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August 2007
TO: Administrators
and Supervisors
School
and Department Secretaries
FROM: George Russell
Superintendent
RE: 2007
BEGINNING OF THE YEAR INFORMATION AND REMINDERS
As you begin this school year and
are focusing on developing strategies for the success of all students, there
are a number of issues and policies you should be aware of or need to be shared
with staff and parents each fall.
1. DISTRICT BACK TO SCHOOL MAILING:
CALENDAR AND HANDBOOK
(Page
4)
2. STUDENT RIGHTS AND RESPONSIBILITIES HANDBOOK (Page 4)
3. SCHOOL SAFETY (Page 4)
a. Annual Review of
b. Immediate Assistance with Students
c. Sharing Behavioral and Discipline Information with Teachers
and Other Staff
d. Cooperation with Law Enforcement Officers
e. Search and Seizure
f.
Citations for Truancy
g. Weapons
h. Pocket or Tool Knives and
Pepper Spray and Employees
4. RESPONDING TO THREATS BY STUDENTS (Page 8)
5. REQUIRED FLAG SALUTES (Page 9)
6. SCHOOL BOARD POLICIES (Page 9)
7. COMPLAINT PROCEDURES (Page 9)
a. Commendation and Criticism of Employees
b. Discrimination, Harassment, Intimidation, Bullying, Hazing,
and Retaliation
c. Food Services Discrimination Complaints
8. REPORTING ON DISCRIMINATION, HARASSMENT, INTIMIDATION, BULLYING,
HAZING, AND RETALIATION (Page 10)
a. Instructions for Communicating the
Discrimination, Harassment, Intimidation, Hazing, Bullying and Retaliation
Prevention Process
9. VOLUNTEERS (Page 11)
a. Criminal Checks
10. CHILD ABUSE REPORTING
(Page 12)
a. Reporting Possible Abuse
b. Sexual Harassment
c. Pregnancy
11. CHILD CUSTODY AND RELATED MATTERS (Page 13)
12. STUDENT USE OF E-MAIL AND
THE INTERNET (Page 13)
a. Guidelines for Elementary and Middle School Students
b. Guidelines for High School Students
c. Acceptable Use of 4JNet
d. E-Mail and the Internet (4JNet)
e. E-Mail Accounts
f.
Unacceptable Uses of
4JNet
g. Staff Responsibility
13. EDUCATION RECORDS (Page 15)
a. Records Release
b. Student Directories
c. Distribution of Lists of Student Names
d. Sharing Information with Non-Custodial Parents
14. REQUIRED NOTICE TO
FAMILIES (Page 16)
a. Directory Information
b. Second Parent Mailing
c. Hours of School Supervision
d. HIV/AIDS Instruction
e. Threats by Students
f.
Interagency Drug
Agreement (Secondary Schools Only)
g. Armed Forces Recruiter Access to Students and Student
Records
15. ITEMS TO BE REVIEWED WITH
STAFF (Page 18)
a. Wellness Policy – School Board Policy EFA
b. Student Discipline Procedures
c. School Board Policy JB, Discrimination, Harassment,
Intimidation, Bullying, Hazing, and Retaliation
d. Incidents of Discrimination, Harassment, Intimidation,
Bullying, Hazing, and Retaliation
e. School Board Policy JHCD, Administering Medication in
School
f.
School Board Policy
JHCCA/JHCCB, AIDS, HIV, and Hepatitis B
g. School Board Policy GBN, Sexual Harassment
h. School Board Policy GBNAA/JFCFA, Cyberbullying
i.
School Board Policy
GBCBA, Drug and Alcohol Abuse by Employees
j.
School Board Policies:
GBK, Use of Tobacco Products; JFCG, Use of Tobacco by Students; and JFCH/JFCI,
Drug, Tobacco and Alcohol Abuse by Students
k. Reporting Child Abuse
l.
Technology
m. Use of District Property
n.
Process for Handling Complaints Against Staff by
Principal/Department Director
o. Political Activities
16. WORK SCHEDULE ISSUES FOR LICENSED AND CLASSIFIED STAFF
(Page 22)
17. SITE-COUNCILS (Page 22)
a. Role of Site-Councils
b. Site-Council Guidelines
c. Membership
d. Open Meeting Laws
18. RELIGIOUS RECRUITMENT
(Page 24)
19. RELIGIOUS HOLY DAYS FOR 2007-2008 (Page 24)
20. PRIORITY MEETING DAYS FOR 2007-2008 (Page 25)
21. SUSPENSION SYSTEM ONLINE
(Page 25)
22. STAFF AND PARENT
NOTIFICATION SYSTEMS (Page 25)
23. LIST OF PDF DOCUMENTS FOR
2007-2008 (Page 27)
cc: Board of
Directors, Jeff Jackson, Paul Duchin, Rick Shidaker, Jill Simmons,
School
Resource Officers
1. DISTRICT
BACK TO SCHOOL MAILING: CALENDAR AND
HANDBOOK
The
“District Calendar and Handbook” was mailed to all registered families this
summer, and schools have been sent copies for staff and for incoming
families. We have included a great deal
of information about district policies and programs. Please review the calendar and handbook so
that you are able to refer parents and members of the community to relevant
sections.
Additional
copies are available by calling x3309 or e-mailing Kathleen Allison at
allison@4j.lane.edu.
2. STUDENT
RIGHTS AND RESPONSIBILITIES HANDBOOK
The
2005 revision of the 4J Student Rights and Responsibilities Handbook was
distributed to all 4J families in the fall of 2005. An updated version of the handbook will be sent
to 4J families with the State School Report Cards in early November, 2007. We will e-mail the PDF of the updated Student
Rights Handbook to schools and post it on the 4J website as soon as it has been
finalized. Extra copies of the handbook
will be sent to the schools in early November.
The
2005 revision includes changes to the sections dealing with the Discrimination,
Harassment, Intimidation, Bullying and Retaliation complaint process; the
section dealing with discipline of special education students; and the section
dealing with tobacco use on district grounds. Please review the handbook. The updated 2007 version to be distributed in
early November will include new language regarding hazing.
If you
need additional copies for staff and new families, please call the
Communications and Intergovernmental Relations Office at x3309.
Please
pay special attention to these items dealing with school safety.
a.
Annual Review of
Additional copies of the district
manual are available from the Risk Management Office. Contact Risk Management if you need someone
to work with you on your emergency plans (x3335).
b.
Immediate Assistance with Students: We will
continue to work with you to provide additional training, information, and
support for dealing with students who have extreme behavioral and emotional
issues. If you have an extreme
safety concern about a student right now, contact Risk Management
(x3335) or Educational Support Services (x3360) and someone will ensure that
you get assistance and/or make a referral to either in-district or outside
resources.
c.
Sharing Behavioral and Discipline Information with Teachers and
Other Staff: Federal and State Laws regarding student records and
confidentiality allow you to share behavioral and discipline information with
teachers and other staff if they have
a
legitimate use for that information. In
most instances, it is reasonable for staff to know the reason one of her or his
students has been disciplined. It is
also reasonable that a teacher or other staff member be aware of students who
pose a potential risk because of a pattern of delinquent or violent
behavior. Please continue to inform
those staff members about any students who are likely to pose a risk to them,
what those risks are, and the procedures you are using to minimize them.
d.
Cooperation with Law Enforcement Officers: While we
are working more closely than ever with the police, it is important that staff
continue to follow the procedures outlined in school board policy and the Student
Rights and Responsibilities Handbook (pages 14-15) when a police officer
wants to interview a student on campus.
Please review these procedures with the appropriate staff. Parents become very concerned when police
question their youngsters. The police
officers assigned to the school district are familiar with the rules.
The procedural
guidelines for contacting parents are outlined below, and are available on the
4J intranet at http://fsweb.lane.edu/docs/HRdefault.asp. If you have questions or concerns about this
information, please contact Risk Management (x3335).
Investigations related to off-campus
illegal acts & not school related:
(“Off Campus” means off the campus attended by the student)
·
The school administrator will make a reasonable effort to contact the
parent when an officer comes to question a student, who is a suspect or a
victim, related to criminal acts that are not school-related, unless:
1. Notification would unduly interfere with
the investigation.
2. The issue pertains to alleged child abuse.
3. The parent, guardian, or a close relative
is a focal suspect in a criminal investigation, and there is a potential risk
to the student if notification occurs.
·
The school administrator should ask the police officer about the reason(s)
for the interview.
·
District policy does not require that parents be contacted prior to
interviews of students who are witnesses, and are not, nor likely to become,
suspects. However, it is recommended
that you attempt to make contact with the parent to inform them of the
situation.
·
If the school administrator is NOT
successful in contacting the parent they should then:
1. Attempt to leave a message to inform the
parent of the circumstances of the situation, and leave contact information
(name and phone number) for both the school official and police officer.
2. The school administrator should then allow
the police officer to proceed with the interview so long as a school
administrator, or designee, is present, unless the issue pertains to child
abuse.
Note: The
administrator, or designee, should not actively participate in the interview
process, and should allow the police officer to fully conduct the
investigation.
·
If the school administrator is successful
in contacting the parent:
1. Let the parent know the police are present
and will be questioning their student, as a suspect or a victim, regarding an
off-campus criminal act.
2. If the parent indicates they can arrive
within a short period (20 minutes) the school administrator will request the
police officer wait for the parent to arrive before questioning begins. However, if the parent does not arrive within
the twenty (20) minute period, and cannot be contacted, the officer may be
allowed to proceed with questioning the student.
3. If the parent objects, expresses concerns
about the police questioning their student, or wants to be present during the
interview, but cannot arrive within a short period (20 minutes), ask the parent
to speak directly to the police officer.
The officer can then determine how to proceed based on their
conversation with the parent.
4. If the parent says they have no concerns
about the police questioning their student, and/or indicates they are unable to
attend, the school administrator may allow the police officer to proceed. However, a school administrator, or designee,
will be present during the interview as an observer, unless the issue pertains
to child abuse.
Note: The
administrator, or designee, should not actively participate in the interview
process, and should allow the police officer to fully conduct the
investigation.
Investigations related to violations of school policies and
rules:
·
Under “normal” circumstances, the school officer should NOT be involved during
investigations of school policy or rule violations. School administrators may pursue such
investigations, including interviewing students, without first contacting a
parent. In this instance, the
administrator is conducting the interview process under the standard of
“reasonable suspicion.” (See “Guidelines for
Searches of Students” on the 4J intranet at http://fsweb.lane.edu/docs/HRdefault.asp).
·
If during the course of the investigation or search, it is clear a
school policy violation occurred, and it reveals evidence of a crime (e.g.,
possession of drugs, stolen property, etc.), then the parent and the SRO must
be notified (as outlined under “illegal acts that occur off-campus”) to report
a crime that may have been committed.
Once parent notification (or an attempt) has occurred, contact the SRO
to investigate the alleged crime.
“Crime” in this instance does not include “minor-in-possession” charges
for tobacco.
When should you have an officer present during an
investigation of school policies and rules violation?:
There are some situations when it is
appropriate to have an officer present during investigations regarding
violations of school policies and/or rules:
1. It is recommended you include the police
officer when there are personal safety/security concerns for district staff
during an interview or search.
2. It is generally recommended you attempt to
make contact with the parent of a suspect or a victim, to inform them of the
situation, and to let them know you have requested the police officer sit in as
an observer. However, there is no
requirement for the parent to be contacted unless the line of questioning leads
to information that a criminal act has been committed. (District
policy does not require that parents be contacted prior to interviews of
students who are witnesses and are not, nor likely to become, suspects.)
3. If during the course of the investigation
or search, it is clear a school policy violation occurred, and it reveals
evidence of a crime (e.g., possession of drugs, stolen property, etc.), then
the investigation must be turned over to the police officer and the parent must
be notified (as outlined under “illegal acts that occur off-campus”). “Crime” in this instance does not include “minor-in-possession”
charges for tobacco.
4. If there is reasonable suspicion* that a
student is in possession of a dangerous or deadly weapon**, a police officer should be contacted immediately. The officer should then be allowed to proceed
without delay on determining the appropriate strategy for intervention,
including any necessary search of the student’s person. The principal or administrator involved
should weigh the necessity of implementing emergency procedures in the
building.
*Reasonable
suspicion defined: It is necessary that the school officials conducting the
search have reasonable suspicion that the student being searched has violated a
school rule or the law, and that the search be reasonably likely to elicit
evidence of such violation.
**Dangerous or
deadly weapons defined: “Dangerous weapon” means any weapon, device,
instrument, material or substance which under the circumstances in which it is
used, attempted to be used, or threatened to be used, is readily capable of
causing death or serious injury.
“Deadly weapon” means any instrument, article, or substance
specifically designated for and capable of causing death or serious physical
injury. (4J Student Rights &
Responsibilities Handbook, p. 11)
e.
Search & Seizure:
Guidelines for searches of students
are available on the 4J intranet at http://fsweb.lane.edu/docs/HRdefault.asp. If you have questions or concerns about this
information, please contact Risk Management (x3335). The information covers: Search by Police Officers, Reasonable Suspicion, Locker Searches,
Search of Personal Possessions, and Search of a Student’s Person.
f. Citations for Truancy:
have
questions regarding the process or referral form, you may call the Lane ESD
(461-8285).
g. Weapons: School Board Policy KGB, Dangerous Weapons
and Firearms, prohibits any person (student, employee, or visitor), other
than a law enforcement officer, from having a dangerous weapon on school
district property or at school district sponsored events that occur off school
property. The policy also prohibits
those individuals who have concealed weapons permits from having a dangerous
weapon on school district property or at school district sponsored events that
occur off school property. In addition,
any student or employee found to be in possession of a dangerous weapon may
face disciplinary action.
Decals giving notice of these
prohibitions have been placed on major entrances of all district
buildings. Please make sure that they
are visible to the public. Without the
notice, a person can reasonably argue that she or he did not know about our
rules, especially the one dealing with concealed weapon permits. If you need additional decals contact Facilities
(x3257).
PDF #3: Dangerous Weapons and Firearms, School Board Policy KGB
h.
Pocket or Tool Knives and
Pepper Spray and Employees:
Pocket or Tool Knives: The district’s
weapon policy allows the superintendent to make an exception to the
policy. The superintendent has made the
following determination: “School Board Policy KGB does not prohibit employees
or visitors from possessing a small pocket knife or tool knife with a blade of
less than two and a half inches in length when the knife or tool is carried in
a manner that can not be readily observed by students except when being
used.” Students are prohibited from
possessing a knife or tool knife of any length.
Pepper Spray and Employees: Some
employees, especially those who may be at a school alone and after hours, have
expressed concern that they may not be able to carry pepper spray for
self-protection. The district’s weapon
policy allows the superintendent to make an exception to the policy.
The
superintendent has made the following determination: “School Board Policy KGB does not prohibit
employees from carrying pepper spray for self-protection after they have
consulted with their supervisor to determine the conditions under which
the spray will
be carried and stored while at work. No
employee, however, is authorized to use pepper spray in the performance of his
or her job duties unless physically endangered without provocation.”
4. RESPONDING
TO THREATS BY STUDENTS
School
administrators by State Law are required to notify the parent of a student when
the student’s name appears on a targeted list that threatens violence or harm
to the students on the list, or when another student makes threats of violence
or harm to the student. The law also
requires school administrators to notify school employees if their name appears
on a targeted list threatening violence or harm to the school employee.
The law requires verbal notice within 12 hours of learning
of the threat, and written notice within 24 hours. Following is a PDF with the guidelines and
forms to be used in these situations.
Also, see Item #14 below, Required Notice to Families.
Please place an article about this requirement in your
back-to-school mailing and/or a fall newsletter.
PDF #4: Notice of Threats to
Students and Staff, Guidelines to Comply with House Bill 3444.
Oregon Law requires each school “to provide students with
the opportunity to salute the United States flag at least once each week of the
school year by reciting: “I pledge
allegiance to the Flag of the United States of America, and to the Republic for
which it stands, one Nation under God, indivisible, with liberty and justice
for all.’” The legislation further
states that “Students who do not participate in the salute ... must maintain a
respectful silence during the salute.”
Each
school must develop procedures to comply with the law. Please make sure you continue your practice
this school year.
School Board
Policies are available online by going to the District web site and clicking on
School Board Policy, or by going directly to http://policy.osba.org/eugene.
When updates or additions are made, an e-mail will be sent to administrators
and secretaries as to what policy or policies have been revised, added, or
deleted and will then be posted on the policy website.
From time-to-time, parents and other members of the
community may wish to make a complaint about staff, programs, or other
students. It is important that you
inform parents and members of the community of the correct complaint procedure
because each one has a different timeline and
process.
a.