1000 Series: School and Community Relations

 

 

 

Public Communications

Reviewed 6/15 1001.1 Board and Community Relations
Reviewed 6/15 1001.2 News and Media Relations
New 6/16 1001.3 Unmanned Aircrafts: Drones
New 6/16 1001.3-E Hold Harmless Agreement Regarding Use of Unmanned Aircraft/Drone
Revised 6/15 1001.4 Distribution of Materials
Reviewed 6/15 1001.4-R Administrative Regulations Regarding Distribution of Materials
Reviewed 6/15 1001.8 Public Examination of School District Records

Citizen Advisory Committees

Reviewed 6/15 1002.2 School/Community Groups

Relations Between School Personnel and the Public

Reviewed 6/15 1003.3 Complaints About School Personnel
Reviewed 6/15 1003.4 School District Volunteers
Reviewed 6/15 1003.4-R Administrative Regulations Regarding School District Volunteers
Reviewed 6/15 1003.5 Visitors to the Schools

Use of School Facilities
Click here to access the LMCSD Facilities Use Manual

Reviewed 6/15 1004.1 Community Use of School District Buildings, Sites and Equipment
Revised 6/15 1004.1-R1 Administrative Regulations Regarding Community Use of Buildings, Sites and Equipment
Reviewed 6/15 1004.1-R2 Administrative Regulations Schedule of Rentals
Reviewed 6/15 1004.1-R3 Administrative Regulations Regarding Insurance for Employee-Sponsored Activities
Revised 6/15 1004.1-E2 Schedule of Building Rental Fees
Reviewed 6/15 1004.1-E3 Application for Permit
Reviewed 6/15 1004.2 Stadium Use
Revised 6/15 1004.2-E1 Schedule of Stadium Rental Fees
Revised 6/15 1004.2-E2 Stadium Use Application
Reviewed 6/15 1004.2-E3 Participant Release Form
Reviewed 6/15 1004.3 Tobacco/Nicotine-Free Environment
Reviewed 6/15 1004.4 Use of School Facilities for Private Profit
Reviewed 6/15 1004.4-R Administrative Regulations Regarding Community Use of School ICN Facilities and Equipment
Reviewed 6/15 1004.5 Gratuities for Use of School Facilities
Reviewed 6/15 1004.6 Loan of School Equipment
Reviewed 6/15 1004.7 Shared Use of School Equipment
New 4/16 1004.8 Aquatic Center Use
New 4/16 1004.8-E1 Schedule of Aquatic Center Rental Fees
New 4/16 1004.8-E2 Aquatic Center Use Application

Community Activities Involving Students

Reviewed 6/15 1005.1 Research Requests and Procedures
Reviewed 6/15 1005.3 Public Conduct on School Premises
Reviewed 6/15 1005.4 Fundraising/Student Solicitations
Revised 6/16 1005.4-R Administrative Regulations Regarding Fundraising/Student Solicitations
Revised 6/16 1005.4-E1 Fundraising Project Request Form
Revised 6/16 1005.4-E2 Fundraising Project Summary
Reviewed 6/15 1005.5 Revenue Enhancement, Gifts to Schools and Facility Naming Rights
Reviewed 6/15 1005.5-R Administrative Regulations Regarding Revenue Enhancement, Gifts to Schools and Facility Naming Rights
Revised 4/16 1005.6 Transporting Students in Private Vehicles
Reviewed 6/15 1005.6-E Fieldtrip Permission Form

1001 - Public Communications

 

 

 

1001.1 - Board-Community Relations

 

 

 

The Board of Directors recognizes the right of the public to information concerning all of its actions, policies, and details of its educational and business operations. The Board encourages study, discussion, and active participation by all concerned in the promotion of the best possible program of education in the community. It is the practice of the Board to seek the advice and assistance of all interested individuals and groups in meeting its educational and financial goals.

The Board of Directors may, from time to time, appoint citizens’ advisory committees to study matters pertaining to the educational issues of the school district.  uch committees shall deal with specific issues as identified by the Board of Directors. Citizens’ advisory committees appointed by the Board are subject to the open meetings law. The term of the committee shall be at the discretion of the Board. The sole function of the committee shall be to advise the Board on the matters for which the committee was convened. Progress on the activities and goals of citizens’ advisory committees, as defined by the Board at the outset, will be reported to the Board on a regular basis.

The superintendent, or designee, may convene committees to review or develop recommendations on issues, practices, programs, or initiatives affecting the educational or operational practices of the district. Committee membership and duration of the committee’s service shall be determined by the superintendent. The Board shall receive updates on committee work at least annually for a standing committee and periodically for a task-driven committee. Recommendations made by administrative committees to the Board are for advisory purposes only.

It is the responsibility of the superintendent to develop administrative regulations for board and administrative committees as appropriate.


Adopted: 6/70
Reviewed: 3/13; 6/15
Revised: 11/10; 4/14

1001.2 - News and Media Relations

 

 

 

Board of Education

Members of the news media are encouraged and welcome to attend open board meetings. The board president shall be the spokesperson for the Board and the superintendent shall be the spokesperson for the district. It shall be the responsibility of the board president and the superintendent to respond to inquiries from the media about the district.

Members of the news media seeking information about the district shall direct their inquiries to the superintendent or designee. The superintendent shall accurately and objectively provide the facts and board positions in response to inquiries from the news media about the district.

Press Releases

The superintendent, or designee, shall determine when a press release about district or board matters will be issued and the format in which it is issued. Press releases shall be accurate and objective, with the purpose of creating or maintaining a positive image for the district. Approval of the press release prior to issue is the responsibility of the superintendent or designee. Questions about press releases shall be directed to the superintendent or designee.

Press Conference and Interviews

The superintendent, or designee, may hold a press conference or respond to a request for an interview with the media on behalf of the district or the board. Press conferences and interviews planned or pre-arranged for district or school activities shall include the superintendent or designee. It shall be within the discretion of the superintendent to determine whether a press conference or interview will be held to provide a timely response to either a media request or in response to a district issue.

Live Broadcast or Video of School or District Events

Media or individuals may broadcast or video public school or district events, including open board meetings, as long as the process or people do not interfere with or disrupt the school district event and the broadcast or video does not create an undue burden on adaptation of the building or site to accommodate the request. All copyright requirements and privacy rights must be followed. The superintendent, or designee, shall determine whether the individual or media presence will interfere with or disrupt the school or district event.

The media or individual shall request permission to photograph, video, or broadcast in a specific school or district facility during hours of operation.  Media or individual presence in a classroom for the purpose of featuring selected programs or practices, may be approved provided that the presence does not disrupt the normal operation of the classroom or service and the purpose for the broadcast or video is to advance the mission of the district.  Requests for photography, video, or broadcasting in school and district facilities shall be made to the Communications/Media Coordinator. Requests may be denied because of insufficient time or reasonableness.

The superintendent is responsible for developing guidelines and procedures for press releases, press conferences, interviews, broadcast and video, and any other requests from media for information about school and district events.


Adopted: 3/00
Reviewed: 4/14; 6/15
Revised: 1/13
Legal Reference (Code of Iowa): §§ 21.4, .7; 22; 279.8 (2013)

1001.3 - Unmanned Aircrafts/Drones

 

 

 

The following policy applies to the extent not preempted by federal or state regulatory jurisdiction regarding unmanned aircrafts. For purposes of this policy, the term “unmanned aircraft” means an aircraft that is operated without the possibility of direct human intervention from within or on the aircraft.

The Linn-Mar Community School District believes in maintaining the safety, security, and privacy of students, employees, and visitors. In keeping with this belief, the use or possession of unmanned aircrafts is prohibited on district property or in the space above the property that reasonably can be considered part of the district property.

The superintendent, or designee, may make an exception to this policy in specific cases where the circumstances warrant such exception. In such situations and prior to approval, unmanned aircraft operators shall:

  • Supply proof of insurance meeting liability limits established by the district;
  • Present appropriate registration and authorization issued by the Federal Aviation Administration (FAA);
  • Sign an agreement holding the district harmless from any claims of harm to individuals or damage to property; and
  • Meet additional requirements as determined appropriate by the district.

If the unmanned aircrafts are operated as part of the district curriculum, prior to adoption into the curriculum, district employees shall work with district administration to ensure the appropriate insurance, registration, and authorizations are in place.

Unmanned aircrafts shall be operated in accordance with Iowa High School Athletic Association and Iowa Girls’ High School Athletic Union policy.

Failure to abide by this policy may result in local, state, and federal penalties; if applicable.


Adopted: 6/16
Related Policy (Code #): 602.1
Legal Reference (Code of Iowa): §§ 279.8; IHSAA Drone Policy

1001.3-E Hold Harmless Agreement Regarding Use of Unmanned Aircraft/Drone

 

 

 

I, _____________________________________, understand that my use of an unmanned aircraft/drone on Linn-Mar Community School District property carries with it the potential for certain risks, some of which may not be reasonably foreseeable.

By signing this agreement I agree to release, indemnify, and hold Linn-Mar CSD harmless from any claims of harm to individuals or damage to property due to the operation of an anmanned aircraft/drone.

I have provided proof of insurance and appropriate registration and authorization by the Federal Aviation Administration (FAA).

  • Insurance policy number: __________________________________
  • FAA registration number: __________________________________
  • Date(s) of aircraft/drone operation: ___________________________

Reason for use of unmanned aircraft/drone: ____________________________________________

Applicant's Signature: __________________________________ Date: ______________________

Printed Name: ____________________________________________________________________

Approved: ______________________ Denied: ______________________

Superintendent's Signature: _____________________________ Date: _______________________


Adopted: 6/16
Related Policy (Code #): 602.1; 1001.3
Legal Reference (Code of Iowa): §§ 279.8; IHSAA Drone Policy

1001.4 - Distribution of Materials

 

 

 

The Board recognizes that students, employees, parents, or citizens may want to distribute hard copy or electronic materials within the school district that are non-curricular. Non-curricular materials to be distributed must be approved by the superintendent, or designee, and meet certain standards prior to their distribution including informational or promotional materials for the electronic backpack.

It shall be the responsibility of the superintendent, in conjunction with the building principals, to develop administrative regulations regarding this policy.


Adopted: 9/98
Reviewed: 11/10; 3/13
Revised: 4/14; 6/15
Related Policy (Code #): 1001.4-R
Legal Reference (Code of Iowa): §§ 279.8; 280.22 (2013); US Const Amend I;
Hazelwood School District vs. Kuhlmeier; 484 US 260 (1988); Bethel School District vs Fraser,
478 US 675 (1986); New Jersey vs Des Moines Ind Comm Sch Dist, 393 US 503 (1969);
Bystrom vs Fridley High School, 822 F 2d 747 (8th Cir 1987)

1001.4-R - Administrative Regulations Regarding Distribution of Materials and Information

 

 

 

I. Guidelines

Individuals, including students, may have the right to distribute on school premises, at reasonable times and places, unofficial material or petitions which align with the educational goals and strategic plan of the district, except materials and expressions which:

  1. are obscene;
  2. are libelous and slanderous;
  3. contain indecent, vulgar, profane, or lewd language;
  4. advertise any product or service not permitted to minors by law;
  5. constitute insulting or fighting words, the very expression of which injures or harasses other people (e.g., threats of violence, defamation of character or of a person’s race, religion, gender, disability, age, or ethnic origin);
  6. present a clear and present likelihood that, either because of the content or the manner of distribution, will cause a material and substantial disruption of the proper and orderly operation and discipline of the school or school activities, will cause the commission of unlawful acts or the violation of lawful school regulations;
  7. promote private business without educational relevance; or
  8. advance political candidates running for elected national, state, county, or local office or be campaign material.

II. Procedures

Anyone wishing to distribute unofficial written material must first submit for approval a copy of the material to the superintendent, or designee, at least seven working days in advance of desired distribution, together with the following information:

  1. Name and phone number of the person submitting request;
  2. Date(s) and time(s) of day of intended display or distribution; and
  3. The grade(s) of students to whom the display or distribution is intended.

Within five working days of submission the superintendent, or designee, will render a decision whether the materials violate the guidelines in Subsection I or the time, place, and manner restrictions in Subsection III of this policy. In the event that permission to distribute the material is denied, the person submitting the request should be informed of the reasons for the denial. Permission to distribute material does not imply agreement with its contents by either the school, the administration, the Board, or the individual reviewing the material submitted.

At every level of the process, the person submitting the request shall have the right to appeal and present the reasons as to why distribution of the written material is appropriate.

Permission to distribute material does not imply approval of its contents by either the school district, the Board, the administration,or the individual reviewing the material submitted.

III. Time, Place and Manner of Distribution

The distribution of written material is prohibited when it blocks the safe flow of traffic within corridors and entrance ways of the school or otherwise disrupts school activities. The distribution of unofficial material shall be limited to a reasonable time, place, and manner as follows:

  1. The material shall be distributed in a centralized location designated by the principal, which shall not block the safe flow of traffic or block the corridors or entrance ways, but shall give reasonable access to students.
  2. The distribution of the material shall not interrupt the regular instructional day.

IV. Definitions

The following definitions apply to the following terms used in this policy:

  1. “Obscene is defined as:
    1. The average person, applying contemporary community standards, would find that the written material, taken as a whole, appeals to the prurient interest of students to whom distribution is requested;
    2. The material depicts or describes conduct, illustrations, sounds, lyrics, actions, pictures or other modes, such as digital or electronic, that are patently offensive to prevailing standards in the community; and
    3. The material, taken as a whole, lacks serious literary, artistic, political, or scientific value for minors.
  2. Minor means any person under the age of 18.
  3. “Material and substantial disruption” of a normal school activity is defined as follows:
    1. Where the normal school activity is an educational program of the district for which student attendance is compulsory, “material and substantial disruption” is defined as any disruption, which interferes with or impedes the implementation of that program.
    2. Where the normal school activity is voluntary in nature (including, without limitation, school athletic events, school plays and concerts, and lunch periods), “material and substantial disruption” may include student rioting, unlawful seizures of property, widespread shouting or boisterous demonstration, or other similar activities.
    3. In order for expression to be considered disruptive, there must exist specific facts upon which the likelihood of disruption can be forecasted, including past experience in the school, current events influencing student activities and behavior, and instances of actual or threatened disruption relating to the material in question.
  4. “School activities” means any activity of students sponsored by the school and includes, by way of example but not limited to, classroom work, library activities, physical education classes, official assemblies and other similar gatherings, school athletic contests, band concerts, school plays and in-school lunch periods.
  5. “Unofficial” written material includes all written material except school newspapers, literary magazines, yearbooks, and other publications funded and/or sponsored or authorized by the school. Examples include leaflets, brochures, flyers, petitions, placards, and underground newspapers, whether written by students or others.
  6. “Libelous” is a false and unprivileged statement about a specific individual that tends to harm the individual’s reputation or to lower him/her in the esteem of the community.
  7. “Distribution” means circulation or dissemination of written material by means of handing out free copies, selling or offering copies for sale and accepting donations for copies. It includes displaying written material in areas of the school which are generally frequented by students.

V. Disciplinary Action

Distribution by any student of unofficial written material prohibited in Subsection I or in violation of Subsection III may be halted and students may be subject to discipline including suspension and expulsion. Adult employees may be subject to discipline for distributing unapproved materials. Any other party violating this policy may be requested to leave the school property immediately and, if necessary, local law enforcement officials will be called.

VI. Notice of Policy

A copy of this policy will be published in student handbooks, posted conspicuously in school buildings, and noted on publications as appropriate.


Adopted: 9/98
Reviewed: 11/10; 3/13; 6/15
Revised: 1/13; 4/14

1001.8 - Public Examination of School District Records

 

 

 

Public records of the school district may be viewed by the public during the regular business hours of the administration offices of the school district between 8:00 AM and 3:30 PM, Monday through Friday except for holidays, including school holidays.

Persons wishing to view the school district’s public records shall contact the superintendent’s office to make arrangements for viewing as soon as practical depending on the nature of the request.

Persons requesting copies of public records may make the request in writing, by phone, or electronically. The school district may require pre-payment of the costs prior to copy and mailing.

Persons requesting copies will be assessed a fee for the copies. Persons requesting information will be assessed a fee for the time needed by the employee to collect the requested information. The hourly employee rate shall be $25.00; the per sheet cost for paper copy shall be $.10. For any other material, cost will be assessed at request. Payment is due prior to receipt of information. Printing of materials for the public at the expense of the school district will only occur when the event is sponsored by the school district.

Pursuant to Iowa law, the Board has determined certain records need to be confidential as their disclosure could jeopardize the safety of persons or property and include, but are not limited to, the following:

  • Security procedures
  • Emergency preparedness procedures
  • Emergency response protocols
  • Evacuation procedures
  • Security codes and passwords
  • Security and emergency plans
  • Information contained in records that if disclosed would significantly increase the vulnerability of critical, physical systems or infrastructure.

It is the responsibility of the board secretary to maintain accurate and current records of the school district.  It is the responsibility of the superintendent’s office to respond in a timely manner to requests for viewing and receiving public information of the school district.


Adopted: 3/00
Reviewed: 11/10; 4/14; 6/15
Revised: 3/13
Related Policy (Code #): 505.6; 505.61; 1001.5
Legal Reference (Code of Iowa): §§ 21.4; 22; 291.6 (2013)

1002 - Citizens Advisory Committees

 

 

 

 

1002.2 - School-Community Groups

 

 

 

The Board values the participation and the support of school district-community groups including, but not limited to, the Booster Club and Parent-Teacher Organizations, which strive for the betterment of the school district and the education program. The Board will work closely with these groups.

Prior to any purchase of, or fundraising for, the purchase of goods or services for the school district the group shall confer with the superintendent, or designee, to assist the group in purchasing goods or services to meet the school district’s needs.

Funds raised by these groups for the school district shall not be kept as part of the accounts of the school district. However, any school-related fund raising group must have a federal identification number for tax filing purposes.

It shall be the responsibility of the building principal to be the liaison with the school district-community groups affiliated with the building principal’s attendance center and the superintendent or designee.


Adopted: 6/70
Reviewed: 4/14; 6/15
Revised: 3/13
Legal Reference (Code of Iowa): §§ 279.8 (2013)

1003 - Relations Between School Personnel and the Public

 

 

 

1003.3 - Complaints About School Personnel

 

 

 

Whenever there is a complaint about the action of an employee, the individual should first be directed to consult with the affected employee concerning the complaint. Next, the individual may give information to the employee’s immediate supervisor. If the matter is not resolved the appeal process will follow this order:

  1. Other supervisors or administrators in the line of responsibility;
  2. The Superintendent of Schools;
  3. The Board of Directors.

The Board of Directors shall strongly encourage citizens to follow this chain of appeal.

No appeal will be heard by the Board of Directors, and no charges against the employee will be investigated or acted upon by the Board, unless they are reduced to writing, signed by the party bringing them, and presented to the Board through the superintendent. The Board will not hear or discuss confidential student or personnel complaints at open session.


Adopted: 6/70
Reviewed: 3/13; 4/14; 6/15
Revised: 11/10

1003.4 - School District Volunteers

 

 

 

The Board of Directors encourages the use of community resources and citizens to assist in furthering the educational program of the school system. One of the greatest resources available may be found in the citizens of the community who have special knowledge and particular talents to contribute to the educational program. The Board may allow volunteers to serve the schools on a regular basis. Volunteers, when in contact with students, are required to serve in public areas of the school.

Recruitment, training, utilization, and the maintenance of records for the purposes of insurance coverage and/or recognition of school district volunteers is the responsibility of the superintendent or designee.

It shall be the responsibility of the superintendent, and designee, to develop the administrative regulations.

 


Adopted: 6/70
Reviewed: 3/13; 4/14; 6/15
Revised: 10/08
Related Policy (Code #): 279.8; 670 (2013)

1003.4-R - Administrative Regulations Regarding School District Volunteers

 

 

 

The Board of Directors recognizes the important contributions that volunteers provide in assisting educational programs of the school system. For consistency, equity, and safety the following regulations shall frame the integration of volunteers and community resources in Linn-Mar schools.

  1. Community members volunteering their time will follow employee guidelines, in regard to conduct and appearance, as described in board policy 402.11. As a role model for students, the Board expects appropriate dress, conduc, and respect to maintain an atmosphere that enhances the students' educational process.
  2. Community members serving as school volunteer coordinators are provided access to Linn-Mar email accounts and shall not use the information for profit, personal, or professional gain and shall not share the information without prior consent of the superintendent. The purpose of this access is to provide continuity for the volunteer program as volunteers assume and leave the position of school volunteer coordinator.
  3. Information about students and staff that is obtained while visiting our schools or through volunteer responsibilities shall remain confidential.

 


Adopted: 10/08
Reviewed: 3/13; 6/15
Revised: 4/14

1003.5 - Visitors to the Schools

 

 

 

The Board welcomes the interest of parents and other members of the school district community and invites them to visit the school buildings and sites. Visitors, who include persons other than employees or students, must check into the school office upon arrival. Visitors will be issued a visitor’s badge that must be visible at all times.

Persons who wish to visit a classroom while school is in session shall request approval from the principal prior to the visit so appropriate arrangements can be made and so class disruption can be minimized. Teachers and other employees shall not take time from their duties to discuss matters with visitors. However, should a visitor wish to discuss a topic with teachers or other employees appointments, phone calls, or emails may be used to answer questions.

Visitors shall conduct themselves in a manner fitting to their age level and maturity and with mutual respect and consideration for the rights of others while attending school events. Visitors are required to follow board policies and administrative rules and regulations while in buildings and on school campuses. Visitors failing to conduct themselves accordingly may be asked to leave the premises. 

Supervision of Visitors

It shall be the responsibility of employees to report inappropriate conduct. It shall be the responsibility of the superintendent and principals to take the action necessary to cease the inappropriate conduct. If the superintendent or principals are not available a school district employee shall act to cease the inappropriate conduct. If the visitor continues with the inappropriate conduct, the school employee has the authority to request aid from the law enforcement agency.


Adopted: 11/73
Reviewed: 11/10; 4/14; 6/15
Revised: 3/13
Related Policy (Code #): 1005.3
Legal Reference (Code of Iowa): §§ 279.8; 716.7 (2013)

1004 - Use of School Facilities

 

 

 

Uploaded Files: 

1004.1 - Community Use of School District Buildings, Sites, and Equipment

 

 

 

The Linn-Mar School District facilities are owned, maintained, and supported by the public. The Board of Education actively seeks to respond to the educational, recreational, and cultural needs of its community through the total resources of the community schools. The use of school facilities as centers for community participation should be encouraged whenever those activities are beneficial to the community-at-large. However, all school facilities have been primarily erected and maintained for the use of the students of Linn-Mar Schools and shall not be used for any other purpose that will conflict with that use.

The facilities of the school district may be made available for use by certain local, social, civic, or service organizations when the use does not conflict with the education program or school-related activity, with due consideration given to the conservation of energy and district’s expenses. Users of district facilities must comply with all federal, state, and municipal equal opportunity laws, regulations prohibiting discrimination, and school board policies. The Board reserves the right to deny use of district facilities to any group. The use of school facilities for religious services is intended only as a temporary rental service. Approval for building use shall be for one year in length, maximum, with annual application. Only indoor sports will be provided indoor facility space for practices. Facilities may not be used for private parties, social events, celebrations, or similar exclusive use. Activities in the facilities shall be supervised by an employee of the district or an adult group representative, unless prior arrangements are made with the superintendent or designee. Activities may begin as early as 6:00 AM and must end no later than 10:00 PM. It shall be within the discretion of the superintendent to allow use of district facilities on Sundays.

Organizations, individuals, and other entities who wish to use the school district property must apply with the Chief Financial/Operating Officer. Information and directions regarding the request of facility usage can be found on the district website. It shall be the responsibility of the superintendent, or designee, to determine whether the school district facility requested is available and whether the request for use meets board policy and administrative regulations. It shall be the responsibility of the superintendent, or designee, to provide request forms, obtain proof of insurance, and prepare the contract for use of school district property.

The Linn-Mar Booster Club will have the first right of concessions at any non-school sponsored event open to the public.

It shall be the responsibility of the superintendent, or designee, to develop a fee schedule for the board’s approval and to develop administrative regulations regarding this policy.


Adopted: 4/71
Reviewed: 1/11; 4/14; 6/15
Revised: 1/11; 3/13
Legal Reference (Code of Iowa): §§ 276; 278.1(4); 279.8; 297.9-11; 123.46 (2013)

1004.1-R1 - Administrative Regulations Regarding Community Use of School District Buildings, Sites, and Equipment

 

 

 

Types of Activities Prohibited

  1. District facilities shall not be used for the teaching or propagating of any theory or doctrine of a subversive nature which is intended to undermine or overthrow the constituted government of the United States.
  2. Possible controversial issues that may cause disunity and disharmony among those supporting the general welfare shall be cause for refusing facility use.
  3. On days when school is dismissed because of emergency conditions, and on non-school days with emergency conditions, no rentals or other facility use will take place.

Responsibilities of the Applicant

Upon approval of request, the applicant will be given a set of rules governing the use of facilities. Knowledge of and adherence to these rules is expected.

  1. A Certificate of Insurance evidencing commercial general liability insurance in an amount not less than $1,000,000, per occurrence and $2,000,000 in the aggregate must accompany the request.
  2. The group’s designated representative must remain on-site during the entire activity.
  3. The facility must be used only for the purpose that it was originally intended as set forth on the facilities request form.
  4. Persons using the facilities must confine themselves to the room or areas assigned for their use and the applicant must provide supervision to prevent trespassing to portions of the facility not authorized for use.
  5. The group representative is responsible for communicating to the group members and for ensuring that the group members understand and follow all guidelines.
  6. Any personal injuries received by any group member while using district facilities must be reported by contacting the district’s designee (on application form) within 24 hours. Custodians/other staff present should also be notified. If it is on a Saturday or Sunday and there is no answer at the number on the form, then the representative is to call first thing Monday morning.
  7. Any damage or theft to the facilities or equipment must be reported following the same guidelines.
  8. The group representative will make himself or herself known to the custodian/other staff person present.
  9. The group representative is responsible for knowing fire and tornado procedures and for directing the group in an event of an emergency.  Guidelines are posted in every room.
  10. The use of tobacco/nicotine, nicotine products, alcohol, controlled substances (including copy-cat drugs), profane language, gambling in any form (except licensed bingo and raffles), and weapons within buildings is prohibited.
  11. When classrooms or other instructional areas are used, the contents of desks, files, storage, and display areas are not to be disturbed.
  12. Permission to use additional educational equipment must be approved through the Chief Financial/Operating Officer in conjunction with the principal or the manager of Nutrition Services, as appropriate. 
  13. The use of candles or other fire hazards is strictly prohibited. The use of decorations must be specified on the request.
  14. All activities must be of such a nature as not to create a nuisance or disturb the peace of the general neighborhood.
  15. Personnel costs including, but not limited to, custodians, Nutrition Services workers, and technicians may be included when determining total facility cost.
  16. Applicants may be required to employ sworn law enforcement personnel to assist with supervision.
  17. The requested facility may not be used for private parties, social events, celebrations, or similar private uses.

Priority Schedule

Use of school facilities for activities other than the regular academic or co-curricular programs of the Linn-Mar School District will receive priority scheduling as follows:

First - district/school related groups:

  • PTO
  • Booster Club
  • Linn-Mar Foundation
  • District sponsored functions involving parents/adults
  • District approved fundraising

Second - Organizations sponsoring youth groups of only Linn-Mar students:

  • AAU Leagues
  • City recreational programs
  • YMCA leagues
  • Church Recreational Groups

Third - Adult education programs sponsored by tax supported education organizations:

  • GWAEA/other public school districts
  • Kirkwood Continuing Education Program
  • University/dollege classes
  • Other non-profit recreational programs and leagues

All requests for facilities not covered by this policy will need the approval of the Board of Directors.


Adopted: 7/94
Reviewed: 8/07
Revised: 1/11; 3/13; 4/14; 6/15

1004.1-R2 - Administrative Regulations Regarding Community Use of School District Buildings, Sites, and Equipment

 

 

 

Fee Structure for Facility Use

A.  No Cost Use of Facilities: may be subject to custodial, supervisory, or other personnel expenses. The decision on assessment of usage costs will be determined by the superintendent or designee.

  1. Meetings of all school-sponsored organizations
  2. Linn-Mar School Foundation
  3. Parent-Teacher Organizations, Booster Club, music groups, or other similar school-related groups
  4. Linn-Mar bargaining groups
  5. Meetings of Boy Scouts, Girl Scouts, Camp Fire Girls, and similar youth-oriented groups
  6. Recreational programs sponsored by the City Recreation & Playground Commission or YMCA for which the participants pay no fees
  7. City or county-sponsored meetings to which public is invited
  8. National, state, city, and county elections and registration
  9. Political meetings NOT boosting specific candidates, state, or national platforms
  10. Other non-profit groups as deemed appropriate by the superintendent or designee

B.  Use of Facilities Subject to Rental Fees:

  1. Recreation programs sponsored by City Recreation & Playground Commissions or the YMCA for which the participants pay fees
  2. Church organizations
  3. Private schools
  4. Club associations and civic organizations
  5. Political meetings sponsoring specific candidates, state, or national platforms
  6. Partisan political meetings
  7. Commercial groups
  8. Special attractions with expressed Board approval

Youth athletic teams comprised of Linn-Mar resident students will be charged a reduced rental fee to use Linn-Mar gyms for practices. The superintendent, or designee, will calculate the fee based on scheduling and supervision costs incurred by the district to support such teams.

The board reserves the right to waive fees for specialized programs with approval from the superintendent or designee.

C.  Outdoor Facilities:

Outdoor facilities exist primarily for use by the Linn-Mar student teams and secondarily for limited use by youth-related groups from the community.

Extra costs incurred by the district for the use of outdoor facilities will be assessed to the user. Fees cover expenses for lights, field/court preparation, caretaker, custodial services, and damages.


Adopted: 4/91
Reviewed: 3/13; 6/15
Revised: 1/11; 4/14

1004.1-R3 - Administrative Regulations Regarding Insurance Employee-Sponsored Activities

 

 

 

When employees wish to sponsor classes, camps, clinics, leagues, or other activities that involve Linn-Mar students or patrons as a majority of the participants, that are complementary to the district's curricular and co/extra-curricular offerings and/or philosophy and are requesting to use Linn-Mar facilities or equipment without rental costs, the following process shall be followed:

  1. The sponsor(s) are to submit a completed facilities request form and obtain approval by the Chief Financial/Operating Officer at least two weeks preceding solicitation of participant registration the event.
  2. If the event is a fundraiser, all administrative regulations of Policy 1005.5 must be followed.
  3. A preliminary report must be filed by the sponsor(s) with and approved by the business manager at least two weeks preceding issuance of registration forms for the event. The report shall include: a statement of the purpose of the event; an outline of activities planned; a list of Linn-Mar facilities/equipment to be used; anticipated enrollment; participant fees to be charged; anticipated other income and donations; expected expenses; and a list of staff to be employed and their compensation. The business manager may require adjustments in the report prior to approval.
  4. When steps 1 and 2 are completed, the business manager will notify the local representative of the district's insurance carrier that the district has sanctioned the activity and request that the sponsors and participants be included under the protection of the district's insurance coverage.
  5. If participants are charged a fee by the sponsor(s), $1 per participant may be charged to the sponsor(s) by the district to partially offset district expenses. There will be no fee charged by the district if no fee is charged to participants. Payment is due with the filing of the final report.
  6. An accurate final report showing all pertinent information will be filed with the Chief Financial/Operating Officer within two weeks of the completion of the event. Failure to file a report within the timeline may result in loss of rent-free access to Linn-Mar facilities/equipment for future similar events. The report will include: a list of participants; a list of employees; total fee income; donation income (cash/goods/services); a list of expenses; compensation; and any other information requested.

Adopted: 4/91
Reviewed: 3/13; 6/15
Revised: 1/11; 4/14

1004.1-E2 - Schedule of Building Rental Fees

 

 

 


Adopted: 6/81
Reviewed: 3/13
Revised: 1/11; 4/14; 6/15

1004.1-E3 - To Request Use of Facilities

 

 

 

  1. A facilities request form can be found on the Linn-Mar website or obtained from the Chief Financial/Operating Officer.
  2. A completed facilities request form must be submitted to the office of the Chief Financial/Operating Officer at least two weeks in advance of the requested date. Whenever more than one group desires the use of the same facilities the Chief Financial/Operating Officer, or designee, shall arrange an equitable distribution of the facilities requested.
  3. School activities have first priority. When requests of non-school groups have been approved as scheduled, such approval will be withdrawn when a school event has been canceled and must be rescheduled or an addition must be made to the schedule. Variations of this procedure will be allowed in cases of extreme emergency.
  4. Receipt of application, any required deposit, and certificate of insurance (when required) must be furnished before review of request and approval can be granted.
  5. The district reserves the right to determine the staffing (including audio visual, nutrition services, technical, and custodial) necessary to adequately handle each event. Before approving requests, the district will estimate the staff needed and communicate this to the requestor.
  6. All uses of school facilities may be subject to rental fees as determined by the Board of Education and published in a separate fee schedule. Payment should be made to Linn-Mar Community School District, Learning Resources Center, 2999 North 10th Street, Marion, Iowa, 52302.
  7. Seventy-two hours notice is required to request approval for any changes in the initial request requirements. The Chief Financial/Operating Officer, or designee, must be notified to allow for proper notification of the staff and to change the records. The district cannot guarantee any requested changes made after this deadline.
  8. Groups whose requests have been approved must give at least 72 hours notice of desire to cancel.
  9. Failure to notify the office of the Chief Financial/Operating Officer by 2:00 PM of cancellation of  use of a facility scheduled for any time after 5:00 PM of that day will render the requestor liable for payment of the rental fee.
  10. The district reserves the right to reject any or all applications and the right to rescind, modify, or amend any or all rules or regulations or to make exceptions.

Adopted: 6/81
Reviewed: 3/13; 6/15
Revised: 1/11; 4/14

1004.2 - Stadium Use

 

 

 

Stadium Guidelines – Linn-Mar Community School District

All users of the Linn-Mar Stadium are subject to the General Laws of Iowa prohibiting the use or practices of hazing, gambling, nicotine and tobacco products, alcoholic beverages, controlled substances, firearms, and dangerous weapons in any school building or on school property.

Stadium Guidelines:

  • No pets, skateboards, scooters, roller blades/skates, or non-authorized vehicles or any similar conveyance or equipment allowed on stadium grounds.
  • No unauthorized paint or marking material, or like substance, is allowed on stadium grounds.
  • Only participants, coaches, directors, or credentialed individuals allowed on track and field area.
  • No possession, use, or consumption of alcoholic beverages or other illegal substances on Linn-Mar campus.
  • Linn-Mar is nicotine, tobacco, and drug-free.

Track Guidelines:

  • No cleats, high heels, or unauthorized footwear allowed on track surface.
  • No food, gum, non-water drinks, sunflower seeds, peanuts, or similar food products allowed on track surface.
  • No sharp object or materials that will adhere to or damage surfaces (e.g., bobby pins, glitter, jewelry, etc.).
  • No unauthorized wagons, carts, or vehicles allowed on track at any time.
  • Anything taken on track surface must be approved by facility management.

Turf/Field Guidelines:

  • No track/metal spikes of any kind on the turf. Rubber cleats only on the turf/field.
  • No markings of any kind shall be made on turf.
  • Anything taken on field surface must be approved by facility management.
  • No eating, gum, non-water drinks, sunflower seeds, peanuts, or similar food products allowed on turf.
  • No high heels, sharp objects, or any other material or substance that may cause damage to the turf surface.
  • No unauthorized paint or marking material, or like substance, is allowed on stadium grounds.
  • No unauthorized wagons, carts, or vehicles allowed on turf/field at any time.
  • Bodily fluids (e.g., saliva, blood, vomit, feces), if released on the field or track, must be removed and the surface sanitized following facility guidelines.

The district retains the right to terminate any activity at any time if there are violations of Board of Education policies and administrative rules, or federal, state, or municipal laws, or if the activity is deemed to be hazardous to people, buildings, or equipment.

Community Use of Stadium

By contract only through Learning Resource Center.

Contact: Chief Financial/Operating Officer - 319-447-3008.

Usage agreement:

All Stadium Guidelines, Track Guidelines, and Turf/Field Guidelines shall be adhered to by any and all renters and/or users of the facility. These will be provided to the renter/user prior to usage of stadium.


Adopted: 4/14
Reviewed: 6/15

1004.2-E1 - Schedule of Stadium Rental Fees

 

 

 

Rental Fees:

Charges begin with the time designated for the opening of the stadium and shall terminate with the closing of the stadium and with the stadium administrator’s sign-off on the condition of the stadium.

           Fee Includes     

Minimum Charge (first 2 hours)

Each Additional Hour

Field turf only-practice

$300.00

       $150.00          

Field turf only- game

$400.00

$250.00

Track only

          $300.00          

$150.00

Field turf & track

$400.00

$250.00

Press box

$30.00 per hr

$30.00 per hr

Sound System

$30.00 per hr

$30.00 per hr

Scoreboard

$30.00 per hr

$30.00 per hr

Lights

$30.00 per hr

$30.00 per hr

Custodian

$30.00 per hr x # of custodians

$30.00 per hr x # of custodians

Parking Lots **

$50.00

$25.00

Linn-Mar Supervisor

$50.00

$50.00

** Parking lot fees charged when not combined with any other fees.                                               

Additional Fees for Specific Events:

  • District hires any press box or building supervisors and charges renter as a separate fee.
  • Maintenance provided by district with additional cost to renter.

What is Required by Contract:

  • One “Trained” crowd manager per every 250 people in attendance. “Trained” refers to individuals who are knowledgeable and have access to all emergency routes, exits, and shelters within the stadium grounds.
  • One “Gate” manager for each gated entrance/exit used for an event. 

Concessions/Sales of Merchandise:

The Linn-Mar Booster Club reserves the right of all concessions sold at the stadium.

Any sales of merchandise must have approval of the superintendent or designee.

The district retains the right to terminate any activity at any time if there are violations of Board of Education policies and administrative rules or federal, state, or municipal laws or if the activity is deemed to be hazardous to people, buildings, or equipment.

The Linn-Mar Stadium will be closed from November 1st thru March 1st.

Sunday requests will be limited.

Holiday weekends will not be available for stadium use.

The district currently allows only six events to be scheduled in the stadium per year. These are events or groups that are outside the regular school events. Notification of these events needs to be requested six months in advance.


Adopted: 4/14
Revised: 6/15

1004.2-E2 - Stadium Use Application

 

 

 

 


Adopted: 4/14
Revised: 6/15

1004.2-E3 - Participant Release Form

 

 

 

 


Adopted: 4/14
Reviewed: 6/15

1004.3 - Tobacco/Nicotine-Free Environment

 

 

 

School district facilities and grounds, including school vehicles, are off limits for tobacco or nicotine use, including the use of look-a-likes where the original would include tobacco or nicotine. This requirement extends to students, employees, and visitors. This policy applies at all times, including school sponsored and non-school sponsored events. Persons failing to abide by this request are required to extinguish their smoking material, dispose of the tobacco, nicotine, or other product or leave the school district premises immediately.  It is the responsibility of the administration to enforce this policy.


Adopted: 4/14
Reviewed: 6/15
Related Policy (code #): 403.4; 403.5; 502.3
Legal Reference (Code of Iowa): Goals 2000: Education America Act Pub L No 103-227,
108 Stat 125 (1994); House File 2212, Iowa General Assembly (2008); §§ 142D; 279.8-9; 297 (2013)

1004.4 - Use of School Facilities for Private Profit

 

 

 

Under circumstances deemed appropriate and acceptable by the Board of Directors, certain school facilities may be rented and used for private profit. Guiding principles for judging acceptability will be good taste, community welfare, availability of facilities, etc.

School functions will receive priority when scheduling events.

The rules described in regulation 1004.4-R will apply to the use of school facilities.

 


Adopted: 6/70
Reviewed: 3/13; 4/14; 6/15
Revised: 3/00
Related Policy (Code #): 1004.1; 1004.1-R1

1004.4-R - Administrative Regulations Regarding Community use of School Iowa Communication Network Facilities and Equipment

 

 

 

The district’s Iowa Communication Network (ICN) facility will be available for use as specified by state code. The district will sponsor education related organizations’ use of the ICN upon approval of the superintendent or designee. Sponsored ICN user’s mission must be consistent with the mission of the school district. Costs associated with the use of the ICN will be passed on by the school district to the sponsored user.

Authorized users of the ICN will ensure their use of the ICN is consistent with their written mission. The ICN will not be used for profit making ventures. Authorized users may not resell time on the ICN. Entities that wish to use the school district’s ICN classroom to originate, receive, or broadcast programming must follow the state scheduling requirements. It is recommended that entities that wish to use the school district’s ICN classroom to originate, receive, or broadcast programming contact the school district’s ICN scheduler’s office to inform them of their needs.

It is the responsibility of the entities that wish to use the school district’s ICN classroom to originate, receive, or broadcast programming in compliance with the law regarding authorized use of and content of the programming on the ICN. The school district assumes no responsibility or liability of entities using the ICN classroom in violation of the law, the authorized user’s mission, or school district policy and its supporting administrative regulations. The school district reserves the right to charge all costs, including attorney fees, that may arise to the entity for the entity’s failure to comply with the law or school district policy and its supporting administrative regulations.

The ICN is a statewide telecommunications network designed primarily to enhance learning opportunities for students, employees, and board members. The school district recognizes that it is not the only authorized user of the ICN and other users will frequently be using the school district’s ICN facilities. Sponsored and authorized users of the ICN must comply with state and federal law in using the ICN.

The Executive Director of Support Services is responsible for coordinating ICN classroom use. Requests for use of the ICN classroom by employees for the educational program are filed with the Executive Director of Support Services office.

It is the responsibility of the entity using the ICN classroom to comply with the requirements of the law and school district policy and its supporting administrative regulations.

  1. The ICN is a limited access network and sponsored or authorized users cannot use the system for profit making ventures.
  2. The use must be consistent with the mission of the sponsored or authorized user.
  3. Users cannot resell time on the ICN.
  4. Sponsored and authorized users are responsible for compliance with the Americans with Disabilities Act and Iowa Civil Rights Act.  Sponsored and authorized users are responsible for making the necessary accommodations and are responsible for obtaining and paying for needed interpreters or interpretive equipment.
  5. Sponsored and authorized users are required to stay within the ICN classroom and use the most direct route to the ICN classroom.  Other school district facilities, sites, and areas in the school district building or equipment are off limits to the authorized users.
  6. The charge for use of the ICN room is $12.50 per hour.
  7. The ICN will be available Monday through Friday from 7:00 AM to 10:00 PM and Saturdays from 8:00 AM to 4:00 PM.
  8. The sponsored or authorized user is responsible for all site and site usage charges.
  9. A school district employee may be present in the school district facility while the ICN is in use.
  10. Food and drink are not permitted in the ICN room.
  11. First time use of the ICN will require prior training and should be organized through the school district ICN scheduler at the Executive Director of Support Services office.
  12. Use or transmission of copyrighted material without prior approval of the copyright holder is strictly prohibited. Appropriate use of the copyrighted material is the responsibility of the sponsored or authorized user not the school district.
  13. The district reserves the right to amend these rules as necessary to reflect the ICN’s usage and changes at the state or federal level.
  14. The district reserves the right to charge all costs, including attorney’s fees, that may arise to the authorized user for the sponsored or authorized user’s failure to comply with the law, board policy, and administrative regulations.

Adopted: 10/08
Reviewed: 3/13; 6/15
Revised: 4/14
Legal Reference (Code of Iowa): §§ 8D; 276; 278.1(4); 279.8; 297.9-11; 123.46 (2013);
1982 Op Atty Gen 561; 1940 Op Atty Gen 232; 1936 Op Atty Gen 196

1004.5 - Gratuities for Use of School Facilities

 

 

 

No gratuities shall be paid to school personnel by organizations using the facilities. The cost of service personnel furnished by the school will be assessed to the party or parties engaging the use of the facilities. Such costs will be in line with the school’s normal operating costs and will be administered in keeping with the general policies governing the use of school facilities.


Adopted: 6/70
Reviewed: 11/10; 3/13; 4/14; 6/15
Related Policy: 1004.1; 1004.2

1004.6 - Loan of School Equipment

 

 

 

Equipment of the school district shall not be loaned outside of the district’s facilities. In the event that educational equipment is used by organizations within the schools and appropriate school personnel shall operate or supervise the use of such educational equipment. Where a cost is involved, the using organization shall pay the rent and any replacement cost of school property. Only properly trained and authorized employees may use maintenance equipment, vehicles, tools, and the like as these equipment relate to job assignments and responsibilities.


Adopted: 6/70
Reviewed: 11/10; 3/13; 6/15
Revised: 4/14

1004.7 - Shared Use of School Equipment

 

 

 

To encourage efficient use of tax payer dollars the Board of Education supports the shared use of specialized school equipment between Linn-Mar and other school districts, municipalities, and other government entities on a seasonal or occasional basis.

Details of such sharing arrangements will be described on 28E Agreements between the involved entities and will be reviewed annually.


Adopted: 6/05
Reviewed: 11/10; 3/13; 4/14; 6/15
Revised: 10/08

1004.8 - Aquatic Center Use

 

 

 

Aquatic Center Guidelines – Linn-Mar Community School District

All users of the Linn-Mar Aquatic Center are subject to the General Laws of Iowa prohibiting the use or practices of hazing, gambling, nicotine and tobacco products, alcoholic beverages, controlled substances, firearm,s and dangerous weapons in any school building or on school property.

Aquatic Center Guidelines:

  • A Linn-Mar Community School District lifeguard must be present before entering the water.
  • Only swimmers, coaches, officials, and other approved district personnel are allowed on the pool deck. Spectators are not allowed on the pool deck at any time and may observe aquatic activities only from the pool lobby or spectator stadia.
  • Proper swimwear is required. Swimmers may not swim while wearing compression shorts as swim attire or athletic sport bras as swim attire.
  • Swimmers should not enter the pool if they have a communicable disease or an open wound.
  • Swimming or diving instruction may be provided solely by district aquatics staff or approved groups.
  • No diving in the shallow end of the swimming pool and in other areas with the marking “NO DIVING”.
  • No horseplay in or around the swimming pool.
  • No running on the deck.
  • Proficient swimming ability is required in deep water areas. The use of flotation aide devices (other than those made available by Linn-Mar Community School District) by non-swimmers is prohibited unless authorized by the aquatic center manager.
  • No swimming or reaching beneath the moveable bulkheads.
  • No use of starting platforms unless approved.
  • No glass containers in the aquatic center.
  • Activities deemed unsafe by the lifeguard will be prohibited.
  • No possession, use or consumption of alcoholic beverages or other illegal substances on Linn-Mar campus. Linn-Mar is nicotine/tobacco and drug-free.

The district retains the right to terminate any activity at any time if there are violations of Board of Education policies and administrative rules or federal, state, or municipal laws or if the activity is deemed to be hazardous to people, buildings, or equipment.

Community Use of the Aquatic Center:        

By contract only through Learning Resource Center:

Chief Financial/Operating Officer
2999 N 10th Street, Marion IA 52302
319-447-3008

Usage Agreement:

All Aquatic Center guidelines shall be adhered to by any and all renters and/or users of the facility. These will be provided to the renter/user prior to usage of Aquatic Center


Adopted: 4/16

1004.8-E1 - Schedule of Aquatic Center Rental Fees

 

 

 

Rental Fees:

Charges begin with the time designated for the opening of the Aquatic Center and shall terminate with the closing of the Aquatic Center and with the Aquatic Center’s facilitator’s sign-off on the condition of the facility.

Fee Includes:              

Minimum Charge: (first 2 hours)

Each Additional Hour:

Access to the Pool

$300.00 for first two hours

$150.00 per hour

Use of Timing System

$100.00 for first two hours

$50.00 per hour

Timing Computer Operator

$15.00 per hour

$15.00 per hour

Linn-Mar Employed Lifeguards (Minimum of three lifeguards)

$10.00 per hour x # of lifeguards

$10.00 per hour x # of lifeguards

Access to Concessions Room*

$60.00 for first two hours

$30.00 per hour

Custodian

$30.00 per hour x # of custodians

$30.00 per hour x # of custodians

Parking Lots**

$50.00 for first two hours

$25.00 per hour

Linn-Mar Supervisor

$100.00 for first two hours

$50.00 per hour

*The Linn-Mar Booster Club reserves the right of all concessions sold at the Aquatic Center.

**Parking lot fees charged when not combined with any other fees.                                                   

Additional Fees for Specific Events:

  • Maintenance provided by district with additional cost to renter.

What is Required by Contract:

  • One “Trained” crowd manager per every 250 people in attendance. “Trained” refers to individuals who are knowledgeable and have access to all emergency routes, exits and shelters within the Aquatic Center.
  • One “Door Monitor” who is responsible for granting access to individuals who are permitted to proceed through the glass door and go to the pool level floor. 

Concessions/Sales of Merchandise:

  • The Linn-Mar Booster Club reserves the right of all concessions sold at the Aquatic Center.
  • Any sale of merchandise must have approval of the superintendent or designee.

The district retains the right to terminate any activity at any time if there are violations of the Board of Education policies and administrative rules or federal, state, or municipal laws or if the activity is deemed to be hazardous to people, buildings, or equipment.

Sunday requests will be limited. Holiday weekends will not be available for Aquatic Center use.

With use of the Aquatic Center by events or groups that are outside regular school events notification of these events needs to be requested six months in advance. 


Adopted: 4/16

1004.8-E2 - Aquatic Center Use Application

 

 

 


Adopted: 4/16

1005 - Community Activites Involving Students

 

 

 

1005.1 - Research Requests and Procedures

 

 

 

It shall be the policy of The Linn-Mar Community School District to encourage and participate in evidence based or empirical research and experimentation opportunities or projects for the development and improvement of day-to-day educational practices or to contribute to the body of research for the field of education.

Research Project Requests

Requests for research projects from agencies or individuals outside the district or from staff members within the district shall be submitted to the superintendent or chief academic officer. Permission or denial to conduct such studies will be granted by the superintendent or the chief academic officer. In exercising this discretion, the Board encourages the superintendent or the chief academic officer to inquire into and examine the motivations of the researcher performing the study to ensure that the study furthers legitimate educational research. The administration is, therefore, authorized to review prior research by the potential researcher and conduct any review of the credentials of said researcher deemed necessary to assist in this determination. Application in writing for research approval is to be made at least 60 days prior to the requested date for initiating the study. Approval granted by the superintendent, or designee, is conditional pending the advice and input of the building principals responsible for students and/or records proposed to be part of the research. The superintendent retains the right to rescind the conditional approval at any time.

The following criteria shall be used in considering each request:

  1. The privacy and dignity of all individuals (i.e., students, teachers, principals, or parents) must be assured in any study. The research respects the privacy, informed consent, and due process rights of students and employees. Procedures for maintaining confidentiality of students and staff are required. The district requires each researcher to obtain appropriate informed consent from students and/or their parents or guardians. Informing researchers of the ethical and legal requirements for obtaining informed consent of participants in action research is the responsibility of the cooperating college or university.
  2. Each project must comply with federal and state laws. The study must not be detrimental, either physically or psychologically, to any of the participants.The proposal must contain full disclosure of the treatment to which the participants will be subjected. Approval of parents of students under the age of 18 or of students 18 or older is necessary when required by federal or state law.
  3. In any research project that originates outside the district the participation of licensed, classified, administrative employees, and students shall be voluntary. In studies initiated at the district, full staff participation may be necessary and cooperation of all district personnel may be required. Teachers shall be encouraged to participate in research and experimentation in the interests of the development and improvement of education. No district professional employee, including district administrators, shall conduct educational research studies involving district students or conduct a survey involving district students outside the scope of their employment without the prior consent of the superintendent or designee. If a teacher plans to engage in a research project for use in classroom instruction, details shall be made known to and approved by the building principal. If such a study results in material which would be useful to other teachers it is recommended that it be made available for distribution throughout the district.
  4. Research must have direct application to the educational program or decision-making process of the district. The researcher agrees to provide the district with a copy of the completed research. The district reserves the right to use research findings for programmatic revision/decision making, as appropriate. The researcher will receive appropriate acknowledgment when his/her findings are used or cited.
  5. The research does not interfere with the educational programs of the district. A balance will be maintained to assure that individuals (students or teachers) participate in a limited number of studies in any given year. Research must minimize disruption to district, school, and classroom operation
  6. All communication with parents and/or students must have the prior review and approval by the building principal before such communication is initiated.
  7. All parties conducting research in the district are to assume responsibility for making themselves available to answer questions from district personnel regarding the research proposed and data to be collected.

Student Surveys Conducted by the District

General Procedures

From time to time the district may administer surveys to students in the course of developing and evaluating programs and services offered in the schools. The school building will comply with applicable laws and regulations concerning the administration of surveys and the use of personal information about students for marketing purposes as outlined in this policy. Absent prior notice and written parental consent or the written consent of emancipated students or students over 18 years of age, students will not be required to submit to a survey or analysis or evaluation that reveals information concerning:

  • Political affiliations or beliefs of the student or the student's parent;
  • Mental or psychological problems of the student or the student's family;
  • Sex behavior or attitudes;
  • Illegal, anti-social, self-incriminating, or demeaning behavior;
  • Critical appraisals of other individuals with whom respondents have close family relationships;
  • Legally recognized privileged or analogous relationships such as those of lawyers, physicians, and ministers;
  • Religious practices, affiliations, or beliefs of the student or the student's parent; or
  • Income (other than that required by law to determine eligibility for participation in a program or for receiving financial assistance under such program).

Notice to Parents Regarding Surveys

A copy of this policy or a summary of this policy will be included in the student handbook for each building.

Procedure for Inspection of Surveys/Related Materials

Parents/guardians have the right to review any survey or teacher's manuals, films, tapes, or other supplementary material which will be used in connection with any survey created by a third party before it is distributed or administered to students.

Parents/guardians may request to inspect surveys or related instructional materials by submitting a request in writing to the superintendent or chief academic officer within 10 days of receiving notice that a survey is to be administered. The superintendent, or designee, shall make arrangements for the parent/guardian to inspect the survey and/or materials within a reasonable time prior to the scheduled date for the survey.

The school district does not collect, use, or disseminate personal information about students for marketing or commercial purposes.

The superintendent shall be responsible for ensuring that appropriate measures are taken to ensure that student privacy is protected when surveys are administered or personal information about student is collected, disclosed or used for marketing purposes. The district will use the procedure to safeguard the confidentiality of student education records under applicable laws.

Students Over 18 / Emancipated Students

In the case of emancipated students or students over the age of 18, the parent/guardian rights described in this policy transfer to the student.

 


Adopted: 3/12
Reviewed: 3/13; 4/14; 6/15

1005.3 - Public Conduct on School Premises

 

 

 

The Board expects that students, employees, and visitors will treat each other with respect, engage in responsible behavior, exercise self-discipline and model fairness, equity, and respect. Individuals violating this policy will be subject to discipline. Students will be disciplined consistent with the student conduct policies. Employees will be disciplined consistent with employee discipline policies and laws. Others will be subject to discipline according to this policy.

Individuals are permitted to attend school sponsored or approved activities or visit school premises only as guests of the school district and, as a condition, they must comply with the school district’s rules and policies. Individuals will not be allowed to interfere with or disrupt the education program or activity. Visitors, like the participants, are expected to display mature, responsible behavior. The failure of individuals to do so is not only disruptive but embarrassing to the students, the school district, and the entire community.

To protect the rights of students to participate in the education program or activities without fear of interference or disruption and to permit the school officials, employees, activity sponsors, and officials to perform their duties without interference or disruption the following provisions are in effect:

  • Abusive, verbal, or physical conduct of individuals directed at students, school officials, employees, officials, and activity sponsors of sponsored or approved activities or at other individuals will not be tolerated.
  • Verbal or physical conduct of individuals that interferes with the performance of students, school officials, employees, officials, and activity sponsors of sponsored or approved activities will not be tolerated.
  • The use of vulgar, obscene, or demeaning expression directed at students, school officials, employees, officials, and activity sponsors of sponsored or approved activities participating in a sponsored or approved activity or at other individuals will not be tolerated.

If an individual becomes physically or verbally abusive, uses vulgar, obscene, demeaning expression or in any way interrupts an activity the individual may be removed from the premises by the official in charge if the disruptive individual does not leave on request. Law enforcement may be contacted for assistance. The superintendent may recommend the exclusion of the individual at future sponsored or approved activities or from school facilities.

If an individual has been notified of exclusion and thereafter tries to enter a school building or facility or attends a sponsored or approved activity, the individual will be advised that his/her attendance will result in prosecution. The school district may obtain a court order for permanent exclusion from the school building or facility or from future school sponsored or approved activities. For the purpose of this policy facility includes all buildings, grounds, and outdoor facilities which are considered district property or on which district business is conducted.


Adopted: 12/99
Reviewed: 11/10; 3/13; 4/14; 6/15
Revised: 2/08
Related Policy (Code #): 502.1
Legal Reference (Code of Iowa): §§ 279.8, .66; 716.7 (2013)

1005.4 - Fundraising/Student Solicitations

 

 

 

The Board forbids the use of the schools, in any manner, for the promotion of services or products by businesses or organizations operated for profit unless authorized by the Board or the administration.

No activity shall be permitted if it demands students, teachers, and administrators to use their time to assist in promoting a campaign (financial, educational, charitable, or otherwise) unless the activity is in accord with the vision and mission of the district as reviewed by the superintendent or designee. Guidelines to be followed are:

  1. The use of students, the school district name, or its buildings and sites for advertising and promoting products and/or services of entities and organizations operating for a profit shall be disallowed. Nonprofit entities and organizations may be allowed to use students, the school district name, or its buildings and sites if the purpose is educationally related and prior approval from the superintendent, or his/her designee, has been obtained.
  2. Participation by students in charitable activities is considered to be a desirable part of their total education. However, as a matter of basic policy, the Board authorizes the administration to determine the nature and extent of such activity during school hours.
  3. All school district fundraising projects will be governed by the Administrative Regulations Regarding Fundraising/Student Solicitations, policy 1005.4-R.

Adopted: 12/96
Reviewed: 4/14; 6/15
Revised: 3/12; 3/13
Related Policy (Code #): 279.8 (2013)

1005.4-R - Administrative Regulations Regarding Fundraising/Student Solicitations

 

 

 

The Linn-Mar Board of Education appreciates school and community efforts of engaging in fundraising which benefits student learning experiences, adheres to board policies and the student Code of Conduct, and follows safety procedures and practices required by code, regulations, and best practice.

District

Two organizations whose sole purpose is to provide opportunities for Linn-Mar students may raise funds district-wide: the Linn-Mar Booster Club and the Linn-Mar Foundation.

The Booster Club sells memberships, clothing, and concessions for all athletic events. The Foundation conducts, annually, an auction, a golf outing, a donor campaign entitled Smart Money, and an ongoing endowment. Both organizations shall provide the district with annual revenue and expenditure reports showing the benefit to the students.

PTO groups must fill out a facility use form if they wish to hold a fundraiser in district facilities. They should also provide an annual report of revenue and expenditures to the business office by August 20th for the preceding school year. They are not required to have board approval for individual fundraising events, but should work through their building principals.

PK-12 Grade Sanctioned Groups

Applications, Reports, Deadlines

The principal and the sponsor must submit the fundraiser applications(s) with the principal’s approval, regardless of the amount of money to be raised, so that the forms are received by the business office no later than:

  • The first day of school for approval for fundraisers occurring before January 1st;
  • The last day of school before Thanksgiving break for approval for fundraisers occurring between January 2nd and March 31st; and
  • The last day of school before spring break for approval for fundraisers between April 1st and the day before school starts the following school year.

The Board will approve fundraising requests, annually, at the first meeting in September, the December meeting, and the first meeting in April. Fundraising activities may begin the day following Board approval. Once approved, fundraisers will be placed on the annual fundraising calendar which will be posted on the district website. Therefore, it is advantageous to submit applications as early as possible for the current or upcoming fiscal year for approval to be placed on the district fundraising calendar.

Student Organizations
A fundraising summary report on each event must be completed by the sponsor and submitted to the principal and the business office within six weeks following the end date of the fundraiser. If the report is not submitted within the allotted timeline the school or group will not be permitted to fundraise the following year.

Student organizations or groups wishing to raise funds to donate to a charity must include the minutes of their meeting where the activity was approved with their request form. Fundraisers for individuals or families will not be approved; as they are disallowed by law.

External Groups
Fundraisers initiated and organized by external, charitable organizations may be done on alternating year schedules with the approval of the superintendent or designee. They will be posted on the district fundraising calendar.

Exceptions
Exceptions to the regulations above include:

  • Fundraising for a large cost item such as playground equipment or band uniforms that may extend several years;
  • Fundraising in response to a natural disaster; or
  • Fundraising that addresses a unique situation or unforeseen opportunity that cannot meet the deadline requirements.

A letter from the principal and sponsor describing the fundraiser and the reason for seeking an exception shall be sent to the superintendent, or designee, for approval prior to any fundraising request and shall follow the prescribed timelines whenever possible.

Note:

  • Students or sponsors may not receive any individual prizes or incentives for participating in fundraising efforts either purchased by the district or donated by the vendor.
  • Students in grades PK-5 shall not conduct door-to-door solicitation for the purposes of fundraising for their school.

Adopted: 12/96
Reviewed: 3/13; 6/15
Revised: 3/12; 6/12; 3/13; 4/14; 6/16

1005.4-E1 - Fundraising Request Form

 

 

 


1005.4-E2 - Fundraising Project Summary

 

 

 


 

1005.5 - Revenue Enhancement/Gifts to Schools/Facilities Naming Rights

 

 

 

Purpose:         

The Board understands that corporate and private donors are guided by a philanthropic desire to provide resources that are not only useful but timeless in promoting the educational mission of the school district. Further, they recognize that the development of alternative sources of funding for the district’s educational programs and facilities is desirable. Opportunities are available to enhance or supplement traditional sources of school district revenue through the pursuit of fundraising activities, sponsorships, partnerships, marketing activities, grants, and other similar activities.  Naming rights to district facilities and/or portions or components of district facilities may also present opportunities for fundraising and revenue enhancement.

The Board also recognizes that individuals within the community may wish to contribute additional funds, books, supplies, or equipment to enhance or extend the district’s programs or facilities. These revenue enhancement opportunities are subject to certain limitations and restrictions as approved by the Board and all such gifts and revenue enhancement activities must be consistent with the educational mission of the district and contemporary standards of good taste within the Linn-Mar Community School District.

The purpose of this policy to establish parameters for the acceptance of gifts, donations, partnerships, and grants and for the pursuit of revenue enhancement opportunities which may include naming rights of district facilities and other enhanced programming.These parameters align with state code which states that gifts, bequests, and donations are to be used in accordance with the terms of the gift, bequest, or donation. Therefore, a gift, bequest, or donation that is not in keeping with the district mission, philosophy, or practice will not be accepted.

Guidelines:     

Gifts to schools and revenue derived from revenue enhancement activities, including facilities naming rights, shall be used to:

1. Enhance student education and achievement.

2. Assist in the maintenance of existing academic, activity, and athletic programs and facilities.

3. Assist in the development and funding of new academic, activity, and athletic programs and facilities.

4. Provide scholarships for students participating in academic, activity, or athletic programs who demonstrate merit or financial need.

5. Provide support through recognition for professional staff to enhance academic, activity, or athletic programs.

Gifts to Schools:

The Board has the authority to accept such gifts and donations as may be made to the district or any school within the district. The Board reserves the right to decline to accept any gift which does not contribute toward the achievement of the goals of the district or ownership of which would tend to adversely affect the district.

Any gift accepted by the district shall become the property of the district, may not be returned without the approval of the Board, and is subject to the same controls and regulations as are other properties of the district. The district shall be responsible for the maintenance of any gift it accepts, unless otherwise stipulated. In no case shall acceptance of a gift be considered to be an endorsement by the district of a commercial product, a service, a business enterprise or an institution of learning.

The district accepts monetary contributions designated for specific purposes and donations of equipment or materials if acceptable to the district.  As instructional equipment becomes more complicated and diverse, it is imperative that attention be given to technical and curricular compatibility.  Before supplies, books, equipment, or other items are purchased or donated approval must be obtained from the Board or the superintendent.

Revenue Enhancement:

The district will consider opportunities for revenue enhancement such as sponsorships, partnerships, grants, advertising, and fundraising. Any revenue enhancement opportunity pursued by the district must be consistent with the values and educational mission of the district. The Board has the exclusive discretion to determine whether to accept or decline any revenue enhancement opportunity. The factors to be considered by the Board include, but are not limited to:

1. The extent to which such revenue enhancement opportunity limits or restrains the district’s discretion or its ability to pursue other opportunities

2. The duration of the arrangement or agreement and the district’s ability/discretion to terminate the arrangement/agreement.

3. The extent to which the revenue enhancement opportunity imposes any obligation on the district, either presently or in the future, financial, or otherwise and whether the opportunity is subject to conditions acceptable to the district.

4. The extent to which the revenue enhancement opportunity constitutes a conflict of interest or creates the appearance of or potential for a conflict of interest.

5. The extent to which the revenue enhancement opportunity interjects advertising or commercialism into the schools or classrooms.

6. The context of the relationship of the entity providing the revenue enhancement opportunity to district business operations or patron consumerism.

The Ssuperintendent may establish an ad hoc committee to investigate, evaluate, and/or consider potential revenue enhancement opportunities, compliance with board policy and state code, and the potential to advance the learning and engagement of students and report its findings and recommendations to the Board. 

Facilities Naming Rights:

The district recognizes that the naming rights of buildings and/or portions or components of buildings may present opportunities for revenue enhancement and fundraising. Special requests to name buildings or other facilities in honor of people who have contributed to the betterment of the district’s academic, activity, or athletic programs or alumni who have distinguished themselves will be considered by the Board. Such requests should be made to the superintendent.

The naming of any building or room or facility in the district must be approved by the Board of Education. Where naming rights are to be offered or implemented as a component of a fundraising drive for the construction of a new building or facility or the renovation of an existing building or facility, the Board authorizes the superintendent to establish a committee to follow the parameters for facilities naming rights and the recognition of donations.

The Board reserves the right to decline to accept any donation conditioned on a naming right unacceptable to the district.

Delegation of Responsibility: 

It shall be the responsibility of the administration to consult with potential donors and benefactors regarding potential gifts to the district or proposal to enhance revenue and to report these potential gifts and opportunities to the Board for approval or rejection. Consultation with potential donors may occur in collaboration with the Linn-Mar Community School District Foundation, a nonprofit 501(c)(3) organization established to support the Linn-Mar School District.


Adopted: 7/07
Reviewed: 3/13; 6/15
Revised: 4/14
Legal Reference (Code of Iowa): 274.1; 274.7; 279.42; 279.8 (2013)

1005.5-R - Administrative Regulations Regarding Revenue Enhancement/Gifts to Schools/Facilities Naming Rights

 

 

 

The School Board recognizes that donations and sponsorships from corporate or private sources for programs and activities related to education can provide valuable enhancement of the educational opportunities available to the students of Linn-Mar Community School District. For that reason, the Linn-Mar Board of Education may enter into sponsorship and/or partnership arrangements under certain conditions.

Definitions

Educational Partnership: An educational partnership is a mutually beneficial, cooperative relationship in which partners share values, objectives, and/or human or financial resources to enhance learning for students.

Educational Sponsorship: An educational sponsorship is an arrangement pursuant to which the sponsor provides money, price reductions, equipment, materials, services, or other benefits in exchange for recognition of its products or entity for a specified period of time.

Guidelines

Gifts, bequests, or donations will be used in accordance with the terms designated by the donor, partner, or sponsor. However, the district reserves the right not to accept a gift, bequest, or donation that does not fit with its mission philosophy or practice.

Authority

On behalf of the School Board, the superintendent will work with a committee to recommend sponsorships or partnerships which will benefit the district. The members of the committee shall include but not be limited to: two administrators, two parents, one staff member, one Foundation representative, and the superintendent. The conditions of the educational sponsorship or educational partnership shall be in writing and shall include the following:

  1. A statement of specific benefits of the sponsorship or partnership to the district or particular school including how the sponsorship/partnership will increase student participation in academic, activity, or athletic programs or how the students will otherwise benefit from the agreement. The statement should also address how the sponsorship/partnership would address equity and parity across the district.
  2. The duration of the agreement and a statement that the Board has the right to terminate the agreement without penalty if it determines in its sole discretion that the agreement is having an adverse impact on student education.
  3. A statement clearly defining the roles, expectations, rights, and responsibilities of all parties to the agreement. This statement shall include a statement of the limitations of the sponsor or partner to advertise in connection with the agreement and, if so, the extent of such advertising.
  4. A guarantee of the monetary value to be received by the district pursuant to the agreement and how the benefits arising from the agreement will be distributed.
  5. A statement clearly defining whether the agreement creates any exclusive rights for the sponsor or partner and if such rights are created, clearly defining those rights. If no exclusive rights are created, the sponsorship/partnership will not limit the discretion of the Board or its personnel in the use of sponsored or non-sponsored materials.
  6. A statement that the School Board or superintendent must approve its identification as a co-sponsor in all publicity materials and retain the exclusive right to authorize the use of the district’s name, logo, or other similar information.
  7. A statement disclosing any relationship between the sponsor or partner, or any of its employees or major stockholders, and any student, district employee, school board member, or the superintendent.
  8. A statement that the sponsorship will comply with all applicable federal and state laws, local ordnances, school board policies and regulations, and all pre-existing school board contracts.
  9. A statement that any participation by any student or district employee in any activity established pursuant to the agreement will be purely voluntary and that no sponsorship or partnership shall exploit any student or district employee.
  10. A statement that the sponsor or partner assumes the responsibility for obtaining the consent of any student or district employee whose likeness may appear in any materials disseminated by the partner or sponsor.
  11. A statement that no sponsor or partner shall be permitted to collect personal information including names, street and email addresses, or telephone numbers of students or district employees because of the sponsorship or partnership.
  12. A statement that any curriculum materials provided pursuant to the agreement will be held to the same standards as other curriculum materials in accordance with board policy.

Prohibitions

No agreement shall be entered into if the sponsorship, gift, or donation involves or gives the appearance of involving any activity that could result in the following:

  • Promotion of hostility or violence;
  • An attack on ethnic, racial, or religious groups or any other group specified in board policy;
  • Discrimination prohibited by any law or board policy;
  • Promotion of the use of alcohol, firearms, drugs, tobacco/nicotine, or weapons;
  • Promotion of sexual, obscene, or pornographic activities; or
  • Promotion of any image that is not in keeping with the established goals and purposes of the Board of Education and Linn-Mar Community School District.

Limitations

  1. Donations of any form are to be made either to the Linn-Mar Foundation or to the Linn-Mar Community School District.
  2. Staff must not individually benefit as the result of a sponsorship or partnership. The benefits of a sponsorship must go to the district to be distributed or assigned as appropriate.
  3. Any sponsorship or partnership agreement must not compromise the professional standard and ethics of the staff. In the case of the district or individual schools, sponsorship/partnership agreements must not limit or direct academic debate in the classroom or influence the curriculum or other school programs.
  4. Written agreements must be retained for at least seven years after the expiration of the sponsorship or partnership.
  5. Written agreements must not endorse or recommend any product or service. Furthermore, neither staff nor students may be involved in marketing commercial products or services of sponsors or partners.
  6. Plaques denoting the sponsorship or partnership will be displayed in an area designed to recognize contributions or donations near the entrance to the facility or another designated area and will follow guidelines on size and appearance.

Adopted: 7/07
Reviewed: 3/13; 6/15
Revised: 4/14

1005.6 - Transporting Students in Private Vehicles

 

 

 

Generally, transporting students for school purposes shall be done in a vehicle owned by the school district and driven by a school bus driver. 

In case of emergency or special circumstance, students may be transported in private vehicles for school purposes. It shall be within the discretion of the superintendent, or designee, to determine when this is appropriate.

Individuals transporting students for school purposes in private vehicles must have the permission of the superintendent, or designee, and meet all applicable requirements set by the district.

Private vehicles will be used only when:

  • The driver possesses a valid drivers license;
  • The vehicle is in good condition and meets all applicable safety requirements;
  • Vehicles used for private transportation must have enough passenger restraints to accommodate the number of passengers being transported;
  • Proof of insurance has been supplied to the superintendent, or designee, and the insurance satisfies the minimum coverage requirements for driving personal vehicles in the State of Iowa; and
  •  When the parents of the students to be transported have given written permission to the superintendent or designee. 

The school district assumes no responsibility for those students who have not received the approval of the superintendent, or designee, and who ride in private vehicles for school purposes. If transportation is not provided by the school district, or if transportation provided by the school district is declined by the student or parent/guardian, then the responsibility and corresponding liability for transportation for school purposes shall rest solely with the student and/or guardian.

This policy statement applies to transportation of students for school purposes in addition to transporting students to and from their designated attendance centers. The superintendent may develop an administrative policy to implement this policy.


Adopted: 6/85
Reviewed: 3/13; 4/14; 6/15
Revised: 11/10; 4/16
Legal Reference (Code of Iowa): §§ 279.8; 285; 421; 281 IAC 43

1005.6-E - Transporting Students in Private Vehicles

 

 

 


Adopted: 3/00
Reviewed: 3/13; 4/14; 6/15
Revised: 11/10