04-16-2002

The Calcasieu Parish School Board met in the Conference Room of the Calcasieu Parish School Board located at 1732 Kirkman Street, Lake Charles, Louisiana, on Tuesday, April 16, 2002, at 5:00 p.m. John M. Falgout, President, called the meeting to order. The prayer was led by Philip Tarver; Jay Duhon led the Pledge of Allegiance.

ROLL CALL

Joe A. Andrepont, Randall C. Armentor, Ricky Blackwell, Wilridge P. Doucet, Clara F. Duhon, Jay L. Duhon, Carla C. Duplechin, John M. Falgout, L. J. "Berk" Fontenot, James W. Karr, Sr., Sheral A. LaVergne, James W. Pitre, Gregory P. Robert, Philip Tarver and Elray T. Victorian.

MINUTES APPROVED

On motion by Mr. Andrepont, seconded by Mrs. Duplechin, and unanimously carried, the minutes of the regular meeting of March 19, 2002 , were approved as presented.

Supplemental Agenda

By general consent the Supplemental Agenda was included as part of the regular agenda.

Student of the Year

Mr. Falgout recognized Dolores Hicks, Administrator of Elementary Schools. Mrs. Hicks stated that the Student of the Year Awards program is designed to recognize students who have demonstrated excellent academic achievement, leadership ability, and citizenship. The Louisiana State Department of Education and the State Board of Elementary and Secondary Education sponsor the program. Mrs. Hicks introduced the following winners:

Mrs. Hicks noted that the parish winners advanced to the regional competition which was held on March 21, 2002. Claire and Andrew Moss were regional winners and will advance to state competition scheduled for April 24.

On behalf of the Board, Mr. Falgout congratulated the Students of the Year, their parents and principals.

Mr. Falgout recognized Dale Schanz and Tracey Rust, teachers at LeBlanc Middle School. Ms. Schnaz and Ms. Rust explained the purpose of the Teen Leadership Program. Students in the seventh and eighth grades at LeBlanc Middle School have access to a new curricular program entitled, “Teen Leadership.” In this course, Teen Leadership teaches business, professional, and personal skills to middle school and high school students. Students are taught how to: “set personal goals, develop relationships, develop a positive self-concept, develop self-confidence, make a positive first impression, have a positive attitude, communicate effectively, develop professional skills, facilitate conflict resolutions, resist peer pressure, build a work ethic, make principle-based decisions and take responsibility for one’s actions. The students who spoke on their experiences of the course were: Jonathan Scott, eighth grader, Megan Hackley, eighth grader, Justin Saltzman, seventh grader and Christian Miller, seventh grader. The students stated that the program created an increased awareness of the importance of first impressions and gave them a new perspective on their lives and others.

The Board commended the students, teachers and Principal Finnie, for their participation in this program and recommended that other schools should consider adopting the “Teen Leadership Program.”

Carmen Hamilton, a teacher at Barbe High School and Quiz Bowl Coordinator, was recognized. Mrs. Hamilton expressed her appreciation for the opportunity to introduce the “All Parish Academic Team” members. The Board recognized the following team members and their coaches:

The Board congratulated the students, coaches and Mrs. Hamilton for their dedication and commendable accomplishment.

Mr. Falgout recognized Mr. Greg Thomas, Educational Sales Consultant, Zaner-Bloser Handwriting Company. Mr. Thomas presented the following winners of the “Zaner-Bloser Handwriting Contest,” with a gift certificate and a plaque:

Mrs. Hicks, Administrative Director of Elementary Schools, expressed her appreciation, on behalf of the Elementary Department, to ARCH Chemicals and Mr. Rick Walden, Plant Manager, for their generosity in purchasing a site license for the “Science Screen Report for Kids” elementary level series videos. This year’s series consists of eight high interest videos that examine such topics as how our planet has changed since its earliest beginnings and how to correct ecological mistakes of the past. She stated that the school’s received a copy of the video, lesson plan, follow-up web sites, and a student evaluation. One hundred and seventy-five copies were placed in school libraries, classrooms or science lab at those schools that provided the blank videos and requested copies. Since good quality videos are expensive, it is great to have the opportunity to provide them for our schools.

Mr. Walden, on behalf of ARCH Chemicals acknowledged the recognition from the Elementary Department and expressed his continued support to the school system.

COMMITTEE REPORTS

Curriculum & Instruction

Mr. Jimmy Pitre, Chairman, reported that the committee met on March 21, 2002 at 4:45; a quorum was present.

Mr. Pitre reported that the Elementary Language Textbook Adoption Committee recommended the adoption of Harcourt Language for implementation in grades 1-5. The committee extensively reviewed four programs and collaborated with the middle school language supervisor before making its program choice.

A motion to accept the recommendation of the Elementary Language Adoption Committee as presented was made, seconded and carried. Mr. Pitre moved on behalf of the committee to approve the recommendation. The motion carried.

Mr. Pitre reported that Roger Creel, Vocational Education Supervisor, stated that this major task was accomplished by dividing into subcommittees. All books passed the Vocational Education Textbook Adoption Committee unanimously based on the recommendations from the subcommittees. Mr. Creel assured the board that Health Occupations had been thoroughly scrutinized.

A motion to accept the recommendation made by the Vocational Education Textbook Adoption Committee was made, seconded and carried. Mr. Pitre moved on behalf of the committee to approve the recommendation. The motion carried.

Mr. Pitre reported that the area in which the new school is being built has had an increase in students and the growth potential still exists because of the availability of affordable property. Attendance lines were drawn in order to make both schools fill to capacity at the same time. The students would attend the school in the closest proximity to their home.

A motion to accept the Attendance Zone as presented was made, seconded and carried. Mr. Pitre moved on behalf of the committee to accept the attendance zone as presented. The motion carried.

In the spring of 2001, the board approved a proposal to assign a teacher to the Calcasieu Women’s Shelter in connection with Barbe Elementary. The board requested that in the spring of 2002 an update on the school itself and the progress that was made after assigning the teacher to the shelter be presented. Ms. Courville is used at Barbe Elementary in a classroom as a substitute teacher or on a tutoring basis when there are no students at the shelter. The committee members expressed their support of this program. This item was for informational purposes only.

Mr. Pitre reported that each spring, the School Uniform Committee meets for the purpose of coming to the board with additions, deletions, and revisions to the School Uniform Policy. It was noted that high school administrators made most of the changes to the policy. Clarification of language for parents so that they would have a better understanding of the policy necessitated many of the changes.

A motion to accept the update on school uniforms as presented was made and seconded.

The option of high schools to have both a spirit shirt and a school color shirt was discussed with several board members expressing their concern that too many exceptions would eliminate the benefit of a uniform policy.

The motion to accept the School Uniform Policy as presented passed unanimously. Mr. Pitre moved on behalf of the committee to accept the School Uniform Policy as presented.

Mr. Blackwell made an amendment to the motion, seconded by Mr. Andrepont to include the capri pant in the student uniform policy. There was discussion regarding the recommendation of the uniform committee. The members requested that the items added or deleted to the policy be presented for review prior to Board action.

Mr. Pitre stated that a copy of the policy would be sent to the Board members prior to the next meeting.

The Chair reported that action relative to the student uniform policy would be suspended until the next Board meeting, May 7, 2002.

Mr. Pitre reported, for informational purposes, students from online gifted classes spoke before the committee sharing some of the positive aspects of the course—challenging curriculum, researching their own special area of interest, working with a mentor and having access to their coursework at all times.

Mr. Armentor, Chairman, reported the Budget/Fiscal Management Committee met on Tuesday, April 9, 2002 at 4:45: a quorum was present.

Mr. Armentor reported that Mr. Bruchhaus presented the first item for the committee's review, an overview of the 2002-2003 General Fund Budget Process. The current budget level was reviewed along with increases and reductions anticipated in 2002-2003.

A motion was made to grant permission to set the 2002-2003 General Fund Projected Revenues at $173,325,308 and General Fund Allowable Projected Expenditures be set at $173,325,308 and on behalf of the committee, Mr. Armentor moved to approve this recommendation. The motion carried.

There was discussion relative to the number of students who exit the parish system and the process for which the information is obtained. It was requested that staff research and collect the data relating to students who have left the system and students who were attending private schools in order to make a comparison of the growth rate in the private sector.

Mr. Armentor reported that the committee addressed the possibility of a one-time supplement for employees. If the supplement is approved, it would be funded as a current year expenditure lowering expected reserves to 8.66% of the projected revenues. Parameters of the supplement included $300 for full-time employees and $150 for part-time employees with checks to be issued May 13, 2002. Employees would receive a supplement if they were active as of April 30, 2002.

Mr. Armentor moved on behalf of the committee to approve the one-time salary supplement for full and part-time employees as presented. The motion carried.

Mr. Falgout recognized Judy Ellis, Vice-President of the Calcasieu Association of Educators. On behalf of the Calcasieu Association of Educators, Ms. Ellis thanked the Board for approving the employee supplement and encouraged the system to continue efforts to augment salaries in a more permanent manner.

Mr. Armentor reported that information on coaching supplements was presented for the committee's review. A motion was made to recommend adding two supplements for high school coaches in AAAAA and AAAA schools and adding one additional supplement for AAA, AA, B and C schools.

Mr. Pitre reported that a substitute motion was made to request that staff take the increase in coaching supplements under advisement in the budgetary process for 2002-2003 and to consider the establishment of a $1,000,000 endowment in which the interest could be used to supplement the salaries of core curriculum teachers. Mr. Armentor moved on behalf of the committee to approve the coaching supplements as presented.

After discussion, a substitute motion was made by Mr. Pitre, seconded by Mr. Andrepont to add two coaching supplements to each high school who participates in football and one for B and C schools and adjust each head coach at the B schools $800.00

as the money is made available or through any surplus at the end of the budget cycle.

Discussion followed concerning the exclusion of the Budget Committee’s recommendation to establish a $1,000,000 endowment. It was recommended that staff continue to research the possibility of establishing a $1,000,000 endowment in which the interest could be used to supplement the salaries of core curriculum teachers.

Several board members agreed that the budget should reflect availability of funding prior to the approval of supplements. It was also noted that coaches’ off-season assignments should be considered. It was stated that it would be more feasible to approve the supplements for coaches from the current year expenditures as opposed to next year’s zero-based budget.

Several board members reported that the Principals have voiced the need for additional coaches. Mr. Falgout reiterated the fact and reminded the Board that the Principals have the ability of assigning coaches.

After further discussion, the chair called for a vote on the substitute motion. The motion carried by a vote of nine yeas and five nays.

A request for a Cooperative Agreement with McNeese State University on the transfer of a used surplus bus was presented for approval. Mr. Armentor moved on behalf of the committee to approve this request. The motion carried with one abstention by Mr. Pitre.

Mr. Armentor reported that an addendum to the Joint Services Agreement and Lease with the Calcasieu Parish Police Jury on the old Hayes School property was presented for approval. The police jury currently has a 99-year lease with the school board where the Hayes Library is located and the additional parcel of land would be included as a part of this lease. Mr. Falgout passed the Chair to Mr. Armentor who presided over this item. Mr. Armentor moved on behalf of the committee to approve the addendum to the Joint Services Agreement with the Police Jury. The motion carried.

The purchase of property adjacent to Molo Middle School was presented for approval. Permission was previously given at an earlier Board meeting to pursue the purchase and Flavin Realty has completed the price analysis information and purchase agreement for Board approval. This land would be purchased from riverboat proceeds. Mr. Armentor moved on behalf of the committee to approve this request. The motion carried.

Mr. Armentor reported that Charles Duhon, Internal Auditor, reviewed the school audits completed as of April 4, 2002. All exceptions were handled according to the School Activity Funds Principles and Procedures Manual with the exception of LaGrange High and Molo Middle Schools to be presented separately in executive session. Mr. Armentor moved on behalf of the committee to approve the audits as presented. The motion carried.

The committee called an executive session at 6:35 p.m. to discuss the LaGrange and Molo school audits and reconvened at 7:10 p.m.

A motion was made to recommend acceptance of the school audit report for LaGrange High School and to take the Molo Middle School audit under advisement. Mr. Armentor moved on behalf of the committee to approve this motion. The motion carried.

Mr. Fontenot, Chairman, reported that the Administration and Personnel Committee met Wednesday, April 10, 2002 at 4:45; a quorum was present.

A motion to approve Policy JGCC-AP, Student Health Services Communicable Disease Control was made, seconded and carried.

Mr. Fontenot moved on behalf of the committee to approve Policy: JGCC-AP, Student Health Services Communicable Disease Control as presented. The motion carried. The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

A decision concerning notification of parents/legal guardians in regards to a student’s illness requires judgment based on the student’s statement of his/her complaints and observation of his/her appearance and behavior. As guides for dealing with sick students, the following principles are suggested:

1. Give careful consideration to the student’s statement of his/her complaints. It is not always possible to secure objective evidence of sickness.

2. A child with temperature of 100.5°F degrees or higher shall not be permitted to remain in school.

3. A child may return to school after a febrile illness under the following condition:

1. following a mild illness (no physician was involved) the child’s temperature must have remained below 100.5°F (oral or rectal )

2. following a more severe illness (a physician was involved) the child’s temperature must have remained below 100.5°F (oral or rectal) for at least one full day, and a written note from the physician states (1) that it is safe for the child to return to school and (2) that he or she is not a health threat to others.

5. Students with severe colds, sore throats, or productive coughs should not stay at school.

cramps, may signify appendicitis. The (parent) parent/legal guardian should be notified and urged to secure a medical opinion. No food or medication shall be given at school.

d. If eggs (nits) are found in the hair, the (parent) parent/legal guardian is to be notified and the student should be excluded from school effective at the end of the school day. A letter of explanation is to be sent home with the child.

e. The student shall be excluded from school until he/she has been treated with a medication that kills lice and eggs and until all nits have been removed from the hair. Before being readmitted to school, verification of treatment and/or a statement from a physician must be presented by the parent or legal guardian. School personnel shall be responsible for checking the student to be sure he/she is free of nits before the child may return to the classroom. If the student is not free of nits and lice, he/she shall be returned home by the adult who brought him/her back to school.

f. A record shall be kept on all students excluded from school for lice and/or nits. This information shall include the following:

(4) A copy of letter/s sent home to (parents) parent/legal guardian regarding lice and/or nits

days, and shall be allowed to make up classwork on that basis. The principal may extend this time if circumstances warrant.

10. No child is to be sent or left at home alone when dismissed for medical reasons.

LAKE CHARLES, LOUISIANA 70601

The School Child With Fever

2. A child may return to school after a febrile illness under the following conditions:

a. Following a mild illness (no physician was involved) the child’s temperature must have remained below 100.5°F (oral or rectal) for at least one full day, or

b. Following a more severe illness (a physician was involved) the child’s temperature must have remained below 100.5°F (oral or rectal) for at least one full day, and a written note from the physician states that it is safe for the child to return to school and that he or she is not a health threat to others.

Mr. Fontenot reported that the next policy reviewed was DJED Bids and Quotations. A motion was made, seconded and approved to accept the policy as presented.

Mr. Fontenot moved on behalf of the committee to approve policy DJED Bids and Quotations as presented. The motion carried. The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

The Board shall advertise and let by contract, except in cases of extreme emergencies, all public work exceeding $100,000 per project. The contract shall be awarded to the lowest responsible bidder who has bid according to the contract, plan, and specifications advertised, unless stipulated otherwise by the Board.

As an evidence of good faith, each bidder for public works project shall attach to its bid, a bid bond, certified check, or cashier's check in an amount equal to five percent (5%) of the bid amount.

In cases of extreme emergency when time is not sufficient to advertise for bids, the Board is permitted by law to declare and publish a resolution that a public emergency exists and may enter a contract for more than the sums mentioned above without seeking bids; however, in such cases every effort shall be made by the administration to secure competitive quotations through negotiations or other means.

All advertisements for bids shall appear in the newspaper selected as the official journal for the School Board, except in extreme emergencies as may be declared by the Board. The advertisement, when published, shall appear once a week for three (3) different weeks, the first advertisement to appear at least twenty-five (25) days prior to the opening of bids. The first publication of the advertisement shall not occur on a Saturday, Sunday or legal holiday.

All bids shall be opened in public in the presence of one or more witnesses at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded and open to public inspection. The Superintendent and/or other appropriate administrators shall review, summarize and report bids to the Board with recommendations for final action.

Contracts for public works aggregating $100,000 or less shall be subject to the following:

i) Advertising will be at the discretion of the Superintendent or his/her designee provided that written invitations for quotations are sent to at least five (5) bona fide, qualified bidders if the advertising process is not utilized.

ii) Written invitations for quotations shall contain complete specifications, the quantity required, and any other information, including the delivery point, which is necessary to make an acceptable quotation.

iii) Quotations shall be publicly opened and read at a specified date, time and location. Each bidder shall be notified of the date, time and location.

iv) Award of the contract shall be made by the Superintendent or his designee to lowest responsible responding contractor who has provided a quote.

(2) $5,000.00 - $9,999.99 Award will be made after obtaining no fewer than three (3) telephone or facsimile quotations. A written confirmation of the accepted offer shall be obtained and made part of the purchase file. If quotations lower than the accepted quotation are received, the reasons for their rejection shall be recorded in the purchase file.

(3) $0.00 - $4,999.99 Competitive quotations may be received at the discretion of the Buyer.

The Board shall advertise and let by contract all purchases of supplies, materials and equipment aggregating $25,000 or more. All advertisements for bids shall appear in the newspaper selected as the official journal for the School Board. The advertisement, when published, shall appear at least ten (10) days prior to the date set forth therein for the opening of bids. Notice shall also be given in writing to persons in a position to furnish the supplies, materials and equipment as shown by the purchasing department's records.

All bids shall be opened in public in the presence of one or more witnesses, at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded and open to public inspection. The Superintendent and/or other appropriate administrators shall review, summarize and report bids to the Board with recommendations for final action.

The Board may require, as evidence of good faith that each bidder for the purchase of supplies, materials or equipment, attach to its bid a bid bond, certified check or cashier's check in an amount equal to five percent (5%) of the bid amount.

Purchases of supplies, material and equipment aggregating less than $25,000.00 shall be subject to the following:

(1) Purchases from $10,000 - $24,999.99 shall meet the same requirements as for purchases of $25,000.00 or more, except:

(a) Advertisement will be at the discretion of the Superintendent or his designee. In any event, written invitations for bids shall be sent to at least five (5) bona fide qualified bidders.

(b) Award of the contract shall be made by the Superintendent or his designee to lowest responsible bidder who has bid according to the specifications.

(2) Purchases of $5,000.00 or more, but less than $10,000 shall be made by obtaining no fewer than three telephone or facsimile quotations. A written confirmation of the accepted offers shall be obtained and made part of the purchase file. If quotations lower than the accepted quotation are received, the reasons for their rejection shall be recorded in the purchase file.

(3) $0.00 - $4,999.99 Competitive quotations may be received at the discretion of the purchasing department head.

Ref: La. Rev. Stat. Ann. §§38:2211, 38:2212, 38:2214, 38:2251, 39:1551 et seq.; Board minutes, 10-17-89, 3-17-92, 3-7-95, 1-16-96.

II – TESTING as presented. The motion carried. The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

Calcasieu Parish School Board holds the test security policy to be of utmost importance and deems any violations of test security to be serious.

Formal and informal assessment and testing measures are used in Calcasieu Parish schools to provide diagnostic information, to determine grade or program placement, to validate and/or award credits, to assess individual student performance, to assess student group and sub-group performance, to assess instructional program effectiveness, to provide information for counseling students, to provide information for curriculum planning and decision-making, to evaluate grant-awards and/or locally-funded pilot programs, and for student, school, and district accountability measures. Assessment and testing programs in Calcasieu Parish consist of the following types:

• Louisiana statewide accountability testing programs prescribed by the Louisiana legislature, the Board of Elementary and Secondary Education, and/or the Louisiana Department of Education. These shall include, but not be limited to:

• Informal tests, inventories, and activities designed and administered by teachers to diagnose student needs and/or to assess student performance; entry-level and on-going assessments to evaluate student performance in computer labs and/or other instructional programs.

• Parishwide criterion-referenced testing programs in reading, language arts, and mathematics prescribed for elementary grades.

• Screening, readiness tests, and/or checklists in pre-school, kindergarten, and grade one.

• Commercially-published criterion-referenced tests and norm-referenced achievement tests administered to selected student groups.

• Reports from college admissions and armed services testing agencies on Calcasieu student performance.

• Individual pupil appraisal evaluations for suspected handicapped and gifted students prescribed by State guidelines.

The Calcasieu Parish School Board shall take every precaution to assure that all state and local tests administered within the school system shall be conducted in such a manner so as not to compromise in any way the testing results. Testing materials and procedures, as well as electronic data or computer media related to student testing, shall be properly supervised in strict compliance with regulations outlined by the State Board of Elementary and Secondary Education and the Calcasieu Parish School Board. In addition, all secure tests and test documents shall be stored under lock and key at the School Board office when not in use.

1. It shall be a violation of test security for any person to do any of the following:

a. Administer tests in a manner that is inconsistent with the administration instructions provided by the Louisiana Department of Education (LDE) and/or Calcasieu Parish Department of Assessment which would give examinees an unfair advantage or disadvantage.

c. Examine any test item at any time (except for students during the test, or test administrators while providing the accommodations “Tests Read Aloud” or “Communication Assistance” for students determined to be eligible for those accommodations).

d. Copy, reproduce, or use at any time in any manner inconsistent with test regulations all or part of any secure test booklet, answer document, or supplementary secure materials (e.g., writing prompts, science tasks).

e. Coach examinees in any manner during testing; or alter or interfere with examinees’ responses in any manner; (except that test administrators and/or proctors should monitor during testing and make sure students have test questions and answer documents aligned – especially young primary-age children and/or older students who have difficulty aligning the test booklet with the answer document). Monitoring of older students should be done from the front of classroom if the test administrator is the only adult monitor.

f. Provide answers to students in any manner during the test, including provision of cues, clues, hints, and/or actual answers in any form – written, printed, verbal or nonverbal.

g. Administer published parallel, previously administered or current forms of any statewide or locally-adopted systemwide assessments (e.g. Louisiana Educational Assessment Program for the 21^st Century [LEAP 21], Graduation Exit Examination for the 21^st Century [GEE 21], Graduation Exit Examination [“old” GEE], LEAP Alternate Assessment [LAA], or Forms K, L, M, and all new forms of The Iowa Tests) as a practice test or study guide.

h. Fail to follow security regulations for distribution and return of secure test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), as well as overages as directed.

i. Fail to account for and secure test materials before, during, or after testing; all secure materials must be kept in locked storage at both the district and school levels; secure materials must never be left in open areas or unattended.

j. Conduct testing in environments that differ from the usual classroom environment without prior written permission from the Calcasieu Parish Department of Assessment and/or Louisiana Department of Education, Division of Student Standards and Assessments.

k. Fail to report any testing irregularities or discrepancies to the District Test Coordinator; (a testing irregularity or discrepancy is any incident in test handling or administration that leads to a question regarding the security of the test or the accuracy of the test data). The District Test Coordinator must report such incidents to the Calcasieu Superintendent (and to the Louisiana Department of Education (LDE) Division of Student Standards and Assessments if the testing irregularity involves any state testing program).

l. Participate in, direct, aid, counsel, assist in, encourage, or fail to report any of the acts prohibited in this section.

2. A “Statement of Assurance” regarding the Calcasieu Parish School Board’s test security policy that is in compliance with the State’s test security policy shall be submitted annually to the Louisiana Department of Education, Division of Student Standards and Assessments. This statement shall include the name of the individual designated by the Calcasieu Superintendent to procure test materials.

3. Test materials, including all test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), video tapes, and completed observation sheets, shall be kept secure and accounted for in accordance with the procedure specified in the assessment program coordinator and/or administrator manuals and other communications provided by the Louisiana Department of Education and/or the Calcasieu Parish Department of Assessment and/or their vendors. Secure test materials include test booklets, answer documents, tasks), video tapes, completed observation sheets, all individual student test data in paper and/or electronic format, and all aggregated data of fewer than ten students.supplementary secure materials (e.g., writing prompts, science

a. All test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), and test administrator manuals for grades K, 1, and 2 which contain the actual test items shall be kept in a predetermined, secure, locked storage area prior to and after administration of any test. Test administrators are to be given access to the tests only on the day the test is to be administered, and tests are to be retrieved immediately after testing is completed for the day and stored in a locked, secure location each day of testing.

b. All test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), and test administrator manuals K, 1, 2 which contain actual test items shall be accounted for and written documentation kept by school test coordinators, test administrators, and proctors for each point at which test materials are distributed and returned.

c. Any discrepancies noted in the number or serial numbers of test booklets and answer documents received from contractors for state tests shall be reported to the Director, Division of Student Standards and Assessments (LDE) by the Calcasieu District Test Coordinator prior to the administration of the test.

d. Any discrepancies noted in the number of test booklets and answer documents received by the school shall be reported in writing to the District Test Coordinator by FAX, dated and signed by the School Test Coordinator and the Principal prior to the administration of the test.

e. In the event test booklet/s or answer document/s are determined to be missing while in the possession of the school, the School Test Coordinator, with principal’s signature, shall immediately notify the District Test Coordinator by FAX. The principal and school test coordinator shall investigate the cause of the discrepancy and provide a report of the investigation on a special form provided by the District Test Coordinator at the time of turning in test materials to the District for scoring. If the documents are determined to be missing while in the possession of a test administrator, signed written detailed explanation from the test administrator of events surrounding the missing documents and what was done to find them should be a part of the investigative report. The District Test Coordinator, with assistance of other district administrator/s appointed by the Calcasieu Superintendent, is authorized to conduct additional investigations.

f. In the event state-contracted test booklets or answer documents are determined to be missing while in the possession of the school district, the Test Coordinator shall immediately notify by telephone the Director, Division of Student Standards and Assessments (LDE). The District Test Coordinator shall investigate the cause of the discrepancy and provide the Louisiana Department of Education with a report of the investigation within thirty (30) calendar days of the initiation of the investigation. At a minimum, the report shall include the nature of the situation, the time and place of occurrence, and the names of the persons involved in or witnesses to the occurrence. Officials from the Louisiana Department of Education are authorized to conduct additional investigations.

4. Only trained personnel shall be allowed to have access to or administer any standardized tests. “Access” to test materials means any contact with or handling the materials, but does not include reviewing test items or analyzing test items, which are prohibited.

5. The Superintendent shall designate annually one individual in the district authorized to procure test instruments which are utilized in testing programs administered by or through the State Board of Elementary and Secondary Education or the Louisiana Department of Education. The name of the individual designated shall be provided in writing to the Director, Division of Student Standards and Assessments, Louisiana Department of Education, and included on the Statement of Assurance.

6. A list of personnel authorized to have access to the locked, secure storage area where all test materials are stored shall be coordinated and maintained by the District Test Coordinator. School personnel authorized to have access to the locked secure storage area at the district level shall include the District Test Coordinator, clerical staff of the Department of Assessment, Research, and Special Services, temporary help employed by the Department of Assessment, Research, and Special Services, and loaned help employed in the Calcasieu Textbook Depository or other departments in Calcasieu Parish School Board, all of whom shall be trained in test security policies and procedures.

7. Each school principal shall complete, sign, and submit to the District Test Coordinator each year an updated list of personnel who have access to the locked secure storage area where all test materials are stored in the school. The principal and the School Test Coordinator shall maintain a copy of the access list in their files. The school test coordinator/s shall in-service all school-level personnel having access to test materials on test security. School personnel authorized to have access to the locked secure storage area include the School Test Coordinator/s, Principal, Assistant Principal, school janitor, or other personnel designated by the principal, all of whom shall be trained in and held accountable for carrying out test security policies and procedures.

8. All persons involved in the administration of tests shall annually receive proper training and professional development for handling and security of all testing materials. Such activities shall be coordinated and supervised by the District Test Coordinator. A record of such activities shall be maintained by the District Test Coordinator. School test coordinators shall in-service all school test administrators and other school-level personnel having access to testing materials on test security and/or test administration.

9. Testing shall be conducted in class-size groups. No group size shall exceed 30 students without written signed approval. Permission for administering state tests in environments that differ from the usual classroom setting must be obtained in writing from the Louisiana Department of Education, Division of Student Standards and Assessments at least thirty (30) days prior to testing. If testing outside the usual classroom setting is approved by the Division of Student Standards and Assessments, the school shall provide at least one proctor for every thirty (30) students. Small-group testing for students eligible for test accommodations shall not exceed 8 students.

10. The Louisiana State Superintendent of Education may disallow test results on any state test which may have been achieved in any manner which is violative of test security.

11. The Louisiana Department of Education shall establish procedures to identify the following in state testing programs:

b. Situations in which collaboration between or among individuals occurs during the testing process.

c. A verification of the number of all tests distributed and the number of tests returned.

e. Any violation to written composition, open-ended or constructed responses that involves plagiarism.

12. In cases where test results are not accepted because of breach of test security or action by the Louisiana Department of Education, any programmatic, evaluative, promotion, or graduation criteria dependent upon the data shall be deemed not to have been met.

13. Individuals shall adhere to all procedures specified in all operational manuals that govern the mandated and locally-adopted testing programs.

14. Any individual(s) who knowingly engages in any activities during testing which results in invalidation of scores derived from the Graduation Exit Examination or LEAP for the 21^st Century test shall forfeit the test results and will be allowed to retake the test at the next test administration.

15. Anyone known to be involved in the presentation of forged, counterfeit, or altered identification for the purposes of obtaining admission to a test administration site for any test administered by or through the State Board of Elementary and Secondary Education, the Louisiana Department of Education, and/or Calcasieu Parish School Board, shall have breached test security. Any individual(s) who knowingly cause(s) or allow(s) the presentation of forged, counterfeit or altered identification for the purpose of obtaining admission to any test administration site shall forfeit all test scores and will be allowed to retake the test at the next test administration.

16. Any teacher, administrator, or other school personnel who allows or breaches test security shall be disciplined in accordance with statutory provisions, policy and regulations adopted by the Board of Elementary and Secondary Education, and the School Board, and any laws that may be enacted by the Louisiana Legislature.

17. Calcasieu Parish School Board shall ensure that individual student test data are protected from unauthorized access and disclosure. The Calcasieu District Test Coordinator and other authorized users of the LEAP Web Reporting System shall ensure the security of passwords, any disks or CDs with downloaded individual student test data, and student-level test data open on a computer screen. The District Test Coordinator shall provide training to authorized personnel regarding security and confidentiality of individual student test data in paper and/or electronic format and of aggregated data of fewer than ten students.

18. The following alleged violations of test security shall be investigated by the district:

1. any testing irregularities, including violations in test security, such as plagiarism and excessive wrong-to-right erasures identified through erasure analysis

2. employees accused of irregularities or improprieties in the administration of standardized tests

3. missing test booklets, answer documents, or supplementary secure materials (e.g., writing prompts, science tasks)

19. District procedures for conducting an investigation shall include, at a minimum, the following:

a. The District Test Coordinator shall notify the Calcasieu Superintendent of the alleged violation; the superintendent shall appoint one or more members of the administrative staff to assist the District Test Coordinator with the investigation.

b. The investigative staff shall meet to review the alleged violation and to determine specific investigative procedures.

c. The investigative staff shall set a meeting with the principal, school test coordinator, and test administrator/s of the identified class/es.

d. The investigative staff shall conduct a group interview, or individual interviews if deemed more appropriate, with the principal, school test coordinator, school test administrator/s, proctor/s, and if deemed necessary, with any school staff who had access to test material at any time.

e. The investigative staff shall conduct individual interviews with students from identified class/es if deemed necessary regarding testing procedures, layout of the classroom, access to test materials before the test, and access to unauthorized materials or information during testing.

f. The investigative staff shall meet with the principal and school test coordinator (and/or other school staff as appropriate) to report findings and to request development and submission of a School Test Security Corrective Action Plan to the investigative staff.

g. The investigative staff shall meet with the principal and school test coordinator to review and approve or recommend changes to the School Test Security Corrective Action Plan.

h. The investigative staff shall develop a District Corrective Action Plan including district follow-up activities and timelines to check on the school’s implementation of its School Test Security Corrective Action Plan. The entire school and district document shall be submitted to the Calcasieu Superintendent for review and approval.

i. The Calcasieu Superintendent shall determine what, if any, disciplinary action shall be taken against any employee/s accused and found by the investigative staff to be in violation of test security irregularities or improprieties in the administration of standardized tests. Should disciplinary action be taken by the Superintendent that warrants revision of the District Test Security Corrective Action Plan, those written changes shall be made to the document at this point.

j. The School and District Test Security Corrective Action Plan shall be submitted to the Louisiana Department of Education Division of Student Standards and Assessments, and any follow-up activities shall be implemented by the District Test Coordinator.

20. Hospital/Homebound students will be tested on state and locally-adopted achievement and/or criterion-referenced tests as follows:

a. A Hospital/Homebound Test Coordinator shall be designated by the District Test Coordinator in collaboration with the Director of Special Education for coordinating testing of hospital/homebound and/or other students taught by itinerant teachers. The Hospital/Homebound Test Coordinator will function like a School Test Coordinator.

b. Hospital/Homebound teachers will submit through their supervisor to the Hospital/Homebound Test Coordinator four lists of students from each school by grade:

(2) Those students unable to be tested with their peers at their local school but able to be grouped for testing by the Hospital/Homebound (itinerant) teachers at a designated School Board site.

(3) Those few students too ill or incapacitated to the extent they cannot be transported to a school site but well enough to be tested individually in the home by the Hospital/Homebound teachers.

c. The Hospital/Homebound Test Coordinator or designee will notify each school test coordinator of the testing status of each of their students.

d. The School Test Coordinator at each student’s enrolled school will arrange for testing students in category 1 in the school setting.

e. The Hospital/Homebound Test Coordinator or designee will pick up from each school test coordinator all testing materials for students in categories 2 and 3 and will arrange for their testing at a designated School Board site or in the home.

f. The Hospital/Homebound Test Coordinator or designee will deliver all testing materials to the school test coordinator of each student’s enrolled school for packaging and return following test administration.

g. Written documentation of test security will be maintained throughout the process on special forms prepared by each test vendor and/or by the District Test Coordinator.

a. Attend regional and/or state test coordinators’ meetings conducted by the Louisiana Department of Education.

b. Order, receive, and inventory all testing materials. Secure test booklets, answer sheets, supplementary secure materials (e.g., writing prompts, science tasks), and manuals for grades K-2 that contain actual test items under lock and key.

c. Maintain a list of school district personnel by name and position authorized to have access to the locked, secure storage area where all test materials are stored within the district and within each school.

d. Investigate and report discrepancies or irregularities to the Calcasieu Parish Superintendent of Schools and, if a state test, to the Division of Student Standards and Assessments, Louisiana Department of Education.

e. Inform principals and school test coordinators of test security laws, policies, regulations, and administrative procedures.

f. Conduct annual in-service for principals and school test coordinators on test security and test administration.

g. Maintain a dated and signed roster of all school system personnel trained in test security and test administration.

h. Distribute taped boxes of test booklets, answer sheets, manuals, and other materials needed for test administration to school test coordinators and/or principals.

i. Keep written dated and signed documentation of testing materials distributed and returned.

j. Provide test schedules to principals, school test coordinators, and to the public through the media.

m. Pack tests and ship to scoring service or place in secure locked district storage.

n. Follow all policies of BESE, testing vendors, and Calcasieu Parish School Board with regard to requests from parents or others to examine secure tests.

o. Train authorized users of the LEAP Web Reporting System and ensure that individual student test data are protected from unauthorized access and disclosure. This includes ensuring the security of passwords to authorized users only of the LEAP Web Reporting System, any disks or CDs with downloaded individual student test data, student-level data open on a computer screen, individual student data in paper and electronic format, and of aggregated data of fewer than ten students.

a. Attend annual district principals’ in-service sessions on test security, accountability data on state assessment answer documents, and interpreting and using test data.

b. Oversee and be responsible for total school adherence to test security laws, policies, regulations, and administrative procedures.

c. Appoint school test coordinators, see that they attend parish in-services for school test coordinators, and that they provide test security and test administration in-service to school staff.

d. Submit a list to the District Test Coordinator annually of school personnel by name and position authorized to have access to the locked, secure storage area where all test materials are stored. Give a copy to each School Test Coordinator and maintain a file copy.

e. Assign only certified personnel who have been trained on test security and test administration to administer tests; assign other certificated personnel and para-professionals to assist with monitoring or proctoring during testing.

f. Fully inform all faculty, students, and parents of test security policies, procedures, and schedules; and inform them of high-stakes testing requirements.

g. Provide a school environment conducive to good testing practices and procedures throughout the week/s of testing:

(3) Avoid and disallow fire drills, use of PA system, and other interruptions during test administration.

(4) Monitor testing and cooperate with district and state monitors. Follow Calcasieu Parish School Board policy when identifying all district and state monitors as authorized visitors in the school.

(5) Report any discrepancies or testing irregularities to the District Test Coordinator immediately.

(6) Keep written documentation of all discrepancies/irregularities and how each discrepancy/irregularity was investigated and handled within the school. Submit a written report to the District Test Coordinator of any investigation and maintain a file copy.

h. Cooperate with the District Test Coordinator, other administrator/s appointed by the Calcasieu Superintendent, and/or Louisiana Department of Education (LDE) staff on any investigation of a suspected test security violation by student/s and/or staff.

i. Ensure protection of individual student test data in paper and electronic format, and of aggregated data of fewer than ten students.

a. Attend district in-service sessions on test security, test administration, and/or interpreting/using test data as scheduled.

b. Recognize that the School Test Coordinator is a designee of the School Principal. Keep the principal informed of all testing requirements, schedules, and irregularities.

c. Conduct in-service on test security for all persons having access to secure test materials; conduct in-service for test administrators on test security and on test administration procedures.

d. Submit to the District Test Coordinator a dated and signed roster of all school personnel attending the annual in-school in-service on test security and another roster on each test administration in-service. Maintain a file copy of each.

e. Keep secure test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), and all K-2 test administrators’ manuals that contain actual test items under lock and key before and after each testing session.

f. Keep accurate written documentation of distributed and returned test materials each day with date, time, serial numbers, to whom distributed, by whom returned.

g. Report in writing, with principal’s signature and date, any missing test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), and any discrepancies in serial numbers of testing materials to the District Test Coordinator prior to administration of the test.

h. In the event test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks) are determined to be missing while in the possession of the school, immediately notify the District Test Coordinator by FAX with signatures of the School Test Coordinator and Principal and the date. Under the Principal’s leadership, investigate the cause of the discrepancy and submit a written report of the investigation at the time of turning in test materials to the District for scoring. If the documents are determined to be missing while in possession of a test administrator, obtain a signed and dated written detailed report from the test administrator of what happened and submit this as part of the written investigative report.

i. Monitor administration of tests. Be available during the testing period to answer any questions that arise. Report testing irregularities to the Principal and the District Test Coordinator immediately.

j. School Test Coordinator should not be responsible for administering tests during peak testing periods.

k. Pack and return all used and unused answer sheets, test booklets, manuals, secure supplemental materials (e.g., writing prompts, science tasks) and other required documents to the District Test Coordinator according to instructions. DO NOT destroy any items at the school building level!

l. Maintain security of individual student test data in paper and electronic format, and of aggregated data of fewer than ten students.

b. Disseminate all testing materials in the same manner each time. Do not allow students to pass materials to others. Before beginning each testing session, check to see that each student has his/her own test booklet and answer document.

c. Before and after testing periods, and during any recess breaks, keep all testing materials under lock and key until returned to the School Test Coordinator. Test materials should never be left out in the open in an unlocked and unattended room.

d. When taking any short break within the classroom, make sure all test materials are picked up off all students’ desks. Monitor the class during the break by standing at the front of the classroom and observing carefully.

e. Code student answer documents according to specific instructions provided. Because answer documents are secure materials, this activity should be treated with the same security measures and procedures as test administration.

f. Adhere to test schedule provided by the District and School Test Coordinators. Administering any test section out-of-schedule shall be treated as a test security irregularity.

g. Conduct testing in a classroom environment unless small-group or individual testing is provided as an allowable accommodation to eligible 504, special education, or limited English proficient students.

h. Administer make-up testing if allowed. Makeup testing is mandatory for all LEAP 21, GEE 21, and Iowa Tests.

i. Adhere to all test administration procedures as outlined in test administrator’s manual and instructions provided by the District Test Coordinator.

j. Adhere to all test security measures as outlined in administrators’ manuals, this Calcasieu Parish School Board Test Security policy, and the state Board of Elementary and Secondary Education Test Security policy.

k. Return all scorable and non-scorable materials, signed Security and Confidentiality Statement, and any other requested documents to the School Test Coordinator. DO NOT destroy any items at the school building level!

l. Submit signed and dated written documentation of any testing irregularity or materials discrepancy to School Test Coordinator and Principal. Maintain a file copy.

a. All Calcasieu Parish schools shall follow testing schedules established at the state and/or district levels. Administering any state test section at a time that is different to the state or district schedule without specific approval of the Louisiana Department of Education, Division of Student Standards and Assessments and/or Calcasieu District Test Coordinator shall be treated as a test security violation.

b. Any school, single student, or group of students that requests early or late test administration of any whole test or test section on any LEAP test (LEAP 21, GEE 21, “old” GEE, the Iowa Tests, LAA) because of a school trip, convention, other Calcasieu Parish approved student activity, or any other reason, must make a written request signed and approved by the school principal to the District Test Coordinator. The District Test Coordinator will refer the request to the Louisiana Department of Education, Division of Student Standards and Assessments, seeking their approval prior to test administration.

Ref.: La Rev. Stat. Ann. 17:81, 49:953; Louisiana Handbook for School Administrators, Bulletin 741, Louisiana Department of Education, Board minutes 3-18-97; 2-2-99; 8-23-01.

Mr. Fontenot reported that the next policy that was reviewed was POLICY FILE: CN ADMINISTRATIVE RECORDS and POLICY FILE: GAK PERSONNEL RECORDS. A motion was made, seconded approving the policy as presented.

Mr. Fontenot moved on behalf of the committee to accept POLICY FILE: CN ADMINISTRATIVE RECORDS and POLICY FILE: GAK PERSONNEL RECORDS as presented. The motion carried. The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

School district records are public records and are available for inspection by any person at reasonable times during working hours. However, certain school documents, such as pupil school health records, pupil report cards, supervisory reports on teachers, budget worksheets, and personnel folders are in the category of privileged information and are not public records. Access to or release of privileged information such as pupil or personnel records, shall be governed by appropriate regulations and procedures.

No copies of school district records shall be copied on school system equipment or duplicated at a cost to the system unless it is for official school business. No official records are to leave the school or district premises unless it is for official school business. There shall be no obligation to the school system to reproduce any school records except for appropriate official agencies. Copies of school district records shall be made at the expense of the person making the request, unless specifically required by appropriate official agencies. Duplication of records classified as privileged information shall not be permitted.

Any person may request in writing, a time to see such public records at a mutual, agreeable time with the office of the Superintendent and such time and place will be mutually stipulated during normal working hours. Any request to view records shall clearly state the specific records desired.

Notwithstanding any other provisions of law or rules or Calcasieu Parish regulations to the contrary, the School Board, upon majority vote of the total Board membership, shall have the right to examine any or all records of the school system.

Except as required by applicable law, regulation, or policy of the Louisiana Board of Elementary and Secondary Education (BESE), the School Board shall not use the social security number of a teacher or school employee as a means of identification for such teacher or employee. The teacher or employee shall not be required to include or provide his/her social security number on any form or other written document unless:

1. A social security number is required by any applicable law, regulation or policy of BESE; or

2. The form or written document is required for employment, retirement, application for leave or an individualized education plan.

The School Board or any school official or employee shall not provide access to any form or document on which the social security number of a teacher or school employee appears to any person other than the following:

1. Any official or employee of the school at which the teacher or school employee works, the School Board, or the Louisiana Department of Education, when such access is necessary for the performance of the duties and responsibilities of the official or employee.

All persons and public bodies having custody or control of any public record, other than permanent records required by existing law to be kept for all time, shall exercise diligence and care in Calcasieu Parish preserving the public record for the period or periods of time specified for such public records in formal records retention schedules developed and approved by the state archivist and director of the division of archives, records management, and history of the Department of State. In all instances in which a formal retention schedule has not been executed, such public records shall be preserved and maintained for a period of at least three (3) years from the date on which the public record was made. However, when copies of an original record exist, the original alone shall be kept; when only duplicate copies of a record exist, only one copy of the duplicate copies shall be required to be kept. When an appropriate form of the microphotographic process has been utilized to record, file, and otherwise preserve such public records, with microforms produced in compliance with statutory provisions, the microforms shall be deemed originals in themselves, and disposition of original documents which have been microphotographically preserved and of duplicates and other copies thereof shall proceed in accordance with state law.

All existing records or records hereafter accumulated by the Board, which participates in federal programs or receive federal grants, may be destroyed after three (3) years from the date on which the records were made in those cases where this provision is not superseded by guidelines for the operative federal program or grant requiring longer retention periods for the records in question; provided that these records shall not be destroyed in any case where litigation with reference thereto is pending, or Calcasieu Parish until the appropriate state or federal audits have been conducted.

Ref: La. Rev. Stat. Ann. §§17:81, 17:93, 17:196, 17:230, 17:232, 17:415, 17:440, 44:1, 44:4, 44:36.

PERSONNEL RECORDS

The Calcasieu Parish School Board shall require the maintenance of a uniform system of personnel records for all employees. It shall be the responsibility of the Superintendent or designee to keep the records updated and complete in accordance with statutory provisions. A School Board member or any other person authorized pursuant to this policy shall be permitted to examine any and all records of the school system, except school employee records relative to evaluations, observations, formal complaints, and grievances. The Board, however, upon a majority vote of the total Board membership, shall have the right to examine any and all records of the school system, including personnel records.

A personnel file shall be accurately maintained in the central administrative office for each present and former employee. These files shall contain applications for employment, references, and records relative to compensation, payroll deductions, evaluations, and such other matters as may be considered pertinent to the proper maintenance of all personnel records. It is the duty of the employee to furnish the personnel office with certificates, transcripts, statements of degrees, and other educational experience related documentation.

The Superintendent shall be designated as custodian of all personnel files and shall have the overall responsibility for maintaining and preserving the confidentiality of the files. The Superintendent may, however, designate another official to perform Calcasieu Parish the duties of records management on the understanding that this official is to be held responsible for granting or denying access to records on the basis of these guidelines.

No school employee shall be denied access to his/her personnel file. The contents of a school employee's personnel file shall not be divulged to third parties without the expressed written consent of the school employee, except when ordered by a court or by subpoena, or in accordance with this policy. No school system employee other than the personnel file custodian or the Superintendent of Schools for the system, or the designee of either, who shall be a school system employee, shall be allowed access to a school employee's personnel file without the school employee's expressed written consent, unless that employee is charged with the duty of supervising that particular school employee's performance. In case a personnel file should be accessed by the Board or anyone else, the employee whose file was so accessed shall receive written notice of the fact and the name and title of the person who was permitted access. All persons permitted access shall maintain the confidentiality of those documents in the file which are not matters of public record.

No complaint, commendation, suggestion, or evaluation may be placed in the evaluation file unless it meets the following requirements:

1. Each document concerning a school employee shall be placed in the employee's personnel file within a reasonable time and no document, except those resulting from routine record keeping, shall be placed in a school employee's personnel file by any school system employee, unless and until that school employee is presented with the original document and a copy thereof prior to its filing.

2. Upon receipt of the original document and copy of the same, the school employee shall sign the original document as an acknowledgement of the receipt of the copy of the document. Such signature shall not be construed as an agreement to the contents of the document.

Each school employee shall be given the opportunity to rebut and to respond to any document placed in his/her personnel file.

1. The rebuttal and response must be in written form and once filed shall be attached to the document to which the response and rebuttal applies, and thus become a permanent part of the school employee's personnel file as long as the document remains a part of the personnel file.

2. No document or copy thereof, to which a response and rebuttal has been filed, shall be used for any purpose whatsoever unless the rebuttal and response or copy thereof is attached to the document or copy sought to be used.

3. A school employee shall have the right to receive proof of any allegations and statements contained in a document placed in his/her file that the school employee believes to be inaccurate, invalid, or misrepresented. If such proof is not presented, the document containing the allegations and statement shall be removed from the school employee's personnel file and destroyed.

1. Any rebuttal and response to a document placed in a school employee's personnel file shall be filed by the school employee within fifteen (15) school days from the date on which the school employee signs the document acknowledging its receipt.

2. The school employee may be granted an additional ten (10) school days for the filing of the rebuttal and response, provided the school employee requests such an extension in writing addressed to the personnel file custodian within the original fifteen-day period. The personnel file custodian's consent to the ten-day extension of time shall not be unreasonably withheld.

4. The rebuttal and response shall be deemed filed by the delivery of the original and one copy of the rebuttal and response to the personnel file custodian. The personnel file custodian shall then sign and date the original rebuttal and response and file the same into the school employee's personnel file. The personnel file custodian shall also sign and date a copy of the rebuttal and response and return the same to the school employee.

Certain items in the personnel records of School Board employees shall be confidential, including:

1. The home telephone number of the employee where such employee has chosen to have a private or unlisted home telephone number because of the nature of his/her occupation with such body.

2. The home telephone number of the employee where such employee has requested that the number be confidential.

3. The home address of the employee where such employee has requested that the address be confidential, except it shall be made available to recognized educational groups.

4. The social security number as contained in the personnel records of an employee of the School Board. However, when the employee's social security number is required to be disclosed pursuant to any other provision of law, including such purposes as child support enforcement, health insurance, retirement reporting, or to officials or employees of the school, School Board, Louisiana Department of Education, or Board of Elementary and Secondary Education, in the performance of duties or responsibilities of the official or employee, the social security number of the employee shall be disclosed pursuant to such provision of law.

As part of successful internal health insurance administration, the Board shall require that employees' health/life eligibility and claim files be maintained in a confidential and Calcasieu Parish uniform manner.

All eligibility and medical claim records of an employee or his/her dependent and all records of benefit payments to an employee, his/her dependent, or medical provider shall be confidential and privileged, shall not be public records and shall be used exclusively for the purpose of claims processing, eligibility determination or statistical record keeping.

Such confidentiality and privilege shall be strictly maintained by the Risk Manager and all Risk Management employees.

Nothing herein shall prohibit the communication of facts or documents that are part of an employee's claim file to that employee or his representative. When authorized in writing by the employee, such facts and documents contained in the employee's claim file shall be used exclusively for the purpose of claims administration and communication to third parties is strictly prohibited unless written authorization is received from the employee as indicated above.

Nothing herein shall prohibit the communication of facts, documents, or other information which are part of an employee's claim file to the System's health/life insurance carrier.

Nothing herein shall prevent the use of such records for compilation of statistical data wherein the identity, work site, and job classification of the individual are not disclosed.

As a condition of employment, Risk Management Department employees shall be required to indicate by signature, their knowledge of this confidentiality policy and their agreement to abide by same. Violation of this policy will subject the employee Calcasieu Parish to discipline and upon review by the Superintendent, possibly termination. Further that any breach of confidentiality "post" employment may subject that employee to civil and/or criminal proceedings.

Document means any written or otherwise tangible material intended to be or actually used as a part of or any evidence of the work history of any employee including but not limited to any and all reports, comments, reprimands, correspondence, memoranda, evaluations, observations, and grievances relative to a particular employee.

Personnel file means the file in the Personnel Department which contains the cumulative collection of any and all documents maintained by the school system with respect to each individual employee.

Personnel file custodians (file custodians) means those persons employed by the school system charged with the duty of maintaining and preserving the personnel files.

Third party means any person or entity not regularly employed, or employed under a contract by the school system in which the employee is employed.

Ref: 5 U.S.C.A. §552 (Privacy Act of 1974); La. Rev. Stat. Ann. §§17:81, 17:440, 17:1231 et seq., 44:1, 44:2, 44.4, 44:11, 44:12; Board minutes, 9-5-95.

Mr. Fontenot reported that the next policies reviewed were relative to Contracts and Compensation and Employment of Personnel. A motion was made, seconded and carried approving POLICY FILE: GBA CONTRACTS AND COMPENSATION and POLICY FILE: GBD EMPLOYMENT OF PERSONNEL.

Mr. Fontenot moved on behalf of the committee to approve POLICY FILE: GBA CONTRACTS AND COMPENSATION and POLICY FILE: GBD EMPLOYMENT OF PERSONNEL. The motion carried. . The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

CONTRACTS AND COMPENSATION

CONTRACTS

The Calcasieu Parish School Board and its professional employees, with approval by the Board, shall enter into contracts of employment for a specified period of time and compensation, with exceptions as determined by the Board. Unless otherwise stipulated at the discretion of the Board, all employees shall meet all stated position qualifications and/or certification requirements before any contract shall become valid. Renewal or issuance, when possible, of contracts of employment, as well as dismissal or nonrenewal of contract notices, with the exception of performance contracts, shall be issued on or before the last day of each school year, whenever possible.

The execution of an employee contract by the Board and employee shall be legally binding upon both parties. Regular permanent teachers who have gained tenure may not be required to sign a written contract each scholastic year, but shall be required to sign such employment contracts at intervals determined by the Board. The failure of a non-tenured teacher to sign a contract for the ensuing school session within the specified time, when required, shall be considered as voluntary termination of employment on the part of the teacher, unless under extenuating circumstances, an extension is granted by the Superintendent. Any subsequent resignation or termination of said contract for reasons other than extreme emergencies, as determined by the Board, shall constitute a breach of contract against which legal action may be taken by the Board and the employee dealt with accordingly. The Board shall empower the Superintendent to receive, finalize, and accept all resignations of school employees. However, the Superintendent at the next available meeting shall report said resignations to the Board.

Administrative and supervisory personnel in positions that require certification shall be hired under the terms of a performance contract of not less than two (2) nor more than four (4) years, except when such employment is for a temporary position. The Board shall make the final decision regarding the length of any such performance contract. Termination or nonrenewal of any performance contract shall require notice of such to the employee of not less than 120 days prior to the termination of the contract.

The salaries of all personnel shall be established by the Board upon a recommendation of the Superintendent. The salaries of all personnel are generally based upon an established salary schedule; provided, however, that salaries may be stated in and controlled by an employment contract. Creditable service for salary determination purposes shall be all service for which employees are eligible to receive credit in accordance with statutory provisions. Salary schedules shall be adopted by the School Board, upon the recommendation of the Superintendent, and may be changed at the discretion of the Board from year to year to make salary adjustments as a result of changing revenue and state laws.

The amount of the annual salary paid to any teacher in any school year shall not be reduced below the amount of such salary paid during the previous school year, nor shall the amount of the annual salary paid to any teacher be reduced at any time during an academic year. The limitations on the reduction in the amount of the annual salary paid to any teacher shall not be applicable to the correction of any accounting errors or to a reduction necessitated by the elimination of a state program or state funding. Any salary reduction shall not apply to any local salary supplement funded, in whole or in part, from a revenue source requiring voter approval, when such voter approval has not been obtained.

Ordinarily, no teacher shall be placed on the payroll of the school district unless the teacher holds a valid certificate as required by law, and a copy of the teacher's contract has been filed with the Superintendent. Exceptions shall be made only when teachers with valid certification are not available for employment, subject to Board approval.

The Board, at its discretion, may allow salary supplements to certain instructional personnel who assume special duties. Such supplements shall be reviewed and adopted upon the recommendation of the Superintendent.

Any teacher holding a valid Louisiana teaching certificate in the public school system of Louisiana who has transferred to Louisiana from a public school system of another state and who, at the time of such transfer, held a valid teacher's certificate from that state, shall be given full credit under the state minimum salary schedule for the years of satisfactory teaching service previously rendered in the public school system of that state. Credit for previous teaching experience shall also be granted to anyone employed by the Board who holds a valid Louisiana teaching certificate and is employed or has been employed by another public school system in the state.

When a teacher is awarded an advanced degree or receives additional training that would result in an increase in salary, said teacher shall be paid according to the salary schedule for the advanced degree or training beginning with the next school payroll period following notification of receipt of the advanced degree, or of training. It shall be the responsibility of the employee to assure proper notification is given to the Superintendent or designee.

The salary of any retiree who is reemployed as a full-time teacher shall be based on the salary schedule which accounts for all prior years of teaching service and pertinent experience. The status of any retiree who is reemployed shall be the same as a full-time active employee, subject to all applicable rules, procedures, policies, and statutes that apply to all such full-time

Ref: La. Rev. Stat. Ann. §§11:710, 17:81; 17:83, 17:84, 17:84.01, 17:419 et seq., 17:413, 17:444; Harrah Independent School District v. Martin, 99 S.Ct. 1062 (1979); Board minutes, 10-16-90, 2-5-91, 4-9-91, 4-20-93, 9-5-95.

EMPLOYMENT OF PERSONNEL

The Calcasieu Parish School Board and its administrative staff believes that it has an obligation to provide the children attending its schools with the very best personnel available regardless of race, color, creed, sex, age, national origin or any similar personal characteristic or affiliation with any teacher union or association.

The Superintendent or his/her designee shall be responsible for establishing and maintaining appropriate procedures for reviewing and evaluating any and all applicants for selection, including administrative and supervisory personnel, and assuring adherence to applicable state and federal legal requirements. Selection of personnel to fill all positions shall be made on a non-discriminatory basis with selection procedures and evaluative criteria known to all applicants. Applicants should not resort to the use of political, social, or other pressures to gain employment or promotion.

The School Board shall select teachers and all other personnel from recommendations made by the Superintendent. It shall be the responsibility of the Superintendent to ensure that all persons recommended have proper certification where applicable, and are qualified for the position. Nothing shall prevent the School Board from rejecting the recommendation made by the Superintendent and requiring the Superintendent to submit additional recommendations.

The Superintendent shall be required to consult with the principal regarding any recommendations made by the Superintendent for hiring or placement of any teacher or other certified personnel at the school in which the principal is employed. In addition, the Superintendent shall be required to consult with teachers regarding any recommendations made by the Superintendent for the hiring or placement of a principal at the school in which such teachers are employed.

The School Board shall require all teaching personnel employed by the district to possess those qualifications set forth by the State Board of Elementary and Secondary Education and by all applicable accrediting agencies. The Board also recognizes that these qualifications, as well as qualifications for all positions, are set up to promote minimum standards. Therefore, it shall be the policy of the Board to employ persons who exceed these minimum requirements, whenever possible.

The School Board shall require, in accordance with state law, certain applicants for employment with the School Board to submit necessary information regarding their backgrounds. A prospective employee that may be employed in a position having responsibility for the care, control, supervision and/or discipline of minor children shall be required to provide authorization for the disclosure of any information regarding past criminal activities.

A standard applicant fingerprint card and a disclosure authorization form shall be provided the applicant by the School Board or may be obtained from local police authorities. It shall be the responsibility of the applicant to have his/her fingerprints taken by a qualified individual and submitted to the proper authorities for processing. Any cost associated with fingerprinting or the disclosure of background information on an applicant shall not be the responsibility of the applicant.

(1) No person who has been convicted of or has plead nolo contendere to crimes outlined in state law shall be hired as a teacher, substitute teacher or other professional employee who might reasonably be expected to be placed in a position of supervisory or disciplinary authority over school children unless approved in writing by a district judge and the district attorney with jurisdiction in this parish. This statement of approval shall be kept on file at all times at the location wherein the employee is assigned and shall be produced upon request by any law enforcement officer.

(2) Every such prospective employee shall be subjected to fingerprinting and each person's fingerprints shall be submitted to the proper authorities for a criminal history review.

(3) A person who has submitted his/her fingerprints may be temporarily hired pending the results of the inquiry.

(4) Any permanent teacher who has supervisory or disciplinary authority over school children upon the final conviction of such teacher of any crimes enumerated, or who has plead nolo contendere, may be dismissed following a hearing held in accordance with statutory provision.

(5) Any other school employee having supervisory or disciplinary authority over school children if such employee is convicted of or pleads nolo contendere to enumerated crimes may be dismissed.

(6) The Board may reemploy a teacher or other school employee who has been convicted of enumerated crimes, only upon written approval of a district judge and the district attorney who has jurisdiction in this parish, or upon written documentation from the court in which the conviction occurred stating that the conviction had been reversed, set aside, or vacated.

Mr. Fontenot reported the next policy for review was ECF - EQUIPMENT MAINTENANCE. A motion to approve the policy as presented was made, seconded and carried.

Mr. Fontenot moved on behalf of the committee to approve POLICY: ECF – EQUIPMENT MAINTENANCE. The motion carried. The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

EQUIPMENT MAINTENANCE

The Calcasieu Parish School Board shall be responsible for the maintenance, repair, and care of all equipment, vehicles, and any used or unused items in or on School Board property. The School Board shall delegate responsibility to the Superintendent to properly maintain all such property and equipment. The Superintendent shall make sure that the care of such property or equipment complies with applicable laws, ordinances and regulations, including building and fire safety code regulations, until such property or equipment is sold, leased or otherwise disposed of by the School Board.

Mr. Fontenot reported that the next policy reviewed is relative to Curriculum. A motion to approve Policy: ID Curriculum as presented was made, seconded and carried.

Mr. Fontenot moved on behalf of the committee to approve POLICY ID CURRICULUM. The motion carried. . The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

CURRICULUM

The Calcasieu Parish School Board has the responsibility to establish and maintain a quality program of instruction for the elementary and secondary schools of the school district.

The Superintendent shall be responsible for coordinating and maintaining the instructional program in accordance with the provisions of the state constitution, state statutes, rules and regulations of the Louisiana Board of Elementary and Secondary Education (BESE), and the policies of the Board.

The organization and scheduling of subjects in the curriculum of the school district shall conform to the requirements of the Louisiana Department of Education. The curriculum shall provide learning experiences and prospective achievement for each child according to their individual needs and offer pupils a basic body of understanding, attitudes, knowledge, and skills.

The curriculum design within the high schools shall consist of an academic major comprised of college preparatory courses and a career major comprised of challenging academic courses and modern vocational studies. Such a curriculum design shall allow each high school student to choose a career option at the high school level. By the end of the eighth grade each student, with the input of his/her family, shall develop a Five Year Educational Plan. Such a plan shall include a sequence of courses which is consistent with the stated goals for one year after graduation, and shall be reviewed annually thereafter by the student, parents and school supervisor, and revised as needed.

By July 1st of each year, the School Board shall submit to the Louisiana Department of Education a year-end evaluation of each career major program.

The School Board shall require a school choosing to add an elective course to its program of studies to apply to the School Board at least sixty (60) days prior to the anticipated date of implementation. The Board shall consider for approval the elective course using the state standards for elective approval set forth by the Board of Elementary and Secondary Education. All approved courses shall be submitted to the Louisiana Department of Education at least thirty (30) days prior to implementation.

The application for an elective course shall be submitted by the principal and shall contain the following information:

If the course is to be offered for the succeeding school year, an end-of-year evaluation shall be sent on provided forms for determining its continuation.

Ref: La. Rev. Stat. Ann. §§17:154, 17:181 to :189, 17:261 to :268; Louisiana Handbook for School Administrators, Bulletin 741, Louisiana Department of Education; State Standards for Locally-Initiated Electives, May 27, 1999, Louisiana Board of Elementary and Secondary Education.

Mr. Fontenot reported that the next policy for review was the policy relating to Student Records. A motion to approve the policy as presented was made, seconded and carried.

Mr. Fontenot moved on behalf of the committee to approve POLICY: JR - STUDENT RECORDS. The motion carried.

The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

STUDENT RECORDS

Parents and guardians have the right to inspect and review any school records dealing with their children. Students eighteen (18) years of age or older have the sole right to inspect and review their respective student records. Review and dissemination of any student information shall be conducted under strict statutory precautions. Student records are defined to be all official records, files, documents, and other materials directly related to children, including all material that is incorporated into each student's cumulative record folder, and intended for school use or to be available to parties outside the school or school system. Such items include, but are not necessarily limited to, identifying data, academic work completed, grades, standardized test scores, attendance data, scores on standardized intelligence, aptitude, and psychological tests, and health data.

All parents/guardians shall be notified annually of their rights under the Family Educational Rights and Privacy Act of 1974 (FERPA). Such notification shall be made annually by publication in student handbooks, newsletters, notification to student's home by students, by mail, or publication in the official journal, or in such manner as deemed appropriate by the Board.

Information classified as directory information may be disclosed from a student's record without the written consent of the parent or eligible student. Directory information has been

designated by the School Board to include the student's name, address, telephone number, date and place of birth, grade level, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, most recent previous school attended and photograph or video. A parent or eligible student may refuse to allow the Board to designate any or all of the types of information about the student as directory information thus prohibiting its release to the public. After proper notice, a parent or eligible student shall have thirty (30) days in which to notify the School Board as to which types of information about the student shall not be designated as directory information.

1. The parent or legal guardian of a student will have access to student records upon written request to the principal maintaining those records within the school system.

If the student is eighteen (18) years or older, only the student has the right to determine who, outside the school system, has access to his/her records.

The parent, legal guardian or student, if the student is 18 or over, will, upon written request to the principal maintaining those records, have the opportunity to receive an interpretation of those records, have the right to question those data, and if a difference of opinion is noted, shall be permitted to file a letter in said cumulative folder stating their position. If further challenge is made to the record, the normal appeal procedures established by Board policy will be followed.

2. School personnel having access to those data are defined as any person or persons under contract to the system and directly involved in working toward either the affective or cognitive goals of the system.

1. To release student records to other schools or school systems in which the student intends to enroll, the parents, legal guardian or the student, if he/she is eighteen (18) years or over, must be notified of the transfer and the kinds of information being released. They shall receive a copy of such information if it is requested in writing and shall have the opportunity to challenge that record as described above.

2. Those data may be released to State Education and other governmental agencies only if the names and all identifying markings are removed to prevent the identification of individuals.

3. To release student records to other persons or agencies, written consent shall be given by the parent, legal guardian or the student if he/she is 18 or older. Such consent form shall state which records shall be released, to whom they shall be released and the reason for the release. A copy of the student record being sent shall be made available to the person signing the release forms if he/she so desires.

4. The District will not provide a parent or eligible student a copy of the student's education record unless failure to do so would effectively prevent the parent or eligible student the right to inspect and review the records.

If the record involves answers to a standardized test, the District will not provide a parent a copy of standardized test questions.

5. Under no circumstances may a school or school district refuse to promptly transfer the records of any child withdrawing or transferring from the school. Transfer of records shall not exceed forty-five (45) days from the date of request, or ten (10) business days from the date of a written request by any authorized individual of an educational facility operated within any correctional or health facility in or out of Louisiana.

6. Student records shall be furnished in compliance with judicial orders, or pursuant to any lawfully issued subpoena if the parents, legal guardian and students are notified in advance.

7. All authorizations for release of information shall be filed in the student cumulative folder.

8. The School Board and employees may disclose education records or information from education records, without the consent of the parent or guardian of the student who is the subject of the records, to certain law enforcement officials. Disclosure of such records or information shall be in accordance with the following provisions:

a. Disclosure of education records or information from education records shall only be made to state or local law enforcement officials or to other officials within the juvenile justice system.

Verification of the official's position may need to be made before the disclosure of records or information.

b. The disclosure of the education record or information must relate to the ability of the juvenile justice system to serve, prior to adjudication, the student whose records or information is to be disclosed.

c. The officials to whom the records or the information are disclosed shall certify in writing that that person, and any agency or organization with which that person is affiliated, shall keep the personally identifiable portions of the records or the information confidential and shall not disclose the personally identifiable portions of the records or the information to any person, agency, or organization except a person, agency, or organization within the juvenile justice system having an independent right to the information.

1. Schools shall provide for the review of student records by parents or guardians. Parents and students shall be given notification of their right to review the student records.

2. A parent or guardian who desires to review his/her child's record shall contact the school for an appointment. A conference shall be scheduled as soon as possible, not to exceed one month. The disclosure record shall be completed at the time of the conference.

Prior to the scheduled conference, the principal shall review the record for accuracy and completeness.

3. The record shall be examined by the parent in the presence of the principal or a designated professional person.

The principal or a designated professional person shall provide the parent an opportunity to raise questions regarding information on the records.

4. If the parent or guardian requests a hearing to challenge information contained in the student's folder, a written request for the hearing shall be made and a hearing scheduled for a date not less than three (3) working days or more than two (2) weeks from the date of the requests.

a. The hearing shall be held with the principal and the parent or guardian at the scheduled time.

b. If the parent or guardian is not satisfied with the hearing with the principal, he/she shall have the opportunity to appeal the decision to the Superintendent or designee(s).

c. The parent or guardian shall request the appeal in writing to the Superintendent. Upon receipt of said request, the Superintendent shall schedule a hearing within ten (10) working days following receipt of the parent's request. The date, time and place of the review hearing shall be sent to the parent or guardian by United States registered or certified mail, return receipt requested.

b. The parent or guardian and the principal shall be present. The student shall be present if requested by the parent or guardian or school official;

c. The decision of the hearing shall be communicated to the school and parent or guardian in writing within ten (10) working days;

d. The parent shall have the right to file a dissenting statement concerning the hearing; such statement shall become part of the student's cumulative folder.

The following is a list of the types of records that the District maintains, their location, and their custodians.

*Student education records not identified above, such as those in Superintendent's Office, in the school attorney's office, or in the possession of teachers

Student - any person who attends or has attended a school in the District.

Eligible Student - a student or former student who has reached age 18 or is attending a post-secondary school.

Parent - either a natural parent of a student, a guardian, or an individual acting as a parent in the absence of the student's parent or guardian.

Education Records - any record (in handwriting, print, tapes, film, or other medium) maintained by the District or an agent of the District which is directly related to a student, except:

1. A personal record kept by a school staff member if it is kept in the personal possession of the individual who made the record, and information contained in the record has never been revealed or made available to any other persons except the maker's temporary substitute.

2. An employment record which is used only in relation to a student's employment by the District.

3. Alumni records which contain information about a student after he or she is no longer in attendance at the District and the records do not relate to the person as a student.

Ref: 20 U.S.C. §1232 (g-i) (Family Educational Rights and Privacy Act), 34 CFR 99.1-99.67; La. Rev. Stat. Ann. §§17:81, 17:1955; Board minutes, 6-2-92, 10-5-93.

Mr. Fontenot reported that the next item reviewed was the policy relating to Student Fees, Fines and Charges. A motion to approve POLICY FILE: JS – STUDENT FEES, FINES AND CHARGES as presented was made, seconded and carried.

Mr. Fontenot moved on behalf of the committee to approve POLICY FILE: JS - STUDENT FEES, FINES AND CHARGES. The motion carried. . The policy will lay over for two weeks. At that time it will be presented to the Board for final action.

STUDENT FEES, FINES AND CHARGES

The Calcasieu Parish School Board may impose certain student fees or charges to help offset special costs incurred in the operation of specific classrooms or subjects. No student shall be deprived of proper instruction should the student not be able to pay any student fees, however.

The School Board may require parents and/or legal guardians to compensate the school district for lost, destroyed, or unnecessarily damaged books and materials, and for any books which are not returned to the proper schools at the end of each school year or upon withdrawal of their dependent child. Under no circumstances may a student of school age be held financially responsible for fees associated with textbook replacement.

Compensation by parents or guardians may be in the form of monetary fees or community/school service activities, as determined by the School Board. In the case of monetary fees, fines shall be limited to no more than the replacement cost of the textbook or material, but may, at the discretion of the Board, be adjusted according to the physical condition of the lost or destroyed textbook. A school system may waive or reduce the payment required if the student is from a family of low income and may provide for a method of payment other than lump-sum payment.

In lieu of monetary payments, both school systems and parents/guardians may elect to have students perform school/community service activities, provided that such are arranged so as not to conflict with school instructional time, are properly supervised by school staff, and are suitable to the age of the child.

Under no circumstances may a school or school district refuse the parent/guardian the right to inspect relevant grades or records pertaining to the child nor may the school or school district refuse to promptly transfer the records of any child withdrawing or transferring from the school, per requirements of the Federal Family Educational Rights and Privacy Act.

Under no circumstances may a school or school district deny a student promotional opportunities, as a result of failure to compensate the school district for lost or damaged textbooks. Students shall not be denied continual enrollment each grading period nor re-entry in succeeding school years as a result of lost or damaged books.

Students shall not be denied the use of a textbook during school hours each day. The school system shall annually inform parents and/or legal guardians of the locally adopted procedures pursuant to state law and regulation, regarding reasonable and proper control of textbooks.

Mr. Fontenot reported that Kathy Landry, President of the Calcasieu Parish Bus Driver

Association, presented the following information to be considered for field trips:

1. An increase in pay from $6.00 per hour to $10.00 per hour and retain the current show-up fee of $10.00.

3. One night field trip-Hotel and meals for duration of the trip plus $150 for the first 24 hours and then board approved hourly rate for every hour thereafter.

Two night field trip-Hotel and meals for duration of the trip plus $300 for the first 48 hours and them board approved hourly rate for every hour thereafter.

4. One night trip-Hotel and meals for duration of trip plus $200 for the first 24 hours and then board approved hourly rate for every hour thereafter.

Parochial School Trips

Mrs. Landry also requested permission from the Board to negotiate with outside organizations the Board approved hourly rate plus compensation for the day of lost leave.

Mr. Fontenot reported that after discussion, a motion was made, seconded and carried to refer the bus issue back to staff. After obtaining the required figures regarding the changes, it would return to the Board for approval.

Mr. Fontenot moved on behalf of the committee to approve the committee’s recommendation to refer the bus issue to staff. The motion carried.

Next, Mr. Fontenot reported that Ms. Cheri Ardoin presented the need to establish a bus route for the French Immersion students that live in the Henry Heights area and attend the program at S J Welsh. The neighboring school, F K White Middle, does not offer this program. It was noted that these students would have an opportunity to receive college credits and college scholarships if they participate in the program Kindergarten through 12^th grades. Following discussion, the committee requested staff to obtain the information and present it to the next board meeting. Staff will review the possibility of a new bus route and how it can be utilized or the option of a platoon route.

Mr. Fontenot moved on behalf of the committee to refer the recommendation to refer this issue to the next Administration and Personnel Committee. The motion carried.

Ms. LaVergne requested that staff collect information on providing transportation for students who participate in the gifted program at Molo Middle School and Washington/Marion High School.

Next, Margaret Goode, Assistant Principal at Westlake High School and member of the Employee Dress Code Review Panel, announced to the committee the names of the following panel members: Deadra Albritton, Eunice Dent, Nancy Drake, Deana Duhon, Jerome Goodly, Veronica Harts, Ralph Joubert, Brent Washington and Evelyn White. After review of the survey, the following guidelines for acceptable and unacceptable dress were presented:

Mr. Fontenot stated that the dress code review panel members were thanked for the job well done. After lengthy discussion, a motion was made and seconded to accept the recommendation of the committee as presented. The motion carried by a vote of six ayes and one abstention.

Mr. Fontenot moved on behalf of the committee to accept the recommendation of the Dress Code Review Panel.

The following issues were discussed in reference to the recommended dress code guidelines:

Mr. Tarver made an amendment to the motion, seconded by Mrs. Duplechin to delete the reference items of skorts, capri, and cropped pants listed in the unacceptable category.

It was noted that the employees who dress professionally would not be affected by the policy.

Mr. Theriot stated that the policy would lay on the table two weeks after being presented to board and would not be implemented until the next school year.

It was noted that the results of the survey indicated that the majority of the employees agreed that there is a need for dress code guidelines for employees and the principals have voiced their concern with enforcing and/or addressing employee dress code issues without a written policy.

After further discussion, Ms. LaVergne made a substitute motion, seconded by Mr. Blackwell to take no action on the employee dress code guidelines that were recommended by the committee. The motion carried by the following vote:

Local Services Agreement Between CPSB and the City of Lake Charles

On motion by Doucet, seconded by Mrs. Duplechin and unanimously carried, the following services agreement between Calcasieu Parish School Board and the City of Lake Charles was approved:

hereinafter referred to as “CITY”, acting through its duly authorized Mayor,

acting through its duly authorized President, John Falgout, pursuant to resolution

Service Program to use the kitchen facilities located at LaGrange and Washington-

its agents, officers, employees and assigned, harmless from and against all claims,

(including, but not limited to, reasonable attorney’s fees), without regard to

liability and/or absolute liability of any party or parties), arising out of or in any

BOARD the kitchen facilities in as good a condition as existed upon their initial use

On motion by Mr. Doucet, seconded by Mr. Victorian and unanimously carried, the following lunch department 2002-2003 procurement calendar was approved:

Procured to Vendors Bid Period Opening of Bids--------___---Contracts_

ANNUAL CONTRACTS

Proposal for Agreement May 10, 2002 July-June June 11, 2002 June 26, 2002 To Participate in Commercial Equipment Repair Services for Schools and Warehouses

** Small/Large Equipment may include Walk-in Freezers, Coolers, Steamers, and other Large Commercial Equipment as well as

TEN-MONTH CONTRACTS

Cereals/Toaster Pastries May 20, 2002 August-May June 21, 2002 July 16, 2002

Services of Providing June 5, 2002 August-May July 8, 2002 July 16, 2002

Chemicals and

Dispensers for School Cafeteria Dishwashers and Leasing of Dishwashers

FIVE-MONTH CONTRACTS

Supplies (Paper and November 4, 2002 January-May December 5, 2002 December 20, 2002

Frozen/Chilled Juices May 27, 2002 August-December June 28, 2002 July 15, 2002 November 6, 2002 January-May December 9, 2002 December 20, 2002

All of the above contracts have an option to renew with the successful vendor for the duration of the school year (second scheduled bid) if services/products have been satisfactory. Therefore, distribution of bids for the second bid period may or may not be necessary.

A written Procurement Plan is available for review in the Calcasieu Parish School Food Service Department, 726 East College Street, Lake Charles, Louisiana.

BID REPORTS

Classroom Pods, Phase III, Riverboat Funds, Bid Number 2002-19PC

On motion by Mrs. Duhon, seconded by Mr. Karr and unanimously carried, the classroom pods, phase III, riverboat funds, bid number 2002-19PC contract was awarded to Picheloup Construction Company, base bid in the amount of

Two Million Four Hundred Seventy Five Thousand and no/100-------Dollars ($2,475,000.00), as the lowest qualified bidder meeting specifications.

PERMISSION TO ADVERTISE

Classroom Furniture for the New LeBleu Settlement Elementary School, General Funds, Bid Number 2002-51

It was noted that the district bond funds have been exhausted with no means to raise revenue to satisfy the cost of new furniture. There was discussion relative to the expenditure of general funds for the purchase of furniture.

On motion by Mr. Armentor, seconded by Mr. Fontenot and unanimously carried, permission to advertise for classroom furniture for the new LeBleu Settlement Elementary School, general funds, bid number 2002-51 was approved.

Pleated Filter Material for Schools and Pleated Filter Frames and Filters for New Classroom Pods, General Funds, Bid Number 2002-52

On motion by Mr. Doucet, seconded by Mrs. Duhon and unanimously carried permission to advertise for pleated filter material for schools and pleated filter frames and filters for the new classroom pods, general funds, bid number 2002-52 was approved.

Copy Paper and Duplicating Supplies for Schools, Fiscal Year 2002-2003, General Funds, Bid Number 2002-54

On motion by Mr. Doucet, seconded by Ms. LaVergne and unanimously carried permission to advertise for copy paper and duplicating supplies for schools for fiscal year 2002-2003, general funds, bid number 2002-54 was approved.

Westlake High School Field House, School District Number 23, King Architect, Inc., Designer

On motion by Mr. Doucet, seconded by Mr. Victorian and unanimously carried, permission to advertise for the Westlake High School field house, school district number 23, King Architect, Inc., designer was approved.

CORRESPONDENCE

Recommendation of Acceptance for the Project “Sam Houston High School Sewer Treatment Plant Replacement,”

On motion by Mr. Fontenot, seconded by Mr. Victorian and unanimously carried, recommendation of acceptance for the project “Sam Houston High School Sewer Treatment Plant Replacement,” project number 01099-1, Associated Designer Group, Inc., designer; Bernhard Mechanical Contractors, Inc., contractor was approved.

Beneficial Occupancy for the Project “Pearl Watson Elementary School Area C New Building Additions and Renovations,”

On motion by Mr. Victorian, seconded by Mr. Robert and unanimously carried, beneficial occupancy for the project “Pearl Watson Elementary School Area C New Building Additions and Renovations,” project number 2011, C. Gayle Zembower, Architect, Inc., architect; Alfred Palma, Inc., contractor was approved.

Change Order Number Two for the Project “New Combre/Fondel Elementary School Site Preparation,”

On motion by Ms. LaVergne, seconded by Mrs. Duhon and unanimously carried, change order number two for the project “New Combre/Fondel Elementary School Site Preparation,” for a decrease of $31,272.00, school district number 31, Moss Architects, designer, Civil Construction Company, Inc., contractor was approved.

Recommendation of Acceptance for the project “Combre/Fondel Elementary School Site Preparation,”

On motion by Ms. LaVergne, seconded by Mrs. Duhon and unanimously carried, the recommendation of acceptance for the project “Combre/Fondel Elementary School Site Preparation,” Project Number MA0101, Moss Architects, designer; Civil Construction Company, Inc., contractor was approved.

SUPERINTENDENT'S REPORT

Duke Talent Identification Program

The Talent Identification Program sponsored by Duke University has issued the names of the seventh grade students who will receive recognition for their high scores on the ACT. These students took the ACT with high school students and scored at the level set in one or more disciplines. Two Calcasieu students will be honored for scoring at the grand level at Duke University and twenty-one students will be honored at Northwestern State University in Natchitoches for scoring at the state level.

Grand and State Recognition

State Recognition

H.C. Drew Estate Funds

The schools and recipients of the 2002-2003 H.C. Drew Estate Funds, which total $247,374.11 are:

Technology Opportunities Program Grant

The purpose of project ACCESS (Achieving Community, City, and Educational Shared Services), a partnership between Calcasieu Parish School System and the City of Lake Charles, will increase the level of digital inclusion, targeting persons of differing levels of income and education, different racial and ethnic groups, old and young, single and dual-parent families, and those with and without disabilities, by increasing access to the technology tools of the digital age. Expanded learning opportunities, addressing the need for after-school activities, career development and job preparation, adult education and family literacy, small business activities, and civic involvement, will be the framework for the centers. These opportunities will contribute to academic achievement, and increased civic participation through social and community connections, continuously bridging the digital divide.

Project ACCESS will establish the tools necessary for community centers in and around the City of Lake Charles to better assist the underserved citizens. The community-based centers are:

On motion by Mr. Robert, seconded by Mrs. Duhon and unanimously carried, the following Resolution supporting Project ACCESS was approved:

Whereas, a partnership between the Calcasieu Parish School System and the City of Lake Charles to apply for funding from the Technology Opportunities Program through the National Telecommunications and Information Administration in the Department of Commerce, will increase the level of digital inclusion, targeting persons of differing levels of income and education, different racial and ethnic groups, and economically disadvantaged, impoverished neighborhoods by increasing access to the technology tools of the digital age; and

Whereas, Project ACCESS will establish the necessary availability of computers through the use of existing community centers for expanded learning opportunities; informational technology training utilizing on-site staffing and certified teachers addressing the need for after-school activities, career development and job preparation, adult education and family literacy, and small business activities; and continuously updated, web-based, city information resources to enhance civic involvement increasing community interaction and participation in government meetings and voter turnout throughout the targeted areas as the framework for community centers in and around the city to better assist the underserved citizens; and

Whereas, the Superintendent, the Calcasieu Parish School Board, and the Calcasieu Parish School System’s Technology Department of Lake Charles, Louisiana, wishes to support Project ACCESS and to express the strong desire for support of this TOP-funded initiative;

The Calcasieu Parish School Board, does hereby express its support for Project Access, funded by Technology Opportunities Program through the National Telecommunications and Information Administration in the Department of Commerce, to create small community tech centers (CTC) as hands-on training sites enhancing community growth and development and building life-long learning opportunities; connect smaller CTCs into a network of technology centers producing an online community dialogue for problem-solving and idea generation; and, strategically apply technology software to address the city’s long-term need for an information infrastructure and the community’s need for civic participation.

LSBA Regional Symposium

District Collaboration, Networking, and Showcasing of Schools

Region V Parishes

All board members are invited and encouraged to participate in this new endeavor.

Monday, April 22, 2002

Tuesday, April 23, 2002

Mr. Blackwell stated he had a wonderful and rewarding experience volunteering at the Special Olympics competition at Lake Charles Boston High School. He reported that many schools were represented and encouraged everyone to participate in the event next year.

Mr. Duhon requested an apology from the person that publicly criticized the science teacher from R. W. Vincent Elementary School who sponsored a science field trip. He stated that necessary approval from the principal and support from the board members representing the school were given.

Mr. Andrepont stated that he supported the science field trip previously referenced by Mr. Duhon.

Mrs. Duhon stated that she would appreciate Board participation and support in the upcoming LSBA symposium. She requested that staff pilot the French Immersion Program in the North Lake Charles area schools. She requested cooperation and consideration from the Budget/Fiscal Management Committee when scheduling committee-meeting dates. As President of LSBA, her position requires extensive travel which prohibits her from attending the Budget Committee meetings.

Mr. Armentor requested research to determine if an employee dress code policy is included in the Calcasieu Parish Policy Manual. Mr. Theriot reported that to the best of his and the counselor’s knowledge. there is no written policy in the manual. Mr. Armentor expressed his appreciation on behalf of the LeBleu area students for supporting the purchase of furniture for the new school.

Mr. Tarver expressed his interest in encouraging high school students, especially those who score average on the ACT, to attend college, specifically McNeese University. Mr. Theriot stated that the Explore Plan test that is administered to students is designed to guide and assist them with their future educational plans. A report will be presented to the Curriculum and Instruction Committee and the Board.

Mr. Karr requested an update from Mr. Hayes relative to the school track repairs. Mr. Hayes, Risk Manager, reported that limitations have been set for completion of all track repairs and if not complete within allowed time, legal action is pending.

Mr. Fontenot informed the Board that the students of Moss Bluff Elementary raised $10,000.00 for the third consecutive year for St. Jude’s Hospital. He commended the efforts of the students for a worthy cause.

Mr. Doucet requested a letter of condolence to Barbara Culpepper on the loss of her brother. Mr. Doucet stated that in his opinion, the science field trip referenced by Mr. Duhon was inappropriate and unacceptable for first grade students and declined to extend an apology.

Mrs. Duplechin requested that the school system consider a salary increase for support personnel. Mr. Theriot noted that in light of the tremendous budget cuts in progress for the next year, an increase at this time. However, depending on the result of the MFP in July and other budget needs, consideration will be made for support personnel at that time.

Mr. Pitre reported that Prien Lake Elementary has not received a Drew Grant since 1998 and he is requesting that personnel with expertise in this area assist the school and address their needs, if warranted. Mr. Theriot reported that staff would address the request. Mr. Pitre requested that staff assist Principals with guidance in regard to the employee dress code. Mr. Theriot noted, since the employee dress code policy was not approved, the guidance and decisions would be directed from the school administrators only and not staff.

On motion by Mr. Victorian, seconded by Mr. Andrepont, and unanimously carried, the Board went into Executive Session at 9:00 p.m. to discuss personnel matters. The Board resumed regular open session at 9:15 p.m.

On motion by Mr. Andrepont seconded by Mr.Victorian and unanimously carried, the following personnel changes were approved as recommended by the Superintendent:

Resignations

David Miller, Teacher/Assistant Coach, Sulphur High School, effective March 31, 2002, Amber Hornsby, Teacher, Sulphur High School, effective May 31, 2002, Mohamed Bensif, Teacher, S. J. Welsh Middle School, effective May 31, 2002, Vance Fontenot, Teacher/Assistant Coach, Iowa High School, resignation of his coaching duties only become effective May 31, 2002, Sherry Dubroc, Custodian, R. W. Vincent Elementary School, effective March 28, 2002, Melissa Robertson, Teacher, E. K. Key Elementary School, effective May 31, 2002, Mary Durgan, Custodian, Reynaud Middle School, effective April 9, 2002, Charlotte Yandell, Teacher, Henry Heights Elementary School, effective May 31, 2002, Anetha Williams, Teacher, Lake Charles Boston High School, effective May 31, 2002, Deborah Anderson, School Clerk, F.K. White Middle School, effective May 31, 2002, Jon Powers, Teacher/Assistant Coach, Westlake High School, coaching duties, effective May 31, 2002.

Retirement Notification

until April 18, 2002, Phyllis Stine, Teacher, Maplewood Middle School, beginning

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