FRANKLIN REGIONAL SCHOOL DISTRICT - SERIES 2000 … · FRANKLIN REGIONAL SCHOOL DISTRICT - SERIES...

FRANKLIN REGIONAL SCHOOL DISTRICT - SERIES 2000

2000-1

2000 CONDITIONS OF EMPLOYMENT 2001 Mission The overall mission of school administrators in Franklin Regional School District is to provide leadership that continuously improves the quality of educational opportunities available for students in the District. This is to be done by:

promoting a climate where leadership skills can emerge to create positive change within the district,

responding to the challenges and changes of a dynamic school system, encouraging all staff to optimal use of their professional skills and time, implementing the policies of the Board and the mission statement of the District, and fulfilling state and federal guidelines in all areas of District operations.

Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2002 Administrator - Definition of For the purposes of Board policy the term "administrator" shall apply to the personnel roles listed below: Superintendent Assistant Superintendent Directors Principals Assistant Principals Supervisors The above roles shall be adjusted to comply with revisions in Federal and State statutes and education rules and regulations. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: Added Assistant Superintendent


2000-2

2003 Administrative Committees The Board of School Directors encourages administrators to form, when helpful, councils, cabinets and committees to provide leadership for the total school operation, to foster good communications within the staff, and to provide all stakeholders with a voice in the consideration of policies and decisions which affect them. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2004 Administrative Evaluation An evaluation of all administrators who are designated as "school administrators" pursuant to the Public School Code of 1949, as amended, shall be conducted consistently with Act 93 and job descriptions. The Board shall be informed annually of the results of such evaluations. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: Eliminated timing of Board being informed.

2005 Assignment and Transfer The superintendent, after consultation with the Board, shall propose assignments and transfers of administrators in accordance with the adopted organizational chart of the District. The Board shall approve the assignment of administrative personnel. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:


2000-3

2005A Abolishing, Creating or Restructuring of Positions The Superintendent and the director of the Human Resources Department shall review administrative job descriptions to ensure maximum efficiency and effectiveness. It is the philosophy of the Franklin Regional School Board that as an employer, it has the right and duty to determine the nature and amount of work to be performed by its faculty, staff and administrators where such rights and duties have not been amended by contractual agreement. Accordingly, upon biennial review of job descriptions, the Superintendent may recommend the consolidation or elimination of positions within the administrative team, faculty and support staff. All recommendations shall be approved by the Board. The Superintendent may also recommend addition, consolidation, elimination or reduction of duties and/or positions at any interval when deemed appropriate. The Superintendent shall recommend, justify, establish costs incurred or saved, and provide job descriptions for new and restructured positions. The Board shall review, approve or deny this request. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment: 2006 Organizational Chart The Superintendent of Schools will present to the Board of Directors an organizational chart for review and approval. A copy of the organizational chart will be maintained with the Board secretary. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment:


2000-4

2006A Replacement Charts and Key Personnel All personnel identified on the organizational chart are considered to be key personnel. Each of these key positions shall have replacement charts identifying, as a minimum, individuals who can fill that position in three categories: 1) immediately; 2) in one to two years; and 3) longer-term, high-potential candidate. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment: 2007 Selection of Administrators In the event an administrative opening arises, the Superintendent of Schools will meet with the Board of School Directors to establish the procedure to be followed in regard to posting, advertising, recruiting, interviewing, selecting, and recommending a candidate. The Board shall, consistent with policy, law and agreements, approve the employment of, fix the compensation for, and establish the term of employment for, each administrator employed by this District. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:

2008 Resignation/Retirement Resignations are to be directed, in writing, to the superintendent of schools or, in the case of the resignation/retirement of the Superintendent, to the Board of School Directors as soon as possible before the effective date. This will enable the Superintendent and/or Board of School Directors to have sufficient time to acquire well-qualified replacements or make adjustments in the administrative staff. The Superintendent, or designated agent, shall insure the retention of all necessary files, intellectual property, and proprietary information in the possession of the resignee/retiree. Individuals resigning/retiring from administrative positions shall provide the Board with a written notice of that intention at least sixty (60) days prior to resigning/retiring. The Board reserves the right to request that the administrator terminate his/her employment with the District immediately upon receipt of such written notice.


2000-5

All physical files, databases and equipment utilized by administrators are District property, and therefore, must remain with the District upon the individual’s resigning/retiring. Only personal items will be permitted to leave district premises. No file folders, database materials or other position materials (i.e., files, handbooks, etc.) are to be destroyed, eliminated, or removed from the District by resignee/retiree without the permission of the Superintendent. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment: 2009 Job Descriptions In order to provide up-to-date administrative job descriptions and to recognize when administrative job functions have been adjusted, the Board will provide for a biennial review of administrative job functions. When, in the opinion of the Superintendent, a job function has significantly changed, a review and revision of that job description shall occur. The Superintendent will provide the Board with a recommended revision in the job description which the Board will act upon. The Superintendent and the director of the Human Resources Department shall maintain a current job description file for all administrators. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment: Changed from periodic to biennial review of administrative job functions. 2010 Intellectual Property Policy Intellectual property represents the very essence of the creative process that results in unique products and processes. Transactions that affect the ownership, control or transfer of intellectual property must be controlled to not allow for the loss of an entity’s critical assets.


2000-6

The Franklin Regional district owns the intellectual property produced by all Franklin Regional staff, faculty and administrators during regularly scheduled work hours or when the individual producing the intellectual property has been compensated for producing said property. Secondly, it acquires certain rights, although not necessarily ownership, of the intellectual property produced by others under district contracts, grant and other agreements. Intellectual property shall be preserved, retained and protected in compliance with this policy and that of Policy 2008. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:


2000-7

2100 SUPERINTENDENT OF SCHOOLS 2101 General Qualifications An individual selected to serve as Superintendent of Schools must meet all of the requirements for that position as set forth in the Public School Code of 1949, as amended, regulations thereunder, and Pennsylvania Department of Education guidelines. In addition, he/she should meet the criteria set forth by the Board of School Directors prior to his/her appointment. Applicable Laws and Regulations Public School Code of 1949 Sections 1001, 1002, 1003, 1071 Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:

2102 Recruitment of Superintendent

In the event of a vacancy in the position of Superintendent of Schools, the Board of School Directors: 1. shall define and make public a process for the recruitment and appointment of a new

Superintendent; 2. will seek expert assistance in the process from a qualified consultant of its own choice; 3. will seek input from members of the staff or community; and 4. shall appoint its new Superintendent in accordance with all of the School Laws of

Pennsylvania. Applicable Laws and Regulations School Laws of Pennsylvania Section 1009 Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment:

2103 Contract

In the absence of specific contract language on this subject, at a regular meeting of the Board of School Directors occurring at least 150 days prior to the expiration date of the term of office of the District Superintendent, the agenda shall include an item requiring affirmative action by five or more members of the Board of School Directors to notify the District Superintendent that the Board intends to retain him/her for a further term of from three to five years or that another candidate(s) will be considered for the office.


2000-8

In the event that the Board fails to take such action at a regular meeting of the Board of School Directors occurring at least 150 days prior to the expiration date of the term of office of the District Superintendent, he/she shall continue in office for a further term of similar length to that which he/she is serving. Applicable Laws and Regulations Pennsylvania School Laws and Rules Section 1073 Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2104 Policy Administration

The Board of School Directors shall delegate to the Superintendent the administration of all policies and the preparation of procedures to implement those policies. The Board of School Directors shall be informed of administrative procedures. As the chief administrative officer, the Superintendent shall be responsible for the proper interpretation of such policies, and in turn shall delegate to his/her assistants, the staff, and others responsible to him/her, the duties necessary to implement said policies. The proper functioning of a school system can be achieved most advantageously when all persons concerned, under the leadership of the Superintendent, understand the policies which have been adopted by the Board of School Directors. The Board of School Directors represents the people of the community. In order to do this, the Board has authorized and appointed a staff, subordinate to the Superintendent, to work toward the implementation of the Board policies. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: Added procedures in first sentence and all of second sentence.

2105 Statutory Qualifications

Section 1071 of the Public School Codes requires the Board of School Directors to elect a properly qualified person as District superintendent. In addition to the criminal and child abuse background checks required of all school employees by Act 34 of 1985 and Act 151 of 1994, every superintendent must have a letter of eligibility issued by the Pennsylvania Department of Education.

Statutory requirements, found in regulations of the State Board of Education at 22 Pa. Code 49.172, include good moral character, a diploma from a college or university approved by the Department of Education, completion of an approved Pennsylvania program of graduate work in education administration or an out-of-state program meeting similar criteria, recommendation of the preparing institution for certification as a school district chief school administrator, and six years’ experience in education, with at least three years in a supervisory or administrative capacity.


2000-9

The election of a superintendent must be for a fixed term of between three and five years,

beginning either on the upcoming first of July or some other date agreed upon between the newly elected Superintendent and the Board. 24 P.S. 10-1073 (a). The Board of School Directors may, during the last year of the term of office, elect a Superintendent for a further term of three to five years. In addition, reappointment for a term of similar length to that being served will occur automatically if the Board does not give notice to the Superintendent at least 150 days in advance of the expiration of the current term either that the Board intends to retain the Superintendent for a specified further term, or instead intends to consider other candidates for the position. 24 P.S. 10-1073 (b).

The Secretary of Education or a judge of a Court of Common Pleas may administer the oath of

office for a Superintendent. An attested copy of the oath must be filed with the Secretary of Education. 24 P.S. 10-1004. Applicable Laws and Regulations Public School Code of 1949 Sections 1108, 1123 Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2105A Statutory Authority, Rights and Responsibilities Section 10981 of the Public School Codes gives the Superintendent a seat on the Board of School Directors and the right to speak on all matters before the school board. The Superintendent does not have the right to vote. 24 P.S. 10-1081. As chief executive officer of the District, the Superintendent oversees and administers the District’s day-to-day business, educational, facility and personnel operations, in accordance with general policies and strategic guidance adopted by the Board of School Directors in consultation with the Superintendent. The Superintendent shall:

1) Recommend adoption of textbooks and other curriculum materials, 24 P.S. 8 – 803. 2) Ensure that courses of study required by state law or school board policy are being taught and

that the Board is made aware if existing teaching staff is inadequate to comply with State requirements, 24 P.S. 10-1005.

3) Provide annual and other required reports or information to the Secretary of Education regarding school district operations, including suggestions for improvement or change, 24 P.S. 10-1006.

4) Personally visit the District’s schools to observe the courses taught and methods used, to give appropriate direction in the art and methods of teaching, and to report to the Board of School Directors insufficiencies observed, 24 P.S. 10-1081.

5) Rate or oversee the annual rating of teacher performance and approve unsatisfactory ratings, 24 P.S. 11-1123; 22 Pa. Code Chapter 351.

6) Notify temporary professional employees at least twice each year of their professional quality, progress and performance rating, 24 P.S. 11-1108.

7) Maintain accurate records of the certifications held by district personnel, issue emergency teaching permits, and attest to the satisfactory completion of three years’ teaching service necessary for issuance of a permanent teaching certificate, 24 P.S. 12-1212, 22 Pa. Code 49.83.

8) Issue emergency certificates for substitute teachers, 24 P.S. 12-1215, 22 Pa. Code 49.34. 9) Review documentation submitted by supervisors of home-education programs, 24 P.S. 13-

1327.1. 10) Ensure compliance with emergency evacuation drill requirements, and issue related rules and

regulations, 24 P.S. 15-1517.


2000-10

11) Supervise the grading, classification and promotion of pupils, and ensure proper records and reports of pupil progress are maintained, 24 P.S. 15-1531, 15-1533.

12) Approve parent requests that pupils be excused to attend off-site religion instruction, 24 P.S. 15-1546.

13) Recommend suitable courses of study for high schools, to be adopted by the school board, 24 P.S. 16-1605.

14) Serve as a member of the intermediate unit council advising the intermediate unit Executive Director, 24 P.S. 9-966.

15) Report to the Secretary of Education and the Professional Standards and Practices Commission when a certified educator has been dismissed for cause or charged with crimes that may be grounds for suspension or revocation of professional certification, 24 P.S. 2070.9a, 22 Pa. Code 49.64e.

16) Enforce child labor laws and issue work permits authorizing employment of minors. 43 P.S. 50, 66.

17) Provide military recruiters with lists of senior class students, 51 P.S. 20222. 18) Ensure required criminal and child abuse background checks are made for prospective

employees, 24 P.S. 1-111, 23 P.S. 6355. 19) Issue medical or religious exemptions from immunization requirements, 22 Pa. Code 11.20. 20) Approve private tutoring in place of school attendance and qualifications of tutors, 22 Pa. Code

11.22, 11.31. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2105B Performance Expectations

The Superintendent of Franklin Regional School District is the educational leader and chief executive officer. He/she is the primary advisor to the Board of School Directors, is accountable directly to it, and serves as an ex-officio member of the Board and its committees.

In addition to the statutory responsibilities assigned to the Superintendent, the Board of School Directors recognizes the importance of and expects the following attributes and skills as appropriate: 1) Knowledge and experience in education 2) Strong interpersonal relationship skills 3) Strong advocacy for children 4) Effective written and verbal communication skills 5) Effective and efficient human resource management 6) Effective and efficient business and fiscal management oversight 7) Data-driven decision making 8) Innovative and strategic planning and thinking 9) Responsive, timely and appropriate interactions with diverse stakeholders


2000-11

Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2105C Job Description A detailed job description for the position of Superintendent shall be on file with the Human Resources Department. The job description is subject to the Board of School Directors’ review with revisions made in consultation with and the agreement of the Superintendent.

Specific duties 1) Informs and advises the Board on educational, management, and governance programs, practices

and needs. 2) Offers professional advice to the Board on items requiring Board action. 3) Bases recommendations and decisions on study, data gathering and analysis. 4) Interprets and implements the policies, regulations, and directives of the Board of School Directors,

Pennsylvania Department of Education, and the United States Department of Education. 5) Directs and coordinates the completion of reports and compliance documents as required by law on

behalf of the District. 6) Informs the Board of School Directors of the needs of all aspects of District operations, including but

not limited to, instruction, human resource management, fiscal services, and facilities planning/utilization.

7) Serves as a liaison between the Board, staff and community to develop effective communication practices that promote understanding, respect and cooperation.

8) Informs the Board of the impact of impending legislation, court rulings, and regulatory issues that affect the District.

9) Advises, counsels, and assists the Board in the timely development of annual goals, strategic plans, and educational initiatives.

10) Promotes a cooperative and positive relationship with the news media. 11) Plans and administers a program of public information. 12) Develops and executes consistent, fair and fiscally sound personnel procedures and practices. 13) Recruits, selects and recommends to the Board of School Directors all professional and support

personnel to achieve the District’s mission. 14) Organizes the staff so that decisions are made at appropriate levels that require accountability and

responsibility for personal performance. 15) Provides for the participation of appropriate staff members and community input to assist with

decision making. 16) Meets and confers with representatives of all employee groups to promote positive communications,

as well as interpret negotiated contracts, District procedures and Board policy. 17) Administers a system of appraisal for all staff members, giving commendations for exceeding

performance expectations and constructive recommendations for meeting performance expectations. 18) Provides a program for continuing skill acquisition and professional growth for all staff members. 19) Directs the preparation of the annual budget in accordance with Board approved-education goals. 20) Conducts the operation of the school program within Board-approved budgetary parameters. 21) Analyzes the financial condition of the District and proposes short-term and long-term actions.


2000-12

22) Supervises financial operations, insisting on competent, efficient performance and regular cost savings analysis.

23) Ensures adequate financial control and accurate accounting. 24) Authorizes repairs and other necessary actions in the event of emergency situations. 25) Coordinates and supervises the efforts of professional staff, Board of School Directors, and

community members in the development and implementation of a standards-based K-12 curriculum. 26) Ensures a cyclical evaluation of District programs and services based on current research and

applicable laws and regulations. 27) Visits the schools regularly to confirm that the educational processes in the District are delivered

consistently and meet the highest professional standards. 28) Maintains high standards of ethics, honesty and integrity in all personal and professional matters. 29) Devotes time and energy effectively to meet the expectations of the superintendency. 30) Defends principles in the face of pressure and partisan influence. 31) Exercises prudent judgment. 32) Maintains positive relationships with the Pennsylvania Department of Education, local, state, and

federal officials and elected representatives, intermediate unit employees, and other Superintendents to benefit the District.

33) Attends professional meetings, conferences and conventions to maintain knowledge of current educational theory, management skills, and political trends.

34) Promotes the use of advanced technology to maintain records, obtain and analyze data, and provide efficient and effective district-wide services.

35) Attends all regular, special and workshop meetings of the Board of School Directors. 36) Cooperates with other community, regional, and national agencies, while representing the best

interests of the District. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2106 Extraordinary Powers of Superintendent

From time to time, emergency situations may arise which would call for immediate and decisive action by the Superintendent, which, under non-emergency situations, may be beyond the scope of his/her duty and authority. It is the policy of the Board that the Superintendent shall and is authorized to act in emergency situations so as to preserve and protect lives and property. This authority includes but it is not necessarily limited to the creation, amendment or continuance of positions, the hiring, appointment, and discipline of employees, and the purchase of goods and services. As soon as possible after the exercise of such authority, the Superintendent shall meet with the Board for the purpose of reviewing the actions taken by the Superintendent. When circumstances of weather, power failure, lack of water or heat, work stoppage, epidemic, or other civil or natural emergency make it impossible or unsafe to open any or all the schools in the District, the Superintendent of Schools shall have the power to close any school so affected. When the Superintendent of Schools does close one or more schools under the above granted authority, he/she shall notify the President of the Board of his/her actions together with reasons for such action. If it becomes necessary to close the schools because of weather or other emergency conditions, such information shall be broadcast over local area radio and television stations.


2000-13

Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment:

2107 Staff Reporting to the Superintendent

The organizational chart defines who should report directly to the Superintendent. While other staff members shall not be precluded from discussing problems with the Superintendent, the standard procedure shall be for staff members to go to an immediate supervisor subordinate to the Superintendent with expertise in the area under question. Any staff member shall have the right to appeal a decision by his immediate supervisor to the next level of supervision and as a final appeal to the Superintendent of schools without prejudice.

Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment: 2108 Disciplinary Suspensions

The Board recognizes the possibility of circumstances occurring which would make the suspension of an employee advisable. Such suspension may be necessary (1) during the Board's normal process of dismissal of certificated employees under Section 1122 of the School Code and other applicable law for non-certificated employees; (2) following the dismissal process, if the Board decides termination is not warranted but some disciplinary action is required; (3) when improper conduct occurs which requires disciplinary action, but dismissal is not contemplated. Therefore, through this policy, the Board establishes its prerogative to use disciplinary suspensions for violation of the standards of employee conduct. The Superintendent of Schools is authorized, in accordance with applicable laws, to suspend employees who have violated the standards of employee conduct. Before deciding to suspend, the Superintendent of Schools shall conduct a meeting for the purposes of informing the employee of the reasons for the disciplinary action and providing an opportunity for the employee to state his/her position on the matter. Following the meeting, the Superintendent shall immediately inform the Board members of his/her action.


2000-14

The details of disciplinary suspensions will be dictated by circumstances. In determining if a suspension shall be effective immediately or await Board action, the Superintendent shall take into account the health, safety, and welfare of students and staff as well as the nature of the offense. In each case, the Superintendent shall recommend if suspension with pay shall occur while investigations are conducted, or if suspension without pay is warranted. In either case, the anticipated length of the suspension shall be indicated. Applicable Laws and Regulations School Code Section 211 and 1122 Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2108A Employee Furloughs Employee furloughs shall be in accordance with School Code, negotiated agreements, independent contract terms, and all state and federal guidelines. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2109 Decisions During the Superintendent's Absence

When the Superintendent is unavailable, emergency decisions shall be made by the first available administrator in the following order: Assistant Superintendent Director of Instructional Services Director of Financial Services Director of District Services The term "emergency decisions" herein is to be interpreted broadly. To qualify as an "emergency decision" such decisions must be made immediately and cannot be delayed until the Superintendent becomes available, and failure to make them would generally have an adverse effect on the safety of students or would interfere with the routine processes of educational or co-curricular activities. When possible, appropriate input should be received from others who have knowledge or experience regarding the area in which a decision is to be made.


2000-15

Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2110 Superintendent/Board Relations

The Board of School Directors shall assume the legislative and judicial responsibilities for the school district, and delegate the administration of it in all its aspects to the Superintendent of Schools. The Board shall formulate the policies under which the district shall operate and the Superintendent shall administer them. Understanding of and respect for each other's responsibilities and authorities, together with a spirit of cooperation, are fundamental to the philosophy of the Franklin Regional School District. Together, they shall establish policies, mission, and goals; conduct yearly and long-range planning; and measure results to ensure accountability. The Superintendent shall be responsible to the Board as a whole, rather than individual members. Unless otherwise specified in a contract of employment, the Board will conduct an annual evaluation of the performance of the Superintendent during the preceding year. The basis for the evaluation will be a mutually developed and agreed upon evaluation instrument. The performance goals shall be the basis of the evaluation instrument, with goals, objectives and measurement criteria established on or before June 30

th of each contract year. The performance evaluation is privileged

information and its confidentiality shall be respected. The performance assessment shall be conducted in a private meeting limited to the members of the Board and the Superintendent. The purposes of the evaluation are: 1. To strengthen the working relationship between the Board and Superintendent, enhance the Superintendent’s effectiveness, and clarify for the Superintendent and the Board the responsibilities the Board relies on the Superintendent to fulfill. 2. To discuss goals for the ensuing year. 3. To identify areas in need of improvement and establish specific time tables for achievement of those objectives. 4. To recognize and reward areas of achievement and excellence. 5. To establish compensation for the ensuing year.

In completing the appraisal for the superintendent, the following procedures shall be used:

1. The Superintendent will complete a self-appraisal using the appraisal form and will make this available to the Board by May.

2. Each Board members will complete the appraisal form and return it to the President of the Board by June.

3. The President of the Board will confer with the Superintendent after reporting to the entire Board.

4. The President of the Board shall facilitate a review with the entire Board and the Superintendent.

5. The Board shall meet in Executive Session to determine consensus and then negotiate compensation and criteria for the next year’s performance goals.


2000-16

Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment:


2000-17

2200 RESPONSIBILITIES OF ADMINISTRATORS 2201 Staff Visitation to Other Schools The administration may excuse staff under its supervision to visit other schools when such an activity is deemed to be in the best interest of the School District. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:

2202 Outside Professional Service

From time to time, upon recommendation from the Superintendent, the Board may appoint, retain, or employ persons for professional services. Such services may be provided from both educational and other professions. The Board may find it desirable to employ consultants to render expert assistance or to provide such services as the regular staff may be unable to provide within a given time. Such consultant services may be on a per diem or other basis, but shall be specified in the employment recommendation. Consultants shall have no administrative authority over any facet of the district schools, but shall act solely as advisors to the Board, its officers and District employees. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:

2203 Relationship to Law Enforcement Officers

Principals and other authorized personnel shall make an effort to: 1. Ensure that students are protected from invasion of privacy, unlawful search and seizure and other constitutional violations by agents and employees of the District. 2. Notify parents, during the school day, prior to the interrogation of a student on school premises by an authorized law enforcement official.


2000-18

3. Work collaboratively with law enforcement agencies for assistance when it is deemed necessary and beneficial to ensure the safety of students. 4. Oversee and direct the activities of the School Resource Officer in accordance with the approved job description and/or grant parameters. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended Effective: 12/03/02 Reason for last amendment: 2204 Meetings/Conventions/Conference Attendance

The Superintendent of Schools may grant permission to members of the administrative staff to participate in: 1. organized evaluation of schools in other districts; and 2. professional meetings, workshops, conferences and conventions. The Superintendent may authorize reimbursement for necessary expenses within the framework of the adopted budget and Act 93 agreements. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: 2205 Advertising and Solicitations in Schools

The Administration has the responsibility to oversee and monitor appropriate advertising and soliciting in or through the District. Advertising or other activities promoting the interests of any commercial, political or other non-school related agency, individual or organization shall not occur on any premises of Franklin Regional School District except that: 1. The schools may, within Federal and State constitutional and statutory limits, cooperate in furthering the work of any non-profit community-wide social service agency; provided that such cooperation does not restrict or impair the educational program of the schools. 2. The schools may use films or other educational materials if they are relevant and only acknowledge the persons involved in producing the film. 3. The Superintendent may, at his/her discretion, announce or authorize to be announced, any lecture or other community activity of particular educational merit. 4. The schools may, upon approval of the Superintendent, cooperate with any agency in promoting activities of general public interest which are non-partisan and non- controversial, and which promote the education or other best interests of the pupils.


2000-19

5. Only sales sanctioned by building principals/designee may take place in the building. 6. Persons/school related agencies may use school facilities subject to the Facilities Rental Policy as described in Section 5000. 7. School related groups and booster groups which have secured sponsorship, may, with the approval of the Director of Athletics and Extracurricular Activities, acknowledge that sponsorship for the duration of the event.

The following practices and procedures are prohibited unless otherwise expressly permitted by the Board of School Directors or the Superintendent: 1. Solicitation by employees of other employees and students is prohibited on working time and when students are present. 2. The conduct of personal business during the school day between school employees and agents and representatives of businesses. 3. The selling of non-school related services and merchandise within the school by agents or representatives of business concerns. 4. Distribution of literature or other written materials not related to the normal operation of the school district by employees of the school district is prohibited by any employee during the work day. Distribution of literature by non-employees of the school district is prohibited at all times on school premises. 5. Employee organizations, unions, or associations or their members shall not use school district equipment, supplies, time, or personnel at any time in the interest of said organization except as otherwise may be agreed upon in written documents or required by law. Such equipment shall include but shall not be limited to: bulletin boards, typewriters, duplicating equipment, telephones, public address equipment, and mailboxes, except as otherwise authorized (faxes, electronic equipment, copiers, computers). 6. All use of school district property, including but not limited to buildings and grounds, by employee organizations shall be subject to the school district's policies governing use of such property by private organizations. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment: Added paragraphs 5 and 6 in first section. 2206 Political Activities

The Board recognizes and encourages the right of its employees and students, as citizens, to engage in political activity. However, school property and school time, may not be used for political purposes.

The Board adopts the following guidelines for those employees and students who intend to engage in political activities: 1. No employee or student shall engage in political activities upon property under the jurisdiction of the Board.


2000-20

2. Political circulars or petitions may not be posted or distributed in school or on school property. 3. The collection of and/or the solicitation for campaign funds or campaign workers is prohibited. 4. The use of pupils for writing or addressing political materials or the distribution of such materials to or by pupils is forbidden. 5. When working in a facility of this District used as a polling place on an officially declared election day, an employee or student may not promote the candidacy of any candidate or political party. District employees who hold elective or appointive office are not entitled to time off from their school duties for reasons incident to such offices unless such right is granted under other binding agreements. Violations of any of the foregoing shall, at the discretion of the Board, constitute cause for reprimand, penalty or dismissal. Activities involving Student Government are exempt from this policy. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment: Excluded Student Government activities. 2207 Personnel Files

It is necessary for the orderly operation of the School District to maintain a file for the retention of all documents bearing upon an individual's duties and responsibilities as an employee of the district. The Board requires that sufficient records be maintained to ensure an employee's qualifications for the job held, compliance with federal and State statutes, local benefit programs, conformance with district rules, and evidence of completed evaluations. The Board delegates the establishment and maintenance of official personnel records to the Superintendent. An individual board member has no authority to act unilaterally in reviewing personnel records. Personnel records are not public records under the Right to Know Law and are, therefore, not available to board members acting in their individual capacity. The Board acting as a whole does have the right to inspect personnel records, including the evaluations of administrators. This requires specific Board action as a whole, the consent of the Superintendent after legal consultation, and the notification of the employee. Upon request, by majority vote of the Board, the Superintendent may be directed to summarize specific personnel data for the Board of the whole in Executive Session. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:


2000-21

2208 Federal Program and Intermediate Unit Personnel

All personnel working in Federal programs or for the Intermediate Unit who are assigned to one or more specific school buildings are under the site supervision of the principal of the school or schools to which they are assigned, and are subject to the same policies as are District personnel, except where applicable laws or regulations are otherwise required. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:

2209 Parent-Teachers Groups

The District recognizes the value of developing a harmonious, constructive working relationship and utilizing the leadership resources provided by parent and teacher organizations in each school. It will continue to encourage and welcome the fullest participation in these organizations by all parents, teachers and administrators in each school. Cooperation between school and community include the following advantages: 1. Fostering community undertakings 2. Working for needed legislation 3. Discovering and reporting facts which lead to community and school improvement 4. Studying school concerns 5. Supporting school projects 6. Cooperating with other community agencies 7. Supplementing school activities rather than supplanting them 8. Contributing to building-based decision making

9. Serving as community liaisons Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment:


2000-22

2300 BENEFIT PACKAGE 2301 Salary Considerations The salary package for all administrators not covered by the Act 93 Agreement will be defined in individual contracts. Applicable Laws and Regulations Act 93 Agreement Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment: Excluded Director of Financial Services

2302 Fringe Benefits

The fringe benefit package for all administrators not covered by the Act 93 Agreement will be defined in individual contracts. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: 09/24/07 Effective: 12/03/02 Reason for last amendment: Excluded Director of Financial Services


2000-23

2400 COMMUNICATION EXPECTATIONS 2401 News Media Relations

Representatives of the local press, radio and television are an important link in the communications chain between school and community. The maintenance of good working relationships with media representatives is essential to meeting those objectives of the school-community relations program which require the support and cooperation of the news media. The Superintendent shall develop guidelines for the appropriate, timely and proactive release of information to the news media. Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02 Reason for last amendment:

2402 Information Exchange Channels

The Franklin Regional Board of School Directors encourages the open exchange of information among the employees of the school district, between employees and the Board, and with the public. The Board recognizes the value of exchanging information in an orderly fashion, especially for the purposes of problem solving and conflict resolution. For this purpose, the Board has approved an organizational chart as an official part of Board policy and establishes channels of communication within the school district.

Among School District Employees

1. Bargaining Unit Groups - Where groups of employees have organized themselves as bargaining units and have negotiated contracts with the Franklin Regional School District, the provisions of the contract will govern the method of problem solving and conflict resolution through a grievance procedure. However, for those areas of concern that are not within the scope of collective bargaining, the procedure described for general employee information exchange will be followed.

2. General Employee Information Exchange - In order to facilitate effective communications in problem solving as it relates to School District operations, the following channels of communications shall be observed by all employees.

Non-instructional employees shall discuss problems and concerns with their first level supervisor before moving through the organization chart. Ultimately, problems and concerns of the employees can be addressed to the Superintendent of Schools after they have been reviewed by the appropriate supervisors. Should the matter remain unresolved at the Superintendent's level, the employee may request, in writing, an opportunity to address the Board in Executive Session. Written requests are submitted to the Board Secretary.


2000-24

Instructional staff members should address problems and concerns directly to their principal/supervisor before moving through the organizational chart. If the matter remains unresolved, then the Superintendent of Schools may be requested to clarify or resolve the matter. Should the matter remain unresolved at the Superintendent's level, the employee may request, in writing, an opportunity to address the Board in Executive Session. Written requests are submitted to the Board Secretary.

Applicable Laws and Regulations Policy History Adopted: 12/03/02 Amended: Effective: 12/03/02


2000-25

2500 RECORDS

2501 Record Management

It is the policy of the Franklin Regional School District that its records, including both paper and electronic, be retained only as long as determined necessary to meet legal, audit and management requirements. In each case, the official retention period shall be as short as possible in order to minimize the use of valuable space, promote efficiency, assist in the day-to-day operations of the School District, and reduce the cost of storage for unneeded records inventory.

This Record Management Policy (Retention, Destruction and Schedule) shall be under the day-to-

day supervision of the Superintendent/designee who may delegate responsibilities to others while maintaining the ultimate authority to enforce the Policy (and Schedule). The Superintendent/designee will follow the Record Retention and Destruction Schedule outlined in the Record Management Guidelines (Appendix A).

1. Training

Employees will be provided a copy of the Records Retention Policy and periodically receive training on how it should be applied. Litigation hold requirements must be a predominant topic in the training sessions.

2. Litigation Hold

When the School District has been given notice that a legal action is either pending or

imminent or a government investigation will occur, destruction of records (documents) must be suspended immediately. Notice could occur before the filing of a Complaint, and assumes that the School District is previously aware of an incident or event that is subject to a suit. The Superintendent/designee must be made aware of events or incidents that are likely to lead to legal action. Counsel must be notified immediately. Counsel will be responsible for evaluating the defenses available to the School District, identifying the records (documents) that may be relevant to a legal action.

3. Interpretation

The Superintendent or designee will be responsible for interpreting any portions of this Policy

statement or the School District Records Retention and Destruction Schedule outlined in the guidelines as they may apply to specific situations. Any communication involving specific records retention or destruction requirements will comply with the School District’s required ethical conduct.

4. Exceptions

Requests for exceptions from this Policy should be submitted to the Superintendent. In

order to obtain an exception from this Policy, there must be a program that will assure compliance with the basic objectives stated above, at least as effectively as the School District’s Records Retention Schedule.


2000-26

5. Review

The Superintendent/designee must review this Policy and the Records Retention and Destruction Schedule annually with the appropriate personnel. Suggested changes should be submitted to the Superintendent. Appropriate changes in the Records Retention and Destruction Schedule made necessary by changes or additions to the law must be communicated directly by the Superintendent to the Policy Committee who must cause appropriate changes to be made in the Records Management Policy and Schedule.

6. Audit

The Superintendent/designee is responsible for auditing the existence and content of the

written records retention program and schedule. Each Department Supervisor is responsible for auditing the actual implementation of the Policy and Schedule of record management.

7. Storage

Designating appropriate storage is an important consideration. Documents must not only

be preserved, they must be reasonably accessible. A storage system should permit the necessary records to be easily located, managed, searched, retrieved, and produced.

Storage is a critical consideration in responding to subpoenas, discovery requests, investigations, regulatory requests, educational and business needs. Accessibility can also facilitate the document destruction component of the records retention program.

Security of the records is critical for confidential records, particularly records pertaining to some transactions, financial and tax records; employee records such as personnel files, medical records, compensation records and insurance forms; student records; and government records designated as confidential and having restricted accessibility and protected privacy.

Preservation is an important storage consideration. A proper environment conducive to maintaining the integrity of the records is critical. This includes, but is not limited to, secure software, electronic security protections, climate control and fire protection. Off-site storage of vital records is permitted. Anti-virus, anti-spyware, anti-spam and other software should be maintained and updated regularly.

8. Disaster Recovery

The Document Retention Program seeks to identify and preserve documents for disaster

recovery where the informational value to the School District is so great, and the consequence of loss is potentially so severe to the continuity of the School District, that special protection is warranted. Records that qualify as disaster recovery records are:

a. Legal, financial, tax and organizational status records; b. Obligations to employees, vendors, and students;

c. Ownership of assets and inventory; d. Intellectual property and achievements not recognized elsewhere; and

information on critical decision-making.

9. Archival Records


2000-27

Records that have value beyond their original purpose because they document significant

business activities or services should be safeguarded as a permanent resource. The following considerations should apply to the preservation of records:

a. An archival collection may be prepared that includes, among other things, the minute books, each annual auditor’s report, each annual financial report, trademarks, copyrights, deeds, financial records, and photographs.

b. Special consideration should be made to evaluate whether in-school or outside protection is best.

c. Loaned or gifted archival materials to other sources should be maintained by the Superintendent/designee, pending the nature of such material.

10. Records Retention Due to Pending Litigation

The School District records that need to be retained due to pending litigation or

government investigations must be reviewed frequently. Contact must be made with each department supervisor or building administrator to verify possession of the most current list of records that should be considered protected (i.e., not to be destroyed) due to pending litigation or in litigation or subject to government investigation. Be aware that the court considers all recorded information as a record regardless of the medium of storage of the information. All records that relate to pending litigation or regulatory proceedings must be retained during the pending litigation and/or proceeding.

When the School District has been given notice that a legal action is either pending, imminent or a government investigation will occur, destruction of these records (documents) must be suspended immediately. Notice could occur before the filing of a complaint, and assumes that the School District is previously aware of an incident or event that is subject to a suit.

Groups or classes of records must be destroyed in the ordinary course of business under the approved School District Records Management Policy and Schedule, which is designed to meet the legitimate needs of the School District. Selective destruction of records (documents) in anticipation of litigation is forbidden.

The Superintendent must be made aware of events or incidents that are likely to lead to

legal action. Counsel must be notified immediately. Counsel will be responsible for evaluating the defenses available to the School District, identifying the records (documents) that may be relevant to a legal action, and responding to the suspension of the retention and destruction policies and schedule.

11. Destruction

Proper disposal or destruction of paper and electronic records is required. Records must

be destroyed by shredding, erasing, or otherwise modifying the information of the record to make the record unreadable, undecipherable or non-reconstructable through generally available means.

The proper disposal of information and data is important to minimize the use of valuable space, promote efficiency, assist in the day-to-day operations of the Franklin Regional School District, reduce the cost of storage for unneeded records, and reduce the risk of identity theft and/or breaches of privacy, computer fraud and related harms. The School District employees must take reasonable measures to protect against unauthorized access to or use of records and information/data, and properly dispose of paper and electronic records, information and data.


2000-28

Delegation of responsibilities may be made by the Superintendent/designee if clear guidance is provided to those with delegated responsibility while maintaining the ultimate authority to enforce this policy. The District must use due diligence if or when hiring a document destruction contractor to dispose of material. Due diligence could include (a) reviewing an independent audit of a disposal company’s operations and/or compliance with various defined destruction laws; (b) obtaining information about the disposal company from references; (c) requiring that the disposal company be certified by a recognized trade association; and (d) reviewing and evaluating the disposal company’s information security policies and/or procedures. 12. Destruction Guidelines

A. Destruction of documents, whether on site or by a contractor, must be by shredding,

erasing, or otherwise modifying the information of the record to make the record unreadable, undecipherable or non-reconstructable through generally available means. Other means include, but are not limited to, burning or pulverizing the records. Information that is stored electronically must be made irretrievable before disposal. Records include discarding and abandoning information, as well as the sale, donation and/or transfer of computers or other media where that information is stored.

B. Records must be destroyed within a reasonable timeframe designated in the

School District Record Retention and Destruction Schedule, unless an exception is granted by the Superintendent/designee, or a litigation hold is relevant. Annual review of the schedule should occur each summer.

C. Destruction of the records (original and copies) may not occur without the

approval of the Superintendent/designee. D. Electronic records that are retained must be retained in a preserved record-

keeping system along with the transmission data. In this case, e-mail messages in users’ mailboxes have little or no continued value and may be deleted. The records in the preserved recordkeeping system are governed by this policy.

13. Training

Training employees to ensure compliance with this policy, and the proper disposal methods for information, data, media and hardware is necessary.

14. Consequences for Violation

Employees must be aware that violations of this policy may result in a variety of disciplinary actions, including but not limited to, warnings, loss of privileges, position reassignment, oral and written reprimands, suspensions (with or without pay), dismissals and/or legal proceedings. Violations of this policy may be reported to appropriate legal authorities, whether local, state, or federal law enforcement. The School District will cooperate to the extent legally required with authorities in such investigations.

Applicable Laws and Regulations


2000-29

Policy History Adopted: 1/19/2009 Amended: Effective: 1/19/2009


2000-30

FRANKLIN REGIONAL SCHOOL DISTRICT

RECORDS RETENTION SCHEDULE WORKSHEET

This schedule should guide employees as they retain and destroy the Franklin Regional School District’s records, whether in hard copy or in electronic form. The period

of retention begins at the end of the calendar year in which the record came into existence, unless otherwise specified.

A. Records Relating to Employees

The Superintendent/Designee is responsible for these records.

Records/Documents Codes(1) Statute and

Regulation

Mandatory Periods

Possible Statute of

Limitation

Periods (2)

Educational

and/or

Business

Periods

Actual Periods of

Retention

1. Hiring DM 2 years 4 years for a contract

action

Example: 6

years after

termination –

NOTE: This

could also be

used for #’s 1-

17; 21-56; 58-

59; 62 & 64-75

below if you so

choose.

Example: 6 years

after termination –

NOTE: This could

also be used for

#’s 1-17; 21-56;

58-59; 62 & 64-75

below if you so

choose.

2. Assignment DM 2 years 4 years for a contract

action

3. Promotion DM 2 years 4 years for a contract

action

4. Demotion DM 2 years 4 years for a contract

action

5. Transfer DM 2 years 4 years for a contract

action

6. Layoff DM 2 years 4 years for a contract

action

7. Termination DM 2 years 4 years for a contract

action

APPENDIX A


2000-31


Regulation

Mandatory Periods

Possible Statute of

Limitation

Periods (2)

Educational

and/or

Business

Periods

Actual Periods of

Retention

8. Rates of Pay DM 2 years 4 years for a contract

action

9. Terms of Compensation DM 2 years 4 years for a contract

action

10. Selection for Training DM 2 years 4 years for a contract

action

11. Request for reasonable

accommodation and the

reasonable accommodation

DM 2 years 4 years for a contract

action

12. Results of Physical

Examinations


action

13. Job Advertisements and

Postings


action

14. Applications DM 2 years 4 years for a contract

action

15. Resumes DM 2 years 4 years for a contract

action

16. Applications, resumes, job

contacts and identification

through the Internet or other

related electronic data

technologies


action

17. Involuntary Termination T 2 years 4 years for a contract

action

18. Discrimination Complaint –

Relevant Personnel Records

CD Until final disposition Until final

disposition

19. Discrimination Compliance

Evaluation – Relevant Personnel

Records


disposition


2000-32


Regulation

Mandatory Periods

Possible Statute of

Limitation

Periods (2)

Educational

and/or

Business

Periods

Actual Periods of

Retention

20. Discrimination Enforcement

Action – Relevant Personnel

Records


disposition

21. Affirmative Action Program and

Documentation

1 year

22. Payroll 3 years 4 years for a contract

action

23. Recall 1 year 4 years for a contract

action

24. Job Orders Submitted to

Employment Agencies or

Unions for Recruitment

1 year 4 years for a contract

action

25. Tests, Test Papers, Test Results 2 years 4 years for a contract

action

26. Employee Benefit Programs

(Ex.-insurance, pension,

seniority systems, merit

systems, rating systems)

Full Period Plan is in

effect for employees

plus one year after

termination

27. COBRA Notice to Employee,

Spouse and Dependent

6 years

28. Secretary of Labor Findings

under the Davis-Bacon Act

IVA-1 3 years

29. ERISA Disclosure Records IVA-1; AF 6 years

30. ERISA Resolutions IVA-1 6 years

31. ERISA Individual Records

Regarding Determination of

Benefits that are due or may be

due

IVA-1; ACT

and if rehired

6 years

32. EEO-5 IVA-1 3 years


2000-33


Regulation

Mandatory Periods

Possible Statute of

Limitation

Periods (2)

Educational

and/or

Business

Periods

Actual Periods of

Retention

33. FLSA Records in the Ordinary

Course of Business

DLE 3 years

34. Payment of Wages DLE 3 years 4 years for a contract

action

35. Job Evaluations DLE 3 years 4 years for a contract

action

36. Job Descriptions DLE 3 years 4 years for a contract

action

37. Merit and Seniority

Systems

DLE 3 years 4 years for a contract

action

38. Collective Bargaining

Unit Agreements

DLE 3 years 4 years for a contract

action

39. Description of Practices

Described

IVA-1; DLE 3 years 4 years for a contract

action

40. Basis for Payment of

Wages


action

41. Differential of Opposite

Sex


action

42. FLS Supplemental Records IVA-1 2 years

43. Employment Records 2 years 4 years for a contract

action

44. Earnings Records 2 years 4 years for a contract

action

45. Wage Rate Tables 2 years 4 years for a contract

action

46. Work Time Schedules 2 years 4 years for a contract

action


2000-34


Regulation

Mandatory Periods

Possible Statute of

Limitation

Periods (2)

Educational

and/or

Business

Periods

Actual Periods of

Retention

47. Order, Shipping &

Billing Records

2 years 4 years for a contract

action

48. Additions to or

Deductions from Wages

Paid


action

49. Descriptions explaining

Pay Differentials

between Sexes


action

50. FLSA Certificate of Age ACT

51. FMLA Leave Records IVA-1 3 years 4 years for a contract

action

52. FUTA Records IVA-1 4 years 4 years for a contract

action

53. INS I-9 IVA-1; ADH 3 years

54. Landrum-Griffin Act filed

reports (payments, agreements,

arrangements, including

vouchers, worksheets, receipts

and applicable resolutions)

AF 5 years 4 years for a contract

action

55. Polygraph Testing and

Statements Regarding Loss and

Injury, Access to

Persons/Property Investigated

ADT 3 years 4 years for a contract

action

56. Social Security Act Records IVA-1 4 years after date the

tax is due or payment

of tax, whichever is

later


2000-35


Regulation

Mandatory Periods

Possible Statute of

Limitation

Periods (2)

Educational

and/or

Business

Periods

Actual Periods of

Retention

57. EEOC Charge of Discrimination IVA-1 Final disposition Until final

disposition

58. EEOC Apprenticeship Programs IVA-1; DR 2 years

59. EEO-2 DOR 1 year

60. EEO-1 P P P P

61. Records of Significant Adverse

Reactions to Toxic Substances

(Toxic Substance Control Act)

IVA-1 a. 30 years from date

of significant adverse

reaction first report;

b. 5 years from the

date the information

contained in the

record was first

reported to or known

by the person

maintaining the

record and for other

records of adverse

reactions;

c. 30 years from

employee health

allegations from any

occupational exposure

Example: 30 years

after termination

Example: 30

years after

termination

Example: 30

years after

termination

62. Viet Nam Era Veterans’ Act

Records

IVA-1 2 years

63. Unexpired Certification of Age ACT

64. Minor’s Employment Record DLE 3 years


2000-36


Regulation

Mandatory Periods

Possible Statute of

Limitation

Periods (2)

Educational

and/or

Business

Periods

Actual Periods of

Retention

65. Walsh-Healy Act Employment

Records, Earning Records,

Wage Tables and Work Tables

DLE or last

effective date,

whichever is

later


action

66. Prevailing Wage Records IVA-1; DP 2 years 4 years for a contract

action

67. PA Human Relations Act

Records

AT 120 days 4 years for a contract

action

68. Applications from Unsuccessful

Candidates

120 days after filing

forms

4 years for a contract

action

69. Employment Records Relating

to PHRC Complaints

Until final disposition 4 years for a contract

action

70. PA Tax Reform Code Report AF 3 years 4 years for a contract

action

71. PA Unemployment

Compensation Records

4 years after

contributions were

paid


action

72. Consent from employee to

deduct money from wages

ACT Plus 3 years

73. Accident and Illness Prevention

Program

3 most current and

complete fiscal years


action

74. Employee Exposure to

Chemical Substances (PA

Workers’ Right-to-Know Law)

ACT Plus 3 years

75. Annual Training Program (PA

Workers’ Right-to-Know Law)

IVA-1; US


2000-37

B. Records Relating to Students

The Director of Pupil Services is responsible for these records.

Records/Documents Codes Mandatory Periods Possible Statute of

Limitation

Periods

Educational

and/or

Business

Periods

Actual Periods of

Retention

1. Student Educational Records (3)

– Category “A”

100 years subject to

security regulations

2 years beyond the

end of the school

year that the child

becomes 21 years of

age. If the child is

receiving a Special

Education program,

then see #4 below.

2. Student Educational Records –

Category “B”

SER-B 2 years beyond the

end of the school

year that the child

becomes 21 years of


receiving a Special

Education program,

then see #4 below.

3. Student Educational Records –

Category “C”

SER-C 2 years beyond the

end of the school

year that the child

becomes 21 years of


receiving a Special

Education program,

then see #4 below.


2000-38


Limitation

Periods

Educational

and/or

Business

Periods

Actual Periods of

Retention

4. Parties Obtaining Access to

IDEA Educational Records

IVA-1 5 years 2 years beyond the

end of the school

year when the child

becomes 21 years of

age, and/or if the

child’s program

5. Plan for the Collection,

Maintenance and Dissemination

of Student Records

US extends beyond age

21 at the end of the

child’s program plus,

2 years.


2000-39

C. General Business Records

The Business Manager is responsible for these records.


Limitation

Periods

Educational

and/or

Business

Periods

Actual Periods of

Retention

1. IRS 1099 3 years, unless a false

or fraudulent return

was filed, then at any

time.

2. Sarbanes-Oxley – False

statements, destruction or cover

up of records that are subject to

a federal investigation.

7 years after audit or

review is completed

3. Sarbanes-Oxley – Financial

statements and all working

papers, correspondence and

communications

7 years after an audit

or review is

completed

4. Severance Pay Agreements 7 years, unless under

seal, then 20 years

7 years, unless under

seal, then 20 years

EXAMPLE: P EXAMPLE: P

5. Agreements Relating to

Compensation


seal, then 20 years


seal, then 20 years

EXAMPLE: 6

years after

termination

EXAMPLE: 6

years after

termination

6. Any contract relating to

employment


seal, then 20 years


seal, then 20 years

EXAMPLE: 6

years after termination

EXAMPLE: 6

years after

termination

7. Contract Implied in Law 7 years, unless under

seal, then 20 years


seal, then 20 years

8. Verbal Contract 7 years, unless under

seal, then 20 years


seal, then 20 years


2000-40


Limitation

Periods

Educational

and/or

Business

Periods

Actual Periods of

Retention

9. Release Submitted by an

Employee


seal, then 20 years


seal, then 20 years

10. Personal or Environmental

Monitoring of Exposure to

Hazardous Materials

30 years 30 years EXAMPLE: 30

years after

termination

EXAMPLE: 30

years after

termination

11. School Board Minute Book P P P P

12. School District or Intermediate

Unit Annual Auditor’s Report

P P P P

13. School District or Intermediate

Unit Annual Financial Report

P P P P

14. All other School District or

Intermediate Unit Financial

Records, including

Not less than 6 years

15. Financial Account

Books

Not less than 6 years

16. Orders Not less than 6 years

17. Bills Not less than 6 years

18. Contracts Not less than 6 years

19. Invoices Not less than 6 years

20. Receipts Not less than 6 years

21. Purchase Orders Not less than 6 years

22. Safe Schools Act Reports

23. PDE Required Food Service

Records


2000-41

D. Environmental Records

The Director of Buildings and Grounds is responsible for these records.


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

1. Federal Clean Air Act (CAA) –

Standards of Performance for

New Stationary Sources

IVA-1 At least 2 years

following the date of

creating the

measurements,

maintenance, reports

and records

2. FCAA Operating Permits IVA-1 5 years, except solid

waste permits are not

to exceed 12 years.

3. FCAA Monitoring and Related

Recordkeeping and Reporting

Records

IVA-1 At least 5 years from

the date of the

monitoring sample,

measurement, report

or application was

conducted

4. FCAA Ozone-Depleter

Refrigerant Records;

Documentation on Recovery of

CFC’s

IVA-1 For a minimum of 3

years


2000-42


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

5. Federal Clean Water Act

(CWA) SPCC Plan

IVA-1 Kept at the site of

nearest field office

Keep as long as

authorized to

discharge. Sampling

records for 5 years

minimum, unless the

permit states to keep

them for 10 years

Keep as long as

authorized to

discharge.

Sampling records

for 5 years

minimum, unless

the permit states

to keep them for

10 years

Keep as long as

authorized to

discharge.

Sampling records

for 5 years

minimum, unless

the permit states

to keep them for

10 years

6. CWA NPDES Applications and

Permits (including storm water),

and any supplemental

information supplied


the date the

application was

signed

Keep as long as

authorized to

discharge. Sampling

records for 5 years

minimum, unless the


them for 10 years

Keep as long as

authorized to

discharge.

Sampling records

for 5 years

minimum, unless

the permit states

to keep them for

10 years

Keep as long as

authorized to

discharge.

Sampling records

for 5 years

minimum, unless

the permit states

to keep them for

10 years.

7. CWA NPDES Applications and

Permits (including storm water)

and required discharging

monitoring reports, pollution

preventing plans or other

associated documents

IVA-1 As specified in the

actual permits. Keep

documents on-site for

the specified period of

time.

Keep as long as

authorized to

discharge. Sampling

records for 5 years

minimum, unless the


them for 10 years.

Keep as long as

authorized to

discharge.

Sampling records

for 5 years

minimum, unless

the permit states

to keep them for

10 years

Keep as long as

authorized to

discharge.

Sampling records

for 5 years

minimum, unless

the permit states

to keep them for

10 years


2000-43


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

8. Sanitary Sewer Discharge

Permit

IVA-1 Keep as long as

authorized to

discharge. Sampling

records for 5 years

minimum, unless the


them for 10 years

Keep as long as

authorized to

discharge.

Sampling records

for 5 years

minimum, unless

the permit states

to keep them for

10 years

Keep as long as

authorized to

discharge.

Sampling records

for 5 years

minimum, unless

the permit states

to keep them for

10 years

9. Federal Emergency Planning

and Community Right-to-Know

Act (EPCRRA) EPA Form R,

all supporting materials and

documentation, supporting

documentation for a claimed

allowable exemption; and

reported waste-treatment

methods, estimates of treatment

efficiencies, the sequential

nature of treatment steps (if

applicable), and any actual

operating data, designed to

support “waste-treatment

efficiency estimates” (Material

Safety Data Sheets)

IVA-1 3 years from the date

the entity submitted

its Toxic Release

Inventory Report

Keep on site as long

as the school uses

them

Keep on site as

long as the school

uses them

Keep on site as

long as the school

uses them


2000-44


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

10. Receipts or manifests associated

with the transfer of each

applicable toxic chemical to off-

site locations

Keep

manifests

where you

send the

chemical and

keep what was

sent back

Both parts must be

retained for at least 10

years

Keep manifests for

10 years

15 years 15 years

11. Federal Hazard Communication

Standard Act (HCS) Written

Communications Program

IVA-1 P P P P

12. HCS Documentation or proof

that each applicable worker has

been trained pursuant to the

HCS standard

IVA-1 P P P P

13. RCRA Manifests for

transportation of the waste

IVA-1; Keep

manifests

where you

send the

chemical and

keep what was

sent back

At least 3 years after

the date the waste was

accepted by the initial

transporter

Both parts must be

retained for at least

10 years (an agency

can ask for them for

10 years)

15 years 15 years

14. RCRA Biennial Reports or

Exception Reports


the due date of the

report

10 years 15 years

15. RCRA Records of any test

results, waste analysis or other

determinations relevant to

hazardous waste determination

IVA-1 At least 3 years after

the hazardous waste is

last sent for on-site

treatment, storage or

disposal

10 years 15 years


2000-45


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

16. RCRA Land Disposal Notices,

Certifications, Demonstrations,

Waste Analyses Data and Other

Documentation

At least 3 years from

the date the waste was

last sent for treatment,

storage or disposal

on-site or off-site

10 years 15 years

17. RCRA Underground Storage

Tanks (UST’s) Expert Analyses

of Site-Corrosion Potential,

documentation of UST’s system

repairs, recent compliance with

Release-Detection Requirements

and results of the site

investigation conducted at

permanent closure

IVA-1 P P P P

18. RCRA UST’s Documents IVA-1 5 years or any other

period of time

established by

regulatory agency


2000-46


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

19. RCRA UST’s Release-Detection

Records

IVA-1

Written performance

tests pertaining to

Release-Detection

System, and required

IVA-1 Keep a minimum

of 5 years

Keep a minimum

of 5 years

Sampling, testing and

monitoring results

IVA-1 1 year Keep a minimum

of 5 years

Keep a minimum

of 5 years

All tank-tightness

testing results

IVA-1 Until the next test is

conducted

Keep a minimum

of 5 years

Keep a minimum

of 5 years

Written documentation

of all calibration,

maintenance, and repair

of release-detection

equipment permanently

located on-site

IVA-1 At least 1 year after

servicing work is

completed (or, if

established, the

regulatory agency

determined period)

Keep a minimum

of 5 years

Keep a minimum

of 5 years

Schedules of required

calibration and

maintenance provided

by the release-detection

equipment manufacturer

IVA-1 5 years from the date

of installation

Keep a minimum

of 5 years

Keep a minimum

of 5 years

20. Records of all financial

mechanisms used to

demonstrate financial

responsibility for regulated

UST’s

IVA-1 P P P P


2000-47


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

21. PA Hazardous Site Cleanup Act

Records pertaining to hazardous

substances

IVA-1 a. 20 years from the

date of unlawful

conduct or release

discovered for a civil

or criminal action

b. 6 years of the date

costs are incurred to

recover response costs

Plaintiff must bring

an action within 6

years

20 years

6 years

20 years

6 years

22. National Pollutant Discharge

Elimination System Act Permits

from any monitoring activities

and results

IVA-1 A minimum of 3

years, with the

possible extension

during any unresolved

litigation pertaining to

the discharge of

pollutants by the

permittee or when

requested by the

Department of

Regional

Administrator

Keep for the life of

the permit plus 3

years (if the school

caps off the pipe)

Keep for the life

of the permit plus

3 years (if the

school caps off

the pipe)

Keep for the life

of the permit plus

3 years (if the

school caps off

the pipe)


2000-48


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

23. Records of all chemical pest

control treatments, except for

disinfectant and antimicrobial

products, self-contained baits

placed in areas not accessible by

students and gel-type baits

placed in cracks, crevices or

voids, or swimming pool

maintenance chemicals

IVA-1 At least 3 years Until the students are

21 years old, plus 3

years (Realistically,

this may be

permanently.)

Until the students

are 21 years old,

plus 3 years

(Realistically,

this may be

permanently.)

Until the students

are 21 years old,

plus 3 years

(Realistically,

this may be

permanently.)

24. Residual waste records,

including the types and amounts

of waste generated and other

required information specified

in the Residual Waste

Management Act

IVA-1 5 years after the waste

was generated

5 years

25. Toxic Substance and Control

Act – Asbestos Operation and

Maintenance Plans and

Inspection Reports

At least 10 years At least 10 years

26. Toxic Substance and Control

Act – Management of Lead-

Based Paints Records

At least 10 years At least 10 years


2000-49

E. Medical Records

The Director of Pupil Services is responsible for student health records and the Director of Human Resources is responsible for employee health records.


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

1. HIPPAA Notice of Privacy

Practices

At least 6 years EXAMPLE: 6

years after

employee

termination

2. HIPAA Authorization Form At least 6 years EXAMPLE: 6

years after

employee

termination

3. HIPAA Business Associate

Agreement and/or Addendum


years after

employee

termination

4. HIPAA Privacy Officer

Designation


years after

employee

termination

5. HIPAA Security Regulations

required documentation


years after

employee

termination

6. Welfare and Pension Plan

Reports

5 years EXAMPLE: 6

years after

employee

termination


2000-50


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

7. Employee Health Records (Are

these required under HIPAA?)

3 years after

termination

EXAMPLE: 6

years after

termination

8. Student Health Records

(including medical and dental)

IVA-1 At least 2 years after

the child ceases to be

enrolled (4)

At least 2 years

after the child

ceases to be

enrolled (5)


2000-51

F. Construction Records

The Director of Buildings and Grounds is responsible for these records.


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

1. All Procurement Records AC For a minimum of 3

years

For a minimum of 3

years

2. Contracts a. 4 years to bring a

breach of contract

action

b. Refer to contract

language for any

statute of limitation

c. Statutory period of

repose – no action

may be commenced

after 12 years from

the date of completion

of the project

d. Plaintiff school is

not bound by the


period of 4 years to

bring a civil action. A

contractor must bring

an action following

a. 4 years to bring a

breach of contract

action

b. Refer to contract

language for any


c. Statutory period of

repose – no action

may be commenced

after 12 years from

the date of project

completion

d. Plaintiff school is

not bound by the


period of 4 years to

bring a civil action.

A contractor must


2000-52


Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

the 4 year statute of

limitation. Both

parties are subject to

the statute of repose

period of 12 years.

bring an action

following the 4 year

statute of limitation.

Both parties are

subject to the statute

of repose period of

12 years.


2000-53

G. Electronic Records

The Director of Technology is responsible for electronic records, in conjunction with the Directors designated above who are responsible for the paper and

electronic records relevant to their areas.

Records/Documents Codes Mandatory

Periods

Possible Statute of

Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

1. Electronic Versions of the Above

Records/Documents must be

maintained for the same period as

indicated above.

Same periods as for

records above

Same periods as for

records above

2. Versions of Web Site and Web

Pages

3. Contracts and Licenses Same periods as for

records above

Same periods as for

records above

4. Web Site Terms of Use P P

5. Web Site Privacy Policy P P

6. Other Web Site Policies P P

7. Surveillance/Tracking/Monitoring

8. Virtual Private Network Activity

9. Employee Recruitment Records DM 2 years 4 years for a

contract action

EXAMPLE: 8

years after

termination

EXAMPLE: 8

years after

termination

10. AUP Acknowledgement Forms

11. Software Application

Vulnerabilities

12. Security Tests of Web

Applications

13. AUP, Internet, E-mail, Voice

Mail, Text Message and other

Technology Training


2000-54

Records/Documents Codes Mandatory

Periods

Possible Statute of

Limitation

Periods

Educational

and/or Business

Periods

Actual Periods

of Retention

14. E-mail Messages Depends on the

content of the e-

mail. Electronic

versions of the

above

records/documents

must be

maintained for the

same period as

indicated above.

E-mails that are

considered records of the

school

Same period as for

records above

Same periods as for

records above

Same periods as for

records above

E-mails that are not

considered records of the

school

SD determines

(for example: 30,

60, 90 or more

days)

15. Text Messages See #14

16. Voice Mail Messages See #14

17. Transactional Records –

Statistical Information

18. Internet Transmission

Information

19. E-mail Transmission Information

20. Text Message Transmission

Information

21. Telephone Logs


2000-55

(1) AC After completion of the job

ACT while employed (active)

ADH After date of hiring or 1 year after termination date, whichever is later

ADT After date of test

AF After filing or would have been filed but for the exemption

AFY After end of fiscal year

AT After termination

CD Complaintant and all other employees holding or applying for similar positions

DLE From the date of last entry

DM From the date of making the record or personal action, whichever occurs later

DP From date of payment

DR From the date received or a period of successful completion, whichever is later

DOR Date of the report

IV, A-1 See Section IV, A-1 of the “Specific Statutory and Regulatory Records Retention Requirements”

Chart in the Records Retention and Destruction Policy and Schedule Notebook.

OB Obsolete

P Permanent

SER-B While an enrolled student plus two years following graduation; but if a student leaves the school before graduation, then the student’s records

should be destroyed after the student’s class graduates. Exceptions may be made where good cause can be shown. Each school may eliminate

unnecessary information at periodic intervals (ex. between elementary and junior high school and between junior high school and senior high

school). Disciplinary and Student Support Team records must be destroyed when a student graduates.

SER-C Records must be reviewed once a year and destroyed as soon as its usefulness is ended. The records may be transferred to Category “B” only

if (1) the continued usefulness is clearly demonstrated; or (2) the validity of the information is verified by the principal, in which case the

parents must be notified and the nature of the information explained. Parents then have the opportunity to challenge the decision to maintain

such information.

T From the date of termination

US Until superseded

## Records pertaining to outstanding exceptions, unsettled claims, incomplete investigations, case pending or under litigation must be retained

until final clearance or settlement

(2) This column sets forth the statute of limitation, but a statute of limitation does not commence until the cause of action accrues. Accordingly, if it is

a school’s desire to maintain records for a period in which a possible cause of action could be instituted, then a school would need to keep the record for the

statute of limitation period following the date of the employee’s termination of employment plus a designated period of years. Many legal considerations are

involved in determining the actual statute of limitations period when either a school can bring an action against another party, or a party can bring an action

against a school. The information in this column is an estimate only. Such things as when an act is discovered and language in a contract could change this

estimate. This information should be used only as a guide to help a school to retain records for a period of time that it needs the records.


2000-56

(3) Statutory and/or regulatory required student record retention periods currently are unascertainable due to the Family Education Rights and Privacy Act

undergoing a revision and the Pennsylvania Student Records Guidelines that are required in 22 Pa. Code § 12.32 but have not been issued by the

Pennsylvania Department of Education. Consequently, the periods of retention inserted into this chart are those provided in the prior Pennsylvania

Student Records Law. The School should make certain that the period of retention in this Records Retention Chart agrees with the periods of

retention stated in the School’s Plan for the Collection, Maintenance and Dissemination of Student Records, and revisits this section after these statutes

and guidelines have been enacted.

(4) The child’s health record or portion of it may be released to a parent or guardian if the child does not re-enroll in a PA elementary or secondary school.

(5) See FN. 4.

FRANKLIN REGIONAL SCHOOL DISTRICT - SERIES 2000 … · FRANKLIN REGIONAL SCHOOL DISTRICT - SERIES...

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