800 Series: Buildings and Sites Policy Manual
Grinnell-Newburg School District
800 Objectives of Buildings and Sites (approved: , reviewed: 11/15/23, revised: )
801.1 Buildings and Sites Long Range Planning (approved: , reviewed: 11/15/23, revised: )
801.2 Buildings and Sites Surveys (approved: , reviewed: 11/15/23, revised: )
801.3 Educational Specifications for Buildings and Sites (approved: , reviewed: 11/15/23, revised: )
801.4 Site Acquisition (approved: , reviewed: 11/15/23, revised: )
801.5 Bids and Awards for Construction Contracts (approved: , reviewed: 11/15/23, revised: )
802.1 Maintenance Schedule (approved: , reviewed: 11/15/23, revised: )
802.2 Requests for Improvements (approved: , reviewed: 11/15/23, revised: )
802.3 Emergency Repairs (approved: , reviewed: 11/15/23, revised: )
802.4 Capital Assets (approved: , reviewed: 2/14/18, revised: 11/15/23 )
802.4R1 Capital Assets Regulation (approved: , reviewed: 2/14/18, revised: 11/15/23)
802.4R2 Capital Assets Management Systems Definition (approved: , reviewed: 2/14/18, revised: 11/15/23 )
802.5 Buildings and Sites Adaptation for Persons With Disabilities (approved: , reviewed: 11/15/23, revised: )
802.6 Vandalism (approved: , reviewed: 11/15/23, revised: )
802.7 Energy Conservation (approved: , reviewed: 11/15/23, revised: )
803.1 Disposition of Obsolete Equipment (approved: , reviewed: 2/14/18, revised: 11/15/23)
803.2 Lease, Sale or Disposal of School (approved: , reviewed: 11/15/23, revised: )
804.1 Facilities Inspections (approved: , reviewed: 11/15/23, revised: )
804.2 District Emergency Operations Plans (approved: , reviewed: 2/14/18, revised: 11/15/23 )
804.4 Asbestos Containing Material (approved: , reviewed: 11/15/23, revised: )
804.5 Stock Prescription Medication Policy (approved: 11/15/23)
804.5E1 Parental Authorization and Release Form for the Administration of a Voluntary School Supply of Stock Medication for Life Threatening Incidents (approved 11/15/23)
804.6. Use of Recording Devices on School Property (approved 11/15/23)
804.6R1 Use of Recording Devices on School Property - Use of District-Owned Recording Devices Regulation (approved 11/15/23)
804.7. Radon Mitigation (approved 11/15/23)
804.7R1 Radon Mitigation (approved 11/15/23)
Code No. 800
OBJECTIVES OF BUILDINGS & SITES
This series of the board policy manual sets forth the Board’s objectives and goals for the school district's buildings and sites. It is the goal of the board to provide sufficient school district buildings and sites for the education program. The board will strive to provide an environment which will encourage and support learning.
In providing this environment the school district buildings and sites will accommodate the organizational and instructional patterns that support the education program. The board has final authority to determine what is necessary to meet the needs of the education program.
It is the responsibility of the superintendent to oversee the day-to-day operations of the school buildings and sites and to notify the board of areas in need of improvement.
Approved: 2/14/18
Reviewed: 11/15/23
Revised:
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 801.1
BUILDINGS & SITES LONG RANGE PLANNING
As part of the board's long range plan for the school district's education program, the board will include the buildings and sites needs for the education program. The long-term needs for buildings and sites will be discussed and determined by the board.
It is the responsibility of the superintendent to provide information including, but not limited to, enrollment projections and education program requirements to the board.
Legal Reference:
Iowa Code §§ 280.3, .12, .14; 297 (2013).
Cross Reference:
103 Long-Range Needs Assessment
Approved: 2/14/18
Reviewed: 11/15/23
Revised:
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 801.2
BUILDINGS & SITES SURVEYS
The board may engage the services of consultants or other personnel to study the needs of the school district's buildings and sites in providing the education program. The results of these services will be considered in planning the education program and in making decisions about the improvement, acquisition and disposal of additional buildings and sites.
It is the responsibility of the superintendent to make a recommendation to the board regarding the need for such services and who should perform such services for the board.
Legal Reference:
Iowa Code §§ 280.3, .14; 297 (2013).
Cross Reference:
103 Long-Range Needs Assessment
801 Site Acquisition and Building Construction
Approved: 2/14/18
Reviewed: 11/15/23
Revised:
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 801.3
EDUCATIONAL SPECIFICATIONS FOR BUILDINGS & SITES
Buildings and sites considered for purchase or construction by the board or currently owned by the school district and used for the education program must meet, or upon improvement be able to meet, the specifications set by the board. The board will make this determination.
Prior to remodeling or other construction of buildings and sites, the board may appoint a committee of consultants, employees, citizens, or others to assist the board in developing the specifications for the new or improved buildings and sites. These specifications will be consistent with the education program, and they will provide the architect with the information necessary to determine what is expected from the facility. It is within the discretion of the board to determine whether a committee is appointed.
The education specifications will include, but not be limited to, the financial resources available for the project, the definition and character of classrooms, the functional use to be made of the rooms, description of specialized needs, and other pertinent information as the board deems necessary.
It is the responsibility of the superintendent to make a recommendation to the board regarding the specifications of buildings and sites.
Legal Reference:
Cedar Rapids Community School District, Linn County v. City of Cedar Rapids, 252 Iowa 205, 106 N.W.2d 655 (1960).
Iowa Code §§ 8A; 280.3, .14; 297; 544A (2013).
1974 Op. Att'y Gen. 529.
Cross Reference:
801 Site Acquisition and Building Construction
Approved: 2/14/18
Reviewed: 11/15/23
Revised:
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 801.4
SITE ACQUISITION
Sites acquired by the board will meet or, upon improvement, be able to meet the specifications set out by the board prior to using the site for the education program. The board may meet in closed session to discuss potential purchases of sites.
It is the responsibility of the superintendent to assist the board and to make recommendations concerning the acquisition of sites.
Legal Reference:
Iowa Code §§ 21.5(j); 297 (2013).
Cross Reference:
212 Closed Sessions
705.1 Purchasing - Bidding
801 Site Acquisition and Building Construction
Approved: 2/14/18
Reviewed: 11/15/23
Revised:
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 802.1
MAINTENANCE SCHEDULE
The school district buildings and sites, including the grounds, buildings and equipment, will be kept clean and in good repair. Employees should notify the building principal when something is in need of repair or removal, including graffiti.
It is the responsibility of the superintendent to maintain the school district buildings and sites. As part of this responsibility, a maintenance schedule is created and adhered to in compliance with this policy.
NOTE: The sentence on graffiti is necessary because of the liability a school district could incur in a case involving harassment. The continued presence of graffiti could expose the school district to liability. It is recommended that school districts implement a procedure to discourage, report and remove graffiti in a timely manner.
Legal Reference:
Iowa Code §§ 279.8; 280.3, .14 (2013).
Cross Reference:
502.2 Care of School Property/Vandalism
502.5 Student Lockers
802 Maintenance, Operation and Management
804.1 Facilities Inspections
Approved: 2/14/18
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 802.2
REQUESTS FOR IMPROVEMENTS
Generally, except for emergency situations, requests for improvements or repairs are made to the superintendent by building principals and the director of maintenance. Requirements for requests outlined in the maintenance schedule will be followed.
Minor improvements, not exceeding a cost of $10,000, may be approved by the superintendent. Improvements exceeding $10,000 must be approved by the board. Routine maintenance and repairs outlined in the maintenance schedule will be followed.
Legal Reference:
Iowa Code §§ 279.8; 280.3, .14 (2013).
Cross Reference:
802.1 Maintenance Schedule
802.3 Emergency Repairs
Approved: 2/14/18
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 802.3
EMERGENCY REPAIRS
In the event of an emergency requiring repairs, in excess of the state limit, to a school district facility are necessary in order to correct or control the situation and to prevent the closing of school, the provisions relating to bidding will not apply.
It is the responsibility of the superintendent to obtain certification from the area education agency administrator stating such repairs in excess of the state limit were necessary to prevent the closing of school.
It is the responsibility of the superintendent to notify the board as soon as possible considering the circumstances of the emergency.
NOTE: This policy reflects Iowa law regarding emergency repairs. The certification of AEA administrator is a legal requirement.
Legal Reference:
Iowa Code §§ 26.3, 280.3, .14; 297.8 (2013).
Cross Reference:
705.1 Purchasing - Bidding
802 Maintenance, Operation and Management
Approved: 9-12-12
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 802.4
FIXED ASSETS MANAGEMENT SYSTEM
The school district will establish and maintain a capital assets management system for reporting capitalized assets owned or under the jurisdiction of the school district in its financial reports in accordance with generally accepted accounting principles (GAAP) as required or modified by law; to improve the school district's oversight of capital assets by assigning and recording them to specific facilities and programs and to provide for proof of loss of capital assets for insurance purposes.
Capital assets, including tangible and intangible assets, are reported in the government-wide financial statements (i.e. governmental activities and business type activities) and the proprietary fund financial statements. Capital assets reported include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment. Capital assets reported in the financial reports will include individual capital assets with an historical cost equal to or greater than $5,000, except for intangible right to use lease assets. The Federal regulations governing school lunch programs require capital assets attributable to the school lunch program with a historical cost of equal to or greater than $500 be capitalized. Additionally, capital assets are depreciated over the useful life of each capital asset.
All intangible assets (except for right to use lease assets) with a purchase price equal to or greater than $5,000 with useful life of two or more years, are included in the intangible asset inventory for capitalization purposes. Such assets are recorded at actual historical cost and amortized over the designated useful lifetime applying a straight-line method of depreciation. If there are no legal, contractual, regulatory, technological or other factors that limit the useful life of the asset, then the intangible asset needs to be considered to have an indefinite useful life and no amortization should be recorded.
The capital assets management system must be updated monthly to account for the addition/acquisition, disposal, relocation/transfer of capital assets. It is the responsibility of the superintendent to count and reconcile the capital assets with capital assets management system on June 30 each year.
It is the responsibility of the superintendent to develop administrative regulations implementing this policy. It will also be the responsibility of the superintendent to educate employees about this policy and its supporting administrative regulations.
NOTE: This is a mandatory policy. It is suggested the board consider a capitalization threshold consistent with the GASB 34 Committee Recommendations which recommended "districts and AEAs implement capitalization levels that would capture at least 80% of the value of assets. However, the threshold should not be greater than $5,000." In addition, Boards may wish to establish guidelines at lower thresholds for keeping track of capital assets for internal control and insurance purposes.
In determining the capital asset capitalization threshold, the size of the school district, the property insurance deductible and the time and effort necessary to account for and track capital assets with a lesser value should be considered. It is strongly recommended the board consult with the school auditor prior to setting the capitalization threshold.
An intangible asset excluding right to use lease, should be recognized in the statement of net assets only if it is identifiable which means the asset is either separable or, arose from contractual or other legal rights, regardless of whether those rights are transferable or separable. The intangible asset must also possess all of the following characteristics/criteria:
- lack of physical substance;
- be of a nonfinancial nature (not in monetary form like cash or investment securities); and,
- the initial useful life extending beyond a single reporting period.
Examples of intangible assets include easements, land use rights, patents, trademarks and copyrights. In addition, intangible assets include computer software purchased, licensed or internally generated, including websites, as well as outlays associated with an internally generated modification of computer software.
Intangible assets can be purchased or licensed, acquired through nonexchange transactions or internally generated. Intangible assets exclude assets acquired or created primarily for purposes of directly obtaining income, assets from capital lease transactions reported by lessees, and goodwill created through the combination of a government and another entity.
This policy provides for valuing capital assets at historical cost as required by GAAP. This policy bases the capitalization threshold on the historical/acquisition cost of the individual asset. The school district can choose to use the historical cost of all the items included in a purchase order as the basis for determining whether to capitalize the capital asset. The cost of improvements may be added to the historical cost of a capital asset. Deciding whether to add the costs of an improvement to a capital asset's historical cost is a judgment call which should be made after consulting with the school auditor.
Legal Reference:
Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A.
Cross Reference:
709 Insurance Program
701.3 Financial Records
Approved: 2/14/18
Revised: 11/15/23
Grinnell-Newburg Community School District, Grinnell, IA
ode No. 802.4R1
CAPITAL ASSETS REGULATION
The superintendent, and/or other designated staff, shall:
NOTE: This sample administrative regulation provides a sample capital asset management system. It is important the administrative regulations adopted by a school district reflect is its actual practice. The school district may choose to employ a service provider to conduct the annual capital assets physical count, annual capital assets listing and to implement a capital assets management system for capital assets required to be capitalized under board policy.
Should the board employ a service provider, it is important to have the school attorney review the request for proposals and to draft the service provider contract.
This sample administrative regulation provides for valuing capital assets at historical cost as required by GAAP. This administrative regulation also requires the school district to maintain the replacement value of capital assets. Should the school district decide not to maintain replacement values for its capital assets, the requirement should be deleted from the administrative regulation.
Some school districts in completing their initial capital assets listing consider a room a unit. For example, 25 student desks, one teacher's desk, one teacher's chair, wastebasket, two storage/file cabinets and so forth could be considered a room unit with a value of $35,000. The unit is included as one item on the capital assets listing.
This may be a difficult element of a capital assets management system. Capital assets have a tendency to be moved around and the employees moving them generally do not remember to complete the paperwork or even to inform the superintendent. A quality annual reconciliation process must be done to ensure a valid capital assets listing. Some school districts require a designated person at each building to complete the paperwork upon the disposal of a capital asset. School districts with a local area network can save paperwork by allowing each building to enter the information regarding disposal of capital assets as long as the appropriate checks and balances exist to verify the information.
The school auditor may, at a minimum, require a capital assets listing with the historical or other cost basis and balance sheet accounting/class code for each capital asset in the capital assets listing. It is important for the school district to consult with the district’s auditor prior to determining the school district's requirements for this annual report. The other items listed above are optional unless recommended by the school auditor to meet the school district's needs.
The capital assets listing total dollar amount must equal the amount entered on the school district's Certified Annual Report (CAR). This amount is calculated as follows:
Capital assets listing prior year by balance sheet accounting/class code
+ Additions/Acquisitions by balance sheet accounting/class code
- Disposal by balance sheet accounting/class code
= Capital assets listing current year by balance sheet accounting/class code
The last three reports may be used by school districts for many different purposes. For example, the "capital assets listing by location/building" and “capital assets listing by department/employee/person charged with custody" are used by school districts for the annual capital assets listing reconciliation to compare the actual capital assets in a building or department/room with the information in the capital assets management system.
Cross Reference:
701.03 Financial Records
709. Insurance Program
Approved: 2/14/18
Revised: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 802.4R2
CAPITAL ASSETS MANAGEMENT SYSTEM DEFINITIONS
Back trending/standard costing - an estimate of the historical original cost using a known average installed cost for like units as of the estimated addition/ acquisition date. This cost is only applied to the capital assets initially counted upon implementation of the capital assets management system when the historical original cost cannot be determined. It is inappropriate to apply the back trending/standard costing method to any capital assets acquired after the assets management system implementation date.
Balance sheet accounting/class codes - the codes set out for assets in the Iowa Department of Education Uniform Accounting Manual. They are: 200-capital assets; 211- land and land improvements; 221-site improvements; 222-accumulated depreciation on site improvements; 231-buildings and building improvements; 232-accumulated depreciation on buildings and building improvements; 241-machinery and equipment; 242-accumulated depreciation on machinery and equipment, 251-works of art and historical treasures; 252-accumulated depreciation on works of art and historical treasures, 261-infrastructure, 262-accumulated depreciation on infrastructure, and 271-construction in progress.
Book value - the value of capital assets on the records of the school district, which can be the cost or, the cost less the appropriate allowances, such as depreciation.
Buildings and building improvements - a capital assets account reflecting the addition/acquisition cost of permanent structures owned or held by a government and the improvements thereon.
Business-type activities – one of two classes of activities reported in the government-wide financial statements. Business-type activities are financed in the whole or in part by fees charged to external parties for goods or services. These activities are usually reported in enterprise funds.
Capital expenditures/expenses - expenditures/expenses resulting in the addition/acquisition of or addition/acquisition to the school district's capital assets.
Capital assets - Capital assets with a value of equal to or greater than ($ capitalization threshold) based on the historical cost include: long-lived assets obtained or controlled as a result of past transactions, events or circumstances. Capital assets include buildings, construction in progress, improvements other than facilities, land, machinery and equipment, and intangible assets.
Capitalization policy - the criteria used by the school district to determine which capital assets will be reported as capital assets on the school district’s financial statements and records
Capitalization threshold - The dollar value at which a government elects to capitalize tangible or intangible assets that are used in operations and that have initial useful lives extending beyond a single reporting period.
Capitalized interest - interest accrued and reported as part of the cost of the capital assets during the construction phase of a capital project. The construction phase extends from the initiation of pre-construction activities until the time the asset is placed in service.
Construction in progress - buildings in the process of being constructed other than infrastructure.
Cost - the amount of money or other consideration exchanged for goods or services.
Depreciation/Amortization - expiration in the service life of capital assets, other than wasting assets, attributable to wear and tear, deterioration, action of the physical elements, inadequacy and obsolescence. In accounting for depreciation/amortization, the cost of a capital asset, less any salvage value, is prorated over the estimated service life of such an asset, and each period is charged with a portion of such cost.
Fixtures - attachments to buildings that are not intended to be removed and cannot be removed without damage to the buildings. Those fixtures with a useful life presumed to be as long as that of the building itself are considered a part of the building. Other fixtures are classified as machinery and equipment.
General capital assets - capital assets that are not capital assets of any fund, but of the governmental unit as a whole. Most often these capital assets arise from the expenditure of the financial resources of governmental funds.
General capital assets account group (GFAAG) - a self-balancing group of accounts established to account for capital assets of the school district, not accounted for through specific proprietary funds.
Government activities – activities generally financed through taxes, intergovernmental revenues, and other non-exchange revenues. These activities are usually reported in governmental funds and internal service funds.
Government-wide financial statements – Financial statements that incorporate all of a government's governmental and business-type activities, as well as its nonfiduciary component units. There are two basic government-wide financial statements the statement of net assets and the statement of activities. Both basic government-wide financial statements are presented using the economic resources measurement focus and the accrual basis of accounting.
Historical (acquisition) cost - the actual costs expended to place a capital asset into service. For land and buildings, costs such as legal fees, recording fees, surveying fees, architect fees and similar fees are included in the historical cost. For machinery and equipment, costs such as freight and installation fees and similar fees are included in the historical cost.
Improvements – In addition made to, or change made in, a capital asset, other than maintenance, to prolong its life or to increase the efficiency or capacity. The cost of the addition or change is added to the book value of the asset.
Improvements other than buildings - attachments or annexation to land that are intended to remain so attached or annexed, such as sidewalks, trees, drives, tunnels, drains and sewers. Sidewalks, curbing, sewers and highways are sometimes referred to as "betterments," but the term "improvements" is preferred.
Infrastructure – long-lived capital assets that normally are stationary in nature and normally can be preserved for a significantly greater number of years than most capital assets. Examples of infrastructure assets include; roads, bridges, tunnels, drainage systems, tater and sewer systems, dams, and lighting systems.
Investment in general capital assets - an account in the GFAAG representing the school district's investment in general capital assets. The balance in this account generally is subdivided according to the source of the monies that finance the capital assets addition/acquisition, such as general fund revenues and special assessments.
Land and buildings - real property owned by the school district.
Machinery and equipment - capital assets which maintain their identity when removed from their location and are not changed materially or consumed immediately (e.g., within one year) by use. Machinery and equipment are often divided into specific categories such as: transportation machinery and equipment which includes school buses and school district owned automobiles, trucks and vans; other motor machinery and equipment which includes lawn maintenance machinery and equipment, tractors, motorized carts, maintenance machinery and equipment, etc.; other machinery and equipment which includes furniture and machinery and equipment contained in the buildings whose original cost is equal to or greater than ($ capitalization threshold), and capital assets under capital leases and capital assets being acquired under a lease/purchase agreement.
Proprietary funds – Funds that focus on the determination of operating income, changes in net assets (or cost recovery), financial position, and cash flows. There are two different types of proprietary funds: enterprise funds and internal service funds.
Replacement cost - the amount of cash or other consideration required today to obtain the same capital assets or its equivalent.
Approved: 2/14/18
Revised: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 802.5
BUILDINGS & SITES ADAPTATION FOR PERSONS WITH DISABILITIES
The board recognizes the need for access to its buildings and sites by persons with disabilities. School district buildings and sites currently in use will be altered to be accessible to persons with disabilities unless the alteration would cause an undue hardship for the school district. Renovated and new buildings and sites will be accessible to persons with disabilities.
It is the responsibility of the superintendent, upon board approval, to take the necessary action to ensure school district buildings and sites are accessible to persons with disabilities.
NOTE: This policy reflect disability law as it relates to physical facilities. School districts are required to have a physical facilities transition plan that outlines when physical facilities will become accessible to persons with disabilities.
Legal Reference:
29 U.S.C. §§ 621-634 (2012).
42 U.S.C. §§ 12101 et seq. (2012).
Iowa Code chs. 104A; 216 (2013).
Cross Reference:
102 Equal Educational Opportunity
603.3 Special Education
Approved: 2/14/18
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 802.6
VANDALISM
The board believes everyone should treat school district buildings and sites and property with respect for the benefit of the education program. Users of school district property will treat it with care. Employees discovering vandalism should report it to the building principal as soon as possible.
Persons under the jurisdiction of the school district and suspected, found or proven to have destroyed or otherwise harmed school district property may be subject to discipline by the school district, and may be reported to local law enforcement officials. Persons who are not under the jurisdiction of the school district and who are suspected, found or proven to have destroyed or otherwise harmed school district property will be reported to the local law enforcement authorities.
Legal Reference:
Iowa Code § 279.8 (2013).
Cross Reference:
502 Students Rights and Responsibilities
802.1 Maintenance Schedule
903.4 Public Conduct on School Premises
Approved: 2/14/18
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 802.7
ENERGY CONSERVATION
In concert with the board's goal to utilize public funds in an effective and efficient manner, employees and students will practice energy conservation methods when utilizing the school district's buildings and sites. These methods include, but are not limited to, turning off lights and equipment when not in use, reducing the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending upon the weather.
It is the responsibility of the superintendent to develop energy conservation guidelines for employees and students. Employees and students will abide by these guidelines.
Legal Reference:
Iowa Code §§ 279.44; 473.19-.20 (2013).
Cross Reference:
700 Purpose of Non Instructional and Business Services
802.1 Maintenance Schedule
Approved: 2/14/18
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 803.1
DISPOSITION OF OBSOLETE EQUIPMENT
School property, such as equipment, furnishings, or supplies (hereinafter equipment), will be disposed of when it is determined to be of no further use to the school district. It is the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.
Obsolete equipment or property other than real property having a value of no more than $25,000 may be sold or disposed of in a manner determined by the board. However, the sale of equipment, furnishings or supplies disposed of in this manner will be published in a newspaper of general circulation.
A public hearing will be held regarding the disposal of the equipment with a value of $5,000 or more prior to the board's final decision. The board will adopt a resolution announcing the proposed sale or disposition and will publish notice of the time and place of the public hearing and the description of the property will be in the resolution. Notice of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date unless otherwise required by law. Upon completion of the public hearing, the board may dispose of the equipment.
It is the responsibility of the superintendent to make a recommendation to the board regarding the method for disposing of equipment of no further use to the school district.
NOTE: The language in the second and third paragraphs reflect Iowa law regarding the sale of personal property. Boards should add their procedures for disposition of personal property valued at less than $5,000 in the second paragraph.
Legal Reference:
Iowa Code §§ 297.22-.25.
Cross Reference:
705.1 Purchasing - Bidding
705.01-R(1) Purchasing-Bidding-Suspension and Debarment of Vendors and Contractors Procedure
705.01-R(2). Purchasing-Bidding-Using Federal Funds in Procurement Contracts
Approved: 2/14/18
Revised: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 803.2
LEASE, SALE OR DISPOSAL OF SCHOOL DISTRICT BUILDINGS & SITES
Decisions regarding the lease, sale, or disposal of school district real property are made by the board. In making its decision the board will consider the needs of the education program and the efficient use of public funds.
Prior to the board's final decision regarding real property, a public hearing will be held. The board will adopt a resolution announcing the proposed sale which will contain notice of the time and place of the public hearing and the description of the property or locally known address. Notice of the time and place of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date. Upon completion of the public hearing, the board may dispose of the property.
If the real property contains less than two acres, is located outside of a city, is not adjacent to a city and was previously used as a schoolhouse site, the property may revert to the owner of the tract from whom the property was taken following the procedures set forth in Iowa Code §§ 297.15-.25.
In the case of a sale or lease of school district real property not being used for the education program, unless otherwise exempted, advertisements for bids will be taken. If the bids received by the board are deemed inadequate, the board may decline to sell or lease the property and re-advertise.
In the case of the razing of a school district facility, in an amount in excess of the statutory minimum required by law, the board will advertise and take bids for the purpose of awarding the contract for the project.
The superintendent is responsible for coordinating the action necessary for the board to accomplish the lease, sale, or disposal of school district real property, including student-constructed buildings. It will also be the responsibility of the superintendent to make a recommendation to the board regarding the use of school district real property not being utilized for the education program.
NOTE: The language in the second and third paragraph reflect Iowa law regaring the sale of real property.
Legal Reference:
Iowa Code §§ 297.15-.25 (2011).
Cross Reference:
704 Revenue
705.1 Purchasing - Bidding
803 Selling and Leasing
Approved: 2/14/18
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 804.1
FACILITIES INSPECTIONS
A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, facilities, and grounds will be conducted as part of the maintenance schedule for school district buildings and sites. The results of inspection will be reported to the board annually. Further, the board may conduct its own inspection of the school district buildings and sites annually.
Legal Reference:
Iowa Code § 279.8 (2013).
Cross Reference:
802 Maintenance, Operation and Management
Approved: 2/14/18
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 804.2
DISTRICT EMERGENCY OPERATIONS PLANS
The safety and security of the school community is paramount to the Community School District. While there is no absolute guarantee of safety, it is the goal of the district to encourage and support a physically secure learning and working environment within its buildings. The district shall work in conjunction with community stakeholders including local emergency management coordinators and local law enforcement agencies to create emergency operations plans for all district buildings and school buildings where students are educated.
The superintendent, or their designee, shall be responsible for the development, review and implementation of the district emergency operations plan. The plan shall include procedures for transmitting alerts regarding emergency situations to school personnel, students, and employers for non-school employees whose presence is regularly required in the school building. The emergency operations plan shall be updated and reviewed annually by the Board and shall address responses to natural disasters, active shooter scenarios and other emergencies as determined by the district. The emergency operations plans are confidential and shall not be subject to disclosure under Iowa Code Chapter 22. However, the district shall publish procedures for students, school personnel, parents, and family members to report possible safety threats on school grounds and at school activities.
The administration shall hold annual emergency operations drills at each district building covered by an emergency operations plan in accordance with law. The district shall determine which school personnel shall participate and whether local law enforcement and students participate in annual drills.
NOTE: This is not a mandatory policy, but all school districts are required to have emergency operations plans in place for their districts no later than June 30, 2019.
Legal Reference: Iowa Code 280.30
Cross Reference:
711.7 School Bus Safety Instruction
800 Objectives of Buildings & Sites
Approved: 2/14/18
Revised: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 804.4
ASBESTOS CONTAINING MATERIAL
Friable and nonfriable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed. If there is a need to replace asbestos it will be replaced with non asbestos containing materials. Each school building will maintain a copy of the asbestos management plan.
The school district will annually notify, appoint and train appropriate employees as necessary.
Legal Reference:
20 U.S.C. §§ 3601 et seq. (2012).
40 C.F.R. Pt. 763.84 (2012).
Iowa Code §§ 279.52-.54 (2013).
Cross Reference:
403.4 Hazardous Chemical Disclosure
802 Maintenance, Operation and Management
Approved: 2/14/18
Reviewed: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 804.5
STOCK PRESCRIPTION MEDICATION SUPPLY
The Grinnell-Newburg Community School District seeks to provide a safe environment for students, staff, and visitors who are at risk of potentially life-threatening incidents including severe allergic reactions, respiratory distress and opioid overdose. Therefore, it is the policy of the district to annually obtain a prescription for epinephrine auto-injectors, bronchodilator canisters and spacers and/or opioid antagonists from a licensed health care professional, in the name of the school district, for administration by a school nurse or personnel trained and authorized to administer to a student or individual who may be experiencing an anaphylactic reaction, respiratory distress or acute opioid overdose.
Procurement and maintenance of supply: The district shall stock a minimum of the following for each attendance center: [select supply of stock medication district will voluntarily provide]
One pediatric dose and one adult dose epinephrine auto-injector;
One pediatric and one adult dose bronchodilator canister and spacer;
One dose naloxone or other opioid antagonist.
The supply of such medication shall be maintained in a secure, easily accessible area for an emergency within the school building, or in addition to other locations as determined by the school district.
The school nurse shall routinely check stock of medication and document in a log monthly:
The expiration date;
Any visualized particles or color change for epinephrine auto-injectors;; or
Bronchodilator canister damage.
The employee shall be responsible for ensuring the district replaces, as soon as reasonably possible, any logged epinephrine auto-injector bronchodilator canister or spacer or opioid antagonist that is empty after use, damaged or, close to expiration., The district shall dispose of stock medications and delivery devices in accordance with state laws and regulations.
Training: A school nurse or personnel trained and authorized may provide or administer any of the medication listed in this policy from a school supply to a student or individual if the authorized personnel or school nurse reasonably and in good faith believes the student or individual is having an anaphylactic reaction, respiratory distress, asthma or other airway-constricting disease, or opioid overdose. Training to obtain a signed certificate to become personnel authorized to administer an epinephrine auto-injector, bronchodilator canister or spacer or opioid antagonist shall consist of the requirements of medication administration established by law and an annual anaphylaxis, asthma, other airway-constricting disease, opioid overdose training program approved by the Department of Education. .
Authorized personnel will be required to retake the medication administration course, training program and provide a procedural skills demonstration to the school nurse demonstrating competency in the administration of stock epinephrine auto-injectors, bronchodilator canister or spacer or opioid antagonists to retain authorization to administer these medications if the following occur:
Failure to administer an epinephrine auto-injector , bronchodilator canister or spacer or opioid antagonist according to generally accepted standards of practice (“medication error”); or
Accidental injection injury to school personnel related to improperly administering the medication (“medication incident”).
Reporting: Authorized personnel will contact the school nurse or emergency medical services (911) immediately after a stock bronchodilator canister is administered to a student or individual. The school nurse retains accountability for professional nursing judgment with the administration of stock bronchodilator and whether to contact emergency medical services in accordance with Iowa laws.
The district will contact emergency medical services (911) immediately after a stock epinephrine auto-injector, or stock opioid antagonist is administered to a student or individual. The school nurse or authorized personnel will remain with the student or individual until emergency medical services arrive.
Within 48 hours, the district will report to the Iowa Department of Education:
Each medication incident with the administration of stock epinephrine, bronchodilator canister or spacer, or opioid antagonist;
Each medication error with the administration of stock epinephrine, bronchodilator canister or spacer, or opioid antagonist; or
The administration of a stock epinephrine auto-injector, bronchodilator canister or spacer, or opioid antagonist.
As provided by law, the district, board, authorized personnel or school nurse, and the prescriber shall not be liable for any injury arising from the provision, administration, failure to administer, or assistance in the administration of an epinephrine auto-injector, bronchodilator canister or spacer, or opioid antagonist provided they acted reasonably and in good faith.
The superintendent may develop an administrative process to implement this policy.
NOTE: Districts are not required by law to stock and maintain a supply of epinephrine auto-injectors, bronchodilator canister or spacer, or opioid antagonist. However, if a district decides to stock and maintain a supply of these medications, the board is required to establish a policy.
NOTE: For additional information, training resources and reporting forms regarding voluntary stock medication , please visit the Department of Education’s page titled “School Nurse Resources” and scroll down to “Stock Medications,” located at https://educateiowa.gov/pk-12/learner-supports/school-nurse/school-nurse....
Legal Reference: Iowa Code §§ 135.185; 190; 279.8.
281 I.A.C. 14.3.
655 I.A.C 6.2(2)
Cross References
507.02 Administration of Medication to Students
507.02-E(1) Administration of Medication to Students - Authorization - Asthma, Airway Constricting or Respiratory Distress Medication Self-Administration Consent Form
507.02-E(2) Administration of Medication to Students - Parental Authorization and Release Form for the Administration of Medication or Special Health Services to Students
507.02-E(3) Administration of Medication to Students - Parental Authorization and Release Form for Independent Self Carry and Administration of Prescribed Medication or Independent Delivery of Health Services by the Student
507.02-E(4) Administration of Medication to Students - Parental Authorization and Release Form for the Administration of Voluntary School Stock of Over-the-Counter Medication to Students
Approved: 11/15/23
Grinnell-Newburg Community School District, Grinnell, Iowa
Code No. 804.5E1
PARENTAL AUTHORIZATION AND RELEASE FORM FOR THE ADMINISTRATION OF A VOLUNTARY SCHOOL SUPPLY OF STOCK MEDICATION FOR LIFE THREATENING INCIDENTS
_________________________________ ___/___/___ _________________ ___/___/___
Student's Name (Last), (First), (Middle) Birthday School Date
The district seeks to provide a safe environment for students, staff, and visitors who are at risk of potentially life-threatening incidents The district supplies the following prescription medications for life threatening incidents that are listed below. Generic brands may be substituted, (select all that apply):
Epinephrine auto-injectors
Bronchodilator
Bronchodilator Canisters and Spacers
Opioid Antagonist
Pursuant to state law, the school district or and its employees are to incur no liability for any injury arising from the provision, administration, failure to administer, or assistance in the administration of the selected prescription medications supplied by the school for life threatening incidents provided they have acted reasonably and in good faith.
The parent or guardian shall sign consent for the student to receive the voluntary school supply of stock medication listed for life threatening incidents and sign a statement acknowledging that the school district is to incur no liability as a result of administration of a prescription medication for life threatening incidents provided the school district to have acted reasonably and in good faith.Electronic signature meets the requirement of written signature.
I request the above-named student be administered the voluntary stock supply of prescription medication, in the name of the school district, by a school nurse or personnel trained and authorized to administer to a student who acting reasonably and in good faith perceives the student may be experiencing symptoms associated with a life threatening incident following the administration instructions listed as identified in the required annual awareness training associated with the stock medication(s) above and after completion of the medication administration course requirements
I understand the school district and its employees acting reasonably and in good faith shall incur no liability as a result of administration of the prescription medication(s)for life threatening incidents provided the school district to have acted reasonably and in good faith.
______________________________________ __________________________________
Parent/Guardian Signature Date
(agreed to the above statement)
Approved: 11/15/2023
Grinnell Newburg Community School District
Code No. 804.6
USE OF RECORDING DEVICES ON SCHOOL PROPERTY
District-Generated Recordings
The district believes in the importance of providing a safe and enriching learning environment possible for its students. The district uses digital recording devices on school property including school transportation vehicles to help protect the safety of district students, employees and community members; and to safeguard district property which is funded using public resources. Additionally, district-generated recordings of students engaging in the district’s educational and extracurricular programs can be essential to engage positively with the school community and promote the value of public education.
In order to balance privacy and safety interests, no recording devices will be utilized on district property where individuals maintain a reasonable expectation of privacy. These areas include but are not limited to: the school nurse’s office, restrooms, locker rooms, changing areas, lactation spaces and employee break areas.
Recordings of students have the potential to be considered education records. Any recordings will be maintained and accessed in compliance with the requirements of the Family Education Rights and Privacy Act and the district’s policy on student records.
Recordings will be digitally maintained and stored for an appropriate amount of time to maintain the safety of the educational environment and to safeguard district property, after which they will be destroyed. The superintendent or superintendent’s designee will establish any necessary regulations related to the secure storage, maintenance, viewing and destruction of digital recordings.
Non-District Generated Recordings
The use of non-district owned recording devices on school property and at school events will be regulated. Students, parents and community members will not be permitted to take recordings of other students or employees during school hours unless the recording is authorized in advance by building administration. Students and employees found to violate this policy will be subject to disciplinary measures consistent with board policy and applicable student and employee handbooks. This policy will not be construed or enforced in a way that infringes on employee activity otherwise protected by law.
It is important to foster a community spirit and sense of unity within the district. However, the district acknowledges that not every student or staff member feels comfortable or safe being recorded. At district-sponsored extracurricular events and activities, the use of non-district owned recording devices by the public may be monitored by administration if a concern is made known to district administration by a student, employee or parent. Any individuals determined to be making recordings considered bothersome to students or staff may be asked to stop or destroy their recording and may be asked to leave the event.
|
Legal Reference: |
20 USC 1232 Iowa Code §§ 279.8 |
Approved 11/15/2023
Grinnell Newburg Community School District
Code No. 804.6R1
USE OF RECORDING DEVICES ON SCHOOL PROPERTY - USE OF DISTRICT-OWNED RECORDING DEVICES REGULATION
The board supports the use of recording devices on district property as a means to monitor and maintain a safe environment for students and employees. District property includes district-owned land, buildings, vehicles, buses and any other property as needed. The contents of the recordings may be used as evidence in a student or employee disciplinary proceeding.
Student Records
The content of the recordings may be a student record subject to federal and state law, board policy and administrative regulations regarding confidential student records. Generally, surveillance video that does not capture any specific incident is not a student record or personnel record and may be disclosed as a public record upon request. Only those persons with a legal basis or legitimate educational purpose may view the recordings. In most instances, individuals with a legitimate educational purpose may be the superintendent, building principal, classroom teacher, transportation director, bus driver, HR director and special education staffing team. A parent may inspect, review or be informed of the content of the recording without consent from any student or parent of a minor student also shown in the recording, whether the student is a bystander to an incident or directly involved. The district may, but is not obligated by law to provide a copy of a recording to a parent or student upon request.
A recording during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity. If the content of the recording becomes the subject of a student disciplinary proceeding, it will be treated like other evidence in the proceeding.
Notice
The school district will annually provide the following notice to students, employees, and parents:
The Community School District Board of Directors has authorized the use of recording devices on school district owned property. The recording devices will be used to enhance safety and security within the educational environment. Students, employees, and parents are hereby notified that the content of the recording may be used in a student or employee disciplinary proceeding. The content of the recordings may be considered confidential student records and will be retained with other student records. Recordings will only be retained if necessary for use in a student or employee disciplinary proceeding or other matter as determined necessary by the administration. Parents may request to view the recording of their child.
The following notice will also be placed on all school buses equipped with recording devices:
This building/bus is equipped with a recording /audio monitoring system.
Review of Recording Devices
The school district will review the recordings when necessary, as a result of an incident reported by an employee or student. The recordings may be recirculated for erasure after 14 days.
If not public records, the viewing of the recordings is limited to the individuals having a legitimate educational purpose. A written log, as appropriate, may be kept of those individuals viewing the recordings stating the time, name of individual viewing and the date the recordings was viewed.
Student Conduct
Students are prohibited from tampering with the recording devices on the school property. Students found in violation of this regulation will be disciplined in accordance with the school district discipline policy and Good Conduct Rule and will reimburse the school district for any repairs or replacement necessary as a result of the tampering.
Employee Conduct
District-generated recordings may be used as evidence in employee disciplinary matters, as appropriate. Employees are prohibited from tampering with recording devices on school property. Employees found to be in violation of this regulation will be subject to disciplinary action as outlined in the employee handbook and relevant board policies.
Approved: 11/15/2023
Grinnell Newburg Community School District
Code No. 804.7
RADON MITIGATION
The district recognizes the importance of providing healthy learning environments for students, employees and community members in district buildings. The district will take appropriate measures as required by law to assess radon levels in attendance centers and provide for mitigation or other measures where appropriate.
It is the responsibility of the superintendent to create administrative regulations necessary to carry out this policy.
NOTE: School boards are required to approve a plan to assess radon levels in attendance centers in accordance with the requirements listed in the accompanying regulation.
Legal Reference: Iowa Code §§ 280.32
Code No. 804.7R1
RADON MITIGATION
The district will create and the board will approve a plan to assess levels of radon gas present in district attendance centers. Funding for any costs related to radon testing or mitigation will be paid from the state school foundation aid received to the district or from revenues received from the Secure an Advanced Vision for Education fund.
Each district attendance center will undergo a short-term test for the presence of radon gas at least once by July 1, 2027. Short-term test means a test using a device that remains in an area for two to seven days to determine the amount of radon in the air. Repeated short-term testing will occur every five years following the date of the first test.
Radon testing will be performed by an individual certified to conduct such testing pursuant to Iowa Code section 136B.1 or by district employees who have completed a school radon testing training program approved by the Iowa Department of Education and the Iowa Department of Public Health.
If the results of any short-term test at an attendance center are at or above four picocuries per liter, the district will conduct a second short-term test in spaces with elevated levels within sixty days of the first test. If the averaged test results of the first and second tests are at or above four picocuries per liter, the district will retain an individual credentialed to develop a radon mitigation plan.
The plan may include further diagnostic testing, corrective measures, and active mitigation. The mitigation plan will be completed within two years of first short-term test unless the district plans to abandon or renovate the attendance center within five years and renovation includes radon mitigation.
All new school construction will include radon resistant construction techniques.
Approved: 11/15/2023
Grinnell Newburg Community School District