Board Policies Vol. 2: 1000s

1000s

1100s

1200s

1400s

1500s

1700s

1800s

1900s


1000 Community Relations Goals

The Board of Education strives to conduct district affairs by way of a continuing, open dialogue between the community and the schools. Given district residents’ high level of interest in the education of children, the Board wishes to maintain its high level of sensitivity to the needs and desires of the community and to act expeditiously to meet changing needs and conditions.

To this end, the Board establishes the following goals for community involvement:

1. provide a variety of means whereby residents of the school district may have the opportunity to contribute their best thinking to the orderly planning of education for children in the district;
2. keep the community accurately informed about its schools;
3. understand community attitudes and aspirations for the schools;
4. encourage contributions from the parent-teacher associations of the district so that school personnel and parents cooperate to advance the educational welfare of the children;
5. handle all complaints from the public by the administrative officer in charge of the unit of the school district organization closest to the complainant. However, such complaints may be carried to the Superintendent of Schools and/or the Board if the problem cannot be solved at that level;
6. promote a spirit of cooperation among the Board, the schools, and the community;
7. develop and maintain the confidence of the community in the Board and the school district staff;
8. expand the public understanding of every aspect of the school system, and stimulate public interest in the school;
9. facilitate dissemination of information to the community concerning issues and activities in the school using not only traditional modes of communication, such as a district newsletter, but also current modes of communication such as the District’s website and social networking sites;
10. ascertain the community’s opinions and desires with respect to the operations of the school system, and to incorporate that knowledge into its actions;
11. build relationships with local businesses, local government, health care, social service, civic and community organizations to share resources in order to meet the academic, social and emotional needs of all of our students; and
12. develop and maintain an effective means of communication with the people of the district.

Notwithstanding the above, the final decisions in these areas will rest with the Board.

Adopted April 4, 1995
Revised, Adopted January 19, 2010
Replaced, Revised, Adopted May 24, 2011
Replaced, Adopted November 5, 2014

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1050 Annual District Election and Budget Vote

The district shall hold an annual election and budget vote at which the district’s authorized voters will elect members of the Board of Education and vote on the district budget for the coming school year. The annual district election and budget vote will be held on the third Tuesday in May, unless, due to a conflict with religious observance, the Board requests that the Commissioner approve changing the election date to the second Tuesday in May. The request is due to the Commissioner by March 1st.

The District Clerk shall publish a notice of the time and place of the annual election and budget vote at least four times within the seven weeks prior to the election, in two newspapers having general circulation within the district. The first publication of the notice shall be at least 45 days prior to the election. The notice shall also contain notice of any other matter required by law.

Copies of the budget to be voted upon at the annual election and budget vote will be available in each district school building, at the school district offices, and at any public library or free association library within the district, for district residents at the time of the annual election and budget vote and the 14 days preceding (other than Saturday, Sunday and holidays), as well as on the school district’s internet website, www.guilderlandschools.org.

The Board shall appoint assistant clerks and election inspectors necessary for the annual election and budget vote at a Board meeting held before the annual election and budget vote.

Propositions

The Board has the authority, under the Education Law, to adopt reasonable rules and regulations concerning the submission of petitions to the Board to place propositions on the ballot, which may amend the budget. Pursuant to those provisions, the Board establishes the following guidelines:

1. Unless otherwise provided by the Education Law, petitions for the submission of a proposition must contain a minimum of 25 signatures of qualified voters of the district or 2 percent of the eligible voters who voted in the previous annual election of the members of the Board of Education, whichever is greater.
2. Petitions must be filed with the District Clerk at least 30 days prior to the annual election, except for petitions relating to a proposition which must be included in the notice of the annual election (e.g., changing the number of board members). Such petitions must be submitted 60 days in advance of the annual election to facilitate the preparation and printing of the ballots.
3. Propositions must include the specific appropriations necessary for the purposes listed.
4. Wording of a petition must comply with legal requirements. If the wording does not comply, it may be changed or altered by the Board, or the Board may reject a petition for failure to comply.

Propositions received in accordance with these specifications will be placed on the ballot as amendments and will be voted upon by the voters in the same manner as the proposed budget, except that the Board shall not be required to place any proposition on the ballot which is within the exclusive province of the Board, or otherwise forbidden by law. No proposition involving the budget may be submitted to the voters more than twice within a twelve month period.

The Board may also, on its own motion, submit propositions.

Improper Advocacy

The district may provide informational material to the voters concerning budgets, propositions, or other matters before the electorate. However, school district funds and resources may not be used to exhort voters to support a particular position. For example, the district will not engage in activities including, but not limited to, sending flyers supporting the budget home with students, providing mailing labels for materials supporting a proposition or using the district e-mail to deliver promotional material for candidates.

Original Policy Adopted June 6, 1995
Revised May 12, 1998 (Replaced January 24, 2012) Replaced, Adopted January 24, 2012
Revised, Adopted March 7, 2017

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1100 Public Information Program

The Board of Education shall maintain a continuing public information program, in order to promote widespread understanding of the school program, and to gain the support and participation of the community in the school system.

In addition to encouraging members of the community to attend and participate in public Board meetings, the Superintendent of Schools shall develop a program aimed at disseminating information about Board policies, procedures, actions and district educational programs to the public. This program will also respond to community inquiries, comments or concerns.

The Superintendent should coordinate the activities of district administrators to ensure their direct involvement in the public information program. Each school, through its faculty and staff, should participate not only in the dissemination of information to the public, but also in the planning of events and social programs aimed at getting the community involved in school district activities.

Persons wishing to obtain information should inquire first through a Building Principal or other school administrator, then through the Superintendent, and finally through the Board.

Adopted April 4, 1995
Adopted January 19, 2010
Reviewed, Adopted June 17, 2014

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1120 Access to School District Records

The Board of Education shall to inform members of the public about the administration and operation of the public schools in accordance with the Freedom of Information Law of the State of New York.

The Superintendent of Schools shall develop regulations ensuring compliance with the Freedom of Information Law and setting forth the procedures to be followed to obtain access to district records, and submit such regulations to the Board for approval. The Superintendent shall designate, with Board approval, a Records Access and Records Management Officer, pursuant to law.

Retention and Destruction of Records

The Board hereby adopts the Records Retention and Disposition Schedule ED-1 issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, which contains the legal minimum retention periods for district records. In accordance with Article 57-A, the district will dispose of only those records described in the schedule after they have met the minimum retention periods set forth in the schedule. The district will dispose of only those records that do not have sufficient administrative, fiscal, legal or historical value to merit retention beyond the established legal minimum periods.

The manner of destruction will be determined by the format of the record (i.e., paper, digital, etc.). In addition, destruction will be appropriately documented.

Litigation-Hold

The Superintendent will establish procedures in the event that the school district is served with legal papers. The Superintendent will communicate with applicable parties, including the school attorney and the records management official, to ensure that, when appropriate, a litigation-hold is properly implemented. The litigation-hold is intended to prevent the destruction or disposal of records that may need to be produced as part of discovery. The Board of Education intends to comply with applicable rules and regulations regarding the production of necessary documents, data, files, etc. The Board directs the Superintendent to institute such procedures to implement this policy.

The Superintendent or his/her designee, with assistance from the Records Management Officer, shall be responsible for developing and disseminating department-specific retention schedules and guidance to staff, as necessary, to ensure adherence to this policy.

Adopted April 29, 2014

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1120-R Access to School District Records Regulation

The following comprises the rules and regulations relating to the inspection and production of school district records:

I. Designation of Officers

1. The Records Access Officer shall be the assistant superintendent for human resources. He/She shall:
• receive requests for records of the Board of Education and make such records available for inspection or copying when such requests are granted; and
• compile and maintain a detailed current list by subject matter, of all records in the possession of the Board, whether or not available to the public.
2. The Superintendent of Schools, with the Board’s approval, shall designate a Records Management Officer for the district. The Records Management Officer will develop and oversee a program for the orderly and efficient management of district records. The Records Management Officer shall ensure proper documentation of the destruction of records, in accordance with the schedule.

II. Definition of Records

1. A record is defined as any information kept, held, filed, produced or reproduced by, with or for the district in any physical form whatsoever, including but not limited to reports, statements, examinations, memoranda, opinions, folders, files, books, manuals, pamphlets, forms, papers, designs, drawings, maps, photos, letters, microfilms, computer tapes or disks, rules, regulations or codes.
2. The Records Access Officer will have the responsibility for compiling and maintaining the following records:
a. a record of the final vote of each member of the Board on any proceeding or matter on which the member votes;
b. a record setting forth the name, school or office address, title and salary of every officer or employee of the district; and
c. a reasonably detailed current list by subject matter of all records in possession of the district, whether or not available for public inspection and copying. (See Exhibit 1120-E1)
3. No record for which there is a pending request for access may be destroyed. However, nothing in these regulations shall require the district to prepare any record not possessed or maintained by it except the records specified in II(2), above.

III. Access to Records

1. Time and place records may be inspected: Records may be requested from, and inspected or copied at, the Office of the Records Access Officer, at the district office during business day on which the district offices are open. Records may also be requested via the district website e-mail at the following address: records.access. officer@guilderlandschools.net. This information shall be posted on the district’s website.
2. Fees: The fee for documents up to 9 x 14 inches is 25 cents per page. For documents larger than 9 x 14 inches, tape or cassette records, or computer printouts, the cost will be based on the cost of reproduction or program utilized. Fees are subject to periodic review and change. However, no fee shall be charged for records sent via e-mail, the search for or inspection of records, certification of documents, or copies of documents which have been printed or reproduced for distribution to the public. The number of such copies given to any one organization or individual may be limited, in the discretion of the Records Access Officer.
3. Procedures: Requests to inspect or secure copies of records shall be submitted in writing, either in person, by mail or via e-mail, to the Records Access Officer. [A form is provided (1120-E2) for written and e-mail requests, but are not required but should attempt to address questions on recommended form.
4. All requests for information shall be responded to within five business days of receipt of the request. If the request cannot be fulfilled within five business days, the Records Access Officer shall acknowledge receipt of the request and provide the approximate date when the request will be granted or denied.
5. If a request cannot be granted within 20 business days from the date of acknowledgment of the request, the district must state in writing both the reason the request cannot be granted within 20 business days, and a date certain within a reasonable period when it will be granted depending on the circumstances of the request.
6. Denial of Access: When a request for access to a public record is denied, the Records Access Officer shall indicate in writing the reasons for such denial, and the right to appeal.
7. Appeal: An applicant denied access to a public record may file an appeal by delivering a copy of the request and a copy of the denial to the Superintendent within 30 days after the denial from which such appeal is taken.
8. The applicant and the New York State Committee on Open Government will be informed of the Superintendent’s determination in writing within 10 business days of receipt of an appeal. The Superintendent shall transmit to the Committee on Open Government photocopies of all appeals and determinations.

IV. Records Exempted from Public Access

The provisions of this regulation relating to information available for public inspection and copying shall not apply to records that:

1. are specifically exempted from disclosure by state and/or federal statute;
2. if disclosed would constitute an unwarranted invasion of personal privacy;
3. if disclosed would impair present or imminent contract awards or collective bargaining negotiations;
4. are confidentially disclosed to the Board and compiled and maintained for the regulation of commercial enterprise, including trade secrets, or for the grant or review of a license;
5. are compiled for law enforcement purposes and which, if disclosed, would:
a. interfere with law enforcement investigations or judicial proceedings;
b. deprive a person of a right to a fair trial or impartial adjudication;
c. identify a confidential source or disclose confidential techniques or procedures, except routine techniques or procedures; or
d. reveal criminal investigative techniques or procedures, except routine techniques and procedures;
6. records which if disclosed would endanger the life or safety of any person;
7. records which are interagency or intra-agency communications, except to the extent that such materials consist of:
a. statistical or factual tabulations or data;
b. instructions to staff which affect the public;
c. final Board policy determinations; or
d. external audits, including but not limited to audits performed by the comptroller and the federal government;
8. records which are examination questions or answers that are requested prior to the final administration of such questions;
9. records which if disclosed would jeopardize the district’s capacity to guarantee the security of its information technology assets (which encompasses both the system and the infrastructure).

V. Prevention of Unwarranted Invasion of Privacy

To prevent an unwarranted invasion of personal privacy, the Records Access Officer may delete identifying details when records are made available. An unwarranted invasion of personal privacy includes but shall not be limited to:

1. disclosure of confidential personal matters reported to the Board which are not relevant or essential to the ordinary work of the Board;
2. disclosure of employment, medical or credit histories or personal references of applicants for employment, unless the applicant has provided a written release permitting such disclosures;
3. sale or release of lists of names and addresses in the possession of the Board if such lists would be used for private, commercial or fund-raising purposes;
4. disclosure of information of a personal nature when disclosure would result in economic or personal hardship to the subject party and such records are not relevant or essential to the ordinary work of the Board; or
5. disclosure of items involving the medical or personal records of a client or patient in a hospital or medical facility.

Unless otherwise deniable, disclosure shall not be construed to constitute an unwarranted invasion of privacy when identifying details are deleted, when the person to whom records pertain consents in writing to disclosure, or when upon representing reasonable proof of identity, a person seeks access to records pertaining to him or her.

VI. Listing of Records

Pursuant to Section 87(3)(c) of the Public Officers Law, the current records retention schedule for school districts, published by the Commissioner of Education, shall serve as the list by subject matter of all records in the possession of the school district, whether or not available under the law. The Superintendent or his/her designee, in consultation with the Records Management Officer, shall develop and disseminate department-specific guidance so that staff can implement this policy and regulation.

VII. Litigation-Hold

The Superintendent will designate a “discovery” team, comprised of the school attorney, director of technology, the Records Access and Records Management Officer and other personnel as needed. The discovery team will convene in the event that litigation is commenced to plan to respond to the request for records. The Superintendent, with assistance from the director of technology, will ensure that measures are put in place to preserve applicable records.

Reviewed April 29, 2014

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1120-E.1 Access to School District Records Exhibit – Subject Matter List

Records Generally Available For Public Access Subject To Their Status Under N.Y.S. FOIL:

1. Education Law of the State of New York.
2. Approved minutes of meetings of the Board of Education.
3. Election records:
A. Petitions of candidates for board of education seats.
B. Voting machine rolls and tabulations (rolls available for 12 hours after polls close).
C. Register of voters.
4. Policies of the Board of Education and Administrative Regulations of the Superintendent.
5. Financial Records:
A. Annual budget of the school system.
B. State and federal aid claims and claim approvals.
C. Applications and awards of fund grants from state and federal public agencies and private foundations.
D. School tax rolls.
E. Annual salaries of employees.
F. Bid tabulations, bid awards, and bid specifications.
G. Purchase orders and warrants.
H. Reports of the treasurer of the school district.
I. Reports of internal auditor, certified public accountant, and state auditors.
J. Contracts for capital construction and improvement.
K. Service contracts.
L. Insurance policies.
M. Records of legal actions and judgments.
N. Leases of facilities or equipment and lease agreements.
6. Employee Records:
A. Negotiated contracts with employee units.
B. Roster of employees of the school district.
C. Staff deployment charts.
7. Instructional Program and Curriculum Records:
A. NYS syllabi or state-prescribed courses of study.
B. Guilderland Central Schools courses of study.
C. Tabulation of required curricula for students.
D. Commissioner’s Regulations and instructional directives and communications from NYSED.
E. Reports and recommendations to the superintendent or board of education from staff or citizen study committees.
F. Regulations and directives of the U.S. Office of Education or other federal agencies pertaining to schools.
G. Reports of evaluations by state agencies or private consultants of Guilderland Central School’s instructional programs or pupil services.
H. Tabulations and analysis of pupil testing.
I. Approved textbooks and library books in use.
8. School Facilities Records:
A. Records of public use of buildings and charges (current and previous school year only).
B. Fire inspection reports.
C. Health department inspection reports.
9. Pupil Records:
A. Census of school age and pre-school children.
B. District’s attendance report.

Records Generally Not Available For Public Access Subject To Their Status Under NYS FOIL:

7. Instructional Program and Curriculum Records:
A. NYS syllabi or state-prescribed courses of study.
B. Guilderland Central Schools courses of study.
C. Tabulation of required curricula for students.
D. Commissioner’s Regulations and instructional directives and communications from NYSED.
E. Reports and recommendations to the superintendent or board of education from staff or citizen study committees.
F. Regulations and directives of the U.S. Office of Education or other federal agencies pertaining to schools.
G. Reports of evaluations by state agencies or private consultants of Guilderland Central School’s instructional programs or pupil services.
H. Tabulations and analysis of pupil testing.
I. Approved textbooks and library books in use.
8. School Facilities Records:
A. Records of public use of buildings and charges (current and previous school year only).
B. Fire inspection reports.
C. Health department inspection reports.
9. Pupil Records:
A. Census of school age and pre-school children.
B. District’s attendance report.

2. Pupil Records (Subject to the provisions of F.E.R.P.A., FOIL, and Policy 5500):
3. School Facilities Records:
A. Blueprints, detailed drawings, site plans of schools (for security reasons).

Reviewed March 13, 2001
Reviewed April 29, 2008
Reviewed April 8, 2014

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1120-E.2 Access to School District Records application for Public Access to Records

[Note to the public {for use on district website}: This form’s language is optional but may enhance your use of the Freedom of Information Law. You may choose to utilize certain portions that are most applicable to your request. You may cut and paste the entire form into a new e-mail, read all provisions, and delete and/or modify those that do not apply. The subject line of your request should be “FOIL Request”.]

{Include district mailing address/e-mail address, as appropriate}
Dear Records Access Officer:

1. Please e-mail/mail the following records if possible [include as much detail about the record as possible, such as relevant dates, names, descriptions, etc.]:
2. Please inform me of the appropriate time during normal business hours for inspecting the following records prior to obtaining copies [include as much detail about the records as possible, including relevant dates, names, descriptions, etc.]:
3. Please inform me of the cost of providing paper copies of the following records [include as much detail about the records as possible, including relevant dates, names, descriptions, etc.].
4. If all the requested records cannot be e-mailed/mailed to me, please inform me by e-mail/mail of the portions that can be e-mailed/mailed and advise me of the cost for reproducing the remainder of the records requested ($0.25 per page or actual cost of reproduction).
5. If the requested records cannot be e-mailed/mailed to me due to the volume of records identified in response to my request, please advise me of the actual cost of copying all records onto a CD or floppy disk.
6. If my request is too broad or does not reasonably describe the records, please contact me via
e- mail/mail so that I may clarify my request, and when appropriate inform me of the manner in which records are filed, retrieved or generated. If it is necessary to modify my request, and an e-mail/mail response is not preferred, please contact me at the following telephone number:

If for any reason any portion of my request is denied, please inform me of the reasons for the denial in writing and provide the name, address and e-mail address of the person or body to whom an appeal should be directed.
Name:
Address [if records are to be mailed]:

Reviewed April 8, 2014

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1130 News Media Relations

The Board of Education invites and welcomes the active participation of all forms of mass media, print and electronic, in educating the public and improving education within the district and the wider community. The Board and Superintendent will make every reasonable effort to cooperate with the media by providing accurate information about district operations, to the extent permissible by statute and regulation.

The Board President is designated as the spokesperson for the Board when the Board is making a statement on an issue.

The Superintendent of Schools is designated as the spokesperson for the district.

All staff intending to release information to the media should first notify the Superintendent. The Superintendent of Schools shall establish all necessary procedures to govern day-to-day interactions between the schools and the news media.

The Board and the Superintendent agree that social media, and other online platforms for communication, can be beneficial mechanisms for sharing information with the community. All online postings will be treated with the same care and consideration as any other communication which the Superintendent or his/her designee generates on behalf of the district. Posting will adhere to the standards set in the Board’s “acceptable use of computers” policy.

If Board members choose to use similar online platforms on their own or if the member maintains a social networking presence, the Board member must ensure that it is clear that the postings do not represent the Board as a whole.

Cross-ref: 4526, Computer Use in Instruction 8630, Computer Resources and Data Management

Ref: Arts and Cultural Affairs Law §61.09

Adopted April 25, 1995
Revised and Adopted June 6, 2011
Reviewed and Adopted July 1, 2015
Revised and Adopted December 18, 2018

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1145 Advertising Materials and Announcements

As a service to parents and children, the Guilderland School District does permit notices to be sent home with children about various activities and events taking place in our community and at times, outside school district boundaries. Such information includes but is not limited to little league, girls’ softball, and other sports related programs; local arts and crafts activities; opportunities in the Town of Guilderland; and a variety of cultural events in the Capital Region. Documents or flyers are distributed via backpack mail predominantly at the elementary school level. The documents must clearly state, in writing, that the activity, event or program is not affiliated with or endorsed in any way by the Guilderland Central School District.

With advanced approval from the superintendent of schools or designee, information concerning activities, events, programs and other opportunities of interest to children and their families in the Guilderland Central School District may be distributed to students provided that the activity, event, program or opportunity is conducted or sponsored by an agency of federal, state or local government, or by a not-for-profit group that can furnish documentation as a nonprofit organization by the Internal Revenue Service. Also, the Superintendent may request additional information concerning the governance structure and/or mission of the organization. The Superintendent has discretion to determine that the requested public notice is consistent with the mission of the Guilderland Central School District.

The agency or organization seeking to distribute information to students in district schools must provide sufficient copies of the document; the District will not make copies for this purpose.

The Guilderland Central School District retains the right to withdraw approval of material from any source if it is determined that distribution would undermine the intent of this policy or cause disruption in the school.

The Superintendent is directed to develop and implement the necessary regulations to ensure that this policy is implemented throughout the school system.

Adopted: November 30, 2004
Reviewed May 27, 2008
Revised and Adopted October 4, 2011
Revised and Adopted January 6, 2015

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1145-R Advertising Materials and Announcements Regulations

The purpose of this regulation is to provide guidelines for the approval and distribution of advertising materials and/or announcements sent home predominantly with students in the elementary grades, K-5.

1. School related notices sent to parents will be given the highest priority and may necessitate that non-school related flyers be withheld at any given time. The District reserves the right to limit the number of flyers in a given week. Information from outside groups can be sent home, starting with the second week of school.
2. Information from not-for-profit organizations will be considered for distribution as long as the main focus is on services or activities for children. A not-for-profit group must be able to furnish Internal Revenue Service nonprofit documentation if requested by the Superintendent’s office. Also, the Superintendent may request additional information concerning the governance structure and/or mission of the organization. The Superintendent has discretion to determine that the requested public notice is consistent with the mission of the Guilderland Central School District.
3. All information must be submitted to the superintendent’s office for prior approval. Requests must be submitted at least one week in advance of the suggested distribution date. Photocopying should not occur until approval from the superintendent’s office is received in case changes are necessary.
4. Other than PTA entities, Guilderland Music Parents and Friends, and athletic booster club sponsored activities which must be prominently titled, all flyers must include the following statement in a box format.

This flyer is being distributed by the Guilderland Central School District as a community service to students and parents for information purposes only. This program is not affiliated with nor endorsed in any way by the Guilderland Central School District.

5. Upon approval by the superintendent, the responsibility for photocopying must be assumed by the organization requesting distribution. Packets must be separated in groups of 25 and delivered to each elementary school’s main office.

6. The intent of requesting to distribute any flyer as part of backpack mail is for notification purposes only. Information shall be limited to the date, time, place, program description, etc. No promotional incentives (e.g., free tickets to an amusement park, admission to a sporting event if accompanied by a paid adult admission, etc.) may be included either as part of or as an attachment to an informational flyer. Similarly, no policy or statement presenting a viewpoint or which takes a position on an issue will be permitted.
7. These guidelines apply to K-5 buildings primarily. Requests for flyers to be sent home with middle school and high school level students are less likely to be approved by the superintendent because coordination and the distribution of such information is very difficult. However, such material can be posted if appropriate.
8. Informational materials or announcements from any other organization may be approved by the superintendent for display only (not for distribution directly to students) if the activity or event concerns one of the following topics:
a) Education services directly related to the school system’s instructional program, such as test preparation courses and enrichment courses.
b) Student health, safety or welfare.
c) Community sports, professional, or semi-professional teams.
d) Other organizations as determined by the Superintendent of Schools and not identified above.
9. The Guilderland Central School District retains the right to withdraw approval of material from any source if it is determined that distribution would undermine the intent of this policy or cause disruption in the school.

Reviewed November 30, 2004
Reviewed April 29, 2008
Reviewed October 4, 2011
Reviewed January 6, 2015

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1150 School Budget and Bond Referenda Information

The annual district budget shall be submitted for voter approval as required by law. Any voter-presented propositions shall be submitted in accordance with the procedure specified by law and district policy. The resubmission of any defeated budget or the submission of any propositions by the Board of Education will be done at the discretion of the Board as permitted by law.

The Superintendent of Schools shall approve all information regarding district expenditures submitted to the district voters for approval. Any document, newsletter, advertisement or other communication prepared and/or distributed at district expense shall be factual in nature to the best of the Superintendent’s knowledge, and shall not exhort district voters to vote to approve or disapprove any matter submitted for voter approval.

Cross-ref: 6100, Annual Budget
Ref: Education Law §1716
Phillips v. Maurer, 67 NY2d 672 (1981)

Adopted April 25, 1995
Revised and Adopted February 14, 2012
Reviewed November 13, 2018

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1220 Relations with Community and Business Organizations

The Board of Education recognizes the potential benefits of community and business partnerships with school districts. The Board and district staff shall seek to maintain regular interaction with community and business leadership, both on a formal and informal basis.

Adopted April 25, 1995
Revised and Adopted February 14, 2012
Adopted January 31, 2017

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1222 Relations with Booster Organizations

The Board of Education recognizes that extracurricular support groups, or “booster” organizations, provide important support to district schools, and can be a valuable means of stimulating community interest in the aims and activities of district schools. Booster organizations may be defined in two ways:

1. an organization which is created to foster community support and raise funds for a specific extracurricular activity (e.g., athletics, speech and debate, and/or musical groups); or
2. an organization which is created to foster community support and raise funds for the school’s general extracurricular program.

Parents and other interested members of the community who wish to organize a booster club for the purpose of supporting a specific school program are encouraged to do so, as long as the activities of such organizations do not interfere unduly with the total educational program, or disrupt district operations in any way. The Superintendent of Schools is directed to establish guidelines.

The Board retains final authority on all activities which have an impact on students, the schools, school programs, and/or school-owned property.

Adopted April 25, 1995
Revised and Adopted February 14, 2012
Adopted March 7, 2017

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1230 Public Participation at Board Meetings

The Board of Education encourages public participation at its meetings and recognizes its responsibility to hear public comment. There will be two specific agenda items at each regular Board meeting to provide an opportunity to address the Board. An acknowledgment of the public comment, either orally or in writing, will be provided as appropriate after the meeting. As a matter of practice, the Board of Education does not engage in dialogue during the public comment period.

Although the Board of Education welcomes comments about programs offered by the district and the efforts of its staff, the Board expressly prohibits public comment on any matters which are properly the subject of an executive session pursuant to Public Officers Law §105, which includes specific matters relating to individual employees and/or students. Persons who desire to speak to the Board about such matters, should request an Executive Session in a letter to the Board President, briefly outlining the issue to be discussed. Granting such requests will be at the discretion of the Board of Education.

Persons wishing to speak under the “Public Comment” section will then be recognized by the President, and asked to identify themselves and any organization they may be representing at the meeting. In general, comments should not exceed three to four minutes and should relate to school matters.

A reasonable period of time, up to approximately 20 minutes, shall be set aside during the first part of each regular Board meeting so that taxpayers, community members, school personnel, and students may express themselves directly to the Board. A second public comment period generally lasting no more than 10 minutes will be included later in the agenda, immediately preceding Board Discussion. Time limits may be waived by a majority vote of the Board. Prior to addressing the Board of Education, the prescribed sign-up form (see 1230 Exhibit) must be completed and submitted to the district clerk.

The President is responsible for the orderly conduct of the meeting and shall rule on such matters as the time to be allowed for public comment, the appropriateness of the subject being presented, and the suitability of the time for such a presentation. The Board as a whole shall have the final decision in determining the appropriateness of such rulings.

Adopted September 9, 2003
Revised, Adopted November 1, 2011
Revised, Adopted May 7, 2013
Revised, Adopted October 24, 2017

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1230-E Public Participation at Board Meetings- Sign-up Form Exhibit

The Board of Education encourages public participation at its meetings and recognizes its responsibility to hear public comment. An acknowledgment of the public comment, either orally or in writing, will be provided as appropriate after the meeting. As a matter of practice, the Board of Education does not engage in dialogue during the public comment period. There will be two opportunities at each regular Board meeting for public comments to be heard.

Although the Board of Education welcomes comments about programs offered by the district and the efforts of its staff, the discussion of matters relating to specific individuals is expressly prohibited. Persons who desire to speak to the Board about such matters, should request an Executive Session in a letter to the Board President, briefly outlining the issue to be discussed. Granting such requests will be at the discretion of the Board of Education.

Public Participation at Board Meetings sign-up form

Reviewed September 9, 2003
Revised and Reviewed April 23, 2013

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1400 Public Complaints

The Board of Education recognizes the right of community members to register individual or group concerns regarding instruction, district programs, materials, operations, and/or staff members. The main goal of the district is to resolve such concerns specifically with the parties involved, whenever possible.

Public complaints about the school district will be directed to the proper administrative personnel. (Complaints regarding the district’s implementation and administration of Title I funds are addressed in the section below.) The Board believes that concerns and grievances are best handled and resolved as close to their origin as possible and that the staff should be given every opportunity to resolve problems prior to Board involvement. Therefore, the proper channeling of concerns will be as follows:

1. Teacher or staff member,

2. Principal or appropriate administrator,

3. Superintendent of Schools,

4. Board of Education.

Exceptions will be made only when complaints concern Board action or Board operations. In addition, the Board will not act on complaints that have not been explored at the appropriate level.

All matters referred to the Superintendent and/or the Board must be in writing.

Concerns registered directly to the Board as a whole or to an individual Board Member shall be referred as soon as is reasonably possible to the Superintendent for investigation, report, and/or resolution. (Board Members will refrain from expressing any judgment until such matter is submitted to the entire Board for action or resolution.)

Complaints Regarding Title I of the ESEA or Academic Intervention Services

Any person or entity representative alleging the district has not upheld its responsibilities under Title I of the Elementary and Secondary Education Act (ESEA), as well as the district’s responsibilities for Academic Intervention Services under the Commissioner’s regulations section 100.2(ee), may submit a complaint in writing to the Superintendent. After 30 days, any decision of the Superintendent which is unsatisfactory to the complainant, or the district’s lack of a response to the complainant, may be appealed to the State Education Department (SED).

All such complaints to SED must, as outline by SED (see the following website: http://www.nysed.gov/essa/new-york-state-essa-funded-programs-complaint-procedures

1. Be submitted in writing to New York State Education Department, Title I School & Community Services Office, Room 320 EB, 89 Washington Avenue, Albany, NY 12234;

2. Be signed by the person or agency representative filing the complaint;

3. Specify the requirement of law or regulation being violated and the related issue, problem, and/or the concern;

4. Contain information/evidence supporting the complaint;

5. State the nature of the corrective action desired;

6. Contain a copy of the original signed complaint; and

7. Contain a copy of the district’s response to the original complaint, or a statement that the district failed to respond or resolve the issue within 30 business days.

The district shall disseminate this complaint procedure to parents of students in Title I funded programs, as well as school officials at nonpublic schools for which the district administers or implements Title I funds or programs.

Ref: 20 USC §7844 (ESEA) 34 CFR §§299.10 – 299.12 [299.11(d) – LEAs must disseminate, free of charge, adequate information about the complaint procedures to parents of students, and appropriate private school officials or representatives.]
8 NYCRR §100.2(ee) (Academic Intervention Services)

Adopted June 20, 1995
Adopted January 18, 2011
Reviewed and Adopted July 1, 2015
Revised and Adopted December 4, 2018

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1410 Complaints About Policies

Complaints about Board of Education policies should be directed to the Superintendent of Schools. Complaints shall be in writing, stating the specific objections to the specific policy(ies).
The Superintendent shall review any complaint and conduct whatever study or investigation he/she deems appropriate. The Superintendent shall then submit the complaint and his/her recommendation to the Board. The Board shall then review the policy, amend or repeal the policy, if appropriate, and notify the complainant of the action taken.

Adopted June 20, 1995
Adopted January 18, 2011
Reviewed and Adopted July 1, 2015

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1420 Complaints About Curricula or Instructional Materials

The Board of Education recognizes its responsibility for the purchase of instructional materials. The Board encourages district teachers and administrators to select books and other materials in accordance with sound educational principles and practices and to use them effectively in the classrooms. However, the Board also recognizes the right of community members to voice concerns and/or complaints regarding the implementation of a particular curriculum and/or instructional material.

Procedure

All complaints concerning textbooks, library books and other instructional materials, shall be submitted to the building principal. The Superintendent of Schools shall create regulations establishing a complaint procedure which shall include:

1. An opportunity for an informal conference between the teacher and the aggrieved party.

2. If the informal conference does not resolve the issue, the complainant will file with the building principal his/her protest in writing by completing the Request for Reconsideration of Curricula or Instructional Materials.

3. Upon receipt of the completed form, the principal will convene a Review Committee for his/her school.

4. The Committee shall consist of:

  • assistant superintendent for instruction;
  • a teacher not directly involved;
  • a librarian from that school;
  • the principal; and
  • two parents selected by the building’s PTA.

5. The parties shall be present at the initial meeting of the Committee to present their cases to the Committee.

6. The Committee shall consider the evidence, make a determination and inform the parties of their decision. (1)

7. If either party is not satisfied with the decision, an appeal may be made to the Superintendent of Schools.

8. If either party is not satisfied with the Superintendent’s decision, the matter may be appealed to the Board of Education.

(1) In the event that the committee finds merit in the argument that material should be removed, it would forward a report of their understanding and recommendation to the Superintendent and the Board of Education and they would mutually agree to a solution. The Board of Education has the final authority.

Cross-ref: 4511, Textbook Selection and Adoption 4513, Library Materials Selection and Adoption
4524, School Libraries

Ref: Education Law §§1709(15); 1711(5)(f)
Board of Educ., Island Trees UFSD v Pico, 457 US 853 (1982)

Adopted April 8, 1997
Revised and Adopted January 26, 1999
Revised and Adopted January 18, 2011
Reviewed and Adopted July 1, 2015
Reviewed and Adopted July 2, 2019

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1420-E Request for Reconsideration of Curricula or Instructional Materials

Download and print the request for reconsideration of curricula or instructional materials form.

If you are unable to access this file, please email communications@guilderlandschools.net to receive the information in an alternative format.


1500 Public Use of School Buildings and Grounds

The Board of Education encourages the greatest possible use of school buildings and grounds for community activities. All such use should pertain to the general welfare of the school and/or community, in compliance with Education Law.  Any such use, however, shall not be deemed an endorsement of the activity or purpose for which the facilities are used.

The school buildings and grounds are maintained for the education and recreation of students in the district, and no use shall be made of the buildings or grounds while school is in session.  All uses of school buildings and grounds shall be consistent with Section 414 of the Education Law.

Groups wishing to use the school facilities must secure written permission from the Superintendent or his/her designee and abide by the rules and regulations established for such use (see 1500-R).  Organizations which have secured approval to use the district’s facilities and/or grounds will pay usage fees based on rates adopted by the Board of Education.

Ref. Education Law, Section 414

Adopted  June 20, 1995
Revised February 26, 2002
Revised and Adopted January 18, 2011
Revised, Adopted October 24, 2017
Reviewed October 29, 2019

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1500-R Public Use of School Buildings and Grounds Regulation

I.       Objective

The Guilderland Central School District intends to maximize the use of its facilities during non-school hours.  We are desirous that school sponsored programs and activities and members of the community be accommodated in their needs for school facilities.  We hope the following guidelines will encourage and facilitate the use of our schools by staff and community.

A. Use of a school property must be approved by the Superintendent of Schools or his/her designee.

Requests for use of school property should be received at least two weeks in advance of the date use is desired.  Such requests must be in writing and signed by a responsible administrative officer of the community organization. The availability of school  property for community use is subject to necessary cleaning and maintenance for school purposes.

B.  In accordance with the provisions of Section 414 of the Education Law, community groups and organizations may use school district facilities for the following purposes.

 1.      For instruction in any branch of education.

 2.      For holding social, civic and recreational meetings and entertainments; however, such uses shall be non-exclusive and shall be open to the general public.

3.      For occasions where admission fees are charged when the proceeds are to be used for an educational or charitable purpose; but such use shall not be permitted if such occasions are under the exclusive control, and the proceeds are to be applied for the benefit of, an organization or a religious sect or denomination, or of a fraternal, secret or exclusive organization other than organizations of veterans or armed forces of the United States and organizations of volunteer firemen.

C.           All uses must be for social, civic, educational, cultural, or recreational meetings and entertainment or other such purposes pertaining to the welfare of the community and shall be non-exclusive and open to the general public.

D.           The Board of Education requires all users to provide the school district, prior to each use, with a certificate of insurance providing liability coverage for each use in an amount determined by the Board of Education.  Any damages caused during use of the facilities will be paid by the user.  (See Insurance Guidelines.)

E.            When qualified under Section B-2 and B-3 above:  

1.     Community groups and organizations of the nature referred to below may use the school district premises without charge, except for custodial expenses as stated in Section P below:              

  • Parent-Teacher Assn. 
  • Veterans Organizations and Library Organizations
  • Auxiliaries
  • 4-H
  • Volunteer Fire Companies and
  • Civic Forums
  • Auxiliaries
  • Girl Scouts
  • Red Cross
  • Boy Scouts
  • Guilderland Youth Activities
  • Home Bureau
  • Town of Guilderland Senior Citizen Groups
  • District Employee Associations 

This shall not include spaces administered by the Continuing/Adult   Education Program Director.

 2.      School related organizations such as Booster Club, Music Parents Association, Extra-curricular Clubs, Class Organizations, Guilderland Players, etc., may use school district facilities without incurring any charges for such facilities and staff related to utilizing the facility.

3.      Other qualified community groups and organizations which present a program of high moral standard to the general public and which charge an admission fee, may use school premises upon payment of the fees and charges established by the school district.                 

F.            The Board of Education specifically reserves the right to revoke any permit granted to any user without prior notice to such user.  In the event of such a revocation, the reasons thereof shall be stated to the user in writing.

G.           Nothing contained herein shall be construed to require the Board of Education to authorize the use of its facilities or grounds to any user who may otherwise qualify hereunder, if the said Board determines, in an exercise of its discretion that such user has previously violated or is likely to violate said school district’s “Rules and Regulations for the Maintenance of Public Order” or the rules and regulations herein contained relating to the use of school facilities and/or grounds.

H.           Fee Schedules:

Any group (expected to pay fees), utilizing district facilities, will enter into an agreement with Guilderland Central School District and pay the school district in compliance with a published schedule of fees for room use, field use, and custodial charges.  The list of fees will be available upon request. A “special events fee” may be negotiated when multiple-day and/or multiple facilities use is requested.

All users shall pay the school district, no later than thirty (30) days after billing, an amount determined by the Board of Education as being the reasonable expense incurred by the school district as such relates to each use.  Advance payments and/or security deposits may be required.

I.             School District facilities may not be used by:

  • Political organizations.
  • Subversive organizations.
  • Religious groups for denominational services or gatherings.
  • Secret or fraternal organizations.
  • Persons or organizations for private profit.

J.  Use of school property by community organizations shall be in conformity with the policy covering Public Conduct on School Property (#1520) adopted by this Board of Education, a copy of which along with this policy, shall be delivered to the officer responsible for each community group use prior to approval of the Property Use Permit.

K.           Parking: Parking in No Parking areas is not permitted.

L.            Use of School Equipment: Organizations using the building are expected to respect the furnishings and equipment of the school.  While the school will cooperate with all organizations, certain pieces of equipment such as athletic and audio-visual equipment cannot be used without specific permission of the building principal.

M.          Power Equipment: Power equipment in the kitchen will not be used without specific permission of the School Lunch Manager or designee.  When it is necessary to employ cafeteria personnel to operate the equipment, the organization using the building must bear the cost.                                                            

N.           Smoking: Smoking (including the use of e-cigarettes) on district property is not permitted.

O.           The use of fireworks is prohibited on school grounds.

P.            Custodians: At least one custodian of the school shall be in attendance whenever a school is used by a community organization.  The organization shall pay any extra expenses so entailed.       

II.     Priority Use of Buildings

Priority A – Use of Individual Buildings:

Individual building activities must first be satisfied within that building before outside requests are accommodated.

  1.  Building staff needs for instructional programs, student and adult classes.
  2. Building staff needs for extra-curricular programs (activity periods, clubs, plays, etc.).
  3. Building staff needs for extra-curricular programs beyond activity period (interscholastic athletics, clubs, plays, etc., at High School, Middle School and Elementary Schools).

Priority B – District Activities:

  1. Instructional programs, student and adult classes outside of its own school.
  2. Extra-curricular programs beyond eighth grade (interscholastic athletics, clubs, plays, etc., outside of its own school).
  3. Adult Education Program.
  4. Guilderland Youth Activities.
  5. Community Groups.
  6. Groups outside of the community.

In order for this priority system to function, it will be necessary that all building use requirements be filed with each appropriate individual according to the following calendar.  The dates represent those needs for the succeeding year.

  • Priority A                 –           August 1
  • Priority B (1 & 2)    –           August 15
  • Priority B (3)           –           September 1
  • Priority B (4)           –           September 15

With reasonable advanced notice from the principal, a group given a long-range commitment to a facility can be replaced for a single date for an activity or event for school pupils or parents.

Reviewed February 12, 2002
Reviewed January 4, 2011
Revised, Reviewed October 24, 2017
Revised and Reviewed October 29, 2019

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1500-E.1 Request for Use of Building and Grounds – Fee Schedule

Building Use

A. Multi-Use Senior High School Gymnasium
$145.00 per hour of use with a minimum four (4) hour use charge ($580).
Maximum charge shall be $1,160 for each 24 hour period.
B. Guilderland Elementary Large Gymnasium
$175.00 per time used.
C. Senior High School East Gym & Middle School Main Gym
$200.00 per time used.
D. Other Gymnasiums
$70.00 per time used.
E. High School Auditorium
$85.00 per hour of use with a minimum of four (4) hours use charges ($340).
Maximum charge shall be $680 for each 24 hour period.
F. Middle School Cafetorium
$70.00 per hour of use with a minimum of four (4) hours use charges ($280).
Maximum charge shall be $560 for 24 hour period.
G. Classrooms
$35.00 per classroom time used.
H. Cafeterias/Elem. Cafetoriums
$115.00 per time used.

Grounds Use

Any adult group utilizing school grounds for a continued activity such as a softball league, etc. shall be assessed a $30.00 per time used at the high school and middle school; and $25.00 per time used at the elementary schools.

Cafeteria Kitchens

An hourly rate per person based upon the labor rates below for use of kitchen. No kitchen use is permitted unless cafeteria personnel are present.

Labor Charges

Rates per hour

Type of work Custodial Cafeteria Workers
Weekdays – regular time per hour $25 $15
Overtime per hour & Saturdays $25 $22
Sundays per hour rate $45 $28
Holidays per hour rate $55 $35

Reviewed: October 20, 2009
Reviewed January 4, 2011

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1510 Public Sales on School Property

The Board of Education believes that fund drives and/or materials drives should be conducted only when there is some educational benefit for the student. The administration should approve and schedule these activities so as to eliminate the possibility of many drives being conducted simultaneously.

Any fund drive must be sponsored by the school district, or a school-related organization (e.g., the Parent-Teacher Association).

Funds raised through school-sponsored activities must be deposited and accounted for in the extra-curricular fund. Accounting for funds raised by school-related groups are the responsibility of such groups.

Fund drives sponsored by the school district requiring door-to-door solicitation should be kept to a minimum and approved in advance by the Superintendent of Schools. Such drives should include a training program for the solicitors.

Soliciting Funds from Staff

No solicitor, salesman or agent shall come into any school building or upon any school property and solicit business other than school business, from any school employee. In the case of school business, he/she shall obtain permission from the Superintendent before soliciting any school employee in any building.

Cross-ref: 1145, Advertising in the Schools

Adopted: July 5, 2011
Reviewed and Adopted: October 23, 2018

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1530 Smoking and Other Tobacco Use on School Premises

Due to the health hazards associated with smoking, and in accordance with federal and state law, the Board of Education prohibits smoking and all other tobacco use, and use of an electronic cigarette or e-cigarette, in all school district buildings, on school grounds, and in any vehicle used to transport children or personnel. Smoking or tobacco use is also prohibited within 100 feet of all school entrances, exits and outdoor areas, except where that is a residence or residential property. “Electronic cigarette” or “e-cigarette” means an electronic device that delivers vapor which is inhaled by an individual user (including vaporizers, vapor pipes, and vape pens), and shall include any refill, cartridge and any other component of such a device.

The district’s smoking policy shall be prominently posted in each building, at designated outdoor locations on school premises (e.g. athletic fields) and in all district vehicles. The Board designates the Superintendent of Schools or his/her designee as agent responsible for informing individuals smoking cigarettes or e-cigarettes, or using tobacco unlawfully that they are in violation of Article 13-E of the Public Health Law and/or Section 409 of the Education Law and/or the federal Pro-Children Acts of 1994 and 2001. Persons in violation of this policy will be asked to stop. Students and staff may be subject to consequences outlined in the Code of Conduct, and visitors or contractors may be asked to leave school property.

Replaced, Adopted October 24, 2017

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1740 Relations with Non-Public Schools

In recognition of the educational, cultural, and economic values which parochial and private schools provide to parents, citizens, and community taxpayers, the Board of Education shall make available those public school services to resident students who attend nonpublic schools as required by law and regulations.

The Board authorizes the Superintendent of Schools to establish any and all rules, regulations and procedures necessary to implement and maintain this policy.

Adopted June 20, 1995
Adopted January 18, 2011
Reviewed: August 14, 2018

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1741 Home Instruction (Home Schooling)

From time to time, parents will choose to instruct their children at home. The Guilderland Central School District will attempt to cooperate with parents who wish to provide home schooling for their children realizing that the child who is educated at home should receive an education in a manner consistent with an educational plan and at least substantially equivalent to that given to students of like age and attainments in the local public schools. The required subjects should be taught in a competent, systematic, and sequential manner, specifically in relation to the required courses as enumerated in Commissioner’s Regulation Section 100.10.

Provisions and Limitations of Services to Home-Instructed Students

Home-instructed students are not awarded a high school diploma. A high school diploma may only be awarded to a student enrolled in a registered secondary school who has completed all program requirements set by the Board of Regents, the school or the District.

a) Home schooled students are not eligible to participate in interscholastic sports. Commissioner’s Regulations mandate that only students enrolled in the public school are allowed to participate in interscholastic sports.

Home schooled students may participate in intramurals when not related to physical education instruction (e.g. wrestling, gymnastics) and other before and after school-sponsored club activities. The District will permit home-instructed students to participate in such extra-curricular activities so long as the students can arrange for their own transportation, there is room in the program and there is no additional cost to the District.

An example includes ski club, but excludes theater productions and curricular-related activities such as enrichment programs, music lessons, band, orchestra, and chorus. If students participate, they must abide by all District rules and regulations such as, but not limited to, the student Code of Conduct. The District will follow the provisions of Public Health Law Section 2164 when dealing with any health-related requirements. Parents of home schooled children must contact the appropriate building principal if they desire to pursue any of the above listed opportunities so that all of the necessary details are in place.

In addition, home schooled students may at times attend with a parent, general school-wide activities in the elementary school of their attendance zone, middle school, and high school. Examples include learning or cultural fairs, PTA sponsored events, book fairs, monthly or special school or grade level assemblies. School officials are not obligated to notify families of the availability of special programs and activities other than through the usual channels of communications such as school newsletters.

b) The District is not required to loan available textbooks and other materials (e.g., library materials, microscopes, computer software, movie projectors). However, the District may provide such textbooks and other materials to the extent available to home-instructed students.

c) The Guilderland Central School District does not furnish health services and is not required to do so.

d) The District is not responsible for providing remedial programs.

e) The District shall not make available to home-instructed students occupational and vocational education programs (career and technical education programs) and programs for gifted students.

f) The District shall offer a home-instructed student with disabilities the special education services as addressed in the approved Individualized Education Program (IEP) by the Committee on Special Education. However, there is no requirement that such services be provided in the student’s home. Further, the District shall conduct a census and register students with disabilities who reside in the District in accordance with Education Law and Commissioner’s Regulations.

g) Upon request at least ten (10) days prior to the scheduled test date (by contacting the superintendent’s office), home-instructed students may take certain grade 3-8 or Regents exams on school premises with Guilderland students. Exempted from such a list are those courses requiring the completion of minimum laboratory activities (e.g., earth science, biology, chemistry, physics).

h) Except as otherwise indicated in this policy, students instructed at home shall not be allowed to use school facilities.

Primary responsibility for determining compliance with Commissioner’s Regulations addressing home instruction rests with the Superintendent of Schools in which a home instructed student resides.

Adopted January 9, 2007
Revised and Adopted June 18, 2013
Reviewed December 18, 2018

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1741-R Home Instruction (Home Schooling) Regulations

Parents’ Responsibilities

1. Notification

Parents or persons in parental relation to a student of compulsory school attendance age, who are residents in this district, shall annually provide written notice to the Superintendent of Schools of their intention to educate their child at home by July 1st of each school year. If such instruction is to begin after the start of the school year, parents must provide such written notice within fourteen (14) days after beginning such instruction within the district.

2. Individualized Home Instruction Plan (IHIP)

Within ten (10) days of receipt of the above-mentioned notice, the district will send to the parents a copy of §100.10 of the Regulations of the Commissioner, and a form on which to submit an individualized home instruction plan (IHIP). One such IHIP must be submitted for each child of compulsory attendance age who is to be taught at home. The IHIP forms must be submitted to the district office within four (4) weeks of receipt. If requested, the district will provide assistance in preparing the forms.

Each child’s IHIP will contain:

a. the child’s name, age, and grade level;

b. a list of the syllabi, curriculum materials, textbooks, or plan of instruction to be used in each of the required subjects listed below;

c. the dates for submission to the school district of the parents’ quarterly reports; and

d. the names of the individual(s) providing instruction.

3. Determination of compliance/noncompliance

The Superintendent of Schools or a designee shall review each IHIP, and notify the parents within ten (10) business days of receipt as to whether the forms comply with the requirements listed in (2) above, or if there is any deficiency. The district will provide written notice of such deficiency(ies). Parents must submit a revised IHIP, correcting any deficiency(ies), within 15 days of such notice.

The Superintendent or a designee will then review the revised IHIP and notify the parents of its compliance or noncompliance with the above requirements within 15 days of receipt of the revised IHIP.

4. Appeals

If the IHIP is determined not to be in compliance, written notice of noncompliance (including the reasons for such determination) shall be sent to the parents. This notice will contain the date of the next regularly scheduled meeting of the Board, and inform parents that if they wish to contest the determination of non-compliance, they must notify the Board at least three (3) business days prior to the meeting. At the Board meeting, the parents have the right to present proof of compliance, and the Board shall make the final determination of compliance/noncompliance.

Parents have the right to appeal the final determination of the Board to the Commissioner of Education within 30 days of receipt of such determination.

If parents do not contest the determination of noncompliance by either the administration or the Board, or if the Commissioner of Education upholds the final school district determination of noncompliance, then the parents must immediately provide for the instruction of their children in a public school or elsewhere in compliance with Education Law §§3204 and 3210.

5. Required courses

Instruction in the following subjects shall be required:

a. For grades one through six: mathematics, reading, spelling, writing, the English language, geography, United States history, science, health education, music, visual arts, physical education, bilingual education and/or English as a second language where the need is indicated.

b. [For the purposes of this and the following subdivisions, a unit means 6480 minutes of instruction per school year.]

For grades seven and eight: English (2 units); history and geography (2 units); science (2 units); mathematics (2 units); physical education (on a regular basis); health education (on a regular basis); art (1/2 unit); music (1/2 unit); practical arts (on a regular basis) and library skills (on a regular basis). The units required are cumulative requirements for both grades seven and eight.

c. The following courses shall be taught at least once during the first eight grades: United States history, New York State history, and the Constitutions of the United States and New York State.

d. For grades nine through twelve: English (4 units); social studies (4 units, which includes 1 unit of American history, 1/2 unit in participation in government, and 1/2-unit economics); mathematics (2 units); science (2 units); art and/or music (1 unit); health education (1/2 unit); physical education (2 units); and 3 units of electives. The units required are cumulative requirements for grades nine through twelve.

e. All other subjects mandated by the Education Law to be covered during grades K-12.

6. Attendance requirements

Each child shall attend upon instruction as follows:

a. The substantial equivalent of 180 days of instruction shall be provided each year.

b. The cumulative hours of instruction for grades 1-6 shall be 900 hours per year. The cumulative hours of instruction for grades 7-12 shall be 990 hours per year.

c. Absences shall be permitted on the same basis as provided in policy 5100, Comprehensive Attendance, and in the Regulations of the Commissioner and the Education Law.

d. Records of school attendance shall be maintained by the parent and shall be made available to the school district upon request.

e. Instruction provided at a site other than the primary residence of the parents shall be provided in a building which has not been determined to be in violation of the local building code.

7. Quarterly reports

On or before the dates specified in the IHIP, parents must furnish the district with a quarterly report for each child receiving instruction at home. Such report shall contain the following information:

a. the number of hours of instruction during the quarter;

b. a description of material covered in each subject listed in the IHIP;

c. either a grade for the child in each subject or a written narrative evaluating the child’s progress; and

d. in the event that less than 80% of the amount of the course materials as set forth in the IHIP has been covered in any subject for that quarter, a written explanation.

8. Annual assessment

Parents must submit an annual assessment at the time of filing their fourth quarterly report. Such annual assessment shall include the results of a commercially published norm-referenced achievement test which meets the requirements outlined in §100.10(h) of the Regulations of the Commissioner. Such test will be provided by the school district upon request. An alternative form of evaluation may be permitted if it meets the requirements outlined in §100.10(h) of the Commissioner’s Regulation.

The test will be administered at the public school, by its professional staff, or at a registered nonpublic school, by its professional staff, provided that the consent of the chief school officer of such nonpublic school is obtained. The test may be administered at a nonregistered nonpublic school by its professional staff, with the prior consent of both the public school Superintendent and the chief school officer of the nonpublic school.

If the test is to be administered at the parents’ home or any other reasonable location, by a New York State certified teacher or another qualified person, the Superintendent must consent to having such person administer the test. The cost of any testing facilities, transportation, and/or personnel for testing conducted at a location other than the public school shall be borne by the parents.

The test shall be scored by the persons administering the test or by other persons who are mutually agreeable to the parents and the Superintendent. A student’s score shall be deemed adequate if he/she has a composite score above the 33rd percentile on national norms, or if his/her score reflects one academic year of growth as compared to a test administered during or subsequent to the prior school year. If a score on the test is determined to be inadequate, the home instruction program shall be placed on probation.

9. Probation

If a child’s annual assessment fails to comply with the above requirements, the home instruction program shall be placed on probation for a period of up to 2 years. The parent(s) must submit a plan of remediation which addresses the deficiencies in the child’s achievement. The plan will be reviewed by the Superintendent, who may require the parent(s) to make changes prior to acceptance.

The program will be removed from probation only if, after the end of any semester of the probationary period, the child has progressed to the level specified in the remediation plan. If the child does not attain at least three-quarters (75%) of the objectives specified in the remediation plan at the end of any given semester, or if after 2 years of probation 100% of such objectives have not been satisfied, the program will be deemed not in compliance. The Superintendent shall then serve written notice of noncompliance as specified in (3) above.

10. Home visits by the Superintendent or Designee

If during the period of probation, the Superintendent has reasonable grounds to believe that the home instruction program is in substantial noncompliance with this policy and/or regulation, the Superintendent may require one or more home visits. Following the third day of receipt of a written notice to the family such visits will take place. The purpose of such visit(s) will be to ascertain the areas of noncompliance and to determine methods of remediating any deficiency(ies). The home visits shall be conducted by the Superintendent or his/her designee; the Superintendent may include members of a home instruction peer review panel as part of a “home visit team.”

Reviewed December 12, 2006
Revised and Reviewed May 28, 2013
Revised and Reviewed December 18, 2018

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1800 Donations, Gifts and Grants to the District

Unsolicited Gifts and Donations From the Public

The Board of Education welcomes and appreciates gifts and donations from the public. Gifts and donations of money, property, equipment and materials may be accepted by the Board. This policy does not cover personal gifts to staff. See policy 2160, Code of Ethics, for guidance on that issue.
The Board reserves the right to refuse to accept any gift which does not contribute towards the achievement of the district’s goals, or the ownership of which would deplete the resources of the district. In accepting or rejecting gifts and donations, the Board will review the following factors:

1. The terms of the gift must identify:
a. the subject of the gift;
b. the purpose of the gift;
c. the beneficiary or beneficiaries if any; and
d. all conditions or restrictions that may apply.
2. The gift must not benefit a particular or named individual or individuals.
3. If the purpose of the gift is an award to a single student, the determination of the recipient of such award shall be made on the basis that all students shall have an equal opportunity to qualify for it in conformance with federal and state law. Persons giving scholarship or award funds may specify in general terms the type of student or area of achievement or service to be recognized by the scholarship or award. Student recipients of scholarships, prizes, or awards shall be selected by the faculty-parent scholarship committees.
4. If the gift is in trust, the obligation of the investment and reinvestment of the principal shall be clearly specified and the application of the income or investment proceeds shall be clearly set forth.
5. No gift or trust will be accepted by the Board unless:
a. it is in support of and a benefit to all or to a particular public school in the district; or
b. it is for a purpose for which the school district could legally expend its own funds; or
c. it is for the purpose of awarding scholarships to students graduating from the district.

The name of the donor may become a permanent part of the name of the scholarship, award, prize gift or physical facility.
Any gift rejected by the Board shall be returned to the donor or his/her estate within 60 days together with a statement indicating the reasons for the rejection of such gift.

Soliciting and Accepting Gifts, Grants or Donations

Prior to seeking any grant or donation, the applicant must obtain prior approval from the district. Teachers seeking grants or donations for their classroom must obtain approval from the Building Principal. Other staff or administrators seeking grants or donations to benefit an entire school or the district as a whole must obtain approval from the Superintendent or his/her designee. Grant applications for funding of more than $1,000 require prior approval by the Board of Education.
Approval shall depend on factors including, but not limited to: compatibility with the district’s educational program and standards; availability of existing district resources; whether ownership would deplete district resources; and its impact on the equitable distribution of district resources.
All grants and donations must benefit the district and be congruent with the following principles:

1. The district’s mission, vision, core values and beliefs.
2. The district and school goals that positively impact student performance.
3. The district’s instructional priorities and strategies.
4. Equity in funding.
5. Conform to district governance and decision-making procedures of the Board, central office and building-level staff.
6. Provide a value or benefit that is greater than the obligation under the grant award.
7. Not violate management and/or bargaining unit rights and responsibilities.
8. Not carry any conditions that would divert school or district efforts away from the district’s primary mission.

The Board reserves the right to deny approval of solicitation of any funding or grant application which does not contribute towards the achievement of the district’s goals, or which would deplete the resources of the district. The Board may approve seeking grants which require a match of district funds or resources when the initiative has been identified as a priority by the Board and when such funds are planned as part of the district budget process or can be accommodated by the current budget.

Accounting for, and Oversight of, all Donations, Gifts, and Grants

All gifts, donations, grants, funds, property, and materials received by the district become the property of the district. Such items may not be returned without the approval of the Board. All items are subject to the same controls and regulations as other district property, and shall be deposited or inventoried accordingly.

The Board shall receive a report annually of all gifts, donations, grants, funds, property, and materials received by the district during the school year, and where each was used, excluding scholarships. The Board shall properly account for all district resources and to monitor the distribution of those resources to minimize disparities between schools within the district.

Adopted December 8, 2015

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1810 Gifts to School Personnel

No district officer or employee shall directly or indirectly receive any gift having a value of seventy-five dollars ($75) or more, whether in the form of money, services, loans, travel, entertainment, hospitality, etc., or any gift, under any circumstances in which it could reasonably be inferred that the gift was intended to influence the performance of his/her duties. However, the Board of Education welcomes the writing of letters or notes to staff members expressing gratitude or appreciation.

Nothing herein should be construed as prohibiting the traditional exchange of holiday gifts provided discretion is used to ensure that gifts of value are not accepted by staff employees or officers. Gifts from children that are principally sentimental in nature and of insignificant financial value may be accepted in the spirit in which they are given.

Cross-ref: 2160, School Board Officer and Employee Ethics
Ref: General Municipal Law §805-a

Adopted: June 20, 1995
Revised and Adopted: February 14, 2012
Reviewed and Adopted: October 23, 2018

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1900 Parent Involvement

The Board of Education believes that positive parental involvement is essential to student achievement, and thus encourages such involvement in school educational planning and operations. Parental involvement may take place either in the classroom or during extra-curricular activities. However, the Board also encourages parental involvement at home (e.g., planned home reading time, informal learning activities, and/or homework “contracts” between parents and children). The Board directs the Superintendent of Schools to develop a home-school communications program in an effort to encourage all forms of parental involvement.

Title I Parental Involvement – District Level Policy

Consistent with the parent involvement goals of Title I, Part A of the federal No Child Left Behind Act of 2001 (NCLB), the Board of Education will develop and implement programs, activities and procedures that encourage and support the participation of parents of students eligible for Title I services in all aspects of their child’s education. The Board also will ensure that all of its schools receiving Title I, Part A funds develop and implement school level parental involvement procedures, as further required by federal law.

For purposes of this policy, parental involvement refers to the participation of parents in regular, two-way, and meaningful communication involving student academic learning and other school activities. At a minimum, parental involvement programs, activities and procedures at both the district and individual school level must ensure that parents:

• Play an integral role in assisting their child’s learning;
• Are encouraged to be actively involved in their child’s education at school; and
• Are full partners in their child’s education and are included, as appropriate, in decision-making and on advisory committees to assist in the education of their child.

The term parents refers to a natural parent, legal guardian or other person standing in loco parentis (such as a grandparent or stepparent with whom the child lives, or a person who is legally responsible for the child’s welfare).

District and school level Title I parental involvement programs, activities and procedures will provide full opportunities for the participation of parents with limited English proficiency, parents with disabilities, and parents of migratory children.

As further required by federal law, parents of students eligible for Title I services will be provided an opportunity to participate in the development of the district’s Title I plan, and to submit comments regarding any aspect of the plan that is not satisfactory to them. Their comments will be forwarded with the plan to the State Education Department.

Parent participation in development of district wide Title I plan

The Board, along with its superintendent of schools and other appropriate district staff will ensure parent involvement in the development of the district wide Title I plan by holding planning meetings at flexible times through the day and in highly accessible locations.

Development of school level parental involvement approaches

The superintendent of schools will ensure that all district schools receiving federal financial assistance under Title I, Part A are provided technical assistance and all other support necessary to assist them in planning and implementing effective parental involvement programs and activities that improve student achievement and school performance.

Building capacity for parental involvement

To build parent capacity for strong parental involvement to improve their child’s academic achievement, the district will, at a minimum:

1. Assist parents in understanding such topics as the state’s academic content and student achievement standards, state and local academic assessments, Title I requirements, how to monitor their child’s progress and how to work with educators to improve the achievement of their child.
2. Provide materials and training to help parents work to improve their child’s academic achievement.
3. Educate its teachers, pupil services personnel, principals, and other staff in understanding the value and utility of a parent’s contributions and on how to:
• reach out to, communicate with, and work with parents as equal partners;
• implement and coordinate parent programs; and
• build ties between parents and the schools.
4. Ensure that information related to school and parent-related programs, meetings and other activities is sent to the parents of children participating in Title I programs in an understandable and uniform format, including alternative formats, upon request, and to the extent practicable, in a language the parents can understand.

Coordination of parental involvement strategies

The district will coordinate and integrate strategies adopted to comply with Title I, Part A parental involvement requirements with parental involvement strategies adopted in connection with any of the following applicable programs: Head Start, Reading First, Early Reading First, Even Start, Parents as Teachers, Home Instruction Program for Preschool Youngsters, and State-operated preschool programs.

Review of district wide parental involvement policy

The Board, along with its superintendent of schools and other appropriate staff will conduct, with the involvement of parents, an annual evaluation of the content and effectiveness of this parental involvement policy in improving the academic quality of Title I schools, including the identification of barriers to greater participation by parents in activities under this policy, and the revision of parent involvement policies necessary for more effective involvement.

Replaced October 5, 2004
Adopted January 8, 2013

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1920 Relations with Persons with Disabilities

The Board of Education is committed to providing opportunities for participation in the services, programs and activities of the district to persons with disabilities, equal to that of other persons. The district will fulfill all the requirements of federal and state law and regulation in ensuring access to persons with disabilities.

Ref: Americans with Disabilities Act, 42 USC §12132, et seq.
Rehabilitation Act of 1973, §504 (29 USCA §794)
Rothschild v. Grottenthaler, 907 F2d 286 (2d Cir., 1990)

Adopted June 20, 1995
Reviewed and Adopted March 13, 2007
Adopted March 6, 2012
Revised and Adopted December 18, 2018

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1925 Interpreters for Hearing Impaired Parents

The Board of Education recognizes the importance of providing appropriate and applicable interpreter services to parents or persons in parental relation to meaningful access to school initiated meetings or activities pertaining to the academic and/or disciplinary aspects of their child’s education.

School initiated meetings or activities are defined to include, but are not limited to, parent-teacher conference, School Based Support Team (SBST), Committee on Special Education (CSE) or building-level team meetings, planning meetings with school counselors regarding educational progress and career planning, suspension hearings or any conferences with school officials relating to disciplinary actions.

Interpreter services may be provided due to language barriers (unable to communicate in English) or due to hearing impairment, which prevents meaningful participation in District meetings or activities. The term “hearing impaired” shall include any hearing impairment, whether permanent or fluctuating.

Parents or persons in parental relation shall be notified of the availability of interpreter services to be provided at no charge, provided that a written request is made to the School District within five (5) business days of the scheduled event. Exceptions to the time frame request may be made for unanticipated circumstances as determined by the Principal/designee.

The District shall also notify appropriate school personnel as to the terms and implementation of this policy.

If interpreter services are requested, the District shall appoint an interpreter to interpret during the meeting or activity. The District will arrange for interpreters through a District-created list or through an interpreter referral service. The District shall also develop interagency agreements, as appropriate, to ensure that sign language interpreters are provided for eligible parents or persons in parental relation when District students attend out-of-District schools or programs.

In the event that an interpreter is unavailable, the School District shall make other reasonable accommodations which are satisfactory to the parents or persons in parental relation.

Examples of what constitutes reasonable accommodations in the event and interpreter cannot be located may include, but are not limited to, the use of:

  • Written communications, transcripts, note takers, etc.; and
  • Technology, such as: a decoder or telecommunication device for the deaf,assistive listening devices, and closed or open captioning.

Ref: Education Law Section 3230
8 New York Code of Rules and Regulations (NYCRR)
Section 100.2(aa)

Adopted June 20, 1995
Revised and Adopted February 14, 2012
Adopted November 20, 2012
Revised, Adopted December 18, 2018

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1925-E.1 Interpreters for Hearing Impaired Parents – Accommodation Request

Download and print the accommodation request form.

If you are unable to access this file, please email communications@guilderlandschools.net to receive the information in an alternative format.

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1925-E.2 Interpreters for Hearing Impaired Parents – Accommodation Request Response

Download and print the request response form.

If you are unable to access this file, please email communications@guilderlandschools.net to receive the information in an alternative format.

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