Policies and Regulations

POLICIES AND REGULATIONS

OF THE

BOARD OF TRUSTEES

OF

ALCORN SCHOOL DISTRICT

CORINTH, MISSISSIPPI

BOARD OF TRUSTEES

District 1 – Russ Nash

District 2 – James Voyles

District 3 - Carroll Morton

District 4 - Mary Kathryn Coleman

District 5 - Randy Wilbanks

SUPERINTENDENT OF EDUCATION

Gina Rogers Smith

Adopted December 4, 2008

FOREWORD

Set forth in this manual are the official policies and procedures of the Board of Trustees of the Alcorn School District. It is generally comprehensive but not all inclusive. Its purpose is to contribute to a higher degree of efficiency of operation in our schools.

As the laws of the State of Mississippi delegate and define the power and authority of local school boards, the Alcorn Board of Trustees in this manual has in turn defined the power, authority, and responsibility it has delegated to those in its employ. It is accessible to all personnel and to interested patrons who desire to review the operating procedures of the District. Copies are available in each Principal’s Office and at the Superintendent’s Office.

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TABLE OF CONTENTS

PAGE

A.  BOARD OF TRUSTEES A-1

1.  Qualifications A-1

2.  Selection A-1

3.  Term A-1

4.  Oath A-1

5.  Organization A-2

6.  Quorum A-2

7.  Vacancies A-2

8.  Regular Meetings A-2

9.  Special Meetings A-2

10.  Public Meetings A-2

11.  Request to be Placed on Agenda A-2

12.  Order of Business A-3

13.  Official Actions A-3

14.  Suspension and Amendments of Rules and Regulations A-4

15.  Individual Complaints A-4

16.  Policy Formulation A-4

17.  Prohibition Against Interest in Public Contracts A-4

18.  Nepotism A-4

19.  Powers and Duties A-4

20.  Fiscal Management Goals and Objectives A-6

21.  Consent Agenda (Facilities, Fund Raisers, Field Trips) A-7

B.  EMPLOYMENT AND RETENTION PROCEDURES B-1

1.  Criteria B-1

2.  Procedure (New Hires) B-1

3.  Procedures (Rehires) B-2

4.  Temporary Employment B-2

C.  FINANCIAL ACCOUNTING AND FISCAL MANAGEMENT C-1

1.  Purchasing Agent C-1

2.  Purchasing Procedure C-1

3.  Purchase Order C-1

4.  Purchase Order Procedures C-2

5.  Consultants C-4

6.  Invoice Payment Procedures C-5

7.  Equipment C-6

8.  Internal Control Procedures C-6

9.  Receipt and Deposit of Funds C-6

10.  Solicitation of Funds C-7

11.  Activity Funds C-7

12.  Fund Raising C-7

13.  Disposal of Financial Records C-7

14.  Purchasing Agent’s Bond C-7

15.  Restrictions on Use of Federal Funds C-7

16.  Donated Assets C-7

17.  State Contracts C-8

18.  Check Signing C-8

19.  Pier Diem/Travel/Employee and Student C-8

20.  Miscellaneous Charges C-12

21.  Investments and Interest Income C-12

22.  Fund Balance C-13

D.  JOB DESCRIPTIONS D-1

1.  Superintendent D-1

2.  Assistant Superintendent D-3

3.  Principals D-9

4.  Assistant Principals D-15

5.  Director of Finance D-19

6.  Elementary Curriculum/District Testing Coordinator D-22

7.  Federal Programs Director/Discipline Hearing Coordinator D-25

8.  Food Service Director D-28

9.  Network Administrator…………………………………………………….D-31

10.  Data Specialist……………………………………………………………..D-33

11.  Special Education Director …D-35

12.  School Support Specialist………………………………………………...D-36

13.  Faculty/Teachers D-38

a.  Qualifications D-38

b.  Selection D-39

c.  Teachers/Duties D-39

d.  Substitute Teachers D-40

e.  Special Substitutes D-40

14.  Assistant Teachers D-41

15.  Secondary Counselors D-42

16.  Elementary/Middle Counselors D-43

17.  Vocational Counselors D-44

18.  School Nurse D-46

19.  Psychometrist D-50

20.  Speech/Language Pathologist D-50

21.  Library / Media Specialist D-51

22.  Cafeteria Manager D-52

23.  Cafeteria Employees D-55

24.  Payroll Clerk (Personnel, Insurance, Payroll) D-56

25.  Accounts Payable Clerk D-57

26.  School Secretary/Bookkeeper D-57

27.  Athletic Director D-60

28.  Bus Drivers (including substitutes) D-61

29.  Maintenance Personnel D-62

30.  Custodians D-63

31.  Mechanic D-64

E.  CONDITIONS OF EMPLOYMENT E- 1

1.  Term E-1

2.  Criminal Records Background Check E-1

3.  Pre-Employment Drug Testing E-2

4.  Compensation E-2

5.  Experience Credit E-3

6.  Computing Teaching Experience E-3

7.  Educational Improvement E-4

8.  Certification and Level in Salary Schedule……………………………...E-5

9.  Failure to Renew Certificate or Invalid Certification E-5

10.  Appraisal System E-5

11.  Promotion E-5

12.  Family And Medical Leave Act E-5

13.  Sick Leave Policy E-9

14.  Personal Leave Policy E-10

15.  Retirement Policy E-11

16.  Vacation Policy E-12

17.  Donation of Leave Policy E-12

18.  Leave for Military Duty E-12

19.  Professional Leave Allowance E-13

20.  Jury Duty and Election Holder Leave E-13

21.  Leave of Absence E-13

22.  Deductions From Salary E-13

23.  Non-renewal E-14

24.  Personnel Appraisal Grievance Policy E-14

25.  Drug Free Workplace E-14

26.  Drug Testing E-14

27.  Use of Tobacco E-14

28.  Cellular Phones E-14

29.  Non-Licensed (At-Will) Employees E-15

30.  Regular Route Bus Drivers – Transportation E-15

31.  Seeking Public Office E-16

32.  Staff Acceptable Use Policy E-16

33.  Expense Reimbursements E-18

34.  Safekeeping of Equipment E-18

35.  Time Trust Clocking System E-18

F.  SALARY SCHEDULES AND PAY RATES F-1

1.  Pay Increase F-1

2.  Teachers/Assistant Teachers F-1

3.  Administrative Personnel F-1

4.  Support Personnel F-1

5.  Bus Drivers F-1

G.  SEXUAL HARASSMENT POLICY G-1

·  Sexual Harassment Complaint Form G-3

H.  STUDENTS H-1

1.  Minimum Age H-1

2.  Immunization H-1

3.  Health of Students H-1

4.  Attendance H-1

5.  Out of District/State Student Transfers H-1

6.  In-District Student Transfers H-2

7.  Placement of Students H-3

8.  Placement of Homeless, Unaccompanied and/or Neglected

and Delinquent Students H-3

9.  Placement of English Language Learners H-6

10.  Third Grade Gateway Implementation H-7

11.  Equal Opportunity H-8

12.  Discipline H-8

13.  Dress Code H-8

14.  Administering Medication H-9

15.  Promotion and Retention H-10

16.  Summer Programs – Knowledge Academy H-10

17.  English Course Enrollment H-10

18.  Exchange Students H-10

19.  Limitation on School Activities H-10

20.  Bullying or Harassing Behavior H-11

·  Bullying/Harassment/Intimidation Reporting Form H-13

21.  Random Drug Testing Policy H-14

·  Drug Testing Consent Form H-21

22.  Corporal Punishment Policy H-23

23.  Early Graduation Policy H-23

24.  Free and Reduced Meal Applications H-25

25.  Fee Policy H-25

26.  Financial Hardship Waiver H-26

·  Waiver Application H-27

27.  Religious Viewpoints H-29

28.  Automobile and Student Parking Policy – ACHS and KHS H-33

29.  Concussion Management and Return to Play Policy………………….H-35

I.  ALTERNATIVE SCHOOL .I-1

J.  NON-SMOKING POLICY J-1

K.  STUDENT DISCIPLINE K-1

L.  DISCIPLINE HEARING COMMITTEE L-1

M.  TRANSPORTATION M-1

1.  Student Transportation M-1

2.  District Vans, Cars, and Trucks/Service Vehicles M-1

N.  TEACHER SUPPORT TEAM PROCESS N-1

O.  STUDENT/PARENT HANDBOOK O-1

P.  SPECIAL EDUCATION P-1

1.  Free Appropriate Public Education P-1

2.  Full Service Goal P-1

3.  Child Find P-1

4.  Vision and Hearing Screening P-1

5.  Individualized Educational Program (IEP) P-1

6.  Due Process P-1

7.  Least Restrictive Environment P-1

8.  Protection in Evaluation P-2

9.  Confidentiality P-2

10.  Participation of Private School Children P-2

11.  Placement in Private Schools P-2

12.  Grading P-2

13.  Graduation P-3

Q.  GIFTED EDUCATION PROGRAM Q-1

1.  Mission Q-1

2.  Goals Q-1

3.  Phase I Assessment Q-3

4.  Phase II Assessment Q-4

R.  COMMUNITY INVOLVEMENT R-1

1.  Citizen Participation in Decision-making R-1

2.  Title I Parental Involvement Policy R-2

S.  SCHOOL FACILITIES S-1

1.  Use of Facilities S-1

2.  Motor Vehicles on School Property S-1

3.  Weapons on School Premises S-1

4.  Safety S-1

5.  Unsafe School Choice Option Policy S-1

T.  FIXED ASSETS T-1

U.  DISASTER PLAN U-1

1.  Fire drills U-1

2.  Tornado drills U-1

3.  Evacuation U-1

V.  ACCREDITATION V-1

W.  COMMUNICABLE DISEASE W-1

X.  EQUIVALENCE POLICY X-1

Y.  Intentionally Left Blank Y-1

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A.  BOARD OF TRUSTEES.

1.  Qualifications. Each member of the Board of Trustees must be a bona fide resident and a qualified elector of the Alcorn School District and shall have a high school diploma or its equivalent. Each School Board member is required by law to complete a course of training in education for local school board members in order for Board members to carry out their duties more effectively and be exposed to new ideas involving school restructuring, and courses of training must be approved by the State Board of Education. Upon completion of the course of training, each Board member shall file a certificate of completion with the Office of the Superintendent. In the event a Board member fails to complete such training within six (6) months of his/her selection, such Board member shall no longer be qualified to serve and shall be removed from office. In addition, after taking office, each School Board member shall be required to file annually in the Office of the Superintendent a certificate of completion of a course of continuing education as provided herein. Upon the failure of any School Board member to file with the Office of the Superintendent the certificates of completion as provided herein, such School Board member shall be removed from office.

2.  Selection. This school district shall be governed by an elected School Board consisting of five (5) members. The terms of the office shall be staggered and will take effect as follows:

District 1 – January, 2011

District 2 – January, 2011

District 3 – January, 2013

District 4 – January, 2013

District 5 – January, 2013

3.  Term. Each member of the Board of Trustees shall be elected for a term of six (6) years, beginning on the first Monday in January of the year following his/her election.

4.  Oath. Each new member of the Board of Trustees shall take the following oath, which may be administered by any person authorized to administer oaths in the State of Mississippi:

“Do you solemnly swear that you will support the Constitution of the United States and the Constitution of the State of Mississippi and that you will faithfully and impartially discharge your duty as a member of the Board of Trustees of the Alcorn School District to the best of your ability and in accordance with the laws now in effect and which may hereafter be enacted during your continuance in this office, so help you God?”

5.  Organization. At the first meeting in January of each year, the Board of Trustees shall organize by the election of a President and a Secretary to serve a term of one (1) year and to perform those functions normally associated with such offices.

6.  Quorum. A majority of the members of the Board of Trustees shall constitute a quorum for the transaction of business.

7.  Vacancies. Vacancies in the membership of this Board of Education shall be filled by appointment within sixty (60) days after the vacancy occurs by the remaining members of the Alcorn School Board of Education. Such appointee shall be selected from the qualified electors of the District in which the vacancy occurs and shall serve until the first Monday of January succeeding the next general election, at which election a member shall be elected to fill the remainder of the unexpired term in the same manner and with the same qualifications applicable to the election of a member for the full term.

8.  Regular Meetings. At the first meeting in January of each year, the Board of Trustees shall fix the date, time, and place of its regular meetings which shall be held monthly. The Superintendent shall prepare and furnish for each member in advance an agenda of business to be considered at the next regular meeting, but during these regular meetings, any business may be transacted at the discretion of the Board, whether it is on the agenda or not.

9.  Special Meetings. Special meetings of the Board of Trustees shall be held upon the call of the President, the Secretary, or any three members of the Board. Unless waived by the unanimous consent of all members of the Board, oral or written notice of the date, time, place and purpose of any special meeting shall be given to each member of the Board at least two (2) days prior to the special meeting; and only the business specified in the notice shall be transacted at such special meeting.

10.  Public Meetings. All regular and special meetings of the Board of Trustees shall be public meetings except when the Board shall go into executive session for the purposes authorized by law. No tape recorders or other recordings of School Board meetings will be permitted except in due process hearings where official transcripts of such meetings are required by law.

11.  Request to be Placed on Agenda. Any person, except an employee of the school district, who desires to present a matter to the Board for its consideration shall give written notice of such matter to the Superintendent no later than 4:00 p.m. on the Thursday preceding the regular Board meeting the person or group wishes to attend, or it will be held until the next meeting of the Board. Should the agenda be too crowded, the matter will be held for the next regular Board meeting. To be considered, the request shall contain the following information: (a) Name, address, telephone number and signature of the person making the request; (b) Date of the Board meeting; (c) Reason(s) for the request; and (d) Name, address and telephone number of the spokesperson for the individual or the group if different from the person making the request. Such spokesperson shall be the only voice of the group. The Superintendent shall acknowledge receipt of such request and issue instructions. All dealings between the Board of Trustees and school district employees shall be through such employee’s immediate supervisor and the Superintendent except for complaints against the Superintendent; complaints against the Superintendent shall be made to the Board.

12.  Order of Business. The order of business of all regular meetings of the Board shall be as follows, except when the Board, by a majority vote, may amend the agenda as deemed appropriate:

Call to Order and Roll Call

Invocation and Pledge of Allegiance

Approval of Agenda

Recognition of Special Guests

Approval of Minutes

Consensus Agenda

Review Miscellaneous Monthly Quotes

Review Single Source Items

Monthly Bills for Payment

Financial Report

Fund Raising Applications

General Agenda

Miscellaneous

Superintendent’s Report

Executive Session

Adjournment

And the usual rules for Parliamentary Procedure shall be observed.

13.  Official Actions. The Board of Trustees shall act only through its official minutes, which shall be properly prepared, kept and stored in a safe place by the Superintendent. The minutes will bear the date of the meeting and, after the approval of the Board, shall be signed by the President and Secretary. The minutes will contain the official actions of the Board of Trustees and will be on file in the Office of the Superintendent. School Board polices and minutes will be accessible to public review in compliance with statutory requirements.