matawan aberdeen regional board of education

Transcription

Matawan-Aberdeen Regional School District
Policies and Regulations
M indicates mandated by State law.
0142
Board Member Qualifications – listing of qualifications and restrictions,
Including time in the district, etc. M
0146
Board Member Authority - Indicates that Board members are entitled to
express themselves publicly on any matter, but that this is to be represented
as his/her personal opinion , not that of the entire board. Also members
should adhere to the code of Ethics for Board members.
0151
Organization Meeting – Stating the day of the organization depending on school
elections
0153
Annual Appointments – A listing of the annual appointments to positions
0171
Duties of the Board President - Sets for general duties of the Board President
and the Board Vice President
2415
No Child Left Behind – This is a place holder for the NJ waiver application. If the
Waiver is granted by the state, this will supersede current Board policies and
regulations M
2415.04
Title I – Parent involvement consistent with the requirements with state law
Involving meetings, planning, budgets, etc. M
2431
Athletic Competition – Eligibility standards, procedures, inclusion of
Cheerleading and other activities, home schooled pupils, etc. M
2431.1 R
Emergency Procedures for Athletic Practices and Competitions – Regulation
made to include dance, athletic trainers as well as coaches. Consistent with
requirements of the NJIAA guidelines. Reviewed by Vice Principal of Athletics
and coaches of the district. M
2431.2 R
Medical Examination to Determine Fitness for Participation in Athletics –
Definitions of terms, required medical examination, etc. Reviewed by Vice
Principal of Athletics and coaches of the district. M
2431.3
Practice and Pre-Season Heat –Acclimatization for Interscholastic Athletics –
Reviewed by Vice Principal of Athletics and coaches of the district. Additions
Matawan-Aberdeen Regional School District
Policies and Regulations
to NJ State Interscholastic Athletic Association guidelines, includes time limits,
recovery periods, wearing of helmets, etc.
2622
Pupil Assessment - States that an accurate record of each pupil’s performance
on statewide assessments be maintained and that the progress must be
reported. Exceptions are outlined with regard to pupils with disabilities and
English language learners. M
5600
Pupil Discipline – Includes the review of pupil discipline, consequences and
actions M
5600 R
Pupil Discipline – These are the regulations that includes the rules of conduct,
disciplinary measures, grading, suspension and expulsion. The charts of
consequences for both the middle school and the high school are accessed by
links to the charts located within the regulations. M
6113
E-Rate - This provides discounts to most schools and libraries in the US to
obtain affordable telecommunications and Internet access. This policy is new
and outlines the process to be used by school districts and sets forth the various
steps for participating in the program.
6470
Claims and Payments – Provides flexibility in the payment of bills, maximum
limits without board approval (addition added) M
6470 R
Claims and Payments – Authorizations, approvals, demands for payment.
Reviewed by the Business Administrator .
6480
Food Purchases – indicates requirements for expenditures over $500 per month
as for home economics classes and acceptable alternatives M
7510
Use of School Facilities- Provides information on assurances re compliance with
the district’s rules and regulations. Includes liability language to be
incorporated in policy
7510 R
Use of School Facilities – Includes usage fees and obligations.
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BOARD MEMBER QUALIFICATIONS, PROHIBITED ACTS AND CODE OF ETHICS (M)
0142 BOARD MEMBER QUALIFICATIONS, PROHIBITED ACTS AND CODE OF
ETHICS (M)
M
Each member of the Board of Education shall possess the qualifications required
by law and shall be bound by the provisions of the School Ethics Act.
Qualification of Office
A Board member must be a citizen of the United States.
A Board member must be a resident of the district the member represents and
must have been such for at least one year immediately preceding the member's
election or appointment.
A Board member must be able to read and write.
A Board member must be registered to vote in the district and not disqualified
from voting pursuant to N.J.S.A. 19:4-1.
A Board member may not have been convicted of a crime or offense as listed in
N.J.S.A. 18A:12-1.
A Board member cannot concurrently hold office as mayor or a member of the
governing body of the Matawan-Aberdeen Regional School District.
Each member of the Board of Education, within thirty days of election or
appointment to the Board shall undergo a criminal history background
investigation for the purpose of ensuring the member is not disqualified from
membership due to a criminal conviction of a crime or offense listed in N.J.S.A.
18A:12-1 et seq. The Board of Education will reimburse the Board member for
the costs of the criminal history record check. The Commissioner of Education
shall notify the Board of Education if a member has been disqualified from
membership on the Board as the result of the criminal history record check. The
Commissioner of Education will also notify the Board if a Board member has
charges enumerated in N.J.S.A. 18A:12-1 pending against him/her and the Board
shall take appropriate action. If the pending charges result in conviction, the
member shall be disqualified from continued membership on the Board.
Prohibited Acts
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“Business” means any corporation, partnership, firm, enterprise, franchise,
association, trust, sole proprietorship, union, political organization, or other legal
entity but does not include a school district or other public entity.
“Interest” means the ownership of or control of more than ten percent of the
profits, assets, or stocks of a business but does not include the control of assets in
a labor union.
“Immediate family” means the person to whom the Board member is legally
married and any dependent child of the Board member residing in the same
household.
No Board member or member of his/her immediate family shall have an interest
in a business organization or engage in any business, transaction, or professional
activity that is in substantial conflict with the proper discharge of his/her duties in
the public interest.
No Board member shall use or attempt to use his/her official position to secure
unwarranted privileges, advantages, or employment for him/herself, members of
his/her immediate family, or others.
No Board member shall act in his/her official capacity in any matter where he/she,
a member of his/her immediate family, or a business organization in which he/she
has an interest, has a direct or indirect financial or personal involvement that
might reasonably be expected to impair his/her independence of judgment in the
exercise of official duties. No Board member shall act in his/her official capacity
in any matter where he/she or a member of his/her immediate family has a
personal involvement that is or creates some benefit to the Board member or a
member of his/her immediate family.
No Board member shall undertake any employment or service, whether
compensated or not, which might reasonably be expected to prejudice his/her
independence of judgment in the exercise of official duties.
No Board member or member of his/her immediate family or business
organization in which he/she has an interest shall solicit or accept any gift, favor,
loan, political contribution, service, promise of future employment, or other thing
of value based upon an understanding that the gift, favor, loan, contribution,
service, promise, or other thing of value was given or offered for the purpose of
influencing him/her, directly or indirectly, in the discharge of his/her official
duties, except that the member may have solicited or accepted contributions to
his/her campaign for election to public office if he/she had no knowledge or
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reason to believe that the campaign contribution, if accepted, was given with the
intent to influence him/her in the discharge of official duties. Board members
may not accept offers of meals, entertainment or hospitality which are limited to
clients/customers of the individual providing such hospitality. Board members
may attend hospitality suites or receptions at conferences only when they are open
to all persons attending the conference.
No Board member shall use, or allow to be used, his public office or any
information not generally available to the members of the public which he/she
receives or acquires in the course of and by reason of his/her office, for the
purpose of securing financial gain for him/herself, any member of his/her
immediate family, or any business organization with which he/she is associated.
No Board member or business organization in which he/she has an interest shall
represent any person or party other than the Board of Education or this school
district in connection with any cause, proceeding, application, or other matter
pending before this school district or in any proceeding involving this school
district, except that this provision shall not be deemed to prohibit representation
within the context of official labor union or similar representational
responsibilities.
It is not a conflict of interest if, merely by reason of his/her participation in any
matter voted upon by the Board, a Board member accrues material or monetary
gain that is no greater than the gain that could reasonably be expected to accrue to
any other member of the member's business, profession, occupation, or group.
No elected Board member shall be prohibited from making an inquiry for
information on behalf of a constituent, if no fee, reward, or other thing of value is
promised to or given to or accepted by the member or a member of his/her
immediate family, whether directly or indirectly, in return for the information so
requested.
Nothing shall prohibit a Board member or members of his/her immediate family
from representing him/herself or themselves in negotiations or proceedings
concerning his/her or their own interests, except that Board members shall
disqualify themselves from participating in negotiations and voting on collective
bargaining agreements where their spouse or dependent children are members of
the bargaining unit.
Each Board member shall annually, in accordance with N.J.S.A. 18A:12-25 and
18A:12-26, file a disclosure statement regarding potential conflicts of interest.
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Ineligibility for District Employment
A Board member cannot be appointed to a paid office or position required to be
filled by the Board, except where law permits or requires that the office or
position be filled by a Board member, and is ineligible for appointment to a paid
office or position in the district for at least six months after the member's
retirement, resignation, or removal from Board membership.
Code of Ethics
In accordance with N.J.S.A 18A:12-24.1 every Board member will abide by the
following Code of Ethics. The Board member will:
1.
Uphold and enforce all laws, rules and regulations of the
State Board of Education and court orders pertaining to schools.
Desired changes shall be brought about only through legal and
ethical procedures.
2.
Make decisions in terms of the educational welfare of children and
seek to develop and maintain public schools that meet the
individual needs of all children regardless of their ability, race,
creed, sex, or social standing.
3.
Confine his/her Board action to policy making, planning
and appraisal, and help to frame policies and plans only after the
Board has consulted those who will be affected by them.
4.
Carry out his/her responsibility not to administer the schools, but
together with fellow Board members, insure they are well run.
5.
Recognize that authority rests with the Board of Education and
make no personal promises nor take any private action that may
compromise the Board.
6.
Refuse to surrender his/her independent judgment to
special interest or partisan political groups or to use the schools for
personal gain or for the gain of friends.
7.
Hold confidential all matters pertaining to the schools, which, if
disclosed, would needlessly injure individuals, or the schools. In
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all other matters, he/she will provide accurate information and, in
concert with fellow Board members, interpret to the staff the
aspirations of the community for its school.
8.
Vote to appoint the best-qualified personnel available after
consideration of the recommendation of the chief administrative
officer.
9.
Support and protect school personnel in proper performance of
their duties.
10.
Refer all complaints to the chief administrative officer and act on
the complaints at public meetings only after failure of an
administrative solution.
Each Board member is required to sign an acknowledgment that he/she received a
copy, read and will become familiar with the Code of Ethics for School Board
Members contained within N.J.S.A. 18A:12-21 et seq. The Business
Administrator/Board Secretary will provide each Board member with a copy of
the Code of Ethics and the required acknowledgement on an annual basis and will
maintain the original signed acknowledgment(s) in the Business
Administrator/Board Secretary’s office.
The Board will receive a copy of and discuss the School Ethics Act and the Code
of Ethics for School Board Members, pursuant to N.J.S.A. 12-21 et seq., at a
regular scheduled public meeting each year. The discussion may include
presentations by school administrative staff, the Board attorney, Board members
and/or other professionals familiar with the School Ethics Act and the Code of
Ethics. In addition, the Business Administrator/Board Secretary will keep the
Board informed of decisions by the School Ethics Commission, Commissioner of
Education, State Board of Education and courts.
Oath of Office
Each Board member shall, before entering upon the duties of the office, swear or
affirm under oath that he/she qualifies for membership and will faithfully
discharge the duties of the office of Board member.
N.J.S.A. 18A:12-1; 18A:12-1.1; 18A:12-2;
18A:12-2.1; 18A:12-21 through 18A:12-34
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N.J.S.A. 18A:13-7 [regional district only]
N.J.S.A. 18A:54-17 [vocational district only]
N.J.S.A. 41:1-3
School Ethics Commission Policy Guideline 1.
Adopted: August 2013
0146 BOARD MEMBER AUTHORITY
A Board member does not possess individually the authority and powers that reside in the
Board of Education. No Board member by virtue of his/her office shall exercise any
administrative responsibility with respect to the operation of the school district or as an
individual command the services of any school district employee.
Release of Information
Board member access to public, personnel, and pupil records shall be governed by law
and by the provisions of Policy Nos. 8310, 8320, and 8330.
Confidential information to which a Board member becomes privy as a result of his/her
office shall be used only for the purpose of helping the member discharge his/her
responsibilities as Board member. No Board member shall reveal information contained
in a confidential record or received during a duly convened private session of the Board
except when that information has been released to the public by the Board.
Public Expressions
Board members are entitled to express themselves publicly on any matter, including
issues involving the Board and the school district. Individual Board members cannot,
however, express the position of the Board except as expressly authorized, in accordance
with Board Policy No. 9120. A Board member shall not represent his/her personal
opinion as the position of the Board and shall include in all formal expressions in which
his/her Board affiliation is likely to be recognized, such as letters to government officials
or newspapers, speeches to organizations, and the like, a statement that the opinions
expressed do not necessarily represent those of the Board.
Board members visiting a school shall comply with district policy and procedures for
school visitors.
Members of the Board shall adhere to the Code of Ethics for Board members in Bylaw
0142.
N.J.S.A. 18A:11-1
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ORGANIZATION MEETING
0151 ORGANIZATION MEETING
The Board of Education shall organize annually at a regular meeting held in all
Type II school districts with an April school election, on any day during the first
or second week following the April school election or with a November school
election, on any day of the first week in January.
If the organization meeting cannot take place on the date(s) above by reason of
lack of quorum or for any other reason, said meeting shall be held within three
days thereafter.
The meeting shall be called to order by the Business Administrator/ Board
Secretary, who shall serve as presiding officer pro tempore until the election of a
President
The Board Secretary shall administer the oath of office to new Board members.
N.J.S.A. 18A:10-3; 18A:10-5
N.J.S.A. 41:1-1; 41:1-3
N.J.S.A. 18A:13-12 et seq. [regional districts]
N.J.S.A. 18A:54-18 et seq. [vocational districts]
N.J.S.A. 18A:46-37 [county special services school districts]
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ANNUAL APPOINTMENTS
0153 ANNUAL APPOINTMENTS
The Board of Education may annually appoint the following positions
1.
A Board Secretary,
N.J.S.A. 18A:17-2, 17-5;
N.J.S.A. 8A:54-20 [vocational district]
N.J.S.A. 18A:13-13 [regional district]
2.
A public school accountant,
N.J.S.A. 18A:23-1;
3.
A medical inspector,
N.J.S.A. 18A:40-1;
4.
A psychological examiner,
N.J.S.A. 18A:46-11;
5.
A member to serve as delegate to the New Jersey School Boards
Association,
N.J.S.A. 18A:6-46;
6.
An attendance officer(s),
N.J.S.A. 18A:38-32;
7.
A Treasurer of School Moneys,
N.J.S.A. 18A:17-31;
N.J.S.A. 18A:13-14 [regional district]
N.J.S.A. 18A:54-20e [vocational district]
8.
An assistant Board Secretary,
N.J.S.A. 18A:17-13;
9.
A member to serve as delegate to the Monmouth County School
Boards Association;
10.
An attorney;
11.
An insurance broker(s)/agent(s)
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ANNUAL APPOINTMENTS
N.J.S.A. 18A:9-2; 18A:22-1 [Type I district]
N.J.S.A. 18A:54-27 [vocational district]
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DUTIES OF BOARD PRESIDENT AND VICE PRESIDENT
0171 DUTIES OF BOARD PRESIDENT AND VICE PRESIDENT
The President of the Board of Education shall:
1.
Preside at all meetings of the Board;
2.
Require the Board Secretary to call special meetings of the Board,
N.J.A.C. 6A:32-3.1;
3.
Sign all school district warrants, N.J.S.A. 18A:19-1;
4.
Certify to all payrolls, N.J.S.A. 18A:19-9;
5.
Subscribe bonds, notes, contracts, and other legal instruments for
which the signature of the President is required N.J.S.A. 18A:2432;
6.
Issue subpoenas to compel attendance of witnesses and production
of documents, N.J.S.A. 18A:6-20;
7.
Appoint all committees of the Board
8.
Serve as committee member ex-officio in accordance with Board
Bylaw 0155;
9.
Assist in the preparation of the Board agenda;
10.
And any other duties as assigned to conduct Board business
The Vice President shall assume and discharge the duties of the President in the
President's absence, disability, or disqualification and any other duties as assigned
by the President of the Board or designee to conduct board business. N.J.S.A.
18A:16-1.1
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NO CHILD LEFT BEHIND PROGRAMS (M)
2415 NO CHILD LEFT BEHIND PROGRAMS
The No Child Left Behind Act (NCLB) of 2001 is a reauthorization of the
Elementary and Secondary Education Act (ESEA)/Improving America’s Schools
Act (IASA) 1994, providing funds to help all New Jersey’s school children
achieve, at a minimum, proficiency in the State standards. NCLB embodies four
key principles or pillars of education reform: accountability, flexibility, choice,
and methodology. The Board of Education elects to augment the instructional
program of pupils by projects supported by Federal funds allocated under NCLB
and the district will comply with the requirements of all the programs authorized
by NCLB.
The district may be eligible for several grant programs funded through NCLB,
including, but not limited to, Title I through Title VI. Many of the Titles of
NCLB have several parts and subparts that provide a funding source for specific
purposes.
Application Procedure
The district will submit an annual No Child Left Behind Consolidated Formula
Subgrant Application to the New Jersey Department of Education (NJDOE). The
school district’s application shall include all information required by the NJDOE
and NCLB for the district to be considered for funding under NCLB.
Covered Programs
The intent of NCLB is that all children will meet State academic achievement
standards to reach their potential through improved programs. The NCLB
Consolidated Formula Subgrant includes the following programs:
1.
Title I, Part A provides the programs and resources for
disadvantaged students to meet this intent. It requires the State and
the district to close the achievement gap by placing a highly
qualified teacher in every classroom, improving the qualifications
of paraprofessionals who work with disadvantaged students, and
using instructional practices that have proven to be effective.
2.
Title I, Part D serves neglected and delinquent youth in
institutions, community day programs, and correctional facilities to
assure they also attain high academic levels of performance.
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3.
Title II, Part A provides the resources for improving teacher and
Principal quality and increasing the number of highly qualified
teachers and Principals in classrooms and schools, thereby raising
student achievement in the academic subjects. It focuses on
preparing, training, and recruiting high-quality teachers and
Principals and requires the State to develop plans with annual
measurable objectives that will ensure all teachers teaching in core
academic subjects are highly qualified by the end of the 2005-2006
school year.
4.
Title II, Part D facilitates comprehensive and integrated
educational technology strategies that target the specific needs of
individual schools. It improves student academic achievement
through the use of technology in elementary and secondary
schools, while addressing the digital divide such that every student
is technologically literate by the end of eighth grade. Effective
integration of technology resources and systems with teacher
training and curriculum development are encouraged in order to
identify and showcase best practices in educational technology.
5.
Title III, Part A focuses on the teaching of English to limited
English proficient (LEP) children, including immigrant children
and youth.
6.
Title IV, Part A provides resources for fostering a safe and drugfree learning environment that supports academic achievement.
7.
Title V, Part A provides a flexible source of funding to help
districts in the development and implementation of various
innovative reform initiatives.
8.
Title VI, Part B addresses the unique needs of rural school
districts.
9.
Title IX covers the general provisions applicable to some/all of the
programs.
Throughout NCLB, the use of solid research to improve teaching and learning as
well as student behavior is required and promoted, and parent(s)/legal guardian(s)
are provided with information and options to improve the educational
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opportunities provided for their children. The emphasis on scientifically based
methodology encourages the use of teaching techniques and practices that are
founded on research and proven to produce positive results.
Title I
The largest Federal program supporting elementary and secondary education is
Title I. NCLB strengthens Title I requirements for the State’s assessments,
accountability system, and support for school improvement. The law also
establishes minimum qualifications for teachers and paraprofessionals in Title I
programs.
The school district must use the best available measure for identifying children
from low-income families to: identify eligible school attendance areas, determine
the ranking of each area, and determine allocations as identified in the Title I
guidelines and regulations.
The school district will offer Title I services to eligible children enrolled in
private elementary and secondary schools. The services and benefits will be
equitable in comparison to services and benefits for participating public school
children.
The school district will provide the New Jersey Department of Education
assurances it will provide the maximum coordination between the Title I program,
the regular school program, and services provided by other programs for
specialized populations. The Title I program will consider the special needs of
homeless children, migrant children, children with disabilities and limited English
proficient (LEP) children. Title I funds will be reserved so that migrant children
who are otherwise eligible to receive Title I services, even if they arrive during
the school year, are served.
Type of Title I Program
The school district will offer a Target Assistance Title I program.
Target Assistance Program
Schools that are not eligible for (or do not choose to operate) school-wide Title I
programs must use Title I funds to provide targeted services to low-achieving
students. A Target Assistance program must be established in accordance with
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the Title I guidelines and regulations and the New Jersey Department of
Education.
Academic Standards, Academic Assessments, and Accountability
The district will comply with the requirements as outlined in Policy 2415.01 Academic Standards, Academic Assessments, and Accountability in accordance
with the NJDOE and NCLB.
Fiscal Responsibility
The district will comply with the requirements as outlined in Policy 2415.02
Title I – Fiscal Responsibilities in accordance with the NJDOE and NCLB.
Staff
The district will comply with the requirements as outlined in Policy 2415.03 –
Highly Qualified Teachers in accordance with the NJDOE and NCLB. In
addition, the district will ensure all paraprofessionals meet the requirements as
required by NCLB and as outlined in Policy 4125 – Employment of Support Staff
Members.
Parental Involvement
The district will comply with the requirements as outlined in Policy 2415.04 –
Parental Involvement in accordance with the NJDOE and NCLB.
Pupil Surveys, Analysis, and/or Evaluations
The Protection of Pupil Rights Amendment (PPRA) applies to school districts that
receive Federal funding from the United States Department of Education. The
district will comply with the requirements as outlined in Policy 2415.05 - Pupil
Surveys, Analysis, and/or Evaluations in accordance PPRA.
Unsafe School Choice Option
In the event there is a school in the district designated as Persistently
Dangerous in accordance with the Victims of Violent Criminal Offenses as
outlined in NCLB, the district will comply with the requirements of Policy
2415.06 – Unsafe School Choice Option in accordance with the NJDOE and
NCLB.
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Property
Property acquired through Title I funds for use in public or private schools will be
acquired in accordance with the Public School Contracts Law, will be held in title
by the Board of Education, and will not be used for other purposes so long as it is
required in the Title I program. Property no longer required for Title I purposes
will be used for other, similarly funded projects or disposed of in accordance with
State and Federal guidelines.
Capital Expenses
The Superintendent will assure the district abides by New Jersey’s Public
Contracts Law; consults appropriate private school officials prior to making any
decisions regarding capital expenses; ensure funds that are received to cover
capital expenses provide equitable Title I services to private school pupils; ensure
accounts for any capital funding is separately maintained; and assure lease
purchase agreements are consistent with applicable statute and administrative
code.
Post-Award Requirements
The school district will maintain all project records for five years following the
completion of the activity for which the funds were used. The school district will
prepare and submit all reports as required by the State Department of Education in
a timely manner.
Supplement, Not Supplant
Grant funds provided under Federal programs, including No Child Left Behind
funding, shall supplement, not supplant other non-Federal funds that are available
to provide programs and services to eligible students, unless otherwise provided
in the grant program.
State Waiver from Certain Provisions of No Child Left Behind (NCLB)
The State of New Jersey may receive a waiver(s) from certain provisions of
NCLB from the United States Department of Education. A waiver(s) may affect
the applicability of the school district’s NCLB policies and/or regulations. In the
event a waiver(s) affects the applicability of Board of Education NCLB policies
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and/or regulations, the waiver provisions shall supersede current Board policies
and/or regulations and the school district shall comply with the requirements as
outlined by the New Jersey Department of Education in accordance with the
waiver(s) application and approval(s) from the United States Department of
Education.
Evaluation
The Superintendent will evaluate the NCLB programs as required by the United
States and the New Jersey Departments of Education.
No Child Left Behind Act of 2001
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TITLE I – DISTRICT-WIDE PARENTAL INVOLVEMENT (M)
M
2415.04 TITLE I – DISTRICT-WIDE PARENTAL INVOLVEMENT
GENERAL EXPECTATIONS
The school district will put into operation programs, activities, and procedures for
the involvement of parents in all of its schools with Title I, Part A programs,
consistent with Section 1118 of the Elementary and Secondary Education Act
(ESEA). Those programs, activities, and procedures will be planned and operated
with meaningful consultation with parents of participating children.
Consistent with Section 1118, the school district will work with its schools to
ensure that the required school-level parental involvement policies meet the
requirements of Section 1118(b) of the ESEA, and each include, as a component,
a school-parent compact consistent with Section 1118(d) of the ESEA.
The school district will incorporate this District-Wide Parental Involvement
Policy into its school district’s plan developed under Section 1112 of the ESEA.
In carrying out the Title I, Part A parental involvement requirements, to the extent
practicable, the school district and its schools will provide full opportunities for
the participation of parents with limited English proficiency, parents with
disabilities, and parents of migratory children, including providing information
and school reports required under Section 1111 of the ESEA in an understandable
and uniform format, including alternative formats upon request, and to the extent
practicable, in a language parents understand.
If the school district’s plan for Title I, Part A, developed under Section 1112 of
the ESEA, is not satisfactory to the parents of participating children, the school
district will submit any parent comments with the plan when the school district
submits the plan to the New Jersey Department of Education.
In the event the school district is required to reserve and spend at least one percent
of the district’s Title I, Part A allocation, the school district will involve the
parents of children served in Title I, Part A schools in decisions about how these
funds will be spent and will ensure that not less than ninety-five percent of the
one percent reserved goes directly to the schools.
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2415.04/Page 2 of 7
The school district will be governed by the following statutory definition of
parental involvement, and expects Title I schools in the district will carry out
programs, activities, and procedures in accordance with this definition:
Parental involvement means the participation of parents in regular, twoway, and meaningful communication involving pupil academic learning
and other school activities, including ensuring1.
That parents play an integral role in assisting their child’s learning;
2.
That parents are encouraged to be actively involved in their child’s
education at school;
3.
That parents are full partners in their child’s education and are
included, as appropriate, in decision-making and on advisory
committees to assist in the education of their child; and
4.
The carrying out of other activities, such as those described in
Section 1118 of the ESEA.
In the event the State of New Jersey or the New Jersey Department of Education
has a Parental Information and Resource Center, the school district will inform
parents and parental organizations of its purpose and existence.
DESCRIPTION OF HOW THE SCHOOL DISTRICT WILL IMPLEMENT
REQUIRED DISTRICT-WIDE PARENTAL INVOLVEMENT POLICY
COMPONENTS
Below is a description of how the district will implement or accomplish each of
the following components outlined below (Section 1118(a)(2), ESEA):
1.
The district will take the following actions to involve parents in the
joint development of its district-wide parental involvement plan
under Section 1112 of the ESEA:
a.
school administration will provide written and electronic
notification of parent involvement plan
b.
a minimum of three building and/or district meetings for
parents will be held and documented
c.
parent feedback will be solicited and documented
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2415.04/Page 3 of 7
2.
3.
The district will take the following actions to involve parents in the
process of school review and improvement under Section 1116 of
the ESEA:
a.
community will be notified or policy and plan for review
b.
parent meetings will include discussion of school review
c.
parent feedback will be solicited and documented
The district will provide the following necessary coordination,
technical assistance, and other support to assist Title I, Part A
schools in planning and implementing effective parental
involvement activities to improve pupil academic achievement and
school performance:
a.
The Director of Special Programs will meet at the
beginning of the school year with building and district
administrators to co-develop the plan for parent
involvement and Title I services
b.
Title I funds will be allocated to services
c.
District resources will be used to support services and
parent involvement
4.
The school district will coordinate and integrate parental
involvement strategies in Part A with parental involvement
strategies under programs to be determined at the beginning of
each school year.
5.
The school district will take the following actions to conduct, with
the involvement of parents, an annual evaluation of the content and
effectiveness of this Parental Involvement Policy in improving the
quality of its Title I, Part A schools. The evaluation will include
identifying barriers to greater participation by parents in parental
involvement activities (with particular attention to parents who are
economically disadvantaged, are disabled, have limited English
proficiency, have limited literacy, or are of any racial or ethnic
minority background). The school district will use the findings of
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2415.04/Page 4 of 7
the evaluation about its Parental Involvement Policy and activities
to design strategies for more effective parental involvement, and to
revise, if necessary (and with the involvement of parents) its
parental involvement policies.
a.
the parent meeting at the end of the year will include
evaluation of the policy
b
parent feedback will be solicited and documented.
c.
additional support for parents with special needs will be
made available
The school district will build the school’s and parent’s capacity for strong parental
involvement, in order to ensure effective involvement of parents and to support a
partnership among the school involved, parents, and the community to improve
pupil academic achievement, through the following activities specifically
described below:
1.
The school district will, with the assistance of its Title I, Part A
schools, provide assistance to parents of children served by the
school district or school, as appropriate, in understanding topics
such as the following, by undertaking the actions described below:
a.
New Jersey’s academic content standards;
b.
New Jersey’s pupil academic achievement standards;
c.
The New Jersey and local academic assessments including
alternate assessments;
d.
The requirements of Part A;
e.
How to monitor their child’s progress; and
f.
How to work with educators.
g.
Parent involvement meetings
h.
Informational documents
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2415.04/Page 5 of 7
i.
2.
3.
Title I resource page established and maintained on district
web site
The school district will, with the assistance of its schools, provide
materials and training to help parents work with their children to
improve their children’s academic achievement, such as literacy
training, and using technology, as appropriate, to foster parental
involvement, through:
a.
Program and learning materials created and offered to
parents
b.
Title I resource including additional support for Title I
services
c.
District wide web pages that offer access to other resources
The school district will, with the assistance of its schools and
parents, educate its teachers, pupil services personnel, Principals
and other staff in how to reach out to, communicate with, and work
with parents as equal partners in the value and utility of
contributions of parents, and in how to implement and coordinate
parent programs and build ties between parents and schools, by:
a.
Professional development support provide on parent
involvement and Title I requirements and resources to these
parties
b.
Supporting documents to be created and made available
4.
The school district will, to the extent feasible and appropriate,
coordinate and integrate parental involvement programs and
conduct other activities, such as parent resource centers, that
encourage and support parents in fully participating in the
education of their children, by documenting contact with nonpublic educational services and facilities notifying them of Title I
resources and funding available.
5.
The school district will ensure that information related to the
school and parent programs, meetings, and other activities, is sent
to the parents of participating children in an understandable and
uniform format, including alternative formats upon request, and, to
the extent practicable, in a language the parents can understand:
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2415.04/Page 6 of 7
DISCRETIONARY DISTRICT-WIDE PARENTAL INVOLVEMENT POLICY
ACTIVITIES
The additional information outlined below lists and describes discretionary
activities the school district, in consultation with its parents, may undertake to
build parents’ capacity for involvement in the school and school system to support
their children’s academic achievement:
Providing necessary literacy training for parents from Title I, Part
A funds, if the school district has exhausted all other reasonably
available sources of funding for that training;
In order to maximize parental involvement and participation in
their children’s education, arranging school meetings at a variety
of times, or conducting in-home conferences between teachers or
other educators, who work directly with participating children,
with parents who are unable to attend those conferences at school;
Adopting and implementing model approaches to improving
parental involvement;
Developing appropriate roles for community-based organizations
and businesses, in parental involvement activities; and
Providing other reasonable support for parental involvement
activities under Section 1118 as parents may request.
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2415.04/Page 7 of 7
ADOPTION
This District-Wide Parental Involvement Policy has been developed jointly, and
agreed on with parents of children participating in Title I, Part A programs. This
Policy will be distributed to all parents of participating Title I, Part A children in
an understandable and uniform format and, to the extent practicable, in a language
the parents understand, at the beginning of each school year or when the child is
determined eligible and begins participating in Title I, Part A programs.
2431 ATHLETIC COMPETITION
The Board of Education recognizes the value of a program of athletic competition for
both boys and girls as an integral part of the total school experience. Game activities and
practice sessions provide opportunities to learn the values of competition and good
sportsmanship. Programs of athletic competition, both intrascholastic and interscholastic,
offer pupils the opportunity to exercise and test their athletic abilities in a context greater
and more varied than that offered by the class or school or school district alone, and an
opportunity for career and educational development.
For purpose of this policy, programs of athletic competition includes all activities relating
to competitive sports contests, games, or events, or sports exhibitions involving
individual pupils or teams of pupils when such events occur within or between schools
within this district or with any schools outside this district. The programs of athletic
competition shall include, but are not limited to, high school interscholastic athletic
programs, middle school interscholastic athletic programs where school teams or squads
play teams or squads from other school districts, and/or intramural athletic programs
within a school or among schools in the district and any cheerleading program or activity
in the school district.
Eligibility Standards
A pupil who wishes to participate in a program of athletic competition must submit, on a
form provided by the district, the signed consent of his/her parent(s) or legal guardian(s).
The consent of the parent(s) or legal guardian(s) of a pupil who wishes to participate in a
program of athletic competition must include an acknowledgment of the physical hazards
that may be encountered in the activity.
Pupil participation in a program of athletic competition shall be governed by the
following eligibility standards:
To be eligible for participation in the interscholastic athletic program of a
New Jersey State Interscholastic Athletic Association (NJSIAA) member
school, all high school pupils must meet, at a minimum, all the eligibility
requirements of the Constitution, Bylaws, and Rules and Regulations of
the NJSIAA.
Home schooled children are not eligible to participate in the high school
interscholastic athletic program of this district.
Home schooled children in grades K through 12 are not eligible to
participate in school district sponsored programs of athletic competition
this district.
.
A pupil who is absent with an unexcused absence for a school day may not
participate in school district sponsored programs of athletic competition
the afternoon or evening of that school day. However, a student with an
excused absence must be present in school for 4 hours to be eligible to
participate in school district sponsored programs or as approved by the
principal or designee.
A pupil who is serving an alternative (AEP) program may not participate
in school district sponsored programs of athletic competition while
serving the AEP program or other discipline procedure.
.
A pupil in any grade who fails to observe school rules for pupil conduct
may forfeit his/her eligibility for participation in school district sponsored
programs of athletic competition.
Notice of the school district’s eligibility requirements shall be available to pupils.
Health Requirements
Good physical condition, freedom from injury, and full recovery from illness are
prerequisites to participation in school district sponsored programs of athletic
competition. Information concerning a pupil’s HIV/AIDS status shall not be required as
a part of the medical examination or health history pursuant to N.J.S.A. 26:5C-1 et seq.
Pupils enrolled in grades six to twelve must receive a medical examination prior to
participation in school-sponsored interscholastic or intramural programs of athletic
competition and any cheerleading program or activity.
A medical examination is the assessment of an individual’s health status. The
examination shall be conducted within 365 days prior to the first practice session with
examinations being conducted at the medical home of the pupil. The “medical home” is
defined as a health care provider and that provider’s practice site chosen by the pupil’s
parent(s) or legal guardian(s) for the provision of health care. If a pupil does not have a
medical home, the school district shall provide this examination at the school physician’s
office or other comparably equipped facility. The parent(s) or legal guardian(s) may
choose either the school physician or their own private physician to provide this medical
examination.
The findings of this examination shall be documented on a form that is approved by the
Commissioner of Education and shall include: immunizations pursuant to N.J.A.C. 8:574.1 through 4.16; medical history including allergies, past serious illnesses, injuries,
operations, medications, and current health problems; health screenings including height,
weight, hearing, blood pressure, and vision; and physical examinations. A physical
examination is the examination of the body by a professional licensed to practice
medicine or osteopathy or an advanced practice nurse.
The medical examination shall also include a health history questionnaire completed and
signed by the parent or legal guardian. A health history is a record of a person’s past
health events provided by the individual, a parent or legal guardian, or health care
provider.
The report of health findings of the medical examination for participation shall be
documented on the Athletic Preparticipation Physical Examination Form approved by the
Commissioner of Education to determine whether the pupil had or currently has any of
the health conditions outlined in N.J.A.C. 6A:16-2.2(h)1.ii.(1) since their last physical.
The medical examination shall be conducted in accordance with N.J.A.C. 6A:16-2.2and
Regulation 2431.2.
The medical report shall include, at a minimum, normalities as outlined in N.J.A.C.
6A:16-2.2(h)1.ii.(2). The medical report shall be provided to the school physician if the
school physician did not conduct the medical examination. The medical report shall
indicate whether the pupil is allowed or disallowed to participate in a program of athletic
competition and must be completed and signed by the original examining physician,
advanced practice nurse, or physician’s assistant. A form that is incomplete shall be
returned to the pupil’s medical home for completion. A pupil that does not have a
completed Athletic Preparticipation Physical Examination Form shall not be permitted to
participate.
If the pupil’s medical examination was completed more than sixty days prior to the first
practice session, the pupil must provide a health history update of medical problems
experienced since the last medical examination in accordance with N.J.A.C. 6A:162.2(h)1.iii.4. This health history update must be completed and signed by the parent(s) or
legal guardian(s).
The school district will provide written notification to the parent(s) or legal guardian(s),
signed by the school physician, stating approval of the pupil’s participation, based solely
on the medical report, or the written reasons for the school physician’s disapproval of the
pupil’s participation. The school physician’s signature on the notification indicates the
medical report complies with the requirements of N.J.A.C. 6A:16-2.2(h)iv.
The health findings of this medical examination shall be maintained as part of the pupil’s
health record.
Emergency Procedures
Athletic coaches shall be trained in first aid, to include sports-related concussion and
head injuries, the use of a defibrillator, the identification of pupil athletes who are injured
or disabled in the course of any athletic program or activity, and any other first aid
procedures or other health related trainings required by law or the Superintendent.
The Superintendent shall prepare and present to the Board for its approval procedures for
the emergency treatment of injuries and disabilities that occur in the course of any
athletic program or activity. Emergency procedures shall be reviewed not less than once
in each school year and shall be disseminated to appropriate staff members.
Interscholastic Standards
The Board shall approve annually a program of interscholastic athletics and shall require
that all facilities utilized in that program, whether or not the property of this Board,
properly safeguard both players and spectators and are kept free from hazardous
conditions.
The Board adopts the Constitution, Bylaws, Rules, and Regulations of the New Jersey
State Interscholastic Athletic Association as Board policy and shall review such rules on
a regular basis to ascertain they continue to be in conformity with the objectives of this
Board.
The Superintendent shall annually prepare, approve, and present to the Board for its
consideration a program of interscholastic athletics that includes a complete schedule of
athletic events and shall inform the Board of major changes in that schedule.
N.J.S.A. 2C:21-11
N.J.S.A. 18A:11-3 et seq.
N.J.A.C. 6A:7-1.7; 6A:16-1.4; 6A:16-2.1 et seq.
Adopted:
REGULATION
MATAWAN ABERDEEN REGIONAL
BOARD OF EDUCATION
PROGRAM
R 2431.1/Page 1 of 5
EMERGENCY PROCEDURES FOR ATHLETIC PRACTICES AND
COMPETITIONS (M)
R 2431.1 EMERGENCY PROCEDURES FOR ATHLETIC
PRACTICES AND COMPETITIONS
A.
B.
Definitions
1.
“Programs of athletic competition” means all activities relating to
competitive sports contests, games, events, or sports exhibitions
involving individual pupils or teams of pupils when such events
occur within or between schools within this district or with any
schools outside this district. The programs of athletic competition
shall include, but are not limited to, high school interscholastic
athletic programs, middle school interscholastic athletic programs
where school teams or squads play teams or squads from other
school districts, intramural athletic programs within a school or
among schools in the district, and any cheerleading program,
dance, or activity in the school district.
2.
“Health personnel” means the school nurse, the school medical
inspector, the designated team doctor, a licensed physician, a
certified athletic trainer, and members of the first aid squad or
ambulance team.
3.
“Parent” means parent(s) or adoptive parent(s), legal guardian(s),
foster parent(s) or parent surrogate(s) of a pupil. Where parents are
separated or divorced, "parent" means the person or agency who
has legal custody of the pupil, as well as the natural or adoptive
parent(s) of the pupil, provided such parental rights have not been
terminated by a court of appropriate jurisdiction.
4.
“Pupil” means a pupil enrolled in this district and a pupil enrolled
in any district who is present in this district for the purpose of
participating in a program of athletic competition sponsored by the
Board of Education.
Precautions
1.
All coaches, including assistant coaches, will be trained in first aid
to include sports-related concussions and head injuries, the
identification of injured and disabled pupil athletes, and any other
REGULATION
BOARD OF EDUCATION
PROGRAM
R 2431.1/Page 2 of 5
COMPETITIONS (M)
first aid procedures required by statute, administrative code, or by
the Superintendent.
C.
2.
Athletic coaches are responsible at all times for the supervision of
pupils to whom they have been assigned. Pupils shall not be left
unattended at any time.
3.
Pupils who participate in athletic competition shall be trained in
proper athletic procedures, in the proper use of athletic equipment,
and in the proper use of protective equipment and clothing.
4.
Pupil athletes shall be required to report promptly to the athletic
coach any injury or disability occurring to the pupil himself/herself
or to another pupil.
5.
First aid supplies and equipment shall be readily available at all
athletic activities and shall be maintained in proper condition.
6.
First aid and emergency medical procedures will utilize universal
precautions in handling blood and body fluids as indicated in
Policy and Regulation No. 7420 and Regulation No. 7420.1.
7.
Health personnel, including but not limited to, the athletic trainer,
school/team physician, and ambulance/first aid squad may be
present at athletic activities and events as determined by the
Superintendent.
Emergency Procedures
The following procedures shall be implemented whenever a pupil athlete
is injured or disabled in the course of an athletic practice or competition
sponsored by this district.
1.
The athletic coach shall immediately notify the health personnel
present at the activity and the health personnel shall assume
responsibility for the emergency treatment of the pupil.
2.
If no health personnel are present, or if none can be immediately
summoned to the pupil’s aid, the athletic coach shall administer
such first aid as may be necessary.
REGULATION
BOARD OF EDUCATION
PROGRAM
R 2431.1/Page 3 of 5
COMPETITIONS (M)
3.
D.
If the pupil’s injury or disability requires more than routine first
aid, the athletic coach shall:
a.
Summon emergency personnel by calling 911; or
b.
Arrange for the pupil’s transportation to the nearest hospital
or the office of the school medical inspector.
4.
The athletic coach or his/her designee shall promptly notify the
Building Principal, the Superintendent, and the pupil’s parent(s) or
legal guardian(s) of the pupil’s injury or disability and the
condition and location of the pupil.
5.
An injured or disabled pupil who has been transported away from
school premises must be accompanied by the athletic coach, a
member of the athletic department, a health professional, or other
responsible adult known to the athletic coach.
6.
These emergency procedures shall be followed when the injured or
disabled pupil is a member of a visiting team or district., In the
event the visiting team has health personnel or staff members
present, every effort shall be made to cooperate with the health
personnel and/or staff of the district in which the pupil is enrolled.
Reports
1.
The athletic coach/athletic trainer shall complete and file a report
of every injury or disability that occurs to a pupil in the course of
his/her participation in the athletic program of this district,
regardless of the severity of the injury or disability. The report
shall include:
a.
The date of the incident;
b.
The name, age, grade level, and gender of each injured or
disabled pupil;
c.
The district in which the pupil is enrolled;
REGULATION
BOARD OF EDUCATION
PROGRAM
R 2431.1/Page 4 of 5
COMPETITIONS (M)
E.
d.
The name and district of each pupil involved in the
incident;
e.
A narrative account of the incident;
f.
A detailed description of the injury or disability;
g.
The treatment given on school premises and the names of
the health personnel, if any, who treated the pupil;
h.
The place, if any, to which the pupil was taken and the
persons who accompanied the pupil; and
i.
A memorandum of the notice given to the pupil’s parent(s)
or legal guardian(s).
2.
Copies of the report shall be filed with the school nurse and the
Building Principal within twenty-four hours or by the end of the
next school day after the incident.
3.
The Building Principal shall report the incident to the
Superintendent, who may report the incident to the Board.
4.
A copy of each report of an incident of pupil injury or disability
that occurs in the course of athletic activities shall be maintained
by the athletic director, who shall analyze reports for patterns that
indicate a need for revision of the district’s safety and/or athletics
program. The athletic director shall report the findings of his/her
analysis to the Superintendent at the close of each sport season.
5.
The parent(s) or legal guardian(s) of each injured or disabled pupil
will be given assistance in the completion and filing of insurance
claim forms.
Readmission to Athletic Activities
A pupil injured or disabled in the course of an athletic activity will be
permitted to participate in athletic competition only on the written
permission of the school medical inspector or designated team doctor, who
must first examine the pupil to determine his/her fitness to participate in
athletics. Written notice of that determination, signed by the school
REGULATION
BOARD OF EDUCATION
PROGRAM
R 2431.1/Page 5 of 5
COMPETITIONS (M)
medical inspector or designated team doctor as appropriate, shall be given
to the pupil’s parent(s) or legal guardian(s). The prevention and treatment
of suspected sports-related concussions and head injuries shall be in
accordance with the provisions of N.J.S.A. 18A:40-41.1 et seq. and Policy
and Regulation 2431.4.
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2431.3/Page 1 of 3
PRACTICE AND PRE-SEASON HEAT ACCLIMATIZATION FOR INTERSCHOLASTIC
ATHLETICS
2431.3
Practice and Pre-Season Heat-Acclimatization for Interscholastic Athletics
The Board of Education adopts this Policy as a measure to protect the safety, health and
welfare of pupils participating in school-sponsored interscholastic athletic programs. The
Board believes practice and pre-season heat-acclimatization guidelines for studentathletes will minimize injury and enhance the student-athlete’s health, performance, and
well-being.
For the purposes of this Policy, the “heat-acclimatization period” is defined as the initial
14 consecutive days of preseason practice for all student-athletes. The goal of the
acclimatization period is to enhance exercise heat tolerance and the ability to exercise
safely and effectively in warm to hot conditions. Regardless of the conditioning program
and conditioning status leading up to the first formal practice, all student-athletes
(including those who arrive at preseason practice after the first day of practice) should
follow the 14-day heat-acclimatization plan.
For the purposes of this Policy, “practice time,” means the time a player engages in a
coach-supervised, school-approved, sport- or conditioning-related physical activity.
Warm-up, stretching, conditioning, weight training, and “cool-down” periods shall be
calculated in practice time.
For the purposes of this Policy, “walk-through” is defined as a teaching opportunity with
the athletes not wearing protective equipment (ie. Helmets. Shoulder pads, catcher’s gear,
shin guards) or using other sport-related equipment (ie. Footballs, blocking shields/sleds,
pitching machines, soccer balls, marker cones). The walk-through is not part of the 3hour practice period, can last no more than 1 hour per day, and does not include
conditioning or weight-room activities.
For the purposes of this Policy, “recovery period” is defined as the time between the end
of 1 practice or walk-through and the beginning of the next practice or walk-through.
During this time, athletes should rest in a cool environment, with no sport- or
conditioning-related activity permitted. Treatment with the athletic trainer is permissible.
The first five days of the Board approved pre-season practice shall consist of no more
than 1 practice per day, and no more than 3 hours of practice time. A 1-hour maximum
walk-through is permitted during days 1-5 of the heat-acclimatization period. However, a
3-hour recovery period should be inserted between the practice and walk-through (or vice
versa).
During days 1-2 of the heat acclimatization period, in sports requiring helmets or
shoulder pads, a helmet should be the only protective equipment permitted (goalies, as in
the case of field and related sports, should not wear full protective gear or perform
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2431.3/Page 2 of 3
ATHLETICS
activities that would require protective equipment). During days 3-5, only helmets and
shoulder pads should be worn. Beginning on day 6, all protective equipment may be
worn and full contact may begin.
A.
Football Only: On days 3-5, contact with blocking sleds and tackling
dummies may be initiated.
B. Full-Contact Sports: 100% live contact drills should begin no earlier than
day 6.
Equipment shall not be worn for any practice that is held before the NJSIAA official start
of practice date.
A student-athlete shall not be permitted to participate in a scrimmage for any sport until
he/she has completed six complete days of practice. Days on which athletes do not
practice due to a scheduled rest day, injury, or illness do not count toward the heatacclimatization period. For example, an athlete who sits out the third and fourth days of
practice during this time will resume practice as if on day 3 of the heat-acclimatization
period when returning to play.
An athletic team may not practice for more than six consecutive days and one twentyfour hour rest period must be included within a seven-day period.
Beginning no earlier than day 6 and continuing through day 14, double-practice days
must be followed by a single-practice day. On single-practice days, 1 walk-through is
permitted, separated from the practice by at least 3 hours of continuous rest. When a
double practice day is followed by a rest day, another double practice day is permitted
after the rest day.
On a double-practice day, neither practice should exceed 3 hours in duration, and studentathletes should not participate in more than 5 total hours of practice. Warm-up,
stretching, cool-down, walk-through, conditioning, and weight-room activities are
included as part of the practice time. The 2 practices should be separated by at least 3
continuous hours in a cool environment.
A 5 hour practice day may not be followed by a practice day of greater than 3 hours.
Therefore, practice days may follow a 3-5-3-5-3-Rest format. A minimum of a 3 hour
recovery period shall be provided after any session of greater than 2 hours in length and a
3 hour period should be provided before a walk-through.
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROGRAM
2431.3/Page 3 of 3
ATHLETICS
The Superintendent of Schools may reduce the practice times in this Policy in the event
the weather and/or temperature warrants such action. This Policy shall be approved by
the school district’s physician prior to Board of Education approval.
Because of the risk of exertional heat illnesses during the preseason heat-acclimatization
period is high, we strongly recommend that an athletic trainer be on site before, during
and after all practices/games.
New Jersey Stare Interscholastic Athletic Association Pre-Season Heat-Acclimatization
Guidelines, as adopted from National Athletic Trainers’ Association Pre-Season HeatAcclimatization Guidelines for Secondary School Athletics.
REGULATION
BOARD OF EDUCATION
PROGRAM
R 2431.2/Page 1 of 5
MEDICAL EXAMINATION TO DETERMINE FITNESS FOR
PARTICIPATION IN ATHLETICS (M)
R 2431.2 MEDICAL EXAMINATION TO DETERMINE FITNESS FOR
PARTICIPATION IN ATHLETICS
A.
A medical examination conducted to determine the fitness of a pupil in
grades six through twelve for participation in a school-sponsored
interscholastic or intramural athletic team or squad shall include, as a
minimum, the following:
1.
Health History Questionnaire
A health history questionnaire must be completed as part of the
required medical examination. The medical history questionnaire
shall be completed and signed by the parent(s) or legal guardian(s)
of the pupil, to determine whether the pupil:
a.
Has been medically advised not to participate in any sport,
and the reason for such advice;
b.
Is under physician’s care and the reasons for such care;
c.
Has experienced loss of consciousness after an injury;
d.
Has experienced a fracture or dislocation;
e.
Has undergone any surgery;
f.
Takes any medication on a regular basis, the names of such
medication, and the reasons for such medication;
g.
Has allergies including, but not limited to: hives, asthma, or
reactions to bee stings;
h.
Has experienced frequent chest pains or palpitations;
i.
Has a recent history of fatigue and undue tiredness;
j.
Has a history of fainting with exercise;
k.
Has a history of a family member who died suddenly. and
REGULATION
BOARD OF EDUCATION
PROGRAM
R 2431.2/Page 2 of 5
l.
2.
Has a history of any past health events required to be
reported to the examining physician, advanced practice
nurse, or physician’s assistant.
Report of Health Findings of the Medical Examination
The report of health findings of the medical examination for pupils
in grades six through twelve participating in a school-sponsored
interscholastic or intramural athletic team or squad shall be
documented on the Preparticipation Physical Examination Form
approved by the Commissioner of Education to determine whether
the pupil had or currently has any of the following conditions since
their last physical:
3.
a.
Injuries;
b.
Chronic or ongoing illness;
c.
Prescribed medication;
d.
Allergies;
e.
Head-related injuries;
f.
Heart related conditions;
g.
Eye, ear, nose, mouth, or throat conditions;
h.
Neuromuscular/orthopedic condition; and
i.
General or exercise related conditions.
Medical Report Determination
The medical report shall include a determination concerning the
pupil’s participation from the examining physician, advanced
practice nurse, or physician’s assistant which includes, at a
minimum, the following normalities:
REGULATION
BOARD OF EDUCATION
PROGRAM
R 2431.2/Page 3 of 5
a.
Measurement of weight, height, and blood pressure;
b.
Examination of the skin to determine the presence
of infection, scars of previous surgery or trauma, jaundice,
and purpura;
c.
Examination of the eyes to determine visual acuity, use of
eyeglasses or contact lenses and examination of the sclera
for the presence of jaundice;
d.
Examination of the ears to determine the presence of acute
or chronic infection, perforation of the eardrum, and gross
hearing loss;
e.
Examination of the nose to assess the presence of deformity
which may affect endurance;
f.
Assessment of the neck, back, and spine to determine range
of motion, the presence of pain associated with such
motion, and abnormal curvature of the spine;
g.
Examination of chest contour;
h.
Auscultation and percussion of the lungs;
i.
Assessment of the heart with attention to the presence of
murmurs, noting rhythm and rate ;
j.
Assessment of the abdomen with attention to the possible
presence of hepatomegaly, splenomegaly, or abnormal
masses,
Examination of upper and lower extremities to determine
abnormal mobility or immobility, deformity, instability,
muscle weakness or atrophy, surgical scars, and
varicosities;
k.
l.
Examination of the testes to determine presence and
descent of both testes, abnormal masses or configurations,
or hernia,;
BOARD OF EDUCATION
REGULATION
PROGRAM
R 2431.2/Page 4 of 5
m.
Assessment of physiological maturation,; and
n.
Neurological
coordination.
examination
to
assess
balance
and
The medical report shall indicate whether the pupil is allowed or
disallowed to participate in a program of athletic competition and must be
completed and signed by the original examining physician, advanced
practice nurse, or physician’s assistant. A form that is incomplete shall be
returned to the pupil’s medical home for completion. A pupil that does
not have a completed Athletic Preparticipation Physical Examination
Form shall not be permitted to participate.
B.
Health History Update
Each pupil whose medical examination was completed more than sixty
days prior to the first practice session of the athletic competition shall
provide a health history update of medical problems experienced since the
last medical examination. The health history update, completed and
signed by the pupil’s parent(s) or legal guardian(s), shall include the
following information about the pupil:
C.
1.
Hospitalizations and operations;
2.
Illnesses;
3.
Injuries;
4.
Care administered by a physician of medicine or osteopathy,
advanced practice nurse, or physician’s assistant; and
5.
Medications.
Written Notification to Parent/Legal Guardian
The school district will provide written notification to the parent(s) or legal
guardian(s), signed by the school physician, stating approval of the pupil’s
participation in a program of athletic competition based solely on the
medical report, or the reasons for the school physician’s disapproval of the
pupil’s participation.
REGULATION
BOARD OF EDUCATION
PROGRAM
R 2431.2/Page 5 of 5
2622 PUPIL ASSESSMENT
The New Jersey Statewide assessment program has been designed to measure the extent
to which all pupils at the elementary, middle, and secondary levels have attained New
Jersey’s Core Curriculum Content Standards. The Board of Education will comply with
implementing the schedule of the New Jersey State Board of Education Statewide
assessment program.
Assessments
The Superintendent shall develop and present to the Board annually for its approval an
assessment program that complies with rules of the State Board of Education.
Records
The Board shall maintain an accurate record of each pupil’s performance on Statewide
assessments in accordance with N.J.A.C. 6A:8-4.2. Notwithstanding Policy 8330,
information regarding individual pupil test scores shall be released only to the pupil,
his/her parent(s) or legal guardian(s), or individuals eligible by court order and school
personnel and school officials deemed authorized by Federal and State law.
Dissemination of Information
In accordance with the requirements of N.J.A.C. 6A:8-4.5, the school district is required
to report annually to the State Board of Education and the public on the progress of all
pupils and pupil subgroups in meeting the Core Curriculum Content Standards as
measured by the Statewide assessment system by publishing and distributing the
Department of Education’s annual New Jersey School Report Card in accordance with
N.J.S.A. 18A:7E-2 through 6 and the New Jersey Open Public Records Act, N.J.S.A.
47:1A-1 et seq.
Parental Notification
Parent(s) or legal guardian(s) shall be informed of the district assessment program and of
any special tests that are to be administered to their children.
PROGRAM EXCEPTIONS
Pupils With Disabilities
Pupils with disabilities shall participate in all State assessments systems in accordance
with provisions as outlined in N.J.A.C. 6A:14-4.10. Accommodations and modifications
approved by the New Jersey Department of Education for the administration of the
Statewide assessment shall be provided when determined necessary by the Individual
Education Plan (IEP) team to pupils with disabilities who participate in general Statewide
assessments. Pupils with disabilities shall participate in the Alternative Proficiency
Assessment (APA) as provided for in N.J.A.C. 6A:14-4.10(a)2.
Learner (ELL)
English Language
An English language learner is a person who is in the process of acquiring English and
has a first language other than English. ELLs are the same pupils who are sometimes
referred to as limited English proficient (LEP). All ELLs shall participate in all
Statewide assessments and may be provided appropriate accommodations or
modifications as approved by the New Jersey Department of Education.
All ELLs shall satisfy the requirements for high school graduation according to N.J.A.C.
6A:8-5.1, except that any ELL may demonstrate they have attained State minimum levels
of proficiency through:
1.
Passage of the Alternative High School Assessment (AHSA) process in
their native language and passage of an English fluency assessment
approved by the New Jersey Department of Education; or
2.
Passage of the
accommodations.
AHSA
process
in
English
with
appropriate
Pupils with disabilities as defined in N.J.A.C. 6A:14-1.3 or eligible under Section 504 of
the Rehabilitation Act and who participate in the AHSA process are not required to
participate in repeated administrations of the High School Proficiency Assessment
(HSPA).
N.J.S.A. 18A:7C-6.2
N.J.A.C. 6A:7-1.7; 6A:8-4.1; 6A:8-5.1;
6A:14-1.1 et seq.; 6A:14-3.7; 6A:14-4.10; 6A:14-4.12; 6A:15-1.11
Adopted: June 2013
Adopted:
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PUPILS
5600/Page 1 of 4
PUPIL DISCIPLINE/CODE OF CONDUCT (M)
M
5600 PUPIL DISCIPLINE/CODE OF CONDUCT
The Board of Education adopts this Pupil Discipline/Code of Conduct Policy to
establish standards and procedures for positive pupil development and behavioral
expectations on school grounds, including on a school bus or at school-sponsored
functions, and as appropriate, for conduct away from school grounds.
Every pupil enrolled in this district shall observe promulgated rules and
regulations and submit to the discipline imposed for infraction of those rules.
Regulation 5600 shall include a description of school responses and consequences
to violations of the behavioral expectations established by the Board that, at a
minimum, are graded according to the severity of the offenses, considering the
developmental ages of the pupil offenders and pupils’ histories of inappropriate
behaviors pursuant to N.J.A.C. 6A:16-7.1(c)5.
The development, annual review, and update of this Policy shall involve parent,
pupil, and community involvement which represents, where possible, the
composition of the schools and community and shall be based on locally
determined and accepted core ethical values.
The Board will review this Policy and Regulation after considering the findings of
the annual reports of pupil conduct, including suspensions and expulsions,
pursuant to N.J.A.C. 6A:16-7.1(a)5 and 6, and the incidences reported under the
Electronic Violence and Vandalism Reporting System, in accordance with
N.J.A.C. 6A:16-5.3.
The Superintendent shall report annually on the implementation of the Pupil
Discipline/Code of Conduct Policy to the Board at a public meeting pursuant to
N.J.A.C. 6A:16-7.1(a)5. The Superintendent shall submit a report annually to the
New Jersey Department of Education on pupil conduct, including all pupil
suspensions and expulsions, and the implementation of the Pupil Discipline/Code
of Conduct Policy in accordance with the format prescribed by the Commissioner
of Education and the Electronic Violence and Vandalism Reporting System,
pursuant to N.J.A.C. 6A:16-5.3(e).
For pupils with disabilities, subject to Individualized Education Programs in
accordance with 20 U.S.C. §1400 et seq., the Individuals with Disabilities
Education Improvement Act, and accommodation plans under 29 U.S.C. §§ 794
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PUPILS
5600/Page 2 of 4
and 705(20), pupil discipline and the code of conduct shall be implemented in
accordance with the components of the applicable plans.
The Building Principal or designee shall have the authority to assign discipline to
pupils. School authorities also have the right to impose a consequence on a pupil
for conduct away from school grounds, including on a school bus or at a schoolsponsored function pursuant to N.J.A.C. 6A:16-7.6. This authority shall be
exercised only when it is reasonably necessary for the pupil’s physical or
emotional safety, security, and well-being or for reasons relating to the safety,
security, and well-being of other pupils, staff, or school grounds, pursuant to
N.J.S.A. 18A:25-2 and 18A:37-2. This authority shall be exercised only when the
conduct which is the subject of the proposed consequence materially and
substantially interferes with the requirements of appropriate discipline in the
operation of the school. Consequences shall be handled in accordance with
Policy and Regulation 5600, pursuant to N.J.A.C. 6A:16-7.1, and as appropriate,
in accordance with N.J.A.C. 6A:16-7-2, 6A:16-7.3, or 6A:16-7.5.
Consequences and appropriate remedial action for a pupil who commits one or
more acts of harassment, intimidation, or bullying may range from positive
behavioral interventions up to and including suspension or expulsion. The factors
for determining consequences and remedial measures and examples of
consequences and remedial measures are listed in Policy 5512 – Harassment,
Intimidation, and Bullying.
Consequences for a pupil who commits an act of harassment, intimidation, or
bullying shall be varied and graded according to the nature of the behavior, the
developmental age of the pupil and the pupil’s history of problem behaviors and
performance, and shall be consistent with this Policy and the school district’s
pupil discipline/code of conduct pursuant to N.J.A.C. 6A:16-7.1.
Remedial measures for one or more acts of harassment, intimidation, or bullying
shall be designed to correct the problem behavior; prevent another occurrence of
the problem; protect and provide support for the victim of the act; and take
corrective action for documented systemic problems related to harassment,
intimidation, or bullying.
Consequences and remedial measures to address acts or incidents of dating
violence at school shall be consistent with the school’s pupil code of conduct.
The policies and procedures specific to acts or incidents of dating violence at
school shall be used to address the act or incident as well as serve as remediation,
intervention, education, and prevention for all individuals involved. The
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PUPILS
5600/Page 3 of 4
responses shall be tiered with consideration given to the seriousness and the
number of previous occurrences of acts or incidents in which both the victim and
aggressor have been involved.
Consequences for acts or incidents of dating violence at school may range from
admonishment to suspension or expulsion. Retaliation towards the victim of any
act or incident of dating violence shall be considered when administering
consequences to the aggressor based on the severity of the act or incident.
Remedial measures/interventions for acts or incidents of dating violence at school
may include, but are not limited to: parent conferences, pupil counseling (all
pupils involved in the act or incident), peer support groups, corrective instruction
or other relevant learning or service experiences, supportive pupil interventions
(Intervention and Referral Services - I&RS), behavioral management plans,
and/or alternative placements.
Any pupil to be disciplined shall be provided the due process procedures for
pupils and their families as set forth in N.J.A.C. 6A:16-7.2 through 7.6.
When a pupil transfers to a public school district from another public school
district, all information in the pupil’s record related to disciplinary actions taken
against the pupil by the school district and any information the school district has
obtained pursuant to N.J.S.A. 2A:4A-60, Disclosure of Juvenile Information,
Penalties for Disclosure, shall be provided to the receiving public school district,
in accordance with the provisions of N.J.S.A. 18A:36-19(a), N.J.A.C.
6A:32(e)10.iv., and N.J.A.C. 6A:16-7.10.
Regulation 5600 shall include a description of pupil responsibilities that include
expectations for academic achievement and behavior, a description of behaviors
that will result in suspension or expulsion pursuant to N.J.S.A. 37-2, and a
description of pupil rights pursuant to N.J.A.C. 6A:16-7.1(c)3.i through vii.
Comprehensive behavioral supports that promote positive pupil development and
the pupil’s abilities to fulfill the behavioral expectations established by the Board
will include: positive reinforcement for good conduct and academic success
including the programs as outlined in Policy 5440; supportive interventions and
referral services including those services outlined in Policy 2417; remediation of
problem behaviors that take into account the nature of the behaviors, the
developmental ages of the pupils and the pupil’s histories of problem behaviors
and performance; and for pupils with disabilities, the behavior interventions and
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PUPILS
5600/Page 4 of 4
supports shall be determined and provided pursuant to the requirements of
N.J.A.C. 6A:14.
The Building Principal shall maintain a current list of community-based health
and social service provider agencies available to support a pupil and the pupil’s
family, as appropriate, and a list of legal resources available to serve the
community.
Pupil discipline and code of conduct in the district will be applied without regard
to race, color, religion, ancestry, national origin, gender, sexual orientation,
gender identity and expression, or a mental, physical or sensory disability or by
any other distinguishing characteristic, pursuant to N.J.S.A. 10:5.
The Pupil Discipline/Code of Conduct Policy and Regulation shall be
disseminated annually to all school staff, pupils, and parent(s) or legal
guardian(s). School staff shall be trained annually on the Pupil Discipline/Code
of Conduct Policy and Regulation, which shall include training on the prevention,
intervention, and remediation of pupil conduct in violation of the district’s Policy
and Regulation. Information on this Policy and Regulation shall be incorporated
into the orientation program for new employees.
N.J.S.A. 18A:6-1; 18A:36-25.1; 18A:25-2; 18A:36-19a;
18A:37-1 et seq.; 18A:37-13.1 et seq.
N.J.A.C. 6A:16-7.1 et seq.; 6A:14-1.1 et seq.
REGULATION GUIDE
PUPILS
R 5600/page 1 of 20
Pupil Discipline/Code of Conduct
Mar 89
Feb 12
M
[See POLICY ALERT Nos. 140, 147, 176, 193, and 196]
R 5600 PUPIL DISCIPLINE/CODE OF CONDUCT
A.
Purpose
The purpose of these regulations is to achieve the following purposes:
B.
1.
Foster the health, safety, social, and emotional well-being of
pupils;
2.
Support the establishment and maintenance of civil, safe, secure,
supportive, and disciplined school environments conducive to
learning;
3.
Promote achievement of high academic standards;
4.
Prevent the occurrence of problem behaviors;
5.
Establish parameters for the intervention and remediation of pupil
problem behaviors at all stages of identification; and
6.
Establish parameters for school responses to violations of the pupil
discipline/code of conduct that take into account, at a minimum,
the severity of the offenses, the developmental ages of the pupil
offenders, and pupils' histories of inappropriate behaviors.
Rules of Conduct
1.
All pupils are bound by law, policies of the Board of Education,
and the administrative regulations of this school district.
2.
In addition, pupils shall not:
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
a.
Be insubordinate to teachers or other school staff members
or disregard their instructions or demonstrate lack of
respect for their authority;
b.
Create disorder or disruptions on school premises;
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
c.
Use, threaten, or incite the use of physical force against
other pupils, staff members, or visitors to the school;
d.
Steal, damage, or deface the property of other pupils, staff
members, or the district;
e.
Engage in the sexual and/or other harassment of pupils or
staff members;
f.
Violate codes of conduct adopted for organizations of
pupils;
g.
Possess or use weapons or any implement intended to harm
others;
h.
Use foul, abusive, derogatory, or demeaning language,
including racial and ethnic remarks;
i.
Convey information about other pupils or staff members
known to be false;
j.
Act so recklessly as to endanger the safety of others;
k.
Procure the property of others by threat or intimidation;
l.
Enter school premises or any specific portion of the
premises without permission and without authority;
m.
Vandalize school property, real or personal;
n.
Create litter on school property;
o.
Be truant from school or class;
p.
Cheat or otherwise engage in academic dishonesty;
q.
Persistently refuse to complete homework and other
assignments;
r.
Engage in illegal gambling;
s.
Smoke on school property;
t.
Falsify an excuse or any school document;
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3.
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u.
Set fire to or cause a fire in any way on school premises;
v.
Possess or explode a firecracker or other explosive device
on school premises;
w.
Sound or cause to be sounded a false alarm for fire, bomb,
or other condition or circumstance hazardous to others;
x.
Possess, use, or distribute a substance in violation of Policy
No. 5530;
y.
Join a secret society prohibited by law;
z.
Commit an act of harassment, intimidation, or bullying; or
aa.
Engage in any other activity expressly prohibited by a
school staff member in authority.
Pupils assigned to a school bus must obey all school rules, and

a.
Show respect for the driver at all times;
b.
Enter and leave the bus in an orderly manner;
c.
Ride only the bus to which they have been assigned;
d.
Be and remain seated while the bus is in motion;
e.
Avoid reckless and boisterous activity at all times,
including during waits at pickup points;
f.
Talk in a reasonable tone of voice and avoid loud noises;
g.
Extend no portion of the body or other object out a bus
window;
h.
Keep aisles clear at all times;
i.
Refrain from bringing animals or bulky, unmanageable
projects onto the school bus;
j.
Refrain from smoking, eating, and drinking on the bus; and
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k.
4.
C.
Possess, use, or distribute no substance in violation of
Policy No. 5530.
The Building Principal or designee has the right to impose a
consequence on a pupil for conduct away from school grounds
pursuant to N.J.A.C. 6A:16-7.6. This authority shall be exercised
only when it is reasonably necessary for the pupil’s physical or
emotional safety, security, and well-being or for reasons relating to
the safety, security, and well-being of other pupils, staff, or school
grounds, pursuant to N.J.S.A. 18A:25-2 and 18A:37-2 or when the
conduct which is the subject of the proposed consequence
materially and substantially interferes with the requirements of
appropriate discipline in the operation of the school.
Consequences shall be handled in accordance with Policy and
Regulation 5600, pursuant to N.J.A.C. 6A:16-7.1, and as
appropriate, in accordance with N.J.A.C. 6A:16-7-2, 6A:16-7.3, or
6A:16-7.5.
Disciplinary Measures
The following disciplinary measures may be applied as appropriate to the
pupil's violation of school rules. The measures are sequential and are
organized in order of severity.
1.
Admonishment
A school staff member in authority may admonish the pupil for
his/her unacceptable conduct and warn the pupil that additional
misconduct may warrant a more severe penalty.
2.
Temporary Removal from Classroom
3.
a.
The classroom teacher may direct the pupil to report to the
office of the administrator in charge of pupil discipline.
b.
The teacher will complete a form that indicates the pupil's
name, homeroom, and the conduct that has caused the
pupil's removal from the room.
c.
The administrator in charge of discipline will interview the
pupil and determine which, if any, additional disciplinary
steps are indicated.
Deprivation of Privileges
The pupil may be deprived of the privilege of:
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4.
a.
Moving freely about the school building,
b.
Participation
activities,
c.
Attendance at a school-related social or sports activity,
d.
Participation in a graduation ceremony, or
e.
Transportation by school bus, or
f.
Any other privilege the Building Principal or designee
determines may be appropriate and consistent with Policy
5600 and N.J.A.C. 6A:16-7.1 et seq.
in
co-curricular
or
inter/intrascholastic
Detention
5.
a.
The pupil may be required to report before or after the
school day to detention for a period of supervised study.
b.
Transportation will be the responsibility of pupil’s
parents/guardians
c.
The pupil may be excused from detention only for an
unavoidable commitment previously made; any such
excused detention must be made up on another day.
Grading
A pupil who has cheated on a test or assignment, plagiarized
material, falsified sources, refused to submit assignments, or
otherwise indulged in academic dishonesty or negligence
(paragraph B.2.p. and paragraph B.2.q.) may suffer a reduced
grade by virtue of the disqualified work. In no other instance may
a pupil's grade be lowered as a direct penalty for misconduct.
6.
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In-school Suspension

a.
The pupil may be removed from his/her regular classes and
required to report to an in-school suspension program for
supervised study.
b.
In-school suspension is a deprivation of the pupil's right to
a thorough and efficient education and will not be imposed
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without the due process set forth in Policy and Regulation
5610.
7.
Suspension from School
8.
D.
a.
The pupil may be denied the right to attend school for a
period of time pursuant to N.J.S.A. 18A:37-2, N.J.A.C.
6A:16-7.2, and 6A:16-7.3, and Policy 5610.
b.
Suspension from school is a deprivation of the pupil's right
to a thorough and efficient education and will not be
imposed without the due process set forth in Policy and
Regulation 5610.
Expulsion
a.
The Board may expel a general education pupil from
school, pursuant to N.J.S.A. 18A:37-2, N.J.A.C. 6A:16-7.5,
and Policy 5620.
b.
Expulsion is an extremely serious disciplinary measure; it
deprives the pupil of his/her right to a thorough and
efficient education and will not be imposed without the due
process set forth in Policies 5610 and 5620.
Remedial Measures
The following remedial measures may be taken to aid in correcting pupil
conduct and to ensure that the pupil is properly placed in an appropriate
educational environment and is not in need of special education and/or
related services.
1.
Restitution and Restoration
a.
b.
2.
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The pupil may be required, to:
(1)
Make restitution, in kind or cost or labor, for any
loss he/she has caused; or
(2)
Restore to its former condition, by his/her own
labor, any property the pupil has damaged or
defaced.
A pupil who refuses to make restitution or restoration as
directed may be disciplined by one or more of the measures
included at paragraph C.
Counseling
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a.
The pupil may be required to consult with school guidance
counselors to determine the causes of his/her misconduct
and to assess the need for a change in educational
placement.
b.
The counselor will explain:
c.
3.
(1)
Why the pupil's conduct is unacceptable to the
school and damaging to the pupil,
(2)
What the consequences of continued misconduct are
likely to be, and
(3)
Appropriate alternate behaviors.
The counselor may refer the pupil, as appropriate, for
additional counseling, evaluation, intervention, treatment,
or therapy. Referrals may be made to:
(1)
The Child Study Team,
(2)
Intervention and Referral Team,
(3)
A public or private social agency, or
(4)
A legal agency.
Parent Conferences
The pupil may be required to attend a meeting with his/her
parent(s) and appropriate staff members to discuss the causes of
the pupil's behavior, possible remediation, potential disciplinary
measures, and alternative conduct.
4.
Alternate Educational Program
The pupil may be assigned to an alternate educational program as
recommended by the pupil's guidance counselor, classroom
teacher, Child Study Team, and/or another administrator.
E.
Consequences and Remedial Measures for Acts of Harassment,
Intimidation, or Bullying
1.
Consequences
Consequences for a pupil who commits an act of harassment,
intimidation, or bullying shall be varied and graded according to
the nature of the behavior, the developmental age of the pupil, and
the pupil’s history of problem behaviors and performance.
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a.
2.
The consequences may include, but are not limited to, the
examples listed below:
(1)
Admonishment;
(2)
Temporary removal from the classroom;
(3)
Deprivation of privileges;
(4)
Classroom or administrative detention;
(5)
Referral to disciplinarian;
(6)
In-school suspension during the school week or the
weekend;
(7)
After-school programs;
(8)
Out-of-school suspension (short-term or long-term);
(9)
Reports to law enforcement or other legal action;
(10)
Expulsion; and
(11)
Participating in school district-sponsored programs.
Remedial Measures
Remedial measures shall be designed to correct the problem
behavior; prevent another occurrence of the problem; protect and
provide support for the victim of the act; and take corrective action
for documented systemic problems related to harassment,
intimidation, or bullying.
F.
Consequences and Remedial Measures for Acts or Incidents of Dating
Violence at School
Consequences and remedial measures specific to acts or incidents of
dating violence at school shall be used to address the act or incident and to
serve as remediation, intervention, education, and prevention for all
individuals involved. Responses shall be tiered with consideration given
to the seriousness and number of previous occurrences of acts or incidents
in which the victim and aggressor have been involved.
1.
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2.
(1)
Admonishment;
(2)
Temporary removal from the classroom;
(3)
Classroom or administrative detention;
(4)
In-school suspension;
(5)
Out-of-school suspension;
(6)
Reports to law enforcement; and/or
(7)
Expulsion.
Remedial Measures/Interventions
a.
.G.
Consequences may include, but are not limited to, the
following:
Remedial measures/interventions may include, but are not
limited to, the following:
(1)
Parent conferences;
(2)
Pupil counseling (all pupils involved in the act or
incident);
(3)
Peer support group;
(4)
Corrective instruction or other relevant learning or
service experiences;
(5)
Supportive pupil intervention (Intervention and
Referral Services - I&RS);
(6)
Behavioral management plan; and/or
(7)
Alternative placements.
Chart of Discipline
Links to the chart of discipline and consequences are provided
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6113 E-RATE
The Telecommunications Act of 1996 provides for a Federal funded program called the
Universal Service Fund (USF) or E-Rate that is designed to provide affordable access to
telecommunications services for all eligible schools and libraries in the United States.
The program provides discounts on telecommunications services, Internet access and
internal connections, and provides discounts of up to ninety percent to assist most schools
and libraries in the United States to obtain affordable telecommunications and Internet
access. The purpose of this Policy is to provide guidance and direction so the Matawan
Aberdeen Regional School District can participate in the E-Rate program and this Policy
assigns E-Rate responsibilities to school staff members to ensure the school district is in
compliance with Federal Communications Commission and E-Rate participation
requirements.
Full access to telecommunications and information resources makes possible the rich
teaching and learning that take place in schools and libraries. For these institutions to
provide the high level of service necessary for their pupils and patrons to participate fully
in American society, the costs can be great. Telecommunications and Internet access, the
hardware needed for assembling local networks, and maintenance of systems and
machines can stretch budgets that are already under stress.
Universal Service Administrative Company (USAC) is responsible for processing
applications for support, confirming eligibility, and reimbursing telecommunications
companies and Internet access providers for discounted services delivered to eligible
schools and libraries. USAC reviews applications, invoices, and other program
information to ensure that applicants and service providers follow rules for the program
set by the Federal Communications Commission (FCC). USAC also conducts Schools
and Libraries Program beneficiary audits to ensure program compliance.
Eligible participants include public and most non-profit Kindergarten through grade
twelve schools as well as all public and many private libraries. All program participants
must carry out a competitive bidding process to select the most cost-effective companies
to provide the goods and/or services requested.
Once eligible school districts complete the competitive bidding process, applicants
submit to USAC all information required to demonstrate compliance with the rules
required for receiving support. After approving applications, USAC notifies applicants
of a commitment to fund the acquisition of services. When applicants start receiving
services, USAC makes payments to the companies selected to provide those services.
Funding may be requested under five categories of service: Telecommunications,
Telecommunications Services, Internet Access, Internal Connections, and Basic
Maintenance of Internal Connections. Discounts for support depend on the level of
poverty and the urban/rural status of the population served and range from twenty percent
to ninety percent of the costs of eligible services.
Eligible participants include public and most non-profit Kindergarten through grade
twelve schools as well as all public and many private libraries. Guidance on the
eligibility requirements to participate in the E-Rate Program is available on the USAC
website at www.usac.org.
This Policy provides the steps to be used by this school district to receive E-Rate
discounts.
Technology Plan
A Technology Plan is a plan prepared by the school district that explains how
telecommunications and information technology will be used to achieve educational
goals, curriculum reforms, or library service improvements. School districts applying for
Priority 2 services (Internal Connections and Basic Maintenance) must prepare a
technology plan.
In general, Technology Plans should not cover more than three years. Technology Plans
should be written (at least in draft form) before an FCC Form 470 is posted to the USAC
website in order to support the requests for services featured on that form, cover all
twelve months of the funding year, and be approved by a USAC-certified Technology
Plan Approver (TPA) before an FCC Form 486 is filed and before services start.
Technology Plans must, at a minimum, contain: clear goals and a realistic strategy for
using telecommunications and information technology to improve education or library
services; a professional development strategy to ensure that members of the staff know
how to use these new technologies to improve education or library services; a needs
assessment of the telecommunication services, hardware, software, and other services
that will be needed to improve education or library services; and an evaluation process
that enables the school district to monitor progress toward the specified goals and make
mid-course corrections in response to new developments and opportunities as they arise.
In order to be eligible for E-Rate funding, the school district must have its Technology
Plan approved for E-Rate use by the New Jersey Department of Education.
The technology liaison and Business Administrator shall be responsible for developing
the school district’s technology plans and submitting the plans for approval to the New
Jersey Department of Education.
The administrative team and representative
constituencies have developed the plan.
Competitive Bidding Process
A competitive bidding process is a formal process to identify and request the products
and services a school district needs so potential service providers can review these
requests and submit bids. To open the process, the school district must post an FCC
Form 470 to the USAC website and, if the school district chooses to or if required by the
New Jersey Public School Contracts Law, N.J.S.A. 18A:18A-1 et seq., issue a Request
for Proposals or prepare bid specifications.
The school district will determine eligible E-Rate funding products and services based on
the needs as outlined in the school district’s approved New Jersey Department of
Education Technology Plan or as identified by the Superintendent, in consultation with
school district administrative and technology staff members.
The entity that will run the competitive bidding process (which may be the school
district, a State procurement agency, or another entity that the district has authorized to
negotiate on its behalf with a Letter of Agency (LOA) or similar document) must file the
FCC Form 470 (Description of Services Requested and Certification) and must be
prepared to receive and evaluate bids and negotiate with service providers.
The FCC Form 470 for the upcoming funding year is generally available online on the
USAC website a year before the start of the funding year. FCC Form 470 can be filed for
a particular funding year as soon as it becomes available online. The entity filing the
FCC Form 470 must wait at least twenty-eight days after the date that the FCC Form 470
is posted and the date the RFP is issued, whichever is later, before closing the
competitive bidding process. Services provided under tariff or on a month-to-month
basis require an FCC Form 470 to be posted each year. If, however, a multi-year contract
results from the competitive bidding process, it is not necessary to post a new FCC Form
470 until a new contract is required.
After the FCC Form 470 is posted to the USAC website, USAC will issue an FCC Form
470 Receipt Notification Letter (RNL). This letter includes much of the information
featured on the form, provides a means to correct certain errors, and discusses the next
steps in the application process. The E Rate Exchange, LLC will review the RNL to
ensure the products and services included in the RNL are accurate and will notify USAC
within fifteen days of the postmark date of the RNL if there are any required revisions. If
an unallowable correction on the Form 470 is identified, the district must post and certify
a new Form 470 within the filing window. A new Form 470 must be posted at least
twenty-eight days prior to signing a contract or selecting a service provider.
The entity filing an FCC Form 470 can issue a Request for Proposals (RFP) in addition to
the FCC Form 470. For the purposes of this Policy, an RFP is a formal bidding
document that describes the project and requested services in sufficient detail so that
potential bidders understand the scope, location, and any other requirements. The
district’s formal bidding documents must indicate the district will accept bids on equal
and/or equivalent goods or services. The district is not required to issue an RFP unless
the State or local procurement rules or regulations require the district to do so. If the
district issued or intends to issue an RFP, that information must be included on the FCC
Form 470 along with information on how to obtain a copy of the RFP.
The entity filing the FCC Form 470 must ensure the competitive bidding process is open
and fair. All bidders must be treated the same and no bidder can have advance
knowledge of the project information. There shall be no secrets in the bidding process,
such as information shared with one bidder but not with others. All bidders shall know
what is required of them.
Service providers and potential service providers cannot offer or provide gifts to
applicants and no school district employee or official shall solicit or accept a gift of any
value from a service provider or potential service provider. These prohibitions are in
effect during the entire funding year. In addition, the value of free services (e.g., price
reductions, promotional offers, “free” products) must generally be deducted from the prediscount cost of funding requests.
The competitive bidding process and the FCC 470 RNL process shall be coordinated and
supervised by the School Business Administrator or his designee and the Manager of
Information Systems Technology.
Selecting Service Providers
After the close of the competitive bidding process, the school district shall evaluate the
bids received and choose the bid that is the most cost-effective with the price of the ERate eligible products and services as the primary factor. The district may consider as
many factors in this evaluation as it wants, but the price of the E-Rate eligible products
and services must be included as a factor and must be weighted more heavily than any
other single factor. The FCC Form 470 and the Request for Proposals (RFP), if issued,
must both have been publicly available for a twenty-eight day period, whichever is later,
before the district can close its competitive bidding process. Any evaluation of bids shall
be in accordance with the New Jersey Public School Contracts Law, N.J.S.A. 18A:18A-1
et seq. and FCC Competitive Bidding Rules.
Preparing a Bid Evaluation Matrix helps evaluate bids and also provides documentation
of the process followed to select a service provider. The Bid Evaluation Matrix shall be
completed by the Manager of Information Systems and Technology. All copies of bids
(successful and unsuccessful), evaluation criteria, vendor contact information, and the
signed contract shall be retained in accordance with the document retention guidance
outlined in this Policy. The district can receive services:
1.
Under tariff or on a month-to-month basis - Services such as basic
telephone service or Internet access may not require a contract. The
district must post an FCC Form 470 and open a competitive bidding
process for these services each year.
2.
Under a contract - Tariffed or month-to-month services provided under a
contract are considered to be contracted services. Also, internal
connections and basic maintenance products and services are generally
provided under a contract. If the district posts an FCC Form 470 and signs
a multi-year contract resulting from that posting, the district does not have
to post an FCC Form 470 or open a competitive bidding process again for
the life of that contract.
If the district intends to receive services under contract, the contract must have been
preceded by the filing of an FCC Form 470 (NOTE: If the district has an existing contract
that was not signed as a result of posting an FCC Form 470, the district can post an FCC
Form 470 for the next funding year and consider its existing contract as a bid response.
The district must evaluate any other bids received as well, as the district’s existing
contract may not be the most cost-effective solution.). The entity that filed the FCC
Form 470 must also have followed the Schools and Libraries Program’s competitive
bidding rules and all applicable State and local contract and procurement rules and
regulations.
The Board shall approve all contracts for products or services if the products or services
were bid in accordance with N.J.S.A. 18A:18A-1 et seq., where an RFP was used to
obtain proposals, or any contract to be awarded in excess of $36,000..
The district may sign a contract, which may be for one or more years and may include the
option of voluntary extensions. If the district is eligible, it can purchase services from a
State master contract; however, the district must file their own FCC Form 470 and use the
State master contract pricing as a bid to consider in evaluating all potential bids. If the
district is eligible to purchase from a State master contract, but that contract will expire
before or during the upcoming funding year, the district and the State of New Jersey
should follow the guidance for State replacement contracts (See State Master Contracts
section on USAC website at www.usac.org).
The evaluation of bids and the selection of service providers or recommending service
providers to the Board of Education, if required, shall be the responsibility of the School
Business Administrator or his designee and the Manager of Information Systems and
Technology.
Applying for Discounts
To apply for Schools and Libraries Program discounts, the district must file an FCC Form
471 to provide USAC with information about the services being requested and the
eligible discount(s). USAC will review the request, may ask for additional information,
and will then issue a funding decision.
All contracts, if contracts are required, must be signed and dated before the FCC Form
471 is submitted to USAC.
The FCC Form 471 must be filed during a specific application window each year. In
general, the application filing window opens about six months before the start of the
funding year and is open for about two and a half months. All applications received or
postmarked before the close of the filing window are considered as having arrived on the
same day, and have priority over those submitted after the filing window has closed. The
specific opening and closing dates of the filing window are published in advance on the
USAC website.
After the FCC Form 471 is certified online or on paper, USAC will issue an FCC Form
471 Receipt Acknowledgment Letter (RAL). The RAL shall be reviewed by the E-Rate
Exchange, LLC within twenty calendar days of the school district’s receipt of the RAL.
This letter includes much of the information featured on the form, provides a means to
correct certain errors, and discusses the next steps in the application process. The
information the district must provide on the FCC Form 471 includes the following:
1.
Entity numbers (also called Billed Entity Numbers (BENs)) for all entities
receiving service (recipients of service), together with specific information
for each entity (Block 4 of the form).
2.
NCES and/or FSCS codes for entities receiving service (Block 4).
3.
Information on telephone and Internet access connections and speeds
(Block 2).
For each funding request (a service or set of services specific to both a category of
service and a service provider) the district must also provide:
1.
Student counts to use for calculating discounts - the total number of pupils
and the total number of pupils eligible for the National School Lunch
Program (NSLP) as determined by the Business Administrator or his
designee.
The FCC also sanctions other mechanisms to determine a school's or
district’s level of need, as long as those mechanisms are based on - or do
not exceed - the same measure of poverty used by NSLP.
The School Business Administrator or his designee will verify the student
data used to calculate discounts in accordance with the eligibility
requirements of the National School Lunch Program and the New Jersey
Department of Agriculture.
2.
Specific information on each service or set of services the district is
requesting, including:
a.
Name and Service Provider Identification Number (SPIN) of the
service provider;
b.
Cost of the service;
c.
Contract number and other contract details (if there is a contract);
d.
Start and end dates of service;
e.
Worksheet(s) identifying the entity or set of entities receiving each
service; and
f.
A detailed description of products and services, referred to as an
Item 21 attachment. These products and services shall be reviewed
by the E-Rate Exchange LLC to ensure they are eligible for E-Rate
funding according to the current Eligible Service List as published
on the USAC website.
The district’s certified FCC Form 471 and Item 21 attachment(s) are due on or before the
close of the application filing window.
The school district is only able to receive support for internal connections in two of every
five funding years. This applies to individual recipients (individual schools, libraries, or
non-instructional facilities). For each eligible entity, the five-year period begins in any
year in which that entity receives support for internal connections. Entities can use two
years within any five-year period, looking back and looking forward from that year. FY
2007 was the first year that entities were ineligible for internal connections funding based
on this rule (for entities that received funding for both FY 2005 and FY 2006 internal
connections requests). USAC provides a Two-in-Five Tool that provides information on
the school district’s eligibility for funding of internal connections requests for multiple
funding years. This rule does not apply to telecommunications and Internet access
services or to basic maintenance of internal connections services categorized as Priority
2. Basic maintenance services are eligible for support each year if they are necessary to
the operation of the internal connections network. The school district will be considered
to have used a year if it has been specified in the FCC Form 471 Block 4 worksheet cited
on one or more approved internal connections funding requests in that year.
The E-Rate Exchange LLC shall be responsible for applying for discounts from the
School and Libraries Program.
Application Review
After the district files an FCC Form 471 and the associated Item 21 attachment(s) within
the filing window, Program Integrity Assurance (PIA) reviewers at USAC will check the
information on the form for completeness and accuracy and may have additional
questions for the district to answer. All applications go through an initial review and a
final review, which may involve questions from PIA reviewers on one or more of the
following topics:
1.
Eligibility of the entities receiving service (this review step generally
occurs for entities that have not appeared on a previous application);
2.
Eligibility of the services requested;
3.
Discount calculations;
4.
Contracts;
5.
The competitive bidding process; and/or
6.
Any discrepancies between the information on the funding request and the
associated Item 21 attachment.
The district must indicate the preferred mode of contact on FCC Form 471 Item 6c
(telephone), 6d (fax), or 6e (email). Because PIA reviewers send written questions by fax
or email, they will call the district and ask for a fax number or email address if the district
indicated telephone as the preferred mode of contact. The district will have fifteen days
to respond to PIA questions. The district can ask for more time, if needed, but a request
for additional time will add more time to the review process.
Some applications undergo additional review - Selective Review is one example - where
PIA reviewers may request more detailed responses that can include:
1.
Documentation of the competitive bidding and service provider (vendor)
selection processes;
2.
Documentation of the district’s ability to pay the non-discount share (the
portion of the cost of eligible products and services not reimbursed by
USAC); and/or
3.
Proof the district has obtained necessary resources (i.e., hardware,
software, staff training, electrical capacity, retrofitting) that are not eligible
for Schools and Libraries Program discounts, but that must be in place to
make effective use of the discounted services.
As part of the review process, PIA reviewers may be required to change the category of
service on a Funding Request Number (FRN). If PIA reviewers discover there are
ineligible services in a funding request, the district will be able to remove them or move
them to a separate request to avoid denial under the thirty percent rule. After the PIA
review process has been completed, USAC issues a Funding Commitment Decision
Letter (FCDL) containing USAC’s decisions on the district’s funding requests. The
district should review this letter carefully, as it contains important information both for
planning the start of the receipt of services and for completing the additional steps in the
application process. If the district disagrees with one or more of the decisions in the
FCDL, the district can appeal to USAC or to the Federal Communications Commission
(FCC).
The E-Rate Exchange LLC shall be responsible for preparing and providing the requested
documentation for the application review(s).
After the district receives the Funding Commitment Decision Letter (FCDL) and the
delivery of services has started, the E-Rate Exchange LLC shall be responsible for: filing
a FCC Form 486 to inform USAC that services for which the district has been approved
for discounts have started and invoicing can begin; assuring the district’s Technology
Plan, if required, has been approved by a USAC-certified Technology Plan Approver and
the district is in compliance with the Children's Internet Protection Act (CIPA), 47 CFR
54.520, or CIPA does not apply because the district’s application is only for
Telecommunications Services and/or Interconnected Voice over Internet Protocol (VoIP)
services. CIPA requirements include an internet safety policy, a technology protection
measure, a public notice hearing or meeting, the monitoring of online activities of minors,
and providing education to minors on appropriate online behavior.
The School Business Administrator or his designee shall be responsible for reviewing the
originating purchase order and/or contract to ensure the products and services on the
purchase order or contract have been received in the district, and the invoice from the
provider is consistent with the purchase order/contract and products and services
received.
In advance of the start of services, the district and its service provider(s) should have a
conversation about the details of the services the district will be receiving. The district
should also review the contract, if there is a contract. In addition, the district should
determine whether the district or its service provider will invoice USAC for the
discounted amount of the cost of the services. Under certain circumstances, advanced
installation of some Priority 1 components can occur before July 1 of the funding year.
The district can file an FCC Form 486 early (before services have started) if the district:
1.
Received its FCDL; and
2.
Services will start in the month of July; and
3.
The district can truthfully make all of the certifications in Block 4, which
include compliance with the technology plan and CIPA requirements; and
4.
The district is filing the form on or before July 31.
NOTE: Early filing using Item 6a on the FCC Form 486 is an option if and only if
services will start within the month of July of the relevant funding year, all
relevant certifications in Block 4 can be accurately made, and the FCC Form 486
is postmarked on or before July 31 of the Funding Year.
The district must be in compliance with the Schools and Libraries Program's technology
plan requirements and the requirements of CIPA before services start. USAC cannot pay
discounts on services received during a period of time when the district was not in
compliance. USAC may review the district’s compliance with these requirements either
before or after the district’s FCC Form 486 is processed.
The FCC Form 486 must be certified no later than one hundred twenty days after the
service start date or one hundred twenty days after the date of the FCDL, whichever is
later. Filing late can result in a reduction in funding; the later the filing date, the greater
the reduction.
After USAC completes the processing of the district’s FCC Form 486, USAC will issue
an FCC Form 486 Notification Letter. This letter features the information the district
provided on the form and outlines the next steps in the application process. If USAC was
required to adjust the service start date for a funding request due to a compliance issue,
the service start date in the letter will be marked with an asterisk and followed by an
explanation of the reason for the adjustment.
To be eligible for program support, eligible services must be received during a specific
period of time related to the particular funding year for which discounts are requested.
Recurring services must be delivered during the relevant funding year (July 1 through
June 30). In general, non-recurring services must be delivered and installed between July
1 of the relevant funding year and September 30, following the June 30 close of that
funding year (i.e., fifteen months after the beginning of the funding year). However,
certain recipients have received or may receive extensions of the deadline for delivery
and installation of non-recurring services. Such extensions can occur for various reasons,
including:
1.
A Funding Commitment Decision Letter (FCDL) was issued by USAC on
or after March 1 of the funding year for which support was authorized.
2.
Operational SPIN changes or service substitutions were approved by
USAC on or after March 1 of the funding year.
3.
The school district or service provider requested an extension because the
service provider was unable to complete delivery and installation for
reasons beyond the service provider's control.
4.
The school district or service provider requested an extension because the
service provider has been unwilling to complete delivery and installation
after USAC withheld payment for those services on a properly-submitted
invoice for more than sixty days after submission of the invoice.
USAC will automatically extend the service delivery deadline in situations where criteria
(1) or (2) listed above are met. Recipients of non-recurring services that wish to satisfy
criterion (3) must submit documentation to USAC on or before September 30 following
the close of the funding year. A recipient of service that meets criterion (4) must certify
to USAC on or before September 30 following the close of the funding year that its
service provider was unwilling to deliver or install non-recurring services before the
expiration of the deadline after USAC had withheld payment for those services on a
properly submitted invoice for more than sixty days after the submission of the invoice.
The E-Rate Exchange LLC shall be responsible to coordinate the filing of the FCC Form
486.
Invoicing
After USAC has processed the district’s FCC Form 486, the district or its service
provider can begin the process of invoicing USAC for the discount share of the approved
eligible services. The Manager of Information Systems and Technology, in consultation
with the school business office staff member responsible for authorizing the payment of
invoices, shall be responsible for reviewing the originating purchase order and/or
contract, the products or services on the purchase order or contract have been received by
district, and the invoice from the service provider is consistent with the purchase order or
contract. The E-Rate exchange LLC shall only submit reimbursement requests to USAC
for eligible products and services once the district’s non-discounted portion is paid.
There are two methods that can be used to invoice USAC. Once USAC has processed an
invoice for a funding request, that method of invoicing must be used for that particular
funding request for the remainder of the invoicing process.
1.
Invoice Method #1
Applicants file FCC Form 472, Billed Entity Applicant Reimbursement
(BEAR) Form if the district paid the service provider in full for the
services and want to be reimbursed for the discount amount. The service
provider must approve the form before it is submitted to USAC. USAC
will review the invoice and process a payment to the service provider if
payment is approved. The service provider then passes the reimbursement
on to the applicant.
2.
Invoice Method #2
Service providers file FCC Form 474, Service Provider Invoice (SPI)
Form if they have provided discounted bills to their customer and want to
be reimbursed for the discount amount.
Under both invoice methods, USAC will review the invoice and process a payment to the
service provider if payment is approved. Applicants are required to pay the non-discount
portion of the cost of the services.
The district can file a BEAR Form after all of the following have occurred:
1.
The district received a Funding Commitment Decision Letter (FCDL); and
2.
The district has filed, and USAC has processed, an FCC Form 486; and
3.
The district’s service provider has filed an FCC Form 473, Service
Provider Annual Certification (SPAC) Form (disbursements cannot be
made until the SPAC has been filed with USAC); and
4.
The district paid for the service in full; and
5.
In general, the services must have been delivered (an exception can be
made for progress payments specified in a contract).
The district must file, and the service provider must approve, BEAR Forms no later than
one hundred twenty days after the last day to receive service or one hundred twenty days
after the FCC Form 486 Notification Letter date, whichever is later. If the deadline is
missed the district can request an invoice deadline extension.
After processing the district’s BEAR Form, USAC will issue a BEAR Notification Letter
with information about the processing of the district’s form. If the district needs more
information about a reduction or denial of payment, the district should refer to the invoice
error code(s) featured on the letter.
After the end of each calendar quarter, USAC issues a Quarterly Disbursement Report
that details all invoicing activity, BEAR Forms, and SPI Forms processed during that
quarter for all funding years. This report allows the district to track all of the invoicing
activity related to the district’s Billed Entity Number (BEN). The district can initiate an
invoice check if it would like to be notified each time the district’s service provider
submits a SPI Form.
The School Business Administrator or his designee and the Manager of Information
Systems and Technology shall be responsible to ensure that all eligible E-Rate goods and
services have been received, the service provider invoices are correct and the district’s
non-discounted portion of the invoice has been paid before submitting invoices to USAC.
The E-Rate Exchange LLC shall review the eligible reimbursements that are made to any
service provider to ensure the amounts being billed to USAC and the school district equal
100% of the invoiced amount. The E-Rate Exchange will notify USAC and the provider
in the event there are any problems with this reconciliation.
Annual Policy Review
The School Business Administrator or his designee and the Manager of Information
Systems and Technology shall be responsible to ensure this Policy is reviewed annually
and make recommendation for any revisions to this Policy as needed.
Document Retention
All documents related to the E-rate Program, including but not limited to, the application
process, the competitive bidding/vender selection process, and the invoicing process shall
be retained for at least five years after the last date of service delivered for a particular
funding year or in accordance with the New Jersey Division of Archives and Records
Management Schedules of Record Retention, whichever is longer.
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
POLICY
FINANCES
6470/Page 1 of 3
PAYMENT OF CLAIMS (M)
M
6470 PAYMENT OF CLAIMS
The Board of Education directs the prompt payment of legitimate claims by
suppliers of goods and services to the school district, provided that each bill or
obligation of this Board is fully itemized and verified before a warrant is drawn
for its payment.
When an invoice is received, the School Business Administrator/Board Secretary
or designee shall verify the voucher is properly submitted, acceptable goods were
received or satisfactory services rendered, the expenditure is included in the
Board’s budget and funds are available for its payment, and the amount of the
invoice is correct.
The School Business Administrator/Board Secretary shall identify and
investigate, if necessary, the reason for any increase to a purchase order. If it is
found by the School Business Administrator/Board Secretary that an increase to a
purchase order is warranted, the School Business Administrator/Board Secretary
shall either approve a revision to the original purchase order with the reason
noted, approve the issuance of a supplemental purchase order for the difference,
or cancel the original purchase order and issue a new purchase order. If it is
found an increase is not warranted, the purchase order shall be cancelled and the
goods returned. In no instance shall an adjustment be made to a purchase order
that changes the purpose or vendor of the original purchase order or a bid award
price.
The school district’s financial systems shall be programmed to:
1.
Limit system access so that only appropriate Business office staff
may make purchase order adjustments;
2.
Reject adjustments in excess of any established approval
thresholds;
3.
Prevent unauthorized changes to be processed;
4.
Reject payments where the sum of the invoice amount plus any
previous invoices charged to the purchase order exceeds the sum of
the original purchase order amount plus any authorized
adjustments;
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
FINANCES
6470/Page 2 of 3
5.
Reject duplicate purchase order numbers;
6.
Reject duplicate invoice numbers; and
7.
Prepare an edit/change report listing all payments made in excess
of the originally approved purchase order amount.
The School Business Administrator/Board Secretary shall review on a monthly
basis edit/change reports listing all payments made in excess of the originally
approved purchase order amount to ensure that all payments made are properly
authorized.
If funds are not available in the budget line account to which the expenditure will
be charged, funds may be transferred in accordance with Policy 6422.
The Board must approve all claims for payment, except, such payments that are to
be paid from funds derived from athletic events or other activities of pupil
organizations. In accordance with N.J.S.A. 18A:19-4.1, the School Business
Administrator/Board Secretary and the Assistant Business Administrator are
authorized to approve payment of claims not greater than $10,000, interest on
bonds as it becomes due, payments to redeem bonds as they become due, progress
payments to contractors in accordance with a contract approved by the Board, and
warrants to cover approved payrolls and agency account deposits prior to
presentation to the Board. Any such approval of payment must be presented to
the Board for ratification at the next regular Board meeting.
All claims shall be fully itemized, verified, and shall be submitted for Board
review and approval or ratification. Claims must be submitted to the Board in the
form of a list that includes the number, amount, and date of the warrant; the
payee; the reason for the expenditure; and the account charged. All claims that
equal or exceed fifteen percent of the bid threshold amount established pursuant
to N.J.S.A. 18A:18A-3, except for payrolls and debt service, shall be verified by
affidavit or by signed declaration in writing in accordance with the provisions of
N.J.S.A. 18A:19-3.
The list of claims must be accompanied by the original records that include copies
of the purchase order, the receiving report, the vendor’s invoice, and the purchase
requisition. The list of approved warrants will be included in the minutes of the
Board meeting.
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
FINANCES
6470/Page 3 of 3
When a claim for payment is duly approved in accordance with this Policy, the
School Business Administrator/Board Secretary and/or a designated staff member
shall promptly prepare a warrant for payment, cancel the commitment placed
against the appropriate account, and post the actual expenditure. All warrants
shall be signed by the Board President, Board Secretary, Superintendent of
Schools, and/or Treasurer of School Moneys, as appropriate to the district.
N.J.S.A. 18A:17-36; 18A:18A-3; 18A:19-1 et seq.; 18A:19-3;
18A:19-4; 18A:19-4.1; 18A:22-8.1
N.J.S.A. 18A:54-26 [vocational districts]
N.J.A.C. 6A:23A-6.10
REGULATION
BOARD OF EDUCATION
FINANCES
R 6470/Page 1 of 3
PAYMENT OF CLAIMS
R 6470 PAYMENT OF CLAIMS
A.
B.
Receipt of Goods and Services
1.
The staff member authorized to receives goods or services shall
check them against the purchase order issued and determine
whether the goods or services delivered meet the specifications and
quantities set forth in the purchase order.
2.
The authorized staff member will record his or her approval of the
received goods or services on the receiving copy of the purchase
order and return it to the Business office. A copy of the purchase
order will be retained by the receiving staff member.
3.
Any over supply, shortage, substitution, or other discrepancy must
be
reported
immediately
to
the
School
Business
Administrator/Board Secretary or designee.
Approval of Invoice
1.
The School Business Administrator/Board Secretary or designee
shall verify the vendor's invoice for the correct billing price and
check the invoice for accurate extensions and omission of tax.
2.
shall attach the vendor's invoice and verification voucher, if a
verification voucher is necessary, to the copy of the purchase order
received from the requisitioner certifying satisfactory completion
of the service or receipt of the goods.
3.
If the invoice price exceeds the purchase order price the invoice
will be referred to the School Business Administrator/Board
Secretary, who will only approve a payment amount in excess of
the approved purchase order amount in accordance with the
provisions of Policy 6470 and N.J.A.C. 6A:23A-6.10.
4.
If extensions are incorrectly calculated, the invoice will be returned
to the vendor for correction.
5.
If tax has been charged, the invoice will be returned to the vendor
for correction with a copy of the district's tax exemption certificate.
REGULATION
BOARD OF EDUCATION
FINANCES
R 6470/Page 2 of 3
PAYMENT OF CLAIMS
C.
6.
If goods or services received were not satisfactory, the receiving
staff member and the vendor will be consulted in order to reach a
resolution satisfactory to all parties.
7.
The final invoice, verification voucher (if necessary), verified
receipt, and all accompanying papers will be forwarded to the
School Business Administrator/Board Secretary or designee.
Issuance of Warrants
1.
may prepare warrants for expenditures for which the Board has
waived approval as listed in Policy 6470:.
2.
All claims paid without prior Board approval as permitted in
Policy 6470 and N.J.S.A. 18A:19-4.1 et seq. shall be reported to
the Board at its next meeting after the warrant is drawn.
3.
All other demands for payment will be submitted to the Board for
approval.
4.
In accordance with Policy 6470, claims must be submitted to the
Board in the form of a list that includes the:
a.
Number, amount, and date of the warrant,
b.
Payee,
c.
Reason for the expenditure, and
d.
Account charged.
5.
When the expenditure has been approved, the authorized Business
office staff member will debit the correct account and credit the
encumbrance.
6.
A warrant will be prepared for the payment of goods or services.
The warrant number will be recorded on the file copy of the
vendor's invoice.
REGULATION
BOARD OF EDUCATION
FINANCES
R 6470/Page 3 of 3
PAYMENT OF CLAIMS
7.
All warrants shall be signed by the Board President, the Board
Secretary, Superintendent of Schools, and/or the Treasurer of
School Moneys, as appropriate to the district and in accordance
with the requirements of applicable statutes and administrative
codes.
8.
The Board of Education shall approve the authorized signatures to
be required on warrants for each account. Warrants may be signed
in one or more of the following manners:
a.
Warrants may be run through a checkwriter machine for
imprint of the required signatures. A checkwriter machine
will be kept in a secured location. The key(s) to the
checkwriter machine will be removed from the checkwriter
machine when it is not in use and stored in a secured
location not with the checkwriter machine.
b.
Warrants may have the required signatures affixed by use
of signature stamps. When the signature stamps are not in
use they will be kept in a secured location.
c.
Warrants may have an imprint of the signatures affixed by
the computerized system when the warrants are printed.
The computer system used to prepare warrants and affix
signatures shall have appropriate security software to
assure that unauthorized individuals do not have access to
the system.
Issued: August 2013
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
FINANCES
6480/Page 1 of 3
PURCHASE OF FOOD SUPPLIES
M 6480 PURCHASE OF FOOD SUPPLIES
The Board of Education authorizes the purchase of certain food supplies
without advertising for bids.
For the purpose of this policy, “food supplies” means only those supplies that are
to be eaten or drunk and those substances that may enter into the composition of a
food in the operation of a school cafeteria or in a home economics class.
The Board of Education authorizes the School Business Administrator/Board
Secretary or designee to purchase all food supplies without advertising for bids in
accordance with N.J.S.A. 18A:18A:5 and N.J.A.C. 6A:23A-16.5 et seq.
The School Business Administrator/Board Secretary or designee shall obtain price
quotations for all food supplies purchased without advertising for bids in
accordance with N.J.A.C. 6A:23A-16.5 et seq.
Vendors interested in providing food supplies to the school district shall submit a
written request to the School Business Administrator/Board Secretary or designee
to receive specifications for food supplies to be purchased by the school district.
The School Business Administrator/Board Secretary or designee will maintain a
list of interested vendors and will mail specifications for food supplies to those
venders who requested such specifications.
Each time a purchase of food supplies is to be made, the School Business
Administrator/Board Secretary or designee shall solicit quotations from
interested, eligible vendors. Quotations for fresh or frozen fruits, vegetables, and
meats need not be solicited more than once in any two week period.
The School Business Administrator/Board Secretary or designee shall provide
definite and uniform specifications governing standards of quality to each eligible
vendor from whom quotations are solicited. Specifications for food supplies will
indicate a time in which all quotations must be submitted to the school district for
consideration.
All quotations from interested, eligible vendors will be evaluated by the School
Business Administrator/Board Secretary or designee. Food supplies shall be
purchased from the vendor who submits the lowest quotation, except that food
supplies may be purchased from another vendor who submitted a quotation when
the School Business Administrator/Board Secretary or designee can justify the
purchase. Any such justification, together with all quotations received, shall be
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
FINANCES
6480/Page 2 of 3
kept in permanent record form, attached to the purchase order and available to
school officials, the Board, and the State Department of Education for a minimum
of three years following the purchase.
The School Business Administrator/Board Secretary or designee may purchase
food supplies for any school cafeteria or home economics class to the extent of
not more than $500.00 any month without soliciting quotations provided the
School Business Administrator/Board Secretary provides a written signed
statement filed with the invoice indicating the reason why quotations could not be
obtained. The signed statement filed with the invoice shall be retained for review
and audit. Should the costs of food for the home economics class exceed the
$500.00 limit in any one month, a review of the policy will be forthcoming.
Consideration shall be given to the average monthly cost of food for the home
economics class if necessary.
Nothing in this Policy shall prevent the Board from purchasing food supplies by
advertising for bids and awarding contracts in accordance with N.J.S.A.
18A:18A-4.
N.J.S.A. 18A:18A-4 et seq.; 18A:18A-5a.(6); 18A:18A-6
N.J.A.C. 6A:23A-16.5
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
FINANCES
6480/Page 3 of 3
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROPERTY
7510/Page 1 of 5
USE OF SCHOOL FACILITIES
7510 USE OF SCHOOL FACILITIES
The Board of Education believes the school facilities of this district should be
made available for community purposes, provided that such use does not interfere
with the educational and co-curricular programs of the schools district. For the
purpose of this policy, “school facilities” also includes school grounds.
The Board will permit the use of school facilities when such permission has been
requested in writing and has been approved by the Superintendent or designee.
The Board reserves the right to withdraw permission after it has been granted in
the event circumstances change requiring such school facilities or school grounds
will be needed for a school district purpose or due to a school closing due to
weather or other emergency.
In weighing competing requests for the use of school facilities, the Board will
give priority to the following uses, in the descending order given:
A. Uses and groups directly related to the school and the operations of the school;
B. Uses and organizations indirectly related to the school;
C. Departments or agencies of the municipal government;
D. Other governmental agencies;
E. Community organization formed for charitable, civic, or educational purposes.
The use of school facilities shall not be granted for the advantage of any commercial or profitmaking organization, partisan political activity, private social functions, or any purpose that is
prohibited by law.
Each user shall present evidence of the purchase of organizational liability
insurance to the limit as prescribed by district regulations. Each user shall inspect
any facility or school grounds to be used prior to such use and shall notify a
district representative of any existing safety or dangerous conditions. In the event
such conditions exist, the district may cancel or modify the user’s access to the
school facility until such conditions are addressed. Users shall be financially
liable for damage to the facilities and for proper chaperonage as required by the
school district administration.
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROPERTY
7510/Page 2 of 5
Use of school equipment in conjunction with the use of school facilities must be
specifically requested in writing and may be granted in accordance with Policy
No. 7520. The users of school equipment must accept liability for any damage or
loss to such equipment that occurs while it is in their use, regardless of any
assignment of negligence. Where rules so specify, certain items of equipment
may only be used by a qualified operator approved by the school district
administration.
Use of district equipment on the premises by non-school personnel is limited to the equipment
that is an integral part of the facility being used, e.g., the stage lights and piano in the auditorium,
the basketball baskets in the gym, etc. No district equipment shall be removed from the premises
for use by non-district personnel unless otherwise provided for in policy.
Smoking is prohibited at all times in any district building. No one may bring alcoholic
beverages onto any school property. The only exception, which is hereby discouraged, is when
employees exchange gifts. Such gifts of alcohol must remain unopened on school property. All
facility use shall comply with State and local fire, health, safety, and police regulations.
Authorization for use of school facilities shall not be considered as endorsement or approval of
the activity, person, group, or organization nor the purposes they represent.
The Superintendent shall develop regulations and procedures for implementation of this Policy.
Priorities Governing Use of School Facilities
First Priority:
Regular classroom activities, school-sponsored activities for pupils (e.g. clubs, intramurals, etc.),
school sponsored activities for parents (e.g. plays, open houses, etc.), school related groups and
organizations (e.g. PTA/PTO, Advisory Councils, etc.), and Adult/Community Education
activities.
Second Priority:
Programs conducted by the Aberdeen Township and Matawan Borough Parks and Recreation
Departments and youth groups and leagues whose membership and leadership consists
predominantly (as used throughout this policy predominantly shall mean ninety percent or
higher) of residents of Matawan or Aberdeen. This priority will be granted only after
verification of the group's membership residence. Groups in this priority, not run directly by the
municipalities, shall submit a tentative roster of participants and leaders to demonstrate that the
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROPERTY
7510/Page 3 of 5
membership is predominantly district residents. Evidence of non-profit status must be shown by
some official documentation.
Third Priority:
All non-profit activities conducted by Aberdeen Township and Matawan Borough Civic and
Service groups (e.g. community organization) meetings of a civic or service nature, church
sponsored activities, etc.). The indicators of this priority are public good and local civic groups.
This priority will be granted only after verification of the group's official nonprofit status with
the IRS. Evidence of non-profit status must be shown by some official documentation.
Fourth Priority:
Other non-profit educational activities (e.g. the Community College, higher education
institutions, etc.). Evidence of non-profit status must be shown by some official documentation.
Fifth Priority: All other uses
The Superintendent or designee is the only person who may change an organization's priority
ranking. Persons or groups with a higher number designation may be displaced by persons or
groups with a lower number designation. Exceptions to the priority criteria will be made on a
case by case basis by the Superintendent.
The Superintendent's decisions with regard to the above policy may be appealed to the Board of
Education.
Fees
Note: All profit making groups must pay all fees in advance.
Charges for the use of school facilities shall be based on three factors: (1) the priority of the
activity, (2) a rental range determined by the priority, and (3) the personnel/supervision cost.
A.
First priority activities will not be charged for a facility use fee. Custodial fees will be
waived.
B.
Second priority activities will not be charged a facility use fee. Charges will include the
custodial rate plus a fifteen percent payroll tax and administrative charge.
C.
Third and fourth priority activities will be charged a non-profit rate for facility use unless
additional costs are incurred by the Board of Education by their use. Charges will
include the custodial rate plus a fifteen percent payroll tax and administrative charge.
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROPERTY
7510/Page 4 of 5
D.
Fifth priority activities will be charged a profit rate for facility use and the custodial rate
plus a fifteen percent payroll tax and administrative charge as needed, unless waived by
the Superintendent.
The Superintendent or designee may waive or reduce rental fees to recognized religious, youth
and charitable organizations. The Superintendent decision may be appealed to the Board of
Education for final determination.
Lending of School Owned Equipment
No item of district owned equipment shall be loaned for non-school use off school property
unless otherwise provided for in policy. If equipment is required for the use of those granted
permission to use school facilities, it may be loaned in accordance with Board policy on the use
of school facilities.
The Board may lend specific items of equipment on the written request of the user and approval
granted by the Board or designee. When equipment, authorized for loan, requires the services of
an operator, the user shall employ the services of a person designated by the district and shall pay
such costs as have been set for their hire.
The users of district owned equipment shall be fully liable for any damage or loss occurring to
the equipment during the period of its use. They shall be responsible for its safe return.
Removal of school equipment from school property for personal use is prohibited.
In the event the Superintendent deems it advisable, any application may be submitted to the
Board of Education for action. The Superintendent or designee, or Board of Education may
refuse to grant the use of a school building whenever in their judgment there is good reason why
permission should be refused. They shall not be required to give a reason for such refusal unless
so ordered by a court of competent jurisdiction.
The school district shall provide a copy of Policy and Regulation 2431.4 –
Prevention and Treatment of Sports-Related Concussions and Head Injuries to all
youth sports team organizations that operate on school grounds or in school
facilities. In accordance with the provisions of N.J.S.A. 18A:40-41.5, the school
district shall not be liable for the injury or death of a person due to the action or
inaction of persons employed by, or under contract with, a youth sports team
organization that uses school facilities or operates on school grounds if the youth
sports team organization provides the school district proof of an insurance policy
in the amount of not less than $50,000 per person, per occurrence; insuring the
POLICY
MATAWAN ABERDEEN
REGIONAL
BOARD OF EDUCATION
PROPERTY
7510/Page 5 of 5
youth sports team organization against liability for any bodily injury suffered by a
person. The youth sports team organization must also provide a statement of
compliance with the school district’s Policy and Regulation 2431.4 - Prevention
and Treatment of Sports-Related Concussions and Head Injuries.
For the purpose of this Policy, a “youth sports team organization” means one or
more sports teams organized pursuant to a nonprofit or similar charter or which
are member teams in a league organized by or affiliated with a county or
municipal recreation department.
The Superintendent shall develop regulations for the use of school facilities; such
regulations shall be distributed to every user of the facilities and every applicant
for the use of school facilities. Permission to use school facilities shall be granted
only to persons and organizations that agree to the terms of Policy and Regulation
7510, the requirements as outlined in the use of school facilities application, and
in accordance with the terms outlined in the approval granted by the school
district.
N.J.S.A. 18A:20-20; 18A:20-34
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 1 of 10
R 7510 USE OF SCHOOL FACILITIES
Application Process - General
Organizations desiring to use school facilities will first check the availability of the
facilities for the date(s) required with the school Principal. Application is then to be
made on the Board of Education form obtainable from the Principal's office.
Applications, when completed, shall be returned to the Principal's office.
The permit is signed by the School Business Administrator/Board Secretary or designee
and the Principal or designee.
A copy of the permit is sent to the applicant, a copy is retained by the school for which
the request is made, and a copy is sent to the School Business Administrator/Board
Secretary or designee.
The School Business Administrator/Board Secretary or Principal or designee will notify
the organization that authorization for the use of the facilities has been approved or
disapproved. Applicable restrictions will be noted.
Application must be made at least one month prior to the date of the proposed use.
(Note: The Superintendent or designee can waive this requirement.)
It shall be required that, at all times, at least one custodian be present who will represent
the district to enforce its rules and regulations. Custodians are representatives of the
district in the care and operation of buildings. Organizations will heed the requests of
custodian for the enforcement of regulations.
The organizations shall be responsible for all damage claims to school property.
Insurance
The Board shall, in all instances, require a certificate of insurance to be filed with the
application. The limits of the policy shall be $1,000,000 bodily injury and property
damage combined single limit of liability, which is equal to the Board's coverage. The
Board of Education shall be named as an "additional insured" on all certificates of
insurance.
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 2 of 10
Organizations are responsible for reimbursing the school district for all expenses incurred
for clean up of the areas used.
Failure to comply with the rules and regulations of the Matawan-Aberdeen Regional
School District will result in the denial of the use of the district facilities for future
occasions.
Types of Activities Prohibited
A.
Activities that discriminate as defined by State/Federal mandates.
B.
Uses which interfere in any way with school sessions or with the official activities
of the school.
C.
Uses which are contrary to the laws of the United States or any political
subdivision thereof.
D.
Uses where insufficient provisions are made for supervision, fire, and police
protection to uphold rules and regulations, law and order, etc.
E.
Uses where tickets are sold exceeding the seating capacity of facility. (See
Capacity Schedule below.)
F.
Uses where the applicant does not assume full responsibility for the preservation
of order and for liability for any damage or loss of school property, for personal
injury, and for strict observation of all regulations of the Matawan-Aberdeen
Regional School District.
G.
The Superintendent or designee reserves the right to prohibit use of buildings by
any person or group. The Superintendent's decision may be appealed to the Board
of Education whose decision shall be final.
H.
Refreshments
1.
No alcoholic beverages shall be brought into or consumed in or on school
buildings or grounds.
2.
Refreshments may be served only in the area designated by the school
Principal.
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 3 of 10
I.
3.
Refreshments not consumed must be removed from the premises.
4.
Sales of all refreshments shall be subject to any prior leases or agreements
entered into by the Board of Education.
Smoking
As per State law and Board policy, smoking is prohibited in any part of the
building or on district property and school grounds.
J.
Drug, Substance and Alcohol Abuse
As per State law and Board policy, the Board of Education prohibits the unlawful
possession, use, consumption, manufacture, sale, transfer, or distribution of any
drug and/or alcohol and/or drug paraphernalia on school premises.
Seating Capacity of Schools
School
Auditorium Cafeteria
Gym
High School
Matawan
Avenue
School
Cliffwood
School
Lloyd Road
School
Ravine Drive
School
Strathmore
School
600
450
1,000
400
500
200
400
458
250
300
180
400
250
Application Procedure - Specific
A.
First priority groups may schedule events at any time. Second priority groups will
be given the opportunity to schedule events each year from July 1-10. Third
priority groups will be given the opportunity to schedule events each year from
July 11-20. Fourth priority groups will be given the opportunity to schedule
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 4 of 10
events each year from July 21-31. After July 31, facilities will be available on a
first come first served basis.
B.
The School Business Administrator/Board Secretary shall send notices to prior
users of the facilities in sufficient time for the time periods above to be effective.
C.
Applicant obtains the required building use forms at the office of the Principal of
the school for which the request is made.
D.
The application is completed and presented with a twenty-five percent refundable
deposit and required insurance documentation to the Principal for review and
consideration for approval.
E.
The Principal forwards the approved application/permit and related completed
documents to the School Business Administrator/Board Secretary or designee.
F.
The request is reviewed and a fee is established by the School Business
Administrator/Board Secretary or designee as per Board policy.
G.
The Board of Education reserves the right to grant alternate facilities for use by
the applicant.
H.
Once permits have become established, only priority one activities may displace
another scheduled event, regardless of the priority of another permit-holder.
Permits
A.
The application, once signed and approved by the School Business
Administrator/Board Secretary, Principal, or designee, shall constitute a permit
authorizing the requisitioner the use of the facilities, and shall be issued within ten
days of the application receipt.
B.
A copy of the permit is sent to the applicant, a copy is retained at the school for
which the request is made, and a copy is sent to the School Business
Administrator/Board Secretary or designee.
C.
Facility and/or equipment use shall be strictly limited to the use and time period
specifically mentioned in the permit.
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 5 of 10
D.
All permits shall be revocable and shall not be considered as a lease, and the
Board of Education or its authorized agent may reject any application or cancel
any permits.
E.
Permits shall be available for inspection at all times during facility use by
authorized representatives of the Board.
F.
Permits issued for any continuing, extensive, yearly programs shall be subject to
suspension in the event that the allocated space is required for school use or other
use deemed necessary by the Board or its authorized agent. Every attempt shall
be made to avoid or minimize such suspension.
G.
The holder of a permit must supply a deposit prior to the use of the facility. The
balance of the fees stated on said permit and any custodial fees incurred will be
billed after the activity for the actual fees incurred.
F.
Should the holder of a permit wish to cancel a reserved date, the School Business
Administrator/Board Secretary, Principal, or designee must be notified at least
five business days prior to the time of the meeting or performance. If no notice is
received, there will be no refund of previously paid charges and/or deposits.
Rules Governing Youth Activities
A.
Definitions:
"Youth" - Persons of minor age having not yet reached eighteen years or a pupil
in elementary or secondary school.
"Physical Activity" - Activities having diversified groups, such as participants and
spectators.
"Sedate Activities" - Activities of single groups non-segregated and limited to one
area.
"Outsiders" - Persons not connected to activity and not otherwise authorized to be
on premises.
"School Property" - Land, buildings, equipment, supplies, and materials
belonging to the Board of Education.
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 6 of 10
B.
Supervision Ratio:
An adult-youth supervision ratio shall be provided as follows:
Physical Activities: One adult for every six youths participating. One adult for
every fifteen youths present as spectators. Adult spectators may be used as
supervisors. When more than ten youths are involved, one additional supervisor
shall be charged to control of non-participants and outsider activity.
Sedate Activity: One adult for every fifteen youths. When more than fifteen
youths are involved, one additional supervisor shall be assigned to control nonparticipants and outsider activity.
Supervision ratios must be maintained. Approval for ratio change must be
obtained from the Superintendent or designee.
C.
Adult Supervision:
Adult supervisors shall be familiar with policies and regulations of the MatawanAberdeen Regional Board of Education governing facility use.
Responsibility extends to the land and building in which the particular activity is
located. Supervision is not limited to activity participants. Supervision extends to
outsiders who may have to be removed from the building.
Traffic control shall be maintained and limited to the facility authorized.
Equipment usage shall be limited to authorized items as per approved application.
D.
Youth Activities - Responsibility:
Permit holders must be familiar with responsibilities and shall particularly note
the following:
1.
Control must be exercised at all times including pre-assembly and
dismissal periods.
2.
Control includes all youths (participants and outsiders) on or in school
property.
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 7 of 10
3.
Activity shall be limited to authorized areas. Roaming shall not be
allowed. Entrance and exits shall be controlled.
4.
Equipment usage shall be limited to authorized issue. Classrooms, desk
contents, room libraries, displays, and equipment shall not be disturbed.
5.
Area lighting, equipment storage, blackboards, tackboards, and furniture
arrangements shall not be changed without special permission from the
Principal or designee.
6.
Unless otherwise noted, area cleanliness and furniture placement shall be
the responsibility of the permit holder.
7.
No youth activity shall be permitted unless properly supervised by
authorized persons.
Fee Schedule and Procedure
Note: All profit making groups must pay all fees in advance.
Charges for the use of school facilities shall be based on three factors: (1) the priority of
the activity; (2) a rental rate determined by the priority; and (3) the personnel/supervision
cost.
A.
First priority activities will not be charged for facility use. Custodial fees will be
waived.
B.
Second priority activities will not be charged a facility use fee. Charges will
include the overtime custodial rate as indicated in the negotiated contract
including a payroll tax and administrative fee of fifteen percent.
C.
Third and fourth priority activities will be charged the non-profit rate for facility
use unless additional costs are incurred by the Board of Education by their use.
Charges will include the custodial rate as indicated in the negotiated contract
including a payroll tax and administrative fee of fifteen percent.
D.
Fifth priority activities will be charged according to the fee schedule included in
this section. Charges will include the custodial rate as indicated in the negotiated
contract including a payroll tax and administrative fee of fifteen percent.
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 8 of 10
Fee Schedule Daily Rate
Area
Profit
Non Profit Half Non
Profit
Day Hours
Full Day
(5 Hours)
Auditorium
(HS)**
Auditorium (all
other)
Gymnasium***
Cafeteria with
kitchen
Cafeteria
without kitchen
Classrooms
(each)
Grounds
Specialty
$1,000
$100
$200
$300
$80
$160
$3000
$320
$80
$40
$160
$80
$160
$20
$40
$80
$20
$40
$100
$20
$40
Specialty: Should be determined by the Board on
recommendation of program director and wear on
equipment.
* Fee schedule will be updated as per the cost of building operation, as needed.
** Auditorium use requires district lighting technician and will be charged the
current custodial rate as per negotiated contract.
*** Use of scoreboard requires use of Board certified operator.
Because of the nature of the sound equipment in the Board Meeting Room, such facility
shall not be deemed to be available for rental.
One hundred percent of the Facility Use fee shall be paid at least forty-eight hours in
advance of usage. If not paid, the permit shall be revoked by the School Business
Administrator/Board Secretary. The above stated fees do not include the required bond
and insurance.
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 9 of 10
In addition to the fees stated above, each organization will be responsible to pay the
custodial overtime wages as per the negotiated contract.
A fifteen percent payroll tax and administrative charge will be added to all salaries that
are reimbursed by any group. This fee is designed to recover costs incurred by the Board
of Education.
Public groups must be out of buildings by 9:45 p.m., Monday through Friday.
Other Conditions
A.
High School Auditorium: Stage Craft Room to be used for dressing room.
B.
Other School Auditoriums or Multi-Purpose Rooms: One nearby classroom to be
used as dressing room.
C.
Cafeteria use is restricted to dining areas. Kitchen facilities available by special
permission and costs of school personnel required to operate kitchen shall be
obligation of user.
D.
The School Business Administrator/Board Secretary or Principal in conjunction
with the custodial supervisor reserves the right to determine the number of
custodians required to service facility use.
E.
School safety plan must be adhered to.
Use of Equipment
A.
The use of auditoriums, gymnasiums, cafeterias, and multi-propose rooms
includes the use of general house lighting and P.A. System (one microphone).
B.
Any use of district equipment must be pre-approved and a $5 fee will be charged
for each major piece of equipment (microphone, individual spotlights, projection
equipment, computers, or tape recorder). A $50 refundable deposit is required for
each major piece of equipment up to $150 maximum. Applicant is responsible for
repair or replacement of damaged/broken equipment. At any time an application
for use of district equipment can be revoked.
REGULATION
BOARD OF EDUCATION
PROPERTY
R 7510/Page 10 of 10
C.
All materials brought into school buildings or on to school grounds must be
specifically mentioned on the application form. No firearms, volatile explosives,
or highly inflammable materials shall be brought into the buildings.
D.
The user shall be required to complete an application for the use of equipment.
Issued: August 2013

matawan aberdeen regional board of education

Transcription

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