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District Policies - E- Business Management

Table of Contents

EB Buildings and Grounds Management -KSA 58-1301 to 58-1305; 12-1769; 72- 8212 
EBA Insurance Program -KSA 72-8401 et seq. 
EBA Casualty -KSA 72-8401 et seq. 
EBA Liability -KSA 72-8401 et seq. 
EBAA Workers' Compensation 
EBB Safety 
EBB Fire Prevention -KSA 31-150; 31-133 
EBB Warning Systems -KSA 31-133 
EBB Safety Inspections (See JGF) 

  •  Heating and Lighting 

EBBA Hazardous Waste Inspection and Disposal 
EBBD Emergency Closings (Also AFC; See JGFC) 
EBBE Traffic and Parking Controls (See JGFF)  
EBBF Crisis Planning
EBC Security -KSA 72-8222 
EBCA Vandalism 
EBCA Vandalism Protection (See EBC) 
EBCA Vandalism: Restitution for Damage -KSA 72-5386 
EBCA Offering a Reward -KSA 12-1672a 
EBCA Return of School Property 

EBE Cleaning Program -KSA 65-202; 72-8212; 72-1033 
EBE Sanitation 

EBI Long-Range Maintenance Program 
EBJ (See EBI)  Records 
EC Equipment and Supplies Management 
EC  Receiving. 
EC  Equipment Maintenance 

ECA Insurance Program (See EBA) -KSA 72-8401 et seq. 
ECH Printing and Duplicating Services 
ECH  Prohibited Practice 
ECH Permitted Practice 
ECH Programming for Educational Purposes 
ECH Computer Software 

ECHA Acceptable Use of Computers and Networks 
ED Student Transportation Management (See JGG) -KSA 72-8301 et seq. 
EDAA School Vehicles (Buses) -KSA 72-8301 et seq. 
EDAA Liability 
EDAA Safety -KSA 72-8301 et seq. 
EDAA Safety Inspection 
EDAA Scheduling and Routing 
EDAA Records 
EDAA Licensing of Drivers 

EDAAA District Vehicles/Cell Phone Use 
EE Food Service Management -KSA 72-5112 et seq.; 72-5213; 72-5113 
EE  Sanitation Inspections (See EBE) 
EE Records 

EF Data Management -KSA 75-4707; 72-8227; 72-7527; 72-7528; 45-215 et seq. 
EF Data Dissemination 
EF To Education Agencies (See MI)


EB  Buildings and Grounds Management 

All district buildings and property shall be maintained and inspected on a regular basis.

The superintendent shall develop a comprehensive program which will ensure proper maintenance of all district-owned property.

Approved: October 12, 1998

Updated:  March 8, 2010

Reviewed:  September 23, 2013

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EBA  Insurance Program 

All district-owned property, real and personal, will be insured against damage due to natural causes, fire, vandalism and other casualties. Insurance shall also cover theft of district monies.

Liability Other Than For Vehicles

To the extent permitted by law, the board may insure all employees against legal action arising out of the performance of any authorized duties.  The board may authorize the district to join a group-funded pool to provide insurance coverage for the district.

The district may designate one or more insurance agents of record. The superintendent may work with the insurance agent of record or group-funded pool to develop adequate insurance programs and/or proposals covering the district's employees and property.

Approved: October 12, 1998

Updated:  March 8, 2010

Reviewed:  September 23, 2013

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EBAA Workers Compensation

All employees of the district shall be covered by workers compensation insurance. Workers compensation coverage is provided for all employees regardless of assignment, length of assignment, or hours worked per day.  Benefits are payable for personal injury from accident or industrial diseases arising out of and in the course of employment in the district as provided by law.

The workers compensation plan will provide coverage for medical expenses and wages to the extent required by statute to those employees who qualify, provided the amount of workers compensation benefits and sick leave benefits shall not exceed a regular daily rate of pay.  An employee using sick leave, or other available leave, in combination with workers compensation will be charged for one full or partial day of sick leave, as provided for in the sick leave policy or the negotiated agreement, for each day of absence until the employee's sick leave is exhausted.

Any employee who is off work and drawing workers compensation shall be required to provide the clerk of the board with a written doctor's release before the employee is allowed to return to work. In addition, should the employee be released to return to work by a doctor and fail to do so, all benefits under sick leave shall be, ended and those benefits under workers compensation shall be restricted as provided by current statute.

Choice of Physician

The board shall have the right to choose a designated health care provider to provide medical assistance to any employee who suffers an injury while performing their job.

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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EBB  Safety

The district shall make reasonable efforts to provide a safe environment for students and employees.

Safety Rules

The superintendent and staff shall develop necessary rules and regulations for student safety in school and at school activities.

Safety unit

Teachers who instruct in hazardous curriculum areas will teach a unit each year or trimester dedicated to safety rules inherent in the particular subject matter.

Appropriate safety signs, slogans or other safety items shall be posted on or in the near vicinity of potentially dangerous devices or machinery.

No student will be permitted to participate in the class until satisfactory knowledge of the safety rules are demonstrated to the teacher.  Teachers will conduct periodic reviews of safety rules during the school year.

Warning System

The board will seek to cooperate with local government officials, emergency preparedness authorities and other related state agencies to maintain adequate disaster warning systems.

Safety Inspections

The superintendent, building principals and maintenance personnel will regularly inspect each attendance center, playground and playground equipment, bleachers and other appropriate areas to see that they are adequately maintained.  The District shall engage persons with specialized education or training to inspect boilers, heating, ventilation and air conditions systems, plumbing and electrical systems as necessary. Written records of these inspections shall be maintained.

If repairs are necessary, the individual conducting the investigation shall immediately inform the building principal, superintendent or immediate supervisor in writing.  Necessary steps either to repair or to remove the defect will be taken as soon as possible.  Defects requiring expenditure of money will be reported to the superintendent.  Any defects not immediately removed, repaired or otherwise eliminated shall be blocked off with fences or other restraining devices.

Heating and Lighting

All furnaces, boilers and lighting fixtures will be inspected annually to ensure safety for students, district employees and patrons.  These devices shall meet minimum state and federal standards. The use of space heaters in district buildings is permitted so long as all heaters are:  UL listed and approved; plugged directly into the wall outlet and not used with an extension cords; and have a 3 foot clearance from any combustible items that may catch fire.  Combustible items include, but are not limited to, paper products, clothing, and blankets.  Staff members who wish to bring their own space heater shall first get the approval of their building administrator.

Approved: October 12, 1998

Updated:  March 8, 2010

Revised: September, 23, 2013

Revised: July 27, 2015

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EBBA  Hazardous Waste Inspection and Disposal

Inspection

The superintendent shall prescribe procedures for regular inspection of district facilities for hazardous waste and implementation of a hazardous waste management and disposal plan.

Disposal

If hazardous waste materials are produced in a class or are otherwise found to be present in the district, such hazardous waste shall be disposed of in accordance with applicable law.

Inspection and Disposal

The superintendent shall develop written rules and procedures for notifying district administrators that hazardous waste has been discovered and/or produced and rules for reporting the proper disposal of waste.  These rules and regulations shall be distributed to all staff members.

If an emergency interferes with the normal conduct of school affairs, students may be dismissed from school only with the superintendent’s approval.  A plan for emergency dismissal of students during the school day shall be developed by the superintendent and approved by the board.  A copy shall be filed with the clerk and procedures for dismissal shall be given to parents and students at the beginning of each school year.

Students will not be dismissed early because of an emergency when the safety of students and teachers is better served by remaining at school.     Parents may come to the school or other place designated in the emergency dismissal plan to pick up their children. 

School-Closing Announcements

When the superintendent believes the safety of students is threatened by severe weather or other circumstances, parents and students shall be notified of school closings or cancellations by announcements made over radio stations, television and other means of electronic notification systems. 

Bomb Threats

In the event of a bomb threat or similar emergency, the principal shall notify law enforcement agencies of the threat and request a thorough inspection of the buildings and grounds.  Other contingencies as noted in the district’s crisis plan shall be followed.

If it is determined that no danger exists to the students' safety and if there is time remaining in the school day, school shall be resumed.

Planning for Emergencies

Each building principal shall develop appropriate emergency procedures which shall be included in the district's crisis plans. (See EBBF)  As appropriate, portions of the crisis plan developed shall be held in strict confidence by staff members having direct responsibility for implementing the plan.  The district will work cooperatively with the Hutchinson Police Department and other public agencies in developing district response plans for emergency situations. 

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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EBBD  Evacuations and Emergencies

If an emergency interferes with the normal conduct of school affairs, students may be dismissed from school only with the superintendent’s approval.  A plan for emergency dismissal of students during the school day shall be developed by the superintendent and approved by the board.  A copy shall be filed with the clerk and procedures for dismissal shall be given to parents and students at the beginning of each school year.

Students will not be dismissed early because of an emergency when the safety of students and teachers is better served by remaining at school.     Parents may come to the school or other place designated in the emergency dismissal plan to pick up their children. 

School-Closing Announcements

When the superintendent believes the safety of students is threatened by severe weather or other circumstances, parents and students shall be notified of school closings or cancellations by announcements made over radio stations, television and other means of electronic notification systems. 

Bomb Threats

In the event of a bomb threat or similar emergency, the principal shall notify law enforcement agencies of the threat and request a thorough inspection of the buildings and grounds.  Other contingencies as noted in the district’s crisis plan shall be followed.

If it is determined that no danger exists to the students' safety and if there is time remaining in the school day, school shall be resumed.

Planning for Emergencies

Each building principal shall develop appropriate emergency procedures which shall be included in the district's crisis plans. (See EBBF)  As appropriate, portions of the crisis plan developed shall be held in strict confidence by staff members having direct responsibility for implementing the plan.  The district will work cooperatively with the Hutchinson Police Department and other public agencies in developing district response plans for emergency situations.

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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EBBE  Emergency Drills

The Executive Director of Operations and Support Services, in cooperation with each building principal or other building supervisor, shall develop plans for responding to fire, weather and other risks in accordance with the district’s crisis plan.  Diagrams showing emergency evacuation routes and emergency shelter areas shall be prominently displayed in each district facility. Such plans shall include specific arrangements for the evacuation of mobility impaired and other individuals who may need assistance from staff members in the event of an emergency. 

Building principals shall be responsible for scheduling and conducting emergency drills as required by law and for ensuring students are instructed in the procedures to follow during the emergency drill and in an actual emergency.  One tornado drill shall be held prior to October 1 of each school year.  An additional tornado drill shall be held in the Winter and Spring trimester or as otherwise required by law.

Each teacher shall explain the plan to students under their supervision prior to a date established by the principal. 

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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EBBF  Crisis Planning (See EBBD)

The superintendent, in cooperation with each building principal and the district's crisis planning committee shall develop a plan to deal with potential weather-related, fire, terroristic attack and other potential risks to students, employees and district facilities. 

A copy of the plan shall be on file in each building and with the superintendent. 

Building principals shall train staff to implement the building plan.  As necessary, students and parents will be informed about details of the plan.

Crisis plans shall be subject to regular review by the administration.  In the event it becomes necessary to implement a crisis plan, the Superintendent shall provide a report of such incident to the Board and, if appropriate, the report will include suggested changes to a crisis plan.

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013 

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EBC Security and Safety

(See JCAC, JCDBB, JDD, JDDB, JDDC, JGGA, and KGD)

Security devices may be installed at district attendance centers with the

Superintendent’s approval.  Other measures may be taken to prevent intrusions or disturbances from occurring in school buildings or trespassing on school grounds.  The district will cooperate with law enforcement in security matters and shall, as required by law and by this policy, report felonies and misdemeanors committed at school, on school property or at school-sponsored activities to law enforcement authorities.

Reporting Crimes at School to Law Enforcement

Unless reporting would violate the terms of any memorandum of understanding between the district and local law enforcement, any district employee who knows or has reason to believe any of the following has occurred at school; on school property; or at a school sponsored activity, program, or event shall immediately report this information to local law enforcement.

Reportable events would include:

  • Any act which may constitute the commission of a felony or a misdemeanor; or

any act that involves the possession, use, or disposal of explosives, firearms, or other weapons as defined in current law.           

The building administrator and Superintendent also shall be notified as promptly as possible.

Reporting Certain Students to Administrators and Staff

Employees of a school who have information that any of the following has occurred shall report the information and identity of the student responsible to the superintendent.

Reportable events include:

  • Any student who has been expelled for conduct which endangered the safety of others; or
  • Any student who has been expelled for conduct which, if committed by an adult, would constitute a felony;
  • Any student who has been expelled for possession of a weapon; or
  • Any student who has been adjudged to be a juvenile offender for an offense which, if committed by an adult, would constitute a felony, except a felony theft offense involving no direct threat to human life; or
  • Any student who has been tried and convicted as an adult of any felony offense, except a felony theft offense involving no direct threat to human life;;

The superintendent shall investigate the matter, if the report is confirmed, the superintendent shall provide appropriate information and the identity of the student responsible to all employees who are involved in or likely to be directly involved in teaching or providing related services to the student.

Annual Reports

The principal of each building shall prepare all reports required by law and present them to the Superintendent who shall submit the same to the board and the state board of education annually.  Such reports shall not include any personally identifiable information about students. These reports and this policy may be made available upon request to parents, patrons, students, employees, and others.

Staff Immunity

No board member, Superintendent or district employee shall be liable for damages in a civil action resulting from a person's good faith acts or omission in complying with the requirements or provisions of the Kansas school safety and security act.

Approved: October 12, 1998

Updated: June 12, 2000

Updated: July 7, 2003

Updated:  March 8, 2010

Revised:  September 23, 2013

Revised:  July 25, 2016

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EBCA  Vandalism

Vandalism Protection

All district employees shall report any vandalism to their immediate supervisor. School personnel are expected to lock or otherwise secure all files, records, safes or similar compartments at the close of each school day.

In the event of vandalism, the board may offer a reward according to law.

Restitution for Damages

The board shall seek restitution according to law for loss and damage sustained by the district.

The principal shall notify the superintendent of any loss of, or damage to, district property.  The director of support services shall investigate the incident.  The estimated costs of repairing or replacing any damaged property will be determined after consultation with appropriate personnel.

When a juvenile is involved, the superintendent shall notify the juvenile’s parent or legal guardian in writing of such loss or damage and cost of repairing or replacing the damaged property and of the parent’s legal responsibility for such loss.  Appropriate action shall be taken to secure restitution for such loss from the responsible party.

Restitution payments shall be made by juveniles or their parents to the business office, and a record showing the date and amount of each such payment shall be maintained..  Persons of legal age shall be held responsible for their own payments.  If necessary, provisions may be made for installment payments.

Accounts not paid in full within the specified time may be referred to the district’s legal counsel for collection.

Offering a Reward

The board may offer a reward for information leading to the discovery, arrest and conviction of persons committing acts of vandalism.  The offer will conform to state law and the policy adopted by the board.

When the board decides to offer a reward, the notice to be published by the superintendent shall conform to the following:

Pursuant to K.S.A. 12-1672a the board of education hereby offers a reward in the amount of $200.00 to any person who first provides information leading to the discovery; arrest and conviction of the person or persons responsible for acts of vandalism on property, real or personal, owned by the school district or rightfully located on school district premises by its employees or students.

Persons having any knowledge are urged to contact the superintendent of schools at 1520 North Plum, Hutchinson, KS 67501-1908, and telephone 620-615-4008. The board reserves the right in its sole discretion to determine the recipients and the amount of any such reward

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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EBE Cleaning and Maintenance Programs

The Executive Director of Operations and Support Services shall develop building and grounds cleaning and maintenance programs.  After such programs are approved by the Superintendent, such programs shall be shared with the appropriate administrators and classified staff and may be published in the appropriate employee handbooks and included in job descriptions and employment contracts with board approval.

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013 

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EBI  Long-Range, Maintenance Program

The Superintendent each year shall develop priority schedules outlining a long range plan for the maintenance of school property, buildings and grounds and shall present such plan together with an estimate of the costs thereof to the board 

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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EBJ Records

All records pertaining to district-wide maintenance plans and maintenance costs shall be maintained in the central office.                     

Updated:  March 8, 2010

Revised :  September 23, 2013

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EC  Equipment and Supplies Management

The superintendent shall maintain an up-to-date inventory on all equipment and supplies in accordance with district finance and accounting policies in order to prevent shortages or mismanagement of district-owned equipment or supplies.  The system shall be kept up-to-date and be accurate enough to provide information for budget preparation each year.

Receiving

Upon verification by the purchasing agent that receivables are in order, the merchandise shall be sent to the appropriate location as soon as possible.  Each building principal shall be responsible for the allocation or storage of all supplies and equipment.  If the items cannot be delivered to the proper destination, they will be stored in an appropriate storage area.

Back orders shall be filed with the invoice and attached to the purchase order. Periodic checks shall be made to determine whether back orders have been filled and delivered.

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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ECA HIPAA Policy   (Also see JRB)

The district shall comply with all applicable Health Insurance Portability and Accountability Act (HIPAA) provisions regarding the confidentiality of protected health information.

Staff Training Required

The district shall provide appropriate and timely professional development activities regarding HIPAA requirements.

Compliance Required

All staff shall abide by HIPAA requirements and maintain the confidentiality of protected health information.  The district shall provide notice to staff and students as required by law.

UNIFIED SCHOOL DISTRICT NO.308

HUTCHINSON PUBLIC SCHOOLS

NOTICE OF PRIVACY PRACTICES

THIS NOTICE DESCRIBES HOW MEDICAI, INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW THIS NOTICE CAREFULLY.

The Board of Education of U.S.D. No. 308 {the "District") is committed to maintaining the confidentiality of all information it receives.  This notice describes how the District may use and disclose Protected Health Information ("PHI").  The District is required by law to maintain the privacy of PHI and to provide all individuals with notice of the District's legal duties and privacy practices with respect to PHI. The District will abide by the terms set forth in this Notice. 

As a hybrid entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the District will ensure that its designated covered components comply with the HIPAA Privacy Regulations, 45 C.F.R. Parts 160, 164.

The term "PHI" refers to protected health information.  Protected health information means individually identifiable health information transmitted by electronic media, maintained in any medium described in the definition of electronic media in the HIPAA Privacy Regulations, or transmitted or maintained in any other form or medium, such as records maintained by the District's employee benefits coordinator (on paper or computer).

Protected health information does not include individually identifiable health information in: student records covered by the Family Educational Rights and Privacy Act, as amended, 20 U.S.C. 1232g; records described at 20 U.S.C. 1232g(a){4){B)(iv); personnel, and workers' compensation records maintained by the District as your employer.  Please note, however, that medical information contained in a personnel file is confidential pursuant to K.S.A. 45-221, as amended; student records generally are confidential pursuant to federal and Kansas laws as well as policies adopted by the District's Board of Education.

Your PHI will be used by the District to ensure that you receive the services covered by your benefit plans. The District may use or disclose PHI, other than your "highly confidential information "described below without your authorization for purposes of treatment, payment or health care operations.

When you contact the District, the Benefits Coordinator may ask you certain questions to determine how to best help you.  Once the information is gathered, your concern will be discussed with the appropriate service provider, if necessary.  To assist in the resolution of your concerns, the Benefits Coordinator may disclose PHI to the service provider.

 In certain circumstances we may use or disclose PHI about you without your consent or authorization.  For example, when there is an emergency, a threat to health or safety (consistent with applicable law) or when there are substantial barriers to communications that prevent securing your consent.

In addition we may use and disclose PHI to outside auditors and other third parties who request information from the District to track the quality and trends of services the District provides, to comply with applicable law, for specified public health activities and purposes, for health oversight activities, in judicial or administrative proceedings in response to a Legal order or other lawful process, to the police or other law enforcement officials as required by law or in compliance with a court order or other process authorized by law, to prevent or lessen a serious and imminent threat to the health or safety of an individual or the public, to units of the government with special functions, such as the U.S. military or the U.S. Department of State or as necessary to comply with workers' compensation laws.

For any other use or disclosure of PHI, the District must obtain your authorization.  In addition, federal and state laws require special privacy protection for certain PHI that is highly confidential information.  For example: information about mental health and developmental disabilities, alcohol, or drug abuse, genetic testing and HIV /AIDS. When required by law, The District will obtain your written authorization before disclosing your highly confidential information for a purpose other than those specified by such laws.  If you do provide such authorization, you have the right to revoke such authorization at any time to stop any future uses and/or disclosures.

You have the right to request to inspect and copy your PHI that the District maintains.  Such request must be in writing and, under certain circumstances, the District may deny your request.  The District may collect a fee for processing your request.

If you believe the PHI the District has about you is incorrect or incomplete, you have the right to request that the District amend your PHI, Your request to amend your PHI must be in writing and include reasons supporting the requested amendment.

You have the right for request an accounting of disclosures.  Such accounting will not include disclosures that were made for purposes of treatment, payment or health care operations or disclosures made pursuant to your Authorization or disclosures to you.  Your request must state the specific time period.  An accounting is not available for disclosures made prior to Apri114, 2003.  The first accounting you request in any 12 month period sha116e provided at no cost. For any additional requests, we will charge a fee.

You have the right to request that the District restrict its use or disclosure of your PHI when carrying out treatment, payments or healthcare operations.  It is important to understand that the District is not required to agree to your request.  All requests must be in writing, state specifically what information you want to restrict and to whom the limitation applies.

You have the right to request that the District communicate with you in a certain way or at a certain location.  Such request must be in writing and the District will attempt to accommodate reasonable requests.

You have the right to receive a paper copy of this Notice and you may ask us to give you a copy at any time.

The District reserves the right to change its privacy practices at any time and any such change shall apply to all PHI the District maintains, including information created or received by The District prior to issuing a new Notice.  If the District materially changes its privacy practices, this Notice shall be amended and disseminated to ail individuals.

If you believe that your privacy rights have been violated, you may contact the District's Privacy Officer directly or the Secretary of the United States Department of Health and Human Services.  There will be no retaliation for filing a complaint.

If you need further information about matters covered by this Notice, you may contact the District Privacy Officer at the address given below, Except in emergency situations, all correspondence or requests to the District must be in writing and sent to the District's acting Privacy Officer.

Ray Hemman

USD 308 Privacy Officer

1520 North Plum

Hutchinson, Kansas 67501

Phone: 620 615-4029

FAX: 620 615-4010

Email: hemmanr@usd308.com

Approved:  July 28, 2003

Updated:  March 8, 2010

Updated:  September 23, 2013

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ECH  Printing and Duplicating Services

The copyright laws of the United States restrict duplication of copyrighted materials without permission.  Duplication of copyrighted materials other than in accordance with one or more exceptions may be subject to both civil and criminal penalties.

The exceptions under which copyrighted materials may be used for educational purposes include use in face-to-face instruction, virtual instruction and the fair use doctrine. Any duplication of copyrighted materials by district employees must be done either with permission of the copyright holder or in accordance with a recognized exception. The legal or insurance protection of the district shall not be extended to school employees who violate any provisions of the copyright laws.

In accordance with school board policy ECH, the following regulations will be observed to comply with the copyright laws of the United States.

Under the "fair use" doctrine, unauthorized reproduction of copyrighted materials is permissible for such purposes as criticism, comment news reporting, teaching, scholarship or research.  If duplicating or altering a product is to fall within the bounds of fair use, these four standards must be met for any of the purposes:

THE PURPOSE AND CHARACTER OF THE USE: The use must be for such purposes

as teaching or scholarship and must be nonprofit.  Fair use would probably allow teachers  acting on their own to copy small portions of work for the classroom but would not allow a school system or an institution to do so.

THE NATURE OF THE COPYRIGHTED WORK:  Copying portions of a news

article may fall under fair use but not copying from a workbook designed for a course of study.

THE AMOUNT AND SUBSTANTIALITY OF THE PORTION USED:

Copying the whole of a work cannot be considered fair-use; copying a small portion may be.  At the same time, however, extracting a short sequence from a 16mm film may be far different from a short excerpt from a textbook, because two or three minutes out of a 20 minute film might be the very essence of that production and thus outside fair use.  Under normal circumstances, extracting small amounts out of an entire work would be fair use, but a quantitative test alone does not suffice.

THE EFFECT OF THE USE UPON THE POTENTIAL MARKET FOR OR VALUE OF THE COPYRIGHTED WORK:  If resulting economic loss to the copyright holder can be shown, even making a single copy of certain materials is an infringement, and making multiple copies presents the danger of greater penalties.

Prohibited Practice

A teacher may not make multiple copies of a work for classroom use if it has already been copied for another class in the same institution; make multiple copies of a  short poem, article, story, or essay from the same author more than once in a class term or make multiple copies from the same collective work or periodical issue more than three times a term; make multiple copies of works more than nine times in the same class term; make a copy of works to take the place of an anthology; and may not make a copy of

"consumable" materials, such as workbooks.

Permitted Practice

A teacher may make--for use in scholarly research, in teaching or in preparation for teaching a class--a single copy of the following: a chapter from a book; an article from a periodical or newspaper; a short story, short essay or short poem (whether or not from a collected work); a chart, graph, diagram, drawing, cartoons or picture from a book, periodical or newspaper; may make (for classroom use only and not to exceed one per student in a class) multiple copies of the following: a complete poem (if it has fewer than 250 words and is printed on nor more than two pages), an excerpt from a prose work (if the excerpt has fewer than 1,000 words or 10 percent of the work, whichever is less) and one chart, graph, diagram, cartoon or picture per book or periodical.

A library may, for interlibrary-loan purposes, make up to six copies a year of a periodical published within the last five years, make up to six copies a year of small excerpts from longer works, make copies of unpublished works for purposes of reservation and security and make copies of out-of-print works that cannot be obtained at a fair price.

Guidelines For Off-Air Recording of Broadcast

Programming for Education Purposes

A broadcast program may be recorded off-air simultaneously with broadcast transmission (including simultaneous cable retransmission) and retained for a period not to exceed the first 45 consecutive calendar days after date of recording.  Upon conclusion of such retention period, all off-air recordings must be erased or destroyed immediately.

Off-air recordings may be used once by individual teachers in the course of relevant teaching activities and repeated once, only when instructional reinforcement is necessary, in classrooms and similar places devoted to instruction within a single building, cluster or campus, as well as in the homes of students receiving formalized home instruction, during the first 10 consecutive school days in the 45 calendar day retention period. "School days" are-school session days--not counting weekends, holidays, vacations, examination periods or other scheduled interruptions--within the 45 calendar day retention period.

Off-air recordings may be made only at the request of and used by individual teachers and may not be regularly recorded in anticipation of requests.  No broadcast program may be recorded off-air more than once at the request of the same teacher, regardless of the number of times the program may be broadcast.

A limited number of copies may be reproduced from each off-air recording to meet the legitimate needs of teachers under these guidelines.  Each such additional copy shall be subject to all provisions governing the original recordings.

After the first 10 consecutive school days, off-air recordings may be used up to the end of the 45 calendar day retention period only for evaluation purposes by the teacher, i.e., to determine whether or not to include the broadcast program in the teaching curriculum.  They may not be used for student exhibition or any other nonevaluation purpose without authorization.

Off-air recordings need not be used in their entirety, but the recorded programs may not be altered from their original content.  Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations.

All copies of off-air recordings must include the copyright notice on the broadcast programs as recorded.

Computer Software

District employees may make a back-up copy of computer programs as permitted by current Federal Law.  Back-up copies may be used for archival purposes only and all archival copies shall be destroyed in the event that continued possession of-the computer program should cease to be rightful.

When software is used on a disk-sharing system, efforts shall be made to secure this software from copying.

Illegal copies of copyrighted programs shall not be made or used on school equipment.

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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ECHA  Acceptable Use of Computers and Networks

Use of or access to district computers, network technology and software is limited to district employees and members of the board of education.   Computers is for the performance of official and approved assignments.  Use of district computer equipment or software for personal projects is prohibited except for only limited and occasional usage. All computer use is subject to review by the administration and the board.

Only software purchased by the district may be loaded onto district computers.  Software licensed to the district shall not be used on computers that are not owned by the district.

This policy applies to all district computer equipment, copy machines, data libraries, and programs.  Violations of this policy or district regulations shall be grounds for disciplinary action up to and including termination.

All school employees and members of the board of education using technology equipment must agree to the terms of this document before using district technology equipment.  The agreement will remain in force until the employee no longer works for the school district or the board member’s term on the board of education expires.

Acceptable Use of Technology Equipment and Networks:

User Agreement

I will abide by the district guidelines and conditions for the use of technology equipment, technology networks of the Hutchinson Public Schools and access to the Internet.  I further understand any violation of the district guidelines is unethical and may constitute a criminal offense.  Should I commit any violation, my access privileges will be revoked.  Disciplinary action, up to and including termination, denial of network privileges and/or appropriate legal action shall be taken.  I understand that I have no expectation of privacy in regard to information contained on a computer that I have been assigned by the school district.

In order to make sure that all members of the Hutchinson Public School community understand and agree to these rules of conduct, USD 308 requires you as a user to sign the following statement:

“I agree not to hold USD 308, nor any of its employees, nor any of the institutions or networks providing access to networks, responsible for the performance of the system or the content or costs or any material accessed through it.

I have read the terms and conditions for Hutchinson Public Schools’ technology, network use and Internet access.  I understand that this free access is designed for educational purposes.  However, I also recognize that it is impossible to restrict access to all controversial materials, and I will not hold Hutchinson Public Schools responsible for materials acquired or sent via the network.

Further, If any technology equipment in my use is unduly damaged due to my negligence, I will pay to the district the original cost of the equipment, or have the equipment repaired using a vendor of the school district’s choice, which ever option is less”.

Signature of school employee: _____________________________   Date: ___________

Signature of board member: _______________________________   Date: ___________

This form will be retained on file by the Director of Technology for the duration of the employee’s employment with the Hutchinson Public Schools.

Any USD 308 Hutchinson Public Schools employee or member of the board of education who wishes to check-out/use a portable computer must agree to the terms and sign the following document.

Request to Use Portable Computer

I, _________________________, an employee/member of the Board of Education of Hutchinson Public Schools, USD 308, consent to for the school year ___________ the following:

  1. I sign this form as a condition of checking out a laptop computer to bring home as needed for academic and professional use.
  2. I assume responsibility for any damage to, and responsibility for, the repair and/or replacement of the computer while it is in my custody.
  3. I assume responsibility for any unauthorized use of the computer while it is in my custody and will supervise its use to see that the computer is used only for academic and/or professional purposes.  I further understand that occasional and reasonable use for personal purposes is permitted.
  4. I will assume responsibility to pay for any damage, repair, and/or replacement for any damage done to district hardware, which may result from my use of the laptop computer.
  5. I will assume responsibility to pay for any damage, repair, and/or replacement for any damage done to district software, which may result from a virus introduced as a result of my use of the laptop computer.
  6. I will not add, remove, or copy any programs, software, or information in a manner which may violate copyright laws.
  7. I will not install on this computer any software not authorized by the school district technology department.  (Board policy ECH and its regulations are hereby incorporated into this agreement.)
  8. I have reviewed the attached Kansas law.*

Staff Member/Member of the Board of Education                                           Date

* A copy of K.S.A. 21-3755a is attached

** This form will be retained in the office of the Director of Technology; employees who wish to checkout/use a portable computer will be required to sign this form on an annual basis.

Approved:  August 28, 2006

Updated:  March 8, 2010

Revised:  September 23, 2013

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ED  Student Transportation Management  (See JGG)

Use of buses by the district shall conform to current state law.  At times it may be expedient to pay mileage to parents who transport their child to a specified point to meet the bus, or to provide private transportation in lieu of providing bus service.  Mileage payments to parents may be made only with board approval.

Approved: October 12, 1998

Updated:  March 8, 2010

Reviewed:  September 23, 2013

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EDAA  School Vehicles (District-Owned Vans & Buses)

School buses and other school vehicles will not be loaned, leased or subcontracted to any person, groups of persons or organizations except as allowed by law subject to board approval.

Liability

All school vehicles will be adequately insured.

Safety

For the purpose of this policy, “school transportation provider” is defined to include school bus drivers, school passenger vehicle drivers, and other school employees who may transport students.  Every school vehicle driver shall have authority and responsibility for the passengers riding in school vehicles.

Every school transportation provider shall have a valid driver’s license.  Students or other persons riding school buses or other school owned vehicles who violate district passenger rules will be reported to the proper administrative official. Violations of these rules may result in disciplinary action by school officials or reports to law enforcement as appropriate

Safety Inspection

The superintendent shall be responsible for bus and other transportation inspections.

Defects found in school vehicles shall be repaired as soon as possible.  The  superintendent shall establish procedures and guidelines for properly maintaining school vehicles.

Scheduling and Routing

Scheduling and routing shall be the responsibility of the superintendent.  Bus and transportation schedules and routing maps will be updated annually prior to the start of school.

Records

Every school transportation provider will keep accurate records pertaining to each assigned vehicle.  The types of records shall be developed by the superintendent or his/her designee.

Any record developed by the district for the purpose of monitoring vehicle use will include but will not be limited to the following information: miles driven each trip, gas and oil usage, purpose of the trip, destination, time of departure and time of return. Such records will be signed by each driver at the conclusion of each trip and submitted to the person responsible for collection of these records.  An annual summary report will be used in the compilation of the district's budget.  A copy of the annual report may be given to the board on or before the regular board meeting in June or upon request.

Licensing of Drivers

It shall be the responsibility of all school   transportation providers to register with the superintendent annually the validity of license certification by the Kansas Department of Revenue.  If a school transportation provider’s license is suspended or revoked at any time, the suspension or revocation shall be reported to the superintendent and the employee shall immediately cease driving a school vehicle and transporting students.  School transportation providers shall receive a copy of this policy annually on registering their driving certification with the superintendent.

Housing of School Vehicles

All school vehicles shall be housed in areas designated by the superintendent. Buses may be housed in the district's central storage area or assigned to a designated driver who may then house the bus as directed.  If district cars or vans are assigned to designated employees, the employee shall be responsible for the proper care, maintenance and housing of the vehicle at a district-owned site.

Safety

Students or other persons riding school buses who violate district bus passenger rules will be reported to the proper administrative official.  Violations of these rules may result in disciplinary action by school officials.

Safety Inspection

Defects found in school vehicles shall be repaired as soon as possible.  The director of transportation shall be responsible for keeping school vehicles in good operating condition.

Scheduling and Routing

Bus and transportation schedules and routing maps will be updated annually prior to the opening of school.

Records

Any record developed by the district for the purpose of monitoring vehicle use will include but will not be limited to the following information:  miles driven each trip, gas and oil usage, purpose of the trip, destination, time departing and time of return. Such records will be signed by each driver at the conclusion of each trip and submitted to the person responsible for collection of these records. An annual summary report will be used in the compilation of the district's budget the board upon request. A copy of the annual report may be given to board upon request.

Housing of School Vehicles

All school vehicles shall be housed in areas designated by the superintendent or his/her designee. Buses may be housed in the district's central storage area or assigned to a designated driver who may then house the bus as directed. 

If district cars or vans are assigned to designated employees, the employee shall be responsible for the proper care, maintenance and housing of the vehicle at a district owned site.

Approved: October 12, 1998Update: July 7, 2003

Updated:  March 8, 2010

Reviewed:  September, 23, 2013

Revised:  July 27, 2015

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EDAAA—District Vehicles/Cell Phone Use

District employees may not, under any circumstances, use a cellular telephones or any other telecommunication devices for any purpose while operating a District-owned vehicle, or while transporting students or other District employees in any vehicle, for school or District-related purposes.  For purposes of this policy, the terms” cellular telephone” and “telecommunication device” both  mean any device used to make or receive communications of any kind from another person including but not limited to phone, oral messages, email messages or text messages of any kind or to access the internet or any private or public telecommunications network.  A clearly visible sign will be posted in all District-owned vehicles stating, “Absolutely no cell phone use while operating this vehicle.” 

Because violations of this policy pose a significant risk of injury to persons and property, violators may be subject to, disciplinary action up to and including termination of employment. 

Approved: October 12, 1998

Updated:  March 8, 2010

Reviewed: September 23, 2013

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EE  Food Services Management

A supervisor may be hired by the board to oversee the district's food service program.

Sanitation Inspections

The food service supervisor or designee shall inspect each lunchroom to ensure that proper sanitation procedures are being followed.

Records

The supervisor shall be responsible for keeping food service records required by state and federal laws and regulations.

The superintendent or his/her designee shall be responsible for all aspects of the district's food service programs subject to board policy, rules and state and federal regulations.

Any changes in meal prices shall be approved by the board.

Approved: October 12, 1998

Updated:  March 8, 2010

Revised:  September 23, 2013

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EF  Data Management

Data Dissemination

Data collected by the district may be disseminated with board approval in accordance with current law.

To Education Agencies

Data collected in the district may be provided to authorized state or federal government education agencies upon proper request, subject to the approval of the board or provisions of law.

Approved: October 12, 1998

Updated:  March 8, 2010

Reviewed:  September 23, 2013 

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