SUPPORT SERVICES                                                Regulation 5110

Buildings and Grounds Management

Buildings and Grounds Maintenance and Inspection

Each building principal shall give attention to the condition of the buildings in his/her care as to cleanliness, heating, ventilation and general maintenance, in order to safeguard the health, safety and comfort of the students and employees. Principals shall report conditions needing attention to the appropriate administrator.

The principal of each school shall regularly inspect and identify any hazardous conditions in his/her area of supervision and promptly report them in writing to the Superintendent's designee. The reports will identify conditions and suggest corrections. The designee shall regularly report to the Superintendent regarding such conditions and plans to correct.

The Superintendent/designee is directed to maintain a proper preventive maintenance program and include adequate funds to sustain this program in the budget recommendation. Provisions of this program should include the following:

1. The Superintendent and building principals will periodically inspect the buildings and grounds and report findings to the Board.

2. Improvements and additions to the buildings and grounds will be made as established by capital outlay line items approved in the budget by the Board.

3. An adequate custodial services program for all buildings will be maintained.

4. School grounds and fields will be maintained and improved when necessary to ensure a safe, functional and attractive environment.

5. District buildings and equipment will be repaired, painted and replaced as needed.

6. Obsolete equipment will be identified.

SUPPORT SERVICES                                                Regulation 5130

Building and Grounds Management

Energy Conservation Measures

The conservation measures outlined below should be emphasized at the beginning of each heating season. School principals should advise students and staff of the conservation measures that are being implemented. The cooperation of all concerned will be necessary to make this conservation program successful. Continued emphasis on the need to conserve energy is necessary.

During the Heating Season

1. Lower thermostats to obtain a building temperature of 1 degrees Fahrenheit during the day. Kindergarten, shower and locker room thermostats may be adjusted to maintain a 5000 degree Fahrenheit room temperature.

2. Adjust heating setback switches to obtain nighttime building temperatures of 63 degrees. All schools are to activate setback switches at the close of school. Where possible, school building thermostats will be set at 3 degrees Fahrenheit to further conserve fuel resources.

3. Pay particular attention to door and window closures to reduce heat costs.

4. The maintenance staff will coordinate with school principals on efficient boiler use to insure minimum boiler operations.

5. The maintenance staff will assess outside air intake systems and adjust where needed to reduce heat loss.

During the Cooling Season

1. Hold cooling levels for air-conditioned areas at not lower than 4 degrees Fahrenheit during working hours. Activate setback switches at 4:00 p.m. unless the physical plant is specifically exempt to provide comfortable temperatures for special programs in a school.

Other

1. Reduce interior hall lighting by 50 percent at all times. Insure that classroom lights are out when not in use. Night custodial staff will use minimum lighting necessary to accomplish tasks.

2. If a special hardship is sustained by an activity, the building principal may make an exception to this regulation.

3. Drivers of public school vehicles are reminded of the State Air Pollution Control Board regulation which prohibits the running of vehicle engines for more than three minutes when the vehicle is parked, except when the engine provides auxiliary service other than for heating or air conditioning. Fuel economy is enhanced by eliminating unnecessary engine idling when idle time exceeds one minute.

SUPPORT SERVICES                                                Regulation 5210

Safety, Security and Communications

Hazardous Materials

The District will follow procedures outlined below in order to comply with the Asbestos Hazard Emergency Response Act of 1986 (AHERA):

1. Contract with accredited/certified agencies to conduct inspections of school buildings for asbestos-containing materials.

2. Follow recommended procedures to control the release of asbestos fibers upon completion of asbestos inspections.

3. Develop a management plan which lists corrective steps and long-range maintenance of asbestos control procedures. This report shall be made available to the public and filed with appropriate state agencies.

4. Post warnings on all areas containing asbestos and notify students, parents, and employees regarding the afflicted areas.

SUPPORT SERVICES                                                Regulation 5230

Safety, Security and Communications

Accident Reporting

The following guidelines are to be used to determine whether or not a report is to be completed.

A report should be completed when:

1. The accident requires that a doctor be called.

2. The accident results in absence of student for one-half day or more.

3. The accident results in a serious injury.

4. When in doubt about whether or not a report is needed, complete one.

Accident Report Procedure

1. The building administrator, designee or nurse initiates the report.

2. The person in charge at the time of the accident completes the report.

3. The report is returned in one day to the building office and is forwarded to the principal.

4. The principal reviews the report and makes a recommendation for corrective action to be taken or notes action taken.

5. The principal forwards the original copy to the Superintendent/designee. A copy remains in the school.

6. The Superintendent/designee is responsible for evaluation of the report. It is to serve as a basis for a safety and accident prevention program.

SUPPORT SERVICES                                                Regulation 5240

Safety, Security and Communications

Weather, Earthquake and Fire Emergencies

The Board recognizes the necessity for a planned safety program to ensure to the extent possible a safe environment for students, staff and visitors. The responsibility for ensuring safe conditions throughout the District is shared by the Board, Superintendent and staff. The Superintendent/ designee, at the Board's direction will be responsible for the development and implementation of a safety program to include, but not be limited to, weather, fire and civil defense emergencies.

The Superintendent/designee is authorized to dismiss schools, at his/her discretion, because of hazardous road conditions or other conditions which would make the operation of schools impractical or hazardous to students and staff.

At the direction of the Superintendent/designee, building principals will determine areas in each building which, in the principal's opinion, are best suited for the protection of students and staff during civil defense emergencies. School will not be dismissed in the case of civil defense alerts or tornado warnings.

The Superintendent/designee will provide for fire inspections on announced and unannounced bases for each building. The Superintendent/designee will also be responsible for remedying unsafe conditions in school buildings which have been reported by local fire marshals acting in their official capacity. Building principals are responsible for preparing a fire drill and emergency exit plan for their buildings. Exit plans will be posted in each classroom and reviewed with the students on a regular basis. Fire drills will be conducted during the first full week of school and on a quarterly basis thereafter to ensure safe and efficient exit in the event of an emergency.

Earthquake Emergency Procedure System

At the direction of the Board, the District has established and implemented an earthquake emergency procedure system for each school. In developing and implementing its earthquake emergency procedure, the District has obtained assistance from the Missouri Emergency Management Agency.

The earthquake emergency procedure will include, but not be limited to, the following components:

1. Building disaster plans to monitor the safety and care of students and staff.

2. At least two earthquake emergency preparedness drills in each school per school year.

3. Specific procedures and protective measures to be taken before, during and following an earthquake.

4. Awareness and training for students and staff concerning the District's earthquake emergency procedure system.

The District's earthquake emergency procedure system is available for inspection in the District's administrative offices during normal business hours.

At the beginning of each school year, the District staff will distribute to students the earthquake awareness and safety information prepared by the Federal and Missouri Emergency Management Agencies.

NOTE: The above earthquake procedure management system is required for the Missouri counties listed below.

SUPPORT SERVICES                                                Regulation 5410

Inventory Management

Inventory Requirements

Federal Program Equipment and Supplies

Definitions

Equipment – Tangible, nonexpendable personal property having a useful life of more than a year and an acquisition cost of $1.000.00 or more per unit.

Supplies – All tangible personal property other than equipment.  Computing devices are supplies if cost is less than $1,000.00.

Additional Tracking Requirements

The District will maintain effective control over and accountability for all funds, property and other assets.  Regardless of cost, the District will maintain effective control and will safeguard all assets and will assure that they are used solely for authorized programs.

Equipment Disposition

The District will use equipment used in the Federal program of which it was acquired as long as needed, whether or not the program continues to be supported by the Federal award.

When equipment acquired under a Federal award is no longer needed for the original program, the District will dispose of the equipment as follows:

1. Items with a current per unit fair market value of $5,000.00 or less may be retained, sold or otherwise disposed of with no further obligation.
2. Items with a current per unit market value in excess of $5,000.00 may be retained by the District or sold.
3. Sales procedures will comply with Policy 3390.

Updated:  03/14/17

SUPPORT SERVICES                                                Regulation 5540

Food Service Program

Food Safety

In order to implement the District's Food Safety Program, standard operating procedures should be developed in the following area:

General Safety Considerations

Prohibit bare hand contact with ready to eat foods

Store chemicals away from food and food related supplies

Personnel

Require hand washing after restroom use, sneezing, coughing, or after performing any cleaning activity.

Develop a policy for restricting or excluding ill employees from food production or preparation areas.

Product Procurement

Follow recommendations for selecting vendors such as those found in State distributing agency vendor certification procedures.

Develop buyer product specifications.

Receiving

Reject all cans with swollen sides or ends, flawed seals and seams, rust or dents.

Put perishable foods into the refrigerator or freezer immediately.

Storing

Store all food and paper supplies 6 to 8 inches off the floor.

Label all food with name of the school and delivery date.

Transporting

Preheat transfer cart prior to use.

Limit transport travel time to a maximum of 2 hours.

Holding

Keep hot foods hot (above 135 °F) and cold foods cold (below 41 °F).

Preparation

Do not keep food in the "danger zone" (between 41 °F and 135 °F) for more than 4 hours.

Handle food with utensils, clean, gloved hands, or clean hands. (Bare hand contact with food during preparation should be limited. Bare hand contact with RTE foods should be prohibited.)

Cleaning / Sanitizing

Use clean water, free of grease and food particles.

Keep wiping cloths in sanitizing solution while cleaning.

Cooking and Documenting Temperatures

Record all temperatures when they are taken.

Use only a clean and sanitized thermometer when taking internal temperatures of food.

Cooling

Cool rapidly by storing food in small batches in individual containers; cover loosely so that heat can escape quickly.

Keep cold foods cold by pre-chilling ingredients for salads.

Reheating

Transfer reheated food to hot-holding equipment only when the food reaches the proper temperature.

Use only cooking ranges, ovens, steamers, and microwave ovens to reheat foods. Use hot-holding equipment only to maintain temperature and not for rapidly heating food.

SUPPORT SERVICES                                                Regulation 5620

Transportation

Student Transportation Services

Pupil transportation is a necessary auxiliary service and an integral part of the total educational program of the District. The time students spend on the bus exerts an important influence on the physical and mental condition that students bring to the classroom. Therefore, the major objectives of the pupil transportation program are as follows:

1. Provide the means by which students can reach school under safe and healthful conditions with as little time on the bus as is reasonably necessary.

2. Provide for an efficient and economical transportation system.

3. Adapt transportation to the requirements of the instructional program.

Any student whose conduct on a school bus is improper or jeopardizes the safety of other students may have his/her right to school bus transportation suspended for such period of time as deemed proper by the Superintendent, building principal or designee. Students with disabilities who are suspended from bus transportation will be afforded the procedural safeguards, if necessary, as required by the IDEA or Section 504. Such bus suspensions will not constitute a “removal” under the IDEA or Section 504 unless transportation is included as a necessary related service in the student’s IEP or Section 504 Plan. Uniform rules of conduct and disciplinary measures will be enforced.

The transportation service will be subject to continual supervision and regular evaluation on the basis of the following Board policies:

1. The Board of Education shall adopt policies governing pupil transportation upon the recommendation of the Superintendent, and shall include adequate funds in the budget to cover the cost of the transportation contract, secure proper authorization for the provision of transportation, and secure approval of bus routes from the Missouri State Board of Education when necessary.

2. The Superintendent shall assign administrative and operational duties regarding the transportation program, and shall keep the Board of Education informed as to the operation and needs of the student transportation program. The Superintendent shall recommend policies, budget and bus routes to the Board of Education for approval.

3. School administrators may be asked to ride certain bus routes and report their findings to the Superintendent. All violations of state and local requirements will be reported.

4. The Superintendent/designee will make spot checks of buses throughout the year to review compliance with requirements.

5. The Superintendent/designee will meet at least once a year with all the bus drivers.

Only those students who meet eligibility requirements by means of residence will be permitted to use school bus transportation for the purpose of travel to and from school. Other vehicles owned by the District or operated under contract with the School District shall transport no more children than the manufacturer suggests as appropriate for such vehicle.

Updated:  10/11/22

SUPPORT SERVICES                                                Regulation 5660

Transportation

Field Trips

Definitions

Field trip - A planned visit outside the classroom taken by students under the supervision of a teacher or other school official for the purpose of extending the instructional activities of the classroom through first-hand experience and participation in functional situations that relate directly to what is being studied.

Local field trip - A field trip that usually falls within a twenty-five (25) mile radius of the school, takes place within the regular school day and uses contracted or District transportation.

Out of area field trip - A field trip that fulfills any one of the following conditions: covers more than a twenty-five (25) mile radius, requires more than one day, uses contracted or District transportation, includes additional transportation fees, or involves other unusual circumstances.

Private transportation - The use of private vehicles for transporting students for field trips, school events and other school activities. Refer to Policy and Regulation 5661 - Field Trip Transportation in Private Vehicles/Common Carriers.

Financing Field Trips

The use of bus transportation services for field trips may be authorized from Board of Education appropriated funds budgeted for field trips if approved by the Superintendent/designee.

Field trip transportation may be funded from sources other than Board of Education funds. This may include PTO contributions, authorized fees, government funds and income generated by school activities.

Requests for Field Trips

All requests for use of school buses for field trips shall be made on the appropriate District form and shall be submitted to the principal for approval.

Requests for all out-of-area field trips shall be submitted through the principal for approval by the Superintendent/designee. When District bus transportation is used, a copy of the appropriate District form should be attached.

Field trip requests should be submitted early enough to permit a timely review by the principal.

Student Permission Form

All students shall be required to have a parent-signed permission form to participate in a field trip. In cases where there is a series of trips for a class, only one permission slip is necessary.

Study/Travel/Tour Programs

There are numerous study-travel-tour programs promoted and operated by commercial organizations, not only during summer vacations and holidays, but also at times during the school year.

1. Official Programs

On occasion, it may be appropriate for the schools to make use of the facilities of commercial organizations to offer study, travel or tour programs. The Superintendent/ designee shall have approved all aspects of such programs, and notification of the programs, together with implementing procedures, shall be sent to the schools. These should be designed for the summer vacation, holidays or for other times that do not entail long absences of either teachers or students from the regular school session.

In the event that any teacher would like to propose such a program, he/she should submit a written request through the principal for approval by the Superintendent/designee. Requests should be submitted early enough to permit adequate review at all levels; otherwise requests shall be denied.

The program should be undertaken to achieve valid educational objectives to warrant support by the school and the District. Care should be exercised to avoid excluding students from participating in the program because of their economic circumstances.

2. Non-Official Programs

Nonofficial study/travel/tour programs are ones that are not approved by the school and/or the District. Any private group involving school personnel, students and parents that is formed for the purpose of studying, traveling or touring should abide by the following guidelines:

1. The planning of any such activity and the activity itself shall be scheduled outside of the regular school day.

2. The activity shall not be sanctioned, recommended or advertised by a school and/or school personnel in an official capacity.

3. Solicitation of participation by students shall not be conducted in any school during the school day.

4. The activity shall not receive any school or District funds, supplies or duty time of employees.

School personnel participating in nonofficial programs should:

SUPPORT SERVICES                                                Regulation 5661

Transportation

Field Trip Transportation in Private Vehicles/Common Carriers

The following requirements will be enforced when transporting students by common carrier:

1. Terms of the transportation services provided by the common carrier will be recited in a written contract.

2. Common carriers will provide evidence of liability insurance in an amount equal to at least five (5) million dollars per accident.

3. Common carriers will provide evidence of safety inspection and compliance approved by the Federal Motor Carrier Safety Regulations.

4. Drivers of commercial carriers must possess a valid Missouri commercial driver's license and must comply with all provisions of the Federal Motor Carrier Safety Regulations.

The following requirements will be enforced when transporting students in vehicles other than district buses or common carriers:

1. Vehicles must be properly licensed and display a current safety inspection sticker.

2. Vehicle driver must have a current Missouri operator's license.

3. Vehicles must be equipped with operable safety restraints.

4. Vehicles must be insured by current liability insurance.