STUDENT DISTRICT  HANDBOOK

2021-2022

WARREN COUNTY BOARD OF EDUCATION P.O. Box 51810

303 Lovers Lane

Bowling Green, KY 42102-6810

(270) 781-5150

Mr. Rob Clayton, Superintendent

Board Approved July 19, 2021

Dear Parents/Guardians:

Welcome to the 2021-22 school year! As we look beyond the pandemic, I am excited to  welcome everyone to a “Better than Normal” school year. Warren County Public Schools  is committed to providing our students and staff with a safe environment focused on  equitable opportunities for all. Our Board of Education, administrators, teachers, and  support personnel are dedicated and committed to ensuring our schools are safe places for  students to learn and teachers to teach. As part of this commitment, all of our schools have  high expectations and clear accountability for student, staff and guest behavior as we work  collaboratively to ensure our students’ and staff’s physical, social and emotional safety.

A positive and disruption-free learning environment is critical to the success of all  students and requires cooperation between all stakeholders. As a school community,  we must take a proactive and collaborative approach which necessitates everyone to  report anything that may pose a safety concern on our campuses. Reporting bullying,  illegal drug use, or any unsafe behavior is everyone’s responsibility as we work  together to reinforce the values of respect, kindness, and compassion in all that we  do.

The District Student Handbook is intended to address matters as they pertain to  Warren County Public Schools under ordinary operating circumstances. As  mentioned in the Preface, certain provisions of the Handbook are subject to  modification based on any changes in operations which could occur for the 2021-22  school year as we continue our response to the Covid-19 pandemic.

As always, please feel free to reach out to any school employee in the event you  become aware of a concern that may pose harm to an individual within our school  community.  Our students are our most precious resource and I trust our actions will  always reflect this core belief. In closing, thank you for entrusting us to educate your  child!

Respectfully,

Rob Clayton

Superintendent

Table of Contents

Warren County Public Schools consistently reviews and revises district policies. Please check with  school personnel for any updates or revisions that have been completed since the publication of this  document.

WARREN COUNTY PUBLIC SCHOOLS

STUDENT HANDBOOK

PREFACE

The Student District Handbook has been adopted by the Warren County Board of Education  in an effort to inform students, parents, school faculty, staff, and the school community of the  policies relating to students of the Warren County Public School District.  

Under the Kentucky guidelines for School Based Decision Making Councils, schools have  authority to establish additional policies within the framework of Board-established rules and  regulations. Please check with your child’s school for specific rules and regulations.

Also, the 2021-22 school year will almost certainly begin amidst the COVID-19 public  health pandemic. Federal, state and local guidance relating to the operation of public schools  in light of the pandemic is continuing to evolve. The Student District Handbook is intended  to address matters as they pertain to Warren County Public Schools under ordinary operating  circumstances. Please know that certain provisions of the Handbook are subject to  modification based on any changes in operations, which could occur for the 2021-22 school  year due to the pandemic.  

Future Policy Changes

Although every effort will be made to update the handbook on a timely basis, the District  reserves the right, and has the sole discretion, to change any policies, procedures, benefits,  and terms of employment without notice, consultation, or publication, except as may be  required by contractual agreements and law. The District reserves the right, and has the sole  discretion, to modify or change any portion of this handbook at any time.  

LEGAL AUTHORITY

of the

WARREN COUNTY PUBLIC SCHOOLS

BOARD OF EDUCATION

The constitution of the Commonwealth of Kentucky gives the Kentucky General Assembly  the power by appropriate legislation to provide for an efficient system of common schools  throughout the state. The Warren County Board of Education, a body politic and corporate,  is empowered by authority of Kentucky Revised Statute 160.160 to do all things necessary to  accomplish the purposes for which it was created.

The Warren County Board of Education discharges all duties and obligations specified by  Kentucky Revised Statutes and by administrative regulations adopted by the State Board of  Education. Matters not covered by these statutes and regulations are administered in  accordance with the intent of the law and within the context of the highest possible ethical  and professional standards.

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MISSION STATEMENT

The mission of the Warren County Public Schools is to prepare our students to think  independently, to learn throughout life, and to be happy, healthy, productive members of a  democratic society.

VISION STATEMENT

Students will graduate with the determination to succeed personally, intellectually, and  professionally. 

RIGHTS AND RESPONSIBILITIES

Student Rights and Responsibilities

Students have a right to a quality education, within the resources available to the district,  which meet their individual needs.

Students have a responsibility to complete assignments, participate in classroom instruction  and respect the rights of others. For more information, please see policy 09.428

Code of Student Rights and Responsibilities for Secondary Schools

STUDENTS HAVE THE RIGHT TO:

1. A system of public education, within the resources available to the district, whichmeets the needs of the individual student.

2. Receive upon enrollment a written copy of regulations and policies which pertain to their public school experiences.

3. Physical safety and protection of their personal property.

4. Consultation with teachers, counselors, administrators, and other school personnel.

5. Free student elections which comply with Board of Education and individual  school policy.

6. Candidacy for and to hold office in approved student organizations within the  school or within state or national student organizations.

7. Examination of their own personal school records (if 18 or over) or examination of  their records by their parents or guardians or other authorized representatives. Students under the age of eighteen (18) are required to obtain parent approval for such examination.

8. Involvement in school activities without being subject to any form of  discrimination (e.g. race, creed, or religion).

9. Respect from other students and school personnel.

10. Presentation of complaints and grievances to proper school authorities and  receipt of replies from school officials regarding such matters.

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STUDENTS HAVE THE RESPONSIBILITY TO:

1. Complete homework, classwork, and missed work which results from excused  absences in accordance with the instructions of the teachers.

2. Display consideration for the rights and property of others.

3. Dress in a manner that is not disruptive to the educational process or orderly  operation of the school and maintain proper hygiene.

4. Be in attendance at all regularly scheduled classes.

5. Display appropriate conduct at all times.

6. Abstain from gambling, extortion, theft or any other unlawful activity. 7. Abstain from the possession, transmission, and/or use of an alcoholic beverage or  controlled substance or any other substance that resembles or simulates a controlled  substance.

8. Maintain appropriate personal hygiene at all times.

9. Practice self-control at all times.

10. Obey school rules, regulations, and policies.

11. Care for and appropriately use school equipment and facilities.

12. Practice proper safety procedures while on school grounds or property. 13. Take advantage of the opportunities to develop educational skills.

14. Abstain from the possession, transmission and/or use of weapons, dangerous  instruments, fireworks, or other incendiary devices.

15. Abstain from physical or verbal intimidation, threat, or harm of any student or school  employee.

16. Abstain from the hindrance or the denial of use of school facilities to others. 17. Abstain from acts of truancy such as being absent without permission from school  and/or class.

18. Abstain from acts of defiance of school authority.

19. Abstain from the possession or use of tobacco products.

20. Abstain from cheating in all academic and/or athletic activities.

21. Abstain from habitual tardiness.

22. Abstain from disruptive classroom behavior.

23. Abstain from engaging in criminal violations.

Teacher Rights and Responsibilities

Teachers have a right to receive respect and support from their co-workers, administrators,  pupils, and parents/guardians of pupils.

Teachers have a responsibility to present educational materials and the experiences  appropriate to the student’s abilities in their respective classrooms.

Parent/Guardian Rights and Responsibilities

Parents/guardians have a responsibility to instill in their child a sense of responsibility and  respect and a personal need for an education.

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Title I Parent Engagement

Federal guidelines require school districts receiving Federal monies to develop a written  procedure for the receipt and resolution of complaints. Any parent of a child in a Warren  County Public School or a private school who receives Title I funding may file a complaint.

All complaints must:

• Be in written form

• Contain information/evidence supporting the complaint

• Provide the name of the complainant and contact information

• Be signed by the person or representative filing the complaint

Upon receipt of the complaint, the District Title I coordinator will respond to the complaint  within thirty (30) working days. All complaints and responses will be kept on file in the  district office.

After the complainant has received a response from Warren County Public Schools, the  complainant has thirty (30) days to appeal the local decision. This appeal must be filed in  writing with the Kentucky Department of Education.

Expectations for Parent Engagement

Contingent on confirmation of resources and other necessary information being provided by  state and federal authorities, it is the intent of the Board that parents of participating students  shall be provided with flexible opportunities for organized, on-going, and timely  participation in the planning, review, and improvement of the Title I program, including  opportunities to suggest modifications, based on changing needs of parents and the schools.

All comments indicating parents' dissatisfaction with the Title I plan shall be collected and  submitted along with the plan to the Department of Education.

The Title I program shall be designed to assist students to acquire the capacities and achieve  the goals established by law, as well as the goals and standards established by the Board.  These goals and standards shall be shared with parents in a manner that will give them: (1)  timely information about programs; (2) a description and explanation of the school's  curriculum, the forms of academic assessment used to measure student progress, the  proficiency levels students are expected to meet; the achievement level of their child on each  of the state academic assessments; and (3) if requested, opportunities for regular meetings to  formulate suggestions and to participate in decisions relating to the education of their  children.

Building Capacity for Engagement

In order to ensure effective parent engagement for building capacity, the District must: • Assist parents in understanding Kentucky’s assessment and their child’s  performance.

• Provide training and materials to help parents work with their children to improve  their achievement (i.e. literacy and technology training).

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• Train staff with the assistance of parents on how to reach out to, communicate and  work with parents as equal partners in their children’s education.

• Implement and coordinate parent programs.

• Inform parents about school activities and meetings in a language they can  understand.

• Coordinate and integrate parent engagement programs with Head Start, the Home  Instruction Program, and public preschool to support parents in helping in their  children’s education.

The District may:

• Involve parents in the development of training for staff to improve the  effectiveness of the training.

• Provide transportation and childcare to enable parents to participate in school  related meetings and training.

• Offer meetings at a variety of times and conduct in-home conferences to  encourage parent engagement.

• Adopt and implement model approaches to improve parent engagement and  provide support for parent engagement as request by parents.

• Establish a District wide parent advisory council and involve community  organizations and businesses in parent engagement activities.

• Train parents to help promote the engagement of other parents.

• Provide literacy training, if no other funds are available for training.

Support for Program

If the District's Title I allocation is $500,000 or more, the District shall reserve not less than  one per cent (1%) of its allocation for the purpose of promoting parent involvement and shall  distribute to Title I schools not less than ninety-five percent (95%) of the reserved funds.  Parents of participating students shall be provided the opportunity to help decide how this  portion of the Title I funds will be allotted for parental engagement activities.

The District will provide coordination, technical assistance, and other support necessary to  assist schools in planning and implementing effective parent engagement activities to  improve student academic achievement and school performance. These measures may  include, but shall not be limited to, the following:

1. Designation of resources to assist in communicating with parents, transporting them  to meeting sites and/or implementing home visits, providing child-care for meetings,  encouraging them to use available parent resource centers, and working with them to  improve parenting skills, particularly those that will assist them in working with their  child to improve his/her educational achievements. Resources may include  individuals, agencies, materials, and services.

2. Sharing options for coordinating and integrating Title I program strategies with  services of other community programs, businesses, and agencies.

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3. Identification of ways in which parents can be involved in staff training activities to  demonstrate the value of parent engagement and various techniques designed to  successfully engage parents as equal partners in their child's education.

4. Making a good faith effort to convene an annual meeting at a convenient time to  which all parents of participating children shall be invited and encouraged to attend  for informing parents of their school's participation in and requirements for Title I  programs and of their rights to be involved.

5. Designing and conducting an effective annual evaluation process hereby parents can  share their ideas about the content and effectiveness of this policy in improving the  academic quality of schools receiving Title I funds, and the plan designed to  implement it. The process shall focus on the following questions:

Has the academic quality of the school improved?

Does this policy increase parent participation?

What barriers to parent participation still exist, and how can they be reduced or  removed?

The findings produced by the annual evaluation shall be utilized to design strategies  for school improvement and for revising this policy, if necessary.

6. In the design of activities and materials for parents, particular attention shall be given  to reaching and involving those who are economically disadvantaged, are disabled,  have limited English proficiency, have limited literacy, or are of any racial or ethnic  minority background.

School Policy

Title I schools must provide parents with timely information about Title I programs; a  description and explanation of the curriculum, the forms of academic assessment including a  definition of proficiency; opportunities for regular meetings and to participate in decisions  relating to the education of their children and the opportunity to respond to any suggestions.  Each Title I school shall submit to the Superintendent and Board, for review and comment,  its Title I school parent involvement policy, which must meet all legal requirements,  including a school-parent compact developed in keeping with legal requirements. This policy  shall be developed jointly with, and distributed by the school to, parents of participating  students. A copy of each school's parent involvement policy and accompanying checklist  shall be kept on file in the Central Office.

ADMINISTRATIVE REGULATIONS

Authority Over Students

Pupils of the district are under the authority of the respective administrators and teachers  therein while in school and while in school buildings, on school grounds, participating in co curricular and extra-curricular activities, and while going to and returning from school or  until properly released. (KRS161.180)  

Race Relations and Cultural Diversity  

The Warren County Board of Education will not tolerate acts of bullying, harassment or  discrimination. It will not tolerate a climate of hostility created by use of language, conduct  or symbols which are commonly understood to convey hatred, contempt or prejudice due to  race, color, national origin, age, religion, culture, marital status, sex, or disability.

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The Warren County Board of Education shall, in its policies and actions, deal swiftly and  with determination to discipline any offenders under its supervision. The Warren County  Board of Education is committed to promoting racial harmony among its students, staff, and  community in a manner that demonstrates the value of multicultural experience.

The Warren County Board of Education and staff shall continue to provide curricular and  extra-curricular programs and opportunities for all students to acquire positive attitudes  toward racial, cultural, and religious diversity. The Warren County Board of Education is  dedicated to equal access to all programs and opportunities for all students to reach their full  potential.  

The Warren County Public Schools shall administer performance assessment as directed by  Kentucky statutes and regulations. In addition, the Warren County Public Schools may  administer additional assessments prior to the state mandated assessment.

Review of Assessment Data

By January 1 of each year and in keeping with the school improvement planning process and  timeline, the school council shall review student assessment data provided annually by the  Kentucky Department of Education. After reviewing the data, the council shall adopt,  modify, or revise the school's plan to assist each student in making progress toward statutory  goals. This process shall address achievement gaps between various groups of students as  required by law. In addition, the plan shall be submitted to the Superintendent and Board for  review. In a school without a council, the Principal shall complete the review and planning  process with the involvement of parents, faculty, and staff.

Profile Reports

By October 1, each school Principal shall complete the school profile report, have it signed  by members of the school council, or Principal if no council exists, and Superintendent, and  submit it to the Kentucky Department of Education. The report shall be transmitted  electronically with the original maintained on file at the Board office and available to the  public upon request.

Individual Reports

Each year, an individual student report shall be provided to parents of students in grades  three through eight (3-8) in accordance with statutory requirements. Teachers and  parents/guardians of each primary student shall be informed of results from reading and  mathematics diagnostic assessments and prompts.

Definition

Volunteers are persons who do not receive compensation for assisting in school or District  programs. Volunteers are encouraged to use their time and effort to support school and  District programs. The Superintendent shall develop procedures that encourage volunteers to

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assist in school and/or District programs and to facilitate effective communication with  persons who volunteer.  

Teacher education students or students enrolled in an educational institution and who  participate in observations and educational activities under direct supervision of a local  school teacher or administrator in a public school shall not be considered volunteers.

Supervision

All volunteers shall provide assistance only under the direction and supervision of a member  of the professional administrative and teaching staff.

Volunteers who assist in the District on a scheduled and/or continuing basis shall be provided  with the same liability insurance coverage as a District employee and shall be provided with  a written task description detailing responsibilities and expectations, as well as specific  qualifications that may be required.

Records Check

The District shall conduct, at District expense, a state criminal records check on all  volunteers who have contact with students on a regularly scheduled and/or continuing basis,  or who have supervisory responsibility for children at a school site or on school-sponsored  trips.

Pursuant to KRS 160.380, the Superintendent/designee also may require volunteers to submit  to a state and national criminal (fingerprint) history background check and to provide clear  CA/N check. With prior approval of the Superintendent/designee, the background checks  will be conducted at District expense. Otherwise, except as stated previously, the volunteer  must pay for the background checks.

No volunteer shall be utilized to supervise students, or deemed to have the authority to  supervise students, unless the volunteer has been designated to supervise students by the  Principal and approved by the Superintendent/designee, and the volunteer has undergone the  required records check.  

Link to DPP-156 Central Registry Check and more information on the required CA/N check:  http://manuals.sp.chfs.ky.gov/chapter30/33/Pages/3013RequestfromthePublicforCANChecks andCentralRegistryChecks.aspx 

Work-Based Site Supervisors

Work-based learning site supervisors are considered volunteers. Pursuant to KRS 160.380 and KRS 161.148, prior to being assigned to supervise a student for more than one (1) day in  a work-based learning experience, the site supervisor shall have undergone a state criminal  background check either as required by their employer at time of employment or within the  past twelve (12) months, whichever is the more recent.

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Orientation

The Superintendent/designee shall develop orientation materials to be provided to all  volunteers who have contact with students on a regularly scheduled or continuing basis.  These materials shall include, but not be limited to, pertinent policies and safety and  emergency procedures.

Principal Authority

Consistent with the District Code of Acceptable Behavior and Discipline, the  Principal/designee has authority to discipline pupils who ride school buses.

Reporting of Violations

Bus drivers shall promptly report in writing any violation of District policy or school rules to  the Principal.

Discharge of Pupils from Bus

The driver is in charge of his bus, and his first responsibility shall be to the safe  transportation of his passengers. In the event that one or more pupils are behaving in a  threatening or violent manner or in such a way as to endanger the safety of other pupils on  the bus, the driver shall stop the bus and contact the bus garage or Superintendent’s designee  to send someone to pick up the student or, if the behavior warrants, the driver shall call law  enforcement. If calls for assistance are unsuccessful, the driver is authorized to order the  offending student from the bus according to guidelines established in procedures developed  by the Superintendent and if the student is in the sixth (6th) grade or above. In the event a  pupil is discharged for disciplinary reasons, the driver shall make every effort to do so near a  house or open business establishment. At the first reasonable opportunity, the driver shall  notify the Principal of the school where the pupil attends or the Superintendent and the  student's parent or legal guardian.

Withholding of Riding Privileges

The Principal is authorized to withhold bus-riding privileges up to a maximum of ten (10)  school days per occurrence in the case of habitual or serious conduct violations. The  Principal shall notify the parents in cases where bus-riding privileges have been withheld.

The Superintendent or his designee may withhold bus-riding privileges up to the remainder  of the school year.

Restitution of Damages

The parents or guardians may be held responsible for restitution of any damages, beyond  normal usage, inflicted by their child.

Students With Special Needs

Students with special needs who exhibit inappropriate conduct shall be managed in  accordance with their Individual Education Plan (IEP) and/or 504 Plan and the legal  obligations and standards adopted by the Board.

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The Board shall provide a developmentally appropriate preschool education program in  compliance with applicable statutes and administrative regulations.

Plans for the preschool program shall include supervision guidelines consistent with the  mental and physical characteristics of preschool. Maximum group size for eligible children  shall be twenty (20) children. The staff ratio in the classroom shall consist of one (1) adult  for a maximum of ten (10) children pursuant to staff qualifications established in Section 7 of  704KAR 3:410. Consideration shall be given to increasing the number of staff or decreasing  the group size depending upon the needs of the children, including the needs of children with  disabilities. An adult shall not be left alone with more than ten (10) preschool children. The  District shall have a written policy for assistance from another adult if one (1) adult is  responsible for a group of children.

In a Warren County School operating under a variety of schedules, and in support of the student  development goals set out in KRS 158.6451 and the Kentucky Academic Standards, students must complete a  minimum of twenty-two (22) credits including demonstrated performance-based competency  in technology, and all other state and local requirements in order to graduate from high school in the District.

Civics Exam Requirement

Students wishing to receive a regular diploma must pass a civics test made up of one hundred  (100) questions selected from the civics test administered to persons seeking to become  naturalized citizens and prepared or approved by the Board. A minimum score of sixty percent  (60%) is required to pass the test and students may take the test as many times as needed to  pass. Students that have passed a similar test within the previous five (5) years shall be exempt  from this civics test. This shall be subject to the requirements and accommodations of a  student's individualized education program (IEP) or a Section 504 Plan.5 

Additional Requirements of the Board

In addition to the content requirements established by the Kentucky Academic Standards,  and the credits required by the minimum requirements for high school graduation in 704  KAR 3:305, the Board may impose other requirements for graduation from high school.  However, the Board shall not adopt any graduation requirements that include achieving a  minimum score on a statewide assessment.

For Students Entering Grade Nine (9) on or Before the First Day of the 2018-2019  Academic Year

Credits shall include content standards as provided by the Kentucky Academic Standards  established in 704 KAR 3:303 and 704 KAR Chapter 8. The required credits and demonstrated  competencies shall include the following minimum requirements:

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For Students Entering Grade Nine (9) on or after the First Day of the 2019-2020  Academic Year

Credits shall include content standards as provided by the Kentucky Academic Standards  established in 704 KAR 3:303 and 704 KAR Chapter 8. The required credits and demonstrated  competencies shall include the following minimum requirements:

For Students Entering Grade Nine (9) on or after the First Day of the 2020-2021  Academic Year

Credits shall include content standards as provided by the Kentucky Academic Standards  established in 704 KAR 3:303 and 704 KAR Chapter 8. The required credits and demonstrated  competencies shall include the following minimum requirements:

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Requirements for grade placement for schools operating under a six (6) or seven (7) period day  (including Lighthouse Academy, Warren County Day Treatment, and GEO International High  School) are: Sophomore (5 credits), Junior (11 credits), and Senior (16 credits). Requirements  for grade placement in a hybrid or block schedule (including Beacon Academy) are Sophomore  (6 credits), Junior (12 credits), and Senior (18 credits). Students who do not meet the college  readiness benchmarks for English and language arts and/or mathematics shall take a  transitional course or be provided intervention before exiting high school.

Students in an A-1 school who complete all graduation requirements early shall be allowed to  apply for early graduation through their school. The District office will send information to the  school each year with procedures and guidelines for students who wish to leave early. Students  in an A-5 or an A-6 school may graduate once they meet the graduation requirements and  complete all other requirements from the school.

Credit Requirements Per School

Based on class periods/daily schedule variances at Warren County high schools, students shall  meet the following credit requirements for graduation:

*NOTE: For the graduating classes of 2021 and 2022, Warren County Public Schools will  waive local graduation requirements that exceed the Kentucky Department of Education’s  minimum requirements set forth in 704 KAR 3:305 and Senate Bill 158 (2020).

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The District Office and the receiving school will work together to determine the number of  credits needed by students who transfer from a District school. Students in an A-5 or an A-6  District alternative school (Beacon Academy, GEO International High School, Lighthouse  Academy High School, and Warren County Day Treatment) must complete the number of  credits required by the sending school or the minimum of twenty-two (22) required by the  Kentucky Department of Education. Students who enroll at an A-5 or an A-6 school must earn  a credit or credits from that A-5 or an A-6 school in order to graduate from the A-5 school or  an A-6, unless there is an extreme or special circumstance approved by the Superintendent or  his/her designee.

Performance Based Credit

In addition to Carnegie units, students may earn credit toward high school graduation through  the District’s standards-based, performance-based credit system that complies with  requirements of Kentucky Administrative Regulation. Procedures for developing and  amending the system shall address the following:

1. Conditions under which high school credit will be granted under the system that allow  students to demonstrate proficiency and earn credit for learning acquired outside the  normal classroom setting, outside of school, or in prior learning;

Performance-based credit may be earned while the student is still “in school,” but the  instructional setting will look different from a traditional “seat time” environment.

2. Performance descriptors and their linkages to State content standards and academic  standards;

At the high school level, performance descriptors and evaluation procedures shall be  established to determine if the content and performance standards have been met. 3. Assessments and the extent to which state-mandated assessments will be used;  4. An objective grading and reporting process; and

5. Criteria to promote and support school and community learning experiences, such as  internships and cooperative learning, in support of a student’s ILP. Such experiences shall  be supervised by qualified instructors and aligned with State and District content and  performance standards.

Students may receive credit toward graduation requirements by successfully completing  performance-based credits in accordance with the following guidelines: 1. Students may earn performance-based credit:

a. as credit recovery;

b. if the student is taking a performance-based course for acceleration purposes; or c. if the student is taking a course designated as “performance-based”. In addition to 1 (a), (b), or (c) above, students taking performance-based courses must be  enrolled in the District’s Lighthouse Academy High School, Greenwood High School, South  Warren High School, Warren Central High School, Warren East High School, Beacon  Academy, GEO International High School, Warren County Day Treatment, or any of their  respective feeder schools.

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Any District school choosing to participate in a performance-based credit system will develop  performance descriptors and assessments for measuring student progress. Participating schools  will determine in which content areas students may earn credits. The District Student  Handbook and each high school student handbook shall include complete details concerning  specific graduation requirements.

In keeping with statutory requirements, the District shall accept for credit toward graduation  and completion of high school course requirements an advanced placement or a high school  equivalent course taken by a student in grades 5, 6, 7, or 8 if that student attains performance  levels expected of high school students in the District as determined by achieving a score of  "3" or higher on a College Board Advanced Placement examination or a grade of "B" or better  in a high school equivalent.2 

Other Provisions

The Board may award a diploma to a student posthumously indicating graduation with the  class with which the student was expected to graduate. Consistent with the District’s  graduation practices for all students, an alternative high school diploma shall be awarded to  students with disabilities in compliance with applicable legal requirements. In addition, former  students may submit to the Superintendent a request that the District provide them with an  alternative high school diploma to replace the certificate of attainment they received at time of  graduation from the District.3 

A student who is at least seventeen (17) years of age and who is a state agency child, as  defined in KRS 158.135, shall be eligible to seek attainment of a High School Equivalency  Diploma. The Board may substitute an integrated, applied, interdisciplinary, occupational,  technical, or higher-level course for a required course if the alternative course provides  rigorous content.

Early Graduation Certificate

Students who meet all applicable legal requirements shall be eligible for early graduation in relation to  receipt of a graduation diploma and an Early Graduation Certificate. Students wishing to  follow an early graduation pathway shall notify their Principal of their intent prior to the  beginning of grade nine (9) or as soon thereafter as the intent is known, but within the first  thirty (30) school days of the academic year in which they wish to graduate. A Letter of Intent  to Apply shall be entered into the student information system by October 1 of the year the  student declares intent to graduate early.4 

Students working toward receipt of an Early Graduation Certificate shall be supported by  development and monitoring of an ILP to support their efforts.

To graduate early and earn an Early Graduation Certificate, a student shall:

1. Score proficient or higher on the state-required assessments; and

2. Meet the college readiness exam benchmarks established 13 KAR 2:020 for placement  in credit-bearing courses without the need for remediation.

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A student who has indicated an intent to graduate early may participate in the student’s state  administration of the college readiness exam prior to the junior year, if needed. Students who  meet all applicable legal requirements shall be awarded a diploma and an Early Graduation  Certificate.

DIPLOMAS FOR VETERANS

In keeping with statute and regulation, the Board shall award an authentic high school diploma  to an honorably discharged veteran who did not complete high school prior to being inducted  into the United States Armed Forces during World War II, the Korean conflict, or the Vietnam  War.1 

In addition to regular classroom-based instruction, students may earn credit through the  following means.

Credit Recovery Courses

High school students enrolled in an A1 school may earn, through credit recovery courses,  academic credit to be applied toward graduation requirements in accordance with the  following guidelines:

1. Each unit requires approval of the Principal to be applied toward graduation  requirements.

2. Credit may be earned only to make up failed subjects in order to complete high  school graduation requirements. The Principal/designee may consider other special  circumstances;

3. Only approved courses and curricular programs offered by the high school will be  accepted; and

4. An official record of the final grade must be recorded on the student transcript.

Unless otherwise recommended by the Superintendent and approved by the Board, student or  their parents/guardians shall be responsible for all related expenses including tuition and  textbooks.

Online/Digital Courses

Students may earn units of academic credit to be applied toward graduation requirements by  completing online courses offered through agencies approved by the Board. Credit from  online courses may be earned under one of the following circumstances:

1. The course is offered at the high school, but the student will not be able to take   it due to an unavoidable scheduling conflict that would keep the student from   meeting graduation requirements; or student is a recent immigrant with specific   educational and scheduling needs.

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2. The Principal, with agreement from the student's teachers and  

 parents/guardians, determines the student requires a differentiated or   accelerated learning environment pursuant to the following guidelines: a. The express approval of the Principal/designee shall be obtained before  a student enrolls in a virtual course;

b. The school must receive an official record of the final grade before  credit toward graduation will be recognized; and

c. Students taking such courses must be enrolled in the District.

The District shall recognize only those online/digital courses from approved accredited  agencies. As determined by school/council policy, students applying for permission to take  an online course shall complete prerequisites and provide teacher/counselor  recommendations to confirm the student possesses the maturity level needed to function  effectively in an online learning environment. Online courses may be subject to review by  the Superintendent/designee for conformance with Kentucky Academic Standards and  District graduation requirements.

College Credit/Dual Credit

To differentiate/accelerate the curriculum to meet the needs of students, the District shall  recognize courses from post-secondary education institutions. Students will receive one (1)  high school credit for every three (3) semester hours of college work. Grades will be  calculated in non-weighted form for class rank and GPA and included in the student’s  transcript. Failure to complete the course shall be recorded. Credit may be earned in  accordance with the following requirements:

1. The student must present documentation supporting enrollment in the post 2. The course is not offered at the high school;

3. The course is offered at the high school, but the student will not be able to take   it due to an unavoidable scheduling conflict;

4. The high school must receive an official record of the final grade before credit   toward graduation will be recognized; and

5. Students taking such courses must be enrolled in the District.

6. All college courses taken will be listed on the student transcript at the high   school level for dual credit purposes.

7. The building Principal may make exceptions to these requirements as   extenuating circumstances arise: the exceptions shall be made only with prior   approval from the Principal.

Students shall be responsible for all related costs and transportation.

Dual-Credit Scholarship Program

The District may offer the opportunity for students to earn dual-credits through the Kentucky  Dual-Credit Scholarship Program and follows the guidelines outlined in the “Kentucky  Council on Postsecondary Education and Kentucky Department of Education Dual Credit

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Policy for Kentucky Public and Participating Postsecondary Institutions and Secondary  Schools,” located on the Kentucky Department of Education website.

Hardship Requests

Students who experience extreme health or economic hardship may apply for assistance with  graduation requirements for hardship reasons. In the case of extreme hardship, the District  may provide alternative methods for the student to complete District graduation requirements  which may allow for early graduation. Methods may include, but are not limited to, regular  classroom instruction, alternative classroom instruction, online courses, performance-based  opportunities, college programs, consideration of waiver of District requirements that exceed  state minimums (the District cannot waive state minimums), or credit recovery.

Requests

For requests not related to the early high school graduation program, unless otherwise  approved by the Superintendent/designee, requests for graduation assistance for hardship  reasons shall be presented in writing to the Principal.

Requests for graduation assistance for hardship reasons must meet the following  requirements:

• All school property must be returned in satisfactory condition; and

• All paperwork must be properly prepared and filed for graduation.

Plan

The grouping of students for instruction should coincide with sound judgment and  educational practice and shall be free from discrimination on the basis of sex, race, religion,  or national origin. Grouping should be done to enhance the quality and appropriateness of  instruction. Grouping should be flexible to meet student needs. Data on which to base  grouping shall be drawn from at least two of the following:

a. Teacher judgment,

b. Performance on standardized tests,

c. Performance on a skills continuum,

d. Student achievement data.

Legal Obligations

The Board shall operate programs for students with disabilities in accordance with the legal  obligations contained in the special education and section 504 procedures relating to such  programs.

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In situations involving students with disabilities, the Board shall determine whether to file for  due process hearings, or appeals therefrom, on behalf of the District, except in the following  situations:  

The Superintendent/designee is authorized to request due process hearings and to file for  extensions and appeals therefrom, and to request injunctive relief, due to substantial  likelihood of harm/danger/likelihood of injury by or of a student. The Superintendent or  designee is authorized to file for mediation on behalf of the Board and to file appeals from  the Kentucky Department of Education Special Education Complaint decisions on behalf of  the Board.

Assessment

District special education programs and related services shall meet all requirements  established by governance authorities.

Purpose

Home/hospital instruction provides educational services to students who cannot attend school  for extended periods due to temporary or recurring conditions, including fractures, surgical  recuperation, or other physical, health, or mental conditions. An “extended period” refers to an  absence for more than five (5) consecutive school days.

For purposes of KRS 157.360, a student who receives home/hospital instruction for a  minimum of two (2) instructional sessions per week, with a minimum of one (1) hour of  instruction per session, by a certified teacher provided by the Board, shall equal the student  attending five (5) days in school. An instructional session may be delivered in person,  electronically, or through other means established in regulation. A parent/guardian or  responsible adult must be present in the home/hospital room during the time the  home/hospital teacher is present or is otherwise delivering instruction.

Eligibility

Determination of a student’s eligibility and provision of services for home/hospital instruction shall be made in compliance with applicable statutes and regulations. In accordance with KRS  159.030(2), the Board shall require evidence for students exempted from school attendance  more than six (6) months. An exemption shall be reviewed annually.

At any time based on changes in the student’s condition, the home/hospital review committee  may schedule a review of the student’s continued eligibility for home/hospital instruction.

The Admissions and Release Committee (ARC) shall determine placement in home/hospital  instruction for a student with disabilities. The 504 Team for a student may facilitate  submission of an application to the review committee.

Secondary Students

A high school student placed on home/hospital instruction for extended periods may carry all  appropriate credits during the first semester of placement. Except for students with an  Individual Education Plan (IEP) or a 504 plan, the number of credits to be carried during all

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subsequent semesters of placement shall be determined on a case-by-case basis by the review  committee, based on the following criteria:

1. The student's ability to work independently during extended periods without direct  assistance.

2. The student's capacity to complete assignments within a reasonable time frame.

3. The likelihood that the student will be able to complete course criteria required for  graduation, as required by the Kentucky Academic Standards.

4. When considering the student's condition, should s/he take a full or reduced course  load? (If a reduced course load is appropriate, the committee shall determine the  number of courses the student may take.

Students with Disabilities

Based on documentation of student need, including medical or mental health evaluation  information, a student with disabilities may be placed in the home/hospital instructional  program if his/her individual education plan (IEP) specifies such placement is the least  restrictive environment for providing services. The ARC Chair shall provide written notice of  eligibility and documentation to the District Director of Pupil Personnel for purposes of  program enrollment.

The Admissions and Release Committee (ARC) or 504 Team shall determine on a case-by case basis the type and extent of home/hospital services for a student, including the number  of credits a student at the secondary level will be permitted to ear while on home/hospital  instruction.

District Provides

The District shall formally identify students in grades four through twelve (4-12) for  participation in the District's Gifted and Talented program. Students in the primary program  (Kindergarten – 3rd Grade) who display gifted or talented characteristics shall be selected  through an informal process, be placed in a talent pool and receive services that allow  continuous progress.

In compliance with applicable statutes and administrative regulations, the District shall provide  appropriate multiple service options in an environment that addresses the abilities, interests  and needs of students eligible for services in one (1) or more of the following categories:  general intellectual aptitude; specific academic aptitude; creative or divergent thinking;  psychosocial or leadership skills; and visual or performing arts. The definitions specified in  704 KAR 003:285 shall be used in the operation of the District's programs for gifted and  talented students.

Identification/Diagnosis and Eligibility

In compliance with 704 KAR 003:285, the Superintendent/designee shall develop strategies to  address identification and diagnosis of the strengths, behaviors and talents of these students.

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Determination of eligibility for gifted and talented services shall be based on the student's  individual needs, interests and abilities. Consideration shall be given to contributing factors  such as environmental and cultural factors, economic disadvantage or underachievement,  racial or ethnic minority, underachievement, membership or identified disability as defined in  KRS 157.200.

The District's plan for identifying gifted and talented students shall:

1. Employ a multi-faceted approach and utilize on-going and long-term assessment;

2. Be based on a variety of valid and reliable measures to include both informal and  formal techniques and other data specific to each category of giftedness, consistent  with standards established by Kentucky Administrative Regulation; and outlined in  the District S.U.M.M.I.T. Handbook.

3. Screen students for all areas of giftedness as defined by KRS 157.200.

Based on data gathered by the Gifted/Talented Coordinator or gifted education teacher, a  District selection/placement committee shall determine those students who are eligible for  gifted education services and the level of services to be provided. This committee shall consist  of at least the Gifted/Talented Coordinator, a school-based administrator, and a teacher.

Prior to selection or formal identification and placement of a student, the District shall obtain  parental or guardian permission before administering an individual test to the student given as  a follow-up to a test routinely administered to all students and used in formal identification. If  it is determined that their child is eligible for gifted education services, parents/guardians also  shall be notified, at least once annually, of the services included in the gifted and talented  student services plan and shall receive a copy of the procedures to be followed should they  wish to appeal the appropriateness of services. Gifted and talented students shall be provided  with a student services plan that meets requirements set out in administrative regulation.

Each school shall adjust its curriculum to meet the needs of gifted and talented students. Gifted  and talented students shall be served in a manner that:

1. Extends learning beyond the standard curriculum;

2. Provides flexible curricular experiences commensurate with the student's identified  interests, needs and abilities; and

3. Helps the student to attain, to a high degree, the goals established by statute and the  Board.

Procedures and strategies to implement this policy shall identify the following:

• Multiple service options reflecting continuous progress through a logical sequence of  learning,

• Means of obtaining parental input for use in determining appropriate services,

• A gifted and talented student services plan format that provides for matching a formally  identified gifted student's interests, needs, and abilities to differentiated service options,  and

• A plan for reporting to parents, at least once each semester, regarding their child's progress  in services included in the student's services plan.

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• Students in the Gifted Program shall not be required to make up missing classroom work  while being provided services through the District Gifted Program.

There shall be multiple service delivery options with no single service option existing alone,  district wide at any grade level.

Academic Acceleration

In accordance with the belief that all students are entitled to a quality education appropriate to  their particular needs, students (who advance beyond grade level through the state and local  curriculum) shall be given the opportunity to accelerate.

All students, including advanced learners, should be challenged and encouraged to attain  their full capabilities, which may be accomplished by providing access to curriculum  learning environments and instructional interventions normally delivered to older peers.

The process that shall be used for evaluating and identifying students for accelerated  placement, either by grade or one (1) or more subject areas shall be set out in administrative  procedure.

Personnel

The Superintendent shall appoint a Gifted/Talented Coordinator who shall oversee the  operation of the District's Gifted and Talented program and assist schools in implementing the  provisions of this policy. The Gifted/Talented Coordinator shall oversee the expenditure of  funds for gifted education to ensure they are used to provide direct services to identified  students.

Teachers of gifted and talented students shall meet requirements for certificate endorsement  as established in Kentucky Administrative Regulation. Through professional development  activities, all teachers shall be provided opportunities to receive training on identifying and  working with gifted and talented students.

Program Evaluation

The Gifted/Talented Coordinator shall coordinate the annual, on-going process of evaluating  all aspects of the gifted education program as directed by administrative regulation for annual  submission to the Kentucky Department of Education and make recommendations for  upgrading those areas found to be deficient. Each year, the Gifted/Talented Coordinator shall  be responsible for collecting data required for the annual report and submitting it to the  Superintendent/designee for his/her information prior to forwarding it to the Kentucky  Department of Education. This data will assist in making recommendations for the  comprehensive improvement planning process at both the district and school levels.

Grievances

Students or parents who wish to file a grievance concerning or appeal the following areas may  do so under the process outlined in administrative procedures:

1. The District's process for selecting students for talent pool services; 2. The District's process for formal identification of gifted and talented students; or

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3. The appropriateness and/or adequacy of talent pool services or services addressed in a  formally identified student services plan.

This policy and the procedures to implement it shall be made available for public inspection.

Plan for Diagnosing

The Superintendent/designee shall develop a plan for diagnosing and addressing student  academic deficiencies by providing extended school services (ESS) as required by federal or  state law.

Extended School Services

The Board shall provide extended school services consistent with students’ intervention plans  and goals included as part of individual learning plans, requirements of 704 KAR 003:390,  and local plans and procedures.

For students eligible to attend ESS, the District shall:

• Identify learning goals and benchmarks for each student that, if achieved,  indicate that the student may exit the extended school services program;

• Determine conditions under which a student's absence from the program  may be considered excused or unexcused; and

• Determine method for transporting students mandated to attend.

The District shall select pupils who need additional instructional time or differentiated  opportunity to learn academic and enrichment content aligned with their individual student  needs to improve their present level of performance in one (1) or more content areas. Priority  for ESS services shall be placed on designing and delivering services to students at risk  academically.

The District may provide extended school services during the regular school day when a  waiver for alternative service delivery has been obtained. Extended school services offered  during the summer shall be available to all eligible students residing in the District regardless  of whether they attend District schools.

Direct Student Services

The District may apply for Title I funding for Direct Student Services if eligible as provided  in Every Student Succeeds Act and the state plan required under federal law. Required  notices, funding, and provision of Direct Student Services shall be consistent with federal  and state requirements.

Student’s Opportunity to Participate

Each student shall be afforded the opportunity to begin each school day with the Pledge of  Allegiance to the Flag of the United States. No student shall be required to participate in the  Pledge against the student’s or the parents' wishes.

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Guidance and counseling services shall be provided for students. Counselor may perform  mental health services and provide implementation and training on trauma-informed  practices as addressed in law. Warren County Public Schools offer additional  social/emotional/mental health support to our students. Student Support Staff consists of the  District Mental Health Counselors, Social Workers, Mental Health Case Managers, and  certified therapy dogs. These supports may occur face-to face or through virtual  platforms. District Mental Health Support is voluntary and is not on-going therapy,  diagnosis, or treatment for mental health concerns. 

Services

Services provided by the guidance program shall consist of educational counseling; career  and personal counseling; testing, and other services requested by the Principal or  Superintendent. Administrators may also request the services of district Mental Health  counselors for students.

Individual Learning Plans

In keeping with Kentucky Administrative Regulation, the District shall implement an  advising and guidance process to support development and implementation of an Individual  Learning Plan for each student that includes career development and awareness.

Confidential Material

All records and counseling information shall be kept in confidence as provided by applicable  law.

Standards for Assignments

Each school’s SBDM Council shall establish standards for out-of-school assignments. These  standards shall encompass amounts and types of reasonable homework assignments by grade  level and shall be published in a format accessible to parents/guardians.

Purpose of Assignments

Homework shall be assigned for the improvement of learning and must be related to the  state-adopted standards. Curriculum-related assignments shall not be used for disciplinary  purposes. Assignments should have meaning for the student, should be clear and specific,  and should be of an amount and type that may be accomplished in a reasonable period of  time.

Certificate and Transfers

When a pupil in any public school completes the prescribed program of studies of the eighth  grade, he is entitled to a certificate of completion signed by the teacher. The certificate shall  entitle the pupil to admission into any public high school. Any promotions or credits earned  in attendance in any approved public school are valid in any other public school. In case a

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pupil transfers from the school of one district to the school of another district, he may not be  assigned to a lower grade or course until the pupil has demonstrated that he is not suited for  the work in the grade or course to which he has been promoted. Pupils who transfer from a  

non-accredited school may be required to take tests from the previous grade to determine  grade placement or course credit.

A student who has completed the requirements established by the State Department of  Education for a vocational program shall receive a vocational certificate of completion  specifying the areas of competence.

Diplomas

Upon successful completion of all state and Board requirements, the student shall receive a  diploma indicating graduation from high school.

Promotion/Retention

Each school shall determine criteria for student progress through the school’s program. The  criteria shall reflect mastery of state-required capacities and be aligned with the Kentucky  Performance Rating for Educational Progress (K-PREP).

A student may advance through the primary program without regard to age if the District  determines that s/he has acquired the academic and social skills taught in kindergarten and  that advancement would be in his/her best educational interest. Successful completion of the  primary program, as determined by methods set out in Kentucky Administrative Regulations,  shall be a prerequisite for a child's entrance into the fourth grade.

Promotions, in elementary school, shall be made by the Principal on recommendation of the  teacher. Promotions in the middle grades shall be made under the direction of the Principal.  Promotions in high school shall be made under the direction of the Principal.

Students With Disabilities

In cases, which involve students with disabilities, the procedures mandated by federal and  state law for students with disabilities shall be followed.

Review

Students not meeting the standard for promotion shall be subject to a Retention Review. The  Retention Review shall be conducted by the Principal and shall include, but not be limited to: a conference with the student’s parents, and a review of teacher’s recommendations,  pertinent date from the student’s cumulative folder, records of in-class interventions, and  results of remediation. At the conclusion of the review, the Principal shall make a  determination of promotion of retention. Such determination may be subject to further review  by the Superintendent.

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Achievement

Teachers shall maintain detailed, systematic records of the achievement of each student in the  state-mandated student management system on a schedule determined by the school  Principal.

Grade Reports

Grade reports shall be issued every nine (9) weeks for elementary, middle and high school  students. Mid-term reports will be sent to parent’s midway through the grading period for  grades four through high school (4-12).

Primary Assessment

Each primary teacher shall provide parents with a standards-based progress report. The  following continuum to reflect the continuous progress of each child shall be used for  primary school students:

Excellent (E) – Satisfactory (S) – Progressing (P) – Not on Grade Level (N) – Not taught (T)

Grading Scale

The following standards shall be adhered to for grades four through twelve (4-12):

A 90-100 F Below 60

B 80-89 I Incomplete

C 70-79 E Effort (For LEP students proficiency Level 1  

D 60-69 and Level 2 only)

Grades earned on end-of-course exams required for high school courses designated by  Kentucky Administration Regulation shall count as ten percent (10%) of a student’s final  grade in a course. An incomplete (I) grade must be changed to a passing or failing grade  within the first ten (10) days of the next grading period. Make-up work is the complete  responsibility of the student. A percentage grade shall be included in the student’s grade  report in addition to the letter grade.

Optional grades of E for excellent, S for satisfactory, and U for unsatisfactory may be used in  P.E., art, music, etc. at the middle school level. In grades K-3, a separate progress report will  be sent home to parents at the end of each nine-week grading period.

A middle school student may be considered for retention if s/he fails three (3) subjects with  at least two (2) of said subjects being from required course areas. A student may be required  to repeat a subject without being retained for the complete grade.

Disciplinary Action

A student’s grade shall not be lowered as a disciplinary action. However, it may be possible  for a student to receive a zero (0) on an assessment or assignment if the student is caught  cheating.

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Parent Conferences

Parent/teacher conferences may be scheduled when requested by the parent or teacher.  

Survey

Schools not having SBDM school councils shall survey teachers to determine their needs for  instructional resources. The results of the survey shall be used to establish priorities for  purchase.

Allocation Method

Within budgetary limits, schools or school councils shall establish an equitable method of  allocating funds to purchase instructional resources.

Financial Report

A financial report on allocations to and expenditures for instructional resources shall be  prepared annually by the Board and shall be a public record. Each school may carry forward  to the next fiscal year any part of the instructional resource allocation distributed to the  school that has not been spent or committed in the current fiscal year.

Instructional Resource Fund

Schools with any grade from P-8 may purchase instructional resources using State funds in  accordance with 704 KAR 003:455. Each school allocated instructional resource funds shall  complete an annual plan to identify purchases following guidelines of the Kentucky Board of  Education.

The annual plan shall be approved by the Board and by the School Council in SBDM  schools. All plans shall be approved by the local Board as to sufficiency of funding to  support the requested purchases. Any purchase exceeding the funds allocated shall be paid  from other Council funds in SBDM schools.

Fees

If the Board authorizes charging rental fees for students in grades nine through twelve (9-12),  the Board shall establish those fees annually.

Instructional resources shall be made available to all students. No student shall be denied full  participation in any educational program due to an inability to pay for, or rent, all necessary  instructional resources. Fee waivers shall be provided as required by applicable statutes and  regulations.

Responsibility

Students or parents shall compensate the District for instructional resources that are lost,  damaged, or destroyed while in the student's possession.

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Sectarian Texts

No book or other publication (written or digital) of a sectarian, infidel, or immoral character  or one that reflects on any religious denomination shall be used or distributed in any school.

This does not prevent a teacher, consistent with his or her assigned duties, from using or  distributing books or other publications that reflect any religious denomination to teach the  secular study of religion as permitted by the Constitutions of the United States of America or  the Commonwealth of Kentucky.

Copyrighted Materials

The use of copyrighted material for educational purposes, by school personnel, shall be  within the generally accepted uses delineated by applicable law. The Superintendent shall  develop procedures for informing appropriate personnel of the fair use of copyrighted  material for educational purposes.

Electronic Materials

All employees shall use electronic materials only in accordance with the license agreement  under which the electronic materials were purchased or otherwise procured. Electronic  materials are defined as computer software, databases, video tapes, compact and laser disks,  electronic textbooks, Internet based resources or any other copyrighted material distributed in  electronic form.

Any duplication of copyrighted electronic materials, except for backup and archival  purposes, is a violation of the law, unless the license agreement explicitly grants duplication  rights. The archival copy is not to be used on a second computer at the same time the original  is in use. In addition, illegal copies of copyrighted software shall not be used on Board  equipment. Through appropriate activities, the Director of Technology shall inform all  employees of their compliance responsibilities with electronic materials licensing agreements  and of the penalties for violating these agreements. Employees shall be required to sign an  agreement signifying that they have read and will abide by the Acceptable Use Policy  (Section 08.2323).

The Superintendent or designee shall sign all District software license agreements. Each  school using licensed software shall have on file a copy of the executed agreement.

Request

The review of instructional materials, including textbooks, supplementary materials,  electronic resources and library books, on the basis of citizen concerns will be conducted in  response to a properly filed written request under procedures developed by the  Superintendent. In schools operating under SBDM, these procedures for review shall include  school council consideration of the written concerns regarding instructional materials. Forms  for such requests may be obtained from the school and will be made available to any resident  of the District at the Superintendent's office. The request shall include a written statement of

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reason for objection and a statement of the desired action regarding the material under  consideration. Upon submission of the completed request to the Superintendent's office, a  school committee shall be appointed.

Employees receiving a written request for review of instructional materials shall notify the  Principal of the complaint, who shall then notify the Superintendent. The Superintendent  shall notify the Board of all complaints filed and the council's response.

In schools operating under SBDM, these procedures for review shall include school council  consideration of the written concerns regarding instructional materials before a Principal’s  Committee is convened.

Principal's Committee

The Principal shall appoint a review committee which shall consist of the following people:  the Principal, media librarian, one (1) teacher who teaches the subject area or grade level in  which the instructional material is used, and the supervisor of librarians.

Within ten (10) calendar days of the receipt of the prescribed form by the Superintendent's  office, the committee shall review the instructional material and prepare a written response to  the person who signed the request.

Unless the citizen files a written appeal to the Superintendent within ten (10) calendar days  of the receipt of the committee's response, the recommendations of the Principal's Committee  shall be followed.

Superintendent’s Committee

In the event of the citizen's written appeal the Superintendent shall appoint a review  committee which shall consist of the following people: one (1) administrator, one (1)  supervisor at the appropriate grade level, and (1) one media librarian. No person shall serve  as a member on both the Principal's and Superintendent's committee relating to the same  review request.

The Superintendent's Committee shall review the citizen's request, the report of the  Principal's Committee, and the instructional material in question; ask for further information,  if necessary, and prepare a written report of its findings and recommendations to the  Superintendent within thirty (30) calendar days after receipt of the citizen's appeal.  

Unless the citizen files a written appeal to the Board within ten (10) calendar days of the  receipt of the Superintendent's Committee's response, the recommendations of the Committee  shall be followed. In schools operating under SBDM, the review process shall be determined  by council policy.

Appeal to the Board

In the event of the citizen's written appeal, the Board shall review the instructional material  in question and both the Principal's and Superintendent's Committees' reports.

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The Board shall issue a written decision within sixty (60) calendar days after receipt of the  citizen's appeal. The Board's decision shall be considered final. Challenged books and/or  materials shall be withdrawn from the school only at the direction of the Board upon the  conclusion of the above steps.

The Board supports reasonable access to various information formats for students, employees  and the community and believes it is incumbent upon users to utilize this privilege in an  appropriate and responsible manner as required by this policy and related procedures, which  apply to all parties who use District technology.

Safety Procedures and Guidelines

The Superintendent shall develop and implement appropriate procedures to provide guidance  for access to electronic media. Guidelines shall address teacher supervision of student  computer use, ethical use of electronic media (including, but not limited to, the Internet, e mail, and other District technological resources), and issues of privacy versus administrative  review of electronic files and communications. In addition, guidelines shall prohibit  utilization of networks for prohibited or illegal activities, the intentional spreading of  embedded messages, or the use of other programs with the potential of damaging or  destroying programs or data.

Students shall be provided instruction about appropriate online behavior, including  interacting with other individuals on social networking sites and in chat rooms and  cyberbullying awareness and response. Internet safety measures, which shall apply to all  District-owned devices with Internet access or personal devices that are permitted to access  the District’s network, shall be implemented that effectively address the following:

• Controlling access by minors to inappropriate matter on the Internet and World Wide  Web;

• Safety and security of minors when they are using electronic mail, chat rooms, and other  forms of direct electronic communications;

• Preventing unauthorized access, including “hacking’ and other unlawful activities by  minors online;

• Unauthorized disclosure, use and dissemination of personal information regarding minors;  and

• Restricting minors’ access to materials harmful to them.

A technology protection measure may be disabled by the Board’s designee during use by an  adult to enable access for bona fide research or other lawful purpose. The District shall  provide reasonable public notice of, and at least one (1) public hearing or meeting to address  and communicate its initial Internet safety measures.  

Specific expectations for appropriate Internet use shall be reflected in the District’s code of  acceptable behavior and discipline including appropriate orientation for staff and students.

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Permission/Agreement Form

A written parental request shall be required prior to the student being granted independent  access to electronic media involving District technological resources. Students will be  granted access to District owned electronic resources upon signed agreement with the  policies and procedures outlined in the District's Student Handbook. The student's  parent/legal guardian (or the student who is at least 18 years old) must provide the  Superintendent or designee with a written request to rescind or modify this agreement.

The required permission/agreement form, which shall specify acceptable uses, rules of  on-line behavior, access privileges, and penalties for policy/procedural violations, must be  signed by the parent or legal guardian of minor students (those under 18 years of age) and  also by the student. This document shall be kept on file as a legal, binding document. In order  to modify or rescind the agreement, the student's parent/guardian (or the student who is at  least 18 years old) must provide the Superintendent with a written request. This document  shall be kept in the student's permanent record folder as a legal, binding document until  graduation. In order to modify or rescind the agreement, the student's parent/guardian (or the student who is at least 18 years old) must provide the Superintendent or designee with a  written request.

Employee Use

Employees shall not use a code, access a file, or retrieve any stored communication unless  they have been given authorization to do so. (Authorization is not required each time the  electronic media is accessed in performance of one’s duties.) Each employee is responsible  for the security of his/her own password.

Employees are encouraged to use electronic mail and other District technology resources to  promote student learning and communication with the home and education-related entities. If  those resources are used, they shall be used for purposes directly related to work-related  activities.

Technology-based materials, activities and communication tools shall be appropriate for and  within the range of the knowledge, understanding, age and maturity of students with whom  they are used.

District employees and activity sponsors may set up blogs and other social networking  accounts using District resources and following District guidelines to promote  communications with students, parents, and the community concerning school-related  activities and for the purpose of supplementing classroom instruction.

Networking, communication and other options offering instructional benefits may  be used for the purpose of supplementing classroom instruction and to promote  communications with students and parents concerning school-related activities.

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In order for District employees and activity sponsors to utilize a social networking site for  instructional, administrative or other work-related communication purposes, they shall  comply with the following:

1. They shall request prior permission in writing from the Superintendent.

2. If permission is granted, staff members will set up the site following any District  guidelines developed by the Superintendent or designee and school guidelines  developed by the Principal or designee.

3. Guidelines may specify whether access to the site must be given to school/District  technology staff.

4. If written parental consent is not otherwise granted through AUP forms provided by  the District, staff shall notify parents of the site and obtain written permission for  students to become “friends” prior to the students being granted access. This  permission shall be kept on file at the school as determined by the Principal.

5. Once the site has been created, the sponsoring staff member is responsible for the  following:

a. Monitoring and managing the site to promote safe and acceptable use; and

b. Observing confidentiality restrictions concerning release of student  information under state and federal law.

Staff members are discouraged from creating personal social networking sites to which they  invite students to be friends. Employees taking such action do so at their own risk.

All employees shall be subject to disciplinary action if their conduct relating to use of  technology or online resources violates this policy or other applicable policy, statutory or  regulatory provisions governing employee conduct. The Professional Code of Ethics for  Kentucky School Certified Personnel requires certified staff to protect the health, safety, and  emotional well-being of students and confidentiality of student information. Conduct in  violation of this Code, including, but not limited to, such conduct relating to the use of  technology or online resources, must be reported to Education Professional Standards Board  (EPSB) as required by law and may form the basis for disciplinary action up to and including  termination.

Community Use

On recommendation of the Superintendent/designee, the Board shall determine when and  which computer equipment, software, and information access systems will be available to the  community.

Upon request to the Principal/designee, community members may have access to the  Internet and other electronic information sources and programs available through the  District’s technology system, provided they attend any required training and abide by the  rules of usage established by the Superintendent/designee.

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Disregard of Rules

Individuals who refuse to sign required acceptable use documents or who violate District  rules governing the use of District technology shall be subject to loss or restriction of the  privilege of using equipment, software, information access systems, or other computing and  telecommunications technologies. Employees and students shall be subject to disciplinary  action, up to and including termination (employees) and expulsion (students) for violating  this policy and acceptable use rules and regulations established by the school or District.

Responsibility for Damages

Individuals shall reimburse the Board for repair or replacement of District property lost,  stolen, damaged, or vandalized while under their care. Students or staff members who deface  a District public or private web site or otherwise make unauthorized changes to a web site  shall be subject to disciplinary action, up to and including expulsion and termination, as  appropriate.

Responding to Concerns

School officials shall apply the same criterion of educational suitability used to review other  educational resources when questions arise concerning access to specific databases or other  electronic media.

Audit of Use

Users with network access shall not utilize District resources to establish electronic mail  accounts through third-party providers or any other nonstandard electronic mail system.

The Superintendent/designee shall establish a process to determine whether the District’s  education technology is being used for purposes prohibited by law or for accessing sexually  explicit materials. The process shall include, but not be limited to:

1. Utilizing technology that meets requirements of Kentucky Administrative  Regulations and that blocks or filters internet access for both minors and adults to  certain visual depictions that are obscene, child pornography, or, with respect to  computers with Internet access by minors, harmful to minors;

2. Maintaining and securing a usage log; and

3. Monitoring online activities of minors.

Retention of Records for E-Rate Participants

Following initial adoption, this policy and documentation of implementation shall be retained  for at least ten (10) years after the last day of service in a particular funding year.

When, in the judgment of the Superintendent, an emergency exists, he shall close the schools  or reduce the hours of the school day as appropriate in the interest of the health and safety of  the pupils. Superintendent shall notify media using mass notification system.

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Assigned

All pupils shall be assigned by geographic attendance districts and will attend the school  designated to serve their area of residence. Specific areas served by each attendance district  will be marked on a map in the central administration office and posted on the District  website. The Board may revise attendance districts from time to time to attain maximum  utilization of school facilities.1 The Board may find it necessary to assign students outside  their normal attendance area as set forth in this policy.

Residence Defined

Pupils whose parents or guardians are legal residents of the school District and have custody  of the student, or as otherwise provided by state or federal law, shall be considered residents  and entitled to the privileges of the District’s schools. Residence is defined by primary living  quarters.

If the court system has granted parents/guardians joint custody of a child then the primary  residence has to be declared upon enrollment and the child has to remain in that designated  school for the school term.

Proof of Residency

In determining residency for the purpose of this policy two (2) or more of the following items  and/or documents shall be required. The School, District and/or the Board may at their  discretion request additional information.

1. Utility bill in the name of the parent/guardian;

2. Lease agreement in the name of the parent/guardian;

3. Notarized statement of residency;

4. Copy of Deed for Primary Residence;

5. Voter Registration; or

6. Vehicle Registration.

Teacher to Ascertain Reason

When a pupil of compulsory school age withdraws from school, the teacher of the pupil shall  ascertain the reason.

Report to DPP

The teacher shall immediately report the withdrawal and the reason for it through the  Principal to the Superintendent's office (Director of Pupil Personnel).

Change of Residence

If the child has withdrawn because of residence, the next residence shall be ascertained and  included in the report. The District shall notify the Kentucky Department of Education when  a new student enrolls.

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Missing Children

The Director of Pupil Personnel shall notify the Justice Cabinet of any request for the records  of a student who has been flagged as missing.

Permission  

No written permission for withdrawal shall be required after the student's eighteenth (18th)  birthday.

Students between the ages of six (6) and eighteen (18) shall enroll and be in regular  attendance in the schools to which they are assigned and shall be subject to compulsory  attendance.

Follow-Up By District Personnel

Within three (3) months of the date of a student’s withdrawal from school, District personnel  designated by the Superintendent shall contact each student who has withdrawn from school  to encourage reenrollment in a regular, alternative, or High School Equivalency Diploma  program. If the student does not reenroll at that time, personnel shall make at least one (1)  more attempt toward reenrollment of the student before the beginning of the next school year.

Student Requests for Transfer

Requests for transfer to another District school must be based on physical, psychological, or  educational reasons. Family hardship may also be considered in changing school assignment.  

In compliance with and as set forth by federal requirements, the District shall allow students  to transfer to another District school if:

1. Another school option exists;

2. The assigned school is designated by the state as being “persistently dangerous”; 3. The student becomes a victim of a violent criminal offense, as determined by state  law, while attending school.

In-District Transfers

Upon proper application, students who reside in one elementary, middle or high school  attendance district within the District may be permitted to transfer to another District  elementary, middle, or high school, provided such approval does not result in employment of  additional staff, an imbalance in class size, class cap or overcrowding in the receiving school.

Each middle and high school Principal may accept additional students in a number not to  exceed an established percentage of the student population living within a school’s specific  attendance area. This percentage shall be recommended by the Superintendent to the Board  of Education. The allocation of funding for the school will not be affected by this percentage  and no staff will be added. The percentage and method for calculation shall be approved by  the Board on an annual basis. The Board may allow out of district students to continue in a  feeder school system provided they have been enrolled in that feeder system a minimum of  two (2) years and it will not count toward the percentage calculation.

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1. Requests for Child Care Transfers

• Requests for child-care transfers must state clearly the reason the students  cannot attend their assigned school.

2. Requests for Hardship Transfers

• Requests for family hardship transfers must show clearly an unusual  hardship different from that of other families in the District.

3. Requests for Medical Transfers

• Parents/guardians of children with medical documentation from a medical  doctor, psychologist or psychiatrist may make application for transfer  

according to Board policy. The transfer may be approved by the building  Principal following consultation with the Director of Pupil Personnel and  the District Health Coordinator. Parents/guardians shall be responsible for  transportation, however if an IEP or 504 plan directs the transfer, the  

District may be required to provide the transportation.

4. Requests for Children of Full-Time Employee Transfers

• Warren County Public School employees may apply for a transfer for their  children. Application shall be made according to Board policy and the  student must meet the criteria set by the Board policy. Approval by the  

building Principal may be granted provided such approval does not result  in employment of additional staff, an imbalance in class size, class cap, or  overcrowding in the receiving school. Parents/guardians shall be  

responsible for transportation.

5. Request is from year to year.

Parents/guardians are responsible for the transportation of their children when granted a  transfer to another District school. No additional bus routes will be added. Questions  regarding transportation must be addressed to the Director of Transportation.

Parents/guardians who wish to request a transfer of their child should file a properly  completed application with the office of Director of Pupil Personnel, between the dates of  April 1 and June 1, for the following school year. Applications received after June 1 will not  be considered until all April 1 – June 1 applications have been processed. Applications may  be obtained from the office of Director of Pupil Personnel. Requests for transfer after school  starts will be considered only in extreme circumstances.

Students granted a transfer will have to reapply annually with preference given to those who  had been granted a transfer the year before so long as the application is received, in the office  of the Director of Pupil Personnel, on or before June 1.

Once transferred, a student can return only to his/her school of residence at the beginning of  the next grading period/term, and cannot be granted additional transfers during a school year.  Requests for transfer prior to the end of the grading period/term will be considered only in  extreme circumstances.

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Students granted a transfer must be in regular attendance (maximum of three (3) unexcused  absences or three (3) unexcused tardies), be in good standing in regard to discipline and must  be making minimum academic progress (maintains a “C” grade, cumulative through the  student’s previous semester). Non-compliance with academic, attendance, or discipline  requirements may result in forfeiture of future transfers or a return of the student to his/her  school of residence. The return to school of residence should be should be at the beginning of  the next grading period/term.

Once school has begun, a transfer student may be compelled to return to his/her school of  residence if the class the transferred student is attending is at “cap” and a student in residence  enrolls, making the class over “cap.” Students may be required to return to school of  residence immediately if this should occur.

Students with disabilities may transfer within the guidelines of this policy as long as there is  programming available at the transfer school that meets the specifications of the student’s  IEP.

Transfers involving student participation in high school athletics will be in accordance with  Kentucky High School Athletic Association (KHSAA) bylaws.

The Superintendent/designee is charged with resolving disputes regarding transfer cases.

Resident Student Reassignment

Should classes in a particular school exceed the allowable size limit specified by law or  regulation, the Superintendent/designee is permitted to move pupils from their respective  attendance areas to balance student/teacher assignments. Any such reassignment would be at  the cost or service of the Board.

When A Family Moves

If a family moves from one attendance area to another within the school system during the  school year, the pupil may be permitted to finish the school year in the school in which  he/she was last enrolled (at no cost or service by the Board). An In-District Transfer  application must be completed by the parent/guardian and submitted to the Principal for  approval. The following criteria apply:

1. The Principal gives approval;

2. Class size limits are not exceeded;

3. The student maintains a “C” grade (cumulative through the student’s  previous semester);

4. Must be in regular attendance (maximum of three (3) unexcused absences  or three (3) unexcused tardies);

5. The student/parent provides transportation;

6. The student has an acceptable discipline record as determined by the  Principal; and

7. There is no service provided or cost incurred by the Board.

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8. Approval shall be granted with the understanding the student may be  required to enroll at the school serving his/her attendance zone if, the above  criteria are not met. The student may be asked to return to their school or  residence at the beginning of the next grading period/term.

Non-Residents

Nonresident pupils upon application and timelines may be admitted to the District’s schools  in accordance with Board policy and upon approval of the Superintendent. The number of  nonresident pupils admitted to a school shall not exceed the number of in-district transfers  granted for that school.

Residence Defined

Pupils whose parents or guardians are legal residents of the school District and have custody  of the student, or as otherwise provided by state or federal law, shall be considered residents  and entitled to the privileges of the District's schools. All other pupils shall be classified as  nonresidents for school purposes.1 

Homeless Children and Unaccompanied Youth

The District shall provide educational and related services to homeless children and youth,  including preschool-aged homeless children, and homeless children or youth not in the  physical custody of a parent or guardian (unaccompanied youth) in a manner that does not  segregate or stigmatize students on the basis of their homeless status.

The District shall provide its schools with guidelines that detail the rights of homeless students  and the responsibilities that schools have to meet their needs and eliminate barriers to school  attendance. These guidelines shall emphasize the right of homeless students to:

1. Have equal access to all educational programs and services, including transportation,  that non-homeless children enjoy;

2. Have access to preschool programs as provided to other children in the District;

3. Continue attending their school of origin, when deemed in the best interest of the child,  for the duration of homelessness;

4. Attend regular public school with non-homeless students; and

5. Continue to receive all services for which they are eligible (i.e., special education,  gifted and talented, English learner).

The District shall provide transportation to the school of origin for homeless children at the  request of the parent or guardian (or in the case of an unaccompanied youth, the liaison) if the  child continues to live within the area served by the District in which the school of origin is  located. If the child locates to a District other than that of his/her school of origin, the districts  shall work together to apportion transportation to and from the school of origin and associated  costs. If the districts are unable to reach agreement, responsibility and costs for transportation  shall be shared equally.

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Homeless Children and Unaccompanied Youth

The District shall designate an appropriate staff person to serve as liaison to homeless children  and unaccompanied youth. In addition to coordination of McKinney-Vento implementation in  the District, the liaison is responsible for:

• “Outreach” to other entities and agencies so that homeless students are identified; • Providing public notice of the educational rights of homeless children in locations  frequented by parents/guardians and unaccompanied youths. This notice is to be  in a manner and form that is understandable;2

• Seeing that school personnel who provide McKinney-Vento Services receive  professional development and other support; and

• Ensuring that unaccompanied youths are enrolled in school and receive support to  accrue credits and access to higher education.

• The District shall inform school personnel, service providers, advocates working  with homeless families, parents, guardians and homeless children and  

unaccompanied youths of the duties of the liaison.

• All concerns regarding the education of homeless children and unaccompanied  youth shall be referred to the District liaison. If a complaint arises regarding  services or placement of homeless children and unaccompanied youth, the dispute  resolution procedures as set forth in 704 KAR 007:090 shall apply.

• Disputes over eligibility, school selection, or enrollment are to be appealed to the  Kentucky Department of Education using the Dispute Resolution for Homeless  form located at the link below:

• https://education.ky.gov/federal/progs/txc/Documents/Homeless%20Dispute%20 Resolution%20Form.pdf 

• The liaison shall provide a copy of the referenced form to the complainant. • The District shall provide services for homeless children and unaccompanied  youths with disabilities as required by law.

• Children in Foster Care

• Students in foster care shall have equal access to all educational programs and  services, including transportation, which all other students enjoy.

• Foster children are to be immediately enrolled in a new school. The District shall  collaborate with the Cabinet to ensure immediate and appropriate enrollment of  the child and immediately contact the student’s previous school for relevant  records. The previous school shall provide the new school records within the  student information system maintained by the Kentucky Department of Education  by the end of the working day on the day of receipt of a request. If a record  provided to the new school is incomplete, the previous school shall provide the  completed record within three (3) working days of the original request.  Remaining records shall be provided within ten (10) working days of the request.

• The Superintendent shall appoint a Foster Care Liaison to coordinate activities  relating to the District’s provision of services to children placed in foster care,  including transportation services, when the District is notified by the Cabinet for  Health and Family Services in writing that the Cabinet has designated its foster  care Foster Care Liaison for the District. The Superintendent may appoint the  District Foster Care Liaison prior to such notice from the Cabinet.

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• Children in foster care, including preschool aged children if the District offers a  preschool program, shall be eligible to attend their “school of origin” unless a  determination is made that it is not in the child’s best interest. Such determination  will be made in collaboration with the child welfare agency. Dispute resolutions  shall be handled by all agencies involved in the determination of the foster child’s  placement.

When possible, a child exiting the foster care program during the school year shall be allowed  to complete the school year in the school of origin.

Best Interest of the Child

Determining the best interest of the child takes into consideration the following factors,  including but not limited to:

• The benefits to the child of maintaining educational stability;

• The appropriateness of the current educational setting;

• The child’s attachment and meaningful relationships with staff and peers at the  current educational setting;

• The influence of the school’s climate on the child;

• The safety of the child; and

• The proximity of the placement to the school of origin, and how the length of a  commute would impact the child.

Upon the determination that changing a child's school of enrollment is in the best interest of  the child, the Cabinet, any applicable child-caring facility, child-placing agency, school,  districts, and the child's state agency caseworker shall collaborate to ensure the immediate  and appropriate enrollment of the child;

1. The child's state agency caseworker shall immediately contact the receiving district to  inform the district of the pending enrollment changes.

2. The child's state agency caseworker or child-caring facility or child placing agency case  manager shall either accompany the child and the foster parent to the new school to  enroll the child or contact applicable staff at the new school via telephone during the  day of enrollment, to assist with the enrollment, to share information relating to the  child's unique needs and prior experiences that may impact their education, and to  identify and prevent disruptions in any instructional or support services that the child  may have been receiving prior to that time, including but not limited to medical and  behavioral health history and individual service plans.7 

Immigrants

No student shall be denied enrollment based on his/her immigration status, and documentation  of immigration status shall not be required as a condition of enrollment.

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Nonresidents

Nonresident pupils may be admitted to the District's schools in accordance with Board policy  and upon approval of the Superintendent.3 Written nonresident pupil contract information shall  be kept on file at both the attending and resident districts.

Nonresident students designated as homeless or foster children may be required to be enrolled  consistent with the “best interest of the child” or “school of origin” requirements under the  “Every Student Succeeds Act” (ESSA) and the McKinney-Vento Act as amended by ESSA.

Transfer of ADA

Nonresident pupils may be admitted to the District schools upon payment of tuition and/or  transfer of the pupil's average daily attendance as defined under Kentucky's public school  fund.4&5 

Foreign Exchange Students

The District shall regulate the admission and participation of foreign exchange students in the  District’s educational programs. Foreign exchange students shall register with and be approved  by the Director of Pupil Personnel and the Principal of the school in which the foreign exchange  student seeks to enroll.

Foreign exchange students shall attend for only one (1) school year for the purpose of gaining  language and cultural experiences. Grade level placement shall be decided by the Principal  based on years in school, courses in which the student will be placed, number of credits earned  at their home school, and recommendation of foreign exchange agency/company through  which the student is applying. Students who have graduated from high school will not be  accepted.

Foreign exchange students will be permitted to enroll only during the first five (5) school days  of each semester. The student must submit to the receiving school a minimum of thirty (30)  calendar days before enrolling the required paperwork and a videotape of the student using  conversational English to show the English-speaking skills of the student. The school will  determine if the student’s English-speaking skills meet enrollment requirements. These  conditions and requirements may be modified in exceptional circumstances as determined by  the Principal of the receiving school.

Non-Immigrant Foreign Students

Non-immigrant foreign students qualifying for F-1 immigration status or who obtain an F-1  student visa may be admitted to the District based on the following guidelines:

1. These students shall not be permitted to attend any publicly funded adult education  program.

These students may be permitted to attend in grades nine through twelve (9-12), but  not at earlier grade levels

2. As required by law, these students shall pay a tuition fee equal to the full,  unsubsidized per capita cost to the District for providing education to the student  for the period of attendance.

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3. The period of attendance shall not exceed twelve (12) months.

These requirements do not apply to immigrant students residing in the District or foreign  students in any other immigration status, including exchange students.

Expelled/Convicted Students

The parent, guardian, Principal, or other person or agency responsible for the student shall provide to the school prior to admission, a sworn statement or affirmation concerning any of  the following that have occurred in or outside Kentucky:

1. If a student has been expelled from school; or

2. If a student has been adjudicated guilty/convicted of, homicide, assault, or an offense  in violation of state law or school regulations relating to weapons, alcohol, or drugs.

Assault shall mean any physical assault, including sexual assault.

The sworn statement or affirmation shall be on a form provided by the appropriate state agency  and shall be sent to the receiving school within five (5) working days of official notification  that a student has requested enrollment in the new school.6 

If a student is suspended or expelled for any reason, or faces charges that may lead to  suspension or expulsion, but withdraws prior to a hearing from any public or private school in  Kentucky or any other state and then moves into the District and seeks to enroll, the District  shall review the details of the charges, suspension, or expulsion and determine if the student  will be admitted, and if so, what conditions may be imposed upon the admission. Prior to a  decision to deny admission, the District shall offer the student, parent/guardian, or other  persons having legal custody or control of the student a hearing before the Board.

Preschool

In accordance with appropriate state and federal legal requirements, any child who has been  identified as disabled, and who is three (3) or four (4) years of age, by August 1 of the  current year, shall be eligible for a free and appropriate preschool education and related  services. Children at risk of educational failure who are four (4) by August 1 may enter  preschool. All other four (4) year old children shall be served to the extent placements are  available.

Primary School

A child who is five (5) or who may become five (5) years of age by August 1 may enter  primary school and may advance through the primary program without regard to age in  accordance with KRS 158.031. A child who is six (6) years of age, or who may become six  (6) years of age by August 1, shall attend public school or qualify for an exemption as  provided by KRS 159.030.

The District shall establish guidelines to determine a student’s level of academic and social  skills when that student is being considered for advancement through the primary program.3  A student who is at least five (5) years of age, but less than six (6) years of age, may be

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enrolled in the second level of the primary program in keeping with the process set out in  Kentucky Administrative Regulation.

Petition Process

Parents/guardians may petition the Board to allow their child to enter school earlier than  permitted under statutory age requirements. On receipt of a petition, the District shall  conduct an evaluation process to help determine a student’s readiness to engage in and  benefit from early entry to school. The process shall be established in accordance with the  following:

1. The District shall establish guidelines to determine a student’s readiness for entry,  including the date by which petitions must be submitted to the Central Office.

2. Developmentally appropriate measures, which may include state-approved screening  instruments, shall be used to determine a student’s level of developmental, academic  and social readiness.

3. Based on staff recommendations, the Superintendent shall recommend to the Board  whether to grant the request.

4. Considerations may include availability of space and funding.

Any tuition amounts charged to students permitted early entry under this Policy shall be the  same as that charged to other tuition paying students who meet statutory age requirements.

Proof of Age

Upon enrollment for the first time in any elementary or secondary school, a student or  student's parent shall provide:

• A certified copy of the student's birth certificate, or

• Other reliable proof of the student’s identity and age with an affidavit explaining the  inability to produce a copy of the birth certificate.

Compulsory Attendance

All children in the district who have entered kindergarten or who are between the ages of six  (6), as of August 1, and eighteen (18), except those specifically exempted by statute, shall  enroll and be in regular attendance in the schools to which they are assigned.

Per 704 KAR 005:060, any five (5) year old child not otherwise subject to compulsory  attendance laws, but who voluntarily enrolls in the primary school program at the beginning  of the school year, may upon parental or guardian’s written request be withdrawn from the  program at any time within the first two (2) school calendar months. At the end of such trial  period a child shall be considered irrevocably entered into the primary school program for  purposes of KRS 159.010 and KRS 159.020.

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Exemptions from Compulsory Attendance

The Board shall exempt the following from compulsory attendance:

1. A graduate from an accredited or approved 4-year high school,

2. A pupil who is enrolled in a private or parochial school,

3. A pupil who is less than seven (7) years old and in regular attendance in a  private kindergarten nursery school,

4. A pupil whose physical or mental condition prevents or renders  inadvisable, attendance at school or application to study,

5. A pupil who is enrolled and in regular attendance in private, parochial, or  church school programs for exceptional children, or

6. A pupil who is enrolled and in regular attendance in a state supported  program for exceptional children.

Physician's Statement Required

The Board, before granting an exemption, shall require a signed statement as required by law  unless a student’s individual education plan (IEP) specifies that placement of the child with a  disability at home or in a hospital is the least restrictive environment for providing services.

Exceptions to Presence at School

Students must be physically present in school to be counted in attendance, except under the  following conditions:

1. Students shall be counted in attendance when they are receiving home/hospital,  institutional, or court-ordered instruction in another setting.

2. Participation of a pupil in 4-H activities that are regularly scheduled and under the  supervision of a county extension agent or the designated 4-H club leader shall be  considered school attendance.

3. Students may participate in co-curricular activities and be counted as being in  attendance during the instructional school day, provided the Principal/designee has  given prior approval to the scheduling of the activities. Approval shall be granted  only when co-curricular activities and trips are instructional in nature, directly related  to the instructional program, and scheduled to minimize absences from classroom  instruction.

4. Students participating in an off-site virtual high school class or block may be counted  in attendance in accordance with requirements set out in Kentucky Administration  Regulation.

5. Students having an individual education plan (IEP) that requires less than full-time  instructional services shall not be required to be present for a full school day. 6. Students who attend classes for moral instruction at the time specified and for the  period fixed shall be credited with the time spent as if they had been in actual  attendance in school, and the time shall be calculated as part of the actual school work  required by law. Students shall not be penalized for any school work missed during  the specified moral instruction time.

7. Students participating as part of a school-sponsored interscholastic athletic team, who  compete in a regional or state tournament sanctioned by the Kentucky Board of  Education or KHSAA, that occurs on a regularly scheduled student attendance day

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shall be counted and recorded present at school on the date or dates of the  competition, for a maximum of two (2) days per student per school year. Students  shall be expected to complete any assignments missed on the date or dates of the  competition.

8. The pupil is participating in standards-based, performance-based credit that is  awarded in accordance with 704 KAR 003:305, and that falls within one (1) or more  of the categories of standards-based course work. A pupil may be counted in  attendance for performance-based credit for a class or block for the year or semester  in which the pupil initially enrolled in the class or block if the pupil demonstrates  proficiency in accordance with local policies.  

9. Students attending basic training required by a branch of the United States Armed  Forces shall be considered present for all purposes for up to ten (10) days.

Emancipated high school students or those over sixteen (16) years of age enrolled in three (3)  units or less of academic credit shall be classified as part-time. Enrollment of part-time  students shall be subject to the approval of the Principal and the Warren County Board of  Education.

Prohibitions

Persons over twenty-one (21) years of age shall not be admitted to or served by the District's  elementary or secondary schools. The exception to this policy is that if a student turns twenty one (21) years of age prior to graduation from high school but has (on his/her twenty-first  birthday substantially completed graduation requirements so that it is reasonable that the  student will graduate at the conclusion of the current academic semester, or at the latest, at the  end of the following semester, the student may, within the Board’s discretion and upon  recommendation of the Principal, or Superintendent, remain enrolled in the high school so long  as the student would otherwise be permitted to attend. Factors which could lead to a decision  not to recommend continued attendance or a Board decision to reject a recommendation for  continued attendance include, but are not limited to, the following: discipline issues, attendance  and/or academic performance.

Students under age twenty-one (21) who already have graduated from an accredited or four (4)  year high school shall be considered to have completed high school and shall not be permitted  to enroll in the District. Students who have earned a High School Equivalency Diploma shall be  permitted to enroll to work toward completion of graduation requirements.

Exceptions

The District may provide an approved high school program to a student who is a refugee or  legal alien until the student graduates or until the end of the school year in which the student  reaches the age of twenty-one (21), whichever comes first. The District may provide a virtual  high school completion program for persons twenty-one (21) years of age or older as permitted  by KRS 158.100.

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Students With Disabilities

In cases which involve students with disabilities, the procedures mandated by federal and state  law for such students shall be followed.

Students are required to attend regularly and punctually the school in which they are  enrolled. Recording of absences and tardies shall be made in compliance with the  requirements of 702 KAR 007:125.1

Truancy Defined

Any student who has attained the age of six (6), but has not reached his/her eighteenth (18th)  birthday, who has been absent from school without valid excuse for three (3) days or more,  or tardy without valid excuse on three (3) days or more, is a truant.

Any student enrolled in a public school who has attained the age of eighteen (18) years, but  has not reached his/her twenty-first (21st) birthday, who has been absent from school without  valid excuse for three (3) or more days, or tardy without valid excuse on three (3) or more  days, is a truant.

Any student who has been reported as a truant two (2) or more times is an habitual truant. For the purposes of establishing a student's status as a truant, a student’s attendance record is  cumulative for an entire school year. When students transfer from one Kentucky district to  another, attendance information from the previous district shall become part of their official  attendance record for that school year.

Excused Absence or Tardiness

An excused absence or tardiness is one for which work may be made up and which has been  verified by the Principal or designee.

Unexcused Absences

All other absences other than those defined in this policy as excused shall be considered  unexcused. No make-up work, including tests, shall be allowed for unexcused absences. Excused Absences/Grades K-8

Excused absences shall include:

1. Death or severe illness in the student's immediate family;

2. Illness of the student;

3. Appearance in court of the student pursuant to a warrant, subpoena, or citation; 4. Religious holidays and practices;

5. Participation in school-related activities approved by the Principal or designee; 6. One (1) day prior to departure of parent/guardian called to active military duty; 7. One (1) day upon the return of parent/guardian from active military duty,

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8. Visitation for up to ten (10) days with the student’s parent, de facto custodian, or  person with legal custody who, while on active military duty stationed outside of the  country, is granted rest and recuperation leave,

9. Other valid reasons as determined by the Principal, including trips qualifying as  educational enhancement opportunities.

Students shall be granted an excused absence for up to ten (10) school days to pursue an  educational enhancement opportunity determined by the Principal to be of significant  educational value. This opportunity may include, but not be limited to, participation in an  educational foreign exchange program or an intensive instructional, experiential, or  performance program in one (1) of the core curriculum subjects of English, science,  mathematics, social studies, foreign language, and the arts. Unless the Principal determines  that extenuating circumstances exist, requests for date(s) falling within State or District  testing periods shall not be granted.

The Principal’s determination may be appealed to the Superintendent/designee whose  decision may then be appealed to the Board under its grievance policy and procedures. Students receiving an excused absence under this section shall have the opportunity to make  up school work missed and shall not have their class grades adversely affected for lack of  class attendance or class participation due to the excused absence.

Excused Absences Grades 9-12

Excused absences shall include:

1. Death or severe illness in the student's immediate family;

2. Illness of the student;

3. Court appearance of the student pursuant to a warrant, subpoena, or citation; 4. Testing for driver's license if accompanied by parent or guardian and upon approval  of Principal or designee;

5. Religious holidays and practices;

6. Participation in school-related activities approved by the Principal or designee;  7. Documented military leave;

8. One (1) day prior to departure of parent/guardian called to active military duty; 9. One (1) day upon the return of parent/guardian from active military duty, 10. Visitation for up to ten (10) days with the student’s parent, de facto custodian, or  

person with legal custody who, while on active military duty stationed outside of the  country, is granted rest and recuperation leave,

11. Ten (10) days for students attending basic training required by a branch of the United  States Armed Forces, or

12. Other valid reasons as determined by the Principal or designee, trips qualifying as  educational enhancement opportunities.

Release of Students

At any time, students are dismissed from school, they shall be released according to the  written instructions provided by the custodial parent/guardian. The instructions, which shall

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be requested at the time the student registers/enrolls for the school year, shall include the  student's regular mode of transportation at the end of the day and a list of persons, in addition  to the custodial parent/guardian, who are authorized to pick up the child from school. Any  deviation from the authorized release process must be approved by the Principal/designee  prior to the student departing school in another manner.

It shall be the responsibility of the custodial parent/guardian to notify the school in writing if  release instructions are to be revised. If written instructions are not provided to the school,  the student shall only be released to ride home on the assigned bus or with the custodial  parent/guardian. Any student who leaves the school grounds at any time without proper  authorization shall be subject to appropriate disciplinary action.

Release Process

If the student is to be picked up early, the custodial parent/guardian or designee shall report  to the Principal's office and sign for the student's release.

Each school shall maintain a daily entry and exit log of students signing in late or signing out  early and shall require proof of identification from individuals (driver's license, picture  identification, etc.) to assure that they are authorized to pick up the student. Those students  who are not on record as being under the care or control of a parent/guardian may sign for  their own dismissal.

Exceptions

A student may be released to a person with lawful authority to take custody of the student,  e.g., a police officer with a warrant or the person authorized by the Cabinet for Health and  Family Services when the student is committed to the Cabinet or when the Cabinet is granted  custody of the student by a court order. In such case, the student's parent shall be notified at  the earliest opportunity except as otherwise provided by a court order or law.

When custody of a student is granted to the Cabinet by a court order as a result of  dependency, neglect, or abuse, the Cabinet shall notify the Principal, Assistant Principal, or  Guidance Counselor of the names of persons authorized to contact the child at school or  remove the child from school grounds.

The notification shall be provided to the school by the Cabinet:

a) By written notice via email or fax on the day that a court order is entered and again on  any day that a change is made with regard to persons authorized to contact or remove  the child from school. Verbal notification shall occur on the next school day  immediately following the day a court order is entered or a change is made if the court  order or change occurs after the end of the current school day; and  

b) By written document within ten (10) calendar days following a change of custody or  change in contact or removal authority.

In addition, the Board authorizes emergency release of students for illness or other bona fide  reasons, as determined by the Principal.

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Fee to be Charged

The Board may charge a fee, according to a schedule adopted by the Board, for each student  attending its schools whose parent is not a bona fide resident of the district.  

Refunds Tuition  

Refunds of tuition shall be made on a pro rata basis of time in membership.

The following are key provisions that apply to students from military families that are based  on the compact agreed upon by states belonging to the Interstate Commission on Educational  Opportunity for Military Children:

Enrollment

A child of a military family may pre-enroll or participate in pre-admission in the District if the  parent or guardian of the child:

a) Is transferred to or is pending transfer to a military installation or to a reserve  component within the state while on active military duty pursuant to an official  military order.

b) Is returning to the state after within one (1) year of being separated from the military  with an honorable discharge, discharge under honorable conditions, or a general  discharge under honorable conditions.

The District shall accept an application for enrollment and course registration by electronic  means for the child, including enrollment in a specific school or program within the District.

The parent or guardian of a child of a military family shall provide proof of residence to the  District within ten (10) days after the arrival date provided on official documentation. The  parent or guardian may use, as proof of residence, the address of:

1. A temporary on-post billeting facility;

2. A purchased or leased home or apartment;  

3. Any federal government housing or off-post military housing, including off-post  military housing that may be provided through a public-private venture; or 4. A home under contract to be built.

Until actual attendance or enrollment in the District, the child of a military family shall not: 1. Count for the purposes of average daily attendance; or

2. Be included in the state assessment and system.

To accommodate for temporary housing, if a child utilizes this section to enroll in the District,  but the residence identified above has not yet become available, then the District shall allow  the child to enroll and begin attending the District regardless of the child's temporary residence  and subsequently be included in the District's calculation of average daily attendance under

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KRS 157.320, for a period of up to one (1) year from the parent's or guardian's reporting for  duty date or separation date before being considered a resident of another District.1 

Students from a household of a active duty service member who are moving into the District  shall be enrolled and appropriately placed as quickly as possible based on information provided  in the student’s unofficial records pending validation by the official record that the District  shall request from the sending school.

Special power of attorney, relative to the guardianship of a child of a military family and  executed under applicable law shall be sufficient for the purposes of enrollment and all other  actions requiring parental participation and consent. A transitioning child of a military family  who is placed in the care of a non-custodial parent or other person standing in loco parentis  and living in a jurisdiction other than that of the custodial parent may continue to attend the  school in which s/he was enrolled while residing with the custodial parent.

Tuition

Tuition shall not be charged for a transitioning child of a military family who is placed in the  care of a non-custodial parent or other person standing in loco parentis and living in the  jurisdiction other than that of the custodial parent.

Immunization Requirements

Students from military families shall have thirty (30) days from the date of enrollment to obtain  required immunizations or additional time as may be determined by the Interstate Commission  Compact rules.

Placement

Kindergarten and first grade students from a household of a active duty service member  moving into the District from an accredited school in another state shall be allowed to continue  placement at their current grade level, regardless of age.

Decisions about placement of students from military families in educational programs shall  be based on current educational assessments conducted at the sending school or  participation/placement in like programs in the sending state. Such programs include, but are  not limited to the following programs:

1. Gifted and talented; and

2. English as a second language (ESL).

This shall not preclude the District/school from performing subsequent evaluations to ensure  appropriate placement of a student.

Special Education Services

The District shall initially provide comparable services to a student with disabilities based on  his or her current Individualized Education Program (IEP).

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The District shall make reasonable accommodations and modifications to address the needs of  incoming students with disabilities, subject to an existing Section 504 (Title II) Plan*, to  provide the student with equal access to education. This does not preclude the school in the  receiving state from performing subsequent evaluations to ensure appropriate placement of the  student.

* In Kentucky, a student Title II Plan is the same as a Section 504 Plan.

Deployment-Related Absences

Students whose parent or legal guardian is an active member of the uniformed services, as  defined by this compact, and has been called to active duty for, is on leave from, or immediately  returned from deployment to a combat zone or combat support posting, shall be granted  additional excused absences at the discretion of the Superintendent to visit with their parent or  legal guardian relative to such leave or deployment.

Extracurricular Participation

The District shall facilitate the opportunity for transitioning children of military families to  participate in extracurricular activities to the extent they are otherwise qualified, regardless of  application deadlines.

Graduation Requirements

The District shall waive specific courses required for graduation if similar course work has  been satisfactorily completed in another school district or shall provide reasonable justification  for denial. Should a waiver not be granted to a student who would qualify to graduate from the sending school, the District shall provide alternative means of acquiring required coursework  so that graduation may occur on time. Otherwise, the District shall ensure receipt of a diploma  from the sending school district if the student completed graduation requirements of that  district. Exit exam scores from sending schools shall be accepted in accordance with the  Interstate Commission Compact.

Children of Civilian Military Employees

Children of civilian military employees shall be afforded the same rights as children of military  families under KRS 156.730 if the parents are required to move to perform their job  responsibilities resulting in the students having to change schools.

Discrimination Prohibited

No pupil shall be discriminated against because of age, color, disability, race, national origin,  religion, sex, or veteran status.

Students With Disabilities

The District shall provide a free, appropriate public education to each qualified student with a  disability, as defined by law, within its jurisdiction. The District shall operate its programs in

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accordance with the procedures addressing requirements of the Americans with Disabilities  Act and Section 504 of the Rehabilitation Act of 1973.

Parents of students who have a temporary or permanent disability may request the District  supervisor to provide appropriate accommodations necessary for them to participate in  instructional and extracurricular activities, as required by law. Students who are at least  eighteen (18) years of age may submit their own requests.

Student Religious Activities or Political Expression

The District shall observe the rights of students to voluntarily engage in religious activities.  Students may express religious or political viewpoints while at school to the same extent and  under the same circumstances as other permitted activities or expression. Consistent with the  Constitutions of the United States and the Commonwealth of Kentucky and law, students  shall be permitted to engage in these activities and express these viewpoints, provided they  do not:

1. Infringe on the rights of the school to:

a. Maintain order and discipline;

b. Prevent disruption of the educational process; and

c. Determine education curriculum;

2. Harass other persons or coerce other persons to participate in the activity; or 3. Otherwise infringe on the rights of other persons.

Student complaints concerning possible violations of their religious rights shall be addressed  in keeping with legal requirements. Their complaints shall be directed to the Principal, who  shall investigate and take appropriate action within thirty (30) days of receipt of the written  notification.

Data and information about students shall be gathered to provide a sound basis for  educational decisions and to enable preparation of necessary reports.

Procedure to Be Established

The Superintendent shall establish procedures to promote effective notification of parents  and eligible students of their rights under the Family Educational Rights and Privacy Act  (FERPA) and to ensure District compliance with applicable state and federal student record  requirements.

Disclosure of Records

Student records shall be made available for inspection and review to the parent(s) of a  student or to an eligible student on request. Eligible students are those 18 years of age or  older or those duly enrolled in a post-secondary school program. In general, FERPA rights  pass to the eligible student upon either of those events. Parents may be provided access to the  educational records of an eligible student 18 years old or older if the student is dependent  under federal tax laws.

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Upon written request, parents or eligible students may be provided copies of their educational  records, including those maintained in electronic format, when necessary to reasonably  permit inspection, such copies shall be provided in a manner that protects the confidentiality  of other students. A reasonable fee may be charged for copies.

District personnel must use reasonable methods to identify and authenticate the identity of  parents, students, school officials, and any other parties to whom the District discloses  personally identifiable information from education records.

In addition, considering the totality of the circumstances, the District may disclose  information from education records to appropriate parties, including parents of eligible  students, whose knowledge of the information is necessary to protect the health or safety of a  student or another individual, if there is an actual, impending, or imminent articulable and  significant threat to the health or safety of a student or other individual. In such instances, the  basis for a decision that a health or safety emergency existed shall be recorded in the  student's education records.

Authorized District personnel also may disclose personally identifiable information to the  following without written parental consent:

• Officials of another school, school system, or institution of postsecondary  education where the student seeks or intends to enroll or is already enrolled,  so long as the disclosure is for purposes related to the student’s enrollment or  transfer;

• Authorized representatives of a Kentucky state child welfare agency if such  agency presents to the District an official court order placing the student  whose records are requested under the care and protection of said agency. The  state welfare agency representative receiving such records must be authorized  to access the child's case plan.

• School officials (such as teachers, instructional aides, administrators) and  other service providers (such as contractors, consultants, and volunteers used  by the District to perform institutional services and functions) having a  legitimate educational interest in the information.

District and school officials/staff may only access student record information in which they  have a legitimate educational interest.

Contractors, consultants, volunteers, and other parties to whom the District has outsourced  services or functions may access student records provided they are:

• Under the District’s direct control with respect to the use and maintenance of  education records; and

• Prohibited from disclosing the information to any other party without the prior written  consent of the parent/eligible student, or as otherwise authorized by law.

Disclosure to Representatives for Federal or State Program Purposes Personally identifiable student information may be released to those other than employees  who are designated by the Superintendent in connection with audit, evaluation, enforcement,

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or compliance activities regarding Federal or State programs. Such designation must be  executed in writing with the authorized representative and specify information as required by  34 C.F.R. Part 99.35.

Duty to Report

If it is determined that the District cannot comply with any part of FERPA or its  implementing regulations due to a conflict with state or local law, the District must notify the  Family Policy Compliance Office (FPCO) within forty-five (45) days of the determination  and provide the text and citation of the conflicting law.

Student Directory Information

The Principal or Superintendent is authorized to release Board approved directory  information. Approved “directory information” shall be: student names and addresses,  telephone numbers, date and place of birth, student’s school email address, major field of  study, participation in officially recognized activities and sports, photograph/picture, grade  level, weight and height of members of athletic teams, dates of attendance, degrees, honors  and awards received, and most recent educational institution attended by student.

Any eligible student, parent, or guardian who does not wish to have directory information  released shall notify the Superintendent in writing within thirty (30) calendar days after  receiving notification of FERPA rights.

Information about the living situation of a student designated as homeless is not to be treated  as directory information and is not to be disclosed unless prior written consent is given or  unless the information meets one of FERPA’s exceptions to required consent. The living  situation is not considered directory information. The District allows for disclosure of  directory information only to specific parties for specific purposes. Such limitations are  specified in the student directory information notification. Unless the parent/guardian or  secondary school student requests in writing that the District not release such information,  the student’s name, address, and telephone number (if listed) shall be released to Armed  Forces recruiters upon their request.

Surveys of Protected Information

The District shall provide direct notice to parents/guardian to obtain prior written consent for  their minor child(ren) to participate in any protected information survey, analysis, or  evaluation, if the survey is funded in whole or in part by a program of the U.S. Department of  Education.

Parents/eligible students also shall be notified of and given opportunity to opt their child(ren)  out of participation in the following activities:

1. Any other protected information survey, regardless of funding;

2. Any non-emergency, invasive physical exam or screening required as a  condition of attendance, administered by the school or its agent, and not  necessary to protect the immediate health and safety of a student, except for any  physical exam or screening permitted or required under State law; and

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3. Activities involving collection, disclosure, or use of personal information  obtained from students for marketing or to sell or otherwise distribute the  information to others.

Parents/eligible students may inspect, upon written request and prior to administration or use,  materials or instruments used for the collection, disclosure, or use of protected information.  PPRA requirements do not apply to evaluations administered to students in accordance with  the Individuals with Disabilities Education Improvement Act (IDEIA).

Students With Disabilities

The District's special education policy and procedures manual shall include information  concerning records of students with disabilities.

Records Release to Juvenile Justice System

Once a complaint is filed with a court-designated worker alleging that a child has committed  a status offense or public offense, schools shall provide all records specifically requested in  writing, and pertaining to that child to any agency that is listed as part of Kentucky's juvenile  justice system in KRS 17.125 if the purpose of the release is to provide the juvenile justice  system with the ability to effectively serve, prior to adjudication, the needs of the student  whose records are sought. The authorities to which the data are released shall certify that any  educational records obtained pursuant to this section shall only be released to persons  authorized by statute and shall not be released to any other person without the written  consent of the parent of the child. The request, certification, and a record of the release shall  be maintained in the student's file.

Juvenile Court Records

Records or information received on youthful or violent offenders shall not be disclosed  except as permitted by law. When such information is received, the Superintendent shall  notify the Principal of the school in which the child is enrolled. The Principal shall then  release the information as permitted by law. Only the Superintendent and school  administrative, transportation, and counseling personnel or teachers or other school  employees with whom the student is assigned to come in contact, shall be privy to this  information, which shall be kept in a locked file when not in use and opened only with  permission of the administrator. Notification in writing of the nature of offenses committed  by the student and any probation requirements shall not become a part of the child's student  record.

Records of Missing Children

Upon notification by the Commissioner of Education of a child's disappearance, the District  in which the child is currently or was previously enrolled shall flag the record of such child  in a manner that whenever a copy of or information regarding the child's record is requested,  the District shall be alerted to the fact that the record is that of a missing child. Instead of  forwarding the records of a child who has been reported as missing to the agency, institution,  or individual making the request, the District shall notify the Justice Cabinet.

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Court Order/Subpoena

Prior to complying with a lawfully issued court order or subpoena requiring disclosure of  personally identifiable student information, school authorities shall make a documented  effort to notify the parent or eligible student. In compliance with FERPA, notice to the parent  is not required when a court order directs that disclosure be made without notification of the  student or parent, or when the order is issued in the context of a dependency, neglect, or  abuse proceeding in which the parent is a party. If the District receives such orders, the  matter(s) may be referred to local counsel for advice.

The Family Educational Rights and Privacy Act (FERPA) affords parents and “eligible  students” (students over 18 years of age or students who are attending a postsecondary  institution) certain rights with respect to the student’s educational records. They are:

1. The right to inspect and review the student’s education records within forty five (45) days of the day the District receives a request for access.

Parents or eligible students should submit to the school Principal/designee a written  request that identifies the record(s) they wish to inspect. The Principal will make  arrangements for access and notify the parent or eligible student of the time and place  where the record(s) may be inspected.

2. The right to inspect and review logs documenting disclosures of the student’s education records.

Except for disclosure to school officials, disclosures related to some judicial orders or  lawfully issued Subpoenas, disclosures of directory information, and disclosure to the  parent or eligible student, FERPA Regulations require the District to record the  disclosure.  

3. The right to request the amendment of the student’s education records that the  parent or eligible student believes are inaccurate, misleading, or in violation of the  student’s privacy or other rights.

Parents or eligible students may ask the District to amend a record that they believe is  inaccurate, Misleading, or in violation of privacy or other rights. They should write  the school Principal, clearly identify the part of the record they want changed, and  specify why it is inaccurate, misleading, or in violation of their privacy or other rights.  If the District decides not to amend the record as requested by the parent or eligible  student, the District will notify the parent or eligible student of the decision and advise  him/her of the right to a hearing regarding the request for amendment. Additional  information regarding the hearing procedures will be provided to the parent or eligible  student when notified of the right to a hearing.  

4. The right to provide a written consent prior to disclosure of personally  identifiable information contained in the student’s education records, except to  the extent that FERPA authorizes disclosure without consent.

Exceptions that permit disclosure without consent include:

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a. Disclosure to school officials with legitimate educational interests. A “school  official” is a person employed by the District as an administrator, supervisor, instructor,  or support staff member (including health or medical staff and law enforcement unit  personnel); a person serving on the School Board; a volunteer, or an outside person or  company with whom the District has contracted to perform a special task (such as an  attorney, auditor, medical consultant, or therapist); or a parent of student serving on an  official committee, such as a disciplinary or grievance committee, or assisting another  school official in performing his/her tasks. A school official has a legitimate  educational interest if the official needs to review an education record in order to fulfill  his/her professional responsibility to the District.  

b. Upon request, disclosure of education records without parent/eligible student notice  or consent to officials of another school district or post-secondary institutions in which  a student seeks or intends to enroll or is already enrolled or to other entities authorized  by law so long as the disclosures is for purposes related to the student’s enrollment or  transfer.

c. Disclosure of information to those whose knowledge of such information is  necessary to respond to an actual, impending, or imminent articulable and significant  health/safety threat.  

d. Disclosure to state and local educational authorities and  

accrediting organizations, subject to requirements of FERPA  

regulations.  

5. The right to notify the District in writing to withhold information the Board  has designated as directory information as listed in the annual directory  information notice the District provides to parents/eligible students. To exercise  this right, parents/eligible students shall notify the District by the deadline  designated by the District.  

6. The right to prohibit the disclosure of personally identifiable information  concerning the student to recruiting representatives of the U. S. Armed Forces  and its service academies, the Kentucky Air National Guard, and the Kentucky  Army National Guard.  

Unless the parent or secondary school student requests in writing that the District not  release Information, the student’s name, address, and telephone number (if listed) shall  be released to Armed Forces recruiters upon their request.  

7. The right to file a complaint with the U. S. Department of Education concerning  alleged failures by the District to comply with the requirements of FERPA. The  name and address of the Office that administers FERPA is:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-4605

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Board Approval Required

All student fees and charges shall be adopted by the Board, including any student activity fees  or membership dues. Approved fees shall remain in place until modified or removed by Board  resolution. Fees for rental or purchase of instructional resources may be charged Fees to be  charged for items of personal attire, musical instruments or materials, other than materials  which become the property of the student, shall have prior approval of the Superintendent.

Fees may be charged for admission and transportation for cultural enrichment programs, field  trips, or co-curricular activities provided the following conditions have been met:

1. The activity has received approval of the Superintendent as a qualifying activity. 2. Participation is voluntary and not a requirement of any course of study. 3. The program or trip is not an athletic activity.

4. The school has arranged to pay charges for those students who could not otherwise  participate.

Fees collected for a specific purpose shall be used for that purpose only. Fees sponsored under  the auspices of the school by student clubs or student organizations shall be accounted for in  the school activity fund bank account.

Inability to Pay

No child shall be denied full participation in any educational program due to an inability to  pay for necessary instructional resources.1 

Waiver of Fees

The Superintendent shall recommend and the Board shall approve a process to waive fees for  students who qualify. At the beginning of the school year or at the time of enrollment all  students who qualify shall be given clear and prominent written notice of the fee waiver  provisions. The written notice of the fee waiver process shall include a form that parents may  use to request waiver of fees. Mandatory waiver of fees for qualifying students shall be  accomplished in compliance with applicable statutory and regulatory requirements.

The health and safety of pupils shall be a priority consideration in all Board decisions. The Board is committed to providing school environments that promote and protect student  health, well-being, and ability to learn by supporting healthy eating and physical activity. To  this end, the Board supports school efforts to implement the following:

• To the maximum extent practicable, schools will participate in available federal  school meal programs.

• Schools will provide and promote nutrition education and physical education to foster  lifelong habits of healthy eating and physical activity and will establish linkages  between health education, school meal programs, and related community services.

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• All schools containing grades K-5 or any combination thereof, shall develop and  implement an individual wellness policy per KRS 160.345 and Board Policy 02.4241.  

Wellness Leadership

The Superintendent/designee will direct District officials (“wellness leadership group”) to  monitor compliance with this and related policies. At the school level, the Principal/designee  will monitor compliance with those policies in his/her school and will report on the school's  compliance as directed by the Superintendent/designee.

The wellness leadership group shall work to encourage and support all students to be  physically active on a regular basis as provided by school/council policy. Each school shall  review and consider evidence-based strategies to set measurable goals in providing nutrition  education and engaging in nutrition promotion to positively influence lifelong eating  behaviors.

Suggested language may include goals related to activities and opportunities: • offered at each grade level as part of a sequential, comprehensive, standards-based  program designed to provide students with the knowledge and skills necessary to  promote and protect their health;

• offered as part of not only health education classes, but also classroom instruction in  subjects such as math, science, language arts, social sciences, and elective subjects; • that include enjoyable, developmentally-appropriate, culturally-relevant, participatory  activities, such as contests, promotions, taste testing, farm visits, and school gardens; • that promote fruits, vegetables, whole grain products, low-fat and fat-free dairy  products, healthy food preparation methods, and health-enhancing nutrition practices; • that emphasize caloric balance between food intake and energy expenditure (physical  activity/exercise);

• that link with school meal programs, other school foods, and nutrition-related  community services;

• that teach media literacy with an emphasis on food marketing; and

• that include training for teachers and other staff.

Physical Activity and Physical Education

• Each school council of a school containing grades K-5 or any combination thereof, or  if there is no school council, the Principal, shall develop and implement a wellness  policy that includes moderate to vigorous physical activity each day and encourages  healthy choices among students consistent with KRS 160.345 and Board Policy  02.4241.

• The policy may permit physical activity to be considered part of the instructional day,  (not to exceed thirty (30) minutes/day or 150 minutes/week) and also in compliance  with the school calendar regulation, 702 KAR 007:140 and Board Policy 08.1346.

District Wellness Plan/Public and Staff Input  

The District shall actively seek to engage students, parents, physical and/or health education  teachers, school food service professionals, school health professionals, school board

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members, school administrators, and other interested community members in developing,  implementing, monitoring, and reviewing this Policy and in providing input on the District  Wellness Plan.

The District shall permit community participation in the student wellness process by: • Making a nutrition and physical activity report to be prepared by the School Nutrition  Director available to the public on the District website no later than sixty (60) days  prior to the public forum covered in KRS 158.156. (702 KAR 006:090) • Discussing the findings of the nutrition report and physical activity report and seeking  public comments during a publicly advertised special Board meeting or at the next  regularly scheduled Board meeting following the release of the nutrition and physical  activity reports.

• Holding an advertised public forum by January 31 of each year, to present a plan to  improve the school nutrition and physical activities in the District in accordance with  KRS 158.856.

The Superintendent shall submit the wellness plan that includes a summary of the findings  and recommendations of the nutrition and physical activity report as required by May 1 of  each year to the Kentucky Department of Education (KDE). The Wellness Plan submitted to  KDE shall include within the findings and recommendations the following:

1. Extent to which the District is in compliance with this Policy;

2. A comparison of how the District measures up to model wellness policies provided  by recognized state and national authorities; and

3. A description of the measurable progress made towards reaching goals of the District  wellness policy and addressing any gaps identified in the wellness report for the  previous year.

Recordkeeping

The District and each school in the District shall maintain the following records:

• A copy of the written wellness policy or plan;

• Documentation on how the policy and assessments are made available to the public; • The most recent assessment of implementation of the policy;

• Documentation of efforts to review and update the policy, including who was  involved in the process and how stakeholders were made aware of their ability to  participate; and

• Documentation demonstrating compliance with annual public notification  requirements and annual reporting to the KDE.

Standards for All Foods and Beverages Sold to Students

Foods and beverages sold or served at school shall be consistent with the state and federal  regulations for school meal nutrition standards. Nutrition guidelines for all foods and  beverages served or sold on campus shall be maintained by the Superintendent/designee and  made available upon request. The Superintendent shall designate an individual or individuals

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to monitor compliance of beverages and food sold ala carte with state and federal nutrition  requirements.

Qualified child nutrition professionals will provide students with access to a variety of  affordable, nutritious, and appealing foods that meet the health and nutrition needs of  students; will accommodate the religious, ethnic, and cultural diversity of the student body in  meal planning; and will provide clean, safe, and pleasant settings and adequate time for  students to eat.

Standards for All Foods and Beverages Provided but Not Sold to Students • When possible, rewards given to students shall be other than food/beverage items.  When food/beverage items are used as rewards, such items shall comply with  nutritional guidelines set out in 7 C.F.R 210.11 and 702 KAR 6:090. KAR 006:090. Foods and beverages.

• Foods and beverages provided in school, but not made available for sale, shall meet  standards outlined in the schools’ individual wellness plan (if applicable) and will not  conflict with District Policy.

Food and Beverage Marketing

All marketing on the school campus during the school day shall be of only those foods and  beverages that meet the nutrition standards of the Smart Snack in School Nutrition Standards.

Health and Safety

The Superintendent shall develop procedures to ensure District compliance with all health  and safety governance requirements.

The protocols and guidelines for health procedures performed by health professionals and  school personnel shall be accessible to school personnel. Policies and related procedures for  these policies in the 09.2 section of this Manual, as referenced in the Health Services  Reference Guide, are incorporated herein.

Required

All pupils shall undergo preventative health care examinations as required by Kentucky  Administrative Regulation. The Board shall adopt a program for continuous health  supervision for all pupils, including screening tests related to growth and development,  vision, and hearing.  

Referral

Referral and appropriate follow-up of an abnormality noted by screening teacher observation  shall be recorded on school health records.  

Emergency Care

School officials have emergency care procedures, a copy of which shall be on file in the  Central Office.

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Health Record

Each school shall initiate a cumulative health record for each pupil entering school. Such  record shall be maintained throughout the pupil’s attendance on forms prescribed by the  Kentucky Administrative Regulation or maintained electronically in the student information  system.  

All pupils shall undergo preventive student health care, dental, and vision examinations as  required by Kentucky Administrative Regulation, which shall be reported on the state forms  or an electronic medical record that includes all of the data equivalent to that on the appropriate  forms required by state regulation.1&4 

Immunizations

The immunization certificate form required by 702 KAR 001:160 shall be on file within two  (2) weeks of a student’s enrollment in school. A current immunization certificate shall be  required for home-schooled students prior to attending one (1) or more in-school classes or  participating in sports or other school-sponsored extra-curricular activities.

Forms relating to exemptions from immunization requirements shall be available at each  school. Immunization certificates shall be kept current.

The parent/guardian shall provide a current immunization certificate at enrollment in a day  care center, kindergarten, seventh grade, eleventh grade, and for the 2021-2022 school year for  twelfth grade; new enrollment at any grade; upon legal name change; and at a school required  examination pursuant to 702 KAR 001:160.

Notification

A parent, legal guardian, or other person or agency responsible for a student shall notify the  student's Principal if the student has any medical condition which is defined by the Cabinet  for Health and Family Services in administrative regulation as threatening the safety of the  

student or others in the school. The notification shall be given as soon as the medical  condition becomes known and upon each subsequent enrollment by the student in a school.  

The Principal or designee shall notify the student's teachers in writing of the nature of the  medical condition.

Infection Control

If any student is known or suspected to have or be infected with a communicable disease or  condition for which a reasonable probability for transmission exists in a school setting, the  Superintendent may order the student excluded from school. The time period the student is  

excluded from school shall be in accordance with generally accepted medical standards  which the Superintendent shall obtain from consultation with the student's physician, the  local health officer, or the Kentucky Department for Public Health.

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Epidemics

In the event of an epidemic, the Board may close the schools.

School to Report

Local school authorities shall report immediately all known or suspected cases of  communicable disease to the local health department. Diseases to be reported shall not  include those considered confidential, such as HIV/AIDS, as set forth in Kentucky  Administrative Regulation.

Medical Confidentiality

Unless otherwise required by law, signed parental consent designating District personnel to  be informed of a student's medical condition shall be on file prior to informing identified  District personnel. Medical records shall be accessible only to persons designated by the  parents.

Cleanup Procedures

The Superintendent shall develop procedures to ensure adequate and proper cleanup details  and measures to aid in the prevention of infection and communicability of contagious  diseases.

Use of physical restraint or seclusion by school personnel is subject to 704 KAR 007:160.  However, nothing in this policy prohibits the exercise of law enforcement duties by sworn  law enforcement officers.

Definitions

• Physical Restraint means a personal restriction that immobilizes or reduces the  ability of a student to move the student’s torso, arms, legs, or head freely.

• Seclusion means the involuntary confinement of a student alone in a room or area  from which the student is prevented from leaving, but does not mean classroom  timeouts, supervised in-school detentions, or out-of-school suspensions.

Physical Restraint

All School Personnel

Use of physical restraint by all school personnel is permitted when a student’s behavior poses  an imminent danger of physical harm to self or others in clearly unavoidable emergency  circumstances. In such situations, staff who have not had core team training may physically  restrain students, but shall summon core trained school personnel as soon as possible.

In all situations involving use of physical restraint (including restraint by core trained  personnel):

• The student shall be monitored for physical and psychological well-being for the  duration of the restraint.

• Personnel shall use only the amount of force reasonably believed necessary to protect  the student or others from imminent danger of physical harm.

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Core Trained Personnel

School personnel who have undergone core team training may also use physical restraint  after less restrictive behavioral interventions have been ineffective in stopping misbehavior  as noted below:

1. In nonemergency circumstances when a student’s behavior poses an imminent  danger of physical harm to self or others;

2. As provided in KRS 503.050 (including when personnel believe physical restraint  is necessary to protect themselves against the use or imminent use of unlawful  physical force);

3. As provided in KRS 503.070 (including when personnel believe physical restraint  is necessary to protect a third person against the use or imminent use of unlawful  physical force);

4. To prevent property damage as provided in KRS Chapter 503 (including when  personnel believe physical restraint is immediately necessary to prevent intentional  or wanton property destruction, theft, or a felony involving the use of force); and

5. As provided in KRS 503.110 (including when personnel believe physical restraint  is necessary to maintain reasonable discipline in a school, class, or other group, and  the force used is not designed to cause or known to create a substantial risk of  causing death, serious physical injury, disfigurement, extreme pain, or extreme  mental distress).

Seclusion

Seclusion may be implemented only if: the student’s behavior poses an imminent danger of  physical harm to self or others; less restrictive interventions have been ineffective in stopping  the imminent danger of physical harm; the student is monitored visually for the duration of  the seclusion; and staff are appropriately trained to use seclusion.

Parameters

The Board has established this policy and related procedures addressing use of physical  restraint and seclusion that are designed to promote the safety of all students, school  personnel, and visitors. As required by 704 KAR 007:160, school personnel and parents shall  be made aware of how to access this policy and related procedures. Methods of notification  may include, but are not limited to, publication in the District’s local code of acceptable  behavior and discipline and District employee handbooks.

Training

Training of personnel on use of physical restraint and seclusion shall be provided as required  by 704 KAR 007:160:

• All school personnel shall be trained annually to use an array of positive behavioral  supports and interventions and as further required by 704 KAR007:160. • A core team of selected school personnel designated to respond to dangerous  behavior and to implement physical restraint of students shall receive additional  yearly training in the areas required by 704 KAR007:160. (Exception: Core team

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members who are school resource officers or other sworn law enforcement officers  are not required to undergo this training.)

Required Procedures

The Superintendent/designee shall develop procedures to be followed during and after each  use of physical restraint or seclusion to include the following:

1. Documentation of the event in the student information system;

2. Notice to parents; and

3. A process for the parent or emancipated youth to request a debriefing session.

Notification Requirements

The Principal of the school shall be notified as soon as possible when seclusion or physical  restraint is used, but no later than the end of the school day on which it occurs.

Following each incident of physical restraint or seclusion of a student and if the student is not  an emancipated youth, the parent of the student shall be notified of the incident either  verbally or through electronic communication as soon as possible within twenty-four (24)  hours of the incident. If the parent cannot be reached during that time frame, a written  communication shall be mailed via U. S. mail.

If death, substantial risk of death, extreme physical pain, protracted and obvious  disfigurement or protracted loss or impairment of the function of a bodily member, organ, or  mental faculty results from use of physical restraint or seclusion, the Superintendent/designee  shall notify the Kentucky Department of Education and local law enforcement within twenty four (24) hours.

Debriefing Session

If the parent or emancipated student requests a debriefing session following use or parental  notification of the use of physical restraint or seclusion, individuals who are to participate  shall be those specified by state regulation.

A requested debriefing session shall occur as soon as practicable, but no later than five (5)  school days following receipt of the request from the parent or emancipated youth, unless a  meeting is delayed by written mutual agreement of the parent/emancipated student and the  school.

The debriefing session shall address elements specified by state regulation, and all  documentation used during the session shall become part of the student’s education record.

Parent Complaints

Parents may submit a complaint regarding the physical restraint or seclusion of their child  using the Board’s grievance policy and procedures. On receipt of a complaint, the District  and school shall investigate the circumstances surrounding the physical restraint or seclusion,  make written findings, and, where appropriate, take corrective action.

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Statements From Physician

The Superintendent/designee shall review and respond to any statement received from a  student’s licensed physician that the student is not to be subjected to physical restraint.

Documentation

All incidents involving physical restraint or seclusion shall be documented by a written  record of each use by the end of the next school day, and the documentation shall be  maintained in the student’s education record. In addition, each entry shall be informed by an  interview with the student and include information required by 704 KAR 007:160.

Specified data related to incidents of physical restraint and seclusion shall be reported in the  state student information system.

At the end of each school year, the Superintendent/designee shall review data on District use  of physical restraint and seclusion to identify any recommendations to be made to the Board  for policy and procedure revisions.

Priority

Student health, welfare and safety shall receive priority consideration by the Board.

Rules and regulations on health and safety promulgated by the Kentucky Board of Education  under Kentucky statute and by local and state boards of health relating to student safety and  sanitary conditions shall be implemented in each school.

Health Services to be Provided

In keeping with applicable legal requirements, only licensed medical professionals or school  employees who have been appropriately trained and authorized to do so shall provide health  services to students.

Employees to whom health service responsibilities have been delegated must be approved in  writing by the delegating physician or nurse. The approval form shall state the employee  consents to perform the health service when the employee does not have the administration  of health services in his/her contract or job description as a job responsibility, possesses  sufficient training and skills, and has demonstrated competency to safely and effectively  perform the health service. The approval form shall be maintained as required by law.  Delegation of health service responsibilities shall be valid only for the current school year.1 If the delegation involves administration of medication, the District will maintain proof that  the employee has completed the required training provided by the Kentucky Department of  Education (KDE) or as allowed under KRS 158.838.

Employees to whom health service responsibilities have been delegated shall notify their  immediate supervisor by April 15 of each year if they are not willing to perform the service(s)  during the next school year.

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Safety Procedures

All pupils shall receive annual instruction in school bus safety.

The Superintendent shall develop procedures designed to promote the safety of all students.  Said procedures shall specify specific responsibilities for line positions having responsibility  for student supervision.

Student Identification Badges

Any student identification badge issued to a student in grades six (6) through twelve (12) by a school in the District shall contain the contact information for:

a) A national domestic violence hotline;

b) A national sexual assault hotline; and

c) A national suicide prevention hotline.

Suicide Prevention

All employees with job duties requiring direct contact with students in grades six (6) through  twelve (12) shall annually complete a minimum one (1) hour of high-quality suicide prevention  training, including the recognition of signs and symptoms of possible mental illness. Such  training shall be in-person, by live streaming, or via video recording and may be included in  the four (4) days of professional development required by statute. The District shall provide  suicide prevention materials for review by any employee subject to training hired during a year  in which the in-person, live streaming, or video recording training is not required.3 

By September 15 of each year, each public school shall provide suicide prevention awareness  information to students in grades six (6) through twelve (12), as provided by the Cabinet for  Health and Family Services or a commercially developed suicide prevention training program.2 

Seizure Disorder Materials

All principals, guidance counselors, and teachers shall complete at least one (1) hour of self study review of seizure disorder materials no later than July 1, 2021. At least one (1) hour of  self-study review of seizure disorder materials shall also be required for all principals, guidance  counselors, and teachers hired after July 1, 2021.3 

School to Develop Rules

Pupils shall be permitted to ride bicycles onto school grounds under rules developed by the  Principal of each individual school.

Conditions for Use  

With parental request and under conditions prescribed by the school Principal, high school pupils may be permitted to drive motor vehicles onto the school grounds. Vehicles shall be  parked in designated areas on the school campus and are not to be visited or moved during  the school day unless permission is given by the Principal.

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Privilege May be Revoked  

Driving on the school grounds is a privilege, which may be revoked if conditions are  violated.

Middle School Students

Middle school students shall not drive motor vehicles to school.

First Aid to be Provided

First aid shall be provided to all pupils in case of an accident or sudden illness until the  services of a health care professional become available.

First-Aid Room

A first-aid area with appropriate equipment, supplies and provisions for the child to recline  shall be designated in each school. At least two (2) adult employees in each school, at least  one (1) of whom shall be present at the school at all times during school hours, shall have  completed and been certified in a standard first aid course that includes CPR for infants and  

children. The District shall have employees trained in accordance with the law to administer  or help administer emergency medications.

When enrolled students, for whom documentation under KRS 158.838, including seizure  action plans, has been provided to the school, are present during school hours or as  participants in school-related activities, a school employee who has been appropriately  trained to administer or assist with the self-administration of glucagon, insulin, or seizure  rescue medications, or medication prescribed to treat seizure disorder symptoms approved by  the FDA and administered pursuant to a student’s seizure action plan, shall be present.

Information Needed

A number at which parents can be reached and the name of the family physician shall be  maintained at each school for all its pupils. Parents will be notified in the event of an  accident.

Emergency Care Procedures

Schools shall have emergency care procedures comporting with regulation1 and may utilize the  Kentucky Department of Education’s Health Services Reference Guide (HSRG) as a resource.

When an emergency arises and the student's parent/guardian or designee cannot be reached in  a timely manner, the school will take action necessary to maintain the student's health, such  as calling emergency medical personnel or taking the student to a health care facility.

School personnel authorized to give medications must be trained in accordance with KRS  158.838, KRS 156.502 and 702 KAR 001:160.

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Pupils may take medicine which is brought to school by the parent/guardian from home once  a completed authorization form from the parent/guardian is on file.

Medications dispensed to students by authorized school personnel who have completed  training required by law shall be kept in the school following the guidelines set forth in  procedure. All medications given must be administered and documented according to  procedures developed by the Superintendent.

Self-Administration

A student may be permitted to carry medication that has been prescribed or ordered by a  health care practitioner to stay on or with the pupil due to an emergency medical need.

In accordance with KRS 158.836, students with a documented life-threatening allergy or  designated staff shall be permitted to carry an epinephrine auto-injector in all school  environments with written statement from health care provider that the student may self carry. The auto-injector shall be provided by the student’s parent/guardian, and a written  individual health care plan shall be in place for the student.

Students with serious allergies or other serious health conditions may be permitted to self administer medication as provided in an individualized education program, Section 504 Plan  or Health Plan.

Provided the parent/guardian and health care practitioner files a completed authorization  form each year as required by law, a student under treatment for asthma shall be permitted to  self-administer medication with written statement from health care provider that the student  may self-carry.

Authorization

The Board may approve a group accident insurance program and make it available to  students. Other than distributing applications and receiving premiums to be forwarded to the  insurance agent, teachers shall not solicit for the insurance program.

To be Encouraged

Student activities of an educational nature shall be encouraged and maintained, based upon  the needs and interests of pupils.

In schools operating under SBDM, the council shall determine selection of extracurricular  activities, as well as academic qualifications, attendance requirements, evaluation  procedures, and supervision for these programs.

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Control

All school-sponsored student activities shall be under the direction of the Principal and  faculty of the school, except that a non-faculty coach or non-faculty assistant may  accompany students on athletic trips as provided in statute.

The Principal may suspend a student’s eligibility to participate in extracurricular and co curricular activities, pending investigation of any allegation that the student has violated  either the District behavior standards or the school council’s criteria for participation.

Students with Disabilities

Students with disabilities shall have an equal opportunity to participate in nonacademic and  extracurricular services and activities, including, but not limited to, extracurricular athletics,  intramural athletics, and clubs.

NOTE: The District may require a level of skill or ability of a student in order for that  student to participate in a selective or competitive program or activity, so long as the  selection or competition criteria are not discriminatory.

Governance

All interscholastic and intramural athletic and sport activity competition shall be in  compliance with the constitution, bylaws, and competition rules of the Kentucky High  School Athletic Association (KHSAA), all local regulations applied by the Principal or the  Board, and Title IX requirements. As a condition to KHSAA high school membership, each  member high school and Superintendent shall annually submit a written certification of  compliance with 20 USC Section 1681 (Title IX).

Restrictions

Practice sessions for elementary school athletic teams shall not exceed one-hundred and  twenty (120) minutes.

Age Restriction/Required Record Checks

All coaches, including volunteer and non-faculty coaches and assistant coaches, shall be at  least twenty-one (21) years of age and submit to a criminal record check as required by KRS  160.380 and KRS 161.185.

Middle School Rules and Limitations

Unless the Board opts to follow rules established by other conferences or associations, the  Board shall establish student participation rules and limitations for school sports or sport  activities to reflect the following:

1. A defined age limitation for participating students;

2. A policy regarding the participation of students below grade six (6);

3. A limitation on practice time prior to the season in any sport or sport activity; 4. A limitation on the number of school based scrimmages and regular season,  school based contests in each sport or sport activity;

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5. A limitation on the length of the competitive season in each sport or sport activity,  including any post season activities.

NOTE: Limitations set relative to items three (3) through five (5) shall not exceed the limits  in the following areas established for a sport or sport activity at the high school level: • Limits on practice time;

• Number of contests; or

• Length of the playing season.

District policy and procedures shall be developed to conform with statutory and regulatory  requirements designed to protect the safety of the students in all athletic practices and events.

Supervision

All athletic practices and events shall be under the direct supervision of a qualified employee  of the Board.

Training

All persons employed by the District as a coach for any interscholastic athletic activity or  sport shall meet statutory training requirements. Training shall include how to recognize the  symptoms of a concussion and how to seek proper medical treatment for a person suspected  of having a concussion. In addition, at least one (1) person who has completed the required  course shall be present at every interscholastic athletic practice and competition.

Any middle or high school coach (head or assistant, paid or unpaid) shall successfully  complete training as required by; the District, the Kentucky Board of Education, the  Kentucky High School Athletic Association, and state law and regulation. This shall include  safety and first aid training and providing the school documentation of successful completion  of a C.P.R. course that includes the use of an automatic defibrillator and first aid training,  conducted by an instructor or program approved by a college or university, the American  Red Cross, American Heart Association, or other bona fide accrediting agency. Initial  certification shall use in-person instruction with certification updated as required by the  approving agency.

Non-faculty coaches and non-faculty assistants shall complete District training that includes  information on the physical and emotional development of students of the age with which  they will be working, the District’s and school’s discipline policies, procedures for dealing  with discipline problems, and safety and first aid training. Follow-up training shall be  provided annually.

Emergency Action Plan

In keeping with rules established by Kentucky Board of Education (KBE) or the Kentucky  High School Athletic Association (KHSAA), each school participating in interscholastic  athletics shall develop and implement a venue-specific, written emergency action plan and  submit annual written verification of the plan to the designated agency. The school plan shall  be reviewed, distributed, posted, and rehearsed annually as provided in statute.

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Concussions

When an interscholastic coach, school athletic personnel, or contest official suspect that a  student athlete has sustained a concussion during an athletic practice or competition, the  student shall be removed from play and evaluated by a physician or licensed health care  provider, as specified in statute, who shall determine if a concussion has occurred. Upon the  completion of the required evaluation, the coach may return the student to play if it is  determined that no concussion has occurred. If no physician or licensed health care provider  is present to perform the required evaluation, the coach shall not return the student to play or  participation in subsequent practices or athletic competitions until written clearance is  provided.

A student athlete deemed to be concussed shall not be permitted to participate in any athletic  practice or competition occurring on the day of the injury or, unless a physician provides  written clearance, participate in any practice or athletic competition held on a subsequent  day.

Medical Examination

Each student seeking eligibility to participate in any school athletic activity or sport must  pass an annual medical examination performed and signed by a medical practitioner as  required by law. The required physical examination and parental authorization shall include  acknowledgement of receipt of information on the nature and risk of concussion and head  injury, including the continuance of playing after concussion or head injury.

All students participating in interscholastic athletics must present evidence of accident  insurance.

Determination of athletic eligibility shall be made in compliance with applicable  administrative regulations and Kentucky High School Athletic Association requirements for  both middle and high schools.

District standards for playing up from middle school (grades seven and eight [7 & 8]) to high  school in sports other than varsity football and soccer may include, but are not limited to,  considerations related to safety, physical readiness, use of school space after the school day,  transportation, funding, the student’s disciplinary status and record, any substance testing  restrictions, equitable opportunities for participation, and harmonizing any conflicting  school-based decision making (“SBDM”) requirements. SBDM Council policies apply to the  selection of sports activities, and student participation based on academic qualifications and  attendance requirements, program evaluation, and supervision.

To be eligible to try out and participate at the high school level, middle school students  must meet all applicable KHSAA, District, and SBDM requirements. The  Superintendent/Designee in cooperation with principals, SBDM councils, coaches, and

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athletic directors, as deemed appropriate, may develop guidelines for Board approval  addressing playing up standards.

Charter School Students

A student enrolled in a public charter school that offers any interscholastic athletic activity  shall be ineligible to participate in interscholastic activities at any other school. Subject to  applicable law, regulations, and bylaws (e.g. KHSAA, Title IX) and the terms of the charter  contract, students who are enrolled in a charter school that does not offer any interscholastic  athletic activities shall be eligible to participate in such activities at the District school of that  student’s residence.

The Board does not support or sponsor the establishment or operation of any secret or  socially exclusive societies, fraternities, or sororities under District auspices. School groups'  affiliation with state and national organizations must be approved by the Board. All  school-sponsored student organizations shall be under the direction of a faculty advisor.

Groups such as honor clubs, athletic clubs or other groups where membership is determined  by scholarship, special curricular-related interests, or other such qualifications, may restrict  membership to pupils who qualify according to bylaws of the organization approved by the  Principal.

Membership

Membership in student organizations conducted on school premises or organized under the  name of the school shall be open to all students. Membership and election of officers shall  conform to accepted democratic processes.

Definition

Fund-raising is an organized activity of soliciting and collecting money for school or student  organizations. Contributions and collections derived from school-sponsored fund-raising  activities shall be deposited in the school’s activity fund bank account or the District bank  account.

Approval Required

All schoolwide fund-raising activities, including the proposed use of the funds, must be  approved by the Board4 Requests must be channeled through the Principal and  Superintendent. All crowdfunding and internet-based fund-raising must be approved by the  Board regardless of whether such fund-raising activities are schoolwide or otherwise.  Requests must be channeled through the Principal and Superintendent.

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All other fund-raising activities, including the proposed use of the funds, shall be approved by  the Principal or a designee. All funds raised for a specific purpose shall be used for that  purpose.

The Board will not approve charitable gaming activities, as defined in law and Accounting  Procedures for Kentucky School Activity Funds, conducted directly by a school. Requests by  external support/booster organizations (i.e. PTA, PTO, booster organizations) for approval of  charitable gaming activities will be considered on a case-by-case basis. Any external support

booster organizations approved by the Board for charitable gaming activities shall obtain and  display the appropriate license and otherwise comply with the laws and regulations established  by the Kentucky Department of Charitable Gaming.

Pupil not Compelled

No student shall be compelled to participate in or meet any kind of quota in a fund-raising  activity.1 Students choosing not to participate in a fund-raiser shall not be excluded from  benefitting from the fund-raiser or otherwise penalized in any way.4 

Conduct of Activities

• All school-sponsored groups shall conduct fund-raising activities to benefit the entire  group and shall not permit credit to be earned through fund-raising for an individual  student in lieu of participation fees or related activity costs.

• Any support/booster organization wishing to be recognized by and/or affiliated with  the District shall conduct fund-raising activities to benefit the entire group and shall not  permit credit to be earned through fund-raising for an individual student. No dues, fees,  or charges shall be assessed to students or parents.

Sponsor Provided

A designated faculty sponsor shall be provided for all student print/online publications.

Prior Submission  

Materials to be published shall be submitted to the Principal before publication and/or  distribution.  

The Principal shall have the right to edit all materials for legitimate educational reasons  including, but not limited to, items which could be reasonably expected to create a material  and substantial disruption of school activities or operations or which may cause harm to  others.

Appeal

A student or author may appeal in writing to the Superintendent the Principal's decision.  During the appeal process, the material may not be published.

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