Home » Superintendent’s Office » 2017-18 Administrators Back To School Memo

2017-18 Administrators Back To School Memo

September 2017

TO:
Administrators and Supervisors
School and Department Secretaries
Board of Directors
EEA, OSEA, MAPS and EAST Representatives
School Resource Officers
FROM: Gustavo Balderas, Superintendent
RE:
2017–18 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, you should be aware of a number of issues and policies including many that need to be shared with staff and parents each fall.

This information has been divided into sections with a link from the Table of Contents below. In each section you will find a description of each item to be reviewed and a clickable link to further information when required.

Section One covers items to be reviewed with your staff. Please familiarize yourself with each item in that section. At the end of Section One is a summary guide which contains the Back to School Staff Orientation Check List and all of the referenced policies and procedures.

Section Two includes notices you are required to send to families each fall.

Sections Three through Eighteen include other important information.


Table of Contents

SECTION ONE: ITEMS TO BE REVIEWED WITH STAFF

  1. Back to School Staff Orientation Checklist
  2. 2017–18 Spending Controls and Guidelines
  3. Wellness Policy
  4. School Board Policy JGDA/JGEA:  Student Discipline Procedures
  5. School Board Policy JB: Harassment, Intimidation, Bullying, Cyberbullying, Hazing and Teen Dating Violence
  6. School Board Policy JFG: Transgender and Gender Noncomforming Students, and its accompanying Administrative Rule
  7. School Board Policy JHCD: Administering Medication in School
  8. School Board Policy GBEB/JHCC: AIDS, HIV, and Hepatitis B
  9. School Board Policy AC: Nondiscrimination
  10. School Board Policy GBN: Sexual Harassment & District Administrative Rules Prohibiting All Forms of Harassment and Discrimination
  11. District Administrative Rules G2100 and G2120: Professional Conduct and Respectful Workplace
  12. District Administrative Rule: Attendance Expectations
  13. Notice Requirements for Leave
  14. School Board Policy GBCBA: Drug and Alcohol Abuse by Employees
  15. School Board Policies: GBK: Use of Tobacco Products; JFCG: Use of Tobacco by Students; and JFCH/JFCI: Drug, Tobacco and Alcohol Abuse by Students
  16. Technology Appropriate Use Guidelines
  17. Staff Email Use and Use of District Property
  18. Process for Handling Complaints Against Staff by Principal/Department Director
  19. Guidelines for Political Activity by Employees and Political Activities Notice
  20. Reporting Child Abuse
  21. Reporting Sexual Conduct or Child Abuse by School Employee Towards Student
  22. Locked Spaces Announcement
  23. Community Educators (Guest Speakers) and Outside Presenters
  24. Information regarding board resolution affirming commitment to a safe and supportive school environment for all students, regardless of national origin, immigration status, or documentation status.
  25. School Board Policy: Visitors to Schools and Properties
  26. Summary of Policies and Procedures for Section One

SECTION TWO: REQUIRED NOTICE TO FAMILIES

  1. Directory Information
  2. Second Parent Mailing
  3. Hours of School Supervision
  4. Threats by Students
  5. HIV/AIDS Instruction
  6. Armed Forces Recruiter Access to Students and Student Records
  7. Instructions for Communicating the Bullying, Harassment and Discrimination Prevention Process to Students and Parents
  8. Information regarding board resolution affirming commitment to a safe and supportive school environment for all students, regardless of national origin, immigration status, or documentation status. 

SECTION THREE: DISTRICT BACK-TO-SCHOOL MAILING: DISTRICT HANDBOOK AND CALENDARS

SECTION FOUR: STUDENT RIGHTS AND RESPONSIBILITIES HANDBOOK

SECTION FIVE: SCHOOL SAFETY

  1. Annual Review of Emergency Building Plans
  2. Immediate Assistance with Students
  3. Sharing Behavioral and Discipline Information with Teachers and Other Staff
  4. Cooperation with Law Enforcement Officers
  5. Search and Seizure
  6. Citations for Truancy
  7. Weapons
  8. Pocket or Tool Knives and Pepper Spray and Employees

SECTION SIX: REQUIRED FLAG SALUTES

SECTION SEVEN: SCHOOL BOARD POLICIES AND DISTRICT ADMINISTRATIVE RULES

SECTION EIGHT: COMPLAINT PROCEDURES

  1. General Complaint Process, Including Bullying, Harassment and Discrimination
  2. Food Services Discrimination Complaints

SECTION NINE: VOLUNTEERS

  1. Criminal Background Checks
  2. Confidentiality of Student Records

SECTION TEN: CHILD CUSTODY AND RELATED MATTERS

SECTION ELEVEN: STUDENT USE OF EMAIL AND THE INTERNET

  1. Guidelines for Elementary and Middle School Students
  2. Guidelines for High School Students
  3. Email Accounts
  4. Unacceptable Uses of 4JNet
  5. Unacceptable Uses of Personal Devices
  6. Staff Responsibility

SECTION TWELVE: STAFF AND PARENT NOTIFICATION SYSTEMS

SECTION THIRTEEN: EDUCATION RECORDS

  1. Records Release
  2. Student Directories
  3. Directory Information and Distribution of Student Names
  4. Sharing Information with Non-Custodial Parents

SECTION FOURTEEN: WORK SCHEDULE ISSUES FOR LICENSED AND CLASSIFIED STAFF

  1. Work Schedules for Licensed Staff
  2. Work Schedules for Classified Staff
  3. Work Year Issues for Licensed and Classified Staff

SECTION FIFTEEN: SITE-COUNCILS

  1. Role of Site-Councils
  2. Site-Council Guidelines
  3. Membership
  4. Open Meeting Laws

SECTION SIXTEEN: RELIGIOUS RECRUITMENT

SECTION SEVENTEEN: RELIGIOUS HOLY DAYS FOR 2017–18

  1. Jewish Holy Days
  2. Christian Holy Days
  3. Muslim Holy Days

SECTION EIGHTEEN: PRIORITY MEETING DAYS FOR 2017–18


SECTION ONE: ITEMS TO BE REVIEWED WITH STAFF

1.Printable 2017-18 Staff Orientation Checklist and Packet  Contained in this section and listed on the Check List are school board policies, collective bargaining provisions, and guidelines for activity that principals and directors are required to review each fall with school or department staff. Please review the 2017-18 Back to School Staff Orientation Checklist with your staff at the beginning of each school year to ensure they are aware of these important policies and provisions. Please have your staff sign and date the Check List and return it to you.

2. FY18 Financial Procedures for Schools and Departments  As a public entity, we are held to a high standard of stewardship for public resources. We each have a duty to care for the public trust. Moreover, our records can be subject to review, under the public records act, at any time. We are required to “exercise prudent judgment so as to maintain proper stewardship of taxpayer dollars.”

Travel, meals, entertainment, food, and employee reimbursements are common areas for public scrutiny and investigation, particularly in these times. Moreover, with limited resources, the district needs to ensure that as many resources as possible are targeted toward the classroom.

The attached procedures and guidelines practices that are required by law and are adopted throughout the U.S. by public organizations will assist administrators in approving appropriate spending, ensuring that expenditures are reasonable, complying with laws and policies, and monitoring expenditures. These include maximum rates or per diem for food, travel, and hotels; required documentation for reimbursements; and justifications of the type of expenditures that are defensible for our organizations’ purpose.

Please remember that a signature stamp is not allowed for any use.

3. Wellness Policy: 4J’s wellness policy supports a healthy learning environment and aligns with state requirements for food and beverages sold to students during the regular or extended school day. Please make sure that school staff are familiar with the key elements of the wellness policy that may affect them including:

  • Soda pop may not be sold or served to students during the regular or extended school day.
  • Use of candy as a reward is strongly discouraged. Certain candies that are largely sugar with minimal nutritional value may not be given to students as a reward.
  • Foods of minimal nutritional value that do not conform with the wellness policy (such as soda pop, most candy, candy-coated popcorn, water ices) may not be purchased with a district credit card and will not be reimbursed.
  • The Healthy Parties Guidelines lists nutritious and affordable snack ideas. These guidelines may help parents and staff to choose nutritious items for parties and celebrations.
  • Recess may be withheld for disciplinary reasons only on an occasional basis as part of an individual or school-wide behavior plan.

Requirements apply to before-school and after-school activities sponsored by the district, except for activities at which adults are a significant part of the audience such as a concert or sports competition. Board policy and administrative rules are posted on the 4J website.

4. Student Discipline Procedures: Section 12.13 of the bargaining agreement with licensed staff requires the district to “provide each unit member with a written student discipline procedure at the beginning of each school year. This procedure will specify the rights, duties, and responsibilities of unit members in the student discipline procedure.” The student discipline procedures are based on board policies JF/JFAJG and JGABJGAB/ARJGDA/JGEA and a section from the Student Rights and Responsibilities Handbook. Please provide all staff members with copies of the Student Discipline Procedures.

5. Harassment, Intimidation, Bullying, Cyberbullying, Hazing and Teen Dating Violence: School Board Policy JB prohibits bullying and harassment, including intimidation, cyberbullying, hazing and teen dating violence. Administrators are required to provide an overview of the policies and procedures of dealing with harassment, intimidation, bullying, cyberbullying, hazing and teen dating violence incidents at a staff meeting each fall. Please review the booklet “Dealing with  Bullying, Harassment and Discrimination–District Procedures, Complaint Processes, Forms and Guides  (August 2014 edition)” with your staff.

6. The district believes that all students deserve to be physically and psychologically safe at all times. Students who exhibit behaviors that do not conform to expectations for students of their gender of physical birth are among the most at-risk. As a result, on May 20, 2015, the School Board adopted Policy JFG: Transgender and Gender Nonconforming Students, and its accompanying Administrative Rule, JFG-AR.

7. School Board Policy JHCD: Administering Medication in School: School Board Policy JHCD states, “The principal shall notify school personnel each year about the provisions of this policy dealing with medication.”

8. School Board Policy GBEB/JHCC: AIDS, HIV, and Hepatitis B: School Board Policy GBEB/JHCC requires “all school staff members, including custodians, bus drivers, and secretaries …[to] be fully informed…” of the policies and district first aid procedures. It is important that the policy and the first aid precautions be reviewed with your staff early in the school year, and that the current first aid procedures are posted in the health room. If your whole staff participates in the training for bloodborne pathogens, this requirement will be met. Please work with the health services staff and Risk Management if you would like assistance with this.

9. In May, 2015, the School Board Readopted Policy AC: Nondiscrimination. Please review it with your staff and remind them that “sexual orientation” means an individual’s actual or perceived heterosexuality, homosexuality, bisexuality or gender identity, regardless of whether the individual’s gender identity, appearance, expression or behavior differs from that traditionally associated with the individual’s sex at birth.

10. School Board Policy GBN: Sexual Harassment and District Administrative Rules Prohibiting All Forms of Harassment and Discrimination and Harassment Poster:  “It is the policy of Eugene School District 4J that sexual harassment of employees in the work environment is unacceptable and will not be tolerated.” Please review the board policy and District Administrative Rules G1140–G1170 with your staff and see that the policies, and the provided poster, are posted in a conspicuous place. Please also remind staff that the district strictly prohibits all forms of harassment and discrimination. If any employee believes that another employee or agent of the district has violated this policy, he or she must promptly contact the Human Resources Director or the superintendent’s office. In addition, remind staff that district policies are intended to encourage the reporting of violations and therefore prohibit retaliation against a person who has made a complaint.

11. Professional Conduct and Respectful Workplace: The district is committed to a positive and professional workplace for all its employees. This means that all employees are expected to treat each other with courtesy and consideration, and to conduct themselves competently and professionally at all times. The district has published administrative rules G2100 and G2120, found on this page of our website that describe these policies. Please provide staff with copies of this handout.

12. The district expects reliable and timely attendance by all employees. Please review the Attendance Expectations with your staff.

13. The district expects timely leave notification by all employees.  Please review the Notice Requirements for Leave with your staff.

14. School Board Policy GBCBA: Drug and Alcohol Abuse by Employees: School Board Policy GBCBA requires that a copy of the policy be distributed annually to all employees. The district has published administrative rule G2430, found on this page of our website that describes this policy. Please provide staff with a copy of District Administrative Rule G2430.

15. School Board Policies GBK: Use of Tobacco ProductsJFCG: Use of Tobacco by Students; and Policy JFCH/JFCI: Drug, Tobacco and Alcohol Abuse by StudentsEffective January 1, 2006, all district schools, buildings and property became tobacco free sites in accordance with a new Oregon Department of Education administrative rule captioned “Tobacco Free Schools.” The Oregon Administrative Rule, OAR 581-021-0110 Tobacco Free Schools, reads:

(1) For the purposes of this rule “tobacco” is defined to include any lighted or unlighted cigarette, cigar, pipe, bidi, clove cigarette, and any other smoking product, and spit tobacco, also known as smokeless, dip, chew, and snuff, in any form.

(2) No student, staff member, or school visitor is permitted to smoke, inhale, dip, or chew, or sell tobacco at any time, including non-school hours:

(a) In any building, facility, or vehicle owned, leased, rented, or chartered by the school district, school, or public charter school; or

(b) On school grounds, athletic grounds, or parking lots.

(3) No student is permitted to possess a tobacco product:

(a) In any building, facility, or vehicle owned, leased, rented, or chartered by the school district, school, or public charter school; or

(b) On school grounds, athletic grounds, or parking lots.

(4) By January 1, 2006, school districts must establish policies and procedures to implement and enforce this rule for students, staff and visitors.

The district revised its policy and administrative rules to reflect the requirements of the Tobacco Free Schools Department of Education administrative rule. Since January 1, 2006, employees as well as visitors and students have been prohibited from smoking and using tobacco on district property. Please note that students also are prohibited from possessing these tobacco products on district property as defined above.

All employees are expected to comply with this policy and state administrative rule. If you have questions about the application of this policy to your particular situation, please contact an HR administrator at 541-790-7660.

16. Technology Appropriate Use Guidelines: All employees need to review the recommended guidelines, expectations, and procedures for student use of technology so they understand their professional responsibility and potential liabilities when supervising student use of district technology.

If staff members are aware of and follow the district’s expectations outlined in the Technology Appropriate Use Guidelines, they will have met their professional responsibility and should be protected from any potential liability.

17. Staff Email Use and Use of District Property: It is important for all staff to understand that they must also personally follow the guidelines when they are using their district email accounts or accessing the Internet on a district computer. They should not have an expectation of privacy when using a district email account or a district computer. This memo provides guidelines for email signatures.

District Administrative Rule G2300.10: Staff Email Usage specifies appropriate usage of district email accounts. It is particularly important to note that staff should not use district email accounts for personal use, except on an incidental basis.

School Board Policy KGF: Use of District Property responds to a number of issues and questions that have arisen because of advances in technology, especially as it relates to the use of the Internet, 4JNet, and cellular telephones.

  • All district property is to be used in a “manner that is consistent with the district’s public purpose and that will not be a discredit to the district.”
  • District property may not be used “to display vulgar and plainly offensive, obscene, or sexually explicit language or images.”
  • District property may not be used “for personal gain” without prior written approval of the superintendent.
  • Staff may from time to time use district property (telephones and email) for personal communication, as long as it is used “in a manner that is consistent with the district’s public purpose, that will not interfere with district operations, and that will not be a discredit to the district.”
  • Staff and volunteers may not “use district property that has an associated direct usage charge for personal business unless it is incidental to their assignment.” That is, employees should not use school district cellular phones or make long distance telephone calls for personal reasons unless it is related to their work assignment. For example, an employee may be delayed at a district meeting and need to contact family members to say he or she is late.

18. Process for Handling Complaints Against Staff by Principal/Department Director: Please inform all employees that they will be notified in confidence of any complaint against them that is received. In accordance with Article 12.9 of the bargaining contract with the Eugene Education Association, all unit members must be given timely notice of any parent or student complaint. If members are not given notice, the complaint cannot be referenced or used in a performance evaluation or discipline

19. Guidelines for Political Activity by Employees and Political Activities NoticePublic employees cannot use public time or resources to advocate for or against a ballot measure or a candidate or to collect signatures for a ballot measure or candidate. This includes use of our school communication channels and use of our computer network to send information, even if it is outside of regular working hours.

Oregon law (ORS 260.432 (2)) states: “No public employee shall solicit any money, influence, service or other thing of value or otherwise promote or oppose any political committee or promote or oppose the nomination or election of a candidate, the gathering of signatures on an initiative, referendum or recall petition, the adoption of a measure or the recall of a public office holder while on the job during working hours. However, this section does not restrict the right of a public employee to express personal political views.”

Staff members may wear political buttons while on the job. Wearing of political buttons is a constitutional right of freedom of speech.

Schools and other public employers are required to post a notice regarding restrictions on political activities in a conspicuous place.

20. Reporting Child Abuse: Please review the reporting procedure described below.

By law, all school employees must report possible child abuse whenever they believe that a child they come into contact with (both on and off the job) has suffered abuse, or when a person they come into contact with has abused a child.

Please review this requirement with your staff and remind them that they must file a report with the local office of the Department of Human Services (DHS), the City of Eugene Police Department, or the Lane County Sheriff’s Office in the following two instances:

  1. Whenever they have reasonable cause to believe that a child with whom they have come into contact has suffered abuse. This applies to them both when they are on duty and when they are off duty.
  2. Whenever they believe that an adult they come into contact with has abused a child. This also applies to them both when they are on duty and when they are off duty.

By law, each school building must post the name and contact information designated for the building to receive reports of suspected child abuse or sexual conduct by school employees and the procedures the person will follow upon receipt of the report. The district has designated each building principal as such a person and requires that in all cases of suspected child abuse or sexual conduct by a school employee, that the Director of Human Resources or designee also be immediately notified. The reason for this is to ensure that the district follows the process required by law in cases involving alleged abuse or sexual conduct toward a student by a school employee.

Please review the Child Abuse and Sexual Conduct Posting with staff and post in a conspicuous place.

Please review District Administrative Rule G2400: Child Abuse with staff and post in a conspicuous place.

Pregnancy: It is recommended that you review information about reporting when a student is pregnant.

It continues to be critical that you are sensitive to the needs of young women who become pregnant, to encourage and urge them to inform and involve their parents, and to refer them to appropriate counseling and medical services. There are instances when, as a mandated reporter, you must report your knowledge that a young woman who is pregnant was the possible victim of child sexual abuse. Use the following guidelines in determining when to report that a pregnant girl may have been the victim of child abuse to DHS or a law enforcement agency.

You must always report when you have reasonable cause to believe that a student who is under the age of 18 is pregnant because of child abuse. There is one exception: if a student between the age of 15 and 18 consented to a sexual relationship, and the person with whom the student had sexual relations is “less than three years older than the victim at the time of the alleged offense” (ORS 163.345), it is not likely to be considered to be sexual abuse, and you are not required to make a report.

It is possible that DHS or a law enforcement agency may make a decision not to investigate the case further, but school employees are required to make the report. Whenever you have questions about when it is necessary to report suspected abuse, please call the Director of Secondary Services, (x7879) or Christine Nesbit, Human Resources (x7664) to discuss the situation.

21. Reporting Sexual Conduct or Child Abuse by School Employee Towards Student: State law requires reporting and other procedures when a staff member is suspected of sexual conduct directed toward a student. Please inform your staff about the requirements below and post Administrative Rule G2400.01 in a conspicuous place.

1. Sexual conduct by school employees towards students is prohibited.

The District strictly prohibits child abuse and sexual conduct by school employees. “Child abuse” is defined in District Administrative Rule G2400 and discussed above.

“Sexual conduct” means any verbal or physical conduct by a school employee that:

  1. Is sexual in nature;
  2. Is directed toward a student;
  3. Has the effect of unreasonably interfering with a student’s educational performance; and
  4. Creates an intimidating, hostile or offensive educational environment.

Sexual conduct does not include behavior that would be child abuse as outlined in District Administrative Rule G2400, Reporting Child Abuse.

All employees are subject to this administrative rule.

2. Employees need to follow certain reporting procedures in cases of suspected child abuse or sexual conduct by a school employee,

Any employee who suspects that another employee, contractor or volunteer has engaged in child abuse or sexual conduct must immediately report it to his/her supervisor and the Director of Human Resources or designee who may be reached at 541-790-7660. This reporting obligation is in addition to the duty of every school employee to report suspected child abuse to a local law enforcement agency or the local office of the Department of Human Services.

No reprisal or adverse action will be taken as a result of an employee who initiates a good faith report about suspected child abuse or sexual conduct by a school employee.

3. Administrative leave and investigation

In all cases of suspected child abuse or sexual conduct by a school employee there will be an investigation conducted, and in some cases, the district will place an employee on paid administrative leave pending the investigation.

4. Required training

By law, district employees must receive training each year on the prevention and identification of child abuse and sexual conduct and on employees’ obligations to report. Employees will receive information on the mandatory training in an email directly from the district’s provider, SafeSchools.

5. Required posting

The law requires each school building to post the name and contact information of the persons designated for the school building to receive reports of suspected child abuse by school employees and the procedures the person will follow upon receipt of a report.

22. Locked Spaces Announcement: Please read the following announcement about locked spaces to employees:

The district’s practice is to make a locked space available to all employees so they may secure small personal valuables (such as a wallet or purse). The space may be located in the school office, classroom, locking file cabinet, or any other location that you determine is secure. Buildings may also provide employees a locked space inside a classroom or work area by installing a lock on a file cabinet or desk drawer.

Administrators will work with employees to ensure that they are aware of what locked space is available at each site. If a locksmith’s services are needed, the administrator will call Facilities and make arrangements with Facilities directly. Please note that there could be a substantial wait time for a locksmith’s services because the district’s financial circumstance has curtailed this service.

23. Community Educators (Guest Speakers) and Outside Presenters: Please review the following administrative rule with your staff:

District Administrative Rule I1700

We recognize that guest speakers and outside presenters are a valuable resource for enriching district curricula. Community presenters and guest speakers must adhere to the following guidelines:

  • Information presented must be educational, not promotional.
  • Presenters are prohibited from gathering personally identifying information from students. It is allowable for presenters to post their name, the name of the organization with which they are affiliated, and phone number, email address, or other contact information. This contact information should be given in a neutral way. It can remain posted throughout the presentation and shall be removed when the presentation is over.
  • The information presented should be age appropriate and relevant to curriculum and classroom instruction.
  • The information must be presented in a neutral and nondiscriminatory manner.
  • District representatives have a responsibility for vetting and supervision of guest speakers and outside presenters. Building administrators have the authority to cancel or stop presentations deemed to be inappropriate.

24.  Supporting Undocumented Students:  Please review the attached FAQ Supporting Undocumented Students, “4J Board Resolution affirming commitment to a safe, inclusive, and supportive school environment for all students, regardless of national origin, immigration status, or documentation status” and staff training pdf.

25. School Board Policy: Visitors to Schools and Properties: Please review the school board policy regarding Visitors to Schools and Properties with your staff.

26. Summary of Policies and Procedures for Section One: This PDF File  contains all of the documents referred to in the Check List. You can use this during your staff meeting or orientation. Remember to have each staff member sign and date the Check List and return a copy to you.

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SECTION TWO: REQUIRED NOTICE TO FAMILIES

There are a number of notices you are required to give to families during the course of the school year.

1. Directory Information: District policy and federal and state laws permit school principals, or the superintendent, to release directory information in conjunction with a school or school district activity without parent consent if notice is given to parents and they are given a reasonable amount of time to object. Please include a copy of An Important Note to Parents About Education Records and the Release of Directory Information in your fall communication to parents.

 2. Second Parent Mailing: Please inform parents and students when they enroll for school that we can provide duplicate mailings to non-custodial or co-custodial parents. This duplicate mailing system covers grade report mailers and those items that are mailed using address labels. Other items that may be forwarded to the homes of students by other than direct mail are not included. Please include a copy of School Information Available for Non-Custodial Parents in your fall communication to parents. It is our obligation to inform parents of the availability of this service.

3. Hours of School Supervision: A school district’s legal liability can come into question if a student is injured or the victim of a crime before or after school. We do not want to discourage students from coming to school, but they and their parents should be aware of the hours during which the school provides supervision.

Please continue to include Important Information for Parents and Students—Hours of School Supervision in fall and winter mailings, newsletters, student handbooks, parent handbooks, and other appropriate individual school publications.

4. Threats by Students: Administrators 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. Please place an article about how a School is to Inform Parents if Their Student Receives a Threat in your back-to-school mailing and/or a fall newsletter so that parents are not surprised if they receive such a notice. Here are the guidelines entitled Guidelines to Comply with House Bill 3444 for your use.

5HIV/AIDS Instruction: Oregon Administrative Rules, Oregon statute, and district policies require that parents be notified in advance of instruction about infectious diseases, including HIV, AIDS, and Hepatitis B. Parents must be given the opportunity to review the curriculum material and have the right to request, in writing, that their student be removed from all or a part of the district’s HIV/AIDS instructional program. Please follow the procedures outlined in District Administrative Rule I1500, Infectious Diseases Instruction, Including HIV/AIDS. The annual District Handbook sent to each family includes an explanation about the district’s position on HIV/AIDS instruction. Schools are required to inform families of their individual building plans.

6. Armed Forces Recruiter Access to Students and Student Records in English and SpanishFederal law provides Armed Forces recruiters access to student recruiting information and access to students. Schools need to provide student information including name, address and telephone listing to recruiters when asked and you need to provide recruiters access to students as you would a college recruiter. However, a secondary school student or the parent of the student may request this information not be released without prior parental consent. The No Child Left Behind Act of 2001 requires the school to notify parents of this option. As a result, please make sure this notice is prominently displayed for parents in your school communications, both in print and online, and at student registration times. When printed, this notice should be on bright yellow paper.

7. Instructions for Communicating the Bullying, Harassment and Discrimination Prevention Process to Students and Parents:

  1. Schools will share this information with staff each year.
  2. Schools will share this information with students each year. Schools may determine the best way to do this. Principals should document the communication method used.
  3. Schools will share this information with parents. Schools may determine the best way to do this; again, principals should document the communication method used.
  4. All incidents involving harassment, intimidation, bullying, cyberbullying, hazing, teen dating violence or discrimination must be reported electronically in Synergy.
  5. Schools will be required to report to the district annually on their efforts to prevent and respond to harassment, intimidation, bullying, cyberbullying, hazing, teen dating violence or discrimination.

Here is sample wording to be included in a fall parent newsletter:

Eugene School District 4J has policies and programs to prohibit and prevent bullying and harassment, including intimidation, cyberbullying, hazing and teen dating violence. Discrimination, meaning any act that has the purpose or effect of unreasonably differentiating in treatment in any instructional program, extracurricular activity, or in the provision of any other service or benefit, is prohibited on the basis of race, color, religion, sex, sexual orientation (actual or perceived), gender identity or expression, national origin, marital status, age or disability.

The district encourages students, parents and other patrons to share their concerns with district officials if they believe they or someone else has been the victim of bullying and harassment, including intimidation, cyberbullying, hazing and teen dating violence, or discrimination. No reprisal or adverse action will occur as a consequence of initiating a complaint in good faith. 

Incidents should be reported to the school principal or other staff member. If the complainant has worked with the school and is not satisfied with the resolution, or if the principal is believed to be involved, a complaint may be directed to the superintendent’s office. Complaint forms and information about the complaint process are available in all 4J school offices and at the 4J Education Center, 200 North Monroe Street, Eugene, OR 97402. For more information, contact your school principal or the superintendent’s office, 541‑790‑7707.

8. Information regarding 4J Board Resolution affirming commitment to a safe, inclusive and supportive school environment for all students, regardless of national origin, immigration status, or documentation status. 

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SECTION THREE: DISTRICT BACK-TO-SCHOOL MAILING: DISTRICT HANDBOOK & CALENDAR

The annual District Handbook is mailed to all registered students’ addresses in late summer. Extra copies are sent to schools for staff and for incoming families. Please review the district handbook so that you are able to refer parents and members of the community to relevant sections.

A school calendar is included in the handbook and is also available as a one-page handout. Calendar information (including the academic calendars, work-year calendars, and holiday information) is available in a variety of formats here.

Any instruction days missed due to hazardous weather will be made up by adding days at the end of the school year.

Additional copies of the district handbook and the one-page block calendar handout are available by calling the Communications Office at x7707.

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SECTION FOUR: STUDENT RIGHTS AND RESPONSIBILITIES HANDBOOK

The 4J Students Rights and Responsibilities Handbook was revised in 2016 and was mailed to all registered families with the district back-to-school mailing in August 2016. Extra copies were sent to schools for staff and for incoming families. A copy of the 2016 revision of this handbook should be provided to every new student.

If you need additional copies for staff and new families, please call the Communications Department at x7707.


SECTION FIVE: SCHOOL SAFETY

Please pay special attention to these items dealing with school safety.

1. Annual Review of Emergency Building Plans: Over the last several years, each school has customized the district’s Emergency Procedure Manual with specific emergency phone numbers and evacuation routes so that you are able to respond to emergencies most effectively. It is very important that you review your procedures annually with your staff and volunteers and make any adjustments that may be required as a result of staff, building, or other operational changes.

Additional copies of the district Emergency Procedure Manual are available from the Risk Management Office. Contact Risk Management if you need someone to work with you on your emergency plans (x7673).

2. 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 (x7673) or Educational Support Services (x7800) and someone will ensure that you get assistance and/or make a referral to either in-district or outside resources.

3. 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.

4. 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 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 (School Resources Officers or SRO) are familiar with the rules.

The procedural guidelines for contacting parents are outlined below, and are available here. If you have questions or concerns about this information, please contact Risk Management (x7673).

 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, or
    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 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.” Please refer to the Guidelines for Searches of Students.

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. (Source: Students Rights and Responsibilities Handbook, see School Board Policy JFCJ: Weapons in the Schools.)

5. Search & Seizure: Guidelines for searches of students are available in the Students Rights and Responsibilities Handbook. If you have questions or concerns about this information, please contact Risk Management (x7673).

6. Citations for Truancy: Oregon law allows a school district to issue a citation of $160 to parents whose children do not regularly attend school, that is, who are truant. The law also requires the district to follow a process before the citation can be issued. 4J will investigate cases of truancy and conduct any truancy hearings that are recommended by the truant officer.  The superintendent’s office will conduct any truancy hearings that are scheduled. To initiate a citation process or if you have questions about issues of truancy, please call Lisa Hollingsworth at 541-790-7553.

7. Weapons: School Board Policy JFCJ: Weapons in the Schools, 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 (x7400).

8. Pocket or Tool Knives and Pepper Spray and Employees: The district’s weapon policy allows the superintendent to make an exception to the policy.

Pocket or Tool Knives: 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 as well as any item that may be considered to be a dangerous weapon of any form.

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 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.”

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SECTION SIX: REQUIRED FLAG SALUTES

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.

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SECTION SEVEN: SCHOOL BOARD POLICIES AND DISTRICT ADMINISTRATIVE RULES

School Board Policies and District Administrative Rules are available online. When updates or additions are made, the online version will be updated and an email will be sent to administrators and secretaries as to what policy or rule has been revised, added, or deleted.

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SECTION EIGHT: COMPLAINT PROCEDURES

From time to time, students, parents and other community members wish to make a complaint about staff, programs or other students. Most complaints, including those related to bullying, harassment and (in most cases) discrimination, follow a similar process. The exception is complaints of discrimination in the food services program. Please familiarize yourself with Board Policy KLD: Commendation and Criticism of Employees.

General Complaint Process, Including Bullying, Harassment and Most DiscriminationMost complaints, including reports of harassment and bullying (including intimidation, cyberbullying, hazing and teen dating violence) and discrimination, should first be reported at the building level. The complainant should work to resolve the issue with the subject of the complaint, the principal or supervisor, and/or the person assigned by the principal or supervisor. If the complainant is not satisfied after working to resolve the issue at the building level, or if the principal is the subject of the complaint or is believed to be involved in the incident of bullying, harassment or discrimination, the complainant may file a formal complaint with the superintendent’s office. There is a single complaint form for use by anyone.

Because the first step of the complaint process is to try to resolve the issue at the building level, in most cases you will already have knowledge of the issue by the time someone submits a complaint form to the superintendent’s office. If a complaint form is submitted and the complainant has not already worked to resolve the issue at the building level, in most cases the complaint will be referred to you for follow-up.

The district’s complaint process and form were revised in 2012 to reflect changes in state law and board policies and to clarify the process after a complaint is received. If you have any questions about the complaint process, please contact the superintendent’s office at x7707.

Food Services Discrimination Complaints: The United States Department of Agriculture (USDA), which subsidizes our food services program, has special discrimination complaint procedures that must be followed when a parent or student who participates in the program believes he or she has been discriminated against. Any student or parent participating in a USDA program who feels he or she has been discriminated against should write directly to:

United States Department of Agriculture
Office of Civil Rights, Room 326W
Whitten Building
14th and Independence Avenue SW
Washington, DC 202050-9410

Any staff member who receives a verbal or written discrimination complaint should forward the complaint to Simone Sangster, Chief Financial Officer. We are required to log the complaint and forward it to the USDA.

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SECTION NINE: VOLUNTEERS

1. Criminal Background Checks: District Administrative Rule I9600: Placement of Volunteers requires that volunteers who meet any of the criteria below receive a criminal background check:

  • The volunteer will have unsupervised contact with students;
  • The volunteer has a regular and ongoing assignment at the school;
  • The volunteer will be off campus with students in an unsupervised situation, including driving students on field trips;
  • The volunteer is a mentor to a student or students;
  • The volunteer is a coach or activity director; or
  • The volunteer is unknown to the school or department staff.

This memo from Risk Management describes the criminal background check process. A letter to parents explaining the criminal background check requirement is also included. Feel free to revise it and sign your name to the letter, if you wish. Additional information for prospective volunteers is available in the district’s Volunteer Guidelines.

2. Confidentiality of Student Records: Access to student information is subject to the federal Family Educational Rights and Privacy Act of 1974 (FERPA) as well as the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and Oregon health information law, ORS 746.600 et.seq.

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SECTION TEN: CHILD CUSTODY AND RELATED MATTERS

The number of difficult issues related to child custody continues to increase. This memo discusses how to respond to some of these issues:

  • Student safety
  • Release of information to non-custodial parents and law enforcement agencies
  • Releasing students to non-custodial parents and other adults
  • Visitations by non-custodial parents

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SECTION ELEVEN: STUDENT USE OF EMAIL AND THE INTERNET

4JNet allows students access to email and the Internet. Teachers are expected to provide guidance and supervision of students who use 4JNet. Complete guidelines for the use of 4JNet are available at schools and on the district’s website. Personal devices, such as cell phones, smart phones, tablets, digital cameras, MP3 players and laptops, may be used for instructional purposes in the classroom at the discretion of the teacher. District guidelines are summarized below.

1. Guidelines for Elementary and Middle School Students:

  • Only first names will be used when student work is published on the network;
  • Pictures that are a part of a student project will not include other identifying information;
  • Under no circumstances will a student’s home address or phone number be included;
  • If replies are appropriate, only the sponsoring teacher’s return email address will be displayed, not the student’s; and
  • Only in special circumstances, and with parent consent, will identifying information be included.

2. Guidelines for High School Students: While the guidelines for elementary and middle school students generally apply to high school students, there are circumstances where it is appropriate for older students to provide identifying information along with the work they publish on the Internet. Examples include when college entrance or employment opportunities might be enhanced by viewing a student’s work. When high school students want to post identifiable information, they are required to have the approval of a supervising staff member and are encouraged to involve parents. The student and supervising staff member will balance the potential risk against the benefits.

3. Email Accounts: Secondary students will be provided with individual 4JNet email accounts unless a parent or guardian has returned a form denying it. Generally, elementary students may be granted email access through a classroom account requested by a teacher. In certain circumstances, an elementary student may be granted an individual email account at the request of the teacher and the approval of the parent. If the student has been granted a 4JNet email account, the student, who is responsible at all times for its proper use, should never share his or her password with other persons. No student shall be required to subscribe to a commercial email service without the consent of the parent, unless approved by the superintendent.

4. Unacceptable Uses of 4JNet: The following uses of 4JNet and the Internet are unacceptable and may result in disciplinary action, including suspension or revocation of network privileges, and suspension or expulsion from school.

  • Violation of School Board Policy, District Administrative Rules, or any provision in the Student Rights and Responsibilities Handbook;
  • Copying commercial software or other material in violation of federal copyright laws;
  • Use of the network for financial gain, commercial activity, or illegal activity;
  • Accessing another person’s individual account without prior consent, or accessing a restricted account without the prior consent of the responsible administrator or teacher;
  • Transmission of any material in violation of any local, state or federal law. This includes but is not limited to copyrighted materials, threatening or obscene material, or material protected by trade secret;
  • Any form of vandalism, including but not limited to damaging hardware, computer systems or networks and/or disrupting the operation of the network;
  • Creating and/or placing a computer virus on the network;
  • Activity with a malicious intent to disrupt the network;
  • Installation of unapproved equipment (e.g. wireless access points, routers, switches, network cabling not provided or approved by the Computing and Information Services Department), installation of unapproved or unlicensed software, or changing of district settings;
  • Use of the network to bully, harass or discriminate against another individual or group of individuals;
  • Posting information or images that could be a form of harassment, intimidation or bullying; could promote a hostile educational climate; or could disrupt the educational process;
  • Use of or inviting the receipt of vulgar and plainly offensive, obscene, or sexually explicit language or material in any form;
  • Use of the network to access pornographic or obscene material;
  • Sharing of inappropriate materials or their sources with other students or knowingly accessing inappropriate materials. Students should report any inappropriate material they access to a teacher, other staff person, or their parents; or
  • Bypassing of district-specified filtered Internet websites on computers used by students.

5. Unacceptable Uses of Personal Devices: Unacceptable use of personal technology devices by students may result in suspension or revocation of personal device privileges. These include, but are not limited to:

  • Use of a personal device that violates any of the unacceptable uses for district-owned technology listed above;
  • Use of a personal device to gain or give an advantage in a testing situation;
  • Use of personal devices during class that are not approved by the school or the individual teacher (e.g. cell phones, smart phones, tablets, digital cameras, MP3 players, and laptops); or
  • Downloading and installing district-licensed software on personal devices unless specifically allowed by the licensing agreement.

6. Staff Responsibility: Teachers are expected to provide guidance and supervision of students who use 4JNet in the following ways:

  • Teachers and other supervising adults should discuss the appropriate use of 4JNet and Internet with their students, monitor their use, and intervene if the resource is not being used appropriately. Any possible security violation must be reported to the Computer and Information Services Department.
  • Computers that allow access to the Internet should be placed in areas supervised by adults.

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SECTION TWELVE:  NOTIFICATION SYSTEMS

The district notification system, SynreVoice, is used for notifying parents of student absences, general school event notifications, emergency and high-priority situations by email, phone and text message. Parents must opt-in before they will receive text messages.

Parents must opt-in before they will receive text messages. To opt in, send a text that says JOIN to short code 56360, using a mobile phone that is already associated with the student’s school records.

Notifications of student absences happen automatically for those schools requesting it, while event and emergency notifications are initiated by trained staff in each school. This system is extremely rapid: messages reach staff and families quickly. If assistance is needed to initiate notification in an emergency situation, contact Communications or the Superintendent’s office.

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SECTION THIRTEEN: EDUCATION RECORDS

1. Records Release: District policy requires that records be transferred within 10 days of receiving a request from another school, school district, or educational agency. There is an exception to the 10 day standard: When a student is in custody of the state, schools shall provide records to the receiving school within 5 (five) days. We have an obligation to maintain confidentiality and to ask that anyone receiving educational records maintains confidentiality. The transfer of records, except for directory information, to a third party shall include the following statement:

“These records are confidential and may not be released to any other person or agency without the written consent of the student’s parent or the student if the student is 18 or attending an institution of post-secondary education.”

Respect the rights of parents and eligible students to consent to release of educational records, let them know that records may be released, when the release could occur, the parties to whom the records may be released, and their right to a copy of the district policy and guidelines for release of educational records. Provide information as to the requirement of federal and state guidelines, such as No Child Left Behind, to furnish records to military recruiters for high school students unless a parent or eligible student requests otherwise.

Guidelines have been developed by the district for copying and retaining copies of the student’s educational records through ORS 166-400-0060:

Original Student Records
(a) Original
Documents a core set of information about an individual student, including directory information, dates of entry and exit, schools previously attended, attendance, and additional information proscribed by the school or district in which the student attended. (a) 75 years
Oregon Student Record
(b) Readable Photocopy
Documents a core set of information about an individual student, including directory information, dates of entry and exit, schools previously attended, attendance, and additional information proscribed by the school or district in which the student attended. (b) maintain for one (1) year after the student transfers out of district.

4J’s practice is to retain copies of the permanent record indefinitely.

2. Student Directories: Many schools distribute a student directory for use by students and parents so that they are able to contact one another to complete school business or make social arrangements. There are two important issues related to these directories.

  1. Parent Consent: You must give parents the opportunity to have their students’ names omitted from the directory. You cannot include the names of those children whose parents have asked that directory information about their students not be released, unless they give you written approval.
  2. Disclaimer: On occasion, these directories have been used by parents or others in the community for business purposes, that is, to contact possible customers or donors. As a result, we suggest that you include a disclaimer in such directories that says:

“This student directory is for use of students, parents, and staff for school and school-related business. It is not to be used by them for business, commercial, or fund-raising activities not sponsored by the school, nor is it to be released to other organizations, businesses, or persons.”

3. Directory Information and Distribution of Student Names: Each year schools and departments receive requests from private businesses and non-profit organizations to release lists of student names. School Board Policy GBLB prohibits the release of such lists, and states, “No names or addresses of parents or students shall be furnished to any individual, firm, or organization without the approval of the board. However, the superintendent or principal may release directory information relating to the students and parents for school-related activities in accordance with Policy JO and other information prescribed in Policy JO.”

4. Sharing Information with Non-Custodial Parents: You routinely are asked what information you are able to share with non-custodial parents. Ordinarily, both parents (custodial and non-custodial parents) have the right to receive all information about their children and to examine all student records of their child unless there is a court order specifying that access to records is limited (this is rarely the case).

When parents are separated and no legal custody has been awarded, or when a parent has been designated a non-custodial parent by a court order, the following procedure shall apply, unless otherwise provided by a court decree or order:

  1. Each parent, or a representative of a parent if authorized in writing by the parent, may inspect and review the education records of that parent’s child.
  2. Each parent has a right to question the appropriate licensed staff and make reasonable requests for explanations and interpretations of the student records. Licensed staff is not required to respond to requests by parent representatives for explanations or interpretations of the records.

There is nothing that limits your ability to inform the custodial parent when you release such records.

Please note, a non-custodial parent does not have the right to make educational decisions for the student. Only a parent with legal custody may do so.

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SECTION FOURTEEN: WORK SCHEDULE ISSUES FOR LICENSED AND CLASSIFIED STAFF

1. Work Schedules for Licensed Staff: The District/Eugene Education Association collective bargaining agreement requires administrators to provide all unit members the opportunity to collaborate on decisions involving work schedule issues in Article 10. Please review Article 10.

2. Work Schedules for Classified Staff: Classified staff who work more than five hours a day are guaranteed at least a one-half hour duty free lunch, except in the case of an emergency. They are not paid for their lunch period. They are also guaranteed a fifteen minute break for every four hours worked or each major fraction thereof. Employees are to take the rest break in the middle of each work period insofar as is possible. Please review Articles 21.2 and 21.3 of the OSEA contract and be sensitive to this issue.

3. Work Year Issues for Licensed and Classified Staff: Employee work year calendars are posted on the district website. For additional information, please call Human Resources at 541-790-7660.

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SECTION FIFTEEN: SITE COUNCILS

Below is information about the role of site councils, the membership requirements that have been established by the district, and how to comply with the requirements of the state’s open meeting laws.

1. Role of Site Councils: The district guidelines for site-based decision making state, “Each school will have a site council composed of stakeholders that work together collaboratively and cooperatively to plan programs, make operational decisions, consider curriculum issues, adopt building policies, and solve problems.” It is appropriate for site councils to be involved in making these decisions as long as they comply with state and district laws, policies, and rules. Each site council determines what decisions it will participate in making, within these parameters.

Site councils can help make program and policy decisions. However, there are two kinds of decisions that site councils cannot be involved in: final staffing decisions and individual student issues. For example, site councils can participate in decisions about whether there will be a music specialist or what programs will be emphasized in a school, but they cannot determine which teachers will be assigned to teach certain classes once the program decision is made.

2. Site Council Guidelines: This link provides the most recent set of district guidelines that deal with site councils.

3. Membership: Each school site council should include the following members: parents, teachers, classified staff, administrators, and, as determined by the council, students. Article 18 of the Collective Bargaining Agreement with the Eugene Education Association establishes how the number of representatives from each stakeholder group should be determined. It states:

One-half of school or work site committee members shall be unit members (teachers and other licensed staff). The unit members may be less than one-half and not less than the number needed for unit members to be the largest stakeholder group, if the site committee and at least seventy-five percent (75%) of the school or work site unit members desire to have fewer unit members.

4. Open Meeting Laws: School site councils are required by state law to comply with public meetings laws. If you follow these guidelines, you will be in compliance:

  1. Meetings are open to the public: All meetings are open to the public and all persons shall be permitted to attend any meeting. No quorum of the council can meet in private for the purpose of deciding on or deliberating toward a decision. The meeting site must be accessible to the disabled and interpreter services must be available if they are requested.
  2. Public notice of the meeting is required: The council must give public notice of its meetings and should make an effort to inform parents and staff of the meeting date and agenda items. The meeting notice must be “reasonably calculated to give actual notice to interested persons…of the time and place” of the meeting and of the “principal subjects” that will be discussed at the meeting. Including advanced notices of the meeting in newsletters and posting them on bulletin boards within the school should be sufficient to meet this requirement. No special meeting can be held without 24 hours’ notice unless there is an emergency. It is unlikely that any site council business would be in the category of an emergency.
  3. Written minutes must be maintained: Written minutes must be kept and be available to the public within a reasonable time after the meeting. The minutes must include the following information: members present, all motions and proposals and their disposition, votes (consensus decisions), and the substance of the discussion.

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SECTION SIXTEEN: RELIGIOUS RECRUITMENT

District Administrative Rule I1600: Separation of Church and State, outlines our rules related to religious recruitment. In summary, “Visitors whose purpose is to influence or solicit students shall be denied entry to the school based upon the principal’s judgment of their purposes. Board policy forbids allowing non-students to meet with students for religious purposes on school premises, except that which is incidental to renting or leasing of school buildings.” The rules also state, “No non-school person can direct, control, or regularly attend student religious meetings.”

Representatives of religious groups, including Campus Life and Young Life, may volunteer on our campuses as long as they are assigned specific duties, and as long as they do not recruit students or distribute written material.

Our policies, rules, and the Student Rights and Responsibilities Handbook, which are consistent with law, allow students to meet for religious purposes. Please refer to District Administrative Rule No. I1600 for the rules related to these meetings.

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SECTION SEVENTEEN: RELIGIOUS HOLY DAYS FOR 2017–18

District Administrative Rule I1600: Separation of Church and State states that, “Students are to be excused from school, without any penalty, for religious holy days.” Schools should be sensitive about scheduling activities that may conflict with these observances.

1. Jewish Holy Days: Many Jewish children will not be attending school or school activities on major Jewish holy days. These days are as follows:

Rosh Hashanah, sunset on September 20 to sunset on September 22, 2017

Yom Kippur, sunset on September 29 to sunset on September 30, 2017

Hanukkah, sunset on December 12, 2017, to sunset on December 20, 2017

Passover, sunset on March 30, 2018  to sunset on April 7, 2018 (especially first days, sunset on March 30-April 2, and concluding days, sunset on April 6-April 7)

2. Christian Holy Days: You should also be sensitive about scheduling special events on Christian holy days. Many students have conflicts when programs are scheduled during Easter week.

Christmas, December 25, 2017

Ash Wednesday, February 14, 2018

Good Friday, March 30, 2018

Easter, April 1, 2018

3. Muslim Holy Days:

In 2017 Ramadan was observed sunset May 26  through July 25, 2017.  In 2018 Ramadan will be observed sunset May 16 through June 24, 2018  Many Muslim children will fast from sunrise to sunset each day during this holy month.  The final day is Id al-Fitr, a day of feasting to celebrate the end of Ramadan.

4. The following is a link to a helpful important dates list for 2016-17.  2017-18 Important & Interesting Dates 

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SECTION EIGHTEEN: PRIORITY MEETING DAYS FOR 2016–17

The following organizations have priority for licensed staff meetings on the days indicated for the 2016–17 school year.

DAY WEEK OF MONTH PRIORITY
Monday 1st, 2nd, 3rd EEA
Monday 4th Building
Tuesday 1st Building
Tuesday 2nd Superintendent
Tuesday 3rd and 4th District
Wednesday All Building
Thursday All District
Friday All Open
Monday–Friday 5th Open

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Updated: 8/25/17