Tannehill Public School

TheTannehill Board of Education assures the federal government that payments received from the federal gov­ernment in the nature of grant programs shall be used solely for such programs and in accordance with the applicable grant regula­tions.  The district will restrict fund uses to the purposes provided in the federal  legislation creating the grant.  Fed­eral funds received will be used to supplement and, to the extent practical, increase the level of funds that would, in the absence of such federal funds, be made available from non-federal sources for the education of students partici­pat­ing in programs and projects assisted by the federal grants.  In no case shall federal grant funds be used to sup­plant funds received by the district from non-federal sources.  State and local funds will be used to provide services in federal grant projects and such services, taken as a whole, will be at least comparable to services provided in district projects that are not receiving federal grant program funds.  Comparability applies to schools with more than one building for each grade span.

 

The school district shall receive federal funding for any fiscal year only if the Oklahoma State Department of Education finds that the local educational agency has maintained the school district’s fiscal effort in accordance with maintenance of effort requirements as outlined in section 8521 of ESSA.   

 

The board delegates to the central administration the authority to sign federal grant "assurance statements" that are required for the receipt of federal funds.

 

Legal Reference:         Sections 1118 and 8521 of ESSA

GRANT SUBMISSIONS

 

A grant offer and acceptance constitutes a contractual agreement between the grantor (funding source) and the grantee (teacher, school, department, or district). This agreement should not be entered into without appropriate approval.

 

Applicants must obtain approval from the Superintendent prior to submitting a grant proposal or application to any funding source.  To ensure that each proposal from the school district represents the highest quality possible, the final draft of each grant application will be reviewed by the Superintendent or designee.  Proposals requiring approval or signature of the Board of Education must be submitted a minimum of three days prior to a board meeting.

 

 

NOTICE OF GRANT AWARD OR REJECTION

 

Upon receipt of a notice of grant award or rejection from the funding agency, the applicant will send a copy to the Superintendent.  Applicants are also encouraged to send a thank you letter to the funding source even if funding is not awarded during this grant cycle.

 

If the grant is awarded, the superintendent or designee will meet with the applicant to establish a grant budget.  Grant funds cannot be expended until a budget has been established.  Grant recipients will adhere to all fiscal and programmatic reporting requirements imposed by the funding source.

 

The superintendent will establish and maintain the official files for all grant awards.  Files must be kept for five years after the conclusion of the grant.

 

After the Board of Education accepts grant funding from governmental agencies, private companies, organizations, and foundations for various educational programs or projects, the funds will be budgeted for each program or project according to the amount and regulations of the grant awarded.

 

This district will have internal control systems to provide reasonable assurance that it is managing federal financial assistance programs in compliance with applicable laws and regulations as directed by the State Department of Education.  Methods and procedures will be in place to minimize the time elapsed between the transfer of funds from the State and the disbursement of these funds by the district.

 

Whenever possible the superintendent will provide a formal request for quotes or accept bids for goods or services that will be purchased with the grant funds.  Goods and services received in consideration for grant funds will be monitored and careful consideration will be provided as to the quality of the goods received and/or the performance of services rendered prior to the district entering into future contracts for goods and services. 

 

The district will maintain financial records of all expenditures made from the grant funds and such records will be available for inspection and will be deemed to be public records. These records, whenever practicable, shall be collected, transmitted and stored electronically.

 

Legal Reference:         2 C.F.R. 200.302

The Board of Education directs all school district personnel to maintain appropriate internal controls in accordance with this policy.  Internal Controls are to be an integral part of the school district’s financial and business policies and procedures.  The objectives of internal controls are:

 

• Protecting resources against waste, fraud, and inefficiency;
• Ensuring accuracy and reliability in accounting and operating data;
• Securing compliance with the policies of the organization;
• Ensuring compliance with applicable laws and regulations;
• Evaluating the level of performance in all organizational units of the organization; 
• Providing management with reasonable assurance that all leave and payroll transactions are authorized, valid, complete and accurate;
• Safeguarding leave and payroll documents from theft, loss and destruction; and
• Internal controls are simply good business practices.

   

  Internal controls are the practices performed by employees to provide the board of education with reasonable assurance that assets are safeguarded and transactions are authorized, valid, complete and accurate.

   

  Internal control systems operate at different levels of effectiveness.  Determining whether a particular internal control system is effective is a judgment resulting from an assessment of whether the five components – Control Environment, Risk Assessment, Control Activities, Information and Communication, and Monitoring – are present and functioning.  Effective controls provide reasonable assurance regarding the accomplishments of established objectives.

   

  The Superintendent or designee shall evaluate and monitor compliance with statute, regulations and the terms and conditions of federal awards.  When instances of noncompliance are identified, the Superintendent or designee shall take prompt action.  All school personnel shall take reasonable measures to safeguard personally identifiable information that is protected by state or federal law. 

   

  Control Environment

  The control environment, as established by the organization’s administration, sets the tone of an institution and influences the control consciousness of its people.  Leaders of each department, area or activity establish a local control environment. 

   

  Risk Assessment

  Every entity faces a variety of risks from external and internal sources that must be assessed.  A precondition to risk assessment is the establishment of objectives, linked at different levels and internally consistent.  Risk assessment is the identification and analysis of relevant risks to achievement of the objectives, forming a basis for determining how the risks should be managed.  Because economic, regulatory and operating conditions will continue to change, mechanisms are needed to identify and deal with the special risks associated with change.

   

  The process of identifying and analyzing risk is an ongoing process and is a critical component of an effective internal control system.  Attention must be focused on risks at all levels and necessary actions must be taken to manage.  Risks can pertain to internal and external factors.  After risks have been identified, they must be evaluated.

   

  Managing change requires a constant assessment of risk and the impact on internal controls.  Economic, industry and regulatory environments change and entities’ activities evolve.  Mechanisms are needed to identify and react to changing conditions.

   

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  Control Activities

  Control activities are the policies and procedures that help ensure management directives are carried out.  They help ensure that necessary actions are taken to address risks to achievement of the entity’s objectives.  Control activities occur throughout the organization, at all levels, and in all functions.  They include a range of activities as diverse as

  approvals, authorizations, verifications, reconciliations, reviews of operating performance, security of assets and segregation of duties.

   

  Control activities usually involve two elements: a policy establishing what should be done and procedures to effect the policy.  All policies must be implemented thoughtfully, conscientiously and consistently.

   

  Information and Communication

  Pertinent information must be identified, captured and communicated in a form and time frame that enables people to carry out their responsibilities.  Effective communication must occur in a broad sense, flowing down, across and up the organization.  All personnel must receive a clear message from top management that control responsibilities must be taken seriously.  They must understand their own role in the internal control system, as well as how individual activities relate to the work of others.  They must have a means of communicating significant information upstream.

   

  Monitoring

  Internal control systems need to be monitored – a process that assesses the quality of the system’s performance over time.  Ongoing monitoring occurs in the ordinary course of operations, and includes regular management and supervisory activities, and other actions personnel take in performing their duties that assess the quality of internal control system performance.

   

  The scope and frequency of separate evaluations depend primarily on an assessment of risks and the effectiveness of ongoing monitoring procedures.  Internal control deficiencies should be reported upstream, with serious matters reported immediately to top administration and governing boards.

   

  Internal control systems change over time.  The way controls are applied may evolve.  Once effective procedures can become less effective due to the arrival of new personnel, varying effectiveness of training and supervision, time and resources constraints, or additional pressures.  Furthermore, circumstances for which the internal control system was originally designed also may change.  Because of changing conditions, management needs to determine whether the internal control system continues to be relevant and able to address new risks.

   

  Responsibility

  It is the responsibility of the superintendent and board of education to work together to develop and implement a system of internal controls.  However, everyone within the school district has some role in internal controls.  The roles vary depending upon the level of responsibility and the nature of involvement by the individual.  The Board of Education, Superintendent, and administrative staff establish the presence of integrity, ethics, competence and a positive control environment.  The employees of the district have oversight responsibility for internal controls within their areas.  Each employee is to be cognizant of proper internal control procedures associated with their specific job responsibilities and is responsible for complying with internal controls.

   

   

   

   

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  Components of the Control Activity

   

  Internal controls rely on the principle of checks and balances in the workplace.  The following components focus on the control activity:

   

  Personnel need to be competent and trustworthy, with clearly established lines of authority and responsibility documented in written job descriptions and procedure manuals.  Organizational charts provide a visual presentation of

   

  lines of authority and periodic updates of job descriptions ensures that employees are aware of the duties they are expected to perform.

   

  Authorization Procedures need to include a thorough review of supporting information to verify the propriety and validity of transactions.  Approval authority is to be commensurate with the nature and significance of the transactions and in compliance with School District policy.

   

  Transactions should be authorized and executed by persons acting within the range of their authority.

   

• Policies and procedures should clearly identify which individuals have authority to approve different types of transactions.
• Authority comes with accountability and responsibility.
• Individuals should understand what they are approving.  Individuals should have firsthand knowledge of transactions being approved, or they should review supporting information to verify the propriety and validity of transactions.
• Authorization of adjustments should be timely.
• Authorization for leave, overtime and change of work schedule should be obtained in advance and in writing.
• Authorization should be from at least one level above.
• Employees should not authorize their own transactions.
• Adjustment documents should proceed directly for processing after approval by a supervisor and not return to the employee where it can be falsified.  Many frauds occur after approval.
• Supervisors should not sign blank forms.
• The supervisor and employee should initial corrections or adjustments.
• Delegation of authority in writing is required for grants and recommended for other budgets.
• Leave and payroll documents should proceed directly for processing after approval by a supervisor and not returned to the employee where they can be falsified.  Many frauds (i.e. unauthorized or excessive overtime hours charged) occur after approval.
• Supervisors should not sign blank timesheets or leave request forms.
• Corrections or adjustments should be initialed by the supervisor and employee.

   

  Segregation of Duties reduce the likelihood of errors and irregularities.  An individual is not to have responsibility for more than one of the three transaction components: authorization, custody, and record keeping.  When the work of one employee is checked by another, and when the responsibility for custody for assets is separate from the responsibility for maintaining the records relating to those assets, there is appropriate segregation of duties.  This helps detect errors in a timely manner and deter improper activities; and at the same time, it should be devised to prompt operational efficiency and allow for effective communications.

   

   

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  Physical Restrictions are the most important type of protective measures for safeguarding school district assets, processes and data.

   

  Documentation and Record Retention is to provide reasonable assurance that all information and transactions of value are clearly, thoroughly, and accurately recorded and retained.  Records are to be maintained and controlled in accordance with the established retention period and properly disposed of in accordance with established procedures.

   

  Monitoring Operations is essential to verify that controls are operating properly.  Reconciliations, confirmations, and exception reports can provide this type of information.

   

  Reconciliation is the process of comparing the entries in the general ledger to supporting documentation and resolving any discrepancies or differences.  Accounts Payable, Accounts Receivable, and Cash, Property depreciation, Interest Income and other.

   

  An independent person should perform a reconciliation of the district financial records at least annually and when an employee transfers, requests extended leave without pay, or separates employment from the school district.

   

  Risk Assessment

  The process of assessing risk is an opportunity for management and directors to look at their operations, determine the areas of significant risk, and evaluate what actions can be taken to minimize the risk and enhance the effectiveness and efficiency of the operation, while following applicable laws and regulations.  The risk assessment and internal control evaluation can be integrated into the strategic planning process and program review.

   

  All levels of the organization should participate in an annual risk assessment.  The process of assessing risk is an opportunity for review of operations, determination of the areas of significant risk, and evaluation of what actions can be taken to minimize the risk and enhance internal controls.

   

  Determination of an effective means of managing the risks, determining the likelihood of occurrence, minimizing the risks, and providing compensating controls is management’s responsibility.

   

  Managing an Audit

   

  These are suggestions when interacting with auditors, to expedite the audit process while minimizing disruptions to day-to-day departmental operations.  It is important to both the auditors and the departments to have accurate and objective audit results.

   

• Designate an audit liaison person (Department manager).
• Clarify the audit object and scope (areas to be tested and period covered by the audit).
• Determine auditor needs (records, workspace, and resources).
• Consider giving the auditor a general tour of your facilities.

   

  Access to Records by Auditor

  Ensure original documents do not leave department premises without prior approval.  If a request is ambiguous, ask the auditor for the purpose of reviewing the document.  Be prepared to recommend alternate documents that would achieve the auditor’s purpose.  Unless absolutely necessary, do not allow full access to your file drawers, storerooms, etc.  Auditors are expected to obtain permission and state their objective for accessing these areas. Have documents

   

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  available upon their arrival.  Maintain a list of records provided to the auditor. Review records you are providing to anticipate questions.  If records will hurt the School District’s interest, notify department management of the issue.

   

  Responding to Audit Findings

  Keep informed of issues throughout the audit. Ensure an exit interview is held.  Use it to verify facts and respond to the audit.  Ask a representative from the Treasurer’s Office to attend if there are questioned or disputed findings.

  Ask for time to review findings, and then re-verify calculations and source data. Concede valid findings, but do not speculate on whether they apply to other areas on campus. Discuss with the auditor the dispositions of audit issues, i.e.

  verbal comment, exit item, management summary or report item. If necessary, appeal the auditor’s conclusion with their supervisors. 

   

  “Must Do” Management Actions

   

  ‘Hard’ Controls (Mandatory Internal Control and Checks and Balances)

1. Use only original signatures to approve documents.
2. Provide departmental reports
   1. Review and document the reconciliations of the monthly department financial statements to the appropriate supporting documents to assure all items are authorized School District purchases/charges.
   2. Budget the best annual estimate of the department’s earnings and expenditures.
   3. Compare actual results to the budget and follow up significant variances.
3. Issue Payroll
   1. Reconcile labor distribution reports to timesheets/exception reports (including reconciling leave accrual amounts to leave slips).
   2. Collect from Staff & Administration a signed Attendance Leave Sheets for each pay period.
   3. Collect from nonexempt and exempt staff a signed Attendance Leave Sheets for each pay period.
   4. Collect from hourly classified and student employees a signed positive timesheet for each pay period.
   5. Have supervisors with direct knowledge of the actual time worked sign Attendance Leave Sheets and positive timesheets.
   6. Budget the best annual estimate of the department’s labor expenses.
4. Separate incompatible duties (e.g. pro-card holder/approval authority, cash receipts handling/accounts receivable posting, payroll preparation/verification, etc.) among different department staff members.
5. Identify active/inactive research accounts used by departmental faculty, and assure/implement a process through which the activity (including personnel requisitions, expenditures, and document retention) is approved by the Principle Investigator (PI) and periodically reviewed by the department chair and that this process is in accordance with School District and funding source (grant, department program, etc.) requirements (capital equipment approval, contract approval, etc.).  Ensure that inactive project grants are closed according to School District procedures.
6. Count and balance your petty cash/change fund as determined necessary, and reconcile (by another person) as appropriate.
7. Issue Cash Receipts
   1. Deposit daily or periodically with the Cashier’s Office any cash/checks received in your department as authorized in the policy and procedures manual.
   2. Issue a pre-numbered receipt for all cash transactions.
   3. Collect sales tax when taxable goods are sold.

       

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   4. Use a cash receipts form for all checks and cash and submit them to the central office for deposit. 
   5. Safeguard cash and checks against theft or loss.

      8.   Review purchases

1. Review in detail the supporting documentation for any action that you authorize, approve, review, or sign.
2. Establish a mechanism for ensuring that all departmental purchases are appropriate.
3. All contracts and credit applications require School Board approval.
4. Always submit original receipts as proof of payment.

1. List and account for each equipment asset and its location valued at less than $25,000 (assets not included on the School District’s inventory listing).
2.  Reconcile external bank accounts and credit card transactions (if applicable) at least monthly.

1.  Establish procedures to ensure that cardholders comply with the reimbursable business expense policy.

    

   ‘Soft’ Controls (Internal Controls to Strengthen Oversight and Encourage Compliance)

    

1. Complete an Annual Risk Assessment and/or Internal Control Review at least annually.
2. Be familiar with the Policies and Procedures of the School District.
3. Avoid circumventing any established internal controls over department operations.
4. Review operational processes on a continuous basis for duplication of effort.
5. Identify strengths/weaknesses within your employee pool and re-organize duties accordingly to develop a stronger team.  Encourage employees to participate in professional development activities.
6. Be alert to fraud risks and ‘red flags’ for fraud occurring in your unit’s operations.
7. On a regular basis compare/analyze the actual revenue and expenditures to the amount of budgeted revenue/expenditures (i.e. financial analysis).
8. Provide relevant financial reports/status updates to appropriate Dean/Director on a regular basis.
9. Document all reconciliation’s, verifications, approvals, etc. to assure a defined audit trail of all transactions exit.

    

    

   Legal Reference:  2 C.F.R. § 200.303

It is the policy of the Tannehill  Board of Education that all general fund receipts shall be transmitted to the treasurer of the board of education.  A receipt shall be issued by the person receiving the funds to the person depositing the funds, and a copy of the receipt shall be forwarded to the treasurer.  All disbursements shall be issued by the treasurer in the form of legal warrants, bonds, or interest coupons.

 

The board of education, at its regularly scheduled meeting, shall set aside funds to an operating account and to an investment account.  The board may direct the treasurer to satisfactorily complete an investment education program approved by the State Board of Education and the State Board of Career and Technology Education.  The treasurer shall invest the full amount of the investment account in:

 

   1.       Direct obligations of the United States government to the payment of which the full faith and credit of the Government of the United States is pledged; provided, a treasurer of a school district who has completed the appropriate training offered by the State Department of Education may invest funds in the investment account in other obligations of the United States Government, its agencies or instrumentalities;

 

   2.       Obligations to the payment of which the full faith and credit of this state is pledged;

 

   3.       Certificates of deposit of banks when such certificates of deposit are secured by acceptable collateral;

 

   4.       Savings accounts or savings certificates of savings and loan associations to the extent that such accounts or certificates are fully insured by the Federal Savings and Loan Insurance Corporation;

 

   5.       Repurchase agreements that have underlying collateral consisting of those items specified in paragraphs 1 and 2 including obligations of the United States, its agencies and instrumentalities, and where the collateral has been deposited with a trustee or custodian bank in an irrevocable trust or escrow account established for such purposes;

 

   6.       County, municipal, or school district direct debt obligations for which an ad valorem tax may be levied or bond and revenue anticipation notes, money judgments against such county, municipality or school district ordered by a court of record or bonds or bond and revenue anticipation notes issued by a public trust for which such county, municipality or school district is a beneficiary thereof;

 

   7.       Money market mutual funds regulated by the Securities and Exchange Commission and which investments consist of obligations of the Untied States, its agencies and instrumentalities, and investments in those items and those restrictions specified in paragraphs 1 through 6;

 

   8.       Warrants, bonds, or judgments of the school district; or

 

   9.       Qualified pooled investment programs, the investment of which consist of those items specified in paragraphs 1 through 8 as well as obligations of the United States agencies and instrumentalities, regardless of the size of the district’s budget.  To be qualified, a pooled investment program for school funds must be governed through an interlocal cooperative agreement formed pursuant to 70 O.S. § 5-117b and the program must competitively select its investment advisors and other professionals.  Any pooled investment program must be approved by the board of education.

 

MANAGEMENT AND INVESTMENT OF FUNDS (Cont.)

 

Any interest received from investments shall be placed in the fund from which the investment was made as approved by the board of education at a lawfully convened board meeting.

 

The treasurer shall place primary emphasis on safety and liquidity in the investment of funds.  Taking into account the need to use sound investment judgment, prior to purchasing direct obligations of the United States Government or other obligations of the United States Government, its agencies or instrumentalities, the school district shall utilize competitive bids, to the extent practicable.  All investments shall be designed to maximize yield within the class of investment instrument, consistent with the safety of the funds invested.

 

To determine that school funds are properly secured, the treasurer shall, on a monthly basis, obtain from each bank where funds are deposited a listing of collateral pledged, setting forth the par value and market value of such collateral.  The board shall utilize said documents in reviewing the investment performance of the treasurer.

 

The board of education shall review the investment performance of the treasurer each month at its regularly scheduled board meeting.  Such review shall include, but is not limited to, a determination of whether the treasurer is making informed investment decisions regarding the safety, return, liquidity, costs, and benefits of various investment options in selecting investments for the school district. 

 

REFERENCE:    62 O.S. §471

                                70 O.S. §5-115

 

THIS POLICY REQUIRED BY LAW.

The Tannehill  Board of Education assumes responsibility, within its financial capabilities, for providing at public expense all items of equipment, supplies, and services that may be required in the interest of education in the school units under its jurisdiction.  Gifts, donations, grants, or bequests will be accepted and the action recorded, provided the conditions of ac­ceptance do not remove any degree of control of the school district from the board and will not cause inequitable treatment of any student(s) or student group(s).

 

A gift shall be defined as money, real or personal property, and personal services provided without consideration.  Gifts from organizations, community groups, and/or individuals that will benefit the district shall be encouraged by district administration.  Individuals or groups contemplating presenting a gift to a school or the district shall be encouraged to discuss, in advance, with the building principal or the superintendent what gifts are appropriate and needed.

 

Community groups or individuals may donate equipment to the district.  Such equipment shall be added to the dis­trict’s inventory, provided it is operative at the time of donation and meets an educational purpose of the district.

 

The district reserves the right to accept or decline any proposed gifts.  In determining whether a gift will be accepted, consideration shall be given to district policies, goals, and objectives (with particular emphasis on the goal of provid­ing equal educational opportunities to all students) and adherence to the basic principles outlined in board-approved regulations (see CDC-R1).

 

Propositions giving funds, equipment, or materials to the school with a "matching agreement" or restriction are generally not acceptable.  Acceptance of donated equipment or materials may depend upon the compliance with the board's policy of standardizing materials and equipment in the district which could restrict gifts purchased by parent-teacher organizations to individual schools.  The acceptance of a gift for a particular school, however, indicates the board's approval of the use the benefactor specified.

 

Any person or organization desiring to give a gift or make a donation, grant, or bequest to the board should contact the super­intendent who may accept the gift, thank the donors, and inform the board, except that offers of real property will be accepted only by the board.  Also, where the appropriateness of a gift is in doubt, the superintendent will refer the matter to the board for its acceptance or rejection.  For example, single gifts of considerable value exhibiting the donor's name or business shall be considered on an individual basis by the board.

 

Provided, all conditional gifts must be approved by the board.

 

Any gift or grant accepted by the board or the superintendent as its executive officer shall become the property of the board of education and will comply with all state and federal laws.

 

REFERENCE:    Title IX, Education Amendment of 1972, 20 U.S.C. §1681, et seq.

                                70 O.S. §5-117

The Tannehill  Board of Education shall prepare a budget that shall represent a complete plan for the school district and shall present information necessary and proper to disclose the financial position and condition of the school district.  It shall contain a budget summary in tabular form for each fund:

 

   1.       Actual revenues and expenditures for the immediate prior fiscal year;

 

   2.       Revenues and expenditures for the current fiscal year as shown by the budget for the current year as adopted or amended;

 

   3.       Estimates of revenues and expenditures for the budget year.

 

The board will schedule a public hearing at least 45 days prior to the beginning of the budget year.  Notice of the date, time and place of the hearing, together with the proposed budget summary, shall be published in a newspaper of gen­eral circulation in the school district not less than five (5) days before the date of the hearing.  Any person present at the public hearing may present comments, recommendations, or information on the proposed budget to the board.

 

On or before October 1, each year, the board of education shall prepare a statement of actual income and expenditures of the district for the fiscal year that ended on the preceding June 30 after the financial activity has been recorded, the annual Founda­tion and Salary Incentive Aid Allocations have been released, and the property tax valuation has been certified.  The amended budget shall contain all of the following information, if applicable:

 

   1.       Valuation of the school district by county and classification, excluding homestead exemptions;

 

   2.       Bonded debt and judgments outstanding, including interest rates by maturity;

 

   3.       Matured debt and judgments;

 

   4.       Sinking fund balance, including cash and investments;

 

   5.       Sinking fund levy calculations, including surplus/deficit, principal accrual, annual interest, judgment installment and interest, total net levy and delinquency;

 

   6.       Levies in millage for general fund, building fund and sinking fund;

 

   7.       Millage adjustment factor, if applicable;

 

   8.       Previous year sinking fund collections, including total proceeds as certified, additions or deductions, reserve for delinquent tax, reserve for protest pending, tax apportioned, net balance in process of collection, and excess collections; and

 

   9.       Surplus analysis, including itemized sources of excess and deductions.

 

The board will post a copy of the statement in the administrative office of the board in an area accessible to the public and in at least one public library within the district within five (5) days after the statement is prepared.

 

ANNUAL BUDGET (Cont.)

 

No later than September 1, each year, the district shall transmit a copy of the required income and expenditures data to the State Department of Education for posting on the Department’s Internet web site in a form that is accessible to the public.

 

Prior to October 1, each year, the board shall submit the statement of income and expenditures to the county excise board and shall file the itemized expenditure budget and request for state appropriated funds for the ensuing fiscal year, and an estimate of revenues to be received by the district with the State Board of Education.

 

Not later than 45 days after the estimate of needs is approved by the county excise board, the board of education shall adopt a final budget for the current fiscal year.

 

The final budget may be revised by the board in open meeting.

 

REFERENCE:    68 O.S. §3002

                                70 O.S. §5-114, §5-129, §5-133, §5-134.1, §5-135, §5-154, §5-155

                                70 O.S. §5-128, §5-128.1

Not later than December 31 of each year, the Tannehill  Board of Education shall prepare, on a form prescribed by the State Board of Education, a preliminary estimate of the amount(s) of money and tax rate(s) which it then believes will be required for the dis­trict for the ensuing fiscal year; and, if such preliminary esti­mate shows an estimated need for a levy requiring the approval of the school district electors of the district under Section 9 or Section 10, Article X, of the Oklahoma Constitution, as amended on April 5, 1955, such preliminary estimate shall contain a call for an elec­tion to be held on the second Tuesday in February, or on such other date as may be provided for the election of the mem­bers of the board of education, to vote on the question of making such levy or levies.  The preliminary estimate shall be published in one issue of a newspaper having general circulation in the district at least ten days before such election.

 

REFERENCE:    70 O.S. §5-134

 

NOTE:                  These requirements shall not apply to school district that have adopted a permanent millage pursuant to subsection (d-2) of Section 9 of Article X of the Oklahoma Constitution.

The Tannehill  Board of Education shall make annual statistical and financial reports to the State Board of Education in a timely manner.  The statistical report shall be made as of June 30.  Each of such reports shall be filed with the State Board of Education as soon as information is available following the effective date of such reports.

 

No later than September 1, each year, the district shall transmit a copy of the income and expenditures data to the State Department of Education.  The Department shall post the data on the Department’s Internet web site in a form that is accessible to the public.

 

REFERENCE:    70 O.S. §5-128

                                70 O.S. §5-134.1

It is the policy of the Tannehill  Board of Education that the superintendent of schools shall work with the school auditor and the board in the preparation of both a financial estimate and the annual budget, and to publish these docu­ments, as well as any other necessary publications as required by law.  The superintendent or designee shall report to the board monthly on the status of the budget.

 

The superintendent shall make to the board such fiscal recommen­dations as deemed necessary and shall furnish to the board all information pertaining thereto.

 

After recommendations made by the superintendent have been con­sidered by the board, the board shall adopt those recommendations which it deems advisable.

 

Minor purchases may be made by school employees and charged to the school, provided such purchases are pre­viously approved by the superintendent or made in accordance with procedures established by the superintendent.

 

The superintendent shall cause to be prepared all claims against the school district for consideration by the board.  The super­intendent shall furnish explanations of such claims.

 

When claims are approved by the board for payment, the board encumbrance clerk shall issue warrants in payment with the school district treasurer.  The clerk shall insure that a record of such warrants is made in the school district warrant register, and that the warrants are distributed to the proper creditors.

 

Should school personnel receive a report that an issued warrant or check has been lost or destroyed, a second or duplicate may be issued.  The school district cannot legally issue a second or duplicate warrant or check until such time as the school district has stopped payment on the initial document or the district has received an affidavit from the payee as to the facts concerning the loss or destruction of the original document.

 

The superintendent shall make such financial reports as may be required by the State Department of Education and such other financial reports as the board may require.  The superintendent shall present to the board in July a finan­cial statement reflect­ing the fiscal condition of the district as of the close of the previous fiscal year and an itemized state­ment of estimated needs and the probable income including ad valorem tax for the current fiscal year.  These financial statements and estimates shall be published in one issue of a newspaper of general circulation in this area and shall be filed with the county excise board on or before September 1 of each year.

 

REFERENCE:    68 O.S. §3002

                                70 O.S. §5-128, §5-128.1

                                70 O.S. §5-134, §5-134.1

                                70 O.S. §5-135

The Tannehill Board of Education shall exercise complete control over all activity funds and shall adopt appropriate rules and regulations for handling, expending, and accounting for all such funds.

 

At the beginning of each fiscal year, the board shall approve all school activity fund subaccounts, all subaccount fund raising activities and all purposes for which the monies collected in each subaccount can be expended.  The board will approve any activity fund raising events during the fiscal year.

 

The school activity fund custodian will be appointed by the board of education.  The board shall review on an annual basis the surety bond for the activity fund custodian, which shall be in no case less than one thousand dollars ($1,000), and such bond shall be filed with the clerk of the board of education.

 

Annually, the board shall approve the various activity funds, beginning balances, depository bank for fund, authorized signers on the account, and location where interest will be placed.

 

The superintendent shall cause the activity account to be audited annually by a certified public accountant who will be selected by the board.  The audit shall be furnished to the board and the cost of the audit shall be paid from the general fund.

 

No expenditures shall be made from activity funds except by check and on the authorization of the sponsor of the group to whom the fund belongs.  All such checks are to be issued and signed by the custodian of the activity fund and countersigned by a person designated by the board.

 

All activity monies shall be deposited with the office of the superintendent.  The custodian of such funds shall cause the funds to be deposited by the close of the next business day following receipt of the funds.

 

The custodian of a school activity fund may provide cash advances to sponsors for travel expenses on behalf of school district students and sponsors of certain school activities.  The cash advances may come only from the school activity subaccount directly involved in the travel of such students or sponsor and only if the travel is one of the stated functions or purposes for the establishment of the subaccount.  Receipts must be turned in to the custodian.

 

The principal shall cause to be kept complete and accurate accounts of all activity funds, and shall see that monthly reports are made to appropriate parties.

 

The board of education shall establish a petty cash account to be used only for the purpose of making small cash expenditures, such as postage, freight or express charges; provided that no single expenditure from the petty cash account will be made in excess of seventy-five dollars ($75.00), and the total expenditures during any one fiscal year will not exceed two thousand five hundred dollars ($2500.00) per school building.

 

These provisions shall not apply to funds collected by student achievement programs or parent-teacher associa­tions and organizations that are sanctioned by the board of education.  Guidelines adopted by the board for the sanctioning of such organizations and associations may include, but not be limited to, examinations of financial and performance audits performed on each such organization and association.

 

ACTIVITY FUNDS (Cont.)

 

The superintendent is directed to establish a regulation governing activity funds.  Such regulation, when approved by the board of education, shall be incorporated into this policy and shall become a part hereof.

 

The board alone has the authority to approve the establishment of accounts by whatever name or style it deems best suited to its needs for the revenue collected.

 

The board shall prohibit purchases from the activity fund for materials or equipment unless invoices or delivery tickets are furnished.

 

The board shall require that receipts for collections by the custodian be given proper internal control by using pre­numbered tickets for admission and providing written reconciliation made of tickets sold to actual revenues collected.  Reconciliation documents will be filed and kept as documentation for the activity fund by the duly appointed activity fund custodian.

 

The board shall evaluate and adopt standard forms for the documentation of cash receipts.

 

The board shall require the custodian to deposit receipts in the local bank in a timely manner as prescribed by statute.

 

Recognizing that students will also be involved in the collecting and accounting of funds through fund-raising and student activities, the board encourages student participation and instruction in proper accounting procedures.

 

The board further requires the following procedures for the activity fund account:

 

   1.       The accounting system will be under the direction of one individual (activity fund custodian), who is responsi­ble for keeping all accounts and preparing all financial reports.  The activity fund custodian may delegate some of these duties to a central bookkeeper.

 

   2.       Records will be maintained and will include books of original entry, a general ledger, cash receipts records, expenditure records, and subsidiary ledgers.

 

   3.       Summary financial reports will be prepared on a monthly and annual basis.

 

   4.       Records will reflect that the budget has been planned and adopted cooperatively by students, sponsors, and school officials.

 

   5.       A centralized system of accounting and uniform method of handling funds shall be used.

 

   6.       Pre-numbered receipts for all money received will be utilized.

 

   7.       All money received will be deposited in the bank in a single account, in the name of Tannehill School Activity Fund.

 

ACTIVITY FUNDS (Cont.)

 

   8.       All expenditures will be substantiated by an invoice or a signed receipt.

 

   9.       Pre-numbered checks will be used for all disbursements.

 

10.       Two designated signatures will be required to authorize each expenditure.

 

11.       All spoiled pre-numbered receipts will be marked void and will be retained.

 

REFERENCE:    70 O.S. §5-129, §5-129.1

                                70 O.S. §22-103

In accordance with the policy of the board of education, the following regulation shall govern school activity funds:

 

   1.       Authority for Activity Funds:  Under the general provisions of Title 70, Section 5-129 and the specific pro­visions of Title 70, Section 5-135, Oklahoma Statutes, the board of education shall exercise control over all activity funds.  The cost of surety bonds and audit services are payable from the school activity fund or the general fund.

 

   2.       Record of Funds:  Records shall be kept of all funds collec­ted, handled, or disbursed by any school or activity by the sponsor of the activity and the school district treasurer.

 

   3.       Audits:  The Activity Funds Auditor is appointed by and is responsible to the board of education.  The audi­tor will make periodic audits of each school's activity fund and will fur­nish a detailed report to the board of educa­tion at the end of each school year showing the receipts, disbursements, and financial position of each account so far as may be deter­mined from the records in the various schools.  The auditor will give assis­tance and advice when necessary to insure adequate compliance with Activity Fund Procedure.  Caution should be used in accepting personal checks.  However, when­ever bad checks occur, it shall be the responsibility of the principal to see that the checks are properly taken care of.

 

   4.       Classroom Receipt Books:  Each teacher will have a class­room receipt book containing duplicate receipts.  When a student turns in money for any purpose, the teacher will immediately prepare a receipt and provide the original of the receipt to the student.  Each receipt will be properly dated and state the student's name and the purpose of the collection.  At the start of each semester and until the heaviest period of collection is over, the teacher will add the amount of receipts written since the date of the last deposit and will take the money and the classroom receipt book to the secretary who will, in the presence of the teacher, again add the receipts written, count the money and issue the teacher a receipt from the office receipt book or receipt machine.  The secretary will then place the date, amount, and receipt number at the bottom of the last receipt duplicate in the teacher's receipt book.

 

              Deposits to the secretary shall be made weekly or more often as required during this period, but not more often than once a day.  After the rush of the fee collection is over, teachers will then make deposits at least once each week.  All collections are to be deposited in full in a prompt manner as herein outlined.

 

   5.       Disbursements from each fund must be made only for the specific purpose for which the fund was created.

 

              Invoices must be on file to support each check issued.  These may be direct invoices from companies or, in some cases, they may be signed requests for payment from individuals.  Invoices will be numerically filed according to check number for audit and reference purposes.  (Financial transactions with board members or employees/employers of board members or their families are prohibited by law.)

 

   6.       Bank Deposits:  The First National Bank of McAlester will be used as the school depository for all activity funds.  Deposits of less than $100 will be made by the secretary in a timely manner.  Deposits of more than $100 will be made by the end of the next business day.  (70 O.S. §5-129)  In no case will deposits be made less than one time each week.  At the end of the month, the sponsor of each organi­za­tion will receive a copy of the monthly report.  If the sponsor's ledger does not agree with the balance on the report, the sponsor will immediately reconcile the discrepancy with the treasurer.

ACTIVITY FUNDS, REGULATIONS (Cont.)

 

 

 

 

   7.       Filing:  A regulation envelope file should be used to file each month's invoices, duplicate deposit slips, requests for reimbursements, bank statements, copies of reports, and other documents relating to the activity accounts for the month covered.

 

   8.       Transfer:  If money is left in a fund account or subaccount after the purpose of the fund has been served, it may be transferred to some other approved school activity fund.  Such transfers shall be made only upon passage of a written resolution by the board of education that any balance in excess of the amount needed to fulfill the function or purpose for which an account was established may be transferred to a designated account.

 

   9.       School Activity Funds:

 

             A.   All money collected, handled, or disbursed by the school or any activity, organization or program of the school other than those funds designated as "Assessments" and "Lunch Funds" shall be classified as "School Activity Funds."  All such funds shall be deposited with the school secretary.  Disbursements shall be made by check.  Each check must be supported by proper requisitions, invoices, statements, etc.

 

             B.   When money or equipment is donated directly to a school by any group or individual donor, the money or equipment so donated shall become the sole property of the school and will be controlled by the rules and regulations of the board of education.  Donations of any kind will not be returned to the donor once accepted by the school.  Money or equipment donations will not be accepted from any donor with restrictions, conditions, or qualifica­tions as to the use of such money or equipment.

 

The principal may not give, donate, or loan money to any group, organization, or individual regardless of circumstances or motive.

 

 

SPONSORS

 

   A.       Each student group, class, or organization that carries a separate account or subaccount in the activity fund shall have a sponsor.  The prin­cipal of the school shall appoint the sponsor.  Sponsors shall be respon­sible for the funds collected by that entity and shall use the procedure described below for ordering supplies and equipment and for depositing funds.

 

   B.       Each sponsor shall be responsible for the payment of bills created against the sponsor's account.  These bills shall be paid immediately after purchase is made.  No student shall charge any item to any school without written authorization from the appropriate sponsor.  When authorized, the student shall sign the student's name, the sponsor's name and the name of the organization on the ticket and return it imme­diately to the sponsor for payment.  (Any exception must have the approval of the superintendent's office.)

 

   C.       No sponsor of any account shall make purchases or obliga­tions in excess of funds on hand.

Booster clubs and parent organizations are encouraged to promote a positive relationship between the school and the community.  The primary purpose of these organizations is to assist and support the school in recognizing and pro­moting students’ activities.  The principal is responsible for maintaining close communication with such organizations to ensure the organizations’ goals are in compliance with district policies.  After receiving the superintendent’s rec­ommendation, the following criteria will be used in determining if an organization will be recognized (sanctioned) by the Tannehill Board of Education as a viable booster club or parent organization.

 

   1.       The organization must be managed or operated by adults, rather than students, and will present its by-laws and/or constitution to the board of education.  These will clearly identify the organization as a parent organiza­tion or booster club separate from school district student organizations and will provide details of the structure of the organization including:

 

             A.   Officers and their duties;

 

             B.   Election of officers and term limits;

 

             C.   Purpose and goals;

 

             D.   Dues structure, if any;

 

             E.   Intended use of funds generated by the organization.

 

   2.       The organization must include one representative from the school faculty as a sponsor.

 

   3.       No fund raising activities will be conducted within the school by the organization during school hours and students will not participate during regular class periods.

 

   4.       The organization may not use school materials in advertising its activities.  Use of school property by the organization for its activities will meet all regulations established by the board.  (See policy GK.)

 

   5.       All funds raised by the organization will be used to achieve the stated purposes and goals of the organization.  No administrative fees or stipends to officers or others will be permitted.

 

   6.       The organization must maintain bank, financial, and tax exempt status separate from the school.  The organi­zation will provide to the board of education, annually or upon request, a complete set of financial records or detailed treasurer’s report.

 

   7.       Any plan, project, or movement instituted to expand, modernize, renovate, or render maintenance to school-controlled and/or owned properties, or provide academic achievement awards and other educational recog­nition to students or student bodies will be presented to the board of education in official session for its consideration, comment, evaluation, approval, and sponsorship.  This must be done before any public announcement is made.

 

 

 

SANCTIONING OF PARENT ORGANIZATIONS AND BOOSTER CLUBS (Cont.)

 

 

 

 

   8.       In no manner will board sanctioning of an organization preclude the organization from compliance with state and federal laws as they pertain to equal opportunity and treatment of all students.  Gifts or services provided to the school should benefit both boys’ and girls’ activities.

 

   9.       The board of education reserves the right to revoke the sanctioning of any organization if it is found that the organization’s operations and purpose are not consistent with the policies and procedures adopted by the board of education.

 

REFERENCE:    70 O.S. §5-129.1

                                Title IX, Education Amendment of 1972, 20 U.S.C. §1681, et seq.

 

THIS POLICY REQUIRED BY LAW.

It is the policy of the Tannehill  Board of Education to employ an auditor for the district.  The auditor shall serve at the discretion of the board and for such compensation as the board may determine.  The auditor’s duties will be to assist the board in preparing district budgets and to make such reports as may be required.

 

The board of education will provide for and cause to be made an annual audit of this school district for each fiscal year.  The audit shall be a financial audit and a compliance audit of all school district funds.  Audits will be made at the end of each fiscal year at a minimum and may be required by the board at more frequent intervals.

 

A written report of the audit shall be furnished to the board by the auditor.  The board will conduct a final exit interview with the auditor at an open board meeting.

 

REFERENCE:    70 O.S. §22-103, et seq.

Federal and state income tax and social security deductions are mandatory by federal and Oklahoma law.  The school district is required to make payroll deductions for professional organization dues and political contributions upon the request of any employee.  Such deductions shall be on a ten-month basis unless otherwise designated by the employee organization.  Other deductions may be authorized by the Tannehill  Board of Education upon request and authorization of the employee.

 

However, a school employee may request in writing at any time for the district to immediately terminate or initiate payroll deductions to a professional organization.  Within five (5) business days of receipt of a request or by the next pay period, whichever is earlier, the district shall terminate or initiate any future payroll deductions of the requesting employee to a professional organization.  Within fifteen (15) business days of receipt of a request, the district shall notify the professional organization of the initiation or termination of payroll deductions.  If the request is to terminate a deduction, the district shall not make any advance payments to any professional organization of any future dues on behalf of the employee.

 

The board shall require a minimum of 2 (two) employees to request deductions for any other specific payee.

 

REFERENCE:    70 O.S. §5-139

                                70 O.S. §6-101.1

It is the policy of the Tannehill  Board of Education that purchasing and distribution shall be under the supervision of the super­intendent but may be delegated in writing by the superintendent to a principal or teacher.  Written dele­gations of authority should contain specific limitations imposed by the board or superintendent upon the designee or may provide a complete delegation of purchasing and distribution duties.  No person except the superintendent or the superintend­ent's designee shall make purchases without written authorization.  Such purchases shall be limited to those in the amount of $1,000 or less.

 

The superintendent should take advantage of discounts for buying in quantity and, if possible, purchase in sufficient quantities for one full school term.  Requisitions for supplies shall follow the appropriate chain of command origi­nating from teachers, through the principal, to the super­intendent.  Purchases shall be made from local firms when economically wise to do so. 

 

No expenditure shall be made except in accordance with a written contract or purchase order.

 

REFERENCE:    21 O.S. §355

                                57 O.S. §549.1

                                62 O.S. §371

                                70 O.S. §5-123

                                70 O.S. §5-124

                                70 O.S. §5-129

                                70 O.S. §5-135

No expenditure involving an amount greater than $500.00 shall be made except in accordance with the provisions of a written contract or purchase order, and no contract involving an expenditure of more than $50,000 for the purpose of erecting a building or making any improvements on school buildings shall be made except upon sealed proposals and to the lowest or best responsible bidder.  This does not prohibit the district from erecting a building or making improvements on a force account basis. 

 

Public construction contracts less than $50,000 shall be let and awarded to the lowest responsible bidder by receipt of written bids.  Public construction contracts are any contract for the purpose of making any public improvements or constructing any public building or making repairs to or performing maintenance on any school-owned building.  Contracts between $25,000 and $50,000 shall be let and awarded to the lowest responsible bidder by receipt of written bids or awarded on the basis of competitive quotes to the lowest responsible qualified contractor.  If a public construction contract is less than $25,000, a con­tract may be negotiated with a qualified contractor.  No work shall be commenced until a written contract is executed and proof of insurance has been provided by the contractor to the school district’s business office. 

 

The term "force account" means the purchase of necessary materials, and the employment of necessary workmen, by the school district itself, rather than entering into a contract with a building or other contractor to construct the building or other improvement.  No contract involving sums in excess of $50,000 shall be split into partial contracts involving sums below $50,000 for the purpose of avoiding the requirements of the Public Competitive Bidding Act.

 

For the purposes of this policy, the term “improvements on school buildings” shall not include any of the following:

 

   1.       Portable, or otherwise moveable, buildings and structures;

 

   2.       Prefabricated metal buildings and structures, along with necessary utility services for such buildings or structures;

 

   3.       Roofs placed over existing roof structures; and

 

   4.       Other structures that can be disassembled after installation and removed without permanent damage to existing property.

 

For the purposes of the Public Competitive Bidding Act, where total payments of principal and interest are anticipated to exceed $50,000 the lease purchase of items pursuant to paragraphs numbered 2 and 3 above must be competitively bid.

 

REFERENCE:    61 O.S. §102, §103, §107, §131

                                62 O.S. §430.1

70 O.S. §5-123

Certain school-owned equipment, furniture, and other personal property may be declared surplus by the Tannehill  Board of Education and disposed of by public sale or discarded if determined to be of no value.

 

Computers declared as surplus property may contain such information as social security numbers, staff/student identi­fication numbers, credit card numbers, bank account numbers, passwords, medical records, photographs, addresses, telephone numbers, student records, and other information that should not be released to the public.  The district has an obligation to ensure that all school information has been deleted from surplus computers’ files and hardware.  Spe­cialized software will be used to ensure the complete deletion of information from surplus computers prior to their sale or disposal.

 

Surplus personal property that has a saleable value shall be sold by sealed bid or public auction.  As the Oklahoma Constitution clearly prohibits gifts with public funds, the school district must receive reasonable compensation in exchange for any surplus personal property.  School board members and relatives of school board members within the second degree are prohibited from purchasing property from the school.

 

REFERENCE:    70 O.S. §5-117(A) (11)

                                Oklahoma Constitution, Article 10, Section 15

It is the policy of the Tannehill Board of Education to develop rules and procedures which will promote safety in the workplace and which will establish and maintain conditions of work that are reasonably safe and healthful for dis­trict employ­ees.  Therefore, the superintendent is directed to develop such rules and procedures in accordance with Oklahoma law and the rules of the Oklahoma Department of Labor.  The superintendent will designate himself/herself or other person as a district safety coordinator.  The rules and procedures developed by the superintendent and approved by this board shall be incorporated into this policy and become a part hereof.

 

The superintendent will establish procedures in an effort to offer reasonable protection for the safety of students, employees, visitors, and others present on school property or at school-sponsored events.  Written plans and pro­cedures will be prepared for the protection of students, faculty, administrators, and visitors from both natural and man‑made disasters and emergencies.  A copy of the district’s disaster/emergency plan will be provided to appropriate local emergency management officials.

 

The practice of safety shall be taught in educational programs in traffic and pedestrian safety, driver education, fire prevention, emergency procedures, disaster preparedness, etc., appropriately geared to students in different grade levels.  Areas of emphasis shall include, but not be limited to, in-service training, accident record keeping, plant inspection, driver and vehicle safety programs, fire prevention, and emergency procedures in traffic safety problems relevant to students, employees, and the community.

 

Not later than October 1 of each school year, each school district site shall select a Safe School Committee com­posed of at least seven members.  The committee will include an equal number of teachers, parents of the children affected, and students.  The committee will study and make recommendations to the principal concerning:

 

   1.       Unsafe conditions, possible strategies for students to avoid harm at school, student victimization, crime prevention, school violence, and other issues which prohibit the maintenance of a safe school;

 

   2.       Student harassment, intimidation, and bullying at school;

 

   3.       Professional development needs of faculty and staff to implement methods to decrease student harassment, intimidation, and bullying; and

 

   4.       Methods to encourage the involvement of the community and students, the development of individual relationships between students and school staff, and use of problem-solving teams that include counselors and/or school psychologists.

 

   5.       Policies and regulations to be revised in light of the Department of Homeland Security’s threat assessment guidelines.

 

The committee shall meet as needed.  The principal shall give consideration to recommendations of the committee.

 

The Board agrees to maintain health and safety conditions at each school site in compliance with applicable statutes and/or regulations. Teachers will not be required to work under unsafe or hazardous conditions as determined by proper regulatory authority. Teachers shall report concern of unhealthy or unsafe conditions to their principal.

 

SAFETY PROGRAM (Cont.)

 

REFERENCE:    63 O.S. §681

                                70 O.S. §1-107

                                70 O.S. §24-100

 

NOTE:                  Burning candles on school property may lead to a potentially dangerous situation.  As a result, the State Fire Marshal and the State Department of Education are encouraging school districts to prohibit the burning of candles on school property.

The Tannehill  Board of Education has appointed a committee composed of the superintendent, each building prin­cipal, the director of maintenance, and other designated personnel for the purpose of developing and maintaining the district emergency plans.  A Crisis Plan will be developed by local officials and the Safe School Committee that will ensure an established set of directives to guide the actions of those involved and responsible for the safety of students and property.  Special drill activities related to fire safety and other emergencies will be planned and implemented by each principal, in association with the superintendent, director of maintenance, the fire marshal, or other civil authori­ties, to ensure orderly movement and placement of students to the safest available space(s) should an emergency occur, including, but not limited to, the following:

 

   1.       Severe weather

   2.       Fire

   3.       Flood

   4.       Terrorism

   5.       Missing student(s)

   6.       Suicide

   7.       Threatening persons

   8.       Weapons/explosives found on school site

   9.       Any other situation the Safe Schools Committee deems appropriate

 

The crisis/emergency plan will be kept on file at each school site and a copy will be provided to local emergency management officials.  Additionally, the superintendent will maintain communication with other community agencies in order to share information on pre­paredness and planned procedures.  It shall also be the responsibility of the superintendent to ensure that the schools work in cooperation with these other agencies during such emergencies.

 

Emergency preparedness should be discussed with teachers and students at least once per semester or as deemed necessary by the building administration.  Each classroom shall have posted a copy of rules, evacuation signals, evacuation routes, and proce­dures to be followed for fire and tornado emergencies, terrorist attacks, and emergency evacuations.  All teachers and staff members shall make themselves familiar with these procedures.

 

The board of education shall receive yearly reports from the superintendent as to the status of all emergency plans, which reports shall identify any safety needs for the school district.

 

REFERENCE:    63 O.S. §681

                                70 O.S. §24-100

The Tannehill  Board of Education believes that in order to respond to the drug and alcohol abuse problems in our schools and to maintain a reasonably safe school environment, the district will occasionally use trained dogs to search for drugs, alcohol, or contraband on school property.

 

Such searches will be arranged by the superintendent at his/her dis­cretion and will target only school property in­clud­ing lockers and vehicle parking areas.  Students, staff members, and other persons on school property will not be the subject of animal searches and will be searched in accordance with school policy only if reasonable suspicion arises during a search of school property.

 

The superintendent is directed to prepare a regulation implementing and supporting this policy.

In accordance with the policy of the board of education, the following regulation shall govern the searching of school property by search dogs.

 

Searches of school property and grounds will be conducted during periodic unannounced visits either during school hours or non-school hours at the discretion of the superintendent.

 

All lockers, vehicles, and school desks are subject to search.  If a search dog indicates the possible presence of any material that the dog is trained to detect, that area or place or object will be further searched by designated school personnel.

 

No student, employee, or other person will be the target of a search by a search dog unless reasonable suspicion exists with regard to that particular person.  However, if the search dog indicates the possible presence of material that the dog is trained to detect is contained in a locker, desk, or vehicle, a further search will be conducted by designated school personnel.  This search will be of the cold weather outerwear, purse, containers, or other items of concealment in the possession of the student assigned to that locker or desk or driving that vehicle.

 

Searches which disclose the presence of any material which the dog is trained to detect, or any material or items which is forbidden by school policy may lead to further investigation by school officials or law enforcement offi­cers, and/or disciplinary action by the school.  Such disciplinary action may include suspension.  No disciplinary action will be taken without appropriate due process.  Parental or legal guardian notification will be made in all cases where prohibited substances, materials, or items are discovered in the possession of a minor student.

 

Strip searches or removal of any clothing other than cold weather outerwear are prohibited.

 

REFERENCE:    70 O.S. §24-102

The School District will conduct ten (10) safety drills each school year.  The Superintendent shall be responsible for ensuring that all ten (10) drills have been appropriately conducted at each school site within the school district.  It shall be the duty of the site principal, under the direction of the superintendent, to conform to the written plans and procedures adopted by the school district.  All students and teachers shall participate in the safety drills.  The extent of student involvement in intruder drills shall be determined by the superintendent in consultation with the building principal.   The ten (10) drills shall consist of the following:

 

1. Security drills.  A minimum of four (4) security lockdown drills shall be conducted at each site within the school district each school year.  No security drill can be conducted at the same time of day as a previous security drill in the same school year, and no more than two drills shall be conducted in the same semester.  One security drill shall be conducted within the first fifteen (15) days of each semester.  Security  drills shall be conducted for the purpose of securing school buildings to prevent or mitigate injuries or deaths that may result from a threat around or in the school. 

    

2. Fire drills.  Each site school shall conduct a minimum of two (2) fire drills per school year.  Each fire drill shall be conducted within the first fifteen (15) days of each semester.  The fire drills shall include the sounding of a distinctive audible signal designated as the fire alarm signal. 

    

3. Tornado drills.  Each school site shall conduct a minimum of two (2) tornado drills per school year.  Tornado drills are required to be conducted in the months of September and March.

    

4. Safety drills.  Each school site shall conduct a minimum of two (2) safety drills per year that can consist of any of the aforementioned drills. 

    

   Documentation of completion of the drills shall be maintained. Records for each fire drill shall be preserved in writing for at least three years and made available to the State Fire Marshal or the marshal's agent upon request.  The school district shall document all other safety drills in writing and by school site with a copy of the report remaining at the school, a copy filed with the district administrative office, and a copy with the Oklahoma School Security Institute. 

    

REFERENCE:    70 O.S. § 5-148

                                70 O.S. § 5-149

*Evacuation of the building to various safe locations in a random order is preferred so that anyone threatening harm will not have prior knowledge of the evacuation route and safe areas.

In accordance with the policy of the board of education and Oklahoma law, fire drills will be scheduled by the prin­cipal at least twice each school year.  The fire drills shall be conducted within the first fifteen days of each semes­ter.  The purpose of a fire drill is to train students, under staff direction, to move safely, quickly, and quietly from any location within the building to an assigned evacuation area outside.

 

The following rules and procedures will be complied with in all schools:

 

   1.       Rules for fire evacuation will be posted in each room.  These rules will indicate the primary and alternate exits and the evacuation area to which the student should proceed upon leaving the building.  The posted rules will be discussed with each class using the room during the first day(s) of the school year.

 

   2.       A district fire alarm signal will be used for fire drills only; another signal will be established by the principal for return to class.

 

   3.       No person is to remain in the building during fire drills.

 

   4.       Evacuation areas will be at least 50 feet (100 feet if possible) away from buildings and driveways at the north and south ends of the school.

 

   5.       It is each student's responsibility to move quickly, quietly, and in an orderly manner through the assigned exit to the assigned evacuation area.

 

   6.       Provided safety considerations allow, the teacher or other fire evacuation leader will be responsible for:

 

             A.   Seeing that windows are closed.

 

             B.   Assuring that electrical circuits and gas jets are turned off.

 

             C.   Maintaining order during the evacuation.

 

             D.   Assigning students to hold doors open, if their group is the first to evacuate from such doors, and in­structing students holding doors to rejoin the class after the last person has passed through the doors.

 

             E.   Taking the roll book and checking roll when the class is in the assigned evacuation area.  The name of any student not accounted for will be reported immediately to the principal or the principal's designee.

 

   7.       The exercise will be observed by the vice-principals and a report made to the principal as to the time required to complete the evacuation.

 

   8.       The principal will provide the superintendent, or the superintendent's designee, with a report on all fire drills, including the time required for evacuation.  The superin­tendent shall preserve such reports for at least three years and make them available to the State Fire Marshal, or his agent, upon request.

 

 

REFERENCE:    63 O.S. §176

In accordance with the policy of the board of education, tornado drills will be scheduled by the prin­ci­pal at least two times per school year in order to ensure the best possible plan has been established and to ensure all students and personnel know what they are to do when a signal for a tornado drill is given.  Tornado drills must be conducted in September and March of each school year.  The principal or designated staff member shall submit a copy of the drill plan for the building to the superintendent's office during the first month of school.  Tornado drills are to be held on different days of the week at different hours of the day.

 

Definition of Terms

 

A tornado watch indicates that, within a period of several hours, a tornado may strike in a designated area.

 

A tornado warning indicates a tornado has been spotted or indicated on radar and that the tornado is likely to strike in a designated area immediately or within the next hour.

 

Procedures

 

When a tornado warning has been received, the superintendent or designated administrator shall notify all schools in the area.  Upon being notified of a tornado warning, the principal or designated staff member must check weather conditions in the area to determine if it is necessary for students to be moved into the refuge areas.  A designated staff member will monitor commercial radio or TV for tornado warnings, even if the school has a NOAA weather radio tone-alert system.

 

It is not necessary for schools to wait for the "weather alert" before moving students into the refuge areas.  If the prin­cipal or designated staff member deems it advisable to move students into the refuge areas, this should be done imme­diately.  Designated staff members will be assigned to bring in children from playgrounds or other outdoor areas during a tornado warning.

 

Each principal or staff representative will need to use individual best judgment as to when students should leave the refuge areas and return to the classrooms.

 

Refuge Areas

 

Students housed in single story buildings should be moved into a basement or the interior corridors that are not parallel to the tornado’s path (usually from the southwest).

 

Students housed in single story buildings that do not have corridors should seek refuge under tables, desks, etc. preferably away from areas containing glass.      

 

In situations where some of the students are housed in annexes adjacent to the main building, students should be moved from the annex into the main building when space is available.

 

Avoid the use of large enclosed areas, such as auditoriums, gymnasiums, cafeterias, or other rooms with wide, free-span roofs as places of refuge.

TORNADO DRILLS, RULES AND PROCEDURES (Cont.)

 

If a school bus is caught in the open when a tornado is approaching, the children will be escorted to a nearby ditch or ravine and made to lie face down, hands over their heads.  They should be far enough away from the bus so that the bus cannot topple onto them.

 

Planning Security Drills

 

When developing a tornado security drill, selecting refuge areas to be used should be the first consideration.  After refuge areas are determined, the following should be accomplished:

 

   1.       Assign and fit the students into the refuge areas.  Adjustment may be necessary.

 

   2.       Conduct drills with one or two rooms at a time.

 

   3.       Determine the position(s) to be taken in the refuge areas and explain them to the students.  The following positions are recommended:

 

             A.   Down on knees, lean forward, cover as much of exposed body as possible by crossing arms and burying the face in the arms.

 

             B.   Cross legs, sit on the floor, and cover face with folded arms.  (Students should turn their backs to natural light.)

 

   4.       Determine the signal to be used for the security drill and ensure all school personnel and students know how to distinguish it from other signals.  Establish a backup alarm to be used in the event of a power failure, e.g. a battery-operated bullhorn, hand-cranked siren, or hand bell.

 

   5.       Conduct a building drill and make any changes necessary to improve the plan.

 

Teacher Responsibility

 

The classroom teacher has the responsibility of preparing the students for the drills as well as the real emergency.  Information given by the teacher will do much to protect the emotional health of the child.  Statements by uninformed or poorly informed individuals can cause students to become emotionally upset.  It would seem psychologically sound to teach all students the usable facts that can be understood at their intelligence level.  There cannot be a quick course of instruction once a tornado has struck.

 

Preparation of the Building

 

Close the outside doors on the side from which the tornado is approaching.

 

Open outside doors on the side of the building opposite to the approaching tornado.  Doors must be fas­tened securely so there is no danger of their blowing shut.  Tapered wedges and/or doorstops should be used for this.  All inside doors leading into corridors must be left open.

 

TORNADO DRILLS, RULES AND PROCEDURES (Cont.)

 

The custodian or alternate MUST turn off the gas on the outside of the building when a tornado warning has been received.

 

Variety

 

It is recommended that tornado drills be held under all kinds of conditions and circumstances and from all parts of the building in order to prepare students for any emergency that would make it necessary for them to be moved into the refuge areas.  Among these would be the following situations:

 

--From regular classrooms

--From regular classrooms with a blocked exit

--From assemblies

--When some of the students are in the classrooms and others are on the school grounds or in the cafeteria

--When students are in the process of changing classes

--Any other situation in which students might be found

--From the cafeteria

--From a bus

 

Dismissal from School

 

School will not be dismissed because of a tornado warning.  (See also policy CKBB.)

 

Children will not be permitted to leave school during a tornado warning alert in the immediate area.  However, parents may go to the school and get their children.  Parents should contact the principal's office and let a member of the school staff get the student from the classroom.  When parents go to the classroom, it excites the other students and disrupts teaching.

 

If, at dismissal time, a storm is approaching and it is believed the children will not have time to reach home before it strikes, children should be kept in the building until it is deemed safe to dismiss them.  School buses will not be used during tornado warnings.

In the event of a call or notice to the effect that a bomb has been placed in a school or any other building or establishment, the following procedures are recommended:

 

   1.       Immediate evacuation of the school or buildings.*

 

   2.       If the call was not received originally by the fire and police departments, immediate notification is required.

 

   3.       A search of the building or premises should be conducted by the police and/or fire department.

 

   4.       If a thorough search has been conducted and nothing found, the principal of the building should be notified by the police and/or fire department that reentry will be permitted.

 

   5.       A request for investigation of the incident should be made to the local police department.

 

Any decision concerning the dismissal of school students and sub­sequent action after the above procedures have been followed is the prerogative of the superintendent.

 

*Evacuation of the building to various safe locations in a random order is preferred so that anyone threatening harm will not have prior knowledge of the evacuation route and safe areas.

Stay calm.

              1.   Keep the caller talking for as long as possible

              2.   Ask the caller to speak louder, slower, etc.

              3.   Ask caller to repeat

 

CHARACTERISTICS NOTED  (Please complete as much of the following as possible)

   1.       Caller's exact words _____________________________________________________________

 

              ____________________________________________________________________________________

 

              ____________________________________________________________________________________

 

              ____________________________________________________________________________________

 

              ____________________________________________________________________________________

 

              ____________________________________________________________________________________

              (Use reverse of this paper if necessary)

 

   2.       WHAT BUILDING IS THE BOMB IN _____________________________________________________

 

              EXACT LOCATION ___________________________________________________________________

 

   3.       WHAT TIME IS THE BOMB SET TO EXPLODE _____________________________________________

 

   4.       Background sounds _______________________________________________________________

 

              ____________________________________________________________________________________

 

   5.       Caller's description                                           Time and date ________________________________

              a._ age __________________________

              b._ sex __________________________         Person receiving call ________________________________

              c._ race _________________________

              d._ accent _______________________

              e._ speech impediments ________________________________________________________________

              f._ attitude __________________________________________________________________________

              g._ when bomb is to explode ____________________________________________________________

 

BOMB THREAT PROCEDURES, EXHIBIT (Cont.)

 

 

 

 

   6.       PLEASE CIRCLE APPROPRIATE RESPONSE:

 

              TONE                         SPEECH                    LANGUAGE             ACCENT                           MANNER

              Loud                          Fast                            Excellent                   Local                                  Calm

              Soft                            Slow                           Good                          Not local                            Angry

              High Pitch                 Distinct                      Fair                             Foreign                               Coherent

              Low Pitch                  Distorted                    Poor                            Caucasian                         Incoherent

              Raspy                        Stutter                        Cursing                      Black                                 Righteous

              Pleasant                     Nasal                                                              Latin American                Emotional

                                                                                                                                                                      Rational

                                                                                                                                                                      Irrational

                                                                                                                                                                      Deliberate

                                                                                                                                                                      Laughing

 

ADDITIONAL COMMENTS:

In accordance with the policy of the board of education, these procedures shall be followed in the event of a bomb threat communicated to any employee or student of the public schools.

 

In the event that you receive a telephoned bomb threat, try to remain calm - do not manifest fear.  If not placed in immediate danger, attempt to safely follow the following procedure.  The attached form (see CKCB-E) should be located near each telephone and be accessible to each user.  Have the form before you as you talk.  Try to keep the caller as occupied as possible.  Keep the caller talking as long as you can.  In addi­tion to the information on the form, ask for the caller's name; where the caller is calling from; why the caller wants to blow up the building; where the bomb is located; how and when the bomb is set to explode.

 

When the caller hangs up, notify immediately the following persons.  Do not discuss the call with anyone else.

 

   1.       Fire department and police department.

 

   2.       Principal.

 

   3.       Superintendent, Assistant Superintendent, or designee.

The use of a tobacco product shall be prohibited 24/7 in or on an educational facility that offers an early childhood education program or in which children in grades kindergarten through twelve are educated.  The use of a tobacco product shall also be prohibited 24/7 in school vehicles, and at any school-sponsored or school-sanctioned event or activity. 

 

1. "Educational facility" is defined as any property, building, permanent structure, facility, auditorium, stadium, arena or recreational facility owned, leased, or under the control of the school district.

    

      2.       “School Vehicle” is defined as any transportation equipment or auxiliary transportation equipment as defined in 70 O.S. § 9-104. 

    

      3.       “Chewing tobacco” is defined as any Cavendish, twist, plug, scrap, and any other kinds and forms of tobacco suitable for chewing.

    

      4.       “Smoking tobacco” is defined as any granulated, plug cut, crimp cut, ready rubbed, and any other kinds and forms of tobacco suitable for smoking in a pipe or cigarette. 

    

      5.       “Tobacco product” is defined as any bidis, cigars, cheroots, stogies, smoking tobacco and chewing tobacco, however prepared.  Tobacco products shall include any other articles or products made of tobacco or any substitute thereof.  Tobacco product will also include any vaping product. 

 

Signs will be posted in prominent places on school property to notify the public that smoking or other use of tobacco products is prohibited.

 

Students are also prohibited from possessing tobacco on, in, or upon any school property.  If students are found to be carrying cigarettes or other tobacco products, the tobacco product will be confiscated.

 

Employees are warned that violation of this policy may lead to dismissal action.  Patrons who violate this policy will be asked to leave the school premises.  Students violating this policy will be disciplined.

 

REFERENCE:    21 O.S. §1247

                                63 O.S. §1-1522, et seq.

                                70 O.S. § 1210.212

                                20 U.S.C. §6083

The Tannehill  Board of Education realizes that hazardous materials are used in the day-to-day operation of the school facili­ties and in the support of education requirements.  The board also recognizes that with the use of hazard­ous materi­als, responsibility must be taken to ensure personal safety and to protect the environment during the use, storage, and transportation of such materials.

 

Therefore, this school district shall establish and maintain con­ditions of work which are reasonably safe and health­ful for our employees.  The school district's safety standards and safeguards shall be those which are reasonably necessary for the protection of the life, health and safety of our employees.

 

The term "hazardous materials" includes any substance or mixture of substances that pose a fire, explosive, reactive, or health hazard (such as bloodborne pathogens).  Examples are common household cleaning supplies, spray oven cleaners, cleaning solvents, photo chemicals, soldering flux, some ceramic glazes, oils, gasoline and other fuels, and all other materials for which a "material safety data sheet" (MSDS) has been prepared.  The U.S. Occupational Safety and Health Administration maintains complete listings of hazardous substances and materials. 

 

The superintendent will develop regulations and/or procedures that govern the purchase, storage, handling, transportation, and disposal of hazardous materials for school facilities and operations.

 

Such regulations will establish an ongoing process by which each location in the district will have a program of identi­fying and managing hazardous material.  District personnel will be encour­aged to substitute non-hazardous material for hazardous material to the extent possible and to minimize the quantities of hazardous substances used and stored on school property.

In accordance with the policy of the board of education, the following regulation establishes procedures for the use, storage, and transportation of hazardous materials in this school district.

 

Hazardous materials are defined to be those items listed in Oklahoma and federal law and regulations regarding the transpor­tation of hazardous materials.  Examples include, but are not limited to the following:

 

          Non-building related asbestos materials;

 

          Lead and lead compounds (included in school supplies, e.g., art supplies, ceramic glazes, etc.);

 

          Compressed gases (natural gas), and explosive (hydrogen), poisonous (chlorine), or toxic gases (including exhaust gases such as carbon monoxide);

 

          Solvents (gasoline, turpentine, mineral spirits, alcohol, carbon tetrachloride);

 

          Liquids, compounds, solids or other hazardous chemicals that might be toxic, poisonous, or cause serious bodily injury;

 

          Materials required to be labeled by the Department of Agriculture or the EPA (pesticides, algaecide, rodenicide, bactericides);

 

          Regulated underground storage tank hazardous materials (including diesel fuel, regular and unleaded gasoline, oil (both new and used), and propylene glycol).

 

Each building principal or project manager is responsible for ensuring receipt, proper labeling and storage of haz­ard­ous materials received at their location.  Copies of the current inventory will be provided to the superintendent no later than May 1 of each year.  Inventory lists will be maintained and may be made available to appropriate police, fire, and emergency service districts as appropriate.

 

The superintendent or superintendent's designee will maintain a set of material safety data sheets (MSDS) for the district.

 

Purchase orders for hazardous materials will include a requirement that the shipment of any such materials include MSDS with any order or portion of order.  Purchase orders also will note that failure to provide MSDS with the ship­ment may result in either the District's refusing to accept the shipment or conditionally accept­ing the shipment and refusing to pay for the material until the MSDS are provided.  These procedures will apply to all hazardous materials regardless of the method of acquisition.

 

Storage of hazardous materials will be in compliance with any local ordinances and state and federal law and regu­la­tions.  Hazardous materials will be separated and labeled according to hazardous characteristics and stored safely in storage areas appropriate to the risk posed by the materials.  Where appro­priate, storage cabinets may be locked and access to students or non-authorized staff limited.  Containers will be labeled to show the date of receipt by the district, shelf life, and expiration date.  Materials should be stored so that the oldest materials are used first.

HAZARDOUS MATERIALS, REGULATION (Cont.)

 

 

 

 

The superintendent or designee will maintain a master Chemical Information List (CIL) that shall contain the com­mon and trade names of all hazardous substances used or stored within the dis­trict.  Any new substances introduced into the district will be added to the master CIL within 30 days.

 

The superintendent or designee will maintain a CIL on each employee who works with or who has had chemical expo­sure at a workplace within the district.  Such CILs shall be presented to any employee upon request and to all appro­priate employees at least once annually.  The master and individual CILs will be made available for inspection within 24 hours of an employee's request.

 

Each building principal will maintain a Chemical Information List (CIL) of hazardous materials used or stored in their respective building.  Such CILs will be available for inspection by any employee working in the building or who is known to have had exposure to any chemical or other hazardous substance stored within the building.

 

REFERENCE:    40 O.S. §401, §403

                                40 O.S. §450, et seq.

It is the policy of the Tannehill  Public Schools to provide in-service training on an annual basis concerning hazard communications (Right To Know Law) and the Maintenance, Operation of Plants (MOPs) workshops by the Oklahoma State Department of Education.

 

   1.       MOP Workshop in-services will be mandatory for district employees, custodial staff, appropriate support personnel, and student workers and any other employees who work during the summer.

 

   2.       Hazard communications in-service will be conducted by dis­trict personnel or outside consultants.  Employees to attend are custodial staff, appropriate support personnel, lunchroom personnel, and student workers.

 

Certificates of attendance will be maintained in the employee's personnel file on an annual basis.

In order to comply with the Hazard Communication Standard, the following written program has been established for Tannehill  Public Schools:

 

All work units of the school district are included within this program.  The written program will be available in the Superintendent’s office for review by any interested employee.  As an employer, the school district intends to provide and maintain conditions of work that are reasonably safe and healthful for all employees.  The CP School Hazard Communication Standard Program is to assure that each employee receives the information and training needed to work safely.  It is a tool for providing communication to personnel about hazards and how to deal with them.

 

The Superintendent will be the Hazard Communication Standard Program Manager and will be assisted by the maintenance director.

 

Container Labeling

 

The maintenance director will verify that all containers received for use will be clearly labeled as to the contents, the appropri­ate hazard warnings are noted, and the name and address of the manufacturer are listed on each one.

 

The custodian in each section will ensure that all secondary con­tainers are labeled with either an extra copy of the original manu­facturer's label or with the generic labels that have a block for identity and blocks for the hazard warnings.

 

The Superintendent will review the school district labeling system every 12 months and update as required.

 

Material Safety Data Sheets (MSDS)

 

The maintenance director will be responsible for obtaining and maintaining the data sheet system for the school district and will review incoming data sheets for new and significant health/safety information.  New information will be passed on to the affected employees.

 

Copies of MSDS's for all hazardous chemicals to which employees of the district may be exposed will be kept in the Superintendent’s office.

 

MSDS's will be available to all employees in their work areas for review during each work shift.  If MSDS's are not available or new chemicals in use do not have MSDS's, the Superintendent should be contacted immediately.

 

Employee Training and Information

 

The Superintendent is responsible for the employee train­ing program and will ensure that all elements specified below are carried out.

 

 

HAZARD COMMUNICATION STANDARD, REGULATIONS (Cont.)

 

Prior to starting work, each new employee of the school district will attend a health and safety orientation and will receive information and training on the following:

 

   1.       An overview of the requirements contained in the Hazard Communication Standard;

 

   2.       Chemicals present in the workplace operations;

 

   3.       Location and availability of the written Hazard Communication Standard Program;

 

   4.       Physical and health effects of the hazardous chemicals;

 

   5.       Methods and observation techniques used to determine the presence or release of hazardous chemicals in the work area;

 

   6.       How to lessen or prevent exposure to these hazardous chemi­cals through usage of control/work practices and personal protective equipment;

 

   7.       Emergency procedures to follow if exposed to these chemicals;

 

   8.       How to read labels and review MSDS's to obtain appropriate hazard information; and

 

   9.       Location of MSDS files and location of hazard chemical lists.

 

After attending the training class, each employee will sign a form to verify that the training was attended, written materials were received, and the policies on hazard communication are understood.

 

Prior to a new chemical hazard being introduced into any section of the district, each employee of that section will be given infor­mation as outlined above.  The maintenance director is responsible for ensuring that MSDS's on the new chemical(s) are available.

 

List of Hazardous Chemicals

 

The hazards associated with chemicals used by the school district will be identified from Material Safety Data Sheets obtained from the chemical supplier.

 

A Chemical Information List is available in the Superintendent’s office.  Further information on each noted chemical can be obtained by reviewing Material Safety Data Sheets.

 

Hazardous Nonroutine Tasks

 

Periodically, employees are required to perform hazardous non­routine tasks.  Prior to starting work on such projects, each affected employee will be given information by the maintenance director about hazardous chemicals to which they may be exposed during such activity.

 

HAZARD COMMUNICATION STANDARD, REGULATIONS (Cont.)

 

This information will include:

 

   1.       Specific chemical hazards;

 

   2.       Protective/safety measures the employee can take; and

 

   3.       Measures the district has taken to lessen the hazards, includ­ing ventilation, respirators, presence of another employee, and emergency procedures.

 

Informing Contractors

 

It is the responsibility of the Superintendent to pro­vide contractors (with their employees) the following information:

 

   1.       Hazardous chemicals to which they may be exposed while on the job site, and

 

   2.       Precautions the employees may take to lessen the possibility of exposure by usage of protective measures.

 

The Superintendent will be responsible for contacting each contractor before work is started in the school district to gather and disseminate any information concerning chemical hazards that the contractor is bringing to the school workplace.

 

It is the responsibility of the contractor to train his employees.

 

Fire Safety

 

The fire safety regulations call for keeping the local Fire Department informed of hazards.  A system for placards to mark areas for the fire department will be set up with the local fire chief.

 

Monitoring and Evaluation

 

The superintendent will review the Hazard Communications Programs at least annually and update and make changes as necessary.

 

Other Areas of Responsibility

 

Each principal, the vocational agricultural instructor, the bus mechanic, science instructors, and coach will be familiar with the Hazard Communi­cation Standard and with these regulations and will see that they are carried out in their respective work areas and areas of responsibility.

It is the policy of the Tannehill  Board of Education to encourage the pro­secution of any person who commits assault, battery, or assault and battery upon the person of a school employee or student or threatens and places an employee or stu­dent of the public schools in immediate fear of bodily harm while the employee or student is in the performance of his duties as a school employee or student.  The following statement will be posted in at least one prominent location at each school site:

 

          FELONY CHARGES MAY BE FILED AGAINST ANY PERSON(S) COMMITTING AN AGGRAVATED ASSAULT OR BATTERY UPON ANY SCHOOL EMPLOYEE.

 

School employee is hereby defined to include any duly appointed person or employee of a firm contracting with a school system for any purpose, including personnel not directly related to the teach­ing process and including school board members during school board meetings.

 

REFERENCE:    21 O.S. §650.7

Assaults/battery upon school district personnel and/or students will not be tolerated.  Appropriate action must be taken immediately.  Procedures to be followed by the building administrator when an assault/battery has occurred are:

 

   1.       Restore order and contact proper law enforcement authorities, if necessary;

 

   2.       Secure medical assistance, if necessary;

 

   3.       Conduct a preliminary investigation;

 

   4.       Submit a written report to the superintendent.

 

After reviewing the written report of the incident, the superintendent may refer the matter to the district attorney.

 

Nothing herein shall be construed as limiting the individual employee's or student's right or duty to report such occurrence.

The Tannehill  Board of Education believes that the education of children is dependent upon many factors including a proper physical environment that is safe, clean, attractive, and smoothly functioning.

 

The care, custody, and safekeeping of all school district property is the general responsibility of the superintendent.  It is also the superintendent's responsibility to establish procedures for the proper maintenance and safekeeping of school property.

 

Citizens of the district, students, and members of the police department are encouraged to cooperate in reporting to the chief of security any incidents of vandalism to property belonging to the district and the name(s) of the person or persons believed to be responsible.  Every employee of the district shall report to the principal of the school - and the principal in turn to the chief of security - any incident of vandalism known to them, and, if known, the names of those responsible.

 

The superintendent is authorized to sign a criminal complaint and to press charges against perpetrators of vandalism to school property.  The superintendent is further authorized to delegate, as seen fit, authority to sign such complaints and to press charges.

 

The superintendent shall have authority to let contracts for minor repair work not exceeding $2,500.  Contracts beyond minor repair shall require board approval.

 

For public use of school property, see the policy on the community use of school property located elsewhere in this manual (see policy GK).

 

The school district shall be entitled to recover damages in a court of competent jurisdiction from the parents of any minor under 18 years of age, living with the parents at the time of the act, who commits any criminal or delinquent act re­sulting in bodily injury to any person or damage to or larceny of any property, real, personal or mixed, belonging to the school district.  The amount of damages awarded shall not exceed $2,500.00.

 

REFERENCE:    23 O.S. §10

It is the policy of the Tannehill Board of Education that each teacher shall be charged with the responsibility of accounting for equipment or supplies used by the teacher.

 

Inventories will be made of all equipment, books, furniture, computing devices and supplies at the beginning and close of the school year.  The inventory will be filed in the office of the superintendent.

 

No school property or equipment may be removed from the school for non-school use without the approval of the superintendent.  Any equipment on loan must be operated by a school approved operator.  The borrower shall assume the expense of the operator and the full responsibility for the equipment while it is in the borrower's possession.

 

Equipment purchased with federal funds shall be utilized in the program or project for which it was acquired as long as needed.  When no longer needed for the original program or project, the equipment can be utilized in other programs or projects which are approved by the superintendent or designee.  Prior to any sale of property, the board of education will need to vote to declare the property as surplus.  When acquiring replacement property, the school district may utilize the equipment to be replaced as a trade-in or sell the property and use the proceeds to offset the cost of the replacement property. 

 

Any property that is purchased with federal funding is the property of the school district and should be identified on inventory lists with a description of the property, a serial number or other identification number, the source of funding for the property, the acquisition date, and the cost of the property, the location, use and condition of the property, any ultimate disposition information including the date of disposal and sale price of the property.  Any sale of property that was purchased with federal funding must ensure the highest possible return for the school district and adhere to district policy regarding sale of personal property. 

 

REFERENCE:    70 O.S. §5-130

                                2 C.F.R. §§ 200.33, 200.94, 200.20 and 200.313. 

                                Department of Education, Administrator's Handbook

Inventories must be maintained by all personnel of the Tannehill  Public School System should it become necessary to file claims arising from fire, theft, or storm damage.

 

A separate furniture and equipment list must be used for each room of the building listing all items of furniture and equipment that are movable or portable.

 

A furniture and equipment inventory book is provided by the ad­ministration office for the purpose of recording all pertinent data.  Exact instructions are listed in this book.

 

Building inventories are the responsibility of the principals.  Classroom inventories are the responsibility of the teachers.

 

Inventory of furniture and nonconsumable equipment is a respon­sibility of the building principal.  Furniture and equipment in­ventories must be submitted to the Principal on the last working day for teachers of each school year.  Copies of all inventories will be stored away from the specific location.

The Tannehill  Board of Education believes that all employees and students are responsible for the proper care of school facilities, equipment, and property in their use or under their control.

 

Cooperation is expected from the professional staff regarding the care and distribution of school-owned textbooks.  The superin­tendent may delegate authority to building principals for the care, custody, and distribution of textbooks, as well as other instructional material and equipment.

 

Students are required to return all district-owned texts to the teacher who issued them at the end of the period of use. Failure to return books at the appropriate time will result in the student paying for the cost of the replacement. The student assumes the cost of any text lost or damaged. It must be paid before new text is issued or before credit for courses will be given. If a misplaced book is returned, the student may be refunded any charges previously paid to the school for the book.

 

The school district will not - and the superintendent is not authorized to - prevent a student from receiving a grade, to which the student is entitled, from graduating upon completion of graduation requirements, or from obtaining any records or information supplied to the school or otherwise owned by the student.

 

The school district will forward all educational records of a student to another school district in which the child is enrolling within three (3) business days of the request as per 70 O.S. § 24-101.4 regardless of whether all fines and fees have been paid by the former student. 

 

REFERENCE:    70 O.S. §16-121

TO:                   Parents of Transported Students

 

FROM:            Tannehill  Board of Education

 

The school bus driver has a great responsibility.  Each day the bus carries a "precious cargo" and the driver's only concern should be to see that all passengers are transported to and from school safely.  Unfortunately, there are times when children (young and old) do things that cause the driver to be distracted from the job.  This is dangerous and cannot be allowed.  It is necessary therefore, that Student Conduct Rules and Regulations be in force and that they be followed without question.  Parents must see that their child understands the importance of good behavior while riding a bus.

 

Riding a school bus is not a right but a privilege granted to those who are eligible and are able to abide by the rules and regulations.  It is not right that a student be allowed to ride a school bus when the student continues to jeopard­ize the safety of others.  The board of education realizes that a hardship may result in having to take your child to and from school but it is sometimes necessary.

 

Therefore, the school system must have parents sign an agreement that their child will abide by the rules and regula­tions.  If the rules are broken, punishment will be administered on an increased scale.  Students will be given opportunities to correct their behavioral problems.  On the third offense, the student will have no choice:  he/she will no longer be allowed to ride the bus.  Suspension will be for the remainder of the semester or the school year.  Punishment will be immediate, and by the principal of the respective school.

 

If a student shows an uncontrolled malicious disregard for the safety and well-being of the passengers and driver, it is possible that immediate suspension will occur without going through the above procedure.

 

The bus driver accepts the responsibility of getting your child to and from school safely.  Therefore, what the driver observes and reports to the principal is final.  The driver is not there to determine the right or wrong of one student in a dispute with another, but is there to report any misconduct or behavior that might interfere with the proper operation of the school bus.

 

For students in K through 4th grades, counseling will be provided for controlling discipline and conduct problems, with occasionally some punishment assessed after counseling fails. 

 

Any student who is involved in damage to a school bus will be required to pay for the damage.

 

BUS RIDER RULES

 

Riding a school bus is a privilege and the privilege may be removed for not abiding by the bus rider rules.

 

Prior to loading, students should:

 

   1.       Be on time at the designated school bus stops--keep the bus on schedule.

 

   2.       Stay off the road at all times while waiting for the bus.

APPENDIX 2, STUDENT CONDUCT ON BUSES (Cont.)

 

   3.       Not move toward the bus at the school loading zone until the bus has been brought to a complete stop.

 

   4.       Respect people and their property while waiting on the bus.

 

   5.       Receive proper school official authorization to be discharged at places other than the regular bus stop.

 

While on the bus, students should:

 

   1.       Keep all parts of the body inside the bus.

 

   2.       Refrain from eating and drinking on the bus.

 

   3.       Refrain from the use of any form of tobacco, alcohol, or drugs.

 

   4.       Assist in keeping the bus safe and clean at all times.

 

   5.       Remember that loud talking and laughing or unnecessary con­fusion diverts the driver's attention and may result in a serious accident.  (The life you save may be your own.)

 

   6.       Treat bus equipment as they would valuable furniture in their own homes.  Damage to seats, etc., must be paid for by the offender.

 

   7.       Should never tamper with the bus or any of its equipment.

 

   8.       Maintain possession of books, lunches, or other articles and keep the aisle clear.

 

   9.       Help look after the safety and comfort of small children.

 

10.       Not throw objects into or out of the bus.

 

11.       Remain in their seats while the bus is in motion.

 

12.       Refrain from horseplay and fighting on the school bus.

 

 

13.       Be courteous to fellow students and the bus driver.

 

14.       Remain quiet when approaching a railroad crossing stop.

 

15.       Remain in the bus during road emergencies except when it may be hazardous to their safety.

 

16.       Be courteous to other vehicles and drivers.

 

APPENDIX 2, STUDENT CONDUCT ON BUSES (Cont.)

 

After leaving the bus, students should:

 

   1.       Go at least ten (10) feet in front of the bus, stop, check traffic, wait for bus driver's signal, then cross road.

 

   2.       Go home immediately, staying clear of traffic.

 

   3.       Help look after the safety and comfort of small children.

 

The driver will not discharge riders at places other than the regular stop, except by proper authorization from the parents or from the school officials.

 

No student will ride another bus unless they have a note from their parent and signed by the bus driver one day in advance. The bus driver will turn the note in to the principal’s office and it will be put into the student’s file.

 

Extracurricular Trips

 

   1.       The above rules and regulations should apply to all trips under school sponsorship.

 

   2.       Sponsors should be appointed by the school officials.

 

FAILURE TO OBEY BUS RULES WILL RESULT IN THE LOSS OF THE PRIVILEGE TO RIDE THE BUS.

 

TIPS FOR SAFE SCHOOL BUS RIDING

 

For a safe and enjoyable ride to and from school, follow these rules:

 

   1.       Leave home early enough to arrive at your bus top on time.

 

   2.       Wait for your bus in a safe place well off the roadway.

 

   3.       Enter your bus in an orderly manner and take your seat.

 

   4.       Follow the instructions of your school bus driver or bus patrol.

 

   5.       Remain in your seat while your bus is in motion.

 

   6.       Keep your head and arms inside the bus at all times.

 

   7.       Keep aisles clear at all times.

 

   8.       Remain quiet and orderly.

 

   9.       Be courteous to your school bus driver and fellow passengers.

 

10.       Be alert to traffic when leaving the bus.

APPENDIX 2, STUDENT CONDUCT ON BUSES (Cont.)

 

PLEASE COMPLETE THE FORM BELOW.  IN ORDER TO RIDE THE SCHOOL BUS, THIS FORM MUST BE RETURNED WITHIN THE FIRST TWO WEEKS OF SCHOOL.

 

(Turn in the form to your teacher, bus driver, or principal.  Form may be included in student handbook with the Bus Rider Rules.)

 

 

To the Tannehill  Public School System:

 

We have read and discussed with our child (ren) the school bus policy and rules.

 

We agree with the school system that these rules should be in force and that any student who cannot abide by these simple rules should be disciplined and/or counseled with according to the school's policy.

 

As parents, we ask that the school contact us by telephone or written letter each time our children are involved in incidents so that we might further counsel our child (ren) on proper bus conduct.

 

                                                                                                          Sincerely,

 

 

 

                                                                                                                                                                                                                 

                                                                                                          Parent's Signature

 

                                                                                                                                                                                                                 

                                                                                                          Date                                                       Phone Number

 

Please write in the names and grade of each child in your family who will ride the school bus.  This statement will be in effect for the current school year.

 

                                                                                                                                                           Grade                                           

 

                                                                                                                                                           Grade                                           

 

                                                                                                                                                           Grade                                           

 

                                                                                                                                                           Grade                                           

 

                                                                                                                                                           Grade     

The Tannehill  Board of Education recognizes that transportation is a neces­sary element of educational opportunity and, there­fore, the board shall grant appropriations for transportation.  Transportation is a privilege extended to students in the district only when neces­sary for the accomplishment of one of the following purposes:

 

   1.       To provide transportation for any child who is participating in prekindergarten, kindergarten, or early child­hood program operated by the school district or any Head Start program offered by the school district.

 

   2.       To transport children whose homes are more than a reasonable walking distance, as defined by regulations of the State Board of Education, from the school attended by such child.  Transportation may be provided to children whose residence is within one and one-half miles of the school attended only within the limits of time, space, and funds.  Such transpor­tation privileges shall be withdrawn if the board believes it to be in the best interest of the school district.

 

   3.       To allow, when practicable, the use of school buses for the transportation of students to school activities and on field trips that have been approved by the superintendent.  Ex­penses for such transportation shall be paid by the students transported or by the school activity or school organization requiring the transportation.  Such costs may also be paid from other private sources.  Any money so collected will not be chargeable to or become a part of the school district's finances.

 

   4.       To provide adequate education facilities and opportunities which otherwise would not be available;

 

   5.       To contract for the use of school buses and other school transportation for general public use including reli­gious, political, literary, community, cultural, scientific, mechanical, agricultural, or parental involvement purposes, and to make a reasonable charge to cover the cost of the use of school buses and other school transportation.

 

   6.       For group movements for participants to and from contests, athletic games, or other school functions under the direct auspices of the board of education:

 

             A.   Activity trips for children participating in regularly scheduled school activities within the state.

 

             B.   Activity trips for children participating in educational contests and activities with neighboring out-of-state schools for normally scheduled inter-school functions.

 

             C.   FFA and FHA trips in the state for children participating in regularly scheduled activities.

 

             D.   4-H trips in the state, for children in regularly scheduled activities, if under the supervision of a member of the local school faculty.

 

             E.   Transportation for school children participating in educational contests and activities outside the State of Oklahoma or outside the districts in which they reside upon request from the State Director of Cooperative Extension Work in Agriculture and Home Economics (Service), or the State Director of Vocational Education, or the State Supervisor of Vocational Agriculture.

TRANSPORTATION MANAGEMENT (Cont.)

 

              F.   Trips for purposes connected with summer youth activities, upon approval of the school board.

 

             G.   Transportation for adults enrolled in adult and community education class.

 

District-owned vehicles will not be used for the following:

 

   1.       Transportation for students to and from night programs, contests, athletic games, or other school functions at the local schools.

 

   2.       Transportation for adults to and from programs, contests, athletic games, or other non-supervised school functions.

 

   3.       Transportation for non-participating students to and from contests, athletic games, or other school functions.

 

In accordance with state law, bus lights will be activated at all times any school bus is in operation.

 

REFERENCE:    47 O.S. §12-228

                                70 O.S. §5-130

                                70 O.S. §9-101

                                70 O.S. §9-108

Purpose

The Tannehill School District (the District) recognizes the important role that schools play in the development of children’s lifelong health habits, their ability to learn, and their overall well-being. Schools can improve the health of students not only by educating them about the importance of healthy behaviors, but also by implementing policies that promote those behaviors.

Therefore, the District establishes the following policy to promote the health and wellness of students and staff and to ensure its schools comply with those standards established by federal and state law. Specifically, this policy requires all schools in the District to:

• Allow parents, students, representatives of the school food authority, physical education teachers, school health professionals, the school board, school administrators, and the general public to participate in the development, implementation, review, and update of the school wellness policy.

• Establish nutrition guidelines that meet or exceed the United States Department of Agriculture’s (USDA) school meal requirements and the nutrition standards for competitive foods and beverages.

• Create goals for nutrition promotion and education, physical activity and physical education, and other activities that promote student as well as staff health.

• Adopt a plan to ensure the policy is properly implemented, regularly assessed, and periodically updated.

Definitions

• School campus All areas of the property under the jurisdiction of the school that are accessible to students during the school day.

• School day The period of time from the midnight before to 30 minutes after the end of the instructional day.

• Competitive foods and beverages Foods and beverages that are sold on campus outside of the federal reimbursable school meals program during the school day (e.g., in vending machines or school stores).

• Smart Snacks standards Nutrition standards, issued by the USDA, that set limits on the amount of calories, salt, sugar, and fat in competitive foods and beverages.

NUTRITION

School Meal Requirements

The District will make nutritious foods available on campus during the school day to promote student and staff health. At a minimum, the District Child Nutrition Program will serve reimbursable meals that meet the United States Department of Agriculture's (USDA) requirements and follow the Dietary Guidelines for Americans (DGA).

Specifically, the District will ensure that all meals are the following:

• Accessible, appealing, and attractive to all children

• Served in a clean, pleasant, and supervised setting

• High in fiber, free of added trans fats, and low in added fats, sugar, and sodium

• Respectful of cultural diversity (e.g., students will be encouraged to suggest local, cultural, and favorite ethnic foods) and religious preferences

• Based on a meal plan provided by a professional resource (such as the State Department of Education, the USDA, the Alliance for a Healthier Generation, or The Lunch Box) **

The District will also ensure that schools do the following:

• Encourage students to start the day with a healthy breakfast.

• Provide breakfast through the USDA School Breakfast Program.

Water: Schools will make clean drinking water available and accessible without restriction and at no charge at every district facility (including cafeterias and eating areas, classrooms, hallways, playgrounds, and faculty lounges) before, during, and after school. Schools will also ensure the following:

**

• Students will be allowed to bring drinking water from home and take water into the classroom, provided that the water is in a capped container, such as a bottle, to prevent spills.

All water sources and containers will be maintained on a regular basis to ensure good hygiene standards (including drinking fountains, water jugs, hydration stations, and other methods for delivering drinking water).

 

Information and Promotion: As required under the National School Lunch Program (7 CFR 210.12), the District will promote activities to involve students and parents in the School Lunch Program. In addition, the District will do the following:

• Inform families about the availability of breakfasts for students.

• Distribute materials to inform families of the availability and location of free Summer Food Service Program meals for students when school is not in session.

• Post information on the nutritional content and ingredients of school meals on menus in the cafeteria, on the District website and/or websites of individual schools, and/or in school newsletters.

• Send applications for reimbursable meal programs to families at the beginning of the school year and make applications available on the District website.

Adequate Time to Eat: The District will provide sufficient lunch periods that are long enough to give all students (K-12) adequate time to be served and eat their lunches. **

Competitive Foods and Beverages

All competitive foods and beverages sold to students during the school day must meet or exceed the USDA’s Smart Snacks standards.[1]

Other Foods Provided at School

Other foods and beverages provided (not sold) on campus (e.g., for classroom parties, celebrations, and afterschool-programming) must meet the USDA’s Smart Snacks standards. The District, however, may allow exemptions for up to three celebrations during the school year, during which the foods and beverages served are not required to meet the Smart Snack standards.**

The District will provide parents and teachers with a list of ideas for healthy food as well as non-food alternatives for classroom parties (e.g., the USDA’s resources on “Healthy Celebrations”) and after-school programming (including celebrations).

Fundraising

Fundraising on Campus During the School Day: Only fundraisers that feature non-food items or foods and beverages that meet the Smart Snacks standards will be permitted. The District, however, may allow exemptions for up to three fundraisers during the school year, during which the foods and beverages sold are not required to meet the Smart Snack standards. Importantly, these exempted fundraisers cannot be held during normal meal service times.**

 

The following will also occur:

• Fundraising activities will not promote any particular food brands (e.g., fundraisers by fast food chains).

• The District will encourage fundraisers that do not sell food and/or that promote physical activity.

After-School Concessions and Fundraisers: At least 30 percent of foods and beverages offered during after-school concessions or as part of fundraisers held outside of school hours must comply with the USDA’s Smart Snack standards.**

Nutrition Education

Schools will offer—and integrate into the core curriculum—nutrition education to all grades (K-12), providing students the knowledge and skills necessary for lifelong healthy eating behaviors, including the following:

• What it means to eat healthfully, consume the proper nutrients, and maintain a wholesome and balanced diet.

• How to read labels and understand the problems associated with unhealthy food marketing to children.

In addition, schools will ensure that nutrition education:

• Complies with state learning objectives and standards.

• Provides opportunities for students to practice and apply the skills and knowledge taught in the classroom (e.g., by using the cafeteria as a learning lab, visiting local farms, etc.).

• Is made available for staff.

• Is promoted to families and the community.

Rewards and Punishment

Food, beverages, and candy will not be used to reward or punish academic performance or student behavior. Specifically, candy and other such treats will not be used as routine or frequent incentives for desired student behaviors or performance. This prohibition will not apply to “reward celebration events” such as the reading celebration where ice cream may be served as part of the overall event.**

Nutrition and Healthy Food Promotion

The District will promote healthy food and beverage choices and appropriate portion sizes by doing the following:

• Exhibiting posters, signs, or other displays on the school campus that promote healthy nutrition choices.

• Providing age-appropriate activities, such as contests, food demonstrations, and taste-testing that promote healthy eating habits.

• Offering information to families (via communications with parents, educational workshops, screening services, and health-related exhibitions and fairs) and encouraging them to teach their children about nutrition and healthy eating behaviors.

• Encouraging school staff to display healthy eating habits and physical activity choices to students.**

Food and Beverage Marketing

Only foods and beverages that meet the USDA's Smart Snacks standards may be marketed in schools. The marketing of any brand, without reference to a specific product, is prohibited unless every food and beverage product manufactured, sold, or distributed under the corporate brand name meets the Smart Snacks standards.

 

Marketing includes the following:

• Advertising on any property or facility owned or leased by the school district or school and used at any time for school-related activities (including school buildings, athletic fields, parking lots, school buses, vending machines, scoreboards, uniforms, educational materials, and supplies).

• Coupons, discounts, and corporate incentive programs that reward students (e.g., when they reach certain academic goals) with free or discounted items. Such rewards may not include foods or beverages that fail to satisfy the USDA’s Smart Snacks standards.

• Corporate-sponsored programs that provide funds to schools in exchange for consumer purchases of certain items. Programs involving purchase of foods and beverages that do not meet the USDA’s Smart Snacks standards are not permitted.

   

  If the non-compliant advertising is a permanent feature of a permanent fixture (e.g., a scoreboard), such advertising can remain until the permanent fixture is removed or replaced.

 

Staff Qualifications and Training

The District will follow the USDA’s Professional Standards for State and Local Nutrition Programs in selecting local school nutrition program directors. Also, the District will require all personnel in the school nutrition programs to complete annual continuing education and training.

In addition, Child Nutrition Staff will do the following:

• Receive training in basic nutrition, nutrition education, safe food preparation, and nutrition standards for healthy meals and snacks.

• Organize and participate in educational activities that support healthy eating behaviors and food safety.

 

Farm-to-School Programs and School Gardens

The District will allow school gardens on District property.

The following will also occur:

• The District will dedicate resources (e.g., tools, materials, volunteer hours, etc.) to promote gardening on District property and/or actively participate in community gardens by dedicating the same resources as would be required for gardens on District property.

• The District will incorporate local and/or regional products into the school meal program.

• Schools will take field trips to local farms.

• As part of their education, students will learn about agriculture and nutrition.

 

Health and Fitness Class**

The District will provide a class in the schedule dedicated to health education.

• The class will be taught by the school’s registered nurse

• The curriculum will follow state recommended standards and include health topics such as nutrition, physical fitness, mental health, safety, and personal character among others

• The class may be a mixture of health studies and fitness activities

• Students will be graded according to rubrics established by the teacher/dean of students and the grade will count as part of the students’ grade point average

   

PHYSICAL EDUCATION AND PHYSICAL ACTIVITY

General Requirements

The District will ensure that all elementary school students (K-8) participate in a minimum of 60 minutes of physical activity each day, whether through physical education, exercise programs, after-school athletics, fitness breaks, recess, classroom activities, or wellness and nutrition education. **

Recess and Physical Activity Breaks

Recess: The District will require schools to provide elementary school students (K-5) at least 20 minutes of recess each day (in addition to the PE requirements). Additionally, the District will do the following:

• Develop indoor recess guidelines to ensure students can have adequate physical activity on days when recess must be held indoors.

• Require schools to hold recess before lunch, in order to increase food consumption, reduce waste, and improve classroom attentiveness when students return from lunch.[2]

Physical Activity Breaks: The District will require schools to provide all students (K-12) short breaks (three to five minutes) throughout the day to let them stretch, move around, and break up their time spent sitting. These physical activity breaks may take place during and/or between classroom time.

Physical Education (PE)

The District will require all schools to establish a comprehensive, standards-based PE curriculum for each grade (K-12). Schools will ensure that PE classes and equipment afford all students (K-12) an equal opportunity to participate in PE.

Elementary school students (K-5) will participate in at least 150 minutes of PE per week throughout the entire school year.

Middle and high school students (6-12) will participate in at least 225 minutes of PE per week throughout the entire school year.

 

In addition, the following requirements apply to all students (K-12):

• During PE, students will be given the opportunity to participate in many types of physical activity, including both cooperative and competitive games.

• Students will engage in moderate to vigorous physical activity for more than 50 percent of the PE class time.

• PE classes will have a teacher and teacher assistant/student ratio comparable to core subject classroom size.**

Teacher Qualifications, Training, and Involvement

• Teachers will receive training on how to integrate physical activity into the curriculum. Some portion of this training will be incorporated into annual professional development.

• Schools will allow teachers the opportunity to participate in or lead physical activities before, during, and after school.

• PE classes will be taught by licensed teachers who are certified or endorsed to teach PE.

Punishment and Rewards

• The District will provide a list of alternative ways for teachers and staff to discipline students.

• The District will strongly encourage teachers to use physical activity (e.g., extra recess) as a reward.

Grounds, Facilities, and Equipment

The District will ensure the availability of proper equipment and facilities that meet safety standards and will conduct necessary inspections and repairs.  

Community Use of Recreational Facilities

The District will encourage school staff, students, and their families to participate in physical activity outside of the school day. Allowing staff, students, and their families to use school recreational facilities during non-school hours is one way to increase opportunities to engage in physical activity. Consistent with state law and District policies and procedures  regarding use of school facilities during non-school hours, the District will work with Tannehill area citizens and community-based organizations to coordinate and enhance opportunities for staff, students, and their families to engage in physical activity using school facilities before and after the school day, during weekends, and during school vacations.

Active Transportation

• Due to the remote location of the school site and its proximity to a busy and potentially dangerous roadway, Tannehill School cannot promote “active transportation” to and from school because it would occur in unsafe conditions.**

After-School Physical Activity and Screen Time

After-school programming will do the following:

• Dedicate at least 20%, or at least 30 minutes (whichever is more), of program time to physical activity, which includes a mixture of moderate to vigorous physical activity.

• Utilize outdoor space for physical activity as much as possible each day (weather permitting and with appropriate protection from the elements).

• Provide equal opportunities for children and youth with disabilities to be physically active.

• Encourage staff to join children and youth in physical activity whenever possible.

• Limit screen time to less than 90 minutes per day to be used only for homework and other educational or physical activity purposes. **

 

OTHER ACTIVITIES THAT PROMOTE SCHOOL WELLNESS

Staff Wellness

The District recognizes that employee health is essential to student health and to creating healthy school environments. Accordingly, the District will implement an employee wellness program that promotes healthy eating, physical activity, and overall health. The District may partner with community agencies and organizations (e.g., local health departments, hospitals, health insurance companies, and local chapters of national organizations, such as the American Cancer Society, American Heart Association, Red Cross, and YMCA) to assist in providing education, services, and resources for staff.

The District will do the following to support staff wellness:

Nutrition

• Serve only those foods and beverages that meet Smart Snacks standards at all staff meetings, trainings, special occasions (e.g., birthdays and retirement parties), and other workplace gatherings.

• Provide employees with access to a refrigerator, microwave, and sink with a water faucet.

• Provide or partner with community organizations or agencies to offer nutrition education through activities such as seminars, workshops, classes, meetings, and newsletters.

• Partner with community organizations or agencies to offer staff accessible and free or low-cost healthy eating/weight management programs.

Physical Activity

• Promote walking meetings.

• Incorporate 10-minute physical activity breaks into every hour of sedentary meetings, trainings, and other workplace gatherings.

• Provide access to on-campus athletic facilities, such as gyms, running tracks, basketball courts, tennis courts, and swimming pools.

• Promote employee participation in physical activity by creating exercise clubs or groups and/or sponsoring employee sports teams.

• Use posters, pamphlets, and other forms of communication to promote physical activity (including stairwell use, if applicable).

• Provide information about local physical activity resources and facilities, such as walking trails, community parks, and recreation facilities.

General Wellness

• Partner with community organizations or agencies to offer voluntary health screenings annually to staff, including free or low-cost health assessments.

• Partner with community organizations or agencies to provide stress management programs annually to staff.

• Promote tobacco prevention and provide referral information on cessation services through the Oklahoma Tobacco Helpline.

• Ensure access to a private space (other than a restroom) that has an electrical outlet, and provide flexible paid or unpaid break times to allow mothers to express breast milk and/or breastfeed.

• Partner with community organizations or agencies to offer immunization clinics (e.g., flu, Tdap, etc.) to staff.

• Provide or partner with community organizations or agencies to offer free or low-cost first aid and CPR training.

Professional Development

The District will provide staff with educational resources and annual training in health and health-related topics.

Health Education

Where applicable, schools' health education curriculums will follow the Oklahoma Academic Standards.

 

 

IMPLEMENTATION, MONITORING, AND EVALUATION

Leadership

The District will designate one or more official(s) to facilitate the development of the local school wellness policy, oversee appropriate updates to the policy, and ensure each school’s compliance with the policy. The District will ensure that the designated official(s) fully understand(s) the federal and state laws related to wellness policies.

 

Include the name(s), position(s), and contact information of the designated official(s) here:

Name	Position	Contact Information (Email address is sufficient)
John Wilcox	Superintendent	jwilcox@tannehill.k12.ok.us
Jon Booth	Dean of Students	jbooth@tannehill.k12.ok.us
Ambra Gibson	School Nurse	agibson@tannehill.k12.ok.us
Rhonda Bellville	Cafeteria	rbellville@tannehill.k12.ok.us

 

 

 

 

 

 

 

Community Involvement

The District will permit parents, students, representatives of the school food authority, physical education teachers, school health professionals, the school board, school administrators, and the general public to serve on the local school wellness policy committee and participate in the development, implementation, review, and update of the local school wellness policy. To encourage broad public participation in the process, the District will do the following:

• Actively notify parents and the broader community about the content and implementation of as well as any changes to the wellness policy, whether through electronic communications (e.g., email, District website, etc.), non-electronic means (e.g., mailings, presentations, etc.), or both.

• Ensure that all outreach and communication is culturally appropriate and translated as needed.

• Educate community stakeholders on how they can participate in the development, implementation, review, and update of the wellness policy and let them know why their participation is important to the health and wellness of students and the broader community.

Assessments, Revisions, and Policy Updates

At least once every three years, the District will measure the extent to which schools are in compliance with the local wellness policy, as well as progress made in attaining the policy’s goals. Additionally:

• Parents, students, physical education teachers, school health professionals, the school board, school administrators, and the general public will be allowed to participate in the development, implementation, and periodic review and update of the local wellness policy.

• The District will assess how its policy compares with the latest national recommendations on school health, and will update the policy accordingly.

• The District will inform and update the public about the content and implementation of the local wellness policy (via the District’s website, handouts, newsletters sent directly to families’ homes, etc.).

 

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[1]   7 CFR 2010.11.

[2]   Ramstetter CL, Murray R, and Garner AS. “The Crucial Role of Recess in Schools.” Journal of School Health, 80(11): 517-526, 2010. Available at: www.ohioactionforhealthykids.org/wp-content/documents/CrucialRoleOfRecess.pdf.

In accordance with the policy of the board of education, the following regulation shall govern the comprehensive nutrition programs in this school district.

 

School Cafeterias

 

1. Any student may eat in the school cafeteria.  All elementary students are expected to eat with their classmates.

    

2. Cafeteria items should remain in the cafeteria.  No drink, candy, or other food items are permitted in the classroom or computer lab.  Students who violate this policy are subject to disciplinary action.

    

3. Students are allowed to bring lunches from home and eat with their class.  We suggest fruit drinks or milk. Milk is available in the cafeteria.

    

4. All cafeteria food is to be eaten in the cafeteria.  Food and drink vending machines are not available to elementary students.  These students may eat their lunch in the school cafeteria or a designated area.  Vending machine ("junk food") items shall not be consumed in the dining hall.

    

5. Meal prices will be established by the superintendent and food service supervisor, with the approval of the board of education, at the beginning of each year.
6. Meal prices will be conspicuously posted in each cafeteria.
7. A guest must be cleared through the food service supervisor by his/her host to be eligible to eat in the cafeteria.

    

8. Use of dining room facilities by non-district organizations or individuals must have approval of the superintendent.

    

9. The food service supervisor will develop in-service training programs, approved by the superintendent, for the food service staff.

    

10. Under federal law, a school that operates on a commodity program is prohibited from serving free meals to any adult, including employees of the district.

     

11. Qualifications for free and reduced-price lunches will vary annually in accordance with the annual eligibility schedule.

 

Definitions

 

   1.       Competitive foods means any food or drink sold in competition with the National School Lunch Program and/or School Breakfast Program in food service areas during the meal periods.

 

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

CHILD NUTRITION PROGRAMS, REGULATION (Cont.)

 

 

 

 

   3.       Nutrition education means a planned sequential instructional program that provides knowledge and teaches skills to help students adopt and maintain lifelong healthy eating habits.

 

   4.       Foods of minimal nutritional value means: 

 

             A.   In the case of artificially sweetened foods, a food that provides less than five percent of the Reference Daily Intakes (RDI) for each of eight specified nutrients per serving; and

 

             B.   In the case of all other foods, a food that provides less than five percent of the RDI for each of eight specified nutrients per 100 calories and less than five percent of the RDI for each of eight specified nutrients per serving.  The eight nutrients to be assessed for this purpose are protein, vitamin A, vitamin C, niacin, riboflavin, thiamine, calcium, and iron.

 

             C.   Food that is classified into four categories:

 

                    Carbonated soft drinks

                    Chewing gum

                    Water ices

                    Certain candies made predominately from sweeteners such as hard candy, licorice, jellybeans, gumdrops, marshmallows, fondant, cotton candy, and candy-coated popcorn

 

   5.       Food service area means any area on school premises where child nutrition program meals are both served and eaten, as well as any areas in which such meals are either served or eaten.

 

   6.       Meal period means the period(s) during which breakfast or lunch meals are served and eaten, and as identified on the school schedule.

 

Nutrition Education

 

Nutrition education shall focus on students’ eating behaviors, be based on theories and methods proven effective by research and be consistent with state and local district health education standards.  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 dietary supplements; safe food preparation, handling, and storage; and cultural diversity related to food and eating;

 

   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, misinformation, and commercial food advertising; and

 

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

 

 

CHILD NUTRITION PROGRAMS, REGULATION (Cont.)

 

 

 

 

In order to reinforce and support district nutrition education efforts, the building principal is responsible for ensuring:

 

1. Nutrition instruction is closely coordinated with the school’s nutrition and food services operation and other components of the school health program to reinforce messages on healthy eating and includes social

    

   learning techniques.  To maximize classroom time, nutrition concepts shall be integrated into the instruction of other subject areas where possible;

    

      2.       Links with nutrition service providers (e.g., qualified public health and nutrition professionals) are established to provide screening, referral, and counseling for nutritional problems; inform families about supplemental nutritional services available in the community (e.g., food stamps, local food pantries, summer food services program, child and adult care food program); and implement nutrition education and promotion activities for school staff, board members, and parents;

 

Nutrition and Food Services Operation

 

In order to support the school’s nutrition and food services operation as an essential partner in the educational mission of the district and its role in the district’s comprehensive nutrition program, the building principal is responsible for ensuring:

 

   1.       The school encourages all students to participate in the school’s child nutrition program meal opportunities.

 

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

 

   3.       The school’s child nutrition program maintains the confidentiality of students and families applying for or receiving free or reduced-price meals [or free milk] in accordance with the National School Lunch Act.

 

   4.       The school’s child nutrition program operates to meet nutrition standards in accordance with the Healthy Meals for Healthy Americans Act of 1994, as amended, and with applicable state laws and regulations.

 

   5.       The school sells or serves varied and nutritious food choices consistent with the applicable federal government Dietary Guidelines for Americans.

 

   6.       Food prices set by the district are communicated to students and parents.  District pricing strategies will encourage students to purchase full meals and nutritious items.

 

   7.       Procedures are in place for providing to families, on request, information about the ingredients and nutritional value of the foods served.

 

   8.       The district will provide substitute foods to students with disabilities upon written parental permission and a medical statement by a physician that identifies the student’s disability, states why the disability restricts the student’s diet, identifies the major life activity affected by the disability, and states the food(s) to be omitted and the food or choice of foods that must be substituted.

CHILD NUTRITION PROGRAMS, REGULATION (Cont.)

 

 

 

 

   9.       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.

 

10.       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.

 

Foods of Minimal Nutritional Value and Competitive Food Sales

 

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

 

Other Foods Offered or Sold

 

The district recognizes that federal government standards requiring schools to provide child nutrition program meals consistent with applicable Dietary Guidelines for Americans do not apply to competitive foods sold or served outside the food service areas as defined in this regulation.

 

Staff Development

 

Ongoing in-service and professional development training opportunities for staff, in the area of food nutrition, will be encouraged.

 

Family and Community Involvement

 

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

 

   1.       Nutrition education materials and cafeteria menus are sent home with students;

 

CHILD NUTRITION PROGRAMS, REGULATION (Cont.)

 

 

 

 

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

 

   3.       Families are invited to attend exhibitions of student nutrition projects or health fairs;

 

   4.       Nutrition education workshops and screening services are offered;

 

   5.       Nutrition education homework that students can do with their families is assigned (e.g., reading and interpreting food labels, reading nutrition-related newsletters, preparing healthy recipes, etc.); and

 

   6.       School staff are encouraged to cooperate with other agencies and community groups to provide opportunities for student volunteer or paid work related to nutrition, as appropriate.

 

Program Evaluation

 

In order to evaluate the effectiveness of the school health program in promoting healthy eating and to implement program changes as necessary to increase its effectiveness, the building principal is responsible for ensuring:

 

   1.       Board policy and this 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’s age-appropriate, comprehensive nutrition program;

 

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

 

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

It is the policy of the Tannehill Board of Education to follow acceptable practices in the procurement of food, products, supplies, or equipment with state and federal funds for this school district.  Acceptable practices are those set forth in federal law, Oklahoma statutes, and Department of Education regulations.

 

No employee, officer, or agent of this school district shall participate in the selection of or in the award or administration of a contract for procurement if a conflict of interest, real or apparent, would be involved.

 

Conflicts of interest arise when any of the following has a financial or other interest in the firm selected for the award:

 

          The employee, officer, or agent;

          Any member of his/her immediate family;

          His/her partner;

          An organization which employs or is about to employ any of the above.

 

Officers, employees, and agents of this school district shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to subagreements.  Prohibited favors include purchasing items for personal use at cost or at retail value from a vendor.

 

Officers, employees, contractors, and agents are expected to be aware of the penalties established by the Anti-Kickback Act of 1974 as codified by Oklahoma Statutes, Title 74, Section 3401, et seq.

 

The superintendent is directed to establish a regulation setting forth acceptable procurement procedures for this district.

 

 

 

 

REFERENCE     Oklahoma Department of Education Directive, dated June 6, 1988

                                74 O.S. §3401, et seq.

                                7 CFR § 3016

                                2 CFR § 200.318

In accordance with the policy of the board of education, the following regulation shall govern the procurement of products, equipment or supplies that are purchased with federal funds for this school district. 

 

The method of procurement used will be determined by the aggregate amount of goods, equipment, and services pur­chased.  "Aggregate" is defined as any purchase or group of purchases, e.g., milk and milk products, bread, canned and staple foods, fresh and frozen meats, etc., capable of being secured from a single source on a given date or during a purchase period.  The procurement methods that will be used by this school district to purchase the goods, equipment, and services required by the program are as follows:

 

   1.       Small Purchase Procedures will be used to purchase goods, equipment, and services where the aggregate cost is less than $150,000, and fresh produce regardless of aggregate amount.  Such procedures shall be utilized on an annual basis by the school district. 

 

              When small purchase procedures are used, the following conditions, stipulations, and terms must be met:

 

             A.   The goods, equipment, or services to be purchased must be adequately and consistently described for each pro­spective supplier so that each one can provide price quotes on the same merchandise or service;

 

             B.   Written or verbal "requests for quotations" for the goods, equipment, or services to be purchased may be made;

 

             C.   An adequate number of qualified sources must be contacted to provide such quotes.  NOTE:  The term "adequate number" is determined by local market conditions;

 

             D.   Responses to "requests for quotations" can be in either written form or verbal with a written confirmation;

 

             E.   Cost plus a percentage of cost method of purchasing is prohibited;

 

              F.   Price quotation responses will be retained by this school district with other program documentation and records for a period of five years after the end of the fiscal year to which they pertain.

 

   2.       Competitive Sealed Bids (Formal Advertising) will be used to purchase goods, equipment, and services where the aggregate cost is $150,000 or more, and when the selection of a success­ful supplier can appropri­ately be made principally on the basis of price.  NOTE:  Breaking up purchases with the intent of circum­venting formal advertising procedures is contrary to federal procurement regulations.  Any change in the dis­trict's normal pur­chasing practices, which results in the aggregate amount of purchases becoming less than $150,000, must be documented for review and audit purposes.

 

              When competitive sealed bids are used, the following conditions, stipulations, and terms must be met:

 

             A.   The invitation to bid will be publicly advertised;

 

             B.   Bids will be solicited from an adequate number of known suppliers in sufficient time prior to the date set for the opening of the bids;

PROCUREMENT, REGULATION (Cont.)

 

 

 

 

             C.   The invitations for bid will clearly define the goods, equipment, or services needed in order for the bidders to be able to properly respond.  This includes product specifications and general purchasing conditions;

 

             D.   All bids will be opened publicly at the time and place stated in the invitations for bid;

 

             E.   A firm, fixed-price contract award will be made by written notice to the responsible bidder whose bid is lowest, assuming the bid conforms to the requirements in the invitation for bid;

 

              F.   Where specified in the bidding documents, factors such as discounts, transportation costs, and life cycle costs (for equipment), if applicable, will be considered in determining which bid is lowest;

 

             G.   Payment discounts will only be used to determine the low bid when prior experience of the school district indicates that such discounts are generally taken;

 

             H.   Any and all bids may be rejected when there are sound documented reasons that the best interest of the program will not be served by the potential suppliers;

 

              I.   Cost plus a percentage of cost method of contracting is prohibited;

 

              J.   All bids received must be documented and such documen­tation shall be maintained by this school district with other program records for five years after the end of the fiscal year to which they pertain.

 

   3.       Competitive Negotiation can be used when competitive sealed bids are determined to be inappropriate, infeasible, or impossible.  This method of procurement is commonly used for the acquisition of professional services.  The document used to solicit bids is commonly referred to as a request for proposal.

 

              When competitive negotiation is used, the following conditions, stipulations, and terms must be met:

 

             A.   Proposals will be solicited from an adequate number (at a minimum, two) of qualified sources to permit reasonable competition;

 

             B.   The request for proposal will be publicized and reasonable requests by other sources to compete must be honored to the maximum extent possible;

 

             C.   The request for proposal will identify all significant evaluation factors, including price or cost where required, and their relative importance;

 

             D.   This school district will provide a mechanism: (1) for technical evaluation of the proposals received; (2) to determine which responsible bidders will be contacted for further written and verbal discussions; and (3) for selection of contract award;

 

PROCUREMENT, REGULATION (Cont.)​​​​​​​

 

             E.   The contract will be awarded to the responsible bidder whose proposal is most advantageous to the school district when price or other factors are considered;

 

              F.   Cost plus a percentage of cost method of contracting is prohibited;

 

             G.   All requests for proposals received must be documented and such documentation shall be retained by the school district with other program records for five years after the end of the fiscal year to which they pertain.

 

   4.       Noncompetitive Negotiation is procurement through solicita­tion of a proposal from only one source and can only be used when the procurement is not feasible under small purchase procedures, competitive sealed bids (formal advertising), or competitive negotiation.  The decision to use noncompetitive negotiation must be justi­fied in writing and be available for audit and review.  As with the methods of procurement, such docu­mentation must be maintained with other program records for five years after the end of the fiscal year to which they pertain, and cost plus a percentage of cost method of contracting is prohibited.

 

              Circumstances under which a procurement may be made by noncompetitive negotiations are limited to the following:

 

             A.   The merchandise or service is available only from a single source;

 

             B.   A public emergency exists and the urgency for the requirement will not permit the delay involved with competitive sealed bids (formal advertising) or competitive negotiation;

 

             C.   After solicitation from a number of sources, competition is found to be lacking.

A mail service system shall be maintained within the district so that communications may be delivered in the most practical manner.

 

The use of district mail facilities and personnel shall be restricted to materials and communications that further school business and the educational purpose of the district.  The superintendent may authorize certain exceptions within the intent of this policy.

 

The district is not liable for items lost or opened or for any damage or injury incurred as a result of the use of the mail service.

The Tannehill  Board of Education recognizes that telephone communications by staff and students are occasionally necessary.  However, classes must not be interrupted for routine telephone calls. 

 

School staff may possess, without permission, wireless telecommunications devices on school property or while attending any school-sponsored activities on or off school property.  Wireless telecommunications devices include, but are not limited to, beepers, pagers, and cellular telephones.  Devices should be turned off while teachers are in their instructional setting with students.  Devices may not be used while the teacher or other staff are in control of students unless needed for an emergency or needed for duties and responsibilities of that position.  Devices that include imaging capabilities shall not be utilized to publish to social media, i.e., Twitter, Facebook, Instagram, Snapchat, etc.

 

Devices may be used in support of the educational process or to produce material/content for the school yearbook or school website.  Staff should use care and discretion in capturing only images that report student achievement in a positive way.  Embarrassing photos or images may be classified as cyberbullying and bring disciplinary action.

 

Staff should also be aware of policy on directory information and abide by parental requests regarding publication of their child’s photo or image.

 

Staff should also use discernment and refrain from excessive use of phone cameras and similar technology.

In accordance with the telephone policy of the board of education, the following regulation shall govern the use of telephones by students and staff.

 

   1.       Students or staff may be called from the classroom only for urgent or emergency telephone calls.

 

   2.       Personal telephone calls are discouraged; however, students may obtain permission from office personnel to use the office telephones for business use only during class breaks.

 

   3.       Incoming messages will be accepted and delivered during class breaks, if time permits.

The Tannehill  Board of Education will provide a health insurance program for all teachers who work six (6) hours or more and will pay the premium cost per month for each teacher in accordance with the provisions of state law.  Those teachers who opt out of the health insurance program may utilize the above amount toward any of the following fringe benefits:

 

   1.       Programs approved by the board through the district's Section 125 plan;

 

   2.       Taxable cash payment.

 

Health and dental insurance benefits may be provided to the board of education at the same rate as for all employees.

 

REFERENCE:    51 O.S. §168

                                70 O.S. §5-117.5

                                70 O.S. §18-114.10

                                70 O.S. §26-105

It is the policy of the Tannehill  Board of Education to take reasonable steps to accommodate our patrons and students with disabilities.

 

Each facility or part of a facility constructed by, on behalf of, or for the use of the district will be designed and con­structed in such manner that the facility or part of the facility is readily accessible to and usable by persons with disabilities.  Altera­tions of facilities that affect or could affect their usability will, to the maximum extent feasible, be altered in such a manner that the altered portion is readily accessible to and usable by persons with disabilities.

 

This school district prohibits discrimination in any form against any person, persons, organizations, or other entity.  Employment opportunities will not be withheld from any qualified person solely because of a known disability.  The school district will make reasonable accommodations to the known physical or mental limitations of a qualified person, unless it can be shown that the accommodation would impose an undue hardship on the operation of this school district.  This school district does not require pre-employment medical examinations except for bus drivers.

 

For the purposes of this policy, the term "reasonable accommoda­tion" shall mean making existing facilities used by employees readily accessible to and usable by individuals with disabilities; and job restructuring, part-time or modified work schedules, re­assignment to a vacant position, acquisition or modification of equipment, modifi­cations of examinations and training, the pro­vision of qualified readers, and other similar and reasonable accommodation.

 

In order to disseminate the content of this policy to all school district employees, the superintendent is directed to post appro­priate notices in those common areas where employees may expect to find such notices.

 

REFERENCE:    Public Law 101-336, The Americans With Disabilities Act (ADA)

                                70 O.S. §13-101, et seq.

The Tannehill  Board of Education will comply fully with the Fair Labor Standards Act, its regulations, and relevant court deci­sions.  This district will inform employees of the Act through proper posting of information as disseminated by the U.S. Department of Labor.  The district will cooperate with all state agencies and maintain compliance.

 

The superintendent is directed to prepare a regulation supporting this policy and implementing the provisions of the Fair Labor Standards Act subject to approval of this board.

 

REFERENCE:    Fair Labor Standards Act

                                State Department of Education, Outline for FLSA Policies

It is the intent of this school district to fully comply with the Fair Labor Standards Act (FLSA), its regulations, and relevant court decisions and to cooperate with state agencies in an effort to maintain compliance with the FLSA.

 

The following procedures and guidelines are to be followed in each department to ensure employees are properly compensated for approved hours worked in excess of the established work week as required by the provisions of the FLSA.

 

Definitions

 

"Overtime" is defined as authorized, compensable work time in excess of forty (40) hours per work week.

 

A "work week" for full-time nonexempt employees is forty (40) hours during one consecutive seven-day period beginning at 12:00:01 a.m. on Saturday and ending at 12:00 midnight on the following Friday.

 

"Non-covered employees" are those who are excluded from the definition of "employee" within the meaning of 29 USCA §203(e) (Supp. 1990).

 

"Covered employees" are those who meet the definition of "employee" within the meaning of 29 USCA §203(e) (Supp. 1990).  Covered employees will be either exempt or nonexempt employees.

 

An "exempt employee" is a covered employee who is exempt from FLSA by virtue of meeting one of the tests for exemption.

 

A "nonexempt employee" is a covered employee who does not meet one of the tests for exemption.

 

Exemptions

 

The FLSA exempts certain groups of covered employees from coverage.  The following categories of exemptions are established:

 

   1.       Executives

 

   2.       Administrators; e.g., superintendents, principals

 

   3.       Professionals; e.g., teachers, special education skilled service providers, attorneys, auditors, nurses, counselors

In accordance with the policy of the board of education, the following regulation shall insure compliance with the Fair Labor Standards Act within this school district.

 

   1.       This district will pay all nonexempt employees at least the federal minimum wage and time and a half for all hours worked which exceed 40 hours per week, or permit compensatory time off at the rate of one and one-half hours off duty for each overtime hour worked.  Provided, however, that for any over­time hours to be credited for overtime pay such overtime hours must be approved in advance by that employee's designated superior.  Failure to get approval for overtime may result in disciplinary action being taken, which may include termination of employment.

 

   2.       This district will inform employees of the law by posting information disseminated by the U.S. Department of Labor.

 

   3.       This district shall establish, through separate adminis­trative regulations, the process of time keeping and procedurally complying with the Act.