SOUHEGAN COOPERATIVE SCHOOL DISTRICT SECTION E: SUPPORT SERVICES Section E of the NEPN/NSBA classification system contains policies, regulations, and exhibits on
non-instructional services and programs, particularly those on business management such as
safety, building and grounds management, office services, transportation and food services.
NUMBER POLICY NAME DATE ADOPTED
EB SAFETY PROGRAM November 15, 2007
EBBB ACCIDENT REPORTS November 15, 2007
EBBC EMERGENCY CARE AND FIRST AID January 10, 2008
EBBD INDOOR AIR QUALITY April 4, 2013
ECAF AUDIO AND VIDEO SURVEILLANCE ON SCHOOL BUSES
November 15, 2007
EEA STUDENT TRANSPORTATION SERVICES November 15, 2007
EEAA VIDEO SURVEILLANCE ON SCHOOL PROPERTY December 6, 2012
EEAE EEAE - SCHOOL BUS SAFETY PROGRAM November 15, 2007
EGA SCHOOL DISTRICT INTERNET ACCESS FOR STUDENTS January 7, 2015
EEAEF BUS CAMERAS July 6, 1994
EGAD COPYRIGHT COMPLIANCE October 16, 2008
EH DATA MANAGEMENT (Public Use of School Records) January 10, 2008
EHAA COMPUTER SECURITY, E-MAIL AND INTERNET
COMMUNICATIONS POLICY October 16, 2008
EHB DATA/RECORDS RETENTION June 19, 2008
EHB-R LOCAL RECORDS RETENTION SCHEDULE June 19, 2008
SOUHEGAN Policy EB - SAFETY PROGRAM The school district is committed to providing safe conditions for its students, employees and visitors, and to minimizing the environmental, health and safety risks to which they might be exposed. The superintendent will cause the formation of the Joint Loss Management Committee as required by RSA 281-A:60 and a Crisis Management Plan that conforms to the national Incident Command System. The district will provide the equipment, facilities, training and supervision necessary to achieve a risk control program that prevents or reduces all types of potential losses. Each Principal shall be responsible for the supervision and implementation of a safety program for his/her school. General areas of emphasis shall include, but not be limited to: in-service training; accident recordkeeping; plant inspection; driver and vehicle safety programs; fire prevention; catastrophe planning; and emergency procedures and traffic safety problems relevant to students and employees.
More specifically, this program will include:
1. A program of safety and health inspections, to find and eliminate unsafe conditions or practices, and to comply fully with safety and health standards. 2. Training for all employees in good safety and health practices, with opportunity for employee participation in the design and evaluation of the training. 3. Prompt investigation of accidents/incidents to determine the causes and prevent a recurrence. 4. Shared responsibilities among supervisors, staff and students for implementation of all aspects of the safety and health program. 5. Collaboration with other public safety and community resources in the development of and training for execution of a comprehensive catastrophe plan.
The principal shall be responsible for developing student safety procedures to be used on school busses, school grounds (including playgrounds), during authorized school activities (such as field trips), within school building(s) (including classrooms and laboratories), off school grounds during school sanctioned activities (including, but not limited to, work-based learning and internships), and in the use of online resources. The building's safety plan shall be on file in the SAU office.
Each Principal, in accordance with the NH State Fire code and the requirements of the local Police and Fire Departments, will schedule routine Fire Drills and Lock Downs.
The practice of safety shall also be considered a facet of the instructional plan of the District schools by incorporating educational programs in traffic and pedestrian safety, driver education, fire prevention, emergency procedures, etc., appropriately geared to students at different grade levels.
Legal References:
RSA 281-A:60 RSA 281-A:64, II, III, Worker’s Compensation: Safety Provisions; Administrative Penalty RSA 200:40, Emergency Care NH Code of Administrative Rules, Section Ed. 306.10 (a, 2) (d), Policy Development, Safety NH Code of Administrative Rules, Section SAF-C 6008.04 &05, State Fire Code
Proposed Amendment: November 15, 2007 ADOPTED: November 15, 2007
SOUHEGAN Policy
EBBB - ACCIDENT REPORTS In case of accident, the responsible party must fill out an accident form the day of any accident involving the student.
The procedures for accidents and accident reporting are to be reviewed in September by the Principals, with the staffs of each school.
All accidents judged to be other than minor require an accident report to be filled out and filed with the Principal within 24 hours of the incident. If the accident involves the services of a physician and/or is likely to result in an insurance claim, two accident reports are to be prepared: one copy filed at the school office and one copy to the District's insurance agent. If the incident is not one involving a physician and is unlikely to be an insurance case, it will be sufficient to prepare one copy to be filed at the school.
If the incident is one involving the use of an Automated External Defibrillator (AED), the School Nurse, or his/her designee, shall report all instances of the AED use with the New Hampshire Department of Safety. See incident report forms in Appendix KFD-R or at www.state.nh.us/safety/ems/aed_public_registry_packet.pdf
Legal Reference: NH Code of Administrative Rules - Section Ed. 306.12(b)(1), School Health Services Appendix KFD-R, NH Department of Safety Incident Report Form
ADOPTED: November 15, 2007
SOUHEGAN Policy
EBBC - EMERGENCY CARE AND FIRST AID
School personnel have responsibilities in connection with injuries and emergencies occurring in school and at school-sponsored events, which may be classified as follows: (1) administering first aid; (2) summoning medical assistance; (3) notifying administration; 94) notifying parents; and (5) filing accident/injury reports.
School personnel must use reasonable judgment in handling injuries and emergencies. All personnel will understand the proper steps to be taken in the event of an injury or emergency.
The Superintendent will ensure that at least one other person on staff, aside from the school nurse, has current first aid and cardiopulmonary certification (CPR). If the school nurse or licensed practical nurse is not available, the person(s) who have current first aid and CPR certification is authorized to administer first aid and CPR as needed.
The school will obtain, at the start of each school year, emergency contact information of parents or legal guardian for each student and staff member.
The school nurse or specially trained staff members shall assist in the treatment of injuries or emergency situations. Such individuals have the authority to administer oxygen in case of a medical emergency, if available and if appropriate. This authorization extends to administering oxygen to students without prior notification to parents/guardians.
Additionally, the school nurse or specially trained staff members may also administer epinephrine to any student in case of a medical emergency, if appropriate. This authorization extends to administering epinephrine without prior notification to parents/guardians.
For significant injuries, the staff person witnessing the event must fill out an accident report, which must be submitted to administration so that he/she is informed and a basis is established for the proper processing of insurance claims and remediation if necessary.
The District makes it possible for parents to subscribe to student accident insurance at low rates. This program is offered each year during September. The District does not provide student accident insurance.
Legal References:
RSA 200:40, Emergency Care RSA 200:40-a, Administration of Oxygen by School Nurse NH Code of Administrative Rules, Section Ed. 306.12(b), School Health Services
Adopted: January 10, 2008
SOUHEGAN POLICY
Adopted – April 4, 2013
EBBD - INDOOR AIR QUALITY
In order to ensure that all school buildings have adequate indoor air quality, the Board directs the
Superintendent to address methods of minimizing or eliminating emissions from buses, cars,
delivery vehicles, and other motorized vehicles. The Superintendent may delegate the
implementation of these methods to building principals and/or Director of Facilities. The Board
encourages the Superintendent to utilize methods and recommendations established by various
State agencies.
In addition to addressing methods eliminating emissions, building principals and/or Director of
Facilities are directed to annually investigate air quality in school buildings using a checklist
provided by the New Hampshire Department of Education.
In support of this policy, the Superintendent is authorized to establish regulations and/or
administrative rules necessary to implement anti-idling and clear air measures aimed at
improving indoor air quality.
Legal References:
RSA 200:11-a, Investigation of Air Quality
RSA 200:48, Air Quality in Schools
NH Code of Administrative Rules, Section Ed. 306.04(a)(22), Air Quality in School
Buildings
NH Code of Administrative Rules, Section 306.07(a)(4) and 306.07(b), School Facilities
SOUHEGAN Policy
ECAF - AUDIO AND VIDEO SURVEILLANCE ON SCHOOL BUSES
Video cameras may be used on school buses to monitor student behavior. Audio recordings in conjunction with video recordings may also be captured on school buses, in accordance with the provisions of RSA 570-A:2.
Notification of such recordings is hereby established in this policy and in Policy JICK - Pupil Safety and Violence Prevention. The Superintendent or his/her designee will ensure that there is a sign prominently displayed on the school buses informing the occupants of the school buses that such video and audio recordings are occurring.
The Superintendent is charged with establishing administrative procedures to address the length of time, which the recording is retained, ownership of the recording, limitations on who may view and listen to the recording, and provisions for erasing or destroying the recordings.
All recordings shall be retained for a period of ten (10) days, unless the Superintendent determines that the recording is relevant to a disciplinary proceeding.
Recordings may be viewed by the following persons;
- Superintendent or designee
- Business Administrator
- Building Administrator
- Law Enforcement Officers
- Transportation Contractor Official
Parents of a student against who a recording is being used as part of a disciplinary proceeding will be permitted to view and listen to the recording. No other individuals shall be entitled to view or listen to the recording without the express authorization of the Superintendent.
Legal References: RSA 570-A:2, Capture of Audio Recordings on School Buses Allowed
ADOPTED: November 15, 2007
SOUHEGAN Policy
EEA - STUDENT TRANSPORTATION SERVICES The District shall provide transportation for pupils to schools in the District consistent with provisions of RSA 189:6, RSA 189:9, and RSA 189:9-a.
General Operating Policy
A. Bus routes shall be established by the Superintendent, subject to review by the Board. Routes will be developed annually and posted.
B. Pupils attending approved private schools, up to and including the twelfth grade, shall be entitled to the same transportation privileges within any town or district as are provided for pupils in public schools.
C. Bus stops shall be established under the direction of the Superintendent. A bus stop so established will be designated as authorized when the School Board has approved its designation as such. Drivers may not load or unload pupils at other than authorized bus stops.
Student Conduct on School Buses
Bus drivers have the responsibility to maintain orderly behavior of students on school buses and will report in writing misconduct to the student's Principal. Video cameras may be used on buses to support the bus driver's reports of unacceptable conduct. The school principal will have the authority, delegated by the Superintendent, to suspend the riding privileges of students failing to conform to Board rules and regulations. Parents of children whose conduct on school buses endangers the health, safety and welfare of other riders will be notified that their children face the loss of school bus riding privileges in accordance with the student discipline code. The Board must approve suspensions of the right to ride the school bus that continue beyond twenty (20) days.
Resolution of Conflicts
Parents who wish to request a change or exemption from any of the Student Transportation policies shall direct that request to the Building Principal. If the Building Principal’s ruling does not satisfy the parent, he/she may appeal the ruling within five school days to the SAU 39 Business Administrator. If the parent is again not satisfied by the ruling, he/she may appeal to the Superintendent within the next five-day period. As a last appeal, the parent may request to appear before the District Board's Transportation Committee.
Legal References: RSA 189:6, Transportation of Pupils RSA 189:8, Limitations and Additions RSA 189:9, Pupils in Private schools RSA 189:9a, Pupils prohibited for Disciplinary Reasons RSA 200:40, Emergency Care
ADOPTED: November 15, 2007
SOUHEGAN POLICY
Adopted December 6, 2012
EEAA -VIDEO SURVEILLANCE ON SCHOOL PROPERTY The Board authorizes the use of video surveillance devices on District property to ensure the
health, welfare, and safety of all staff, students, and visitors to District property and to safeguard
District buildings, grounds, and equipment. The superintendent, with recommendations from the
Souhegan Cooperative School Board and Community Council, will approve appropriate locations
for surveillance devices.
Signs will be posted on school buildings to notify students, staff and visitors that video cameras
may be in use. Parents and students will also be notified through the student handbook.
Live surveillance is not the intended purpose of the cameras. Live surveillance is acceptable with
permission from the Superintendent of schools, or his/her designee.
The Superintendent of Schools or his/her designee, may authorize viewings of recordings for a
period up to thirty (30) days, unless the superintendent determines that the recording is relevant to
a disciplinary proceeding.
Videos containing evidence of a violation of student conduct rules and/or state or federal law will
be retained until the issue of the misconduct is no longer subject to review or appeal as determined
by board policy or applicable law. Any release or viewing of the video will be in accordance with
the law or Board policy.
Recordings of video surveillance devices may be reviewed by district personnel for discipline and
evaluation purposes with the aforementioned permission of the Superintendent. If disciplinary
action is taken as a result of the recordings of video surveillance devices, the parent/guardian of the
student may request to view the recordings of the video surveillance devices with the
Superintendent.
Video recordings may become a part of a student’s discipline record or a staff member’s personnel
record. The district will comply with all applicable laws related to record maintenance and
retention.
See also policies EEA, EEAE, EEAEC, EHB, EHB-R & JICC
Legal References: 20 U.S.C. Family Educational Rights and Privacy Act (FERPA)
34 C.F.R. 99, Family Educational Rights and Privacy Act Regulations (Updated September 2012)
SOUHEGAN Policy
EEAE - SCHOOL BUS SAFETY PROGRAM The safety and welfare of student riders will be the first consideration in all matters pertaining to transportation. Safety precautions will include the following:
1. Children will be instructed as to the proper procedure for boarding and exiting from a school bus and in proper and safe conduct while aboard.
2. Emergency evacuation drills will be conducted at least two times a year (Oct.-May) to acquaint student riders with procedures in emergency situations.
3. All vehicles used to transport children will be inspected on a regular schedule to see that they meet applicable safety regulations.
4. All drivers will be screened before employment for physical condition, proper license, and experience. The prior driving record of each driver will be checked for drug and alcohol or other convictions and a criminal records check must also be completed.
5. The board authorizes use of video and audio surveillance on school buses to ensure the health, welfare, and safety of all students while riding on school buses. Use of such surveillance will be in accordance with policy ECAF, Video and Audio Surveillance.
The School District or independent contractor will comply with all state and federal laws and regulations pertaining to the operation of school buses and will make these requirements known to bus drivers. It will also cooperate with local safety officials in formulating and accomplishing its school bus safety program.
Legal Reference: 20 U.S.C. §1232g, Family Educational Rights and Privacy Act RSA 189:6a, School Bus Safety RSA 200:40, Emergency Care
ADOPTED: November 15, 2007
SOUHEGAN Policy
EEAEA - FITNESS FOR DUTY OF BUS DRIVERS AND THOSE PERFORMING SAFETY SENSITIVE TRANSPORATION FUNCTIONS
1. Statement of Policy
The School Board believes that the safety of students while being transported to and from school or school activities is of utmost importance and is the primary responsibility of the driver of the vehicle. To fulfill such a responsibility, each driver, as well as others who perform safety-sensitive functions with commercial vehicles that transport students, must be mentally and physically alert at all times while on duty. To that end, the Board has established this policy related to the fitness for duty of transportation personnel.
2. Medical Examination of School Bus Operators
In accordance with RSA 200:37, before employing any person as a school bus operator, directly or through a vendor, the School District shall require that such persons submit a certificate signed by a licensed physician setting forth the physician’s findings as a result of the examination to determine the physical condition of drivers in accordance with the requirements of 49 CFR 391.41-391.49. Such certificate shall be submitted to the School District prior to the commencement of such employment and the District shall retain a copy of such certification. Every 2 years thereafter, either prior to the commencement of the school year or prior to the reemployment of such persons as a school bus operator, the School District shall require submission of a like certificate, except that school bus operators attaining the age of 70 shall be required to undergo an annual examination and to submit a certificate annually.
3. School Bus Driver’s Certificate
No person shall be employed as a school bus operator, directly or through a vendor, unless the person has received a School Bus Driver’s Certificate as required by RSA 263:29.
4. Criminal Background Investigation
Before employing any person as a school bus operator, directly or through a vendor, the School District shall require a criminal background investigation as set forth in RSA 189:13-a and School District Policy. If the school bus operators are employed directly by the District, then the Employee will pay for the investigation. If the District contracts with a vendor to provide student transportation services either the vendor or the bus operator will pay for the investigation at the discretion of the vendor.
SOUHEGAN Policy
5. Mandatory Drug and Alcohol Testing
In compliance with the United States Department of Transportation’s Title 49 Code of Federal Regulations, Part 391 – all CDL holders and personnel performing safety sensitive functions related to the transportation of the students of this School District will be required to submit to drug and alcohol testing. Testing procedures and facilities used for the tests shall conform to the requirements of the Code of Federal Regulations, Title 49: Part 40. The term CDL holder means someone who is required as part of their job duties to hold a Commercial Drivers License. The term safety-sensitive function refers to all tasks associated with the operation and maintenance of commercial vehicles. A commercial vehicle is any vehicle capable of carrying 16 or more passengers including the driver.
If the School District employs the transportation personnel directly, the District will be responsible for ensuring compliance with the Mandatory Drug and Alcohol Testing requirements. If the School District contracts with a vendor to provide student transportations services, the vendor shall be the employer and provide assurance to the District on an annual basis that they are in compliance with the Mandatory Drug and Alcohol Testing requirements. The Drug and Alcohol Testing will include pre-employment, random, reasonable suspicion and post-accident testing as defined by Department of Labor Regulations. The School District supports a zero tolerance policy related to substance abuse. Therefore any personnel who have a confirmed positive test for drugs or a confirmed alcohol concentration of 0.02 or greater will be terminated from employment.
Legal References:
RSA 200:37, Medical Examination of School Bus Operators RSA 263:29, School Bus Driver’s Certificate RSA 189:13-a, School Employee & Volunteer Background Investigations 49 C.F.R. § 40.1-40.13 (2001), Transportation Workplace Drug Testing Program 49 C.F.R. § 392.1-392.5 (1995), Driving Commercial Motor Vehicles
ADOPTED: November 15, 2007
SOUHEGAN Policy EEAEF
BUS CAMERAS
1. All students will receive training from their school bus driver in safe school bus ridingpractices and a copy of school bus rules and consequences, with a copy to parents as well.
2. Video cameras may be placed in any school bus in the school district. All students will benotified that they are subject to being videotaped on the school bus at any time. Notification toall students will be made in writing by the school district and the media within the first five daysof each school year. Camera notification will be posted inside the bus advising that the bus maybe equipped with a camera. The actual taping will be audio and video.
3. The ideal method of videotaping will be to schedule the cameras on each school bus on arotation basis. Bus drivers will not be advised of the rotation schedule. Based on the number ofincidents of misconduct, or the seriousness of these reports, video monitoring may be scheduledmore frequently on certain buses.
4. After the videotaping has been conducted, the tapes will be stored at the transportation officefor a period of fifteen (15) working days. The transportation supervisor will periodicallyrandomly select and review videotaping to ensure proper school bus conduct. If no incidents arereported in 15 working days, the tapes will be erased and reused. If incidents are reported, or ifincidents are observed during random selection viewing, the videotapes are to be kept until finalresolution, including time for appeals.
5. A request for viewing videotapes can only be made by bus drivers, school administrators,parents/guardians whose children ride the route in question, or by order of the police or the court. A request for viewing can only be made with the intent to observe a given problem or incident inan effort to work toward a resolution of that problem or incident. The tape cannot be copied andcan only be viewed at the location the transportation supervisor shall designate. Requests forviewing must be made in writing to the assistant superintendent of schools, SchoolAdministrative Unit 39.
ADOPTED: July 06, 1994Souhegan
SOUHEGAN POLICY
EGA- School District Internet Access for Students
CategoryP Also EHAA & IJNDB
The rich sources of information available on the Internet hold the promise of greatly enhancing the
quality of education available to all students. Therefore, Internet access will be made available to
students in the District for the purposes of communication, collaboration, research, and education.
Internet access by students will be monitored by District personnel as outlined by school district
procedures and the degree of access to the Internet will be dependent upon the age of students.
SAFETY PROCEDURES AND GUIDELINES
The Superintendent shall develop and implement appropriate procedures to provide guidance for
access and use of electronic media. Guidelines shall address teacher supervision of student computer
use, ethical use of electronic media (including, but not limited to, the Internet, e-mail, and other
District technological resources), and issues of privacy versus administrative review of electronic
files and communications. In addition, guidelines shall prohibit utilization of networks for prohibited
or illegal activities, the intentional spreading of embedded messages, or the use of other programs
with the potential of damaging or destroying programs or data.
Internet safety measures shall be implemented that effectively address the following:
1. Implementation of a District Internet Acceptable Use Procedure.
2. Implementation of a District Internet Code of Conduct.
3. Rules for Internet use to be included in all student handbooks.
4. Requirement that all student Internet users obtain an Internet account that includes parent
permission.
a. Compliance with the District Acceptable Use Procedures are conditions for the
account.
b. Internet training will be provided that will include training on personal responsibility,
ethical and courteous behavior, and the Acceptable Use Procedures and the Code of
Conduct. Training will also include appropriate online behavior, including interacting
with other individuals in social networking circumstances and in chat applications,
cyberbullying awareness and response.
c. Parents or guardians are asked to review the Code of Conduct and the Acceptable Use
Procedures with their children. Parent or guardian permission is required for student
access. All students and staff must have a signed District authorization form for an
account.
5. Training for staff to increase their skills in working with students on the internet.
6. Methods of controlling access by students to inappropriate matter on the Internet and World
Wide Web.
7. Measures designed to address safety and security of students when they are using electronic
mail, chat rooms, and other forms of electronic communications.
8. Rules to prevent unauthorized access, including "hacking" and other unlawful activities by
students.
9. Rules to prohibit unauthorized disclosure, use, and dissemination of personal information
regarding minors.
10. Measures designed to restrict students' access to materials harmful to them.
SOUHEGAN POLICY
AUDIT OF USE
The Superintendent/designee shall establish a process to determine whether the District's education
technology is being used for purposes prohibited by law or for accessing visual depictions that are
obscene, contain child pornography or are harmful to students or which are otherwise inconsistent
with the educational mission of the district. This process shall include:
1. Utilizing technology that blocks or filters Internet access for both minors and adults to certain
visual depictions that are obscene, involve child pornography, or are otherwise harmful to
minors.
2. Maintaining and securing a usage log.
3. Monitoring on-line use.
PUBLIC HEARING
The District shall provide reasonable public notice of, and hold at least one (1) public hearing or
meeting to address and communicate its internet safety policy prior to adoption of said policy.
Legal Reference:
RSA 194:3-d, School District Computer Networks
47 US. C. Section 254, Children's Internet Protection Act, Effective April 20,
2001 ADOPTED: September 4, 2008
REVISED: January 7, 2015
SOUHEGAN Policy
EGAD - COPYRIGHT COMPLIANCE Category R
The District recognizes that federal law makes it illegal to duplicate copyrighted materials without authorization of the holder of the copyright, except for certain exempted purpose. Severe penalties may be imposed for unauthorized copying or using audio, visual or printed materials and computer software, unless the copying or using conforms to the "fair use" doctrine.
Under the "fair use" doctrine, unauthorized reproduction of copyrighted materials is permissible for such purposes as criticism, comment, news reporting, teaching, scholarship or research.
While the District encourages its staff to enrich the learning programs by making proper use of supplementary materials, it is the responsibility of District staff to abide by the District's copying procedures and obey the requirements of the law. Under no circumstances shall it be necessary for District staff to violate copyright requirements in order to perform their duties properly. The District cannot be responsible for any violations of copyright law by its staff.
Any staff member who is uncertain as to whether reproducing or using copyrighted material complies with the District's procedures or is permissible under the law should contact the Superintendent or a designee. The Superintendent or a designee will assist staff in obtaining proper authorization to copy or use protected materials when such authorization is required.
Legal Reference: US Code Title XVII, Public Law 94-533, United States Copyright Law of 1976.
Adopted - October 16, 2008
SOUHEGAN Policy
EHAA - COMPUTER SECURITY, E-MAIL AND INTERNET COMMUNICATIONS POLICY This policy for the use of the SAU #39 electronics communication system has two purposes:
To define what is appropriate use, To make recommendations for effective use
Email has become an important tool in our personal and professional lives. Email is not only a significant method of communication that is convenient and easy to use; it also facilitates collaboration, enhances learning and eases the exchange of information.
1. SAU 39 provides employees with electronic communication tools (such as email, electronic messaging, discussion groups and other forms of electronic communication) to conduct official business which supports the mission of the school districts. Official uses include professional communication with colleagues, students, parents, SAU staff and other people or groups related to school business.
2. The electronic communications system is owned and managed by SAU 39. The SAU has the ability and right to monitor any and all electronic communication that passes through the system.
3. SAU 39 will make reasonable efforts to design and maintain its computer equipment, networks, and electronic communication systems to maximize secure operations and minimize the possibility of unauthorized access or intrusion. Security measures and protections shall be implemented to protect system files, data, the identities and personal information of users, and maintain privacy of the individuals and the data systems, should unauthorized access occur.
4. Email is not considered a secure or private method of communication. There are a number of ways for others to gain access to email accounts, both accidentally and maliciously. Carefully consider the ramifications of emails which contain confidential information, including but not limited to student discipline, health, or special education.
5. Email account quotas are set by the SAU, and email accounts should be maintained by the users. The SAU reserves the right to delete emails from accounts that exceed the quota.
6. Email is an important communication tool of SAU 39. Employees should check their email at least once per day.
7. Email is an official form of communication within SAU 39. Emails on the SAU-39 system must conform to the mission and goals of the SAU. The SAU 39 email system should not be used for commercial, political, personal, religious or other purposes unrelated to the educational mission.
8. The SAU prohibits discriminatory, harassing, or offensive materials in any form. Possibly offensive messages include, but are not limited to, those which contain sexual implications, racial slurs, or which address someone’s age, sexual orientation, religious or political beliefs, national origin, or disability.
9. Notwithstanding the District's right to retrieve and monitor any E-mail messages, such messages should be treated as confidential by other employees and accessed
SOUHEGAN Policy
only by the intended recipient. Employees are not authorized to retrieve or read any E-mail that is not sent to them. Any exception to this policy must receive prior approval by the Superintendent.
10. Any employee who violates this policy or uses the computer system or electronic mail system for improper purposes shall be subject to discipline up to and including discharge.
11. The District has the authority to terminate or limit access to electronic communication systems at any time.
Adopted – October 16, 2008
SOUHEGAN Policy EHB - DATA/RECORDS RETENTION
Members of the School Board shall establish a records retention and disposition schedule for all official records of the School District including electronic files, disposition and access. Complete and accurate records of students’ attendance and scholarship shall be permanently kept and safely stored in a fire-resistant file, vault or safe. Access to all student records and information shall be controlled by written procedures designed to protect individual rights and to preserve the confidential nature of various types of records in compliance with the federal “Family Education Rights and Privacy Act” (FERPA) and RSA 91-A, Access to Public Records.
The Superintendent shall develop procedures for a records retention system that is in compliance with RSA 189:29-a and Department of Education regulations. A complete record of all records destroyed or discarded shall be maintained along with notations of the methods and dates of disposal.
Legal References:
RSA 189:29-a, Records Retention and Disposition NH Code of Administrative Rules, Section Ed. 306.04 (a)(4), Records Retention Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g RSA 91-A, Access to Public Records Appendix EHB-R, Records Retention Schedule
ADOPTED: June 19, 2008
Type Local/State Record State/Federal Mandated Recommended Retention
Business RecordsAccident Reports
Employee 6 years or term of employmentStudent 6 years after age of majority
Annual Audit PermanentAnnual Report (District) PermanentApplication for Federal Grants 6 Years 6 YearsArchitectural Plans Permanent
Engineering Surveys PermanentAsbestos Removal Permanent
Bank Deposit Slips Keep until AuditBond Issue Materials PermanentChild Labor Permits 1 yearContracts 1 year
Certified Educator PermanentCollective Bargaining Agreements PermanentCorrespondence for Business 4 yearsDeeds PermanentDistrict Meeting Minutes & Warrant Permanent*Enrollment Reports
Resident Pupil Membership Forms 14 yearFall Reports A-12-A (RSA 189:28) Permanent*Pupil Registers (RSA 189:27-b) PermanentSchool Opening Reports 3 yearsStatistical Report A-3 (RSA 189:28) Permanent
*Federal Projects Documents 6 Years 6 Years
FICA Reports - monthly 6 years
Quarterly Form 941 6 yearsFixed Trip Requests/Confirmation 1 yearFixed Assets Schedule Permanent/as updatedForm C-2 Unemployment 6 years
Invoices Until auditMS-22 Budget Form 6 yearsMS-23 Budget Form 6 yearsMS-25 Budget Form 6 yearsMinutes of Board Meetings PermanentPurchase Orders Until auditRequest for Payment Vouchers Until auditRequisitions Until audit*Retirement Reports 1 year
MonthlyStudent Activities Records/Accounts Until auditTime Cards 6 Years
Bus Drivers 5 yearsCustodial 5 yearsSecretarial 5 yearsSubstitute Teachers pay slips 5 years
Travel Reimbursements Until auditTreasurer's Receipts
Cancelled checks 6 yearsTreasurer's Report 6 yearsVocational Education
AVI forms 1 yearVocational Center Regional Contracts 20 yearsFederal Vocational Forms 6 Years 6 Years
Vouchers Manifests Until audit*W-2's Yearly 6 Years 6 Years*W-4 Withholding Exemption Certificate 6 Years 6 Years*W-9 6 Years 6 Years*941-E Quarterly Taxes 6 Years 6 Years
NHSBA APPENDIXEHB-R
LOCAL RECORDS RETENTION SCHEDULE
8/6/2008 1
Type Local/State Record Recommended
Personnel RecordsApplication, including Criminal Records Term of EmploymentAttendance Records PermanentLeaves 1 yearRequests for Leaves 1 yearClass Observation Forms 1 yearCriminal Record Check Term of Employment*Civil Rights Forms 6 yearsDues Authorization Term of EmploymentEvaluations Term of EmploymentHIPAA Documentation 6 yearsMedical Benefits Application Term of EmploymentMedical Examinations Term of EmploymentRe-employment Letter of Assurance 1 yearRetirement application Term of EmploymentSeparation from Employment Permanent Form/Letter 6 yearsStaff Development Plan Term of Employment
Student Records
Disciplinary Records Term of EnrollmentEarly Dismissal 1 yearEmergency Information Form 1 yearHealth and Physical Records, including Immunization Record Term of EnrollmentMedical Reports Term of EnrollmentRegistration Form Term of Enrollment*Applications for Free Lunch 6 yearsTranscripts Permanent
Attendance PermanentGrades PermanentAssessment Results Permanent
Internal Records
Child Abuse Reports/Allegations PermanentCriminal Investigation PermanentCriminal Records Check Unsuccessful/Unfavorable 1 yearPersonnel Investigations PermanentSexual harassment Permanent
Special Education Records
At a minimum, records for special education students should be kept as long as the student is in a program and there is district liability for the education ofthe student. Given court decisions that are retroactive, it might be prudent to retain records for at least six (6) years after the termination or completion ofthe program.
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