Policy #: 100-01

Statement of Policy

Statement of Purpose: 

The Board, in an effort to ensure and enhance the possibilities for excellence in the education of our children in a free society, presents and endorses this statement of policy on school and community relations because of its conviction that (a) the public schools belong in every sense to the people who created them by consent and support them by taxation; (b) the schools are only as strong as the intelligent and informed support of the people of the community; and (c) the support of the people must be based upon their knowledge of, their understanding about, and their participation in the aims and efforts of the public schools.

The Board therefore reaffirms and declares its design and intent:

• To keep the citizens of the district regularly and thoroughly informed through all the channels of communication of all the policies, programs, problems, and planning of the school system, and to carry out this policy through its own efforts and the offices of the Superintendent of Schools.
• To invite the advice and counsel of the people of the school district at all times and especially at all monthly meetings of the Board, except at executive sessions.
• And to solicit the sound thinking and studied counsels of the people through advisory committees selected from the community and appointed by this Board to consider those problems which vitally affect the future of our children.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-02

School Board Goals and Objectives

Purpose:

To provide the public with school board goals and objectives.

School Board Goals and Objectives

The Board is committed to the education of all students appropriate to the best of their individual abilities; to a constant awareness of the concerns and desires of the whole community regarding the quality and performance of the school system, with the Board assuming an educational leadership; to the employment of a Superintendent who will see that the Capital School District maintains a position as an outstanding school system and, under whose leadership, the school personnel will carry out the policies of the Board with imagination and dedication; and to the continued involvement of the Capital School District Schools for the benefit of its people.

Additionally, the Board's specific Policy and Direction goals are:

• To interpret the educational needs and aspirations of the community through the formulation of policies which stimulate the learner and the learning process.
• To manage the school system in accordance with Board policy.
• To provide leadership in each school in order that the goals and objectives of the school system can be effectively carried out.
• To maintain two-way communication with the various publics served by the schools in order to interpret public attitudes to identify policies and procedures of the schools, and to encourage public involvement with, and understanding of, the schools.
• To develop and provide the data appropriate for the management functions of planning, evaluating, organizing, controlling, and executing.

We believe that the Board is responsible to the people and therefore should attempt to reflect the opinion of the community. However, school board members must look to the future more clearly than is required of the average citizen. The results of many of the decisions and actions of the Board will not be realized at once, but will set the course of education for future years. The Board should fearlessly support those educational philosophies and procedures needed to promote an adequate education for this community based upon the needs of the pupil population.

Authority and Title

The title of the governing body of this school district shall be the Capital School District Board of Education. It shall have the authority to administer and to supervise the Capital School District and to determine policy and adopt rules and regulations for the general administration and supervision of the schools. Such administration, supervision and policy shall be conducted and formulated in accordance with Delaware law and the policies, rules and regulations of the State Board of Education.

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-03

School Board Term of Office and Election

Purpose: 

The following policies concerning the election and membership of the Capital School District Board of Education shall be followed.

Exception to Election

“No person shall be elected or serve as a school board member who holds a paid position which is subject to the rules and regulations of such school board.”

Delaware Code, Title 14, Section 1051 (b).

Number on School Board

“Unless otherwise provided in this chapter, each school board shall be composed of five members.”

Delaware Code, Title 14, Section 1052 (a).

Qualifications

“Each member shall be a citizen of the State and resident of the school district in which elected or appointed and shall be qualified to vote at a school election in that district at the time of such election or appointment.”

Delaware Code, Title 14, Section 1052 (b).

Term of Office

Unless otherwise provided in this chapter, each school board member shall be elected for a term of four years except when such election is to fill an unexpired term, said term commencing on the first day of July following his/her election.

Delaware Code, Title 14, Section 1052 (d).

Term of Election

“Unless otherwise provided in this chapter, one school board member shall be elected each year except where an unexpired term of a former member is also to be filled. The term of office of a member of the board of education, except for members appointed to an unexpired term, shall become effective on July 1st of the year they are to take office. New members shall receive the Oath of Office with the organization in the annual meeting held in the month of July each year. The term of office commences on July 1st each year in which they have taken office, and shall terminate on June 30th ending the number of years they were elected to serve.”

 

Section:	Board Governance
Date Approved:	04/20/2026
Date Revised:	03/26/2026

Policy #: 100-04

Oath of Office

Ooath of Office of the School Board Member

a. Each school board member shall, before entering upon the duties of the office, take and subscribe to the following oath or affirmation:

“I do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the State of Delaware, and that I will faithfully discharge the duties of the office of school board member according to the best of my ability; and I do further solemnly swear (or affirm) that I have not directly or indirectly paid, offered, or promised to pay, contributed, or offered to or promised to contribute, any money or other valuable thing as consideration or reward for the giving or withholding a vote at the election at which I was elected to said office, so help me God (Or I so affirm).”

b. The oath or affirmation shall be administered by the president or vice-president of the school board of the school district, or in the case of a newly-constituted board, by a person appointed by the State Superintendent of Education to administer said oath.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-05

Duties of Officers

Purpose: 

To establish the duties of the officers of the Board of Education.

Duties of Officers

President

The President, except in cases when unable to attend, shall preside at all meetings of the Board of Education and shall vote on motions placed before the Board for action. The President shall sign such documents on behalf of the Board as may be required. The President shall represent the Board in deliberation with other boards, school systems or agencies unless another member of the Board is so designated. The Board President will appoint all Board committees, call special meetings and perform other duties as prescribed by law.

Vice President

The Vice President shall have the powers and duties of the President in his/her absence or during his/her disability, and such other powers and duties as the Board may from time to time determine.

Executive Secretary

The duties of the executive secretary of the Capital School District Board of Education which position is held by the Superintendent of Schools shall be those which will meet the responsibility of the office. Specifically, some of these duties would be as follows:

a. Determining the overall schedule of Board business with the Board President and with input from Board members submitted in writing to the President.

b. Directing matters to the attention of the Board.

c. Goal setting and goal review.

d. Comunications, including liaison with external agencies and organizations.

e. To take, or have taken, all minutes of all Board of Education meetings at regular and special sessions.

f. To prepare all minutes for proper dissemination, according to this manual, to Board of Education members and other sources listed herein.

g. To take care of any correspondence necessitated by the actions, business, or desires of the Board of Education.

h. To answer all inquiries or requests for the Board of Education which do not require formal Board of Education action or are not required to be passed directly to the Board of Education at a regularly assigned session.

i. To prepare news releases, information and other such material at the discretion of the Board of Education.

j. To attest to and prepare all legal papers which are necessary for the operation of the Capital School District Board of Education and the district itself with advice of counsel.

k. To post, or have posted, all legal notices, advertisements, announcements, or other items which would fall under this category.

l. To carry out any and all other directions mandated by the operation of the Capital School District Board of Education.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-06

Duties of Officers

Purpose: 

The following policy shall govern the actions of Capital School District Board of Education members.

Duties of Board Members

The duties and obligations of an individual board member may be enumerated as follows:

1. To be familiar with the State school laws, regulations of the State Department of Education, and Capital School District policies, rules and regulations.
2. To have a general knowledge of educational aims and objectives of the system.
3. To work harmoniously with other board members, staff and faculty, students and community without trying either to dominate the board or neglect his/her share of work.
4. To vote and act in the board meetings impartially for the good of the district.
5. To accept the will of the majority vote in all cases and give support to the resulting policy (See Policy 100-07).
6. To represent the board and the Capital Schools to the public in such a way as to promote both interest and support.
7. To refer complaints to the proper school authorities and to abstain from individual action.
8. Communicate to board members and the superintendent, at appropriate times, expressions of public reaction to board policies and school programs.

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-07

Board Member Ethics

Purpose: 

The members of the Capital School District Board of Education have a duty to the citizens of the community to serve the community in an honorable and ethical manner. This policy serves to define the meaning for public awareness.

Board Members' Ethics

I. As a member of my local Board of Education, representing all the citizens of my school district, I recognize:

1. That my fellow citizens have entrusted me with the educational development of the children and youth of this community.
2. That the public expects my first and greatest concern to be in the best interest of each and every one of these young people without distinction as to who they are, or what their background may be.
3. That the future welfare of this community, of this State, and of the Nation, depends in the largest measure upon the quality of education we provide in the public schools to fit the needs of every learner.
4. That my fellow board members and I must take the initiative in helping all the people of this community to have all the facts all the time about their schools, to the end that they will readily provide the finest possible school program, school staff, and school facilities.
5. That legally the authority of the Board is derived from the State which ultimately controls the organization and operation of the school district and which determines the degree of discretionary power left with the Board and the people of this community for the exercise of local autonomy.
6. That I must never neglect my personal obligation to the community and my legal obligation to the State, nor surrender these responsibilities to any other person, group, or organization; but that, beyond these, I have a moral and civic obligation to the Nation which can remain strong and free only so long as public schools in the United States of America are kept free and strong.
7. That I will adhere to the spirit and intent of Delaware Code, Title 29, Sections 5805 and 5806 regarding conflicts of interest and proper code of conduct as a Board of Education member and official.

II. In view of the foregoing consideration, it shall be my constant endeavor:

1. To devote time, thought, and study to the duties and responsibilities of a school board member so that I may render effective and creditable service.
2. To work with my fellow board members in a spirit of harmony and cooperation in spite of differences of opinion that arises during vigorous debate of points at issue.
3. To base my personal decision upon all available facts in each situation; to vote my honest conviction in every case, unswayed by partisan bias of any kind; therefore, to abide by and uphold the final majority decision of the Board.
4. To remember at all times that as an individual I have no legal authority outside the meetings of the Board, and to conduct my relationship with the school staff, local citizenry, and all media of communication on the basis of this fact.
5. To resist every temptation and outside pressure to use my position as a school board member to benefit either myself or any other individual or agency apart from the total interest of the school district.
6. To recognize that it is as important for the Board to understand and evaluate the educational program of the schools as it is to plan for the business of school operation.
7. To bear in mind under all circumstances that the primary function of the Board is to establish the policies by which the schools are to be administered, but that the administration of the educational program and the conduct of school business shall be left to the employed superintendent of schools and his professional and non-professional staff.
8. To welcome and encourage active cooperation by citizens, organizations, and the media of communication in the district with respect to establishing policy on current school operation and proposed future developments.
9. Finally, to strive step by step toward ideal conditions for the most effective school board service to my community, in a spirit of teamwork and devotion to public education as the greatest instrument for the preservation and perpetuation of our representative democracy.

Board Memberships

The Board of Education of the Capital School District may participate in memberships such as the Delaware School Boards Association, the National School Board Association and other organizations whose function is to enrich or enhance Board of Education members’ expertise in the operation of their district.

Membership in such organizations shall be by majority vote of the Board of Education.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-08

Board Member Development, Compensation, Committees, and Board-Superintendent Relations

Purpose: 

To provide information of the expectations of what is involved in being a member of the Capital School District Board of Education and other related information.

Board Member Development Opportunities

School board members are expected, if funds are available, to attend workshops presented by State, Regional and/or National School Boards Associations and to attend teachers’ conventions. The office of the Delaware School Boards Association is always available to members. Professional magazines and our own library shall be available to each board member. Some aspect of the educational program will also be presented to the board at board meetings.

Compensation and Expenses of Board Members

Members of the Board of Education shall be paid no salary as authorized by law. They shall be reimbursed for expenses in attending meetings of the Delaware School Boards Association, National School Boards Association and for other expenses incurred in performing school board duties.

Board Committees

The Board of Education shall have no standing committees. For special assignments the Board may create special committees. When so created, such committees shall be appointed by the President and shall terminate upon completion of their assignments, or they may be terminated at any time by a vote of the Board. Board committees are subject to Freedom of Information Act.

Board-Superintendent Relations

The development of policy is one of the most important functions of a school board and the execution of the policies is the function of the superintendent. This relationship provides freedom for the superintendent to manage the schools within policy and allows the board to devote its time to policymaking and other functions. The superintendent is the chief executive officer of the board and is responsible for the professional leadership necessary to translate policy into administrative action.

The board holds the superintendent responsible for the administration of policy, the execution of board decisions, the operation of the district, keeping the board informed about the operation of the schools and other functions. The superintendent may delegate the responsibility and authority to discharge these functions to other administrators and develop such procedures and regulations as are necessary to ensure efficient operation of the schools. Reports will be prepared to facilitate decisions. The superintendent and the board president will prepare the final agenda for each board meeting. The superintendent will attend all meetings and participate in all deliberations except when discussing his/her contract.

The board assumes that the superintendent is professionally able and possesses outstanding qualities of leadership, vision, administrative skill, and that the superintendent will implement all policies of the board in good faith. The superintendent will administer the schools in conformity with the adopted policies of the board, state laws, administrative rules and regulations. He/she is responsible for instruction, accountability data systems, facility master plan, financial management and budget development, human resources, student services, support services, federal and special programs, and communication with all stakeholders. These functions will be coordinated to obtain the efficient operation of the schools for the benefit of the total community.

In a cooperative climate, the responsibilities of the superintendent and board are identified as:

Board
1. To select a competent, established educational leader as superintendent.
2. To serve as a policy-making body.
3. To allow the superintendent to administer the schools.
4. To exercise sound judgment in financial and business affairs of the school district.
5. To govern always in an ethical, honest, and forthright manner with the superintendent and community.
6. To provide necessary personnel through the budget process.
7. To enact legal action required by law.
8. To approve an annual budget and review monthly financial documents in monitoring sound district finances.
9. To function as a board rather than as individuals and support decisions made by the board. All Board members are elected officials and have an obligation to speak to the press. However, no individual is authorized to speak on behalf of the Board without Board permission. It is suggested that requests for official Board statements be deferred to the Board President and/or Superintendent.
10. Board members shall, whenever possible, communicate with staff members through the Superintendent, adhering to the established chain of command protocol. Records of formal requests of information by the Board or any board member shall be maintained by the Superintendent indicating date of request, information requested, date request complied with and disseminated to all board members.
11. To hold the superintendent accountable for results.
12. To remember that schools exist for the benefit of the students and the community.
13. To act only on the recommendation of the superintendent in matters of employment or dismissal of school personnel.
14. To refer all complaints to the superintendent and discuss them only at a regular meeting after failure of administrative resolution.

 

Superintendent
1. To provide effective administrative, professional, and instructional leadership.
2. To recommend sound policy and implement these policies through formulating and enforcing necessary administrative regulations.
3. To enact board policy through effective administration.
4. To keep the board informed on financial matters, conduct long-range planning, and monitor expenditures within the approved budget.
5. To administer and lead in an ethical, honest, professional, and forthright manner with the board, the staff, and the community.
6. To present personnel needs and make position assignments.
7. To recommend to the board legal action required by law.
8. To recommend an annual budget and submit monthly financial documents as prescribed.
9. To conduct school district business with the board as a whole rather than with individual members. To speak on behalf of the Board when requested for official board statements.
10. To ensure staff members have necessary communication through the superintendent with the board. Maintain record of formal requests of information by the Board or any board member indicating date of request, information requested, date request complied with and disseminated to all board members.
11. To accept responsibility for results.
12. To remember that schools exist for the benefit of the students and the community.
13. To make recommendations to the board regarding employment and dismissal of school personnel.
14. To investigate all complaints received and seek administrative solution.

 

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-09

New Board Member Orientation

Purpose: 

The magnitude of school board membership calls for knowledge of, and orientation to, many areas of information and understandings.

New Board Member Orientation:

Under the guidance of experienced board members and the Superintendent, orientation will be provided to new board members through activities such as these:

a. Workshop for new board members conducted by state and area school board associations

b. Discussions and visits with the Superintendent and other members of the school staff

c. Providion of printed and audio-visual materials on school board and administrative policies and procedures

d. Briefing sessions for incoming members by incumbents

Orientation shall be considered as an ongoing process for all school board members and may include such activities as those indicated above, with the addition of items such as these:

a. Attendance at school board and administrative conferences and conventions on a local, area, state, and national basis

b. Exchange of ideas through joint meetings with neighboring school boards

 

Section:	Board Governance
Date Approved:	07/13/2005
Date Revised:

 

 

Policy #: 100-10

School Board Vacancy

Purpose: 

To provide information on vacancies on the school board.

Vacancies on the School Board

If a vacancy should occur on the Board of Education of the Capital School District before the term of a board member expires, the Capital School District Board of Education will adhere to the following:

a. If any school board member ceases to be a resident of the reorganized school district, they shall cease to be a member of its school board.

b. Unless otherwise provided in this chapter, a vacancy on a school board for any cause other than expiration of term shall be filled by appointment by the remaining members of the school board for the remainder of the fiscal year, and the new member shall be elected at the next regular school board election to serve for the unexpired term.

c. In the event that a majority of, or the whole membership of a school board, shall become vacant at the same time for any reason whatsoever, the State Board of Education shall immediately appoint an interim school board to conduct the business of the district. If the school board is elected, the State Board of Education shall call a special school board election to be held in the reorganized school district, within 60 calendar days, to elect members to fill the unexpired terms. If the school board is appointed, the appointing authority shall appoint the required number of school board members to fill the unexpired terms. Nominations and elections held or appointments made pursuant to this section shall be held or made in accordance with the provision of this chapter. The interim board members shall be dismissed upon qualification of the newly elected or appointed members.

d. In the event of vacancies under this section which are to be filled at the next regular school board election, candidates shall file for the position vacant to fill the remainder of the unexpired term in accordance with the provisions of section 1075 of this Chapter. Delaware Code, Title 14, Section 1054.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

 

 

Policy #: 100-11

Board Meetings

Purpose: 

This policy defines the way Capital School District Board of Education meetings are to be conducted.

Board Meetings

The following policies concerning Board of Education meetings shall be followed:

The Board of Education shall transact all business at a legal meeting of the Board.

The President shall start all meetings promptly at the appointed hour.

Types of Meetings

The following types of meetings will be the only meetings held by the Board of Education in the Capital School District.

Annual Meeting

"(a) Each school board shall hold an annual meeting at its office in July of each year." Delaware Code, Title 14, Section 1045.

It shall be the policy of the Capital School District Board of Education to publicize the annual meeting to be held in July, according to State law in advance of said meeting, to ensure better community involvement and support. Unless otherwise announced, the annual meeting outlined in Title 14, Section 1045, will be the regularly scheduled Board of Education meeting in July. In addition, the Board of Education shall meet, when agreed upon by the board, for a board retreat.

Regular Meetings

“(a) Regular meetings of the school board shall be held each month during the year at the regular meeting place designated by the school board.” Delaware Code, Title 14, Section 1048 (a).

Special Meetings

The President may call a special meeting of the Board of Education whenever he/she considers such a meeting necessary. The President shall also call a special meeting or meetings of the Board of Education whenever required to do so by statute.

The President of the Board of Education may call a special meeting if requested to do so by the Superintendent.

The President shall call a special meeting when requested to do so by one or more members of the Board of Education.

Board Work Sessions

All work sessions are special meetings of the Board of Education. No regular action is normally transacted unless the Board of Education feels the need to transact such business out of emergency or expediency of operation in the Capital School District.

The normal format of the work session shall be one of educating Board of Education members in the operation of the Capital School District and reporting on areas of operation in the Capital School District to the Board of Education.

All work sessions, special and regular sessions of the Board of Education are open to the public, and their attendance is solicited.

Executive Meetings

The President of the Board of Education may call an executive meeting of the Board of Education whenever he/she considers such a meeting necessary. The President shall call an executive meeting of the Board of Education whenever required to do so by the nature of the business being discussed by the Board of Education.

The President of the Board of Education may call an executive meeting of the Board of Education when requested to do so by the Superintendent. The President shall call an executive meeting when requested to do so by one or more members of the Board of Education.

Executive sessions shall be utilized only for the purpose of discussion. No final action will be taken during executive sessions and all final actions will be taken in open meetings, regular or special.

Time, Place, and Date of Board of Education Meetings

Time of Meetings

1. Regular Meetings: Unless otherwise publicized, will start at 5:30 p.m. Please refer to the Order of Business as listed on page 4 of this policy.
2. Executive Session: As set by Board President and contained in notification to individual Board members.
3. Special Meetings: As set in notification by Superintendent and/or Board President to individual Board of Education members.
4. Annual Meeting: See Delaware Code, Title 14, Section 1045 (a).

Day of Month

1. Regular Board meetings shall, unless otherwise publicized, be held on the third Wednesday of each and every month.
2. Special meetings will be as contained in notification by the Board President and/or Superintendent to the individual Board members.
3. Executive Board meetings will be as contained in notification by the Board President and/or Superintendent to the individual Board members.
4. Annual Meeting. Legal Reference: Delaware Code, Title 14, Section 1045.

Notification of Meetings

1. Regular board meetings shall require no notification to Board members unless their time, place, or date is to be changed from regular Board policies.
2. Executive and special meetings of the Board of Education will be established by need and the President of the Board. Ample notification shall be given electronically, by mail, or verbally to each Board member prior to any such meeting.
3. Annual Meeting. See legal reference to Delaware Code, Title 14, Section 1045.

Notification to the Public

School board meetings are public meetings (with the exception of executive sessions) and are open to the public, but participation and public comments shall be limited to residents, students, and parents of students of the Capital School District. It is the policy of the Board to announce in advance, whenever practicable, through email messaging and posting on the district website, and such other means as may appear appropriate, the date, time, and place of regular and special meetings, and the major topics to be discussed.

All citizens of the district shall be especially encouraged, by a variety of means, to attend all meetings of the Board. School personnel are also invited and encouraged to attend Board meetings.

Board Meeting Preparation

Before actions by the Board are requested or recommended, the Board shall be provided with adequate date and back-up information to assist the Board in reaching sound and objective decisions consistent with established goals.

Board members shall be expected to read the information provided to them and to contact the Superintendent to request additional information that may be deemed necessary to assist them in their decision-making responsibilities.

Agenda

The following policies concern the agenda for meetings of the Capital School District Board of Education, and they shall be followed:

Determination of Agenda

The office of the Superintendent shall prepare the agenda for each Board meeting. Whenever a matter involving policy consideration is placed on the agenda, the Superintendent shall advise the Board of Education of any policies previously adopted affecting such matter. Any member of the Board may submit suggestions for items on the agenda through the board president. Final decisions of board agenda items shall be made by the Superintendent and the Board President.

Individuals having an item of business to be considered for formal presentation to the Board should make such request to the Superintendent for placement on the Board agenda. This request shall be submitted in writing and received in the Office of the Superintendent at least fifteen (15) days before the meeting for consideration for placement on the agenda.

Order of Business

1. Roll Call - Establish a Quorum
2. Executive Session
3. Reconvene Open Session
4. Pledge of Allegiance
5. School, Student, and Staff Recognition
6. Presentations
7. Superintendent Update
8. Board President/Member Updates
9. Public Comment (Is reserved for residents, students, and parents of students of Capital School District)
10. Consent Items
11. Items for Action, Discussion, and Information
12. Adjournment

Dissemination of Agenda

The agenda, prepared by the Board of Education and the administration according to outlined policies, shall be made available through social media, in advance of the scheduled meeting, where possible; copies shall be made available to all Board of Education members and the administration. The agenda will also be available to the public at the meeting site.

Distribution of Materials

The agenda, supporting materials, and minutes of the previous meeting or meetings shall be distributed to Board members three days prior to the meeting scheduled. All correspondence shall be made available to members at the meeting.

Board Rules of Order

The Board shall observe Robert’s Rules of Order, Revised, except that the President may discuss and have a vote on all matters before the Board, or except as otherwise provided by law.

Board Quorum

A majority of the members (three members) shall constitute a quorum. No action may be taken unless a quorum is present. A majority of the whole Board of Education may adopt a resolution or take official action (three members voting in the affirmative). All business so conducted becomes binding on all Board of Education members. Legal reference: Delaware Code, Title 14, Section 1048 (c).

Regular and special meetings; note and location

“No business shall be transacted at any meeting of the school board without a quorum, such quorum to consist of at least three school board members. No motion or resolution shall be declared adopted without the concurrence of a majority of the whole school board.”

Recording of Votes

All voting of the Board of Education shall be done in a vocal manner by each Board of Education member. The President shall affirm the outcome of all such voting, and each Board member’s vote shall be recorded by the executive secretary of the Board of Education in the Board’s official minutes. A majority of the members of the Board of Education (three members minimum) shall constitute a quorum. No motion or resolution shall be adopted until it shall receive the affirmative votes of a majority of the whole Board of Education (three votes minimum). Voting shall also be conducted by Robert’s Rules of Order, Revised.

Resolutions

All matters of procedure at the Board of Education meetings in the Capital School District shall be according to Robert’s Rules of Order, Revised. Resolutions may be made by any member of the Board of Education. Such resolutions may originate due to necessary business transactions of the Capital School District, due to laws of the State of Delaware pertaining to the operation of the schools, due to 6 discussions at Board of Education meetings, or by Board of Education members, Capital School District administrators, or upon request of citizens of the Capital School District.

All resolutions shall be in the proper form as dictated by the Capital School District and/or the State of Delaware.

Board of Education Spokesperson

At all meetings of the Capital School District Board of Education, the President, or another member of the Board which he/she will select, shall be the main spokesperson for the Board of Education and the district. However, he/she may call upon any, or all Board of Education members for opinions, data, advice, etc., as he/she sees fit. He/she may also ask the same of the administrative staff and other interested parties in attendance.

Board Meetings News Coverage

The Board believes that one of the paramount responsibilities of a Board of Education in a democracy is to keep the public informed of its actions. Consequently, local news media representatives shall be welcome to attend all regular, special, and annual meetings of the Capital School District Board of Education. In the event that representatives of the news media are unable to attend a meeting of the Board, an attempt shall be made to make available to the press a summary of important Board actions.

Public Participation in Board Meetings

All meetings of the Board (except executive sessions) shall be open to the public. All actions of the Board shall be taken openly, and the deliberations leading to Board action shall, likewise, be conducted openly. The public is invited to attend Board meetings. Residents, students, and parents of students of Capital School District may comment to the Board during the Public Comment time identified in the agenda, following the guidelines listed below.

Guidelines

Individuals desiring to address the board must read these guidelines and submit either the written form found on the table at the entrance of the Board Room or the electronic form listed as a link on the meeting announcement prior to the public meeting.

Responses will be collected and provided to the board president just prior to the meeting being called to order. Due to the virtual meeting format, individuals joining virtually will not be able to speak directly to the board, but written comments will be read aloud from the form submitted. Individual comments cannot exceed three minutes unless otherwise amended by the Board. Public comment time will not exceed fifteen (15) minutes. The board may extend public comment time at the conclusion of the regular agenda, which also will not exceed fifteen (15) minutes.

Topics for public comment should not identify individual student or personnel concerns. If a comment makes defamatory statements or invades the privacy rights of a student or employee, the writer is responsible for such statements and may be held liable. Comments will not be read aloud if the speech identifies an individual, is inflammatory, disrupts the Board meeting, or is vulgar or obscene.

Laws protecting the privacy rights of employees and students prohibit Board members and the Superintendent from engaging in a discussion of any employee’s performance or qualifications, or confidential matters related to a student. Board members may be exposed to legal liability if they violate these limitations. Therefore, if comments address such matters, the board cannot respond. It is recommended an attempt be made to resolve concerns at the lowest appropriate level within the district.

 

Section:	Board Governance
Date Approved:	05/06/2026
Date Revised:	04/22/2026

Policy #: 100-12

Presentations Before the Board of Education

Purpose: 

To provide the public with information on rules and regulations governing Board Presentations.

Presentations Before the Board of Education

The Capital School District Board of Education adopts the following rules and regulations governing presentation to said Board.

A. Initiation of Request

1. Any citizen or citizen group of the Capital School District may request to be placed on the Board of Education agenda. This request must be placed in writing with the Capital School District Superintendent who serves as Secretary of the Board at least fifteen (15) days in advance of the meeting. Upon reviewing the request, determination will be made as to whether the request will become an item of the Board agenda by the Superintendent in consultation with the Board President.
2. The written request shall set forth the general nature of, and the grounds for, making a presentation.
3. All parties who are to be part of the presentation must also be made known to the Board in the request.

B. Procedure on Request

Upon review of the request by the Superintendent whether it is a matter of interest and within the purview of the Board of Education for presentation before the Board at a regular meeting, determination will be made as to whether the request will become an item of the Board agenda by the Superintendent in consultation with the board president.

C. Procedure at Board Meeting

1. If the request becomes an agenda item, the Secretary of the Board of Education shall note in the minutes of the Board the names of citizens or group of citizens making the presentation. 
2. Method of Proceeding
   1. The citizen or group of citizens making the presentation will be subject to examination by the members of the Board, Superintendent or members of the Board’s administrative staff as recognized by the President of the Board.
   2. If a decision is called for, the Superintendent shall present his recommendation to the Board.
3. The Board, after considering the evidence presented and the arguments made for and against the presentation, shall reach a decision and so inform the parties in writing of that decision, if a decision is warranted.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-13

Board Minutes

Purpose: 

The following policies shall be those of the Capital School District Board of Education concerning the official minutes of all meetings.

Methodology

Records of the Board of Education shall be taken by the Executive Secretary or Designee at each and every meeting. A copy of all motions shall be carefully recorded in these minutes with the names of all Board of Education members who made and seconded motions. When the vote is not a unanimous vote, a roll call will be conducted.

The official minutes shall be bound and shall be kept in the Office of the Board of Education. The Board of Education, therefore, shall not transact any business outside of the regular or special meetings of the Board of Education, where official minutes are to be taken.

No member shall have the power to act in the name of the Board of Education outside of Board of Education meetings unless authorized by the Board of Education to do so.

All resolutions introduced shall be recorded in their entirety. Discussions shall be summarized to best reflect the intent of those discussing an issue. The minutes shall accurately record decisions made by the Board of Education. However, the minutes do not reflect, and are not intended to reflect completely, the type and quality of deliberations involved in the arrival of these decisions.

Any Board member may request that his/her statement be made a part of the record in its entirety.

Distribution of Minutes

All records of school business so transacted shall be available to citizens for inspection at the Board of Education offices. Records may be copied or photographed, but are not to be taken from the administrative office for such purposes. Copies of minutes may be requested and will be issued according to Board Policy 200-15, Freedom of Information.

Tentative minutes (those not officially approved by the Board since their last regular session) shall be made available when necessary for Board members and the administration within fourteen calendar days. Highlights of all Board of Education meetings will also be constructed by the Superintendent of Schools and shall be made available to all news media.

Highlights of Board of Education action may also be incorporated into the Capital School District newsletter (whenever possible).

Approval of Board Minutes

Minutes of past board meetings shall be formally approved at the next regular session of the Board of Education by a majority of the Board of Education membership. Any correction, addition, deletion or rewording the Board of Education members might desire to be added, should be added at this time. (Minutes so approved become official Capital School District documents.)

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-14

Board Hearings

Board Hearings

Board of Education hearings will be conducted by the Board of Education for those instances and requirements by law or Capital School District policies and agreements. Legal reference: Delaware Code, Title 14, Section 1059.

Procedures

The following procedures concerning Board operation will be followed:

It is the desire of the Board that meetings shall be formal enough for orderly procedure but informal enough to be natural and to encourage free discussion and to promote group thinking and action.

The Board desires to be cognizant of the problems, requests, complaints, and suggestions of members of the community, but it is necessary that the Board not allow the perusal of such material to interfere with diligent attention to the affairs of the district.

 

Section:	Board Governance
Date Approved:	07/13/2005
Date Revised:

Policy #: 100-15

Review of Board Procedures

Purpose: 

The Board shall hold a review of its operations at least once annually. In such review, the Superintendent and administrative officers, working with the Board, shall be asked to participate in the review of Board procedures.

Review of Board Procedures

Interpolation

Continuous study should occur to improve the function of the Board. Numerous handbooks and printed materials are available to guide school board members in the efficient discharge of their duties. Various school board associations including the National School Boards Association and the Delaware School Boards Association publish excellent materials which are also available to each board member.

Participation in school board association meetings affords an excellent opportunity for members to express themselves and to learn appreciably about school board operation by observing other directors in action.

Under the best of conditions, the relationship between the chief administrative officer and Board members is, necessarily, a closely-knit operation. Overlapping of functions and responsibilities must, necessarily, occur at times. Only in a spirit of confident teamwork and complete understanding are the Board members and the administrative officials free to operate.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-16

Regulations for the Conduct of Public Hearings

Purpose: 

To provide the public with information regarding hearings before the Board of Education.

Regulations for the Conduct of Hearings of the Public Before the Board of Education

A. Initiation of Appeal Procedure

1. Whenever a right of appeal of any decision to the Board of Education is provided, an aggrieved person shall begin the appeal procedure by service Notice of the Appeal in writing, setting forth the grounds for appeal, to the Superintendent of the Capital School District.
2. Said Appeal shall be served within thirty (30) days after notice to the person(s) of the decision which he is appealing.

B. Procedure on Appeal

1. The Superintendent shall docket any appeal received for hearing before the Board at a regular meeting of said Board, which shall be no earlier than twenty (20) days after the receipt of the Appeal.
2. The Superintendent shall notify the parties of the hearing date and that written statements of position and/or briefs must be filed with the Board at least ten (10) days prior to the hearing date. Failure to file statements by the time specified will result in postponement of the hearing until the next regular meeting of the Board.
   1. The statement of position must clearly state the issues to be raised before the Board. Any issue not raised therin will be considered only at the discretion of the Board.
   2. The statement of position shall be accompanied by affidavits supporting any facts alleged therin.
   3. Briefs or legal memoranda may be submitted with the statement of position if the grievance concerns a legal issue or interpretation.

C. Hearing Procedure

1. The President of the Board of Education, or his/her designated representative, shall be the hearing officer.
2. The hearing officer shall conduct the hearing and make rulings on the admissibility of evidence, or legal counsel may be retained to assist the hearing officer in determining the admissibility of said evidence.
3. All parties to the appeal may be represented by counsel.
4. The Secretary of the Board of Education shall note in the minutes of the Board meeting, the name of the parties appearing and their counsel, if they are represented.
5. The Board may continue, adjourn, or postpone a hearing for good cause on motion of a party or upon its own motion.
6. Any party may request the presence of a stenographic reporter on notice to the Superintendent at least seven (7) days prior to the hearing date. Such party shall be liable for the costs of said reporter.
7. In the absence of any request for a stenographic reporter, the Board may cause an electronic transcript of the hearing to be made by tape recorder or other suitable device. Said electronic transcript shall be destroyed if no request is made to preserve it within three (3) months of said hearing.
8. Method of Proceeding:
   1. The parties to the appeal may rest upon their statement, affidavits, and briefs.
   2. The parties may elect to personally present before the Board the issues raised in their statements by notice to the Superintendent in writing at least five (5) days prior to the hearing date.
   3. The parties may elect to supplement their statements, affidavits and briefs by the testimony of witnesses, but such election shall be in writing, specifying the names of witnesses to be called and the approximate amount of time necessary for said testimony, and shall be served upon the Superintendent at least three (3) days prior to the hearing date.
9. All testimony received must be taken under oath.
10. All evidence is admissible which is relevant, material, reliable and probative but which is not unduly repetitious or cumulative.
11. Objections to the admission of evidence shall be brief and shall state the grounds for such objections.
12. Any person who testifies as a witness shall be subject to cross-examination by the parties, in an order determined by the hearing officer, or legal counsel obtained to advise the hearing officer.
13. Any witness is subject to examination by members of the Board.
14. Any documents to be introduced into evidence shall be marked by the Secretary of the Board and shall be made part of the record of the hearing.
15. The order of presentation, where a hearing is requested, shall be as follows:
    1. Appellant may offer a statement and/or testimony in his/her behalf.
    2. The appellee may offer a rebuttal argument and/or testimony in support of the decision.
    3. The appellant may then have an opportunity for rebuttal.
16. The Board, after considering the evidence presented and the arguments made by the parties to any appeal, shall reach a decision and so inform the parties in writing of that decision.

D. These policies are not valid for hearings whose procedural mechanisms are outlined elsewhere – by Capital School District policy, by State law, or by State Board of Education rules and regulations, i.e., for termination of teachers.

 

Section:	Board Governance
Date Approved:	07/13/2005
Date Revised:

Policy #: 100-17

Public Hearings - Informal

Purpose: 

Interested or affected persons shall be afforded an opportunity to be heard informally before the District Superintendent or his delegated administrative official.

Public Hearings - Informal

If necessary, a hearing before the Board may be granted.

The following procedures shall be followed by the Board whenever large delegations come before it requesting a hearing regarding a critical issue being decided by the Board:

1. Position of the Board stated: After the meeting has been officially opened, the President of the Board shall briefly state the position of the Board and give reasons therefore. If official action on the issue has not yet been taken, the President may so state and may summarize briefly the arguments for and against the issue to be decided. Other members of the Board may also be heard at this time.
2. Speakers for and against the issue: The Secretary of the Board shall secure the names of all those persons wishing to be heard before the Board. Those desiring to speak shall indicate whether they are for or against the issue involved. Persons not responding to the secretary’s request shall not be heard.
   1. The President may set a reasonable time limit for each speaker.
3. Board to answer questions: After the speakers for and against the issue have been heard, the President shall indicate that questions pertaining directly to the issue involved may be directed to the Board.
4. Action by the board: Upon a ruling by the President closing the public discussion, the Board may proceed with its deliberations and take whatever action it deems advisable.

The Board may, at any hearing, by a majority vote, take the issue under submission and continue the hearing from time to time, but not for a period of more than 60 days from the date of the next regular meeting of the Board.

 

Section:	Board Governance
Date Approved:	07/13/2005
Date Revised:

Policy #: 100-18

Board Policy Development

Purpose: 

This policy defines the development of policies which govern District operations.

Policy Development

The Board of Education shall reserve to itself the function of providing guides for the discretionary action of those to whom it delegates authority. These guides for discretionary action shall constitute the policies governing the operation of the school system. They shall be recorded in writing.

The formulation and adoption of these written policies shall constitute the basic method by which the Board shall exercise its leadership in the operation of the school system. The study and evaluation of reports concerning the execution of its written policies shall constitute the basic method by which the Board shall exercise its control over the operation of the school system.

The formal adoption of policies shall be recorded in the minutes of the Board. Only those written statements so adopted and so recorded shall be regarded as official Board policy. Board policies shall be reviewed every five (5) years.

Review of Administrative Rules

The Board reserves the right to review and to veto administrative rules should they, in the Board's judgment, be inconsistent with the policies adopted by the Board.

Administration in Policy Absence

In cases where action must be taken within the school system where the Board has provided no guidelines for administrative action, the Superintendent shall have the power to act.

The Superintendent’s decisions, however, shall be subject to review by the Board. It shall be the duty of the Superintendent to inform the Board promptly of such action and of the need for policy.

Policy Dissemination

The Superintendent is directed to establish and maintain an orderly plan for preserving and making accessible the policies adopted by the Board and the administrative rules and regulations needed to put them into effect. Accessibility is to extend to all employees of the school system, to members of the Board, and to the community.

Policy Review

The Board shall evaluate how its policies have been executed by the school staff and shall weigh the results. The Board shall rely on the school staff, students, and the community for providing evidence of the effect of the policies which it has adopted.

The Board shall also strive to keep its policies up to date. To achieve this end, it directs the Superintendent to call to its attention policies that are in need of revision and/or submit recommendations for new policies to address needs in the district, and newly adopted regulations and legislation. Revised and new policies will be submitted as noted under “Policy Adoption” listed below. Full review of policies shall be conducted every five years.

Student Involvement in Policy Drafting

In the development of policies affecting personnel, the Board may seek the judgment and counsel of appropriate personnel before adopting such policies.

The Board recognizes that most students desire a voice in decisions which will affect them and that students can be an important resource to the improvement of schools.

The Board views student participation in school affairs as an extension of the education process and encourages students to participate through planned programs and procedures in the government of the school and in curriculum evaluation.

The Board recognizes that students, as citizens, should have the privilege of genuine participation in planning instruction and should assume the responsibility of assisting in the devising of regulations for student conduct which provide for all students an educational climate free from interference and interruption.

Policy Adoption

All policies introduced and recommended to the Board will be read three times at a regular Board meeting, as will modifications under normal circumstances. New policies and modified policies will also be posted on the district’s website for review, thus permitting further study and providing opportunity to interested parties to respond. Approval may be granted, however, by the Board with one reading to meet emergency conditions, special events, or upon enacting Policy #100-25.

Attorney Involvement in Policy Drafting

The Superintendent, as the policy draft writer for the Board, shall seek the counsel of the school attorney when, in his/her opinion or the Board’s, there may be a question of legality or proper legal procedure in the development of a proposed school board policy.

Staff Involvement in Policy Drafting

In the development of policies affecting personnel, the Board may seek the judgment and counsel of appropriate personnel before adopting such policies.

Members or organizations of the staff may initiate consideration of policies which will be processed through regular administrative channels and, whenever appropriate, will be considered and acted upon by the Board.

The intent and spirit of these provisions are to gain the most complete and reliable information on which to base decisions and to provide for the maximum practical interaction by way of regular administrative channels.

Policy Drafting

The National School Boards Association urges each school board to foster orderly change and to minimize unrest through the adoption of appropriate school board policies and, simultaneously, to encourage others in positions of policy making or administrative authority to:

1. Involve citizens, including students and parents, in the development of goals, objectives, and programs in such a way as to promote a constructive interchange between the community and its schools.
2. Involve those persons affected by policies and rules during the decision-making process.
3. Provide and publicize procedures for the initiation of change through orderly process.
4. Adopt appropriate procedures to assure due process for those accused of disruptive activities.
5. Provide appropriate penalties, within their power to do so, for persons causing disorder, and enforce rules of procedure with uniformity.

Policy Draft Writer

The Superintendent (or designate) shall be responsible for recasting group consensus about policy recommendations into acceptable written form for further deliberation and/or action by the Board.

 

Section:	Board Governance
Date Approved:	02/17/2016
Date Revised:	01/08/2016

Policy #: 100-19

School Attorney

Purpose: 

To provide information regarding the school legal counsel.

School Attorney

The Board shall retain an attorney for legal counsel and service in the affairs of the district. The attorney serves at the pleasure of the Board and is compensated for services rendered.

The attorney will be required to attend such Board meetings or other meetings where his/her services may be needed. His/her services for Capital School District business are also available to the Superintendent. Staff members who desire legal advice on school problems should make their requests through the Superintendent.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-20

Community Involvement

Purpose: 

The purpose of this policy is to provide a clear means of involving the public with the Board of Education and the activities of the schools.

Community Involvement in Decision-Making

1. The Board of Education must assume leadership in any plan to involve citizens at the local level in educational planning.
2. The Board must be constantly in contact with the community and transmit the concerns of the community to the professional staff of the schools.
3. The Board must hold administrators and teachers accountable for the relevancy and effectiveness of the school program.
4. Community involvement must begin at the neighborhood level, with the principal a key figure in the process.
5. In planning for community involvement, community organizations, teachers, government representatives, students, and parents must be brought into the discussion and decision-making.
6. Community involvement should be regarded as a process rather than merely a matter of arrangements.
7. Local involvement must assure that due process will be observed in making changes and capricious and arbitrary actions will be avoided.
8. Provision must be made for periodic review of arrangements involving local people so that the process may remain dynamic and self-renewing.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-22

Advisory Committees

Purpose: 

The purpose of advisory committees is to provide information to the district and Board of Education regarding policies, practices, or programs, or to assist in making decisions important to the well-being of the district.

Advisory Committees

Advisory committees will be composed of a body of stakeholders representing a cross-section of the district and community. The committee will study the research and facts regarding the required decision and then make recommendations to the district or Board of Education for consideration.

Appointment of Advisory Committees

The Board of Education shall act as a committee of the whole in all matters pertaining to business and educational policies. However, study and advisory committees may be formed by the Board of Education as they are needed or required for the proper functioning of the Capital School District. Committees that are required for Federal projects, by law, will be formed in accordance with said law.

Term of Advisory Committees

Members of advisory or study committees shall serve for a duration of time to be set by the Board of Education.

Vacancies on Advisory Committees

All vacancies which occur on Board of Education committees shall be filled by the Board for the remainder of the term of the committee.

Consultants to the Board of Education

From time to time, as needs require, the Board of Education may retain the services of qualified consultants to supplement the administrative staff of the district in solving educational problems.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	06/20/2012

Policy #: 100-23

Public Relations Programs

Public Relations Information Programs:

The people in this community are interested in their schools as an extension of their homes existing to furnish a special form of aid in the development of their children. The schools closely touch the lives of all persons in this community, and every attempt shall be made by the Board to represent the people according to the best interests of their children. To this end, the Board shall attempt to:

1. Keep themselves and the public informed regarding the policies, administrative operation, objectives, and successes or failures of the schools. Business discussed in executive session shall remain confidential.
2. Provide the means for furnishing full and accurate information, favorable and unfavorable, together with interpretation and explanation.

Board-Community Relations:

As duly elected representatives of the Capital School District, each member of the Board of Education must fulfill the obligation of keeping the public aware of the normal operation of the schools. This duty may be fulfilled by either delegation to the Superintendent of Schools, or by the methods set down by the School Laws of the State of Delaware.

Each Board of Education member shall carry out this duty with discretion, veracity, and with the benefit of the Capital School District always in mind. He/she will be aware of the possible repercussions his/her individual remarks may bring and use the lines of communication established elsewhere in this book for dispersal of all school-community information.

Board of Education members shall be aware of the fact that their actions become part of all Board of Education minutes and must act accordingly, anticipating that such actions will be published and discussed by all of the Capital School District's public.

Public Participation in Board Meetings:

All meetings of the Board, except executive sessions, shall be open to the public. All actions of the Board shall be taken openly. The public is invited to attend Board meetings. Residents, students, and parents of students will be given limited time to voice opinions or problems on the Board agenda under the Public Comment section.

The Board recognizes its responsibility to conduct the business of the district in an orderly and efficient manner and will, therefore, require reasonable controls to regulate public comment to the Board. A resident, student, or parent of student wishing to be heard by the Board shall sign in and fill out a "Request to Address the Board", present the Request to the Board Secretary, identify himself/herself as a member of the Capital School District community (resident, student or parent/guardian), and proceed with his/her comments as the subject permits. The president is responsible for the orderly conduct of the meeting and shall rule on the time to be allowed for public comment. The Board as a whole shall have the final decision in determining all rulings.

School-Sponsored Information:

Publications issued by and in the name of the school of this district shall reflect the high regard and aspirations of our people for their schools. There must be no compromise with high quality of editorial content and effective format. The exercise of appropriate economy in materials is expected, so long as the main purpose is not jeopardized.

All publications shall include the name of the Board and the Superintendent's name either above or below the title [Capital School District] and the date of publication.

Regular and special radio and TV programs shall be consistent with the goals of our schools and the instructional guides approved by the Board. It is important that such programs also reflect the high regard and aspirations of our people for their schools.

News Media Relations:

The Board encourages a policy of sound relations with the press and other communication media in the community and surrounding geographical area. The Superintendent or designee shall plan for the periodic releases to the press and other communication media, which will provide information to the community concerning its schools and various phases of the school program as guided by the following policy guidelines.

News Releases:

All news released by the Board of Education shall be made by the President of the Capital School District Board of Education, his designee, or the Secretary of the Board of Education at the President's direction. Every effort will be made to provide all available news media with such news releases. No individual Board member shall release such news releases without approval of a majority of the Board of Education before the release is made.

School News Releases:

Building principals may release educational information concerning their schools to the media, or may send such releases through the office of the Superintendent for release. All statistical information, however, must first be checked by the central office to ascertain its veracity.

Central Office News Releases:

All news releases coming from the Central Office must first be approved by the Superintendent of Schools prior to their submission to the news media to assure consistency in all such releases. This policy applies to oral as well as written releases, which are to be made to the news media.

News Conferences and News Interviews:

All news conferences will be called by the President of the Capital School District Board of Education or the Secretary of the Board, as directed by the President. A majority of Board members may request the President to call such news conferences on a given topic. All interviews of the Board of Education shall be requested thirty days in advance, and the nature of the interview being requested shall be made known. All such requests shall be in writing.

Board Meeting News Coverage:

We believe that one of the paramount responsibilities of a Board of Education in a democracy is to keep the public informed of its actions. Consequently, local news media representatives shall be welcome to attend all regular, special, and annual meetings of the Capital School District Board of Education. In the event that representatives of the news media are unable to attend the meeting of the Board, a summary of important Board actions shall be made available to them upon request.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-24

Complaints Policy

Public Complaints:

Although no member of the Capital School District community shall be denied the right to petition the Board for redress of a grievance, the complaints will be referred back through the proper administrative channels for solution before investigation or action by the Board. Exceptions are complaints that concern Board actions or Board operations only.

The Board advises that the proper channeling of complaints involving instruction, discipline, or learning materials is as follows:

1. Teacher
2. Principal
3. Superintendent (or designee)
4. Board of Education

Complaints About School Policies Concerning the Capital School District

Although no member of the Capital School District community shall be denied the right to petition the Board of Education concerning local individual school policies, the complaints will be referred back to the local school administration for solution before investigation or action by the Board of Education. The Board of Education advises that the proper channeling of complaints concerning local school policies is as follows:

1. Principal of local school whose policy is being challenged
2. Superintendent (or designee)
3. Board of Education

Complaints About School Facilities and Services in the Capital School District

Although no member of the Capital School District community shall be denied the right to petition the Board of Education concerning facilities and services in the Capital School District, the complaints will be referred back to the appropriate administrative officials for a solution before investigation, or action, by the Board of Education.

The Board of Education advises the public that the proper channeling of complaints concerning Capital School District services or facilities is as follows:

1. The administrator in charge of the service of facility
2. Superintendent for Board of Education

Complaints About School Personnel in the Capital School District

Realizing that education is a human-to-human relationship and that such relationships may at times cause stress, the Capital School District Board of Education mandates the following procedures concerning complaints about Capital School District personnel:

1. All complaints, to be given proper attention, must be reduced to writing, signed, and addressed properly to the person’s immediate supervisor. A complainant may contact the district office to find the proper immediate supervisor.
2. All such complaints must be delivered or mailed to the immediate superior of the person, at which time the superior will notify the person about whom the complaint is made. (See the Master Agreement signed between the Capital School District Board of Education and the local teacher organization concerning the specifics of this relationship.)
3. All such complaints shall be specific and void of personal abuse, and/or excessive emotionalism, either to the Capital School District, its Board of Education, or the person(s) being discussed.
4. All such complaints shall, upon receipt, be weighed, analyzed, and discussed with all proper school authorities, and finally, be acted upon by the immediate superior of the person being discussed. The party submitting the original complaint shall also be informed as to the nature and direction of the action taken by the school authorities. In no case shall any individual’s rights under the law be pre-empted by these policies as established by the Board of Education.

General Parental Complaints/Concerns

1. General complaints by parents regarding any matter of school operations must be reduced to writing on the Capital School District concern form, signed, and forwarded to the appropriate supervisor, department, or Superintendent’s office. This form is available at the district office.
2. All such complaints shall, upon receipt, be weighed, analyzed, and discussed with all proper authorities, and finally would be acted upon by the appropriate person for resolution of the complaint/concern. The party submitting the original complaint shall also be informed as to the nature and direction of the action taken by authorities.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-25

Suspension of Policies

Purpose: 

To define suspension of policies.

The operation of any section or sections of Board policies not established by law or contract may be temporarily suspended by a majority vote of Board members present at a regular or special meeting.

 

Section:	Board Governance
Date Approved:	06/20/2012
Date Revised:	03/27/2012

Policy #: 100-26

Awarding of Diploma

Purpose: 

The following policy shall govern the awarding of diploma by past Board of Education members.

Citizens having served on the Capital School District Board of Education for a minimum of 5 consecutive years or one complete five-year term may, upon request, award a diploma to his/her child upon graduation from Dover High School.

 

Section:	Board Governance
Date Approved:	08/13/2014
Date Revised:	07/16/2014

Policy #: 100-27

Recognitions at Board of Education Meetings

Purpose: 

To establish guidelines and process for recognition of students and staff at monthly Board of Education Meetings

It is the intent of the Board of Education to honor students who have achieved distinction or honors in a school activity, either curricular or extracurricular. This distinction or honor may occur at the state or national level and include for Curricular: Advanced Placement Scholars, National Merit Scholarships, awards at state and nationally sponsored Career and Technical Education Competitions, etc. Extracurricular distinction or honors may occur at the state or national level and include: State Champions in any sport, Selection for All-State Teams, Selection for All-State Band and Chorus, Kent County Band, etc.

It is also the intent to honor staff members who have achieved distinction or honors for a specific state or national award. This distinction or honor may occur at the state or national level and may include Delaware’s Counselor of the Year, Delaware’s History Teacher of the Year, Delaware School Nurse of the Year, Delaware School Psychologist of the Year, etc.

In addition, the district Teachers of the Year and Extra Support Professionals will be recognized at a board meeting, either in person or through a presentation of a PowerPoint.

A procedure is established for administrators to submit nominations to the Office of the Superintendent for recognition. This procedure is as follows:

• Submittal of nomination form (Attached)
• Establishment of a yearly calendar of recognition so that presentations may be balanced throughout the year of monthly board meetings.

It is understood that recognitions may possibly occur at the last minute, and every effort will be made to include the recognition as submitted at the next regularly scheduled board meeting.

Please see the attached policy for the Capital School District Submittal Form for Nomination of Recognition at a Monthly Board of Education Meeting.

 

Section:	Board Governance
Date Approved:	10/19/2021
Date Revised:	10/12/2021

Policy #: 200-02

Use of Equipment and Concessions

Purpose: 

To define what happens with the concessions of individual schools and what school-related equipment may be used.

Concessions

The right to all concessions and sale of refreshments will remain with the individual schools, and the control of said concessions rest with the local administration of all schools.

Use of Equipment of the Capital School District

The use of school equipment is permitted only through special request and approval and with the assurance that only school-approved operators will be used. Any equipment or apparatus belonging to the renter of the Capital School District facility must also be approved, in advance, by the Superintendent of Schools or designee, and be listed on the rental agreement.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-03

Public Gifts and Awards

Purpose: 

To provide the public with information on public gifts and gifts to schools.

Public Gifts

All public gifts to either schools or students within the Capital School District must be approved, in advance, by the Superintendent and/or students who are to be the recipient of said gifts.

Gifts to Schools

A letter from the donor must accompany any gifts presented to the Capital School District for official action and recognition by the Board.

To be acceptable, a gift must satisfy the following criteria:

• Have a purpose consistent with those of the school
• Be offered by a donor acceptable to the Board
• Will not add to staff load
• Will not begin a program which the Board would be unwilling to take over when gift or grant funds are exhausted
• Would not bring undesirable or hidden costs to the school system
• Will place no restrictions on the school program
• Will not be inappropriate or harmful to the best education of pupils
• Will not imply endorsement of any business or product
• Will not be in conflict with any provision of the school code or public law

All gifts, grants, and bequests shall become school district property. A letter of appreciation signed by the President of the Board or by the Superintendent shall be sent to a donor.

Awards and Scholarships

Scholarships and awards granted to either schools in the Capital School District, or to individuals or groups of students within the schools, must be approved, in advance, by the Board of Education of the Capital School District. All such awards and scholarships should have as their primary intent the furtherance of the educational program of the Capital School District.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-04

Materials Distribution

Purpose: 

This policy is designed to provide individuals and groups within the community information regarding materials that may be distributed within the schools and the proper manner for obtaining approval for distribution.

Free Materials Distribution in Schools

Commercial organizations offer many materials for use by teachers in the classroom. Some of these materials are of high educational value with little or no advertising emphasis. Other materials are primarily advertising and have only limited educational value.

In general, supplementary printed materials from commercial, political, religious, or other non-school sources should have the approval of the Superintendent before being used in the schools. This approval may be given to materials which are of obvious educational quality, which supplement and enrich text, and reference book materials for definite school courses, which are timely and up-to-date, and which promote American democratic ideals and moral values.

Advertising materials of commercial, political, or religious nature should not be displayed or distributed in the schools or on the school grounds. Pupils may not be used as the agents for distributing non-school materials to the homes without the approval of the Superintendent.

Teachers may use special aids (non-printed materials) such as media and other technology aids, models, pictures, charts, and exhibits for educational purposes with the approval of the principal although such materials may bear the name of a commercial business firm which may have provided the aid.

Educational media secured from or through commercial sources shall be approved by the Curriculum Department prior to their use in the schools.

Special Interest Materials - Distribution in the Schools

Special interest materials to be distributed in the Capital School District schools must be approved in advance by the building principal. If any doubt about the appropriateness of the material exists, the principal shall request the decision from the Superintendent whether the material is to be disseminated. This approval should be made in advance of any such dissemination of material.

Political Campaign Materials Distributed in the Schools

No political campaign materials shall be distributed in the Capital School District Schools without permission of the Superintendent of Schools. However, this does not preclude the use of such materials for the normal educational process in the Capital School District’s curriculum. Such use of materials shall be directed towards education of the American political structure and be of educational value to all participating students.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-05

Advertising

Purpose: 

This policy defines the way advertising may be submitted and disbursed throughout the schools of the District.

Advertising

No advertising or materials used for promotional purposes shall be permitted in any Capital School District building or on school district property without approval of the Superintendent or designee. Board of Education and faculty publications shall, likewise, contain no form of advertisement. Commercial announcements shall not be made, and advertisement items shall not be distributed in the Capital School District schools unless authorized by the Superintendent of Schools and local administrative officers. Exceptions are made in the case of items such as pencils, desk calendars, programs, or schedules containing school events providing no objectionable matter appear on them.

Advertising in Student Publications

Nothing contained in Board policy – Advertising shall be construed, however, to prevent advertising in student publications (yearbooks, newspapers, etc.) which are entirely student-produced. However, even in these types of publications, permission and approval by the local building principal should be sought by the students in advance of their publication.

Advertising Sponsored by Capital School District Staff Members Concerning School Events

Advertisements of school events by Capital School District staff members by way of Capital School District newsletters, intercom, letters, etc., are approved by the Board of Education, provided the advertisement is in good taste and has the building principal’s approval in advance of such advertisement.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-06

Public Sales on School Property

Public Sales on School Property

Normally, public sales on school property are not approved unless the sale is educationally related. All sales must have the prior approval of the Superintendent of Schools unless it is a school event approved by the building principal within the framework and guidelines of the policies in this manual.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-07

Visitor/School Visitation

Purpose: 

To define what happens with the concessions of individual schools and what school-related equipment may be used.

Visiting Schools in the Capital School District

Type of Visitors/Visitations Covered

These rules apply to all persons other than teachers and pupils enrolled in the school who may come to the school for any reason during the school day.

The Superintendent of Schools may deem it necessary to implement this policy with specific administrative rules and regulations as he/she sees fit from time to time.

Parents/Guardians/Caregivers and citizens are generally invited and encouraged to show interest in all schools by way of visitation. Certain days and occasions may be designated as visitation days. Visitations at other times shall be arranged with the local school administrator, in keeping with any current administrative rules and regulations.

Procedures

All visitors must report to the school office. Employees of the school system (directors, coordinators, maintenance staff members, and others) are to advise the school principal or secretary that they are in the building. A visitor (a person not employed by the school system) must report to the school office and receive permission to be on the school grounds. If the school staff desires, visitors may be issued a “visitor’s permit.” Principals and all school personnel shall closely watch for strangers, trespassers, and minors no longer in school who may be in their building or on school grounds without authorization.

Supervision of Visitors

Any person on school property who has not registered with the school office is illegally on school property and is to be asked to identify himself/herself properly or to leave the school grounds. If the visitor refuses to leave the school grounds or creates any disturbance, the principal has the authority to request aid from the law enforcement agency.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-08

Inter-Organizational Relations

Purpose: 

To provide a clear and concise definition of school-government relations within the school and district community.

Inter-Organizational Relations

It shall be the policy of the Capital School District Board of Education and its administration to work in close harmony with all local, state, and federal agencies to assure compliance with rules, regulations, and policies of these agencies; and to assure strong liaisons are established between these agencies and the Capital School District directed at upgrading and supplementing the educational endeavor of the District.

School-Governmental Relations

The Board of Education will cooperate with all educational and civic organizations that are governmental. The primary goal in this district is to foster the best interests of all youth and citizens in the community.

Local Government

While the Board will maintain complete autonomy at all times, it will, in cases where it deems it the best interest of the youth and taxpayers of the district, cooperate with other agencies in the district as stated in the following policies.

City Council

The Capital School District will work cooperatively with the elected officers of the City of Dover and its staff to participate in community decisions for the interest of the school district and citizens.

Levy Court

The Capital School District will work cooperatively with the elected officers of the Levy Court and its staff to participate in community decisions for the interest of the school district and citizens.

Parks and Recreation Departments

The Capital School District will provide facilities to enhance the recreational program of the City of Dover and the County of Kent. However, all custodial overtime, rentals, destruction of property, and maintenance of the Capital School District rules and regulations are the responsibility of the City of Dover and the County of Kent during such periods of usage. In all cases, other policies found in this section regarding the use of facilities in the Capital School District shall be adhered to faithfully.

Police Department

Cooperation with law enforcement agencies is desirable, keeping in mind the rights of pupils and parents. This cooperation must recognize that the function of the school be in harmony with the Constitution of the United States, the laws of Delaware and recognize the potential enrichment that law enforcement agencies can make in the educational program. The school district will work cooperatively with the Dover Police Department as outlined in the Memorandum of Agreement between the Capital Board of Education and the Dover Police Department. This agreement is updated periodically to account for any changes in Delaware law.

Relations with Zoning Authorities

It shall be the policy of the Capital School District to strive to eliminate the encroachment of undesirable surroundings and environment on present and future schools within the district.

Schools should be located in residential rather than in business or industrial areas. The atmosphere of school neighborhoods should be clean and uncontaminated, free of industrial smoke, and free of disturbing noises.

The following features in the surroundings and environment of present and future schools within the district are deemed undesirable:

1. Bar rooms or other places which provide other than a good influence on the youngsters should be discouraged.
2. Busy thoroughfares or areas where crowds pass to and from work should be avoided.
3. Hazards which may create safety problems for youngsters traveling to and from school should be avoided.

When notices of the County Planning Commission on the rezoning of property are received by the school district, and if it is determined in the judgment of administration that the rezoning in question would permit the encroachment of undesirable features in the surroundings of a school or school site, the subject shall be called to the attention of the City Planning Commission, the City Council and other agencies responsible for the final approval of the changes.

Implementation of these procedures shall be the responsibility of the Superintendent of the Capital School District.

Homeland Security

The Capital School District Board of Education shall comply with all local, state and federal guidelines concerning homeland security. Specifically, the Capital School District administration is charged with fulfilling the procedures outlined in the Capital School District Crisis Response Plan.

State Government

The Capital School District shall, in all cases, follow the laws of the State of Delaware as prescribed by the state government. Every effort will be made to comply with state government and its legislature whenever possible.

Legislative Representatives

The Capital School District Board of Education charges its administration with the task of developing strong liaisons with all legislators in the Capital School District. Any assistance that is required by legislators that would lead to a betterment of the educational program in the Capital School District should be extended by the administration. Information, goals, objectives, and educational trends in education should be made available to these people by the district administration to foster a better understanding of the needs of the Capital School District.

Federal Government

The Board of Education will cooperate with all federal authorities to the best of their ability as required by law. The spirit of this cooperation will be to ensure that the best interests of all Capital School District students are being met. Liaisons between federal officials shall be made by the Capital School District’s administration wherever it is feasible.

Congressional Representatives

The Capital School District Board of Education charges its administration with the task of developing strong liaisons with Congressional representatives. Any assistance that is required by Congressional legislators that would lead to a betterment of the educational process in the Capital School District is to be extended by the administration. Information, goals, objectives, and educational trends in education should be made available to the Capital School District’s Congressional representatives by the district’s administration.

Private Social Service Agencies

The Administration of the Capital School District shall maintain liaisons with private social service agencies within the Capital School District. This shall be done as another means of assuring that special needs of students in the Capital School District are being met to the fullest extent possible.

Relations with Parent Organizations

The Board of Education of the Capital School District recognizes the valuable services performed by the National Congress of PTA/PTO/PTF and its state and local divisions as a representative agency whose objectives are:

• To promote the welfare of children and youth in home, school, and community.
• To raise the standards of home life.
• To secure adequate laws for the care and protection of children and youth.
• To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the training of the children.
• To develop between educators and the general public such united efforts as will secure for every child the highest advantages in physical, mental, and social education.

Booster Organizations

Booster organizations in the Capital School District, which have as their goal the sponsoring and enriching of some segment of the Capital School District’s educational program, are permitted by the Board of Education. However, all such organizations must present their goals, objectives and methods of operation to the Capital School District’s administration for approval before they are officially recognized by the Board of Education as an official booster organization on behalf of the district.

Partisan, sectarian, political organizations falling under this policy are, generally, prohibited unless permission is granted by the administration through the Board of Education.

These policies concern use of Capital School District facilities, staff and materials on school-scheduled time. Other activities not approved are outside the responsibility of the Board of Education.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-09

Relations with Other Educational Agencies

Purpose: 

Because of the wide range of requests and offerings in cultural educational experiences, it is necessary for the Board of Education to set up rather definitive criteria regarding their selection for pupils’ participation and viewing within the district.

Local Cultural Relations

It is the policy of the Capital School District to cooperate as far as possible with local cultural activities, promoting potentially profitable educational experiences for all pupils within the Capital School District.

The cultural activity should be so designed that it would provide a valid and beneficial experience for all pupils it is presented to for the improvement of education within the Capital School District. Descriptions of the activity, programs for the activity, and other materials for each activity to be presented must be turned in to the administration of the facility where the activity is to be held prior to a commitment being made by the Capital School District that the performance or activity may be held.

In cases of student-planned or initiated cultural activities, prior written approval by the students’ principal will be required. The principal shall have responsibility for the students’ cultural project and all other cultural projects.

Relations with Private Schools

The Board will cooperate with parochial and private schools in matters of mutual benefit where not expressly prohibited by law.

The Superintendent is encouraged to explore areas of mutual benefit with the administrative officers of such schools and to recommend desirable courses of action.

Shared Services with Other Public Schools

The Board of Education shall support educational programs in which services are mutually shared by the Capital School District and other local educational agencies. The administration of the Capital School District is charged with the responsibility of assuring that the most efficient and beneficial educational system is in operation in all such cases where services are being shared.

Interdistrict Relations

The Capital School District recognizes that it has certain obligations and responsibilities to all the school districts in the county. It will, to the best of its ability, provide leadership and guidance to achieve equal educational opportunities to all children. To achieve this, it will enter into cooperative agreements, where not prohibited by law, to share services and facilities. It shall also enter into relationships with other schools to take the best advantage of federal funds wherever possible.

Interscholastic Activities with Other Districts

See Delaware Interscholastic Athletic Association

The Board of Education encourages interscholastic activities, but insists they must:

1. Follow all state and national rules and regulations concerning them.
2. Be approved in advance by the Superintendent of Schools.
3. Follow all policies, rules, and procedures as outlined by the Capital School District.

In every interscholastic activity, there shall be a Capital School District staff member who is directly responsible for the activity. The local school principal is ultimately responsible for all staff and students who plan, schedule, and participate in any interscholastic activity.

Interscholastic Athletics with Other Districts

The Board of Education encourages interscholastic athletics with other districts, but insists that each sport:

1. Follow all conference, state, and national rules and regulations.
2. Is approved in advance by the Superintendent of Schools, and
3. Follows all policies, rules, and procedures as established by the DIAA.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-10

Relations with Colleges and Universities

Purpose: 

It is the policy of the Capital School District schools to cooperate as far as possible with the colleges and universities in promoting potentially profitable research. Because of the very large number of requests to make questionnaire and interview studies in our schools, it has been necessary to set up rather definite criteria for such studies.

Relations with Colleges and Universities

Decisions in connection with research involving students, teachers or other employees are based on the following policies:

The project should be so designed that it can be expected to produce valid and reliable results.

It should be expected to contribute something useful and of value for the improvement of education.

Questionnaires and interview questions must be submitted in advance to the Superintendent’s office and must not include items which invade the area of personal rights or which raise questions of a personal nature relative to status, race, creed, or color.

Outlines must be submitted and should be of sufficient scope and depth to justify the time and effort to be consumed.

In general, it is our policy not to interrupt the work of pupils or teachers unless there seems to be real potential in the study.

In the case of student projects, prior written approval by the student’s principal will be required. The principal shall have some responsibility related to the student’s project.

Shared Services with Colleges and Universities

The Capital School District Board of Education will enter into cooperative agreements with colleges and universities where the services are:

1. In harmony with other Board of Education policies
2. In the best interest of the Capital School District and its pupils
3. Directly related to the educational efforts of the Capital School District or the support systems which are crucial to this education effort.
4. Within the budgetary allotments approved by the Board of Education for the year the agreement was written, and
5. Efficient and utilitarian in respect to the Capital School District’s resources.

Student Teaching and Internships

The Board, recognizing both its responsibility to improve the quality of teacher training and the contribution that student teachers can make to the Capital School District schools, encourages its administration to cooperate with teacher-training institutions and authorizes the placement of student teachers in the public schools of the Capital School District.

The importance of the teacher training to the future of education in this country and the need to assure a high quality of performance in our schools demand that student teachers be placed only with the very best teachers on our staff.

1. Teachers accepting the added responsibility of training student teachers must be superior. Because they continue their primary responsibility – the education of the children of their charge – their commitment is doubled. As a minimum, these teachers must have … demonstrated to their principals (and department chairman at the high school) a capacity to meet these additional demands. (Normally these teachers will have attained tenure, but the Board may grant permission for a student teacher to be assigned to a non-tenured teacher upon recommendation of the Superintendent.)
2. Further recognizing the special skills and expertise of the teacher-preparing institution and its staff, the Capital School District authorizes the administration to honor the reasonable rules, regulations, and training guidelines of the sending institution.

The administration of the Capital School District Schools is authorized to accept or reject student teachers within the framework of the considerations of the Board set forth above, and on assessment of the individual school’s ability to contribute to the training of new teachers and to the effect of their presence on the routine operation of each school.

Professional Visitors and Observers in the Capital School District Schools

The Board of Education of the Capital School District encourages the visitation of the district by professional educators and others who are interested in the educational system within the Capital School District. The same basic rules concerning other visitations by patrons within the Capital School District shall be followed in all cases.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-11

Acceptable Use and Internet Safety

Purpose: 

The Capital School District recognizes that the appropriate use of technology provides students with the best opportunities to prepare them with the skills needed to be competitive within a global society. Through a wide variety of mediums, technology connects students and staff to libraries, online resources, diverse cultural and rich multimedia experiences, and a number of other academic resources around the world. While the benefits of technology far outweigh its potential shortcomings, the manner in which it is used is significant in determining its value. To that end, we are pleased to provide technology resources for student and employee use.

The State of Delaware also provides access to email, content filtering in accordance with our policies and federal regulations, such as the Children’s Internet Protection Act (CIPA), network access, and other services. As such, employees are required to sign the State of Delaware’s Acceptable Use Policy (DTI-0042.02). The Capital School District’s Acceptable Use and Internet Safety Policy reaffirms those standards and outlines the guidelines and behaviors that users are expected to follow when using technology resources, as well as expanding on key parts of the State’s policy.

Technologies Covered

Capital School District provides and supports a wide array of technologies, including but not limited to desktop computers, mobile computers and devices, interactive white boards, responders, shared storage and online collaborative systems, internet and website services, access to email, data and reporting services, and many others.

The introduction of new technologies occurs continuously within the District. The policies outlined in this document cover the items listed above, as well as any others currently in use and those used in the future. If questions arise regarding the use of a specific technology or the application of these policies, users should contact the Technology Office for clarification with enough time to properly review the request. Until the matter has been resolved, the use of that technology or resource is prohibited.

General Usage

All technologies provided by the district are intended for educational purposes. All users are expected to use good judgment and to follow the guidelines established within this document as well as the spirit of it: be safe, appropriate, careful and kind; don’t try to get around technological protection measures; use good common sense; and ask if you don’t know.

• Only Capital School District faculty, staff, students and individuals with written authorization from the appropriate district and state authorities are allowed to use the district’s technology systems and resources. The Acceptable Use and Internet Safety Policy must be signed prior to access being granted.
• The use of any technology resources, including any associated activities, may be monitored and any records thereof may be retained indefinitely.
• Users are expected to alert the appropriate district staff immediately of any concerns for safety or security.
• Transmission of any material in violation of any international, national or state law or regulations is prohibited. This includes, but is not limited to, copyrighted materials, threatening or obscene material, harassing material, or material protected by trade secrets.
• Using district resources for commercial activities, product advertisement, or political lobbying is not acceptable.
• Illegal activities are strictly prohibited.
• Excessive personal web browsing is not permitted. Examples of excessive uses include utilizing streaming services such as listening to music or videos not related to one’s job duties, playing online games (excluding websites used during instruction), or using an unfair portion of network bandwidth as compared to other users.
• Storing personal files that are not used during instruction, such as music, videos, and pictures on district servers is prohibited. Users should be conscious of the type of space that these files take up, in order to ensure that they are using district resources in the best manner possible.
• Access to online content via the network may be restricted in accordance with our policies and federal regulations, such as the Children’s Internet Protection Act (CIPA).
• Users are expected to follow the same rules for good behavior and respectful conduct that they do in person when using district resources, as well as when accessing online resources from outside the district’s network or with personal devices.
• Misuse of technology resources and systems can result in disciplinary action.
• Capital School District makes a reasonable effort to ensure students’ safety and security online, but will not be held accountable for any harm or damages that result from the use of school technologies systems and resources.

Privileges

The use of Capital School District systems and resources is a privilege, not a right, and inappropriate use will result in cancellation of those privileges. Before being approved for access, users must agree to abide to these policies by signing their acknowledgement and agreement to these policies.

Network Etiquette

Users are expected to abide by the generally accepted rules of network etiquette, in that users should always use technology resources, in a courteous and respectful manner. Some recommendations include:

• Do not post anything online that you would not want parents, teachers, or future colleges or employers to see. Once something is online, it’s out there—and can sometimes be shared and spread in ways you never intended.
• Recognize that among valuable online content is unverified, incorrect, or inappropriate content. Users should only use trusted academic sources when conducting research via the Internet.
• Be polite. Be aware that emails can sometimes be interpreted differently than when speaking to someone in person. For instance, writing in all caps conveys shouting and is discouraged.
• Sending abusive messages to others in any medium is not acceptable.
• There is no expectation of privacy. Messages relating to or in support of illegal activities, even when created in jest, may be reported to the authorities.
• Users must respect the privacy of others. Revealing the personal home address, phone number of students or colleagues, and other information is prohibited.
• Use appropriate language. Avoid swearing, using vulgarities or any other inappropriate language or symbols.
• Respect the rights of other users by not disrupting the system (e.g. downloading huge files or monopolizing resources, sending unnecessary mass e-mail messages or replying to everyone in an email thread when it would be more appropriate to only respond to the original sender, etc.).

Cyberbullying

Please refer to Board Policy #700-31 | Bullying Prevention.

Education, Supervision, and Monitoring

It shall be the responsibility of all teachers and technology staff to educate, supervise and monitor appropriate usage of the computer network and access to the Internet in accordance with this policy, the Children’s Internet Protection Act, the Neighborhood Children’s Internet Protection Act, and the Protecting Children in the 21st Century Act.

Procedures for the disabling or otherwise modifying any technology protection measures shall be the responsibility of the Supervisor of Technology or designated representatives.

Teachers of technology or designated representatives will provide age appropriate training for students who use Capital School District’s Internet facilities. The training provided will be designed to promote the district’s commitment to:

a. The standards and acceptable use of Internet services as set forth in this Acceptable Use and Internet Safety Policy;

b. Student safety with regard to:

i. Safety on the Internet;

ii. Appropriate behavior while online, on social networking websites, chatrooms; etc.

iii. Cyberbullying awareness and response.

c. Compliance with the E-rate requirements of the Children's Internet Protection Act ("CIPA")

Communication between Students and Staff

Students and staff are expected to interact professionally at all times. Due to the informal nature of some forms of communication, it is recommended that extra steps be taken to avoid even the perception of inappropriate behavior. Emails, online postings, text messages, and other forms are expected to occur transparently, be retained whenever possible, and be limited to official school business. Formal methods (letters, emails) over informal methods (e.g. text messaging) should be used unless one form of communication is clearly more effective. For instance, providing students with a cell phone number for emergencies during a field trip, or informing team members of a last minute change to a practice schedule. If communication occurs that has the potential to be misconstrued as inappropriate, it should be discussed with the school’s administrator.

Personal Safety

Users should recognize that technology resources, especially those on the internet, provide many benefits, as well as expose users to certain risks. Information should be guarded carefully, and one should never share personal information, including phone numbers, addresses, social security numbers, birthdays, and so on, without a parent’s or adult’s supervision and approval. Users should never agree to meet someone they met online in real life without parental permission.

If you see a message, comment, image, or anything else online that makes you uncomfortable or concerned for your or someone else’s personal safety, immediately bring it to the attention of an adult (teacher or staff if you are at school; parent if you are at home).

Vandalism

Vandalism is defined as any attempt to harm or destroy data, disrupt network or other services, affect another user’s access, or create, upload, or download computer viruses, spyware and malware. Vandals will be subject to cancellation of privileges and may be liable for any direct or indirect damages incurred.

Plagiarism

Plagiarism occurs when someone uses ideas, pictures, and other information without citing the original source or author. While copying an entire paper easily constitutes plagiarism, taking small excerpts out of papers or even accidentally excluding the sources of passages that have been paraphrased can also be in violation of this policy. Even when unintentional, plagiarism is a form of intellectual theft and great care should be taken to avoid it. The best method to avoid plagiarism is to use academic resources and to cite all of the resources that you use within the body of your work.

Web Access/Filtering

Access to internet resources is controlled both by Capital School District, as well as the State of Delaware. State of Delaware network and website filtering ensures compliance with state and federal regulations, such as the Children’s Internet Protection Act (CIPA). As required by CIPA and to the extent practical, internet filters shall be used to block access to visual depictions of material deemed obscene, child pornography, or to any material deemed harmful to minors. Additionally, Capital School District reserves the right to add additional layers of protection and filtering. Bypassing any of the safeguards used to protect users, including network filtering by Capital School District and the State, is strictly prohibited. The use of any technology resources, including internet resources, may be monitored and the associated records may be retained indefinitely.

While a significant portion of the information and interaction available to users is consistent with the educational goals of the district, the diversity of a global network will also have material that is not considered to possess an appropriate educational value. Capital School District is using the available resources to ensure that everyone’s access is as safe as possible, while still providing access to the academic resources required to advance the needs of our students. If a currently blocked resource should be allowed, users may report the resource to the Technology Office so that it may be properly reviewed. Likewise, if a currently allowed resource is inappropriate, it should be reported as well. At the present time it is impossible to completely restrict access to controversial materials, so students, parents, and staff must work together to ensure appropriate use of these systems.

Email

All district employees will be provided with an email account, including any individuals that communicate on behalf of Capital School District. Any emails relating to school or district business should occur through the email provided by the district. As such, the forwarding of emails to external accounts is not permitted.

While incidental and occasional personal use of email may occur, it must not generate any costs for the district. Any such incidental and occasional use for personal purposes is subject to the provisions of this policy. The mass sharing of jokes, personal stories, chain letters, and so on is prohibited. The emailing and responding to listservs, district distribution lists, and similar technology must be approved by the appropriate district resource prior to doing so.

Users should not attempt to open files or hyperlinks, unless they know that the resource they are attempting to access is secure and appropriate. Users should not provide any usernames and passwords via email, as the Technology Office and other official agencies will not request that information via email. Users are expected to communicate via email in the same appropriate, safe, mindful, courteous manner that they do offline or in person.

Social Media Usage

“Social media” includes all forms of online applications, websites, tools, and platforms that enable communication between users. The specific types of social media change frequently but, as a general matter, include: (a) social-networking sites (e.g., Facebook, MySpace, and LinkedIn) (b) blogs and micro-blogs (e.g. Wordpress, Blogger, Twitter, and Tumblr); and (c) content-sharing sites (e.g. Flickr, YouTube, Vimeo, Scribd). Additionally, comments posted to a website or blog, and other user-generated content are subject to the standards set forth in this policy.

The creation and usage of social media websites for official purposes must be preapproved by the appropriate district resources and administrative access may be required by the Technology Office. All content should be reviewed by the principal or delegate prior to posting any material. Websites that are created without prior approval may be required to remove content or other measures until the approval has been finalized.

Official school and classroom websites and blogs are encouraged to be updated regularly, using the pre-approved building’s posting process (Capital School District Acceptable Posting Procedure).

Accessing and updating social media resources for personal use is not permitted during working hours when using personal technology resources, and is not permitted at any time when using Capital School District Resources.

Social media resources may be accessed by specific individuals identified within each school for the purposes of reviewing claims of cyber-bullying, other forms of harassment, and for official purposes preapproved by the district.

The ability to access a resource should not be mistakenly identified as approval, and users run the risk of having those resources blocked in the future. There may also already be established resources that will provide the services being sought. The use of social media resources for instructional purposes must be preapproved by the appropriate district resource prior to usage, and request for approval may be routed through the Technology Office.

Mobile Devices

Capital School District may provide users with mobile computers or other mobile devices to promote learning outside of the classroom, including resources that teachers can use while offsite or at home. Users must adhere to these policies when using Capital School District resources, no matter where or when they are being utilized.

Mobile devices tend to be expensive, and are more susceptible to theft, accidental damage, etc. As such, users are expected to treat these devices with extreme care and caution. Users should report any loss, damage, or malfunction to Technology Office staff immediately. Users may be financially accountable for any damage resulting from negligence or misuse, including theft of equipment entrusted in their care.

School-issued mobile devices may be monitored and controlled, even when off the school’s network.

Personal Use of District Resources and Personally-Owned Devices

Users may not use district resources for personal purposes, including the storing of personal images, music, and other data that is not used specifically in classroom instruction. Personal laptops, mobile devices, and other wireless devices should not be connected to the school’s network. The introduction of wireless hot spots and other technologies that circumvent filtering is prohibited and will be treated as a severe violation.

While personally owned devices should not be connected to the district’s resources as a general rule, some limited use of personal resources may be acceptable. As an example, the use of a personal memory stick would be acceptable if appropriate care has been taken to ensure that the content is free of viruses, malware, etc. The introduction of other technologies must be in compliance with all existing policies, must be approved by a school’s principal prior to usage, and must not attach to network resources without the approval of the Technology Office.

Guest Access

In some cases, such as visiting state agencies, consultants, and other individuals visiting in an official Capital School District capacity, access to network resources may be temporarily granted. Prior to access being granted, users should have reviewed the State’s and District’s Acceptable Use and Internet Safety Policies and should forward the signed acknowledgements to the Technology Office. In an effort to make that process as smooth as possible, advance notice should be provided to the Technology Office. While these devices may not be directly managed by the Technology Office, the Capital School District requires that any connected device receive timely security updates, be protected by current antivirus software, all other standard business protection practices, and may require administrative access to any connected device. The Capital School District also reserves the right to deny access to those unable to comply with this policy.

Wireless

Wireless access is currently restricted to those devices that are directly managed and maintained by the Technology Office. Under no circumstances should access be provided for personal devices, or should any information be released regarding the wireless network. Individuals who are visiting in an official capacity should route their request for access through the Technology Office.

Security

Users are expected to assist in the protection of technology resources and systems. Users who identify a security problem, even those unintentionally created or observed, must notify a system administrator and must not communicate or demonstrate the issue to others. Users should store their passwords securely, should not provide passwords to others, or attempt to log into any system as another user. Violations will result in access and other privileges being revoked. Any user identified as a security risk or having a history of security related issues may also be denied access. Protection of user account logins and passwords is the responsibility of every individual.

The use of strong passwords, as define in the State’s Strong Password Authentication Policy (SE-PWD-001) should be used whenever possible. In general, passwords should contain characters from at least three (3) of the following four (4) classes from the table below:

Description	Examples
English upper case letters	A, B, C, ... Z
English lower case letters	a, b, c, ... z
English (arabic) numerals	0, 1, 2, ... 9
English Non-alphanumeric ("special characters")	#, $, %, & such as punctuation symbols, etc.

 

Users are expected to take reasonable safeguards against the transmission of security threats over the school network. This includes not opening or distributing infected files or programs and not opening files or programs of unknown or untrusted origin. If you believe a computer or mobile device you are using might be infected with a virus, please alert Technology Office Staff. Do not attempt to remove the virus yourself or download programs advertising the ability to remove viruses.

Privacy, Confidentiality, and Public Records Considerations

The Capital School District will make reasonable efforts to maintain the integrity and effective operation of technology systems and resources, but users are advised that those systems should in no way be regarded as a private medium for the communication of sensitive or confidential information. Because of the nature and technology of electronic communication, the district can assure neither the privacy of an individual user’s use of district’s resources nor the confidentiality of particular messages that may be created, transmitted, received, or stored thereby.

The Capital School District reserves the right to monitor or otherwise intercept any telephone conversation or transmission, electric mail, or Internet access or usage by an employee.

Users should also take every precaution to protect the sensitive data that they interact with. Users should not store sensitive information on personal devices and should report the potential loss of any sensitive data immediately. Providing non-Public information to external or internal resources should not occur without prior approval of appropriate district personal, including the Technology Office. Examples include employee ids, student ids, social security numbers, place of birth, parent’s names, and so on. Every system that retains data regarding students, parents, employees, and so on should be reported to the Technology Office. Additional details regarding data classification can be found in the State’s Data Classification Policy (IN-DataClass-001).

Limitation of Liability

The Capital School District makes no warranties of any kind, whether expressed or implied, for the services being provided. The Capital School District will not be responsible for any damages to persons, files, data, hardware, or service interruptions. While Capital School District employs filtering and other safety and security mechanisms, and attempts to ensure their proper function, it makes no guarantees as to their effectiveness. Capital School District will not be responsible, financially or otherwise, for unauthorized transactions conducted over the school network. The use of any information obtained via the system is at the user’s own risk. Capital School District denies any responsibility for the accuracy or quality of information obtained through the system.

Index of Related Policies

This document should not be viewed as all-inclusive and other policies should be reviewed for additional information. If questions arise regarding any of the policies covered, please contact the Technology Office using the service request processed defined within each school. Below is a list of related policies:

Capital School District:

Acceptable Posting Procedure

Policy #700-31 Bullying Prevention Policy

State of Delaware Policies:

Acceptable Use Policy (DTI-0042.02)

Information Security Policy (SE-ESP-001)

Strong Password Authentication Policy (SE-PWD-001)

Data Classification Policy (IN-DataClass-001)

 

Additionally, users are encourages to take the State of Delaware Acceptable Use Policy Self-Test at: http://dti.delaware.gov/information/aup_self_test.shtml

Please see the attached policy for the Staff and Student Applications for Access to Technology Resources.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	05/16/2012

Policy #: 200-12

Multimedia Viewing

Purpose: 

Library/Multimedia resources such as books, cable/satellite television, videos/DVDs, streaming video and other sources from internet-based content may be used to enhance student learning.

Multimedia Viewing

The following guidelines are required to aid in proper selection and utilization of these materials.

Selection

Any library/multimedia presentation resource must be previewed by a teacher or team of teachers responsible for showing the material, using the following criteria:

1. The length of the multimedia presentation must be considered and weighed against other possible teacher use of valuable instructional time. Excessive use of multimedia presentations should be avoided. In general, videos of more than 30 minutes in length are not permitted unless they are critical elements of the curriculum and have approval of the principal.
2. All library/multimedia resources must relate to specific Capital School District curricular goals/objectives.
3. All library/multimedia presentation resources must significantly enhance the topic being taught.
4. Teachers/librarians are expected to exercise mature judgment when selecting library/multimedia resources for viewing. The educational merit of controversial or sensitive materials must be determined before these materials are shared with students. In general, controversial or sensitive materials should be avoided. Multimedia materials that may be controversial or sensitive but are critical to the curriculum may only be shown with administrative approval and parent permission, K-12.
5. During the curriculum adoption and design process, some library/multimedia materials may be reviewed and recommended for particular units or lessons. Schools will keep a list of approved and/or recommended resources and teachers are encouraged to select materials from these lists as appropriate to their grade levels or content areas.
6. When materials require administrative approval, a period of at least 48 hours is required from the time of notification of the administrator to the time of the showing.
7. When a disagreement among parents, staff members, or the administration arises over the use of a particular library/multimedia resource, the use of the material may be challenged and go through the committee process for challenged material.
8. Cable/satellite television and videos/DVDs have ratings based on age appropriateness. It is expected that during the review and selection process these ratings will be considered and materials will be chosen that are appropriate for the given age level. The following are specific guidelines for videos/DVDs and cable/satellite television programs.

Videos/DVDs Approvals

1. Appropriate videos/films and other content rated G may be shown to all audiences, K-12.
2. Appropriate PG computer videos/films and other content may be shown in grades 3-6 with administrative approval and parental permission.
3. Appropriate PG and PG-13 computer videos/films may be shown in grades 7-12. Parent permission is suggested when particular subject matter is known to be controversial.

Cable/Satellite Television

1. In general, most programs from cable/satellite TV should be taped and previewed before showing to students. In the case of an important current event such as a presidential inauguration, it may be appropriate to show these events in real time without preview. Teachers should obtain administrative approval before allowing students to view these programs.
2. Appropriate programs rated TVY and TVG may be shown to all audiences, K-12.
3. Appropriate programs TVY7 may be shown in second grade or above. TV7-FV may be shown with administrative approval and parental permission. Consideration should be given to the Fantasy Violence (FV) it contains.
4. Appropriate TVPG programs may be shown in grades 5-8 with administrative approval and parent permission.
5. Appropriate TV14 programs may be shown in grades 9-12. Parent permission is suggested when particular subject matter is known to be controversial.
6. Most TVMA programs are not appropriate for viewing in schools. TVMA or unrated programs may only be shown in grades 9-12 with administrative approval and parent permission. Material must be suitable to the intellectual maturity level and capacity of the viewers to properly absorb the program’s content without negative results. Parent permission is required when particular subject matter is controversial.

Internet Multimedia Resources

Internet multimedia resources are often not rated. No internet resource from educational database websites, such as Discovery Education, should be shown without being completely previewed by the teacher as to content and possible inclusion of inappropriate material. Internet multimedia resources from websites other than educational data bases should be previewed by both the teacher and a school administrator.

Student Use

All students using a library/multimedia resource must be involved in appropriate preparation prior to viewing the material as well as a follow-up discussion or activity related to the material after the viewing. Follow-up sessions should include correcting any misconceptions or minimizing any negative reactions of students to the material.

If, after in-class preparation prior to usage a student believes the library/multimedia material might be offensive to his/her religious or moral values, the student should be excused from viewing the resource and is not to be held accountable for information contained in the resource material. An alternative assignment/activity should be provided.

Legal Concerns

The use of illegally copied or purchased library/multimedia materials violates the copyright law and must be avoided.

Challenged Materials

When a parent or community member challenges a material in place, a committee, including a Curriculum Supervisor, a teacher, a parent, the library media specialist, and a school administrator will review the concern and issue a timely decision regarding the material.

When a teacher wishes to challenge the administrative decision to reject the showing of a multimedia resource or the use of a book, the teacher will file an appeal and a committee representing district and school administration, the library media specialist, a teacher, and a parent will review the concern and issue a timely decision regarding the material.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	06/20/2012

Policy #: 200-13

Travel

Statement of Purpose: 

To establish procedures that manage and regulate travel of Capital School District.

Personnel and School Board Members will adhere to the following:

• Compliance with all Local, State, and Federal regulations
• Accurate travel records and documents
• Utilization of district resources in an efficient manner
• Appropriate administrative approval
• Communication of written guidelines pertaining to travel

Approval

1. Incidental or regular travel that occurs in the usual operation of the district such as school visits, meeting attendance, etc. shall be managed through the normal administrative process and expenses related to such will be reimbursed using the Personal Reimbursement Form (Attachment A). The Personal Reimbursement Form is to be signed by the traveler, the direct supervisor of the traveler, and the administrator in charge of the funding before being delivered to the Business Office.
2. All scheduled district travel requires 30-day prior approval through the submission of the Travel Request Form (Attachment B or electronically for Data Service Center 12 month employees).
3. The Request for Professional Development/Leave Form is to be signed by the immediate supervisor and the Assistant Superintendent for all Instructional Staff or the Superintendent for all Administrative Staff.
4. The submission of this form indicates that the Travel Policy has been read and understood and must be adhered to in order to receive reimbursement.
5. A brochure or pamphlet for the conference or workshop must be included with the Request for Professional Development/Leave Form.
6. No travel will be approved without the source of funds identified and verified. Such expenditures may not exceed the budgetary constraints of the fund from which they are paid.
7. Individuals are required to follow district procedures related to reporting absences, preparing for coverage of duties and recording attendance.
8. Under necessary circumstances the superintendent may waive any section in this policy for District employees if approved prior to the trip.
9. The Board may waive, by majority vote, any section in this policy for fellow Board members, if approved prior to the trip.

Expenses

Travelers must use per diem rates established by the U. S. General Services Administration (GSA) for locations within the U. S. and by the U. S. Department of State for foreign travel. The federal rates are established by the GSA each year for the period of October 1st to September 30th. Refer to GSA Website for GSA rates.

1. All expenses related to authorized district business and travel will be paid in accordance with established guidelines. Such expenses must be reasonable, necessary, and authorized.
2. Individuals who fail to adhere to established procedures relating to district travel and/or financial guidelines are personally liable for expenses incurred.
3. Cancellation expenses that result from the action of the individual are the personal responsibility of that individual.
4. Actual detailed vendor receipts must be submitted for reimbursement with the exception of Meals and Incidental Expenses (M&IE). Credit card receipts are not adequate for claiming reimbursement.
5. No reimbursements will be made for spouse expenses, alcoholic beverages, entertainment expenses, and personal travel before or after the approved period, traffic or parking fines, flight or accident insurance or other personal items.
6. *If a conference begins after noon, the employee must make travel arrangements to arrive on the date that the conference officially begins. *If a conference begins before noon and the conference site is over 100 miles from Capital School District, an employee is eligible to arrive the night before the conference begins at district expense. *If a conference ends before 3:00 p.m., the employee must make arrangements to return home on the last day of the conference. *If a conference ends after 5:00 p.m. and the conference site is over 200 miles from Capital School District, the employee has the option of returning home or staying one additional night at district expense.
7. All travel and expense reimbursements must be submitted within 15 days of occurrence or the reimbursement will not be paid by the district.

A. Transportation

1. Economy or coach accommodations will be used unless some other accommodations are more economical.
2. All travel will be by the most economical and direct routes.
3. An individual may choose whatever mode of transportation they desire, however, they will only be reimbursed for the cost of the least expensive method of transportation.
4. When an individual elects to use their personal car they will be reimbursed at the state approved rate. The use of district vehicles instead of personal vehicles is encouraged.
5. When an individual combines a personal vacation with his/her approved district travel, the traveler is responsible for any additional expenses, which are in excess of the normal transportation expenses to attend the conference.
6. The use of a rental car requires prior approval and only used for economical reasons and never for personal convenience and must be included on the Request for Professional Development/Leave Form. To avoid a refueling surcharge, all rental cars shall be refueled before returning the vehicle to the rental company.
7. Normally, transportation expenses to and from meals are not reimbursable.

B. Lodging

1. Travelers are expected to seek accommodations that are comfortable, convenient, meet business and personal needs and offer good value.
2. The cost for lodging will be reimbursed at the single occupancy rate, which includes taxes, etc.
3. A detailed invoice is required to be eligible for reimbursement for lodging expenses.
4. Hotel accommodations are expected to be shared by travelers of the same sex to the same destination up to double occupancy. Accommodations shared with other state travelers should be billed and reimbursed to one traveler.
5. Hotel accommodations will not be reimbursable for in-state travels to one day events.

C. Registration

1. A brochure or pamphlet from the conference or workshop that will be attended must be included with the Purchase Order to pay the conference.
2. Registration Fees will only be paid at the early registration rate. Other fees will be paid by the traveler.

D. Meals and Incidental Expenses

1. Capital School District will pay for, or reimburse, the necessary and reasonable cost of meals incurred during out-of-state travel up to the GSA per diem rates.
2. Alcoholic beverages may not be charged to the State, nor will they be reimbursed. Use of the Travel PCard to pay for alcohol may result in revocation of the employee’s card.
3. Meals provided by a conference/seminar/workshop must be excluded. If a meal is provided without cost to the traveler (included in a conference fee), a reduction to the daily per diem will be made for the appropriate meal.
4. Travelers are to pay for their own meals. Sharing expenses (splitting the bill evenly) is not permitted and will not be reimbursed.
5. Meals purchased within the State are not allowable for reimbursement.
6. M&IEs are not to exceed the location rate.
7. The per meal allowances apply to the departure and return (partial) days according to the following guidelines (meals breakdown):

When Travel is:		The allowance is:
More than 6 but less than 24 hours		75 percent of the applicable M&IE rate
24 Hours or more on	Day of Departure	75 percent of the applicable M&IE rate
	Full Days of Travel	100 percent of the applicable M&IE rate
	Last Day of Travel	75 percent of the applicable M&IE rate

 

E. Other Travel Expenses

1. Tolls, parking fees, taxi fares, limousine services, bus, subway, and tips are reimbursable. Receipts are required where feasible and each of the expenses should be listed separately on the Personal Reimbursement Form.

Return from an Approved Trip

1. Complete a Personal Reimbursement Form within 15 days to account for all travel expenses.
2. All receipts must be taped (not stapled) to a sheet of plain paper – they cannot overlap.
3. File a travel summary report with their immediate supervisor within 15 days.

 

Section:	Administration
Date Approved:	11/15/2017
Date Revised:	10/18/2017

Policy #: 200-14

School Construction Renovation Plaque

Names on Plaques:

The Capital School District Board of Education commissions the installation of plaques on new construction and extensive renovation projects. The plaques will acknowledge persons contributing significant leadership in their respective role/position from the inception of a project through the time of construction/renovation completion. The plaques will provide information as follows:

• Name of the school or building
• Board-approved construction date
• Names of Board members on the Board from the time the project was initiated through the time of completion of construction, thus:
  • President(s)
  • Vice-President(s)
  • Members (in order of number of years on the Board)
• Name(s) of the Superintendent(s) of Schools
• Others as recommended by the Superintendent and approved by the Board
• Name of the architect
• Name of the contractor

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-15

Freedom of Information Act (FOIA)

FOIA Coordinator

The Business Manager is the District’s FOIA Coordinator. The FOIA Coordinator’s email address and phone number may be found on the Capital School District’s website under Departments – Business Office – Freedom of Information Act. The FOIA Coordinator may designate other employees to assist. The FOIA Coordinator shall maintain tracking document/s of all FOIA requests, including the Requesting Party’s contact information; the date the request is received; the District’s response deadline; the date of the response, including the reasons for any extension; the names, contact information and dates of correspondence with individuals contacted in connection with each request; the dates of review by the District employee, and the names of employees conducting reviews; whether documents were made available; the amount of copying and/or administrative fees assessed; and the date of final disposition. References to the FOIA Coordinator include the FOIA Coordinator’s designee.

Web Portal

The District shall develop and maintain a web portal for access to this policy; the FOIA Request Form promulgated by the Office of the Attorney General; the name and contact information of the FOIA Coordinator; and the receipt of FOIA requests via the internet.

Requests

1. All FOIA requests shall be in writing and delivered in person, by email, by fax, or through the internet to the District’s web portal. The request shall be as specific as possible, and shall describe the records sought in sufficient detail to enable the District to locate the records with reasonable effort.
2. The FOIA Coordinator may request that the citizen seeking public records provide additional information to assist in locating records, such as the types of records, parties to correspondence, and subject matter of the requested records. The FOIA Coordinator shall make every reasonable effort to assist in identifying the records sought.
3. FOIA does not require the District to create records or prepare summaries or compilations of records.
4. If the request seeks records in the possession of, and under the control of, another public body, the FOIA Coordinator will promptly forward the request to this public body and notify the Requesting Party that the request has been forwarded. If, on the other hand, the records sought are controlled by the District, but are not within the District’s possession, the District will provide an itemized written estimate of the cost of retrieving the records. The Requesting Party will then decide whether to proceed with, cancel, or modify the request.
5. The District will respond to a FOIA request as soon as possible, but in all events within 15 business days of receipt of the request. The response shall provide access to the records; deny access to all or part of the records, and state the reasons for the denial; or advise that additional time is needed because the request is for voluminous records, legal advice is required, or a record is in storage or archived.
6. The District will provide emails if it is able to do so with reasonable effort. If the assistance of District information and technology personnel is necessary in order to provide emails, the District will provide the Requesting Party an itemized written estimate of the charges incurred in retrieving such records. The Requesting Party shall then decide whether to proceed with, cancel, or modify the request.
7. Access for reviewing records shall be provided during the District’s regular business hours and under the supervision of an assigned district staff person.

Copying Fees

1. The cost of providing copies of paper records shall be:

a. No charge for the first 20 pages of standard-sized (i.e., 8.5” x 11”; 8.5” x 14”; and 11” x 17”), black and white copies, and $0.10 per page for each copy in excess of 20 copies ($.20 for two-sided).

b. The charge for copying 18” x 22” shall be $2.00 per page; 24” x 36” shall be $3.00 per page; and larger than 24” x 36” shall be $1.00 per square foot.

c. Color copies/printouts shall cost an additional $1.00 per page for standard-sized copies, and an additional $1.50 per page for larger copies.

Microfilm and Microfiche Printouts

There is no charge for the first 20 pages of standard-sized, black-and-white copies from microfilm or microfiche. The charge for each page of such printouts over 20 pages is $0.l5 per page.

Electronically Generated Records

The cost of copying records maintained in electronic format will be equal to the material costs in generating the records (i.e., the DVD, CD, or other electronic storage costs).

Payment

One-half of the estimated fees shall be paid before any service is performed, and the balance is payable upon completion of the service, prior to receipt of the requested records.

Administrative Fees

1. There will be no charge for one hour or less of staff time to process a request for records (i.e., identifying records; monitoring review of records; and generating computer records in electronic or print-out form). Administrative fees shall not include legal consultation to determine whether records are exempt from disclosure.
2. Administrative fees shall be billed to the Requesting Party per quarter hour at the hourly rate of the lowest-paid District employee capable of performing the service. Every reasonable effort shall be made to minimize administrative fees.
3. Prior to fulfilling any request requiring a Requesting Party to incur administrative fees, the District will provide an itemized written estimate of the administrative fees. The Requesting Party will decide whether to proceed with, cancel, or modify the request.
4. When a Requesting Party submits multiple FOIA requests, the District will attempt to avoid or minimize administrative fees by aggregating staff time to process such requests.

 

Section:	Administration
Date Approved:	10/17/2012
Date Revised:	08/06/2012

Policy #: 200-16

School Closings

Purpose: 

To provide information to parents and the public regarding the closing of schools in the event of severe and adverse weather conditions.

School Closings - Weather

In the event of severe and adverse weather conditions, and should it become necessary to close schools, the following plan shall be followed to notify parents, students, staff, interested agencies, and local organizations. The district will use a variety of means (as available and possible) to notify families and staff including the district web site, automated telephone calling services, social media outlets, radio and television stations as well as the state notification system (if parents/families have registered for this system.

Parents/guardians/caregivers are encouraged to pay attention to these media on inclement weather days to find out if schools are closed, will open with a delay, or will dismiss early. The decision to close schools, institute a delay in opening, or early dismissal will be made as early as possible in order to inform parents, guardians, caregivers, and staff members and give adequate notice to the Capital School District Transportation Office. Parents are encouraged to dress students appropriately when extreme cold or hot weather is forecasted.

Closing Schools - Epidemics

In the event of an epidemic in the Capital School District, after prior consideration with the Department of Education and/or Department of Health and Social Services, as well as communication with the Board of Education, the Superintendent of Schools may close schools.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-17

District-Media Programs

Purpose: 

To provide the public with information regarding media relations in regards to the students of the Capital School District.

Use of Students in News Media Relations

The use of students in release of information concerning the Capital School District's programs must be supervised and must be previewed in advance of all such presentations. The responsibility of assuring quality use of students in the dissemination of news from the Capital School District lies with the school principal and/or the Superintendent of Schools.

Broadcasting and Recording

Any broadcasting, recording, or other such use of any sporting or special educational event within the schools of Capital School District must first be approved by the Superintendent or designee.

Speaker Services

All use of speaker services by the Capital School District staff must be screened and approved in advance of any presentation. The responsibility for such screening lies with the principal of the facility at which the speaker is to appear. No obscene, sexually provocative material is to be a part of any such speaker's presentation. A quality guideline is to be maintained by the administration and the administrator in charge of the facility at which the presentation is to be made. The Assistant Superintendent should screen doubtful material further.

Information Campaigns

All information campaigns involving Capital School District staff or facilities must be approved in advance by the Superintendent of Schools or designee. All such campaigns should be in the best interests of all Capital School District pupils and should be non-offensive to all Capital School District patrons.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-18

Solicitation

Purpose: 

To provide an explanation on the soliciting of funds within the district.

Soliciting - General

Solicitation of funds for such organizations as the March of Dimes, American Cancer Society, United Way, etc., is by adult organization and should be supported by adults.

These organizations and agencies are dependent upon public subscription and have an important contribution to make for society. The Capital School District Board of Education feels that these organizations should be made part of a student’s adjustment into the life of the community he or she lives in, and for this reason, should be given an opportunity to make a financial contribution as he or she wishes.

The Capital School District Board of Education invites such organizations to submit appropriate educational material which can lead students into work related to these organizations as an intelligent adult. All such literature should, however, be pre-screened by the Superintendent of Schools or designee.

The Capital School District Board of Education maintains the right on the advice of the Superintendent of Schools to curtail the solicitation of any agencies at any time.

Solicitations by Staff Members

No teacher shall use his or her position in the Capital School District to influence parents or pupils of the District to purchase merchandise, except for materials approved by the Superintendent’s office, for use in the classroom.

Solicitations of Staff

The Capital School District shall strive to safeguard its staff from money-raising plans of outside organizations, commercial enterprises, and individuals. This policy applies particularly to the sale of articles or services except those directly sponsored or handled by the school authorities. Outside organizations shall not be permitted to advertise events or saleable merchandise to or for staff, except those jointly school-sponsored programs of saleable items.

All information, saleable items, tickets, and other materials must carry the name of the solicitor. The use of the title “Board of Education” shall not be used on any materials, notices, or advertising without the specific consent of the Board of Education.

 

Section:	Administration
Date Approved:	08/17/2005
Date Revised:

Policy #: 200-20

Distribution of Board Policy Manual

Purpose: 

The Board desires to make this Manual of Policies a useful guide for all members of the Board, the administration of this district, all personnel employed by the Board, the students of the district, and all members of the community.

Therefore, copies of this manual shall be available on the district’s website. Revisions to policies will be available on the district’s website.

The manual of policies shall be considered a public record and shall be open for inspection in the Board offices.

The Superintendent shall maintain an orderly plan for the promulgation of policies to staff members who are affected by them and shall provide easy accessibility to an up-to-date collection of policies for all employees of the school system. The Superintendent is designated to review existing policy monthly in light of Board actions and in light of revisions to State statutes and procedures, and to recommend to the Board such changes as may be desired to maintain the Board Manual of Policies in a current status.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	06/20/2012

Policy #: 200-21

School Calendar

Purpose: 

The Board recognizes that the preparation of a calendar is necessary for the efficient operation of the district.

Authority

The Board shall determine annually the days and the hours when the schools shall be in session for instructional purposes in accordance with State law.

Delegation of Responsibility

The Superintendent shall prepare a school calendar for Board consideration annually.

The Board reserves the right to alter the school calendar when it is in the best interests of the district.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-22

School Organization

Purpose: 

The Board recognizes that the organizational structure of the district can promote a more effective instructional program and a more efficient operation.

Authority

The schools of this district shall be organized as follows:

Early Childhood Centers	Grades PK - K
Elementary School(s)	Grades 1 - 5*
*Elementary Schools may include Grade K as needed
Middle School(s)	Grades 6 - 8
Senior High School(s)	Grades 9 - 12

 

Delegation of Responsibility

The Superintendent shall continually monitor the effectiveness of the schools' organizational plan and recommend to the Board such modifications in the Plan which are in the best interests of the students, make the wisest use of district resources, and serve the educational goals of this Board.

 

Section:	Administration
Date Approved:	01/21/2026
Date Revised:	01/21/2026

Policy #: 200-23

School Day

Purpose: 

To provide information regarding the school day.

The normal school day for the instruction of the pupils of this district shall be in accordance with Delaware Code Title 14 §1049. The Superintendent may temporarily alter the regular school session when such alteration is in the best interests of the district.

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-24

Assignment Within District

Purpose: 

The Board directs that the assignment of students to schools within this district be consistent with the approved School Choice procedures, with proper education of students, and the best use of the resources of this district.

Authority

The Board shall determine the school attendance areas of the district and shall expect the students within each area to attend the school so designated. In assigning pupils to schools within this district, school choice notwithstanding, every effort shall be made to ensure racial and enrollment balance in each school.

Delegation of Responsibility

The Superintendent will recommend school attendance areas to the Board. Students residing in specific attendance areas will attend the school approved by the Board for that area unless a school choice application is approved. Other exceptions to this policy are to be considered by the Superintendent only when a specific program not available in the specified school is available in another school (such as special education classes) and a student is determined to be in need of such program; or when the transfer of students is necessary to achieve reasonable balance of class loads; or when a severe medical or psychological problem necessitates that the student attend a school other than the one specified. The severe medical problem must be certified by a physician in writing to the Superintendent. In the case of psychological problems, the request for transfer must come from the Capital School District's psychologists, and/or other qualified psychologists, after the child has been fully tested and the problem attested to in writing to the parents and the Superintendent.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-25

Family Involvement

Purpose: 

The Capital School District Board of Education recognizes that a child’s education is a responsibility shared by the school and family during the entire period a child spends in school. To support the goal of the school district to effectively educate all students, it is essential that our schools and families work as knowledgeable partners.

The Capital School District is committed to increasing opportunities for families to be more involved in their children’s learning at school and at home and to use family – school – community partnerships to strengthen schools and improve student achievement. This commitment includes inviting those involved in parenting children to be participants in developing educational initiatives at the school, administrative, and board levels. The commitment also extends to the development of a district wide parent engagement plan. The plan will provide the support of a district parent coordinator who will enhance parent involvement initiatives while recognizing the diversity of needs and challenges of families represented within each school. The plan will incorporate strategies that will:

• Improve communication between home and school.
• Assist families in defining and executing their roles and responsibilities in the education process.
• Create a school climate and structures to support families feeling welcomed and valued.
• Construct school partnerships and outreach activities with families and community groups.
• Partner with community organizations that will support parent involvement efforts and help reinforce the value of parent involvement.
• Inform families of existing opportunities for involvement in the schools and how they can pursue getting involved in these activities.
• Encourage and increase family participation in school sponsored activities and improvement efforts.
• Provide staff with the tools to reach out to families.

To this end, the Board of Education pledges its support to encourage and acknowledge active family involvement in the schools for Capital School District.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-26

Home Schooling

Purpose: 

This policy provides guidelines to parents regarding homeschooling.

Home Schooling

The Board of Education recognizes the desire of some families to educate their children at home. State laws regulate homeschooling. The district is not in a position to participate in the supervision of homeschooling because the district does not maintain staffing levels sufficient to enable the superintendent to determine whether a homeschooling student is provided “regular and thorough instruction in the subjects prescribed for the public schools of the state in a manner suitable to children of the same age and stage of advancement.” See 14 Del. C., Section 2703(b). Therefore, the district will direct home schooling inquiries to the Department of Education (DOE) for referral to a home school association or organization registered with DOE. The Department of Education also offers parents the option of registering with DOE and undertaking their own reporting responsibilities.

If a home-schooled student returns to the district, such a student shall take a placement test(s) prior to returning to the district and will be placed in the grade-course deemed appropriate by school professionals.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-27

Administrative Action in Absence of Policy

Purpose: 

To provide for administrative action when not covered by Board policy.

Administrative Action in Absence of Board Policy

Where administrative action is required in situations for which no policy has been adopted by the Board, the Superintendent shall have the power to act. The Superintendent shall inform the Board of the action, which shall be subject to review by the Board. The Superintendent shall make recommendations for needed policy changes.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-28

Cabinet/Staff Leadership Team

Purpose: 

The purpose is to define the role of the Superintendent’s Cabinet/Staff Leadership Team.

Cabinet/Staff Leadership Team

The responsibilities of the Superintendent’s Cabinet/Staff Leadership Team are to identify and prioritize current and future issues, to share information on department tasks, to assist in coordinating efforts across department lines, to advise Superintendent on pending matters, and to develop support for Superintendent, School Board, and district initiatives.

The Leadership Team will consist of designated district office administrative and supervisory positions determined by the Superintendent.

Regular meetings are scheduled by the Superintendent, who may call a special meeting as warranted.

 

Section:	Administration
Date Approved:	07/18/2012
Date Revised:	04/25/2012

Policy #: 200-29

Wellness

Preamble:

The Capital School District (hereto referred to as the District) recognizes that good health fosters better education and good attendance for students and that children need access to healthful foods and opportunities to be physically active in order to grow, learn, and thrive. Physical inactivity and excessive calorie intake are the predominant causes of childhood obesity. Major risk factors for heart disease, cancer, stroke, and diabetes include unhealthy eating habits, physical inactivity, and obesity. These habits are often established in childhood. The District has a responsibility to ensure that schools promote and shelter students’ health and ability to learn by providing nutrition education, physical education, physical activity, and healthy foods and beverages. Emerging evidence shows a profound link between a student’s health, which is closely tied to nutrition and physical activity, and his/her ability to achieve academically. Therefore, the District is committed to providing school environments that promote and protect children's health, well-being, and ability to learn by supporting healthy eating and physical activity.

This policy outlines the District’s approach to ensuring environments and opportunities for all students to practice healthy eating and physical activity behaviors throughout the school day while minimizing commercial distractions. Specifically, this policy establishes goals and procedures to ensure that:

• Students in the District have access to healthy foods throughout the school day* – both through reimbursable school meals and other foods available throughout the school campus* – in accordance with Federal and state nutrition standards;
• All students are provided with the opportunity to participate in 150minutes of physical activity per five day school week (through a combination of physical education, recess, and classroom activities);
• Students receive quality nutrition education and physical education to foster life-long habits of healthy eating and physical activity;
• There is coordination between health education, school meal programs, school foods, physical education and health-related community services to promote student wellness (Coordinated School Health Programs);
• The community is engaged in supporting the work of the District in creating continuity between school and other settings for students and staff to practice lifelong healthy habits; and
• The District establishes and maintains an infrastructure for management, oversight, implementation, communication about, and monitoring of the policy and its established goals and objectives.

This policy applies to all students, staff, and schools in the District.

Capital School District Wellness Committee

Committee Role and Membership

The District will convene a representative district wellness committee (hereto referred to as the DWC) that will meet quarterly (at minimum four times per year) to establish goals for and oversee school health and safety policies and programs, including development, implementation, and periodic review and update of this district-level wellness policy. The DWC shall serve as a resource to school sites for implementing those policies. The DWC shall consist of a group of individuals representing the school and community, and will include parents, students, representatives of the school food authority, members of the school board, school administrators, teachers, health and physical education teachers, health professionals, and members of the public.

Leadership

The designee(s) will convene the DWC and facilitate development of and updates to the wellness policy, and will ensure each school’s compliance with the policy. The designated officials for oversight of the policy are the Supervisor of School Success Planning and the Nutrition Specialist/Registered Dietitian.

Wellness Policy Implementation, Monitoring, Accountability, and Community Engagement

Implementation Plan

The District will develop and maintain a plan for implementation to manage and coordinate the execution of this wellness policy. The plan includes information about who will be responsible to make what change, by how much, where and when; as well as specific goals and objectives for nutrition standards for all foods and beverages available on the school campus*, food and beverage marketing, nutrition promotion and education, physical activity, physical education, and other school-based activities that promote student wellness. It is recommended that each school use the evaluation tool to complete a school-level assessment which will help to create an action plan that fosters implementation and generate an annual progress report. The wellness policy and the progress reports can be found at: http://www.capital.k12.de.us/page/2824/category/73 

Recordkeeping

The District will retain records to document compliance with the requirements of the wellness policy. Documentation will include:

• The written wellness policy;
• Documentation that the policy has been made available to the public;
• Documentation of efforts to review and update the policy;
• Documentation to demonstrate compliance with the annual public notification requirements;
• The most recent assessment of the implementation of the policy; and
• Documentation demonstrating the most recent assessment on the implementation of the policy has been made available to the public.

Annual Notification of Policy

The District will actively inform families and the public each year of basic information about this policy, including its content, any updates to the policy, and implementation status. The District will make this information available via the district website.

Triennial Progress Assessments, Revisions, and Updating the Policy

At least once every three years, the District will evaluate compliance with the wellness policy to assess the implementation of the policy and include:

• The extent to which schools under the jurisdiction of the District are in compliance with the wellness policy
• A description of the progress made in attaining the goals of the District’s wellness policy

Based on the results of the triennial assessments and/or as new Federal or state guidance or standards are issued, the policy will be revised and updated, as needed, but at least every three years.

Nutrition

School Meals

All schools in the District participate in USDA child nutrition programs, including the National School Lunch Program (NSLP), the School Breakfast Program (SBP), and the Summer Food Service Program (SFSP). The District also operates additional nutrition-related programs and activities, including Breakfast in the Classroom, Grab-n-Go Breakfast, and the After School Snack Program.

Each school in the District shall encourage all students to participate in these meal opportunities. In particular, the school shall make efforts to ensure that families are aware of the District’s participation in the Community Eligibility Provision (CEP). The Community Eligibility Provision provides one free breakfast and one free lunch to every student every school day, regardless of income.

The school food service program shall operate in accordance with The Healthy Hunger-Free Kids Act of 2010 and other applicable laws and regulations of the state. Schools shall offer varied and nutritious food choices that are consistent with the federal government's Dietary Guidelines for Americans. Menus should be planned with input from students, family members, and other school personnel and should take into account students' cultural norms and preferences. Food-pricing strategies shall be designed to encourage students to purchase nutritious items. Procedures shall be in place for providing information to families about the ingredients and nutritional value of the foods served. This information may be made available on menus, website, cafeteria menu boards, placards, newsletters, email, or point-of-purchase materials.

Upon a physician's written request, modified meals shall be prepared for students with life-threatening food allergies or other special food needs that are diagnosed and documented as a medical disability. Information on the ingredients used in the preparation of school meals shall be provided to parents upon request. Parents shall be notified about this option.

Eating as a Positive Experience

All foods, especially healthy options like fruits and vegetables, shall be presented in an appealing and attractive manner and served in a clean and pleasant setting. All food service equipment and facilities must meet applicable local, state, and Federal statutes and regulations concerning health, safe food preparation, handling, and storage, drinking water, sanitation, and workplace safety. Students and staff shall have adequate space to eat meals in pleasant surroundings and shall have adequate time to eat: at least 10 minutes after sitting down for breakfast (in cafeteria or classroom) and 20 minutes after sitting down for lunch.

Staff Qualifications and Professional Development

Properly qualified nutrition professionals shall administer the school meal programs. The district shall provide annual certification/training via organizations such as the USDA, School Nutrition Association, and National Food Service Management Institute. Staff development programs shall include appropriate certification and/or training programs for child nutrition directors, school nutrition managers, and cafeteria workers, according to their level of responsibility. All child nutrition employees are required to complete a minimum number of USDA Professional Standards training hours each year to ensure that staff stay educated on current policies and pertinent food service information.

Newly hired district food service coordinators shall be Registered Dieticians or have a four-year degree in nutrition science or dietetics. 

Competitive Foods and Beverages

The District is committed to ensuring that all foods and beverages available to students on the school campus* during the school day* support healthy eating. The foods and beverages sold and served outside of the school meal programs (e.g., “competitive” foods and beverages) will meet the USDA Smart Snacks in School nutrition standards, at a minimum. Smart Snacks aim to improve student health and well-being and create an environment that reinforces the development of healthy eating habits. A summary of the standards and information, as well as a Guide to Smart Snacks in Schools are available at: https://www.fns.usda.gov/healthierschoolday/tools-schools-focusing-smart-snacks

To support healthy food choices and improve student health and well-being, all foods and beverages outside the reimbursable school meal programs that are sold to students on the school campus* during the school day* must meet or exceed the USDA Smart Snack nutrition standards. These standards will apply in all locations and through all services where food and beverages are sold, which may include, but are not limited to, a la carte options in cafeterias, vending machines, school stores, and snack or food carts.

Celebrations and Rewards

The District encourages schools to meet adopted nutritional standards for foods offered during school celebrations. The District shall provide a list of healthy celebration ideas to parents and teachers, including physical activity. Schools shall celebrate birthdays once per month, rather than individually for each child. In addition, outside food without a label shall not be permitted due to allergy concerns. Schools shall not withhold meals from students as punishment. Schools shall encourage the use of non-food performance incentives and rewards.

Fundraising

Foods and beverages that meet or exceed the USDA Smart Snacks in Schools nutrition standards may be sold through fundraisers on the school campus* during the school day*. The District encourages fundraising that promotes non-food items and/or physical activity. The District shall provide a list of healthful snack items to teachers, program personnel, and parents.

School-Related Programs or Non-School Sponsored Programs Outside of the School Day*

In order to support our students and their families in leading healthy lifestyles, all school-related programs that occur outside of the school day* shall ensure that:

• There is a selection of foods and beverages that meet the nutritional standards of foods sold during the school day*;
• Foods and beverages that meet the nutrition standards must be sold at a price equivalent to or lower than similar items that do not meet the standards; and
• Foods and beverages meeting the standards will be as visible as or more visible than items that do not meet the standards.

Food and Beverage Marketing in Schools

Any foods and beverages marketed or promoted to students on the school campus* during the school day* must meet or exceed the USDA Smart Snacks in School nutrition standards. Food and beverage marketing is defined as advertising and other promotions in schools and often includes oral, written, or graphic statements made for the purpose of promoting the sale of a food or beverage product made by the producer, manufacturer, seller, or any other entity with a commercial interest in the product. This can include, but is not limited to, displays on vending machines; logos on school equipment such as marquees, scoreboards, or backboards; advertisements in school publications or school mailings; and free product samples, taste tests or coupons of a product, or free samples displaying advertisement of a product.

Physical Education and Physical Activity

Schools shall be encouraged to provide all students with the opportunity to participate in 150 minutes of physical activity per week for the entire school year through physical education, recess, and classroom activities. Districts/schools shall provide information to parents concerning physical education and other school-based physical activity opportunities that are offered before, during, and after the school day*.

Physical Education Program Design

The physical education program shall:

• Engage students in moderate to vigorous physical activity for at least 50% of class-time during most or all physical education class sessions;
• Use age-appropriate, sequential physical education consistent with national and state standards for physical education;
• Promote the benefits of a physically active lifestyle and help students to develop skills to engage in life-long healthy habits as well as incorporate essential health education concepts;
• Be consistent with the state’s curriculum standards for physical education and the district’s written curriculum;
• Be taught by a certified physical education teacher as defined by the state Department of Education;
• Maintain a student/teacher ratio comparable to those in other curricular areas;
• Have physical education teachers complete annual professional development training;
• Provide many different physical activity choices;
• Feature cooperative as well as competitive games;
• Take into account gender and cultural differences in students’ interests;
• Promote participation in physical activity outside of school;
• At the high school level, focus on helping adolescents make the transition to an active adult lifestyle;
• Meet the needs of all students, especially those who are not athletically gifted;
• Suitably adapted physical education is included as part of the Individual Education Plans for students with chronic health problems, disabling conditions, or other special needs that preclude such students participating in regular physical education instruction or activities; and
• Be an enjoyable experience for all students.

Health-Related Fitness Assessment

Health-related physical fitness testing (i.e., FitnessGram) shall be integrated into the physical education curriculum as an instructional tool, except in the early elementary grades. Tests shall be appropriate to students’ developmental levels and physical abilities and be in compliance with the state’s requirements for student fitness assessment. The district shall use aggregate fitness data for district planning.

Physical Activity

Teachers and other school personnel shall not use physical activity (e.g., running laps, push-ups) or withhold opportunities for physical activity (e.g., recess, physical education) as punishment.

Teachers and other school personnel may use physical activity opportunities as rewards.

After-school childcare programs shall provide and encourage - verbally and through the provision of space, equipment, and activities - daily periods of at least 20 minutes of moderate/vigorous activity for all participants.

Daily Recess

All elementary school students shall have at least 20 minutes a day of recess, preferably outdoors. Elementary schools shall have a backup plan in the event that outdoor recess is not possible due to weather conditions. It is safe for children to be outside when the temperatures are above 20º F, including wind chill factor. Outdoor play time should be limited to 20-30 minutes when temperatures are between 21-32º F. When the outdoor temperature is equal to or higher than 95 º F, including humidity factors, there should be no outside activity.

Middle schools should encourage outside activities during lunch when possible, and offer meaningful opportunities for physical activity.

All schools shall discourage extended periods (two hours or more) of inactivity. When activities, such as school testing, make it necessary for students to remain indoors for long periods of time, schools shall provide periodic breaks during which students are encouraged to be moderately to vigorously active.

Nutrition Education

The health education program shall include nutrition education that:

• Is integrated within the comprehensive health education program taught at every grade level and may be integrated not only in health education classes, but also in classroom instruction in other subjects, with links to school meal programs, school foods, physical education, nurses, guidance counselors, and health-related community services;
• Is based on theories and methods proven by published research to improve behaviors consistent with the state’s health education standards;
• Emphasizes healthy eating, screen time (including use of electronic devices), and physical activity;
• Is developmentally-appropriate and culturally-relevant, such as nutrition promotion activities that include taste testing, farmvisits, school gardens, etc.;
• Includes nutrition knowledge, including the benefits of healthy eating with an emphasis on fruits, vegetables, 1% and fat-free dairy products, essential nutrients, principles of weight management, health-enhancing nutrition practices, and 5-2-1-Almost None*; and
• Provides nutrition-related skills, including planning a healthy meal, healthy food preparation methods, understanding and using food labels, and critically evaluating nutrition information, misinformation, and commercial food advertising.

Staff Wellness

The District highly values the health and well-being of every staff member and shall plan and implement activities and policies to promote and maintain healthy staff lifestyles. The district shall promote staff wellness programs and explore incentives for participation. School staff members are encouraged to be healthy lifestyle role models. The district shall have a recognition program in place for school personnel who exemplify healthy role models and provide information and materials to staff about healthy eating and physical activity to utilize in their daily lives and classrooms.

Schools may offer wellness programs that support staff in adopting and practicing healthy lifestyles. Schools shall offer food options in staff lounges and staff meetings that meet the competitive food guidelines as outlined in Section III.

Each school may establish and maintain a staff wellness committee. The committee shall develop, promote, and oversee a multifaceted plan to promote staff health and wellness. The plan shall be based on input solicited from school staff and outline ways to encourage healthy eating, physical activity, and other elements of a healthy lifestyle among school staff. The staff wellness committee shall meet at least biannually.

---

5-2-1-Almost None is a campaign designed by Nemours Health & Prevention Services that encourages children to eat 5 servings of fruits and vegetables per day, engage in 2 or fewer hours of screen time, participate in 1 hour or more of physical activity, and drink almost no sugar- sweetened beverages.

*School Campus- areas that are owned or leased by the school and used at any time for school-related activities, including outside of the school building, school buses or other vehicles used to transport students, athletic fields and stadiums (e.g., scoreboards, coolers, cups, and water bottles), or parking lots.

*School Day- the time between midnight the night before to 30 minutes after the end of the instructional day.

 

Section:	Administration
Date Approved:	09/19/2017
Date Revised:	08/09/2017

Policy #: 300-01

Budget Planning and Document Preparation

Purpose: 

The fundamental obligation of the Board of Education and its representative, the Superintendent of Schools, is to plan, prepare and adopt a budget that will meet all needs of the Capital educational system.

Planning and Preparation of the Budget

The planning and direction of budget preparation is the delegated responsibility of the Business Manager. Ultimate value judgments and decision-making in the assignment of resources rests with the Superintendent of Schools and the Board of Education.

The preparation of the Capital School District fiscal year budget document is the delegated responsibility of the Business Manager.

Anticipated revenue figures will be based on the best data available but will, necessarily, rely to a considerable extent on approximate data. In any case, the projections will always be based on what is law at the time the projections are made, rather than anticipating changes in the law that may or may not be made.

Budgets will be created on a semi-annual basis with the cooperation of the Superintendent, Business Manager, Department Managers, and Principals. The needs of Department Managers will be analyzed with the greatest needs receiving the highest priority in the allocation of available funds. Principals will receive a per-pupil allocation. Since the fiscal year begins July 1st and ends June 30th, the preliminary budget will be presented at the June board meeting for discussion with the Board of Education. The final budget will be presented at the December board meeting for approval.

Transfer of Funds Between Categories

The Capital School District budget is to be recognized as a plan for the expenditure of funds. Once the budget is adopted, money will not be transferred between categories without the approval of the Board of Education. Some flexibility will, however, be permitted in terms of running negative balances in certain categories when good management so dictates, so long as compensating positive balances are provided.

The Board of Education and the public will be kept fully informed of the status of the accounts through the monthly financial statements provided by the business office.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/10/2012

Policy #: 300-02

Revenue and Operation

Purpose: 

To provide information regarding the manner in which revenue and district operation is set.

Local Revenue - Operation

The local tax rate authorized by law and local referendum for supplementing State appropriations for general school and office supplies, repairs, operation, and other items of current expense, is set at a maximum rate per 100 dollars of assessed valuation.

The Board may add thereto 10 percent of said authorized rate for delinquencies and cost of collection. [Title 14, Paragraph 1913, Delaware Code] The tax rate will be set each year by the Board of Education not later than the regular monthly meeting in June. It is then the responsibility of the Business Manager to execute and deliver the warrant, with a duplicate of the assessment list, to the Receiver of Taxes and County Treasurer of Kent County, prior to the second Thursday in July.

Local Revenue - Minor Capital Improvement

The district adds to the tax rate an amount sufficient to cover the local 40% share of State-approved Minor Capital Improvement programs. The Business Manager is responsible for recommending a rate to the Board to cover Minor Capital Improvement costs.

Local Revenue - Debt Service

Delaware Law [Title 14, Chapter 21] provides that referenda be held to authorize the issuance of bonds to cover local district share of Capital Improvement expenses. Paragraph 2114 states that the authority to issue bonds shall be construed to the authority to levy taxes to service the debt. An additional amount of 10% to cover costs of delinquency and collection may be collected. It is the responsibility of the Business Manager to provide the Superintendent and the Board with a recommended property tax rate that will be sufficient to satisfy the district’s debt service obligations for the ensuing fiscal year. This recommendation is to be provided prior to the June meeting.

Local Revenue - Tuition

Delaware law, Title 14, Chapter 6, provides that the Tuition Tax Rate will be calculated to provide sufficient funding to cover the costs associated with the Kent County Community School, Kent County Secondary Intensive Learning Center, and the autistic and intensive learning centers within the Capital School District. Estimates will also be made to provide sufficient funding for the cost of special needs students attending Department of Education-approved tuition programs in other districts. Furthermore, funding will be sufficient to cover special needs students placed in out-of-state facilities as recommended by the Interagency Collaborative Team.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/16/2012

Policy #: 300-03

Purchasing

Purpose: 

To provide the public with the objectives of the district’s purchasing procedures.

Purchasing Policy - General

It is the objective of the Board and the Superintendent to make all purchases at the best price available for quality goods and services. The Business Office is authorized to purchase and supervise the purchasing of all materials, goods and supplies for the school system in accordance with state laws and good purchasing practice. The District operates on an encumbrance system and all purchases greater than $5,000 are to be made on official purchase orders.

Purchasing Procedures

All purchasing procedures are the delegated responsibility of the Business Manager and the Business Manager will administer these procedures. The administrative official who is responsible for the budget where the purchase is charged must approve all purchasing. The purchase order will be forwarded to the district business office under the procedures established by the office. Any exceptions to the normal purchasing procedures due to unusual and justifiable circumstances may be made in advance by the Business Manager if the circumstances warrant an exception.

All purchases must be within the written authority granted by the State of Delaware and within the authority granted by the Capital School District Board of Education. All purchases will meet the following guidelines:

1. Purchase must not be in violation of the existing bid laws of the State of Delaware. Where law requires formal bidding, the district business office must be contacted.
2. Purchase must meet the rules and regulation of the Department of Finance of the State of Delaware as interpreted by the Business Manager.
3. All purchasing must be in accord with the approved existing district budget.
4. When preparing a purchase order, every reasonable effort should be made to secure the latest selling price of the item or service being purchased.
5. Wherever applicable, the authorized purchases should refer to the existing State contracts and agreements as negotiated by the State Division of Purchasing located at http://contracts.delaware.gov/. Where no State contracts or agreements exist and even though the State bid laws do not apply, every reasonable effort should be made to receive competitive prices on items or services, where formal or informal.
6. Consideration should be given to additional delivery charges that may occur when shipment is made.
7. It is recognized that no one individual can be an expert in the purchasing of the many types of special equipment and materials that are available. When an authorized purchaser in the school district has a need for such an item, he should contact the business office or the appropriate administrator at the district office for advice and guidance in making the purchase. It will be the responsibility of the district office to lend assistance or seek assistance from within the district or from outside the district in purchasing such items.
8. When purchasing capital outlay items, such as equipment, furniture and other major items that have a long life, it is critical that strong consideration be given to these factors:

a. Cost

b. Quality

c. Durability

d. Maintenance cost

e. Available maintenance

f. Maintenance service contracts

g. Compatibility and uniformity of related items already in use in the district

The most expensive product is not always the best and does not necessarily give the most for the dollars.

It will be the purchasing policy of the Capital School District to plan for, budget for, and purchase those items and services consistent with efficient and effective financial management that will be in the best interest of the school children of the District. The appropriate administrative officials at the district office will make any interpretation of this policy. Only the appropriate administrator at the district office will make all statements regarding school district purchasing policies to vendors.

Ordering

As used in this policy, the terms "encumbrance" and "obligation" are synonymous. The school district will operate under an encumbrance accounting system as established by the State of Delaware and the Capital School District to provide information on the actual extent of the district's obligation and to guard against over-committing available budgeted funds. Funds may be obligated only if they are available and budgeted. All obligations of each area of the school district will be reviewed and recorded at the central district business office prior to becoming a legally and binding obligation of the district. This means that the financial obligations of each area of the school district must be recorded and approved by the Chief Financial Officer when they are incurred, except for those pre-approved exceptions.

All materials, supplies, equipment, and services greater than $5,000 will be ordered by any authorized district employee by the prescribed State of Delaware purchase order or Capital School District purchase order. Each purchase order must contain the following information:

1. Correct vendor name and address to where purchase order is to be mailed.
2. The complete address of the central office where billing will be made.
3. The complete address of the receiving location.
4. The quantity, unit price, description, amount of purchase and total order amount.
5. The appropriate account numbers, including location code, department code, line expense code, and amount for each. This total amount must agree with the total amount in the body of the purchase order.
6. Where there is multi-line and department coding on a single purchase order, the coding must also be reflected in the body of the purchase order next to each item.
7. The signature of the authorized administrator responsible for the administering of the budget being charged for the purchase.
8. Upon receipt of the purchase order at the business office, the purchase order will be signed by the appropriate administrative official, be processed and mailed to the specific vendor.

After a purchase order has been approved, entered into the district records and is forwarded to the vendor, it becomes a legal and binding obligation of the school district. Any alteration to the purchase order must be made only by the district business office. These alterations would include canceling of the purchase order, increasing or decreasing the quantities stated on the purchase order, acceptance of alternate materials or services offered by the vendor, correspondence relating to price adjustments, short shipments, delivery, etc., and any return of damaged or inferior merchandise.

Cooperative Purchasing

The Board recognizes the advantages of centralized purchasing. The Board, therefore, encourages the administration to seek advantages in savings that may accrue to this district through joint agreements for the purchase of supplies, equipment, or services with other political subdivisions.

The Board authorizes the Superintendent to negotiate such cooperative purchase agreements for services, supplies, and equipment with other political subdivisions as may be appropriate in accordance with law and the policies of this Board.

Receiving of Goods

All items ordered by administrative office personnel will be delivered to the appropriate office or, when applicable, to the receiving department. All items ordered by school personnel will be delivered to individual schools. Purchase orders issued will indicate the receiving address for deliveries. All items received must be checked by that department as to the correct quantity, size, price, etc., to determine if the purchase order has been properly executed. The department will follow the procedures laid out by the business office for the handling and accounting of received goods in the district. If a person, department, or school receives goods that are not satisfactory, they must contact the business office immediately so that the bill will not be paid until the problem is resolved.

In situations where a service has been performed, where goods have been picked up by the purchaser at a local store, or where an item has been erroneously or purposely mailed directly to a purchaser, it is the responsibility of the school to contact the business office and advise that the goods have been received or service performed. These situations are considered to be special as it was impracticable to be received through the receiving department. Interpretation of a "special" situation will be the responsibility of the district business office.

Direct Claims

Requests for monies to be paid to individuals or to companies would include the following types of claims:

1. A personal reimbursement to employee for expenses incurred for travel, lodging, meals, etc. when traveling on district business. The personal reimbursement will contain the following information.

a. Filled in agency and employee section indicating where check is to be mailed.

b. List purpose of travel, itemizing dates and other information requested on form.

c. Receipts MUST be kept and turned in with form for airplane, train or bus fares – also motel expenses, conference fees, toll tickets and parking fees. Receipts for all other expenditures are required.

d. All columns should be totaled and extensions made where required.

e. Indicate on form any special fund and line coding – also local category and department coding.

f. All reimbursement forms must be signed by the employee and approved by an administrator.

2. A direct claim to a vendor for services or materials that have already been rendered. Any bills relating to the expenditure would be attached to this request for a direct payment. The payment voucher accompanying the bill(s) must be properly signed by the authorized administrator.

3. A direct claim to a school for reimbursement to its petty cash fund for minor routine expenses that have already been paid using the petty cash fund at that school – a payment voucher will be prepared in the prescribed manner and be made payable to the responsible administrator. In the body of the purchase order it will state “reimbursement of petty cash fund as per the attached”. The request for payment will be accompanied by a listing of the payments and the receipts for the listed disbursements. Petty cash should only be used for small, routine items where a purchase order is impractical. Reimbursements to petty cash funds may be made as needed.

4. A travel advance to an employee for anticipated traveling expenses in an authorized school business trip:

a. Travel advances must be requested 14 days in advance of the travel date. Travel advances must be kept to a minimum by making advance payments for such items as hotels, airline tickets, registration, etc. The travel advance will include the following information:

1. Full name and address where check is to mailed in vendor block
2. In the body of the document, it will indicate the purpose of trip, type of conference, destination, dates and the amount of travel advance required.
3. Travel advances must be requested through the office of the authorized administrator whose budget will be charged for the travel. The travel advance document must be signed by the appropriate administrator.
4. The travel advance must also contain the proper coding for accounting purposes.

b. Receipts must be kept for all expenses incurred.

Immediately upon returning from a school business trip in which reimbursable expenses were incurred, whether a travel advance was used or not, an employee should submit a personal reimbursement to the district business office within two weeks after returning from a school business trip. Attached to this personal reimbursement should be a total summary of expenses for the trip whether the expense was charged, paid in advance, or paid in cash by the employee. This would include airline tickets, car rental, lodging, meals, conference fees, etc., if applicable. All receipts must be taped (not stapled) to a sheet of plain paper – they cannot overlap. In the case of a travel advance, if an employee is returning an unused amount, a personal check must accompany his/her travel reimbursement. Proof of attendance from the trip must be submitted with the Personal Reimbursement. All financial details relating to any travel advances and expenses must be performed 60 days from the date of return to prevent the amount of advances from being deducted from the payroll of the employee.

In all matters regarding travel plans and anticipated expenses, the employee should check with the district business office prior to taking the trip. The business office will render all assistance needed to the employee.

5. There are special situations where direct claims are permitted by the State of Delaware for the sole use by the district administrative office. This would include payments to the public library, tuition payments, etc. This fifth type of direct claim will be utilized only by the business office in those situations authorized by the State of Delaware.

Payment of Claims

The district business office will process all claims. Payments will be posted routinely into the computerized record system of the State of Delaware.

All payments will be accomplished only after the service is actually rendered, materials are actually received or the job is complete. Exceptions to this can be made by the business office in such cases as travel advances, a magazine subscription, a convention fee and other similar routine situations that require special handling. In regards to lengthy construction work or maintenance work, the Business Manager is authorized to make partial payments, if necessary, to contractors so long as the amount of payments does not exceed the percentage of work completed. Payments to vendors will be made by the business office on a timely basis as is practical and reasonable.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/10/2012

Policy #: 300-04

Execution of Contracts

Purpose: 

In accordance with the requirements of Delaware Code, Title 29, Chapter 69, a formal bid is required in accordance with the Small Purchase Procedures and Thresholds as established by the Purchasing and Contracting Advisory Council through the State’s Office of Management and Budget.

All such bids must be formally approved by the Board of Education and contracts signed by an authorized signatory of the Capital School District. Authorized signatories for the District for these purposes are the President of the Board of Education, Vice President of the Board of Education, Superintendent of Schools, and Chief Financial Officer/Business Manager.

This policy does not control normal purchase order procedures not subject to the above threshold limits, state contracts awarded by the Office of Management and Budget, Government Support Services and utilized by the District, nor emergencies declared by the Superintendent of Schools.

Any contract not signed by an authorized signatory in accordance with the provisions of this policy shall be null and void.

 

Section:	Business and Finance
Date Approved:	09/14/2022
Date Revised:	09/01/2022

Policy #: 300-05

Accounting and Expenditure

Purpose: 

To provide information regarding the district’s system of accounts and classification of expenditures.

System of Accounts

The system of accounts for all receipts and expenditures of the Capital School District will be the responsibility of the Superintendent of Schools and the Business Manager. The system of accounts should be reviewed annually during the budgeting period for possible updating to meet the changing needs of the school district. In making such changes, suggestions by the administrators and supervisors controlling various budget areas will be given consideration.

Classification of Expenditures

Classification of expenditures will be the responsibility of the administrator controlling the various budgets. Classification of expenses will be in accord with the definitions of accounts as interpreted by the Superintendent of Schools and the Business Manager. Any changes in definition should occur prior to adoption of the budget and should be discussed with the responsible administrators involved.

Monthly Financial Reports

It is the duty of the Superintendent of Schools and the Business Manager to present to the Board of Education monthly financial reports. These reports will be operating expenses, salaries and OEC’s, monthly report of revenues, cash flow analysis, federal fund expenditures, and major capital funds.

This report is to be considered official and should be presented to the Board of Education prior to the regular board meeting of the month. Fiscal, budget, and special financial statements will be distributed to those administrators and employees responsible for the performance and accuracy of the budgets. All financial records will be reconciled with the State of Delaware records on a routine monthly basis.

Periodic Audit

As required by the laws of Delaware, an annual audit will be performed by the State Auditor's office of all accounting records systems, forms and reports and other official transactions. The business office will accept the responsibility of working with the state auditors and will render assistance to them during their audit. Immediately after the close of each school year, the accounting records and other records will be made ready to stand audit.

The Board will receive a copy of the annual audit report for their inspection. The Superintendent will report to the Board on the audit report and explain the comments and the recommendations of the auditors and the action taken.

Depositing of Funds

All appropriations, cash receipts and other forms of revenue will be deposited with the State of Delaware or the school district checking account and all such deposits will be in the name of the Capital School District. All such revenue will be deposited on a timely basis in accordance with the laws of the State of Delaware and the rules and regulations set forth by the district business office. All revenues and appropriations will be reflected in the district financial records in the accounting period in which it was received. Within the framework of the policy on depositing of funds, the district business office will make such rules and regulations as are necessary to carry out the policy.

Inventory

It will be the responsibility of the Superintendent of Schools and/or a designee to maintain control and record all equipment, furniture, vehicles and other items of a long life span. The building principals and other responsible administrators will take an annual physical inventory. Any items lost, stolen, replaced or disposed of must be reported to the business office stating the circumstances. The Business Manager will make all rules and regulations regarding inventory controls and records.

Payroll and Salaries

Payment of salaries and earnings by school district employees will be accomplished by the district business office. All salary payments will be in accord with existing salary schedules, the school district budget, and Board of Education policies. Payrolls will be given a high priority and must be both accurate and prompt. All rules and regulations regarding payroll and salary payments will be in accordance with the laws and rules of the State of Delaware and rules and regulations of the district business office under the supervision of the Business Manager.

 

Section:	Business and Finance
Date Approved:	09/21/2005
Date Revised:

Policy #: 300-06

Bank Accounts and Investments

Purpose: 

To provide an explanation of procedures regarding bank accounts and investments.

Authority

All appropriations, cash receipts, and other forms of revenue will be deposited with the state or the school district checking account and all such deposits will be in the name of the Capital School District. All such revenue will be deposited on a timely basis in accordance with laws of the State of Delaware and the rules and regulations set forth by the district business office. All revenues and appropriations will be reflected in the district financial records in the accounting period in which it was received.

The district shall optimize its return through investment of its unencumbered cash balances in such a way as to minimize non-invested balances and maximize return on investments.

 

Section:	Business and Finance
Date Approved:	09/21/2005
Date Revised:

Policy #: 300-07

Property Insurance

Purpose: 

The Board recognizes its responsibility under law to insure the real or personal property of this school district, and has adopted this policy to ensure for Actual Cost Value or Replacement Cost.

Authority

The Board has the authority and responsibility to provide adequate insurance coverage to protect the District's interests in its buildings and properties. Such coverage shall be in accordance with the following guidelines.

In placing insurance the Board shall be guided by service of the insurance agent, scope of coverage provided by policy, and price of desired coverage.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/16/2012

Policy #: 300-08

Petty Cash

Purpose: 

Petty cash funds may be used for designated purposes so long as such funds are subject to adequate controls and safeguards.

Authority

The Board authorizes the establishment of petty cash funds in the schools and departments of the district.

Each responsible person shall ensure that petty cash funds are spent only for designated purposes for which the fund was established.

The person responsible for each petty cash fund shall prepare a total of the disbursement slips on a periodic basis and submit such documentation to the Business Manager with a voucher requesting replenishment in a like amount.

All petty cash funds will be closed out for audit at the end of each school year.

Petty cash funds may not be used to accommodate the cashing of personal checks.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/16/2012

Policy #: 300-09

Tuition

Tuition 

The tuition charge is determined by adding (1) the costs of education for current expenditures; (2) the payments on any bonds and interest thereon; and (3) any other educational purpose for which local taxes are to be used in the current school year. The cost shall include only the cost for such grades and programs as are authorized in the local district. The sum so obtained shall be divided by the total number of pupils attending schools of the district for the current fiscal year.

Payment of Tuition

A school district receiving any pupil who is a resident of another school district shall collect a tuition charge for the non-resident pupil. Such tuition charge shall be paid by the Board of Education of the school district in which the pupil is a resident from the proceeds of a local tax which shall be levied for this specific purpose.

The Board of Education will not agree to the transfer of a pupil from the district in which his legal guardian resides except as follows:

1. The pupil qualified for a special education program not given in the home district. [Orthopedically handicapped, “trainable”, etc.].
2. When there is an extreme emotional or health problem and the administration demonstrates that it would not be in the best interest of the pupil to attend school in the home district.
3. If a pupil resides in the district until the beginning of the second semester of the school year, he will be permitted to finish the year. In this case, the Board will neither pay nor demand tuition payment.
4. If a pupil moves after the completion of his junior year, he may be permitted to finish his senior year provided both boards agree and, provided an agreement is reached for the payment of tuition.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/10/2012

Policy #: 300-10

Lost or Damaged Textbooks/Instructional Materials

Purpose: 

The purpose is to establish a clear, uniform procedure for accounting of textbooks/instructional materials issued and entrusted to students.

Policy

Textbooks/instructional materials issued by the school to individual students must be well maintained and returned to the school in good condition. Failure to comply with this policy results in consequences as follows:

1. Students, parents and guardians are responsible for lost or damaged textbooks/instructional materials issued to them and are required to pay the full replacement cost of these materials.
2. Instructional materials may be provided during class time to students who have not met their financial obligation for lost or damaged textbooks/instructional materials; however, replacement materials will not be issued outside of the class period.
3. When a textbook/instructional material/s is/are damaged, the damage will be evaluated by the teacher and a fee charged. The teacher will issue a pupil debt form to the student and a copy to the office. When student has paid for textbook/instructional materials, it is then his/her property.
4. Students whose responsible person’s income falls below federal poverty guidelines may meet the financial obligation of replacement cost by performing school or community service determined by the school and/or district.
5. Students who refuse or fail to perform the designated school or community service will face disciplinary action as outlined in the student code of conduct for defiant behavior.
6. Non-payment of replacement costs for lost or damaged textbooks/instructional materials will result in the withholding of school records such as report cards and/or diplomas until the parent/guardian fulfills the obligation with the school.
7. All monies collected from payment of lost or damaged textbooks/instructional materials will be deposited by the school into an internal account set aside for this purpose and a receipt issued. Monies in this account can only be used to replace textbooks and/or instructional materials and/or refunds should a book/instructional material be found that has been paid for previously.
8. Records of assessments, collections, disciplinary action and public service in lieu of payment will be maintained by each individual school yearly as outlined in 14 Del. C. § 1722, and forwarded to the Business Office by September 30th of the subsequent school year. This information will be compiled and submitted to the Secretary of Education by February 1st of each year.

Please see the attached policy for the Textbook/Instructional Materials Debt Form and the Lost/Damaged/Stolen Book/Instructional Materials Report.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/16/2012

Policy #: 300-11

Safety Inspection

Purpose: 

To provide information to the public regarding building and grounds safety.

Safety Inspection - Building and Grounds

Periodic inspection of all buildings and grounds, equipment, and playgrounds areas should be made to insure a healthy atmosphere as well as student safety. The recommended inspection should be made by the local administrators, school custodian, and the Supervisor of Buildings and Grounds. A full inspection report should be made to the Superintendent of Schools, and any noticeable deficiencies will be conveyed through him to the Board of Education.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/10/2012

Policy #: 300-12

Internal Accounts

Internal funds consist of all monies other than state funds and local tax receipts. Internal funds may include, but are not limited to: receipts from student activities, field trips, yearbooks, fundraisers, donations, soda machines, etc. All internal funds must flow through the Administrative Office checking account and the use of any other account is strictly forbidden.

Grants received from outside entities are not classified as internal funds. Grants received from banks, retail stores, R.O.T.C., or other separate entities shall be forwarded to the business office where a separate appropriation will be assigned through the state accounting system. A copy of the grant award letter shall also be forwarded to the business office for a clean audit trail regarding conditions and time periods associated with the grant.

PTA/ PTO and Booster Club accounts are not classified as internal funds. All PTA/PTO and Booster Club funds shall be kept completely separate from district funds. The use of the District Tax Exempt number by PTA/PTO or Booster Clubs is strictly forbidden. The district has established accounting procedures that PTA/PTO and Booster Clubs are strongly urged to utilize (Exhibit 1). This Exhibit shall be disseminated by building principals to these organizations on an annual basis.

Revenue Receipts

1. Each school or department shall keep a receipt book that is sequentially numbered (Exhibit 2). These receipt books shall be provided by the Business Office. Schools shall not order their own receipt books.
2. A receipt is to be issued for all monies received. Upon submission of monies, the designated bookkeeper should complete the receipt with the following information: Amount of Cash to be deposited, Amount of Checks to be deposited, Amount of Money Orders to be deposited, Total amount to be deposited, Check and/or money order numbers, name of the Internal Account, name of account advisor, signature of the account advisor, source of revenue (ex. Donation, field trip, fundraiser), signature of bookkeeper. After both the account advisor and the bookkeeper have signed the receipt, a copy should be given to the account advisor at the time of deposit. The school bookkeeper shall keep their a copy of the receipt for at least three years and the account advisor shall keep the receipt for at least two years for audit purposes.
3. Additional supporting documentation shall be maintained to detail the receipt of both cash and checks. This may be accomplished by copying all checks received and attaching the copies to the related receipt or by keeping a log of all checks received. Such a log shall include at a minimum: the date received, date of deposit, # of receipt, name of individual providing payment, and the amount.
4. All checks or money orders received by the district shall be made payable to the school. All cash collected shall be safeguarded as soon as possible by placing it in the school safe or an alternative location that is under lock and key. Bank deposits of collected revenues shall be made daily by the school bookkeeper if in receipt of greater than $100. There shall be a substitute bookkeeper at each school who will make deposits in the absence of the regular bookkeeper. As soon as revenues in excess of $100 are collected, a bank deposit shall be made. The deposit is to be in the exact amount of the total of all receipts issued since the previous deposit. Individual receipts that are combined to make one deposit shall be listed separately on the deposit slip.
5. Deposit record slips shall be completed in full and forwarded, along with the executed bank deposit receipt and copies of all receipts deposited, to the Administrative Office bookkeeper.
6. All fund raising activities and collection of monies within the school shall receive the prior approval of the building principal.
7. Bank service fees for “bad checks” shall be distributed to the internal account which was responsible for the bad check.

Expenditures

1. To provide for separation of duties, the purchasing, receiving, and accounting functions shall be segregated as much as possible.
2. Expenditures shall be for a valid purpose and incurred only after proper authorization and the identification of adequate funding.
3. All payments for goods and services shall be executed by the issuance of checks. In no event shall cash receipts, which have not been deposited, be utilized for payments of accounts.
4. Under no condition shall a payment be made by the issuance of a check to cash.
5. As a prerequisite for drawing a check, the Administrative Office bookkeeper shall have a duly approved invoice, checked by the submitter as to the unit price, mathematical accuracy, and receipt of quantities indicated. This invoice shall be attached to an internal purchase order document which must be completed and signed by the appropriate individuals (Exhibit 3). An authorized student’s signature shall be present on all purchase orders for student accounts. During summer months if a student or advisor is not available to sign the school shall pay the invoice from its general fund so no fees accrue) and have student and advisor sign off when they return.
6. All expenditures affecting class funds or other student organizational funds (secondary schools) shall have the signature of the faculty advisor, student officer, and building principal on the internal purchase order and accompanied by a vendor’s invoice. During summer months if a student or advisor is not available to sign, the school shall pay the invoice from its general fund (so no fees accrue) and have student and advisor sign off when they return.
7. The cost of goods or services should be determined prior to the actual purchase. If this is not feasible due to exceptional circumstances, then the individual expending the funds assumes the liability for payment if the expenditure is not approved or there are insufficient funds in the account.
8. The practice of charging purchases to the school, organizations, or clubs without building principal approval is inappropriate.
9. Large purchases are subject to bid laws and requirements as specified in the Delaware Code and State of Delaware Budget and Accounting Manual. (Exhibit 4)
10. All payments to district employees for work performed shall be paid through the State of Delaware Payroll System. Internal funds shall reimburse the district for all payments including OEC’s. When paid through the payroll system the cost of the work performed will also include OEC’s. Therefore, if an employee was paid $100 the Internal account would have to reimburse for the $100 plus OEC charges. Please contact the business office for an up-to-date OEC rate.

Reconcilitations

1. Outstanding checks shall be written off after a six-month period from the date the check was written if contact cannot be made with the vendor or individual.
2. A reconciliation of the ledger to the bank statement shall be performed each month by the Administrative Office Bookkeeper. The Administrative Office Bookkeeper shall then mail out a monthly account statement showing all deposits and expenditures (Exhibit 5). The account statements shall be signed by the account advisor and returned to the Business Office each month. The Administrative Office bookkeeper shall maintain a record sheet documenting accounts which have returned signed Account Statements and which have not. If signed account statements have not been returned within two months the Administrative Office bookkeeper shall make direct contact with the account advisor and shall not issue any other checks from that particular account until signed statements are received.

Business Office Procedures

1. Interest revenue generated by the internal accounts shall be accounted for separately and used to pay bank fees relating to the account. Should any revenue be generated in excess of the amount needed for this purpose, it shall be prorated on a monthly basis to each individual account based upon each account’s balance as a percentage of the total internal account balance at the time of proration.
2. The Administrative Office Bookkeeper shall not be an authorized signatory on the checks.
3. Upon receipt of a completed internal purchase order, a check made payable to the vendor shall then be issued. Two signatures are required on all checks.
4. The internal accounts shall be deposited into an interest bearing account requiring two signatures on all checks.
5. Transfers from one internal funds account to another shall be reflected as a disbursement to the account that funds are being transferred from, and a receipt to the account funds are being transferred to.
6. Periodic audits of deposits and disbursements for the internal accounts shall be conducted.
7. The Administrative Office Bookkeeper shall keep a list of all accounts, the date of inception, the authorized signors for internal funds PO’s, and track the signed monthly reports as they are submitted.

General Procedures

1. New internal accounts must be established using the New Internal Account Form (Exhibit 6). This form should be completed and forwarded to the bookkeeping secretary at the Administrative Office.
2. Accounts of inactive organizations shall be closed out with funds transferred to the student council account or other internal account which shall be used for the general benefit of the student body. Inactive accounts are defined as no activity to the account for one calendar year. Transfers shall only be made after attempts have been made to contact the previous account advisor for his/her approval to transfer the funds out of their account.
3. Internal accounts shall be established for a specific purpose, and are not to be used to fund items normally purchased through the individual school’s budget.
4. These procedures shall be reviewed with the school staff and account advisors annually. The procedures set forth in this policy shall be applicable to all fund collections associated with the school. Under no circumstances is an employee to collect money for a field trip and not submit it to the school bookkeeper.
5. Record keeping and documentation for all transactions shall be the responsibility of the bookkeeper for each school.
6. All internal accounts are subject to audit by the State Auditor of Accounts.

---

Internal Accounts - Student Class Funds Policy

Definition

Student Class Funds are those monies raised by graduating classes (ex Class of 2015) through dues and various fundraising events with the intent for the funds to be utilized on projects, activities, or a class gift from the respective class.

Funds do not belong to the school or District – only to the graduating class itself until the class has graduated and elected its termination option.

Student Class Funds are classified as a type of District Internal Account and are subject to all provisions under the Internal Account Policy. Internal Accounts consist of all monies other than federal, state, and local funds. Internal Accounts/Funds may include, but are not limited to, receipts from student activities (for example clubs, dramatics, yearbook, fundraisers, and donations).

Authority

In accordance with Delaware Code, the local Board of Education in conjunction with the District personnel will serve as the custodian of all monies that are collected in the school. These monies shall be handled in accordance with the accounting regulations established by the District in conjunction with the State Division of Accounting (14 Del. C. §1043).

The building administrator, or designee, shall monitor and regulate the accounts in accordance with District policy.

The elected class officers shall make determinations as to the use of their respective Student Class Funds.

Creation of Accounts

1. Class accounts will be established each year with the "New Internal Account Form" (see Exhibit 6).

a. This form is to be signed by one of the elected class officers who will serve as the Student Advisor of the account and the Account Advisor.

b. The form shall be submitted to and signed by the building administrator or designee.

2. A ledger account shall be established to support the revenues and expenditures for each class account. It shall be kept up-to-date at all times, and shall be designed to follow standard bookkeeping practices.

Revenue/Collection of Funds

1. All fundraising activities must be approved by the building administrator, or designee, in advance.

2. The class governing body, in conjunction with the Account Advisor, may elect to charge a nominal fee to students in the form of “Class Dues” for the purposes of funding the Class Account of the respective class. This practice must receive pre-approval from the building administrator and adhere to all of the guidelines in the “Revenue/Collection of Funds” section of this document.

Upon receiving approval from the building administrator, the elected class officials shall make written notice to the class student body and their parents or guardians of the implementation of the collection of student dues. Students shall be given a deadline for payment of dues that shall not be less than 30 days from the date of notice and not more than 30 days from the date of graduation. Students who are unable to pay their dues may provide administrative services or participate in fundraising to the school at the discretion of the building administrator in an amount commensurate with the amount due.

Students who have not paid their class dues, or made arrangements with the building administrator to provide administrative services to the school, may be withheld from special privileges such as prom or homecoming. No student shall be barred from graduation ceremonies for non-payment of dues.

3. A receipt must be issued for all monies received.

4. All money is to be deposited on a daily basis, with the exception of events that occur during a time that makes bank deposits impossible (such as a weekend or holiday when the bank is closed) and the amount of money to be deposited is less than or equal to $100. When this occurs, funds shall be secured and held by the designated custodian until such time that the funds can be deposited. However, if the monies to be deposited are greater than $100, the funds shall be deposited in the bank’s Night Deposit Box.

5. Funds shall not be deposited into a personal account.

6. Documentation of all deposits including copies of deposit slips and checks shall be forwarded to the Business Office the next business day.

Disbursements

1. All disbursements are to be made by check only.
2. Checks will be written by the Business Office.
3. An “Internal Purchase Order Form” (see Exhibit 3) must be submitted to the Business Office, along with the original invoice or order form.
4. Internal Purchase Order forms shall be signed by the student advisor, account advisor, principal and two District level administrators. During summer months if a student or advisor is not available to sign, the school shall pay the invoice from its general fund (so no fees accrue) and have student and advisor sign off when they return.

Reconcilitation

1. Each month, the Business Office will provide the Class Advisers with ledgers detailing the activity of the account. It is the responsibility of the Class Advisors to maintain accurate records and reconcile those records monthly against the ledgers provided by the Business Office. All discrepancies shall be reported to the Business Office immediately.
2. Account ledgers must be reconciled monthly to the bank statements by the Business Office.
3. At least annually, the district shall conduct an internal review of all student activity accounts.

Liquidation of Account

1. The account balance of the graduating class must be exhausted at the time of graduation.
2. Class Advisor along with a class vote shall elect a designation for the liquidation of the funds by submitting the “Class Account Liquidation” form to the Business Office (see Exhibit 7).
3. At the commencement of the respective class’s senior year, the Business Office will send a letter to that class advisor who shall disseminate it to the class’s officers which shall include:

a. The Board of Education Policy.

b. A statement requiring the graduating Class Advisor to notify the Business Office in writing, by June 10thof the graduation year, of the class’s planned use of the full balance of their class account.

c. Notice that the President must call a class meeting, wherein a vote of the class will be taken to determine the disposition of excess class balances in their class account. Such meeting could take place during graduation rehearsal as attendance is mandatory for ALL graduates. A copy of the Class Account Liquidation form to be used. If the form is not returned, the District shall transfer any unused balances as of Graduation Ceremonies to the underclass account funds equally.

Miscellaneous Provision

1. It shall be the duty of the Student Advisor to review with class officers the monthly statements for the class account. Furthermore, the Account Advisor and student advisor shall in conjunction with the class officers formulate a budget by Oct. 1st of each year.
2. Record Retention – Exhibit 7 shall be retained for ten (10) years.

 

Please see the attached policy for Exhibits 1-7.

 

Section:	Business and Finance
Date Approved:	06/17/2015
Date Revised:	11/13/2014

Policy #: 300-13

Personal Reimbursement

Purpose: 

To clarify procedures for obtaining personal reimbursement and comply with the State of Delaware’s mandate concerning use of social security number.

Personal Reimbursements

All personal reimbursements must be submitted on state approved Personal Reimbursement Forms. The Personal Reimbursement Forms must be submitted to the Business Office no later than 30 days after the expense is incurred or 90 days after mileage is incurred. During the month of June all reimbursements must be submitted one week before the last business day of June. All personal reimbursement forms are to be signed by the employee’s immediate supervisor. Original detailed vendor receipts are required for reimbursement. Credit card statements, vendor statements, printouts from the internet, and copies of detailed receipts are not acceptable.

The Social Security Number section on the Personal Reimbursement Form shall not be completed. Upon receipt of the Personal Reimbursement Form, the Business Office will obtain the Social Security Number from the payroll, HR, Benefits, or Vacation/Sick Leave Secretaries.

All Personal Reimbursement Forms must contain the specific source of funds that will pay for the expense. The specific appropriation for federal funds, other state special funds, or the specific cost center must be on the form. If this information is not on the form, the processing of the document will be delayed until the information is received from the supervisor.

 

Section:	Business and Finance
Date Approved:	08/15/2012
Date Revised:	05/16/2012

Policy #: 300-14

Citizen Budget Oversight Committee

Purpose: 

Per Delaware Regulations 736 the Citizen Budget Oversight Committee (CBOC) will oversee the financial position of the school district. The Capital School District Board of Education shall retain all policy and decision-making authorities granted pursuant to Delaware Code. The committee may make recommendations to the Board of Education, providing that a majority vote of the Citizen Budget Oversight Committee supports the recommendation. The Oversight Committee shall meet at a minimum of four times a year.

The committee shall be composed of the following members:

• The District Business Manager (non-Voting Member - Chair of Committee)
• Two (2) Educators from the District
• Three (3) parents residing within the district
  • If the status (i.e., Citizen/taxpayer, parent, educator) of a member changes during his/her tenure, he/she may complete the current term if approved by a majority vote of the committee.
  • If there are only enough volunteers for five (5) voting members; then the committee shall consist of the Business Manager (non-voting member), two (2) educators, two (2) parents, and one (1) citizen/taxpayer. The committee shall not consist of six (6) voting members to avoid a potential tie vote.

Where possible, at least two members shall have formal educational or vocational backgrounds amenable to the oversight of school district finances.

Each Member (except the Business Manager) shall commit to a two (2) year term with the option to extend no more than three (3) additional terms based on approval from the Board of Education.

No member shall be an owner of any company and/or vendor doing business with the district or having a fiduciary relation to the district as described in Title 29 Section 5805. Nor shall any member have any other conflict of interest as described in Title 29 Section 580. Members of the committee agree to attend training developed by the Department of Education.

Requests for committee members shall be posted for at least fifteen (15) working days on the district website, published once a week for two consecutive weeks in a newspaper, and posted on all school building main entrance doors.

Each candidate shall submit an application and a Selection Committee will select the members based on the selection rubric created by DOE. The District shall identify and post on its website the Selection Committee which will consist of five (5) members: one (1) educator from the district, one (1) school board member, one (1) member from the teachers’ association, and two (2) parents or community members who are not district employees, current voting members of the CBOC, or local school board members.

 

Section:	Business and Finance
Date Approved:	09/12/2018
Date Revised:	08/15/2018

Policy #: 400-02

School Choice

Establishment and Statement of Purpose: 

The Capital School District supports the concept of choice and welcomes parents, guardians, or relative caregivers to apply to any of the schools in the District. This policy was revised in accordance with DE Code, Title 14, Chapter 4 (§401-414), School District Enrollment Choice Program. The General Assembly of the State of Delaware enacted the enrollment choice program effective July 1, 2013 to increase access to educational opportunity for all children throughout the State regardless of where they may live and maximize parental choice in obtaining access to educational opportunities for their children.

Application Procedure for Choice Within the District

A. Any parent of a school age child may apply to enroll in a school or program in the District by submitting a Delaware Standard Application for Educational Options. Applications may be obtained from the District Office, District website, District Choice Office, or the main office of any school in the District.

B. School Choice Applications must be submitted to the receiving district and to the district of residence after the first Monday in November and on or before the 2nd Wednesday in January for enrollment during the following school year for grades 1-12 or on or before the first day of the school year for enrollment in a kindergarten program during that school year.

C. If a parent of a school age child fails to file an application by the established deadlines and Good Cause exists for the failure to meet the deadline, the receiving district and the district of residence shall accept and consider the application in the same manner as if the deadline had been met.

D. A separate application must be submitted for each student; one application for each student and for each district.

E. Only one application may be submitted for each student, and must be limited to three (3) choice schools or programs.

F. An application must be submitted for the sibling of a student already enrolled in a District school. A sibling is not granted automatic approval to attend a choice school.

G. Non-resident students currently attending Capital School District schools by special permission must also submit an application.

H. Parent, guardian or Relative Caregiver acceptance of an invitation to enroll in a school of your choice commits the student to remain in that school for two years or until the program or grade level configuration is completed, unless released by the district, or earlier terminated pursuant to the provisions of Title 14, §407.

I. A new Choice Application must be submitted prior to the completion of grades 4, 6, and 8 for Out of District students wishing to continue his/her education in the Capital School District.

Withdrawal of Application

The parent of a school age child may withdraw their choice application at any time prior to action on the application by the Board of Education, by giving written notice to the Board of Education and the Board of Education of the District of Residence.

Procedures for Processing an Application

A. Within 10 working days of an application deadline, the receiving district shall transmit a notice to the district of residence that it has received the application.

B. Grade 1 - 12 Applications:

1. The Capital Board of Education will consider applications before the end of February of the school year preceding enrollment. Applicants will be notified about the school board’s action within five working days of the board meeting. The response will include one of three answers: (1) invited to enroll, (2) placed on a waiting list, or (3) not accepted.
2. All applicants are required to submit a completed Capital School District Registration Form and provide all supporting registration documents with the Choice Application. It is the responsibility of the applicant to get copies from the present school and attach it to the application. The application will not be considered without this information.
3. Initial invitations must be accepted or rejected by the applicant in writing. Responses must be received by the District Choice Office on or before the third Friday in March. If no response is received from the applicant, the invitation will be considered to be rejected.
4. As openings in a school and grade become available, applicants who are on the waiting list may be invited.
5. Invitations to waiting list applicants who live in another school district will be accepted by written confirmation and received by the District Choice Office no later than April 15.
6. Invitations for specific schools and specific grades – if a student is not promoted he/she may not be eligible to enroll in the choice school because of space limitations. If this happens, immediately contact the District Choice Office.

C. Kindergarten Applications:

The Capital Board of Education will consider applications before June 15, or within 45 days of receipt. Applicants will be notified about the school district’s action within five (5) days of the board meeting. The response will include one of three answers: (1) invited to enroll, (2) placed on waiting list, (3) not accepted. The student must have had his/her fifth (5th) birthday on or before August 31.

Criteria for Consideration and Approval of Applications

A. When space is available in a school, applications will be considered according to the following criteria in the order listed:

1. Returning students who continue to meet the requirements for the school and/or program, including students graduating from one school to another within a single program.
2. Students who meet the requirements for the program or school and who seek to attend based upon the residence of their parent within the designated feeder pattern, if any, for the school.
3. Siblings of students already enrolled in the school who will be returning to the school for the following academic year, provided that any sibling seeking priority meets the requirements for the program or school. Priority may be given to the siblings of students who live in the District over siblings who do not live in the District.
4. Students who reside within Capital School District as long as they meet the criteria of the program or school.
5. Children of Capital School District employees as long as they meet the criteria of the program or school.
6. Students whose daycare providers are located in the Capital School District.

After the District has admitted all qualifying students, a lottery process will be used to admit additional students and generate a ranked waiting list, which may be verified by the Department of Education for randomness.

Criteria for Disapproval of Application

A. Disapproval of applications may be on the basis of any of the following:

1. Capacity of the affected school building, class size, program requirements and the projected enrollment for the next school year as determined by the district. Students who meet the acceptance criteria within this policy but who are not selected due to lack of capacity in the school or program will be placed on a ranked waiting list until June 30.
2. If the student who has made application has been suspended or has been absent from school without a valid excuse for more than 15 school days during a school year, in the district of residence, the Capital School District Board of Education may in its sole discretion, refuse to consider the application, refuse to approve the application, or refuse to enroll the student until reinstated by the district of residence, provided, however that nothing is construed to enlarge upon the authority of any district to accept for reenrollment any student who has been expelled from a school district in this state, as such authority is limited by the provision of §4130 of Title 14. “Valid Excuse” shall have the same meaning as in §2721 of Title 14.
3. If a student is not promoted, he/she may not be eligible to enroll in the previously accepted Choice school the following year.

Capacity and District Choice Opportunities

A. No later than November 30 of each year, the Capital Board of Education shall transmit to the Department of Education notice of the capacity of each school in the district for the following academic year and the projected enrollment for the following academic year. The capacity and projected enrollment figures may be revised until January 30.

B. No later than October 31 of each year, Capital School District shall hold a public information session about choice opportunities available in schools and programs within the district for the coming academic year.

Duration of Enrollment in the Capital School District

A. A pupil accepted for enrollment in a school or program pursuant shall be entitled to remain enrolled therein until graduation from the school or completion of the program provided that the pupil continues to meet the requirements for such school or program, provided however, that upon the concurrence of the boards of both the district of residence and the receiving district, a pupil's right to remain enrolled may be terminated prior to graduation from or completion of the program where such termination is based upon the pupil's:

1. Failure to continue to comply with the receiving district's requirements for attending school or class, or
2. Multiple violations of, or one or more serious violations of, the receiving district's student success guide.

B. A student accepted for enrollment in a District school or program may remain enrolled for a minimum of two (2) years unless, during the two-year period, the student graduates from the school or completes the program, the student’s parent(s) cease to be residents of the student’s original District of Residence, at the conclusion of any academic year during the two-year period, the student ceases to meet the academic requirements of the school or program,daycare was indicated on the relevant choice application as a reason for seeking enrollment, daycare was a reason for granting priority to consideration of or granting of the relevant choice application, the provider of daycare services to the pupil ceases doing business or relocates to a location so distant from the original location as to render the original combination of daycare and choice enrollment no longer reasonably practicable for the pupil or the parent or parents of such pupil, or the board of the district of residence, the board of the receiving district, and the parent or parents of the pupil agree for any reason to terminate such enrollment. Parents/Guardians of students who are being considered for dismissal from a choice school will be informed of the issues that exist and when feasible, given an opportunity to correct the problem(s). Choice may also be terminated if the pupil's parents or guardians wish to terminate the agreement due to a reported and recorded instance of "bullying" against their child as defined in Title 14, § 4112D.

C. Students who engage in conduct which results in recommendation for expulsion will not be permitted to return to the Choice school for the following school year unless the Board orders otherwise or unless the Board waives the penalty of expulsion (according to statute).

D. Resident students wishing to return to the Capital School District from an out of district Choice placement for any reason other than successful completion of the two (2) year commitment or reaching the highest grade in the Choice school may return after one year. It is strongly recommended that students return to the District before September 30 so necessary resources are available.

Termination of Enrollment

A parent may apply to terminate enrollment in the Capital School District at the end of a school year by providing a Department of Education School Choice Termination Form to the Superintendent.

Transportation

A. The parent of a student from another school district enrolled in a Capital School District school is responsible for transporting the student to their choice school without reimbursement or the parent can deliver the student to the nearest regular bus route that serves the choice school. Parents are responsible for picking up their children at the bus stop when school is dismissed early or if the opening of school is delayed.

1. Parents are responsible for having the student in school and on time each day.
2. Parents are responsible for picking the student up promptly at dismissal time each day unless other arrangements are made with the school.

Interscholastic Sports

A. Students shall be governed by the Rules of the Delaware Interscholastic Athletic Association (DIAA) with regard to eligibility of transferring students.

B. A student enrolled in grades ten (10) through twelve (12), inclusive, shall not be eligible to participate in interscholastic athletic contests or competition during the first year of enrollment in the choice school if the student was enrolled in a different receiving district during the preceding school year unless the interscholastic sport was not offered at the previous receiving district.

Credits/Graduation

A student who has enrolled in the District and who has met the district’s graduation requirements shall be granted a diploma by the district. The District shall accept credits towards graduation requirements awarded by another school district.

Eligibility of Non-Resident Students

A. Non-resident students placed in the District: Any child who is a resident of an institution for the care or training of children located within this district is not a legal resident of the district by such placement, but shall be admitted to the schools of this district and a charge shall be made for tuition in accordance with statute.

B. Residents of Children’s Homes: A child who is a resident of an institution for the care or training of children located within this district is not a legal resident of the district by such placement, but shall be admitted to the schools of this district and a charge shall be made for tuition in accordance with statute.

C. Other Non-Resident Students/Relative Caregiver: A non-resident student may be admitted to this district without payment of tuition when that student lives with a relative caregiver who has completed the proper forms, documentation and certifications.

D. Student Foreign Exchange Programs: The Board endorses the foreign student exchange program sponsored by the American Field Service and faculty advisor thereof.

Other sponsoring organizations sanctioned under the U.S. State Department’s Regulations governing Designated Exchange Visitor Programs, may petition the Superintendent for placement of foreign exchange students in the Dover High School with full knowledge that the American Field Service is the recognized sponsoring agency in the Capital School District.

The District students wishing to participate in foreign exchange programs must receive prior approval from the high school principal for the transfer of any credits resulting from an exchange program. The high school principal will consult with the Department of Education as needed.

Definitions

For the purpose of this policy, the following terms shall have the following meanings:

A. “District of Residence” shall mean any reorganized school district in which the Parent of a student resides.

B. “Parent” shall mean parent, legal guardian or relative caregiver of a child.

C. “Receiving District” shall mean any reorganized school district other than the district of residence in which a student seeks to enroll. Where the district if residence includes more than one school or more than one program within any school providing instruction at a given grade level, and a parent of a child entering such grade level applies to enroll that parent’s child in a public school program within the district of residence other than the program in which the child would normally be enrolled based on a child’s place of residence, the district of residence shall also be considered to be the receiving district for all purposes of this chapter, except for the purposes of §408 of this title.

D. “Good Cause” shall mean a change in a child’s residence due to a change in family residence, a change in the state in which the family residence is located, a change in child’s parent’s marital status, a change caused by guardianship proceeding, placement of a child in foster care, adoption, participation by a child in a foreign exchange program, or participation by a child in substance abuse or mental health treatment program, or a set of circumstances consistent with this definition of “Good Cause”.

E. “Working days” shall mean working days as determined by a school District’s administrative calendar.

F. “Enrolled students” unless the context indicates otherwise, means all students included in the Delaware Student Information System (DELSIS) report for the year of the data collection.

G. “Fiscal year” means the period of July 1 through June 30.

H. “School” means any public school including charter schools.

I. “Receiving Local Education Agency” is defined in 14 Del. Code, §402(5) and includes all Delaware public school districts, charter schools, and career and technical education schools. All defined RLEA shall adhere to the requirements outlined in HB90 with HA1 (i.e. standard written application, deadlines, and notifications).

J. “Capacity” means the maximum number the students that a program or school can contain as determined solely by considerations of physical space, physical resources, and class size for each grade level.

K. “Lack of Capacity” means that the school or program calculates projected enrollment for the following academic year to be at least 85% of its capacity.

L. “Projected Enrollment” means the total number of returning students and new attendance zone (resident school) students the receiving district anticipates will enroll for the following academic year.

 

Section:	Home, School, and Community
Date Approved:	02/17/2016
Date Revised:	01/08/2016

Policy #: 400-03

Memorial Guidelines/Senator Hall of Fame/DHS Athletic Hall of Fame

Purpose: 

To promulgate guidelines for nomination of individuals in naming or renaming school facilities, the Senators Hall of Fame, and the Dover High School Athletic Hall of Fame.

Memorial Guidelines and Senator Hall of Fame

Committee for the Naming/Renaming of Locations In and Around Buildings and Grounds and the Honoring of Persons Who Have Rendered the Highest Dedication to the Past, Present, and Future Students of the District

Operating Procedures and Rules of Eligibility

1. Buildings, libraries, playgrounds, rooms, athletic fields, gymnasiums, auditoriums, are examples of locations which may be considered for naming or renaming.
2. Location of Senator Hall of Fame plaques should reflect the location where the individual made the greatest impact to the District and its past, present, and future students.

Eligibility Requirements

1. Highest consideration shall be given to honoring persons who have rendered to the District extensive and exceptional service. (The service should go well beyond the duties and responsibilities of the profession and be of prolonged duration, demonstrating sincere and continuing interest in the District and its people.)
2. Persons living or dead who have given the service described above shall be eligible for consideration.
3. Persons incumbent in elective political office shall not be eligible for consideration.

Selection Process

1. A form will be made available from the Superintendent’s Office for use in nominating persons for consideration by the Board. The Board will annually review requests and determine if the request is deemed appropriate to move forward as follows:

a. The Review Committee (“the Committee”) shall be appointed by the Board and consist of one building level and one central office administrator, one faculty member, a member of the parent teacher association/organization, three non- District employees who reside in the District, and if the naming/renaming affects Dover High School, the President of the Dover High Alumni Association or his/her designee.

b. Applications will be forwarded to the Committee; however, in the event of a large number of requests, the Committee has the discretion to limit the number of applications it reviews, and those applications not given consideration shall be kept on file and considered for the following year. After two years of non-consideration, the nominator will need to resubmit his/her nomination.

2. Nominators will provide the information requested on the form, and may be asked by the committee to provide additional supporting documentation.

3. The Committee will conduct a minimum of three meetings, with at least two meetings to allow public discussion of the renaming request and/or Hall of Fame plaque request.

a. Members of the public unable to attend these meetings may provide a written statement for the record no later than 7 calendar days after the last public meeting date. This statement can be delivered to the District office to the attention of the chair of the Committee.

b. These meetings may include more than one nominee being considered by the Committee.

4. The Committee will review the application(s) and public comment and will present findings and a recommendation to the Superintendent for transmittal to the Board.

5. The Board will consider the recommendation as part of the regular agenda following submission of the Committee’s findings to the Superintendent.

6. In the event of a name change, schools/departments will submit to the Superintendent plans for implementation of name change, including timeline, activities, and events associated with the name change and list of committees and/or groups involved.

7. In the event of a Hall of Fame selection, the Superintendent will provide the timeline for the activities and events associated with the placement of the plaque.

Dover High School Athletic Hall of Fame

Purpose:

The purpose of the Dover High School Athletic Hall of Fame is to acknowledge and pay tribute to those athletes, coaches, and/or other significant contributors who excelled in their respective sports or coaching/support roles. These individuals will be recognized for bringing honor, distinction and excellence to Dover High School by their conduct on and off the field, or court, of competition. This recognition will establish and facilitate a sense of spirit, pride, and athletic tradition at Dover High School.

Eligibility

Athletes are eligible for nomination 10 years after their class’s graduation. The nominee must be in “good standing” as determined by the Board Members. Athletes must have competed in a DHS-sanctioned varsity sport and must have excelled in that sport. Individual and team accomplishments will be taken into account, as well as the impact on teams and the overall DHS athletic program during their era and accomplishments thereafter.

Nomination is also open to coaches and other supporters who participated with distinction and/or made significant contributions to athletics at DHS as evidenced by the success of their teams or undeniable impact on their student-athletes. Coaches and supporters would be eligible for nomination five years after leaving Dover High School. Coaches and other supports must also be considered in “good standing” by the Board Members.

Nomination Process

A candidate may be nominated for Hall of Fame membership by any member of the community. Formal nomination shall be made using the nomination form designated for such purpose and will be available to the public. The nomination form must be received by the athletic department by March 1st. Application packets will be sent to the nominee by the athletic department. All applications will remain confidential, to be shared by the HOF Board only. Information relating to a nominee’s career statistics, records, achievements, etc. must be supported by accompanying documentation or sources cited so that information may be verified independently. All application packets from the nominee must be received by the athletic department by May 1st of the nominating year, in order to be considered for induction into the fall class. Both the nomination form and the application packet will be available through the athletic department or on the senatorssports.com website.

Once designated as an eligible nominee, a candidate who is not elected shall automatically be reconsidered annually for five years. After five years, the person may be re-nominated at any time. The Chairman will notify any nominator and their nominee in writing if not selected.

Board Members of Dover High School Hall of Fame

The Dover High School HOF Board Members will be comprised of people from the following list:

• The DHS Athletic Director, who shall serve as a standing Board Member and will appoint a Chairperson
• DHS Building Administrator
• Retired DHS Administrator
• DHS Athletic Booster Club Member
• Current DHS athletic coaches (male and female coach voted on by peers)
• Retired or former DHS Coach
• Current DHS faculty member
• Retired DHS faculty member
• Local business owner/community leader
• Current Capital School District Board of Education member

All Board Members shall be appointed by the DHS Athletic Director and shall serve an initial two-year term. If, for some reason, the DHS Athletic Director is unable to fulfill this role, the current Dover High School building Principal will assume this responsibility.

All Board Members shall be appointed by the DHS Athletic Director and/ or Principal, and shall serve an initial two-year term. At any time, there shall be no fewer than 5 members and no more than 12 members. All members may be re-appointed for two year terms by the Athletic Director and/or Principal at the conclusion of their initial term. The DHS Athletic Director and/or Principal may appoint new members at his/her discretion.

Election Process

The Board Members will meet at a time determined by the Chairman in order to nominate, review, and elect candidates. The quorum for any meeting at which election of candidates shall take place will be a majority of members. Background information on each nominee should be distributed to Board Members prior to the meeting, and members should familiarize themselves with the nominees prior to voting. Each Board member shall have one vote, and all votes shall carry equal weight. In order to gain election, a candidate is required to receive a number of votes equal to 75% of the members present at the meeting. Candidates shall be discussed in alphabetical or chronological order as designated by the Chairman.

The outcome of the verbal vote will be shared with the Board Members only. If, in the opinion of the Board Members (as evidenced by failure to obtain the 75% threshold as described above), no candidate nominated in a particular year is worthy of election to the HOF, so be it: it is not necessary to induct new members each year. At the same time, there shall be no limit on the number of members who may gain admission in a given year.

Induction Ceremony

The induction ceremony shall be at a time and place designated by the Board. The ceremony may consist of a banquet or dinner for the inductees and their families, which shall be open to the public. A fee may be associated with attending this banquet for the public, based on the financial status each year.

Awards

At the ceremony, each inductee will be awarded a plaque that is an exact replica to the plaque that will be displayed in the designated HOF area in the Dover High School athletics wing.

Please see the attached policy for Submission Forms.

 

Section:	Home, School, and Community
Date Approved:	07/22/2020
Date Revised:	07/08/2020

Policy #: 400-04

Complaints

Purpose: 

To promulgate avenues for parents and community members to exercise their rights to express a concern or complaint regarding a matter.

Processes and procedures for making a concern or complaint along with appropriate complaint forms are referenced in Section 100 Board Governance, Policy # 100-24.

 

Section:	Home, School, and Community
Date Approved:	09/19/2012
Date Revised:	06/20/2012

Policy #: 400-05

Curriculum Development

Purpose: 

The program of instruction for each school and the subjects to be taught shall include all curriculum standards required by the Delaware Department of Education and such other subjects and activities as may be recommended by the Superintendent and staff and approved by the Capital Board of Education.

Responsibility for Curriculum Development

Basic responsibility for curriculum development shall rest with the Superintendent of Schools, who may delegate authority to the Assistant Superintendent and other appropriate Capital School District staff.

Planning for Curriculum Development

The Assistant Superintendent, Curriculum Directors and Supervisors are responsible for obtaining, writing, implementing and evaluating the ongoing curriculum improvements in the district.

The District Instructional Advisory Council will advise the district as a means for improving the educational programs and their implementation to best meet the needs of the students, the schools, and the community. This council will provide input for curriculum improvements. In addition, they will communicate information discussed in the instructional advisory committee to other instructional staff.

Curriculum Adoption

A dynamic instructional program requires periodic alteration in the ongoing courses of study. Courses of study shall not be eliminated, significantly altered, or reduced, and new courses will only be added with the approval of the Board of Education. The district will develop and establish a K-12 series of curriculum guides and course outlines that include learning maps and formative and summative assessments.

Curriculum Design

An educational program sequentially developed is provided to serve the needs of all children in the Capital School District. This curriculum will provide for the intellectual growth of all pupils, pre-school through the 12th year, developed so that learning experiences and achievement may vary according to individual needs.

This policy will ensure that students have the opportunity and support to learn the Common Core Curriculum, develop intellectual curiosity and critical thinking, develop problem-solving abilities, and aesthetic appreciation in the school years in such a manner that they will be used for life-long learning.

 

Section:	Home, School, and Community
Date Approved:	09/19/2012
Date Revised:	07/18/2012

Policy #: 400-06

Citizen Assistance in Schools

Purpose: 

To define the role the citizens of Dover and the Capital School District may play in donating service to our schools.

Citizens' Assistance in the Capital School District Schools

The spirit of donating service to the Capital School District will, normally, be warmly accepted by the Board of Education. However, this service must be under the direct control of the Capital School District administrative staff and the Superintendent of Schools.

It must also be understood that the lay people of the Capital School District that are involved should not in any case be used to perform educational functions that are within the bounds of the trained professional educators.

This type of community assistance will be accepted with marked gratitude by the Capital School District Board of Education and the Capital School District administrative staff.

 

Section:	Home, School, and Community
Date Approved:	09/19/2012
Date Revised:	07/18/2012

Policy #: 400-07

Community Resources and Volunteers

Purpose: 

The Capital Board of Education encourages the enrichment of curriculum and the widening of educational horizons from outside the school with special knowledge, talents or an interesting vocation to address students.

Community Resource Persons

The time given by the resource person and the limitations imposed by the necessity to schedule the regular program of students must be considered when arranging for speakers.

The building principal must give approval of each such visit.

School Volunteers

Volunteers provide significant resources to students by supplementing the work of paid professional and paraprofessional staff.

The assignment of volunteers shall be made by the building principal and in cooperation with the instructional staff. In recognition of their contributions to the welfare of students, the district shall, annually, award appropriate certificates.

 

Section:	Home, School, and Community
Date Approved:	09/19/2012
Date Revised:	07/18/2012

Policy #: 400-08

Use and Supervision of School Facilities

Purpose: 

Adequate supervision must be provided for all facilities.  This shall include normal daily operation during and after school hours, public use and approved use under this policy.

To assure and continue a positive and mutually supportive relationship between the Capital School District and the community it serves, it is the policy of the Board of Education to encourage maximum utilization of all school facilities to responsible individuals, groups and organizations sponsoring activities in educational, cultural, civic, political or recreational areas as defined and limited in Title 14, Chapter 10, Section 1056 of the Delaware Code, Relative to the Use, Control and Management of Public School Property. 

Authority

District buildings and grounds may be used for holding public gatherings of a character not detrimental to the civic welfare of the community, state or nation.  The decision of the Board of Education regarding granting of request for use of facilities will be based upon a consideration of the following conditions, listed in order of importance: 

1. Student educational programming is given the highest priority.
2. The facility requested for use has not already been scheduled for use at the time requested.
3. The use of the facility requested will be consistent with the program of education of the Capital School District
4. The use of the facility requested will serve a purpose that is educational, cultural, civic, political, or recreational.
5. The use of the facility requested will not afford personal monetary gain to the individuals sponsoring the activity. 

Determination of use of district facilities and charges for same rests with the Capital School District Board of Education and its designated representatives in accordance with board policy. 

School Facility User Categories

Potential users of school facilities will be placed in three (3) categories for the purpose of assessing charges as follows: 

Category I - This category includes school-related organizations or other Capital School District organizations that hold fund-raising activities, the proceeds of which are to be used to benefit students of the Capital School District.  The organization will receive Category I status. 

Examples of Category I organizations are as follows:

• School Clubs
• School Booster Clubs
• Parent Teacher Organizations
• Parent Teacher Associations

"Category I List" will be required to reimburse Capital School District for actual costs at times when buildings are not normally in use and staffed, when needed as determined by the principal, with food service or custodial personnel. No rental fee for facility use will apply.

Category II - This Category includes educational, cultural, civic, political, or recreational groups that are directly related to the “primary purpose of education and are non-profit and non-school sponsors.  Any group wishing to qualify for use of school facilities as a Category II organization shall petition the Capital School District by letter.  Such letter shall include the aims and objectives of the group, and how the activities relate to education.  Examples of Category II organizations are as follows: 

• Capital School District Employee Associations (District will honor building use stipulations outlines in negotiated agreements with the Board of Education)
• Boy Scouts of America
• Girl Scouts of America
• Future Farmers of America
• 4-H Clubs
• Little Leagues of the Community
• Alumni Associations of the Capital School District
• Non-Profit Civic Organizations of the Capital School District

Groups or organizations that have received approval for inclusion on the “Category II List” will be required to reimburse Capital School District for actual costs of food services or custodial services if school facilities are requested for use at times when buildings are not normally in use and staffed with food services or custodial personnel.  Category II users will have the option to be charged a fee for weekly or monthly use. 

Category III - This category includes organizations and community groups that are not directly related to the “primary purpose of education”, but certify their reason for use of school building to be educational, cultural, civic, political, or recreational.  Any group that qualifies for the use of school buildings under the provisions of this category must certify that there is no individual monetary gain for representatives of the organization and that all charges or admissions in excess of costs will be donated to a charitable purpose as defined for the State of Delaware Personal Income Tax. 

Category III users of school facilities will be assessed charges according to the following policies and at rates established by the Capital School District. 

• Charges for Use of Facilities during Hours When Schools are Normally Staffed with Custodial Personnel.
• Activities that do not require assignment of additional personnel, or extra custodial work involving preparation or clean-up responsibilities beyond regular custodial workloads will not be assessed custodial fees.
• Fees in accordance with approved rate schedules will be charged on an hourly basis for all utilities required including heat, light, and air-conditioning.
• Any other operational or special costs that might be incurred will be charged to the using organization.
• Charges for use of facilities during hours when schools are not normally staffed with custodial or food service personnel.
• Activities that require the use of custodial or food service personnel beyond the regularly established workday will be charged at rates established by the Capital School District Board of Education.
• Organizations charged fees under provisions of this sub-section will be subject to charges for the entire time school district personnel are on duty including preliminary preparation activities, during the actual program or event, and throughout the cleanup period.
• Fees in accordance with established rate schedules will be charged on an hourly basis for all utilities used including heat, light, and air-conditioning.
• Any other operational or special costs that might be incurred will be charged to the using organization.
• Fees equal to the proposed custodial time and all other fees must be paid seven (7) days before the scheduled event.  Failure to comply with this time frame will result in cancellation of facilities use agreement. 

Requests for Use of Capital School District Facilities

All requests for use of any Capital School District facility or any Capital School District equipment within the policies established by the Board of Education on the use of buildings and grounds must be made fourteen (14) days in advance at the District Administration Building.  Exception to this policy of the Capital School District Board of Education concerning the use of buildings and grounds may be made only by action of the Superintendent of Schools or if an emergency situation warrants such exception.

At first contact with the school district, tentative agreement may be reached on providing facilities, or equipment; but the agreement is subject to approval by the building principal of the facility to be used and the Superintendent of Schools.  After checking availability of facilities, a contract will be mailed to the person assuming responsibility for use of the facility, or equipment, which is being requested.  Reservations will not be made more than ninety (90) days in advance (See Administrative Rules & Regulations).

Guidelines

A. There are no rentals during the school day.  During the winter months, buildings may be available for community use until 10:00 p.m.  Any requests for exceptions must be cleared with the Superintendent of Schools and the school principal.

B. Religious groups may use school facilities for special purposes.  Each application will be considered on its merit and concurrence with the provisions in the Delaware Code.

C. The possession, use or consumption of alcoholic beverages or illicit drugs is not permitted on school property at any time.

D. Smoking is not permitted on school property at any time.

E. When kitchen facilities or equipment are used for food preparation, Board of Public Health requires that the cafeteria manager of his/her designee shall be present during the preparations, serving and cleanup.  Arrangements for such use must be made through the Superintendent or his/her designee.  A temporary restaurant permit from the Board of Health must be obtained. 

F. In accepting the use of school property, the group granted the contract shall agree to make good any damages done to the property or equipment and to indemnify and hold harmless the Capital School District for any accident to any occupants of the building or grounds during the period of use by the group.  The Board and the Capital School District accept no responsibility for loss of personal property.  Proof of insurance must be provided in the form of an acceptable Certificate of Liability in favor of Capital School District naming the district as an additional insured.  The Superintendent may waive this requirement for unique and justifiable reasons. 

G. Facility use will be scheduled at times so as not to curtail or inconvenience regular school program activities.  Care will be exercised to clear conflicts in advance.  However, in the event a conflict is found after the contract has been granted, the contract may be cancelled by school authorities and neither the Board of Education, Capital School District, nor any of its employees will be liable for financial loss or inconvenience suffered by the holder of the contract.

H. All fire and safety rules shall be strictly enforced. In addition, all State of Delaware and City of Dover regulations must be adhered to by groups using school property.  For example, if there is an event where the public is invited, a City of Dover Special Events Permit is needed and request of permit must be submitted 30 days in advance.

I. All brochures and/or published materials (including social media postings) must have prior approval by the Superintendent before it is distributed.  The installation of decorations, posters, etc. must conform to safety and fire regulations, and nothing shall be fastened to the building in such a manner that will mar the finish.  All decorations, posters, etc. are to be recovered by the group responsible for their installation at the conclusion of the event.

J. Organizations sponsoring functions which involve large numbers of people may be required to provide for traffic control and proper safety measures.  In some instances, police may be required and verification of such arrangement must be provided.

K. During the summer months, usage of buildings will be limited and there will be a two-week blackout based on the cleaning schedules. The cleaning schedule will be determined by mid-July. To assess availability of requests, reservations must be made within 30 days of the desired date for summer months usage (July and August) rentals.  L. During the heating season (November – March) night setbacks (55 degrees) shall be maintained in all buildings during weekends and holidays and evening hours of weekdays.  Exceptions shall be granted by the Superintendent or his/her designee.  Additional fees will apply for heat. 

L. During the heating season (November – March) night setbacks (55 degrees) shall be maintained in all buildings during weekends and holidays and evening hours of weekdays.  Exceptions shall be granted by the Superintendent or his/her designee.  Additional fees will apply for heat.

M. The Superintendent or his/her designee must be notified of all school events (i.e. band concerts, etc.) scheduled through the principal’s office so as to avoid conflict with other contracted events.  Forms can be obtained from the principal’s office or rental office.

N. To ensure students’ opportunities to build appropriate props and to extend full programming advantage for educational purposes, auditorium and theater spaces will not be available before and during student performances. However, the district reserves the right to determine a timeline for breaking down props. 

Priority of Use of Capital School District Facilities

The buildings and grounds of the Capital School District shall be available for community use under conditions prescribed and permitted by law, in accordance with the policies adopted by the Capital School District Board of Education and following administrative rules and regulations dictated by the administration.  The Board welcomes community use of the buildings insofar as facilities and responsibility of users will permit.

The priority of such use of facilities shall be as follows: 

a. Activities sponsored entirely by the Capital School District which are educational by nature shall have the highest priority in all cases. 

b. Activities sponsored entirely by the Capital School District, which are student activity oriented, shall have the next highest priority.

c. Activities sponsored by schools and school-related organizations jointly shall have the next highest priority.

d. Activities sponsored by Capital School District’s civic organizations and governmental organizations located within the boundaries of the Capital School District shall have the next highest priority.

e. Activities sponsored by organization located within the Capital School District for noneducational fund-raising purposes shall be the next highest priority.

f. Activities sponsored by non-resident organization shall have the lowest priority in the use of buildings and grounds in the Capital School District. 

Restrictions on the Use of Capital School District Facilities

a. The priorities itemized in Section 6 must be faithfully adhered to at all times by the administrative staff of the Capital School District when renting out Capital School District facilities.

b. All users of Capital School District facilities must pay fees itemized in this Board Policy unless otherwise approved by the Capital School District Board of Education.  There are to be no exceptions to this fee schedule made by any administrative member of the Capital School District except the Superintendent of the School District.

c. Unless reservations are made in advance as prescribed in these policies and the administrator in charge of the facility is aware of the reservation, the facility may not be used by the party.

d. Facilities may not be used by private groups or individuals for advertising or profit making.  (This in no way limits the availability to civic organizations for fund-raising projects which are in the public interest.)

e. Band rooms, art rooms, and laboratories shall be utilized only by groups having interests consistent with the room’s purpose, e.g. musical groups; art rooms – drawing, painting, art appreciation groups; laboratories – scientific groups.

f. School buildings are to be closed to all outside activities at the following times: 

1. Christmas Eve and Christmas Day
2. New Year's Eve and New Year's Day
3. Thanksgiving Day
4. Easter
5. July 3, 4, and 5
6. The last two weeks of school
7. The week prior to the opening of school
8. The first week of school
9. All school holidays

Supervision and Care of School Facilities, Equipment, and Furnishings

Care and supervision of school facilities including buildings, equipment and furnishings, grounds and athletic facilities during regular and evenings hours of instruction and school activities is the responsibility of the building principal or designee.  PRINCIPALS SHALL REPORT ANY ACT OF THEFT, VANDALISM, OR DESTRUCTION OF PROPERTY IN WRITING TO THE SUPERINTENDENT WITH A COPY TO THE BUSINESS MANAGER WITHIN 24 HOURS FOLLOWING THE INCIDENT.  THE REPORT SHALL INCLUDE A LISTING OF ALL ITEMS STOLEN, VANDALIZED OR DESTROYED. 

Supervision and Care of Buildings, Equipment, and Furnishings when using Capital School District Facilities

Any organization or group using school facilities or equipment shall designate one member of its group as being in charge of and responsible for all actions taken by the group.  Adequate supervision must be provided for all facilities used by the public. This is the responsibility of the individual(s) signing the rental agreement, thereby assuming full responsibility.  Failure to do so by any public or school organization may result in forfeiture of the right to use school facilities again.  If a sponsoring person is not present at the time the facility is to be used, then the activity is cancelled.  Disorderly conduct, vandalism, abuse of the property or inadequate supervision shall be grounds for eviction and/or cancellation of contract.  PRINCIPALS SHALL REPORT SUCH INSTANCES IN WRITING, TO THE SUPERINTENDENT OR HIS/HER DESIGNEE WITH RECOMMENDATIONS WITHIN 24 HOURS AFTER THE INCIDENT.

The care of all buildings, conduct of participants and spectators, prevention of use of alcohol and tobacco, compliance with all state Fire Marshal and State health rules, and leaving all facilities and equipment in proper order is the responsibility of the organization or group in general; and the individual signing the rental agreement in particular. Point of contact for rental must be prepared to participate in a pre-check and post-check of facilities to ensure space is set up the way it was before rental and confirm either damages are void or exist. 

Destruction of Property by Persons Using Capital School District Property

Any renter or group using any Capital School District property shall restore to the original condition or replace any property or equipment damaged or destroyed by them.  The Board of Education, through consultation with Superintendent and appropriate staff, shall be the judge of unwarranted destruction of property and restitution thereof. 

Concessions

The right to all concessions and sale of refreshments will remain with the individual schools, and the control of said concession rests with the local administration of all schools. 

Use of Equipment of the Capital School District

The contracted use of a school facility does not include the use of any school equipment, such as projectors, slides, spotlights, etc.  The use of school equipment is permitted only through special request and approval and with the assurance that only school-approved operators and equipment will be used (e.g. projectors, tape recorders, etc.).  Any equipment or apparatus belonging to the renter of the Capital School District facility must also be approved, in advance, by the Superintendent of Schools and be listed on the rental agreement. Rental space shall not be altered or used for storage purposes by any renters. 

Accidents that Occur by Parties Using Capital School District Facilities

If an accident occurs, the person signing the rental agreement shall secure names of witnesses of said accident and shall submit a written account of any accident to the Superintendent of School within 72 hours.  This written report shall include names of people involved, a description of events leading to the accident, and a statement assuming all responsibility for the accident.  The Capital School District Board of Education will assume no responsibility for accidents incurred in the use of  buildings and grounds on a rental basis. 

Strengthening Quality Assurance

Effective annually on July 1st, the Board of Education, Superintendent of Schools, and Presidents of CEA, CPA, CSA, CCA and CESA shall select as follows for the Facilities Quality Assurance Committee: 

a. One Board Member

b. One Designee by the Superintendent of Schools

c. Three Members that represent the Presidents' Council Membership

The Facilities Quality Assurance Committee shall meet bi-monthly to review employees’ concerns regarding the use of facilities.   The Quality Assurance Committee will establish a protocol to collect concerns and review procedures to make recommendations for improvement to the Office of the Superintendent. 

Please see the attached policy for Fee Schedule.

 

Section:	Home, School, and Community
Date Approved:	06/05/2023
Date Revised:	06/05/2023

Policy #: 400-09

Complaints

Purpose: 

To enact a system of safeguards and procedures for the use of volunteers within the school and related school functions.

1. All volunteers, with the exception of visitors and one-time volunteers who remain at school, must complete a volunteer application packet which includes the following:

• Enrollment Form on the District Website
• Criminal History Record Check
• Delaware Child Protection Registry Check
• Volunteer Confidentiality and Discrimination Statement

2. Volunteer application packets must be renewed each year, including the Delaware Child Protection Registry Check.

Volunteer interests, availability and emergency contact information may change from year to year and should be current at each site where a volunteer works.

A Criminal History Record Check must be completed with the first volunteer application and thereafter when the student moves up to William Henry Middle School and Dover High School.

The Capital School District reserves the right to deny a volunteer application based on the results of a Criminal Background History Record and/or Delaware Child Protection Registry Check.

3. Visitors and one-time volunteers do not need to complete an application UNLESS they accompany students off campus (field trips).

One-time volunteers and visitors who remain under the direct supervision of teachers and staff while at school DO NOT need to complete the application packet. These volunteers should not be left alone with or have unsupervised contact with individuals or groups of students. Examples of one-time volunteers: grandparent visiting a classroom; person presenting information to the class on a one-time basis; parents, friends or relatives who attend a class party or one-time event in the classroom.

Any volunteers accompanying students off campus, however, must complete a volunteer packet. Volunteers on field trips are more likely to be alone with students, take students in small groups, and are responsible at a different level than at school.

Failure to be approved prior to the date of the field trip may cause a volunteer not to be permitted to attend a field trip.

4. A copy of the volunteer packet must be on file at each school.

A school receiving a volunteer's application packet should send a copy of the packet to each school where the individual plans to volunteer.

5. All volunteers, including one-time volunteers and visitors must:

• Sign in and out at their school/site location.
• Wear identification badges during their volunteer activity or experience.
• Acknowledge that “relationships developed with children at school need to remain at school” and that, for their own protection, “volunteers should never be left alone with a child that is out of view of school personnel or another adult volunteer.”

 

Section:	Home, School, and Community
Date Approved:	09/12/2018
Date Revised:	08/15/2018

Policy #: 400-10

Education for Students Experiencing Homelessness

Establishment and Statement of Purpose: 

To provide guidelines to schools for education of homeless students.

Students Experiencing Homelessness

Children who are identified as meeting the Federal definition of "experiencing homelessness" will be provided a free appropriate public education (FAPE) and other services needed to ensure an opportunity to meet the same challenging State academic standards to which all students are held. To that end, students experiencing homelessness will not be stigmatized or segregated based on their status as "experiencing homelessness." The LEA shall establish safeguards that protect students experiencing homelessness from discrimination based on their homelessness. The LEA shall regularly review and revise its policies, including school discipline policies that impact students experiencing homelessness, including those who may be a member of any of the protected classes.

Definitions

"Children and youth experiencing homelessness" are defined as individuals who lack a fixed, regular, and adequate nighttime residence, and include children and youth who meet any of the following criteria:

• Share the housing of other persons due to loss of housing, economic hardship, or similar reason;
• Live in motels, hotels, trailer parks, or camping grounds due to a lack of alternative adequate accommodations;
• Live in emergency or transitional shelters;
• Are abandoned in hospitals;
• Have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings; or
• Live in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings.

Additionally, pursuant to Federal law, children or youth who are experiencing homelessness also include migratory children who are living in circumstances described above.

Pursuant to the McKinney-Vento Act, an "unaccompanied youth" includes a child or youth experiencing homelessness and not in the physical custody of a parent or guardian.

Services to Children and Youth Experiencing Homelessness

The LEA will provide services to students experiencing homelessness that are comparable to other students in the LEA, including:

• Transportation services;
• Public preschool programs and other educational programs and services for which the student experiencing homelessness meets eligibility criteria including:
  • Title I programs;
  • Programs for children with disabilities;
  • Programs for English learners (ELs) (i.e., students with Limited English Proficiency (LEP));
  • Programs in Career and Technical Education;
  • Programs for gifted and talented students;
  • School nutrition programs; and
  • Before and after-school programs.

The Chief School Officer will appoint an LEA Homeless Education Liaison who will perform the duties as assigned by the Chief School Officer. Additionally, the LEA Homeless Education Liaison will coordinate and collaborate with the State Coordinator for the Education of Children and Youth Experiencing Homelessness as well as with community and school personnel responsible for the provision of education and related services to children and youths experiencing homelessness.

School Stability

Maintaining a stable school environment is crucial to the success of a student experiencing homelessness. To ensure stability, the LEA must make school placement determinations based on the "best interest" of the child ot youth experiencing homelessness based on student-centered factors. The LEA must:

• Continue to student's education in the school of origin for the duration of homelessness when a family experiences homelessness between academic years or during an academic year; and for the remainder of the academic year even if the child or youth becomes permanently housed during an academic year; or
• Enroll the student in any public school that students not experiencing homelessness who live in the attendance area in which the child or youth, or the family of the child or youth, is actually living are eligible to attend.

When determining a child or youth's best interest, the LEA must assume that keeping the student experiencing homelessness in the school of origin is in that student's best interest, except when doing so is contrary to the request of the student's parent or guardian or the student is he or she is an unaccompanied youth. The school or origin is the school the student attended or enrolled, including a public preschool. The school of origin also includes the designated receiving school which includes the next school level elementary from prekindergarten, middle from elementary, high from middle, that a child or youth experiencing homelessness, whose homelessness continues in the next school year, may attend when the next level school is the LEA-designated school for students in the school or origin of the student experiencing homelessness.

When determining the student's best interest, the LEA must also consider student-centered factors, including the impact of mobility on achievement, education, health, and safety of students experiencing homelessness and give priority to the request of the student's parent or guardian, or youth (if an unaccompanied youth). The LEA must also consider the school placement of siblings when making this determination.

If the LEA finds that it is not in the student's best interest to attend the school of origin or the school requested by the parent or guardian, or unaccompanied youth, the LEA must provide the individual with a written explanation and reason for the determination in a manner and form understandable to the parent, guardian, or unaccompanied youth. This written explanation will include appeal rights and be provided in a timely manner.

Remove Barriers

The LEA has an obligation to remove barriers to the identification, enrollment and retention of students experiencing homelessness. If a school other than the student’s school of origin is chosen on the basis of a best interest determination, the student experiencing homelessness must be immediately enrolled, even if the student does not have the documentation typically necessary for enrollment, such as immunization and other required health records, proof of residency, proof of guardianship, birth certificate, or previous academic records. The student experiencing homelessness must also be enrolled immediately, regardless of whether the student missed application or enrollment deadlines during the period of homelessness, fails to meet uniform or dress code requirements, or has outstanding fines or fees.

The enrolling school must immediately contact the school last attended by the student experiencing homelessness to obtain relevant academic or other records and provide credit for full or partial coursework satisfactorily completed at the previous school of enrollment. If the student needs immunization or other health records, the enrolling school must immediately refer the parent, guardian, or unaccompanied youth to the LEA Homeless Education Liaison, who will help obtain the immunizations, screenings or other required health records. Records usually maintained by the school must be kept so that they are available in a timely fashion if the child enters a new school or LEA. These records include immunization or other required health records, academic records, birth certificates, guardianship records, and evaluations for special services or programs. Procedures for inter-State records transfer between schools should be taken into account in order to facilitate immediate enrollment.

In addition, it shall be the LEA’s responsibility to make sure that, once identified for services, the student experiencing homelessness is attending classes and not facing barriers to accessing academic and extracurricular activities, including magnet school, summer school, career and technical education, advanced placement, online learning, and charter school programs (if available). The LEA will coordinate with community service providers and agencies, including housing authorities, to provide support to students experiencing homelessness and their families.

Unaccompanied high school youth experiencing homelessness will receive counseling to prepare and improve their readiness for postsecondary education.

Transportation

The LEA shall promptly provide students experiencing homelessness with transportation services that are comparable to those available to students not experiencing homelessness. At the request of the parent or guardian, or the LEA Homeless Education Liaison in the case of an unaccompanied youth, the LEA shall provide, or arrange for, transportation to and from the student’s school of origin.

When the student obtains permanent housing, transportation shall be provided to and from the school of origin until the end of the school year.

Dispute Resolution

When considering placement in a school other than the child's or youth's school of origin, the LEA will consider student-centered factors to determine a placement that is in the student's best interest.

When the LEA determines that a placement other than the school of origin is in the best interest, the LEA will provide the parent, guardian or unaccompanied youth experiencing homelessness with a written explanation in a manner and form understandable to the parent, guardian, or unaccompanied youth; and information on the right to appeal the placement determination.

During a school selection dispute, the child or youth will either remain enrolled in the student's school of origin or shall be immediately enrolled in the eligible school in which enrollment is sought, pending the final resolution of the dispute, including all available appeals.

The parent or guardian of the child or youth or, in the case of an unaccompanied youth, the youth shall be provided with a written explanation of any decision related to school selection or enrollment made by the school or the LEA, including the rights of the parent, guardian, or unaccompanied youth to appeal such decisions.

Children Experiencing Homelessness in Preschool

Preschool-aged children experiencing homelessness and their families shall be provided equal access to the educational services for which they are eligible, including Federally-funded preschool programs, including Head Start programs, administered by the LEA. Additionally, the child experiencing homelessness must remain in the public preschool of origin, unless a determination is made that it is not in the child’s best interest. When making such a decision on the student’s best interest, the LEA takes into account the same factors as it does for any student, regardless of age. It also considers pre-school age-specific factors, such as 1) the child’s attachment to preschool teachers and staff; 2) the impact of school climate on the child, including school safety; the quality and availability of services to meet the child’s needs, including health, developmental, and social-emotional needs; and 3) travel time to and from school.

The LEA must also provide transportation services to the school of origin for a child experiencing homelessness attending a Federally-funded preschool. It is the LEA’s responsibility to provide the child with transportation to the school of origin even if the preschooler experiencing homelessness who is enrolled in a public preschool in the LEA moves to another LEA that does not provide widely available or universal preschool.

Public Notice

In addition to notifying the parent or guardian of the student experiencing homelessness or the unaccompanied youth of the applicable rights described above, the LEA shall post public notice of educational rights of children and youth experiencing homelessness in each school. In addition, the LEA shall post public notice of the McKinney-Vento rights in places that populations experiencing homelessness frequent, such as shelters, soup kitchens, and libraries in a manner and form understandable to the parents and guardians and unaccompanied youths.

Records

The local LEA Homeless Education Liaison will assist the students experiencing homelessness and their parent(s) or guardian(s) or unaccompanied students experiencing homelessness in their efforts to provide documentation to meet State and local requirements for entry into school.

All records for students experiencing homelessness shall be maintained, subject to the protections of the Family Educational Rights and Privacy Act (FERPA), and in such a manner so that they are available in a timely fashion and can be transferred promptly to the appropriate parties, as required. Pursuant to the McKinney-Vento Act, information regarding the living situation of a student experiencing homelessness is not considered directory information and must be provided the same protections as other non-directory personally identifiable information (PII) contained in student education records under FERPA.

The LEA shall incorporate practices to protect student privacy as described in accordance with the provisions of the Violence Against Women Act (VAWA) and the Family Violence Prevention and Services Act (FVPSA).

No Board policy, administrative procedure, or practice will be interpreted or applied in such a way as to inhibit the enrollment, attendance, or school success of children experiencing homelessness.

 

Section:	Home, School, and Community
Date Approved:	02/17/2021
Date Revised:	02/17/2021

Policy #: 400-11

Students in Foster Care

Establishment and Statement of Purpose: 

To provide guidelines to schools for students in foster care.

Students in Foster Care

The Board of Education (the “Board”) for the District (the “District”) intends to promote educational stability for students in foster care in accordance with State and Federal law. Students in foster care must be provided with access to free and appropriate public education, including a public preschool education, as provided for other children and youth. In order to provide equal access, the district shall remove all barriers that could cause students to miss critical learning opportunities.

The District shall coordinate with other Districts, local child welfare agencies, and other agencies or programs providing services to students in foster care as needed. At least one staff member shall be designated to serve as the foster care education liaison and fulfill the duties set forth in State and Federal law. Designation of the District’s foster care liaison and procedures for enrollment and transportation for students in foster care shall be made in accordance with Delaware regulations and applicable law.

Delegation of Responsibility

Title 14 § 202A/Title 14 Admin Code 903

The Board designates the Superintendent or designee to serve as the district's point of contact for children in foster care.

The district's point of contact shall coordinate with:

1. Local children and youth agency to:

a. Establish formal mechanisms to ensure that the district is promptly notified when a child enters foster care or changes foster care placements.

b. Develop a protocol on how to make best interest determinations.

c. Develop and coordinate transportation procedures.

2. Other school districts on issues of transfer of records, transportation, and other inter-district activities.

Guidelines

Title 14 § 202A/Title 14 Admin Code 903

Enrollment/Placement

A child in foster care shall continue to be enrolled in his/her school of origin unless there is a determination that it is not in his/her best interest to attend the school of origin.

Best Interest Determination

The best interest determination shall be made in accordance with state laws and regulations, court orders, and established local procedures. In determining whether it is in a child’s best interest to remain in his/her school of origin, all factors relating to a child’s best interest shall be considered, including the appropriateness of the current educational setting and proximity of foster care placement.

Documentation related to the best interest determination shall be kept in the student’s education record.

Enrollment

When a child in foster care is placed in the district and seeks enrollment in district schools, the district's point of contact shall:

1. Ensure the child is immediately enrolled and attending school, even if the records normally required for enrollment pursuant to district policies are not available.

2. Immediately contact the school last attended by the child to obtain relevant academic and other records.

Dispute Resolution

If a dispute arises over the appropriate school placement for a child in foster care, to the extent feasible and appropriate, the child shall remain in his/her school of origin, pending resolution of the dispute.

Student Who Has Exited Foster Care

A student who exted foster care may be permitted to finish the school year in this district, if appropriate.

Transportation

The district shall ensure that children in foster care needing transportation to their school of origin will promptly receive transportation in a cost-effective manner.

To ensure that transportation for children in foster care is provided, arranged, and funded, the district shall collaborate with the local children and youth agency to develop a local transportation plan.

The transportation plan shall address the following:

1. The procedure the district and local children and youth agency will follow to:

a. Promptly provide transportation for children in foster care

b. Promptly arrange transportation for children in foster care

c. Ensure transportation is funded in a cost-effective manner

Training

The district's point of contact for children in foster care shall provide professional development and training to school staff on foster care provisions and education needs of children in foster care, as needed.

No Board policy, administrative procedure, or practice will be interpreted or applied in such a way as to inhibit the enrollment, attendance, or school success of children experiencing foster care.

 

Section:	Home, School, and Community
Date Approved:	02/17/2021
Date Revised:	02/17/2021

Policy #: 500-01

Recruitment, Selection, and Hiring of Personnel

Mission Statement: 

The mission of the Capital School District Human Resources Department is to facilitate the identification, recruitment and selection of quality personnel that will meet the needs of all students in a dynamic organization.

Objectives

1. Modern management practice places an emphasis on sound Human Resources procedures. The underlying philosophy recognizes that people are an organization’s most important asset. Recruitment and selection procedures must ensure that asset is protected and enhanced. Organizations must exercise a positive commitment to developing, implementing, and maintaining procedures that are consistent with good management if they are to achieve district objectives.
2. Fairness, equity, and legislation require that all selection decisions be based on merit. The Equal Opportunity Act of 1984 makes it unlawful for an employer to discriminate against a person on specific grounds in the recruitment and selection process, the selection decision and in access to internal promotion.
3. To ensure that selection decisions are based on merit, the best person for the job, recruitment and selection processes determine job relevant selection criteria and base all information gathering and decision-making processes on these criteria. This ensures that the focus remains on the job requirements and the individual’s ability to meet these requirements, rather than on extraneous, nonrelevant and potentially discriminatory criteria.

Statement of Policy

1. The Human Resources Office is responsible for coordinating the recruitment, selection and appointment process for all district staff. Appointments shall be based on merit as assessed by selection panels in accordance with agreed relevant selection criteria and according to provisions outlined in bargaining unit agreements approved by the Board of Education.
2. All permanent positions subject to promotion shall be advertised, and those positions not subject to promotion shall normally be advertised. Advertisements for such positions shall be lodged in public postings (this may include press advertisements) regularly for a minimum of ten (10) days. Time exceptions may be made as per the needs of the District as directed by the Superintendent and/or Board of Education, and/or negotiated contract requirements.
3. All information associated with the selection process shall remain confidential. This includes applications, referee reports, short lists, selection proceedings and appointment decisions. Individuals selected to serve on the screening/selection panels must agree to sign a confidentiality statement before proceedings.
4. Screening/selection panels shall reflect the diversity of the school district and community as much as is possible. They should incorporate a varied group based on educational experience as well as including the various distinct employee groups as applicable. The Supervisor of the Human Resources Office will oversee all panels, committees and processes.

Guidelines

Application of Procedures

1. The following policy and procedures apply to recruitment, selection and appointment of all staff of the District, excluding some casual (part-time) staff members.
2. Casual (part-time) staff may be appointed directly by the Superintendent of schools, Assistant Superintendents, Directors of Departments and Supervisors of Departments who are provided with a budget for casual (part-time) staff with the proviso that these appointments be approved by the Board of Education prior to appointment.
3. Casual (part-time) staff are:

• Employees that work irregular hours;
• Employees who regularly work a set number of hours but less than 29 hours a week;
• Employees who work less than fulltime and who work outside the normal spread of hours;
• Employees who are engaged to work for any period less than four weeks.

Administrative Procedures

The procedures associated with the recruitment, selection, and appointment process are:

• Identification of a Vacancy
• Review of a Vacancy
• Recruitment Process
• Selection
• Offer of Appointment
• Post-selection Process

Identification of a Vacancy

1. To initiate any recruitment process, a vacancy must be identified. A vacancy may result from:

a. The resignation, termination, retirement or death of a staff member;

b. The transfer or promotion of a staff member;

c. The absence of a staff member on extended leave or workers compensation;

d. The creation of a new position/

2. A vacancy may be either permanent or temporary.

3. The responsibility for identifying the vacancy rests with the principal, Supervisor of department, superintendent or (designee) nominee.

4. Once a vacancy has been identified, the principal, Supervisor of department, superintendent or (designee) nominee shall initiate a review of the vacancy.

5. Any newly created position must be approved by the superintendent prior to posting.

Review of a Vacancy

1. The vacancy shall be reviewed to determine:

a. the requirements for the position to be filled;

b. the adequacy and accuracy of the duty statement (job description), job analysis (evaluation) and selection criteria.

c. The review shall be conducted by the Superintendent, Supervisor of Department, Principal or nominee, in conjunction with the Assistant Superintendent, Supervisor of Human Resources or nominee or in the event of a newly created position, the Board of Education.

d. The duty statement (job description), job analysis record (evaluation) for permanent positions only, and selection criteria must be developed if not available.

e. The Principal, Department Supervisor or nominee, is responsible for ensuring that the position is within budget prior to commencing further recruitment procedures.

Interview and Recruitment Process (Non-Administrator)

1. Initiation

a. The Principal or Department Director, in conjunction with the Superintendent, Assistant Superintendent, and Human Resources Office, shall determine the most appropriate method of filling the position in consideration with the nature of the contract i.e., permanent, fixed term or casual (part-time).

b. Methods that may be utilized to fill a position vacancy include: advertising internal/external; transferring a current staff member; use of “hold files”; Reduction in Force lists as per contractual agreements; recruiting and on campus interview files; targeting of identified disadvantaged groups.

c. The director, supervisor, or principal shall initiate the application packet to obtain authorization to fill the position as reviewed.

2. Authorization

a. The completed application packet provides the authority to advertise and/or fill a vacancy.

b. The application packet shall provide/contain:

• Job analysis record (evaluation)
• Reviewed/revised job description
• Reviewed/revised selection criteria;
• Draft advertisement plus placement details;
• Recommend selection panel members (if applicable).

3. The application packet is complete when signed by the appropriate administrator and the Human Resources Administrator or nominee. It shall contain all required information including the authorization for the expenditure of funds and the identification of the relevant cost.

4. Composition of Screening/Selection Panels

a. The Supervisor of the Human Resources Office shall establish the screening/selection panels on the recommendation of the District Administrator or building Principal using the the following guidelines:

• For non-administrative positions the building principals, department Supervisors and/or supervisors may act exclusively as the screening agent.
• The screening/selection panels should consist of at least three persons.
• At least one panel member shall have a detailed knowledge of the requirement of the position.
• At least one panel member shall a working knowledge of selection techniques and all members shall be familiar with staff selection guidelines.
• District personnel serving as panel members for non-administrative positions shall generally be of an equal or higher classification than the position under consideration.
• In most instances, the screening/selection panels for administrative openings shall consist of a principal, department director, supervisor, parent and/or PTO representative, teacher’s union representative, and any technical expert as determined by position or need. Additional members could include secretaries, custodians, and/or additional teachers or community members.
• Applicants for the position are precluded from the membership of the screening/selection panels.
• The screening/selection panel membership is recommended as part of the authorization process and approved by the Superintendent or Department Director and the Supervisor of the Human Resources Office.

5. Advertising

a. If there is a requirement to advertise the position, a draft advertisement is to be provided with the application packet. It is to be checked by the Human Resources Office to ensure adequacy, accuracy, and equity of content. Any amendments to the draft are to be referred to the originator for agreement.

b. All permanent promotional positions must be advertised for a minimum period of ten (10) days or for whatever contractual considerations require. The District may adjust the minimum period to accommodate the needs of the District. Temporary appointments of less than six months duration may, when circumstances indicate, be made without advertisement.

c. Copies of advertisements are to be placed on the appropriate notice boards in all schools and departments. Applications for such positions may be open to all applicants or restricted to current staff members as specified in the advertisement. When restricted to current staff members, this applies to persons employed by the District in a permanent or temporary capacity as of the closing date of the advertisement.

d. The approved format requires advertisements to appear under the District Logo and to contain the following details:

• An initial statement encouraging women and men to apply;
• Relevant information only (including title, brief description of duties, essential criteria, and salary range);
• Closing date/time;
• Where to obtain the application format, selection criteria and duty statement;
• District contact address for receipt of applications;
• Equal Opportunity statement.

e. Advertisements shall be printed in blocked display where possible in publications to maximize impact and contain costs.

6. Receipt of Applications

a. All inquiries and applications are confidential and no information regarding applicants may be given to unauthorized persons. These applications are to be stored as confidential information in the Human Resources Office.

b. Intended applicants, on request, shall be provided with: a format of application; a duty statement; selection criteria; any additional information advised available in the advertisement.

c. All inquiries regarding advertised positions are to be directed to the Supervisor of the Human Resources, Recruitment or a nominated District contact officer.

d. Receipt of applications shall be formally advised and the date of acknowledgement recorded. Applications shall be acknowledged within five days of receipt.

e. Applications received after the closing date shall not be accepted. Any possible exceptions will be made after appeal to and with the concurrence of the Superintendent or nominee, based on extenuating circumstances.

Interview Process - Administrators

1. Hiring of administrators will follow the interview process as detailed through the hiring procedures documented within this policy. These procedures will apply to administrative positions as follows: Assistant Superintendent, Directors, Supervisors, Principals and Associate Principals.
2. The process begins at which time the position is posted and applications are received in the Human Resources office. The Human Resources Director/Supervisor, along with appropriate district level administrators, e.g., for principal position – Assistant Superintendent and/or Instructional Supervisors; for associate principal position – Assistant Superintendent, School Principal and/or Instructional Supervisors, will screen applications for necessary credentials and required application materials and determine the list of applicants for interview.
3. The first round of interviews will be coordinated by the Human Resources Director/Supervisor and conducted by a committee representing a cross-section of membership defined within this policy. The committee will conduct interviews and submit a group of finalists (normally three) to the Superintendent.
4. The Superintendent will enact an interview process which includes the Board of Education and Superintendent. The interview will comprise a standard set of questions asked to all candidates. Once all interviews are completed, the Superintendent will provide the Board his/her recommendation and assessment of candidates. The Board will evaluate this recommendation and assessment with the option to approve the commendation or consider other finalists interviewed for the position. Upon agreement by the Board, an offer of hire will be extended to a candidate and placed on the Board agenda for hire.
5. As part of the Board’s responsibility to conduct a fair and unbiased interview process, board members may not submit letters of recommendation or promote any candidate through the interview process. Board members, Superintendent and any others comprising the interview committee will sign a statement of confidentiality.
6. Once hired under an administrative contract, reassignment may be made to another administrative position upon recommendation by the Superintendent and approval by the Board of Education.

Selection

1. Vacancy File

After the advertisement has closed, the Vacancy File is to be passed to the Human Resources Office or nominee. The file shall contain:

a. All applications for the position.

b. A list of applicants.

c. The Job Description or Duty Statement.

d. The selection criteria.

e. The screening/selection panel composition.

f. The advertisement.

g. The short-listing of applicants.

2. For non-administrative positions the principal or department supervisor, through the Human Resources Office, shall screen or establish a screening panel to decide the short list for interview.

3. The Supervisor of Human Resources or nominee shall convene a meeting of the screening panel for administrative positions to decide the short-list for interview. All applications must be assessed against the selection criteria, correct information and other pre-determined criteria as applicable.

4. Copies of all material in the vacancy file are to be given to screening panel members to review. Members shall individually consider and short-list all applicants.

5. Applicants who do not meet the screening criteria or who are less competitive based on pre-determined criteria should not be interviewed.

6. Current staff members shall receive due consideration but the short list for interview must be determined on merit and need not include noncompetitive staff members.

7. Panel records shall be kept to justify the short list decision. These shall be retained by the Human Resource Office and shall form part of the screening /selection documentation.

8. At the short list selection panel meeting(s) the chairperson shall be determined by the panel members or the Supervisor of the Human Resource Office shall act as a chairperson/facilitator and as a non-voting member. The role of the chairperson is detailed in the interview committee section # 5.

Interview Panel

1. The Interview panel shall be notified of times and places to meet to prepare for interviews.

2. At the preliminary interview panel meeting the panel shall determine how the interview questions are to be developed for the short list candidates. They may be written jointly by all panel members or may be assigned to individuals to prepare.

3. Questions must relate to the selection criteria and are intended to provide a consistent and equitable assessment of a candidate. They are not intended to preclude further probing or supplementary questions. All applicants must be asked the same key questions; however follow-up questions for clarification are acceptable. It is not acceptable to ask key questions to some applicants and not of others, or to treat some applicants more favorably than others because of variations in key questions.

4. Prior to interview the panel members must agree to the question list. The questions should be straightforward and should examine situations where the applicant has carried out activities relevant to the criteria or should test the applicant’s knowledge. Questions shall require that the applicants describe how they would undertake the various duties of the position by outlining how they have done similar duties in the past. Questions shall focus on past behavior, the process of doing tasks/duties, and the level of understanding of the process. In addition, requesting relevant writing samples may be a part of the overall questioning process.

5. The purpose of the questioning should determine if the applicant meets the selection criteria and how well the applicant could perform the duties of the job.

6. Interview Schedule

a. The interview panel shall determine a suitable date and venue for interviews together with the preferred interview duration. This shall not normally be less than twenty (20) minutes.

b. These details are to be recorded by the Human Resources Office, recruiter or nominee who ensures that the short list applicants are contacted and invited for interview.

c. All panel members are to be provided with a full set of documents prior to interview. These documents shall include:

• The interview timetable/program;
• The curriculum vitae of short-list applicants;
• The question list;
• The selection criteria/score sheet;
• The job description;
• The advertisement.

d. The original documents are retained by the Human Resources Office or nominee.

e. Any further arrangements or additional requirements are the responsibility of the Human Resources Office, recruiter or nominee. This includes advice to relevant reception points of the interview program.

7. Role of the Chairperson

a. The Chairperson/Facilitator shall coordinate the selection interview and ensure, prior to commencing interviews, that panel members are aware of their role in the interview process.

b. The Chairperson/Facilitator shall ensure that:

• The applicant is greeted and introduced to panel members;
• The purpose and structure of the interview is clearly explained;
• The applicant understands that notes may/shall be taken;
• The applicant understands that standard questions relevant to the selection criteria shall be asked of all applicants;
• The applicant understands that there shall be the opportunity to ask questions;
• conditions of services are discussed;
• The next step in the selection process is outlined together with a time estimate regarding anticipated outcome;
• Copies of the advertisement, selection criteria, and duty statement are available for all applicants.

c. These responsibilities may be undertaken by any member of the selection panel as arranged prior to the interview, with the proviso that the Supervisor of Human Resources, recruiter or nominee shall discuss and answer questions on conditions of service. It is the responsibility of the chairperson/facilitator to ensure that the above requirements are fulfilled.

8. Selection Interview

The interviews are to be conducted ensuring that:

a. All applicants are questioned using the same selection criteria;

b. There is no discrimination;

c. Panel members individually record the evidence presented during the interview to illustrate how the applicant meets the criteria. Emphasis must be placed on determining if the applicant does or does not meet the criteria and recording this information on the selection criteria score sheet. Each panel member shall complete a selection criteria score sheet for each applicant. At the completion of each individual interview, panel discussion may take place to clarify, review and reflect on the applicant’s answers.

9. Recommendation

a. At the conclusion of interviews, the applicants are discussed to ensure that all panel members are working on the same information base.

b. If the interview indicates that the applicant does not fully meet the selection criteria, the applicant is not to be further considered.

c. Each panel member individually ranks or scores applicants. These rankings or scores shall then be compared or totaled and the top applicants agreed upon by the panel in order of merit. The objective is to identify the most competitive applicant(s) for recommendation.

d. The selection recommendation may be any of the following:

1. Recommendation of a single applicant to the Human Resources office (non-administrative positions).
2. Recommendation of a single applicant or a group of finalists for Superintendent and/or
3. School Board interviews.
4. Recommendation of applicants in rank order of merit, in random selection, judge there to be no short-list applicants suitable (this would be sent with a proposal that the vacancy be readvertised), or defer filling that position or reexamine nonshort-listed applicants.

10. Selection Report

a. The Chairperson or Human Resource office, or nominee (designee), generally prepares the Selection Report for administrative positions however; any panel member as agreed may prepare it. This report is a formal recommendation and must be signed by all panel members. Panel members are accountable for the contents of the Selection Report and responsible for justifying the recommendation. Should any panel member disagree with the recommendation or any aspect of the selection process, he/she may provide a written minority report, which is to be maintained with the Selection Report.

b. For non-administrator selections the Principal, Supervisor and/or Department Supervisor will complete the Capital School District’s Recommendation for Hire form and send it to the Human Resources Office for Board of Education approval.

c. The Selection Report details the reasons for the recommendation. It provides materials on all applicants interviewed and evaluates their performance in relation to the selection criteria with emphasis on strengths and weaknesses as based on interview committee individual opinions.

d. The Selection Report and recommendations, together with all supporting documentation, is to be referred to the Supervisor of the Human Resources Office for consideration. For administrative positions this documentation shall be included in the Board of Education interview packets.

e. The Supervisor of the Human Resources, Recruiter or nominee is responsible for ensuring that all documents are collected to maintain confidentiality. The Human Resources Department shall retain the Selection Report and supporting documentation for a period of 12 months when it shall be destroyed as confidential waste.

Offer of Appointment

1. Once the recommendations have been interviewed and/or approved by the Board of Education through the Superintendent of Schools, the Supervisor of Human Resources, or designee is responsible for making a verbal offer of appointment to the recommended applicant.
2. The verbal offer shall be made subject to a satisfactory medical examination, TB test and the production of required documents; i.e., criminal background check as required by State of Delaware, Title 11, Subchapter VI, § 8570 and 8571, copy of social security card, driver’s license, qualifications/transcripts, etc.
3. All salaries shall be determined by Salary Schedules. If negotiation on the offer arises, the Superintendent of Schools shall be consulted. The Supervisor of Human Resources or designee must ensure that the School Board is fully informed of progress at all times.
4. The verbal offer is followed by written confirmation. This written offer of appointment details the terms and conditions of the offer, the pre-appointment arrangement including medical examination, and the commencement and induction details. A copy of the offer must be signed and returned by the applicant to signify formal acceptance. All conditions of appointment must be met prior to this offer being binding.

Post Selection Process

Unsuccessful Applicants

The Assistant Superintendent, Human Resources Office (designee), or nominee is responsible for advising applicants of the selection decision as follows:

Non-District Staff/District Staff

1. Unsuccessful interview applicants shall be formally advised of the outcome of their application
2. Feedback regarding their performance at the interview shall be given verbally if requested.

District Staff Only

1. Staff members, whether short-listed or not, may seek the opportunity to receive post-interview counseling. This serves to discuss their application in relation to the selection criteria and provides constructive guidance for future applications. It may also assist in identifying training and developmental needs.
2. Any feedback shall avoid discussion of particular applicants and shall focus on the staff member concerned. The Supervisor of Human Resources or nominee (designee) shall generally provide this feedback.

Transfers

• The transferring of employees is the sole responsibility of the district, and the principal criterion for consideration of a request for transfer is whether or not the request will result in the best educational program for the district.
• The best educational program results from the selection of a school staff that is well-balanced in terms of employees’ experience, general background, and competence. Careful consideration will be given to each of the above when filling vacancies.
• Transfers between buildings may be requested in writing by an employee to the Director of Human Resources. For further information regarding transfers, consult the Master Agreement.

Notification of Vacancies

The Human Resources Office will post a list of all known vacancies through its web-based application system. All employees will be notified by electronic means.

Promotions

Promotional positions are defined as those positions paying a salary differential and for positions on the administrative-supervisory levels of responsibility. Selection procedures will be based upon merit, with preference being given to persons presently employed by the school district in the case of equally qualified applicants.

Resignation

An employee who finds it necessary to resign during the school year should submit a written resignation to the Superintendent through the Supervisor of Human Resources no less than thirty days prior to the date it is desired to have such resignation take effect. The Board’s decision whether to accept the resignation and the date it is to be effective will be based upon the availability of a suitable, qualified replacement. The same condition applies to a resignation tendered after July 1, when it is desired to have such resignation take effect at the beginning of the school year.

 

Section:	Human Resources
Date Approved:	01/15/2014
Date Revised:	12/05/2013

Policy #: 500-02

Workmen's Compensation

Purpose: 

It is the responsibility of the Human Resources Department to make all employees fully aware of their rights and responsibilities under the Workmen’s Compensation law.

Workmen's Compensation

The Delaware Workmen’s Compensation Law, 19 Del. Code, Chapter 23, Section 2372, provides workmen’s compensation for qualified employees in the State of Delaware. All questions on these matters should be referred to the Human Resources Office.

Workmen's Compensation limits are statutory, as outlined in the Delaware Workmen's Compensation Law. all regular employees of the Capital School District are covered by Workmen's Compensation Laws.

1. In the event of an on-the-job injury, the employee must report to the nurse’s office. The school nurse will complete the form “Employer’s Report of Occupational Injury or Disease” immediately. If the school nurse is not available call the Human Resources Office. This form must be submitted to the Human Resources Office as soon as completed.
2. The employee will receive a copy of the Workers Compensation Procedures and will acknowledge by signature the responsibility of the employee to read and follow the information in the package. The employee will provide the Human Resources Office any necessary documentation pertaining to the Workers Compensation claim.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-03

Teacher Retirement and Termination

Purpose: 

To provide a definition of teacher retirement and employee termination for clarification.

Teacher Retirement

The State of Delaware provides a pension plan for certain of its employees, including all regular Capital School District employees. Employees who plan to retire should consult with the Human Resources Office well in advance of their retirement.

Termination

In all cases, termination of employees will follow all existing State laws. In cases where no State law is in existence, approved Capital School District procedures will be implemented. This policy applies to non-renewal of non-tenured contracts.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-04

Dual Employment

Purpose: 

To administer the Dual Employment Law set forth in Title 29, Sections 5821 and 5822 of the Delaware Code.

The State of Delaware legislation provides guidance for the issue of Dual Employment in Title 29, Sections 5821 and 5822. An employee under dual employment status is set forth in the Delaware Code as "any person employed by the State, or by any political subdivision of the State, including but not limited to any county, city or municipality, who also serves in an elected or paid appointed position in state government or in the government of any political subdivision of the State, including but not limited to any county, city or municipality."

Accordingly, the Capital School District Board of Education promulgates procedures for adherence by affected employees in compliance with Title 29, Sections 5821 and 5822 as follows:

1. Each employee having dual employment must complete the dual employment time sheet each pay cycle.
2. The form must be signed by the employee and the employee’s supervisor and forwarded to the business manager for review and processing.
3. The dual employment time sheet should be completed for each pay cycle to insure no time sheets have been lost. If no time was used for a dual employment position during a pay cycle, the form should simply contain the following statement, “No time lost for dual employment during pay cycle”.
4. The employee’s workday shall be consistent with the appropriate negotiated contract/employee agreement.
5. If the time deducted for a day the employee is serving in an elected or paid appointed position does not equal the difference between the time of leaving the work location and the end of the workday, an explanation of the reason and the time must be indicated in the adjustment column of the time sheet.
6. The use of personal days or vacation days, if applicable, for an absence under dual employment status should receive prior approval.

Please see the attached policy for the Capital School District Dual Employment Time Sheet.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-05

Nepotism

Purpose: 

This policy defines the standard for the district's employment of close relatives of district employees and board members.

Nepotism

"Close relative" means a spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, corresponding in-law, "step" relation or any member of the employee's household. The district will use sound judgment in the hiring and placement of close relatives of employees and board members in accordance with the following guidelines:

The district permits the employment of qualified close relatives of district employees or board members, as long as such employment does not create a conflict of interest, or a justifiable impression among the public that there is a conflict of interest.

Close relatives of employees and board members are permitted to work in the district, providing no direct reporting or supervision of subordinate relationship exists. In order to avoid the appearance of conflict of interest: 1) An administrator and a close relative of the administrator shall not be assigned to the same facility; and 2) Neither an administrator, nor a board member, shall report on or to, or directly or indirectly participate in any employment decision affecting a close relative of the administrator or Board member.

Board members and employees with close relatives working at, or who apply for employment at the district, are to refrain from participating in, or attempting to influence, decisions affecting a relative's salary, classification, employment, benefits, or any other condition of employment.

Employees who marry, become relatives due to a marriage or become part of the same household must notify the district of this fact. If, in the opinion of the district, a conflict of direct reporting or supervision arises as a result of the relationship, one of the employees may be transferred at the earliest practicable time.

Any board member voting on a matter which would result in a financial benefit or detriment to accrue to the board member, or the board member's close relative, shall disclose the conflict, and shall excuse him or herself from the discussion and vote on such a matter. If the board would be unable to take action on a matter before it because the member or members of the board required to excuse themselves under this policy make the required vote unattainable, such board members shall be permitted to vote full public disclosure.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	10/19/2012

Policy #: 500-06

Teachers and Human Resources

Purpose: 

To provide employee information to the staff of the district.

Open Personnel Files

The board accepts the principle of an employee’s review of the contents of his/her personnel files. The procedure which follows is the manner in which this may be done. Upon written request to the human resources office, an employee will be scheduled for an opportunity to review his/her personnel files. This review will take place in the presence of a member of the human resources office staff. College placement papers, transcripts, references, interview records, and similar materials gathered in connection with the employee’s application for a position in the district will be excluded from the review. [See Master Agreement]

Tenure

A Delaware teacher acquires tenure on the completion of three years’ service in the state and the signing of a fourth contract with the Capital School District. Two of the three years must have been in the employ of the board where tenure is to be acquired.

Supervision and Appraisal

The primary purpose of supervision is the improvement of performance. The building principal is the primary supervisor of every person assigned to his building and is required to submit an annual evaluation of each teacher for whom he/she is responsible through the Delaware Performance Appraisal System. All other employees will be evaluated according to the Capital School District evaluative process. Cooperative appraisal and self-evaluation are encouraged as contributory to continuous improvement.

Staff Reduction Policy

1. District policy will be to retain existing staff members insofar as practicable subject to the board’s analysis of the district’s capability to retain staff in the face of declining enrollment and reduced unit count.

2. New teachers hired after the beginning of the school year will be issued terminal contracts with continued employment contingent on successful performance and the availability of the teaching position.

3. In any reduction in force, non-tenure teachers will be released prior to tenured teachers subject to certification requirements.

4. Seniority within the district in area of certification will be one of the primary considerations in terminating a staff member due to a reduction in force.

5. A tenured teacher who is terminated due to a reduction in force will have the first opportunity to fill any vacancy within the district for which that teacher has the minimum requirement of an initial license. The teacher will then have up to three years in which to achieve full certification.

6. In exceptional cases a teacher with greater seniority may be terminated ahead of a teacher with lesser seniority, such as:

a. For program need: Shifting enrollment patterns or changes in course offerings due to state regulations or board-approved curriculum changes are defined as program need.

b. Evaluation: Evaluation is defined as administrative judgment concerning job performance by a member of the staff. Evaluation will be conducted in a manner consistent with the evaluation policy and philosophy of the Capital School District. A member of the staff whose level of competency is evaluated to be demonstrably inferior to other staff members in his or her area of certification may be terminated prior to a staff member with lesser seniority.

7. If a tenured staff member is terminated for reasons other than seniority, that staff member will receive a written statement of specific reasons for his or her termination and will have the right to a hearing with the Board of Education for purposes of appealing that termination.

8. It is understood that this staff reduction policy does not in any way damage the right of any party involved in a reduction in force to pursue legal recourse if the party so desires.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-07

Temporary and Part-Time Personnel

Purpose: 

To provide clarification for salary requirements for substitute and part-time personnel.

Substitute Teachers

The Human Resources Office shall maintain an active list of persons qualified to act as substitute teachers. The list will be available to all building principals through the substitute web-based system.

Substitute teachers shall be reimbursed at a rate of pay specified by the State Board of Education for each full day of substitution or any portion thereof.

All substitute teachers should have on record with the Human Resource Office an application containing both personal and professional information.

Temporary Employees - Professional

Temporary professional employees will be employed by the Superintendent of Schools, subject to appointment by the Board of Education, as are required to maintain the educational program. Title 14, Delaware Code, shall be adhered to in all such employment. Salary shall be based on current salary schedules in effect at the time of signing a teacher contract.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-08

Activities

Purpose: 

To define activities beyond the professional workday.

Homebound Instruction

Homebound, hospitalized, and supported services: The Capital School District will provide homebound, hospitalized, and supportive services to all children within its boundaries if they meet the qualifications set down by the Department of Education. Teachers involved in this program will be paid in accordance with the Department of Education salary schedule.

Professional Organizations

The Board of Education encourages its professional employees to participate in local, state, regional and national professional organizations.

Non-School Employment (School Term)

Employees who seek outside employment during the term of their teacher contract should be positive that the employment does not infringe upon their ability to perform as a professional staff member, or in any way detract from their teaching assignment.

Political Activities

The Capital School District Board of Education recognizes the right of the individual to maintain political beliefs of his/her own choosing; however, the Board of Education also reserves the right to dismiss professional staff members whose activities violate the laws of the state and nation.

Professional Improvement - Additional Coursework

It is highly recommended that all Capital School District personnel continuously keep themselves knowledgeable of their teaching area and current educational developments. This may be done by professional development or the taking of formal classwork by the staff member. The State of Delaware requires every educator to complete ninety clock hours of professional development over five years for renewal of a continuing license.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-09

Salary Guides

Purpose: 

To provide information regarding the setting of school district salaries.

Superintendent of Schools Salary

The salary of the Superintendent of Schools shall be set by the Board of Education of the Capital School District.

Other Administrative Personnel Salary

The salaries of other administrative personnel will be set by the Board of Education of the Capital School District.

Payment of Salary and Deductions

Salary Payment - License or Permit

State regulations require that a teacher be qualified to teach by the proper license or permit. Local school officials are prohibited by law from paying for teaching services rendered until the Superintendent of Schools has duly recorded the teaching license or permit, which makes the teacher eligible to teach.

Salary Payment - Increments

Teaching staff members will advance one (1) year on the currently adopted salary schedule for teaching one (1) full year of school in the Capital School District. Part-time staff members may, however, accumulate their part-time service and progress on the Capital School District salary schedule accordingly.

Salary Payment - Number of Payments

The salary for all professional staff members shall be paid on the prescribed dates of either a twenty-two (22) or twenty-six (26) pay schedule. The choice of either a twenty-two or twenty-six pay schedule rests with the professional staff member, but cannot be changed once selected for the year.

Deductions will be made from employee’s salaries as prescribed by State Law or as outlined in the business section of the Capital School District Board of Education Policy Manual.

Salary Payment - Meeting Attendance

Attendance of all general teachers’ meetings, building meetings, and group meetings is a contractual obligation of the teacher. Absence for a valid reason may be excused by the local school administrator, or the Superintendent of Schools. Failure to notify the proper administrator may result in a loss of pay. [See Master Agreement.]

Salary Adjustments - Additional Preparation

All professional employees are urged to continue their education. Master’s degree increments are credited by filing documentation of this achievement with the Human Resources Office. In order to qualify for a salary increment, based upon additional preparation, the requirements of the Department of Education must be met. Copies of these regulations and the forms to apply for salary recognition can be secured from the Human Resources Office. Assistance and information are available on request from the Human Resources Office.

Salary adjustments, pro-rated if necessary for the remainder of the year, are effective the month following completion of an advanced degree or additional preparation.

Salary Pay Options

Ten-month employees may select a pay plan from the options provided by the State. Once selected, the pay plan cannot be changed until the following year in September. All employee paycheck information will be mailed to the employee’s home on the day designated by the State. All employees may have access to paycheck information through ePay website.

Payroll Deductions

Deductions will be made in accordance with State and Federal law.

Payroll Deductions - Optional

The following payroll deductions may be made at the option of the employee: State Life Insurance (must be refused by the employee if not desired), Blue Cross-Blue Shield Insurance (for any coverage desired beyond the individual coverage paid by the State and the additional coverage paid by the District), professional dues (for more details see Building Representatives), Tax Sheltered Annuity or other deferred compensation plans, United Fund contributions, United States Savings Bonds and Credit Union (see Building Representative). Full information on these options will be provided by the Human Resources Office and any questions should be referred to them.

Payroll Pay - Extracurricular Activities

In recognition of supplemental services provided by professional employees in addition to normal responsibilities, the Board of Education has specified a schedule of additional payments. Employees’ participation in extracurricular activities which extend beyond the regularly scheduled in-school day shall be voluntary. In cases where the lack of voluntary participation by employees would lead to a reduction or elimination of beneficial student activities, the school administrator will attempt to assign an employee to the activity who would be paid according to a specified salary schedule.

Salary Schedules

The salary schedule expresses a policy which the Board of Education expects to follow in establishing all professional salaries. Additional increments may be made for additional work accomplished in field as determined by the Superintendent of Schools and approved by the Board of Education. The salary schedule is the basic salary for all professional staff members for the ten month (10), or one hundred and eighty-eight (188) day contract.

Selection and appointment of teachers for extracurricular work shall be made by the Board of Education on the recommendation of the Superintendent of Schools.

Approved Form

The Capital School District Board of Education will honor the salary scale as prescribed in the Master Agreement between the Board of Education of the Capital School District and the Capital Educators Association until a new salary has been negotiated and approved by the Board of Education of the Capital School District.

Professional Staff Group Insurance

Disability Insurance - All active employees between the ages of 18 and 64 years, 9 months, with an average minimum employment of thirty (30) hours per week are covered by the State of Delaware Disability Insurance Plan.

Life Insurance - Life Insurance is provided automatically through the State group plan (on a contributory basis) following ninety days of employment unless refused in writing.

Health Insurance - Health care insurance for employees is as provided in the Master Agreement.

Blood Bank - The Board of Education will continue to pay the cost of membership in the Delaware Blood Bank at the request of the employee.

Social Security

All Capital School District employees are covered by Social Security and may be retired and receive full benefits under the regulations of the Social Security Administration of the Department of Health, Education and Welfare; the amount of which is completely independent of any other pension received. The normal Social Security retirement age is now sixty-five, though both men and women may elect to retire earlier with smaller benefits. Disability retirement and survivor’s benefits are also possible under Social Security. For detailed information, contact the local Social Security office.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-10

Absences and Leave

Purpose: 

To establish standardized leave policies for employees throughout the Capital School District.

Absences - Personal Illness

Sick leave and absences for other reasons will be granted according to Title 14, Delaware Code, Chapter 13, Sections 1318, 1319 and 1320.

10 days annual sick leave for 10-month employees

11 days annual sick leave for 11-month employees

12 days annual sick leave for 12-month employees

An employee must submit a Leave Request through either AESOP (10 or 11 month employees) or Data Service Center (12 month employees), for approval. Before approving sick leave, the employee’s supervisor may at the supervisor’s discretion require a doctor’s note. In the case of an absence of more than 5 consecutive days, a doctor’s note is required as a condition of approval. Any unused sick days shall be accumulated to the employee’s credit without limit.

Absences - Bereavement - Immediate Family

In the case of a death in the immediate family of the employee, there shall be no reduction of salary of said employee for an absence not to exceed five (5) working days. Members of the immediate family shall be defined as: Employee’s spouse or domestic partner; parent, stepparent or child of the employee; employee’s grandparent or grandchild; employee’s sibling; spouse of employee’s child; any relative who resides in the same household; or any minor child for whom the employee assumed and carried out parental responsibilities. This absence shall be in addition to other leaves granted the employee. A copy of the obituary may be required prior to approval.

Absences - Bereavement - Other than Immediate Family

In the case of the death of a near relative, there shall be no deduction in salary of the employee for absence on the day of the funeral. A near relative shall be defined as: first cousin, aunt, uncle, niece, nephew, brother-in-law, sister-in-law, grandparent-in-law, or any other friend living in the employee’s household. This absence shall be in addition to other leaves granted the employee. A copy of the obituary may be required prior to approval.

Paid Leave for Birth or Adoption of a Child

Pursuant to Title 14, Delaware Code, Chapter 14, Section 1333, an employee employed by the District for at least 12 consecutive months immediately prior to the date of the birth or adoption shall be is entitled to 12 weeks paid leave upon the birth of a child of the employee, or upon the adoption by the employee of a child who is 6 years old or younger. The birth of the child or adoption of a child must occur on or after April 1, 2019. An employee’s entitlement to paid leave is determined on the date of the birth of the child, or adoption of the child. Paid leave is for the purpose of caring for and bonding with the child and the entitlement for paid leave shall expire at the end of the 12-month period beginning with the birth or adoption creating the entitlement to paid leave. The use of paid leave shall run concurrently with unpaid FMLA leave and Short-term disability. For further information, please see the District’s Guidance Document “Paid Leave for Birth or Adoption of a Child.” The Board reserves the right to revise or rescind this portion of Policy 500-10 and/or these guidelines should Section 1333 be amended. If Section 1333 is repealed, this policy is null and void.

Observance of Recognized Religious Holidays

Pursuant to Title 14, Delaware Cope, Chapter 14, Section 1318(e), in the case of recognized religious holidays, an employee may be absent without loss of pay on no more than 3 calendar days per year. The days so lost are to be counted in the sick leave of the employee. The employee must submit a Leave Request through either ASEOP (10 or 11 month employees) or Data Service Center (12 month employees), for approval.

Sabbatical Leave

Sabbatical leave of absence will be granted according to the provisions of Section 1325, Chapter 13, Title 14, of the Delaware State Code. A Leave Request Form must be completed and submitted for final approval by the Board of Education.

Vacation Leave

Vacation leave allowances are for 12-month employees only. Vacation time for 12-month employees is based upon years of service and covered under their individual bargaining agreements. The employee must submit a Leave Request through Data Service Center for approval. The maximum amount of vacation leave that an employee may carry forward into a new fiscal year is 42 days.

Extended Leave of Absence (2 Weeks or Longer)

Leave of absences are categorized for the protection of the employee and the District and must be requested in writing and approved by the Board of Education. Below you will see the categories of leaves.

Family Medical Leave Act (FMLA)

FMLA allows an employee who has worked 1 continuous year and 1250 hours to take up to 12 work weeks of leave in a 12 month period for qualifying reasons. FMLA protects the employees’ job and benefits for 12 work weeks. This leave renews every 12 months, as long as the employee continues to meet the eligibility requirements. In order to qualify for FMLA you must have worked the allotted time as stated above and you must complete and submit a Leave Request Form along with medical certification to your Human Resource Specialists supporting the need for leave for one of the following reasons:

• For incapacity due to pregnancy, prenatal medical care or child birth;
• To care for the employee’s child after birth, or placement for adoption or foster care;
• To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition; or
• For a serious health condition that makes the employee unable to perform the employee’s job.

Military Family Leave Entitlements

1. Eligible employees with a spouse, son, daughter or parent on active duty or who has been called to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, short-notice deployment; arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.
2. FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave in a single 12 month period to care for service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list. This leave is a per-injury, per-service member entitlement.

Military Leave

Military Leave allows an employee to request leave for active military duty. Leave of absence for military service will be granted according to the provisions of Section 1327, Chapter 13, Title 14, of the Delaware Code. Employee must complete and submit the Leave Request Form along with a copy of military orders. If employee is being activated for more than 2 weeks, a copy of the Leave and Earnings statement must accompany the Leave Request Form.

Professional Conferences

Professional Development leave/absences shall be requested electronically using the District’s leave systems; AESOP (10 month employees) and Data Service Center (12 month employees). No arrangements shall be made or expenses incurred before leave requests are approved. Reimbursement for conferences/travel will comply with school board policy 200-13 Travel Policy.

Court Duty

All employees who are selected to serve on jury duty shall receive their regular pay for that day in addition to the amount received for jury duty. A copy of the Court Summons may be required prior to approval.

Other Absences

For each day’s absence for reasons other than those permitted under Section 1318 of Title 14, there shall be deducted 1/188th of the annual salary of the employee who is employed for 10 months; 1/204th for the employee who is employed for 11 months; and 1/222nd for the employee who is employed for 12 months, for each day of unexcused absence.

Work Days for Teachers

Board policy concerning the adjournment of school for approved professional development meetings is based on Title 14, Section 1305(g).

Salary derived from subsection (a) and (b) of Section 1305 for ten (10) months’ employment shall mean a total of 188 days. The 188 days shall be full work days with 180 days devoted to actual school sessions for pupils, two (2) days for startup and closing of the school year, and six (6) days of professional development programs or other programs approved by the State Board of Education, except that the Department of Education with State Board of Education approval may reduce the number of days devoted to school sessions for pupils and/or educators for just cause or upon showing of unusual circumstances. Full workdays shall be defined by the Department of Education with the approval of the State Board of Education.

Paid Leave for Birth or Adoption of a Child

I. Purpose

The purpose of this procedure is to provide guidelines under which eligible employees may exercise their right to take paid leave upon the birth or adoption of a child pursuant to Board of Education Policy 500-10 and Section 1333 of Title 14 of the Delaware (“Section 1333”).

II. Definitions

An eligible employee means a full-time or part-time employee in a leave-eligible position, is not a casual/seasonal employee, who has worked for a State agency, reorganized school district, charter school, or vocational school for 12 months or 52 weeks and has worked at least 1,250 hours during the 12-month period immediately preceding the commencement of the leave. For eligible employees who are employed part-time, the maximum number of daily hours the employee is eligible to receive will be determined on a pro-rata basis.

A. 12 weeks of paid leave means 12 work weeks. The fact that a holiday may occur within a week of paid leave has no effect in that the week counts as a week of paid leave. If, however, an employee is not expected to work for an entire week (e.g., school closing for Winter Holiday, Spring Break, or Summer Break), the week does not count against the employee’s paid leave entitlement.

B. The District refers to the Capital School District.

C. Intermittent leave is leave taken in separate blocks of time due to a single qualifying reason. If an employee works less than 12 months in a year, paid leave taken for a period ending at the end of a school year, and resuming at the beginning of the following school year, is leave taken consecutively rather than intermittently.

D. Reduced leave schedule is a leave schedule that reduces an employee’s usual number of working hours per workweek, or per workday.

E. Paid leave refers to the paid leave taken pursuant to Section 1333(a).

F. Parent means legal parent as evidenced by birth certificate, adoption documents, court order, or other legal documents.

G. Multiple births/adoptions mean more than one child is born from the same pregnancy, or more than 1 child adopted through the same adoption process, or on the same date.

H. FMLA refers to the Family Medical Leave Act.

I. STD refers to Short Term Disability.

J. Written notice means written notice to the District’s Human Resources Department.

III. Paid Leave Entitlement

A. An eligible employee employed by a reorganized school district, charter school, or vocational school district for at least 12 months immediately prior to the date of the birth or adoption (see definition of “ eligible employee” in Section II.) shall be entitled to 12 weeks of paid leave upon the birth of a child of the employee, or upon adoption by the employee of a child. Multiple births/adoptions do not increase the length of paid leave. An employee’s entitlement to paid leave is determined on the date of the birth of the child, or adoption of a child.

B. Paid leave is for the purpose of caring for and bonding with the child. If the employee is not caring for and bonding with the child, the employee is not eligible for paid leave. If, for whatever reason, the child is no longer in the care of the employee, the paid leave shall terminate.

C. The entitlement to paid leave shall expire at the end of the 12-month period beginning on the date of the birth or adoption creating the entitlement to paid leave. If, for example, an employee entitled to paid leave takes 6 weeks of paid leave during this 12-month period, there will be no entitlement to take the remaining 6 weeks of paid leave subsequent to the expiration of the 12-month period following the birth or adoption creating the entitlement to paid leave. If an employee receiving paid leave terminates employment prior to the end of the 12-month period, there shall be no payment for unused paid leave.

D. Paid leave cannot be taken on an intermittent basis, or be used to create a reduced leave schedule. Paid leave must be taken for a continuous block of time up to a maximum of 12 weeks.

E. If two District employees are eligible for paid leave for the same birth or adoption, each of the employees is eligible for 12 weeks of paid leave. Paid leave for the employees ends at the expiration of the 12-month period beginning on the date of the birth or adoption.

IV. Right to Use Accumulated Sick Leave

A. Employees who are not eligible for paid leave may use accumulated sick leave upon the birth or adoption of a child pursuant to Section 1333(c). Employees eligible for paid leave cannot use accumulated sick leave to extend paid leave upon the birth or adoption of a child beyond the 12 weeks of paid leave provided by Section 1333(a), unless otherwise approved by the District’s Board of Education

B. The right to use accumulated sick leave pursuant to Section 1333(c) is without regard to length of employment.

V. Impact on FMLA Leave Entitlement and STD

The use of paid leave, or the use of accumulated sick leave under § 1333(c), shall run concurrently with FMLA leave, and STD. If, for example, a full-time employee uses 12 weeks of paid leave, the use of the 12 weeks of paid leave will also result in the use of 12 weeks of FMLA leave. When the use of paid leave runs concurrently with STD, STD shall pay 75% of the employee’s salary, and paid leave shall pay 25% of the employee’s salary.

VI. Notice and Certification

A. If an employee intends to take paid leave upon the birth of the employee’s child, the employee shall provide the District written notice of intent to take paid leave at least 30 days in advance of the expected date of birth. If an employee intends to take paid leave based upon the adoption of a child, the employee must provide written notice of intent to take paid leave at least 30 days in advance of the adoption if the date of the adoption is foreseeable. If the date of the adoption is not foreseeable, the employee shall provide the District written notice of the date of adoption as soon as practicable.

B. If an employee requests paid leave based upon the birth or adoption of a child, the employee shall provide documentation of the birth or adoption within 30 days of the birth or adoption, or as soon as documentation is available. The name of a legal parent must appear on the birth certificate, a legal document establishing paternity, or a legal document establishing adoption. Situations where a legal document cannot be provided at the time of birth or adoption, or within a reasonable time thereafter, will be considered on a case-by-case basis. Legal documents considered include a report of birth, a birth certificate, and an adoption order. The documents provided shall show the date of the birth or adoption age of the adopted child, and name of the parent(s). An employee’s stepchild is not the child of the employee, unless the employee adopts the stepchild.

VII. Amendment or Repeal of Section 1333

The Board reserves the right to revise or rescind Policy 500-10 and/or these guidelines. If Section 1333 is amended, the policy and/or guidelines will be revised to conform the policy and/or guidelines to the amendment. If Section 1333 is repealed, these guidelines are null and void.

VIII. Effective Date

This guidance takes effect on August 20, 2025.

Paid Family and Medical Leave/Paid Parental Leave

This Section of the Policy shall take effect on January 1, 2026.

The District complies with all applicable statutes and regulations governing leaves of absence. In addition to the Family Medical Leave Act, 29 U.S.C. § 2601 et seq., its implementing regulations, 29 C.F.R. Part 825, 14 Del. Code §1333 and any applicable Collective Bargaining Agreement, the District shall comply with the regulations set forth by the Delaware Department of Labor, Division of Paid Leave, in 19 Del. Admin. Code §1401 et. seq. regarding paid leaves of absence. The District reserves the right to deny any leave of absence which is not otherwise protected by law.

This Section of the Policy shall take effect on January 1, 2026. The District complies with all applicable statutes and regulations governing leaves of absence. In addition to the Family Medical Leave Act, 29 U.S.C. § 2601 et seq., its implementing regulations, 29 C.F.R. Part 825, 14 Del. Code §1333 and any applicable Collective Bargaining Agreement, the District shall comply with the regulations set forth by the Delaware Department of Labor, Division of Paid Leave, in 19 Del. Admin. Code §1401 et. seq. regarding paid leaves of absence. The District reserves the right to deny any leave of absence which is not otherwise protected by law.

The District elects to use the following definition of a 12-month period: "A 'rolling' 12-month period measured backward" is 12-month period measured backward from the date an employee uses any family and medical leave. Under the "rolling" 12-month period, each time an employee takes family and medical leave, the remaining leave entitlement would be the balance of the 12 weeks which has not been used during the immediately preceding 12-months. The District shall uniformly apply this “rolling 12- month period measured backward” to all employees. Any change to the District’s selected application year shall be made consistently with FMLA standards.

The District reserves all rights to revise or rescind this Section of the Policy if the Department of Labor, Division of Paid Leave, amends its regulations or if 19 Del. Admin Code §1401 et. Seq. is repealed.

For more information regarding Delaware Paid Leave or to apply, please visit www.labor.delaware.gov.

 

Section:	Human Resources
Date Approved:	12/10/2025
Date Revised:	12/02/2025

Policy #: 500-11

Health and Medical

Purpose: 

To provide pertinent information regarding school health responsibility.

Local School Administrators

The Capital School District Board of Education adopts the following school health responsibilities as pertinent to the actions of all local school administrators:

1. They shall supervise all health and safety programs within their schools.
2. They shall plan for the efficient use of all school nurses in the day-to-day operations while they are on duty in the school.
3. They shall plan health programs in cooperation with the school nurse and the District Office of Student Services as requested.
4. They shall make all employees under their supervision aware of all emergency and procedural policies.
5. They shall exclude ill children from school in the absence of the school nurse.
6. They shall inform all teachers to inform school nurses of any communicable diseases within their schools which come to their attention.
7. They shall include the student’s health record in with his other records when he transfers. Completion of the health record should be confirmed with the school nurse.
8. They shall provide the school nurses with complete rosters of all students by grade in early September. The roster shall be updated by informing the nurse of all in-transfers and outtransfers.
9. They shall provide the district’s emergency cards for each student and each employee to the school nurse for filing. A copy of the student emergency card should be kept in the school office.
10. They shall make sure that all medical history forms are received for each student new to the school.
11. They shall make available to the school nurse, upon request, pupil absentee records.
12. They shall refer all psychological referrals to the school nurse for the nurse to comment in the space provided on the district referral form.

Professional Staff Members

The Capital School District adopts the following responsibilities for all professional staff members.

1. They observe all students with symptoms of illness and report to the school nurse or local principal those students which they feel should be excluded for health reasons.
2. They shall isolate any student suspected of having a communicable disease until the parent is notified and the child is sent home with the parent or a responsible adult whom the parent has authorized to collect the child. The child is not transported to the home by school personnel.
3. They shall read all students’ health files in order to make themselves more aware of any limiting factor in the child’s learning process.
4. They shall report all diseases, surgery, and accidents on the students’ health record, and other pertinent information as required by regulation.
5. They shall consult with the school nurse upon her request in order to assure a better health education program within the school.
6. They shall channel all information concerning the student’s health to the school nurse for evaluation and proper action.
7. They shall include the school nurse in conferences with parents when a physical or mental health situation is a factor.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-12

Professional Personnel Medical Requirements

Purpose: 

To provide information on personnel medical requirements for district employment.

Professional Personnel - Testing and Examination

Tuburculin Test

All employees of the Capital School District must have a Tuberculin Skin Test as a pre-requisite to employment in the district. This tuberculin test is to be administered at no cost to the employee. After the initial employment, all personnel must be retested every five years at the school in which they are teaching, with the test being administered by the school nurse.

X-Ray Required

All positive reactors to the Tuberculin Skin Test must receive an X-ray as required by law. Any further medication or treatment will be advised as per the time. Once an employee tested for tuberculosis has a positive reaction to the Skin Test, he/she must have an annual X-ray.

Physical Examination

Each professional employee and those employees who are in constant contact with children in the instructional program are required to have a physical examination as part of their pre-employment procedure with the District. A certificate issued by the State Department of Education shall be required with the signature of a physician on his prescription form to accompany the completed health certificate form. The health certificate and signed prescription form will be filed in the personnel folder of the employee and duly recorded. The school district does not expend funds for the purpose of physical examinations for pre-employment purposes.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-13

School Nurses

Purpose: 

To provide information on the hiring and assignment of school nurses.

Assignment of Nurses

All nurses employed by the Capital School District shall be “registered” according to the laws of the State of Delaware. Upon initial employment, nurse shall present his/her registration to the Supervisor of Personnel as part of her pre-employment.

Credentials

All nurses who are employed by the District shall be required to meet the course requirement as required by the State of Delaware Department of Education.

Certification Requirements

It is understood should nurses be deficient in courses at the time of employment, that they would be advised of course requirements in order to work in an educational institution within the state.

Nurses are assigned to the Capital School District according to the state unit ratio.

Salary and Contract

All school nurses in the Capital School District shall work 188 days on the annual contract. They shall receive the salary that is mandated by the State plus the local salary supplement that is passed by the Board of Education. Nurses shall receive all benefits that are determined to be appropriate for professional personnel in the District.

Responsibilities

The Capital School District Board of Education adopts the following responsibilities for all Capital School District nurses.

1. Maintain all school and state required health forms and records.
2. Cooperate with the administration in planning and executing preventative and corrective health programs and surveys.
3. Administer routine first aid by acceptable standards.
4. Care for all students who become ill at school until such time as they may be excluded from school.
5. Cooperate with agencies concerning students on topics of student health.
6. Follow procedure for excluding students to the appropriate institution when they are ill or injured.
7. Assist teachers with any health problems of students they may have under their supervision.
8. Plan teacher-nurse conferences, as they are required.
9. Cooperate in attending district meetings of a coordinative and inservice nature.
10. Carry out all programs which shall have been assigned to nurses as standard routine procedure.
11. Refrain from administering medical treatment in any form except at the written direction of a physician (M.D.).
12. To keep a current list of all children who have unique medical or health situations. 13. Nurses cooperate with the administration in informing parents of good health practices and of the health program in the school through individual nurse/parent conferences and by participating in program planned by the administration to orient parents to school.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-14

Non-Professional Personnel Employment

Purpose: 

To provide non-professional employees with employment policy.

Employment of Non-Professional Personnel

The authority for the appointment of all personnel rests with the Board of Education, in accordance with Title 14, Section 1049 of the Delaware Code. In the case of a vacancy in an authorized position, the Superintendent is authorized to fill the position on a temporary basis pending confirmation at the next regularly scheduled Board of Education meeting. If the Board of Education does not confirm the appointment, the employee will be paid for the days worked on a temporary basis.

Recruitment of Non-Professional Employees

The human resources supervisor will serve as the primary recruitment official for all non-professional employees and is responsible to the administrator having a vacancy to provide an adequate number of qualified applicants to the administrator for his/her selection. The human resources supervisor will give whatever assistance is necessary to provide qualified applicants on a timely basis. Where there is a pressing need and the administrator determines that there are not a sufficient number of qualified applicants on file, he or she may request the human resources supervisor to advertise specifically for that vacancy.

The human resources supervisor will be responsible for maintaining and updating complete files on applicants and employed personnel. This is to include application, verification or references, verification of past employment, evaluations, health and other personnel information relevant to the employee. The human resources supervisor will take every possible step to assure that there are no falsifications on applications.

District Equal Opportunity Policy for Non-Professional Employees

The Capital School District affirms its determination to prevent any discrimination based on the grounds of race, color, creed, national origin or sex in its recruitment, hiring, evaluation, promotion and termination (human resources) policies as they apply to all employee categories. The district encourages a philosophy that promotes equal opportunity for all applicants for positions and promotions within this district. All policies will be developed within existing legal guidelines and fair employment practices.

General Conditions of Employment

Probationary Period

Employment of all district non-professional employees shall be probationary for a period of 90 days, or until the employee’s ability to perform or not perform the job has been established. Prior to the conclusion of the probationary period, a written evaluation will be prepared by the employee’s supervisor and forwarded to the human resources supervisor for inclusion in his/her personnel file. It will be the responsibility of the human resources supervisor that these evaluations be written and forwarded to his/her office before the expiration of the probationary period.

If the evaluation is satisfactory, the probationary employee becomes a permanent employee and two weeks written notice is required of the employer or employee in order to terminate employment.

Normal Work Schedule

The normal work schedule for all full-time employees of the Capital School District will be 7.5 hours per day for five (5) days a week. All other time shall be reimbursed in accordance with the Fair Labor Standards Act.

Responsibility to Superiors

All non-professional personnel are directly responsible to his/her supervisor and/or designee.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-15

Non-Professional Personnel

Purpose: 

To provide non-professional personnel with information from Human Resources.

Description of Non-Professional Personnel

Non-professional personnel are defined as aides, custodial personnel, child nutrition employees and managers, and clerical staff. Specifically, the following positions are included.

• Executive Assistant
• Administrative Secretaries
• Financial Secretaries
• Senior Secretaries
• Secretaries
• Clerks
• Maintenance Staff
• Custodians and Chiefs
• School, Library, Release-Time, Cafeteria, and Bus Paraprofessionals
• Bus Drivers
• Cafeteria Workers and Cooks

Compensation of Non-Professional Employees

All salaries paid to non-professional employees are covered by the terms of their employee association contracts, with the exception of child nutrition employees, whose salaries are set by the supervisor of child nutrition and approved by the Board of Education prior to September 1 of each year. This salary schedule will be made available to any child nutrition employee upon request to the supervisor.

All ten-month non-professional employees shall have the option of being paid in 22 or 26 equal payments, provided that such employees shall indicate their preference at the beginning of their year of employment. The method of salary payment so designated cannot be changed during the period of that year. All twelve-month employees will be paid in 26 equal installments. Salary payments will be made according to the rules and regulations governed by State law and regulations.

For each day’s absence for reasons other than those permitted under approved accrued vacation, there shall be deducted 1/188th of the annual salary of the employee who is employed for 10 months; 1/204th for the employee who is employed for 11 months; and 1/222nd for the employee who is employed for 12 months, for each day of unexcused absence. Unexcused absences are not permitted and may be considered grounds for dismissal.

Compensation - Custodial, Clerical, Paraprofessionals

All employees who fall into the custodial, clerical, or paraprofessional category will be paid in accordance with the terms of their association contract. The salary will also include local district supplements as determined by the Board of Education.

Compensation - Title I Paraprofessionals

All Title I paraprofessionals will be paid in accordance with Federal guidelines. Local supplements may be permitted by the Board of Education.

Qualifications and Duties of Non-Professional Employees

All non-professional personnel qualifications, job descriptions, and duties/responsibilities are available through the job posting for that position from the human resources office.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-16

Suspensions, Layoffs, and Transfers of Non-Professional Personnel

Purpose: 

To provide information to employees regarding personnel rights.

Suspensions of Non-Professional Personnel

The Superintendent has the authority to suspend non-professional employees when the appropriate administrator makes such recommendation. Suspension may be temporary in nature, but it may be extended while the employee’s record or circumstances are investigated to determine if the employee should be dismissed. Suspensions may occur for, but are not limited to:

• Insubordination
• Dereliction of duties
• Immorality
• Serious misconduct of an employee
• Serious damage to the district image
• Consistent absenteeism/tardiness

Prior to suspension, the employee will be counseled on the length of his suspension and the reasons for the suspension.

Layoff of Non-Professional Personnel

Non-professional employees may be laid off as a result of budgetary cutbacks or reductions in the number of authorized positions by the State of Delaware. Permanent employees (over 90 days) will receive two weeks written notice in the event of a lay-off.

At the time of such lay-off, the employee will be counseled on the temporary or permanent nature of the lay-off. In the event the lay-off is permanent, the district will provide what assistance it can in helping the employee find other employment. Should the cause of the lay-off be terminated and the position be reinstated, the employee will be reinstated.

Transfer of Non-Professional Employees

Based on the needs of the school district, non-professional employees may be transferred (temporarily or permanently) in the district at an equal pay position with the related duties of their former position. Any such transfers will be discussed with the employee prior to the effective date of the transfer. All transfers will be made in the best interest of the school district.

Voluntary Termination of Employment - Non-Professional Employees

Termination - Notice Required

Non-professional employees are required to give written notice to their immediate supervisor at least ten working days prior to their termination date. Employees in positions that require extensive training are encouraged to give more than ten working days notice, if possible.

Failure to comply with the written notice requirements will result in no-paid-accrued vacation, if the employee is entitled to vacation.

Payment for Accrued Vacation

Non-professional employees will be entitled to be paid for any accrued vacation when they provide the notice required. Vacation time will be pro-rated on the number of whole months worked during a fiscal year and will be rounded off the nearest whole day.

Involuntary Termination of Employment - Non-Professional Employee

Permanent (more than 90 days) non-professional employees may be terminated for good cause and will be given two weeks notice. Probationary employees may be terminated without two weeks notice if it is determined that they are not suited for the job for which they were hired. Permanent employees may be terminated upon recommendation of the appropriate administrator to the Superintendent. Employees may be terminated for such causes, but not limited to insubordination, incompetence, persistent neglect of duties, immorality, falsification of job application, conduct unbecoming an employee, chronic, excessive absenteeism, damage to the district image, etc.

Notification of Absence

Every employee in the district is to have a designated person and an alternate to call in the case of absence. The employee’s immediate supervisor will establish this call-in procedure. Employees must give proper notification in the case of absence. Failure to do so may result in a loss of pay, and repeated failure will result in dismissal or suspension. If the employee has made every effort to contact his supervisor or designee, he should leave a message with the District Office Receptionist and leave a number where he/she can be reached.

Vacations and Holidays for Non-Professional Employees

Vacations, holidays and other pertinent information regarding employee rights and grievance procedures are contained in the various support personnel contract agreements.

Reimbursement of Expenses for Non-Professional Employees

Non-professional employees are entitled to reimbursement of expenses that are incurred in carrying out their assigned duties and responsibilities. The supervisor whose budget will be charged for such expenses will approve such expenses in advance. The employee will keep an accurate record of such expenses and will submit receipts for all expenses where it is reasonable and practical. These reimbursable expenses must be able to stand audit, meet the guidelines of the district budget and meet the rules and regulations for expenses as set forth by the District Business Manager.

Non-School Employment by Non-Professional Employees

No full-time non-professional employee may have outside employment that interferes in any way with his/her job in the school district. This interference could include interference with the working hours or interference with the employee’s work performance.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-17

Benefits Available to District Personnel

Purpose: 

This policy clarifies the laws of the State of Delaware as it relates to pension and other benefits available to District personnel.

State of Delaware Law - Pension Plan

You are a member of the State Pension Plan if you are employed by the State in a pension creditable position. Casual/seasonal positions are not pension creditable. You will be fully vested in the pension plan after 10 consecutive years of employment with the State of Delaware Pension will be deducted at the rate of 5% of your gross earnings only after you have earned $6000.00 per calendar year (January thru December). The State will contribute to your pension after you have reached vestment.

Copies of the state pension plan will be available at the District Benefits Office for all employees to review on request, as well as online at www.delawarepensions.com. Questions regarding the provisions of the pension plan may be answered by the District Benefits Office.

Group Life Insurance Plan

All eligible employees will receive information regarding the State of Delaware life insurance provider in their packets sent to their home address. The information contained in this packet will be needed in order to enroll in the life insurance program.

Group Blood Bank

Blood Bank of Delaware/Eastern Shore

The annual membership dues are free to full and part-time permanent employees as a State of Delaware employee benefit.

By joining the Blood Bank, you and your family are protected from the cost of blood replacement fees after blood transfusions. The current cost of blood is $30.00 per pint. Your membership requirements are that once about every 18 – 24 months you will be notified that it is your turn to donate blood. The Blood Bank offers several ways to meet your obligation. You can donate one pint of blood yourself to fulfill your obligation, you may have someone donate in your name, or you can make a monetary donation of $30.00.

If you are currently a member of the Blood Bank you can transfer your membership to the State of Delaware.

Workmen's Compensation

All employees are insured against injuries which arise out of, and in the course of, their employment. Basically, coverage includes payment of all medical expenses and the loss of earnings. Policies are changing per State of Delaware Law.

Long-Term Disability Insurance

The State of Delaware provides at no cost to employees long term disability insurance. This policy is for employees who are unable to perform their job functions due to a medical condition. Below is a summary of the plan benefits:

• Elimination period of 60 days
• Must have medical certifications
• Benefit allotment of 60% of gross income not exceed $4,000.00 per month
• Health/dental benefits are not provided by the State or District
• Must be in your occupation for a minimum of 2 years
• No pre-existing conditions apply

Employee Assistance Program (EAP)

All employees and their dependents are eligible to participate in this program. This program is designed to help employees and their dependents with family and/or personal problems. We understand the negative impact these issues may have on your well-being and work performance. Getting timely and professional help can result in a happier, healthier and more productive individual. Information shared through the EAP is confidential. No information will be disclosed to any third party without your written consent, except in cases of threat to yourself or others- or as otherwise required by law, court order or when your supervisor refers you.

There is no cost to eligible employees and their dependents for the initial assessment or short-term counseling services. If further treatment is needed EAP will make every effort to coordinate your continued treatment with a provider in the State of Delaware health plan.

Flexible Spending Account (FSA)

This is an employer-sponsored plan that allows you to have dollars deducted from your pay and placed into an account that is protected from taxes. This account can be used for reimbursement of medical co-pays, doctors’ fees, dental expenses, glasses and some over the counter medications. Dependent care allows you offset day care expenses incurred.

Tuition Reimbursement

• State of Delaware Form – for approval of course. Please request this form from Human Resources
• Tuition Reimbursement Form – request these forms from Human Resources. Complete forms and return. Please remember you must send your grade and a copy of your cancelled check or receipt showing tuition paid.
  • Deadline for this information is January and June of each year.

Deferred Compensation Program

This plan is administered in cooperation with the State of Delaware. Capital School District Benefits Office does not have the capability to enroll employees in this program. The State of Delaware Employees’ Deferred Compensation Plan and Match Plan provide state employees with a means of building wealth for their futures in a flexible, easy to use and, best of all, tax-deferred environment.

Tax Shelter Annuity (403B)

This plan is administered directly between the employee and an approved State of Delaware financial institution.

Credit Union Deductions

Employees may establish accounts with credit unions and have a fixed amount deducted from each pay to be sent to the credit union for deposit to their account(s) or for payment of a loan at the credit union. Credit union deduction forms will be available at the District Payroll Office.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-18

Employee Harassment

Purpose: 

To provide all District Employees with an environment free from discrimination and harassment.

Policy

Sexual harassment is a form of sex discrimination and is prohibited by Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and Title 19 of the Delaware Code. It is the policy of Capital School District that sexual harassment is unacceptable conduct in the workplace and will not be tolerated.

District employees are entitled to a school environment free from all discrimination and harassment prohibited by law, including discrimination and harassment because of an individual’s race, religion, color, national origin, disability, sex, age, genetic information, or marital status. School environment includes all District facilities and property, as well as all school-sponsored activities, whether held within or outside the District.

Sexual harassment is unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when:

1. Submission to such conduct is an explicit or implicit condition of employment;
2. Submission to or rejection of such conduct is used as the basis for employment decisions; or
3. Such conduct unreasonably interferes with an individual’s work performance or creates an intimidating, hostile, or offensive work environment.

If he/she believes he/she is the victim of harassment, or is aware of an instance of harassment, you should report the circumstances immediately to the District Title IX coordinator (Supervisor of Human Resources), the Superintendent, or to the President of the Board if the complaint involves the Superintendent. No one will in any way use threats, coercion, or intimidation to deter reporting of harassment.

Upon notification, an investigation of the complaint will be conducted immediately. Confidentiality of the name of the person reporting harassment, the alleged victim, complainant, and/or witnesses to the alleged harassment will be maintained to the fullest extent possible. If the circumstances warrant such action, the alleged harasser may be placed on leave pending completion of the investigation.

Any finding in which a person has committed harassment will result in appropriate disciplinary action. Employees who witness harassment (which is not otherwise reported) and do not report the harassment may also be subject to discipline.

Follow-up inquiries may be made to ensure sexual harassment has not resumed, and the complainant and witnesses have not been subject to retaliation. All information pertinent to the complaint will be handled in the strictest of confidence and will only be disclosed to those who “need to know” in order to thoroughly investigate and resolve the matter. No adverse action will be taken toward anyone making a sexual harassment report, and the district will make every reasonable effort to ensure that no retaliation occurs.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-19

Long-Term Substitute

1. All regular daily substitutes shall be compensated in accordance with Section 1326, Title 14, Delaware Code.

2. Long-term substitutes employed in the circumstances of the board-approved leave or midyear vacancies shall be compensated according to the following conditions.

a. While the employee who is being replaced is still receiving salary (paid leave), the substitute shall be compensated in accordance with Section 1326, Title 14, Delaware Code.

b. When an employee is on unpaid leave and is expected to return to work at any time, or a replacement is scheduled to fill the position, the substitute shall be compensated in accordance with Section 1326, Title 14, Delaware Code. This compensation will come from state salary funds if the unpaid leave results in an open unit of any kind.

c. When an employee is on unpaid leave for more than twenty days, but less than one marking period (nine weeks), the substitute shall receive the sum of One Hundred and Thirty-five dollars ($135.00) on a per diem basis beginning on the twenty-first day (21st) and continue such payment until the substitute assignment ends.

• If a substitute is qualified to teach in a “critical needs area,” the twenty-consecutive-day rule would be eliminated. The class must be a “critical needs area” as defined by the state. Teaching in one of the following areas (approved annually by the State Board of Education): Bilingual Teachers, Business Education, English, ESL, Foreign Language, Mathematics, Reading Specialists, Science, School Librarians, Special Education, Technology Education.
• If the substitute is certified to teach (Class A Substitute) in a critical needs classroom, he/she would be paid in accordance with Section 1326, Title 14, Delaware Code + $34.00 (Thirty-four dollars). If the substitute has a degree in the content area of a critical needs classroom (Class B Substitute), he/she would be paid in accordance with Section 1326, Title 14, Delaware Code + $34.00 (Thirty-four dollars). Class C Substitutes would not qualify.
• If the substitute agrees to long term he/she must work the term of the agreement. In the case the substitute pulls out of the agreement prior to the 20 days, he/she would nullify the long-term pay. Their last paycheck would reflect the difference.

d. When an employee is on unpaid leave or has terminated employment, creating a vacancy of greater than one marking period (nine weeks), the substitute may receive a temporary contract with the district and shall receive the state and local salary commiserate with the substitute’s educational level (if applicable) and years of experience as a full-time employee.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-21

District Nondiscrimination Policy

District Nondiscrimination Policy

Capital School District does not discriminate in employment or educational programs, services or activities based on race, color, religion, national origin, sex, age or disability in accordance with state and federal laws. Inquiries should be directed to Capital School District, Administrative Office, 198 Commerce Way, Dover, DE 19904. Phone: (302) 857-4214.

It is also the policy of this District to ensure that curriculum content and instructional materials used by our schools reflect the cultural and racial diversity found in our country, and to create an awareness of the rights, duties, and responsibilities of each individual as a member of the multi cultural, nonsexist society.

Inquiries about compliance with Title IX, Title VI or VII may be directed to the compliance coordinators appointed in the district. Note: The district appoints compliance coordinators for Title IX, Title VII and for Section 504 of the Rehabilitation Act of 1973, as required by law. These compliance coordinators serve as grievance officers and are responsible for the District’s efforts to comply with non-discrimination requirements under Title IX, Title VII, and Section 504.

Nondiscrimination on the Basis of Sex

Compliance Violation Grievance Procedure

Any student or employee of the Capital School District shall have the right to file a formal complaint alleging noncompliance with regulations outlined in Title IX of the Education Amendments of 1972 or in Title VII of the Civil Rights Act of 1974.

Level One - Principal or Immediate Supervisor (Informal)

A student with a complaint of sex discrimination shall discuss it with the teacher, counselor, or principal.

Level Two - Title IX Compliance Officer

If the grievance is not resolved at level one and the student wishes to pursue the grievance, the student may formalize the grievance by filing a complaint in writing on a Compliance Violation Form, which can be obtained from the Title IX compliance officer. The complaint shall state the nature of the grievance and the remedy requested. The filing of the formal written complaint at Level Two must be within 21 days from the date of the event giving rise to the grievance, or from the date the grievant could reasonably become aware of such occurrence. The grievant may request that a meeting about the complaint be held with the Title IX compliance officer. A minor student may be accompanied at that meeting by a parent or guardian. The Title IX compliance officer shall investigate the complaint and attempt to resolve it. A written report form the compliance officer about action taken will be sent to the grievant within 21 days after receipt of the complaint.

Level Three - Superintendent

If the complaint is not resolved at Level Two, the grievant may proceed to Level Three by presenting a written appeal to the Superintendent within 15 days after the grievant receives the report from the compliance officer. A decision will be rendered and conveyed to the grievant by the Superintendent of his designee with fifteen (15) days after receipt of the written appeal.

Level Four - Other Agencies

The grievant may file formal complaints with the Delaware Civil Rights Commission or other agencies available for mediation or rectification of affirmative action grievances, or may seek private counsel for complaints alleging discrimination.

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Compliance Coordinators and Grievance Officers

The following have been appointed to serve as the District’s compliance coordinators and grievance officers. These coordinators can be contacted at the Capital School District Administrative Office at 198 Commerce Way, Dover, DE 19904 or at (302) 857-4214.

TITLE IX: CIVIL RIGHTS ACT OF 1972 (Nondiscrimination on the basis of sex, educational programs)
Compliance Coordinator: Human Resources Director
Grievance Officer: Human Resources Director

TITLE VII: CIVIL RIGHTS ACT OF 1974 (Nondiscrimination in employment practices)
Compliance Coordinator: Human Resources Supervisor
Grievance Officer: Human Resources Director

SECTION 504 OF THE REHABILITATION ACT OF 1973
District Coordinator: Supervisor of Special Services
Compliance Officers: Building Principals
Building Access Issue Officer: Supervisor of Building and Grounds
Hearing Officer: Assistant Superintendent

AMERICANS WITH DISABILITIES ACT (ADA) OF 1992
District Coordinator: Supervisor of Building and Grounds

GENDER-EQUITY COORDINATOR
Compliance Officer: Human Resources Director

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-22

Progressive Discipline

Purpose: 

The District discipline policy provides employees an opportunity to correct problems, rather than focusing on punishment. Employees are expected to follow all district policies and procedures exhibiting good citizenship and work habits. This discipline policy does not apply to cases involving competency of employees.

Flexible Application of Progressive Discipline

Disciplinary action may call for any of four steps (verbal warning, written reprimand, suspension, or termination) depending on the severity of the problem and the number of occurrences. There will be circumstances when one or more steps are bypassed either because of the severity of the problem, or a history of similar occurrences.

Disciplinary Steps

In the event an employee fails to adhere to District policies or procedures or engages in misconduct not justifying immediate termination, the employee will have opportunities to change the behavior through the progressive steps of this policy.

1. Verbal Warning

The employee receives verbal notice of unacceptable behavior, and a warning that similar behavior may result in discipline. If no similar offenses occur, no further disciplinary action will be taken. The warning includes:

• The employee’s name
• The date of the warning
• The specific offense
• A specific statement of expected performance
• Any explanation or other information that is necessary to make the warning effective

2. Written Reprimand

If the problem which was the subject of a verbal warning persists, the employee receives written notice the behavior is unacceptable. In addition, the employee will be advised continuation of the problem could lead to suspension without pay for a stated period of time. The employee is provided an opportunity to demonstrate the behavior is not likely to occur in the future. The written reprimand includes:

• The employee’s name
• The date of the meeting
• The specific offense
• References to previous verbal warning(s)
• A specific statement of expected performance and/or changes of behavior
• Any explanation given by the employee or other significant information
• The employee’s signature acknowledging receipt, or notation of refusal to sign
• Identification of a probationary period if appropriate

3. Suspension

If verbal and written warnings fail to bring about a change in conduct, the employee, following an informal opportunity to present the employee’s side of the story, may be suspended without pay, and informed in writing that further occurrences of the conduct could lead to notice of intent to terminate.

• There may be an investigative suspension with pay pending the completion of the District’s investigation. If warranted, the investigation suspension may be replaced by suspension pending a termination hearing.
• The employee shall sign the notice of suspension acknowledging receipt of the notice or the employee’s refusal to sign shall be noted.
• All due process and contractual procedures will be in effect.
• If the District determines no misconduct occurred, the District shall make the employee whole by reimbursing for lost pay, if any, destroying any documents referring to the incident, and immediately returning the employee to work.

4. Termination

When unacceptable conduct continues after verbal warning(s), written warning(s) and suspension, the District will initiate termination proceedings.

• Following the pre-termination hearing, a recommendation shall be sent to the Capital School District Board of Education for final review and vote.
• All letters shall be sent certified mail, unless the controlling statute or procedures require registered mail.
• If the board determines no misconduct occurred, the District shall make the employee whole by reimbursing for lost pay, if any, destroying any documents referring to the incident, and immediately returning the employee to work.

The district reserves the right to bypass the disciplinary steps and base its disciplinary action on the severity, frequency, or combination of infractions when circumstances warrant immediate action.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-23

Staff Relations

Staff-Community Relations 

The signing of a teacher’s contract with the Capital School District by an individual not only assures his/her professional services, but implies an awareness by the individual that his/her actions as a member of the Capital School District staff will likewise reflect back onto the district. Therefore, the Capital School District Board policy is such that this implied obligation of the individual is part of the legal contract for services rendered.

Each Capital School District staff member, therefore, must, in the eyes of the Board of Education, act in a manner that in no way violates this implied commitment of the individual. The individual must be aware of the fact that he, or she, represents a position within the community and is always visible and, therefore, he or she must act accordingly.

Pornography in the classroom, profane or inappropriate language, unprofessional conduct, and excessive expression of personal biases or doctrine is not acceptable to the Board of Education. Freedom of expression within reasonable guidelines and the objective teaching of controversial materials, are, however, not prohibited unless it is offensive by the nature of its presentation or intent. (See administrative procedures.)

Staff Participation in Community Activities

The Board of Education is aware of the importance of teachers and other school personnel in relation to communications and interpretations of the school program to parents and the community at large. The Board of Education encourages the participation of its staff in community activities that result in a high professional image resulting for the participating staff member.

Community activities that do not result in this type of high professional image for the participating staff member are not approved by the Board of Education of the Capital School District.

Staff Public Appearances

All public appearances by the Capital School District staff members shall be within the boundaries of the state and federal law and shall in no way discredit the image of the Capital School District in the eyes of the youth and the public.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-24

Compensatory Time for Professional Staff

Purpose: 

To define compensatory time and its application to professional staff (teachers and administrators) in compliance with the Fair Labor Standards Act and State Board Regulation.

Professional staff (teachers and administrators) is exempt from the overtime requirements of the Fair Labor Standards Act. The controlling State Board regulation provides that teachers are expected to work a “…minimum of seven and one-half hours, inclusive of one-half hour for lunch, plus the amount of time required for the discharge of such duties and services as may be reasonably expected and required of a member of the professional staff of a public school.” The District has a similar expectation for administrators. Accordingly, teachers and administrators are not entitled to compensatory time for the amount of time required for the discharge of their respective duties outside of the normal workday.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-25

Self-Reporting and Denial of License

Purpose: 

Self-Reporting and Denial of License: To promulgate laws and regulations requiring employees to self-report arrests, indictments, convictions, and certificate revocations/suspension.

Duty to Report:

Any employee holding an educator license is required to self-report to the Secretary of Education personal arrests, indictments, convictions and certificate revocations/suspension in or by any jurisdiction or agency. This reporting should comply with §1218, Title 14 of the Delaware Code. Certificate revocation and suspension is pursuant to §1217, Title 14 of the Delaware Code.

 

Section:	Human Resources
Date Approved:	11/14/2012
Date Revised:	08/15/2012

Policy #: 500-26

Donated Leave

This Donated Leave Policy is intended to fully comply with 14 Del. C. § 1318A, which governs donated leave programs for school district employees in the State of Delaware. The Capital School District shall administer, interpret, and update this policy in accordance with all current and future provisions of Delaware law.

In the event that the State of Delaware revises, amends, or replaces 14 Del. C. § 1318A or any related regulations, the Capital School District’s Donated Leave Policy shall automatically be interpreted and applied consistent with those changes. Any Capital School District specific requirements will be spelled out in our procedures along with the required forms and documents. Forms and additional information may be obtained by visiting Capital’s Department of Human Resources or the website below.

www.capital.k12.de.us/departments/human_resources/forms_and_documents

 

Section:	Human Resources
Date Approved:	12/10/2025
Date Revised:	12/02/2025

Policy #: 500-27

Social Media

Purpose: 

This policy is intended to provide Capital School District personnel with an overview of what is considered appropriate use of social media. Because of the evolving nature of social media, personnel should be aware that this Policy is not intended to be comprehensive in scope. Instead, personnel are expected to apply the standards set forth in this Policy and the more general standards of good judgment and professionalism to all conduct, including their conduct online.

This policy is intended to supplement – not replace – other Capital School District policies. Although social media is a relatively new medium, it is subject to the same standards of conduct that apply to other activities. Therefore, all of the expectations and obligations contained in other Capital School District policies also apply online. Other policies that may be relevant include Capital School District Acceptable Use Policy (200-11), State of Delaware Acceptable Use Policy, and other policies governing employees conduct.

And, as with other Capital School District policies, any personnel whose conduct violates this policy will be subject to the Capital School District’s disciplinary measures, up to and including termination.

1. Questions

Social media changes rapidly and there will likely be events or issues that are not addressed in this policy. If, at any time, you are uncertain about the application of this policy or if a question relating to the appropriate use of social media arises that is not fully addressed by this policy, you should seek the guidance of the appropriate person before posting or otherwise engaging online. When in doubt, personnel should ask for guidance first because, once the information is online, it cannot be recalled.

General Guidelines

2. Persons Covered:

This policy applies to all online and social-media activity of all Capital School District personnel. This policy applies without regard to whether such activity occurs in the workplace or whether Capital School District equipment or technology is used; refer to the CSD Acceptable Use Policy (#200-11).

3. Technologies Covered:

“Social media” includes all forms of online applications, websites, tools, and platforms that enable communication between users. The specific types of social media change frequently but, as a general matter, include: (a) social-networking sites (e.g., Facebook, MySpace, and LinkedIn) (b) blogs and micro-blogs (e.g. Wordpress, Blogger, Twitter, and Tumbir); and (c) contentsharing sites (e.g. Flickr, You Tube, Vimeo, Scribd). Additionally, comments posted to a website or blog, and other user-generated content are subject to the standards set forth in this policy.

4. Be Professional

Maintain professionalism in all online activities. Apply a good-judgment test for every activity relating to your employment. For example, what would your parents, students, or immediate supervisor think of your posting?

a. Capital School District employees are personally responsible for the content they publish online.

b. Your online behavior should reflect the same standards of honesty, respect, and consideration that you use face-to-face.

c. By identifying yourself as a Capital School District employee online, you are now connected to colleagues, students, parents and the school community. You should ensure that content associated with you is consistent with your work at Capital School District.

5. Be Cautious

Be smart about protecting yourself, your privacy, and any sensitive or restricted confidential and sensitive information. What is published is widely accessible, not easily retractable, and will be around for a long time, so consider the content carefully. Personnel should be extremely cautious about the information they post online, taking particular care to avoid disclosing personal information about themselves, their families or the Capital School District. Always consider the possibility that what you post online will become public and permanent.

Before posting personal photographs, thought should be given as to whether the images reflect a high standard on your professionalism. At the same time, be cautious of not only the material that you are posting to sites under your control, but also sites that are not directly managed by the user. Photographs or other materials showing you in a negative light may end up on a social media site. While you are not directly posting the information, you still may be held accountable for those actions that are deemed inappropriate.

6. Acknowledge Who You Are

Your honesty will be quickly noticed in the social media environment. If you are blogging about your work at Capital School District, use your real name, identify that you work for Capital School District, and be clear about your role. If you have a vested interest in something you discussing, be the first to point it out.

7. On Personal Sites

Identify your views as your own. If you identify yourself as a Capital School District staff member online, it should be clear that the views expressed are not necessarily those of Capital School District. Use a disclaimer such as:

“The postings on this site are my own and do not necessarily represent Capital School District’s positions or opinions.”

This standard disclaimer does not by itself exempt Capital School District employees from a special or personal responsibility when posting online.

Prohibited Conduct

Employees are prohibited from engaging in, accessing, or otherwise using social media during work time.

As stated above, personnel’s online activity, including participation is social media, is subject to the same standards of conduct applicable to in-person communications and activities. The following non-exclusive list is intended to address some issues that are of particular importance to the Capital School District, refer to Capital School District Acceptable Use Policy (#200-11). Employees are prohibited from engaging in any of the following in their online activities and posts:Employees are prohibited from engaging in, accessing, or otherwise using social media during work time. As stated above, personnel’s online activity, including participation is social media, is subject to the same standards of conduct applicable to in-person communications and activities. The following non-exclusive list is intended to address some issues that are of particular importance to the Capital School District, refer to Capital School District Acceptable Use Policy (#200-11).

Employees are prohibited from engaging in any of the following in their online activities and posts:

1. Promoting illegal activity, including the use of illegal drugs;
2. Promoting or endorsing violence;
3. Comments that are disparagement, defamatory, discriminatory, harassing or false of coworkers, supervisors, members of the public with whom you interact as a result of your employment;
4. Directing any negative comment towards or about any individual or group based on race, religion, gender, disability, sexual orientation, national origin, citizenship, or other characteristic protect by law;
5. Disclosure of any confidential information.
6. Employees are prohibited from establishing personal relationships with students that are unprofessional and thereby inappropriate. Examples of unprofessional relationships include, but are not limited to: employees fraternizing or communicating with students as if employees and students were peers such as writing personal letters or e-mails; “texting” students; Social Media web sites, calling students on cell phones or allowing students to make personal calls to them unrelated to homework or class work; sending inappropriate pictures to students; discussing or revealing to students personal matters about their private lives or inviting students to do the same (other than professional counseling by a school counselor); and engaging in sexualized dialogue, whether in person, by phone, via the internet, or in writing.
7. Posting, uploading, or sharing any recording or images (including audio, pictures, and videos), taken in the workplace or at any Employer-sponsored event without the express advance authorization from the building principal and/or district administration.

Employees who are found to have engaged in inappropriate behavior will be subject to disciplinary measures, up to and including termination of employment.

Duty to Report

Employees have a duty to report inappropriate use of social media by another staff member, just as you have a duty to report harassment or other inappropriate workplace conduct. Thus, any staff member who observes or becomes aware of the violation of this Policy by another staff member has the duty to provide such information to your immediate supervisor and cooperate fully in any subsequent investigation. Failure to report inappropriate social-media use or other violations of this policy by another staff member may constitute, by itself, conduct that warrants corrective action – regardless of whether the reportable conduct is subject to such corrective action. All employees should contact the Human Resource Office at 672-1507.

Violations of this policy can come from external sources and will be appropriately reviewed and investigated by district administration (e.g. parents, students, other individuals, etc.)

 

Section:	Human Resources
Date:	06/15/2011
Date Approved:	08/24/2011
Date Revised:

Policy #: 500-28

Title IX Policy

Title IX Sexual Harassment Policy for all Students, Employees, and Third Parties

1. Notice of Nondiscrimination

The Capital School District (“District”) is committed to providing an educational and employment environment that is free from Sexual Harassment as required by Title IX of the Education Amendments of 1972.1

The District does not discriminate against any employee, applicant for employment, or student, on the basis of actual or perceived Sex, including Sexual Harassment. For complaints associated with sex discrimination, see policy #500-21: District Discrimination Policy.

To ensure compliance with federal, state, and local laws and regulations, and to affirm its commitment to promoting the goal of fairness in all aspects of the Education Program or Activity, the District has developed policies and procedures that provide a prompt, equitable, and impartial resolution of allegations of Sexual Harassment.

2. Title IX Coordinator

The District has appointed the Title IX Coordinator to coordinate the District’s compliance with Title IX.

Title IX Coordinator

Damien Burke

Chief Operating Officer

District Office

Capital School District

c/o: Damien Burke, Title IX Coordinator

198 Commerce Way Dover, DE 19904

Office: 302-857-4252

TitleIX@capital.k12.de.us

damien.burke@capital.k12.de.us

https://www.capital.k12.de.us/

3. Title IX Mandatory Reporting

All District employees are Title IX Mandatory Reporters, as such they must promptly report all known details of actual or suspected Sexual Harassment to the Title IX Coordinator.

The District can also assist in contacting law enforcement if the impacted individual would like to file a police report about criminal conduct. In some cases, the District’s response may be altered or briefly delayed by a law enforcement investigation, but a law enforcement investigation does not substitute for the District’s response.

Title IX mandatory reporting is required in addition to all other mandatory reporting obligations of staff. This policy does not alter any other reporting obligations of staff.

4. Scope

The Policy applies to all Students, Employees, and other individuals participating in or attempting to participate in the District’s program or activities, including education and employment.

The Policy prohibits Sexual Harassment in both employment and access to educational opportunities. For purposes of this policy, “Sex” includes birth sex; an individual's immutable biological classification as either male or female. Retaliation is also prohibited.

Nothing in this Policy is intended to infringe upon or limit a person’s right to free speech, or rights under the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, or the Individuals with Disabilities in Education Act (IDEA).

5. Jurisdiction

The Policy applies to the District’s Education Programs and Activities (including locations, events, or circumstances in which the District exercises substantial control over both the Respondent and the context in which the conduct occurred).

This Policy may also apply to the effects of out-of-school misconduct, including online conduct, that limit or deny a person’s access to District’s Education Programs or Activities.

For disciplinary action to be taken under this Policy, the Respondent must be a District Student or Employee at the time of the alleged incident, or, if a third-party contractor, fall under the District’s disciplinary jurisdiction by way of agreement with their employer. A Complainant must be participating or attempting to participate in the District’s Education Program or Activity at the time of signing a Formal Complaint unless the Title IX Coordinator determines it is necessary to sign a Formal Complaint on the Complainant’s behalf.

6. Prohibited Conduct

All offense definitions below encompass actual and/or attempted offenses.

a. Title IX Sexual Harassment

Title IX Sexual Harassment, as an umbrella category, includes the offenses of Sexual Harassment, Sexual Assault, Domestic Violence, Dating Violence, and Stalking. This definition applies to all Formal Complaints that fall within Title IX jurisdiction as determined by the Title IX Coordinator.

Sexual Harassment includes:

Conduct on the basis of Sex, or that is sexual in nature, that satisfies one or more of the following:

1. Quid pro Quo: a School/District employee explicitly or impliedly conditioning the provision of an aid, benefit, or service of the School/District on a person’s participation in unwelcome sexual conduct.

2. Sexual Harassment (Hostile Environment): Unwelcome conduct, determined by a reasonable person, to be so severe, and pervasive, and objectively offensive that it effectively denies a Complainant equal access to the School/District’s program or activity.

3. Sexual Assault:

a. Rape: Penetration, no matter how slight, of the vagina or anus of a person, with any body part or object, or oral penetration of a sex organ of the Complainant, or by the Respondent’s sex organ, or by a sex-related object without the consent of the Complainant, including instances where the Complainant is incapable of giving consent because of their age or because of a temporary or permanent mental or physical incapacity.

b. Fondling: The intentional touching of the clothed or unclothed genitals, buttocks, groin, breasts, or other body parts of the Complainant by the Respondent; or the intentional touching by the Complainant of the Respondent’s clothed or unclothed genitals, buttocks, groin breasts, or other body parts; without the consent of the Complainant, for the purpose of sexual degradation, sexual gratification, or sexual humiliation. 

c. Incest: Sexual intercourse between persons who are related to each other within the degrees wherein marriage is prohibited by Delaware law.

d. Statutory Rape: Sexual intercourse with a person who is under the statutory age of consent.

4. Dating Violence: violence, on the basis of Sex, committed by a person who is or has been in a relation relationship of a romantic or intimate nature with the Complainant, and includes, but is not limited to, sexual or physical abuse or the threat of such abuse.

a. The existence of such a relationship shall be determined based on a consideration of the following factors: (1) The length of the relationship; (2) The type of relationship; and (3) The frequency of interaction between the persons involved in the relationship.

5. Domestic Violence: violence on the basis of Sex committed by a person who:

a. Is a current or former spouse or intimate partner of the Complainant or a person similarly situated to a spouse of the Complainant under the family or domestic violence laws of <<State>>;

b. Is cohabitating, or has cohabitated, with the victim as a spouse or intimate partner;

c. Shares a child in common with the Complainant; or

d. Commits acts against a youth or adult victim who is protected from those acts under the family or domestic violence laws of <<State>>.

6. Stalking: engaging in a course of conduct, on the basis of Sex, directed at a specific person that would cause a Reasonable Person to:

a. Fear for the person’s safety or the safety of others; or

b. Suffer substantial emotional distress.

For the purposes of this definition—

• Course of conduct means two or more acts, including, but not limited to acts in which the Respondent directly, indirectly, or through third parties, by any action, method, device, or means, follows, monitors, observes, surveils, threatens, or communicates to or about a person, or interferes with a person’s property.
• Substantial emotional distress means significant mental suffering or anguish that may but does not necessarily require medical or other professional treatment or counseling.

b. Consent, Force, Incapacitation, and Violence

As used in this Policy, the following definitions and understandings apply:

1. Consent: knowing, voluntary, and clear permission by word or action to engage in sexual activity.

2. Force: the use of physical violence and/or physical imposition to gain sexual access. Sexual activity that is forced is, by definition, non-consensual.

3. Incapacitation: where a Respondent knows (or should have known) a Complainant is incapable of giving consent as the result of a temporary or permanent physical or mental health condition, physical restraint, and/or the use of substances that severely impact decision-making; or minors under the age of consent in Delaware.

4. Violence: intentionally or recklessly causing the Complainant physical, emotional, or psychological harm.

7. Reports/Formal Complaints of Sexual Harassment

Reports or Formal Complaints of Sexual Harassment may be made at any time (including during non-business hours) using any of the following options:

• File a Formal Complaint with, or make a report to, the Title IX Coordinator. Such a Formal Complaint or report may be made by calling 302-857-4252, emailing TitleIX@capital.k12.de.us, or addressing postal mail to:

Capital School District

c/o: Damien Burke, Title IX Coordinator

198 Commerce Way Dover, DE 19904

• Anonymous reports are accepted, but they may limit the District’s ability to investigate, respond, and provide remedies, depending on what information is shared.

There is no time limitation on providing Reports/Complaints to the Title IX Coordinator. However, if the Respondent is no longer a Student or Employee and/or significant time has passed, the ability to investigate, respond, and/or provide remedies may be more limited or impossible.

8. Resolution Procedures

Formal Complaints of Sexual Harassment under the Policy will be resolved through the Resolution Procedures accessible at the link below.

Capital Human Resources

9. Standards of Evidence

The District uses the preponderance of the evidence standard of evidence when determining whether a Policy violation occurred. This means that the District will decide whether it is more likely than not, based upon the available information at the time of the decision, that the Respondent violated the Policy.

10. Supportive Measures

The District will offer and implement appropriate and reasonable supportive measures to the Parties upon Notice of alleged Sexual Harassment. Supportive measures are non-disciplinary, non-punitive individualized services offered as appropriate and as reasonably available. They are offered, without fee or charge to the Parties, to restore or preserve access to the District’s Education Program or Activity, including measures designed to protect the safety of all Parties and/or the District’s educational environment and/or to deter Sexual Harassment.

These actions may include, but are not limited to:

• Referral to counseling, medical, and/or other healthcare services
• Referral to the Employee Assistance Program
• Referral to community-based service providers
• Education to the institutional community or community subgroup(s)
• Alternative placement
• Altering work arrangements for employees
• Safety planning
• Implementing contact restrictions (no contact orders) between the Parties
• Academic support, extensions of deadlines, or other class-related adjustments
• Class schedule or assignment modifications, withdrawals, or leaves of absence
• Increased security and monitoring of certain areas of the school
• Any other actions deemed appropriate by the Title IX Coordinator

11. Confidentiality/Privacy

The District makes every effort to protect the Parties’ privacy, and will not disclose the names of the Complainant, Respondent, and witnesses except as allowed by, or to fulfill the purposes of, related laws and regulations (e.g., Title IX), the Family Educational Rights and Privacy Act (FERPA) and its implementing regulations, or as required by law.

12. External Contact Information

Concerns about the District’s application of the Policy and compliance with Title IX of the Education Amendments of 1972 may be addressed to:

Office for Civil Rights (OCR)

U.S. Department of Education

400 Maryland Avenue, SW Washington, D.C. 20202-1100

Customer Service Hotline: (800) 421-3481

Facsimile: (202) 453-6012

TDD: (877) 521-2172

Email: OCR@ed.gov

Web: http://www.ed.gov/ocr

For allegations of Employee-on-Employee misconduct, contact the Equal Employment Opportunity Commission (EEOC).

13. Policy Revision

The Title IX Coordinator regularly reviews and updates the Policy and procedures. The District reserves the right to make changes to this document as necessary.

This Policy is applicable to alleged incidents occurring on or after August 14, 2020. For alleged incidents of Sexual Harassment occurring prior to August 14, 2020, the offense definitions of the policy in place at the time of the alleged incident apply, and the District will use the procedures in place at the time of the report.

If laws or regulations change or court decisions alter policy or procedural requirements in a way that impacts this document, this document will be construed to comply with the most recent laws, regulations, or court holdings. A change required by a court or government order could occur during an active investigation or resolution process. If that happens, the District reserves the right to adjust the Policy and Procedures accordingly and notify the Parties of any necessary mid-process changes. This could include entirely replacing the Policy or associated procedures, which could necessitate restarting an investigation or resolution process. The District will make every effort to minimize the impact on the Parties as much as possible if changes are unavoidable.

This document does not create legally enforceable protections beyond the protections of the background federal and state laws that frame such policies and codes, generally.

Please see the attached policy for the full-length version.

 

Section:	Human Resources
Date Approved:	02/18/2026
Date Revised:	01/21/2026

Policy #: 600-01

Religion

Purpose: 

To articulate issues of religion within the school and classroom setting.

Religion

• Observances
• Displays
• Curriculum
• Equal Access
• Sponsorship
• Prayer
• Moments of Silence
• Release Time
• Expression

Recognition of Religious Beliefs and Customs

(The District will adhere to Federal and State regulations pertaining to religious observances in public schools.)

No religious belief or non-belief shall be promoted, or disparaged, by the District. Instead, the District encourages all students and staff members to appreciate and be tolerant of the religious views of others. The District shall foster understanding and mutual respect regarding culture, economic backgrounds, and religious beliefs. In this spirit of tolerance, students and staff shall be excused from participating in practices contrary to their religious beliefs, unless there are clear issues of overriding concern preventing such an excuse.

The District recognizes the educational goals of advancing student knowledge and appreciation of the role our religious heritage played in the social, cultural, and historical development of civilization.

Religious Holidays

The District will:

• Explain the historical and contemporary values and the origin of religious holidays in an unbiased and objective manner without sectarian indoctrination.
• Permit music, art, literature, and drama having religious themes or basis as part of the curriculum for school-sponsored activities and programs if presented in a prudent and objective manner, as a traditional part of the cultural and religious heritage of the particular holiday, and in a manner which makes it clear the District is not endorsing or encouraging a religious belief.
• Permit the use of religious symbols such as a cross, menorah, crescent, Star of David, crèche, symbols of Native American religions or other symbols that are a part of a religious holiday (including Christmas, Easter, Passover, Hanukkah, St. Valentine’s Day, St. Patrick’s Day, Thanksgiving, and Halloween) as a teaching aid or resource provided such symbols are displayed as an example of the cultural and religious heritage of the holiday and are temporary in nature.
• Prepare the school district’s calendar so as to minimize conflicts with religious holidays which result in the absences of so many students the educational process is disrupted.

Religion in the Curriculum

Religious institutions and orientations are central to human experience. An education excluding such a significant aspect of human experience is incomplete. It is essential the teaching about – and not of – religion be conducted in a factual, objective, and respectful manner.

The District will:

• Refer to religious influence of literature, music, drama, and the arts curriculum and in school activities only to the extent such references are essential to a complete understanding of the learning experience in such fields of study.
• Refer to religious themes in the arts, literature, and history only to the extent necessary for a balanced and comprehensive study of these areas. Such references should never foster any particular religious tenets, or demean any religious beliefs.
• Accommodate student-initiated expressions to question or assignments which reflect student beliefs or non-beliefs about a religious theme. For example, students are free to express religious belief, or non-belief, in compositions, art forms, music, speech, and debate.

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Equal Access to District Facilities

Equal Access Act

If a group of students in a public secondary school engages in activities not directly related to any course offered by the school, and is permitted to meet at the school during non-instructional times, the Equal Access Act requires that the school permit all such student groups to meet at the school without regard to the religious, political, philosophical, or other content of the speech at such meetings.

The District permits non-curriculum related student groups to meet on school premises during non-instructional times.

Limitations on Meetings

The following limitations apply to meetings:

1. The District retains authority to prohibit meetings that would materially and substantially interfere with the orderly conduct of educational activities within the school.
2. The District may maintain order and discipline of the school premises, and protect the well being of students and faculty.
3. Faculty monitors may not participate in any religious meetings, and the Act prohibits school sponsorship of any religious meetings. This means that school officials may not promote, lead, or participate in any such meetings. The assignment of a teacher, administrator, or other school employee to the meeting is limited to oversight, and is merely to insure order and good behavior.
4. The District will not require that any employee attend such a meeting if the content of the speech at the meeting is contrary to that employee’s beliefs.
5. The District will make it clear that its recognition of a religious club is not an endorsement of the views of the club’s participants.

Participation of Non-School Personnel

The Act provides that non-school persons may not direct, control, or regularly attend activities of student groups. The meetings of any such religious groups must be voluntary and student-initiated. If such meetings are conducted and controlled by non-school personnel, the District will refuse to permit the meetings.

School Sponsorship

The District will not sponsor a religious club. Such student clubs are, however, entitled to the same access to the school newspaper, bulletin boards, and the public address system offered to non-religious clubs.

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Accommodation of Prayer During Instructional Time

The District may excuse students from class to fulfill a religious obligation of a special purpose or event, provided that it does not impose a material burden on other students in the class.

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Moments of Silence

If a school has a “minute of silence” or other quiet periods during the school day, students are free to pray silently, or not to pray, during these periods of time. Teachers and other school employees may neither encourage nor discourage students from praying during such time periods.

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Student Prayer During Non-Instructional Time

Students may pray when not engaged in school activities or instruction, subject to the same rules designed to prevent material disruption of the education program that are applied to other privately initiated expressive activities. Among other things, students may read their Bibles or other scriptures, say grace before meals, and pray or study religious materials with fellow students during recess, the lunch hour, or other non-instructional time to the same extent they may engage in nonreligious activities. While school authorities may impose rules of order and educational restriction on student activities, they may not discriminate against student prayer or religious speech in applying such rules and restrictions.

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Released Time for Religious Instruction

Absence of a student during school hours for religious education outside school property will be allowed, provided the student’s parent or guardian submits a written request to the principal, and the instruction meets the following requirements:

1. The religious instruction must be under the sponsorship of a religious body or group. Students must be registered for the course, and file a copy of the registration with the principal who may periodically request student’s attendance reports from the course’s sponsors.
2. Absence for religious instruction may not exceed one hour per week, at a time set by the District.

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Religious Expression and Prayer in Class Assignments

Students may express their beliefs about religion in homework, artwork, and other written and oral assignments free from discrimination based on the religious content of their submissions. Such work shall be judged by ordinary educational concerns identified by the school. Such work shall not be displayed, or presented to other students, in a manner which suggests District endorsement of religious beliefs.

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Prayer by School Employees

When acting in their official capacities as representatives of the state, teachers, school administrators, and other school employees are prohibited by the Establishment Clause of the First Amendment from encouraging or discouraging prayer, and from participating in such activity with students. Teachers may, however, take part in religious activities where the overall context makes clear that they are not participating in their official capacities. Before school or during lunch, for example, teachers may meet with other teachers for prayer or Bible study to the same extent they may engage in other conversations or nonreligious activities. Similarly, teachers may participate in their personal capacities in privately sponsored baccalaureate ceremonies.

 

Section:	Instruction
Date Approved:	12/05/2012
Date Revised:	09/19/2012

Policy #: 600-02

Health and Safety Instruction

 

The Capital School District Board of Education recognizes that regular physical activity and a healthy lifestyle are essential for students to optimize their physical and mental health and achieve their full academic potential. Healthy lifestyles and physical activity also significantly contribute to lower rates of overweight and obese young people. Proper fitness and nutrition in youth can also significantly reduce the risk of chronic diseases associated with childhood obesity. School, parents, and the community share the responsibility in promoting lifelong healthy lifestyles. The Board supports increased emphasis on nutrition as well as physical activity at all grade levels to enhance the well-being of our district’s youth and enhance their academic performance, and will:

1. Establish policies that promote enjoyable, lifelong physical activity and safety. These include:

• Establishing comprehensive, physical education programs for elementary, middle, and high school students;
• Provide comprehensive health education for elementary, middle, and high school students;
• Using appropriately trained physical education specialists and appropriately trained teachers for physical and health education classes, respectively;
• Providing physical activity instruction and programs that meet the needs and interests of all students, including those with illness, injury, and developmental disability, as well as those with obesity, sedentary lifestyles, or a disinterest in traditional team or competitive sports.

2. Provide physical and social environments that encourage and enable physical activity in a safe setting through adult supervision, teaching, and instruction in assessing the fitness and activity levels of students in grades K-12, to help them develop patterns of lifelong, health-promoting physical activity will be provided.

3. Implement physical education and health education curricula that are aligned with state and national standards that emphasize enjoyable participation in physical activity and that help students develop the knowledge, attitudes, motor skills, behavioral skills, and confidence needed to adopt and maintain physically active lifestyles.

4. Provide and promote extracurricular physical activity programs (those occurring outside of formal classes) that address the needs and interests of all students.

5. Include parents and guardians in physical activity instruction and extracurricular physical activity programs. Encourage parents and guardians to support their children’s participation in enjoyable physical activities, as well as to recognize their powerful influence as role models for active lifestyles.

6. Provide professional development to personnel to effectively implement the curriculum and to promote enjoyable, lifelong physical activity among youth.

7. Establish relationships with the community to coordinate and complement physical activity and health-related programs.

 

Section:	Instruction
Date Approved:	12/05/2012
Date Revised:	09/19/2012

Policy #: 600-03

Homework

Purpose: 

The Capital School District Board of Education recognizes regular, purposeful homework as an essential component of the instructional process. Homework is an integral factor in fostering the academic achievement of students and in extending school activities into the home and the community. Recent demands for higher level student achievement in all content areas necessitate a more rigorous homework policy designed to give students more opportunities to be successful.

Regular homework provides opportunities for developmental practice, drill, the application of skills already learned, the fostering of independent study skills, enrichment activities, and selfdiscipline. Homework should provide reinforcement and extension of class instructions and should serve as a basis for further study and preparation for future class assignments. In addition to written assignments, homework can include time devoted to reading and studying for quizzes and examinations. In light of the major purposes for homework, it is not to be assigned as punishment for students for disciplinary reasons.

Responsibility for homework should gradually increase for students in grades one through six. Secondary school homework assignments should recognize that more time and individual student initiative are expected in order to meet increased instructional demands. Homework assignments to exceptional students should reflect the special needs of such students.

Teachers shall consider the following factors when making homework assignments:

1. The grade level of the student
2. Level and degree of difficulty of the subject being studied
3. The maturity level of the student
4. The instructional needs of the student
5. Assignments that have a clear and definite purpose and are directly related to the objectives of the course
6. Homework demands being made in other subject areas or classes and significant school activities (concerts, state tests, etc.) that may affect the student’s ability to complete the assignment

Principals will be responsible for:

1. Communicating this policy on homework to staff members, students, and parents
2. Encouraging parents to communicate with the school if a student’s homework assignments are excessive or not sufficiently challenging to the student, according to the parents’ views
3. Monitoring the implementation of the homework policy
4. Emphasizing reading as an integral part of the school’s homework policy

Teachers will be responsible for: 

1. Teaching independent study skills
2. Making appropriate assignments
3. Ensuring that students and parents have a clear understanding of the teacher’s homework assignments and are given notice as far ahead as possible to allow them to find ample time to devote to the assignments
4. Checking, reviewing, evaluating, and/or grading student homework according to the teacher’s individual methods, in keeping with a system that is clearly explained to the class
5. Giving feedback on homework assignments in a timely manner
6. Making instructions related to homework clear and providing, when necessary, a short period of supervised study or a period of questioning to insure that the students understand the assignment
7. Assigning students homework that includes specific periods of time devoted to reading on a regular basis
8. Posting the assignments on the Internet or teacher web page, and/or homework hotline, if feasible
9. Informing students of homework assignments missed because of absence or substituting another activity for the missed assignment so that there are no gaps in learning
10. Giving students a reasonable amount of time and support to complete missing assignments – a reasonable amount of time is defined for each class session missed, the student will have two class sessions to make up the missing assignments; a teacher may extend this time if the student is making progress*
11. Providing additional help where needed for homework assignments and lesson understanding

Students will be responsible for:

1. Completing assigned homework as directed
2. Returning homework to the teacher by the designated time
3. Submitting homework assignments which reflect careful attention to detail and quality work
4. Devoting a specified amount of time to reading as part of the homework assignment
5. Understanding and recording the homework assignment(s) before leaving school
6. Taking home all necessary materials to complete assignment(s)
7. Having an organized means of keeping and carrying homework to and from school
8. Arranging for a place to work and having a regular time to study
9. Scheduling time for homework that is compatible with family and/or after-school activities
10. Completing homework with a minimum of parental help
11. Completing homework assignments as carefully and as neatly as possible
12. Completing homework and turning it in on time
13. Budgeting time for long-term projects
14. Completing all work missed because of absences or school activities

Parents' responsibilities include:

1. Providing continued interest and concern for the child’s successful performance in school through encouraging and supporting the child in his/her performance of homework assigned
2. Indicating an interest about assignments and assisting, if possible when requested by the child, but not to include performing the work for the child
3. Supporting the school in regard to the students’ being assigned homework
4. Requesting assignments for students when short-term absences are involved
5. Assisting the school in stressing the importance of reading and its benefits
6. Assuring students read when specific homework assignments are not given or when they are completed before the specified time period for homework is over
7. Reading and discussing the district’s homework policy with your child and encouraging good study habits
8. Providing necessary assistance, a positive, supportive attitude, and encouraging good study habits
9. Communicating any concerns and questions regarding homework assignments to the child’s teacher
10. Encouraging the child to seek additional help, if needed, from the teacher
11. Providing an appropriate time and environment for study and learning; checking the homework for completion, and showing an active interest in it
12. Monitoring television, radio, computer games, and outside activities to be sure the students has sufficient study time
13. Supporting the school’s procedure on making up missed homework

It is understood that it is not the parents’ responsibility to provide a great deal of assistance to the student in completing homework. Parents or other family members should, however, make every effort to read to students who cannot read on their own during the assigned homework period. It is the school’s responsibility to make instructions related to homework clear and to provide, when necessary, a short period of supervised study or a period of questioning to ensure that the students understand the assignment.

Reading is recognized as a universal skill that relates to all subjects. Therefore, when specific homework assignments are not given, or when the homework assignment is completed in an expeditious manner, every student will read, minimally, for the amount of time specified in this policy.

Kindergarten teachers shall exercise judgment in making homework assignments, considering the child’s readiness level and the type of work to be accomplished.

At the secondary level, students in academic classes should receive a minimum of two homework assignments each week in each class. These assignments should be reflected in the student’s class grade.

Frequency and Quality of Homework Assignments

Each school, when implementing this homework policy, should consider these guidelines as daily averages:

Grades	Frequency of Assignment	Total Daily Average (All Subjects)
K - 1	Daily (4 days a week)	20 to 30 minutes
2 - 4	4 days a week plus reading/projects for the weekend	30 to 45 minutes
5 - 6	4 days a week plus reading/projects for the weekend	60 minutes
7 - 8	Daily (5 days a week)	75 minutes
9 - 12	Dai;y (5 days a week)	120 minutes**

*Two-day make-up rule will become effective for the 2013-2014 school year.

**Advanced courses, especially at the high school level, generally require additional hours of work. However, it is important to ensure that these assignments are made with the well-being of the student in mind, which may require coordination between departments and instructors.

 

Section:	Instruction
Date Approved:	12/05/2012
Date Revised:	12/05/2012

Policy #: 600-04

Student Instruction

Purpose: 

To provide clear and concise information to parents and students regarding student grouping and instructional grouping.

Instructional Arrangements

Grouping for Instruction

Children can be grouped within a school or within a classroom so that each child may benefit to a greater extent than otherwise possible. Effective grouping must consider its purpose in each case in order to determine the basic difference factors to be minimized in each situation. Grouping should be as flexible as possible with provision for altering the grouping as often as is necessary to fit the specific purpose involved. The idea is placement of each child among a group of classmates in every situation with whom he associates in work and play so he will be comfortable, yet he will be continually challenged and inspired to work for higher goals within his capacity.

Since the students in our Capital Schools are infinitely diverse in their backgrounds, capacities and beliefs, teachers must accept these differences and learn to deal with them.

The main responsibility for assigning students to classroom groups rests with the building principals. The principal, as well as the other staff members designated to assist him in making assignments, shall make provisions for maximum learning opportunities that are within the limits of each child’s innate capacity.

In making a decision regarding class groups, the principal should consider:

1. In each child:

a. chronological age

b. mental ability

c. past academic success

d. social and emotional structure

e. physical maturity

f. interest and talents

2. In each teacher:

a. experience and training

b. instructional strengths and weaknesses

3. In each class:

a. spread of interests and abilities

b. balance of boys and girls

c. emotional compatibility

Organization for Instruction

It is the responsibility of the district administration to periodically evaluate the organizational pattern to ensure maximum learning for all students.

Scheduling for Instruction

The Superintendent of Schools is responsible for the establishment of individual and group instructional schedules. These schedules will be in conformity with the minimum requirements of instructional time and course content as outlined by the Delaware Department of Education.

Class Size

The Capital Board of Education is aware that class size has bearing upon effective teaching. It therefore directs the Superintendent to work with the staff in establishing class enrollments for each teacher. The Board understands that achieving this goal is dependent upon the financial ability of the school district.

 

Section:	Instruction
Date Approved:	12/05/2012
Date Revised:	09/19/2012

Policy #: 600-05

Instructional Program Shared Decision-Making

Instructional Program Philosophy and Purpose:

The primary purpose of the Capital School District education program is to produce knowledgeable graduates, prepared with competitive skills, to become successful, responsible citizens in a global society. The Board of Education is committed to the development of each individual student regardless of cultural or social background, educational experience, or ability. The District recognizes the uniqueness of the individual and recognizes the right of the learner and his/her parent or guardian to give input into their child’s education experiences.

Objectives of the Instructional Program

The District will utilize the state standards and grade level expectations developed in partnership with the Department of Instruction relating to academic achievement and vocational education as a basis for program development. Each school in the Capital School District will develop a school plan with instructional goals and objectives to ensure that the curricular goals established by the District are meaningfully developed within each school. A representative team within the school, along with parent and community representatives, will assist with the development of a school plan and make recommendations for activities and improvements. It is expected that all staff members will, in turn, formulate objectives to be utilized in their classrooms that will assist in the attainment of school objectives and the district’s goals.

Academic Freedom

Since the academic success of all students is contingent on their knowledge and understanding of state standards, all teaching staff are expected to use the state standards, grade level expectations, and the District curriculum as the centerpiece for developing goals and objectives for instruction. Teachers may introduce politically, religiously, and otherwise controversial material, provided that said material is relevant to the course content and is presented objectively and impartially.

Shared Decision-Making

The Board endorses the concept of shared decision-making in the district and schools. The Policy of the Capital School District in shared decision-making reflects the following:

• The central focus of shared decision-making is the continuous improvement of teaching and learning.
• Shared decision-making will be based on supporting data and research.
• Shared decision-making is the mutual agreement and practice of the processes to operate the District democratically.
• Those affected by a decision should be involved in making the decision.
• Involvement in shared decision-making may be direct or representative.
• Levels of impact on a decision may range from advisory to direct.
• Responsibility for decisions should be shared in proportion to the level of their impact, depending on whether one’s role is as an advisory or a direct decision maker.
• Training may be needed in order for all stakeholders, including the Board of Education, parents, certified and non-certified school employees, community members, and, as appropriate, students, to be effectively involved in shared decision-making processes.

 

Section:	Instruction
Date Approved:	12/05/2012
Date Revised:	09/19/2012

Policy #: 600-06

Special Education Programs

Special Education Programs 

Federal law requires that children with disabilities, ages three to twenty-one inclusive, have the right to a free and appropriate public education (FAPE) in the least restrictive environment (LRE). The Capital School District (CSD) is committed to the philosophy of providing an educational program for every child within the District’s capability to finance each program, provide properly trained staff, and provide appropriate instructional materials and classroom space. The District seeks to provide a wide continuum of services for students so that each student has access to the curriculum in the least restrictive environment appropriate for his/her educational program. Inclusive classes, resource classes, and self-contained classes are offered for students at various schools. When there is a need to enhance student services, the District may enter into agreements with other school districts and institutions to fulfill necessary requirements. The State of Delaware (Exceptional Children Division) may also review and provide funding for students qualifying for services beyond which the District can provide.

Identification, Eligibility, and Exit Criteria

It is important that students with a disability are found at an early age to ensure their needs are met as soon as possible. Therefore, the District provides a yearly program called “Childfind” which assesses and reviews the needs of students ages five and under as well as older students who have moved into the district or who are showing signs of struggle. Students also receive a health assessment that includes a hearing and vision screening. Students already matriculated into a school program may be referred to the Instructional Support Team (IST) by a parent, teacher, principal or other concerned person who has determined that the regular program may not be meeting the child’s needs. If it is determined that a need exists, the student will be assigned to an intervention designed to target the area/s of concern. Progress will be monitored within the targeted intervention plan. If minimal or no progress is evident, the student will be referred to the instructional support team (IST) for further evaluation. This may result in a request for permission to conduct a psycho-educational evaluation or a speech-language evaluation. Based on evidence of progress within appropriate intervention cycles as well as evaluation data collected by the psychologist, the child study team (including parent/s) will convene to determine eligibility for special services as a student with a disability. Students found eligible for services will have triennial (every three years) evaluations conducted according to state and federal guidelines. The IEP team determines eligibility for special education services as well as determining the category of the disability. Eligibility for classification includes documentation of the educational impact of the disability. After a disability is determined, the student, if needed, will be placed in an age-appropriate educational setting in the least restrictive environment.

Special Education services, when needed, will be provided for students with disabilities such as:

• hearing impairment
• visual impairments
• deaf-blindness
• autism
• speech delay
• language impairment
• developmental delay
• physical impairment
• traumatic brain injury
• emotional disturbance
• other health impairments
• mild intellectual disability
• moderate intellectual disability
• severe intellectual disability or
• learning disability

A child ceases to be eligible for special education services and related services when the IEP team determines that special education services are no longer needed for the child to benefit from his or her educational program, or when the child graduates from school.

Individualized Education Program (IEP)

An IEP shall be developed prior to delivery of services to a student and within (30) calendar days following the determination that a child is eligible for special education and related services. The school is responsible for ensuring all requirements concerning evaluation, IEP development, placement, monitoring and procedural safeguards are applied while developing and providing special education and related services. IEP's of students ages 14 and above shall include transitional goals and objectives. All students receiving special education services will be given full consideration of their educational needs including the need for extended school year services (ESY).

Special Education Plan

The Special Services Department works on a continuous plan of improvement that reflects the following priorities: improvement of student academic performance; student placement in the least restrictive environment; improvement of student behavior; increases in family involvement and high school completion rates.

Special Services works collaboratively with general education, other school districts, outside facilities, families, and the community at-large to create educational environments that assist students with disabilities to develop knowledge, skills and strategies that empower them to enhance their quality of living through lifelong learning, community contributions and general citizenship.

Procedural Safeguards and Due Process

Procedural safeguards apply to special education including written notices to parents, documentation of attempts to notify the parents/guardian or the mediation of disputes between the school and the parents/guardian. Issues may be resolved through the mediation process.

An organization or an individual may file a complaint regarding an alleged violation of federal program statutes or regulations related to special program services that may involve either a Local Education Agency (LEA) or the State Education Agency (SEA). Requests for Due Process Hearings must be made in writing to the Secretary of Education. The Delaware Department of Education (DDOE) is responsible for resolving complaints and issuing written reports including findings of fact and decisions to the parties included in the complaints. (See 14, DE Admin. Code 900)

 

Section:	Instruction
Date Approved:	12/05/2012
Date Revised:	11/27/2012

Policy #: 600-07

Textbooks and Instructional Materials

Purpose: 

To provide information regarding the purchase of instructional materials.

Pilot Projects

The Superintendent of Schools is encouraged to establish pilot instructional programs when they are financially possible and when the materials or practices show scientific evidence of increased student achievement or student well-being. These may include, but are not necessarily limited to, piloting a particular program or concept, differential staffing, looping, inclusive practices, team teaching, or programs involving contractual arrangements. At times, these pilot projects may be supported by state or federal grants.

Instructional Materials

The Board shall allocate sufficient funds within budgetary allocated amounts to provide for the purchase and/or replacement of textbooks, library books, instructional materials, computer software and upgrades, web-based programs and upgrades, supplies, and equipment of sufficient quality and quantity.

Selection and Adoption of Instructional Materials

The Capital School District recognizes the importance of text and other materials used in the schools. Professional staff is charged with the important responsibility of recommending instructional materials that will provide children with a rich, vital, diverse, and up-to-date course of studies.

The Board of Education also recognizes the need to have appropriate guidelines to assist professional staff with the selection of materials. The “Guidelines for the Selection of Instructional Materials,” adopted by the State Board of Education, are recommended for utilization to assist staff in the selection of instructional materials. Additional, supplementary materials will also be considered and recommended when funding is available. Materials recommended for purchase are to be reviewed by the content grade level committees as well as the Instructional Advisory Council, when feasible. When major curriculum updates are made and new materials are recommended for purchase, a presentation will be made to the Board of Education.

Technology, Equipment, and Supplies Selection

As funding is made available through the use of technology grants, vocational grants, or other federal, state, or local funding, computers and associated hardware, handhelds, calculators, classroom televisions, Averkeys, Smartboards, and other technology in the schools will be upgraded as needed, reflecting the goals of the District technology plan and the needs of the instructional program.

In addition, the building principals and the school improvement/budget committee of the schools are responsible for the development of individual school budgets and the establishment of priority equipment and supplies within these budgets. The budgets will be recommended to the Superintendent of Schools, who will have final authority to priority rank items according to building and program need.

 

Section:	Instruction
Date Approved:	12/05/2012
Date Revised:	09/19/2012

Policy #: 600-08

Accountability - Assessment

Purpose: 

The most critical mission of a school district is to raise student achievement. Appropriate assessment is central to effective instruction and student success. Student and School Accountability in the State of Delaware and the Capital School District has now entered a “high stakes” phase in which school ratings are based on the achievement of students on the Delaware Comprehensive Assessment System (DCAS).

The Board, in response to accountability legislation, shall support a system-wide testing program.

The purposes of the testing/assessment program shall be to:

1. Assist in promoting accountability to all stakeholders including students, teachers, administrators and parents.
2. Determine the progress of students.
3. Assess the effectiveness of the instructional program and student learning.
4. Aid in counseling and guiding students in planning future education and other endeavors.
5. Analyze the improvements needed in a given instructional area.
6. Assist in the screening of students with learning difficulties.
7. Aid in placing students in remedial, gifted, or other programs.
8. Provide data for educational research.

When test results are analyzed over extended periods of time, they can give useful information about the strengths and instructional needs of an educational program. It is not possible for norm-referenced tests to measure all aspects of the curriculum for a district, school, grade or classroom. They can measure only a generic set of desired learning outcomes. The Delaware Comprehensive Assessment System (DCAS) is meant to be supplemented with locally selected curriculum-based assessments such as unit tests, or exams, formative and summative assessments, and samples of student work that provide a more comprehensive evaluation of what students have learned.

The State of Delaware Testing Committee has concluded that the Delaware Comprehensive Assessment System is a measure of student performance relative to the state content standards but should not be the sole indicator of student performance.

Preparation for important assessments such as the DCAS, SAT’s, NAEP, etc., involves essential life skills such as the ability to effectively communicate in writing, to understand and analyze text materials, to demonstrate computational and problem-solving skills, and to make significant connections between oneself and the real world.

Given the accountability program in the state of Delaware, it is imperative that all staff and constituents work together to ensure the success of every child. To this end, the District recognizes the administrative, teacher, student and parent/guardian role involved in helping every student achieve success.

District administrators are responsible for working with school leaders to:

• emphasize the importance and benefits of supporting the testing program;
• provide or schedule training regarding:
  • test legislation currently in effect;
  • test security issues;
  • procedures for administration of the assessments;
  • disaggregation and interpretation of test scores to monitor performance and determine disparities in achievement based on gender, race, economic level, special education, Title I, etc.;
  • disseminate testing schedules;
  • assist schools in obtaining testing materials or equipment;
  • share resources targeted for parents;
  • ensure that each school is providing students with opportunities to learn both during and beyond school hours;
  • ensure that schools and teachers are aware of appropriate accommodations available for students such as those with special needs or those who do not speak English fluently.

The District will also ensure that a process of aligning curriculum with standards is taking place in order to give students the maximum opportunity to be successful.v

The District will provide a system of rewards to recognize student achievement within the Delaware Comprehensive Assessment System and other assessments as appropriate. Rewards may consist of recognition by means of certificates, ribbons, or medals, etc.

School administrators, working in cooperation with associate principals, guidance counselors, department chairs, lead teachers and other designated staff, are responsible for:

• ensuring that teachers are instructing to the standards and/or to the curriculum as adopted by Capital School District;
• setting a positive tone relative to the Comprehensive Assessment System and other necessary assessments;
• motivating teachers and students to work toward optimal performance on these assessments;
• ensuring that student and school data is entered, reviewed and corrected in state and local data bases as needed in an accurate and timely fashion;
• verifying assessment data from the Department of Education;
• providing secure storage areas and ample test materials and supplies such as calculators, paper, and pencils as required for various assessments;
• developing and implementing a plan for a test environment conducive to student success and in compliance with all test regulations;
• rewarding students for attendance and effort relating to the Delaware Comprehensive Assessment System;
• ensuring that individual testing results are made available to parents;
• distributing test data to appropriate staff and analyzing school data regularly with staff in order to create proactive interventions for students;
• establishing DCAS target scores and development strategies to meet the targets;
• analyzing school data regularly in order to create proactive interventions for students;
• informing teachers and students early in the year regarding the scheduling of testing at the school;
• ensuring that schools are providing students with opportunities to learn both during and outside school hours;
• ensuring that teachers implement appropriate accommodations available for students such as those with special needs or those who do not speak English fluently.

Instructional staff members are responsible for:

• preparing students for the assessments by teaching appropriate curriculum;
• integrating test strategies and mini-lessons into content throughout the school year;
• giving students practice on assessments that mirror the types of test items they will encounter on the DCAS utilizing DCAS practice assessments;
• informing students of awards, incentives, scholarships and security regulations; avoiding assignment of other major assessments or projects during the testing periods;
• avoiding the scheduling of field trips, evening events or other disruptions during the testing periods to the greatest extent possible;
• preparing the classroom for testing in compliance with state regulations (e.g., removal of bulletin board or curriculum materials on display, providing necessary equipment such as calculators or dictionaries, ensuring a secure and appropriate test environment);
• upholding the confidentiality of individual test scores;
• providing students whose parents opt out of the standardized testing alternative assignments that are within the scope of established curriculum for the tested subject and grade level. These assignments should be assigned by the teacher and given to the student at the same time as state testing. They will not be punitive in nature, rather be used to enhance the curriculum already in place in Capital School District.

Students are responsible for:

• attending all appropriate testing sessions and actively participating in the assessment process;
• abiding by test security legislation as stated in the test security law;
• understanding the consequences (invalidation of test) that may result from failure to comply with state security regulations;
• responding to the test items and using test time effectively;
• making a good faith effort to respond to all sections of the test;
• taking advantage of after-school or other tutorial sessions provided when feasible;
• completing any alternative assignments assigned by the teacher as a result of parents/guardians opting out of state standardized testing. These assignments should be assigned within the scope of established district curriculum for the tested subject and grade level. Furthermore, these assignments shall not be punitive in nature.

Parents/Guardians are responsible for:

• promoting school attendance throughout the school year but especially on those days when testing is scheduled;
• providing a home environment supportive of learning;
• requesting help from the schools on learning issues and acting on professional suggestions, when feasible;
• supporting children with homework, assignments, projects and test preparation;
• nurturing the whole child through adequate nutrition, rest, exercise and other appropriate activities;
• communicating any testing concerns to the school administrator;
• notifying the building principal by email or in writing should a parent they choose to opt their child out of prescribed standardized testing (i.e. Smarter Balanced and DCAS) by the State of Delaware.

Legal References:

Title 14, Delaware Administrative Code

101 State Assessment System

103 Accountability for Schools, Districts and the State

 

Section:	Instruction
Date Approved:	06/18/2014
Date Revised:	06/09/2014

Policy #: 600-09

Dual Enrollment

Purpose: 

Establish district regulations in compliance with Delaware law and Department of Education regulations.

Dual Enrollment Credit Program

Dover High School students in 11th and 12th grades have several opportunities to enroll in dual credit courses for which they may receive credit toward high school graduation as well as credit at the postsecondary level. In some instances, students may be simultaneously registered in the Capital School District as well as at a postsecondary institution (dual enrollment).

All Dover High School students shall be informed of opportunities for dual enrollment and the awarding of dual credit. Student eligibility shall be determined through articulation agreements between the District and the postsecondary institution(s). Information about dual enrollment and dual credit opportunities, including eligibility requirements, shall be printed annually in the course selection guide and available at any time in the high school guidance office.

All eligible students shall have multiple opportunities for dual credit and dual enrollment courses including, but not limited to, courses offered on the Dover High School campus, courses offered on a postsecondary institution campus, courses offered online, or a combination of any of the above according to the articulation agreement(s).

Funding sources such as Tech Prep, College Board fee waivers or other grants shall be identified, as well as the procedures for applying for and awarding of such funds or waivers should a student be unable to pay for dual enrollment courses. This information shall be printed annually in the course selection guide and available at any time in the high school guidance office.

All courses for which dual credit is awarded through an accredited postsecondary institution shall be taught by an approved dual credit instructor and shall incorporate any applicable state content standards. The awarding of high school credit shall require the prior approval of the high school principal or the principal’s designee.

Students electing to participate in dual enrollment or dual credit opportunities shall include such participation in their Student Success Plans, as required in 14 DE Admin. Code 505. Students’ high school transcripts shall indicate any dual enrollment courses taken and any courses for which dual credit has been granted.

The Capital School District and Dover High School will continue to review and approve, as appropriate, opportunities for students to be involved in dual enrollment credit opportunities.

 

Section:	Instruction
Date Approved:	12/05/2012
Date Revised:	09/19/2012

Policy #: 600-10

Grading and Reporting of Student Progress

Purpose: 

The purpose of the Capital School District Grading Policy is to articulate a framework that promotes consistency in grading and the reporting of student progress. This policy facilitates the implementation of a grading philosophy that is aligned with research-based practices and standards-based instruction. It shall be consistently applied and clearly communicated to all students, teachers, parents/guardians, and administrators.

Definitions

Grading is an integral part of the teaching and learning process. It includes establishing clear learning goals, setting standards and evaluative criteria, constructing formative and summative measures that assess learning, implementing changes in instruction that are based on assessment data, and providing meaningful feedback to students. Grades are the number and/or letter given as a summary statement of student performance.

Reporting is the process by which the teacher communicates information to parents/guardians about student progress (what they have learned and are able to do). The reporting process may include a combination of report cards, progress reports, e-mails, telephone conversations, Parent Portal (secondary schools) and conferences. Reporting will be done in a clear and timely manner so that parents/guardians may support their child’s learning.

Goals

Grading will help the teacher to:

• Communicate learning progress to the student and parent.
• Appraise the effectiveness of teaching strategies and modes of instruction.
• Evaluate the strengths and needs of each student.

Grading will help the parents/guardians to:

• Understand their child as a learner
• Be knowledgeable about the student’s learning
• Guide the student in making academic progress
• Encourage the student to give maximum performance in academic areas.

Grading will help the student to:

• Evaluate and see personal progress in their learning.
• Recognize how work may be improved.

Grading Guidelines

1. Teachers will record all grades in the electronic grading program Infinite Campus.

2. The 0 - 100 scale will be used for grading student work.

A	90 - 100	Well Above Standard
B	80 - 89	Above the Standard
C	70 - 79	Meets the Standard
D	60 - 69	Below the Standard
F	0 - 59	Well Below the Standard (Parent Notification Required)

3. At the end of a year-long course, cumulative averages below 50% will be converted to a 50% for marking periods 1 and 2. At the end of a semester course, cumulative averages below 50% will be converted to a 50% for marking period 1. This adjustment reflects that a student has failed and is Well Below the Standard. However, with hard work, the student still has the opportunity to recover by earning a passing grade. At Dover High School, mid-terms/finals will not be adjusted.

4. Teachers will enter grades into the electronic grading programs as formative or summative measures. Weighting will be as follows:

	Formative	Summative
Grades 2 - 4	60%	40%
Grades 5 - 12	40%	60%

5. Formative assessments should be frequent and ongoing, completed in route to mastery. They are “checkpoints” on students’ progress and the foundation for feedback given. The purpose of formative assessments is not to judge a student’s final achievement of a topic, but to evaluate where he or she is in the learning process, diagnose any problems, and aid in getting the help needed to learn the material. Examples of formative assessments may include quizzes, drafts of writing, homework grades (6-12), quick writes or anything in the early stages of learning content or concepts.

6. Summative assessments are completed after the learning experiences, usually requiring students to demonstrate mastery of essential understandings after sufficient instruction and practice has been given. Examples of summative assessments may include tests/exams (performance, oral or written), final writing pieces (research papers, essays, stories, poems), projects, and quarterly assessments.

7. Department Chairs/Grade Level Teams/Administrators will assist teachers in determining whether student assignments are summative or formative measures.

8. Grades should be sufficient in number and category (quizzes, tests, projects, etc.) to reflect an accurate measure of a student’s progress. As no single grade shall count more than 20% of the nine weeks or semester grade, there must be a minimum of three summative assessments for grades 6-12, and a minimum of two summative assessments for grades 2-5. There is a minimum of three formative assessments per summative assessment for grades 2-12.

9. Behavior, participation, effort, and attitude will not be factored into grades. Grades will be based on what a student knows and understands based on the identified learning objective.

10. Teachers must adhere to Capital School District’s Student Attendance Regulations Policy #700-02 which dictates that students who are absent, whether excused or unexcused, will be given the opportunity to make up work or tests missed within a reasonable amount of time. A reasonable amount of time is defined for each class session missed, and the student will have two class sessions to make up the missing assignments. A teacher may extend this time if the student is making progress towards completing assignments.

While students are making up work due to an absence or absences, teachers may use the following codes in Infinite Campus:

a. M – Missing – will result in a zero until turned in.

b. X – Exempt – it excludes the assignment from being included in the student’s average if the teacher determines an exemption is needed.

11. Extra credit opportunities are limited to additional student work that provides extended learning that directly matches the content standards or grade level expectations and should be offered to all students. Activities such as bringing school supplies, attending an event, or completing a task not directly related to achievement does not meet the guidelines.

12. Teachers must adhere to the guidelines for homework established in the Capital School District Homework Policy #600-03. The guidelines outline factors in making assignments, principal, teacher, student & parent responsibilities, frequency and quality of assignments, and procedures for handling homework not completed or turned in late (a maximum of one letter grade below what a student would have received had the assignment been completed on time or in a reasonable amount of time as determined in #10 above).

13. Teachers will inform students and parents of how grades will be determined in a particular class. This will include the weight that each component or the academic work carries, grading criteria, procedures for redoing work for credit, and rubrics used for major assignments. This communication will take place in class, during open house events, and conferences. Grading practices may also be shared via teacher websites.

14. Teachers are encouraged to grade work promptly (within a week of submission is a good rule of thumb), enter it into Infinite Campus, and return it to students for review.

15. Teachers will retain evidence upon which the reporting (grade) is based in a portfolio or other folder until at least two weeks following the end of the reporting period. Evidence may include rubrics, copies of tests, etc.

16. In Grades 9-12, full year course grades are calculated by each quarter being 20% and the mid-term and final each counting 10%. For semester classes, each quarter will count as 40%, and the final will count as 20%.

 

Section:	Instruction
Date Approved:	12/10/2025
Date Revised:	12/03/2025

Policy #: 600-10*

Grading and Reporting of Student Progress

Amended for the 2019-2020 School Year Only

Purpose: 

The purpose of the Capital School District Grading Policy is to articulate a framework that promotes consistency in grading and the reporting of student progress. This policy facilitates the implementation of a grading philosophy that is aligned with research based practices and standards based instruction. It shall be consistently applied and clearly communicated to all students, teachers, parents/guardians, and administrators.

Definitions

Grading is an integral part of the teaching and learning process. It includes establishing clear learning goals, setting standards and evaluative criteria, constructing formative and summative measures that assess learning, implementing changes in instruction that are based on assessment data, and providing meaningful feedback to students. Grades are the number and/or letter given as a summary statement of student performance.

Reporting is the process by which the teacher communicates information to parents/guardians about student progress (what they have learned and are able to do). The reporting process may include a combination of report cards, progress reports, e-mails, telephone conversations, Home Access Center (secondary schools) and conferences. Reporting will be done in a clear and timely manner so that parents/guardians may support their child’s learning.

Goals

Grading will help the teacher to:

• Communicate learning progress to the student and parent.
• Appraise the effectiveness of teaching strategies and modes of instruction.
• Evaluate strengths and needs of each student.

Grading will help the parents/guardians to:

• Understand their child as a learner
• Be knowledgeable about the student’s learning
• Guide the student in making academic progress
• Encourage the student to give maximum performance in academic areas.

Grading will help the student to:

• Evaluate and see personal progress in their learning.
• Recognize how work may be improved.

Grading Guidelines

1. Teachers will record all grades in electronic grading programs:

Grades K - 1 in eSchool

Grades 2 - 12 posting in Home Access Center

2. The 0 - 100 scale will be used for grading student work.

A	90 - 100	Well Above Standard
B	80 - 89	Above the Standard
C	70 - 79	Meets the Standard
D	60 - 69	Below the Standard
F	0 - 59	Well Below the Standard (Parent Notification Required)

3. At the end of a year-long course, cumulative averages below 50 will be converted to a 50 for marking periods 1 and 2. At the end of or a semester course, cumulative averages below 50 will be converted to a 50 for the marking period 1. This adjustment reflects that a student has failed and is Well Below the Standard. However, with hard work, the student still has the opportunity to recover by earning a passing grade. At Dover High School, mid-terms/finals will not be adjusted.

4. Teachers will enter grades into the electronic grading programs as formative or summative measures. Weighting will be as follows:

	Formative	Summative
Grades 2 - 4	60%	40%
Grades 5 - 12	40%	60%

5. Formative assessments should be frequent and ongoing, completed in route to mastery. They are “checkpoints” on students’ progress and the foundation for feedback given. The purpose of formative assessments is not to judge a student’s final achievement of a topic, but to evaluate where he or she is in the learning process, diagnose any problems, and aid in getting the help needed to learn the material. Examples of formative assessments may include quizzes, drafts of writing, homework (grades 5-12), quick writes or anything in the early stages of learning content or concepts.

6. Summative assessments are completed after the learning experiences, usually requiring students to demonstrate mastery of essential understandings after sufficient instruction and practice has been given. Examples of summative assessments may include tests/exams (performance, oral or written), final writing pieces (research papers, essays, stories, poems), projects, and quarterly assessments.

7. Department Chairs/Grade Level Teams/Administrators will assist teachers in determining whether student assignments are summative or formative measures.

8. Grades should be sufficient in number and category (quizzes, tests, projects, etc.) to reflect an accurate measure of a student's progress.

9. As No single grade shall count more than 20% of the nine weeks or semester marking period grade, there must be a minimum of four summative assessments for grades 9-12, minimum of three summative assessments for grades 5-8, and a minimum of two for grades 2-4. There is a minimum of two formative assessments for grades 5-12 and a minimum of 3 formative assessments for grades 2-4.

10. Behavior, participation, effort, and attitude will not be factored into grades. Grades will be based on what a student knows and understands based on the identified learning objective.

11. Teachers must adhere to Capital School District’s Student Attendance Regulations Policy #700-02 which dictates that students who are absent, whether excused or unexcused, will be given the opportunity to make up work or tests missed within a reasonable amount of time. A reasonable amount of time is defined for each class session missed the student will have two class sessions to make up the missing assignments. A teacher may extend this time if the student is making progress towards completing assignments.

While students are making up work due to an absence or absences, teachers may use the following codes in eSchool Grade Book:

a. ABS – Absent from Class – it assigns a zero for the assignment until the grade is entered.

b. EX – Exemption – it excludes the assignment from being included in the student average if the teacher determines an exemption is needed.

12. Extra credit opportunities are limited to additional student work that provides extended learning that directly matches the content standards or grade level expectations and should be offered to all students. Activities such as bringing school supplies, attending an event, or completing a task not directly related to achievement does not meet the guidelines.

13. Teachers must adhere to the guidelines for homework established in the Capital School District Homework Policy #600-03. The guidelines outline factors in making assignments, principal, teacher, student & parent responsibilities, frequency and quality of assignments, and procedures for handling homework not completed or turned in late (a maximum of one letter grade below what a student would have received had the assignment been completed on time or in a reasonable amount of time as determined in #11 above).

For grades 2-4, homework will be reflected in a separate section of the report card, not in the formative category as in grades 5-12.

14. Teachers will inform students and parents of how grades will be determined in a particular class. This will include the weight that each component or the academic work carries, grading criteria, procedures for redoing work for credit, and rubrics used for major assignments. This communication will take place in class, during open house events, and conferences. Grading practices may also be shared via teacher websites.

15. Teachers are encouraged to grade work promptly (within a week of submission is a good rule of thumb), enter it into eSchool, and return it to students for review.

16. Teachers will retain evidence upon which the reporting (grade) is based in a portfolio or other folder until at least two weeks following the end of the reporting period. Evidence may include rubrics, copies of tests, etc.

17. For 2019-2020 school year, Capital will utilize a trimester system for Marking Periods in grades PK - 8. 9 - 12 will also have 3 marking periods, but for the purposes of final grade calculation and GPA, MP3 will be counted twice.

MP 1 - 8/22 - 10/25

MP 2 - 10/28 - 1/17

MP 3 - 1/21 - end of the 2019-2020 school year

18. In Grades 9 - 12, final course grades are calculated by each quarter being 20% with quarter 3 and 4 being combined and counted twice and the mid-term and final each counting 10%.

 

Section:	Instruction
Date Approved:	05/11/2016
Date Revised:	05/05/2016

Policy #: 600-11

Section 504

It is the intent of the District to ensure that students who are disabled within the definition of Section 504 of the Rehabilitation Act of 1973 are identified, evaluated and provided with appropriate and reasonable educational modifications or accommodations. Students may be considered disabled under this policy even though they do not require services pursuant to the Individuals with Disabilities Act (IDEA).

The Principal of each building is the building level coordinator and is responsible for monitoring compliance with all Section 504 requirements. The Principal may select a designee to carry out the requirements in his/her building, but the Principal is ultimately responsible for ensuring implementation of the plan, including communication to and among all relevant staff members.

For questions related to Section 504, the Supervisor of Special Services may be contacted during the day between the hours of 8:00 A.M. and 4:30 P.M., Monday through Friday.

Section 504 of the Rehabilitation Act of 1973, as amended is a civil rights law that prohibits discrimination against eligible individuals with disabilities in public and private programs that receive financial assistance from the federal government. Section 504 guarantees eligible students with a disability reasonable access to opportunities offered to students without disabilities. Compliance for Section 504 is overseen by the U.S. Department of Education Office for Civil Rights (OCR).

There are three prongs to consider when determining if an individual needs protection for his/her disability under Section 504:

Prong 1: The individual has a physical or mental impairment that substantially limits one or more major life activities. Major life activities include but are not limited to walking, standing, seeing, hearing, breathing, learning, reading, concentrating, communicating and performing manual tasks.

Prong 2*: The individual has a record of such an impairment, or

Prong 3*: The individual is regarded as having an impairment

*A person who falls under the 2nd or 3rd prong of the definition is protected by Section 504 only when negative action is taken based on the fact that he/she has a “record of” or is “regarded as” disabled. These prongs are meant to reach situations where individuals either never were or are not currently disabled, but are treated by others as if they were. It is the negative action taken based on the perception or the record that entitles a person to protection against discrimination on the basis of the assumptions of others.

The purpose of Section 504 is to “level the playing field” ensuring that students with disabilities have a reasonable opportunity to participate in and access the general education curriculum and extracurricular activities to the same extent as a typical, non-disabled peer. The law prohibits the discrimination (e.g., denial of participation or enjoyment of the benefits offered by public school programs) because of a child’s disability. For nondiscrimination to occur, students with a 504 plan must receive appropriate accommodations that level the playing field and ensure equal access to the general education curriculum. Accommodations provided have a direct relationship to evaluation data demonstrating disability-related need so that over or under accommodating does not occur. A student with a disability who is covered solely under Section 504 and not under the IDEA is entitled to appropriate accommodations, aids, benefits and services to ensure equal access. If evaluation data reveal that a student is eligible for a Section 504 Accommodation Plan, “placement” on a Section 504 Plan typically means that instruction will continue in the general education classroom with planned accommodations for the student. There is generally no modification of curriculum for Section 504 plans, unless specific modification of the curriculum is the reasonable accommodation the student needs.

 

Section:	Instruction
Date Approved:	04/24/2013
Date Revised:	04/24/2013