Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 6.409 08/01/22 Reporting Child Abuse Rescinds: Issued: 6.409 05/03/21 1 General 2 The Director of Schools shall:¹ 3 1. Designate one employee as the Child Abuse Coordinator (the Coordinator) and an additional 4 employee to serve as the Alternate Child Abuse Coordinator (the Alternate) for each school; 5 6 2. Require that the Coordinator and the Alternate receive appropriate training; 7 8 3. Supply the Coordinator with all necessary resources; 9 10 4. Ensure that all employees working directly with students annually complete the child abuse 11 training program required by state law.² 12 The Coordinator shall assist any employee with appropriately reporting and responding to instances of 13 child abuse or child sexual abuse. 14 REPORTING 15 All personnel shall be alert for any evidence of child abuse, sexual abuse, or neglect. 3 If personnel 16 know or have reasonable cause to suspect child abuse, sexual abuse, or neglect, a report shall be filed 17 immediately with the Coordinator, the Department of Children's Services (DCS), and law 18 enforcement.⁴ When alleged abuse involves someone employed by, previously employed by, or 19 otherwise affiliated with the school, the report may be made directly to the DCS and law enforcement 20 prior to notifying the Coordinator.⁵ 21 The report shall include, to the extent known by the reporter:⁶ 22 1. The name, address, telephone number, and age of the child; 23 24 2. The name, telephone number, and address of the parents or persons having custody of the child; 25 26 3. The nature and extent of the abuse or neglect; and 27 28 4. Any evidence to the cause or any other information that may relate to the cause or extent of the 29 abuse or neglect. 30 The Director of Schools/designee shall develop reporting procedures, including sample indicators of 31 abuse and neglect, and shall disseminate the procedures to all school personnel. Version Date: June 20, 2023 Reporting Child Abuse 6.409 1 CONFIDENTIALITY 2 District employees shall keep all information regarding any child abuse confidential in accordance 3 with state law. 4 INVESTIGATIONS 5 School administrators and employees have a duty to cooperate, provide assistance, and information in 6 child abuse investigations⁷ including permitting DCS teams to conduct interviews while the child is at 7 school. The principal may control the time, place, and circumstances of the interview but may not 8 insist that a school employee be present even if the suspected abuser is a school employee or another 9 student. The principal is not in violation of any laws by failing to inform parent(s)/guardian(s) that the 10 child is to be interviewed even if the suspected abuser is not a member of the child's household. 8 Legal References Cross References 1. TCA 49-6-1601 Recommendations and File Transfers 5.203 2. TCA 37-1-408; Public Acts of 2022, Chapter No. Staff-Student Relations 5.610 841 Interrogations and Searches 6.303 3. TCA 37-1-403(a)(1); TCA 37-1-412; TCA 37-1- Student Discrimination, Harassment, Bullying, Cyber- 602; TCA 37-1-605(a)(4) bullying, and Intimidation 6.304 4. TCA 37-1-403(a)(2); TCA 49-6-1601 Title IX & Sexual Harassment 6.3041 5. Public Acts of 2022, Chapter No. 781 Promoting Student Welfare 6.400 6. TCA 37-1-403(b) 7. TCA 37-1-611(b) 8. Tenn. Op. Atty. Gen. No. 87-101 (June 9, 1987) Page 2 of 2 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 6.410 05/03/21 Accidents and Illnesses Rescinds: Issued: 6.410 02/04/19 1 Parent(s) of all students shall provide the schools with medical authorization which shall contain the 2 following information: 3 1. Parents' location and phone number during the school day; 4 5 2. The name, address and phone number of the student's physician(s); 6 7 3. Directions in the event that medical treatment is needed; 8 9 4. Information concerning a student's particular physical disability or medical condition. 10 The authorization will be required annually and will be kept on file in the principal's office. 11 If a student suffers an injury or becomes ill, the staff member in charge shall have the responsibility to 12 render first-aid or ensure that it is rendered. 13 In the event of serious injury or illness to a student, the parent(s) will be notified as to whether to pick 14 up the child at school or meet the child at the hospital. If the parent(s) cannot be reached, the student 15 will be transported to the hospital emergency room and the physician identified by the parent(s) on the 16 emergency medical authorization form will be notified of the accident. Efforts to notify the parent(s) 17 will continue until they are reached. 18 Principals will inform the director of schools immediately of any serious injuries suffered by students 19 while under jurisdiction of the school. A report of each accident taking place in a school will be filed in 20 the offices of both the principal and the director of schools. Forms for reporting accidents will be made 21 available from the office of the director of schools. In all accidents serious enough to require medical 22 attention or requiring the student to be taken home, or in all cases that the staff member in charge deems 23 desirable, reports will be made and filed as stated above. 24 No student will be taken and left at home or sent home unless a parent, or someone designated by the 25 parent(s), is at home to accept the responsibility of the student. 26 Parents who object to the procedures contained in this policy shall submit to the principal a written 27 emergency plan for his approval. Version Date: May 7, 2021 Hickman County Board of Education Descriptor Code: Issued Date: Descriptor Term: 6.411 05/03/21 Student Wellness Rescinds: Issued: 6.411 01/06/20 1 The Hickman County Board recognizes the value of proper nutrition, physical activity, and other 2 health conscious practices and the impact that such practices have on student academic achievement, 3 health, and wellbeing. In order to provide an environment conducive to overall student wellness, this 4 policy shall be followed by all schools in the Hickman County School District. 1 5 COMMITMENT TO COORDINATED SCHOOL HEALTH 6 All schools shall implement CDC's Coordinated School Health approach to managing new and existing 7 wellness-related programs and services in schools and the surrounding community based on State law 8 and State Board of Education CSH Standards and Guidelines. The district's coordinated school health 9 coordinator shall be responsible for overseeing compliance with State Board of Education CSH 10 Standards and Guidelines in the school district. 11 SCHOOL HEALTH ADVISORY COUNCIL²,³ 12 An advisory council shall be established to serve as a resource to school sites for implementing 13 policies. The council shall consist of individuals representing the school and community, including 14 parents, students, teachers, school administrators, health professionals, school food service 15 representatives, and members of the public. The primary responsibilities of the council include but are 16 not limited to: 17 1. Developing, implementing, monitoring, reviewing and as necessary, making recommendations 18 as to physical activity and nutrition; 19 2. Ensuring all schools within the district create and implement an action plan related to all 20 School Health Index modules; 21 3. Ensuring results of the action plan are annually reported to the council; and, 22 4. Ensuring school level results include measures of progress on each indicator of the School 23 Health Index. 24 The State Board of Education's Coordinated School Health and Physical Education Policies shall be 25 used as guidance by the Council to make recommendations. The Hickman County School Board may 26 consider recommendations of the Council in making policy changes or revisions. 27 Additionally, each school will have a Healthy School Team consisting of teachers, students, parents, 28 and administrators.² The Team shall hold Healthy School Team meetings during the school year to 29 assess needs and oversee planning and implementation of school health efforts. 30 The director of schools/designee will ensure compliance with the school Wellness Policy, to include an 31 assessment of the implementation of the Wellness Policy and the progress made in attaining the policy 32 goals. The assessment will be made available to the public. Version Date: May 7, 2021 Student Wellness 6.411 1 COMMITMENT TO NUTRITION 2 All schools within the Hickman County District shall participate in and are committed to offering 3 school meals that are consistent with the USDA child nutrition programs, which may include but not 4 be limited to, the National School Lunch Program, the School Breakfast Program, the Summer Food 5 Service Program, and the After School Snack Program. 4,5,6 6 Meals shall be accessible to all students in a non-stigmatizing manner. Students will be given 10 7 minutes of breakfast and 20 minutes after sitting down for lunch to enjoy healthy meals and relax in a 8 pleasant environment. Good nutritional habits shall be encouraged. All food including vending 9 machines, fundraising items, and concessions must meet guidelines set forth by the Healthy, Hunger- 10 free Kids Act, 2010, Smart Snacks in Schools. 4,5,6 Schools shall follow the State Child Nutrition 11 Program limit on days in which non-healthy foods may be used for fundraisers. 12 It is the intent of the Hickman County School District to protect and promote student's health by 13 permitting advertising and marketing for only those foods and beverages that are permitted to be sold 14 on the school campus, consistent with the District's wellness policy. Food and beverage marketing is 15 defined as advertising and other promotions in schools. Food and beverage marketing often includes an 16 oral, written, or graphic statements made for the purpose of promoting the sale of a food or beverage 17 product made by the producer, manufacturer, seller, or any other entity with a commercial interest in 18 the product. 19 All foods offered on the school campus may meet or exceed the USDA Smart Snacks in School 20 nutrition standards including through: celebrations and parties, classroom snacks brought by parents, 21 rewards, and incentives. 22 The school principal/designee shall be responsible for overseeing the school district's compliance with 23 the State Board of Education Rules and Regulations for sale of food items in the school district. 2,5,6 24 DISTRICT GOALS 25 The Hickman County District will promote healthy nutrition through various activities, including 26 nutrition related newsletters, informational links on the district website, healthy eating posters and 27 bulletin boards in dining areas, and informational booths at various community functions. Nutrition 28 Education will be offered as part of a standards based program designed to provide students with the 29 knowledge and skills needed to promote and protect their health as outlined in the State Board of 30 Education Health Education and Lifetime Wellness Standards. District nutrition goals, and 31 measurement of their effectiveness, are updated annually in the state Coordinated School Health 32 report. 33 COMMITMENT TO PHYSICAL ACTIVITY AND PHYSICAL EDUCATION⁷ 34 The board recognizes that physical activity is extremely important to the overall health of a child. 35 Schools shall support and promote physical activity. Physical activity may be integrated into any areas 36 of the school program. Page 2 of 4 Student Wellness 6.411 1 Physical Education classes shall be offered as part of a standards based program designed to provide 2 developmentally appropriate moderate to vigorous physical activity as an integral part of the class. All 3 physical education classes shall comply with the State Board of Education's Physical Education 4 Standards. In addition to the district's physical education program, non-structured physical activity 5 periods shall be offered as required by law. Supervised recess/physical activity shall be offered daily to 6 all K-8 students. 7 Schools shall continue to offer after school sports and activities. Physical activity shall not be 8 employed as a form of discipline or punishment. 9 COMMITMENT TO CURRICULUM³ 10 All applicable courses of study should be based on State-approved curriculum standards. 11 SCHOOL HEALTH INDEX³ 12 All schools within the district shall annually administer a baseline assessment on each of the 13 recommended School Health Index modules. Results shall be submitted to the School Health Advisory 14 Council and reported to the State Department of Education. 15 COMPLIANCE8 16 The superintendent/designee will ensure compliance with the school Wellness Policy, to include an 17 assessment of the implementation of the Wellness Policy and the progress made in attaining policy 18 goals. 19 Recordkeeping 20 Coordinated School Health will retain records to document compliance with the requirements of the 21 wellness policy. 22 Annual Notification of Policy 23 Coordinated School Health will inform families and the public each year of information about the 24 wellness policy, including updates and implementation status. This information will be made to the 25 public via district website and/or district wide communications, and actively encourage their 26 involvement. 27 Triennial Progress Assessments 28 Every three years, Coordinated School Health will evaluate compliance with the wellness policy to 29 assess the implementation of the policy and include: 30 Compliance with the wellness policy 31 How the wellness policy compares to the wellness policy assessment tool 32 Description of the progress made in attaining the goals of the wellness policy, which are the 33 annual goals found in the Coordinated School Health annual report. Page 3 of 4 Student Wellness 6.411 1 The School Health Coordinator is responsible for managing the triennial assessment. The School 2 Health Advisory Council and the individual schools will monitor schools' compliance with the 3 wellness policy. Coordinated School Health will inform families and community members of the 4 availability of the triennial assessment via district website and/or district-wide communications. 5 Revisions and Updating the Policy 6 The School Health Advisory Council will update or modify the wellness policy based on the results of 7 the annual School Health Index and triennial assessments. The wellness policy will be assessed and 8 updated as indicated at least every three years, following the triennial assessment. The District will 9 notify the public about the content of or any updates to the wellness policy annually through the 10 district website and/or district-wide communications. 11 Community Involvement, Outreach, and Communications 12 The District is committed to being responsive to community input. Hickman School District will 13 actively communicate with representatives of the School Health Advisory Council and others can 14 participate in the development, implementation, and periodic review and update of the wellness policy 15 through a variety of means appropriate for the district. Legal References Cross References 1. TCA 49-1-1002 Student Suicide Prevention 6.415 2. State Board of Education Policy 4.204 3. State Board of Education Policy 4.206 4. 42 USCA § 1758b 5. TRR/MS 0520-01-06 6. 7 CFR § 210 and 220 7. TCA 49-6-1021 8. 7 CFR $ 210.31(f) Page 4 of 4 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 6.413 05/03/21 Prevention and Treatment of Sports- Related Concussions Rescinds: Issued: 6.413 02/04/19 1 A concussion is a traumatic brain injury caused by a direct or indirect blow to the head or body. In order 2 to ensure the safety of students that participate in interscholastic athletics, it is imperative that student 3 athletes, coaches, and parents are educated about the nature and treatment of sports related concussions. 4 The Board recognizes that concussions can be a serious health issue and should be treated as such. 5 The Board adopts the guidelines and other pertinent information and forms developed by the Tennessee 6 Department of Health to inform and educate coaches, school administrators, student athletes, and 7 parent(s) / guardian(s) of the nature, risk and symptoms of concussions and head injuries. These 8 guidelines and materials may be viewed on the Department of Health's website and shall be made 9 available to interested parties through the Central Office. 10 This policy shall govern all activities and those individuals involved in those activities which constitute 11 an organized athletic game or competition against another team or in practice or preparation for an 12 organized game or competition. It does not govern those activities or individuals involved in those 13 activities which are entered into for instructional purposes only or those that are incidental to a 14 nonathletic program or lesson. 15 REQUIRED TRAINING¹ 16 The director of schools shall ensure that each school's athletic director and coaches, employed or 17 volunteer, annually complete the Concussion in Sports - What You Need to Know online course. This 18 course may be accessed online at www.nfhslearn.com. 19 Prior to the annual initiation of practice or competition, the following persons must review and sign a 20 concussion and head injury information sheet approved by the Tennessee Department of Health: the 12 21 director of schools, licensed healthcare professionals (if appointed), each school athletic director, and 22 each coach, employed or volunteer. 23 In addition, prior to the annual initiation of practice or competition, all student athletes and their 24 parent(s)/guardian(s) shall review the concussion and head injury information sheet approved by the 25 Tennessee Department of Health. A form confirming this review shall be signed and returned by the 26 student athlete, if the athlete is eighteen (18) years of age or older; or by the student athlete's parent (s) / 27 guardian (s), for athletes younger than eighteen (18) years of age. 28 All documentation of the completion of a concussion recognition and head injury safety education course 29 program and signed concussion and head injury information sheets shall be maintained by the director 30 of schools or his/her designee for a period of three (3) years. Version Date: May 7, 2021 Prevention and Treatment of Sports Related Concussions 6.413 1 REMOVAL FROM ATHLETICS¹ 2 Any student athlete who shows signs, symptoms and/or behaviors consistent with a concussion during 3 an athletic activity or competition shall be immediately removed for evaluation by a licensed healthcare 4 professional, if available, and if not, by the coach or other designated individuals. 5 No student athlete who has been removed from an athletic activity or competition due to a concussion 6 or suspected concussion shall be allowed to return to any supervised team activities involving physical 7 exertion, including games, competitions, or practices, until the student athlete has been evaluated by and 8 received written clearance on forms approved by the Department of Health from a licensed health care 9 provider for a full or graduated return. "Health care provider" means a Tennessee licensed medical doctor 10 (M.D.), osteopathic physician (D.O.), or a clinical neuropsychologist with concussion training or a 11 physician's assistant (P.A.) with concussion training who is a member of a health care team supervised 12 by a Tennessee licensed medical doctor or osteopathic physician.² 13 This requirement for clearance prior to a student athlete returning to an athletic activity shall not apply 14 if there is a legitimate explanation other than a concussion for the signs, symptoms, and/or behaviors 15 observed. 16 The director of schools or his/her designee shall ensure that all protocols approved by the Tennessee 17 Department of Health or required by law relative to the provisions of this policy are followed and 18 implemented within each school. Legal References 1. TCA 68-55-502 2. TCA 68-55-501 Page 2 of 2 Hickman County Board of Education Descriptor Code: Issued Date: Descriptor Term: 6.414 05/03/21 Prevention and Treatment of Rescinds: Issued: Sudden Cardiac Arrest 6.414 02/04/19 1 Sudden cardiac arrest (SCA) is a condition in which the heartbeat stops abruptly and unexpectedly, 2 preventing blood flow to the brain, the heart, and the rest of the body. In order to ensure the safety of 3 students that participate in interscholastic athletics, it is imperative that student athletes, coaches, and 4 parents are educated about the nature and treatment of sudden cardiac arrest. The Board recognizes that 5 sudden cardiac arrest is a serious health issue and should be treated as such. 6 The Board adopts the guidelines and other pertinent information and forms developed by the 7 Tennessee Department of Health to inform and educate coaches, school administrators, student 8 athletes, and parent(s) / guardian(s) of the nature, risk and symptoms of sudden cardiac arrest. These 9 guidelines and materials may be viewed on the Department of Health's website and shall be made 10 available to interested parties through the Central Office. 11 This policy shall govern all activities and those individuals involved in those activities which constitute 12 an organized athletic game or competition against another team or in practice or preparation for an 13 organized game or competition. It does not govern those activities or individuals involved in those 14 activities which are entered into for instructional purposes only or those that are incidental to a 15 nonathletic program or lesson. 16 REQUIRED TRAINING¹ 17 The director of schools shall ensure that each school's athletic director and coaches, employed or 18 volunteer, annually complete the National Federation of State High School Associations Elective 19 Course - Sudden Cardiac Arrest online course. This course may be accessed online at 20 www.nfhslearn.com 21 Prior to the annual initiation of practice or competition, the following persons must review and sign a 22 sudden cardiac arrest information sheet approved by the Tennessee Department of Health: each school 23 athletic director, licensed healthcare professionals (if appointed), and each coach, employed or 24 volunteer. 25 In addition, prior to the annual initiation of practice or competition, all student athletes and their 26 parent(s) / guardian(s) shall review the sudden cardiac arrest information sheet approved by the 27 Tennessee Department of Health. A form confirming this review shall be signed and returned by the 28 student athlete, if the athlete is eighteen (18) years of age or older; or by the student athlete's parent(s) / 29 guardian(s), for athletes younger than eighteen (18) years of age. 30 All documentation of the completion of a sudden cardiac arrest education course program and signed 31 sudden cardiac arrest information sheets shall be maintained by the director of schools or his/her 32 designee for a period of three (3) years. Version Date: May 7, 2021 Prevention and Treatment of Sudden Cardiac Arrest 6.414 1 Removal from Athletics¹ 2 Any student athlete who shows signs, symptoms and/or behaviors consistent with sudden cardiac arrest 3 during or after an athletic activity or competition shall be immediately removed for evaluation by a 4 licensed healthcare professional, if available, and if not, by a coach or other designated individuals. 5 Signs, symptoms and/or behaviors include, but are not limited to: passing out; fainting; unexplained 6 shortness of breath; chest pains; dizziness; racing heart rate; and extreme fatigue. 7 Student athletes who have been removed from an athletic activity or competition shall not return to any 8 supervised team activities involving physical exertion, including games, competitions, or practices, 9 until the student athlete has been evaluated by and received written clearance on forms approved by the 10 Department of Health from a licensed health care provider for a full or graduated return. 11 Penalties¹ 12 A coach found in violation of the provisions of this policy related to removal from play and return to 13 play shall be subject to the following penalties: 14 1. For a first violation, suspension from coaching any athletic activity for the remainder of the 15 season; 16 2. For a second violation, suspension from coaching any athletic activity for the remainder of the 17 season and the next season; and 18 3. For a third violation, permanent suspension from coaching any athletic activity. 19 Legal References 1. TCA 68-6-101, et seq. Page 2 of 2 Hickman County Board of Education Descriptor Code: Issued Date: Descriptor Term: 6.415 05/03/21 Student Suicide Prevention Rescinds: Issued: 6.415 02/04/19 1 The Board is committed to protecting the health and well-being of all students and understands that 2 physical, behavioral, and emotional health are integral components of student achievement. Students 3 are strongly encouraged to report if they, or a friend, are feeling suicidal or in need of help. Students 4 will be provided information regarding The National Suicide Prevention Lifeline - 1-800-273-8255 5 (TALK). 6 PREVENTION 7 All district employees shall attend either the annual in-service training in suicide prevention or 8 participate in other equivalent training approved by the director of schools. The training shall include, 9 but not be limited to, identification of risk factors, warning signs, intervention and response 10 procedures, referrals, and postvention. 11 The director of schools shall identify a district suicide prevention coordinator responsible for planning 12 and coordinating the implementation of this policy. Each school principal shall designate a school 13 suicide prevention coordinator to act as a point of contact in each school for issues relating to suicide 14 prevention and policy implementation. 15 INTERVENTION 16 Any employee who has reason to believe that a student is at imminent risk of suicide shall report such 17 belief to the principal or designee. Belief that a student is at imminent risk of suicide shall include, but 18 not be limited to, the student verbalizing the desire to commit suicide, evidence of self-harm, or a 19 student self-refers. 20 Upon notification, the principal or designee shall ensure the student is placed under adult supervision. 21 Emergency medical services shall be contacted immediately if an in-school suicide attempt occurs. The 22 principal or designee shall contact the director of schools or designee as soon as practicable. 23 Prior to contacting the student's parent/guardian, the director of schools or designee shall determine if 24 there could be further risk of harm resulting from parent/guardian notification. If parent/guardian 25 notification could result in further risk of harm or endanger the health or well-being of the student, then 26 local law enforcement and the Department of Children's Services shall be contacted.² 27 If appropriate, the director of schools or designee shall contact the student's parent/guardian and 28 provide the following information: Version Date: May 7, 2021 Student Suicide Prevention 6.415 1 1. Inform the parent/guardian that there is reason to believe the student is at imminent risk of 2 suicide; 3 2. Assure the parent/guardian that the student is currently safe or inform the parent/guardian that 4 emergency medical services were contacted; 5 3. Ask the parent/guardian whether he/she is aware of the student's mental state; 6 4. Ask the parent/guardian whether he/she wishes to obtain or has obtained mental health 7 counseling for the student; 8 5. Provide the names of community mental health counseling resources if appropriate. 9 The director of schools or designee will seek parental permission to communicate with outside mental 10 health care providers regarding a student. If the student is under the age of 18 and the parent/guardian 11 refuses to seek appropriate assistance, the director of schools or designee shall contact the Department 12 of Children's Services.² 13 The director of schools or designee shall document the contact with the parent/guardian by recording: 14 1. The time and date of the contact; 15 2. The individual contacted; 16 3. The parent/guardian's response; and 17 4. Anticipated follow-up. 18 The director of schools or designee shall ensure the student is under adult supervision until a 19 parent/guardian or other authorized individual accepts responsibility for the student's safety. 20 Prior to a student returning to school, the director of schools or designee and/or principal shall meet 21 with the student's parent/guardian, and student if appropriate. The parent/guardian shall provide 22 documentation from a mental health care provider stating that the student has received care and is no 23 longer a danger to themselves or others. The principal will identify an employee to periodically check 24 in with the student to ensure the student's safety and address any problems with re-entry. 25 POSTVENTION¹ 26 Immediately following a student suicide death, the Crisis Team shall meet and implement the Crisis 27 Management plan. At a minimum, the Crisis Management plan shall address the following: 28 1. Verification of death; 29 2. Preparation of postvention response to include support services; 30 3. Informing faculty and staff of a student death; 31 4. Informing students that a death has occurred; and 32 5. Providing information on the resources available to students. 33 The Crisis Team shall work with teachers to identify the students most likely to be impacted by the 34 death in order to provide additional assistance and counseling if needed. Additionally, staff and faculty 35 will immediately review suicide warning signs and reporting requirements. The director of schools or 36 designee shall be responsible for all media inquiries. Page 2 of 3 Legal References Cross References 1. TCA 49-6-1901, et seq. News Releases, News Conferences and Interview 1.503 2. TCA 37-1-403 Crisis Management 3.203 Student Discrimination, Harassment, Bullying, Cyber- bullying and Intimidation 6.304 Promoting Student Welfare 6.400 Student Wellness 6.411 Version Date: May 7, 2021 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 6.500 05/03/21 Special Education Students Rescinds: Issued: 6.500 02/01/21 1 Special education students between the ages of three (3) and twenty-one (21), inclusive, shall receive the 2 benefit of a free appropriate public education. These students shall be educated with the general student 3 population to the maximum extent appropriate and should be placed in separate or special classes only 4 when the severity of the disability is such that education in regular classes, even with the use of 5 supplementary aids and services, cannot be accomplished satisfactorily.¹ 6 Eligibility standards and options of service for special education services shall be based upon the criteria 7 specified in state regulations. 2 8 Students receiving special education services shall not be restrained except as permitted by state law and 9 regulations. 3,4 The Director of Schools shall develop administrative procedures to govern the following: 10 1. Personnel authorized to use isolation and restraint; 11 12 2. Training requirements for personnel working with special education students; and 13 14 3. Incident reporting procedures.⁴ Legal References Cross References 1. TCA 49-10-103(c) Special Education 4.202 2. TRR/MS 0520-01-09-.01 Compulsory Attendance Ages 6.201 3. TCA 49-10-1301 et seq. Alternative Education 6.319 4. TRR/MS 0520-01-09-23 Version Date: May 7, 2021 Hickman County Board of Education Descriptor Code: Issued Date: Descriptor Term: 6.501 05/03/21 Married and/or Pregnant Rescinds: Issued: Students 6.501 02/04/19 1 Married students, pregnant students, and student-parents shall have the same educational opportunities- 2 curricular and extracurricular-as all other students.¹ They shall be expected to assume the same 3 responsibilities and abide by the same rules and regulations governing all students.² 4 These students shall be allowed to represent their school in all school activities. They shall further be 5 eligible for elected offices and for receiving school honors and awards. 6 Pregnant students must inform the guidance counselor and/or school principal once aware of being 7 pregnant in order that support services may be provided as needed. Upon verification by a physician that 8 the pregnancy has reached a stage where the health of the student will be impaired, health services will 9 be provided as for any other health-impaired student. 10 No student shall bring a dependent child to the school premises for the purpose of child care during 11 school hours. Legal References Cross References 1. 20 U.S.C. § 1703 Homebound Instruction 4.206 2. State vs. Priest 27 S. 2d 173 (1946); In re Goodwin, 39 S. 2d 731 (1949) Version Date: May 7, 2021 Hickman County Board of Education Descriptor Code: Issued Date: Descriptor Term: 6.502 05/03/21 Foreign Exchange Students Rescinds: Issued: 6.502 02/04/19 1 Any foreign student is eligible for acceptance into the foreign exchange student program, provided 2 he/she is participating through any agency endorsed by the Council on Standards for International 3 Educational Travel and is sponsored by an individual or organization and has a J-1 visa.¹ Before approval 4 by the Board, the exchange program representative must make written application on behalf of the 5 student in the local school serving the host family by June 15 for the next academic year. No foreign 6 exchange student shall be brought into the United States by the sponsor unless he/she has been accepted 7 in writing as a student by the director of schools/designee of the school in which he/she is to be enrolled. 8 The school may accept the student after determining the following: 9 1. The student will have a sufficient command of the English language to enable them to participate 10 in the general curriculum; 11 12 2. Appropriate curriculum offerings can be provided for the student; and 13 14 3. An overcrowded situation will not be further aggravated. 15 Prior to enrolling a foreign student, the principal or designee shall require, in addition to a valid student 16 visa, the following documentation: 17 1. Citizenship; 18 19 2. Birthdate; 20 21 3. Health/immigration records, appropriate Tennessee Immunization record: i.e. green card; 22 23 4. Custody (including phone number, name and address of person responsible for the student); and 24 25 5. School records, including a transcript of academics (in English). 26 Admission requirements and all other considerations and expectations shall be the same for foreign 27 students as for United States students. Students will be accepted only in grades 9-12. No more than two 28 (2) foreign students and no more than two of the same nationality shall be placed in one school. 29 Students must have had acceptable academic achievement in their native countries and must have been 30 screened for maturity and ability to get the maximum benefit from an exchange program. Exchange 31 students must have an adequate command of the English language and be able to function without special 32 assistance in regular classes. The principal shall be responsible for assignment to the appropriate grade 33 level. Version Date: May 7, 2021 Foreign Exchange Students 6.502 1 Each school shall name a faculty member as a student representative to serve as a liaison between the 2 school and exchange program agency and as an adviser to exchange students. Contact person in Hickman 3 County will be a counselor at the high school where the student will be enrolled. 4 The sponsoring individual/organization shall provide evidence to the school that the student will receive 5 adequate financial support for the duration of his/her stay. Schools shall not hold fund-raising events to 6 pay expenses incurred by exchange students. 7 Privately sponsored exchange students on an F-1 visa may be enrolled if an adult resident of the district 8 has temporary guardianship and the student lives in the home of that guardian. Exchange students on an 9 F-1 visa are required to pay tuition at the established district rate. F-1 visa student admission is limited 10 to secondary schools and attendance may not exceed twelve (12) months.² 11 The sponsoring organization shall abide by all regulations of the Council on Standards for International 12 Educational Travel, The State of Tennessee Department of Education, and the Hickman County Board 13 of Education. Failure to do so could result in the refusal to continue education program for the exchange 14 student in Hickman County. 15 The exchange student should be placed in the home of a host family which includes one or more students 16 attending the particular high school or a family which has close contact with the school. 17 No exchange student will be issued a diploma from Hickman County Schools. However, each student 18 will be allowed to participate in senior class activities for social interaction. 19 The area or state representative of the sponsoring organization will contact the high school counselor at 20 least once a month for updates on the student. Legal References Cross References 1. 22 CFR § 62.25 School Admissions 6.203 2. Immigration and Nationality Act § 214 (3)(m)(1) Page 2 of 2 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 6.503 05/03/21 Homeless Students Rescinds: Issued: 6.503 02/04/19 1 A homeless student shall have equal access to the same free, appropriate public education as provided 2 to other children and youths. 1 3 Homeless students are individuals who lack a fixed, regular, and adequate nighttime residence.² 4 Homeless students include:² 5 1. Students sharing the housing of other persons due to loss of housing, economic hardship, or 6 similar reason; students living in motels, hotels, trailer parks, or camping grounds due to the lack 7 of alternative adequate accommodations; students living in emergency or transitional shelters; or 8 students abandoned in hospitals; 9 2. Students who have a primary nighttime residence that is a public or private place not designed 10 for or ordinarily used as a regular sleeping accommodations for human beings; 11 3. Students living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or 12 trains stations, or similar settings; and 13 4. Migratory students who are living in circumstances described above. 14 ENROLLMENT 15 Homeless students shall be immediately enrolled, even if the student is unable to produce records 16 normally required for enrollment (i.e. academic records, immunization records, health records, proof of 17 residency), or missed the district's application or enrollment deadlines.³ Parents/guardians are required 18 to submit contact information to the district's homeless corrdinator.³ 19 PLACEMENT 20 For the purposes of this policy, school of origin shall mean the school that the student attended when 21 permanently housed or the school in which the student was last enrolled, including a preschool/pre-k 22 program.⁹ School of origin shall also include the designated receiving school at thenext grade level when 23 the student completes the final grade level served by the school or origin.⁴ 24 Placement shall be determined based on the student's best interest. 5 At all times, a strong presumption 25 that keeping the student in the school of origin is in the student's best interest shall be maintained, unless 26 doing so would be contrary to a request made by the student's parent/guardian or the student in the case 27 of an unaccompanied youth. 6 When determining placement, student-centered factors, including but not 28 limited to impact of mobility on achievement, education, health, and safety shall be considered 6 The 29 choice regarding placement shall be made regardless of whether the student lives with their homeless 30 parents/guardians or has been temporarily placed elsewhere.⁷ 31 If it is not in the student's best interest to attend the school of origin, or the school requested by the 32 parent/guardian or unaccompanied youth, the director or his/her designee shall provide a written 33 explanation of the reasons for the determination, in a manner and form that is understandable to the Version Date: May 7, 2021 Homeless Students 6.503 1 parent/guardian or unaccompanied youth. 6 The written explanation shall include a statement regarding 2 the right to appeal the placement decision.⁶ If the placement decision in appealed, the district shall refer 3 the parent/guardian or unaccompanied student to the homeless coordinator, who shall carry out the 4 dispute resolution process as expeditiously as possible and in accordance with the law. 8 Upon notice of 5 an appeal, the director of schools shall immediately enroll the student in the school in which enrollment 6 was sought pending a final resolution of the dispute, including all available appeals.⁸ 7 RECORDS 8 Records ordinarily kept by the school shall be maintained for all homeless students. Information 9 regarding a homeless student's living situation shall be treated as a student education record, and shall 10 not be considered directory information.⁹ 11 SERVICES¹⁰ 12 The director of schools shall ensure that each homeless student is provided services comparable to those 13 offered to other students within the district, including transportation, special education services, 14 programs in career and technical education (CTE), programs for gifted and talented students, and school 15 nutrition. 16 The director of schools shall designate a district homeless coordinator who shall ensure this policy is 17 implemented throughout the district. The homeless coordinator shall ensure: 18 1. Homeless students are quickly identified and have access to education and support services, to 19 include Head Start and district pre-k programs; 20 2. Coordination with local social service agencies and other entities providing services to homeless 21 students; 22 3. Coordinate transportation, transfer of records, and other interdistrict activities with other school 23 districts; 24 4. Coordinate transportation to the school or origin or choice for homeless students; 25 5. Refer homeless students and their families to health care services, dental services, mental health 26 and substance abuse services, and housing services; 27 6. Assist homeless students in obtaining immunizations, medical or immunization records, and any 28 additional assistance that may be needed; 29 7. Public notice of the educational rights of homeless students is disseminated in places frequented 30 by parents/guardians of homeless students, including schools, shelters, public libraries, and soup 31 kitchens; and 32 8. Unaccompanied youth are enrolled and informed of their status and independent students. 33 The director of schools shall develop procedures to ensure that homeless students are recognized 34 administratively and that the appropriate and available services are provided for these students. The 35 director shall ensure professional development is provided to school personnel providing services to 36 homeless students. Page 2 of 3 Homeless Students 6.503 Legal References Cross References 1. 42 USCA §§ 11431 to 11435; McKinney-Vento Student Transportation 3.400 Education Assistance Improvements Act of 2001, § Parent and Family Engagement 4.502 721 Promotion and Retention 4.603 2. McKinney-Vento Act, as amended by ESSA (Pub. School Admissions 6.203 L. 114-95), § 725 Student Assignments 6.205 3. McKinney-Vento Act, as amended by ESSA (Pub. Transfers Within the System 6.206 L. 114-95, § 722(g)(3)(C)(i), § 722(g)(3)(H) Migrant Students 6.504 4. McKinney-Vento Act, as amended by ESSA (Pub. L. 114-95, § 722(g)(3)(G) 5. McKinney-Vento Act, as amended by ESSA (Pub. L. 114-95, § 722(g)(3)(A) 6. McKinney-Vento Act, as amended by ESSA (Pub. L. 114-95, § 722(g)(3)(B) 7. McKinney-Vento Act, as amended by ESSA (Pub. L. 114-95, § 722(g)(3)(F) 8. McKinney-Vento Act, as amended by ESSA (Pub. L. 114-95, § 722(g)(3)(E) 9. McKinney-Vento Act, as amended by ESSA (Pub. L. 114-95, § 722(g)(3)(D) 10. McKinney-Vento Act, as amended by ESSA (Pub. L. 114-95, § 722(g)(4) - (6) Page 3 of 3 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: Migrant Students 6.504 05/03/21 Rescinds: Issued: 6.504 02/04/19 1 The Board directs the administration to identify migratory students in the district, as required by law, 2 and to develop written administrative procedures for ensuring that migrant students receive services for 3 which they are eligible. In developing and implementing a program to address the needs of migratory 4 students the district will:¹ 5 1. Identify migratory students and assess the educational and related health and social needs of each 6 student. 7 8 2. Provide a full range of services to migrant students including applicable Title I programs, special 9 education, gifted education, vocational education, language programs, counseling programs, 10 elective classes, fine arts classes, etc. 11 12 3. Provide migratory children with the opportunity to meet the same statewide assessment standards 13 that all students are expected to meet. 14 15 4. To the extent feasible, provide advocacy and outreach programs to migratory students and their 16 families and professional development for district staff. 17 18 5. Provide parents an opportunity for meaningful participation in the program. 19 If a migrant student is identified by the district, the director of schools or designee will notify the 20 Tennessee Department of Education and request assistance if needed. Legal References Cross References 1. 20 USCA §§ 6318, 6391, 6399 School Admissions 6.203 Homeless Students 6.503 Version Date: May 7, 2021 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 6.505 05/03/21 Students in Foster Care Rescinds: Issued: 6.505 02/04/19 1 The Hickman County School System shall provide all students in foster care, to include those awaiting 2 foster care placement, with a free and appropriate public education. 3 ENROLLMENT 4 Students in foster care, to include those awaiting foster care placement, shall be immediately enrolled, 5 even if the student is unable to produce records normally required for enrollment (i.e. academic records, 6 immunization records, health records, proof of residency), or missed the district's application or 7 enrollment deadlines.¹ 8 PLACEMENT 9 The district and the child welfare agency shall determine whether placement in a particular school is in 10 a student's best interest. Other parties, including the student, foster parents, and biological parents (if 11 appropriate), shall be consulted. If the child has an IEP or a Section 504 plan, then the relevant school 12 staff members shall participate in the best interest decision process. This determination shall be made as 13 quickly as possible to prevent educational disruption. 14 Placement shall be determined based on the student's best interest. At all times, a strong presumption 15 that keeping the student in the school of origin is in the student's best interest shall be maintained. 2 For 16 the purposes of this policy, school of origin shall mean the school in which the student was enrolled, 17 including a preschool/pre-k program, at the time of placement in foster care or at the time of a placement 18 change if the student is already placed in foster care.³ 19 When determining placement, student-centered factors including, but not limited to, the following shall 20 be considered: 21 1. Preferences of the student; 22 2. Preferences of the student's parent(s) or education decision maker(s); 23 3. The student's attachment to the school, including meaningful relationships with staff and peers; 24 4. Placement of the student's siblings; 25 5. Influence of the school climate on the student, including safety; 26 6. The availability and quality of the services in the school to meet the student's educational needs; 27 7. History of school transfers and how they have impacted the student; 28 8. How the length of the commute would impact the student; 29 9. Whether the student is receiving special education and related services, and if so, the availability 30 of those required services in a school other than the school of origin; and 31 10. Whether the student is an EL and is receiving language services, and, if so, the availability of 32 those required services in a school other than the school of origin. Version Date: May 7, 2021 Students in Foster Care 6.505 1 Transportation costs should not be considered when determining a student's best interest. 2 If it is not in the student's best interest to attend the school of origin, the director or his/her designee shall 3 provide a written explanation of the reasons for the determination. The written explanation shall include 4 a statement regarding the right to appeal the placement decision. If the placement decision is appealed, 5 the district shall refer the student to the district coordinator for children in foster care, who shall carry 6 out the dispute resolution process as expeditiously as possible and in accordance with the law. 2 Until the 7 dispute is resolved, to the extent feasible, the student shall remain in his/her school of origin.² 8 TRANSPORTATION34 9 The district shall collaborate with the local child welfare agency to develop and implement clear and 10 written procedures governing how transportation to a student's school or origin shall be provided, 11 arranged, and funded. This transportation will be provided for the duration of the student's time in 12 foster care. 13 The director of schools shall develop administrative procedures to provide for transportation of 14 students in foster care. 5 These procedures must ensure that: 15 1. Students in foster care needing transportation to their schools of origin will promptly receive 16 that transportation in a cost-effective manner and in accordance with federal law; and 17 2. If there are additional costs incurred in providing transportation to the school of origin, the 18 district will provide such transportation if: 19 a. the local child welfare agency agrees to reimburse the district for the cost of such 20 transportation; 21 b. the district agrees to pay for the cost; or 22 c. the district and local child welfare agency agree to share the cost.⁴ 23 The district will ensure that a student in foster care, to include a student awaiting foster care placement, 24 remains in his/her school of origin while any disputes regarding transportation costs are being 25 resolved. Legal References Cross References Page 2 of 3 Students in Foster Care 6.505 1. Elementary and Secondary Education Act Attendance 6.200 (ESEA), as amended by ESSA (Pub. L. 114- School Admissions 6.203 95) § 1111(g)(1)(E)(ii)-(ii) 2. Elementary and Secondary Education Act (ESEA), as amended by ESSA (Pub. L. 114- 95), § 1111 (g)(1)(E)(i)-(iv) 3. Elementary and Secondary Education Act (ESEA), as amended by ESSA (Pub. L. 114- 95), § 1111 (g)(1)(E) 4. Elementary and Secondary Education Act (ESEA), as amended by ESSA (Pub. L. 114- 95), § 1112 (c)(5); § 475(4)(A) of the Social Security Act, 42 U.S.C. § 675(4)(A) 5. Elementary and Secondary Education Act (ESEA), as amended by ESSA (Pub. L. 114- 95), § 1112 (c)(5)(B)(i) Page 3 of 3 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 6.506 05/03/21 Students from Military Families Rescinds: Issued: 6.503 10/07/19 1 General 2 The Director of Schools shall develop the necessary administrative procedures to ensure that students 3 with parent(s)/guardian(s) in the armed services are identified and that appropriate and available 4 services are provided for these students. 1 5 RELOCATION OF MILITARY SERVICE MEMBER² 6 A student who does not currently reside within the school district shall be allowed to enroll if he/she is 7 a dependent child of a service member who is being relocated to Tennessee on military orders. To be 8 eligible for enrollment, the student will need to provide documentation that he/she will be a resident of 9 the school district on relocation. 10 Within fifteen (15) days of enrollment, the parent(s)/guardian(s) of the student shall provide proof of 11 residency within the school district. 12 ABSENCES 13 Principals shall provide students with a one (1) day excused absence prior to the deployment of and a 14 one (1) day excused absence upon the return of a parent/guardian serving active military service. 15 Principals shall also allow up to ten (10) excused cumulative absences per year for students to visit a 16 parent/guardian during a deployment cycle. The student shall provide documentation to the school as 17 proof of his/her parent's/guardian's deployment. Students shall be permitted to make up school work 18 missed during these absences.³ Legal References Cross References 1. State Board of Education Policy 2.103 Attendance 6.200 2. TCA 49-6-3101 School Admissions 6.203 3. TCA 49-6-3019 Attendance of Non-Resident Students 6.506 Version Date: May 7, 2021 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 2.805 11/04/19 Purchasing Rescinds: Issued: 2.805 08/07/17 1 General 2 The school system will purchase competitively and seek maximum educational value for every dollar 3 expended. Authorization to purchase shall be provided by the Board. The director of schools shall serve 4 as purchasing agent for system-wide purchasing.¹ Principals shall serve as purchasing agents for 5 individual schools. 6 Purchases made by anyone not authorized by the appropriate officials shall become the personal 7 responsibility of the persons making the purchase agreement. The Board will not, under any 8 circumstances, be responsible for payment for any materials, supplies, or services purchased by 9 unauthorized individuals or in an un-prescribed manner. 10 No school shall be obligated to pay for any expenditure made by a student or a teacher or by any other 11 employee unless he/she first receives a written purchase order from the proper office or unless prior 12 written permission or arrangements are made with the principal. 13 The Board shall purchase locally whenever the conditions are comparable or when it is most practical 14 under the circumstances. 15 Individual Schools 16 The director of schools must approve the following purchases: 17 1. a single piece of equipment costing more than five thousand dollars ($ 5,000.00); 18 2. one that is to be attached to or one that requires alteration of the building; or 19 3. one that will become a permanent fixture. 20 Central Office² 21 ROUTINE PURCHASES 22 Routine purchases shall include expenditures for supplies, salaries, and routine expenditures required for 23 the operation of the school system. These expenditures shall be anticipated and provided for in the budget 24 and will normally be authorized by the Board at the beginning of the fiscal year. The director of schools 25 or his/her designee shall make all routine purchases without further Board authorization; however, the 26 Board shall be promptly informed if any substantial variation from budgeted estimates occurs or becomes 27 necessary. 28 SPECIAL PURCHASES Version Date: November 14, 2019 Purchasing 2.805 1 Special purchases are those which are not routine and which may or may not be specifically identified 2 by line item in the budget. Examples of special purchases are all capital expenditures such as for vehicles, 3 buildings, major contracts, purchases of major equipment, items for long-term use and supplies of an 4 unusual quantity or nature. All purchases in this category shall require specific prior Board approval on 5 an item-by-item basis. In its approval, the Board may place constraints on the director of schools 6 requiring Board evaluation and/or approval at various steps in the procurement process. This will be 7 determined by the Board on an individual basis depending on the nature of the procurement action. 8 EMERGENCY PURCHASES 9 Emergency purchases are those which are necessary to avert hazards which threaten health or safety, to 10 protect property from damage or to avoid major disruption of educational activities. If within budgetary 11 limits and deemed essential, emergency purchases may be made by the director of schools. However, if 12 the purchase is of such significant magnitude as to impact on the integrity of the budget, the chairman 13 shall call a special or emergency meeting of the Board to deal with the matter. In any event, the Board 14 shall be advised promptly of all emergency purchases. 15 PURCHASING OF SURPLUS PROPERTY 16 The director of schools and other employees designated by the Board shall be authorized to act for the 17 Board in acquiring federal surplus property through the Tennessee General Services Department for 18 surplus property and in entering into agreements, certifications and covenants of compliance concerning 19 the use of federal surplus property. 20 Further, the director of schools is authorized to purchase any needed items through suppliers approved 21 on the state bid list. 22 COOPERATIVE PURCHASING 23 The Board, at its option, will join in cooperative purchasing with other school systems to take advantage 24 of lower prices for bulk purchasing and to reduce the cost involved in bidding whenever such buying 25 appears to be to the benefit of the system. 26 ONLINE PURCHASING 27 The Board recognizes that online purchasing may provide opportunities for savings, but extra precaution 28 should be used to ensure that accounting procedures are followed. Online purchasing shall be permitted 29 with the following requirements: 30 1. Prior authorization must be obtained from the director of schools before setting up new online 31 accounts, and schools shall maintain a list of accounts. 32 2. Online purchases must be for school purposes and made in accordance with established policies 33 and procedures. School employees are prohibited from making personal purchases even with the 34 intent of reimbursing the school system. School employees are prohibited from using a school's 35 tax exempt status for personal purchases of any kind.³ 36 3. The availability of money for the fund/account in question should be determined before Purchase 37 Orders are approved. Page 2 of 3 Purchasing 2.805 1 4. All Purchase Orders must be properly filled out and approved prior to a purchase. 2 5. Price quotes should be obtained where possible and/or practical and retained with other purchase 3 documentation. 4 PURCHASING WITH FEDERAL GRANT FUNDS 5 Before grant funds are obligated or expended, the director or his designee shall review the cost of a 6 proposed expenditure and determine if it is an allowable use of federal grant funds 4 The director will 7 minimize the time that elapses between the transfer and disbursement of funds once an expenditure is 8 approved. 9 No person officially connected with or employed by the school system may participate in the selection, 10 award, or administration of a contract supported by a federal award if he or she has a real or apparent 11 conflict of interest. A real or apparent conflict of interest arises when the employee, officer, or agent, 12 any member of his or her immediate family, his or her partner, or an organization which employs or is 13 about to employ any of the parties indicated herein, has a financial or other interest in or a tangible 14 personal benefit from a firm considered for a contract. Upon discovery of any potential conflict, the 15 director shall disclose the potential conflict to the federal awarding agency in writing.⁵ Legal References Cross References 1. TCA 49-2-206(b)(3); TCA 6-36-115 Executive Committee 1.301 2. Tennessee Internal School Uniform Accounting Credit Cards/Credit Lines 2.8051 Procedure Manual, Section 4-8 Purchase Orders and Contracts 2.808 3. TCA 49-2-608(1) Conflict of Interest 5.601 4. 2 CFR § 200.403 5. 2 CFR § 200.112 Page 3 of 3 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 2.806 11/04/19 Bids and Quotations Rescinds: Issued: 2.806 05/06/19 1 General 2 All purchases of supplies, materials, equipment and contractual services shall be purchased and/or bid 3 under the same criteria as the Hickman County government. 1 4 EXEMPTIONS FROM COMPETITIVE BIDDING 5 Contracts for legal services, educational consultants, insurance purchased through a plan authorized and 6 approved by any organization or governmental entities representing cities and counties and similar 7 services by professional persons or groups of high ethical standards shall not be based upon competitive 8 bids, but shall be awarded on the basis of recognized competence and integrity.²,³ Legal References Cross References 1. TCA 49-2-203(a)(3) Executive Committee 1.301 2. TCA 12-3-1209; TCA 12-4-107 Consultants 1.303 3. TCA 29-20-407 Conflict of Interest 5.601 Version Date: November 14, 2019 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 2.808 11/04/19 Purchase Orders and Contracts Rescinds: Issued: 2.808 08/07/17 1 General 2 All purchases made by the school system shall be by purchase order or formal contract, and no purchase 3 shall be made nor payment approved unless covered by an approved purchase order. Purchase orders 4 will include the following essentials: 5 1. A specification which adequately describes to the supplier the characteristics and the quality 6 standards of the item required; 7 8 2. A firm, quoted, net delivered price, whenever possible; and 9 10 3. Signature of purchasing agent. 11 Contracts shall be made only with responsible suppliers with the following considerations: 12 1. The supplier has the potential ability to perform successfully under the terms and conditions of 13 a proposed procurement; 14 15 2. Procurement records or files for purchases in amounts in excess of $10,000 shall provide at 16 least the following pertinent information: justification for procurement in lieu of advertising, 17 contractor selection, and the basis for the cost or price of negotiated. 18 19 3. A system for contract administration shall be maintained to assure supplier conformance with 20 terms, conditions, and specifications of the contract or purchase order, and to assure adequate 21 and timely follow-up of all purchases; 22 23 4. Contracts shall contain such provisions or conditions which will allow for administrative, 24 contractual, or legal remedies in instances where suppliers violate or breach contract terms, and 25 provide for such sanctions and penalties as may be appropriate. 26 27 5. All contracts, amounts for which are in excess of $10,000, shall contain suitable provisions for 28 termination including the manner by which it will be effected and the basis for settlement. 29 30 6. All contracts, including those of individual schools, will meet all requirements of state and 31 federal laws, rules, and regulations.¹ 32 The purchasing agent shall advertise for bids and let contracts following authorization of purchase by 33 the Board. Version Date: November 14, 2019 Purchase Orders and Contracts 2.808 Legal References Cross References 1. TCA 49-2-203(a)(3); Tennessee Internal Consultants 1.303 School Uniform Accounting Policy Manual, Purchasing 2.805 Section 5-10; TCA 49-2-206(b)(2) Requisitions 2.807 Credit Cards/Credit Lines 2.8051 Conflict of Interest 5.601 Page 2 of 2 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 2.809 11/04/19 Vendor Relations Rescinds: Issued: 2.809 08/07/17 1 General 2 Each order will be placed on the basis of quality, price, and delivery. Past service will be a factor if all 3 other considerations are equal. 4 No person officially connected with or employed by the school system will be an agent for, or have any 5 financial compensation or reward of any kind from any vendor for the sale of supplies, materials, 6 equipment or service.¹ 7 Individual Schools² 8 Schools shall execute a written agreement with vendors for all fundraisers.2 The agreement shall include, 9 but not be limited to, the following information: 10 1. The division of profits that result from the activity; 11 2. Payment of sales tax; 12 3. Delivery date(s); 13 4. Package prices or other charges; and 14 5. Scheduled dates of service. 15 Vendors visiting separate schools shall contact and secure the permission of each principal's office prior 16 to visiting professional staff members. Vendors' visitations to schools shall not be permitted to interfere 17 with the normal instructional and learning process. Legal References Cross References 1. TCA 49-6-2003 Visitors to the Schools 1.501 2. Tennessee Internal School Uniform Accounting Advertising & Distribution of Materials in Schools 1.806 Policy Manual, Section 4-32 Fundraising Activities 2.601 Staff Gifts and Solicitations 5.605 Version Date: November 14, 2019 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 2.810 11/04/19 Payment Procedures Rescinds: Issued: 2.810 08/07/17 1 Central Office 2 The director of schools shall approve all claims for payment prior to their submission to the Board. 1 3 As operating procedure, the director of schools shall present to the chairman of the Board at least monthly 4 a list of bills for payment. The list will be supported by invoices and vouchers.² 5 Individual Schools 6 Schools may obligate themselves for the purchase of equipment, supplies, or services, provided 7 payments are completed by June 30 of the current school year or a plan for future payments has been 8 made by the principal and approved by the Board. Legal References Cross Reference 1. TCA 49-2-206(b)(3) Executive Committee 1.301 2. TCA 49-2-206(b)(5) Version Date: November 14, 2019 Hickman County Board of Education Descriptor Term: Descriptor Code: Issued Date: 2.900 11/04/19 Student Activity Funds Management Rescinds: Issued: 2.900 04/01/19 1 Individual Schools 2 The activity funds of each school shall include athletic and student organization funds and any other 3 fund belonging to any student group, class, or activity. 4 Whatever the source, all student activity funds shall be under the jurisdiction of the Board and under the 5 specific control of the school principal. Contracts with fund-raising agencies must comply with board 6 policy and be approved in writing by the director of schools. Budget for these accounts shall be 7 submitted by October 1. 8 Principals and/or sponsors who knowingly authorize/allow unapproved fund-raising activities shall be 9 subject to disciplinary action. 1 10 Student activity funds shall be deposited in respective school activity accounts. Proper records of 11 receipts and disbursements shall be maintained in accordance with the Tennessee Internal School 12 Uniform Accounting Policy Manual.² 13 Revenue raised for specific purposes must be expended for that purpose, unless otherwise authorized in 14 writing by both the activity group sponsor and the principal.³ 15 An annual audit of the account and records of all student activity funds shall be conducted as a part of 16 the audit of all other district funds. 4 17 Any unencumbered class or activity funds automatically revert to the general activity fund of the school 18 when a class graduates and chooses not to use the funds for a designated purpose or an activity is 19 discontinued. 20 Funds derived from activities sponsored by parent-teacher associations, parent-teacher organizations or 21 other support organizations are not subject to this policy, unless such funds are in sole custody of the 22 school. 5,6 23 COOPERATIVE ACTIVITIES 24 Certain activities which contribute to the general welfare of students do not easily lend themselves to 25 classifications solely as school activities. Other activities by their nature involve cooperative effort with 26 groups outside the student body. The benefits of such student activities shall be preserved if procedures 27 can be established to provide proper accounting funds involved and to ensure substantial adherence to 28 the principals governing students activity finance. Version Date: November 14, 2019 Student Activity Funds Management 2.900 Legal References Cross References 1. Tennessee Internal School Uniform Accounting Revenues 2.400 Policy Manual, Sections 4-31, 4-32 Deposit of Funds 2.500 2. TCA 49-2-110(d); Tennessee Internal School Fundraising Activities 2.601 Uniform Accounting Policy Manual, Section 5-2 Accounting System 2.700 through 5-9 Audits 2.703 3. Tennessee Internal School Uniform Accounting Gifts 6.710 Policy Manual, Section 4-1 through 4-3 4. TCA 49-2-112(a)(1)-(2) 5. TCA 49-2-110(f) 6. TCA 49-2-601 through 611 Page 2 of 2 ## Table 1 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Reporting Child Abuse | Descriptor Code: 6.409 | Issued Date: 08/01/22 | | | | Rescinds: 6.409 | Issued: 05/03/21 | ## Table 2 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Accidents and Illnesses | Descriptor Code: 6.410 | Issued Date: 05/03/21 | | | | Rescinds: 6.410 | Issued: 02/04/19 | ## Table 3 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Student Wellness | Descriptor Code: 6.411 | Issued Date: 05/03/21 | | | | Rescinds: 6.411 | Issued: 01/06/20 | ## Table 4 | 2 | All schools within the Hickman County District shall participate in and are committed to offering | | --- | --- | | 3 | school meals that are consistent with the USDA child nutrition programs, which may include but not | | 4 | be limited to, the National School Lunch Program, the School Breakfast Program, the Summer Food | | 5 | Service Program, and the After School Snack Program. 4,5,6 | | 6 7 8 9 | Meals shall be accessible to all students in a non-stigmatizing manner. Students will be given 10 minutes of breakfast and 20 minutes after sitting down for lunch to enjoy healthy meals and relax in a pleasant environment. Good nutritional habits shall be encouraged. All food including vending machines, fundraising items, and concessions must meet guidelines set forth by the Healthy, Hunger- | | 10 | free Kids Act, 2010, Smart Snacks in Schools. 4,5,6 Schools shall follow the State Child Nutrition | | 11 | Program limit on days in which non-healthy foods may be used for fundraisers. | | 12 13 14 | It is the intent of the Hickman County School District to protect and promote student's health by permitting advertising and marketing for only those foods and beverages that are permitted to be sold on the school campus, consistent with the District's wellness policy. Food and beverage marketing is | | 15 | defined as advertising and other promotions in schools. Food and beverage marketing often includes an | | 16 17 | oral, written, or graphic statements made for the purpose of promoting the sale of a food or beverage product made by the producer, manufacturer, seller, or any other entity with a commercial interest in | | 18 | the product. | | 19 | All foods offered on the school campus may meet or exceed the USDA Smart Snacks in School | | 20 | nutrition standards including through: celebrations and parties, classroom snacks brought by parents, | | 21 | rewards, and incentives. | | 22 | The school principal/designee shall be responsible for overseeing the school district's compliance with | | 23 | the State Board of Education Rules and Regulations for sale of food items in the school district. 2,5,6 | | 24 | DISTRICT GOALS | | 25 26 | The Hickman County District will promote healthy nutrition through various activities, including nutrition related newsletters, informational links on the district website, healthy eating posters and | | 27 | bulletin boards in dining areas, and informational booths at various community functions. Nutrition | | 28 | Education will be offered as part of a standards based program designed to provide students with the | | 29 | knowledge and skills needed to promote and protect their health as outlined in the State Board of | | 30 | Education Health Education and Lifetime Wellness Standards. District nutrition goals, and | | 31 | measurement of their effectiveness, are updated annually in the state Coordinated School Health | | 32 | report. | | 33 | COMMITMENT TO PHYSICAL ACTIVITY AND PHYSICAL EDUCATION⁷ | | 34 | The board recognizes that physical activity is extremely important to the overall health of a child. | | 35 | Schools shall support and promote physical activity. Physical activity may be integrated into any areas | | 36 | of the school program. | ## Table 5 | 1 | Physical Education classes shall be offered as part of a standards based program designed to provide | | --- | --- | | 2 | developmentally appropriate moderate to vigorous physical activity as an integral part of the class. All | | 3 | physical education classes shall comply with the State Board of Education's Physical Education | | 4 | Standards. In addition to the district's physical education program, non-structured physical activity | | 5 | periods shall be offered as required by law. Supervised recess/physical activity shall be offered daily to | | 6 | all K-8 students. | | 7 8 | Schools shall continue to offer after school sports and activities. Physical activity shall not be employed as a form of discipline or punishment. | | 9 | COMMITMENT TO CURRICULUM³ | | 10 | All applicable courses of study should be based on State-approved curriculum standards. | | 11 | SCHOOL HEALTH INDEX³ | | 12 13 14 | All schools within the district shall annually administer a baseline assessment on each of the recommended School Health Index modules. Results shall be submitted to the School Health Advisory Council and reported to the State Department of Education. | | 15 | COMPLIANCE8 | | 16 17 18 | The superintendent/designee will ensure compliance with the school Wellness Policy, to include an assessment of the implementation of the Wellness Policy and the progress made in attaining policy goals. | | 19 | Recordkeeping | | 20 21 | Coordinated School Health will retain records to document compliance with the requirements of the wellness policy. | | 22 | Annual Notification of Policy | | 23 24 25 26 | Coordinated School Health will inform families and the public each year of information about the wellness policy, including updates and implementation status. This information will be made to the public via district website and/or district wide communications, and actively encourage their involvement. | | 27 | Triennial Progress Assessments | | 28 29 | Every three years, Coordinated School Health will evaluate compliance with the wellness policy to assess the implementation of the policy and include: | | 30 | Compliance with the wellness policy | | 31 | How the wellness policy compares to the wellness policy assessment tool | | 32 33 | Description of the progress made in attaining the goals of the wellness policy, which are the annual goals found in the Coordinated School Health annual report. | ## Table 6 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Prevention and Treatment of Sports- | Descriptor Code: 6.413 | Issued Date: 05/03/21 | | | Related Concussions | Rescinds: 6.413 | Issued: 02/04/19 | ## Table 7 | 1 | REMOVAL FROM ATHLETICS¹ | | --- | --- | | 2 3 4 | Any student athlete who shows signs, symptoms and/or behaviors consistent with a concussion during an athletic activity or competition shall be immediately removed for evaluation by a licensed healthcare professional, if available, and if not, by the coach or other designated individuals. | | 5 6 7 8 9 10 11 12 | No student athlete who has been removed from an athletic activity or competition due to a concussion or suspected concussion shall be allowed to return to any supervised team activities involving physical exertion, including games, competitions, or practices, until the student athlete has been evaluated by and received written clearance on forms approved by the Department of Health from a licensed health care provider for a full or graduated return. "Health care provider" means a Tennessee licensed medical doctor (M.D.), osteopathic physician (D.O.), or a clinical neuropsychologist with concussion training or a physician's assistant (P.A.) with concussion training who is a member of a health care team supervised by a Tennessee licensed medical doctor or osteopathic physician.² | | 13 14 15 | This requirement for clearance prior to a student athlete returning to an athletic activity shall not apply if there is a legitimate explanation other than a concussion for the signs, symptoms, and/or behaviors observed. | | 16 17 18 | The director of schools or his/her designee shall ensure that all protocols approved by the Tennessee Department of Health or required by law relative to the provisions of this policy are followed and implemented within each school. | ## Table 8 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: of | Descriptor Code: 6.414 | Issued Date: 05/03/21 | | | Prevention and Treatment Sudden Cardiac Arrest | Rescinds: 6.414 | Issued: 02/04/19 | ## Table 9 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: | Descriptor Code: 6.415 | Issued Date: 05/03/21 | | | Student Suicide Prevention | Rescinds: 6.415 | Issued: 02/04/19 | ## Table 10 | | | | --- | --- | | Legal References | Cross References | | 1. TCA 49-6-1901, et seq. | News Releases, News Conferences and Interview 1.503 | | 2. TCA 37-1-403 | Crisis Management 3.203 | | | Student Discrimination, Harassment, Bullying, Cyber- bullying and Intimidation 6.304 Promoting Student Welfare 6.400 Student Wellness 6.411 | ## Table 11 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Special Education Students | Descriptor Code: 6.500 | Issued Date: 05/03/21 | | | | Rescinds: 6.500 | Issued: 02/01/21 | ## Table 12 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Married and/or | Descriptor Code: 6.501 | Issued Date: 05/03/21 | | | Pregnant Students | Rescinds: 6.501 | Issued: 02/04/19 | ## Table 13 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Students | Descriptor Code: 6.502 | Issued Date: 05/03/21 | | | Foreign Exchange | Rescinds: 6.502 | Issued: 02/04/19 | ## Table 14 | 1 2 3 | Each school shall name a faculty member as a student representative to serve as a liaison between the school and exchange program agency and as an adviser to exchange students. Contact person in Hickman County will be a counselor at the high school where the student will be enrolled. | | --- | --- | | 4 5 6 | The sponsoring individual/organization shall provide evidence to the school that the student will receive adequate financial support for the duration of his/her stay. Schools shall not hold fund-raising events to pay expenses incurred by exchange students. | | 7 8 9 10 | Privately sponsored exchange students on an F-1 visa may be enrolled if an adult resident of the district has temporary guardianship and the student lives in the home of that guardian. Exchange students on an F-1 visa are required to pay tuition at the established district rate. F-1 visa student admission is limited to secondary schools and attendance may not exceed twelve (12) months.² | | 11 12 13 14 | The sponsoring organization shall abide by all regulations of the Council on Standards for International Educational Travel, The State of Tennessee Department of Education, and the Hickman County Board of Education. Failure to do so could result in the refusal to continue education program for the exchange student in Hickman County. | | 15 16 | The exchange student should be placed in the home of a host family which includes one or more students attending the particular high school or a family which has close contact with the school. | | 17 18 | No exchange student will be issued a diploma from Hickman County Schools. However, each student will be allowed to participate in senior class activities for social interaction. | | 19 20 | The area or state representative of the sponsoring organization will contact the high school counselor at least once a month for updates on the student. | ## Table 15 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Homeless Students | Descriptor Code: 6.503 | Issued Date: 05/03/21 | | | | Rescinds: 6.503 | Issued: 02/04/19 | ## Table 16 | 1 | parent/guardian or unaccompanied youth. 6 The written explanation shall include a statement regarding | | --- | --- | | 2 | the right to appeal the placement decision.⁶ If the placement decision in appealed, the district shall refer | | 3 | the parent/guardian or unaccompanied student to the homeless coordinator, who shall carry out the | | 4 5 | dispute resolution process as expeditiously as possible and in accordance with the law. 8 Upon notice of an appeal, the director of schools shall immediately enroll the student in the school in which enrollment | | 6 | was sought pending a final resolution of the dispute, including all available appeals.⁸ | | 7 | RECORDS | | 8 | Records ordinarily kept by the school shall be maintained for all homeless students. Information | | 9 | regarding a homeless student's living situation shall be treated as a student education record, and shall | | 10 | not be considered directory information.⁹ | | 11 | SERVICES¹⁰ | | 12 13 14 | The director of schools shall ensure that each homeless student is provided services comparable to those offered to other students within the district, including transportation, special education services, programs in career and technical education (CTE), programs for gifted and talented students, and school | | 15 | nutrition. | | 16 | The director of schools shall designate a district homeless coordinator who shall ensure this policy is | | 17 | implemented throughout the district. The homeless coordinator shall ensure: | | 18 19 | 1. Homeless students are quickly identified and have access to education and support services, to include Head Start and district pre-k programs; | | 20 21 | 2. Coordination with local social service agencies and other entities providing services to homeless students; | | 22 23 | 3. Coordinate transportation, transfer of records, and other interdistrict activities with other school districts; | | 24 | 4. Coordinate transportation to the school or origin or choice for homeless students; | | 25 26 | 5. Refer homeless students and their families to health care services, dental services, mental health and substance abuse services, and housing services; | | 27 28 | 6. Assist homeless students in obtaining immunizations, medical or immunization records, and any additional assistance that may be needed; | | 29 30 31 | 7. Public notice of the educational rights of homeless students is disseminated in places frequented by parents/guardians of homeless students, including schools, shelters, public libraries, and soup kitchens; and | | 32 | 8. Unaccompanied youth are enrolled and informed of their status and independent students. | | 33 | The director of schools shall develop procedures to ensure that homeless students are recognized | | 34 | administratively and that the appropriate and available services are provided for these students. The | | 35 | director shall ensure professional development is provided to school personnel providing services to | | 36 | homeless students. | ## Table 17 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Migrant Students | Descriptor Code: 6.504 | Issued Date: 05/03/21 | | | | Rescinds: 6.504 | Issued: 02/04/19 | ## Table 18 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Care | Descriptor Code: 6.505 | Issued Date: 05/03/21 | | | Students in Foster | Rescinds: 6.505 | Issued: 02/04/19 | ## Table 19 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Students from Families | Descriptor Code: 6.506 | Issued Date: 05/03/21 | | | Military | Rescinds: 6.503 | Issued: 10/07/19 | ## Table 20 | | Hickman County Board of Education | | | | --- | --- | --- | --- | | | Descriptor Term: Purchasing | Descriptor Code: 2.805 | Issued Date: 11/04/19 | | | | Rescinds: 2.805 | Issued: 08/07/17 | ## Table 21 | 1 | Special purchases are those which are not routine and which may or may not be specifically identified | | --- | --- | | 2 | by line item in the budget. Examples of special purchases are all capital expenditures such as for vehicles, | | 3 | buildings, major contracts, purchases of major equipment, items for long-term use and supplies of an | | 4 5 6 7 | unusual quantity or nature. All purchases in this category shall require specific prior Board approval on an item-by-item basis. In its approval, the Board may place constraints on the director of schools requiring Board evaluation and/or approval at various steps in the procurement process. This will be determined by the Board on an individual basis depending on the nature of the procurement action. | | 8 | EMERGENCY PURCHASES | | 9 10 11 12 13 14 | Emergency purchases are those which are necessary to avert hazards which threaten health or safety, to protect property from damage or to avoid major disruption of educational activities. If within budgetary limits and deemed essential, emergency purchases may be made by the director of schools. However, if the purchase is of such significant magnitude as to impact on the integrity of the budget, the chairman shall call a special or emergency meeting of the Board to deal with the matter. In any event, the Board shall be advised promptly of all emergency purchases. | | 15 | PURCHASING OF SURPLUS PROPERTY | | 16 17 18 19 | The director of schools and other employees designated by the Board shall be authorized to act for the Board in acquiring federal surplus property through the Tennessee General Services Department for surplus property and in entering into agreements, certifications and covenants of compliance concerning the use of federal surplus property. | | 20 21 | Further, the director of schools is authorized to purchase any needed items through suppliers approved on the state bid list. | | 22 | COOPERATIVE PURCHASING | | 23 24 25 | The Board, at its option, will join in cooperative purchasing with other school systems to take advantage of lower prices for bulk purchasing and to reduce the cost involved in bidding whenever such buying appears to be to the benefit of the system. | | 26 | ONLINE PURCHASING | | 27 28 29 | The Board recognizes that online purchasing may provide opportunities for savings, but extra precaution should be used to ensure that accounting procedures are followed. Online purchasing shall be permitted with the following requirements: | | 30 31 | 1. Prior authorization must be obtained from the director of schools before setting up new online accounts, and schools shall maintain a list of accounts. | | 32 33 34 35 | 2. Online purchases must be for school purposes and made in accordance with established policies and procedures. School employees are prohibited from making personal purchases even with the intent of reimbursing the school system. School employees are prohibited from using a school's tax exempt status for personal purchases of any kind.³ | | 36 37 | 3. The availability of money for the fund/account in question should be determined before Purchase Orders are approved. | ## Table 22 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Bids and Quotations | Descriptor Code: 2.806 | Issued Date: 11/04/19 | | | | Rescinds: 2.806 | Issued: 05/06/19 | ## Table 23 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Purchase Orders and Contracts | Descriptor Code: 2.808 | Issued Date: 11/04/19 | | | | Rescinds: 2.808 | Issued: 08/07/17 | ## Table 24 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Vendor Relations | Descriptor Code: 2.809 | Issued Date: 11/04/19 | | | | Rescinds: 2.809 | Issued: 08/07/17 | ## Table 25 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Payment Procedures | Descriptor Code: 2.810 | Issued Date: 11/04/19 | | | | Rescinds: 2.810 | Issued: 08/07/17 | ## Table 26 | | Hickman County Board of | Education | | | --- | --- | --- | --- | | | Descriptor Term: Student Activity | Descriptor Code: 2.900 | Issued Date: 11/04/19 | | | Funds Management | Rescinds: 2.900 | Issued: 04/01/19 |