The Ruthven-Ayrshire Community School District offers career and technical programs in the following areas of study:

• Business
• Industrial Technology
• Family Consumer Science
• Vocational Agriculture

It is the policy of the Ruthven-Ayrshire Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact:

Matt Borchers – maborc@gt.ratitans.org

1505 Washington Street

Ruthven, IA 51358

(712) 837-5211

It is the policy of the Ruthven-Ayrshire Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact

Matt Borchers – maborc@gt.ratitans.org

1505 Washington Street

Ruthven, IA  51358

(712) 837-5211

The Ruthven-Ayrshire Community School District does not discriminate in its educational programs and activities on the basis of a student's disability. It has been determined that your child has a qualifying disability for which accommodations may need to be made to meet his or her individual needs as adequately as the needs of other students. As a parent, you have the right to the following:

• Participation of your child in school district programs and activities, including extracurricular programs and activities, to the maximum extent appropriate, free of discrimination based upon the student's disability and at the same level as students without disabilities;
• Receipt of free educational services to the extent they are provided students without disabilities:
• Receipt of information about your child and your child's educational programs and activities in your native language;
• Notice of identification of your child as having a qualifying disability for which accommodations may need to be made and notice prior to evaluation and placement of your child and right to periodically request a re-evaluation of your child;
• Inspect and review your child's educational records including a right to copy those records for a reasonable fee; you also have a right to ask the school district to amend your child's educational records if you feel the information in the records is misleading or inaccurate; and
• Hearing before an impartial hearing officer if you disagree with your child's evaluation or placement; you have a right to counsel at the hearing and have the decision of the impartial hearing officer reviewed.

It is the policy of the Ruthven-Ayrshire Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact:

Matt Borchers – maborc@gt.ratitans.org

1505 Washington Street

Ruthven, IA 51358

(712) 837-5211

Nature of discrimination alleged (check all that apply):

In the space below, please describe what happened and why you believe that you or someone else has been discriminated against. Please be as specific as possible and attach additional pages if necessary.

_______________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  __________________________

Nature of discrimination alleged (check all that apply):

Description of incident witnessed: _________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

Additional information: _________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  __________________________

Nature of discrimination alleged (check all that apply):

Summary of Investigation: _______________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  _________________________

It is the policy of the Ruthven-Ayrshire Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact:

Matt Borchers - maborc@gt.ratitans.org

Matt Borchers – maborc@gt.ratitans.org

1505 Washington Street

Ruthven, IA 51358

(712) 837-5211

Students, parents of students, employees, and applicants for employment in the school district have the right to file a formal complaint alleging discrimination. The school district has policies and procedures in place to identify and investigate complaints alleging discrimination. If appropriate, the school district will take steps to prevent the recurrence of discrimination and to correct its discriminatory effects on the complainant and others.

A complainant may attempt to resolve the problem informally by discussing the matter with a building principal or a direct supervisor. However, the complainant has the right to end the informal process at any time and pursue the formal grievance procedures outlined below. Use of the informal or formal grievance procedure is not a prerequisite to the pursuit of other remedies. Please note that informal processes and procedures are not to be used in certain circumstances (e.g., sexual harassment and sexual assault).

Filing a Complaint

A complainant who wishes to avail himself/herself of this grievance procedure may do so by filing a complaint with the equity coordinator(s). An alternate will be designated in the event it is claimed that the equity coordinator or superintendent committed the alleged discrimination or some other conflict of interest exists. Complaints shall be filed within 180 days of the event giving rise to the complaint or from the date the complainant could reasonably become aware of such occurrence. The complainant will state the nature of the complaint and the remedy requested. The equity coordinator(s) shall assist the Complainant as needed.

Investigation

Within 15 working days, the equity coordinator will begin the investigation of the complaint or appoint a qualified person to undertake the investigation (hereinafter “equity coordinator”).  If the complainant is under 18 years of age, the equity coordinator shall notify his or her parent(s)/guardian(s) that they may attend investigatory meetings in which the complainant is involved. The complaint and identity of the complainant, respondent or witnesses will only be disclosed as reasonably necessary in connection with the investigation or as required by law or policy. The investigation may include, but is not limited to the following:

• A request for the complainant to provide a written statement regarding the nature of the complaint;
• A request for the individual named in the complaint to provide a written statement;
• A request for witnesses identified during the course of the investigation to provide a written statement;
• Interviews of the complainant, respondent or witnesses;
• An opportunity to present witnesses or other relevant information; and
• Review and collection of documentation or information deemed relevant to the investigation.

Within 60 working days, the equity coordinator shall complete the investigation and issue a report with respect to the findings.

The equity coordinator shall notify the complainant and respondent of the decision within 5 working days of completing the written report. Notification shall be by U.S. mail, first class.

Decision and Appeal

The complaint is closed after the equity coordinator has issued the report, unless within 10 working days after receiving the decision, either party appeals the decision to the superintendent by making a written request detailing why he/she believes the decision should be reconsidered. The equity coordinator shall promptly forward all materials relative to the complaint and appeal to the superintendent. Within 30 working days, the superintendent shall affirm, reverse, amend the decision or direct the equity coordinator to gather additional information. The superintendent shall notify the complainant, respondent, and the equity coordinator of the decision within 5 working days of the decision. Notification shall be by U.S. mail, first class.

The decision of the superintendent shall be final.

The decision of the superintendent in no way prejudices a party from seeking redress through state or federal agencies as provided by in law.

This policy and procedures are to be used for complaints of discrimination, in lieu of any other general complaint policies or procedures that may be available.

If any of the stated timeframes cannot be met by the school district, the school district will notify the parties and pursue completion as promptly as possible.

Retaliation against any person, because the person has filed a complaint or assisted or participated in an investigation, is prohibited. Persons found to have engaged in retaliation shall be subject to discipline by appropriate measures.

School districts also need to develop a process for long–range needs assessment. The process needs to include three items

• provisions for collecting, analyzing and reporting information derived from local, state and national sources;
• provisions for reviewing information acquired on the following:
  • state indicators and other locally determined indicators,
  • locally established student learning goals,
  • specific data collection required by state and federal programs;
• provisions for collecting and analyzing assessment data on the following:
  • state indicators,
  • locally determined indicators,
  • locally established student learning goals.

In this series of the board policy manual, the board defines its role in the governance of the school district and how it will carry out that role in the school district community and in the school district.

The ultimate goal of the board is to achieve the educational philosophy of the school district.  As school officials elected by the members of the school district community, the board shall strive to represent the needs and wishes of the members of the school district community in its deliberations and actions.

While the board shall be aware of the desires of the school district community, the needs of the students in the Ruthven-Ayrshire Community School District shall be considered above others.  The board strives to meet the needs of the students through evaluation of the financial and educational benefits of the various alternatives available to the board and the school district.

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-05-04, 10-01-07, 11-14-11, 12-12-11, 12-11-14, 11-08-21
Revised:  07-02-92, 01-12-09

The Ruthven-Ayrshire Community School District board is authorized by and derives its organization from Iowa Law.  The board will consist of 7 (seven) board members.  Board members are elected at large.

The board is organized for the purpose of setting policy and providing general direction for the school district.  The board will hold its organizational meeting in each odd-numbered year at the first regular meeting following the canvass of votes.  The retiring board will transfer materials, including the board policy manual, and responsibility to the new board.

The organizational meeting allows the outgoing board to approve minutes of its previous meetings, complete unfinished business, and review the school election results.  The retiring board will adjourn and the new board will then begin.  The board secretary will administer the oath of office to the newly-elected board members.  The board secretary will preside while the new board elects the president and vice-president of the new board.

Approved:                    
Reviewed: 11-9-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  2-12-08, 01-12-09, 11-08-21

The board of   the Ruthven-Ayrshire Community School District, acting on behalf of the school district, shall have jurisdiction over school matters in the territory of the school district.

The board is empowered to make policy for its own governance, for employees, for students, and for the school district facilities.  The board is also empowered to enforce its policies.  The board may, through its quasi-judicial power, conduct hearings and rule on issues and disputes confronting the school district. 

The board has these powers and all other powers expressly granted to it in federal and state law as well as the powers that can be reasonably implied from the express powers.

Because all powers of the board derived from the state statutes are granted in terms of action as a group, individual board members exercise authority over school district affairs only as they vote to take action at a legal meeting of the board.  In other instances, an individual board member, including the president, will have power only when the board, by vote, has delegated authority.  The board will make its members, the school district staff, and the public aware that only the board acting as a whole has authority to take official action.  Therefore, the board may transact business only with a quorum present during a regular or special meeting.

Pursuant to law, any board member shall not seek individually to influence the official functions of the school district.  The board and its members will deal with administrative services through the superintendent and will not give orders to any subordinates of the superintendent either publicly or privately but may make suggestions and recommendations.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-9-98, 11-12-01, 11-08-04, 12-10-07, 12-16-10, 12-12-11, 12-11-14
Revised: 11-08-21                 

The board is authorized to govern the school district which it oversees.  The board is entrusted with public funds and is responsible for overseeing the improvement of student outcomes, including student academic achievement and skill proficiency. As the governing board of the school district, the board has three duties to perform:  legislative duty, executive duty and evaluative duty.

As a representative of the citizens of the school district community, the board is responsible for legislating policy for the school district.  As a policy making body, the board has jurisdiction to enact policy with the force and effect of law for the management and operation of the school district.

It is the responsibility of the board, under the board’s executive duty, to select its chief executive officer, the superintendent, to operate the school district on the board’s behalf.  The board delegates to the superintendent its authority to carry out board policy, to formulate and carry out rules and regulations, and to handle the administrative details in a manner which supports and is consistent with board policy.

The board has a responsibility to review the education program’s performance under its evaluative duty.  The board reviews the education program and ancillary services.  The review includes a careful study and examination of the facts, conditions, and circumstances surrounding the amount of funds received or expended and the education program’s ability to achieve the board’s educational philosophy and goals for the school district. 

Approved: 07-01-92              
Revised:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-16-10, 12-12-11, 12-11-14
Revised:11-08-21

BOARD MEMBER SOCIAL MEDIA ENGAGEMENT

The board sees the value in promoting the excellent work and accomplishments of the district’s students and staff. Social media is one of many effective communication tools that the district may utilize. Board members have been publicly elected to govern the district and accept a fiduciary responsibility. That responsibility means board members agree to always act in the best interests of the district. For this reason, the board shall expect that individual communications and social media posts made by board members will reflect the values and decorum expected of elected officials in the school community.

All board members enjoy rights to freedom of speech under both the U.S. and Iowa Constitutions.  As such, the district will not limit protected speech of any board members. Certain categories of speech are not protected and may be subject to regulation.  Additionally, board members should be aware that protected speech can still subject individuals to legal liability.  Only the Board President is designated as official spokesperson authorized to speak on behalf of the board. Any postings by board members about district related matters on their individual social media accounts shall not be considered official action of the district.  Official statements of the district shall be made only on district social media accounts through the designated spokespersons of the district or the entire board speaking as a governing body.

The board as a whole and individual board members in their governance role have legal obligations to safeguard the privacy of information related to student and employee matters. Board members will refrain from posting or communicating on social media in a way that violates the district’s obligation to protect the privacy of its students and employees.

Board members are uniquely positioned in the school community to be both accessible and responsive to community concerns about the effective governance of the district.  As a result, the board will remember their obligations to safeguard student and employee privacy when responding to any social media posts or communications, even if the response is intended to correct information for the rest of the school community.  Board members will direct concerned individuals to the appropriate district staff to address their inquiry or complaint in accordance with board policy. 

Approved :  8-21-24 Reviewed:  Revised:  

The board will hold its organizational meeting in odd-numbered years at the first regular meeting following the canvass of votes. Notice of the meeting's place and time will be given by the board secretary to each member, member-elect, and the public.

The purpose of the meeting is to transfer material and responsibility from the outgoing board to the new board. At the meeting, the board will elect a president and vice president who will hold office for one year. Once elected, the president and vice president will be entitled to vote on all matters before the board.  The board president and vice president are each elected to a one year term at the organizational meeting in odd-numbered years and at the annual meeting in even-numbered years.

Meeting Procedure

The organizational meeting of the board will be held in two parts:  the final meeting of the outgoing board and the organizational meeting of the new board.

1.     Final Meeting of the Retiring Board

        (1)      Call to order.

        (2)      Roll call.

        (3)      Approval of minutes of previous meeting(s).

        (4)      Visitors.

        (5)      Unfinished business.

                  (a)  Current claims and accounts (for the retiring board to authorize).

                  (b)  Other items.  If any member of the board feels the board should consider any unfinished business, even if only to identify it as unfinished business, the member should address the issue at this time.

        (6)      Review of election results. The board secretary will present the county auditor's official report on the latest elections. Official results are recorded in the minutes.

        (7)      Adjournment of the retiring board.

2.     Organizational Meeting of the New Board

        (1)      Board Secretary as president pro-tem, will preside over the meeting until a new board president is elected.

        (2)      Call to order.

        (3)      Roll call.

        (4)      Oath of office. The board secretary will administer the oath to new members.

        (5)      Election of a president of the board. The president pro-tem calls for nominations; nominations need not be seconded. The board will then vote on the nominations. The board secretary will announce the result of the vote, and the board secretary will administer the oath of office to the newly elected president and the newly elected president will assume the chair.

         (6)     Election of the vice-president. The president of the board will call for nominations; the nominations need not be seconded. The board will then vote on the nominations. The president will announce the results and administer the oath of office to the vice-president.

Other items of business at the organizational meeting may include:

         (7)     Board resolution of appreciation recognizing the public service rendered by retiring board members.

         (8)     Determination of dates, times, and places for regular meetings of the board.

         (9)     Board resolution to define the operating rules and practices that will be followed by the new board.

        (10)    Board resolution to authorize the interim payment of bills pursuant to policy 705.3.

        (11)    Visitors.

        (12)    Superintendent's report.

        (13)    Adjournment.

Approved:  9-11-17                              
Reviewed                                                           
Revised:   9-20-17, 11-08-21

Serving on the board of directors is an honor and privilege.  Its rewards are respect from the community, the students, the employees and satisfaction from knowing each board member contributed to the success of the children in the school district community.  Only those who are willing to put forth the effort to care and to make a difference should consider running for a position on the board.

Individuals who are willing to serve on the board believe public education is important, support the democratic process, willingly devote time and energy to board work, respect educators and have the ability to examine the facts and make a decision.  The board believes an individual considering a position on the school board should possess these characteristics.

Citizens wanting to run for a position must be a citizen of the school district, an eligible elector of the district and free from a financial conflict of interest with the position.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-11-14, 11-08-21
Revised:

Board members are officials of the state.  As a public official, each board member must pledge to uphold the Iowa and the United States Constitution and carry out the responsibilities of the office to the best of the board member's ability.

Each newly-elected member will take the oath of office prior to any action taken as a school official.  The oath of office shall be taken by each new board member elected at the school election at or before the organizational meeting of the board. In the event of an appointment or special election to fill a vacancy, the new board member will take the oath of office within ten days of the appointment or election.

Board members elected to offices of the board shall also take the same oath of office but replacing the office of board  member with the title of the office to which they were elected.

The oath of office shall be administered by the board secretary and does not need to be given at a board meeting.  In the event the board secretary is absent, the oath shall be administered by another board member.

Approved:  7-1-92     
Reviewed:  1-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  01-12-09, 11-08-21

Board members elected for a full term at a regularly scheduled school election in November of odd-numbered years serve for four years.  Board members appointed to fill a vacant position will serve until a successor is elected and qualified at the next regular school election, unless there is an intervening special election for the school district, in which event a successor shall be elected at the intervening special election.  A board member elected to fill a vacancy will serve out the unexpired term.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  01-12-09, 7-16-18, 11-08-21

A vacancy occurs as provided by law, which includes, but is not limited to, when a board member dies, resigns, leaves office or fails to reside in the school district

If a vacancy occurs prior to the expiration of a term of office, the vacancy will be filled by board appointment within 30 days of the vacancy.  The board shall publish notice stating the board intends to fill the vacancy by appointment, but the electors of the school district have the right to file a petition requiring the vacancy be filled by special election. 

A person appointed to fill a vacancy shall hold office until a successor is elected and qualified at the next regular school election, unless there is an intervening special election for the school district, in which event a successor shall be elected at the intervening special election.

If the board is unable to fill a vacancy by appointment within 30 days after the vacancy occurs or if a valid petition is submitted, the board secretary will call a special election to be held no sooner than 60 days and not longer than 70 days after the vacancy occurred.  A board member elected at the special election will serve the remaining portion of the unexpired term.

Approved: 09-01-92              
Reviewed: 01-10-94, 11-11-96, 11-9-98, 01-10-94, 11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  01-12-09, 11-08-21

School districts of the public education system in Iowa are governed by an elected board of directors of the school corporation.  The board operates as a corporate body, and only the board may make decisions regarding the education program and operations of the school district.   Only the board has the power to take action affecting the school district.

Individual board members exercise their authority as a board member when they vote to take action at a board meeting.  Individual board members, alone, have no authority to make decisions or take action to affect the management of the school district.   Without the consent of the board, an individual board member has no authority to act on behalf of the school district or the school board.

It shall be the responsibility of each board member and the superintendent to educate the public, the staff, and the students of the board member's authority to take action that affects the school district only when voting in a board meeting.

Approved:  7-1-92            
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14                       
Revised:  11-08-21                                                                

Public bodies must feel free to meet in the public setting as required by law without concern of risk of personal injury.  The board shall take whatever action is necessary to maintain an orderly board meeting, free from interference or interruption by spectators, and to keep the board members safe while complying with the open meetings law.

Individuals who threaten the board with violence or who are continuously disruptive may be asked to leave the meeting.  If the individuals do not leave, the board may have law enforcement officials escort the individuals. from the board meeting.  The board shall hire a security officer if the board members' concern for safety or actions by spectators warrants it.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-05-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised: 

Board members shall not be held personally liable for actions taken in the performance of their duties and responsibilities vested in them by the laws of Iowa and the members of the school district community within the scope of their official duties.  In carrying out the duties and responsibilities of their office, board members shall act in good faith.

The school district shall defend, save harmless, and indemnify board members against tort claims or demands, whether groundless or otherwise, arising out of an alleged act or omission occurring within the scope of their duties, unless it constitutes a willful or wanton act or omission.    However, the school district shall not save harmless or indemnify board members for punitive damages.

Approved: 07-01-92              
Reviewed:  01-10-94, 11-11-96,11-09-98, 11-12-01, 11-04-04, 12-10-07, 12-12-11, 12-11-14           
Revised:  11-08-21

It is the responsibility of the board president to lead a well-organized board in an efficient and effective manner.  The board president will set the tone of the board meetings and, as the representative of the consensus of the board, speak on behalf of the board to the public. 

The president of the board is elected to serve a one-year term by a majority vote at the organizational meeting in odd-numbered years or, in even-numbered years, at a regular meeting held between twelve to thirteen months after the most recent organizational meeting.

The president, in addition to presiding at the board meetings, will take an active role in board decisions by discussing and voting on each motion before the board in the same manner as other board members.  Before making or seconding a motion, the board president will turn over control of the meeting to either the vice-president or other board member.

The board president has the authority to call special meetings of the board.  Prior to board meetings, the board president will consult with the superintendent on the development of the agenda for the meeting.

The board president, as the chief officer of the school district, will sign employment contracts and sign other contracts and school district warrants approved by the board and appear on behalf of the school corporation in causes of action involving the school district.

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-9-98, 11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:  01-12-09, 7-1-92

The vice-president of the board is elected by a majority vote at the organizational meeting in odd-numbered years or, in even-numbered years, at a regular meeting held between twelve to thirteen months after the most recent organizational meeting, to serve a one-year term of office.

By this election, if the board president is unable or unwilling to carry out the duties required, it is the responsibility of the vice-president of the board to carry out the duties of the president.  If the president is unable or unwilling to complete the term of office, the vice-president will serve as president for the balance of the president’s term of office, and a new vice-president will be elected.

The vice-president will accept control of the meeting from the president when the president wishes to make or second a motion.  The vice-president will take an active role in board decisions by discussing and voting on matters before the board in the same manner as other board members.

Approved:                              
Reviewed:  01-10-94, 11-11-96, 11-9-98, 11-12-01, 11-18-04, 12-10-07, 12-12-11, 12-11-14              
Revised:, 7-1-92,01-12-09, 12-16-10, 11-08-21

SECRETARY

It shall be the responsibility of the board to annually appoint a board secretary.

A board secretary may be appointed from school district employees, other than a position requiring a teaching certificate, or from the public.  To finalize the appointment, the board secretary shall take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter.  It is the responsibility of the board to evaluate the board secretary annually.  

It shall be the responsibility of the board secretary, as custodian of school district records, to preserve and maintain the records and documents pertaining to the business of the board; to keep complete minutes of special and regular board meetings, including closed meetings; to keep a record of the results of regular and special elections; to keep an accurate account of school funds; to sign warrants drawn on the school funds after board approval; and collect data on truant students.  The board secretary shall also be responsible for filing the required reports with the State Department of Education.

In the event the board secretary is unable to fulfill the responsibilities set out by the board and the law, a qualified appointee shall assume those duties until the board secretary is able to resume the responsibility or a new board secretary is appointed.

The board secretary shall be covered by the single blanket bond that covers the employees of the district.  The cost of the bond will be paid by the school district.  The board may appoint one person to serve as the secretary and the treasurer in which event, that individual will be accountable for the responsibilities of both the board secretary and board treasurer as set out in board policy.

Approved:  11-11-91

Reviewed:  11-11-96, 11-09-98, 11-09-98,11-12-01, 11-08-04, 12-12-11, 12-11-14

Revised:  01-10-94, 11-08-21, 8-21-24

It shall be the responsibility of the board to annually appoint a treasurer.  The board may appoint a treasurer from its employees, other than a position requiring a teaching certificate or from the public.  To finalize the appointment, the treasurer shall take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter.

The primary responsibility of the treasurer, as an appointed school officer, is to administer and maintain compliance with the law.  It will also be the responsibility of the treasurer to receive funds of the school corporation, to pay out the funds for expenses approved by the board, and to work with the secretary to coordinate the financial records, the financial reports, the cash flow needs, and the investment portfolio of the school district.

It shall be the responsibility of the treasurer to oversee the investment portfolio, to receive funds of the school district, to pay out the funds for expenses approved by the board, to maintain accurate accounting records for each fund, to report monthly regarding the investment portfolio and the status of each fund and to file required reports with the appropriate state agencies and other entities.

If the treasurer is unable or unwilling to carry out the duties required, it shall be the responsibility of the superintendent to carry out the duties of the treasurer until the treasurer is able to resume the responsibility or a new treasurer is appointed.

The treasurer shall give bond in the amount set by the board.  The cost of the bond will be paid by the school district.  The board may appoint one person to serve as the secretary and the treasurer in which event that individual will be accountable for the responsibilities of both the board secretary and board treasurer, as set forth in board policy

Approved:  12-16-92        
Reviewed:  11-11-91, 11-11-96, 11-9-98, 11-8-04, 12-12-11, 12-11-14, 8-21-24
Revised:  01-10-94, 11-08-21

Whenever the board deems it necessary, the board may appoint a committee of the board made up of citizens, staff or students to assist the board. Committees formed by the board shall be ad hoc committees.

An ad hoc committee is formed by board resolution which shall outline the duties and purpose of the committee.  The committee is advisory in nature and has no duty or responsibility other than that specifically stated in the board resolution.  The committee shall automatically dissolve upon the delivery of its final recommendation to the board or upon completion of the duties outlined in the board resolution.  The board will receive the report of the committee for consideration.  The board retains the authority to make a final decision on the issue.  The committee may be subject to the open meetings law.

The board president shall appoint, or the board shall elect, the necessary members to the committee.  When possible, and when the necessary expertise required allows, the committee members will be representative of the school district community and shall consider the various viewpoints on the issue. The board may designate a board member and the superintendent to serve on an ad hoc committee. The committee will select its own chairperson, unless the board designates otherwise.

Approved:  08-09-93             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 10-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

The board will develop and maintain a policy manual that provides a codification of its policy actions.  Board policy provides the general direction as to what the board wishes to accomplish while allowing the superintendent to implement board policy.  Policies will be reviewed on a regular basis to ensure relevance to current practices and compliance with the law.

The written policy statements contained in this manual provide guidelines and goals to the citizens, administration, employees, and students in the school district community.   The policy statements shall be the basis for the formulation of regulations by the administration.   The board shall determine the effectiveness of the policy statements by evaluating periodic reports from the administration.

Policy statements may be proposed by a member of the board, administration, employees, students or other members of the school district community.  Proposed policy statements or ideas shall be submitted to the board through the superintendent's office for placement on the board agenda.  It shall be the responsibility of the superintendent to bring these proposals to the attention of the board.

Approved:  07-01-92                
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-12-11, 12-11-14
Revised:  11-08-21

ADOPTION OF POLICY 

The board shall give notice of proposed policy changes or adoption of new policies by placing the item on the agenda of one regular board meeting. The proposed policy changes shall be distributed and public comment will be allowed at the meeting prior to final board action. This notice procedure shall be required except for emergency situations. If the board adopts a policy in an emergency situation, a statement regarding the emergency and the need for immediate adoption of the policy shall be included in the minutes. The board shall have complete discretion to determine what constitutes an emergency situation. 

The final action taken to adopt the proposed policy shall be approved by a simple majority vote of the board at the meeting after allowing public discussion. The policy will be effective on the later of the date of passage or the date stated in the motion. 

In the case of an emergency, a new or changed policy may be adopted by a majority vote of a quorum of the board. The emergency policy shall expire at the close of the third regular meeting following the emergency action, unless the policy adoption procedure stated above is followed and the policy is reaffirmed. 

Approved: Reviewed: 01-10-94, 11-11-96, Revised: 7-1-92, 11-08-21, 11-09-08, 11-12-01, 11-04-04, 3-20-24

A board policy manual shall be housed in each school attendance center and in the administrative office.  Each board member shall have a personal copy of the board policy manual.  Persons wishing to review the board policy manual shall contact the board secretary, who shall have a board policy manual available for public inspection.

It shall be the responsibility of the board secretary to ensure copies of new and revised policy statements are distributed to the custodians of board policy manuals as soon as possible following the policy’s adoption.  Copies of changes in board policy shall also be attached to the minutes of the meetings in which the final action was taken to adopt the new or changed policy.

It shall be the responsibility of each board member, during the board member's term of office, to keep the manual current and up-to-date and to surrender the manual to the board secretary at the conclusion of the board member's term of office.

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-04-01, 11-08-0412-10-07, 12-12-11, 12-11-14
Revised:  07-01-92, 11-08-21

Generally, the board shall follow board policy and enforce it equitably.  The board may, in extreme emergencies of a very unique nature, suspend policy.  It shall be within the discretion of the board to determine when an extreme emergency of a very unique nature exists.

Board policy shall not be suspended by the administration or employees.  Board policy may only be suspended by the board.  Reasons for suspension of board policy will be documented in board minutes.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14           
Revised:  11-08-21

When there is no board policy in existence to provide guidance on a matter, the superintendent is authorized to act appropriately under the circumstances surrounding the situation keeping in mind the educational philosophy of the school district and financial condition of the school district.

It shall be the responsibility of the superintendent to inform the board of the situation and the action taken and to document the action taken when necessary.  If needed, the superintendent shall draft a proposed policy for the board to discuss.

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-08-21

The board shall, at least once every five years, review board policy.  Each year, the board may make a determination about the sections and/or series of the policy manual and the specific policies in the policy manual to be reviewed. Once the policy has been reviewed, even if no changes were made, a notation of the date of review shall be made on the face of the policy statement.

It shall be the responsibility of the superintendent to keep the board informed as to legal changes at both the federal and state levels.  The superintendent shall also be responsible for bringing proposed policy statement revisions to the board's attention.

If a policy is revised because of a legal change over which the board has no control, the policy may be approved at one meeting at the discretion of the board.

Approved:  01-10-94           
Reviewed:  11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-13-00, 11-08-21

Board policy sets the direction for the administration of the education program and school district operations.  Some policies require administrative regulations for implementation.

It shall be the responsibility of the superintendent to develop administrative regulations to implement the board policies.  The regulations will be adopted by the board prior to their use in the school district.  At the time of adoption, the board will determine the effective date of the administrative regulation and the date the administrative regulation will be made available.

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-11-11, 12-11-14, 11-08-21
Revised:  07-01-92

Each year after August 31 and prior to the organizational meeting of the board in odd-numbered years, the board will hold its annual meeting.

At the annual meeting, the board will examine the financial books and settle the secretary's and treasurer's statements for the fiscal year ending the preceding June 30.  As part of the annual reports, the treasurer will present affidavits from depository banks. 

The board may also appoint the board's legal counsel at the annual meeting.

Approved:                  
Reviewed:  11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  12-08-03, 11-08-21

Regular meetings of the board shall be held monthly.  The dates, time, and place of regular meetings of the board shall be set by the board at the organizational meeting in odd-numbered years and at the annual meeting in even-numbered years.  Public notice of meetings shall be given and the meetings will be open to the public.

Approved:                              
Reviewed: 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14,
Revised:  01-14-02, 7-10-17, 11-08-21

From time to time, it may be necessary to conduct a special meeting in addition to the regularly scheduled board meeting.  Special meetings may be called by the president of the board or by the board secretary at the request of a majority of the board.  Should a special meeting be called, individual notice to board members and public notice shall be given.

If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board shall give public notice of the meeting as soon as practical and possible in light of the situation.  The reason for the emergency meeting and why notice in its usual manner could not be given shall be stated in the minutes.

Only the purpose or issue for which the special meeting was called may be discussed and decided in the special meeting.  The board shall strictly adhere to the agenda for the special meeting and action on other issues shall be reserved for the next scheduled regular board meeting.

Approved:                  
Reviewed:  1-10-94, 11-11-96, 11-9-98, 11-12-01, 12-12-11, 12-11-14
Revised:  7-1-92, 11-08-21

The board, as a decision making body, is confronted with a continuing flow of problems, issues and needs which require action.  While the board is determined to expedite its business, it is also mindful of the importance of planning, brainstorming and thoughtful discussion without action.  Therefore, the board may schedule work sessions and retreats in order to provide its members and the administration with just such opportunities. The board has the authority to hire an outside facilitator to assist them in work sessions.

Topics for discussion and study will be announced publicly, and work sessions and retreats will be conducted in open session.  However, no board action will take place at the work session.

Approved:  08-09-93             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:                                                                                  

Public notice shall be given for meetings and work sessions held by the board. Public notice shall indicate the time, place, date, and tentative agenda of board meetings.  The public notice shall be posted on the bulletin board in the superintendent's office at least twenty-four hours before the meeting is scheduled to begin.

A copy of the public notice will be provided to those who have filed a request for notice with the secretary.  These requests for notice must be in writing and renewed annually.

In the case of special meetings, public notice shall be given in the same manner as for a regular meeting unless it is an emergency meeting.  In that case, public notice of the meeting shall be given as soon as practical and possible in light of the situation. The media and others who have requested notice shall be notified of the emergency meeting.  Attendance at a special meeting or emergency meeting by the media or other individuals shall constitute a waiver of notice by the attendee.

It shall be the responsibility of the board secretary to give public notice of board meetings and work sessions.

Approved:  7-01-92               
Reviewed:  11-11-96, 11-9-98, 11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-08-21

Action by the board regarding the affairs of the school district may be taken only when a quorum, a majority of the board members, is in attendance at the board meeting.

While board members are encouraged to attend board meetings, four members shall constitute a quorum and are a sufficient number to transact business of the school district. The adjournment of a meeting may be executed without a quorum.

An affirmative vote of a majority of the votes cast shall be sufficient to pass a motion or take action unless law or board policy requires a vote of a greater number.

It is the responsibility of each board member to attend board meetings.

Approved:  07-01-92             
Revised:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised: 11-08-21

An orderly board meeting allows the board members to participate in the discussion and decision process on an issue confronting the school district. Rules of order for board meetings allow school district business and the relative information concerning the business to be brought to the attention of the board.  They also allow the board to discuss, act upon, and make a clear record of school district business in a regular, ordered, reasonable, and consistent manner.

The board will follow Robert’s Rules of Order, Revised, latest edition as modified by this policy and subsequent rule.

The purpose of modified rules adopted by the board is:

• To establish guidelines by which the business of the governing board can be conducted in a regular and internally consistent manner;
• To organize the meetings so all necessary matters can be brought to the board and decisions of the board can be made in an orderly and reasonable manner;
• To ensure members of the board, concentrating on the substantive issues at hand, have the necessary information to make decisions, and to ensure adequate discussion of decisions to be made; and,
• To ensure meetings and actions of the board are conducted so as to be informative to the staff and the public, and to produce a clear record of actions taken and decisions made.

It shall be the responsibility of each board member to follow the rules of order stated in this policy at each meeting, and it shall be the responsibility of the presiding officer to conduct the board meeting within these rules.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-08-21

In keeping with the public nature of the meeting, votes by the board, except those required by law to be roll call, shall be by voice vote of "aye" or "nay" unless a board member requests a roll call vote.

It shall be the responsibility of the board secretary to record the  votes of board members in the minutes of the board meetings.

Approved:   07-01-92            
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 012-12-11, 12-11-14
Revised:  11-08-21

The tentative agenda for each board meeting shall state the topics for discussion and action at the board meeting.     The agenda is part of the public notice of the board meeting and will be posted and distributed.

Persons wishing to place an item on the agenda must make a written request to the superintendent prior to the drafting of the tentative agenda.            The person making the request must state the person's name, address, purpose of the presentation, action desired, and pertinent background information. Requests from the public may be added to the tentative agenda at the discretion of the superintendent after consultation with the board president.  Requests received after the deadline may only be added to the agenda for good cause.

The tentative agenda and supporting documents shall be sent to the board members prior to the scheduled board meeting.  These documents are the private property of the board member.  Persons wishing to view the tentative agenda and supporting documents may do so at the administration office.

The board shall take action only on the items listed on the tentative agenda posted with the public notice. Items added to the agenda may be discussed or taken under advisement by the board.  If an added item is acted upon, the minutes of the board meeting shall state the reason for immediate action.

It shall be the responsibility of the board president and superintendent to develop the agenda for each board meeting.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-08-21

Very often the board must consider agenda items which are noncontroversial or similar in content.  Such agenda items might include ministerial tasks such as, but not limited to, the approval of the agenda, approval of previous minutes, approval of bills, approval of reports, etc.  These items might also include similar groups of decisions such as, but not limited to, approval of staff contracts, approval of maintenance details for the school buildings and grounds or approval of various schedules.

In order for a more efficient administration of board meetings, the board may elect to use a consent agenda for the passage of such noncontroversial items or items of a similar nature.

The superintendent in consultation with the board president and board secretary shall place items on the consent agenda.    By using a consent agenda, the board has consented to the consideration of certain items as a group under one resolution.  Should a consent agenda be used, each item will be allowed sufficient discussion time to review the item.  Items may be removed from the consent agenda by a proper motion.

Nothing in this policy is to be construed as an attempt to avoid full compliance with laws dealing with open meetings or public notice of the agenda and meeting.

Approved:  06-14-93             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

The board recognizes situations may arise in the operation of the school district which are of concern to parents and other members of the school district community. 

The board firmly believes concerns should be resolved at the lowest organizational level by those individuals closest to the concern.  Whenever a complaint or concern is brought to the attention of the board it will be referred to the administration to be resolved.  Prior to board action however, the following should be completed:

1. Matters should first be addressed to the teacher or employee.
2. Unsettled matters from (a) above or problems and questions about individual attendance centers should be addressed to the employee's building principal.
3. Unsettled matters from (b) above or problems and questions concerning the school district should be directed to the superintendent.
4. If a matter cannot be settled satisfactorily by the superintendent, it may then be brought to the board for consideration.  To bring a concern, the individual shall notify the board president or board secretary in writing, who may bring it to the attention of the entire board.

It is within the discretion of the board to address complaints from the members of the school district community and the board will only consider whether to address complaints if they are in writing, signed, and the complainant has complied with this policy.  The board is not obligated to address a complaint and may defer to the decision of the superintendent.  If the board elects not to address a complaint, the decision of the superintendent shall be final.  If the board does elect to address a complaint, its decision shall be final.

Approved:  06-14-93             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  7-8-19, 11-08-21

The superintendent is hired by the board as the chief executive officer of the board to manage the day-to-day operation of the school district.  The board shall set policy to guide the superintendent and shall not be involved in the day-to-day operations of the school district.

The superintendent shall work closely with the board, particularly the board president, to carry out and implement the policies of the board, to advise the board, to provide information to the board, to offer alternative solutions to the board in the form of a recommendation, and to do other duties as the board determines.

The superintendent shall attend each board meeting unless excused by the board president.

Approved:  07-01-92             
Reviewed:   01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

School employees will be utilized for their expertise to provide information to the board and to take part on advisory committees when necessary.

The board must remain objective about each employee.  Employees who have concerns should have their initial contact with their building principal.  If the employee's concerns are unsatisfied, the next step is the superintendent. The board shall only become involved with employee issues when the board is acting on a recommendation of the superintendent in the employment of employees or when the board is considering the termination of an employee.

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14           
Revised:  07-01-92, 11-08-21

The board may work with adjoining school district boards to provide additional opportunities in the school district's education programs as well as to operate the school district more economically and efficiently.   As part of this joint effort, the board shall pay particular attention to opportunities to share students, programs and employees.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

The board shall utilize the resources of the Area Education Agency (AEA) such as educational materials and staff resources, particularly in the area of special education.  Support may include, but not be limited to, school psychologists; speech therapists; nurses; physicians; dentists; and aides who work directly with students in the educational process.

The board may also utilize the AEA to work with other school districts in the region for program offerings as well as purchase of supplies.

Approved:   7-1-92                
Reviewed:  1-10-94, 11-11-96, 11-09-98, 11-12-01, 12-10-07, 12-12-11, 12-11-14
Revised:   01-10-05, 11-08-21

Being aware of, and expressing their opinion on, proposed law revisions and new laws is essential to maintaining and creating an education program to meet the needs of the school district community.

It shall be the responsibility of the board to maintain contact with the elected official representing the school district.  It shall be the responsibility of the superintendent to assist the board in keeping up-to-date on proposed laws and in contacting the elected officials who represent the school district.

Approved:   ll-8-93                
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14           
Revised:  11-08-21                                                    

Participation in board member associations is beneficial to the board.  The board may maintain an active membership in the Iowa Association of School Boards and in organizations the board determines will be of benefit to the board and the school district.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

The board may participate in conferences sponsored by educational associations and agencies in addition to its own in-service programs and work sessions.

The board may work closely with the Iowa Association of School Boards' Academy of Board Learning Experiences and encourage the board members to participate in conferences to achieve the Better Boardsmanship Award.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07. 12-12-11, 12-11-14, 11-08-21
Revised: 

As an elected public official, the board member is a public servant who serves without compensation.  Board members shall be reimbursed for actual and necessary expenses incurred in the performance of their official duties.

Prior to reimbursement of actual and necessary expenses, the board member must submit a detailed receipt in addition to a credit card receipt indicating the date, purpose, and nature of the expense for each claim item.  Failure to provide a detailed receipt shall make the expense a personal expense.  Personal expenses shall be reimbursed by the board member to the school district no later than thirty days from the time of submission.  In exceptional circumstances, the board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances shall be maintained as part of the school district’s record of the claim.

It shall be the responsibility of the board secretary to compile the expenses of board members and bring them to the board for audit and approval in the same manner as other claims of the school district.  It shall be the responsibility of the board to determine through the audit and approval process of the board whether the expenses incurred by a board member are actual and necessary expenses incurred in the performance of their official duties.

Approved:  7-1-92                 
Reviewed:  1-10-94, 11-11-96, 11-9-98, 12-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  02-14-11, 11-08-21

It is the responsibility of the board to educate new board members of the duties of their position.  To acquaint new board members with the duties and role of the board of directors, each new board member may meet with the superintendent and the board secretary to become familiar with the responsibilities and the role of being a board member for the school district.  New board members shall have an opportunity to attend the IASB Academy of Board Learning Experience Program.

It shall be the responsibility of the superintendent to ensure that new board members have an opportunity to attend an orientation conference or meet with the superintendent.   It shall also be the responsibility of the superintendent to ensure that each new board member has necessary documents and board materials.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-9-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

In recognition of the great amount of time, energy, and talent as well as the interest of board members in the school district, present board members and their guest shall receive activity passes to school-sponsored activities.

It shall be the responsibility of the superintendent to ensure board members and their guests receive activity passes.

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-07-07, 12-12-11, 12-11-14, 11-08-21
Revised:

The board and the administrators shall work together in making decisions and setting goals for the school district.  This effort is designed to obtain, share, and use information to solve problems, make decisions, and formulate school district policies and regulations.

It shall be the responsibility of each administrator to fully participate in the management of the school district by investigating, analyzing, and expressing their views on issues.  Those board members or administrators with special expertise or knowledge of an issue will be called upon to provide information.  Each board member and administrator shall support the decisions reached on the issues confronting the school district.

The board shall be responsible for making the final decision in matters pertaining to the school district.

It shall be the responsibility of the superintendent to develop guidelines for cooperative decision-making.

Approved:  07-01-92             
Reviewed:  01-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-18, 3-1-11, 7-13-15       
Revised:  11-08-21

The board considers all those who have a role in the recruitment or release of employees to be part of the management team.  The management team shall be headed by the superintendent.  The superintendent shall convene meetings to discuss school district policies, administrative procedures and other business brought to the superintendent's attention.

The management team shall meet with the board upon the board's request or superintendent recommendation to review overall operations of the school district and conditions affecting the management team.   It shall be the responsibility of the superintendent to arrange for regularly scheduled meetings and for the agenda of such meetings for the management team.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15
Revised:  11-08-21

The superintendent, as the chief executive officer of the board, shall work with the board, particularly the board president, to keep the board informed of school district operations.  The board shall maintain contact with other administrators through the superintendent.

The administrators and other administrative employees shall work with the board through the superintendent.   The administrators, in working with the board, shall assist the board by gathering information, informing the board of school district operations, implementing board policy, making recommendations and answering requests of the board.

The superintendent, unless excused by the board president, and the principals, unless excused by the superintendent, shall attend each board meeting.

Approved:  7-1-92                 
Reviewed: 1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised:        

As managers of the school district, the administrators shall recommend the employment of employees, supervise them, and evaluate their performance.  Concerns or requests by employees shall first be reported to their direct supervisor for resolution.  It shall be the responsibility of the administrators to resolve complaints and handle requests.

It shall be the responsibility of the administration to foster a positive attitude and to promote a cooperative effort among employees.  It shall also be the responsibility of the administration to prevent misunderstandings within the school district and the community.  It shall be the responsibility of each administrator to provide leadership to the employees and it shall be the responsibility of each school district employee to work cooperatively with the administrators to accomplish the educational philosophy of the school district.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised:

Efficiency and economies may be achieved by working with adjoining school districts in offering education programs, offering in-service activities or programs and sharing employees. The administrator shall consider and explore opportunities to work with the adjoining school district to expand the opportunities for the students and personnel in the school district.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised:

The administration shall utilize the resources of the Area Education Agency (AEA) choosing to participate in programs which meet the needs of the school district.  This includes utilizing educational materials and staff resources.

The administration may also utilize the AEA to facilitate regional programming and cooperation as well as to purchase supplies.

It shall be the responsibility of the superintendent to coordinate activities with the AEA.

Approved: 7-1-92      
Reviewed:  12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised:  3-11-02

The board will employ a superintendent to serve as the chief executive officer of the board, to conduct the daily operations of the school district, and to implement board policy with the power and duties prescribed by the board and the law.

The board will consider applicants that meet or exceed the standards set by the Iowa Department of Education and the qualifications established in the job description for the superintendent position. In employing a superintendent, the board will consider the qualifications, credentials and records of the applicants without regard to race, creed, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information or disability.  The board will consider the veteran status of the applicants. The board will look closely at the training, experience, skill and demonstrated competence of qualified applicants in making its final decision.

In choosing a superintendent, the board will also consider the school district's educational philosophy, financial situation, organizational structure, education programs, and other factors deemed relevant by the board.

The board may contract for assistance in the search for a superintendent.

 Approved:  08-13-07             
Reviewed:  4-14-08, 3-14-11, 7-13-15              
Revised:  11-08-22

The length of the contract for employment between the superintendent and the board shall be determined by the board and stated in the superintendent’s contract.  The contract will begin on July 1 and end on June 30.  The contract shall state the terms of the employment.

The first three years of a contract issued to a newly employed superintendent shall be considered a probationary period.  The board may extend the probationary period for an additional year with the consent of the superintendent.  In the event of termination of a probationary or non-probationary contract, the board shall afford the superintendent appropriate due process, including notice by May 15.  The superintendent and board may mutually agree to terminate the superintendent's contract at any time.

If a superintendent's contract is not being renewed by the board, the contract will be extended automatically for additional one-year periods beyond the end of its term until it is modified or terminated as mutually agreed to by the parties or until the superintendent's contract is terminated consistent with statutory termination procedures.

It shall be the responsibility of the board to provide the contract for the position of superintendent.

If the superintendent wishes to resign, to be released from a contract or to retire, the superintendent must comply with applicable law and board policies.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96,1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15,
Revised:  9-20-17, 11-08-22

The board has complete discretion to set the salary of the superintendent.  It shall be the responsibility of the board to set the salary and benefits of the superintendent at a level that will include consideration of, but not be limited to, the economic condition of the school district and the training, experience, skill, and demonstrated competence of the superintendent.  The salary shall be set at the beginning of each contract term and included in each contract.

In addition to the salary and benefits, the superintendent's actual and necessary expenses shall be paid by the school district when the superintendent is performing work-related duties.  It shall within the discretion of the board to pay dues to professional organizations for the superintendent.

The board shall approve the payment of dues and other benefits or compensation over and above the superintendent's contract.  Approval of dues and other benefits or compensation shall be included in the records of the board in accordance with board policy.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15
Revised:  11-08-22

The board employs a superintendent of schools to serve as the chief executive officer of the board. The board delegates to the superintendent the authority to implement board policy and to execute decisions made by the board concerning the internal operations of the school district, unless specifically stated otherwise.  The superintendent shall be vested with the necessary authority and be provided the appropriate personnel to carry out the responsibilities of the position.

The superintendent is responsible for the implementation and execution of board policy and the observance of board policy by employees and students. The superintendent is responsible for overall supervision and discipline of employees and the education program.

The superintendent shall attend all meetings of the board.  The superintendent may provide the board with information, advice, and recommendations, but shall not vote.

In executing the above-stated duties, the superintendent will consider the financial situation of the school district as well as the needs of the students.

The specific responsibilities of the superintendent include, but are not limited to the following:

• Interprets and implements all board policies and all state and federal laws relevant to education;
• Supervises, either directly or through delegation, all activities of the school system according to, and consistent with, the policies of the board;
• Represents the board as a liaison between the school district and the community;
• Establishes and maintains a program of public relations to keep the public well-informed of the activities and needs of the school district, effecting a wholesome and cooperative working relationship between the school district and the community;
• Attends and participates in all meetings of the board, except when the superintendent has been excused, and makes recommendations affecting the school district;
• Reports to the board on such matters as deemed material to the understanding and proper management of the school district or as the board may request;
• Assumes responsibility for the overall financial planning of the school district and for the preparation of the annual budget, and submits it to the board for review and approval;
• Establishes and maintains efficient procedures and effective controls for all expenditures of school district funds in accordance with the adopted budget, subject to the direction and approval of the board;
• Files, or causes to be filed, all reports required by law;
• Makes recommendations to the board for the selection of employees for the school district;
• Makes and records assignments and transfers of all employees pursuant to their qualifications;
• Employs such employees as may be necessary, within the limits of budgetary provisions and subject to the board's approval;
• Recommends to the board, for final action, the promotion, salary change, demotion or dismissal of any employee;
• Prescribes rules for the classification and advancement of students, and for the transfer of students from one building to another in accordance with board policies;
• Summons employees of the school district to attend such regular and occasional meetings as are necessary to carry out the education program of the school district;Supervises methods of teaching, supervision, and administration in effect in the schools;
• Attends such conventions and conferences as are necessary to keep informed of the latest educational trends;
• Accepts responsibility for the general efficiency of the school system, for the development of the employees, and for the educational growth and welfare of the students;
• Defines educational needs and formulates policies and plans for recommendation to the board;
• Makes administrative decisions necessary for the proper functioning of the school district;
• Responsible for scheduling the use of buildings and grounds by all groups and/or organizations;
• Acts as the purchasing agent for the board, and establishes procedures for the purchase of books, materials, and supplies;
• Approves vacation schedules for employees;
• Conducts periodic school district administration meetings;
• Performs other duties as may be assigned by the board.
• Supervises the establishment or modification of the boundaries of school attendance and transportation areas subject to approval of the board.
• Directs studies of buildings and sites, taking into consideration population trends and the educational and cultural needs of the school district in order to ensure timely decisions by the board and the electorate regarding construction and renovation projects.

This list of duties will not act to limit the board's authority and responsibility over the superintendent.  In executing these duties and others the board may delegate, the superintendent will consider the school district's financial condition as well as the needs of the students in the school district.

Approved:  11-08-21                         
Reviewed:                              
Revised:

The board will conduct an ongoing evaluation of the superintendent on the superintendent's skills, abilities, and competence.  Annually, the board will formally evaluate the superintendent.  The goal of the superintendent's formal evaluation is to ensure the educational program for the students is carried out, promote growth in effective administrative leadership, clarify the superintendent's role, clarify the immediate priorities of the board, and develop a working relationship between the board and the superintendent.

The formal evaluation will be based upon the following principles:

*    The evaluation criteria shall be in writing, clearly stated and mutually agreed upon by the board and the superintendent.  The criteria will be related to the job description and the school district's goals;

*    The evaluation process will be conducted annually at a time previously agreed upon;

*    Each board member shall have an opportunity to individually evaluate the superintendent, and these individual evaluations will be compiled into an overall evaluation by the entire board;

*    The superintendent shall conduct a self-evaluation prior to discussing the board's evaluation, and the board as a whole shall discuss their evaluation with the superintendent;

*    The board may discuss their evaluation of the superintendent.  This discussion may take place in closed session upon a request from the superintendent;

*    The individual evaluation of each board member, if individual board members so desire, will not be reviewed by the superintendent.  Board members are encouraged to communicate their criticisms and concerns to the superintendent in the closed session.  The board president will develop a written summary of the individual evaluations, including both the strengths and the weaknesses of the superintendent, and place it in the superintendent's personnel file to be incorporated into the next cycle of evaluations; and,

*    The board, with the Superintendent, shall develop annual performance goals.

This policy supports and does not preclude the ongoing, informal evaluation of the superintendent's skills, abilities and competence.

Approved:                              
Reviewed:  12-9-96, 1-11-99, 1-19-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised:

The board encourages the superintendent to continue professional growth by being involved in professional organizations, attending conferences, continuing education, and participating in other professional activities.

It shall be the responsibility of the superintendent to arrange the superintendent's schedule in order to enable attendance at various conferences and professional activities.  If a conference or activity requires the superintendent to be absent from the office for more than three days, requires overnight travel or involves unusual expense, the superintendent shall bring it to the attention of the board president prior to attending the professional activity.

The superintendent shall report to the board relevant information after attending the conference or activity.

Approved:  7-1-92                 
Reviewed:  7-13-15                           
Revised  3-8-99, 11-08-21

The board encourages the superintendent to be involved in the school district community by belonging to school district community organizations and attending and participating in school district community activities.

It shall be the responsibility of the superintendent to become involved in school district community activities and events.    The board may include a lump sum amount as part of the superintendent's compensation to be used specifically for paying the annual fees of the superintendent for school district community activities and events if, in the board's judgment, the superintendent's participation will further the public purpose of promoting and deriving support of the school district and public education in general. It shall be within the discretion of the board to pay annual fees for professional organizations and activities.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-12-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised:

The superintendent's position is considered full-time employment.  The board expects the superintendent to give the responsibilities of the position precedence over other employment.  The superintendent may accept consulting or outside employment for pay as long as, in the judgment of the board, the work is conducted on the superintendent's personal time and it does not interfere with the performance of the superintendent's duties contracted by the board.

The board reserves the right, however, to request that the superintendent cease the outside employment as a condition of continued employment.  The board shall give the superintendent thirty day’ notice to cease outside employment.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised:

The school district shall have, in addition to the superintendent, other administrative positions to include, but not be limited to; principals and curriculum coordinator. These administrators shall work closely with the superintendent in the day-to-day operations of the school district.

It shall be the responsibility of these administrators to uphold board policy, to instill a positive, cooperative environment with employees, and to share their expertise with each other and the board under the management team concept.

Approved:                  
Reviewed:  1-14-02, 12-13-04, 11-14-08, 3-14-11, 7-13-15
Revised:  3-8-99, 11-08-21

The board will employ building principals and other administrators, in addition to the superintendent, to assist in the daily operations of the school district.

The board will consider applicants who meet or exceed the standards set by the Iowa Department of Education and the qualifications established in the job description for the position. In employing an administrator, the board will consider the qualifications, credentials, and records of the applicants without regard to race, color, creed, religion, sex, gender, national origin, age, sexual orientation, gender identity, genetic information or disability. The board will consider the veteran status of the applicants.  The board will look closely at the training, experience, skill, and demonstrated competence of qualified applicants in making its final decision.

In choosing an administrator, the board will also consider the school district's educational philosophy, financial condition, organizational structure, education programs, and other factors deemed relevant by the board.

It is the responsibility of the superintendent to make a recommendation to the board for filling an administrative position, based on the requirements stated in this policy. The board will act only on the superintendent's recommendation.

The board may contract for assistance in the search for administrators.

Approved:  8-13-07               
Reviewed:  4-18-08, 3-14-11, 7-13-15           
Revised:  11-08-21

The length of the contract for employment between an administrator and the board shall be determined by the board and stated in the contract.  The contract shall state the terms of the employment.

The first three years of a contract issued to a newly employed administrator will be considered a probationary period.  The board may extend the probationary period for an additional year with the consent of the administrator.  In the event of termination of a probationary or non-probationary contract, the board shall afford the administrator appropriate due process, including notice by May 15.  The administrator and board may mutually agree to terminate the administrator's contract.

If an administrator’s contract is not being renewed by the board, the contract will be extended automatically for additional one-year periods beyond the end of its term until it is modified or terminated as mutually agreed to by the parties or until the administrator’s contract is terminated consistent with statutory termination procedures.

It shall be the responsibility of the superintendent to create a contract for each administrative position. 

Administrators who wish to resign, to be released from a contract, or to retire, must comply with applicable law and board policies.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15
Revised:  9-20-17, 11-08-22                                                  

The board has complete discretion to set the salary of the administrators.  It shall be the responsibility of the board to set the salary and benefits of the administrators at a level that will include consideration of, but not be limited to, the economic condition of the school district and the training, experience, skill, and demonstrated competence of the administrators.  The salary shall be set at the beginning of each contract period and included in each contract.

In addition to the salary and benefits agreed upon, the administrator's actual and necessary expenses shall be paid by the school district when the administrator is performing work-related duties.  The board shall approve the payment of other benefits or compensation over and above the administrator’s contract.  Approval of other benefits or items of an administrator’s compensation shall be included in the records of the board in accordance with board policy.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-18-08, 3-14-11, 7-13-15
Revised:  11-08-21

Administrators will be hired by the board to assist the superintendent in the day-to-day operations of the school district.

Each attendance center will have a building principal responsible for the administration and operation of the attendance center. Each building principal, as chief administrator of the assigned attendance center, is responsible for the building and grounds, for the students and employees assigned to the attendance center, for school activities at the attendance center, for the education program offered in the attendance center, and the budget for the attendance center. The principal is considered the professional advisor to the superintendent in matters pertaining to the attendance center supervised by the principal. Although the principals serve under the direction of the superintendent, duties of the principal may include, but not be limited to the following:

• Cooperate in the general organization and plan of procedure in the school under the principal's supervision;
• Supervision of the teachers in the principal's attendance center;
• Maintain the necessary records for carrying out delegated duties;
• Work with the superintendent in rating, recommending, and selecting supervised employees whenever possible;
• Work with the superintendent in determining the education program to be offered and in arranging the schedules. As much of the schedule as possible should be made before school closes for summer vacation. In the matter of courses offered, the final approval rests with the superintendent who is in turn responsible to the board;
• Ensure that proper care is taken of all school books, supplies, materials, equipment, furniture, and facilities;
• Instruct teachers to make a complete annual inventory of all school property contained in their individual rooms. This inventory will be reviewed and filed with the board secretary;
• Investigate excessive cases of absence or tardiness of students and notify the parents or guardians of unexcused absence or tardiness. All such cases should be reported to the superintendent;
• Make such reports from time to time as the superintendent may require;
• Maintain the regular schedule of school hours established by the board and make no temporary changes in the schedule without the consent of the superintendent;
• Promptly notify the superintendent whenever ventilation, sanitation or heating of the building is unsatisfactory;
• Contribute to the formation and implementation of general policies and procedures of the school;
• Perform such other duties as may be assigned by the superintendent.

This list of duties will not act to limit the board's authority and responsibility over the position of  administrator. In executing these duties and others the board may delegate, administrators will consider the school district's financial condition as well as the needs of the students in the school district.

Approved:  11-08-21                         
Reviewed:                              
Revised:

The superintendent shall conduct an ongoing process of evaluating the administrators on their skills, abilities, and competence.  Annually, the superintendent will formally evaluate the administrators. The goal of the formal evaluation process is to ensure the educational program for the students is carried out, promote growth in effective administrative leadership for the school district, clarify the administrator's role as the board and the superintendent see it, ascertain areas in need of improvement, clarify the immediate priorities of the responsibilities listed in the job description, and develop a working relationship between the superintendent and the administrator.

The formal evaluation shall include written criteria related to the job description.     The superintendent, after receiving input from the administrators, shall present the formal evaluation instrument to the board for approval.

The formal evaluation shall also include an opportunity for the administrator and the superintendent to discuss the written criteria, the past year's performance and the future areas of growth.        The evaluation shall be completed by the superintendent, signed by the administrator and filed in the administrator's personnel file.

It shall be the responsibility of the superintendent to conduct a formal evaluation of the probationary administrators and non-probationary administrators prior to March 31.

This policy supports and does not preclude the ongoing informal evaluation of the administrator's skills, abilities and competence.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-18-08, 3-14-11, 7-13-15, 11-08-21
Revised: 

The board encourages the administrators to continue their professional growth by becoming involved in professional organizations, attending conferences, continuing their education, and participating in other professional activities.

It shall be the responsibility of the administrators to arrange their schedules in order to attend various conferences and events in which they are involved.  Prior to attendance at an event, the administrator must receive approval from the superintendent.  In the case where overnight travel or unusual expense is involved, the superintendent shall bring it to the attention of the board prior to the administrator attending the event.

The administrator shall report to the superintendent after a professional activity.

Approved:  7-1-92                 
Reviewed:  01-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15
Revised:  3-8-99, 11-08-21

Administrative regulations may be necessary to implement board policy.  It shall be the responsibility of the superintendent to develop administrative regulations.

In developing the administrative regulations, the superintendent may consult with the administrators or others likely to be affected by the regulations. Once the regulations are developed, employees, students and other members of the school district community shall be informed in a manner determined by the superintendent.

The board shall be kept informed of the administrative regulations utilized and their revisions. The board may review and recommend change of administrative regulations prior to their use in the school district if they are, in the board's judgment, contrary to the intent of board policy.

It shall be the responsibility of the superintendent to enforce the administrative regulations in an appropriate manner for the situation.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised: 

The administrative regulations shall be monitored and revised when necessary. It shall be the responsibility of the superintendent to monitor and revise the administrative regulations.

The superintendent, in addition to the superintendent's own knowledge, may rely on the board, the administrators, employees, students, and other members of the school district community to inform the superintendent about the effect of and possible changes in the administrative regulations.

Approved:  7-1-92                 
Reviewed:  1-10-94, 12-9-96, 1-11-99, 1-14-02, 12-13-04, 4-14-08, 3-14-11, 7-13-15, 11-08-21
Revised:

Employees must know their role and duties.  New employees may be required to participate in an orientation program or new employees. It shall be the responsibility of the immediate supervisor or designee to provide the new employee with a review of the employee's responsibilities, duties, and appropriate procedures. 

Approved:  07-1-92               
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 12-15-04, 10-10-05, 11-14-05, 01-17-12, 05-15-12, 12/14/16
Revised:  07-01-92, 05-15-12, 2-16-22

REQUIRED PROFESSIONAL DEVELOPMENT FOR EMPLOYEES

Appropriate training and professional development of all employees is crucial to the success of all students.  The district will provide professional development opportunities appropriate to the duties of school employees.  

For all professional development programs the district requires employees to take, the district will provide to the employee notice indicating the section of the law, or rules adopted by the state board of education or board of educational examiners that the district determines requires the employee to participate in the professional development program. 

Approved :  11-15-23 Reviewed:  Revised: 

LIMITATIONS TO EMPLOYEE REFERENCES

The district believes in taking appropriate measures to promote the health and welfare of all students.  Any school employee, volunteer, contractor, or agent shall not assist another school employee, contractor, or agent in obtaining a new job, apart from the routine transmission of administrative personnel files, if the individual or agency knows, or has probable cause to believe, that such school employee, contractor, or agent engaged in sexual misconduct regarding a minor or student in violation of the law.  Sexual misconduct means physical or sexual abuse of students, including but not limited to sexual or physical relationships, grooming behavior, and otherwise inappropriate relationships with students.

This limitation does not apply if the matter has been properly reported to law enforcement and any other regulatory authorities required by law, and either: 

• the matter has been officially closed by the law enforcement agency; 
• the individual is acquitted or otherwise exonerated of the alleged misconduct; or 
• more than four years has passed since the case was opened, and no charges or indictment have been filed.

Approved :  8-21-24 Reviewed:  Revised:

The Ruthven-Ayrshire Community School District will provide equal opportunity to employees and applicants for employment in accordance with applicable equal employment opportunity and affirmative action laws, directives and regulations of federal, state and local governing bodies.  Opportunity to all employees and applicants for employment includes hiring, placement, promotion, transfer or demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, and layoff or termination. The school district will take affirmative action in major job categories where women, men, minorities and persons with disabilities are underrepresented.  Employees will support and comply with the school district's established equal employment opportunity and affirmative action policies.  Employees will be given notice of this policy annually.

The board will appoint an affirmative action coordinator.  The affirmative action coordinator will have the responsibility for drafting the affirmative action plan.  The affirmative action plan will be reviewed by the board at least every two years.

Individuals who file an application with the school district will be given consideration for employment if they meet or exceed the qualifications set by the board, administration, and Iowa Department of Education for the position for which they apply. In employing individuals, the board will consider the qualifications, credentials, and records of the applicants without regard to race, color, creed, gender, national origin, religion, age, sexual orientation, gender identity or disability.  The board will consider the veteran status of applicants.

Prior to a final offer of employment for any position, the school district will perform the background checks required by law. The school district may determine on a case-by-case basis that, based on the duties, other positions within the school district will also require background checks. Based upon the results of the background checks, the school district will determine whether an offer will be extended and may withdraw a previously extended offer.

Employees will support and comply with the school district’s established equal employment opportunity and affirmative action policies.  Employees will be given notice of this policy annually.  Additionally, all persons, agencies, vendors, contractors, and other persons and organizations doing business with or performing services for the school district are required to subscribe to all applicable federal, state, and local laws, executive orders, rules, and regulations pertaining to contract compliance and equal employment opportunity.

Advertisements and notices for vacancies within the school district will contain the following statement:  The Ruthven­ Ayrshire Community School District is an EEO/AA employer. The statement will also appear on application forms.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, will be directed to the Affirmative Action Coordinator by writing to the Affirmative Action Coordinator Ruthven­ Ayrshire Community School District, Ruthven, Iowa; or by telephoning 712-837-5211.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, may also be directed in writing to the Iowa Civil Rights Commission, 400 East 14th Street, Des Moines, Iowa, 50319-1004, (515) 281-4121 or 800-457-4416 https:// https://www.state.ia.us/government/crc/index.html or to the Equal Employment Opportunity Commission, Milwaukee Area Office, Reuss Federal Plaza, 310 West Wisconsin Avenue, Suite 800, Milwaukee, Wisconsin 53203, (800) 669-4000, https://www.eeoc.gov/field/milwaukee/index.cfm.  An inquiry or complaint to the state or federal office may be done instead of, or in addition to, an inquiry or complaint at the local level.

Further information and copies of the procedures for filing a complaint are available in the school district's central administrative office and the administrative office in each attendance center.

Approved:  08-13-07             
Reviewed:  12-15-08, 03-12-12, 12/14/16
Revised:  2-16-22

Employees' use of their position with the school district for financial gain is considered a conflict of interest with their position as employees and may subject employees to disciplinary action.

Employees have access to information and a captive audience that could award the employee personal or financial gain.  No employee may solicit other employees or students for personal or financial gain to the employee without the approval of the superintendent.  If the approval of the superintendent is given, the employee must conduct the solicitations within the conditions set by the superintendent.  Further, the superintendent may, upon five days notice, require the employee to cease such solicitations as a condition of continued employment.

Employees will not act as an agent or dealer for the sale of textbooks or other school supplies.  Employees will not participate for personal financial remuneration in outside activities wherein their position on the staff is used to sell goods or services to students or to parents.  Employees will not engage in outside work or activities where the source of information concerning the customer, client or employer originates from information obtained because of the employee's position in the school district.

It will also be a conflict of interest for an employee to engage in any outside employment or activity which is in conflict with the employee's official duties and responsibilities.  In determining whether outside employment or activity of an employee creates a conflict of interest, situations in which an unacceptable conflict of interest is deemed to exist will include, but not be limited to, any of the following:

(1)     The outside employment or activity involves the use of the school district's time, facilities, equipment and supplies or the use of the school district's badge, uniform, business card or other evidences of office to give the employee or the employee's immediate family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public.  For purposes of this section, a person is not "similarly situated" merely by being related to an employee who is employed by the school district.

(2)     The outside employment or activity involves the receipt of, promise of, or acceptance of more or other consideration by the employee or a member of the employee's immediate family from anyone other than the school district for the performance of any act that the employee would be required or expected to perform as part of the employee's regular duties or during the hours during which the employee performs service or work for the school district.

(3)     The outside employment or activity is subject to the official control, inspection, review, audit or enforcement authority of the employee during the performance of the employee's duties.

If the outside employment or activity is employment or activity in (1) or (2) above, the employee must cease the employment of or activity.  If the activity or employment falls under (3), then the employee must:

• Cease the outside employment or activity; or,
• Publicly disclose the existence of the conflict and refrain from taking any official action or performing any official duty that would detrimentally affect or create a benefit for the outside employment or activity.  Official action or official duty includes, but is not limited to, participating in any vote, taking affirmative action to influence any vote, or providing any other official service or thing that is not available generally to members of the public in order to further the interests of the outside employment or activity.

It is the responsibility of each employee to be aware of and take the necessary action to eliminate a potential conflict of interest should it arise.

Approved:  ______       
Reviewed:  3/12/12, 12/14/16    
Revised :  10/12/09, 10/10/16, 2-16-22               

More than one family member may be an employee of the school district.  The decision to employ more than one individual in a family is on the basis of each individual’s qualifications, credentials, and records.

No school district employee will be involved in hiring a family member.  It shall be within the discretion of the superintendent to allow one family member employed by the school district to serve in a supervisory capacity over one of their family members employed by the school district subject to prior approval of the board of directors.  No school district employee shall attempt to influence the evaluation or condition of employment of the employee’s family member with anyone who serves in a supervisory capacity over that family member.

Family members for purpose of this policy include spouses, mothers, fathers, mothers-in-law, fathers-in -law, sisters, brothers, sisters-in-law, brothers-in-law, daughters, sons, daughters-in-law, and sons-in -law.

Approved:  7-1-92                 
Reviewed:  11-14-94, 11-11-97, 10-11-99, 03-12-12, 10-14-02, 10-10-05, 12-15-08, 12/14/16
Revised:  2-16-22

Complaints of employees against fellow employees should be discussed directly between employees.  If necessary, complaints will be brought directly to the immediate supervisor, principal or superintendent and will be made in a constructive and professional manner.  Complaints will never be made in the presence of other teachers, employees, students or outside persons.

A formal grievance procedure is contained in the master contract between the employee's licensed bargaining unit and the board and the staff handbook.  This policy will not apply to a complaint that has been or could be filed at the employee's discretion under those formal grievance procedures.

Approved:  07-01-92             
Reviewed:  11-14-94, 11-11-97, 11-11-99, 10-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised: 8-14-17, 2-16-22

The school district shall maintain personnel records on employees.  The records are important for the daily administration of the educational program, for implementing board policy, for budget and financial planning, and for meeting state and federal requirements.

The records shall include, but not be limited to, records necessary for the daily administration of the school district, person information regarding the employee, salary records, evaluations, application for employment, references, and other items needed to carry out board policy.  Employee personnel files are school district records and are considered confidential records and therefore are not generally open to public inspection or accessibility.  Only in certain limited instances, when the employee has given a signed consent, will employee personnel records be accessible to individuals other than the employee or authorized school officials.

Employees may have access to their personnel files, with the exception of letters of reference, and copy items from their personnel files at a time mutually agreed upon between the superintendent and the employee.  The school district may charge a reasonable fee for each copy made as allowed under law.          Board members will generally only have access to an employee's file when it is necessary because of an employee related matter before the board.

It shall be the responsibility of the superintendent to keep employees' personnel files current. The board secretary shall be the custodian of employee records.

Approved:  11-18-93             
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised:  2-16-22

Employees are encouraged to attend school board meetings.   Employees shall be available to provide information and assist in providing recommendations to the board upon request.  Employees shall keep the board informed through the administration about educational trends and issues that may assist the board. It shall be the responsibility of the employees to keep the administration informed about the day-to-day occurrences in their work areas.

It shall be the responsibility of the superintendent to develop avenues for communication between the board and the employees.   These avenues of communication will not be construed as denying the right of any employee to appeal an action or decision of the superintendent to the board.

Reviewed:  07-01-92             
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised: 11-14-94, 2-16-22

Input from employees regarding the students, the education program and other school district operations will be considered by the administration and the board. Employees may be requested to make a presentation to the board. The administration, in its discretion, may consult with employees about proposed changes in the education program and operations of the school district.

Employees having suggestions for changes or improvements in administrative procedure or policy should take such suggestions directly to the principal or the superintendent. The principal or superintendent will discuss the suggestion with the employee. After a final decision is made on any policy or procedure, employees will be expected to accept and support the decision in their subsequent actions, discussions and relations.

Approved: 7-1-92      
Reviewed:   11-14-94, 11-11-97, 10-11-99, 11-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised:  11-14-94, 2-16-22

Generally, transportation of students shall be in a motor vehicle owned by the school district and driven by an employee.  In some cases, it may be more economical or efficient for the school district to allow another employee of the school district to transport the students in the employee's motor vehicle or in a school district motor vehicle, other than a school bus.

Employees who transport students for school district purposes other than on the regular bus route must have completed a transportation request and have received the permission of the superintendent and must provide to the superintendent, for copying, a current driver’s license and proof of insurance.  In cases of emergency, an employee will notify the superintendent of the employee’s transportation of a student as soon as possible.

This policy statement applies to transportation of students for school purposes in addition to the regular bus route transporting students to and from their designated attendance center.

Travel compensation for use of personal motor vehicles will be followed according to the rate specified in board policy.