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Warren County Schools, TN

 "One Team, One Goal, High Levels of Learning for All"

No. 05 Section E Business Management

EA - Goals and Objectives

Issued Date:  11/01/95

 

The Board establishes these general goals for the conduct of its management program.

  1. To develop a plan for the management of buildings and grounds which provides a safe, secure, comfortable, and clean environment for instruction and administration.
  2. To provide a building maintenance program which protects the taxpayer’s investment in facilities and ensure their continued use.
  3. To provide sufficient supplies and equipment for effective teaching and learning.
  4. To provide a student transportation system which meets state requirements.
  5. To design and implement a program of food services which emphasizes nutritional needs of children as the basis of growth and development of bodies and minds.
  6. To collect and maintain data pertinent to educational planning.
  7. To provide a sound program of insurance protection for system employees, students, and property.

EB - Buildings and Grounds Management

Issued Date:  11/01/95

 

All schools properties shall be maintained in good physical condition:  safe, clean, sanitary, and as comfortable and convenient as the facilities will permit or the use requires.

The maintenance of property shall be the responsibility of the maintenance supervisor, who will work under the direction of the Director of Schools.

Principals or teachers should not make major changes or alterations in any part of the school building or school furniture and should not employ any workman or ask the janitor to make such changes or repairs until or unless the changes are approved by the Director of Schools.

The maintenance of the entire school plant composed of all land and buildings used for school purposes, including the Board of Education building, shall be directed to the maintenance supervisor.

Principals of each school must submit a list of needed maintenance work to the supervisor of maintenance by March 1st of each year.

Each year before the annual appropriation is passed and not later than the March meeting of the Board, the maintenance supervisor and/or bookkeeper shall submit, with the guidance of the supervisor, a recommended program of repairs and maintenance for the subsequent year. Emphasis should be given to the items that need attention during the summer months. Upon approval of this annual program, the maintenance supervisor shall proceed with plans and specifications for all projects requiring public bids on contracts and with the program of work on all other items.

Adequate maintenance services are necessary to keep school facilities in a proper state of repair so that they may be safely and economically utilized in the school program.

It shall be the responsibility of the Director of Schools and the maintenance supervisor to recruit employees with appropriate skills to provide an adequate maintenance program.

The maintenance program shall be supervised by central office personnel. Adequate job descriptions shall be provided by the central staff to define the responsibilities and duties of maintenance personnel.

A key phase of the maintenance program is to provide for preventive maintenance. It shall be the responsibility of the Director of Schools to plan for a maintenance schedule on a continuing and regular basis to achieve such preventive maintenance.

EBB - Safety

Issued Date:  09/25/14

Rescinds:  11/01/95

Issued:  11/01/95

 

Within board policy, the principal shall develop procedures for keeping school facilities safe and free from hazards.

All staff members shall report current and potential hazards to their immediate supervisors.

Each principal is responsible for seeing that the practice of safety is a part of the instructional program of the school and that it is appropriately geared to students at different grade levels.1

The program shall include:

  1. Fire prevention
  2. Accident prevention
  3. Warning systems
  4. Emergency drills (Fire, severe weather, earthquake, and bomb threat)
  5. Emergency closings
  6. Traffic safety
  7. Traffic and parking controls
  8. Safety inspections
  9. First aid
  10. A disaster preparedness plan for a nuclear or other major emergency.
  11. Hazard Communication Program

Only students assigned to the school, the staff of the school, parents of students, and other persons with lawful and valid business on the school premises shall enter onto the grounds or into the buildings of the schools during the hours of student instruction. All staff members shall report all persons appearing to be improperly on school premises to the principal.2

The principal shall secure assistance from law enforcement officials when he deems it necessary in order to maintain order or security during the school day or during extracurricular activities at school.

____________________________

Legal References:

  1. TCA 49-6-1003.
  2. TCA 49-6-2008.

EBBA - Exposure Control Plan

Issued Date:  03/25/99

 

The Director of Schools shall be responsible for developing, maintaining and acquiring Board approval of the district Exposure Control Plan for the procurement and disposal of medical hazardous waste and for the in-service of appropriate school personnel in these procedures.

The plan shall include, but is not limited to:

  • Determination of school personnel with reasonably anticipated exposure
  • Implementation of various controls such as Universal Precautions, work practices and engineering controls, personal protective equipment, and housekeeping
  • Hepatitis B vaccination and proper medical follow-up after a blood exposure
  • Communication of hazards through labels and training
  • Maintenance of Training and Medical Records
     

The plan is to be updated at least annually.

EBBC - Emergency Preparedness Plan

Issued Date:  06/28/07

Rescinds:  07/22/04

Issued:  11/01/95

 

The director of schools shall be responsible for developing, maintaining and acquiring Board approval of the district Emergency Preparedness Plan,1 which shall include procedures for cases of nuclear or bomb threat, civil disturbance, earthquake, fire, tornado or other severe weather, and medical emergencies, such as pandemic flu outbreak.

Emergency preparedness drills will be developed and implemented by each principal, with approval of the director of schools, and when appropriate, be held in conjunction with emergency response agencies.These procedures shall be in written form and distributed to all staff, students, and parents.The principal shall be responsible for ensuring that a sufficient number of drills is conducted in order to give instruction and practice in proper actions by staff and students. One fire drill requiring full evacuation shall be given every month during the school year, with an additional fire drill to be conducted within the first thirty (30) days of operation. Three (3) additional safety drills shall be given during the school year. These drills may include inclement weather, earthquake, intruder or other emergency drills that do not require full evacuation.2

In the event of any threats to safety, students will be retained at school when less than one hour of warning time is given, unless parents or persons authorized by the parents pick up their children.

The principal shall regularly check the quantity, locations, and conditions of fire extinguishers and shall give all school personnel instructions in the proper use of them in their building.

MEDICAL EMERGENCIES/PANDEMIC FLU

In the event of medical emergencies, such as a pandemic flu outbreak, school officials shall cooperate and consult with the local and state health departments and other local emergency or healthcare providers in protecting students and the community from further infection. The director of schools shall develop procedures for health emergencies using as reference the state's 2006 Pandemic Influenza Response Plan.3

_______________________________                                               

Legal References:                                                      

1. TRR/MS 0520-1-3-.03(17)                                                    

2. TCA 68-102-137 (b) (f)                                                          

3. Tennessee Department of Health Pandemic Influenza Response Plan

http://www2.state.tn.us/health/CEDS/pandemic.htm

_______________________________

Cross Reference:

Emergency Closings 1.8011     

Community Use of School Facilities 3.206

EBBCB - Crisis Management

Issued Date:  11/01/95

 

The principal shall develop a Crisis Management plan for use in times of crisis, including suicides, shootings, and death of a student, parent or faculty member. Within the development of such plan, the principal shall appoint a Crisis Team which shall deal with specific situations, make decisions, and disseminate information in the event of a crisis. Members of the Team shall consist of the principals, guidance counselor, and at least two other staff members designated by the principals.

The principals of each building shall be responsible for the development of emergency procedures which shall be distributed to building employees, parents, and members of the Crisis Team. Training for all school employees in the crisis management procedures shall be conducted annually during in-service sessions prior to the beginning of schools.

In the event of a crisis, the principal shall notify the Crisis Team members and the Director of Schools. If he determines it to be necessary, the principal shall contact the appropriate emergency services (police, fire, ambulance, etc.).

All media attention shall be directed to the Director of Schools’ office.

EBBE - Traffic and Parking Controls

Issued Date:  11/01/95

 

The principal of each school shall develop and implement a plan to ensure maximum vehicular and pedestrian safety for his/her campus and shall submit it to the Director of Schools for approval. The plan shall include a sketch showing various parking areas, traffic flow, areas reserved for school bus loading and unloading; the location of any safety hazards as areas to be avoided by vehicles or students; and dismissal times for car and bus students.

Students who ride bicycles or drive vehicles to school must leave the vehicles parked in designated areas until the end of the school day, unless permission to use the vehicle is obtained from the principal.

EBBF - Risk Management

Issued Date:  11/01/95

 

It shall be the responsibility of the Director of Schools to develop an appropriate safety program for the school system and to comply with the guidelines developed by TSBA’s Workers’ Compensation Trust (WCT) and Board Liability Trust (BLT) in order to qualify for applicable premium discounts. The Board shall provide sufficient staff and budget for its implementation.

The Board shall designate a professional staff person who shall be responsible for the promotion and development of a prevention and safety education program for students and personnel employed by the school system. This person shall be given authority and title commensurate with the task and shall answer directly to the Director of Schools. The general areas of responsibilities include, but are not limited to, in-service training, development of accident prevention procedures, accident record keeping, facility inspection, driver education, vehicle safety programs, fire prevention, emergency preparedness plan and traffic safety problems related to employees, students and the community.

EBC - Security

Issued Date:  09/27/07

Rescinds:  06/28/07

Issued:  08/08/01

 

The director of schools shall establish procedures as required to adequately protect school property which shall include, but not be limited to:

  1. Closing and securing teacher work areas when being left unattended or at the end of the day;

  2. Denying students permission to use the classrooms, laboratories, gymnasiums or other school facilities or equipment without appropriate faculty supervision;

  3. Controlling the issuance of building keys and master keys; and

  4. Developing programs which contribute to the proper care and use of school facilities and equipment.        

  5. Equipment purchased with federal funds shall be managed as directed by federal and state law.1

The principal shall call law enforcement officials in cases involving illegal entry, theft or vandalism.

The principal shall notify the director of schools within 48 hours after each case of vandalism, theft, building damage and illegal entry.

The director of schools, or his/her representative, is authorized to sign a criminal complaint and to press charges against perpetrators of vandalism against school property.

SCHOOL POLICING

The Board may enter into a memorandum of understanding with a chief of a law enforcement agency to provide school policing. Any memorandum of understanding shall address, at a minimum, the following issues:2

1.  Any School Resource Officer (SRO) assigned under a memorandum must be in compliance with all laws, regulations and rules of the Peace Officer Standards and Training Commission at the time of assignment and remain compliant throughout the tenure of his or her assignment;

2.  As a condition of assignment, any SRO must participate in forty (40)hours of basic training in school policing within twelve (12) months of assignment.  Every year thereafter the SRO shall participate in a minimum of sixteen (16) hours of training specific to school policing.  All training programs shall be approved by the Peace Officers Standards and Training Commission.

3.  Any SRO assigned under the memorandum remains an employee of the law enforcement agency,subject to that agency’s direction, control, supervision and discipline, though the Board may agree to indemnify and reimburse the law enforcement agency for any part or all of the increased costs incurred by the law enforcement agency as a result of the assignment of the SROs.

4.  No officer shall be assigned to a school, or continue in such an assignment, without the consent of the Director.

5.  In the event that more than one SRO is assigned to a school system, the law enforcement agency shall designate one of the SROs as the senior SRO, or such other, appropriate title.  The duties of the senior SRO, however designated, shall include, but not be limited to, the following:

      a. To represent and carry out the policies of the law enforcement agency assigning the SROs.

      b. To supervise the SROs in the performance of their duties;

      c. To consult with the Director regarding the best use of the available resources for school policing; and

      d. To resolve disputes between the SROs and students or faculty members.

6.  The memorandum may be effective for any length of time, including continuing until terminated by the parties, and may contain any reasonable notice requirement for the termination of the memorandum. However, the memorandum shall contain a provision allowing the Director to suspend the active participation of the SROs in the event that the Director certifies that the health, safety or well being of the students or faculty members require the immediate suspension.

____________________________________

Legal References:

  1. EDGAR 43 subtitle A Part 80.32

  2. Tenn. Code Ann. § 49-6-4217

EBD - Energy and Utility Management

Issued Date:  11/21/13

Rescinds:  10/25/12

Issued:  10/25/12

 

The Warren County Board of Education (WCBOE) will seek to continuously improve energy efficiency while growing sustainably and expanding educational and learning opportunities for the students of Warren County.

While utility rates cannot be directly controlled by the WCBOE, striving to continuously reduce the school district’s energy footprint should result in the lowest possible total utility cost. All departments and schools will make every effort to conserve energy and reduce the consumption of natural resources.

WCBOE also supports the use of resource recovery and recycling as a viable means of promoting its energy management goals for the district.  The Board believes that recycling will not only produce benefits for our district by reducing in the district’s overall energy footprint, but will also benefit our local and global environment by reducing the waste stream into landfills and promote the growth and sustenance of local industries which require recycled plastic and metal waste for their industrial practices.  

WCBOE strongly encourages members of our district community to utilize opportunities to recycle whenever possible in order to contribute to these goals. Warren County Board of Education (WCBOE) supports the plant and operations by maintaining occupancy comfort and adhering to all standards and codes for indoor air quality and a healthy learning environment.

RESPONSIBILITY

All members of the WCBOE community are responsible for the implementation of this policy as it may apply to them individually. Successful energy conservation and utilities management can only be achieved through cooperation and active participation at all levels.

The Director of Schools will establish and maintain an educational and training program to address energy and utilities use and conservation with all employees. Principals or facility administrators are responsible for implementing and enforcing WCBOE procedures to ensure that energy resources and all utilities are used efficiently on a daily basis.

UTILITY ANALYSIS

 When feasible, appropriate, and consistent with curricular standards, students will also be provided with opportunities to learn about energy consumption and conservation.

The district will collect and maintain accurate records of energy and water consumption and cost, and will provide up-to-date information on the goals and progress of the energy conservation program as directed by the Energy Manager.

Future construction will include energy efficiency targets that will be updated and enhanced as technology and installation cost allows.

EBG - Drinking Water

Issued Date: 12/6/2018

All school district facilities erected before January 1, 1998 shall be tested for lead in drinking water every two (2) years. 1 School facilities that were constructed on or after January 1, 1998 may conduct periodic testing. 

The Director of Schools shall develop appropriate administrative procedures to facilitate this testing and address any necessary corrective action.

RESPONSE TO TESTING RESULTS

Samples shall consist of the first 250 mL of water that has been standing in plumbing overnight.  
If test results indicate that lead levels in a drinking water source exceed fifteen parts per billion (15 ppb) but are below twenty parts per billion (20 ppb) in any facility, lead level testing shall be conducted thereafter at that location on an annual basis until retesting confirms that lead levels are under fifteen parts per billion (15 ppb). 

If test results indicate that lead levels in a drinking water source equal or exceed twenty parts per billion (20 ppb),the drinking water source shall be immediately removed from service.  The drinking water source shall not be available for use until subsequent retesting confirms the water lead level does not equal or exceed twenty parts per billion (20 ppb).  If corrective action is taken, retesting shall occur within ninety (90) days.

The Director of Schools/designee shall notify the appropriate authorities within twenty-four (24) hours of a test result showing that lead levels equal or exceed twenty parts per billion (20 ppb). Parent(s)/ guardian(s) shall be notified within five (5) business days of such test result. 

Drinking water sources shall include ice machines. 


Legal Reference:
1.    Public Acts of 2018, Chapter No. 977

EBH - Community Use of Facilities

Issued Date:  03/27/03

Rescinds:  08/09/01

 

When not in use for school purposes, school buildings and grounds or portions thereof may be used for public, governmental, charitable, civic, recreational, cultural, and other purposes as approved by the Board.1,2,3

  1. Requests for the use of school facilities shall be made at the office of the principal prior to the date of use. School activities shall be permitted at other schools unless conflicting with that school’s activities.

  2. Students clubs and activities, parent-teacher organizations, and other organizations affiliated with the schools shall be permitted use of school facilities without charge;

  3. School facilities may not be used for private profit;

  4. All activities must be under adult supervision and approved by the building principal. In all cases, an assigned school employee will be present. The group using the facilities will be responsible for any damage to the building or equipment;

  5. Groups receiving permissions for building use are restricted to the dates and hours approved and to the building area and facilities specified, unless requested changes are approved by the principal;

  6. Groups receiving permission for building used are responsible for the observance of all fire and safety regulations at all times;

  7. The use of alcoholic beverages, drugs, profane language, gambling or tobacco products in any form is not permitted in school buildings;

  8. The Board will cooperate with recognized agencies, such as the Red Cross, National Guard and Civil Defense, and will make suitable facilities available without charge during community emergencies;

  9. When school kitchens are used, at least one member of the cafeteria staff must be present to supervise the use of the equipment;

  10. The Board will approve and periodically review a fee schedule for the use of school facilities by community or civic organizations and other non-profit, recreational, religious, political or philosophical groups; and

  11. Groups using the facilities will be responsible for a complete clean-up.

___________________________

Legal References:

  1. TCA 49-50-201

  2. TCA 49-2-203 (b) (4)

  3. Lamb’s Chapel v. Center Moriches Union Free School District, 113 S. Ct. 2141 (1993)

EBHA - Open Use of District Outdoor Recreational Facilities

Issued Date:  01/23/18

 

The Warren County Board of Education acknowledges that district facilities are a public resource funded by taxpayers in this community.  Board further acknowledges that children and families in Warren County, Tennessee desire greater access to outdoor recreational space for play and exercise.  Tennessee law allows school grounds when not in use for school purposes, to be used for public educational and recreational activities.  It is the policy of Warren County Board of Education (“District”) to allow community members to use Open Use Facilities, as defined below, for recreational purposes when such use does not interfere with school programs and activities.

Open Use Facilities

This policy shall apply to the designated outdoor portions of District facilities and grounds, including tracks and fields, playgrounds and walking trails.

Open Use Hours and Priority

The District shall be entitled to the exclusive use of all Open Use Facilities for school and school-related educational and recreational activities, including before and after school programs, summer school, and at such other times as Open Use Facilities are being used by the District or its agents.

When not in use by the District, Open Use Facilities shall be made available to community members at no cost for play and exercise as follows:  (a) Monday through Friday, between the hours of 3:30 pm and dusk and, (b) Saturday, Sunday and school holidays, between the hours of 6:30 am and dusk.  For the purposes of this policy these times will be referred to as “Open Use Hours.”

Parking

During Open Use Hours, the District shall make parking lots at Open Use Facilities available at no cost to community members using Open Use Facilities.

Permitted Uses

Community members may utilize Open Use Facilities during Open Use Hours for play and exercise.

Prohibited Uses

The following are not permitted in Open Use Facilities:

  1. Smoking or use of any tobacco-related products;
  2. Alcoholic beverages;
  3. Drugs or illegal substances;
  4. Firearms or weapons except where access is protected by law;
  5. Gambling
  6. Entering closed Areas
  7. Pets except for service animals
  8. Glass containers
  9. Motorized vehicles except for wheelchairs
  10. Vandalism or removal of district property
  11. Skateboards
  12. Profane language
  13. Other use or activity otherwise prohibited by law

Signage 

District shall post signs at each school with Open Use Facilities that shall provide public notice of the Open Use Hours and rules pertaining to Open Use Facilities.

Limited Liability

Tennessee Code Annotated 29-20-112 provides immunity for school districts, school boards and school officials for activities outside of regularly scheduled school activities.   Access to Open Use Facilities is limited to the recreational use and enjoyment of community members.

Evaluation

District shall develop criteria and components for an evaluation and assessment of this Policy, in particular, the level of utilization by community members and the impact on Open Use Facilities.

___________________________________

Legal References:

TCA 49-3-203(b)(4)

TCA 29-20-122

EC - Equipment and Supplies Management

Issued Date:  06/28/07

Issued:  11/01/95

 

All equipment and materials placed in school buildings by any group or organization becomes the property of the Board. The Board reserves the right to transfer property to other schools if the school in which it was originally placed is discontinued or if there is no longer any need for the equipment or materials where originally placed.

The Director of Schools shall develop procedures promoting the useful life of equipment and supplies by establishing a thorough, effective and economical operations and maintenance program and providing adequate insurance coverage. Equipment management shall be in accordance with federal and state laws, regulations and guidelines.

Each employee of the system shall be responsible for the materials, equipment and supplies assigned to him. In addition, he/she is responsible for the preservation and protection of materials, equipment and supplies not under his/her direct control when such are endangered and when the system employee having direct control is not present or is otherwise unable to act.

ECE - Leasing and Renting

Issued Date:  06/24/99

 

Individual Schools

Equipment and/or supplies shall be leased or rented only with the prior permission of the principal. Parties in whose name the equipment is leased or rented will be responsible for any damage to the equipment.

Staff members may borrow school equipment and materials at no cost when such use is related to their employment.

Students may borrow school equipment and materials at no cost when used in connection with their studies or extracurricular activities.

School machinery, vehicles, all vocational-type equipment (e.g., typewriters, computers, sewing machine and shop tools), and cleaning and maintenance equipment is not for personal use by anyone.

The principal shall establish proper controls to assure the return of all borrowed equipment.

ECG - Equipment Inventory

Issued Date:  02/27/97

Rescinds:  01/23/97

Issued:  11/01/95

 

The Director of Schools shall include efficient procedures for maintaining adequate inventories as a part of the school supply program. Inventories may be checked randomly throughout each school year.

Equipment shall be labeled so they can easily identified always. All electronic equipment will be inventoried and other equipment with a replacement value of $1,500.00 or more shall be included on each inventory. An updated inventory of all equipment is to be filed with the Director’s Office in December and May.

Textbook inventories are to be filed during the last week of school before summer break.

ED - Student Transportation Management

Issued Date:  01/23/18

Rescinds:  11/01/95

 

In order to provide safe, reliable, and efficient transportation services for all children with a focus on continuous improvement that supports positive learning experiences and to recognize student bus transportation as an integral part of the school experience; a model of excellence in safety and reliability with zero student injury accidents, the Board directs the district to follow the following rules and guidelines relating to school bus transportation of students.

The Director of Schools shall develop procedures to ensure compliance with the statutory and regulatory requirements for the transportation program.

DRIVERS

School bus drivers shall have proper credentials, pre-employment screening and training as evidenced by records which shall be made available to the transportation supervisor immediately upon request.

BUSES/FLEET

Bus/Fleet shall be maintained in accordance with state required maintenance standards and protocol, including inspections and record keeping. School buses shall be maintained and operated in accordance with state law and State Board Rules and Regulations.1 Each bus shall be equipped with the phone number for reporting safety complaints.  This number shall appear on the rear bumper. 2

All accidents, regardless of the damage involved must be reported to the transportation supervisor, including  incidents in which any part of the bus contacts with other objector vehicle.

RECORDS3

At a minimum, the following records shall be collected, maintained and provided to the district immediately upon request, regardless of whether transportation services are provided directly by the district or via contractual agreement;

(A) Bus maintenance and inspections;

(B) Bus driver credentials, including required background checks, health records, and performance reviews;

(C) Driver training records; and

(D) Complaints received and any records related to the investigation of those complaints.

TRANSPORTATION SUPERVISOR4

The director of schools shall appoint a transportation supervisor for the district who shall be responsible for the monitoring and oversight of transportation services for the district.

The transportation supervisor shall complete a student transportation management training program upon appointment.  Every year the transportation supervisor shall complete a minimum of four (4) hours of annual training.

The Director of Schools shall ensure that training is completed and provide the Tennessee Department of Education will appropriate documentation.

COMPLAINT PROCESS5

The following procedure will govern how students, teachers, staff and community members shall submit safety complaints:

1. All complaints should be initiated using the contact number for reporting and other contact information located on the rear bumper of each bus.

2. Once initiated each complaint will be investigated by the local transportation manager or designee who shall also report the complaint to the transportation supervisor, keep the supervisor informed regarding the investigation and notify the supervisor of findings and resolution of the complaint.

3. Investigation begins with in twenty-four (24) hours of receipt.

4. Preliminary report to the Director of Schools within forty-eight (48) hours of receipt of complaint.

i. Time/date of complaint; Summary of complaint; Driver involved; Prior complaints or disciplinary actions taken against driver.

5. Within sixty (60) days of receipt of complaint, a final written report shall be made to the Director of Schools which shall include findings of investigation; action taken by the local transportation manager in concert with the transportation supervisor in response to the complaint.

6. Annual notice will be provided to students and parents regarding the process for reporting complaints.

___________________________________

Legal References:

  1. TCA 49-6-22116
  2. TCA 49-6-2116
  3. TCA 49-6-2116
  4. TCA 49-6-2116
  5. TCA 49-6-2116

EDAE - Private Vehicles

Issued Date:  06/18/13

Rescinds:  07/28/05

Issued:  11/01/95

 

The Board recognizes that certain employees may need to use their private vehicles for school purposes. With the use of private vehicles, the following policy shall be observed:

1.  To use a private vehicle for school purposes, the employee must have the written permission of the director of schools/designee and proof of vehicle liability insurance coverage in the following  forms:

a.  A copy of the insurance certificate issued to the insured indicating liability limits of at least those required to operate a vehicle under Tennessee law;1 and

b. A specific permit for each trip involving students, including field trips.

2.  The school system shall assume no responsibility for liability in case of accident, unless the employee has the proper authorization described above.

3.  The Board specifically forbids any employee to transport students for school purposes without prior authorization by the director of schools or his/her designee.

4.  No student shall be sent on errands, personal or school-related, in a vehicle owned by the student, an employee, or the school system.

5.  No employee may ask for or give permission to students to transport other students to and from any school or school-related activity without written parental permission and proof of student insurance.

The Board recognizes that volunteer parent drivers are often needed to use their private vehicles for school purposes. In order to use their private vehicle to drive for school purposes, a parent must be authorized by the school.  Such authorization will be approved by the principal of the school only when the parent driver submits appropriate paperwork verifying that (1) he/she has a current unrestricted license to drive in the State of Tennessee and (2) automobile liability insurance with at least the minimum limits required by Tennessee law.  Such verification must be provided on the form provided by the school through the sponsor or coach requesting volunteer parent drivers.  Authorization to drive for school purposes granted by a school shall be effective for the academic year or partial year/sports season for which it was granted unless revoked at the sole discretion of the school.  Verification forms shall be retained by the school for the effective year. Authorized volunteer parent drivers are under a continuing obligation to notify the school of any change in status with regard to their driver’s license or automobile liability insurance.

_________________________________________

Legal References:

1. TCA 29-20-403(b)(3);  OP TN Attorney  Gen. 04-136 (August 24,2004)

2. TRR/MS 0520-1  

EDCA - Safety Vehicles

Issued Date:  11/01/95

 

All employees of Warren County are to understand and enforce the following rules and regulations regarding the SAFE operation of County Motor Vehicles. These rules have been adopted by the Insurance Committee and are now policy for all operators.

1.  It is the responsibility of assigned drivers to inspect their vehicles for safe operating conditions before the vehicle is moved from the yard each day.

2.  Inspections must at least include a check of:

lights                             horns                           mirrors

signals                           glass                            tires

brakes                           fuel lines                     pressures (tire/oil)

wipers                           defrosters                   steering

safety equipment        emergency equipment

3.  Only authorized persons shall ride in county vehicles and no one is to be allowed to ride outside of the passenger compartment of the vehicle.

4.  Seat belts must be used at all times.

5.  All loads must be secure and checked during the course of any trip and no loose articles are to be allowed on or in the vehicle.

6.  Drivers must remain with their vehicle while loading or unloading. Drivers must remain in full control at all times.

7.  There shall be no backing of a vehicle without checking the area behind or unless directed by a flag person or other individual who can see the area.

8.  All motor vehicle operators will know and observe laws that govern safe operation of their vehicle.

9.  No driver shall partake of alcohol or drugs within  six (6) hours of any driving assignment.

10.  All accidents shall be considered preventable and all operators shall do all things possible to prevent accidents.

I have read and understand these rules and regulations and agree to abide by them. (Please return form to your supervisor).

 

Operator_____________________________________________   

Date__________________________

EDD - Scheduling and Routing

Issued Date:  10/27/16

Rescinds:  09/27/07

Issued:  11/01/95

 

All school bus routes shall be arranged in such a way as to travel the shortest possible distance from the time the first student is picked up until the trip is complete.

The transportation supervisor will be responsible for surveying all bus routes and scheduling bus transportation, including the determination of bus stops and the assignment of students. Deleting or establishing new bus routes is the responsibility of the Board.1

Appeals of transportation decisions shall be made to the director of schools.  Students shall not be in transit to and from school more than one and one-half hours each way.2 Under no circumstances shall students be transported past their assigned school.

Bus routes shall not overlap unless necessary to reach some other portion of each respective route or unless overlapping results from the necessity to travel the main highway to school centers. When more than one bus travels a main highway and each bus picks up some students along such routes, each bus shall be assigned a certain portion of the route and all students within this section shall ride the bus to which assigned.

Every bus driver, at the beginning of the school year or, in the event that the driver is hired during the school year, at the time of hire, shall be informed of all the policies and procedures in place regarding the transportation of students.

Once the official route is begun, stops shall only be made to take on, discharge or transfer students. Buses are not to stop at stores (or make any other nondesignated stops except for emergencies) when transporting students. Buses will not run dead-end roads/driveways less than ½ mile, unless a safety concern is involved. If over the ¼ mile, the resident must provide an adequate turn-around area. The application shall be determined on a case-by-case basis.

No student may exit the bus at a destination other than that students designated bus stop. The Director may adopt, with the approval of the Board, procedures that would allow a student to exit the school bus at an alternative location. If the Director adopts procedures, such procedures shall include, at a minimum, the following:3

  1. No school bus driver shall require or permit a student to exit the bus in violation of the School System’s policies and procedures. The Director shall immediately review the fitness to drive of a driver who permits or requires a student to exit a bus in violation of the School System’s policies and procedures.

  2. No student shall be allowed to exit the bus at a stop other than the student’s regular bus stop unless the student provides the driver with a signed note from the parent or guardian informing the driver of the change in the student’s bus stop for the day. The driver shall turn the note over to the principal as soon as practical after the completion of the route.

  3. In the event that the driver finds it necessary for a student to exit the bus at a stop other than the student’s designated stop in order to preserve the safety of other student passengers or the driver, the driver may remove the offending student from the bus provided that the driver secures the safety of the student for the uncompleted trip.

  4.  A driver shall report to school authorities as soon as possible, but no later than the end of the route, any student refusing to obey the driver or exiting the bus without the driver’s permission at a point other than the student’s destination for that trip.

Where practical, transfers may be made from one bus to another. Both buses shall be present while the transfer is in process, unless the transfer point is a school campus. Leaving students at a home or place of  business for transfer shall be permitted only after approval has been obtained from the principal.

Students who ride school buses shall attend the school designated unless the Board designates an alternate school. If a parent chooses to send his/her child to another school in the system, the parent must provide transportation to and from that school.

If the supervisor of the district’s pre-K program determines in his/her discretion that a child who is educationally at-risk should be provided bus transportation, the district may transport the four year old pre-K student on the school bus. Therefore, standard bus procedures shall ensure the safety of four year old students. Specifically; 

  1. School bus drivers must receive training in the transportation policy and procedures as may be amended to include the safety of transporting pre-K children.

  2. School bus drivers must maintain an attendance roster for the pre-K children entering and exiting the bus.

  3. School bus drivers must check the bus to be certain that no child is left unattended on the school bus.

  4. The pre-K program must have a process in place for an adult to meet the children at the bus and escort them to the pre-K classroom.

  5. On the return route, the school bus driver must not leave a pre-K child at the child’s home or bus stop unless the parent/guardian is present on the same side of the road as the exit door from the bus. If the parent/caregiver is not present, the pre-K student must not exit the bus. Instead the school bus driver should follow the process/policy developed by the school district and/or DCS or local law enforcement to return the student to school or another safe place.

If more than 10 four (4) year old pre-kindergarten students are transported on the same bus, an adult attendant should be present to maintain an adult:child ratio of 1:10 for the pre-kindergarten population.

Any three year old child, participating in the preschool, must be in the proper child restraint as mandated by T.C.A. 49-6-2105.

____________________________

Legal References:

  1. TCA 49-6-2106; TCA 49-6-2102(a)-(c)
  2. TCA 49-6-2105
  3. P.C. 261 (2007)  

EDDA - Special Use of School Vehicles

Issued Date:  11/01/95

 

All standard rules of student and driver conduct shall apply to all extracurricular trips.

System-owned buses may be used by athletic teams and other school groups, provided such trips are recommended by the principal.

The principal will make all transportation arrangements with the director of transportation.

The Board shall be reimbursed by the individual school for the use of buses for extracurricular activities. However, the Board may establish special rates for extended trips or in special cases. Forms for reporting extra use of buses will be furnished to each school principal.

Only qualified bus drivers duly elected by the Board may drive school buses for extracurricular activity trips during the regular school year.

School buses may be used only for the transportation of school personnel on authorized school business. No other individual or group may rent a school bus without written request to the Director of School’s office.

EDDB - School Bus Idle Reduction

Issued Date: 12/6/2018

Applicability:

This policy applies to the operation of every district-owned and/or contracted school bus.

Rationale:

Exhaust from idling school buses can accumulate in and around the bus and pose a health risk to children, drivers and the community at large. Exposure to exhaust can cause lung damage and respiratory problems. Exhaust may exacerbate asthma and existing allergies. Idling buses also waste fuel and financial resources.

Purpose:

Eliminate unnecessary idling by [school district] school buses (including activity buses) and minimize idling time in all aspects of school bus operation.

Guidance:

1.    If there is a wait time of more than five (5) minutes when arriving at a loading/unloading zone to pick up or drop off students, school bus drivers should turn off their buses as soon as possible to eliminate idling time and reduce harmful emissions. The school bus should not be restarted until it is ready to depart and there is a clear path to exit the pick-up area. Exceptions include conditions that would compromise passenger safety, such as extreme weather, idling in direct traffic, or necessary idling for use of bus safety lights/equipment or wheelchair type lifts.

2.    Limit idling time during early morning warm-up to what is recommended by the manufacturer (generally 3-5 minutes) in all but the coldest weather. Exceptions include idling necessary for pre-trip inspection and idling necessary to defrost windows and mirrors for safe driving.

3.    Buses should not idle while waiting for students during field trips, extracurricular activities, or other events where students are transported off school grounds.

4.    In colder weather, schools are directed to provide a space inside the school where bus drivers can wait if they have shut down their bus.

5.    In colder weather, if the warmth of the bus is an issue, idling is to be at a very minimum and occur outside the school zone. The "warmed" bus is to enter the school zone as close to pick- up time as possible to maintain warmth and then shut down if there is a wait time of more than five (5) minutes.
 
6.    All currently employed drivers shall receive a copy of this policy and be trained regarding the policy’s requirements. As part of the onboarding and/or new hire process, all new drivers shall receive a copy of this policy and be trained regarding the policy’s requirements.

7.    Excessive idling by the driver may result in disciplinary action.

General Exemptions:

The actions outlined in the Guidance section above need not apply for the period(s) during which idling is necessary:

1.    While stopped:
        (A)    For an official traffic control device;
        (B)    For an official traffic control signal;
        (C)    For traffic conditions over which the driver has no control, including, but not                limited to, stopped in a line of traffic; or
        (D)    At the direction of a peace officer;

2.    To ascertain that the school bus is in safe operating condition and equipped as required by all provisions of law, and all equipment is in good working order, either as part of the driver's daily vehicle inspection, or as otherwise needed;

3.    For testing, servicing, repairing, or diagnostic purposes by maintenance staff;

4.    To cool down a turbo-charged diesel engine for turning the engine off, for a period not to exceed 5 minutes (as per the recommendation of the manufacturer);

5.    To operate:
        (A)    A lift or other piece of equipment designed to ensure safe loading, unloading,             or transport of persons with one or more disabilities; or

        (B)    A heater or an air conditioner of a bus or vehicle that has, or will have, one or              more children with exceptional medical needs aboard whose IEP requires such;

6.    To operate defrosters, heaters, air conditioners, or other equipment to ensure the safety or health of the driver or passengers

7.    To recharge a battery or other energy storage unit of a hybrid electric bus.

Additionally, zero emission electric buses are exempt from this policy as they do not emit harmful exhaust while at idle. Non-electric buses may also be exempt from this policy in the instance that they are equipped with onboard anti-idling technologies (e.g., fuel operated heaters / direct fired heaters).

EDDAA - School Bus Commercial Advertisements

Issued Date:  08/14/03

 

It is the policy of the Warren County Board of Education that the Warren County School Board and the Director of Schools may allow commercial advertisements on school buses pursuant to T.C.A. 49-6-2109 and the rules and regulations of the State Board of Education and the Department of Safety and any other applicable Tennessee regulations. A minimum of advertising dollars will be set by the Board before implementation.

EE - Food Service Management

Issued Date:  06/24/99

 

Individual Schools

School food service will be operated on a non-profit basis and will comply with all rules and regulations pertaining to health, sanitation, internal accounting procedures, and service of foods and will meet all state and federal requirements for participation.

The system’s food service supervisor will oversee the program. The principal of each school is responsible for administering the program in the particular school. All products and services necessary for the operation of the food service department shall be procured under the direction of the cafeteria manager.

School food service receipts will be used to pay regular food service operating costs. When food service facilities are used by outside agencies, an adequate fee approved by the Board will be charges and the manager will ensure that no USDA commodities or supplies provided for the regular program are used.

The principal shall correlate the food service program with areas of instruction.

Students will be permitted to bring their lunches from home and to purchase beverages and incidental items at school.

FREE OR REDUCED PRICE MEALS

The criteria and procedures for determining a students’ need and steps in securing for students no-cost or reduced-cost lunches as established at the state/federal level will be outlined and made known by the principal.

Students who participate in no-cost or reduced-cost meals will not be distinguished in any way from students who pay the regular price. The names will not be made known to any person except such staff members as needed to make the special arrangements for them.

SANITATION

Principals shall be responsible for implementing regulations from the Department of Health and seeing that school cafeterias meet acceptable standards of cleanliness at all times.

______________________________

Legal Reference:

1.  Child Nutrition & Food Distribution, 210.11 Competitive Food Services (1994)

EEA - Charging Meals

Issued Date:  11/01/95

 

Accuclaim only recognizes three types of lunches sold to customers:  free, reduced and paid. There is no legal recognition of a charged lunch by Federal Auditors.

Students, staff members or visitors are not allowed to charge lunches in the cafeteria except in emergencies. In this case, only the principal or his designee may issue a charge slip for a maximum of five consecutive days unless some special arrangement is made in advance on approval forms. One copy will be kept on file in the school office. The charges will be due the following school day. If not paid within five days, the charge slip will be submitted to the staff member, visitor or students’ parents for collection.

Students and staff members are encouraged to prepay by the week or month.

There must be reconciliation of these charges and what is owed must be paid from funds other than those of the Child Nutrition Program. Any losses arising from uncollectible accounts and other claims and related costs are unallowable.

All charge meals are to be paid before student receives report card.

EEAB - Handling Lost, Stolen or Misused Tickets

Issued Date:  11/01/95

 

Parents and students must be advised in writing of the school policy regarding missing tickets or cards and of the students’ corresponding responsibility for their tickets or cards. Such notice shall be provided to all households at the time Free and Reduced applications are distributed.

Three ticket replacements resulting from three lost or stolen tickets will be allowed each student within each year.

The school must maintain a list of students who have reported missing original tickets in the current school year and the number and date of occurrences for each student. Prior to denying a meal to any student without a ticket, the list should always be reviewed to determine if the student has already had at least three ticket replacements or special meal arrangements for lost or stolen tickets within that school year.

After the second replacement ticket is issued, a written warning MUST be given to the student and parents prior to issuance of a third and final ticket. The written warning must include an explanation that the student has repeatedly requested replacement tickets and that each subsequent time the student fails to have a ticket, he/she will be expected to either bring lunch, pay full price for lunch or pay $1.00 replacement ticket or tickets.

Students that lose or misuse a card will be responsible to buy a replacement card for $1.00.

Meals must always be provided for any handicapped student who may be unable to take the full responsibility for a meal ticket.

In case of repeated ticket loss or misuse, school administrators may wish to contract an adult household member to arrange a meeting to discuss the problem.

EEBA - "Offer vs. Serve" Elementary Lunch Program

Issued Date:  06/28/12

Rescinds:  08/28/08

Issued:  10/23/97

 

A school lunch eligible for federal reimbursement shall offer 5 food components (milk, fruits, vegetables, grains, meat/meat alternates) in the appropriate amounts per grade groupings.

Students are allowed to decline 2 of the 5 required food components, but must select at least ½ cup of either a fruit (or fruit combination) or a vegetable (or vegetable combination) or ½ cup fruit/vegetable combination. After selecting the ½ cup fruit or vegetable requirement, students must select at least 2 additional full components in the full amounts (per age/grade grouping required amounts) to count toward the reimbursable offer versus serve meal.

The student’s decision to accept all 5 components or to decline 2 components shall not affect the price charged for the meal. The lunch is priced as a unit.

EEBB - "Offer vs. Serve" Elementary Breakfast Program

Issued Date:  09/17/13

 Rescinds:  08/28/08

Issued:  10/23/97

 

Children, Pre- K through 12th grade will be offered a choice of four (4) items from three (3) food components for breakfast.

The three (3) components which shall be offered are:

A.  A serving of fluid milk served as a beverage or on cereal or used in part for  each purpose;
B.  A serving of fruit or vegetable or both, or full strength fruit or vegetable juice; and
C.  A serving of grains (with optional meat/meat alternative allowed).

Each school shall offer its students, Pre -K – 12, a minimum of four (4) food items from the three (3) components. Students may refuse one food item from any component.

The student’s decision to accept all four (4) food items or to decline one item, shall not affect the charge for the breakfast.

EEC - Competitive Food Policy

Issued Date:  04/22/10

Rescinds:  10/23/97

Issued:  10/23/97

 

It is hereby noted that Public Law 92-433 allows local authorities to regulate the sale of any and all competitive food items within public schools.  It is the intent of the Warren County Board of Education to provide through its food service program a good educational environment which will foster sound health habits and practices within appropriate State and Federal regulations.

  1. “Competitive" foods means any foods sold in competition with the School Nutrition Programs to children in food service areas during the breakfast and/or lunch periods.

  2. Food of minimal nutritional value means: (i)  In the case of artificially sweetened foods, a food which provides less than five percent of the Reference Daily Intakes (RDI) for each  of eight specified nutrients per serving; and (ii)  in the case of all other foods, a food which provides less than five percent of the RDI for each of eight specified nutrients per 100 calories and less than five percent of the RDI for each of eight specified nutrients per serving.  The eight nutrients to be assessed for this purpose are – protein, vitamin A, vitamin C, niacin, riboflavin, thiamin, calcium, and iron.”  

In the Warren County Schools, the school principal will determine the placement of vending machines.  Vending machines may be located outside the cafeteria and foods sold at anytime of the day, with no restrictions.  Vending machines may be located in the cafeteria but remain closed during breakfast and lunch periods.  Income from the machines in the cafeteria will be placed in the school’s general funds unless the cafeteria has a deficit in the financial operation of the Food Service Department.  Then funds may be rechanneled back into the cafeteria to a system wide non deficit balance.  In addition, competitive foods approved by the Secretary of Agriculture may be sold by Warren County School Food Service during the meal service.  Profits from these foods must be placed in the Warren County Food Service Fund.

The Warren County Schools will follow the T.C.A. Pk8 49-6-2307 Rule 0520-1-6-04 minimum nutritional standards for individual items sold or offered for sale to pupils in grades Pk-8 and any future amendments to this rule.

The Warren County High School will not be required to adhere to the T.C.A. 49-6-2307 Rule 0520-1-6-.04 minimum nutritional standards for individual food items sold or offered for sale to pupils in grades pre-k-8. High schools will be allowed to sale competitive foods any time during the school day if it is outside the school cafeteria.

Foods with minimum Nutritional Value cannot be sold in schools with grades PK – 8.  These foods include:  soft drinks, water ices, chewing gum, and certain types of candies (hard candies, jellies and gums, marshmallow candies, fondant, licorice, spun candy, and candy coated popcorn). 

EG - Insurance Management

Issued Date:  07/27/00

Rescinds:  11/01/95

 

The insurance program will provide coverages in a minimum of the following broad categories:

  1. Property:  Buildings and contents against fire, extended coverage, vandalism and malicious mischief, boiler and machinery explosion, and vehicles;

  2. Liability:  Board members, superintendent and employees resulting from discharging their duties;

  3. Worker’s compensation; and

  4. Fidelity: Blanket bond and fiscal agent’s bond as required by statute.

  5. The Director of Schools will continually review the insurance program to ensure that adequate protection is being provided at a reasonable price.

GROUP HEALTH

The Board shall provide group health insurance for all full-time employees.

Board approval of group insurance for which the Board makes partial payment shall be given on recommendation of a committee comprised of at least one (1) Board-appointed representative and one certificated and one non-certificated representative.

The Board shall select the carrier of any insurance for which the Board makes full payment.

ANNUITIES

Board-approved companies for tax-sheltered annuities shall include all companies presently having contracts with employees.

  1. The addition of a company to the list of Board-approved companies shall be considered on written request of agents of the company; and

  2. Written request for a change in annuity deductions shall be reported to the payroll office on or before the first day of the month in which such change is to be effective.

RETIREES

Payment of individual hospitalization insurance coverage shall be available for any retiring employee at the same cost as for other employees until the employee reaches age 65 provided that:

  1. The employee is eligible for retirement under the eligibility standards as set by the Tennessee Retirement System; and

  2. The employee was enrolled in the Board-sponsored insurance for one (1) full year prior to retirement.

Retired employees will be permitted to pay the difference in an individual plan and a family plan on a monthly basis and continue coverage if they so desire.

STUDENTS

Group accident insurance with no Board contribution is available to students on a voluntary basis. Teachers shall be eligible to participate in the student accident insurance program.

EGAA - Workers' Compensation

Issued Date:  07/28/05

 

The Board shall maintain adequate workers’ compensation coverage according to state statutes and shall post and maintain in a conspicuous place on the business premises a printed notice regarding worker’s compensation as prescribed by the commissioner of labor and workforce development. Sick leave benefits shall be paid to employees only when workers’ compensation benefits are not involved.1

The Board shall establish a medical panel consisting of at least three (3) or more reputable physicians or surgeons, not associated together in practice, if available. The names of the physicians or surgeons shall be posted in conspicuous places throughout the maintenance, transportation, clerical, and professional areas of participating schools. Any claimant may select an operating surgeon or attending physician listed on the medical panel for treatment of on-the-job injuries. Any specialized treatment of injuries must be administered by practitioners or specialists upon referral by the medical panel.2

________________________________

Legal References:

1. TCA 50-6-407

2. TCA 50-6-204(4)(A)(B)

EHA - Selection and Duties of TLN Board of Directors

Issued Date:  01/28/03

 

The Board of Directors of the Tennessee Legislative Network shall consist of a chairman, chairman-elect, immediate past chairman, one (1) district coordinator from each of the state’s nine (9) developmental districts, one (1) regional coordinator from each of the three (3) grand divisions of the state, the officers of the Association and other appointments as deemed necessary, and shall be appointed by the President and confirmed by the Board of Directors. The terms shall be staggered, with six members appointed each year as follows:

 

Odd Years:                                                Even Years:

District Coordinator                                 District Coordinator

 

Delta                                                         Northwest

Southwest                                                Mid-Cumberland

South Central                                           Upper Cumberland

East                                                           Upper East

Southeast

 

Regional Coordinator                               Regional Coordinator

 

Middle Tennessee                                    West Tennessee

                                                                   East Tennessee

 

District and regional coordinators shall be appointed to two-year terms. All other appointments shall be for one (1) year. The president shall appoint the chairman and the chairman-elect from within the existing TLN Board. A TSBA staff member shall serve as coordinator for the TLN Board.

The TLN Board shall report to the Board of Directors no later than the Fourth Quarterly meeting.

The duties of the TLN Board of Directors shall be as follows:

  1. Develop TSBA position statements;

  2. Act upon resolutions received from local boards;

  3. Develop legislative priorities from approved resolutions;

  4. Develop and coordinate all of TSBA’s legislative activities;

  5. Periodically visit legislature during session;

  6. Cooperate with other organizations on certain legislative issues;

  7. Evaluate the legislative efforts and recommend improvements; and

  8. Select and appropriately recognize individual legislators for outstanding contributions to education.

EHD - Selection and Duties of TLN District Coordinators

Issued Date:  01/28/03

 

One board member shall be selected from each development district to serve as a district coordinator of the Tennessee Legislative Network. The district coordinators shall be appointed by the President and confirmed by the TSBA Board of Directors.

The duties shall be as follows:

1.  Serve as a member of the TLN Board of Directors;

2.  Act as liaison for local TLN members;

a.  Report status of legislation; and
b.  Keep members of the district informed as to action of other TLN members.

3.  Assign responsibilities to local TLN members;

a.  Meet with legislators to obtain their position on legislative issues;
b.  Request action on certain bills in legislature.

4.  Arrange for and conduct meetings with local TLN members

5.  Attend statewide TLN meetings, including meetings of General Assembly;

6.  Secure the appointment of a local TLN member on every board of education;

7.  Maintain continuous communication with each local TLN member;

8.  Meet with local board when desirable:

a.  To encourage local boards to adopt resolution;
b.  To encourage local boards to develop positions on bills; and
c.  To encourage local boards to meet with legislators;

9.  Promote TSBA legislative activities throughout the district; and

10.  Maintain communication with TSBA staff coordinator.