SUPPORT SERVICES Regulation
5110
Buildings and
Grounds Management
Buildings and
Grounds Maintenance and Inspection
Each
building principal shall give attention to the condition of the buildings in
his/her care as to cleanliness, heating, ventilation and general maintenance,
in order to safeguard the health, safety and comfort of the students and
employees. Principals shall report conditions needing attention to the
appropriate administrator.
The
principal of each school shall regularly inspect and identify any hazardous
conditions in his/her area of supervision and promptly report them in writing
to the Superintendent’s designee. The reports will identify conditions and
suggest corrections. The designee shall regularly report to the Superintendent
regarding such conditions and plans to correct.
The
Superintendent/designee is directed to maintain a proper preventive maintenance
program and include adequate funds to sustain this program in the budget
recommendation. Provisions of this program should include the following:
1. The Superintendent and building
principals will periodically inspect the buildings and grounds and report findings
to the Board.
2. Improvements and additions to the
buildings and grounds will be made as established by capital outlay line items approved in the
budget by the Board.
3. An adequate custodial services program
for all buildings will be maintained.
4. School grounds and fields will be
maintained and improved when necessary to ensure a safe, functional and attractive environment.
5. District buildings and equipment will
be repaired, painted and replaced as needed.
6. Obsolete equipment will be identified.
SUPPORT SERVICES Regulation
5130
Building and Grounds Management
Energy Conservation Measures
The conservation measures outlined below
should be emphasized at the beginning of each heating season. School principals
should advise students and faculty members to dress appropriately to offset
lower building temperatures. Department heads should advise their personnel of
conservation measures put into practice. The cooperation of all concerned will
be necessary to make this conservation program successful. Continued emphasis
on the need to conserve energy is necessary.
During the Heating Season
1. Lower thermostats to obtain a building
temperature of ___degrees Fahrenheit during the day.
Kindergarten,
shower and locker room thermostats may be adjusted to maintain a ___ degree
Fahrenheit room temperature.
2. Adjust heating setback switches to
obtain nighttime building temperatures of 63 degrees. All
schools are to activate
setback switches at the close of school. Where possible, school
building thermostats will be
set at ___degrees Fahrenheit to further conserve fuel resources.
3. Pay particular attention to door and
window closures to reduce heat costs.
4. The Maintenance Division staff will
coordinate with school principals on efficient boiler
use to insure minimum
boiler operations.
5. The Maintenance Division staff will
assess outside air intake systems and adjust where
needed to reduce heat
loss.
During the Cooling Season
1. Hold
cooling levels for air‑conditioned areas at not lower than ___degrees
Fahrenheit during working hours. Activate setback switches at 4:00 p.m. unless
the physical plant is specifically exempt to provide comfortable temperatures
for special programs in a school.
Other
1. Reduce interior hall lighting by 50
percent at all times. Insure that classroom lights are
out when not in use.
Night custodial staff will use minimum lighting necessary to
accomplish
tasks.
2. If a special hardship is sustained by
an activity, an appeal may be made to the school
principal,
and Supervisor of Buildings and Grounds, in turn, for an exception to policy.
3. Drivers of public school vehicles are
reminded of the State Air Pollution Control Board
regulation which prohibits the
running of vehicle engines for more than three minutes
when the vehicle is
parked, except when the engine provides auxiliary service other than
for heating or air
conditioning. Fuel economy is enhanced by eliminating unnecessary
engine idling when idle
time exceeds one minute.
SUPPORT SERVICES Regulation 5210
Safety, Security and
Communications
Hazardous Materials
The District will follow procedures outlined below in order to comply
with the Asbestos Hazard Emergency Response Act of 1986 (AHERA):
1. Contract with
accredited/certified agencies to conduct inspections of school buildings for
asbestos‑containing
materials.
2. Follow
recommended procedures to control the release of asbestos fibers upon
completion of asbestos inspections.
3. Develop
a management plan which lists corrective steps and long‑range maintenance
of asbestos control procedures. This report shall be made available to the
public and filed with appropriate state agencies.
4.
Post warnings on all areas containing asbestos and
notify students, parents, and employees regarding the afflicted areas.
SUPPORT SERVICES Regulation
5230
Safety, Security and
Communications
Accident Reporting
The following guidelines are to be used to determine whether or not a
report is to be completed.
A
report should be completed when:
1. The accident requires
that a doctor be called.
2. The accident results in
absence of student for one-half day or more.
3. The accident results in
a serious injury.
4. When in doubt about
whether or not a report is needed, complete one.
1. The building administrator, designee or
nurse initiates the report.
2. The person in charge at
the time of the accident completes the report.
3. The
report is returned in one day to the building office and is forwarded to the
principal.
4. The
principal reviews the report and makes a recommendation for corrective action
to be taken or notes action taken.
5. The
principal forwards the original copy to the Superintendent/designee. A copy remains in the school.
6. The
Superintendent/designee is responsible for evaluation of the report. It is to serve as a basis for a safety and
accident prevention program.
Reports will include:
1. Date, time and place of
accident.
2. Name and address of injured person(s).
3. Name of staff member(s)
in attendance.
4. Type of accident.
5. Personal injures
incurred.
6. Treatment given.
7. Description of the
accident.
8. Property damage
incurred.
9. Name and address of any
parties with first‑hand information regarding the accident.
10. Name of staff member
making the report.
11. Date and time of
parent/guardian notification.
All reports shall be sent to the Superintendent. The Superintendent
shall report to the Board in writing all serious accidents and shall also
submit to the Board periodic statistical reports on the number and types of
accidents occurring in the School District.
SUPPORT SERVICES Regulation
5240
Safety, Security and
Communications
Weather, Earthquake
and Fire Emergencies
The
Board recognizes the necessity for a planned safety program to ensure to the
extent possible a safe environment for students, staff and visitors. The responsibility for ensuring safe
conditions throughout the District is shared by the Board, Superintendent and
staff. The Superintendent, at the
Board’s direction will be responsible for the development and implementation of
a safety program to include, but not be limited to, weather, fire and civil
defense emergencies.
The Superintendent/designee is authorized to dismiss schools, at
his/her discretion, because of hazardous road conditions or other conditions
which would make the operation of schools impractical or hazardous to students
and staff.
At the direction of the Superintendent/designee, building principals
will determine areas in each building which, in the principal’s opinion, are
best suited for the protection of students and staff during civil defense
emergencies. School will not be dismissed
in the case of civil defense alerts or tornado warnings.
The Superintendent/designee will provide for fire inspections on
announced and unannounced bases for each building. The Superintendent/designee will also be
responsible for remedying unsafe conditions in school buildings which have been
reported by local fire marshals acting in their official capacity. Building principals are responsible for
preparing a fire drill and emergency exit plan for their buildings. Exit plans will be posted in each classroom
and reviewed with the students on a regular basis. Fire drills will be conducted during the
first full week of school and on a quarterly basis thereafter to ensure safe
and efficient exit in the event of an emergency.
At the direction of the Board, the District has established and
implemented an earthquake emergency procedure system for each school. In developing and implementing its earthquake
emergency procedure, the District has obtained assistance from the Missouri
Emergency Management Agency.
The earthquake emergency procedure will include, but not be limited to,
the following components:
1. Building disaster plans
to monitor the safety and care of students and staff.
2. At least two earthquake
emergency preparedness drills in each school per school year.
3. Specific procedures and protective
measures to be taken before, during and following an earthquake.
4. Awareness
and training for students and staff concerning the District’s earthquake
emergency procedure system.
The
District’s earthquake emergency procedure system is available for inspection in
the District’s administrative offices during normal business hours.
NOTE: The above earthquake
procedure management system is required for the Missouri counties listed below.
Perry Pike Putnam Ralls
Randolph Reynolds Ripley Schuyler
Scotland Scott Shelby St. Charles
St. Francis Ste. Genevieve St. Louis Stoddard
Warren Washington Wayne
Federal Program
Equipment and Supplies
Definitions
Equipment - Tangible,
nonexpendable personal property having a useful life of more than a year and an
acquisition cost of $1,000.00 or more per unit.
Supplies - All tangible
personal property other than equipment.
Computing devices are supplies if cost is less than $1,000.00.
Additional
Tracking Requirements
The
District will maintain effective control over and accountability for all funds,
property and other assets. Regardless of
cost, the District will maintain effective control and will safeguard all
assets and will assure that they are used solely for authorized programs.
Equipment
Disposition
The
District will use equipment used in the Federal program for which it was acquired
as long as needed, whether or not the program continues to be supported by the
Federal award.
When
equipment acquired under a Federal award is no longer needed for the original
program, the District will dispose of the equipment as follows:
1. Items with a current per unit fair market value of
$5,000.00 or less may be retained, sold or otherwise disposed of with no
further obligation.
2. Items with a current per unit market value in excess
of $5,000.00 may be retained by the District or sold.
3. Sales procedures will comply with Policy 3390.
In
order to implement the District's Food Safety Program, standard operating
procedures should be developed in the following area:
General
Safety Considerations
·
Prohibit bare
hand contact with ready to eat foods
·
Store chemicals
away from food and food related supplies
Personnel
·
Require hand
washing after restroom use, sneezing, coughing, or after performing any
cleaning activity.
·
Develop a policy
for restricting or excluding ill employees from food production or preparation
areas.
Product
Procurement
·
Follow
recommendations for selecting vendors such as those found in State distributing
agency vendor certification procedures.
·
Develop buyer
product specifications.
Receiving
·
Reject all cans
with swollen sides or ends, flawed seals and seams, rust or dents.
·
Put perishable
foods into the refrigerator or freezer immediately.
Storing
·
Store all food
and paper supplies 6 to 8 inches off the floor.
·
Label all food
with name of the school and delivery date.
Transporting
·
Preheat transfer
cart prior to use.
·
Limit transport
travel time to a maximum of 2 hours.
Holding
·
Keep hot foods
hot (above 135 °F) and cold foods cold (below 41 °F).
Preparation
·
Do not keep food
in the "danger zone" (between 41 °F and 135 °F) for more than 4
hours.
·
Handle food with
utensils, clean, gloved hands, or clean hands. (Bare hand contact with food
during preparation should be limited. Bare hand contact with RTE foods should
be prohibited.)
Cleaning
/ Sanitizing
·
Use clean water,
free of grease and food particles.
·
Keep wiping
cloths in sanitizing solution while cleaning.
Cooking
and Documenting Temperatures
·
Record all
temperatures when they are taken.
·
Use only a clean
and sanitized thermometer when taking internal temperatures of food.
Cooling
·
Cool rapidly by
storing food in small batches in individual containers; cover loosely so that
heat can escape quickly.
·
Keep cold foods
cold by pre-chilling ingredients for salads.
Reheating
·
Transfer reheated
food to hot-holding equipment only when the food reaches the proper
temperature.
·
Use only cooking
ranges, ovens, steamers, and microwave ovens to reheat foods. Use hot-holding
equipment only to maintain temperature and not for rapidly heating food.
Pupil transportation
is a necessary auxiliary service and an integral part of the total educational
program of the District. The time students spend on the bus exerts an important
influence on the physical and mental condition that students bring to the
classroom. Therefore, the major objectives of the pupil transportation program
are as follows:
1.
Provide the means by which students can
reach school under safe and healthful conditions with as little time on the bus
as is reasonably necessary.
2.
Provide for an efficient and economical
transportation system.
3.
Adapt transportation to the requirements
of the instructional program.
Any
student whose conduct on a school bus is improper or jeopardizes the safety of other
students may have his/her right to school bus transportation suspended for such
period of time as deemed proper by the Superintendent, building principal or
designee. Students with disabilities who are suspended from bus transportation
will be afforded the procedural safeguards, if necessary, as required by the
IDEA or Section 504. Such bus
suspensions will not constitute a “removal” under the IDEA or Section 504
unless transportation is included as a necessary related service in the
student’s IEP or Section 504 Plan.
Uniform rules of conduct and disciplinary measures will be enforced.
The
transportation service will be subject to continual supervision and regular
evaluation on the basis of the following Board policies:
1.
The Board of Education shall adopt
policies governing pupil transportation upon the recommendation of the
Superintendent, and shall include adequate funds in the budget to cover the
cost of the transportation contract, secure proper authorization for the
provision of transportation, and secure approval of bus routes from the
Missouri State Board of Education when necessary.
2.
The Superintendent shall assign
administrative and operational duties regarding the transportation program, and
shall keep the Board of Education informed as to the operation and needs of the
student transportation program. The Superintendent shall recommend policies,
budget and bus routes to the Board of Education for approval.
3.
School administrators may be asked to ride
certain bus routes and report their findings to the Superintendent. All
violations of state and local requirements will be reported.
4.
The Superintendent/designee will make spot
checks of buses throughout the year to review compliance with requirements.
5.
The Superintendent/designee will meet at
least once a year with all the bus drivers.
Only
those students who meet eligibility requirements by means of residence will be
permitted to use school bus transportation for the purpose of travel to and
from school. Other vehicles owned by the District or operated under contract
with the School District shall transport no more children than the manufacturer
suggests as appropriate for such vehicle.
May, 2013
SUPPORT SERVICES Regulation
5660
Transportation
Field Trips
Field trip – A planned visit outside the classroom taken by
students under the supervision of a
teacher or other school
official for the purpose of extending the instructional activities of the
classroom through first‑hand
experience and participation in functional situations that relate directly
to what is being
studied.
Local field trip – A field trip that usually falls within a twenty-five (25) mile
radius of the school,
takes place within the regular school day and uses contracted or District
transportation.
Out of area field trip – A field trip that fulfills any one of the following conditions:
covers more than a twenty-five (25) mile radius, requires more than one day,
uses contracted or District transportation, includes additional transportation
fees, or involves other unusual circumstances.
Private transportation – The use of private vehicles for transporting students for filed
trips, school
events and other school
activities. Refer to Policy and Regulation 5661 – Field Trip Transportation in
Private Vehicles/Common Carriers.
Financing Field Trips
The use of bus transportation services for field trips may be
authorized from Board of Education appropriated funds budgeted for field trips
if approved by the Superintendent/designee.
Field trip transportation may be funded from sources other than Board
of Education funds. This may include PTO contributions, authorized fees,
government funds and income generated by school activities.
Requests for Field Trips
All requests for use of school buses for field trips shall be made on
the appropriate District form and shall be submitted to the principal for
approval.
Requests
for all out-of-area field trips shall be submitted through the principal for
approval by the Superintendent/designee. When District bus transportation is
used, a copy of the appropriate District form should be attached.
Field trip requests should be submitted early enough to permit a timely
review by the principal.
Student Permission Form
All students shall be required to have a parent-signed permission form
to participate in a field trip. In cases where there is a series of trips for a
class, only one permission slip is necessary.
Study/Travel/Tour Programs
There are numerous study‑travel‑tour programs promoted and
operated by commercial organizations, not only during summer vacations and
holidays, but also at times during the school year.
1. Official Programs
On occasion, it may be appropriate for the schools to make use of the
facilities of commercial organizations to offer study, travel or tour programs.
The Superintendent/ designee shall have approved all aspects of such programs,
and notification of the programs, together with implementing procedures, shall
be sent to the schools. These should be designed for the summer vacation,
holidays or for other times that do not entail long absences of either teachers
or students from the regular school session.
In the
event that any teacher would like to propose such a program, he/she should
submit a written request through the principal for approval by the
Superintendent/designee. Requests should be submitted early enough to permit
adequate review at all levels; otherwise requests shall be denied.
The
program should be undertaken to achieve valid educational objectives to warrant
support by the school and the District. Care should be exercised to avoid
excluding students from participating in the program because of their economic
circumstances.
2. Non‑Official
Programs
Nonofficial study/travel/tour programs are ones that are not approved
by the school and/or the District. Any private group involving school
personnel, students and parents that is formed for the purpose of studying,
traveling or touring should abide by the following guidelines:
a. The
planning of any such activity and the activity itself shall be scheduled
outside of the regular school day.
b. The activity shall not be sanctioned,
recommended or advertised by a school and/or school personnel in an official
capacity.
c. Solicitation of participation by
students shall not be conducted in any school during the school day.
d. The activity shall not receive any
school or District funds, supplies or duty time of employees.
School personnel
participating in nonofficial programs should:
a. Be aware
that administrative leave will not be granted for participation in such
programs
b. Be careful
not to imply in any way that a nonofficial program is receiving official sanction or recognition by the school or
District.
c. Be
familiar with current policies and regulations regarding conflict of interest
and be particularly careful not to accept or receive any gift, loan, gratuity,
favor or service of economic value that might reasonably be expected to
influence one in his/her position in the discharge of his/her duties, from any
person.
SUPPORT SERVICES Regulation 5661
Transportation
Field Trip
Transportation in Private Vehicles/Common Carriers
The following
requirements will be enforced when transporting students by common carrier:
1.
Terms
of the transportation services provided by the common carrier will be recited
in a written contract.
2.
Common
carriers will provide evidence of liability insurance in an amount equal to at
least five (5) million dollars per accident.
3.
Common
carriers will provide evidence of safety inspection and compliance approved by
the Federal Motor Carrier Safety Regulations.
4.
Drivers
of commercial carriers must possess a valid Missouri commercial driver’s
license and must comply with all provisions of the Federal Motor Carrier Safety
Regulations.
The following requirements will be enforced when
transporting students in vehicles other than district buses or common carriers:
1.
Vehicles
must be properly licensed and display a current safety inspection sticker.
2.
Vehicle
driver must have a current Missouri operator’s license.
3.
Vehicles
must be equipped with operable safety restraints.
4. Vehicles must be insured by current
liability insurance.
Purpose
It is the District’s policy to the extent
possible to ensure that data and information in all its forms, written,
electronic or printed is protected from accidental or intentional unauthorized
modification, destruction or disclosure.
The protection includes an appropriate level of security over the
equipment, software and practices used to process, store and transmit data or
information.
Data
Security Administrator and Data Governance Committee
The District’s superintendent will
designate a District employee to serve as the Data Security Administrator. The Data Security Administrator will be
responsible for overseeing the implementation of the District’s security
policies and procedures. The Data
Security Administrator will also select District employees to serve on the
District’s Data Governance Committee.
This Committee will be responsible for an annual review of all data
governance policies and procedures.
Further, the Data Security Administrator
and the Data Governance Committee will assist the District administration in
implementing a comprehensive annual training program on the District’s data
policies.
Regulatory
Compliance
The District will comply with applicable
law, regulations or contractual obligations which affects its data systems
including, but not limited to:
1.
Children’s
Internet Protection Act (CIPA);
2.
Children’s
On-Line Privacy Protection Act (COPPA);
3.
Family
Educational Rights and Privacy Act (FERPA); and
4.
Protection of
Pupil Rights Act (PPRA).
Risk
Analysis
Annually, and as requested by the
Superintendent, a thorough risk analysis of the District’s data networks,
systems, policies and procedures will be conducted. The risk assessment will be used as a basis
for a plan to minimize identified risks.
Data ClassificationData is classified
according to the most sensitive detail which they include. The classification assigned and the related controls
applied are dependent on the sensitivity of the data.
Systems and
Information Control
Any
computer, laptop, model device, preliminary and/or screening device, network,
appliance/equipment, AV equipment, server, internal or external storage, communication
device or any other current or future electronic device may be referred to as
“systems.” All involved systems and
information are assets of the District and shall be protected from misuse,
unauthorized manipulation and destruction.
These protection measures may be physical and/or software based.
Ownership of Software
All
computer software developed by the District employees or contract personnel on
behalf of the District, licensed or purchased for the District’s use is the
property of the District and shall not be copied for use at home or any other
location, unless otherwise specified by the license agreement.
Software Installation and Use
All software packages that reside on
technological systems within or used by the District shall comply with
applicable licensing agreements and restrictions and shall comply with the
District’s acquisition of software procedures.
Virus, Malware, Spyware, Phishing and SPAM
Protection
Virus checking systems approved by the
District Technology Department are deployed using a multi-layered approach
(computers, servers, gateways, firewalls, filters, etc.) that ensures all
electronic files are appropriately scanned for viruses, malware, spyware,
phishing and SPAM. Users shall not turn off or disable the District’s
protection systems or to install other systems.
Access Controls
Physical and electronic
access to information systems that contain Personally Identifiable Information
(PII), Confidential Information, Internal Information and computing resources
shall be controlled. To ensure appropriate levels of access by District
employees, a variety of security measures are instituted as recommended by the
data governance committee and approved by the District. In particular,
the data governance committee shall document roles and rights to the student
information system and other like systems. Mechanisms to control access
to PII, Confidential Information, Internal Information and computing resources
include, but are not limited to, the following methods:
1.
Authorization: Access shall be granted on
a “need to know” basis and shall be authorized by the superintendent,
principal, immediate supervisor, or Data Governance Committee with the
assistance of the Technology Director and/or Data Security Officer. Specifically, on a case-by-case basis,
permissions may be added in to those already held by individual users in the
student management system, again on a need-to-know basis and only in order to
fulfill specific job responsibilities, with approval of the Data Governance
Committee.
2.
Identification/Authentication: Unique
user identification (user ID) and authentication are required for all systems
that maintain or access PII, Confidential information, and/or Internal
Information. Users shall be held accountable for all actions performed on the
system with their User ID. User accounts and passwords shall NOT be
shared.
3.
Data Integrity: The District provides
safeguards so that PII, Confidential, and Internal Information is not altered
or destroyed in an unauthorized manner. Core data are backed up to a private
cloud for disaster recovery. In addition, listed below are methods that
are used for data integrity in various circumstances:
a) transaction audit;
b) disk redundancy (RAID);
c) ECC (Error Correcting Memory);
d) checksums (file integrity);
e) data encryption
f) data wipes.
4.
Transmission Security: Technical security
mechanisms are in place to guard against unauthorized access to data that are
transmitted over a communications network, including wireless networks. The
following features are implemented:
a) integrity controls; and
b) encryption, where deemed appropriate.
5.
Remote Access: Access into the District’s
network from outside is allowed using the District’s Portal. All other
network access options are strictly prohibited without explicit authorization
from the Technology Director, ISO, or Data Governance Committee. Further,
PII, Confidential Information and/or Internal Information that is stored or
accessed remotely shall maintain the same level of protections as information
stored and accessed within the District’s network. PII shall only be
stored in cloud storage if said storage has been approved by the Data
Governance Committee or its designees.
6.
Physical and Electronic Access and Security: Access to areas in which information processing is
carried out shall be restricted to only appropriately authorized
individuals. At a minimum, staff passwords shall be changed annually.
a) No PII, Confidential and/or
Internal Information shall be stored on a device itself such as a hard drive,
mobile device of any kind, or external storage device that is not located
within a secure area or password protected.
b) No technological systems
that may contain information as defined above shall be disposed of or moved
without adhering to the appropriate Purchasing and Disposal of Electronic
Equipment procedures.
c) It is the responsibility of
the user to not leave these devices logged in, unattended, and open to
unauthorized use.
7.
Inactive Accounts and Terminated Users: User accounts and related access privileges
shall be terminated promptly at the end of an employee’s employment. The District’s administrative team will
inform the Data Governance Committee when an employee’s employment has ended or
will end in the future in order to facilitate account closure. Further, user access rights shall be reviewed
periodically to determine if and when access rights are no longer necessary for
certain District employees.
Data Transfer/Exchange/Printing
Electronic Mass
Data Transfers: Downloading, uploading or transferring
PII, Confidential Information, and Internal Information between systems shall
be strictly controlled. Requests for mass download of, or individual requests
for, information for research or any other purposes that include PII shall be
in accordance with this policy and be approved by the Data Governance
Committee. All other mass downloads of information shall be approved by the
Committee and/or Data Security Administrator and include only the minimum
amount of information necessary to fulfill the request. At the very least, a
Memorandum of Agreement (MOA) shall be in place when transferring PII to third
party entities such as software or application vendors, textbook companies,
testing companies, or any other web based application, etc. unless the
exception is approved by the Data Governance Committee. Further, the Data Governance Committee is
responsible for ensuring that any MOAs or agreements with third party entities
in possession of District data comply with the Federal regulations identified
in this regulation.
Other Electronic
Data Transfers and Printing: PII, Confidential
Information, and Internal Information shall be stored in a manner inaccessible
to unauthorized individuals. PII and Confidential Information shall not be
downloaded, copied or printed indiscriminately or left unattended and open to
compromise. PII that is downloaded for educational purposes where possible
shall be de-identified before use.
Oral
Communications: The District’s staff shall be aware of
their surroundings when discussing PII and Confidential Information. This
includes but is not limited to the use of cellular telephones in public
areas. The District’s staff shall not discuss PII or Confidential
Information in public areas if the information can be overheard. Caution
shall be used when conducting conversations in: semi-private rooms, waiting
rooms, corridors, elevators, stairwells, cafeterias, restaurants, or on public
transportation.
Audit Controls: Hardware,
software, services and/or procedural mechanisms that record and examine
activity in information systems that contain or use PII are reviewed by the
Data Governance Committee annually. Further, the committee also regularly
reviews records of information system activity, such as audit logs, access
reports, and security incident tracking reports. These reviews shall be
documented and maintained for six (6) years.
Evaluation:
The District will require that periodic technical and non-technical evaluations
of access controls, storage, and other systems be performed in response to
environmental or operational changes affecting the security of electronic PII
to ensure its continued protection.
IT Disaster
Recovery: Controls shall ensure the District can
recover from any damage to critical systems, data, or information within a
reasonable period of time. Each school, department, or individual is required
to report any instances immediately to the Superintendent, Data Security
Administrator, and/or Technology Director
for response to a system emergency or other occurrence (for example,
fire, vandalism, system failure and natural disaster) that damages data or
systems. The IT Disaster Plan shall include the following:
1.
A prioritized
list of critical services, data, and contacts.
2.
A process
enabling the District to restore any loss of data in the event of fire,
vandalism, natural disaster, or system failure.
3.
A process
enabling the District to continue to operate in the event of fire, vandalism,
natural disaster, or system failure.
4.
Procedures for
periodic testing of written contingency plans to discover weaknesses and the
subsequent process of revising the documentation, if necessary.
Compliance
The Data Governance Policy applies to all
users of the District’s information including: employees, staff, students,
volunteers, and third party vendors. Failure to comply with this policy by
employees, staff, volunteers, and third party vendors may result in
disciplinary action up to and including dismissal in accordance with applicable
the District’s procedures, or, in the case of third party vendors, termination
of the contractual relationship. Failure to comply with this policy by students
may constitute grounds for corrective action in accordance with the District’s
policies. Further, penalties associated with state and federal laws may
apply.
Possible disciplinary/corrective action
may be instituted for, but is not limited to, the following:
1.
Unauthorized
disclosure of PII or Confidential Information.
2.
Unauthorized
disclosure of a log-in code (User ID and password).
3.
An attempt to
obtain a log-in code or password that belongs to another person.
4.
An attempt to use
another person's log-in code or password.
5.
Unauthorized use
of an authorized password to invade student or employee privacy by examining
records or information for which there has been no request for review.
6.
Installation or
use of unlicensed software on the District’s technological systems.
7.
The intentional
unauthorized altering, destruction, or disposal of the District’s information,
data and/or systems. This includes the unauthorized removal from the
District’s technological systems such as but not limited to laptops, internal
or external storage, computers, servers, backups or other media, copiers, etc.
that contain PII or confidential information.
8.
An attempt to
gain access to log-in codes for purposes other than for support by authorized
technology staff, including the completion of fraudulent documentation to gain
access.