millennium middle school · 2016. 1. 10. · millennium middle school introduction to the school...
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MILLENNIUM MIDDLE SCHOOL ADMINISTRATIVE RESPONSIBILITIES
2015-2016
PRINCIPAL – DR. CHERYL CENDAN SITE LEADERSHIP
EVALUATIONS/DEVELOPMENT OF ADMINISTRATORS
EVALUATION/DEVELOPMENT OF 8th GRADE TEACHERS
COORDINATE ADMINISTRATION
INSTRUCTIONAL LEADER
CURRICULUM DEVELOPMENT
STUDENT SERVICES
STAFF DEVELOPMENT
FIELD DAY COORDINATOR
BUDGET/TITLE ONE
MASTER SCHEDULE
TESTING SCHEDULE
FTE
INNOVATIVE PROGRAM
SAF/SAC EXECUTIVE BOARDS
TOTAL SCHOOL PROGRAM
ASSISTANT PRINCIPAL – 6TH GRADE DR. HENRY BROWN
ADMINISTRATOR FOR 6TH GRADE STUDENTS
EVALUATION/DEVELOPMENT OF 6TH GRADE TEACHERS INCOMING SIXTH GRADE ARTICULATION/CAMP
INSTRUCTIONAL LEADER
STAFF DEVELOPMENT
END OF YEAR TRIP
FACILITIES/CUSTODIAL
OPEN HOUSE
TRANSPORTATION LIAISON
TECHNOLOGY
UNIFORM LIAISON
PARTNERSHIP LIAISON/PARTNERS IN EXCELLENCE
INTERNAL ACCOUNTS COORDINATOR
STUDENT CLUBS/ORGANIZATIONS
ESOL/MULTICULTURAL
SECOND IN COMMAND
ASSISTANT PRINCIPAL – 7TH GRADE MRS. SABRINA ELSINGER ADMINISTRATOR FOR 7TH GRADE STUDENTS
EVALUATION/DEVELOPMENT OF 7TH GRADE TEACHERS
MASTER CALENDAR
INSTRUCTIONAL LEADER
TITLE ONE BINDER
TESTING ADMINISTRATOR
STAFF HANDBOOK
STAFF DEVELOPMENT
VOLUNTEER/MENTOR COORDINATOR
EVACUATION/EMERGENCY DRILLS
ESE COORDINATOR
ACTIVITIES/FIELD TRIPS
SECURITY COORDINATOR/SAFE TEAM CAPTAIN
GRANTS
ASSISTANT PRINCIPAL – 8TH GRADE MR. NATHAN BERKOWITZ ADMINISTRATOR FOR 8TH GRADE STUDENTS
EVALUATION/DEVELOPMENT OF 8TH GRADE TEACHERS
ARTICULATION FOR 8th GRADE STUDENTS
MASTER SCHEDULE/CLASS SCHEDULE/ENROLLMENT COUNTS
INSTRUCTIONAL LEADER
PROPERTY AND INVENTORY COORDINATOR
ATHLETICS
STAFF DEVELOPMENT
BREAKFAST DUTY ADMINISTRATOR
SCHOOL PICTURES/SCHOOL ID BADGES
END OF YEAR AWARDS ASSEMBLY
NESS LIAISON
RTI/MTSS LIAISON
DISCIPLINE PLAN
FIELD DAY
UNITED WAY/CREDIT UNION LIAISON
EEO LIAISON
MILLENNIUM MIDDLE SCHOOL
SCHOOL ADVISORY COUNCIL MEETINGS
2015-2016 PLACE: Millennium Middle School Media Center 5803 NW 94th Avenue Tamarac, Florida 33321 TIME: 6:30 PM – 7:30 PM DATES AS FOLLOWS: September 29, 2015 October 20, 2015
November 17, 2015 December 15, 2015 January 19, 2016 February 23, 2016 March 29, 2016
April 26, 2016 May 24, 2016
ALL SCHOOL ADVISORY COUNCIL (SAC) MEETINGS WILL BE HELD ON THE LAST TUESDAY OF EACH MONTH.
MILLENNIUM MIDDLE SCHOOL
TEAMS 2015-2016 SCHOOL YEAR
Apollo 8 (ESE) Learnstars 8 (Gifted/GEM) Comets 8 (General/ESOL) Tritons 8 (Intensive)
LA: L. Kushner 234 LA: P. Ebanks 231 LA: H. Tabeek 238 LA: L. Williams 208
RD: F. Carter 233 RD: N. Winslow 213 RD: S. Richardson 245 RD: A. Prezant 211
SS: B. Coe 228 SS: P. Amici 216 SS: M. Corral 244 SS: A. Grainger 209
MA: K. Coke 229 MA: A. Galit 212 MA: S. Hamilton 239 MA: A. Sanders 210
SC: K. Kaczmarek 232 SC: E. Danelczyk 241 SC: E. Rivera 247 SC: S. Leung 240
Satellites 7 (ESE) Rockets 7 (Gifted/GEM) Innovators 7 (General) Explorers 7 (Intensive)
LA: C. Hughes 135 LA: C. Nelson 108 LA: K. Brown 121 LA: A. Chinea 152
RD: N. Pollino 140 RD: S. Williams 111 RD: L.Morris 122 RD: S. Brown 147
SS: C. Haskins 136 SS: H. Mattson 109 SS: S. Shaw 123 SS: L. Smith 151
MA: P. Roberts 139 MA: M. Farmer 110 MA: L. Jackson 207 MA: A. Ramraj 148
SC: A. Koenig 223 SC: M. Mitchell 246 SC: Y. Rivera 224 SC: K. Baker 235
Mercury 6 (ESE) Pioneers 6 (Gifted/GEM) Discovery 6 (General) Nebula 6 General
LA: R.Westergren 403 LA: I. Wint 451 LA: L. Richter(TBA) 432 LA: D. Day(TBA) 443
RD L. Flores 270 RD: F. Elias 452 RD: B. Ackerman 423 RD: B. Brihm 431
SS: R. Hoye 401 SS: J. Campbell 453 SS: B.Rogers 422 SS: A. Thompson 434
MA: C. Skervin 413 MA: S. Cooper 454 MA: K. Joseffer 424 MA: S. Stabile 441
SC: A. Salas 404 SC: R. Frankfort 444 SC:_ V. Niyazova 421 SC: B. Rothacker 442
Jupiter ESE 6/7/8 Electives
Band J. Roth 318 Spanish G. Arango 320
SVE: K. Baker 120 PE P. Redo GYM Library A. Petros 125
SPT. FAC: S. Smith P.2 PE C. Williams GYM Peer Coun. I. Hidalgo P.3
SPT. FAC: D. Leiter P.1 Bus. M. Henderson 206
SPT. FAC: L. Mastronardi 412
Support Staff: Literacy Coach: M. Gandy P5 Math Coach: J. Schorr 433
Media Specialist: A. Petros Social Worker: M. Johnson 107
ESE Specialist: A. Finkelstein Speech: G.Brown 118
Behavior Specialists: K. Stephens Internal Suspension: I. Hidalgo 222
Guidance: J. Jackson, M. Sokol
MILLENNIUM MIDDLE SCHOOL Duty Station Calendar, 2015-2016
When you report to your duty station remember that you are responsible for the welfare of the students in your vicinity. From you to halfway to the next adult North, South, East and West of you, you are in charge and are responsible for all that you survey. Constantly look around you checking in all four directions, and avoid becoming engaged in long conversations with other adults or students. Keep moving and periodically “check-out” any blind spots in your coverage area. If you see trouble brewing, notify the other adults around you. There should be another adult no more than 20 feet away, but call for help on the radio if necessary.
Week Of Duty Week
08/24/15 A & B
08/31/15 C & D
09/7/15 A
09/14/15 B
09/21/15 C
09/28/14 D
10/05/15 A
10/12/15 B
10/19/15 C
10/26/15 D
11/2/15 A
11/9/15 B
11/16/15 C
11/23/15 D
11/30/15 A
12/7/15 B
12/14/15 C
01/14/16 D
01/11/16 A
01/18/16 B
01/25/16 C
02/1/16 D
02/8/16 A
02/15/16 B
02/22/16 C
02/29/16 D
03/7/16 A
03/14/16 B
03/28/16 C
04/4/16 D
04/11/16 A
04/18/16 B
04/25/16 C
04/2/16 D
05/9/16 A
05/16/16 B
05/23/16 C
05/30/16 D
06/6/16 A,B,C & D
MILLENNIUM MIDDLE SCHOOL Duty Station Assignments
2015-2016
A- Dr. Cendan, Floats Front of School- East Side B- Ms. Elsinger, Floats Portables- South Side C- Dr. Brown, Floats Track- West Side D- Mr. Berkowitz- Floats Bus Area-North Side E- Deputy Dodge, Floats Entire Campus F- Mr. Stephens, Track G- Ms. Schorr, Breeezeway by Gym Lockers
Check the Duty Station Calendar to Identify Weeks When Duty is to Be Served
H- Mr. Mattson, Track, Group A Mr. Sokol, Track, Group C I- Ms. Hidalgo/ Ms. Desire/ Mr. Felix, Cafeteria (inside) J- Mr. Madry, Floats Track K- Ms.Ritcher, 1st Floor main hallway L- Ms. M. Johnson- Door duty M- Ms. Pluim- Portables ,
Group C Comets 8, Innovators 7, Discovery 6, Jupiter, Elect Station #, Teacher 1. Tabeek (LA 8) 2. Richardson (Read 8) 3. Corral (SS 8) 4. Hamilton (MA 8) 5. E. Rivera (SC 8) 6. K. Brown (LA 7) 7. Morris (Read 7) 8. Shaw (SS 7) 9. L. Jackson (MA 7) 10. Y. Rivera (SC 7) 11. TBA (LA 6) 12. TBA (SS 6) 13. Joseffer (MA 6) 14. Niyazova (SC 6) 15. Ackerman (Read 6) 16. K. Baker (Jupiter) 17. Roth (Electives)
Group A Apollo 8, Satellites 7, Mercury 6, Jupiter, Elect. Station #, Teacher 1. Kushner (LA 8) 2. Carter (Read 8) 3. Coe (SS 8) 4. Coke (MA 8) 5. Kaczmarek (SC 8) 6. Hughes (LA 7) 7. Pollino (Read 7) 8. Haskins (SS 7) 9. P. Roberts (MA 7) 10. Koenig (SC 7) 11. Westergren (LA 6) 12. Flores (Read 6) 13. Hoye (SS 6) 14. Skervin (MA 6) 15. Salas (SC 6) 16. G. Brown (Jupiter) 17. Henderson (Electives)
Group B Learnstars 8, Rockets 7, Pioneers 6, Jupiter Station #, Teacher 1. Ebanks (LA 8) 2. Winslow (Read 8) 3. Amici (SS 8) 4. Galit (MA 8) 5. Danelczyk (SC 8) 6. Nelson (LA 7) 7. S. Williams (Read 7) 8. Mattson (SS 7) 9. Farmer (MA 7) 10. Mitchell (SC 7) 11. Wint (LA 6) 12. Elias (Read 6) 13. Campbell (SS 6) 14. Cooper (MA 6) 15. Frankfort (SC 6) 16. Leiter / Smith (Jupiter) 17. Williams (Electives)
Group D Tritons 8, Explorers 7, Nebula 6, Jupiter, Elect. Station #, Teacher 1. L. Williams (LA 8) 2. Prezant (Read 8) 3. Grainger (SS 8) 4. Sanders (MA 8) 5. Leung (SC 8)
6. Chinea (LA 7) 7. S. Brown (Read 7) 8. L. Smith (SS 7) 9. Ramraj (MA 7) 10. K. Baker (SC 7) 11. TBA (LA 6) 12. Brihm (RD 6) 13. Thompson (SS 6) 14. Stabile (MA 6) 15. Rothacker (SC 6) 16. Mastronardi (Jupiter) 17. Arango (Electives)
Millennium Middle School
5803 NW 94 Avenue Tamarac, FL 33328 (754) 322-3900
12 C Brown
F J Stephens Madry
11
Flores/ Elias
TBA /Brihm
414
434
454
13Hoye
Campbell Joseffer
Thompson
14 Skervin,
Copper
Niyazova
Stabile
15Salas
Frankfort
Ackerman
Rothacker
1
Buc
knor/
Campo/
Day/
Leiter
Office
Office
Flor
es/
Nels
on
Westergren/ Wint/
TBA /TBA Duty
Station
Map
2015-2016
H
401
421
441
Mattson/ Sokol
9
413 433
453
RR
Koenig/ Mitchell
Y. Rivera/ Baker
320 Gymnasium
Storage
Y Office Faculty Dining
234 233 229 228 225 117 216
133
, 2
47
, 23
5
Adm
inis
trat
ion
Med
ia
Cen
ter
Faculty
Work Room
Offices
Offices Book 124 Room 214Y
Vault 112 214B 214R
Offices Prin
135 245
136 244
139 239
140 238
107 108 208
109 209
110 210
111 211
10
Roberts
Farmer
L. Jackson
Ramraj
404 403 424 423
444 443
Kitchen
Haskins/ H. Mattson
Shaw/ L. Smith
Pollino/ S. Williams
Morris/ S. Brown
Hughes/Nelson K. Brown/ Chinea
Dress Dress
Kaczmarek
Danelczyk
E. Rivera
Leung
Coke Galit Hamilton
Sanders
Coe Amici Corral Grainger
17 Henderson, Williams
Roth, Arango 320 319 318
Storage
8
7
6
5
4
3
270 Cust Boyʼs
Dressing Room
M Pluim
E Dodge
A Cendan
215 215S 215N
Kushner
Ebanks
Tabeek
Willaims
RR
P
H
o
y
e
QF.
Martin
1
7
Gonzale
s/
Flores/
Gandy/
Clinic RR
142 236
Media Storage
RR
Offices
Girlʼs Dressing Room
2 Carter
Winslow
Richardson
Prezant
G Schorr
D Berkowitz
1
412 411
432 431
452 451
K Petros/
Gandy
B Elsinger
L
John-
son
T
SO
UT
H N
OR
TH
EAST
I
Hidalgo/Desire/
Felix
16 G. Brown, Leiter, Smith,
K. Baker, Mastronardi
MILLENNIUM MIDDLE SCHOOL
Introduction to the School Safety Plan 2015 -2016
The School Safety Plan must be revisited annually. A practice drill of a critical incident was conducted in each of these years to test the efficacy of the plan. Each year a new drill is to be conducted to further refine the plan and improve our emergency response procedures. Below is a summary of the plan.
Emergency Responses
When an incident occurs that would endanger school personnel, a decision must be made whether the best response is to stay inside the classrooms or exit the building. Incidents involving a trespass or school invasion often call for a lockdown/lockout. In case of a fire or explosion, it is best to evacuate. When notice is given that we have an emergency situation, lockdown or evacuation will be called.
Emergency Lockdown
When a dangerous incident would be better handled by locking the door and staying inside the classroom, move the students to an area of the room out of view of the door or windows, lock the doors and windows, turn off the lights, and remain quiet. Do not allow anybody in or out unless you know them or get instructions from an administrator.
Emergency Evacuation
When it is necessary to evacuate the building, close and lock the windows and doors, take your Safety Bag with class roster, turn off the lights, and follow the students along the evacuation route indicated on the Emergency Evacuation Route Map in the Faculty and Staff Handbook and on the wall map by the exit door of your room. Check the room before leaving to see if any foreign object is there or anything appears out of order. Take your students to the designated mustering station unless instructed by an administrator to move to a secondary location.
Campus Evacuation
If it becomes necessary to abandon the school campus altogether, the decision will be made by the Tamarac Police Chief, in conjunction with the Fire Chief and School Principal, and an alternative evacuation destination will be announced at that time. Such an evacuation will be supervised by school personnel with assistance from the police department, after the evacuation route is cordoned off for the safety of students and staff.
Safety Personnel
Members of the School staff have received specialized training or have participated in practice drills that will enable them to assist others and answer questions that may arise. These persons are identified in the Fire Drill Responsibilities chart and in the following lists.
First Aid/ Defribulator Personnel
M. Dismuke F. Elias L. Williams L. Kushner M. Gandy
P. Redo E. Rivera S. Leung R. Hoye K. Stephens N.Dodge
SBBCDISTRICTEMERGENCYCODES
ProfessionalStandards&SpecialInvestigativeUnitPh:754-321-0725EmergencyHotline:754-321-0911
RED:NOMOVEMENTIMMINENTDANGER
Threat/Incidenttothefacilitywhenthebestcourseofactionistokeepeveryoneinplacetoincludethe
SchoolSAFETeamThefollowingaresampleincidentsthatcouldoccurbutnolimitedto:Drive-
By-Shooter,OutsideDisruption,Terroristthreat
YELLOW:LIMITEDMOVEMENT
Threat/Incidenttothefacility,whenthebestcourseofactionistokeepeveryoneinplacebutrequiresthe
SchoolSAFETeamorothersdependingonthenatureofthesituationtoreact.Thefollowingaresampleincidentsthatcouldoccurbutnolimitedto-i.e.
NeighborhoodIncident/PoliceDirected.
BROWN:Shelter-in-place/Evacuate/Lockdown
Threat/Incidenttothefacility,whenthebestcourseofactionistoimplementashelter-in-place,lockdown,orevacuation.Proceduredependsonnatureofschoolemergency-i.e.chemical,toxinrelease,explosion
BLUE:MEDICALEMERGENCY
WhenthebestcourseofactionistonotifySAFETeamofamedicalemergency.
BLACK:BombThreat
EvacuateFacility.
GREEN:ALLCLEAR.
ORANGE:EVACUATEWHENASITUATIONWARRANTSBEYONDPREVIOUS
CODES.
Building 1 (1st Floor)
Building 1 (2nd Floor)
Buildings 2 and 3
Building 4
v
Millennium Middle School
Cafeteria Assignments
2015-2016
KITCHEN Teacher Dining
1 9
2 10
3 11
4 12
5 13
6 14
7 15
8 16
1) 11:15 – 11:45 2) 11:30 - 12:00 3) 11:50- 12:20 4) 12:25 – 12:55 5) 12:40 – 1:10 6) 1:00 – 1:30 7) 1:35 - 2:05
2) Tritons B
5) Apollo B
7) Pioneers B
1) Jupiter C - D
2) Tritons C
5) Apollo C
7) Pioneers C
1) Innovators B
3) Explorers B
4) Learnstars B
6) Discovery B
1) Innovators A
3) Explorers A
4) Learnstars A
6) Discovery A
1) Innovators C
3) Explorers C
4) Learnstars C
6) Discovery C
1) Innovators D
3) Explorers D
4) Learnstars D
6) Discovery D
2) Tritons D
5) Apollo D
7) Pioneers D
1) Rockets A 7) Mercury A
3) Satellites A
4) Comets A
6) Nebula A
1) Rockets B 7) Mercury B
3) Satellites B
4) Comets B
6) Nebula B
1) Rockets D 7) Mercury D
3) Satellites D
4) Comets D
6) Nebula D
RE
ST
RO
OM
S
ST
AG
E
1) Rockets E 7) Mercury E
3) Satellites E
4) Comets E
6) Nebula E
2) Tritons A
5) Apollo A
7) Pioneers A
EXIT
1) Rockets C 7) Mercury C
3) Satellites C
4) Comets C
6) Nebula C
1) Innovators E
3) Explorers E
4) Learnstars E
6) Discovery E
2) Tritons E
5) Apollo E
7) Pioneers E
Millennium Middle School
Guest Teachers Safety Cheat Sheet
Do attendance as soon as students enter the class.
Call the office before a student leaves your room (even to use the bathroom)
Only allow students on your roster to enter your room.
Any questions, contact the team leader.
SBBCDISTRICTEMERGENCYCODES
ProfessionalStandards&SpecialInvestigativeUnitPh:754-321-0725EmergencyHotline:754-321-0911
RED:NOMOVEMENTIMMINENTDANGER
Threat/Incidenttothefacilitywhenthebestcourseofactionistokeepeveryoneinplacetoincludethe
SchoolSAFETeamThefollowingaresampleincidentsthatcouldoccurbutnolimitedto:Drive-
By-Shooter,OutsideDisruption,Terroristthreat
YELLOW:LIMITEDMOVEMENT
Threat/Incidenttothefacility,whenthebestcourseofactionistokeepeveryoneinplacebutrequiresthe
SchoolSAFETeamorothersdependingonthenatureofthesituationtoreact.Thefollowingaresampleincidentsthatcouldoccurbutnolimitedto-i.e.
NeighborhoodIncident/PoliceDirected.
BROWN:Shelter-in-place/Evacuate/Lockdown
Threat/Incidenttothefacility,whenthebestcourseofactionistoimplementashelter-in-place,lockdown,orevacuation.Proceduredependsonnatureofschoolemergency-i.e.chemical,toxinrelease,explosion
BLUE:MEDICALEMERGENCY
WhenthebestcourseofactionistonotifySAFETeamofamedicalemergency.
BLACK:BombThreat
EvacuateFacility.
GREEN:ALLCLEAR.
ORANGE:EVACUATEWHENASITUATIONWARRANTSBEYONDPREVIOUS
CODES.
PROCEDURES FOR LOCK DOWN
1. When the lockdown announcement is made, maintain calm and order and account for all of your students. Close the window shutters, move all students away from the windows and have them sit on the floor along the wall of the door. REMBEMBER: If the kids can see the window, the perpetrator can see the kids!
2. Portables will remain in their location.
Millennium Middle School SAFETY PLAN’S STUDENT CONCERN FORM
Teachers Name: ______________________
Teachers Grade Level: __________ Teachers Team: __________
All students accounted for? YES or NO
If NO:
Missing students from YOUR class- (Not absent, but MISSING):
STUDENTS NAME TEAM/ GROUP
1. _________________ ______________________
2. _________________ ______________________
3. _________________ ______________________
4. _________________ ______________________
5. _________________ ______________________
Floating students (Students that you are securing, but do not belong on your
team OR current group).
STUDENTS NAME TEAM/ GROUP
1. _________________ ______________________
2. _________________ ______________________
3. _________________ ______________________
4. _________________ ______________________
5. _________________ ______________________
Other concerns:
________________________________________________________________
________________________________________________________________
_______________________________________________________________
Millennium Middle School Department Chair Responsibilities
Disseminate to department members all information from administration and guidance. Give feedback to administration or guidance as to what department decides to do with information.
Attend monthly county department meetings.
Meet at least twice monthly with department members in school to disseminate information,
address concerns, and discuss curriculum strategies as related to Sunshine State Standards and Broward County Standards of Service. Prepare minutes of these meetings to be submitted to the Principal.
Monitor implementation of reading strategies, B.E.S.T. portfolios, math portfolios and G.A.P.
data that have been designated for each department by using Department Chair TDA’s to observe in classrooms.
Coordinate textbook orders and dissemination of textbooks. Keep inventory of textbooks
for textbook coordinator.
Coordinate materials and supplies required by department.
Act as resource to teachers in current curricular developments and literature sources.
Provide strategies to assist teachers and model these strategies in meeting the curricular needs of the students.
Support student achievement through curriculum development.
Support school wide efforts toward student achievement such as S.T.A.R. Time, Drop
Everything and Write, and FCAT preparation and practice.
Provide specific departmental information to School Advisory Council that is necessary to develop and implement school goals and monitor benchmarks to insure success.
Help plan early release days to be relevant to department.
Attend early release, mini-workshops or any training relevant to the content area.
Attend monthly school department chair meeting and be prepared to give monthly report about department
activities.
Assist and support in all departmental educational activities, (i.e. fairs, contests, etc.)
Follow administrative directives and new policies as implemented.
Failure to meet a deadline will result in removal of the Department Chair position. FAILURE TO ATTEND THREE COUNTY OR SCHOOL DEPT. CHAIR MEETINGS WILL RESULT IN REPLACEMENT OF DEPT. CHAIR.
Policies and General Information
During the school day teachers are responsible for supervising their
immediate areas at all times.
1. Teachers are to station themselves at the door of the classroom so they
can observe both the classroom and the hallway.
2. Teachers are responsible for all students in their immediate area during
class passing time.
3. Teachers are not to leave their students unsupervised at any time.
4. Teachers are not to dismiss class early. PE teachers are to retain PE
students in their area until scheduled dismissal.
5. Teachers do not have the authority to keep students after scheduled
class dismissal, causing them to miss the bus or be late to class. Students
are to be dismissed in an orderly fashion. 6. Teachers are not to have
parties during the school day. However, if a teacher would like to have an
activity to reinforce behavior modification, then the grade level
administrator must approve it.
6. Teachers are not to combine classes at any time.
Campus Responsibilities for Teachers
From 9:20 a.m. to 9:30 a.m. all teachers must assume duty at the door of
their room where they can monitor the room and wing in that area,
encouraging students to move on to class. In the afternoon, all teachers
(including teachers on planning) must assume duty in the halls and escort
their students out of the building.
Teachers are to walk their classes in a line to lunch and get them seated at
the assigned tables. They are to return at the designated time after lunch to
pick up students and walk them in a line back to class.
Block Changes
As students change classes, teachers are expected to be aware of time
intervals and be present in doorways. Certain destinations require teacher
escorts and the teachers must remain present until relieved by an
administrator or administrative designee. This may require coordination by
the sending teacher. Keep in mind school clocks are not synchronized due
to mechanical timing constraints.
Campus Duties
Campus duty is a serious responsibility and is required by Florida State
School Law. The law requires campus duty teachers to be on the grounds
when the first students arrive, and that they remain watchful of students'
behavior until school begins.
Campus duty teachers must be constantly on the alert in the event of
physical injuries to students. They must also be especially watchful and
see that no unauthorized persons loiter on or near the campus. No teacher
has the authority to dismiss a class or group in the afternoon until an
announcement is made to escort that class or group outside of the building.
Duty Posts
Duty posts are shown on a map located within this handbook. Unless
otherwise indicated, duty at these posts will be from 9:00 a.m. to 9:20 a.m.
Teachers should move about and be aware of what is going on in the area
indicated. When you are assigned campus duty you must be at your duty
post. Forgetfulness, carelessness, or procrastination is not condoned.
Please check with administration for any duty changes. If you are unable
to be at your duty station, please ask another teacher to cover for you and
inform your grade level administrator. NO DUTY POST SHOULD BE
LEFT UNSUPERVISED.
Dismissal Policy
Afternoon announcements will be given at 4:15 p.m. When
announcements are finished, teams will be dismissed. Students are to line
up inside the classroom and walk with you in a line all the way outside the
doors. They are to immediately board the bus or begin walking off
campus. Teachers are to explain this to their students and enforce this
practice with their students. All teachers are to help get students off
campus and keep them from waiting or loitering. Students participating in
after school activities are to be dismissed and come around to the
designated area.
Purchasing of School Supplies
Absolutely no purchases with school funds are to be made unless approved
by the Principal or designee. Do not spend your own money for
reimbursement without prior approval. If supplies are approved for
purchase, there is a "Reimbursement Form" in the bookkeeper's office.
Hall Movement
Whenever students need to leave your classroom for any reason, the office
is to be notified. Unless an adult is escorting them, they are not to leave
your classroom.
Students returning from the office will have a pass filled out properly by
the person having them return. Students will have passes signed and time
added when they return from their errand to the front office or other
classroom.
Only one student is to be out of your classroom at a time. The exception is
if an adult is escorting a group or a group is being sent to the media center.
There are absolutely no hall passes.
Breakfast Passes
Bus students arriving after 9:20 a.m. will receive signed and dated
breakfast passes and proceed immediately to the cafeteria. STUDENTS
MUST SHOW THEIR BUS PASS IN ORDER TO ENTER AFTER
9:20 A.M. As students finish breakfast, a time is written on the pass and
they are dismissed to class. If a student arrives to class after ten minutes
from the time the pass is stamped, the student should be considered tardy.
Food in the Classroom :
Under no conditions are teachers to eat in the classrooms. This is
prohibited to students and for the same reasons is prohibited to teachers.
Teachers may partake of refreshments in the teacher's planning area and
faculty dining room.
Staff and Their Dependent Children :
Teachers are not to have their children with them at school during regular
school hours without administrative approval.
Professional Conduct
No teacher is to be reading, or have in view, personal magazines,
periodicals, etc., except during "S.T.A.R. time" or "read-ins."
Classes are not to be unattended. Teachers are personally liable for injuries
to students assigned to them who are unattended.
Videos
Commercial videos are not to be shown in classrooms. No videos, other
than those from the media center or school approved curriculum related
material, may be used.
Room Changes
Teachers are responsible for reporting their location to the front office as
well as posting their location on CAB Conference when at a place other
than the classroom assigned to them.. A note telling of your location is
also to be left on the door.
Rooms
Teachers should make the entire room as attractive as possible and
materials are available for this purpose. It is the teachers' responsibility to
create a stimulating environment for learning.
Forms
Forms are available in the teacher planning area for all purposes. Check
there for grant applications, TDAs, field trip forms, etc.
Telephones
Telephone jacks are placed in all classrooms. Personal phone calls are
not to be made during class time nor will incoming calls be put
through to the classrooms during class time. Phone messages will be put
in mailboxes twice daily. Calls will be put though during teachers'
planning periods. If you call and ask a parent to return your call and want
to speak with them immediately, please contact the front office with the
parent's name. Those calls will be forwarded to your room.
Confiscated Property
When property is confiscated from any student it will be turned over to the
front office as soon as possible. The confiscated items will be receipted
and placed in storage. Students are responsible to notify their parent when
an item has been confiscated due to the violation of school board policy.
The property will be held for remainder of the school year, during which
time it can be claimed by the parent/guardian only. After said school year
is over, the item will be disposed of.
Child Abuse and/or Child Neglect
To comply with Florida Statute 827.07(4) which makes mandatory the
reporting of child abuse and/or child neglect, any teacher or other school
employee who has reason to believe that a child has been subject to abuse
shall report this observation to the administrator and the appropriately
designated school official. The teacher shall then make a report of the
pertinent details to the General State Child Abuse Registry. Florida Statute
827.07 (11) provides penalties: "Any person who willfully or knowingly
makes public or discloses any information contained in the child abuse
registry or the records of any child abuse case, may be held personally
liable. Any person injured or aggrieved by such disclosures shall be
entitled to damages."
Professional Information
Teacher Workday
The BTU contract provides for a 7.5-hour workday, with a 30 minute duty
free lunch period except for emergencies, which may require additional
supervision. The Millennium Middle school day begins at 9:00 a.m. and
ends at 4:30 p.m.
Teachers are required to sign in every morning. Teachers are required
to sign out when leaving campus due to emergencies. When leaving due to
an emergency, you must speak to your grade level administrator for
permission, receive a sign out release form and then sign out with Alice
Montanez on the sign out log. To leave campus without permission
violates F.S. 231.44, as well as places liability upon yourself and the
district. F.S. 231.44, Absence Without Leave, states; Any district school
board employee who is willfully absent from duty without leave shall
forfeit compensation for the time of such absence, and his employment
shall be subject to termination by the school board.
Teacher supervision during the school day will consist of teachers being at
their doors at 9:20 a.m. and stationed at their doors during class change.
Teachers will assist with morning supervision one week every month. A
map with duty posts will be distributed. This supervision will assist with
the safety and security of students and personnel of Millennium Middle.
Accumulated Sick Leave
Upon retirement, teachers are paid in full for all accumulated sick leave.
Personal Days
According to School Board Policy - The week before school starts and the
week before school ends, or the day before a holiday and the day after a
holiday, may not be used for personal leave.
Appointments
Doctor, dentist and personal appointments should not be made during the
school day unless there is an extreme emergency. No teacher is to leave
campus unless approved by an administrator for school business, i.e.,
teachers are to make provisions to have lunch on campus; personal
business is to be done after school. Teachers who leave campus must sign-
out at the front office and indicate the administrator approving request.
Smoking
Smoking, in accordance with the school districts policy, is forbidden
anywhere on the schools campus.
Certification
It is the teacher's responsibility to keep his/her certification valid and filed
at the Broward County School Board. A copy of each teacher's latest
certificate must be kept on file in the principal's office. This point cannot
be overemphasized. The administration will do everything possible to keep
teachers informed concerning their individual certification status, but the
teacher must assume final responsibility for maintaining a valid certificate
and having transcripts recorded.
Confidential Information
Under no circumstances should any student have access to communication
between administrators and teachers. No student should ever have access
to confidential information or handle cumulative folders.
Public Visitation
An individual or group desiring to tour a school shall receive permission
from the Area Superintendent and/or the school principal. Members of the
lay public wishing to contact teachers or pupils during the school day must
receive permission to do so from the principal or through a person
designated by the principal. Loitering by individuals not associated with
the school shall not be permitted during school hours.
Workman's Compensation
The School Board is subject to the provisions of the Workman's
Compensation Act. All "on the job" injuries and absences from work due
to such injuries must be reported promptly. Report injuries immediately to
the front office. Should you find the necessity for leaving campus during
the day for an emergency, consult with an administrator. At that time,
please sign out, IN PERSON, filling all blanks completely, and noting the
Administrator's initials. This procedure covers the workman's
compensation requirement. The "sign-out" book is located in the front
office.
Professional and Departmental Faculty Meetings
In order for the faculty to carry on a continuous program of
improvement, professional faculty meetings must be planned. The State
Department of Education requires one such meeting per month, and
urgently recommends two or more. Attendance at meetings is required.
1. Department meetings will be held the first Thursday of every month.
2. Faculty meetings will be held the second Thursday of every month.
3. Grade level meetings will be held quarterly.
All meetings will begin at 9:00 a.m, unless otherwise noted. The faculty
meetings will take place in the media center and the department meetings
will be held at locations to be announced.
Information Sent Home
All correspondence sent from this school to parents or guardians
regarding any official business must be approved by an administrator.
How to Use Common Sense and Professional
Judgment to Avoid Legal Complications in
Teaching
A. Interaction with Students
1. Maintain a professional barrier between you and students. You are the
adult, the teacher, and the professional: Act like the expert not like another
one of the "kids."
2. Keep the classroom door open when talking with students.
3. Refer students to the appropriate resource person for counseling and/or
discussions about personal matters.
4. Do NOT flirt with students.
5. Do NOT discuss your personal life or personal matters with students.
Do NOT discuss your husband, wife, girlfriend, boyfriend, or dates with
students.
6. When transporting students, coordinate transportation ahead of time,
and use school or mass transportation if possible. If necessary, call a taxi
for the student. If you must transport a student in your vehicle, ask a co-
worker to accompany you.
7. Avoid leaving your students unsupervised: have an alternative plan of
action. Keep your hands and other parts of your body to yourself.
8. Use verbal praise and reinforcement.
9. Know your school policies and district and state laws governing
corporal punishment. Establish and follow a consistent behavior plan.
Treat each student with respect. Know the students' rights.
10.Chaperone only school-sponsored functions. Do NOT socialize with
students. If you chaperone a field trip, put in writing what your
responsibilities will be. Do NOT drink alcoholic beverages in front of
students. Do NOT take children home with you.
11.Do NOT make telephone calls or write notes of a personal nature to
students.
12.Do NOT harass students; respect their differences. What you intend as
humor may, in fact, be cultural bias or harassment.
B. Record Keeping and Accounting Procedures
1. Know the laws, school board policies, and school rules and follow
them. Know your rights.
2. Know your school policies and district and state laws regarding
collecting money, purchasing materials and equipment, and follow them.
Work in pairs when collecting large amounts of money.
3. Establish a policy regarding your grading system consistent with school
and district policies, where applicable. Give a written explanation of it to
students and parents at the beginning of the year or when they begin your
class or unit of instruction.
4. Establish a policy regarding your behavioral management system. Give
a written explanation of it to students and parents at the beginning of the
year or when they begin your class or unit of instruction.
C. Reputation in the Community
1. Keep your co-workers and supervisors informed; work and
communicate as a team; plan and teach together.
2. Communicate with parents and document your communication.
3. Dress and act appropriately and professionally. You are a role model in
the community as well as in the school; be a good example for students.
4. Use common sense and good judgment. Ask yourself how someone else
could perceive your comments or actions. Ask yourself if your comments
or actions could be taken out of context and/or misunderstood.
5. Avoid putting yourself in a position where you have to defend, explain,
or justify your behavior or actions. Avoid putting yourself in a position
where it's your work against another person's word.
6. Maintain a professional reputation in the community. When you "party"
be discreet.
Substitute Procedures
Each teacher is required to maintain a Substitute Folder, which will be
given to the substitute coordinator in the front office. This folder will
contain the following materials:
1. Guide Sheet for Substitute Teacher and Substitute Teacher's Report.
2. Grade book, roll book, or student roster.
3. Seating Chart.
4. Lesson plans and/or activities (i.e., educational games, puzzles, student
newspapers, and library videos) for at least a one-week period. All
necessary copies need to be pre-made and may be left with the team
leader. A note in the folder should state with whom the copies are left
with.
5. Passes - (We are a no-pass-school).
6. Referral forms - (Leave instructions for them to leave you a note so
misconduct can be handled with proper "on track" procedures. Only
immediate referrals should be submitted by substitutes.
7. Lunch procedures.
8. Emergency Evacuation procedures.
9. Names of helpful students.
10. Additional duties (check in lounge).
11. Name of grade level Assistant Principal and location of office.
12. Attendance procedures.
13. Data processing cards for morning attendance (in teacher's mailbox).
14. Discrepancy forms for period-by-period attendance.
PLEASE KEEP THESE ITEMS WHERE THEY CAN BE FOUND
EASILY WITHOUT A GREAT DEAL OF SEARCHING. If you have
any problems that would concern a sub, please let the substitute
coordinator know.
All teachers are responsible for obtaining their own substitute. Call
sub central as soon as you know that you will need a substitute. See the
following information on how to secure a substitute.
AN EMERGENCY SUBSTITUTE FOLDER IS REQUIRED TO BE
KEPT ON FILE FOR ALL TEACHERS. THE FOLDER SHOULD
CONTAIN ONE WEEK OF CLASSWORK. PLEASE DO NOT
TELL THE SUBSTITUTE THE INFORMATION IS IN YOUR
ROOM. THE FOLDERS AND INFORMATION MUST BE WITH
THE SUBSTITUTE COORDINATOR. All “used” emergency plans
should be replaced upon the teachers return.
When the substitute arrives, she/he will be given the substitute folder and
the key to your room. At the close of the day, this folder will be returned to
the front desk.
Students Attendance Procedures
The telephone number for attendance is (754) 322-3902. Parents are
required to either call the first day of a student's illness or send an absence
note with the child when he/she returns to school. Students will give this
note to the front office attendance person who will give an excuse to the
student for the teacher.
School Board regulations are as follows:
If a student is tardy prior to 10:00 a.m., they report directly to class. After
10:00 a.m., the student must get a late pass from the attendance office.
Any student arriving to your class after attendance is picked up needs to
report to the attendance office.
Any doctor's notes that are received from students must be forwarded to
the attendance clerk.
Student Attendance
ALL STUDENTS ENROLLED IN GRADES K-12 MUST BE IN
REGULAR ATTENDANCE IN ACCORDANCE WITH FLORIDA
STATUTES, STATE BOARD RULES, AND SCHOOL BOARD
POLICY, RULES AND REGULATIONS.
AUTHORITY: F.S. 230.22 (1) (2) POLICY ADOPTED 7/15/80
Rules
1. All students must be counted in attendance when they are:
a. Present in assigned class(es)
b. Participating in a school-sponsored function on or off campus
c. On a field trip
d. In internal suspension
2. Legitimate (excused absences at all grade levels shall consist of:
a. Illness of the student and/or member of the immediate family
(medical evidence may be requested)
b. Death in the family
c. Absence(s) requested by parent(s)/guardian*, provided prior
Arrangements have been made with and approved by the Principal or
designee (Examples: family trip, appointments, etc.)
d. Religious holiday(s) of the specific faith or the student
e. Subpoena by any law enforcement agency
The above absences shall be excused provided the parent(s) report the
reason for the absence(s) by phone prior to or on the day of the absence(s).
Elementary and middle schools may accept a note from the parent(s)
specifying the reason and the date(s) of the absence(s) prior to or on the
day the student returns to school. Schools have the option of requesting a
medical note.
*It is understood that in every instance where "parent(s)" appears in this
document, it is deemed to be synonymous with "guardian."
General Attendance Procedures
Attendance Policy
Teachers take attendance in the morning and put the cards into separate
piles for "absent" and "present." Place both stacks in your envelope and
send to the front office by 10:00 AM.
Internal Suspension will have their attendance in by 10:00 AM.
Discrepancy in Student Attendance
If a student does not arrive in your room for any period after the first
period, teachers will fill out a "Discrepancy Sheet" and call the front office
to have a monitor collect it and deliver it to the attendance secretary. The
attendance secretary will review the sheet and return it to the teacher if the
student is excused due to being on the bulletin, in Internal Suspension or
on the sign-out sheet. If the student is unexcused, the grade level
administrator will receive the slip and administer a consequence.
Admitting New Student to Class
Admit only those students to your class who have a printed schedule or
handwritten schedule from Administration.
If a student has a handwritten schedule, check to make sure that the course
number and room number are correct. Add the student's name to your
roster and initial the schedule. Use your printed rosters for keeping
attendance and recording grades until you are told to fill in your grade
book.
If a student does not have a schedule, or if there appears to be an error,
send that student to Administration. Do not send a student because you
think your class is too crowded. Accept the student, and later confer with
the appropriate administrator.
Returning From Suspension
All students who have returned to school from external suspension must
have a signed slip from their Administrator/Guidance Counselor in order
to be admitted to class. Please check your bulletins for these children on a
daily basis. DO NOT ADMIT students without the proper clearance from
Admin./guidance.
Students returning from Internal Suspension must have a signed admit slip
from the Internal Suspension teacher. Please check your emails for these
children on a daily basis. DO NOT ADMIT students without the proper
clearance.
Procedures for TDA's
The following procedures MUST be followed for TDA's:
ALL TDA'S MUST BE SUBMITTED 10 DAYS PRIOR TO YOUR
TAKING THE TDA.
It is mandatory to fill in the TDA information including the coding to
whom the TDA is to be charged. You must have attached information
about the TDA (ex. where and who authorized the TDA). In the right hand
corner, please place a job number that you have received from sub central
stating if you have a substitute or indicate no substitute is needed.
Please give the completed TDA to Mrs. Montanez. The TDA will then be
checked for all pertinent information. Dr. Cendan will sign the form if
approved, and a copy will be returned to you.
These procedures must be followed, as we must report all TDA's for all
personnel in a report for the Superintendent. Our records must match the
record that is called into sub central for TDA's.
Procedures for calling in an absence
Teachers are responsible for calling sub central as soon as they know they
will be absent. It is best practice to call in a substitute and then cancel the
job if need be, rather than wait for last minute and risk not getting a
substitute to pick up your job.
If the absence is due to “workman’s comp.” the employee must call in sub
central and indicate such excuse accordingly. You may also email your
administrator and Ms. Haper as a courtesy.
Personal absences are to be taken in half day or full day increments only.
Sign Out Procedures
TO: Faculty and Staff
FROM: Dr. Cheryl Cendan, Principal Millennium Middle School
SUBJECT: SIGN OUT PROCEDURE FOR LEAVING CAMPUS
PRIOR TO THE END OF THE WORKDAY
Please be advised by way of this correspondence that signing out and
leaving campus without an administrator's initial indicating his/her
knowledge or approval is not permitted. To sign out and leave campus
without an administrator's knowledge or approval creates an unnecessary
liability upon you, the school and the district should anything happen.
Further, F.S. 230.22 (1)(2), and the Broward School Board Policy 6GX-
4008 Instructional Personnel states: "a teacher should not leave the school
grounds without the permission of the principal."
If you must leave campus during the school day, you must receive
permission from an administrator as indicated by the signature of an
administrator on the "Teacher Sign-out" log.
If you have any questions regarding this procedure, do not hesitate to
contact me. As always, I am here to assist you.
CC/ 7/28/12
My signature acknowledges receipt of this document only and is not to be
considered an admission of wrongdoing. I have read this document and
understand its contents.
________________________ ______________________
(Signature) (Date)
BCPS Social Media Guidelines
The First Amendment, in general, protects the rights of individuals to participate in social media. However, the
laws and courts have ruled that schools can discipline students and staff if their speech, including online
postings, disrupts school operations or constitutes a violation of federal or state laws or School Board policies.
The BCPS social media guidelines allow employees to participate in online social activities. However, when
participating it is important to create an atmosphere of trust and individual accountability; keeping in mind that
information produced by BCPS staff and students is a reflection on the entire district and is subject to the
District’s School and District Technology Usage
(Policy 5306), Acceptable Use Policy (AUP), Federal and State Statutes, Educator Code of Ethics and the
Principles of Professional Conduct for the Education Profession in Florida, and other related applicable policies
and guidelines.
Broward County Public Schools (BCPS) realizes that part of 21st century learning is adapting to the
changing methods of communication. The importance of teachers, students and parents engaging,
collaborating, learning, and sharing in these digital environments is a part of 21st century learning. As such,
educational standards are now requiring the use of online educational tools to demonstrate proficiency. To
address related issues, BCPS has developed the following guidelines to provide direction for employees,
students and the school district community when participating in online social media activities.
Social Media refers to the use of web-based and mobile technologies that enable all Broward County Public
Schools’ internal and external stakeholders to connect, collaborate, and form virtual communities via the computer
and/or Internet. For some, social media is used mainly for social purposes, but for others, these sites and
technologies are used as tools to teach and to connect with the community.
By utilizing social media staff, students and parents agree to abide by these guidelines. Please read them carefully
before using, posting, or commenting on any social media sites. It is important to remember that parents and
guardians play a critical role in supporting and reinforcing these objectives.
General Etiquette for Social Media:
represent
yourself online is an extension of yourself. Do not misrepresent yourself by using someone else’s identity.
t post any confidential or proprietary information in regards to yourself
and/or others. Students can reveal some information about themselves (ethnicity, political beliefs, stance
on issues, interests) but should not offer any confidential information (place of residence, phone numbers
discretely identifiable information, common 'hang-out' locations).
sure to manage what and with whom you are sharing. Keep in mind that while we all have occasional
frustrations, social media are not the best venues in which to air frustration as those comments are
available to everyone.
points of view, even when they’re not offering the same in return. Never bully, pick fights, and do not
respond to abusive comments. If you are sharing a negative experience, please try to do so in a
constructive way.
confidential or personal information. What you publish is widely accessible and will be around for a long
time so consider the content and consequences carefully. Show good judgment as future employment
and/or academic opportunities may be adversely affected by your comments.
The Internet is not anonymous, nor does it forget: Everything written on the Web can be easily traced
back to its author. Information is backed up often and repeatedly, and posts in one forum are usually
replicated in others through trackbacks and reposts or references.
harassing or indecent.
ing your own technology to work make sure that you follow the guidelines set out in the
BCPS Personally Owned Device Guidelines.
Faculty and Staff Guidelines
we are
delivering to our students and staff must not be shared on or disclosed through social media. When
contributing online, do not post confidential student or employee information. No last names, school
names, addresses or phone numbers should appear on social media sites. No student identifiable
information, as defined in FERPA, can be posted on social media sites.
social media sites, and can only use them on District approved social media sites in accordance with
Board policies and applicable laws.
oyees are personally responsible for the content they publish online. Be mindful that what
you publish could be public indefinitely and may be subject to Florida Statutes including the Florida
Public Records Law and the Educator Code of Ethics and the Principles of Professional Conduct for the
Education Profession in Florida. Failure to adhere to these principles and guidelines will be subject to
disciplinary action.
that the views posted are their own and not those of BCPS.
and must
contact the Site Administrator if and when First Amendment issues arise.
online social media sites, applications and services, i.e., blogs, wikis, podcast, etc.
What is inappropriate in your classroom or workplace will be deemed inappropriate online.
others, copyright laws, and fair use guidelines. Be sure not to
plagiarize and be sure to give credit where it is due.
make sure you select a school appropriate image. Also, remember not to utilize images protected by law.
Florida Records Retention Schedules and must be retained for the applicable period of time.
Student Guidelines
sites are very public. What you contribute leaves a digital footprint for all to see. Do not post anything
you wouldn't want friends, enemies, parents, teachers, or a future employer to see.
else's
opinions, however, do it in a respectful way. Make sure that criticism is constructive and not hurtful.
What is inappropriate in the classroom will be inappropriate online.
Be safe online. Never give out personal information, including, but not limited to, last names, phone numbers,
addresses, exact birthdates, and pictures. Do not share your password with anyone besides your teachers and
parents.
However, be sure to read the entire article prior to linking to ensure that all information is appropriate for
a school setting.
use other people's intellectual property without their permission. It is a
violation of copyright law to copy and paste other's thoughts, images, designs, etc. When paraphrasing
another's idea(s) be sure to cite your source with the URL. It is good practice to hyperlink to your sources.
use the image or that it is under Creative Commons’ attribution.
ent yourself by using
someone else's identity.
o Blog and wiki posts should be well written. Follow writing conventions including proper grammar,
capitalization, and punctuation. If you edit someone else's work be sure it is in the spirit of
improving the writing.
teacher right away.
and/or
access to future use of BCPS online tools. In addition, disciplinary or legal action may apply.
Parent Guidelines
using online social media applications, i.e., blogs, wikis, podcast, etc.
objectionable
material to a school administrator.
al activity, including violation of data
privacy laws.
in social media projects.
involvement in social media networking is
appropriate and that the privacy concerns are protected.
Referenced from: socialmediaguidelines.pbworks.com/
CONFLICT MEDIATION REFERRAL
DATE:
REFERRED BY : (NAME)
( ) Administration Student ( ) Guidance ( ) Staff ( )
PERSONS HAVING THE CONFLICT
(1) Name:
Group:
(2) Name:
Group:
(3) Name:
Group:
Gr:
Gr:
Gr:
Team:
Team:
Team:
DESCRIPTION OF CONFLICT
Students, please have your teacher put this request in Mr. Reardon’s, Ms. Hidalgo’s, or Ms.
Jackson’s mailbox or give it to them personally when you see them in school,
including in the cafeteria.
Conflict mediators will see you as soon as possible.
Millennium Middle School
Guidance Department
5803 NW 94th Ave.
Tamarac,FL 33321
(754) 322-3900
COUNSELING REFERRAL
Student’s Name:
Referred by:
Why is the student being referred? (Be specific)
Grade:
Counselor:
Date:
Possible issues of circumstances contributing to this referral:
What has been done to help (Interventions)?
Parent contacted: Dates: Results:
What results would you like to see?
Recommendation(s):
* Please return this form to your grade level Guidance Counselor.
Broward County School’s Media Center Policy and Procedures.
AUTHORITY FOR THE CREATION OF LIBRARY MEDIA PROGRAMS The establishment of school media center is mandated by Florida Statute 230.23 (7) (d), 230.33 (9) (d) and by School Board of Broward County Policy 6Gx6-317. The text of these documents is on file in the media center office. PHILOSOPHY OF THE SCHOOL BOARD OF BROWARD COUNTY WITH RESPECT TO THE OPERATION OF LIBRARY MEDIA PROGRAMS The library media program of a Broward County school serves as a vital function in all aspects of the school’s life. It is its responsibility to be an integral part of the instructional program, to stimulate intellectual growth, and to encourage and aid individual pursuits of knowledge, enrichment, and recreation. As a part of the instructional program, the media Center furnishes a wide variety of curriculum-related materials for use by teachers and students, and provides the services and programs which facilitate the needs of its individual school, providing materials and services in type, level, and subject commensurate with the goal of helping each student reach his greatest potential. In addition to a variety of curriculum-oriented materials, the media center offers an abundance of quality materials through which students may pursue personal and individual interests. The Broward County School System is committed to a program of flexibility and individual instruction. It is consistent with this commitment that teachers and students have the least restrictive access to use of media materials and services. Professional library media personnel encourage student awareness of all opportunities of the media program. Guidance, assistance, and motivation are offered to promote lifelong skills in identifying, evaluating and utilizing information. Through careful selection, planning, organization, and continuous reevaluation, the collection and services of the media center are kept responsive to the long-range goals of the educational system as well as the immediate needs of teachers and students whom it serves. RESPONSIBILITY The School Board of Broward County is legally responsible for all matters relating to the operation of the Broward County Schools. The responsibility for coordinating the selection of instructional materials for Millennium Middle School Media Center is delegated to the professionally- trained media specialist in consultation with the principal, teachers, students, supervisors, and parents
The Media Center at Millennium Middle School supports the philosophies of the School Board of Broward County and Millennium Middle School.
MISSION STATEMENT The Media Center is dedicated to supporting the innovative educational program of Millennium Middle School. The center will strive to meet the informational and recreational needs of our student body as well as the instructional needs of our faculty. To that end, we seek to provide materials which support the basic curriculum. We will establish and maintain a positive learning environment for all students and a close working relationship with faculty and staff. We will gear our vision to preparing students for life in the 21st Century. OBJECTIVES FOR SELECTING MATERIALS The primary objective of the media program is to enrich and support the instructional program at Millennium Middle School. Funded by the school and district, the media collection will contain a wide range of appropriate materials on varying levels of difficulty in a variety of existing and emerging formats and will maintain a focus on materials which address different learning styles and levels. CRITERIA FOR THE SELECTION OF PRINT AND NONPRINT MATERIALS In keeping with the Library Bill of Rights, materials, both print and non print, will be considered on the basis of the following:
Needs of the curriculum, learning/teaching styles of students/faculty/others Quality of the resources Possible use of the material (individual/small group/large group/in-depth study) Level of artistic quality or literary quality Representative of multiple viewpoints Non-prejudicial and without cultural bias Variety of maturity and age levels considered Up to date and accurate Scope of coverage Promotes inquiry and critical thinking skills Relationship of the material to the overall collection Cost, packaging, and documentation
PROCEDURES FOR SELECTION AND MAINTENANCE OF MEDIA COLLECTON In selecting materials for purchase, the media specialist will evaluate the existing collection and consult reputable, unbiased professionally-prepared selection aids and the Broward County core collection list for middle schools. Teachers from all departments and grade levels will be consulted as needed and encouraged at all times to make recommendations. Evaluation and selection of materials will be an ongoing process and purchase of chosen items will be undertaken as funds become available.
Policy and Procedures directly related to Millennium Middle School can be found in CAB Conference under Media Center Info.
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA
Policy Planning, Accountability, and Technology
Learning Resources Department
COPYRIGHT ISSUES AND THE INTERNET
The Internet allows the user to search information from a wide variety of sources,
It also allows users to download images, e-mail them to another site, and combine
them with other images, which can ultimately result in a new work. The possibility
of this manipulation has generated great concern among publishers and copyright
holders since more and more copyrighted material is finding its way onto the
internet without authorization. Added to that is the erroneous belief of many
users that because the information is there and easily available, it has no copyright
protection. However, simply because the technology exists to reproduce an item
electronically does not mean that the user of the technology has the right to do so.
In addition to authenticity, such capabilities also makes it very difficult to judge
the authority and accuracy of material in digital form. For example, bulletin board
systems are frequently used to download interesting posted information, which may
include copyrighted material. These materials are frequently uploaded to another
BBC partially or in their entirety, and with or without credit or source citation.
The concern of authors and publishers is understandable since the distribution of
material has the potential to reach an extremely large audience and, in fact, may
appear in different versions on different bulletin boards.
It is important to remember that the original copyright holder retains the right of
reproduction, adaptation, and display, among others, and that:
1. e-mail messages are copyrighted. Unless an author indicates permission, it is
prudent to request permission before reposting a private mail message.
2. listserv and user group postings are copyrighted. They are considered original
works of authorship fixed in a tangible medium. Such postings are not to be
considered public domain unless a statement is received to that effect.
3. downloading images from America Online or another fee-based service and
sharing with colleagues is prohibited in most cases. Some authors do give such
permission as do some provider contracts.
4. collecting materials from multiple sources on the Internet and then compiling
them into a collective work is prohibited. This is considered a derivative work
and requires the permission of each author to make such a compilation.
Since anyone can post information on the Internet and even credit it to someone else,
students must learn to evaluate each item for its accuracy and authenticity, as well as
applicability of the information to the user’s topic. Equally as important is for users to
understand and protect the copyright laws since their intention is to promote the creation
of information.
The School Board of Broward County, Florida
Curriculum & Instruction/Student Support
CONTENTS
History & Purpose
Fair Use For Educators
Classroom Copying of Print Materials
Audiovisual Materials Use
Guidelines / Off-Air Recording
1-2
3-4
5
6
7
8 -9 Guidelines for School Use of Videocassette Programs
Computer Software
Multimedia Fair Use Guidelines
Scanning
Scenarios
Brief Summary
10
11 - 12
12
13
14 - 15
PRODUCED THROUGH Dr. Earlean C. Smiley Deputy Superintendent Curriculum & Instruction/Student Support
Copyright © 2002 The School Board of Broward County, Florida All rights reserved. Unauthorized duplication is a violation of applicable laws. The School Board of Broward County, Florida 3 Curriculum & Instruction/Student Support
HISTORY & GENERAL INFORMATION
Copyright is a very complex subject, partly because the law itself is written so generally
that it requires “guidelines” to interpret its intention, but also because new technologies
must be shoehorned into old definitions. Former technologies such as the typewriter or
filmstrip projector presented few legal problems that couldn’t be easily resolved. Enter
the computer, distance learning, and the photocopier and we are dealing with very
different issues because of the ability to duplicate, transmit, and even change a work.
Copyright, what is its purpose?
The copyright clause of the Constitution gives Congress the power to grant authors
exclusive rights to their works in order to “promote the progress of science and
the useful arts.” Copyright is the legal protection provided to a creator for his or
her work. It establishes specific rights that belong to that creator and provides
penalties for their infringement.
The first United States Copyright Act was enacted in 1790 and was almost an
exact wording of earlier English law. Although it has been amended over 30 times
since then, we are most influenced by the Copyright Act Revision of 1976, which
added a “fair use” clause that is critically important to educational use.
What kinds of works are protected?
Copyright covers any creative product in any format from print to graphical to
electronic— books, videos, magazine articles, paintings, illustrations, and cartoons,
even e-mail messages.
How long does copyright protection last?
A very long time.—specifically, it lasts for the life of the author plus 70 years or,
for works made for hire, 120 years from its creation.
Are there other ways to legally use copyrighted material?
Yes, you can use public domain materials, expired copyrighted materials, U. S.
Government materials, or request permission from the copyright holder. You may
also use copyrighted material if your use is “fair use.”
-1-
What exclusive rights does the copyright holder have?
Section 106 of the Copyright Act specifies these as basic rights of the copyright holder:
• the right to reproduce the work in copies
• the right to make derivative or modified works
• the right to distribute the work to the public
• the right to publicly perform the work
• the right to publicly display the work
1. Reproduction—the right to make copies; this right allows only the
copyright holder to make copies (such as making a photocopy from a book).
2. Preparation of Derivative Works—the right to produce a new version or modification
(such as making a sound recording, multimedia presentation or video from a picture book).
3. Public Distribution—the sale, gift, or other transfer of unauthorized
copies (includes rental, lease, or distributing photocopies to a class).
4. Public Performance Rights—public performances would include:
literary, musical, and dramatic works, as well as motion pictures, videos, and other
audiovisual works, which are performed in an establishment open to the public or where
a substantial number of people are gathered who are beyond the normal circle of
family and friends (includes showing a film or videotape in a public place).
5. Public Display—to display a work by “showing” a film, slide, television image, or
videocassette in a public place (includes projecting a picture or text to a viewer;
hanging a painting, poster, or photograph in a public place).
-2-
FAIR USE
The copyright law seeks to promote the public good by protecting the
financial interests of creative individuals through prohibiting hand, while
simultaneously permitting criticism, comment, news reporting, teaching,
scholarship, and research. From your experience as educators, you know that
these two purposes are often in conflict.
One important way that Congress determined to balance these differing
interests is through a provision called Fair Use. Fair Use grants certain
privileges to certain groups, one of them being educators, for certain uses
of copyrighted works.
The following four factors are used in determining Fair Use:
1. Purpose and character of the use— looks at how the materials are used, whether for
profit, educational or commercial use. Unfortunately for educators, the absence of
financial gain alone does not make use of the work permissible. We can’t argue that it is all
right because we are using it for educational purposes. The courts look at all four factors.
2. Nature of the copyrighted work— considers whether the work is scholarly or
commercial. Photocopying a newspaper article is more likely to be considered fair use
than copying music or a poem. Copying a research study would be more acceptable than
copying a workbook for students. Copying a consumable workbook or a textbook clearly
deprives the author of the work of his profit.
3. Amount and substantiality of the material used— considers how much and which
portions of the work has been used. Reproducing 10 lines of a 20-line poem is very
different from reproducing 10 lines of a long novel. Amount is an important factor in
the use of both print and multimedia materials, as we will see later on. “Substantiality”
addresses how important the portion used is to the whole. The refrain would be much
more identifiable than the rest of the lyrics of a song.
4. The effect of use on the potential market of the work—requires estimating what
the expected purchase of the work might be. If the use is considered to have a
negative effect on sales, that use is not likely to be considered fair use. While each
of the fair use criteria has a market effect, this one directly concerns potential
loss of revenue and is given consideration by the courts.
-3-
-4-
What is the Fair Use test?
Fair Use guidelines were drawn up by a group representing authors, educators, and
publishers. They are only guidelines and do not have the force of law. They are only
advisory, but they have come to be accepted as meeting the good faith test for fair use.
1.Brevity—
dictates that the relative amount copied should be brief, for example, 250 words of a
poem, 2,500 words or 10% of an article, etc. Picture books, which are generally brief,
must be limited to two pages containing no more than 10% of the total text.
2. Spontaneity—
means that the inspiration and decision did not allow enough time to write for
copyright permission. If a teacher finds a useful article while preparing for a class
currently being taught, such use would be permissible. However, that article could not
be used the next time the class was taught because there would have been sufficient
time to write for copyright permission. Additionally, the copying must occur at the
request of the teacher and not be the directive from an administrator or other
authority.
3. Cumulative Effect—
is the aggregate use, or combination of small uses, that amount collectively to such a
proportion that economic harm is done. Generally, only one copy can be made, with no
more than three coming from the same work for a total of no more than nine instances
for one course during one term. Finally, such copies can be used only in one course, not
several.
CLASSROOM COPYING OF PRINT MATERIALS —
BOOKS, PERIODICALS, ETC.
Teachers may make a SINGLE COPY for themselves (for research or teaching purposes) of:
• a chapter in a book
• an article from a periodical or newspaper
• a short story, short essay, or short poem, whether in an individual or collective work
• a chart, graph, diagram, drawing, cartoon, or picture from a book, periodical, or
newspaper
General Provisions
Classroom Copies (one for each student)
Materials must carry the copyright notice and meet the three tests of
BREVITY, SPONTANEITY AND CUMULATIVE EFFECT
Brevity:
1. A complete poem if less than 250 words and printed on not more than two
pages, or an excerpt from a poem of not more than 250 words.
2. A complete article, story, or essay of less than 2,500 words or an excerpt
of not more than 1,000 words or 10% of a work, whichever is less.
3. One chart, graph, diagram, drawing, cartoon, or picture per book or periodical.
4. Not more than two published pages containing less than 10% of a work
that combines text and illustrations, such as picture books.
Spontaneity:
1.The copying must be by or at the direction of the individual teacher.
2.The time between preparation and classroom use is too short to request
and receive permission.
Cumulative Effect:
1. The copying is only for one course.
2. One short poem, article, story, essay, or two excerpts may be copied from the same
author, and not more than three from the same collective work or periodical during
one class term.
3. There shall be no more than nine instance of multiple copying for one course during
one class term.
-5-
AUDIOVISUAL MATERIALS USE
Audiovisual works include filmstrips, slides, kits, films, videotapes, cassettes, CD-
ROMs, laserdiscs, DVDs, etc.
Certainly the most prevalent audiovisual materials used in the schools are videotapes
and DVD’s; and despite the fact that educators have been using them for many years,
they still create the most concern and questions about permissible use.
Rights of the Educator
Section 110 of the U. S. Copyright Law (Fair Use) determines that educators
have certain rights to both display and perform audiovisual materials but
that these certain conditions must ALL be met before use is permissible.
• They must be shown as a part of the instructional program and written into
the teacher’s lesson plans.
• They must be shown by students, instructors, or guest lecturers.
• They must be shown either in a classroom or other school location devoted to
instruction, such as the media center or auditorium if they are used for instruction.
• They must be shown in a face-to-face setting or where teachers and students are
in the same building or general area.
• They must be shown only to students and educators.
• They must be shown using a legitimate (not illegally reproduced) copy with the
copyright notice included.
Generally UNACCEPTABLE Uses
The following uses are generally not acceptable:
• Used for entertainment, recreation, or even cultural value when unrelated
to the teaching activity.
• Transmitted by radio or television (either open or closed circuit) from an
outside location.
• Shown in a place such as an auditorium or stadium to an audience that is not
confined to students (for example, a PTA meeting), and when the public
display is not for criticism, comment, news reporting, or teaching.
• The material was illegally acquired or duplicated.
-6-
GUIDELINES / OFF-AIR RECORDING
In accordance with the fair use doctrine, nonprofit institutions may record
television programs and use these recordings for instructional purposes if
they meet the following guidelines, which were developed to apply only to
off-air recording by non-profit educational institutions:
1. A broadcast program may be recorded off-air simultaneously with broadcast
transmission and retained by a non-profit educational institution for a period not to
exceed the first forty-five (45) consecutive calendar days after date of recording,
after which it must be erased or destroyed immediately. "Broadcast programs" are
television programs viewed by the general public without charge.
2. Off-air recordings may be used only once by individual teachers in the course of
relevant teaching activities (and repeated only once when instructional
reinforcement is necessary), in classrooms and similar places devoted to instruction,
as well as in the homes of students receiving formalized home instruction, during the
first ten (10) consecutive school days in the forty-five (45) calendar day retention
period.
3. Off-air recordings may be made only at the request of and used by Individual
teachers, and may not be regularly recorded in anticipation of requests. No broadcast
program may be recorded off air more than once at the request of the same teacher.
4. After the first ten (10) consecutive days, off-air recordings may be used
up to the end of the forty-five (45) calendar day retention period only for
teacher evaluation purposes (i.e., to determine whether or not to include the
broadcast program in the teaching curriculum).
5. Off-air recordings need not be used in their entirety, but the recorded
programs may not be altered from their original content.
6. All copies of off-air recordings must include the copyright notice on the
broadcast program as recorded.
7. Educational institutions are expected to establish appropriate control
procedures to maintain the integrity of these guidelines.
-7-
GUIDELINES FOR SCHOOL USE OF RENTED/PURCHASED
PRERECORDED VIDEOCASSETTE PROGRAMS
Teachers may use rented or purchased videocassette only if all the following
requirements are satisfied:
1. The programs have been recorded or made in a lawful manner.
2. The programs must be used in the course of face-to-face teaching
activities. The teacher must be able to point to specific performance
objectives to which the program relates.
3. Programs may be used only in the classroom or similar places devoted to
systematic instructional activities.
4. Programs are not to be used for recreational or entertainment purposes.
Cable or Satellite Transmission
Only those cable or satellite programs also available free of charge from open air
broadcast may be taped. Pay services, such as HBO, MAY NOT be taped.
VIDEOTAPING
Television Programs Taped by Teachers or Parents
Educators may tape television programs in their homes and bring them to
school for instructional purposes, but they must follow the Off-Air Guidelines,
including the 10/45 day rule (i.e., can show once within 10 days after recording and
must erase after 45 days).
Closed Circuit Television Transmission
Closed Circuit broadcast is the ability to transmit programs within a closed or defined area.
Showing entire programs over closed circuit television usually requires permission or
payment from the copyright holder. Portions of programs shown for news reporting,
comment, or criticism may be appropriate. One way to provide for this usage is to place a
statement on the purchase orders citing your intent to use this material over closed circuit
television. If the distributor ships the material, it is then all right to assume that they have
extended that permission. Equally important is to develop a system for labeling purchased
videocassettes to indicate whether or not these rights have been granted.
-8-
School Purchased Videocassettes
Videocassettes that are purchased from a vendor come only with the rights
to perform (or show) and only when the “classroom exception” is met. A teacher may
show it to a class if written into the lesson plan and in face-to-face instruction. Other
uses require permissions that must be purchased or requested. For example, showing a
video as a reward for good behavior or to entertain requires a permission called “public
performance.” Performing (playing) a videocassette over closed circuit television so
multiple classes can watch simultaneously requires “closed circuit” rights, because
classes other than those studying that subject may be able to view the program. To
show The Fourth of July Story to the whole school to increase their patriotic
spirit would require both public performance and CCTV rights. However, use of limited
portions of The Fourth of July to the whole school for purposes of scholarship,
criticism, comment, or teaching may in some circumstances be permissible.
Home Use Only Labeling
If an educational institution purchases a videotape with a “Home Use Only”
label, it is permissible to use the tape for face-to-face instructions as
described in the Guidelines.
Rental of Videotapes
The rental of videos is permissible as long as the educator follows all of the
conditions mentioned previously, unless the rental agreement prohibits the
display or performance of the video for educational purposes or on which
there is the statement “rentals are for home use only.”
-9-
COMPUTER SOFTWARE
With all copyrighted productions/publications, but with computer software
in particular, the purchaser buys a copy of the program but not the
copyright. Unless specified differently, computer software is sold for a
single workstation. Therefore, it may not be loaded onto multiple machines
or onto a file server where it could be accessed freely without special
permission. Computer software usage rights are often more a matter of
license rather than copyright.
Rights of the User
• to make an archival copy to guard against damage or destruction
• to make the necessary adaptations to use the program correctly on a
computer or peripheral
• to use a commercial copy program to “unlock” a program in order to make an
archival copy
• to install a CD-ROM set-up on more than one machine, as long as it is used
on only one machine at a time
• to make a temporary copy of a program to use on another computer during
computer maintenance
Rights of the Copyright Holder Regarding Computer Technology
• Reproduction occurs when:
- a work is placed into a computer and copied (whether on disk, ROM, or
RAM for more than a very brief period)
- a printed work is “scanned” into a digital file
- a photograph or sound recording is digitized
- Derivative works occur when a work:
- is annotated, edited, translated
- has the content of its files changed
Prohibitions for Educators
• Copyrighted programs may not be reproduced on school equipment except
for those for which rights have been procured.
• Copies of programs which have been reproduced in violation of copyright law
may not be used on school equipment.
-10-
MULTIMEDIA FAIR USE GUIDELINES
Students
Students may incorporate portions of lawfully acquired copyrighted materials when
producing their own educational multimedia projects for a specific course. Students
may perform and display their own educational multimedia projects in the course for
which they were created.
Students may retain these projects in their own portfolios as examples of their
academic work for later personal uses such as job and higher education interviews.
Educators
Educators may incorporate portions of lawfully acquired copyrighted materials
when producing their own educational multimedia projects for their own teaching
tools in support of curriculum-based instructional activities.
Educators may perform and display their own educational multimedia projects for
curriculum-based instruction to students in the following situations:
• face-to-face instruction
• directed self-study
• remote instruction to students enrolled in curriculum-based courses
and located at remote sites (distance learning)
Educators may perform or display their own educational multimedia projects in
presentations to their peers, for example, at workshops or conferences.
Educators may retain their educational multimedia projects in their personal
portfolios for later personal use, such as annual evaluations or job interviews
-11-
General Limitations for Both Students and Educators
• Time limit on fair use:
two years from completion of the multimedia work for educators
no time limit for students.
• Typical portion limits:
- motion media – up to 10% or three minutes, whichever is less
- text – up to 10% or 1,000 words, whichever is less
- poem – up to 250 words, but further limited to:
. three poems or portions of poems by one poet, or
. five poems or portions of poems by different poets from an anthology
- music – up to 10% or 30 seconds, whichever is less, of the
music and lyrics from an individual work or an aggregate of extracts from a work
- photos and images – up to five works from one author; up to 10% or 15 works,
whichever is less, from a collection
• Copies limit: generally only two, but joint work creators may each
have a copy.
SCANNING
Scanners convert print and graphical material to a digitized or computer readable
format, which is a form of adaptation or one of the five rights of the copyright holder.
However, Fair Use allows some educational usage of this format.
• Only limited amounts of copyrighted materials may be converted from print to
digital format without the copyright holder’s permission.
• Students may scan limited amounts of copyrighted material (see Multimedia
Guidelines) into a project, which can only be shown to the class for which it was
produced.
• A staff member cannot scan a cartoon or article into a newsletter for distribution
to faculty or parents unless for criticism, comment, or news reporting.
• Public domain print materials may be scanned, but purchased clip art may not
unless specific permission is given by the copyright holder as a part of the
purchase agreement.
Depending on the use of the scanned image, either photocopying or multimedia
guidelines should be followed. ©
-12-
ARE THESE SCENARIOS “COPYRIGHT” or “COPYWRONG?”
•The school enrollment increases beyond expectation and teachers have more students
than workbooks. Teachers copy workbook pages as needed for classroom instruction.
Wrong – see Fair Use #4. Small amounts are allowed until the
new workbooks arrive, but copying entire works is prohibited.
• A teacher asks the media specialist to dub (copy) a video from the school’s collection
so she can have her own classroom copy.
Wrong – see AV Materials Use. Reproduction is a right of the copyright owner.
• An art student is creating a multimedia presentation of old master paintings. He
scans in a dozen pictures from a library book.
Wrong – see Multimedia. Only limited portions can be legally
scanned because while the painting may be beyond date limits,
the publication date of the book being copied is not.
•The school’s monthly focus is patriotism and all students have been given
assignments dealing with patriotism. They open morning announcements with
a small amount of music from a teacher’s CD.
Maybe – see Multimedia limitations. Up to 10% or 30 seconds,
whichever is less, of music can be legally excerpted from a
copyrighted work.
•A teacher promises her students a “story video” on Friday if everyone
completes their homework.
Wrong – see Guidelines for School Use #4. Fair Use only allows
for curricular use.
•A student creates a classroom presentation on the topic of space by
combining text and photographs from several Internet sites.
Maybe – see Multimedia Fair Use Guidelines. Graphic and text
limits would need to be followed.
-13-
COPYRIGHT BASICS – A BRIEF SUMMARY
Copyright
The legal protection provided to a creator for his or her work— books, videos, magazine
articles, paintings, illustrations and cartoons, even email messages.
Rights of the owner
The copyright holder has the right to reproduce the work in copies, make derivative
or modification of the work, distribute the work to the public, as well as publicly
perform or display the work.
Fair Use Provides certain rights to educators. Each of the following four factors must be
considered in determining Fair Use: purpose and character of the use, nature of the
copyrighted work, amount and substantiality of the material used, and the effect of
the use on the potential market.
Fair Use Test
Brevity – the relative amount copied, should be brief.
Spontaneity – the inspiration and decision did not allow time to write for copyright permission.
Cumulative effect – the combination of small uses that amount collectively to such a
proportion that economic harm is done.
Guidelines for Classroom Copying Poetry – a complete poem, if less than 250 words or an excerpt of not more than
250 words.
Article, story, essay – less than 2,500 words, if complete; 1,000 words or 10%, if an excerpt.
Chart, graph, diagram, drawing, cartoon, or picture – 1 per book or periodical.
Picture books – 2 published pages or less than 10% of a work.
-14-
Multimedia Guidelines The guidelines specify limits on the use of copyrighted material for
Multimedia productions. Typical portion limits are as follows:
• motion media – up to 10% or three minutes, whichever is less
• text – up to 10% or 1,000 words, whichever is less
• music – up to 10% or 30 seconds, whichever is less, of the music and lyrics
• photos and images – up to five works from one author; up to 10% or
15 works, whichever is less, from a collection.
Rights of the Educator
Audiovisual materials Educators can display and perform audiovisual materials if all these conditions are met:
• shown as a part of an instructional lesson and written into the lesson plan
• shown by students, instructors, or guest lecturers
• shown in a classroom or other school location devoted to instruction
• shown in a face-to-face setting
• shown only to students and educators
• shown, using a legitimate copy
Video Off-air recordings – may be freely taped from regular broadcast channels (but not from
those which charge a fee), following these guidelines:
• made only at the request of and used by individual teachers
• retained for a period not to exceed the first 45 consecutive calendar days after
the recording
• used only once by individual teachers in the course of relevant teaching activities
(and repeated once, only when instructional reinforcement is necessary)
• used only for teacher evaluation purposes after the first 10 days
• copyright notice is included
Rented or purchased videos: • must be used in face-to-face teaching
• used only in the classroom or similar place of instruction
• may not be used for recreational or entertainment purposes
-15-
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 1 of 9
GENERAL POLICY
TOPICS IN BULLETIN: I.INTERNAL ACCOUNTS POLICIES II.RESPONSIBILITY - PRINCIPAL III.RESPONSIBILITY - BOOKKEEPER IV.EMPLOYEE RESTRICTIONS V.ACCOUNTING FOR STUDENT ACTIVITIES VI.INDEPENDENT SCHOOL RELATED ORGANIZATIONS (ISRO) EXHIBITS REFERENCED: 1.HOLD HARMLESS AGREEMENT 2.COLLECTION BOX/DEPOSIT BOX NOTICE FOR POSTING 3.LETTER OF AGREEMENT
I. INTERNAL ACCOUNTS POLICIES
The responsibility for Internal Fund Accounts is established primarily by State Law. State Board Rules, Section 6A-1.085 specifies in part:
Monies collected and expended within a school shall be used for financing the normal program of school activities not otherwise financed, for providing necessary and proper services and materials for school activities and for other purposes consistent with the school program as established and approved by the school board. Such funds are the responsibility of the school board and it shall be the duty of the school board to see the funds are properly accounted for through use of generally recognized accounting procedures and effectively administered through adherence to internal funds policies of the school board and applicable Florida Statutes and provisions of “Financial and Program Cost Accounting and Reporting for Florida Schools” as incorporated by reference in Rule 6A-1.001, F.A.C. Funds collected in connection with summer program activities, funds derived from school athletic events, gifts, and contributions made by band or athletic booster clubs, civic organizations, parent-teacher organization, and commercial agencies, and all other similar monies, properties, or benefits may be included in internal funds of the school based upon policies adopted by school districts or as provided in “Financial and Program Cost Accounting and Reporting for Florida Schools."
District Internal Accounts policies and procedures are created and serve as a guideline for District schools. These policies and procedures must be utilized when accounting for funds collected during various school activities.
All school activities are approved by and operate under the direct leadership of the School Principal.
Student activities are recognized in State Regulations and School Board Policy as serving the following general purposes:
A. To promote the education, general welfare, and morale of students.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 2 of 9
I. INTERNAL ACCOUNTS POLICIES (Continued)
B. To finance the legitimate extra-curricular activities of the student body in order to augment, but not conflict with the educational program provided by the School Board.
The School Board of Broward County has adopted a number of policies and regulations related to internal fund activities. The policies and regulations are:
1.
2. 3. 4. 5. 6.
7. 8. 9. 10. 11. 12. 13. 14. 15.
16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27.
Policy 1341- Use of Broward County School Facilities for Non-School Purposes Policy 3.1Non-School Funds Policy 3100- Annual Financial Audit Policy 3110- Investment of Funds Policy 3320- Purchasing Policies Policy 3400- Per Diem and Travel Expenses for Board Members, Board Employees and Other Authorized Individuals Policy 3401- Professional Travel Funds - Internal Accounts Policy 3411- Internal Accounts Policy 5200- Business Functions Conducted By Student Groups Policy 5201- Clubs and Organizations Policy 5202- Gifts: Solicitation and Receipt Policy 5203- Musical Performances Policy 5204- Public Appearances Policy 5205- Social Events Policy 5304- Insurance - Student Accident and Interscholastic Football Accident Policy 6200- General Policy Statement Policy 6205- Clubs and Organizations Policy 6206- Money Raising Activities Policy 6207- Publications Policy 6301- Collection of Monies Policy 6303- Field Trips Policy 6308- Instructional and Classroom Materials Policy 6311- Student Services and Materials Policy 6.3-Supply Fees-Expendable Supplies Policy 6.4-Supply Fees-Musical Instruments Policy 6.5-Instructional Materials Policy 6.6-Summer School
C.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 3 of 9
II. RESPONSIBILITY – PRINCIPAL
In School Board Policy 6301, Collection of Monies, the School Board of Broward County has charged the administration (District) with the responsibility for making rules, regulations and procedures for the conduct, operation and maintenance of extra-curricular accounts, and for the safeguarding, accounting and audit of all monies received and derived from school activities.
A. The Principal of each school AND staff are further charged with the responsibility to perform the actual internal accounting functions in accordance with the specific procedures set forth in Standard Practice Bulletins.
The Principal is responsible for making bank deposits if the armored car pickup service is not utilized. NOTE: The responsibility for transporting bank deposits may be delegated to another school employee.
School Board Policy 6206 requires the approval of the Principal, for any solicitation of funds from the public including candy sales.
The Principal of the school has the overall responsibility for investigating and approving organizations and their activities, the assignment of sponsors, and the control of all activities in accordance with State Regulations and School Board Policy 5201 and 6205.
State Board Regulations require "A financial report be filed with the Principal's office at the close of each fundraising activity." (Financial Accounting for State and Local School Systems, Chapter 7, Section 3 2.3(e).)
Schools may participate with Independent School Related Organizations (ISROs) such as P.T.A. or booster clubs with planning, staging, or conducting of school- related activities. Such activities may be held on or off the school grounds and will usually take the form of fund-raising events such as carnivals, paid entertainment, or food sales. All school-related activities must be approved by the school Principal and be beneficial to students.
a) If the school-related activity is sponsored by the school, District procedures shall be followed to provide appropriate accounting for funds and to ensure compliance with District policies.
b) If the school-related activity is sponsored by the ISRO, and a share of the proceeds are to be disbursed to the school, a Letter of Agreement (Exhibit 3) must be executed prior to the start of the activity.
B.
C.
D.
E.
F.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 4 of 9
II. RESPONSIBILITY – PRINCIPAL (Continued)
All school related activities that are sponsored by an ISRO must be approved by the school’s Principal. This approval must be documented on a Letter of Agreement (Exhibit 3). All school related activities not noted on a Letter of Agreement, will be considered an activity sponsored by the school.
All school sponsored activities will be approved by the school Principal or his/her designee on a Project Approval form. (See SPB I-402 and Exhibit) A project approval form may be accessed on the Treasurer’s Office website by clicking the following link:
http://www.broward.k12.fl.us/comptroller/cfo/treasurer/internalacctsforms.html
G. The Principal will not allow the school or an ISRO to charge parents a fee for instructional materials, equipment or supplies related to the school program or activities.
III. RESPONSIBILITY - BOOKKEEPER
The bookkeeper will be delegated responsibility for:
A.
B.
Verifying collections, officially receipting, reconciling and preparing bank deposits for funds being collected by staff or sponsors.
Maintaining logs for initial receipting documents (Monies Collection Envelopes, BC-40P Departmental Receipt Books, Pre-numbered Tickets and Facility Rental Contracts.)
Accounting for and safeguarding used and unused initial receipting documents (Monies Collection Envelopes, BC-40P Departmental Receipt Books, Pre- numbered Tickets and Facility Rental Contracts.)
Disbursement of funds in accordance with acceptable accounting procedures set forth in Standard Practice Bulletins.
Verifying fundraising financial reports; ticket reports; etc. completed by staff/student collectors.
Preparing and reconciling monthly and year-end financial reports.
Maintaining and retaining audit required records and files.
C.
D.
E.
F.
G.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 5 of 9
IV. EMPLOYEE RESTRICTIONS
A. The internal funds of the school MAY NOT, at any time, be used for any purpose which directly or indirectly represents an accommodation, loan, or credit to a School Board employee; or other persons (including students). This includes cashing personal checks, payment for services or merchandise, or selling postage stamps.
B. Employees may not make purchases through the school in order to benefit from purchasing privileges such as discounts, sales tax exemption, etc.
C. There shall be no loans to the Faculty/Sunshine Account from the General Fund or other internal accounts.
D. School Board Policy 5201 requires each student club or activity have a School Board employee sponsor the club or activity; who will be responsible for training and supervising the students in the conduct of their activity. This assignment will include the responsibility for making certain all monies related to the activity are properly controlled and deposited in the internal funds and all required records and reports are prepared.
E. School Board employees are NOT allowed to collect or handle money for ISRO sponsored activities and, Non-School Board employees are not allowed to handle money of school sponsored activities.
V. ACCOUNTING FOR STUDENT ACTIVITIES
The School Board of Broward County, FL defines student activities as activities that meet any of the following criteria:
All activities which are considered "extracurricular" activities or an extension of the school program; all sports, performances by band, orchestra, chorus, drama and other curriculum groups that are trained and directed by regular School Board employees as a part of their employment assignment. ALL BUSINESS TRANS-ACTIONS RELATED TO THESE EVENTS FOR WHICH STUDENTS MUST BE RELEASED FROM CLASS OR WHERE STUDENTS PERFORM AS A SCHOOL GROUP OR IN THE NAME OF THE SCHOOL ARE ALSO CONSIDERED SCHOOL ACTIVITIES. Funds derived from these activities must be recorded in the schools Internal Accounts and may not be comingled with an Independent Organization’s funds.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 6 of 9
V. ACCOUNTING FOR STUDENT ACTIVITIES (continued)
A. Schools may participate with Independent School Related Organizations (ISROs) such as P.T.A. or booster clubs with planning, staging, or conducting of school- related activities. Such activities may be held on or off the school grounds and will usually take the form of fund-raising events such as carnivals, paid entertainment, or food sales. All school-related activities must be approved by the school Principal and be beneficial to students.
a) If the school-related activity is sponsored by the school, District procedures shall be followed to provide appropriate accounting for funds and to ensure compliance with District policies.
b) If the school-related activity is sponsored by the ISRO, and a share of the proceeds are to be disbursed to the school, a Letter of Agreement (Exhibit 3) must be executed prior to the start of the activity.
B. All school related activities that are sponsored by an ISRO must be approved by the school’s Principal. This approval must be documented on a Letter of Agreement (Exhibit 3). All school related activities not noted on a Letter of Agreement, will be considered an activity sponsored by the school.
All school sponsored activities will be approved by the school Principal on a Project Approval form. (See SPB I-402 and Exhibit) A project approval form may be accessed on the Treasurer’s Office website by clicking the following link:
http://www.broward.k12.fl.us/comptroller/cfo/treasurer/internalacctsforms.html
C. All monies collected or disbursed by school personnel within a school, in connection with the school program, for the benefit of that school, a class, club, department, employee or student shall be recorded in the school's internal funds. Credit cards may be accepted in the collection of funds.
D. All funds generated from a school-run profit making business operating on a continuous basis on school grounds must be deposited in the school's internal accounts. Independent School Related Organizations may run continuous merchandising activities, such as a bookstore or concession stand, on school campuses. These ISRO activities must be approved by the school’s Principal. The funds generated from an ISRO-run business must be deposited in the ISRO’s checking account.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 7 of 9
V. ACCOUNTING FOR STUDENT ACTIVITIES (Continued)
E. Field trips are a school sponsored activity and therefore must not be handled by an Independent School Related Organization. Funds collected for field trips must be accounted for in the school’s internal accounts.
School sponsored student field trips which are organized and conducted through the school. The school must make payments to vendors for all trip expenses. Separate vendor payments must not be generated by an Independent Organization for school sponsored trip expenses. Funds may be donated to the school to pay the expenses, but the entire field trip must be coordinated, paid and documented by the school.
VI. INDEPENDENT SCHOOL RELATED ORGANIZATIONS (ISROs)
Independent School Related Organizations are organizations formed for the purpose of promoting the welfare of a school and its students.
Independent School Related Organizations are comprised of groups such as PTA, PTO, PTSO, PTSA, Athletic Booster clubs, Band Patron groups, etc. These groups handle their finances outside the school and make gifts or donations to the school as they elect and as noted in writing to the school’s Principal.
To avoid violations of School Board Policy, activities sponsored by Independent School Related Organizations should be conducted in such a way that they are clearly distinguished from student activities as defined in item V above.
These organizations:
1) May maintain a secured Drop/Collection/Deposit Box on a school’s campus. The Principal will have an officer of the organization sign a Hold Harmless Agreement (EXHIBIT 1). This form will release the School Board of any liability associated with missing or stolen funds from the Drop Box. The organization will also complete a Collection Box/Deposit Box Notice (EXHIBIT2) which will be posted on/near the drop box. It is recommended that an ISRO representative be present on collection days.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 8 of 9
VI. INDEPENDENT SCHOOL RELATED ORGANIZATIONS (Continued)
2) Are financially independent and keep a separate bank account and accounting records.
3) Must file for their own tax I.D. number
4) May file for their own tax-exempt status, if they choose.
5) Must conduct activities separate from school sponsored activities.
6) Have a membership which may consist of faculty and other school staff.
7) Must not have faculty and other school staff that are co-signers on the organizations bank account and must not sign any form of agreement on behalf of the organization.
8) Must not have faculty and other school staff involved in the handling of money of the Independent School Related Organization.
9) Should make monetary donations or may donate merchandise, equipment, or other items. Regardless of the form of donation, the donation must be accompanied by a donation letter specifying the intended use of the donated funds or merchandise.
10) May not use school credit card terminals for Independent School Related Organization fundraisers.
11) Must reflect the organization’s name on all programs, flyers, or other promotional material for activities sponsored by the organization. These items may be taken home by students.
All public announcements, programs, tickets, etc., should clearly designate the activity as an activity of the independent organization. Examples of independent school related activities would include the following:
A.
B.
Carnivals, barbecues, dinners and similar activities conducted entirely by the outside organization, and NOT involving any employee in the handling of funds.
Benefit shows or performances by non-school groups, such as college or professional music groups, when arrangements are made by the outside organization and NOT involving any employee or students in the handling of funds.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I-101 Page 9 of 9
VI. INDEPENDENT SCHOOL RELATED ORGANIZATIONS (Continued)
C. Merchandising services such as a school store handled by PTA, when the PTA orders all merchandise in its name, completely operates the sales activity, and handles the receipts and disbursements of money WITHOUT involving School Board employees.
Sales approved by the Principal of any other merchandise by outside parent or civic groups which do NOT involve School Board employees in the handling of the merchandise or sale proceeds.
D.
Independent School Related Organizations MAY NOT:
1. Make separate payments to vendors for school sponsored trip expenses. Funds may be donated to the school to pay the expenses, but the entire field trip must be coordinated, paid and documented by the school.
2. Charge parents a fee for instructional materials, equipment or supplies related to the school program or activities.
Independent School Related Organizations can make monetary donations or may donate merchandise, equipment, or other items to schools. Regardless of the form of donation, the donation must be accompanied by a donation letter specifying the intended use of the donated funds or merchandise.
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
CASH COLLECTIONS
TOPICS IN BULLETIN: I.GENERAL INFORMATION II.RECEIPTING DOCUMENTS EXHIBITS REFERENCED: 1BC-40P Departmental Receipt Book Receipt 2BC-40P Departmental Receipt Book Log 3Monies Collection Envelope 4Monies Collection Envelope Log 5BASCC Spreadsheet 6Report of Tickets Sold 7Perpetual Ticket Inventory 8Inventory Record of Tickets 9Computer Generated Official Receipt
I. GENERAL INFORMATION
A. SCHOOL BOARD POLICY 3411 STATES
BULLETIN NO.: I-302
PAGE: 1 OF 9
"ALL MONIES COLLECTED OR DISBURSED BY SCHOOL PERSONNEL OR BY STUDENTS WITHIN A SCHOOL, IN CONNECTION WITH THE SCHOOL PROGRAM FOR THE BENEFIT OF THAT SCHOOL, CLASS, CLUB OR DEPARTMENT SHALL BE RECORDED IN THE SCHOOL'S INTERNAL FUNDS."
B. IN CONJUNCTION WITH POLICY 3411, SCHOOL BOARD POLICY 6301 STATES "THE PRINCIPAL SHALL BE RESPONSIBLE FOR ALL MONIES COLLECTED AND DEPOSITED WITHIN HIS/HER SCHOOL; AND FOR MAINTAINING AN ACCURATE RECORD AS TO WHOM DEPARTMENTAL RECEIPT BOOKS, MONIES COLLECTION ENVELOPES, TICKET SALES REPORTS, CASH REPORTS, ETC. ARE ISSUED."
C. IT IS STRONGLY RECOMMENDED the School Administrator in conjunction with the bookkeeper establish a time of day when collections should be turned in to the bookkeeper to ensure timely deposits to the bank.
The bookkeeper SHOULD NOT be the initial receiptor of funds.
Receipting documents must be completed in ink and "white out" NEVER used.
D.
E.
I. GENERAL INFORMATION (Continued)
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
F.
BULLETIN NO.: I-302
PAGE: 2 OF 9
Collections of $200 or more and initial receipting documents MUST be turned in to the bookkeeper the same day collected OR within three (3) working days if less than $200.
Collections must be remitted to the bookkeeper INTACT. INTACT means in the same form as collected.
Disbursements (purchases, payments, etc.) MUST never be made from cash collections.
Bookkeeper will count the money in the collector's presence and issue an official computerized receipt printed on the required receipt form.
G.
H.
I.
II. RECEIPTING DOCUMENTS
A. GENERAL
Monies coming into the custody of a School Board employee must be receipted using one of the following receipting instruments:
• • • •
1.
Departmental Receipt (BC-40P) Monies Collection Envelope Pre-numbered Tickets Computerized Official receipt
All receipting documents and pre-numbered tickets SHALL be maintained on perpetual inventories which shall be maintained and retained for audit purposes.
All receipting documents MUST be in the bookkeeper's possession and properly LOGGED IN unless being actively used for collections.
Only approved School Board receipting documents can be used to receipt monies.
2.
3.
II. RECEIPTING DOCUMENTS (Continued)
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
B. RECEIPTING DOCUMENT DESCRIPTION AND USE BY INITIAL RECEIPTORS
BULLETIN NO.: I-302
PAGE: 3 OF 9
WARNING: The preservation and retention of initial receipting documents (BC-40P, monies collection envelopes, tickets, facility rental contracts, etc.) is extremely IMPORTANT. Loss of a document may result in the school receiving audit exceptions.
1. BC-40P Departmental Receipt Book (Exhibit 1)
a. Pre-numbered three-part (white, green and yellow) carboned or NCR paper receipts used when an individual receipt is desired regardless of amount collected. Must be used for individual collections $15.01 and up, except package pictures; book fair/school store sales and fundraiser collections.
BC-40 receipt books are obtained from the school’s bookkeeper on an as needed basis and MUST be signed out on the BC-40P Distribution Log (Exhibit 2)
All receipts must be completed in ink including the following information:
• • • • •
d.
Collection date Full name of payer Dollar amount of collection Signature of the collector (NOT INITIALS) Complete description of purpose of collection
b.
c.
Receipts MUST not be altered ("white out" use is strictly prohibited). If an error occurs:
• •
II.
Write “VOID” across the receipt. Staple all copies (white, green, and yellow) in the book. DO NOT REMOVE from the book. •Issue a new BC-40P
RECEIPTING DOCUMENTS (Continued)
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
e.
f.
BULLETIN NO.: I-302
PAGE: 4 OF 9
Receipt book MUST always accompany the deposit when turned in to the bookkeeper.
Collections MUST be remitted to bookkeeper INTACT (exactly as received), counted and reconciled (balanced) with the written receipts’ total. You MUST NOT:
(1) (2) (3)
Make purchases from collections Substitute personal checks for collections Hold money for change purposes
g. Bookkeeper will count the monies in the presence of the collector, verify collection amounts receipted in the BC- 40P book, issue an official receipt from the computer and complete the bookkeeper’s area on the front of the receipt book.
Bookkeeper will return green copies of the BC-40P receipts with the official receipt to the depositor (along with the book if additional collections are to be made). When collections are finished, collector will initial the BC- 40P log showing the return of the book to the bookkeeper’s possession for audit.
h.
2. Monies Collection Envelope (Exhibit 3)
a. Pre-numbered collection envelope used when multiple collections will be made with an individual collection amount of less than $15.00 per person or collection is package pictures, bookstore/book fair sales or fundraising.
Monies Collection Envelopes (Exhibit 3) are to be obtained from the school bookkeeper and MUST be signed out on the Monies Collection Envelope Log (Exhibit 4).
b.
II.
Monies Collection Envelopes are to be completed in ink. The following information is to be completed: • Purpose/Activity of the collection • Teacher/Sponsor’s Name • Dollar amount of collection RECEIPTING DOCUMENTS (Continued)
• Fund Account Number
c.
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
• • •
d.
Date(s) of collection Full Name of Payee Teacher/Sponsor Signature
BULLETIN NO.: I-302
PAGE: 5 OF 9
Envelopes are not to be completed in advance of the collection. NO PRIOR writing of date, payee name, amount, etc.
ERRORS made on the collection envelope MUST BE legible. If an error is made, a single line should be made through the entry and the correct entry written on the next line. THE AUDITOR MUST BE ABLE TO OBSERVE THE ERROR. (NO "white out" or heavy strike lining is to be done.)
Monies Collection Envelope MUST always accompany the deposits when turned to the bookkeeper.
Collections MUST be remitted INTACT (exactly as received), counted and reconciled (balanced) with the monies collection envelope total. You MUST NOT: 1)Make purchases from collections 2)Substitute personal checks for collections 3)Hold money for change purposes
Bookkeeper will count the monies in the presence of the collector, issue an official receipt from the computer and complete Bookkeeper's area of Monies Collection Envelope.
Bookkeeper will return Monies Collection Envelope and official receipt to collector if additional collections are to be made. When collections are finished, collector will initial the Monies Collection log showing the return of the envelope to the bookkeeper’s possession for audit purposes.
e.
f.
g.
h.
i.
II. RECEIPTING DOCUMENTS (Continued)
3. Filemaker Pro Spreadsheet
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
a.
b.
c.
d.
BULLETIN NO.: I-302
PAGE: 6 OF 9
Used when receipting Before and After School Child Care collections.
Provided by the BASCC Department.
Completed by the BASCC coordinator.
Must include the following information:
• • • • • •
•
School Name Date Type of Payment Authorization code from electronic terminal Date of Receipt Breakdown of each payment (Full fee, Partial fee, Registration, Late fee) Total collection amount
e.
f.
Print a paper copy of the spreadsheet for the bookkeeper.
Printout must not be altered. “white out” is strictly prohibited. If an error occurs, make the correction in the computer and reprint the spreadsheet.
Spreadsheet must always accompany the deposit when turned into the bookkeeper along with the Total collection Breakdown form which is referred to a as BASCC Exhibit 10. Exhibit 10 is a BASCC form that must be completed each day showing the total collection breakdown by payment types.
Collections must be remitted to the bookkeeper intact
Bookkeeper will verify the collection totals on the collection spreadsheets equal the totals on the Total Collection Breakdown form.
Bookkeeper will receipt the collections in the appropriate accounts in the computer and print an official receipt for the coordinator. A separate receipt should be
g.
h.
i.
j.
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
BULLETIN NO.: I-302
PAGE: 7 OF 9
generated for each type of payment. (Cash, Check, MasterCard, Visa, Amex).
k.
l.
Bookkeeper will record the official receipt numbers on the Total Collection Breakdown form.
Bookkeeper will file the official receipts, the merchant copies, the spreadsheets and Total collection Breakdown form with the daily bank deposit.
4. Pre-numbered Tickets
a. Pre-numbered tickets are an initial receipting document.
• •
b.
when the purchase price of a ticket is paid. when the numbered ticket is given to the payee.
Rolls of pre-numbered tickets can be purchased from office supply companies. Invoices should reflect beginning and ending numbers of each roll purchased.
If special print, pre-numbered tickets are purchased, the invoice MUST reflect the beginning and ending number of the tickets printed.
A Report of Tickets Sold (Exhibit 5) MUST be completed at the end of the activity using the tickets. The ticket report MUST be completed whether monies are collected or not (i.e. Complimentary Tickets are issued).
c.
d.
5. Computer Generated Receipt (AKA Bookkeeper's Official Receipt) The Bookkeeper's Official Receipt (Exhibit 8) is to be printed and issued each time the bookkeeper receives monies. There are NO EXCEPTIONS to receipting and printing the receipt.
II. RECEIPTING DOCUMENTS (Continued)
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
a.
BULLETIN NO.: I-302
PAGE: 8 OF 9
A receipt MUST ALWAYS be printed and distributed to the collector when funds are deposited with the bookkeeper.
Receipts should not be combined. EACH initial receipting document MUST have its own official receipt.
Receipts issued on the computer can only be voided before the funds are sent to the bank and on the same date the receipt was issued.
Void receipts MUST be retained for audit purposes The two Bank Transaction Posting Journals that print after the voiding process must be attached to the original voided receipt.
b.
c.
d.
C. RECEIPTING DOCUMENT LOGS
1. BC-40P Log
a. The Distribution Log for Departmental Receipt Books, BC- 40 p (Exhibit 2) should always contain current information and be available for audit.
The log requires the collector to sign out the book. (It is important the collector verify the log reflects the return of the book to the bookkeeper's possession at the conclusion of the collections.)
b.
2. Monies Collection Envelope Log
a. The Monies Collection Envelope Log (Exhibit 4) should always contain current information and be available for audit.
II.
The log requires the collector to sign out the book. (It is important the collector verify the log reflects the return of the book to the bookkeeper's possession at the conclusion of the collections.) RECEIPTING DOCUMENTS (Continued)
3. Report of Tickets Sold
b.
STANDARD PRACTICE BULLETIN
The School Board of Broward County, Florida
SUBJECT: CASH COLLECTIONS
BULLETIN NO.: I-302
PAGE: 9 OF 9
This form is completed at the end of each activity for which the tickets were used. The report must be completed whether monies were collected or not (i.e., Complimentary tickets used).
4. Perpetual Ticket Inventory Log
This form is initiated upon receipt of ticket rolls from the vendor. This inventory sheet is applicable and auditable until all tickets have been sold and audited or the ticket inventory is destroyed. A separate form MUST be maintained for EACH ticket roll.
5. Inventory Record of Tickets
Log of tickets sold during each fiscal year. This form is used to track each roll of pre-numbered tickets from the beginning of the roll to the end of the roll, date issued, to whom issued, numbers used and the event represented.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 316 Page 1 of 5
STUDENT OBLIGATIONS
TOPICS IN BULLETIN: I.GENERAL INFORMATION II.INITIATION OF STUDENT OBLIGATIONS III.STUDENT OBLIGATION DOCUMENTATION IV.COLLECTION OF STUDENT OBLIGATIONS V.UNCOLLECTIBLE STUDENT OBLIGATIONS EXHIBITS REFERENCED 1CERTIFICATE OF LOSS 2STUDENT OBLIGATION CARD
I. GENERAL INFORMATION
A. Student obligations are student debts arising from unreturned or damaged school property. Student obligations are commonly generated by unreturned textbooks or fundraising items.
Student obligations should be discouraged and addressed annually, so that loss to the school district is minimized. While grades and promotion cannot be used as a deterrent (according to Florida law); student participation in extra-curricular activities shall be suspended until obligations are paid in full or established installments are current.
Extra-curricular activities shall be defined as those activities which are sponsored or approved by the school and conducted wholly or partly outside the regular school day. The School Board of Broward County Code of Conduct book states that school social activities are also considered extra-curricular activities. Section V, Rule of the Code states in part; “Many students take part in school related activities that are extra- curricular (take place outside if school hours), social and interscholastic engage in competition with other schools).”
Extra-curricular activities include: Participation on interscholastic athletic teams Participation in school or district sponsored clubs or organizations
(e.g. National Honor Society, Key Club) Participation in student government Participation in after school social activities including grad nights,
proms and dances Participation in county, state and national academic competitions
B.
C.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 316 Page 2 of 5
I. GENERAL INFORMATION (Continued)
Participation in performance group activities such as band, chorus, debate and drama that are not a requirement for course credit.
II. INITIATION OF STUDENT OBLIGATIONS
A. A teacher must provide either:
1. a signed student obligation card (Exhibit 2) showing the obligation issued to the student and the amount of the obligation. (School Board Policy 6.5 Textbooks, details the amount to be collected for textbooks.)
a completed copy of the merchandise distribution sheet required for all fund-raisers. (See SPB I-402)
2.
B. These documents contain the student's signature acknowledging receipt and responsibility for the assigned items and thus are the basis for accountability.
Once the student returns an item or pays for an item in full, and an obligation card has been issued, a copy of the obligation card and the original BC-40P receipt is given to the student and may be used, by the student, as proof that the obligation was satisfied.
C.
III. STUDENT OBLIGATION DOCUMENTATION
A. A designated school staff member should file student obligation cards alphabetically by the student’s name. These cards must include the student’s FSI number.
In addition to obligations being recorded on a student obligation card, student obligation information must also be recorded in the electronic TERMS database.
Elementary and Middle school administrators must complete a Certificate of Loss for all uncollected obligations incurred for active and withdrawn students. The obligations must also be recorded in TERMS database.
High School administrators must complete a Certificate of Loss for all uncollected high school obligations. All uncollectible obligations
B.
C.
D.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 316 Page 3 of 5
III. STUDENT OBLIGATION DOCUMENTATION (Continued)
including, all withdrawals and graduations, must be “Cleared” in the TERMS database by recording them in the “loss” field in TERMS.
The intent of recording obligations for a withdrawn student(s) is that the obligation will be reactivated if the student(s) re-enters the District. (The District’s ETS department will maintain a list of withdrawn students until their expected dates of graduation.)
E. If a student with an obligation withdraws or graduates from a District school, documentation of the withdrawal must be forwarded to the bookkeeper to be maintained for audit purposes.
Student obligation lists should be periodically reviewed and discussed with the student by administration. Students must be aware of existing obligations.
F.
IV. COLLECTION OF STUDENT OBLIGATIONS
A. Whenever possible, student obligation collections should not be made by the bookkeeper.
Suggested collectors of student obligations are:
1. 2. 3.
B.
The Assistant Principal The Guidance Counselor A front office staff member
All student obligations should be receipted using a BC-40P receipt book or may be paid using the Online School Payments (OSP) program. Additional information on receipting is located in SPB I-302.
Once obligations are collected, they must be forwarded to the bookkeeper for receipting in the Internal Accounts system. The Bookkeeper will receipt collections into the account that incurred the original loss (i.e. ROTC, Class of F/Y etc.)
If a check used to pay for an obligation is returned by the bank, the obligation becomes active again.
If a District school collects an obligation that originated from another school, the collecting school shall receipt and retain the funds in their
C.
D.
E.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 316 Page 4 of 5
IV. COLLECTION OF STUDENT OBLIGATIONS (Continued)
textbook account, if the collection was for textbooks, or in the General fund of the school’s internal accounts.
F. Once a student obligation is paid, documentation of payments is forwarded, to the staff member that maintains the TERMS database, for adjustment of the obligation amount.
V. UNCOLLECTIBLE STUDENT OBLIGATIONS
Every school, especially the school where a student obligation first occurs, must make every effort to collect the student obligation.
A. The only acceptable reasons for an uncollectible obligation are:
1. 2.
Student permanently withdrew from District schools. Student graduated.
A Certificate of Loss must be completed and be used to document the obligation. All Certificates of Loss must be approved by the Principal.
B. School Board Policy 6.5 3 d. (3) details the procedures and documentation required for lost or damaged textbooks. A copy of this documentation should be attached to the Certificate of Loss. If several lost or damaged textbook obligations exist, then one Certificate of Loss for lost or damaged textbooks may be completed.
The same procedures set forth in School Board Policy 6.5 3 d. (3) should be followed when documenting uncollectable student obligations that arose from other than lost or damaged textbooks. A copy of this documentation should be attached to the certificate of loss. If several student obligations exist, then one Certificate of Loss for each category of obligation may be completed.
The Bookkeeper must maintain student obligation Certificate of Loss for audit purposes.
The District’s Internal Auditor may review total student obligations created and uncollectible each year.
C.
D.
E.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 316 Page 5 of 5
VI. REFUNDS
If an item is found and returned to the school after an obligation has been paid, a refund will be issued. The refund is to be issued by the school location that originally collected the obligation. Also, the item must be returned to this school/location. The refund will be issued in the same method of the original payment.
A.
B.
An obligation paid in person by cash or check is to be refunded by school check. An obligation paid online by credit card is to be refunded to the credit card in the Online School Payment program (OSP).
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 402 Page 1 of 6
FUNDRAISING ACTIVITIES
TOPICS IN BULLETIN: I.FUNDRAISING ACTIVITIES LIMITATIONS II.FUNDRAISING ACTIVITY PROCEDURES III.FINANCIAL REPORT, STUDENT ACTIVITY OPERATING REPORT IV.STATEMENT OF REVENUE AND EXPENDITURES EXHIBITS REFERENCED: 1Project Approval Form 2Financial Report, Student Activity Operating Report 3Project Approval Log 4School Activity Purchase Order 5Merchandise Distribution Sheet 6Statement of Revenue and Expenditures 7Inventory Form
GENERAL INFORMATION
School Board Policy 6206 Money Raising Activities states "From time to time, it may be necessary and desirable for students to engage in fundraising activities in connection with a special project. Money raising activities SHALL have the prior approval of the Principal and conform to such rules and regulations as the Board may establish."
All sales of merchandise are to be approved using the Project Approval Form (Exhibit 1). Additionally, ALL merchandise sales (except continuous operations such as school stores) require the completion of a Financial Report, Student Activity Operating Report (Exhibit 2).
I. FUNDRAISING ACTIVITIES LIMITATIONS
A. SCHOOL BOARD POLICY 6206
1.
2.
Organized school groups SHALL NOT sponsor or engage in any form of games of chance (i.e., raffles, lotteries, etc.).
Students representing the Broward County school system in any manner SHALL be prohibited from participating in "panhandling" activities.
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STANDARD PRACTICE BULLETIN I - 402 Page 2 of 6
I. FUNDRAISING ACTIVITIES LIMITATIONS (Continued)
3. Additionally, Elementary and Middle School students SHALL be prohibited from door-to-door fundraising activities sponsored by the school or by a school related organization. High school students SHALL be limited to one school wide project per year. Any deviation must have prior approval of the Superintendent or Designee.
B. SCHOOL BOARD POLICY 3.2
"In secondary schools, school organizations approved by the School Board MAY sell food and beverage items to students in competition with the School Food Service Program ONLY one (1) hour following the close of the last lunch period.
II. FUNDRAISING ACTIVITY PROCEDURES
All sales of merchandise should be approved only on the condition that an accurate and complete accounting is made for all units purchased.
In order to assure an accurate and complete accounting of items purchased for resale, a sale deadline date must be assigned. A copy of the approved Project Approval Form (Exhibit 1) should be furnished to the School Bookkeeper to enable follow up on collections and reporting.
A. SPONSOR INFORMATION
1. All fundraising activities must be requested and approved on a Project Approval Form (Exhibit 1). The form must be logged out using a Project Approval Log (Exhibit 3).
NO merchandise for resale should be obtained (purchased, arrangements made for purchase) until the Project Approval Form has been approved.
All items purchased for resale should be ordered on a School Activity Purchase Order (Exhibit 4) which may be obtained from the School Bookkeeper.
2.
3.
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STANDARD PRACTICE BULLETIN I - 402 Page 3 of 6
II. FUNDRAISING ACTIVITY PROCEDURES (Continued)
4. Upon receiving the units or items to be sold, the sponsor MUST perform a physical count of items to be sold and verify the number ordered and received.
Because ALL units or items purchased for resale must be accounted for in some manner, a Merchandise Distribution Sheet (Exhibit 5) MUST be maintained by the sponsor when merchandise is to be sold by a number of student salespeople.
The Sponsor should request a Monies Collection Envelope from the School Bookkeeper to consolidate the fundraising monies collection for depositing to the bookkeeper.
Monies are to be turned in daily if over $200, at least within three days, ALWAYS on Friday, the last day of the month and before any breaks. (See I-302 Cash Collections)
The School Bookkeeper will issue an official receipt each time fundraising monies are turned in with the Monies Collection Envelope.
Sponsors MUST retain the receipts issued by the School Bookkeeper. The receipts can be used in completing the Financial Report, Student Activity Operating Report (Exhibit 2) or Statement of Revenue and Expenditures (Exhibit 6).
Ten school days after the conclusion of the sale, the Financial Report, Student Activity Operating Report, will be submitted to the Assistant Principal for his/her initials in determining whether the report has been submitted in a timely manner, as established on the Project Approval Form. The sponsor will then submit the signed Financial Report to the bookkeeper who will enter the date that the report was received and have the sponsor initial the Project Log. The Financial Report, Student Activity Operating Report, and Project Log will be retained for audit.
5.
6.
7.
8.
9.
10.
II. FUNDRAISING ACTIVITY PROCEDURES (Continued)
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 402 Page 4 of 6
11. ALL merchandise sold by a school or school organization is TAXABLE unless specifically exempt. Some exempt items are:
a. b. c. d.
e. f.
Yearbooks/Memory books Textbooks/Workbooks Newspapers School or student publications (i.e. Literary magazines) School lunches Nursery stock (Products raised by a school nursery 90 days or longer)
III. FINANCIAL REPORT, STUDENT ACTIVITY OPERATING REPORT
The Financial Report, Student Activity Operating Report, is required to be completed by the sponsor at the end of a sale where units or items are sold as a one time sale. Using the receipts issued by the School Bookkeeper for monies deposited and identified as fundraising monies is very useful in completing the report.
A. COMPLETING THE FINANCIAL REPORT
1.
2.
Complete the top portion of the Financial Report.
The second portion of the form MUST be completed in its entirety. This section of the report is based on TOTAL NUMBER OF UNITS (ITEMS) AVAILABLE FOR SALE information taken from the Vendor's Invoice.
It is VERY IMPORTANT all units (items) must be accounted for either as sales, returns, damaged, remaining in inventory, etc.
The Financial Report is to be signed by the Sponsor and submitted to the Assistant Principal who will determine if the report has been submitted in a timely manner, initial the report and return it to the sponsor. The sponsor will then submit the signed Financial Report to the bookkeeper who will enter the date the report was received and have the sponsor sign the Project Log.
3.
4.
III. FINANCIAL REPORT (Continued)
5. The Principal is required to sign the Financial Report.
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STANDARD PRACTICE BULLETIN I - 402 Page 5 of 6
6.
7.
8.
School Bookkeeper will retain the Financial Report for audit along with any applicable information.
Any items not returned by a student salesperson MUST be documented with a student obligation.
Any items given away must be documented with a signed sheet indicating description of item, printed name of receiver and signature of receiver.
IV. STATEMENT OF REVENUE AND EXPENDITURES
The Statement of Revenue and Expenditures (Exhibit 6) is required to be completed at year-end for all continuous merchandising activities. A continuous merchandising activity is an activity that is conducted throughout the school year (i.e. concession or school store). In addition, this form can be used to summarize activities when it is not possible to obtain an exact accounting of the number of items available for sale (i.e. popcorn sales when the popcorn product is purchased and then bagged in smaller portions). This form is a profit and loss statement for the activity.
Any adjustments to inventory purchases, sales (sold product for less or gave product away) or purchase adjustments (bought product at a cheaper price) MUST be reflected on the Statement of Revenue and Expenditures.
A. COMPLETING THE STATEMENT OF REVENUE AND EXPENDITURES
The form is located on the Treasurer’s Office website, Standard Practice Bulletin I-402, Exhibit 1.
1.
2.
Enter sales information for the year.
Enter beginning inventory (this was last year’s ending inventory).
IV. STATEMENT OF REVENUE AND EXPENDITURES (Continued)
3.Enter any adjustments (i.e. obsolete so given away or destroyed). All adjustments must be clearly documented as to quantity disposed of,
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STANDARD PRACTICE BULLETIN I - 402 Page 6 of 6
description of item as shown on inventory, date and reason for disposal and two signatures (person destroying and one witness) or if given away printed name and signature of recipient.
4.
5.
Enter ending inventory.
Enter purchases.
B.STATEMENT OF REVENUE AND EXPENDITURES- SUPPORTING DOCUMENTATION
1.
2.
3.
Sales will be supported by Monies Collection Envelopes and/or BC-40P receipt books.
Inventory adjustments will be supported by the method shown in IV. A. 3. above.
Purchases and returns by vendor invoice(s) or credit memo(s). All invoices or receipts must include the quantity. If the quantity is not specific (i.e. box), the sponsor must write in the quantity contained in a box. Also, the sponsor should be sure the invoice item description is easily associated with the sponsor’s inventory price list. If necessary, write the item name on the invoice as it appears in inventory.
Ending inventory will be supported by the inventory form (Exhibit 7).
An inventory price list for each school year must be maintained and available for audit. The price list must show each item sold and the price at which it was sold. Any deviation from this price list must be documented (specific item discounted, discounted price and quantity discounted). The item description used on the year-end inventory must match the item description on the inventory price list.
4.
5.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN AUGUST 1, 2000
I - 403 Page 1 of 8
ADMISSION TICKETS/TICKET REPORT
TOPICS IN BULLETIN: I.TICKET PURCHASES IITICKET USAGE III.ACCOUNTING FOR TICKETS IV.PERPETUAL TICKET INVENTORY SHEET V.REPORT OF TICKETS SOLD VI.DESTRUCTION OF TICKETS EXHIBITS REFERENCED: 1School Activity Purchase Order 2Perpetual Ticket Inventory Sheet 3Report of Tickets Sold 4Inventory Record of Tickets
GENERAL INFORMATION
Many student activities (plays, dances, etc.) will involve an admission charge. Tickets (either prenumbered or special print) MUST be used and issued for ALL events for which an admission is charged. This bulletin addresses the purchase, use, maintenance and reporting required for Admission Tickets.
It is advisable to minimize the inventory of tickets.
I. TICKET PURCHASES
A. All prenumbered tickets and/or prenumbered/prepriced tickets are to be purchased from an approved vendor using a School Activity Purchase Order (Exhibit 1).
B. All prenumbered Athletic tickets MUST have the selling price printed on the face of the ticket. Different colors for different prices is required.
I. TICKET PURCHASES (Continued)
C. Vendor's invoice MUST include the following information:
Supersedes Standard Practice Bulletins September, 1977
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN AUGUST 1, 2000
1. 2. 3. 4.
D.
Ticket color Admission price printed on each color Beginning/ending ticket numbers Number of tickets on each roll
I - 403 Page 2 of 8
Tickets MUST be delivered to the School Bookkeeper who will verify the ticket order information (number and color of rolls; prices, etc.) with the Vendor's invoice.
The School Bookkeeper will retain the School Activity Purchase Order (SAPO) copy and vendor invoice copy for audit purposes. In addition, the School Bookkeeper will record each new ticket roll received and applicable information (color, price, etc.) on a Perpetual Ticket Inventory Sheet (Exhibit 2).
IF "SEASON TICKETS" are utilized by a school, the above procedures apply to the ordering of "SEASON TICKETS", AND the words "SEASON TICKET" MUST be imprinted.
E.
F.
II. TICKET USAGE-Prenumbered/Prepriced
Most prenumbered, prepriced tickets will be purchased for use at Athletic events (admissions to football, basketball, etc.).
II. TICKET USAGE-Prenumbered/Prepriced (Continued)
A. ATHLETIC TICKETS
1. Prenumbered, prepriced tickets MUST be issued and used for all athletic events where admissions are charged.
NO admission should be granted without a ticket. 2.
Supersedes Standard Practice Bulletins September, 1977
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STANDARD PRACTICE BULLETIN AUGUST 1, 2000
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3. ALL tickets presented for admission to an event MUST be torn in half upon presentation for entry to the event.
Tickets which have been presented for admission ARE NOT to be retained for any reason.
Athletic tickets ARE NOT to be used for any other activity in the school for which an admission is charged.
Prepriced tickets for any event CANNOT be sold for a different price than printed on the ticket.
The Athletic Director MUST complete the PERPETUAL TICKET INVENTORY SHEET each time tickets are issued to a seller.
4.
5.
6.
7.
B. NON ATHLETIC TICKETS
1. Bookkeeper will complete the PERPETUAL TICKET INVENTORY SHEET each time tickets are issued to a seller for a non athletic event (drama production, dance, etc.).
II. TICKET USAGE-Prenumbered/Prepriced (Continued)
2. Special print tickets (Prom, Homecoming dance, etc.) MUST be verifiable as to number printed. Unused tickets should be retained by Bookkeeper for audit purposes.
Non athletic tickets should NEVER be used as a means of admission to an athletic event.
3.
C. COMPLIMENTARY TICKETS
1. Each school should order tickets which have the words 'COMPLIMENTARY" imprinted on the front of the ticket. Complimentary tickets are to be used when NO admission charge is made.
Supersedes Standard Practice Bulletins September, 1977
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STANDARD PRACTICE BULLETIN AUGUST 1, 2000
I - 403 Page 4 of 8
2.
3.
'COMPLIMENTARY' tickets ARE to be prenumbered.
ATHLETIC COMPLIMENTARY TICKETS do not need to be issued to School Staff.
ATHLETIC COMPLIMENTARY TICKETS may be supplied by the home/host school to a visiting school.
Complimentary tickets MUST be accounted for on a ticket report even though there are no monies associated with the complimentary tickets.
4.
5.
III. ACCOUNTING FOR TICKETS
The purpose of ticket accounting is to assign responsibility to the ticket seller. The assignment of responsibility provides for a verification of sales and/or collections.
A. The PERPETUAL TICKET INVENTORY SHEET (Exhibit 2) MUST be initiated upon the receipt of ticket rolls from the vendor. This inventory sheet is applicable and auditable until all tickets have been sold and audited or the ticket inventory destroyed.
It is strongly recommended ALL Perpetual Ticket Inventory Sheets be placed and stored in a binder and kept in the School Bookkeeper's Office at the end of the school year.
The School Bookkeeper will be responsible for maintaining the non athletic preprinted, prenumbered Perpetual Ticket Inventory Sheets.
The Athletic Director will be responsible for maintaining the athletic Perpetual Ticket Inventory Sheets during the school year and is accountable for the total sales value of ALL athletic tickets available for sale as indicated by the Perpetual Ticket Inventory Sheets.
B.
C.
D.
Supersedes Standard Practice Bulletins September, 1977
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN AUGUST 1, 2000
E.
I - 403 Page 5 of 8
At the end of the school year, the Athletic Director's inventory sheets and unused ticket rolls will be turned in to the School Bookkeeper for safekeeping, verification and inclusion on the year-end closing inventory.
At year end, the School Bookkeeper will complete the PRE-NUMBERED TICKET INVENTORY (Exhibit D) as part of the year-end closing requirements.
F.
IV. PERPETUAL TICKET INVENTORY SHEET
A. A Perpetual Ticket Inventory Sheet (Exhibit 2) MUST be completed for EACH roll of tickets in the school's inventory. Each roll must have its own Perpetual Ticket Inventory Sheet.
The School Bookkeeper should retain a copy of ALL Perpetual Ticket Inventory Sheets issued to the Athletic Director for use at athletic events. A copy should be retained until year end when the Athletic Director returns the Perpetual Ticket Inventory Sheets and unused ticket rolls to the School Bookkeeper for summer break safekeeping and inclusion on year-end closing inventory.
The Perpetual Inventory Sheet(s) when used by either the Athletic Director (athletic event tickets) or the School Bookkeeper (non athletic event tickets) will be completed each time tickets are issued. The information required when issuing tickets is:
1. 2. 3.
D.
Name of individual to whom tickets are being issued First number available to be sold on the roll Identification of event for which tickets are being used.
B.
C.
When the ticket sale is completed, the following information will be recorded on the Perpetual Ticket Inventory Sheet:
1. 2. 3.
Last ticket number used (next available ticket on roll minus one). Date ticket roll returned. Corresponding Ticket Report Number.
Supersedes Standard Practice Bulletins September, 1977
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN AUGUST 1, 2000
I - 403 Page 6 of 8
IV. PERPETUAL TICKET INVENTORY SHEET (Continued)
E. School Bookkeeper at year-end will red line the last entry on each PERPETUAL TICKET INVENTORY SHEET. The sheet will then be reissued the following school year.
ALL Perpetual Ticket Inventory Sheets MUST be retained for the annual Audit.
F.
V. REPORT OF TICKETS SOLD
A. A Report of Tickets Sold (Exhibit 3) MUST be completed every time tickets are used even if money is not collected.
The School Bookkeeper will issue the REPORT #. It is advisable to distinguish between Athletic Ticket Reports and non athletic Ticket Reports by the report number.
The Report of Tickets Sold is to be completed by the sponsor/Athletic Director responsible for the activity.
The School Bookkeeper MUST verify the following areas:
1. 2. 3. 4.
E.
Quantity of Tickets Sold Ticket Price Total Value of Tickets Sold Net Cash Receipts
B.
C.
D.
The School Bookkeeper must receipt the collections and reference the official receipt number to the ticket report and the ticket report number.
Collections and deposits equals the Total Net Cash Receipts. F.
V.
G.Overages/Shortages in receipts MUST be reflected on Report of Tickets Sold. REPORT OF TICKETS SOLD (Continued)
H. Sales Tax computations must be completed and verified for events NOT using student/faculty talent (i.e. - dance using a disc jockey as entertainment).
Supersedes Standard Practice Bulletins September, 1977
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN AUGUST 1, 2000
I.
I - 403 Page 7 of 8
Distribute copies of the Report of Tickets Sold as specified on bottom of the form.
VI. DESTRUCTION OF TICKETS
If it is decided tickets are to be destroyed, the following steps are to be followed:
A. On the Perpetual Ticket Inventory Sheet indicate the remaining ticket numbers of the roll to be destroyed. The School Bookkeeper and the Principal MUST sign the Perpetual Ticket Inventory sheet. Sheet must be retained for Audit.
IF special print tickets are to be destroyed at the conclusion of the sale, the remaining ticket numbers of the destroyed tickets should be recorded on the bottom of the Report of Tickets Sold form and be signed by the School Bookkeeper and Principal.
B.
Supersedes Standard Practice Bulletins September, 1977
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 406 Page 1 of 6
FIELD TRIPS INFORMATION, REQUIRED PAPERWORK TEACHER INFORMATION PACKET
TOPICS IN BULLETIN: I.GENERAL INFORMATION II.REQUIRED FIELD TRIP FORMS III.FIELD TRIP FORMS DESCRIPTION AND USAGE IV.FIELD TRIPS INVOLVING MULTIPLE SCHOOLS V.TRAVEL AGENCIES VI.FIELD TRIP DEPOSITS VII. BUSES VIII. COSTS EXHIBITS REFERENCED: 1.Area Field Trip Authorization Form 2.Temporary Duty Authorizations (TDAs) 3.School Board Bus Request Form 4.Outside Vendor Bus Quote Form 5a.Adult Volunteer Driver Authorization Form 5b.Student Vehicle Authorization Form 6.Field Trip Authorization Form (Parent Permission Form) 7.Chaperone List - Risk Management 8.School Bus Verification Form 9.Field Trip Information Checklist
I. GENERAL INFORMATION
It is strongly recommended each school develop Field Trip Packets of information to be distributed to staff when planning field trips. The field trip information packet should contain all forms and information needed by a teacher or team leader to schedule, obtain approval, make arrangements, collect money, take the trip and turn in the proper paperwork. In addition, the packet should include the specific school's requirements with regards to:
Time required to schedule a field trip Who calculates the cost of the trip Who arranges for transportation Provisions made for students not paying/going Deadline for accepting field trip payments
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STANDARD PRACTICE BULLETIN I - 406 Page 2 of 6
II. REQUIRED FIELD TRIP FORMS
This bulletin contains the forms and information REQUIRED to be retained for audit. Each school is encouraged to incorporate their specific needs and requirements in addition to the following required forms:
A.
B. C.
Area Field Trip Authorization Forms 1.Tri-County 2.Out of county/overnight Temporary Duty Authorizations (TDAs) Transportation Arrangements 1.School Board Bus Request 2.Outside Vendor Bus Quote Sheet 3.Private Car a.Adult Volunteer Driver Authorization Form, Copy of Driver’s Insurance Card and Copy of Driver’s License b.Student Vehicle Authorization Form, Copy of Driver’s Insurance Card and Copy of Driver’s License Field Trip Authorization Forms (Parent Permission Slip) List of Names of Students/Chaperones School Bus Verification Form (if needed)
The forms listed above are audit requirements. It is further recommended ALL field trip forms be retained for auditing in a manila envelope or in a file folder with a FIELD TRIP INFORMATION CHECKLIST (EXHIBIT 9) stapled on the front of the envelope or as the first page in the file folder.
D. E. F.
III. FIELD TRIP FORMS DESCRIPTION AND USAGE
A. AREA FIELD TRIP AUTHORIZATION FORM (EXHIBIT 1)
The Area Authorization for Field Trip Form is used for all FIELD TRIPS. Trips WITHIN THE TRI-COUNTY AREA require the School Principal's Signature only.
The Area Superintendent approves out of the county, water-related or overnight trips after approved by the principal.
The Superintendent's approval is required for trips out of the country AFTER the Area Superintendent has approved the out of country trip request. Check with your Area Office as to the proper process for obtaining the Superintendent's approval.
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STANDARD PRACTICE BULLETIN I - 406 Page 3 of 6
III. FIELD TRIP FORMS DESCRIPTION AND USAGE (Continued)
B. TEMPORARY DUTY AUTHORIZATIONS (TDAs) (EXHIBIT 2)
The Temporary Duty Authorization (TDA) is utilized when teachers or other staff members will be accompanying students on a field trip during the school day or weekend. This form authorizes the employee to be away from their work location but in the capacity of representing the school. TDAs for teachers and staff members are authorized by the School Principal; HOWEVER, if the School Principal will be accompanying the group on the field trip then the Principal's TDA MUST be authorized by the Area Superintendent or designee.
C. TRANSPORTATION FORMS (EXHIBITS 3, 4, 5a and 5b) 1.SCHOOL BOARD BUS REQUEST 2.OUTSIDE VENDOR BUS QUOTE SHEET 3.PRIVATE CAR AUTHORIZATION FORMS
FIELD TRIP AUTHORIZATION FORM (EXHIBIT 6)
The Field Trip Authorization Forms (Parent Permission Form) are generic throughout the county. Forms can be obtained through Printing Services. Risk Management has indicated schools may develop their own authorization form IF the school retains the basic information requested on the District's Form 4329.
There is to be an original, signed Field Trip Authorization form at the school for each child participating in the trip. This form MUST be retained for audit. Copies are to be taken on the trip.
E. LIST OF NAMES OF STUDENTS/CHAPERONES (EXHIBIT 7)
This list should contain the names of persons (students/chaperones) participating in the field trip, where the field trip is going, date, time(s). This list is to be presented to the School Board of Broward County bus drivers before the bus (es) leave the school yard.
In addition, THIS LIST IS TO BE FORWARDED TO RISK MANAGEMENT, SEVEN (7) WORKING DAYS IN ADVANCE OF TRIPS WHICH ARE OVERNIGHT, WATER-RELATED, OUT OF TRI-COUNTY OR OUT OF COUNTRY.
D.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 406 Page 4 of 6
III. FIELD TRIP FORMS DESCRIPTION AND USAGE (Continued)
F. SCHOOL BUS VERIFICATION FORM (EXHIBIT 8) IF a school makes arrangements to use an outside bus vendor's yellow school buses, the District requires the completion of the YELLOW BUS VERIFICATION FORM. Outside bus vendors offering yellow buses for hire MUST pass an inspection program provided by the Board's Transportation Department. Each school location is provided with a list of approved outside bus companies' yellow buses. This form insures the school is checking the bus numbers and putting children on approved, inspected buses.
FIELD TRIP INFORMATION CHECKLIST (EXHIBIT 9)
It is strongly recommended each school develop their own Field Trip Checklist. The checklist will insure ALL paperwork required for a field trip has been completed and is available for audit. In addition, it aids teachers in knowing what paperwork MUST be completed. It is further recommended the checklist be stapled to a letter size manila envelope and the applicable paperwork be filed in the envelope or placed as the first page in a field trip folder. The field trip documents should be secured for safekeeping.
G.
IV. FIELD TRIPS INVOLVING MULTIPLE SCHOOLS
From time to time, it may be necessary for schools to combine their resources and students in order to sponsor a field trip to such destinations as Washington, DC; New York City, etc. When this situation occurs, the following procedures are to be adhered to:
A. The Host School making the arrangements MUST provide the other schools involved with copies of all the trip information (quotations for transportation, reservations, etc.).
Approved individual school Area Field Trip Authorizations should be maintained in the participating individual schools, along with Field Trip Authorization Forms (Parent Permission Slips); TDAs (if applicable) and all other required forms.
Collections from the children participating in the field trip are to be made at their Home school.
B.
C.
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 406 Page 5 of 6
IV. FIELD TRIPS INVOLVING MULTIPLE SCHOOLS (Continued)
D.
E.
The Host School Bookkeeper will bill each participating school for their share of the expenses.
After all student collections have been made, the bookkeeper at each individual school will write a check for their share of the expenses to the Host school for the total of their collections.
The Host school issues the checks to pay for the trip.
The Host school will provide copies of all invoices to each participating school for their records.
F.
G.
V. TRAVEL AGENCIES
It is understood the use of a travel agency for certain trips (overnight, out of county) is helpful. IF a packaged trip is planned by a school, a bid vendor from the District’s approved list of travel agencies must be used.
IF the arrangements made with a travel agency use buses as the transportation mode, and the bus transportation originates in the county, the bus company used MUST be one of the District's approved Outside Bus Vendors from the approved Outside Bus Vendors list.
VI. FIELD TRIP DEPOSITS
According to Florida Law, schools should not be paying for services in advance of receiving the services; however, if the quotation or contract indicates a deposit or deposits are required, then the school must abide by the quote or contract stipulations. Billing can be on an as needed basis to cover purchases being made by travel agencies (i.e. billing to cover the cost of purchasing tickets if school obtains confirmation number, same procedure with hotels).
VII. BUSES
Use of buses from the District approved Outside Vendor Bus list provided by the Transportation Department DOES NOT require a school to contact three companies for quotes or bids each time a trip is scheduled; HOWEVER, the school must retain the applicable quote form and school activity purchase order
SCHOOL BOARD OF BROWARD COUNTY, FL INTERNAL FUNDS ACCOUNTING
STANDARD PRACTICE BULLETIN I - 406 Page 6 of 6
VII. BUSES (Continued)
copy. THE BUS COSTS ARE NEVER TO BE PAID IN ADVANCE OF THE TRIP (with the exception of Grad Night). The RFP states the school will be invoiced seven days AFTER the trip. If a bus company indicates the payment must be received before the trip, the school MUST contact the Purchasing Department and relay the payment request.
VIII. COSTS
Field trip costs may include entrance fees, transportation, food, lodging and any other expenses required for the trip. Costs for teachers/chaperones accompanying the students may be included in the total cost of the trip paid by the students, not to exceed per diem rates. Field trip costs will be divided among all students participating.
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