SECTION C BUSINESS AND SUPPORT SERVICES
POLICY TITLE ADOPTED REVISED
CDA Management and Investment of Funds 05/08/00 06/05/00 CDAC Fiscal Management 04/18/02 CDC Public Gifts to Schools 08/03/98 CDH Lost or Destroyed Warrants or Vouchers 08/03/98 CDH-E Affidavit and Indemnity Bond 08/03/98 CE Annual Budget 04/05/04 09/05/06 CEB Annual Statistical/Financial Reports 04/05/04 02/17/15 CFA School Finance 04/05/04 02/07/05 CFB Activity Funds 08/03/98 06/16/11 CFB-R1 Activity Funds, Responsibilities for the Activity Fund 08/03/98 01/15/15 CFB-R2 Activity Fund, Account Receipts 08/03/98 06/16/11 CFB-R3 Activity Fund, Deposits 08/03/98 06/27/17 CFB-R4 Activity Fund, Expenditures 08/03/98 05/23/16 CFBA Activity Fund, School Support Groups and Clubs 08/03/98 06/25/15 CFBA-R Booster Clubs 08/03/98 CFBB Sanctioning of Parent Organizations and Booster Clubs 08/21/97 05/06/19 CFBB-E1 Application for Sanctioning of Parent Organizations and Booster Clubs 05/07/18 06/03/19 CFDA Asset Capitalization and Depreciation 02/05/07 CFEA Salary Deductions 08/03/98 CFEA-R Salary Deductions, Regulations 08/03/98 08/01/05 CFEC-E Workers’ Compensation Benefits, Election of Options Form 04/16/09 CHA Purchasing and Distribution 08/03/98 05/23/16 CHA-R Purchasing and Distribution, Regulation 04/05/04 CHA-E Affidavit 04/05/04 CHAE Termination of Lease-Purchase Agreements 04/05/04 CHAG Interlocal Purchasing Cooperatives 04/05/04 CHC Bids and Quotations 04/05/04 01/16/20 CHC-R Bids and Quotations, Regulations 04/05/04 01/16/20 CHCA Competitive Bidding for Non-Regulated Purchases 06/28/18 01/16/20 CHD Credit Cards 08/03/98 CHE Vendors 08/03/98 CHE-R Vendor Relations 06/26/00 CHE-E1 Non-Kickback Affidavit for Invoices of $1000 or More 06/26/00 CHE-E2 Vendor Disclosure 01/28/99 CHE-E3 Letter of Approval for Sales Calls 06/26/00 CHE-E4 Contract Addendum CI Disposal of Surplus School Property 04/05/04 CKAD School Security Lockdowns 11/03/08 CKBB Closing of School Due to Inclement Weather 08/03/98 05/23/16 CKC Disaster Drills 08/03/98 08/03/15 CKC-R Fire and Emergency Evacuation Drills, Rules and Procedures 08/03/98 06/25/15 CKDA Tobacco Use 08/03/98 11/07/16 CLBD Employee Technology User Agreement 09/18/14 CMA School Property Lending 08/03/98 CN School Transportation 08/03/98
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SECTION C BUSINESS AND SUPPORT SERVICES
POLICY TITLE ADOPTED REVISED
CN-R1 School Transportation, Regulations 08/03/98 05/07/18 CN-R3 Point System for School Bus Drivers 08/03/98 CNA School Bus, Extracurricular Use Of 08/03/98 CNA-R Student Activities Transportation, Regulations 08/03/98 CNA-E Request for Transportation 08/03/98 CNG Use of School Owned Vehicles 08/03/98 01/15/15 CO Child Nutrition and Physical Fitness Program 08/03/98 02/17/15 CO-R Child Nutrition Programs, Regulation 05/18/06 08/07/17 CO-P Child Nutrition Meal Charging Policy 06/23/05 07/20/17 CO-E1 Parent Notice of Charges 06/23/05 CO-E2 Principal's Authorization for Meal Charges 06/23/05 COB-R Food Procurement 03/09/06 06/25/15 COB-E Chart of Procedures 03/09/06 04/06/09 COG Wellness Policy 06/03/19 CPAD Tape Recordings 08/03/98 04/04/16 CRE Workers' Compensation Insurance 08/03/98 05/04/04 CRE-E1 Supervisor's Accident Report Form 08/03/98 CRE-E2 Workers' Compensation/Sick Leave Election Claim Form 04/16/09 07/21/00 CVFA Fair Labor Standards Act 08/03/98 CVFA-P1 Overtime Compensatory Time 10/22/93 05/04/15 CVFA-P2 Temporary Time 03/09/06 05/04/15 CVFA-E1 Compensatory Time Off Agreement 08/04/14 CVFA-E2 Overtime Authorization Form 08/04/14 07/16/15 CW Naming New Facilities 01/09/03
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LAWTON BOARD OF EDUCATION CDA
MANAGEMENT AND INVESTMENT OF FUNDS (cont.)
instrumentalities, and investments in those items and those restrictions specified in paragraphs 1 through 6;
8. Warrants, bonds, or judgments of the school district; or
9. Qualified pooled investments programs, the investment of which consist of those items specified in paragraphs 1 through 8 as well as obligations of the United States agencies and instrumentalities. To be qualified, a pooled investment program for school funds must be governed through an interlocal cooperative agreement formed pursuant to 70 O.S. §5-117b and the program must competitively select its investment advisors and other professionals. Any pooled investment program must be approved by the board of education.
Any interest received from investments may be placed in the general fund, the sinking fund, the building fund, or the fund from which the investment was made as approved by the board of education at a lawfully convened board meeting.
The treasurer shall place primary emphasis on safety and liquidity in the investment of funds. Taking into account the need to use sound investment judgment, prior to purchasing direct obligations of the United States Government or other obligations of the United States Government, its agencies or instrumentalities, the school district shall utilize competitive bids, to the extent practicable. All investments shall be designed to maximize yield within the class of investment instrument, consistent with the safety of the funds invested.
To determine that school funds are properly secured, the treasurer shall, on a monthly basis, obtain from each bank where funds are deposited a listing of collateral pledged, setting forth the par value and market value of such collateral. The board shall utilize said documents in reviewing the investment performance of the treasurer.
The board of education shall review the investment performance of the treasurer each month at its regularly scheduled board meeting. Such review shall include, but is not limited to a determination of whether the treasurer is making informed investment decisions regarding the safety, return, liquidity, costs, and benefits of various investment options in selecting investments for the school district.
REFERENCE: 62 O.S. §471 70 O.S. §5-115
Adoption Date: 5/8/00 Revision Date(s): 6/5/00 Page 2 of 2
LAWTON BOARD OF EDUCATION CDAC
FISCAL MANAGEMENT
The quantity and quality of learning programs are directly dependent on the funding provided and the effective, efficient management of those funds. It is essential that the Board of Education take specific action to ensure that educational instruction remains central and that fiscal matters are sound and contribute to the educational process.
In order to accomplish the educational goals and ensure reasonable financial security of this district, the District and the Board shall seek to achieve and maintain a minimum fund balance in the General Fund of 5% of the prior year’s total revenue collections.
An adequate fund balance is necessary and justifiable for the following reasons:
1. Payment of summer payroll warrants (July and August);
2. Payment of unforeseen/unbudgeted items:
3. Funds needed for revenue shortfalls or rescissions and emergencies;
4. Prevention of interest bearing warrants.
Revision of the 5% minimum fund balance may occur at any time upon the approval of the Board.
Adoption Date: 4/18/02 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CDC
PUBLIC GIFTS TO THE SCHOOLS
The Board of Education assumes responsibility, within its financial capabilities, for providing at public expense all items of equipment, supplies, and services that may be required in the interest of education in the school units under its jurisdiction. Gifts, grants, or bequests will be accepted and the action recorded, provided the conditions of acceptance do not remove any degree of control of the school district from the board and will not cause inequitable treatment of any student(s) or student group(s).
Propositions giving funds, equipment, or materials to the school with a "matching agreement" or restriction are generally not acceptable. Acceptance of donated equipment or materials may depend upon the compliance with the board's policy of standardizing materials and equipment in the district which could restrict gifts purchased by parent-teacher organizations to individual schools. The acceptance of a gift for a particular school, however, indicates the board's approval of the use the benefactor specified.
Any person or organization desiring to give a gift or make a grant or a bequest to the board should contact the superintendent who may accept the gift, thank the donors, and inform the board, except that offers of real property will be accepted only by the board. Also, where the appropriateness of a gift is in doubt, the superintendent will refer the matter to the board for its acceptance or rejection. For example, single gifts of considerable value exhibiting the donor's name or business shall be considered on an individual basis by the board.
Provided, all conditional gifts must be approved by the board.
Any gift or grant accepted by the board or the superintendent as its executive officer shall become the property of the board of education and will comply with all state and federal laws.
REFERENCE: Title IX, Education Amendment of 1972, 20 U.S.C. §1681, et seq.
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CDH
LOST OR DESTROYED WARRANTS OR VOUCHERS DUPLICATE - AFFIDAVIT - BOND
The clerk of the Board of Education of the school district is authorized and empowered to issue a second or duplicate warrant or voucher in lieu of any warrant or voucher that has been lost or destroyed. Prior to the issuance of the duplicate warrant or voucher, the treasurer of the school district shall have evidence that a stop payment order has been issued or an affidavit stating the facts as to the loss or destruction of the original warrant or voucher must be filed with the clerk along with an indemnifying bond to the treasurer of the school district. The bond must be double the amount of the lost or destroyed warrant or voucher and the conditions of the bond shall be to indemnify and protect the district from any loss or harm sustained on account of the issuance of the second or duplicate warrant or voucher. The bond shall be signed by two sureties and conform to the guidelines prescribed by the Attorney General of Oklahoma.
Reference: O. S. § 662. 62-555
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CDH-E1
AFFIDAVIT AND INDEMNITY BOND
LOST OR DESTROYED WARRANT OR VOUCHER
STATE OF OKLAHOMA COUNTY OF COMANCHE
The undersigned, ______being first duly sworn, upon oath deposes and states: That warrant or check number ______, in the amount of $ ______dated ______, made payable to ______(payee), has been either lost, stolen or destroyed (circle whichever is appropriate).
That said warrant or check was either lost, stolen or destroyed in the following manner:
The undersigned hereby requests that the Lawton Public Schools stop payment on the above described check or warrant and that a duplicate warrant or check be issued. The undersigned, as principal, and and as sureties, or in the event of a corporate surety (by law individual sureties must be residents of the State of Oklahoma; otherwise, a corporate surety authorized to do business in Oklahoma must execute this bond as surety), are held and firmly bound unto the Lawton Public School System, Lawton, Oklahoma, in the sum of $ ______(twice the amount of the check or warrant) to be paid to the Treasurer of the Lawton Public School System, Independent School District No. 8, Comanche County, Oklahoma, his successors or Assigns, for which payment, well and truly to be made, we do hereby bind ourselves and our heirs, executors, administrators and successors, firmly by these presents.
The condition of the above obligation is such that the principal and said sureties hereby agree to indemnify and protect and save harmless the Lawton Public Schools from and against any and all loss, claims, demands, actions, damages, legal fees, payments, expenses and liabilities whatsoever which the said Lawton Public School System at any time shall or may sustain or incur by reason of:
a) It having complied with said request, or,
b) Any claims or demands, whether groundless or otherwise, which may be made with respect to said instrument, or,
c) It declining to honor said instrument, or,
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 4
LAWTON BOARD OF EDUCATION CDH-E1
AFFIDAVIT AND INDEMNITY BOND (cont.)
d) The payment, honor or transfer of credit which it may give, make or permit with respect to said instrument, whether through inadvertence, accident, oversight, neglect or otherwise.
The liability of the undersigned principal and sureties under this bond shall accrue forthwith upon the presentation for payment of the original warrant or check issued by the Lawton Public Schools and claimed to have been lost, stolen or destroyed, or the assertion against you by and person of any right, title or interest in the same. The undersigned further agrees to deliver to you the original instrument for cancellation if same should be found.
This agreement shall inure to and be binding upon you and the undersigneds respective assigns, successors and legal representatives. The principal and sureties shall be jointly and severally bound and liable hereunder. This agreement shall be construed in accordance with the laws of the State of Oklahoma.
SIGNATURE OF INDIVIDUAL REQUESTING WARRANT TO BE REISSUED:
SURETIES (must be signed):
Adoption Date: 8/3/98 Revision Date(s): Page 2 of 4
LAWTON BOARD OF EDUCATION CDH-E1
AFFIDAVIT AND INDEMNITY BOND (cont.)
STATE OF OKLAHOMA ss: COUNTY OF COMANCHE
The foregoing instrument was acknowledged before me this ______day of ______2 ______, by ______as principal.
Notary Public
My Commission Expires:
Adoption Date: 8/3/98 Revision Date(s): Page 3 of 4
LAWTON BOARD OF EDUCATION CDH-E1
AFFIDAVIT AND INDEMNITY BOND (cont.)
STATE OF OKLAHOMA ss: COUNTY OF COMANCHE
The foregoing instrument was acknowledged before me this ______day of ______2 ___, by ______, President of a corporation, on behalf of said corporation, as principal.
Notary Public
My Commission Expires:
Adoption Date: 8/3/98 Revision Date(s): Page 4 of 4
LAWTON BOARD OF EDUCATION CE
ANNUAL BUDGET
The Board of Education shall prepare a budget that shall represent a complete plan for the school district and shall present information necessary and proper to disclose the financial position and condition of the school district. It shall contain a budget summary in tabular form for each fund:
1. Actual revenues and expenditures for the immediate prior fiscal year;
2. Revenues and expenditures for the current fiscal year as shown by the budget for the current year as adopted or amended;
3. Estimates of revenues and expenditures for the budget year.
On or before October 1, each year, the board of education shall prepare a statement of actual income and expenditures of the district for the fiscal year that ended on the preceding June 30 after the financial activity has been recorded, the annual Foundation and Salary Incentive Aid Allocations have been released, and the property tax valuation has been certified. The amended budget shall contain all of the following information, if applicable:
1. Valuation of the school district by county and classification, excluding homestead exemptions;
2. Bonded debt and judgments outstanding, including interest rates by maturity;
3. Matured debt and judgments;
4. Sinking fund balance, including cash and investments;
5. Sinking fund levy calculations, including surplus/deficit, principal accrual, annual interest, judgment installment and interest, total net levy and delinquency;
6. Levies in millage for general fund, building fund and sinking fund;
7. Millage adjustment factor, if applicable;
8. Previous year sinking fund collections, including total proceeds as certified, additions or deductions, reserve for delinquent tax, reserve for protest pending, tax apportioned, net balance in process of collection, and excess collections; and
9. Surplus analysis, including itemized sources of excess and deductions.
Adoption Date: 4/5/04 Revision Date(s): 2/7/05, 9/5/06 Page 1 of 2
LAWTON BOARD OF EDUCATION CE
ANNUAL BUDGET (cont.)
The board will post a copy of the statement in the administrative office of the board in an area accessible to the public and in at least one public library within the district within five (5) days after the statement is prepared.
No later than September 1, each year, the district shall transmit a copy of the required income and expenditures data to the State Department of Education for posting on the Department’s Internet web site in a form that is accessible to the public.
No later than 15 days prior to adoption of a final budget for the district, the board shall conduct a public hearing for the purpose of taking public comment on financial matters, including past and future expenditures, of the district at a regularly scheduled board meeting or at a special board meeting called for that purpose.
Prior to October 1, each year, the board shall submit the statement of income and expenditures to the county excise board and shall file the itemized expenditure budget and request for state appropriated funds for the ensuing fiscal year, and an estimate of revenues to be received by the district with the State Board of Education.
No later than 45 days after the estimate of needs is approved by the county excise board, the board of education shall adopt a final budget for the current fiscal year.
The final budget may be revised by the board in open meeting.
REFERENCE: 68 O.S. §3002 70 O.S. §5-114, §5-129, §5-133, §5-134.1, §5-155 70 O.S. §5-128, §5-128.1
CROSS-REFERENCE: Policy BJ, Board of Education Executive Officer Policy CFA, School Finance
Adoption Date: 4/5/04 Revision Date(s): 2/7/05, 9/5/06 Page 2 of 2
LAWTON BOARD OF EDUCATION CEB
ANNUAL STATISTICAL/FINANCIAL REPORTS
The Board of Education shall make annual statistical and financial reports to the State Board of Education in a timely manner. The statistical report shall be made as of June 30. Each of such reports shall be filed with the State Board of Education as soon as information is available following the effective date of such reports.
No later than September 1, each year, the district shall transmit a copy of the income and expenditures data to the State Department of Education. The Department shall post the data on the Department’s Internet web site in a form that is accessible to the public.
REFERENCE: 70 O.S. §5-128 70 O.S. §5-134.1
Adoption Date: 4/5/04 Revision Date(s): 2/17/15 Page 1 of 1
LAWTON BOARD OF EDUCATION CFA
SCHOOL FINANCE
It is the policy of the Board of Education that the superintendent of schools shall work with the school auditor and the board, in the preparation of both a financial estimate and the annual budget, and to publish these documents, and any other necessary publications as required by law. The superintendent or designee shall report to the board monthly on the status of the budget.
The superintendent shall make to the board such fiscal recommendations as deemed necessary and shall furnish to the board all information pertaining thereto.
After recommendations made by the superintendent have been considered by the board, the board shall adopt those recommendations, which it deems advisable.
Purchases may be made by school employees and charged to the school, provided such purchases are previously approved by the superintendent or made in accordance with procedures established by board policy.
The superintendent shall cause to be prepared a list of requests for encumbrance of funds. The encumbrance list should be presented to the board in the order of their issuance at regularly scheduled board of education meeting. Once the encumbrance list has been approved by the board of education, all purchase orders for those encumbrances are eligible for payment upon receipt of the goods or services and completion of proper documentation.
Once the receipt of goods or services has been verified and all documentation is complete, a check may be issued to the creditor and registered by the district treasurer. The clerk shall insure that a record of such checks is made in the school district check register and that the checks are distributed to the proper creditors.
Should school personnel receive a report that an issued check has been lost or destroyed, a second or duplicate may be issued. The school district cannot legally issue a second or duplicate warrant or check until the school district has stopped payment on the initial document.
The superintendent shall make such financial reports as may be required by the State Department of Education and such other financial reports as the board may require. The superintendent shall present to the board in July a financial statement reflecting the fiscal condition of the district as of the close of the previous fiscal year and an itemized statement of estimated needs and the probable income including ad valorem tax for the current fiscal year. These financial statements and estimates shall be published in one issue of a newspaper of general circulation in this area and shall be filed with the county excise board on or before September 1 of each year.
Adoption Date: 4/5/04 Revision Date(s): 12/15/04, 2/7/05 Page 1 of 2
LAWTON BOARD OF EDUCATION CFA
SCHOOL FINANCE (cont.)
REFERENCE: 68 O.S. §3002 70 O.S. §5-134, §5-134.1 70 O.S. §5-135 70 O.S. §5-128, §5-128.1
CROSS REFERENCE: Policy CE, Annual Budget
Adoption Date: 4/5/04 Revision Date(s): 12/15/04, 2/7/05 Page 2 of 2
LAWTON BOARD OF EDUCATION CFB
ACTIVITY FUND
The Lawton Board of Education will exercise control over all funds on hand or hereafter received or collected, as herein provided, from student or other extracurricular activities conducted in the school district. Such funds shall be deposited to the credit of the subaccount maintained for the benefit of the particular activity within a school activity fund. State law requires deposit of funds shall be made by the end of the next business day; however, if the deposit for a day totals less than One Hundred Dollars ($100.00), a school district may accumulate monies required to be deposited into the fund on a daily basis until the total accumulated balance of deposits equals or exceeds One Hundred Dollars ($100.00). Provided, a school district shall deposit accumulated monies into the fund not less than one (1) time per week, regardless of whether the monies total One Hundred Dollars ($100.00).
Disbursements from activity accounts will be by check signed by the school activity fund custodian and countersigned by assistant custodian or district treasurer. Such funds will not be used for any purpose other than that for which the account was originally created or amended. The board of education, at the beginning of each fiscal year, will approve all school activity funds subaccounts, all subaccount fund raising activities and all purposes for which the monies collected can be expended. The board of education may direct in writing that any balance in excess of the amount needed to fulfill the purpose for which an account was established may, after consultation with the school principal or custodian of the school account, be transferred to another account by the custodian. In this manner an account may be closed. All transfers require board approval.
REFERENCE: 70 O.S. §5-129, §5-129.1 70 O.S. §5-135
CROSS-REFERENCE: Policy DHB, Fund Raising by Parent-Teacher Organizations
Adoption Date: 8/3/98 Revision Date(s): 7/16/07; 6/16/11 Page 1 of 1
LAWTON BOARD OF EDUCATION CFB-R1
ACTIVITY FUND RESPONSIBILITIES FOR THE ACTIVITY FUND
1. Authority for Activity Funds
Oklahoma State Law requires the board of education to adopt appropriate rules and regulations governing the handling and expenditure of school activity funds. The law requires that a custodian be appointed to make a full and true accounting for all funds that may come into his or her possession, or under his or her control.
2. Bonding
The custodian is required to give a surety bond in such amounts as the board may deem necessary, but not less than $1,000. The premium of the surety will be paid from the LPS Miscellaneous Expense account.
3. Accounting System
The central bookkeeping system which shows a complete record of all activity funds will be maintained at the district-level offices. Such records will be available to school principals, sponsors, and to the public. No activity fund account will show a deficit at any time. Orders and purchases shall not be made unless funds are on deposit in the account and sufficient to cover the order /purchase as well as all other outstanding obligations of the account. Grouped accounts of the district athletic department will not show a deficit group balance at any time.
Bank statement of activity fund shall be reconciled on a monthly basis by the activity fund custodian or his/her designee. The account shall be balanced to the bank statement and any discrepancies noted shall be immediately resolved. Reconciled bank statements shall be kept at the district-level office.
4. Audit Required
The Lawton Board of Education will provide for the annual audit of all activity funds. The original report of such audits will be delivered to the superintendent of schools. The audit cost will be paid from the LPS Miscellaneous Expense account.
5. Honesty Blanket Public Official's Bond
All employees of the board of education are covered by the honesty blanket public official's bond in the amount of $5000. The bond premium is paid from the LPS Miscellaneous Expense account.
Adoption Date: 8/3/98 Revision Date(s): 6/16/11; 1/15/15 Page 1 of 2
LAWTON BOARD OF EDUCATION CFB-R1
ACTIVITY FUND (cont.)
6. Report of Funds
The custodian will present a detailed report to the board of education at a regularly scheduled meeting each month showing receipts, disbursements, and balance of each account.
The site financial secretary will provide reports, generated through computer accounting system, to each sponsor for account reconciliation on a monthly basis. Any difference in account balance should be reported to the activity fund custodian immediately.
7. Earned Interest
Oklahoma law permits school activity funds to be deposited in interest bearing accounts including certificates of deposit. Interest earned from investments will be credited to the investment account for payment of school postage, annual activity fund auditing, and financial bonding expenses.
REFERENCE: 70 O.S. §5-129
Adoption Date: 8/3/98 Revision Date(s): 6/16/11; 1/15/15 Page 2 of 2
LAWTON BOARD OF EDUCATION CFB-R2
ACTIVITY FUND RECEIPTS
1. Responsibility
Every school employee who is responsible for receiving money will have an individual pre- numbered receipt book. All buildings should be using a principal's receipt book. This is used to receipt money into the office that is collected by teachers and other individuals such as parents or students paying for textbooks.
2. Class-Wide Function
Teachers and other sponsors collecting money for class-wide functions such as school plays, field trips, or ID cards that cost $10.00 or under may use a class roster signed and dated by the sponsor or Receipts Under $10.00 form to receipt the money rather than issue individual receipts to students. . Individual pre-numbered receipts shall be issued for items costing $10.01 or more when items are sold to the student: e.g., uniforms, hats, books, etc.
3. Receipt Procedures
When an employee receives money, he or she will issue a receipt showing the date, receipt number, payer's name, purpose for which the money is being paid, and the amount. The employee will sign the receipt and give the original copy to the payer.
4. Disposition of Collected Money
Money receipted by employees will be turned into the financial secretary by the next business day where it will be recorded in the principal’s receipt book. Amounts should be verified in the presence of the remitter. The original receipt will be stapled to the corresponding sequence of student receipts in the sponsor’s receipt book. If the money collected does not exceed $100.00, it can be turned in at least once per week. The employee’s receipts will be turned into the financial secretary by the end of the current fiscal year to be kept on file for an annual audit.
5. Non-Receipts
Postdated checks, cash advance slips, or IOU's will not be accepted as receipts for activity fund expenditures.
6. Student Fees
Students should not be charged a fee to participate in an activity, but may be required to place a refundable deposit for items such as uniforms for cheerleading, drill team, etc. The deposit or a portion of the deposit may be used to clean, repair or replace the items it was intended to cover if those items are not returned in acceptable condition.
Adoption Date: 8/3/98 Revision Date(s): 7/16/07; 6/16/11 Page 1 of 1
LAWTON BOARD OF EDUCATION CFB-R3
ACTIVITY FUND DEPOSITS
WHEN?
Monies receipted for the day will be deposited by the next business day in compliance with state law, board policy, and school activity fund procedures. During the summer months when no building delivery service is furnished, principals, or their designee, will bring deposits to the finance office. The finance office will deposit the funds in the bank. Exceptions: all money must be deposited on the last working day of the week or the last working day before a holiday. No money will be left in the building over the weekend or during a holiday.
HOW?
Deposits are to be made on "Statement of Credit" forms which may be ordered through the Instructional Media/Technology Center. The statement of credit form is to be completed in three copies with each revenue source listed separately. The original and one copy go to the depository bank with the deposit. The third copy is retained for school files. After checking to see that checks are complete, they should be endorsed with the name of the school and labeled "For Deposit Only."
CHECK CASHING
Personal checks of school employees and students are not to be cashed from available cash collections. The activity fund is not a bank, and all revenue collected should be deposited in its original form.
SPECIAL ACCOUNTS
Reimbursement of Board of Education (Clearing Account)
Money collected in the amount of $1.00 or less for lost or damaged textbooks, lost or damaged equipment, overtime, rent or sale of property of the board of education, the repair of equipment which has been purchased with board of education funds, or other collections, will be deposited in the Board of Education Reimbursement (Clearing) Account. No payments other than refunds of a deposit of $1.00 or less may be made from this account. Any deposit that exceeds $1.00 will be deposited with the school treasurer in accordance with Oklahoma Law. The balance of the clearing account must be zeroed out and transferred to the general fund on or before June 30 of each year.
ACTIVITY FUND, DEPOSITS (cont.)
Adoption Date: 8/3/98 Revision Date(s): 7/16/07; 6/16/11; 6/27/17 Page 1 of 2
LAWTON BOARD OF EDUCATION CFB-R3
CORRECTIONS
School deposit slips and bank receipts will be picked up from a depository bank the working day following the deposit and checked by the treasurer or designee. If any changes have been made by the bank, correction notices will be sent to the schools. If more than one account is listed on the deposit that is changed, the treasurer or designee will contact the school to see which account should be corrected.
RETURNED CHECKS
It is the responsibility of the check writer to notify the LPS Finance Office of the returned check. Upon notification of the returned check arrangements will be made to make restitution. There will be a $25.00 Returned Check Fee assessed on all returned checks. All restitution will be made in the exact amount of the check plus the fee. All restitution will be paid in cash or by money order. No personal checks will be accepted. Upon completion of the check processing by LPS, and no contact has been made by the check writer, the check will be turned over to the Comanche Count District Attorney’s Office. Once the check has been taken to the District Attorney’s office, LPS can no longer accept restitution.
These checks will then be charged back to the original account in which they were deposited. If that account does not have sufficient funds to cover the returned check, the school’s general (850) account will be charged for the check. After restitution has been received, the funds will be redeposited back into the appropriate account. If no restitution is made, the check writer’s name will be added to a list in which we will no longer accept checks for payment of any services. Schools should not attempt to collect returned checks under any circumstances. Please have the check writer come to the district Finance Office.
JURY DUTY
Jury duty checks are to be endorsed and turned in to the payroll department for verification of jury duty leave. Payroll will keep a copy of the check and give the original check to the district treasurer or designee to be deposited to the board of education reimbursement account. In the event mileage is paid on a jury duty check, mileage reimbursement will be returned to the employee.
REFERENCE: 63 O.S. §235
Adoption Date: 8/3/98 Revision Date(s): 7/16/07; 6/16/11; 6/27/17 Page 2 of 2
LAWTON BOARD OF EDUCATION CFB-R4
ACTIVITY FUND EXPENDITURES
ACTIVITY PURCHASE ORDER & AUTHORITY TO PAY VOUCHER (ATP)
Disbursements from activity accounts will be made by check signed by activity fund custodian and countersigned by assistant custodian/treasurer, positions appointed by the board of education. Such funds will not be used for any purpose other than that for which the account was originally created or amended.
NEW VENDORS
All vendors will be established through the purchasing department. Before entering into an agreement with an individual or company, there are forms and information necessary to be completed before a vendor can be established.
PURCHASES
All Activity Purchase Order and Authority to Pay Vouchers (ATP’s) should be submitted by the sponsor of the sub-account to the site administrator prior to ordering any goods or services.
After the ATP is signed by the site administrator, the order may be placed by site personnel.
Purchases of $750 to $7,499.99 for a single item or project could be bid or at least three written quotes secured prior to order being made. The quotes must be attached to the ATP when submitted for payment.
A single item or project in excess of $7,500 will be bid by the purchasing department. The completed ATP is to be submitted to the activity fund custodian prior to the item being ordered. The activity fund custodian will submit the request for approval at the next board meeting. If the board approves that the item can be ordered, the approval date will be noted on the ATP which will be returned to the site so that order can be made. When the order is satisfactorily completed, the invoice will be attached to the approved ATP and sent to the activity fund office for payment.
EXPENDITURE PAYMENTS
Sites and sponsors will find it necessary to plan carefully in advance so that fundraising and collecting are completed early enough to allow time for making deposits, properly placing orders and making payments. This is especially true when a sponsor needs an advance.
ATP’s which require no special handling will normally be paid within 10 days after they are received by the activity fund clerk.
Adoption Date: 8/3/98 Revision Date(s): 6/16/11; 5/23/16 Page 1 of 2
LAWTON BOARD OF EDUCATION CFB-R4
ACTIVITY FUND ACCOUNTS, EXPENDITURES (cont.)
Orders that exceed $7,500 will need board approval prior to the order being made. Once the board has approved the order, there will be no need for further board approval for payments to be made. Order information must be in the activity fund office ten days before the scheduled board meeting. In the event the order wasn’t approved prior to ordering, any payment over $7,500 will need board approval before payment can be made.
Purchases of a single item which exceed $7,500 require board approval prior to ordering. These purchases must be in the activity fund office ten days before the scheduled board meeting.
Proper invoices must be attached to the ATP. Payment cannot be made from a company statement. The invoice must be itemized. Hand-written changes on the invoice are not acceptable. Company must provide a separate credit invoice or a corrected invoice for the order to balance.
Each sub-account should be balanced on a monthly basis by the financial secretary and the sponsor. Reports are available to assist in the balancing process. The activity fund custodian should be called immediately if there is a discrepancy.
VENDOR PAYMENTS
All disbursements will be made by check. Checks should be signed by the person appointed by the board of education and countersigned by the activity fund custodian. Checks will be issued at the district-level office from Activity Purchase Order and Authority to Pay (ATP) signed, not initialed or stamped with a facsimile, by site administrator and sponsors. Itemized invoices to support each check issued will be attached to each ATP r and filed at the district-level office for future reference.
TRANSPORTATION ACCOUNTING
A bus request should be accurately completed in order for the correct account to be charged. Non-instructional trips are charged to an account by transfer vouchers printed on the computer, and a copy is sent to the school for its records. Likewise, if all of the school's instructional allocation is used, the activity account of the requesting organization will be charged.
Adoption Date: 8/3/98 Revision Date(s): 6/16/11; 5/23/16 Page 2 of 2
LAWTON BOARD OF EDUCATION CFBA
ACTIVITY FUND SCHOOL SUPPORT GROUPS AND CLUBS
The establishment and amendment of all school activity fund accounts must be made with the approval of the board of education. This includes approval of the purposes and revenue sources of the accounts. Continuous accounts will be ongoing from one year to the next. These are approved prior to the beginning of the new fiscal year. The purposes and revenue sources may be amended during the year with approval of the board of education.
To establish or amend an account, the site administrator will be responsible for initiating the ESTABLISH OR AMEND ACTIVITY ACCOUNTS form.
A carryover of revenues from one year to the next is authorized for continuous accounts but is limited to the specified purposes of the account.
Excess revenues may be transferred from a continuous account and must be transferred from a temporary account into another activity account or into the district's general operational fund as directed by the board of education.
Records for compliance with these procedures are subject to local and state audits. All receipts, deposit slips, fundraising documents, expenditures, and cumulative reports should be kept at the site for audit purposes. Sponsors will turn in all fundraising/activity documentation to the site financial secretary at the end of the fundraiser/activity. The financial secretary will verify and forward to site administrator for approval. All records should be kept on file for a minimum of five (5) years in addition to the current year. Only the June 30 reports need to be kept.
Use of personal funds by principals and other staff to purchase school materials should be minimized. All authority-to-pay forms require an itemized invoice and a detailed description of the purchase. This is especially true when principals reimburse themselves or their staff members. The CLAIM FOR REIMBURSEMENT form must be completed by the employee, approved by supervisor, and submitted with the ATP when an employee is seeking reimbursement for items purchased. Employee reimbursements should be filed within 10 working days after the expenses have been incurred.
Employee filing for mileage and toll fees should indicate destination, date, and purpose of the trip on the REQUEST FOR PROFESSIONAL LEAVE AND CLAIM FOR REIMBURSEMENT form. These forms are ordered from the Instructional Media/Technology Center.
Money from the activity fund accounts shall be spent according to the board approved purposes.
Adoption Date: 8/3/98 Revision Date(s): 6/16/11, 6/25/15 Page 1 of 2
LAWTON BOARD OF EDUCATION CFBA
ACTIVITY FUND, SCHOOL SUPPORT GROUPS AND CLUBS (cont.)
The sponsor or staff member is required to issue a receipt to the student when money is turned over to the school staff member for student sales. Items sold through a ‘school store’ or ‘concession stand’ are tallied on the Concession/Student Store Inventory and Profit/Loss form and should be completed after every event sale. A copy of the form will be kept with the Principal’s Receipt Book.
Clothing worn by coaches is not furnished by the district. Items such as sweaters, jackets, etc. are obtained by each coach at his or her own expense. Separate accounts may be set up in order that coaches’ items can be purchased if coaches, not students, earn the funds.
Gifts shall not be purchased from any account where funds have been generated by student participation in fund-raising activities. Flowers/gifts for sympathy or as a gratuity may be purchased from a subaccount only if the funds were collected or donated for that specific purpose, and the original purpose approved by the board of education states that the subaccount will be used as a clearing account for such funds.
Advances from the school activity fund shall be made to sponsors only when they are accompanying students to an activity. Funds shall not be used to purchase meals for staff members/adults unless they accompany students in a supervisory capacity or unless they are attending an event as a representative of the district.
REFERENCE: 70 O.S. §5-129/1
CROSS-REFERENCE: Policy CFB, Activity Funds Policy CFBB, Sanctioning of Parent Organizations and Booster Clubs Policy FJ, Fund Raising by In School Organizations
Adoption Date: 8/3/98 Revision Date(s): 6/16/11, 6/25/15 Page 2 of 2
LAWTON BOARD OF EDUCATION CFBA-R
BOOSTER CLUBS
Secondary school booster clubs can be of great assistance to the Lawton Public School System through their support of school activities. They may work with their club members and school principals to decide in which areas they can provide assistance and support.
The Lawton Public School System supplies athletic teams with equipment, travel, meals, and award jackets in sufficient quantity. They should not need assistance in these areas.
All athletic contests and tournaments are handled through each individual school and the Director of Athletics of the Lawton Public School System.
CROSS-REFERENCE: POLICY-CFBB, Sanctioning of Parent Organizations and Booster Clubs
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
ILAWTON BOARD OF EDUCATION I CFBB
SANCTIONING OF PARENT ORGANIZATIONS AND BOOSTER CLUBS
The board of education shall annually sanction parent organizations and booster clubs (hereinafter referred to as organizations) which exist to promote a positive relationship between the district and the community by assisting and supporting the schools in recognizing and promoting student activities. Close communication will be maintained to ensure that the goals of the organizations are in compliance with the goals and policies of the district. The district shall incur no liability for the acts, errors or omissions of any sanctioned organization. The board will determine whether to sanction an organization by taking action on the recommendation of the superintendent. Sanctioning will be contingent on compliance with the following criteria:
A. The organization must be managed or operated by adults, rather than students, and will present its by-laws and/or constitution to the board. These will differentiate the parent organization or booster club from any student organizations and will provide details of their structure including:
1. Officers' names and addresses 2. Details of the process to elect officers and the length of each officer's term 3. Purpose and goals 4. Detailed breakdown of the dues structure for the membership and officers 5. Itemized projection for the use of funds generated by both item and cost
B. The organization must include one representative from the school faculty as a sponsor.
C. No fund raising activities will be conducted within the school during school hours by adults or students unless approved by the principal.
D. The organization may not use school materials in advertising its activities. Requests for the use of school property will comply with district regulations.
E. All funds raised will be used to achieve the stated purposes and goals of the organization.
The IRS has taken the position that payments to district employees by sanctioned organizations for services or gifts are subject to income and employment taxes as if they had been paid by the district. Therefore, Payments for services to Lawton Public Schools employees must be made through the District’s payroll system in order to comply with IRS regulations. Any such services must have prior approval by the Director of Human Resources. The organization will reimburse the District the compensation amount plus employer FICA and teacher retirement.
Revision Date(s): 9/2/97, 8/3/98, 10/14/03, 6/21/07, 8/20/09, 5/5/14; Adoption Date: 8/21/97 Page 1 of 4 I II 5/7/18; 5/6/19 I
ILAWTON BOARD OF EDUCATION I CFBB
SANCTIONING OF PARENT ORGANIZATIONS AND BOOSTER CLUBS (cont’d)
Gifts related to the teacher’s or sponsor’s employment with the Lawton Public Schools are also considered taxable compensation. The exception is de minimus (value less than $100) gift of items (not cash or gift cards) that are given occasionally (e.g. holiday gifts). Gifts of de minimus (value less than $100) of cash or gift cards related to the teacher’s or sponsor’s employment with the Lawton Public Schools are never excludable from income. The District’s Chief Financial Officer must be notified of any instances of such payment. Payment for services to district employees in cash or gift cards are not allowed. District employees may be reimbursed for qualified business expenses without tax consequences. Such expenses must have appropriate receipts to substantiate the business purposes and are to be kept by the organization as the “invoice” for paymen-t. If a sanctioned group wishes to give a teacher a gift card to purchase classroom supplies without it being taxable to the teacher, the card should be donated to the school and kept in the school’s financial office. The teacher can then check out the gift card and return the appropriate receipts which substantiate the business purpose of the purchases.
F. Contributions to Lawton Public School organizations will not be accepted unless approved by the superintendent or designee and shall comply with Title IX and all other state or federal equity regulations.
G. The organization must maintain bank and financial records separate from the district and provide to board annually or upon request a complete set of financial records.
H. The organization will require the president, vice president and treasurer to annually complete the district’s financial responsibility training. The organization will attach the principal’s verification form to the organization’s “Application for Sanctioning of Parent Organizations and Booster Club” form at the beginning of each new school year
I. The organization’s financial records must be inspected to see if they comply with the district’s established Guidelines for Financial Responsibility. If the gross annual receipts are less than $10,000.00, this inspection must be completed annually during the months of June, July and August by an Accountant, Professional Bookkeeper or an inspection committee of not fewer than three (3) members of the organization’s general membership -(cannot include officers). If gross receipts are greater than or equal to $10,000.00 Financial Accountability Report and Procedures for Insuring Financial Accountability must be performed by a CPA or entity approved by the Lawton Public Schools finance department, using the procedures prescribed in the Guidelines for Financial Responsibility and agreed upon procedure report
Revision Date(s): 9/2/97, 8/3/98, 10/14/03, 6/21/07, 8/20/09, 5/5/14; Adoption Date: 8/21/97 Page 2 of 4 I II 5/7/18; 5/6/19 I
ILAWTON BOARD OF EDUCATION I CFBB
SANCTIONING OF PARENT ORGANIZATIONS AND BOOSTER CLUBS (cont’d)
issued by the CPA with the results. The results of the inspection, as shown in the Procedures for Insuring Financial Accountability and the Financial
Accountability Report, must be attached to the organization’s “Application for Sanctioning of Parent Organizations and Booster Club” form at the beginning of each new school year.
J. Any plan, project or activity intended to modernize, renovate or render maintenance to school- controlled and/or owned properties shall be presented to the superintendent for consideration, comment, evaluation, approval and sponsorship. This must be done before any public announcement is made.
K. Board sanctioning does not excuse an organization from complying with all state and federal laws as they pertain to equal opportunity and treatment for all students.
L. The board reserves the right to revoke the sanctioning of any organization if it is determined that the operation and purpose are not consistent with the policies and procedures adopted by the board.
M. Any disputes arising out of the enforcement of this policy may be appealed to the superintendent.
N. All Organizations will be required to obtain a federal Employee Identification Number (EIN).
O. If the organization is abolished or ceases to exist, all funds remaining after the financial responsibilities are satisfied shall be deposited into the general fund activity account of the school with which the organization was associated or state PTA.
P. A Sanctioning Packet will be submitted by the last school day of September each year by each organization. The packet included:
1. An “Application for Sanctioning of Parent Organization and Booster Clubs” form 2. A copy of the group’s current bylaws and standing rules, (amendments to these by-laws will not take effect until the following school year) 3. The verification form indicating that the group president, vice president and treasurer have viewed the PTA or Booster Club Financial Responsibility Training video 4. A “Procedures for Insuring Financial Accountability” including the “Financial Accountability Report” 5. A copy of the general ledger (transactionregister) for the previous year
Revision Date(s): 9/2/97, 8/3/98, 10/14/03, 6/21/07, 8/20/09, 5/5/14; Adoption Date: 8/21/97 Page 3 of 4 I II 5/7/18; 5/6/19 I
ILAWTON BOARD OF EDUCATION I CFBB
SANCTIONING OF PARENT ORGANIZATIONS AND BOOSTER CLUBS (cont’d)
All five (5) of these items must be completed, fastened together and turned in to the site principal. The principal should sign and date the verification form and forward the packet to the Lawton Public Schools Finance Office (Shoemaker Education Center). The sanctioning form will then be sent to the board for approval. The board will not sanction a group until all five items have been completed and turned in to the Shoemaker Center.
Revision Date(s): 9/2/97, 8/3/98, 10/14/03, 6/21/07, 8/20/09, 5/5/14; Adoption Date: 8/21/97 Page 4 of 4 I II 5/7/18; 5/6/19 I
LAWTON BOARD OF EDUCATION CFBB-E1 I II I
CFBB-El b!\V.!!ffi~ SCHOOL YEAR APPLICATION FOR SANCTIONING OF PARENT ORGANIZATIONS AND BOOSTER CLUBS
Organization Name EIN#
Organization's Bank Name Bank Account #
Faculty Sponsor's Name Phone: E-mail:
Officer's Name PRESlDENT VICE PRESlDE T TREASURER SECRETARY
Name (Print):
Address:
Phone:
Te1m Expiration:
Describe bow the organization officers are appointed or elected
Are dues or fees required to be a member of the organization: __Yes --No
Explain what amount and wbat the fees and dues cover
Circle One: PTA I Booster
Describe Pm-pose and Goals of the Organization
Estimated List of Material / Monetai-y Contributions
Estimated Li st of Expenses
Principal's Recommendation: Approved __ Denied --
Signature of P,incipal Date
Signalllre of Organization's Officer Date
Please attach a copy of the Organization's Standing Rules, By-Laws, Financial Responsibility, Training Verification, Audit Procedure Check List & Audit Report to this Application and submit to Principal.
0PROBATJON I 0 APPROVED I 0DENIED I Finance Dept. lnitial Date Finance Dept. Initial Date Finance Dept. Initial Date
I --- I --- I --- Sismaturc of Clerk of the Board Date Si,maturc of Clerk of the Board Date Siiz:naturc of Clerk of the Board Date WHIT E, Pimrnce O ffice YELLO W: O rgnniza1ion Reapplication.for sanctioning is required annually PINK: Principal REV. 3-26-19
Adoption Date: 8/3/98 Revision Date(s): 4/19/07; 6/3/19 Page 1 of 1
I II ID
LAWTON BOARD OF EDUCATION CFDA
ASSET CAPITALIZATION AND DEPRECIATION
The Lawton Board of Education, in its intent to establish a policy for the accounting for fixed assets for the district, provides the following guidelines:
A fixed asset system is designed to control the capital assets of the district and to maintain the capital assets through additions, changes and dispositions. Acquisition, use, control and disposal of assets will be addressed in the district fixed asset procedure manual.
Capital asset records are important for the preparation of a financial statement for audit compliance. In order to secure an unqualified opinion of fixed asset accounting from an independent auditor, the district will establish and maintain detailed fixed asset records with historical costs, accumulated depreciation and funding sources.
Capitalized Fixed Assets: Fixed assets that are reported on the balance sheet are “capitalized.” The capitalization threshold for the district is $2,500 or greater (OCAS definition) for equipment, buildings and building improvements. Fixed assets are to be recorded at historical cost at the date of acquisition. The capitalization threshold of $2,500 or greater is established to encompass approximately 80% of the district’s total non-infrastructure assets. The threshold should be applied to individual fixed assets rather than to groups of fixed assets (e.g. desks, tables, chairs, etc.)
Non-Capitalized Fixed Assets: Not all fixed assets are required to be reported on the district balance sheet. However, the district has chosen to track specific non-capitalized assets. Non- capitalized fixed assets include assets with a value less than $2,500 (e.g. computers and related equipment, digital cameras, camcorders, laser jet printers, equipment, etc.)
The Straight-Line Depreciation method will be used for all capital assets and the district will use the ASBO guidelines in determining the useful life of its capital assets.
The district business office will prepare a fixed asset procedure manual and will update as needed.
The district will prepare financial statements to conform to GASB Statement 34.
Adoption Date: 2/5/07 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CFEA
SALARY DEDUCTIONS
Federal and state income tax and social security deductions are mandatory by federal and Oklahoma law. Other deductions may be authorized by the Lawton Board of Education upon request and authorization of the employee.
REFERENCE: 70 O.S. §3905
NOTE: 70 O.S. §3905 is permissive. The statute identifies certain specific deductions that may be authorized, but the statute also includes "other programs authorized by such institutions, agencies, and boards." Therefore, payroll deductions are discretionary with the board of education.
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CFEA-R
SALARY DEDUCTIONS INSURANCE, BENEFITS, AND DEDUCTIONS
The Lawton Public School System offers a cafeteria plan of fringe benefits to all certified employees.
Insurance Programs and Leaves of Absence
During periods of leaves of absence without pay employees who have been provided health insurance coverage by the district, or have had other insurance programs, are authorized to continue portions of such coverage within the following conditions:
1. The employee must pay all premiums for eligible coverage by personal check(s) on a monthly basis, delivered to the business office on a timely basis.
2. Health coverage extends to a maximum of one year or to the conclusion of the leave of absence if less than one year.
3. The life insurance protection portion of the health insurance program is discontinued at the time the leave of absence begins.
4. Health coverage terminates at the time the employee becomes eligible for another group health insurance program.
5. Health coverage terminates at the time the employee on a leave of absence reaches age 65.
Contact the regional American Fidelity agent for details on eligible continued coverage under the OEA Salary Protection and the district American Fidelity Life Insurance Plan.
Extension of Definition of Employee for Health Insurance Purposes
The definition of employee for health insurance purposes includes retirees who were full-time employees of the district at the time of retirement and who had a minimum of 10 years (15 years after July 1, 1990) service in the Lawton District. Such may at their own expense, remain covered until attaining age 65 or until other group health insurance becomes available to them through another employer. If family coverage is not in effect at the time of retirement, then dependents of retirees will not be eligible for coverage. Life insurance will not be extended to these retirees.
Adoption Date: 8/3/98 Revision Date(s): 10/14/03, 8/1/05 Page 1 of 6
LAWTON BOARD OF EDUCATION CFEA-R
SALARY DEDUCTIONS (cont’d)
In the event the covered retired employee reaches age 65 before the covered employee's dependent spouse reaches age 65, such covered dependent spouse may, at his/her own expense, continue coverage with the district's Health Protection Plan until reaching age 65 or until other group health insurance becomes available to them through another employer.
FICA Payments Required on Disability Benefits
Federal legislation requires American Fidelity Assurance to withhold FICA (Social Security) taxes from disability benefits paid to employees when the employer pays any part of the disability insurance premium, including paying the premium as part of a fringe package, which Lawton Public Schools does for many employees. This withholding applies to those benefits paid during the first six months the person is disabled and is based upon that portion of the benefit paid for by the employer's disability premium contribution.
Social Security (FICA)
All employees are required to contribute to the Social Security System. Employees' contribution of 7.65% of pay is matched monthly by the school district paying 7.65% into Social Security.
Teacher Retirement
All teacher and administrative personnel who under the age of 55 and are employed for 90 days or more are required to belong and contribute to the Oklahoma Teacher Retirement System. Membership is optional for others. Employee contributions are paid on salaries. For employees joining teacher retirement before June 30, 1992, retirement benefits are calculated using number of service years, and average salary for top three (3) years. Full retirement benefits begin at age 62, or when age and service equal 80. For employees joining teacher retirement after June 30, 1992, retirement benefits are calculated using number of service years, and average salary for top five (5) years. Full retirement benefits begin at age 62, or when age and service equal 90.
Employee contributions can be withdrawn if employment in Oklahoma ceases prior to retirement. Applications must be made to the Teachers' Retirement System no sooner than four months from last paid working day.
U.S. Savings Bonds Payroll deduction for U. S. Savings Bonds is available.
Adoption Date: 8/3/98 Revision Date(s): 10/14/03, 8/1/05 Page 2 of 6
LAWTON BOARD OF EDUCATION CFEA-R
SALARY DEDUCTIONS (cont’d)
Payroll Deduction Services
Assistance Club
Purpose
The purpose of the Assistance Club is to provide financial assistance through contributions by its volunteer membership to the families of members of the club when death of the employed member occurs.
Membership
Membership in the Assistance Club is voluntary and open to all employees of the Lawton Public Schools with the exception of substitutes, temporary position employees, student workers, and those retired under the Oklahoma Teacher Retirement System, provided enrollment is completed on or before June 30 of the year a person is employed by the Lawton Public Schools. No other enrollment period is open to employees beyond June 30 of the year of employment unless the Lawton Board of Education should declare an open or limited open enrollment period.
Payment
At the time a death of an Assistance Club member is determined by the human resources department to have occurred payroll department will be instructed to execute a $5.00 payroll deduction from all members. Proceeds from the payroll deduction will be payable to the designated beneficiary of the deceased member.
Termination of Membership
1. When Employment Ceases: Membership in the Assistance Club ceases on the date the final payroll warrant is issued by the district to the employee. 2. While Still Employed: A person may resign membership in the Assistance Club at any time provided there are no claims pending and provided the resignation is received by the insurance department in writing. New membership in the Assistance Club is barred unless such person is reemployed by the district as a new employee or an open enrollment period is declared by the Lawton Board of Education. 3. Employees on leave of absence without pay are considered “employed" for the purposes of this policy for as long as the leave of absence is authorized within the district leave policy.
Adoption Date: 8/3/98 Revision Date(s): 10/14/03, 8/1/05 Page 3 of 6
LAWTON BOARD OF EDUCATION CFEA-R
Extended Membership
SALARY DEDUCTIONS (cont’d)
Any member of the Assistance Club having completed five years of former and current membership whose employee is discontinued due to a life-threatening illness or injury shall be granted extended membership in the Assistance Club. The human resources office shall determine when such a case arises. Extended membership shall cease when such condition is no longer considered life-threatening, but in no case shall extended membership exceed two calendar years from the day employment ceases.
Lawton Teachers' Federal Credit Union
All employees of the Lawton Public Schools are eligible to join the Lawton Teachers Federal Credit Union and have deductions made from their checks for the purpose of personal savings and/or payment on loans from the Lawton Teachers Federal Credit Union.
Professional Dues/Political Contributions for Educational Services
Professional dues and political contributions can be withheld in accordance with the guidelines established by Oklahoma statutes.
United Way Campaign Annual Drive Contributions to the United Way may be deducted on a monthly basis if the employee desires.
Center for Good Health Fitness Program Membership YMCA Fitness Program Membership Gold’s Gym Membership Lawton Country Club Membership dues for the Center for Good Health Fitness Program, Gold’s Gym Membership, Lawton Country Club, and the YMCA Fitness Program. Membership may be deducted from the employee’s monthly paycheck.
Additional Federal/State Withholding Available
Federal and state tax withholding can be increased by the employee to cover additional tax liability.
Adoption Date: 8/3/98 Revision Date(s): 10/14/03, 8/1/05 Page 4 of 6
LAWTON BOARD OF EDUCATION CFEA-R
Other Insurance Programs Section 125 insurance premiums may be deducted if the following guidelines have been met:
SALARY DEDUCTIONS (cont’d)
A. The insurance program is reviewed by the superintendent or his designee and approved to be offered to the employees of Lawton Public Schools. B. The insurance company has twenty-five employees that are enrolled in the plan. C. Solicitation by the insurance company will not be done in Lawton Public Schools buildings.
Tax-Sheltered Annuities
Operation and Definition of Tax-Sheltered Annuities for Employees of Exempt Organizations:
1. Operation:
A. Board of Education as the employer purchases a retirement annuity for any eligible employee who wishes to participate in the program. B. As authorized by the employee, the employer deducts the annuity premium deposit amount or percentage from the employee's salary and remits to the respective insuring company. C. The Board of Education (employer) must be the applicant for the annuity contract. The annuitant (employee) must be the owner of the contract. The employer must remit the premium deposits to the respective insuring company. D. The Board of Education has no duty or power to further investigate or agree upon the terms and conditions set forth in any annuity application submitted. All terms, condition, and financial information entered into an application become the responsibility of the employee, his agent, or the company offering the annuity. E. Solicitation by the annuity/insurance company will not be done in Lawton Public Schools buildings.
2. Definitions:
A. The Internal Revenue Service describes a tax-deferred annuity contract as follows: "An annuity contract within the meaning of Sec.402 and 403 of the Internal Revenue Code of 1954 and revisions, is a contract which provides primarily for periodic installment payments to the annuitant named therein." B. Tax Year: For the purpose of this policy, tax year shall be defined as the period beginning January 1 and ending December 31 each year.
Adoption Date: 8/3/98 Revision Date(s): 10/14/03, 8/1/05 Page 5 of 6
LAWTON BOARD OF EDUCATION CFEA-R
Local Requirements for Agency Participation:
. 1. Companies and Agents: SALARY DEDUCTIONS (cont’d)
A. Any company writing annuities for eligible district employees must be, by state law; an insurance company authorized to do business in the state of Oklahoma. Employees may purchase annuity contracts directly from authorized companies. B. If an agent solicits applications for annuities, the agent must be licensed by the company for which he solicits such applications in accordance with the Life Insurance Code of the State of Oklahoma. The use of an agent is not a district requirement for the purchase of an annuity contract. C. The above restrictions do not apply to the Oklahoma Teachers' Retirement Annuity.
Adoption Date: 8/3/98 Revision Date(s): 10/14/03, 8/1/05 Page 6 of 6
LAWTON BOARD OF EDUCATION CFEA-R
CROSS REFERENCE: Policy DEC-R, Medical Leave of Absence Without Pay Policy DECBG, Leave of Absence
Adoption Date: 8/3/98 Revision Date(s): 10/14/03, 8/1/05 Page 7 of 6
LAWTON BOARD OF EDUCATION CFEC-E
WORKERS’ COMPENSATION BENEFITS ELECTION OF OPTION FORM
If I, as an employee of the Lawton Public Schools, District I008; 753 N Ft.Sill Boulevard, Lawton, Oklahoma, become eligible for Workers’ Compensation Benefits in the form of temporary total disability compensation (TTD), I hereby elect one of the following options:
1. Receive the Workers’ Compensation Benefits. Use all accrued sick leave to provide the difference between my regular full pay and that received from the Workers’ Compensation Benefits.
2. Waive all accrued sick leave pay and receive only the Workers’ Compensation Benefits.
Signature
Date
Witness
Adoption Date: 4/16/09 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHA
PURCHASING AND DISTRIBUTION
It is the policy of the Board of Education that purchasing and distribution shall be under the supervision of the superintendent but may be delegated in writing by the superintendent to a principal or teacher. Written delegations of authority should contain specific limitations imposed by the board or superintendent upon the designee or may provide a complete delegation of purchasing and distribution duties. No person except the superintendent or the superintendent's designee shall make purchases without written authorization.
The superintendent should take advantage of discounts for buying in quantity and, if possible, purchase in sufficient quantities for one full school term. Requisitions for supplies shall follow the appropriate chain of command originating from teachers, through the principal, to the super- intendent. Purchases shall be made from local firms when economically wise to do so. However, the school district is required to purchase goods and services provided by the Oklahoma Department of Corrections whenever the article, service, or product provided by the Department of Corrections is the lowest and best bid.
A single item whose cost equals or exceeds $750 must have at least three (3) written quotes.
A single item or project with a cost in the $750 to $7499.99 range could be bid* or at least three written quotes, unless the item or project is an exclusive/franchise item (sole source) or an emergency situation exists.
A single item or project with a cost equaling or exceeding $7,500.00 will be bid* unless the item or project is an exclusive/franchise item (sole source) or an emergency situation exists.
Requisition/orders whose total equal or exceeds $7,500.00 must have board approval.
Upon receipt of goods and invoice, the Board shall determine the extent costs may fluctuate without additional board action.
The Board of Education policy shall be:
On purchase orders with an original encumbrance of less than $1,000.00, the purchase order may be paid up to $200.00 over the original encumbrance.
Adoption Date: 8/3/98 Revision Date(s): 4/5/04, 8/16/0, 9/4/07, 7/16/15; 5/23/16 Page 1 of 2
LAWTON BOARD OF EDUCATION CHA
PURCHASING AND DISTRIBUTION (cont.)
On purchase orders with an original encumbrance of $1,000.00 or more, the purchase order may be paid up to $200.00 or 15% over the original encumbrance, with a threshold of $2,000.00.
Under no circumstances can a purchase order be amended to expend more funds that the district has available from the amount authorized by the county excise board for the current fiscal year.
*The prices on items on which the State of Oklahoma has taken bids and awarded contracts can be used in lieu of the purchasing department solicit bids or quotes.
REFERENCE: 21 O.S. §355 57 O.S. §549.1 62 O.S. §371 62 O.S. §310 70 O.S. §5-123 70 O.S. §5-124 70 O.S. §5-129 70 O.S. §5-135
Adoption Date: 8/3/98 Revision Date(s): 4/5/04, 8/16/0, 9/4/07, 7/16/15; 5/23/16 Page 2 of 2
LAWTON BOARD OF EDUCATION CHA-E
AFFIDAVIT
Any contract entered into in the amount of $25,000.00 or more requires the following sworn statement:
STATE OF OKLAHOMA ) )§ COUNTY OF ______)
The undersigned (architect, contractor, supplier, or engineer), being of lawful age, being first duly sworn, on oath states that this contract is true and correct. Affiant further states that the (work, services, or materials) will be (completed or supplied) in accordance with the plans, specifications, orders or requests furnished the affiant. Affiant further states that s(he) has made no payment directly or indirectly to any elected official, officer, or employee of the school district, of money or any other thing of value to obtain or procure the contract or purchase order.
______Contractor, supplier, engineer, or architect
Subscribed and sworn to before me this ______day of ______, 2______.
______Notary Public (or Clerk or Judge)
My commission expires:
______(Seal)
In lieu of the foregoing a statement containing the same information is to be signed by the vendor.
Adoption Date: 4/5/04 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHA-R
PURCHASING AND DISTRIBUTION (REGULATION)
All purchases shall be made in strict conformity with local procedural requirements as set forth in the laws of Oklahoma.
School supplies and equipment shall be purchased only after careful consideration of the needs as pointed out by the appropriate administrative officials and teachers of the school system and authorized by the superintendent.
All materials and services received by the school district shall be reviewed by the proper school district representative to see that terms and specifications have been met.
The board shall keep written records covering all purchases. These records shall include written purchase orders, copies of the bills, and claims showing time of payment. All guarantees shall remain on file in the superintendent's office.
REFERENCE: 62 O.S. §310.9 74 O.S. §3109
Adoption Date: 4/5/04 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHAE
TERMINATION OF LEASE-PURCHASE AGREEMENTS
State law allows the school district to terminate leases or lease-purchase agreements at any point by proper resolution entered into the board minutes that certify the continuation of the rental or lease is unnecessary and contrary to the public interest.
In order to terminate a lease or lease-purchase agreement, written notice shall be sent by certified mail to the vendor 30 days prior to the termination of the contract. The notice shall include the payment of all sums then owed up to the date of the contract termination and shall certify that the canceled equipment is not being replaced by equipment performing similar functions.
The equipment covered by the contract termination shall be returned to the vendor at the expense of the school district, in good condition, to a location designed by the vendor. The returned equipment shall be free of all liens and encumbrances.
Meeting these requirements shall release the district from any further contractual obligation to the vendor.
REFERENCE: 62 O.S. §430.1
Adoption Date: 4/5/04 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHAG
INTERLOCAL PURCHASING COOPERATIVES
In accordance with state law, the Board of Education may approve entering into cooperative agreements with one or more other school districts for the purpose of jointly and cooperatively performing any of the services, duties, functions, activities, obligations, or responsibilities authorized or required by law to be performed by school districts. To accomplish this goal, the district may enter into an interlocal cooperative agreement to form a buying pool or purchasing cooperative as follows:
1. A board of directors shall be established by agreement, which board shall be responsible for administering the joint or cooperative undertaking. The agreement shall specify the organization, terms, and composition of, and manner of appointment to, the board of directors and shall make provision for restructuring or terminating the board upon partial or complete termination of the agreement.
2. The board of directors shall be selected by the board of education of each contracting school district.
3. The duration of an interlocal cooperative agreement shall be for a term of not less than one (1) year. Notice of intent of a school district to withdraw from the cooperative agreement must be given no later than March 15 for the ensuing school year.
4. Payment from the general fund to the interlocal cooperative shall be operating expenses.
All purchases shall be made utilizing the lowest and best price available for goods of that type and all expenditures shall be made in accordance with Oklahoma school law.
REFERENCE: 70 O.S. §5-117b
Adoption Date: 4/5/04 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHC
BIDS AND QUOTATIONS
All purchase orders which involve labor and are in the amount of $2,000 or more require a written contract signed by the vendor and returned to the district prior to the performance of any work. No contract involving an expenditure of more than $50,000 for the purpose of erecting a building or making any improvements on school buildings shall be made except upon sealed proposals and to the lowest or best responsible bidder. This does not prohibit the district from erecting a building or making improvements on a force account basis.
Public construction contracts less than $50,000 shall be let and awarded to the lowest responsible bidder by receipt of written bids or awarded on the basis of competitive quotes to the lowest responsible qualified contractor. Public construction contracts for less than $5,000 may be negotiated with a qualified contractor. Public construction contracts are any contract for the purpose of making any public improvements or constructing any public building or making repairs to or performing maintenance on any school-owned building. If a public construction contract for minor maintenance or minor repair work to district property is less than $25,000, a contract may be negotiated with a qualified contractor. No work shall be commenced until a written contract is executed and proof of insurance has been provided by the contractor to the school district’s purchasing office.
The school board may provide for a local bid preference of five percent of the bid price if the board determines that there is an “economic benefit to the local area or economy”. The determination as to whether there is an economic benefit to the local area or economy will be based upon whether the local bidder employs residents of the school district as employees or independent contractors and whether such employment will benefit the school district. The local bidder must be the second lowest qualified bid on the contract and must agree to perform the contract for the same price and terms as the bid proposed by the nonlocal bidder or contractor. Within the bid specifications the district must clearly state that the bid is subject to a local bidder preference law.
“Local bidder” meets the following criteria: 1) the bidder’s business address is within the Lawton Public School District, 2) the bidder employs residents of the school district, 3) the bidder is authorized to transact business in Oklahoma (specifically Lawton, Oklahoma and Comanche County), and 4) maintains a bona fide establishment for transacting business within the state (specifically Lawton, Oklahoma and Comanche County)
The term "force account" means the purchase of necessary materials, and the employment of necessary workmen, by the school district itself, rather than entering into a contract with a buiding or other contractor to construct the building or other improvement. No contract involving sums in excess of $50,000 shall be split into partial contracts involving sums below $50,000 for the purpose of avoiding the requirements of the Public Competitive Bidding Act.
Adoption Date: 4/5/04 Revision Date(s): 11/13/06; 5/23/16, 1/16/20 Page 1 of 2
LAWTON BOARD OF EDUCATION CHC
For the purposes of this policy, the term “improvements on school buildings” shall not include any of the following:
1. Portable, or otherwise moveable, buildings and structures;
2. Prefabricated metal buildings and structures, along with necessary utility services for such buildings or structures;
3. Roofs placed over existing roof structures; and
4. Other structures that can be disassembled after installation and removed without permanent damage to existing property.
For the purposes of the Public Competitive Bidding Act, where total payments of principle and interest are anticipated to exceed $50,000 the lease purchase of items pursuant to paragraphs numbered 2 and 3 above must be competitively bid.
REFERENCE: 61 O.S. §102, §103, §107, §131 62 O.S. §430.1 70 O.S. §5-123
Adoption Date: 4/5/04 Revision Date(s): 11/13/06; 5/23/16, 1/16/20 Page 2 of 2
LAWTON BOARD OF EDUCATION CHC-R
BIDS AND QUOTATIONS (REGULATIONS)
The superintendent or designee shall secure pricing on items purchased, either by price quotations, or bids.
In the interest of economy of time, price quotations by telephone may be secured on purchases of less than $750. In determining whether formal quotations shall be obtained, the superintendent or designee shall weigh the necessity for speed of securing supplies or equipment and the possible savings that may be realized. If savings from quotations are insignificant, prices given by reliable vendors may be used.
All contracts for, and purchases of supplies, materials, equipment, and contractual services for $750.00 or more shall be based on at least three quotes. All purchases made in the open market shall be consummated after careful pricing.
When bidding procedures are used, bids shall be advertised appropriately. Suppliers shall be invited to have their names placed on mailing lists to receive invitations to bid. When specifications are prepared, they will be mailed to all merchants and firms who have indicated an interest in bidding. The Oklahoma Department of Corrections will be placed on the mailing list and will be sent invitations to bid for all goods and services the department may provide and for which this district has a specific need.
All bids must be submitted in sealed envelopes, addressed to the administrative office of the school district and plainly marked with the name of the bid and the time of the bid opening. Bids shall be opened at the time and place specified and all bidders and other persons shall be invited to be present.
The board reserves the right to reject any or all bids and to accept the bid which appears to be in the best interest of the school district. The board reserves the right to reject any or all bids or any part of any bid, or to waive any informality, and to accept the bid which appears to be in the best interest of the school district. Any bid may be withdrawn prior to the scheduled time for the opening of bids. Any bid received after the time and date specified shall not be considered.
The bidder to whom the award is made may be required to enter into a written contract with the school district.
The superintendent or designee shall maintain a bid list. Any vendor shall be placed on the bid list upon written request. As an objective, the superintendent or designee will normally seek out sufficient bidders to have an uncontested low bid by virtue of having several bona fide bids.
All bidders shall be given an equal opportunity to qualify for school business.
Adoption Date: 4/5/04 Revision Date(s): 5/23/16, 1/16/20 Page 1 of 2
LAWTON BOARD OF EDUCATION CHCA
COMPETITIVE BIDDING FOR NON REGULATED PURCHASES
Purchases which are not regulated by State of Oklahoma bidding law or other Lawton Public Schools bidding policy must employ an appropriate competitive process under the following guidelines: • Purchases above $50,000 shall employ competitive processes that can include bids, Requests for Proposals (RFP), Requests for Pre-Qualifications (RFPQ), Requests for Information, Invitations to Bid (ITB), or similar open, competitive, and comparative processes. • Subject Matter Experts (SME) will be responsible for these processes; purchasing department may assist. • Reasonable efforts must be taken to ensure a broad range of vendors have the opportunity to participate. • Local businesses should be afforded local advantage of 5% when price is the determining factor. (Local businesses must be the second lowest qualified bid and must agree to perform the contract, provide the service or product at the same price and terms as the bid proposed by the nonlocal bidder or contractor.) • Purchases between $25,000 and $50,000 must include evidence of open, competitive, and comparative processes which can include any of the above as well as quotes, comparisons, or other research to identify best value for the district. • A one-page comparison sheet shall be included in the Board of Education agenda recommending board action. • In cases when a competitive process is impractical or disadvantageous for the district, department heads shall document and support rationale for such decisions to be included in the Board of Education agenda when action is taken. Definitions:
Request for Quotes (RFQ) are used to obtain pricing when the scope of work or the quantities are known and there is no substantive difference in the goods or services that can meet the specifications and the only difference among the responsive bids is unit pricing and time of delivery.
Request for Proposals (RFP) are used when the desired outcome is known but it is unclear as to how the services will be provided or what goods are available to meet the District’s need. This method allows the bidder to submit a proposal defining how that particular bidder’s goods/services would best serve the District and fulfill the end requirement. (Generally a sealed bid process).
Invitation to Bid (ITB) is a sealed bid process and is primarily used for construction projects exceeding $50,000 or the purchase of items or services with an individual cost of $7,500 or more.
Adoption Date: 6/28/18 Revision Date(s): 1/16/20 Page 1 of 2
LAWTON BOARD OF EDUCATION CHCA
Request for Pre-Qualifications (RFPQ) refers to the pre-qualification stage of some procurement processes. Only those proponents who successfully respond to a required RFPQ and meet the qualification criteria will be included in the subsequent Request for Quotes (RFQ) or Request for Proposal (RFP)
Subject Matter Expert (SME) is an individual or group of individuals with a deep understanding of a particular process, function, technology, machine, material or type of equipment. The SME is responsible for developing the components of RFQ’s, RFP’s, ITB’s, and RFPQ’s when used. Other documents may also be required of the SME by the Purchasing Department (e.g. verbiage for publishing bid specs, etc.).
Bid/Proposal Assessment Worksheet (BPAW) is a document used to assign weights to bid or proposal criteria and specifications that enable SME’s to score bids or proposals against each other in the process of selecting a winning bid/proposal. When an RFP is used, a BPAW should be presented in the Board of Education Agenda.
Local Bidder is an individual, business, or entity that meets the following criteria: 1) the bidder’s physical address is within the Lawton Public School District, 2) the bidder employs residents of the school district, 3) the bidder is authorized to transact business in Oklahoma (specifically Lawton, Oklahoma and Comanche County), 4) maintains a bona fide establishment for transacting business within the state (specifically Lawton, Oklahoma and Comanche County), 5) receiving the bid would result in an economic benefit to the local area or economy (based upon whether the local bidder employs residents of the district as employees or independent contractors and whether such employment will benefit the school district), and 6) the local bidder must be the second lowest qualified bid on the contract and must agree to perform the contract for the same price and terms as the bid proposed by the nonlocal bidder or contractor. Within the bid specifications the district must clearly state that the bid is subject to a local bidder preference law.
Adoption Date: 6/28/18 Revision Date(s): 1/16/20 Page 2 of 2
LAWTON BOARD OF EDUCATION CHC-R
If a local vendor bids within five percent (5%) of the low bid, the board may award the contract to the local vendor. (To be awarded the contract, the local bidder must be the second lowest qualified bid and must agree to perform the contract, provide the service or product for the same price and terms as the bid on the contract/quote/bid proposed by the nonlocal bidder or contractor.)
Adoption Date: 4/5/04 Revision Date(s): 5/23/16, 1/16/20 Page 2 of 2
LAWTON BOARD OF EDUCATION CHD
CREDIT CARDS
Under no circumstances shall a credit card be obtained on behalf of the Lawton Public Schools. Individual employees may use their personal credit cards for reimbursable expenditures.
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHE
VENDORS
It is the policy of the board that the following shall apply to vendors conducting business with Lawton Public Schools.
A. Contact with Board/Personnel
1. Vendors (i.e., someone who exchanges goods or services for money) conducting commercial business with the district shall refrain from contacting individual members of the board. Should a person deem it necessary to communicate with the board, such communication shall be in writing to all members of the board.
2. Individual board members who are contacted by persons conducting business with the district shall refer such persons to the office of the superintendent.
3. Vendors must have written permission from the superintendent or designee in order to meet with school personnel. Representatives from collection agencies shall not be permitted to meet with school personnel.
B. Vendor Data Requirements
1. Vendor information can help prevent and identify potential conflicts of interest regarding present and former (within the last five years) members of the board, district employees and members of their immediate families including husbands, wives, fathers, mothers, children, aunts, uncles, brothers and sisters who have a pecuniary or other interest in such company or corporation. Pecuniary or other interest means that said person would receive, either directly or indirectly, compensation or anything of value resulting from a purchase, sale or rental of real or personal property or any other thing of value including but not limited to:
a. construction, renovation, maintenance or repair of school property. b. supplies. c. equipment. d. professional services including architects, attorneys, fiscal agents, engineers consultants.
2. Information to be provided by companies, corporations, individuals and any major subcontractor when requested by the district may include but is not limited to: a. names of owners, principal shareholders or stockholders, officers, agents, salespeople and key employees that fall within the category of: (1) present and former (within the past five years) members of the board. (2) district employees and members of their immediate families (see above.)
Adoption Date 8/3/98 Revision Date(s): Page 1 of 2
LAWTON BOARD OF EDUCATION CHE
VENDORS (cont’d)
b. certification of authority and/or any license or certificate required to conduct business within the State of Oklahoma and/or City of Lawton in accordance with any governing federal, state and local statues, regulations and ordinances. c. names of any parent company, subsidiaries or other name under which they are currently doing or have previously done business with the district. d. legal name of business. e. mailing address and business street address, state and city. f. name of bonding and/or insurance company and copies of current policies. g. number of full and part-time employees. h. authorized agents. i. i type of business and types of products or services provided. j. financial and business references including the bank with which they conduct business. k. ethnic group of the majority owners to identify minority business. l. identification of any past, pending or present litigation involving the district and any company, owners, principal shareholders or stockholders, officers, agents, salespeople or employees.
3. Should any company, corporation, organization or individual refuse or willfully fail to provide the requested data without consent of the board, the board may consider such refusal or failure as just cause to not conduct business with such company, corporation, organization or individual.
4. A board member shall not be considered to be directly or indirectly interested in any contract with a company, individual or business concern that employs such board member or the spouse of the board member if the board member or the spouse of the board member has an interest of five percent (5%) or less in the company, individual or business concern.
CROSS REFERENCES: Policy BAAB, Nepotism Policy DBD, Conflicts of Interest
REFERENCE: Atty. General informal opinion 92-549. 70 O.S. § 5-124
Adoption Date 8/3/98 Revision Date(s): Page 2 of 2
LAWTON BOARD OF EDUCATION CHE-E1
NON-KICKBACK AFFIDAVIT FOR INVOICES OF $1000 OR MORE
Complete and return to: Lawton Public Schools Independent School District #8, Comanche County Finance Office P.O. Box 1009 Lawton, OK 73502-1009
AFFIDAVIT (Pursuant to Oklahoma Statutes Title 70, Section 3109)
State of ______) §) County of ______)
The undersigned architect, contractor, supplier or engineer, (affiant) of lawful age, being first duly sworn, on oath says that invoices or claims submitted under these contracts are true and correct. Affiant further states that the work, services or materials as shown by these invoices or claims have been completed or supplied in accordance with the plans, specifications, orders or requests furnished the affiant. Affiant further states that he/she has made no payment directly or indirectly to any elected official, officer or employee of the State of Oklahoma, any county or local subdivision of the state, of money or any other thing of value to obtain payment of the invoices or procure the contracts or purchase orders pursuant to which the invoices are required.
______Name of Company Signature of Contractor, Supplier or Engineer
Requires Notarization of Signature
Subscribed and sworn to before me this ______day of ______, 2_____.
My Commission expires on: ______
______(SEAL) Notary Public or Clerk or Judge
Adoption Date: 6/26/00 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHE-E2
VENDOR DISCLOSURE
To the best of my knowledge, the owners, directors, officers, or employees of ______are related to the following board member(s) or (Company Name) Employee within the second degree of consanguinity or affinity:
Company Employee Board Member or District Employee Relationship
______
______
______
______
______
______Signature of Company Representative Date
The vender shall notify the purchasing coordinator when changes in consanguinity or affinity occur.
State of ______County of ______
Subscribed and sworn to before me this ______day of ______, 2______.
My Commission expires on: ______
______(SEAL) Notary Public or Clerk or Judge
Adoption Date: 1/28/99 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHE-E3
LETTER OF APPROVAL FOR SALES CALLS
To ______Principal School
______representing ______Name of Sales Representative Company
has permission to contact you on ______. Date
From ______Signature of Person Approving Request Date
______Principal’s Signature
Sales representatives are required to report to the principal’s office.
Adoption Date: 06/26/00 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CHE-E4
CONTRACT ADDENDUM
This addendum shall be attached to and become part of every contract executed by any employee of the Lawton Public Schools (LPS) which binds LPS to purchase any services when the contract for such services is on a form provided by the Contractor.
Each party acknowledges that the contract, to which this Addendum is attached, as well as the terms of this Addendum, represents the full and complete agreement between the parties.
In the event this contract extends beyond the current fiscal year, the school and the parties shall mutually ratify the contract at the beginning of each fiscal year. The school’s obligation in any subsequent fiscal year shall be contingent upon the board of education appropriating funds each fiscal year for payment of the school’s obligation under this Agreement.
No amendment of this agreement shall be effective unless executed by both parties.
Both parties acknowledge that no inducements have been given, payments made or any consideration provided from one party to the other except as provided in this written agreement.
Dated this ______day of ______, 19______
______Contractor
______Lawton Public Schools Administrator
Adoption Date: Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CKDA
TOBACCO USE
The Lawton Public Schools Board of Education is committed to providing a healthy and productive environment for all persons using the school facilities. The Board of Education, also, recognizes that tobacco smoking and the environmental tobacco smoke (second hand smoke) has been shown to be linked to illnesses and disability and that federal law prohibits smoking in any indoor facility or the grounds thereof, which is used to provide educational services to children. This policy extends to school-sponsored or school-sanctioned events, including those held off-campus. This policy applies to all public functions (ball games, concerts, etc), extracurricular activities, and to anyone or any group using the district facilities and is intended to improve the health and safety of all individuals using the schools.
Therefore, effective November 1, 2010, smoking, chewing or any other use of tobacco by staff, students and patrons is prohibited twenty-four hours a day, seven days a week (24/7) on, in or upon any school property.
1. "School property" is defined as all property owned, leased, rented or otherwise used by any school in this district including but not limited to the following: A. All interior portions of any building or other structure used for instruction, administration, support services, maintenance or storage. This, also, includes but not limited to areas normally reserved for the exclusive use of faculty or support staff. B. All school grounds and buildings over which the school exercises control including areas surrounding any building, playgrounds, athletic fields, recreation areas and parking areas. C. All vehicles used by the district for transporting students, staff, visitors or other persons.
2. "Tobacco" is defined as a product that contains or is derived from tobacco and is intended for human consumption, excluding drugs or devices approved for cessation by the United States Food and Drug Administration. This includes e-cigarettes and vapor products with or without nicotine. Tobacco includes but is not limited to cigarettes, cigars, pipe tobacco, snuff, chewing tobacco and all other kinds and any form of tobacco prepared in such manner to be suitable for chewing, smoking or both, and includes cloves or any other product packaged for smoking.
3. "Use" is defined as lighting, chewing, dipping, inhaling or smoking any tobacco as defined within this policy.
4. The district will not accept donations of gifts, money, or materials from the tobacco industry. Lawton Public Schools will not participate in any type of services, events, or programs that are funded by the tobacco industry.
Revision Date(s):10/23/00, 8/19/10, 9/7/10, Adoption Date: 8/3/98 Page 1 of 2 9/18/14; 11/7/2016
LAWTON BOARD OF EDUCATION CKDA
Signs will be posted to inform employees, students, visitors, and any other person present of the tobacco free facility at entrances on school property. Ash receptacles, such as ash trays or ash cans, are not permitted on school property.
All students, faculty, patrons, and staff are responsible for adhering to this policy. Employees are warned that violation of this policy may lead to dismissal action. Patrons who violate this policy will be asked to leave the school premises. Students violating this policy will be disciplined according to Policy FNCFC - TOBACCO USE .
(Federal law does not allow any indoor facility utilized for educational services to have designated smoking areas.)
REFERENCE: 21 OS § 1247 63 O.S. §1-1522, et seq. 20 U.S.C. §6083
Revision Date(s):10/23/00, 8/19/10, 9/7/10, Adoption Date: 8/3/98 Page 2 of 2 9/18/14; 11/7/2016
LAWTON BOARD OF EDUCATION CHE-R
C. Contracts
All contracts entered into by Lawton Public Schools shall include a signed copy of the contract addendum. (See CHE-E4)
1. Commercial Photographers
The principal shall select a photographer for school pictures. Selection will be based upon a review of written proposals. Once the photographer is selected, a district-approved contract will be signed by both parties. Terms of the contract shall not exceed three years and must contain an annual mutual ratification clause.
2. Class Ring, Cap and Gown and Yearbook Vendors
The principal shall select vendors for class rings, caps and gowns and yearbooks. Selection will be based upon a review of written proposals. Once selected, the principal and vendor will sign a district-approved contract. Terms of the contract shall not exceed three years and must contain an annual mutual ratification clause.
CROSS REFERENCE: Policy BAAB, Nepotism Policy DBD, Conflicts of Interest
REFERENCE: 74 O.S. §74-3109
Adoption Date: 6/26/00 Revision Date(s): Page 2 of 2
LAWTON BOARD OF EDUCATION CI
DISPOSAL OF SURPLUS SCHOOL PROPERTY
Certain school-owned equipment, furniture, and other personal property may be declared surplus by the Board of Education and disposed of by public sale or discarded if determined to be of no value.
Computers declared as surplus property may contain such information as social security numbers, staff/student identification numbers, credit card numbers, bank account numbers, passwords, medical records, photographs, addresses, telephone numbers, student records, and other information that should not be released to the public. The district has an obligation to ensure that all school information has been deleted from surplus computers’ files and hardware. Specialized software will be used to ensure the complete deletion of information from surplus computers prior to their sale or disposal.
Surplus personal property that has a saleable value shall be sold by the superintendent or his designee. As the Oklahoma Constitution clearly prohibits gifts with public funds, the school district must receive reasonable compensation in exchange for any surplus personal property.
REFERENCE: 70 O.S. §5-117(A)(11) Oklahoma Constitution, Article 10, Section 15
Adoption Date: 4/5/04 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CKAD
SCHOOL SECURITY LOCKDOWNS
The following are the planned procedures for responding to a school campus intrusion/crisis. If a teacher, student, or administrator is made aware of an intruder, violence, weapons, acts of terrorism, or other crisis within the school campus, the following actions should be taken:
1. Notify the office immediately by intercom or in person, whichever is fastest (no student messengers).
2. Do not confront any intruder. Instead, notify the principal/office, unless a student is in imminent danger.
3. The principal/office will announce over the intercom, “This is a security drill, please take action at this time.” The office will immediately call 911 and the LPS Director of Security. The principal will immediately shut off all school bells and close all hallway doors in the building.
4. Teachers’ immediate responsibilities shall be:
Lock all classroom doors (all inside) Close all windows, window blinds/curtains Turn all classroom lights off Gather all students in an obscure corner of the room Keep students orderly and quiet Refrain from using the intercom unless the intruder in visible and office contact is necessary Do not leave the classroom/students at any time
5. The principal shall announce over the intercom that the drill is “over” and any explanation will be given at that time.
6. The District shall provide professional counseling to students, parents, and faculty after such a crisis is resolved.
Variations on the lockdown may be taken when a security threat exists that is not at the level of an actual intruder in the building. At these times the principal may direct staff to lock doors and avoid activities outside the building and/or other actions as warranted by the situation.
LOCKDOWN DRILLS
A minimum of two lockdown drills will be conducted at each school site within the district on an annual basis. No lockdown drill will be conducted at the same time of day as a previous lockdown drill conducted in the same school year, and no more than two lockdown drills shall be conducted in one semester. The superintendent shall make a determination each year as to the extent of student involvement in the lockdown drill. Staff shall be required to participate in the drill.
LEGAL REFERENCE: 70 O.S. § 5-148
Adoption Date: 11/3/08 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CKBB
CLOSING OF SCHOOL DUE TO INCLEMENT WEATHER
When extreme weather conditions necessitate that the superintendent close school, the following procedures should be observed:
1. Announcements of school closures due to inclement weather will be made using traditional and social media resources to specify school closures. The Lawton Public Schools notification system will be utilized as the first point of information and other broadcast outlets (radio and television) will be notified when school closures occur.
2. In the event of force dismissal of classes due to other emergencies an administrative officer of the Shoemaker Education Center and the LPS Communications Office will work with principals of sites impacted by the event to coordinate the notification of student’s families.
3. If hazardous road conditions make it dangerous for an employee to travel to work, emergency, personal, or vacation leave must be taken. The principal or supervisor should be notified as soon as possible that the employee will not be reporting for duty.
Adoption Date: 8/3/98 Revision Date(s): 8/4/2014; 5/23/16 Page 1 of 1
LAWTON BOARD OF EDUCATION CKC
DISASTER AND SCHOOL SAFETY DRILLS
All schools shall conduct a minimum of sixteen (16) safety drills as follows:
Two (2) lockdown drills.
One (1) fire drill per month per school year.
Two (2) intruder drills per school year.
Two (2) tornado drills per school year.
Each classroom shall post a copy of rules, evacuation signals, evacuation routes, and procedures for all school safety drills. All students and staff members shall make themselves familiar with the regulations and procedures and participate in all safety drills.
REFERENCE: 70 O.S. § 5-149 63 O.S. § 681 2009 International Fire Code
Adoption Date: 8/3/98 Revision Date(s): 8/3/15 Page 1 of 1
LAWTON BOARD OF EDUCATION CKC-R
FIRE AND EMERGENCY EVACUATION DRILLS RULES AND PROCEDURES
In accordance with the Oklahoma State Statutes and the 2009 International Fire Code adopted by the City of Lawton, each school building and all auxiliary buildings of the district, shall have an approved fire safety and evacuation plan prepared and maintained at each location and in each room. The purpose of a fire drill is to train students, under staff direction, to move safely, quickly, and quietly from any location within the building to an assigned evacuation area outside.
Fire evacuation plans shall include the following:
1. Procedures for reporting a fire.
2. Procedure for notifying, relocating, or evacuating occupants, including those that need assistance.
3. Site plans shall include: a. The occupancy assembly point. b. The location of fire hydrants. c. The normal routes of fire department access.
4. Floor plans identifying the locations of the following: a. Exits. b. Primary evacuation routes. c. Secondary evacuation routes. d. Accessible egress routes. e. Areas of refuge. f. Exterior areas for assisted rescue. g. Manual fire alarm boxes. h. Portable fire extinguishers. i. Occupant-use hose stations. j. Fire alarm annunciators and controls.
5. A list of fire hazards associated with the normal use and maintenance of systems, to include equipment used for housekeeping.
6. Identification and assignment of personnel responsible for maintenance of systems and equipment installed to prevent or control fires.
7. Identification and assignment of personnel responsible for maintenance, housekeeping and controlling fuel hazard courses..
Adoption Date: 8/3/98 Revision Date(s): 1/15/15, 6/25/15 Page 1 of 3
LAWTON BOARD OF EDUCATION CKC-R
FIRE AND EMERGENCY EVACUATION DRILLS, RULES AND PROCEDURES (cont.)
Emergency Evacuation Drills
1. Frequency. Required emergency evacuation drills shall be held each month during the school calendar year, with the first drill to be conducted within (10) days of the beginning of the school year.
2. Time. Drills shall be held at unexpected times and under varying conditions to simulate the unusual conditions that occur in case of fire. Drills shall be held during the following times: a. During the changing of classes. b. During an assembly. c. During recess or gymnastic periods. d. During any other time of day to avoid distinctions between drills and actual fire.
3. Assembly Points. Outdoor assembly areas shall be designated and shall be located a safe distance from the building being evacuated so as to avoid interference with fire department operations. The assembly areas shall be arranged to keep each class separate to provide accountability of all individuals. Evacuation areas shall be at least 50 feet (100 feet if possible) away from buildings and driveways at the north and south ends of the school.
4. Records. Records shall be maintained of required emergency evacuation drills for three (3) years and made available to the State Fire Marshal or the marshal’s agent upon request. In addition to the fire drill documentation, schools shall document all other safety drills in writing and by school site with a copy of the report remaining at the school, a copy filed with the district’s Project Manager/Safety Coordinator and a copy with the Institute for the School Security Resources as created by the Oklahoma Office of Homeland Security. The form is online at https://www.ok,gov/schoolsecurity/ under the Drill Reporting tab.
Records of emergency evacuation drills shall include the following information: a. Identity of the person conducting the drill. b. Date and time of the drill. c. Notification method used. d. Staff members on duty and participants. e. Number of students and staff members evacuated. f. Special conditions simulated. g. Problems encounter. h. Weather conditions when occupants were evacuated. i. Time required to accomplish complete evacuation.
Any electronically and mechanically operated signal used to recall occupants after an evacuation shall be separate and distinct from the signal used to initiate the evacuation. The recall signal
Adoption Date: 8/3/98 Revision Date(s): 1/15/15, 6/25/15 Page 2 of 3
LAWTON BOARD OF EDUCATION CKC-R
initiation shall be manually operated and under the control of the administrator in charge of the incident. No on shall reenter the premises until authorized to do so by the administrator in charge.
REFERENCE: 63 O.S. § 681 70 O.S. § 5-140 2009 International Fire Code City of Lawton, Emergency Planning and Preparedness
Adoption Date: 8/3/98 Revision Date(s): 1/15/15, 6/25/15 Page 3 of 3
LAWTON BOARD OF EDUCATION CKDA
TOBACCO USE
The Lawton Public Schools Board of Education is committed to providing a healthy and productive environment for all persons using the school facilities. The Board of Education, also, recognizes that tobacco smoking and the environmental tobacco smoke (second hand smoke) has been shown to be linked to illnesses and disability and that federal law prohibits smoking in any indoor facility or the grounds thereof, which is used to provide educational services to children. This policy applies to all public functions (ball games, concerts, etc), extracurricular activities, and to anyone or any group using the district facilities and is intended to improve the health and safety of all individuals using the schools.
Therefore, effective November 1, 2010, smoking, chewing or any other use of tobacco by staff, students and patrons is prohibited twenty-four hours a day, seven days a week (24/7) on, in or upon any school property.
1. "School property" is defined as all property owned, leased, rented or otherwise used by any school in this district including but not limited to the following: A. All interior portions of any building or other structure used for instruction, administration, support services, maintenance or storage. This, also, includes but not limited to areas normally reserved for the exclusive use of faculty or support staff. B. All school grounds and buildings over which the school exercises control including areas surrounding any building, playgrounds, athletic fields, recreation areas and parking areas. C. All vehicles used by the district for transporting students, staff, visitors or other persons.
2. "Tobacco" is defined as cigarettes, cigars, pipe tobacco, snuff, chewing tobacco and all other kinds and any form of tobacco prepared in such manner to be suitable for chewing, smoking or both, and includes cloves or any other product packaged for smoking.
3. "Use" is defined as lighting, chewing, dipping, inhaling or smoking any tobacco as defined within this policy.
All students, faculty, patrons, and staff are responsible for adhering to this policy. Employees are warned that violation of this policy may lead to dismissal action. Patrons who violate this policy will be asked to leave the school premises. Students violating this policy will be disciplined.
(Federal law does not allow any indoor facility utilized for educational services to have designated smoking areas.)
REFERENCE: 21 OS § 1247 63 O.S. §1-1522, et seq. 20 U.S.C. §6083
Adoption Date: 8/3/98 Revision Date(s):10/23/00, 8/19/10, 9/7/10, 9/18/14 Page 1 of 1
LAWTON BOARD OF EDUCATION CLBD
EMPLOYEE TECHNOLOGY (i.e., iPads, iPhones, Laptops, etc.) USER AGREEMENT
District-owned technology devices (i.e. laptop computers, iPads and iPhones, etc.) are the legal property of the Lawton School District and are provided to certain employees for use both on and off school grounds in order to enhance, enrich, and facilitate teaching and learning, administrative duties, as well as school communications. Technology devices provided by the school are to be used for school-related business, curriculum enhancement, research, communications and other instructional purposes. Internet activities must be consistent with this purpose.
Because information technology devices are district provided benefits, there can be no expectation of privacy with respect to an employee's use of information technology resources, including computers whether hardwired, wireless or handheld, hardware, software, files (current or deleted), portable media, portable storage devices, mobile devices and phones, the internet and email, including attachments. This includes, but is not limited to, accessing stored information, reviewing logs of incoming and outgoing information and messages, as well as the content of that information.
Incidental personal use of laptop computers and other devices must not adversely affect the performance of employee’s official duties or the organization’s work performance, must not be disruptive of co-workers or students, must be of limited duration and frequency, should be restricted to matters that cannot be addressed during non-duty hours, effectiveness or usefulness of the district’s technology resources.
I understand that:
1. I will follow and enforce all the rules and conditions of Lawton Public Schools’ Information Technology Policies and Procedures in addition to the following set of rules. A currently signed Acceptable Use Policy (EFBCA) Contract must be on record.
2. The laptop has district-standard software installed. Additional district authorized software and educational/ professional software may be installed on this computer, so long as it does not interfere with the operation of the computer for district business. • District-standard software may not be duplicated, transferred or downloaded to any other system or media. • Lawton Public Schools is not responsible for any service interruptions or loss of data. • Any data corruption or configuration errors caused by the installation of unauthorized software may require a complete re-imaging of the laptop and may result in loss of laptop privileges and possible disciplinary actions.
3. Antivirus software has been installed and configured for the laptop and will automatically download from internet connections. No user interaction is required. Macintosh updates will be made available on the district's network using the Self- Service App.
4. Consent of the IT Department is required to adjust or alter the laptop by the addition or deletion of any hardware.
5. I understand that backups of files to external media, if desired, are the responsibility of the computer user. Lawton Public Schools does not back up employee computers.
6. I will keep the laptop in good working order and will notify the IT Department of any defect or malfunction during my use. Some repairs/issues may not be repairable.
Adoption Date: 9/18/2014 Revision Date(s): Page 1 of 3
LAWTON BOARD OF EDUCATION CLBD
EMPLOYEE TECHNOLOGY (i.e., iPads, iPhones, Laptops, etc.) USER AGREEMENT (Cont.)
7. The laptop computer is a desktop replacement and must be at school during regularly scheduled work days in order to receive administrative communications, upgrades to anti-virus and other software, to take daily attendance and other requirements of the student records management system.
8. The IT Department reserves the right to collect laptops at any time deemed necessary and approved by the Superintendent.
9. I am responsible for the confidentiality and security of identifiable student information or other sensitive data on the laptop.
10. The laptop should always be used under my supervision. I will not allow my laptop to be used by an unknown or unauthorized person. I assume the responsibility for the actions of others who may be using the laptop that is issued to me. I will not allow my network user account and password to be used by anybody other than myself.
11. I am permitted to use the laptop on a wireless network outside Lawton Public Schools as long as it does not require me to install any additional firewall software or change any of my network configurations. (Network password entry is allowed. As is changing from the school “location” setting to another.)
12. It is my responsibility for the security and care of the laptop. (Laptop User Guidelines below). • If the laptop is lost, stolen, or damaged while on or off school property, the incident MUST be reported within 24 hours to the IT Department and local police. • If the lost, stolen or damaged laptop and/or accessories is determined by the school administration to be caused by negligence or intentional misuse, I will assume the full financial responsibility for repair costs or fair market value of assessed equipment.
13. I must return the laptop, including case, accessories and peripherals upon employment termination, transfer or retirement in accordance with the district's exit procedures. It is the employee's responsibility to keep their assigned laptop secure and protected at all times. Due care should be taken in the handling, transporting and usage of the laptop. Improper use or not being aware of safety issues can cause the laptop irreparable damage. The following suggestions include: Use protected storage bags or carrying cases specifically designed for laptops. Lock laptops in cabinets or desks when possible. Don't leave your laptop unattended. Avoid creating a trip hazard when plugging in the laptop for power. Use car trunks or other means to keep laptops out of plain view; keep car doors locked. Be aware that extreme (hot and cold) temperatures in an enclosed vehicle will harm the laptop. Keep drinks, food, lotions and other harmful materials away from the laptop. Make sure that before you put your laptop into its carrying bag, it is shutdown. Inspect and clean the air vents in your laptop as needed for ventilation. Operate your laptop on a hard surface preferably one that allows ventilation. Unplug any accessories whenever your laptop is not in use, even for short periods of time, as it uses power unnecessarily and can cause overheating. If your Internet is delivered through DSL, cable or satellite, verify that your Internet Service Provider (ISP) provides firewall protection.
Adoption Date: 9/18/2014 Revision Date(s): Page 2 of 3
LAWTON BOARD OF EDUCATION CLBD
EMPLOYEE TECHNOLOGY (i.e., iPads, iPhones, Laptops, etc.) USER AGREEMENT (cont’d)
Name:______Grade:______
Location / Site:______Room Number:______
Address: ______
Home Phone :______Cell Phone: ______
Laptop Type/Brand: ______
Bar Code #______SN#______
Model:______
Date Equipment Taken: ______
[No printers will be loaned out]
My signature indicates that I have read, understand and agree to abide by the condition listed in LPS Policy CLBD. I further understand that Lawton Public Schools will seek to recover cost for repair or replacement of the laptop due to negligence on my part and/or failure to follow the district's Laptop Use Agreement.
Signature:______Date: ______
Adoption Date: 9/18/2014 Revision Date(s): Page 3 of 3
LAWTON BOARD OF EDUCATION CMA
SCHOOL PROPERTY LENDING
No school property shall be loaned without the permission of the Board of Education.
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CN
SCHOOL TRANSPORTATION
The Lawton school district recognizes that in Oklahoma, student transportation is a service provided for its students by the school. The school district wishes to assure its citizens that transportation services are provided in a manner that accomplishes three goals:
1. To ensure that all children of our district school are transported in the safest manner possible;
2. To ensure that the transportation services provided are cost effective to our district's tax payers;
3. To ensure that all transportation services are rendered in an equitable manner.
The school district will accomplish these goals through strict enforcement of its school transportation policies.
Definitions: For the purposes of clarification, the following terms are defined.
1. Director of Transportation--the person appointed by the board of education responsible for the operation of student transportation services.
2. School bus driver--any person who operates vehicle transporting school children under the direct auspices of the board of education.
3. School bus--any vehicle owned or leased by the board of education and used to transport school children to and from school and related events as defined by the Oklahoma State Department of Education.
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CN-R1
SCHOOL TRANSPORTATION
Attendance Area Boundaries
Students must reside and be legally enrolled in the Lawton Public School District to be eligible for school transportation.
Transferred Student Transportation Service (Neighboring District)
A legally transferred student residing outside the school district, and otherwise eligible for transportation services, may be transported to school provided the student meets and boards the bus at a designated stop in the Lawton Public School District. A bus route shall not be extended to meet students living outside the authorized transportation area.
Transportation Zones
Elementary students (K-5) will be eligible for transportation if they live 1 1/2 miles or more from their assigned school. Secondary students (6-12) will be eligible for transportation if they live 1 1/2 miles or more from their assigned school. If any portion of a block is eligible for transportation, then the entire block will be eligible for transportation. Students who are assigned to a school other than their neighborhood school because of the desegregation program will be provided transportation.
Special Situations
The following special situations will be provided transportation by the Lawton Public Schools: In- school Program, Headstart, Bilingual, Vo-Tech, Shelter for Battered Women, Marie Detty Youth Services, and the Lawton Public Schools' Student Adjustment Center.
Special Education
Transportation will be provided for any eligible special education student when transportation
has been identified as a "related service”. This service is necessary to enable the student to receive the educational services outlined in his/her Individualized Education Program (IEP).
Walk to Stop Distances
Bus stops should be positioned where elementary students walk approximately 4 blocks; middle school students walk approximately 6 blocks; and high school students walk approximately 6 blocks.
Adoption Date: 8/3/98 Revision Date(s): 7/23/12; 5/7/2018 Page 1 of 3
LAWTON BOARD OF EDUCATION CN-R1
SCHOOL TRANSPORTATION (cont.)
Maximum Number of Students at a Stop
Bus stops should be arranged so that no more than 12-15 students are concentrated at any one pickup point except at high-density stops. (Examples: apartment complexes, elementary schools, mobile home parks)
Maximum Ride Times
The maximum elapsed time from the first stop on the bus route to the arrival time at the school should not exceed:
Elementary (K-5) 35 minutes Middle (6-8) 40 minutes Senior High (9-12) 45 minutes Special Education and Rural Routes 60 minutes
This is based on the assumption of normal driving conditions.
Vehicle Load
The following suggested loads should be utilized for each vehicle capacity.
Capacity Elementary Middle High
66 passenger 66 55 50 60 passenger 60 50 45
The Transportation Director shall periodically review each bus route and see if adjustments are needed in student loads. If the student load on an elementary bus run exceeds 60 students, effort should be made to arrange for students to ride another bus route. Secondary busloads should be reviewed when the student count exceeds 45. Scheduling of students on a particular vehicle may be higher due to ineligible riders.
Coordination of Transportation Services
The purpose of this section is to outline policy regulations, and standard procedures to be observed in coordinating administrative and instructional services of the school system with transportation services.
Information regarding the changes of bus schedules, bus routes, and changes in bus assignments should be prepared by the transportation office, in writing, with copies provided to principals of
Adoption Date: 8/3/98 Revision Date(s): 7/23/12; 5/7/2018 Page 2 of 3
LAWTON BOARD OF EDUCATION CN-R1
SCHOOL TRANSPORTATION (cont.)
all schools affected. Schedule and route changes shall be approved by the transportation department administrator.
In the event a bus or busses may be late arriving at a school, or schools, the transportation division secretary shall call all schools affected by the delay to advise the principals of the delay, the reason, and the anticipated arrival time. Unusual delays at a school should be reported to the transportation office by the principal.
Principals of schools should notify the transportation director if a bus continually arrives at the school too early or too late, or if potential transportation difficulties are detected at a campus as the result of driver action.
Authorized Riders
Students who are assigned to buses as authorized riders are to board buses and depart from buses only at scheduled stops or the school where in attendance.
Principals are to attempt to prevent unauthorized riders from boarding buses. An effort is to be made to prevent the use of buses by unauthorized riders crossing to another part of the city, another school, or to attend non-school meetings.
Accidents and Accident Reporting
The following five (5) steps should be observed for all accidents:
1. Stop and render aid. Call the Transportation Center or contact via the radio immediately. The dispatcher will notify the police.
2. Do not move the bus unless instructed to by the police or the transportation department administrator.
3. Inquire about personal injury. Do not let any student off the bus. If there are injuries, the driver should make a list of those students and submit the list to the transportation department administrator. The director of transportation should notify the principal of the school where those students attend.
4. Exchange complete information with the other driver.
5. Obtain an insurance report in the office, complete and return.
Adoption Date: 8/3/98 Revision Date(s): 7/23/12; 5/7/2018 Page 3 of 3
LAWTON BOARD OF EDUCATION CN-R3
POINT SYSTEM FOR SCHOOL BUS DRIVERS
Points will be kept for a three-year period and each driver's record shall be evaluated annually. Any driver accumulating five (5) points will be notified in writing and upon receiving eight (8) or more points, the driver will be admonished and subject to suspension or dismissal. Specific offenses hereinafter enumerated will result in a recommendation for termination:
1. D.W.I. - D.U.I. - A.P.C.- Under Influence of Drugs 2. Hit and Run 3. Leaving the Scene 4. Manslaughter 5. Eluding Police 6. Failure to notify transportation specialist of involvement in an accident involving a school bus.
Driving records for all drivers will be obtained after the beginning of each school year from the Department of Public Safety. New drivers' records will be obtained upon employment. Each driver will be notified in writing when points are assessed against their Motor Vehicle Record. Notice shall include the offense and number of points assessed. The following points shall be assessed for convictions of traffic related offenses and other violations enumerated. For multiple point charges arising from one occurrence, the highest single point charge involved will be used.
Accident at Fault 4 Each Subsequent At Fault Accident 5 Reckless Driving 4 Speeding 2 Careless Driving 2 Failure to Yield 2 Following Too Closely 2 Failure to Stop for Traffic Control 2 Left Of Center 2 Wrong Side of Road 2
REFERENCE: 70 O. S. §6-101.40
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CNA
SCHOOL BUS EXTRACURRICULAR USE OF
It is the policy of the Board of Education to allow the use of school buses or other district-owned vehicles for the transportation of students participating in school-sponsored activities under the following conditions:
Bus or district-owned vehicle use for educational field trips and by student organizations is accepted as an extension of classroom activities.
When district-owned transportation is used, the student organization using the vehicles may be required to reimburse the district for all or part of the cost of the transportation.
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CNA-E1
REQUEST FOR TRANSPORTATION
FOR OFFICE USE ONLY (Please Submit a Separate Bus Request for Each Bus Needed) DATE REC’D ______PLEASE CHECK () ONE ACTIVITY SHEET ______ ATHLETICS – O1 (Players, Coaches Only) ACTIVITY FUND – 03 AF ACCT # ______DRIVER PAID ______ BLDG.ALLOCATIONS – 02 SANCTIONED ACITIVITY – 07 GAS TICKET______
__ - 11 - ______- 52740 – 623 _____ - ______- ______
School Group/Sport/Club
Day/Date trip is to be made Purpose of Trip
Destination/city Event Site
Overnight Trip ___ Yes ___ No Bus Driver Bus Number ______
Loading Place Time (arrive at school)
Approximate Return Time Signature of Principal (To The School)
Date Requested Signature of person making request *
If funds are collected from students to pay for Signature of Director of Transportation Transportation Expenses, the money shall be deposited in the Activity Fund and the trip must be TYPE OF VEHICLE REQUESTED: charged to the Activity Fund. Passenger Bus ______Car ______
FOR OFFICE USE ONLY TIME AND EXPENSE RECORD Bus No. Ticket No. Usage Code Bldg # TOTAL HOURS OF TRIP Acct No. ______Employee ID No. __
* * Sponsor’s Signature Driver’s Signature
* The school bus driver will be responsible for the paperwork. The driver and the sponsor must sign the Time & Expense Record. Return the paperwork to the Transportation Center.
NOTE TO OUT-OF-TOWN BUSINESS FIRMS: The Lawton Public Schools will assume responsibility for paying for repairs made to this bus. Please see that the driver has signed all copies of the ticket and has one to turn in to our office. We will NOT pay unsigned bills. The business manager will mail an official claim form. You must complete the form and return it to us. A check will be mailed to you after the Lawton Board of Education has approved the claim.
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CNA-R
STUDENT ACTIVITY TRANSPORTATION REGULATION
Activity Trips
The purpose of this policy is to provide guidelines for the use of district-owned buses and regularly employed drivers for field trips and student activities.
The "Request for Transportation" form specifies the method used for requesting buses/drivers for student activity trips. Requests must be signed by the building principal or his designee and be received by the transportation department administrator not less than ten (10) days prior to the date of the proposed trip. Allowances should be made for distribution. Telephone requests will be accepted only in an emergency.
The transportation department administrator will obtain state department of education approval for all out-of-state travel. In such cases, the "Request for Transportation" form should be sent to the director of transportation at least three weeks in advance of the proposed trip.
All requested information on the request form should be supplied by the principal submitting the request with specific attention given to the exact time the vehicle is required.
Unusual requirements, either in quantity of buses required or in length of time the bus or buses will be required, should be presented to the building principal far enough in advance to permit arrangements to be completed by the Transportation Division.
The assignment and scheduling of buses/drivers will be the responsibility of the transportation department administrator. The allowed number of buses for all activity trips will be at the discretion of the transportation department administrator.
The transportation department administrator is instructed not to permit a bus to leave the Transportation Center on an activity trip or a field trip without an approved request form on file for the bus.
1. Elementary Field Trips Transportation for elementary schools will be provided as follows: A. Local trips should be scheduled between 9:15 a.m. and 1:45 p.m. B. A maximum number of fifty (50) persons may be allowed on each bus for out-of-town trips. A maximum number of sixty (60) persons may be allowed on each bus for local trips. C. The "Request for Transportation" form should be received by the transportation department administrator at least ten (10) days prior to the date of the proposed trip.
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 3
LAWTON BOARD OF EDUCATION CNA-R
STUDENT ACTIVITY TRANSPORTATION, REGULATION (cont’d)
D. Sponsors should notify the Transportation Center of cancellations at least one hour in advance. E. Bus trips will be generally limited to Lawton, Fort Sill, the Wichita Mountains Wildlife Refuge, the Kirkpatrick Center-Omniplex facility in Oklahoma City, and Enterprise Square in Edmond. Other limited destinations may be considered for approval by the superintendent on a case-by-case basis as educationally worthwhile locations are identified. F. Buses will be provided for P.A.R.T. and Lawton Philharmonic using the following guidelines: 1. 50% of the elementary schools would be served for the fall performance. The remaining schools will be served in the spring. An exception to this would be the extended-day schools which would be served at both the spring and fall functions. 2. Request for transportation should be made three (3) weeks in advance.
2. Type of Trip Building administrators must determine at the time the request is initiated whether the proposed trip is instructional or noninstructional in nature.. A. Instructional Trips: Instructional requests will require reimbursement of driver and gasoline expense to the board of education. "Request for Transportation" form constitutes authority to reimburse the amount of the charges for the trip. B. Noninstructional Trips: "Request for Transportation” forms constitute authority to reimburse the board of education for the amount of the charges from the activity fund account listed on the request. C. Athletics: All driver and gasoline expenses will be tabulated, but not reimbursed, by the department of athletics as indicated under "Athletics" on the request form. Please state which sport is requesting the bus.
3. The business office will monitor all instructional allocations and noninstructional activity fund expenses and provide accounting records of all reimbursements.
4. Information for Sponsors A. Overnight trips should only be scheduled for area, state, and national conventions, contests, and qualifying tournaments and must be approved by the Oklahoma Secondary School Activities Association. Organizations scheduling such activities should follow activity regulations, especially regarding expenses, time, and sponsors as established by each school. Drivers are paid for driving time and for layover time. Should an activity be staying overnight at a contest the activity pays for the driver's room and the driver does not charge for his eight (8) hours of sleeping time.
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LAWTON BOARD OF EDUCATION CNA-R
STUDENT ACTIVITY TRANSPORTATION, REGULATION (cont’d)
B. Sponsor is discouraged from calling back to change times. Any cancellation must be reported to the Transportation Center at least one day before the trip is to be made. C. Regular drivers are not to be used for any trip that interferes with regular runs. An effort to find a qualified substitute driver will be made during those times when regular drivers are working. Regular drivers should be used as much as possible after hours. D. Sponsors are required to furnish all travel expenses (tolls, extra gasoline money), to control discipline, and to provide directions for the trip. E. Sponsors are not to urge drivers to exceed the legal speed limit - 55 m.p.h. on interstates, 50 m.p.h. on all other roads, unless posted. F. Bus must be returned in a clean condition. Sponsor should encourage students to pick up papers, keep feet out of seats, and prevent vandalism. Sponsor should allow one-half hour driving time in "Time and Expense Record" section of the “Request for Transportation” form for the driver to park and to clean the bus. G. No one, including sponsors, students, or driver is allowed to smoke on the bus. Tobacco chewing is also not permitted. H. Drivers should be encouraged to park in a well-lit area to insure maximum security and prevention of vandalism during nighttime activities.
CROSS REFERENCE: Policy FMG – Student Travel
Adoption Date: 8/3/98 Revision Date(s): Page 3 of 3
LAWTON BOARD OF EDUCATION CNG
USE OF SCHOOL OWNED VEHICLES
It is the policy of the Board of Education to provide various vehicles for use in different programs or for the purposes other than student transportation. Under no circumstances should vehicles be used for personal purposes. The care and maintenance of the vehicle will be the responsibility of the school or department to which the vehicle is assigned. A schedule for maintenance will be developed by the Director of Transportation and distributed to all schools and departments.
Drivers Education
The sole purpose for driver education vehicles is instructional driver training. Vehicles are to be stored at the individual school sites in the provided facilities.
Agricultural program
Each agricultural program instructor required to transport students will be assigned a district vehicle or compensated for use of a district approved vehicle. District vehicle shall be used for instructional purposes only and may be driven to and from school, but should not be used for personal transportation at any other time.
Transportation, Maintenance and Custodial
The sole purpose of the maintenance and custodial vehicles is the care and maintenance of the various district facilities and equipment. Only the vehicles assigned to staff on 24 hour-a-day emergency call shall be driven to and from home. All other vehicles will be kept at the appropriate district site.
Other District Vehicles and Equipment
All other district vehicles and equipment (i.e. media center delivery vans, tractors, etc.) shall not be used for any purpose other than those necessary to meet the needs of the district.
Vehicle Safety
Operation of all district vehicles shall be within the safety guidelines established by the manufacturer and the board of education. Vehicles, with the exception of driver’s education cars, and equipment belonging to the district shall not be operated by anyone except employees with the proper training and licensure.
Use of Fuel Purchased by the District
Under no circumstances shall tax exempt fuel purchased by the district be used in not-school vehicles or equipment.
Adoption Date: 8/3/98 Revision Date(s): 1/15/15 Page 1 of 1
LAWTON BOARD OF EDUCATION CO
CHILD NUTRITION AND PHYSICAL FITNESS PROGRAM
The Lawton Board of Education recognizes that childhood obesity has reached epidemic levels throughout the country. Overweight children are at a higher risk for developing severe long-term health problems, and overweight children are affected by discrimination, psychological stress, and low self-esteem. However, research indicates that obesity and subsequent diseases are largely preventable through diet and regular physical activity. Research also indicates that becoming physically active and maintaining a regular physical activity program significantly reduces the risk of some obesity and some cancers, diabetes, and other chronic diseases.
Children who eat well-balanced meals and are healthy are more likely to learn in the classroom. The board supports increased emphasis on nutrition as well as physical activity at all grade levels to enhance the well-being of our district’s youth. Therefore, it is the policy of the board to:
1. Provide students access to nutritious food;
2. Provide opportunities for physical activity and developmentally appropriate exercise; and
3. Provide accurate information related to these topics.
It is a goal of the Lawton School District that all students shall possess the knowledge and skills necessary to make nutritious food choices and enjoyable physical activity choices for a lifetime. All staff in the Lawton School District are encouraged to model healthful eating and physical activity as a valuable part of daily life. The school district will introduce and encourage staff members to participate in fitness activity and healthy eating/weight management programs that are provided in our area.
To meet this goal, the Lawton School District adopts this school wellness policy with the following commitments to nutrition, physical activity, comprehensive health education, marketing, and implementation. This policy is designed to effectively utilize school and community resources and to equitably serve the needs and interests of all students and staff, taking into consideration differences in culture.
* This will be in accordance with the 2010 Healthier Hunger Free Kids Act.
Commitment to Nutrition
The Lawton School District will:
Offer a school lunch program with menus that meet the meal patterns and nutrition standards established by the U.S. Department of Agriculture and the Oklahoma Department of Education, Office of Child Nutrition Programs.
Adoption Date: 8/3/98 Revision Date(s): 6/23/05; 5/18/06; 12/15/08; 2/17/15 Page 1 of 6
LAWTON BOARD OF EDUCATION CO
CHILD NUTRITION AND PHYSICAL FITNESS PROGRAM (cont’d)
Offer school breakfast and snack programs (where approved and applicable) with menus that meet the meal pattern and nutrition standards established by the U.S. Department of Agriculture and the Oklahoma State Department of Education, Office of Child Nutrition Programs. Encourage school staff and families to participate in school meal programs. Operate all Child Nutrition Programs with school foodservice staff who are properly qualified according to current professional standards. Establish food safety as a key component of all school food operations. Follow State Board of Education policies on competitive foods and beverages sold as required by the Smart Snacks in School Regulations. All food and beverages both sold and served on the school campus before, during, and after the school day with the objective of promoting student health and reducing childhood obesity, should follow the USDA guidelines. Students will be given at least 10 minutes for breakfast and 20 minutes for lunch, from the time they are seated, to consume meals. Ensure a cafeteria environment conducive to a positive dining experience, with socializing among students and between students and adults; with supervision of eating areas by adults who model proper conduct and voice levels and with adults who model healthy habits. Make school meals accessible to all students with a variety of delivery strategies, such as breakfast in the classroom and grab and go meals. Encourage the use of healthy foods, which meet USDA guidelines, or non-food items as rewards for student accomplishment. Encourage all school based organizations to use services, contests, non-food items, and/or healthful foods for fundraising programs. Provide nutrition information for parents, including nutrition analysis of school meals and resources to help parents improve food that they serve at home. Use multiple channels, including classroom, cafeteria, staff modeling, and communications with parents to promote healthy eating behaviors both at school and at home. Safe, unflavored drinking water will be provided throughout the school day at no cost to students. Encourage the implementation of school gardens and related resources.
Commitment to Physical Activity
The Lawton School District will:
Offer a planned sequential program of physical education instruction incorporating individual and group activities that are student centered and taught in a positive environment.
Adoption Date: 8/3/98 Revision Date(s): 6/23/05; 5/18/06; 12/15/08; 2/17/15 Page 2 of 6
LAWTON BOARD OF EDUCATION CO
CHILD NUTRITION AND PHYSICAL FITNESS PROGRAM (cont’d)
Establish or enhance physical activity opportunities, which are both competitive and non- competitive, to help develop the skills needed to participate in lifetime physical activities. Create wider opportunities for students to voluntarily participate in before- and after-school physical activity programs. Ensure the availability of proper equipment for the students and faculties that meet safety requirements. Provide daily recess or physical activity for elementary schools. Require students to be physically active during the majority of their time in physical education. Integrate physical activity throughout the curriculum whenever possible. Only allow medical waivers/exemptions from participation in physical activity.
Commitment to Comprehensive Health Education
The Lawton School District will:
Offer nutrition education in the school cafeteria as well as the classroom. Establish a district committee that will study and make recommendations regarding health education, nutrition and health services. Integrate nutrition education into the curriculum. Offer consistent nutritional messages throughout the school, classroom, cafeteria, and school events. Encourage school staff to promote healthful eating and healthy lifestyles to students and parents.
Commitment to Marketing a Healthy School Environment
The Lawton School District will:
Provide positive, motivating messages, both verbal and non-verbal, about healthy lifestyle practices throughout the school setting. All school personnel will help reinforce these positive messages. Involve students in planning for a healthy school environment. Promote healthful eating, physical activity, and healthy lifestyles to students, parents, teachers, administrators, and community at school events. Work with local media, like newspaper, TV and radio, to inform the community about the health problems facing Oklahoma children, as well as the need for and benefits of healthy school environments. Food and beverage advertisements will meet USDA Standards.
Adoption Date: 8/3/98 Revision Date(s): 6/23/05; 5/18/06; 12/15/08; 2/17/15 Page 3 of 6
LAWTON BOARD OF EDUCATION CO
CHILD NUTRITION AND PHYSICAL FITNESS PROGRAM (cont’d)
Commitment to Implementation
The Lawton School District will:
Designate one or more persons to insure that the school wellness policy is implemented as written. Establish and support a Lawton Public Schools Wellness Council that addresses all aspects of a coordinated school health program, including a school wellness policy. Conduct a review of the progress toward school wellness policy goals each year to identify areas for improvement. Prepare and submit a yearly report to the school board regarding the progress toward implementation of the school wellness policy and recommendations for any revisions to the policy as necessary.
Curriculum
The Lawton Board of Education recognizes that healthy eating patterns are essential for students to achieve their academic potential, full physical and mental growth, and lifelong health and well- being. To help ensure students possess the knowledge and skills necessary to make nutritious food choices for a lifetime, Lawton Public Schools shall prepare and implement a comprehensive district nutrition program consistent with state and federal requirements for districts sponsoring the National School Lunch Program and/or the School Breakfast Program. To implement the program, the district shall adopt and implement a comprehensive curriculum on health, fitness, and nutrition that will provide opportunities for developmentally appropriate instruction for grades K-12. The input of staff, students, parents, and public health professionals in the development of the curriculum will be encouraged.
Nutrition, health, and fitness topics shall be integrated within the sequential comprehensive health education curriculum taught at every grade level, K-12, and coordinated with the district’s nutrition and food services operation.
The district shall take a proactive effort to encourage students to make nutritious food choices. The superintendent shall ensure that:
1. A variety of healthy food choices, which meet USDA standards, are available whenever food is sold or served on district property or at district-sponsored events;
2. All foods and snacks served will follow the Smart Snacks in Schools nutrition standards; and
Adoption Date: 8/3/98 Revision Date(s): 6/23/05; 5/18/06; 12/15/08; 2/17/15 Page 4 of 6
LAWTON BOARD OF EDUCATION CO
CHILD NUTRITION AND PHYSICAL FITNESS PROGRAM (cont’d)
3. Nutritious meals served by the school nutrition and food services operation complies with state and federal law.
Child Nutrition Program
The Lawton Public Schools will operate a food service program, which will include breakfast and lunch, through participation in the Child Nutrition Programs. The superintendent, in conjunction with the food service supervisor and with the approval of the board of education, will establish and post meal prices.
As required for participation in the Child Nutrition Programs, the board prescribes that:
School breakfast and lunch is to be made available to all students.
Free and reduced price lunches are to be made available for students who meet the federal income guidelines.
In the operation of the Child Nutrition Programs, no child will be discriminated against because of race, sex, color, national origin, age, or disability. Discrimination complaints under these programs should be filed with the State Department of Education Child Nutrition Programs, 2500 North Lincoln Blvd., Oklahoma City, Oklahoma 73105-4599.
The district shall inform parents of the eligibility standards for free or reduced price meals. Reasonable efforts shall be made to protect the identity of students receiving such meals. A parent has the right to appeal to the superintendent any decision with respect to his/her application for free or reduced price food services.
The district’s child nutrition program shall reflect the board’s commitment to providing adequate time for instruction to promote healthy eating through nutrition education, serving healthy and appealing foods at district schools, developing food-use guidelines for staff, and establishing liaisons with nutrition service providers, as appropriate. Nutrition education topics shall be integrated within the sequential, comprehensive health education program taught at every grade level, pre-kindergarten through grade 12, and coordinated with the district’s nutrition and food services operation.
Adoption Date: 8/3/98 Revision Date(s): 6/23/05; 5/18/06; 12/15/08; 2/17/15 Page 5 of 6
LAWTON BOARD OF EDUCATION CO
CHILD NUTRITION AND PHYSICAL FITNESS PROGRAM (cont’d)
It is the intent of the board of education that district schools take a proactive effort to encourage students to make nutritious food choices. Meals served in school before the end of the last lunch period shall conform to the U. S. Dietary Guidelines for Americans. Food and beverages sold or served on district grounds or at district-sponsored events shall meet requirements for nutritional standards and/or other guidelines as may be recommended by the district and school health and nutrition committees. The district shall ensure that nutritious foods are available as an affordable option whenever food is sold or served on district property or at district-sponsored events.
Diversity Statement
The board understands that academic achievement depends on the good health of the student. With the adoption and implementation of this policy, the district shall respect the diversity of the student, staff and families. Programs and opportunities outlined in this policy shall be applied and accessed equitably regardless of race, ethnicity, socioeconomic status, family formation, religion, ability, gender, etc.
The superintendent will prepare rules and regulations to implement and support this policy.
REFERENCE: 70 O.S. §1-107 7 CFR, Parts 210 and 220 7 CFR, Part 245.5 CROSS-REFERENCE: Policy COF, Vending Machines Policy COFA, Competitive Food Sales Policy EHAJ, Health Education Policy EHAK, Physical Education
Adoption Date: 8/3/98 Revision Date(s): 6/23/05; 5/18/06; 12/15/08; 2/17/15 Page 6 of 6
LAWTON BOARD OF EDUCATION CO-E1
LAWTON PUBLIC SCHOOLS CHILD NUTRITION SERVICES PARENT NOTICE OF CHARGES
Date ______
Student Name ______
Amount of Charge ______
Your child has charged three meals, which is the maximum allowable charge. No more charges will be allowed until the balance has been paid. Please call ______at ______if you have any questions.
In accordance with federal law and United States Department of Agriculture (USDA) policy, this institution is prohibited from discriminiating on the basis of race, color, national origin, sex, age, or disability.
To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326- W, Whitten Building, 1400 Independence Ave., SW, Washington, D.C. 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer. You may also write to the Oklahoma State Department of Education Child Nutrition Programs Section, Room 310, 2500 North Lincoln Boulevard, Oklahoma City, Oklahoma 73105-43599.
Adoption Date: 6/23/05 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CO-E2
LAWTON PUBLIC SCHOOLS PRINCIPAL’S AUTHORIZATION FOR MEAL CHARGES
ELEMENTARY SCHOOLS
In extraordinary circumstances, a principal may be made aware that a child may need more than the three allowed meal charges. This form may be completed and given to the cashier to authorize additional days’ charges until further notice. The cashier is not allowed to grant more than three meal charges without this authorization.
This form is to be completed at the discretion of the school principal in allowing meal charges in excess of those allowed in Lawton Public Schools policy CO-P. (Three days of charges.)
I authorize ______to charge meals until further notice. (Student’s name)
School ______
______Principal’s Signature Date
Adoption Date: 6/23/05 Revision Date(s): Page 1 of 2
LAWTON BOARD OF EDUCATION CO-E2
LAWTON PUBLIC SCHOOLS PRINCIPAL’S AUTHORIZATION FOR MEAL CHARGES
SECONDRY SCHOOLS
In extraordinary circumstances, a principal may be made aware that a child may need to charge a meal. This form may be completed and given to the cashier to authorize additional days’ charges until further notice. The cashier is not allowed to grant meal charges without this authorization.
This form is to be completed at the discretion of the school principal in allowing meal charges.
I authorize ______to charge meals until further notice. (Student’s name)
School ______
______Principal’s Signature Date
Adoption Date: 6/23/05 Revision Date(s): Page 2 of 2
LAWTON BOARD OF EDUCATION CO-P
CHILD NUTRITION MEAL CHARGING POLICY
The Child Nutrition program in the Lawton Public School district strives to provide nutritious meals at a reasonable price for all students. A district cannot deny a meal to a student who brings money to school for that day’s meals, even though the student may have a negative balance. By implementing this policy and with help from parents, the district hopes to keep the charge balance at a minimum. Therefore, the district has set the following policy for charging meals.
FREE AND REDUCED MEALS
1. Every student’s family must reapply every year for free or reduced meals. Carry-over applications from a prior year are only valid for the first thirty operating days of the school year. Students who received free or reduced meals during the preceding school year will have until October 1 to complete the application for the new school year. If a current application is not received within thirty operating days or the family fails to qualify for the program, the previous days that were charged during the current school year will be considered “full pay” and the parents or guardians will be responsible for paying for the meals.
2. Applications may be made at any time during the school year. Until the family has been approved to receive free or reduced meals, the parents are responsible for paying for unpaid meals. Applications may be picked up at the school site or the Child Nutrition office. Applications will be processed in the order that they are received and may take up to ten days. Parents may return their applications to the Child Nutrition office for speedier processing. School sites do not process applications. Families are not required to process separate applications for each student in the household, but may submit one family application, including all students, for the entire household.
ELEMENTARY SCHOOLS
1. The district policy allows no more than three days of meal charges per student. The students may not charge ala carte items. When a meal is charged, the student will receive a reminder that there is no money in the student’s account. In the event money is not received after the first day, the student will receive another reminder to take home. When charges are made the third day, a final notice home. If no money is received after this final notice, an alternative meal (example: peanut butter or cheese sandwich and milk) will be served or the student will be required to bring their meals until their outstanding balances are paid in full. Reminder notices will be mailed home each week to the families until the student’s account is paid in full. Parents are encouraged to prepay their children’s meals to prevent the final notice being sent.
Adoption Date: 6/23/05 Revision Date(s): 7/20/17 Page 1 of 3
LAWTON BOARD OF EDUCATION CO-P
CHILD NUTRITION MEAL CHARGING (cont.)
2. A free/reduced meal application will be sent to the parents of a child after the initial three days of charges.
SECONDARY SCHOOLS
Secondary school students will not be allowed to charge any meals or ala carte items. Students will not be allowed to make purchases that will put their meal account into a negative balance. Secondary students with an outstanding balance will not be allowed to purchase ala carte food items until their personal meal account is paid in full. Students will be given a verbal reminder from the school’s Child Nutrition cashier when their personal pre-paid meal account balance drops below $3.00.
ADULT LPS PERSONNEL
All LPS employees are welcome and encouraged to participate in the Child Nutrition meals service. Adult staff members will not be allowed to charge any meals or ala carte items. Adults will not be allowed to make purchases that will put their meal account into a negative balance. Adults will be given a verbal reminder from the school’s Child Nutrition cashier when their person pre-paid meal account balance drops below $3.00.
GENERAL GUIDELINES FOR ADMINISTRATORS
1. School administrators are asked to not deviate from the Lawton Public Schools Meal Charging Policy. The building principal will be responsible for collecting all charges that are made in their buildings. Kitchen Managers will provide a list of all charges to their principals each Friday afternoon. When an individual student’s account reaches the three day limit, and payment has not been made, the principal will call the student’s parent/guardian to schedule payment for outstanding balances.
2. Building Principals, in conjunction with the Child Nutrition Department, are required to make every effort to collect unpaid Meal Charges. Sites are not allowed to withhold grades, records, or any other information owned by the student for meal payments owed. Uncollected meal charges will be covered by the Individual Building’s General Fund account or the LPS General Fund. The payroll department will be contacted to satisfy Adult LPS meal accounts indebtedness.
3. Refunds to unused prepayments for meals are available at the end of each school year. Prepayment is the property of the family making the payment until it is charged against any meals or Ala Carte sales. Prepayment refunds of more than $5.00 will be signed for and made directly to the parent/guardian and refunds of under $5.00 can be signed for and picked up directly from the school by the student. Any prepayment balances that are left
Adoption Date: 6/23/05 Revision Date(s): 7/20/17 Page 2 of 3
LAWTON BOARD OF EDUCATION CO-P
CHILD NUTRITION MEAL CHARGING (cont.)
over at the end of the fiscal year will be zeroed and any residual balance will be automatically rolled over to the next school year in order to follow that student throughout the District. Kitchen managers will monitor student accounts at the end of the year for accounts with excessive balances to encourage students to utilize remaining money available on their individual account.
Adoption Date: 6/23/05 Revision Date(s): 7/20/17 Page 3 of 3
LAWTON BOARD OF EDUCATION CO-R
CHILD NUTRITION PROGRAMS (REGULATION)
In accordance with the policy of the board of education, the following regulation shall govern the comprehensive nutrition programs in this school district.
School Cafeterias
1. Any student may eat in the school cafeteria or other designated place.
2. Students may bring or otherwise provide their own lunch. Milk or other beverages may be purchased in the dining hall, if desired. These students may eat their lunch in the school cafeteria or a designated area. Vending machine ("junk food") items shall not be consumed in the dining hall.
3. Meal prices will be established by the superintendent and food service supervisor, with the approval of the board of education, at the beginning of each year.
4. Meal prices will be conspicuously posted in each cafeteria.
5. A guest must be cleared through the food service supervisor by his/her host to be eligible to eat in the cafeteria.
6. Use of dining room facilities by nondistrict organizations or individuals must have approval of the superintendent.
7. The food service supervisor will develop in-service training programs, approved by the superintendent, for the food service staff.
8. Under federal law, a school that operates on a commodity program is prohibited from serving free meals to any adult, including employees of the district.
9. Qualifications for free and reduced-price lunches will vary annually in accordance with the annual eligibility schedule.
Definitions
1. Competitive foods means any food or drink sold in competition with the National School Lunch Program and/or School Breakfast Program in food service areas during the meal periods.
2. Dietary Guidelines for Americans means the current set of recommendations of the federal government that are designed to help people choose diets that will meet nutrient requirements, promote health, support active lives, and reduce chronic disease risks.
3. Nutrition education means a planned sequential instructional program that provides knowledge and teaches skills to help students adopt and maintain lifelong healthy eating habits.
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LAWTON BOARD OF EDUCATION CO-R
CHILD NUTRITION PROGRAMS, REGULATION (Cont.)
4. Foods of minimal nutritional value means:
A. In the case of artificially sweetened foods, a food that provides less than five percent of the Reference Daily Intakes (RDI) for each of eight specified nutrients per serving; and
B. In the case of all other foods, a food that provides less than five percent of the RDI for each of eight specified nutrients per 100 calories and less than five percent of the RDI for each of eight specified nutrients per serving. The eight nutrients to be assessed for this purpose are protein, vitamin A, vitamin C, niacin, riboflavin, thiamine, calcium, and iron.
C. Food that is classified into four categories:
Carbonated soft drinks Chewing gum Water ices Certain candies made predominately from sweeteners such as hard candy, licorice, jellybeans, gumdrops, marshmallows, fondant, cotton candy, and candy-coated popcorn
5. Food service area means any area on school premises where child nutrition program meals are both served and eaten, as well as any areas in which such meals are either served or eaten.
6. Meal period means the period(s) during which breakfast or lunch meals are served and eaten, and as identified on the school schedule.
Nutrition Education
Nutrition education shall focus on students’ eating behaviors, be based on theories and methods proven effective by research and be consistent with state and local district health education standards. Nutrition education at all levels of the district’s curriculum shall include, but not be limited to, the following essential components designed to help students learn:
1. Age-appropriate nutritional knowledge, including the benefits of healthy eating; essential nutrients; nutritional deficiencies; principles of healthy weight management; the use and misuse of dietary supplements; safe food preparation, handling, and storage; and cultural diversity related to food and eating;
2. Age-appropriate nutrition-related skills, including, but not limited to, planning a healthy meal, understanding and using food labels, and critically evaluating nutrition information, misinformation, and commercial food advertising; and
3. How to assess one’s personal eating habits, set goals for improvement, and achieve those goals.
Adoption Date: 5/18/06 Revision Date(s): Page 2 of 6
LAWTON BOARD OF EDUCATION CO-R
CHILD NUTRITION PROGRAMS, REGULATION (Cont.)
In order to reinforce and support district nutrition education efforts, the building principal is responsible for ensuring:
1. Nutrition instruction is closely coordinated with the school’s nutrition and food services operation and other components of the school health program to reinforce messages on healthy eating and includes social learning techniques. To maximize classroom time, nutrition concepts shall be integrated into the instruction of other subject areas where possible;
2. Links with nutrition service providers (e.g., qualified public health and nutrition professionals) are established to provide screening, referral, and counseling for nutritional problems; inform families about supplemental nutritional services available in the community (e.g., food stamps, local food pantries, summer food services program, child and adult care food program); and implement nutrition education and promotion activities for school staff, board members, and parents;
Nutrition and Food Services Operation
In order to support the school’s nutrition and food services operation as an essential partner in the educational mission of the district and its role in the district’s comprehensive nutrition program, the building principal is responsible for ensuring:
1. The school encourages all students to participate in the school’s child nutrition program meal opportunities.
2. The school notifies families of need-based programs for free or reduced-price meals and encourages eligible families to apply.
3. The school’s child nutrition program maintains the confidentiality of students and families applying for or receiving free or reduced-price meals [or free milk] in accordance with the National School Lunch Act.
4. The school’s child nutrition program operates to meet nutrition standards in accordance with the Healthy Meals for Healthy Americans Act of 1994, as amended, and with applicable state laws and regulations.
5. The school sells or serves varied and nutritious food choices consistent with the applicable federal government Dietary Guidelines for Americans.
6. Food prices set by the district are communicated to students and parents. District pricing strategies will encourage students to purchase full meals and nutritious items.
7. Procedures are in place for providing to families, on request, information about the ingredients and nutritional value of the foods served.
8. The district will provide substitute foods to students with disabilities upon written parental permission and a medical statement by a physician that identifies the student’s disability, states why the disability restricts the student’s diet, identifies the major life activity affected by the disability, and states the food(s) to be omitted and the food or choice of foods that must be substituted.
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LAWTON BOARD OF EDUCATION CO-R
CHILD NUTRITION PROGRAMS, REGULATION (Cont.)
9. Food service equipment and facilities meet applicable local and state standards concerning health; safe food preparation, handling, and storage; drinking water; sanitation; and workplace safety.
10. Students are provided adequate time and space to eat meals in a pleasant and safe environment. School dining areas will be reviewed to ensure:
A. Tables and chairs are of the appropriate size for students;
B. Seating is not overcrowded;
C. Students have a relaxed environment;
D. Noise is not allowed to become excessive;
E. Rules for safe behavior are consistently enforced;
F. Tables and floors are cleaned between meal periods;
G. The physical structure of the eating area is in good repair;
H. Appropriate supervision is provided.
Foods of Minimal Nutritional Value and Competitive Food Sales
In keeping with federal regulations, the district controls the sale of foods of minimal nutritional value and all competitive foods.
Accordingly the district will offer choices in vending machines from the following nutritional food items:
1. Canned fruits;
2. Fresh fruit (e.g., apples and oranges);
3. Fresh vegetables (e.g., carrots);
4. Fruit juice and vegetable juice (at least 50% full strength), and bottled water (within established district guidelines);
5. Low-fat crackers and cookies, such as fig bars and ginger snaps;
6. Pretzels;
7. Bread products (e.g., bread sticks, rolls, bagels, and pita bread);
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LAWTON BOARD OF EDUCATION CO-R
CHILD NUTRITION PROGRAMS, REGULATION (Cont.)
8. Ready-to-eat, low-sugar cereals (e.g., granola bars made with unsaturated fat);
9. Low-fat (one percent) or skim milk;
10. Low-fat or nonfat yogurt;
11. Snack mixes of cereal and dried fruit with a small amount of nuts and seeds;
12. Raisins and other dried fruit;
13. Low-fat crackers.
(NOTE: The district may modify the list as necessary.)
Other Foods Offered or Sold
The district recognizes that federal government standards requiring schools to provide child nutrition program meals consistent with applicable Dietary Guidelines for Americans do not apply to competitive foods sold or served outside the food service areas as defined in this regulation.
Staff Development
Ongoing in-service and professional development training opportunities for staff, in the area of food nutrition, will be encouraged.
Family and Community Involvement
In order to promote family and community involvement in supporting and reinforcing nutrition education in the schools, the building principal is responsible for ensuring:
1. Nutrition education materials and cafeteria menus are sent home with students;
2. Parents are encouraged to send healthy snacks/meals to school;
3. Families are invited to attend exhibitions of student nutrition projects or health fairs;
4. Nutrition education workshops and screening services are offered;
5. Nutrition education homework that students can do with their families is assigned (e.g., reading and interpreting food labels, reading nutrition-related newsletters, preparing healthy recipes, etc.); and
6. School staff are encouraged to cooperate with other agencies and community groups to provide opportunities for student volunteer or paid work related to nutrition, as appropriate.
Adoption Date: 5/18/06 Revision Date(s): Page 5 of 6
LAWTON BOARD OF EDUCATION CO-R
CHILD NUTRITION PROGRAMS, REGULATION (Cont.)
Program Evaluation
In order to evaluate the effectiveness of the school health program in promoting healthy eating and to implement program changes as necessary to increase its effectiveness, the building principal is responsible for ensuring:
1. Board policy and this regulation are implemented as written;
2. All building, grade-level nutrition education curricula and materials are assessed for accuracy, completeness, balance, and consistency with state and local district educational goals and standards;
3. Nutrition education is provided throughout the student’s school years as part of the district’s age-appropriate, comprehensive nutrition program;
4. Teachers deliver nutrition education through age-appropriate, culturally relevant, participatory activities that include social learning strategies and activities; and
5. Families and community organizations are involved, to the extent practicable, in nutrition education.
CROSS-REFERENCE: Policy COF, Vending Machines Policy COFA, Competitive Food Sales Policy EHAJ, Health Education
Adoption Date: 5/18/06 Revision Date(s): Page 6 of 6
LAWTON BOARD OF EDUCATION COB-E
CHART OF PROCEDURES
The Lawton Public Schools SFA will purchase the following products or group of products and services as per the stated purchase period using the identified procurement method. Price quote time frame period is defined as the time frame for which bids or quotes are obtained and awarded.
PRICE QUOTE TIME PROCUREMENT PRODUCT FRAME METHOD USED
Milk 30 Days Sealed Bid
Bread 30 Days Sealed Bid
Canned Fruits 30 Days State Bid
Canned Vegetables 30 Days State Bid
Frozen Fruit 30 Days State Bid
Frozen Vegetables 30 Days State Bid
Prepared Fruits & Vegetables 30 Days State Bid
Fresh Fruits 30 Days State Bid
Meats 30 Days State Bid
Paper Products 30 Days State Bid
Chemicals 30 Days State Bid
Small Equipment 30 Days Small Purchase
Large Equipment 30 Days Small Purchase
Adoption Date: 3/9/06 Revision Date(s): 4/6/09 Page 1 of 3
LAWTON BOARD OF EDUCATION COB-E
PURCHASE DOCUMENTATION (This form is to be used for SFA’s to document all price quotes from vendors.)
VENDORS Date Item Specs Vendor Price Vendor Price Vendor Price Vendor Reasons Selected
Adoption Date: 3/9/06 Revision Date(s): 4/6/09 Page 2 of 3
LAWTON BOARD OF EDUCATION COB-E
School Food Authority Year VENDOR CONTACTS This form is to be used for SFAs to document single vendor responses. If only one vendor responds, the school food authority (SFA) does not need to do price comparisons.
NAME, ADDRESS, NAME OF PERSON DATE OF TYPE OF RESPONSE AND TELEPHONE CONTACTED CONTACT CONTACT RECEIVED NUMBER OF (LETTER, PHONE, VENDOR PERSONAL)
Adoption Date: 3/9/06 Revision Date(s): 4/6/09 Page 3 of 3
LAWTON BOARD OF EDUCATION COB-R
FOOD PROCUREMENT
The Lawton Public Schools School Food Authority (SFA) will purchase food and other items for use in the Child Nutrition Programs (CPN) in compliance with 7 CFR Part 3016 and State Law, using the procedures outlined as follows and the Chart of Procedures (policy COB-E).
A. Sealed Bids (Formal Advertising) will be used to purchase equipments and services where the aggregate cost is $150,000 or more when the selection of successful supplier can appropriately be made principally on the basis of price.
When sealed bids are used, the following conditions, stipulations, and terms must be met: 1. The request for Proposal (RFP) Invitation to Bid (ITB) will be publicly advertised. 2. Bids will be solicited from an adequate number of known suppliers in sufficient time prior to the date set for the opening of the bids. 3. The RFP/ITB will clearly define the equipment, or services needed in order for the bidders to properly respond. These included product specifications and general purchasing conditions. 4. All bids will be opened publicly at the time and place stated in the RFP/ITB. 5. A firm fixed-price contract award will be made by written notice to the responsible bidder whose bid is lowest, assuming the bid conforms to the requirements in the RFP/ITB. 6. Where specified in bidding documents, factors such as discounts, transportation costs, and life cycle costs (for equipment), if applicable, will be considered in determining which bid is lowest. 7. Payment discounts will only be used to determine the low bid when prior experience of the SFA indicates that such discounts are generally taken. 8. All bids may be rejected when there are sound documented reasons that the best interest of the program will not be served by the potential suppliers.
B. Small Purchase Procedures may be used to purchase equipment and services where the aggregate cost is less than $150,000.
When small purchase procedures are used the following conditions, stipulations, and term must be met: 1. The equipment or services to be purchased must be adequately and consistently described for each prospective supplier so that each one can provide price quotes on the same merchandise or services. 2. Written or verbal requests for qualified sources must be contacted to provide such quotes. At least three price quotes must be obtained. 3. Responses from vendor can be in either written or verbal form. Verbal quotes will be documented.
Adoption Date: 3/9/06 Revision Date(s): 4/6/09, 7/23/12, 6/25/15 Page 1 of 4
LAWTON BOARD OF EDUCATION COB-R
FOOD PROCUREMENT (cont.)
C. Competitive Proposal will be used when competitive sealed bids are determined to be inappropriate or infeasible; i.e., a contract cannot be awarded to a successful bidder based on price alone. This method of procurement is commonly used for the acquisition of professional services. The document used to solicit bids will be referred to as a Request for Proposal (RFP).
When competitive proposal is used, the following conditions, stipulations, and terms must be met: 1. Proposals will be solicited form an adequate number (at a minimum, three) of qualified sources to permit reasonable competition. 2. The RFP will be publicized, and reasonable requests by other sources to complete must be honored to the maximum extent possible. 3. The RFP will identify all significant evaluation factors, including price or cost where required, and their relative importance. 4. The school food authority (SFA) will provide a mechanism for evaluation of the proposals received and for selection of contract award. 5. The contract must be awarded to the responsible bidder whose proposal is most advantageous to the SFA when price or other factors are considered. 6. All RFP’s received must be documented.
D. Buy American 1. To the extent possible, all product specifications shall include a Buy American clause. 2. All suppliers shall certify the origin of the products they receive.
E. Preferred Vendor (Sodexho Contracting) for the purchase of goods. Lawton Public Schools SFA chooses to purchase food and foodservice supplies using the preferred venders through the Sodexho procurement to maximize the buying power and the Vendor Discounts returned back to the districts.
F. Code of Conduct. The following conduct will be expected of all persons who are engaged in the award and administration of contracts supports by CNP funds.
1. No employee, officer, or agent of the Lawton Public Schools SFA shall participate in selection or in the award or administration of a contract supported by program funds if a conflict of interest, real or apparent, would be involved. 2. Conflicts of interest arise when one of the following has a financial or other interest in the firm selected for the award:
Adoption Date: 3/9/06 Revision Date(s): 4/6/09, 7/23/12, 6/25/15 Page 2 of 4
LAWTON BOARD OF EDUCATION COB-R
FOOD PROCUREMENT (cont.)
a. The employee, officer or agent. b. Any member of his/her immediate family. c. His or her partner. d. An organization which employs or is about to employ one of the above. 3. Lawton Public Schools SFA employees, officers, or agents shall neither solicit nor accept gratuities, favors, or anything of material/monetary value from contractors, potential contractors, or parties of sub agreements 4. The purchase during the school day of any food or service from a contractor for individual use if prohibited. 5. The outside sale of such items is used oil, empty cans, and the like will be sold by contract between the Lawton Public Schools SFA and the outside agency. Individual sales by any SFA employee to an outside agency or any other SFA employees are prohibited. 6. Failure of any employee to abide by the above-stated code could result in a fine or suspension or both, or dismissal. Interpretation of the code will be given at any time by contacting State Department of Education at 405-521-3327. The Lawton Public Schools SFA will not be responsible for any other explanation or interpretation which anyone presumes to make on behalf of the Board. 7. Changes in the Procurement Plan will be made as conditions warrant upon the approval of the SFA.
PROTEST PROCEDURES
1. Any actual or prospective bidder, offer, or contractor who considers himself to have been aggrieved in connection with the solicitation, evaluation, or award of a contract by Lawton Public Schools may formally protest to the Superintendent of Lawton Public Schools. Such protests must be made in writing and received by the Superintendent of Lawton Public Schools. The protesting party must mail or deliver copies of the protest to the Lawton Public Schools, the State Agency, and other interested parties. 2. In the event of a timely protest, the Lawton Public Schools shall not proceed further with the solicitation or award of the contract. 3. A formal protest must be sworn and contain: 4. A specific identification of the statutory or regulatory provision that the protesting party alleged has been violated. 5. A specific description of each action by Lawton Public Schools that the protesting party alleges to be a violation of the statutory provision that the protesting party has identified. 6. A precise statement of the relevant facts.
Adoption Date: 3/9/06 Revision Date(s): 4/6/09, 7/23/12, 6/25/15 Page 3 of 4
LAWTON BOARD OF EDUCATION COB-R
FOOD PROCUREMENT (,cont.)
7. A statement of any issues of law or fact that the potesting party contends must be resolved. 8. A statement of argument and authorities that the protesting party offers in support of the protest. 9. A statement that copies of the protest have been mailed or delivered to the State Agency and all other identifiable interested parties. 10. The Lawton Public Schools may settle and resolved the dispute over the solicitation or award of a contract at any time before the matter is submitted on appeal. The Lawton Public Schools may solicit written responses to the protest from other interested parties. 11. If the protest is not resolved by mutual agreement, the Lawton Public Schools shall issue a written determination that resolves the protest. 12. If the Lawton Public Schools determines that no violation of statutory or regulatory provisions has occurred, then the Lawton Public Schools shall inform the protesting party, the State agency, and other interested parties by letter that sets forth the reasons for the determination. 13. If the Lawton Public Schools determines that a violation of any statutory or regulatory provisions has occurred in a situation on which a contract has not been awarded, then the Lawton Public Schools shall inform the protesting party, the State Agency, and other interested parties of the determination by letter that details the reasons for the determination and the appropriate remedy. 14. If the Lawton Public Schools determines that a violation of any statutory or regulatory provisions has occurred in a situation in which a contract has been awarded, then the Lawton Public Schools shall inform the protesting party, the State agency, and other interested parties of the determination by letter that details the reasons for the determination. This letter may include an order that declares the contract void.
The Lawton Public Schools shall maintain all documentation on the purchasing process that is subject of a protest or appeal in accordance with the retention schedule of Lawton Public Schools.
Adoption Date: 3/9/06 Revision Date(s): 4/6/09, 7/23/12, 6/25/15 Page 4 of 4
LAWTON BOARD OF EDUCATION COG I II I
WELLNESS POLICY Overall Goal:
The Lawton Public Schools Board of Education recognizes that childhood obesity has reached epidemic levels throughout the country. Overweight children are at a higher risk for developing severe long-term health problems and overweight children are affected by discrimination, psychological stress, and low self-esteem. However, research indicates that obesity and subsequent diseases are largely preventable through diet and regular physical activity. Research also indicates that becoming physically active and maintaining a regular physical activity program significantly reduces the risk of some obesity and some cancers, diabetes, and other chronic diseases.
Lawton Public Schools is committed to providing a school environment that encourages nutritious eating habits and appropriate physical and school based activities as means of promoting academic success and encouraging lifelong health. Component 1: Setting Nutrition Education Goals
The primary goal of nutrition education is to influence students eating behaviors.
The Healthy and Fit School Advisory Committee at each school site will study and make recommendations each semester regarding nutrition/health education and services. Principals will address concerns such as kind of food available on their campus, nutrition education and physical activity. Nutrition education promotion will be offered in the school cafeteria. Nutrition education will be coordinated into the health education curricula or the core curriculum; Math, science, language arts. http://www.lawtonps.org/health-pe Grade K-5 will have as a resource the Oklahoma Ag in the Classroom curriculum www.clover.okstate.edu/fourth/aitc School staff will promote healthful eating and healthy lifestyles to students and parents. School staff will work with community partners to incorporate nutrition education activities in school. Parents of students in PK through First Grade may access a Healthy Snack List to promote healthy snacks at school via district web page.
Component 2: Setting Physical Education and Activity Goals
The primary goal for our school’s physical activity component is to provide opportunities for every student to develop and maintain regular participation in physical activity, and understand the short and long-term benefits of a physically active and healthful lifestyle.
Adoption Date: 6/3/19 Revision Date(s): Page 1 of 5 I II ID
LAWTON BOARD OF EDUCATION COG I II I
WELLNESS POLICY (cont.)
Component 2: Setting Physical Education and Activity Goals (cont’d)
The Healthy and Fit School Advisory Committee at each school site will study and make recommendations to principal regarding physical education and physical activity. Principals will address concerns regarding education and physical activity on their campus. Elementary schools will have 60 minutes of physical education per week (Oklahoma Senate Bill 312). Staff will be discouraged from withholding PE/physical activity/recess as punishment and discourage using physical activity as punishment. Staff will be encouraged to serve as physical activity role models for students. All playgrounds will meet the recommended safety standards for design, installation, and maintenance. School sites will provide adequate equipment for every student to be active. All students participating in physical education will be moderately to vigorously active for the majority of class time (Oklahoma Senate Bill 1876).
Component 3: Setting Nutrition Standards for All Foods Available on School Campus During the School Day.
The primary goal is to ensure that reimbursable school meals meet the child Nutrition Program requirements, and all foods and beverages sold or served to students, including those available outside of the school meal programs focus on increasing nutrient density, decreasing fat and sugars, and moderating portion size.
Per Oklahoma Senate Bill 1627, each school site will establish a Healthy and Fit School Advisory Committee that meets and makes recommendations each semester to the school principal. The school principal shall give consideration to recommendations made by the Healthy and Fit School Advisory Committee. Per USDA Regulations 210.10 and 220.8, school lunches and breakfasts will meet menu planning system guidelines as required by USDA. Per USDA Regulation 210.10, school lunches will provide 1/3 of the recommended dietary allowances (RDA) for calories, protein, calcium, iron, vitamin A, and vitamin C as required by USDA. Per USDA Regulation 220.8, school breakfasts will provide ¼ of the RDA for calories, protein, calcium, iron, vitamin A, and vitamin C as required by USDA. Per USDA Regulations 210.10 and 220.8, the total calories from fat in school meals will be limited to 30 percent when averaged over one week.
Adoption Date: 6/3/19 Revision Date(s): Page 2 of 5 I II ID
LAWTON BOARD OF EDUCATION COG I II I
WELLNESS POLICY (cont.)
Component 3: Setting Nutrition Standards for All Foods Available on School Campus During the School Day (cont’d)
Per USDA Regulations 210.10 and 220.8, the total calories from saturated fat in school meals will be less than 10 percent when averaged over one week. Per USDA Regulations 210.10 and 220.8, school meals will meet the Dietary Guidelines for Americans. Per USDA Regulations, all Nutrition Facts labels must indicate 0 percent trans-fat.
Other Food Items Sold on School Campuses:
Per USDA Regulations 210, Appendix B, foods of minimal nutritional value (FMNV) are prohibited from being sold or served during student meal service in the food service area where USDA reimbursable meals are served or eaten. Per the Child Nutrition and WIC Reauthorization Act of 2004, beverage contracts will not restrict the sale of fluid milk products at any time during the school day or at any place on the school premises. Per Oklahoma Senate Bill 265, students in elementary schools will not have access to FMNV except on special occasions. Per Oklahoma Senate Bill 2656, diet soda, an FMNV, will be available for sale at the middle school only in vending areas outside the cafeteria. Per Oklahoma Senate Bill 265, healthy food options will be provided at the high school and priced lower than FMNV in order to encourage students and staff to make healthier food choices. Per Oklahoma Senate Bill 265, students in middle and junior high school will not have access to FMNV except after school, at events which take place in the evening, or on special occasions.
Guidelines for Food and Beverages Offered to Students at School Functions At any school function (parties, celebrations, receptions, festivals, sporting events, etc.) healthy food choice options should be available to students.
Component 4: Setting Goals for School-Based Activities Designed to Promote Student Wellness
The primary goal is to create a school environment that provides consistent wellness messages, which are conducive to healthy eating and being physically active. Per Oklahoma Senate Bill 1627, each school site will establish a Healthy and Fit School Advisory Committee that meets and makes recommendations each semester to the school principal.
Adoption Date: 6/3/19 Revision Date(s): Page 3 of 5 I II ID
LAWTON BOARD OF EDUCATION COG I II I
WELLNESS POLICY (cont.)
Component 4: Setting Goals for School-Based Activities Designed to Promote Student Wellness (cont’d)
The school principal shall give consideration to recommendations made by the Healthy and Fit School Advisory Committee. Students will be provided with a clean, safe, enjoyable meal environment. Students will be provided with an adequate amount of time to eat breakfast and lunch. A minimum of 10 minutes will be provided at breakfast and 20 minutes at lunch (after students receive their trays). Per the school district’s Child Nutrition Programs Agreement, school meals may not be used as a reward or punishment. Per Oklahoma State Bill 312, students in Grades K through 5th will participate in at least 120 minutes of physical activity each week along with a daily 20 minute recess. All fundraising efforts and classroom parties will be supportive of healthy eating. On October 17, 2014, the Oklahoma State Department Board of Education decided to allow exemptions according to the United States Department of Agriculture Smart Snack Rule. This exemption ruling will be implemented at Lawton Public Schools to allow 30 fundraiser exemptions per school per site per semester for a period of 14 days each, every school district in the state. The exempt fundraisers are prohibited from taking place while meals under the National School Lunch, School Breakfast, and After School Snack Programs are being served to students. Each site principal will be responsible for maintaining record for all fundraisers that require Smart Snacks Exemption. These records will then be maintained at the site office. Classroom teachers and administrators will limit the use of candy or sweets as a reward. The Wellness Policy will be posted on the district web site for public review.
MONITORING, POLICY REVIEW, AND EVALUATION
No later than October 1 of each year, each school site shall establish a Healthy and Fit School Advisory Committee, to be comprised of at least six members. The Advisory Committee may be comprised of teachers, administrators, parents/guardians of students, health care professionals, child nutrition employees and business community representatives.
An assessment of the district’s Wellness Policy will be completed at least once every three (3) years to help review policy compliance, assess progress, and determine areas of improvement.
Adoption Date: 6/3/19 Revision Date(s): Page 4 of 5 I II ID
LAWTON BOARD OF EDUCATION COG I II I
MONITORING, POLICY REVIEW, AND EVALUATION (cont’d)
As part of that review, the district Wellness Policy Council, which includes teachers, administrators, students, parents, Child Nutrition personnel, and community members (such as medical professionals), will review nutrition and physical activity policies; review nutrition and physical education policies and program elements; and review environmental provisions that support healthy eating and physical activity.
The Healthy and Fit Advisory Committee may be combined with the Safe School Committee as determined by the site principal.
REFERENCE: 70 O.S. 1-107 70 O.S. 24-100.5 70 O.S. 24-100a 70 O.S. 24-100B 7 CFR, Parts 210 and 220 7 CFR, Part 245.5
CROSS REFERENCE: Policy CK, Safety Program Policy EHAJ, Health Education Policy BDFC, Safe School Committee
THIS POLICY REQUIRED BY PUBLIC LAW 108-265, SECTION 204 AND PUBLIC LAW 111-296.
Adoption Date: 6/3/19 Revision Date(s): Page 5 of 5 I II ID
LAWTON BOARD OF EDUCATION CPAD
TAPE RECORDINGS
No individual employee of the Lawton Public Schools shall record conversations with another person without the knowledge and consent of the person being recorded. Prior to recording, both parties shall state on the recording that s/he understands and consents to such recording. At the end of the recorded conversation, both parties shall acknowledge on the recording that the recorded conversation has concluded.
Recordings of official group meetings may be made by any official participant in any informal or formal hearing or at any meeting held by a department, faculty, the PPDC, or Board of Education committees not subject to the state Open Meeting Act. Participants in such meetings must be made aware, or it must be obvious to the participants, that recordings are being made. Other unauthorized recordings of these group meetings are prohibited without the consent of those participating.
Meetings of the Lawton Board of Education are officially recorded by the district. While, under the provisions of the Open Meeting Act, the district cannot prohibit other, unofficial recordings of its meetings, the board requests that it be notified of any other such recordings being made.
Recording of any other group meeting or activity may be done only with the consent of a majority of the participants.
Any violation of this policy shall be deemed to constitute willful neglect of duty.
Adoption Date: 8/3/98 Revision Date(s): 4/04/16 Page 1 of 1
LAWTON BOARD OF EDUCATION CRE
WORKERS' COMPENSATION INSURANCE
It is the policy of the Lawton Board of Education that when an employee is absent from work due to a job-related illness and/or injury, compensation will be made to the claimant by the workers' compensation carrier.
It is further understood that neither earned vacation nor sick leave time will be used in lieu of workers' compensation benefits except as described below.
The school district will provide additional benefits to the employee, in addition to the workers' compensation benefits, by permitting employees to use a portion of accrued sick leave. When sick leave is used along with worker's compensation benefits, only that amount of sick leave may be used which when combined with worker's compensation benefits will provide a combined daily benefit equal to the employee's regular daily rate of pay. Any benefits above the worker's compensation benefits will be taxed at the particular employee's normal tax rate.
In no case will the combined payments to the claimant be in excess of 100 percent of the regular contractual salary for that employee.
Sick leave may be used for time lost to job-related injuries that do not qualify for workers' compensation insurance.
Adoption Date: 5/4/04 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CRE-E1
SUPERVISOR'S REPORT OF ACCIDENT
(Please print all information)
Every accident should be investigated and the causes corrected so that more accidents will not occur. Don't overlook the so-called "unimportant" cases, because except for "chance”, they could also have been serious. Only by thorough investigation, can many of the real causes be determined and corrected. File this report with the Business Office, Shoemaker Center, within 24 hours.
Name of Employee School/Site Dept.
Date of Accident Time Did Employee Lose Time from Work? Yes ___ No ___
SS# Has Employee Returned to Work? Yes ___ No ___
Job Title Service with the District Years, in Present Job
GIVE US YOUR HONEST COMMENTS ON QUESTIONS BELOW. WE ARE NOT TRYING TO BLAME ANYONE. YOUR OPINION MAY HELP US PREVENT REPETITION.
Please answer the following: Check "Yes" or "No" 1. Was injured person properly instructed in safe and efficient method? Yes No 2. Did injured person violate any instructions? Yes No 3. Was necessary protective equipment worn? (if applicable) Yes No 4. Did poor housekeeping contribute to accident? Yes No 5. Did horseplay cause the accident? Yes No 6. Was it caused by something which needed repairs? Yes No 7. Should a guard be provided? Yes No 8. Did any bodily defect contribute to accident'? Yes No 9. Was it caused by an unsafe act? Yes No 10. Did injured report the injury to you, the supervisor, immediately? Yes No
Accident - Describe what injured was doing at time of accident, what happened, who was involved, nature of injury, part of body affected.
Number of Employees at Work Site ______Witnesses' Names Unsafe Act - What did the employee or another person do incorrectly?
Unsafe Conditions - What unguarded or unsafe condition of machinery, equipment, building or premises was involved?
Remedy - What should be done to prevent other accidents like this?
Action Taken - What has been done to correct the conditions which caused this accident'?
Medical Care - Did employee go to doctor or hospital? Yes_____ No ______If ‘Yes”, complete the following: Name of Doctor or Hospital ______Date of Initial Visit ______Address ______Telephone Number
As Supervisor, do you feel this injury should be covered under workers’ compensation benefits? Yes_____ No ______Reasons Why
Report Submitted By Date
Building Supervisor Date
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CRE-E2
WORKERS’ COMPENSATION/SICK LEAVE ELECTION CLAIM FORM
The Lawton Public School District shall provide the benefits established under the Oklahoma Workers’ Compensation Act and Lawton Public Schools policy to all school district employees who are injured in on-the-job accidents.
All regular employees who are injured in on-the-job accidents shall receive statutory benefits including medical expenses, temporary compensation, and benefits for permanent disability or death.
An authorized licensed physician, who the employee has chosen and initially provides the necessary treatment, must either take the employee off work, or assign light duty that the district cannot accommodate, in order for the employee to be eligible for Temporary Total Disability (TTD). The employee also must miss three (3) full days of work in order to be eligible for TTD. Chiropractic visits will be limited to 18 treatments. If the employee switches to another physician, the TTD payments will end; unless the employee has first been referred to the other physician by the authorized physician.
I suffered a job-related injury on ______(date) while working for the Lawton Public Schools district. As a result of the injury, I am entitled to receive temporary disability compensation according to the Workers’ Compensation laws of Oklahoma. I understand that I am entitled to receive such compensation until I am released by a physician to return to work. I have accumulated certain sick leave/personal leave benefits, because of my employment, which are available to me when I am unable to work because of illness or injury. My employment position is: Certified Support
PLACE AN ‘X’ IN THE APPROPRIATE BLANKS BELOW TO CONFIRM YOUR ELECTION CHOICES
DURING THE THREE (3) DAY WAITING PERIOD, the employee has ONE of the following options:
1. ELECT TO NOT USE SICK, PERSONAL, and/or VACATION LEAVE DAY(S)
I prefer to NOT USE any of my available leave benefits while I am off work due to my on-the-job injury. Lawton Public Schools will not force an employee to use his/her sick leave, personal, or vacation day(s).
Employee WILL NOT receive TTD payments Employee WILL NOT receive payments from the Lawton Public Schools OR
2. ELECT TO USE HIS/HER SICK, PERSONAL, and/or VACATION LEAVE DAY(S)
Employee WILL NOT receive TTD payment Employee WILL use FULL sick, personal, and/or vacation leave days to offset the waiting period Employee WILL receive FULL payments from Lawton Public Schools for each FULL sick, personal, and/or vacation leave day used
Adoption Date: 4/16/09 Revision Date(s): 7/21/00 Page 1 of 2
LAWTON BOARD OF EDUCATION CRE-E2
WORKERS’ COMPENSATION/SICK LEAVE ELECTION CLAIM FORM (cont.)
BEGINNING ON FOURTH AUTHORIZED DAY OF WORK MISSED, if the employee is due 70% of his/her average weekly wage (AWW); paid by Workers’ Compensation. This will be paid regardless of whether the employee wishes to use sick, personal, and/or vacation leave days to supplement the remaining 30% of the AWW. The employee has ONE of the following options:
1. ELECT TO NOT USE SICK, PERSONAL, and/or VACATION LEAVE DAY(S)
I prefer to NOT USE any of my available leave benefits while I am off work due to my on-the-job injury. Lawton Public Schools will not force an employee to use his/her sick leave, personal, or vacation day(s).
Employee WILL receive TTD payments at 70% of AWW Employee WILL NOT receive payment from Public Schools Employee WILL NOT use sick, personal, and/or vacation day(s) OR
2. ELECT TO USE HIS/HER SICK, PERSONAL, and/or VACATION LEAVE DAY(S)
Employee WILL receive FULL payment from Lawton Public Schools Employee WILL use FULL sick, personal, and/or vacation leave days for each day paid Employee WILL NOT be entitled to TTD payment Employee WILL sign his/her Workers’ Compensation check(s) over to “the payment of Lawton Public Schools”
Name Social Security No. Last First Middle
Address Number & Street City State Zip Code
Job Title School or Department
Dated this _____ day of ______, ____ .
Employee Witness School District Representative
Adoption Date: 4/16/09 Revision Date(s): 7/21/00 Page 2 of 2
LAWTON BOARD OF EDUCATION CVFA
FAIR LABOR STANDARDS ACT
The Board of Education will comply fully with the Fair Labor Standards Act, its regulations, and relevant court decisions. This district will inform employees of the Act through proper posting of information as disseminated by the U.S. Department of Labor. The district will cooperate with all state agencies and maintain compliance.
The superintendent is directed to prepare a regulation supporting this policy and implementing the provisions of the Fair Labor Standards Act subject to approval of this board.
REFERENCE: Fair Labor Standards Act State Department of Education, Outline for FLSA Policies
Adoption Date: 8/3/98 Revision Date(s): Page 1 of 1
LAWTON BOARD OF EDUCATION CVFA-E1
OVERTIME/COMPENSATORY TIME AUTHORIZATION FORM
In accordance with the Fair Labor Standards Act (FSLA), The Lawton Public School District has a policy of granting employees compensatory time off in lieu of compensation for hours worked in excess if the job category work week. A copy of this policy has been provided to me. I understand compensatory time will be granted at a time and one-half for all hours worked in excess of contract hours above a forty (40) hour work week. I further understand that the compensatory time may be limited, preserved, used, or cashed out consistent with the provisions of policy (CVFA-P1) OVERTIME/COMPENSATORY TIME and applicable laws and regulations of the U. S. Department of Labor. I also agree to accurately record all time worked for the district in any capacity.
I, voluntarily and knowingly, agree to this provision of time off as compensation for overtime worked as a condition of my employment and consent to the use of compensatory time in accordance with the policy. I further understand that in the event any portion of the policy in interpreted to conflict with the FSLA or its regulation that the conflicting portion shall be struck and the remainder of the policy shall continue in full force and effect.
______Employee Signature
______Print Name
______Date
Adoption Date: 8/4/2014 Revision Date(s): Page 1 of 2
LAWTON BOARD OF EDUCATION CVFA-E2
OVERTIME AUTHORIZATION FORM
Name ______Date ______
Job to be Done ______
Reason for Overtime ______
______
FOR PRIOR APPROVAL: Fill out the form and submit to Human Resources before the work can be authorized.
Estimated Hours to be Worked: ______Time Frame: From ______to ______
Approved: Yes No ______Signature of Supervisor
Form Returned: Date ______Signature of Human Resources Administrator
FOR EMERGENCY USE ONLY: Fill out and return to Human Resources after the job is completed. Prior approval is not required for emergency calls.
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
______Signature of Supervisor
______Signature of Human Resources Administrator
PLEASE WRITE THE TIME WORKED ON YOUR TIME CARD AND ATTACH THE SIGNED APPROVAL FORM.
Adoption Date: 8/4/2014 Revision Date(s): 7/16/15 Page 1 of 2
LAWTON BOARD OF EDUCATION CVFA-E2
LOG:
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
TO BE COMPLETED AFTER JOB HAS BEEN DONE:
Date IN: ______Time IN: ______
Date OUT: ______Time OUT: ______
Adoption Date: 8/4/2014 Revision Date(s): 7/16/15 Page 2 of 2
LAWTON BOARD OF EDUCATION CVFA-P1
OVERTIME/COMPENSATORY TIME
Overtime/Compensatory Time
Overtime is defined as all hours which exceed the forty (40) hours in the employee job category in a work week from Monday through Sunday. Hours above the job category work week less but than 40 hours per week is defined as straight time. Compensatory (“comp”) time is overtime that is distributed as time off. It is the District’s intention to distribute overtime or straight time hours as compensatory time in lieu of compensation. Payment for overtime will be charged directly to the site and department as the supervisor unless otherwise indicated in writing by the Superintendent or Assistant Superintendent.
Exempt Employees include salaried employees and substitutes and are not eligible for compensatory time for hours that exceed the employee’s regular job category. Schedule adjustments may occur with supervisor approval.
Non-Exempt employees are eligible for comp time for all hours that exceed 40 hours in the employee's regular job category in a standard week. Time worked in excess of 40 hours during a work week must be approved in writing and in advance by the Human Resources Administrator. Emergency overtime work may be performed without prior approval, provided the circumstances regarding the overtime are reported to the Human Resources Administrator immediately thereafter. Work completed without prior written approval may be subject to appropriate disciplinary action.
Any non-exempt employee who has accrued comp time and who requests the use of comp time shall be permitted to use the comp time within a reasonable period after making the request if the use of comp time does not unduly disrupt the operation of the District. All department heads and supervisors are encouraged to limit the accumulation of comp time and repay the accumulated time within the fiscal year it was earned. All requests to use comp time must be in writing.
If the request is denied, the employee and supervisor are to arrange an alternate date for the comp time to be used. If no agreement can be reached, then a meeting will be conducted with the Human Resources Administrator to schedule a date for the comp time to be taken. The District, as its sole option, may require an employee to use accrued comp time at certain times. Comp time may be required to be used before leave may be requested if the employee comp time balance is eight (8) hours or less.
Adoption Date:10/22/93 Revision Date(s): 8/3/98; 8/4/14; 5/4/15 Page 1 of 2
LAWTON BOARD OF EDUCATION CVFA-P1
OVERTIME/COMPENSATORY TIME (cont.)
The Fair Labor Standards Act (FLSA) allows up to 240 hours of comp time to be accrued (160 hours of actual overtime work). Employees who work in a public safety activity, emergency response activity or seasonal activity may accumulate up to 480 hours of comp time (320 hours of actual overtime hours). Time periods in excess of fifteen (15) minutes during which the employee is not actually performing job duties will not be included as “hours worked” if the time can effectively be used for the employee’s own purpose.
Non-exempt employees are not allowed to do “volunteer” work for the District. Volunteer work is defined as extra time to complete the work assignment outside of the normal day without prior approval.
Non-exempt employees are required to leave their work stations promptly at the end of their work day or when they are no longer on the clock.
Any non-exempt support employee whose employment with the District changes due to a job category change or terminates and who has accrued but not used comp time shall be paid at the regular rate in effect at the time the employee receives the payment.
The District reserves the right to substitute a cash payment, in whole or in part, for comp time. Any combination of comp time and overtime payment in cash must adhere to the principle of “time and one-half” for overtime is maintained.
This compensatory time off policy shall be considered as a condition of employment for all non- exempt support employees of the District.
Adoption Date:10/22/93 Revision Date(s): 8/3/98; 8/4/14; 5/4/15 Page 2 of 2
LAWTON BOARD OF EDUCATION CVFA-P2
TEMPORARY TIME
TEMPORARY WRITE-IN TIME
Bus drivers on temporary driving runs (time) will be handled in the following manner:
1. Classification No 1. - Temporary Assignment Trips. Temporary assignment trips (time) would be any routes assigned which conclude within two months, or whose status would change if continued beyond two months. No payment for sick leave, or designated holidays would be made, and the assignment could be terminated at any time. This time would be written in on the monthly time card and would not affect the permanent contract hours listed on the time card.
2. Classification No 2. - Temporary Assignment Trips. Temporary additional contract trips (time) would be any routes assigned which are expected to conclude within one year, or longer than one year if the purpose of the trips is known to be temporary in nature. Payment for sick leave and designated holidays would be made, but the assignment would be subject to being administratively terminated by the director of transportation at such time as it was no longer deemed to be needed. This time would be added to the driver’s regular permanent contract hours but would remain categorized as temporary additional contract time since it could be administratively withdrawn.
3. Classification No 3. - Permanent Contract Trips. Permanent Contract trips (time) would be any routes assigned which are defined as permanent or expected to last more than one year unless known to be temporary in nature. Payment for sick leave and designated holidays would be made, and the assignment would not be subject to being administratively terminated. All hours assigned in this category would be guaranteed contract hours in the same way that other regular, permanent support employee hours are defined.
Each existing or created route operated by the transportation department would first be defined into one of the three classifications described. The definition or classification of the hours assigned to each driver will result from the classification into which the route has been placed.
TEMPORARY FOOD SERVICE HOURS
General Recommendation Beginning with the 1993-94 school year, all temporary hours previously assigned at the fixed rate of one (1) hours per school for preparing breakfast be merged into the regular labor- authorizing formula now used to determine the total labor hours which are assigned to a school's food service program.
Adoption Date: 3/9/06 Revision Date(s): 4/6/09; 5/4/15 Page 1 of 2
LAWTON BOARD OF EDUCATION CVFA-P2
TEMPORARY TIME (cont.)
7.25 Hour Position Created As is the case in many elementary buildings, two permanent, regular 6.75-hour contract employees have worked the additional 30 minutes in order to prepare both meals, regardless of the hours authorized by the participation formula. If such a building were truly authorized 15.5 hours of labor, then each employee would be authorized to become a 7.25 hour per day contract employee. Across the District, positions could include hours of 7.25, 7.0, 6.75, 6.5, 6.25, 6.0, 5.0, 4.0, 3.0, 2.0 depending upon the participation formula for breakfast and lunch for that school. Provided that any position which carries hours above 6.75 would not be permanently guaranteed for those hours above 6.75. If meals served do not support more than 6.75 hours of labor, then the permanent contract time for such employees would drop back to 6.75 at the end of the school year.
Temporary Hour Possible Because the inventory of food service supplies has often been done by various employees or a combination of employees, and often occurs during the regularly scheduled work day, the extra permanent hour per month previously authorized would become temporary add-on time only if the additional clock hour is actually worked in order to complete the inventory.
Adoption Date: 3/9/06 Revision Date(s): 4/6/09; 5/4/15 Page 2 of 2
LAWTON BOARD OF EDUCATION CW
NAMING NEW FACILITIES
The naming of a school is an important matter that deserves thoughtful attention. Personal prejudice or favoritism, political pressure, or temporary popularity should not be an influence in choosing a name. An orderly, announced procedure is expected to lessen the community or factional pressures that so quickly build up when the selection of a name is delayed or seems uncertain.
(Option 1)
It is the policy of the Lawton Board of Education that new or existing buildings or structures will be named only after deceased persons who have made important or noteworthy contributions of service to the country, state, community, or school district.
Buildings and structures are defined as school buildings, administration buildings, gymnasiums, stadiums, athletic fields, and playgrounds.
(Option 2)
The Lawton Board of Education shall be responsible for the naming/renaming of all schools and school facilities. The board president will appoint a committee composed of board members, administrators, patrons, etc., to submit two names to the board for the naming/renaming of schools and one name to the board for the naming/renaming of school facilities.
Anyone may submit to the committee a suggestion for a school name for consideration. Suggestions must be in writing, on a board-approved form, stating the name of the sponsor and the reasons justifying the nomination. Dedication requests may be submitted to the superintendent. Upon receipt of sufficient biographical and/or other data available, a dedication request will be placed on the agenda of a regular school board meeting for discussion and vote.
Criteria for Consideration
1. Schools/facilities may be named after an area or community where the school is located or after a person or persons.
2. In naming a school facility after a person, primary consideration should be given to presidents of the United States or individuals who have made a significant contribution to education in the community, the state, or the nation. In addition to societal contributions, the moral character of the individual must be considered.
Adoption Date: Revision Date(s): 1/9/03 Page 1 of 3
LAWTON BOARD OF EDUCATION CW
NAMING NEW FACILITIES (cont.)
3. Recognizing that the ethnic and cultural composition of a local school community will change and that school/facility names are permanent, the name selected should have broad acceptance in a multi-cultural society.
4. In naming a school after a person, that person shall have been deceased at least _____ years.
5. If a school/facility is demolished, the name may be used again.
Naming Schools
Elementary and middle schools/junior high schools will be named for an area or community or in honor of persons who have made a significant contribution to their community, the state, or the nation.
All secondary schools will be named for geographic and historic locations or for presidents of the United States.
Naming Facilities
From time to time, as an alternative to naming the entire building after an individual, the board of education may choose to recognize outstanding service to the youth of this district by dedicating or naming an appropriate area (i.e., playground, library, gymnasium, auditorium, stadium, etc.) in honor of some exceptional individual(s) who have unselfishly given their time and energy in promoting excellence in education.
The naming of a building facility shall follow the same procedure set forth above for the naming/renaming of a building, except that the requirements of Criteria for Consideration number 4, above, shall not apply.
Renaming a School/Facility
In situations deemed unusual or appropriate, the board may take steps to rename a school/facility or portions thereof.
Changing the name of a school will be limited to elementary and middle schools. The recommendation of a name change will be brought to the board through the local governance structure of the school.
Adoption Date: Revision Date(s): 1/9/03 Page 2 of 3
LAWTON BOARD OF EDUCATION CW
A school named after a person shall not be renamed, except for compelling reasons; and, once official action is taken to name a school, the name shall not be changed unless there is a confusion of names.
Special Dedications of School Facilities
If the board of education approves a special dedication, formal dedication will follow as soon as possible. The ceremony should encompass a presentation of an official proclamation and the placement of an appropriate plaque to commemorate the individual’s significant contribution to the Lawton Public Schools. A certain sensitivity and common sense must be reflected in the timing of any public recognition.
Adoption Date: Revision Date(s): 1/9/03 Page 3 of 3