It shall be the policy of the board to guard against accidents by taking responsible precautions to protect the safety of all students, employees, visitors and others present on agency property or an agency-sponsored events.
The Board shall insist that its staff it here too recommended safety practices as these pertain to the agency plant, special areas of instruction, student transportation, occupational safety, etc.
The practice of safety also shall be considered a facet of the instructional programs of the agency, and instruction in accident prevention is most fire prevention; emergency procedures shall be provided as appropriate.
Every administrator shall be responsible for supervision of the safety program for their program. The executive director shall have overall responsibility for safety program of the agency. It shall be the responsibility of the executive director to see that appropriate staff members are kept informed of current state and local requirements relating to fire prevention, civil defense, sanitation, public health and occupational safety.
Adopted: February 1999
LEGAL REFS.: C.R.S. 22-1-101 through 9-1-106
C.R.S. 22-3-101 through 22-3-104
C.R.S. 22-32-109 (1)(w)
C.R.S. 22-32-110 (1)(k)
C.R.S. 22-32-124 (2),(3)
C.R.S. 24-10-106.5
Adequate and prompt accident reporting is essential if some more accidents are to be prevented from happening again. If there are injuries or property damage, prompt reports are also vital in assuring the agency staff, students and others of insurance coverage.
The board requires therefore that an accident report be filed on every accident that takes place on agency property or that involves an agency vehicle, students or staff on agency- sponsored trips, including staff members on authorized agency business trips. Such reports are required whether or not there and you immediately evident injuries or damage to property.
The Executive Director shall establish procedures for filing accident reports and shall make sure reports and details that:
Might be helpful in preventing some more accidents in the future.
Are needed for filing insurance claims.
Might be important in case of litigation.
Adopted: February 1999
Advance planning for emergencies and disasters is essential to provide for the safety of students and statute of threat to safety arise from fire or other causes. It also strengthens the morale of all concerned to know that preparedness plans exist and that students and staff have been trained in carrying them out.
Therefore, the executive director shall be responsible for developing plans that meet state and local requirements for preparedness in case of fire, civil emergencies, tornadoes and other natural disasters.
Adopted: February 1999
CROSS REFS.: EBAB
EBCB
The agency shall cooperate with local fire department officials and personnel in the examination of agency buildings and the establishment of evacuation procedures.
In order to ensure the safety and orderly evacuation of all agency buildings in the event of a fire, fire drill procedures shall be developed by the administration for board approval. Fire drills shall be held at the intervals specified in the procedures.
In addition, the fire department shall have the authority to conduct a fire drill in any agency building in the city at any time without warning. The fire department, if practicable, shall notify the executive director in advance of any such drill.
Adopted: February 1999
The board acknowledges its basic responsibility to ensure the safety of personnel and students under its care. At the same time, it wishes to deal firmly with bomb threats and to discourage this type of unwarranted disruption, which poses a danger to everyone in the agency even when it is merely a nuisance.
Therefore, the board requires that procedures for dealing with bomb threats and shall:
Aim first toward ensuring the safety of students and personnel.
Aim also toward identification of the person or persons making the threat.
Require immediate reporting of any incident to the executive director’s and sheriff's offices.
Not require evacuation of threatened buildings. The executive director will make the decision to evacuate, complying with any direction or order given for evacuation by the police.
Establish staff responsibilities for searching the building for UTO’s (unidentified threatening objects). The request of an employee to refuse to participate in the search shall be honored.
Provide that students shall not be dismissed from school until the end of the school day. Instead, if evacuated, they shall remain in designated areas until the director and the police are satisfied that no danger exists. Teachers shall remain with their students and be responsible for them.
The personal, the agency shall cooperate fully with the police in planning and carrying out procedures for dealing with bomb threats. All personnel, including office and switchboard staff and custodians, shall be given instructions for carrying out their responsibilities in the event of such situations.
Adopted: February 1999
The executive director is empowered to close the agency in event of hazardous weather or other emergencies which threaten the safety, health or welfare of staff members.
The BOCES self-contained classrooms shall operate under the same schedules and policies as the other classrooms in the building in which these classrooms are being housed.
Adopted: February 1999
Revised: May 19, 2004
LEGAL REF: C.R.S. 22-32-109(1)(n)
C.R.S. 22-33-104(1)
Procedures
If it is necessary to call a snow day, the Executive Director will make that decision as early as possible. The phone tree will be started to notify all employees of the decision. This notification will state that the BOCES Office is closed due to snow.
If the Alamosa School District closes for a snow day, the BOCES office will also be closed.
BOCES Itinerant staff - snow days will be based on a couple of criteria:
a. If the district housing the office of the itinerant staff person is closed, the BOCES staff member will have a snow day, unless:
i. the staff person has responsibilities in an open district(s). Those responsibilities should be met if at all possible, if not… you are responsible to notify the open district(s) of your pending absence.
ii. the staff person will have some latitude in deciding the safety of the roads before being required to travel to open district(s)
BOCES Office personnel - snow days will be determined by the status of the building housing their office.
BOCES Teachers and Para-professionals - snow days will be the same as their home district’s schedule.
Adopted: May 19, 2004
The Board shall maintain agency properties in good physical condition in compliance with state Department of Health standards. Agency properties shall be as safe, clean, sanitary, comfortable and convenient as the facility will permit or the use requires.
The executive director shall have the general responsibility for the care, custody and safekeeping of all agency property and shall establish such procedures and employ such means as may be necessary to discharge this responsibility.
Adopted: February 1999
LEGAL REFS.: 6 CCR 1010-6, Rules 1-101 et seq through 5-101 et seq
6CCR 1010-6, Rules 10-101 et seq
CROSS REF.: CF
Buildings and grounds of the agency or one of the greatest investments of the community, and they should be adequately protected.
"Security" means not only keeping buildings locked in secure, but also providing protection from fire hazards and faulty equipment and safe use of electrical, plumbing and heating equipment. The board requires and encourages close cooperation with local fire, police, and sheriff’s departments and insurance company inspectors.
Access to agency buildings and grounds outside of regular office hours shall be limited to personnel, whose work requires it and to sponsors of approved activities. An adequate key control system shall be established which will limit access to the buildings to authorize personnel and will safeguard against entrance to buildings by persons unauthorized to have keys.
Funds and valuable record shall be kept in a secure place.
Alarm systems and other devices that protect buildings against illegal entry and vandalism may be as install where appropriate. Employment of watchmen may be approved by the board in situations were special risks are involved.
Adopted: February 1999
LEGAL REFS.: C.R.S. 18-19-112
C.R.S. 18-9-117
The agency’s buildings and grounds are built and maintained with fees levied on the member districts, and all damage caused must be paid for in the same way. Therefore, every citizen of the district, students and members of the police department are urged by the board to cooperate in reporting any incidents of vandalism to property belonging to the agency and the name of the person or persons believed to be responsible. Each employee of the agency shall report to the executive director of the agency every incident of vandalism known to him or her and, if known, the names of those responsible.
The executive director or his designees are authorized to sign a criminal complaint against persons suspected of vandalism against agency property.
Persons who willfully or in maliciously destroy agency property through vandalism or arson or who create a hazard to the safety of other people on agency property may be referred to law-enforcement authorities.
It is the intent of the board of directors to seek damages as permitted by law from persons who vandalize agency property.
Adopted: February 1999
LEGAL REFS.: C.R.S. 13-21-107
C.R.S. 19-3-113
C.R.S. 19-3-117
CROSS REFS.: GBGB
JKD/JKE
The agency administration shall ensure that proper records are kept on all textbooks, materials, supplies and equipment owned by the agency.
Records shall include records of issuance of such items to various schools, records of issuance within each school to individual teachers, and teacher records of issuance students.
Schools, staff members and students shall be held responsible for items that have been issued for their use.
The executive director or designee shall establish procedures for the use, maintenance and control of cellular phones and computer equipment.
At least once a year a careful inventory of agency equipment and supplies shall be made by the employees assigned responsibility for such equipment and supplies.
Adopted: February 1999
CROSS REFS.: DID
Agency equipment may be loaned to community groups for educational, civic or charitable purposes when:
The group borrowing the equipment agrees to accept responsibility for repairing or replacing any equipment damaged or lost while in its possession.
The equipment is not unusually expensive and subject to easy damage.
The equipment is in good condition.
The group will provide a competent operator for any machine loaned.
Outside use of equipment will not interfere with the agency programs.
Any individual borrowing agency equipment must sign an official receipt. A deposit may be required as determined by the program director, business office or the executive director.
Adopted: February 1999
CROSS REF.: KF
Drivers shall conform to state laws and to regulations in the Colorado Department of Education and of the Colorado Department of Revenue Division of Motor Vehicles in regard to training, licensing and other requirements and shall participate in required in-service training programs.
This shall apply to all drivers including those on regular and special trips.
Adopted: February 1999
LEGAL REFS.: C.R.S. 42-2-501 et seq
C.R.S. 42-4-239
1 CCR 204-12
1 CCR 301-26
CROSS REF.: EEAEAA
While the Board of Education believes the use of wireless communication devices by district bus drivers is important to provide instant communication regarding emergencies as well as to convey other important information, bus drivers shall be subject to the following restrictions to ensure safe use.
For purposes of this policy, wireless communication device is defined as any device intended to facilitate communication, including but not limited to cell phones, two-way radios, walkie talkies, palm pilots, beepers, pagers, etc.
Bus drivers shall not place or receive communications on any personally owned wireless communication device while passengers are loading or unloading from the bus or while the bus is in motion.
Under usual circumstances, use of district owned wireless communication devices shall be allowed when used to assist a driver and/or dispatcher in the necessary communications periodically needed to safely deliver children – home to school, school to school, school to home and on activity trips. Use of such devices while the bus is in motion shall be limited whenever possible.
Bus drivers shall under no circumstances place or receive communications unrelated to district business while on duty.
Violation of this policy may subject the driver to disciplinary action.
Adopted: September 17, 2003
Revised: January 18, 2006
LEGAL REF.: 1 CCR 301-26, Rule 4204-R-232.00
CROSS REFS.: EDB, Maintenance and Control of Materials and Equipment
EEAE, Bus Safety Program
The general philosophy of the Board of Directors is that transportation equipment purchased by the agency is to be used primarily for agency purposes and that taxpayers shall not be expected to subsidize busing equipment or personnel not necessary for agency purposes. Nevertheless, it is the policy of the Board of Directors to make available for use by appropriate community groups transportation equipment to the extent that such use does not impinge upon or impair use for agency purposes.
Among community groups that qualify for the use of agency transportation equipment are those composed of citizens 65 years of age and older. Such groups shall be given special consideration as required by the statute relating to community use of school buses. As permitted by law, all groups shall be expected to pay the actual costs involved in the use of agency transportation equipment.
Nonagency use of agency transportation equipment shall not be intermingled with student transportation, nor shall it interfere with:
Student transportation to, from or between schools
Student transportation for school activities and functions
Emergency transportation for students
Time required for maintenance and service of equipment
Provision of standby equipment for agency purposes
Regulations for community use of school transportation equipment may be developed by the administration and approved by the Board.
Adopted: January 15, 2003
LEGAL REFS.: CRS 22-32-108CRS 39-27-102
CRS 40-10-116 (1)(b)
CRS 40-16-101 (1.5)
CRS 40-16-104 (1)(d)
A staff member may transport a student or group of students in a personal car for agency-related purposes only if the staff member has standing authorization to do so or with special permission covering the specific trip.
Standing authorization shall be granted by the board to agency administrators, school nurses and other student services personnel designated by the executive directors.
Special permission for providing student transportation may be granted in exceptional cases by the executive director or program director to other professional staff members such as coaches, music teachers and activity sponsors. Exceptional cases shall be determined by review of the number of students traveling, relative costs, safety factors, distance, etc.
Personnel with standing authorization or with special permission to use their own cars for transporting students must carry liability insurance coverage in compliance with state law. A record of such coverage shall be placed on file with appropriate administrative official.
Adopted: February 1999
LEGAL REFS.: C.R.S. 22-32-113 (4)
C.R.S. 42-7-101 et seq
CROSS REF.: EEBB
(USE OF SEAT BELTS)
The use of seat belts in agency-owned vehicles is mandatory for all personnel using vehicles that are equipped with seat belts with the exception of off-road vehicles.
Drivers of all agency vehicles except school buses shall be responsible for ensuring that all passengers use seat belts. The driver shall not begin to move the vehicle until the driver and all passengers are belted.
Adopted: February 1999
LEGAL REF.: C.R.S. 42-4-236
Agency administrators and other personnel and teachers traveling between schools may be granted standing authorization by the board to use their private vehicles on agency related business.
They shall be reimbursed at the approved agency mileage rate.
Adopted: February 1999
CROSS REFS.: DKC
EEAG
Electronic mail is an electronic message that is transmitted between two or more computers or electronic terminals, whether or not the message is converted to hard copy format after receipt and whether or not the message is viewed upon transmission or stored for later retrieval. Electronic mail includes all electronic messages that are transmitted through a local, regional, or global computer network.
All agency electronic mail systems are owned by the agency and are intended for the purpose of conducting agency business only. Agency electronic mail systems are not intended for personal use by employees of the agency and employees should have no expectation of privacy when using the electronic mail systems.
The agency retains the right to review, store and disclose all information sent over the agency electronic mail systems for any legally permissible reason, including but not limited to determining whether the information is a public record, whether it contains information discoverable in litigation and to access agency information in the employee’s absence.
Electronic mail sent or received by the Board, the agency or the agency’s employees may be considered a public record subject to public disclosure or inspection under the Colorado Open Records Act. All Board and agency electronic mail communications shall be monitored in accordance with the attached regulation to ensure that all public electronic mail records are retained, archived and destroyed in compliance with state law.
The custodian of records for the agency shall assist the public in locating any specific public electronic mail record requested and shall ensure public access to public electronic mail records without unreasonable delay or cost.
Agency employees shall be subject to disciplinary action for violation of the policy and regulation.
Adopted: January 15, 2003
LEGAL REFS.: CRS 24-6-104 et seq.
CRS 24-72-201 et seq.
CRS 24-80-101 et seq.
CROSS REFS.: GBEE Staff Use of Internet and Electronic Communications
GBJ Personnel Records/Files
The board has the responsibility for maintaining inadequate insurance program, covering its buildings and grounds, fleet of vehicles and employees carrying out official duties for the agency. The board also may authorize and participate in insurance programs for employees and students. The board annually shall review its insurance program and shall designate specific insurance companies to underwrite the various insurance plans approved by the board.
The insurance program shall be administered by the office manager, under the general supervision of the executive director.
The administrator shall make every effort to obtain insurance at the best available rates- consistent with required coverage and service- through obtaining quotations or bids.
Adopted: February 1999
LEGAL REFS.: C.R.S. 8-44-110
C.R.S. 22-32-110 (1)(s),(t),(u),(v)
C.R.S. 22-45-103 (1)(c),(e)
C.R.S. 22-54-105 (2)
C.R.S. 24-10-115
C.R.S. 24-10-115.5
C.R.S. 29-13-101 et seq
CROSS REF.: BID/BIE