The Chariton 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 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 shall have the responsibility for drafting the affirmative action plan. The affirmative action plan shall 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 shall consider the qualifications, credentials, and records of the applicants without regard to race, color, creed, sex, national origin, religion, age, sexual orientation, gender identity or disability. In keeping with the law, the board shall consider the veteran status of applicants.
Prior to a final offer of employment for any teaching position the school district will perform the background checks required by law. The district may determine on a case-by-case basis that, based on the duties, other positions within the 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. If the candidate is a teacher who has an initial license from the BOEE then the requirement for a background check is waived.
Advertisements and notices for vacancies within the district shall contain the following statement: "The Chariton Community School District is an equal employment opportunity/affirmative action employer." The statement shall 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, shall be directed to the Affirmative Action Coordinator by writing to the Affirmative Action Coordinator, Chariton Community School District, 140 East Albia Road PO Box 738, Chariton, Iowa, 50049; or by telephoning 515-774-5967.
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 Equal Employment Opportunity Commissions, Milwaukee Area Office, Reuss Federal Plaza, 310 West Wisconsin Ave., Suite 800, Milwaukee, WI., 53203-2292, (800) 669-4000 or TTY (800) 669-6820. http://www.eeoc.gov/field/milwaukee/index.cfm or the Iowa Civil Rights Commission, 400 E. 14th Street, Des Moines, Iowa, 50319-1004, (515) 281-4121 or 1-800-457-4416, http://www.state.ia.us/government/crc/index.html. This inquiry or complaint to the 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.
Legal Reference:
29 U.S.C. 621-634 (1988). 42 U.S.C. 2000e et seq. ( 1988). 42 U.S.C. 12101 et seq. (Supp. 1990) Iowa Code 19B; 20; 35C; 73; 216; 279.8 (2005). 281 I.A.C. 12.4; 95.
Cross Reference:
102 Equal Educational Opportunity
405.3 Harassment
405.2 Licensed Employee Qualifications, Selection, Recruitment
411.2 Classified Employee Qualifications, Selection, Recruitment
Approved August 13, 2007
Reviewed September 9, 2024
Revised October 14, 2024
The District may secure and maintain credit cards for actual and necessary business expenses incurred by Board of Directors, administrators, and other employees in the performance of their duties.
Board members, administrators and other employees using a District credit card must submit detailed documentation in addition to a credit card receipt indicating the date, purpose and nature of the expense for each claim item. Failure to provide proper receipts shall make the expense a personal expense. Personal expense shall be reimbursed to the District no later than ten (10) working days following use of the District’s credit card. In exceptional circumstances, the superintendent or designee and Board may allow a claim without proper receipt. However written documentation explaining the exceptional circumstances shall be maintained as part of the District’s record of the claim.
It shall be the responsibility of the superintendent to determine whether the school district credit card use is for appropriate school business. It shall be the responsibility of the Board to determine through the audit and approval process of the Board whether the school district credit card use by the superintendent and the Board is for appropriate business.
The superintendent shall be responsible for developing administrative regulations regarding actual and necessary expenses and use of a school district credit card. The administrative regulations shall include the appropriate forms to be filed for obtaining a credit card.
Legal Reference: Iowa Constitution, Article III, 31. Iowa Code 279.8, .29, .30 (2005).
218 I.A.C. 12.3 (1).
Cross Reference: 216.3 Board of Directors Compensation and Expenses
401.7 Employee Travel Compensation
Approved August 13, 2007
Reviewed September 9, 2024
Revised July 9, 2007
Employees must know their role and duties. New employees may be required to participate in an orientation program for new employees. The employee's immediate supervisor should provide the new employee with a review of the employee's responsibilities and duties. Payroll procedures and employee benefit programs and accompanying forms will be explained to the employee by the HR Director. Regular employees ineligible for the school district's group health plan will be given information regarding where they can obtain health care or health care insurance.
Legal Reference: Iowa Code §§ 20; 279.8.
191 I.A.C. 74.
Cross Reference: 404 Employee Conduct and Appearance
404-R(1) Employee Conduct and Appearance - Code of Professional Conduct and Ethics Regulation
404-R(2) Employee Conduct and Appearance - Code of Rights and Responsibilities Regulation
713 Responsible Technology Use & Social Networking
713-R(1) Responsible Technology Use & Social Networking - Regulation
Approved October 14, 2024
Reviewed
Revised
The use of cell phones and other communication devices may be appropriate to provide for the effective and efficient operation of the school district and to help ensure safety and security of people and property while on school district property or engaged in school sponsored activities.
The Board authorizes the purchase and employee use of cell phones as deemed appropriate by the superintendent. School district owned cell phones shall be used for authorized school district business purposes, consistent with the school district’s mission and goals.
Use of cell phones in violation of board policies, administrative regulations, and/or state/federal laws will result in discipline, up to and including dismissal, and referral to law enforcement officials, as appropriate.
The superintendent is directed to develop administrative regulations for the implementation of this policy, including a uniform and controlled system for identifying employee cell phone needs, monitoring use and reimbursement. Provisions may also be included for staff use of privately owned cell phone for authorized school district business.
Employees may possess and use cell phones during the school day as outlined in this policy and as provided in the administrative regulation developed by the superintendent. Employees should not use cell phones for personal business while on-duty, including staff development times, parent-teacher conferences, etc., except in the case of an emergency or during prep time or break/lunch times. Employees, except for bus drivers, see below, are prohibited from using cell phones while driving except in the case of an emergency and any such use must comply with applicable state and federal law and district policies and regulations.
Employees shall take reasonable precautions to safeguard confidential student and employee information when communicating on cell phones.
School bus drivers are prohibited from using any communication device while operating the bus except in the case of an emergency, or to call for assistance, after the vehicle has been stopped. Any such use must comply with applicable state and federal law and district policies and regulations.
Cell Phone Allowance
Certain positions within the district may require the regular use of cell phones to conduct district business. These employees may purchase and/or maintain cell phones and related equipment, at their own expense, to make themselves accessible to the district and to conduct district business more efficiently. The superintendent has discretion to determine which district positions qualify for a cell phone allowance. The monthly cell phone allowance amount shall be established by the superintendent and/or the board. Employees who utilize their personal cell phones shall do so in accordance with this policy and accompanying procedures. The cell phone allowance is neither permanent nor guaranteed. The district reserves the right to rescind the allowance at any time for a violation of district policy or regulation or for any other reason.
Employees violating the policy will be subject to discipline, up to and including, discharge. It is the responsibility of the superintendent to develop administrative regulations regarding this policy.
Legal Reference: Legal Reference: Internal Revenue Comment Notice, 2009-46, http://www.irs.gov/irb/2009-23_IRB/ar07.html
Iowa Code §§ 279.8; 321.276.
Cross Reference: 707.05 Internal Controls, 707.05-R(1) Internal Controls Procedure
Approved October 14, 2024
Reviewed
Revised
Cell phone Usage
Cell Phone Authorization - School district provided cell phones may be purchased and authorized for staff use in accordance with the following guidelines:
Cell phones may be assigned or made available on a temporary basis, by the superintendent, when it is determined:
Cell Phone Business Procedures
School district employees may be reimbursed for use of privately owned cell phones to conduct school district business in accordance with board policy and this regulation, with prior approval of the superintendent.
Approved October 14, 2024
Reviewed
Revised
Computers are a powerful and valuable education and research tool and, as such, are an important part of the instructional program. In addition, the school district depends upon computers as an integral part of administering and managing the schools’ resources, including the compilation of data and recordkeeping for personnel, students, finances, supplies and materials. This policy outlines the board’s expectations in regard to these different aspects of the school district’s computer resources. Employees must conduct themselves in a manner that does not disrupt from or disrupt the educational process and failure to do so will result in discipline, up to and including, discharge.
General Provisions
The superintendent is responsible for designating a Technology Coordinator who will oversee the use of school district computer resources. The Technology Coordinator will prepare in-service programs for the training and development of school district staff in computer skills, appropriate use of computers and for the incorporation of computer use in subject areas.
The superintendent, working with appropriate staff, shall establish regulations governing the use and security of the school district’s computer resources. The school district will make every reasonable effort to maintain the security of the system. All users of the school district’s computer resources, including students, staff and volunteers, shall comply with this policy and regulation, as well as others impacting the use of school equipment and facilities. Failure to comply may result in disciplinary action, up to and including discharge, as well as suspension and/or revocation of computer access privileges.
Usage of the school district’s computer resources is a privilege, not a right, and that use entails responsibility. All information on the school district’s computer system is considered a public record. Whether there is an exception to keep some narrow, specific content within the information confidential is determined on a case by case basis. Therefore, users of the school district’s computer network must not expect, nor does the school district guarantee, privacy for e-mail or use of the school district’s computer network including web sites visited. The school district reserves the right to access and view any material stored on school district equipment or any material used in conjunction with the school district’s computer network.
The superintendent, working with the appropriate staff, shall establish procedures governing management of computer records in order to exercise appropriate control over computer records, including financial, personnel and student information. The procedures will address:
passwords, system administration, separation of duties, remote access, data back-up (including archiving of e-mail), record retention, and disaster recovery plans.
Social Networking or Other External Web Sites
For purposes of this policy any web site, other than the school district web site or school district sanctioned web sites, are considered external web sites. Employees shall not post confidential or proprietary information, including photographic images, about the school district, its employees, students, agents or others on any external web site without consent of the superintendent. The employee shall adhere to all applicable privacy and confidentiality policies adopted by the school district when on external web sites. Employees shall not use the school district logos, images, iconography, etc. on external web sites. Employees shall not use school district time or property on external sites that are not in direct-relation to the employee’s job. Employees, students and volunteers need to realize that the Internet is not a closed system and anything posted on an external site may be viewed by others, all over the world. Employees, students and volunteers who don’t want school administrators to know their personal information, should refrain from exposing it on the Internet. Employees should not connect with students via external web sites without consent of the superintendent. Employees, who would like to start a social media site for school district sanctioned activities, should contact the superintendent.
It is the responsibility of the superintendent to develop administrative regulations implementing this policy.
Legal Reference: Iowa Code § 279.8 (2011).
281 I.A.C. 13.35, .26
Cross Reference: 104 Anti-Bullying/Harassment
306 Administrator Code of Ethics
401.11 Employee Orientation
407 Licensed Employee Termination of Employment
413 Classified Employee Termination of Employment
605 Instructional Materials
Approved April 10, 2012
Reviewed December 9, 2019
Revised
Computers are a powerful and valuable education and research tool and, as such, are an important part of the instructional program. In addition, the school district depends upon computers as an integral part of administering and managing the schools’ resources, including the compilation of data and recordkeeping for personnel, students, finances, supplies and materials. This policy outlines the board’s expectations in regard to these different aspects of the school district’s computer resources. Employees must conduct themselves in a manner that does not disrupt from or disrupt the educational process and failure to do so will result in discipline, up to and including, discharge.
General Provisions
The superintendent is responsible for designating a Technology Coordinator who will oversee the use of school district computer resources. The Technology Coordinator will prepare in-service programs for the training and development of school district staff in computer skills, appropriate use of computers and for the incorporation of computer use in subject areas.
The superintendent, working with appropriate staff, shall establish regulations governing the use and security of the school district’s computer resources. The school district will make every reasonable effort to maintain the security of the system. All users of the school district’s computer resources, including students, staff and volunteers, shall comply with this policy and regulation, as well as others impacting the use of school equipment and facilities. Failure to comply may result in disciplinary action, up to and including discharge, as well as suspension and/or revocation of computer access privileges.
Usage of the school district’s computer resources is a privilege, not a right, and that use entails responsibility. All information on the school district’s computer system is considered a public record. Whether there is an exception to keep some narrow, specific content within the information confidential is determined on a case by case basis. Therefore, users of the school district’s computer network must not expect, nor does the school district guarantee, privacy for e-mail or use of the school district’s computer network including web sites visited. The school district reserves the right to access and view any material stored on school district equipment or any material used in conjunction with the school district’s computer network.
The superintendent, working with the appropriate staff, shall establish procedures governing management of computer records in order to exercise appropriate control over computer records, including financial, personnel and student information. The procedures will address:
♣ passwords, system administration, separation of duties, remote access, data back-up (including archiving of e-mail), record retention, and disaster recovery plans.
Social Networking or Other External Web Sites
For purposes of this policy any web site, other than the school district web site or school district sanctioned web sites, are considered external web sites. Employees shall not post confidential or proprietary information, including photographic images, about the school district, its employees, students, agents or others on any external web site without consent of the superintendent. The employee shall adhere to all applicable privacy and confidentiality policies adopted by the school district when on external web sites. Employees shall not use the school district logos, images, iconography, etc. on external web sites. Employees shall not use school district time or property on external sites that are not in direct-relation to the employee’s job. Employees, students and volunteers need to realize that the Internet is not a closed system and anything posted on an external site may be viewed by others, all over the world. Employees, students and volunteers who don’t want school administrators to know their personal information, should refrain from exposing it on the Internet. Employees should not connect with students via external web sites without consent of the superintendent. Employees, who would like to start a social media site for school district sanctioned activities, should contact the superintendent.
It is the responsibility of the superintendent to develop administrative regulations implementing this policy.
Legal Reference: Iowa Code § 279.8 (2011).
281 I.A.C. 13.35, .26
Cross Reference: 104 Anti-Bullying/Harassment
306 Administrator Code of Ethics
401.11 Employee Orientation
407 Licensed Employee Termination of Employment
413 Classified Employee Termination of Employment
605 Instructional Materials
Approved April 10, 2012
Reviewed September 9, 2024
Revised
General
The following rules and regulations govern the use of the school district's computer network system, employee access to the Internet, and management of computerized records:
Other Technology Issues
Employees with personal cell phones should not be using the phones for school district business. Employees should contact students and their parents through the school district computer or phone unless in the case of an emergency or with prior consent of the principal. Employees should not release their cell phone number, personal e-mail address, etc. to students or their parents. Employees, who are coaches or sponsors of activities, may create a text list of students and parents in order to communicate more effectively as long as the texts go to all students and the principal is included in the text address list.
Approve: April 10, 2012
Reviewed September 9, 2024
Revised:
General
The following rules and regulations govern the use of the school district's computer network system, employee access to the Internet, and management of computerized records:
Employees will be issued a school district e-mail account. Passwords must be changed periodically.
Each individual in whose name an access account is issued is responsible at all times for its proper use.
Employees are expected to review their e-mail regularly throughout the day, and shall reply promptly to inquiries with information that the employee can reasonably be expected to provide.
Communications with parents and/or students must be made on a school district computer, unless in the case of an emergency, and should be saved and the school district will archive the e-mail records according to procedures developed by the Technology Coordinator.
Employees may access the Internet for education-related and/or work-related activities.
Employees shall refrain from using computer resources for personal use, including access to social networking sites.
Use of the school district computers and school e-mail address is a public record. Employees cannot have an expectation of privacy in the use of the school district’s computers.
Use of computer resources in ways that violate the acceptable use and conduct regulation, outlined below, will be subject to discipline, up to and including discharge.
Use of the school district’s computer network is a privilege, not a right. Inappropriate use may result in the suspension or revocation of that privilege.
Off-site access to the school district computer network will be determined by the superintendent in conjunction with appropriate personnel.
All network users are expected to abide by the generally accepted rules of network etiquette. This includes being polite and using only appropriate language. Abusive language, vulgarities and swear words are all inappropriate.
Network users identifying a security problem on the school district's network must notify appropriate staff. Any network user identified as a security risk or having a history of violations of school district computer use guidelines may be denied access to the school district's network.
Prohibited Activity and Uses
The following is a list of prohibited activity for all employees concerning use of the school district's computer network. Any violation of these prohibitions may result in discipline, up to and including discharge, or other appropriate penalty, including suspension or revocation of a user's access to the network.
Using the network for commercial activity, including advertising, or personal gain.
Infringing on any copyrights or other intellectual property rights, including copying, installing, receiving, transmitting or making available any copyrighted software on the school district computer network.
Using the network to receive, transmit or make available to others obscene, offensive, or sexually explicit materiaL
Using the network to receive, transmit or make available to others messages that are racist, sexist, and abusive or harassing to others.
Use of another’s account or password.
Attempting to read, delete, copy or modify the electronic mail (e-mail) of other system users.
Forging or attempting to forge e-mail messages.
Engaging in vandalism. Vandalism is defined as any malicious attempt to harm or destroy school district equipment or materials, data of another user of the school district’s network or of any of the entities or other networks that are connected to the Internet. This includes, but is not limited to, creating and/or placing a computer virus on the network.
Using the network to send anonymous messages or files.
Revealing the personal address, telephone number or other personal information of oneself or another person.
Intentionally disrupting network traffic or crashing the network and connected systems.
Installing personal software or using personal disks on the school district’s computers and/or network without the permission of the technology coordinator.
Using the network in a fashion inconsistent with directions from teachers and other staff and generally accepted network etiquette.
Other Technology Issues
Employees with personal cell phones should not be using the phones for school district business. Employees should contact students and their parents through the school district computer or phone unless in the case of an emergency or with prior consent of the principal. Employees should not release their cell phone number, personal e-mail address, etc. to students or their parents. Employees, who are coaches or sponsors of activities, may create a text list of students and parents in order to communicate more effectively as long as the texts go to all students and the principal is included in the text address list.
Reviewed December 9, 2019
The board believes the district has an interest in maintaining an orderly and effective work environment while balancing employees' First Amendment rights to freedom of expression and diverse viewpoints and beliefs. When employees speak within their official capacity, their expression represents the district and may be regulated. The First Amendment protects a public employee’s speech when the employee is speaking as an individual citizen on a matter of public concern. Even so, employee expression that has an adverse impact on district operations and/or negatively impacts an employee’s ability to perform their job for the district may still result in disciplinary action up to and including termination.
Employees will comply with Iowa law to the extent that compliance does not infringe on employees’ free speech rights.
Employees who use social media platforms are encouraged to remember that the school community may not be able to separate employees as private citizens, from their role within the district. Employee expression on social media platforms that interferes with the district’s operations or prevents the district from functioning efficiently and effectively may be subject to discipline up to and including termination.
A district employee who acts to protect a student for engaging in free expression or who refuses to infringe on students engaging in free expression; and who is acting within the scope of their professional ethics will not be retaliated against or face any adverse employment action based on their behavior provided that expression is otherwise permitted by law and board policy.
If the board or court finds an employee that is subject to licensure, certification or authorization by the Board of Educational Examiners discriminated against a student or other co-employee, the board will refer the employee to the Board of Educational Examiners for additional proceedings as required by law and which may result in discipline up to and including termination.
Legal Reference: US. Const. Amend. I
Kennedy v. Bremerton School District, 597 U.S. (2022)
Iowa Code §§ 279.73; 280.22
Cross Reference: 502.3 Student Expression and Student Publication Code
Approved: October 14, 2024
Reviewed:
Revised:
Employees' use of their position within the school district for financial gain shall be considered a conflict of interest and may subject employees to disciplinary action.
Employees have access to information and a captive audience that could result in the employee receiving personal or financial gain. No employee may solicit other employees or students for personal or financial gain without the approval of the superintendent. If the approval of the superintendent is given, the employee must conduct the solicitations within the conditions set forth by the superintendent. Further, the superintendent may, upon five days written notice, require the employee to cease such solicitations as a condition of continued employment.
Employees shall not act as an agent or dealer for the sale of textbooks or other school supplies. Employees shall 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 shall 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 shall 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 shall be deemed to exist shall 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 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 in (1) or (2) above, the employee must cease the employment 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.
When procurement is supported by Federal Child Nutrition funds, employees will not participate in the selection, award, or administration of a contract if there is a real or apparent conflict of interest in the contract. Contract, for purposes of this paragraph, includes a contract where the employee, employee’s immediate family, partner, or a non-school district employer of these individuals is a party to the contract.
It shall be the responsibility of each employee to be aware of and take the necessary action to eliminate a potential conflict of interest should it arise.
Legal Reference: 7 C.F.R.3016.36(3), Iowa Code 20.7; 68B; 279.8; 301.28
Cross Reference: 203 Board of Directors’ Conflict of Interest
405.3 Gifts to Employees
405.5 Employee Outside Employment
Approved July 11, 2005
Reviewed September 9, 2024
Revised October 14, 2024
More than one family member may be an employee of the school district. It shall be within the discretion of the superintendent to allow one family member employed by the school district to supervise another family member employed by the school district subject to the approval of the board.
The employment by the board of more than one individual in a family shall be on the basis of their qualifications, credentials and records.
Legal Reference: Iowa Code 20; 71; 277.27; 279.8 (2005).
Cross Reference: 405.2 Licensed Employee Qualifications, Recruitment, Selection
411.2 Classified Employee Qualifications, Recruitment, Selection
Approved July 11, 2005
Reviewed September 9, 2024
Revised
Complaints of employees against fellow employees should be discussed directly between employees. If necessary, complaints shall be brought directly to the immediate supervisor, principal or superintendent and shall be made in a constructive and professional manner. Complaints shall never be made in the presence of other employees, students or outside persons.
If the complaint cannot be resolved, the employee may discuss the matter with their immediate supervisor. If the matter cannot be resolved within 5 working days of speaking with the immediate supervisor, the employee may discuss it with the principal within 5 working days of the supervisor's decision. If the matter cannot be resolved by the principal, the employee may discuss it with the superintendent within 5 working days after speaking with the principal.
If the matter is not satisfactorily resolved by the superintendent, the employee may ask to have the matter placed on the board agenda of a regularly scheduled board meeting in compliance with board policy. The board retains discretion as to whether to consider or take action on any complaint.
A formal grievance procedure is contained in the master contract between the employee's licensed bargaining unit and the board. This policy shall not apply to a complaint that has been or could be filed at the employee's discretion under the master contract grievance procedure.
Legal Reference: Iowa Code 20.7, .9; 279.8 (2005).
Cross Reference: 307 Communications Channels
Approved July 11, 2005
Reviewed September 9, 2019
Revised October 14, 2024
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, 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. They may 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. 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.
It shall be the responsibility of the superintendent to develop administrative regulations for the implementation of this policy.
Legal Reference: Iowa Code chs. 20; 21; 22; 91B (2005).
Cross Reference: 402.1 Release of Credit Information
403 Employees’ Health and Well-Being
708 Care, Maintenance of District Records
Approved July 11, 2005
Reviewed September 9, 2024
Revised November 9, 2009
Employee Personnel Records Content
1. Employee personnel records may contain the following information:
• Personal information including, but not limited to, name, address, telephone number, emergency numbers, birth date and spouse.
• Individual employment contract.
• Evaluations.
• Application, resume and references.
• Salary information.
• Copy of the employee's license or certificate, if needed for the position.
• Educational transcripts.
• Assignment.
• Records of disciplinary matters.
2. Employee health and medical records shall be kept in a file separate from the employee's personnel records. Health and medical records may contain, but are not limited to:
• Medical professional signed physical form.
• Sick or long-term disability leave days.
• Worker's compensation claims.
• Reasonable accommodation made by the school district to accommodate the employee's disability.
• Employee's medical history.
• Employee emergency names and numbers.
• Family and medical leave request forms.
3. The Following are considered public personnel records available for inspection:
Applicant File Records Content
Records on applicants for positions with the school district shall be maintained in the central administration office. The records shall include, but not be limited to:
• Application for employment.
• Resume.
• References.
• Evidence of appropriate license or certificate, if necessary for the position for which the individual applied.
• Affirmative action form, if submitted.
Record Access
Only authorized school officials shall have access to an employee's records without the written consent of the employee. Authorized school officials may include, but not be limited to, the superintendent, building principal, or board secretary. In the case of a medical emergency, the school nurse or other first aid or safety personnel may have access to the employee's health or medical file without the consent of the employee. Board members will generally only have access to an employee's personnel file without the consent of the employee when necessary for the conducting of board business directly related to that employee’s employment.
Employee Record Retention
All employee records, except payroll and salary records, shall be maintained for a minimum of seven years after termination of employment with the district. Applicant records shall be maintained for A minimum of one year after the position was filled. Payroll and salary records shall be maintained for a minimum of three years after payment.
Legal Reference: Iowa Code 20;21;22;91B
Approved July 11, 2005
Reviewed September 9, 2024
Revised October 14, 2024
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:
Legal Reference: 20 U.S.C. §7926
Iowa Code §256
281 I.A.C. 12.3(14)
Cross Reference: 401.05 Employee Records
401.05-R(1) Employee Records - Regulation
402.02 Child Abuse Reporting
402.03 Abuse of Students by School District Employees
405.02 Licensed Employee Qualifications, Recruitment, Selection
411.02 Classified Employee Qualifications, Recruitment, Selection
Approved October 14, 2024
Reviewed September 9, 2024
Revised October 14, 2024
Employees traveling on behalf of the school district and performing approved school district business will be reimbursed for their actual and necessary expenses. Actual and necessary travel expenses shall include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses and registration costs.
Travel Outside the School District
Travel outside of the school district must be pre-approved. Pre-approval shall include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved school district business. Travel outside the school district by employees, other than the superintendent, shall be approved by the superintendent
Expenses will be reimbursed at the Iowa statutory reimbursement rate per mile if the employee received pre-approval for the travel in a non-school vehicle. Receipts indicating the date, purpose and nature of the expense for each claim item must be provided. In exceptional circumstances, the superintendent 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. Personal expenses, including mileage, in excess of that required for the trip shall be reimbursed by the employee to the school district no later than 10 working days following the date of the expense.
Reimbursement for actual and necessary expenses for travel outside the school district will be limited to the pre-approved expenses. Pre-approved expenses for registration shall be limited to the actual cost of the registration.
Pre-approved expenses for transportation within three-hundred miles of the school district administrative office will be by automobile. If a school district vehicle is not available, the employee will be reimbursed at the State’s mileage reimbursement per-diem rate. In the event that a school vehicle is available and employees choose to provide their own transportation, the employees will be reimbursed at a rate of fifty (50) percent of the published State Average.
Pre-approved expenses for transportation outside of three-hundred miles of the school district administrative office may be by public carrier.
Reimbursement for air travel will be at the tourist class fares. Should an employee choose to travel by automobile, reimbursement will be limited to the public carrier amount.
Pre-approved expenses for transportation in a rental car is limited to the cost of a Class C rental car at a medium-priced agency, unless the employee is issued a district vehicle at which point the rental should be of equivalent size and classing. Should the number of people traveling on behalf of the school district warrant a larger vehicle, special approval can be requested.
Travel Costs for a spouse or anyone other than the district employee shall be a personal expense not reimbursed by the district.
Travel Within the School District
Employees required to travel in their personal vehicle between school district buildings to carry out the duties of their position may be reimbursed at the Iowa statutory reimbursement rate cents per mile. It shall be the responsibility of the superintendent to approve travel within the school district by employees. It shall be the responsibility of the board to review the travel within the school district by the superintendent through the board's audit and approval process.
Employees who are allowed an in-school district travel allowance shall have the amount of the allowance actually received during each calendar year included on the employee's W-2 form as taxable income according to the Internal Revenue Code.
The superintendent shall be responsible for developing administrative regulations regarding actual and necessary expenses, in-school district travel allowances and assignment of school district vehicles. The administrative regulations shall include the appropriate forms to be filed for reimbursement to the employee from the school district and the procedures for obtaining approval for travel outside and within the school district.
EMPLOYEE TRAVEL COMPENSATION
Pre-approved expense for lodging within the state is limited to $250 per night, unless otherwise approved by the board. Pre-approved expense for lodging outside the state is limited to the rate of a medium priced hotel in the area. Lodging may be pre-approved for a larger amount if special circumstances require the employee to stay at a particular hotel. Pre-approved expenses for meals are limited to $60.00 per day if a full day. Meals may be pre-approved for a larger amount by the board.
Legal Reference: Iowa Constitution, Article III, 31. Iowa Code 70A9-.11 (2005). 1980 Op. Att’y. Gen. 512.
Cross Reference: 216.3 Board of Directors Compensation and Expenses
401.6 Transporting of Students by Employees
401.10 Credit Cards
904.1 Transporting Students in Private Vehicles
Approved July 11, 2005
Reviewed September 9, 2024
Revised October 14, 2024
The board recognizes and appreciates the service of its employees. Employees who retire or resign may be honored by the board, administration and staff in an appropriate manner.
If the form of honor thought appropriate by the administration and employees involves unusual expense to the school district, the superintendent shall seek prior approval from the board.
Legal Reference: Iowa Constitution, Article III, 31. Iowa Code 279.8 (2005). 1980 Op. Att’y Gen. 102.
Cross Reference: 407 Licensed Employee Termination of Employment
413 Classified Employee Termination of Employment
Approved July 11, 2005
Reviewed September 9, 2024
Revised
Employees shall not engage in political activity upon property under the jurisdiction of the board including the use of school district e-mail accounts. Activities including, but not limited to, posting of political circulars or petitions, the distribution of political circulars or petitions, the collection of or solicitation for campaign funds, solicitation for campaign workers, and the use of students for writing or addressing political materials, or the distribution of such materials to or by students are specifically prohibited.
Employees are not to discuss personal political preferences in any class or extra curricular setting.
Violation of this policy may be grounds for disciplinary action.
Legal Reference: Iowa Code 55; 279.8 (2005).
Cross Reference: 409.5 Employee Political Leave
Approved July 11, 2005
Reviewed September 9, 2019
Revised October 14, 2024