1606 Brady St.
Davenport, IA
563-336-5000

Board Policy 103 – Public Activities Involving Staff, Students, and Facilities

Board Policy

Administrative Regulation

103.01 Use of District Communications Systems (Revised 10/22/07) (Reviewed 1/9/12)(Revised 9/18/17) 103.01A
103.02 Complaints Against School Personnel or Contracted Service Provider (Reviewed 10/22/07) (Reviewed 1/9/12) 103.02A
103.02B
103.03 Gifts to School Personnel (Reviewed 9/26/11) (Reviewed 5/17)
103.04 Soliciting Funds from School Personnel (Deleted 09/19/05)
103.05 Collaboration with Other Governmental Bodies and Public Agencies (Reviewed 12/13/10) (Revised 8/24/15)
103.06 Public Performances and Contests by Students (Reviewed 9/26/11) (Reviewed 5/8/17)
103.07 Contests for Students (Deleted 10/09/06)
103.08 Gifts to Students (Deleted 10/09/06)
103.09 Fund Raising Activities (Reviewed 1/10/11) (Revised 3/28/16)
103.10 Student Use of Commercial Facilities (Deleted 10/09/06)
103.11 Community Use of School District Buildings, Sites &  Equipment (Revised 6/11/07) (Revised 2/13/12) (Reviewed 8/28/17) 103.11A
103.12 School Clubs and Other Organized Group  (Deleted 1/24/00)
103.13 Loan of School Equipment (Reviewed 9/26/11)(Reviewed 8/28/17)
103.14 Shared Time for Driver Education (Deleted 09/19/05)
103.15 Tobacco Free Environment (Revised 4/12/10)(Revised 2/25/13)(Revised 10/27/14)
103.16 Advertising and Use of Commercial Support and Services (Revised 09/29/08) (Revised 8/28/17)

 

103.01

 

COMMUNITY RELATIONS

Use of District Communications Systems

District communication systems are owned by the District and made available to employees of the District for the distribution and receipt of communications relating to District business. District business is defined as those curricular and extra-curricular activities or activities of organizations approved by the administration which are designed to promote the education and well-being of students and employees of the District.

All users of District communications systems are responsible for using communications systems and resources in a professional, ethical, and lawful manner. No expectation of privacy can be assumed by users. The District has the right to monitor electronic messages and all other forms of communication conveyed or received via District communications systems. Persons found in violation of this policy shall be subject to discipline including, but not limited to, reprimand, probation, demotion, suspension, termination, or other sanctions determined appropriate by the supervisor, administration, and/or Board of Education.

  1. District Communications Systems including but not limited to:
  1. School mail boxes
  2. Electronic mail (email)
  3. Web sites
  4. Telephones
  5. Voice mail
  1. Authorized Users of District Communication Systems
  1. Board members and District employees

  2. Employee organizations certified as representatives of employees of the District

  3. Other non-profit organizations affiliated with or sponsored by the District which are approved by the Superintendent or superintendent’s designee

  4. Municipal and school corporations as approved by Superintendent or superintendent’s designee
  1. Restrictions on the Use of District Communication Systems
  1. Communications systems shall not be used by any individual or group for endorsements of political candidates or endorsements for balloted issues
  2. Communications systems shall not be used for commercial activities, personal financial profit, or excessive personal communication or in any manner that:
  1. Interferes with the user’s work performance
  2. Interferes with any other user’s work performance
  3. Has undue impact on the operation of the computer, the network, or any District communication system (e.g. mass mailings, chain letters, subscriptions to non-business-related listserves or other communication forms)
  4. Creates a hostile working environment (e.g. harassment, sexual or otherwise)
  5. Violates District policy, federal laws, or state laws

 

C. Communication directed to individuals shall not be anonymous.

 

D.  Distribution lists shall not be provided to organizations not affiliated with the District unless approved by the Superintendent or superintendent’s designee.

E.  Student access to the email system is allowable only through a group account registered to the classroom teacher.

F.  Regulations of the US Postal Service generally prohibit the maintenance by the District of private mail facilities for use by persons or parties other than the District in the conduct of its business without affixing appropriate US postage, irrespective of whether such persons or parties have an affiliation with the District or groups of employees.


 

103.02

COMMUNITY RELATIONS

Complaints Against School Personnel or Contracted Service Provider 

Whenever a citizen is aggrieved at the action of any employee, such citizen may file a complaint with the employee’s immediate supervisor.  If a citizen is aggrieved by the action of a contracted service provider, the complaint should be filed with the Superintendent or superintendent’s designee and a copy of said complaint should then be forwarded to the appropriate contracted service provider. To the extent possible, all complaints shall be in writing and shall describe what happened and what the citizen believes was wrong.

          In the event that the citizen is not satisfied with the response received, an may be made to:

  1. Supervisors or administrators in the line of responsibility

  2. Superintendent

  3. Board of Directors.

At each step of the procedure, the responsible administrator shall explain the process, including the right to appeal and time limits. The Board shall not engage in discussion of complaints if the above chain of appeal has not been followed.

Forms for registering a complaint shall be developed by the Superintendent or the superintendent’s designee and shall be available through school offices. The individual filing the complaint shall be offered assistance in completing the written complaint.


 

103.03

COMMUNITY RELATIONS

Gifts to School Personnel

Employees may receive a gift on behalf of the District. Employees shall not, either directly or indirectly, solicit, accept, or receive any gift, series of gifts, or an honorarium if the donor is a “restricted donor”  or if the gift or honorarium is a “restricted gift or honorarium” stated below.

A “restricted donor” is defined as a person or other entity which:

  1. Is seeking to be, or is a party to, any one or any combination of sales, purchases, leases, or contracts to, from, or with the school district;

  2. Will be directly and substantially affected financially by the performance or nonperformance of the employee’s official duty in a way that is greater than the effect on the public generally or on a substantial class of persons to which the person belongs as a member of a profession, occupation, industry, or region; or

  3. Is a lobbyist or a client of a lobbyist with respect to matters within the school district’s jurisdiction.

A “restricted gift” is the giving of anything of value in return for which something of equal or greater value is not given or received. However, the following are not “restricted gifts””

  1. Contributions to a candidate or a candidate’s committee;

  2. Informational material relevant to an employee’s official functions, such as books, pamphlets, reports, documents, periodicals, or other information that is recorded in a written, audio, or visual format;

  3. Anything received from a anyone related within the fourth degree by kinship or marriage, unless the donor is acting as an agent or intermediary for another person not so related;

  4. An inheritance;

  5. Anything available or distributed free of charge to members of the general public without regard to the official status of the employee;

  6. Items received from a bona fide charitable, professional, educational, or business organization to which the employee belongs as a dues paying member if the items are given to all members of the organization without regard to an individual member’s status or positions held outside of the organization and if the dues paid are not inconsequential when compared to the items received;

  7. Actual expenses of an employee for food, beverages, registration, travel and lodging for a meeting, which is given in return for participation in a panel or for a speaking engagement at the meeting when the expenses relate directly to the day or days on which the employee has participation or presentation responsibilities;

  8. Plaques or items of negligible resale value which are given as recognition for the public services of the recipient;

  9. Non-monetary items with a value of three dollars or less that are received from any one donor during one calendar day;

  10. Items or services solicited by or given to a state, national, or regional government organization in which the state of Iowa or a school district of the State is a member for purposes of a business or educational conference, seminar, or other meeting; or solicited by or given for the same purposes to state, national, or regional government organizations whose memberships and officers are primarily composed of state or local government officials or employees for purposes of a business or educational conference, seminar, or other meeting;

  11. Items or services received by members or representatives of members at a regularly scheduled event that is part of a business or educational conference, seminar, or other meeting that is sponsored and directed by any state, national, or regional government organization in which the state of Iowa or a political subdivision of the state of Iowa is a member or received at such an event by members or representatives of members of state, national, or regional government organizations whose memberships and officers are primarily composed of state or local government officials or employees;

  12. Funeral flowers or memorials to a church or nonprofit organization;

  13. Gifts which are given to an employee for the employee’s wedding or twenty-fifth or fiftieth wedding anniversary;

  14. Payment of salary or expenses by the school district for the cost of attending a meeting of a subunit of an agency when the employee whose expenses are being paid serves on a board, commission, committee, council, or other subunit of the agency and the employee is not entitled to receive compensation or reimbursement of expenses from the school district for attending the meeting; or

  15. Gifts of food, beverages, travel, and lodging received by an employee if all of the following apply:

    (1) The employee is officially representing the organization in a delegation whose sole purpose is to attract new business, encourage expansion, and develop markets for the organization.

    (2) The donor of the gift is not the business or businesses being contacted. However, food and beverages provided by the business or businesses being contacted which are consumed during the meeting are not a gift.

    (3) The employee plays a significant role in the presentation to the business on behalf of the employee’s agency.

  16. Actual registration costs for informational meetings or sessions which assist a public official or public employee in the performance of the person’s official functions. The costs of food, drink, lodging, and travel are not “registration costs” under this paragraph. Meetings or sessions which a public official or public employee attends for personal or professional licensing purposes are not “informational meetings or sessions which assist a public official or public employee in the performance of the person’s official functions” under this paragraph.

A “restricted honorarium” is anything of value that is accepted by, or on behalf of, an employee as consideration for an appearance, speech, or article. A “restricted honorarium” does not include any of the following:

  1. The honorarium consists of payment of actual expenses of an employee for registration, food, beverages, travel, and lodging paid in return for participation in a panel or for a speaking engagement at a meeting when the expenses relate directly to the day or days on which the employee has participation or presentation responsibilities;

  2. The honorarium consists of a non-monetary item or series of non-monetary items that the public official or employee donates within thirty days to a public body, a bona fide educational or charitable organization, or the department of administrative services as provided in Section 68B.22, subsection 3; or

  3. The honorarium consists of a payment made to an employee for services rendered as part of a private business, trade, or profession in which the employee is engaged if the payment is commensurate with the actual services rendered and is not being made because of the person’s status as an employee of the district, but, rather, because of some special expertise or other qualification.

It shall be the responsibility of each employee to know when it is appropriate to accept or reject gifts or an honorarium.

  • Legal References: Iowa Code ch. 68B (1993); Iowa Code Supp. ch. 68B (1993);1972 Op. Att’y Gen. 276; 1970 Op. Att’y Gen. 319.

  • Cross Reference: Board Policy 802.04 Gifts to Board Members

  • By action of the Board 9/20/76; Revised 12/13/82, Reviewed 7/8/91, Revised 2/13/95; Reviewed 11/23/98; Revised 11/13/06; Reviewed 9/26/11

  • Edited 11/06, 9/11

  • Reviewed 5/17

 

103.04

COMMUNITY RELATIONS                                DELETED 09/19/05

Soliciting Funds from School Personnel

  • Deleted 09/19/05


 

103.05

COMMUNITY RELATIONS

Collaboration with Other Governmental Bodies and Public Agencies

Members of the administration and the Board shall be available to meet on a regular basis, as well as to meet informally to discuss matters of mutual interest among the District, city government, and county government.

The District recognizes the need for all social agencies in the community to work efficiently toward the development of young people. District personnel in conjunction with the Community Education Specialist are encouraged to collaborate with other agencies and participate in joint programs where said participation will facilitate the goals of the District.

  • By action of the Board 9/20/76; Revised 12/13/82, 11/12/90; Reviewed 11/23/98; Revised 09/19/05; Reviewed 12/13/10

  • Edited 09/05, 12/10; Revised 8/24/15


 

103.06

COMMUNITY RELATIONS

Public Performances and Contests by Students

The Board recognizes worthy and appropriate educational values accrue from student participation in civic and community affairs. The Board encourages the use of students for public performances when such performances when such performances contribute to the educational processes and objectives of the school and when they do not unduly interfere with the student program.

Participation in contests shall be limited to those activities that have an educational value and promote student achievement. Participation should be stimulating for the students and should supplement but not interfere with the regular program. Participation shall be voluntary. No contestant shall be excluded because of race, color, creed, religion, gender, age, national origin, marital status, disability or sexual orientation; or payment of any entry fee.

Students are expected to follow the rules outlined in the Code of conduct policy during any public performance or contest.


 

103.07

COMMUNITY RELATIONS                                          DELETED 10/09/06

Contests for Students

  • Deleted 10/09/06


 

103.08

COMMUNITY RELATIONS                                            DELETED 10/09/06

Gifts to Students

  • Deleted 10/09/06


 

103.09

COMMUNITY RELATIONS

Fund Raising Activities

The District prohibits the solicitation of funds from students or employees and also the selling of goods and services to students or employees by non-school organizations or persons without the consent of the Superintendent or superintendent’s designee.

All marketing materials regarding a fund raising activity or event will be subject to prior approval by the Superintendent or superintendent’s designee before any distribution of postings are done at buildings.

All fund raising activities must comply with other board policies that address materials distribution and funding. Individuals must follow applicable cash handling procedures for collecting money in the District.

 

  • By action of the Board 9/20/76; Revised 12/13/82, Reviewed 7/8/91, 11/23/98; Revised 09/19/05 (with title change); Reviewed 1/10/11

  • Edited 09/05, 1/11

  • Revised 3/28/16

 

103.10

COMMUNITY RELATIONS                                       DELETED 10/09/06

Student Use of Commercial Facilities

  • Deleted 10/09/06


 
103.11
COMMUNITY RELATIONS 
Community Use of School District Buildings, Sites,Equipment
 
Community use of buildings, sites, and equipment of the District is encouraged, and usage is available for a fee to local nonprofit entities which promote cultural, educational, civic, community, or recreational activities.  Such use will be permitted only when the use does not interfere with or disrupt the education program or school-related activity, and the use is consistent with state law.  It is within the discretion of the Board to allow for-profit entities to use District buildings and sites if they are conducting not-for-profit events for which there is no charge to participants.  The Board reserves the right to deny use of buildings, sites, and equipment to any group.
 
The Board may allow officially organized groups that are district sponsored or students and employees of the District, community education groups, Boosters, youth organizations, PTA, PTO, band and orchestra parent clubs, vocal music parent clubs, or Dads’ Clubs, and other similar organizations, whose primary purpose is to initiate activities, programs, or exercises for the benefit of the District or jointly for the benefit of the District and the community, to use the buildings and sites without charge.   While such groups may use the buildings and sites without charge, they may be required to pay a custodial fee.
All applications for use of a school building shall be made on line at http://www.davenportschools.org/schools/facilitiesuse.asp. It shall be the responsibility of the building principal to determine whether the District facility requested is available and whether the application for use meets board policy and administrative regulations.  It shall be the responsibility of the Chief Financial Officer to obtain proof of insurance, and approve the contract for use of District property.  No one group should be allowed to dominate the use of any building, site, or equipment.
 
Activities in the District buildings and sites shall be supervised by an employee of the District, unless special prior arrangements are made with the Chief Financial Officer. If appropriate, the supervisor may be paid by the District. The supervisor shall not accept any fees from the user.  Any fees are to be paid to the District through the office of the Chief Financial Officer.It shall be the responsibility of the Chief Financial Officer to develop a fee schedule and administrative regulations regarding this policy.

•Cross Reference:  Administrative Regulation 103.11A

•Legal Reference:  Iowa Code § 297.9

•By action of the Board 6/26/61; 10/11/65; 8/10/70; 9/1/73; 8/20/75; 9/20/76; 8/15/77; 8/21/78; 10/23/78; 11/20/78; 8/13/79; 7/13/81; 6/14/82; Revised 12/13/82; 7/9/84; 9/16/85; 12/8/86; 12/12/88; 2/7/94; Revised 6/10/96; Revised 1/24/00; Revised 6/11/07•Edited 6/07; Revised 2/12; Reviewed 8/28/17


 

103.12                                                                       DELETED 1/24/00

COMMUNITY RELATIONS

School Clubs and Other Organized Groups

  • Deleted 1/24/00


 

103.13

COMMUNITY RELATIONS

Loan of School Equipment

In special circumstances, building equipment may be loaned outside of the District.

In the event the equipment is used by organizations within the unit buildings, appropriate school personnel shall operate or supervise the operation of such equipment.

When a cost is involved, the using organization shall pay any fees established by the administration.

The Superintendent or superintendent’s designee is responsible for approval of any request for loan of school equipment.

The Board expects administrative regulations to be developed that will ensure the fair and equitable loan of school equipment throughout the District. An appeal process will be included so concerns may be addressed regarding consistency from one building to another.


 

103.14

COMMUNITY RELATIONS                                              DELETED 09/19/05

Shared Time for Driver Education

  • By action of the Board 9/20/76, Reviewed 12/13/82, 7/8/91, 11/23/98;   Deleted 09/19/05

  • Edited 09/05


 

103.15

COMMUNITY RELATIONS

Tobacco Free Environment

The use of tobacco products, electronic nicotine delivery systems, personalized vaporizers, or the use of nicotine products that are not FDA (Federal Drug Administration) approved for tobacco cessation is prohibited on school property; school owned and/or operated chartered buses; while attending or engaged in school activities; and while away from school grounds if misconduct will directly affect the good order, efficient management, and welfare of the District. This requirement includes students, employees, and visitors.  This policy applies at all times, including school-sponsored and non-school sponsored events.

  • Cross Reference: Policy 504.01 Discipline Policy
  • Legal References: Goals 2000: Educate America Act, Pub. L. No. 103-227, 108; Stat. 125 (1994). Iowa Code §§ 142B; 279.9; 297 (1993).
  • By action of the Board 11/14/94; Reviewed 11/23/98; Revised 7/12/99; Revised 11/24/03, Revised 4/12/10; Revised 2/25/13
  • Edited: 11/03, 4/10; Revised 10/27/14


103.16

COMMUNITY RELATIONS

Advertising and Use of Commercial Support and Services

Collaboration between the public and private sectors is beneficial to both the schools and community.  The Board recognizes the compulsory nature of education and the mandatory participation requirements of students.  School programs exist to serve the educational needs of students and schools should not become environments wherein students are subjected to manipulation for commercial purposes.  School personnel should exercise caution in determining the types of solicitation materials presented to students.  Discretion should be used when approving materials to ensure they are appropriate to the age and developmental abilities of students.

Corporate/business logos or references may be used discreetly to recognize participation with or sponsorship of school district programs and activities or contributions to school district facilities or programs.  School signs and other items that contain such recognition must comply with state law and city ordinances.  Decisions to display recognition are to be shared decisions that include the superintendent or designee.

Advertising in school district facilities during school sponsored events is permitted. Such advertisements must be approved by the superintendent or designee. Products or services that are either illegal for students or prohibited by school district policy shall not be advertised in school district facilities or at district sponsored events. Examples of illegal products include illegal drugs, alcohol and tobacco.

Support groups associated with the school, such as booster clubs and parent teacher associations, may conduct fund-raising activities if they are approved by the superintendent or designee.

Teaching aids and/or materials that include a discreet use of a corporate/business logo or reference may be accepted and used when, in the view of the superintendent or designee, they contribute in a meaningful way to the educational program of the school.

Direct solicitation or advertising by private or public entities, whether for-profit or non-profit, is generally prohibited but is permitted under the following conditions:

  • It is related to the cultural, educational, civic, or recreational development of students;

  • It is judged to be in the best interest of students;

  • It is directly related to the educational tasks of the school; and

  • It does not cause substantial disruption of the school operation nor violate any law or other school district policy or law.

Students and staff shall not endorse any product or service during school hours or on school property unless approved by the superintendent or designee.

Advertisements and products or services being advertised may not discriminate in regard to age, race, creed, color, sex, gender, sexual orientation, gender identity, national origin, ancestry, religion, disability, socioeconomic status, actual or potential parental, family or marital status of a person, or any other characteristic/trait protected by relevant law.