The mission of the Warren County School District is to educationally empower all students to think critically and solve problems through a rigorous curriculum that will provide them with the skills necessary to graduate and pursue a career of their interest.

Principles for Governance and Leadership

Pennsylvania school boards are committed to providing every student the opportunity to grow and achieve.  The actions taken by the Board ultimately have both short and long-term impact in the classroom.  Therefore, school directors collectively and individually will...

Lead Responsibly

• Prepare for, attend and actively participate in board meetings
• Work together in a spirit of harmony, respect, and cooperation
• Participate in professional development, training and board retreats
• Collaborate with the Superintendent as the Team of 10

Executive Summary

Financial Reports

1. IU5 - Mr. Paul Mangione

2. PSBA Liaison - Mrs. Marcy Morgan

3. Career Center Advisory - Mrs. Marcy Morgan, Mr. Michael Zamborik

Yearly PSBA member entities are asked to cast a vote for each PSBA Officer. The list of candidates and their biographies/statements are attached along with FAQ's regarding the process.  Please review the material and go online to view candidate videos.

After discussion and consensus, the Board will directed the Board Secretary how to cast its vote at either the August 28, 2017, special meeting or the September 11, 2017, regular meeting.

Executive Summary

I.     Purpose

The Board wishes to ensure that all District records (as the term "records" is defined below) are managed and retained in accordance with state and federal law and regulations; to define District staff responsibilities with regard to the management and retention of records; and to ensure the District's Records Management Plan is consistent with all other District Policies pertaining to records, including but not limited to, Policies 2345, 3220, 7601, 7610, 10910, and 10920.     

II.   Definitions

Electronic Mail (E-mail) System - a system that enables enabling users to compose, transmit, receive, and manage text and/or graphic electronic messages and images across local area networks and through gateways connecting other networks. This information consists primarily of messages but may include attachments such as calendars, directories, distribution lists, word processing documents, spreadsheets, and other electronic documents.

Litigation Hold - a communication ordering that all records and data relating to an issue being addressed by current or potential litigation or investigation be preserved for possible production during the litigation or investigation.

Records - information, regardless of physical form or characteristics, that documents documenting a transaction or activity of the District and that is created, received or retained pursuant to law or in connection with a transaction, business or activity of the District. The term includes a document, paper, letter, map, book, tape, photograph, film or sound recording, information stored or maintained electronically, and a data-processed or image-processed document. 

Records Management Plan - the system implemented by the District for the retention, retrieval, and disposition of all records generated by District operations.

Records Retention Schedule - a comprehensive listing stating retention periods and proper disposition of records.

III.  Delegation of Responsibility

Records Coordinator

In order to maintain a Records Management Plan that complies with federal and state laws and regulations and Board Policy, the Board designates the Director of Instructional Technology/Communications Superintendent as the District’s Records Coordinator who shall serve as the chairperson of the Records Management Committee.

Records Management Committee

A committee responsible for the development and recommendation of the District’s

Records Management Plan shall be established by the Board. The Records

Management Committee shall give primary consideration to the most efficient and economical means of implementing the recommended Plan. Members of the

Committee shall include the:

1. Superintendent.

2. One Board Member to be appointed by the Board President.

3. Director of Instructional Technology/Communications. 

4. Business Manager.

5. Board Secretary/Open Records Officer.

The Records Management Committee shall create the original develop a Records Management Plan; to be approved by the Board, appoint a Record Retention Officer as the central point of contact for the District who will coordinate the retention and disposition of records in accordance with the Records Management Plan; meet annually periodically with the administration to evaluate the effectiveness and implementation of the Records Management Plan; consult with the District's Solicitor and other attorneys as needed; and implement recommend necessary or desired changes to the Board  Records Management Plan. as needed.

IV.   Guidelines

Records Management Plan

The District’s Records Management Plan shall be the principle means for the retention, retrieval, and disposition of manual and electronic records, including emails.

The Records Management Plan, and its implementation, shall include may take into account and reflect the following: 

1.   Comprehensive listing of records and data of the District.

2.   Criteria to distinguish records of the school District from the supplemental personal records of individual employees.

3.   System(s) of records storage and retrieval to be used, including in what form the records will be stored, maintained, reproduced, and disposed.

4.   Preservation measures to protect the integrity of records and data.

5.   Data map or flow chart detailing the sources, routes, and destinations of electronic records.

6.   Procedures for adding, revising or deleting records and data, and any other details necessary to implement the Records Management Plan.

7.   Records Retention Schedule.

8.   Provisions for the storage and retrieval of records in the event of an emergency or disaster.

9.   Staff positions authorized to access District records.

10. Procedures to be implemented in the event of a litigation hold that which immediately suspends disposition of all records relevant to the current or potential claim.  Such procedures shall specify:

a.   Who can initiate a litigation hold.

b.   How and to whom a litigation hold is communicated.

c.   Who will determine which records are subject to the litigation hold.

d.   Who will be responsible for collecting and preserving such records and data.

e.   Who will be responsible for monitoring and ensuring the District’s compliance with the litigation hold.

f.    In what format the records will be collected.

Manual Records

Manual records, which include all records not stored electronically, shall be retained and disposed of in accordance with the Records Management Plan.  Manual records shall be indexed in an organized and consistent manner, reflecting the way the records will be retained and referenced for later retrieval.

The District shall develop and maintain adequate and up-to-date documentation about each manual record system. Documentation may:

1.   List system title and responsible employee(s) or office.

2.   Define the contents of the system, including record formats.

3.   Identify vital records and information.

4.   Determine restrictions on access and use.

Electronic Records

Electronic records shall be retained and disposed of in the same manner as records in other formats and in accordance with the Records Management Plan.  Electronic records shall be indexed in an organized and consistent manner, reflecting the way the records will be retained and referenced for later retrieval.

The District shall develop and maintain adequate and up-to-date documentation about each electronic record system. Documentation may:

1.   List system title and responsible employee(s) or office.

2.   Specify all technical characteristics necessary for reading or processing the records stored on the system.

3.   Identify all defined inputs and outputs of the system.

4.   Define the contents of the system, including records formats and database tables.

5.   Identify vital records and information.

6.   Determine restrictions on access and use.

7.   Describe update cycles or conditions.

E-mail Records

E-mail records, including messages and attachments, shall be retained and disposed of in accordance with the District’s Records Management Plan.  E-mail records may be maintained as an electronic record or be printed and maintained as a manual record.

For each e-mail considered to be a record, the following information shall be retained:

1.   Message content.

2.   Name of sender.

3.   Name of recipient.

4.   Date and time of transmission and/or receipt.

Adoption Date        -     December 6, 2010

Revision Date         -     ____________, 2017

Review Date           -    

Legal Reference      -     24 P.S. §433; 24 P.S. §518; 65 P.S. Sec. 67.101 et seq.

                             -     20 U.S.C. Sec. 1232g

                             -     Federal Rules of Civil Procedure 16, 26, 34, 37, and 45

Cross Reference       -   Policies 2345, 3220, 7601, 7610, and 10920

No student enrolled will be deprived of participation in established lunch and/or milk programs of the District because of financial limitation. Guidelines for free and reduced lunches and/or free milk shall be those currently approved by the Pennsylvania Department of Education. Application for free or reduced price meals may be made by the parent or guardian to the building principal. The anonymity of recipients of free or reduced price meals shall be preserved to the greatest degree possible.    

The Board recognizes that students require adequate, nourishing food and beverages in order to grow, learn and maintain good health and directs that students shall be provided with adequate space and time to eat meals during the school day.  The Superintendent or his/her designee is authorized to develop and disseminate administrative procedures to implement this policy.

The District shall ensure, in the operation of the food service program, no student, staff member, or other individual shall be discriminated against on the basis of race, color, national origin, age, sex or disability

The food service program and the procurement of goods or services for the food service program shall be operated in compliance with all applicable state and federal laws and regulations, as well as, federal guidelines established by the Child Nutrition Division of the United States Department of Agriculture.  The price charged to students shall be established annually by the District in compliance with state and federal laws.

Non-program food shall be priced to generate sufficient revenues to cover the cost of such items. A non-program food shall be defined as a food or beverage, other than a reimbursable meal or snack, that is sold at the school and is purchased using funds from the child nutrition account. Non-program foods include but are not limited to adult meals and a-la-carte items.  All revenue from the sale of non-program food shall accrue to the child nutrition program account.

The operation and supervision of the food service program shall be the responsibility of the Director of Business Services, who shall ensure school meals meet the standards required by the School Breakfast Program, the National School Lunch Program and the Special Milk Program.  Cafeterias shall be operated on a nonprofit basis, and a periodic review of the cafeteria accounts shall be made by the Director of Business Services.

The Superintendent or designee shall annually notify students, parents/guardians and employees concerning the contents of this policy and applicable administrative procedures.  Notification shall include information related to nondiscrimination.

The District shall use USDA Foods for school menus available under the Child Nutrition USDA Foods Programs.

The District shall provide free and reduced-price meals and/or free milk to students in accordance with the terms and conditions of the National School Lunch Program, the School Breakfast Program and the Special Milk Program.  The anonymity of recipients of free or reduced-price meals and/or free milk shall be preserved as required by law. 

The District shall make appropriate food service and/or meal accommodations to students with special dietary needs in accordance with applicable law, regulations and Board policy.

The District shall obtain two safety inspections per year in accordance with 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 requirements in developing a food safety program that enables District schools to take systematic action to prevent or minimize the risk of foodborne illness among students.  The District shall maintain proper sanitation and health standards in food storage, preparation and service, in accordance with applicable state and local laws and regulations and federal food safety requirements.

The District shall comply with the professional standards for school food service personnel who manage and operate the National School Lunch and School Breakfast Programs. For purposes of this policy, professional standards include hiring standards for new food service program directors and annual continuing education/training for all individuals involved in the operation and administration of school meal programs. Such professional standards shall apply to both District-operated food service programs and contracted food service programs.

Adoption Date      -     September 13, 1999         

Revision Date       -     August 28, 2017        

Review Date -

Legal Reference    -     24 P.S. 1335; 24 PS 1337; 24 PS 504; 24 PS 807.1;

                                    42 USC 1751, et. seq.; 2 CFR Part 200; 7 CFR Part 210;

                                    7 CFR Part 215; 7 CFR Part 220; 7 CFR Part 245; 7 CFR Part 15;

                                    3 Pa.C.S.A. 5713         

Cross Reference    -     Policy 5501, 5505, 5510, and 10615

Individual accounts shall be assigned to each student for accounting purposes for the purchase of meals served in school cafeterias, which ensure the identity of each student is protected.

The District may permit students to charge a meal, impose a limit on charged meals, and/or offer a reimbursable or alternative meal when the student forgets or loses his/her money or when his/her account has insufficient funds. Appropriate modifications to an alternative meal shall be made when required by the student's documented special dietary need.

This policy and any applicable administrative procedures shall be posted on the District’s website; printed in the student handbooks provided to parents/guardians at the commencement of each school year or when a child enrolls in the District after the commencement of the school year; provided when a parent/guardian is notified of a negative balance; and communicated annually to building principals, food service personnel, other appropriate school staff, and contracted food service providers and personnel.

Collection of Unpaid Meal Charges -

Reasonable efforts shall be made by the District to collect unpaid meal charges from parents/guardians. Efforts taken in the collection shall not have a negative impact on the student involved, but shall focus primarily on the parents/guardians responsible for providing funds for meal purchases.

The Superintendent or designee shall develop and disseminate administrative procedures regulations that establish procedures to control school meal accounts.  Said administrative regulations and procedures shall be adhered to by the Food Service Management Company, who shall be responsible, financially and otherwise, for carrying out said regulations and procedures.

Administrative regulations procedures should include the following:

1.  Procedures for collecting money for individual student accounts which ensure the identity of each student is protected if required by FERPA or other applicable laws.

2.  Method in which students and parents/guardians are notified in writing when the student’s account reaches a specified level, said level being not more than ten dollars ($10.00), so that the parents/guardians can add additional funds to the account.  At least one (1) advance written warning shall be given to the student and parent/guardian.

3.   Procedures for providing students with meals when the student forgets or loses his/her money or when his/her account has insufficient funds.  A student’s parents/guardians shall be notified in writing when the student's account reaches a negative balance, with said notice to include a description of the consequences for failure to make payment.  In the event that in excess of ten twenty dollars ($20.00) is owed on a student's account, the student shall may be provided with an alternative meal, only a basic lunch, with the contents of said basic lunch alternative meal (to be determined by the District's Food Service Management Company and to comply with a student's documented special dietary need) until such time as the student's account is made current paid in full unless the student has cash to pay for a regular meal on a particular day, in which case the regular meal shall be provided to the student.  In the event a student begins to receive an alternative meal because his/her account balance is in excess of $20, the student’s parents/guardians shall be advised the student is receiving only an alternative meal; the reason the student is receiving only an alternative meal; and that the student will continue to receive only an alternative meal until the student’s account is paid in full unless the student has cash to pay for a regular meal on a particular day, in which case, the regular meal shall be provided to the student.  In the event that in excess of thirty dollars ($30.00) is owed on a student's account, the student shall be required to bring his or her own lunch and shall not be provided a meal by the Food Service Management Company or the District until such time as the student's account is made current. .  

4.   When a student’s account reaches a negative balance, he/she shall not be permitted to charge ala carte items or second meals/extras but an ala carte item or second meal/extra shall not be denied to a student who has cash to pay for it. 

5.  Accounts shall be reviewed at least annually. 

6.   Procedures for collecting past due meal accounts shall include, but are not limited to, appropriate legal action and other means authorized by law.  When the District’s Director of Business Services or his/her designee determines the delinquent debt is uncollectible and no further collection efforts will be made, the debt shall be reclassified as bad debt and shall be be written off as operating losses. 

Students and parents/guardians shall be notified annually concerning the contents of this policy and District procedures.

Adoption Date         -     August 8, 2011        

Revision Date          -     August 28, 2017

Review Date            -    

Legal Reference       -    

Cross Reference       -     Policy 5501, 5505, 5510, and 10615

The Warren County School District recognizes that student wellness and proper nutrition are related to improving students’ physical well-being, growth, development, readiness to learn, and reducing childhood obesity.  The Board is committed to providing a school environment that promotes student wellness, proper nutrition, nutrition education, and regular physical activity as part of the total learning experience. 

To ensure the health and well-being of all students, the District shall provide to students:

1.   A comprehensive nutrition program consistent with federal and state requirements.

2.   Access at reasonable cost to foods and beverages that meet established nutritional guidelines.

3.   Physical education courses and opportunities for developmentally appropriate physical activity during the school day and through extracurricular activities during non-school hours. 

4.   Curriculum and programs for grades K-12 that are designed to educate students about proper nutrition and lifelong physical activity, in accordance with State Board of Education curriculum regulations and academic standards.

The Superintendent or his/her designee shall work in cooperation with each building principal and other applicable staff members to monitor compliance with this Policy and to monitor District programs related to student wellness.   

The Superintendent or his/her designee shall, if requested by the Board, report to the Board on the District’s compliance with law and policy related to student wellness.  The report may include:

1.   Assessment of school environment regarding student wellness issues.

2.   Evaluation of food services program.

3.   Review of all foods and beverages sold in schools for compliance with established nutrition guidelines.

4.   Listing of activities and programs conducted to promote nutrition and physical activity.

5.   Recommendations for improvement and policy or program revisions.

6.   Feedback received from District staff, students, parents/guardians, community members and the Wellness Committee.

The Superintendent or his/her designee and the appointed Wellness Committee shall periodically conduct an assessment on the contents and implementation of this Policy as part of a continuous improvement process to strengthen the Policy and its implementation.  The assessment shall include the extent to which District schools are in compliance with laws related to student wellness and shall describe the progress made by the District in attaining the goals of this Policy.  The assessment, as well as information about the contents and implementation of this Policy, shall be made available to the public.

Recordkeeping

The District shall retain records documenting compliance with this Policy as required by 7 CFR 210.15.

Wellness Committee

The Board shall annually, as a part of its October meeting, appoint a Wellness Committee comprised of at least one (1) of each of the following:  District administrator, District food service representative, student, parent/guardian, and member of the public.    In advance of each October Board meeting, the Administration shall provide the Board with a list of the recommended Committee Members.   Even if not a member of the Committee, physical education teachers and school health professionals shall be permitted to participate in the operations of the Wellness Committee.

No School Board Member shall be a member of the Wellness Committee, the Wellness Committee is not a Committee of the Board, and the Wellness Committee’s authority, as it relates to the Board, is strictly limited to only providing information to the Board with respect to this Policy.      

As a part of its responsibilities, the Wellness Committee, or a subcommittee thereof, shall address Health and Nutrition Education and Promotion; Physical Activity and Education; and Other School Based Operations, as follows: 

1.     Health and Nutrition Education and Promotion

Nutrition Education will be provided within the sequential, comprehensive health education program in accordance with curriculum regulations, certification requirements, and the academic standards for Health, Safety and Physical Education, and Family and Consumer Sciences.  The goal of nutrition education is to teach, encourage and support healthy eating by students because promoting student health and nutrition enhances readiness for learning and increases student achievement.

The District will aim to teach, encourage, and support healthful eating by students.  District schools shall promote nutrition by providing appropriate nutrition education in accordance with this Policy and with the goal of providing students with the knowledge and skills needed to lead healthy lives.  Nutrition education shall strive to extend beyond the school environment by engaging and involving families and the community and encouraging parents/guardians to provide healthy meals for their children through letters, take-home materials, or other means.

2.     Physical Activity and Education

Based on the District’s belief that age-appropriate physical activity is beneficial for its students to achieve optimal health, wellness, and fitness, District schools shall strive to provide students with opportunities for developmentally appropriate physical activity during the school day (such as recess and physical education) and through extracurricular activities during non-school hours (such as clubs,  intramurals, and interscholastic athletics) to assist students and parents in attaining this benchmark. 

Physical activity shall not be required as a form of punishment.

Students and the community shall have access to physical activity facilities outside school hours in accordance with applicable Board policies relative to facility usage.

A sequential physical education program consistent with curriculum regulations and Health, Safety and Physical Education academic standards shall be developed and implemented with the goal of providing quality physical education instruction that promotes lifelong physical activity, provides instruction in the skills and knowledge necessary for lifelong participation, and provides students the skills, knowledge and confidence to participate in lifelong, health-enhancing physical activity.   

3.     Other School-Based Operations

Drinking water shall be available and accessible at no cost to students during meal periods and throughout the school day.

District schools shall provide an adequate space, environment and duration, as defined by the District, for eating and serving school meals.  Students shall have access to hand washing or sanitizing before meals and snacks.

Nutrition professionals shall administer the school meals program, and professional development shall be provided to nutrition staff, as required by applicable federal regulations.

Nutrition content of school meals shall be available to students and parents/guardians, and parents/guardians may be involved in menu selections through various means.

To the extent possible, the District shall utilize available funding and outside programs to enhance student wellness.

Withholding Food shall not be used as a form of punishment.

The District shall strive to support the efforts of parents/guardians to provide a healthy diet and daily physical activity for children by communicating relevant information to parents/guardians if requested. 

Nutrition Standards/Guidelines

Foods and beverages available in District schools during the school day shall be offered to students with consideration for promoting student health and reducing childhood obesity.  Foods provided through the National School Lunch or School Breakfast Programs shall comply with established federal nutrition standards. 

Competitive foods available for sale to students in District schools outside of school meal programs shall comply with established federal nutrition standards (USDA Smart Snacks in School).  and the Nutrition Standards for Competitive Foods in Pennsylvania Schools, as applicable.  Fundraising activities held during the school day involving the sale of competitive foods shall be limited to foods that meet the USDA Smart Snacks in School nutrition standards, unless an exemption is approved by the Superintendent of his/her designee.  The District may allow a limited number of exempt fundraisers as permitted by the Pennsylvania Department of Education each school year, as follows: up to five (5) exempt fundraisers in elementary and middle school buildings, and up to ten (10) exempt fundraisers in high school buildings.

Marketing/Contracting

Any foods and beverages marketed or promoted to students on the school campus during the school day shall meet or exceed the established federal nutrition standards (USDA Smart Snacks in School).   To the extent feasible, contracts shall be reviewed and modified to ensure compliance with established federal nutrition standards, including applicable marketing restrictions.

Management of Food Allergies in District Schools

The District’s administration shall develop and implement appropriate protocols and procedures to address food allergy management in District schools in order to:

1.   Reduce the likelihood of severe or potentially life-threatening allergic reactions.

2.   Provide a timely and effective response in case of a severe or potentially life-threatening allergic reaction.

3.   Provide students the opportunity to participate as fully as possible in all school programs and activities.

Safe Routes to School

The District shall access and, as deemed necessary by the District, implement improvements to make walking and biking to school safer for students.   

District administrators shall seek and utilize available federal and state funding for safe routes to school, when appropriate.

Adoption Date        -     June 12, 2006

Revision Date         -     October 12, 2015; August 28, 2017

Review Date           -    

Legal Reference     -     24 P.S. 1422.1, 42 U.S.C. 1758b, 24 P.S. 1422, 24 P.S.1513,

                                  24 P.S. 1512.1, 7 CFR 210.10, 7 CFR 220.8,

                                  42 U.S.C. 1751, et seq., 42 U.S. C 1773, 7 CFR 210.11,

                                  7 CFR 220.12a, 24 P.S. 504.1, 24 P.S. 1337.1, 24 P.S.1422.3,

                                  P.L. 111-296, 7 CFR Part 210, and 7 CFR Part 220

Cross Reference     -    District Policies 1301, 1305, 1415, 5105, 5110, 5501, 5505, 5515,

                                  9135, 9170, 9175, 9535, 9950, 10110, 10410, 10450, 10460, 10495,

                                  10510, 10515, 10610, 10620, 10630, 11007, and 12401

I.      24 P.S. §13-1302 mandates that a student is entitled to enroll in the Warren County School District if residency within the District is established.However, the Board has the legal authority, and it is within the Board’s discretion, to adopt rules that determine which school within the District a child will attend.As an exercise of this discretion the Board has determined that, unless special permission has been granted pursuant to Section II of this policy, the attendance area in which a student will be required to attend school shall be determined as follows:

1.  A student shall attend school in the attendance area in which his/her parents/guardians are domiciled.If the parents/ guardians are each domiciled in a different attendance area, the student shall attend school in the attendance area where the parent/guardian that has physical custody a majority of the time during the school year is domiciled.If the parents/ guardians are each domiciled in a different attendance area and the parents/guardians have a 50/50 physical custody arrangement, the parents/guardians must designate the attendance area, in which one of them is domiciled, that they desire their child to attend school for the school year.

2.  If the student does not have a parent who is domiciled within the District’s boundaries, but the student is entitled to enroll in the District because residency within the District has been established pursuant to 24 P.S. §13-1302, the student shall attend school in the attendance area in which the parent(s)/guardian(s) is residing.

3.  The attendance area in which a homeless student attends school shall be determined pursuant to District Policy 10140.

4.  The attendance area in which a foreign exchange student, or other student that is placed under the supervision of a District resident, attends school shall be the attendance area in which the supervising District resident is domiciled.If a student is enrolled in the District, but neither the student nor his/her parents/guardians are domiciled in, or reside in, the District, the Superintendent shall determine the attendance area to which the student is assigned.

5.  The attendance area in which an emancipated minor or an 18-year old student (who does not live with, and is not dependent on, his/her parents/guardians) attends school shall be the attendance area in which the student is domiciled.

II.    The reasons for which special permission may be granted are as follows:

1.   A child whose parents/guardians domicile (or residence, if the parents/guardians are not domiciled within the District) changes from one attendance area to another during the school year, and whose parent/guardian has submitted a request in writing, may be given permission to continue to attend his or her former school if it is determined that it is in the best interest of the child. Such permission shall not extend beyond the current school year.

2.   In accordance with the regulations governing the identification and placement of exceptional students, a special education student may be assigned to another building via his/her Individualized Education Plan (IEP) when the program and services the student requires are not available in his/her assigned school. Placement decisions regarding an exceptional student must always consider the home school first when the recommended program is available in the student’s assigned attendance area.

3.   If, prior to the commencement of a particular school year, it is determined that a student will be taking the majority of his/her credit hours at a school other than his/her assigned school during the school year because the courses in which the student is enrolled are not available at his/her assigned school, the student shall be transferred to the other school for that school year.  If any such transfer occurs for a particular school year, the decision as to whether the transfer shall remain in effect for any subsequent school year shall be determined by the Superintendent on an annual basis prior to the start of the school year and pursuant to the same criteria. 

3.   Recognizing that the transfer of students can complicate staffing decisions, create imbalances in class size, generate additional costs, and other inequities and difficulties, the Superintendent is directed to limit discretionary transfers to situations in which transfer is the only viable option to avoid significant detriment to the educational well-being of a student in either or both of the following conditions:

4.   A child who is involved in a serious disciplinary situation in his or her assigned school may be assigned to another school within the District when such a transfer appears to be in the best interest of the student and the District. The transfer shall remain in effect according to the provisions established at the time of the transfer.

5.   A child with a physical and/or psychological condition, verified by a written statement from a licensed physician or psychiatrist, may be transferred to another school within the district which better meets the child's needs if the transfer is the only viable option to avoid significant detriment to the educational well-being of a student. The transfer shall remain in effect as long as it is necessary to meet the student's needs and is supported by the child’s doctor.

6.  A written request from a student’s parent/guardian may be approved to transfer a student into the District from another school district, or from the District to another school district, when it has been determined to be in the best interest of the student, and when a written agreement has been entered into between both districts.Such a transfer must be in compliance with the School Code and with the applicable regulations promulgated by the Pennsylvania Department of Education. The financial responsibility for the payment of tuition, transportation, and any other expenses which are incurred as a result of a student transferring to or from another school district and which are reimbursed pursuant to the School Code and applicable regulations shall be the responsibility of the parents/guardians who are requesting the transfer and not the responsibility of the Warren County School District, unless otherwise required by law.

7.   A The decision to grant or deny a discretionary transfer pursuant to section 1, 2, or 4 of this Section may be granted shall be made by the Superintendent. and implemented without the need for Board approval.   A discretionary transfer pursuant to section 3 of this Section must be both recommended by the Superintendent and approved by the Board of School Directors at a publicly held meeting prior to implementation of the transfer. 

8.  Unless otherwise required by law or determined by the Superintendent, transportation for a student with an approved attendance area transfer will be the responsibility of the parent/guardian.

III.   For purposes of this policy the attendance area in which a parent/guardian is domiciled shall mean the attendance area in which the parent/guardian has fixed his/her family permanent home and principal establishment and to which, whenever he/she is absent, he/she has the intention of returning.   By law, a person can have only one domicile and a new domicile can be acquired only by physical presence at a new residence coupled with an intent to live in the new residence permanently and to abandon the prior domicile.  Whether said intent is present shall be determined by the actual facts, not what a parent/guardian declares the facts to be. The determination regarding domicile shall be made by the Superintendent and shall be based upon the particular facts of each case.

IV.    This Policy shall govern all school assignment decisions made by the District for the 2014/2015 school year and thereafter.This Policy does not mandate the reassignment of students who were previously assigned to a school or attendance area for a school year proceeding the 2014/2015 school year.    

Adoption Date      -        May 14, 2001

Revision Date       -       June 11, 2012; June 10, 2013; August 11, 2014;

  August 28, 2017

Review Date         -       

Legal Reference    -        24 P.S. §13-1302

Cross Reference    -        Policy 10106, 10107, 10110, and 10140

Executive Summary

Student activities are an important part of the total school curriculum.  Student activities provide opportunities for students to explore areas of interest and skill as well as opportunities to learn teamwork, sportsmanship, discipline, leadership, pride and fairness.  For the purpose of this policy, “co-curricular activities” are sponsored or approved by the Board but generally not offered for credit toward graduation.  The Board acknowledges that in certain limited circumstances activities that would otherwise be regarded as co-curricular are sometimes offered for credit, such as the awarding of a physical education credit for participation in a sports activity.  For the purposes of this policy such activity shall still be regarded as a co-curricular activity even though an academic credit may be awarded for participation in it.

Participation in co-curricular activities is a privilege, offered to students, that carries with it the responsibility of good behavior.  Students have no absolute rights or property interest in participation in co-curricular activities.  This policy is intended to provide a general outline and code for the manner in which discipline and eligibility will be handled.  The student is reminded that this co-curricular policy does not stand alone.  Other District policy sections also relate to student conduct such as the Student Search Policy, the Discipline Policy and the Transportation Policy.

This policy will govern behavior, eligibility and circumstances for events that occur during school or school related activity, off school grounds at a school activity function or event, on school provided transportation and during hours a co-curricular activity is taking place including overnight trips.  Additionally, this policy may apply outside of school property or school related activities if there is misconduct that causes a substantial disruption to the operation of the school, or the administration reasonably anticipates that the conduct is likely to cause a substantial disruption to the operation of the school. 

The following separate and distinct co-curricular rules and regulations are promulgated by the Board as follows:

1.     The use and/or possession of illegal drugs or alcoholic beverages by a student shall result in the exclusion from all co-curricular activities until the receipt of the official Hearing Officer’s Adjudication Report is approved by the Board.

2.     The possession or use of tobacco or a vapor product by a student in violation of Policy 1420 shall result in the exclusion from all co-curricular activities for a minimum of ten (10) calendar days.  The definitions of “tobacco” and “vapor product” are contained in Policy 1420 and are incorporated herein by reference.    

3.     The distribution or sale of alcoholic beverages/drugs or substances intended to mimic any substance or the possession of any mechanical device (such as pot pipe, syringe or needle) capable of utilization for taking by a student of any substance regarded as controlled or illegal shall result in exclusion from all co-curricular activities until the official Hearing Officer’s Adjudication Report is approved by the Board.

4.     Any student involved in the stealing of school property or the property of others will result in an exclusion of all co-curricular activities for a minimum of ten (10) calendar days.

5.     A student who has been absent from school during a semester for a total of twenty (20) or more school days shall not be eligible to participate in any co-curricular activity until the student has met the prescribed requirements of Section 3 of Article 3 of the PIAA By-Laws, excepting absences certified by a physician as due to illness, injury or quarantine.

6.     If a student is transferred to another school pursuant Article II, Section 3 of Policy 10102 and for any reason returns to his/her school of origin within the same school year, it is the District’s policy that the student shall be ineligible to participate in PIAA athletics for the remainder of the school year.

7.     Students who participate in co-curricular activities must meet minimum academic requirements to maintain their eligibility.  An eligibility report will generally be prepared during each week of the school year that school is in session.  An eligibility report will not be prepared during any time that school is not in session due to a holiday breaks, or otherwise.  If an eligibility report indicates that a student is failing more than one course (regardless of the number of credits applicable to the course), the student will be ineligible to participate until such time as an eligibility report is prepared and indicates that the student is no longer failing more than one course.  Additionally, pursuant to Article X of the PIAA Constitution and By-Laws, students must maintain passing grades in four (4) full-credit subjects, or the equivalent, for the nine (9) week grading period to be eligible for participation.  If it is determined at the end of a grading period that a student did not meet this standard, the student will be ineligible to participate in co-curricular activities for at least 15 school days of the next grading period and will remain ineligible to participate until such time as an eligibility report, that is prepared after the 15 school days has lapsed, indicates that the student is not failing more than one course (regardless of the number of credits applicable to the course).  Notwithstanding the foregoing, at the end of the school year, student’s final credits in his/her subjects, rather than his/her credits for the last grading period, shall be used to determine his/her eligibility for the next grading period and, so long as a student’s final credits indicate that he/she obtained passing grades in four (4) full-credit courses, the student shall be eligible to participate at the commencement of a Fall co-curricular activity.  The Building Administrator will notify the parent and the student of his/her ineligibility.

8.     Unacceptable behavior engaged in by any student, such as, but not restricted to, inappropriate language/gestures, insubordination, hazing, threats, etc., will result in an exclusion from all co-curricular activities a minimum of ten (10) calendar days.

9.     Any student who is determined to bring a weapon into any school property, any school sponsored activity or any public conveyance providing transportation to a school or school sponsored activity shall be excluded from all co-curricular activities until the official Hearing Officer’s Hearing Adjudication Report is approved by the Board. 

"Weapons" are defined but not limited to, any knife, cutting instrument, cutting tool, nunchaka, firearm, rifle or any other tool, instrument, or implement capable of inflicting personal bodily injury.

10.   The club/team/organization, sponsors and/or coaches and/or advisors, with the approval of the building administrator, may establish rules that are more stringent than the adopted rules of the co-curricular policies.  Participants and their parents/guardians shall be notified in writing of these rules.

11.   Permanent removal from an activity shall result in the forfeiture of awards for recognition in that particular activity.

12.   When participation in a co-curricular activity requires that students pay fees for that activity, with such fees including but not necessarily being limited to ski lift tickets, participation fees, and entrance fees, the policy of the District shall be to structure the activity so that to the greatest extent possible all participating students pay the same fee.  As the sponsor of all co-curricular activities, the District is to be considered the chaperone, sponsor, or similar party for such activities.  Accordingly, any incentives or perks that are bestowed upon a chaperone, sponsor, etc. for participation in a co-curricular activity shall be understood to be the property of the District and shall not, for example, be used by a parent as a means to pay for his or her own child's participation in a co-curricular activity.  The District, at its sole discretion, will determine how such incentives and perks will be utilized in order to benefit all of the participants in the co-curricular activity.

The discipline set forth in the above specific rules is intended to establish only a minimum discipline.  Greater discipline may be imposed depending upon the circumstances of the infraction.

Any student suspended, in-school or out-of-school, or expelled from school shall also be automatically suspended or excluded from participating in all school or co-curricular activities for the duration of the school suspension or expulsion.  Students enrolled in the alternative education program are not permitted to participate in co-curricular activities.

The Superintendent or his/her designee shall be responsible for the administration of the co-curricular policy.  The Building Administrator shall be responsible for the implementation and enforcement of the rules and regulations.  All schools, through the Building Administrator, sponsor, coach, and advisors, shall be responsible for informing student participants and parents/guardians of the rules and regulations.

Each school shall notify parents/guardians and students in the following manner:

1.     One parent newsletter per year shall include reference to the rules and regulations.

2.     Each sponsor/coach/advisor of a co-curricular activity shall inform the student participants at the start of each activity/season of the rules and regulations.  Also, a copy of the rules and regulations shall be sent home with the student participants.

Adoption Date            -     September 13, 1999

Revision Dates            -     June 30, 2008, August 8, 2011, May 11, 2015;

                                       June 29, 2015; August 28, 2017

Practice                       -    

Legal Reference          -     Article X of PIAA Constitution and By-Laws

                        Cross Reference          -     Policy 10410; Policy 10465; Policy 1420

General

The Family Educational Rights and Privacy Act (FERPA) and the Privacy Act of 1974 are made applicable to the District by virtue of its acceptance of funds from the federal government.  So long as the District wishes to continue receiving funds from the federal government, it must comply with the dictates of these two acts.  The purpose of the Acts is to protect the privacy of parents and students.

Under the Privacy Act of 1974 and FERPA personally identifiable information and information directly related to a student are protected from release unless special circumstances (set forth later in this policy) apply.  Information is considered directly related to a student if it contains a student name (or the student's parents' names), address, or any other type of information that would lead a person viewing the information back to the student that it concerns.  The following items have been deemed personally identifiable information by the district:

• Name of their student, the student's parents, guardian, or family members.
• The address of the student
• Personal identifiers such as a Social Security Number
• List of personal characteristics which would make the student's identity easily traceable.
• Other information which would make the student's identity easily traceable.

Any rights guaranteed by FERPA belong to the parents of a student unless the student is over 18, in which case the Act and regulations will refer to that student as an eligible student.  The rights of an eligible student and the parents of a minor child who is a student are the same.  A court order, state statute, or other legally binding document relating to custody or divorce that specifically revokes parental rights will be binding on the school district and will terminate a parent's rights under FERPA.

Specific Duties

A.  Maintaining Records

Each year the District must notify parents of all students currently in attendance and all eligible students of their rights under FERPA.  These rights include:

1.   Inspection and review of a student education record.

2.   The right to seek amendment of that record if a parent or eligible student feels that the information contained therein is incorrect, misleading or otherwise in violation of a student's privacy right.

3.   The right to consent to disclosure of any information contained in the record.

4.   The right to file a complaint with the Department of Education concerning the district's alleged failures to comply with FERPA.

Additionally, the annual notice must contain the following information:

1.   The procedure by which an eligible student or parent will inspect and review an education record.

2.   The procedure for requesting an amendment.

3.   The District's procedure, if any, concerning release of student information to school officials, including teachers, within the District who have a legitimate educational interest in that information.  The annual notice shall also define school officials and legitimate educational interest.

Upon request, a parent or eligible student shall have the right to inspect a student's record.  No fee may be charged for obtaining the record or compiling it.  If the parent wishes to have a copy made, the District shall charge a fee of 25Ë per page for that copying.  However, if the fee will effectively prevent a parent from obtaining the record, the Superintendent or his/her designee shall have the authority to waive the fee upon demonstration of financial hardship.

If, upon inspection of a student's record, a parent or eligible student feels that any information contained therein is "inaccurate, misleading or in violation of the student's right of privacy," that person may request the District to amend the record.  Upon a request for amendment, the District must either make the amendment or inform the parent or eligible student that a hearing is available (because of a denial to amend).  After the hearing and upon the results thereof, the District again must either amend or inform the parent or eligible student of its denial of amendment in writing.  If the District denies the amendment after a hearing, it shall allow the parent or eligible student to place a statement concerning the issue in the student record.  That statement shall be disclosed whenever the information to which it relates is disclosed.

Any hearing under FERPA shall be held within a reasonable time after the request.  The District will give the parents or eligible student reasonable notice of the date, time and place of the hearing.  The parent or eligible student shall have a full and fair opportunity to present evidence and may be represented by a person of his or her choice, including an attorney.  The District will make a determination on the merits of the hearing within a reasonable time and provide an answer to the parent or eligible student in writing.  The decision that the District arrives at will be based solely upon the evidence presented at the hearing and will include a summary of that evidence and reasons for the decision.

B.  Releasing Records

If a parent or eligible student provides a specific signed and dated consent for the District to release an educational record, then the District may do so.  The consent must state to whom and for what purpose specifically identified records may be released.  FERPA also allows release to certain persons without consent.  Included among these are school officials within the District who have a legitimate educational interest in the record, other specifically enumerated government officials, school officials of other districts or post-secondary educational institutions where a student seeks or intends to enroll, financial aid officers under specific conditions, organizations that compile statistical information for the district, the district's accrediting organization and a variety of others.  In certain circumstances, even if release without consent is lawful, a parent or eligible student must be provided notice of such release.

One category of information that is not necessary to be held private under the terms of FERPA is directory information.  This term means any information contained in an education record which would not generally be considered harmful or an invasion of privacy if disclosed.  The following items have been designated as “directory information” by the District.

• Name

• Address

• Phone # (unless unlisted)

• Photograph

• Participation in co-curricular activities

• Dates of attendance

• Special awards and recognitions

• Major course of study

• Activities and Sports

The rules stated above are for student information to which FERPA applies.  Directory information is not subject to the same standards as other personally identifiable information about students.  If the District wishes to disclose directory information - that is name, address, telephone listing, etc. - it may do so if it provides appropriate notice to parents and eligible students.  The district will make every effort to provide this notice in the native tongue of the parent/guardian of record.

Notice will contain a list of the types of information included in directory information and will advise parents of the right to refuse to allow this information to be released even though it is directory information.

C.  Procedures for Implementation

The Superintendent or his/her designee shall establish procedures for the implementation of FERPA and the Privacy Act of 1974, as amended.

The Board recognizes the requirement to comply with the Family Educational Rights and Privacy Act (FERPA) and its associated regulations.  The Board also understands its obligation to adopt and maintain a plan for the collection, maintenance and dissemination of education records in compliance with 22 Pa. Code §12.31 and §12.32.

Definitions

When used in this Policy, the following terms shall have the following meanings: 

Directory information – Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.  Directory information may include, but is not limited to, the student’s name, address, listed telephone number, date and place of birth; program or major field of study; dates of attendance; participation in officially recognized school activities and sports; weight and height of members of athletic teams; placement on the honor roll; certificates and awards received; the most recent previous educational agency or institution attended by the student; grade level and homeroom teacher; enrollment status; and photograph/school picture. The Superintendent shall determine the information to be designated as directory information by the District. 

Directory information does not include a student’s social security number or student identification (ID) number, except that directory information may include a student ID number, user ID, or other unique personal identifier displayed on a student ID card/badge or used by the student for purposes of accessing or communicating in electronic systems, but only if the identifier cannot be used to gain access to education records except when used in conjunction with one or more factors that authenticate the user’s identity, such as a personal identification number (PIN), password, or other factor known or possessed only by the authorized user.

Education records – records directly related to a student, maintained by the school district, or by a party acting for the school district.  The term does not include: records kept in the sole possession of the maker; are used only as a personal memory aid; and are not accessible or revealed to another individual except a temporary substitute for the maker of the record; records created or received by the District after an individual is no longer a student in attendance and are not directly related to the individual’s attendance as a student; grades on peer-graded papers before they are collected and recorded by a teacher; other records specifically excluded from the definition of education records under the Family Educational Rights and Privacy Act (FERPA) and its associated regulations.

Eligible student – a student who has attained eighteen (18) years of age or is attending an institution of postsecondary education. 

Parent – includes a natural parent, a guardian, or an individual acting as a parent of a student in the absence of a parent/guardian. 

Personally identifiable information – the name of a student and the student’s parents or other family members’; the address of the student or student’s family; a personal identifier, such as the student’s Social Security Number, student number, or biometric record; other indirect identifiers, such as the student’s date of birth, place of birth, and mother’s maiden name; other information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty; information requested by a person who the District reasonably believes knows the identity of the student to whom the education record relates.

School official with a legitimate educational interest – a school official is a person employed by the District as an administrator, supervisor, teacher, or support staff member (including health or medial staff and law enforcement unit personnel); a person serving on the School Board; a person or company with whom the school has outsourced services or functions it would otherwise use its own employees to perform (such as an attorney, auditor, medical consultant, or therapist); a parent or student serving on an official committee, such as a disciplinary or grievance committee; or a parent, student, or other volunteer assisting another school official in performing his/her tasks.  A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibility.  The term also applies to District officials and support staff who are responsible for the maintenance and security of education records or auditing the District’s recordkeeping procedures and to attorneys, consultants, and Board members when Board action concerning the student is required by law or when the education or treatment of the student is the subject of present or potential litigation or legal dispute.

Rights of Parents and Eligible Students

The District shall give full FERPA rights to either parent unless the District has been provided with evidence there is a state law, court order, or legally binding document governing such matters as divorce, separation, or custody specifically revoking the rights of a parent. 

When a student becomes an eligible student, all FERPA rights previously accorded to parents shall thereafter only be accorded to the eligible student. However, in cases when an eligible student is dependent on a parent, as the term dependent is defined in the Internal Revenue Code, the District shall make the education records accessible to the parent of the student. 

Annual Notification of Rights

Parents and eligible students shall be notified annually and upon initial enrollment of:

1.    The rights and procedures for parents or eligible students:

a.     To access, inspect and review the student records; and

b.    To seek an amendment of the student’s education records which the parent or eligible student believes to be inaccurate or misleading.

2.   The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent the Family Educational rights and Privacy Act (FERPA) and its associated regulations authorize disclosure without consent.

3.   The right to file a complaint with the U.S. Department of Education concerning alleged failures by the District to comply with the requirements of the FERPA and its associated regulations.

4.   The District’s practice of permitting school officials with legitimate educational interests to access student records without prior consent of the parent or eligible student, as well as, the criteria used by the District to determine who constitutes a school official and what constitutes a legitimate educational interest.

5.   The types of personally identifiable information the District has designated as directory information; the parent’s/eligible student’s right to opt out of the disclosure of directory information; and the time period within which a parent/eligible student has to notify the District, in writing, of their decision to opt out.

Disclosure of Personally Identifiable Information from Education Records

The District shall obtain the signed and dated written consent of a parent of a student (the consent of both parents is not required) or the eligible student before disclosing personally identifiable information from the education records of the student, other than directory information, except as specifically permitted by applicable law and regulations.  When disclosure is made pursuant to signed and dated written consent, the District shall, upon request, provide the parent, eligible student, and/or student who is not an eligible student with a copy of the record(s) disclosed.

Permitted Disclosures of Personally Identifiable Information Without Consent.

The District may disclose personally identifiable information from the education records of a student without written consent of a parent or the eligible student if the information is designated as directory information in the Annual Notification of Rights, the parent or eligible student did not opt out of the disclosure of directory information, and the time period within which a parent/eligible student has to notify the District in writing of their decision to opt out has expired.  The District may continue to disclose directory information about former students without providing annual notice and opt out opportunities; however, the District must continue to honor any valid request to opt out of the disclosure of directory information made while a student was in attendance unless the student rescinds the opt out request.

The District may disclose personally identifiable information from the education records of a student without written consent of a parent or the eligible student if the disclosure is:  

1.    To other school officials within the District who have been determined by the District to have legitimate educational interests. A contractor, consultant, volunteer, or other party providing educational services or functions may be considered a school official provided that the party:

a.   Performs an institutional service or function for which the District would otherwise use employees.

b.   Is under the direct control of the District with respect to the use and maintenance of education records; and

c.   Uses the information only for the purposes for which disclosure was made and does not re-disclose information to any other party without the prior consent of the parent or eligible student.

2.   To officials of another school system or postsecondary schools in which the student seeks or intends to enroll, or where the student is already enrolled so long as the disclosure is for purposes related to the student’s enrollment/transfer or where the student is enrolled and receiving services. 

3.   To authorized representatives of the state or federal government, subject to the conditions set forth in law and regulations.

4.   In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine the eligibility for, amount of, and conditions for aid, and to enforce the terms and conditions of the aid.

5.   To organizations conducting studies for or on behalf of the District to develop, validate or administer predictive tests, administer student aid programs or improve instruction.  Such disclosures are permissible only if:

a.   The study is conducted in a manner that does not permit personal identification of parents or students to be disclosed to individuals other than representatives of the organization having legitimate interests in the information;

b.   The information is destroyed or returned to the District when it is no longer needed for the purposes for which the study was conducted; and

c.   The District enters into a written agreement with the organization that:

i.    Specifies the purpose, scope, and duration of the study or studies and the information to be disclosed;

ii.   Requires the organization to use personally identifiable information from education records only to meet the purpose(s) of the study as stated in the written agreement;

iii.  Requires the organization to conduct the study in a manner that does not permit personal identification of parents or students to be disclosed to anyone other than representatives of the organization with legitimate interests; and

iv.  Requires the organization to destroy or return to the District all personally identifiable information when the information is no longer needed for the purposes for which the study was conducted and specifies the time period in which the information must be returned or destroyed.

6.   To parents of a dependent student, as defined in the Internal Revenue Code.

7.   To comply with a judicial order or lawfully issued subpoena:

a.   The District shall make a reasonable effort to notify the parent or eligible student of the order or subpoena in advance of compliance unless the disclosure is in compliance with:

i.    A federal grand jury subpoena and the court has ordered that the existence or the contents of the subpoena or the information furnished in response to the subpoena not be disclosed;

ii.   Any other subpoena issued for a law enforcement purpose and the court or other issuing agency has ordered that the existence or the contents of the subpoena or the information furnished in response to the subpoena not be disclosed; or

iii.  An ex parte order obtained by the U.S. Attorney General in connection with the investigation or prosecution of specified terrorism offenses.

b.   The District may disclose to a court, without court order or subpoena, the education records of a student relevant for the District to proceed with or defend a legal action.

8.   To appropriate parties in connection with a health or safety emergency, if the District determines that there is a health or safety emergency involving the student or other individuals, and the District determines that knowledge of the information is necessary to protect the health or safety of the student or other individuals.

9.   As otherwise required or permitted by applicable law or regulation.

De-Identified Education Records

The District may release education records without the consent of a parent or the eligible student if all personally identifiable information is removed and a student’s identity will not be known, whether through single or multiple releases, and taking into account other information available to the party to whom the information will be released. 

Re-Disclosure of Personally Identifiable Information in Education Records

The District will disclose personally identifiable information from education records only on the condition it be used by the party only for the purpose(s) for which the disclosure was made and that the party to whom the information is disclosed will not disclose the information to any other party without the prior consent of the parent or eligible student, unless the disclosure is permitted by applicable law and regulations. 

Review and Inspection of Education Records by Parents and/or Eligible Students

Requests by a parent or eligible student to inspect and review the education records of a student are to be directed to the principal of the school in which the student is enrolled.  Access shall be granted within 45 calendar days after the principal receives the request.

If circumstances effectively prevent the parent or eligible student from exercising the right to inspect and review the student’s education records, the District shall provide the parent or eligible student with a copy of the records requested or make other arrangements for the parent or eligible student to inspect and review the requested records.  The District may charge a fee for copies of records so long as the fee does not effectively prevent a parent or eligible student from exercising their right to inspect and review those records.

Record of Requests and Disclosures of Personally Identifiable Information

The District shall maintain a record of each request for and each disclosure of personally identifiable information from the education records of a student.  The District will maintain the record of disclosure with the education records of the student for as long as the records are maintained.  For each disclosure, the record must include the parties who have requested or obtained personally identifiable information from the student’s education records and the legitimate interests these

parties had in requesting or obtaining the information.  If a disclosure is made pursuant to a health or safety emergency, the District shall record the specific threat to the health or safety of a student or other individuals that formed the basis for the disclosure, as well as the parties to whom the District disclosed the information.  The record of disclosure shall be available for inspection by parents, eligible students, school officials responsible for the custody of the records, and authorized representatives of the federal or state government for the purpose of auditing the District’s recordkeeping procedures.

This requirement does not apply if the request was from or the disclosure was to:

1.   A parent or eligible student;

2.   School officials whom the District has determined to have a legitimate educational interest;

3.   A party with the written consent of a parent or an eligible student;

4.   A party seeking directory information; or

5.   A party seeking or obtaining records in response to a lawfully issued subpoena or court order.

Amendment of Education Records

A parent or eligible student who believes information in education records collected, maintained, or used by the District is inaccurate or misleading has the right to request the District correct, amend, or delete the information pursuant to the procedure to be set forth in a separate administrative procedure.

Missing Child Registration

A missing child notation shall be placed on school records of a student under the age of eighteen (18) reported as missing to school officials by a law enforcement agency.  Such notation shall be removed when the District is notified by the appropriate law enforcement agency a missing child has been recovered.

In the event the District receives a request for information from the school records of a missing child, the District shall:

1.   Attempt to obtain information on the identity of the requester.

2.   Contact the appropriate law enforcement agency to coordinate a response.

No information in the records shall be released to the requester without first contacting the appropriate law enforcement agency.

Authorization

The Superintendent or his/her designee is authorized to develop any administrative procedures he/she deems necessary to implement this Policy, FERPA, and its associated regulations.

Adoption Date               -     September 13, 1999

Revision Date                -     February 12, 2007; June 8, 2009,
                                          August _______, 2017

Review Date                  -    

Legal Reference             -     20 U.S.C. § 1415(a)

                                       -     IDEA 2004

                                       -     34 C.F.R. § 99.1 et seq.

Legal Reference             -     20 U.S.C. § 1232g; IDEA 2004; 34 C.F.R. § 99.1 et seq., 22 Pa. Code §12.31; 22 Pa. Code §12.32; 22 Pa. Code §15.9; 22 Pa. Code §16.65; 35 P.S. §450.401-A, et. seq.; 24 PS §14-1409;

Cross Reference             -    

Cross Reference             -     Policy 10140, Policy 11025

As a part of the Board’s commitment to protecting the health, safety and welfare of its students, staff, and school community, this policy is intended to provide education on youth suicide awareness and prevention; to establish methods of prevention, intervention, and response to suicide or suicide attempt; and to promote access to suicide awareness and prevention resources.

The District shall notify District employees, students, and parents/guardians of this policy and shall post the policy on the District’s website.

SUICIDE AWARENESS AND PREVENTION EDUCATION

Protocols for Administration of Student Education

Students shall receive age-appropriate education on the importance of safe and healthy choices, coping strategies, how to recognize risk factors and warning signs, as well as help-seeking strategies for self or others including how to engage school resources and refer friends for help.

Lessons shall contain information on comprehensive health and wellness, including emotional, behavioral, and social skills development.

Protocols for Administration of Employee Education

All District employees shall receive information regarding risk factors, warning signs, response procedures, referrals, and resources regarding youth suicide prevention.

As part of the District’s professional development plan, professional educators in school buildings serving students in grades six through twelve shall participate in four hours of youth suicide awareness and prevention training every five years. 

Additional professional development in risk assessment and crisis intervention shall be provided to school counselors, District mental health professionals, and school nurses.

METHODS OF PREVENTION

The methods of prevention utilized by the District include, but are not limited to, early identification and support for students at risk; education for students, staff and parents/guardians; and delegation of responsibility for planning and coordination of suicide prevention efforts.

Suicide Prevention Coordinators

A District-wide suicide prevention coordinator, and a suicide prevention coordinator at each school, shall be designated to be responsible for planning and coordinating implementation of this policy.

Early Identification Procedures

Early identification of individuals with one (1) or more suicidal risk factors or of individuals exhibiting warning signs is crucial to suicide prevention efforts.

Risk factors refer to personal or environmental characteristics associated with suicide including, but not limited to:

Behavioral Health Issues/Disorders:

1.  Depression.

2.  Substance abuse or dependence.

3.  Previous suicide attempts.

4.  Self-injury.

Personal Characteristics:

1.   Hopelessness/low self-esteem.

2.   Loneliness/social alienation/isolation/lack of belonging.

3.   Poor problem-solving or coping skills.

4.   Impulsivity/risk-taking/recklessness.

Adverse/Stressful Life Circumstances:

1.  Interpersonal difficulties or losses.

2.  Disciplinary or legal problems.

3.  Bullying (victim or perpetrator).

4.  School or work issues.

5.  Physical, sexual or psychological abuse.

6.  Exposure to peer suicide.

Family Characteristics:

1.  Family history of suicide or suicidal behavior.

2.  Family mental health problems.

3.  Divorce/death of parent/guardian.

4.  Parental-Child relationship.

Warning signs are indications that someone may be in danger of suicide, either immediately or in the near future. Warning signs include, but are not limited to:

1.  Expressions such as hopelessness, rage, anger, seeking revenge, feeling trapped, anxiety, agitation, no reason to live or sense of purpose.

2.  Recklessness or risky behavior.

3.  Increased alcohol or drug use.

4.  Withdrawal from friends, family, or society.

5.  Dramatic mood changes.

Referral Procedures

If a student is identified by a District employee as being at increased risk of suicide because (i) he/she has been identified as having one (1) or more of the risk factors specified above or (ii) has been identified as exhibiting a warning sign specified above indicating he/she may be in danger of suicide, either immediately or in the near future, the District employee shall refer the student to a suicide prevention coordinator the designated District representative for the implementation of further assessment and intervention.

METHODS OF INTERVENTION

The methods of intervention utilized by the District include, but are not limited to, responding to suicide threats, suicide attempts in school, suicide attempts outside of school, and family intervention for a completed suicide by a student. 

Procedures for Students identified as having an Increased Risk of Suicide

A District-approved suicide assessment instrument may be used by trained mental health staff such as counselors, psychologists, social workers.

Parents/Guardians of a student identified as being at increased risk of suicide shall be notified by the school. If the school suspects the student’s risk status is the result of abuse or neglect, school staff shall notify Children and Youth Services pursuant to District Policy 10960.

The District shall identify mental health service providers to whom students can be referred for further assessment and assistance, which may include hospital emergency departments, psychiatric hospitals, community mental health centers, psychiatrists, psychologists, social workers, and primary care providers.

The District shall create an emotional or mental health safety plan to support a student and the student’s family if the student has been identified as being at risk of suicide.

METHODS OF RESPONSE TO SUICIDE OR SUICIDE ATTEMPT BY A STUDENT OR STAFF

The District’s methods of response to a student or staff suicide or a suicide attempt include, but are not limited to:

1.  Identifying and training the school crisis response/crisis intervention team.

2.  Determining the roles and responsibilities of each crisis response team member.

3.  Notifying students, employees, and parents/guardians or spouses.

4.  Referrals to appropriate mental health service providers.

5.  Working with families.

6.  Responding appropriately to the media.

7.  Collaborating with community providers.

Re-Entry Procedures

A District-employed mental health professional, the building principal, or a suicide prevention coordinator shall meet with the parents/guardians of a student returning to school after an absence that a parent/guardian has identified as being due to mental health and if appropriate, meet with the student to discuss re-entry and applicable next steps to ensure the student’s readiness to return to school.When authorized by the student’s parent/guardian, a designated District employee may also coordinate with the appropriate outside mental health care providers as necessary to ensure the student’s readiness to return to school.

DOCUMENTATION PROCEDURES

The District shall document the reasons for referral, including specific warning signs and risk factors identified as indications the student may be at risk.The District shall document observations, recommendations and actions/responses conducted throughout the intervention and assessment process including verbal and written communications with students, parents/guardians, and mental health service providers.

Information, documents, and reports shall be provided, as appropriate, to the Superintendent, school counselors, District mental health professionals, and school nurses.

SUICIDE AWARENESS AND PREVENTION RESOURCES

A listing of resources regarding suicide awareness and prevention is attached to this Policy.

Adoption Date         -     August 10, 2015

Revision Date          -     _________________, 2017

Review Date            -    

Legal Reference       -     24 P.S. §1526

                              -     22Pa. Code §12.12                      

Cross Reference       -     District Policy 10960

While it is not the intent of the Board to discourage either individual or organizational interest in the school, it is felt that clearly defined Board policy regarding gifts/ donations may prevent misunderstandings.  In general, it might be hoped that individual or organizational gifts/donations might be designated to causes or to purposes for which public funds cannot be expended.  It is with these basic assumptions in mind that the following policy regarding individual and organizational gifts/donations to the school has been adopted.

It shall be the policy of the District to exercise appropriate control in respect to the receiving of unsolicited gifts/donations to the schools within the system in accordance with 24 P.S. §2-216.  All monetary gifts/donations shall be received and managed by the District’s Director of Business Services and shall be accompanied by a letter from the grantor of the gift/donation indicating the specific purpose for which the monetary gift/donation is to be utilized by the District.  Upon the acceptance of the monetary gift/donation by the District, it shall then be utilized for said purpose.   

Individuals or organizations desiring to contribute supplies, services or equipment shall seek prior approval from the Superintendent or his/her designee.  Gifts/donations of equipment, services or supplies that require initial or continuing financial commitment of District funds shall be submitted by the Superintendent for review by the Board. 

Relative to the District’s athletic programs, the following rules shall apply: 

1.   The District will not accept donations/gifts of any athletic equipment supplies, or services (e.g. referee fees, transportation costs, etc.), and no individual or organization shall be permitted to purchase any athletic equipment supplies, or services directly.  Individuals or organizations desiring to make a donation/gift for said purpose are directed to make a monetary gift/donation along with a written directive that the monetary gift/donation is to be used by the District for the purchase of the types of athletic equipment, supplies, or services desired.  Said athletic equipment, supplies or services shall then be purchased directly by the District.

2.   In order to ensure compliance with applicable PIAA Regulations, no gift/donation of any kind made to the District shall be permitted to be designated to any student athlete by name.  Any such gift/donation shall be rejected by the District.  Additionally, and again in order to ensure compliance with applicable PIAA Regulations, the District advises organizations, individuals and student athletes that no individual or organization should make a gift/donation of any kind (including the payment of any applicable participation fees) directly to a student athlete or his or her family. 

Because of differences in economic resources available to the various schools, and for other reasons, the purchase of equipment on a matching fund basis, (part of cost provided by an individual or organization and part by the Board from public funds) shall not be encouraged.

It is understood that equipment, services or facilities gifted/donated to the school becomes the property of the school district and are subject to the same controls and regulations governing the use of other school owned properties.  The District reserves the right to refuse to accept any gift/donation.

A list of supplies and equipment gifted/donated primarily for school use shall be reported to the Board by the Superintendent or his/her designee, at least annually.

The Superintendent or his/her designee will direct the administration to respond with the following guidelines:

Gifts/Donations of:

$100 - $4,999 – Letter of recognition and appreciation signed by the Superintendent or his/her designee.

$5,000 & above – Letter of recognition and certificate from the Board of Education.

The Superintendent or his/her designee, based on the amount and circumstances of a gift/donation, shall have the discretion to protect the identity of a donor who desires to remain anonymous or to deviate from the preceding guidelines and recognize a donor through other means deemed appropriate by the Superintendent or his/her designee.

Adoption Date         -     September 13, 1999

Revision Date          -     August 8, 2011; November 14, 2011; August 28, 2017

Review Date            -    

Legal Reference       -     24 P.S. §2-216

Cross Reference       -     Policy 5210, Policy 11020

Authority

It is the duty of the Board to ensure that all children living within its jurisdiction have an equal opportunity to receive a free and appropriate education and to require school attendance by all children living within the District, as prescribed by law.

The educational program offered by the District is predicated upon the presence of the student in school. In order for students to benefit from planned educational activities and classroom participation, it is essential that regular attendance be maintained.

Definitions

“School age” shall be defined as the period from the earliest admission age for the District's kindergarten program until graduation from high school or the end of the school term in which a student reaches the age of twenty-one (21) years, whichever occurs first.

“District of residence” shall be defined as the school district in which a student's parents/guardians reside.

“Compulsory school age,” shall be defined as the period of a child's life from the time the child enters school, which shall be not later than at the age of eight (8) years, until the age of seventeen (17) years. The term shall not include any child who holds a certificate of graduation from a regularly accredited senior high school.

Right to Attend Public School

The District shall enroll school age students eligible to attend District schools, in accordance with applicable laws and regulations, Board policy and administrative regulations.

For purposes of the above definition of “school age,” in order to meet the earliest admission age for the District’s kindergarten program, the student must be five(5) years of age on or before July 1. No early admission shall be permitted.

In order to be eligible for first grade as a beginner, or otherwise, the student must be six (6) years of age on or before July 1. No early admission shall be permitted.

Enrollment Requirements

School age resident students and eligible nonresident students shall be entitled to attend District schools.

The District shall not enroll a student until the parent/guardian has submitted proof of the student's age, residence, and immunizations and a completed Parent Registration Statement, as required by the applicable law and regulations.

The District shall administer a home language survey to all students enrolling in District schools for the first time.

The District shall normally enroll a school age, eligible student the next business day, but no later than five (5) business days after application.

The District shall not inquire about the immigration status of a student as part of the enrollment process, nor shall any child’s right to be admitted to school be conditioned on the child’s immigration status.

Enrollment requirements and administrative regulations shall apply to nonresident students approved to attend District schools, in accordance with Board policy, by the Superintendent.

Residency Eligibility

When the parents of a student reside in different school districts, the student may attend school in the district of residence of the parent with whom the student lives for the majority of the time, unless a court order or court approved custody agreement specifies otherwise.

If the parents of a student share joint custody and time is evenly divided, the parents may choose which of the two (2) school districts the student will enroll in for the school year.

If the student is an emancipated minor, the resident school district shall be the one in which the student is then living.

Homeless students shall be enrolled immediately by the District in accordance with current federal and state regulations and Policy 10140.

The Superintendent or his/her designee is empowered to develop administrative procedures, in compliance with state requirements, which guarantee the right of every school-age resident student and eligible nonresident student to attend the public school.

A student’s assigned school shall be the school located in his/her attendance area unless special programs, services or facilities necessitate assignment to another building. 

Non-Resident Students

Non-resident students of school age who are living with and under the supervision of a District resident shall be entitled to the same educational programs and services as those enjoyed by resident students providing that authorization and an appropriate agreement with the non-resident student’s home district is in place. 

The Superintendent, or his/her designee, shall require that appropriate legal documentation showing dependency or guardianship or a sworn statement of full residential support be filed with the appropriate building Principal before an eligible non-resident student may be accepted as a student in District schools. The Superintendent, or his/her designee, may require a resident to submit additional, reasonable information to substantiate a sworn statement, in accordance with guidelines issued by the Department of Education. The Superintendent, or his/her designee, reserves the right to verify claims of residency, dependency and guardianship and to remove from school attendance a nonresident student whose claim is invalid.

If information contained in the sworn statement of residential support is found to be false, the student shall be removed from school after notice is given of an opportunity to appeal the student's removal. The District shall not be responsible for transportation to or from school for any nonresident student residing outside District boundaries.

Tuition rates shall be determined in accordance with statute. Tuition shall be charged monthly, in advance of attendance.

Nonresident Children Placed In The District

Any child placed in the home of a District resident by a court or government agency shall be admitted to District schools and shall receive the same benefits and be subject to the same responsibilities as resident children.

Other Nonresident Students

A nonresident student may be admitted to District schools without payment of tuition where attendance is justified on the grounds that the student lives full-time and not just for the school year with District residents who have assumed legal dependency or guardianship or full residential support of the student.

The category of “non-resident students” includes school-aged students residing in foster homes or an institution or other facility within the District.

The Superintendent, or his/her designee, shall develop procedures for the enrollment of nonresident students which:

1.  Admit such students only on proper application and submission of required documentation by the parent/guardian.

2.  Verify claims of residency.

3.  Do not exclude any eligible student on the basis of race, creed, color, gender, sexual orientation, national origin, ancestry, or handicap/disability.

4.  Deny admission where the educational facilities or program maintained for District students is inadequate to meet the needs of the applicant.

5.  Make continued enrollment of any nonresident student contingent upon maintaining established standards of attendance, discipline and academics.

6.  Outline the appeal procedure relative to the removal of a student

Absences from School

Students shall be excused from school only for absences which are stipulated as “excusable” in the school code. When a student is absent from school for reasons which are not consistent with “excused absences” in the school code, the absences shall be recognized as “unexcused.” The District shall maintain procedures and attendance/absence records in compliance with the school code.

Excessive Absences

The District has a responsibility to investigate excessive absences by students. This applies to students of compulsory school age as well as those beyond compulsory school age. A Doctor’s excuse shall be requested when excessive absences occur. Students beyond compulsory school age may not be maintained on District rolls when they do not attend school regularly. The District shall maintain procedures regarding truancy and for investigating excessive absences

Withholding Academic Credit

Academic credit may not be withheld solely on the basis of excessive absences.

Adoption Date     -     September 13, 1999

Revision Date      -     October 11, 2010; January 10, 2011; August 12, 2013;

January 11, 2016; July 31, 2017

Review Date       -    

Legal Reference  -      School Code – 24 P.S. Sec. 501, 502, 1301, 1302,

1303a, 1305, 1306, 1306.2, 1309, 1310, 1316, 1326, 2503, 2561

State Board of Education Regulations – 22 PA Code Sec. 11.11, 11.12, 11.14, 11.15, 11.18, 11.19, 11.41, 12.1

Pa. Dept. of Educ. BEC §13-1301 – §13-1306 (2009); Pa. Dept. of Educ. BEC §5-503 (2000)

Cross Reference

The one-year BEI Agreement provides students identified with a disability with access to Pre-Employment Transition Services (PETS).  Bollinger agrees to provide the WCSD with PETS services in each of the WCSD attendances areas, where students will learn independent living skills, self-advocacy, and workplace readiness training.

IU5 will provide ESL services to Warren County School District throughout the 2017-2018 school year.  The rate has increased $0.13/hour for 2017-2018.

The Northwest Tri-County Intermediate Unit 5 (IU5) offers English as a Second Language (ESL) services for English Language Learners (ELLs). Services provided will assist member districts in meeting some of the requirements for their ESL program and support compliance with existing state and federal regulations. The lU5’s ESL services include referral/intake, screening/assessment of language proficiency, individual or small group direct instruction, staff development, supervision, logistics/scheduling, alignment with school curriculum, and instructional and professional resources.

Executive Summary

Executive Summary

Executive Summary

Executive Summary

Executive Summary

Executive Summary