600. OPERATIONS 601. PUBLIC RECORDS Date Adopted: 10/16/08 1.
Purpose 1.1
2.
Definition 2.1
3.
The Board recognizes the importance of public records as the record of the acts of this school and the repository of information about this school. The public has the right under law to inspect and to procure copies of such records with certain exceptions subject to the following guidelines.
The public records of this school shall mean any account, voucher or contract dealing with the receipt or disbursement of funds; acquisition, use or disposal of services or of supplies, materials, equipment or other property; or any minutes, orders or decisions fixing the personal or property rights, privileges, immunities, duties or obligations of any person or group of persons.
Authority 3.1
The Board shall make the public records of this school available for inspection, and copies thereof in accordance with these guidelines, with the exception of those records exempted from such inspection and copying by law and the rules of this Board. Records exempted by law include: (a)
Reports, communications or other items, the publication of which would disclose the institution, progress or result of an investigation.
(b)
Any record, document, material, exhibit, report, memorandum, or other paper access to which or publication of which is prohibited, restricted or forbidden by law or court order or decree; or which would operate to the prejudice or impairment of a person's reputation or personal security; or result in the loss of Federal funds, except the record of a conviction for any criminal act.
(c)
Records concerning individual pupils. The Board declares disclosure of certain public records to be inimical to the public interest and therefore exempts from public inspection records concerning: Any material the
6-1
disclosure of which constitutes an unwarranted invasion of individual privacy such as any records, data, reports, recommendations, or other personal material, including but not limited to information relative to the individual’s personal and family circumstances, unless the individual concerned (or, in the case of a minor or incompetent, his/her guardian) shall request in writing that the same be disclosed publicly; procedures and techniques utilized in protecting the safety and property of the public where such disclosure would impair such protection; pending or anticipated litigation, contract negotiations (other than in the collective bargaining process), and other issues that may fall within the privileged relationship between the Board and its attorney or other consultants and special agents. 3.2
The Board declares disclosure of the following records to be likely to violate the privacy of individuals and therefore exempts from public inspections: the home address or telephone number of any student or employee of the Board, except as the individual student or employee may wish such information to be released (P.G. 216); notations and tape recordings made and temporarily retained by an individual solely as an administrative convenience in the performance of assigned duties, except that tape recordings of public meetings may not be exempted from public inspection; records privately made and retained by an individual which express personal impressions, opinions, and conclusions, and the disclosure of which would tend to violate the recorder's privacy.
3.3
The public may inspect and procure copies of the public records of this school, except exempted records enumerated above, during the regular business hours of the office in which such records are maintained, provided a written request is submitted to the Board at a regular meeting.
3.4
A citizen may obtain copies of the public record of this school upon payment of the Board approved fee.
3.5
No public record may be removed from the control or supervision of the designated custodian.
3.6
Nothing in this policy shall be construed as preventing a Board member from inspection of any record of this school in the performance of official duties.
6-2
4.
Delegation of Responsibility 4.1
The CEO shall develop procedures to implement this policy which include preparation of a retention schedule which shall conform to law. As a minimum, require the permanent safeguarding of Board minutes, annual audit reports and permanent pupil records; and the retention of all fiscal records required for audit until said audit has been received and approved; provisions to guard the confidentiality of records exempted from the availability of public records; and procedures by which a citizen denied access to any records of this school may appeal that decision in accordance with P.G. 906.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-3
602. RECORD RETENTION AND DESTRUCTION POLICY Date Adopted: 10/16/08 This Policy pertains to all records and documents, regardless of physical form or characteristics, which have been created or received by Philadelphia Academy Charter School in connection with the transaction of school business. For purposes of this policy, “records” are defined as recorded information that is generated internally or received from external sources that is utilized in the transaction of school business, related to the school’s legal obligations, documenting a transaction or verifying a receipt. Recorded information can be comprised of various characteristics and can be found on different media including paper, audio or video recordings, electronic messages, computer hard drives, tapes and discs microfilm and microfiche. This policy pertains to records which are specifically defined herein. This policy does not pertain to student records. The handling of such records is addressed in the Student Records Policy. The school shall designate a person who shall be responsible for implementing this policy and for ensuring compliance with it. Any questions regarding document retention and/or destruction shall be directed to the person designated. All records are the property of the school and no employee has any personal or property right to such records regardless of his or her position or the fact that he or she may have developed or compiled them. Employees should refer to the Document Retention Schedule attached to this policy for information concerning the period for specific types of records. Records shall not be destroyed before the required retention period has expired. Additionally, records shall not be retained for longer than the required retention period without first contacting the person designated by the school to implement and ensure compliance with this policy. Duplicates of original documents should generally be discarded after use unless necessary to support current operations. If duplicates are so retained, they should be discarded after they have served their purpose. In no event should duplicates be retained for a period longer than the retention period for the original document. Electronic documents shall be retained as if they were paper documents. Any electronic files that fall into one of the document types on the above-schedule shall be maintained for the appropriate amount of time. Electronic and voice mail and other electronic data that are not official records should be destroyed. Upon any indication of an official investigation of the school or litigation involving the school, document destruction shall be suspended immediately. Destruction shall be reinstated upon the conclusion of the investigation or litigation. Employees are prohibited from discarding documents that would normally be retained for a longer period of time because they believe that
6-4
the records might be harmful to any employee or the school. The unauthorized destruction, removal, use, falsification or inappropriate alteration of any record is prohibited. Philadelphia Academy Charter School Records Retention Schedule Permanent Records (may never be destroyed) Articles of Incorporation Bylaws Charter Deeds and titles IRS examinations, rulings and comments Board and Committee minutes IRS exemption application and determination letter State tax exemptions Certified financial statements Fixed assets records General ledger Trial balances – general ledger Annual reports Insurance records Checks used for important payments (e.g., taxes, property, etc.) Employee wage and tax statements (W2) Pension plan documents Employee evaluations, job descriptions and insurance records Labor agreements or contracts Tax and information returns and supporting documents (State and Federal) Records of lawsuits and other claims Ten Years Employee withholding statements Employee contracts Worker’s compensation claims Payroll tax reports Seven Years Donor contributions Journals Sales invoices Invoices (after payment) Monthly financial reports and statements Check register Payroll tax report Accounts payable and receivable ledgers and schedules Receivable ledger Petty cash records
6-5
Working papers: accounting and financial reports Audit reports of accountants Depreciation schedules End-of-year financial statement Contracts and leases (expired) Accident reports (after settlement) Payroll journal sheets Time cards Six Years Leases – while active plus six years Contracts and agreements – while active plus 6 years Bank statements and reconciliation Four Years Employment tax records Three Years Insurance matters: policies, accident reports, fire inspection reports, claims Services contracts (after termination) Deposit Slips Authorization for change or deduction in payroll Employment applications for individuals not hired Employment applications and related documents for individuals hired – while active plus three years All correspondence TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-6
603. SCHOOL CALENDAR Date Adopted: 10/16/08 1.
Purpose 1.1
2.
Authority 2.1
3.
The Board recognizes that the preparation of a calendar is necessary for the efficient operation of the School.
The Board shall determine annually the days and the hours when the schools shall be in session for instructional purposes in accordance with State law. Such school calendar shall normally consist of 183 days for students.
Delegation of Responsibility 3.1
The CEO shall prepare a school calendar for Board consideration, annually.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-7
604. SCHOOL DAY Date Adopted: 10/16/08 1.
Purpose 1.1
2.
The normal school day for the instruction of the pupils of this school shall be in accordance with law and with the following guidelines.
Guidelines 2.1
The regular school session may be temporarily altered when such alternation is in the best interests of the school by the Chief Executive Officer (CEO) with the approval of the Board President.
2.2
The CEO, with the approval of the Board President, may close the school, delay the opening of school, or dismiss school early for emergency reasons and to protect the health and safety of students and staff members, and shall prepare rules for the proper and timely notification of concerned persons in the event of such emergency closing. Every attempt shall be made to have information regarding school closing on the air by 6:00 a.m.
2.3
Day School Programs: •
The broadcast number for Philadelphia Academy Charter School is 131, although most radio and television stations will refer to the school by name. If school cannot open at the regular time, it will remain closed for the day.
•
Philadelphia Academy Charter School shall be closed on days that the School District of Philadelphia declares its schools closed due to weather conditions or city-wide emergencies.
The CEO shall develop guidelines which allow students to enter schools, and to leave schools, under exceptional conditions so that variances with the normal school schedule may be accommodated. Such guidelines shall consider such things as inclement weather, family illness, and other similar circumstances. TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-8
605. EMERGENCY EVACUATION OF SCHOOLS Date Adopted: 10/16/08 1.
Purpose 1.1
2.
3.
The following guidelines shall apply to emergencies that affect the operation of Philadelphia Academy Charter School.
Authority 2.1
The school’s system of emergency preparedness shall ensure that the health and safety of students and staff are safeguarded, the time necessary for instructional purposes is not unduly diverted, minimum disruption to the educational program occurs, and students are helped to learn self-reliance and trained to respond sensibly to emergency situations.
2.2
All threats to the safety of the school shall be identified by appropriate personnel and responded to promptly in accordance with the plan for emergency preparedness as promulgated by the CEO, consistent with these guidelines.
2.3
Bomb threats and reports of fire shall normally require the evacuation of the threatened school or building.
2.4
The CEO and other administrators in charge of the school are required to develop plans to be used when schools are closed for emergencies during the day. A copy of each emergency plan is to be forwarded to the Board of Trustees and a copy is to be retained in the school office.
Delegation of Responsibility 3.1
The CEO shall develop procedures for the handling of school emergencies which include: a plan for the prompt and safe evacuation of the school and safe dispersal of students from school property which shall be practiced monthly in fire drills conducted in accordance with law, the conduct of bus evacuation drills twice a year in accordance with law, a plan for the sequestration of students in a safe place other than the school, design of a communications system to alert the whole school community when necessary and to notify parents of the evacuation of students, instruction in emergency preparedness and survival techniques as a part of the regular curriculum of the school, the immediate notification of appropriate administrative personnel whenever any employee becomes aware of an emergency or impending emergency, cooperation with local agencies such as police department or fire department or civil defense, instruction of staff members in the techniques of handling emergencies, the continual evaluation of the
6-9
effectiveness of emergency planning in preparing the schools to cope with disaster, and the arrangement for an annual inspection by fire police officials. 3.2
If a developing storm leads to a decision by the CEO to close all schools at noon, every attempt shall be made to have that information on radio and television by 11:00 a.m. If the decision is to close schools during the afternoon but before regular dismissal time, every attempt will be made to have that information broadcast by 1:00 p.m.
3.3
Prompt relays will be sent to all Board members.
3.4
When possible, an automated telephone alert will be utilized.
3.5
On-Site Supervision: •
Pupils must not be left alone or unsupervised during emergency closings.
•
Areas of the building to be used shall be easily accessible to entrances and to the office.
•
All staff members must remain in the building until all pupils are dismissed. If the pupils are still in the building beyond one (1) hour after the official closing time, the procedures described below are to be followed. All other staff members may leave the building one hour after the official closing time.
•
The CEO and the Principal are to remain in the school to supervise the pupils. Additional personnel shall be retained only if there is a need beyond the CEO and the Principal. The CEO and the Principal do not receive extra compensation.
•
The number of persons needed during an emergency shall be determined by the CEO.
3.6
The CEO shall list a minimum of ten (10) staff members in priority order who will assist with the supervision of pupils who may still be in the building one (1) hour after the official closing time.
3.7
The CEO shall be the last person to leave the building after all pupils are dismissed and no other emergencies exist. Just prior to leaving, the CEO shall notify the Board President that everyone has been dismissed.
3.8
Special Situations -- Individual school closings because of problems relating to heating, air conditioning, plumbing, vandalism, etc. will be made as determined necessary.
6-10
3.9
Fire Drills -- Fire drills shall be held at least once monthly throughout the school year. Additional fire drills beyond these requirements are to be held when needed to insure a high degree of order and control under all school conditions. City Fire Code No. 5-1201 requires that a record of the date and time of fire drill be maintained in the school office. These drills shall be held at irregular intervals and at different times during the school day. Advance notice of fire drill shall be given to persons in charge of the cafeteria, medical, and science area, administrative offices in the building, and to the custodian. This advance notice shall not be given more than one (1) hour prior to calling the drill. In the absence of an advance notice, it shall be assumed an emergency exists. Fire drill procedures pertaining to each room and all other school areas must be posted conspicuously. The status of all fire drill plans shall be reported annually, in September. All guests in a facility must participate in a scheduled fire drill and may be requested by the CEO to assist, if necessary. In the event of a fire near the school, the CEO or his/her designee shall consult with the Philadelphia Fire Department to determine the action to be taken to insure the safety of school personnel.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-11
606. LOCKDOWN AND SHELTER-IN-PLACE Date Adopted: 10/16/08 Purpose The purpose of this Lockdown and Shelter-in-Place policy is to act as a guide for the school, school employees, students, Board members, and community members to address a wide range of potential crisis situations in the school or surrounding area. This policy will provide guidance prior to, during, and after any emergency or potential crisis situation. Decision Making 1.
When a volatile incident exists at the school facility or surrounding area, prior to police arrival, any decision to evacuate, lockdown, or shelter-in-place will be made by the CEO or his/her designee.
2.
When the Philadelphia Police arrive at the scene, they will be the lead agency. The Philadelphia Policy will coordinate and direct all actions. The school will comply with all Philadelphia Police Department instructions.
Lockdown At the order of the CEO or his/her designee or the Philadelphia Police Department, Lockdown procedures may be issued in situations involving dangerous intruders, severe weather, other incidents in or around the school, or other crisis situations that may result in harm to persons inside the school building. •
The CEO or his/her designee will issue the Lockdown order by announcing a warning over the PA system, sending a messenger to each classroom or other alternate method.
•
Direct all students, staff and visitors into classrooms or secure rooms.
•
Lock all external and internal doors.
•
Cover windows of classrooms.
•
Everyone is to remain in his/her assigned room.
•
The Philadelphia Police Department and/or the CEO or his/her designee shall determine whether the Lockdown shall be internal or external.
6-12
External Lockdown: If the threat to students is outside the school, the CEO may order an External Lockdown. Under the External Lockdown, the external doors to the school are locked, and no person may enter or leave the school. However, students, staff and visitors are free to move within the confines of the school. Internal Lockdown: If the threat to students is within the school or unknown, the CEO, may order an Internal Lockdown. Under the Internal Lockdown, all doors are locked. No person may leave his/her assigned room. No one will be permitted to enter or leave the school. •
The Lockdown shall not be lifted until the Philadelphia Police Department states that the danger is over or has been removed.
•
When the Philadelphia Police Department consents to lifting the Lockdown, the CEO or his/her designee shall notify the school by making an announcement over the PA system, sending a messenger to each classroom or other alternate method.
•
No person may enter or leave the school until the Philadelphia Police Department consents to lifting the Lockdown.
Shelter-in-Place Shelter-in-place provides refuge for students, staff and public within school buildings during an emergency. Shelters are located in areas that maximize the safety of inhabitants. Safe areas may change depending on the emergency. Be prepared to go into lockdown once inside. At the order of the CEO or his/her designee or the Philadelphia Police Department, Shelter-inPlace procedures may be issued in situations involving severe weather or other incidents in or around the school that may result in harm to persons inside the school building. •
The CEO or his/her designee will issue the Shelter-in-Place order by announcing a warning over the PA system, sending a messenger to each classroom or other alternate method.
•
All students, employees, and visitors will be moved to his/her designated safe area.
•
Teachers will take classroom roll books. The CEO or his/her designee will contact each teacher for a headcount.
•
All exterior doors and windows shall be closed.
•
If necessary, any ventilation or other system that pulls in air from outside shall be turned off.
•
Begin Lockdown, if needed.
6-13
•
All persons must remain in safe areas until the Philadelphia Police Department states that the danger is over or has been removed.
•
No person may enter or leave the school until the Philadelphia Police Department consents to lifting the Shelter-in-Place order.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-14
607. EMERGENCY AND CRISIS MANAGEMENT POLICY Date Adopted: 10/16/08 Purpose: The Board of Trustees, in desiring to develop a comprehensive crisis and emergency response plan for the school, adopts this policy and directs administration to develop procedures to: • • • • • • • • • • • • • • •
Raise awareness among local law enforcement officers and school officials by conducting exercises relating to school emergency and crisis management plans. Establishing a relationship and agreement of understanding with local law enforcement officers. Raise awareness among school officials and students by conducting awareness training relating to the school environment that includes awareness of signs of terrorism. Raise community awareness of any potential threats as well as vulnerabilities. Prepare the school staff to act in a crisis situation. Consider a closed-campus approach to limit visitors. Consider a closed-computer access approach to limit unwanted computer transmissions. Consider a single entry point for all attendees, staff and visitors. Focus patrols by law enforcement officers on and around school grounds. Ensure that school officials will always be able to contact school buses. Ensure that emergency communications from and to schools are working. Report any suspicious activity to law enforcement authorities. Install secure locks for all external and internal doors and windows. Install window and external door protections with quick-release capability. Consider establishing a safe area (or safe areas) within the school for assembly and shelter during emergencies.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-15
608. FIRE DRILL Date Adopted: 10/16/08 1.
Purpose: The purpose of fire drills is to prepare building staff, students, and visitors for an organized evacuation in case of a fire or other emergency. Fire Drills are also an opportunity to systematically identify various fire safety issues as to:
2.
•
Allow occupants to familiarize themselves with drill procedures, the location of fire exits, and the sound of the fire alarm.
•
Identify problems with the fire alarm system and its components
•
Determine if additional equipment is necessary
•
Monitor evacuation of the building to assess effectiveness, efficiency and safety
•
Document the amount of time it takes to evacuate a building and comply with drill procedures
•
To ensure the school complies with state and local statutes, laws, and regulations.
Guidelines: 2.1
When a fire drill is always held in the same way and at the same time, it loses much of its value. When an actual fire happens, and the students cannot follow the exact procedure they have practiced over and over, panic may ensue. Therefore, drills should be carefully planned to simulate actual fire conditions. Not only should they be held at varying times, but students should use different means of exit.
2.2
Fire exit drills should be designed to familiarize the occupants with all available means of exit, particularly emergency exits that are not habitually used during the normal occupancy of the building. Every fire exit drill shall be an exercise in school management for the principal and teachers.
2.3
The chief purpose of every drill shows control of classes so that the teachers will form its ranks quickly and silently, halt, turn, or direct it as desired. Great stress shall be laid upon the execution of each drill in a brisk, quiet, and orderly manner.
2.4
Running shall be prohibited.
6-16
2.5
If for any reason a line becomes blocked, some of the students should be reversemarched to another exit in order to prevent panic conditions arising as a result of inactivity.
2.6
In exiting the building the “Building Evacuation”" should be followed.
2.7
•
All visitors shall leave the building immediately following a fire alarm signal.
•
Emergency Evacuation Route Maps are posted in each classroom, storage area, meeting room and office. Directions cover the primary evacuation route only. Should this route be blocked, teachers and/or administrators are to lead the children to the nearest safe exit.
•
All windows must be closed prior to departing rooms. Once the class has departed the room, the door should be closed.
•
During the evacuation, all students are to be in line and silent
•
All teachers, including specialists are to bring their roll book with them as they depart the school.
•
Students, staff and visitors will re-enter the building promptly and in orderly fashion when instructed after the drill is completed
Fire Drills are: • • • • •
Unannounced Held monthly per PA Public School Code Scheduled at various times, but when most occupants are in the building Well documented At least two bus emergency evacuation drills must be held each year, the first to be conducted during the first week of the school term and the second during March and others at such times as the CEO may require. Each bus drill shall include the practice an instruction concerning the location, use and operation of emergency exit doors and fire extinguishers and the proper evacuation of buses in the event of fires of accidents.
The Philadelphia Academy Charter School Fire Drill Procedure: Per PA Code: 1 Fire Drill/month 1.
All directions are to be posted in every classroom
2.
During evacuation, all students are to be in line & silent
6-17
3.
All teachers, including specialists, are to bring roll book with them as they depart the school
4.
Directions cover the primary evacuation route only. Should this route be blocked, teachers are to lead children to the nearest safe exit.
5.
In an actual evacuation of the school, not a drill, classes will be taken to the (need to designate a facility) after directed to do so by an Administrator.
6.
Close windows
7.
Close doors after departing rooms
8.
Once the class is out of the building and in their designated area, the teacher should take roll making sure all students are present.
9.
Once a complete search of the building has determined that no students are in the building and the CEO gives the all clear signal, the teachers and students may return to their classrooms.
Specific Duties CEO
Checking front area Internal supervision Collect attendance from classes and report to the CEO Check special education Check bathrooms Check classrooms
Designated Teacher: Designated Teacher: Designated Teacher: Designated Teacher:
The Philadelphia Academy Charter School Fire Drill Maps should be posted in a highly visible area in every classroom, storage area, meeting room and office. Copy of full school floor plan with the following: • identified hazards--for potential explosion • fire alarms • fire extinguishers • Set of “You’re Here” and evacuation route for all classrooms • Assigned evacuation designations for the Charter School classroom line organization. Fire Safety Training for the Philadelphia Academy Charter School Staff: •
Everyone should know how to operate the fire extinguisher and fire hoses.
6-18
•
Everyone should have a clear understanding of their roles and responsibilities.
•
Everyone should know closed location of fire alarm boxes and how to operate them.
Duties of Fire Discoverer-RACE Rescue
Remove all people from immediate danger
Alarm
Pull the nearest fire alarm
Contain
Contain the fire by closing any doors that will isolate it. Analyze the situation and determine if the fire is controllable
Extinguish
If fire is controllable; attempt to extinguish it with a fire extinguisher
Evacuate
Orderly remove all students and staff from the area
Person on Fire 1.
Yell to the victim to STOP, DROP & ROLL
2.
Do not allow victim to run
3.
Roll victim to put out fire or throw a blanket to smoother flames
4.
Inform other occupants to leave the immediate area • Designate someone to inform office & nurse of the situation • The office should immediately call 9-1-1 for medical backup
5.
Perform necessary immediate first-aid on the victim • Smother fire by rolling the victim on the ground • Deluge with water • As, last resort, spray with dry chemical fire extinguisher
6.
After the fire is extinguished, remove hot and soldering clothing careful not to remove skin along with clothing off the victim.
7.
Cool the victim with water of ice packs. Go to emergency shower if close by.
8.
Submit an incident report to the main office.
It is the duty of the Facilities Manager to make sure all appliances for the extinguishment of fires and fire exits are properly maintained.
6-19
The CEO shall certify to the Department of Public Instruction that the required emergency evacuation drills have been held by the deadline required by law, currently by April 10 of each year. TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-20
609. FOOD SERVICES Date Adopted: 10/16/08 1.
Purpose 1.1
2.
Authority 2.1
3.
Food service programs of the school shall be directed at meeting the needs of the pupils in accordance with these guidelines.
Food sold by the school may be purchased by students, teachers and other employees and only for consumption on school premises.
Delegation of Responsibility 3.1
The operation and supervision of the food services program shall be the responsibility of the CEO.
3.2
The school shall participate in the Federal School Breakfast Program and the Federal School Lunch Program.
3.3
Provisions shall be made for free and reduced rate meals as prescribed by federal and state law, in accordance with these guidelines.
3.4
The CEO shall prepare guidelines for the implementation of a food service program including: •
the maintenance of facilities free from fire or health hazards,
•
the purchase of perishable foodstuffs, seasonal commodities and other supplies,
•
accounting procedures and depositing procedures for cafeteria funds,
•
control, safekeeping and storage of food and food equipment.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-21
610. BONDING Date Adopted: 10/16/08 1.
Purpose 1.1
2.
Prudent trusteeship of the resources of this school dictates that employees responsible for the safekeeping of school funds be bonded. Enumeration and valuations of such bonds shall be determined annually.
Authority 2.1
The school shall be indemnified against loss of money by bonding of the Treasurer in the amount of $50,000.00.
2.2 All other employees, including the CEO, Controller and Finance Secretary, shall be covered under a blanket bond in the amount of $250,000. 2.3
The School shall bear the cost of bonding each employee required to be bonded by this policy or by statute.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-22
611. PROPERTY INSURANCE Date Adopted: 10/16/08 1.
Purpose 1.1
2.
The Board recognizes its responsibility under law to insure the real or personal property of this school, and has adopted this policy to ensure for Actual Cost Value and Replacement Cost.
Authority 2.1
The Board has the authority and responsibility to provide adequate insurance coverage to protect the school's interest in its buildings and properties. Such coverage shall be in accordance with the following guidelines.
2.2
Special form of Coverage previously know as “all Risk” shall provide direct physical loss or direct physical damage to real and personal property including theft, equipment breakdown and debris removal.
2.5
In placing insurance the Board shall be guided by service of the insurance agent, scope of coverage provided by policy, and price of desired coverage.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-23
612. OTHER INSURANCE Date Adopted: 10/16/08 1.
Purpose 1.1
2.
Proper school operation requires that adequate basic insurance programs be provided for the protection of the school and employees of the school.
Authority 2.1
The Board has the authority and responsibility to provide adequate insurance coverage to protect the school’s interests. Such coverage shall be in accordance with the following guidelines:
(a) The school shall provide Commercial General Liability coverage for Negligence which would include corporal punishment and Limited liability for negligence due to sexual abuse or molestation. The school would further provide Educators Legal Liability coverage which includes Errors and Omissions coverage for teachers, employees and board members. (b) Health Care Insurance shall include coverage for medical-surgical treatment and hospital care for full time staff. Philadelphia Academy Charter School offers an Opt Out program for full time employees who decline medical and/or dental insurance. Employees who enroll in the program must supply proof of coverage through their spouse’s plan and will be compensated at a per month rate of $150 for medical and $25 for dental. Compensation is fully taxable and is not part of pension earning base. (c)
Group Life Insurance shall include coverage for full time staff.
(d)
In placing insurance, the Board shall be guided by the service of the insurance agent and carrier, scope of coverage provided by policy, price of desired coverage, and assurance of coverage.
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-24
613. COPYRIGHT MATERIAL Date Adopted: 10/16/08 1.
Purpose 1.1
2.
The School Board recognizes that the United States Code makes it illegal for anyone to duplicate copyrighted materials without permission. The Board further realizes that severe penalties are provided for unauthorized copying of audio, visual, or printed materials unless the copying falls within the bounds of the “fair use” doctrine.
Definition 2.1
Under the “fair use” doctrine, unauthorized reproduction of copyrighted materials is permissible for such purposes as criticism, comment, news reporting, teaching, scholarship or research. If duplicating or changing a product is to fall within the bounds of fair use, these four standards must be met for any of the foregoing purposes: (a)
The Purpose and Character of The Use. The use must be for such purposes as teaching or scholarship and must be nonprofit.
(b)
The Nature of The Copyrighted Work. Staff may make single copies of: book chapters for use in research, instruction or preparation for teaching; articles from periodicals or newspapers; short stories, essays or poems; and charts, graphs, diagrams, drawings, cartoons or pictures from books, periodicals, or newspapers in accordance with these guidelines.
(c)
The Amount and Substantiality of The Portion Used. Copying the whole of a work cannot be considered fair use; copying a small portion may be if these guidelines are followed.
(d)
The Effect of The Use Upon The Potential Market For Or Value of The Copyrighted Work. If resulting economic loss to the copyright holder can be shown, even making a single copy of certain materials may be an infringement, and making multiple copies presents the danger of greater penalties.
6-25
3.
Authority 3.1
Staff may make copies of copyright school materials that fall within the following guidelines. Where there is reason to believe the material to be copied does not fall within these guidelines, prior permission shall be obtained from the CEO.
3.2
Staff members who fail to follow this policy may be held personally liable for copyright infringement. A.
Permitted Copies (1)
4.
Multiple copies, not exceeding more than one per pupil, may be made for classroom use of discussion if the copying meets the tests of “brevity, spontaneity and cumulative effect” set by the following guidelines. Each copy must include a notice of copyright.
Brevity 4.1
A complete poem, if less than 250 words and two pages long, may be copied; excerpts from longer poems cannot exceed 250 words;
4.2
Complete articles, stories or essays of less than 2500 words or excerpts from prose works less than 1000 words or 10% of the work, whichever is less may be copied; in any event the minimum is 500 words;
4.3
Each numerical limit may be expanded to permit the completion of an unfinished line of a poem or prose paragraph;
4.4
One chart, graph, diagram, drawing, cartoon or picture per book or periodical issue may be copied. “Special” works cannot be reproduced in full; this includes children's books combining poetry, prose or poetic prose. (a)
Spontaneity -- Should be at the “instance and inspiration” of the individual teacher.
(b)
Cumulative Effect -- Teachers are limited to using copied material for only one course in the school in which copies are made. No more than one short poem, article, story or two excerpts from the same author may be copied, and no more than three works can be copied from a collective work or periodical column during one class term. Teachers are limited to nine instances of multiple copying for one course during one class term. Limitations do not apply to current news periodicals, newspapers and current news sections of other periodicals.
6-26
(1)
A library or archive may reproduce one copy or recording of a copyrighted work and distribute it if: the reproduction or distribution is made without any purpose of direct or indirect commercial advantage; the collection of the library or archives is open to the public, or available not only to researchers affiliated with the library or archives or with the institution of which it is a part, but also to other persons doing research in a specialized field; and if the reproduction or distribution of a work includes a notice of copyright. Libraries and their employees are not liable for unsupervised use.
(2)
Copies of materials for “face-to-face” teaching activities involving performances or displays made by students or instructors, religious services, live performances without commercial advantage, and the use of instructional broadcasts are permitted.
Prohibited Copies (1)
The Act prohibits using copies to replace or substitute for anthologies, consumable works, compilations or collective works. “Consumable” works include: workbooks, exercises, standardized tests, test booklets and answer sheets. Teachers cannot substitute copies for the purchase of books, publishers' reprints or periodicals, nor can they repeatedly copy the same item from termto-term. Copying cannot be directed by a “higher authority” and students cannot be charged more than actual cost of photocopying.
(2)
The school must be licensed to play copyrighted music where the performer is paid or an admission is charged, even if the admission is used to cover refreshment costs.
(3)
Video or audio playback machines must be licensed and a certificate of license must be displayed on each machine.
6-27
(4)
Taping copyrighted audiovisual works (such as broadcasts) for the sole purpose of support of an instructional lesson is generally considered an acceptable use provided that the recording may not be used for any other purpose at all. It is the policy of the Philadelphia Academy Charter School that all professional materials produced by employees, in execution of official duties, shall be protected by copyright. The copyright shall be in the name of the Philadelphia Academy Charter School. All questions and requests regarding the implementation of this policy are to be referred to the President of the Board of Trustees
TO THE EXTENT THAT ANYTHING IN THIS POLICY COULD BE CONSTRUED TO CONFLICT WITH APPLICABLE STATE AND/OR FEDERAL LAWS, THE APPLICABLE STATE AND/OR FEDERAL LAWS CONTROL.
6-28
