3000 Business and Non-Instructional Operations

Business and Non-Instructional Operations

Fiscal Year    3111

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The fiscal year shall commence July first and end June thirtieth.

Legal Reference:
Connecticut General Statutes
10-51 Fiscal Year.  Budget.  Payments by member towns; adjustments to payments.  Investment of funds.  Temporary borrowing.  Reserve fund.
10-222 Appropriations and budget.  Financial information system.
10-259 Fiscal and school year defined.  
        
    

Policy Reviewed:    June 14, 2021
                        June 12, 2017
Policy Revised:        June 9, 2014        
    

Business and Non-Instructional Operations

Budget Development    3120

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The Superintendent of Schools shall direct the preparation of the recommended annual budget.  To make the budget a comprehensive reflection of the financial needs of the school system, representatives of the community, students, certified and non-certified staff, and administrative staff shall be involved in the budget process. Procedure for such involvement shall be developed by the Superintendent of Schools and implemented by the Superintendent's office following review by the Board of Education.

The Board of Education shall review the Superintendent’s proposed budget at one or more budget meetings and make changes as the majority of the Board may desire.

All Board of Education budget meetings are public meetings, and the public is encouraged to attend and contribute to the budget development process within guidelines for public participation at Board of Education meetings.

Legal Reference:
Connecticut General Statutes
10-51 Fiscal year. Budget. Payments by member towns. (regional districts)
10-222 Appropriations and budget. Financial information system.

Policy Reviewed:    June 14, 2021
                        June 12, 2017
Policy Revised:        June 9, 2014
 

Business and Non-Instructional Operations

Budget Adoption    3150

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The Board of Education will present its annual budget to the Town Council as stipulated by the Town Charter.

If changes are made in the budget by the Town Council or Mayor at the town or district budget meeting or referendum, the Superintendent of Schools shall prepare a final budget recommendation for Board of Education review, modification if needed, and approval; such budget shall reflect changes made from the originally approved education budget to remain within the figure ultimately approved by the legislative authority.

Legal References:
Connecticut General Statutes
10-51 Fiscal year. Budget. Payments by member towns. (regional districts)
10-222 Appropriations and budget. Financial information system.

Policy Reviewed:     June 14, 2021
Policy Revised:        June 12, 2017
                        June 9, 2014
 

Business and Non-Instructional Operations

Budget Administration        3160

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The Board of Education may transfer any unexpended or uncontracted-for portion of any appropriation for school purposes to any other item of such itemized estimate.  Expenditures shall not exceed the appropriation made by the fiscal authority combined with such money as may be received from other sources for school purposes. 

To assist the Board in carrying out its fiscal and general district responsibilities, the Superintendent of schools shall prepare quarterly financial statements.

Budget Transfers and Amendments

The Board may transfer any unexpended or unencumbered portion of any line item to a line item in another account (amendments) or in the same account (transfers) provided such actions do not exceed the total budget appropriation made to the Board by the fiscal authority of the Town.  

Emergency Situations:  The Superintendent is authorized by the Board to make budget transfer(s) under emergency conditions if the Board cannot meet in a timely fashion to respond to the emergency.  The Board recognizes the need for such emergency budget transfer(s) to protect the health, welfare, or safety of students or staff, or to safeguard against facilities damage.  At the first available opportunity, the Superintendent shall:

    1.     advise the Board of such administrative actions;
    2.     identify budget areas from which equivalent funds have been transferred;
    3.     request, if necessary, that the Board seek a supplementary appropriation from the Town Council.

Non-emergency Situations:  The Superintendent shall provide the Board with a report on any non-emergency transfers at the meeting of the Board which next follows the transfer.  This report shall include information as to the need for such transfer.

Legal Reference:  Connecticut General Statutes
10-222 Appropriations and budget. (as amended by P.A. 13-60, An Act Concerning The Consolidation of Non-educational Services)

Revised:         June 14, 2021
        August 25, 2014
August 25, 2008
 

Business and Non-Instructional Operations

Medicaid Reimbursement for Special Education Students    3231

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The Board of Education will seek Medicaid reimbursement for medically related services provided to Medicaid eligible Special Education students in accordance with federal and state law.

The Board will determine a child’s Medicaid enrollment status and provide written notification to the parent/guardian of the student before accessing the student's or parent's/guardian's public benefits or insurance for the first time and prior to the one-time parental/guardian consent and annually thereafter.

The Board will provide written notification to all parents/guardians of children who are Medicaid eligible and currently receiving School Based Child Health (SBCH) services under an individualized education plan (IEP) prior to obtaining consent and prior to the continuation of billing Medicaid services.  The Board will obtain parental consent from these parents/guardians in order to access their public benefits or insurance to pay for services under the IDEA.

Legal Reference:   Connecticut General Statutes    
        
10-76d Duties and powers of boards of education to provide special education programs and services.  State agency placements; apportionment of costs.  (as amended by P.A. 99-279 An Act Concerning Programs and Modifications Necessary to Implement the Budget Relative to the Department of Social Services.)    
17-2, Sec 51 and PA 18-182
42 CFR Parts 431, 433 and 440, Medicaid Program; Elimination of Reimbursement Under Medicaid for School Administration Expenditures and Costs Related to Transportation of School-Age Children Between Home and School    
5.299, The Medicare, Medicaid & SCHIP Extension Act of 2007    
34 C.F.R. §300.154(d) - Individuals with Disabilities Act (IDEA)-Part B, related to parental consent to access public benefits or insurance

Revised:       June 14, 2021
                June 12, 2017
                August 25, 2014

Business and Non-Instructional Operations

Tuition Fees    3240

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The Vernon Board of Education will permit students from other school districts to attend local schools when they can be accommodated in existing classes.  The Superintendent or designee is to screen the student for placement and acceptance.  The sending district shall pay a tuition fee to be established annually by the Board.  Reasonable efforts will be made to notify sending districts of any pending changes in agreements.  

A Rockville High School student who moves out of district after completion of their junior year may request to complete their senior year at Rockville High School at no cost to the parent/guardian.  A written request by parent/guardian must be submitted to the high school principal.  Such request requires the approval of both the high school principal and the superintendent of schools.  Transportation is the responsibility of the parent.

The Board shall establish a tuition rate for out-of-district students attending the Agricultural, Science, and Technology Education program that is in conformity with section 10-65 of the Connecticut State General Statutes.

Legal Reference:
Connecticut General Statutes
10-33    Tuition in towns in which no high school is maintained.
10-35     Notice of discontinuance of high school service to nonresidents.
10-55     Pupils to attend regional school.
10-65     Grants for constructing and operating vocational agriculture centers.
Tuition charges. (Amended by PA 04-197)
10-220     Duties of boards of education.
10-253     School privileges for children in certain placements, nonresident children and children in temporary shelters.
10-266     Reimbursement for education of pupils residing on state property.

Revised:       June 14, 2021
                 June 12, 2017
                June 9, 2014
                September 13, 2004

Business and Non-Instructional Operations

Materials/Services Fees, Charges    3250

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In accordance with Connecticut General Statutes' requirement to provide a free public school education the Board of Education will provide, at no cost to students, all instructional equipment, books and materials, as it deems necessary to maintain the desired instructional program subject to reasonable rules concerning their care and use.  Fees, deposits or other charges, may be levied as outlined in an approved student handbook, course guide, or parent handbook.  

Students shall be charged for damaged or lost textbooks, library/media materials and other educational equipment or materials.  Fines and assessments shall be levied, collected and disbursed subject to regulation by the building Principal.  The schools are authorized to withhold transcripts, grades, or report cards until payment for a return of the textbook, library/media, or other educational equipment or material is made.

The Superintendent of Schools shall yearly review fees established for all equipment and facility rentals, admissions to athletic or extracurricular events, field trips/excursions and other related fees that may be assessed. 

Copies of Records

Any person who applies in writing shall receive a plain or certified copy of any public record.  The maximum fee per page allowable under the Connecticut Freedom of Information Act will be charged.

No charge will be levied for copies of the following:

1.    transfer records for students
2.     records authorized by the Central Office or by a Planning and Placement Team for consideration for outside placement, counseling, medical treatment or supplementary educational services recommended by the school staff or arranged by a parent. 

If a parent or guardian wishes to have records sent to private parties, institutions, physicians, psychologists etc., where the distribution of such records was not by recommendation of a Planning and Placement Team, then a charge for postage will be included as part of the overall copying fee.  
    
Legal Reference:   Connecticut General Statutes    
                1-15 Application for copies of public records.    
                10-221 Boards of education to prescribe rules.    
                10-228 Free textbooks, supplies, material and equipment.    
                10-228a Free textbooks, supplies, material and equipment.    
                10-229 Change of textbooks.

Reviewed:     June 14, 2021
Revised:          June 12, 2017
                  October 27, 2014
 

Business and Non-Instructional Operations

Sales and Disposal of Obsolete Books, Equipment and Supplies    3260

______________________________________________________________________________________________________________________________________________________

No obsolete or surplus equipment or materials will be discarded or disposed of by a teacher or other school employee.  Such items will be set aside and reported to the principal.  The principal or his/her designee will prepare lists of such equipment and materials annually and forward such lists to the Superintendent of Schools or his/her designee.

Obsolete or surplus equipment or materials shall be donated or sold only upon the approval of the Superintendent of Schools or his/her designee.  

Prior to making a donation or conducting a public sale, and after determining there is no appropriate use of such equipment or materials within the school system, the Superintendent of Schools or his/her designee shall notify the Town Manager of the Town of the equipment or materials approved for disposal, and shall request a written response within 15 days indicating the Town's interest, if any, in such equipment or materials.  Any transfer costs shall be borne by the recipient of the surplus or obsolete equipment or materials.  

Obsolete or surplus equipment or materials not retained within the school system or transferred to the Town may be donated or sold to the general public in a manner determined by the Superintendent of Schools to be in the best interests of the school district.  Such equipment or materials shall not be donated to an employee of the school district and shall only be sold to an employee of the school district if the equipment or material is offered for sale to the general public.  Under those circumstances, the employee shall receive an equal, but not preferential, opportunity to purchase the equipment or materials.

If the equipment and materials cannot be donated or sold, the Superintendent of Schools or his/her designee may dispose of such items.

Revised:            October 15, 2024       
                           June 14, 2021
Reviewed:         June 12, 2017
Revised:            October 27, 2014

Business and Non-Instructional Operations

Gifts, Grants, Bequests and Supplemental Funding   3280    ____________________________________________________________________________________________________________________________________________________

Gifts of personal property to the district, including monetary donations, that meet criteria set forth in the administrative regulations established in accordance with this policy are welcomed and encouraged.

The Superintendent of Schools shall develop administrative regulations governing the acceptance of gifts and the procedure for examining and evaluating offers of gifts to the district.

The school principal may approve gifts to a school that are valued at $500 or under and meet criteria established by the administrative regulations established in accordance with this policy.  The Superintendent of Schools must accept gifts that are valued over $500 and meet criteria established by the administrative regulations established in accordance with this policy.  

The Superintendent, in consultation with the principals and considering the wishes of the donor, may determine the school(s), program(s) or facility(s) to which the gift shall go if it is valued at more than $500.  The Superintendent shall inform the Board of Education of any gift valued at more than $500 that has been accepted by the district.  

If the Superintendent determines that a gift fails to meet the criteria established in the administrative regulations, the Superintendent shall inform the Board of Education.  Any gift rejected by the Board of Education shall be returned to the donor or the donor's estate, with a statement indicating the reason for rejection of such gift.

Any gift presented to the school district must be accompanied by a letter from the donor identifying the subject and purpose of the gift and any restrictions that may apply for official action and recognition by the Board of Education.

To be accepted, a gift must be used for the educational benefit of students and satisfy the following criteria:
•    Have a purpose consistent with the purposes of the school district
•    Will not begin a program that the Board of Education would be unwilling to take over when the gift or grant funds are exhausted
•    Would not bring unanticipated costs to the school district
•    Will place no restrictions on the school program
•    Will be suitable for use in meeting the instructional needs of the school
•    Will not be inappropriate or harmful to the best educational interests of students, as determined by the administration
•    Will not imply endorsement of any business or product
•    Will not be in conflict with any provisions of the school code or public law.

All gifts, grants and bequests shall become school district property.

Legal Reference:    
     Conn. Gen. Stat. § 10-237

Revised:        October 15, 2024
                       June 14, 2021
                       June 12, 2017
                       June 9, 2014

Business and Non-Instructional Operations

Grants and Other Revenue    3290

Consistent with Board goals and objectives to provide the best educational opportunities for all children in the district, the Board requires the Superintendent of Schools to seek supplementary revenue to state aid and local taxation.

Therefore, the Superintendent shall:
1.  investigate new sources of revenue whether local, state, federal, or private;
2.  propose new revenue sources and associated programs to the Board of Education for approval;
3.  implement measures necessary to apply for/receive additional revenues.

The Board shall approve all grant applications before their submission.  The Superintendent or designee is authorized to sign all required forms for state and federal programs.

The Superintendent shall ensure that procedures governing the procurement, use, management, and disposal of goods, materials, and equipment purchased with all grants, or alternative funds, will follow applicable state and federal regulations and existing policies and controls.

The Superintendent shall report annually, as part of budget preparation, on the status of all state and federal grants and programs, including the financial status of each program including a recommendation to continue, modify, or discontinue each program.

Legal Reference:   Connecticut General Statutes
10-76d Duties and powers of Boards of Educations to provide special education programs and services. State agency placement; appointments of costs (as amended by P.A. 99-279 An Act Concerning Programs and Modifications Necessary to Implement the Budget Relative to the Department of Social Services)
10-220 Duties of Boards of Education.
   IDEA 42 U.S.C. 1400 et sec (IDEA)

Revised:       June 14, 2021
Adopted:        May 8, 2017
 

Business and Non-Instructional Operations

Relationships with Vendors    3313

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General:  The Board of Education wishes to maintain good working relations with vendors who supply materials, supplies and services to the school system. Constructive efforts by the administration to seek the advice and counsel of vendors about how to improve such relationships are encouraged.

Members of the Board of Education and employees shall avoid any conflict, or appearance of conflict, between personal interests and the interests of the school system in dealing with suppliers, contractors, and all organizations or individuals doing, or seeking to do, business with the school system.  No Board member or employee shall directly or indirectly solicit, accept or receive any gift from vendors whether in the form of money, services, loan, travel, entertainment, or hospitality.

No Board member or employee shall directly or indirectly solicit, accept or receive any gift from vendors whether in the form of money, services, loan, travel, entertainment, or hospitality.

Reviewed:    June 28, 2021
        June 26, 2017
        June 23, 2014
        
 

Business and Non-Instructional Operations

Local Purchasing    3313.1

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As a public agency, the Board of Education is aware of its responsibility to spend its funds to obtain the greatest possible educational value for every dollar spent.  The board will make its purchases locally whenever bids and prices are fully comparable with those of outside bidders.  Every reasonable effort will be made to award contracts to the lowest bid and the lowest price for goods and services.

Reviewed:    June 28, 2021
            June 26, 2017
            June 23, 2014

 

Business and Non-Instructional Operations

Purchasing Procedures    3320

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The duties of purchasing for the Board of Education shall be directed by the Superintendent of Schools through the Director of Business and Finance, who shall conduct all purchase transactions for the district in accordance with the annual budget spending plan.

The Superintendent of Schools shall direct the development of regulations and procedures for the purchasing program of the school system, including ordering, verifying receipt of orders, distribution of materials received, and payment of bills. Every transaction involving the transfer of property shall be by purchase order or formal contract.  Purchase orders and other purchase obligations shall be signed by the Superintendent or designee.

The purchase system shall be followed as established with exception to be made only upon the approval of the Superintendent, and purchases or contracts made outside of the approved purchasing system shall not be the responsibility of the Board of Education.  The Superintendent and other staff shall:

1.     buy the proper product for the purpose required;
2.     buy the proper amount of the product;
3.     pay the proper price;
4.     have the product available when needed;

The Director of Business and Finance shall be familiar with and perform all purchasing activities within the limitations prescribed by law, legal opinions, and in accordance with Board of Education policies.

Specifications governing materials are a joint responsibility of the educational and business departments.  

Legal Reference:
Connecticut General Statutes
10-51 Fiscal year. Budget. Payments by member towns; adjustments to payments. Investment of funds. Temporary borrowing. Reserve fund.
10-222 Appropriations and budget. Financial information system.
10-259 Fiscal and school year defined

Revised:    June 28, 2021
Reviewed:    June 26, 2017
            June 23, 2014
 

Business and Non-Instructional Operations

Requisitions for Goods and Services 3321

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Deleted: 6-28-2021

 

Business and Non-Instructional Operations    
Soliciting Prices/Bidding Requirements

3323

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All contracts for, and purchases of supplies, materials, equipment and contractual services in the amount of $10,000 or more shall be based, when possible, on at least three competitive bids.  All purchases less than $10,000 in amount may be made in the open market, but shall, when possible, be based on at least three competitive quotations or prices. (NOTE: This amount is established locally but C.G.S. 7-148v requires that sealed bidding is required for contracts or purchases greater than $25,000.) All purchases made in the open market shall be consummated after careful pricing.  In an emergency situation these requirements may be waived by the Superintendent.  The Superintendent shall notify the Board Chair as soon as possible and the entire Board of Education at the next regularly scheduled meeting.

All contracts and all open market orders will be awarded to the lowest responsible qualified contractor or supplier, taking into consideration all of the factors set forth in policy #3320.

All bids must be submitted in sealed envelopes, addressed to the appropriate school and plainly marked with the name of the bids and the time of the opening.  Bids shall be opened at the time specified and all bidders and other interested persons shall be invited to be present.

The school district reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the town/city.  The school district reserves the right to waive any informalities in, or reject, any or all bids or any part of any bid.  Any bid may be withdrawn prior to the scheduled time for the opening of bids.  Any bid received after the time and date specified shall not be considered.

The school district, after going out to bid for a good or service and receiving submissions shall consult with the town's legislative body if the town provides or uses such good or service, and, if the equivalent level of such good or service is provided by the town or through a town contract for a lower cost than the lowest qualified bid received by the school district. In such situations, the district shall consider a cooperative arrangement with the town for the provision of such good or service. A "good or service" includes but is not limited to, portable classrooms, motor vehicles or materials and equipment, such as telephone systems, computers and copy machines.

Legal Reference:  Connecticut General Statutes
7-148v Requirements for competitive bidding
P.A. 13-71 An Act Concerning Requirements for Competitive Bidding for the Award of Contracts or Purchase of Property by Municipalities
June 2017 Special Session PA 17-2, Section 161

Revised:        June 28, 2021
            June 26, 2017
            April 17, 2017
            June 23, 2014
            January 24, 2011
 

Business and Non-Instructional Operations

Purchase Orders and Contracts    3324

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General:  All contracts between the district and outside agencies shall conform to prescribed standards as required by law.  All contracts between the district and outside agencies shall be prepared under the supervision of the Superintendent or designee, and where appropriate, subject to approval of the legal adviser to the district.

Affirmative Action:  

The Vernon School District does not discriminate or tolerate discrimination on the basis of race, color, religious creed, age, veterans' status, genetic information, marital status, national origin, ancestry, sex, sexual orientation, gender identity or expression, pregnancy, physical handicap or disability, past or present history of mental disorder, intellectual disability, learning disability, or any other classification protected by law, either in employment practices or the provision of benefits or services to students or employees.  Further, the District shall not enter into any contract with a person, agency, or organization if it has knowledge that such person, agency, or organization discriminates  on the basis of race, color, religious creed, age, veterans' status, genetic information, marital status, national origin, ancestry, sex, sexual orientation, gender identity or expression, pregnancy, physical handicap or disability, past or present history of mental disorder, intellectual disability, learning disability, or any other classification protected by law, either in employment practices or in the provision of benefits or services to students or employees.

Legal Reference:
Connecticut General Statutes
46a-58 through 46a-81 re discriminatory practices
Title VII, Civil Rights Act, 42 U.S.C. 2000e et seq. as amended by Title IX, Equal Employment Opportunity Act
Title IX of the Education Amendments of 1972; 42 U.S.C. 1134n et seq. (Higher Education Act)

Revised:     June 28, 2021
            June 26, 2017
Reviewed:    June 23, 2014

Business and Non-Instructional Operations

Paying for Goods and Services    3326

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Payment for goods and services shall be under the following conditions:

1.    The expenditure is within budgetary limits.

2.     The expenditure has been made within approved purchasing policies 
           and regulations.

3.     The equipment, material, or supplies has or have been certified by the
           Director of Business and Finance as received in acceptable condition
           or a service completed in an acceptable manner.

Legal Reference:
Connecticut General Statutes
10-248 Payment of school expenses.

Reviewed:      June 28, 2021
Revised:    June 26, 2017
            June 23, 2014
 

Business and Non-Instructional Operations

Payroll Procedures and Authorized Signatures    3326.1

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The Superintendent of Schools or designee shall supervise the preparation of all payrolls. The Superintendent of Schools or designee shall certify payments for periods of approved absence in accordance with adopted policies of the Board of Education.  The payroll staff shall be authorized to make all deductions from each individual's pay as required by local, state, or federal regulations and any other deductions authorized by the individual and approved by the Board of Education. Each payroll and other orders for the payment of expenses on behalf of the Board of Education shall be signed by the Superintendent or the Superintendent's designee.

Legal Reference:
Connecticut General Statutes
10-248 Payment of school expenses.

Revised:          June 28, 2021
            June 26, 2017
Reviewed:    June 23, 2014
 

Business and Non-Instructional Operations

Financial Records and Reports    3432

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The Superintendent of Schools shall be responsible for receiving and properly accounting for all school district funds and for annual financial reports to the Board of Education, the state Board of Education, the Teachers' Retirement Board, and any other governmental agencies as required by state law.

To assist the Board in carrying out its fiscal and general district responsibilities, the Superintendent of Schools shall request the Director of Business and Finance to prepare and make available for examination by the Board, monthly financial statements which may include, but not necessarily be limited to, all or some of the following.

1.     amounts budgeted;
2.     amounts expended and encumbered;
3.     transfers or amendments, if any, made to balance accounts and reasons for over-expenditures;
4.     unencumbered balances;
5.     list of bills paid;
6.     bids awarded under the Superintendent's authority in Policy 3323;
7.     other financial reports requested by the Board, or which the     
           Superintendent deems should be provided.

(cf 3160- Budget Administration)

Legal Reference:
Connecticut General Statutes
10-51 Fiscal year. Budget. Payments by member towns; adjustments to payments. Investment of funds.  Temporary borrowing. Reserve fund.
10-222 Appropriations and budget. Financial information system.
10-259 Fiscal and school year defined.
P.A. 13-247 An Act Implementing Provisions of the State Budget for the Biennium Ending June 30, 2015 Concerning General Government, Section 192.
P.A. 19-117  Section 290

Revised:    June 28, 2021
            June 26, 2017
            June 23, 2014
 

Business and Non-Instructional Operations

Periodic Audit    3434

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An audit of all accounts of the school system shall be made annually by an accounting firm appointed by the Town Council.

The audit shall include all funds of the school system, including appropriated budget funds, all student activity funds, cafeteria funds and accounts, and all other funds under the control or jurisdiction of the Board of Education.  The audit shall identify all expenditures by source of funds, and shall contain:

(1) a statement that the audit was conducted pursuant to standards and procedures approved by the State of Connecticut, and 

(2) a summary of audit exceptions and management recommendations.

It shall be expected that the accounting firm will hold an “exit interview” with the Superintendent, the Director of Business and Finance, and, if possible, one Board of Education member.

The annual audit report shall be on the Board of Education agenda at a regularly scheduled public meeting and reviewed by the Board. The accounting firm shall be asked to attend the meeting, but attendance is not mandatory.

The Superintendent shall report on a corrective plan including periodic updates when warranted.

Legal Reference:
Connecticut General Statutes
7-391 et seq. Municipal Auditing Act (including school districts as "audited agencies")
7-392 Making of Audits
7-393 Working Papers of Accountants; preservation for inspection.
10-260a Auditing of state grants for public education. Review of procedures manual.

Revised:         June 28, 2021
            June 26, 2017
                 June 23, 2014

Business and Non-Instructional Operations  
                                         
Fraud Prevention and Investigation   3435
______________________________________________________________________________________________________________________________________________________

The Board expects all employees, board members, consultants, vendors, contractors, and other parties maintaining a business relationship with the District to act with integrity and due diligence in duties involving the District’s fiscal resources; and has the responsibility to notify those in the chain of command if there are any inconsistencies. 

The Superintendent or designee shall be responsible for developing internal controls which aid in the prevention and detection of fraud, financial impropriety or irregularity within the District. Each member of the management team shall be alert for any indication of fraud, financial impropriety, or irregularity within their areas of responsibility.

An employee who suspects fraud, impropriety or irregularity shall immediately report the suspicions to their immediate supervisor and/or the Superintendent or designee. The Superintendent or designee shall have primary responsibility for any necessary investigations, in coordination with legal counsel and other internal or external departments and agencies as appropriate. 

(cf. 3324 Purchase Orders and Contracts)
(cf. 3434 – Periodic Audit)

Reviewed:   October 15, 2024
Revised:       June 28, 2021
Adopted:     June 26, 2017

Business and Non-Instructional Operations

Code of Conduct Governing Procurements Under a Federal Award 3436

______________________________________________________________________________________________________________________________________________________

In compliance with Code of Federal Regulations 2 C.F.R. § 200.318

[Federal law requires non-Federal entities, including school districts, that receive Federal funds to develop and implement a written code of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award, and/or administration of Federally funded contracts.  This means that, in all applicable cases, property and/or services purchased with Federal awards, including Connecticut School Nutrition Program funds, must be purchased in accordance with a written code of conduct. Federal law also requires that the school district’s code of conduct provide for disciplinary actions to be taken for violating the standards set forth in its code of conduct. This document provides a sample code of conduct that complies with 2 C.F.R. § 200.318 and outlines proper practices for procuring property and services under a Federal award with fairness and integrity.]

In accordance with Federal and State regulations, the following Code of Conduct applies to the selection, award, and/or administration of a contract procuring property or services under a Federal award, including the expenditure of Connecticut School Nutrition Program (“School Nutrition Program”) funds by any Vernon Board of Education (“Board”) employee or agent.

Article I. Purpose

The purpose of this Code of Conduct is to establish standards of conduct covering real or apparent conflicts of interest and governing the actions of Board employees engaged in the selection, award, and/or administration of contracts procuring property or services under a Federal award, including expending School Nutrition Program funds on goods and/or services. This Code of Conduct also sets forth discipline that may result from violating these standards.

Article II. Code of Conduct Provisions

In addition to other applicable policies and regulations promulgated by the Board, the Board expects the following conduct of all persons who are engaged in the award and administration of contracts supported by Federal funds, including School Nutrition Program funds:

1.    No employee, officer, or agent of the Board shall participate in the selection, award and/or administration of a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved. Conflicts of interest arise when one of the following has a financial or other interest in, or a tangible personal benefit from, the firm selected for the award:
     a.    The employee, officer, or agent of the Board;
     b.    Any immediate family member of the Board employee, officer, or agent (spouse, sibling, parent, child);
     c.    The partner of the Board employee, officer, or agent; or
     d.    An organization that employs or is about to employ one of the above.

2.    The Board’s employees, officers, or agents shall neither solicit nor accept gratuities, favors, travel packages, incentives or anything of monetary value from contractors, potential contractors, or parties to sub-agreements related to programs funded by the Federal government, in whole or in part.

3.    The Board’s employees, officers, or agents shall disclose any actual or potential conflict of interest to the Superintendent of Schools or his/her designee. Thereafter, as required by law, the Board shall disclose in writing any potential conflict of interest to the Connecticut State Department of Education.

Failure of any Board employee to abide by this code of conduct may result in disciplinary action, up to and including termination. The Board reserves the right to pursue legal actions for violations as permitted by law.

Legal References:

Federal Regulations and Guidance

2 C.F.R. § 200.112 Conflict of Interest.
2 C.F.R. § 200.318 General Procurement Standards. 2 C.F.R. § 400.2 Conflict of Interest.
United States Department of Agriculture, Contracting with Food Service Management Companies: Guidance for School Food Authorities, https://fns- prod.azureedge.net/sites/default/files/cn/SP40_CACFP12_SFSP14-2016a2.pdf (May 2016).
United States Department of Agriculture, Contracting with Food Service Management Companies: Guidance for State Agencies, https://fns- prod.azureedge.net/sites/default/files/cn/SP40_CACFP12_SFSP14-2016a1.pdf (May 2016).
 
United States Department of Agriculture, Written Codes of Conduct and Performance of Employees Engaged in Award and Administration of Contracts, SP 09-2015, CACFP 03-2015, SFSP 02-2015,
https://fns- prod.azureedge.net/sites/default/files/cn/SP09_CACFP%2003_SFSP02- 2015os.pdf (November 2014).

Connecticut Statutes, Regulations and Guidance Conn. Gen. Stat. § 1-79 Definitions.
Conn. Gen. Stat. § 10-215 Lunches, breakfasts and other feeding programs for public school children and employees.

Conn. Gen. Stat. § 10-215b Duties of State Board of Education re feeding programs.

Conn. Gen. Stat. § 10-216 Payment of expenses.

Regs. Conn. State. Agencies § 10-215b-1 Competitive foods.

State of Connecticut, Department of Education, Operational Memorandum No. 10-16, Written Code of Conduct and Performance of Employees Engaged in Award and Administration Contracts,
https://portal.ct.gov/-/media/SDE/Nutrition/NSLP/Memos/OM2016/OM10-16.pdf (August 2016).

Adopted:  November 11, 2024

Business and Non-Instructional Operations

Inventories    3440

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An inventory of equipment shall be maintained in a manner authorized by the State Board of Education. All items whose current value exceeds $1,000, as well as computer equipment, shall be included in the inventory, with the exception of equipment permanently fixed in a building such as heaters or lockers. The equipment inventory shall serve both the functions of control and conservation. The inventory shall include at least the description, name, date of acquisition, identification numbers, original cost, and location of use of all items. A record of the date and mode of disposal of all equipment removed from the inventory shall also be kept. 

For insurance and security purposes, a copy of the inventory shall be filed with the Town Finance Department.

Legal Reference:
Connecticut General Statutes
10-47 Powers of regional board. Meetings.
10-220 Duties of boards of education.

Reviewed:     June 28, 2021
                         June 26, 2017
                         October 27, 2014

Business and Non-Instructional Operations

Monies in School Buildings    3450

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Money collected by school system employees and by student organizations shall be handled both carefully and prudently.

All monies collected shall be receipted and accounted for and directed without delay to the proper location or deposit.  

Legal reference: 
Connecticut General Statutes
10-222a  Boards to have use of funds from repayment and insurance proceeds for school materials.

Revised:    June 28, 2021
            June 26, 2017
               June 23, 2014

 

Business and Non-Instructional Operations

School Activity Funds    3453
______________________________________________________________________________________________________________________________________________________
General Policy:  The Superintendent of Schools shall direct the maintenance of a school activity fund under the following guidelines:

All School Activity Fund Accounts shall be maintained in accordance with the Connecticut General Statutes, Section 10-237 (School Activity Funds).  Each school’s student activity account/fund will be managed/administered in the Board of Education central office.

The principal of each school or designee shall be the custodian of said accounts; however, the Superintendent shall be made aware of all accounts under these guidelines in the district schools.  This shall be accomplished via an established procedure as set up by the Business manager to whom monthly    reports shall be filed.

Each account within the School Activity Fund shall be controlled by a designated member of the staff of the Vernon Public School system.  Sub-accounts shall be maintained for each student activity, as approved by the Board of Education, and a general cumulative account ledger shall also be maintained for handling funds collected in the name of the school.

Funds remaining after all financial obligations have been discharged in accounts of organizations that are disbanding, such as a class in its senior year, will be reallocated and distributed by the Board of Education to benefit other student activity accounts.

Funds in these accounts shall be used to directly benefit students.

Gifts, grants, and bequests in cash or checks shall be deposited in the appropriate School Activity Fund and used for the educational benefit of students.

Salaries or any other form of compensation, such as salaries for instructional or coaching personnel (athletic or non-athletic) shall not be paid from activity accounts.

The accounts of the School Activity Fund shall be considered Board of Education accounts and audited in the same manner as all other Board of Education accounts. 

Legal Reference: 
Connecticut General Statutes
      - 10-222a Boards to have use of funds from repayment and insurance proceeds for school materials.

      - 10-237 School activity funds.

Reviewed         October 15, 2024
Revised:            June 28, 2021
                          April 17, 2017
                          June 23, 2014

Business and Non-Instructional Operations

Operation and Maintenance of Plant    3510

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The care, custody, and safekeeping of all school property shall be the general responsibility of the Superintendent who shall establish procedures necessary to:

Provide information on the condition, location, and value of school property;
Safeguard school property against loss, damage, or undue depreciation;
Recover and restore to usefulness any school property which may be lost,   stolen, or damaged;
Ensure the proper maintenance and safekeeping of school property.

School maintenance shall be provided by the school system maintenance department.    

School custodial services and project management will be headed by the Supervisor of School Facilities and Special Projects.

Within the schools, the Principal shall be responsible to the Superintendent of Schools for the proper care and maintenance of buildings and equipment.

Legal Reference:  Connecticut General Statutes
                             10-47 Powers of regional board.  Meetings.
                             10-203 Sanitation.
                             10-220 Duties of boards of education.

Revised:       June 28, 2021   
                         June 26, 2017
                     June 23, 2014

 

Business and Non-Instructional Operations

Compliance with 504 Regulations    3511
______________________________________________________________________________________________________________________________________________________

It is the policy of the Vernon School System to comply with all aspects of the Section 504 regulations of the Rehabilitation Act of 1973.  No otherwise qualified individual with disabilities shall, solely by reason of handicap, as defined in Section 706(8) of the Rehabilitation Act, be denied the benefits of, or be subjected to discrimination under any program or activity conducted by the Vernon School System.

The district has a responsibility to follow the procedural requirements of Section 504 to afford each student a free, appropriate education, which includes procedures for pre-placement evaluation, placement procedures and procedural safeguards.  Additionally, Section 504 addresses placement in the LRE (Least Restrictive Environment) for both academic and non-academic settings.  The district also recognizes that there may be some impaired students who are not eligible for Special Education services under IDEA (Individuals with Disabilities Education Act) but who have documented disabilities and are eligible for services and protection from discrimination under the Section 504 definitions and regulations.

(c.f. 4111.1 Personnel; Equal Employment Opportunity and Affirmative Action)
(c.f. 5145 Student Civil and Legal Rights and Responsibilities)

Legal References:
    Individuals with Disabilities Education Act, 20 U.S.C. § 1400, et seq. (IDEA)
    34 C.F.R. § 300.144
    34 C.F.R. § 300.202(a)(3) 
    34 C.F.R. § 300.133(d)
    34 C.F.R. § 300.172
    34 C.F.R. § 300.205(d)
    34 C.F.R. § 300.226(a)
    34 C.F.R. § 300.209(b)
    34 C.F.R. § 300.818, Appendix A

Revised:       October 15, 2024
                       June 28, 2021
Reviewed:     June 26, 2017
Revised:        June 23, 2014

Business and Non-Instructional Operations

Energy Conservation                                3513.1

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The Board of Education believes that measures should be taken to conserve energy resources and to reduce expenditures of funds for energy, while providing a safe and comfortable learning environment for all staff and students. Therefore, the Board hereby directs the administration, supported by the school staff, to continually assess the consumption of energy and implement reasonable operating procedures to reduce energy consumption in the District.

The Superintendent or designee shall establish an energy efficiency program which shall include specific strategies designed to help the District use energy more efficiently and to help ensure that funds intended for student learning are not diverted to cover energy costs.

The Superintendent or designee shall regularly inspect District facilities and operations and make recommendations for maintenance and capital expenditures which may help the District reach its energy conservation goals. Further, every effort shall be made to identify funding opportunities and cost-reducing incentive programs to help the District achieve its conservation goals.

The Superintendent or designee shall periodically report to the Board on the District’s progress in meeting its energy conservation goals.

Reviewed:     June 28, 2021
Adopted:      June 26, 2017

Business and Non-Instructional Operations

Equipment                                            3514

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Authorized Use of School Equipment
The Board of Education shall permit the use of District equipment by school personnel and community groups when such use does not interfere with the District educational programs. "District equipment" is defined as any movable hardware that is not normally identified as a part of a room or building, including chairs, risers, portable stages, audio-visual equipment, tools, physical education equipment, computers, etc.

User fees, if applicable, shall be paid in advance to cover actual costs, depreciation and insurance.  Users shall be responsible for reimbursing the District for lost or damaged equipment.

The Board reserves the right to deny use of equipment for non-school use.

Principals, administrators and coordinators shall be authorized to release equipment assigned to their building or department in accordance with this policy and established administrative rules.

 

Personal Use of School Equipment by Employees
School equipment shall not be used by any employee for personal use at any time. No equipment may be removed from school premises for personal use of the employee.

The Superintendent shall work with each principal to develop specific procedures for the use of school equipment by employees working in the regular or extracurricular program during times when school is not normally in session.

Similar procedures shall be developed for maintenance and custodial employees performing duties outside regular working hours.

Revised:         June 28, 2021
Reviewed:    June 26, 2017
Revised:    June 23, 2014

 

Business and Non-Instructional Operations

Facilities Use    3515

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The Board of Education recognizes that the school, building and grounds, is a community center and a valuable public resource.  The Board is committed to making these facilities available to the community as much as possible under proper and appropriate conditions when such use does not conflict with school activities and functions.  The Board of Education shall grant the use of school facilities for activities of an educational, cultural, civic, and other non-commercial uses consistent with the public interest when such does not interfere with the school program or school-sponsored activities.

Consistent with guidelines in this policy, the Superintendent of Schools shall develop and promulgate regulations and associated forms governing use of school buildings by community and other groups.  The "School Use" Form for school facilities shall be submitted by outside groups to building Principals for approval.

If a community group is denied use of Board of Education facilities by a Principal, the group may appeal that decision to the Superintendent of Schools and if necessary appeal the Superintendent’s decision to the Board of Education.

Groups requesting use of facilities must identify specific facilities desired, and approval will be for those specific facilities or spaces only.

All school equipment in the premises shall be in the charge and control of the building Principal or his/her designee, and arrangements for on-site equipment use shall be made directly with the Principal or his/her designee by organizations using school facilities.
        
Legal Reference:    Connecticut General Statutes    
                10-239 Use of school facilities for other purposes.    
                Equal Access Act, 20 U.S.C. ss 4071-4074    
                Good News Club v. Milford Central School, Sup. CT. 6-11-01    
Section 8525, ESEA as amended by the Every Student Succeeds Act
  

Revised:       June 28, 2021
                     June 26, 2017
                  June 23, 2014
 

Business and Non-Instructional Operations

Safety 3516
________________________________________________________________________________________________________
Safe and Secure School Facilities, Equipment, and Grounds

Goal

It is the goal of the Board of Education to ensure that all facilities, grounds, equipment, and vehicles meet accepted injury and violence prevention standards for design, installation, use, and maintenance.

Safety and Hazard Assessments

Schools/District shall develop and implement a written school security and safety plan to conduct regular safety and hazard assessments of all classrooms, buildings, school grounds, gymnasiums, playgrounds, sports-related equipment, and buses and other vehicles used to transport students. 

The Board will annually submit each school's security and safety plan to the Department of Emergency Services and Public Protection.

Maintenance

Schools/District shall develop maintenance plans for all classrooms, buildings, school grounds, gymnasiums, playgrounds, sports related equipment, and buses and other vehicles used to transport students.  The plan shall include provisions for reporting maintenance needs to appropriate staff, schedules of maintenance activities, and communication of details to appropriate staff, students and family members.

Supervision of Students

All school-related activities shall be supervised by adults to enforce safety rules and prevent injuries.  At least one adult trained in first aid, CPR, and infection control shall always be available when students are present on school grounds to respond to injuries and medical emergencies.  All adults supervising playgrounds, athletic fields, gymnasiums, science classrooms, industrial arts classrooms, and cafeterias shall have easy access to first aid supplies.  Supervising adults shall be informed of any relevant medical guidance on file with the school concerning limits on the participation of individual students in physical activity.  Such information will be treated with strict confidentiality.

Staff Training 

The district will provide regular training and information to all school employees pertaining to the district’s school emergency management systems and protocols, including violence prevention training and emergency response procedures.

School Security and Safety Committee

Annually, each District school shall have a school security and safety committee under the jurisdiction of the Board.  Such committee is responsible for assisting in the development and implementation of the school security and safety plan.

Each committee shall develop a safety and security plan for all classrooms, buildings, school grounds, gymnasiums, playgrounds, sports related equipment, and buses and other vehicles used to transport students.  The plan shall include provisions for reporting hazards to appropriate staff, prompt repairs or upgrades of identified hazards and other shortcomings, and appropriate communication of repair/ upgrade plans to staff, students, and family members.

Membership must consist of a local police officer, a local first responder, a teacher at the school, a school administrator, a mental health professional (guidance counselor, social worker, school psychologist, school nurse, or child mental health specialist), a family member of an enrolled student and any other person the Board finds necessary.

Family Members on the committee shall not have access to information about disturbing or threatening student behavior reported to the committee, as such access may compromise student confidentiality.

(cf. 3517 - (Security of Buildings and Grounds)
(cf 4131/4231 (Staff Development)
(cf. 4148/4248 - (Employee Protection)
(6114 - (Emergencies and Disaster Preparedness)

Legal Reference:     Connecticut General Statutes    
10-203 Sanitation    
10-207 Duties of medical advisers    
10-220f Safety Committee
10-222k District School Climate Coordinator. Safe School Climate 
Specialist.  Safe School Climate Committee
10-222m School security and safety plans. School security and safety committees
10-222n School security and safety plan standards
10-231 Fire Drills    
29-389 Stairways and fire escapes on certain buildings.
52-557b Immunity from liability for emergency medical assistance, first aid or medication by injection.  School personnel not required to administer or render    
P.A. 13-3 An Act Concerning Gun Violence Prevention and Children's Safety    

Reviewed:       May 13, 2024
Revised:           June 28, 2021
Reviewed:        June 26, 2017
Revised:          October 27, 2014

 

Business and Non-Instructional Operations

Accident Prevention and Reporting    3516.3

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Safety shall be a major component of the instructional plan of the district schools through educational programs such as, but not limited to traffic and pedestrian safety, fire prevention, emergency procedures, etc., appropriately geared to students at different grade levels.

The Superintendent of Schools shall have overall responsibility for the District's Safety and Risk Management Programs, and each building administrator shall be responsible for the supervision of a school safety program.

General areas of emphasis shall include, but not be limited to:

1.     in-service training;

2.     accident record-keeping;

3.     facilities inspection;

4.     driver and vehicle safety programs;

5.     fire prevention;

6.     emergency procedures and traffic safety problems relevant to students, employees, and the community;

7.  accident/incident reporting.

Revised:     October 12, 2021
            June 26, 2017
            October 27, 2014
 

Business and Non-Instructional Operations

Sexual Offenders on School Property 3516.5
______________________________________________________________________________________________________________________________________________________

It is the policy of the Vernon Board of Education to limit sexual offenders’ access to school property and school activities. For the purpose of this policy, the term “sexual offender” means any person who is required to register on Connecticut’s sex offender registry pursuant to Connecticut General Statutes §§54-251, 54-252, 54-253 and 54-254. “School property” includes all school buildings, grounds, land, and facilities under the control of the Board and used for activities of the Vernon Public Schools. “School sponsored activities” include any activities involving Vernon students that are sanctioned, supervised and/or funded by the Vernon Board of Education.

A. GENERAL PROHIBITION OF SEXUAL OFFENDERS FROM SCHOOL PROPERTY: 
Sexual offenders, as defined herein, are prohibited from entering or being present on school property, or at school sponsored activities, EXCEPT when such persons are: 

1.    Qualified voters entering the school property for the sole purpose of casting a vote; 
2.     Attending an open meeting of the Board of Education, 
3.     Specifically permitted to do so by the order of a court of competent jurisdiction; or
4.     Visiting the Board of Education Central Administration building.

B. SEXUAL OFFENDERS WHO ARE PARENTS OR GUARDIANS OF STUDENTS: 
In addition to the above exceptions, sexual offenders who are parents or guardians of Vernon students may also be permitted on school property or at school sponsored activities, with the Superintendent’s prior written permission, in the following situations: 

1.    To transport their child to and/or from school; 
2.     To attend meetings that they have been invited to by school personnel to discuss their child’s progress, placement or educational program (including PPT or 504 meetings); 
3.     Other specific circumstances as determined by the Superintendent. 

The Superintendent shall designate the school personnel who will be responsible for supervising the sexual offender while he/she is on school property. 

This policy shall not prevent a parent or guardian from participating in his/her child’s PPT or 504 meeting. Nevertheless, sexual offenders who are parents or guardians, who want to participate in their child’s PPT or 504 meeting, must notify the Superintendent to receive prior written permission to attend such meetings.

C. STUDENT SEX OFFENDERS
The Superintendent or designee shall determine the appropriate educational placement for student sex offenders except those identified as having a disability.  When determining educational placement, the Superintendent or designee shall consider such factors as the safety and health of the student population.  The Superintendent or designee shall develop guidelines for managing each student sexual offender in District schools.  If the Superintendent or designee determines that, in the best interest of District schools, the student sexual offender should be placed in an alternative educational setting, the District shall pay for the costs associated with this placement.

A PPT/IEP team shall determine the educational placement of a student sexual offender with a disability. The student with a disability is entitled to all the due process procedures available to a student with a disability under the Individuals with Disabilities Education Act.  The PPT/IEP team shall develop procedures for managing each student sexual offender with a disability that attends a District school.  If the PPT/IEP team determines that the student sexual offender should be placed in an alternative educational setting, the District shall pay for the costs associated with this placement.

General Provisions
The Superintendent or r designee will inform the appropriate principal and other relevant District staff of the scope of the permission granted to each sexual offender.

Sexual offenders who receive permission to enter school property must immediately report to the individual or location designated in the Superintendent's or designee's written permission statement.  The building Principal shall assign a chaperone to accompany the sexual offender while on district property.  The only exceptions to these requirements are when the Superintendent grants permission to a parent/guardian sex offender to transport their child and when a student sex offender receives permission to attend a District school in which case the guidelines developed for this individual shall apply.

The Superintendent shall use the Connecticut sex offender registry law, in conjunction with policy #3516.4, to establish a system for identifying sexual offenders and will inform known sexual offenders of this policy.  Lack of notification does not excuse sexual offenders from abiding by the requirements and prohibitions in this policy.

The Superintendent will contact law enforcement anytime a sexual offender violates this policy and will immediately revoke any privileges granted to the sexual offender under this policy.

Parents/guardian who are registered sex offenders shall receive a copy of this policy via registered mail.

E. VIOLATIONS OF THIS POLICY: 
The Superintendent or designee shall report any violations of this policy to local law enforcement and/or probation or parole officers. 

Legal Reference:  Connecticut General Statutes
54-250 through 54-261 Registration of Sexual Offenders.
PA 07-143: An Act Concerning Jessica's Law and Consensual Sexual Activity Between Adolescents Close in Age to Each Other.
PA 07-4, June 07 Special Session: An Act Concerning the Provisions of the Budget Concerning Education.
United States Code, Title 42 14071 Jacob Wetterling Crimes Against Children and Sexually Violent Offender Registration Program Act.

Reviewed:       June 10, 2024
Revised:          October 12, 2021
Adopted:        March 27, 2017

Business and Non-Instructional Operations

Security for School System Facilities and Property 3517
______________________________________________________________________________________________________________________________________________________

SCHOOL SECURITY AND SAFETY

The Vernon Board of Education (the “Board”) will develop and implement an all-hazards district security and safety plan with a school-specific annex for each school within the district or a school security and safety plan for each school within the district to bolster their existing emergency preparedness, response capability and school safety and security measures and to best meet all-hazards threats.  

Security and safety plans will be based on the school security and safety plan standards developed by the Connecticut Department of Emergency Services and Public Protection and will adhere to the requirements of state law.

Security and safety plans should be kept securely and will only be provided to the Board, school staff and administration, members of the school security and safety committees, members of state and local law enforcement, first responders, local municipal officials or other persons authorized by the Board or the Superintendent (e.g., consultants, contractors).  Pursuant to Connecticut General Statutes § 1-210(b)(19), the plan will not be available to the public.

Legal References:
        
State Law:
Conn. Gen. Stat. § 1-210 (b)(19)
Conn. Gen. Stat. § 10-222k
Conn. Gen. Stat. § 10-222m
Conn. Gen. Stat. § 10-222n
Conn. Gen. Stat. § 10-231
Conn. Gen. Stat. § 28-7 

State Standards:
Connecticut Department of Emergency Services and Public Protection, School Security and Safety Plan Standards.

Federal Guidance:
Federal Emergency Management Agency, Guide for Developing High-Quality School Emergency Operations Plans, June 2013

Revised:            June 10, 2024
Reviewed:        October 12, 2021
                           June 26, 2017
Revised:           December 10, 2012

Business and Non-Instructional Operations

Hazardous Materials in Schools    3524

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Hazardous materials include any substance or mixture of substances posing fire, explosive, reactive, or health hazards including a number of science laboratory chemicals and supplies, common school cleaning materials, spray oven cleaners, cleaning solvents, photo chemicals, soldering flux, some ceramic glazes, oils, and gasoline.

The Superintendent of Schools shall develop regulations to minimize the use of these materials in the schools, including substituting, when possible, non-hazardous materials for hazardous materials and through minimizing amounts of hazardous material used and stored in the schools. 

To the extent hazardous materials are necessary in educational programs or in school building maintenance, the Superintendent of Schools shall develop regulations and practices on:

1.  identification and labeling of hazardous materials;    
        
2.  use of hazardous materials;    
        
3.  storage of hazardous materials;    
        
4.  transportation of hazardous materials;    
        
5.  disposal of hazardous materials;    
        
6.  maintenance of safety data sheets;    
        
7.    chemical hygiene plans shall be maintained at all schools that have a science  laboratory; and    
        
8.  training of appropriate staff in procedures and practices enumerated in 1-7  above.     

Procedures must comply with applicable local, state, and federal laws and regulations pertaining to safe and proper use, storage, transportation, and disposal of hazardous materials.

(cf. 5142 Student Safety)
(cf. 4147/4247 Employee Safety)
    Legal Reference:   Connecticut General Statutes    
    19a-332 through 19a-332d re carcinogenic substances and asbestos abatement.

Reviewed:    October 12, 2021
            June 26, 2017
Revised:     October 27, 2014
 

Business and Non-Instructional Operations

Green Cleaning Programs 3524
______________________________________________________________________________________________________________________________________________________

POLICY REGARDING GREEN CLEANING PROGRAMS

It is the policy of the Vernon Board of Education (the “Board”) to implement a green cleaning program in which the Board procures and properly uses environmentally preferable cleaning products in school buildings and facilities.  Pursuant to subsection (a)(2)(A) of section 10-231g of the Connecticut General Statutes, any disinfectant, disinfecting cleaner, sanitizer or any other antimicrobial product approved by federal law may be used by the Board.

The Board shall provide the staff of each school and, upon request, the parents and guardians of each child enrolled in each school with a written statement of the school district’s green cleaning program. Such notice shall include (1) the types and names of environmentally preferable cleaning products being applied in schools, (2) the location of the application of such cleaning products in the school buildings and facilities, (3) the schedule of when such cleaning products are applied in the school buildings and facilities, (4) the statement, "No parent, guardian, teacher or staff member may bring into the school facility any consumer product which is intended to clean, deodorize, sanitize or disinfect." and (5) the name of the school administrator, or a designee, who may be contacted for further information. Such notice shall be provided to the parents or guardians of any child who transfers to a school during the school year and to staff hired during the school year. 

The Board shall make such notice, as well as the report submitted to the Department of Education pursuant to subsection (a) of section 10-220 of the Connecticut General Statutes (i.e., required report on condition of facilities, action taken to implement the Board’s long-term school building program, indoor air quality and green cleaning program) and Safety Data Sheets for each product used available on its web site and the web site of each school under such board's jurisdiction. If no such web site exists, the Board shall make such notice otherwise publicly available. 

Legal References:
Connecticut General Statutes:
§ 10-220(a)    Duties of board of education.
§ 10-231g      Green cleaning program at schools: 
                            Definitions.  Implementation.  Notice.
        

Adopted:        June 10, 2024    

Business and Non-Instructional Operations

Hazardous Materials in Schools: Pesticide Application    3524.1

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Pesticide Application

The intent of this policy is to ensure that students, employees and parents/guardians receive adequate notice, in conformity with applicable statutes, prior to pesticide application in school buildings and on school grounds.  Further, the District will only employ certified pesticide applicators for any non-emergency pesticide use in school buildings or on school grounds.

The application of lawn care pesticides on the grounds of elementary schools is prohibited except in emergencies. An emergency application may be made to eliminate a human health threat as determined by the Superintendent of Schools.

The District shall:

Provide notice of planned pesticide application to students, parents/guardians and employees in the manner required by law. 

Post the areas scheduled to receive pesticide application(s).

Maintain written records for five years of all pesticide applications.

Provide continuing instruction to those students who, based upon written medical request, find it necessary to absent themselves during the period of application.

Inform annually parents/guardians and staff of the District’s pest application/management policy.

Establish a registry of parents/guardians and staff who want to receive advance notice of all pesticide use and provide such notice as required by law.

Pest control applicators employed by the District shall provide the Director of Public Works with notice at least seventy-two (72) hours prior to the date and time the pesticide application is to occur, including in such notice the brand name, concentration, rate of application, pesticide label, material safety data sheet, list of the area or areas where the pesticide is to be applied and any use restrictions required by the pesticide label.  Prior to the application, the applicator shall provide the school contact person with a written pre-application notification containing the following information:

The brand name, rate of application and any use restrictions required by the label of the herbicide or specific pesticide.

The target pest.

The area or areas where the pesticide is to be applied.

The date and time the application is to occur.

The pesticide label and the material safety data sheet.

In case of pesticide applications performed for or by public health agencies or emergency applications because of immediate threat to the public health, the licensed applicator shall give the school site office oral and, if possible, written notice, with posting of the area to be treated.

The Superintendent or designee may require the pest control applicator to make the required postings in accordance with all applicable statutes and with District policy and regulations.  The name and address of the applicator shall be a part of any posting.

Someone other than a certified pesticide applicator may apply a pesticide in an emergency to eliminate an immediate human health threat when (1) it is impractical to obtain the services of a certified pesticide applicator and (2) a restricted use pesticide is not used.

Pesticide purchases shall be limited to amounts authorized by the Superintendent or designee for use during the year.  Pesticides shall be stored in a secure site not accessible to students or unauthorized staff.  They shall be stored and disposed of in accordance with EPA registered label directions and applicable state statutes.

Definitions
Pesticides are defined as fungicides used on plants, insecticides, herbicides or rodenticides, but not sanitizers, disinfectants, antimicrobial agents or pesticide baits.

Microbial pesticide means a pesticide that consists of a micro-organism as the active ingredient.
Biochemical pesticide means a naturally occurring substance that controls pests by non-toxic mechanisms.
Integrated pest management is the use of all available pest control measures, including the judicious use of pesticides, when warranted, to maintain a pest population at or below an acceptable level while decreasing the use of pesticides. Such plan is consistent with an applicable model plan provided by the Commissioner of Environmental Protection under section 22a-66l.
Lawn care pesticides are pesticides registered by the EPA and labeled according to the Federal Insecticide, Fungicide and Rodenticide Act for lawn, garden and ornamental use. Lawn care pesticide does not include a microbial pesticide or biochemical pesticide registered with the EPA, horticultural soap or oil registered with the EPA and does not contain any synthetic or synergist or a pesticide classified by EPA as an exempt material.

The Superintendent shall prepare and disseminate regulations for the implementation of this policy.

Legal Reference:  Connecticut General Statutes
10-231b Pesticide applications at schools. Authorized applicators. Exception, as amended by P.A. 09-56
10-231c Pesticide applications at schools without an integrated pest management plan. (as amended by June 2015 Special Session PA 15-5)
22a-46. Short title: Connecticut Pesticide Control Act.
22a-54. Pesticide applicators, certification, classification, notice, fees, reciprocity; financial responsibility; aircraft, tree, public employee applicators.
22a-58. Records to be kept by distributors and applicators.
23-61a. Definitions. Tree protection examining Board within Department of Consumer Protection. Regulations.
23-61b. Licensing for arboriculture; examination; fees; renewal; suspension, revocation. Nonresidents. Records. Pesticides.
P.A. 09-56 An Act Concerning Pesticide Applications at Child Day Care Centers and Schools
Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) 7 U.S. Code 136 et seq.

Revised:         October 12, 2021                
                June 26, 2017
                October 27, 2014
                March 8, 2010
Adopted:         March 13, 2006

Business and Non-Instructional Operations

Liability Automobile Property Insurance    3532

---

The insurance coverage of the district should provide the broadest, most complete coverage available but should be secured at the most economical cost to the district consistent with sound insurance principles.  Since good service is vital to an effective insurance program, the insurance agent who is awarded any part of the district's insurance business must be able to provide prompt and efficient service.

The Superintendent or designee will work cooperatively with town agencies to provide appropriate coverage for buildings and property under the jurisdiction of the Board. 

Revised:     October 12, 2021
                   June 26, 2017
                   October 27, 2014
 

Business and Non-Instructional Operations

Employee/Officer Bonds    3534

---

All school system employees who handle funds shall be covered by the District’s $100,000 Comprehensive Crime Coverage Insurance Policy purchased by the Board of Education.

A copy of the insurance policy may be obtained from the Director of Business and Finance. 

Legal Reference:
Connecticut General Statutes
10-47 Powers of regional board. Meetings.
10-220 Duties of boards of education.

Reviewed:   October 12, 2021
Revised:       June 26, 2017
Reviewed:    August 25, 2014
 

Business and Non-Instructional Operations

Transportation of Students    3541

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General Information

The safety of children who are residents of Vernon and who are going to and returning from school is a shared responsibility involving parents or guardians, the Vernon Board of Education and, if transportation is provided by contract, the agencies providing that transportation. 

Reviewed:    October 12, 2021
            June 26, 2017
            June 23, 2014
 

Business and Non-instructional Operations

Transportation of Students    3541.10

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Parent/Guardian Responsibility

    Students not transported by Board-approved vehicles: 

    Within the school district assigned to a student, and based on the distance between the location where a student leaves the supervision of parents, guardians or care-takers and the student’s assigned school, some students may be classified as walkers.  It is the responsibility of those charged with the care of such students to assure their safety until the student is on school property. It is also their responsibility to assure the safety of such students after the student leaves school property.  The Board of Education is not responsible for providing vehicular transportation for any student who is placed under the care or supervision of persons at facilities outside their assigned school district.

    Students transported by Board-approved vehicles: 

    For students who are to be transported by bus or other vehicles authorized by the Board of Education, it is the responsibility of the parents, guardians or designated care-takers to see to the safety of the students until the student enters the assigned vehicle at the designated point.  It is also the responsibility of the parents, guardians, or care-takers to assure the safety of the student when the student, returning from school, leaves the bus/vehicle. 

    Students transported by parents, guardians, care-takers or others:  

    In no instance is the school system responsible for students who are brought to their assigned school before that school is officially open for students to enter.  

    Parents should make sure that children reach the school bus stop at least five minutes prior to the scheduled bus pick-up.  Parents should accompany younger students to the bus stop for the first few days or as long as they deem necessary.  Parents are responsible for students’ behavior at the bus stop and should periodically monitor this.

Parents should instruct children to:

walk facing traffic, if they must walk on the road.

look both ways before crossing the road.

wait on the shoulder, off the pavement.

behave responsibly at the bus stops and on the bus.

Revised:    October 12, 2021
Revised:    June 26, 2017
Reviewed:    June 23, 2014

Business and Non-instructional Operations

Transportation of Students    3541.11

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Pupil Responsibility and Eligibility

Eligibility for School Transportation.  Students will be eligible for school transportation if one or more of the following criteria is present:
A.  The walking distance for the student, either to school or to the nearest bus stop, is in excess of the guidelines established by the board which shall not exceed the following maximum distances:
(1)  For students enrolled in grades K through 3, up to one half (.5) mile;
(2)  For students enrolled in the equivalent of grades 4 through 8, at middle schools or junior high school, up to one (1) mile; and,
(3)  For students enrolled in grades 9 through 12, up to two (2) miles.
B.  The walking route does not exceed the limits set forth in subparagraph 2. (1) above, but presents a hazard which the Board cannot reasonably eliminate or adequately abate.
C.  The student is physically handicapped, or students with disabilities, or a preschool student.
Reasonable transportation or prescribed walking routes or the sum of both shall not exceed one hour each way from home to school or returning.

Eligibility for Out-of-Town Transportation:
A.  Any resident of the school district under twenty-one years of age who is not a high school or vocational school graduate and who is attending a state vocational school shall be eligible for transportation.
B.  A student who is placed by a Planning and Placement Team for special education reasons in either a public or private educational institution out-of-town shall be provided the necessary transportation.

Pupil Responsibility

1.     While waiting for school bus transportation to school, pupils should:

a.     be at the designated bus stop 5 minutes before the scheduled time;

b.     wait until the bus comes to a full stop before trying to get aboard.
    
c.    when waiting across the road from the designated bus stop, continue to wait until the bus comes to a full stop and displays its flashing lights before attempting to cross the street.

2.     While riding in the bus, pupils should:
 
obey the directions of the bus driver;  

remain in their seats while the bus is in motion;

c.    not jeopardize the safety of others, observing the usual rules of good conduct;

d.    converse quietly, not shouting at other pupils or the driver;

e.     not throw objects about in the bus;

 f.    not destroy or deface seats in the bus;

g.     secure permission of driver before opening windows of the bus;

h.    be respectful in language use. 

i.    recognize that eating, drinking, smoking or the use/possession of controlled  
      substances is not permitted on the bus.

3.  When boarding the bus at the close of school, pupils should:

a.     follow directions of the teacher or the Safety Patrol

4.     When disembarking the school bus, pupils should:

a.     watch their step getting off the bus;

b.     take their turn and not crowd;

c.     not loiter at the bus stop;

d.     stand aside on the shoulder of the road at the front of the bus until the driver signals that it is safe to cross, then cross in front of the bus if the stop is across the road from home;

e.     stand aside on the shoulder of the road until the bus has moved on; then, when they can see traffic in both directions, walk on the shoulder of the road (or the sidewalk) to their destination if it is not necessary to cross the highway;

f.     observe the pedestrian safety rules;

g.     obey the adult in charge on any trip away from school;

Pupils who fail to observe rules and regulations may be denied transportation in accordance with the Board of Education’s policy governing bus conduct.  

Revised:    October 12, 2021
            June 26, 2017
Reviewed:    June 23, 2014

Business and Non-Instructional Operations

Transportation of Students    3541.12

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Board of Education Responsibility 

It is the responsibility of the Board of Education to establish and Superintendent or designee to enforce rules and regulations governing the means by which students reach and leave their assigned schools. Board of Education policy will be used to establish bus stops and walking routes for public and non-public schools within the Town of Vernon.  It is recognized that the Board of Education and the Town of Vernon will not be able to determine all safety hazards for each area in town prior to bus route scheduling. If specific areas are questioned by citizens due to safety, distances, and/or hazards, the Vernon Board of Education will make every reasonable effort to ascertain the specific safety hazard or walking problem. If dangerous situations are recognized in reference to bus routes, bus stops, walking routes, such situations will be modified in accordance with the Transportation Policy.  

The Board of Education may grant an exception to any provision of this guideline when a peculiar condition or combination of conditions renders such condition(s) a hazard based on reasonable judgment.  The students’  health and physical abilities, the terrain,  security and environmental hazards, and the statutes pertaining to children eligible for special education services may require exceptions to policy.  

Revised:    October 25, 2021
            June 26, 2017
Reviewed:    June 23, 2014
 

Business and Non-instructional Operations

Transportation of Students    3541.13

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Superintendent’s Responsibilities

It is the responsibility of the Superintendent or designee to arrange for establishing bus transportation boundaries, and the planning of routes and schedules. When planning bus stops, the Superintendent or designee shall take into consideration the number of students at each stop, any safety hazards as described in this policy, and the physical terrain at the stop. Whenever a stop is moved from year to year or during the year, the rationale for the change shall be documented.

Obtain whatever information is pertinent in determining that bus drivers, whether employed by the school system or by a school bus contractor, are qualified to drive a school bus.  A system shall also be established to register any complaints about bus drivers or their methods of operating school buses. Complaints should be recorded on a standardized form and forwarded to the Superintendent. 

Make reasonable effort to assure that all motor vehicles used in transporting school children shall comply with current statutes and regulations of the Commissioner of Motor Vehicles.

Legal Reference:
Connecticut General Statutes  
14-257 Crowded seats; riders on outside of vehicle. Aisle seats.
14-262 Width and length of vehicles.
14-273 Operation of public service motor vehicles.
14-274 Hours of operation of public service and commercial motor vehicles.
14-275 Equipment and color of school buses.
14-275a Use of standard school bus, required when.
14-276 Licensing of school bus operators.  Names of suspended or revoked licenses furnished upon request.
14-276a Regulations re school bus operators and operators of student transportation vehicles; qualifications; training. 
14-277 Operator’s duties on stopping bus.

Reviewed:    October 25, 2021
Reviewed:    July 24, 2017
Revised:    June 23, 2014
 

Business and Non-instructional Operations

Transportation of Students    3541.14

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School Building Administrator Responsibilities:

A School building administrator or designee must be at the loading/unloading area for buses at each school. The following procedures will be followed by all school principals in all cases involving bus discipline and/or vandalism.

1.    The Principal or designee will contact the parents of the pupils involved and conduct an investigation followed by an informal hearing.

2.  The Principal or designee will notify in writing the parents, bus supervisor and Central Office of the disposition of the case as soon as possible.

Revised:    October 25, 2021
Revised:    June 26, 2017
Reviewed:    June 23, 2014
 

Business and Non-instructional Operations

Transportation of Students     3541.15

Bus Driver Qualifications and Responsibilities

---

Bus Drivers Qualifications

The Superintendent of Schools, or designee, shall approve all bus drivers and drivers of school transportation vehicles (STVs) that carry ten or fewer students annually and/or upon initial employment following certification by the bus contractor that each driver is in all aspects qualified to drive a school bus.  Only drivers approved in advance, in writing, may operate vehicles for the District.  The Bus Contractor/Bus Supervisor shall provide notice to the Superintendent in writing at least 24 hours prior to effecting any change of driver on any route. 

Each driver shall have an annual physical examination, including a TB test, shall hold all appropriate licenses, and shall have State Police clearance before being deemed eligible to transport students.  Drivers shall also be subject to an alcohol and drug testing program.  Documentation in support of compliance shall be filed with the Superintendent or designee prior to the first day of school, or within 30 days of employment.

Any school bus driver or STV driver who tests positive for drugs shall be prohibited for a two year period from employment as a driver after the first positive test and shall be permanently barred after a second positive test. 

All drivers prior to employment shall be subject to state and national criminal history checks.  The school district and/or the school district’s bus contractor shall review at least twice monthly information provided by the DMV Commissioner regarding the withdrawal, suspension or revocation of the licenses of drivers.

The Superintendent or designee shall require each regular driver to participate annually in a locally developed first aid seminar of at least three hours duration.  Whenever practical, substitute bus drivers shall also be required to participate in the first aid experience.

If necessary, the Superintendent or designee may remove drivers from their assignment by notification to the Bus Contractor that a particular driver’s eligibility has been revoked pursuant to this policy.

A motor vehicle operator’s license endorsement is not required to be held by a parent or other volunteer who transports one or more students in connection with a school-sponsored event or activity.  Incidental, unplanned, and/or emergency operation of a motor vehicle by a paid teacher, coach, or other school employee or agent to transport students does not require the operator to hold an operator's license endorsement.  An operator’s license bearing one or more appropriate endorsements must be held by any person who transports students in a service bus, even if they do not fall under the definition of “carrier” (Policy 3541.3)

Bus Driver Responsibilities 

The driver shall be responsible for enforcing the rules and regulations for the safety of all pupils while they are on and about the bus, shall be responsible for reporting violations of any rules and regulations adopted by the Board of Education concerning the conduct of pupils on or about the bus, and shall attempt to maintain order among the pupils in their charge.  

Drivers shall always follow the general instructions for route designations. Specifically they shall:

transport only the designated pupils on their route, except by special order of school authorities through the bus supervisor and in case of emergency;

run their route in exactly the sequence as outlined on the route sheets except when road detours or dangerous conditions prevent the route from being followed exactly.

make changes only upon written or verbal authorization from the bus supervisor, except for detours and emergencies.

remain on the buses during loading and unloading operations.

not alter or exceed their time schedule, except with permission of school authorities through the bus supervisor except for cases of emergencies.

not leave a regular bus stop if pupils are in sight and making an effort to reach the bus, unless, after warning, the tardiness continues and appears to be willful.

not stop their bus in an intersection to receive or discharge passengers.

not permit hazardous/dangerous materials, dogs or other pets on the bus.

govern the loading of school buses so pupils fill the rear seats first.

Bus Service, Bus Driver Responsibilities

If, in the driver's opinion, the difficulty being caused by the pupil(s) is such that it makes driving the bus hazardous, the driver should (1) return to school and notify the principal and bus supervisor, or (2) return to the bus lot and notify the bus supervisor (who shall immediately notify the school or administration), or (3) park the bus, call the bus supervisor, who will notify the school principal or administration and wait for the bus supervisor or other help to arrive.  In addition the driver:

1.  should always stop the bus when correcting the actions of a rider;

2. shall inform problem riders what the problem rider is to do, i.e., what change in behavior is required;    

3.  should report problem riders to the supervisor who will notify the principal in accordance with the rules and regulations for discipline as approved by the Board of Education;

4. shall not put a disruptive pupil off the bus in the middle of a run, but transport such student to the pupil’s destination and report the offense to the bus company; 

5.  shall not use physical punishment or abusive language in attempting to control disruptive students.

Cf 3541.23.  Bus Contractor Compliance
Cf 4212.42.  Drug and Alcohol testing for School Bus Drivers

Legal References: Connecticut General Statutes

  14-1(i) Motor Vehicles: Definitions
  14-212 (8) Definitions: Student Transportation Vehicle
  14-212 (2) Definitions: Carrier
  14-261b  Drug and Alcohol testing of drivers of certain vehicles, mechanics, forklift operators
  14-276 to 14-279 re: SchoolBus Operators eat.al.
  PA 07-224 An act concerning Operator’s Licenses Bearing a School Bus Endorsement
  Declaratory Ruling, Nov. 16, 2007 - Robert M. Ward, Commissioner,  DMV 2717 Alcohol and controlled substances testing (Omnibus  Transportation Employee Testing Act of 1991)

Revised:       October 25, 2021
Reviewed:    June 26, 2017
                August 25, 2014
 

Business and Non-Instructional Operations

Transportation of Students    3541.3

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Definitions

1.     "School transportation" means the procedure, program, or fully effective and implemented plan by which a pupil is conveyed to and/or from school from his/her residence or the bus stop at public expense, whether by use of publicly owned equipment or by contract.  Such transportation shall be over public roads approved by the municipality.

2. “Student Transportation Vehicle” means any motor vehicle, other than a registered school bus, used by a carrier for the transportation of students to or from school, school programs or school-sponsored events.

3.    “Carrier” means any local or regional school district, any educational institution providing elementary or secondary education, or any person,  firm, or corporation engaged in the business of transporting primarily persons under the age of twenty-one for compensation.

4.    "Walking distance" means the linear measure of a prescribed or authorized pedestrian route between the pupil's residence and his/her school or bus stop. Walking distance shall be measured from the closest point to the school or bus stop from the child's home where the public street or public sidewalk meets the residential driveway or the residential walkway at the child's home to the nearest allowable entrance of the school grounds or to a bus stop.  Measurements of contested walking distances shall be made by trundle wheel by the pupil transportation department.  The maximum walking distances from home to school or to a prescribed point of embarkation (bus stop) are as follows:

1.     pupils enrolled in grades K through 5, one-half (0.5) mile
2.     pupils enrolled in grades 6 through 8, one mile (1.0) 
3.     pupils enrolled in grades 9 through 12, one mile (1.0) 

5.    "One mile walking distance" means a reasonable measurement of a route to be traversed extending from the point of measurement at least 5,280 feet, but not more than 5,380 feet.

6.    "Grade Pre-K and K" means respectively Pre-Kindergarten, or a school program for a pre-school student under age five and Kindergarten, or a school program appropriate to a beginning student under age six.

7.    "Hazard" means a thing or condition, as prescribed in these guidelines, affecting the safety of pupils walking to and from school, or a designated bus stop; a possible source of peril, danger, duress or difficulty 

8.    "Sidewalk" means a portion of the landscaped right of way, usually parallel to the traffic lanes, which is paved; walkway means a public right of way, planned future sidewalk area, or any path designated as a walking route by the Board of Education for pupils to get to a bus stop or school, or area along the side of a road delineated by a white or yellow line.

9.    "Pupil" means any individual of school age residing in Vernon enrolled in a public or nonprofit private school or enrolled in a vocational technical school or special education program.

10. “Walking Route” means the most direct route which children would normally be expected to travel between their residence and the school to which they are assigned by the Board.

Revised:       October 25, 2021
Revised:        June 26, 2017
Reviewed:    August 25, 2014
 

 

Business and Non-Instructional Operations

Transportation of Students    3541.43

Public Notification of Bus Routes

---

School Routes and Bus/Vehicle Stops will be available from the Transportation Supervisor at Central office by the second week of August.  In addition, no less than one week prior to the opening of school, the same information will be published on the Vernon Public Schools’ website.

Educational and extra-curricular trips must be approved by the principal and the Superintendent or designee.  The Board of Education will use a commercial carrier with full public liability and property damage insurance.

Vernon Public Schools will not provide transportation to out-of-town schools except as required by statutes or as authorized by the Superintendent or designee. 

Exceptions

When exceptions are made relative to providing transportation or the location of a bus stop, the following information shall be stated as part of the rationale for the exception and shall be on file in the office of the Superintendent of Schools:

1.     the specific reason for the special exception;

2.     the duration of the exception.

In determining the exceptions which are necessary, the Board will review the matter with pertinent agencies (i.e., police, fire, and public works departments)  to reach a decision.  The guidelines presented in this policy section are applicable to public roads only.  

Revised:    October 25, 2021
            June 26, 2017
            June 23, 2014
 

Business and Non-instructional Operations

Transportation of Students    3541.431

Appeals

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Any parent, guardian, student at majority, or any agent or officer whose duty it is to compel the observance of the laws concerning attendance at school may appeal any administrative decision concerning school transportation in the following manner:

1.     Discuss the matter with the principal of the school to which the student is assigned.
2.     If no resolution is reached under (1) above, discuss the matter with the coordinator of transportation or designee.
3.     If no resolution is reached under (2) above, discuss the matter with the Superintendent.

Any parent, guardian, student at majority, or officer whose duty it is to compel the observance of attendance laws can request a hearing before the Board of Education. They can if they believe that the Superintendent or designee is not furnishing school transportation accommodations, in a manner consistent with the laws of the State of Connecticut or Board of Education policy or regulations. The complaint will be in written form to request a hearing before the Board to show the Board the manner in which the Superintendent has allegedly failed to furnish reasonable accommodations.

The Board shall hold a hearing within ten (10) school days following receipt of such request. The hearing before the Board will be in compliance with the provisions of Section 4-177 to 4-1 180 inclusive of the Connecticut General Statutes.

A stenographic record or tape recording shall be made of such hearing.

Legal Reference:
Connecticut General Statutes
10-76d Duties and powers of boards of education to provide special education programs and services. State agency placements; apportionment of costs. Relationship of insurance to special education costs.
10-97 Transportation to vocational schools.
10-186 Duties of local and regional boards of education re school attendance. Hearings. Appeals to state board. Establishment of hearing board.
10-187 Appeal from finding of hearing board.
10-220 Duties of boards of education.

Revised:        October 25, 2021
Revised:        June 26, 2017
Reviewed:    June 23, 2014
 

Business and Non-instructional Operations

Transportation of Students    3541.5

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Safety Records and Reports

The Superintendent of schools shall:

develop procedures for reporting all complaints relative to school  transportation, including complaints about bus drivers;

maintain a written record of all such complaints;

within thirty days of the close of the school year, submit a report containing all complaints received within the previous twelve month period to the Commissioner of Motor Vehicles;

within ten days of its occurrence, submit a written report to the Commissioner of Motor Vehicles, on the form prescribed by the Commissioner, of the circumstances involving a motor vehicle and any student pedestrian at, or in the immediate vicinity of, a school bus stop;

on a regular basis, and upon occurrence as appropriate, review with the Board of Education any complaints received and any accidents reported between motor vehicles and district students.

Legal Reference: 
Connecticut General Statutes
10-221c Development of policy for reporting complaints re school transportation safety. Reporting of accidents at school bus stops.
10-220 Duties of boards of education
10-220c Transportation of children over private roads. Immunity from liability.
10-221 Development of policy for reporting complaints re school transportation safety. Reporting of accidents at school bus stops.
10-273a et seq. Reimbursement for transportation to and from elementary and secondary schools.
10-280a Transportation for pupils in non-profit private schools outside school district.
10-281 Transportation for pupils in non-profit private schools within school district.
14-275a Use of standard school bus required, when.
14-275b Transportation of handicapped students.
14-275c Regulations re school buses and motor vehicles used to transport special education students.
14-280 Letters and signals to be concealed when not used in transporting children. Signs on other vehicles.

Revised:     October 25, 2021
Revised:     June 26, 2017
Reviewed:     June 23, 2014
 

Business and Non-Instructional Operations

Transportation of Students         3541.6

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HAZARDOUS CONDITIONS 

When hazardous conditions as described below exist, the Vernon Public School administration with the bus company will provide alternate solutions.

When Sidewalks or Walkways Are Available

           A hazard exists when there is no stop sign, crossing guard or traffic  
           control signal at the intersection,  the traffic count on the street being
           crossed exceeds one hundred twenty vehicles per hour, and the posted
           speed limit exceeds 40 miles per hour.

When No Sidewalks or Walkways Are Available

           A hazard exists when there is no stop sign, crossing guard or traffic
           control signal at the intersection, the traffic count on the street being
           crossed exceeds ninety vehicles per hour, and the posted speed limit
           exceeds 30 miles per hour.  In addition, a hazard exists when there is a
           limited line-of-sight and traffic exceeds 40 vehicles per hour.

Other Hazards

 A.  A lake, pond, stream, waterway or bridge shall be deemed a hazard in the absence of a fence or suitable barrier fixed between the pupil and the water 

     B.    Any area within five feet of  a roadway, sidewalk, or bridge having a drop of three or more feet , without a fence or other suitable barrier shall be deemed hazardous.

     C.      Any street, road, walkway or path designed as a walking route for school students which passes through an area which has a history of aggressive acts or molestation resulting in actual or threatened physical harm, or moral degradation, during the hours when students ordinarily walk to and from school.

     D.     A situation wherein students under the age of twelve, or enrolled in grades kindergarten through grade 6, are required to walk to or from school or to or from the bus stop at any time prior to one-half hour before sunrise or after one-half hour after sunset.

      4. Adjustments for Special Situations
 
         Pupils possessing physical handicaps and/or health conditions rendering 
         them unable to walk to either the bus stop or school, as determined by
         their physician or the school medical advisor, shall receive appropriate
         transportation.  Special education pupils shall be evaluated on an
         individual basis as a result of an I.E.P.

References:  Connecticut General Statutes:
     10-76d   Transportation for Special Education Program Services
     10-220.  Duties of Boards of Education 
     14-275a Use of Standard School bus required
     14-275b Transportation of handicapped students
     14-275c  Regulations re school buses and motor vehicles used to transport
                    special education students
     14-280   Letters and signals to be concealed when not used in transporting
                   children. Signs on other vehicles

Revised:         October 25, 2021
Revised:        June 26, 2017
Reviewed:    August 25, 2014
 

Business and Non-instructional Operations

Transportation of Students    3541.7

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Transportation to Child Care Sites

The Vernon Board of Education, recognizing the expanding needs of society, will provide busing to a child care location under the guidelines as contained herein.  The provisions of this policy will apply to grades K - 8 only, for public schools within the district.

Definition:  A day care location is identified as the point of contact between the child and the person or facility having custody of a child with parents’ or guardians’ permission.  If other than a relative to the parents or guardians, the person or facility must represent a paid position or arrangement.

Dissemination of Day Care Transportation Information

A comprehensive packet shall be prepared, including a map of the town by school district, a copy of the policy, necessary forms, elementary school and/or middle school handbook and a time-table for making application, and be made available to all parents at Kindergarten screening.  Also included in this packet will be information as to where in the state to call for information on obtaining day care services.

The administration shall make an effort to publicize this transportation policy through the media.

All Vernon Center Middle School students shall be included in the existing policy, and a transportation packet will be made available at 6th grade orientation.

Guidelines for Transportation to Child Care Sites

Pupils requesting transportation may be either riders or walkers.  However, the child care location must be within the student’s home school district boundaries, in an area served by Vernon school buses, and at least ½ mile away from the pupil’s home.

Transportation to child care locations will only be provided for a fully scheduled school week.  Transportation will be provided in the a.m. or p.m. or both a.m and p.m.

If transportation to a child-care location is both in the morning and afternoon, the pupil must ride the same bus.  
Parents or guardians of pupils whose home address would make them eligible to ride may make application prior to July 1 for special transportation to a child-care location.  They will be guaranteed space for their child on that bus to the child-care location.

Requests for transportation to a child care location, which are presented to the Board after July 1, both for pupils who would be required to walk to and from school and for regularly assigned bus riders, will be honored on a space available basis.  Seats would be allocated to pupils seeking transportation to child care locations after allowances are made for all regularly assigned bus riders.  Requests received after September 1 that fall within policy guidelines will be honored as space becomes available.

After July 1, pupils seeking transportation to a child care location, and who normally ride, will be assigned to their requested bus prior to the assignment of any pupils who normally walk to school.  All pupils will be assigned on a space available basis after allowance is made for all regularly assigned pupils who reside in the area served by the bus.

Parent or guardian must present written permission to the Superintendent for their child to get on or off the bus at the closest stop assigned to the child-care facility.  The permission request must include name of child-care person/facility with address and telephone number, and bus stop(s) where pupil will get on/off the bus.

Pupils must board or leave the bus at their designated school bus stop.

Revised:         October 25, 2021
Reviewed:    April 17, 2017
                August 25, 2014
Revised:      June 8, 2009
 

Business and Non-instructional Operations

Transportation of Students    3541.9

Inappropriate Behavior on School System Vehicles and Consequences

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The safety of the students while at bus stops or while being transported can be affected by student behavior.  Pupils shall be informed of the rules and regulations for bus transportation through their individual schools.  To assure, where possible, the maximum safety of students involved with the school transportation system, the following guidelines have been instituted.  The Vernon School Board does not imply that school transportation safety measures are limited to those listed. 

Offenses/Penalties for Inappropriate Behavior on School Vehicles 

Pupils may be suspended from transportation privileges only and not suspended from school in accordance with Board of Education policy per Connecticut State Statutes.   Other disciplinary action may be worked out with the parents, school and bus company when necessary.

a.     Minor Offenses Include but Are Not Limited to:

1. loud talking, shouting repeatedly, use of vulgar or obscene language; minor pushing/shoving altercations, not staying seated properly, putting things outside window, opening windows without permission, throwing objects on/or at the bus.

2.  riding on the wrong bus or a walker riding on a bus, eating on the bus, not following the driver's directions, violation of any other rules or regulations for bus conduct. 

Penalties:  One warning is given by the school principal, followed by up to five (5) days suspension from transportation for subsequent offenses.  Students must be suspended for up to five (5) days for the second offense and subsequent offenses.  The principal will contact the parent or guardian by phone or letter for each suspension and/or warning.

b.     Major Offenses Include but Are Not Limited to:

1.     complete disrespect for the bus driver (after failing to follow the bus driver's directions as indicated under minor offenses), assaulting the bus driver;

2.      fighting - major incident;

3.      bus vandalism

4.     use or possession of alcohol, drugs, explosives, flammables, weapons, and/or other hazardous materials.

5.      any other major incident which violates rules and regulations for student conduct when on or about a bus where there is risk of injury or the behavior is criminal in nature.

Penalties:  Immediate suspension from transportation by the school principal for at least five (5) days.  Additional penalties may be imposed consistent with appropriate state statutes.

Hearings for Suspensions from School System Transportation

An informal hearing will be held with the building principal or designee at which time the pupil is to be informed of the reasons for the suspension and be given an opportunity to respond.  All suspensions will be in accordance with State statutes.

Pupils who reside in Vernon who attend Vocational Technical Schools will be subject to the same regulations for pupil transportation as pupils attending Vernon Public Schools.  However, since the jurisdiction of the Vernon Board of Education only encompasses the transportation of the above-mentioned students, when one of these pupils is suspended from a vocational technical school bus, the administrator of that school will be notified and may take whatever action they deem necessary.

Vocational technical school authorities will receive notifications of all bus suspensions from the Superintendent's office of the Vernon Public Schools.

Consequences for Bus Vandalism

Parents/Guardians of pupils guilty of bus vandalism will be expected to make restitution consistent with the Connecticut State Statutes to the bus company for actual damages.  Due process hearings will be held by the principal according to the procedure required by state law. The procedure is as follows:

1.    A suspension letter will be mailed by the principal to the parents of the suspended student.
2.    Along with the suspension letter each parent will be mailed a copy of Section 52-575 of the Connecticut General Statutes (Parental Liability for willful acts of Minor Children)
3.    A copy of the suspension letter will be sent to the bus company.  The bus company will be responsible for notifying the school principal if and when payment for damages is received.
4.    If the school principal is not notified in thirty days by the bus company that payment has been made, a copy of the suspension letter and a memo will be sent to the Superintendent by the principal.  The Superintendent will again request payment by letter to the parents.  If no response is received, the Superintendent, at their discretion, may turn the matter over to a collections agency for assistance in collecting the cost of actual bus damage.

The provisions of this policy shall apply to students who are eligible to receive special education and related services and/or accommodations under Section 504 to the extent permitted by applicable state and federal laws.

Revised:         March 28, 2022
Revised:        June 26, 2017
Reviewed:      August 25, 2014
 

Business and Non-Instructional
Operations

Food Services                                        3542

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School Lunch Service

The Board of Education (Board) recognizes that students require adequate, nourishing food and beverages in order to grow, learn and maintain good health. It is the intent of the Board that District schools take a proactive effort to encourage students to make nutritious food choices.  The Board directs that students shall be provided with adequate space and time to eat meals during the school day.
The District shall offer meals to all students without regard to race, color, age, creed, religion, gender, sexual orientation, gender identity or expression ancestry, national origin, marital status, pregnancy or disability.
The Board shall provide food service for school breakfasts; for school lunches that meets the nutritional standards required by state and federal school breakfast and lunch programs.
This service shall be under the supervision of the Food Services Director  who shall be responsible to the Business Manager. The Food Service Director shall be hired under specific job specifications and approved by the Board of Education.

Purpose, Facilities, and Operation

Aims
Policies governing the operation of the school lunch program shall be:
1.  To provide cafeteria facilities in all new schools and in other schools wherever practicable.
2.  To provide wherever cafeteria facilities exist nutritionally balanced and attractive lunches available to all students with sufficient time allowed for eating. Varied and nutritious food choices shall be sold or served consistent with applicable federal government Dietary Guidelines for Americans
3.  To provide lunches free or at reduced rates to children whose economic or health needs require such action, with the approval of the Superintendent of Schools on recommendation of the Principal and school nurse.

Facilities
Cafeteria facilities, wherever possible, shall include the following:
1.  Attractive, well-ventilated dining rooms.
2.  A carefully planned, well-equipped kitchen adjacent to each dining area.
3.  Adequate storage space so that food and supplies may be purchased in sufficient quantity to take advantage of favorable market conditions.
4.  Maintenance, inspection and repair of equipment so that maximum use is obtained and danger of accidents to personnel is minimized.

Maintenance of Sanitary Conditions
Sanitary conditions in all phases of the preparation and serving of food shall be rigidly maintained at all times.  The District shall maintain proper sanitation and health standards in food storage, preparation and service, in accordance with all applicable state and federal laws, regulations and requirements.
The Food Service Director shall be responsible for the education of all food handlers as to personal hygiene and techniques of sanitation.
All cafeteria workers shall be required to have a physical examination at the time of employment and periodically as requested by the School Medical Advisor.

Financing
The school lunch program shall be financed as follows:
1.  Prices of school lunches shall be determined by the Board in accordance with all prevailing costs of food, supplies, supervision costs, and wages of hourly workers.
2.  Costs of food, supplies, salaries and wages of all employees, and other expenses directly incurred in the school lunch program shall be paid out of a separate fund, which shall be maintained under the control of the Business Manager or his/her designee and into which all receipts from sales and federal cash grants shall be paid.  This fund shall be subject to annual audit by the District auditor.  In compliance with federal law, the District's NSLP (and SBP) shall be non-profit.
3.  Office facilities, equipment, heat, light and power shall be paid out of funds appropriated by the Board of Education.
4.  Although the Board believes that the District's nutrition and food services operation should be financially self-supporting, it recognizes, however, that the nutrition program is an essential educational and support activity.  Therefore, budget neutrality or profit generation must not take precedence over the nutrition needs of its students.

School Food Safety Inspections/School Food Safety Program
The District shall comply with state and federal requirements for conducting cafeteria health and safety inspections and ensuring employee participation in appropriate inspection services and training programs.

The District shall obtain two (2) safety inspections per year in accordance with all local, state and federal laws and regulations.  The District shall post the most recent inspection report and release a copy of the report to members of the public upon request.
The District shall comply with federal regulations in developing a food safety program that enables District schools to take systematic action to prevent or minimize the risk of food borne illness among students.

Farm to School Program 
Any bid submitted by a service management company in response to a request for proposal (RFP) or bid solicitation by the Board that is posted to the State Portal and that relates to the Board's school nutrition program shall include information detailing the consistency of such bid with the State's Farm to School Program and the ways in which such bid facilitates the purchase of products from local farmers by the Board. All other factors being equal, the Board shall give preference to the RFP or bid that promotes the purchase of local farm products.

Any person who sells any farm product as Connecticut-grown to the District is required to offer proof to the District that such farm product was produced in Connecticut, including, but not limited to, the name of the person or business that produced the farm product and the name and address of the farm where such product was produced.

(cf. 3542.31 - Participation in the Nutritional School Lunch Program)
(cf. 3542.33 - Food Sales Other Than National School Lunch Program)
(cf. 3542.43 - Charging Policy)
(cf. 6142.101 - Student Nutrition and Physical Wellness, School Wellness)
Legal Reference:  Connecticut General Statutes
10-215 Lunches, breakfasts and other feeding programs for public school children and employees.
10-215a Nonpublic school and nonprofit agency participation in feeding programs.
10-215b Duties of State Board of Education re feeding programs.
10-216 Payment of expenses.
State Board of Education Regulations
10-215b-1 School lunch and nutrition programs.
10-215b-11 Requirement for meals.
10-215b-12 Reimbursement payments. (including free and reduced price 
meals)
10-215d Regulations re nutrition standards for school breakfasts and lunches. (as amended by PA 16-37)
22-38d Farm to school program. (as amended by PA 16-37 and PA 18-73)
Child Nutrition and WIC Reauthorization Act of 2004, 42 U.S.C. Section 1751.
School Lunch and Breakfast Programs 42 U.S.C. Section 1751 et seq.
National Food Service Programs, Title 7 Code of Federal Regulations, 7 CFR Part 210, Part 220, Part 215, Part 245.
42 U.S.C. Sec. 1758(h)/7 CFR Sect 210.13, 220.7 (School Food Safety Inspections).
Federal Register (74 Fed. Reg. 66213) amending federal regulations (7CFR Part 210 and 220).
P.L. 111-296 Healthy, Hunger-Free Kids Act of 2010 (HHFKA), 42 U.S.C. 1751
7 CFR Parts 210 & 220 - Nutrition Standards in the National School Lunch & School Breakfast Programs.
Nondiscrimination on the Basis of Handicap in Programs or Activities Receiving Federal Assistance, 7 C.F.R. Part 15b (2001)
Revised:    January 24, 2022
    June 12, 2017
    June 23, 2014
 

Business and Non-instructional Operations
Food Services    3542.1

Food Service - Purposes and Facilities

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The school lunch program shall be an integral part of the district’s total educational program. Authorization is granted to the Superintendent to act on behalf of the Board for purposes of participating in the National School Lunch Program. Administration of the food services program will be coordinated by the Food Services Director under the direction of the Superintendent of Schools or his/her designee. Business functions to be centralized will include central purchasing of  food and supplies, planned nutritionally balanced menus, and regular audit of all accounts.

The educational aspects of the school lunch program will be the responsibility of each building Principal, subject to advice, counsel and direction from the Superintendent of Schools and Food Services Director.

Legal Reference:
Connecticut General Statutes
10-215 Lunches, breakfasts and other feeding programs for public school children and employees. 
10-215a Nonpublic school and nonprofit agency participation in feeding programs.
10-215b Duties of state board of education re feeding programs.
10-215d Regulations re nutrition standards for school breakfasts and lunches.
10-216 Payment of expenses.
10-217 Penalty.
State Board of Education Regulations
Federal Statutes and Regulations

Revised:    January 24, 2022
Reviewed:   June 12, 2017  
June 23, 2014
 

Business/Non-Instructional Operations

Food Service

Charging Policy                                                                                   3542.2

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The goal of the food service program is to provide students with nutritious and healthy foods, through the District’s food services program, that will enhance learning. The school nutrition program is an essential part of the education system and by providing good-tasting, nutritious meals in pleasant surroundings; we are helping to teach students the value of good nutrition. The Board of Education (Board) has an agreement with the Connecticut State Department of Education to participate in one or more school Child Nutrition Programs and accepts full responsibility for adhering to the federal and state guidelines and regulations pertaining to these school Child Nutrition Programs.  The Board also accepts full responsibility for providing free or reduced-price meals to eligible elementary and secondary students enrolled in the District’s schools. Applicants for such meals are responsible to pay for meals until the application for the free or reduced-price meals is completed and approved. All applications for free and reduced-price lunch and any related information will be considered strictly confidential and not to be shared outside of the District’s food services program without prior permission. Meals are planned to meet the specified nutrient standards outlined by the United States Department of Agriculture for children based on their age or grade group.
 
Although not required by law, because of the District’s participation in the Child Nutrition Programs, the Board approves the establishment of a system to allow a student to charge a meal.

The Board realizes that funds from the non-profit school food service account, according to federal regulations, cannot be used to cover the cost of charged meals that have not been paid.

Moreover, federal funds are intended to subsidize the meals of children and may not be used to subsidize meals for adults (teachers, staff and visitors).  Adults are not allowed to charge meals and shall pay for such meals at the time of service or through pre-paid accounts.

The Board prohibits the public identification or shaming of a child/student for any unpaid charges, including, but not limited to, the following:

●    Delaying or refusing to serve a meal to such student,
●    Designating a specific meal option for such student or otherwise taking any disciplinary action against such student.

A student needing to charge a meal will be informed of their right to purchase a meal, which may exclude a la carte items, for any school breakfast, lunch or other feeding.

In order to sustain the District’s food services program, the District cannot permit the excessive charging of student meals. Therefore, any charging of meals must be consistent with this policy and any accompanying regulations.  The Superintendent or his/her designee shall develop regulations designed to effectively and respectfully address family responsibility for unpaid meals.

Any parent/guardian who anticipates a problem with paying for meals is encouraged to contact the Food Services Director and/or the applicable school Principal for assistance. The Board encourages all families who may have a child eligible for free or reduced-price lunch to submit an application.

Elementary and Secondary Students

Students shall be allowed to charge up to thirty (30) meals.  The student will be given the same reimbursable meal that other children are provided.  Parents/Guardians of students who charge shall be notified by phone or email, after their child has charged the cost of 5 meals.  If a pattern of charging continues, attempts will be made to discuss the issue with the parents/guardians and encourage them to complete a free and reduced meal application.  Communications with parents/guardians regarding collection of a child’s unpaid meal charges shall include information on local food pantries, applications for free or reduced-price meals and the Department of Social Services’ supplemental nutrition assistance program, and a link to the District’s website that lists any community services available to town/city residents. When a child’s unpaid meal charges equal or exceed the cost of thirty (30) meals, such child’s parent/guardian shall be referred to the District’s homeless education liaison.

For households that cannot afford to pay their school meal charges, the school district will work with them to establish a payment plan. Households that are subsequently certified for free or reduced-price school meals at a point later in the school year shall not immediately be required to repay school meal debt accrued in that school year. The school district will submit retroactive claims for any meals charged to the household from the date of application to the date of certification, to the extent allowed by USDA guidance. 

The Board will accept gifts, donations, or grants from any public or private sources for the purpose of paying off any unpaid meal charges of students.

Legal Reference:    Connecticut General Statutes

10-215 Lunches, breakfasts and other feeding programs for public school children and employees. (as amended by PA 21-46)

10-215a Nonpublic school and nonprofit agency participation in feeding programs.

10-215b Duties of State Board of Education re feeding programs. 
State Board of Education Regulations

State of Connecticut, Bureau of Health/Nutrition, Family Services and Adult Education Operational Memorandum No. 4-17, “Guidance on Unpaid Meal Charges and Collection of Delinquent Meal Payments,” Nov. 2, 2016

Operational Memorandum #19-10, State of Connecticut, Bureau of Health/Nutrition, Family Services and Adult Education “Unallowable Charges to No-profit School Food Service Accounts and the Serving of Meals to No-paying Full and Reduced-Price Students”

National School Lunch Program and School Breakfast Program; Competitive Foods. (7 CFR Parts 210 and 220, Federal Register, Vol 45 No. 20, Tuesday, January 29, 1980, pp 6758-6772

USDA Guidance:

●    SP 46-2016, “Unpaid Meal Charges: Local Meal Charge Policies”
●    SP 47-2016, “Unpaid Meal Charges: Clarification on Collection of Delinquent Meal Payment”
●    SP 57-2016 “Unpaid Meal Charges: Guidance and Q and A”
●    SP 58-2016 “2016 Edition: Overcoming the Unpaid Meal Challenge: Proven Strategies from Our Nation’s Schools”

Revised:    March 28, 2022

Business and Non-Instructional Operations

Food Services    3542.22
    
Food Service Personnel – Code of Conduct

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The following conduct will be expected of all persons who are engaged in the award and administration of contracts supported by  Child Nutrition Program (CNP) Funds.These programs include the National School Lunch Program, School Breakfast Program, Child and Adult Care Food Program, and Summer Food Service Program.

No employee, officer or agent of the Vernon Public School District shall participate in the award or administration of a contract supported by program funds if a conflict of interest, real or apparent, would be involved.

Conflicts of interest arise when when a school district employee:

Has a financial or other interest in the firm selected for the award;
Is an employee, officer, or agent of the firm selected for the award;
Has a member of their immediate family who is an employee, officer or agent of the firm selected for the award 
Is about to be employed by the firm selected for the award;
Has a member of the immediate family who is about to be employed by the firm selected for the award.

District employees, officers, or agents shall neither solicit nor accept gratuities, favors, or anything of a monetary value from contractors, potential contractors, or parties to sub-agreements  

Vernon Public Schools Board of Education Employees, officers, and agents shall be governed by the following rules:

The purchase during the school day of any food or service from a contractor for individual use is prohibited.
The removal of any food, supplies, equipment, or school property, such as records, recipe books and the like is prohibited unless express permission of the Food Service Coordinator/Business Manager/Cafeteria Supervisor has been granted.
The outside sale of such items as used oil, empty cans and the like will be sold by contract between the District and the outside agency. 

Failure of any District employee to abide by this Code of Conduct could result in a fine, suspension, or dismissal.
 
Resolution of Controversies
Any actual or proposed supplier who is aggrieved in connection with a proposed purchase may protest to the Superintendent or his/her designee.
1.  The protest shall be in writing.
2.  The protest shall be delivered within 10 days of the action which is being aggrieved.
3.  A hearing will be scheduled within 15 days of receipt of protest.
4.  The proposed purchase will be delayed until the protest is resolved unless the delay will result in disruption of meal service to children. In the event it is determined that the purchase is necessary, an emergency shall be declared by the Superintendent/Assistant Superintendent for Business/purchasing agent and emergency purchase procedures will be followed until protest resolution.
5.  The decision of the hearing officer shall be in writing and shall be delivered to the aggrieved supplier with proof of delivery required.
6.  The aggrieved supplier shall be notified that an appeal of the hearing officer's decision is possible. The appeal request should be written and addressed to the Board of Education.
Public Access to Procurement Information
1.  Procurement information shall be a public record to the extent provided in Connecticut's Freedom of Information law.
2.  All bid/offers shall be taken under advisement. Between the time an IFB/RFP is opened and awarded it may be viewed by any company or individual who entered a response to the proposed intent to purchase.
a.  Any supplier providing information, as a part of a proposal or offer shall stamp each page or sealed envelope, which they consider proprietary information, "not for public release."
b.  Should the school district receive a request to release this marked information the supplier shall be notified within 24 hours and given 10 working days to obtain a court order to stop release.
c.  In 10 working days the party requesting the information shall be provided a copy of the court order or instructions on when the information may be reviewed.
3.  After acceptance, procurement information is available to the general public except as noted above.

(cf. 3320 – Purchasing Procedures)
(cf. 3323 – Soliciting Prices, Bids)
(cf. 3326 – Ordering Goods and Services, Paying for Goods and Services)
(cf. 3542 – School Lunch Service)
(cf. 3542.31 – Participation in the Nutritional School Lunch Program)
(cf. 3542.33 - Food Sales Other Than National School Lunch Program)
(cf. 3542.34 - Nutrition Program)
(cf. 4118.13/4218.13 - Conflict of Interest)
(cf. 6142.101 – Student Nutrition and Physical Wellness, School Wellness)
Legal Reference:    Connecticut General Statutes
10-215 Lunches, breakfasts and other feeding programs for public school children and employees.
10-215a Nonpublic school and nonprofit agency participation in feeding programs.
10-215b Duties of State Board of Education re feeding programs. 
10-216 Payment of expenses.
State Board of Education Regulations.
10-215b-1 School lunch and nutrition programs.
10-215b-11 Requirement for meals.
10-215b-12 Reimbursement payments. (including free and reduced price meals)
Child Nutrition and WIC Reauthorization Act of 2004, 42 U.S.C. Section 1751. School Lunch and Breakfast Programs 42 U.S.C. Section 1751 et seq.
National Food Service Programs, Title 7 Code of Federal Regulations, 7 CFR Part 210, Part 220, Part 215, Part 245.
42 U.S.C. Sec. 1758(h)/7 CFR Sect 210.13, 220.7 (School Food Safety Inspections).
Federal Register (74 Fed. Reg. 66213) amending federal regulations (7CFR Part 210 and 220).
P.L. 111-296 Healthy, Hunger-Free Kids Act of 2010 (HHFKA), 42 U.S.C. 1751.
7 CFR Parts 210 & 220 – Nutrition Standards in the National School Lunch & School Breakfast Programs.
Nondiscrimination on the Basis of Handicap in Programs or Activities.
Title 7 Chapter 11 of the Code of Federal Regulation Federal Management Circular A-102, Attachment 0 FNS Instruction 796-1 Revision 2.
2 CFR 200.318 General Procurement Standards.

Revised:    January 24, 2022
Adopted:    April 4, 2016
 

 Business and Non-Instructional Operations
 Food Services    3542.31

Free or Reduced Price Lunches (National School Lunch Program)

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Participation in the National School Lunch Program (NSLP) (and School Breakfast Programs) (SBP) is/are herewith authorized.  Authorization is granted to the Superintendent to act on behalf of the Board for purposes of participating in the National School Lunch Program (and School Breakfast Program).

Free meals will be served to children from families whose income falls within the current criteria established by the Secretary of Agriculture under the Federal Lunch Program for free lunches.

The District shall establish an appeals process under which a parent/guardian may appeal a decision regarding his/her initial application for benefits, or any subsequent reduction or termination of benefits.

The schools shall not physically segregate or discriminate against any child because of their inability to pay for a meal.  The names of children eligible to receive free meals shall not be published, posted, or announced in any manner; and there shall be no overt identification of any such children by use of special tokens or tickets, or by any other means.

The District shall ensure that, in the operation of the free and reduced-price meals and/or free milk programs, no student shall be discriminated against because of race, color, age, creed, religion, sex, sexual orientation, ancestry, gender identity or expression, national origin, marital status, pregnancy or disability, or any other basis prohibited by law, in its implementation of such a program.

The District's NSLP and SBP shall operate to meet dietary specifications in accordance with the Healthy, Hunger-Free Kids Act of 2010 and applicable state laws and regulations.

(cf. 3542 - School Lunch Program)
(cf. 3542.33 - Food Sales Other Than National School Lunch Program) (cf. 3542.34 - Nutrition Program)
(cf. 3542.43 - Charging Policy)
(cf. 6142.101 - Student Nutrition and Physical Wellness, School Wellness)

Legal Reference:    Connecticut General Statutes
Lunches, breakfasts and other feeding programs for public school children and employees.
Payment of expenses.
Title VII, Civil Rights Act, 42 U.S.C. 2000e, et seq. as amended by Title IX, Equal Employment Opportunity Act.
United States Department of Agriculture 7 C.F.R. 15, re nondiscrimination.
42 U.S.C. Sec. 1758, 7 CFR Part 145, Sec. 245.5, 245.6, 245.7, 210.9, 210.20
U.S.D.A., Eligibility Guidance for School Meals Manual
U.S.D.A., FNS Instruction 765-7 Rev. 2: Handling Lost, Stolen and Misused Meal Tickets Healthy, Hunger-Free Kids Act of 2010, 42 U.S>C> 1751 §§203, 205
Nondiscrimination on the Basis of Handicap in Programs or Activities Receiving Federal Assistance, 7 C.F.R. Part 15b (2001)

Revised:     January 24, 2022
Reviewed:    June 12, 2017
Revised:      June 23, 2014
 

Business and Non-Instructional Operations

Food Services 3542.4

Food Sales by Students/Others

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No food or drinks which do not meet the minimal nutritional values set by the Food and Nutrition Service of the United States Department of Agriculture (Section 17 of Public Law 95-166 amending Section 10 of the Child Nutrition Act of 1966) may be sold or made available for sale in any school of the district between the beginning of the school day and the close of the last lunch period at that school. No food or drink distributing machine shall be accessible to students during those hours unless the food or drink being sold meets the minimal nutritional values specified.

Fundraising food sales shall be limited to the period before the beginning of the school day and after the close of the school day. Such sales require approval of the school principal.

Sale of food or drinks during the period from the ½ hour before and after any state or federally subsidized milk or food service program is regarded as being competitive with the National School Lunch Program or the School Breakfast Program. Food or drinks which meet or exceed the minimal nutritional values of the USDA and which are sold during the period above are, however, not considered as being competitive with those programs. These may be sold during the times cited above, but all profits from such sales must go to the school's nonprofit meal program or to student organizations approved by the school principal.

The Secretary of the United States Department of Agriculture has approved a list of competitive foods which may be sold, and the State of Connecticut may extend that list, but only foods approved by the State of Connecticut and/or the Secretary may be sold in the schools of the district during the hours cited.

The listing of categories of foods of less than minimal nutritional value shall be used as a guide to sales of competitive foods and drinks in the schools, with the understanding that the listing may be modified by the USDA and/or the State of Connecticut.

Legal Reference

National School Lunch Program and School Breakfast Program; Competitive Foods.

(7 CFR Parts 210 and 220, Federal Register, Vol. 45, No. 20, Tuesday, January 29, 1980, pp. 6758-6772)

Reviewed: June 12, 2017

Revised: June 23, 2014

Business and Non-Instructional Operations

Food Services 3542.41

School Lunch Service

Professional Standards for Food Service Personnel

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The Board of Education (Board) recognizes that students require adequate, nourishing food and beverages in order to grow, learn and maintain good health. Therefore the Board provides a food service program for school breakfasts; school lunches and school dinners that meet the dietary specifications in accordance with the Healthy Hunger-Free Kids Act of 2010 and applicable state laws and regulations.

This service shall be under the supervision of the Food Services Director who shall be responsible to the Director of Business and Finance. The Food Services Director shall be hired under specific job specifications and approved by the Board.

The Board shall comply with the minimum professional standards for school nutrition personnel who manage and operate the National School Lunch and School Breakfast Programs which are contained in the regulations to the Healthy Hunger-Free Kids Act of 2010 (HHFKA), Public Law 111-296. These regulations establish hiring standards for the selection of State and local school nutrition program directors, and requires all personnel in the school nutrition programs to complete annual continuing education/training.

The Board believes that the fulfillment of these professional standards for food service personnel will result in consistent, national professional standards that strengthen the ability of school nutrition professionals and staff to perform their duties effectively and efficiently. Requiring proper qualifications to serve in the District’s Child Nutrition Programs is expected to improve the quality of school meals, reduce errors, and enhance Program integrity.

The Superintendent is directed to develop administrative regulations which detail the required hiring standards and continuing education training for all District food service personnel.

(cf. 3542.31 – Participation in the Nutritional School Lunch Program)

(cf. 6142.101 – Student Nutrition and Physical Wellness, School Wellness)

Business and Non-Instructional Operations

Food Services 3542.41

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School Lunch Service

Professional Standards for Food Service Personnel

Legal Reference: Connecticut General Statutes

10-215 Lunches, breakfasts and other feeding programs for public school children and employees.

10-215a Nonpublic school and nonprofit agency participation in feeding programs.

10-215b Duties of State Board of Education re feeding programs.

10-216 Payment of expenses.

10-217 State Board of Education Regulations

10-215b-1 School lunch and nutrition programs.

10-215b-11 Requirement for meals.

10-215b-12 Reimbursement payments. (including free and reduced price meals)

Child Nutrition and WIC Reauthorization Act of 2004, 42 U.S.C. Section 1751.

School Lunch and Breakfast Programs 42 U.S.C. Section 1751 et seq.

National Food Service Programs, Title 7 Code of Federal Regulations, 7 CFR Part 210, Part 220, Part 215, Part 245.

42 U.S.C. Sec. 1758(h)/7 CFR Sect 210.13, 220.7 (School Food Safety Inspections).

Federal Register (74 Fed. Reg. 66213) amending federal regulations (7CFR Part 210 and 220).

Federal Register (80 Fed No 40) Professional Standards for State and Local Nutrition Programs Personnel as Required by the Healthy Hunger-Free Kids Act of 2010

P.L. 111-296 Healthy Hunger-Free Kids Act of 2010 (HHFKA), 42 U.S.C. 1751

7 CFR Parts 210 & 220 – Nutrition Standards in the National School Lunch & School Breakfast Programs.

Nondiscrimination on the Basis of Handicap in Programs or Activities Receiving Federal Assistance, 7 C.F.R. Part 15b (2001)

Policy adopted: April 4, 2016

Business and Non-Instructional Operations
 
Food Services                                             3542.42                                                                

Finance

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According to law and the regulations of the State Board of Education, student lunch costs   shall be set at levels which support the school lunch program, exclusive of the costs, if any, subsidized from the school district general fund.

Approval of Menu Prices Prices of all items on the menu shall be submitted to the Board annually for its approval, and otherwise as changes are needed. Revenues from lunchroom sales should offset the costs which are to be borne by the food service program.

 Meals for Needy Students State and federal guidelines for free or reduced-price lunches will be followed. Meals for needy students shall be an expense charged to the Cafeteria Fund.

Food Storage Provisions Storage of food and supplies shall prevent waste, spoilage, pilferage, and the issuance of food and supplies shall be restricted to the purposes of the school food service only.

Monthly Financial Report A financial report, current and accumulative, of the operation of the Food Services Program shall be presented monthly to the Director of Business and Finance. A complete audit of the operation of the food service program shall be performed annually in accordance with legal requirements and policy 3434.

Legal Reference:
Connecticut General Statutes
10-215 Lunches, breakfasts and other feeding programs for public school children and employees. 10-216 Payment of expenses.
Title VII, Civil Rights Act, 42 U.S.C. 2000e, et seq. as amended by Title IX, Equal Employment Opportunity Act. United States Department of Agriculture 7 C.F.R. 15, re nondiscrimination.

Revised:    January 24, 2022
    June 11, 2018
    June 12, 2017
    June 23, 2014