700 Series: Auxiliary Services

TRANSPORTATION

Revised 2/24 701.1 Local and State Transportation Regulations
Revised 2/24 701.2 Student Conduct on School Transportation
Revised 2/24 701.2-R Regulations Regarding Student Conduct on School Transportation
Revised 2/24 701.3 Transportation of Non-School Groups
Reviewed 2/24 701.4 School Transportation Usage by Unassigned Students
Reviewed 2/24 701.5 Transportation of Non-Resident and Non-Public School Students
Reviewed 2/24 701.6 Student Transportation for Co/Extra-Curricular Activities
Reviewed 2/24 701.7 Summer Programs Bus Service
Reviewed 2/24 701.9 School Bus Passenger Restraints
Reviewed 2/24 701.10 School Bus Safety Instructions
Reviewed 2/24 701.11 Transportation in Inclement Weather and Emergency Situations
Revised 2/24 701.12 Use of District Vehicles and Fuel
Reviewed 2/24 701.13 District Vehicle Idling

NUTRITION SERVICES

Reviewed 2/24 702.1 Nutrition Services Program
Reviewed 2/24 702.1-R1 Regulations Regarding Meal Charges
Reviewed 2/24 702.1-R2 Regulations Regarding Child Nutrition Programs Civil Rights Complaint Procedures
Reviewed 2/24 702.1-E1 Child Nutrition Programs Notices of Discrimination
Reviewed 2/24 702.1-E2 Child Nutrition Programs Civil Rights Complaint Form
Reviewed 2/24 702.4 Eligibility for Free or Reduced Cost Meals
Reviewed 2/24 702.4-R Regulations Regarding Eligibility for Free or Reduced Cost Meals
Reviewed 2/24 702.5 Vending Machines

TECHNOLOGY SERVICES

Reviewed 2/24 703.1 Technology and Data Security
Reviewed 2/24 703.1-R Regulations Regarding Technology and Data Security Requirements of Third-Party Vendors

 

701 - Transportation

701.1 - Local and State Transportation Regulations

Elementary and middle school students living more than two miles from their designated school attendance centers and high school students living more than three miles from their designated attendance centers are entitled to transportation to and from their attendance center at the expense of the school district.

Transportation of students who require special education services will generally be provided as for other students, when appropriate. Specialized transportation of a student to and from a special education instructional service is a function of that service and, therefore, an appropriate expenditure of special education instructional funds generated through the weighting plan.

Transportation of a student to and from a special education support service is a function of that service and is specified, when necessary, in the Individualized Education Program (IEP) or the Individualized Family Service Plan (IFSP). When the IEP or IFSP team determines that unique transportation arrangements are required, and the arrangements are specified in the IEP or IFSP, the district will provide one or more of the following transportation arrangements for instructional services and the area education association (AEA) for support services:

  1. Transportation from the student’s residence to the location of the special education program and back to the student’s residence or childcare placement.
  2. Special assistance or adaptations in getting the student to and from and on and off the vehicle en-route to and from the special education program.
  3. Reimbursement of the actual costs of transportation when, by mutual agreement, the parents provide transportation for the student to and from the special education program. Reimbursement of actual cost will be based on the rate set by the State of Iowa.

The district is not required to provide reimbursement to parents who elect to provide transportation in lieu of school-provided transportation.

A student may be required, at the school board’s discretion, to meet a school vehicle without reimbursement up to three-fourths of a mile. The board may require parents to transport their student up to two miles to connect with school transportation at the expense of the district, when conditions deem it advisable. It is within the discretion of the board to determine such conditions. Parents of students who live where transportation by school vehicles is impracticable or unavailable may be required to furnish transportation to and from the designated attendance center at the expense of the district. Parents who transport their student at the expense of the district are reimbursed at the rate per mile set by the State of Iowa.

Transportation arrangements made by agreement with a neighboring school district will follow the terms of the agreement. Students who choose to attend a school in a district other than their resident school district will provide transportation to and from the school at their own expense.

Students who have been granted an attendance exception request (AER) from their attendance center school to another school must provide their own transportation to the selected school.

The school board authorizes the superintendent [or designee] to establish bus routes for the district in accordance with this policy. Consideration of safe walkways, speed limits, and traffic density will be reviewed prior to the establishment of bus routes. When route changes are made the district will notify families, if possible, no later than six months prior to the change. If route changes are caused by construction, another entity, or a force majeure; the administration reserves the right to issue notice on a condensed timeline.

Adopted: 6/70
Reviewed: 10/12; 4/15; 11/18
Revised: 10/10; 9/11; 11/13; 8/14; 9/21; 2/24
Legal Reference (Code of Iowa): 20 USC §§ 1401-1701; 34 CFR Pt 300; 356B.4; 285; 321; 281 IAC 41.412
IASB Reference: 711.01

701.2 - Student Conduct on School Transportation

Students utilizing school transportation will conduct themselves in an orderly manner fitting to their age level and maturity with mutual respect and consideration for the rights of the school vehicle driver, adult rider, and the other passengers. Students who fail to behave in an orderly manner will be subject to disciplinary measures.

The driver or adult rider will have the authority to maintain order on the school vehicle. It is the responsibility of the driver or adult rider to report misconduct to the transportation manager.

The board supports the use of recording devices on school vehicles used for transportation to and from school as well as for excursions/trips and curricular or co/extra-curricular events. The recording devices will be used to monitor student behavior and may be used as evidence in student disciplinary proceedings. The recordings are student records and subject to school district confidentiality, board policy, and administrative regulations.

The transportation manager determines the suspension or imposition of other appropriate student discipline in collaboration with the appropriate administrator.

It is the responsibility of the superintendent [or designee] in conjunction with the transportation manager, to develop administrative regulations regarding student conduct and discipline when utilizing district transportation.

Adopted: 6/70
Reviewed: 9/11; 10/12; 4/15; 11/18
Revised: 10/10; 11/13; 9/21; 2/24
Related Policy: 502.1; 502.5; 502.5-R1-R3; 701.2-R
Legal Reference (Code of Iowa): §§ 279.8; 285; 321
IASB Reference: 711.02

701.2-R - Regulations Regarding Student Conduct on School Transportation

Good student conduct contributes to safety. It helps to avoid accidents which may result from the distraction of the driver. It also reduces the number of accidents in which students injure themselves or others.

The following outline represents the standards and procedures relative to student conduct while riding on school vehicles. Violations of these standards will be reported to the transportation manager and the building principal.

  1. All students should conscientiously observe all rules and respond respectfully and promptly to the driver’s instructions.
  2. The driver or adult rider are responsible for the vehicle and deportment of the riders.  They have the authority to assign seats or refuse transportation to violators of the following regulations:
    1. Waiting at Designated Loading Zones:
      • Students are requested to stand at least 10 feet from the roadway unless specifically directed otherwise.
      • Students are requested to be at their vehicle loading zone five minutes before their published schedule. The school vehicle must not be kept waiting. Safety standards must be practiced while students are waiting.
      • Students who have to walk some distance along the roadway to a vehicle loading zone must walk on the left-hand side facing oncoming traffic. This will also apply to students leaving the vehicle loading zone after school.
      • Students who must cross a roadway to reach their vehicle loading zone should wait until the school vehicle has arrived before crossing the roadway.
    2. Receiving and Discharging Students:
      • All able-bodied students will board and exit from the right, front entrance of every school vehicle and, if said students must cross the roadway, they will be required to pass in front of the vehicle, look in both directions, and proceed to cross the roadway only on signal from the driver.

The above sections will not apply to business and residence districts but will apply in suburban districts of cities and towns.

  1. Boarding School Vehicles:
    • Students are not permitted to move toward the vehicle at the loading zone until the vehicle has been brought to a complete stop.
    • Students should not push prior to loading the vehicle.
    • Students must board the vehicle in a single file.
    • Students are required to go directly to their seats and not block the aisle. Students must follow the driver’s or adult rider’s instructions as to seating arrangements.
  2. Conduct While Riding School Vehicles:
    • Students should sit facing forward in school vehicles.
    • Students riding school vehicles are permitted to converse quietly with others seated near them. Boisterous talk and actions will not be permitted. Singing, whistling, yelling, and loud noises are not permitted on the vehicle.
    • Students are to be absolutely quiet when approaching a railroad crossing.
    • Students are not permitted to stand, change seats, or annoy other students during the ride to/from school. Fighting or scuffling is not permitted.
    • Student use of cell phones is expected to be appropriate, respectful, non-disruptive, and legal. Students should use earbuds when listening to various media on their cell phones. Students should not use any type of photographic feature on their cell phones while on school transportation.
    • Eating, lighting matches, or the use of any contraband materials is not permitted on school vehicles. The use or possession of alcohol, tobacco, nicotine, or look-alike substances is prohibited.
    • Students must, under no circumstances, put their hands or arms out of the windows.
    • Throwing objects in the vehicle is not permitted and students will not throw anything out the windows.
    • Musical instruments or large parcels should be left with the driver or adult rider, if they so request. Students must keep books and personal belongings out of the aisle.
    • Students who damage seats or other equipment will reimburse the district for the cost of the repair or replacement.
    • Students should not be rude or abusive to the driver or adult rider and/or persons whom they pass on the route.
    • The instructions of the driver and/or adult rider will be obeyed at all times. Disrespect of the driver or adult rider will not be tolerated.
    • In case of a road emergency, students are to remain in the vehicle unless directed otherwise by the driver and/or adult rider.
  3. When Leaving School Vehicles:
    • Students are required to remain in their seats until the vehicle has made a complete stop.
    • Students should not remain in the area where vehicles are unloading.
    • The driver and/or adult rider will not discharge students at places other than regular stops at the home or at school buildings without proper written authorization from the parent or school official.

Adopted: 6/70
Reviewed: 10/12; 4/15; 11/18; 9/21
Revised: 9/11; 11/13; 2/24
Related Policy: 701.2; 701.3-11
IASB Reference: 711.02-R(1)

701.3 - Transportation of Non-School Groups

School district vehicles may be available to local non-profit entities which promote cultural, educational, civic, community, or recreational activities for transporting to and from non-school sponsored activities within the state as long as the transportation does not interfere with or disrupt the education program of the school district and does not interfere with or delay the transportation of students.

The local non-profit entity must pay the actual cost of using the district vehicle as determined by the transportation manager. Prior to making the district vehicle available to the local non-profit entity, the school bus signs will be covered and the flashing warning lamps and stop arm will be made inoperable.

It is the responsibility of the superintendent [or designee] to develop administrative regulations for use of district vehicles to transport students and others to school-sponsored events within the state and application for, use of, and payment for use of district vehicles by local non-profit entities for non-school sponsored activities.

Adopted: 6/70
Reviewed: 9/11; 10/12; 11/13; 4/15; 11/18; 9/21
Revised: 10/10; 2/24
Related Policy: 701.1; 701.2; 701.2-R1-R2; 701.4-11
Legal Reference (Code of Iowa): §§ 285.1(21); .10(9-10); 281 IAC 43.10
IASB Reference: 711.06

701.4 - School Transportation Usage by Unassigned Students

Unassigned students may ride a school vehicle on its regular route only when the legal passenger capacity will not be exceeded.

For the safety and welfare of the students, the protection of the driver and/or adult rider, and the school district; the legal passenger capacity will be observed at all times.

Written or oral permission from parents must be provided to the transportation manager in advance. 

Adopted: 6/70
Reviewed: 9/11; 10/12; 11/13; 4/15; 11/18; 9/21; 2/24
Revised: 2/09

701.5 - Transportation of Non-Resident and Non-Public School Students

The board has sole discretion to determine the method to be utilized for transporting non-resident and non-public students. Non-resident students paying tuition may be, and resident students attending a non-public school accredited by the State Department of Education, will be transported on an established public school vehicle route as long as such transportation does not interfere with resident public students’ transportation. Non-resident and non-public school students will obtain the permission of the superintendent [or designee] prior to being transported by the school district.

Parents of resident students who provide transportation for their students attending a non-public school accredited by the Iowa Department of Education will be reimbursed at the established state rate. This reimbursement will be paid only if the district receives the funds from the state. If less than the amount of funds necessary to fully reimburse parents of the non-public students is received by the district, the funds will be prorated.

The charge to the non-resident students will be determined based on the students’ pro rata share of the actual costs for transportation. The parents of these students will be billed for the students’ share of the actual costs of transportation. The billing is according to the schedule developed by the superintendent [or designee]. It is the responsibility of the superintendent [or designee] to determine the amount to be charged and report it to the business manager for billing.

Continued transportation of non-resident and non-public students on a public school vehicle route will be subject to resident public school students’ transportation needs. The superintendent [or designee] will make recommendations, as necessary, to the board regarding the method to be used. In making a recommendation to the board, the superintendent will consider the number of students to be transported, the capacity of the school vehicles, the financial condition of the district, and other factors deemed relevant by the board or superintendent.

Non-resident and non-public school students are subject to the same student conduct regulations as resident public students as prescribed by board policy and to other policies, rules, or regulations developed by the district regarding transportation of students by the school district.

Adopted: 4/99
Reviewed: 10/10; 9/11; 4/15; 11/18; 9/21; 2/24
Revised: 10/10; 10/12; 11/13
Legal Reference (Code of Iowa): §§ 285.1-2; .10; .16
IASB Reference: 711.05

701.6 - Student Transportation for Co/Extra-Curricular Activities

The board in its discretion may provide school district transportation for co/extra-curricular activities including, but not limited to, transporting student participants to and from co/extra-curricular activities.

Students participating in co/extra-curricular activities, other than those held at district facilities, may be transported to the co/extra-curricular activity by district transportation vehicles or by another means approved by the superintendent [or designee]. Students attending co/extra-curricular activities other than those held at the district facilities may be transported to the co/extra-curricular activity by district transportation vehicles.

The board authorizes the superintendent [or designee] to recover all costs for furnishing a vehicle and driver for students and patrons attending as spectators to co/extra-curricular activities as provided by state code. A district vehicle will be used as provided in this subsection only at times when it is not needed to transport students to and from school.

Students who are provided transportation in district transportation vehicles for co/extra-curricular activities will ride both to and from the event in the school vehicle unless arrangements have been made with the coach/sponsor/licensed personnel prior to the activity. A student's parent may personally appear and request to transport their student to and/or from a school-sponsored activity.

It is the responsibility of the superintendent [or designee] to make an annual report to the board on district transportation that has been provided. In making the report to the board, the superintendent [or designee] will consider the financial condition of the district, the number of students who would qualify for such transportation, and other factors the board or superintendent deem relevant.

It is the responsibility of the superintendent [or designee] to develop administrative regulations for the transportation of students to and/or from co/extra-curricular activities.

Adopted: 4/99
Reviewed: 10/12; 11/13; 4/15; 11/18; 2/24
Revised: 10/10; 9/11; 9/21
Related Policy: 502.1; 502.1-R; 502.5; 502.5-R1-R3; 502.6; 503.10
Legal Reference (Code of Iowa): §§ 256B.4; 285.1-4; 321; 281 IAC 41.412
IASB Reference: 711.03

701.7 - Summer Programs Bus Service

The school district may use school vehicles for transportation to and from summer co/extra-curricular activities. The superintendent [or designee] will make a recommendation to the board regarding use on an annual basis.

Transportation to and from a student’s attendance center for summer school instructional programs will be within the discretion of the superintendent. It is the responsibility of the superintendent [or designee] to make a recommendation regarding transportation of students in summer school instructional programs at the expense of the school district. In making the recommendation to the board, the superintendent [or designee] will consider the financial condition of the district, the number of students involved in the summer school programs, and other factors deemed relevant by the board or the superintendent.

Adopted: 6/70
Reviewed: 10/12; 11/13; 4/15; 11/18; 9/21; 2/24
Revised: 9/11
Related Policy: 602.4
Legal Reference (Code of Iowa): § 285.10; 281 IAC 43.10; 41.412
IASB Reference: 711.04

701.9 - School Bus Passenger Retraints

The district will utilize three-point, lap-shoulder belts on district school buses as required by state law.

All three-point, lap-shoulder belts available on district buses will be used by passengers when the vehicle is in any non-stationary gear.

Adopted: 12/19
Reviewed: 9/21; 2/24
Related Policy: 701.10
Legal Reference (Code of Iowa): 281 IAC 43.10(6)
IASB Reference: 711.10

701.10 - School Bus Safety Instructions

The school district will conduct school bus safe riding practices instruction and emergency safety drills at least twice a year, once in the fall and once in the spring, for students who utilize school district transportation. Documentation of these safety drills will be maintained by the district for five years and made available upon request.

Each school bus vehicle will have, in addition to the regular emergency safety drill, a plan for helping those students who require special assistance to safety during an emergency. This will include, but not be limited to, students with disabilities.

School district vehicle drivers and adult riders are required to attend each safety drill.

All school personnel and designees must wear seat belts while operating school and private vehicles for school functions. All school personnel must use the tire protective cage when inflating or deflating a tire used on school buses and tractors.

Employees are responsible for instructing the proper techniques to be followed during an emergency, as well as safe riding practices.

It is the responsibility of the superintendent [or designee] in conjunction with the transportation manager to develop administrative regulations regarding this policy.

Adopted: 4/99
Reviewed: 10/10; 9/11; 10/12; 4/15; 11/18; 9/21; 2/24
Revised: 11/13; 12/19
Related Policy: 502.1; 502.1-R
Legal Reference (Code of Iowa): §§ 279.8; 321; 281 IAC 41.412; 43.40
IASB Reference: 711.07

701.11 - Transportation in Inclement Weather and Emergency Situations

The superintendent [or designee] will have the authority to close schools, to delay the start of schools, or to dismiss schools ahead of the regular schedule because of extreme weather or other emergency conditions for the length of time the emergency exists.

School district vehicles will not operate when weather conditions due to fog, rain, snow, or other natural elements make it unsafe to do so. Because weather conditions may vary around the district and may change quickly, the best judgment possible will be used with the information available.

Conditions other than weather could warrant an emergency situation. Each situation will be evaluated separately and handled with the best judgment possible keeping in mind the safety of students and staff.

The final judgment as to when conditions are unsafe to operate the schools will be made by the superintendent. The superintendent will be assisted by the actual “on location” decisions and reports of the transportation manager.

Parents, students, and drivers will be notified by various media outlets including electronic methods when school is cancelled or temporarily delayed. When school is cancelled because of weather anywhere in the district, all schools will be closed. If it is necessary to close an individual building due to an emergency situation, the decision will be clearly communicated by various media outlets including electronic notification.

When weather conditions deteriorate during the day after school has begun, cancellation notices will be announced by various media outlets including electronic notification. Students will be returned to their regular drop-off sites unless weather conditions prevent it. If students are taken to drop-off sites other than their regular drop-off sites or are to be picked up at other than their regular pick-up points, this will be communicated by the driver (on the two-way radio) to the base station in order to be relayed to the parents of the affected students. If no parent contact can be made, students will be kept at school until they are picked up by their parents.

When weather or road conditions dictate unsafe, non-hard surface roads, a hard surface routing will be initiated. This will be communicated by various media outlets including electronic notification.

Adopted: 11/96
Reviewed: 9/11; 10/12; 11/13; 4/15; 11/18; 9/21; 2/24
Revised: 10/10
Legal Reference (Code of Iowa): § 279.8
IASB Reference: 711.08
Mandatory Policy

701.12 - Use of District Vehicles and Fuel

School vehicles are to be used exclusively for the transportation of riders for school purposes and for the purpose of conducting the day-to-day business of the school district. Personal use of school vehicles is strictly forbidden. On-call employees are allowed to take home a school vehicle with the prior approval of the superintendent [or designee] for the purpose of conducting school-related duties only.

All keys to school vehicles will be kept by the transportation manager. Vehicles can be checked out from the transportation office. When not in use, vehicles will be stored on school property. Records of trips are to be filled out and turned in to the transportation manager, including vehicle pre-trip inspection reports.

A building procurement card should be used for the purchase of gasoline/diesel fuel while conducting school business.  Personal use of district-provided procurement cards is strictly forbidden.

School fuel will be used only in school-owned or school-leased vehicles or equipment.

Adopted: 4/85
Reviewed: 9/11; 10/12; 11/13; 4/15; 11/18; 9/21
Revised: 10/10; 2/24

701.13 - District Vehicle Idling

It is the responsibility of the superintendent in conjunction with the transportation manager to develop administrative regulations to reduce vehicle idling time because of the effect of environmental pollutants, and in assisting students and others to be free from pollutants which may impact their respiratory health.

Unnecessary vehicle idling time emits pollutants and wastes fuel.

Adopted: 7/08
Reviewed: 9/11; 10/12; 11/13; 4/15; 11/18; 9/21; 2/24
Revised: 10/10
Legal Reference (Code of Iowa): § 279.8
IASB Reference: 711.09

702 - Nutrition Services Program

702.1 - Nutrition Services Program

The district will operate a school lunch and breakfast program in each attendance center under the guidelines of the USDA. The Nutrition Services Program will include breakfast and lunch through participation in the National School Lunch Program and the School Breakfast Program. Students may bring their lunches from home and purchase milk or juice and other incidental items.

Nutrition Services facilities are provided to serve students and all school personnel when school is in session and during school-related activities. These facilities may also be used by other groups deemed appropriate and acceptable by the superintendent [or designee] and under the supervision of the Nutrition Services manager. If other groups use school facilities and require the use of kitchen equipment, a Nutrition Services employee must be present. The cost of providing the Nutrition Services employee will be reimbursed by the group. In addition, a maintenance rental fee may be required as determined by Policy 1004.1, and the related administrative regulations (Policies 1004.1-R1 and 1004.1-R2).

The Nutrition Services Program is operated on a nonprofit basis. The revenues of the Nutrition Services Program will be used only for paying the regular operating costs of the Nutrition Services Program. Supplies of the Nutrition Services Program will only be used for the Nutrition Services Program. The board will set, and periodically review, the prices for school lunches and breakfast. It is the responsibility of the superintendent [or designee] to make a recommendation regarding the prices of school lunch, breakfast, and milk. Prices will be determined per USDA regulations in accordance with federal and state laws.

District tax funds may be used to provide necessary physical plant facilities, purchase the equipment necessary for the establishment of Nutrition Services in new or existing buildings, replace major items of equipment, and payment for labor over and above revenue from the sale of meals to students and adults. 

The Nutrition Services Program will be under the direction of a Nutrition Services manager who will establish and maintain a central record system; prepare menus; develop standards; initiate purchasing; recommend personnel for employment, promotion, or dismissal; and conduct in-service training programs.

It is the responsibility of the Nutrition Services manager to administer the program and to provide the superintendent and the Board of Education an annual report on the functioning of the Nutrition Services Program.

The district will comply with all federal and state laws and regulations required for procurement, including the selection and evaluation of contractors. The superintendent [or designee] is responsible for developing the administrative process to implement this policy including, but not limited to, procedures related to suspension and debarment for transactions subject to those requirements.

Adopted: 6/70
Reviewed: 10/12; 11/13; 9/21; 2/24
Revised: 10/10; 9/11; 4/15; 4/16; 8/17; 11/18
Related Policy: 702.1-R1-R2; 702.1-E1-E2; 803.1-R2; 1004.1
Legal Reference (Code of Iowa): 42 USC §§ 1751; 7 CFR Pt 210; 283A; 281 IAC 58
IASB Reference: 710.01
Mandatory Policy

702.1-R1 - Administrative Regulations Regarding Meal Charges

In accordance with state and federal law, the Linn-Mar Community School District adopts the following policy to ensure school district employees, families, and students have a shared understanding of expectations regarding meal charges. The policy seeks to allow students to receive the nutrition they need to stay focused during the school day, prevent the overt identification of students with insufficient funds to pay for school meals, and maintain the financial integrity of the nonprofit school nutrition program.

PAYMENT FOR MEALS
Each student is assigned a computerized meal account. Parents can pre-pay into a student’s meal account by sending a check to the student’s school, district office, or paying online with debit/credit card. During meal service, students scan an ID badge at the cash register. The computer debits and records purchases from the student’s meal account.

MEAL CHARGING
The Nutrition Services department closely monitors student accounts to prevent negative balances and changes as follows:

Students:
Students that fail to have positive account balances may charge meals under the following parameters:

  • Students will be served a full, regular meal (breakfast or lunch)
  • Allergies will be taken into consideration
  • No snacks or a la carte items may be charged, with the exception of milk
  • Families will receive email communications when the account balance is low or negative

Staff/Adults:

  • No charges of meals or a la carte items allowed
  • Adults will be notified of their balance verbally at the cash register when the balance falls below $15.00
  • Adults will receive email communications when the account balance is negative

Students who qualify for free or reduced meals will never be denied a reimbursable meal even if they have accrued a negative balance from previous purchases. Schools are encouraged to provide a reimbursable meal to students with outstanding meal charge debt. If an alternate meal is provided, the meal must be the same meal presented in the same manner to any student requesting an alternate meal.

NEGATIVE ACCOUNT BALANCES
The school district will make reasonable efforts to notify families when meal account balances are low. However, the failure of the school district to notify families will not relieve the families’ obligations to keep meal account balances current; nor will it prevent the school district from being able to take all actions legally available to collect any delinquent account balances. Additionally, the school district will make reasonable efforts to collect unpaid meal charges classified as delinquent debt. Negative balances of more than $20.00, not paid prior to the end of the school year, will be turned over to the manager of Nutrition Services [or designee] for collection. Options may include collection agencies, small claims court, or any other legal method permitted by law.

UNPAID STUDENT MEAL ACCOUNTS
The district will establish an unpaid student meal account in a school nutrition fund. Funds from private sources and funds from the district flexibility account may be deposited into the unpaid school meal accounts in accordance with law. Funds deposited into this account will be used only to pay individual student meal debt.

COMMUNICATION OF POLICY
The policy and supporting information regarding meal charges will be provided in writing to:

  • All households at or before the start of each school year
  • Students and families who transfer into the district, at time of transfer
  • All staff responsible for enforcing any aspect of the policy

Records of how and when the policy and supporting information was communicated to households and staff will be retained. The Nutrition Services manager [or designee] may develop the administrative process to implement this policy.

Adopted: 4/16
Reviewed: 8/17; 2/24
Revised: 11/18; 9/21
Related Policy: 702.1; 702.1-R2; 702.1-E1-E2
Legal Reference (Code of Iowa): 42 USC 1751; 7 CFR §§ 210; 283A; 281 IAC 58
IASB Reference: 710.04

702.1-R2 Administrative Regulations Regarding Child Nutrition Programs Civil Rights Complaint Procedures

USDA CHILD NUTRITION PROGRAMS IN IOWA
PROCEDURES FOR HANDLING A CIVIL RIGHTS COMPLAINT

  1. Civil rights complaints related to the National School Lunch Program, School Breakfast Program, Afterschool Care Snack Program, Summer Food Service Program, Seamless Summer Option, or Child and Adult Care Food Program are written or verbal allegations of discrimination based on USDA protected classes of race, color, national origin, sex, age, and disability.
     
  2. Any person claiming discrimination has a right to file a complaint within 180 days of the alleged discrimination. See below for additional Iowa Civil Rights information. A civil rights complaint based on the protected classes listed in #1 above must be forwarded to the address on the nondiscrimination statement.
     
  3. All complaints, whether written or verbal, must be accepted by the School Food Authority (SFA)/Sponsor/Organization and forwarded to the USADA at the address or link on the nondiscrimination statement within five calendar days of receipt. An anonymous complaint should be handled the same way as any other. Complaint forms may be developed, but their use cannot be required. If the complainant makes the allegations verbally or in a telephone conversation and is reluctant or refuses to put them in writing, the person who handles the complaint must document the description of the complaint.
     
  4. There must be enough information to identify the agency or individual toward which the complaint is directed and indicate the possibility of a violation. Every effort should be made to obtain at least the following information:
    1. Name, address, and telephone number or other means of contacting the complainant;
    2. The specific location and name of the organization delivering the program service or benefit;
    3. The nature of the incident(s) or action(s) that led the complainant to feel there was discrimination;
    4. The basis on which the complainant feels discrimination occurred (race, color, national origin, sex, age, or disability);
    5. The names, titles, and addresses of people who may have knowledge of the discriminatory action(s); and
    6. The date(s) when the alleged discriminatory action(s) occurred or, if continuing, the duration of such action(s).
       
  5. USDA is the cognizant agency for the Child Nutrition Programs listed and, therefore, is the first contact for the six protected classes listed in #1 above, for complaints received within 180 days. Civil rights complaints must be submitted to the USDA Office of Civil Rights within five calendar days of receipt and no later than 180 days of the discriminatory act. The link for submission of a complaint is: program.intake@usda.gov.
     
  6. In Iowa, protected classes also include sexual orientation, gender identity, and religion or creed and complaints can be filed up to 300 days of occurrence. The address for Iowa complaints is: Iowa Civil Rights Commission, Grimes State Office Building, 400 E 14th Street, Des Moines, IA 50319-1004; phone numbers 515-281-4121 or 800-457-4416; website: https://icrc.iowa.gov/.

Adopted: 7/22
Reviewed: 2/24
Related Policy: 702.1; 702.1-R1; 702.1-E1-E2
Legal Reference (Code of Iowa): Bureau of Nutrition and Health, IDOE, 12/2021
IASB Reference: 710.01-R(1)

 

702.1-E1 Child Nutrition Programs Notices of Discrimination

USDA NONDISCRIMINATION STATEMENT
In accordance with federal civil rights law and US Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its agencies, offices, and employees; and institutions participating or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted of funded by the USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the agency (state or local) where they applied for benefits. Individuals who are deaf, hard of hearing, or have speech disabilities may contact the USDA through the Federal Relay Service at 800-877-8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form (AD-3027) found online at https://www.usda.gov/oascr/how-to-file-a-program-discrimination-complaint, any USDA office, or write a letter addressed to the USDA and provide in the letter all of the information requested on the form. To request a copy of the complaint form call 866-632-9992. Submit the completed form or letter to the USDA by:

US Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue SW
Washington DC 20250-9410
Fax: 202-690-7442
Email: program.intake@usda.gov

This institution is an equal opportunity provider.

IOWA NONDISCRIMINATION STATEMENT
It is the policy of this Child Nutrition Program provider not to discriminate on the basis of race, creed, color, sex, sexual orientation, gender identity, national origin, disability, age, or religion in its programs, activities, or employment practices as required by Iowa Code Sections 216.6, 216.7, and 216.9. If you have questions or grievances related to compliance with this policy by this CNP provider, please contact the Iowa Civil Rights Commission, Grimes State Office Building, 400 E 14th Street, Des Moines, IA 50319-1004; phone numbers 515-281-4121 or 800-457-4416; or website: https://icrc.iowa.gov/.

Adopted: 7/22
Reviewed: 2/24
Related Policy : 702.1; 702.1-R1-R2; 702.1-E2
Legal Reference (Code of Iowa): 216.6-9
IASB Reference: 710.01-E(1)

702.1-E2 Child Nutrition Programs Civil Rights Complaint Form

CLICK HERE TO DOWNLOAD THE COMPLAINT FORM

COMPLAINT CONTACT INFORMATION

Name:
Address, City, State, Zip:
County:
Phone Number:
Email:

COMPLAINT INFORMATION

1. Specific name and location of entity and individual delivering the service or benefit.

2. Describe the incident or action of the alleged discrimination or give an example of the situation that has a discriminatory effect on the public, potential program participants, or current participants.

3. On what basis does the complainant feel discrimination exists (race, color, national origin, sex, age, disability, creed, sexual orientation, religion, gender identity, political party affiliation, actual/potential parental/family/marital status)?

4. List the names, titles, and business addresses of persons who may have knowledge of the alleged discriminatory action.

5. List the dates during which the alleged discriminatory actions occurred, or if continuing, the duration of such actions.

6. Date complaint received.

7. Person receiving complaint.

8. Action(s) taken:

The USDA is the cognizant agency for the Child Nutrition Programs listed and, therefore, is the first contact for the six protected classes of race, color, national origin, sex, age, and disability for complaints received within 180 days. Civil rights complaints must be submitted to the USDA Office of Civil Rights within five calendar days of receipt and no later than 180 days of the discriminatory act. The link for submission of a complaint is program.intake@usda.gov.

In Iowa, protected classes also include sexual orientation, gender identity, religion or creed; and complaints can be filed up to 300 days of occurrence. The address for Iowa complaints is: Iowa Civil Rights Commission, Grimes State Office Building, 400 E 14th Street, Des Moines, IA 50319-1004; phone numbers 515-281-4121 or 800-457-4416; website https://icrc.iowa.gov/.

This institution is an equal opportunity provider.

Adopted: 7/22
Reviewed: 2/24
Related Policy: 702.1; 702.1-R1-R2; 702.1-E1
Legal Reference (Code of Iowa): Bureau of Nutrition and Health, IDOE, 12/2021
IASB Reference: 710.01-E(2)

702.4 - Eligibility for Free or Reduced Cost Meals

Students enrolled and attending school in the district who are unable to afford the cost, or a portion of the cost, of the school breakfast or lunch will be provided the Nutrition Services Program at no cost or at a reduced cost according to the guidelines established by the USDA.

The district will, at least twice annually, notify all families of the availability, eligibility criteria, and application procedures for free or reduced price meals in accordance with state and federal law.

It is the responsibility of the Nutrition Services manager to determine if a student qualifies for free or reduced cost Nutrition Services in accordance with criteria established by state and federal law. Students whom the principal believes are improperly nourished will not be denied Nutrition Services simply because the paperwork has not been completed.

If a student owes money for five or more meals, the Nutrition Services manager [or designee] may contact the student’s parent to provide information regarding the application for free or reduced price meals. The school is encouraged to provide reimbursable meals to students who request them, unless the student’s parent has specifically provided written direction to the school to withhold a meal from the student.

Employees, students, and others will be required to deposit funds into a meal account to cover meals consumed.

It is the responsibility of the superintendent [or designee] to develop administrative regulations for implementing this policy.

Adopted: 6/70
Reviewed: 9/11; 10/12; 11/13; 4/15; 9/21; 2/24
Revised: 10/10; 8/17; 11/18
Related Policy: 702.1; 702.4-R
Legal Reference (Code of Iowa): 2 USC §§ 1751; 7 CFR §§ 210; 283A; 281 IAC 58
IASB Reference: 710.02

702.4-R - Administrative Regulations Regarding Eligibility for Free or Reduced Cost Meals

CLICK HERE TO DOWNLOAD ATTACHMENTS A-F

The Linn-Mar Community School District agrees to participate in the National School Breakfast/Lunch Program, to receive commodities donated by the USDA, and accepts responsibility for providing either free or reduced price meals to eligible children in the schools under its jurisdiction.

The School Food Authority assures the Child Nutrition Programs Division that the school system will uniformly implement the following policy to determine the children’s eligibility for free and reduced price meals in all National School Breakfast/Lunch Program schools under its jurisdiction. In fulfilling its responsibilities, the School Nutrition Authority:

  1. Agrees to serve meals free to children from families whose income is at or below that qualifying them for free meals.
  2. Agrees to serve meals at a maximum reduced price at or below the maximum amount allowed by regulations to children from families whose income is at or below that qualifying them for reduced price meals.
  3. Agrees to provide these benefits to foster children and to children from families who are experiencing strikes, layoffs, and unemployment which cause the family’s income to fall within qualifying limits.
  4. Agrees that there will be no physical segregation of, nor any other discrimination against, any child because of inability to pay the full price of meals. The names of the children eligible to receive either free or reduced price meals will not be published, posted, or announced in any manner and there will not be overt identification of any such children by use of special tokens, tickets, or any other means. Further assurance is given that children eligible for either free or reduced price meals shall not be required to:
    • Work for meals
    • Use a separate lunchroom
    • Go through a separate serving line
    • Enter the lunchroom through a separate entrance
    • Eat meals at a different time
    • Eat meals different from those sold to children paying full price
  5. Agrees that in the operation of child nutrition programs no child will be discriminated against because of age, color creed, national origin, race, religion, marital status, sex, sexual orientation, gender identity, physical attributes, genetic information, physical or mental ability or disability, ancestry, political party preference, political belief, military status, socioeconomic status, pregnancy, or familial status.
  6. Agrees to establish and use a fair hearing procedure for parental appeals of the school’s decisions on applications and for school officials’ challenges to the correctness of information contained in an application or to the continued eligibility of any child for either free or reduced price meals. During the appeal and hearing process, the child will continue to receive free or reduced price meals. A record of all appeals and challenges and their dispositions will be retained for three years.

Prior to initiating the hearing procedure, the parent or school official may request a conference to provide an opportunity to discuss the situation, present information, and obtain an explanation of data submitted in the application and decisions rendered. Such a conference will not in any way prejudice or diminish the right to a fair hearing. The hearing procedure will provide the following:

  • A publicly announced, simple method for making an oral or written request for a hearing.
  • An opportunity to be assisted or represented by an attorney or other person.
  • An opportunity to examine, prior to and during the hearing, the documents and records presented to support the decision under appeal.
  • Reasonable promptness and convenience in scheduling a hearing and adequate notice as to the time and place of the hearing.
  • An opportunity to present oral or documentary evidence and arguments supporting its position without undue influence.
  • An opportunity to question or refute any testimony, or other evidence, and to confront and cross examine any adverse witnesses.
  • The hearing be conducted, and the decision made, by a hearing official who did not participate in the decision under appeal or in any previous conference.
  • The parties concerned, and any designated representative thereof, be notified in writing of the decision of the hearing official.
  • For each hearing a written record be prepared; including the decision under appeal, any documentary evidence and summary of any oral testimony presented at the hearing, the decision of the hearing official and reasons therefore, and a copy of the notification to the parties concerned of the hearing official’s decision.
  • Such written record be preserved for a period of three years and be available for examination by the parties concerned, or their representatives, at any reasonable time and place during such period.
  1. Agrees to designate the Manager of Nutrition Services* for the Linn-Mar Community School District (2999 N 10th St, Marion, IA 52302) as the determining official who will review applications and make determinations of eligibility. The official will use the criteria outlined in this policy to determine which individual children are eligible for either free or reduced price meals.
  2. Agrees to develop and send to each child’s parent a letter as outlined herein, including an application for either free or reduced price meals, at the beginning of each school year and whenever there is a change in eligibility criteria.

On an annual basis, parents will need to complete the application and return it to the determining official (Nutrition Services Manager) for review. Such applications and documentation of action taken will be maintained for three years after the end of the fiscal year to which they pertain.

Applications may be filed at any time during the year. Any parent enrolling a child in a school for the first time at any time during the year will be supplied with such documents. If a child transfers from one school to another under the jurisdiction of the same School Food Authority, eligibility for either free or reduced price meals will be transferred to, and honored by, the receiving school. All children from a family will receive the same benefits. Within 10 working days of receipt of applications, parents/guardians will be notified individually, in writing, of the acceptance or denial of their applications. Children will be served meals immediately upon the establishment of their eligibility.

When an application is rejected, parents will be informed of the reason for denial and of the hearing procedure. The designated hearing official is the Superintendent of Schools* (2999 N 10th St, Marion, IA 52302).

  1. Agrees to submit to the news media, local employment offices, and major employers contemplating or experiencing large layoffs the public release, which is attached.
  2. Agrees to collect racial and ethnic data on all applicants for free and reduced price benefits and keep this information on file for the processed applications.

*Must be different people

The following attachments are adopted with and considered part of the preceding policies. Should the School Food Authority wish to develop its own format for any of these attachments, it must be certain that all essential elements are retained, and all meanings remain obvious and correctly presented in any such modifications.

  • Attachment A: Income guidelines for free and reduced price meals
  • Attachment B: Sample letter to parents/guardians
  • Attachment C: Application form
  • Attachment D: Sample notification form
  • Attachment E: Public release
  • Attachment F: Collection procedures

Attachments A through F are reviewed annually by the Chief Financial/Operating Officer of the Linn-Mar Community School District (2999 N 10th St, Marion, IA 52302).

Attachments A, B, and C are published annually in the district’s back to school booklet found on the district website: www.Linnmar.k12.ia.us.

Adopted: 6/70
Reviewed: 9/11; 10/12; 4/15; 8/17; 11/18; 9/21; 2/24
Revised: 10/10; 11/13; 4/16

702.5 - Vending Machines

Food served or purchased by students during the school day and food served or purchased for other than special circumstances will be approved by the superintendent [or designee] and will meet the criteria established by the USDA Smart Snacks guidelines.

Vending machines in the school buildings are the responsibility of the building principal. Purchases from the vending machines, other than juice/water machines, will not be made during meal periods and other times of the day as governed by the Policy 504.12 and the USDA Smart Snacks guidelines.

Money raised from vending machines in areas accessible by students will be used to support student programs.

Vending machines in staff lounges can be tied to the building’s pop fund and the money raised from the machine can be used to support staff-related social initiatives.

It is the responsibility of the superintendent [or designee] in conjunction with principals to develop administrative regulations regarding the use of vending machines and other sales of food to students.

Adopted: 4/99
Reviewed: 9/11; 11/13; 4/15; 11/18; 9/21; 2/24
Revised: 10/10; 10/12; 4/16
Related Policy: 504.12
Legal Reference (Code of Iowa): 42 USC §§ 1751; 7 CFR Pt 210 ; 283A; 281 IAC 58
IASB Reference: 710.03

703 - Technology Services

703.1 Technology and Data Security

The Linn-Mar Community School District recognizes the increasingly vital role technology plays in society. It is the goal of the district to embrace technology as a resource to further educate our students and better prepare students for the future. It is the intent of the district to support secure data systems in the district, including security for all personally identifiable information (PII) that is stored digitally on district-maintained devices, computers, and networks.

Technology also has incredible potential to support increased efficiency; communication; and growth through collaboration among administration, students, staff, employees, and volunteers. However, with this growth opportunity comes increased potential for valuable, sensitive data to become public. The district takes seriously its responsibility to protect private data. The purpose of this policy is to ensure the secure use and handling of all district data; computer systems; devices; and technology equipment by district students, employees, and data users. 

The district supports the use of third-party vendors to perform necessary education functions for the district. Utilizing third party vendors to outsource functions the district would traditionally perform provides a cost-effective means to deliver high quality educational opportunities to all students. However, it is paramount that third party vendors with access to sensitive data and personally identifiable information (PII) of district students, employees, and data users be held to the highest standards of data privacy and security.

The selection of third-party vendors shall be in accordance with appropriate law and policy. Third-party vendors with access to personally identifiable information (PII) shall meet all qualifications to be designated as a school official under the Family Educational Rights and Privacy Act (FERPA). The board shall ensure that any approved contract with a third-party vendor will require that the vendor comply with all applicable state and federal laws, rules, or regulations regarding the privacy of personally identifiable information (PII). 

It is the responsibility of the superintendent [or designee] to develop procedures for the district to enhance the security of data and the learning environment. The procedures shall address, but not be limited to, the following topics: 

ACCESS CONTROL
Access control governs who may access what information within the district and the way users may access the information. Increased access to secure networks and data will inevitably increase the risk of security compromise to those networks and data. It is the responsibility of the superintendent [or designee] to develop procedures for determining which individuals will have access to district networks, devices, and data and to what extent such access will be granted. System and network access will be granted based upon a need-to-have requirement, with the least amount of access to data and programs by the user as possible. 

SECURITY MANAGEMENT
Security management addresses protections and security measures used to protect digital data. These include measures related to audits and remediation as well as security plans for responding to, reporting, and remediating security incidents. It is the responsibility of the superintendent [or designee] to develop procedures to govern the secure creation, storage, and transmission of any sensitive data and personally identifiable information (PII). The superintendent [or designee] shall implement network perimeter controls to regulate data moving between trusted internal resources to external entities.

TECHNOLOGY AND DATA USE TRAIING
Technology and data use training addresses acceptable use best practices to safeguard data for students, employees, and staff. It is the responsibility of the superintendent [or designee] to develop procedures for creating and administering a training program on proper data and technology use. Training shall address the proper use and security of all district owned or controlled technology, devices, media, and data. Training will be provided for all district employees with access to personally identifiable information (PII).

In furtherance of this policy, the superintendent [or designee] shall be responsible for overseeing district-wide data and technology security, to include development of standards and procedures, and adherence to the administrative procedures defined in this document.

Adopted: 12/18
Reviewed: 9/21; 2/24
Related Policy: 703.1-R
Legal Reference (Code of Iowa): 20 USC §1232g; 34 CFR Pt 99; 47 USC §254; 20 USC §6777; §§715C
IASB Reference: 712

703.1-R Administrative Regulations Regarding Technology and Data Security Requirements of Third-Party Vendors

The district must ensure proper safeguards and procedures exist to use third-party vendors as a resource to further educational functions. The following procedures will be used to investigate and contract only with qualifying third-party vendors for the performance of necessary educational functions of the district; and to ensure that third-party vendors meet the required standards to be designated under the Family Educational Rights and Privacy Act (FERPA) as a school official to handle personally identifiable information (PII) within the district. 

Third-party vendors may be designated by the district as a school official when the vendor: 

  1. Performs an institutional service or function for which the school or district would otherwise use its own employees;
  2. Has met the criteria set forth in the district’s annual notification of FERPA rights for being a school official with a legitimate educational interest in the education records;
  3. Is under the direct control of the district regarding the use and maintenance of education records; and 
  4. Uses education records only for authorized purposes and may not re-disclose PII from education records to other parties (unless the provider has specific authorization from the district to do so and is otherwise permitted by FERPA). 

Third-party vendor data use requirements will include, but not be limited to the following:

  1. The vendor implements and maintains security procedures and practices consistent with current industry standards; and
  2. The vendor be prohibited from collecting and using PII for:
    1. Targeted advertising;
    2. Amassing a profile about a student or students except in furtherance of educational purposes;
    3. Selling or renting PII for any purpose other than those expressly permitted by law; and
    4. Disclosing PII for any purposes other than those expressly permitted by law. 
  3. The vendor is responsible to provide proof that PII information and records have been returned to the district and permanently removed from the vendor.

Adopted: 12/18
Reviewed: 9/21; 2/24
Related Policy: 703.1
IASB Reference: 712-R(1)