Meeting Agenda Board of Education ♦ Niles Township High Schools ♦ District 219 September 24, 2012 I. Call to Order and Roll Call (7:45 p.m.) II. Closed Session To discuss the appointment, employment, compensation, discipline, performance, or dismissal of employees, collective bargaining, purchase of property, security procedures, student disciplinary cases, the placement of individual students in special education programs and other matters related to individual students and pending litigation. III. Pledge of Allegiance IV. Changes / Additions to the Agenda V. Audience to Visitors (on agenda items only) VI. Student Representative Comments Niles North – Yuliya Yukhvidin Niles West - Lyba Zia VII. Community Representative Comments VIII. Approval of Consent Agenda − Monthly Bills and Payroll − Personnel* − Minutes of the August 27, 2012 Board of Education Meeting-Open and Closed* − Review and Release of Closed Session Minutes* − Donations − Purchase of One Haas Toolroom Mill and Accessories-North IX. Superintendent’s Report Principals’ Report West: Auto Club Presentation of National Champion Award X. Board Members’ Comments XI. Board Committee Reports XII. Business − Adoption of FY13 Budget (Discussion and Action) − Policy and Procedural Changes 1st Reading (Discussion) − Collective Bargaining Agreement (Discussion and/or Action) XIII. Old Business XIV. New Business XV. Audience to Visitors (on items related to District business) XVI. Correspondence and FOIA Requests XVII. Information Items − Financial Report (August) − Compliance Report for Public Act 96-434 XVIII. Closed Session (if needed) XIX. Adjournment * Denotes items for Board members only Upcoming Board of Education Meeting Dates Monday, October 22, 2012 Monday, November 26, 2012 Monday, December 17, 2012 Monday, January 14, 2013 Monday, February 11, 2013 Monday, March 11, 2013 Tuesday, April 2, 2013 Monday, April 29, 2013 09/19/12 9:17 AM
School Board Niles Township District 219, Cook County, Illinois MINUTES Monday, August 27, 2012 The meeting was held in the Board Room of the District Office located at 7700 Gross Point Road, Skokie, Illinois. I. Call to Order and Roll Call Board President Robert Silverman called the meeting to order at 6:45 p.m. Board Members present at roll call: Sheri Doniger, Carlton Evans, Jeffrey Greenspan, Ruth Klint, Robert Silverman, Lynda Smith, Eileen Valfer. II. Closed Session It was moved by DONIGER and seconded by GREENSPAN to recess into closed session to discuss the appointment, employment, compensation, discipline, performance, or dismissal of employees, collective bargaining, purchase of property, security procedures, student disciplinary cases, the placement of individual students in special education programs and other matters related to individual students and pending litigation. A roll call vote was taken. Voting Aye: Doniger, Evans, Greenspan, Klint, Silverman, Smith, Valfer. The motion carried. The Board recessed into closed session at 6:48 p.m.
III. Open Session It was moved by DONIGER and seconded by SMITH to return to open session. A roll call vote was taken. Voting Aye: Doniger, Evans, Greenspan, Klint, Silverman, Smith, Valfer. The motion carried. IV. Recall to Order Mr. Silverman recalled the meeting to order at 7:55 p.m. The Pledge was recited. V. Changes / Additions to the Agenda The green personnel handout was added to the consent agenda and the OrganicLife contract was removed from the consent agenda and placed under business. VI. Public Hearing on the 2012-13 Budget It was moved by SMITH and seconded by DONIGER to open the Public Hearing on the FY13 Final Budget. A roll call vote was taken. Voting Aye: Doniger, Evans, Greenspan, Klint, Silverman, Smith, Valfer. The motion carried. No one asked to address the Board on the FY13 Final Budget. It was moved by VALFER and seconded by SMITH to close the Public Hearing on the FY13 Final Budget. A roll call vote was taken. Voting Aye: Doniger, Evans, Greenspan, Klint, Silverman, Smith, Valfer. The motion carried.
August 27, 2012 Meeting Minutes
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VII. Audience to Visitors (on agenda items only) Pankaj Sharma, NTFT President, and Dave Dorl, NTSS President addressed the Board representing 390 teachers and 203 support staff employees. Mr. Sharma spoke. He thanked the Board for their diligent work on behalf of the schools, communities, students, and teachers. He stated the members of the NTFT and NTSS felt they were the most important partners in creating and maintaining our schools and felt very privileged to work for the District. He stressed the importance of negotiating a fair contract that would be a win win for all. Mr. Silverman stated that the Board also wanted to negotiate a contract that would be fair and also respectful of the taxpayers of the community. He thanked the teachers for their dedication and stated he felt the negotiations were close. Mr. Greenspan stated the district and NTSS are working hard to achieve a contract that is fair to everyone. Mr. Silverman then called for a five minute break. The meeting resumed at 8:20 p.m. VIII. Community Representative Comments No one asked to speak. IX. Approval of Consent Agenda It was moved by SMITH and seconded by DONIGER to approve the Consent Agenda as amended. A roll call vote was taken. Voting Aye: Doniger, Evans, Greenspan, Klint, Silverman, Smith, Valfer. The motion carried. Included in the Consent Agenda: − Monthly Bills and Payroll in the amount of $8,554,444.59. − Personnel − Approved the employment of the following certified staff for the 2012-2013 school year: NAME POSITION FTE EFFECTIVE Ona, Imee English - BA / Step 3 .3 8/20/2012 Casey, Caitlin Special Education - BA / Step 4 .2 8/20/2012 −
Approved the employment of the following support staff for the 2012-2013 school year: NAME POSITION FTE EFFECTIVE Ona, Imee Paraprofessional, English .7 8/20/2012 P1 / Step 1, 186 days One-on-one Paraprofessional 1.0 8/20/2012 Paulson, Alyssa P1 / Step 1, 186 days Paraprofessional, Mathematics 1.0 8/20/2012 Rosenberg, Jeffrey P1 / Step 1, 186 days Weiss, Aaron Paraprofessional, Science Lab Aide 1.0 8/20/2012 P1 / Step 6, 186 days
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Approved the retirement of the following administrator: NAME POSITION/LOCATION Siemienski, Jerzy Director of Buildings and Grounds / West
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Approved the resignation of the following certified staff: NAME POSITION/LOCATION Bramley, Scott English / West
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Approved the resignation of the following support staff: NAME POSITION/LOCATION Stallard, Kelly Library Extended Hours Clerk / North Kale, Angela Rehabilitation Assistant, Special Education- West
August 27, 2012 Meeting Minutes
EFFECTIVE 6/30/2018 EFFECTIVE 8/22/2012 EFFECTIVE 8/20/2012 8/23/2013
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Approved the employment of the following part-time/temporary staff for the 2012-13 school year: NAME POSITION/LOCATION RATE EFFECTIVE Choudhury, Sanjida Textbook Center / West $8.25/Hr. 8/20/2012 Wielgus, Richard 600 Hour Security / North $16.00/Hr. 8/20/2012 Williams, Thomas Athletic Student Assistant / West $8.25/Hr. 8/20/2012
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Approved the employment of the following stipend positions for the 2012-2013 school year: NILES WEST NAME Girls Basketball, Assistant *Bjerkness, Paul Boys Swimming, Assistant *Przekota, Dominik Nocella, Michael Relay for Life, Sponsor Pom Pon, Assistant Maniscalco, Dominick Pom Pon, Assistant *Bedoya, Alexandra Football, Assistant Kosiba, Daniel Sophomore Cabinet, Sponsor Stanford, Jason Ski & Snowboard, Sponsor Cejovic, Milutin (.5) Ski & Snowboard, Sponsor Boll, Michael (.5) SADD, Sponsor Madigan, Jessica Amnesty International, Sponsor Sykora, Christopher Engineering Club, Sponsor Hankes, Angela (.5) Engineering Club, Sponsor Garner, Brent (.5) Exceptional Child Club, Sponsor Brandes, Kathleen (.5) Exceptional Child Club, Sponsor Schnabel, Mary Jo (.5) Relay for Life, Sponsor Odell, Katie (.5) Relay for Life, Sponsor Nocella, Michael (change from 1.0 to .5) Art Club, Sponsor Sykora, Christopher Orloske, Tanya French Honor Society, Sponsor Graphic Arts Club, Sponsor Sykora, Christopher Basketball Pep Band *Agee, David (.5) Jazz Vocal, Assistant *Adamson, Ryan Marching Band Drill Metzler, John Play 1, Other Garvey, Jackie (.5) Play 1, Other Davis, Patti-Anne NILES NORTH NAME Relay for Life, Sponsor Lindberg, Ryan (.5) History Fair, Sponsor Minkus, Aaron Student Activities Board, Sponsor Sullivan, William (.33) Student Activities Board, Sponsor Richards, Mary (.33) *Indicates not a District 219 employee
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− −
Approved the employment of the following substitute teachers for the 2012-2013 school year: Bancroft, Kevin Chapkin, Laurie Chihoski, Robert DiMaria, James Elwell, Chad Gomberg, Larry Merkle, Theodore Olson, Jessica Selander, Christine Villamil, Arturo Yahle, Megan Upheld Superintendent’s decision to reject the appeal of employee case number 2013-E02.
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Approved the employment of the following part-time/temporary staff for the 2012-13 school year: NAME POSITION/LOCATION RATE DATE Albaum, Scott Technical Crew / West $8.25/Hr. 8/27/2012
August 27, 2012 Meeting Minutes
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Boss, Brandon Colby, Jake
Engineering Assistant / West Science Lab Assistant / West
$8.25/Hr. $8.25/Hr.
8/27/2012 8/27/2012
− Minutes of the August 6, 2012 Board of Education Meeting-Open and Closed sessions − EBS (Educational Based Services) Service Agreement Approved the professional services agreement with Educational Based Services for the provision of occupational therapy services in the amount of $102,600. − Professional Staffing for Speech and Language Services Approved the professional services agreement with Gottred and Lyboth Speech Associates for the provision of speech and language therapy services in the amount of $38,304. − Transfer of Interest Earned Authorized the transfer of interest earned of $346,732.58 from Working Cash Fund to the Operations and Maintenance Fund as of June 30, 2012. − Electrical Procurement Contract Extended the contract with Midwest Energy to supply electricity for the District on an off-peak basis for 3.37 per hour for a period beginning December 2013 to December 2016. − International Student Trip Approved the Niles West and Niles North student trip for 16 students to China from June 8, 2013 through June 19, 2013 at no cost to the District. X. Superintendent’s Report Dr. Gatta spoke about the successful opening week of school bus and food service was good, summer construction projects completed and the schools being in great shape. She stated negotiations with both bargaining units were ongoing. Academically, she was happy to report that Niles North and Niles West were ranked in the top 20 high schools in Cook County and the ACT report were both indications that the Board’s five goals are being realized. Principals’ Report Dr. Ryan McTague stated it was a great start to the school year, the building is beautiful. With regard to construction projects, the north parking lot is good and lockers rooms are finished with no disruption to the physical welfare department. The bus service has never been better and OrganicLife is moving forward with the quality still high. The spirit throughout the schools is very positive. He said freshmen orientation was great and like no other in the area. He talked about subscribing to High School Cube to enable to view home football games live. The first game of the year was a victory, discipline was great and the band played and stayed for the whole game. Wall of Honors induction was great. The Fine Arts Pageant Play was great. He was in the dunk tank for the Backlot Bash. Mr. Kaine Osburn reported that sports were off to a great start and the marching band performed at the first home football game. The first play of the season will be the Laramie Project to be performed in the Black Box Theatre. He stated freshmen orientation at West was also great. He discussed the upcoming Debate tournament and mentioned that West was also subscribing to High School Cube. He introduced the new student board representative, Lyba Zia. West Student Representative Report Lyba Zia, a senior at Niles West, talking about the NAMES program for freshmen and mentor and tutor training being successful. Dance Marathon will be visiting their primary beneficiary for this year, Rustic Falls. Their first big event this year being Backlot Bash. Homecoming activities have begun. XI. Board Members’ Comments Mr. Greenspan stated he attended the football game at North and was able to talk with a student who seemed pleased to have interaction with a Board member. The new traffic flow planned by professional consultants was working. Dr. Doniger stated she and Mrs. Klint enjoyed the Pageant Play. Mr. Silverman stated he thought the Pageant Play was great.
August 27, 2012 Meeting Minutes
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XII. Board Committee Reports Policy Committee: Dr. Doniger reported that a Policy Committee meeting was scheduled for Wednesday, August 29th at 1:00 p.m. Facility Committee: Mr. Greenspan reported that a meeting needed to be scheduled to discuss pool status, energy usage and LEED EBOM. He stated that the United States Green Building Council (USGBC) will be meeting at Niles West on October 10, 2012 and approximately 100 people were expected to take part. The tour will include the STEM lab, six classroom addition, the athletic training center, trainer’s facility and the prairie classroom XIII. Business − FY13 Final Budget It was moved by SILVERMAN and seconded by DONIGER to table the discussion and ultimate vote on the FY 13 Final Budget until the next meeting with the primary reason being that a significant portion of the costs is salary and benefits and collective bargaining is still ongoing. A voice vote was taken. All were in favor. The motion carried. −
OrganicLife Contract It was moved by DONIGER and seconded by GREENSPAN to execute the OrganicLife contract. A roll call vote was taken. Voting Aye: Doniger, Evans, Greenspan, Klint, Silverman, Smith, Valfer. The motion carried.
− ACT Report Dr. Roloff stated that the students performed better than expectations and the scores were up in all subjects. These students had some interventions, but more are in place now and she expects the 2015 class to perform even better with an increased percentage of students that are college ready. Mr. Silverman stated he had never seen the increase in every subject before at both schools and it was amazing and the five Board goals were paying off. XIV. Old Business There was no old business. XV. New Business There was no new business. XVI. Audience to Visitors (on items related to District business) No one asked to speak. XVII. Correspondence and FOIA Requests Mr. Heintz reported that three FOIA requests had been received, one regarding 403b’s, one asking for a report on 24 months of legal fees (Frank Sacks case) and one regarding minority students. XVIII. Information Items The Financial Report for the month of July was reviewed. XIX. Closed Session It was moved by KLINT and seconded by DONIGER to return to closed session and adjourn from there with no further action taken. A roll call vote was taken. Voting Aye: Doniger, Evans, Greenspan, Klint, Silverman, Smith, Valfer. The motion carried.
August 27, 2012 Meeting Minutes
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The Board returned to closed session at 9:10 p.m. The meeting adjourned at 10:15 p.m.
President
August 27, 2012 Meeting Minutes
Secretary
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Kristine Rull Chief Financial Officer Niles Township High School District 219 Administrative Center 7700 Gross Point Road Skokie, IL 60077 Tel. 847 626 3967 Fax. 847 626 3070 www.niles-hs.k12.il.us
To:
Dr. Nanciann Gatta Board of Education
From:
Kristine Rull
Date:
September 24, 2012
Re:
Donation
Kristin Sorensen, on behalf of the Leaning Tower YMCA Sharks Swim Club, has donated $500.00 to Niles West Boys Swimming. MOTION: I move the Board of Education accept the monetary donation of $500.00 from Kristin Sorensen, on behalf of the Leaning Tower YMCA Sharks Swim Club, for Niles West Boys Swimming.
To:
Dr. Nanciann Gatta Board of Education
From:
Kristine Rull
Date:
September 24, 2012
Re:
Purchase of a Haas Toolroom Mill and Accessories ‐ North
Sealed bids, duly advertised, were received and opened on Monday, July 30, 2012 for the purchase of one Haas Toolroom Mill and accessories for Niles North. Three bids were solicited, two vendors responded, as follows:
VENDOR
TOTAL COST
Haas Factory Outlet Midwest Manufacturing Resources, Inc.
$32,595 $45,115
A contract was awarded at the August 6, 2012 Board meeting to Haas Factory Outlet for the purchase of a Haas Toolroom Mill and accessories to be installed at Niles North. Prior to delivery it was determined that the unit exceeded the dimensions of the doorways to room 1645 and the unit was delivered to Niles West. The Facility Committee has approved the expansion of the doorways at Niles North to allow the installation of a unit. Under the terms of the original bid, a second unit will be purchased at the same price and installed at Niles North prior to the start of second semester. RATIONALE: The manual/computer numeric control Haas Toolroom Mills located in each school has provided our engineering students the opportunity to design and create prototypes, as well as manufacture actual working models. With expansion of our program, the new upgraded units will allow students more frequent hands‐on experience. The mill will be paid through a Career and Technical Education Grant. MOTION: I move we award the contract for the purchase of an additional Haas Toolroom Mill and accessories to Haas Factory Outlet, the lowest responsible bidder meeting specifications, in the amount of $32,595.
Kristine Rull Chief Financial Officer Niles Township High School District 219 Administrative Center 7700 Gross Point Road Skokie, IL 60077 Tel. 847 626 3967 Fax. 847 626 3070 www.niles-hs.k12.il.us
To:
Dr. Nanciann Gatta Board of Education
From:
Kristine Rull
Date:
September 12, 2012
Re:
Final Budget Fiscal Year 2013
You received a copy of the Final Budget under separate cover. The required public hearing on the budget was held at August 27, 2012 Board of Education meeting. Recommendation: The Business Office recommends the adoption of the budget for the period July 1, 2012 to June 30, 2013.
POLICY AND PROCEDURAL CHANGES: FIRST READING September 24, 2012 Board of Education Meeting All recommended changes have been reviewed and approved by the Policy Committee, relevant staff members, and (where needed) the district attorney. Section 2 (School Board) Number 2:120
Name Board Member Development
2:120-E2 NEW
Exhibit – Website Listing of Development and Training Completed by Board Members 2:250-AP2 Administrative Procedure – Protocols for Record Preservation and Development of Retention Schedules 2:250-E2 Exhibit – Immediately Available Public Records
Proposed Change Updated in response to State legislation. New: Added in response to State legislation.
Updated in response to State legislation.
Updated in response to State legislation.
Section 4 (Operational Services) Number 4:170
Name Safety
4:170-AP7 Administrative Procedure – Movable Soccer Goal Safety NEW
Proposed Change Updated in response to State legislation. New: Added in response to State legislation.
Section 6 (Instruction) Number 6:235
Name Access to District Computers and Electronic Networks
Proposed Change Updated in response to State legislation.
Section 7 (Students) Number 7:220
Name Bus Conduct
Proposed Change Updated in response to State legislation.
7:220-AP1 Administrative Procedure – Electronic Recordings on School NEW Buses
New: Added in response to State legislation.
7:270
Implementation of updates proposed by Administration and language updated in accordance with State legislation.
Administering Medicines to Students
7:270-AP1 Administrative Procedure: Dispensing Medication
Updated to reflect District procedures.
7:270-AP2 Administrative Procedure – Checklist for District Supply of NEW Epinephrine Auto-Injectors
New: Addition proposed by Administration and language updated to match State legislative requirements.
Niles Township High School District 219
2:120 Page 1 of 2
Board of Education Board Member Development The Board of Education desires that its individual members learn, understand, and practice effective governance principles. The Board is responsible for member orientation and development. Board members shall have an equal opportunity to attend local area, State, and national meetings designed to familiarize members with public school issues, governance, and legislation. The Board President and/or Superintendent shall provide all Board members with information regarding pertinent educational materials, publications, and notices of training or development.
Mandatory Board Member Training Each Board member is responsible for his or her own compliance with the mandatory training laws that are described below: 1. Each Board member taking office after June 13, 2011 must complete at least 4 hours of professional development leadership training in education and labor law, financial oversight and accountability, and fiduciary responsibilities within the first year of his or her first term that begins after that date. 2. Each Board member who was in office on January 1, 2012 must complete training on the Open Meetings Act within one year of that date. Each Board member taking office after January 1, 2012 must complete this training no later than 90 days after taking the oath of office. After completing the training, each Board member must file a copy of his or her certificate of completion with his or her Board. 3. After the District’s implementation of the Performance Evaluation Reform Act (PERA) evaluations, each Board member must complete a training program on PERA evaluations before participating in a vote on a dismissal based on an optional alternative evaluative dismissal process.
The Superintendent or designee shall maintain on the District website a log identifying the complete training and development activities of each Board member, including both mandatory and non-mandatory training. Board Self-Evaluation The Board of Education will conduct periodic self-evaluations with the goal of continuous improvement. New Board Member Orientation The orientation process for newly elected or appointed Board of Education members includes: 1. The Superintendent or designee shall give each new Board of Education member a copy of online access to the Board of Education Policy Manual, the minutes of the Board of Education’s regular meeting minutes of the past year, and other helpful information including materials describing the District and explaining the Board of Education's roles and responsibilities. 2. The Board President or designee shall schedule one or more special Board meetings, or schedule time during regular meetings, for Board members to become acquainted and to review Board processes and procedures. 3. The Board President may request a veteran Board member to mentor a new member. 4. All new members are encouraged to attend workshops for new members conducted by the Illinois Association of School Boards.
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2:120 Page 2 of 2
Candidates The Superintendent or designee shall invite all current candidates for the office of Board of Education member to attend: (1) Board of Education meetings, except that this invitation shall not extend to any closed meetings, and (2) pre-election workshops for candidates. LEGAL REF,:
5 ILCS 120/1.05 and 120/2. 105 ILCS 5/10-16a and 5/25-16.5.
CROSS REF.:
2:80 (board member ethics), 2:125 (board member expenses), 2:200 (types of school board meetings)
ADOPTED:
October 6, 2008
Niles Township High School District 219
NEW
2:120-E2 Page 1 of 1
School Board Exhibit - Website Listing of Development and Training Completed by Board Members Post this or similar template (including the explanatory paragraphs) on the District’s website and update the table as information is provided. All Illinois school board members must receive training in professional development leadership (P.A. 97-8) and the Open Meetings Act (P.A. 97-504). Mandatory training will also be required after the new teacher evaluation requirements are implemented in each school district. For additional information, see Board policy 2:120, Board Member Development. The following table contains mandatory and non-mandatory training and development activities that were completed by each Board member. When the training was provided by the Illinois Association of School Boards, the acronym “IASB” follows the listed activity. Name
Development and Training Activity and Provider
Date Completed (beginning in 2012 unless otherwise noted)
The Illinois Association of School Boards (IASB) is a voluntary organization of local boards of education dedicated to strengthening the Illinois public schools through local citizen control. Although not a part of State government, IASB is organized by member school boards as a private not-for-profit corporation under authority granted by Article 23 of the School Code. The mission of the IASB is excellence in local school governance in support of quality public education. For more information regarding IASB and its programs visit www.iasb.com.
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Board of Education Administrative Procedure - Protocols for Record Preservation and Development of Retention Schedules Legal Citations The legal requirements contained in this procedure are followed by a citation to the controlling rule and/or statute. Citations in parenthesis indicate the location of a named law. For additional clarification regarding a requirement, the cited law should be reviewed.
Actor All Staff and Board Members
Action No district record, as defined in the Illinois Local Records Act, shall be destroyed except as provided herein. “Public record means any book, paper, map, photograph, digitized electronic material, or other official documentary material, regardless of physical form or characteristics, made, produced, executed or received by any agency or officer pursuant to law or in connection with the transaction of public business and preserved or appropriate for preservation by such agency or officer, or any successor thereof, as evidence of the organization, function, policies, decisions, procedures, or other activities thereof, or because of the informational data contained therein.” 50 ILCS 205/3. Do not destroy any District record, no matter its form, if it is subject to a litigation hold. F.R.C.P. 37(e). In federal lawsuits there is an automatic discovery of virtually all types of electronically created or stored data that might be relevant. Attorneys will generally notify their clients at the beginning of a legal proceeding to not destroy any electronic records that might be relevant. The receipt of a litigation hold or preservation letter from the Board’s attorney requires all potentially relevant electronic information to be identified, located, and preserved. This includes all e-mail, edocuments, the tapes and servers of discarded systems, and backup data stored elsewhere.
Superintendent
Assign the following activities to the Records Custodian and Chief Technology Officer: 1. Develop and maintain a protocol for preserving and categorizing District records; 2. Develop and maintain a record retention and destruction schedule; and 3. Develop protocols to implement a litigation hold.
Niles Township High School District 219
Records Custodian (Assistant Superintendent for Human Resources) and Chief Technology Officer
2:250-AP2 Page 2 of 5
1. Develop and maintain a protocol for preserving and categorizing District records. Develop and maintain a list of all District records organized in categories and sub-categories, e.g., records relating to business, students, personnel, board meetings, etc. Align this list with the list of District records required by the Freedom of Information Act. 5 ILCS 140/5. Paper records may be easier to locate than electronic records. Electronic records will potentially exist in all of the available servers, tapes, hard drives, computers, and similar types of electronic devices (e.g., laptops, Blackberrys, cell phones, Palm Pilots, voicemail, etc.). Prepare a description of how District records stored by means of electronic data processing may be obtained in a form understandable to persons lacking computer knowledge. 5 ILCS 140/5. Such a description may include contact information for a person who can aid in obtaining records stored electronically. Provide for keeping only “records” and destroying non-records. Avoid filing non-record material with records. Determine what is a non-record, e.g., identical copies of documents maintained in the same file; extra copies of printed or processed materials (official copies of which are retained by the office); blank forms; and personal communications. The goal is to control excessive accumulation of material. Nonrecord material may be destroyed at any time. 50 ILCS 205/9. Absent a litigation hold, email must be retained only when it contains: (1) evidence of the District’s organization, function, policies, procedures, or activities, or (2) informational data appropriate for preservation. 50 ILCS 205/3. Email that is conversational, personal, or contains brainstorming may generally be deleted. A consistent email retention policy for use across the District ensures that the necessary emails are being retained and emails that are not required to be preserved are purged on a regular basis. Determine whether each sub-category of documents should be reproduced by photography, microphotographic processes, or digitized electronic format. Any public record may be reproduced in a microfilm or digitized electronic format and the paper version destroyed, provided: (a) the records are reproduced on “a durable medium that accurately and legibly reproduces the original record in all details,” and “that does not permit additions, deletions, or changes to the original document images;” and (b) the Local Records Commission is
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notified when the original record is disposed of and also when the reproduced record is disposed of. Local Records Act, 50 ILCS 205/7. Use this web link to the Illinois Secretary State publication, Guidelines for Using Electronic Records. Identify and index the location of each category and sub-category of District records. Organize electronic record and data storage. The goal is to ensure that all documents, including electronically created ones, are retained for the required timeframes and are easy to retrieve and produce if necessary. 2. Develop and maintain a record retention schedule for submission to the Superintendent and eventually to the Local Records Commission. Prepare a list of public records that: (1) are not needed for current business, and (2) do not have sufficient administrative, legal, or fiscal value to warrant their further preservation. Stated differently, identify records that have no administrative, legal, or fiscal value, as this is the criteria the Commission uses to determine whether or not to authorize the records’ destruction. Records that have no administrative, legal, or fiscal value may be destroyed according to provisions in the Local Records Act. 50 ILCS 205/1 et seq 10. Prepare a schedule for record destruction by identifying the length of time a record category or series warrants retention after it has been received or produced by the District. The ultimate goal is to obtain permission to destroy unnecessary public records. The Local Records Commission must approve the destruction of any public record. 50 ILCS 205/7, 44 Ill. Admin. Code Part 4000 (Local Records Commission for agencies comprising counties of less than 3,000,000 inhabitants); 44 Ill. Admin. Code Part 4500 (Local Records Commission of Cook County). See the Archives Department on the Secretary of State’s website: www.cyberdriveillinois.com/departments/archives/databases/home. html. A list can be used when applying for authority to destroy records. A schedule can be used when applying for continuing authority to destroy records after specified periods of time or the occurrence of specified events. 44 Ill.Adm.Code Part 4000.30. The School Code and other statutes (e.g., statutes of limitations) contain mandatory retention timelines. The Board’s attorney should be consulted. The e-discovery rules provide a safe harbor for parties during a
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2:250-AP2 Page 4 of 5
lawsuit that cannot provide information because it was destroyed as a result of routine practices. F.R.C.P. 37(e). Determine whether each sub-category of documents should be reproduced by photography, microphotographic processes, or digitized electronic format. If a record is reproduced in accordance with standards published by the Local Records Commission, the original may be destroyed. The reproduction’s destruction must be according to the approved record retention schedule. 3. Develop protocols to implement a litigation hold. Understand what a litigation hold is. A litigation hold refers to the notification made by the Board’s attorney telling the District to preserve all information that may be relevant to current or anticipated litigation. While it may occur anytime in the legal process, it will usually occur during discovery, the pretrial phase of a lawsuit designed to compel the exchange of information between parties. A litigation hold triggers the need to immediately suspend destruction of electronic and other records relevant to the current or potential claim. F.R.C.P. 37(e). Specify how to implement a litigation hold, i.e.: • Who can trigger a litigation hold? • How is a litigation hold communicated? • Who should gather the records? • What records are subject to a litigation hold and who determines this? • In what format should records be gathered? • Where should records be gathered? Identify how to implement a litigation hold for all IT systems, including backup tapes, to ensure they are not deleted or overwritten as part of the normal tape rotation process. Prepare a map of potentially relevant data and otherwise assist the Board’s attorneys in locating all potentially relevant information. Superintendent
Submit new or revised record retention and destruction lists and schedules to the Local Records Commission for approval. Disseminate the record retention and destruction schedule, along with instructions, to all affected staff members and the Board members. Immediately inform the Records Custodian and Chief Technology Officer whenever a record must be preserved because: (1) it may be relevant to present or future litigation, or (2) the Board attorney has notified the District to preserve a record, including electronic information (litigation hold). Authorize and/or order the destruction of District records after ensuring
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2:250-AP2 Page 5 of 5
that the following steps have been performed: 1. The Local Records Commission approved a schedule for continuing authority to destroy District records after the expiration of the applicable period. 2. Any record is retained and removed from the disposal list if it is or may be evidence in litigation, or is otherwise subject to a litigation hold. 3. A Local Records Disposal Certificate was sent to the Local Records Commission, Illinois State Archives at least, 60 days before the disposal date and an approved copy was returned. Section 4000.40(b) of the rules of the Downstate Local Records Commission and Section 4500.40(b) of the rules of the Cook County Local Records Commission. Links to Web-based Record Management Resources: Cook County Local Records Commission Meetings Cook County Local Records Commission Rules (44 Ill Admin Code Title PART 4500) Downstate Local Records Commission Meetings Rules of the Downstate Local Records Commission (44 Ill Admin Code Title PART 4000) Filmed Records Certification Act (50 ILCS 210) Filmed Records Destruction Act (50 ILCS 215) Illinois School Student Records Act (105 ILCS 10) Local Records Act (50 ILCS ACT 205) Local Records Disposal Certificate
LEGAL REF.:
Federal Rules of Civil Procedure, Rules 16, 26 and 2637. 5 ILCS 140/1 et seq.,/, Freedom of Information Act. 50 ILCS 205/1 et seq.,/, Local Records Act. 105 ILCS 10 /1 et seq., IL/, Ill. School Student Records Act. 820 ILCS 40/ 1 et seq., IL/,Ill. Personnel Record Review Act.
Board Review: November 5, 2007
Niles Township High School District 219
2:250-E2 Page 1 of 4
School Board Exhibit - Immediately Available Public Records [For use by District’s that have websites only.] The following public records are designated by tThe District’s Freedom of Information Officer designates the public records that are listed in this table as being immediately available to the public. The records that are asterisked are posted on the District’s website and may be immediately inspected, downloaded, printed, and/or copied. Any asterisked public record is also immediately available for inspection or copying upon request at the District’s administrative office during its regular business hours, provided any applicable fees are paid. Records without an asterisk will be provided within 5 business days as allowed by the Freedom of Information Act, provided any applicable fees are paid. Web-posted records and information
Web-posting statutory reference and special instructions
*Annual schedule of regular meetings for the current school year that are posted at the beginning of each calendar or fiscal year *Public notice of each board meeting that is posted at least 48 hours before the meeting and remains posted until the meeting is concluded *Agenda of each regular meeting that is posted at least 48 hours before a meeting and remains posted until the meeting is concluded
5 ILCS 120/2.02.
*Official open meeting minutes that are posted within 7 days of the Board’s approval and remain posted for at least 60 days
5 ILCS 120/2.06(b)., amended by P.A. 96-1473
*Description of the District and its records including: Summary of the District’s purpose Functional subdivisions Total amount of operating budget Number and location of all of its separate offices Approximate number of full and part-time employees (see also, salary and benefits information report for the Superintendent, administrators, and teachers, District’s Statement of Affairs) Identification and membership of the Board Brief description of the methods whereby the public may request information and public records Directory information for the Freedom of Information Officer Address where requests for public records should be directed Fees
5 ILCS 140/4, amended by P.A.96-542. The District must prominently post the list at each administrative office and make it available for inspection and copying.
Annual budget for current fiscal year, itemized by receipts and expenditures
105 ILCS 5/17-1.2. This may be accomplished using ISBE’s School District Budget Form 50-36 or the summary pages from it. The budget must be submitted to ISBE no later than Oct. 30, 2009.
Niles Township High School District 219 Web-posted records and information
2:250-E2 Page 2 of 4 Web-posting statutory reference and special instructions The District must notify the parents or guardians of its students that the budget has been web-posted and what the website’s address is.
*District ’s current rReport card and a Report Card for each School (ISBE Schoolthe Report Cards will be provided by ISBE by October 31, 2013 and October 31 of each subsequent year Data Form 86-43)
105 ILCS 5/10-17a., amended by P.A. 97-671. Annually, no more than 30 calendar days after receiving the Report Cards from the State Superintendent, the District must: (1) present them at a regular Board meeting, (2) post them to the District’s website, (3) make them available to a newspaper of general circulation serving the District, and (4) upon request, send them home to parents/guardians. The District also must send a written notice home to parents/guardians stating: (1) that the Report Cards are available on the website, (2) the website’s address, (3) that a printed copy will be sent upon request, and (4) the telephone number to request a printed copy.
* A list of all contracts in excess of $25,000 and any contracts with an exclusive bargaining representative.
105 ILCS 5/10-20.44. There is no statutory timeline for webposting. Each year, in conjunction with the submission of the Statement of Affairs to ISBE, before December 1, the District must submit to ISBE an annual report on all contracts over $25,000 awarded during the previous year.
Annual Statement of Affairs
105 ILCS 5/10-17. The District is not required to web-post this document. It must, annually by December 1, submit the Statement to ISBE for posting on ISBE’s website, have copies of the Statement available in the main administrative office, and publish a summary of the Statement in a newspaper of general circulation published in the District.
Administrator and Teacher Salary and BenefitsCompensation Report (itemized salary compensation report for every employee holding an administrative certificate and working in that capacity, including the Superintendent, all administrators and teachers). For each District
105 ILCS 5/10-20.47, amended by P.A. 97-2566, added by P.A. 96-434. Annually on or before October 1: (1) Tthe Report must also be presented at a regular Board meeting and posted on the District’s website, and (2) after
Niles Township High School District 219 Web-posted records and information administratorThe report should include, without limitation: • Base salary • Bonuses • Pension contributions • Retirement enhancementsincreases • Cost of health insurance • Cost of life insurance • Paid sick and vacation day payouts • Annuities • Other forms of compensation or income paid on behalf of the employee; e.g., travel and business expense reimbursements, non-base compensation such as use of a District vehicle, wellness incentives, gym memberships, etc.
2:250-E2 Page 3 of 4 Web-posting statutory reference and special instructions the Board meeting at which the information was presented, the Report must be provided to ISBEthe Regional Superintendent on or before October 1 of each year.
Current contracts with an exclusive bargaining representative(s)
105 ILCS 5/10-20.46, added by P.A. 96434.
A listing of all contracts over $25,000 for the current fiscal year
105 ILCS 5/10-20.44, as added by P.A. 95-707. After the initial web-posting, contracts should be added to the list as they are awarded by the Board.
*As an employer that participates in the Illinois Municipal Retirement Fund (IMRF), a compensation report for employees who have a total compensation package that exceeds $75,000 per year; total compensation package means salary, health insurance, a housing allowance, a vehicle allowance, a clothing allowance, bonuses, loans, vacation days granted, and sick days granted
5 ILCS 120/7.3, added by P.A. 97-609. The report must be posted within 6 business days after the District approves a budget. The District may choose to post a physical copy of this information at its principal office in lieu of posting the information directly on the website in which case it must post directions on the website for accessing that information.
*As an employer that participates in the Illinois Municipal Retirement Fund (IMRF), a compensation report for employees who have a total compensation package that is equal to or in excess of $150,000 per year; total compensation package means payment by the employer to the employee for salary, health insurance, a housing allowance, a vehicle allowance, a clothing allowance, bonuses, loans, vacation days granted, and sick days granted.
5 ILCS 120/7.3, added by P.A. 97-609. The report must be posted at least 6 days before the District approves an employee’s total compensation package that is equal to or in excess of $150,000. The District may choose to post a physical copy of this information at its principal office in lieu of posting the information directly on the website in which case it must post directions on the website for accessing that information.
*Log of Board Members’ Training and Development Activities
105 ILCS 5/10-16a, added by P.A. 97-8. The District must post on its website the names of all Board members who
Niles Township High School District 219 Web-posted records and information
2:250-E2 Page 4 of 4 Web-posting statutory reference and special instructions have completed professional development leadership training (required for board members taking office after 6/13/2011). 5 ILCS 120/1.05(b) and (c), amended by P.A. 97-504. Each Board member must complete training on the Open Meetings Act. After completing the training, each Board member must file a copy of their certificate of completion with the School Board. 105ILCS 5/24-16.5, added by P.A. 97-8. After the implementation of the Performance Evaluation Reform Act (PERA) evaluations, each Board member participating in PERA evaluations must complete a training program.
Board Review: April 19, 2010
Niles Township High School District 219
4:170 Page 1 of 3
Operational Services Safety Safety Program All District operations, including the education program, shall be conducted in a manner that will promote the safety of everyone on District property or at a District event. The Superintendent or designee shall develop and implement a comprehensive safety and crisis plan incorporating both avoidance and management guidelines. The comprehensive safety and crisis plan shall specifically include provisions for: injury prevention, bomb threats, weapons and explosives on campus, school safety drill program; tornado protection; instruction in safe bus riding practices, emergency aid, post-crisis management and responding to medical emergencies at an indoor and outdoor physical fitness facility. During each academic year, each school building that houses school children must conduct a minimum of; 1. Three school evacuation drills, 2. One bus evacuation drill, and 3. One severe weather and shelter-in-place drill., and 3.4. One law enforcement drill. The Superintendent or appropriate designee must conduct a law enforcement drill at all District’s school buildings during the academic year. Any appropriate local law enforcement agency may conduct and participate in this law enforcement drill. The law enforcement drill must be conducted according to the District’s comprehensive safety and crisis plan and it, with the participation of the appropriate law enforcement agency. This drill may be conducted on days and times that students are not present in the building. In the event of an emergency that threatens the safety of any person or property, students and staff are encouraged to use any available cellular telephone. Drivers are prohibited from operating a District owned vehicle while using a cellular telephone, except: (1) during an emergency situation, (2) to call for assistance if there is a mechanical problem, (3) where a cellular telephone is owned by the school district and used as a digital two-way radio, and (4) when the school bus is parked. The Superintendent or designee shall implement the Movable Soccer Goal Safety Act in accordance with the guidance published by the Illinois Department of Public Health. Implementation of the Act shall be directed toward improving the safety of moveable soccer goals by requiring that they be properly anchored. Convicted Child Sex Offender and Notification Laws State law prohibits a child sex offender from being present on school property or loitering within 500 feet of school property when persons under the age 18 are present, unless the offender is: 1. A parent/guardian of a student attending the school and the parent/guardian is: (i) attending a conference at the school with school personnel to discuss the progress of his or her child academically or socially, (ii) participating in child review conferences in which evaluation and placement decisions may be made with respect to his or her child regarding special education services, or (iii) attending conferences to discuss other student issues concerning his or her child such as retention and promotion and notifies the Building Principal or designee of his or her presence at the school or,
Niles Township High School District 219
4:170 Page 2 of 3
2. Has permission to be present from the Board of Education, Superintendent or Superintendent’s designee. If permission is granted, the Superintendent or Board President shall provide the details of the offender’s upcoming visit to the Building Principal. If a student is a sex offender, the Superintendent or designee shall develop guidelines for managing his or her presence in school. The Superintendent shall develop procedures for the distribution and use of information from the law enforcement officials under the Sex Offender Community Notification Law and the Child Murderer and Violent Offender Against Youth Community Notification Law. The Superintendent or designee shall serve as the District contact person for purposes of these laws. The Superintendent and Building Principal shall manage a process for schools to notify the parents/guardians during school registration that information about sex offenders is available to the public as provided in the Sex Offender Community Notification Law. This notification must occur during school registration and at other times as the Superintendent or Building Principal determines advisable. All contracts with the School District that may involve an employee or agent of the contractor having direct daily contact with a student shall contain the following language: The contractor shall not send to any school building or school property any employee or agent who has direct daily contact with students who would be prohibited from being employed by the District due to a conviction of a crime listed in 105 ILCS 5/10-21.9, or who is listed in the Statewide Sex Offender Registry or the Statewide Violent Offender Against Youth Database. The contractor shall obtain (or pay the District to obtain) a fingerprint-based criminal history records check before sending to any school building or school property any employee or agent who has direct daily contact with students. Additionally, at least quarterly, the contractor shall check if an employee or agent is listed on the Statewide Sex Offender Registry of the Statewide Violent Offender Against Youth Database. The contractor shall certify to the District on an annual basis that the contractor shall not send to any school building or school property any employee or agent who has direct daily contact with students who is a child sex offender. Any person hired by the District, as well as any person who is an employee of a person or firm holding a contract with the District who works in a school building or on school property and has direct daily contact with students, shall submit to a criminal history background investigation according to State law and District Policy 5:30, Hiring Process and Criteria. If the District receives information that concerns the record of conviction as a sex offender of any employee of a District contractor, the District will provide the information to another school, school district, community college district, or private school that requests it. Unsafe School Choice Option The unsafe school choice option allows students to transfer to another District school or to a public charter school within the District. The unsafe school choice option is available to: 1. All students attending a persistently dangerous school, as defined by State law and identified by the Illinois State Board of Education. 2. Any student who is a victim of a violent criminal offense, as defined by 725 ILCS 120/3, that occurred on school grounds during regular school hours or during a school-sponsored event. The Superintendent or designee shall develop procedures to implement the unsafe school choice option. Emergency Closing The Superintendent or a designee is authorized to close the schools in the event of hazardous weather or other emergencies that threaten the safety of students, staff members, or school property.
Niles Township High School District 219
4:170 Page 3 of 3
Student Insurance The Board of Education shall provide insurance coverage for accidents that occur to students while participating in school sponsored and supervised activities, secondary to the parent's own coverage. The District offers all parents the opportunity to purchase additional student accident insurance coverage. The Board does not endorse the plan nor recommend that parent(s)/guardian(s) secure the coverage and any contract is between the parent(s)/guardian(s) and the company. LEGAL REF.:
105 ILCS, 5/10-20.28, 5/10-21.3a21B-80, 5/10-21.9, and 128/. 210 ILCS 74/. 625 ILCS 5/12-813.1. 720 ILCS 5/11-9.3. 730 ILCS 152/101 et seq.
CROSS REF.:
5;30 (hiring process and criteria), 6:190 (extracurricular and co-curricular activities), 6:250 (community resource persons and volunteers), 7:220 (bus conduct), 7:300 (extracurricular athletics), 8:30 (visitors to and conduct on school property) 8:100 (relations with other organizations and agencies)
ADMIN. PROC.:
4:170-AP1 (safety program), 4:170-AP2 (criminal offender notification laws), 4:170AP3 (emergency closing of school buildings), 4:170-AP4 (crisis management), 4:170-AP5 (unsafe school choice option), 4:170-AP6 (responding to medial emergencies occurring at physical fitness facilities), 4:170-E1 (student accident and injury report), 4:170-E2 (employee accident and injury report), 5:30-AP2 (investigations)
ADOPTED:
March 21, 2011
Niles Township High School District 219
NEW
4:170-AP7 Page 1 of 1
Operational Services Administrative Procedure - Movable Soccer Goal Safety
Actor
Action
Superintendent
Designate building Principals to identify any movable soccer goals within their buildings’ grounds and comply with the Movable Soccer Goal Safety Act (430 ILCS 145/, added by P.A. 97-234).
Building Principal
Identify any movable soccer goals that the school owns and controls. The Movable Soccer Goal Safety Act, (430 ILCS 145/, added by P.A. 97-234) requires the Ill. Dept. of Public Health to provide technical assistance materials no later than June 30, 2012. Implement the Movable Soccer Goal Safety Act (430 ILCS 145/, added by P.A. 97-234) by requiring that movable soccer goals be properly anchored. See, January 1995 U.S. Consumer Product Safety Commission document, Washington CPSC Document #326 Guidelines for Movable Soccer Goal Safety www.cpsc.gov/cpscpub/pubs/326.html.
Niles Township High School District 219
6:235 Page 1 of 2
Instruction Access to District Computers and Electronic Networks Computers and electronic networks are a part of the District's instructional program in order to promote educational excellence by facilitating resource sharing, innovation, communication, teaching and learning. The Superintendent or designee shall develop administrative procedures for this policy and appoint a system administrator. The School District is not responsible for any information that may be lost, damaged, or unavailable when using the network, or for any information that is retrieved or transmitted via computers and networks. Furthermore, the District will not be responsible for any unauthorized charges or fees resulting from access to computers and networks. The retention of accounts and network resources will follow the operational procedures established by the system administrator, as directed by the superintendent. All computers in the District are the property of District 219.
Curriculum and Appropriate Online Behavior The use of computers and electronic networks shall (1) be consistent with the curriculum adopted by the District as well as the varied instructional needs, learning styles, abilities, and developmental levels of the students and (2) comply with the selection criteria for instructional materials and instructional resource center materials. As required by federal law and policy 6;60, Curriculum Content, students will be educated about appropriate online behavior, including but not limited to: (1) interacting with other individuals on social networking websites and in chat rooms, and (2) cyber-bullying awareness and response. Teachers may, consistent with the administrative procedures for this policy, use computers and networks throughout the curriculum. The District maintains its electronic network to support the curriculum and enhance administrative efficiency. While it is not intended to serve as a public forum for general use, the District may use its network to provide access to specific information regarding students to the students and/or their parents or guardians or to make general information regarding District 219 available to the public.
Acceptable Use All use of the District's technology and computers must be in support of education and/or research, and be in furtherance of the Board of Education's stated goal. Use is a privilege, not a right. Appropriate uses, ethics, and protocol relating to use of computers and electronic networks are contained in the Administrative Procedure for Acceptable Use of Computer and Electronic Networks (6:235-AP1). General rules for behavior and communications and all Board policies apply when using District computers and electronic networks. Electronic communications, including files deleted from a user's account but not erased, may be monitored or read by school officials.
Internet Safety Technology protection measures shall be used on each District computer with Internet access. They shall include a filtering device that protects against Internet access by both adults and minors to visual depictions that are: (1) obscene, (2) pornographic, or (3) harmful or inappropriate for students, as defined by federal law and as determined by the Superintendent or designee. The Superintendent or designee shall enforce the use of such filtering devices. An administrator, supervisor or other authorized person may disable the filtering devise from bona fide research or other lawful purpose, provided the person
Niles Township High School District 219
6:235 Page 2 of 2
receives prior permission from the Superintendent or system administrator. The Superintendent or designee shall include measures in the policy’s implementation plan to address the following: 1. Ensure staff supervision of student access to online electronic networks, 2. Restrict student access to inappropriate matter as well as restricting access to harmful materials, 3. Ensure student and staff privacy, safety, and security when using electronic communications, 4. Restrict unauthorized access, including “hacking” and other unlawful activities, and 5. Restrict unauthorized disclosure, use, and dissemination of personal identification information, such as, names and addresses.
Authorization for Computers and Electronic Network Use All users must sign the District's Authorization for Computer and Electronic Network Use as a condition of use of District technology. Each student and his or her parent(s)/guardian(s) must sign the Authorization before being granted unsupervised use. All users of the District's computers and networks shall maintain the confidentiality of student records. Reasonable measures to protect against unreasonable access shall be taken before confidential student information is loaded onto the network. The failure of any student or staff member to follow the terms of the Authorization for Computer and Electronic Network Use, or this policy, may result in the loss of privileges, disciplinary action, and/or appropriate legal action. LEGAL REF.:
No Child Left Behind Act, 20 U.S.C. §6777. Children’s Internet Protection Act, 47 U.S.C. §254(h) and (l). Enhancing Education Through Technology Act, 20 U.S.C §6751 et seq. 47 C.F.R. Part 54, Subpart F, Universal Service Support for Schools and Libraries 720 ILCS 135/0.01.
CROSS REF.: 4:10 (fiscal and business management), 5:100 (staff development program), 6:40 (curriculum development), 6:60 (curriculum content), 6:210 (instructional materials), 6:230 (library resource center), 6:260 (complaints about curriculum, instructional materials and programs), 7:130 (student rights and responsibilities), 7:190 (student discipline), 7:310 (publications) ADOPTED:
June 4, 2012
Niles Township High School District 219
7:220 Page 1 of 1
Students Bus Conduct All students must follow school bus safety guidelines. The Superintendent, or any designee as permitted in The School Code, is authorized to suspend a student from riding the school bus for up to 10 consecutive school days for engaging in gross disobedience or misconduct, including, but not limited to, the following: 1. Prohibited student conduct as defined in the Board Policy, 7:190, Student Discipline. 2. Willful injury or threat of injury to a bus driver or to another rider. 3. Willful and/or repeated defacement of the bus. 4. Repeated use of profanity. 5. Repeated willful disobedience of a directive from a bus driver or other supervisor. 6. Willful and/or repeated non-use of seat belts. Seat belt usage is mandatory for all passengers in any vehicle that is equipped with seat belts. Students violating this policy may be subject to discipline. Students who fail or refuse to use seat belts assume the risk of injury occasioned by their failure to use seat belts. All parents and students shall be notified annually of the Board’s seat belt policy. 7. Such other behavior as the Superintendent or designee deems to threaten the safe operation of the bus and/or its occupants. If a student is suspended from riding the bus for gross disobedience or misconduct on a bus, the Board of Education may suspend the student from riding the school bus for a period in excess of 10 days for safety reasons. The District’s regular suspension procedures shall be used to suspend a student’s privilege to ride a school bus. Electronic Recordings on School Buses Electronic visual and audio recordings may be used on school buses to monitor conduct and to promote and maintain a safe environment for students and employees when transportation is provided for any school related activity. Notice of electronic recordings shall be displayed on the exterior of the vehicle’s entrance door and front interior bulkhead in compliance with State law and the rules of the Illinois Department of Transportation, Division of Traffic Safety. Students are prohibited from tampering with electronic recording devices. Students who violate this policy shall be disciplined in accordance with the Board of Education’s discipline policy and shall reimburse the School District for any necessary repairs or replacement. The content of the electronic recordings are student records and are subject to District policy and procedure concerning school student records; such recordings are exempt from the Eavesdropping Act. Only those people with a legitimate educational or administrative purpose may view and/or listen to the electronic video and/or audio recordings. If the content of an electronic recording becomes the subject of a student disciplinary hearing, it will be treated like other evidence in the proceeding. LEGAL REF.:
Family Educational Rights and Privacy Act, 20 U.S. C. § 1232(g), 34 C.F.R. Part 99. 105 ILCS 5/10-20.14, 5/10-22.6 and 10/1 et seq. 720 ILCS 5/14-3(m). 23 Ill.Admin.Code Part 375, Student Records.
CROSS REF.:
4:110 (transportation), 4:170 (safety), 7:130 (student rights and responsibilities), 7:170 (vandalism), 7:190 (student discipline), 7:200 (suspension procedures), 7:340 (student records)
ADMIN. PROC.:
4:170-AP3 (School Bus Safety Rules)
ADOPTED:
April 8, 2008
Niles Township High School District 219
NEW
7:220-AP1 Page 1 of 1
Students Administrative Procedure - Electronic Recordings on School Buses
Review of Electronic Recordings Electronic video and audio recordings are viewed to investigate an incident reported by a bus driver, administrator, law enforcement officer working in the District, supervisor, student, or other person. They are also viewed at random. Viewing and/or listening to electronic video and/or audio recordings is limited to law enforcement officers working in the District and District personnel. These individuals must have (1) a law enforcement, security, or safety reason, or (2) a need to investigate and/or monitor student or driver conduct. A written log will be kept of those individuals viewing a video recording stating the time, name of individual viewing it, and date the video recording was viewed. If the content of an electronic recording becomes the subject of a student disciplinary hearing, it will be treated like other evidence in the proceeding. An electronic video or audio recording may be reused or erased after 14 days unless it is needed for an educational or administrative purpose.
Notice of Electronic Recordings The Eavesdropping Act exempts electronic recordings on school buses from its coverage when transportation is provided for a school activity, provided the School Board adopted a policy authorizing their use. Notice of the adopted policy regarding video and audio recordings shall be: (1) clearly posted on the front door and interior of the school bus, (2) provided to students and parents/guardians, and (3) included in student handbooks and other documents.
Niles Township High School District 219
7:270 Page 1 of 2
Students Administering Medicines To Students Students should not take medication during school hours or during school-related activities unless it is necessary for a student's health and well-being. When a student's licensed health care provider and parent/guardian believe that it is necessary for the student to take a medication during school hours, or school-related activities, the parent/guardian must request that the school dispense the medication to the child and otherwise follow the District's procedures on dispensing medication. No School District employee shall administer to any student, or supervise a student's self administration of any medication without a signed order (either the School Medical Authorization Form or the physical exam form) from a licensed prescriber. No student shall possess or consume any prescription or nonprescription medication on school grounds or at a school-related function other than as provided for in this policy and its implementing procedures. Nothing in this policy shall prohibit any school employee from providing emergency assistance to students, including administering medication. The Building Principal shall include this policy in the Student Handbook. Self-Administration of Medication A student may possess an epinephrine auto-injector (EpiPen) and/or medication prescribed for asthma for immediate use at the student's discretion, provided the student's parent(s)/guardian(s) has completed and signed a "School Medication Authorization Form." The Sschool District shall incur no liability, except for willful and wanton conduct, as a result of any injury arising from a student's self-administration of medication or epinephrine auto-injector or the storage of any medication by school personnel. A student’s parent/guardian must indemnify and hold harmless the School District and its employees and agents, against any claims, except a claim based on willful and wanton conduct, arising out of a student's self-administration of an epinephrine auto-injector and/or medication or the storage of any medication by school personnel. Nothing in this policy shall prohibit any school employee from providing emergency assistance to students, including administering medication. The Building Principal shall include this policy in the Student Handbook. School District Supply of Epinephrine Auto-Injectors The Superintendent or designee shall implement Section 22-30(f) of the School Code and maintain a supply of epinephrine auto-injectors in the name of the District and provide or administer them as necessary according to State law. This section of the policy is void whenever the Superintendent or designee is, for whatever reason, unable to: (1) obtain for the District a prescription for school epinephrine auto-injectors and a standing protocol from a physician licensed to practice medicine in all its branches, or (2) fill the District’s prescription for school epinephrine auto-injectors. Upon implementation of this subsection and Section 22-30(f) of the School Code, the protections from liability and hold harmless provisions as explained in Section 22-30(f) of the School Code apply. No one, including without limitation parents/guardians of students, should rely on the District for the availability of an epinephrine auto-injector. This policy does not guarantee the availability of an epinephrine auto-injector; students and their parents/guardians should consult their own physician regarding this medication.
Niles Township High School District 219
7:270 Page 2 of 2
LEGAL REF.:
105 ILCS 5/10-20.14b, 5/10-22.21b, and 5/10-22.30.
CROSS REF.:
7:285 (food allergy management)
ADMIN. PROC.:
7:270-AP (dispensing medication), 7:270-AP2 (checklist for district supply of epinephrine auto-injectors), 7:270-E (school medication authorization form)
ADOPTED:
March 12, 2007
Niles Township High School District 219
7:270-AP1 Page 1 of 2
Students Administrative Procedure: Dispensing Medication Actor Parents/Guardians
Action Ask the child’s physician, dentist, or other health care provider who has authority to prescribe medications if a medication, either prescription or non-prescription, must be administered during the school day. “Medications” includes an epinephrine auto-injector (“EpiPen”®) and antihistamines or Benadryl. For a student with diabetes: The parent(s)/guardian(s) are responsible to share the health care provider’s instructions. When the student is at school, the student’s diabetes will be managed according to the diabetes care plan, if one exists, and not this Procedure. See Care of Students with Diabetes Act, 105 ILCS 5/10-22.21b, added by P.A. 961485. If so, ask the health care provider to complete the “Illinois Food Allergy Emergency Action Plan and Treatment Authorization” form. This form must be completed and given to the school before the school will store or dispense any medication and before your child may possess asthma medication or an EpiPen®. If a student is on a medication indefinitely, the parent/guardian must file a new “Emergency Action Plan” every year. Bring the medication to the school office. If the medicine is for food allergies or is an EpiPen®, a student may keep possession of it for immediate use at the student’s discretion: (1) while in school, (2) while at a school-sponsored activity, (3) while under the supervision of school personnel, or (4) before or after normal school activities, such as while in before-school or after-school care on school-operated property (105 ILCS 5/22-30, amended by P.A. 96-1460). For asthma inhalers, provide the prescription label. Bring other prescription medication to the school in the original package or appropriately labeled container. The container shall display: Student’s name Prescription number Medication name and dosage Administration route and/or other direction Dates to be taken Licensed prescriber’s name Pharmacy name, address, and phone number Bring non-prescription medications to school in the manufacturer’s original container with the label indicating the ingredients and the student’s name affixed.
School Office Personnel
Whenever a parent/guardian brings medication for a student to the office, summon the school nurse. If the school nurse is unavailable, accept the medication, provided the
Niles Township High School District 219
Actor
7:270-AP1 Page 2 of 2
Action parent/guardian submits a completed “Emergency Action Plan” and the medication is packaged in the appropriate container. Put the medication in the appropriate locked drawer or cabinet. Tell the school nurse about the medication as soon as possible.
School Nurse (certificated school nurse or noncertificated registered professional nurse)
Ensure that a parent/guardian who brings medication for his or her child has complied with the parent/guardian’s responsibilities as described in this administrative procedure. In conjunction with the licensed prescriber and parent/guardian, identify circumstances, if any, in which the student may self-administer the medication and/or carry the medication. A student will be permitted to carry and self-administer an EpiPen®. Store the medication in a locked room, drawer or cabinet. A student may keep possession of medication and EpiPen®. Document each dose of the medication in the student’s individual health record. Documentation shall include date, time, dosage, route, and the signature of the person administering the medication or supervising the student in self-administration. Assess effectiveness and side effects as required by the licensed prescriber. Provide written feedback to the licensed prescriber and the parent/guardian as requested by the licensed prescriber. Contact emergency personnel (911) if an EpiPen® is used. Notify parents as soon as possible, also to inform them of the incident. If the parent/guardian does not pick up the medication by the end of the school year, discard the medication in the presence of a witness.
Building Principal
Supervise the use of these procedures. Perform any duties described for school office personnel, as needed. Perform any duties described for school nurses, as needed, or delegate those duties to appropriate staff members. No staff member shall be required to administer medications to students, until training is completed, except school nurses, non-certificated and registered professional nurses, and administrators. Make arrangements, in conjunction with the parent/guardian, supervising teachers, and/or bus drivers for the student to receive needed medication while on a field trip. Unless these arrangements can be made, the student must forego the field trip.
LEGAL REF.: 105 ILCS 5/10-20.14b, 5/10-22.21b, and 5/22-30. Board Review: May 9, 2011
Niles Township High School District 219
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7:270-AP2 Page 1 of 2
Students Administrative Procedure - Checklist for District Supply of Epinephrine Auto-Injectors The Superintendent or designee, school nurse, and/or other necessary school officials should develop a plan to implement Section 22-30(f) of the School Code. Obtain a prescription in the District’s name and a standing protocol for a supply of epinephrine auto-injectors pursuant to 105 ILCS 5/22-30(f). Designate a locked, secure location(s) for the supply of epinephrine auto-injectors (“supply”) pursuant to 105 ILCS 5/22-30(f). Develop a method for maintaining an inventory of the supply. The inventory should list the expiration dates. Identify procedures for a log or other recordkeeping of the provision, or administration of epinephrine auto-injectors from the supply. Develop procedures to implement the prescribing physician’s standing protocol for the provision, or administration of the supply, including calling 911 and noting any instructions given by Emergency Management Services. Determine how the District will identify the student populations whose parents/guardians: 1. Have not completed and signed a “School Medication Authorization Form,” or 2. Have not provided an epinephrine auto-injector to a student for use at school, even though they have completed the School Medication Authorization Form. Determine when the school nurse will provide or administer the supply to students. The School Code allows the school nurse to: 1. Provide an epinephrine auto-injector that meets the prescription on file in the “School Medication Authorization Form” to: a. Any student whose parent/guardian has not provided an epinephrine auto-injector for him or her to use at school, or b. Any personnel authorized under the student’s Individual Health Care Action Plan, Food Allergy Emergency Action Plan and Treatment Authorization Form, or Section 504 Plan to administer an epinephrine auto-injector to the student (105 ILCS 5/22-30(b-5), amended by P.A. 97-361). Any personnel authorized under these plans is limited to a school nurse, registered nurse, or a properly trained administrator in accordance with Section 10-22.21b of the School Code. 2. Administer an epinephrine auto-injector to any student that the school nurse in good faith believes is having an anaphylactic reaction even though the parent/guardian has not completed and signed a School Medication Authorization Form or otherwise granted permission to administer the epinephrine auto-injector (105 ILCS 5/22-30(b-10), amended by P.A. 97-361). Assess how to manage requests from parents/guardians who wish to opt-out of the supply being available to their child. The School Code does not provide a mechanism for a student or his or her parent/guardian to “optout” of the administration of the District’s supply of epinephrine auto-injectors when a nurse in good faith professionally believes a student is having an anaphylactic reaction. While there may be religious, health, or other reasons that a student’s parent/guardian may wish to “opt-out” of the administration of an epinephrine auto-injector to their child, the law does not provide a way for parents/guardians to do so.
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Determine how to notify all parents/guardians about how the supply may be provided or administered to students. If the District maintains a supply, it must notify parents/guardians of the protections from liability granted to it and the prescribing physician by 105 ILCS 5/22-30(c). There are two groups of parents/guardians that the District must notify: (1) parents/guardians of students who have previously signed a School Medication Authorization Form, and (2) parents/guardians of all students. For parents/guardians who have previously signed the School Medication Authorization Form, 105 ILCS 5/22-30(c) requires the District to provide additional notice that the physician providing the standing protocol and prescription for the District’s supply of epinephrine auto-injectors is protected from liability, except for willful or wanton conduct arising from the use of an epinephrine auto-injector regardless of whether authorization was given by the student, parent/guardian, or student’s physician. For parents/guardians of all students, 105 ILCS 5/22-30(c) requires parents/guardians to be informed that: (1) the District maintains a supply of epinephrine, and (2) the District and the prescribing physician are protected from liability when the school nurse administers epinephrine from the supply to any student when the school nurse in good faith professionally believes the student is having an anaphylactic reaction. There are several methods to inform parent/guardians of this information, e.g., receipt of handbook signature, or see 7:270 E, Medication Authorization Form. Develop a system for notifying the parents/guardians of students who received an injection of epinephrine from the District’s supply, either through self-administration or from the school nurse. 105 ILCS 5/22-30 is silent regarding this notification to parents/guardians. However, other existing protocols will already require this important notification. Further, it is a best practice. Notification and proper documentation can provide useful information for examining and evaluating risks as well as defending a lawsuit. The standing protocol from the prescribing physician may require completion of his or her designated forms.
NILES TOWNSHIP HIGH SCHOOL DISTRICT #219 FINANCIAL REPORT AUGUST 31, 2012
FUND EDUCATIONAL OPERATIONS & MAINT. DEBT SERVICE TRANSPORTATION IMRF/FICA CAPITAL PROJECTS WORKING CASH TORT/LIABILITY LIFE SAFETY TOTAL ALL FUNDS
*BEGINNING FUND BALANCE $106,275,193 $6,250,775 $3,616,571 $6,848,512 $1,326,879 $10,089,771 $23,937,671 $4,438,235 $4,606,224
YEAR TO DATE REVENUE $37,227,778 $9,691,139 $3,636,282 $2,564,270 $2,517,705 $20,209 $250,211 $421,731 $1,264,751
YEAR TO DATE EXPENDITURES ($7,852,912) ($1,502,005) $0 ($110,126) ($415,978) ($2,086,171) $0 ($718,669) ($13,100)
ENDING FUND BALANCE $135,650,059 $14,439,909 $7,252,853 $9,302,656 $3,428,606 $8,023,809 $24,187,882 $4,141,297 $5,857,875
PURCHASE ORDERS OUTSTANDING $2,158,768 $5,232,248 $0 $3,463,983 $0 $10,494,392 $0 $2,561,138 $91,338
$167,389,831
$57,594,076
($12,698,961)
$212,284,946
$24,001,867
LIABILITIES $1,013,028 ($41,082) $0 ($5,059) $0 ($19,160) $0 ($42,981) ($70)
FUND BALANCE $135,650,059 $14,439,909 $7,252,853 $9,302,656 $3,428,606 $8,023,809 $24,187,882 $4,141,297 $5,857,875
*Unaudited
FUND EDUCATIONAL OPERATIONS & MAINT. DEBT SERVICE TRANSPORTATION IMRF/FICA CAPITAL PROJECTS WORKING CASH TORT/LIABILITY LIFE SAFETY TOTAL ALL FUNDS
FUND EDUCATIONAL OPERATIONS & MAINT. DEBT SERVICE TRANSPORTATION IMRF/FICA CAPITAL PROJECTS WORKING CASH TORT/LIABILITY LIFE SAFETY TOTAL ALL FUNDS
CASH & INVESTMENTS $134,604,794 $14,480,991 $7,252,853 $9,307,715 $3,428,606 $8,042,969 $24,187,882 $4,184,278 $5,857,945
OTHER ASSETS $32,237 $0 $0 $0 $0 $0 $0 $0 $0
$211,348,033
$32,237
PROPOSED FINAL BUDGET FY 2013 (INCLUDES OPERATING TRANSFERS) REVENUE EXPENDITURES $106,037,567 $106,433,396 $24,160,304 $23,436,606 $8,293,931 $7,082,774 $5,662,689 $4,838,398 $5,689,085 $3,758,176 $100,000 $1,838,038 $815,407 $347,000 $989,563 $4,541,039 $2,898,351 $2,371,470 $154,646,897
$154,646,897
$904,676
$212,284,946
MONTH MONTH TO DATE TO DATE REVENUE EXPENDITURES $17,064,054 $5,415,138 $4,928,305 $1,078,445 $1,833,519 $0 $858,335 $108,061 $1,262,874 $258,908 $8,165 $2,083,336 $125,414 $0 $215,323 $165,041 $636,053 $6,852
MONTH TO DATE POs CREATED $859,625 $3,620,819 $0 $2,968,143 $0 $13,354,729 $0 $612,357 $33,970
$26,932,042
$9,115,781
$21,449,643
NILES TOWNSHIP HIGH SCHOOL DISTRICT 219 REVENUE, EXPENDITURES AND FUND BALANCES 7/1/2012 - 8/31/2012
$140,000,000 $130,000,000
BEG. FUND BALANCE
$120,000,000
YTD REVENUE
$110,000,000 $100,000,000 $90,000,000 $80,000,000 $70,000,000 $60,000,000 $50,000,000 $40,000,000 $30,000,000 $20,000,000 $10,000,000 $0
YTD EXPENDITURES ENDING FUND BALANCE
