401 Employees and Internal Relations

401 Employees and Internal Relations mameyer@hcsdcy… Wed, 10/23/2019 - 13:42

401.01 Equal Employment Opportunity

401.01 Equal Employment Opportunity

EQUAL EMPLOYMENT OPPORTUNITY

The Harlan Community School District will provide equal opportunity to employees and applicants for employment in accordance with applicable equal employment opportunity and affirmative action laws, directives and regulations of federal, state and local governing bodies.  Opportunity to all employees and applicants for employment includes hiring, placement, promotion, transfer or demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, and layoff or termination.  The school district will take affirmative action in major job categories where women, men, minorities and persons with disabilities are underrepresented.  Employees will support and comply with the district's established equal employment opportunity and affirmative action policies.  Employees will be given notice of this policy annually.

The board will appoint an affirmative action coordinator.  The affirmative action coordinator will have the responsibility for drafting the affirmative action plan.  The affirmative action plan will be reviewed by the board at least every two years.

Individuals who file an application with the school district will be given consideration for employment if they meet or exceed the qualifications set by the board, administration, and Iowa Department of Education for the position for which they apply.  In employing individuals, the board will consider the qualifications, credentials, and records of the applicants without regard to age, color, creed, disability, gender identity, national origin, race, religion, sex, or sexual orientation. In keeping with the law, the board will consider the veteran status of applicants.

Prior to a final offer of employment for any teaching position, the school district will perform the background checks required by law.  The district may determine on a case-by-case basis that, based on the duties, other positions within the district will also require background checks.  Based upon the results of the background checks, the school district will determine whether an offer will be extended.  If the candidate is a teacher who has an initial license from the BOEE then the requirement for a background check is waived.

Advertisements and notices for vacancies within the district will contain the following statement: "The Harlan Community School District is an equal employment opportunity/affirmative action employer."  The statement will also appear on application forms.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, will be directed to the Affirmative Action Coordinator by writing to the Affirmative Action Coordinator, Harlan Community School District, Harlan, Iowa or by telephoning (712) 755-2152.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, may also be directed in writing to the Equal Employment Opportunity Commissions, Milwaukee Area Office, Reuss Federal Plaza, 310 West Wisconsin Ave., Suite 800, Milwaukee, WI., 53203-2292, (800) 669-4000 or TTY (800) 669-6820. http://www.eeoc.gov/field/milwaukee/index.cfm or the Iowa Civil Rights Commission, 400 E. 14th Street, Des Moines, Iowa, 50319-1004, (515) 281-4121 or (800) 457-4416,http://www.state.ia.us/government/crc/index.html  This inquiry or complaint to the federal office may be done instead of, or in addition to, an inquiry or complaint at the local level.

Further information and copies of the procedures for filing a complaint are available in the school district's central administrative office and the administrative office in each attendance center. 

Legal Reference:       
29 U.S.C. §§ 621-634 (2012).

42 U.S.C. §§ 2000e et seq. (2012).
42 U.S.C. §§ 12101 et seq. (2012).
Iowa Code §§ 19B; 20; 35C; 73; 216; 279.8 (2013).
281 I.A.C. 12.4; 14.1; 95.                              

Cross Reference:     
102 Equal Educational Opportunity
104 Bullying/Harassment
405.2 Licensed Employee Qualifications, Recruitment, Selection
411.2   Classified Employee Qualifications, Recruitment, Selection

Adopted: Unknown
Revised/Reviewed: 1.20.2020

Reviewed:  06.20.2022

mameyer@hcsdcy… Wed, 10/23/2019 - 13:45

401.02 Employee Conflict of Interest

401.02 Employee Conflict of Interest

EMPLOYEE CONFLICT OF INTEREST

Employees use of their position with the School District for financial gain shall be considered a conflict of interest with their position as employees and may subject employees to disciplinary action.

Employees have access to information and a captive audience that could award the employee personal or financial gain.  No employee may solicit other employees or students for personal or financial gain to the employee without the approval of the Superintendent or board if the Superintendent is the involved party. If the approval of the Superintendent is given, the employee must conduct the solicitation within the conditions set by the Superintendent. Further, the Superintendent (or board in case of superintendent) may, upon five days’ notice, require the employee to cease such solicitations as a condition of continued employment.

Employees shall not act as an agent or dealer for the sale of textbooks or other school supply companies doing business with the school district. Employees will not participate for personal financial remuneration in outside activities wherein their position on the staff is used to sell goods or services to students or to parents. Employees shall not engage in outside work or activities where the source of information concerning the customer, client, or employer originates from information obtained because of the employee’s position in the school district.

It shall also be a conflict of interest for an employee to engage in any outside employment or activity which is in conflict with the employee’s official duties and responsibilities.  In determining whether outside employment or activity of an employee creates a conflict of interest, situations in which an unacceptable conflict of interest is deemed to exist shall include, but not be limited to, any of the following:

  1. The outside employment or activity involves the use of the School District’s time, facilities, equipment and supplies or the use of the School District uniform, business card or other evidence of office to give the employee or member of the employee’s immediate family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public. For purposes of this section, a person is not “similarly situated” merely by being related to an employee of the School District.
  2. The outside employment or activity involves the receipt of, promise of, or acceptance of more or other consideration by the employee or a member of the employee’s immediate family from anyone other than the School District for the performance of any act that the employee would be required or expected to perform as part of the employee’s regular duties or during the hours in which the employee performs service or work for the School District.
  3. The outside employment or activity is subject to the official control, inspection, review, audit, or enforcement authority of the employee, during the performance of the employee’s duties.

If the outside employment or activity is employment or activity in (1) or (2) above, the employee must cease the employment or activity.  If the activity or employment falls under (3) then the employee must:

            •           Cease the outside employment or activity;

            or

            •          Publicly disclose the existence of the conflict and refrain from taking any official action or performing any official duty that would detrimentally affect or create a benefit for the outside employment or activity.  Official action or official duty includes, but is not limited to, participating in any vote, taking affirmative action to influence any vote, or providing any other official service or thing that is not available generally to members of the public in order to further the interests of the outside employment or activity.

When procurement is supported by Federal Child Nutrition funds, employees will not participate in the selection, award, or administration of a contract if there is a real or apparent conflict of interest in the contract.  Contract, for purposes of this paragraph, includes a contract where the employee, employee’s immediate family, partner, or a non-school district employer of these individuals is a party to the contract.

It shall be the responsibility of each employee to be aware of and take the necessary action to eliminate a potential conflict of interest should it arise.

Legal Reference:      
7 C.F.R. 3016.36(3) (2012).
Iowa Code §§ 20.7; 68B; 279.8; 301.28 (2013).

Cross Reference:      
203 Board of Directors' Conflict of Interest
402.4 Gifts to Employees

402.7 Employee Outside Employment
404 Employee Conduct and Appearance

Adopted: Unknown
Revised/Reviewed: 1.20.2020

Reviewed:  06.20.2022

mameyer@hcsdcy… Wed, 10/23/2019 - 13:45

401.03 Nepotism

401.03 Nepotism

NEPOTISM

More than one family member may be an employee of the school district.  It is within the discretion of the superintendent to allow one family member employed by the school district to supervise another family member employed by the school district subject to the approval of the board.

The employment of more than one individual in a family is on the basis of their qualifications, credentials and records.
  

Legal Reference:      
Iowa Code §§ 20; 71; 277.27; 279.8 (2013).

Cross Reference:      
405.2 Licensed Employee Qualifications, Recruitment Selection

411.2 Classified Employee Qualifications, Recruitment Selection

Adopted: 3.1.1979
Revised/Reviewed: 1.20.2020

Reviewed:  06.20.2022​​​​​​​

mameyer@hcsdcy… Wed, 10/23/2019 - 13:45

401.04 Employee Complaints

401.04 Employee Complaints

EMPLOYEE COMPLAINTS

Complaints of employees against fellow employees should be discussed directly between employees.  If necessary, complaints will be brought directly to the immediate supervisor, principal or superintendent and will be made in a constructive and professional manner.  Complaints will never be made in the presence of other employees, students or outside persons.

If complaint is not resolved, refer to policy 307 Communication Channels for additional information.

 

Legal Reference:       
Iowa Code §§ 279.8

Cross Reference:     
307 Communication Channels

Adopted: Unknown
Revised/Reviewed: 1.20.2020

Reviewed:  06.20.2022

mameyer@hcsdcy… Wed, 10/23/2019 - 13:46

401.05 Employee Records

401.05 Employee Records

EMPLOYEE RECORDS

The school district will maintain personnel records on employees.  The records are important for the daily administration of the educational program, for implementing board policy, for budget and financial planning, and for meeting state and federal requirements. 

The records will include, but not be limited to, records necessary for the daily administration of the school district, salary records, evaluations, application for employment, references, and other items needed to carry out board policy.  Employee personnel files are school district records and are considered confidential records and therefore are not generally open to public inspection or accessibility.  Only in certain limited instances, when the employee has given a signed consent, will employee personnel records be accessible to individuals other than the employee or authorized school officials.

Employees may have access to their personnel files, with the exception of letters of reference, and copy items from their personnel files at a time mutually agreed upon between the superintendent and the employee.  The school district may charge a reasonable fee for each copy made.  Employees, however, will not be allowed access to the employment references written on behalf of the employee.  Board members will generally only have access to an employee's file when it is necessary because of an employee related matter before the board.

It is the responsibility of the superintendent to keep employees' personnel files current.  The board secretary is the custodian of employee records.

It is the responsibility of the superintendent to develop administrative regulations for the implementation of this policy.

 

Legal Reference:       
Iowa Code chs. 20; 21; 22; 91B (2013). 

Reviewed:  06.20.2022​​​​​​​

Cross Reference:     
402.1 Release of Credit Information

403 Employees' Health and Well-Being
708 Care, Maintenance and Disposal of School District Records

Adopted: 8.30.1993
Revised/Reviewed: 1.6.2020

 

mameyer@hcsdcy… Wed, 10/23/2019 - 13:46

401.05.R1 Employee Records Regulation

401.05.R1 Employee Records Regulation

EMPLOYEE RECORDS – REGULATION

  1. Employee personnel records may contain the following information:
  • Personal information including, but not limited to, name, address, telephone number, emergency numbers, birth date and spouse.
  • Individual employment contract
  • Evaluations
  • Applications, resume and references
  • Salary information
  • Copy of the employee’s license or certificate, if needed for the position
  • Educational transcripts
  • Assignment
  • Records of disciplinary matters
  1. Employee health and medical records shall be kept in a file separate from the employee’s personnel records.Health and medical records may contain, but are not limited to:
  • Medical professional signed physical form.
  • Sick or long-term disability leave days.
  • Worker’s compensation claims
  • Reasonable accommodation made by the school district to accommodate the employee’s disability
  • Employee’s medical history
  • Employee emergency names and numbers
  • Family and medical leave request forms

 Applicant File Records Content

Records on applicants for positions with the school district shall be maintained in the central administration office. The records shall include, but not be limited to:

  • Applicant for employment
  • Resume
  • References
  • Evidence of appropriate license or certificate, if necessary, for the position for which the individual applied
  • Affirmative action form, if submitted



Record Access

Only authorized school officials shall have access to an employee’s records without the written consent of the employee.  Authorized school officials may include, but not be limited to, the superintendent, building principal, or board secretary.  In the case of a medical emergency, the school nurse or other first aid or safety personnel may have access to the employee’s health or medical file without the consent of the employee.  Board members will generally only have access to an employee’s personnel file without the consent of the employee when necessary for the conducting of board business.

Confidential records include, but are not necessarily limited to, birth dates, addresses, gender, employment applications, performance evaluations and individual test scores.

Employee Record Retention

All employee records, except payroll and salary records, shall be maintained for a minimum of seven years after termination of employment with the district.  Applicant records shall be maintained for a minimum of seven years after the position was filled.  Payroll and salary records shall be maintained for a minimum of three years after payment.

Reviewed:  06.20.2022

mameyer@hcsdcy… Wed, 10/23/2019 - 13:46

401.06 Limitations to Employment References

401.06 Limitations to Employment References

 LIMITATIONS TO EMPLOYMENT REFERENCES

The district believes in taking appropriate measures to promote the health and welfare of all students.  Any school employee, contractor, or agent shall not assist another school employee, contractor, or agent in obtaining a new job, apart from the routine transmission of administrative personnel files, if the individual or agency knows, or has probable cause to believe, that such school employee, contractor, or agent engaged in sexual misconduct regarding a minor or student in violation of the law. 

 This limitation does not apply if the matter has been properly reported to law enforcement and any other regulatory authorities required by law, and either:

·        the matter has been officially closed by the law enforcement agency;

·        the individual is acquitted or otherwise exonerated of the alleged misconduct; or

·        more than four years has passed since the case was opened, and no charges or indictment have been filed.
    

Legal References:     
20 U.S.C. §7926
281 I.A.C. 12.3(14)

 

Cross References:     
401.5 Employee Records
402.2 Child Abuse Reporting

402.3 Abuse of Students by School District Employees
405.2 Licensed Employee Qualifications, Recruitment, Selection

411.2 Classified Employee Qualifications, Recruitment, Selection

Adopted: 1.20.2020

Reviewed:  06.20.2022​​​​​​​

kklaassen@hcsd… Fri, 03/06/2020 - 10:24

401.07 Employee Travel Compensation

401.07 Employee Travel Compensation

EMPLOYEE TRAVEL COMPENSATION

Employees traveling on behalf of the school district and performing approved school business will be reimbursed for their actual and necessary expenses.  Whenever possible travel should be made in a school district vehicle.  Actual and necessary travel expense will include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses, and registration. 

Travel Outside the School District

Travel outside of the school district must be pre-approved. Pre-approval will include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved school district business.  Travel outside the school district by employees, other than the superintendent, is pre-approved by the superintendent or an immediate supervisor. 

Reimbursement for actual and necessary expenses may be allowed for travel outside the school district if the employee received pre-approval for the travel.  Prior to reimbursement of actual and necessary expenses, the employee must provide the school district with a detailed itemized receipt, indicating the date, purpose, and nature of the expense for each claim item.  In exceptional circumstances, the superintendent may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances is maintained as part of the school district's record of the claim. 

Failure to have a detailed, itemized receipt will make the expense a personal expense.  Personal expenses, including mileage, in excess of that required for the trip are reimbursed by the employee to the school district no later than 10 working days following the date of the expense.

Reimbursement for actual and necessary expenses allowed for travel outside the school district will be limited to the pre-approved expenses. Pre-approved expenses for registration are limited to the actual cost of the registration. 

Pre-approved expenses for transportation within 300 miles of the school district administrative office will be by automobile. Travel should be made in a school district vehicle, however, if a school district vehicle is not available, the employee will be reimbursed mileage at the rate of $.39/mile.  Travel to/from home and work is never a reimbursable travel expense.  Pre-approved expenses for transportation outside of 300 miles of the administrative office shall be by public carrier.  Reimbursement for air travel shall be at the tourist class fares.  Should an employee choose to travel by automobile, reimbursement shall be the lesser of $.39/mile or the cost of the public carrier amount.  Pre-approved expenses for transportation in a rental car is limited to the cost of a Class "C" rental car at a medium-priced agency unless the number of people traveling on behalf of the school district warrant a larger vehicle.

Pre-approved expenses for lodging is limited to the rate of a medium priced hotel in the area for out of state travel and the state approved rate for lodging within the state; lodging may be approved for a larger amount if special circumstances require the employee to stay at a particular hotel.

Reimbursement for actual meal expenses for travel outside the school district will be limited to the pre-approved expenses for allowable meal expenses. Allowable expenses for meals shall be the reasonable actual costs, verified with receipts. Pre-approved expenses for meals within the state are limited to $30/per day with an overnight stay.  Expenses for meals outside the state are subject to the rate of $45/per day with an overnight stay.  Meals may be pre-approved for a larger amount at the discretion of the board. 

Adopted 8.26.1991
Revised/Reviewed: 1.20.2020

Reviewed:  06.20.2022

mameyer@hcsdcy… Wed, 10/23/2019 - 13:47

401.08 Recognition for Service of Employees

401.08 Recognition for Service of Employees

RECOGNITION FOR SERVICE OF EMPLOYEES

The board recognizes and appreciates the service of its employees.  Employees who retire or resign may be honored by the board, administration and staff in an appropriate manner. 

If the form of honor thought appropriate by the administration and employees involves unusual expense to the school district, the superintendent will seek prior approval from the board. 

Legal Reference:      
Iowa Const. Art. III, § 31.
Iowa Code § 279.8 (2013).
1980 Op. Att'y Gen. 102. 

 

Cross Reference:      
407      Licensed Employee Termination of Employment
413      Classified Employee Termination of Employment

Adopted: 1.20.2020

Reviewed:  06.20.2022​​​​​​​

kklaassen@hcsd… Fri, 03/06/2020 - 10:34

401.09 Employee Political Activity

401.09 Employee Political Activity

EMPLOYEE POLITICAL ACTIVITY

Employees will not engage in political activity upon property under the jurisdiction of the board including the use of school district e-mail accounts.  Activities including, but not limited to, posting of political circulars or petitions, the distribution of political circulars or petitions, the collection of or solicitation for campaign funds, solicitation for campaign workers, general information regarding elections or ballot issues and the use of students for writing or addressing political materials, or the distribution of such materials to or by students are specifically prohibited.

Violation of this policy may be grounds for disciplinary action.

Legal Reference:       
Iowa Code §§ 55; 279.8 (2013).

Cross Reference:      
409.5   Licensed Employee Political Leave
414.5   Classified Employee Political Leave

Adopted: Unknown
Revised/Reviewed: 1.20.2020

 

mameyer@hcsdcy… Wed, 10/23/2019 - 13:47

401.10 Credit Cards

401.10 Credit Cards

CREDIT AND PROCUREMENT CARDS

Employees may use school district credit cards and/or procurement cards (p-cards) for the actual and necessary expenses incurred in the performance of work-related duties.  Actual and necessary expenses incurred in the performance of work-related duties include, but are not limited to travel expenses related to professional development or fulfillment of required job duties, fuel for school district transportation vehicles used for transporting students to and from school and for school-sponsored events, payment of claims related to professional development of the board and employees, and other expenses required by employees and the board in the performance of their duties.

Employees and officers using a school district credit or procurement card must submit a detailed, itemized receipt in addition to a credit or procurement card receipt indicating the date, purpose and nature of the expense for each claim item.  Failure to provide a proper receipt will make the employee responsible for expenses incurred.  Those expenses are reimbursed to the school district no later than ten working days following use of the school district's credit or procurement card.  In exceptional circumstances, the superintendent or board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances is maintained as part of the school district's record of the claim.

The school district may maintain a school district credit or procurement card for actual and necessary expenses incurred by employees and officers in the performance of their duties.  The superintendent may maintain a school district credit or procurement card for actual and necessary expenses incurred in the performance of the superintendent's duties.  The transportation director may maintain a school district credit card for fueling school district transportation vehicles in accordance with board policy.

It is the responsibility of the superintendent to determine whether the school district credit or procurement card use is for appropriate school business.  It is the responsibility of the board to determine through the audit and approval process of the board whether the school district credit or procurement card used by the superintendent and the board is for appropriate school business.

The superintendent is responsible for developing administrative regulations regarding actual and necessary expenses and use of a school district credit or procurement card.  The administrative regulations will include the appropriate forms to be filed for obtaining a credit or procurement card. 

Legal Reference:      
Iowa Constitution, Art. III, § 31.

Iowa Code §§ 279.8, .29, .30 (2013).
281 I.A.C. 12.3(1).

Cross Reference:      
216.3 Board of Directors' Member Compensation and Expenses
401.7 Employee Travel Compensation

Adopted: Unknown
Revised/Reviewed: 1.20.2020

Reviewed:  07.18.22

mameyer@hcsdcy… Wed, 10/23/2019 - 14:28

401.11 Employee Orientation

401.11 Employee Orientation

EMPLOYEE ORIENTATION 

Employees must know their role and duties.  New employees may be required to participate in an orientation program for new employees.  The employee's immediate supervisor should provide the new employee with a review of the employee's responsibilities and duties.  Payroll procedures and employee benefit programs and accompanying forms will be explained to the employee by the Board Secretary.  Regular employees ineligible for the school district's group health plan will be given information regarding where they can obtain health care or health care insurance. 

 

Legal Reference:      
Iowa Code §§ 20; 279.8 (2013).

191 I.A.C. 74.

Cross Reference:      
404 Employee Conduct and Appearance

406 Licensed Employee Compensation and Benefits
412 Classified Employee Compensation and Benefits

Adopted: Unknown
Revised/Reviewed: 1.6.2020

Reviewed:  07.18.22

 

mameyer@hcsdcy… Wed, 10/23/2019 - 14:29

401.12 Employee use of Cell Phones

401.12 Employee use of Cell Phones

EMPLOYEE USE OF CELL PHONES

The use of cell phones and other communication devices may be appropriate to provide for the effective and efficient operation of the School District and to help ensure safety and security of people and property while on School District property or engaged in school-sponsored activities. Certain individuals will be provided with a District-owned cell phone or cell phone stipend due to the nature of the position within the District.  Employees provided with this benefit may be required to carry a phone for communication during and after normal school hours, for safety and/or operational concerns.  The district will maintain a group plan for eligible individuals to include basic voice and texting services.  In certain situations, it may be necessary for the person to also have cell data services.

The Board authorizes the purchase and employee use of cell phones as deemed appropriate by the superintendent.  School district owned cell phones shall be used for school district business purposes, consistent with the school district’s mission and goals. Because of the difficulty of separating business from personal calls, it is recognized and permissible for the employee to also use the district cell phone for reasonable and responsible amount of personal use.  School district-owned cell phones may be used for purposes other than school district business when employees are not performing contractual obligations. All use of district-owned cell phones, whether for professional or personal reasons, must be in accordance with the Board of Educational Examiners Professional Code of Ethics. Use of cell phones in violation of Board policies, administrative regulations, and/or state/federal laws will result in discipline, up to and including dismissal, and referral to law enforcement officials, as appropriate.

The superintendent is directed to develop administrative regulations for the implementation of this policy, including a uniform and controlled system for identifying employee cell phone needs, monitoring use and reimbursement. Provisions may also be included for staff use of privately owned cell phones for authorized school district business.

Employees may possess and use cell phones during the school day as outlined in this policy and as provided in the administrative regulations developed by the superintendent.  Employees may use cell phones for personal business while on-duty, provided that such use is consistent with administrative regulations developed by the superintendent. Employees while driving on school district-related business or activities and the vehicle is in any gear other than “Park”, may use cell phones only to conduct school district-related business or for emergency situations, and only if the cell phone is used in a hands-free mode. All employee use of cell phones while driving must comply with applicable state and federal laws.

Employees must take care to protect confidential student or employee information when using a cell phone.  School district-provided cell phones devises are not to be loaned to others.

Any employee operating a school owed vehicle, including bus drivers, are allowed to use the 2-way radio and/or a cell phone in the case of an emergency and when the vehicle is in “park” gear.  Texting while operating a school owned vehicle remains prohibited by Harlan Community School district and state law as per Iowa Code.

Employees violating the policy or associated regulations will be subject to discipline, up to and including, discharge.  It is the responsibility of the superintendent to develop administrative regulations regarding this policy.

Legal References:     
Internal Revenue Comment Notice, 2009-46,
http://www.irs.gov/irb/2009-23_IRB/ar07.html*

Iowa Code §§ 279.8; 321.276.

Cross References:                 
406      Licensed Employee Compensation and Benefit
412      Classified Employee Compensation and Benefits

707.5   Internal Controls

Adopted: Unknown
Revised/Reviewed: 5.10.2021

Reviewed:  07.18.22

mameyer@hcsdcy… Wed, 10/23/2019 - 14:29

401.12.R1 Employee Use of Cell Phones Regulation

401.12.R1 Employee Use of Cell Phones Regulation

EMPLOYEE USE OF CELL PHONES ADMINISTRATIVE REGULATION

 Cell Phone Usage

  1. Cell phones shall be used in a manner that does not disrupt instruction and should not be used during student contact time, school-sponsored programs, meetings, in-services, or other events where there exists a reasonable expectation of quiet attentiveness unless there is a reason of personal health or safety involved.
  2. Cell phones must utilize a locking feature with a password or other security mechanism to prevent unauthorized access.  Employees should refrain from using text messages to send confidential student or employee information except in an emergency. 
  3. Employees may use cell phones while they are driving on school district-related business or activities and the vehicle is in any gear other than “Park”, only to conduct school district-related business or for emergency situations, and only if the cell phone is used in a hands-free mode.  All employee use of cell phones while driving must comply with applicable state and federal laws
  4. School district owned cell phones are provided to carry out official school district business. School district-owned cell phones may be used for purposes other than school district business when employees are not performing contractual obligations. All use of district-owned cell phones whether for professional or personal reasons, must be in accordance with the Board of Educational Examiners Professional Code of Ethics.
  5. Employees issued a call phone are responsible for its safekeeping at all times.  Defective, lost or stolen cell phones are to be reported immediately to the superintendent who will in turn notify the service provider.  Reckless or irresponsible use of school district equipment, resulting in loss or damage may result in the employee having to reimburse the school district for any associated costs of replacement or repair.
  6. Employees who use a District-issued phone have no expectation of privacy for any activity on the phone including, but not limited to, billing records, text messages sent and received, and phone calls placed and received.
  7. Employees who receive a cell phone stipend understand that the District may inspect the cell phone and its contents and records to the extent such inspection relates to the business of the District and/or is otherwise in accordance with applicable law.  

 Cell Phone Authorization - Cell phones may be assigned or made available on a temporary or permanent basis, by the superintendent, in accordance with the following guidelines:

  1. The assignment of a cell phone device to the employee is a prudent use of school district resources.
  2. The employee’s job responsibilities requires the ability to communicate frequently and access to a data source as well as a school district or public telephone is not readily available.
  3. The employee’s job involves situations where immediate communication during and after normal school hours is necessary for safety and/or operational concerns of the District.
  4. As a condition of providing this cell phone or stipend, the employee is expected to carry the phone and be responsive to calls concerning District business during and outside of regular business hours.

Cell Phone Stipend Authorization – Cell phone stipends may be made available on a temporary or permanent basis, by the superintendent, to these employees to contribute to the costs associated with having a cell phone for work-related purposes in accordance with the following guidelines:

  1. The employee’s job responsibilities involves situations where immediate communication during and after normal school hours is necessary for the safety and/or operational concerns of the District.
  2. These employees may purchase and/or maintain cell phones and related equipment, at their own expense, to make themselves accessible to the District and to conduct District business more efficiently. 
  3. As a condition of providing this cell phone or stipend, the employee is expected to carry the phone and be responsive to calls concerning District business during and outside of regular business hours.
  4. The stipend amount (as a flat rate) will be added to the employee’s regular pay. In order to meet IRS guidelines, any amount added for cell phone equipment or for cell phone service will be identified as a taxable amount.

Adopted: Unknown
Revised/Reviewed: 5.10.2021

mameyer@hcsdcy… Wed, 10/23/2019 - 14:29

401.13 Staff Technology Use/Social Networking

401.13 Staff Technology Use/Social Networking

STAFF TECHNOLOGY USE POLICY/SOCIAL NETWORKING

The Board of Directors of the Harlan Community School District provides its employees with access to Internet and electronic communication to support the educational mission of the District. 

Employees are to utilize district computers, networks, telecommunication devices and Internet services for school-related purposes and performance of job duties and responsibilities.  District computers and computer systems are owned by the District and are intended for educational purposes and District business.  Incidental personal use of school computers is permitted; as such use does not interfere with such job duties and performance.  “Incidental personal use” is defined as use by an individual for occasional personal communication.  Such use must comply with this policy and all other applicable policy, procedures and rules. 

All computer, network and Internet use shall be consistent with the purposes, goals, and policies of the Harlan Community School District.  It is imperative that users of such technology conduct themselves in a responsible and ethical manner.  All users shall comply by all local, state and federal laws.  All employees shall accept the responsibility of adhering to high standards of conduct and the terms and conditions set forth in this policy.

The following uses of computers, networks and Internet are prohibited:

  1. Any violation of local, state, or federal law including but not limited to copyrighted material
  2. Any activity that contains pornographic, obscene, or other sexually oriented material
  3. Any activity that promotes violence or advocates destruction of property
  4. Any activity that demeans, harasses, threatens, or promotes violence or hatred against another person or group of persons with regard to race, gender, religion, national origin, age, marital status, sexual orientation, gender identity, or disability
  5. Any activity for personal profit, advertising, or political purpose
  6. Any activity that uses profane or inappropriate language likely to be offensive to others in the school community
  7. Any activity that is knowingly false or could be construed as intending to purposely damage another person’s reputation
  8. Any activity using another district employee’s internet access without their written consent
  9. Any activity that utilizes software that has been downloaded or is otherwise in the user’s possession without appropriate registration and payment of any fees owed to the software owner.

As technology evolves on a continual basis, every unacceptable use of district computers, networks, and Internet use cannot be described in this policy.  Consequently, examples of unacceptable and unauthorized use are included but not limited to the above.

District employees shall have no expectation of privacy in their use of district computers, networks, and the Internet.  Harlan Community School District reserves the right to monitor, inspect, review and restrict any user's network access and use.  All material and information accessed/received through district computers, networks, and Internet and personal technology that is related to the employer's operations shall remain the property of the school district.

Social Networking or Other External Web Sites

For purposes of this policy any website, other than the school district web site or school-school district sanctioned web sites, are considered external web sites. Employees shall not post confidential or proprietary information, including photographic images, about the school district, its employees, students, agents or others on any external web site without consent of the superintendent. The employee shall adhere to all applicable privacy and confidentiality policies adopted by the school district when on external web sites. Employees shall not use the proprietorial school district logos, images, iconography, etc. on external web sites. Employees shall not use school district time or property on external sites that are not in direct-relation to the employee’s job.  Employees, students and volunteers need to realize that the Internet is not a closed system and anything posted on an external site may be viewed by others, all over the world. Employees, students and volunteers who don’t want school administrators to know their personal information, should refrain from exposing it on the Internet. Employees should not connect with students via external web sites without consent of the superintendent. Employees, who would like to create an external web site or start a social media site for school district sanctioned activities, should contact the should contact the District Technology Director for consent and to register the site,

It is the responsibility of the superintendent to develop administrative regulations implementing this policy. 

Legal Reference:       
Iowa Code § 279.8.

281 I.A.C. 13.35, .26.

Cross Reference:      
104      Anti-Bullying/Harassment

306      Administrator Code of Ethics
401.11 Employee Orientation
407      Licensed Employee Termination of Employment
413      Classified Employee Termination of Employment
605      Instructional Materials

Adopted: 8.22.2011
Revised/Reviewed: 5.10.2021

Reviewed:  07.18.22

mameyer@hcsdcy… Wed, 10/23/2019 - 14:30