Protocols For Contractually Binding The District

1.         No teacher has the authority to contractually obligate the district.

2.         Principals and other administrators may contractually obligate the district if there is a specific delegation of authority from the Board of Directors.

3.         The ability to contractually obligate the District is the sole prerogative and obligation of the Board of Directors except to the extent clearly delegated to an employee of the district.

Protocols For Student Trips

1.         Any contact between an employee of the district and a third party vendor offering to any extent a district authorized student trip shall immediately contact the superintendent prior to proceeding further.

2.         All negotiations for such a student trip shall be conducted through the superintendent’s office.  The involvement of any teacher and administrator in such negotiations shall be at the request of the superintendent.

3.         At the point that the intended student trip can be adequately described, the proposed trip should be presented to the Board of Directors for its initial authority to proceed.

4.         Due diligence shall be performed by the superintendent’s office, including but not limited to examination of references, satisfactory evidence of vendor’s financial strength, resources, adequate bonding, insurance. The superintendent may have the district’s legal counsel review all vendor contracts and bond documents.

5.         All site visits and designation of chaperones shall occur with the superintendent’s approval or his/her designee’s approval.  Any complimentary offerings by the vendor shall belong to the District for its use in conducting the trip.  Any complimentary offerings will be determined by the Board of Directors or designee (superintendent).  No employee of the district may receive complimentary offerings directly from the vendor. 

6.         Formal board review of due diligence results, contractual documents, and opinion of legal counsel if any and board approval are required prior to a binding contractual obligation which shall be in writing.

7.         All student trips outside of the State of Iowa (three nights or more) may include at least one school district administrator.  Administration shall have final authority on trip.  Board shall determine which trips require an administrator. 

8.         A list of persons traveling with students who are not school district employees must be turned in to the superintendent or his/her designee at least one week prior to departure.

9.         The superintendent or his/her designee shall confirm that the district’s liability policy will cover the trip or that additional insurance has been secured, if necessary.

10.       The superintendent or his/her designee shall receive a copy of all written communications distributed to students or parents.

11.       Trip arrangements must include contingency plans for emergencies and student discipline.

12.       All student fundraising activities must be approved in advance by the building principal, and then submitted to the activities director for final approval.  If the fund raiser is projected to raise more than $3,500.00, prior approval from the Board of Education will be required.

13.       The proceeds from fundraising using the Independence School District name or students are the property of the Independence Community School District.

14.       Preference will be given to vendors who have primary business in Iowa, but it is not an absolute (vendor range will include Iowa and bordering states).