Board Policy Manual Ch4


Chapter 4: Operational Services

4:10 Fiscal and Business Management

The Superintendent is responsible for the School District’s fiscal and business management. This responsibility includes annually preparing and presenting the District’s statement of affairs to the Board of Education and publishing it before December 1 as required by State law.

The Superintendent shall ensure the efficient and cost-effective operation of the District’s business management using computers, computer software, data management, communication systems, and electronic networks, including electronic mail, the Internet, and security systems.

Budget Planning

The District’s fiscal year is from July 1 until June 30. The Superintendent or designee shall present to the Board, at the June business meeting, a tentative budget with appropriate explanation. This budget shall represent the culmination of an ongoing process of planning for the fiscal support needed for the District’s educational program. The District’s budget shall be entered upon the Illinois State Board of Education’s “School District Budget Form.” To the extent possible, the tentative budget shall be balanced as defined by the State Board of Education guidelines. The Superintendent shall complete a tentative deficit reduction plan if one is required by the State Board of Education guidelines.

Preliminary Adoption Procedures

After receiving the Superintendent’s proposed budget, the Board sets the date, place, and time for:

  1. A public hearing on the proposed budget, and
  2. The proposed budget to be available to the public for inspection.

The Board Secretary shall arrange to publish a notice in a local newspaper stating the date, place, and time of the proposed budget’s availability for public inspection and the public hearing. The proposed budget shall be available for public inspection at least 30 days before the time of the budget hearing.

At the public hearing, the proposed budget shall be reviewed, and the public shall be invited to comment, question, or advise the Board.

Final Adoption Procedures

The Board adopts a budget before the end of the first quarter of each fiscal year, September 30, or by such alternative procedure as State law may define. To the extent possible, the budget shall be balanced as defined by the State Board of Education; if not balanced, the Board will adopt a deficit reduction plan to balance the District’s budget within 3 years according to State Board of Education requirements.

The Board adopts the budget by roll call vote. The budget resolution shall be incorporated into the meeting’s official minutes. Board members’ names voting yea and nay shall be recorded in the minutes.

The Superintendent or designee shall perform each of the following:

  1. Post the District’s final annual budget, itemized by receipts and expenditures, on the District’s Internet website; notify parents/guardians that it is posted and provide the website’s address.
  2. File a certified copy of the budget resolution and an estimate of revenues by source anticipated to be received in the following fiscal year, certified by the District’s Chief Fiscal Officer, with the County Clerk within 30 days of the budget’s adoption.
  3. Make all preparations necessary for the Board to timely file its Certificate of Tax Levy, including preparations to comply with the Truth in Taxation Act; file the Certificate of Tax Levy with the County Clerk on or before the last Tuesday in December. The Certificate lists the amount of property tax money to be provided for the various funds in the budget.
  4. Submit the annual budget, a deficit reduction plan if one is required by State Board of Education guidelines, and other financial information to the State Board of Education according to its requirements.

Any amendments to the budget or Certificate of Tax Levy shall be made as provided in The School Code and Truth in Taxation Act.

Budget Amendments

The Board may amend the budget by the same procedure as provided for in the original adoption.

Implementation

The Superintendent or designee shall implement the District’s budget and provide the Board with a monthly financial report that includes all deficit fund balances. The amount budgeted as the expenditure in each fund is the maximum amount that may be expended for that category, except when a transfer of funds is authorized by the Board.

The Board shall act on all interfund loans, interfund transfers, transfers within funds, and transfers from the working cash fund or abatements of it, if one exists.

LEGAL REF.:    35 ILCS 200/18-55 et seq.
105 ILCS 5/10-17, 5/10-22.33, 5/17-1, 5/17-1.2, 5/17-2A, 5/17-3.2, 5/17-11, 5/20-5, 5/20-8, and 5/20-10.
23 Ill.Admin.Code Part 100.

CROSS REF.:    4:40 (Incurring Debt), 6:235 (Access to Electronic Networks)

ADOPTED:    December 14, 2010

4:12 Acceptable Use of District Computer Network by Employees

Purpose

To provide guidelines intended to assist users in following established practices and procedures to use technology in a responsible and productive manner.

Policy

Urbana School District's Wide Area Network (WAN) has been created to link school buildings, administrative sites, and support facilities together for the purpose of accessing and sharing information in accordance with the goals and objectives set forth by Urbana School District #116. Urbana School District's Local Area Network (LAN) has been created to interconnect desktops, printers, and other devices at the building level to collaborate and share information. Students are expected to use these networks and Urbana School District technology for educational purposes. Employees are required to use the school system technology within the scope of their employment. All users are expected to follow the accepted and established guidelines for technology usage. (Board Policy 6.414)

Urbana School District #116 views technology (including computers, scanners, digital cameras, video projectors, video cameras, and the Internet) as instructional tools for learning. Any student who is a user of the Urbana School District Network is expected to use technology resources for educational purposes only. Employees, authorized contractors, Mentors, and volunteers of Urbana School District are expected to use technology resources for educational and/or administrative purposes only. Any user of the Urbana School District Network, Internet, and technologies should always reflect academic honesty, high ethical standards, and moral responsibility.

Acceptable Use

All users of Urbana School District #116 Computer Network ("Network") must comply with the District’s Acceptable Use Policy Guidelines, as may be amended from time to time.

The Network shall include all computer hardware and software owned or operated by the District, the District electronic mail, the District web site, the District on-line services, Intranet and direct or wireless connection to the Network. “Use” of the Network shall include use of or obtaining access to the Network from any computer terminal, wireless connection, personal or district laptop or computer system, whether or not the system is owned or operated by the District or the employee.

Employees have no expectation of privacy in their use of the Network. The District has the right to access, review, copy, delete, or disclose any information sent, received or stored on the District’s electronic mail system. The District has the right to and does monitor the use of the Network by employees, including but not limited to employees’ access to the Internet and internal and external e-mails, as part of Network maintenance to determine whether the use is consistent with federal and state laws and District policies and guidelines. Employees using the Network, as defined above, have no expectations of privacy on any District owned or employee owned computer system and the District has the right to inspect, access, review, copy, delete, or disclose any information sent, received, or stored via use of the System.

Employees should be aware that their personal computer files or Network use may be subject to public disclosure under the Illinois Freedom of Information Act.

Access to the Network is provided to employees primarily for work-related purposes. Incidental personal use must be minimized and personal use may be terminated if the District, in its sole discretion, determines that the use is excessive.

Privileges

Access to the Network is provided as a privilege by the District and may be revoked at any time. Inappropriate use may result in discipline, including the loss of Network use privileges.

The Network, including all information and documentation contained therein, is the property of the District, except as otherwise provided by law.

Prohibited Use

The following non-exhaustive list identifies prohibited use of the Network. The prohibited uses include, but are not limited to, the following:

  1. Engage in activities which are inconsistent with the District’s educational mission or which interferes with an employee’s performance of work responsibilities.
  2. Access, retrieve or view obscene, profane or indecent materials. “Indecent materials” are those materials which, in context, depict or describe sexual activities or organs in terms patently offensive, as measured by contemporary community standards. “Obscene materials” are those materials which, taken as a whole, appeal to the prurient interest in sex, which portray sexual conduct in a patently offensive way in which, taken as a whole, do not have any serious literary, artistic, political or scientific value.
  3. Access, retrieve, view or disseminate any material in violation of any federal or state laws or regulation or District policy or rules. This includes, but is not limited to: improper use of copyrighted material; improper use of the Network to commit fraud; improper use of passwords or access codes; or disclosing the full name, home address, or phone number of any student, District employee or user.
  4. Transfer any software to or from the Network without authorization from the Director of Instructional Technology.
  5. Engage in any for-profit or non-school sponsored commercial activities, including advertising or sales.
  6. Harass, threaten, intimidate or demean an individual or group of individuals because of sex, color, race, religion, disability, national origin or sexual orientation. Disrupt the educational process, including use that is reasonably foreseeable to result in a disruption, or interfere with the rights of others at any time, either during school days or after school hours.
  7. Disrupt or interfere with the Network.
  8. Unauthorized establishment of network access points including wireless access.
  9. Gain unauthorized access to or vandalize the data or files of another user.
  10. Gain unauthorized access to or vandalize the Network, or the computer system of any other individual or organization.
  11. Forge or improperly alter electronic mail messages, use an account owned by another user without authorization, or disclose the user’s individual password or that of another user.
  12. Invade the privacy of any individual, including violating federal or state laws regarding limitations on the disclosure of student records.
  13. Download, copy, print, or otherwise store or possess any data that violates federal or state copyright laws or these Guidelines.
  14. Send nuisance electronic mail or other online messages such as chain letters, pyramid schemes, or obscene, harassing or other unwelcome messages.
  15. Send District-wide mass electronic mail to users without prior authorization by the Director of Instructional Technology or Superintendent.
  16. Conceal or misrepresent the user’s identity while using the Network.
  17. Post material on the District’s web site without authorization of the Director of Instructional Technology or Superintendent.
  18. Purporting to misrepresent Urbana School District #116 in any way whatsoever.
  19. Accessing social networks (Facebook, Myspace, etc.), “chat lines” or entering “chat rooms” outside the scope of an employee’s job responsibilities or not part of a class activity or District Professional Development activity.
  20. Users causing undue congestion of the network through lengthy downloads of files, or by engaging in idle activities; e.g., playing games not part of a class activity: or, employees involved in actions other than their job responsibilities.

Web Sites

Acceptable use of Urbana School District #116 Web Sites and all related resources requires web managers to:

  1. Use the web site to improve communications and services of the school or office with students, staff, parents and the entire community of Urbana School District #116.
  2. Protect private information such as addresses, phone numbers, or passwords.
  3. Use appropriate language.
  4. Respect all copyright laws.
  5. Use the issued web account for the intended educational and administrative purposes only.
  6. Understand that use of the web site for illegal activities is strictly prohibited.
  7. In the use of photography on a web page, when identifying a specific person by first and last name, written permission by way of the standard Urbana School District #116 release should be on file. Group or candid photographs are not subject to the use of a release. Unless otherwise allowed by law, the District web sites shall not display photographs or work of students without written parental permission.
  8. Utilizing the network for commercial purposes.

Any web site created by an employee using the Network must be part of a District-sponsored activity and authorized by the Director of Instructional Technology. All content, including links, of any web site created by an employee using the Network must receive prior approval by the Director of Instructional Technology. All contents of a web site created by an employee using the Network must conform with these Acceptable Use Policy Guidelines. Employees may not place any personal or editorial material on the District web site or any web site created by an employee using the Network.

Disclaimer

The District makes no warranties of any kind whether expressed or implied for the Network. The District is not responsible for any damages incurred, including the loss of personal information or data resulting from delays, non-deliveries, misdeliveries, or service interruptions. Use of any information obtained via the Network is at the user’s own risk. The District is not responsible for the accuracy or quality of information obtained through the Network. The District is not responsible for any user’s intentional access of material on the Internet which may be obscene, indecent, or of an inappropriate nature.

Security and User Reporting Duties

Security on the Network is a high priority and must be a priority for all users. Users are prohibited from sharing their log-in IDs or passwords with any other individual. Any attempt to log in as another user will result in consequences as set for in Section H of these Guidelines.

A user who becomes aware of any security risk or misuse of the Network shall immediately notify the Director of Instructional Technology.

Vandalism

Vandalism or attempted vandalism to the Network is prohibited and will result in consequences as set forth in Section H of these Guidelines. Vandalism includes, but is not limited to, the downloading, uploading, or creating computer viruses.

Consequences for Violations

Any user of the Network that violates this policy shall be subject to discipline which may include: (1) disciplinary action up to and including dismissal from employment, (2) suspension or revocation of Network privileges, and (3) referral to law enforcement authorities or other legal action in appropriate cases

Rev. 02/10

4:15 Operational Services

Identity Protection

The collection, storage, use, and disclosure of social security numbers by the School District shall be consistent with State and federal laws. The goals for managing the District’s collection, storage, use, and disclosure of social security numbers are to:

  1. Limit all activities involving social security numbers to those circumstances that are authorized by State or federal law.
  2. Protect each social security number collected or maintained by the District from unauthorized disclosure.

The Superintendent is responsible for ensuring that the District complies with the Identity Protection Act, 5 ILCS 179/. Compliance measures shall include each of the following:

  1. All employees having access to social security numbers in the course of performing their duties shall be trained to protect the confidentiality of social security numbers. Training should include instructions on the proper handling of information containing social security numbers from the time of collection through the destruction of the information.
  2. Only employees who are required to use or handle information or documents that contain social security numbers shall have access to such information or documents.
  3. Social security numbers requested from an individual shall be provided in a manner that makes the social security number easily redacted if the record is required to be released as part of a public records request.
  4. When collecting a social security number or upon request by an individual, a statement of the purpose(s) for which the District is collecting and using the social security number shall be provided.
  5. Notification to an individual whenever his or her personal information was acquired by an unauthorized person; personal information is an individual’s name in combination with his or her social security number, driver’s license number or State identification card number, or financial account information.
  6. Disposal of materials containing personal information in a manner that renders the personal information unreadable, unusable, and undecipherable; personal information has the meaning stated in #5, above.
  7. All employees must be advised of this policy’s existence and a copy of the policy must be made available to each employee. The policy must also be made available to any member of the public, upon request.

No District employee shall collect, store, use, or disclose an individual’s social security number unless specifically authorized by the Superintendent.This policy shall not be interpreted as a guarantee of the confidentiality of social security numbers and/or other personal information. The District will use best efforts to comply with this policy, but this policy should not be construed to convey any rights to protection of information not otherwise afforded by law.

LEGAL REF.: 5 ILCS 179/, Identity Protection Act.

CROSS REF: 2:250 (Access to District Public Records), 5:150 (Personnel Records), 7:340 (Student Records)

ADOPTED: September 3, 2013

4:20 Fund Balances

The Superintendent or designee shall maintain fund balances adequate to ensure the District’s ability to maintain levels of service and pay its obligations in a prompt manner in spite of unforeseen events or unexpected expenses. The Superintendent or designee shall inform the Board whenever it should discuss drawing upon its reserves or borrowing money.

CROSS REF.: 4:10 (Fiscal and Business Management), 4:80 (Accounting and Audits)

ADOPTED: December 17, 2013

4:30 Investments

It is always prudent for any public unit to have an Investment Policy in place for the purpose of safeguarding funds, equitably distributing the investments and maximizing income of the government unit. The following Policy is hereby promulgated for use by the Urbana School District #116.

  1. SCOPE OF POLICY

This Investment Policy applies to the investment activities of all funds under the jurisdiction of the Urbana School District #116. This Investment Policy will also apply to any new funds or temporary funds placed under the jurisdiction of the Urbana School District #116. The Illinois State Statutes will take precedence except where this Policy is more restrictive wherein this Policy will take precedence.

  1. OBJECTIVES

The purpose of this Investment Policy is to establish cash management and investment guidelines for the stewardship of public funds under the jurisdiction of the Urbana School District #116. The specific objectives of this Policy will be as follows:

  1. Safety of Principal – Investments shall be undertaken in a manner that seeks to ensure the preservation of principal in the overall portfolio. To attain this objective only appropriate investment instruments will be purchased and insurance or collateral may be required to ensure the return of the principal.
  2. Liquidity – The district’s investment portfolio shall be structured in such manner as to provide sufficient liquidity to pay obligations as they come due.
  3. Return to Investments – The investment portfolio shall be designed to attain a market-average rate of return throughout budgetary and economic cycles, taking into account the risk constraints, the cash flow characteristics of the portfolio and legal restrictions for return on investments.
  4. Maintaining the Public’s Trust – the investment officers shall seek to act responsibly as custodians of the public trust and shall avoid any transaction that might impair public confidence in the District, The Board of Education or School Treasurer.
  5. INVESTMENT GUIDELINES

To assist in attaining the stated objectives, the following guidelines shall be observed:

  1. Investments shall be undertaken in a manner that seeks to insure preservation of capital in the overall portfolio. To avoid unreasonable risks, diversification of investments is required.
  2. The portfolio should remain sufficiently liquid to meet operating requirements, which may be reasonably anticipated. Cash flows shall be reviewed quarterly.
  3. To maximize earning, all funds shall be deposited/invested within two working days at prevailing rates or better.
  4. DIVERSIFICATION

It is the policy of the District to diversify its investment portfolio. Investments shall be diversified to eliminate the risk of loss resulting in over concentration in specific maturity, issuer, or class of securities. Commercial paper shall not exceed 10% of the investment portfolio. Diversification strategies shall be determined and revised periodically by the School Treasurer.

  1. RESPONSIBILITY

All investments shall be of funds under the control of the Director of Business and Financial Services, subject to the specific direction of the Treasurer. The Director of Business and Financial Services shall be responsible for all transactions and shall establish a system of controls for all authorized subordinates who are directly involved in the assistance of such investment activities. The Director of Business and Financial Services shall also assist the Board of Education and School Treasurer in developing investment policy guidelines.

  1. PERFORMANCE MEASURES

The use of U S Treasury bills, average Fed Fund rate, IPTIP, or other stable markets can be used to determine whether market average yield benchmarks are being achieved.

  1. PERIODIC REVIEW

The Director of Business and Financial Services should establish annual independent review for internal control, which assures compliance within the investment policy. This will be accomplished with external auditors.

  1. REPORTING

The Treasurer shall submit to the Board of Education and the Superintendent a monthly investment report which shall include information regarding securities in the portfolio by class or type, book value, income earned, and market values as of the report date. Generally accepted accounting principles shall be used for valuation purposes. The report shall indicate any areas of policy concern and planned revision of investment strategies.

  1. AUTHORIZED INVESTMENTS

The District may invest in any type of security allowed by the Public Funds Investment Act of the State of Illinois as may be amended from time to time. The District has chosen to limit its allowable investments to those instruments listed below:

  1. Bonds, notes, certificates of indebtedness, treasury bills or other securities now or hereafter issued by the United States of America, its agencies and allowable instrumentalities;
  2. Interest bearing savings accounts, interest bearing certificates of deposit or interest bearing time deposits, or any other investments constituting direct obligations of any bank as defined by the Illinois Banking Act.
  3. Interest-bearing bonds of any county, township, city, village, incorporated town, municipal corporation, school district, the State of Illinois, any other state, or any political subdivision or agency of the State of Illinois or any other state, whether the interest earned is taxable or tax-exempt under federal law. The bonds shall be (a) registered in the name of the municipality, county, or other governmental unit, or held under a custodial agreement at a bank, and (b) rated at the time of purchase within the 4 highest general classifications established by a rating service of nationally recognized expertise in rating bonds of states and their political subdivisions.
  4. Certificates of deposit with federally insured institutions that are collateralized or insured in excess of the Federal Deposit Insurance Corporation coverage limit;
  5. Collateralized repurchase agreements which conform to the requirements stated in paragraph 2 (g) or 2 (h) of the statues;
  6. Commercial paper meeting the following requirements:
  7. The corporation must be organized in the United States.
  8. The corporation’s assets must exceed $500,000,000.
  9. The obligations at the time of purchase must be rated within the two

highest classifications by at least two of the four standard rating

services (Standard and Poor’s, Duff and Phelp’s, Moody’s and Fitch

Investors Service).

  1. The obligations cannot have a maturity longer than 180 days.
  2. Not more than 33% of the total investment fund can be invested in

commercial paper at any time.

  1. The total investment in any one corporation cannot exceed 10% of the corporation’s outstanding obligations.
  2. The total investment in any one corporation cannot be more than $20 million.
  3. The Illinois Public Treasurer’s Investment Pool;
  4. Investments may be made only in those savings banks or saving and loan associations the shares, or investment certificates of which are insured by the Federal Deposit Insurance Corporation.

9          Investment products that are considered as derivatives are specifically excluded from approved investments.

  1. FINANCIAL INSTITUTIONS

The Urbana School District #116 will have the sole responsibility to select which financial (IPTIP, banks, savings and loan, credit unions and other non-banks) institutions will be depositories for Urbana School District #116. Any financial institution, upon meeting the requirements of the Illinois Compiled Statutes and of this policy, may request to become a depository for Urbana School District #116. The Urbana School District #116 will take into consideration security, size, location, financial condition, service, fees, competitiveness, and the community relations involvement of the financial institution when choosing depositories. Any financial institution selected shall be a member of FDIC system and shall be willing and capable of posting required collateral or private insurance for funds in excess of FDIC insurable limits.

  1. COLLATERALIZATION (IF ANY)
  2. At all times in order to meet the objective of safety of capital, the Director of

Business and Financial Services will require deposits in excess of the

Federally insured amount to be secured by private insurance or collateralized to the extent of One Hundred and Ten Percent (110%) and evidence by an approved written agreement.

  1. Eligible collateral instruments and collateral rates (market value divided by

deposit) are as follows:

  1. Negotiable obligations of the United States Government  = 110$
  2. Negotiable obligations of any agency or instrumentality of

The United States Government backed by the full faith and

Credit of the United States Government:  =110%

  1. Negotiable obligations of the State of Illinois which are

Rated A or better by Moody’s or Standard and Poor’s: =110%

  1. Negotiable obligations of Urbana School District #116

which are Rated A or better by Moody’s or Standard and

Poor’s: =110%

  1. Maturity of acceptable collateral shall not exceed 120 months.
  2. The ratio of fair market value of collateral to the amount of funds secured shall be reviewed monthly and additional collateral will be requested when the ratio declines below the level required.
  3. Safekeeping of Collateral

Third party safekeeping is required for all collateral. To accomplish this the securities will be held at a safekeeping depository as approved from time to time by the Director of Business and Financial Services. Safekeeping will be documented by confirmation in writing signed by authorized individual of the financial institution. Substitution, exchange or release of securities held in safekeeping may be done without prior notice, but must be confirmed in writing to either the Treasurer or Director of Business and Financial Services within 3 working days of substitution, exchange or release.

  1. The financial institution posting the collateral shall provide a written report of the condition of the collateral on a monthly basis.
  2. SAFEKEEPING OF SECURITIES

Third party safekeeping is required for all securities and commercial paper.

To accomplish this, the securities can be held at the following locations:

  1. A Federal Reserve Bank or its branch office
  2. At another custodial facility – generally in a trust or safekeeping

department through book-entry at the Federal Reserve unless physical securities are involved.

  1. In an insured account at a primary reporting dealer
  2. PRUDENT PERSON STANDARD

Investments shall be made with judgement and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the possible income to be derived.

In maintaining its investment portfolio, the Director of Business and Financial Services shall avoid any transaction that might impair public confidence in the Urbana School District #116.

The above standards are established as standards for professional responsibility and shall be applied in the context of managing the portfolio.

The Director of Business and Financial Services and employees of the Urbana School District #116 acting in accordance with this Investment Policy and procedures as have been or may be established and exercising due diligence shall be relieved of personal liability for an individual security’s credit risk or market changes.

  1. MANAGEMENT OF PROGRAM
  2. The following individuals are authorized to purchase and sell investments,

authorize wire transfers, authorize the release of pledged collateral, and to execute any documents required under this procedure:

  1. Treasurer
  2. Director of Business and Financial Services

These documents included:

  1. Wire Transfer Agreement
  2. Depository Agreement
  3. Safekeeping Agreement
  4. Custody Agreement
  5. Management responsibility for the investment program is hereby delegated to the Treasurer and Director of Business and Financial Services, who shall establish a system of internal controls and written operational procedure designed to prevent losses of funds that might arise from fraud, employee error, misrepresentation by third parties, or imprudent actions by employees of the entity. Such procedures shall include explicit delegation of authority to persons responsible for investment transactions; check sighing, check reconcilement, deposits, bond payments, report preparation and wire transfers. No person may engage in any investment transaction except as provided for under the terms of this policy. The Treasurer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinates.
  1. The wording of agreements necessary to fulfill the investment responsibilities is the responsibility of the Treasurer who shall periodically review them thro their consistency with District policy and State law and who shall be assisted in his function by the Director of Business and Financial Services, District legal counsel and auditors. These arrangements include but not limited to:
  2. Wire Transfer Agreement
  3. Depository Agreement
  4. Safekeeping Agreement
  5. Custody Agreement

 

  1. The Treasurer may use financial intermediaries, brokers, and/or financial institutions to solicit bids for securities and certificates of deposit. These intermediaries shall be approved by the Board of Education.
  1. All wire transfers made by the Treasurer shall require a secondary authorization by the Director of Business and Financial Services.

 

  1. Ethics and Conflict of Interest

Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution of the investment program, or which could impair their ability to make impartial investment decisions.

  1. Indemnification

Investment officers and employees of the District acting in accordance with this investment procedure and written operational procedures as have been or may be established and exercising due diligence shall be relieved of personal liability for an individual security’s credit risk or market changes.

  1. Amendment

This procedure shall be reviewed from time to time by the Treasurer with regards to the procedure’s effectiveness in meeting the District’s needs for safety, liquidity, rate of return, diversification, and general performance. Any substantive changes will be approved by the Board of Education.

 

  1. Captions and Headings

The captions and heading used herein are for convenience of reference only and do not define or limit the contents.

 

LEGAL REF.:        30 ILCS 235/.

105 ILCS 5/8-7, 5/10-22.44, 5/17-1, and 5/17-11.

CROSS REF.:          2:100 (Board Member Conflict of Interest), 4:10 (Fiscal and Business Management), 4:80 (Accounting and Audits)

ADOPTED:           January 20, 2015

4:40 Incurring Debt

The Superintendent shall provide early notice to the Board of Education of the District’s need to borrow money. The Superintendent or designee shall prepare all documents and notices necessary for the Board, at its discretion, to: (1) issue State Aid Anticipation Certificates, tax anticipation warrants, working cash fund bonds, bonds, notes, and other evidence of indebtedness, or (2) establish a line of credit with a bank or other financial institution. The Superintendent shall notify the State Board of Education before the District issues any form of long-term or short-term debt that will result in outstanding debt that exceeds 75% of the debt limit specified in State law.

LEGAL REF.: 30 ILCS 305/2 and 352/1 et seq.
50 ILCS 420/.
105 ILCS 5/17-16, 5/17-17, 5/18-18, and 5/19-1 et seq.

CROSS REF.: 4:10 (Fiscal and Business Management)

ADOPTED: January 19, 2010

  • 4:45 Insufficient Fund Checks and Debt Recovery

    The Superintendent or designee may collect the maximum fee authorized by State law for returned checks written to the District that are not honored upon presentation to the respective bank or other depository institution for any reason. The Superintendent is authorized to contact the District’s attorney whenever necessary to collect the returned check amount, fee, collection costs and expenses, and interest.

    Delinquent Debt Recovery

    The Superintendent is authorized to seek collection of delinquent debt owed the District to the fullest extent of the law.

    LEGAL REF.:        15 ILCS 405/10.05 and 10.05d.

    810 ILCS 5/3-806.

    ADOPTED:           May 5, 2015

4:50 Payment Procedures

The Treasurer shall prepare a list of all due and payable bills, indicating vendor name and amount, and shall present it to the Board of Education in advance of the Board’s second regular monthly meeting or, if necessary, a special meeting. These bills are reviewed by the Board, after which they may be approved for payment by Board order. Approval of all bills shall be given by a roll call vote and the votes shall be recorded in the minutes. The Treasurer shall pay the bills after receiving a Board order or pertinent portions of the Board minutes, even if the minutes are unapproved, provided the order or minutes are signed by the Board President and Secretary, or a majority of the Board.

The Treasurer is authorized, without further Board approval, to pay Social Security taxes, wages, pension contributions, utility bills, and other recurring bills. These disbursements shall be included in the listing of bills presented to the Board.

The Board authorizes the Superintendent or designee to establish revolving funds and a petty cash fund system for school cafeterias, lunchrooms, athletics, or similar purposes, provided such funds are maintained in accordance with Board policy 4:80, Accounting and Audits, and remain in the custody of an employee who is properly bonded according to State law.

LEGAL REF.:        105 ILCS 5/8-16, 5/10-7, and 5/10-20.19.

23 Ill.Admin.Code §100.70.

CROSS REF.:          4:55 (Use of Credit and Procurement Cards), 4:60 (Purchases and Contracts), 4:80 (Accounting and Audits)

ADOPTED:           November 17, 2015

  • 4:55 Use of Credit and Procurement Cards

    The Superintendent and employees designated by the Superintendent are authorized to use District credit and procurement cards to simplify the acquisition, receipt, and payment of purchases and travel expenses incurred on the District’s behalf. Credit and procurement cards shall only be used for those expenses that are for the District’s benefit and serve a valid and proper public purpose; they shall not be used for personal purchases. Cardholders are responsible for exercising due care and judgment and for acting in the District’s best interests.

    The Superintendent or designee shall manage the use of District credit and procurement cards by employees. It is the Board’s responsibility, through the audit and approval process, to determine whether District credit and procurement card use by the Superintendent is appropriate.

    In addition to the other limitations contained in this and other Board policies, District credit and procurement cards are governed by the following restrictions:

    1. Credit and/or procurement cards may only be used to pay certain job-related expenses or to make purchases on behalf of the Board or District or any student activity fund, or for purposes that would otherwise be addressed through a conventional revolving fund.
    2. The Superintendent or designee shall instruct the issuing bank to block the cards’ use at unapproved merchants.
    3. The Superintendent shall limit the amount each cardholder may charge in a single purchase or within a given month and inform the issuing bank of these limitations.
    4. The Superintendent or designee must approve the use of a District credit or procurement card whenever such use is by telephone, fax, and the Internet. Permission shall be withheld when the use violates any Board policy, is from a vendor whose reputation has not been verified, or would be more expensive than if another available payment method were used.
    5. The consequences for unauthorized purchases include, but are not limited to, reimbursing the District for the purchase amount, loss of cardholding privileges, and, if made by an employee, discipline up to and including discharge.
    6. All cardholders must sign a statement affirming that they are familiar with this policy.
    7. The Superintendent shall implement a process whereby all purchases using a District credit or procurement card are reviewed and approved by someone other than the cardholder or someone under the cardholder’s supervision.
    8. Cardholders must submit the original, itemized receipt to document all purchases.
    9. No individual may use a District credit or procurement card to make purchases in a manner contrary to State law, including, but not limited to, the bidding and other purchasing requirements in 105 ILCS 5/10-20.21, or any Board policy.
    10. The Superintendent or designee shall account for any financial or material reward or rebate offered by the company or institution issuing the District credit or procurement card and shall ensure that it is used for the District’s benefit.

    LEGAL REF.:        105 ILCS 5/10-20.21.

    23 Ill.Admin.Code §100.70(d).

    CROSS REF.:          4:50 (Payment Procedures), 4:60 (Purchases and Contracts), 4:80 (Accounting and Audits), 4:90 (Activity Funds), 5:60 (Expenses)

    ADOPTED:           January 19, 2010

4:60 Purchases and Contracts

The Superintendent shall manage the District’s purchases and contracts in accordance with State law, the standards set forth in this policy, and other applicable Board of Education policies.

Standards for Purchasing and Contracting

All purchases and contracts shall be entered into in accordance with State law. The Board Attorney shall be consulted as needed regarding the legal requirements for purchases or contracts. All contracts shall be approved or authorized by the Board.

All purchases and contracts shall support a recognized District function or purpose as well as provide for good quality products and services at the lowest cost, with consideration for service, reliability, and delivery promptness, and in compliance with State law. No purchase or contract shall be made or entered into as a result of favoritism, extravagance, fraud, or corruption.

Adoption of the annual budget authorizes the Superintendent or designee to purchase budgeted supplies, equipment, and services, provided that State law is followed. Purchases of items outside budget parameters require prior Board approval, except in an emergency.

When presenting a contract or purchase for Board approval, the Superintendent or designee shall ensure that it complies with applicable State law, including but not limited to, those specified below:

  1. Supplies, materials, or work involving an expenditure in excess of $25,000 must comply with the State law bidding procedure, 105 ILCS 5/10-20.21, unless specifically exempted.
  2. Construction, lease, or purchase of school buildings must comply with State law and Board policy 4:150, Facility Management and Building Programs.
  3. Guaranteed energy savings must comply with 105 ILCS 5/19b-1 et seq.
  4. Third party non-instructional services must comply with 105 ILCS 5/10-22.34c.
  5. Goods and services that are intended to generate revenue and other remunerations for the District in excess of $1,000, including without limitation vending machine contracts, sports and other attire, class rings, and photographic services, must comply with 105 ILCS 5/10-20.21. The Superintendent or designee shall keep a record of: (1) each vendor, product, or service provided, (2) the actual net revenue and non-monetary remuneration from each contract or agreement, and (3) how the revenue was used and to whom the non-monetary remuneration was distributed. The Superintendent or designee shall report this information to the Board by completing the necessary forms that must be attached to the District’s annual budget.
  6. Any contract to purchase food with a bidder or offeror must comply with 105 ILCS 5/10-20.21(b-10).
  7. The purchase of paper and paper products must comply with 105 ILCS 5/10-20.19c and Board policy 4:70, Resource Conservation.
  8. Each contractor with the District is bound by each of the following:
  9. In accordance with 105 ILCS 5/10-21.9(f): (1) prohibit any of its employees who is or was found guilty of a criminal offense listed in 105 ILCS 5/10-21.9(c) and 5/21B-80(c) to have direct, daily contact at a District school or school-related activity with one or more student(s); (2) prohibits any of the contractor’s employees from having direct, daily contact with one or more students if the employee was found guilty of any offense in 5/21B-80(b) (certain drug offenses) until seven years following the end of the employee’s sentence for the criminal offense; and (3) require each of its employees who will have direct, daily contact with student(s) to cooperate during the District’s fingerprint-based criminal history records check on him or her.
  10. In accordance with 105 ILCS 5/24-5: (1) concerning each employee who begins providing services in the District after June 16, 2014, provide the District with evidence of physical fitness to perform the duties assigned and freedom from communicable disease if the employee will have direct, daily contact with one or more student(s); and (2) require any new or existing employee who has and will have direct, daily contact with one or more student(s) to complete additional health examinations as required by the District and be subject to additional health examinations, including tuberculosis screening, as required by the Illinois Department of Public Health rules or order of a local health official.

The Superintendent or designee shall: (1) execute the reporting and website posting mandates in State law concerning District contracts, and (2) monitor the discharge of contracts, contractors’ performances, and the quality and value of services or products being provided.

LEGAL REF.:        105 ILCS 5/10-20.19c, 5/10-20.21, 5/10-21.9, 5/10-22.34c, 5/19b-1 et seq., and 5/24-5.

820 ILCS 130/.

CROSS REF.:          2:100 (Board Member Conflict of Interest), 4:70 (Resource Conservation), 4:150 (Facility Management and Building Programs), 4:175 (Convicted Child Sex Offender; Screening; Notifications)

ADOPTED:           February 21, 2017

4:70 Resource Conservation

The Superintendent shall manage a program of energy and resource conservation for the District that includes:

  1. Periodic review of procurement procedures and specifications to ensure that purchased products and supplies are reusable, durable, or made from recycled materials, if economically and practically feasible.
  2. Purchasing recycled paper and paper products in amounts that will, at a minimum, meet the specifications in The School Code, if economically and practically feasible.
  3. Periodic review of procedures on the reduction of solid waste generated by academic, administrative, and other institutional functions. These procedures shall: (a) require recycling the District’s waste stream, including landscape waste, computer paper, and white office paper, if economically and practically feasible; (b) include investigation of the feasibly of potential markets for other recyclable materials that are present in the District’s waste stream; and (c) be designed to achieve, before July 1, 2020, at least a 50% reduction in the amount of solid waste that is generated by the District.
  4. Adherence to energy conservation measures.

LEGAL REF.: 105 ILCS 5/10-20.19c.

CROSS REF.: 4:60 (Purchases and Contracts), 4:150 (Facility Management and Building Programs)

ADOPTED: January 19, 2010

Rev. 02/10

4:80 Accounting and Audits

The School District’s accounting and audit services shall comply with the Requirements for Accounting, Budgeting, Financial Reporting, and Auditing, as adopted by the Illinois State Board of Education, State and federal laws and regulations, and generally accepted accounting principles. Determination of liabilities and assets, prioritization of expenditures of governmental funds, and provisions for accounting disclosures shall be made in accordance with government accounting standards as directed by the auditor designated by the Board. The Superintendent, in addition to other assigned financial responsibilities, shall report monthly on the District’s financial performance, both income and expense, in relation to the financial plan represented in the budget.

Annual Audit 

At the close of each fiscal year, the Superintendent shall arrange an audit of the District funds, accounts, statements, and other financial matters. The audit shall be performed by an independent certified public accountant designated by the Board and be conducted in conformance with prescribed standards and legal requirements. A complete and detailed written audit report shall be provided to each Board member and to the Superintendent. The Superintendent shall annually, on or before October 15, submit an original and one copy of the audit to the Regional Superintendent of Schools.

Annual Financial Report

The Superintendent or designee shall annually prepare and submit the Annual Financial Report on a timely basis using the form adopted by the Illinois State Board of Education. The Superintendent shall review and discuss the Annual Financial Report with the Board before it is submitted.

Inventories

The Superintendent or designee is responsible for establishing and maintaining accurate inventory records. The inventory record of supplies and equipment shall include a description of each item, quantity, location, purchase date, and cost or estimated replacement cost.

Disposition of District Property

The Superintendent or designee shall notify the Board, as necessary, of the following so that the Board may consider its disposition: (1) District personal property (property other than buildings and land) that is no longer needed for school purposes, and (2) school site, building, or other real estate that is unnecessary, unsuitable, or inconvenient. Notwithstanding the above, the Superintendent or designee may unilaterally dispose of personal property of a diminutive value.

Taxable Fringe Benefits

The Superintendent or designee shall: (1) require that all use of District property or equipment by employees is for the District’s convenience and best interests unless it is a Board-approved fringe benefit, and (2) ensure compliance with the Internal Revenue Service regulations regarding when to report an employee’s personal use of District property or equipment as taxable compensation.

Controls for Revolving Funds and Petty Cash

Revolving funds and the petty cash system are established in Board policy 4:50, Payment Procedures. The Superintendent shall: (1) designate a custodian for each revolving fund and petty cash fund, (2) obtain a bond for each fund custodian, and (3) maintain the funds in compliance with this policy, State law, and Illinois State Board of Education rules. A check for the petty cash fund may be drawn payable to the designated petty cash custodian. Each revolving fund shall be maintained in a bank that has been approved by the Board and established in an amount approved by the Superintendent consistent with the annual budget. All expenditures from these bank accounts must be directly related to the purpose for which the account was established and supported with documentation, including signed invoices or receipts. All deposits into these bank accounts must be accompanied with a clear description of their intended purpose. The Superintendent or designee shall include checks written to reimburse revolving funds on the Board’s monthly listing of bills indicating the recipient and including an explanation.

Control Requirements for Checks

The Board must approve all bank accounts opened or established in the District’s or a District school’s name or with the District’s Federal Employer Identification Number. All checks issued by the School District must be signed by either the Treasurer or Board President, except that checks from an account containing student activity funds and revolving accounts may be signed by the respective account custodian.

Internal Controls

The Superintendent is primarily responsible for establishing and implementing a system of internal controls for safeguarding the District’s financial condition; the Board, however, will oversee these safeguards. The control objectives are to ensure efficient business and financial practices, reliable financial reporting, and compliance with State law and Board policies, and to prevent losses from fraud, employee error, misrepresentation by third parties, or imprudent employee action.

The District’s system of internal controls shall include the following:

  1. All financial transactions must be properly authorized and documented.
  2. Financial records and data must be accurate and complete.
  3. Accounts payable must be accurate and punctual.
  4. District assets must be protected from loss or misuse.
  5. Incompatible duties should be segregated, if possible.
  6. Accounting records must be periodically reconciled.
  7. Equipment and supplies must be safeguarded.
  8. Staff members with financial or business responsibilities must be properly trained and supervised, and must perform their responsibilities with utmost care and competence.
  9. Any unnecessary weaknesses or financial risks must be promptly corrected.

The Superintendent or designee shall annually audit the District’s financial and business operations for compliance with established internal controls and provide the results to the Board. The Board may from time-to-time engage a third-party to audit internal controls in addition to the annual audit.

LEGAL REF.:        105 ILCS 5/2-3.27, 5/2-3.28, 5/3-7, 5/3-15.1, 5/5-22, 5/10-21.4, 5/10-20.19, 5/10-22.8, and 5/17-1 et seq.

23 Ill.Admin.Code Part 100.

CROSS REF.:          4:10 (Fiscal and Business Management), 4:50 (Payment Procedures), 4:55 (Use of Credit and Procurement Cards), 4:90 (Activity and Trust Funds)

ADOPTED:           October 18, 2016

4:90 Activity and Trust Funds

The Board of Education, upon the Superintendent or designee’s recommendation, establishes student activity funds to be managed by student organizations under the guidance and direction of a staff member for educational, recreational, or cultural purposes.

The Superintendent or designee shall be responsible for supervising student activity funds in accordance with Board policy 4:80, Accounting and Audits; State law; and the Illinois State Board of Education rules for student activity funds. The Board will appoint a treasurer for each fund to serve as the fund’s sole custodian and be bonded in accordance with the School Code. The treasurer shall have all of the authority and responsibilities specific to the treasurer listed in the Illinois State Board of Education rules for school activity funds, except that the treasurer is not authorized to make loans between activity funds.

Unless otherwise instructed by the Board, a student activity fund’s balance will carry over to the next fiscal year. An account containing student activity funds that is inactive for 12 consecutive months shall be closed and its funds transferred to another student activity fund or authorized fund with a similar purpose.

Trust Funds

From time to time, the Board may establish Trust Funds for the purpose of accepting memorials and donations whose use is restricted for a specific purpose. A custodian for the funds shall be appointed by the Board and shall be given the authority to deposit and expend funds for the purposes prescribed at the time of the establishment of the fund. Each trust fund shall be audited annually by the auditor employed to audit all other district funds.

LEGAL REF.:        105 ILCS 5/8-2 and 5/10-20.19.

23 Ill.Admin.Code §§100.20 and 100.80.

CROSS REF.:          4:80 (Accounting and Audits), 7:325 (Student Fundraising Activities)

ADOPTED:           January 20, 2015

4:100 Insurance Management

The Superintendent shall recommend and maintain all insurance programs that provide the broadest and most complete coverage available at the most economical cost, consistent with sound insurance principles.

The insurance program shall include each of the following:

  1. Liability coverage to insure against any loss or liability of the School District and the listed individuals against civil rights damage claims and suits, constitutional rights damage claims and suits, and death and bodily injury and property damage claims and suits, including defense costs, when damages are sought for negligent or wrongful acts allegedly committed in the scope of employment or under the Board’s direction or related to any mentoring services provided to the District’s certified staff members; Board members; employees; volunteer personnel authorized by 105 ILCS 5/10-22.34, 5/10-22.34a, and 5/10-22.34b; mentors of certified staff members authorized in 105 ILCS 5/21A-5 et seq. (new teacher), 105 ILCS 5/2-3.53a (new principal), and 2-3.53b (new superintendents); and student teachers. Comprehensive property insurance covering a broad range of causes of loss involving building and personal property. The coverage amount shall normally be for the replacement cost or the insurable value.
  2. Catastrophic accident insurance at the mandated benefit level for student athletes in grades 9 through 12 who sustain an accidental injury while participating in school-sponsored or school-supervised interscholastic athletic events sanctioned by the Illinois High School Association that results in medical expenses in excess of $50,000. Accident and/or health insurance on a group or individual basis for students in grades kindergarten through 8 participating in any school-sponsored athletic activity.
  3. Workers’ Compensation to protect individual employees against financial loss in case of a work-related injury, certain types of disease, or death incurred in an employee-related situation.

Student Insurance

The Board shall annually designate a company to offer student accident insurance coverage. The Board does not endorse the plan nor recommend that parents/guardians secure the coverage, and any contract is between the parents/guardians and the company.

LEGAL REF.:        Consolidated Omnibus Budget Reconciliation Act, P. L. 99-272, ¶ 1001, 100 Stat. 222, 4980B(f) of the I.R.S. Code, 42 U.S.C. §300bb-1 et seq.

105 ILCS 5/10-20.20, 5/10-22.3, 5/10-22.3a, 5/10-22.3b, 5/10-22.3f, 5/10-22.34, 5/10-22.34a, 5/10-22.34b, and 5/22-15.

215 ILCS 5/.

750 ILCS 75/.

820 ILCS 305/.

ADOPTED:           January 20, 2015

 4:110 Transportation

The District shall provide free transportation for any student in the District who resides: (1) at a distance of one and one-half miles or more from his or her assigned school, unless the Board of Education has certified to the Illinois State Board of Education that adequate public transportation is available, or (2) within one and one-half miles from his or her assigned school where walking to school or to a pick-up point or bus stop would constitute a serious hazard due to vehicular traffic or rail crossing, and adequate public transportation is not available. A student’s parent(s)/guardian(s) may file a petition with the Board requesting transportation due to the existence of a serious safety hazard. Free transportation service and vehicle adaptation is provided for a special education student if included in the student’s individualized educational program. The District may provide transportation to and from school-sponsored activities. Non-public school students shall be transported in accordance with State law. Homeless students shall be transported in accordance with the McKinney Homeless Assistance Act. Foster care students shall be transported in accordance with Section 6312(c)(5)(B) of the Elementary and Secondary Education Act.

Bus schedules and routes shall be determined by the contractor and shall be altered only with the contractor’s approval and direction. In setting the routes, the pick-up and discharge points should be as safe for students as possible.

No school employee may transport students in school or private vehicles unless authorized by the administration.

Every vehicle regularly used for the transportation of students must pass safety inspections in accordance with State law and Illinois Department of Transportation regulations. The strobe light on a school bus may be illuminated any time a bus is bearing one or more students. The Superintendent shall implement procedures in accordance with State law for accepting comment calls about school bus driving.

All contracts for charter bus services must contain the clause prescribed by State law regarding criminal background checks for bus drivers.

Pre-Trip and Post-Trip Vehicle Inspection

The Superintendent or designee shall develop and implement a pre-trip and post-trip inspection procedure to ensure that the school bus driver: (1) tests the two-way radio or cellular radio telecommunication device and ensures that it is functioning properly before the bus is operated, and (2) walks to the rear of the bus before leaving the bus at the end of each route, work shift, or work day, to check the bus for children or other passengers in the bus.

LEGAL REF.:        Elementary and Secondary Education Act, 20 U.S.C. §6312(c)(5)(B).

McKinney-Vento Homeless Assistance Act, 42 U.S.C. §11431 et seq.       

105 ILCS 5/10-22.22 and 5/29-1 et seq.

105 ILCS 45/1-15.       

625 ILCS 5/1-148.3a-5, 5/1-182, 5/11-1414.1, 5/12-813, 5/12-813.1, 5/12-815, 5/12-816, 5/12-821, and 5/13-109.

23 Ill.Admin.Code §§1.510 and 226.750; Part 120.

92 Ill.Admin.Code §440-3.

CROSS REF.:          4:170 (Safety), 5:100 (Staff Development Program), 5:120 (Ethics and Conduct), 5:280 (Educational Support Personnel - Duties and Qualifications), 6:140 (Education of Homeless Children), 6:170 (Title I Programs), 7:220 (Bus Conduct)

ADOPTED:           February 21, 2017

4:120 Food Services

Good nutrition shall be promoted in the District’s meal programs and in other food and beverages that are sold to students during the school day. The Superintendent shall manage a food service program that complies with this policy and is in alignment with School Board policy 6:50, School Wellness.

Food or beverage items sold to students as part of a reimbursable meal under federal law must follow the nutrition standards specified in the U.S. Dept. of Agriculture rules that implement the National School Lunch and Child Nutrition Acts. Schools being reimbursed for meals under these laws are participating schools.

The food service program in participating schools shall comply with the nutrition standards specified in the U.S. Dept. of Agriculture’s Smart Snacks rules when it offers competitive foods to students on the school campus during the school day. Competitive foods are all food and beverages that are offered by any person, organization or entity for sale to students on the school campus during the school day that are not reimbursed under programs authorized by federal law. The food service programs in participating schools shall also comply with any applicable mandates in the Illinois State Board of Education’s School Food Service rules implementing these federal laws and the Ill. School Breakfast and Lunch Program Act.

All revenue from the sale of any food or beverages sold in competition with the School Breakfast Program or National School Lunch Program to students in food service areas during the meal period shall accrue to the nonprofit school lunch program account.

LEGAL REF.:        Russell B. National School Lunch Act, 42 U.S.C. §1751 et seq.

Child Nutrition Act of 1966, 42 U.S.C. §1771 et seq.

7 C.F.R. Parts 210 and 220, Food and Nutrition Service.

105 ILCS 125/.

23 Ill.Admin.Code Part 305, School Food Service.

CROSS REF.:          4:130 (Free and Reduced-Price Food Services), 6:50 (School Wellness)

ADOPTED:           May 5, 2015

4:130 Free and Reduced-Price Food Services

Notice

The Superintendent shall be responsible for implementing the District’s free and reduced-price food services policy and all applicable programs.

Eligibility Criteria and Selection of Children

A student’s eligibility for free and reduced-price food services shall be determined by the income eligibility guidelines, family-size income standards, set annually by the U.S. Department of Agriculture and distributed by the Illinois State Board of Education. From time to time, the income eligibility guidelines and standards may not be necessary when reimbursements for students’ free breakfasts and lunches are claimed through the U.S. Depts. of Agriculture and Education’s Community Eligibility Provision (CEP). When claiming the CEP, the District will follow its requirements.

Notification

At the beginning of each school year, by letter, the District shall notify students and their parents/guardians of: (1) eligibility requirements for free and reduced-price food service; (2) the application process; (3) the name and telephone number of a contact person for the program; and (4) other information required by federal law. The Superintendent shall provide the same information to: (1) informational media, the local unemployment office, and any major area employers contemplating layoffs; and (2) the District’s website (if applicable), all school newsletters, or students’ registration materials. Parents/guardians enrolling a child in the District for the first time, any time during the school year, shall receive the eligibility information.

Nondiscrimination Assurance

The District shall avoid publicly identifying students receiving free or reduced-price meals and shall use methods for collecting meal payments that prevent identification of children receiving assistance.

Appeal

A family may appeal the District’s decision to deny an application for free and reduced-price food services or to terminate such services as outlined by the U.S. Department of Agriculture in 7 C.F.R. §245.7, Determining Eligibility for Free and Reduced-Price Meals and Free Milk in Schools. The Superintendent shall establish a hearing procedure for adverse eligibility decisions and provide by mail a copy of them to the family. The District may also use these procedures to challenge a child’s continued eligibility for free or reduced-price meals or milk.

During an appeal, students previously receiving food service benefits shall not have their benefits terminated. Students who were denied benefits shall not receive benefits during the appeal.

The Superintendent shall keep on file for a period of three years a record of any appeals made and the hearing record. The District shall also maintain accurate and complete records showing the data and method used to determine the number of eligible students served free and reduced-price food services. These records shall be maintained for three years.

LEGAL REF.:        U.S. Dept. of Agriculture, Food and Nutrition Service, National School Lunch Program, 7 C.F.R. Part 210.

U.S. Dept. of Agriculture, Food and Nutrition Service, Determining Eligibility for Free and Reduced-Price Meals and Free Milk in Schools, 7 C.F.R. Part 245.

105 ILCS 125/ et seq. and 126/.

23 Ill.Admin.Code §305.10 et seq.

ADOPTED:           May 5, 2015

4:140 Waiver of Student Fees

The Superintendent will recommend to the Board of Education a schedule of fees, if any, to be charged students for the use of textbooks, consumable materials, extracurricular activities, and other school student fees. Students must also pay for the loss of or damage to school books or other school-owned materials.

All school student fees as defined by the Illinois State Board of Education (ISBE) are waived for students who meet the eligibility criteria for a fee waiver contained in this policy. Students receiving a fee waiver are not exempt from charges for lost and damaged books, locks, materials, supplies, and equipment.

Notification

The Superintendent shall ensure that applications for fee waivers are widely available and distributed according to State law and ISBE rule and that provisions for assisting parents/guardians in completing the application are available.

Eligibility Criteria

A student shall be eligible for a fee waiver when the student currently lives in a household that meets the same income guidelines, with the same limits based on household size, that are used for the federal free meals program.

Verification

The Superintendent or designee must follow the verification requirements of 7 C.F.R. 245.6a when using the free lunch or breakfast eligibility guidelines pursuant to The National School Lunch Act as the basis for waiver of the student’s fee(s).

Determination and Appeal

Within 30 calendar days after the receipt of a waiver request, the Superintendent or designee shall mail a notice to the parent/guardian whenever a waiver request is denied. The denial notice shall include: (1) the reason for the denial, (2) the process and timelines for making an appeal, and (3) a statement that the parent/guardian may reapply for a waiver any time during the school year if circumstances change. If the denial is appealed, the District shall follow the procedures for the resolution of appeals as provided in the Illinois State Board of Education rule on waiver of fees.

LEGAL REF.:        105 ILCS 5/10-20.13, 5/10-22.25, 5/27-24.2, and 5/28-19.2.23 Ill.Admin.Code §1.245 [may contain unenforceable provisions].

CROSS REF.:          4:130 (Free and Reduced-Price Food Services)

ADOPTED:           September 3, 2013

4:150 Facility Management and Building Programs

The Superintendent shall manage the District’s facilities and grounds as well as facility construction and building programs in accordance with law, the standards set forth in this policy, and other applicable Board of Education policies. The Superintendent or designee shall facilitate: (1) inspections of schools by the Regional Superintendent and State Fire Marshal or designee, and (2) review of plans and specifications for future construction or alterations of a school if requested by the relevant municipality, county (if applicable), or fire protection district.

Standards for Managing Buildings and Grounds

All District buildings and grounds shall be adequately maintained in order to provide an appropriate, safe, and energy efficient physical environment for learning and teaching. The Superintendent or designee shall provide the Board with periodic reports on maintenance data and projected maintenance needs that include cost analysis. This policy is not intended to discourage efforts to improve the appearance of buildings or grounds that are consistent with the designated use of those buildings and grounds.

Standards for Green Cleaning

For each District school with 50 or more students, the Superintendent or designee shall establish and supervise a green cleaning program that complies with the guidelines established by the Illinois Green Government Coordinating Council.

Standards for Facility Construction and Building Programs

As appropriate, the Board will authorize a comprehensive study to determine the need for facility construction and expansion. On an annual basis, the Superintendent or designee shall provide the Board with projected facility needs, enrollment trends, and other data impacting facility use. Board approval is needed for all new facility construction and expansion.

When making decisions pertaining to design and construction of school facilities, the Board will confer with members of the staff and community, the Illinois State Board of Education, and educational and architectural consultants, as it deems appropriate. The Board’s facility goals are to:

  1. Integrate facilities planning with other aspects of planning and goal-setting.
  2. Base educational specifications for school buildings on identifiable student needs.
  3. Design buildings for sufficient flexibility to permit new or modified programs.
  4. Design buildings for maximum potential for community use.
  5. Meet or exceed all safety requirements.
  6. Meet requirements on the accessibility of school facilities to disabled persons as specified in State and federal law.
  7. Provide for low maintenance costs, energy efficiency, and minimal environmental impact.

Naming of Facilities

Definition: For the purpose of this policy the term “facility” or facilities” refers to any district building, out-building, classroom, gymnasium, auditorium or other space, and any athletic or academic field or complex.

Recognizing that the name for a school facility reflects its public image, the board’s primary consideration will be to select a name that enhances the credibility and stature of the school, facility, and/or district. Any request to name or rename an existing facility should be submitted to the Board according the process described below.

When a facility is to be named or renamed, the board of education will appoint a special committee to consider nominations and make a recommendation, along with supporting rationale, to the Board. The Board will make the final selection.

This policy does not bind the Board of Education to name buildings or facilities after persons who have contributed to the district. All facilities and grounds currently in existence or built or purchased in the future will be governed by the following procedures:

Commemorations and Memorials

The Board of Education recognizes that respect and gratitude for individuals who have made significant contributions to the Urbana School District and the community may be expressed by naming a district facility in honor of those individuals. Acknowledgement in this manner perpetuates the memory of the contribution and provides a sense of history for future students, staff, and residents.

Any District 116 facility may be nominated to be named in honor or commemoration. Names may represent any living or deceased person who has made significant contributions to the district through longevity or service, exemplary leadership, philanthropic contributions or other significant means. To eliminate spontaneous or emotional responses, absent significant and compelling extenuating circumstances, nominations will not be considered until three years after the service, contribution or death of the individual or the last designation of a name for the facility.

All nominations for commemorative or honorary naming must be presented to the Superintendent through a formal letter with the reasons for the request. The formal letter of nomination must be accompanied by a minimum of 10 signatures or supporting letters. A committee will be appointed by the Superintendent and approved by the Board of Education. The committee has the responsibility to review any suggestions, study the impact of the requested recognition on the school, district, and community, and make recommendation(s) to the Board of Education of ways to best honor the individual nominated. The committee’s recommendation may reflect the wishes in the nominating letter, or the committee may suggest other methods of honoring the nominated individual.

The Superintendent may designate the name of other memorials such as plaques, programs, scholarships, plantings, furnishings, equipment, or art are also appropriate memorials for commemoration of outstanding contributions to the district without using the processes in this policy.

Placement of Memorial or Honorary Plaques, Statutes, or Public Art

  1. The placement of any memorial plaque on district property requires the prior approval of the Superintendent.
  2. The placing of trees, plants and/or shrubs on school grounds will have prior approval from the Superintendent’s office before planting. All requests must be in writing to the Superintendent of Schools.
  3. Any concrete, steel or other building material that is placed on district property as a memorial, commemoration, or public art will require written approval from the Superintendent or designee and be placed as designated by that office. Approval should be sought during the planning stage to assure agreement on placement.

ADOPTED:           May 19, 2015

4:160 Environmental Quality of Buildings and Grounds

The Superintendent shall take all reasonable measures to protect: (1) the safety of District personnel, students, and visitors on District premises from risks associated with hazardous materials and (2) the environmental quality of the District’s buildings and grounds. Before pesticides are used on District premises, the Superintendent or designee shall notify employees and parents/guardians of students as required by the Structural Pest Control Act, 225 ILCS 235/, and the Lawn Care Products Application and Notice Act, 415 ILCS 65/.

LEGAL REF.:        29 C.F.R. §1910.1030, Occupational Exposure to Bloodborne Pathogens, as adopted by the Illinois Department of Labor, 56 Ill.Admin.Code §350.300(c).

29 C.F.R. §1910.1200, Occupational Safety and Health Administration Hazard Communication Standards, as adopted by 820 ILCS 255/1.5, Toxic Substances Disclosure to Employees Act.

20 ILCS 3130/, Green Buildings Act.

105 ILCS 5/10-20.17a; 5/10-20.48; 135/; and 140/, Green Cleaning School Act.

225 ILCS 235/, Structural Pest Control Act.

415 ILCS 65/, Lawn Care Products Application and Notice Act.

820 ILCS 255/, Toxic Substances Disclosure to Employees Act. (inoperative)

23 Ill.Admin.Code §1.330, Toxic Materials Training.

CROSS REF.:          4:150 (Facility Management and Building Programs), 4:170 (Safety)

ADOPTED:           January 2015

4:170 Safety

Safety and Security

All District operations, including the education program, shall be conducted in a manner that will promote the safety and security of everyone on District property or at a District event. The Superintendent or designee shall develop, implement, and maintain a comprehensive safety and security plan that includes, without limitation:

  1. An emergency operations plan(s) addressing prevention, preparation, response, and recovery for each school;
  2. Provisions for a coordinated effort with local law enforcement and fire officials, emergency medical services personnel, and the Board Attorney;
  3. A school safety drill plan;
  4. Instruction in safe bus riding practices; and
  5. A clear, rapid, factual, and coordinated system of internal and external communication.

In the event of an emergency that threatens the safety of any person or property, students and staff are encouraged to follow the best practices discussed for their building regarding the use of any available cellular telephones.

School Safety Drill Plan

During every academic year, each school building that houses school children shall conduct, at a minimum, each of the following in accordance with the School Safety Drill Act, 105 ILCS 128/:

  1. Three school evacuation drills
  2. One bus evacuation drill
  3. One severe weather and shelter-in-place drill
  4. One law enforcement drill

Automated External Defibrillator (AED)

The Superintendent or designee shall implement a written plan for responding to medical emergencies at the District’s physical fitness facilities in accordance with the Fitness Facility Medical Emergency Preparedness Act. The plan shall provide for an automated external defibrillator (AED) to be available according to State law requirements. This policy does not create an obligation to use an AED nor is it intended to create any expectation that an AED will be present or a trained person will be present and/or able to use an AED.

Carbon Monoxide Alarms

The Superintendent or designee shall implement a plan with the District’s local fire officials to:

  1. Determine which school buildings to equip with approved carbon monoxide alarms or carbon monoxide detectors,
  2. Locate the required carbon monoxide alarms or carbon monoxide detectors within 20 feet of a carbon monoxide emitting device, and
  3. Incorporate carbon monoxide alarm or detector activation procedures into each school building that requires a carbon monoxide alarm or detector. The Superintendent or designee shall ensure each school building annually reviews these procedures.

Soccer Goal Safety

The Superintendent or designee shall implement the Movable Soccer Goal Safety Act in accordance with the guidance published by the Illinois Department of Public Health. Implementation of the Act shall be directed toward improving the safety of movable soccer goals by requiring that they be properly anchored.

Unsafe School Choice Option

The unsafe school choice option provided in State law permits students to transfer to another school within the District in certain situations. This transfer option is unavailable in this District because each grade is in only one attendance center. A student, who would otherwise have qualified for the choice option, or such a student’s parent/guardian, may request special accommodations from the Superintendent or designee.

Emergency Closing

The Superintendent is authorized to close school(s) in the event of hazardous weather or other emergency that threatens the safety of students, staff members, or school property.

Annual Review

The Board or its designee will annually review each school building’s safety and security plans, protocols, and procedures, as well as each building’s compliance with the school safety drill plan.

LEGAL REF.:        105 ILCS 5/10-20.2, 5/10-20.56, 5/18-12, 5/18-12.5, and 128/.

210 ILCS 74/, Physical Fitness Facility Medical Emergency Preparedness Act.

CROSS REF.:          4:110 (Transportation), 4:175 (Convicted Child Sex Offender; Criminal Background Check and/or Screen; Notifications), 4:180 (Pandemic Preparedness), 5:30 (Hiring Process and Criteria), 8:30 (Visitors to and Conduct on School Property), 8:100 (Relations with Other Organizations and Agencies)

ADOPTED:           January 19, 2016

4:175 Convicted Child Sex Offender; Criminal Background Check and/or Screen; Notifications

Persons Prohibited on School Property without Prior Permission

State law prohibits a child sex offender from being present on school property or loitering within 500 feet of school property when persons under the age of 18 are present, unless the offender meets either of the following two exceptions:

  1. The offender is a parent/guardian of a student attending the school and has notified the Building Principal of his or her presence at the school for the purpose of: (i) attending a conference with school personnel to discuss the progress of his or her child academically or socially, (ii) participating in child review conferences in which evaluation and placement decisions may be made with respect to his or her child regarding special education services, or (iii) attending conferences to discuss other student issues concerning his or her child such as retention and promotion; or
  2. The offender received permission to be present from the Board of Education, Superintendent, or Superintendent’s designee. If permission is granted, the Superintendent or Board President shall provide the details of the offender’s upcoming visit to the Building Principal.

In all cases, the Superintendent or designee shall supervise a child sex offender whenever the offender is in a child’s vicinity. If a student is a sex offender, the Superintendent or designee shall develop guidelines for managing his or her presence in school.

Criminal Background Check and/or Screen

The Superintendent or designee shall perform the criminal background check and/or screen required by State law or Board policy for employees; student teachers; students doing field or clinical experience other than student teaching; contractors’ employees who have direct, daily contact with one or more children; and resource persons and volunteers. He or she shall take appropriate action based on the result of any criminal background check and/or screen.

Notification to Parents/Guardians

The Superintendent shall develop procedures for the distribution and use of information from law enforcement officials under the Sex Offender Community Notification Law and the Murderer and Violent Offender Against Youth Community Notification Law. The Superintendent or designee shall serve as the District contact person for purposes of these laws. The Superintendent and Building Principal shall manage a process for schools to notify the parents/guardians during school registration that information about sex offenders is available to the public as provided in the Sex Offender Community Notification Law. This notification must occur during school registration and at other times as the Superintendent or Building Principal determines advisable.

LEGAL REF.:        20 ILCS 2635/, Uniform Conviction Information Act.

720 ILCS 5/11-9.3.

730 ILCS 152/, Sex Offender Community Notification Law.

730 ILCS 154/75-105, Murderer and Violent Offender Against Youth Community Notification Law.

CROSS REF.:          5:30 (Hiring Process and Criteria), 6:250 (Community Resource Persons and Volunteers), 8:30 (Visitors to and Conduct on School Property), 8:100 (Relations with Other Organizations and Agencies)

ADOPTED:           January 20, 2015

4:180 Pandemic Preparedness

The Board of Education recognizes that the District will play an essential role along with the local health department and emergency management agencies in protecting the public’s health and safety if an influenza pandemic occurs. A pandemic influenza is a worldwide outbreak of a virus for which there is little or no natural immunity and no vaccine; it spreads quickly to people who have not been previously exposed to the new virus.

To prepare the School District community for a pandemic, the Superintendent or designee shall: (1) learn and understand the roles that the federal, State, and local government would play in an epidemic; (2) form a pandemic planning team consisting of appropriate District personnel and community members to identify priorities and oversee the development and implementation of a comprehensive pandemic influenza school action plan; and (3) build awareness of the final plan among staff, students, and community.

Emergency School Closing

In the case of a pandemic, any decision for an emergency school closing will be made by the Superintendent in consultation with and, if necessary, at the direction of the District’s local health department, emergency management agencies, and Regional Office of Education.

LEGAL REF.:        105 ILCS 5/10-16.7 and 5/10-20.5.

Ill. Dept. of Public Health Act (Part 1), 20 ILCS 2305/2(b).

Ill. Emergency Management Agency Act, 20 ILCS 3305.

Ill. Educational Labor Relations Act, 115 ILCS 5/.

CROSS REF.:          1:20 (District Organization, Operations, and Cooperative Agreements), 2:20 (Powers and Duties of the Board of Education; Indemnification), 4:170 (Safety), 7:90 (Release During School Hours), 8:100 (Relations with Other Organizations and Agencies)

ADOPTED:           June 27, 2012

Fiscal and Business Management

The Superintendent is responsible for the School District’s fiscal and business management.This responsibility includes annually preparing and presenting the District’s statement of affairs to the Board of Education and publishing it before December 1 as required by State law.

The Superintendent shall ensure the efficient and cost-effective operation of the District’s business management using computers, computer software, data management, communication systems, and electronic networks, including electronic mail, the Internet, and security systems.

Budget Planning

The District’s fiscal year is from July 1 until June 30.The Superintendent or designee shall present to the Board, at the June business meeting, a tentative budget with appropriate explanation.This budget shall represent the culmination of an ongoing process of planning for the fiscal support needed for the District’s educational program. The District’s budget shall be entered upon the Illinois State Board of Education’s “School District Budget Form.” To the extent possible, the tentative budget shall be balanced as defined by the State Board of Education guidelines. The Superintendent shall complete a tentative deficit reduction plan if one is required by the State Board of Education guidelines.

Preliminary Adoption Procedures

After receiving the Superintendent’s proposed budget, the Board sets the date, place, and time for:

1.A public hearing on the proposed budget, and

2.The proposed budget to be available to the public for inspection.

The Board Secretary shall arrange to publish a notice in a local newspaper stating the date, place, and time of the proposed budget’s availability for public inspection and the public hearing. The proposed budget shall be available for public inspection at least 30 days before the time of the budget hearing.

At the public hearing, the proposed budget shall be reviewed, and the public shall be invited to comment, question, or advise the Board.

Final Adoption Procedures

The Board adopts a budget before the end of the first quarter of each fiscal year, September 30, or by such alternative procedure as State law may define. To the extent possible, the budget shall be balanced as defined by the State Board of Education; if not balanced, the Board will adopt a deficit reduction plan to balance the District’s budget within 3 years according to State Board of Education requirements.

The Board adopts the budget by roll call vote. The budget resolution shall be incorporated into the meeting’s official minutes. Board members’ names voting yea and nay shall be recorded in the minutes.

The Superintendent or designee shall perform each of the following:

1.Post the District’s final annual budget, itemized by receipts and expenditures, on the District’s Internet website; notify parents/guardians that it is posted and provide the website’s address.

2.File a certified copy of the budget resolution and an estimate of revenues by source anticipated to be received in the following fiscal year, certified by the District’s Chief Fiscal Officer, with the County Clerk within 30 days of the budget’s adoption.

3.Make all preparations necessary for the Board to timely file its Certificate of Tax Levy, including preparations to comply with the Truth in Taxation Act; file the Certificate of Tax Levy with the County Clerk on or before the last Tuesday in December. The Certificate lists the amount of property tax money to be provided for the various funds in the budget.

4.Submit the annual budget, a deficit reduction plan if one is required by State Board of Education guidelines, and other financial information to the State Board of Education according to its requirements.

Any amendments to the budget or Certificate of Tax Levy shall be made as provided in The School Code and Truth in Taxation Act.

Budget Amendments

The Board may amend the budget by the same procedure as provided for in the original adoption.

Implementation

The Superintendent or designee shall implement the District’s budget and provide the Board with a monthly financial report that includes all deficit fund balances. The amount budgeted as the expenditure in each fund is the maximum amount that may be expended for that category, except when a transfer of funds is authorized by the Board.

The Board shall act on all interfund loans, interfund transfers, transfers within funds, and transfers from the working cash fund or abatements of it, if one exists.

LEGAL REF.:35 ILCS 200/18-55 et seq.

105 ILCS 5/10-17, 5/10-22.33, 5/17-1, 5/17-1.2, 5/17-2A, 5/17-3.2, 5/17-11, 5/20-5, 5/20-8, and 5/20-10.

23 Ill.Admin.Code Part 100.

December 14, 2010