east grand rapids public schoolsthe james e. morse administration center at woodcliff, 2915 hall...

EAST GRAND RAPIDS PUBLIC SCHOOLS

Kent County, Michigan

BUDGET HEARING of the East Grand Rapids Board of Education The James E. Morse Administration Center at Woodcliff, 2915 Hall Street SE East Grand Rapids, MI 49506.

For Information: Phone 616-235-3535.

Monday, June 5, 2017 6:00 p.m.

AGENDA 1. Meeting Called to Order

2. Acknowledgment of Guests

3. Public Comments

4. Board Secretary’s Report: Communications to and from the Board – Beth Milanowski

PRESENTATION / DISCUSSION ITEMS

5. EGRNow! Check Presentation – Amy Stuursma

6. Budget Hearing: 2017-2018 General Fund Budget – Kevin Philipps (Enclosure #6)

7. Public Comments

ACTION ITEMS – CONSENT AGENDA Background: In order to save time during the meeting, we are using a Consent Agenda. Items in the Consent

Agenda include those that are considered routine or have been previously discussed by the Board

of Education. Any Board Member may request to have any item removed for a separate

discussion and vote.

Recommendation: Motion to approve items in the Consent Agenda Numbers 8 through 10.

8. Approval of Minutes of REGULAR Meeting of 5/15/2017 (Enclosure #8)

9. Approval of Payment of Bills – May 2017 (Enclosure #9)

10. Second Reading and Approval of New and Revised Policies (Enclosure #10)

OTHER ACTION ITEMS

11. Approval of 2017 Millage Rates for the General Fund Budget, Debt Retirement, Sinking Fund,

and Recreation Millage (Enclosure #11) – Kevin Philipps

ADMINISTRATIVE REPORTS

12. Superintendent

13. Assistant Supt. of Business

14. Assistant Supt. of Instruction

15. Adjournment

Minutes for this meeting will be available in the Superintendent’s Office at 2915 Hall Street SE, East Grand Rapids, MI 49506. ** If you plan to attend and have a special need and require accommodation to attend this meeting, please contact

Dr. Sara Magaña Shubel, Superintendent, at 616-235-3535.

Superintendent’s Office – 6/2/2017

June 5, 2017

Public Hearing

on the

2017-2018 General Fund Budget

“Tradition of Excellence”

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BOARD ENCLOSURE June 5, 2017 Item No. 6

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Budget Presentation

2016-2017 Final Proposed Budget Amendment Major changes since October

Proposed 2017-2018 Sinking Fund, Debt Retirement, Jt. Facilities budgets

General Fund Budget Background and History Annual Budget History Fund Balance History State Revenue, Student Enrollment & Personnel Expense Trends Bulletin 1014 Comparison & History

2017-2018 Proposed General Fund Budget & Budget Assumptions

Future Year Budget Projections Budget Assumptions Future Internal Challenges Future External Challenges

Discussion/Questions



The Budget is a product of our Strategic Plan “Educating and inspiring each student to navigate successfully in a

global community”

Budget is limited to the resources received

Budget is a financial roadmap that changes daily

Future years will bring additional financial challenges to overcome

State budget challenges

Internal budget challenges

EGRNow!

Enhancement Millage

State Funding

Three legs of our “funding stool”, without all three legs, we can’t provide the educational program our students deserve.


2016-2017

Final Budget Amendment


2016-2017 Final Budget Amendment

OctoberAmendment Proposed Final

Amended to Final

Variance

Revenues $29,084,951 $29,389,084 $304,133

Expenses $29,155,751 $29,468,491 $312,740

Change in Fund Reserve ($70,799) ($79,407) ($8,608)

Beginning Fund Reserve $2,429,109 $2,429,109

Ending Fund Reserve $2,358,310 $2,349,702

Ending Fund Reserve % 8.1% 8.0%


Variances from Amended

Change in Revenues: Increase of $304,133 State Section 147(c) Funding: $128,000 E-Rate Refunds: $80,000 County Act 18 Funding: $76,000 Title I & II Carryover: $56,700 Others: ($36,567)

Change in Expenses: Increase of $312,740 State Section 147(c) expenses: $128,000 E-Rate Tech Capital Outlay & Prof Dev: $80,000 Title I & II: $56,700 Dental Claims: $50,000 Others: ($1,960)


2017-2018 Sinking Fund Budget

2016-2017 2017-2018

Revenue $330,000 $336,000

Expenses $200,000 $235,000

Net Change $130,000 $101,000

Unreserved Fund Bal. $433,725 $534,725

Reserved Fund Bal. (Turf) $372,500 $412,500


Long-Term Sinking Fund Plan

2017-2018 2018-2019 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024

Beginning Balance $433,725 $534,725 $686,725 $762,725 $867,725 $814,725 $959,725

Revenues $336,000 $342,000 $348,000 $355,000 $362,000 $370,000 $377,000

Athletic Turf Fund $40,000 $40,000 $40,000 $40,000 $40,000 $40,000 $40,000

HS Gym Resurfacing $45,000

Memorial Bleachers $250,000

Parking Lot Resurfacing $82,000 $60,000 $60,000

Others $150,000 $150,000 $150,000 $150,000 $125,000 $125,000 $125,000

Total Expenses $235,000 $190,000 $272,000 $250,000 $415,000 $225,000 $165,000

Ending Unreserved Bal $534,725 $686,725 $762,725 $867,725 $814,725 $959,725 $1,171,725


2017-2018 Debt Fund Budget

2016-2017 2017-2018

Tax Collections $6,590,230 $6,845,786

School Bond Loan Fund $2,986,880 $2,737,080

Total Revenues $9,577,110 $9,582,866

Expenses $9,577,110 $9,582,866

Net Change $0 $0

Ending Fund Balance $51,970 $51,970

Millage Levied 9.95 9.95


2017-2018 Jt. Facilities Capital Budget

2016-2017 2017-2018

Revenue – City $45,000 $45,000

Revenue - Schools $45,000 $45,000

Total Revenue $90,000 $90,000

Expenses $26,536 $33,500

Net Change $63,464 $56,500



Long Term Jt. Facilities Plan

2017-2018 2018-2019 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024


Revenues $90,000 $90,000 $90,000 $90,000 $90,000 $90,000 $90,000

Tennis Courts $13,500 $15,000 $47,500 $7,500 $11,500

Playgrounds $100,000 $100,000 $100,000 $100,000

Athletic Fields $40,000

Pool Repair Reserve $15,000 $15,000 $15,000 $15,000 $15,000 $15,000 $15,000

Others $5,000 $0 $0 $10,000 $0 $0 $0

Total Expenses $33,500 $130,000 $62,500 $172,500 $26,500 $115,000 $115,000

Ending Balance $167,970 $127,970 $155,470 $72,970 $136,470 $111,470 $86,470


General Fund Budget

Background & History


Annual Budget Results

Revenues ExpensesChange in Fund

ReserveUnreserved

Fund Reserve

2006-2007 $27,560,262 $26,934,247 $626,015 $4,234,595

2007-2008 $27,781,528 $27,356,229 $425,289 $4,659,884

2008-2009 $27,716,932 $27,692,998 $23,934 $4,683,818

2009-2010 $27,994,587 $28,326,870 ($332,283) $4,351,535

2010-2011 $28,091,151 $28,193,600 ($102,449) $4,249,086

2011-2012 $27,417,080 $28,078,187 ($661,107) $3,587,979

2012-2013 $27,366,223 $28,115,046 ($748,823) $2,839,156

2013-2014 $27,315,275 $27,945,741 ($630,466) $2,210,806

2014-2015 $27,066,219 $27,994,450 ($928,231) $1,672,479

2015-2016 $27,630,857 $26,894,227 $736,630 $2,429,109

* Revenues and expenses from School Aid Fund contribution to MPSERS removed (Section 147c), which started in 2012-2013

Fund Reserve History

15.72%

17.03% 16.91%

15.36% 15.07%

12.78%

9.99%

7.67%

5.70%

8.50%

0.00%

2.00%

4.00%

6.00%

8.00%

10.00%

12.00%

14.00%

16.00%

18.00%

2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016

Fund Reserve Percentage Minimum Fund Reserve Preferred Fund Reserve



State Funding History

2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17

2016-17Vs

2008-09

Foundation Allowance $7,867 $7,867 $7,867 $7,397 $7,397 $7,450 $7,500 $7,628 $7,737 ($130)

Section 147(a) $0 $0 $0 $102 $106 $69 $78 $78 $72

Section 20(f) Hold Harmless

$0 $0 $0 $0 $0 $0 $0 $17 $17

Best Practices Grant $0 $0 $0 $100 $52 $52 $50 $0 $0

Performance Funding Grant

$0 $0 $0 $0 $0 $40 $70 $0 $0

Total State Funding $7,867 $7,867 $7,867 $7,599 $7,555 $7,611 $7,698 $7,723 $7,826 ($41)


Student Enrollment History

1999-2000 2,646

2000-2001 2,700

2001-2002 2,778

2002-2003 2,854

2003-2004 2,878

2004-2005 2,893

2005-2006 2,972

2006-2007 3,009

2007-2008 3,010

2008-2009 2,977

2009-2010 2,998

2010-2011 3,005

2011-2012 2,992

2012-2013 2,987

2013-2014 2,996

2014-2015 2,940

2015-2016 2,952

2016-2017 2,938

Blended Full Time Equivalent (FTE) is calculated using 10% of the prior spring countand 90% of the current year (fall count)


Personnel Expense Trend

(2008-2009 to 2016-2017 Budget)

Wages Health TotalRetirement

RetirementOffsets

Net Retirement

2008-2009 $15,773,478 $2,890,277 $2,594,430 $0 $2,594,430

2009-2010 $16,001,020 $2,925,490 $2,634,789 $0 $2,634,789

2010-2011 $15,792,998 $2,908,473 $3,101,768 $0 $3,101,768

2011-2012 $15,824,414 $3,092,473 $3,734,246 $304,634 $3,429,612

2012-2013 $15,764,475 $2,471,727 $4,145,622 $618,763 $3,526,859

2013-2014 $15,533,137 $2,509,419 $4,628,377 $1,058,811 $3,569,566

2014-2015 $15,430,045 $2,720,728 $5,429,796 $1,687,786 $3,742,010

2015-2016 $14,517,593 $2,741,005 $5,397,475 $1,721,212 $3,676,263

2016-2017 (Budget) $14,812,605 $2,783,298 $5,423,616 $1,847,823 $3,575,793

Net Change since 2008-2009 ($960,873) ($106,979) $2,829,186 $1,847,823 $981,363


MPSERS State Retirement History

Difference between total cost and district cost is School Aid Fund contribution to MPSERS

24.79% 25.78% 25.78% 24.94% 25.56%16.94%

20.66%

24.46%25.92%

29.35%

34.58%36.31% 36.64% 36.88%

2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18

State Retirement Contribution Rate

District Contribution Rate Total Implicit Retirement Rate


Bulletin 1014 – 6 year trend

2010-11 2011-12 2012-13 2013-14 2014-15 2015-16

Total Sample 786 797 813 829 841 839

General Fund Revenues 282nd 186th 253rd 288th 304th 295th

Expenses:

• Basic Program 101st 52nd 59th 60th 58th 63rd

• Added Needs 695th 703rd 706th 735th 735th 767th

• Instructional Support 148th 147th 192nd 180th 203rd 278th

• Operations & Maintenance 303rd 309th 658th 638th 675th 648th

• Business & Administration 386th 476th 482nd 523rd 498th 589th

Total GF Expenses 254th 202nd 236th 241st 242nd 342nd

Avg. Teacher Salary 47th 44th 53rd 45th 42nd 52nd

* 2012-13 drop in rankings for general fund revenues and operations & maintenance is the result of separating recreational millage revenue and related expenses from the General Fund


2017-2018

Proposed Budget

& Assumptions


2017-2018 Budget Assumptions

Revenue Assumptions: Foundation Allowance: $7,837 ($100/pupil increase)

House Budget Proposal (State budget not yet finalized) Student Enrollment: 2,935 FTE’s (2,938 in 2016-2017) Enhancement Millage: $211/pupil ($617,000) EGRNow!: $254,499

Expense Assumptions: Salary Formula:

Step increase, 2016-17 1% base scale increase repealed Overall increase: 1.1%

Health Care: 3.3% state cap increase (MESSA), WMHIP 5.8% Retirement Rate: 25.56% (24.94% in 2016-17)

Offset by additional state Section 147(a) retirement offset funding

Staffing: 2.5 FTE teaching increase 1.5 FTE additional staff at high school 1.0 FTE additional kindergarten (9 sections vs. 8 in 2016-17)

Utilities: 5% increase


2017-2018 Proposed Budget

2016-2017 Proposed Final

2017-2018Proposed Original

Increase/(Decrease)

Revenues $29,389,084 $30,163,771 $774,687

Expenses $29,468,491 $30,115,893 $647,402

Change in Fund Reserve ($79,407) $48,378 $127,285





2016-17 to 2017-18

Increase in Revenues: Increase of $774,687 Enhancement Millage: $617,000 State Funding: $449,221

$100 per pupil increase: $293,500 Increase in Section 147(a): $90,000 At-Risk Funding: $25,000

EGRNow! ($406,000 to $254,499): ($151,501) County Act 18 Funding: ($55,000) Others: ($85,033)

Increase in Expenses: Increase of $647,402 Teacher Staffing Increases (2.5 FTE): $250,000

1.5 FTE at high school, 1.0 FTE in kindergarten

Salary/Wage Increase (1.1%): $200,000 Health Care (3.3%): $90,000 Retirement (24.94% to 25.56%): $90,000 Long-Term Subs to Full Time Staff: $40,000 Others: ($22,598)


2017-2018 Budget Sensitivity Analysis

2,900 stud.$0/pupil

2,915 stud.$50/pupil




Revenues $29,880,550 $30,001,930 $30,163,771 $30,285,151 $30,406,531

Expenses $29,881,884 $30,115,393 $30,115,893 $30,327,674 $30,327,674

Change in Fund Reserve

($1,334) ($113,463) $48,378 ($42,523) $78,857

Beginning Fund Reserve

$2,349,702 $2,349,702 $2,349,702 $2,349,702 $2,349,702

Ending Fund Reserve $2,348,369 $2,236,240 $2,398,080 $2,307,179 $2,428,560

Ending Fund Reserve % 7.9% 7.4% 8.0% 7.6% 8.0%

Salary Formula No increase

Step Increase, less 1% scale

reduction

Step Increase,less 1% scale

reduction

Step Increase(2.1%)

Step Increase (2.1%)

* Per pupil increase scenarios are based on 2,935 students at each change in increase


Future Years Budget Projections

& Internal/External Challenges


State Funding Projection

(In Millions $) 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21

School Aid Fund Revenues $11,747.1 $12,118.7 $12,609.9 $12,970.5 $13,330.5 $13,703.6 $14,088.3

Year over Year Growth $226.6 $371.6 $491.2 $360.6 $360.0 $373.1 $384.7

Growth % 2.0% 3.2% 4.1% 2.9% 2.8% 2.8% 2.8%

MPSERS Contribution ($274.0) ($216.5) ($90.0) ($27.0) ? ? ?

Net Incremental Funds ($47.4) $155.1 $401.2. $333.6 $360.0 $373.1 $384.7

Projected Students 1,500,000 1,496,000 1,490,700 1,486,500 1,482,000 1,482,000 1,482,000

Incremental Funds/student ($32) $104 $269 $224 $243 $252 $260

Actual/Projected Increase in Funding/pupil

$50 $25 $109 $100 $100 $100 $100

GF Contribution to SAF $45.9 $226.0 $215.0 ? ? ?


EGR Schools Foundation

2012-2013 $520,470

2013-2014 $270,855

2014-2015 $145,400

2015-2016 $255,310

2016-2017 $406,000

2017-2018 $254,499

6-Year Average $308,755

2018-2019 (Budget) $150,000

2019-2020 (Budget) $150,000


Enrollment Projections

2016-2017 2017-2018 2018-2019 2019-2020

Previous Year Enrollment 2,940 2,938 2,935 2,890

Graduating Seniors 226 240 267 244

Incoming K/Young 5s 157 180 180 180

Schools Of Choice 24 21 20 20

Community Growth 43 36 22 29

Actual / Projected Growth 2,938 2,935 2,890 2,875

• Grades K-5 = 206 per grade, Grades 6-12 = 244 per grade• 206 per grade = 2,678 district wide, 244 per grade = 3,172 district wide


Expense Assumptions

Salary/Wages: 1.0% overall increase $150,000 in salary/wages, $200,000 total cost with Ret/FICA Salary formula will sunset June 30, 2018

Staffing: Staffing maintained at 2017-2018 levels

Health Insurance: 2.5% annual increase in state contribution cap $75,000 increase in cost

Retirement Rate: Maintained at 25.56%



Future Years Projection


2018-2019Forecast

2019-2020Forecast

Revenues $30,163,771 $30,070,008 $30,299,455

Expenses $30,115,393 $30,115,393 $30,646,772

Change in Fund Reserve $48,378 ($302,735) ($347,317)

Beginning Fund Reserve $2,349,702 $2,398,080 $2,095,345

Ending Fund Reserve $2,398,080 $2,095,345 $1,748,028

Ending Fund Reserve % 8.0% 6.9% 5.7%

State Foundation Allowance $7,837 $7,937 $8,037

State Per-Pupil increase $100 $100

Student Enrollment 2,935 2,890 2,875

EGRNow! $254,499 $150,000 $150,000

Salary/Wage increase 1.1% 1.0% 1.0%


State Budget Challenges

State General Fund Budget: Projected $2 billion budget gap by 2023

Repeal of PPT: $493 million Dedicated road funding: $600 million Increased homestead exemption: $218 million MEGA tax credits: $589 million State’s unrestricted general fund budget is $10.3 billion $2 billion gap doesn’t include a cyclical economic recession

How does that affect state K-12 funding? School Aid Fund projected to fund over $600 million of community college and

higher education costs in 2017-2018. General fund transfers $215 million to School Aid Fund. Net loss of $400 million to School Aid Fund for K-12 in 2017-2018.

Beyond the $400 million in School Aid Fund support of higher education, $1.3 billion of the general fund is allocated for higher education.

As the general fund budget gap grows, will the $1.3 billion in higher education appropriations transfer to the School Aid Fund?



Closing of MPSERS Defined Benefit program to new employees: Political battle between legislature and Governor that is holding up completion of state

budget Major issue is the additional annual costs to make the transition

Additional costs of a defined contribution plan vs. normal cost of defined benefit Additional cost of the unfunded liabilities of the program due to lowering the rate of

return assumption Estimated additional cost $410 million in 2019, growing to $669 million by 2027 (House

Fiscal Agency) $46.4 billion over 40 years

Where will additional money come from? House and Senate budgets attempted to set aside $300 million in 2017-18 budget to

jumpstart the transition May revenue conference lowered general fund revenues, impacting ability to set aside

the $300 million Eventually, additional cost will be at the expense of K-12 schools, either through

increased retirement rate, additional use of School Aid Fund dollars, or combination of both


Internal Budget Challenges

Student Enrollment: Based on current data, next five years project a sizable decrease in student enrollment Birth rates have stabilized, but not returned to levels seen 10 years ago Expenses cannot be reduced at the same level as the loss of revenue from declining enrollment

without affecting student programs

Employee compensation (recruiting & retaining talent): Pay scales have increased 1% in the last six years Salary formula negotiated two years ago was a model of collaboration and equity, but state

support hasn’t been strong enough for employees to benefit as much as they deserve. Increasing difficulty to stay competitive, both within the K-12 industry and outside of K-12 to

attract the talent we need to achieve our goals The budget challenges at the state level are going to increase our difficulty to be competitive

going forward $140 per student increase in foundation allowance to be able to pay employees a step increase

Last increase of $140 per pupil or more was 2006-2007 ($210/pupil)


Summary

General Fund budget is in a position of greater stability right now After 6 years of significant use of fund balance 2015-2016 – positive structural balance 2016-2017 – small budgeted deficit, hopefully balanced when year ends 2017-2018 – proposing positive structural balance

Local initiatives in place to support all budgets General Fund:

Recreational millage County enhancement millage EGRNow!

Joint Facilities: Turf replacement fund Community pool repair reserve

Sinking Fund: Ability to ask community to include technology & security purchases in the future

Will we be able to weather the state’s likely future fiscal storm Potential devastating budget gap in state’s general fund in next five years Cost of retirement system: What is right solution? How much will it cost? Economic slowdown will eventually occur, but not included in financial scenarios

Student enrollment pressures Loss of revenue will be a significant budget pressure, as costs will not reduce at same pace


Questions/Discussion?

Our Mission

Educating and inspiring each student

to navigate successfully

in a global community

EAST GRAND RAPIDS PUBLIC SCHOOLS Kent County, Michigan

REGULAR MEETING of the East Grand Rapids Board of Education The James E. Morse Administration Center at Woodcliff

2915 Hall Street SE, East Grand Rapids, MI 49506

Monday, May 15, 2017

MINUTES

The REGULAR MEETING of the East Grand Rapids Public Schools Board of Education, Kent County, Michigan, was held on Monday,

May 15, 2017, in Community Board Room at the James E. Morse Administration Center, 2915 Hall Street SE, East Grand Rapids, MI 49506.

BOARD OF EDUCATION Present: Robert Wolford, Elizabeth Welch, Beth Milanowski, Natalie Bernecker, Mark Hessler, Brad Laackman

Absent: Brian Coles

Administration: Dr. Sara Magaña Shubel, Jeanne Glowicki, Kevin Philipps, Bill Behrendt, Doug Jenkins, Jenny Fee, Lori Johnston,

Anthony Morey, Shelly Schram, Carlye Allen, Caroline Breault-Cannon, Craig Weigel

Meeting Called to Order

President Wolford called the meeting to order at 6:00 p.m.

Acknowledgment of Guests - None

Public Comments – None

Board Secretary’s Report: Communications to and from the Board

The board received communication from Rolf and Emily Smith on student matters.

The board received a Thank You note from Tad VandenBrink for the Schuler gift card on the birth of his daughter, Lena Dawn.

High School Student Council President’s Report – No report.


First Reading of Revised Policies (Enclosure #6)

Dr. Shubel presented the policies that were reviewed by the Policy Review Committee as presented in Enclosure #6. A discussion was held

among the board and these policies will be presented for approval at the June 5 board meeting.

Brian Coles arrived at 6:01 p.m.

ACTION ITEMS - CONSENT AGENDA

Background: In order to save time during the meeting, we are using a Consent Agenda. Items in the Consent Agenda include those that are routine or have been previously discussed by the Board of Education. Any board member may request to have any

item removed for a separate discussion and vote. Recommendation: Motion to approve the items in the Consent Agenda, Numbers 7-9.

Approval of Minutes of REGULAR Meeting of 4/17/2017 (Enclosure #7)

Approval of Minutes of SPECIAL Meeting of 4/18/2017 – Superintendent Evaluation (Enclosure #8)

Approval of Payment of Bills – April 2017 (Enclosure #9)

Member Milanowski moved to approve Consent Agenda items 7-9. Member Coles seconded the motion. Motion passed 7-0.

DRAFT

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BOARD OF EDUCATION

May 15, 2017

Page 2

OTHER ACTION ITEMS

Resolution of Kent ISD School Board Election (Enclosure #10)

President Wolford provided background information regarding the Kent ISD School Board Election. Under Section 614(2) of the Revised

School Code, the board adopts the resolution of the Kent ISD School Board Election for the purpose of designating a voting delegate and

alternate from each constituent district as described in Enclosure #10.

Member Bernecker moved to adopt the Kent ISD School Board Resolution designating Member Coles as a voting delegate and Member Hessler

as an alternate representative as described in Enclosure #10. A discussion was held among the board. Member Welch seconded the motion.

Motion passed 7-0.

Approval of KISD Budget for 2017-2018 (Enclosure #11)

Background: The State of Michigan requires that local school boards review their ISD’s proposed budget and act in support or non-

support of the budget. The Finance Committee has discussed the KISD 2017-2018 budget and recommends support.

Recommendation: Motion to support the KISD 2017-2018 budget as presented.

Kevin Philipps, Assistant Superintendent of Business, provided background information on the KISD Budget for 2017-2018.

Member Hessler moved to approve the KISD Budget for 2017-2018 as presented in Enclosure #11. Member Laackman seconded the motion.

A discussion was held among the board. Motion passed 7-0.

Approval of the Superintendent’s Evaluation and Contract Extension

President Wolford reported that the board complied with the state mandate to conduct the annual evaluation of Dr. Shubel on

April 18, 2017, utilizing the MASB evaluation rubric. After a very thorough review, the board deemed Dr. Shubel to be highly effective. The

board complimented Dr. Shubel on student growth numbers and efforts in financial areas. A discussion was held among the board. The board

is recommending to extend Dr. Shubel’s contract by one year to June 30, 2020.

Member Milanowski moved to approve the Superintendent’s Evaluation and extend her contract by one year to June 30, 2020. Member Coles

seconded the motion. Motion passed 7-0.


Superintendent

Dr. Shubel congratulated the high school First Robotics Team for their accomplishments in competing in the world competition again this year

and shared that they did a great job in representing EGRPS.

Dr. Shubel congratulated the We The People team for their accomplishments in competing and earning recognition in the Top 10 in the national

competition.

Dr. Shubel announced that there are seven staff members in the district who will be receiving tenure as listed in Enclosure #13.

Dr. Shubel announced the upcoming dates of:

Baccalaureate – Tuesday, May 23 at 6:00 p.m. at Fountain Street Church

High School Graduation Ceremony – Thursday, May 25 at 7:00 p.m. at Memorial Field

Staff Retirement Breakfast – Thursday, June 8 at 8:00 a.m.

Assistant Superintendent of Business

Kevin Philipps presented an update of the 2017-2018 budget. He expressed gratitude to the community for their strong support of the

countywide enhancement millage. He shared that discussions around financial sustainability for the district include the “three legs of the stool”

which include state funding, the enhancement millage, and EGRNow! More information will be known following the May Revenue

Conference. Philipps shared that the district’s proposed budget will be presented at the June 5 Budget Hearing.

President Wolford acknowledged Lucy Shair and the Legislative Committee for getting information out to the community on the enhancement

millage. He also thanked Amy Stuursma, Executive Director the EGR Schools Foundation, and her team for their efforts with the EGRNow!

campaign and raising awareness that this is an opportunity to restore some positions that had previously been cut. A discussion was held among

the board.

BOARD OF EDUCATION

May 15, 2017

Page 3

Assistant Superintendent of Instruction

Jeanne Glowicki presented the modifications to the special education reproductive health curriculum. Modifications were made to provide

resources for special education students. She shared that there was no change in content to the curriculum. Glowicki expressed the team’s

appreciation for the time to work on these modifications. A discussion was held among the board.

Board Member Reports

Communications Committee – No reports

Facilities Committee – No reports

Finance Committee – Member Bernecker reviewed the items discussed on tonight’s agenda.

Joint Facilities Committee – Member Wolford reported that a meeting will be held on May 18.

Personnel Committee – Member Wolford reported that a meeting will be held on May 17.

Policy Review Committee – Member Wolford reported that a meeting was held and items were previously discussed this evening.

Legislative Liaison Committee – Member Welch reported that a meeting was held last week and the committee debriefed on the enhancement

millage. The Town Hall was well attended with good feedback received. Welch provided an update on current bills being considered. Liaisons

EGR Schools Foundation – Member Milanowski reported on EGRNow! The Gerken Open will be held on May 31.

Leadership & Youth Development (LYD) – Member Milanowski reported that the board met last week. Tommy Kawel, high school English

teacher, has agreed to join LYD as a staff coordinator and liaison. LYD board voted to not hold Healthy High in 2017/2018.

Community Action Council – No reports

Parks & Recreation – Member Hessler reported that he will meet with the Joint Facilities committee.

PTO Council – Member Wolford reported that a meeting was held at Breton Downs, and the next meeting is the annual luncheon.

Superintendent’s Advisory Council (SAC) – No reports.

Parent Advocates for Special Education (PASE) – Member Bernecker reported on communications, transitions, and great leadership with

PASE.

The next board meeting, the Budget Hearing, will be held on Monday, June 5, 2017, at 6:00 p.m.

ADJOURNMENT

President Wolford adjourned the meeting at 6:37 p.m. Respectfully submitted,

Beth Milanowski, Secretary

East Grand Rapids Public Schools Board of Education

* Minutes for this meeting will be available in the Superintendent’s Office at 2915 Hall St. SE, East Grand Rapids, MI 49506. The phone number is 235-3535. ** If you plan to attend and have a special need and require accommodation to attend this meeting, please contact Dr. Sara M. Shubel, Superintendent, at 235-3535. jmm 5/16/2017

BUSINESS OFFICE

MEMORANDUM

Date: June 5, 2017

To: Dr. Sara Magaña Shubel, Superintendent

The Board of Education

From: Kevin D. Philipps, Assistant Superintendent of Business

Subject: May 2017 Payment of Bills

APPROVE May General Fund (11) – checks #126147 through check #126207, with the

exception of voided check #126160, in the total amount of $697,642.56.

APPROVE May Athletic Fund (21) – checks #15420 through check #21503, with the exception

of voided check #15429 and #15430, in the total amount of $19,371.31.

APPROVE May Capital Projects (43) – checks #336 through check #337 in the total amount of

$9,575.95.

APPROVE May Student Activity Fund (61) – checks #25459 through #25551, with the

exception of check #25483 and #25492 and #25526, in the total amount of $95,952.15.

APPROVE May Joint Facilities Fund – no checks this month.

APPROVE May Debt Retirement – no checks this month.

KP/jmm

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POLICY REVIEW COMMITTEE Board Policy Review Form

Policy # and Name: See Below

Date: May 2017 Review Requested By: Administration/State and/or Federal Requirements

RECOMMENDATIONS:

3340 and 3340-R – Fees, Payments, and Rentals – Delete: Policy has been combined with 9250

5525 – Master Teachers – Delete: outdated policy

5500 – Teaching Staff Probation and Tenure – remove outdated language per MCL 38.83

8335 and 8335-R – Unlawful Substances and Other Criminal Acts (See e-cigarette article)

Short Description: Revised Policy to clarify the language and applicable consequences

Note: In May of 2016, the Food and Drug Administration issued the deeming rule, exercising its regulatory authority over

e-cigarettes as a tobacco product.

8345 – Assaults Committed by Students (See Support Material: Mandatory Factors Law, MASSP Presentation, MASB Presentation)


8381 – Emergency Restraint and Seclusion – New Policy as required by law

8383 – Procedures for Discipline (See Support Material: Mandatory Factors Law, MASSP Presentation, MASB Presentation)


8385 – Suspensions or Expulsions Required by Statute

(See Support Material: Mandatory Factors Law, MASSP Presentation, MASB Presentation)

Short Description: Revised Policy to follow recent legislation requiring school officials to consider various factors before

suspending or expelling a student and to consider the use of restorative practices. The new laws take effect August 1, 2017.

8390 and 8390-R – Suspension Procedures


Short Description: Revised Policy to follow recent legislation requiring school officials to consider various factors before suspending

or expelling a student and to consider the use of restorative practices. The new laws take effect August 1, 2017.

8395 – Expulsion Procedures



8940 and 8940-R – Student Records

Short Description: Revised Policy to follow recent legislation (PA 367-Pupil Privacy and PA 368-Student Online Personal

Protection Act)

9250 and 9250-R – Use of District Facilities (Delete Policy #3340 and 3340-R, to be combined with 9250)

Short Description: Revised Policy to streamline and clarify.

TIMELINE:

Date to Policy Committee: May 2, 2017, 2pm

Date to Full Board – 1st Reading: May 15, 2017

Date to Full Board – 2nd Reading and Approval: June 5 5/2017 jmm

http://www.egrps.org/documents/BoardOfEd/policies/e-cig2016ExecSummary.pdf

http://www.egrps.org/documents/BoardOfEd/policies/MandatoryFactorsLaw.pdf

http://www.egrps.org/documents/BoardOfEd/policies/MASSPPresentation.pdf

http://www.egrps.org/documents/BoardOfEd/policies/MASBPresentation.pdf










http://www.legislature.mi.gov/(S(0bkgxlzi2bh3cqwqmzb5spef))/mileg.aspx?page=getObject&objectName=mcl-380-1136-added

http://www.legislature.mi.gov/(S(4kfvsh4dl1wo3guffomrsdag))/documents/mcl/pdf/mcl-388-1293-new.pdf

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3340 Fees, Payments and Rentals (Cf. 9250) 3340

Building and facility use will be governed by policy set by the East Grand Rapids Board

of Education, and administered on a day-to-day basis according to the Rules and Regulations

established by the Superintendent and reviewed by the Board.

Federal Compliance

The District will comply with the provisions of the Boy Scouts of America Equal Access

Act, and will not discriminate against or deny access to groups protected by the Act.

Approved: June 9, 2003

LEGAL REF: 20 USCA §4071, et seq. (Equal Access Act); 20 USCA §7905 (Boy Scout Equal

Access Act).

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3340-R Fees, Payments and Rentals (Cf. 9250-R) 3340-R

Facility Use


of Education, and administered on a day-to-day basis according to the following Rules and

Regulations.

A. Priorities for Use

The priorities for buildings and grounds use of the East Grand Rapids Public Schools shall

be as follows:

1. Instructional purposes of the East Grand Rapids Public Schools.

2. Administrative-approved extra-curricular and co-curricular activities of the East Grand

Rapids Public Schools.

3. School organizations (Boosters, PTA, student groups, etc.)

4. East Grand Rapids Recreation Department programs.

5. Other individuals or organizations located in the school district.

6. Organizations or individuals from outside the district.

B. Application for Use of Facilities

Use of buildings and grounds will require the completion of an “Application for Use of School

Properties.” These applications are available in all district offices. The High School Athletic

Office will keep the Master Schedule for use of buildings and facilities with the exception of the

Performing Arts Center (P.A.C.) and Pioneer Auditorium to avoid conflicts. Each facility that is

to be used must be scheduled and approved at least one week in advance. Failure to do so may

result in the denial of the request. (See G. Miscellaneous)

Athletic fields and the community pool are scheduled through the City of East Grand Rapids

Recreation department.

3340-R Fees, Payments and Rentals (Cf. 9250-R) 3340-R-2

C. General Classifications of Groups or Individuals Using the School Facilities

1. Groups which generally are not charged a rental fee

a. Parent, district staff, coach, community member, and student who reserve on behalf

of groups organized specifically in the interest of local educational programs.

b. Recreation Department programs which are covered under the City/School Joint

Facilities Agreement.

The groups described above will not be charged for use of the facility unless one or more of

the following exceptions would be applicable:

a. If they request the use of the building when a custodian is not on duty.

b. If services requested by the organization cause additional school expense.

c. If the cleanup following the activity entails overtime or any other out-of-pocket

expense by the Board of Education.

The charges for items (a) through (c) will be determined by the Assistant Superintendent for

Business.

D. Authority to Deny

The Superintendent of Schools or Assistant Superintendent for Business shall have the

authority to deny the use of any facility if, in his/her judgment, such use would not be in the best

interest of the school district.

E. Conditions of Use

1. Holiday, Saturday or Sunday Use

Because these are days when district personnel are not normally on duty, special

approval will have to be secured from the Assistant Superintendent for

Business/Designee with the understanding that the charges for personnel will be billed

according to the approved fee schedule.


2. Use of Furniture and Fixtures

Use of equipment, furniture and fixtures common to the operation of the building and

grounds will be granted for use to the sponsoring organization and will be included in

such approval of facility use provided such use is requested in advance on the form

“Application for Use of School Properties.”

3. Use of Motor Vehicles

District-owned vehicles may not be assigned for use by non-district groups.

4. Cancellation by District

The Assistant Superintendent for Business may cancel any permit to use district

facilities for just cause.

5. Cancellation by Sponsoring Group

Any sponsoring group securing a permit to use district facilities may cancel such permit

without penalty with the exception of the Performing Arts Center (P.A.C.) and Wealthy

Pioneer Auditorium by notifying the person in charge of issuing the permit at least

forty-eight (48) hours prior to the scheduled use.

6. Non-Transferable Permits

a. Permits for building use are not transferable and must be used only by the

sponsoring group receiving the authorization.

b. Areas are assigned to only the group making the reservation. Doubling up or

inviting other groups to use the area simultaneously is prohibited.

7. Smoking, Food and Beverages

Smoking and the use or possession of drugs or alcoholic beverages is not allowed on

school district property and shall result in immediate cancellation of facility use

privileges. The consumption of food and non-alcoholic beverages shall be allowed

only in designated areas.


8. Public Safety Protection

a. Activities that attract large groups of people must be covered by adequate public

safety protection.

b. Determination of the need for public safety protection will be made by the person

in charge of the building or the Assistant Superintendent for Business.

c. The cost associated with providing public safety protection shall be paid by the

sponsoring organization.

9. Equipment

a. Equipment requested for use by the sponsoring group shall be operated only by an

operator that is satisfactory to the administrator of the building.

b. Should requested equipment be expensive or easily maladjusted or if the sponsoring

group does not have a competent operator, the sponsoring group shall pay for the

services of an operator. (i.e., Food Service equipment, High School Performing

Arts Center, and Pioneer Auditorium lighting, controls, etc., will require the hiring

of qualified school personnel.)

c. Sponsoring groups are not permitted to move equipment onto district facilities

without proper authorization.

10. Flammable Materials

Flammable or combustible materials shall not be used in any area not properly designed

for such use.

11. Fire Regulations

All regulations of the State Fire Marshall and of the Fire Departments of the City of East

Grand Rapids and Grand Rapids Township must be adhered to in all facilities of the

district.


12. Alterations and Posting

No alterations shall be made to any district facilities nor shall any items be placed on

walls, floors or in or on other places in the building without proper authorization.

13. Sponsor Property

The district will not assume liability for property of the sponsoring group left in or on

district facilities.

14. Disorderly Conduct

Disorderly conduct of any kind will result in the calling of the police and the loss of the

privilege to use district facilities.

15. Use of Food Preparation Areas

a. Because of safety considerations and State/County sanitation requirements, the use

of food preparation areas and/or equipment will not be available to community or

other groups unless authorized EGR Food Service personnel are in attendance.

b. If the supervisor as designated in paragraph “a” above by the sponsoring group is

not satisfactory to the administrator in charge of the building, the administrator shall

appoint a supervisor and their pay shall be charged to the sponsoring group.

16. Supervision of Groups

a. Supervisors are responsible for the enforcement of all rules and regulations

regarding the use of district facilities.

b. The custodian on duty will not open the building until the supervisor for the

sponsoring group is on site.


F. Insurance and Liability of Users

1. Each sponsoring group must assume liability for damage to district property, grounds

and equipment and shall reimburse the district for such damage.

2. Groups renting school facilities may be required to furnish a certificate of liability

insurance coverage (in the below indicated amount) naming the East Grand Rapids

Public Schools as additional insured.

General Liability

Each occurrence $1,000,000

3,000,000 aggregate

G. Miscellaneous

1. The High School Athletic Office will schedule all school gymnasiums and cafeterias

for activities before or after school hours. Individual buildings will schedule all other

requests.

2. No reservation shall be valid until the rental agreement is returned including the

payment of facility charges and signed by the authorized representatives of the rental

group, the Athletic Director and/or the Building Principal. Applications for Use of

School Properties forms are available at all school offices.

3. The Board of Education or district representatives shall have access to all rooms and

activities at all times.

4. All facilities used by the applicant will be examined carefully after use; the applicant

shall make or arrange to make restitution promptly for any loss or damage occurring

during the applicant’s use of said facilities. The Building Principal or Director of

Performing Arts Center will inform the Assistant Superintendent for Business in

writing of any damage caused during the time the facility was in use by an outside

group.


5. Access to facilities and equipment will be limited to that specific request in writing on

the “Application for Use of School Properties” form.

6. Areas are assigned to only the group making the reservation. Doubling up or inviting

other groups to use the area simultaneously is prohibited.

7. All groups shall be accompanied by an adult supervisor whose responsibilities shall

include discipline, proper use of the building, vacating promptly, and enforcement of

all stated regulations and policies. Failure of the adult supervisor to report at the time

scheduled shall indicate to the custodian that the activity is cancelled and he is to

proceed to close the building.

8. The use or possession of drugs or alcoholic beverages on school properties is prohibited

and shall result in immediate cancellation of facility use privileges.

9. The Assistant Superintendent for Business, Performing Arts Director, or Building

Principal may enforce any additional regulations which may be deemed necessary to

protect property, promote safety, or expedite rental procedure in specific cases.


H. Facility Use Charges



SCHEDULE OF CHARGES FOR USE OF SCHOOL FACILITIES

A schedule of District facility rental rates is available at the District office and the main

offices of the District’s school buildings, and in the high school athletic office individuals/groups

that will be charged for the use of district facilities include the following categories:

Resident and non-resident individuals/groups representing organizations not specifically

organized in the interest of local school programs.

The High School Fitness Center can be reserved under the following parameters:

a. EGRPS Coach or Employee uses are fitness center to train EGRPS students or

employees and does not charge those students or employees.

b. EGRPS Coach or Employee uses our fitness center to train EGRPS students or

employees and charges students or employees for that training. A coach may not

charge his/her own athletes during the season. ($50.00 per hour charge applies for use

of the fitness center.)

The District shall not permit a non-employee of the district to use the High School Fitness

Center to train other individuals even if those individuals are students or employees.

Costs incurred for custodial services will be billed over and above the hourly rental rates

listed. Certificates of insurance may be required from any group whenever the program is not

being sponsored by either the school district or the City Recreation Department.

Charges may apply to days when schools are regularly in session and to facilities when

custodial services are regularly maintained. On Saturday, Sunday, holidays, and vacation

periods, cost for custodial time will be added to the facility charges. Custodial fees will be

assessed at one and one-half times the hourly rate on Saturdays and two times the hourly rate

on Sundays.

Additional charges may be made for services rendered (custodial labor, special equipment,

etc.). Rental charges double on Sunday.

Facility charges must be paid in full at time of application.

Revised: July 1, 2010

Revised: December 5, 2011

Revised: August 31, 2016

5500 Teaching Staff Probation and Tenure 5500

Probation

The Board of Education recognizes its obligation to employ only those professional staff

members best trained and equipped to meet the educational needs of the students of this District.

The Board shall discharge that obligation by retaining in service only those probationary teachers

who meet those standards.

Teachers, new to the District, who have not previously acquired tenure in the state of

Michigan, will be in a probationary status for the first five (5) years of employment before

becoming eligible for tenure in the District, except as provided below. A teacher must receive

ratings of Effective or Highly Effective on the last three (3) annual performance evaluations to

achieve tenure. (Cf. 5520)

Probationary teachers who are rated highly effective on the annual performance evaluation

in years 2, 3 and 4 achieve tenure after four (4) years. Any probationary teacher under contract

prior to July 19, 2011, is in a probationary period for only four (4) years. Any teacher having

probation as of July 19, 2011, will not be required to serve additional probation.

Teachers, new to the District, who have previously acquired tenure in any other Michigan

school district, shall be required to serve no more than two (2) years of probation before becoming

eligible for tenure in the District.

The Superintendent shall ensure that all probationary teachers are provided an

Individualized Development Plan, evaluated in a timely manner by appropriate administrators,

notified of areas of which performance is not meeting expectations, and are provided assistance in

improving their performance.

The Superintendent shall annually review the performance of all probationary teachers by

a date adequate to ensure timely compliance with all statutory, contractual, and other applicable

timelines. The Superintendent shall provide to the Board a written recommendation with regard to

each such teacher specifically noting the extent to which the probationary teacher's performance

is meeting District expectations.

5500 Teaching Staff Probation and Tenure 5500-2

On the basis of its review, the Board may, in its discretion, (1) grant tenure, if otherwise

eligible; (2) non-renew employment based on unsatisfactory performance;MCL 38.83 or (3)

continue the probationary period of employment if not otherwise eligible for tenure (not to exceed

the statutory probation periods).

The Superintendent shall ensure that appropriate notices of the Board's actions are timely

sent and delivered to all affected probationary teachers. The Superintendent shall further ensure

that appropriate guidelines are drafted implementing the requirements of the Teacher Tenure Act.

Tenure

Teachers attain continuing tenure, as a matter of law, after the satisfactory completion of

their probationary period. Once tenure has been attained, the teacher shall remain on continuing

tenure as provided for under current law.

The Board may recommend the discharge or demotion of a continuing tenure teacher only

as provided for under the Teacher Tenure Act.

Continuing tenure will not be granted to any annual assignment of extra duty for extra pay.

Administrative Tenure

Administrators or teachers employed in assignments other than that of classroom teacher,

shall be employed without continuing tenure in their other position, but will retain continuing

tenure status in their teaching position.

Administration of Tenure

Provisions for evaluation of administrators and teachers are a priority of the Board. The

Superintendent is responsible for developing procedures in agreement with current law for meeting

these priorities.


Revised: March 11, 2013

Revised: June 5 or 12, 2017

LEGAL REF: MCL 38.71 et seq., MCL 38.83

5525 Master Teachers 5525

The Board has established the following qualifications in determining master (mentor)

teachers in the District.

It is expected that the mentor teacher will:

o Have demonstrated excellence in teaching and/or knowledge of a specific field of

study;

o Have three to five years teaching experience, and have participated in professional

development to remain current and maintain a high level of expertise;

o Be an active and open listener, sensitive and responsive to the ideas of others;

o Be an active participant in the role as mentor for the duration of the probationary

period;

o Be competent in communication skills and have demonstrated successful “people

skills”; and

o If possible, be a practitioner in the same certification or specialty area as the new

teacher with whom she/he is paired, and be located in the same building.


LEGAL REF: MCL 380.1526

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8335 Unlawful Substances and Other Criminal Acts 8335

All students are expected to abide by this conduct policy regarding use of unlawful

substances, or those represented as such. All students are prohibited from the use, possession,

purchase, sale or distribution of any form, or those represented as such, of alcohol, inhalants,

marijuana, illicit drugs, drug paraphernalia, tobacco, non-tobacco nicotine products, or

inhalation-type products or paraphernalia. Inhalation-type products include, but are not limited

to, vaping instruments, electronic cigarettes, dissolvable, chewing tobacco, mods, or hookahs.

tobacco, non-tobacco nicotine products, alcohol, inhalants, marijuana, illicit drugs, or drug

paraphernalia.

Application and Scope

The policy will apply to all students and their involvement in school, extra-curricular,

school-sponsored, and athletic activities of the East Grand Rapids Public Schools. The policy

applies to all students at any place and at any time. The policy will apply on a 12-month basis,

beginning with enrollment in the district and ending with high school graduation or the last

scheduled extra-curricular and/or co-curricular activity of the school year of graduation, whichever

comes last.

Students who attend school or a school-sponsored event on or off school property under

the influence of an unlawful substance will be considered to be in possession of such substance

on-campus and thus subject to penalties under 8335-R II.

Those who violate Board policy and/or school rules will be subject to disciplinary action

under the Procedures for Discipline as outlined in Board Policy #8383.


Revised: January 12, 2015

Revised: April 28, 2015


LEGAL REF: MLC 380.1208

8335-R Unlawful Substances and Other Criminal Acts 8335-R

If it has been determined that a student is unlawfully using, possessing, purchasing, selling

or distributing unlawful substances, or those represented as such, the Suspension Procedures

(Policy 8390) shall be followed. In addition, the school will seek to recommend appropriate

education or counseling programs. Tobacco or inhalation-type products and non-tobacco nicotine

violations will be disciplined progressively. Second and subsequent violations of Policy #8335 not

related to tobacco or non-tobacco nicotine products, or inhalation-type products will be disciplined

progressively and according to the location and type of the most recent offense.

Offenses involving illegal substances will be cumulative for two (2) years from the date of

the offense. An offense occurring after the two-year window will be disciplined and reported as

if the offense is a first offense; however, all violations of #8335 remain in the student’s file and on

record.

REPORTING TO POST-SECONDARY INSTITUTIONS

School personnel are prohibited from reporting student discipline to post-secondary

institutions, unless the school administration deems a discipline violation to be of a significant

criminal nature or one that involves a significant threat to the safety of the individual or others.

Such violations may include, but are not limited to, weapons, violence, or the delivery of a

controlled substance. Such discipline violations will be reported when in the judgment of the

school it would be irresponsible or unprofessional not to do so. School personnel, specifically

counselors, when presented with an application question regarding a student’s discipline, will mark

the option “school policy prevents me from reporting” for all students unless the discipline

violation is of a significant criminal nature or involves a significant threat to the safety of the

individual or others.

LIMITATIONS OF REVIEW

Administrators observe the right to decline to investigate a report if a significant amount

of time has lapsed and/or if the administration is unable to conduct an adequate investigation.

SUSPENSIONS FROM EXTRA-CURRICULAR ACTIVITIES

A student prohibited from extra-curricular activities shall not attend or participate in

contests, games, meets, banquets, and/or performances. A student prohibited from extra-curricular

activities is permitted to attend practices. Scrimmages are considered practices.

THE FOLLOWING CONSEQUENCES APPLY TO ALL STUDENTS ON SCHOOL

GROUNDS OR AT ANY SCHOOL ACTIVITY/EVENT:

I. PENALTIES FOR USE, POSSESSION, SALE, DISTRIBUTION, OR PURCHASE FOR

DISTRIBUTION OF TOBACCO, NON-TOBACCO NICOTINE PRODUCTS,

INHALATIONNT-TYPELIKE PRODUCTS, OR THOSE REPRESENTED AS SUCH

A. USE OR POSSESSION:

1.) First Offense

The student will receive up to a one (1) day school suspension and a three (3) day suspension

from any extra-curricular or school-sponsored activities. Tobacco/non-nicotine tobacco products

and/or related paraphernalia will be confiscated.

2.) Second Offense:

The student will receive a one (1) day suspension from school and a seven (7) day suspension

from school-sponsored and extra-curricular activities. The student may continue to attend

practice during an extra-curricular suspension at the completion of the school suspension.

Tobacco/non-nicotine tobacco products and/or related paraphernalia will be confiscated.

3.) Third Offense:

The student will receive a two (2) day suspension with a fourteen (14) day suspension from

school-sponsored and extra-curricular activities. Tobacco/non-nicotine tobacco products and/or

related paraphernalia will be confiscated.

B. SALE, DISTRIBUTION, OR PURCHASE FOR DISTRIBUTION

1.) First Offense

The student will receive up to a three (3) day suspension from school, plus a seven (7) day

suspension from any extra-curricular or school-sponsored activity. Tobacco/non-tobacco nicotine

products and related paraphernalia will be confiscated.

2.) Second Offense:

The student will receive a five (5) day suspension from school and a fourteen (14) day

suspension from school-sponsored and extra-curricular activities. The student may continue to

attend practice during an extra-curricular suspension at the completion of the school suspension.


3.) Third Offense:

The student will receive up to a ten (10) day suspension with a twenty-eight (28) day suspension

from school-sponsored and extra-curricular activities. Tobacco/non-nicotine tobacco products


I. PENALTIES FOR POSSESSION OR USE OF TOBACCO, non-tobacco nicotine products,

OR THOSE REPRESENTED AS SUCH

A. TOBACCO/non-tobacco nicotine products (POSSESSION):

1.) First Offense:

The student will receive a verbal warning and the tobacco/non-tobacco nicotine

products will be confiscated.

2.) Second and Repeated Offense:

The student will receive a one (1) day suspension from school1 and tobacco/non-

tobacco nicotine products will be confiscated. Additional offenses may be dealt with

under the Persistent Disobedience Policy #8380.

B. USE OF TOBACCO/non-tobacco nicotine products

1.) First Offense

The student will receive a one (1) day suspension from school, plus a one (1) day

suspension from any extra-curricular or school-sponsored activity. Tobacco/non-

tobacco nicotine products will be confiscated.

2.) Second Offense:

The student will receive a three (3) day suspension from school and a one (1) week

suspension from school-sponsored and extra-curricular activities.

8335-R Unlawful Substances and Other Criminal Acts 8335-R-3

The student may continue to attend practice during an extra-curricular suspension at

the completion of the school suspension. Tobacco/non-tobacco nicotine products

will be confiscated.

3.) Third Offense:

* See Policy #8392 - Suspension Procedures

The student will receive up to a ten (10) day suspension with a ten (10) day

suspension from school-sponsored and extra-curricular activities. Tobacco/non-


II. PENALITIES FOR ON-CAMPUS SUBSTANCE ABUSSE VIOLATIONS

A. POSSESSION/USE OF THE FOLLOWING ITEMS OR THOSE REPRESENTED AS

SUCH: POSSESSION AND/OR USE OF ALCOHOL AND/OR MARIJUANA:

1.) First Offense:

The student will receive a five (5) day suspension from school. The student will

receive a fourteen (14) day suspension from extra-curricular and school-sponsored

activities. The student may continue to attend practice during an extra-curricular

suspension at the completion of the school suspension.

The student must participate in an approved substance abuse/decision making

education program or present proof of enrollment in the program in order for the

student to regain extra-curricular and school-sponsored activities privileges after the

fourteen (14) day suspension.

2.) Second Offense:

The student will receive an eight (8) day suspension from school. The student will

receive a twenty-eight (28) day suspension from extra-curricular and school-

sponsored activities. The student may continue to attend practice during an extra-

curricular suspension at the completion of the school suspension.

3.) Third Offense:

The student will receive a ten (10) day suspension from school and/or

recommendation for permanent expulsion from East Grand Rapids Public Schools.

The student will be prohibited from extra-curricular and school activities for not less

than twenty-eight (28) days. The student may continue to attend practice during an

extra-curricular suspension at the completion of the school suspension. After this

time, the student may appeal to the principal for reinstatement to extra-curricular

and school-sponsored activities. This could include additional substance abuse

educational programs or counseling, community service, and/or recommendations

from coaches; teachers and community representatives that indicate the student

should be reinstated.

B. POSSESSION/USE OF THE FOLLOWING ITEMS OR THOSE REPRESENTED AS

SUCH: INHALANTS, MARIJUANA, ILLICIT DRUGS, DRUG PARAPHERNALIA:

1.) First Offense:

The student will receive a ten (10) day suspension from school and/or a

recommendation of up to and including permanent expulsion from East Grand


The student will be prohibited from extra-curricular and school-sponsored activities

for fourteen to twenty-eight (14-28) days.twenty-eight (28) days. The student may

continue to attend practice during an extra-curricular suspension at the completion

of the school-suspension.




twenty-eight (28) day suspension.

2.) Second Offense:



Rapids Public Schools. The student will be prohibited from extra-curricular and

school-sponsored activities for twenty-eight to ninety (28-90) days. The student

may continue to attend practice during an extra-curricular suspension at the

completion of the school suspension.



student to regain extra-curricular and school-sponsored activities/privileges after the

extra-curricular suspension.

3.) Third Offense:

The student will receive a ten (10) day suspension from school with a



for one (1) calendar year.

III. SELLING, DISTRIBUTING, OR PURCHASING FOR DISTRIBUTION ANY FORM OF

THE FOLLOWING ITEMS OR THOSE REPRESENTED AS SUCH; ALCOHOL,

INHALANTS, MARIJUANA, ILLICIT DRUGS, DRUG PARAPHERNALIA:

1.) First Offense:

The student will receive a minimum of a ten (10) day suspension from school and/or

a recommendation of up to and including permanent expulsion from East Grand


school-sponsored activities for twenty-eight (28) days or for the duration of the

suspension/expulsion. The student must participate in an approved substance

abuse/decision making education program or present proof of enrollment in the

program in order for the student to regain extra-curricular and school-sponsored

activities privileges after the twenty-eight (28) day suspension.

2.) Second Offense:

The student will receive a minimum of a ten (10) day suspension from school with

a recommendation for permanent expulsion from East Grand Rapids Public Schools.


during the duration of the suspension.

THE FOLLOWING CONSEQUENCES APPLY TO ALL STUDENTS OFF CAMPUS

ANYWHERE, ANYTIME

I. PENALTIES FOR OFF-CAMPUS SUBSTANCE ABUSE VIOLATIONS:

A. POSSESSION OR USE OF ALCOHOL OR MARIJUANA

1.) First Offense:

The student will receive a fourteen (14) day suspension from extra-curricular and

school-sponsored activities. The student may continue to attend practices.



student to regain extra-curricular and school sponsored activities privileges after the


2.) Second Offense:

The student will receive a twenty-eight (28) day suspension from extra-curricular

and school sponsored activities. The student may continue to attend practices.



student to regain extra-curricular activities privileges after the twenty-eight (28) day

suspension.

3.) Third Offense:

The student will be prohibited in extra-curricular and school sponsored activities for

not less than twenty-eight (28) days. After this time, the student may appeal to the

principal for reinstatement to extra-curricular and school sponsored activities.

This could include additional substance abuse educational programs or counseling,

community service, and/or recommendations from coaches, teachers, and

community representatives that indicate the student should be retained.


SUCH; INHALANTS, ILLICIT DRUGS, DRUG PARAPHERNALIA:

1.) First Offense:


for twenty-eight (28) days.


education program or present proof or enrollment in the program in order for the



2.) Second Offense:


for twenty-eight to ninety (28-90) days. The student must participate in an approved

substance abuse/decision making education program or present proof of enrollment

in the program in order for the student to regain extra-curricular and school-

sponsored activities privileges after the twenty-eight to ninety (28-90) day

suspension.

3.) Third Offense:


for one (1) calendar year. After this time the student may appeal to the principal for

reinstatement to extra-curricular and school sponsored activities.



community representatives that include the student should be reinstated.


8345 Assaults Committed by Students 8345

This policy shall govern the practices followed by East Grand Rapids Schools in

connection with a student's conduct in a class, subject or activity in which a student may be

suspended and/or expelled as required under the Michigan Compiled Laws.

Physical Assaults:

The Board shall permanently expel a student in grade 6 or above if the student commits a

physical assault, as defined by MCL 380.131la(12)(B), against a District employee or against a

person engaged as a volunteer, as defined by Board policy, or contractor for the District on school

property, on a school bus or other school related vehicle, or at a school-sponsored activity or event.

For the purpose of this policy, "physical assault" shall be defined as "intentionally causing

or attempting to cause physical harm to another through force or violence."

Reinstatement:

The parent(s)/guardian(s) of a permanently expelled student, or an emancipated

permanently expelled student may petition the Board for reinstatement after 150 school days. The

individual shall not be reinstated before 180 school days have expired. The Board shall provide all

due process rights to reinstatement as outlined in Student Conduct Code Policy 8300.

Verbal Assaults:

Any student in grade 6 or above who commits a verbal assault on school property, on a

school bus or other school related vehicle, or at a school-sponsored activity or event against a

District employee or against a person engaged as a volunteer (as defined by Board of Education

policy) or contractor for the District shall be expelled by the Board for up to 180 school days. The

Board may modify the expulsion period on a case-by-case basis.

For the purpose of this policy, "verbal assault" shall be defined as any willful verbal threat

to inflict injury upon another person, under such circumstances that create a reasonable fear of

imminent injury, coupled with an apparent ability to inflict injury.

Physical Assaults Committed Against Other Students

The Board shall expel a student in grade 6 or above for up to 180 school days if the student

commits a physical assault, as defined by MCL 380.13210(3)(B), against another student on school


The Board may modify the expulsion period on a case-by-case basis.

Consideration of Factors Prior to expelling a student for arson, criminal sexual conduct, physical assault, verbal assault, and/or bomb threats, the Board shall consider each of the following factors:

1) The student’s age. 2) The student’s disciplinary history 3) Whether the pupil is a student with a disability 4) The seriousness of the violation or behavior committed by the pupil. 5) Whether the violation or behavior committed by the student threatened the safety of any

pupil or staff member. 6) Whether restorative practices will be used to address the violation or behavior committed

by the student. 7) Whether a lesser intervention would properly address the violation or behavior

committed by the student.

If, after such consideration, the Board determines a lesser intervention than expulsion is

appropriate, than the Board may proceed with a lesser intervention.

Application to Students with Disabilities

This policy shall be applied in a manner consistent with the rights secured under federal

and state law to students who are determined to be eligible for special education programs and

services or those students suspected of having a handicap (Sec. 504).



Approved: June 9, 2003 LEGAL REF: MCL 380.1310(3)(B); MCL 380.1310d; MCL 380.131la(12)(B)

8381 Emergency Restraint and Seclusion

East Grand Rapids Public Schools has adopted the State of Michigan’s Public Acts 394-

402 of 2016 regarding the use of emergency restraint and seclusion. Seclusion and/or restraint

will only be used to ensure the safety of a student or others. East Grand Rapids Public Schools

adheres to the following objectives established within Public Acts 394-402:

(a) Promotes the care, safety, welfare, and security of the school community and the dignity of

each pupil.

(b) Encourages the use of proactive, effective, evidence- and research-based strategies and best

practices to reduce the occurrence of challenging behaviors, eliminate the use of seclusion and

restraint, and increase meaningful instructional time for all pupils.

(c) Ensures that seclusion and physical restraint are used only as a last resort in an emergency

situation and are subject to diligent assessment, monitoring, documentation, and reporting by

trained personnel.

MCL 380.1307, Public Act 394

MCL 380.1 – 380.1852, Public Act 395, Public Act 396, Public Act 397, Public Act 398, Public

Act 399, Public Act 400, Public Act 401, Public Act 402

http://www.legislature.mi.gov/documents/2015-2016/publicact/htm/2016-PA-0394.htm










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8383 Procedures for Discipline 8383

If it is believed that a student did violate the policy on expectations for student behavior,

the Principal/designee will discuss with the student and the parent(s)/ guardian(s), the specific

charges and appropriate disciplinary action. This discussion may also involve a teacher, counselor,

coach, athletic Director and/or other co-curricular leader. Students will be disciplined fairly

and consistently. Persons making the charges against the student must be willing to face the

accused if necessary.

The student and his/her parent(s)/guardian(s) will be allowed to explain and defend the

student’s conduct.

Following this discussion, the Principal/designee will determine if the student has violated

school policy and if so, will determine appropriate disciplinary action. The student and

parent(s)/guardian(s) will be notified immediately of the decision. If the discipline includes a

suspension, the procedures listed under suspensions (Policy 8390) shall be followed.

In addition, Tthe Board or its designee(s) shall consider the following factors when determining

discipline for a student in violation of Board Policy:

1) The student’s age.

2) The student’s disciplinary history

3) Whether the pupil is a student with a disability

4) The seriousness of the violation or behavior committed by the pupil.

5) Whether the violation or behavior committed by the student threatened the safety of any

pupil or staff member.

6) Whether restorative practices will be used to address the violation or behavior committed

by the student.

7) Whether a lesser intervention would properly address the violation or behavior


If the discipline includes a suspension, the procedures listed under suspensions shall be followed.

Disciplined students with disabilities under Individuals with Disabilities Educational Act

(IDEA) or Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. §794 shall be subject to

disciplinary action in accordance with Federal and State due process rights appropriate to these

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students. Such students may have their educational placement temporarily or permanently

changed, in accordance with Special Education rules.

Disciplined students who violate local, state, or federal laws will be referred to the City of

East Grand Rapids Public Safety Department.

Appeals of ExtraCurricular Suspensions

Students, parents, or guardians have the right to appeal in writing the disciplinary decision

regarding an extracurricular and/or school-sponsored activity suspension within two (2) school

days to the building principal. Extra-curricular suspensions may not be appealed beyond the

building principal.

Appeals of School Suspensions

Students, parent(s)/guardian(s) have the right to appeal the disciplinary decision in writing

within two (2) school days to the Superintendent of Schools/designee.

If dissatisfied with the Superintendent's decision, appeal in writing may be made to a

committee of the Board of Education within three (3) school days. Said committee shall make a

recommendation to the full Board of Education. Any action by the Board will be made in open

session, and the student's name will be made public as required by law. The student or the student’s

parent(s)/guardian(s) may request a closed hearing to consider the student’s discipline, suspension,

or dismissal.

If the student’s behavior results in a legal action, school officials have the option to delay

school disciplinary action until the student’s case has been adjudicated, or disciplinary action may

be immediately imposed based on the best interests of the educational program and/or staff and

student safety.



LEGAL REF: Section 504 Rehabilitation Act of 1973, 29 US C. § 79; (MCL 15.268); MCL

380.1380

8385 Suspensions or Expulsions Required by Statute 8385

The Board will not tolerate behavior that creates an unsafe environment, a threat to safety

or undue disruption of the educational environment.

Weapons, Arson, Criminal Sexual Conduct

In compliance with state and federal law, the Board shall expel any student who possesses

a dangerous weapon in a weapon-free school zone in violation of state law or commits either arson

or criminal sexual conduct in a District building or on District property, including school buses

and other school transportation.

For purposes of this policy, a dangerous weapon is defined as “a firearm, dagger, dirk,

stiletto, knife with a blade over three (3) inches in length, pocket knife opened by a mechanical

device, iron bar, or brass knuckles” or other devices designed to or likely to inflict bodily harm,

including, but not limited to, air guns and explosive devices. The term “firearm” is defined as: a)

any weapon (including a starter gun) which will or is designed to or may readily be converted to

expel a projectile by the action of the explosive; b) the frame or receiver of any such weapon; c)

any firearm muffler or firearm silencer; or d) any destructive device.

Physical and Verbal Assault

The Board shall permanently expel a student in grade six or above if that student commits

physical assault at school against a District employee, volunteer, or contractor.

The Board shall suspend or expel a student in grade six or above for up to 180 school days

if the student commits physical assault at school against another student.

The Board shall suspend or expel a student in grade six or above and may discipline,

suspend or expel a student in grade five and below for a period of time as determined at the Board’s

discretion if the student commits verbal assault at school against a District employee, volunteer,

or contractor.

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8385 Suspensions or Expulsions Required by Statute 8385-2

Bomb Threats



discretion if the student makes a bomb threat or similar threat directed at the District’s school

building(s), property, or at a school-related activity.

Definition of physical and verbal assault, and ‘at-school’ can be located in policy 8345. Consideration of Factors Prior to expelling a student for arson, criminal sexual conduct, physical assault, verbal assault, and/or bomb threats, the Board shall consider each of the following factors:




committed by the student. If, after such consideration, the Board determines a lesser intervention than expulsion is appropriate, than the Board may proceed with a lesser intervention. Consideration of such factors does not apply to a student being expelled for possessing a firearm in a weapon free school zone.

Alternative Services

An expelled or suspended student may be enrolled in the Kent County Alternative Education

Program upon the Superintendent’s recommendation and Board approval. Students who are

expelled for dangerous weapons, arson, criminal sexual conduct or assault upon an employee,

volunteer or contractor and are enrolled in a program operated for expelled students shall be

physically separated at all times during the school day from the general student population.

The District may provide appropriate instructional services at home for an expelled student

who is not placed in an Alternative Education Program. The type of instructionals services

provided shall be similar to that provided to homebound or hospitalized students and shall be

contracted for in the same manner.

This policy shall be applied in a mannger consistent with the rights secured under federal


services.

A student who has been expelled under this policy for dangerous weapons, arson, criminal

sexual conduct, or assault upon an employee, volunteer, or contractor may apply for reinstatement

in accordance with procedures set forth in the Michigan Department of Education Pupil

Accounting Manual.


Students expelled for reasons other than dangerous weapons, arson, criminal sexual

conduct, or assault upon an employee, volunteer, or contractor may also petition the Board for

reinstatement.

The Superintendent shall ensure that Board policies and District guidelines regarding a

student’s right to due process are adhered to when dealing with a possible suspension or expulsion

under this policy.

Approved: December 2, 2013

LEGAL REF: MCL 380.1308; 380.1310; 380.1310a; 380.1310d; 380.1311; 380.1311a

8390 Suspension Procedures 8390


connection with a student's conduct in a class, subject or activity for which a pupil may be

suspended as required under MCL 3 80. 1, Sections 1309, subsections 1 and 2.

A suspension means to exclude a student from school and/or extra-curricular activities for

disciplinary reasons for a period of fewer than 60 school days.

The purpose of this policy is to provide guidelines for which a teacher may cause the pupil

to be suspended from class, subject or activity for up to one (1) full school day.

a. A teacher is authorized to immediately remove and suspend a student from a class, subject, or

activity when the student engages in conduct prohibited by law, Board of Education Policy, or

the school's Student Code of Conduct.

b. Any student suspended pursuant to this policy shall not be allowed to return to the class,

subject, or activity from which he/she was suspended until the passage of one full school day

from the time of the student's infraction unless other-wise permitted by the teacher who ordered

the suspension. Students attending separate class periods throughout the school day shall be

permitted during the term of the suspension to attend other classes taught by other teachers

only when the student's conduct does not rise to the level of requiring a multiple day suspension

or expulsion in accordance with Board of Education Policy and the school's Student Code of

Conduct.

c. Any student suspended from the same class, subject, or activity for ten accumulative school

days during the school year shall be given a formal procedural hearing for each additional

suspension beyond the tenth day in accordance with due process requirements required by

Board Policy for suspensions of more than 10 school days.

Applications to Students with Disabilities



services and for those suspected of having a handicap (Sec 504).

Suspension Procedures by Principal/Designee

The procedures for discipline outlined in Board Policy 8383 will precede the decision for

suspension.

The building Principal/designee is authorized by the Board of Education to suspend a

student for up to ten (10) days for violation of the Board Policy #8383 (Student Conduct Policy).

With Board of Education approval, the Principal/designee may suspend a student for more than 10

days.

A. Students and parent(s)/guardian(s) shall be informed of specific charges which could be

the basis for suspension or other disciplinary action, and will have an opportunity to

respond to the charges.

B. A student and the parent(s)/guardian(s) must be given an opportunity for a hearing with

the appropriate school administrator to:

• Contest the facts that may lead to suspension or other disciplinary action;

• Contest the appropriateness of the sanction imposed by a disciplinary authority.

C. Notwithstanding any of the foregoing, a building administrator shall have authority to

remove a student from school for a temporary period not to exceed ten (10) school days

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while the procedures contemplated herein are being invoked if in his/her judgment the

nature of the conduct involved would constitute a danger to persons, or property, or be

unduly disruptive of the ongoing educational program.

D. A student suspended for disciplinary reasons may not receive credit for daily work (i.e.,

homework, quizzes, etc.). Students shall be given the opportunity to earn credit for

exams, quizzes, tests and major projects.A student suspended for disciplinary reasons

shall not receive credit for daily work (i.e., homework, quizzes, etc.). Final exams, tests

and major projects will receive credit.

E. Students who are under temporary suspension are not allowed on school property, nor in

any school building during school hours nor shall they attend any school activity,

function or event held by the schools on or off school property.

Students, parent(s)/guardian(s) have the right to appeal in writing the disciplinary decision

to the Building Principal/designee within 24 hours of learning of the discipline. If dissatisfied with

the Principal’s/designee’s decision, they may appeal in writing to the Superintendent of

Schools/designee within two (2) school days.


(IDEA) or Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. §794, shall be subject to



changed, in accordance with the Special Education rules.





building principal.



regarding a school day suspension within two (2) school days to the Superintendent/designee.

If dissatisfied with the Superintendent's decision, appeal may be made in writing to a


recommendation to the full Board of Education.

Any action by the Board will be made in open session, and the student’s name will be made public

as required by law. The student or the student’s parent(s)/guardian(s) may request a closed hearing

to consider the student’s discipline, suspension, or dismissal.


Revised: February 22, 2016


LEGAL REF: MCL 15.268; MCL 380.1, Sections 1309, subsections 1 and 2

8390-R Suspension Procedures 8390-R

When a student is suspended from extraco-curricular and school-sponsored activities for a

given number of days, Saturdays and Sundays are included, but holidays and school vacation

periods are excluded including summer vacation unless a co-curricular or school-sponsored

activity occurs during the holiday or vacation period.

Students whose discipline includes completing a substance abuse education program must

fulfill the program requirements expeditiously. The student is required to present proof of

completion of an approved program to the school. The school in turn will provide follow-up with

the student by a counselor, administrator, police-liaison or youth development volunteer.

A student suspended for disciplinary reasons may not receive credit for daily work (i.e. home-

work, quizzes, etc.). Students shall be given the opportunity to earn credit for exams, quizzes,

tests, and major projectsA student suspended for disciplinary reasons shall not receive credit for

daily work (i.e. home-work, quizzes, etc.). Final exams, tests and major projects will receive

credit.

8395 Expulsion Procedures 8395

The following procedural guidelines will govern the expulsion process:

Written notice of charges against a student shall be supplied to the student and

parent(s)/guardian(s) by certified mail with a return receipt or hand delivered with a signed

acceptance letter, if possible. Within this notice shall be a statement of a reasonable time and place

for a hearing. The hearing shall be conducted by at least a quorum of the Board of Education that

shall make its determination solely upon the evidence presented at the hearing. The hearing is not

a legal proceeding and observance of technical rules of evidence shall not be required at such

hearing. The student shall be advised that the hearing will be open to the public unless the student

or the parent(s)/guardian(s) of a minor student make a written request to the Board that it be a

closed hearing. Any final action by the Board of Education will be taken in Open Session, and the

student’s name will then be made public as required by law. The minutes of the Board Hearing

shall constitute the record. Parent(s)/Guardian(s) may be present at the hearing and legal counsel

may represent the student.

Students and school authorities shall be given an opportunity to give their versions of the

facts and the implications of such facts. Both parties should be allowed to offer testimony of other

witnesses and present other evidence.

The student, parent(s)/guardian(s) or attorney shall be allowed to observe the evidence

offered against the accused.

A majority of the Board of Education shall state within a reasonable time after the hearing,

its findings as to whether or not the student charged committed the conduct charged and its decision

as to expulsion. The Board may implement any discipline if determined appropriate. Only Board

members who were present at the hearing may vote.

A student who is expelled shall receive no credit during the duration of a student

expulsion.

Students who have been expelled from school are not allowed on school property, nor in

any school building during school hours nor shall they attend any school activity, function or

event held by the schools on or off school property.

The decision of the Board shall be reduced to writing and sent to the student and

parent(s)/guardian(s) by Certified mail with a return receipt, or be hand delivered with a signed

acceptance letter, if possible.

The student and parent(s)/guardian(s) shall be made aware of their right to appeal the

decision of the Board of Education to the Kent County Circuit Court or the United States District

Court for the Western District of Michigan.


Revised: June 5 or 12, 2017?

LEGAL REF: MCL 380.1310d

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8940 Student Records 8940

Student educational records are confidential and information from them shall not be

released except as provided by law. The District may release Directory information in accordance

with law, provided parent(s)/guardian(s) are given the opportunity to object to the release of this

information.

The educational interests of students require the collection, retention, and use of data about

individuals and groups of students while ensuring the individual’s right to privacy. The school

District will maintain educational records of students for legitimate educational purposes.

School student records are confidential and information from them shall not be released

except as provided by law. The information contained in school student records shall be kept

current, accurate, clear, and relevant. All student records, including those maintained in District

electronic database(s), shall be safeguarded during collection, maintenance, and dissemination so

as to protect against unauthorized access or accidental release.

The District shall not sell or otherwise provide to a for-profit business entity any

personally identifiable information that is part of a pupil's education records. This subdivision

does not apply to any of the following situations: with the exception of the following situations:

(i) Providing the information as necessary for standardized testing that measures the pupil's

academic progress and achievement.

(ii) Providing the information as necessary to a person that is providing educational or

educational support services to the pupil under a contract with the school district, intermediate

school district, public school academy, or educational management organization.

Upon written request by a pupil's parent or legal guardian, the District shall disclose to the parent

or legal guardian any personally identifiable information concerning the pupil that is collected or

created by the District as part of the pupil's education records.

The District shall disclose to the pupil's parent or legal guardian upon his or her written request

all of the following:

(i) The specific information that was disclosed.

(ii) The name and contact information of each person, agency, or organization to which the

information has been disclosed.

(iii) The legitimate reason that the person, agency, or organization had in obtaining the

information.

The district shall disclose the information under subdivisionsshared with an outside organization

within 30 days after receiving the written request and without charge to the parent or legal

guardian. If the District considers it necessary to make redacted copies of all or part of a pupil's

education records in order to protect personally identifiable information of another pupil, the

District shall not charge the parent or legal guardian for the cost of those copies.

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The above does not apply to any of the following situations:

(a) The District providing the information to MDE or CEPI.

(b) The District provides the information to the pupil's parent or legal guardian.

(cd) The District providing the information to its intermediate school district or to another

intermediate school district providing services to the District.

(f) An authorizing body providing the information to a public school academy in which the

pupil is enrolled.

(dg) Providing the information to a person, agency, or organization with written consent from the

pupil's parent or legal guardian or, if the pupil is at least age 18, the pupil.

(eh) Providing the information to a person, agency, or organization seeking or receiving records

in accordance with an order, subpoena, or ex parte order issued by a court of competent

jurisdiction.

(fi) Providing the information as necessary for standardized testing that measures the pupil's


(gj) The District providing information that is covered by the Confidential Information Form

unless the pupil's parent or legal guardian or, if the pupil is at least age 18 or is an emancipated

minor, the pupil has signed and submitted the Confidential Information Form.

Directory Information

The custodian of records may make certain Directory information available without

parent(s)/guardian(s) or eligible student’s consent if public notice of the categories of information

designated as Directory information has been given. After such public notice has been given, the

parent(s)/guardian(s) have the right to object to the release of the information within a specified

reasonable time period. Directory information for this District includes the following information

about the student: The student’s name, address, telephone number, grade level, and picture;

parent(s)/ guardian(s) names, addresses, and phone numbers; academic awards, and honors, and

information in relation to school-sponsored activities, organizations and athletics.

The District shall do all of the following:

(a) Develop a list of uses for which they commonly would disclose a pupil's directory

information.

(b) Develop an opt-out form that lists all of the uses or instances under subdivision (a) and

allows a parent or legal guardian to elect not to have his or her child's directory information

disclosed for 1 or more of these uses.

(c) Present the opt-out form under subdivision (b) to each pupil's parent or legal guardian within

the first 30 days of the school year. The District also shall make the form available to a parent or

legal guardian at other times upon request.

(d) If an opt-out form under subdivision (b) is signed and submitted to the District, they shall not

include the pupil's directory information in any of the uses that have been opted out of in the opt-

out form.

(7) If a pupil is at least age 18 or is an emancipated minor, the pupil may act on his or her own

behalf

Armed forces recruiting representatives and service academy recruiters are entitled to

receive Directory information for students in grades 9-12 that will include:

The student’s name, address, and telephone number (if listed). Pursuant to federal law, a form will

be sent to parent(s)/guardian(s) that allows them to opt out of the disclosure of Directory

information to the military recruiters, and that informs the recipients that failure to complete and

return the form will result in the disclosure of the information to military recruiters. Pursuant to

federal law, high school principals may not exclude military recruiters from the school campus if

they do not similarly exclude prospective employers or post-secondary institutions.

The District shall protect the rights of privacy of students and their families in connection

with any surveys or data-gathering activities conducted, assisted, or authorized by the Board or

Superintendent. Regulations established under this policy shall include provisions controlling the

use, dissemination, and protection of such data.

The Superintendent shall develop rules and procedures for implementing this policy and

state and federal law with respect to student records. The Superintendent shall designate one or

more records custodian(s) for each site and/or media in which student records are kept, and shall

provide them with appropriate training. The District may charge an appropriate fee to cover the

expense of providing copies of records requested by the parent(s)/guardian(s).


with any surveys or data-gathering activities conducted, assisted or authorized by the Board or

administration within the guidelines of current law. Regulations established under this policy shall

include provisions controlling the use, dissemination and protection of such data.

As provided in PA 39, 2002 (MCL 380.1139) a school must provide armed forces recruiters

and service academies with a student’s name, address, and telephone number unless the

parent(s)/guardian(s) specifically “opts out” of having that information given to military recruiters.

Pursuant to federal law, a form will be sent to parent(s)/guardian(s) that allow them to opt

out of the disclosure of Directory information to the military recruiters, and that informs the

recipients that failure to complete and return the form will result in the disclosure of the

information to military recruiters. Pursuant to federal law, high school principals may not exclude

military recruiters from the school campus if they do not similarly exclude prospective employers

or post-secondary institutions. If students are to be surveyed or monitored by researchers,

parent(s)/guardian(s) shall be notified of the dates of the planned activities, given an opportunity

to review the survey instruments, and given the opportunity to opt out.

Annual notice will be given to parent(s)/guardian(s) of the administration of any health or

physical screening, and given the opportunity to opt out.

Student names and addresses shall not be disclosed to businesses or organizations that plan

to use the information for commercial purposes. Exceptions may be made where the purpose has

been approved in advance by the Superintendent and where parent(s)/guardian(s) have given, in

writing, express permission for this information to be disclosed.

For the purposes of these rules, whenever a student has attained 18 years of age, or is

attending an institution of post-secondary education, the consent required of and the rights

accorded to the parent(s)/guardian(s) of the student shall only be required of and accorded to the

student.


LEGAL REF: MCL 15.231 et seq.; 380.1134-1135; 380-1136, 380.1139, 20 USCA §1232g

(Family Educational Rights and Privacy Act); 20 USCA 7908 (No Child Left

Behind Act)

8940-R Student Records 8940-R

For the purposes of this policy, whenever a student has attained 18 years of age, or is

attending an institution of post-secondary education full-time, the consent required of and the

rights accorded to the parent(s)/guardian(s) of the student shall only be required of and accorded

to the student.

Records Secretary

Each building Principal shall designate one or more full-time staff members as student

Records Secretary(s) for the school. The system or database administrator at each site is designated

custodian for all student records maintained in an electronic database or other computer media.

The Superintendent shall designate one or more full-time staff members as custodian for any

student record information maintained at the District central office.

Each Records Secretary shall be trained by his/her immediate supervisor, and shall become

familiar with law, Board policy, and these rules with respect to student records. The Records

Secretary(s) should work closely with other staff members to ensure that all data maintained in

student records is current, accurate, clear, and relevant.

Record Types

Student record files shall include, but shall not be limited to, the following: permanent,

supplemental and tentative record files.

Permanent records. This classification includes official administrative records that

constitute long-term value or importance data necessary for operating the educational system. It

includes basic identifying information, academic transcripts, attendance records, accident and

health reports, withdrawal and re-entry records, honors and activities, date of graduation, follow-

up records, information pertaining to release of records, and other information deemed to be of

permanent value by the District.

Supplementary records. This classification includes verified information that is important

in operating the educational system but is of a more sensitive nature and of less historical

importance.

It includes: test scores on standardized achievement, aptitude and intelligence tests; observational

data gathered from teachers; counselor evaluation and observations of social and personal assets;

psychological reports; disciplinary information; special education files; health data; family

background information; educational and vocational plans; and other information determined by

the administration to be appropriate for this category.

Tentative records. This classification includes useful information that has not been verified

or is not clearly needed beyond the immediate present. It includes counselor evaluation and

observations of social and personal assets and unevaluated reports of teachers and counselors that

may be needed in ongoing counseling or disciplinary actions and student electronic mail.

Storage

The Records Secretary is responsible for ensuring that the records under his/her care are

stored in such a fashion as to protect them from harm and unauthorized alteration or access.

Physical records should generally be kept in a storage area that is well supervised and lockable;

electronic records should be protected by regular back up and password or encryption security of

good integrity.


The Records Secretary may make certain Directory information available without




reasonable time period. Directory information includes the following information about the

student: the student’s name, address, telephone number, grade level , and picture;

parent(s)/guardian(s) name(s), addresses, and phone numbers; academic awards, and honors, and


Data Gathering

Only the school Superintendent with respect to an individual school, and the

Superintendent or Board with respect to the District, may authorize the collection of survey or

other data pertaining to students or their families. The administrator shall confirm that the data

collection will be in accord with law and Board policy prior to authorizing it. At the time of

authorization, the administrator is to see to it that safeguards are in place to ensure the

confidentiality and security of the information gathered, including appropriate training of the

persons who will be collecting or handling the data. Survey instruments and procedures shall be

made available for inspection prior to use, and notice of the planned activity and an opportunity to

opt out shall be granted.

Missing Student

When law enforcement officials have notified the District that a student has been reported

missing, the building Principal shall tag this in an obvious way on that student’s records. The tag

shall remain until notified by law enforcement that the tag should be canceled, or until the student’s

eighteenth birthday. If a request had been received for a tagged student’s records, the custodian

shall not comply with the request but shall immediately notify the law enforcement agency.

Inspection and Copying of Records

Each school shall establish appropriate procedures for the granting of a request by the

parent(s)/guardian(s) for access to their child’s records within a reasonable period of time, but in

no case more than 45 school days after the request has been made. Where such records or data

include information on more than one student, the parent(s)/ guardian(s) of any student shall be

entitled to receive, or to be informed of, that part of such record as pertains to their student.

A school official competent in interpreting student records may be present to explain the

meaning and implications of the records that are examined.

In situations where the parent(s)/guardian(s) of a student are divorced or separated, each

parent(s)/guardian(s), custodial and/or non-custodial, has equal rights to their student’s records

unless a court order specifies otherwise. The District’s personnel shall not recognize private

agreements between the student’s parent(s)/guardian(s).

Copies of student record(s) will be made for a parent(s)/guardian(s) upon request. Copying

fees shall be charged only when multiple copies are requested in a limited time period, and shall

be assessed according to the procedures established for FOIA requests.

Requesting Amendments

Parent(s)/Guardian(s) may ask the District to amend a record that they believe is inaccurate,

misleading, or in violation of a student’s right to privacy by writing the school Principal or Records

Secretary, identifying the part of the record they want changed, and specifying the reason(s) for

the request. The school or District administrator shall make a determination on the request in a

timely fashion and shall reply in writing to the parent(s)/guardian(s) detailing the actions taken. If

the decision is to deny the request, the parent(s)/guardian(s) shall be provided with the information

and procedures to request a hearing regarding their request for amendment.

When a hearing has been requested by the parent(s)/guardian(s) for the purpose of

challenging the content of the student’s education record, the procedure to be followed in the

hearing shall include the following:

The hearing shall be conducted and the decision rendered by a person who does not have a

direct interest in the hearing outcome;

The parent(s)/guardian(s) of the student shall be given notice of the date, place and time of

the hearing within a reasonable time in advance of the hearing;

The parent(s)/guardian(s) may be assisted or represented by individuals of his/her choice at

his/her own expense, including an attorney;

The parent(s)/guardian(s) shall be afforded a full and fair opportunity to present relevant

evidence;

The decision shall be rendered in writing within a reasonable time after the hearing

concludes; and

The decision of the school shall be based solely upon the evidence presented at the hearing

and include a summary of the evidence and the reasons for the decision.

If the decision of the school following the hearing is to deny the request, the

parent(s)/guardian(s) shall be afforded an opportunity to place a statement in the record

commenting on the contested information or disagreement with the school. This statement shall

be attached to the record in question and copied or disclosed along with the record for as long as

the record is maintained.

Disclosure Without Consent

The Records Secretary may disclose information contained in those records without the

consent of the student’s parent(s)/guardian(s) to the following persons, on the condition that they

agree not to disclose the information to any other party without the written consent of the

parent(s)/guardian(s):

Other school officials, including teachers within the District who have legitimate educational

interests:

Officials of other schools or school systems in which the student intends to enroll; [Note:

this requires parent(s)/guardian(s) notification in each instance unless stated as a practice in

the annual notification to parent(s)/guardian(s) of their rights]

The Comptroller General of the United States, the Secretary of Education, or state and local

educational authorities;

Authorized persons to whom a student has applied for or from whom a student has received

financial aid;

Organizations conducting studies for or on behalf of educational agencies or institutions;

Accrediting organizations;

In compliance with a judicial order or subpoena, provided the custodian makes a reasonable

effort to notify the parent(s)/guardian(s) prior to complying so that they may seek protective

action. Notification will not be made to the parent(s)/guardian(s), however, if the court or

agency issuing the subpoena orders that the subpoena not be disclosed;

In the absence of a court order or subpoena, to a court if the District initiates legal action

against the parent(s)guardian(s) or student and the records of the student are relevant for the

District to proceed with the legal action, or if the parent(s)/guardian(s) or student initiates

legal action against the District and the student's records are relevant for the District to defend

itself; and

Appropriate persons if knowledge of the information is necessary to protect the health or

safety of the student or other persons in an emergency. (Obligations to release information

as provided by PA 102.) The Records Secretary shall take the following factors into

consideration in deciding whether the information should be released: the seriousness of the

emergency; whether the information is needed to meet the emergency; whether the persons

to whom the information will be released are in a position to deal with the emergency; and

whether time is of the essence in dealing with the emergency.

Except for local school officials, all persons, agencies, or organizations requesting or

accessing the records of a student shall be recorded on a form (including electronic forms) kept

permanently along with the student’s records if the request or access involved any information that

personally identified the student, except for subpoenas that prohibit disclosure.

The form must identify the requesting party, the legitimate interest the party had in making the

request, the information released or made accessible, the date the request and/or release was made,

and the name of the Records Secretary who handled the request.

Statistical data from student records may be disclosed without consent of the

parent(s)/guardian(s) for research, statistical summary, or planning purposes provided that the

information released cannot be used to identify an individual student. The Records Secretary shall

exercise care in this regard, as statistically small populations within the District may be identifiable

through seemingly innocuous data (Ex. Race and gender of a student may be sufficient to identify

an individual in a District with a low minority population).

Disclosure With Written Consent

The Records Secretary may disclose information in a student’s records or provide access

to the records following written instructions signed and dated by the parent(s)/guardian(s) of the

student specifying the records, the reasons, and the person(s) to whom the release is to be made.

A copy of the parent(s)/guardian(s) instructions shall be kept along with the record.

Whenever the District requests the consent to release certain records, the custodian shall

inform the parent(s)/guardian(s) of the right to limit such consent to specific portions of

information in the records.

Disposition of Records

The school shall maintain permanent records for an indefinite period of time. When the

student graduates, supplementary records shall be destroyed or shall be transferred to the

permanent record if they have permanent usefulness. Tentative records shall be destroyed when

the use for which they were collected is ended. However, tentative records may be placed in the

supplementary classification if the continuing usefulness of the information is demonstrated and

its validity verified.

To eliminate unnecessary or outdated information, the official Records Secretary shall

review a student’s records when the student moves from elementary to a middle school or junior

high, from a middle school or junior high to high school and upon high school graduation.

Custodial Discretion in Exceptional Circumstances

If the Records Secretary has special information that would indicate granting or denying

access to student records in accordance with these rules would be harmful to the student, he/she

may exercise discretion in granting or denying access in a manner other than provided herein.

Notification

Each school within the District shall disseminate to each student and family at least

annually the following statement of rights. Parent(s)/Guardian(s) who are non-native speakers of

English shall be provided a translation or otherwise contacted to inform them of these rights.

Disposition

Annual notice shall be given to parent(s)/guardian(s) and eligible students concerning the

student’s records. In addition, the Records Secretary of the educational records shall give annual

public notice of the class of records the institution has designated as Directory information and

provide instructions on withholding this information.

STUDENT AND FAMILY RIGHTS CONCERNING SCHOOL RECORDS

The Family Educational Rights and Privacy Act (FERPA) affords parent(s)/guardian(s) and

students over 18 years of age (eligible students”) certain rights with respect to the student’s

education records. They are:

1. The right to inspect and copy the student’s education records within 45 school days of the

day the District receives a request for access. Parent(s)/Guardian(s) or students should

submit to the Records Secretary of student records a written request that identifies the

record(s) they wish to inspect. The Records Secretary will make arrangements for access

and notify the parent(s)/guardian(s) or eligible student of the time and place where the

records may be inspected.

2. The right to request the amendment of the student’s education records that the

parent(s)/guardian(s) or eligible student believes are inaccurate, misleading or an invasion of

privacy.

Parent(s)/Guardian(s) or eligible students may ask the District to amend a record that they

believe is inaccurate, misleading, or an invasion of privacy. They should write the school

Principal or records custodian, clearly identify the part of the record they want changed, and

specify the reason.

The right to challenge school student records does not apply to: (1) academic grades of their

child, and (2) references to expulsions or out-of-school suspensions, if the challenge is made

at the time the student’s school student records are forwarded to another school to which the

student is transferring.

If the District decides not to amend the record as requested by the parent(s)/guardian(s) or

eligible student, the District will notify the parent(s)/guardian(s) or eligible student of the

decision and advise him/her of their right to a hearing regarding the request for amendment.

Additional information regarding the hearing procedures will be provided to the

parent(s)/guardian(s) or eligible student when notified of the right to a hearing.

3. The right to permit disclosure of personally identifiable information contained in the

student’s education records, except to the extent that the FERPA of Michigan law authorizes

disclosure without consent. Disclosure is permitted without consent to school officials with

legitimate educational or administrative interests. A school official is a person employed by

the District as an administrator, supervisor, instructor, or support staff member (including

health or medical staff and law enforcement unit personnel); a person serving on the Board;

a person or company with whom the District has contracted to perform a special task (such

as an attorney, auditor, medical consultant, or therapist); or a parent(s)/guardian(s) or student

serving on an official committee, such as disciplinary or grievance committee, or assisting

another school official in performing his/her tasks.

A school official has a legitimate educational interest if the official needs to review an

education record in order to fulfill his/her professional responsibility.

Upon request, the District discloses education records without consent to officials of another

school District in which a student has enrolled or intends to enroll as well as to person(s)

specifically required or allowed by State or federal law.

Disclosure is also permitted without consent to: any person for research, statistical reporting

or planning, provided that no student or parent(s)/guardian(s) can be identified; any person

named in a court order; and appropriate persons if the knowledge of such information is

necessary to protect the health or safety of the student or other persons.

4. The right to prohibit the release of Directory information concerning the

parent(s)/guardian(s) child.

Throughout the school year, the District may release Directory information regarding

students, limited to:

Name;

Address, telephone number, picture;

Grade level;

Parent(s)/Guardian(s) names and addresses;

Academic awards and honors; and

Information in relation to school sponsored activities, organizations and athletics.

Any parent(s)/guardian(s) or eligible student may prohibit the release of any or all of the

above information by delivering a written objection to the building Principal within 30 days

of the date of this notice. No Directory information will be released within this time period,

unless the parent(s)/guardian(s) or eligible student are specifically informed otherwise.

5. The right to prohibit the release of Directory information concerning the parent(s)

/guardian(s) child to Armed Forces recruiting personnel.

Student information to be release to the Armed Forces is to include:

Name;

Address; and

Telephone number (if listed).

6. The right to file a complaint with the U.S. Department of Education concerning alleged

failures by the District to comply with the requirements of FERPA.

The name and address of the office that administers FERPA is:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington DC 30303-4605

9250 Use of District Facilities (Cf. 3340 and 3340-R) 9250

The Board shall encourage the utilization of District buildings and District grounds

by properly organized and responsible groups. Such use of any District facility or District

grounds, however, shall not interfere with the daily school student routine or any school-

sponsored student activity. District facilities and equipment shall not be used or made

available for political campaigns.

The use of school facilities for school purposes has precedence over all other uses.

Persons on school premises must abide by the District’s conduct rules at all times. The

Board directs the Superintendent or designee to develop rules to provide for the use of

school facilities.

Recognized bargaining units may use District facilities and equipment as outlined

in the current negotiated master contract.

Fees and Rental Charges

The Board shall establish reasonable fees and/or rental charges for the use of any

District facility or District grounds; such fees and/or rental charges shall cover costs of

wages for any school personnel involved and utilities consumed. The Board shall adopt

the fee and/or rental charges.

Lease Arrangements

Any lease arrangement entered into by the Board shall conform to state law. Any

such lease, however, shall not exceed one year, but the Board may extend any such lease

if the Board shows good cause.

Use of District Facilities for Prayer or Religious Purposes During the School Day

The use of any District facility during the normal school day will not be allowed

for prayer or religious purposes. This prohibition against religious use includes the use of

District facilities by District personnel, patrons, and churches or any other individual or

groups of individuals.

Religious Accommodation in the Use of District Facilities

The use of District facilities or District grounds by community churches may be

allowed by the Board on a temporary basis as is afforded community groups elsewhere in

this policy.

Gymnasium and Cafeteria

The District's gymnasium(s) and cafeteria(s) may be rented to community groups

only if approved in advance by the High School Athletic Office. All organizations

wanting to use these facilities must contact the High School Athletic Office for approval

and scheduling.

Federal Compliance

The District will comply with the provisions of the Boy Scouts of America Equal

Access Act, and will not discriminate against or deny access to groups protected by the

Act.

Buildings and Grounds

Use of the buildings and grounds of the District by individual or outside

organizations must be approved by Superintendent or designee.

Equipment

Permission must be gained from the appropriate building Principal or immediate

supervisor before any District equipment may be removed from the school grounds.

The building Principal may authorize staff members to utilize District-owned

equipment to develop software and associated documents outside of their work assignment

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provided the development of the software is in the best interest of the District. Staff using

District equipment and software shall be in compliance with all copyright laws.

Recognized bargaining units may use District equipment as provided for in the

current negotiated master contract.

The Superintendent may authorize District employees to utilize District-owned

equipment when available to develop software and associated documents outside of their

work assignment, provided the development of said software is in the best interest of the

District.

Services

A school custodian shall be on duty and shall have instructions to see that the

building and equipment are properly cared for and used whenever non-school groups or

individuals use any school facility.

A school custodian may not be required when, in the opinion of the building

Principal, it is not necessary. In this case, the sponsors and the Principal accept full

responsibility for the building’s use.




LEGAL REF: MCL 333.12601 et seq.; OAG, 1987-1988, No 6460, p 167 (August 25,

1987); Lamb’s Chapel v Center Moriches Union Free School District, 508

U.S. 384 (1993) 20 USCA §7905 (Boy Scout Equal Access Act).

9250-R Use of District Facilities (Cf. 3340-R) 9250-R

Facility Use Policy:

Building and facility use will be governed by policy set by the East Grand Rapids

Board of Education, and administered on a day-to-day basis according to the following

Rules and Regulations.


The priorities for buildings and grounds use of the East Grand Rapids Public

Schools shall be as follows: (with the exception of the Performing Arts Center and Wealthy

Pioneer Auditorium)


2. Administrative-approved extra-curriculur and co-curricular activities of the

East Grand Rapids Public Schools.


4. City of East Grand Rapids Recreation Department programs.

5. Other individuals or organizations located within the school district.



Use of buildings and grounds will require the completion of an “Application for

Use of School Properties.” These applications are available in all district offices and

online. The High School Athletic Office will keep the Master Schedule for use of high

school and middle school buildings and facilities with the exception of the Performing Arts

Center (P.A.C.) and Wealthy Pioneer Auditorium to avoid conflicts. The Secretary to the

Principal at Breton Downs Elementary will keep the Master Schedule for use of all

elementary buildings. Each facility that is to be used must be scheduled and approved at

least one week in advance. Failure to do so may result in the denial of the request. (See G.

Miscellaneous)



These groups shall be made up primarily of East Grand Rapids School District

residents and/or staff and shall fall generally under one of the following categories:

a. Parent/Guardian, teacher, community, and student groups organized

specifically in the interest of local educational programs.

b. Recreation Department programs which are covered under the City/School

Joint Facilities Agreement.

The groups described above will not be charged for use of the facility unless one or

more of the following exceptions would be applicable:





The charges for items (a) through (c) will be determined by the Assistant

Superintendent for Business.


The Superintendent of Schools or Assistant Superintendent for Business shall have

the authority to deny the use of any facility if, in his/her judgment, such use would not be

in the best interest of the school District.



Because these are days when District personnel are not normally on duty, special

approval will have to be secured from the Assistant Superintendent for Business with the

understanding that the charges for personnel will be billed according to the approved fee

schedule.


Use of equipment, furniture and fixtures common to the operation of the building

and grounds will be granted for use to the sponsoring organization and will be included in




District-owned vehicles may not be assigned for use by non-District groups.


The Assistant Superintendent for Business may cancel any permit to use District



Any sponsoring group securing a permit to use District facilities may cancel such

permit without penalty with the exception of the Performing Arts Center (P.A.C.) and

Pioneer Auditorium by notifying the person in charge of issuing the permit at least forty-

eight (48) hours prior to the scheduled use.


Permits for buildings use are not transferable and must be used only by the



Smoking and the use or possession of drugs or alcoholic beverages or those

represented as such is not allowed on school district property and shall result in immediate

cancellation of facility use privileges. The consumption of food and non-alcoholic

beverages shall be allowed only in designated areas.



safety protection.





9. Equipment








c. Sponsoring groups are not permitted to move equipment onto District facilities



Flammable or combustible materials shall not be used in any area not properly

designed for such use.


All regulations of the State Fire Marshall and of the Fire Departments of the City

of East Grand Rapids and Grand Rapids Township must be adhered to in all facilities of

the District.


No alterations shall be made to any District facilities nor shall any items be placed

on walls, floors or in or on other places in the building without proper authorization.

For groups not affiliated with the District, the event requiring the rental of the

facility is not to be advertised on school property. Further, the group is not to advertise its

event in a manner that gives the perception that the District is promoting or sponsoring that

activity.


The District will not assume liability for property of the sponsoring group left in or

on District facilities.


Disorderly conduct of any kind will result in the calling of the police and the loss

of the privilege to use District facilities.










regarding the use of District facilities.




1. Each sponsoring group must assume liability for damage to District property,

grounds and equipment and shall reimburse the District for such damage.

2. Groups renting school facilities may be required to furnish a certificate of

liability insurance coverage (in the below indicated amount) naming the East

Grand Rapids Public Schools as additional insured.

General Liability


3,000,000 aggregate

G. Miscellaneous

1. The High School Athletic Office will schedule all school gymnasiums and

cafeterias for activities after 4:00 p.m. Individual buildings will schedule all

other requestsGymnasiums will not be reserved before 4:00 p.m. when school

is in session.

2. During the months of January/February/March, the Breton and Lakeside

gymnasiums will not be available until 5:30 p.m. for recreation department or

other organization use.

3. The recreation department participants or other organization participants shall

not have access to the facility until five (5) minutes prior to the beginning of

the practice/event.

4. No reservation shall be valid until the rental agreement is returned including

the payment of facility charges and signed by the authorized representatives

of the rental group, The Athletic Director and/or the Building Principal.

Applications for Use of School Properties forms are available at all school

offices and online.

35. The Board of Education or District representatives shall have access to all

rooms and activities at all times.

64. All facilities used by the applicant will be examined carefully after use; the

applicant shall make or arrange to make restitution promptly for any loss or

damage occurring during the applicant’s use of said facilities. The Building

Principal or Director of Performing Arts Center will inform the Assistant

Superintendent for Business in writing of any damage caused during the time

the facility was in use by an outside group.

75. Access to facilities and equipment will be limited to that specific request in

writing on the “Application for Use of School Properties” form.

86. Areas are assigned to only the group making the reservation. Doubling up or


97. All groups shall be accompanied by an adult supervisor whose responsibilities

shall include discipline, proper use of the building, vacating promptly, and

enforcement of all stated regulations and policies. Failure of the adult

supervisor to report at the time scheduled shall indicate to the custodian that

the activity is cancelled and he is to proceed to close the building.

108. The use or possession of drugs or alcoholic beverages or those represented

as such on school properties is prohibited and shall result in immediate

cancellation of facility use privileges.








FACILITY CHARGES**

(Not including applicable cCustodial fee if necessary)

Facility

Capacity Resident Non-

Resident

Organizations

with 75% or

more participants

currently enrolled

in EGRPS

Organizations

with less than

75% of

participants

currently

enrolled in

EGRPS

High School – Little Auditorium

(Lighting & Sound Systems at an additional

cost)

250 $50/hr. $100/hr. $50/hr. $150/hr.

Wealthy Pioneer Auditorium**

(Contact Auditorium Manager at Wealthy

Elem.)

950 ** ** ** **

Cafeterias

(lunch room only, no kitchen use allowed)

300 $25/hr.* $50/hr.* $25/hr.* $100/hr.*

Elementary Gymnasiums 275 $25/hr.* $75/hr.* $25/hr.* $100/hr.*

High School & Middle School Gymnasiums 650+up $25/hr.* $75/hr.* $25/hr.* $100/hr.*

High School & Middle School Locker Rooms $10/hr.* $25/hr.* $10/hr.* $50/hr.*

Classrooms and Conference Rooms 30 $25/hr.* $50/hr.* $25/hr.* $75/hr.*

Media CentersLearning Commons $2550/hr.* $5100/hr.* $2550/hr.* $1500/hr.*

High School Performing Arts Center** 750 ** ** ** **

Classrooms NA NA NA NA NA

High School Fitness Center NA NA NA NA NA

Organization rate reflects all organizations, regardless of residency or profit status

*Custodial/maintenance charges will be incurred whenever school personnel are not regularly scheduled to work. The

billing rate will be the current hourly custodial or maintenance ratecost at time and a half. The billing rate is further

defined as the total of hourly wage and corresponding retirement and social security costs. Custodial/maintenance charges

incurred on Sunday will be charged at double time. There is always a 3 hour minimum 3-hour charge for

custodial/maintenance help.

**See the Annual High School Performing Arts Center Fee Schedule available in P.A.C. Director’s Office and/or High

School Principal’s office.

Athletic fields are scheduled through the City of East Grand Rapids Recreation

Department.


listed. Certificates of insurance may be required from any group whenever the program is not being

sponsored by either the school district or the City of East Grand Rapids Recreation Department.


custodial services are regularly maintained. On Saturday, Sunday, holidays, and vacation periods,

cost for custodial time will be added to the facility charges. Custodial fees will be assessed at one

and one-half times the hourly rate on Saturdays and two times the hourly rate on Sundays, using

the above listed rates.* Additional charges may be made for services rendered (custodial labor,

special equipment, etc.).

**Rental charges double on Sunday.



Revised: June 5 or 12, 2017??

East Grand Rapids Public Schools Kent County, Michigan

Business Office

MEMORANDUM

Date: June 5, 2017

To: Board of Education

From: Kevin Philipps

Subject: Certification of 2017 Millage Rates Annually, the district is required to authorize millage rates for our General, Debt, and Sinking Funds. Listed below are the rates as recommended: 2017 General Fund: Non-Homestead: 18.0000 Recreation Millage: 1.2678 Sinking Fund: 0.4831 Debt Retirement Funds: 2007 Debt 0.3944 2008 Debt 0.1940 2011 Debt Refunding: 1.2011 2012 Debt Refunding: 0.5520 2014 Debt Refunding: 2.2872 2014 Debt: 0.8872 2015 Debt Refunding: 4.1679 2016 Debt Refunding: 0.2662 Total Debt Retirement: 9.9500 Overall, the taxable value of the district increased by 3.7%, and non-homestead properties increased by 3.8%. Taxable values in Kent County increased by 3.4%. Unfortunately, the rate of inflation was calculated at 0.9%, so growth in excess of 0.9% is subject to the Headlee amendment, which requires the tax rate to be reduced. Our non-homestead tax rate is subject to Headlee, but due to the 2 mill override passed in March 2016, the overall rate stayed at 18 mills. The recreation millage and sinking fund millage were Headlee reduced. Debt millages are not subject to Headlee reductions.

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June 5, 2017

Public Hearing

on the



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Budget Presentation

2016-2017 Final Proposed Budget Amendment Major changes since October

Proposed 2017-2018 Sinking Fund, Debt Retirement, Jt. Facilities budgets

General Fund Budget Background and History Annual Budget History Fund Balance History State Revenue, Student Enrollment & Personnel Expense Trends Bulletin 1014 Comparison & History

2017-2018 Proposed General Fund Budget & Budget Assumptions

Future Year Budget Projections Budget Assumptions Future Internal Challenges Future External Challenges

Discussion/Questions



The Budget is a product of our Strategic Plan “Educating and inspiring each student to navigate successfully in a

global community”

Budget is limited to the resources received

Budget is a financial roadmap that changes daily

Future years will bring additional financial challenges to overcome

State budget challenges

Internal budget challenges

EGRNow!

Enhancement Millage

State Funding

Three legs of our “funding stool”, without all three legs, we can’t provide the educational program our students deserve.


2016-2017

Final Budget Amendment


2016-2017 Final Budget Amendment

OctoberAmendment Proposed Final

Amended to Final

Variance

Revenues $29,084,951 $29,389,084 $304,133

Expenses $29,155,751 $29,468,491 $312,740

Change in Fund Reserve ($70,799) ($79,407) ($8,608)





Variances from Amended

Change in Revenues: Increase of $304,133 State Section 147(c) Funding: $128,000 E-Rate Refunds: $80,000 County Act 18 Funding: $76,000 Title I & II Carryover: $56,700 Others: ($36,567)

Change in Expenses: Increase of $312,740 State Section 147(c) expenses: $128,000 E-Rate Tech Capital Outlay & Prof Dev: $80,000 Title I & II: $56,700 Dental Claims: $50,000 Others: ($1,960)


2017-2018 Sinking Fund Budget

2016-2017 2017-2018

Revenue $330,000 $336,000

Expenses $200,000 $235,000

Net Change $130,000 $101,000

Unreserved Fund Bal. $433,725 $534,725

Reserved Fund Bal. (Turf) $372,500 $412,500


Long-Term Sinking Fund Plan

2017-2018 2018-2019 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024


Revenues $336,000 $342,000 $348,000 $355,000 $362,000 $370,000 $377,000

Athletic Turf Fund $40,000 $40,000 $40,000 $40,000 $40,000 $40,000 $40,000

HS Gym Resurfacing $45,000

Memorial Bleachers $250,000

Parking Lot Resurfacing $82,000 $60,000 $60,000

Others $150,000 $150,000 $150,000 $150,000 $125,000 $125,000 $125,000

Total Expenses $235,000 $190,000 $272,000 $250,000 $415,000 $225,000 $165,000

Ending Unreserved Bal $534,725 $686,725 $762,725 $867,725 $814,725 $959,725 $1,171,725


2017-2018 Debt Fund Budget

2016-2017 2017-2018

Tax Collections $6,590,230 $6,845,786

School Bond Loan Fund $2,986,880 $2,737,080

Total Revenues $9,577,110 $9,582,866

Expenses $9,577,110 $9,582,866

Net Change $0 $0


Millage Levied 9.95 9.95


2017-2018 Jt. Facilities Capital Budget

2016-2017 2017-2018

Revenue – City $45,000 $45,000

Revenue - Schools $45,000 $45,000

Total Revenue $90,000 $90,000

Expenses $26,536 $33,500

Net Change $63,464 $56,500



Long Term Jt. Facilities Plan

2017-2018 2018-2019 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024


Revenues $90,000 $90,000 $90,000 $90,000 $90,000 $90,000 $90,000

Tennis Courts $13,500 $15,000 $47,500 $7,500 $11,500

Playgrounds $100,000 $100,000 $100,000 $100,000

Athletic Fields $40,000

Pool Repair Reserve $15,000 $15,000 $15,000 $15,000 $15,000 $15,000 $15,000

Others $5,000 $0 $0 $10,000 $0 $0 $0

Total Expenses $33,500 $130,000 $62,500 $172,500 $26,500 $115,000 $115,000

Ending Balance $167,970 $127,970 $155,470 $72,970 $136,470 $111,470 $86,470


General Fund Budget

Background & History


Annual Budget Results

Revenues ExpensesChange in Fund

ReserveUnreserved

Fund Reserve

2006-2007 $27,560,262 $26,934,247 $626,015 $4,234,595

2007-2008 $27,781,528 $27,356,229 $425,289 $4,659,884

2008-2009 $27,716,932 $27,692,998 $23,934 $4,683,818

2009-2010 $27,994,587 $28,326,870 ($332,283) $4,351,535

2010-2011 $28,091,151 $28,193,600 ($102,449) $4,249,086

2011-2012 $27,417,080 $28,078,187 ($661,107) $3,587,979

2012-2013 $27,366,223 $28,115,046 ($748,823) $2,839,156

2013-2014 $27,315,275 $27,945,741 ($630,466) $2,210,806

2014-2015 $27,066,219 $27,994,450 ($928,231) $1,672,479

2015-2016 $27,630,857 $26,894,227 $736,630 $2,429,109

* Revenues and expenses from School Aid Fund contribution to MPSERS removed (Section 147c), which started in 2012-2013

Fund Reserve History

15.72%

17.03% 16.91%

15.36% 15.07%

12.78%

9.99%

7.67%

5.70%

8.50%

0.00%

2.00%

4.00%

6.00%

8.00%

10.00%

12.00%

14.00%

16.00%

18.00%

2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016

Fund Reserve Percentage Minimum Fund Reserve Preferred Fund Reserve



State Funding History

2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17

2016-17Vs

2008-09

Foundation Allowance $7,867 $7,867 $7,867 $7,397 $7,397 $7,450 $7,500 $7,628 $7,737 ($130)

Section 147(a) $0 $0 $0 $102 $106 $69 $78 $78 $72

Section 20(f) Hold Harmless

$0 $0 $0 $0 $0 $0 $0 $17 $17

Best Practices Grant $0 $0 $0 $100 $52 $52 $50 $0 $0

Performance Funding Grant

$0 $0 $0 $0 $0 $40 $70 $0 $0

Total State Funding $7,867 $7,867 $7,867 $7,599 $7,555 $7,611 $7,698 $7,723 $7,826 ($41)


Student Enrollment History

1999-2000 2,646

2000-2001 2,700

2001-2002 2,778

2002-2003 2,854

2003-2004 2,878

2004-2005 2,893

2005-2006 2,972

2006-2007 3,009

2007-2008 3,010

2008-2009 2,977

2009-2010 2,998

2010-2011 3,005

2011-2012 2,992

2012-2013 2,987

2013-2014 2,996

2014-2015 2,940

2015-2016 2,952

2016-2017 2,938

Blended Full Time Equivalent (FTE) is calculated using 10% of the prior spring countand 90% of the current year (fall count)


Personnel Expense Trend

(2008-2009 to 2016-2017 Budget)

Wages Health TotalRetirement

RetirementOffsets

Net Retirement

2008-2009 $15,773,478 $2,890,277 $2,594,430 $0 $2,594,430

2009-2010 $16,001,020 $2,925,490 $2,634,789 $0 $2,634,789

2010-2011 $15,792,998 $2,908,473 $3,101,768 $0 $3,101,768

2011-2012 $15,824,414 $3,092,473 $3,734,246 $304,634 $3,429,612

2012-2013 $15,764,475 $2,471,727 $4,145,622 $618,763 $3,526,859

2013-2014 $15,533,137 $2,509,419 $4,628,377 $1,058,811 $3,569,566

2014-2015 $15,430,045 $2,720,728 $5,429,796 $1,687,786 $3,742,010

2015-2016 $14,517,593 $2,741,005 $5,397,475 $1,721,212 $3,676,263

2016-2017 (Budget) $14,812,605 $2,783,298 $5,423,616 $1,847,823 $3,575,793

Net Change since 2008-2009 ($960,873) ($106,979) $2,829,186 $1,847,823 $981,363


MPSERS State Retirement History

Difference between total cost and district cost is School Aid Fund contribution to MPSERS

24.79% 25.78% 25.78% 24.94% 25.56%16.94%

20.66%

24.46%25.92%

29.35%

34.58%36.31% 36.64% 36.88%

2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18

State Retirement Contribution Rate

District Contribution Rate Total Implicit Retirement Rate


Bulletin 1014 – 6 year trend

2010-11 2011-12 2012-13 2013-14 2014-15 2015-16

Total Sample 786 797 813 829 841 839

General Fund Revenues 282nd 186th 253rd 288th 304th 295th

Expenses:

• Basic Program 101st 52nd 59th 60th 58th 63rd

• Added Needs 695th 703rd 706th 735th 735th 767th

• Instructional Support 148th 147th 192nd 180th 203rd 278th

• Operations & Maintenance 303rd 309th 658th 638th 675th 648th

• Business & Administration 386th 476th 482nd 523rd 498th 589th

Total GF Expenses 254th 202nd 236th 241st 242nd 342nd

Avg. Teacher Salary 47th 44th 53rd 45th 42nd 52nd

* 2012-13 drop in rankings for general fund revenues and operations & maintenance is the result of separating recreational millage revenue and related expenses from the General Fund


2017-2018

Proposed Budget

& Assumptions


2017-2018 Budget Assumptions

Revenue Assumptions: Foundation Allowance: $7,837 ($100/pupil increase)

House Budget Proposal (State budget not yet finalized) Student Enrollment: 2,935 FTE’s (2,938 in 2016-2017) Enhancement Millage: $211/pupil ($617,000) EGRNow!: $254,499

Expense Assumptions: Salary Formula:

Step increase, 2016-17 1% base scale increase repealed Overall increase: 1.1%

Health Care: 3.3% state cap increase (MESSA), WMHIP 5.8% Retirement Rate: 25.56% (24.94% in 2016-17)

Offset by additional state Section 147(a) retirement offset funding

Staffing: 2.5 FTE teaching increase 1.5 FTE additional staff at high school 1.0 FTE additional kindergarten (9 sections vs. 8 in 2016-17)




2016-2017 Proposed Final

2017-2018Proposed Original

Increase/(Decrease)

Revenues $29,389,084 $30,163,771 $774,687

Expenses $29,468,491 $30,115,893 $647,402

Change in Fund Reserve ($79,407) $48,378 $127,285





2016-17 to 2017-18

Increase in Revenues: Increase of $774,687 Enhancement Millage: $617,000 State Funding: $449,221

$100 per pupil increase: $293,500 Increase in Section 147(a): $90,000 At-Risk Funding: $25,000

EGRNow! ($406,000 to $254,499): ($151,501) County Act 18 Funding: ($55,000) Others: ($85,033)

Increase in Expenses: Increase of $647,402 Teacher Staffing Increases (2.5 FTE): $250,000

1.5 FTE at high school, 1.0 FTE in kindergarten

Salary/Wage Increase (1.1%): $200,000 Health Care (3.3%): $90,000 Retirement (24.94% to 25.56%): $90,000 Long-Term Subs to Full Time Staff: $40,000 Others: ($22,598)


2017-2018 Budget Sensitivity Analysis

2,900 stud.$0/pupil





Revenues $29,880,550 $30,001,930 $30,163,771 $30,285,151 $30,406,531

Expenses $29,881,884 $30,115,393 $30,115,893 $30,327,674 $30,327,674

Change in Fund Reserve

($1,334) ($113,463) $48,378 ($42,523) $78,857

Beginning Fund Reserve

$2,349,702 $2,349,702 $2,349,702 $2,349,702 $2,349,702

Ending Fund Reserve $2,348,369 $2,236,240 $2,398,080 $2,307,179 $2,428,560

Ending Fund Reserve % 7.9% 7.4% 8.0% 7.6% 8.0%

Salary Formula No increase

Step Increase, less 1% scale

reduction

Step Increase,less 1% scale

reduction

Step Increase(2.1%)

Step Increase (2.1%)

* Per pupil increase scenarios are based on 2,935 students at each change in increase


Future Years Budget Projections

& Internal/External Challenges


State Funding Projection

(In Millions $) 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21

School Aid Fund Revenues $11,747.1 $12,118.7 $12,609.9 $12,970.5 $13,330.5 $13,703.6 $14,088.3

Year over Year Growth $226.6 $371.6 $491.2 $360.6 $360.0 $373.1 $384.7

Growth % 2.0% 3.2% 4.1% 2.9% 2.8% 2.8% 2.8%

MPSERS Contribution ($274.0) ($216.5) ($90.0) ($27.0) ? ? ?

Net Incremental Funds ($47.4) $155.1 $401.2. $333.6 $360.0 $373.1 $384.7

Projected Students 1,500,000 1,496,000 1,490,700 1,486,500 1,482,000 1,482,000 1,482,000

Incremental Funds/student ($32) $104 $269 $224 $243 $252 $260

Actual/Projected Increase in Funding/pupil

$50 $25 $109 $100 $100 $100 $100

GF Contribution to SAF $45.9 $226.0 $215.0 ? ? ?


EGR Schools Foundation

2012-2013 $520,470

2013-2014 $270,855

2014-2015 $145,400

2015-2016 $255,310

2016-2017 $406,000

2017-2018 $254,499

6-Year Average $308,755

2018-2019 (Budget) $150,000

2019-2020 (Budget) $150,000


Enrollment Projections

2016-2017 2017-2018 2018-2019 2019-2020

Previous Year Enrollment 2,940 2,938 2,935 2,890

Graduating Seniors 226 240 267 244

Incoming K/Young 5s 157 180 180 180

Schools Of Choice 24 21 20 20

Community Growth 43 36 22 29

Actual / Projected Growth 2,938 2,935 2,890 2,875

• Grades K-5 = 206 per grade, Grades 6-12 = 244 per grade• 206 per grade = 2,678 district wide, 244 per grade = 3,172 district wide


Expense Assumptions

Salary/Wages: 1.0% overall increase $150,000 in salary/wages, $200,000 total cost with Ret/FICA Salary formula will sunset June 30, 2018

Staffing: Staffing maintained at 2017-2018 levels

Health Insurance: 2.5% annual increase in state contribution cap $75,000 increase in cost

Retirement Rate: Maintained at 25.56%



Future Years Projection


2018-2019Forecast

2019-2020Forecast

Revenues $30,163,771 $30,070,008 $30,299,455

Expenses $30,115,393 $30,115,393 $30,646,772

Change in Fund Reserve $48,378 ($302,735) ($347,317)

Beginning Fund Reserve $2,349,702 $2,398,080 $2,095,345

Ending Fund Reserve $2,398,080 $2,095,345 $1,748,028

Ending Fund Reserve % 8.0% 6.9% 5.7%

State Foundation Allowance $7,837 $7,937 $8,037

State Per-Pupil increase $100 $100

Student Enrollment 2,935 2,890 2,875

EGRNow! $254,499 $150,000 $150,000

Salary/Wage increase 1.1% 1.0% 1.0%



State General Fund Budget: Projected $2 billion budget gap by 2023

Repeal of PPT: $493 million Dedicated road funding: $600 million Increased homestead exemption: $218 million MEGA tax credits: $589 million State’s unrestricted general fund budget is $10.3 billion $2 billion gap doesn’t include a cyclical economic recession

How does that affect state K-12 funding? School Aid Fund projected to fund over $600 million of community college and

higher education costs in 2017-2018. General fund transfers $215 million to School Aid Fund. Net loss of $400 million to School Aid Fund for K-12 in 2017-2018.

Beyond the $400 million in School Aid Fund support of higher education, $1.3 billion of the general fund is allocated for higher education.

As the general fund budget gap grows, will the $1.3 billion in higher education appropriations transfer to the School Aid Fund?



Closing of MPSERS Defined Benefit program to new employees: Political battle between legislature and Governor that is holding up completion of state

budget Major issue is the additional annual costs to make the transition

Additional costs of a defined contribution plan vs. normal cost of defined benefit Additional cost of the unfunded liabilities of the program due to lowering the rate of

return assumption Estimated additional cost $410 million in 2019, growing to $669 million by 2027 (House

Fiscal Agency) $46.4 billion over 40 years

Where will additional money come from? House and Senate budgets attempted to set aside $300 million in 2017-18 budget to

jumpstart the transition May revenue conference lowered general fund revenues, impacting ability to set aside

the $300 million Eventually, additional cost will be at the expense of K-12 schools, either through

increased retirement rate, additional use of School Aid Fund dollars, or combination of both


Internal Budget Challenges

Student Enrollment: Based on current data, next five years project a sizable decrease in student enrollment Birth rates have stabilized, but not returned to levels seen 10 years ago Expenses cannot be reduced at the same level as the loss of revenue from declining enrollment

without affecting student programs

Employee compensation (recruiting & retaining talent): Pay scales have increased 1% in the last six years Salary formula negotiated two years ago was a model of collaboration and equity, but state

support hasn’t been strong enough for employees to benefit as much as they deserve. Increasing difficulty to stay competitive, both within the K-12 industry and outside of K-12 to

attract the talent we need to achieve our goals The budget challenges at the state level are going to increase our difficulty to be competitive

going forward $140 per student increase in foundation allowance to be able to pay employees a step increase

Last increase of $140 per pupil or more was 2006-2007 ($210/pupil)


Summary

General Fund budget is in a position of greater stability right now After 6 years of significant use of fund balance 2015-2016 – positive structural balance 2016-2017 – small budgeted deficit, hopefully balanced when year ends 2017-2018 – proposing positive structural balance

Local initiatives in place to support all budgets General Fund:

Recreational millage County enhancement millage EGRNow!

Joint Facilities: Turf replacement fund Community pool repair reserve

Sinking Fund: Ability to ask community to include technology & security purchases in the future

Will we be able to weather the state’s likely future fiscal storm Potential devastating budget gap in state’s general fund in next five years Cost of retirement system: What is right solution? How much will it cost? Economic slowdown will eventually occur, but not included in financial scenarios

Student enrollment pressures Loss of revenue will be a significant budget pressure, as costs will not reduce at same pace


Questions/Discussion?

BUSINESS OFFICE

MEMORANDUM

Date: June 5, 2017

To: Dr. Sara Magaña Shubel, Superintendent

The Board of Education

From: Kevin D. Philipps, Assistant Superintendent of Business

Subject: May 2017 Payment of Bills

APPROVE May General Fund (11) – checks #126147 through check #126207, with the

exception of voided check #126160, in the total amount of $697,642.56.

APPROVE May Athletic Fund (21) – checks #15420 through check #21503, with the exception

of voided check #15429 and #15430, in the total amount of $19,371.31.

APPROVE May Capital Projects (43) – checks #336 through check #337 in the total amount of

$9,575.95.

APPROVE May Student Activity Fund (61) – checks #25459 through #25551, with the

exception of check #25483 and #25492 and #25526, in the total amount of $95,952.15.

APPROVE May Joint Facilities Fund – no checks this month.

APPROVE May Debt Retirement – no checks this month.

KP/jmm

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Our Mission

Educating and inspiring each student

to navigate successfully

in a global community

EAST GRAND RAPIDS PUBLIC SCHOOLS Kent County, Michigan

REGULAR MEETING of the East Grand Rapids Board of Education The James E. Morse Administration Center at Woodcliff

2915 Hall Street SE, East Grand Rapids, MI 49506

Monday, May 15, 2017

MINUTES

The REGULAR MEETING of the East Grand Rapids Public Schools Board of Education, Kent County, Michigan, was held on Monday,

May 15, 2017, in Community Board Room at the James E. Morse Administration Center, 2915 Hall Street SE, East Grand Rapids, MI 49506.

BOARD OF EDUCATION Present: Robert Wolford, Elizabeth Welch, Beth Milanowski, Natalie Bernecker, Mark Hessler, Brad Laackman

Absent: Brian Coles

Administration: Dr. Sara Magaña Shubel, Jeanne Glowicki, Kevin Philipps, Bill Behrendt, Doug Jenkins, Jenny Fee, Lori Johnston,

Anthony Morey, Shelly Schram, Carlye Allen, Caroline Breault-Cannon, Craig Weigel

Meeting Called to Order

President Wolford called the meeting to order at 6:00 p.m.

Acknowledgment of Guests - None

Public Comments – None

Board Secretary’s Report: Communications to and from the Board

The board received communication from Rolf and Emily Smith on student matters.

The board received a Thank You note from Tad VandenBrink for the Schuler gift card on the birth of his daughter, Lena Dawn.

High School Student Council President’s Report – No report.


First Reading of Revised Policies (Enclosure #6)

Dr. Shubel presented the policies that were reviewed by the Policy Review Committee as presented in Enclosure #6. A discussion was held

among the board and these policies will be presented for approval at the June 5 board meeting.

Brian Coles arrived at 6:01 p.m.

ACTION ITEMS - CONSENT AGENDA

Background: In order to save time during the meeting, we are using a Consent Agenda. Items in the Consent Agenda include those that are routine or have been previously discussed by the Board of Education. Any board member may request to have any

item removed for a separate discussion and vote. Recommendation: Motion to approve the items in the Consent Agenda, Numbers 7-9.

Approval of Minutes of REGULAR Meeting of 4/17/2017 (Enclosure #7)

Approval of Minutes of SPECIAL Meeting of 4/18/2017 – Superintendent Evaluation (Enclosure #8)

Approval of Payment of Bills – April 2017 (Enclosure #9)

Member Milanowski moved to approve Consent Agenda items 7-9. Member Coles seconded the motion. Motion passed 7-0.

DRAFT

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BOARD OF EDUCATION

May 15, 2017

Page 2

OTHER ACTION ITEMS

Resolution of Kent ISD School Board Election (Enclosure #10)

President Wolford provided background information regarding the Kent ISD School Board Election. Under Section 614(2) of the Revised

School Code, the board adopts the resolution of the Kent ISD School Board Election for the purpose of designating a voting delegate and

alternate from each constituent district as described in Enclosure #10.

Member Bernecker moved to adopt the Kent ISD School Board Resolution designating Member Coles as a voting delegate and Member Hessler

as an alternate representative as described in Enclosure #10. A discussion was held among the board. Member Welch seconded the motion.

Motion passed 7-0.

Approval of KISD Budget for 2017-2018 (Enclosure #11)

Background: The State of Michigan requires that local school boards review their ISD’s proposed budget and act in support or non-

support of the budget. The Finance Committee has discussed the KISD 2017-2018 budget and recommends support.

Recommendation: Motion to support the KISD 2017-2018 budget as presented.

Kevin Philipps, Assistant Superintendent of Business, provided background information on the KISD Budget for 2017-2018.

Member Hessler moved to approve the KISD Budget for 2017-2018 as presented in Enclosure #11. Member Laackman seconded the motion.

A discussion was held among the board. Motion passed 7-0.

Approval of the Superintendent’s Evaluation and Contract Extension

President Wolford reported that the board complied with the state mandate to conduct the annual evaluation of Dr. Shubel on

April 18, 2017, utilizing the MASB evaluation rubric. After a very thorough review, the board deemed Dr. Shubel to be highly effective. The

board complimented Dr. Shubel on student growth numbers and efforts in financial areas. A discussion was held among the board. The board

is recommending to extend Dr. Shubel’s contract by one year to June 30, 2020.

Member Milanowski moved to approve the Superintendent’s Evaluation and extend her contract by one year to June 30, 2020. Member Coles

seconded the motion. Motion passed 7-0.


Superintendent

Dr. Shubel congratulated the high school First Robotics Team for their accomplishments in competing in the world competition again this year

and shared that they did a great job in representing EGRPS.

Dr. Shubel congratulated the We The People team for their accomplishments in competing and earning recognition in the Top 10 in the national

competition.

Dr. Shubel announced that there are seven staff members in the district who will be receiving tenure as listed in Enclosure #13.

Dr. Shubel announced the upcoming dates of:

Baccalaureate – Tuesday, May 23 at 6:00 p.m. at Fountain Street Church

High School Graduation Ceremony – Thursday, May 25 at 7:00 p.m. at Memorial Field

Staff Retirement Breakfast – Thursday, June 8 at 8:00 a.m.

Assistant Superintendent of Business

Kevin Philipps presented an update of the 2017-2018 budget. He expressed gratitude to the community for their strong support of the

countywide enhancement millage. He shared that discussions around financial sustainability for the district include the “three legs of the stool”

which include state funding, the enhancement millage, and EGRNow! More information will be known following the May Revenue

Conference. Philipps shared that the district’s proposed budget will be presented at the June 5 Budget Hearing.

President Wolford acknowledged Lucy Shair and the Legislative Committee for getting information out to the community on the enhancement

millage. He also thanked Amy Stuursma, Executive Director the EGR Schools Foundation, and her team for their efforts with the EGRNow!

campaign and raising awareness that this is an opportunity to restore some positions that had previously been cut. A discussion was held among

the board.

BOARD OF EDUCATION

May 15, 2017

Page 3

Assistant Superintendent of Instruction

Jeanne Glowicki presented the modifications to the special education reproductive health curriculum. Modifications were made to provide

resources for special education students. She shared that there was no change in content to the curriculum. Glowicki expressed the team’s

appreciation for the time to work on these modifications. A discussion was held among the board.

Board Member Reports

Communications Committee – No reports

Facilities Committee – No reports

Finance Committee – Member Bernecker reviewed the items discussed on tonight’s agenda.

Joint Facilities Committee – Member Wolford reported that a meeting will be held on May 18.

Personnel Committee – Member Wolford reported that a meeting will be held on May 17.

Policy Review Committee – Member Wolford reported that a meeting was held and items were previously discussed this evening.

Legislative Liaison Committee – Member Welch reported that a meeting was held last week and the committee debriefed on the enhancement

millage. The Town Hall was well attended with good feedback received. Welch provided an update on current bills being considered. Liaisons

EGR Schools Foundation – Member Milanowski reported on EGRNow! The Gerken Open will be held on May 31.

Leadership & Youth Development (LYD) – Member Milanowski reported that the board met last week. Tommy Kawel, high school English

teacher, has agreed to join LYD as a staff coordinator and liaison. LYD board voted to not hold Healthy High in 2017/2018.

Community Action Council – No reports

Parks & Recreation – Member Hessler reported that he will meet with the Joint Facilities committee.

PTO Council – Member Wolford reported that a meeting was held at Breton Downs, and the next meeting is the annual luncheon.

Superintendent’s Advisory Council (SAC) – No reports.

Parent Advocates for Special Education (PASE) – Member Bernecker reported on communications, transitions, and great leadership with

PASE.

The next board meeting, the Budget Hearing, will be held on Monday, June 5, 2017, at 6:00 p.m.

ADJOURNMENT

President Wolford adjourned the meeting at 6:37 p.m. Respectfully submitted,

Beth Milanowski, Secretary

East Grand Rapids Public Schools Board of Education

* Minutes for this meeting will be available in the Superintendent’s Office at 2915 Hall St. SE, East Grand Rapids, MI 49506. The phone number is 235-3535. ** If you plan to attend and have a special need and require accommodation to attend this meeting, please contact Dr. Sara M. Shubel, Superintendent, at 235-3535. jmm 5/16/2017

POLICY REVIEW COMMITTEE Board Policy Review Form

Policy # and Name: See Below

Date: May 2017 Review Requested By: Administration/State and/or Federal Requirements

RECOMMENDATIONS:

3340 and 3340-R – Fees, Payments, and Rentals – Delete: Policy has been combined with 9250

5525 – Master Teachers – Delete: outdated policy

5500 – Teaching Staff Probation and Tenure – remove outdated language per MCL 38.83

8335 and 8335-R – Unlawful Substances and Other Criminal Acts (See e-cigarette article)


Note: In May of 2016, the Food and Drug Administration issued the deeming rule, exercising its regulatory authority over

e-cigarettes as a tobacco product.

8345 – Assaults Committed by Students (See Support Material: Mandatory Factors Law, MASSP Presentation, MASB Presentation)


8381 – Emergency Restraint and Seclusion – New Policy as required by law

8383 – Procedures for Discipline (See Support Material: Mandatory Factors Law, MASSP Presentation, MASB Presentation)


8385 – Suspensions or Expulsions Required by Statute




8390 and 8390-R – Suspension Procedures


Short Description: Revised Policy to follow recent legislation requiring school officials to consider various factors before suspending

or expelling a student and to consider the use of restorative practices. The new laws take effect August 1, 2017.

8395 – Expulsion Procedures



8940 and 8940-R – Student Records

Short Description: Revised Policy to follow recent legislation (PA 367-Pupil Privacy and PA 368-Student Online Personal

Protection Act)

9250 and 9250-R – Use of District Facilities (Delete Policy #3340 and 3340-R, to be combined with 9250)

Short Description: Revised Policy to streamline and clarify.

TIMELINE:

Date to Policy Committee: May 2, 2017, 2pm

Date to Full Board – 1st Reading: May 15, 2017

Date to Full Board – 2nd Reading and Approval: June 5 5/2017 jmm

http://www.egrps.org/documents/BoardOfEd/policies/e-cig2016ExecSummary.pdf













http://www.legislature.mi.gov/(S(0bkgxlzi2bh3cqwqmzb5spef))/mileg.aspx?page=getObject&objectName=mcl-380-1136-added

http://www.legislature.mi.gov/(S(4kfvsh4dl1wo3guffomrsdag))/documents/mcl/pdf/mcl-388-1293-new.pdf

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3340 Fees, Payments and Rentals (Cf. 9250) 3340


of Education, and administered on a day-to-day basis according to the Rules and Regulations

established by the Superintendent and reviewed by the Board.

Federal Compliance

The District will comply with the provisions of the Boy Scouts of America Equal Access

Act, and will not discriminate against or deny access to groups protected by the Act.


LEGAL REF: 20 USCA §4071, et seq. (Equal Access Act); 20 USCA §7905 (Boy Scout Equal

Access Act).

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3340-R Fees, Payments and Rentals (Cf. 9250-R) 3340-R

Facility Use


of Education, and administered on a day-to-day basis according to the following Rules and

Regulations.


The priorities for buildings and grounds use of the East Grand Rapids Public Schools shall

be as follows:


2. Administrative-approved extra-curricular and co-curricular activities of the East Grand



4. East Grand Rapids Recreation Department programs.

5. Other individuals or organizations located in the school district.



Use of buildings and grounds will require the completion of an “Application for Use of School

Properties.” These applications are available in all district offices. The High School Athletic

Office will keep the Master Schedule for use of buildings and facilities with the exception of the

Performing Arts Center (P.A.C.) and Pioneer Auditorium to avoid conflicts. Each facility that is

to be used must be scheduled and approved at least one week in advance. Failure to do so may

result in the denial of the request. (See G. Miscellaneous)

Athletic fields and the community pool are scheduled through the City of East Grand Rapids

Recreation department.




a. Parent, district staff, coach, community member, and student who reserve on behalf

of groups organized specifically in the interest of local educational programs.

b. Recreation Department programs which are covered under the City/School Joint

Facilities Agreement.

The groups described above will not be charged for use of the facility unless one or more of

the following exceptions would be applicable:





The charges for items (a) through (c) will be determined by the Assistant Superintendent for

Business.


The Superintendent of Schools or Assistant Superintendent for Business shall have the

authority to deny the use of any facility if, in his/her judgment, such use would not be in the best

interest of the school district.



Because these are days when district personnel are not normally on duty, special

approval will have to be secured from the Assistant Superintendent for

Business/Designee with the understanding that the charges for personnel will be billed

according to the approved fee schedule.



Use of equipment, furniture and fixtures common to the operation of the building and

grounds will be granted for use to the sponsoring organization and will be included in




District-owned vehicles may not be assigned for use by non-district groups.


The Assistant Superintendent for Business may cancel any permit to use district



Any sponsoring group securing a permit to use district facilities may cancel such permit

without penalty with the exception of the Performing Arts Center (P.A.C.) and Wealthy

Pioneer Auditorium by notifying the person in charge of issuing the permit at least

forty-eight (48) hours prior to the scheduled use.


a. Permits for building use are not transferable and must be used only by the


b. Areas are assigned to only the group making the reservation. Doubling up or



Smoking and the use or possession of drugs or alcoholic beverages is not allowed on

school district property and shall result in immediate cancellation of facility use

privileges. The consumption of food and non-alcoholic beverages shall be allowed

only in designated areas.




safety protection.





9. Equipment








c. Sponsoring groups are not permitted to move equipment onto district facilities



Flammable or combustible materials shall not be used in any area not properly designed

for such use.


All regulations of the State Fire Marshall and of the Fire Departments of the City of East

Grand Rapids and Grand Rapids Township must be adhered to in all facilities of the

district.



No alterations shall be made to any district facilities nor shall any items be placed on

walls, floors or in or on other places in the building without proper authorization.


The district will not assume liability for property of the sponsoring group left in or on

district facilities.


Disorderly conduct of any kind will result in the calling of the police and the loss of the

privilege to use district facilities.










regarding the use of district facilities.





1. Each sponsoring group must assume liability for damage to district property, grounds

and equipment and shall reimburse the district for such damage.

2. Groups renting school facilities may be required to furnish a certificate of liability

insurance coverage (in the below indicated amount) naming the East Grand Rapids

Public Schools as additional insured.

General Liability


3,000,000 aggregate

G. Miscellaneous

1. The High School Athletic Office will schedule all school gymnasiums and cafeterias

for activities before or after school hours. Individual buildings will schedule all other

requests.

2. No reservation shall be valid until the rental agreement is returned including the

payment of facility charges and signed by the authorized representatives of the rental

group, the Athletic Director and/or the Building Principal. Applications for Use of

School Properties forms are available at all school offices.

3. The Board of Education or district representatives shall have access to all rooms and

activities at all times.

4. All facilities used by the applicant will be examined carefully after use; the applicant

shall make or arrange to make restitution promptly for any loss or damage occurring

during the applicant’s use of said facilities. The Building Principal or Director of

Performing Arts Center will inform the Assistant Superintendent for Business in

writing of any damage caused during the time the facility was in use by an outside

group.


5. Access to facilities and equipment will be limited to that specific request in writing on

the “Application for Use of School Properties” form.

6. Areas are assigned to only the group making the reservation. Doubling up or inviting

other groups to use the area simultaneously is prohibited.

7. All groups shall be accompanied by an adult supervisor whose responsibilities shall

include discipline, proper use of the building, vacating promptly, and enforcement of

all stated regulations and policies. Failure of the adult supervisor to report at the time

scheduled shall indicate to the custodian that the activity is cancelled and he is to

proceed to close the building.

8. The use or possession of drugs or alcoholic beverages on school properties is prohibited

and shall result in immediate cancellation of facility use privileges.









A schedule of District facility rental rates is available at the District office and the main

offices of the District’s school buildings, and in the high school athletic office individuals/groups

that will be charged for the use of district facilities include the following categories:

Resident and non-resident individuals/groups representing organizations not specifically

organized in the interest of local school programs.

The High School Fitness Center can be reserved under the following parameters:

a. EGRPS Coach or Employee uses are fitness center to train EGRPS students or

employees and does not charge those students or employees.

b. EGRPS Coach or Employee uses our fitness center to train EGRPS students or

employees and charges students or employees for that training. A coach may not

charge his/her own athletes during the season. ($50.00 per hour charge applies for use

of the fitness center.)

The District shall not permit a non-employee of the district to use the High School Fitness

Center to train other individuals even if those individuals are students or employees.


listed. Certificates of insurance may be required from any group whenever the program is not

being sponsored by either the school district or the City Recreation Department.


custodial services are regularly maintained. On Saturday, Sunday, holidays, and vacation

periods, cost for custodial time will be added to the facility charges. Custodial fees will be

assessed at one and one-half times the hourly rate on Saturdays and two times the hourly rate

on Sundays.

Additional charges may be made for services rendered (custodial labor, special equipment,

etc.). Rental charges double on Sunday.

Facility charges must be paid in full at time of application.

Revised: July 1, 2010



5500 Teaching Staff Probation and Tenure 5500

Probation

The Board of Education recognizes its obligation to employ only those professional staff

members best trained and equipped to meet the educational needs of the students of this District.

The Board shall discharge that obligation by retaining in service only those probationary teachers

who meet those standards.

Teachers, new to the District, who have not previously acquired tenure in the state of

Michigan, will be in a probationary status for the first five (5) years of employment before

becoming eligible for tenure in the District, except as provided below. A teacher must receive

ratings of Effective or Highly Effective on the last three (3) annual performance evaluations to

achieve tenure. (Cf. 5520)

Probationary teachers who are rated highly effective on the annual performance evaluation

in years 2, 3 and 4 achieve tenure after four (4) years. Any probationary teacher under contract

prior to July 19, 2011, is in a probationary period for only four (4) years. Any teacher having

probation as of July 19, 2011, will not be required to serve additional probation.

Teachers, new to the District, who have previously acquired tenure in any other Michigan

school district, shall be required to serve no more than two (2) years of probation before becoming

eligible for tenure in the District.

The Superintendent shall ensure that all probationary teachers are provided an

Individualized Development Plan, evaluated in a timely manner by appropriate administrators,

notified of areas of which performance is not meeting expectations, and are provided assistance in

improving their performance.

The Superintendent shall annually review the performance of all probationary teachers by

a date adequate to ensure timely compliance with all statutory, contractual, and other applicable

timelines. The Superintendent shall provide to the Board a written recommendation with regard to

each such teacher specifically noting the extent to which the probationary teacher's performance

is meeting District expectations.

5500 Teaching Staff Probation and Tenure 5500-2

On the basis of its review, the Board may, in its discretion, (1) grant tenure, if otherwise

eligible; (2) non-renew employment based on unsatisfactory performance;MCL 38.83 or (3)

continue the probationary period of employment if not otherwise eligible for tenure (not to exceed

the statutory probation periods).

The Superintendent shall ensure that appropriate notices of the Board's actions are timely

sent and delivered to all affected probationary teachers. The Superintendent shall further ensure

that appropriate guidelines are drafted implementing the requirements of the Teacher Tenure Act.

Tenure

Teachers attain continuing tenure, as a matter of law, after the satisfactory completion of

their probationary period. Once tenure has been attained, the teacher shall remain on continuing

tenure as provided for under current law.

The Board may recommend the discharge or demotion of a continuing tenure teacher only

as provided for under the Teacher Tenure Act.

Continuing tenure will not be granted to any annual assignment of extra duty for extra pay.

Administrative Tenure

Administrators or teachers employed in assignments other than that of classroom teacher,

shall be employed without continuing tenure in their other position, but will retain continuing

tenure status in their teaching position.

Administration of Tenure

Provisions for evaluation of administrators and teachers are a priority of the Board. The

Superintendent is responsible for developing procedures in agreement with current law for meeting

these priorities.


Revised: March 11, 2013

Revised: June 5 or 12, 2017

LEGAL REF: MCL 38.71 et seq., MCL 38.83

5525 Master Teachers 5525

The Board has established the following qualifications in determining master (mentor)

teachers in the District.

It is expected that the mentor teacher will:

o Have demonstrated excellence in teaching and/or knowledge of a specific field of

study;

o Have three to five years teaching experience, and have participated in professional

development to remain current and maintain a high level of expertise;

o Be an active and open listener, sensitive and responsive to the ideas of others;

o Be an active participant in the role as mentor for the duration of the probationary

period;

o Be competent in communication skills and have demonstrated successful “people

skills”; and

o If possible, be a practitioner in the same certification or specialty area as the new

teacher with whom she/he is paired, and be located in the same building.


LEGAL REF: MCL 380.1526

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8335 Unlawful Substances and Other Criminal Acts 8335

All students are expected to abide by this conduct policy regarding use of unlawful

substances, or those represented as such. All students are prohibited from the use, possession,

purchase, sale or distribution of any form, or those represented as such, of alcohol, inhalants,

marijuana, illicit drugs, drug paraphernalia, tobacco, non-tobacco nicotine products, or

inhalation-type products or paraphernalia. Inhalation-type products include, but are not limited

to, vaping instruments, electronic cigarettes, dissolvable, chewing tobacco, mods, or hookahs.

tobacco, non-tobacco nicotine products, alcohol, inhalants, marijuana, illicit drugs, or drug

paraphernalia.

Application and Scope

The policy will apply to all students and their involvement in school, extra-curricular,

school-sponsored, and athletic activities of the East Grand Rapids Public Schools. The policy

applies to all students at any place and at any time. The policy will apply on a 12-month basis,

beginning with enrollment in the district and ending with high school graduation or the last

scheduled extra-curricular and/or co-curricular activity of the school year of graduation, whichever

comes last.

Students who attend school or a school-sponsored event on or off school property under

the influence of an unlawful substance will be considered to be in possession of such substance

on-campus and thus subject to penalties under 8335-R II.





Revised: April 28, 2015


LEGAL REF: MLC 380.1208

8335-R Unlawful Substances and Other Criminal Acts 8335-R

If it has been determined that a student is unlawfully using, possessing, purchasing, selling

or distributing unlawful substances, or those represented as such, the Suspension Procedures

(Policy 8390) shall be followed. In addition, the school will seek to recommend appropriate

education or counseling programs. Tobacco or inhalation-type products and non-tobacco nicotine

violations will be disciplined progressively. Second and subsequent violations of Policy #8335 not

related to tobacco or non-tobacco nicotine products, or inhalation-type products will be disciplined

progressively and according to the location and type of the most recent offense.

Offenses involving illegal substances will be cumulative for two (2) years from the date of

the offense. An offense occurring after the two-year window will be disciplined and reported as

if the offense is a first offense; however, all violations of #8335 remain in the student’s file and on

record.

REPORTING TO POST-SECONDARY INSTITUTIONS

School personnel are prohibited from reporting student discipline to post-secondary

institutions, unless the school administration deems a discipline violation to be of a significant

criminal nature or one that involves a significant threat to the safety of the individual or others.

Such violations may include, but are not limited to, weapons, violence, or the delivery of a

controlled substance. Such discipline violations will be reported when in the judgment of the

school it would be irresponsible or unprofessional not to do so. School personnel, specifically

counselors, when presented with an application question regarding a student’s discipline, will mark

the option “school policy prevents me from reporting” for all students unless the discipline

violation is of a significant criminal nature or involves a significant threat to the safety of the

individual or others.

LIMITATIONS OF REVIEW

Administrators observe the right to decline to investigate a report if a significant amount

of time has lapsed and/or if the administration is unable to conduct an adequate investigation.

SUSPENSIONS FROM EXTRA-CURRICULAR ACTIVITIES

A student prohibited from extra-curricular activities shall not attend or participate in

contests, games, meets, banquets, and/or performances. A student prohibited from extra-curricular

activities is permitted to attend practices. Scrimmages are considered practices.

THE FOLLOWING CONSEQUENCES APPLY TO ALL STUDENTS ON SCHOOL

GROUNDS OR AT ANY SCHOOL ACTIVITY/EVENT:

I. PENALTIES FOR USE, POSSESSION, SALE, DISTRIBUTION, OR PURCHASE FOR

DISTRIBUTION OF TOBACCO, NON-TOBACCO NICOTINE PRODUCTS,

INHALATIONNT-TYPELIKE PRODUCTS, OR THOSE REPRESENTED AS SUCH

A. USE OR POSSESSION:

1.) First Offense

The student will receive up to a one (1) day school suspension and a three (3) day suspension

from any extra-curricular or school-sponsored activities. Tobacco/non-nicotine tobacco products


2.) Second Offense:

The student will receive a one (1) day suspension from school and a seven (7) day suspension

from school-sponsored and extra-curricular activities. The student may continue to attend

practice during an extra-curricular suspension at the completion of the school suspension.


3.) Third Offense:

The student will receive a two (2) day suspension with a fourteen (14) day suspension from

school-sponsored and extra-curricular activities. Tobacco/non-nicotine tobacco products and/or

related paraphernalia will be confiscated.

B. SALE, DISTRIBUTION, OR PURCHASE FOR DISTRIBUTION

1.) First Offense

The student will receive up to a three (3) day suspension from school, plus a seven (7) day

suspension from any extra-curricular or school-sponsored activity. Tobacco/non-tobacco nicotine

products and related paraphernalia will be confiscated.

2.) Second Offense:

The student will receive a five (5) day suspension from school and a fourteen (14) day

suspension from school-sponsored and extra-curricular activities. The student may continue to

attend practice during an extra-curricular suspension at the completion of the school suspension.


3.) Third Offense:

The student will receive up to a ten (10) day suspension with a twenty-eight (28) day suspension

from school-sponsored and extra-curricular activities. Tobacco/non-nicotine tobacco products


I. PENALTIES FOR POSSESSION OR USE OF TOBACCO, non-tobacco nicotine products,

OR THOSE REPRESENTED AS SUCH

A. TOBACCO/non-tobacco nicotine products (POSSESSION):

1.) First Offense:

The student will receive a verbal warning and the tobacco/non-tobacco nicotine

products will be confiscated.

2.) Second and Repeated Offense:

The student will receive a one (1) day suspension from school1 and tobacco/non-

tobacco nicotine products will be confiscated. Additional offenses may be dealt with

under the Persistent Disobedience Policy #8380.

B. USE OF TOBACCO/non-tobacco nicotine products

1.) First Offense

The student will receive a one (1) day suspension from school, plus a one (1) day

suspension from any extra-curricular or school-sponsored activity. Tobacco/non-


2.) Second Offense:

The student will receive a three (3) day suspension from school and a one (1) week

suspension from school-sponsored and extra-curricular activities.

8335-R Unlawful Substances and Other Criminal Acts 8335-R-3

The student may continue to attend practice during an extra-curricular suspension at

the completion of the school suspension. Tobacco/non-tobacco nicotine products

will be confiscated.

3.) Third Offense:

* See Policy #8392 - Suspension Procedures

The student will receive up to a ten (10) day suspension with a ten (10) day

suspension from school-sponsored and extra-curricular activities. Tobacco/non-


II. PENALITIES FOR ON-CAMPUS SUBSTANCE ABUSSE VIOLATIONS

A. POSSESSION/USE OF THE FOLLOWING ITEMS OR THOSE REPRESENTED AS

SUCH: POSSESSION AND/OR USE OF ALCOHOL AND/OR MARIJUANA:

1.) First Offense:

The student will receive a five (5) day suspension from school. The student will

receive a fourteen (14) day suspension from extra-curricular and school-sponsored

activities. The student may continue to attend practice during an extra-curricular

suspension at the completion of the school suspension.





2.) Second Offense:

The student will receive an eight (8) day suspension from school. The student will

receive a twenty-eight (28) day suspension from extra-curricular and school-

sponsored activities. The student may continue to attend practice during an extra-

curricular suspension at the completion of the school suspension.

3.) Third Offense:

The student will receive a ten (10) day suspension from school and/or


The student will be prohibited from extra-curricular and school activities for not less

than twenty-eight (28) days. The student may continue to attend practice during an

extra-curricular suspension at the completion of the school suspension. After this

time, the student may appeal to the principal for reinstatement to extra-curricular

and school-sponsored activities. This could include additional substance abuse

educational programs or counseling, community service, and/or recommendations

from coaches; teachers and community representatives that indicate the student

should be reinstated.


SUCH: INHALANTS, MARIJUANA, ILLICIT DRUGS, DRUG PARAPHERNALIA:

1.) First Offense:





for fourteen to twenty-eight (14-28) days.twenty-eight (28) days. The student may

continue to attend practice during an extra-curricular suspension at the completion

of the school-suspension.





2.) Second Offense:




school-sponsored activities for twenty-eight to ninety (28-90) days. The student

may continue to attend practice during an extra-curricular suspension at the

completion of the school suspension.



student to regain extra-curricular and school-sponsored activities/privileges after the

extra-curricular suspension.

3.) Third Offense:

The student will receive a ten (10) day suspension from school with a



for one (1) calendar year.

III. SELLING, DISTRIBUTING, OR PURCHASING FOR DISTRIBUTION ANY FORM OF

THE FOLLOWING ITEMS OR THOSE REPRESENTED AS SUCH; ALCOHOL,

INHALANTS, MARIJUANA, ILLICIT DRUGS, DRUG PARAPHERNALIA:

1.) First Offense:

The student will receive a minimum of a ten (10) day suspension from school and/or

a recommendation of up to and including permanent expulsion from East Grand


school-sponsored activities for twenty-eight (28) days or for the duration of the

suspension/expulsion. The student must participate in an approved substance

abuse/decision making education program or present proof of enrollment in the

program in order for the student to regain extra-curricular and school-sponsored

activities privileges after the twenty-eight (28) day suspension.

2.) Second Offense:

The student will receive a minimum of a ten (10) day suspension from school with

a recommendation for permanent expulsion from East Grand Rapids Public Schools.


during the duration of the suspension.

THE FOLLOWING CONSEQUENCES APPLY TO ALL STUDENTS OFF CAMPUS

ANYWHERE, ANYTIME

I. PENALTIES FOR OFF-CAMPUS SUBSTANCE ABUSE VIOLATIONS:

A. POSSESSION OR USE OF ALCOHOL OR MARIJUANA

1.) First Offense:

The student will receive a fourteen (14) day suspension from extra-curricular and

school-sponsored activities. The student may continue to attend practices.



student to regain extra-curricular and school sponsored activities privileges after the


2.) Second Offense:

The student will receive a twenty-eight (28) day suspension from extra-curricular

and school sponsored activities. The student may continue to attend practices.



student to regain extra-curricular activities privileges after the twenty-eight (28) day

suspension.

3.) Third Offense:

The student will be prohibited in extra-curricular and school sponsored activities for

not less than twenty-eight (28) days. After this time, the student may appeal to the

principal for reinstatement to extra-curricular and school sponsored activities.



community representatives that indicate the student should be retained.


SUCH; INHALANTS, ILLICIT DRUGS, DRUG PARAPHERNALIA:

1.) First Offense:


for twenty-eight (28) days.


education program or present proof or enrollment in the program in order for the



2.) Second Offense:


for twenty-eight to ninety (28-90) days. The student must participate in an approved

substance abuse/decision making education program or present proof of enrollment

in the program in order for the student to regain extra-curricular and school-

sponsored activities privileges after the twenty-eight to ninety (28-90) day

suspension.

3.) Third Offense:


for one (1) calendar year. After this time the student may appeal to the principal for

reinstatement to extra-curricular and school sponsored activities.



community representatives that include the student should be reinstated.


8345 Assaults Committed by Students 8345


connection with a student's conduct in a class, subject or activity in which a student may be

suspended and/or expelled as required under the Michigan Compiled Laws.

Physical Assaults:

The Board shall permanently expel a student in grade 6 or above if the student commits a

physical assault, as defined by MCL 380.131la(12)(B), against a District employee or against a

person engaged as a volunteer, as defined by Board policy, or contractor for the District on school


For the purpose of this policy, "physical assault" shall be defined as "intentionally causing

or attempting to cause physical harm to another through force or violence."

Reinstatement:

The parent(s)/guardian(s) of a permanently expelled student, or an emancipated

permanently expelled student may petition the Board for reinstatement after 150 school days. The

individual shall not be reinstated before 180 school days have expired. The Board shall provide all

due process rights to reinstatement as outlined in Student Conduct Code Policy 8300.

Verbal Assaults:

Any student in grade 6 or above who commits a verbal assault on school property, on a

school bus or other school related vehicle, or at a school-sponsored activity or event against a

District employee or against a person engaged as a volunteer (as defined by Board of Education

policy) or contractor for the District shall be expelled by the Board for up to 180 school days. The

Board may modify the expulsion period on a case-by-case basis.

For the purpose of this policy, "verbal assault" shall be defined as any willful verbal threat

to inflict injury upon another person, under such circumstances that create a reasonable fear of

imminent injury, coupled with an apparent ability to inflict injury.

Physical Assaults Committed Against Other Students

The Board shall expel a student in grade 6 or above for up to 180 school days if the student

commits a physical assault, as defined by MCL 380.13210(3)(B), against another student on school


The Board may modify the expulsion period on a case-by-case basis.

Consideration of Factors Prior to expelling a student for arson, criminal sexual conduct, physical assault, verbal assault, and/or bomb threats, the Board shall consider each of the following factors:





If, after such consideration, the Board determines a lesser intervention than expulsion is

appropriate, than the Board may proceed with a lesser intervention.

Application to Students with Disabilities



services or those students suspected of having a handicap (Sec. 504).



Approved: June 9, 2003 LEGAL REF: MCL 380.1310(3)(B); MCL 380.1310d; MCL 380.131la(12)(B)

8381 Emergency Restraint and Seclusion

East Grand Rapids Public Schools has adopted the State of Michigan’s Public Acts 394-

402 of 2016 regarding the use of emergency restraint and seclusion. Seclusion and/or restraint

will only be used to ensure the safety of a student or others. East Grand Rapids Public Schools

adheres to the following objectives established within Public Acts 394-402:

(a) Promotes the care, safety, welfare, and security of the school community and the dignity of

each pupil.

(b) Encourages the use of proactive, effective, evidence- and research-based strategies and best

practices to reduce the occurrence of challenging behaviors, eliminate the use of seclusion and

restraint, and increase meaningful instructional time for all pupils.

(c) Ensures that seclusion and physical restraint are used only as a last resort in an emergency

situation and are subject to diligent assessment, monitoring, documentation, and reporting by

trained personnel.

MCL 380.1307, Public Act 394

MCL 380.1 – 380.1852, Public Act 395, Public Act 396, Public Act 397, Public Act 398, Public

Act 399, Public Act 400, Public Act 401, Public Act 402











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8383 Procedures for Discipline 8383

If it is believed that a student did violate the policy on expectations for student behavior,

the Principal/designee will discuss with the student and the parent(s)/ guardian(s), the specific

charges and appropriate disciplinary action. This discussion may also involve a teacher, counselor,

coach, athletic Director and/or other co-curricular leader. Students will be disciplined fairly

and consistently. Persons making the charges against the student must be willing to face the

accused if necessary.

The student and his/her parent(s)/guardian(s) will be allowed to explain and defend the

student’s conduct.

Following this discussion, the Principal/designee will determine if the student has violated

school policy and if so, will determine appropriate disciplinary action. The student and

parent(s)/guardian(s) will be notified immediately of the decision. If the discipline includes a

suspension, the procedures listed under suspensions (Policy 8390) shall be followed.

In addition, Tthe Board or its designee(s) shall consider the following factors when determining

discipline for a student in violation of Board Policy:

1) The student’s age.

2) The student’s disciplinary history

3) Whether the pupil is a student with a disability

4) The seriousness of the violation or behavior committed by the pupil.

5) Whether the violation or behavior committed by the student threatened the safety of any

pupil or staff member.

6) Whether restorative practices will be used to address the violation or behavior committed

by the student.

7) Whether a lesser intervention would properly address the violation or behavior


If the discipline includes a suspension, the procedures listed under suspensions shall be followed.


(IDEA) or Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. §794 shall be subject to


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changed, in accordance with Special Education rules.

Disciplined students who violate local, state, or federal laws will be referred to the City of

East Grand Rapids Public Safety Department.





building principal.


Students, parent(s)/guardian(s) have the right to appeal the disciplinary decision in writing

within two (2) school days to the Superintendent of Schools/designee.

If dissatisfied with the Superintendent's decision, appeal in writing may be made to a


recommendation to the full Board of Education. Any action by the Board will be made in open

session, and the student's name will be made public as required by law. The student or the student’s

parent(s)/guardian(s) may request a closed hearing to consider the student’s discipline, suspension,

or dismissal.

If the student’s behavior results in a legal action, school officials have the option to delay

school disciplinary action until the student’s case has been adjudicated, or disciplinary action may

be immediately imposed based on the best interests of the educational program and/or staff and

student safety.



LEGAL REF: Section 504 Rehabilitation Act of 1973, 29 US C. § 79; (MCL 15.268); MCL

380.1380

8385 Suspensions or Expulsions Required by Statute 8385

The Board will not tolerate behavior that creates an unsafe environment, a threat to safety

or undue disruption of the educational environment.

Weapons, Arson, Criminal Sexual Conduct

In compliance with state and federal law, the Board shall expel any student who possesses

a dangerous weapon in a weapon-free school zone in violation of state law or commits either arson

or criminal sexual conduct in a District building or on District property, including school buses

and other school transportation.

For purposes of this policy, a dangerous weapon is defined as “a firearm, dagger, dirk,

stiletto, knife with a blade over three (3) inches in length, pocket knife opened by a mechanical

device, iron bar, or brass knuckles” or other devices designed to or likely to inflict bodily harm,

including, but not limited to, air guns and explosive devices. The term “firearm” is defined as: a)

any weapon (including a starter gun) which will or is designed to or may readily be converted to

expel a projectile by the action of the explosive; b) the frame or receiver of any such weapon; c)

any firearm muffler or firearm silencer; or d) any destructive device.

Physical and Verbal Assault

The Board shall permanently expel a student in grade six or above if that student commits

physical assault at school against a District employee, volunteer, or contractor.

The Board shall suspend or expel a student in grade six or above for up to 180 school days

if the student commits physical assault at school against another student.



discretion if the student commits verbal assault at school against a District employee, volunteer,

or contractor.

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Bomb Threats



discretion if the student makes a bomb threat or similar threat directed at the District’s school

building(s), property, or at a school-related activity.

Definition of physical and verbal assault, and ‘at-school’ can be located in policy 8345. Consideration of Factors Prior to expelling a student for arson, criminal sexual conduct, physical assault, verbal assault, and/or bomb threats, the Board shall consider each of the following factors:




committed by the student. If, after such consideration, the Board determines a lesser intervention than expulsion is appropriate, than the Board may proceed with a lesser intervention. Consideration of such factors does not apply to a student being expelled for possessing a firearm in a weapon free school zone.

Alternative Services

An expelled or suspended student may be enrolled in the Kent County Alternative Education

Program upon the Superintendent’s recommendation and Board approval. Students who are

expelled for dangerous weapons, arson, criminal sexual conduct or assault upon an employee,

volunteer or contractor and are enrolled in a program operated for expelled students shall be

physically separated at all times during the school day from the general student population.

The District may provide appropriate instructional services at home for an expelled student

who is not placed in an Alternative Education Program. The type of instructionals services

provided shall be similar to that provided to homebound or hospitalized students and shall be

contracted for in the same manner.

This policy shall be applied in a mannger consistent with the rights secured under federal


services.

A student who has been expelled under this policy for dangerous weapons, arson, criminal

sexual conduct, or assault upon an employee, volunteer, or contractor may apply for reinstatement

in accordance with procedures set forth in the Michigan Department of Education Pupil

Accounting Manual.


Students expelled for reasons other than dangerous weapons, arson, criminal sexual

conduct, or assault upon an employee, volunteer, or contractor may also petition the Board for

reinstatement.

The Superintendent shall ensure that Board policies and District guidelines regarding a

student’s right to due process are adhered to when dealing with a possible suspension or expulsion

under this policy.

Approved: December 2, 2013

LEGAL REF: MCL 380.1308; 380.1310; 380.1310a; 380.1310d; 380.1311; 380.1311a

8390 Suspension Procedures 8390


connection with a student's conduct in a class, subject or activity for which a pupil may be

suspended as required under MCL 3 80. 1, Sections 1309, subsections 1 and 2.

A suspension means to exclude a student from school and/or extra-curricular activities for

disciplinary reasons for a period of fewer than 60 school days.

The purpose of this policy is to provide guidelines for which a teacher may cause the pupil

to be suspended from class, subject or activity for up to one (1) full school day.

a. A teacher is authorized to immediately remove and suspend a student from a class, subject, or

activity when the student engages in conduct prohibited by law, Board of Education Policy, or

the school's Student Code of Conduct.

b. Any student suspended pursuant to this policy shall not be allowed to return to the class,

subject, or activity from which he/she was suspended until the passage of one full school day

from the time of the student's infraction unless other-wise permitted by the teacher who ordered

the suspension. Students attending separate class periods throughout the school day shall be

permitted during the term of the suspension to attend other classes taught by other teachers

only when the student's conduct does not rise to the level of requiring a multiple day suspension

or expulsion in accordance with Board of Education Policy and the school's Student Code of

Conduct.

c. Any student suspended from the same class, subject, or activity for ten accumulative school

days during the school year shall be given a formal procedural hearing for each additional

suspension beyond the tenth day in accordance with due process requirements required by

Board Policy for suspensions of more than 10 school days.

Applications to Students with Disabilities



services and for those suspected of having a handicap (Sec 504).

Suspension Procedures by Principal/Designee

The procedures for discipline outlined in Board Policy 8383 will precede the decision for

suspension.

The building Principal/designee is authorized by the Board of Education to suspend a

student for up to ten (10) days for violation of the Board Policy #8383 (Student Conduct Policy).

With Board of Education approval, the Principal/designee may suspend a student for more than 10

days.

A. Students and parent(s)/guardian(s) shall be informed of specific charges which could be

the basis for suspension or other disciplinary action, and will have an opportunity to

respond to the charges.

B. A student and the parent(s)/guardian(s) must be given an opportunity for a hearing with

the appropriate school administrator to:

• Contest the facts that may lead to suspension or other disciplinary action;

• Contest the appropriateness of the sanction imposed by a disciplinary authority.

C. Notwithstanding any of the foregoing, a building administrator shall have authority to

remove a student from school for a temporary period not to exceed ten (10) school days

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while the procedures contemplated herein are being invoked if in his/her judgment the

nature of the conduct involved would constitute a danger to persons, or property, or be

unduly disruptive of the ongoing educational program.

D. A student suspended for disciplinary reasons may not receive credit for daily work (i.e.,

homework, quizzes, etc.). Students shall be given the opportunity to earn credit for

exams, quizzes, tests and major projects.A student suspended for disciplinary reasons

shall not receive credit for daily work (i.e., homework, quizzes, etc.). Final exams, tests

and major projects will receive credit.

E. Students who are under temporary suspension are not allowed on school property, nor in

any school building during school hours nor shall they attend any school activity,

function or event held by the schools on or off school property.

Students, parent(s)/guardian(s) have the right to appeal in writing the disciplinary decision

to the Building Principal/designee within 24 hours of learning of the discipline. If dissatisfied with

the Principal’s/designee’s decision, they may appeal in writing to the Superintendent of

Schools/designee within two (2) school days.


(IDEA) or Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. §794, shall be subject to



changed, in accordance with the Special Education rules.





building principal.



regarding a school day suspension within two (2) school days to the Superintendent/designee.

If dissatisfied with the Superintendent's decision, appeal may be made in writing to a


recommendation to the full Board of Education.

Any action by the Board will be made in open session, and the student’s name will be made public

as required by law. The student or the student’s parent(s)/guardian(s) may request a closed hearing

to consider the student’s discipline, suspension, or dismissal.


Revised: February 22, 2016


LEGAL REF: MCL 15.268; MCL 380.1, Sections 1309, subsections 1 and 2

8390-R Suspension Procedures 8390-R

When a student is suspended from extraco-curricular and school-sponsored activities for a

given number of days, Saturdays and Sundays are included, but holidays and school vacation

periods are excluded including summer vacation unless a co-curricular or school-sponsored

activity occurs during the holiday or vacation period.

Students whose discipline includes completing a substance abuse education program must

fulfill the program requirements expeditiously. The student is required to present proof of

completion of an approved program to the school. The school in turn will provide follow-up with

the student by a counselor, administrator, police-liaison or youth development volunteer.

A student suspended for disciplinary reasons may not receive credit for daily work (i.e. home-

work, quizzes, etc.). Students shall be given the opportunity to earn credit for exams, quizzes,

tests, and major projectsA student suspended for disciplinary reasons shall not receive credit for

daily work (i.e. home-work, quizzes, etc.). Final exams, tests and major projects will receive

credit.

8395 Expulsion Procedures 8395

The following procedural guidelines will govern the expulsion process:

Written notice of charges against a student shall be supplied to the student and

parent(s)/guardian(s) by certified mail with a return receipt or hand delivered with a signed

acceptance letter, if possible. Within this notice shall be a statement of a reasonable time and place

for a hearing. The hearing shall be conducted by at least a quorum of the Board of Education that

shall make its determination solely upon the evidence presented at the hearing. The hearing is not

a legal proceeding and observance of technical rules of evidence shall not be required at such

hearing. The student shall be advised that the hearing will be open to the public unless the student

or the parent(s)/guardian(s) of a minor student make a written request to the Board that it be a

closed hearing. Any final action by the Board of Education will be taken in Open Session, and the

student’s name will then be made public as required by law. The minutes of the Board Hearing

shall constitute the record. Parent(s)/Guardian(s) may be present at the hearing and legal counsel

may represent the student.

Students and school authorities shall be given an opportunity to give their versions of the

facts and the implications of such facts. Both parties should be allowed to offer testimony of other

witnesses and present other evidence.

The student, parent(s)/guardian(s) or attorney shall be allowed to observe the evidence

offered against the accused.

A majority of the Board of Education shall state within a reasonable time after the hearing,

its findings as to whether or not the student charged committed the conduct charged and its decision

as to expulsion. The Board may implement any discipline if determined appropriate. Only Board

members who were present at the hearing may vote.

A student who is expelled shall receive no credit during the duration of a student

expulsion.

Students who have been expelled from school are not allowed on school property, nor in

any school building during school hours nor shall they attend any school activity, function or

event held by the schools on or off school property.

The decision of the Board shall be reduced to writing and sent to the student and

parent(s)/guardian(s) by Certified mail with a return receipt, or be hand delivered with a signed

acceptance letter, if possible.

The student and parent(s)/guardian(s) shall be made aware of their right to appeal the

decision of the Board of Education to the Kent County Circuit Court or the United States District

Court for the Western District of Michigan.



LEGAL REF: MCL 380.1310d

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8940 Student Records 8940

Student educational records are confidential and information from them shall not be

released except as provided by law. The District may release Directory information in accordance

with law, provided parent(s)/guardian(s) are given the opportunity to object to the release of this

information.

The educational interests of students require the collection, retention, and use of data about

individuals and groups of students while ensuring the individual’s right to privacy. The school

District will maintain educational records of students for legitimate educational purposes.

School student records are confidential and information from them shall not be released

except as provided by law. The information contained in school student records shall be kept

current, accurate, clear, and relevant. All student records, including those maintained in District

electronic database(s), shall be safeguarded during collection, maintenance, and dissemination so

as to protect against unauthorized access or accidental release.

The District shall not sell or otherwise provide to a for-profit business entity any

personally identifiable information that is part of a pupil's education records. This subdivision

does not apply to any of the following situations: with the exception of the following situations:

(i) Providing the information as necessary for standardized testing that measures the pupil's


(ii) Providing the information as necessary to a person that is providing educational or

educational support services to the pupil under a contract with the school district, intermediate

school district, public school academy, or educational management organization.

Upon written request by a pupil's parent or legal guardian, the District shall disclose to the parent

or legal guardian any personally identifiable information concerning the pupil that is collected or

created by the District as part of the pupil's education records.

The District shall disclose to the pupil's parent or legal guardian upon his or her written request

all of the following:

(i) The specific information that was disclosed.

(ii) The name and contact information of each person, agency, or organization to which the

information has been disclosed.

(iii) The legitimate reason that the person, agency, or organization had in obtaining the

information.

The district shall disclose the information under subdivisionsshared with an outside organization

within 30 days after receiving the written request and without charge to the parent or legal

guardian. If the District considers it necessary to make redacted copies of all or part of a pupil's

education records in order to protect personally identifiable information of another pupil, the

District shall not charge the parent or legal guardian for the cost of those copies.

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The above does not apply to any of the following situations:

(a) The District providing the information to MDE or CEPI.

(b) The District provides the information to the pupil's parent or legal guardian.

(cd) The District providing the information to its intermediate school district or to another

intermediate school district providing services to the District.

(f) An authorizing body providing the information to a public school academy in which the

pupil is enrolled.

(dg) Providing the information to a person, agency, or organization with written consent from the

pupil's parent or legal guardian or, if the pupil is at least age 18, the pupil.

(eh) Providing the information to a person, agency, or organization seeking or receiving records

in accordance with an order, subpoena, or ex parte order issued by a court of competent

jurisdiction.

(fi) Providing the information as necessary for standardized testing that measures the pupil's


(gj) The District providing information that is covered by the Confidential Information Form

unless the pupil's parent or legal guardian or, if the pupil is at least age 18 or is an emancipated

minor, the pupil has signed and submitted the Confidential Information Form.


The custodian of records may make certain Directory information available without




reasonable time period. Directory information for this District includes the following information

about the student: The student’s name, address, telephone number, grade level, and picture;

parent(s)/ guardian(s) names, addresses, and phone numbers; academic awards, and honors, and


The District shall do all of the following:

(a) Develop a list of uses for which they commonly would disclose a pupil's directory

information.

(b) Develop an opt-out form that lists all of the uses or instances under subdivision (a) and

allows a parent or legal guardian to elect not to have his or her child's directory information

disclosed for 1 or more of these uses.

(c) Present the opt-out form under subdivision (b) to each pupil's parent or legal guardian within

the first 30 days of the school year. The District also shall make the form available to a parent or

legal guardian at other times upon request.

(d) If an opt-out form under subdivision (b) is signed and submitted to the District, they shall not

include the pupil's directory information in any of the uses that have been opted out of in the opt-

out form.

(7) If a pupil is at least age 18 or is an emancipated minor, the pupil may act on his or her own

behalf

Armed forces recruiting representatives and service academy recruiters are entitled to

receive Directory information for students in grades 9-12 that will include:

The student’s name, address, and telephone number (if listed). Pursuant to federal law, a form will

be sent to parent(s)/guardian(s) that allows them to opt out of the disclosure of Directory

information to the military recruiters, and that informs the recipients that failure to complete and

return the form will result in the disclosure of the information to military recruiters. Pursuant to

federal law, high school principals may not exclude military recruiters from the school campus if

they do not similarly exclude prospective employers or post-secondary institutions.


with any surveys or data-gathering activities conducted, assisted, or authorized by the Board or

Superintendent. Regulations established under this policy shall include provisions controlling the

use, dissemination, and protection of such data.

The Superintendent shall develop rules and procedures for implementing this policy and

state and federal law with respect to student records. The Superintendent shall designate one or

more records custodian(s) for each site and/or media in which student records are kept, and shall

provide them with appropriate training. The District may charge an appropriate fee to cover the

expense of providing copies of records requested by the parent(s)/guardian(s).


with any surveys or data-gathering activities conducted, assisted or authorized by the Board or

administration within the guidelines of current law. Regulations established under this policy shall

include provisions controlling the use, dissemination and protection of such data.

As provided in PA 39, 2002 (MCL 380.1139) a school must provide armed forces recruiters

and service academies with a student’s name, address, and telephone number unless the

parent(s)/guardian(s) specifically “opts out” of having that information given to military recruiters.

Pursuant to federal law, a form will be sent to parent(s)/guardian(s) that allow them to opt

out of the disclosure of Directory information to the military recruiters, and that informs the

recipients that failure to complete and return the form will result in the disclosure of the

information to military recruiters. Pursuant to federal law, high school principals may not exclude

military recruiters from the school campus if they do not similarly exclude prospective employers

or post-secondary institutions. If students are to be surveyed or monitored by researchers,

parent(s)/guardian(s) shall be notified of the dates of the planned activities, given an opportunity

to review the survey instruments, and given the opportunity to opt out.