HISD Board Agenda - 120809

THE HOUSTON INDEPENDENT SCHOOL DISTRICT

AGENDA

Board of EducationMeeting

August 09, 2012

THE HOUSTON INDEPENDENT SCHOOL DISTRICT BOARD OF EDUCATION

Agenda Index

A. Superintendent’s Priority Items F. Business Operations

B. Board of Education

C. Closed Session (Closed to Public)

G. Finance

D. Academic Services

H. Other

E. Human Resources I. Policy

MEMBERS OF THE BOARD OF EDUCATION

Michael Lunceford, President Anna Eastman, First Vice President

Juliet Stipeche, Second Vice President Rhonda Skillern-Jones, Secretary Greg Meyers, Assistant Secretary

Harvin C. Moore Lawrence Marshall Manuel Rodriguez

Paula Harris

Terry B. Grier, Ed.D., Superintendent of Schools

THE HOUSTON INDEPENDENT SCHOOL DISTRICT

BOARD OF EDUCATION AGENDAAugust 09, 2012

Table of Contents

Modifications List

A-1.SUPERINTENDENT'S INFORMATION ITEMSA-1a Board Monitoring System - Goal 4, Food Services

BMS Goal 4, Food Services - Executive Summary

A.SUPERINTENDENT'S PRIORITY ITEMSA-1 Major Business Projects Status Reports

Benefits Status Report PeopleSoft Status Report SAP Status Report SIS Status Report

A-2 Call Schoolhouse Bond Election, Approve Election Order, And Grant Authority To Negotiate, Execute And Amend Related Contracts And Agreements

1 - HISD 2012 Bond Election_Order Calling Election 2 - 2012 Facilities Capital Proposal

B.BOARD OF EDUCATIONB-2 Resolution Calling For Common Decency And Respectful Behavior In The Houston Independent School District

Resolution

C-2.PERSONNEL (CLOSED TO PUBLIC)

C-3.LEGAL MATTERS (CLOSED TO PUBLIC)

C-4.REAL ESTATE (CLOSED TO PUBLIC)

D.ACADEMIC SERVICESD-1 District Improvement Plan For 2012-2013

Executive Summary - District Improvement Plan 2012-2013D-2 Acceptance Of Funds From Community Education Partners, Inc., And Authority To Negotiate And Execute An Agreement Renewal With Harris County Children's Protective Services Board For The Continuation Of The Community Youth Services Program At The HISD-CEP Beechnut Academy CampusD-3 Authority To Negotiate And Execute An Agreement Renewal With The Harris County Juvenile BoardD-4 Authority To Establish A Budget For The Implementation Of A Formative Assessment System And Universal Screener To Provide Predictive And Diagnostic Assessments And To Negotiate And Execute Contracts With Public Consulting Group, Inc. And Imagination Station, Inc.

E.HUMAN RESOURCESE-1 Authority To Negotiate And Execute An Agreement With Battelle For Kids To Support EVAAS And ASPIRE AwardsE-2 Authority To Negotiate And Execute A Renewal Agreement With The Haberman Educational Foundation

F.BUSINESS OPERATIONSF-1 Authority To Negotiate, Execute, And Amend A Contract With W.A. Robbins Construction Company, Inc. For The Renovation Of The Settegast Building On The Carnegie Vanguard High School Campus (WITHDRAWN)F-2 Authority To Negotiate, Execute, And Amend Construction Contract For A SPARK Park At Patrick Henry Middle SchoolF-3 Authority To Negotiate, Execute, And Amend Construction Contract For A SPARK Park At James Ketelsen Elementary School

G.FINANCEG-1 Approval Of Consultant And Professional-Service Contracts And Ratification Of Bid Waiver Projects

Consultants Requests Ratifications

G-2 Approval Of Vendor Awards For Purchases Over $100,000 And Ratification Of Vendor Awards For Purchases Under $100,000

Purchasing RequestsG-3 Approval Of 2013 Voluntary Benefit Plans And Employee Assistance PlanG-4 Approval Of Payroll Reconciliation Process And Waiver Of Board Policy DEC(LOCAL), Compensation And Benefits: Leaves And Absences, And Related Policies And ProceduresG-5 Approval Of 2013 Employee Medical Programs And Authority To Negotiate And Execute Contracts With Service Providers

H.OTHERH-1 Approval Of Current And Anticipated Donations For Districtwide And School-Specific Programs And Authorization To Negotiate, Execute And Amend Necessary Contracts Associated With These Donations

Acceptance of DonationsH-2 Acceptance Of Grant Funds In Support Of Districtwide And School-Specific Programs And Authorization To Negotiate And Execute Contracts Required Under The Grants

Acceptance of GrantsH-3 Consideration And Approval Of Multi-Year Administrator Performance Contracts For PrincipalsH-4 Approval Of Information Technology Initiatives, Phase II

Technology Initiatives Budget

I.POLICYI-1 Proposed Revisions To Board Policies DH(LOCAL), Employee Standards Of Conduct, CQ(LOCAL), Technology Resources, And CY(LOCAL), Intellectual Property-First Reading

CQ(LOCAL), First Reading CY(LOCAL), First Reading DH(LOCAL), First Reading

I-2 Proposed Revisions To Board Policy FMG(LOCAL), Student Activities: Travel-First Reading FMG(LOCAL), First Reading

I-3 Proposed Revisions To Board Policy EFA(LOCAL), Instructional Resources: Instructional Materials-Second Reading

EFA(LOCAL), Second ReadingI-4 Proposed Revisions To Board Policy EFAA(LOCAL), Instructional Materials: Selection And Adoption-Second Reading

EFAA(LOCAL), Second Reading

I-5 Proposed Revisions To Board Policy EIF(LOCAL), Academic Achievement: Graduation-Second Reading 1 - EIF(LOCAL), Second Reading 2 - EIF(EXHIBIT), Second Reading

I-6 Proposed Revisions To Board Policies CFC(LOCAL), Accounting, And BDB(LOCAL), Board Internal Organization-First Reading

1 - BDB(LOCAL), First Reading 2 - CFC(LOCAL) First Reading 3 - BDB(EXHIBIT)

MEMORANDUM

TO: Members of the Board of Education

FROM: Terry B. GrierSuperintendent of Schools

SUBJECT: MODIFICATIONS TO THE AUGUST 9, 2012 BOARD OF EDUCATION MEETING AGENDA

The following modifications have been made to the agenda for the August 9, 2012, Board of Education meeting:

ITEM SUBJECT ACTION TAKEN DATE

A-2 Schoolhouse Bond Election

New Item 08-06-12New Attachments 08-06-12Revised Attachment 1 08-07-12Revised Attachment 2 08-08-12Revised Attachment 2 08-09-12

B-2 Common Decency, Respectful Behavior New Attachment 08-02-12F-1 Renovate Bldg. at Carnegie-Vanguard Item Withdrawn 08-02-12G-1 Consultant Attachment, pg. 1, 4 Revised Attachment 08-09-12G-2 Vendors Attachment, pg. 1, 2 Revised Attachment 08-06-12G-5 Employee Medical Programs New Item 08-06-12

H-1 Donations Attachment Revised 08-01-12Attachment Revised 08-06-12

H-2 GrantsAttachment Revised 08-01-12Attachment Revised 08-01-12

I-2 FMG(LOCAL), First ReadingNew Attachment 08-01-12Revised Attachment 08-07-12

I-6CFC(Local), BDB(Local), First Reading, with Exhibit

New Item 08-06-12New Attachment 08-06-12New Attachment 08-06-12New Exhibit 08-06-12

TG/MP/cm/lw

REPORT FROM THE SUPERINTENDENT

Office of Superintendent of SchoolsBoard of Education Meeting of August 9, 2012

SUBJECT: BOARD MONITORING SYSTEM–GOAL 4, FOOD SERVICES

At the February 11, 2010 meeting, the Board of Education implemented a revised Board Monitoring System in order to efficiently maintain and measure achievement of Houston Independent School District (HISD) goals and adherence to its core values. The monitoring system was designed to give district administrators clear direction on how to meet the board’s expectations in these crucial areas.

Board Policy AE(LOCAL) states “[T]he administration shall report to the Board on each goal and core value using the specific method and timing set out below, . . ..”

In reference to the district’s Goal 4: Increase Management Effectiveness and Efficiency, the attached report provides information on Food Services. The policy states that, “[T]he administration will report to the Board of Education on management efficiencies that have been achieved throughout the organization. The report will also include detailed analysis reflecting the percentage of District monies supporting instruction. This analysis would be focused on measuring the resources deployed to support the teaching/learning process, including monies dedicated to the salaries of teachers, counselors, librarians, campus administrators, and nurses, as well as curriculum work, and professional development designed to enhance classroom teaching. The report will also include additional resources used to create an environment conducive to learning, including utilities, transportation, and food services.

Timing: This report will be provided to the Board each year.” [The Food Services report occurs on a rotating schedule with Communications, Transportation, Technology, Benefits and Risk Management.]

The attachment provides information regarding the requested report for the 2011–2012 school year.

A-1a

August 2012 1

Board Monitoring System: Goal 4

DEPARTMENT SUMMARY

As part of the Houston Independent School District (HISD) Board Monitoring System, the HISD Board of Education has requested periodic reviews of administrative systems within the district. Therefore, in lieu of the monthly A-1 Status Report, Food Services has provided this department overview including the following:

1. Department Goals and Nutrition Mission Statement................................... 2

2. Areas of Responsibility .............................................................................. 2

3. Provided Services...................................................................................... 2

4. Fast Facts / Scope of Services .................................................................. 3

5. 2011–2012 Key Accomplishments ............................................................. 3 - 5

6. 2012–2013 Major Initiatives ....................................................................... 5 - 6

7. Program Evaluations and Audits ................................................................ 6

8. Figure 1: Organizational Charts ................................................................ 7

9. Figure 2: Schedule of Revenues, Expenditures, and changes in Fund Net Assets ............................................................... 8

10. Figure 3 and 4: Breakfast and Lunch Meal Participation Comparisons .... 9

Attachment A-1a

August 2012 2

Summary Overview1. Food Services Goals and Nutrition Mission StatementThe goals for Food Services are as follows:

increase student participation in all programs identify every eligible child for free or reduced-price meals provide employee training and a safe environment increase customer satisfaction earn recognition as a national leader in child nutrition and wellness among public

school districtsFood Services’ Nutrition Mission:

"Houston ISD will be a leader in child nutrition and wellness by providing the highest level of nutrition possible on our campuses, by providing comprehensive nutrition and wellness education, and by engaging the entire HISD community to teach our children the benefits of making healthy choices."

2. Areas of Responsibility Human Resources Information Technology – Automated Data Collection, SAP systems, Cybersoft

Point-of-Sale and Production planning, PeopleSoft integration Student Eligibility and Accountability – Free and Reduced-price meal applications Finance Communications/Marketing Operations – Campus-based Production – Culinary, Nutrition Services, Production Areas of the Food Services

Support Facility (FSSF) Warehouse and Distribution Maintenance – Campus Kitchens and Food Service Support Facility (FSSF) Quality Assurance (FSSF quality and food safety) Quality Control (campus based food and kitchen safety, compliance reviews)

3. Services Provided• Breakfast – Traditional Cafeteria Service and First Class Breakfast – 13 Million

meals• Lunch Program – 23 Million meals• Summer Meals Program - 1.8 Million meals• After-school Snacks• Saturday Tutorial Meals • Full Service Catering• Nutrition and Wellness Awareness

- Dietetic Intern Program, Student and Parent Wellness Engagement Committees

- Mobile Dairy Cow Show, Student Tours, Nutrition Mascot, Harvest of the Month, Garden Connection, Build-a-Healthy-Meal Menus

4. Fast Facts/Scope of Services• Total Employees – 1,898

August 2012 3

- Management, Grade 25 and above – 49 (See Figure 1.)- Production, Administration, Maintenance, Warehouse/Transportation – 239- Field Employees – Team Leads and Food Service Attendants – 1,587

• 19 ARAMARK salaried positions, 3 hourly positions• 284 buildings/kitchens• 262,890 meals served per day (YTD May 2012)• 80.8 percent of enrollment eligible for free or reduced meal status• A la carte revenue $32,000 per day• Food Services Production Facility:

• 15 acres• 219,000 sq. ft.• 32 shipping and receiving docks• Estimated annual meal capacity of 52 million meals

• 2011–2012 Budget$111.7 Million budget- $56.6 million supplies and materials- $41.6 million payroll- $13.5 million direct costs and utilities

5. 2011–2012 Key Accomplishments

Operations:• First Class Breakfast

o Developed and implemented a new cost-saving service style for the First Class Breakfast (FCB) program called “Offer versus Serve.” The new service model offers students a daily multi-selection of entrees, fruits, and beverage choices as opposed to requiring students to take the one entrée or side and milk which was previously offered under a “straight serve” service model. This allows students to choose what they like and reduces overall food waste. The program was implemented in 93 of the 214 campuses serving breakfast in the classroom, resulting in a 2 percent increase in participation and a significant decrease in food cost at those campuses.

o A breakfast study conducted by HISD Research and Accountability was published in April 2012 based on data collected over the first two years of program implementation. The following conclusions were reported:- Compared to pre-implementation levels in HISD elementary schools,

implementation of the FCB program was associated with significant increases in attendance rates, decreases in disciplinary actions, and increases in TAKS mathematics passing rates.

- Implementation of the FCB program in HISD middle schools was related toincreases in attendance rates and TAKS mathematics passing rates.

- Currently, 214 schools participate in the FCB program. The food services staff members and district administration continue to encourage the remaining campuses (predominately high schools) to implement similar programs. Providing a healthy breakfast to as many students as possible will help strengthen the district’s academic initiatives and support overall student learning.

August 2012 4

• Food Services operations and culinary leadership continued monthly engagement with the Food Services Parent Advisory Committee. Program feedback and parent perspective has encouraged steady focus on menus that target optimal nutritional health and encouraged the expansion of the First Class Breakfast program.

• The entire Food Services department incorporated compliance focus in all training activities leading to the finalization of the United States Department of Agriculture/Texas Department of Agriculture (USDA/TDA) Coordinated Review Effort (major program compliance audit) with no financial penalties to Food Services.

• Campus staffing levels were effectively managed to meet the established goal of 27 meals per labor hour and hold associated labor costs to $2M less than prior year.

• ARAMARK Education invested $200,000 to implement 21 new service linerenovations in a total of eight high school cafeterias. The investment was successful in driving meal participation and featured ARAMARK’s popular “build your own”dining concepts Green Street Deli and Tortilla Fresh Mex. Additionally, six other elementary and middle school campuses received serving area makeovers.

• An aggressive promotional campaign was designed to drive participation and launched to counteract the typical lower meal participation levels of the spring months.

• A robust employee recognition program and multiple employee activities were implemented to increase employee appreciation and engagement.

Support Services:• Established new Production Scheduling and Schedule Attainment Tool to measure

labor utilization and variances from plans and to target waste reduction opportunities.• Coordinated cross-functional training for team leads and supervisors at the FSSF in

order to strengthen leadership across different production areas and processes.• Attained $160,000 favorable variance to the standard material cost for FSSF

produced foods over the year. Significant improvement to last year’s $250,000 unfavorable variance.

• Redesigned the inventory process to improve the accuracy of production reporting and inventory control.

• Warehousing achieved over 100 “picks per labor hour” productivity rate in the warehouse for the last 4 months of the year, beating last year’s average rate of 89.9 “picks per labor hour.”

• Constant focus on details allowed for the warehouse Order Fill Rate to improve to 98percent. Order Fill Rate is measured as a ratio of correct product shipped versus the original kitchen order.

• Initiated Daily Cycle Counting in the warehouse to improve inventory accuracy. End-of-year inventory variance for the year was favorable $12,000 in 2012 versusunfavorable $118,000 previous year.

• Implemented SAP’s Shelf Life, Expiration Date (SLED) functionality to enhance management of inventory aging and quality.

• Food Services Maintenance team sustained quick response time for high priority Level One and Two work orders, ensuring kitchen equipment was properly maintained throughout the year with no loss of service days.

August 2012 5

• Completed more maintenance work orders in 2011–2012, even with a reduced budget.

• Redesigned menus and menu options to reduce food cost beginning in November2011, resulting in significant contribution to the end-of-year financial results.

• Developed new menu “pre-cost” tool to assist with menu design and more accurate cost projections across multiple menus.

• Supported an increase in special diet needs throughout the district.• More than 300 safety training classes were facilitated for FSSF employees.• Implemented new “safety incident tracker” to capture incident data, in addition to

focused root cause analysis, to reduce the number of incident occurrences.

6. 2012–2013 Major Initiatives

Operations• Reorganize operations department leadership to afford more support,

accountability, and training opportunities for campus staff members. • Revitalize participation drive for free and reduced-price meal applications utilizing

“Meal Sense,” Food Service’s multi-level community outreach campaign promoting on-line applications and 100 percent application return.

• Continue the implementation of Offer versus Serve First Class Breakfast to a targeted 90 percent of participating campuses.

• Focus on food safety compliance training and accountability.• Provide focused training for campus kitchen personnel and an extensive community

education effort regarding new USDA nutrition requirements.• Increase focus on parent and student nutrition education.• Introduce fresh fruit and vegetable stations (i.e. salad bars) at a minimum of eight

additional pilot campuses. Closely monitor pilot campuses for associated costs, product availability, food waste, and meal participation levels.

• High School dining concept expansions scheduled for 88 service lines in 31 campuses throughout the district. These build-your-own concepts include expanding the new Green Street Deli and Tortilla-Fresh Mex stations to most campuses and introducing a new build-your-own grill line and a comfort food station.

• Enhance employee recognition and engagement program

Support Services• Full implementation of SAP’s MRP functionality with respect to manufacturing

designs, systems, and operations.• Expand functionality of CATAMARAN hand-held technology to improve warehouse

productivity and food production reporting and transaction accuracy.• Install dock levelers to reduce maintenance and repair costs associated with

improper dock door designs.• Reinvest in the Food Service Support Facility by installing new equipment in order

to produce hamburger/hot dog buns and properly wash and cut fresh fruits and vegetables in quantities needed to serve 260,000 meals daily.

• Continue improving safety culture and training.

August 2012 6

• Create Culinary Training Academy – A two-week program where operation managers and cafeteria team leads will have professional training in culinary skills, food preparation, line presentation, and customer service.

7. Program Evaluations and Audits

• USDA/TDA Coordinated Review Effort - Review was performed in January 2012. The review indicated no financial

penalties for Food Services.• TDA Summer Food Service Program Administrative Review

- Reviews were performed in 2010, 2011 and 2012. HISD passed consecutively without corrective action needed or financial penalties. Results of the recently completed 2012 review are still pending; however, no indication of corrective action cited in exit interview.

• ARAMARK Financial Audits – Results from audits performed in 2010, 2011, and2012 confirm no major violations.

• City of Houston Health Department Inspections – Required minimum of two city health inspections were performed per campus in 2011 and 2012.

List of Figures on following pages:

Figure 1 – Organization ChartFigure 2 – Schedule of Revenues and Expenditures/Fund BalanceFigure 3 – Breakfast Meal Participation Year Over Year ComparisonFigure 4 – Lunch Meal Participation Year Over Year Comparison

August 2012 7

Figure 1

August 2012 8

Figure 2

HOUSTON INDEPENDENT SCHOOL DISTRICTFOOD SERVICE FUNDFOR THE FISCAL YEAR ENDED JUNE 30, 2012 (PROJECTED), WITH COMPARATIVE DATA FOR PRIOR YEARS AND 2013 BUDGET

2009-2010 2010-2011 2011-2012 2012-2013Actual Actual Projection Budget

REVENUES

Food Sales $10,632,279 $9,645,209 $10,327,944 $9,684,018 Interest Income 3,076 4,758 2,064 1,912 Miscellaneous Local Sources 937,992 762,895 797,712 807,011 State Matching Funds 590,245 594,190 621,963 594,191 Child Nutrition Programs/Summer Food Program 83,251,515 96,343,764 94,103,131 96,826,335Donated Commodities 6,106,843 6,056,919 5,495,082 5,294,334 Other Sources 10,604,609 0 0 0

Total Revenues 112,126,559 113,407,735 111,347,896 113,207,801

EXPENSESCurrent

Food Services 101,216,988 109,066,502 90,441,109 96,481,054 General Administration 713,826 907,092 8,644,516 8,487,805 Plant Maintenance and Operations 5,459,059 5,090,312 7,804,076 8,023,865

Total Expenses 107,389,873 115,063,906 106,889,701 112,992,724

Change in Fund Net Assets 4,736,686 (1,656,171) 4,458,195 215,077

Total Net Assets -Beginning 746,616 5,483,302 3,827,131 8,285,326

Total Net Assets - Ending $5,483,302 $3,827,131 $8,285,326 $8,500,403

August 2012 9

Figure 3

Figure 4

AUG SEP OCT NOV DEC JAN FEB MAR APR MAY

2010-2011 50% 53% 56% 58% 59% 57% 56% 57% 56% 55%

2011-2012 50% 55% 58% 58% 58% 57% 57% 57% 57% 56%

44%

46%

48%

50%

52%

54%

56%

58%

60%

Breakfast Participation Rate

AUG SEP OCT NOV DEC JAN FEB MAR APR MAY

2010-2011 65% 66% 66% 68% 71% 70% 69% 70% 72% 69%

2011-2012 60% 64% 66% 67% 68% 67% 68% 68% 68% 67%

54%

56%

58%

60%

62%

64%

66%

68%

70%

72%

74%

Lunch Participation Rate

REPORT FROM THE SUPERINTENDENT


SUBJECT: MAJOR BUSINESS PROJECTS STATUS REPORTS

There are five major business projects currently in progress:

Benefits Food Services PeopleSoft SAP Business System

Student Information System

Special Note: The Food Services Status Report will not be provided this month as the three-year Board Monitoring System Food Services Report will be provided in A-1a.

Status summaries are attached as reports to the Board of Education.

A-1

Benefits Status Report

Major Projects—Benefits Page 1 of 2August 2012

EXECUTIVE SUMMARY

Project Purpose

The purpose of the Benefits Outsourcing Project is to apply best business practices and updated technology to the management of the Houston Independent School District’s (HISD) benefits programs and processes. Services provided include general administration and call-center support, general benefits consulting, claim audits, actuarial support, wellness initiatives, and communications. The model is also being used with other organizations and uses collective purchasing opportunities when advantageous. Outsourcing allows HISD to access highly specialized resources on an as-needed basis and to share use of expert systems, thereby avoiding the cost of having such resources on staff. Strategically, HISD has moved toward consumerism plan designs, disease management, and wellness initiatives to best manage overall healthcare costs.

Open Enrollment Planning and Implementation

Open enrollment (OE) dates for the 2013 Benefits plan year will be November 1 through November 15. OE project plans incorporating Web-site modifications, user testing, communications, payroll, accounting and carrier files are being developed.Review and sign-offs for Web requirements, business process flows, e-mail alert requirements, reporting requirements, dual-year processing, payroll requirements, accounting requirements and interactive voice requirements is slated to begin later this month. A weekly status call is scheduled to begin in late August to ensure timely completion of all OE pre-launch tasks.

Benefit coordinator designation emails will be sent to principals and department heads in August. Benefit coordinator training which will cover all changes for the 2013 Benefits plan year is slated for mid-October.

The Matchup

HISD participated in The Matchup, a team weight loss challenge where employees competed in teams of five for three months. The Matchup was a team-based weight-loss competition where teams from HISD competed against teams from organizations and companies across the United States for $18,000 in prize money. Two HISD teams, both from Judson Robinson Elementary School, won 1st and 3rd place winning $10,000 and $3,000,

Attachment A-1

Benefits Status Report

Major Projects—Benefits Page 2 of 2August 2012

respectively. HISD had a total of 467 participants in the challenge and lost a total of 2,968.6 pounds or approximately 6.36 pounds per person. The Matchup was managed by Healthy Wage and sponsored by community partners such as Health Clubs and My Fit Foods. Participants were provided online tools and weekly challenges to assist with weight loss.

New Employee Orientation

The Benefits Department participated in the New Employee Orientation training for all new teachers in August. Benefit Counselors presented information on health and wellness benefits including medical, dental, vision, life insurance, voluntary benefits and the Employee Assistance Program. In addition, Benefit Counselors maintained an informational booth during the four day event to answer any employee benefit questions.

Mammography Screenings

The Benefits Department hosted the Rose, a non-profit organization dedicated to the reduction of breast-cancer-related deaths. The Rose’s mission is to provide mammography screening, diagnosis, and access to treatment and support to all women regardless of their ability to pay. Seventy-five HISD employees received mammogram screenings in July at the Hattie Mae White Educational Support Center. Additional dates are scheduled in September and in October, during Breast Cancer Awareness month,at various locations throughout the district. The Rose accepts all HISD medical insurance plans and if uninsured, women may qualify for a free mammography. The Rose also offers a reduced rate cash price and payment plans.

PeopleSoft Status Report

Major Projects—PeopleSoft Page 1 of 1August 2012

EXECUTIVE SUMMARY

Project Purpose

The purpose of the Human Resources/Payroll Project is to affect significantly the attainment of Houston Independent School District’s (HISD) goals through the application of best business practices and updated technology to human resources and payroll work processes. Schools and central office departments, including Human Resources, Payroll, Budgeting, Accounting, Finance, Benefits, and Professional Development Services, use the PeopleSoft system.

Project Status

The PeopleSoft team is engaged in production support, performance-tuning, and leveraging the application by developing new functionality.

TASKS ONGOING OR COMPLETED DURING THIS REPORTING PERIOD

PeopleSoft 9.1 Upgrade

The upgrade team has completed multiple walkthroughs of PeopleSoft 9.1 capabilities with Human Resources and Payroll. The team has gathered the business needs from Recruiting and Payroll as they relate to Time and Labor, as well as to Talent Management. The business systems analyst for each module has started applying all setups and rules.

Recruiting templates are currently being created in the Talent Management module, which will allow the district to customize job postings and attach specific questions related to each posting. These recruiting templates will further assist HR Recruiting with the ability to screen applicants as they apply for HISD positions.

In Time and Labor, rules related to time entry are also being created and implementation of these rules will replace eight custom business processes that are used to ensure adherence to the district current payroll policies.

As of July 13, 2012, there have been no additional business cases submitted for 9.1 enhancement for the modules reviewed. We anticipate that the delivered system functionality will meet the district’s business needs and ultimately reduce the number of customizations applied to the out-of-the-box system.

Attachment A-1

SAP Business System Status Report

Major Projects—SAP Page 1 of 1August 2012

EXECUTIVE SUMMARY

Project Purpose

The Systems, Applications and Products in Data Processing (SAP) systems are used to support the business operations of the Houston Independent School District (HISD). It is the mission of the SAP Projects Team to maintain, enhance, and upgrade the system to address the emerging needs of HISD users and capitalize on new technology.

Supplier Relationship Management for Public Sector (SRM-PPS)—Vendor Master Management and Registration of Supplier (ROS)

The SRM module in SAP allows suppliers to provide and update profile information to SAP via the HISD Web site. Additionally, it streamlines the procurement process from requisition to goods receipt for district-contracted items that move straight into a purchase order, which is immediately sent to the vendor.

Training of the Facilities group on SRM continues. Construction and Facility Services (CFS) will be migrated to SRM in phases with a target of September 1, 2012 for complete migration.

Year end processes within SAP were performed during the month of June. Financial fiscal year close support started in July and will continue through August.

Ongoing SAP System Modifications

Maintenance Support Packs required to keep HISD in compliance will be applied and tested beginning in July to be implemented by October 2012. New enhancement packs are scheduled to be released by SAP for access later this year. They will be reviewed and implemented. Any new functionality will be assessed.

Twenty-nine change control items are currently being worked.

Attachment A-1

SIS Status Report

Major Projects—SIS Page 1 of 2August 2012

EXECUTIVE SUMMARY

Project Purpose

The purpose of the student information system (SIS) project is to implement the Chancery Student Management System (SMS) and GradeSpeed grade book system across the district.

User Support

The general performance of both Chancery and GradeSpeed was acceptable for normal school activities in both the Production database and the Summer School database through the month of July 2012. SIS conducted daily open lab sessions to support elementary and secondary student scheduling for the 2012–2013 school year.

Data Reporting, Extracts and IntegrationsSIS completed eight data extracts and ad hoc reports for various central office departments and schools. SIS placed into production ten report enhancements, modifications and/or corrections and three reports made specifically for summer school.

Customizations

SIS continued work with the project teams for the Teacher Assessment and Development System – Student Progress (TADS-SP) and the Business Intelligence/Data Warehouse (BI/DW) to meet requirements for student information.Custom scripts were written to load multilingual student data collected outside of Chancery into the Production database. Modifications were made to pre-K and kindergarten report cards in the GradeSpeed database in preparation for 2012–2013.

Testing

SIS completed a full test of the annual Year End Process (YEP). The YEP is run to close out and archive the school year just completed and initialize a new database for the new school year. YEP testing includes the development and maintenance of custom scripts to be used through the process. SIS continued testing a new release of GradeSpeed grade book for deployment in August.

Summer School

SIS closed out the Chancery and GradeSpeed summer school databases at the end of the summer program.

Attachment A-1

SIS Status Report

Major Projects—SIS Page 2 of 2August 2012

2012 Year End Process (YEP)

The Production database was taken off line on July 20 for the annual Year End Process. The 2011–2012 school year was closed out and prepared for archive. The 2012–2013 Production database was brought on line for school access August 1, 2012.

Page 1 of 2


Office of Superintendent of SchoolsTerry Grier, Superintendent of Schools

SUBJECT: CALL SCHOOLHOUSE BOND ELECTION, APPROVE ELECTION ORDER, AND GRANT AUTHORITY TO NEGOTIATE, EXECUTEAND AMEND RELATED CONTRACTS AND AGREEMENTS

Houston voters approved the first three phases of the Houston Independent School District’s (HISD) bond program in 1998, 2002 and in November 2007. Together these three bond issues have allowed HISD to build 67 new schools and renovate or expand schools throughout the district. As the 2007 Bond Program nears completion, HISD is proposing a new bond issue that will fund additional identified needs in the district. This agenda item calls for a Schoolhouse Bond Election to be held with the general election on November 6, 2012, and approval of the election order.

In December 2006, Magellan Consulting was hired to conduct a comprehensive facility assessment of HISD schools. The independent facility assessment focused on the schools’ educational adequacy, building condition, life-cycle forecast and related facility information. In March 2012, Parsons Environment & Infrastructure Group Inc. was hired to update the Magellan data and incorporate improvements to HISD facilities as part of the 2007 Bond and other capital improvement work. The resulting proposal as detailed in Attachment 1, includes the replacement, renovationand modernization of outdated high schools, technology improvements at all schools, safety and security improvements, the conversion of elementary buildings to K–8 models, the replacement of elementary schools and addition of anelementary relief school, the replacement of a middle school and completion of aphased middle school project, renovation of restrooms in middle schools, land acquisition and replacement of athletic facilities.

To conduct the election, several contracts will be negotiated to provide polling places, equipment, and support. Approval of this item authorizes the superintendent of schools or a designee to enter into such agreements as needed to carry out the election process.

The election order is on file in Board Services.

COST/FUNDING SOURCE(S): The total cost of this program is $400,000 and will be funded by general funds(GF1-41-6439-911-99-940-940).

NEW08/06/12

A-2

Page 2 of 2

STAFFING IMPLICATIONS: Current staff members will handle planning of the election.

ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement, HISD Goal 2: Improve Human Capital, HISD Goal 3: Provide A Safe Environment, HISD Goal 4: Increase Management Effectiveness and Efficiency, HISD Goal 5: Improve Public Support And Confidence In Schools, and HISD Goal 6: Create A Positive District Culture and is aligned to Core Initiative 5: Culture of Trust through Action.

THIS ITEM DOES NOT REQUIRE CONSULTATION.

THIS ITEM DOES NOT ESTABLISH, MODIFY, OR DELETE BOARD POLICY.

RECOMMENDED: That the Board of Education approve an Order calling the Schoolhouse Bond Election to be held with the general election on November 6, 2012, and authorize the superintendent of schools or a designee to negotiate, execute and amend such contracts and agreements as needed to carry out the election process, effective August 10, 2012.

ORDER CALLING SCHOOLHOUSE BOND ELECTION

STATE OF TEXAS § COUNTY OF HARRIS § HOUSTON INDEPENDENT SCHOOL DISTRICT §

WHEREAS, the District has, among others, the power to issue bonds for the purpose of the construction, acquisition and equipment of school buildings in the District (including the rehabilitation, renovation, expansion and improvement thereof) and the purchase of the necessary sites for school buildings; and

WHEREAS, the District has determined that it is now necessary and convenient to call and conduct an election to obtain voter authorization of the issuance of bonds;

IT IS, THEREFORE, ORDERED BY THE BOARD OF EDUCATION OF THE HOUSTON INDEPENDENT SCHOOL DISTRICT THAT:

Section 1. Call of Election; Date; Eligible Electors; and Hours. An election (the “Election”) shall be held on Tuesday, November 6, 2012, which is seventy-eight (78) or more days from the date of the adoption of this order, within and throughout the territory of the District at which all resident, qualified electors of the District shall be entitled to vote. The Board hereby finds that holding the Election on such date is in the public interest. The hours during which the polling places are to be open at the Election shall be from 7:00 o’clock a.m. to 7:00 o’clock p.m.

Section 2. Voting Precincts; Polling Places; Election Officers. Except as otherwise provided herein, the voting precincts, polling places and precinct judges for the Election are hereby established and designated to be the same as those designated by Harris County for the general election to be held on the same date.

If required, additional or alternative election judges for the voting precincts may be appointed in writing by the Superintendent of Schools (the “Superintendent”) or his designee. In the event that the Superintendent or his designee shall determine from time to time that (a) one or more of the polling places hereby established and designated shall become unavailable or unsuitable for such use, or it would be in the District’s best interests to relocate a polling place or (b) one or more of the precinct judges or assistant judges hereby appointed or hereinafter designated shall become unqualified or unavailable, the Superintendent or his designee is hereby authorized to designate and appoint in writing substitute polling places, precinct judges or assistant judges, giving such notice as is required by the Election Code and as deemed sufficient by the Superintendent.

Section 3. Proposition. At the Election there shall be submitted to the resident, qualified electors of the District the following proposition (the “Proposition”):

Attachment A-2REVISED 08/07/12

PROPOSITION

SHALL THE BOARD OF EDUCATION OF THE HOUSTON INDEPENDENT SCHOOL DISTRICT BE AUTHORIZED TO ISSUE BONDS OF THE DISTRICT IN THE AMOUNT OF $1,890,000,000 FOR THE CONSTRUCTION, ACQUISITION AND EQUIPMENT OF SCHOOL BUILDINGS IN THE DISTRICT (INCLUDING THE REHABILITATION, RENOVATION, EXPANSION AND IMPROVEMENT THEREOF) AND THE PURCHASE OF THE NECESSARY SITES FOR SCHOOL BUILDINGS, WHICH BONDS MAY BE ISSUED IN VARIOUS SERIES OR ISSUES, MAY BE SOLD AT ANY PRICE OR PRICES, SHALL MATURE, BEAR INTEREST AND BE ISSUED AND SOLD IN ACCORDANCE WITH LAW AT THE TIME OF ISSUANCE; AND SHALL THE BOARD BE AUTHORIZED TO LEVY AND PLEDGE, AND CAUSE TO BE ASSESSED AND COLLECTED, ANNUAL AD VALOREM TAXES ON ALL TAXABLE PROPERTY IN THE DISTRICT SUFFICIENT, WITHIN THE LIMITS PRESCRIBED BY LAW, TO PAY THE PRINCIPAL OF AND INTEREST ON THE BONDS AS THEY BECOME DUE, AND THE COSTS OF ANY CREDIT AGREEMENTS EXECUTED IN ANTICIPATION OF, RELATED TO, OR IN CONNECTION WITH THE BONDS, ALL AS AUTHORIZED BY THE CONSTITUTION AND LAWS OF THE STATE OF TEXAS, INCLUDING PARTICULARLY (BUT NOT BY WAY OF LIMITATION) ARTICLE 2784G, VERNON’S TEXAS CIVIL STATUTES, SUBCHAPTER A OF CHAPTER 45 OF THE TEXAS EDUCATION CODE, AND CHAPTER 1371, TEXAS GOVERNMENT CODE, TOGETHER WITH ALL AMENDMENTS AND ADDITIONS THERETO, AND OF THE UNITED STATES OF AMERICA?

Section 4. Ballots. The ballots shall conform to the requirements of the Election Code and shall have written or printed thereon the following:

OFFICIAL BALLOT

HOUSTON ISD PROPOSITION

[ ] FOR THE ISSUANCE BY HOUSTON INDEPENDENT SCHOOL DISTRICT OF $1,890,000,000 SCHOOLHOUSE BONDS FOR THE CONSTRUCTION, ACQUISITION AND EQUIPMENT OF SCHOOL BUILDINGS IN THE DISTRICT (INCLUDING THE REHABILITATION, RENOVATION, EXPANSION AND IMPROVEMENT THEREOF) AND THE PURCHASE OF THE NECESSARY SITES FOR SCHOOL BUILDINGS, AND THE LEVYING OF THE TAX IN PAYMENT THEREOF

[ ] AGAINST

Section 5. Voting. Voting in the Election, including early voting by personal appearance, shall be by a computerized voting system adopted by the Commissioners Court of

Harris County, Texas, for use in elections held by the County. Each voter desiring to vote in favor of the Proposition shall mark the ballot indicating “FOR” the Proposition, and each voter desiring to vote against the Proposition shall mark the ballot indicating “AGAINST” the Proposition. Voting shall be in accordance with the Election Code.

Section 6. Early Voting. Early voting by personal appearance and by mail shall be conducted in accordance with the Election Code. Early voting shall be conducted at the dates, times and temporary branch polling places, if any, designated by Harris County for its election to be held on the same date.

The Board hereby appoints Stan Stanart, or his designee, as the early voting clerk. The mailing address to which ballot applications and ballots voted by mail may be sent is as follows: Clerk for Absentee Voting, P.O. Box 1525, Houston, Texas, 77001, Attention: Absentee Voting. For the use of those voters who are entitled by law to vote early by mail, the early voting clerk shall provide each voter with a ballot indicating his or her vote “FOR” or “AGAINST” the proposition.

The Board hereby appoints Stan Stanart, or his designee, as the presiding judge of the special early voting ballot board to count and return early voting ballots in accordance with the Election Code. The presiding judge shall appoint at least two election clerks, and such judge and clerks shall constitute the special early voting ballot board and shall perform the duties set forth for such board in the Election Code.

Section 7. Conduct of Election. The Election shall be conducted by election officers, including the precinct judge appointed hereunder, in accordance with the conditions of the contract between the District, Harris County and others, the Education Code, the Election Code and the Constitution and laws of the State of Texas and the United States of America.

Section 8. Delivery of Voted Ballots; Counting; Tabulation; Canvassing of Returns; Declaring Results. The election officers shall deliver the ballot containers to the central counting station. The following persons are hereby appointed to serve in the indicated offices at the central counting station:

Manager: TO BE THE SAME AS HARRIS COUNTY

Tabulation Supervisor: (assistants optional)

TO BE THE SAME AS HARRIS COUNTY

Central Counting Station Judge:

TO BE THE SAME AS HARRIS COUNTY

Both the manager and the judge may appoint clerks to assist at the central counting station. After the completion of his or her responsibilities under the Election Code, including the counting of the voted ballots and the tabulation of the results, the judge shall make a written return of the Election results to the District in accordance with the Election Code. The Board shall canvass the returns and declare the results of the Election.

If a majority of the resident, qualified electors of the District voting at the Election, including those voting early, shall vote in favor of the Proposition, then the issuance and sale of the bonds shall be authorized in the maximum amount contained therein, and the bonds shall be issued and sold at the price or prices and in such denominations determined by the Board to be in the District’s best interests.

Section 9. Training of Election Officials. Pursuant to the Election Code, a public school of instruction for all election officers shall be held as arranged or contracted by the Superintendent or his designee through Harris County.

Section 10. Notice of Election. Notice of the Election, stating in substance the contents of this order (the “Election Order”), shall be published one time in the English, Spanish, and Vietnamese, and Chinese languages, in a newspaper of general circulation in the District’s territory at least ten (10) days and no more than thirty (30) days before the Election. Notice of the Election shall also be posted on the bulletin board used by the Board to post notices of the Board’s meetings no later than the twenty-first (21st) day before the Election.

Section 11. Notice of Meeting. The Board officially finds, determines, recites and declares that written notice of the date, hour, place and subject of the meeting at which this Election Order is adopted was posted on a bulletin board located at a place convenient to the public at the District’s Administration Building for a least 72 hours preceding the scheduled time of the meeting; that a telephonic or telegraphic notice of such meeting was given to all news media who have consented to pay any and all expenses incurred by the District in connection with providing such notice, both as required by the Open Meetings Law, Chapter 551, Texas Government Code, as amended; and that such meeting was open to the public as required by law at all times during which this Election Order and the subject matter thereof was discussed, considered and formally acted upon.

Section 12. Authority of the Superintendent. The Superintendent shall have the authority to take, or cause to be taken, all actions reasonable and necessary to insure that the Election is fairly held and returns properly counted and tabulated for canvass by the Board, which actions are hereby ratified and confirmed.

Section 13. Authorization to Execute. The President or any Vice President of the Board is authorized to execute and the Secretary of the Board is authorized to attest this Election Order on behalf of the Board; and the President and Vice Presidents of the Board are authorized to do all other things legal and necessary in connection with the holding and consummation of the Election.

Section 14. Effective Date. This Election Order is effective immediately upon its passage and approval.

PASSED AND APPROVED August __, 2012.

__________________________________________ President Board of Education

ATTEST: Secretary Board of Education

(SEAL)

CERTIFICATE FOR ORDER

STATE OF TEXAS § COUNTY OF HARRIS § HOUSTON INDEPENDENT SCHOOL DISTRICT §

The undersigned official of the Houston Independent School District (the “District”), hereby certifies as follows:

1. The Board of the District convened in a regular meeting on August __, 2012, at the regular meeting place thereof, within the District, and the roll was called of the duly constituted officers and members of the Board, to-wit:

Michael L. Lunceford, President Paula M. Harris, Member Anna Eastman, First Vice President Lawrence Marshall, Member Juliet K. Stipeche, Second Vice President Harvin C. Moore, Member Rhonda Skillern-Jones, Secretary Manuel Rodriguez, Jr., Member Greg Meyers, Assistant Secretary

and all of such persons were present except _________________________, thus constituting a quorum. Whereupon, among other business, the following was transacted at such meeting: a written

ORDER CALLING SCHOOLHOUSE BOND ELECTION

was duly introduced for the consideration of such Board. It was then duly moved and seconded that such order be adopted; and, after due discussion, such motion, carrying with it the adoption of such order, prevailed and carried by the following vote:

AYES NOES

2. That a true, full and correct copy of the aforesaid order adopted at the meeting described in the above and foregoing paragraph is attached to and follows this certificate; that such order has been duly recorded in the Board’s minutes of such meeting; that the above and foregoing paragraph is a true, full and correct excerpt from the Board’s minutes of such meeting pertaining to the adoption of such order; that the persons named in the above and foregoing paragraph are the duly chosen, qualified and acting officers and members of the Board as indicated therein; that each of the officers and members of the Board was duly and sufficiently notified officially and personally, in advance, of the date, hour, place and purpose of the aforesaid meeting, and that the order would be introduced and considered for adoption at such meeting, and each of such officers and members consented, in advance, to the holding of such meeting for such purpose; that such meeting was open to the public as required by law; and that public notice of the date, hour, place and subject of such meeting was given as required by Chapter 551, Texas Government Code, as amended.

SIGNED AND SEALED this August __, 2012.

__________________________________________ Secretary, Board of Education

(SEAL)

HISD CAPITAL IMPROVEMENT PROGRAM 2012 Facilities Capital Program Proposal

Project Scope of WorkProposed

Project Budget

High Schools:

Austin High School New facility preserving the architecturally significant building structure for a campus accommodating 1,800 - 2,000 students.

68,429,000

Bellaire High SchoolNew 2,800 - 3,100 student school that will incorporate the recently completed science classroom and laboratory wing.

106,724,000

Davis High School New facility preserving the architecturally significant building structure for a campus accommodating 1,500 - 1,700 students.

46,764,000

DeBakey High School New 900 - 1,000 student health professions school. 64,512,000

Eastwood Academy New facility that will incorporate the new 2 story classroom wing for a campus accommodating 500 students. 10,875,000

Furr High School New 1,100 - 1,300 student school. 55,100,000

Houston High School New 2,550 - 2,750 student school that will incorporate the new science classroom and laboratory wing. 101,428,000

HSPVA New 750 student performing and visual arts school. 80,178,000

Jones High School Renovations to existing school facilities. 1,125,000

Jordan High School New 600 - 800 student school. 36,693,000

Kashmere High School Renovations to existing school facilities and site improvements. 17,000,000

Lamar High School New facility preserving the architecturally significant building structure for a campus accommodating 2,800 - 3,100 students.

107,974,000

Lee High School New 1,700 - 1,900 student school. 73,801,000

Madison High School New 1,900 - 2,100 student school that will incorporate recent science and classroom building renovations. 82,736,000

Milby High school New facility preserving the architecturally significant building structure for a campus accommodating 1,800 - 2,000 students.

68,810,000

North Early College New 400 student early college school. 13,500,000

Scarborough High School Renovations to existing school facilities and site improvements. 12,566,000

Sharpstown High School New 1,300 - 1,500 student school. 54,944,000

Sharpstown International High School Renovations to existing school facilities and site improvements. 6,125,000

South Early College New 400 student early college school. 13,500,000

Sterling High School New 1,600 - 1,800 student school. 72,304,000

Waltrip High School Partial replacement and general renovations to accommodate 1,800 - 2,000 students. 30,115,000

Washington High School New 1,100 - 1,300 student school. 51,732,000

Westbury High School Partial replacement and general renovations to accommodate 2,300 - 2,500 students. 40,006,000

Worthing High SchoolNew facility that will incorporate the new 2 story classroom wing for a campus accommodating 1,100 - 1,300 students.

30,180,000

Yates High School New 1,300 - 1,500 student school. 59,481,000

Young Men's College Prep.Partial replacement and general renovations to complement portions of the Howard Payne Carter Career Center for a campus accommodating 900 - 1,000 students.

28,675,000

Young Women's College Prep. Partial replacement and general renovations for a campus accommodating 900 - 1,000 students. 27,159,000

High School Subtotal 1,362,436,000

Middle Schools:

Dowling Middle School New 1,300-1,500 student school. 59,125,000

Grady Middle School New addition to complete multi-phase master plan for the campus. 14,825,000

Middle School Subtotal 73,950,000

K-8s:

Garden Oaks Montessori K-8 School New addition and general renovations of the existing facilities accommodating 750 - 900 students. 26,678,000

Mandarin Chinese Language Immersion School at Gordon K-8

New 750 - 900 student school. 32,161,000

Pilgrim Academy K-8 New addition for a campus accommodating 750 - 900 students. 7,989,000

Wharton Dual Language School K-8

New addition and general renovations of the existing facilities accommodating 750-900 students. 35,603,000

Wilson Montessori School K-8 New addition and general renovations of the existing facilities accommodating 750-900 students. 18,914,000

K-8 Subtotal 121,345,000

Elementary Schools:

Askew Elementary School 850 student new school - replacement. 26,632,000

Parker Elementary School 850 student new school - replacement. 29,485,000

Relief Elementary School 750 student new school to be built in the west Houston area. 23,417,000

Elementary Subtotal 79,534,000

All Schools 1,637,265,000

District-Wide Projects:

District Athletic Improvements Replacement of regional field house(s) and athletic facility improvements. 44,675,000

District Wide Land Acquisition Districtwide funds to supplement significant site/parking constraints. 55,767,000

Middle School Restroom Renovation Districtwide middle school restroom renovations. 35,000,000

District-Wide Technology Districtwide technology improvements. 100,000,000

District-Wide Safety and Security Districtwide safety and security improvements. 17,293,000

Districtwide Total 252,735,000

Grand Total 1,890,000,000

7. Condit ES will be rebuilt and funded from surplus bond funds and/or the sale of real estate.8. High School for Law Enfocement and Criminal Justice will be rebuilt and funded from surplus bond funds and/or the sale of real estate.

1. Funding within this bond for North and South Early College will be combined with funds previously allocated from the 2007 bond for these projects to meet the schools programmatic needs.2. HSPVA moved to district 8 due to a proposed site for the new school located at 1300 Capital.3. Program costs allocated to each project budget will be separated into various program budgets to provide better oversight and financial management, at a later date.4. New schools / replacement projects will undergo a school site specific ed-spec development process and all schools will undergo a scope to budget process.5. Project budgets include allocations for planning, design, construction, administration, and other related costs.6. The current allocation for the Young Men's College Preparatory Academy (YMCPA) will allow for a demolition of the EO Smith facility, the addition of a smaller facility, and the renovation of the HP Carter facility for use by the YMCPA. An alternate plan for the project to include the demolition of both the EO Smith and HP Carter facilities and the building of a new school would cost an additional $13,727,000.

Printed 8/9/2012 3:07 PM

Attachment A-2REVISED 08/09/12

Office of the Board of Education Board of Education Meeting of August 9, 2012

Michael Lunceford, President

SUBJECT: RESOLUTION CALLING FOR COMMON DECENCY AND RESPECTFUL BEHAVIOR IN THE HOUSTON INDEPENDENT SCHOOL DISTRICT

Over the past year, the Houston Independent School District (HISD) Board of Education has ratified resolutions and crafted policies to end student bullying and harassment in HISD schools. Furthermore, every adult in the school district must model respectful behavior through their daily interactions by interacting with each other and students by using common decency towards each other. Together, students, staff members and the greater community will ensure a “Culture of Trust through Action.”

Therefore, the Board of Education calls for common decency and respectful behavior throughout the district and a renewed commitment to treat everyone with dignity and respect.

COST/FUNDING SOURCES: None

STAFFING IMPLICATIONS: None

ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 5: Improve Public Support and Confidence in Schools and Core Initiative 5: Culture of Trust through Action.



RECOMMENDED: That the Board of Education approve and adopt the resolution calling for common decency and respectful behavior in HISD,effective August 10, 2012.

B-2

RESOLUTION CALLING FOR COMMON DECENCY AND RESPECTFUL BEHAVIORIN THE HOUSTON INDEPENDENT SCHOOL DISTRICT

WHEREAS, “Safety Above All Else” is first on the Houston Independent School District’s list of five core values; and

WHEREAS, “Provide a Safe Environment” is second only to “Increase Student Achievement” among HISD’s key board goals; and

WHEREAS, “Common Decency” and “Respect” are critical elements in the district’s Beliefs and Visions; and

WHEREAS, HISD’s Employee Conduct Policy, DH(LOCAL) carries serious consequences governing employee conduct; and

WHEREAS, we as adults will work to ensure that not only policies but also education and practices are actively in place to encourage inclusive, safe settings for children and adults, and that through our own interactions we will model the same behavior we expect from children, and

WHEREAS, every child and adult feels safe at school or at their work location within HISD and all are to be treated with understanding, dignity, and respect;

NOW THEREFORE, be it resolved that the Houston Independent School District and the Board of Education calls for common decency and respectful behavior in all HISD school settings and work locations and for a renewed commitment to making sure every student and adult respects and accepts all people.

PASSED AND APPROVED this 9th day of August, 2012.

Attest:

________________________________ ___________________________________Secretary PresidentBoard of Education Board of Education

Houston Independent School District Houston Independent School District

Attachment B-2NEW 08/02/12

Page 1 of 2

Office of Superintendent of Schools Board of Education Meeting of August 9, 2012

Office of Academic ServicesMark Smith, Chief School Support Officer

SUBJECT: DISTRICT IMPROVEMENT PLAN FOR 2012–2013

Texas Education Code (TEC) §11.252 requires that each school district have a District Improvement Plan (DIP) that is developed, evaluated, revised and approved by the Board of Trustees annually. The purpose of the DIP is to guide district and campus staff members in the improvement of student performance for all student groups in order to attain state standards in respect to the academic-excellence indicators. The 2012–2013 District Improvement Plan is:

A one-year plan aligned to the district’s Strategic Direction including information from relevant Board Monitoring System Reports.

A working plan which can be updated and modified throughout the year based on district need.

Utilized for federal and state reporting purposes and includes strategies to support the Houston Independent School District’s (HISD) Goal 1: Increase Student Achievement and is aligned to all five core initiatives for transformation.

Attached is the Executive Summary of the District Improvement Plan. The full plan is on file in Board Services.

COST/FUNDING SOURCE(S): None


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement and it is aligned to the Core Initiatives for HISD’s Strategic Direction—1: Effective Teacher in Every Classroom; 2: Effective Principal in Every School; 3: Rigorous Instructional Standards and Supports; 4: Data-Driven Accountability; and 5: Culture of Trust through Action.


D-1

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RECOMMENDED: That the Board of Education approve the 2012–2013 District Improvement Plan, effective August 10, 2012.

District Improvement Plan 2012–2013 – Executive Summary Page 1

District Improvement Plan 2012–2013

EXECUTIVE SUMMARY

Purpose

The Houston Independent School District (HISD) exists to strengthen the social and economic foundation of Houston by assuring its youth the highest-quality elementary and secondary education available anywhere. In fulfilling this goal and as required by law, Texas Education Code §11.251. PLANNING AND DECISION-MAKING PROCESS states that the board of trustees of each independent school district shall ensure that a district improvement plan and improvement plans for each campus are developed, reviewed, and revised annually for the purpose of improving the performance of all students. The board shall annually approve district and campus performance objectives. In fulfilling this goal, HISD's Board of Education has designed a program to systematically monitor the district’s goals and core values. The Board Monitoring System, goals A-L, set the foundation for the comprehensive Houston Independent School District improvement plan. The plan must also be submitted to the Texas Education Agency (TEA) annually for a State Compensatory Education Desk Audit.

Components of the District Improvement Plan

The District Improvement Plan must include a comprehensive needs assessment, objectives/targets, strategies (some are required by law), resources, staff members responsible, and timelines for strategies. The objectives are written as “targets” to align to the Board Monitoring System. Data were gathered from the reports that the Research and Accountability Department provides for the Board Monitoring System, which is placed on the website. The data in the plan are the most current data available at the time of developing this plan. The District Improvement Plan includes strategies and initiatives from the various departments within Academic Services, as well as strategies that are required specifically by law. Those strategies include: instructional strategies for addressing the needs of student groups not achieving their full potential; suicide prevention programs; conflict resolution programs; violence prevention programs; dropout reduction; discipline management; staff development; career education; and accelerated instruction. Strategies may be located under more than one target, if it relates to that particular target. Many strategies are a continuation from the previous year. The strategies in the plan are

Attachment D-1

District Improvement Plan 2012–2013 – Executive Summary Page 2

aligned to the Strategic Direction – Core Initiatives 1: Effective Teacher in Every Classroom, 2: Effective Principal in Every School, 3: Rigorous Instructional Standards and Supports, 4: Data Driven Accountability, and 5: Culture of Trust through Action.

Page 1 of 2



SUBJECT: ACCEPTANCE OF FUNDS FROM COMMUNITY EDUCATION PARTNERS, INC., AND AUTHORITY TO NEGOTIATE AND EXECUTE AN AGREEMENT RENEWAL WITH HARRIS COUNTY CHILDREN’S PROTECTIVE SERVICES BOARD FOR THE CONTINUATION OF THE COMMUNITY YOUTH SERVICES PROGRAM AT THE HISD-CEP BEECHNUT ACADEMY CAMPUS

The Harris County Children’s Protective Services Board operates the Community Youth Services (CYS) program in the Houston Independent School District (HISD). Harris County employs youth service specialists who provide social work and crisis-assistance services to children and their families in at-risk situations in an effort to keep children and families out of the juvenile court system.

To offer CYS services for students assigned to the HISD-Beechnut Academycampus, Community Education Partners (CEP), Inc., proposes to provide the necessary funds to HISD for the continuation of the CYS program. Since county regulations restrict agreements for the CYS program to local education agencies, CEP will pay HISD to cover the cost of a CYS worker for the HISD-Beechnut Academy campus from September 1, 2012 through August 31, 2013. The cost to CEP for a CYS worker is $33,284.90 or $2,773.74 per month. HISD will enter into an agreement with Harris County in order to accept these funds.

Approval of this item will allow the district to enter into an agreement with Harris County for the contracted services of a CYS worker at HISD-Beechnut Academy program for the 2012–2013 school year and permit HISD to accept funds from CEP, to pay Harris County for the contracted services. The CYS worker will remain an employee of Harris County.

COST/FUNDING SOURCE(S): There will be no cost to HISD. The cost of the program is $33,284.90 and will be funded by Community Education Partners, Inc.(SR1-32-6119-303-99-YP2-YP2).


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement and is

D-2

Page 2 of 2

aligned to Core Initiative 5: Culture of Trust through Action.



RECOMMENDED: That the Board of Education accept funds from Community Education Partners, Inc., and authorize the superintendent of schools or a designee to negotiate and execute an agreement renewal with Harris County Children’s Protective Services Boardfor the continuation of the Community Youth Services program at the HISD-CEP Beechnut Academy campus, effective August 10, 2012.

Page 1 of 2



SUBJECT: AUTHORITY TO NEGOTIATE AND EXECUTE AN AGREEMENT RENEWAL WITH THE HARRIS COUNTY JUVENILE BOARD

The purpose of this agenda item is to request that the Board of Education authorize the superintendent of schools or a designee to negotiate and execute an agreement renewal with the Harris County Juvenile Board (HCJB). This action will ensure the implementation and continuation of the Juvenile Justice Alternative Education Program (JJAEP) for expelled students for school year 2012–2013.

Chapter 37 of the Texas Education Code (TEC) requires that the HCJB establish and operate a JJAEP for youth who are expelled from school for the offenses described in TEC Sections 37.007, 37.0081, 37.302, or who are ordered to attend the JJAEP by a juvenile court, as described in Section 54.04 (b) of the Texas Family Code. School districts may contract with the HCJB for placement in the JJAEP of students who are expelled from school in accordance with the local education agency code of student conduct.

Desiring to provide a continuum of education services for expelled students, the Houston Independent School District (HISD) entered into a partnership with HCJB in 1997. HISD and HCJB have renewed this partnership in subsequent years and entered into an agreement that was renewed and approved by the board for school year 2011–2012. The purpose of the agreement is to set forth the duties and responsibilities of the HCJB and the school district regarding the operation of the Harris County JJAEP and to comply with the requirements of Section 37.011 (k), (l), and (m) of the TEC.

Students (Category A) shall be placed in the JJAEP when they have been expelled for committing one of the offenses enumerated under TEC Section 37.007 (a), (d), or (e). A student shall not qualify as a Category A student until an offense or investigative report is filed by a law enforcement agency as required by rules adopted by the Texas Juvenile Justice Department (TJJD). JJAEP funding for Category A students is provided to the HCJB by the TJJD.

Students (Category B) may be placed by the school district in the JJAEP when they have been expelled for committing an offense described in the HISD Code of Student Conduct under Level V Offenses – Optional Expulsion. In addition, with written consent of the school district, students (Category C) may be placed in the JJAEP by a juvenile court as described in Chapter 54 of the Texas Family Code,

D-3

Page 2 of 2

after a student has been adjudicated as delinquent by the court or the student has been released from a residential adjudication facility administered by or under contract with the Harris County Juvenile Probation Department.

Funding for Category B and C students is provided by HISD and is based on the number of student spaces reserved for school year 2012–2013. The maximum number of spaces reserved for the district is 43, and the maximum total cost to the district for 180 days at $109 per space is $843,660. The district is only charged for actual spaces used for Category B and C students. In addition, HISD will provide transportation to and from the JJAEP program at an estimated cost not to exceed $323,750.

COST/FUNDING SOURCE(S): The maximum cost of this program is $1,167,410 and will be funded by district-wide funds—$843,660 (GF1 95-6299-320-24-S1-141)and $323,750 (GF1 34-6498 320-24-S1 141) for HISD transportation costs).

STAFFING IMPLICATIONS: District staffing for monitoring and oversight of student data is required: one administrator and one student information system data clerk.

ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement and HISD Goal 3: Provide a Safe Environment and is aligned to Core Initiative 3: Rigorous Instructional Standards and Supports.



RECOMMENDED: That the Board of Education authorize the superintendent of schools or a designee to negotiate and execute a renewal of the agreement with the Harris County Juvenile Board, effective August 10, 2012.

Page 1 of 3



SUBJECT: AUTHORITY TO ESTABLISH A BUDGET FOR THE IMPLEMENTATION OF A FORMATIVE ASSESSMENT SYSTEM AND UNIVERSAL SCREENER TO PROVIDE PREDICTIVE AND DIAGNOSTIC ASSESSMENTS AND TO NEGOTIATE AND EXECUTE CONTRACTS WITH PUBLIC CONSULTING GROUP, INC.AND IMAGINATION STATION, INC.

The Offices of Curriculum, Instruction and Assessment (CIA) and Technology and Information Systems (IT) formed a cross-functional team with Procurement Services to conduct a Request for Proposal (RFP) to identify the best value in a formative assessment and universal screener solution that would provide predictive and diagnostic assessments aligned to the district’s curriculum standards, the Texas Essential Knowledge and Skills (TEKS) standards, and the Common Core State Standards. Following a thorough review of the 11 proposals received, the evaluation committee is recommending Public Consulting Group, Inc.’s (PCG) EdPlan™ for the formative assessment system and Imagination Station, Inc.’s ISIP™ for the universal screener.

The EdPlan™ formative assessment system will become one of the key components of the district’s overall Learning Management System to promote student achievement. It will be used to improve ongoing teaching and learning through the use of assessments, analytics, reporting, and related curriculum content. Moreover, the system will provide:

1. An easy-to-use, highly accessible web-based solution that allows academic progress to be monitored for individual students as well as groups of students(e.g., in classrooms, grade levels, schools, etc.) through the use of formative and benchmark assessments.

2. A robust and comprehensive bank of assessment items and tasks aligned to national, state, and district standards that support custom authoring, search, and retrieval functions. Item banks will be used to create assessments at the classroom, grade, school, and district levels. The assessment system includes K–12 grade appropriate passages with corresponding questions. The system can reserve designated items for centralized assessment use only.

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3. Alignment with curriculum content to provide educators and administrators with instructional and remedial curricular material so that assessment leads directly to appropriate instruction and targeted intervention.

4. Integration with the district’s data warehouse to facilitate ongoing measurement and analysis of student performance data at the individual, grade, and school levels through the use of analytics and Business Intelligence reporting. The system will also track ongoing student progress and forecast student performance in high stakes exams.

5. A project plan that provides Houston Independent School District (HISD) with stakeholder engagement, design, and implementation services and will allowfor extensive post-implementation training and support.

The ISIP™ universal screener will provide a quick and accurate method to determine a student’s Lexile level and grade equivalency. The universal screeners are marketed separately from the formative assessment systems, so the district will need to purchase the license separately. The universal screener can then be incorporated into the PCG platform.

The cross-functional project team of representatives from CIA, IT, and Schools Offices, plus several principals and expert external consultants, worked with Procurement Services to define comprehensive system requirements, publish the RFP, evaluate responses, and fairly identify the systems that provide the best value for the district in accordance with the procurement requirements set forth in the Texas Education Code.

The system will be phased-in to all schools within the first year. The first year cost for the formative assessment system (including the item test bank) is $1,400,000 and the first year cost for the universal screener is $1,000,000. The implementation of these systems will require support from the Office of Technology and Information Systems as well as the Office of Curriculum, Instruction and Assessment. Five full-time employees, who will be needed for the support of these new systems, areprojected at a salary and benefits cost of $638,206. Additionally, stipends to teachers are projected to cost $250,000.

COST/FUNDING SOURCES: The total first year allocation for the software, positions, and stipends is $3,288,206 and will be funded from the General Fund undesignated fund balance. Costs for future years will be budgeted as part of future year’s continuing budgets.

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STAFFING IMPLICATIONS: Two full-time positions for IT systems integration, data integration, and security, one full-time employee for student assessment and two full-time employee positions for Curriculum to review and design assessment items and support schools. Additional stipends are projected for teachers to review assessment items.

ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement and is aligned to Core Initiative 3: Rigorous Instructional Standards and Supports.

THIS ITEM DOES REQUIRE CONSULTATION.


RECOMMENDED: That the Board of Education authorize the establishment of a budget for the implementation of a formative assessment system and universal screener to provide predictive and diagnostic assessments and authorize superintendent of schools or a designee to negotiate and execute contracts with Public Consulting Group, Inc. and Imagination Station, Inc., effective August 10, 2012.

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Office of Human ResourcesAnn Best, Chief Human Resources Officer

SUBJECT: AUTHORITY TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH BATTELLE FOR KIDS TO SUPPORT EVAAS AND ASPIRE AWARDS

This item requests the Houston Independent School District’s (HISD’s) Board ofEducation to authorize the superintendent of schools or a designee to negotiate andexecute a contract with Battelle for Kids (BFK) for support in implementing anEVAAS (value-added) training and technology plan. Key elements of this work include updating and re-launching the ASPIRE portal and providing leadership development training to school leaders and other instructional leaders on the use of EVAAS as an instructional improvement strategy. The scope of work is also designed to maintain and support HISD’s current implementation of ASPIRE, particularly around the ASPIRE program’s implementation of BFK∙Link and BFK∙Award for use during the linkage and award efforts. The total amount of this project is up to $480,000.

COST/FUNDING SOURCE(S): Total cost of the project is up to $480,000. The funding through the federal performance incentive grant (TIF3) to support EVAAS training and communication is $174,000(SR1-13-6219-500-99-SF6-SF6)

Funding to support ASPIRE Awards linkage and verification is $100,349 from the DATE grant Cycle 3 Year 1(SR1-13-6299-438-99-SC8-SC8) and

$205,651 from DATE grant Cycle 3 Year 2 (SR1-13-6299-438-SC8-SC8).


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement and is aligned to Core Initiative 1: Effective Teacher in Every Classroom, Core Initiative 2: Effective Principal in Every School and

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Core Initiative 4: Data-Driven Accountability.



RECOMMENDED: That the Board of Education authorize the superintendent of schools or designee to negotiate and execute a contract with Battelle for Kids on August 10, 2012.

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Office of Human ResourcesAnn Best, Chief Human Resources Officer

SUBJECT: AUTHORITY TO NEGOTIATE AND EXECUTE A RENEWAL AGREEMENT WITH THE HABERMAN EDUCATIONAL FOUNDATION

Houston Independent School District’s (HISD) Strategic Direction includes several core initiatives to ensure an effective teacher and an effective principal in every classroom and school. The use of selection tools to find effective people is critical to success in achieving those goals.

In the 2011–2012 school year, the Haberman Foundation has been HISD’s partner in screening and interviewing prospective teachers, assistant principals, deans and principals. The Haberman selection tools help assess whether applicants have the characteristics, values, and beliefs predictive of success in an urban school setting.

During the 2011–2012 selection process, HISD used the Haberman online tools and in-person structured interviews. The Human Resources Department interviewed over 1,500 teacher candidates, and 600 principal and assistant principal candidates. Human Resources is planning for this same volume of selection for teachers and leadership candidates for the 2012–2013 school year and strongly believes that theHaberman selection tools will continue to allow HISD to effectively keep the bar high for these hires.

COST/FUNDING SOURCE(S): $60,000 to fund the utilization of selection tools to select teachers, assistant principals and principals for the 2012–2013 school year, which will be funded by general funds(GF1 41 6299 510-99-999-999).


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement and HISD Goal 2: Improve Human Capital and is aligned with Core Initiative 3: Rigorous Instructional Standards and Supports.


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RECOMMENDED: That the Board of Education approve the contract agreement with the Haberman Foundation, effective August 10, 2012.

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Office of Business OperationsLeo Bobadilla, Chief Operating Officer

SUBJECT: AUTHORITY TO NEGOTIATE, EXECUTE, AND AMEND A CONTRACT WITH W.A. ROBBINS CONSTRUCTION COMPANY,INC. FOR THE RENOVATION OF THE SETTEGAST BUILDING ON THE CARNEGIE VANGUARD HIGH SCHOOL CAMPUS

On August 27, 2009, the Houston Independent School District (HISD) Board of Education approved $13.5 million to be allocated to additional facility projects in each of the nine trustee districts, for a total of $121.5 million.

At its June 23, 2011 board meeting, the HISD Board of Education approved $1.9million to be allocated for general renovations of the existing Settegast building on the Carnegie Vanguard High School campus, upgrades to the mechanical/electrical systems for the new campus, and other capital related improvements at Carnegie Vanguard High School.

The renovation of the Settegast building was advertised on June 23 and June 30, 2012, through the competitive bid process. Bids were received from the following responsive bidders on July 30, 2012:

Comex CorporationDrymalla Construction CompanyW.A. Robbins Construction Company, Inc.

After evaluation in accordance with the evaluation procedures approved by the HISD Board of Education, W.A. Robbins Construction Company, Inc. was determined to be the lowest responsible bidder. Therefore, it is recommended that the HISD Board of Education authorize the superintendent of schools or a designee to negotiate, execute, and amend a contract with W.A. Robbins Construction Company, Inc. for the renovation of the Settegast building on the Carnegie Vanguard High School campus.

RecommendedBidder

Not to Exceed Contract Amount

Change Order

AllowanceTotal

Budget

EstimatedCalendar

DaysM/WBE

ParticipationW.A. Robbins Construction

Company, Inc.$1,300,000 $65,000 $1,365,000 180 100%

WITHDRAWN08/02/12

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COST/FUNDING SOURCE(S): The total cost shall not exceed $1,365,000and will be funded by previously allocated Trustee funds and Bond Program funds(CP1 81-6621-322-99-609-609)(CP1 81-6621-322-99-810-810).


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 4: Increase Management Effectiveness and Efficiency and is aligned to Core Initiative 4: Data-Driven Accountability.



RECOMMENDED: That the Board of Education authorize the superintendent of schools or a designee to negotiate, execute, and amend a contract with W.A. Robbins Construction Company, Inc. for the renovation of the Settegast building on the Carnegie Vanguard High School campus, effective August 10, 2012.

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SUBJECT: AUTHORITY TO NEGOTIATE, EXECUTE, AND AMEND CONSTRUCTION CONTRACT FOR A SPARK PARK AT PATRICK HENRY MIDDLE SCHOOL

Since 1986, the Houston Independent School District (HISD) has entered into an agreement and several amendments with the City of Houston (City) and SPARK, a Texas non-profit corporation formed to develop public school grounds into neighborhood parks. When schools are identified to receive a SPARK Park, the SPARK program amends the agreement to include those schools that are to receive federal funding for the development of a SPARK Park.

On July 2, 2012, the City, the district, and SPARK entered into a seventh contract amendment to the agreement to extend the agreement until June 30, 2013, by which time any contract for improvements must be executed pursuant to the agreement,and to increase funding by $175,000.

The SPARK program combines the resources of the City’s Department of Housing and Community Development, HISD, Harris County, the private sector, neighborhood groups, PTA/PTO groups, and concerned citizens. Each year the SPARK program selects schools around the Houston area to receive a SPARK Park. Patrick Henry Middle School was selected as one of the schools to receive a SPARK Park for the 2010–2011 school year.

The work to be performed on the SPARK Park at Henry Middle School includes the addition of a shade structure over the existing concrete slab, which was added during Phase I of the project.

The project was advertised on June 16 and June 23, 2012. Bids were received from the companies listed below on July 9, 2012.

Adams ConstructorsP2MG

It is recommended that the Board of Education authorize the superintendent of schools or a designee to negotiate, execute, and amend contracts necessary for the construction of a SPARK Park at Henry Middle School.

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Successful Bidder


Change Order

Allowance

Total Budget

Estimated Calendar

Days

M/WBE Participation

Adams Constructors

$24,946 $2,500 $27,446 120 0%

COST/FUNDING SOURCE(S): The cost of this project is not to exceed$27,496 and will be funded by allocations shown below:($5,000–GF1 51-6299 800-99-401 999) ($17,446–City of Houston SPARK Park program)($5,000–TA2 99-203365 052-99-973 973).


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 4:Increase Management Effectiveness and Efficiency and is aligned to Core Initiative 5:Culture of Trust through Action.



RECOMMENDED: That the Board of Education authorize the superintendent of schools or a designee to negotiate, execute, and amend a contract with Adams Constructors for the construction of a SPARK Park at Patrick Henry Middle School, effective August 10, 2012.

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SUBJECT: AUTHORITY TO NEGOTIATE, EXECUTE, AND AMEND CONSTRUCTION CONTRACT FOR A SPARK PARK AT JAMESKETELSEN ELEMENTARY SCHOOL

Since 1986, the Houston Independent School District (HISD) has entered into an agreement and several amendments with the City of Houston (City) and SPARK, a Texas non-profit corporation formed to develop public school grounds into neighborhood parks. When schools are identified to receive a SPARK Park, the SPARK program amends the agreement to include those schools that are to receive federal funding for the development of a SPARK Park.

On July 2, 2012, the City, the district, and SPARK entered into a seventh contract amendment to the agreement to extend the agreement until June 30, 2013, by which time any contract for improvements must be executed pursuant to the Agreement,and to increase funding by $175,000.

The SPARK program combines the resources of the City’s Department of Housing and Community Development, HISD, Harris County, the private sector, neighborhood groups, PTA/PTO groups, and concerned citizens.

Each year the SPARK program selects schools around the Houston area to receive a SPARK Park. James Ketelsen Elementary School was selected as one of the schools to receive a SPARK Park for the 2010–2011 school year.

The project was advertised on June 16 and June 23, 2012. Bids were received from the companies listed below on July 9, 2012:

Play Power LT Farmington, Inc.P2MGWade Contractors

The work to be performed on the SPARK Park at Ketelsen Elementary School includes, but is not limited to, the addition of two play structures, a swing set, and the addition of walking areas.

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It is recommended that the Board of Education authorize the superintendent of schools or a designee to negotiate, execute, and amend contracts necessary for the construction of a SPARK Park at Ketelsen Elementary School.

Successful Bidder


ChangeOrder

Allowance

Total Budget

Estimated Calendar

Days

M/WBE Participation

Wade Contractors $79,381 $8,000 $87,381 120 6%

COST/FUNDING SOURCE(S): The cost of this project is not to exceed$87,381 and will be funded by allocations shown below:($5,000–GF1 51-6299 800-99-401 999) ($82,381–Community Development Funds).


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 4:Increase Management Effectiveness and Efficiency and is aligned to Core Initiative 5:Culture of Trust through Action.



RECOMMENDED: That the Board of Education authorize the superintendent of schools or a designee to negotiate, execute, and amend a contract with Wade Contractors for the construction of a SPARK Park at James Ketelsen Elementary School, effective August 10, 2012.

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Office of Chief Financial OfficerMelinda Garrett, Chief Financial Officer

SUBJECT: APPROVAL OF CONSULTANT AND PROFESSIONAL-SERVICECONTRACTS AND RATIFICATION OF BID WAIVER PROJECTS

The purpose of this item is to authorize consultant contracts and professional-service contracts as required by board policy. According to current policy, the Houston Independent School District (HISD) Board of Education’s approval is required for consultant contracts and professional services exceeding $25,000 per engagement, inclusive of expenses, or for consultant contracts where payment to a consultant for the fiscal year has aggregated $100,000, inclusive of all expenses.The attachment reflects a summary of proposed requests. Individual contracts are on-file in Board Services.

Additionally, in November 2009, the Board of Education approved a change to board policy delegating to the superintendent of schools authority to approve contracts for districtwide initiatives valued between $10,000 and $50,000, provided that any such contract be presented to the Board of Education at its next regularly scheduled meeting for ratification. The second attachment reflects a listing of the contracts approved by the superintendent of schools since the approval of the board policy change.

COST/FUNDING SOURCE(S): Funds for this recommended action are shown on the attached list.


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement and HISD Goal 4: Increase Management Effectiveness and Efficiency, and is aligned to Core Initiative 1: Effective Teacher in Every Classroom.



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RECOMMENDED: That the Board of Education approve the proposed consultant and professional-service contracts and ratify bid waiver projects,effective August 10, 2012.

REVISED 08/09/12 Attachment G-1

Board Meeting, August 9, 2012 Page 1 of 5

SUMMARY OF CONSULTANT AND PROFESSIONAL-SERVICE REQUESTS

Total Cost Total of This Contracts Name Using Department Request to Date— Budget Districtwide Citizen Schools Inc. School Choice $144,660 $0 SR1-11-6299-072-99-6299-MG1-MG1 SR1-11-6299-072-99-6299-MG2-MG2 In October 2010, the Houston Independent School District (HISD) was awarded a three-year, $11.4 million Magnet Schools Assistance Program (MSAP) grant from the U.S. Department of Education to fund five new magnet programs. Fondren Middle School Magnet, International Baccalaureate® (IB) Middle Years Programme Candidate, is part of the program. A key component of all three years of the grant for Fondren Middle School is an afterschool apprenticeship program for students. For the 2012–2013 school year, Citizen Schools Inc. will provide the afterschool apprenticeship program for 60 sixth-grade students, four hours per week for 32 weeks. Each apprenticeship will have an 11 week curriculum that culminates in a public presentation from students. Citizen Schools will also implement a comprehensive parent engagement strategy for the campus. Parent outreach will include all parents and students at Fondren Middle School. The Citizen Schools program at Fondren will be overseen by a Managing Director of Program, and implemented by a Deputy Campus Director, a bilingual teaching associate, and six teaching fellows. Term of Contract: August 10, 2012–June 24, 2013

The National Center for Urban School Transformation Academic Services $439,296 $0 GF1-21-6299-600-99-111-111 The district proposes to renew an agreement with The San Diego State Research Foundation, aka The National Center for Urban School transformation (NCUST), to provide on-site educational services to improve the accountability ratings of the fifteen (15) schools with which they will work for the 2012–2013 school year NCUST is a private not-for-profit organization. It proposes to continue its long-term partnership with HISD to generate dramatic improvements in student learning at the targeted schools. NCUST will utilize a system of regular interactions with principals and district leaders to build the capacity of HISD leaders to improve the rigor of curricula, the effectiveness of instruction, the quality of the teaching/learning climate, the efficiency of organization, and the impact of leadership on each of the campuses. The administration is requesting authority to renew the contract for school year 2012–2013. Term of Contract: July 1, 2012–June 30, 2013

Attachment G-1

REVISED 08/09/12



Total Cost Total of This Contracts Name Using Department Request to Date Budget Advancement Via Individual P-16 College and Career $10,200 $0 GF1-13-6299-635-99-999-999 Determination (AVID) Burbank Middle School $2,750 $0 GF1-13-6299-043-10-S1-110-110 Davis High School $2,750 $0 GF1-13-6299-003-10-S1-115-115 Furr High School $2,750 $0 GF1-13-6299-004-10-S1-101-101 Hartman Middle School $2,750 $0 GF1-13-6299-051-10-S1-118-118 Holland Middle School $2,750 $0 GF1-13-6299-050-99-S1-101-101 Houston Academy International Studies $14,020 $0 GF1-13-6299-348-99-S1-101-101 Johnston Middle School $2,750 $0 GF1-13-6299-055-10-S1-101-101 Kashmere High School $2,750 $0 SR1-13-6299-007-30-AP9-AP9 Key Middle School $2,750 $0 GF1-13-6299-079-10-S1-101-101 Madison High School $14,020 $0 GF1-13-6299-010-41-CY2-CY2 McReynolds Middle School $7,514 $0 GF1-13-6299-062-10-S1-101-101 Milby High School $2,750 $0 SR1-13-6299-011-41-CA2-CA2 Ortiz Middle School $2,750 $0 GF1-13-6299-338-99-S1-101-101 Patrick Henry Middle $13,426 $0 GF1-13-6299-052-10-S1-101-101 Revere Middle School $2,750 $0 GF1-13-6299-060-10-S1-101-101 Sam Houston Math, Science and Technology High School $2,750 $0 GF1-13-6299-310-10-S1-101-101 Sharpstown High School $2,750 $0 GF1-13-6299-023-99-S1-101-101 Sharpstown International $2,750 $0 GF1-13-6299-081-10-S1-101-101 Sterling High School $2,750 $0 GF1-13-6299-014-10-S1-101-101 Waltrip High School $2,750 $0 GF1-13-6299-015-74-S1-143-143 Welch Middle School $2,750 $0 GF1-13-6299-056-10-S1-110-110 Worthing High School $14,020 $0 GF1-13-6299-019-99-S1-101-101 Yates High School $2,750 $0 GF1-13-6299-020-10-S1-101-101 Advancement Via Individual Determination (AVID) is a K-16 college readiness system designed to increase schoolwide learning and performance. The AVID system accelerates student learning, uses research based methods of effective instruction, provides meaningful and motivational professional development, and acts as a catalyst for systemic reform and change. AVID targets students earning grades of B, C, and even D who have the desire to go to college and the willingness to work hard. Typically, these students will be the first in their families to attend college, and many are from low-income or minority families. AVID pulls these students out of their unchallenging courses and puts them on the college track: acceleration instead of remediation.



Total Cost Total of This Contracts Name Using Department Request to Date Budget Advancement Via Individual Determination (AVID) (Continued) In articulating AVID systemically, a school system develops and incorporates a multi-year plan to support, expand, and maintain quality AVID at all levels to ensure that all AVID students are college- and career-ready by their senior year.

Term of Contract: July 1, 2012–June 30, 2013

Law Office of Government Relations Not to exceed $4,400 $0 GF1-41-6214-432-99-999-999 William E. King per month, based on a $200 hourly fee The Law Office of William E. King will provide advice and counsel to the Governmental Relations Division on strategy, prioritization of goals, development of legislative proposals and other matters to be assigned to assist with the priorities identified by the superintendent of schools and the Board of Education. Term of Contract: July 1, 2012–June 30, 2013

The Hayes Group International Worthing High School $25,000 $0 GF1-13-6299-019-99-S1-101 The Hayes Group International will provide leadership development for all members of the administrative staff and all department chairs at Worthing High School. The training consist of coaching support for the principal and immediate cabinet members and beginning work with second level leadership teams for culture transformation. Term of Contract: August 10, 2012–June 30, 2013

REVISED 08/09/12



Total Cost Total of This Contracts Name Using Department Request to Date Budget Successful Solutions Worthing High School $25,000 $0 GF1-13-6299-009-99-S1-101 Successful Solutions will provide individual professional development training for teachers with 1-4 years of experience at Worthing High School. The training will be a three-pronged approach working with content area and special education teachers on instructional strategies, methodologies and providing teacher support. Term of Contract: August 20, 2012–May 15, 2013 Partners Consulting PeopleSoft Team $401,000 $0 SR1-13-6219-500-99-SF6-SF6 (Formally CPSG Consulting) Human Resources $1,014,000 GF1-53-6299-424-99-400-506 The contracted services provided by Partner’s Consulting during the 2012–2013 fiscal year will include the on-going PeopleSoft 9.1 application upgrade of the district’s Human Capital Management System as well as the implementation, and initial support of Talent Acquisition Management and Enterprise Learning Management. These are new modules the district will introduce to manage recruiting HISD candidates and professional development training of district staff members.

Term of Contract: September 1, 2012–June 2013

iSphere Information Technology $690,000 $0 SR1-13-6219-500-99-SF6-SF6 In partnership with the Human Resources Department and Information Technology, iSphere will provide consulting services for the further development of the Teacher Appraisal and Development application for measuring Student Performance. This engagement will encompass scope that was prioritized as critical but could be delivered after the start of the 2012–2013 school year. iSphere is a DIR vendor and partners with many subcontractors that are Minority or Women Owned Businesses.

Term of Contract: October 1, 2012–October 31, 2013



Total Cost Total of This Contracts Name Using Department Request to Date Budget Cambium Learning Curriculum and Instruction $254,000 $0 GF1-11-6329-600-10-003-999 Cambium Learning will provide Voyager Learning Language! student materials for 1000 students and 120 teacher kits for the Grades 6 and 9 Secondary Reading Initiative. The materials will be used for students with severe reading deficits in Tier III classes. Approval of this item will grant the Superintendent of Schools or a designee the authority to negotiate and execute a contract with Cambium Learning.

Term of Contract: August 1, 2012–December 31, 2012

Neuhaus Education Center Curriculum and Instruction $8,000 $0 GF1-11-6329-600-10-003-999 Neuhaus Education Center will provide 519 copies of Six Way Paragraphs by Walter Pauk for the Grades 6 and 9 Secondary Reading Initiative. The text will be used for students in Tier II Reading Intervention classes. Approval of this item will grant the superintendent of schools or a designee the authority to develop an addendum to the contract with Neuhaus Education Center regarding the Board item approved at the May 10, 2012 Board meeting.

Term of Contract: August 1, 2012–December 31, 2012


SUMMARY OF REQUESTED RATIFICATIONS FORSUPERINTENDENT BID WAIVER PROJECTS

Total Costof This

Name Using Department Request Budget

Joe V. Hill Chief Operations Office NTE $48,000 CP1-81-6627-921-99-010-821

Joe V. Hill will provide consulting in facilities, maintenance, and bond program areas, will meet with key district representatives, and will review materials and plans to develop systems for improvement.

Term of Contract: July 1, 2012-December 31, 2012

Attachment G-1

Page 1 of 2



SUBJECT: APPROVAL OF VENDOR AWARDS FOR PURCHASES OVER $100,000 AND RATIFICATION OF VENDOR AWARDS FOR PURCHASES UNDER $100,000

The purpose of this item is to authorize vendor awards for purchases over $100,000 and to ratify vendor awards for purchases under $100,000. Pursuant to Board of Education policy, contracts for purchases over $100,000 are submitted to the Houston Independent School District (HISD) Board of Education for approval prior to the issuance of purchase orders and/or agreement letters. Procurement Services is authorized by board policy to enter into purchase agreements for bid projects less than $100,000, subject to ratification by the Board of Education.

When determining the successful bidder, consideration is given to the quality of the articles supplied, conformity with developed specifications, suitability to the requirements of the educational system, and delivery terms. All advertised bids are in compliance with minority- and woman-owned business enterprise procedures. All contracts are negotiated and executed with the supplier(s) providing the best overall value for the district.

The attachment reflects the names of successful bidders, the budgets to be charged, and a description of the items to be purchased.

A copy of each tabulation is on file in Board Services.

COST/FUNDING SOURCE(S): Funds for these recommended actions will be necessary only one time, and funding sources are shown in the attachment.

STAFFING IMPLICATIONS: The current procurement staff members will handle all procurement activities.

ORGANIZATIONAL GOALS/IMPACT: This agenda item supports all six goals of the district and all five core initatives. Purchases range from instructional goods/services to maintenance goods/services needed for HISD’s facilities-to-standard program.

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RECOMMENDED: That the Board of Education approve vendor awards for purchases over $100,000 and ratify vendor awards for purchases under $100,000, effective August 10, 2012.

APPROVAL OF PURCHASES OVER $100,000 REVISED 08/06/12

Attachment G-2

RECOMMENDED AWARD FOR AUGUST 9, 2012, BOARD AGENDA PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

BIDS/RFP’S ISSUED

BIDS REC’D

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

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12-04-16 RFP/Identity Management System

C/6.6% 60 12 H Microsoft Corp $1,135,000 GF1-53-6632-424-99-931-931

The acquisition of this system will provide the district with a single sign-on solution leveraging the district’s current infrastructure and standardizing on a single source for authentication across the district.

DIR Software Instructional and Non-Instructional

SHI Government Solutions Not To Exceed $1,200,000

Various Schools and Departments

SHI Government Solutions holds a State of Texas cooperative contract for the provision of many standard hardware and commercial, instructional and non-instructional software items. HISD can place orders against the State contract and can negotiate pricing based upon the quantities required by the district. Items that may be ordered include cameras, projectors, scanners, and commercial software by Compuware, HP, Linksys, Palm, Polycom, Roxio, Scantron, and Riverdeep.

12-05-09 RFP/Horizontal and Vertical Louvre Blinds

C/7% C/10%

30 2 H T

Airline Venetian Houston Window Fashions

Not To Exceed

$100,000

Various School Budgets GF1-51-6299-890-99-999-999

HCDE Frozen Food, Staple Groceries and Cafeteria Supplies

Glazier Foods Company Not To Exceed

$1,000,000

FD1-1321-791-99-977-977

In the event HISD bids currently in place receive no bids for a product, or an awardee on the HISD bid can no longer supply the product, or in an emergency, the Gulf Coast Coop (GCC) serves as a back-up to HISD. The GCC is managed by Harris County Department of Education with whom HISD has an interlocal agreement. Last year’s expenditure was $835,000.

Attachment G-2

REVISED 08/06/12

APPROVAL OF PURCHASES OVER $100,000 REVISED 08/06/12


DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

BIDS/RFP’S ISSUED

BIDS REC’D

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

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12-04-06 RFP/Work Uniforms C/I/11% C/I/8.35% A/100%

5 4 O O T

Cintas Corporation G & K Services Radia Enterprises, DBA Career Uniforms

Not To Exceed $600,000

FD1-35-6399-791-99-977-977 GF1-00-1311

12-04-05 RFP/Kitchen Equipment A/100% C/I/1.04% C/I/2.46% C/I/11%

17 4 H H T H

City Supply Co., Inc. Cooler’s, Inc. Edward Don & Company Preferred Foodservice Design


FD1-35-6399-791-99-977-977-

FD1-35-6639-791-99-976-976

12-03-05 RFP/Lumber and Other Building Materials

C/I/3.12% 17 2 H Sam Bassett Lumber Not To Exceed $350,000

CFS Budgets GF1-00-1311

12-04-09 RFP/ Athletics Supply/Services - Concession Foods

C/I/0.42% 9 2 T Vistar Corporation Not To Exceed

$250,000

IS3-36-6343-660-91-20 IS3-36-6343-660-91-21 IS3-36-6343-660-91-22

12-03-06 RFP/Refrigerants C/D 12 3 O Airgas Refrigerants, Inc. Not To Exceed $200,000


TCPN Software Instructional Achieve3000

$150, 000

Various Schools and Departments Budgets

DIR Hardware and Software Non-Instructional

PC Mall Gov, Inc. Dell Marketing, LP


Various Schools and Departments Budgets

PC Mall Gov and Dell Marketing hold State of Texas cooperative contracts for hardware and software products. Brand names used by HISD that are included under these contracts include Adobe, Frontline, Informatica, Motorola, TrendMicro, and VMWare.

APPROVAL OF PURCHASES OVER $100,000 RECOMMENDED AWARD FOR AUGUST 9, 2012, BOARD AGENDA PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

BIDS/RFP’S ISSUED

BIDS REC’D

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 3 of 14

12-04-03 RFP/Student Uniforms and Accessories – for Migrant and Homeless Education Programs

C/I/25% 34 1 H Fiesta Mart, Inc. Not To Exceed

$130,000

SR1-61-6299-650-41-AS7-AS7 SR1-31-6399-633-41-AG5-AG5

GSA Software Licensing and Renewals

IMMIX Technology, Inc. Not To Exceed $103,392

GF1-53-624-424-99-110-509

This item covers maintenance and updates for the district’s Approva software program for the period September 30, 2012 through September 29, 2013.

12-04-02 RFP/Uniforms/Supplies, Crossing Guards and Police

A/100% 53 1 H Lone Star Uniforms Not To Exceed

$100,000

GF1-52-6399-422-99-505-505 GF1-52-6399-422-99-504-504

APPROVAL OF PURCHASES UNDER $100,000 RECOMMENDED AWARD FOR AUGUST 9, 2012, BOARD AGENDA PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

BIDS/RFP’S ISSUED

BIDS REC’D

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 4 of 14

12-04-10 RFP/Audiometers C/I/6.30% A/100%

35 2 T Audio Electronics, Inc. School Health Corporation


GF1-51-6249-634-99-999-999 Various School Budgets

12-04-11 RFP/Photography and Video Taping Services

B/20% B/25%

18 8 H H

Gaston Productions GHE Photography


Various Schools and Department Budgets

12-03-03 RFP/Commemorative Items – Graduation Products, Prom Decorations and Souvenirs

A/100% C/I/0.01%

C/D B/25%

C/I/0.01% C/I/1.78% C/I/0.01%

24 7 H H

Augusta Marketing Products, Inc Balfour Campus Supply Buffalo Specialties GHE Photography Graduation Plus, Balfour Herff Jones L.G. Balfour Co./Scholastic Traditions, LLC


Various School Budgets Parent and Student Funding

HGAC Scissor Lift- Electric 32’ Platform Height

Equipment Depot Not To Exceed $18,702

GF1-51-6639-801-99-931-931

APPROVAL OF SOLE SOURCE ITEMS RECOMMENDED AWARD FOR AUGUST 9, 2012, BOARD AGENDA PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

BIDS/RFP’S ISSUED

BIDS REC’D

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 5 of 14

Sole Source Contracted services and testing materials for the Stanford, Aprenda, and NNAT tests.

Pearson / NCS Pearson Not To Exceed $3,000,000

GF1-31-6299-685-99-999-999 GF1-31-6339-685-99-999-999

Sole Source Software Instructional Brain Pop Renaissance Learning, Inc. Imagine Learning, Inc. Reasoning Mind Inc. Scientific Learning Corp. Edumatics Corporation Archipelago Learning,Inc./Study Island Rosetta Stone Ltd Education City Hatch Inc. / Hatch Early Childhood Ed. Toon Boom Learning A-Z Progress Testing

Not To Exceed $2,795,000

Various Schools and Departments

Sole Source

Curriculum and Instruction

Campus Online


SR1-21-6299-627-99-MG2- MB2

The Campus Online program provides teachers and administrators a means of creating, storing, and retrieving assessment instruments. Campus Online has been assigned a US patent for a technology that provides for the transfer of scanned documents into digitized machine-readable format. The Campus Online program will be phased out as the recommended awardees from Project 12-04-14 are phased in. The item above was approved at the July 19, 2012 Board meeting but is being presented for approval to change the budget string only.


DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

BIDS/RFP’S ISSUED

BIDS REC’D

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 6 of 14

Sole Source Autodesk Teaching Systems, Inc. Not To Exceed $105,000

SR1-11-6299-XXX-74-AV9-AV9

Sole Source Infant Simulator Realityworks, Inc. Not To Exceed $50,000

SR1-11-6299-009-30-AP9-AP9

Experiential technology and curricula have been proven effective by independent research in changing the attitudes and belief systems that shape students' decisions, helping them make informed choices and deal effectively with peer, social, and environmental pressures they face.

Sole Source Historic replicas of Art Art in History, Inc. Not To Exceed $100,000

SR1-11-6399-XXX-41-AX7-AX7

Lesson plans incorporate English, Social Studies, and Art Education standards. The lessons inform, enlighten, and guide the student through historic events that include geography, vocabulary, language arts, and math literature.

Sole Source Reading Program The Learning Together Company Not To Exceed $100,000

SR1-11-6329-157-41-CA-CA3

Program focuses on fluency and comprehension for beginning readers. The same proven peer teaching methodology has been used to develop a continuum of interventions.

Sole Source Kuder Career Planning System

Kuder, Inc. Not To Exceed $50,000

SR1-11-6299-XXX-74-AV9-AV9


DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

BIDS/RFP’S ISSUED

BIDS REC’D

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 7 of 14

Sole-Source Learning Lab System Educational Media LLC Not To Exceed $14,000

GF1-11-6632-055-10-S1-101

This is a learning lab system for Johnston MS that includes software, software upgrades for the life of the lab, unlimited online training and support and classroom/teacher training.

Sole Source Lesson Plans and Student Tracking Software

OnCourse Systems for Education Not To Exceed $20,000

Various School Budgets

APPROVAL OF CONTRACT RENEWAL PURCHASES OVER $100,000

RECOMMENDED AWARD FOR AUGUST 9, 2012, BOARD AGENDA

PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

YEAR 2 OF 3

YEAR 3 OF 3

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 8 of 14

10-02-09 RFP/Interactive White Boards (Renewal)

A/100% A/100% X H Data Projections, Inc. Not To Exceed

$5,000,000

District Wide Funds

This purchase covers the projected cost for Smart Boards, accessory devices, delivery, installation, testing, warranty and training.

11-04-11 RFP/Electrical Services (Renewal)

A/100% B/20% C/15%

A/100% B/20.38% C/15%

X H H H

Ohms Electrical Services TNT Electrical Contractors Young Electrical Services, Inc.

Not To Exceed

$3,000,000

GF1-51-6299-803-99-101-999

10-05-08 RFP/Solid Waste Disposal and Recycling (Renewal)

B/20% B/20.31% X OT Republic Services, Inc. Not To Exceed

$2,250,000

GF1-51-6299-810-99-999-999



PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

YEAR 2 OF 3

YEAR 3 OF 3

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 9 of 14

11-06-10 RFP/Classroom, Pre-K Furniture and Art Supplies (Renewal)

C/I/8.7% C/6%

C/I/35% A/100%

C/I/1.49% C/D%

C/I/0.82% C/5%

C/I/6% NC/0%

C/I/.14% NC/0% C/D%

C/I/4.8% NP/0%

C/I/2.86% C/1%

C/I-8.17% C/6%

C/I/52% A/100% C/I/1.54%

C/D% C/I/1.87% C/5%

C/I/2.54% NC C/I/.22%

NC% C/D% C/I/5.98% NP/0% C/I/2.86% C/1%

X H O H H O T O O O T O T T H H O H

Ceramic Store of Houston Contrax Group LLC Crystal Children & Teacher Supply Challenge Office Products Dick Blick Company ECS Learning Kaplan Early Learning Lakeshore Learning McGraw-Hill Mentoring Minds Nasco National Educational Systems Novel Units Office Depot Oxford University Press School Specialty Smarketing Business Systems



11-06-11 RFP/Bus Rental Supplemental (Renewal)

C/10% A/100% A/100%

C/10% A/100% A/100%

X

GBJ, Inc. dba AFC Transportation B. H. Goodman Bus Service, Inc. Huerta Bus Service


School and Department Budgets



PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

YEAR 2 OF 3

YEAR 3 OF 3

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 10 of 14

10-05-10 RFP/HVAC - Controls and Supplies (Renewal)

C/I/34.38% C/I/0.29%

C/I/11.12% C/7%

C/I/4.78% C/I/1.95%

C/1% C/I/3.88%

C/D

C/I/28.12% C/I/0.19%

C/I/20.37% C/2.40%

C/I/9.1%

C/I/13.47% C/3.34%

C/I/0.01% C/D

X H H H OT T H OT T H

Open Tech Travis Brothers Building Automation Kratos Southwest L.P. Automated Logic United Environmental Services Johnstone Supply of Houston AMCON Controls Control Products Carrier Commercial Service Roessler Equipment Co. Inc. Control Products


GF1 51-6319 807-99-999-999 GF1 51-6299 807-99-999-999

11-04-13 RFP/Janitorial Chemical Supplies (Toilet Paper) (Renewal)

B/20% B/31.99% X H Buckeye Cleaning Not To Exceed

$900,000

GF1-00-1311



PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

YEAR 2 OF 3

YEAR 3 OF 3

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 11 of 14

11-06-03 RFP/Gym, Stage and Dance Wood Flooring (Renewal)

C/I/3.46%

C/I/3.57% X H Bauer Sport Flooring Not To Exceed

$550,000

GF1-51-6299-890-99-999-999 Various School and Department Budgets Bond Funds

10-05-14 RFP/Playground Equipment (Renewal)

C/I/2.56% C/I/2.56%

B/20% B/21.8%

B/20%

C/I/4.83% C/I/4.83%

B/0% B/21.8%

B/46.43%

X H H O O H

All Play, Inc. All Play – Commercial Little Tikes B.Y.O. Playground Playcore Wisconsin dba Gametime/Total Recreation Miracle Recreation Equipment Co.


Various School and Department Budgets

10-05-11 RFP/HVAC – Compressor Repair/Exchange and Pump/Motor Repair (Renewal)

C/D% C/I/1%%

C/D% C/I/0.01

X T H

The Compressor Company EEMC Inc.


GF1 51-6319 807-99-999-999 GF1 51-6299 807-99-999-999



PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

YEAR 2 OF 3

YEAR 3 OF 3

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 12 of 14

11-04-10 RFP/Window and Portable AC Units and Parts (Renewal)

C/I/6% A/100%

C/I/6% A/100%

X T H

Friedrich Air-Conditioning Company United A/C Supply Company



This contract is for the providing of window and portable AC units and parts for warehouse services, CFS, and various schools.

11-04-16 RFP/Asbestos Air Testing Service (Renewal)

B/20% B/38.75% X O ATC Group Services, Inc. dba ATC Associates, Inc.


GF1-41-6299-740-99-999-999

11-04-12 RFP/Purchase, Rental and Maintenance of Aquariums

C/D% C/I/3.61%

C/D C/I%

X H H

Aquarium Dream Aquarium Environments, Inc.



11-02-09 RFP/Technology Education, Equipment, Resources and Training (Renewal)

A/100% A/100% X T

US Tech

SR1-11-xxxx-xxx-74-AV2-AV2

This project was approved by the board on July 19, 2012. The purpose of this entry is to add a supplier inadvertently omitted from the July listing.

11-04-05 RFP/Procurement Card (Renewal)

C/0% C/0% X OT J P Morgan Chase N/A N/A



PROJECT

DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

YEAR 2 OF 3

YEAR 3 OF 3

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Page 13 of 14

11-06-07 RFP/School Photography

Services (Renewal) X Photo Texas Photography

Strawbridge Studios, Inc. Di Lauren Productions GHEphotography David Carr Studio Aesthetic Photography Incorporated Inter-State Studio A & A Productions Video Expressions & Images 1st Photo Texas Provine School Pictures Lifetouch Al-Fin Photography NTA Photography Alan Ross Photographer B-Ball Sports

Parent and Student Funding

This project was issued to provide schools with school photography merchants that are reputable and in good standing with the schools.

APPROVAL OF CONTRACT RENEWAL PURCHASES UNDER $100,000


DESCRIPTION

*M/WBE COMMIT

M/WBE ACTUAL

YEAR 2 OF 3

YEAR 3 OF 3

** LOC

AWARDED TO

AMOUNT

BUDGET CHARGE

Code Legend M/WBE - Minority and Women Business Enterprises Percentage Notations

Option A - Certified M/WBE firm; Percentages greater than 100% indicates the M/WBE firm will also subcontract with other M/WBE firms. Option B - Non M/WBE firm who will subcontract the indicated percentage with an M/WBE firm(s) to meet or exceed the district’s goal. Option C – Non M/WBE firm. If listed with percentage greater than 0%, the awardee will sub-contract with an M/WBE firm for a percentage less than the district’s goal. If listed as C/I/X%, the awardee will participate under an indirect program for the percentage indicated. If listed as C/D, the awardee made direct contact with M/WBE firms regarding subcontracting opportunities but has no costs attritibutable as either indirect or direct costs with M/WBE suppliers.

Other Status Options NC) NC - Non-compliant ; NE) NE - Not evaluated; NFP) NP - Non-profit; P) P - Pending Certification LOC – Location Houston (H); Texas (T); Out of State (O); Out of State with Local Office (OT).

BB The BuyBoard Cooperative DIR Texas Department of Information Resources GSA Federal General Services Administration Schedule 70 HCDE Harris County Department Of Education HGAC Houston-Galveston Area Council REGION IV Region IV Education Service Center TASB Texas Association of School Boards TBPC Texas Building and Procurement Commission TCPN The Cooperative Purchasing Network TPASS Texas Procurement and Support Services TXMAS Texas Multiple Award Schedules USC U. S. Communities

Page 14 of 14

10-06-01 RFP/Broker Services for

General Liability, Automobile Liability and School Professional Legal Liability Insurance (Renewal)

B/20% B/20% X H USI Southwest Not To Exceed

$95,000

GF1-51-6429-911-99-940-940 FD1-35-6429-790-99-976-976

11-05-02 RFP/Fuel Pump

Dispenser Maintenance (Renewal)

A/100% A/100% X H Liberty Equipment Sales, Inc. Not To Exceed

$50,000

Transportation Department Budgets GF1-51-6249-8XX-99-999-999 GF1-34-6249-8XX-99-999-999

Page 1 of 4



SUBJECT: APPROVAL OF 2013 VOLUNTARY BENEFIT PLANS AND EMPLOYEE ASSISTANCE PLAN

The Houston Independent School District (HISD) offers a number of voluntary benefit programs. Employees pay the full cost for coverage through payroll deductions, except for the basic life and accidental death and dismemberment (AD&D) insurance and the employee assistance program, which are paid by HISD. The voluntary benefit programs are marketed with the assistance of W. J. Alexander & Associates (WJA) as a subcontractor to Mercer. The marketing effort through WJA has been a huge success over the years. In comparing the rates paid prior to Mercer’s and WJA’s assistance to the rates currently in effect, employees will have saved nearly $48 million from 2001 through 2013. In 2013 alone, employees are expected to save $6 million in voluntary benefit costs compared with costs in 2000. These numbers are based on January 2012 current enrollment.

Marketing of the FSA was completed as a part of the 2012 medical-plan request for proposals (RFP) and will be included in the medical plan agenda.

Recommended actions are as follows:

Cancer-care, Critical-illness, Hospital Indemnity, and Accident InsuranceHISD marketed cancer-care, critical-illness, hospital-indemnity and accident insurance plans in 2010 year. Through the RFP process, the administration was able to secure 15 percent rate reductions for employees in these plans from Continental American Insurance Company (CAIC/AFLAC). 2013 will be the third year in a three-year rate guarantee with an option to extend two additional years subject to re-pricing.

Dental PlansLast year, United Healthcare was selected through an RFP process as the DHMO dental plan provider with a three year price guarantee. 2013 will be the second year of a three-year price guarantee with an option to continue coverage for an additional two years, subject to re-pricing, with a 5 percent annual increase cap in years four and five.

For the dental PPO plan, United Healthcare was also selected through an RFP process last year. This will be the second of a two-year rate guarantee with an

G-3

Page 2 of 4

option to continue coverage an additional three years, subject to re-pricing with a 5percent annual increase cap.

Last year, QCD was selected as the discount dental program provider as part of an RFP process. 2013 will be the second of a three year rate guarantee with a maximum 8 percent increase in coverage for years four and five.

Vision PlanLast year, United Healthcare was selected as the vision plan provider as part of an RFP process. 2013 will be the second year of a five-year rate guarantee.

Life and AD&D Insurance and Disability InsuranceLast year, Minnesota Life was selected as the Life and AD&D carrier as part of an RFP process. 2013 will be the second year of a five-year rate guarantee. Minnesota Life’s proposal last year had an overall rate decrease of 26 percent for both basic and voluntary life and AD&D combined, which is lower than the 18 percent combined rate decrease proposed by our previous carrier, Standard Insurance. The maximum benefit was increased in 2012 from three times an employee’s annual base salary up to $400,000, to five times an employee’s annual base salary up to $600,000.

HISD provides a $10,000 basic life and AD&D coverage for all benefits-eligible employees. The rate for this coverage is $0.108 per employee per $1,000 of coverage per month. It is estimated that this coverage will cost $280,805 for 2013.

Unum was selected last year as part of an RFP process to be the disability insurance carrier. 2013 will be the second year of a five-year rate guarantee.Unum’s proposal last year had an overall rate decrease of 27 percent over 2011plan rates and replaced evidence of insurability rule with a guaranteed issue program. A pre-existing conditions rule does apply, which means that a condition for which the covered employee was treated or sought medical advice in the 3 months prior to the effective date of coverage will not be covered for 12 months after the effective date.

Legal PlanLast year, Hyatt Legal was selected as the Legal Plan provider as part of an RFP process. 2013 will be the second year of a five-year rate guarantee. The proposal from Hyatt for 2012 had a six percent rate reduction from 2011.

Employee Assistance Program (EAP)Last year, ValueOptions was selected as the Employee Assistance Program (EAP) provider as part of an RFP process. 2013 will be the second year of a three-year rate guarantee, with an option to extend coverage another two years. EAP provides telephonic and in-office counseling services with certified counseling professionals for personal issues, as well as training and critical-incident stress debriefings. The

Page 3 of 4

EAP services were expanded in 2007 to include an enhanced work/life benefit that provides support for employees who need information or resources for issues such as elder care, day care, and legal issues. The EAP benefit is funded by HISD and is available to all active HISD employees at no cost to the employee. The cost for the program is $0.92 per employee per month, which was a 30% reduction in the rate from 2011. The estimated annual cost for the program for 2013 is $295,082.

Listed below for consideration by the Board of Education are the voluntary benefit plans, the carriers, the proposed rate changes, and the plan changes:

COVERAGE CARRIER RATE CHANGE PLAN CHANGEAccident Insurance CAIC None None

Cancer CAIC None None

Hospital Indemnity CAIC None None

Critical Illness CAIC None None

Dental – HMO UHC/Natl Pac None None

Dental – PPO UHC None None

Dental – Discount QCD None None

Vision – Plus UHC/Spectera None None

Vision – Basic UHC/Spectera None None

Life and AD&D –Basic & Supplemental Minnesota Life None None

Disability Unum None None

Legal Hyatt Legal None None

EAP and Work/Life Value Options None None

COST/FUNDING SOURCE(S): The approximate cost of the EAP program and basic life coverage is $575,887 and will be funded by health insurance internal service funds(IS1 41-6219 920-99-951 951).

Employees pay for the remaining cost of voluntary plans through payroll deduction.

STAFFING IMPLICATIONS: The program will be administered by existing staff members and consultants. No existing staff members will be affected.

ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 4: Increase Management Effectiveness and Efficiency and HISD Goal 6: Create a Positive District Culture and is aligned with Core Initiative 4: Data-Driven Accountability

Page 4 of 4

and Core Initiative 5: Culture of Trust through Action.



RECOMMENDED: That the Board of Education authorize the renewal of the voluntary benefit plan contracts for calendar year 2013, effective August 10, 2012.

Page 1 of 2



SUBJECT: APPROVAL OF PAYROLL RECONCILIATION PROCESS ANDWAIVER OF BOARD POLICY DEC(LOCAL), COMPENSATION AND BENEFITS: LEAVES AND ABSENCES, AND RELATED POLICIES AND PROCEDURES

In the 1999–2000 school year, the Houston Independent School District (HISD) converted to PeopleSoft Payroll Solution. At the time of conversion, the district moved from paying employees twice a month (24 pay checks) to biweekly pay (26 pay checks). To pay all employees on the new biweekly schedule, the district chose to schedule the 26th pay period to end in August for both the 12-month and less-than-12-month employee duty schedules. To ensure 12-month employees would not miss a scheduled payday, these employees were paid a portion of their pay in advance so they would be paid in full by the 26th pay period ending in August.Although the annual salary of 12-month employees was paid in full by the 26th pay period in August, employees did not earn their annual salary until they worked through the 31st of August. As a result, in the year of conversion, employees were paid a full annual salary by August 20, 2000, which resulted in an advancement of nine days of pay.

Since the adoption of the new payment schedule, and due to the normal shifts in the yearly calendar, duty schedules, and pay dates, the number of days of advanced salary payments has increased almost every year. Consequently, the 26th pay check for the 2011–2012 school year for 12-month employees coincides with the pay period ending August 5, 2012. To prevent 12-month employees from going without a paycheck until the next school year begins, the district will have to advance employees two pay checks to cover the twenty workdays remaining in August.

Approximately 3,700 12-month employees have received advanced payment either in the year of conversion or in their initial year of hire. This item is requesting approval to reconcile the advancement made in the initial year to these employeeswhile they are employees of the district. The district recognizes the discord that takes place when employees face a large, unexpected bill upon leaving the district; therefore, in keeping with the effort to promote a culture of trust among employees, HISD will work with employees to establish a repayment agreement. In order to minimize the burden on employees, the district will offer employees multiple payback choices that will fit within their budgets.

G-4

Page 2 of 2

In addition, the administration is asking the Board for a waiver of DEC(LOCAL),specifically as it pertains to the limits on the use of personal leave, the application of lost vacation days at the end of the 2011–2012 school year, and to hold harmless employees for use of leave days against any policies, for example, retirement stateleave bank, ASPIRE eligibility, and the like.

Effective July 11, 2011, the practice of advancement was discontinued, which will prevent the need for advancement of days for new employees.



ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal No. 4: Increase Management Effectiveness and Efficiency; and is aligned to Core Initiative 4: Data-Driven Accountability and Core Initiative 5: Culture of Trust through Action.


THIS ITEM DOES ESTABLISH, MODIFY, OR DELETE BOARD POLICY.

RECOMMENDED: That the Board of Education approve the payroll reconciliation process and waive DEC(LOCAL), Compensation And Benefits: Leaves And Absences, and related policies and procedures,effective August 10, 2012.

NEW08/06/12

Page 1 of 4 G-5



SUBJECT: APPROVAL OF 2013 EMPLOYEE MEDICAL PROGRAMS AND AUTHORITY TO NEGOTIATE AND EXECUTE CONTRACTS WITH SERVICE PROVIDERS

In 2011, Houston Independent School District (HISD) led the way as the first major employer with Aetna to adopt a tiered (Choice) network that included hospitals andspecialists. Employees who chose higher cost providers pay a larger deductible and co-pay. Employees had the option to select a custom Memorial Hermann only (Limited) plan at lower premiums. While these programs have performed well, HISD issued a request for proposal (RFP) on the medical program and associated services to look carefully at all options in the marketplace.

Four vendors submitted proposals for the main medical administration program(Aetna, CIGNA, Blue Cross Blue Shield of Texas and Memorial Hermann-MHealth)with Aetna, CIGNA and MHealth selected as finalists. In reviewing CIGNA’s potential for savings compared with Aetna, the CIGNA program would cost more and have a high provider disruption for those in the limited network options. MHealth offered network options most similar to our limited network, but without a tiered hospital component and fewer providers for employees to access. Under MHealth’s proposal, they guaranteed that HISD’s medical claims would be no more than 90 percent of 2012 medical claims for the next three years. In evaluating MHealth’s network value, it was determined that their network discounts were significantly less than either Aetna or CIGNA. Under this proposal, if the guarantee was not met, MHealth would have to refund the performance guarantee payment which would result in asignificant cash flow issue due to the fact that the guarantee would not be paid until the eighth month after the end of the plan year. Additionally, if provider discounts areless than other vendor’s discounts, participants would have additional deductible and out of pocket costs. Finally, moving all employees to MHealth’s restricted network/hospital system would result in a high provider disruption of 40 percent to 60 percent. The proposal submitted by Aetna contains the same tiered network that is in place now and provides a reduction in network administration fees of $1 million over three years. Additionally, Aetna is in the process of finalizing an agreement to add Platinum Physician Associates as an MWBE independent physician association within their Houston area network. Because Aetna has performed well and provides best value over other submitted proposals, the administration recommends that Aetna be selected as the district’s medical plan administrator.

Page 2 of 4

The Health Reimbursement Account, which is part of the medical plan consumer options will continue for 2013 and employees can continue to carry-over all unused Health Reimbursement Account funds from 2012 to 2013.

Other Medical Programs

Pharmacy Management - Seven vendors submitted proposals for the Pharmacy Benefit Administration (PBM) service. Proposals were received from Aetna, Blue Cross Blue Shield of Texas, CIGNA, MHealth, Caremark, Express Scripts, and Navitus. Caremark proposed the best pricing, and has strong clinical and pharmacy advisor programs to manage drug utilization and costs. The Caremark proposal represents an estimated $1,149,000 reduction in plan costs due to improved discounts and costs over the next three years. The administration recommends that the Pharmacy Benefit Administration service be contracted through CVS Caremark.

Flexible Spending Account Administration - Seven vendors submitted proposals for the Flexible Spending Account (FSA) administration. The price differential was not significant, and there are advantages to having the FSA administered by the medical plan administrator for close coordination with claim payments. It is recommended that the FSA administration remain with Aetna for 2013. The limited FSA for dental and vision only will be discontinued because changes to the FSA program will enable employees to use their Health Reimbursement Account before using FSA funds. The Health Care Flexible Spending Account will also be limited to $2,500 for 2013 due to new limits set by health care reform.

Expert Medical Consultation – This program provides members with an expert second medical opinion program providing members with access to the most qualified specialists in the nation regarding their medical condition, diagnosis and treatment. Best Doctors is recommended to be renewed for 2013 to provide expert medical consultation services to plan participants at no additional costs to participants. 2013 will be the third year of a three-year agreement with Best Doctors.

Health Improvement Programs – HISD was named one of the 25 Healthiest Employers this year by the Houston Business Journal. However, there are still opportunities to improve our health improvement programs. While HISD has had good success in the past with biometric health screenings and high completion rates in completing health risk assessments, HISD has not conducted on-site biometric health screenings since 2009. It is important that employees get basic biometric screenings regularly and perform a basic self-check of their health through an online health assessment tool. The vendors and tools for these programs continue to expand and enhance their programs. It is recommended that we utilize RedBrick for wellness initiatives. RedBrick will operate a new Benefits web portal for HISD Benefits which will have a strong wellness theme and purpose. RedBrick will also provide on-site biometric screenings and an on-line health risk assessment starting

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this fall. Redbrick will begin wellness coaching and disease management programsstarting in 2013, with the current vendor, Carewise, phased out of their services by the end of 2012. Aetna will provide a 24/7 nurseline as part of their medical administration service pricing. Aetna services will include enhanced case management as well as an on-site flu vaccination program. Kennedy Benefits will also continue to be utilized to provide on-site wellness programs and activities for Transportation employees.

HISD will utilize RedBrick to conduct health screenings for all employees enrolled in one of the HISD medical plans at many HISD locations this fall. Employees will also be able to complete a Health Risk Assessment. Employees that complete these programs will receive a $125 wellness incentive payment for completing each program. Additionally, employees participating in the medical plan who completed the health screening and health assessment will be able to participate in several optional activities to receive an additional $150 in wellness incentives that will be included in their pay periodically through 2013. Medical plan participants can therefore receive up to $400 in wellness incentives. New plan participants will be able to receive a prorated wellness incentive in 2013.

On-site Clinic Management - There were four proposals received to provide staffing and management of the HISD health and wellness clinics. Concentra and Top Care were finalist vendors. Based on an evaluation of the finalists, it is recommended that HISD utilize Concentra for this service. Concentra has experience operating employer clinics and this year modified the clinic schedules to include half-day Saturday operations at the Hattie Mae White clinic. Clinic usage continues to increase, especially at the Attucks site. As usage increases, staffing may also need to be increased or other clinic sites considered for addition to expand this service.

HISD Funded FSA Program Option - Since 2006, HISD has offered employees with an annualized income of $20,000 or less and who do not elect one of the five medical plans an alternative optional Flexible Spending Account and discount benefit card program at no cost to the employee. Employees with an annualized income between $25,000 and $20,000 that do not elect one of the five medical plans, can elect the same program for $5 per month. One proposal, Platinum Physician Associates was received and is being recommended to provide a variety of basic medical services for a flat cost of $50 per visit through their network of nearly 200 physicians. The Flexible Spending Account will continue at $500. Central Care will continue to provide a wide variety of low cost services, from primary care to dental care to wellness care for participants.

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Summary

Based on Mercer’s actuarial projections, the total medical plan cost for calendar year 2013, including fees and health management, wellness, incentive and other listed programs is estimated to cost $105,709,000. HISD is self-insured for this program.Included in these costs is aggregate stop loss coverage available through Aetna.The total expected employee contribution is $37,073,000 and employee rates and HISD contributions will remain unchanged from 2012.

COST/FUNDING SOURCE(S): The district cost for medical plans for the calendar year 2012 is projected to be $105,709,000 and will be funded by health insurance internal service fund (IS1 33-6219 920-99-951). Employees are projected to contribute $37,073,000 through premium contributions for calendar year 2013.


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 4: Increase Management Effectiveness and Efficiency and HISD Goal 6: Create a Positive District Culture and is aligned with Core Initiative 4: Data-Driven Accountability and Core Initiative 5: Culture of Trust through Action.



RECOMMENDED: That the Board of Education approve the calendar year 2013 employee medical programs and authorize the superintendent of schools or a designee to negotiate and execute contracts with service providers, effective August 10, 2012.


Office of Major ProjectsJulie Baker, Chief Officer of Major Projects

SUBJECT: APPROVAL OF CURRENT AND ANTICIPATED DONATIONS FOR DISTRICTWIDE AND SCHOOL-SPECIFIC PROGRAMS AND AUTHORIZATION TO NEGOTIATE, EXECUTE AND AMEND NECESSARY CONTRACTS ASSOCIATED WITH THESE DONATIONS

In accordance with board policy, all donations in aggregate of $5,000 or more mustbe approved by the Houston Independent School District’s (HISD’s) Board ofEducation.

The attachment reflects a summary of proposed donations.

COST/FUNDING SOURCE(S): Shown on the attached list.


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1:Increase Student Achievement and isaligned with Core Initiative 3: RigorousInstructional Standards and Supports.



.

RECOMMENDED: That the Board of Education accept the proposed donations fordistrictwide and school-specific programs and authorize the superintendent or a designee to negotiate, execute, and amend necessary contracts, effective August 10, 2012.

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SUMMARY OF DONATIONS GREATER THAN $5,000Donor Receiving School/

DepartmentDonation Disbursement Total Value of

DonationBudget String

Linda Webster (Smart Financial Credit Union)

Billy Reagan K-8 Educational Center

$9,000 (In-kind) NA

Linda Webster on behalf of Smart Financial Credit Union has donated a golf cart to Billy Reagan K-8 Educational Center to assist visitors with mobility issues.

The Harris Foundation Marshall Middle School $80,000 (In-kind) NA

The Harris Foundation, in partnership with Capital One Bank, will develop an engaging financial literacy program, “RockIt,” to be integrated into the school day at Marshall Middle School. Serving 40-80 seventh-graders, the pilot program will align to TEKS as well as promote the 40 Developmental Assets. “RockIt”, built upon Capital One’s BankIt program, will teach students about creating a budget, making decisions about building assets, and investing money. The curriculum will be developed around a compelling story: the creation of an R&B band. Classroom teachers will be trained to lead the curriculum with support from Capital One associates. In-classroom learning will be further supported by game-based learning. Game Truck, the technology developer for this project, is an innovative company that believes in the power of video games in educating children. They will develop and utilize educational games that support the “RockIt” curriculum and provide their mobile gaming units on campus so that students can experience the games in the mobile video game theater. Using what they learn, students can take risks in a safe environment, work collaboratively, and think critically about the financial knowledge they have obtained.

Mark Twain Parent Teacher Organization

Mark Twain Elementary School

Completion of track project $20,000 SR1-51-6299-251-99-YY7-YY7

The donation will be used to do much needed facility/playground improvements, including the installation of a track. These improvements will enhance the playground and improve the safety and accessibility of the play area.

Attachment H-1REVISED 08/06/12

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SUMMARY OF DONATIONS GREATER THAN $5,000Donor Receiving School/


DonationBudget String

David Mincberg and Lainie Gordon

Bellaire High School $5,000 SR1-11-6399-002-10-YY7-YY7

Donation is to show appreciation to Bellaire High School for their dedication to the success of Seth Mincberg. The donation can be used at the principal’s discretion to assist other students in need.

Independent Petroleum Association of America

Young Women’s College Preparatory Academy

$20,000 $40,000 SR1 11-6114-463-10-YY7-YY7

Donation will be used for Engineering instruction; Science, Technology, Engineering and Math (STEM) campus support, and other STEM resources.

Palo Alto Networks Houston Independent School District Information Technology Office

Information Security Network Hardening Program

$74,700 (In-kind) NA

Palo Alto Networks has chosen HISD to receive a donation of two intrusion prevention network appliances to be used in improving the district’s security posture. The appliances will be used at HISD’s disaster recovery site (DR). Intrusion Prevention devices inspect inbound and outbound network traffic looking for signs of attacks against the HISD network such as password cracking, denial of service attacks, malicious software signatures, etc. Attacks are then blocked in order to protect HISD resources.

Comerica Bank by way of the Houston Independent School District Foundation

Houston Independent School District Furniture Services Warehouse

$40,000 (In-kind) NA

Comerica Bank is donating slightly used work stations, chairs, file cabinets and other office equipment for school administrators and teacher use. The furniture will be stored at Furniture Services Warehouse, located at 228 McCarty Drive, Bldg 29, Houston, Texas 77029 until it is disseminated.

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SUMMARY OF DONATIONS GREATER THAN $5,000

Total Value of Donations - $258,700 $278,700

Donor Receiving School/Department

Donation Disbursement Total Value ofDonation

Budget String

Grace Presbyterian Church

Paul Revere Middle School

$10,000 SR1 32-6119-060-99-YY7-YY7

The donation will be used to seek outside resources and assistance for our students and parents. This donation is designed to help students with emotional needs, increase student achievement, and create a positive culture. The donation will supplement a fifth working day for the school Social Worker.


Office of Major ProjectsJulie Baker, Chief Officer of Major Projects

SUBJECT: ACCEPTANCE OF GRANT FUNDS IN SUPPORT OF DISTRICTWIDE AND SCHOOL-SPECIFIC PROGRAMS AND AUTHORIZATION TO NEGOTIATE AND EXECUTE CONTRACTS REQUIRED UNDER THE GRANTS

In accordance with board policy, all grant funds in aggregate of $5,000 or more mustbe approved by the Houston Independent School District’s (HISD’s) Board ofEducation.

The attachment reflects a summary of grants awarded to HISD.

COST/FUNDING SOURCE(S): Shown on the attached list.


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1:Increase Student Achievement and isaligned with Core Initiative 3: RigorousInstructional Standards and Supports.



RECOMMENDED: That the Board of Education accept the proposed grant fundsfor districtwide and school-specific programs and authorize the superintendent of schools or designee to negotiate and execute contracts required under the grants, effective August 10, 2012.

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SUMMARY OF GRANTS GREATER THAN $5,000Grantor Receiving School/


GrantBudget String

Education Service Center Region 10

Houston Independent School District

Texas Support for Homeless Education Program (TEXSHEP)

$225,000 SR1-13-6399-633-41-AG6-AG6

This grant will provide services, supplies and support for students who classify as homeless or unaccompanied youth under the McKinney-Vento statute.

Texas Education Agency Long Middle School English Literacy & Civics Awareness Continuation (E L Civics)

$102,000 SR1-11-6118-059-10-WJ7-WJ7

The purpose of this program is to expand the overall purpose of Adult Education and Literacy services by: 1) assisting adultsto become literate and obtain the knowledge and skills necessary for employment and self-sufficiency; 2) assisting adults who are parents to obtain the educational skills necessary to become full partners in the educational development of their children; and 3) assisting adults in the completion of a secondary school education. The English Literacy Civics - Adult Education Program integrates programs and services that incorporate English Literacy and Civics Education. The objective is to help individuals effectively participate in the education, work and civic opportunities of this country. Immigrants and other limited English proficient persons must master English and be able to understand and navigate government, educational, and workplace systems and key American institutions, such as banking and health care. This program is located and managed at the Long Middle School campus.

Foundation for the Education of Young Women (FEYW)

Young Women’s College Preparatory Academy

College Bound Advisor (CBA)

Up to $30,000 SR1-31-6119-463-99-GR5-GR5

The Foundation for the Education of Young Women has awarded the Young Women’s College Preparatory Academy with a grant to split fund the role of a College Bound Advisor (CBA). This fifty percent support for a CBA’s salary includes payroll and benefits for the 2012–2013 school year. The exact salary is yet to be determined, but may range between $45,000 and$60,000. FEYW’s granted portion will be half of the final salary agreed upon hiring, up to $30,000.

Attachment H-2REVISED 08/01/12

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SUMMARY OF GRANTS GREATER THAN $5,000Grantor Receiving School/


GrantBudget String

Texas Education Program Houston Independent School District Research & Accountability Department

District Awards for Teacher Excellence (DATE) Cycle 3 Year 2

$4,549,279 SR1-11-6117-XXX-10-SC9-SC9

The purpose of the DATE Cycle 3, Year 2 grant program is to provide funding to support the implementation of the financial awards system (ASPIRE) designed to improve student achievement, improve teacher quality, and create capacity and sustainability for improved instruction within the district.

Asia Society Sharpstown International High School

Asia Society Confucius Classroom

$25,500 SR1-13-6411-081-99-TM4-TM4

Grant funds will be used for continuing membership in the Asia Society Confucius Classroom Network. In addition to the original cash award of $11.000 on September 19, 2011, the Asia Society is pleased to offer an additional $25,500 to support the salary of an additional Chinese language teacher.

Total Value of Grants - $327,000 $4,931,779 $4,901,779

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Office of Legal ServicesElneita Hutchins-Taylor, General Counsel

SUBJECT: CONSIDERATION AND APPROVAL OF MULTI-YEAR ADMINISTRATOR PERFORMANCE CONTRACTS FOR PRINCIPALS

Currently, the Houston Independent School District (HISD or the district) issues certified administrative performance contracts to principals that are for a term of one year. Annually, returning administrators are issued a new contract for another one year term. In an effort to attract and retain the highest quality principals, the administration would like to begin issuing multi-year performance contracts to theseadministrators, based on demonstrated performance.

Beginning with the 2012–2013 school year, the administration recommends that principals be placed on either a one-, two-, or three-year performance contract. The length of the contract will be determined by the superintendent with input from the Chief School Officers and the Chief School Support Officer. The decision will be based on evaluating available data that aligns with the superintendent’s goals as described in the appraisal instrument, as well as district goals. The evaluation process will include, but not be limited to, consideration of the following factors:

Elementary School Student Promotion/Retention Rates Middle School Student Promotion/Retention Rates and Drop-out Rates High School Student Drop-out Rates, and Graduation Rates Student Performance Data Retention and Development of High Performing Teachers in Alignment with

the District’s Effective Teacher Initiative Implementation of Effective Business Practices on a Campus Appraisal Data

Successful Relevant Experience

Principals on a growth plan during the prior school year, whether successfully completed or not, will be offered a one-year performance contract. The superintendent will make the final decision on the length of contract to be offered to each principal. Principal candidates recruited externally, as well as internal principal candidates, will be eligible to receive a multi-year contract, based on the evaluation of available data.

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Once an administrator is placed on a multi-year contract, a review for renewal/nonrenewal will take place at the end of the contract term. The administrator may be given another multi-year contract, or may be recommended for a one-year contract. Consistent with current performance contracts, however, mid-year reviewscould result in a recommendation for termination of the contract without cause, at any time during the term of the contract. This would require paying the administrator for the balance of the time left on the multi-year contract.

Empowering the superintendent to offer successful principals a multi-year contract isan important tool in expressing confidence in and rewarding successful administrators. The opportunity to be placed on a multi-year contract would also enhance the district’s recruitment efforts.



ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 4: Increase Management Effectiveness and Efficiency and aligns with Core Initiative 5: Culture of Trust through Action.



RECOMMENDED: That the Board of Education approve multi-year administrator performance contracts for principals, to be used by the district,effective August 10, 2012.

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Office of Information TechnologyArnold Viramontes, Chief Technology Information Officer

SUBJECT: APPROVAL OF INFORMATION TECHNOLOGY INITIATIVES, PHASE II

Information Technology is in the process of addressing initiatives to help improve the operational efficiency and effectiveness of the district’s information technology program. The initiatives stem from the Council of Great City Schools report and supports the Houston Independent School District’s (HISD) Core Initiative 4: Data-Driven Accountability through the implementation of Key Strategy 4.1: Build easilyaccessible and accurate data architecture, warehouse, and technology infrastructure. In September 2011, the Board of Education approved Phase I of the Technology infrastructure initiatives. The initiatives in both Phase I and the initiatives being recommended in Phase II can be categorized into the following segments:

Network Infrastructure includes architecture, implementation, planning, and execution of a new, more powerful network servicing all schools in HISD. Additionally, it involves design and implementation of productivity-enhancing solutions such as Network Operations Center upgrades, backup tapes, data center storage replacement, job scheduling, mobile device management, and network, systems and storage monitoring tools.

Data Integration and Warehouse includes design and implementation of data warehouse, dashboards, and data governance/stewardship programs in support of data-driven accountability and performance management.

Migration Strategy and Implementation includes development of server and desktop virtualization architectures, and upgrade of systems and hardware such as Active Directory, PeopleSoft, SAP, Microsoft.Net, and HISD Web infrastructure to replace systems that are considered at end-of-life.

Information Security includes infrastructure security hardening, intrusion prevention, content filtering and business continuity solutions.

Projects will be phased in based on priorities and dependencies. Approval is requested to initiate the projects listed on the attachment.

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COST/FUNDING SOURCE(S): The cost for these initiatives is $15,054,000 as shown on the following attachment.


ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement, HISD Goal 4: Increase Management Effectiveness and Efficiency, and HISD Goal 5: Improve Public Support and Confidence in Schools and is aligned with HISD Core Initiative 4: Data-Driven Accountability.


THIS DOES NOT ESTABLISH, MODIFY, OR DELETE BOARD POLICY.

RECOMMENDED: That the Board of Education approve the information technology initiatives, Phase II, and authorize the superintendent of schools or a designee to negotiate and execute agreements as appropriate, effective August 10, 2012.

PROPOSED BUDGET FOR INFORMATION TECHNOLOGY INITIATIVES

Project Requested Funding

Budget String

Mobile Device Management $600,000 GF1 53-6632 424-99-931 931 ($600K)

Storage Disk Replacement $8,300,000GF1 53-6632 424-99-931 931 ($8.15M)GF1 53-6292 698-99-003 999 ($150K)

Monitoring System Tools $900,000 GF1 53-6632 424-99-931 931 ($875K) GF1 53-6292 698-99-003 999 ($25K)

Server hardware and software virtualization for Chancery and SAP $3,000,000

GF1 53-6632 424-99-931 931 ($2.8M)GF1 53-6292 698-99-003 999 ($200K)

Business Continuity / Disaster recovery readiness assessment $300,000 GF1 53-6292 698-99-003 999 ($300K)

Internet Content Filtering Softwarefor CIPA

$1,250,000SR1 53-6292 424-99-MA1 MA1 ($1.2M) SR1 53-6632 424-99-MA1 MA1 ($50K)

External firewall security review $70,000 GF1 53-6292 698-99-003 999 ($70K)

Intrusion Prevention System Hardware

$590,000GF1 53-6632 424-99-931 931 ($550K) GF1 53-6292 698-99-003 999 ($40K)

Vulnerability Assessment Software $44,000 GF1 53-6632 424-99-931 931 ($44K)

Total $15,054,000

Attachment H-4

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Office of CommunicationsAggie Alvez, Chief Communications Officer

SUBJECT: PROPOSED REVISIONS TO BOARD POLICIES DH(LOCAL), EMPLOYEE STANDARDS OF CONDUCT, CQ(LOCAL),TECHNOLOGY RESOURCES, AND CY(LOCAL), INTELLECTUAL PROPERTY—FIRST READING

The Houston Independent School District (HISD) believes that the communication and collaboration inherent in the use of social media can increase student engagement and expand the district’s instructional resources when used responsibly and safely. While the district believes there are significant educational advantages to using social media, a suite of policy changes are proposed to ensure the use of social media supported by the district is safe and adheres to federal and state laws and local board policy.

In response to requests from teachers and principals, the district sought feedback and input from various stakeholders including students, parents, teachers, principals, community members and staff members in specific changes to the following board policies.

DH(LOCAL) Employee Standards of Conduct: Addition of recommended language at DEFINITIONS distinguishing electronic

and social media. Addition of recommended language at SOCIAL MEDIA establishing standard

for use within the scope of professional responsibilities and compliance with specific federal and state laws.

The policy has also been edited throughout for greater clarification.

CQ(LOCAL) Technology Resources: Addition of social media to use of the district’s technology resources that may

be monitored to ensure appropriate use.

CY(LOCAL) Intellectual Property: Addition of recommended language on employees’ use of copyrighted

materials with social media.

The proposed revised policies are attached.


I-1

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ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement, HISD Goal 5: Improve Public Support and Confidence in Schools, and HISD Goal 6: Create a Positive District Culture and is aligned with Core Initiative 5: Culture of Trust through Action.


THIS ITEM DOES MODIFY BOARD POLICY.

RECOMMENDED: That the Board of Education accept the proposed revisions to Board Policies DH(LOCAL), Employee Standards of Conduct, CQ(LOCAL), Technology Resources, and CY(LOCAL), Intellectual Property, on first reading.

Houston ISD 101912 TECHNOLOGY RESOURCES CQ (LOCAL)

DATE ISSUED: 10/28/2011 1 of 6LDU 2011.09 CQ(LOCAL)-X

Note: For Board member use of District technology resources, see BBI. For student use of personal electronic devices, see FNCE.

For purposes of this policy, “technology” and “technology re-sources” mean electronic communication systems and electronic equipment.

Regarding the use of technology resources, the District shall be guided by the Board’s Declaration of Beliefs and Visions for Tech-nology Goals, as listed below:

1. The District’s core business is education:

GOAL – to ensure that all activities, expenditures, ac-tions, and efforts are designed and undertaken to en-hance student performance.

2. Technology is a process that will have an impact on student achievement:

GOAL – to ensure continual improvement of quality while ensuring effective use of the District’s resources.

3. Only technology models with proven success shall be used in the District:

GOAL – to maximize the likelihood of project success and minimize both the occasion for errors and the time required for implementation.

4. Districtwide technology shall be viewed as infrastructure:

GOAL – to ensure the availability of information to those who need it when they need it.

5. Both the District and the schools have technology responsi-bilities:

GOAL - to provide direction and focus for technology ac-tivity.

In A Declaration of Beliefs and Visions by the 2010 Board of Edu-cation, the District acknowledges that the world is changing rapidly, and students must be prepared to live and work productively in a new economy with new technology, new competition, and new ex-pectations. A deeply held belief of the District is that schools must be empowered to develop and implement the methods that best achieve their unique and individual instructional goals. The District

BOARD’S FIVE BASIC BELIEFS

GENERAL INFORMATION

Attachment I-1



is fully committed to a decentralized system of schools, giving prin-cipals the authority over the educational and operational systems. In such a system, the Board remains accountable to the public for high-quality educational services for all children. This policy pro-vides guidance and support by establishing a clear, consistent se-curity framework with high standards and expectations for all who use District resources. While the District holds innovation and in-structional results with high regard, the District will also hold all who use District resources accountable for their actions.

This policy shall govern all students, employees (part-time or full- time), contractors, consultants, temporary employees, vendors, and other individuals affiliated with third parties who access any District-owned information, property, or device.

In addition, this policy shall govern all information systems for which the District has administrative responsibility including all in-formation created, processed, or used in support of the District’s business, without respect to form or format.

The term “user” shall refer to all categories of individuals who access any District-owned information, property, or device includ-ing, but not limited to, a student, an employee (part-time and full-time), a contractor, a consultant, a temporary employee, a vendor, and any individual affiliated with a third party.

District information technology (IT) resources, such as, but not li-mited to computers, networks, network connectivity, information, storage, e-mail accounts, and the like, shall only be provided for approved academic and business purposes by the office of the Chief Technology Information Officer (CTIO), IT, and Information Security. The District shall implement the necessary controls over access to data via a combination of adequate physical, system, remote access and application-based security mechanisms.

In an effort to protect the sensitive information under District care, authorized access to District IT resources shall be limited to the access permissions required for an individual to perform assigned duties or academic activities. Access permissions beyond those needed for those duties or activities shall not be granted.

Passwords shall never be shared with anyone, including District IT security administrators.

Users of District IT resources do not have an expectation of priva-cy. The District shall reserve the right to monitor and/or record any and all use of District IT resources to ensure compliance with pre-vailing laws, policies, and regulations to identify misuse as well as

APPLICABILITY

DEFINITION

USER

SECURITY FRAMEWORK



for general resource management purposes. [See Children’s In-ternet Protection Act (CIPA), Family Education Rights and Privacy Act (FERPA)]

Use of District IT resources constitutes acceptance of this policy.

As an additional protection measure, District information, including personally identifiable information, shall not be released except through approved processes and in accordance with governing laws. [See references above]

Violations for misuse of District IT resources may result in the im-position of administrative, civil, or criminal penalties.

The Department of Information and Technology Systems, in coor-dination with various user departments, shall be responsible for analysis, development, maintenance, and operation of technology resources for both instructional and administrative purposes. These resources shall provide and facilitate instruction to students, as well as gather, process, and report information relating to all administrative functions within the District.

The District shall maintain and support the goals outlined in the Long-Range Plan for Technology. Any purchase of technology shall support the goals of the District as outlined in the Long-Range Plan for Technology.

Access to the District’s wide-area networks (WANs), local area networks (LANs), and technology resources, including the Internet, shall be made available to students and employees primarily for instructional and administrative purposes and in accordance with guidelines set forth in the Technology and Information Systems Policies and Procedures Manual.

Limited personal use of the District’s technology resources shall be permitted if the use:

1. Imposes no tangible cost on the District;

2. Does not unduly burden the District’s technology resources; and

3. Has no adverse effect on an employee’s job performance or on a student’s academic performance.

Access to the District’s technology resources, including the Inter-net, shall be made available to members of the public, in accor-dance with administrative regulations. Such use shall be permitted so long as the use:

TECHNOLOGY RESOURCES

AVAILABILITY OF ACCESS

LIMITED PERSONAL USE

USE BY MEMBERS OF THE PUBLIC



1. Imposes no tangible cost on the District; and

2. Does not unduly burden the District’s technology resources.

The Superintendent or designee shall develop and implement ad-ministrative regulations, guidelines, and user agreements consis-tent with the purposes and mission of the District and with law and policy.

Access to the District’s technology resources is a privilege, not a right. All users shall be required to acknowledge receipt and un-derstanding of all administrative regulations governing use of the District’s technology resources and shall agree to comply with such regulations and guidelines. Noncompliance with applicable regula-tions may result in suspension of access or termination of privileg-es and other disciplinary action consistent with District policies. [See DH, FN series, FO series, and the Student Code of Conduct] Violations of law may result in criminal prosecution as well as dis-ciplinary action by the District.

The District’s Acceptable Use Policy for Students is available at CQ(EXHIBIT)–B. [See policy FNCE for student-owned devices]

The Superintendent or designee shall develop and implement an Internet safety plan to:

1. Control students’ access to inappropriate materials, as well as to materials that are harmful to minors;

2. Ensure student safety and security when using electronic communications;

3. Prevent unauthorized access, including hacking and other unlawful activities;

4. Restrict unauthorized disclosure, use, and dissemination of personally identifiable information regarding students; and

5. Educate students about cyberbullying awareness and re-sponse and about appropriate online behavior, including inter-acting with other individuals on social networking Web sites and in chat rooms.

Access to the Internet via the District’s network systems shall be filtered to block access to visual depictions that are obscene, por-nographic, inappropriate for students, or harmful to minors, as de-fined by the federal Children’s Internet Protection Act and as de-termined by the Superintendent or designee.

ACCEPTABLE USE

INTERNET SAFETY

FILTERING



The Superintendent or designee shall enforce the use of such fil-tering controls. Upon approval from the Superintendent or desig-nee, an administrator, supervisor, or other authorized person may disable the filtering controls for bona fide research or other lawful purpose for adults.

Electronic mail transmissions, social media, and other use of the District’s technology resources by students, employees, and mem-bers of the public shall not be considered confidential and may be monitored at any time by designated District staff to ensure appro-priate use.

The District shall not be liable for users’ inappropriate use of the District’s technology resources, violations of copyright restrictions or other laws, users’ mistakes or negligence, or costs incurred by users. The District shall not be responsible for ensuring the availa-bility of the District’s technology resources or the accuracy or usa-bility of any information found on the Internet.

A District employee shall retain electronic records, whether created or maintained using the District’s technology resources or using personal technology resources, in accordance with the District’s records management program. [See CPC(LOCAL)]

Upon discovering or receiving notification of a breach of system security, the District shall disclose the breach to affected persons or entitiesin accordance with the time frames established by law.

The District shall give notice by using one or more of the following methods:

1. Written notice;

2. Electronic mail, if the District has electronic mail addresses for the affected persons; or

3. Notices in accordance with Section 521.053(f) of the Business and Commerce Code for situations where the cost to provide notice is expected to be greater than $250,000 or is affecting 500,000 or more individuals.

The District has an ongoing need for the implementation of major applications to meet business and student data management and reporting requirements. The District shall pursue the acquisition of commercially packaged software to meet these business needs in lieu of developing systems in-house unless the following criteria cannot be met. For a software package to be considered, it should meet 80 percent of the user requirements and be able to be im-plemented within project cost and time constraints. In addition, any

MONITORED USE

DISCLAIMER OF LIABILITY

RECORD RETENTION

SECURITY BREACH NOTIFICATION

PROCUREMENT OF SOFTWARE


DATE ISSUED: 10/28/2011 ADOPTED: 6 of 6LDU 2011.09 CQ(LOCAL)-X

packaged software acquired should not be customized by the Dis-trict.

Technology resources shall be allocated to meet the requirements of state mandates in accordance with the needs of schools as de-fined in the school improvement plans and as reflected in the goals of the Long-Range Plan for Technology. All acquisitions of tech-nology resources, both hardware and software, must be reviewed and coordinated by the Department of Information and Technology Systems in accordance with the Technology and Information Sys-tems Policies and Procedures Manual and shall meet the require-ments described in the Finance Procedures Manual.

Technology donations must be coordinated through the Depart-ment of Information and Technology Systems. Donations must meet the minimum approved standards as described in the Tech-nology and Information Systems Policies and Procedures Manual. Any donations from technology service providers must also be routed for review and approval by the E-Rate compliance office and the Board in accordance with CDC(LOCAL).

Although donated equipment may be configured to run on the Dis-trict’s wide-area network, the Department of Information and Tech-nology Systems will not guarantee that all District-approved appli-cations will run on the donated equipment.

ALLOCATIONS

DONATIONS

Houston ISD 101912 INTELLECTUAL PROPERTY CY (LOCAL)

DATE ISSUED: 5/16/2011 1 of 3UPDATE 90 CY(LOCAL)-A

All copyrights, trademarks, and other intellectual property rights shall remain with the District at all times.

A student shall retain all rights to work created as part of instruction or using District technology resources.

As an agent of the District, an employee, including a student em-ployee, shall not have rights to work he or she creates on District time or using District technology resources. The District shall own any work or work product created by a District employee in the course and scope of his or her employment, including the right to obtain copyrights.

If the employee obtains a patent for such work, the employee shall grant a non-exclusive, non-transferable, perpetual, royalty-free, Districtwide license to the District for use of the patented work. A District employee shall own any work or work product produced on his or her own time, away from his or her job and with personal equipment and materials, including the right to obtain patents or copyrights.

A District employee may apply to the Superintendent or designee to use District materials and equipment in his or her creative projects, provided the employee agrees either to grant to the Dis-trict a non-exclusive, non-transferable, perpetual, royalty-free, Dis-trict-wide license to use the work, or permits the District to be listed as co-author or co-inventor if the District contribution to the work is substantial. District materials do not include student work, all rights to which are retained by the student.

The District may hire an independent contractor for specially com-missioned work(s) under a written works-made-for-hire agreement that provides that the District shall own the work product created under the agreement, as permitted by copyright law. Independent contractors shall comply with copyright law in all works commis-sioned.

Upon the termination of any person’s association with the District, all permission to possess, receive, or modify the District’s intellec-tual property shall also immediately terminate. All such persons shall return to the District all intellectual property, including but not limited to any copies, no matter how kept or stored, and whether directly or indirectly possessed by such person.

Unless the proposed use of a copyrighted work is an exception un-der the “fair use” guidelines maintained by the Superintendent or designee, the District shall require an employee or student to ob-tain a license or permission from the copyright holder before copy-ing, modifying, displaying, performing, distributing, or otherwise

INTELLECTUAL PROPERTY

STUDENTS

EMPLOYEES

DISTRICT OWNERSHIP

EMPLOYEE OWNERSHIP

PERMISSION

WORKS MADE FOR HIRE

RETURN OF INTELLECTUAL PROPERTY

COPYRIGHT

Attachment I-1


DATE ISSUED: 5/16/2011 2 of 3UPDATE 90 CY(LOCAL)-A

employing the copyright holder’s work for instructional, curricular,or extracurricular purposes. This policy does not apply to any work sufficiently documented to be in the public domain.

All persons are prohibited from using District technology in violation of any law including copyright law. Only appropriately licensed programs or software may be used with District technology re-sources. No person shall use the District’s technology resources to post, publicize, or duplicate information in violation of copyright law. The Board shall direct the Superintendent or designee to employ all reasonable measures to prevent the use of District technology resources in violation of the law. All persons using District technol-ogy resources in violation of law shall lose user privileges in addi-tion to other sanctions. [See BBI, CQ, and DH]

Unless a license or permission is obtained, electronic media in the classroom, including motion pictures and other audiovisual works, must be used in the course of face-to-face teaching activities as defined by law. The use of copyrighted material is prohibited in electronic and social media unless a license or permission has been obtained.

The District shall designate an agent to receive notification of al-leged online copyright infringement and shall notify the U.S. Copy-right Office of the designated agent’s identity. The District shall in-clude on its Web site information on how to contact the District’s designated agent and a copy of the District’s copyright policy. Upon notification, the District’s designated agent shall take all ac-tions necessary to remedy any violation. The District shall provide the designated agent appropriate training and resources necessary to protect the District.

If a content owner reasonably believes that the District’s technolo-gy resources have been used to infringe upon a copyright, the owner may notify the designated agent.

The District protects all District and campus trademarks, including names, logos, mascots, and symbols, from unauthorized use.

The District grants permission to students, student organizations, parent organizations and other District affiliated school-support or booster organizations to use, without charge, District and campus trademarks to promote a group of students, an activity or event, a campus, or the District, if the use is in furtherance of school-related business or activity. The Superintendent or designee shall deter-mine what constitutes use in furtherance of school-related busi-ness or activity and is authorized to revoke permission if the use is improper or does not conform to administrative regulations.

TECHNOLOGY USE

ELECTRONIC AND SOCIAL MEDIA

DESIGNATED AGENT

TRADEMARK

SCHOOL-RELATED USE


DATE ISSUED: 5/16/2011 ADOPTED: 3 of 3UPDATE 90 CY(LOCAL)-A

Members of the general public, outside organizations, vendors, commercial manufacturers, wholesalers, and retailers shall not use District trademarks without the written permission of the Superin-tendent or designee. Any production of merchandise with District trademarks for sale or distribution must be pursuant to a trademark licensing agreement and may be subject to the payment of royal-ties.

Any individual, organization, or business that uses District trade-marks without appropriate authorization shall be subject to legal action.

PUBLIC USE

Houston ISD 101912 EMPLOYEE STANDARDS OF CONDUCT DH (LOCAL)

DATE ISSUED: 4/25/2012 1 of 7LDU 2012.03 DH(LOCAL)-X

For purposes of defining prohibited conduct, the following shall ap-ply:

• “Immorality” is conduct that the Board determines is not in conformity with the accepted principles of right and wrong be-havior or that the Board determines is contrary to the moral standards that are accepted within the District.

• “Moral turpitude” is an act of baseness, vileness, or depravity in the private or social duties that a person owes another member of society in general and that is contrary to the ac-cepted rule of right and duty between persons. Examples in-clude but shall not be limited to: theft, attempted theft, swin-dling, forgery, indecency with a minor, prostitution, and the like.

• “Workplace” is defined as the site for performance of work done in connection with all assignments or duties of one’s employment with the District. This includes any District build-ing or premise; any District-owned or District-approved ve-hicle, including any vehicle used to transport students to and from school or school activities; off school property during any school-sponsored or school-approved activity, event, or func-tion, such as a field trip or athletic event where students are under the jurisdiction of the District.

• “Electronic media” includes all forms of digital media, such as text messaging, instant messaging, electronic mail (e-mail), and Internet and social media. Electronic media also includes all forms of telecommunications, such as landlines, cell phones, and Web-based applications.

• “Social media” covers web-based, interactive communication between individuals, organizations, or communities, which in-cludes but is not limited to Web logs (e.g. blogs), electronic forums such as chat rooms, video-sharing Web sites (e.g. YouTube, Vimeo), editorial comments posted on the Internet, and social networking sites including, but not limited to Face-book, Twitter, Google+, Instagram, LinkedIn, Wikispace, Ed-modo.

• “User” is defined as a district employee or district contractor using computers, Internet and social media, email, chat rooms, text messaging, instant messaging, and other forms of electronic communications or equipment for which HISD has administrative responsibility. It also applies to any equipment that uses the district’s network to access online resources.

DEFINITIONS

GENERAL GUIDELINES

Attachment I-1



Employees shall be courteous to one another and the public, work-ing together in a cooperative spirit to serve the best interests of the District. All District employees shall be expected to adhere to the standards of conduct set out in the Code of Ethics and Standard Practices for Texas Educators. [See DH(EXHIBIT)]

Employees wishing to express concern, complaints, or criticism shall do so through appropriate channels. [See DGBA(LOCAL)]

In the case of E-Rate matters, refer to governance provided at CAA.

Every employee shall be responsible for:

1. Arriving at work on time every day and following attendance procedures;

2. Satisfactorily completing the duties as specified by the job de-scription and/or contract, if any;

3. Relating to colleagues and supervisors with respect, courtesy, and in a professional manner;

4. Spending the workday on work-related activities to the exclu-sion of personal business;

5. Dressing in a manner that is appropriate for the job assign-ment and that reflects positively on the District, and that in-cludes the use of all issued safety equipment;

6. Recognizing that employment with the District is not guaran-teed, but is dependent on employee performance, budget, and need;

7. Following the established rules of behavior for the District and society in general as defined by local, state, and federal laws;

8. Conducting their duties in a safe manner, following the Dis-trict’s general safety policies and department rules regarding proper use of approved safety equipment and apparel; and

9. Following the directives of the supervisor.

Employees shall comply with the standards of conduct set out in this policy and with any other policies, regulations, and guidelines that impose duties, requirements, or standards attendant to their status as District employees. Violation of any policies, regulations, or guidelines may result in disciplinary action, including termination of employment. [See DCD and DF series]

E-RATE MATTERS

EMPLOYEE RESPONSIBILITIES

VIOLATIONS OF STANDARDS OF CONDUCT



District employees shall work, supervise others, or be supervised in a work environment free of discrimination, harassment, and abuse. Accordingly, the use of discriminatory remarks and/or epi-thets regarding an employee’s race, sex, age, color, religion, ance-stry, handicap or disability, marital status, veteran status, political affiliation, sexual orientation, gender identity, and/or gender ex-pression, or national origin shall not be permitted. Employees shall not engage in prohibited harassment, including sexual harassment, of:

1. Other employees, as defined at DIA.

2. Students, as defined at FFH. [See FFG regarding child abuse and neglect]

While acting in the course of their employment, employees shall not engage in prohibited harassment, including sexual harassment, of other persons, including Board members, vendors, contractors, volunteers, or parents.

Employees shall not form romantic or other inappropriate social relationships with students. Any sexual relationship between a student and a District employee is always prohibited, even if con-sensual. [See DIA and FFH]

The First Amendment of the United States Constitution prohibits the government from creating law that abridges the freedom of speech. Under Article 1, Section 8 of the Texas Constitution, every person shall be at liberty to speak, write, or publish his or her opi-nions on any subject, being responsible for the abuse of that privi-lege; and no law shall ever pass curtailing the liberty of speech. This policy is not intended to abrogate any individual’s state and federal constitutional right to free speech on matters of public con-cern or to inhibit an employee’s right to participate in political affairs in the employee’s community, state, or nation as provided under Education Code 21.407(b). These rights must be exercised res-ponsibly and within the context of the District’s right to maintain and secure an effective and efficient workplace and school operations free from disruptions that detract from the District’s objective of educating children.

The Houston Independent School District recognizes the powerful impact that social media can have on education. The user partici-pation and sharing of information inherent in these media can be beneficial to students and teachers; and when used responsibly and safely, they may be effectively integrated into the educational environment to support traditional instruction.

DISCRIMINATION, HARASSMENT, OR ABUSE

RELATIONSHIPS WITH STUDENTS

FREEDOM OF SPEECH

SOCIAL MEDIA



In accordance with administrative regulations, a certified or li-censed employee, or any other employee designated in writing by the Superintendent or designee, may use social media to commu-nicate with currently enrolled students about matters within the scope of the employee’s professional responsibilities. All other em-ployees are prohibited from using social media to communicate directly with students who are currently enrolled in the District. For specific procedures on the following, see the administrative regula-tion [See DH5 (Regulation)]:

1. Exceptions for family and social relationships;

2. Procedures for establishing professional media sites, limita-tions to communicating with students, content restrictions, administrative monitoring and review, privacy issues, adhe-rence to applicable laws and policies, and site accessibility to parents and administrators;

Each employee shall continue to comply with the applicable state and federal laws, local policies, administrative regulations, and the Code of Ethics and Standards for Texas Educators including:

• Compliance with Public Information Act and the Family Educational Rights and Privacy Act (FERPA), including re-tention and confidentiality of student records [See CPC and FL]

• Copyright law [See CY]

• Technology resources [See CQ]

An employee shall be held to the same professional standards in his or her use of social media as for any other public conduct. If an employee’s use of social media violates state or federal law or Dis-trict policy, or interferes with the employee’s ability to effectively perform his or her job duties, the employee is subject to discipli-nary action, up to and including termination of employment.

All employees shall adhere to District safety rules and regulations and shall report unsafe conditions or practices to the appropriate supervisor.

District employees are prohibited from possessing or using any of the weapons defined in Section 46.05 of the Penal Code [see FNCG(LEGAL)] while on District property, while working in the scope of assigned duties, or while attending District-sponsored ac-tivities. Any exceptions to this provision shall be specifically autho-rized by the Superintendent or designee.

SOCIAL MEDIA USE WITH STUDENTS

PERSONAL USE OF SOCIAL MEDIA

SAFETY REQUIREMENTS

WEAPONS PROHIBITION

TOBACCO USE



Employees shall not use tobacco products in District buildings, in District vehicles, nor in the presence of students at school or at school-related activities. [See DH and GKA(LEGAL)]

A copy of this policy, the purpose of which is to eliminate alcohol and drug abuse from the workplace, shall be provided each em-ployee at the beginning of each year or upon employment.

Employees shall not unlawfully manufacture, distribute, dispense, possess, use, or be under the influence of any of the following substances during working hours while at school or at school-related activities during or outside of usual working hours:

1. Any controlled substance or dangerous drug as defined by law, including but not limited to marijuana, any narcotic drug, hallu-cinogen, stimulant, depressant, amphetamine, or barbiturate.

2. Alcohol or any alcoholic beverage.

3. Any abusable glue, aerosol paint, or any other chemical sub-stance for inhalation.

4. Any other intoxicant, or mood-changing, mind-altering, or be-havior-altering drugs.

An employee need not be legally intoxicated to be considered “un-der the influence” of a controlled substance.

An employee who uses a drug authorized by a licensed physician through a prescription specifically for that employee’s use shall not be considered to have violated this policy.

Each employee shall be given a copy of the District’s notice regard-ing drug-free schools. [See DI(EXHIBIT)] All employees are sub-ject to reasonable suspicion testing for alcohol and/or drug use. [See DHE(LOCAL)]

An employee who tests positive for prohibited drugs and/or alcohol shall be subject to termination, except when an employee voluntari-ly admits to alcohol or illegal drug use and commences counseling or rehabilitation prior to an event that leads to the initiation of any alcohol or drug testing. Such an employee must thereafter refrain from using alcohol and/or illegal drugs. [See also DI(EXHIBIT) for Drug-Free Workplace Requirements and DHE(LOCAL) for alcohol and drug testing]

A District employee shall not bring his or her own relative, personal aide, or hired helper to assist the employee in the performance of duties on District premises or at school-sponsored activities without prior approval from the principal/work location supervisor and/or

ALCOHOL AND DRUGS

EXCEPTION

NOTICE

UNAUTHORIZED PERSONS ON DISTRICT PREMISES



Human Resources Department. [See also DC(LOCAL) and GKG(LOCAL)]

The dress and grooming of District employees shall be clean, neat, in a manner appropriate for their assignments, and in accordance with any additional standards established by their supervisors and approved by the Superintendent.

The District prohibits loans made by one employee to another with the intent of collecting interest.

An annual criminal background check shall be conducted on all active personnel who do not have electronic fingerprints on file with the Texas Department of Public Safety.

A review committee will assess the records of employees found to have criminal records that may bar them from continued employ-ment in the District. The committee shall use the standards for re-viewing employees and applicants as set out in DC16(REGULATION).

A criminal background check shall be conducted on all employees prior to any promotion or transfer to an administrator position, on a campus or within the central office, or as determined by the Super-intendent’s direct report.

Employees shall disclose a prior record when requested to do so at the time of employment. Failure to do so shall result in termination of employment.

Employees are required to notify the District within ten days should they be charged with, convicted of, granted deferred adjudication for, or entered a plea of nolo contendere to any felony or any mis-demeanor involving moral turpitude. This notification must be made in writing to the custodian of records in the Human Re-sources Department. Failure to do so could result in termination of employment.

An employee shall be subject to being temporarily reassigned when the District becomes aware of any pending charge, previous conviction, or deferred adjudication. The decision to reassign an employee shall be made by the appropriate direct report to the Su-perintendent or designee.

A determination regarding what action, if any, to take will be made after the final disposition of the pending charge(s) or, in the case of a conviction or deferred adjudication, after a recommendation is made to the senior manager, Human Resources (HR) Operations, by the criminal history review committee. In the case of an em-ployee, final disposition of pending charges means a conviction,

DRESS AND GROOMING

MONEY LENDING

ANNUAL CRIMINAL HISTORY RECORD CHECK

REVIEW COMMITTEE

CRIMINAL HISTORY RECORD CHECK PRIOR TO PROMOTION OR TRANSFER

RESPONSIBILITY TO REPORT CHARGES

REASSIGNMENT PENDING FINAL DISPOSITION

DETERMINATION UPON FINAL DISPOSITION


DATE ISSUED: 4/25/2012 ADOPTED: 7 of 7LDU 2012.03 DH(LOCAL)-X

deferred adjudication, or dismissal of the charges. An employee’s completion of probation or other sentencing is not required for a final disposition by the District.

In its Declaration of Beliefs and Visions, the Board expressed its strong confidence in and appreciation for District personnel. The Board desires to provide a uniform system that adequately ad-dresses the needs and concerns of all District employees. The Board therefore encourages employees and others connected with the District to bring forward reports in the form of complaints, com-ments, and suggestions in order to maintain effective and efficient operations, free from disruptions that detract from the District’s main objective of educating children.

This policy applies not only to District employees but is also availa-ble to parents, students, patrons of the District, and the general public.

The Board recognizes that there are existing resources through which reports can be made and resolved. These resources include the Employee Hotline, the Employee Assistance Program, the Equal Employment Opportunity, Professional Standards, District Police, and Internal Affairs Departments, as well as other appropri-ate law enforcement authorities. The Board has designated the senior manager, HR Employee Relations, as the clearinghouse for all reports of wrongdoing and for the coordination of resolutions.

The First Amendment of the United States Constitution prohibits the government from creating law that abridges the freedom of speech. Under Article 1, Section 8 of the Texas Constitution, every person shall be at liberty to speak, write, or publish his or her opi-nions on any subject, being responsible for the abuse of that privi-lege; and no law shall ever pass curtailing the liberty of speech. This policy is not intended to abrogate any individual’s state and federal constitutional right to free speech on matters of public con-cern or to inhibit an employee’s right to participate in political affairs in the employee’s community, state, or nation as provided under Education Code 21.407(b). These rights must be exercised res-ponsibly and within the context of the District’s right to maintain and secure an effective and efficient workplace and school operations free from disruptions that detract from the District’s objective of educating children.

REPORTS OF MISCONDUCT

FREEDOM OF SPEECH

Page 1 of 2 I-2



SUBJECT: PROPOSED REVISIONS TO BOARD POLICY FMG(LOCAL),STUDENT ACTIVITIES: TRAVEL—FIRST READING

The Houston Independent School District (HISD) local board policy FMG was reviewed for agreement with district practices and procedures and to update information on the field trip approval process.

Based on this review, the following changes to FMG(LOCAL) are recommended:

Add a new caption, SCHOOL-SPONSORED STUDENT ACTIVITIES, and a definition regarding such activities.

Revise the provisions at FIELD TRIPS. Add a caption at FUNDING and the provisions regarding funding associated with

trips, including student fees. Add further explanation of enrichment activities. Move the paragraph on MAKE-UP WORK below LOSS OF SCHOOL TIME. Change the caption OUT-OF-TOWN TRIPS to OUT-OF-STATE AND

OVERNIGHT TRIPS. Add approval of out-of-state and overnight trips to include the superintendent or

designee.

Proposed changes are noted in the attached revised policy.



ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 5: Improve Public Support and Confidence in Schools and is aligned with Core Initiative 5: Culture of Trust through Action.



Page 2 of 2

RECOMMENDED: That the Board of Education accept the proposed revisions to Board Policy FMG(LOCAL), Student Activities: Travel, on firstreading.

Houston ISD 101912 STUDENT ACTIVITIES FMGTRAVEL (LOCAL)

DATE ISSUED: 5/1/2000 1 of 2LDU-18-00 FMG(LOCAL)-X

Students shall be encouraged to participate in extracurricular, enrichment and other school-related activities such as school-sponsored clubs, organizations, and activities. In accordance with board policy, school-sponsored activities are organizations and the like initiated, planned, and conducted by student club mem-bers or faculty sponsors and may only take place with the princip-al’s approval and any fund accounting, if applicable, shall be in compliance with the Finance Procedures Manual. [See FM(LOCAL), FJ(LOCAL), GE2(REGULATION), and Finance Pro-cedures Manual]

All students Students mayshall be invitedallowed to participate in school-sponsored field trips and other enrichment activitiesaway from school whensuch ctivities are related to the educational process.. No student shall be denied_the opportunity to participate in a school-sponsored activity due to financial status and as such a school/school sponsor may attempt to raise funds. See FUND-ING below. Each student who goes on a field trip or excursion (excluding athletic participation) shall have written parental per-mission.

Funding guidelines shall include the following provisions:

1. School or District sponsors may contribute to the costs asso-ciated with the field trip including transportation, admission fees, tickets, and materials necessary for the trip.

2. Schools may hold fundraisers to cover the costs.

3. Students and their parents may be charged a fee for student activities in compliance with Texas Education Code 11.158; however, the District has adopted reasonable procedures for waiving a deposit or fee if a student or the student’s parent or guardian is unable to pay it. The principal is responsible for posting a notice of such waiver in a central location in his or her school facility and in the student handbook. [See FP(LEGAL), (LOCAL), and (REGULATION)]

Participation in all trips involving loss of school time shall be in accordance with procedures relevant to school attendance and participation in cocurricular and extracurricular activities. Enrich-ment activities can relate to the curriculum but cannot be a re-quired part of the coursework.

All class work missed by a student on an out-of-town trip shall be done either before the trip or as make-up after the trip.

SCHOOL-SPONSORED STUDENT ACTIVITIES

FIELD TRIPS

FUNDING

LOSS OF SCHOOL TIME

MAKE-UP WORK

REVISED 08/07/12Attachment I-2

Houston ISD 101912 STUDENT ACTIVITIES FMGTRAVEL (LOCAL)

DATE ISSUED: 5/1/2000 ADOPTED: 2 of 2LDU-18-00 FMG(LOCAL)-X

Requests for approval of outOut-of-townstate and overnight trips involving loss of school time shall be accompanied by information on specific learning activities related to the trip that students must complete either before the trip or during it. must be approved by the Superintendent or designee.

All class work missed by a student on an out-of-town trip shall be done either before the trip or as make-up after the trip.

Trips by student organizations that involve travel outside the con-tinental United States shall be allowed only for senior high school students in grades 9-12 and shall require prior approval of the Superintendent. or designee. Such travel shall only be allowed only to countries where the political climate is favorable.

District sponsors and chaperones shall adhere to established ba-sic guidelines for District-sponsored functions and additional guidelines as may be developed by the individual school. If a sit-uation arises for which there is no published rule, common sense, prudence, and good judgment shall prevail.

OUT-OF-TOWNSTATE AND OVERNIGHT TRIPS

MAKE-UP WORK

OUT-OF-THE COUNTRY TRIPS

SPONSORS AND CHAPERONES

Page 1 of 2


Office of Academic ServicesAlicia Thomas, Deputy Chief Academic Officer

SUBJECT: PROPOSED REVISIONS TO BOARD POLICY EFA(LOCAL),INSTRUCTIONAL RESOURCES: INSTRUCTIONAL MATERIALS—SECOND READING

Senate Bill (SB) 6 (First Called Session) made significant revisions to the law on instructional materials, including replacing the terms “textbooks” with “instructional materials.” Houston Independent School District (HISD) local board policy EFA was reviewed for compliance with the requirements in SB 6.

Based on this review, the following changes to EFA(LOCAL) are recommended:

Change the subtitle of the policy to Instructional Materials to agree with the title of the LEGAL policy and reflect that this policy reflects the objectives of instructional materials. Board Policy EFAA covers selection and adoption.

Throughout the policy, delete “textbook” and/or refer to instructional materials. At OBJECTIVES, bullet 2, add “enjoyment of reading” to the list of reasons for

selecting and acquiring instructional resources. Add bullet 5 at OBJECTIVES to mention resources that will assist students in

making intelligent judgments in their daily lives. Clarify that the selection criteria applies to the selection of all instructional

resources. At SELECTION CRITERIA, revise item 1 to state that the materials support state

and district goals and are consistent with the district and campus improvement plans; revise item 2 to reflect the standards of the materials; and modify item 4 by adding “behavior” to the objectives.

Include a cross-reference to policy code EMB about controversial issues.

Proposed changes are noted in the attached revised policy.



ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 4: Increase Management Effectiveness and Efficiency and is aligned with Core Initiative

I-3

Page 2 of 2

3: Rigorous Instructional Standards and Supports.



RECOMMENDED: That the Board of Education approve the proposed revisions to Board Policy EFA(LOCAL), Instructional Resources: Instructional Materials, on second reading, effective August 10, 2012.

Houston ISD 101912 INSTRUCTIONAL RESOURCES EFAINSTRUCTIONAL MATERIALS SELECTION AND ADOPTION (LOCAL)

DATE ISSUED: 3/23/20121/12/2010 1 of 2UPDATE 93LDU 2009.14 EFA(LOCAL)-X

The DistrictBoard shall provide a wide range of instructional re-sources for students and faculty that present varying levels of diffi-culty, diversity of appeal, and a variety of points of view. Although trained professional staff are afforded the freedom to select instruc-tional resources for their use in accordance with this policy and the state-mandated curriculum, the ultimate authority for determining and approving the curriculum and instructional program of the Dis-trict lies with the Board.

In this policy, “instructional resources” refers to textbooks, library acquisitions, supplemental materials for classroom use, and any other instructional materials, including electronic resources, used for formal or informal teaching and learning purposes. The primary objectives of instructional resources are to deliver, support, enrich, and assist in implementing the District’s educational program. [See EFAA for the selection and adoption process of state-adopted in-structional materials.]textbooks]

The Board generally shall rely on District professional staff to select and acquire instructional resources that:

1. Enrich and support the curriculum, taking into consideration students’ varied interests, abilities, learning styles, and maturi-ty levels.

2. Stimulate growth in factual knowledge, enjoyment of reading, literary appreciation, aesthetic values, and societal standards.

3. Present various sides of controversial issues so that students have an opportunity to develop, under guidance, skills in criti-cal analysis and in making informed judgments in their daily lives.

4. Represent many ethnic, religious, and cultural groups and their contributions to the national heritage and world commu-nity.

5. Provide a wide range of background information that will ena-ble students to make intelligent judgments in their daily lives.

In the selection of instructional resources, other than textbooks, especially library acquisitions and supplemental materials for class-room use, professional staff shall ensure that materials:

1. Support and areAre consistent with the general educational goals and objectives of the state and District and the aims and objectives of individual schools and specific courses con-sistent with the District and campus improvement plans..

OBJECTIVES

SELECTION CRITERIA

Attachment I-3

Houston ISD 101912 INSTRUCTIONAL RESOURCES EFAINSTRUCTIONAL MATERIALS SELECTION AND ADOPTION (LOCAL)

DATE ISSUED: 3/23/20121/12/2010 ADOPTED: 2 of 2UPDATE 93LDU 2009.14 EFA(LOCAL)-X

2. Meet high standards of quality in presentation, format, reada-bility, content, accuracy, artistic or literary quality, and educa-tional significance.and production.

3. Are appropriate for the subject and for the age, ability level, learning styles, and social and emotional development of the students for whom they are selected.

4. Are designed to provide information that will motivate stu-dents to examine their own attitudes and behavior, to under-stand their rights, duties, and responsibilities as citizens, and to make informed judgments in their daily lives.

Recommendations for library acquisitions shall involve administra-tors, teachers, other District personnel, and community representa-tives, as appropriate. Gifts of instructional resources shall be eva-luated according to these criteria and accepted or rejected accordingly.

Selection of materials is an ongoing process that includes the re-moval of resources no longer appropriate and the periodic re-placement or repair of materials still of educational value.

The selection of library acquisitions on controversial issues shall endeavor to maintain a balanced collection representing various views. Library materials shall be chosen to clarify historical and contemporary forces by presenting and analyzing intergroup ten-sion and conflict objectively, placing emphasis on recognizing and understanding social and economic problems. [See also EMB re-garding instruction about controversial issues and EHAA regarding human sexuality instruction]

A parent of a District student, any employee, or any District resi-dent may formally challenge an instructional resource used in the District’s educational program on the basis of appropriateness fol-lowing established informal and formal reconsideration procedures. [See the Librarian’s Handbook]

CONTROVERSIAL ISSUES

CHALLENGED MATERIALS

.

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Office of Academic ServicesAlicia Thomas, Deputy Chief Academic Officer

SUBJECT: PROPOSED REVISIONS TO BOARD POLICY EFAA(LOCAL),INSTRUCTIONAL MATERIALS: SELECTION AND ADOPTION—SECOND READING

Senate Bill 6 made significant revisions to the law on selection and adoption of instructional materials. As reflected in EFAA(LEGAL), references to “textbooks” have been changed to “instructional materials,” which is defined as a medium or a combination of media that communicates the essential knowledge and skills (TEKS) of a subject in the school curriculum. References throughout to the conforming and nonconforming lists have been deleted. The State Board of Education (SBOE) will produce a single list of approved materials that cover at least half of the TEKS in each subject and grade level, rather than a conforming list and a nonconforming list.The reference to the SBOE instructional materials lists has been broadened to refer to the state lists in order to incorporate the instructional materials list adopted by the commissioner.

As a result of revisions to the law, the following changes are recommended to Houston Independent School District (HISD) local policy EFAA:

Replace each reference to “textbooks” with the term “instructional materials”throughout the policy including the subject.

Add a statement indicating that a majority of instructional materials committee members will be classroom teachers.

Delete the procedural provisions at COMMITTEE APPOINTED. Procedures regarding committee composition, tasks, and reporting decisions shall be outlined in an administrative regulation.

Replace the caption COMMITTEE TASKS with RECOMMENDATION AND ADOPTION and revise language regarding the selection process.

Delete the caption and text at TEXTBOOK COMMITTEE REPORT AND SELECTIONS.

Replace TEXTBOOK SAMPLES AND PUBLISHER CONTRACTS with SAMPLES AND PUBLISHER CONTRACTS.

Other changes are editorial in nature.

The proposed changes are noted in the attached revised policy.


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ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 4: Increase Management Effectiveness and Efficiency and is aligned with Core Initiative 3: Rigorous Instructional Standards and Supports.



RECOMMENDED: That the Board of Education approve the proposed revisions to Board Policy EFAA(LOCAL), Instructional Materials: Selection and Adoption, on second reading, effective August 10, 2012.

Houston ISD 101912 INSTRUCTIONAL MATERIALS SELECTION AND ADOPTION EFAATEXTBOOK SELECTION AND ADOPTION (LOCAL)

DATE ISSUED: 5/1/2000 1 of 3LDU-18-00 EFAA(LOCAL)-X

The District shall recommend for adoption classroom textbooks or textbookinstructional materials or instructional material alternatives for each subject from the official state lists or other materials for which the district has received state approval. presented each year by the Official State Textbook Selection Committee. The local adoption process shall be conducted in accordance with TEA rules and regulations.

A majority of the committee members shall be classroom teachers.

On or before November 1 of each year, the Superintendent shall appoint a textbook committee for each content area included in the current adoption. Each of these subject area committees will be composed of teachers selected from each administrative district affected by that adoption. The teachers will be selected for exper-tise in the particular subject area and/or grade level for which text-book or textbook alternatives are offered for selection. Teachers of students from special populations will be selected as appropriate.

All members of the textbook committees shall be professional em-ployees of the District and the majority shall be classroom teach-ers. The Superintendent or designee shall be a member and shall serve as chairman of the coordinating committee, composed of chairpersons of the individual subject area committees. [See also DBD(LEGAL) regarding TEXTBOOKS]

After examining all instructional materials reflected The textbook committees shall examine all bookson the conforming and noncon-formingstate lists, adopted by State Board,the instructional mate-rials committee shall select itemsthe textbooks from these lists for use in the District, and recommend the selections to the Board for ratification by the Board. Exemplary schools shall not be bound by the In the event the Board does not ratify all of the selections, the reasons shall be recorded in Board minutes. The committee shall make other recommendations for of the committee. A quorum, consisting of a majority of the textbook selection until the Board has ratified all selections. committee membership, shall be present for any meeting at which selections are made.

In the event selections recommended by the committee are not ratified by the Board, the committee shall make other selections at a meeting held as soon as possible following the meeting of the Board at which any of the previous selections were not ratified.

[See also BBFA(LEGAL), regarding INSTRUCTIONAL MATERIAL]

If the Board, by majority vote, fails to ratify any of the selections made by its textbook committee, the reasons for failure to ratify shall be placed in its official minutes. The Board shall then direct

INSTRUCTIONAL MATERIALS TEXTBOOKS

COMMITTEE APPOINTED

COMMITTEE TASKS RECOMMENDATION AND ADOPTION

BOARD ACTION

Attachment I-4


DATE ISSUED: 5/1/2000 2 of 3LDU-18-00 EFAA(LOCAL)-X

the textbook committee to recommend other selections from the multiple lists and report its selections to the Board for ratification. This procedure shall continue until the Board has ratified all selec-tions of the local textbook committee. Final selections shall be recorded in the Board minutes. [See also BBFA(LEGAL), regard-ing TEXTBOOKS]

After ratification by the Board and not later than March 31, two cop-ies of the textbook committee’s report, carrying the signatures of members of the committee who participated in the selection, the Board President, and the Board Secretary, shall be sent by the Su-perintendent to the TEA textbook division on forms provided by the textbook division. The selection certified to the textbook division shall be final and shall not be subject to reconsideration during the contract period or periods covering the books selected.

Where selections have not been made from the multiple lists of prior adoptions, the current textbook committee may select text-books if the subjects are to be taught in the District during the en-suing school term. Such selections shall be reported with other multiple list selections. New selections shall not be permitted from multiple lists of textbooks, which are re-adopted; the District shall continue to use the textbooks previously selected.

The textbook coordinating committee members shall be given suf-ficient release time to perform their responsibilities adequately. Their attendance at all committee meetings and hearings shall be mandatory. Substitutes shall be provided when released time from the school day is required.

Textbooks shall be continued in use for the entire period of the adoption.

Each publisher having a textbookinstructional materials on the state multiple-adoption list shall be given equal time and opportuni-ty to present his or her textbooks materials to the textbook commit-tee and to the appropriate subcommittee through an organized schedule arranged by the District administration.

After the state conforming and nonconforming lists are established, publishers’ representatives shallwill be allowed in the schools at the request of the principal only for the purpose of providing inser-vice training on the instructional materialstextbooks and alternative materials not up for adoption in the current year. Publishers’ repre-sentatives are not allowed individual contact with textbook commit-tee members or subcommittee members during this period; how-ever, a publisher’s representative may provide sample copies of instructional materialstextbooks to individual schools.

TEXTBOOK COMMITTEE REPORT AND SELECTIONS

TEXTBOOK INSTRUCTIONAL MATERIALS SAMPLES AND PUBLISHER CONTRACTS


DATE ISSUED: 5/1/2000 ADOPTED: 3 of 3LDU-18-00 EFAA(LOCAL)-X

Publishers who may be asked to conduct presentations at the feeder pattern or area level in addition to the Publishers’ Hearing for District personnel shall register these presentations with the Superintendent’s designated instructional materialstextbook com-mittee chair.

Publishers who wish to field test instructional materials shall abide by research guidelines.

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SUBJECT: PROPOSED REVISIONS TO BOARD POLICY EIF(LOCAL), ACADEMIC ACHIEVEMENT: GRADUATION—SECOND READING

The State Board of Education adopted changes to the high school graduation requirements in January 2012. The new requirements are effective beginning with students who entered grade 9 in the 2012–2013 school year. The administration recommends approval of changes to the graduation requirements as reflected in an amended EIF(EXHIBIT).

To update the Houston Independent School District’s (HISD) graduation policy, the following revisions to EIF(LOCAL) are recommended:

Add a provision for students entering grade 9 in 2012–2013 and thereafter to graduate under the Texas Minimum High School Program, Recommended High School Program, or the Distinguished Achievement High School Program(Advanced High School Program), with the addition of one-half credit of Health Education under each program and the number of required electives will be adjusted to maintain the total number of credits for graduation.

The amended EIF(EXHIBIT) includes the following recommendations for students entering grade 9 in 2012–2013 and thereafter.

Adopt all of the TEA high school graduation programs.

District Minimum High School Program Eliminate one credit of the science requirement. Eliminate one credit of the social studies requirement. Combine the social studies and economics requirements. Eliminate the one credit languages other than English requirement. Add one credit academic elective requirement.

District Recommended High School Program Combine the social studies and economics requirements.

District Distinguished Achievement High School Program – Advanced High School Program Combine the social studies and economics requirements.

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ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 1: Increase Student Achievement and is aligned to Core Initiative 3: Rigorous Instructional Standards and Supports.



RECOMMENDED: That the Board of Education approve the proposed revisions to Board Policy EIF(LOCAL), Academic Achievement: Graduation,on second reading, effective August 10, 2012.

Houston ISD 101912 ACADEMIC ACHIEVEMENT EIFGRADUATION (LOCAL)

DATE ISSUED: 5/4/2010 1 of 4LDU 2010.06 EIF(LOCAL)-X

A four-year plan of study must be developed for all students in the spring of grade 8. Parental involvement will be substantiated with parental signatures on the four-year plan of study. Each year the student updates his or her course of study, parental signatures will again be required on either the four-year plan or the course selec-tion sheet. The plan and the course selection sheet shall be kept on file by the school counselor.

A principal shall designate a guidance counselor, teacher, or other appropriate individual to develop and administer a personal gradu-ation plan (PGP) for each student enrolled in grades 6 through 12.

A PGP must:

1. Identify educational goals for the student;

2. Include diagnostic information, appropriate monitoring and intervention, and other evaluation strategies;

3. Include an intensive instruction program described in Educa-tion Code 28.0213 [see EHBC and EHBAB];

4. Address participation of the student’s parent or guardian, in-cluding consideration of the parent’s or guardian’s educational expectations for the student; and

5. Provide innovative methods to promote the student’s ad-vancement, including flexible scheduling, alternative learning environments, online instruction, and other interventions that are proven to accelerate the learning process and have been scientifically validated to improve learning and cognitive abili-ty.

All graduates, including special education students, shall be awarded the same type of diploma. The academic achievement record (transcript) shall include the individual accomplishments, achievements, and courses completed. Also, the appropriate seal representing the student’s academic program shall be affixed to the academic achievement record.

Graduation requirements for a particular student shall be those in effect when the student first enters grade 9 or as otherwise adopted by the Board. Students may graduate under the programs listed below. Details regarding the number of credits and specific courses for each of the programs are found in EIF(EXHIBIT).

Upon reaching the age of 26, a former student who attended Dis-trict schools during grade 12 but did not graduate under District requirements will be eligible to graduate under the minimum state

FOUR-YEAR GRADUATION PLAN

PERSONAL GRADUATION PLAN (PGP)

DIPLOMA AND ACADEMIC ACHIEVEMENT RECORD

GRADUATION REQUIREMENTS

Attachment I-5



requirements in effect at his or her grade 9 entry; provided Houston ISD was the last district of enrollment.

All students entering grade 9 shall be automatically enrolled in the Recommended High School Program with parental approval re-quired to leave the program.

The following graduation programs are available for students enter-ing grade 9 prior to 2012-2013:

1. The Texas Minimum High School Program (Requires Principal Approval Based on Extenuating Circumstances);

2. District Core Program (Regular High School Program);

3. District Advanced Program (Recommended High School Pro-gram); or

4. Advanced/Distinguished Achievement Program.

The following graduation programs are available for students enter-ing grade 9 in 2012-2013 and thereafter:

The Texas Minimum High School Program, Recommended High School Program and the Distinguished Achievement High School Program (Advanced High School Program).

A seal on each student’s transcript shall identify the program under which the student graduated. For specific course and other re-quirements of each program, see EIF(LEGAL) and the Secondary School Guidelines for the current year. [See also EI(LEGAL) and (LOCAL) and FMH(LOCAL)]

A student receiving special education services shall be eligible to graduate upon completion of the requirements specified in his or her individualized education program (IEP) as determined by the student’s ARD committee. [See options for graduation in the Spe-cial Education Program in the Secondary School Guidelines for the current year]

The secondary program of a student receiving special education services shall terminate either with graduation or when the student no longer meets the age requirement. When a student graduates with a regular diploma, or when the student no longer meets the age eligibility for FAPE, the District must provide the child with a summary of the child’s academic achievement and functional per-formance, which shall include recommendations on how to assist the child in meeting the child’s postsecondary goals. 300.305(e) (3) – IDEIA IDEA.

SPECIAL EDUCATION



All students must satisfy District graduation requirements for physi-cal education. The District shall classify students for physical edu-cation on the basis of health into one of the following categories:

1. Unrestricted – not limited in activities.

2. Restricted – may exclude the more vigorous activities. The two types of restricted classification are:

a. Permanent — A member of the healing arts licensed to practice in the State of Texas shall provide written docu-mentation to the school as to the nature of the impair-ment and the expectations for physical activity for the student.

b. Temporary — Student may be restricted from certain physical activity of the physical education class. A member of the healing arts licensed to practice in the State of Texas shall provide written documentation to the school as to the nature of the impairment and the expec-tations for physical activity for the student.

During recovery time, the student shall continue to learn the concepts of the lessons but shall participate to the level indicated by the licensed health-care professional.

3. Adapted and remedial — specific activities prescribed or pro-hibited for students so classified as directed by a member of the healing arts licensed to practice in the State of Texas.

The District has chosen to award state credit for physical education for appropriate private or commercially sponsored physical activity programs conducted either on or off campus, upon program ap-proval by the Board and participation approval by the Health and Physical Education Department.

The District shall offer up to 3 state graduation elective credits for reading in all graduation plans.

Students leaving the District in the last semester of their senior year shall be allowed to transfer credits back from any accredited high school where they complete graduation requirements and re-ceive a high school diploma from the District.

In order to receive a diploma from a District high school, a senior student transferring from another District school:

1. Shall have enrolled in that high school, at the latest, during the first 15 days of the last semester of the senior year;

PHYSICAL EDUCATION SUBSTITUTIONS

CLASSIFICATION FOR PHYSICAL EDUCATION

OLYMPIC-CALIBER PHYSICAL ACTIVITY PROGRAMS

READING CREDITS

TRANSFER OF CREDITS DURING SENIOR YEAR FOR SENIOR STUDENTS FROM OUT OF DISTRICT

IN-DISTRICT TRANSFER OF SENIOR STUDENTS DURING SPRING OF SENIOR YEAR


DATE ISSUED: 5/4/2010 ADOPTED: 4 of 4LDU 2010.06 EIF(LOCAL)-X

2. Must have earned at least 2 credits from the District high school; and

3. Must have completed District graduation requirements includ-ing satisfactory performance on the state-mandated assess-ment.

A student who does not meet these qualifications may have his or her complete coursework transferred back to the previous District school and receive a diploma from the school he or she previously attended.

To be eligible for honors based on academic achievement, a trans-fer senior student must earn his or her last 5 credits at the school in which the awards are presented, at least 2 credits of which must be completed before class ranking time.

Houston ISD 101912 ACADEMIC ACHIEVEMENT EIFGRADUATION (EXHIBIT)

DATE ISSUED: 2010 Page 1 of 5LDU-37-05 EIF(EXHIBIT)-X

GRADUATION REQUIREMENTS FOR NINTH GRADE STUDENTS ENTERING PRIOR TO 2007–2008

DISCIPLINE

CORE PROGRAM (Minimum High

School Program) (24 Credits)

RECOMMENDED PROGRAM (24 Credits)

DISTINGUISHED ACHIEVEMENT

PROGRAM (24 Credits)

English Language Arts Proficiency

Four Credits

Four Credits Four Credits

Speech One-half credit One-half credit One-half credit Mathematics Proficiency

Three Credits to include Algebra I and Geometry

Three Credits must consist of Algebra I, Geometry, and Algebra II

Three Credits must consist of Algebra I, Geometry, and Algebra II

Science Proficiency

Three credits to include IPC, Biology, and one additional science.

Three credits as specified by TEA requirements.

Three credits as specified by TEA requirements.

Social Studies Proficiency

Three and one-half credits taken in prescribed sequence



Economics One-half credit (Grade 12)

One-half credit (Grade 12)


Languages Other Than English

One credit in the same language

Two credits in the same language

Three credits in the same language

Physical Education One and one-half credits

One and one-half credits


Health Education One-half credit One-half credit One-half credit Technology Applications Proficiency

One credit One credit One credit

Fine Arts None One credit One credit Electives Five and one-half

credits Three and one-half credits

Two and one-half credits

Four advanced measures∆

Total Credits Required 24 Credits 24 Credits 24 Credits

Attachment I-5



GRADUATION REQUIREMENTS FOR NINTH GRADE STUDENTS ENTERING 2007–2008 TO 2009–2010

DISCIPLINE







Four Credits




Four Credits must consist of Algebra I, Geometry, and Algebra II


Science Proficiency


Four credits as specified by TEA requirements.













Physical Education One and one-half credits



Health Education One-half credit One-half credit One-half credit Technology Applications Proficiency

One credit One credit One credit

Fine Arts None One credit One credit Electives Five and one-half

credits Three and one-half credits

Two and one-half credits

Four advanced measures∆

Total Credits Required 24 Credits 26 Credits 26 Credits



GRADUATION REQUIREMENTS FOR NINTH GRADE STUDENTS ENTERING 2010–2011

DISCIPLINE







Four Credits






Science Proficiency















Physical Education One credit One credit One credit Health Education One-half credit One-half credit One-half credit Fine Arts One credit One credit One credit Electives* Six credits Five credits Four credits Four advanced

measures∆ Total Credits Required 24 Credits 26 Credits 26 Credits

*Students not meeting proficiency on the eighth grade technology assessment will be required to take a technology applications course as one of their elective credits.



Note:

∆ Students completing the Distinguished Achievement Program must complete four advanced measures from the following: • Original research/project judged by a panel of professionals or conducted under direction of

a mentor. • Score of 3 or above on Advanced Placement test • Score of 4 or above on International Baccalaureate exam • Score on PSAT that qualifies for recognition as a Commended Scholar or higher • College courses with a grade of 3.0 or higher on courses that count for college credit,

including tech prep courses.



GRADUATION REQUIREMENTS FOR NINTH GRADE STUDENTS ENTERING 2012–2013

DISCIPLINE

TEA CORE PROGRAM

(MINIMUM HIGH SCHOOL

PROGRAM) (2422 Credits)

TEA RECOMMENDED HIGH SCHOOL


TEA DISTINGUISHED ACHIEVEMENT HIGH SCHOOL PROGRAM –

ADVANCED HIGH SCHOOL



Four Credits






Science Proficiency

Twohree credits to include IPC and, Biology., and one additional science.





Four Three and one-half credits taken in prescribed sequence

Four Three and one-half credits taken in prescribed sequence








Physical Education One credit One credit One credit Health Education One-half credit One-half credit One-half credit Fine Arts One credit One credit One credit Electives* Six credits Five credits Four credits Academic Elective One Credit Four advanced

measures∆ Total Credits Required 24 22 Credits 26 Credits 26 Credits

• *Students not meeting proficiency on the eighth grade technology assessment will be required to take a technology applications course as one of their elective credits.

NEW08/06/12

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Richard Patton, E-Rate Compliance Officer

SUBJECT: PROPOSED REVISIONS TO BOARD POLICIES CFC(LOCAL), ACCOUNTING, AND BDB(LOCAL), BOARD INTERNAL ORGANIZATION—FIRST READING

Pursuant to BAA(LOCAL), Board Legal Status: Powers and Duties, the Chief Audit Executive shall report functionally to the Board and administratively to the Superintendent. The Board Audit Committee has examined its policies and seeks to ensure alignment with General Accounting Office Generally Accepted Government Auditing Standards (GAGAS) and best practices according to the Institute of Internal Auditors (IIA) and International Professional Practices Framework (IPPF).

Therefore, the following policy revisions are proposed and an accompanying board policy exhibit has been created.

Accounting: CFC(LOCAL)—Addition of audit report requirements via reference to

BDB(EXHIBIT).

Board Internal Organization: BDB(LOCAL)—Addition of audit report requirements via reference to

BDB(EXHIBIT).

Procedures for Internal Audit Report BDB(EXHIBIT)—Created exhibit to identify the required procedures and

reporting requirements for the Chief Audit Executive.

The proposed revised policies and new exhibit are attached.



ORGANIZATIONAL GOALS/IMPACT: This agenda item supports HISD Goal 5: Improve Public Support and Confidence in Schools and is aligned with Core Initiative 5: Culture of Trust through Action.


Page 2 of 2


RECOMMENDED: That the Board of Education accept the proposed revisions to Board Policy CFC(LOCAL), Accounting, and BDB(LOCAL), Board Internal Organization, on first reading.

Houston ISD 101912 BOARD INTERNAL ORGANIZATION BDBINTERNAL COMMITTEES (LOCAL)

DATE ISSUED: 3/23/2009 1 of 3LDU 2009.03 BDB(LOCAL)-X

Insofar as possible, all committee work shall be done as a Commit-tee of the Whole.

The President shall appoint members to special committees created by the Board to fulfill specific assignments, unless other-wise provided by Board action. These committees may include District personnel and citizens. The function of committees shall be fact-finding, deliberative, and advisory, but not administrative. Special committees shall report their findings to the Board and may be dissolved upon completion of the assigned task or vote of the Board.

No committee may perform any of the Board's functions. Board committees currently in place are the legislative committee and the audit committee. [See BDB(LEGAL)]

The Board Legislative Committee chairman shall have the respon-sibility of liaison between the Board and local, regional, state, and federal government bodies.

The Board Audit Committee shall be composed of three Board member representatives, upon nomination and vote of the Board. The chairperson shall be determined by the membership.

The purpose of the Board Audit Committee is to provide added protection to the Board in discharging its responsibility for the overall stewardship of District affairs, particularly its financial man-agement; to provide public support for the District's audit programs; to provide assurances that the overall levels of audit coverage are both reasonable and appropriate to protect the District from undue risks; to assist in obtaining effective corrective action and neces-sary improvement based upon audit findings and recommenda-tions from external and internal auditors; and to provide the Board and the public with additional assurances that the prescribed sys-tems of internal controls are functioning as intended.

The Board Audit Committee is advisory in nature; its recommenda-tions regarding audit findings and exceptions and any other items shall be provided in writing to the Board and the Superintendent.

In its advisory role, the Board Audit Committee is subject to the control and direction of the Board.

The general responsibilities of the Board Audit Committee are to:

1. Review internal and external audit reports.

2. Review annual financial reports, including independent audi-tor's opinions, management letter comments, and staff res-ponses.

COMMITTEE OF THE WHOLE

SPECIAL COMMITTEES

COMMITTEE AUTHORITY

LEGISLATIVE COMMITTEE

BOARD AUDIT COMMITTEE

PURPOSE

GENERAL RESPONSIBILITIES

NEW 08/06/12Attachment I-6


DATE ISSUED: 3/23/2009 2 of 3LDU 2009.03 BDB(LOCAL)-X

3. Recommend audits of activities/areas of the District as needed.

4. Submit to the Board on a periodic basis summary reports on all audits reviewed.

5. Perform specific audit committee assignments as requested by vote of the Board.

The specific responsibilities related to internal audits are to:

1. Review and approve the annual plan for Internal Audit activi-ties;

2. Review management's implementation of recommendations made by the internal auditors, or reasons why recommenda-tions are not being implemented;

3. Make recommendations related to the effectiveness of the internal audit effort; and

4. Review the adequacy of the internal audit budget in relation to planned activities.

The specific responsibilities related to external audits are to:

1. Review recommendations related to hiring of external auditing firms when necessary; recommend areas to be emphasized in the external audits; and

2. Review the annual financial statements and the accountants' reports, including management letters related to improving the accounting and internal control systems.

The Superintendent or designee shall be responsible for arranging staff/clerical services to assist the Board Audit Committee. All re-quests for information shall be made directly to the Office of Inter-nal Audit. [See BDB(EXHIBIT)]

Each Board Audit Committee member shall maintain an objective viewpoint that is necessary for effective functioning of the commit-tee. A strong background in finance, accounting, or auditing is not necessary, although such a background in at least one member would be helpful.

The term of office for each Board Audit Committee member shall be two years, unless reduced by vote of the Board or by vote of the members.

Members' terms shall be staggered to minimize the impact of member turnover. Initially, one member shall be selected for a one-year term and two members shall be selected for two-year

SPECIFIC RESPONSIBILITIES

INTERNAL AUDITS

EXTERNAL AUDITS

COMMITTEE MEMBER

QUALIFICATIONS

TERM OF OFFICE


DATE ISSUED: 3/23/2009 ADOPTED: 3 of 3LDU 2009.03 BDB(LOCAL)-X

terms. Thereafter, members shall be selected for two-year terms. The Board President shall establish the initial terms of office for all members.

The Board Audit Committee shall schedule regular meetings at least twice annually and such special meetings and conferences as it deems necessary. The chairman shall determine the date, hour, and the place of meetings. Special meetings may also be called at the written request of a majority of the members of the Board Audit Committee.

The number of meetings shall be sufficient to review:

1. The plan for the annual independent audit;

2. The District's financial statements and the results of examina-tions performed by independent auditors; and

3. Significant findings and recommendations resulting from ex-aminations performed by the Office of Internal Audit.

Summary reports on each audit and committee recommendations related thereto shall be prepared in sufficient detail to convey the substance of committee findings. [See BDB(EXHIBIT) for proce-dures for internal audit reports]

A portion of each meeting shall be set aside for a private session with the independent and/or internal auditors for items that fall with-in executive session provisions of the Texas Open Meetings Law.

All deliberations of the Board Audit Committee shall be conducted in accordance with Robert's Rules of Order, Newly Revised.

MEETING SCHEDULE

Houston ISD 101912 ACCOUNTING CFCAUDITS (LOCAL)

DATE ISSUED: 6/14/2010 1 of 2LDU 2010.07 CFC(LOCAL)-X

The Office of Internal Audit shall conduct a broad, comprehensive program of financial compliance and performance auditing within the District. It shall review the adequacy of the systems of internal controls to ascertain whether they provide reasonable assurance that the District’s objectives and goals will be met efficiently and economically, and that the systems of internal controls are function-ing as intended.

The Office of Internal Audit shall review the quality of performance of various activities and departments to ascertain whether goals and objectives have been achieved and if the District’s resources have been utilized effectively. To this end, Internal Audit shall fur-nish management with objective analyses, appraisals, information, counsel, and recommendations concerning the activities reviewed. Internal Audit shall be afforded access to all District records, per-sonnel, and physical properties. [See BDB(LOCAL) for procedures for internal audit reports]

The Board shall have the funds of the District audited at intervals and annually by a Texas certified or public accountant holding a permit from the Texas Board of Public Accountancy. In accordance with prudent business practices, the District shall issue requests for qualifications for such services not less than once every five to seven years. The policy of the District shall be to rotate such ser-vices so long as two or more qualifying public accounting firms have submitted proposals for such services. The annual audit shall be completed at the close of each fiscal year and shall meet at least the minimum requirements prescribed by the State Board of Education. The audit shall include an examination and review of the accuracy of the fiscal information provided by the District through the Public Education Information Management System (PEIMS). A copy of the annual audit report shall be filed with the Texas Education Agency within 150 days after the end of the fiscal year. The Board shall also publish a condensed version of its audit report in one of the daily newspapers in the City of Houston.

The auditors so employed shall:

1. Prepare an annual audit plan for submission to the Board Au-dit Committee by May 31 of each year.

2. Prepare an annual audit report for presentation to the Board and for publication in compliance with statutes.

3. Perform other services as may be required by the Board.

The fee for auditing services shall be established annually at the time of the request for Board approval of the auditor’s contract. For any accounting and auditing services as may be required by

INTERNAL AUDIT

INDEPENDENT AUDITORS

DUTIES

FEES


Houston ISD 101912 ACCOUNTING CFCAUDITS (LOCAL)

DATE ISSUED: 6/14/2010 ADOPTED: 2 of 2LDU 2010.07 CFC(LOCAL)-X

the State Board of Education in addition to the duties listed above, the auditors shall receive additional remuneration based on prevail-ing scales for such services.

In the case of E-Rate matters, refer to governance provided at CAA.

E-RATE MATTERS

Houston ISD 101912 BOARD INTERNAL ORGANIZATION BDBINTERNAL COMMITTEES (EXHIBIT)

DATE ISSUED: 1 of 2 BDB(EXHIBIT)

PROCEDURES FOR INTERNAL AUDIT REPORT RECOMMENDED BY THE BOARD AUDIT COMMITTEE

Note: The following procedures are recommended and required by the Board Audit Committee to be used in whole by the Chief Audit Executive Officer.

Pursuant to BAA(LOCAL) Board Legal Status: Powers and Duties, the Chief Audit Executive shall report functionally to the Board of Education and administratively to the Superintendent. The Board Audit Committee requires internal audit reports to align with General Accounting Office Generally Accepted Government Auditing Standards (GAGAS) and best practices ac-cording to the Institute of Internal Auditors (IIA) and International Professional Practices Framework (IPPF) as referenced in BDB(LOCAL) Board Internal Organizations: Internal Committees and CFC(LOCAL) Accounting: Audits.

Formal audit reports, as described below, shall be driven by a formal risk assessment and an audit plan approved by the Board Audit Committee. The intent of any report produced by the Chief Audit Executive represents a key deliverable to hold the Office of Internal Audit accoun-table for their work product, provide management requirements for necessary improvements, and assist the district in achieving its goals.

At the conclusion of each internal audit engagement, the Chief Audit Executive shall commu-nicate the results using the following procedure and format:

A. DRAFT REPORTS. Draft written reports shall be issued to the party directly responsi-ble for the area audited to enable the facts and circumstances to be validated and to obtain management action plans for any corrective action.

B. FORMAL REPORTS. Formal, written audit reports shall be provided at the completion of each internal audit or engagement effort after the draft reports have been reviewed, issued on the Office of Internal Audit letterhead, and signed by the Chief Audit Execu-tive. The formal report shall conform to the standard audit report template and may include documented evidence of communication and findings such as formal meeting minutes, presentation slides, and properly formatted e-mail correspondence. See pa-ragraph G. below. Communicating audit results without the issuance of a formal, writ-ten audit report shall require approval by the Board Audit Committee on a case-by-case and documented formally.

C. INTERIM REPORTS. An interim report may be issued for lengthy projects or where immediate attention is needed. Interim reports may be written or oral and may be transmitted formally or informally using general professional standards. An interim re-port shall not be substituted for a final report described above.

D. REPORT DISTRIBUTION. Details of written reports should be distributed to the party directly responsible for the area audited with additional copies issued to applicable management including the respective division Chief above the area audited, Superin-


Houston ISD 101912 BOARD INTERNAL ORGANIZATION BDBINTERNAL COMMITTEES (EXHIBIT)

DATE ISSUED: 2 of 2 BDB(EXHIBIT)

tendent, and Board Audit Committee. In the event an external auditor is impacted as far as risk assessment, scope, and fees, the external auditor shall be included on the report distribution. In reports containing confidential matters relating to public safety and/or security, a general report can be written and issued to applicable management and detail information communicated verbally.

E. EXECUTIVE SUMMARY. The Board Audit Committee and Superintendent shall re-ceive an executive summary of the detailed report and the detailed report. The Chief Audit Executive shall provide additional supporting information and documentation upon request.

F. SUPPORT DOCUMENTATION. All internal audit report findings and conclusions shall be supported by work papers as evidence.

G. TEMPLATE. Based on the type of audit and/or engagement, the report format, con-tent and communications may vary however all audits and/or engagements shall in-clude as the minimum acceptable requirements the purpose, scope, and results of the audit and/or engagement. The following outline shall be considered the standard in-ternal audit report template:

o Audit project name and report date o Audit team members o Report distribution list o Background of area audited o Audit purpose, scope, objective, and project description conforming to the au-

dit plan o Audit conclusion o Detail findings from the audit team following auditing professional standards:

Condition – What are the facts of the problem? Criteria – What policy or standard is involved? Cause – Explain why Consequence or Effect – Explain risks Corrective action – What is the audit recommendation?

o Management action plan and/or response including expected date of comple-tion

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HISD Board Agenda - 120809

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