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Colchester Public Schools Series 3000 Business
Policy or
Number Regulation
0. Concept and Roles in Business & Non-Instructional
Operations ................................................................................................3000 P
1. Budget/Budgeting System .......................................................................3100 P
A. Budget: Planning..........................................................................3110 P
(1) Setting Budget Priorities ..................................................3113 P
B. Preparation of Budget Document.................................................3120 P
2. Income
A. Local Funds..................................................................................3210 P
B. Federal Funds
(1) Medical Reimbursement for
Special Education Students ..........................................................3231 P
C. Tuition Fees ................................................................................3240 P
D. Materials/Services; Fees, Fines, Charges ...................................3250 P
E. Sales and Disposal of Books, Equipment and Supplies ..............3260 P
F. Donations or Gifts to School or District___________________________ P
G. Sub-Recipient Monitoring ...........................................................3281 P
H. Crowdfunding…………………………………………………...3281.2 P/R
I. Funds Management
(1) Liabilities Signatures/Facsimiles .....................................3293.1 P
3. Expenditures/Expending Authority ...........................................................3300 P
A. Purchasing Guides
(1) Relations with Vendors ....................................................3313 P
B. Purchasing Procedures .................................................................3320 P
(1) Soliciting Prices (Bids & Quotations)
(a) Contracts .............................................................3324.1 P
(2) Paying for Goods and Services
(a) Emergency Expenditures .....................................3326.2 P
C. Fiscal Compliance
(1) Individuals with Disabilities Education Act (IDEA)
Fiscal Compliance……………………………………..3340 P/R
4. Accounts
A. System of Accounts ......................................................................3410 P
B. Classification of Expenditures ......................................................3420 P
C. Periodic Financial Reports
(1) Periodic Audit .................................................................3434 P
D. Inventories ...................................................................................3440 P
E. Monies in School Buildings
(1) Petty Cash Funds .............................................................3451 P
(2) School Activity Accounts ................................................3453 P/R
5. Non-Instructional Operations
Colchester Public Schools Series 3000 Business
Policy or
Number Regulation
A. Operation and Maintenance of Plant/Grounds .............................3510 P
(1) Energy Conservation…………………………………….3513.1 P/R
(2) Equipment .........................................................................3514 P
(3) Safety
(a) Sexual Offenders on School Property……………3516.5 P
(b) Security of Buildings and Grounds......................... 3517 P
(c) Data-Based Information and Management Systems:
Cybersecurity……………………………………3520.14 P/R
B. Fixed Operations
(1) Insurance ...........................................................................3532 P
(2) Employee Bonds ................................................................... 3533 P
C. Auxiliary Agencies
(1) Transportation ...................................................................... 3541 P
(a) Responsibilities and Duties
(i) Bus Driver’s Duties _______________________ P
(ii) Procedures for Bus Safety __________________ P
(c) Routes, Stops and Services ..................................3541.3 P
(d) Transportation Equipment ...................................3541.4 P
(i) Transportation of Students by
School Employees ....................................3541.44 P
(e) Transportation Safety Complaints .......................3541.5 P
(2) Food Service
(a) Responsibilities and Duties
(i) Employees ................................................3542.22 P
(b) Menus and Services...............................................3542.3 P
(c) Food Service Charging____________________________ P/R
D. Capital Outlay ..................................................................................... 3560 P
August 13, 2019
Colchester Public Schools
3110P
BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
BUDGET PLANNING
General
The Board of Education shall prepare an annual operating budget for the school district,
consistent with provisions of state statutes and Board of Finance requirements, governing
preparation, timelines, and available appeal procedures of reductions to the educational
budget.
Establishing Budget Priorities
Before developing and adopting a proposed budget, the Board of Education shall study
school programs in relation to present and future students and community needs and
establish budget priorities for the fiscal year. As a preliminary part of budget
development, the Board of Education shall study the school program in relation to the
present and future needs of the students and the community.
Supplemental Appropriations
State law provides procedures through which, subsequent to approval of the annual
budget, additional appropriations may, if required, be requested by the Board of
Education from the Board of Finance. Prior to requesting supplemental funds, the Board
shall make every reasonable effort to live within the original appropriation and maintain
essential educational programs.
Legal Reference: Connecticut General Statutes
10-51 Fiscal year. Budget. Payments by member towns. (regional
districts)
10-222 Appropriations and budget. Financial information system.
POLICY ADOPTED: November 14, 2000
REVISED: February 11, 2020
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
BUDGET PLANNING Page 1 of 1
f
3240P
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
TUITION FEES
Tuition
The Board of Education will permit non-resident students from other school districts to
attend local schools when they can be accommodated in existing classes. The students
or their sending district shall pay a tuition fee to be established annually by the Board of
Education. Students will be charged any excess costs for programs and services provided
beyond the general education curriculum in addition to the base tuition rate.
Non-resident attendance with tuition shall be for one school year or less to be extended
pending approval. The Superintendent shall retain the right to terminate a non-resident
student should the student violate school or district policy as set forth in the contract
between the parents/guardians and the Board. The tuition fee may be adjusted as
changes in costs indicate unless a multiple year agreement to provide educational
facilities is entered into with another Board of Education. Notice shall be given at least
one year prior to the discontinuance of service for non-resident high school students.
When a student is accepted into a special education program, the tuition cost shall be
the total of any excess costs for programs and services provided beyond the general
education curriculum or as set by the Board of Education. The per student expense is
defined as the approved annual budget less transportation, special education, and
free/reduced lunch which is then divided by the project enrollment.
Tuition rate as follows:
BA, WJJMS, JJIS, CES: Full time rate
Special Education: Annual tuition to be determined based on level of services
needed (see below).
Tuition and Fees for Children of Non-resident Staff
Children of non-resident, full-time staff may be allowed to attend Colchester Public
Schools in grades K-12 with the written approval of the Superintendent of Schools
following a written request. The guidelines in the sections above shall apply to such
requests except for the payment terms and schedule described below.
TUITION FEES Page 1 of 2
1. The annual tuition for these students will be based on the staff member's length of
continuous service in the Colchester Public School System.
● 0-2 years of completed service - the staff member will be charged 50 percent
(50%) of the tuition rate established above.
● 3-10 years of completed service - the staff member will be charged 25 percent
(25%) of the established tuition rate.
● 10 or more years of completed service - the staff member will be charged 10
percent (10%) of the tuition rate established
2. If special education services are required, and the student's IEP includes provisions
requiring additional expenditures, such as additional staff or outside services, the staff
member shall be charged those additional costs as fees in addition to the tuition charge
without any proration or reduction for years of service. If services can be
accommodated with current staff then no additional charges will be made.
Courses Outside Regular School Hours
A tuition fee may be charged when a course is offered outside the regular school hours.
Legal Reference: Connecticut General Statutes
10-24b Fee when course offered outside regular school hours
10-33 Tuition in towns in which no high school is maintained
10-34 Approval by state board of incorporated or endowed high-school
or academy
10-35 Notice of discontinuance of high school service to nonresidents
10-220 Duties of Boards of Education
10-253 School privileges for children in certain placements, non-resident
children and children in temporary shelters.
10-266 Reimbursement for education of pupils residing in state property
POLICY ADOPTED: February 13, 2001
REVISED: March 12, 2013
REVISED: April 8, 2014
REVISED: July 14, 2020
REVISED: August 27, 2020
REVISED: March 9, 2021
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
TUITION FEES Page 2 of 2
3260
Business/Non-Instructional Operations
Sales, Trade-In, Disposal of Books, Equipment & Supplies
Disposal of Obsolete or Surplus Equipment
Obsolete surplus equipment shall be sold only upon specific Board of Education approval. Such
equipment shall not ordinarily be sold to an employee of the school district unless through open
bidding or when equipment is offered for sale to the general public.
The Superintendent or designee will notify all other town agencies of that which is to be disposed,
requesting a written reply within thirty (30) days as to any use to which they can put this property.
Upon receipt of more than one request the Board of Education will determine the agency which can
make best use of the equipment. Materials transferred to town agencies shall be sold for a fair
market value.
Disposition of Outdated Books
The Board of Education may, upon recommendation of the Superintendent of Schools, authorize
the disbursement or destruction of outdated books which are no longer useful to the educational
program, provided that such books are a minimum of ten years old and have been determined
obsolete by the professional administrative staff.
When books are sold either to used book vendors or shredders, this money must be returned to the
town general fund. If and when such books are given to the PTO, the PTO may dispose of them as
they wish. Any monies received therefrom can be retained in the PTO account.
Legal Reference: Connecticut General Statutes
10-220 Duties of boards of Education
10-240 Control of schools
10-241 Powers of school districts
Policy adopted: February 13, 2001 Colchester Public Schools
Policy revised: December 14, 2010 Colchester, CT
Colchester Public Schools
Series 3000
Business
DONATIONS OR GIFTS TO SCHOOL OR DISTRICT POLICY
The Superintendent of Schools shall be authorized to accept, on behalf of the Board of
Education, gifts and/or donations to the school district with a value of five hundred dollars
($500.00) or less. The Board of Education shall approve all gifts and/or donations of more than
five hundred dollars ($500.00). Gifts shall include money, services, programs, equipment, or
other items of value.
To be accepted, a gift must be used for the educational benefit of students and satisfy the
following criteria:
1. Will have a purpose consistent with those of the district.
2. Will not bring unanticipated costs to the school district.
a. Any donation of a gift classified as a structure requires preliminary approval of
the Superintendent of Schools and the Director of Educational Operations. Such
gifts must adhere to Town of Colchester building and zoning regulations.
3. Will place no restrictions on the school program.
4. Will not imply endorsement of any business or product.
5. Will not be inappropriate or harmful to the best educational interests of students, as
determined by the administration.
6. Will be suitable for use in meeting the instructional needs of the school.
7. Will not be in conflict with any provision of Board policy or public law.
All gifts and donations will become school district property once accepted. A letter of
appreciation shall be sent to the donor(s).
ADOPTED: February 13, 2001
REVISION: December 13, 2016 (Replaces Policy 3280)
CPS
DONATIONS OR GIFTS TO SCHOOL OR DISTRICT POLICY Page 1 of 1
Colchester Public Schools
3281.2P
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
SCHOOL FUND RAISERS AND ONLINE FUNDRAISING CAMPAIGNS – CROWDFUNDING
The Colchester Board of Education (Board) believes online fundraising campaigns,
including crowdfunding campaigns, may further the interests of the District. Any person
or entity acting on behalf of the District and wishing to conduct an online fundraising
campaign for the benefit of the District shall begin the process by seeking prior approval
from the Superintendent or his/her designee. Money or items raised by an online
fundraising campaign will be the property of the District only upon acceptance by the
Board, and will be used only in accordance with the terms for which they were given, as
agreed to by the Board.
“Crowdfunding service” means a web-based service used for the solicitation of goods,
services and/or money from a large number of people via the Internet. Crowdfunding is
considered a form of fundraising.
Any staff, administrators, school-related groups, or members of the public seeking
grants or donations on behalf of the school or for the benefit of the school and/or its
students should first discuss such request with the building Principal.
Prior to finalization of any grant or donation associated with the school and/or its
students, all requests for grants or donations must be approved by the Superintendent
or his/her designee. When the appropriateness of a request is in doubt or if the
grant/donation obligates the school to engage in specific actions, obligations or involves
the addition of District/school funding, the Superintendent may refer the request to the
Board for final acceptance or rejection.
Approval of requests shall depend on factors including, but not limited to:
• Compatibility with the District’s educational program, mission, vision, core
values, and beliefs;
• Congruence with the District and school goals that positively impact student
performance;
ONLINE FUNDRAISING CAMPAIGNS - CROWDFUNDING Page 1 of 3
• The District’s instructional priorities;
• The manner in which donations are collected and distributed by the
crowdfunding platform;
• Equity in funding; and
• Other factors deemed relevant or appropriate by the District.
If approved, the requestor shall be responsible for preparing all materials and
information related to the online fundraising campaign and keeping District
administration apprised of the status of the campaign.
The requestor is responsible for compliance with all state and federal laws and other
relevant District policies and procedures. All items and money generated are subject to
the same controls and regulations as other District property and shall be deposited or
inventoried accordingly. No money raised or items purchased shall be distributed to
individual employees.
Note: Online fundraising campaigns have become an increasingly popular mechanism
for individual educators to raise money. “Crowdfunding” can be defined as, the use of
small amounts of capital from a large number of individuals to finance a project,
business venture, or to fundraise for a specific cause or charity. For examples of
organizations dedicated to crowdfunding for education please visit: DonorsChoose.org,
an organization with a mission to empower “public school teachers from across the
country to request much-needed materials and experiences for their students” or
AdoptAClassroom.org, an organization with a mission to give “teachers a hand by
providing needed classroom materials so that students can succeed.”
District employees shall comply with all of the following provisions relating to online
solicitations and the use of crowdfunding services for school-related purposes. All
property and proceeds received as a result of online fundraising or solicitation as the
result of a crowdfunding service become the property of the Board. As a result, no
online fundraising may occur except as provided below:
1. The Superintendent or his/her designee, shall approve all online fundraising
activities prior to any employee posting any such fundraising solicitation.
2. Employees may only use crowdfunding services that send the items or proceeds
solicited by the employee directly to the school where he or she is employed.
ONLINE FUNDRAISING CAMPAIGNS - CROWDFUNDING Page 2 of 3
3. The employee must verify under the crowdfunding services’ terms and
conditions that he/she meets all requirements for such solicitation.
4. Employees may not display or post a picture of a District student in conjunction
with a fundraising solicitation.
5. If an employee’s proposal is approved by the crowdfunding service, the
employee agrees to use the donated materials solely as stated in the employee’s
proposal.
6. If a solicitation is not fully funded within the time period requested by the
crowdfunding service, donations will be returned to the donor or to the
employee as “account credits.”
7. If for any reason, a solicitation cannot be concluded (for example, the employee
no longer works at the original school), donations shall be returned to the donor
or to the employee as “account credits.”
8. Any solicitation shall be for educational purposes only.
9. All goods and/or proceeds received through any online solicitation shall become
the property of the Board and not of the individual employees who solicited the
item(s) or funds.
10. To the extent an employee solicits any technology or software, the employee
shall secure the prior written approval of the Director of Technology or his/her
designee prior to any such solicitation.
11. The Board reserves the right to deny approval of solicitation of any funding or
grant application or to refuse acceptance of any funds awarded or donated.
(cf. 1324 – Solicitation of Funds by School Groups, Booster Clubs or Parent Groups)
(cf. 3280 – Gifts, Grant, and Bequests)
(cf. 3281 – School Fund Raisers)
POLICY ADOPTED: March 12, 2019
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
ONLINE FUNDRAISING CAMPAIGNS - CROWDFUNDING Page 3 of 3
Colchester Public Schools
3281.2R
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
ADMINISTRATIVE REGULATIONS FOR SCHOOL FUND RAISERS AND ONLINE
FUNDRAISING CAMPAIGNS – CROWDFUNDING
The Colchester Board of Education (Board) considers crowdfunding as a fundraiser.
A District professional employee may submit a proposal to benefit the Colchester Public
Schools by raising funds or acquiring materials via a crowdfunding platform that has
been approved by the Superintendent or his/her designee. The individual proposal shall
first be submitted to the building Principal for approval. Once approved by the
Principal, the Superintendent or her/his designee will then review the proposal. A
decision on the application will be made within 10 business days.
Guidelines
1. No posting of pictures/videos/images of any students. If posting images of staff, all
Board policies and administrative regulations must be followed.
2. A file is to be maintained at the school for any crowdfunding request. This file shall
contain:
a. The Principal’s fundraising approval form;
b. The written detail of the projects as well as what is posted on the
platform website;
c. Any photos or images posted with the project;
d. A copy of all agreements and permission forms; and
e. Superintendent’s approval.
3. Platforms terms:
a. When using platforms there can be different terms. Principals or
directors should understand the terms prior to the start of a project:
ADMINISTRATIVE REGULATIONS FOR SCHOOL FUND RAISERS Page 1 of 3
AND ONLINE FUNDRAISING CAMPAIGNS – CROWDFUNDING
i. AON-All or nothing: This means that if the amount requested is
not reached, the project does not get funded. The donor then has
the option to pick another project to fund or give the current
teacher a credit toward their next project.
ii. KIA-Keep it all: This means that if any amount is reached, the
school will get a check even if the goal is not reached.
b. Make sure to monitor and take down sites when the event or request is
completed.
4. Equipment – If the request involves equipment, either technology or non-
technology, preapproval needs to be obtained from:
a. Director of Teaching and Learning
b. District Technology Coordinator
c. Maintenance: Contact the Director of Educational Operations and
Facilities, as electric and plumbing considerations may need to be
reviewed before any equipment is ordered.
5. All non-monetary items (supplies, equipment...) obtained are the property of the
District and all inventory procedures apply.
6. All monetary donations should be properly recorded in the school activities
accounting system at each school. A line item may need to be set up for a new
account if this is a new project. Please note, no school banking information
should ever be given out. A check should be requested to be mailed to the
school in the name of the school, not to an individual person.
7. When developing a project, it is necessary to be mindful as to what is being
requested. The intent of the request always needs to be followed.
8. If a proposal is successfully funded, the author(s) shall immediately notify the
School Office, the District Business Office, and the Superintendent’s Office.
9. All gifts, grants, bequests and contributions must be officially accepted by the
Board of Education, become the property of the District and, if applicable, will
remain in the school where the author(s) was (were) located at time of the grant
award.
ADMINISTRATIVE REGULATIONS FOR SCHOOL FUND RAISERS Page 2 of 3
AND ONLINE FUNDRAISING CAMPAIGNS – CROWDFUNDING
Denial of Proposal
If the proposal is denied by the Superintendent or her/his designee, s/he will
communicate the reason for denial. Reasons for denial may include:
• The proposal requests the purchase or use of technology that is not compatible
with the District’s current or future plans for the purchase and/or use of
technology.
• The proposal requests the purchase and/or use of technology not supported by
the District Network Administrator and the Assistant Director of Curriculum and
Instruction for Instructional Technology.
• The proposal requests the purchase of curriculum materials and supplies that are
not standards-based.
• The proposal requests materials that could be substituted by similar materials
that are already supplied by the District or will be supplied by the District.
• The proposal seeks to start a program that would require the continued use of
materials or funding beyond what is obtained through the proposal.
• The proposal will result in demands on staff not involved in the proposal.
• The proposal is in conflict with or takes away from adequate instructional time
and/or established foci of the District Improvement Plan or the School
Improvement Plans.
• The proposal requests athletic equipment or donations not consistent with or in
direct conflict with the athletic programs of the District.
• The proposal is in conflict with current and/or planned curriculum and
instruction initiatives, Board policy, one or more of the District Collective
Bargaining Agreements, regulations of the Connecticut Department of Education
and/or Connecticut General Statutes.
REGULATION APPROVED: March 12, 2019
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
ADMINISTRATIVE REGULATIONS FOR SCHOOL FUND RAISERS Page 3 of 3
AND ONLINE FUNDRAISING CAMPAIGNS – CROWDFUNDING
3300
Form A
3300
Form B
3300
Addendum #1
COLCHESTER PUBLIC SCHOOLS - LINE ITEM OBJECT CODES
SALARIES
40 111 CERTIFIED
40 112 CLASSIFIED
40 113 ADDITIONAL STAFF HOURS
40 130 CLASSIFIED OVERTIME
BENEFITS
41 210 EMPLOYEE RELATED INSURANCE
41 220 SOCIAL SECURITY
41 221 MEDICARE
41 230 RETIREMENT
41 250 UNEMPLOYMENT COMPENSATION
41 260 WORKERS’ COMPENSATION
41 290 OTHER EMPLOYEE BENEFITS
INSTRUCTIONAL PROGRAM
43 320 PROFESSIONAL DEVELOPMENT
43 322 STAFF DEVELOPMENT
43 323 PUPIL SERVICES
44 590 OTHER SERVICES
44 610 CURRICULUM IMPLEMENTATION
42 611 INSTRUCTIONAL SUPPLIES
42 641 TEXTBOOKS
42 642 LIBRARY BOOKS
42 643 PERIODICALS
42 690 OTHER SUPPLIES/MATERIALS
48 730 INSTRUCTIONAL EQUIPMENT
43 810 DUES & FEES
44 815 SOFTWARE LICENSING AND SUPPORT
TUITION
44 561 TUITION-PUBLIC
44 562 TUITION-PRIVATE
44 563 TUITION-STATE AGENCY PLACEMENT
44 566 TUITION-MAGNET SCHOOLS
3300
Addendum #1 - continued
LINE ITEM OBJECT CODES - continued
NON-INSTRUCTIONAL
44 203 LEGAL
44 330 PROFESSIONAL TECHNICAL SERVICES
44 340 FINANCIAL MANAGEMENT
46 430 EQUIPMENT CONTRACTS
44 520 PROPERTY INSURANCE
44 521 LIABILITY INSURANCE
44 522 AUTO INSURANCE
45 530 TELEPHONE
42 535 POSTAGE
44 540 ADVERTISING
44 550 PRINTING
42 690 OTHER SUPPLIES/MATERIALS
48 731 NON-INSTRUCTIONAL EQUIPMENT
TRANSPORTATION
43 510 PUPIL TRANSPORTATION
43 511 VOAG/TECH TRANSPORTATION
43 580 TRAVEL (INCLUDING ATHLETIC)
45 627 DIESEL FUEL
PLANT OPERATIONS
46 410 RECYCLING
45 411 WATER/SEWER
46 420 CLEANING/REPAIRING/MAINTENANCE
46 431 VEHICLE MAINTENANCE
42 613 MAINTENANCE SUPPLIES
42 614 GROUNDS MAINTENANCE SUPPLIES
45 620 HEATING FUEL
45 622 ELECTRICITY
45 623 PROPANE
45 626 GASOLINE
CAPITAL OUTLAY
48 733 FURNITURE AND FIXTURES
48 734 CAPITAL OUTLAY
ADDITIONAL ACCOUNTS MAY BE ADDED, REMOVED, OR CHANGED IN THE FUTURE, AS
NEEDED
3/15/13
3320
TOWN OF COLCHESTER
COLCHESTER BOARD OF EDUCATION
PURCHASING
POLICY
Effective: Date of Approval Below
Approved by Board of Selectmen: 5/7/2015
Approved by Board of Education: 6/9/2015
Approved by Board of Finance: 6/3/2015
Supersedes: All Previous Versions
TABLE OF CONTENTS
Section A: Definitions and General Requirements
o Definitions
o Purpose
o Coordination with Other Applicable Laws
o Objectives
o Responsibility for Compliance
o Communication with Vendors
o Bulk Purchasing
o Other Forms of Purchasing
o Purchase Orders
o Expenditures Not Requiring a Purchase Order
o Request for Proposal/Competitive Bid
o When Request for Proposal/Competitive Bid Is Not Required
o When Request for Proposal/Competitive Bid Is Required
o Automatic Adjustment of Dollar Amount
o Bid Security
o Insurance Requirements
Section B: Procedures For Request For Proposal/Competitive Bid
Section C: Procedures for Optional Request for Qualification
Section D: Preferred Professional Services Vendor List
Section E: Acceptance/Rejection of Bids
Section F: Waiver of Request for Proposal/Competitive Bid Process
Section G: Purchasing in Emergency Situations or Under Extraordinary Conditions
Section H: Mandatory Review of Purchasing Policy
1
SECTION A
DEFINITIONS & GENERAL REQUIREMENTS
1. DEFINITIONS
The following terms shall have the definitions as set forth below:
First Selectman: as defined in the Charter of the Town of Colchester.
Local Vendor: a vendor whose principal place of business is located in Colchester.
Lowest Qualified Responsible Bidder: the bidder offering the lowest price among those bidding who
possesses the skill, ability, and integrity necessary for the performance of the work based on objective
criteria considering, amongst other factors, past performance and financial responsibility.
Purchasing Agent: the First Selectman or Superintendent, as applicable, or his/her designee.
Request for Proposal (RFP): an invitation for vendors to submit a proposal for a specific good or service.
Request for Qualification (RFQ): an invitation for vendors to submit a description of relevant qualifications
to perform a certain professional service.
Superintendent: the Superintendent of the Colchester School District.
Vendor: someone from whom a good or service is purchased.
2. PURPOSE
The purpose of this policy is to establish a systematic and uniform system for the procurement of services
and goods required by any department, office or agency of the Town, including the Board of Education.
3. COORDINATION WITH OTHER APPLICABLE LAWS
In all respects, the provisions of this Policy shall be subject to the terms, conditions, requirements and
other directives as contained in any applicable local, state or federal regulation, law, statute, policy or
other directive, including but not limited to those pertaining to affirmative action and prevailing wages, as
applicable.
4. OBJECTIVES
The objectives of this policy are as follows:
• To clearly establish the responsibility for the purchasing function as being vested with the First
Selectman and Superintendent or his/her duly appointed representative(s).
• To procure services and goods from the Lowest Qualified Responsible Bidder.
• To provide an expeditious and efficient means of procuring materials, goods, or services.
• To ensure that all purchasing functions and practices are conducted in accordance with the Town
charter and all other applicable local, state or federal requirements.
• To ensure that the Town and Board of Education make its purchases from local vendors
whenever it is in the best interests of the Town and is consistent with this policy.
2
5. RESPONSIBILITY FOR COMPLIANCE
Compliance with this Purchasing Policy shall be monitored as follows:
a. The First Selectman and/or Superintendent, as applicable, shall bear primary, non-delegable
responsibility for ensuring compliance with this policy.
b. The Purchasing Agent shall be responsible for establishing specifications and procedures for
procuring goods or services, as applicable.
c. All employees, including department heads, supervisors, principals, directors and any others
authorized to make purchases for the Town or Board of Education are responsible for following
the provisions outlined in this policy when making purchases with Town or Board of Education
funds.
d. The Chief Financial Officer or his/her designee will establish forms and processes to carry out
the policies and procedures contained in this Policy, subject to the approval of the First
Selectman and/or Superintendent, as applicable.
6. COMMUNICATION WITH VENDORS
All contracts between the Town or Board of Education and the vendor's representative shall be negotiated
through the Purchasing Agent. The Purchasing Agent will refer catalogs or other advertising materials to
the departments and/or schools concerned with the subject matter therein. The Purchasing Agent shall
be copied on all correspondence originating from such department and/or school to/from vendors.
7. BULK PURCHASING
Whenever possible, the Purchasing Agent shall consolidate purchasing to obtain a more economical
purchase and to avoid purchase of unnecessary or duplicative items. The Purchasing Agent shall
institute systematic scheduled buying procedures for items which are used on a volume basis.
Departments and schools shall comply with the ordering schedules distributed by the Purchasing Agent.
8. ENVIRONMENTALLY-PREFERABLE PURCHASES
Whenever possible, consideration shall be given to purchasing Environmentally Preferable Products. For
purposes of this Policy, Environmentally Preferable Products are those products or services that have a
lesser or reduced effect on human health and the environment when compared with competing products
or services that serve the same purpose. Such products or services may include, but are not limited to,
those which contain recycled content, minimize waste, conserve energy or water and reduce the amount
of toxins disposed of or consumed.
9. OTHER FORMS OF PURCHASING
The Purchasing Agent is authorized to employ all methods of soliciting goods or services, including but
not limited to, cooperative purchasing, on-line auctions, reverse auctions and all other methods as
allowed by applicable authority.
10. PURCHASE ORDERS AND BLANKET PURCHASE ORDERS
All purchases or contracts, other than those specifically exempted in this Policy shall be made by an
authorized purchase order.
The function of a blanket purchase order is to establish a contract with a specific vendor for a type of
good or service bought on a recurring basis where the cost of processing the individual purchase orders
3
would frequently exceed the value of the item or service but whose cumulative value for the year is a
significant amount. A blanket purchase order will be issued by the Chief Financial Officer at the
beginning of a calendar quarter to a particular vendor for an estimated dollar amount to be purchased
during that calendar quarter. The blanket purchase order will allow the user department to draw against
the purchase order when ordering required goods during a calendar quarter.
Only authorized individuals will be allowed to pick up goods or materials.
No single item over $250 in price will be chargeable on a blanket purchase order.
Issuance of a blanket purchase order does not negate the need to utilize the quote or bid process where
applicable.
11. EXPENDITURES NOT REQUIRING A PURCHASE ORDER
Specific expenditures may be processed for payment without submitting a Requisition/Purchase Order.
Expenses of this nature are usually recurring obligations of the Town or Board of Education, and the
amount to be charged is not known until after the service has been performed or until after a specified
billing period has elapsed. The following items do not require purchase orders:
• Utilities
• Postage
• Legal notices
• Advertising
• Mileage or travel expenses related to Town or Board of Education business
• Professional dues and subscriptions
• Payroll deductions
• Judgments and claims
• Interfund transfers
• Debt payments
• Such other items as determined by the Purchasing Agent.
12. REQUEST FOR PROPOSAL/COMPETITIVE BID
For purposes of this section, if the goods or services for which the bid or proposal is invited will be
purchased repeatedly over a period of twelve (12) months, the aggregate projected expenditure for the
entire twelve (12) month period shall be calculated in order to determine the total value of the purchase.
a. WHEN A REQUEST FOR PROPOSAL/COMPETITIVE BID IS NOT REQUIRED
- Purchases or contracts with an anticipated value of up to $2,500 will not require quotes or
bidding.
- The purchase of consumable, non-equipment goods required for the day-to-day operation of a
department or school may be made without competitive quotes, proposals, or bids by said
department or school provided said expenditures are within the department or school’s budget
and such purchases are made at or below contracted consortium, regional, State, or Federal
governmental bid quotes for the particular commodity with the approval of the Purchasing Agent.
4
b. WHEN A REQUEST FOR PROPOSAL/COMPETITIVE BID IS REQUIRED
- Purchases or contracts with an anticipated value of $2,500 and up to $5,000 shall require verbal
quotes from a minimum of three (3) vendors. Verbal quotes must be summarized on the
appropriate form and submitted with the purchase requisition.
- Purchases or contracts with an anticipated value of $5,000 and up to $7,500 shall require written
quotes from a minimum of three (3) vendors. Emailed or faxed quotes signed by an authorized
company representative on company letterhead are acceptable, as are product catalogs and
online vendors. Written quotes must be submitted with the purchase requisition.
- Purchases or contracts with an anticipated value of $7,500 or more shall require use of either the
Request for Proposal/Competitive Bid Process unless waived per Section F of this Policy.
- For purposes of this Paragraph (b), if a vendor declines the invitation to participate that refusal
shall qualify as a response.
c. AUTOMATIC ADJUSTMENT OF DOLLAR AMOUNT
- The dollar amounts specified in paragraph (b) above shall be automatically adjusted in
accordance with any statutory amendments to CGS 7-148v, or other statutes, as applicable.
13. BID SECURITY
If required by the Purchasing Agent, bids must be accompanied by security in one of the following forms:
certified check, cashier’s check, personal money order, letter of credit, or bid bond. The requirement for
and amount of the security must be set forth in the bid advertisement. All security presented must show
the “Town of Colchester” as the payee.
14. BIDDERS LIST
The Town and Board of Education do not maintain a formal bidders list.
15. INSURANCE REQUIREMENTS
An insurance certificate will be required from firms employed by the Town or Board of Education to
perform work on buildings, property, or in the name of the Town or Board of Education. Such certificate
shall hold the Town or Board of Education harmless as additional insured under said policies. The
amount of such required coverage shall be approved by the First Selectman or Superintendent after
review by the insurance consultant and/or carrier and prior to preparation of the bid specifications.
5
SECTION B
PROCEDURES FOR REQUEST FOR PROPOSAL/COMPETITIVE BID
1. PREPARATION
Whenever a Request for Proposal/Competitive Bid is required in accordance with the requirements in
“Section A: Definitions & General Requirements,” the department/school shall request a bid number from
the Purchasing Agent prior to preparing the specifications. The date of the bid opening will be determined
in coordination with the Purchasing Agent's office. A bid folder, labeled with the bid number and goods,
will be prepared by the Purchasing Agent.
2. SPECIFICATIONS
The department/school will prepare the bid specifications in a format approved by the Purchasing Agent,
incorporating the bid number and date of bid opening in the specifications. The completed specifications
should be returned to the Purchasing Agent at least ten business days prior to the anticipated date of
legal notice publication.
Bid specifications must include:
• Detailed description of goods/services to be purchased.
• Requirements regarding quality of goods/services to be purchased.
• Vendor or contractor qualification requirements.
• Requirement that all communications be in writing.
• A draft contract if the purchase requires entering into a contract.
• Format of submission.
• Number of copies of bid to be submitted.
• Deadline and address for submission.
• Insurance requirements.
• Bid security requirements, if applicable.
• Name, phone number, and email address of contact person responsible for all communications
with prospective bidders.
• Criteria for selection.
• Sworn statement of identity of all owners and officers
• Information on pre-submission meeting(s), if any.
• Certification of bidder compliance with terms, conditions, requirements and other directives as
contained in any applicable local, state or federal regulation, law, statute, policy or other directive,
including but not limited to those pertaining to affirmative action and prevailing wages, as
applicable.
• Any additional information needed for submission.
No bid shall be prepared to one vendor’s exact specifications to exclude another comparable or preferred
vendor.
3. NOTIFICATION OF REQUEST FOR PROPOSAL/COMPETITIVE BID
A legal notice inviting sealed bids shall be published by the Purchasing Agent in a newspaper of general
area circulation or any type of media deemed to be applicable at least twenty-one days prior to the bid
opening. The notice shall contain a general description of the goods or services being bid; the contact
person; the day, hour, and place of the bid opening; where and when bid packages may be obtained; bid
security, if required; and other information relating to the bid. An affidavit of publication will be provided
when required by the Purchasing Agent.
6
No earlier than the date of legal notice publication, the Purchasing Agent will send the invitation to bid to
all firms and persons as requested by the user department/school, the Preferred Vendor List for services
required, and any additional firms and persons the Purchasing Agent determines are qualified. A list of
the firms to which the bid was sent will be included in the file for this bid.
Additional copies of the complete specifications will be prepared for firms to pick up in response to the bid
advertisement.
4. BID OPENING & AWARD
All bids, and bid security if applicable, must be submitted to the Purchasing Agent in sealed envelopes
and show on the face of the envelope the bid number, the title of the bid, and the bidder’s name. All
envelopes will be date and time stamped as received.
At the date and time stated in the legal notice, all bids will be opened in public, read aloud (vendor name
and bid amount only) and recorded. No bids shall be accepted or opened that were not submitted in
compliance with the procedures set forth in the notice advertising the bid.
The award shall be made to the bidder whose bid meets the requirements, terms and conditions
contained in the bid specifications, and is the lowest among those bidders possessing the skill, ability,
and integrity necessary for faithful performance of the work based on objective criteria considering past
performance and financial responsibility (the “Lowest Responsible Qualified Bidder”). Bid award is not
based solely on the lowest fee proposal submitted, but includes all other considerations listed below in
“Lowest Responsible Qualified Bidder.”
Within a reasonable time following the bid opening, the bids will be reviewed in detail by the department
head/school administrators and Purchasing Agent to ensure the apparent low bidder meets all
specifications of the “Lowest Responsible Qualified Bidder.” If this bidder does not meet the
specifications, or is not judged responsible, the next lowest bidder's bid will be reviewed for compliance
with the specifications. The foregoing process will be followed until the Lowest Responsible Qualified
Bidder is found.
In determining the Lowest Responsible Qualified Bidder, the following criteria will be considered, as
applicable:
• The ability and capacity of the bidder to perform the work based on an evaluation of the
character, integrity, reputation, and experience of the bidder. Consideration shall be given to
previous work performed by the bidder for the Town or the Board of Education or for other
agencies, including the quality and degree of satisfaction with the work performed.
• The financial resources of the bidder and the bidder’s ability to secure any required bonds and/or
insurance.
• Compliance by the bidder with all applicable federal, state, and local laws, including any licensing
requirements.
• Delivery or completion time.
• Cost.
• Involvement in litigation.
5. CONSIDERATION FOR LOCAL VENDORS
Any Local Vendor who has submitted a bid not more than 7.5% higher than the lowest qualified
responsible bidder may be awarded the bid if such local vendor agrees to accept the award at the amount
and specifications of the lowest qualified responsible bidder, and meets all other conditions and
requirements. Such Local Vendor shall be required to submit confirmation of its acceptance of the lower
bid amount no later than 5 days after notification from the Purchasing Agent.
The provisions of this section shall not apply when the Lowest Qualified Responsible Bidder is a Local
7
Vendor.
6. PROCEDURES IN THE EVENT OF A TIE BID
If there is a tie bid between or among vendors, the Purchasing Agent shall award the bid in one of the
following manners:
• shared equally by the tied vendors, or
• award the bid on a rotating basis, or
• by draw in the presence of three or more witnesses.
7. BID AWARD
Once the Lowest Qualified Responsible Bidder is determined and an award of the bid is authorized, the
Purchasing Agent shall prepare or cause to be prepared: (i) a purchase order to confirm the bid award
and; (ii) when required, a contract. If required, the Purchasing Agent will bring the recommendation
forward to the Board of Selectmen or Board of Education for approval as required by the Town Charter,
State statutes, Board of Education policy, and this policy.
8. POST BID NEGOTIATION
Modifications in the proposed scope of the bid may be made after bid openings provided that the basic
bid is still in its essential form and that all bidders have the same opportunity to submit new prices in
writing for those changes being considered. Should all bids be in excess of funds available, the
Purchasing Agent may work with the Lowest Responsible Qualified Bidder to negotiate reductions in
scope until costs are within the amount of funds available.
9. BID FILE
The completed bid file for each Request for Proposal/Competitive Bid specific bid will contain:
• Completed record of bids
• Copy of the bid specification.
• Affidavit of publication or clipping of the bid.
• List of all firms invited to participate in the bid.
• List of all firms actually participating in the bid.
• All bids submitted.
• All correspondence related to the bid.
• Award notification
• Notice to proceed
8
SECTION C
PROCEDURES FOR OPTIONAL REQUESTS FOR QUALIFICATION
Whenever the Request for Proposal/Competitive Bid involves Professional Services, the Purchasing
Agent may require that all bidders also comply with a Request for Qualification process. For purposes of
this section, Professional services involve the furnishing of judgment, expertise, advice or effort by
persons other than Town or Board of Education employees, and do not involve the delivery of a specific
end product which can be defined by bid specifications and requires professional expertise.
Examples of professional services include, but are not limited to, in-service instructional leaders, pupil
services, tutors, interpreters, architects, engineers, land surveyors, soil scientists, town planners,
attorneys, banking and financial advisors, insurance brokers, actuaries, auditors, temporary agencies,
repair services for property, equipment, and vehicles where the nature of the repair cannot be defined in
advance by bid specifications and the professional expertise of the service provider is critical.
The Purchasing Agent, with the assistance of the department/school needing service, will develop the
scope of Professional Services being sought in accordance with the requirements in “Section A:
Definitions & General Requirements.”
1. SPECIFICATIONS
In addition the requirements in Section B, the following must also be included in the RFQ:
• Project title, background, detailed description, and plans/sketches if applicable.
• Format of submission.
• Number of copies to be submitted.
• Information on pre-submission meeting(s), if any.
• Criteria for selection.
• Requirement that the fee proposal be submitted in a separate sealed envelope and not be
reflected in any part of the proposal response. Fee proposal envelope must contain project
cost; method of payment, i.e. lump sum, percentage, hourly rates, etc.; and distribution of the
fees by phase if applicable.
• Deadline and address for submission.
• Name, phone number, and email address of contact person.
• Any additional information needed for submission.
2. RESPONSES TO RFQ
When an RFQ process is utilized, responses must be accompanied by a statement of professional
qualifications containing the following information:
• Background statement on the firm, principals, staff availability, location, and financial stability.
• Qualifications and position with the firm of those key individuals who will be assigned to the
project.
• List of similar projects and at least three references including contact information for work
done within the last five years.
• Short description of vendor’s approach to the project and a general time line for completion,
including phases if any.
• Short description of typical fee structure. Fee information is only for assessing the firm’s
understanding of the project.
• Statement as to why the vendor is the best qualified to meet the needs of the Town or Board
of Education.
9
3. EVALUATION & AWARD WHEN REQUEST FOR QUALIFICATION PROCESS IS UTILIZED
At the date and time stated in the notice advertising the bid, all proposals will be opened in public and
recorded. No proposals shall be accepted or opened that were not submitted in compliance with the
procedures set forth in the notice.
The Purchasing Agent will convene a review panel of not less than three individuals which will rank
proposal submissions as follows: experience with similar projects; work approach; work schedule; staff
qualifications; ability to meet requirements, terms, and conditions outlined in the RFQ; and firm’s
resources and stability.
A list of the most qualified firms will be developed. An interview will be conducted with a minimum of the
top three qualified firms based on rankings. Fees are not to be taken into consideration as part of this
determination.
After determination of the most qualified firms, the panel will open sealed envelopes containing fees. The
panel will recommend a firm based on the ranking combined with the fee and will notify the Purchasing
Agent by memo of its recommendation. The Purchasing Agent will bring the recommendation forward to
the Board of Selectmen or Board of Education for approval as required by the Town Charter, State
statutes, Board of Education policy, and this policy. A record of all proposals submitted, giving the names
of the bidders, the amounts of the bids, and indicating the successful bidder shall be preserved by the
Purchasing Agent in accordance with State law.
10
SECTION D
PREFERRED PROFESSIONAL SERVICES VENDOR LIST
It is the intent of this process to develop a list of pre-qualified vendors for specified professional services
that will be available for hire by the Town or Board of Education during the contract period. Town or
Board of Education departments and schools may use vendors on this list when services are needed and
when pre-approved by the First Selectman or Superintendent. This list in no way requires the
departments or schools to utilize vendors from the list nor does it preclude the ability of any department or
school to initiate the RFP process.
The Purchasing Agent shall utilize the Request for Proposal process to develop the list and will maintain
the list of all selected vendors as well as the date of inception of the list. The list shall be viable for three
years from date of inception. Selected vendors shall remain on the list from the date selected until the
expiration date of the list unless removed by the Purchasing Agent. At that time, a vendor may resubmit
for inclusion through the process.
Vendors may be placed on the list using the Request for Qualification process in “Section C: Procedures
for Optional Requests for Qualification.”
Any vendor may be removed from the list at any time by the Purchasing Agent.
The following statement must be included in materials for the Request for Proposal and Competitive Bid
processes: “Submission of a response to this RFP or bid may result in your placement on our “Preferred
Vendor List”. Inclusion on the list is not a guarantee of work being awarded. Any vendor may be
removed from the list at any time by the Purchasing Agent.”
11
SECTION E
ACCEPTANCE/REJECTION OF BIDS
The Purchasing Agent may reject any and all bids or quotations in whole or in part. Bids may be rejected
for, but not limited to, the following reasons:
• if there is any reason to believe that collusion exists among the bidders;
• irregularities of any kind, including, without limitation, alteration of form, additions not called for,
conditional bids, incomplete bids, and unexplained erasures;
• if past performance is such that the First Selectman or Superintendent feels that the bidder
cannot provide satisfactory service; or
• failure to act responsibly in dealings with the Town, Board of Education, or other customers.
The Purchasing Agent shall not accept a proposal submission from any vendor if the vendor, its sole
proprietor, partner(s), or company officer(s) are in default on the payment of taxes, licenses, fees, or other
monies due to the Town..
The Purchasing Agent retains the right to waive any insubstantial irregularities in the bids received (i.e.
typographical errors, errors in formatting, etc.).
In accordance with CGS 7-148w, the Town may, by ordinance of its legislative body, establish a process
for disqualification of any contractor, for up to two years, from bidding on, applying for, or participating as
a subcontractor under, contracts with the Town or Board of Education for one or more causes set forth
under subsection (c) of that section. Such ordinance shall establish procedures for disqualification which
shall include notice and an opportunity for a hearing to the contractor who is the subject of the
proceeding.
Nothing in this section should be construed to limit in any way the right of the First Selectman or
Superintendent or his/her designee to reject any and all bids.
12
SECTION F
WAIVER OF REQUEST FOR PROPOSAL/COMPETITIVE BID PROCESS
In certain situations the bidding, quotation, and proposal processes described in this document may be
waived even though the estimated cost exceeds the dollar threshold established in “Section A: Definitions
& General Requirements.”
The formal process may be waived for any of the following reasons:
• Only one (1) reasonable or qualified source can be identified, including those furnished by a
monopoly utility. The Purchasing Agent will make the final determination of single source
purchases.
• Time is a critical factor.
• A formal process would result in substantially higher costs to the Town or Board of Education, or
inefficient use of personnel, or cause substantial disruption of Town or Board of Education
services.
• Tuition and other services as determined by Planning and Placement Team (PPT).
• Those exempted or determined by law.
The First Selectman or Superintendent may grant a waiver for any of the above-listed reasons. Upon
granting such a waiver, the First Selectman or Superintendent must, in writing, state the reason(s) for
granting such waiver and shall notify the Board of Selectmen or the Board of Education as applicable of
such action by electronic means.
If within two business days following such notification two members or more of such board as applicable
objects to the granting of such waiver then the waiver shall be suspended pending approval of the waiver
by the full board. No bids shall be awarded pursuant to this process until two business days have
elapsed.
A waiver for any reason other than those above requires the approval of the Board of Selectmen or the
Board of Education as applicable. For a requesting department or school to obtain a waiver, a written
waiver request including specific reasons for the waiver shall be provided to the First Selectman or
Superintendent. The request must be signed by a department head, principal, or director. Upon receipt
of the waiver request, the First Selectman or Superintendent will notify the requestor if the waiver has
been granted.
13
SECTION G
PURCHASING IN EMERGENCY SITUATIONS
OR UNDER EXTRAORDINARY CONDITIONS
The formal process may be waived for any of the following reasons:
• In the opinion of the First Selectman or Superintendent or his/her designee, an emergency
requires the purchase of goods or services to avoid injury or damage to human life or property.
• To meet a public emergency as determined and approved by the First Selectman.
Emergency situations shall be defined as situations in which:
• the operation of a department would be seriously hampered; or
• life, limb or property may be endangered; or
• the health or welfare of the general public is seriously threatened.
Extraordinary conditions shall be defined as conditions which:
• are not known until after an operation has commenced; or
• require unanticipated parts, equipment or materials to be obtained in order to complete the
operation.
Under conditions enumerated above, the First Selectman/Superintendent or his/her designee, may
authorize purchase of necessary goods and/or services. At the time of the purchase, the department or
school will secure a sales ticket, delivery slip, or invoice for the material from the vendor.
Within the timeframe determined by the Purchasing Agent for the specific emergency or extraordinary
condition, a Requisition will be prepared in the usual manner. The nature of the conditions necessitating
such a purchase shall briefly be provided on the Requisition. The Chief Financial Officer will then formally
issue the purchase order to the vendor which will be marked "Confirming Order - Do Not Reorder".
Purchases of this nature will be kept to an absolute minimum.
14
SECTION H
MANDATORY REVIEW OF PURCHASING POLICY
Beginning five years from final adoption of this policy and no less frequently than every five years
thereafter, the Board of Selectmen, Board of Education, and Board of Finance shall form a “work group”
consisting of two members of each of the boards and the CFO to review this policy and recommend
modifications as needed.
15
3340
Business
Individuals with Disabilities Education Act Fiscal Compliance
The Colchester Board of Education will, in all respects, comply with the requirements of state
and federal law with regard to special education fiscal compliance. Pursuant to the Individuals
with Disabilities Education Act, 42 U.S.C. § 1400 et. seq. (“IDEA”), and its associated
regulations, the Board shall specifically ensure compliance with the fiscal provisions of the
IDEA, as they may be amended from time to time. The Superintendent or designee shall develop
administrative regulations with regard to such fiscal compliance.
Legal References:
Individuals with Disabilities Education Act, 42 U.S.C. § 1400, et seq. (IDEA)
34 C.F.R. § 300.144
34 C.F.R. § 300.202(a)(3)
34 C.F.R. § 300.133(d)
34 C.F.R. § 300.172
34 C.F.R. § 300.205(d)
34 C.F.R. § 300.226(a)
34 C.F.R. § 300.209(b)
34 C.F.R. § 300.818, Appendix A
Policy adopted: June 14, 2011 Colchester Public Schools
Colchester, CT
3340(a)
Business
Administrative Regulations Concerning Individuals with Disabilities
Education Act Fiscal Compliance
The Colchester Board of Education will, in all respects, comply with the requirements of
state and federal law with regard to special education fiscal compliance. Pursuant to the
Individuals with Disabilities Education Act, 42 U.S.C. § 1400 et. seq. (“IDEA”), and its
associated regulations, the Board shall specifically ensure compliance with the fiscal
provisions of the IDEA, as they may be amended from time to time.
1. Property, Equipment and Supplies
The Board, through the Director of Pupil Services and Special Education or designee,
shall ensure that any property, equipment or supplies purchased with funds from an IDEA
grant shall be purchased, used and maintained in accordance with such grant
requirements. Among any other statutory or regulatory requirement, the Director of Pupil
Services and Special Education or designee must ensure that:
A. All property, equipment and supplies purchased with IDEA grant funds
are labeled as such, including equipment supplied to student with
disabilities attending private schools at parental expense;
B. A labeling procedure is in place for all property, equipment and supplies
purchased with IDEA grant funds;
C. All property, equipment and supplies purchased with IDEA grant funds
are used for assistive technology, instructional or educational purposes;
D. Copies of purchase orders for property, equipment and supplies
purchased with IDEA grant funds indicate the source of funding for such
purchases;
E. A tracking procedure is in place for all property, equipment and supplies
purchased with IDEA grant funding.
Any procedures mentioned above shall be developed and maintained by the Director of
Pupil Services and Special Education or designee.
2. Supplanting
Funding provided to the Board through an IDEA grant must be used to supplement state,
local and other federal funds, not to supplant those funds. The Board shall comply with
all federal and state laws in this regard.
3340(b)
Business
Administrative Regulations Concerning Individuals with Disabilities
Education Act Fiscal Compliance
3. Parentally Placed Private School Special Education Students - Expenditures
The Director of Pupil Services and Special Education or designee will maintain an
ongoing census of all students with disabilities who are eligible for special education and
related services and attend school within the geographical bounds of the district. Eligible
students with disabilities who attend private schools within the geographical bounds of
the district will receive services equal to a proportional share of the IDEA grant funds
received annually by the district. The proportionate share shall be calculated on an
annual basis in accordance with federal law, but no later than October 1st of any given
year. Calculation of the proportionate share shall be the responsibility of the Director of
Pupil Services and Special Education or designee.
The Director of Pupil Services and Special Education or designee shall meet annually
with all private school representatives to consult on matters related to the distribution of
funds under the IDEA. Documentation regarding annual meetings shall be maintained by
the Director of Pupil Services and Special Education or designee.
The Director of Pupil Services and Special Education or designee shall annually maintain
budgets with regard to the manner in which IDEA grant funds are expended for eligible
parentally placed private school students with disabilities.
4. National Instructional Materials Accessibility Standard
The Board shall ensure compliance with the National Instructional Materials
Accessibility Standard (“NIMAS”). In this regard, the Director of Pupil Services and
Special Education or designee shall maintain procedures to inform all staff within the
district how a blind and/or print disabled student shall be referred in order to receive
materials from the National Instructional Materials Access Center (“NIMAC”). Such
procedures shall include, but not be limited to, the following:
A. Initial referral to a Planning and Placement team (“PPT”), or if such
child is already identified as having a disability under the IDEA, direct
referral to the child’s PPT;
B. Identification of the name of the district personnel who shall receive, and
are responsible for, referrals for the receipt of materials from NIMAC;
and
3340(c)
Business
Administrative Regulations Concerning Individuals with Disabilities
Education Act Fiscal Compliance - National Instructional Materials Accessibility
Standard - continued
C. The requirement that either (i) publishers prepare and, on or before
delivery of the print instructional materials, provide to the NIMAC,
electronic files containing the contents of the print instructional materials
using the standards of the NIMAS; or (ii) instructional materials are
purchased from the publisher are produced in, or may be rendered in,
specialized formats.
5. Coordinated Early Intervening Services
Coordinated Early Intervening Services (“CEIS”) may be used to support students
in grades K-12 who are not currently identified as needing special education or related
services, but who need additional academic or behavioral support to succeed in a general
education environment. Up to 15% of IDEA grant funds may be used for CEIS. In this
regard, the Director of Pupil Services and Special Education or designee shall maintain
procedures to ensure that:
A. The funds used for CEIS are used only for the K-12 levels;
B. Students receiving CEIS are tracked directly over a three-year period to
determine if, at any time during this period, these students should be
referred for special education services; and
C. Documentation of funds spent on professional development are
maintained, which documentation shall include the teachers who receive
professional development for CEIS and the names of the students of
those teachers who would have benefited from the teacher receiving the
professional development.
6. Charter Schools
In compliance with federal law, the Board shall ensure that all eligible students with
disabilities who attend charter schools that are part of the district receive special
education services in the same manner as eligible students with disabilities who attend
other district schools. Further, the Board shall ensure that IDEA grant funds are provided
to charter schools within the district that serve eligible students with disabilities on the
same basis as the district provides funds to other public schools within the district.
7. Excess Costs Calculation - Federal Requirement
The Board shall comply with federal law with regard to the calculation of excess cost.
The Director of Pupil Services and Special Education or designee shall maintain
documentation regarding the separate excess cost calculations for elementary and
secondary school students, as well as the formulas used for each level of students.
3340(d)
Business
Administrative Regulations Concerning Individuals with Disabilities
Education Act Fiscal Compliance
Legal References:
Individuals with Disabilities Education Act, 42 U.S.C. § 1400, et seq. (IDEA)
34 C.F.R. § 300.144
34 C.F.R. § 300.202(a)(3)
34 C.F.R. § 300.133(d)
34 C.F.R. § 300.172
34 C.F.R. § 300.205(d)
34 C.F.R. § 300.226(a)
34 C.F.R. § 300.209(b)
34 C.F.R. § 300.818, Appendix A
Regulation adopted: June 14, 2011 Colchester Public Schools
Colchester, CT
Colchester Public Schools
3453P
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
SCHOOL ACTIVITY ACCOUNTS
The Superintendent or his/her designee may establish school activity accounts to handle
any of the following: 1) the finances of that part of the cost for the school lunch
program that is not provided by local appropriations; 2) such funds of schools and
school organizations as the Superintendent or his/her designee may determine to be in
the best interest of the school district (which funds may include amount received as
gifts or donations).
The Superintendent designates the school principal to serve as treasurer of any school
activity account. The treasurer shall keep line items for each individual school activity.
The treasurer may expend monies from the school activity account only to the extent
such expenses are clearly related to the stated purposes of the school activity. These
designated expenditures are subject to any restrictions/regulations imposed by the
Superintendent or his/her designee. The control of school activity accounts shall remain
in the name of the respective schools and organizations.
The Chief Financial Officer will establish Cash Collection and Deposit Regulations which
shall be followed by the office professional assigned by the principal to be responsible
for the record keeping of the school activity account. School activity accounts shall be
considered town accounts and shall be audited by the town auditor in the same manner
as all other town accounts.
Legal Reference: Connecticut General Statutes
10-237 School activity funds.
POLICY ADOPTED: March 11, 2008
REVISED: May 13, 2019
NSC
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
SCHOOL ACTIVITY ACCOUNTS Page 1 of 1
Colchester Public Schools
3453R
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
SCHOOL ACTIVITY ACCOUNTS
Cash Collection and Deposit Procedures
The following represents key steps to follow involving the receipt and deposit of
checks/cash for School Activity and Pay to Play/Pay to Participate funds. A physical
location must be designated away from all other activity in the office in order to
perform these procedures uninterrupted and to properly safeguard the funds.
1) All checks must be endorsed "For deposit only" immediately upon receipt in the
office.
2) If cash is received, the cash will be counted and recorded (as part of the list in #3)
and then the cash count will be verified by a second individual. After the cash has
been counted and confirmed, and recorded on the spreadsheet, it must be
immediately secured in the school vault.
3) A comprehensive listing will be made of all payments received, checks and/or cash.
This list will indicate the name of the student, the amount of the check and/or cash,
and any information regarding what the payment is for. (If a check, note the check
number as well. If cash, note that the payment was received in cash.) This list must
be prepared immediately after all checks have been endorsed and any cash has been
counted and verified.
4) Clear, readable copies must be made of all checks that have been received.
5) If the total amount of cash received in a single school day exceeds $100, it must be
deposited on that same day. If the total amount of checks received in a single
school day exceeds $500, all checks must be deposited on that same day.
Multiple deposits should be made if necessary based upon the volume and amount
of funds collected. All cash and checks MUST be deposited before weekends,
holidays, or school vacations.
6) All funds received in the classroom must be delivered to the office on the same day
as collected from the students. The checks/cash and any paperwork submitted with
them must be placed in a separate sealed envelope, noting the teacher/classroom
SCHOOL ACTIVITY ACCOUNTS - REGULATIONS Page 1 of 2
name on the envelope. These envelopes must be handed directly to a designated
individual in the office and not left on someone’s desk or in someone’s mailbox. The
envelopes must be opened one at a time, following the steps outlined above to
ensure that funds are properly recorded.
REGULATION ADOPTED: March 11, 2008
REVISED: May 13, 2019
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
SCHOOL ACTIVITY ACCOUNTS - REGULATIONS Page 2 of 2
Colchester Public Schools
3516.5P
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
SEXUAL OFFENDERS ON SCHOOL PROPERTY
Definitions
For the purpose of this policy, a sexual offender is defined in Connecticut General
Statutes §54- 250 through §54-261 and/or is required per these statutes to register on
the state’s sex offender registry. A parent/guardian sexual offender is an individual who
meets this policy’s definition of sexual offender and who has either parental or legal
guardianship rights to a child attending a District school. A non-parent/non-guardian
sexual offender is an individual who meets this policy’s definition of sexual offender and
who has no parental rights or legal guardianship rights to a child attending a district
school.
School property includes all land within the perimeter of the school site and all school
buildings, structures, facilities, computer networks and systems, and school vehicles,
whether owned or leased by the school district, and the site of any school-sponsored
activity.
Non-parent/Guardian Sexual Offenders
A non-parent sexual offender is prohibited from entering a District school except:
1. When he/she is a qualified voter and is entering school property solely for the
purpose of casting his/her vote.
2. To attend an open meeting.
A non-parent sex offender who attempts to communicate electronically with a student
while the student is on school property will be considered on school property without
permission and will be in violation of this policy.
SEXUAL OFFENDERS ON SCHOOL PROPERTY Page 1 of 4
Parent/Guardian Sex Offenders
Parent/guardian sexual offenders are prohibited from entering school property except:
1. When he/she is a qualified voter and is entering school property solely for the
purpose of casting his/her vote.
2. To attend an open meeting.
3. With the Superintendent’s prior written approval in the following instances:
a. To transport his/her own child to and/or from school.
b. To attend a conference to discuss his/her student’s progress, placement, or
individual education plan (IEP).
c. Under other circumstances on a case-by-case basis, as determined by the
Superintendent.
A parent/guardian sex offender who attempts to communicate electronically with a
student other than his/her child while the student is on school property will be
considered on school property without permission and will be in violation of this policy.
Student Sex Offenders
The Superintendent or his/her designee shall determine the appropriate educational
placement for student sex offenders except those identified as having a disability. When
determining educational placement, the Superintendent or his/her designee shall
consider such factors as the safety and health of the student population. The
Superintendent or designee shall develop guidelines for managing each student sexual
offender in District schools. If the Superintendent or designee determines that, in the
best interest of District schools, the student sexual offender should be placed in an
alternative educational setting, the District shall pay for the costs associated with this
placement.
A PPT/IEP team shall determine the educational placement of a student sexual offender
with a disability. The student with a disability is entitled to all the due process
procedures available to a student with a disability under the Individuals with Disabilities
Education Act. The PPT/IEP team shall develop procedures for managing each student
SEXUAL OFFENDERS ON SCHOOL PROPERTY Page 2 of 4
sexual offender with a disability that attends a District school. If the PPT/IEP team
determines that the student sexual offender should be placed in an alternative
educational setting, the District shall pay for the costs associated with this placement.
The Superintendent or his/her designee will inform the appropriate principal and other
relevant District staff of the scope of the permission granted to each sexual offender.
Sexual offenders who receive permission to enter school property must immediately
report to the individual or location designated in the Superintendent’s or designee’s
written permission statement. The building Principal shall assign a chaperone to
accompany the sexual offender while he/she is on district property. The only exceptions
to these requirements are when the Superintendent grants permission to a
parent/guardian sex offender to transport his/her child and when a student sex
offender receives permission to attend a District school in which case the guidelines
developed for this individual shall apply.
The Superintendent shall use the Connecticut sex offender registry law, in conjunction
with policy #3516.4, to establish a system for identifying sexual offenders and will
inform known sexual offenders of this policy. Lack of notification does not excuse sexual
offenders from abiding by the requirements and prohibitions in this policy.
The Superintendent will contact law enforcement anytime a sexual offender violates
this policy and will immediately revoke any privileges granted to the sexual offender
under this policy.
Parents/guardian who are registered sex offenders shall receive a copy of this policy via
registered mail.
(cf. 1110.1-Parent Involvement)
(cf. 1212-School Volunteers)
(cf. 1250-Visits to Schools)
(cf. 1251-Loitering or Causing Disturbance)
(cf. 1411-Relations with Law Enforcement Agencies)
(cf. 3516-Safety)
(cf. 3516.4-Sex Offender Notification)
(cf. 3517-Security of Buildings and Grounds)
(cf. 3517.1-Site and Building Access)
SEXUAL OFFENDERS ON SCHOOL PROPERTY Page 3 of 4
Legal Reference: Connecticut General Statutes
54-250 through 54-261 Registration of Sexual Offenders.
PA 07-143: An Act Concerning Jessica’s Law and Consensual
Sexual Activity Between Adolescents Close in Age to Each Other.
PA 07-4, June 07 Special Session: An Act Concerning the Provisions
of the Budget Concerning Education.
United States Code, Title 42 14071 Jacob Wetterling Crimes
Against Children and Sexually Violent Offender Registration
Program Act.
POLICY ADOPTED: June 4, 2019
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
SEXUAL OFFENDERS ON SCHOOL PROPERTY Page 4 of 4
Colchester Public Schools
3520.14P
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
DATA-BASED INFORMATION AND MANAGEMENT SYSTEMS:
CYBERSECURITY
This document defines the computer security policy for the District’s computer systems.
The District’s computing environment is defined as all computer equipment and related
software owned and used by the District. All data in the computer systems of the
District shall be considered District assets. Data will be handled as confidential
information. Any use of this information shall relate only to authorized District use. This
policy applies to all District employees, students, District contractors, school Board
members, organizations and individuals accessing the District’s systems. Violation of this
policy may be grounds for suspension and termination of employment or student
disciplinary action.
The District’s computer network environment is provided for students and staff to
access, organize, create, and communicate information in accordance with the District’s
vision and mission statement. Individual users of the District computers and networks
are responsible and accountable for abiding by this policy.
The Board directs the Superintendent or his/her designee to develop regulations for
user responsibilities when using the District’s information resources and to provide
guidelines that will ensure the appropriate safeguarding of the confidentiality, integrity,
and availability of physical assets and information stored, processed, or transmitted
electronically. It is recommended that this regulation undergo annual review to ensure
that it reflects applicable current laws and regulations.
The Board also directs the Superintendent or his/her designee to develop and maintain
an updated cybersecurity incident-response plan. Such plan may contain the following
elements:
• Development of a cyber-risk registry;
• Identification of top organization cyber risks;
• Development of an incident-response and breach notification plan;
CYBERSECURITY Page 1 of 3
• Identification of law enforcement agencies and other local and national partners;
• Development of a data classification scheme for both employees and students;
• Development of a cybersecurity awareness and training program;
• Creation of measures to effectively track security; and
• Reference to applicable District policies.
The Superintendent or his/her designee shall be responsible for ensuring the District has
the necessary components in place to meet the District’s needs for information
technology security.
The District may consider retaining expert outside consultants, including legal counsel,
to conduct annual/periodic evaluations of the District’s security risk management
program, with findings shared with the Board.
The District’s computer security systems shall not be circumvented or subverted in any
manner, and any unauthorized duplication of copyrighted or District computer software,
hardware, procedure manuals or other materials is prohibited.
Violation of this policy shall be grounds for suspension and/or termination of
employment or student disciplinary action in accordance with applicable policies.
(cf. 3520 – Data Processing Services)
(cf. 3520.1 – Information Security Breach and Notification)
(cf. 3520.11 – Electronic Information Security)
(cf. 3520.12 – Data-Based Information Management System Confidentiality Policy)
(cf. 3520.13 – Student Data Protection and Privacy/Cloud-Based Issues)
(cf. 5125 – Student Records)
(cf. 5145.15 – Directory Information)
(cf. 6162.51 – Surveys of Students/Student Privacy)
Legal Reference: Connecticut General Statutes
1-19(b)(11) Access to public records. Exempt records.
7-109 Destruction of documents.
10-15b Access of parent or guardians to student’s records.
10-209 Records not to be public.
10-234aa Definitions.
10-234bb Contracts between boards of education and contractors re student data.
Requirements. (as amended by PA 18-125)
CYBERSECURITY Page 2 of 3
10-234cc Requirements for operators re student data.
10-234dd Duties re unauthorized release, disclosure or acquisition of student data. (as
amended by PA 18-125)
11-8a Retention, destruction and transfer of documents.
11-8b Transfer or disposal of public records. State Library Board to adopt regulations.
36a-701b Breach of Security re computerized data containing personal information.
Notice of breach. Provision of identity theft prevention services and identity theft
mitigation services. Delay for criminal investigation. Means of notice. Unfair trade
practice.
46b-56(e) Access to Records of Minors.
Connecticut Public Records Administration Schedule V - Disposition of Education
Records. (Revised 1983).
P.A. 16-189 An Act Concerning Student Privacy.
PA 17-200 An Act Making Revisions to the Student Data Privacy Act of 2016.
PA 18-125 An Act Concerning Revisions to the Student Data Privacy Act.
Federal Family Educational Rights and Privacy Act of 1974 (section 438 of the General
Education Provisions Act, as amended, added by section 513 of P.L. 93-568, codified at
20 U.S.C.
Dept. of Educ, 34 C.F.R. Part 99 (May 9, 1980 45 FR 30802) regs. implementing FERPA
enacted as part of 438 of General Educ. Provisions Act (20 U.S.C. 1232g) parent and
student privacy and other rights with respect to educational records, as amended
11/21/96.
Protection of Pupil Rights Amendment (PPRA) 20 U.S.C. § 1232g (2014)
Children’s Online Privacy Protection Act (COPPA) 15 U.S.C. §§6501 et seq. (2014)
POLICY ADOPTED: MAY 13, 2019
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
CYBERSECURITY Page 3 of 3
Colchester Public Schools
3520.14R
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
ADMINISTRATIVE REGULATIONS REGARDING DATA-BASWD INFORMATION
AND MANAGEMENT SYSTEMS:
CYBERSECURITY
The District needs to take a variety of actions to prevent, protect from, mitigate the
effects of, respond to, and recover from the cyber threats identified in this regulation.
Therefore, the Board believes the following are integral parts of a proactive
cybersecurity plan:
1. Students, teachers and staff, prior to accessing District networks or systems
need to be aware of the policies regarding their use, incorporated in
applicable student and staff acceptable use policies.
2. Technology staff shall be aware of local, state, and federal statutes and
regulations about information security, privacy and storage of personally
identifiable information.
3. All data shall be stored securely to comply with the Family Educational Rights
and Privacy Act (FERPA).
4. The District shall regularly back up its data in case of accidental or deliberate
corruption or destruction of data. Backups should be maintained in a
different location. Also storage of backups off-site should be considered.
5. Firewalls shall be created and an approved list of individuals who have access
to district networks and systems shall be maintained.
6. District networks shall be monitored continually to assess the risk from cyber
threats.
7. The purchase of cyber insurance for the District shall be considered and
contractors shall be required to purchase it as well. (Such insurance can help
ADMINISTRATIVE REGULATIONS REGARDING CYBERSECURITY Page 1 of 6
pay for legal fees, credit monitoring for those impacted by a data breach,
financial losses and other services.)
8. Notification of law enforcement shall occur after any incident, in addition to
any individuals whose personal information may have been compromised.
9. Training and awareness programs shall be provided to staff, including but not
limited to, good password practices, role-based access to information, safe
practices, identification of threats, proper response to threats. (or: Require
comprehensive annual training for teachers pertaining to cybersecurity
policies and best practices.)
10. District vendors shall be required to maintain adequate security measures to
protect student data in compliance with state and federal statutes and
district policy.
11. A cybersecurity curriculum, which includes practical examples of how
security incidents could affect the schools and impact students directly, shall
be implemented. Content should include practical scenarios relevant to all
staff and students.
12. A community forum shall be held annually/periodically to educate and gather
input from parents/guardians about the District’s cybersecurity program,
addressing protections of networks, student data, and systems.
Definitions
The most common types of online threats include the following;
“Spoofing or Phishing” is a form of cyberattack and is the practice of sending legitimate-
seeming emails to entice users to reveal personal information or click on links that
install malicious software. Spoofing refers to the dissemination of an email that is forged
to appear as though it was sent by someone other than the actual source. Phishing is
the act of sending an email falsely claiming to be a legitimate organization in an attempt
to deceive the recipient into divulging sensitive information (passwords, credit card
numbers, bank account information).
ADMINISTRATIVE REGULATIONS REGARDING CYBERSECURITY Page 2 of 6
• Deceptive phishing are emails from legitimate-seeming companies asking the
individual to verify his/her account and to enter personal details.
• Spear phishing is a more targeted form of phishing and typically involves sending
an email that appears to come from a colleague or acquaintance. It contains an
individual’s personal information, such as position, name etc. to make the email
appear more legitimate.
• Superintendent Fraud uses an email similar to the Superintendent’s to get the
recipient to send proprietary information.
“DDoS or Denial of Service” is a distributed denial-of-service attack that occurs when
multiple systems flood the bandwidth or resources of district servers. It occurs when a
server is deliberately overloaded with requests such that the Website shuts down
preventing access to the Website by users.
“Data Breach” is the release of secure confidential information from a secure to an
insecure environment that are then copied, transmitted, viewed, stolen or used in an
unauthorized manner. Data breaches often occur with confidential information such as
student records that may be inappropriately viewed or used by an individual who should
not have access to the information.
“Malware/Scareware” Malware is illicit software that damages or disables computers or
computer systems. Scareware is similar to malware and uses social engineering to cause
fear or anxiety so that a user buys unwanted or unneeded software such as antivirus
software.
“Ransomware” is a type of malicious software that encrypts the District’s data and
requires a ransom to be paid, typically in virtual currency such as Bitcoin, in order to
regain access to the data. The threat of releasing the data is also sometimes made
unless a ransom is paid. This threat may escalate to threatening emails sent to parents
and students with ransom being demanded from the schools.
“Unpatched or Outdated Software Vulnerabilities” is when unpatched or outdated
software has not been updated to include the latest software updates which then allows
unauthorized users to gain access to information networks and systems.
“Removable Media” are media devices that can be connected to computers, such as
thumb drives, CDs, DVDs, and external hard drives. These can be easily stolen or
corrupted devices can be intentionally or unwillingly connected to computers. Once
opened, files from the device can then infect the computer with malware.
ADMINISTRATIVE REGULATIONS REGARDING CYBERSECURITY Page 3 of 6
General Guidelines
1. Systems access shall only be given to verified District employees, students,
contractors, parents/guardians, business partners, and other District authorized
users who have acknowledged the District’s acceptable use policy.
2. The use of District owned Information Technology (IT) equipment and resources
subjects the user to applicable District policies.
3. No student, staff member, or patron shall have access to the system or use of
the system without having a signed “acceptable use” form on file with the
district. (or who have been made aware of the “Acceptable Use” policy. Students
under the age of 18 must have the approval of a parent/guardian. This provision
applies to access or use by either a District or personally owned computer.
4. System users are required to change passwords the first time the account is
accessed and every 90 days thereafter.
5. Directors, managers, and principals shall approve the appropriate level of system
access for each employee for whom they have responsibility for.
6. System accounts are to be used only by the authorized owner of the account for
the authorized purpose. Users may not share their account number or password
with another person or leave an open file or session unattended or
unsupervised. Account owners are responsible for all activity under their
account. There is no reasonable expectation of personal privacy in the use of
account files. Such files are district property and are subject to review and
monitoring to ensure the responsible use of electronic files consistent with the
terms of this policy.
7. Employee system access shall be electronically removed upon the employee’s
employment separation from the District.
8. All requests for system access will be made to the appropriate administrator or
teacher.
9. Users may be responsible for any losses sustained by the District or its affiliates,
resulting from the account users’ intentional misuse of the accounts.
10. Each computer connected to the internet through the District’s network will
include technology protection measures that filter or block access to material
that is obscene, pornographic or harmful to minors as those terms are defined
by law.
Prohibited activity includes but is not limited to:
ADMINISTRATIVE REGULATIONS REGARDING CYBERSECURITY Page 4 of 6
1. Attempting to modify, install, remove or destroy computer equipment, software,
or peripherals without proper authorization. This includes installing any non-
work related software on District-owned equipment.
2. Use of computers and user IDs for which there is no authorization, or use of user
IDs for purpose(s) outside of those for which they have been issued.
3. Disclosing or removing proprietary information, software, printed output or
magnetic media without the explicit permission of the District.
4. Computer security systems shall not be circumvented or subverted in any
manner. Any unauthorized duplication/redistribution of copyrighted or district
computer software, hardware, reports, procedure manuals or other materials is
prohibited without proper recorded authorization.
5. Use of the network system shall not serve to disrupt the operation of the system
by others; system components including hardware, software, property or
facilities shall not be destroyed, modified or abused in any way. Examples
include: tampering or altering security codes or passwords, hacking, introduction
of viruses, altering, dismantling or disfiguring any file data, including without
limitation student data, district, school or staff files, and downloading
information or messages without authority.
6. Malicious use of the system to develop programs that harass other users, to gain
unauthorized access to any computer or computing system, and/or to damage
the components of a computer or computing system is prohibited.
7. Users shall not gain or seek information, obtain copies of or modify files or
passwords or any other means, to gain unauthorized access to District systems
and information.
8. Using any District computer to pursue hacking, internal or external to the
District, or attempting to access information that is protected by privacy laws.
9. Accessing, transmitting or downloading computer viruses or other harmful files
or programs, or in any way degrading or disrupting any computer system
performance.
10. Uses that jeopardize access or lead to unauthorized access into accounts or
other computer networks are unacceptable.
11. Intentionally altering, damaging, destroying, or modifying any computer
network, computer property, computer system, program, or software.
12. Activity prohibited under other district policies concerning staff and student use
of computers and electronic communications.
ADMINISTRATIVE REGULATIONS REGARDING CYBERSECURITY Page 5 of 6
District Rights
The District reserves the right to:
1. Review and monitor, as appropriate, all activity on the network for responsible
use consistent with the terms of District policy and administrative regulations.
2. Remove a user’s access to the network, with or without notice, at any time the
District determines that the user is engaged in unauthorized activity or violating
District policy. In addition, further disciplinary or corrective action(s) may be
imposed for violations of this and other applicable District policies up to and
including termination of employment for staff or appropriate disciplinary
sanctions for students.
3. Cooperate fully with law enforcement investigation concerning or relating to any
suspected or alleged inappropriate activities on the network or any other
electronic media.
4. Disciplinary action, if any, for the students, staff, and other users shall be
consistent with the District’s policies and procedures. Violations of District
policies may be cause for revocation of access privileges, suspension of access to
District electronic equipment, other employee or school disciplinary action
and/or other appropriate legal or criminal action, including restitution.
The District is not responsible for any claims, losses, damages, costs, or other obligations
arising from the unauthorized use of the accounts.
REGULATION ADOPTED: May 13, 2019
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
ADMINISTRATIVE REGULATIONS REGARDING CYBERSECURITY Page 6 of 6
Colchester Public Schools
3541P
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
TRANSPORTATION
The Board of Education will provide transportation to all qualified children of school age
which is reasonable and desirable, under provision of state law and regulations.
The Superintendent of Schools shall administer the operation so as to:
1. Provide for maximum safety of students.
2. Supplement and reinforce desirable student behavior patterns.
3. Assist disabled students appropriately.
4. Enrich the instructional program through carefully planned field trips as recommended
by the staff.
Transportation by private carrier may be provided whenever such practice is more
economical than using school-district owned facilities. Parents may be reimbursed for
transportation of eligible students whenever such practice is more economical or
convenient.
Legal Reference: Connecticut General Statutes
10-186 Duties of towns and regional Boards of Education.
10-220 Duties of Boards of Education.
14-275a Use of standard school bus required, when.
14-275b Transportation of handicapped students.
14-275c Regulations re school buses and motor vehicles used to
transport special education students.
14-276a(c) Town/school district may require its school bus
operators to have completed a safety training course.
14-280 Letters and signals to be concealed when not used in
transporting children. Sign on other vehicles.
POLICY ADOPTED: March 13, 2001
POLICY REVISED: April 9, 2019
NSC
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
TRANSPORTATION Page 1 of 1
Colchester Public Schools
Series 3000
Business
TRANSPORTATION: BUS DRIVERS’S DUTIES POLICY
The driver shall be responsible for:
1. The safety of all students while they are on or about the bus.
2. Reporting violations of any rules and regulations concerning student conduct on or about
the bus.
3. Maintaining order among the students in his/her charge.
The Board of Education shall delegate responsibility for approving all bus drivers to the
Superintendent of Schools, his/her designee, or the Transportation Contractor and he/she shall
insure that each bus driver is in all respects qualified to drive a school bus.
Legal Reference: Connecticut General Statutes
10-220 Duties of boards of education 14-44 Special license for public service
motor vehicle and service bus operators. Appeals. Fines. Exception [re
licensing and age (70 and over)] (amended by P.A. 83-340)
14-275c Regulations re school buses and motor vehicles used to transport
special education students [re licensing and age (70 and over) (amended by
P.A. 83-340)
14-276 Licensing of school bus operators. Names of suspended or revoked
licensees furnished-upon request (re licensing and age (70 and over)
(amended by P.A. 83-340)
ADOPTED: April 10, 2001
REVISED: May 8, 2018 (Replaces 3541.22)
BUS DRIVERS’S DUTIES POLICY Page 1 of 1
Colchester Public Schools
Series 3000
Business
TRANSPORTATION: PROCEDURES FOR BUS SAFETY POLICY
The Board of Education establishes the following procedures in order to maintain safe school
transportation. The Board will, through the Superintendent of Schools, his/her designee, or
Transportation Contractor:
1. Approve each driver of a bus.
2. Require of each bus driver a physical examination before the opening of school each
September and fulfillment of requirements pertaining to alcohol and drug testing.
3. Approve all alternate bus drivers before they are permitted to drive a school bus.
Legal Reference: Connecticut General Statutes
14-276a Regulations re school bus operators; qualifications; training
14-282a Inspection districts for school buses
ADOPTED: April 10, 2001
REVISED: May 8, 2018 (Replaces 3541.35)
PROCEDURES FOR BUS SAFETY POLICY Page 1 of 1
Colchester Public Schools Transportation Form for the 2019-2020 School Year
*Attention Parents/Guardians of Grades 3, 4 & 5 Office Use Only:
students, please read below:
I consent to allow my student to be dropped off AM: ___ AMW: ___
unattended. (check yes or no): ___ yes ___ no PM: ___ PMW: ___
Colchester Public Schools Policy: Students in Grades K – 2 must have a parent/adult present at the bus stop in order to be let off the bus.
Name of Student: _____________________________________________________________________ Grade: _____ Date: _________
Home Address: ________________________________________________________________________ Phone: __________________
PRIMARY BUS: This is the primary location where the student will be picked up and dropped off
MORNING:
Every day or select days: Monday Tuesday Wednesday Thursday Friday
Name of Location: ___________________________________________________________________ Phone #: ________________
Location Address (if different from home address): __________________________________________________________________
AFTERNOON:
Every day or select days: Monday Tuesday Wednesday Thursday Friday
Name of Location: ____________________________________________________________________ Phone #: _______________
Location Address (if different from home address): __________________________________________________________________
SECONDARY (Daycare) BUS: Only fill out this info if your student travels to a secondary location.
MORNING:
Every day or select days: Monday Tuesday Wednesday Thursday Friday
Name of Location: _____________________________________________________________________ Phone _________________
Location Address: ____________________________________________________________________________________________
AFTERNOON:
Every day or select days: Monday Tuesday Wednesday Thursday Friday
Name of Location: _____________________________________________________________________ Phone__________________
Location Address: ____________________________________________________________________________________________
PARENT/GUARDIAN TRANSPORT: If you will be transporting your student to and/or from school on specific days on a
PERMANENT basis, please check applicable days below.
AM Drop off: Every day or select days: Monday Tuesday Wednesday Thursday Friday
PM Pick up: Every day or select days: Monday Tuesday Wednesday Thursday Friday
Please list all people by name who will be picking up your student (including yourself):
___________________________________________________________________________________________________________
___________________________________________________________________________________________________________
This form will allow two consistent bus stops solely for daycare due to parent/guardians’ employment or continuing education. Students will
not be assigned to more than a total of two buses. Transportation forms will be valid for one school year providing that all requirements
are continuously met.
I have read the guidelines regarding Daycare Transportation and agree to follow the policy:
Parent/Guardian Signature:_____ _________Date: _______________Effective date: _______________
Office Use Only:
Received by: _________________ ____ Approved ____ Denied ___ Sent to Director of Educational Operations ____ Sent to Bus Company
Revised AT 08 28/19
Colchester Public Schools
3541.44P
BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
TRANSPORTATION OF STUDENTS BY SCHOOL EMPLOYEES
The Board of Education prohibits employees from transporting students in employee’s
personal vehicles. The following requirements shall be observed when employees are
transporting students for a school related activity;
1. The employee must have the DMV required Public Passenger Endorsement
on their license: the “A” endorsement is required prior to operating a
student transportation vehicle used in connection with school sponsored
events and activities, but not used to transport students to and from
school. Applicants or holders of a public passenger endorsement must have
an acceptable driving record; or other legal authority to transport students;
and
2. The employee must use a district or town owned vehicle to transport
students for all off-campus trips. Approval of these trips must be obtained in
writing in advance from the superintendent and/or designee.
Ref. 6253P Field Trips
3541.44 Transportation Equipment-Privately Owned Vehicles
Policy adopted: March 13, 2001
Policy revised: May 15, 2007
Policy revised: April 17, 2012
Policy revised: August 13, 2019
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
TRANSPORTATION OF STUDENTS BY SCHOOL EMPLOYEES Page 1 of 1
Colchester Public Schools
3541.5P
BUSINESS/NON-INSTRUCTIONAL OPERATIONS
TRANSPORTATION REQUESTS AND COMPLAINTS
All requests for changes and complaints concerning school transportation, other than
student disruption on the bus, will be made to the Director of Educational Operations.
The Director of Educational Operations will review all requests and complaints and
render a decision based on the steps outlined below.
Appeals Process
A. Request for change in Bus/Van Transportation
1. Requests for a change in transportation service shall be made in writing on a form
prescribed by the Board of Education (Form #TRN-F001).
2. Upon such request, the Director of Educational Operations, in conjunction with the
bus contractor, will investigate the request and render a written decision. The Director
may consult with town agencies such as the Police Department, the Department of
Public Works, the Engineering Department, or any other available resource. Every effort
will be made to notify the parent within ten (10) school days of such decision however,
this will not always be possible.
B. Complaints Procedure
1. All complaints concerning school transportation, other than student disruption on
the bus, will be made to the Director of Educational Operations.
2. Upon such complaint, the Director of Educational Operations, in conjunction with the
bus contractor, will investigate the complaint and take appropriate actions, if any, as
necessary. The Director may consult with town agencies such as the Police Department,
the Department of Public Works, the Engineering Department, or any other available
resource. Every effort will be made to notify the parent within ten (10) school days of
results of the investigation and any actions, however, this will not always be possible.
3. The Superintendent will provide the Commissioner of Motor Vehicles with a copy of
the written record of complaints within thirty (30) days of the end of the school year.
TRANSPORTATION REQUESTS AND COMPLAINTS Page 1 of 4
C. Appeals Procedure
Provision of an appeals procedure for matters relating to the furnishing of school
transportation is as follows:
1. Any parent/guardian or student at majority age who believes that their student
transportation needs are not being properly met should review this matter with the
Director of Educational Operations.
2. If no resolution is reached under (C.1) above, the matter should be referred in writing
to the Superintendent who shall review the matter and issue a decision in writing within
ten (10) working days after receipt of this request.
3. If no resolution is reached under (C.2.) above, the parent or guardian shall be advised
of their right to request a hearing by the Board of Education concerning their request for
transportation services.
a. The Board of Education and/or their designee shall give such parent or guardian
(etc.) notice of the right to request a hearing concerning the denial of
transportation accommodations;
b. The Board of Education shall hold a hearing within ten (10) days of receipt of a
written request by the parent or guardian;
c. The Board of Education shall make a stenographic record or tape recording of
such hearing and shall, upon written request, provide the parent or guardian
with the transcript or the tape recording within thirty (30) days of such request;
d. The Board of Education shall render a written finding within ten (10) days after
such hearing;
e. Such hearing shall be held in accordance with the provisions of Sections 4-176e
to 180a, inclusive, and 4-181a of the Connecticut General Statutes;
f. If a parent or guardian is aggrieved by the findings of the Board of Education, an
appeal may be taken to the State Board of Education;
g. The findings of the Board of Education shall be upheld by the State Board of
Education unless it is determined that such findings were illegal, arbitrary,
capricious or unreasonable.
Legal Reference: Connecticut General Statutes
10-186 Duties of local and regional board of education re school
attendance. Hearings. Appeals to state board. Establishment of
hearing board.
10-221c Development of policy for reporting complaints re: school
transportation safety.
TRANSPORTATION REQUESTS AND COMPLAINTS Page 2 of 4
POLICY ADOPTED: June 12, 2001
REVISED: March 12, 2019
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
TRANSPORTATION REQUESTS AND COMPLAINTS Page 3 of 4
Form #TRN-F001
COLCHESTER PUBLIC SCHOOLS
REQUEST FOR BUS STOP/ROUTE CHANGE ADDITION OR DELETION
A separate form must be completed for students on different buses and in different
schools all decisions made in accordance with Board of Education Policy P-3541.
School: ____________________________ Bus:__________________ Date:___________
Parent’s Name:______________________ Phone (H):____________ (W): ____________
Address:________________________________________________ (Cell): ___________
Student’s Name:_____________________ Grade: _____________________
STOP LOCATION: A.M. PICKUP_________________________P.M. DROPOFF_________
Does this involve Day Care? _____YES ___NO (If yes, list day care provider information:
Day Care Provider Name: _______________________ Phone #:____________________
Address: ____________________________________
REQUEST:________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
---------------------------------------------------------------------------------------------------------------------
TO BE COMPLETED BY SCHOOL DIRECTOR OF EDUCATIONAL OPERATIONS:
_______Approved ______Denied ______Other
OFFICIAL COMMENTS:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
__________________________________ __________________
Colchester Public Schools Director of Educational Operations DATE
TRANSPORTATION REQUESTS AND COMPLAINTS Page 4 of 4
Colchester Public Schools
3542.22P
BUSINESS
SCHOOL LUNCH SERVICE EMPLOYEE’S RESPONSIBILITIES
The District Nutrition Program Coordinator/Café Manager in charge of school lunch services
shall work under the direct supervision of the Director of Educational Operations, and shall
have general charge of the cafeteria records and the planning and purchasing, as well as
supervising the preparation and serving of meals.
The District Nutrition Program Coordinator under the supervision of the Director of Educational
Operations shall recommend charges for lunches, second portions, and beverages to the Board
of Education. The District Nutrition Program Coordinator and the Director of Educational
Operations shall hire and direct the work of the personnel in the various school lunch programs.
ADOPTED: March 13, 2007
REVISION: May 14, 2013
REVISION: June 9, 2015
REVISION/ACCEPTED: November 13, 2018
SCHOOL LUNCH SERVICE EMPLOYEE’S RESPONSIBILITIES Page 1 of 1
Colchester Public Schools
Series 3000
Business
FOOD SERVICE CHARGING POLICY
The Board of Education has an agreement with the Connecticut State Department of
Education to participate in the school-based Child Nutrition Program. The Board accepts full
responsibility for adhering to the federal and state guidelines and regulations pertaining
thereto. Program meals are planned to meet the specified nutrient standards for children as
specified by the United States Department of Agriculture in accordance with their age or
grade group.
Although not required by law, but due to its participation in the Child Nutrition Program, the
Board approves the establishment of a system to permit students to charge a meal in certain
situations.
The Board realizes that funds from the non-profit School Food Service Account, according to
federal regulations, cannot be used to cover the cost of charged meals that have not been
paid.
Federal funds are intended to subsidize the meals of children, and these funds may not be
used to subsidize meals for teachers, staff or visitors. Therefore, adults are not permitted to
charge meals.
Families are able to pre-pay for meals to help ensure children have consistent access to
healthy meals.
Charging is not encouraged by the Board, but on those occasions that a student does not have
lunch money, s/he will be permitted to charge a reimbursable meal or be offered an alternate
meal. An alternate meal is any meal that differs from the day’s advertised, reimbursable meal.
An alternate meal is a cheese sandwich and milk
ADOPTED June 14, 2011
REVISED: November 14, 2017 (this policy replaces #3542.43)
FOOD SERVICE CHARGING POLICY Page 1 of 1
Colchester Public Schools
Series 3000
Business
FOOD SERVICE CHARGING REGULATION
The Board’s regulations regarding meal charging are as follows.
1. The student who charges a meal will be given the same reimbursable meal that other
children are provided. Allowable number of charged lunches are:
a. K-2: five
b. 3-5: three
c. 6-12: one
2. The School Food Service program will inform secondary level students verbally when
they have a low account balance, or when they have charged a lunch. Ala carte menu
items cannot be charged.
3. Parents of elementary school students who charge will be notified by a letter given to
the student by her/his classroom teacher or by telephone that their child has received
charged meals. Middle and high school students’ parents will receive notification by
U.S. mail, email, and/or phone.
4. After a student has reached the allowable number of charged lunches, the School Food
Service will provide an alternate meal.
5. Alternate meals will be provided until all charged amounts, including the costs for
alternate meals, are paid.
6. In the event of hardship situations, parents/guardians will be encouraged to contact the
Board’s Cafeteria Supervisor or school social worker to discuss application for free or
reduced price meals.
School administrators and cafeteria managers are expected to ensure that no student is
exposed to distress as a result of not having adequate funds to pay for a meal. Actions such as
publicizing the names of children with unpaid meal charges or any other form of identifying a
child who has charged a meal are strictly prohibited.
All correspondence and communication related to unpaid meal charges will be addressed with
the student’s parents or guardians. School personnel should not attempt to resolve unpaid
charges directly with children.
When a child leaves the district or graduates, the Cafeteria Supervisor must attempt to contact
the child’s parent or guardian in writing to return any funds remaining in the student’s account.
Families who are not approved for free and reduced lunch may donate the funds to cover
unpaid meal charges that were not collectible. If the parent/guardian does not respond to the
written notice within 30 days the funds will be donated to cover unpaid meal charges.
FOOD SERVICE CHARGING REGULATION Page 1 of 2
Delinquent Debt
Unpaid meal charges, like any other money owed to the nonprofit school food service account
(NSFSA), are considered “delinquent debt” when payment is overdue, as defined by state or
local policies. Effective with school year 2017-2018, the Connecticut State Department of
Education requires that the parent;/guardian pay all delinquent student debts no later than
June 30th to ensure that students’ accounts have a zero balance for the start of the next school
year.
Any delinquent debts that have not been recovered by June 30th will be considered “bad debt.”
Records relating to those charges must be maintained in accordance with the records retention
requirements in 7 CFR 210.9(b)(17) and 7 CFR 210.15(b).
The Chief Financial Officer shall be notified annually in June by the cafeteria supervisor of
delinquent debt associated with the nonprofit school food service account (NSFSA)
This regulation shall be placed on the District’s website and the website of each school, and will
be published at the beginning of each school year at the time information is distributed
regarding free and reduced price meals.
Legal Reference: Connecticut General Statutes
10-215 Lunches, breakfasts and other feeding programs for public school children and
employees.
10-215a Nonpublic school and nonprofit agency participation in feeding programs.
10-215b Duties of State Board of Education re feeding programs.
State Board of Education Regulations
Operational Memorandum #19-10, State of Connecticut, Bureau of Health/Nutrition, Family
Services and Adult Education
"Unallowable Charges to No-profit School Food Service Accounts and the Serving of Meals to
No-paying Full and Reduced Price Students"
National School Lunch Program and School Breakfast Program; Competitive Foods. (7 CFR Parts
210 and 220, Federal Register, Vol 45 No. 20, Tuesday, January 29, 1980, pp 6758-6772
ADOPTED: November 14, 2017
FOOD SERVICE CHARGING REGULATION Page 2 of 2