Skip to content

Category: Administrative Policy

Published on
  • Effective: 6/11/2002
  • Revision: 9/8/2009
  • Reviewed: 5/28/2013
  1. Board Directive
    The Board recognizes the need for consistent attendance by dependable personnel to provide a quality education for students and to keep the District operating effectively and expects personnel to give proper notification to their supervisors when they are absent from their positions.    The Board delegates to the Administration the responsibility for policy regarding abandonment of position.
  2. Administrative Policy
    Personnel refers to all licensed, education support professional, administrative and part-time employees of Jordan School District.  The following administrative policy provisions shall be used in implementing this policy:

    1. Workers who are absent from work for three (3) consecutive working days and are capable of providing proper notification to their supervisor, but do not, shall be considered to have abandoned their position.
    2. An immediate supervisor may recommend the termination of an employee who has been deemed to have abandoned his/her position.  The employee shall be informed of the action in writing by the Administrator of Human Resources.
    3. The employee shall have the right to appeal to the Administrator of Human Resources within five (5) working days of receipt or delivery of the notice of abandonment to the last known address.
    4. If the termination action is appealed, the Administrator of Human Resources shall not be required to prove that the employee intended to abandon the position.

Published on
  • Effective: 6/19/2001
  • Revision: 6/12/2007
  • Reviewed: 6/10/2014
  1. Board Directive
    The Board authorizes the release of the education support professionals agent group president as specified below and directs the Administration to allow such absences according to the following provisions.
  2. Administrative Policy
    The following administrative policy provisions shall be followed in administering this policy:

    1. The employee agent group president, when serving on a released-time basis, will be released from his/her current assignment.  The employee agent will reimburse the District the total salary and benefits of the president for such released time.
    2. The released time president will declare whether it is his/her intention to return to his/her assignment previously held.  If so, at the completion of his/her term of office, the Association president will be returned to the school building, department or site where previously assigned.
    3. The right of return to the same position will exist for a maximum of two (2) years.  If a request is made for an additional term of office, the president will be guaranteed a return to the District in a position for which he/she is qualified.  The return after three (3) years may not necessarily be in the same building, department, or site which the president left.
    4. If appropriate, the individual(s) replacing the released-time president will be advised that the placement is for a limited term.
    5. Time served as released president will be counted for purposes of experience credit on the District salary schedule.  The released president will accrue all sick leave, personal leave and other leave allowed by District policy.
    6. If the employee agent group president is not serving on a full-time released-time basis, the following provisions will apply:
      1. The employee agent shall be allowed up to twenty-five (25) days per year for its president to perform employee agent business.
      2. The employee agent shall pay appropriate salary and benefit costs for days used up to twenty-five (25).
      3. These twenty-five (25) working days of release time do not include time spent on District-assigned  committee/task force meetings.
      4. For time spent on District-assigned committee/task force meetings, the employee agent group president must present a document to his/her supervisor, signed by the Superintendent, authorizing the released time.
      5. The normal notification procedures used for leave shall be followed.

2/25/2020: Board of Education approved the term “Education Support Professionals” to replace “Classified” to describe personnel not licensed as educators.

Published on
  • Effective: 5/8/2001
  • Revision: 7/25/2017
  • Reviewed: 6/10/2014
  1. Board Directive
    The Board recognizes the need for a policy governing the use of the electronic information resources by employees as outlined in Utah State Code §53G-7-1002.  Responsibility is delegated to the District Administration for implementing the policy according to established administrative policy provisions.
  2. Administrative Policy
    The Acceptable Use Policy shall be administered and implemented according to the terms and conditions outlined in the following administrative policy provisions:

    1. Scope
      This policy references the use of electronic information resources made available to employees by Jordan School District.  These resources include, but are not limited to, voice mail, electronic mail, social media, the Internet, and other network files or accounts provided to employees.
    1. Terms and Conditions of This Policy
      1. Acceptable Network Use
        1. Employees will use the Internet and other electronic information resources in an appropriate manner, abiding by the rules and regulations described in this policy and in the Social Media Guidelines.
        2. Employees who formally publish school or District related information on the Internet must have proper approvals from the principal/supervisor and abide by District publishing guidelines and procedures (as per D212—District and School Web Sites) and in the Social Media Guidelines.
        3. Employees are expected to abide by generally accepted rules of network etiquette.  These rules include, but are not limited to, being polite, never sending or encouraging others to send abusive messages, and using inappropriate language.
      2. Unacceptable Network Use
        1. Employees may not intentionally transmit or receive material in violation of law or District policy.  This includes, but is not limited to, pornographic, indecent or sexually suggestive materials, weapons, controlled substances or alcohol, or incendiary devices.  An employee may not be in possession of or use pornographic material on school property. Users are prohibited from posting or sending content that contains threats or is hatefully or racially, ethically or otherwise objectionable.
        2. Employees may not participate in or promote any illegal or inappropriate activities, disruptive use of the network, or activities of any kind that do not conform to the rules, regulations, and policies of Jordan School District.
        3. Employees may not use the network for product advertisement or political lobbying.
        4. Employees are advised not to reveal personal information such as names, addresses, telephone numbers, passwords, credit card numbers or social security numbers.  Releasing personal information of others or that of organizations associated with the District is prohibited.
        5. Employees may not place others’ personal information (i.e. social security numbers, year of birth, etc.) received from the District’s electronic data resources on their own personally owned devices.
        6. Employees will not transfer theirs or others’ personal data except through the District’s secure file transfer system which at the current time is “MoveIT”.
        7. Employees may not intentionally harm or destroy District data, the network, or network performance.  This includes, but is not limited to, creation and introduction of computer viruses, unauthorized access to restricted systems or programs, or using the District network to illegally access other systems.
        8. JSD owned equipment should not be used by employees to store personal photos, videos, documents or other personal information.
      3. Reporting of Child Pornography by a Computer Technician
        1. In accordance with state law (Utah Code  76-10-1204.5), a “computer technician” or “technician” who in the course and scope of the individual’s employment with Jordan School District installs, maintains, troubleshoots, upgrades, or repairs computer hardware, software, personal computer networks, or peripheral equipment is required to do the following when child pornography is discovered on any of the previously stated devices or systems:
          1. Immediately secure the device(s) on which the child pornography was found by disconnecting the device from the JSD network.
          2. Take the device to a safe storage location so discovered images or other data related to any child pornographic image(s) will not be lost or overwritten.
          3. Make sure the individual to whom the device was assigned or any other individuals do not have access to the device except for individuals who are specifically authorized to have access after the device has been secured.
          4. Contact the Director of Information Systems and/or the Administrator of Human Resources.
          5. The Director of Information Systems and/or the Administrator of Human Resources will contact a state or local law enforcement agency, or the Cyber Tip Line at the National Center for Missing and Exploited Children and report the discovery of child pornography.
        2. A technician is required to follow this procedure if image(s) found are child pornography or if the technician reasonably believes discovered images are child pornography.
      4. Any Jordan School District employee who in the course and scope of the individual’s employment with Jordan School District discovers child pornography on a Jordan School District owned device is required to notify their principal/supervisor immediately.  The principal/supervisor should immediately notify the Director of Information Systems and/or the Administrator of Human Resources.
      5. Any and all mobile devices owned by Jordan School District, such as laptops and tablets, that connect to the Jordan School District secure Data network that may contain or transmit Protected Information (i.e. HIPAA and FERPA data or other student or employee related data) must be configured to encrypt such data on any internal hard drive.  Users must protect these devices from unauthorized use or access.
        1. HIPAA and FERPA data or other Jordan School District proprietary data should not be copied to or stored on external storage media such as external hard drives or thumb drives. However, if there is a legitimate District need to store Protected Information on external devices (i.e. removable drives, including flash/jump/thumb drives, etc.) those external storage media must have the Protected Information encrypted on those external devices.  Users must protect these external devices from unauthorized use or access.
        2. Jordan School District employees should call Information Systems if they need assistance or guidance for encrypting data on any Jordan School District device described in this section of the Network Acceptable Use policy.
      6. An employee shall not loan, sell, pawn or dispose of Jordan School District owned computer equipment whether or not that equipment is assigned to them, except for those employees whose job description or job assignment allows them to dispose of District owned computer equipment.
      7. Expectation of Privacy
        1. Employee files, disks, documents, etc., which have been used or created with District electronic information resources are not considered private.
        2.  Electronic mail transmissions are not private.
      8. Submission
        Employees will be required to submit an Employee Signature of Agreement Form each year or upon special request.  Signatures may be electronic or on paper.  Forms are available from local principals and department supervisors.
      9. Disciplinary Action
        1. An employee is required to comply with this policy regardless of whether the District has a completed Employee Signature of Agreement Form. The signature indicates that the employee has carefully read, understands, and agrees to abide by the terms and conditions regarding proper behavior and use of the network.  The signature on the Employee Signature of Agreement Form is legally binding.
        2. Employees who violate the terms and conditions of this policy may have their access to electronic information limited, suspended, or revoked and will be subject to disciplinary action, including the possibility of termination of employment and appropriate legal action as outlined in District policies DP316 NEG Orderly Termination Procedures – Licensed, DP316A Orderly Termination Procedures – Administrators, and DP316B Orderly Termination Procedures – Education Support Professionals.
      10. Service Disclaimer
        Jordan School District makes no warranties of any kind, either expressed or implied, for the electronic information resources it is providing.  The District will not be responsible for any damages an employee suffers while using these resources.  These damages may include, but are not limited to, loss of data as a result of delays, employee errors or omissions, or non-deliveries or service interruptions caused by a network system.  Use of information obtained by the network system is at the employee's own risk.  Jordan School District specifically denies any responsibility for the accuracy of information obtained through the electronic information resources.
      11. Employees agree to abide by this policy regardless of where or when they are using a Jordan School District owned device.

Published on
  • Effective: 5/8/2001
  • Reviewed: 5/28/2013
  1. Board Directive
    The Board of Education is aware that occasionally employees provide or participate in private but public education-related activities outside of their public education employment.  The Board directs the Administration to set direction and parameters in policy which define when an employee is acting within the scope of employee duties with respect to school district activities, identifies when an employee does not represent the school district, and provides notice to employees regarding disclosure duties (Utah State Board Rule R277-107).
  2. Administrative Policy
    1. Definitions
      For purposes of this policy the following definitions apply:

      1. "Activity Sponsor" means a private or public individual or entity from which the employees of the school district receive compensation of any sort and in which public school students participate.
      2. "Extra-Curricular Activities" means activities for students that are recognized or sanctioned (but not necessarily sponsored) by the school or school district that may supplement or complement required programs or regular curriculum.
      3. "Private but Public Education-Related Activities" means an activity in which an employee participates and receives compensation from current or prospective students of the school district.  Such education-related activities include but are not limited to:
        1.     Tutoring
        2.     Lessons
        3.     Clinics*
        4.     Camps*
        5.     Travel Opportunities*
          Exempts those sponsored by Salt Lake County Parks & Recreation and local city recreation departments in agreement with Jordan School District.
    2. Employee Participation in Private but Public Education-Related Activities
      1. An employee may participate in a private but public education-related activity if the activity is separate and distinguishable from employment in the school district and does not interfere with performing the duty of employment with the school district in any way.
      2. In promoting a private activity, an employee may not:
        1. Contact any students at public schools except as stated in B. 3. of this policy.
        2. Use education records or information obtained through employment with the school district unless the records or information have been made available to the general public and the requirement of the Federal Education Rights Privacy Act (FERPA) has been met.
        3. Use school time and/or materials to promote, discuss, or prepare for the private activity.
        4. State or imply to any person or entity that participation in a private activity is required for any school program.
        5. Give or withhold credit based on participation in the private activity, including but not limited to clinics, camps, private programs or travel activities that are not equally and freely available to all students.
      3. In promoting a private activity, an employee may:
        1. Offer public education-related services, programs or activities to students provided they are not advertised or promoted during school time and consistent with the policy.
        2. Discuss the private activity with students or parents only outside of the classroom and the regular school day.
        3. Use directories that are available to the general public to identify prospective clients such as high school phone directories distributed or made available to the public.
        4. Use student or school publications in which commercial advertising is allowed to advertise and promote the private activity.
      4. A student, but not an employee, may submit a request for approval of school credit based on an extra-curricular educational experience under school district policies.  Credit(s) applied for any extracurricular educational experience must be earned from a fully accredited program as per Utah Code §53G-6-406.
    3. Directives Regarding Advertising of Private Activities
      The following directives apply to advertising private activities where employees are involved or affiliated in any way with the group, entity, association or company promoting or sponsoring the private activity:

      1. An employee may purchase advertising space to advertise an activity or service in a publication that accepts advertising, whether or not sponsored by schools in the school district or by the school district.  Such publications include school newspapers and yearbooks but not school newsletters.
      2. The advertisement may identify the activity participants and leaders or service providers by name, provide non-school telephone numbers, and provide details of the employee's employment experience and qualifications.
      3. Posters and brochures may be posted or distributed only at times and in areas of schools and school district buildings where members of the general public are allowed to do so.
      4. Unless the activity is sponsored by the school district, the advertisement shall state clearly and distinctly in bold lettering that the activity is NOT sponsored by the school or school district.
      5. Neither the school nor the school district shall be named in the advertisement except in connection with the employee's employment history or, if school facilities will be used under the school district public civic-center use policy.
    4. Parent Notice and Permission
      Prior to any travel or other activity listed in A. 3. of this policy, parents or legal guardians of all students shall be notified and the parents shall have signed a release of liability form.  This form shall be kept in the administrative office(s) of the school.
    5. Copies of Contracts Provided to School District
      The employee must provide to the principal at the school where he/she is employed a signed copy of all contracts between him/her and the private activity sponsor.  The employee who engages in any private but public education-related activity shall provide a signed disclosure statement to Jordan School District available from local principals.  (See also District policy AA409—Scope of Employment.)

 

Published on
  • Effective: 5/8/2001
  • Revision: 5/22/2012
  1. Board Policy
    The Board recognizes the need for a policy governing the use of the electronic information resources by students as outlined in Utah State Code §53G-7-1002.  Responsibility is delegated to the District Administration for implementing the policy according to established guidelines.
  2. Administration Policy
    The Acceptable Use Policy shall be administered and implemented according to the terms and conditions outlined in the following guidelines:

    1. Scope
      This policy references the use of electronic information resources made available to students by Jordan School District.  These resources include, but are not limited to, voice mail, electronic mail, the Internet, and other network files or accounts provided to students.  Student use of electronic information resources must be in support of education and research and must be consistent with the educational objectives of Jordan School District.  While access to all materials on a worldwide network cannot be controlled, Internet access in Jordan School District is filtered and monitored on an ongoing basis.
    2. Terms and Conditions of This Policy
      1. Acceptable Network Use
        1. Students will use the Internet and other electronic information resources in an appropriate manner, abiding by the rules and regulations described in this policy.
        2. Students who formally publish school or District related information on the Internet must have proper approvals and abide by district publishing guidelines and procedures (as per D212 District and School Web Sites).
        3. Students are expected to abide by generally accepted rules of network etiquette.  These rules include, but are not limited to, being polite, never sending or encouraging others to send abusive messages, and never using inappropriate language.
      2. Unacceptable Network Use
        1. Students may not intentionally transmit or receive material in violation of law or District policy.  This includes, but is not limited to, pornographic, indecent or sexually suggestive materials, weapons, controlled substances or alcohol, or incendiary devices.  A student may not be in possession of or use pornographic material on school property. Users are prohibited from posting or sending content that contains threats or is hatefully or racially, ethically or otherwise objectionable.
        2. Students may not participate in or promote any illegal or inappropriate activities, disruptive use of the network, or activities of any kind that do not conform to the rules, regulations and policies of Jordan School District.
        3. Students may not use the network for product advertisement or political lobbying.
        4. Students may not reveal personal information such as names, addresses, telephone numbers, passwords, credit card numbers or social security numbers.  Releasing personal information of others or that of organizations associated with the District is prohibited.
        5. Students may not intentionally harm or destroy District data, the network, or network performance.  This includes, but is not limited to, creation and introduction of computer viruses, unauthorized access to restricted systems or programs, or using the district network to illegally access other systems.
      3. Expectation of Privacy
        1. Student files, disks, documents, etc., which have been used or created with District electronic information resources are not considered private.
        2. Electronic mail transmissions are not private.
      4. Discussion/Submission
        1. Students will participate in a discussion with a parent or legal guardian District policy AA445 Student Information Network Acceptable Use Policy, which includes proper behavior and use of the network.
        2. Students will receive training regarding appropriate online behavior, including interacting with other individuals on social networking websites and in chat rooms, and cyberbullying awareness and response.
        3. Students will be required to submit a new Student Signature of Agreement Form each year or upon special request.
      5. Disciplinary Action
        1. The combined signatures indicates that the student and parent/legal guardian has carefully read, understands and agrees to abide by these terms and conditions regarding proper behavior and use of the network.  The signatures on the Student Signature of Agreement Form are legally binding.
        2. Students who violate the terms and conditions of this policy will be subject to disciplinary action, including the possibility of suspension or expulsion from school and appropriate legal action.  Access to electronic information may be limited, suspended or revoked.
      6. Service Disclaimer
        Jordan School District makes no warranties of any kind, either expressed or implied, for the electronic information resources it is providing.  The District will not be responsible for any damages a student suffers while using these resources.  These damages may include, but are not limited to, loss of data as a result of delays, student errors or omissions, or non-deliveries or service interruptions caused by a network system.  Use of information obtained by the network system is at the student's own risk.  Jordan School District specifically denies any responsibility for the accuracy of information obtained through the electronic information resources.

Published on
  • Effective: 2/6/2001
  • Revision: 8/23/2022
  1. Board Directive
    The Board of Education of the Jordan School District has determined that the educational goals of the School District are furthered by recognizing student clubs at the secondary school level which do not materially or substantially interfere with the orderly operation of the school, which are not harmful to the school’s educational mission, which maintain boundaries of socially appropriate behavior, and which are consistent with order and discipline on school premises and the protection of the well-being of students and faculty.  The Board delegates to the District Administration the responsibility of administering this policy.

    1. Limited Open Forum
      The Jordan School District maintains a “limited open forum” for school clubs at the secondary school level.  A school has a limited open forum whenever the school grants an offering to or an opportunity for one or more noncurricular clubs to meet on school premises during noninstructional time.
    2. Reservation of Right to Close the Forum
      The Board of Education reserves the right to create at any time a “closed forum” by refusing to allow all noncurricular clubs to use school facilities or to define or restrict the rights of all student clubs relative to access to facilities as long as such rules apply to all noncurricular clubs.
  2. Administrative Policy
    1. Definitions
      The following definitions apply to this policy:

      1. “Administration” means the central Administration of the District.
      2. “Closed forum” means allowing only curricular clubs.
      3. “Club” means any student organization that meets during noninstructional time at a school.
      4. “Curricular club” means a club that is school sponsored and that may receive leadership, direction, and support from the school or school district beyond providing a meeting place during noninstructional time. A secondary school curricular club means a club:
        1. whose subject matter is actually taught or will soon be taught in a regularly offered course;
        2. whose subject matter concerns the body of courses as a whole;
        3. in which participation in the group is required for a particular course;
        4. in which participation results in academic credit; or
        5. which is a nationally sponsored group and is connected through the Career Technical Student Organization (CTSO).
      5. “Discretionary time” means school-related time for students that is not instructional time.
      6. “Instructional time” means time during which a school is responsible for a student and the student is required or expected to be actively engaged in a learning activity.
      7. “Limited open forum” means allowing both curricular clubs and noncurricular clubs.
      8. “Noncurricular club” is a student initiated group that may be authorized and allowed school facilities use during noninstructional time by the local school in accordance with the provisions of district policy. A noncurricular club’s meetings, ideas, and activities are not sponsored or endorsed in any way by the school, or by school or district employees.
      9. “Noncurricular club sponsored activity” means an event that is sponsored by a noncurricular club where clubs from other high schools are invited to participate in competitions at their local high school.
      10. “Noninstructional time” means time set aside by the school before actual classroom instruction begins or after actual classroom instruction ends, including discretionary time.
      11. “School facilities” means a school building, premises or playing field.
      12. “School facilities use” means access to a school building, premises or playing field.
      13. “Sponsor” means the faculty member assigned to curricular clubs for custodial purposes, to provide supervision and sponsorship and to ensure compliance with applicable school policies.
      14. “Sponsorship” includes the act of promoting, leading, or participating in a meeting. The assignment of a teacher, administrator, or other school employee to a meeting for custodial purposes does not constitute sponsorship of the meeting.
      15. "Supervisor” means the faculty member assigned to noncurricular clubs for custodial purposes, to provide support as necessary and to monitor meetings to ensure compliance with applicable school policies.
    2. Application
      Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, between August 15 and October 1 or between March 1 and April 1 faculty members or students seeking authorization of a club under this policy must submit an application to the school.  Each school shall administer the application process.  Noncurricular clubs are required to renew their charter annually.  Curricular clubs are required to have an active charter on file but an annual renewal is not required.  The application process shall include requirements for the submission of the following:

      1. A proposed club name;
      2. A club charter;
      3. A statement of the club’s purpose, goals, and activities;
      4. The proposed name of a faculty member to act as sponsor, or supervisor;
      5. Whether the club seeks curricular or noncurricular status;
      6. A statement of the club’s categorization, which shall be included in the parental consent, indicating all of the following that may apply:
        1. athletic;
        2. business/economic;
        3. agriculture;
        4. art/music/performance;
        5. science;
        6. gaming;
        7. religious;
        8. community service/social justice; and
        9. other.
      7. When the club anticipates holding its regular meetings including times, dates, and places;
      8. Any materials which the club plans to use to solicit membership or to inform others of the club’s existence.;
      9. A budget showing the amount and source of any funding provided or to be provided to the club and its proposed use; and
      10. The club fee amount when applicable. An appropriate fee may be considered and must be approved by the club advisor and the local administration.  Examples of appropriate use of this fee may include but is not limited to the following: club t-shirts, supplies, recognitions, field trip experiences, etc.
    3. Club Charter
      Students or faculty members seeking authorization to establish a club of any type must prepare a club charter which includes:

      1. The purposes of the club;
      2. A description of the types of activities in which club members may be engaged;
      3. A provision that the club must maintain a minimum of seven (7) student members;
      4. A restriction that a student may not participate in or attend club activities unless the student has provided written permission from either a parent with legal custody or other legal guardian; and
      5. A commitment that the club will comply with current Utah Codes all other applicable laws and regulations, and District and school policies and regulations.
    4. Authorization
      1. Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, the Board authorizes the local secondary schools within the school district to review applications for authorization of clubs on a case-by-case basis. Before granting an authorization, a school may request additional information from the faculty sponsor, or from students proposing the club, if desired.  No school club shall be authorized unless the school principal or principal’s designee determines that its charter complies with this policy and that authorization of the club will not interfere with the school’s ability to:
        1. protect the physical, emotional, psychological or moral well-being of students and faculty;
        2. maintain order and discipline on school premises; and
        3. prevent a material and substantial interference with orderly conduct of the school’s educational activity.
      2. The school shall deny any access to any club whose program or activities would violate current Utah Codes, any other applicable law or regulation, or any District or school policy or regulation.
    5. Curriculum Related Status
      Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, the local school principal or principal’s designee determines curriculum relatedness by strictly and narrowly applying this policy’s definition of curricular club to the club application.  If the local school principal or principal’s designee finds that the proposed club is not a curricular club, the administrator may:

      1. return the application to the faculty member or student proposing the club for amendment; or
      2. review the application as an application for authorization of a noncurricular club.
    6. Grant, Limitation, or Denial of Club Authorization
      Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, the school principal or principal’s designee shall grant authorization to those applications which are found to meet the requirements of this policy and shall limit or deny authorization to proposed clubs which do not.  When granting authorization, the school principal or principal’s designee shall specify whether the club has curriculum related status or noncurriculum related status.  When limiting or denying authorization, the school principal or principal’s designee shall explicitly delineate in writing to the applicant the factual and legal basis for the limitation or denial.
    7. Club Name
      Approval of a club name may take place separately from that relating to the approval of the club itself.  The local school may grant access to the club but condition such access on the change of the club name to ensure that the club name:

      1. reasonably reflects the actual nature, purpose and activities of the club;
      2. be such that it will not result in undue disruption of school operations, subject students to harassment or persecution, imply that the club would operate in violation of applicable law, or otherwise be inconsistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration; and
      3. will only contain the term “High School” if connected to curricular clubs or teams that are UHSAA sanctioned.
    8. Appeal of Denial of Access
      Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, the applications of all clubs, or complaints, shall be reviewed by the local school principal or principal’s designee within a reasonable amount of time.  If a club is denied access, required to change its name, or a complaint is denied, the reasons or results of an investigation must be provided in writing with the factual and legal basis for the denial and, if appropriate, suggestions for correction.  The Board of Education or its designee may convene a hearing to determine whether any club was properly denied access, suspended, terminated or required to change its name.  The Board of Education or its designee shall issue an opinion in writing either upholding or overturning the decision within thirty (30) days of receiving the appeal which shall be the final administrative decision.
    9. Sponsor or Supervisor
      Each club must have a faculty sponsor or supervisor who must be in attendance at every meeting or activity scheduled on school premises.  No faculty sponsor or supervisor shall be in attendance at any meeting scheduled off of school premises or competition unless prior written approval has been obtained from the principal or principal’s designee.  Students shall cancel any meeting whenever this condition is not met.  Selection and appointment of club sponsors and supervisors shall be made by the school principal or principal’s designee.
    10. Parental Consent
      Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, written consent from either a parent with legal custody or other legal guardian for student participation in all curricular and noncurricular clubs at school is required prior to a student’s attending or joining a club.

      1. All completed parental consent forms shall be filed by the parent or the club's sponsor or supervisor, with the school’s principal, or their designee.
      2. The consent shall include an activity disclosure statement containing the following information:
        1. the specific name of the club;
        2. a statement of the club's purpose, goals, and activities;
        3. a statement of the club's categorization, which shall be obtained from the application for authorization of a club (see B. Application - item 6.)
        4. a tentative schedule of the club activities with dates, times, and places specified;
        5. personal costs associated with the club, if any;
        6. the name of the sponsor, or supervisor who is responsible for the club; and
        7. any additional information considered important for the students and parents to know.
    11. Participation
      To participate in a club, a student must be currently registered and enrolled at the school.  Persons who are not either registered, enrolled students, or school personnel shall not be allowed access to clubs to direct, conduct, control, or regularly attend club meetings.  All guests must be registered with the school office.
    12. Club Use of Facilities
      1. Club meetings shall take place during noninstructional time.
      2. Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, the principal or principal’s designee in conjunction with the facility scheduling office, shall determine which school facilities may be used and when they are available. A school may set the number of hours noncurricular clubs might use the school’s facilities per month, provided that all noncurricular clubs are treated equally.
      3. In assigning school facilities use, priority may be given to curriculum related clubs over noncurricular clubs.
      4. The school may provide financial or other support to curricular clubs.
      5. A preference or priority may not be given among noncurricular clubs.
      6. A school shall only provide the space for noncurricular club meetings and may not spend public school funds for noncurricular clubs, except as required to provide meeting space and faculty oversight.
      7. Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, the principal or principal’s designee shall determine what access all student groups will be given to the school newspaper, school yearbook, bulletin boards and public address system and the time, place and manner of student group meetings, provided that all clubs of a given status shall be given equal access.
      8. No student group shall be permitted to engage in or conduct group therapy, counseling or other psychological services of the type provided by licensed professionals.
    13. Club Recognition
      Appropriate ways to recognize students and advertise in all club categories include the following:

      1. Announcements made over the PA system;
      2. Bulletin boards or other specifically designated areas used for group advertisements;
      3. Trophy cases that have been designated for clubs;
      4. School newspaper, newsletters, yearbooks, etc.; and
      5. School marquee.
    14. Distribution of Materials
      1. Materials distributed outside of classes or club meetings must be submitted to the Administration for approval six school days in advance.
      2. All materials must comply with policy AA425 Printed Materials – Speech and Manners.
      3. Appeals may be made as outlined in AA425 Printed Materials – Speech and Manners.
    15. Noncurricular
      Provided the Board of Education maintains a limited open forum, with regard to noncurriculum related clubs, in addition to all other provisions of this policy, the school shall uniformly provide that:

      1. The club meeting is voluntary and student-initiated;
      2. There is no sponsorship (as defined in this policy) of the meeting by the District or by District employees;
      3. Employees of the District are present at religious meetings only in a non-participatory capacity;
      4. The meeting does not materially and substantially interfere with the orderly conduct of educational activities within the school; and
      5. Persons other than club members and supervisors may not direct, conduct, control or regularly attend club activities.

      The establishment of a limited open forum shall not limit the authority of the school, the District, or its agents or employees to maintain order and discipline on school premises, to protect the well-being of students and faculty, and to assure that attendance of students at meetings is voluntary.

    16. Noncurricular Club Sponsored Activity
      Consistent with such procedures, regulations or guidelines as established and from time to time modified by the Administration, noncurricular clubs wishing to sponsor an event where clubs from other high schools are invited to participate in competitions at their local high school must meet the following requirements:

      1. The noncurricular club must be well established with a minimum of a one-year charter.
      2. The opposing noncurricular club must also be well established with a minimum of a one-year charter and/or represented through an association.
      3. The activity is for competitions only and not practices.
      4. The activity must be relative to the club’s purpose as stated in their charter.
      5. The local sponsoring club must be the primary participants.
      6. An approved rental permit must be completed with the Facility Scheduling Office in advance of the competition event to indemnify Jordan School District and warrant that the user will provide the supervision necessary for safe use of the facilities. Additionally, the opposing noncurricular club or association will be required to provide evidence of liability insurance.
      7. The event must be scheduled by the Facility Scheduling Office and in communication with the local high school administration to be listed on the school’s calendar.
      8. Each club will be limited to facility access contingent on space availability.        
    17. Review of Approval
      If the school principal or principal’s designee determines that a club is participating in activities beyond the scope of its charter or is in violation of any law or policy, the school principal or principal’s designee may do any of the following:

      1. Allow the charter to be modified to include the activities if they are in compliance with the law and policies;
      2. Instruct the sponsor or supervisor not to allow similar violations in the future;
      3. Suspend the club’s authorization or school facilities use pending further corrective action as determined by the school principal or principal’s designee; or
      4. Terminate the club’s authorization and dissolve the club.
    18. Revocation of Authorization
      1. A club that is found to have been in violation of the provisions of its charter or to have been engaged in conduct that violates current Utah Codes, any other applicable law or regulation, or any District or school policy or regulation may be subject to charter suspension, revocation or other disciplinary action consistent with policies and procedures established and from time to time modified by the Administration.
      2. Local secondary schools shall notify clubs of intent to pursue disciplinary action.
      3. Hearings to review disciplinary action: Consistent with such procedures as established and from time to time modified by the Administration, the school principal or principal’s designee shall in writing issue a determination with reasons for the disciplinary action taken with regard to a club.

Revision history:  10/18/11

Published on
  • Effective: 1/2/2001
  • Revision: 9/27/2022
  1. Board Directive
    It is the desire of the Board of Education that each new building or other facility within the District is given a name that lends dignity and status to the school or facility.  Therefore, the Board authorizes the administration to develop policy for administering the naming of new buildings, existing facilities, or parts of facilities.
  2. Administrative Policy
    1. The Board of Education reserves the right to name all new buildings that are constructed or purchased. This will be accomplished after community input and by submission of an appropriate name by members of the Board of Education.  The name for any new facility must be approved by the Board of Education by a majority vote. The policy on naming new buildings or portions of a building will be administered as follows:
      1. The process for the naming of any new or existing facility or portion of a facility must begin with the Superintendent, Administrator of Schools, or the building principal.
      2. Any portion of a school not named after an individual or entity, but whose name is in keeping with the tradition and dignity of the school and the District, does not need the approval of the Board.
      3. The Board will consider petitions or recommendations for the naming of a new or existing facility providing ample time is given to the Board for a response. Requests from the principal or administrator must provide evidence of significant community input and should be submitted to the Board of Education.
      4. Any person or entity for whom the facility or a portion of the facility is named must have made a significant contribution to the educational system or community for a minimum of at least ten (10) years and if involved with the school or District as a full-time or part-time employee, paraprofessional or volunteer, the individual under consideration must be retired for at least five years. Individuals not in these categories must be deceased for at least one year before consideration will be given to naming a school facility in his/her memory.
      5. No dedicatory ceremonies for any facility are to take place without direction from the Board of Education.
      6. If the school administration or community desires to establish a process for placing memorial displays in a school, a committee representing the administration, faculty and community must be formed to select any names to be considered. Location of plaques of this nature must be approved by both the Administrator of Auxiliary Services and the appropriate area Administrator of Schools.
      7. No District funds are to be allocated for the purchase of memorial plaques or similar recognitions. Installation of any kind of memorabilia must be accomplished either by or under the direction of Jordan School District.
      8. All schools must follow established procurement practices, building codes, etc.
    2. The Board of Education gratefully considers named gifts to Jordan School District when substantial financial contributions are made by individuals or groups. The Board strives to recognize these major contributors in a long-lasting and meaningful way. The policy on named gifts shall be administered as follows:
      1. Named gifts to Jordan School District shall not impact, restrict, or limit the Board’s ability to purchase, sell or trade property and award contracts in the best interest of the District.
      2. All named gifts shall be unanimously recommended to the Board of Education by the Board of Directors of the Jordan Education Foundation.
      3. The person for whom a gift is named must be a well-respected individual whose name will lend dignity and status to the school or facility.
      4. Naming Schools for Donors
        Gifts valued at $2,000,000 or more that facilitate construction of a new school may be recognized by naming the school for the donor or the donor’s designee under the following conditions:

        1. The donor is the largest single contributor to the project.
        2. The Board has not already committed to name the school for a previously qualifying donor.
      5. Naming Facilities for Donors Including Auditoriums, Field Houses, Stadiums, Media Centers, Computer Labs, Science Centers, etc.
        Gifts valued at $500,000 or more that facilitate capital improvements at an existing school or District-owned building; e.g., remodels, additions, reconstruction, etc., may be recognized by naming the improved facility for the donor or donor’s designee under the following conditions:

        1. The donor is the largest single contributor to the project.
        2. The Board has not already committed to name the facility for a previously qualifying donor.
      6. Recognizing Gifts with Plaques or Other Appropriate Memorials
        Gifts valued at $50,000 or more that are used to improve educational facilities, to provide services for students or staff, or to enhance educational programs may be recognized with a plaque or other appropriate memorial at the location where the gift is received.

        1. The gift must make a significant difference to the educational system.
        2. The gift must help achieve a goal established by the school or other educational entity.

Published on
  • Effective: 8/8/2000
  • Revision: 9/28/2021
  • Reviewed: 12/10/2013
  1. Board Directive
    The Board recognizes that students and families have certain privacy rights guaranteed under state and federal law.  Therefore, the Board directs the District Administration to develop policy which assures compliance with privacy requirements when certain information is obtained as part of a student's individual testing or evaluation program or as part of the general curriculum or school activity program.
  2. Administrative Policy
    This policy shall be administered according to federal and state Family Education Rights and Privacy Act (FERPA) laws and in accordance with the following administrative policy provisions. For the purposes of this policy, the term “parent” includes a legal guardian or other person standing in loco parentis (such as a grandparent or stepparent with whom the child lives, or a person who is legally responsible for the welfare of the child).
    1. Collection of Sensitive Information
      1. Written parental consent shall be required before students are administered a psychological or psychiatric:
        1. Examination
        2. Test
        3. Treatment
        4. Survey
        5. Analysis, or
        6. Evaluation

in which the evident intended effect is to cause the student to reveal information concerning one or more of the following sensitive areas about the student or any family member:

        1. Political affiliations or beliefs or, except as provided under UCA 53G-10-202 or rules of the state board, political philosophies;
        2. Mental or psychological problems;
        3. Sex behavior, orientation, or attitudes;
        4. Illegal, anti-social, self-incriminating, or demeaning behavior;
        5. Critical appraisals of others with whom the student or family member has close family relationships;
        6. Legally recognized privileged relationships, such as with lawyers, medical personnel, or ministers;
        7. Religious practices, affiliations, or beliefs of the student or student’s parent; or
        8. Income, other than as required by law to determine program eligibility.
      2. Prior written consent shall be required:
        1. In all grades, kindergarten through grade 12;
        2. Within the curriculum and other school activities; and
        3. Whether the information collected is personally identifiable or not.
      3. The following procedures dictate the validity of written consent:
        1. Written consent shall be considered valid only if notice was given in accordance with the notification requirements of this policy;
        2. The authorization shall only be valid for the activity for which it was granted;
        3. A written withdrawal of authorization submitted to the school principal by the authorizing parent terminates the authorization;
        4. A general consent used to approve admission to school or involvement in special education, remedial education, or a school activity does not constitute written consent under this section.
      4. Prior written consent should not be required:
        1. As part of a suicide prevention program as described in UCA 53G-9-702 where the parent has received notification and the ability to opt out of the process in accordance with the Notification section of this policy; or
        2. If there is a reasonable belief that there is an emergency, child abuse, neglect, or a serious threat to the wellbeing of the student in accordance with the Emergency Situations section of this policy.
      5. Sensitive information collected under this policy may be shared in accordance with the Family Educational Rights and Privacy Act (FERPA), 20 USC 1232g, and UCA 53E-9-308.
      6. Sensitive information collected from a survey may not be stored in a student’s Student Achievement Backpack as defined in UCA 53E-3-511.
      7. This policy does not limit the ability of a student to, under UCA 53G-10-203, spontaneously express sentiments or opinions otherwise protected against disclosure under this policy.
    2. Inspection of Instructional Materials
      1. The District shall provide notice and opportunity to a parent to inspect any instructional content that is provided to a student, regardless of its format, including printed or representational materials, audio-visual materials, and materials in electronic or digital formats (such as materials accessible through the Internet) used as part of the educational curriculum for the student.
        1. The opportunity to inspect instructional materials shall not extend to academic tests or academic assessments.
    3. Nonemergency, Invasive Physical Examinations
      1. The District shall provide notification to parents and the opportunity to opt out of nonemergency, invasive physical examination that is:
        1. Required as a condition of attendance
        2. Administered by the school and scheduled in advance; and
        3. Not necessary to protect the immediate health and safety of the student, or of other students.
      2. The term “invasive physical examination” means any medical examination that involves the exposure of private body parts, or any act during such examination that includes incision, insertion, or injection into the body, but does not include a hearing, vision, or scoliosis screening.
      3. The policy does not apply to any physical examination or screening that is permitted or required by an applicable Utah law, including physical examinations or screenings that are permitted without parental notification.
    4. Marketing Surveys
      1. The District shall provide notice of and an opportunity to opt out of activities involving collection, disclosure, or use of personal information collected from students for marketing or to sell or otherwise distribute the information to others.
        1. The requirement to provide notice and the opportunity to opt out does not apply to the collection, disclosure, or use of personal information collected from students for the exclusive purpose of developing, evaluation, or providing educational products or services for, or to, students or educational institutions, such as the following:
          1. College or other postsecondary education recruitment, or military recruitment
          2. Book clubs, magazines, and programs providing access to low-cost literary products
          3. Curriculum and instructional materials used by elementary and secondary schools
          4. Tests and assessments used by elementary schools and secondary schools to provide cognitive, evaluative, diagnostic, clinical, aptitude, or achievement information about students (or to generate other statistically useful data for the purpose of securing such tests and assessments) and the subsequent analysis and public release of the aggregate data from such tests and assessments
          5. The sale by students of products and services to raise funds for school-related or education-related activities
          6. Student recognition programs
    5. Notification
      1. The District shall provide notification to parents of this policy as follows:
        1. Notification at the beginning of each school year regarding this policy and within a reasonable period of time after any substantive changes to this policy;
        2. Notification at the beginning of each school year of any planned third-party surveys;
        3. Direct notification annually at the beginning of the school year by postal mail, hand, or email, including the specific or approximate dates, of any
          1. Marketing survey; or
          2. Nonemergency, invasive physical examination;
        4. Direct notification by postal mail, hand, or email, including the specific or approximate dates, annually at the beginning of the school year and at least two weeks prior to the administration of any collection of sensitive information. This notice shall also include:
          1. An Internet address where the parent can view the exact survey to be administered to the parent’s student, and a notice that a copy of the survey questions will also be made available at the school.
          2. Notice that a parent has a reasonable opportunity to obtain in writing the following information concerning the survey:
            1. Records or information, including information about relationships, that may be examined or requested;
            2. The means by which the records or information shall be examined or reviewed;
            3. The means by which the information is to be obtained;
            4. The purposes for which the records or information are needed;
            5. The entities or persons, regardless of affiliation, who will have access to the personally identifiable information; and
            6. A method by which a parent of a student can grant permission to access or examine the personally identifiable information.
      2. The two week's notice requirement for a collection of sensitive information may be waived in the following circumstances:
        1. In response to a situation which a school employee reasonably believes to be an emergency, or as authorized under UCA 62A-4a-4, Child Abuse or Neglect Reporting Requirements;
        2. By order of a court; or
        3. After receiving notice of a collection of sensitive information protected by this policy, a parent may waive the two week’s notice requirement.
    6. Training
      1. The District shall provide training for teachers and administrators on the implementation of this policy.
      2. District employees violating the provisions of this policy are subject to reprimand and possible adverse employment action, including probation or termination under the District's Orderly Termination policy (see policies DP316 NEG, DP316A NEG, DP316B NEG).
    7. Emergency Situations
      1. If a school employee, agent, or school resource officer believes a student is at-risk of attempting suicide, physical self-harm, or harming others, the school employee, agent, or school resource officer may intervene and ask a student questions regarding the student’s suicidal thoughts, physically self-harming behavior, or thoughts of harming others for the purposes of:
        1. Referring the student to the appropriate prevention services; and
        2. Informing the student’s parent without delay.
      2. If the matter has been reported to the Division of Child and Family Services within the Department of Human Services, it is the responsibility of the division to notify the student’s parent of any possible investigation, prior to the student’s return home from school.
      3. School employees, agents, or school resources officers shall use the minimum degree of intervention to accomplish the goals of this policy.
    8. Students Who Have Turned 18 and Emancipated Minors
      1. The rights to notification and opt out shall transfer to the student when the student turns 18 years old or is an emancipated minor.
        1. The notification shall be given to and written consent required from the parent in all grades, kindergarten through 12, regardless of the student’s age, before a collection of sensitive information shall be administered.

Published on
  • Effective: 6/29/1999
  • Revision: 9/8/2009
  • Reviewed: 12/10/2013
  1. Board Directive
    The Board recognizes the value of a competent, professionallyeducation support professionals staff and authorizes establishment of an Educational Support Professionals Professional Improvement Committee  (ESPPIC) to encourage, guide, and reward the professional development of education support professionals staff.
  2. Administrative Policy
    The Administration shall administer this policy in accordance with the following administrative policy provisions:

    1. Membership
      The Jordan School District ESPPIC shall consist of the following members:

      1. The Administrator of Teaching and Learning or designee.
        1. The Administrator of Teaching and Learning or designee shall act as chairperson.
        2. The chairperson shall vote only in the case of a tie.
      2. Two principals (one elementary and one secondary)
        1. The two principals shall be nominated by the Administrators of Schools and will serve two-year terms.
        2. The elementary principal term expires on the odd year, and the secondary principal term expires on the even year.
      3. One representative from each of the following advisory committees: District Office Support Staff (DOSS), Custodial, Maintenance, Transportation, Central Warehouse, Secretaries, Nutrition Services, Instructional Assistants.
        1. Advisory committee representatives shall be nominated by the employee agent group and approved by the Superintendent.
        2. Representatives will serve two-year terms. Custodial, Maintenance, DOSS, and Nutrition Services terms expire on the odd years, and Central Warehouse, Transportation, Instructional Assistants, and Secretaries terms expire on the even years.
      4. One representative from the employee agent group presidency.
    2. Schedule of Meetings
      ESPPIC meetings shall be held on the first Thursday of the month.  Meetings will be scheduled as often as business requires.  Minutes shall be recorded and distributed to committee members.
    3. Functional Responsibilities
      1. The ESPPIC shall review all in-service requests for credit and make recommendations regarding approval.  Upon ESPPIC approval, the Administrator of Teaching and Learning shall sign the in-service requests.
        1. Any District education support professional may submit to the ESPPIC a request for a specific in-service course.  The Staff Development Office will then arrange for the class according to District policy provisions.
        2. The in-service class must be approved by ESPPIC before the class begins.
        3. Only requests received by the 25th of the month will be assured consideration at the next ESPPIC meeting.
        4. The request must meet an established District need.
      2. The ESPPIC shall review course evaluations and make recommendations based upon the results.
      3. The school principal or his/her designee shall serve as the in-service information disseminator at each school.
      4. Upon completion of the in-service course, the participant will be given a certificate of completion that the participant may submit for inclusion in his/her personnel file.

2/25/2020: Board of Education approved the term “Education Support Professionals” to replace “Classified” to describe personnel not licensed as educators.

Published on
  • Effective: 12/8/1998
  • Revision: 4/27/2021
  1. Board Directive
    1. Purpose
      The Board recognizes the need for specific procedures to govern procurement of equipment, supplies, textbooks, services, professional services and all aspects of construction.  The Board further recognizes that such procedures should provide for both quality and price consideration and should comply with all applicable state and federal procurement laws.  No purchase shall be made and no indebtedness shall be incurred by any officer or employee of the school district that exceeds the authority given in this administrative policy, except those authorized by the Board.  Utah Code 53G-4-405
    2. Adoption
      The Board adopts the rules and procedures set forth in the Utah Procurement Administrative Rule R33, adopted by the Chief Procurement Officer of the State of Utah.  This election is made pursuant to Utah Code Title 63G-6a also known as the “Utah Procurement Code” (UPC).
    3. Purchasing Authority
      The Board, in adopting this policy, acts pursuant to 63G-6a-103(39) and hereby grants approval and authority to the Jordan School District Purchasing Department (Purchasing Department) and such other designees as are stated in this policy to carry out the duties stated herein.
    4. Board Approval
      The Board shall approve procurement through either of the following methods:
      1. The Board shall approve an appropriation for the procurement identified in the District budget, or;
      2. The Board shall approve an individual purchase when made during the fiscal year if not previously individually approved as part of the District budget.  53A-3-405
    5. Compliance with State and Federal Law and Exemptions from Chapter
      This policy is not applicable to funds administered under the Percent-for-Art Program of the Utah Percent-for-Art Act.  This policy is not applicable to grants awarded by the State of Utah or contracts between the State of Utah and the District where the grant specifically requires expenditures be made to specific vendors for predetermined products.  This policy shall not prevent the District from complying with the terms and conditions of any grant, gift or bequest that is otherwise consistent with law.  When procurement involves the expenditure of federal assistance or contract funds, the District and Purchasing Department shall comply with mandatory applicable federal law and regulations not reflected in this policy.  63G-6a-107.
  2. Administrative Policy
    1. Purchasing Department Organization
      This section shall apply to all procurement by the District unless otherwise indicated.
      1. Purchasing Department
        There is established a Purchasing Department in the administration of Jordan School District.  The Purchasing Department shall be staffed by those administrators and support personnel as the Administration deems necessary and appropriate.  The Purchasing Department personnel may take any action of a procurement nature to advance the economic well-being and efficient operation of the District, so long as that action is not in conflict with the Utah Procurement Code, Utah Procurement Rules, the policies of the State Board of Education or policies of the Board of Education of Jordan School District.
      2. Director of Purchasing
        1. The Director of Purchasing (Director) is delegated the authority by the Board to carry out the procurement functions of the District and to ensure such functions are in accordance with established policies and written procedures.
        2. The Director may delegate, in writing, purchasing authority to other District employees as necessary to fulfill the purpose and philosophy of this policy.
        3. The Director is also given authority to withdraw delegated authority.
      3. Sole Source Procurement
        A contract may be awarded for a supply, service or construction item without using a standard procurement process when the Director or Business Administrator determines in writing that there is only one source for the required supply, service or construction and if it is in the best interest of the District not to seek competition. 63G-6a-802
      4. Emergency Procurement
        The Director or designee may authorize an emergency procurement without using a standard procurement process when an emergency condition exists.  When the Director authorizes an emergency procurement, he/she shall:
        1. Ensure that the procurement is made with as much competition as reasonably practicable while avoiding harm, or a risk of harm, to the public health, safety, welfare, or property; or protecting the legal interests of the District.
        2. After the emergency has abated, prepare a written document explaining the emergency condition that necessitated the emergency procurement.  UPC 63G-6a-804
      5. Contracts
        1. All procurement activities must be conducted in strict accordance with all applicable procurement laws, including the Utah Procurement Code and the Utah Public Officers’ and Employees’ Ethics Act.  District employees shall also comply with all District policies and procedures when making any purchases.
        2. Contracts must be approved by the Business Administrator or designee, according to procedures outlined in the Financial Accounting Manual.
        3. These procedures apply to any purchases or contracts over $5,000 made within the District, regardless of the source of the money to be expended or received.
      6. Description and Specification Development
        1. Product and service specifications are to be drafted by the requesting school or department and submitted with a requisition to the Purchasing Department.  If unable to do so, the Department will assist the requesting school or department to develop specifications.
        2. Specifications shall seek to promote the overall economy and best use for the purposes intended and encourage competition in satisfying the needs of the District, and may not be unduly restrictive.  63G-6a-111
    2. Small Purchases
      1. The purchase of items costing less than $80,000 shall be designated as a small purchase and must be approved by the Purchasing Department.
      2. Procurements shall not be artificially subdivided so as to constitute a small purchase.   UPC 63G-6a-506.
      3. The Board delegates to the Director, the authority to establish guidelines for small purchases.  Such guidelines shall be set forth in the Financial Accounting Manual which shall be at least as restrictive or more restrictive than the established state procurement rules and using sound accounting practices. R33-5-104
    3. Purchases $80,000 and Greater
      1. Except for bids which are approved by the Director under the amount of $80,000, or in the event of a sole source or emergency procurement, the District may proceed using a standard procurement process which is best suited for the District’s purposes and according to the requirements of the Utah Procurement Code.
      2. All purchases $80,000 and greater shall be approved by the Board of Education.
    4. Procurement of Construction and Related Services
      The rules and procedures regarding procurement of goods and services under Section II of this policy shall apply to the procurement of construction services, except as outlined below.
      1. Direct Award without Competition
        1. $0 to $10,000
          Direct purchase using a signed and authorized purchase order by the originating department entered in the non-printed comments on the electronic purchase order system.
        2. Over $10,000 to $40,000
          Direct purchase using a signed and authorized purchase order by the originating department selected from a list of prequalified vendors solicited by the Purchasing Department.
        3. Over $40,000 to $150,000
          Competition must be solicited either using at least three (3) written quotes or following the standard bid process outlined in the Utah Procurement Code.
      2. Solicitation Type
        The Purchasing Department shall determine which method of construction contracting management is to be used for each particular project.  The Department shall execute and include in the contract file a written statement setting forth the facts, which led to the selection of a particular method of construction contracting management for each project.  63G-6a-1302
      3. Architects and Engineers
        1. A licensed architect or engineer shall prepare the plans and specifications for the construction or alteration of school buildings.
        2. The selection of an architect or engineer shall follow the most recent adoption of the Utah Procurement Code and Utah Office of Education rules and requirements.
        3. Architect and engineering services estimated to be under $150,000 will be selected from a prequalified pool of firms to provide design services.
        4. Architect services estimated to be $150,000 and above must be approved by the Board of Education.  Contracts may be signed by the Business Administrator after a project has been approved by the Board, as all fees are negotiated between the District and the architect, since the final dollar amount of the contract is often undetermined and based upon a percentage of the construction bid price.
      4. Limited Compliance with Local Zoning Ordinances
        The District shall comply with local zoning and land use ordinances except as follows:
        1. The District is not required to comply with a local municipality or county regarding its land use or zoning ordinances with respect to:
          1. Landscaping;
          2. Fencing;
          3. Aesthetic considerations;
          4. Construction methods or materials;
          5. Building codes;
          6. Building use for educational services; or
          7. Use or construction of temporary class rooms on school property.
        2. The District, at its discretion, is not required to participate in the cost of any study or construction of any sidewalk unless:
          1. The sidewalk is necessary for the safety of school children; or
          2. The sidewalk is on or contiguous to school property.
        3. The District is not required to participate in the cost of any study or construction of any roadway unless the roadway is necessary to connect an otherwise isolated school site to an existing roadway.
        4. The District shall not pay fees to either the county or a local municipality unless:
          1. The District has elected not to provide its own inspectors to inspect school construction or otherwise fails to provide for inspections; in such case, the District must pay local municipal inspection fees;
          2. The fee relates to an impact fee for an improvement project that is reasonably related to the impact of the District’s project upon the need that the improvement is to address; or
          3. The cost imposed is necessary to avoid unreasonable risks to health or safety.
        5. The District shall provide its own inspectors to inspect school District construction whenever possible.
      5. Change Orders
        1. Under a construction contract, any change order which increases the contract amount shall be subject to prior written certification that the change order is within the determined project or contract budget.  The certification shall be made by the Administrator of Auxiliary Services.  The change order shall be signed by the Business Administrator.
        2. If the certification discloses a resulting increase in the total project or contract budget, the Business Administrator shall not execute or make the change order unless sufficient funds are available for the scope of the project or the contract is adjusted to permit the degree of completion feasible within the total project or contract budget as it existed prior to the change order under consideration.  63G-6a-1207
        3. In order to assure that construction work proceed without interruption, the Administrator of Auxiliary Services is authorized to approve change orders up to $30,000 without prior approval, if the change order is within the budget.
    5. Protests and Remedies
      The following provisions apply to all competitive bids or competitive requests for proposals, including construction procurement.
      1. Protests
        1. Protest Officer
          The Director of Purchasing is designated as the protest officer for the District, and as such will follow requirements outlined in 63G-6a-1603 and the rules defined in the Utah Administrative Code section R33-16.
        2. Submitted in Writing
          1. Any actual or prospective bidder, offer or contractor who is aggrieved in connection with the solicitation or award of the contract may protest to the Director of Purchasing.
          2. A protest with respect to a standard procurement shall be submitted in writing prior to the opening of bids or the closing date for proposals unless the aggrieved person did not know or should not have known of the facts giving rise to the protest prior to bid opening or the closing date for proposals.
          3. The protest shall be submitted in writing within seven (7) calendar days after the aggrieved person knows or should have known of the facts giving rise to the protest.
          4. The Director has the authority, prior to the commencement of an action in court concerning the controversy, to settle and resolve the protest.
          5. Failure to submit a timely protest shall constitute a waiver of such right.  63G-6a-1602
        3. Stay of Proceedings
          In the event of a timely protest, the Department shall not proceed further with the solicitation or with the award of the contract until all administrative and judicial remedies have been exhausted or until the Director makes a written determination that the award of the contract without delay is necessary to protect substantial interests of the District.
        4. Appeal of Decision
          Under provisions outlined in 63G-6a-1702, any person that has successfully submitted a protest under the above requirements may appeal to the Utah State Procurement Policy Board if a decision made by the protest officer is not in their favor.
    6. Conflict of Interest as Applied to Purchasing
      1. Definition
        1. For purposes of this policy, a conflict of interest exists when any employee puts his/her interest or the interests of some other individual(s) or entity ahead of or in opposition to the interests of the School District.
        2. Employees must avoid all situations that create even the appearance of a conflict of interest.
      2. Conflict of interest restrictions shall apply to all members of the Board of Education, Officers of the Board, Administrators of Schools, school and district-level administration or any employee of the District.
      3. No one who has a financial or other interest in the transaction shall participate in the selection, award, or administration of a contract or purchase agreement.
      4. Employees of the District shall comply with and be subject to Part 24 of the Utah Procurement Code, titled “Unlawful Conduct and Penalties.”
      5. Knowing and willful violation of the conflict of interest policy by District employees is cause for personnel action and, in accordance with due process procedures, may result in termination.
    7. Purchasing Cards
      The purpose of the purchasing card is to establish a more efficient, cost-effective method of purchasing and payment for small-dollar transactions.  The purchasing card is designed to replace a variety of processes including petty cash, NPOs, small dollar purchase orders and certain open purchase orders.
      1. Only designated employees may, in the process of conducting District business, use the District’s authorized purchasing cards for purchases in strict accordance with the District’s purchasing card policies and procedures as found in the District’s Financial Accounting Manual.
      2. Purchasing cards have a single transaction limit of $5,000 unless a greater limit has been pre-approved by the Department.
      3. Card usage will be audited regularly.