1000 Series: School and Community Relations

PUBLIC COMMUNICATIONS

Reviewed 7/22 1001.1 Board and Community Relations
Reviewed 7/22 1001.2 News and Media Relations
Reviewed 7/22 1001.3 Unmanned Aircraft/Drones
Reviewed 7/22 1001.3-E Hold Harmless Agreement Regarding Use of Unmanned Aircraft/Drones
Revised 7/22 1001.4 Distribution of Materials
Revised 7/22 1001.4-R Administrative Regulations Regarding Distribution of Materials
Revised 10/22 1001.8 Public Examination of District Records

CITIZEN ADVISORY COMMITTEES

Reviewed 7/22 1002.2 School District-Community Groups

RELATIONS BETWEEN SCHOOL PERSONNEL AND THE PUBLIC

Revised 7/22 1003.3 Public Complaints
Revised 7/22 1003.4 School District Volunteers
Revised 7/22 1003.4-R Administrative Regulations Regarding School District Volunteers
Revised 7/22 1003.5 Visitors to the Schools

USE OF SCHOOL FACILITIES

Reviewed 7/22 1004.1 Community Use of School District Facilities/Sites/Equipment
Reviewed 7/22 1004.1-R1 Community Use of School Facilities Manual
Reviewed 7/22 1004.1-R2 Administrative Regulations Regarding Insurance for Employee-Sponsored Activities
Reviewed 7/22 1004.2 Use of Recording Devices on District Property
Revised 7/22 1004.2-R Administrative Regulations Regarding Use of District-Owned Recording Devices on District Property
Revised 3/23 1004.3 Tobacco/Nicotine, Alcohol, and Drug-Free Environment
Reviewed 7/22 1004.4 Use of School Facilities for Private Profit
Reviewed 7/22 1004.5 Gratuities for Use of School Facilities
Reviewed 7/22 1004.6 Loan of School Equipment
Reviewed 7/22 1004.7 Shared Use of School Equipment

COMMUNITY ACTIVITIES INVOLVING STUDENTS

Revised 7/22 1005.1 Research Requests and Procedures
Reviewed 7/22 1005.3 Public Conduct on School Premises
Reviewed 7/22 1005.4 Fundraising and Student Solicitations
Revised 7/22 1005.4-R Administrative Regulations Regarding Fundraising and Student Solicitations
Revised 7/22 1005.4-E1 Fundraising Request Form
Reviewed 7/22 1005.4-E2 Fundraising Project Summary
Reviewed 7/22 1005.5 Revenue Enhancement, Gifts. and Facility Naming Rights
Reviewed 7/22 1005.5-R Administrative Regulations Regarding Revenue Enhancement, Gifts, and Facility Naming Rights
Reviewed 7/22 1005.6 Transporting Students in Private Vehicles
Reviewed 7/22 1005.6-E Permission Form for Transporting Students in Private Vehicles

1001 - Public Communications

1001.1 - Board and Community Relations

The Board of Directors recognizes the right of the public to information concerning all of its actions and 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 citizen advisory committees to study matters pertaining to the educational issues of the school district:

  • Such committees will deal with specific issues as identified by the Board of Directors.
  • Citizen advisory committees appointed by the board are subject to the open meetings law.
  • The term of the committee will be at the discretion of the board.
  • The sole function of the committee will be to advise the board on matters for which the committee was convened.
  • Progress on the activities and goals of citizen 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 administrative 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 will be determined by the superintendent [or designee].
  • The board will receive updates on administrative 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-appointed citizen advisory committees and administrative committees, as appropriate.


Adopted: 6/70
Reviewed: 3/13; 6/15; 7/19; 7/22
Revised: 4/14
Legal Reference (Code of Iowa): §§ 21; 279.8; 280.12(2); 281 IAC 12.3(3), .3(8), .5(8)
IASB Reference: 208

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 will be the spokesperson for the board and the superintendent will be the spokesperson for the district. It is 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 should direct their inquiries to the superintendent [or designee]. The superintendent [or designee] will accurately and objectively provide the facts and board position in response to inquiries from the news media regarding the district.

Press Releases: The superintendent [or designee] will determine when a press release about district or board matters will be issued and the format in which it is issued. Press releases will 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 should 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 board. Press conferences and interviews planned or pre-arranged for district or school activities will include the superintendent [or designee]. It is 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 or 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] will determine whether the individual or media presence will interfere with or disrupt the school or district event.

The media or individual will 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 should be made to the Communications and 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; 7/19; 7/22
Revised: 1/13
Legal Reference (Code of Iowa): §§ 21.4, .7; 22; 279.8
IASB Reference: 902.1

1001.3 - Unmanned Aircraft/Drones

The following policy applies to the extent not preempted by federal or state regulatory jurisdiction regarding unmanned aircraft/drones.

For purposes of this policy, the term “unmanned aircraft/drones” means 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 aircraft/drones is prohibited on district property or in the space above the property that can reasonably be considered part of the district’s 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/drone operators will:

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

If the unmanned aircraft/drones are operated as part of the district curriculum, prior to adoption into the curriculum district employees will work with district administration to ensure the appropriate insurance, registration, and authorizations are in place. Unmanned aircraft/drones will be operated in accordance with Iowa High School Athletic Association and Iowa Girls’ High School Athletic Union policies.

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


Adopted: 6/16
Reviewed: 7/19; 7/22
Related Policy (Code #): 602.1; 1001.3-E
Legal Reference (Code of Iowa): §§ 279.8; IHSAA Drone Policy
IASB Reference: 906

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

Click here to download the Hold Harmless form


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 the Linn-Mar CSD harmless from any claims of harm to individuals or damage to property due to the operation of an unmanned 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
Reviewed: 7/19; 7/22
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 follow the guidelines included in Policy 1001.4-R prior to their distribution, including informational or promotional materials for the virtual/digital backpack.

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


Adopted: 9/98
Reviewed: 3/13; 7/19
Revised: 4/14; 6/15; 7/22
Related Policy (Code #): 1001.4-R
Legal Reference (Code of Iowa): §§ 279.8; 280.22; US Const Amend I
IASB Reference: 903.5

1001.4-R - Administrative Regulations Regarding Distribution of Materials

Section I - Guidelines:
Individuals, including students, may have the right to distribute on school premises, at reasonable times and places, unofficial materials 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 products/services 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, and/or will cause the commission of unlawful acts or the violation of lawful school regulations
  7. Promote private businesses without educational relevance
  8. Advance political candidates running for elected national, state, county, or local offices or campaign materials

Section II - Procedures:
Anyone wishing to distribute unofficial materials must first submit a copy of the materials for approval 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 the request
  2. Dates and times of day of intended display or distribution
  3. Location where materials will be displayed or distributed
  4. Grades 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 Section I of this policy or the time, place, and manner restrictions in Section III. In the event that permission to distribute the materials is denied, the person submitting the request will be informed of the reason for the denial.

Permission to distribute materials does not imply agreement with the contents by the district, administration, board, or the individual reviewing the materials submitted.

At every level of the process, the person submitting the request has the right to appeal and present the reasons, supported by relevant witnesses and materials, as to why distribution of the materials is appropriate.

Section III - Time, Place, and Manner of Distribution:
The distribution of materials is prohibited when it blocks the safe flow of traffic within corridors and entrances of schools, or otherwise disrupts school activities. The distribution of unofficial materials is limited to a reasonable time, place, and manner as follows:

  1. The materials will be distributed in a centralized location designated by the building administrator; which location will not block the safe flow of traffic, corridors, or entrance ways; but gives reasonable access to students.
  2. The distribution of materials will not interrupt the regular, instructional day.
  3. No materials may be distributed during and at the place of a normal school activity if it is reasonably likely to cause a material and substantial disruption of that activity.

Section IV - Definitions:
These definitions apply to various terms used in this policy:

  1. Obscene is defined as:
    1. The average person, applying contemporary community standards, would find the materials, taken as a whole, appeals to the prurient interest of students to whom distribution is requested.
    2. The materials depict or describe conduct, illustrations, sounds, lyrics, actions, pictures, or other modes such as digital or electronic that are patently offensive to prevailing standards in the community.
    3. The materials, taken as a whole, lack 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:
    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 the 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 is defined as student rioting, unlawful seizure of property, widespread shouting or boisterous demonstrations, 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 experiences in school, current events influencing student activities and behavior, and instances of actual or threatened disruption relating to the materials in question.
  4. School activities means any student activities sponsored by the district that includes, by way of example but is 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 materials includes all written materials except school newspapers, literary magazines, yearbooks, and other publications funded, sponsored, or authorized by the district. Examples include, but are not limited to, 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 them in the esteem of the community.
  7. Distribution means circulation or dissemination of materials by means of handing out free copies, selling or offering copies for sale, and accepting donations for copies. Distribution includes displaying materials in areas of the district which are generally frequented by students.

Section V - Disciplinary Action:
Distribution by any student of unofficial materials prohibited in Section I or in violation of Section III of this policy may be halted and students may be subject to discipline including suspension and expulsion. Employees may also be subject to discipline for distributing unapproved materials. Any other party violating this policy may be requested to leave district property immediately and, if necessary, local law enforcement officials will be contacted.

Section 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: 3/13; 6/15; 7/19
Revised: 1/13; 4/14; 7/22
Related Policy (Code#): 1001.4
Legal Reference (Code of Iowa): §§ 279.8; 280.22; US Const Amend I
IASB Reference: 903.5R1

1001.8 - Public Examination of District Records

Public records of the school district may be viewed by the public during regular business hours of the administration offices between 7:30 AM and 4:00 PM Monday through Friday except for holidays (including school holidays).

Persons wishing to view the district’s public records should contact the communications office to make arrangements for viewing. The communications office will make arrangements for viewing the records as soon as practicable, depending on the nature of the request. Persons requesting copies of public records may make their request in writing, by phone, or electronically. The district may require pre-payment of costs prior to copying and mailing.

Persons requesting copies will be assessed a reasonable fee for the copies and for the time needed by the employee to review and collect the requested information. The district will make every effort to provide the public records requested at no cost other than copying costs for a record which takes less than 30 minutes to produce. For requests that take more than 30 minutes to produce, expenses will include the actual cost per hour of the employee’s time.

Costs for legal services utilized for the redaction or review of legally protected confidential information may also be assessed to the individual requesting the records. Printing of materials for the public at the expense of the district will only occur when the event is sponsored by the school district.

In making a determination for charges for a series of requests from one person or organization within a 30-day period, or a series of requests from persons in a single organization, the charges may be aggregated. For any other materials, cost will be assessed based on the individual request.

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:

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

It is the responsibility of the communications office to respond in a timely manner to requests for viewing and receiving public information of the school district.


Adopted: 3/00
Reviewed: 4/14; 6/15
Revised: 3/13; 7/19; 7/22; 10/22
Related Policy: 505.6; 505.6-R; 505.6-E2-E7
Legal Reference (Code of Iowa): §§ 21.4; 22.7; 291.6
IASB Reference: 901

1002 - Citizens Advisory Committees

1002.2 - School District Community Groups

The board values the participation and 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 district and the education program. The board shall work closely with these groups.

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

Funds raised by these groups for the district shall not be kept as part of the accounts of the school district. However, any school-related fundraising 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 their attendance center and the superintendent [or designee].


Adopted: 6/70
Reviewed: 4/14; 6/15; 7/19; 7/22
Revised: 3/13
Legal Reference (Code of Iowa): §§ 279.8

1003 - Relations Between School Personnel and the Public

1003.3 - Public Complaints

The board recognizes that situations may arise in the operation of the school district which are of concern to parents and other members of the school district community. While constructive criticism is welcomed, the board desires to support its employees and their actions to free them from unnecessary, spiteful, or negative criticism and complaints that do not offer advice for improvement or change.

The board firmly believes concerns should be resolved at the lowest organizational level by those individuals closest to the concern. Whenever a complaint or concern is brought to the attention of the board it will be referred to the administration to be resolved. It will first be the responsibility of the building administrators to resolve questions and problems raised by the employees and/or the students they supervise or by other members of the school district community.

Prior to contacting the board, the following should be completed:

  1. Matters should first be addressed to the employee the individual has a complaint or concern about.
  2. Unsettled matters from item #1 listed above, or problems and questions about individual attendance centers, should be addressed to the employee’s direct supervisor or the building administrator.
  3. Unsettled matters from item #2 listed above, or problems and questions concerning the school district, should be directed to the superintendent.
  4. If a matter cannot be settled satisfactorily by the superintendent, it may then be brought to the board for consideration.

If there is no resolution or a plan for resolution by the superintendent within 10 school days of the individual’s discussion with the superintendent; the individual may ask to have the question or problem placed on the board agenda by submitting a request in writing to the board secretary. Refer to policies 204.7 and 204.9 for additional information on requesting items be placed on the board agenda.

It is within the discretion of the board whether to address complaints from members of the school district community. The board will only address complaints that are in writing, signed by the party submitting them, and comply with this policy. The board is not obligated to address a complaint and may defer to the decision of the superintendent. If the board elects to address a complaint, their decision will be final. If the board elects not to address a complaint, the decision of the superintendent will be final.

Per State of Iowa House File 868 and Iowa Code 256.9(63), members of the school district community who have concerns about the district or the school board may refer to the Linn-Mar Student Handbook for additional guidance from the Iowa Department of Education or directly to the Iowa Department of Education website at: https://educateiowa.gov/pk-12/parent-guardian-and-community-concerns.


Adopted: 5/97
Reviewed: 1/11; 12/11; 4/13; 9/14; 8/17
Revised: 1/06; 9/19; 6/20; 9/21; 7/22
Related Policy (Code#): 204.7; 204.9; 502.12
Legal Reference (Code of Iowa): § 279.8; 256.9(63)
IASB Reference: 213.1

1003.4 - School District Volunteers

The Linn-Mar 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 within the district are held to the same high standards of behavior as school employees and are subject to background checks prior to interacting with the students in a volunteer capacity. 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 Community Services Coordinator [or designee].

It is the responsibility of the superintendent [or designee] to develop administrative regulations necessary to carry out this policy.


Adopted: 6/70
Reviewed: 3/13; 4/14; 6/15; 7/19
Revised: 10/08; 7/22
Related Policy (Code #): 1003.4-R
Legal Reference (Code of Iowa): 279.8; 670
IASB Reference: 903.2

1003.4-R - Administrative Regulations Regarding School District Volunteers

The Linn-Mar 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 within the Linn-Mar schools.

  1. Community members volunteering their time will follow employee guidelines in regard to conduct and appearance as described in Board Policy 403.21. As a role model for students, the board expects appropriate dress, conduct, and respect to maintain an atmosphere that enhances the student educational processes.
  2. Community members serving as school volunteer coordinators are provided access to district email accounts and will not use the information for profit, personal, or professional gain and will not share the information without prior consent of the superintendent [or designee]. The purpose of this access is to provide continuity for the volunteer program as volunteers assume and/or leave the position of school volunteer coordinator.
  3. Information about students and staff that is obtained while visiting district schools or through volunteer responsibilities will remain confidential.

To become an active volunteer for the Linn-Mar Community School District the following items must be completed prior to volunteering:

  1. Submit a volunteer application and volunteer disclosure statement
  2. Background screening performed by the Community Services office
  3. Photo taken by the Community Services office
  4. In-person meeting with the Community Services Coordinator
  5. Once approved, submit a volunteer disclosure statement on an annual basis

For information on the district’s volunteer program contact:
Angela Burke, Community Services Coordinator
319-447-3110 / angela.burke@Linnmar.k12.ia.us


Adopted: 10/08
Reviewed: 3/13; 6/15
Revised: 4/14; 7/19; 7/22
Related Policy (Code#): 1003.4
Legal Reference (Code of Iowa): 279.8; 670
IASB Reference: 903.2

1003.5 - Visitors to the Schools

The board welcomes the interest of parents and other members of the community and invites them to visit the school buildings and sites. Visitors, which includes persons other than employees or students, must check in at the school/building 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 will request approval from the building principal [or designee] prior to the visit so appropriate arrangements can be made and so classroom disruption can be minimized. Teachers and other employees will 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 will 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 on school grounds or attending school events. Visitors failing to conduct themselves accordingly may be asked to leave the premises.

It is the responsibility of district employees to report inappropriate conduct. It is the responsibility of the superintendent [or designee] and building principals to take the action necessary to cease inappropriate conduct. If the superintendent [or designee] and/or building principals are not available a district employee will act to cease the inappropriate conduct. If the visitor continues their inappropriate conduct, the district employee has the authority to request aid from local law enforcement.


Adopted: 11/73
Reviewed: 11/10; 4/14; 6/15; 7/19
Revised: 3/13; 7/22
Related Policy (Code #): 1005.3
Legal Reference (Code of Iowa): §§ 279.8; 716.7
IASB Reference: 903.3

1004 - Use of School Facilities

1004.1 - Community Use of School District Facilities/Sites/Equipment

The Linn-Mar Community 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 the Linn-Mar Community School District 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 activities, with due consideration given to the conservation of energy and district 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 school 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 school district facilities must apply through the district website. It shall be the responsibility of the chief financial/operating officer [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 chief financial/operating officer [or designee] to approve 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; 7/22
Revised: 1/11; 3/13; 7/19
Related Policy (Code#): 1004.1-R1; 1004.1-R2; 1004.4
Legal Reference (Code of Iowa): §§ 276; 278.1(4); 279.8; 297.9-11; 123.46

1004.1-R1 - Community Use of School Facilities Manual

1004.1-R2 - Administrative Regulations Regarding Insurance for 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 offerings, co/extra-curricular offerings, or philosophy, and are requesting to use Linn-Mar facilities or equipment without rental costs the following process shall be followed:

  1. The sponsors are to submit a completed facilities request form and obtain approval from the office of the chief financial/operating officer at least two weeks preceding solicitation of participant registration for the event.
     
  2. If the event is a fundraiser, all administrative regulations of Policy 1005.4 Fundraising/Student Solicitations, must be followed.
  3. A preliminary report must be filed by the sponsors with and approved by the chief financial/operating officer at least two weeks preceding issuance of registration forms for the event. The chief financial/operations officer may require adjustments in the report prior to approval. The report shall include:
    1. A statement of the purpose of the event;
    2. An outline of activities planned;
    3. A list of Linn-Mar facilities/equipment to be used;
    4. Anticipated enrollment;
    5. Participant fees to be charged;
    6. Anticipated other income and donations;
    7. Expected expenses, and
    8. A list of staff to be employed and their compensation.
       
  4. When items #1 and #2 (refer above) are completed, the chief financial/operating officer 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 sponsors, $1.00/participant may be charged to the sponsors 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 this timeline may result in loss of rent-free access to Linn-Mar facilities/equipment for future 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, a list of compensation, and any other information requested.

Adopted: 4/91
Reviewed: 3/13; 6/15; 7/22
Revised: 1/11; 4/14; 7/19
Related Policy: 1004.1; 1004.1-R1; 1004.4

1004.2 - Use of Recording Devices on District Property

The board supports the use of recording devices on district property as a means to monitor and maintain a safe environment for students and employees. District property includes district-owned land, buildings, vehicles, buses, and any other property as needed. The contents of the recordings may be used as evidence in a student or employee disciplinary proceeding. Determination of how recording devices will be used will be made by the superintendent in consultation with the building principals and the transportation manager.

STUDENT RECORDS: The contents of the recordings are considered confidential student records and are subject to federal and state laws, board policy, and administrative regulations regarding confidential student records. Generally, recordings that do not capture any specific incident are not considered student records or personnel records and may be disclosed as a public record upon request. Only those persons with a legal basis or legitimate educational purpose may view the recordings. In most instances, individuals with a legitimate educational purpose may be the superintendent, building principals, transportation manager, bus drivers, classroom teachers, human resources director, and the Special Education staffing team. A parent may inspect, review, or be informed of the content of a recording without consent from any student or parent of a minor student also shown in the recording, whether the student is a bystander to an incident or directly involved. The district may, but is not obligated by law to, provide a copy of a recording to a parent or student upon request.
 
A recording during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity. If the content of the recording becomes the subject of a student disciplinary proceeding, it will be treated like other evidence in the proceeding.
 
NOTICE: The district will provide the following notice to students, employees, and parents on an annual basis:
 
The Linn-Mar Community School District Board of Directors has authorized the use of recording devices on school district owned property. The recording devices will be used to enhance safety and security withing the educational environment. Students, employees, and parents are hereby notified that the content of the recordings may be used in student or employee disciplinary proceedings. Contents of the recordings are confidential student records and will be retained with other student records. Recordings will only be retained, if necessary, for use in student or employee disciplinary proceedings or other matters as determined necessary by the administration. Parents may request to view the recording of their child.

The following notice will also be placed on all school transportation equipped with recording devices: This vehicle is equipped with a recording/audio monitoring system.

REVIEW OF RECORDING DEVICES: The school district will review recordings, when necessary, as a result of an incident reported by a student or employee. The recordings may be recirculated for erasure after 7 days.

If not public records, the view of recordings is limited to individuals having legitimate educational purposes. A written log, as appropriate, may be kept of those individuals viewing the recordings that states the time, name of individual viewing the recording, and the date the recording was viewed.

STUDENT CONDUCT: Students are prohibited from tampering with recording devices on school property. Students found in violation of this regulation will be disciplined in accordance with the district’s discipline policy and good conduct rule and will reimburse the district for any repairs or replacements necessary as a result of the tampering.

EMPLOYEE CONDUCT: District-generated recordings may be used as evidence in employee disciplinary matters, as appropriate. Employees are prohibited from tampering with recording devices on school property. Employees found to be in violation of this regulation will be subject to disciplinary action as outlined in the employee handbook and relevant board policies.


Adopted: 9/21
Reviewed: 7/22
Related Policy (Code#): 502.1; 502.5; 502.5-R1-R3; 701.2; 701.2-R1-R2
Legal Reference (Code of Iowa): 20 USC 1232; §§ 279.8
IASB Reference: 804.6; 804.6-R1

1004.2-R Administrative Regulations Regarding Use of District-Owned Recording Devices on District Property

The board supports the use of recording devices on district property as a means to monitor and maintain a safe environment for students and employees. District property includes district-owned land, buildings, vehicles, buses, and any other property as needed. The contents of the recordings may be used as evidence in a student or employee disciplinary proceeding. Determination of how recording devices will be used will be made by the superintendent in consultation with the building principals and the transportation manager.

STUDENT RECORDS: The contents of the recordings are considered confidential student records and are subject to federal and state laws, board policy, and administrative regulations regarding confidential student records. Generally, recordings that do not capture any specific incident are not considered student records or personnel records and may be disclosed as a public record upon request. Only those persons with a legal basis or legitimate educational purpose may view the recordings. In most instances, individuals with a legitimate educational purpose may be the superintendent, building principals, transportation manager, bus drivers, classroom teachers, human resources director, technology services, and the Special Education staffing team. A parent may inspect, review, or be informed of the content of a recording without consent from any student or parent of a minor student also shown in the recording, whether the student is a bystander to an incident or directly involved. The district may, but is not obligated by law, to provide a copy of a recording to a parent or student upon request.

A recording during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity. If the content of the recording becomes the subject of a student disciplinary proceeding, it will be treated like other evidence in the proceeding.

NOTICE: The district will provide the following notice to students, employees, and parents on an annual basis:

The Linn-Mar Community School District Board of Directors has authorized the use of recording devices on school district owned property. The recording devices will be used to enhance safety and security within the educational environment. Students, employees, and parents are hereby notified that the content of the recordings may be used in student or employee disciplinary proceedings. Contents of the recordings are confidential student records and will be retained with other student records. Recordings will only be retained, if necessary, for use in student or employee disciplinary proceedings or other matters as determined necessary by the administration. Parents may request to view the recording of their child.

The following notice will also be placed on all school transportation equipped with recording devices: This vehicle is equipped with a recording/audio monitoring system.

REVIEW OF RECORDING DEVICES: The school district will review recordings, when necessary, as a result of an incident reported by a student or employee. The recordings may be recirculated for erasure after 7 days. Recordings by the technology services department regarding building security are recirculated for erasure after 15 days.

If not public records, the view of recordings is limited to individuals having legitimate educational purposes. A written log, as appropriate, may be kept of those individuals viewing the recordings that states the time, name of individual viewing the recording, and the date the recording was viewed.

STUDENT CONDUCT: Students are prohibited from tampering with recording devices on school property. Students found in violation of this regulation will be disciplined in accordance with the district’s discipline policy and good conduct rule and will reimburse the district for any repairs or replacements necessary as a result of the tampering.

EMPLOYEE CONDUCT: District-generated recordings may be used as evidence in employee disciplinary matters, as appropriate. Employees are prohibited from tampering with recording devices on school property. Employees found to be in violation of this regulation will be subject to disciplinary action as outlined in the employee handbook and relevant board policies.


Adopted: 11/93
Reviewed: 9/11; 10/12; 4/15; 11/18
Revised: 11/13; 9/21; 7/22
Related Policy (Code#): 701.2; 701.2-R1; 1004.2
Legal Reference (Code of Iowa): 20 USC 1232; §§ 279.8
IASB Reference: 804.6; 804.6-R1

1004.3 - Tobacco/Nicotine, Alcohol, and Drug-Free Environment

The board prohibits the distribution, dispensing, manufacturing, possession, use, or being under the influence of alcohol, tobacco/nicotine, or other controlled substances; as well as look-alike substances that appear to be alcohol, tobacco/nicotine (ex: vaping, e-cigarettes, JUUL-like vaping devices, etc.), or other controlled substances (ex: schedule I drugs; schedule II-V drugs without a valid prescription) on school district property or on property within the jurisdiction of the school district. This policy applies at all times, including school sponsored and non-school-sponsored events and to all students, employees, and visitors.

Persons failing to abide by this policy are required to dispose of the prohibited item(s), or leave the district premises immediately.

The distribution, dispensing, manufacturing, possession, and use of alcohol or controlled substances (ex: schedule I drugs; schedule II-V drugs without a valid prescription) are in violation of federal, state, and local laws and may be reported to law enforcement authorities.

It is the responsibility of the administration to enforce this policy.


Adopted: 4/14
Reviewed: 6/15; 7/19; 7/22
Revised: 3/23
Related Policy: 403.4; 403.5; 502.3
Legal Reference (Code of Iowa): 20 USC 608; §§ 142D; 279.8, .9; 297
IASB Reference: 905.2

1004.4 - Use of School Facilities for Private Profit

Under circumstances deemed appropriate and acceptable by the Board of Education, 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 administrative regulations included in Policy 1004.1, 1004.1-R1, and 1004.1-R2 will apply to the use of school facilities.


Adopted: 6/70
Reviewed: 3/13; 4/14; 6/15; 7/22
Revised: 3/00; 7/19
Related Policy (Code#): 1004.1; 1004.1-R1-R2; 1004.3, .5-7

1004.5 - Gratuities for Use of School Facilities

No gratuities shall be paid to school personnel by organizations using school 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 district’s normal operating costs and will be administered in keeping with the general policies governing the use of school facilities.


Adopted: 6/70
Reviewed: 3/13; 4/14; 6/15; 7/19; 7/22
Related Policy (Code#): 1004.1; 1004.1-R1-R2; 1004.3-7

1004.6 - Loan of School Equipment

District equipment will not be loaned outside of the district’s facilities for non-district purposes including any use for private purposes and personal gain. Exceptions based on special circumstances (e.g. partnerships, formal/informal agreements that serve the district, etc.) may be granted by the superintendent [or designee]. Where a cost is involved, the organization using the equipment will pay rent and any replacement costs for school property.

In the event that educational equipment is used by organizations within the schools, appropriate school personnel will operate or supervise the use of such educational equipment. Where a cost is involved, the organization using the equipment will pay rent and any replacement costs for school property.

Only properly trained and authorized employees may use maintenance equipment, vehicles, tools, and the like as this equipment relates to job assignments and responsibilities.


Adopted: 6/70
Reviewed: 3/13; 6/15; 7/22
Revised: 4/14; 7/19
Related Policy (Code#): 1004.1; 1004.1-R1; 1004.1-R2; 1004.3-7 

1004.7 - Shared Use of School Equipment

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

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


Adopted: 6/05
Reviewed: 3/13; 4/14; 6/15; 7/19; 7/22
Revised: 10/08
Related Policy (Code#): 1004.6

1005 - Community Activites Involving Students

1005.1 - Research Requests and Procedures

It is 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, should be submitted to the superintendent [or designee]. Permission or denial to conduct such studies will be granted by the superintendent [or designee]. In exercising this discretion, the board encourages the superintendent [or designee] to inquire into and examine the motivations of the researcher performing the study to ensure that the study furthers legitimate educational research. The superintendent [or designee] 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. An 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 principal responsible for the students and/or records proposed to be part of the research. The superintendent [or designee] retains the right to rescind the conditional approval at any time.

The following criteria will be used in considering each request:

  1. The privacy and dignity of all individuals (i.e., students, teachers, principals, parents, etc.) must be assured in any study. The research respects the privacy, informed consent, and due process rights of all participants. Procedures for maintaining the confidentiality of all participants are required. The district requires each researcher to obtain appropriate informed consent from all participants. 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/guardians 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 will 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, will 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 will be made known to and approved by the building principal. If such a study results in materials 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 their findings are used or cited.
  5. The research does not interfere with the educational program of the district. A balance will be maintained to assure that individuals are asked to participate in a limited number of studies in any given year. Research must minimize disruption to district, school, and classroom operations.
  6. All communication with parents/guardians 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. If prior notice and written parent/guardian consent, or the written consent of emancipated students or students over 18 years of age is absent, then students will not be required to submit to the survey, analysis, or evaluation that reveals information concerning:

  • Political affiliations or beliefs of the student or the student's parents/guardians
  • Mental or psychological problems of the student or the student's family
  • Sexual behaviors or attitudes
  • Illegal, anti-social, self-incriminating, or demeaning behaviors
  • 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 parents/guardians
  • 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/Guardians Regarding Surveys: A copy of this policy, or a summary of this policy, will be included in the student handbook for each building.

Procedures for Inspection of Surveys and Related Materials: Parents/guardians have the right to review any survey, teacher's manual, recording, 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 designee] within 10 days of receiving notice that a survey is to be administered. The superintendent [or designee] will make arrangements for the parent/guardian to inspect the survey and/or materials within a reasonable time prior to the scheduled date of the survey.

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

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

Students over 18 and/or Emancipated Students: In the case of emancipated students or students over the age of 18, the parents’/guardians’ rights described in this policy transfer to the student.


Adopted: 3/12
Reviewed: 3/13; 4/14; 6/15; 7/19; 7/22

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

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

  1. Abusive verbal or physical conduct of individuals directed at students, school officials, employees, or officials and activity sponsors of sponsored or approved activities, or at other individuals will not be tolerated.
  2. Verbal or physical conduct of individuals that interferes with the performance of students, school officials, employees, or officials and activity sponsors of sponsored or approved activities will not be tolerated.
  3. The use of vulgar, obscene, or demeaning expressions directed at students, school officials, employees, or 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, or demeaning expressions; or in any way interrupts an activity, the individual may be removed from the premises by the official in charge of the event if the disruptive individual does not leave on request. Law enforcement may be contacted for assistance. The superintendent [or designee] 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 their 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: 3/13; 4/14; 6/15; 7/19; 7/22
Revised: 2/08
Related Policy (Code #): 502.1
Legal Reference (Code of Iowa): §§ 279.8, .66; 716.7
IASB Reference: 903.4

1005.4 - Fundraising and 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 school board or administration.

No fundraising activity will be permitted if it demands students and staff 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:

  1. The use of students, staff, the district’s name, or district buildings and sites for advertising or promoting products and/or services of entities and organizations operating for-profit will be disallowed. Non-profit entities and organizations may be allowed to use students, staff, the district’s name, or district buildings and sites if the purpose is educationally related and prior approval from the superintendent [or 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 school board authorizes the administration to determine the nature and extent of such activities during school hours.
  3. All district fundraising projects will be governed by Policy 1005.4-R, Administrative Regulations Regarding Fundraising and Student Solicitations.

Adopted: 12/96
Reviewed: 4/14; 6/15; 7/19; 7/22
Revised: 3/12; 3/13
Related Policy: 1005.4-R; 1005.4-E1-E2
Code of Iowa: 279.8
IASB Reference: 504.5

1005.4-R - Administrative Regulations Regarding Fundraising and Student Solicitations

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

District Fundraisers: There are two district organizations whose sole purpose is to provide opportunities for students to raise funds district-wide. Both organizations provide the district with annual revenue and expenditure reports showing the benefit to the students and district. The two organizations are:

  1. The Linn-Mar Booster Club that sells memberships, operates concession stands for all athletic events, and sells clothing items in partnership with theROARstore; and
  2. The Linn-Mar School Foundation which conducts, on an annual basis, an auction, a golf outing, a donor campaign (Smart Money), and an ongoing endowment.

PTO-Sponsored Fundraisers: PTO groups must fill out a facility use request form if they wish to hold a fundraiser in district facilities (Refer to Policy Series 1004.1). They should also provide an annual report of revenue and expenditures to the business office by August 20th for the preceding school year. PTO groups are not required to have school board approval for individual fundraising events, but should work with the building principal.

PK-12 Grade Sanctioned Groups - Applications, Reports, and Deadlines: The building principal and event sponsor must submit a fundraising request form with the principal’s approval regardless of the amount of money to be raised (Refer to Policy 1005.4-E1).

Fundraising request forms should be received in the business office no later than:

  • The first day of school for approval of fundraisers occurring from October 1st thru December 31st;
  • The last day of school before Thanksgiving break for approval of fundraisers occurring from January 1st thru March 31st;
  • By February 15th for approval of fundraisers occurring from April 1st thru May 31st; and
  • By April 15th for approval of fundraisers occurring from June 1st thru September 30th.

The school board will approve fundraising requests on the following schedule:

  • The first board meeting in September;
  • The December board meeting;
  • The March board meeting; and
  • The first board meeting in May.

Fundraising activities may begin the day following board approval. Once approved, fundraisers will be placed on the annual fundraising calendar which is 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.

A fundraising project summary for each event must be completed by the event sponsor and submitted to the building principal and the business office within six weeks following the end date of the fundraiser (Refer to Policy 1005.4-E2). If the summary is not submitted within the allotted timeframe, the school or group may not be permitted to fundraise the following year.

Student Organizations: Student organizations or groups wishing to raise funds to donate to a charity must include the minutes of their meeting wherein the activity was approved, along with their fundraising 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 in alternating years with the approval of the district's chief financial/operating officer [or designee] and will be posted on the district fundraising calendar.

Exceptions 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; and
  • Fundraising that addresses a unique situation or unforeseen opportunity that cannot meet the deadline requirements.

A letter from the building principal and event sponsor describing the fundraiser and the reason for seeking an exception should be submitted to the district's chief financial officer [or designee] for approval prior to any fundraising request and must follow the prescribed timelines whenever possible.

Additional Information:

  1. Students in grades PK-5 will not conduct door-to-door solicitations for the purpose of fundraising.
  2. Students and event sponsors may not receive individual prizes or incentives purchased by the district or donated by a vendor for participating in fundraising efforts.

Adopted: 12/96
Reviewed: 3/13; 6/15; 7/19
Revised: 3/12; 6/12; 3/13; 4/14; 6/16; 7/22
Related Policy: 1005.4; 1005.4-E1-E2
IASB Reference: 504.5R1

1005.4-E1 - Fundraising Request Form

Click here to download the Fundraising Request form


Forms should be submitted to the Business Office per the following deadlines:

Request Form Due Board Approval Date Fundraiser Start Date
First day of school for fundraisers occurring from October 1st thru December 31st First meeting in September Fundraisers should NOT start until the day immediately following board approval.
Last day of school before Thanksgiving break for fundraisers occurring from January 1st thru March 31st December meeting
By February 15th for fundraisers occurring from April 1st thru May 31st March meeting
By April 15th for fundraisers occurring from June 1st thru September 30th First meeting in May

Reminders: All groups are required to submit a request for each fundraiser to the Business Office specifying how all funds raised will be spent. A Fundraising Project Summary (Refer to Policy 1005.4-E2) is due six weeks after the fundraiser ends. Proceeds should be spent during the year funds are raised.


Building Name:

Sponsoring Group:

Contact Name:

Contact Email:

Contact Phone:

District Account Code:


Description of Activity: (All information must be provided in order to be approved)

Fundraising Activity:

Activity Start/End Dates:

Estimated Proceeds:

Purpose/Use of Funds Raised (MUST BE Specific):


Administrator Approval:
I approve that this request is necessary to provide funds for the purposes described above.

Building Administrator's Signature and Date Signed:


Business Office and Board Review/Approval:

Business Office Review/Approval Signature and Date Signed:
Board Review/Approval Signature and Date Signed:


Summary Due Date: _____________________________________

 

1005.4-E2 - Fundraising Project Summary

Click here to download the Fundraising Project Summary form


Important Note: The fundraising summary form is due six weeks after the activity ends.

All groups are required to submit an annual report by the end of the school year to the business office specifying how all fundraising proceeds were spent.

Description of Project:

Sponsoring Organization:

Contact Name:

Contact Email & Phone:

Fundraising Vendor:

Project To/From Dates:

Building Administrator's Signature and Date Signed:


Fundraiser Revenue

Sales:

Contributions:

Admission Charges:

Games of Chance (Raffles, carnival games, etc.):

Other (Specify):

Total Revenue:


Fundraiser Expenses

Product Cost or Services:

Games of Chance Expenses:

Gambling Tax:

Award/Sales Incentives:

Faacility Use/Labor Costs:

Other (Specify):

Total Expenses:

Fundraising Profit (Revenue minus expenses):


 

1005.5 - Revenue Enhancement, Gifts, and Facility 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 district. Further, the board recognizes 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 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 is 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 codes which clarify that gifts, bequests, and donations are to be used in accordance with the terms of the gifts, bequests, or donations. 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 facility naming rights will 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, and
  5. Provide support through recognition for professional staff to enhance academic, activity, or athletic programs.

The board has the authority to accept such gifts and donations as may be made to the district or any facility 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 will become the property of the district, may not be returned without board approval, and is subject to the same controls and regulations as are other properties of the district. The district will be responsible for the maintenance of any gift it accepts, unless otherwise stipulated. In no case will the acceptance of a gift be considered to be an endorsement by the district of a commercial product, service, 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 superintendent or school board.

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 or discretion to terminate the arrangement or 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 a potential for, a conflict of interest.
  5. The extent to which the revenue enhancement opportunity interjects advertising or commercialism in 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 superintendent [or designee] may establish an ad hoc committee to investigate, evaluate, and/or consider potential revenue enhancement opportunities, compliance with board policies and state codes, and the potential to advance the learning and engagement of students and report its finding and recommendations to the board.

Facility Naming Rights: The district recognizes that 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 activities or athletic programs, or alumni who have distinguished themselves, will be considered by the board. Such requests should be made to the superintendent [or designee].

The naming of any building, room, or facility in the district must be approved by the board. Where naming rights are to be offered or implemented as a component of a fundraising drive relating to 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 facility naming rights and the recognition of donations. The board reserves the right to decline any donation that includes the condition of naming rights as unacceptable to the district.

Delegation of Responsibility: It is the responsibility of the administration to consult with potential donors and benefactors regarding potential gifts to the district or proposals 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 School Foundation, a nonprofit 501(c)(3) organization established to support the district.


Adopted: 7/07
Reviewed: 3/13; 6/15; 7/19; 7/22
Revised: 4/14
Related Policy (Code#): 1005.5-R
Legal Reference (Code of Iowa): 279.42; 279.8; 565.6
IASB Reference: 217; 402.4; 704.4

1005.5-R - Administrative Regulations Regarding Revenue Enhancement, Gifts, and Facility Naming Rights

The 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 board, the superintendent will work with a committee to recommend sponsorships or partnerships which will benefit the district. The members of the committee will include, but not be limited to two administrators, two parents, one staff member, one Linn-Mar School Foundation representative, and the superintendent. The conditions of the educational sponsorship partnership will be in writing and will 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 activities 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 will 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 defines 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 board or superintendent must approve its identification as a co-sponsor in all publicity materials and retains 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, board member, or the superintendent.
  8. A statement that the sponsorship will comply with all applicable federal and state laws, local ordnances, board policies and regulations, and all pre-existing 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 will 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 will 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, and
  • Promotion of any image that is not in keeping with the established goals and purposes of the board and Linn-Mar Community School District.

Limitations:

  1. Donations of any form are to be made either to the Linn-Mar School Foundation or to the Linn-Mar Community School District.
  2. Staff must not individually benefit as the result of a gift, sponsorship, or partnership. The benefits of a gift, sponsorship, or partnership must go to the district to be distributed or assigned as appropriate.
  3. Any sponsorship or partnership agreement must not compromise the professional standards 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 of the facility, or another designated area, and will follow guidelines on size and appearance.

Adopted: 7/07
Reviewed: 3/13; 6/15; 7/19; 7/22
Revised: 4/14
Related Policy (Code#): 1005.5
Legal Reference (Code of Iowa): 279.42; 279.8; 565.6
IASB Reference: 217; 402.4; 704.4

1005.6 - Transporting Students in Private Vehicles

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

In case of emergency or special circumstances, students may be transported in private vehicles for school purposes. It is 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 driver’s 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/guardians 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 parent/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; 7/19; 7/22
Revised: 4/16
Related Policy (Code#): 1005.6-E
Legal Reference (Code of Iowa): §§ 279.8; 285; 421; 281 IAC 43
IASB Reference: 904.1

1005.6-E - Transporting Students in Private Vehicles

Click here to download the transportation of students permission form


Date:

Student Name:

Dear Parent/Guardian,

On _____________________ your student's class will be taking a fieldtrip/excursion to ________________________. Students will be transported to the event in private vehicles driven by the parents/guardians of students in your student's class. It is important to understand that the Linn-Mar Community School District's insurance carrier does not provide primary coverage for the owner, driver, or passengers during a fieldtrip/excursion in non-school vehicles even though the activity is sponsored by the school district.

_____ I give my permission for my student to go on the fieldtrip/excursion.

_____ I do not give my permission for my student to go on the fieldtrip/excursion.

Parent/Guardian Signature and Date: __________________________________

I agree to provide transportation in my vehicle for a school fieldtrip/excursion. I understand that the Linn-Mar Community School District's insurance carrier does not provide primary insurance coverage for private vehicles and that my insurance coverage will be liable in the event of an accident.

Driver's Signature and Date: _______________________________


Adopted: 3/00
Reviewed: 3/13; 4/14; 6/15; 7/19; 7/22
Revised: 11/10
Related Policy (Code#): 1005.6