintaining sole possession and security of issued cards at all times. Procurement and credit Credit cards shall have an individual maximum limit of $10,000. Procurement and Credit credit cards issued to employees may only be used to purchase items authorized by the adopted district budget. Purchase slips and receipts must be turned in to the business office within 15 days of the transaction. Procurement and credit card purchases will follow the same district purchasing policy and guidelines as all other district purchases. The business fiscal services office shall pay in full the credit card account balance no later than the due date so that in order to maximize rebates and avoid finance charges will not be incurred. District-issued procurement and credit cards shall be subject to the following: 1. Purchase of “small” items, under $1,000 per individual item, are authorized without a purchase order

in place prior to the purchase, as long as the purchase meets the district purchasing policy and guidelines and is within the adopted district budget appropriations.

2. Purchases may not be “split” into separate orders in an effort to circumvent the $1,000 limit.

1.3.Personal items shall not be charged on district-issued procurement or credit cards. If a personal item is inadvertently purchased on a district-issued credit card in violation of this policy, repayment by the employee must be made immediately. Failure to make the required payment may result in an automatic deduction from the individual’s next payroll disbursement. Accordingly, the district will require individuals issued procurement or credit cards to sign a written authorization for payroll deduction in the event of such personal use;

4. The purchase of alcoholic beverages is strictly prohibited.

2.5. The purchase of gasoline for a privately-owned vehicle is also prohibited without prior authorization; 6. Leaving Authorizing a gratuity that exceeds 20 percent is prohibited; 7. The purchase of meals that exceed the per diem rates established by the district is prohibited. 3.8. The purchase of gift cards for employees or volunteers is prohibited. 4.9. Airline tickets may be purchased with a district-issued credit card only with prior superintendent or

designee approval. If the issued credit card provides for purchase incentives (i.e., points, discounts or airline mileage credits), such incentives shall only be redeemed for authorized district business.

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Credit Cards - DJFA 2-2

Violation of the provisions of this policy may result in the revocation of the procurement or credit card and/or discipline up to and including dismissal. END OF POLICY Legal Reference(s): ORS 332.107 ORS 652.610(3)

Or. Gov’t Standards and Practices Comm’n, Advisory Opinion 01A-1007 (Aug. 29, 2001). Cross Reference: DJ – District Purchasing

6/14/04│MW

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Payment Procedures - DK 1-1

Redmond School District 2J Code: DK Adopted: 8/17/99 Readopted: 7/09/08 Payment Procedures The financial officer will process all All claims for payment from district funds will be processed by the director of fiscal services or designee in conformance with district procedures. Payment will be authorized against invoices properly supported by approved purchase orders, with properly submitted vouchers, or in accordance with salaries and salary schedules approved by the Board. The financial officerdirector of fiscal services or designee will be responsible for assuring ensuring that budget allocations are observed and that total expenditures do not exceed the amount allocated in the budget. END OF POLICY Legal Reference(s): ORS 294.305 - 294.565 ORS 328.460

HR6/25/96│MW

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Payroll - DL 1-1

Redmond School District 2J Code: DL Adopted:

Payroll Preparation of payroll, including time schedules and payroll periods, will be done in accordance with each employee’s collective bargaining agreement/group agreement with the district. Subject to the terms of the employee agreements, health, accident, dental and other types of insurance may be purchased on behalf of the employee. Mandatory payroll deduction will be withheld as required by state and federal law. Subject to normal accounting procedures, employees may authorize modification of the payment of their salary to include deductions for: (1) insurance premiums in excess of district contribution to district-approved programs; (2) labor organization dues; (3) other purposes approved by the district and/or provided for in the negotiated employee agreements. No other automatic deductions, except those required by law, will be made from an employee’s pay without authorization of the district. END OF POLICY Legal Reference(s): ORS 243.650(10), (16) ORS 243.666 ORS 243.820 to 243.830 ORS 332.505

ORS 332.534 ORS 652.110 ORS 652.120 ORS 652.610

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Salary Deductions - DLB 1-1

Redmond School District 2J Code: DLB Adopted:

Salary Deductions Any withholdings outside those required by law and permitted by the collective bargaining agreements shall have district approval and shall be arranged for through the human resources department. Employees may have contributions to the district’s 403(b) tax-sheltered annuity (TSA) plan paid through payroll deductions. The independent third party administrator of the district’s TSA plan maintains a list of active TSA vendors with which employees may establish an account. The third party administrator reserves the right to limit the number of TSA vendors. The Internal Revenue Service has established maximum TSA contribution limits. It shall be the employee’s responsibility not to exceed these limits. END OF POLICY Legal Reference(s): ORS 243.650(10), (16) ORS 243.666 ORS 332.505 ORS 652.110 ORS 652.120 ORS 652.610

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Advance Salary Payments - DLBA 1-1

Redmond School District 2J Code: DLBA Adopted: 3/11/91 Readopted: 7/09/08 Advance Salary Payments Advance salary payments will not be allowed. END OF POLICY Legal Reference(s): ORS 332.107 ORS 652.140

9/28/95│GP

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Expense Reimbursements - DLC 1-1

Redmond School District 2J Code: DLC Adopted: 2/20/01 Readopted: 7/09/08 Expense Reimbursements District employees who incur pre-approved expenses in carrying out their authorized duties will be reimbursed upon submission of properly completed and approved forms and receipts as required by the District district Finance Departmentfiscal services department. Pre-approved expenses may be incurred and approved in line with budgetary allocations for specific types of expenses. Expenses for travel will be reimbursed when the travel has the advance authorization of the superintendent or designee. Persons who travel at district expense will exercise the same economy as a prudent person traveling on personal business are expected to exercise prudence and economy, with an awareness that public funds are being expended, and will differentiate between business expenditures and those for personal convenience. (At no time will travel expenses be authorized or reimbursed for the personal gain of an employee.) The Board authorizes the superintendent/ or designee to establish administrative regulations to implement this policy and define the reimbursement procedure. Regulations will include provisions for the use of private and rental vehicles, insurance coverage, expense reimbursement and accounting procedures. The mileage rate for travel by car is the current Internal Revenue Service rate. Reimbursement for out-of-state travel private vehicle will be made on the basis of air fare or mileage rate, whichever is lower. END OF POLICY Legal Reference(s): ORS 294.155 ORS 332.107

OAR 581-022-1660

I.R.C. § 162 (2006); Business Expenses, 26 C.F.R. 1.162-1 (2006). INTERNAL REVENUE SERVICE, PUBLICATION 463: TRAVEL, ENTERTAINMENT, GIFT AND CAR EXPENSES.

HR3/21/01│MW

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Staff Expense Reimbursement - DLC-AR 1-5

Redmond School District 2J Code: DLC-AR Adopted: 8/23/06 Revised/Reviewed: 7/09/08; 2/03/16 Staff Expense ReimbursementStaff Travel Expenditures Guidelines District employees traveling for approved district business will be governed by the following procedures and will be reimbursed for travel-related expenditures which have been incurred in accordance with the same procedures. Travel expenses include airfare, meals, lodging and expenses incidental to travel. Only travel expenses that are ordinary and necessary in the conduct of approved travel for district business purposes and directly attributable to such travel will be allowed. As used in this regulation, an “ordinary” expense means one that is common and accepted in the profession; a “necessary” expense means one that is essential and appropriate in order to conduct district business. Travel expenditure procedures established by the district will also apply to Board members traveling on Board-approved district business, as applicable. Whenever possible, travel expenditures should be charged on a District district PCardprocurement card, rather than paid for with an employee’s personal funds and then reimbursed back to the employee. Allowable Travel Expenditures 1. Airfare; 2. Transportation related costs - taxi, shuttle, parking, luggage fees; 3. Rental vehicle; 4. Mileage for personal vehicle use; 5. Lodging; 6. Meals; 7. Gratuity (tips) no more than 20 percent (20%); 8. Registration fees. Unallowable Travel Expenditures 1. Fuel/gasoline purchased for personal vehicle; 2. Airfare costs above Economy Class rates; 3. Gratuities (tips) in excess of 20 percent (20%); 4. Alcohol or tobacco products, entertainment, gambling; 5. Personal items; 6. Meal costs that exceed daily per diem rates established by the district. Vehicle Use Staff will use district owned vehicles, whenever possible, while conducting district business that requires travel. Staff will also attempt to carpool whenever possible, to reduce the expense to the district.

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Private Vehicle Use 1. Private vehicles may be used in conducting district business only with prior building

principal/program manager approval. 2. Approval may be granted on an individual trip basis or by pre-approval, as deemed appropriate by

the manager. 3. Travel in a private vehicle for the purpose of conducting district business may be approved when:

a. A district vehicle is not available; b. The destination is not conveniently accessible by commercial carrier; c. Various points must be visited and commercial carrier schedules are such that the use of

commercial carrier transportation is not practical; d. Carrying articles by commercial carrier would not be feasible; e. Commercial travel is deemed to be less economical.

4. When using a private vehicle, the employee should not purchase fuel/gasoline with district funds. The cost reimbursement will come in the form of a mileage reimbursement.

Insurance Coverage (Personal Vehicle) 1. All district employees operating private vehicles on approved district business are required to

maintain vehicle liability insurance that meets or exceeds Oregon statutory minimum limits. 2. It is the responsibility of the owner or driver of the vehicle to be certain that the vehicle is adequately

covered by insurance. 3. The responsibility of the district for damages resulting from vehicle accidents is not the same as set

forth in the district’s general liability insurance policy, which covers district-owned vehicles. The employee’s insurance coverage provides primary coverage when the employee is driving his or her own vehicle on approved district business.

Mileage Reimbursement 1. An employee using their personal vehicle will be reimbursed for that use through a mileage

reimbursement. 2. Mileage reimbursement rates will be based on the current Internal Revenue Service (IRS) standard

mileage rate per mile, established in January of each calendar year. 3. The mileage reimbursement is the only reimbursement that the employee will receive for personal

use of their vehicle. It is intended to cover the standard, average costs of using a vehicle – including fuel, insurance, maintenance, repairs, etc.

4. Mileage reimbursement should be claimed and submitted to Fiscal Services no less than on a monthly basis. (See Employee Reimbursement Requests section below for more detail.)

Vehicle Rentals 1. Rental vehicles may be used only when use will affect a savings or otherwise be more advantageous

to the district or when the use of other transportation is not feasible. 2. Rental of no larger than an economy or compact size vehicle is required, unless the district business

needs require a larger vehicle be obtained. 3. Rental vehicles will only be used for official, necessary travel. Any additional costs incurred

through personal use will be the personal responsibility of the traveler.

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Out of State Travel All out of state travel requires prior superintendent or designee approval. Reservations, Commercial Carriers and Lodging 1. Travel must be conducted in the most expeditious and cost-effective manner, as determined by the

district. 2. Each employee is responsible for ensuring his/her own reservations are made correctly and timely –

by working with the appropriate support staff and/or the district-contracted travel agency. 3. The district prohibits the accrual of travel credits or “points” for individuals traveling on approved

district business. 4. Lodging will be approved at reasonable commercial rates. The district uses the U.S. General

Services Administration (GSA) rates as a guideline for “reasonable” rates for lodging. Exceptions may be approved if the lodging is also the site of the work activity and district needs require the employee to stay at that location.

5. Staff making lodging reservations should request the government or education rate or lowest possible rate.

Meals 1. Meals while traveling on approved district business are allowable – subject to some restrictions. 2. Allowable meal “per diem” rates are based on the U.S. General Services Administration (GSA)

rates. These are tiered rates, based on location. If the travel location isn’t specified within the GSA charts, the Standard CONUS (contiguous United States) Rate will be applied.

3. The meal rate includes gratuity. 4. A meal will NOT be allowable if that meal is included elsewhere – for example, breakfast included

in hotel stay, lunch or dinner included/provided during conference, etc. 5. For partial day travel, meals will be allowable based on the following schedule:

Initial Day of Travel Breakfast Lunch Dinner

Leave prior to 7:00 am Yes Yes Yes

Leave between 7:00 am and 1:00 pm No Yes Yes

Leave after 1:00 pm No No Yes

Final Day of Travel Breakfast Lunch Dinner

Return prior to 12:00 pm Yes No No

Return between 12:00 pm and 6:00 pm Yes Yes No

Return after 6:00 pm Yes Yes Yes Meals - Small Group (less than five) For groups of less than five employees, meals will be charged on a District district PCard procurement card or reimbursed to the employee. This method will also be used for one day travel with any size group. The GSA meal rates will apply. The allowable meals will be charged on a District district PCard procurement card or actual expenditure reimbursed to the employee after the fact. This will require the

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employee to provide itemized receipts for each meal, whether as backup for the PCard procurement card expenditure or as support for the expense reimbursement. Meals - Large Group (five or more) For groups of more than five employees traveling together for a period extending beyond one business day, the district will pay each employee a “per diem” rate for each allowable meal during their travel. The support staff person organizing the travel will provide the Fiscal Services Office documentation to support the allowable meals for each employee in the group, based on the days of travel, whether meals are provided as part of the travel, etc. This per diem rate will be based on the GSA rates. It will NOT require any receipts or documentation from the employee – and no restrictions will be placed on how it is expended. No other meal reimbursement will be provided. Personal Travel Combined with District Business Travel If an individual traveling on approved district business choses to engage in both business and personal activities, travel expenses incurred with be allowable only for expenses that are ordinary and necessary in the conduct of district business. Expenses incurred as a part of personal business are the sole responsibility of the traveler. Cancelled Trips 1. If a trip is cancelled due to unforeseen circumstances, the employee is responsible to notify and

coordinate with the appropriate building principal or program manager as soon as possible. 2. If an employee cannot leave at the scheduled time, it is his or her responsibility to call the travel

agency or carrier to arrange to have the tickets cancelled or exchanged. 3. Commercial carrier reservation cancellations must be made at least 24 hours before departure time,

whenever possible. 4. Lodging reservations must be cancelled by the employee as soon as possible to avoid cancellation

charges. Employee Reimbursement Requests Ideally, staff travel expenditures shall be charged to a District district PCard procurement card at the time of the transaction. If that is not possible logistically and an employee incurs an approved travel expenditure on their own, the district will reimburse them for that expenditure, if and when the appropriate documentation is received. 1. Reimbursement requests detailing actual expenditures must be submitted on the district’s Expense

Reimbursement Form and/or Mileage Reimbursement Form. Each form must be signed in writing (stamped approval is not acceptable) by the employee’s principal/program manager or direct supervisor.

2. Receipts and supporting documentation must accompany all expense reimbursement requests. This includes, but is not limited to, receipts for transportation, lodging, meals, registration, and conference and workshop fees. All receipts must be itemized – lodging must show the itemized charges, meal receipts must show the items ordered, tip amount, etc. Non-itemized receipts are not an acceptable form of documentation.

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3. Mileage reimbursement requests must include documentation of the travel, by means of conference information and maps showing the travel distances. The only exception to this requirement is travel between district sites.

4. The reimbursement request is then routed through the normal district purchase requisition processes. 5. All requests should be submitted to the district office (via the appropriate departmental support staff)

within 10 working days of the conclusion of the trip. 6. Mileage only reimbursements may be requested on a monthly basis, at month end or more frequently

if needed.

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Disposal of District Property - DN 1-2

Redmond School District 2J Code: DN Adopted:

Disposal of District Property Disposal of Abandoned, Seized or Non-owned Property Contracts or arrangements for the sale or other disposal of abandoned, seized or other personal property not owned by the district at the time the district obtains possession are not subject to competitive procurement procedures. The superintendent may select any method of disposal including, but not limited to, donation to a charitable organization. Disposal of Surplus Property Surplus property may be disposed of by any of the following methods upon a determination by the superintendent that the method of disposal is in the best interests of the district. Factors that may be considered by the superintendent include costs of sale, administrative costs, and public benefits to the district. The superintendent shall maintain a record of the reason for the disposal method selected, and the manner of disposal, including the name of the person to whom the surplus property was transferred.

1. Governments. Without competition, by transfer or sale to another district department or public agency.

2. Auction. By publicly advertised auction to the highest bidder.

3. Bids. By publicly advertised invitation to bid.

4. Liquidation Sale. By liquidation sale using a commercially recognized third-party liquidator selected in accordance with rules for the award of personal services contracts.

5. Fixed-Price Sale. The superintendent may establish a selling price based upon an independent appraisal or published schedule of values generally accepted by the insurance industry, schedule and advertise a sale date, and sell to the first buyer meeting the sales terms.

6. Trade-In. By trade-in, in conjunction with acquisition of other price-based items under a competitive solicitation. The solicitation shall require the offer to state the total value assigned to the surplus property to be traded.

7. Donation. By donation to any organization operating within or providing a service to residents in

the district’s geographic area which is recognized by the Internal Revenue Service as an organization described in section 501(c)(3) of the Internal Revenue Code of 1986, as amended.

8. Property with Minimal Value. Surplus property which has a value of less than $500, or for which

the costs of sale are likely to exceed sale proceeds may be disposed of by any means determined to

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Disposal of District Property - DN 2-2

be cost-effective, including by disposal as waste. The district official making the disposal shall make a record of the value of the item and the manner of disposal.

9. Restriction on Sale to District Employees. District employees shall not be restricted from

competing, as members of the public, for the purchase of publicly-sold surplus property, but shall not be permitted to offer to purchase property to be sold to the first qualifying bidder until at least three days after the first date on which notice of the sale is first publicly advertised.

Disposal of Property Purchased with State, Federal or Private Grant Funds If the district property was purchased with state, federal or private grant funds, disposal of the property shall be made as outlined in the grant or by state or federal regulations. END OF POLICY Legal Reference(s): ORS 279B.055 ORS Chapters 279A, 279B and 279C ORS 332.155

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