DECEMBER 6, 2011

DRAFT

THE VERNON PARISH SCHOOL BOARD CONVENED IN REGULAR SESSION, ON DECEMBER 6, 2011 AT 5:00PM, 201 BELVIEW ROAD, LEESVILLE, LA. PRESIDENT TRAVIS CALLED THE MEETING TO ORDER AND ON ROLL CALL THE FOLLOWING MEMBERS WERE PRESENT:

VERNON TRAVIS, PRESIDENT

BERYL FORD, VICE PRESIDENT

RANDI GLEASON

MEL HARRIS

ROBERT PYNES JR.

DOUG BRANDON

JERRY JEANE

MIKE PERKINS

RANDY MARTIN

STEVE WOODS

JOHN BLANKENBAKER

GERALD COOLEY

There was also present Mr. Jackie D. Self, Secretary of the Board.

The meeting was opened in prayer by Gerald Cooley.

The Pledge of Allegiance was led by Gerald Cooley.

On motion of Mel Harris, seconded by Randy Martin, the Board voted to approve and dispense with the reading of the minutes of December 1, 2011.

On motion of Randi Gleason, seconded by Gerald Cooley, the Board approved a resolution giving preliminary approval to the issuance of not exceeding two million eight hundred sixty thousand dollars ($2,860,000) of General Obligation School Refunding Bonds of Ward Seven Wardwide School District of Vernon Parish, Louisiana; making application to the State Bond Commission for approval of said Bonds; and providing for other matters therewith.

On motion of Mike Perkins, seconded by John Blankenbaker, the Board approved a resolution giving preliminary approval to the issuance of not exceeding two million five hundred thousand dollars ($2,500,000) of General School Refunding Bonds of Pitkin School District No. 144 of Vernon Parish, Louisiana; making application to the State Bond Commission for approval of said Bonds; and providing for other matters in connection therewith.

On motion of Doug Brandon, seconded by Beryl Ford, the Board voted unanimously to request a waiver for the Vernon Parish School Board portion of the 20% match requirement for construction at South Polk Elementary School.

On recommendation of Superintendent Self and on motion of Randy Martin, seconded by Gerald Cooley, the Board voted to approve the following resignations:

Hubler, Samantha, teacher/NPE

Estes, Rebecca, gen fund aide/Pitkin

On recommendation of Superintendent Self and on motion of Mike Perkins, seconded by Beryl Ford, the Board voted to approve the following sabbatical leave request:

Roberts, Patricia, teacher/Pitkin-MEDICAL SABB - 1-12-12/5-25-12

On recommendation of Superintendent Self and on motion of Beryl Ford, seconded by John Blankenbaker, the Board voted to approve the following list of new employees:

Sylvester, Rickey, custodian/NPE-replacing Amber Shade (resigned)

Sanders, Michael, bus driver/WLE-replacing Peter Sliman (retired)

Nash, John, teacher/LJHS-replacing John Driscoll

On motion of Randi Gleason, seconded by Doug Brandon, the Board voted to accept the following employee retirements:

Roy, Naomi, sped aide/Pitkin

Jett, Bobby, bus driver/AHS

On motion of Doug Brandon, seconded by Mel Harris, the Board voted to adopt the following new/revised policies as reviewed on December 1^st:

PURCHASING

It shall be the policy of the Vernon Parish School Board that all purchasing for the school district to be paid from Board funds shall be made by the Superintendent or designee in conformance with regulations and procedures of the Board and the laws pertinent to state and federal agencies.  Budget allocations for specific purposes shall constitute advance Board approval for all purchases except in such cases as state law or Board policy may require. No debt shall be contracted in the name of the Vernon Parish School Board without action by the Board, except those items which are provided for in the regular budget.  Purchases shall be made at the lowest possible cost to the school system consistent with the system specifications of quality and service.  

Purchasing regulations and procedures shall be established for individual schools, the central office, and school support organizations.  All persons affiliated with the above shall adhere to the respective guidelines.  All purchase orders shall be properly signed by the Superintendent or his/her designee.

No employee, officer or agent of the Vernon Parish School Board shall participate in the selection, award, or administration of a contract or purchase of supplies, materials and equipment if a conflict of interest, real or apparent, would be involved.  School Board employees shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to subagreements.

VENDORS

The Vernon  Parish School Board shall seek business and bids from all eligible vendors, regardless of race, creed, color, sex, national origin, age or handicap.  No favoritism shall be extended to any vendor.  Each order shall be placed on the basis of quality, price and delivery; past services being a factor if all other considerations are equal.

No person officially connected with or employed by the Vernon Parish School Board shall be an agent for, or have any pecuniary or beneficial interest in or receive any compensation or reward from any vendor for the sale of supplies, materials, equipment, services or public works contracts.

Suppliers of goods and services are important to the school system.  Their representatives shall be given a courteous reception.  No employee of the   Parish School Board shall solicit or accept, directly or indirectly, anything of economic value as a gift or gratuity from any vendor representative or agent of a vendor, or a prospective vendor or contractor.

FINANCING PURCHASES

The School Board may finance the purchase of equipment or other movable property to be used by the Board by entering into an installment sale, lease, or similar agreement with any lender or other person.  Such agreement shall be subject to approval of the State Bond Commission in accordance with statutory provisions.  No individual school or employee shall obligate the School Board without proper school system personnel knowledge and approval.

SOLE SOURCE PROVIDER

The School Board may award a contract for the purchase of supplies, services, or major repairs without competition when the Superintendent or designated employee has determined, in writing, that there is only one source for the supply, service, or major repair item(s) to be acquired.  Pertinent procedures for purchasing such items from a sole source shall be as outlined in the State of Louisiana Office of State Purchasing's Purchasing Rules and Regulations.

USE OF STATE CONTRACT  (Moved from policy DJED)

The School Board may make use of valid contracts put in place by the State of Louisiana Office of State Purchasing.  If equipment, materials or supplies are available from a State of Louisiana Contract, the Superintendent and/or his/her designee may approve the purchase without using one of the purchasing procedures outlined in statutory provisions, if advantageous to the School Board. The Board may also piggyback, or purchase materials and supplies on valid contracts of other political subdivisions.

COMPETITIVE ONLINE SOLICITATION

The School Board may use a reverse auction or competitive online solicitation process on the Internet for the purchase of equipment, supplies, and other materials in lieu of the more formal bid process when the Board’s procurement officer determines that the electronic bidding is more advantageous and in the best interests of the School Board.

Prior to the use of a competitive online solicitation process, the School Board may require that: 

1. Vendors register before opening dates and time, and as part of the registration, require that the vendors agree to any terms and conditions and other requirements of the solicitation.
    

2. Vendors be prequalified prior to placing bids and allow only bidders who are prequalified to submit bids.
    

3. The solicitation shall designate an opening date and time and the closing date and time.  The closing date and time may be fixed or remain open depending on the structure of the item being bid.
    

4. At the opening date and time, the School Board shall begin accepting online bids and continue accepting bids until the bidding is officially closed.  Registered bidders shall be allowed to lower the price of their bid below the lowest bid posted on the Internet until the closing date and time.
    

5. Bidders’ identities shall not be revealed during the bidding process; only the successively lower prices, ranks, scores, and related bid details shall be revealed.
    

6. All bids shall be posted electronically and updated on a real-time basis.
    

7. The School Board shall retain the right to cancel the solicitation if it determines that it is in the Board’s best interest.
    

8. The School Board shall retain its existing authority to determine the criteria that will be used as a basis for making awards.

Adequate public notice for purchases using a reverse auction or competitive online solicitation process shall be given as follows:

1. The advertisement or notice shall be published two (2) times in a newspaper in the locality, the first advertisement to appear at least fifteen (15) days before the opening date of the reverse auction.  In addition to the newspaper advertisement, the School Board may also publish an advertisement by electronic media available to the general public.
    

2. The first publication of the advertisement shall not occur on a Saturday, Sunday, or legal holiday.

Revised:  November, 2011

Ref:        La. Rev. Stat. Ann. ''33:4712.7, 38:2211, 38:2212, 38:2212.1, 38:2214, 38:2218, 38:2219, 38:2271, 39:1551, 39:1552, 39:1553, 39:1554, 39:1554.1, 39:1556, 39:1557, 39:1558, 39:1597, 39:1710.   

BIDS AND QUOTATIONS

PUBLIC WORKS

The Vernon Parish School Board shall advertise and let by contract, except in cases of emergencies as provided below, all public work exceeding $150,000 or such sum as allowed by law, including labor, materials, equipment, and administrative overhead not to exceed fifteen percent (15%).  The contract shall be awarded to the lowest responsible bidder who has bid according to the contract, plans, and specifications advertised.  Public works which are estimated to cost less than the contract limit may be undertaken by the Board with its own employees.

As an evidence of good faith of the bidder, the Board shall require bidders for construction, improvement, repair, or other work to attach to the bid submitted, a bid bond, certified check, or cashier's check for not more than five percent (5%) of the contract work to be done.  The Board may require a bid bond or certified or cashier's check of not more than five percent (5%) of the estimated price on bids taken for supplies and materials.

When any bid is accepted for construction or doing any public works, a written contract shall be entered into by the successful bidder and the School Board, and the successful bidder shall furnish a bond in an amount not less than one-half of the amount of the contract, for the faithful performance of his or her duties.

Under no circumstances shall there be a division or separation of any public work project into smaller projects, which division or separation would have the effect of avoiding the requirement that public work be advertised and let by contract to the lowest responsible bidder in accordance with statutory provisions.

The School Board shall retain the option of requiring all bids that are let out for public works be submitted electronically.

MATERIALS AND SUPPLIES

All purchases of materials or supplies exceeding the sum of $30,000 to be paid out of public funds shall be advertised and let by contract to the lowest responsible bidder who has bid according to the specifications as advertised.  In addition, purchases of materials or supplies of at least $10,000, but not more than $30,000, shall be made by obtaining not less than three (3) telephone or facsimile quotations.   A written confirmation of the accepted offer shall be obtained and made a part of the purchase file. The Board may require a written contract or bond when purchasing the materials or supplies.  If quotations are received that are lower than the quote accepted, a notation shall be entered into the file as to the reasons for rejection of the lower quotes.

Purchases cannot be divided by departments or by a school if the effect is to evade the state's public bid law.  Purchases of commodities that are bought in small but recurring amounts through the year shall be bid on an annual basis.

The School Board shall retain the option of requiring all bids that are let out for materials and supplies be submitted electronically.

In lieu of formal bids, the School Board may use a reverse auction or competitive online solicitation process for the purchase of equipment, supplies, and other materials, as outlined in policy DJE, Purchasing.

EMERGENCIES

In cases of an emergency or extreme emergency when time is not sufficient to advertise for bids for public works or purchase of materials, the Board or designee is permitted by law to declare that a public emergency or extreme public emergency exists and extend a contract for more than the sums mentioned without going out to bid; however, in such cases every effort shall be made by the administration to secure competitive quotations through negotiations. State law permits a person designated by the Board to declare the existence of an extreme public emergency.  Notices of an emergency or extreme emergency shall be published in the Board’s official journal within ten (10) days of the emergency being certified by the School Board or designee.

USE OF STATE CONTRACT (Moved to policy DJE)

The School Board may make use of valid contracts put in place by the State of Louisiana Office of State Purchasing.  The Board may also piggyback, or purchase materials and supplies on valid contracts of other political subdivisions.

BID ADVERTISEMENTS

All advertisements for bids for public works shall appear in the newspaper selected as the official journal for the School Board, except in emergencies as may be declared by the Board.  Any advertisement for any contract for public works, when published, shall appear once a week for three (3) different weeks in a newspaper in the locality and the first advertisement shall appear at least twenty-five (25) days before the opening of bids.  Any advertisement for any contract or purchase of materials or supplies shall be published two (2) times in a newspaper in the locality, the first advertisement appearing at least fifteen (15) days prior to the opening of bids. 

In addition to newspaper advertisements, the School Board shall also publish advertisements and accept bids by electronic media in accordance with uniform standards promulgated by the state.  In any advertisement, the first publication shall not occur on a Saturday, Sunday, or legal holiday.

If the School Board issues or causes to be issued on a public work exceeding the contract limit set by state law, any addendum modifying plans and specifications within a period of seven (7) days prior to the advertised time for opening of bids, excluding Saturdays, Sundays, and any other legal holidays, the School Board shall transmit a copy of the addendum to all prime bidders who have requested bid documents.  The transmission shall be completed within twenty-four (24) hours of the issuance of the addendum, and may be delivered by either facsimile transmission (fax), e-mail, other electronic means, or by hand provided the prime bidder has supplied the fax number or e-mail address to the Board.  In addition, a copy of the addendum shall be sent by regular mail.  If the addendum cannot be transmitted by fax, e-mail, other electronic means, or hand delivered, the Board shall be required to postpone the bid opening by at least seven (7) days.

The School Board shall not issue or cause to be issued any addendum modifying plans and specifications within a period of seventy-two (72) hours prior to the advertised time for the opening of bids, excluding Saturdays, Sundays, and any other legal holidays; however, if the necessity arises to issue an addendum modifying plans and specifications within the seventy-two hour (72) period prior to the advertised time for the opening of bids, then the opening of bids shall be extended at least seven (7), but not more than twenty-one (21) working days, without the requirement of readvertising.  The addendum shall state the revised time and date for the opening of bids.

OPENING OF BIDS

All bids shall be opened in public in the presence of one or more witnesses, at the time and place designated in the invitation for bids.  Each bid, together with the name of the bidder, shall be recorded and open to public inspection.  However, the School Board shall not accept or take any bids including receiving any hand delivered bids, on days which are recognized as holidays by the United States Postal Service.  The Superintendent and/or other appropriate administrators shall review, summarize and report bids to the Board with recommendations for final action.

If the School Board proposes to disqualify any bidder, the School Board shall:

1. Give written notice of the proposed disqualification to such bidder, and include in the written notice all reasons for the proposed disqualification; and
    

2. Give such bidder, who is proposed to be disqualified, the opportunity to be heard at an informal hearing, at which such bidder is afforded the opportunity to refute the reasons for the disqualification.

EXCLUSION/REJECTION OF BIDS

The School Board, after the opening of bids, shall require each bidder or bidding entity to attest or submit an attestation that the sole proprietor, partner, incorporator, director, manager, officer, or other like individual who owns at least ten percent (10%) of the bidding entity, has not been convicted of, or has not entered a plea of guilty or nolo contendere (no contest) to any of the crimes or equivalent federal crimes listed in La. Rev. Stat. Ann. §38:2227.

In awarding bids or contracts, the School Board shall be authorized to reject the lowest bid from a business in which any individual with ownership interest of five percent (5%) or more has been convicted of, pled guilty or nolo contendere to any a state felony crime or equivalent federal crime committed in the solicitation or execution of a contract or bid under the state laws governing public contracts; professional, personal, consulting, and social services procurement; or the Louisiana Procurement Code.

Any contract between the School Board and a person or entity entered into as a result of fraud, bribery, corruption, or other criminal acts, for which a final conviction has been obtained, shall be null and void.

Any person whose conviction causes the nullity of a contract shall be responsible for payment of all costs, attorney fees, and damages incurred in the rebidding of the contract.

Ref:        La. Rev. Stat. Ann. §§9:2716, 38:2181, 38:2182, 38:2211, 38:2212, 38:2212.1, 38:2212.9, 38:2214, 38:2218, 38:2227, 38:2251, 38:2271, 39:1551, 39:1552, 39:1553, 39:1554, 39:1554.1, 39:1556, 39:1557, 39:1558, 39:1597, 39:1710; Board minutes, 12-4-03, 10-12-04, 2-1-07, 1-12-10, 12-2-10.

DISMISSAL OF EMPLOYEES

It shall be the policy of the Vernon Parish School Board to strive to assist personnel in every way possible to adjust to their positions and to perform their duties satisfactorily.  Every reasonable effort shall be made to avoid the necessity of dismissing personnel at any level.

With the exception of lay-offs caused by programmatic changes, budget cuts, staff reorganizations, and/or reductions in force, no School Board employee shall be dismissed except upon valid reasons.  Any school employee shall be dismissed by the Board, in accordance with statutory provisions, upon final conviction or pleading nolo contendere of certain crimes enumerated in La. Rev. Stat. Ann. §15:587.1 and/or any other felony.  In addition, employees may be dismissed for failure to properly report arrests for certain offenses enumerated in La. Rev. Stat. Ann. §17:16.

CERTIFICATED EMPLOYEES

A permanent teacher shall not be removed from his/her position except upon written and signed charges of willful neglect of duty, or incompetency, dishonesty, or immorality, or of being a member of or contributing to any group, organization, movement, or corporation that is by law or injunction prohibited from operating in the state of Louisiana, and then only if found guilty after a hearing by the School Board by a majority of the Board’s membership. 

The Board, if it decides to proceed upon the charges, shall notify the tenured teacher in writing at least twenty (20) days prior to the hearing, stating the charges brought against him/her, and shall arrange for a hearing to be held in accordance with due process provisions of the law, such hearing to be public or private at the option of the tenured teacher.

During the probationary term of an employee of the school district, the Board may dismiss an employee upon the written recommendation of the Superintendent; said recommendation to include valid reasons for the dismissal.         

Performance Contracts

Professional personnel who have entered into employment contracts with the Board may be removed from employment upon being found incompetent, inefficient, or failing to fulfill the terms and performance objectives of his/her contract during the term of his/her contract.  Notification of termination of an employment contract shall be in accordance with terms of the contract and applicable state law.  Any person so removed shall be entitled to written charges, notice of hearings, and a fair hearing before the Board.  If the person so removed had previously acquired tenure, then upon removal or non-renewal of contract, he/she shall be returned to his/her former position or one of equal salary as his/her former position, unless the employee chooses to terminate his/her employment.

SUPPORT PERSONNEL

Bus Operators

During his/her probationary term, a bus operator may be dismissed by the Board upon the Superintendent's written recommendation, accompanied by valid reasons therefore.

Any school bus operator found unsatisfactory by the Board at the expiration of his/her probationary term shall be notified in writing by the District that he/she has been discharged or dismissed.

A permanent school bus operator shall not be removed from his/her position except upon written and signed charges of willful neglect of duty, or incompetence, or immorality, or drunkenness while on duty, failure to comply with requirements of La. Rev. Stat. Ann. §17:491.3 relative to being arrested for one or more of the specified offenses, or physical disability to perform his/her duties, or failure to keep his/her transfer equipment in a safe, comfortable, and practical operating condition, or of being a member of or contributing to any group, organization, movement, or corporation that is prohibited by law or injunction from operating in the state, and then only if found guilty after a hearing by the School Board by a majority of the Board’s membership.  An additional ground for the removal from office of any permanent school bus operator shall be the abolition, discontinuance, or consolidation of routes, but then only if it is found as a fact, after a hearing by the School Board, that it is in the best interests of the school system to abolish, discontinue, or consolidate said route or routes.

All hearings shall be private or public, at the option of the operator affected thereby.  At least twenty (20) days in advance of the date of the hearing the Superintendent, with approval of the School Board, shall furnish the affected operator a copy of the written grounds on which said abolition, discontinuance, or consolidation of routes is sought.  The operator affected shall have the right to appear before the Board with witnesses in his/her behalf and with counsel of his/her selection, all of whom shall be heard by the Board at said hearing.

If a permanent school bus operator is found guilty, the Superintendent shall furnish to the school bus operator a written statement of recommendation of removal or discipline, which shall include but not be limited to the exact reason, offense, or instance upon which the recommendation is based.

In the event that one or more school bus operators must be removed due to the abolition, discontinuance, or consolidation of routes, the principle of seniority shall apply, so that the last school bus operator hired to serve within the school system to be affected shall be the first to be removed.

Support Employees Other Than Bus Operators

Dismissal of any non-tenured support school employee shall be accomplished in accordance with the following procedure:

1. Should the Superintendent determine that the dismissal of a non-tenured employee is warranted, he/she shall make a written recommendation of dismissal to the School Board.  The recommendation shall outline the reasons thereof, and a copy of said recommendation shall be provided to the employee.
    

2. The School Board shall be asked to act upon the recommended dismissal at the next meeting following its receipt of such written recommendation.

As used herein, non-tenured employees shall refer to those school employees who have not attained tenure, including, without limitation, janitors/custodians, teachers' aides, clerical employees, maintenance workers, and cafeteria workers.

Revised:  November, 2003

Revised:  September, 2010

Revised:  November, 2011

Ref:        La. Rev. Stat. Ann. ''15:587.1, 17:15, 17:16, 17:81.5, 17:443, 17:444, 17:492, 17:493; Board minutes, 12-8-87, 12-4-03, 2-8-11.

EMPLOYEE CONDUCT

The Vernon Parish School Board believes the teaching profession occupies a position of public trust involving not only the individual teacher's personal conduct, but also the interaction of the school and the community.  Education is most effective when these many relationships operate in a friendly, cooperative, and constructive manner.  A teacher's conduct, as well as the conduct of all employees throughout the school district, should meet acceptable standards of the community and show respect for the law and the rights of others.

All employees, volunteers, student teachers, interns, and any other person affiliated with the Vernon Parish School Board have the responsibility to be familiar with and abide by the laws of the state, the policies and decisions of the School Board, and the administrative regulations and procedures designed to implement Board policies.  Employees and others shall also comply with the standards of conduct set out in this policy and with any other policies, regulations, procedures, or guidelines that impose duties, requirements, or standards of conduct attendant to their status as School Board employees.

Employees and all others shall be expected to observe at least the following standards of conduct:

• Be courteous to students, one another, and the public and conduct themselves in a professional and ethical manner.

• Recognize and respect the rights and property of students, other employees, and the public.

• Maintain confidentiality of all matters relating to students and other employees.

• Demonstrate dependable attendance and punctuality with regard to assigned activities and work schedules.

• Observe and adhere to all terms of an employee's contract or job description.

• Strive to keep current and knowledgeable about the employee's area of responsibility.

• Refrain from promoting personal attitudes and opinions for matters other than general discussion.

• Refrain from using undue influence to gain, or attempt to gain, promotion, leave, favorable assignments, or other individual benefit or advantage.

• Advocate positive personal behavior on or off campus and attempt to avoid improprieties or the appearance of improprieties.

While the operation of the School Board and its schools is governed by the provisions of this and all other Board policies, regulations, and procedures, as well as procedures of the individual schools, no policy manual can list each and every instance of misconduct that is precluded.  Accordingly, employees are cautioned that the appropriateness of certain action or behavior must necessarily be dictated by the nature of the position held by the employee and standards of common sense.  By virtue of one's education and experience, an employee knows and understands that certain actions or conducts are unacceptable even in the absence of formal Board policy.  For instance, without the need of a specific prohibition or warning, a classroom teacher should be aware of the impropriety of certain practices such as leaving students unattended, using profanity or sexually suggestive language, or bringing a firearm onto campus.  Such conduct constitutes both incompetence and willful neglect of duty.  Such conduct, as well as violation of any state or federal law or Board policies, regulations, or procedures, or school regulations or procedures, shall result in the imposition of discipline up to and including termination.

PROHIBITED SEXUAL CONDUCT

Employees shall be prohibited from engaging in any form of sexual conduct with students. In particular, it is a violation of criminal statutes for any educator, which includes any administrator, coach, instructor, teacher, paraprofessional, teacher aide, or student aide, to engage in sexual conduct, as defined in La. Rev. Stat. Ann. §14:81.4 with a student who is seventeen (17) years of age or older, but less than twenty-one (21) years of age, where there is an age difference of greater than four (4) years between the two persons.

Notwithstanding any claim of privileged communication, any educator, having cause to believe that prohibited sexual conduct has occurred between another educator and a student, shall be required by state law to immediately report such conduct to a local or state law enforcement agency.

NOTIFICATION BY EMPLOYEES

A teacher or any other School Board employee shall report any final conviction or plea of guilty or nolo contendere to any criminal offense, excluding traffic offenses, to the School Board within forty-eight (48) hours of conviction or plea.

Arrests for Certain Sexual Offenses

Effective January 1, 2012, any public school employee shall be required to report his/her arrest for a violation of La. Rev. Stat. Ann. §§14:42-14:43.5, 14:80-14:81.5, any other sexual offense affecting minors, any of the crimes listed in La. Rev. Stat. Ann. §15:587.1, or any justified complaint of child abuse or neglect on file with the Louisiana Department of Children and Family Services.

The report shall be submitted to the Superintendent or his/her designee within twenty-four (24) hours of the arrest.  However, if the employee is arrested on a Saturday, Sunday, or a legally declared school holiday such report shall be made prior to the employee next returning for his/her work assignment at a school.  Such report shall be made by the employee or an agent of the employee regardless of whether he/she was performing an official duty or responsibility as an employee at the time of the offense.  In addition, the employee shall report the disposition of any legal proceedings related to any such arrest, which shall also be made a part of any related files or records.

Any employee who fails to comply with these provisions shall be suspended with or without pay by the School Board if such employee is serving a probationary term of employment or if the provisions of law relative to probation and tenure are not applicable to the employee.

Any employee employed by the School Board who is a tenured employee of the Board shall be subject to removal under applicable state laws for failure to comply with these provisions.  Written and signed charges alleging such failure shall be brought against the employee.

Unless criminal charges are instituted pursuant to an arrest which is required to be reported as provided above, all information, records, hearing materials, and final recommendations of the school pertaining to such reported arrest shall remain confidential and shall not be subject to a public records request.

School employee, as used in this policy, shall mean any employee of the School Board, including teachers, substitute teachers, bus drivers, substitute bus drivers, or janitor, and shall include all temporary, part-time, and permanent school employees.

Ref:        41 USC 702 (Drug-Free Workplace); La. Rev. Stat. Ann. §§14:81, 14:81.4, 17:15, 17:16, 17:81; Sylvester v. Cancienne, 95-0789 (La. App. 1st Cir. 11/9/95), 664 So.2d 1259; Howard v. West Baton Rouge Parish School Board, 2000-3234 (La. 6/29/01), 793 So.2d 153; Spurlock v. East Feliciana Parish School Board, 03-1879 (La. App. 1^st Cir. 6/25/04), 885 So.2d 1225; Board minutes, 10-10-06, 12-6-07, 10-7-08, 10-6-09.

GRADING SYSTEM

The Vernon Parish School Board shall require grades given to students enrolled in schools of Vernon Parish to be in accordance with the following provisions Pupil Progression Plan, as approved by the Boar.d

GRADING SCALE

In grades 1-12 the following marks will be used for all subjects:

*Used only at elementary level.

The Vernon Parish School Board shall use the uniform grading scale established for all schools in Louisiana for grades K-12, as follows:

Marking Key:

1. 1. Excellent (94--100%) Classroom work and assignments are on time and of the highest quality.  Demonstrates initiative and interest to work independently beyond class assignments.  Makes available contributions in class work.  This grade is achieved by the student who produces superior work.

    

   2. Above Average (88-93%) Major portion of subject material is mastered.  Assignment and classroom work are complete, on time, and in a creditable manner.  Frequently makes valuable response in class.  This grade is achieved by the student who does high quality work.

    

   3. Average (76-87%) Most of the subject material is mastered.  Most assignments and classroom work are completed on time and in an appropriate manner.  This grade is achieved by the student who does satisfactory work.

    

   4. Below Average (70-75 %) Some of the subject material presented is mastered.  Some of the assignments and classroom work are completed on time and in an acceptable manner.  This grade is earned by the pupil whose work is below average because of lack of effort or lack of ability in that subject. A "D" is an indication of possible failure.

    

   5. Failure or Unsatisfactory (0-69 66%) An insufficient amount of material is understood. Classroom work and assignments are unsatisfactory.  Poor response in class and poor quality of work indicate a need for additional time and effort in that subject.

(The information in green has been moved to policy IHAB, Report Cards)

Report cards shall be sent home for the parent's signature at the end of each six-weeks grading period.  Schools are encouraged to set up parent-teacher conferences.  At least one such conference is to be scheduled per semester; preferably during the 2nd and 5th six-weeks periods.  Teachers should evaluate the work of the pupils frequently throughout each marking period.  A teacher is to have at least one recorded grade for each student during each week of school.  This grade is to be based on tests, class participation, homework, reports, laboratory experiments, themes, etc.  At the end of each six-weeks, a teacher may give a six-weeks' test.  All of the student's work during the six-weeks is to be taken into consideration to arrive at the six-weeks grade.

In grades one through six, penmanship grades should be given on at least one content area paper per week.  The six-weeks grade should be an average of these grades and not of grades taken from penmanship practice papers.  In schools that are departmentalized penmanship grades should be given by the English teacher.

Grade Averaging

1. Grades One through Six - The six-weeks grade will be an average of the student's work for that period.  The session or final grade will be an average of the six (6) six-weeks grades.
    

2. Grades Seven through Twelve - The mid-term grade shall be computed by averaging the three (3) six-weeks grades and the mid-term test grade.  Each grade shall count one-fourth (<) of the total grade.  Convert all grades to quality points and divide by four (4) (total number of grades).

The following scale should be used to determine mid-term and final averages:

3.6 - 4.0 = A

2.6 - 3.5 = B

1.6 - 2.5 = C

1.0 - 1.5 = D

   0 -   .9 = F

The final grade shall be computed by using eight grades; the six (6) six-weeks grades and the two (2) semester test grades.  Each grade shall constitute one-eighth of the final grade.  Convert all grades to quality points and divide by eight.  No exemptions are allowed on mid-term or final tests.

In order to receive credit for a course pursued, a high school student must earn a minimum of eight quality points per year, with at least three of those quality points earned in the last semester.

Determining Grade Point Average

In determining grade point averages for the purpose of ranking students and for determining valedictorian and salutatorian honors, the following procedure should be followed:

Each student's final grade in each subject should be converted to quality points.  The total quality points should be divided by the total number of grades received.  All averages should be computed to four (4) decimal places.

For example:

Total Quality Points = 21 + 19 + 22 + 20 = 82

Total Number of Grades = 24

Divide to 4 decimal places - 82/24 = 3.4166

The procedure for determining rank shall be the same for junior high students as that for high school students.  The grades for the seventh and eighth grades only should be used in determining average for junior high purposes; the grades for ninth through twelfth only should be used for high school purposes.

Honor Rolls

There shall be two (2) honor rolls each six-weeks.  The A-Honor Roll shall be composed of students who have no grade lower than an A.  The B-Honor roll shall be composed of students who have no grade lower than a B.  Conduct grades are not considered in determining honor rolls.  Penmanship grades are to be included, if recorded on the report card.  No semester or yearly honor rolls are figured.

Grades and Absences (this information is covered by policy JB, Attendance)

The Louisiana Board of Elementary and Secondary Education (BESE) requires students in elementary grades to be in attendance at least 160 days per school year in order to be eligible to receive credit for courses taken.  Students in secondary grades are required to be in attendance at least 80 days per semester to be eligible to receive credit for courses taken.

The information in green below is being moved to policy IHAB, Report Cards:

If a student is in danger of receiving an F in any six-weeks grading period, the parents are to be informed by the teacher prior to the reporting period and immediately upon the teacher's realization that such a grade is probable.  Parents may be informed by telephone or letter.  The parent should be asked if a conference is desired and must be accorded one if so requested.  Teachers are to keep a record of this notification and date.

GRADE ALTERATION

No School Board member, Superintendent, or school employee, including administrative and supervisory personnel, shall attempt, directly or indirectly, to influence, alter, or otherwise affect the grade received by a student from his/her teacher.  However, a teacher's determination of a student's grade may be changed or altered when the Superintendent or designee has determined that the grade is in error, or that the grade is demonstrably inconsistent with the teacher's grading policy.

SPECIAL EDUCATION STUDENTS

It shall be the policy of the Vernon Parish School Board to grade Special Education Students (except those identified as Gifted or Talented) who have had selected for them by the IEP committee the "alternative to Regular Placement" or "a combination of the above" in the following manner:

1. The grade will be recorded as A/s, B/s, C/s, D/s, or F/s.  At the bottom of the report card the following notations shall be made:  s - indicates special placement--see child's folder for further explanation.
    

2. The letter grade the child receives in Special Education Class should be based on the child's performance relative to his/her appropriate functioning levels as indicated on his IEP.
    

3. Secondary students who are covered by this policy would not be awarded a Carnegie unit for his/her grade unless it is agreed by all parties to the IEP that a certain course is being taken for a real Carnegie unit and in this event the student would be required to meet all standards of the course.  (Specially designed programs, materials and equipment to include more time may be provided.)  Special Education Students covered by this policy will be eligible for an alternate diploma approved by the Louisiana Board of Elementary and Secondary Education, and all other commencement exercises.  It is the intent of this policy not to draw any unusual attention to the Special Education Student during commencement exercises.
    

4. Special Education Students may be on the official school honor roll, if and only if, the child is performing at least on or above grade level.

STUDENTS WITH LIMITED ENGLISH ABILITIES

Students whose native language is any language other than English and who are experiencing problems in school due to their limited abilities to speak/read/write/understand the English language, are to be graded as follows:

Elementary

1. If the student is functioning at grade level or above, he/she should be graded as any English speaking student.
    

2. If the student is functioning at below grade level (due to Limited English Abilities), he/she should be graded on the basis of his/her individual progress at his/her particular ability level and given the grade of A/L, B/L, C/L, D/L, or F/L, with the following notation added to the bottom of the report card: L - indicates Limited English Abilities.

On the right hand side of the report card, appropriate markings shall indicate the level on which the child is functioning.

Secondary

1. ESL (English as a Second Language) is an acceptable class to be indicated in student's curriculum, if appropriate. It may substitute for English. (See Bulletin 741 for details.)
    

2. Students pursuing Carnegie units are expected to achieve the minimum standards in order to receive credit.  Students who meet these standards may be assigned a grade of P (for pass) rather than A, B, C, or D, at the discretion of the teacher and the principal, if it is felt that a P would be more motivating than a letter grade.  The P is not to be included when determining grade point averages for ranking or honor roll purposes.

Revised:  November, 1989

Revised:  March, 1990

Revised:  December, 1997

Revised:  November, 2011

Ref:        La. Rev. Stat. Ann. ''17:24.4, 17:81, 17:414.2; Guidelines for Pupil Progression, Bulletin 1566, Louisiana Department of Education; Board minutes, 8-4-83, 12-1-83, 2-1-90.

REPORT CARDS

It is the policy of the Vernon Parish School Board that reports concerning student progress shall be made to the parent or legal guardian of all students on a regularly scheduled basis.  Individual schools shall make additional reports to the parent or legal guardian of a student when, in the opinion of the principal and professional staff members, the situation warrants such reports.  Such situations may include, but are not limited to, outstanding academic achievement, outstanding citizenship, poor academic performance and continuing inappropriate behavior.

(The information in green has been moved from policy IHA, Grading System)

Report cards shall be sent home for the parent's signature at the end of each six-weeks grading period.  Schools are encouraged to set up parent-teacher conferences.  At least one such conference is to be scheduled per semester; preferably during the 2nd and 5th six-weeks periods.  Teachers should evaluate the work of the pupils frequently throughout each marking period.  A teacher is to have at least one recorded grade for each student during each week of school.  This grade is to be based on tests, class participation, homework, reports, laboratory experiments, themes, etc.  At the end of each six-weeks, a teacher may give a six-weeks' test.  All of the student's work during the six-weeks is to be taken into consideration to arrive at the six-weeks grade.

If a student is in danger of receiving an F in any six-weeks grading period, the parents are to be informed by the teacher prior to the reporting period and immediately upon the teacher's realization that such a grade is probable.  Parents may be informed by telephone or letter.  The parent should be asked if a conference is desired and must be accorded one if so requested.  Teachers are to keep a record of this notification and date.

Revised:  November, 2011

On motion of John Blankenbaker, seconded by Randy Martin, the Board voted to adopt the following Headstart policies and procedures:

1. Head Start Discipline Plan

2. Head Start Child Attendance and Tardiness Policy

3. Head Start Policy for Conflict Resolution

4. Compensation for Head Start Field Trips

5. Head Start Program and Planning Timeline

6. Head Start Career Opportunity Policy

      Head Start Monthly In-Kind Sheet

Superintendent Self recognized 2011 Board President Vernon Travis and on behalf of the Board congratulated and thanked him for his hard work and dedication.

On motion of Jerry Jeane, seconded by Beryl Ford, the Board voted to approve budget amendments related to personnel changes.

On motion of Jerry Jeane, seconded by Randy Martin, the Board voted to authorize the president and secretary to pay the claims.

In other business, Superintendent Self mentioned that the first phase of the application process has been completed for the LIFE Promise Grant.  This Grant would provide funds and support to develop and implement the new Louisiana Comprehensive Literacy Plan in all Vernon Parish Schools.  Superintendent Self also stated that applications for curriculum supervisor would be taken until December 20^th at noon and naming for this position would be January 17^th.

Randi Gleason reported that the Transportation Committee had met and discussed the purchase of lease buses.  No action was taken and another meeting was scheduled for January 17, 2012 at 9:00AM.

On motion of Steve Woods, seconded by the Board, the Board adopted the following memorial resolution:

There being no further business, on motion of Beryl Ford, seconded by the Board, the meeting was adjourned.

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VERNON TRAVIS, BOARD PRESIDENT

ATTEST:

_________________________________

JACKIE D. SELF, SUPERINTENDENT