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Policies and Procedures

Policies that are most often requested may be accessed by clicking the links below.

Public Access

Policies adopted by the Mayfield Board of Education are public documents. If you wish to access a policy that is not listed on this page, email Debra Javarone with the policy’s index number from the one of the indexes listed above.

If you would like to review the policy book in person, call the business office at 518-661-8207 to make an appointment.

0020 Public Service Emphasis

Headnote: This new policy is intended to complement Mayfield CSD’s mission statement and reflect the expressed interests among stakeholders that our school community sustain our legacy of providing solid education programs and services for the children of the school community that relies on Mayfield CSD for that essential public service.    

As stated in the Mayfield Central School District’s Code of Conduct, the Board of Education is committed to providing a safe and orderly school environment where students may receive and district personnel may deliver quality educational services without disruption or interference.

Responsible behavior by students, teachers, other district personnel, parents and other visitors is essential to achieving this goal.

To advance those interests, the Board of Education expects members of the Board, the Superintendent of Schools, Principals, other program administrators, supervisory personnel, teachers, pupil personnel staff, buildings and grounds team members, food services team members, transportation services team members, office team members, coaches, substitute employees, BOCES personnel assigned to our campuses and district volunteers to set high expectations for public service at Mayfield Central School District by:
1. Expecting more of our students, in regard to high expectations for quality of academic schoolwork completed during school hours.
2. Celebrating student & staff success in public fashion.
3. Modeling the habit of civility through our interactions with Mayfield CSD colleagues and others we engage with as part of our public service as employees or volunteers.
4. Expecting more of ourselves, in regard to using to best advantage whatever time and resources we can put together among ourselves for professional development and continued improvement of programs & services, as part of strengthening professional practice across our two campuses, in cost‐effective, collaborative fashion.
5. Expecting more of ourselves, in regard to boosting the percent of lesson time we actively engage students via consistent, thoughtful use of practical, proven, research‐based instructional strategies.
6. Bolstering our efforts to actively engage parents via phone, at home and school.
7. De‐cluttering our workspaces, our file cabinets and our shelves, as part of de‐cluttering our curriculum, our practices and our work lives for now and our future.

First reading September 9, 2014
Second Reading   October 21, 2014
Adopted   October 21, 2014

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0050 Civility

Civility   

As stated in the Mayfield Central School District’s Code of Conduct, the Board of Education is committed to providing a safe and orderly school environment where students may receive and district personnel may deliver quality educational services without disruption or interference.  

The Board believes the most effective way to advance and promote civility on campus and at school activities and events is to continually model and practice civility toward one another. Such modeling and practicing sends a clear, important message throughout the school community that we should treat each other in civil, respectful fashion.

In keeping with this mission, the Mayfield CSD Board of Education, its officers, faculty members, support staff members, students, volunteers, administrators and operations supervisors shall strive to treat each other in civil, respectful fashion. The intent is to promote civility and strive to ensure a learning environment which is free from harassment and bullying.  

It is the policy of the District that all members of the school community should treat each other in that fashion.

First reading September  9, 2014
Second Reading   October 21, 2014
Adopted   October 21, 2014

Code of Conduct – Junior/Senior High School

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Policy 1500
COMMUNITY USE OF SCHOOL FACILITIES

School facilities may be used by district residents for activities which are educational, cultural, social, recreational or civic in nature for the benefit of district residents and consistent with all applicable state laws. Any such use, however, shall not be deemed as an endorsement of the activity or the purpose for which the facilities are used. Use of school district facilities by outside organizations will be done in accordance with the procedures listed below:
1. A certificate of insurance for limits of $500,000 must be provided.
2. The school district will be named as an additional insured on the sponsoring group policy.
3. A building use request form has been completed and submitted to the Superintendent of Schools.
4. A signed release from the sponsoring group must be provided.
5. Fees for the use of the building will be determined by the overtime rate for custodial assistance that must be hired.
6. School facilities and its property may not be used to distribute partisan literature on school issues or votes in any manner and no person is permitted to distribute such partisan literature on school property, except students who may be engaged in appropriate protected First Amendment activity which, in the opinion of the Superintendent of Schools, does not occur at a time, place or in a manner to disrupt the educational process of the District.

The School Board has the right to waive the above for events that are designed primarily to benefit the students of the Mayfield Central School District• Section 414 of N.Y.S. Education Law states that such use of public school buildings shall be non-exclusive and shall be open to the general public.

July 30, 1986
Amended: August 10, 2004

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Policy 1522
Commercialism on District Campuses

The Mayfield Central School District Board of Education recognizes that Part 23 of the Rules of the New York State Board of Regents and corresponding Regulations of the New York State Commissioner of Education prohibit, with certain limitations, public school district Boards of Education entering into written or oral contracts, agreements or arrangements for which the consideration, in whole or in part, consists of a promise to permit commercial promotional activity on school premises.

In an effort to sustain Mayfield CSD’s customary practice to avoid such contracts or agreements or arrangements, the following practices are established:

  • Sales of beverages and/or snack foods and/or dessert items at extra curricular activities on school campuses will be afforded to Mayfield CSD student clubs and extra-curricular organizations. The legacy district-authorized “vending machines” associated with beverages and certain snack items which are in keeping with the school district’s wellness policy may continue to be used within the school district’s facilities.
  • Neither the school district nor its employees will enter into agreements with private vendors to provide exclusive district-wide access to student customers for soft drinks, snack foods or other items purchased by students in school.
  • Neither the school district nor its employees will enter into agreements with private vendors for exclusive arrangement for private vendors to sell particular products or services on our campuses to the school district’s students or the community at large.
  • The school district and its employees will remain neutral and will not enter into any agreement to advise students to buy particular brand name products or products from a particular school supply merchant.
  • The school district will not enter into any agreement with a company that asks students to carry a card used for school identification and/or to gain access to student services, when that card can also be used to gain access to private services provided by the company.
  • The school district does not authorize private vendors to sell beverages, snack foods and/or other foods via commercial vehicles driven to and/or parked on the school district’s property.

The Mayfield Central School District Board of Education recognizes that from time to time before, during and after regular school hours there may be interest among students and employees and visitors to purchase beverages and/or food items. Sales of such beverages and food items are to be the domain of the food services department and the various booster clubs, district recognized parent-teacher associations and/or student extra-curricular clubs and teams associated with Mayfield CSD. Particular community service groups which have received district authorization to host special events at particular dates and times on one or both of the school district’s campuses are expected to adhere to this policy.

First Reading: October 21, 2014
Adopted by BOE: November 18, 2014

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3340 Administration in Policy Absence

Administration in Policy Absence
Headnote: This policy is intended to reflect Mayfield CSD’s balanced approach to school district governance: school board delegation to the Superintendent of Schools for implementing district policy on a day‐to‐day basis, coupled with a collaborative Board‐Superintendent governing team approach to policy development and updating.

The Mayfield Central School District Board of Education recognizes that sound decision‐making and problem solving by administrators, supervisors and staff members is fostered through up‐to‐date district policies. Updating of district policies is to be an ongoing effort, reflecting an environment of continued changes to State laws and regulations, new expectations, updated standards for programs and operations, and attention to emerging priorities.  

From time to time there will be issues, questions or decisions that may not appear to be specifically addressed in existing policy documents.
In cases where action must be taken where the Board of Education has provided no guidelines for administrative action, the Superintendent shall have the authority to act, however the Superintendent’s decision shall be subject to the Board’s review at the next regular monthly meeting. It shall be the Superintendent’s duty to inform the Board of what action was taken and of the need for constructing or revising district policy.

Administrators and operations supervisors are to alert the Superintendent to matters which may require constructing or revising district policies. The Superintendent is charged with examining such situations and determining whether or not constructing or revising district policy is suitable.  

The Superintendent is authorized to take action, in absence of policy, in those situations where failure to take action on a timely basis would be inappropriate.  

When examining the situation to determine an appropriate course of action in absence of policy, one or more of the following resources are to be used by the Superintendent of Schools as sources of pertinent information: Federal and State guidelines, regulations and laws; ‘School Law’ ready reference manual on New York State Education Law co‐published biennially by the New York State School Boards Association and the New York State Bar Association; New York State School Boards Association policy drafts, New York State Council of School Superintendents policy drafts and technical assistance; BOCES policy drafts; and advice of counsel from Mayfield CSD’s Board‐approved law firm.  

First reading September 9, 2014
Second Reading   October 21, 2014
Adopted   October 21, 2014

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APPR Plan – Annual Professional Performance Review

http://usny.nysed.gov/rttt/teachers-leaders/plans/docs/mayfield/mayfield-appr-plan-082216.pdf

Comprehensive Technology Policy 4526

TECHNOLOGY USE (Amplified in policy 4526.1, attached)

I. PURPOSE
The purpose of this policy is to set forth policies and guidelines for access to the school district computer system and acceptable use of the Internet.

II. ACCEPTABLE USE POLICY
In making decisions regarding student access to the school district computer system and to the Internet, the school district considers its own stated educational mission, goals, and objectives. Electronic information research skills are now fundamental to preparation of citizens and future employees. Access to the school district computer system and to the Internet enables system users to explore thousands of libraries, databases, bulletin boards, and other resources while exchanging messages with people around the world. The school district expects that faculty will blend thoughtful use of the school district computer system and the Internet in the curriculum and will provide guidance and instruction to students in their use.

III. USE OF SYSTEM IS A PRIVILEGE 
The use of the school district system and access to use of the Internet is a privilege, not a right. Depending on the nature and degree of the violation and the number of previous violations, unacceptable use of the school district system or the Internet may result in one or more of the following consequences: suspension or cancellation of use of access privileges; payments for damages and repairs; discipline under other appropriate school district policies, including suspension, expulsion; or civil or criminal liability under other applicable laws.

IV. UNACCEPTABLE USES
The following uses of the school district system and Internet resources or accounts are considered unacceptable and are not permitted to any school district system users:
1. Access, review, upload, download, store, print, post, or distribute pornographic, obscene or sexually explicit material.
2. Transmit obscene, abusive, profane, lewd, vulgar, rude, inflammatory, threatening, disrespectful, or sexually explicit language.
3. Access, participate in, review, upload, download, store, print, or post email without direct permission from a teacher or administrator.
4. Access, review, upload, download, store, print, or participate in chat rooms without direct permission from a teacher or administrator.
5. Access, review, upload, download, store, print, post, or distribute materials that use language or images that are inappropriate to the educational  setting or disruptive to the educational process and will not post information or materials that could cause damage or danger of disruption.
6. Access, review, upload, download, store, print, post, or distribute materials that use language or images that advocate violence or discrimination toward other people (such as hate speech or printed material) or that may constitute harassment or discrimination.
7. Post false or defamatory information about a person or organization, or to harass another person, or to engage in personal attacks, including prejudicial or discriminatory attacks.
8. Engage in any illegal act or violate any local, state or federal statute or law.
9. Vandalize, damage or disable the property of another person or organization, will not make deliberate attempts to degrade or disrupt equipment, software or system performance by spreading computer viruses or by any other means, will not tamper with, modify or change the school district system software, hardware or wiring or take any action to violate the school district system’s security, and will not use the school district system in such a way as to disrupt the use of the system by other users.
10. Gain unauthorized access to information resources or to access another person’s materials, information or files without the direct permission of that person.
11. Post private information about another person or to post personal contact information about themselves or other persons including, but not limited to, addresses, telephone numbers, school addresses, work addresses, identification numbers, account numbers, access codes or passwords, and will not repost a message that was sent to the user privately without permission of the person who sent the message.
12. Attempt to gain unauthorized access to the school district system or any other system through the school district system, attempt to log in through another person’s account, or use computer accounts, access codes or network identification other than those assigned to the user.
13. Violate copyright laws, or usage licensing agreements, or otherwise to use another person’s property without the person’s prior approval or proper citation, including the downloading or exchanging of pirated software or copying software to or from any school computer, and will not plagiarize works they find on the Internet.
14. To conduct a business, or for unauthorized commercial purposes or to offer or provide goods or services or for product advertisement.
15. The Mayfield Central School District e-mail system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Any user who receives any e-mail with this type of content must report the incident to a building administrator. It is not permissible to respond to such message.

If a user inadvertently accesses unacceptable materials or an unacceptable Internet site, the user shall immediately disclose the inadvertent access to an appropriate school district official. This disclosure may serve as a defense against an allegation that the user has intentionally violated this policy. A user may also in certain rare instances access otherwise unacceptable materials if necessary to complete an assignment and if done with the prior approval of and with appropriate guidance from the appropriate teacher.

Violation of any unacceptable use statement in part or whole constitutes an act punishable by the district code of conduct for students and by applicable law and regulation for others. Specific incidents may involve police investigation and prosecution.

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ACQUISITION OF EQUIPMENT SCREENING QUESTIONS
1. How does any particular requisition fit into the overall Technology Plan in terms of functions that will be replaced, expanded or advanced?
2. Does the knowledge and skill necessary to make highly effective use of the acquisition exist or does it need to be acquired or developed?
3. How does the knowledge and skill element fit into the staff development plan?
4. In a priority listing, where does this particular acquisition rank?
5. What can be stated about the acquisition from a cost/benefit point of view?
6. Acquisition of equipment will follow all procedures for purchase and inventory.

ANTI-VIRUS GUIDELINES
Recommended processes to prevent virus problems:
1. Always run the anti-virus software that is installed on the network.
2. NEVER open any files or macros attached to an email from an unknown, suspicious or untrustworthy source. Delete these attachments immediately, then “double delete” them by emptying your Trash.
3. Delete spam, chain, and other junk email without forwarding, in accordance with Acceptable Use Policy, described above.

I understand and accept the Internet Use Policy.
Failure to sign and date will forfeit all computer rights and privileges in the district.

Printed Name______________________________________________________

Signature__________________________________________________________

Date:______________________________________________________________

4. Never download files from unknown or suspicious sources.
5. Avoid direct disk sharing with read/write access unless there is absolutely a business requirement to do so.
6. Always scan a floppy diskette from an unknown source for viruses before using it.
7. Back-up critical data and system configurations on a regular basis and store the data in a safe place.
8. If lab testing conflicts with anti-virus software, run the anti-virus utility to ensure a clean machine, disable the software, and then run the lab test. After the lab test, enable the anti-virus software. When the anti-virus software is disabled, do not run any applications that could transfer a virus, e.g., email or file sharing. 

If Mayfield CSD were not to control its network and/or Internet service were provided via a second or third party, these parties are required to approve scanning in writing if scanning is to occur outside of the Mayfield CSD LAN.
3.2 Client Point of Contact During the Scanning Period. Mayfield CSD shall identify in writing a person to be available for the contractual service provider as the point of contact during scanning.
3.3 Report(s) of the findings shall be provided to the Superintendent of Schools and to the Board of Education.
3.4 Scanning period. Mayfield CSD and the contractual service provider shall identify in writing the allowable dates for the scan to take place.
4.0 Enforcement
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

AUTHORIZATION POLICY: VIRTUAL PRIVATE NETWORK (VPN)
1.0 Purpose
The purpose of this policy is to provide guidelines for Remote Access IPSec or L2TP Virtual Private Network (VPN) connections to the Mayfield CSD network.

2.0 Scope
This policy applies to all Mayfield CSD employees, contractors, consultants, temporaries, and other workers including all personnel affiliated with third parties utilizing VPNs to access the Mayfield CSD network. This policy applies to implementations of VPN that are directed through an IPSec Concentrator.

3.0 Policy
The Superintendent of Schools, Principals, District Treasurer, Superintendent of Buildings, Grounds and Transportation, District Technology Coordinator and authorized third parties (such as, technology service consultant) may utilize the benefits of VPNs, which are a “user managed” service. This means that the user is responsible for selecting an Internet Service Provider (ISP), coordinating installation, installing any required software, and paying associated fees.

Additionally,
1. It is the responsibility of employees with VPN privileges to ensure that unauthorized users are not allowed access to Mayfield CSD internal networks.
2. VPN use is to be controlled using either a one-time password authentication such as a token device or a public/private key system with a strong pass-phrase.
3. When actively connected to the corporate network, VPNs will force all traffic to and from the PC over the VPN tunnel: all other traffic will be dropped.
4. Dual (split) tunneling is NOT permitted; only one network connection is allowed.
5. VPN gateways will be set up and managed by Mayfield CSD network operator.
6. All computers connected to Mayfield CSD internal networks via VPN or any other technology must use the most up-to-date anti-virus software that is the corporate standard (provide URL to this software) including personal computers.
7. VPN users will be automatically disconnected from Mayfield CSD network after thirty minutes of inactivity. The user must then logon again to reconnect to the network. Pings or other artificial network processes are not to be used to keep the connection open.
8. The VPN concentrator is limited to an absolute connection time of 24 hours.
9. Users of computers that are not Mayfield CSD-owned equipment must configure the equipment to comply with Mayfield CSD VPN and Network policies.
10. Only Mayfield CSD-approved VPN clients may be used.
11. By using VPN technology with personal equipment, users must understand that their machines are a de facto extension of the Mayfield CSD network, and as such are subject to the same rules and regulations that apply to District-owned equipment, i.e., their machines must be configured to comply with Mayfield’s Security Policies.

4.0 Enforcement
Any employee found to have violated this policy will lose VPN privileges.

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PASSWORD POLICY
1.0 Overview

Passwords are an important aspect of computer security. They are the front line of protection for user accounts. All Mayfield Central School District network system users (including contractors and vendors with access to District systems) are responsible for taking the appropriate steps, as outlined below, to select and secure their passwords.

2.0 Purpose

The purpose of this policy is to establish a standard for creation of strong passwords, the protection of those passwords, and the frequency of change.

3.0 Scope

The scope of this policy includes all network system users who have or are responsible for an account (or any form of access that supports or requires a password) on any system that resides at any Mayfield CSD facility, has access to the Mayfield CSD network, or stores any non-public Mayfield CSD information.

4.0 Policy
4.1 General

  • All system-level passwords (e.g., root, enable, NT admin, application administration accounts, etc.) must be changed on at least a quarterly basis.
  • All production system-level passwords must be part of the Mayfield Central Schools administered global password management database.
  • All user-level passwords (e.g., email, web, desktop computer, etc.) must be changed on a quarterly basis.
  • Passwords must not be inserted into e-mail messages or other forms of electronic communication.

All user-level and system-level passwords must conform to the guidelines described below.

4.2 Guidelines
A. General Password Construction Guidelines
Passwords are used for various purposes at Mayfield CSD. Some of the more common uses include: user level accounts, web accounts, email accounts, screen saver protection, voicemail password, and local router logins.

Strong passwords have the following characteristics:

  • Contain both upper and lower case characters (e.g., a-z, A-Z)
  • Have digits and punctuation characters as well as letters e.g., 0-9,
    !@#$%^&*()_+|~-=\`{}[]:”;'<>?,./)
  • Are at least six alphanumeric characters long and are a pass-phrase, such as “Ohmy1stubbedmyt0e”
  • Are not words in any language, slang, dialect, jargon, etc.
  • Are not based on personal information, names of family, etc.

Passwords should never be written down or stored on-line. Try to create passwords that can be easily remembered. One way to do this is create a password based on a song title, affirmation, or other phrase. For example, the phrase might be: “This May Be One Way To Remember” and the password could be: “TmB1w2R!” or “Tmb1W>r~” or some other variation. NOTE: Do not use either of these examples as passwords!

B. System Users Guide to Password Protection
Do not use the same password for Mayfield CSD accounts as for other non Mayfield access (e.g., personal ISP account, option trading, benefits, etc.). Where possible, don’t use the same password for various Mayfield CSD access needs. For example, a teacher should select one password for access to the student management system and a separate password for Office applications.

Do not share Mayfield CSD passwords with anyone. All passwords are to be treated as sensitive, confidential Mayfield CSD information. If someone demands a password, please inform the building principal of this incident.

Do not use the “Remember Password” feature of applications (e.g., Eudora, Outlook, Netscape Messenger). Do not write passwords down and store them anywhere in your office or classroom. Do not store passwords in a file on ANY computer system (including Palm Pilots or similar devices) without encryption.

Important: If there is any possibility that an account or a password has been compromised, report this to the building principal immediately and change all passwords.

Note: Password testing, including cracking may be performed by the Mayfield Central School District or its delegates. If a password is guessed or cracked during one of these testing scans, the user will be notified and required to change it.

C. Application Development Standards

Application developers must ensure their programs contain the following security precautions. Applications:

  • should support authentication of individual users, not groups.
  • should not store passwords in clear text or in any easily reversible form.
  • should provide for some sort of role management, such that one user can take over the functions of another without having to know the other’s password.
  • should support TACACS+ , RADIUS and/or X.509 with LDAP security retrieval, wherever possible.

D. Use of Passwords and Pass-phrases for Remote Access Users
Access to the Mayfield CSD network via remote access is to be controlled using either a one-time password authentication or a public/private key system with a strong passphrase.

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E. Pass-phrases
Pass-phrases are generally used for public/private key authentication. A public/private key system defines a mathematical relationship between the public key that is known by all, and the private key, that is known only to the user. Without the pass phrase to “unlock” the private key, the user cannot gain access.

Pass-phrases are not the same as passwords. A pass-phrase is a longer version of a password and is, therefore, more secure. A pass-phrase is typically composed of multiple words. Because of this, a pass-phrase is more secure against “dictionary attacks.”

A good pass-phrase is relatively long and contains a combination of upper and lowercase letters and numeric and punctuation characters. All of the rules above that apply to passwords apply to pass-phrases.

5.0 Enforcement
Any system user found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

RISK ASSESSMENT POLICY
1.0 Purpose
This policy describes the conditions for periodic information security risk assessments (RAs) to determine areas of vulnerability, and to initiate appropriate remediation. It is the role of Information Security to ensure the integrity, confidentiality, and availability of critical information and computing assets, while minimizing the impact of security procedures and policies upon productivity.

2.0 Scope
Risk assessments can be conducted on any entity within Mayfield CSD or any outside entity that has signed a Third Party Agreement with the District. RAs can be conducted on any information system, to include applications, servers, and networks, and any process or procedure by which these systems are administered and/or maintained.

  • 2.1 Frequency: System integrity will be tested minimally every 18 months.
  • 2.1.a Testing at other times may be performed randomly or for cause
  • 2.2 Reports of findings will be made to the Superintendent of Schools and to the Board of Education

3.0 Policy
Employees are expected to cooperate fully with any RA being conducted on systems for which they use and for which they are held accountable. Employees are further expected to work with the Risk Assessment Team in the development of a remediation plan.

4.0 Enforcement
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

6.0 Definitions
“Risk” Those factors that could affect confidentiality, availability, and integrity of Mayfield Central School District’s key information assets and systems. WIRELESS COMMUNICATION POLICY

1.0 Purpose
This policy prohibits access to Mayfield Central School District networks via unsecured wireless communication mechanisms. Wireless systems that meet the standards of this policy may be considered for specific individual approval on a case by case basis.

2.0 Scope
This policy covers all wireless data communication devices (e.g., personal computers, cellular phones, PDAs, etc.) connected to any of the Mayfield CSD’s internal networks.

This includes any form of wireless communication device capable of transmitting packet data. Wireless devices and/or networks without any connectivity to the District’s networks do not fall under the purview of this policy.

3.0 Policy
3.1 Register Access Points and Cards
All wireless Access Points / Base Stations connected to the corporate network must be registered and approved by the Superintendent. These Access Points / Base Stations are subject to periodic penetration tests and audits. Any wireless Network Interface Cards (i.e., PC cards) used in school-owned laptop or desktop computers must be approved.

3.2 Approved Technology
All wireless LAN access must use District approved vendor products and security configurations.

3.3 VPN Encryption and Authentication
All computers with wireless LAN devices must utilize a corporate-approved Virtual Private Network (VPN) configured to drop all unauthenticated and unencrypted traffic.

To comply with this policy, wireless implementations must maintain point to point hardware encryption of at least 56 bits. All implementations must support a hardware address that can be registered and tracked, i.e., a MAC address. All implementations must support and employ strong user authentication which checks against an external database such as TACACS+, RADIUS or something similar.

3.4 Setting the SSID
The SSID shall be configured so that it does not contain any identifying information about the organization, such as the company name, division title, employee name, or product identifier.

4.0 Enforcement
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

BACK-UP and DISASTER RECOVERY POLICY
1.0 Purpose
The purpose of system back-up is to enable cross-referencing and restoration at the work station, server and network levels. In the case of system failure, back-up provides the data for normal operations with the possible loss of incremental data.

2.0 Method
All servers will be backed up incrementally on a daily basis with full back-up weekly. Back-up tapes will be tested quarterly to ensure viability and accuracy.

3.0 Storage
Tapes will be alternated weekly and removed to a secure and fireproof location off-site.

Adopted 9/18/07

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POLICY NO. 4526.1 – TECHNOLOGY  SERVICES,  EQUIPMENT &  USE POLICY

To promote educational excellence in district schools, the Board of Education recognizes the need to provide access to computers and other electronic communications equipment for staff and students. Access to computer networks, including the Internet, facilitates resource sharing, innovation, collaboration and communication.

The Board of Education encourages computer use as an integral part of the curriculum. It is the user’s responsibility to access the Internet in support of education and academic research consistent with the educational objectives of the School District.

All technology services and equipment of the Mayfield Central School District, including all messages transmitted or stored by them, are the sole property of the School District. Equipment is solely for the educational and business purposes of the School District. Any unauthorized use is prohibited. Such unauthorized use includes, but is not limited to: accessing, posting, or downloading pornographic material; computer “hacking” and other related activities; attempting to disable or compromise School District computer systems or networks including technology protection measures taken by the School District; attempting to access another student or employee’s files; forging electronic mail messages; and any other illegal or improper purpose. The creation or forwarding of offensive, demeaning, discriminatory or disruptive messages is also prohibited. This includes, but is not limited to, messages that are inconsistent with School District policies including the policies  prohibiting  sexual  harassment  and all other forms of harassment.

The School District reserves the right, at any time, to access, review and monitor the use of electronic communication services, equipment and usage, as well as the data that is stored or transmitted. Students and employees should have no expectation of privacy or confidentiality while utilizing these services and equipment. When an individual leaves the School District, (s)he is expected  to return his/her equipment  in good  working condition.

In accordance with the requirements of the federal Children’s Internet Protection Act, the School District shall maintain technology protection measures which will protect against and filter Internet access to visual depictions that are obscene, child pornography or which would be harmful to minors if viewed by minors. These technology protection measures may be disabled for adults engaging in legitimate research or other school purposes.

The Mayfield Central School District is also committed to student safety. The Board is aware that some parents might have concerns regarding the internet and the placement of information about or pictures of their children on the web site. In light of those concerns, the District will not place any information about a child on the District’s web site without first obtaining parental consent. Parents may refuse to permit their child’s name and image from being used on the District’s website, may consent to his/her name but not his/her image being used, or may consent to both their child’s name and image  being used  on the District website.

The School District prohibits reproduction or use of software or related documentation in violation of the license granted by the developer. Usually, software may not be copied or installed on more than one computer. Students or employees who make, acquire or use unauthorized copies of such items are subject to discipline as well as civil penalties under the U.S. Copyright laws.

Electronic communication services and equipment includes electronic mail, Internet access, computer hardware and software, computer systems, handheld personal devices (e.g., Palm Pilots), printers, scanners, copiers, facsimiles, telephone systems, computer networks, on-line services, computer files, telex systems, digital cameras, video equipment and tapes, tape recorders and recordings,  pagers, cellular  phones and bulletin boards.

Any employee who violates this policy or uses the Internet or electronic mail system for improper purposes  shall be subject to discipline,  up to and including discharge.

Any student who violates this policy or uses the Internet or electronic mail system for improper purposes shall be subject to discipline pursuant to the School District’s Code of Conduct and Education  Law section 3214.

The School District reserves the right to change this policy and accompanying regulations at any time as may be required under the circumstances.

The Superintendent of Schools is directed to establish the appropriate regulations and procedures to effectively implement this policy.

Adopted  by BOE November  8, 2005

POLICY NO. 4526.lR  –  SCHOOL DISTRICT REGULATIONS FOR COMPUTER USE, E-MAIL AND INTERNET USAGE

These regulations and procedures are established pursuant to the Mayfield Central School District’s Technology Services, Equipment and Use policy.

The School District reserves the right to monitor all student and employee e-mail and Internet access at any time. Any unauthorized use is prohibited. Examples of reasons for School District monitoring include, but are not limited to: compliance with the federal Children’s Internet Protection Act, system maintenance or repairs, investigation of an alleged breach of security of the computer system, any alleged violations of School District policy or in response to law enforcement requests. No rights of privacy from use of School District computers are intended nor should they be expected by any user, including  all students  and employees.

ACCEPTABLE  USE

The School District maintains a computer network with access to e-mail and the Internet. This system is provided by the School District for educational and academic research purposes, professional development, communication and publication consistent with the School District’s mission and goals.

Use of the School District’s computer network is a privilege, not a right. Inappropriate usage will result in the suspension or revocation of that privilege pending a review by the appropriate administrator.

Students whose accounts are denied, suspended or revoked have the right to request a written statement justifying the actions taken by the system administrator. They may also submit a written appeal to the appropriate building administrator and request a meeting with the principal, the student, parent or guardian (if under 18 years of age) and any other involved staff.

E-MAIL

The School District maintains an electronic mail system. This system is provided by the School District for educational and academic research purposes, professional development, communication and publication  consistent  with  the School District’s mission  and goals.

  1. The School District insists that all users follow the highest ethical standards when utilizing the electronic mail system. E-mail is for school business use only and never for correspondence such as personal communication, junk mailings, chain letters, solicitations, harassment, etc. The School District reserves the right to monitor e­ mail at any given time without notice. Any violation in this policy may be subject to disciplinary action.
  2. The electronic mail system hardware is School District property. Additionally, all messages composed, sent, forwarded or received on the electronic mail system are and remain the property of the School District. The messages are not the private property of the sender or the recipient.
  3. The use of the electronic  mail system  may not be used for personal business.
  4. The electronic mail system shall not be used to solicit or proselytize for commercial ventures, religious or political causes, outside organizations, or other non-school­ related solicitations.
  5. The electronic mail system shall not be used to create, send or forward any offensive or disruptive Among those messages which are considered offensive are any messages which contain sexual implications, racial slurs, gender-specific comments, or any other comment that offensively addresses someone’s age, sexual orientation, religious or political beliefs, national origin or disability.
  6. The electronic mail system shall not be used to send (upload), receive (download) or forward any copyrighted materials, trade secrets, proprietary information, or similar materials without prior authorization.
  7. The School District reserves and intends to exercise the right to review, audit, intercept, access and disclose any and all messages created, received, forwarded or sent over the electronic mail system.
  8. The confidentiality of any message should not be assumed. Even when a message is erased, it is still possible to retrieve and read that message. Further, the use of passwords for security does not guarantee confidentiality. All passwords must be disclosed to the School District or they are invalid and cannot be used. All passwords are maintained by the System Administrator and may be used by the System Administrator for maintaining, auditing and investigating the system and its usage.
  9. Notwithstanding the School District’s right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other individuals and accessed only by the intended E-mail users are not authorized to retrieve or read any e-mail messages that are not sent to them. Any exception to this policy must receive prior approval by the School District.
  10. Users shall not use a code, access a file, or retrieve any stored information, unless authorized to do Users shall not attempt to gain access to another user’s messages without the latter’s permission. All computer pass codes must be provided to the System Administrator. No pass code may be used that is unknown to the School District.
  11. Any employee who discovers a violation of this policy shall notify the Assistant Superintendent for Business or his/her designee.
  12. Any stored messages, documents, files or record of use may be accessed through the Freedom of lnformation  Law  or subpoena.

INTERNET USE

The School District provides Internet access. This system is provided by the School District for educational and academic research purposes, professional development, communication and publication  consistent  with  the School District’s mission  and goals.

  1. Any unauthorized use of the School District provided Internet access is Unauthorized use includes, but is not limited to: connecting, posting or downloading pornographic material; engaging in computer “hacking”, and other related activities; attempting to disable or compromise the security of the School District’s computer system or any other computer system.
  2. Posting placed on the Internet may display the School District’s address. Any information posted on the Internet must reflect the standards and policies of the School District. Under no circumstances should information of a confidential, sensitive or otherwise proprietary nature be placed on the Internet.
  3. Information posted or viewed on the Internet may constitute published, copyrighted or trademarked protected material. Any reproduction of information or photographic material posted or otherwise available over the Internet may be done only with the express  permission  of  the author or owner of the copyright  or trademark.
  4. Users may not establish Internet or other external network connections which could permit unauthorized persons to gain access to the School District’s computer  systems, files and other information. These connections include the establishment of hosts with public modem dial-ins, World Wide Web home pages and File Transfer Protocol  (FTP) servers.
  5. Any user who violates these regulations or uses the School District’s Internet access capabilities for improper purposes shall be subject to discipline.

DISTRICT RESPONSIBILITIES

The School District makes no warranties of any kind, whether express or implied, for the computer services it provides.  The School  District  will not be responsible  for the quality,  availability, accuracy, nature or reliability of the service and/or information accessed.

In accordance with the federal Children’s Internet Protection Act, the School District shall install and maintain technology protection measures. If these measures prevent appropriate and education related access to research by teachers, (s)he should contact the system administrator for information on  how the measures  may be disabled.

Each user is responsible for verifying the integrity and authenticity of the information that is used and  provided.   All materials over the Internet arc assumed to be copyrighted.

READ AND DOWNLOAD THE COMPUTER  POLICY ACKNOWLEDGMENT FORM

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Policy 4532
SCHOOL VOLUNTEERS

The Board of Education recognizes that the use of volunteers has the potential to amplify the overall school program by reinforcing instruction, providing for enrichment and individualization and by expanding co-curricular opportunities. Effective use of volunteers may strengthen school and community understanding and enhance the value of the school to community members.

Volunteers are persons willing to give their time for the purpose of helping children through planned auxiliary services. Mentors, peer tutors, library helpers, Tech Team, classroom helpers, literacy volunteers, FLEXXC participants, Sports Boosters, CSE and CPSE parent members, shared decision making team members and participants in BLT and PTA special events and annual projects currently play an active role in the overall educational program in the Mayfield Schools. The services of volunteers may be sought and accepted by the Board of Education, the superintendent, building principals and teachers to amplify the overall educational program. While no teacher is required to use volunteers in the classroom, teachers are responsible for instruction for a range of abilities and skills. Principals may recommend that teachers explore the use of volunteers where needs continue to exist.

The superintendent will make guidelines available for volunteers (4532.1) that describe the role of the volunteer in areas of health, safety and operating procedures (e.g., confidentiality, reporting concerns). School personnel who are responsible for tasks or projects will identify appropriate tasks and time schedules for the activities that the volunteers will provide for students. They will discuss the guidelines with volunteers and give them copies of the guidelines before the volunteers begin working with students.

Should the services of a volunteer no longer accomplish a helpful purpose in an assignment, school personnel should discontinue use of the individual in a manner that respects the good intentions of the individual and that allows for the possibility of service in the future, possibly with another school person. School personnel must inform the building principal should the speech or actions of a volunteer be cause for concern.

Administrators will investigate the concern and will take appropriate action. Before the last day of each school year, school personnel will provide the office of the superintendent with the names and addresses of volunteers whom they used during the school year so that the district can send letters of appreciation. School personnel are encouraged to recognize volunteers additionally on their own.

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REGULATIONS: POLICY #4532.1
VOLUNTEERS
1. These regulations address only those volunteers who would work with students in a curricular, co-curricular, social or athletic activity sponsored directly by the school. These regulations do not apply to volunteers in programs, which may occur in school buildings and on school grounds that are sponsored under other auspices, such as Mayfield Recreation, Youth Leagues, PTA, PTSO, FOML, Sports Booster Club, Music Parents, etc. Nor do these regulations apply to staff or volunteers for programs conducted under Board of Education contract or permission for use of buildings and grounds by outside groups, such as the YMCA, Girls Scouts, Boy Scouts, etc. Jurisdictional questions should be addressed to the building principal prior to the activity on a case-by-case basis.
2. The District will be responsible for making the community aware of volunteer opportunities and of the approval process.
a. Teachers, advisers, coaches and administrators may invite individuals to become volunteers, subject to the approval process.
b. Building principals will recommend individuals screened for approval to the superintendent, who reserves the right to interview individuals.
3. The building principal will be responsible for identifying appropriate roles for all approved volunteers with input from the teacher, adviser or coach; and, will develop descriptions of duties and responsibilities for the volunteers.
4. Student transportation for school activities (such as field trips, contests and away practices) will be provided under the district transportation policy. Approval as a volunteer does not authorize transportation in private vehicles for such events.
5. Volunteers will be permitted to have direct contact with students in the presence of the teacher, advisor or coach.
a. The principal must give prior approval for specific volunteers to have direct contact with students when the teacher, adviser or coach would not be present in the same room.
b. The volunteer may not substitute for the teacher, adviser or coach.
6. All volunteers are required to act in accordance with district policies, regulations and school rules and to follow the description of duties and responsibilities.
a. The teacher, adviser or coach may ask a volunteer who violates district policies, regulations or school rules to leave school grounds.
b. The building principal may discontinue the service of a volunteer at his or her discretion.
c. Volunteers must respect the confidentiality of students and staff and may discuss a concern or observation about specific student or program element only with the supervising teacher, adviser or coach or building administrator.
d. Volunteers helping with athletic teams may not participate as a coach during team competitions (e.g., coaching from the sidelines or bench). That is the time to be a parent and support the team from the stands.
e. Volunteers must act in the best interest of the program at all times and must not create conflicts or contradict or undermine the authority of the teacher, adviser or coach with team members, parents, students and others.
f. Volunteers may not bring non-participant family members or children to practices or when executing their volunteering duties with students.

Adopted 2/11/03

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Policy 5152
Resident and Non-Resident Students

1. Policy – It is the policy of the Mayfield Central School District to provide a tuition free education for school age persons who reside within the District. In addition, it is the policy of the District to provide a tuition paid education to those non-resident school age persons who are admitted pursuant to this policy.
2. Resident Pupils – In accordance with Education Law section 3202, a school-age person shall be considered a resident of the Mayfield Central School District if such person resides with a resident custodial parent by birth or adoption, a resident legal guardian or custodian, or is legally emancipated. A student’s legal school district residence is presumed to be that of his or her parent(s) or legal guardian. If a school-age person resides alone or with someone other than a resident custodial parent or legal guardian, then residency shall be determined as follows:
2.1 Guardianship or custody is deemed permanent if it has not been established solely for the purpose of changing school attendance and there is evidence of intent to permanently reside at the new location. For a change in residence to be deemed permanent there must be no intention or evidence that the school-age person will return to the home of a nonresident parent or legal guardian at any point in the future, i.e., there has been a total and permanent relinquishment of parental control. If a student is not living with a non-resident parent or legal guardian but there has not been a total and permanent surrender of parental control, then the student will still be deemed a resident of the home of the non-resident parent or guardian.
2.2 The resident guardian or custodian must exercise full and complete control over the child including exercising full authority as a person in parental relationship and providing full financial support.
2.3 Guardianship or custody may be established by court order.
2.4 An emancipated minor is a student who satisfies the legal requirements for living in an emancipated state providing all of his/her own means of support.
2.5 Determination of residence shall be by the Superintendent of Schools in accordance with applicable Education Law and Regulations of the Commissioner of Education.
2.6 Resident students who become non-resident pupils during their senior year may complete their senior year without paying tuition.
3. Non-resident Pupils – Non-resident school age persons may be admitted to the Mayfield Central School District upon approval of the Superintendent of Schools on an annual basis in accordance with the following conditions:
3.1 Parents or legal guardians of non-resident pupils seeking admission to Mayfield Central School District will write a letter of application annually to the Superintendent.
3.2 The District recognizes its primary obligation to provide a free public education to all school age children who reside within the District. Wherein the Superintendent of Schools determines that classroom space is available within the District and the District is able to offer placement to non-resident students without incurring any additional cost to the taxpayers of the District it shall be the Policy of the Board of Education to admit such students to its schools upon the payment of tuition, as set by the Board of Education in accordance with the laws and regulations of the State of New York.
Nothing in this Policy shall authorize the admission or maintenance of a non resident student whose admission/ maintenance as student in the District requires any additional expenditure to the Board of Education, the hiring of additional staff or a waiver of an existing classroom teacher student ratio, as established by law, board policy, contract, or regulation.
Non-resident students shall be admitted to the extent space is available in existing classrooms and upon a determination by the Superintendent, in consultation with that school’s Principal, that the needs of the students can be met within the District’s existing programs and by the District’s existing staff. Also, a non-resident student must be in good standing in his/district of residence (i.e. is not on academic probation or otherwise the subject of any out of school suspensions in the past school year).
3.3 The tuition will be established on an annual basis by Board resolution. Payments will be in two equal installments, the first paid on or before September 1 and the second on February 1 of each school year. Non-payment of tuition will be sufficient reason to rescind approval of attendance.
3.4 Tuition students will be counted in average daily attendance on all reports.
3.5 Board Resolution: “High School (9-12) students and their parents who are seeking admission to Mayfield as nonresident pupils will be made aware by receipt of this policy that participation in interscholastic athletics at the Junior Varsity and Varsity levels is prohibited in the first academic year of attendance. An application for a specific waiver from this rule may be made to the High School Principal. Satisfactory academic performance and good citizenship demonstrated for a sustained period of time will be factors in a decision. The Board of Education will be kept informed of the requests made and their outcome at the annual review of the policy.”
3.6 As a condition of acceptance of a non-resident student, the Parents of such student and the student, as applicable, agree to the following:
1. The parents shall be responsible for arranging the transportation of the student to and from the District and shall provide the District with the name of another adult who shall be responsible for the transportation of the student, if the parent is not available, in the event of early dismissal. 
2. Failure to make appropriate arrangements for the transportation of a non resident student, including on days requiring early dismissal due to emergency or otherwise, may result in the student’s dismissal.
3. The student shall be subject to the same rules governing student attendance and student discipline as resident students and shall be required to comply with the same rules. Any violations of school rules, including, but not limited to, excessive tardiness, truancy or other infractions that would result in the suspension of a resident student from school, may constitute a basis for the student’s immediate dismissal.
4. Prior to such dismissal, the District shall provide the parent with written notice of the basis for its determination and shall notify the parent of the right to request an informal conference with the Superintendent of Schools, who shall provide an opportunity for the parent and student to present their concerns.
5. The decision of the Superintendent shall be final except a parent may appeal such decision to the Board of Education within thirty (30) days of such determination upon written notice with a statement of the reasons for such appeal.

6. Extra-curricular activities – To the extent otherwise eligible, all non-resident students admitted pursuant to this policy shall be allowed to participate in all activities/sporting opportunities to the same extent as resident students of the district, except that the parents of such students shall be responsible for their transportation from any after school activities to their home. The exception is interscholastic athletics as detailed above in §3.5 of this policy.

Adopted: August 11, 1998
*Revised: February 14, 2006
*Revised: June 17, 2010
First reading revised policy: August 19, 2014
Second reading revised policy: September 9, 2014
Adopted by BOE: October 21, 2014

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Policy 5280

INTERSCHOLASTIC ATHLETICS

Interscholastic athletics for boys and girls are an integral and desirable part of the district’s secondary school educational program. Individual and team sports shall be based upon comprehensive physical education instruction and intramural activities, seeking broad participation from all eligible secondary students. Lifetime or carry-over sports are to be particularly encouraged and supported. Parity in the number and kind of sports activities for girls and boys is a clear objective of the district.

Student eligibility for participation on interscholastic teams shall include authorization by the school physician, written permission providing informed consent of the parent or guardian and endorsement by the school principal.

This endorsement will be based on established rules and various Mayfield Central School, Tri-Valley League, Section II, State Education Department,
and New York State Public High School Athletic Association regulations.

The athletic program will foster and promote all of the following qualities:

  1. The appropriate physical, social and emotional development of participants
  2. The ideals of competition, teamwork, and sportsmanship
  3. Attainment of the goals of success and participation
  4. The development of self-confidence, self-discipline, organization, decision making skills and goal orientation in the participants
  5. Embodiment of the ideal of a sound mind in a sound body leading to a lifetime appreciation for physical fitness and good health habits
  6. A sense of loyalty and pride which can be shared by all participants, other students, parents, coaches and the community as a whole
  7. The development of self-esteem based upon acceptance and achievement and a healthy and realistic self-concept for all participants
  8. The athletic program will be governed by all existing Board of Education policies
  9. Teams will always play to win, but not to win at any cost. Play will be conducted without pressures that might tend to neglect good sportsmanship and good mental health.

At all times, the athletic program will be conducted as an educational activity.

Revised and Adopted: August 20, 2013

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5280.1
Mayfield Athletics Policy

Coaches

Coaches will abide by the COACHING CODE OF ETHICS of SECTION II, which states that it is the duty of all concerned with school athletics to do the following:

  • Emphasize the ideals of sportsmanship, ethical conduct and fair play;
  • Eliminate all possibilities that tend to destroy the best values of the game;
  • Stress the values derived from playing the game fairly;
  • Show cordial courtesy to visiting teams and officials;
  • Establish a happy relationship between visiting teams and officials;
  • Respect the integrity and judgment of sports officials;
  • Achieve a thorough understanding and acceptance of the rules of the game and of the standards of eligibility;
  • Encourage leadership, initiative and good judgment by players on the team;
  • Recognize that the purpose of athletics is to promote the physical, mental, moral, social and emotional well being of the individual players;
  • Remember that an athletic contest is only a game, not a matter of life and death.
  • Parents, students, or other adults who have concerns that these standards are not being practiced should speak with the athletic director who is responsible to follow up on the concerns.

Coaches will make all student-athletes aware of the following elements of sportsmanship at all times throughout the season, especially as part of teaching during practices and games:

  • Learn and understand the rules of the sport.
  • Play hard, play to win and play fairly within these rules.
  • Maintain self-control and concentrate on good sportsmanship under pressure.
  • Respect the opponent, never taunt, acknowledge good play and offer congratulations.
  • Respect the role of the officials and accept their decisions as part of the game.
  • Be an example for your school, teammates, and opponents.

Student-Athletes
Rules of Training and Conditioning

All players are expected to observe all training and team rules as prescribed by the coach with regard to curfew, team conduct, conditioning, and other pertinent considerations. Violations of team rules may result in a range of disciplinary actions. Decisions on removal from a team or denial of awards will be made by the high school principal with input from the coach and athletic director.

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Tobacco, Alcohol and Drugs

The following rules apply 24 hours per day, in all locations:

During the season of practice or play, a student will not, possess or use any beverage containing alcohol; possess or use tobacco in any form; possess or use electronic cigarettes and/or vaporizers, regardless of the presence of nicotine; or possess, use or consume, buy, sell or give away any controlled substance defined by law as a drug.  

There will be no warnings. A first infraction will cause the student to be suspended from 20% of the scheduled contests. While suspended from contests, students must practice with the team and attend all contests in uniform. Any remaining suspended contests will be completed at the start of the next season.

A second infraction will cause the student to be dropped from the team and from participation on any other team during that season. A student may participate on a team in the next season. However, a second “first” infraction in any subsequent season will cause the student to be dropped from the team.
Athletic penalties are imposed in addition to school code of conduct penalties.

Academic Eligibility

All athletic team members are expected to achieve acceptable academic progress while participating in the athletic program. The following policy will govern academic eligibility for athletics:

  • All coaches will submit a list of participating students to the high school principal once students are chosen to participate in a sport.
  • To be eligible, a student must not have failing or incomplete grades in a total of two or more subjects in the course of one week, or longer. The student will be considered failing if his or her average is 64 or lower. Should the student’s average fall below 65, he or she will then be placed on the ineligibility list.
  • Eligibility will be checked weekly, starting with progress reports in the fifth week of school. Students must have passing grades on a regular basis to participate.
  • If a student is found to have failing or incomplete grades in two or more subjects, he/she must do the following to remain eligible for participation.
  • The student will have seven calendar days from the date the ineligibility list is published to improve deficient grades to passing. During this seven-day period, the student will remain eligible and may practice and play in any games or matches.
  • At the end of the seven-day period, a check of cumulative progress will be made. Should the student continue to fail two or more courses at the end of the first seven day period, the student will be able to practice during the second week of ineligibility, but may not participate in contests held while he is ineligible for that week.
  • Should the student remain ineligible for a third straight week, he or she may not practice or participate in any contests from that point on, until he or she becomes eligible.

Attendance

An athlete must be in school the day of the contest and must also be in school the day before participation in any special tournament or out of state contest. An athlete is expected to report on time for school each day.

An athlete may not participate in a practice or game that day when he or she has been absent unexcused or late to school more than 15 minutes or late less than 15 minutes for a third time or truant or suspended (in or out of school) or excused from any part of the school day for illness or injury.

Each athlete must make every effort to be in school the day following athletic events. If a pattern of absences develops following athletic events, the coach will take appropriate disciplinary action, which may range from a warning to a suspension from participation for a period of time.

If a player becomes ill during the day and cannot practice, it is his or her responsibility to notify the coach involved.

A student who is absent or tardy due to a doctor/dentist appointment, court appearance, funeral, college visit or other legal reason may receive permission from the school nurse to participate that day. The nurse will issue written permission that the player must give to his or her coach.

A student going to the dentist or doctor should bring a note stating that the student is capable of participating in the sports activity that day.

Travel

All squad members are to travel to and from contests on school transportation. Requests for exceptions to this rule must be made in writing to the supervising coach by the parent or guardian of the athlete involved and approved in advance by the high school principal.

An athlete may ride home from a contest with his/her parents with specific approval by the coach at the game site. Under no circumstances will a student be allowed to ride to or from a contest with another student.

Equipment, Property and Facilities

Players are responsible for all equipment issued to them. Equipment is to be used only during practices and contests in the sport for which it was issued.

No part of any uniform is to be used in physical education class. If equipment cannot be accounted for at the end of the sport season, the athlete is financially responsible for it. The athlete may not compete in any succeeding sport until arrangements are made for restitution of the lost equipment, or property, or damage.

Team members are expected to refrain from willfully or carelessly damaging equipment, property, or facilities whether at home or away. No athletic or other awards will be made to squad members who damage or misuse equipment, facilities, or property unless restitution has been made. No Mayfield squad member shall exchange or trade equipment or property with another Mayfield squad member or with a squad member from another school district. Possession by a Mayfield squad member of unauthorized equipment or property may result in disciplinary action. Players must return property or equipment that belongs to another school district, along with a written apology.

Leaving the Team

A squad member is expected to remain a member of the team until the season is completed. When a member wishes to leave a team, he or she must discuss his or her reasons with the coach. Leaving the team without prior discussion is quitting. A student who leaves the team without the approval of the coach after the third full week following the start of the official season for each sport may not participate on another athletic team for that season. Team members should honor their commitments to participate on teams. If a student desires to transfer to another team during the season, he or she must have prior permission from both coaches.

In some situations it may be necessary for an athlete to leave a team (academic difficulties, home situations, economic hardships etc.). The coach and athlete should arrive at a mutual agreement whereby the student is given permission to leave the team. The coach will notify the athletic director and principal in writing of any such change.

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Physicals

Each athlete must pass a sports physical given by the Mayfield Central School doctor in order to be eligible to participate in athletic activities.

The sports physicals are given before each sport season, fall, winter, and spring. Every athlete must also have an update (interval health history) during the year. If an athlete is absent five (5) or more consecutive school days, or injured, the school nurse must re-certify the athlete as “able to participate” in sports. If an athlete is participating under the Selection Classification Program, he/she must pass a comprehensive sports maturity physical given only by the school doctor.

Sportsmanship

All team members commit themselves to act in a sportsmanlike way at all times reflecting the pride and self discipline expected in our athletic program.

Players should be mindful that they represent their team, school, home and community as well as themselves. Appropriate and respectful behavior is expected in the community, in school and on the athletic field or court.

Any player, coach, or assistant coach on a varsity, junior varsity, freshman, or modified team in Section II shall be suspended for the next scheduled contest (next game, season or year) if an official ejects a player or coach from a contest for unsportsmanlike behavior.

Athletes or coaches who exhibit such behavior but are not disqualified by an official (or in a sport where no official is employed, such as golf or tennis) would receive the same penalty as an athlete or coach who was indeed ejected from a contest.

Physical Confrontation with an Official

In no case shall a player or coach strike, bump, or otherwise physically intimidate an official, including before, during, or after a contest. If this occurs, a Section II Sportsmanship Committee hearing will be held as soon as possible with all parties or representatives present. Decisions of this committee are final and penalties may be assessed, such as multiple game suspension, season suspension, or suspension from playing or coaching any sport for one calendar year. The official would retain the legal right to initiate legal action against the offending player or coach. Written reports of any such incident must be filed with Section II by the Athletic Director for either of the above. An appeal procedure is available which must be initiated by the high school principal within forty-eight (48) hours of the incident.

Parent Communications

Parents should call the school and ask to have coaches return their calls when they wish to discuss situations or concerns, the same way that parents should communicate with teachers. Parents must refrain from discussing concerns with officials and with coaches and players of both teams prior to, during or immediately following, contests. Coaches are expected to inform parents immediately when serious concerns arise.

Informed Consent

Participation in sports may involve a certain degree of injury. The coaching staff and other responsible school officials will do everything within reason to protect a student against injury, including the provision for appropriate equipment, safe facilities, and training designed to reduce the impact of accidents. However, injuries sometimes occur and on very rare occasions, may be serious and/or disabling. Parents/ Guardians who are concerned about this possibility should discuss this with the coach, athletic director, or principal prior to signing the permission form from the Forms page.

Student Response and Parent/Guardian Permission Forms

Student athletes will turn in completed and signed information/permission forms to their coaches by the third practice of the season. Players lacking the completed and signed forms will not be able to participate. Click here to download the form from the Forms page.

Revised and approved: 12/18/07
Revised and Adopted: 8/20/13

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Policy 5280.2
REGULATIONS GOVERNING PARTICIPATION IN EXTRACURRICULAR ACTIVITIES

STUDENTS PARTICIPATING IN EXTRACURRICULAR ACTIVITIES: Rules of participation.

All students are expected to observe all rules as prescribed by the adviser with regard to curfew, conduct, training, and other pertinent considerations. Violations of club rules may result in a range of disciplinary actions. Decisions on removal from a club, activities or denial of awards will be made by the high school principal with input from the adviser. Tobacco, alcohol and drugs: The following rules apply 24 hours per day, in all locations:

1. During the school year of participation, a student will not:

  • Possess or use any beverage containing alcohol,
  • Possess or use tobacco in any form,
  • Possess, use or consume, buy, sell or give away any controlled substance defined by law as a drug.

2. There will be no warnings. A first infraction will cause the student to be prohibited from participating in 20% of the scheduled events (including, but not limited, to drama productions, Masterminds, National
Honor Society events, and band field trips, etc.). While prohibited from participating in these events/contests, students must practice with the group, attending meetings, and/or be present at all events/contests.

3. A second infraction will cause the student to be removed from the club/activity and from participation on any other club/activity during that season. A student may participate in a club/activity during the next school year. However, a second “first” infraction in any subsequent season will cause the student to be removed from the club/activity.

4. Penalties are imposed in addition to school code of conduct penalties. A meeting with the advisor and principal must be held before a suspended student may return to participate in practice or contests.

Academic Eligibility: All extracurricular club members are expected to achieve acceptable academic progress while participating in the program. The following policy will govern academic eligibility for extracurricular participation:
a) All advisers will submit a list of participating students to the high school principal once students are chosen to participate in a club.
b) To be eligible, a student must not have failing or incomplete grades in a total of two or more subjects in the course of one week, or longer. The student will be considered failing if his or her average is 64 or lower. Should the student’s average fall below 65, he or she will then be placed on the ineligibility list.
c) Eligibility will be checked weekly, starting with progress reports in the fifth week of school. Students must have passing grades on a regular basis to participate.
d) If a student is found to have failing or incomplete grades in two or more subjects, he/she must do the following to remain eligible for participation:
1. The student will have seven calendar days from the date the ineligibility list is published to improve deficient grades to passing. During this seven-day period, the student will remain eligible and may practice and play in any games or matches.
2. At the end of the seven-day period, a check of cumulative progress will be made. Should the student continue to fail two or more courses at the end of the first seven day period, the student will be able to practice during the second week of ineligibility, but may not participate in contests held while he is ineligible for that week.
3. Should the student remain ineligible for a third straight week, he or she may not practice or participate in any contests from that point on, until he or she becomes eligible.

Attendance: A student must be in school the day of the contest and must also be in school the day before participation in any special tournament or out of state contest. A student is expected to report on time for school each day.
a. A student may not participate in a practice, rehearsal, production or event that day when he or she has been absent unexcused or late to school more than 15 minutes or late less than 15 minutes for a third time or truant or suspended (in or out of school) or excused from any part of the school day for illness or injury.
b. Each student must make every effort to be in school the day following events. If a pattern of absences develops following events, the coach will take appropriate disciplinary action, which may range from a warning to a suspension from participation for a period of time.
c. If a player becomes ill during the day and cannot practice, it is his or her responsibility to notify the coach involved.
d. A student who is absent or tardy due to a doctor/dentist appointment, court appearance, funeral, college visit or other legal reason may receive permission from the school nurse to participate that day. The nurse will issue written permission that the player must give to his or her coach.
e. A student going to the dentist or doctor should bring a note stating that the student is capable of participating in the activity/event that day. 

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Travel: All club members are to travel to and from contests/events/field trips on transportation provided by the club and/or supported by the district. Requests for exceptions to this rule must be made in writing to the supervising advisor by the parent or guardian of the student involved and approved in advance by the high school principal.

A student may ride home from an event with his/her parents with specific approval by the adviser at the site of the event. Under no circumstances will a student be allowed to ride to or from an event with another student.

Equipment, Property and Facilities: Students are responsible for all equipment/materials issued to them. Equipment is to be used only during practices and events of the extracurricular event for which it was issued. If equipment/materials cannot be accounted for at the end of the school year, the student is financially responsible for it. The student may not participate in any subsequent extracurricular activities until arrangements are made for restitution of the lost equipment, materials, property, or damage. Club members are expected to refrain from willfully or carelessly damaging equipment, property, or facilities.

Leaving the club: A club member is expected to remain a member of the club until the school year is completed. When a member wishes to leave a club, he or she must discuss his or her reasons with the adviser. Leaving the club without prior discussion is “quitting”. A student who leaves the club without the approval of the adviser must attend a meeting with the adviser, principal and a parent/guardian before they are able to participate in the future. Club members should honor their commitments to participate in extracurricular activities.

In some situations (academic difficulties, home situations, economic hardships etc.), it may be necessary for a student to leave a club. The student and adviser should arrive at a mutual agreement whereby the student is given permission to leave the club. The adviser will notify the principal in writing of any such change.

Conduct: All team members commit themselves to behave in a manner, at all times, which reflects the pride and self-discipline expected at our school. Participants should be mindful that they represent their club, school, home and community, as well as themselves.

Appropriate and respectful behavior is expected in the community, in school and at any events in which they participate.

All participation in extracurricular clubs, activities and events, constitutes a “school function”, as defined by the Code of Conduct. Therefore, any misconduct prohibited by the Code of Conduct may result in disciplinary action taken by administration. In such case, the adviser will first contact the principal after which time the parent/guardian will be notified.

Parent communications: Parents should call the school and ask to have advisers return their calls when they wish to discuss situations or concerns, the same way that parents should communicate with teachers. Advisers are expected to inform parents immediately when serious concerns arise.

Informed consent: Participation in extracurricular activities may involve a certain degree of injury. The advisers and other responsible school officials will do everything within reason to protect a student against injury, including the provision for appropriate equipment, safe facilities, and practices designed to reduce the impact of accidents. However, injuries sometimes occur and on very rare occasions, may be serious and/or disabling. Parents/guardians who are concerned about this possibility should discuss this with the adviser or principal prior to signing the permission form.

Student Response and Parent/Guardian Permission Forms: Student will submit signed information/permission forms to their advisors by the third rehearsal, practice, meeting of the school year. Students lacking the signed forms will not be able to participate.

Adopted by BOE: August 20, 2013

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5500 FERPA – FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

6000 Fiscal Management Goals

The Mayfield Central School District’s Board of Education believes that fiscal management policies should be clear and be periodically updated to reflect important changes in Commissioner’s Regulations, Education Law, Local Finance Law and General Municipal Law. The Board’s intent is to establish particular fiscal management roles for the Board, Superintendent of Schools, business office, administrators, staff and the school community regarding school district fiscal matters at Mayfield CSD. It is also the Board’s intent to see to it policies are in place to help the Board of Education and administration strike a balance between an ideal educational program and the real life limits facing the district’s fiscal ability to support and sustain instructional programs and support operations.  

The Board recognizes that thoughtful fiscal planning is a key factor in building the capacity for Mayfield CSD to strengthen and sustain its instructional programs and support operations. The Board expects:  
A. The budget will strike a balance between an ideal educational program and the real life limits facing the district’s fiscal ability to support and sustain potentially unlimited requests for instructional programs and support operations.  
B. All laws and regulations governing the use of public funds shall be strictly adhered to.
C. All district monies shall be expended in an efficient and prudent manner and bring the greatest benefit to the district.
D. Internal controls will be established and sustained to help ensure that good business practice are in place; assets are safeguarded; and accurate, reliable and timely data are maintained and reported.
E. Funds for which the district has no immediate need shall be legally invested where they can bring the greatest return.
F. All receipts and expenditures shall be recorded fully and in the proper manner.
G. All funds, including cash in buildings, extra‐classroom account funds, gifts, and bequests shall be provided maximum protection from misappropriation.
H. The annual budget development process shall take into consideration the multiple and varied perspectives of administrators, teachers, students, and other district residents in translating the educational needs and aspirations of the community into a proposed expenditures plan for voter consideration.
I. To the extent practical, program auditing, benchmarking and evaluation shall be used to assess the effectiveness of all educational programs provided to district students, and future appropriations shall be subject to adjustment, based on such auditing, benchmarking and evaluation.  

First reading September 9, 2014
Second Reading   October 21, 2014
Adopted   October 21, 2014

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6114 Board Requests for Data and Reports

Board Requests for Data and Reports

The Mayfield Central School District’s Board of Education believes that given the lean administrative staffing model in place for the school district, it is ‐ and will be ‐ important to establish a suitable policy for seeing to it that Board requests for data and reports will not place district employees in a situation where such requests might duplicate efforts or create an ‘overload’ situation for particular district employees any particular week or month.

Board members will channel requests for data gathering or reports from staff or administrators or supervisors through the Board President or the Superintendent, rather than requesting it from an administrator or operations supervisor or employee directly.  

Intent

By channeling requests through the Superintendent, the Board can make the process and timetable of information gathering requests more ‘doable’ for all involved, and the Superintendent will be able to better see that employees are not duplicating efforts or placed in ‘overload’ any particular week or month.  

Protocol

If at any point in time it appears that requests for data and reports, along with the increasingly frequent federal and state mandated data collection and reporting functions would exceed the capacity of the remaining staff to gather, collate and/or copy information requested on a timely basis, the Superintendent will work with the Board President or the Board to resolve the situation.  

The Superintendent is charged with making clear to administrators and operations supervisors the intent of this policy and the protocol detailed above.  

First reading September 9, 2014
Second Reading   October 21, 2014
Adopted   October 21, 2014

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6112 Determining Budget Priorities

The Mayfield Central School District’s Board of Education believes that determining budget priorities calls for the Board of Education and administration to strike a balance between an ideal educational program and the real life limits facing the district’s fiscal ability to support and sustain potentially unlimited requests for instructional programs and support operations.  

The Superintendent, in close cooperation with the business office, is responsible each school year during the early stages of the budget development process to construct and recommend budget priorities to the Board of Education. Those priorities are to include, but not necessarily be limited to considering:  
A. Health & safety of students, employees and volunteers;
B. Instructional programs that reflect state standards and community expectations;  
C. Staffing to implement federal and/or State mandates for instructional programs, plus consideration of the customary programs,  current programs, current support operations and prospective initiatives for strengthening programs and support operations;  
D. Maintenance of the district’s facilities, grounds and equipment;  
E. Strengthening of programs and operations that are to be sustained into the next school year;  
F. Professional development of faculty, support staff, administrators and supervisors;  
G. District goals approved by the Board for the upcoming school year;  
H. Cost reductions and operating efficiencies in any program or support operation identified by administrators or operations supervisors that warrant Board consideration to help support or sustain other current or emerging programs and operations.  

The Superintendent is charged with constructing and forwarding to the appropriate other district administrators and operations supervisors the particular protocols and tasks required to develop estimated budget needs for the next school year’s programs and support operations.

The Superintendent is also charged with engaging the administrative team and various teacher teams and support operations teams during the early months of the budget development season. Such engagement may be organized by grade level, content area and/or support operations departments, at the Superintendent’s discretion, in order to help the school district gather constituent suggestions regarding budget priorities for the school year ahead and for the near term future. The Superintendent will then publicly report to the Board the on the suggested priorities received through that process. The timetable for this process is to be included in the annual budget development calendar.    

First reading September 9, 2014
Second Reading   October 21, 2014
Adopted   October 21, 2014

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P-6700 PURCHASING

The Board of Education views purchasing as serving the educational program by providing necessary supplies, equipment and related services. Purchasing will be centralized in the business office under the general supervision of the Purchasing Agent designated by the Board of Education.

It is the goal of the board to purchase competitively, without prejudice or favoritism, and to seek the maximum educational value for every dollar expended. Competitive bids or quotations shall be solicited in connection with purchases pursuant to law. The General Municipal Law requires that purchase contracts for materials, equipment and supplies involving estimated annual expenditure exceeding $20,000 and public work contracts involving an expenditure of more than $35,000 will be awarded only after responsible bids have been received in response to a public advertisement soliciting formal bids. Similar procurements to be made in a fiscal year will be grouped together for the purpose of determining whether a particular item must be bid. Goods and services which are not required by law to be procured by the district through competitive bidding will be procured in a manner so as to ensure the prudent and economical use of public monies, in the best interests of the taxpayers, to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances, and to guard against favoritism, improvidence, extravagance, fraud and corruption.

Alternative proposals or quotations will be secured by requests for proposals written or verbal quotations or any other appropriate method of procurement, except for procurement’s:
1. under a county contract;
2. under a State contract;
3. of articles manufactured in State correctional institutions; or from agencies for the blind and severely disabled.

The district’s purchasing activity will strive to meet the following objectives:
1. to effectively supply all administrative units in the school system with needed materials, supplies, and contracted services;
2. to obtain materials, supplies and contracted services at the lowest prices possible consistent with the quality and standards needed as determined by the Purchasing Agent in cooperation with the requisitioning authority. The educational welfare of the students is the foremost consideration in making any purchase.
3. to ensure that all purchases fall within the framework of budgetary limitations and that they are consistent with the educational goals and programs of the district;
4. to maintain an appropriate and comprehensive accounting and reporting system to record and document all purchasing transactions; and
5. to ensure, through the use of proper internal controls, that loss and/or diversion of district property is prevented.

Opportunities shall be provided to all responsible suppliers to do business with the school district suppliers whose place of business is situated within the district may be given preferential consideration only when bids or quotations on an item or service are identical as to price, quality and other factors. Purchases will be made through available cooperative BOCES bids, State contract; of the Office of General Services or county contracts whenever such purchases are in the best interests of the district. In addition, the district will make purchases from correctional institutions and severely disabled persons through charitable or non-profit making agencies, as provided by law.

The district will provide justification and documentation of any contract awarded to an offer or other than the lowest responsible dollar offer or, setting forth the reasons why such award is in the best interests of the district and otherwise furthers the purposes of section 104-b of the General Municipal Law.
The Purchasing Agent will not be required to secure alternative proposals or quotations for:
1. emergencies where time is a crucial factor;
2. procurements for which there is no possibility of competition (sole source items);
3. procurement’s of professional services, which, because of the confidential nature of the services, do not lend themselves to procurement through solicitation; or very small procurement’s when solicitations of competition would not be cost effective.

The Superintendent of Schools, with the assistance of the Purchasing Agent, shall be responsible for the establishment and implementation of the procedures and standard forms for use in all purchasing and related activities in the district. Such procedures shall comply with all applicable laws and regulations of the State and the Commissioner of Education.

No Board member, officer or employee of the school district shall have an interest in any contract entered into by the Board or the district, as provided in Article 18 of the General Municipal Law.

Comments will be solicited from those administrators involved in the procurement process before enactment of the district’s policies regarding purchasing and from time to time thereafter.

The policies must then be adopted by Board resolution. All district policies regarding the procurement processes will be reviewed by the Board at least annually.

The unintentional failure to fully comply with the provisions of section 104-b of the General Municipal Law or the district’s policies regarding procurement will not be grounds to void action taken or give rise to a cause of action against the district or any officer or employee of the district.

Revised and adopted January 24, 2012

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Policy 6700-R- PURCHASING REGULATION

The following sets forth the procedures for the procurement of goods and services by the district:

I. Definitions
Purchase Contract: a contract involving the acquisition of commodities, materials, supplies or equipment

Public Work Contract: a contract involving services, labor or construction
II. General Municipal Law

The General Municipal Law requires that purchase contracts for materials, equipment and supplies involving an estimated annual expenditure exceeding $20,000. and public work contracts involving an expenditure of more than $35,000. will be awarded only after responsible bids have been received in response to a public advertisement soliciting formal bids.

Similar procurement’s to be made in a fiscal year will be grouped together for the purpose of determining whether a particular item must be bid.

III. Competitive Bidding Required
A. Method of Determining Whether Procurement is Subject to Competitive Bidding
1. The district will first determine if the proposed procurement is a purchase contract or a contract for public work.
2. If the procurement is either a purchase contract or a contract for public work, the district will then determine whether the amount of the procurement is above the applicable monetary threshold as set forth above.
3. The district will also determine whether any exceptions to the competitive bidding requirements (as set forth below) exist.

B. Contract Combining Professional Services and Purchase

In the event that a contract combines the provision of professional services and a purchase, the district, in determining the appropriate monetary threshold criteria to apply to the contract, will determine whether the professional service or the purchase is the predominant part of the transaction.

C. Opening and Recording Bids; Awarding Contracts

The Purchasing Agent will be authorized to open and record bids. Contracts will be awarded to the lowest responsible bidder (as recommended by the Purchasing Agent), who has furnished the required security after responding to an advertisement for sealed bids.

D. Documentation of Competitive Bids

The district will maintain proper written documentation which will set forth the method in which it determined whether the procurement is a purchase or a public work contract. Proper written documentation will also be required when a contract is not awarded to the vender submitting the lowest quote, setting forth the reasons therefore. A quote which exceeds the bid limit will be awarded only when such award is in the best interests of the district and otherwise furthers the purposes of section 104-b of the General Municipal Law. The district will provide justification and documentation of any such contract awarded

E. Leases of Personal Property

In addition to the above-mentioned competitive bidding requirements, section 1725 of the Education Law requires that the district will be subject to competitive bidding requirements for purchase contracts when it enters into a lease of personal property.

Documentation: The district will maintain written documentation such as quotes, cost-benefit analysis of leasing versus purchasing, etc.

Any legal issues regarding the applicability of competitive bidding requirements will be presented to the school attorney for review.

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IV. Exceptions to Competitive Bidding Requirements 

The district will not be subject to competitive bidding requirements when the Board, in its discretion, determines that one of the following situations exists:

l. emergency situations where:
a. the situation arises out of an accident or unforeseen occurrence or condition;
b. a district building, property, or the life, health, or safety of an individual on district property is affected; or
c. the situation requires immediate action which cannot await competitive bidding.

However, when the Board passes a resolution that an emergency situation exists, the district will make purchases at the lowest possible costs, seeking competition by informal solicitation of quotes or otherwise, to the extent practicable under the circumstances. Documentation: The district will maintain records of verbal (or written) quotes;.

2. when the district purchases surplus or second-hand supplies, materials or equipment from the federal or State governments or form any other political subdivision or public benefit corporation within the State.

Documentation: The district will maintain market price comparisons (verbal or written quotes) and the name of the government entity;

3. when the Board separately purchases eggs, livestock, fish and dairy products (other than milk), juice, grains and species of fresh fruits and vegetables directly from producers or growers. The amount expended in any fiscal year by the district may not exceed an amount equal to fifteen cents multiplied by the number of days in the school year multiplied by the total enrollment of the district.

Documentation: The district will maintain documentation consistent with sections 114.3 and 114.4 of the Regulations of the commissioner of Education;

4. when the district purchases goods, supplies and services from municipal hospitals under joint contracts and arrangements entered into pursuant to section 2803-a of the Public Health Law.

Documentation: The district will maintain the legal authorization, board authorization and market price comparison; or
5. when there is only one possible source from which to procure goods or services required in the public interest.

Documentation: The district will maintain written documentation of the unique benefits of the item or service purchased as compared to other items or services available in the marketplace; that no other item or service provides substantially equivalent or similar benefits; and that, considering the benefits received, the cost of the item or service is reasonable, when compared to conventional methods. In addition, the documentation will provide that there is no possibility of competition for the procurement of the goods.

V. Quotes When Competitive Bidding Not Required

Goods and services which are not required by law to be procured by the district through competitive bidding will be procured in a manner so as to ensure the prudent and economical use of public monies in the best interests of the taxpayers. Alternative proposals or quotations will be secured by requests for proposals, written or verbal quotations or any other appropriate method of procurement, as set forth below.

A. Methods of Documentation

1. Verbal Quotations: the telephone log or other record will set forth, at a minimum, the date, item or service desired, price quoted, name of vendor, name of vendor’s representative;
2. Written Quotations: vendors will provide, at a minimum, the date, description of the item or details of service to be provided, price quoted, name of contact. For example, with regard to insurance, the district will maintain documentation that will include bid advertisements, specifications and the awarding resolution. Alternatively, written or verbal quotation forms will serve as documentation if formal bidding is not required. “Requests for Proposals” (RFPs), documented in the same manner as described herein, may also be used;
3. Requests for Proposals: the district will contact a number of professionals (e.g. architects, engineers, accountants, lawyers, underwriters, fiscal consultants, etc.) and request that they submit written proposals. The RFPs may include negotiations on a fair and equal basis. The RFPs and evaluation of such proposals will consider price plus other factors such as:
a. the special knowledge or expertise of the professional or consultant service;
b. the quality of the Service to be provided;
c. the staffing of the service; and
d. the suitability for the district’s needs.

The district will first locate prospective qualified firms by:
a. advertising in trade journals;
b. checking listings of professionals; or
c. making inquiries of other districts or other appropriate sources.

The district will then prepare a well-planned RFP which will contain critical details of the engagement, including the methods which it will use in selecting the service.

Purchases/Public Work: Methods of Competition to be Used for Non-Bid Procurement’s; Documentation to be Maintained

The district will require the following methods of competition be used and sources of documentation maintained when soliciting non-bid procurement’s in the most cost-effective manner possible:

1. Purchase Contracts up to $10,000
a. Contracts from $l to $4,999: Verbal quotes
Documentation will include notations of verbal quotes.
b. Contracts from $5,000 to $19,999: Three written quotes
2. Public Work Contracts up to $20,000
a. Contracts from $l to $9,999: Verbal quotes
Documentation will include notations of verbal quotes.
b. Contracts from $10,000 to $35,000: Written quotes
3. Emergencies: Verbal quotes
Documentation will include notations of verbal quotes.
4. Insurance: Written quotes

Documentation will include bid advertisements, specifications and the awarding resolution. Alternatively, written or verbal quotation forms will serve as documentation.

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VI. Quotes Not Required When Competitive Bidding Not Required

The district will not be required to secure alternative proposals or quotations for those procurements:
I. under a county contract;
2. under a State contract;
3. of articles manufactured in State correctional institutions; or
4. from agencies for the blind and severely disabled. In addition, the district will not be required to secure such alternative proposals or quotations for:
1. emergencies where time is a crucial factor;
2. procurements for which there is no possibility of competition (sole source items);
3. procurements of professional services, which, because of the confidential nature of the services, do not lend themselves to procurement through solicitation; or
4. very small procurements when solicitations of competition would not be cost-effective.

VII. Procurements form Other than the “Lowest Responsible Dollar Offeror”

The district will provide justification and documentation of any contract awarded to an offeror other than the lowest responsible dollar offeror, setting forth the reasons why such award is in the best interests of the district and otherwise furthers the purposes of section 104-b of the General Municipal Law.

VIII. Internal Control

The board authorizes the Superintendent, with the assistance of the Purchasing Agent, to establish and maintain an internal control structure to ensure, to the best of their ability, that the district’s assets will be safeguarded against loss from unauthorized use or disposition that transaction will be executed in accordance with the law and district policies and regulations, and recorded properly in the financial records of the district.

Comments will be solicited from those administrators involved in the procurement process before enactment of the district’s regulations regarding purchasing and from time to time thereafter. The regulations must then be adopted by Board resolution. All district regulations regarding the procurement processes will be reviewed by the Board at least annually.

The unintentional failure to fully comply with the provisions of section 104-b of the General Municipal Law or the district’s regulations regarding procurement will not be grounds to void action taken or give rise to a cause of action against the district or any officer or employee of the district.

IX. Credit Cards

It is the express policy of the Mayfield Central School District Board of Education to prohibit the acquisition or use of District credit cards by any and all officers and staff.

Authorized reimbursement of purchases by individual utilizing their personal credit cards may be permitted providing that prior approval has been secured; or, the purchase is of an emergency nature and prior authorization was unavailable. Authorization for reimbursement of emergency purchases may be denied when not a matter of health and safety. The purchaser bears full responsibility for sales tax, which will not be reimbursed. The Superintendent or District Treasurer are the only officers that may authorize purchases for reimbursement.

X. Provision of Food & Beverages At School Events 

It has been the practice of the Mayfield Central School District Board of Education to provide modest food and beverages at certain kinds of events, as follows:

1. Education business

Meetings and training occasionally occur during times when people in attendance normally would not be present and would otherwise be unable to have a customary meal.

Examples of this type of activity would be workshops or special meetings of the Board of Education that require members to come directly from work; training or information sessions for shared-decision committees or for employee on topics required for the execution of their responsibilities; and, meetings with other school officers (such as BOCES) hosted by Mayfield Central School.

2. Recognition

The Mayfield Central School Board of Education authorizes refreshments for receptions for Wall of Dedication honorees, retirees, “welcome back” events, and other “hallmark” events in the life of the institution.

The Board of Education considers such activities to be consistent with Policy 9000, “Personnel Policies Goals” Paragraph 6, “To develop the quality of human relationships necessary to obtain maximum staff performance and satisfaction.”

3. Communications

Open forum events are held occasionally in the schools to facilitate communication among school and community members. In the past, events for this purpose included

School Open Houses, special topics, “Meet the Board of Education”, and others of similar nature.

The total expenses for food and beverages for the 2004 – 2005 school year was approximately $2,000, which is representative of the level of annual expenditures for this purpose.

XI. Cell Phone Use and Reimbursement

District cell phones that are assigned to buses are for communications during the hours of operation for necessary purposes related to school business. It may be necessary to contact a family member, for example, because of a delay or assignment change. That is a purpose related to school business and is permissible. Such calls would generally be local and of short duration.

Personal calls not related to school business and calls of excessive length will be assessed at the rate of ten cents per minute, or the actual cost, whichever is greater.

The list of individuals authorized to use cell phones and the list of bus numbers and cell phone numbers will be kept current and will be available for review by the Board of Education upon request, and at the Reorganization Meeting in July.

Ref: Education Law §§305(14); ]709(9)(14)(22)
General Municipal Law §§102; 103; 104-b; 109-a; 800 et seq.
8 NYCRR §§114.3; 114.4; 170.2

Revised and adopted by BOE January 24, 2012
Revised and adopted by BOE April 28, 2010

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Policy 8410.1 TRANSPORTATION POLICY for RESIDENT PUPILS ATTENDING MAYFIELD ELEMENTARY SCHOOL and MAYFIELD JUNIOR/SENIOR HIGH SCHOOL

The Mayfield Board of Education, pursuant to Education Law Section 3635 and
all other laws and Commissioner’s regulations pertaining to student transportation, will provide transportation for resident students of the Mayfield Central School District to and from their places of residence and Mayfield Elementary School and Mayfield Junior/Senior High School under the provisions of this policy. (Please see notes).

Furthermore, whereas Education Law Section 3635 permits a “board of education, at its discretion, to provide transportation to any child attending grades kindergarten through eight, between the school such child legally attends and before and/or-after school child care locations,” and;

Whereas, Education Law Section 3635 specifies that, “Transportation may be provided…between the school….and before-and/or-after-school child care locations upon written request of the parent or legal guardian submitted not later than the first day of April preceding the next school year, provided, however, a parent or guardian of a child not residing in the district on such date shall submit a written request within thirty days of establishing residence in the district…” and;

Whereas, Education Law Section 3635 stipulates that “No late request of a parent or guardian for transportation shall be denied where a reasonable explanation is provided for such delay” and;

Whereas, Education Law Section 1502 permits children under the age of five traveling between home/day care and pre-school programs to be passengers on regular school bus transportation.

Therefore, for children attending pre-kindergarten through grade eight, the Board of Education will provide transportation to school from a child care location and from school to a child care location upon written request of the parent or legal guardian.
Requests received not later than the August 15th prior to the first day o designated pick-up and drop-off location and such location is presumed to be in effect for the entire school year.

Change of location of child-care

During the course of a year, should there be a change of child-care location, the parent or legal guardian must inform the school in writing at least five days’ prior to such change taking effect with all required information to effect such a change. The new location will be presumed to be permanent for the remainder of the school year.

For a change of child-care location on a temporary basis, parents will be responsible for the transportation of their children. Parents must notify the school office in writing that their children will not be transported by school bus. Parents or legal guardians are provided with the opportunity to designate, in writing, other individuals authorized to sign-out their children for the purpose of transportation. Children will not be placed on other buses or sent to the homes of relatives, friends or neighbors under any circumstances. Only the children designated to ride a specific bus on a permanent basis will be transported by school bus.

The school reserves the right to charge the parent $25.00 for each hour or part thereof should the school have to provide child care commencing at 3:15 p.m.

Parents picking up children who normally ride buses

Parents who will be picking up children who normally ride buses should inform the school as soon as possible but not later than noon by telephone or written request. The parent will need to provide his or her personal identification number and other identifying information when calling the school to request such a change. Calls after noon cannot be accommodated and parents should plan on meeting their children at the regular bus stop.

Provisions for emergencies follow.

Emergency situations

An example of an emergency situation would be a child-care provider being called away from the drop-off location due to an emergency of his or her own on such short notice that the parent, legal guardian or other authorized individual would not be able to pick up the child by 3:15 p.m. There are three provisions for such situations.
1. The parent may call the school office to authorize another individual to provide transportation for that day only. The parent will need to provide his or her personal identification number and other identifying information.
2. The child will be kept at school until an authorized individual arrives at the school to pick up the child.
3. The parent may designate another residence or bus stop on the same bus and route for his or her child to be dropped off on that particular day. Securing the permission of the other resident is the sole responsibility of the parent. The school will presume that such permission has been granted for that day. The school reserves the right to charge the parent $25.00 for each hour or part thereof should the school have to provide child care commencing at 3:15 p.m.

Notes:
1. Transportation for pupils residing within the district and attending nonpublic schools or attending other public schools is not the subject of this policy. Please refer to the appropriate regulations of the Commissioner of Education.
2. There is no transportation provided for non-resident pupils attending Mayfield Central Schools. However, non-resident students may be permitted to use District transportation to the extent that there is no extension of established bus routes beyond Mayfield boundaries.
3. In accordance with Education Law Section 3635, nothing in this policy “shall be construed to authorize boards of education to provide to any child transportation between a before-an/or-after-school day care location and that child’s home.”
4. When a Mayfield bus travels out-of-district to provide student transportation for required educational programs that have been adopted by the Board of Education, the Superintendent of Buildings, Grounds and Transportation may consider a parent request to designate an out-of-district pick-up or drop-off location if it involves no route change or delay. If the bus for which the required student transportation is no longer needed for that purpose, the “courtesy” transportation will be discontinued and the parent must designate in-district pick-up and drop-off locations.

Adopted 10/11/05

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Policy 8505 Student Meal Charge Policy

All Grade Levels [P-12]:

Breakfast meals may be paid for with cash or charged against a student account that has a positive balance. A-la-carte items [snacks or beverages] or extra entrées will not be charged to accounts. In order to purchase these items, money must be on a student’s account or cash in hand.

Elementary Grades:

Elementary students are limited to three [3] charged lunches. The food service department will send a letter home with the student on the first day a meal is charged, or when the account balance is negative $2.00. A second letter is sent home after the second charged meal and another letter again after the third meal charge. (These letters will be sent home with the student on the day the meal is charged).

If a student account balance is negative more than $6.00, a letter will be mailed to the parent from the Food Service Department, along with an application for free and reduced meals. The parent will receive a telephone call home from the Principal’s designee, as follow-up to that letter and application.

After three [3] lunches have been charged and the student account is negative, the school district will offer a peanut butter and jelly sandwich or a deli sandwich plus fruit or vegetable and milk. That is a reimbursable meal yet will not identify the student as having an outstanding account. The student will be offered such a meal for up to five [5] days.

If payment is not made within that time period, each day, the Principal or Principal’s designee will call the parent or guardian and ask the parent or guardian to address the matter by either establishing a cafeteria services meal account or by the parent or guardian bringing a lunch or lunch money for that student’s lunchtime meal.

Secondary Grades:

Secondary students are limited to two [2] charged lunches. The food service department will send a letter home with the student on the first day a meal is charged, or when the account balance is negative $2.25. A second letter is sent home after the second charged meal.

If a student account balance is negative more than $4.50, a letter will be provided to the parent or guardian, from the Food Service Department, along with an application for free and reduced meals. The parent will receive a telephone call home from the Principal’s designee, as follow-up to that letter and application. Also, the Principal’s designee will speak briefly with the student regarding that matter.

After two [2] lunches have been charged and the student account is negative, the school district will offer a peanut butter and jelly sandwich or a deli sandwich plus fruit or vegetable and milk. That is a reimbursable meal yet will not identify the student as having an outstanding account. The student will be offered such a meal for up to three [3] days.

If payment is not made within that three -day period, each day, the Principal or Principal’s designee will call the parent or guardian and ask the parent or guardian to address the matter by either establishing a cafeteria services meal account or by the parent or guardian bringing a lunch or lunch money for that student’s lunchtime meal. Also, the Principal’s designee will speak briefly with the student regarding the matter.

First Reading: October 21, 2014
Adopted by BOE: November 18, 2014

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Policy 9353.5, Retirees’ Health Insurance

1. Except as provided below, this Policy shall apply to the eligibility for and terms of health insurance for retired employees of the Mayfield Central School District (“School District”).
2. To the extent any specific provision of a collective bargaining agreement between the School District and any of its collective bargaining units or any individual employee agreement contradicts this Policy, the terms of such collective bargaining agreement or individual employment contract shall apply concerning health insurance in retirement..
3. In order for a retiree to qualify for health insurance benefits they must have been an employee of the School District for a continuous period of at least ten (10) years immediately preceding their retirement.
4. A retiree, or eligible spouse of a retiree, who is not covered at the time of retirement and who elects not to take coverage for a period of 18 months after retirement, or who has a gap in coverage of 18 months, will not be eligible for health insurance benefits.
5. For employees who retired prior to July 1, 1994 the School District shall provide insurance at 100% of premium for the individual retiree and 50% of premium for any dependent coverage. Employees retiring after the above date shall contribute towards individual coverage at the same rate as they did as active employees and 50% of premium towards dependent coverage.
6. The spouse of an eligible retiree is eligible for participation in the health insurance program as a dependent in accordance with the terms of this policy. Prospectively, this provision only applies to a spouse of an employee who is married to the employee at the time of the employee’s retirement from service with the School District and only for so long as the spouse remains married to the retired employee. Coverage for a spouse in effect on or before April 25, 2007 remains in effect, whether or not the spouse was married to an employee at the time of retirement. Upon the death of an eligible retired employee, an eligible spouse may continue on health insurance so long as the surviving spouse pays 100% of the cost for such insurance.
7. Eligible retiree plan holders are billed monthly for the costs of their premiums.

Retirees (or eligible surviving spouses of retirees) must maintain payments to the District in a timely fashion in order to continue their eligibility for health insurance coverage.

8. The Board of Education will continue to reimburse Medicare Part B premiums for those retirees receiving such payments as of July 1, 2007 or who retire on or before June 30, 2012. The Board of Education will not reimburse any employees who retire on or after July 1, 2012 for the cost of Medicare Part B premiums.
9. As of July 1, 2007, or as soon thereafter as may be affected, the Board of Education will make available to eligible retirees the Fulmont Trust “Blue-Preferred PPO,” or a comparable plan as it exists December 15, 2006 and will no longer provide the previous health insurance plan.
10. The Board of Education shall provide special reimbursement protection for those retirees of the School District participating in health insurance on June 30, 2007 and who are participating in the indemnity plan as of that date (“Protected Category”). For this protected category, the Board of Education will reimburse retirees for office co-pays, prescription drug co-pays, and other non-premium costs incurred under the new PPO plan that are beyond those costs which were incurred by such retirees under the indemnity plan as it exists on June 30, 2007, subject to the following terms and conditions:
a. For reimbursement of routine eye examinations, lenses and frames, the Board of Education will supplement plan coverage with an additional $100 per year per plan holder, which would be cumulative.
b. This protected category of retirees only applies to those existing retirees set forth above and is not available to anyone retiring on or after June 30, 2007.
c. Notwithstanding the right of the Board of Education to revise this policy, this clause shall survive revisions of this policy and remain in effect for the lifetimes of the members of this protected category of retirees. It shall terminate upon the death of the last member of this protected category.
11. The Board of Education reserves the right to amend this policy and the terms of any health insurance coverage provided to retirees of the School District consistent with any applicable law.

Revisions Adopted by BOE on August 21, 2007
Adopted by BOE on April 25, 2007

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MAYFIELD CENTRAL SCHOOL DISTRICT EQUAL OPPORTUNITY  POLICY (PROHIBITING DISCRIMINATION AND HARASSMENT)

SECTION 1: PURPOSE
 This policy is intended to ensure that students and all employees of the District have an equal opportunity to pursue the educational and employment opportunities offered by the Mayfield Central School District (hereinafter “District”). Specifically, this Policy reaffirms the Mayfield Central School District’s commitment to providing educational and employment opportunities free from unlawful discrimination on the basis of sex (including sexual harassment), race, religion, national origin, age, disability or other basis prohibited by law.

In accordance with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act, the Age Discrimination in Employment Act, the New York Human Rights Law and other applicable laws prohibiting discrimination, no student or employee of the District may be discriminated against or harassed on the basis of sex, race, religion, national origin, age, disability or other basis prohibited by law.

A.  Scope of Policy. This Policy applies to all students enrolled in the District. This Policy also applies to all persons applying for employment with the District and all employees of the District. This policy applies to all types of unlawful discrimination, or perceived discrimination, that is based upon the sex (including sexual harassment), race, religion, national origin, age or disability of any student or employee of the District.

B.  Policy Objectives. By adopting and publishing this Policy, it is the intention of the Board of Education to:

1.  Inform all students and employees about the District’s commitment to providing equal educational and employment opportunities to all students and all current and prospective employees.

2.  Prevent all forms of discrimination against any student, applicant for employment or employee.

3.  Provide a simple, safe and efficient complaint procedure available to all students and employees who believe they have been subjected to prohibited discrimination, including sexual harassment.

4.  Provide confidential and effective procedures for investigating complaints of alleged discrimination, specifically including sexual harassment, and for implementing remedial measures.

5.  Promote equal educational and employment opportunities for all students and employees, and to ensure that prohibited discrimination of students or employees does not occur in the District. Specifically, this Policy shall specifically serve to:

(a) notify all students, parents of students, employees and applicants for employment, of the types of conduct which constitute discrimination prohibited by this Policy;

(b)  inform all students, parents of students and employees about the complaint procedures established by the District which enable any student or employee who believes (s)he is the victim of discrimination to submit a complaint which will be investigated by the District;

(c)  clearly advise all supervisory staff, administrators, employees and students that discriminatory treatment or harassment of students or employees is strictly prohibited and no such person possesses the authority to harass or discriminate; and

(d)  inform all students, parents of students and all employees that the District has appointed Compliance Officers (i.e. “Title IX Officers” or “EO Officers” for each District building who are specifically designated to receive complaints of discrimination or harassment and ensure compliance with this Policy.

NOTE: The names and office location of each Compliance Officer designated to receive a complaints are listed below at the end of this Policy (Section 11). This Policy, and the complaint procedures described in this Policy, shall also constitute the District’s Grievance Procedures under Title IX of the Education Amendments of 1972 for complaints of gender discrimination within educational institutions receiving federal financial assistance.  Moreover, the Compliance Officers identified below (Section 11) also serve as “Title IX Officers.”

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SECTION 2: DEFINITIONS

  • “Prohibited Discrimination of Students”. Prohibited discrimination of students can take the form of any negative treatment of a student, by either a fellow student or a District employee, which, (a) negatively impacts a student’s educational opportunities and (b) is based upon the student’s sex, race, religion, national origin, age or disability. Prohibited discrimination of students can also take the form of harassment even where there is no tangible impact upon the student’s educational opportunities. The phrase “prohibited discrimination”, as used in this Policy specifically includes all forms of “prohibited harassment” (defined below) which includes sexual harassment.
  • “Prohibited Employment Discrimination”. Prohibited discrimination of employees can take the form of adverse employment actions which are based upon an employee’s sex, race, religion, national origin, age or disability. Prohibited discrimination of employees, can also take the form of prohibited harassment, even where there is no tangible adverse employment action. (“Prohibited Harassment” is defined below). The phrase “prohibited discrimination”, as used in this Policy, specifically includes all forms of “prohibited harassment” (defined below) which includes sexual harassment.
  • “Prohibited Harassment”. Harassment can constitute a form of prohibited discrimination under this Policy if it is unwelcome and has the effect of making a student or employee feel uncomfortable while at the District or otherwise creates a hostile learning or working environment. Such harassment of students or employees is prohibited by this policy if it is based upon sex, race, religion, national origin, age or disability.

Harassment of students or employees based on sex, which is called “sexual harassment”, is also specifically prohibited by this policy. While it is impossible to provide an exhaustive list of examples of behaviors that could constitute sexual harassment, sexual harassment as a form of prohibited discrimination can take the form of the following types of behavior by a student or District employee:

(A)    verbal or physical conduct of a sexual nature which is unwelcome;

(B)  unwelcome sexual advances, flirtations or propositions;

(C)  unwelcome request for sexual favors;

(D)  verbal abuse of a sexual nature;

(E)  unwelcome graphic verbal comments about a person’s body;

(F)   unwelcome physical touching of a sexual nature;

(G)  sexually degrading comments or remarks; or

(H)  other behavior which is based on a persons sex, is not welcome, and has the effect of creating a hostile learning or working environment for that individual.

While a single incident of these types of behavior may not constitute unlawful sexual harassment or violate this Policy, if such behavior is severe, persistent or pervasive; or if submission to such conduct is made either explicitly or implicitly a term or condition of educational or employment benefits, or if such conduct has the purpose or effect of unreasonably interfering with the individual’s education creating an intimidating, hostile, abusive or offensive learning or working environment, such conduct constitutes prohibited sexual harassment.

Unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical conduct of a sexual nature may constitute prohibited sexual harassment when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s education or employment; (2) submission to or rejection of such conduct by an individual is used as the basis for educational or employment decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual’s education or work performance or creating an intimidating, hostile or offensive environment for a student or employee.

SPECIAL NOTE TO STUDENTS REGARDING SEXUAL HARASSMENT:   As a student in the District, you should be aware that no student, teacher, coach, administrator or other person associated with the District has the right to:

  • touch you in a sexual way that makes you feel uncomfortable;
  • request or force you to have any type of personal relationship;
  • make unwelcome sexual   remarks about you, your body or your out of school activities;
  • request or force you to have any sexual contact with them;
  • engage in any other type of behavior towards you which is prohibited by this Policy.

If another student or an employee of the District does any of the things listed above you should do one or all of the following things: (1) tell the person who is making you feel uncomfortable to “stop” and let them know that their conduct is not welcome; (2) file a written complaint with one of the District’s Compliance Officers in accordance with the complaint procedures described in Section “4” below.

NOTE: Any student or employee who is unsure whether an incident constitutes prohibited discrimination or harassment under this policy is encouraged to either; (a) contact any one of the Compliance Officers listed in Section 11 of this Policy, or (b) file a complaint in accordance with Section 4 of this Policy. No adverse actions or discipline will be taken against any student or employee who makes a good faith complaint under this policy. Therefore, any student or employee who honestly believes (s)he has been subjected to conduct which may be prohibited by this Policy, even if they are uncertain about the definitions contained in this Policy, is encouraged to contact a District Compliance Officer and/or file a complaint.

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SECTION 3:  POLICY

The District is committed to providing equal educational opportunities to all students of the District. The District is also committed to providing equal employment opportunities to all applicants for employment and to all full time and part time employees of the District.

The District regards all forms of prohibited discrimination, including all forms of sexual harassment, as very serious matters. Accordingly, it is the policy of the District that:

1.  All students be free from prohibited discrimination, including sexual harassment.

2.  All employee be free from prohibited discrimination, including sexual harassment.

3.  All applicants for employment be free from prohibited discrimination.

4. All form of prohibited discrimination, including sexual harassment, which is directed      at any student or employees is considered unacceptable conduct and is strictly prohibited.

5.  No District administrator, teacher, coach, or other employee has the authority to subject any student or employee to any form of prohibited discrimination, including sexual harassment.

Given the special nature of the relationship between students and District employees, extreme caution should be exercised by all employees of the District to avoid and prevent any situation involving comments, jokes or discussions of a sexual nature, particularly in the presence of students. It should be recognized that discussions involving sexual relations and the human body are part of mandated curriculum in certain areas (e.g., health education) and are, therefore, not restricted by the District’s Policy or this regulation. Nonetheless, there is no conflict between the District’s policy and the mandates of the District’s curriculum.

In accordance with this Policy, all District teachers, coaches and other District employees who have contact with students, are responsible for conducting themselves in a manner which is consistent with this Policy and ensuring that all students in their charge comply with this Policy.

All supervisory employees in the District are responsible to ensure compliance with this Policy. Specifically, all supervisory employees have an affirmative duty to discuss this Policy with their staff members, answer any questions about the policy, and encourage members of their staff to utilize this Policy if they believe they are subjected to any form of discrimination.

Copies of this Policy and Complaint Form shall be distributed to all students and employees in the District within the first twenty (20) days of the first day of each school year. Additional copies of this Policy and the Complaint Form will be made available to any student or employee, without question, at each Principal’s office within the District.

Any questions regarding the scope or application of this Policy should be directed to one of the Compliance Officers listed in Section “11” of this Policy.

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SECTION 4: POLICY ENFORCEMENT

A.  Complaint Procedure for Students.

1.  Notification Procedure. The District encourages any student, who believes they are being subjected to prohibited discrimination, including sexual harassment, to clearly and promptly notify the offender that his or her behavior is unwelcome. If for any reason a student is uncomfortable talking to the offender directly, or if talking to such person does not successfully end the discrimination or harassment, the student is urged to notify one of the designated Compliance Officers listed in Section “11” below or the Superintendent of Schools. The names, office location, and telephone numbers of each Compliance Officer is listed in Section “11” of this policy.

NOTE: Confronting the offender is NOT a prerequisite to filing a complaint.  All students have the right to file a good faith complaint without first communicating with the offender.

2.  Making a Complaint. All complaints must be in writing. All students are encouraged to use the District’s “Complaint of Alleged Discrimination” form. A copy of this form is attached to this Policy. Additional Complaint forms can be obtained from any Principal’s office within the District, with no questions asked. Because an accurate record of the allegedly objectionable behavior is necessary to resolve a complaint of prohibited discrimination, all complaints must be reduced to writing. If a student has any questions or difficulty filling out the Complaint form, they can obtain assistance from any one of the Compliance Officers listed in Section “11” of this Policy.

All written complaints must include: the name of the complaining party, the name of the alleged offender(s), date of the incident(s), description of the incident(s), names of witnesses to the incident(s) and the signature of the complaining party.

Once the student has completed and dated a written Complaint, with or without the assistance of one of the District’s Compliance Officers, the written complaint must be personally delivered to one of the District’s Compliance Officers or placed in the mailbox of one of the Compliance Officers.

If for any reason a student is not comfortable submitting a written Complaint to the Compliance Officer located in the building where that student is generally assigned, the

written Complaint may be submitted, either by hand delivery or mail, to any one of the Compliance Officers listed in Section 11 below, or, to the Superintendent of Schools.

All students filing a complaint will be expected to cooperate with the District’s investigation procedures. Students may be accompanied by a friend, relative, guardian or parent when making a complaint of prohibited discrimination or harassment under this Policy or participating in an investigation of such a complaint so long as such attendance does not abridge the privacy rights of the parties involved or compromise the confidential nature of the investigation.

If a parent of a student believes that their son or daughter has been subjected to discrimination, then the may make a complaint on behalf of their son or daughter.

B.   Complaint Procedure For Employees:

1.  Notification Procedure. The District encourages any employee who believes they are being subjected to prohibited discrimination, including sexual harassment, to clearly and promptly notify the offender that his or her behavior is unwelcome. If for any reason an employee is uncomfortable confronting the offender directly, or if such a confrontation does not successfully end the discrimination, the employee should file a complaint with one of the District’s Compliance Officers (identified in Section “11” below) or the Superintendent of Schools.

NOTE: Confronting the offender is NOT a prerequisite to filing a complaint. All employees and applicants for employment have the right to file a good faith complaint without first communicating with the offender.

All employees filing a complaint will be expected to cooperate with the District’s investigation procedures. Employees may be accompanied by a union representative when making a claim of discrimination or participating in the investigation process so long as such attendance does not abridge the privacy rights of the parties involved or compromise the confidential nature of the investigation.

2.  Making a Complaint. The complaint must be in writing. All employees are encouraged to use the District’s “Complaint of Alleged Discrimination” form. A copy of this form is attached to this Policy. Because an accurate record of the allegedly objectionable behavior is necessary to resolve a complaint of discrimination, all complaints of discrimination must be reduced to writing and signed by the party making the Complaint.

C.  Time for Reporting a Complaint. Prompt reporting of all complaints is strongly encouraged. Complaints filed under this Policy will be accepted as long as the incident(s) complaint of occurred within three (3) years of the date the Complaint is filed. Nonetheless, all students and employees should be aware that appropriate resolution of discrimination complaints and effective remedial action oftentimes is possible only when complaints are promptly filed. Furthermore, complaining parties should be aware that statutes of limitations may constrain the time period for instituting legal actions outside of this Policy.

D.  Confidentiality and Privacy. In recognition of the personal nature of discrimination Complaints and the emotional impact of perceived discrimination, the District will attempt to maintain strict confidentiality of all complaints and investigations in a manner which is consistent with the District’s investigative procedures, applicable collective bargaining agreements and other laws and regulations regarding students and employees.

For the protection of all students and employees who make a complaint or are accused of prohibited discrimination, every witness interviewed during an investigation under this Policy will be specifically advised of the confidentiality requirement and instructed not to discuss the complaint, the investigation or the persons involved.

To the extent Complaint made under this Policy implicate criminal conduct such as suspected child abuse, the District may be required by law to contact and cooperate with the appropriate law enforcement authorities.

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E.  Acknowledgment of Complaints. Within five (5) calendar days of receiving a written Complaint, the Compliance Officer or Superintendent of Schools should endeavor to contact the student or employee who filed the complaint to confirm that the written complaint has been received. If a student or employee does not receive such confirmation within five (5) days of filing their complaint they are encouraged to file a second written complaint or contact the Compliance Officer. The purpose of this acknowledgment procedure is to ensure that all written Complaints are carefully processed and promptly investigated.

SECTION 6: INVESTIGATION PROCEDURES

A.  Timing of Investigations. The District will promptly investigate all allegations of discrimination in as confidential and sensitive a manner. The District will attempt to complete investigations under this Policy within thirty (30) calendar days of receipt of the written complaint, or sooner if practical. However, the length of the investigation will depend upon the particular circumstances of each complaint.

B.  Method of Investigations. Investigations will be conducted by the District’s Compliance Officers, the District’s legal counsel and/or other impartial persons designated by the Superintendent of Schools.

The primary purposes of all investigations under this Policy will be to determine:

(1)   Did the conduct complained of occur?;

(2)   Did the conduct complained of violate this Policy?; and

(3)   What remedial or preventative steps are recommended?

Investigations may include: fact-finding interviews, document review, depositions, observations or other reasonable methods.  All students under the age of eighteen

(18) who are interviewed, whether they are accused of prohibited discrimination or merely an alleged witness, will have the option of being accompanied by a parent or legal guardian. All employees who are interviewed during an investigation will have the option of being accompanied by their union representative.

The District’s investigators should pursue every reasonable step to investigate each Complaint in a thorough and comprehensive manner.

Any notes, memorandum or other records created by the District employees or agents conducting an investigation under this Policy shall be deemed confidential and privileged.

C.  Investigative Reports. Once the investigators have completed their impartial fact- finding investigations, they shall prepare and deliver a confidential written report to the Superintendent of Schools. The confidential investigative report should be delivered to the Superintendent of Schools within seven (7) days of the completion of the investigation (or 37 days within the date of the Complaint).

To the extent possible, the Investigative Report should include: (1) determination as to whether the conduct complained of occurred; (2) a determination as to whether a violation of this Policy occurred; and (3) recommendations for remedial or preventative actions, if any.

D. Notification to Complaining Party. Within ten (10) days of the Superintendent’s receipt of the Confidential Investigative Report, the Superintendent or his/her designee, shall notify the student or employee of the outcome of the investigation. Such notification shall be in writing, include a brief summary of the factual findings and, where ever possible, a summary of any remedial or preventative measures that have been or will be taken by the District.

While reasonable efforts will be made to inform the complaining party about the outcome of the investigations, the District will nonetheless consider the privacy rights of all parties involved in disseminating information contained in the Confidential Investigative Report.

Within fifteen (15) days of the Superintendent’s receipt of the Confidential Investigative Report, the Superintendent or his/her designee, shall notify the person accused of violating this Policy, whether or not a violation of this Policy was found.

E. Remedial Measures. The District’s primary goal in responding to complaints of prohibited discrimination under this Policy is prevention. This Policy is intended to prevent all forms of discrimination in the District and put an end to any prohibited discrimination that is found to have occurred. While disciplinary action may be appropriate in certain instances, punitive measures are not the exclusive or primary means for responding to prohibited discrimination.

Any student or employee who is found to have engaged in prohibited discrimination or conduct which may be prohibited by this Policy, may receive education, training, counseling, warnings, or other measures designed to prevent future violations of this Policy.

Any supervisor, administrator, teacher, employee, agent or student of the District who is found to have engaged in prohibited discrimination as defined by this Policy may also be subject to appropriate disciplinary action in accordance with any applicable statutes, regulations or collective bargaining agreements. Such disciplinary action may include; warnings, suspension, or discharge from employment for employees, and suspension from school for students.

Any third party found to have engaged in sexual discrimination of a student may be barred from District property or the complainant’s buildings or property.

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SECTION 7: PROHIBITION   AGAINST   RETALIATION   AND   ABUSE   OF THIS POLICY

All students and employees are assured that the District will not retaliate against any student or employee who files a discrimination complaint in good faith. Retaliation is a very serious violation of the District’s Policy and should be reported immediately. Any employee, agent or student of the District found to have retaliated against a student or employee their good faith reporting of discrimination under this Policy will be deemed to have violated this Policy and be subject to disciplinary action.

Abuse of this Policy by filing a false complaint, which the complaining party knows to be false, will be considered a violation of this Policy. Any party who files a false complaint will be subject to the same remedial actions as in section “E” (above). Abuse of this Policy by a district employee who breaches confidentiality will likewise be a violation of this Policy and will be subject to the same remedial actions as in “E” (above).

SECTION 8: APPEALS

Any student or employee who wishes to appeal the procedures which the District followed in investigating a written complaint filed under this Policy, may do so within ten (10) days of receipt of notification to the complaining party. Such appeal must be made in writing to the Board of Education by submission to the District Clerk. The student or employee shall be entitled to present evidence as to why the investigation procedures were flawed, improper or otherwise not in compliance with this Policy. The Board’s consideration and review of any such appeal shall be conducted confidentially in executive session. Following a review of  that evidence, as well as the information obtained in the investigation process and  conclusions derived, the Board of Education, or its designee, shall render a decision within thirty (30) of the filing of the appeal.  This decision shall be final and binding.  The Appellant shall be notified of the decision in writing.

SECTION 9:  RECORD KEEPING

The District shall maintain a written record of all complaints of sexual discrimination for a period of at least six years. The District shall also document the steps taken with regard to investigations, as well as conclusions reached and remedial action taken, if any. The District shall also maintain these documents for, at a minimum, six years.

The District records regarding alleged discrimination shall be maintained separate and apart from student records and employee personnel files. However, any disciplinary action, counseling letters or warning notices to students or employees will be maintained in student files

or personnel records in accordance with the District’s normal procedures for handling such documentation.

SECTION 10: QUESTIONS

Any questions by students or employees of the District about the policy, this regulation or potential discrimination should be brought to the attention of one of the District’s Compliance Officers or the Superintendent of Schools. The names, addresses, and telephone numbers of the District’s Compliance Officers are listed at Section 11 of this policy.

Any questions regarding discrimination and compliance with Title IX of the Education Amendments of 1973 may also be brought to the attention of the Office of Civil Rights, Department of Education, Washington D.C. 20202.

SECTION 11: COMPLIANCE OFFICERS

Name:   Patricia Paser
Mayfield Elementary School
80 North Main Street
Mayfield NY 12117
518-661-8251

Name:  John Bishop
Mayfield Jr/Sr High School
27 School Street
Mayfield NY 12117
518-661-8200

Superintendent of Schools:  Christopher M. Harper
Mayfield Central School
27 School Street
Mayfield NY 12117
518-661-8207

SECTION 12:  EFFECTIVE DATE AND POLICY DISSEMINATION

The effective date of this policy shall be December 8, 1998. The Superintendent of Schools shall ensure that this policy is widely disseminated. Notices of this Policy shall be posted in the office of each District building and copies of the Policy and the Complaint Form shall be made available to all District Students and Employee at the beginning of each school year or within thirty (30) days of their enrollment or date of hire.

Upon the effective date of this Policy, the provisions of this Policy shall supercede and replace any prior District policies and regulations regarding discrimination, sexual harassment, and related complaint procedures.

Upon the effective date of this Policy, all employee and student handbooks and codes of conduct shall be deemed amended to include the prohibition and remedial procedures contained in this Policy.

COMPLAINT OF ALLEGED DISCRIMINATION
This form is to be filed as a part of the Formal Procedure in order to initiate a Complaint of alleged discrimination or harassment prohibited by the Mayfield Central School District’s Equal Opportunity Policy (Prohibiting Discrimination and Harassment).

Equal Opportunity Policy Complaint Form is on the forms page.

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Policy No. 8560 – WELLNESS

The Mayfield Central School District is committed to providing a school environment that supports learning and encourages the development of lifelong wellness practices. To accomplish these purposes, the policy of the Mayfield Central School District will include the following:

  1. Child Nutrition Programs will be accessible to all children and will comply with federal, state and local requirements;
  2. The school meal program will offer fresh fruits and vegetables when allowable per the food service budget. (The meal program partakes in the Fruit/Vegetable Pilot program offered by the USDA and uses commodity dollars to fund this);
  3. Nutrition education is taught in the physical education classes from grades PK-12 by the Physical Education teachers, as well as the Health and Family and Consumer Science at the High School level of the district. The Elementary Library will house a Nutrition Education Reference area. All supplies will be supplied by the School Lunch Program and updated by the Administrator of that program when new materials are offered and needed. Teachers in grades 7-12 can request materials from School Lunch Administrator at their leisure. Work towards a nutrition reference center in the High School Library;
  4. Sequential and interdisciplinary nutrition education will be provided and
    encouraged;
  5. Promotion of meaningful physical activity connected to students’ lives beyond physical education will be promoted;
  6. Local wellness policy goals will be considered in planning all school-based activities;
  7. Foods and beverages made available on campus (including vending, concessions, a la carte, student stores, parties and fundraising) during the school day will move toward implementation of the current Dietary Guidelines for Americans;
  8. All foods provided by the school district adhere to food safety and security guidelines;
  9. The school environment will be safe, comfortable, pleasing and will allow adequate time and space for eating meals;
  10. Food and physical activity will not be used as rewards or punishments inappropriately.

Adopted by BOE: 08/08/06
Revisions 1st Reading 05/08/18
Adoption by BOE: June 19, 2018

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