The Independence Community School District offers career and technical programs in the following areas of study:

• Agriculture, Food and Natural Resources
• Business, Finance, Marketing and Management
• Human Services
• Applied Sciences, Technology, Engineering, and Manufacturing

It is the policy of the Independence Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact:

It is the policy of the Independence School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices.  There is a grievance procedure for processing complaints of discrimination.  If you have questions or a grievance related to this policy, please contact:

The Independence Community School District does not discriminate in its educational programs and activities on the basis of a student's disability.  It has been determined that your child has a qualifying disability for which accommodations may need to be made to meet his or her individual needs as adequately as the needs of other students.  As a parent, you have the right to the following:

• participation of your child in school district programs and activities, including extracurricular programs and activities, to the maximum extent appropriate, free of discrimination based upon the student's disability and at the same level as students without disabilities;
• receipt of free educational services to the extent they are provided students without disabilities;
• receipt of information about your child and your child's educational programs and activities in your native language;
• notice of identification of your child as having a qualifying disability for which accommodations may need to be made and notice prior to evaluation and placement of your child and right to periodically request a re-evaluation of your child;
• inspect and review your child's educational records including a right to copy those records for a reasonable fee; you also have a right to ask the school district to amend your child's educational records if you feel the information in the records is misleading or inaccurate; should the school district refuse to amend the records, you have a right to a hearing and to place an explanatory letter in your child's file explaining why you feel the records are misleading or inaccurate; and
• hearing before an impartial hearing officer if you disagree with your child's evaluation or placement; you have a right to counsel at the hearing and have the decision of the impartial hearing officer reviewed.

It is the policy of the Independence Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact:

Nature of discrimination, harassment, or bullying alleged (check all that apply):

In the space below, please describe what happened and why you believe that you or someone else has been discriminated against, harassed, or bullied. Please be as specific as possible and attach additional pages if necessary.

____________________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________________
_______________________________
 

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  ___________________________

Nature of discrimination, harassment, or bullying alleged (check all that apply):

Summary of Investigation: _______________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  ___________________________

It is the policy of the Independence Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact:

Students, parents of students, employees, and applicants for employment in the school district have the right to file a formal complaint alleging discrimination. The district has policies and procedures in place to identify and investigate complaints alleging discrimination. If appropriate, the district will take steps to prevent the recurrence of discrimination and to correct its discriminatory effects on the Complainant and others.

A Complainant may attempt to resolve the problem informally by discussing the matter with a building principal or a direct supervisor. However, the Complainant has the right to end the informal process at any time and pursue the formal grievance procedures outlined below. Use of the informal or formal grievance procedure is not a prerequisite to the pursuit of other remedies. Please note that informal processes and procedures are not to be used in certain circumstances (e.g., sexual harassment and sexual assault).

Filing a Complaint

A Complainant who wishes to avail himself/herself of this grievance procedure may do so by filing a complaint with the equity coordinator(s). An alternate will be designated in the event it is claimed that the equity coordinator or superintendent committed the alleged discrimination or some other conflict of interest exists. Complaints will be filed within 15 working days of the event giving rise to the complaint or from the date the Complainant could reasonably become aware of such occurrence. The Complainant will state the nature of the complaint and the remedy requested. The equity coordinator(s) will assist the Complainant as needed.

Investigation

Within 15 working days, the equity coordinator will begin the investigation of the complaint or appoint a qualified person to undertake the investigation (hereinafter “equity coordinator”).  If the Complainant is under 18 years of age, the equity coordinator will notify his or her parent(s)/guardian(s) that they may attend investigatory meetings in which the Complainant is involved. The complaint and identity of the Complainant, Respondent, or witnesses will only be disclosed as reasonably necessary in connection with the investigation or as required by law or policy. The investigation may include, but is not limited to the following:

• A request for the Complainant to provide a written statement regarding the nature of the complaint;
• A request for the individual named in the complaint to provide a written statement;
• A request for witnesses identified during the course of the investigation to provide a written statement;
• Interviews of the Complainant, Respondent, or witnesses;
• An opportunity to present witnesses or other relevant information; and
• Review and collection of documentation or information deemed relevant to the investigation.

Within 15 working days, the equity coordinator will complete the investigation and issue a report with respect to the findings.

The equity coordinator will notify the Complainant and Respondent of the decision within 5 working days of completing the written report. Notification will be by U.S. mail, first class.

Decision and Appeal

The complaint is closed after the equity coordinator has issued the report, unless within 15 working days after receiving the decision, either party appeals the decision to the superintendent by making a written request detailing why he/she believes the decision should be reconsidered. The equity coordinator will promptly forward all materials relative to the complaint and appeal to the superintendent. Within 10 working days, the superintendent will affirm, reverse, amend the decision, or direct the equity coordinator to gather additional information. The superintendent will notify the Complainant, Respondent, and the equity coordinator of the decision within 5 working days of the decision. Notification will be by U.S. mail, first class.

The decision of the superintendent will be final.

The decision of the superintendent in no way prejudices a party from seeking redress through state or federal agencies as provided by in law.

This policy and procedures are to be used for complaints of discrimination, in lieu of any other general complaint policies or procedures that may be available.

If any of the stated timeframes cannot be met by the district, the district will notify the parties and pursue completion as promptly as possible.

Retaliation against any person, because the person has filed a complaint or assisted or participated in an investigation, is prohibited. Persons found to have engaged in retaliation will be subject to discipline by appropriate measures.

School districts need to develop a process for long–range needs assessment. The process needs to include three items:

1. provisions for collecting, analyzing and reporting information derived from local, state and national sources;
2. provisions for reviewing information acquired on the following
   
   1. state indicators and other locally determined indicators,
   2. locally established student learning goals,
   3. specific data collection required by state and federal programs;

3.   provisions for collecting and analyzing assessment data on the following:

1. state indicators,
2. locally determined indicators,
3. locally established student learning goals.

Filing a Complaint

An individual who believes that the individual has been harassed or bullied may file a complaint with the building principal or principal’s designee.  The complaint form is available as an exhibit of this policy 106.E1        https://independence.iowaschoolfinance.com/policy/board-policies.  If the complainant is a school employee, after filing the complaint with the building principal or principal’s designee, the employee may separately notify the parent or guardian of the student alleged to have been harassed or bullied.

An alternate investigator will be designated in the event it is claimed that the building principal or principal’s designee committed the alleged bullying or harassment or some other conflict of interest exists.  Complaints will be filed within 15 working days of the event giving rise to the complaint or from the date the Complainant could reasonably become aware of such occurrence. The Complainant will state the nature of the complaint and the remedy requested. The Complainant will receive assistance as needed.

Investigation

The school district will promptly and reasonably investigate allegations of bullying or harassment upon receipt of a written complaint.  The building principal or principal’s designee (hereinafter “Investigator”) will be responsible for handling all complaints alleging bullying or harassment. 

The investigation may include, but is not limited to the following:

•     Interviews with the Complainant and the individual named in the complaint (“Respondent”)

•     A request for the Complainant to provide a written statement regarding the nature of the complaint;

•     A request for the Respondent to provide a written statement;

•     Interviews with witnesses identified during the course of the investigation;

•     A request for witnesses identified during the course of the investigation to provide a written statement; and

•     Review and collection of documentation or information deemed relevant to the investigation.

The Investigator will consider the totality of circumstances presented in determining whether conduct objectively constitutes bullying or harassment as defined in Board policy.  Upon completion of the investigation, the Investigator will issue a report with respect to the findings and provide a copy of the report to the appropriate supervisor or superintendent if the investigation involved the building principal.

The complaint and identity of the Complainant, Respondent, or witnesses will only be disclosed as reasonably necessary in connection with the investigation or as required by law or policy.  Similarly, evidence uncovered in the investigation will be kept confidential to the extent reasonably possible.

Additional suggestions for administrative procedures regarding this policy include:

•     Organizing training programs for students, school employees, and volunteers regarding how to recognize                        bullying and harassing behavior and what to do if this behavior is witnessed; and

•     Developing a process for evaluating the effectiveness of this policy in reducing bullying and harassing       behavior.

 Decision

The investigator, building principal or superintendent, depending on the individuals involved, will inform the Complainant and the accused about the outcome of the investigation.  If, after an investigation, a student is found to be in violation of the policy, the student will be disciplined by appropriate measures, which may include suspension and expulsion.  If after an investigation a school employee is found to be in violation of this policy, the employee will be disciplined by appropriate measures, which may include termination.  If after an investigation a school volunteer is found to be in violation of this policy, the volunteer will be subject to appropriate measures, which may include exclusion from school grounds.

Individuals who knowingly file false bullying and/or harassment complaints and any person who gives false statements in an investigation may be subject to discipline by appropriate measures, as will any person who is found to have retaliated against another in violation of this policy.  Any student found to have retaliated in violation of this policy will be subject to measures up to, and including, suspension and expulsion.  Any school employee found to have retaliated in violation of this policy will be subject to measures up to, and including, termination of employment.  Any school volunteer found to have retaliated in violation of this policy will be subject to measures up to, and including, exclusion from school grounds. 

In this series of the board policy manual, the board defines its role in the governance of the school district and how it will carry out that role in the school district.

The ultimate goal of the board is to achieve the educational philosophy of the school district.  As school officials elected by the members of the school district community, the board shall strive to represent the needs and wishes of the members of the school district community in its deliberations and actions.

While the board shall be aware of the desires of the school district community, the needs of the students in the Independence Community School District shall be considered above others.  The board strives to meet the needs of the students through evaluation of the financial and educational benefits of the various alternatives available to the board and the school district.

Legal Reference:  Iowa Code §§ 256.11, .11A; 279.8; 280.12 (2003).
                                      281 I.A.C. 12.1(2), 12.3(3).

Cross Reference:  101      Educational Philosophy of the School District
                                      105      Long-Range Needs Assessment
                                      210      Board of Directors' Management Procedures

Approved:  11/012004

Reviewed:  07/18/2005, 08/16/2010, 07/28/2015, 03/17/2020

Revised:  

The Independence Community School District board is authorized by and derives its organization from Iowa law.  The board shall consist of five board members.  Board members will be elected at-large with four by director districts and one at-large.

The board is organized for the purpose of setting policy and providing general direction for the school district.  The board will hold its organizational meeting at or before the first regular meeting following the canvass of votes.  The retiring board will transfer materials and responsibility to the new board.

The organizational meeting allows the outgoing board to approve minutes of its previous meetings, complete unfinished business and review the school election results.  The retiring board will adjourn and the new board will then begin.  The board secretary will administer the oath of office to the newly-elected board members.  The board secretary will preside while the new board elects the president of the new board. 

Legal Reference:          Iowa Code §§ 274.2; 275.23A; 277.23, .28, .31; 279.1, .5, .7, .8, 33.

                                     281 I.A.C. 12.3(2).

Cross Reference:         202      Board of Directors Members

                                     206.1   President

                                    206.2   Vice President

                                    211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  07/18/2005, 08/16/2010

Revised:  11/17/2008, 07/28/2015, 02/20/2017, 07/15/2019, 03/17/2020, 01/17/2022

The board of the Independence Community School District, acting on behalf of the school district, shall have jurisdiction over school matters within the territory of the school district.

The board is empowered to make policy for its own governance, for employees, for students and for school district facilities.  The board is also empowered to enforce its policies.  The board may, through its quasi-judicial power, conduct hearings and rule on issues and disputes confronting the school district.

The board has these powers and all other powers expressly granted to it in federal and state law as well as the powers that can be reasonably implied from the express powers.

Individual board members exercise their authority as a board member when they vote to take action at a board meeting.  Individual board members, alone, have no authority to make decisions or take action to affect the management of the school district.  Without the consent of the board, an individual board member has no authority to act on behalf of the district or the board.

The board shall conduct a periodic evaluation of itself.  The goal of the self-evaluation is to point out strengths as well as weaknesses of the board.

The evaluation will focus on board policies, board meetings, education program, financial management, board members' personal qualities, and the board's relationship with the superintendent, employees, school district community, and students.

It shall be the responsibility of the board president to develop a board evaluation program.  The board may employ an outside facilitator if the board determines the facilitator is necessary.

Legal Reference:  Board of Directors of Ind. School Dist. of Waterloo v. Green, 259 Iowa 1260, 147 N.W.2d 854 (1967).
                                      Iowa Code §§ 28E; 274.1-.2; 279.8 (2003).
                                      281 I.A.C. 12.1(2).
                                      1990 Op. Att'y Gen. 66.

Cross Reference:  210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  07/18/2005, 08/16/2010, 07/28/2015, 03/17/2020

Revised:  12/16/2024

The board is authorized to govern the school district which it oversees.  The board is entrusted with public funds and is responsible for overseeing the improvement of student outcomes, including student academic achievement and skill proficiency.  As the governing board of the school district, the board has four duties to perform:  legislative duty, executive duty, evaluative duty, and quasi-judicial duty.

As a representative of the citizens of the school district community, the board is responsible for legislating policy for the school district.  As a policy making body, the board has jurisdiction to enact policy with the force and effect of law for the management and operation of the school district.

It is the responsibility of the board, under the board's executive duty, to select its chief executive officer, the superintendent, to operate the school district on the board's behalf.  The board delegates to the superintendent its authority to carry out board policy, to formulate and carry out rules and regulations and to handle the administrative details in a manner which supports and is consistent with board policy.

The board has a responsibility to review the education program's performance under its evaluative duty.  The board regularly reviews the education program and ancillary services.  The review includes a careful study and examination of the facts, conditions and circumstances surrounding the amount of funds received or expended and the education program's ability to achieve the board's educational philosophy for the school district.

The board fulfills its quasi-judicial duties in serving as a neutral arbiter for hearings related to student suspension or expulsion proceedings and certain employment termination hearings and appeals.  This important power was granted by the Iowa Legislature and cannot be delegated.  To preserve the board’s neutrality to hear and decide upon these matters, the board does not investigate or become involved in student disciplinary matters or employment matters that may come before it and would require the board to serve in its quasi-judicial role. 

Legal Reference:          Iowa Code §§ 274.1; 279; 280.12.

                                    281 I.A.C. 12.3(2).

Cross Reference:          101      Educational Philosophy of the School District

                                    105      Long-Range Needs Assessment

                                    210      Board of Directors' Management Procedures

                                    600      Goals and Objectives of the Education Program

Approved:  11/01/2004

Reviewed:  07/18/2005, 08/16/2010, 07/28/2015, 03/17/2020, 01/16/2024

Revised:  09/20/2021, 08/15/2022

The board sees the value in promoting the excellent work and accomplishments of the district’s students and staff. Social media is one of many effective communication tools that the district may utilize. Board members have been publicly elected to govern the district and accept a fiduciary responsibility. That responsibility means board members agree to always act in the best interests of the district. For this reason, the board shall expect that individual communications and social media posts made by board members will reflect the values and decorum expected of elected officials in the school community.

All board members enjoy rights to freedom of speech under both the U.S. and Iowa Constitutions.  As such, the district will not limit protected speech of any board members. Certain categories of speech are not protected and may be subject to regulation.  Additionally, board members should be aware that protected speech can still subject individuals to legal liability.  Only the Board President is designated as official spokesperson authorized to speak on behalf of the board.  Any postings by board members about district related matters on their individual social media accounts shall not be considered official action of the district.  Official statements of the district shall be made only on district social media accounts through the designated spokespersons of the district or the entire board speaking as a governing body.

The board as a whole and individual board members in their governance role have legal obligations to safeguard the privacy of information related to student and employee matters. Board members will refrain from posting or communicating on social media in a way that violates the district’s obligation to protect the privacy of its students and employees.

Board members are uniquely positioned in the school community to be both accessible and responsive to community concerns about the effective governance of the district.  As a result, the board will remember their obligations to safeguard student and employee privacy when responding to any social media posts or communications, even if the response is intended to correct information for the rest of the school community.  Board members will direct concerned individuals to the appropriate district staff to address their inquiry or complaint in accordance with board policy. 

Legal Reference:          U.S. Const. Amend. I

                                    Iowa Const. Art. I, sec. 7

                                      Lindke v Freed, 601 U.S. (2024)

                                    20 U.S.C. 1417(c)

                                    34 C.F.R. 99.3

                                    Iowa Code §§ 21; 22

Cross Reference:          200.03 Responsibilities of the Board

                                    902.01 News Media Relations

Approved:  06/19/2023

Reviewed: 01/16/2024

Revised: 10/21/2024

Serving on the board of directors is an honor and privilege.  Its rewards are respect from the community, students, and employees and the satisfaction from knowing each board member contributed to the success of the children in the school district community.  Only those who are willing to put forth the effort to care and to make a difference should consider running for a position on the board.

Individuals who are willing to serve on the board should believe public education is important, support the democratic process, willingly devote time and energy to board work, respect educators and have the ability to examine the facts and make a decision.  The board believes an individual considering a position on the school board should possess these characteristics.

Citizens wanting to run for a position on the board must be a citizen of the school district, an eligible elector of the district and free from a financial conflict of interest with the position.

Legal Reference:  Iowa Code §§ 63; 68B; 277.4, .27; 279.7A (2003).

Cross Reference:  201      Board of Directors' Elections
                                      202.4   Vacancies
                                      203      Board of Directors' Conflict of Interest

Approved 11/01/2004                           Reviewed 08/22/2005                           Revised                   
                                                                                            08/16/2010
                                                                                            07/28/2015
                                                                                            03/17/2020

Board members are officials of the state.  As a public official, each board member must pledge to uphold the Iowa and the United States Constitution and carry out the responsibilities of the office to the best of the board member's ability.

Each newly-elected board member will take the oath of office prior to any action taken as a school official.  The oath of office shall be taken by each new board member elected at the school election at or before the organizational meeting of the board.  In the event of an appointment or special election to fill a vacancy, the new board member shall take the oath of office within ten days of the appointment or election.

Board members elected to offices of the board shall also take the same oath of office but replacing the office of board member with the title of the office to which they were elected.

The oath of office shall be administered by the board secretary and does not need to be given at a board meeting.  In the event the board secretary is absent, the oath shall be administered by another board member.

"Do you solemnly swear that you will support the Constitution of the United States and the Constitution of the state of Iowa, and that you will faithfully and impartially to the best of your ability discharge the duties of the office of                              (naming the office) in the Independence Community School District as now and hereafter required by law?"

Legal Reference:  Iowa Code §§ 277.28; 279.1, .6 (2003).

Cross Reference:  200.2   Organization of the Board of Directors
                                      201      Board of Directors' Elections
                                      202      Board of Directors Members
                                      204      Code of Ethics
                                      206      Board of Directors' Officers

Approved 11/01/2004                           Reviewed 08/16/2010                           Revised 11/17/2008
                                                                                            07/28/2015
                                                                                            03/17/2020

Board members elected for a full term at a regularly scheduled school election in November, of odd-numbered years, serve for four years.  Board members appointed to fill a vacant position will serve until a successor is elected and qualified at the next regular school election, unless there is an intervening special election for the school district, in which event a successor shall be elected at the intervening special election.  A board member elected to fill a vacancy will serve out the unexpired term.

Being a board member is a unique opportunity for a citizen to participate on a governing board of the school district.  Eligible board members are encouraged to consider running for more than one term.

Legal Reference:  Iowa Code §§ 69.12; 274.7; 279.6-.7 (2003).

Cross Reference:  201      Board of Directors' Elections
                                      202      Board of Directors Members

Approved 11/01/2004                           Reviewed 08/16/2010                           Revised 11/17/2008
                                                                                            07/28/2015                                             09/19/2016
                                                                                            11/19/2018                                             11/19/2018
                                                                                            03/17/2020

A vacancy occurs as provided by law, which includes but is not limited to when a board member dies, resigns or leaves office, or fails to reside in the school district or director district.

If a vacancy occurs prior to the expiration of a term of office, the vacancy shall be filled by board appointment within 30 days of the vacancy.  The board shall publish a notice stating that the board intends to fill the vacancy by appointment, but the electors of the school district have the right to file a petition within 14 days of the publication of the notice requiring the vacancy to be filled by a special election.

A person appointed to fill a vacancy shall hold office until a successor is elected and qualified at the next regular school election, unless there is an intervening special election for the school district, in which event a successor shall be elected at the intervening special election.

If the board is unable to fill a vacancy by appointment within 30 days after the vacancy occurs or if a valid petition is submitted, the board secretary shall call a special election to be held no sooner than 60 days and not later than 70 days after the vacancy occurred.  A board member elected at the special election shall serve the remaining portion of the unexpired term.

Legal Reference:  Iowa Code §§ 69; 277.29; 279
                                      Good v. Crouch, 397 N.W.2d 757 (Iowa 1986).
                                      Board of Directors of Grimes Independent School Dist. v. County Board of Public Instruction of Polk Co., 257 Iowa 106, 131 N.W.2d 802
                                            (1965).
                                      Board of Directors of Menlo Consol. School Dist. v. Blakesburg, 240 Iowa 910, 36 N.W.2d 751 (1949).
                                      1944 Op. Att'y Gen. 39.

Cross Reference:  201      Board of Directors' Elections
                                      202      Board of Directors Members

Approved 11/01/2004                           Reviewed 08/16/2010                           Revised 11/17/2008
                                                                                             07/28/2015                                             09/19/2016
                                                                                             03/17/2020                                             03/17/2020

Public bodies must feel free to meet in the public setting as required by law without concern of risk of personal injury.  The board shall take whatever action is necessary to maintain an orderly board meeting, free from interference or interruption by spectators, and to keep the board members safe while complying with the open meetings law.

Individuals who threaten the board with violence or who are continuously disruptive may be asked to leave the meeting.  If the individuals do not leave, the board may have law enforcement officials escort the individuals from the board meeting.  The board may hire a security officer if the board members' concern for safety or actions by spectators warrants it.

Legal Reference:  Iowa Code §§ 21.7; 279.8; 716.7 (2003).

Cross Reference:  215      Public Participation in Board Meetings
                                      904.4   Public Conduct on School Premises

Approved:  11/01/2004

Reviewed:  09/19/2005, 09/20/2010, 08/17/2015, 03/17/2020

Revised: 

Board members shall not be held personally liable for actions taken in the performance of their duties and responsibilities vested in them by the laws of Iowa and the members of the school district community.  In carrying out the duties and responsibilities of their office, board members shall act in good faith.

The school district shall defend, save harmless and indemnify board members against tort claims or demands, whether groundless or otherwise, arising out of an alleged act or omission occurring within the scope of their official duties, unless it constitutes a willful or wanton act or omission.  However, the school district shall not save harmless or indemnify board members for punitive damages.

Legal Reference:  Wood v. Strickland, 420 U.S. 308 (1975).
                                      42 U.S.C. §§ 1983, 1985 (1994).
                                      Iowa Code ch. 670 (2003).

Cross Reference:  709      Insurance

Approved:  11/01/2004

Reviewed:  09/19/2005, 09/20/2010, 08/17/2015, 03/17/2020

Revised:  

It shall be the responsibility of the board president to lead a well-organized board in an efficient and effective manner.  The board president will set the tone of the board meetings and, as the representative of the consensus of the board, speak on behalf of the board to the public.

The president of the board shall be elected to serve a one-year term by a majority vote at the organizational meeting, in odd-numbered years, or in even numbered years, at a regular meeting held between twelve to thirteen months after the most recent organizational meeting.

The president, in addition to presiding at the board meetings, shall take an active role in board decisions by discussing and voting on each motion before the board in the same manner as other board members.  Before making or seconding a motion, the board president shall turn over control of the meeting to either the vice president or other board member.

The board president has the authority to call special meetings of the board.  Prior to board meetings, the board president shall consult with the superintendent on the development of the agenda for the meeting.

The board president, as the chief officer of the school district, shall sign employment contracts and sign other contracts and school district warrants approved by the board and appear on behalf of the school corporation in causes of action involving the school district.  Additional assignments to the board president, unless otherwise delegated, include:

1. representing ICSD to the state school board association meetings (i.e. IASB delegate assembly).
2. representing ICSD to the Buchanan County Conservation Resource Enhancement and Protection (REAP) Committee.
3. representing the ICSD board of education during master contract negotiations with bargaining units, including the Independence Teachers’ Association and Independence Educational Support Personnel.

Legal Reference:          Iowa Code §§ 279.1-.2; 291.1.

Cross Reference:        200.2   Organization of the Board of Directors

                                    202.2   Oath of Office

                                    206.2   Vice President

Approved:  11/01/2004

Reviewed:  08/17/2015, 03/17/2020

Revised:  11/17/2008, 07/19/2010, 09/20/2021, 01/17/2023

The vice president of the board shall be elected to serve a one-year term by a majority vote at the organizational meeting, in odd-numbered years, or in even-numbered years, at a regular meeting held between twelve to thirteen months after the most recent organizational meeting.

By this election, if the board president is unable or unwilling to carry out the duties required, it shall be the responsibility of the vice president of the board to carry out the duties of the president.  If the president is unable or unwilling to complete the term of office, the vice president shall serve as president for the balance of the president's term of office, and a new vice president will be elected.

The vice president will accept control of the meeting from the president when the president wishes to make or second a motion.  The vice president shall take an active role in board decisions by discussing and voting on matters before the board in the same manner as other board members.

The vice president will join the president representing the ICSD board of education during master contract negotiations with bargaining units, including the Independence Teachers’ Association and Independence Educational Support Personnel.

Legal Reference:          Iowa Code § 279.5.

Cross Reference:        200.2   Organization of the Board of Directors

                                    202.2   Oath of Office

                                    206.1   President

Approved:  11/01/2004

Reviewed:  08/17/2015, 03/17/2020

Revised:  11/17/2008, 07/19/2010, 10/21/2019, 09/20/2021, 01/17/2023

A secretary-treasurer may be appointed from employees, other than a position requiring a teaching certificate, or from the public.  To finalize the appointment, the board secretary-treasurer will take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter. It is the responsibility of the superintendent to evaluate the secretary-treasurer annually.

It is the responsibility of the secretary-treasurer, as custodian of school district records, to preserve and maintain the records and documents pertaining to the business of the board; to keep complete minutes of special and regular board meetings, including closed sessions; to keep a record of the results of regular and special elections; to keep an accurate account of school funds; to sign warrants drawn on the school funds after board approval; and collect data on truant students.  The secretary-treasurer will also be responsible for filing the required reports with the Iowa Department of Education.

In the event the secretary-treasurer is unable to fulfill the responsibilities set out by the board and the law, the superintendent’s designee will assume those duties until the secretary-treasurer is able to resume the responsibility or a new secretary-treasurer is appointed.  The secretary-treasurer will give bond or be covered by an insurance policy in an amount set by the board.  The cost of the bond or insurance policy will be paid by the school district.

Legal Reference:  Iowa Code §§ 12B.10; 12C; 279.3, .31-.33; 291.2-.4, .8-.11, .12-.14.
                                      281 I.A.C. 12.3(1).
                                      1978 Op. Att'y Gen. 328.

Cross Reference:  202.2   Oath of Office
                                      210.1   Annual Meeting
                                      215      Board of Directors' Records
                                      501.10 Truancy - Unexcused Absences
                                      704.3   Investments
                                      707      Fiscal Reports
                                      708      Care, Maintenance and Disposal of School District Records

Approved:  11/01/2004

Reviewed:  11/21/2005, 09/20/2010, 08/17/2015, 03/17/2020

Revised:  07/15/2019, 10/21/2024

Whenever the board deems it necessary, the board may appoint a committee composed of citizens, employees or students to assist the board.  Committees formed by the board shall be ad hoc committees.

An ad hoc committee is formed by board resolution which shall outline the duties and purpose of the committee.  The committee is advisory in nature and has no duty or responsibility other than that specifically stated in the board resolution.  The committee shall automatically dissolve upon the delivery of its final recommendation to the board or upon completion of the duties outlined in the board resolution.  The board will receive the report of the committee for consideration.  The board retains the authority to make a final decision on the issue.  The committee will be subject to the open meetings law if the committee is established by statute or if the committee makes policy recommendations and is established by or approved by the board.

The method for selection of committee members shall be stated in the board resolution.  When possible, and when the necessary expertise required allows, the committee members will be representative of the school district community and shall consider the various viewpoints on the issue.  The board may designate a board member and the superintendent to serve on an ad hoc committee.  The committee will select its own chairperson, unless the board designates otherwise.

Legal Reference:  Iowa Code §§ 21; 279.8; 280.12(2) (2003).
                                      281 I.A.C. 12.3(3), .3(8); .5(8).
                                      O.A.G., Nov. 18, 1993

Cross Reference:  104      The People and Their School District
                                      105      Long-Range Needs Assessment
                                      212      Open Meetings
                                      213      Closed Sessions
                                      218      Board of Directors' Records
                                      605.1   Instructional Materials Selection
                                      900      Principles and Objectives for Community Relations

Approved:  11/01/2004

Reviewed:  11/21/2005, 09/20/2010, 08/17/2015, 03/17/2020

Revised:  

The board has jurisdiction to legislate policy for the school district with the force and effect of law.  Board policy provides the general direction as to what the board wishes to accomplish while allowing the superintendent to implement board policy.

The written policy statements contained in this manual provide guidelines and goals to the citizens, administration, employees and students in the school district community.  The policy statements shall be the basis for the formulation of regulations by the administration.  The board shall determine the effectiveness of the policy statements by evaluating periodic reports from the administration.

Policy statements may be proposed by a board member, administrator, employee, student or member of the school district community.  Proposed policy statements or ideas shall be submitted to the superintendent's office for possible placement on the board agenda.  It shall be the responsibility of the superintendent to bring these proposals to the attention of the board.

Legal Reference:  Iowa Code §§ 274.1-.2; 279.8; 280.12 (2003).
                                      281 I.A.C. 12.3(2).
                                      1970 Op. Att'y Gen. 287.

Cross Reference:  101      Educational Philosophy of the School District
                                      200.1   Role of the Board of Directors
                                      200.3   Powers of the Board of Directors
                                      200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  12/20/2005, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  

The board shall give notice of proposed policy changes or adoption of new policies by placing the item on the agenda of two regular board meetings.  The proposed policy changes shall be distributed and public comment will be allowed at both meetings prior to final board action.  This notice procedure shall be required except for emergency situations.  If the board adopts a policy in an emergency situation, a statement regarding the emergency and the need for immediate adoption of the policy shall be included in the minutes.  The board shall have complete discretion to determine what constitutes an emergency situation.

The final action taken to adopt the proposed policy shall be approved by a simple majority vote of the board at the next regular meeting after the meeting allowing public discussion unless second reading was waived at the first meeting.  The policy will be effective on the later of the date of passage or the date stated in the motion.

In the case of an emergency, a new or changed policy may be adopted by a majority vote of a quorum of the board.  The emergency policy shall expire at the close of the third regular meeting following the emergency action, unless the policy adoption procedure stated above is followed and the policy is reaffirmed.

Legal Reference:   Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.3(2).
                                      1970 Op. Att'y Gen. 287.

Cross Reference:  200.1   Role of the Board of Directors
                                      200.3   Powers of the Board of Directors
                                      200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  12/20/2005, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  

A board policy manual shall be housed in the Central Administration Office.  Board members shall have electronic access to the board policy manual.  Persons wishing to review the board policy manual shall contact the board secretary, who shall have a board policy manual available for public inspection.

It shall be the responsibility of the board secretary to ensure copies of new and revised policy statements are distributed to the custodians of board policy manuals no later than the first regular board meeting following the policy's adoption.  Changes in board policy shall be reflected in the minutes of the meetings in which the final action was taken to adopt the new or changed policy.

Legal Reference:  Iowa Code §§ 277.31; 279.8 (2003).
                                      281 I.A.C. 12.3(2).

Cross Reference:  200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  10/25/2010, 09/21/2015, 03/17/2020

Revised:  11/17/2008

Generally, the board shall follow board policy and enforce it equitably.  The board, and only the board, may, in extreme emergencies of a very unique nature, suspend policy.  It shall be within the discretion of the board to determine when an extreme emergency of a very unique nature exists.  Reasons for suspension of board policy shall be documented in board minutes.

Legal Reference:  Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.3(2).

Cross Reference:  200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  12/20/2005, 10/25/2010, 09/21/2015, 03/17/2020

Revised:

When there is no board policy in existence to provide guidance on a matter, the superintendent is authorized to act appropriately under the circumstances surrounding the situation keeping in mind the educational philosophy and financial condition of the school district.

It shall be the responsibility of the superintendent to inform the board of the situation and the action taken and to document the action taken.  If needed, the superintendent shall draft a proposed policy for the board to consider.

Legal Reference:  Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.3(2).

Cross Reference:  200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures
                                      303.4   Superintendent Duties
                                      306      Policy Implementation

Approved:  11/01/2004

Reviewed:  12/20/2005, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  

The board shall, at least once every five years, review board policy.  Once the policy has been reviewed, even if no changes were made, a notation of the date of review shall be made on the face of the policy statement.

The board will review one-fifth of the policy manual annually according to the following subject areas:

• Board of Directors, Administration (Series 200, 300)
• Employees (Series 400)
• School District and Education Program (Series 100 and 600)
• Students (Series 500)
• Noninstructional Operations and Business Services, Buildings and Sites, School District-Community Relations (Series 700, 800 and 900)

It shall be the responsibility of the superintendent to keep the board informed as to legal changes at both the federal and state levels.  The superintendent shall also be responsible for bringing proposed policy statement revisions to the board's attention.

If a policy is revised because of a legal change over which the board has no control or a change which is minor, the policy may be approved at one meeting at the discretion of the board.

Legal Reference:  Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.3(2).

Cross Reference:  200.3  Responsibilities of the Board of Directors
                                      209      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  01/16/2006, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  08/20/2012

Board policy sets the direction for the administration of the education program and school district operations.  Some policies require administrative regulations for implementation.

It shall be the responsibility of the superintendent to develop administrative regulations to implement the board policies.  The regulations, including handbooks, will be approved by the board prior to their use in the school district.

The administrative regulations will be available within one day after the adoption of the board policy unless the board directs otherwise.

Legal Reference:  Iowa Code §§ 279.8, .20 (2003).

Cross Reference:  200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  01/16/2006, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  

Each year after August 31 and prior to the organizational meeting of the board in odd-numbered years, the board will hold its annual meeting.

At the annual meeting, the board will examine the financial books and settle the secretary's and treasurer's statements for the fiscal year ending the preceding June 30.  As part of the annual reports, the treasurer will present affidavits from depository banks. 

Legal Reference:  Iowa Code §§ 279.1, .3, .33.

Cross Reference:  206.3   Secretary-Treasurer
                                      701.1   Depository of Funds
                                      707      Fiscal Reports

Approved:  11/01/2004

Reviewed:  01/16/2006, 10/20/2015, 03/17/2020

Revised:  07/19/2010

The regular meeting time and date shall be set by the board at its annual and/or organizational meeting.  The regular meetings of the board will be held on the third Monday of each month in the Administration Office unless otherwise noted.

Meetings shall begin promptly at 6:00 p.m.  The board shall adhere to this meeting date unless the board requires additional meetings or, due to circumstances beyond the board's control, the meeting cannot be held on the regular meeting date, and the meeting will be re-scheduled in accordance with law and policy.  Public notice of the meetings shall be given.

Legal Reference:  Iowa Code §§ 21.3, .4; 279.1 (2003).
                                      1980 Op. Atty Gen. 148.

Cross Reference:  200.2   Organization of the Board of Directors
                                      211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  01/16/2006, 10/20/2015, 03/17/2020

Revised:  07/19/2010, 10/24/2011, 02/20/2017

It may be necessary for the board to conduct a special meeting in addition to the regularly scheduled board meeting.  Special meetings may be called by the president of the board or by the board secretary at the request of a majority of the board.  Should a special meeting be called, 24 hour public notice shall be given.

If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board shall give public notice of the meeting as soon as practical and possible in light of the situation.  The reason for the emergency meeting and why notice in its usual manner could not be given shall be stated in the minutes.

Only the purpose or issue for which the special meeting was called may be discussed and decided in the special meeting.  The board shall strictly adhere to the agenda for the special meeting and action on other issues shall be reserved for the next regular or special board meeting.

Legal Reference:  Iowa Code §§ 21.3, .4; 279.2 (2003).
                                      1980 Op. Att'y Gen. 148.

Cross Reference:  200.2   Organization of the Board of Directors
                                      211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  01/16/2006, 11/15/2010, 10/20/2015, 03/17/2020

Revised:

The board, as a decision making body, is confronted with a continuing flow of problems, issues and needs which require action.  While the board is determined to expedite its business, it is also mindful of the importance of planning, brainstorming and thoughtful discussion without action.  Therefore, the board may schedule work sessions and retreats in order to provide its members and the administration with such opportunities.  The board has the authority to hire an outside facilitator to assist them in work sessions.

Topics for discussion and study will be announced publicly, and work sessions and retreats will be conducted in open session.  However, no board action will take place at the work session.

Legal Reference:  Iowa Code §§ 21; 279.8 (2003).
                                      1982 Op. Att'y Gen. 162.
                                      1980 Op. Att'y Gen. 167.
                                      1976 Op. Att'y Gen. 384, 514, 765.
                                      1972 Op. Att'y Gen. 158.
                                      1970 Op. Att'y Gen. 287.

Cross Reference:  211      Board of Directors' Meetings
                                      212      Open Meetings

Approved:  11/01/2004

Reviewed:  02/20/2006, 11/15/2010, 10/20/2015, 03/17/2020

Revised:  

Public notice will be given for meetings and work sessions held by the board.  Public notice will indicate the time, place, date and tentative agenda of board meetings.  The public notice will be posted in a prominent place clearly designated for posting agendas in the Central Administration Office and on an exterior facing door/window so that community members may see the agenda when the building is physically closed.  The agenda will be posted at least three days before it is scheduled, but, at the minimum, twenty-four hours notice needs to be given.

A copy of the public notice will be provided to those who have filed a request for notice with the secretary.  A copy of the public notice will also be accessible to employees and students.

In the case of special meetings, public notice will be given in the same manner as for a regular meeting unless it is an emergency meeting.  In that case, public notice of the meeting will be given as soon as practical and possible in light of the situation.  The media and others who have requested notice will be notified of the emergency meeting.  Attendance at a special meeting or emergency meeting by the media or board members will constitute a waiver of notice.

It will be the responsibility of the board secretary to give public notice of board meetings and work sessions.

Legal Reference:          Dobrovolny v. Reinhardt, 173 N.W.2d 837 (Iowa 1970).

                                    Iowa Code §§ 21.2-.4; 279.1, .2 

Cross Reference:          211      Board of Directors' Meetings

                                      214      Board of Directors' Meeting Agenda

Approved:  11/01/2004                                                                                    

Reviewed:  02/20/2006, 11/15/2010, 10/20/2015                 

Revised:  03/17/2020, 06/19/2023                                

Action by the board regarding the affairs of the school district may be taken only when a quorum, a majority of the board members, is in attendance at the board meeting.  While in person participation is encouraged, board members may attend meetings either in person or electronically provided each member can hear and be heard in real time by all members present and the public.

While board members are encouraged to attend board meetings, three members shall constitute a quorum and are a sufficient number to transact business of the school corporation.  The adjournment of a meeting may be executed without a quorum.

An affirmative vote of a majority of the votes cast shall be sufficient to pass a motion or take action unless law or board policy requires a vote of a greater number.

It is the responsibility of each board member to attend board meetings.

Legal Reference:  Iowa Code §§ 21.5(1); 279.4

Cross Reference:  211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  02/20/2006, 11/15/2010, 10/20/2015

Revised:  03/17/2020

An orderly board meeting allows the board members to participate in the discussion and decision process on an issue confronting the school district.  Rules of order for board meetings allow school district business and the relative information concerning the business to be brought to the attention of the board.  They also allow the board to discuss, act upon and make a clear record of school district business in a regular, ordered, reasonable and consistent manner.

It shall be the responsibility of each board member to follow the rules of order stated in this policy at each meeting, and it shall be the responsibility of the presiding officer to conduct the board meeting within these rules.

The board shall follow Robert's Rule of Order, Revised, latest edition as modified by this policy and subsequent rule.

The purpose of modified rules adopted by the board are:

     To establish guidelines by which the business of the governing board can be conducted in a regular and internally consistent manner;

     To organize the meetings so all necessary matters can be brought to the board and decisions of the board can be made in an orderly and reasonable manner;

     To ensure members of the board, concentrating on the substantive issues at hand, have the necessary information to make decisions, and to ensure adequate discussion of decisions to be made; and,

     To ensure meetings and actions of the board are conducted so as to be informative to the staff and the public, and to produce a clear record of actions taken and decisions made.

Legal Reference:  Iowa Code §§ 21.2, .7; 279.8 (2003).

Cross Reference:  211      Board of Directors' Meetings     

Approved:  11/01/2004

Reviewed:  02/20/2006, 10/20/2015, 03/17/2020

Revised:  07/19/2010, 12/16/2024

Board meetings at which a quorum is not present, or gatherings of the board for purely ministerial or social purposes when there is no discussion of policy or no intent to avoid the purposes of the open meetings law, are exempt from the open meetings law requirements.  Since gatherings of this type are exempt from the open meetings requirements, they can be held without public notice, be separate from an open meeting, be held without recording the gathering or taking minutes, and be held without a vote or motion.  The board may also hold an exempt session for the following reasons, or as may be otherwise authorized by law:

      1.  Negotiating sessions, strategy meetings of public employers or employee organizations, mediation and the deliberative process of arbitration;

      2.  to discuss strategy in matters relating to employment conditions of employees not covered by the collective bargaining law;

      3.  to conduct a private hearing relating to the recommended termination of a teacher's contract.  The private hearing however, in the teacher's contract termination will be recorded verbatim by a court reporter; and

      4.   to conduct a private hearing relating to the termination of a probationary administrator's contract or to review the proposed decision of the administrative law judge regarding the termination of an administrator's contract.

Legal Reference:          Iowa Code §§ 20.17; 21; 22.7; 279.15, .16.

Cross Reference:        209.1   Ad Hoc Committees

                                    212      Open Meetings

                                    213       Closed Sessions

Approved:  01/17/2022

Reviewed:

Revised:

The tentative agenda for each board meeting will state the topics for discussion and action at the board meeting.  The agenda is part of the public notice of the board meeting and will be posted and distributed.

Persons requesting to place an item on the agenda must make a request to the superintendent prior to the drafting of the tentative agenda.  The person making the request must state the person's name, address, purpose of the presentation, action desired and pertinent background information.  Requests from the public may be added to the tentative agenda at the discretion of the superintendent after consultation with the board president.  Requests received after the deadline may only be added to the agenda for good cause.

The tentative agenda and supporting documents will be sent to the board members prior to the scheduled board meeting.  These documents are the private property of the board member.  Persons wishing to view the tentative agenda and supporting documents may do so at the central administration office or by visiting the district website.

The board will take action only on the items listed on the tentative agenda posted with the public notice.  Items added to the agenda may be discussed or taken under advisement by the board.  If an added item is acted upon, the minutes of the board meeting will state the reason justifying the immediate action.

It will be the responsibility of the board president and superintendent to develop the agenda for each board meeting.  Any board member may place an item on the next regular agenda with the consent of a majority of the board.  Board members wishing to do so should provide notice to the superintendent and board president 5 days prior to the scheduled meeting.

Legal Reference:          Iowa Code §§ 21; 279.8. 

                                    1980 Op. Att'y Gen. 269.

Cross Reference:        211      Board of Directors' Meetings

                                    212      Open Meetings

                                    215      Public Participation in Board Meetings

                                    218      Board of Directors' Records

                                    402.5   Public Complaints About Employees

                                    502.6   Student Complaints and Grievances

Approved:  11/01/2004

Reviewed:  03/20/2006, 11/15/2010, 11/16/2015, 04/20/2020

Revised:  01/17/2022

Very often the board must consider agenda items which are noncontroversial or similar in content.  Such agenda items might include ministerial tasks such as, but not limited to, approval of previous minutes, approval of bills, approval of reports, etc.  These items might also include similar groups of decisions such as, but not limited to, approval of staff contracts, approval of maintenance details for the school buildings and grounds, open enrollment requests or approval of various schedules.

In order for a more efficient administration of board meetings, the board may elect to use a consent agenda for the passage of noncontroversial items or items of a similar nature.

The superintendent in consultation with the board president and board secretary shall place items on the consent agenda.  By using a consent agenda, the board has consented to the consideration of certain items as a group under one resolution.  Items may be removed from the consent agenda at the request of a board member.

Nothing in this policy is to be construed as an attempt to avoid full compliance with laws dealing with open meetings or public notice of the agenda and meeting.

Legal Reference:  Iowa Code §§ 21; 279.8 (2003).

Cross Reference:  211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  03/20/2006, 11/15/2010, 11/16/2015, 04/20/2020

Revised:  07/15/2019

The board recognizes situations may arise in the operation of the school district which are of concern to parents and other members of the school district community. 

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.  Prior to board action however, the following should be completed:

(a)  Matters should first be addressed to the teacher or employee.

(b)  Unsettled matters from (a) above or problems and questions about individual attendance centers should be addressed to the employee's building principal.

(c)  Unsettled matters from (b) above or problems and questions concerning the school district should be directed to the superintendent.

(d)  If a matter cannot be settled satisfactorily by the superintendent, it may then be brought to the board for consideration.  To bring a concern, the individual shall notify the board president or board secretary in writing, who may bring it to the attention of the entire board.

It is within the discretion of the board to address complaints from the members of the school district community, and the board will only consider whether to address complaints if they are in writing, signed, and the complainant has complied 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 not to address a complaint, the decision of the superintendent shall be final.  If the board does elect to address a complaint, its decision shall be final.

Legal Reference:  Iowa Code § 279.8

Cross Reference:  214.1   Board Meeting Agenda
                                      215      Public Participation in Board Meetings
                                      309      Communication Channels

Approved:  10/15/2018

Reviewed:  04/20/2020, 01/16/2024

Revised:

Since the official minutes of the board are the only basic legal record, it is important that they be recorded with extreme care and completeness.  The board secretary will follow the following guidelines in writing board minutes:

With respect to content, the minutes should show the following:

  1.    The place, date, and time of each meeting.

  2.    The type of meeting--regular, special, emergency, work session.

  3.    Members present and members absent, by name.

  4.    The call to order and adjournment.

  5.    The departure of members by name before adjournment.

  6.    The late arrival of members, by name.

  7.    The time and place of the next meeting.

  8.    Approval, or amendment and approval, of the minutes of the preceding meeting.

  9.    Complete information as to each subject of the board's deliberation and the action taken.

10.   The maker and seconder of the motion, what action was taken, and the vote on the motion detailed enough to attribute a vote to each member present.

11.   Complete text of all board resolutions, numbered consecutively for each fiscal year.

12.   A record of all contracts entered into, with the contract documents kept in a separate file.

13.   A record of all change orders on construction contracts.

14.   All employment changes, including resignations or terminations.

15.   A record, by number, of the bills of account approved by the board for payment.

16.   A record of all calls for bids, bids received, and action taken thereon.

17.   Approval of all transfers of funds from one budgetary fund to another.

18.   Important documents forming a part of a motion should be made a part of the minutes by exhibit and placed in the minute book along with the minutes.

19.   Board policy and administrative guides should be made a part of the minutes by exhibit.

20.   Adoption of textbooks for the school year as well as the school calendar should become a part of the minutes.

21.   Approval or disapproval of open enrollment requests with justification for disapproval or approval after the deadline.

22.   A record of all delegations appearing before the board and a record of all petitions.

23.   At the annual meeting each year the record should indicate that the books of the treasurer and secretary and the Certified Annual Report have been examined and approved subject to audit.

24.   The election or appointment of board officers.

25.   The appointment of auditors to examine the books.

At the annual or organizational meeting in odd-numbered years, the minutes should reflect the following:

26.   Appointment of a temporary chairperson if not specified in policy.

27.   Oath of office administered to newly elected board members.

28.   Nominations taken for the office of president and vice president.

29.   Election of the president and vice president, the votes and the oath of office administered to the president and vice president.

30.   The resolution to pay bills when the board is not in session.

31.   A resolution to automatically disburse payroll along with a roster of all employees under contract.

32.   A resolution naming depositories along with the maximum deposit for each depository.

33.   Resolution authorizing the use of a check protector and signer and the proper control of the signer.

34.   Motion designating a member or a committee to examine the bills of account for a designated period of time on a rotation basis if desired for the balance of the school year.

35.   Voting rotation when a roll call vote is used if so desired by the board.

Participation in board member associations are beneficial to the board.  The board shall maintain an active membership in the Iowa Association of School Boards and in organizations the board determines will be of benefit to the board and the school district.

Legal Reference:  Iowa Code § 279.38 (2003).

Cross Reference:  219.2   Board of Directors' Member Development and Training
                                      219.4   New Board of Directors' Member Orientation

Approved:  11/01/2004

Reviewed:  05/18/2006, 01/17/2011, 01/18/2016, 04/20/2020

Revised:

High-achieving school boards work as a team to create high expectations for all students. Board learning is foundational to creating this solid governance structure focused on student learning for school boards. The board may participate in conferences sponsored by educational associations and agencies in addition to its own in-service programs and work sessions.

The board will work closely with the Iowa Association of School Boards' and encourage the board members to participate in qualifying learning opportunities to achieve the Annual Board Award.

Legal Reference:  Iowa Code §§ 279.8, .38

Cross Reference:  219.1   Association Membership
                                      219.4   New Board of Directors' Member Orientation

Approved:  11/01/2004

Reviewed:  05/18/2006, 01/17/2011, 01/18/2016

Revised:  04/20/2020, 05/15/2023

As an elected public official, the board member is a public servant who serves without compensation.  Board members will be reimbursed for actual and necessary expenses incurred in the performance of their official duties.

Prior to reimbursement of actual and necessary expenses, the board member must submit a detailed receipt indicating the date, purpose and nature of the expense for each claim item.  Failure to provide a detailed receipt will make the expense nonreimbursable.  Personal expenses will be reimbursed by the board member to the school district no later than ten working days following the date of the expense.  In exceptional circumstances, the board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances will be maintained as part of the school district's record of the claim.

It is the responsibility of the board secretary to compile the expenses of board members and bring them to the board for audit and approval in the same manner as other claims of the school district.  It is the responsibility of the board to determine through the audit and approval process of the board whether the expenses incurred by a board member are actual and necessary expenses incurred in the performance of their official duties.

Legal Reference:  Iowa Code §§ 68B; 277.27; 279.7A, .8, .32 (2003).

Cross Reference:  203      Board of Directors' Conflict of Interest
                              401.7   Employee Travel Compensation
                              705.6   Credit Cards

Approved:  11/01/2004

Reviewed:  06/26/2006, 01/17/2011, 01/18/2016, 04/20/2020

Revised:  

It is the responsibility of the board to educate new board members of the duties of their position.  To acquaint new board members with the duties and role of the board of directors, each new board member may meet with the superintendent and the board secretary to become familiar with the responsibilities and the role of being a board member. 

It shall be the responsibility of the superintendent to ensure that new board members have an opportunity to attend an orientation conference and meet with the superintendent.  It shall also be the responsibility of the superintendent to ensure that each new board member has necessary documents and board materials including a current board policy manual.

Legal Reference:  Iowa Code § 279.8 (2003).

Cross Reference:  219.1   Association Membership
                                      219.2   Board of Directors' Member Development and Training

Approved:  11/01/2004

Reviewed:  06/26/2006, 01/17/2011, 01/18/2016

Revised:  04/20/2020

In recognition of the great amount of time, energy, and talent as well as the interest of board members in the school district, past (if requested) board members shall receive lifetime single activity passes (to include their spouse) to school-sponsored activities.  During their tenure on the board, members will receive a family activity pass.

It shall be the responsibility of the superintendent to ensure board members receive activity passes.

Legal Reference:  Iowa Code § 279.8 (2003).

Cross Reference:  219      Board of Directors' Member Services
                                      401.13 Employee Activity Passes

Approved:  11/04/2004

Reviewed:  06/26/2006, 01/18/2016, 04/20/2020

Revised:  10/26/2009, 12/17/2018

The board and the administrators shall work together in making decisions and setting goals for the school district.  This effort is designed to obtain, share, and use information to solve problems, make decisions, and formulate school district policies and regulations.

It shall be the responsibility of each administrator to fully participate in the management of the school district by investigating, analyzing, and expressing their views on issues.  Those board members or administrators with special expertise or knowledge of an issue may be called upon to provide information.  Each board member and administrator shall support the decisions reached on the issues confronting the school district.

The board shall be responsible for making the final decision in matters pertaining to the school district.

It shall be the responsibility of the superintendent to develop guidelines for cooperative decision-making.

Legal Reference:  Iowa Code § 279.8 (2003).

Cross Reference:  301      Administrative Structure

Approved:  11/01/2004

Reviewed:  08/21/2006, 02/21/2011, 02/15/2016, 01/18/2021

Revised:

The board will employ a superintendent to serve as the chief executive officer of the board, to conduct the daily operations of the school district, and to implement board policy with the power and duties prescribed by the board and the law.

The board will consider applicants that meet or exceed the standards set by the Iowa Department of Education and the qualifications established in the job description for the superintendent position.  In employing a superintendent, the board will consider the qualifications, credentials and records of the applicants without regard to race, color, creed, religion, sex, national origin, age, sexual orientation, gender identity or disability.  In keeping with the law, however, the board will consider the veteran status of the applicants.  The board will look closely at the training, experience, skill and demonstrated competence of qualified applicants in making its final decision.

In choosing a superintendent, the board will also consider the school district's educational philosophy, financial situation, organizational structure, education programs, and other factors deemed relevant by the board.

The board may contract for assistance in the search for a superintendent.

Legal Reference:  29 U.S.C. §§ 621-634 (1994).
                                      42 U.S.C. §§ 2000e et seq. (1994).
                                      Iowa Code §§ 21.5(1)(i); 35C; 216; 279.8, .20 (2007).
                                      281 I.A.C. 12.4(4).
                                      1980 Op. Att'y Gen. 367.

Cross Reference:  200.2   Powers of the Board of Directors
                                      200.3   Responsibilities of the Board of Directors
                                      301      Administrative Structure
                                      302      Superintendent

Approved:  06/19/2007

Reviewed:  02/15/2021

Revised:  06/19/2007, 03/21/2011, 03/21/2016

The length of the contract for employment between the superintendent and the board shall be determined by the board.  The contract will begin on July 1 and end on June 30.  The contract shall state the terms of employment and shall not exceed three years.

The first three consecutive years of a contract issued to a newly employed superintendent shall be considered a probationary period.  The probationary period may be extended for an additional year upon the consent of the superintendent.  In the event of termination of a probationary or non-probationary contract, the board will afford the superintendent appropriate due process, as required by law.  The superintendent and board may mutually agree to terminate the superintendent's contract at any time.

It shall be the responsibility of the board to provide the contract for the position of superintendent.  The board may issue a temporary and nonrenewable contract in accordance with law.

If the superintendent wishes to resign, to be released from a contract, or to retire, the superintendent must comply with applicable law and board policies.

Legal Reference:  Martin v. Waterloo Community School District, 518 N.W. 2d 381 (Iowa 1994)
                                      Cook v Plainfield Community School District, 301 N.W.2d 771 (Iowa App. 1980).
                                      Board of Education of Fort Madison Community School District v. Youel, 282 N.W.2d 677 (Iowa 1979).
                                      Briggs v Board of Directors of Hinton Community School District, 282 N.W.2d 740 (Iowa 1979).
                                      Luse v. Waco Community School District of Henry Co., 258 Iowa 1087, 141 N.W.2d 607 (1966).
                                      Iowa Code 279 281 I.A.C. 12.4

Cross Reference:  302      Superintendent

Approved:  11/01/2004

Reviewed:  10/16/2006, 03/21/2016, 02/15/2021

Revised:  05/20/2019

The board has complete discretion to set the salary of the superintendent.  It shall be the responsibility of the board to set the salary and benefits of the superintendent at a level that will include consideration of, but not be limited to, the economic condition of the school district and the training, experience, skill, and demonstrated competence of the superintendent.  The salary shall be set at the beginning of each contract term.

In addition to the salary and benefits, the superintendent's actual and necessary expenses shall be paid by the school district when the superintendent is performing work-related duties.  It shall be within the discretion of the board to pay dues to professional organizations for the superintendent.

The board may approve the payment of dues and other benefits or compensation over and above the superintendent's contract.  Approval of dues and other benefits or compensation shall be included in the records of the board in accordance with board policy.

Legal Reference:  Iowa Code §§ 279.8, .20 (2003).
                                      1984 Op. Att'y Gen. 47.

Cross Reference:  302      Superintendent

Approved:  11/01/2004

Reviewed:  10/16/2006, 03/21/2011, 03/21/2016, 02/15/2021

Revised: 

The board employs a superintendent of schools to serve as the chief executive officer of the board.  The board delegates to the superintendent the authority to implement board policy and to execute decisions made by the board concerning the internal operations of the school district, unless specifically stated otherwise.

The superintendent shall be responsible for the implementation and execution of board policy and the observance of board policy by employees and students.  The superintendent shall be responsible for overall supervision and discipline of employees and the education program.

In executing the above-stated duties, the superintendent shall consider the financial situation of the school district as well as the needs of the students.  Specifically, the superintendent:

• Interprets and implements all board policies and all state and federal laws relevant to education;
• Supervises, either directly or through delegation, all activities of the school system according to, and consistent with, the policies of the board;
• Represents the board as a liaison between the school district and the community;
• Establishes and maintains a program of public relations to keep the public well-informed of the activities and needs of the school district, effecting a wholesome and cooperative working relationship between the school district and the community;
• Attends and participates in all meetings of the board, except when the superintendent's employment or salary is under consideration when the superintendent has been excused, and makes recommendations affecting the school district;
• Reports to the board on such matters as deemed material to the understanding and proper management of the school district or as the board may request;
• Assumes responsibility for the overall financial planning of the district and for the preparation of the annual budget, and submits it to the board for review and approval;
• Establishes and maintains efficient procedures and effective controls for all expenditures of school district funds in accordance with the adopted budget, -subject to the direction and approval of the board;
• Files, or causes to be filed, all reports required by law;
• Makes recommendations to the board for the selection of employees for the school district;
• Makes and records assignments and transfers of all employees pursuant to their qualifications;
• Employs such employees as may be necessary, within the limits of budgetary provisions and subject to the board's approval;
• Recommends to the board, for final action, the promotion, salary change, demotion, or dismissal of any employee;
• Prescribes rules for the classification and advancement of students, and for the transfer of students from one building to another in accordance with board policies;
• Summons employees of the school district to attend such regular and occasional meetings as are necessary to carry out the education program of the school district;
• Supervises methods of teaching, supervision, and administration in effect in the schools;
• Attends such conventions and conferences as are necessary to keep informed of the latest educational trends;
• Accepts responsibility for the general efficiency of the school system, for the development of the employees, and for the educational growth and welfare of the students;
• Defines educational needs and formulates policies and plans for recommendation to the board;
• Makes administrative decisions necessary for the proper functioning of the school district;
• Responsible for scheduling the use of buildings and grounds by all groups and/or organizations;
• Acts as the purchasing agent for the board, and establishes procedures for the purchase of books, materials and supplies;
• Approves vacation schedules for employees;
• Conducts periodic district administration meetings; and,
• Performs other duties as may be assigned by the board.
• Supervises the establishment or modification of the boundaries of school attendance and transportation areas subject to approval of the board.
• Directs studies of buildings and sites, taking into consideration population trends and the educational and cultural needs of the district in order to ensure timely decisions by the board and the electorate regarding construction and renovation projects.

This list of duties shall not act to limit the board's authority and responsibility over the superintendent.  In executing these duties and others the board may delegate, the superintendent shall consider the school district's financial condition as well as the needs of the students in the school district.

Legal Reference:  Iowa Code §§ 279.8, .20, 23A (2003).
                                      281 I.A.C. 12.4(4).

Cross Reference:  209      Board of Directors' Management Procedures
                                      301      Administrative Structure
                                      302      Superintendent

Approved:  11/01/2004

Reviewed:  11/20/2006, 03/21/2011, 03/21/2016, 02/15/2021

Revised:  

The board will conduct an ongoing evaluation of the superintendent's skills, abilities, and competence.  At a minimum, the board will formally evaluate the superintendent on an annual basis.  The goal of the superintendent's formal evaluation is to ensure the education program for the students is carried out, promote growth in effective administrative leadership, clarify the superintendent's role, clarify the immediate priorities of the board, and develop a working relationship between the board and the superintendent.  This policy supports and does not preclude the ongoing, informal evaluation of the superintendent's skills, abilities and competence.

The superintendent will be an educational leader who promotes the success of all students by:

• Mission, Vision and Core Values:  Develop, advocate and enact a shared mission, vision, and core values of high-quality education and academic success and well-being of each student.
• Ethics and Professional Norms:  Act ethically and according to professional norms to promote each student’s academic success and well-being.
• Equity and Cultural Responsiveness:  Strive for equity of educational opportunity and culturally responsive practices to promote each student’s academic success and well-being.
• Curriculum, Instruction and Assessment:  Develop and support intellectually rigorous and coherent systems of curriculum, instruction and assessment to promote each student’s academic success and well-being.
• Community Care and Support for Students:  Cultivate an inclusive, caring and supportive school community that promotes the academic success and well-being of each student.
• Professional Capacity of School Personnel:  Develop the professional capacity and practice of school personnel to promote each student’s academic success and well-being.
• Professional Community for Teachers and Staff:  Foster a professional community of teachers and professional staff to promote each student’s academic success and well-being. 
• Meaningful Engagement of Families and Community:  Engage families and the community in meaningful, reciprocal, and mutually beneficial ways to promote each student’s academic success and well-being.
• Operations and Management:  Manage school operations and resources to promote each student’s academic success and well-being.
• School Improvement:  Act as an agent of continuous improvement to promote each student’s academic success and well-being.

The formal evaluation will be based upon the following principles:

• The evaluation criteria will be in writing, clearly stated and mutually agreed upon by the board and the superintendent.  The criteria will be related to the job description, the Iowa Standards for School Leaders, the school district's goals, and the goals of the administrator’s individual professional development plan.
• At a minimum, the evaluation process will be conducted annually at a time agreed upon;
• Each board member shall have an opportunity to individually evaluate the superintendent, and these individual evaluations will be compiled into an overall evaluation from the entire board;
• The superintendent shall conduct a self-evaluation prior to discussing the board's evaluation, and the board as a whole shall discuss its evaluation with the superintendent;
• The board may discuss its evaluation of the superintendent in closed session upon a request from the superintendent and, if the board determines its discussion in open session will needlessly and irreparably injure the superintendent's reputation; and,
• The individual evaluation by each board member, if individual board members so desire, will not be reviewed by the superintendent.  Board members are encouraged, however, to communicate their criticisms and concerns to the superintendent in the closed session.  The board president will develop a written summary of the individual evaluations, including both the strengths and the weaknesses of the superintendent, and place it in the superintendent's personnel file to be incorporated into the next cycle of evaluations.

Legal Reference:        Wedergren v. Board of Directors, 307 N.W.2d 12 (Iowa 1981).

                                    Iowa Code §§ 279.8, .20, .23, .23A.

                                    281 I.A.C. Ch. 83; 12.3(4).

Cross Reference:       212      Closed Sessions

                                    302      Superintendent

Approved:  11/01/2004

Reviewed:  11/20/2006, 04/18/2011, 02/15/2021

Revised:  03/21/2016, 09/20/2021

The board encourages the superintendent to continue professional growth by being involved in professional organizations, attending conferences, continuing education, and participating in other professional activities.

It shall be the responsibility of the superintendent to arrange the superintendent's schedule in order to enable attendance at various conferences and events.  If a conference or event requires the superintendent to be absent from the office for more than three days, requires overnight travel, or involves unusual expense, the superintendent shall bring it to the attention of the board president prior to attending the event.

The superintendent shall report to the board after an event.

Legal Reference:  Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.7.

Cross Reference:  303.7   Administrator Professional Development
                                      401.7   Employee Travel Compensation

Approved:  11/01/2004

Reviewed:  11/20/2006, 04/18/2011, 03/21/2016, 02/15/2021

Revised:  

The board encourages the superintendent to be involved in the school district community by belonging to school district community organizations and attending and participating in school district community activities.

It shall be the responsibility of the superintendent to become involved in school district community activities and events.  It is within the discretion of the board to pay annual fees for professional organizations and activities.

Legal Reference:  Iowa Code § 279.8 (2003).      

Cross Reference:  302.3   Superintendent Salary and Other Compensation
                                      304.8   Administrator Civic Activities

Approved:  11/01/2004

Reviewed:  12/19/2006, 04/18/2011, 03/21/2016, 02/15/2021

Revised:  09/21/2020

The superintendent's position is considered full-time employment.  The board expects the superintendent to give the responsibilities of the position precedence over other employment.  The superintendent may accept consulting or outside employment for pay as long as, in the judgment of the board, the work is conducted on the superintendent's personal time and it does not interfere with the performance of the superintendent's duties.

The board reserves the right, however, to request that the superintendent cease the outside employment as a condition of continued employment.  The board shall give the superintendent thirty days notice to cease outside employment.

Legal Reference:  Iowa Code §§ 279.8, .20 (2003).

Cross Reference:  302.2   Superintendent Contract and Contract Non-renewal
                                      302.4   Superintendent Duties

Approved:  11/01/2004

Reviewed:  12/19/2006, 04/18/2011, 03/21/2016, 02/15/2021

Revised:  

The school district shall have, in addition to the superintendent, other administrative positions: 

• Superintendent
• Junior-Senior High School Principal
• Junior-Senior High School Assistant Principal
• Upper Elementary Principal
• Lower Elementary Principal
• K-12 Director of Activities
• Director of School Improvement
• Director of Finance
• Director of Buildings and Grounds
• Director of Transportation
• Director of Technology
• Director of Food Service
• Director of Human Resources

These administrators shall work closely with the superintendent in the day-to-day operations of the school district.

It shall be the responsibility of these administrators to uphold board policy, to instill a positive, cooperative environment with employees, and to share their expertise with each other and the board under the management team concept.

Legal Reference:  Iowa Code §§ 279.8, .20, .21, .23-.24 (2003).
                                      281 I.A.C. 12.4.

Cross Reference:  301      Administrative Structure
                                      303      Administrative Employees

Approved:  11/01/2004

Reviewed:  11/20/2006, 04/18/2016

Revised:  12/19/2006, 06/20/2011, 09/16/2014, 09/21/2020

The board will employ building principals and other administrators, in addition to the superintendent, to assist in the daily operations of the school district.

The board will consider applicants who meet or exceed the standards set by the Iowa Department of Education and the qualifications established in the job description for the position.  In employing an administrator, the board will consider the qualifications, credentials and records of the applicants without regard to race, color, creed, religion, sex, national origin, age, sexual orientation, gender identity or disability.  In keeping with the law, however, the board will consider the veteran status of the applicants.  The board will look closely at the training, experience, skill and demonstrated competence of qualified applicants in making its final decision.

In choosing an administrator, the board will also consider the school district's educational philosophy, financial condition, organizational structure, education programs, and other factors deemed relevant by the board.

It is the responsibility of the superintendent to make a recommendation to the board for filling an administrative position, based on the requirements stated in this policy.  The board will act only on the superintendent's recommendation.

The board may contract for assistance in the search for administrators.

Legal Reference:  Iowa Code §§ 279.8, .21 (2007).
                                      281 I.A.C. 12.4.
                                      1980 Op. Att'y Gen. 367.

Cross Reference:  303      Administrative Employees

Approved:  06/19/2007

Reviewed:  05/23/2011, 02/15/2021

Revised:  06/19/2007, 04/18/2016

The length of the contract for employment between an administrator and the board shall be determined by the board and stated in the contract.  The contract shall also state the terms of the employment.

The first three consecutive years of a contract issued to a newly employed administrator shall be considered a probationary period.  The probationary period may be extended for an additional year upon the consent of the administrator.  In the event of termination of a probationary or nonprobationary contract, the board shall afford the administrator appropriate due process, as required by law.  The administrator and board may mutually agree to terminate the administrator's contract.

It shall be the responsibility of the superintendent to create a contract for each administrative position.  The board may issue temporary and nonrenewable contracts in accordance with law.

Administrators who wish to resign, to be released from a contract, or to retire, must comply with board policies regarding the areas of resignation, release or retirement.

Legal Reference:  Martin v. Waterloo Community School District, 518 N.W. 2d 381 (Iowa 1994)
                                      Cook v Plainfield Community School District, 301 N.W.2d 771 (Iowa App. 1980).
                                      Board of Education of Fort Madison Community School District v Youel, 282 N.W.2d 677 (Iowa 1979).
                                      Briggs v Board of Education of Hinton Community School District, 282 N.W.2d 740 (Iowa 1979).
                                      Iowa Code §§ 279
                                      281 I.A.C. 12.4

Cross Reference:  303      Administrative Employees

Approved:  11/01/2004

Reviewed:  01/15/2007, 05/23/2011, 04/18/2016, 02/15/2021

Revised:  05/20/2019

The board has complete discretion to set the salary of the administrators.  It shall be the responsibility of the board to set the salary and benefits of the administrators at a level that will include consideration of, but not be limited to, the economic condition of the school district and the training, experience, skill, and demonstrated competence of the administrators.  The salary shall be set at the beginning of each contract period.

In addition to the salary and benefits agreed upon, the administrator's actual and necessary expenses shall be paid by the school district when the administrator is performing work-related duties.  The board shall approve the payment of other benefits or compensation over and above the administrator's contract.  Approval of other benefits or items of an administrator's compensation shall be included in the records of the board in accordance with board policy.

Legal Reference:  Iowa Code § 279.21 (2003).
                                      1984 Op. Att'y Gen. 47.

Cross Reference:  303      Administrative Employees

Approved:  11/01/2004

Reviewed:  01/15/2007, 05/23/2011, 04/18/2016, 02/15/2021

Revised:

Administrators shall be hired by the board to assist the superintendent in the day-to-day operations of the school district.

Each attendance center shall have a building principal responsible for the administration and operation of the attendance center.  Each building principal, as chief administrator of the assigned attendance center, shall be responsible for the building and grounds, for the students and employees assigned to the attendance center, for school activities at the attendance center, for the education program offered in the attendance center, and the budget for the attendance center.  The principal shall be considered the professional advisor to the superintendent in matters pertaining to the attendance center supervised by the principal.  Although the principals serve under the direction of the superintendent, duties of the principal may include, but not be limited to the following:

•        Cooperate in the general organization and plan of procedure in the school under the principal's supervision;
•        Supervision of the teachers in the principal's attendance center;
•        Maintain the necessary records for carrying out delegated duties;
•        Work with the superintendent in rating, recommending and selecting supervised employees whenever possible;
•        Work with the superintendent in determining the education program to be offered and in arranging the schedules.  As much of the schedule as possible should be made before school closes for summer vacation.  In the matter of courses offered, the final approval rests with the superintendent who is in turn responsible to the board;
•        Ensure that proper care is taken of all school books, supplies, materials, equipment, furniture and facilities;
•        Instruct teachers to make a complete annual inventory of all school property contained in their individual rooms.  This inventory shall be reviewed and filed with the board secretary;
•        Investigate excessive cases of absence or tardiness of students and notify the parents or guardians of unexcused absence or tardiness.  All such cases should be reported to the superintendent;
•        Make such reports from time to time as the superintendent may require;
•        Maintain the regular schedule of school hours established by the board and make no temporary changes in the schedule without the consent of the superintendent;
•        Promptly notify the superintendent whenever ventilation, sanitation or heating of the building is unsatisfactory;
•        Contribute to the formation and implementation of general policies and procedures of the school;
•        Perform such other duties as may be assigned by the superintendent of schools.

This list of duties shall not act to limit the board's authority and responsibility over the position of the administrators.  In executing these duties and others the board may delegate, the administrators shall consider the school district's financial condition as well as the needs of the students in the school district.

Legal Reference:  Iowa Code §§ 279.8, .21, .23A.
                                      281 I.A.C. 12.4(5), .4(6), .4(7).

Cross Reference:  301      Administrative Structure
                                      303      Administrative Employees

Approved:  11/01/2004

Reviewed:  02/19/2007, 05/23/2011, 04/18/2016, 02/15/2021

Revised:

The superintendent shall conduct an ongoing process of evaluating the administrators on their skills, abilities, and competence.  At a minimum, the superintendent will formally evaluate the administration annually.  The goal of the formal evaluation process is to ensure that the educational program for the students is carried out, promote growth in effective administrative leadership for the school district, clarify the administrator's role as defined by the board and the superintendent, assess administrator competence in the Iowa Standards for School leaders, ascertain areas in need of improvement, clarify the immediate priorities of the responsibilities listed in the job description, and develop a working relationship between the superintendent and the administrator.  This policy supports and does not preclude the ongoing informal evaluation of the administrator's skills, abilities and competence.

The superintendent is responsible for designing an administrator evaluation instrument to assess, among other things, the administrator’s competence in meeting the Iowa Standards for School Leaders and the goals of the administrator’s individual professional development plan.  The formal evaluation shall include written criteria related to the job description and the Iowa Standards for School Leaders.  The superintendent, after receiving input from the administrators, shall present the formal evaluation instrument to the board for approval.

The formal evaluation shall also include an opportunity for the administrator and the superintendent to discuss the written criteria, the past year's performance and the future areas of growth.  The evaluation shall be completed by the superintendent, signed by the administrator and filed in the administrator's personnel file.

The principal will be an educational leader who promotes the success of all students by:

• Mission, Vision and Core Values:  Develop, advocate and enact a shared mission, vision, and core values of high-quality education and academic success and well-being of each student.
• Ethics and Professional Norms:  Act ethically and according to professional norms to promote each student’s academic success and well-being.
• Equity and Cultural Responsiveness:  Strive for equity of educational opportunity and culturally responsive practices to promote each student’s academic success and well-being.
• Curriculum, Instruction and Assessment:  Develop and support intellectually rigorous and coherent systems of curriculum, instruction and assessment to promote each student’s academic success and well-being.
• Community Care and Support for Students:  Cultivate an inclusive, caring and supportive school community that promotes the academic success and well-being of each student.
• Professional Capacity of School Personnel:  Develop the professional capacity and practice of school personnel to promote each student’s academic success and well-being.
• Professional community for Teachers and Staff:  Foster a professional community of teachers and professional staff to promote each student’s academic success and well-being. 
• Meaningful Engagement of Families and Community:  Engage families and the community in meaningful, reciprocal, and mutually beneficial ways to promote each student’s academic success and well-being.
• Operations and Management:  Manage school operations and resources to promote each student’s academic success and well-being.
• School Improvement:  Act as an agent of continuous improvement to promote each student’s academic success and well-being.

It will be the responsibility of the superintendent to conduct a formal evaluation of the probationary administrators and non-probationary administrators prior to May 15.

Legal Reference:        Iowa Code §§ 279.8, .21-.23A.

                                    281 I.A.C. 12.3(4); ch 83.

Cross Reference:       303      Administrative Employees

Approved:  11/01/2004

Reviewed:  02/19/2007, 05/23/2011, 02/15/2021

Revised:  04/18/2016, 09/20/2021

The board encourages the administrators to continue their professional growth by becoming involved in professional organizations, attending conferences, continuing their education, and participating in other professional activities.

It shall be the responsibility of the administrators to arrange their schedules in order to attend various conferences and events in which they are involved.  Prior to attendance at an event, the administrator must receive approval from the superintendent.  In the case where overnight travel or unusual expense is involved, the superintendent shall bring it to the attention of the board prior to the administrator attending the event.

The administrator shall report to the superintendent after an event.

Legal Reference:  Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.7.

Cross Reference:  302.6   Superintendent Professional Development
                                      401.7   Employee Travel Compensation

Approved:  11/01/2004

Reviewed:  02/19/2007, 05/23/2011, 04/18/2016, 02/15/2021

Revised:  

The board encourages the administrators to be involved in the school district community by belonging to community organizations, and by attending and participating in school district community activities.

It shall be the responsibility of the administrators to become involved in school district community activities and events.  It is within the discretion of the board to pay annual fees for professional organizations and activities.

Legal Reference:  Iowa Code § 279.8 (2003).

Cross Reference:  303.7   Superintendent Civic Activities

Approved:  11/01/2004

Reviewed:  03/28/2007, 06/20/2011, 04/18/2016, 02/15/2021

Revised:  09/21/2020

Administrative regulations may be necessary to implement board policy.  It shall be the responsibility of the superintendent to develop administrative regulations.

In developing the administrative regulations, the superintendent may consult with administrators or others likely to be affected by the regulations.  Once the regulations are developed, employees, students and other members of the school district community shall be informed in a manner determined by the superintendent.

The board shall be kept informed of the administrative regulations utilized and their revisions.  The board shall review and recommend change of administrative regulations prior to their use in the school district.

It shall be the responsibility of the superintendent to enforce administrative regulations.

Legal Reference:  Iowa Code § 279.8 (2003).

Cross Reference:  209      Board of Directors' Management Procedures
                                      304.2   Monitoring of Administrative Regulations

Approved:  11/01/2004

Reviewed:  06/20/2011, 05/16/2016, 02/15/2021

Revised:  03/28/2008

The administrative regulations shall be monitored and revised when necessary.  It is the responsibility of the superintendent to monitor and revise the administrative regulations.

The superintendent may rely on the board, administrators, employees, students, and other members of the school district community to inform the superintendent about the effect of and possible changes in the administrative regulations.

Legal Reference:  Iowa Code §§ 279.8, .20 (2003).

Cross Reference:  209      Board of Directors' Management Procedures
                                      304.1   Development and Enforcement of Administrative Regulations

Approved:  11/01/2004

Reviewed:  04/16/2007, 06/20/2011, 05/16/2016, 02/15/2021

Revised:  

The Independence Community School District Board of Education is committed to an annual review of the Employee Procedures and Benefits Manual.  A manual committee will meet in the spring and can make recommendations to the board.  The committee may consist of administrators, directors, certified, and support staff members. If there is a conflict between a policy and the specific requirements of law, the district will follow the requirements of the applicable law. The district will adhere to any subsequent changes in State or Federal law, which may result in a change to the manual earlier than July 1.  The board will approve any updates to the Procedures and Benefits Manual.

Approved 06/17/2019                           Reviewed 06/17/2019                           Revised 03/21/2022

                                                                             03/21/2022

Employees must know their role and duties.  New employees may be required to participate in an orientation program for new employees.  The employee's immediate supervisor will provide the new employee with a review of the employee's responsibilities and duties.  Payroll procedures and employee benefit programs and accompanying forms will be explained to the employee by the payroll clerk.  Regular employees ineligible for the school district's group health plan will be given information regarding where they can obtain health care or health care insurance.

Legal Reference:          Iowa Code §§ 20; 279.8 (2003).

                                    191 I.A.C. 74.

Cross Reference:          404      Employee Conduct and Appearance

                                    406      Licensed Employee Compensation and Benefits

                                    412      Classified Employee Compensation and Benefits

Approved:  11/01/2004

Reviewed:  08/20/2007, 07/18/2011, 07/18/2016

Revised:  03/21/2022

The Independence Community School District will provide equal opportunity to employees and applicants for employment in accordance with applicable equal employment opportunity and affirmative action laws, directives and regulations of federal, state and local governing bodies.  Opportunity to all employees and applicants for employment includes hiring, placement, promotion, transfer or demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, and layoff or termination.  The school district will take affirmative action in major job categories where women, men, minorities and persons with disabilities are underrepresented.  Employees will support and comply with the district's established equal employment opportunity and affirmative action policies.  Employees will be given notice of this policy annually.

The board will appoint an affirmative action coordinator.  The affirmative action coordinator will have the responsibility for drafting the affirmative action plan.  The affirmative action plan will be reviewed by the board annually.

Individuals who file an application with the school district will be given consideration for employment if they meet or exceed the qualifications set by the board, administration, and Iowa Department of Education for the position for which they apply.  In employing individuals, the board will consider the qualifications, credentials, and records of the applicants without regard to race, color, creed, religion, sex, national origin, age, sexual orientation, gender identity or disability.  In keeping with the law, however, the board will consider the veteran status of the applicants.

Prior to a final offer of employment for any position, the school district will perform the background checks required by law.  Based upon the results of the background checks, the school district will determine whether an offer will be extended. If the candidate is a teacher who has an initial license from the BOEE, then the requirement for a background check may be waived.  The district will perform repeat background checks on applicable employees as required by law.

Advertisements and notices for vacancies within the district will contain the following statement:  "The Independence Community School District is an equal employment opportunity/affirmative action (EEO/AA) employer."  The statement will also appear on application forms.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, will be directed to the Affirmative Action Coordinator by writing to the Affirmative Action Coordinator, Independence Community School District, 1207 – 1^st Street West, Independence, Iowa 50644; or by (319) 334-7400.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, may also be directed in writing to the Equal Employment Opportunity Commissions, Milwaukee Area Office, Reuss Federal Plaza, 310 West Wisconsin Ave., Suite 800, Milwaukee, WI., 53203-2292, (800) 669-4000 or TTY (800) 669-6820. http://www.eeoc.gov/field/milwaukee/index.cfm or the Iowa Civil Rights Commission, 400 E. 14th Street, Des Moines, IA 50319-1004, Phone: 515-281-4121, Toll Free: 1-800-457-4416, http://www.state.ia.us/government/crc/index.html.  This inquiry or complaint to the federal office may be done instead of, or in addition to, an inquiry or complaint at the local level.

Further information and copies of the procedures for filing a complaint are available in the school district's central administrative office and the administrative office in each attendance center.

Legal Reference:          29 U.S.C. §§ 621-634.

                                    42 U.S.C. §§ 2000e et seq.

                                    42 U.S.C. §§ 12101 et seq.

                                    Iowa Code §§ 19B; 20; 35C; 73; 216; 279.8.

                                    281 I.A.C. 12.4; 95.

Cross Reference:          102      Equal Educational Opportunity

                                    106      Anti-Bullying/Harassment

                                    405.2   Licensed Employee Qualifications, Recruitment, Selection

                                    411.2   Classified Employee Qualifications, Recruitment, Selection

Approved:  06/19/2007

Reviewed:  07/18/2011, 03/21/2022

Revised:  04/26/2010, 11/18/2013, 03/21/2016, 09/21/2020, 02/20/2024

Employees' use of their position with the school district for financial gain will be considered a conflict of interest with their position as employees and may subject employees to disciplinary action.

Employees have access to information and a captive audience that could award the employee personal or financial gain.  No employee may solicit other employees or students for personal or financial gain to the employee without the approval of the superintendent.  If the approval of the superintendent is given, the employee must conduct the solicitations within the conditions set by the superintendent.  Further, the superintendent may, upon five days notice, require the employee to cease such solicitations as a condition of continued employment.

Employees will not act as an agent or dealer for the sale of textbooks or other school supply companies doing business with the school district.  Employees will not participate for personal financial remuneration in outside activities wherein their position on the staff is used to sell goods or services to students or to parents.  Employees shall not engage in outside work or activities where the source of information concerning the customer, client or employer originates from information obtained because of the employee's position in the school district.

It will also be a conflict of interest for an employee to engage in any outside employment or activity which is in conflict with the employee's official duties and responsibilities.  In determining whether outside employment or activity of an employee creates a conflict of interest, situations in which an unacceptable conflict of interest will be deemed to exist will include, but not be limited to, any of the following:

         (1)     The outside employment or activity involves the use of the school district's time, facilities, equipment and supplies or the use of the school district's badge, uniform, business card or other evidences of office to give the employee or the employee's immediate family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public.  For purposes of this section, a person is not "similarly situated" merely by being related to an employee who is employed by the school district.

         (2)     The outside employment or activity involves the receipt of, promise of, or acceptance of more or other consideration by the employee or a member of the employee's immediate family from anyone other than the school district for the performance of any act that the employee would be required or expected to perform as part of the employee's regular duties or during the hours during which the employee performs service or work for the school district.

         (3)     The outside employment or activity is subject to the official control, inspection, review, audit or enforcement authority of the employee during the performance of the employee's duties.

If the outside employment or activity is employment or activity in (1) or (2) above, the employee must cease the employment or activity.  If the activity or employment falls under (3), then the employee must:

• Cease the outside employment or activity; or
• Publicly disclose the existence of the conflict and refrain from taking any official action or performing any official duty that would detrimentally affect or create a benefit for the outside employment or activity.  Official action or official duty includes, but is not limited to, participating in any vote, taking affirmative action to influence any vote, or providing any other official service or thing that is not available generally to members of the public in order to further the interests of the outside employment or activity.

When procurement is supported by Federal Child Nutrition funds, employees will not participate in the selection, award, or administration of a contract if there is a real or apparent conflict of interest in the contract.  Contract, for purposes of this paragraph, includes a contract where the employee, employee’s immediate family, partner, or a non-school district employer of these individuals is a party to the contract.

It will be the responsibility of each employee to be aware of and take the necessary action to eliminate a potential conflict of interest should it arise.

Legal Reference:          7 C.F.R. 3016.36(3).

                                    Iowa Code §§ 20.7; 68B; 279.8; 301.28.

Cross Reference:          203      Board of Directors' Conflict of Interest

                                    402.4   Gifts to Employees

                                    402.7   Employee Outside Employment

                                    402.9   Solicitations from Outside

Approved:  11/01/2004

Reviewed:  08/20/2007, 07/18/2011

Revised:  09/21/2009, 11/21/2011, 07/18/2016, 03/21/2022

More than one family member may be an employee of the school district.  It will be within the discretion of the superintendent to allow one family member employed by the school district to supervise another family member employed by the school district.

The employment of more than one individual in a family will be on the basis of their qualifications, credentials and records.

Legal Reference:          Iowa Code §§ 20; 71; 277.27; 279.8 (2003).

Cross Reference:          405.2   Licensed Employee Qualifications, Recruitment Selection

                                    411.2   Classified Employee Qualifications, Recruitment Selection

Approved 11/1/2004                             Reviewed 08/20/2007                           Revised 03/21/2022

                                                                             07/18/2011

                                                                             07/18/2016

                                                                             03/21/2022

Complaints of employees against fellow employees should be discussed directly between employees as appropriate for the nature of the complaint.  Complaints should be made in a constructive and professional manner.  Complaints should generally not be made in the presence of other employees, students or outside persons.  

If the complaint cannot be resolved, the employee may discuss the matter with their immediate supervisor.  If the matter cannot be resolved within five days of speaking with the immediate supervisor, the employee may discuss it with the principal within five days of the supervisor's decision.  If the matter cannot be resolved by the principal, the employee may discuss it with the superintendent within five days after speaking with the principal.

If the matter is not satisfactorily resolved by the superintendent, the employee may ask to have the matter placed on the board agenda of a regularly scheduled board meeting in compliance with board policy.  The board retains discretion as to whether to consider or take action on any complaint.

This policy is designed to create an appropriate process for pursuing general employee complaints.  However, employees wishing to address a complaint on a topic with a more specialized procedure such as master contract grievances, or bullying or harassment claims should follow the appropriate process set forth in the master contract, employee handbook or other board policies specific to that topic. 

The order of process:

1. Notify Supervisor.
2. Complete form.
3. Assigned to an Investigator.
4. Investigator reports to Superintendent.
5. Superintendent files decision by report.

Legal Reference:          Iowa Code §§ 20; 279.8.

Cross Reference:          217.2   Board of Directors and Employees

                                    309      Communication Channels

Approved 11/1/2004                              Reviewed 08/20/2007                           Revised 05/20/2019

                                                                              07/18/2011                                       01/17/2022

                                                                             07/18/2016

                                                                            05/20/2019

                                                                            01/17/2022

                                                                            03/21/2022

The school district will maintain personnel records on employees.  The records are important for the daily administration of the educational program, for implementing board policy, for budget and financial planning, and for meeting state and federal requirements.

The records will include, but not be limited to, records necessary for the daily administration of the school district, salary records, evaluations, application for employment, references, and other items needed to carry out board policy.  Employee personnel files are school district records and are considered confidential records and therefore are not generally open to public inspection or accessibility.  Only in certain limited instances, when the employee has given a signed consent, will employee personnel records be accessible to individuals other than the employee or authorized school officials.

Employees may have access to their personnel files, with the exception of letters of reference, and copy items from their personnel files at a time mutually agreed upon between the superintendent and the employee.  The school district may charge a reasonable fee for each copy.  However, employees will not be allowed access to the employment references written on behalf of the employee.  Board members will generally only have access to an employee's file when it is necessary because of an employee-related matter before the board.

It will be the responsibility of the superintendent to keep employees' personnel files current.  The board secretary will be the custodian of employee records.

It will be the responsibility of the superintendent to develop administrative regulations for the implementation of this policy.

Legal Reference:          Iowa Code chs. 20; 21; 22; 91B (2003).

                                    Clymer v. City of Cedar Rapids, No. 209/97-1705 (Iowa 1999).

                                    Des Moines Independent Community School District v. Des Moines Register and Tribune Company, 487 N.W. 2d 666 (Iowa 1992).

                                    City of Dubuque v. Telegraph Herald, Inc., 297 N.W. 2d 523 (Iowa 1980).

Cross Reference:        402.1   Release of Credit Information

                                    403      Employees' Health and Well-Being

                                    708      Care, Maintenance and Disposal of School District Records

Approved:  11/01/2004

Reviewed:  08/20/2007, 07/18/2016, 03/21/2011, 03/21/2022, 06/19/2023

Revised:  03/21/2011, 03/21/2022, 06/19/2023

Employees are encouraged to attend school board meetings.  Upon request by the board or administration, employees will be available to provide information and assist in providing recommendations to the board.  Employees will keep the board informed, through the administration, about educational trends and issues.  It will be the responsibility of the employees to keep the administration informed about the day-to-day occurrences in their work areas.

It will be the responsibility of the superintendent to develop avenues for communication between the board and employees.  These avenues of communication will not be construed as denying the right of any employee to appeal an action or decision of the superintendent to the board.