FISCAL POLICY MANUAL

 

AMERICAN LEADERSHIP ACADEMY

FISCAL POLICY MANUAL

Approved June, 25th 2020


All ALA employees are expected to be aware of and shall comply with the fiscal policies herein. 

ALA employees are also expected to be aware of and comply with the Utah Public Officers’ and Employees’ Ethics Act and the Utah Educator Standards as applicable.

  

If you are aware of or suspect 1) waste or misuse of public funds or property, 2) violation of a law, rule, or regulation or 3) gross mismanagement, please report it. 

“Any school employee who becomes aware of or suspects willful violation of any school fiscal policy shall report such to the Executive Director immediately.” 

Employees who report such matters are protected by Section 3 of the Utah Protection of Public Employees Act (see Utah Code 67-21).


Table of Contents

SECTION 1: FUDICIARY RESPONSIBILITIES AND DUTIES

PURPOSE

This section establishes policy governing the fiduciary responsibilities and duties involving public funds and applies to all school administrators, licensed educators, staff, students, organizations, and individuals who handle public funds.


RESPONSIBILITIES AND AUTHORITY

1. The Board of Trustees directs and controls all school assets in the school (Utah Code 53A-2- 108(2)). They are also authorized and directed to (1) adopt bylaws and rules for its own procedures; (2) enforce rules necessary for the control and management of the school; and (3) do all other things necessary for the maintenance, prosperity, and success of the school and the promotion of education (Utah Code 53A-3-14, 15, and 20).

2. The Executive Director is the budget officer of the school.

3. Subject to the direction of the Executive Director, the Business Administrator shall among other things (1) be custodian of all school funds; (2) be responsible and accountable for all money received and disbursed; (3) keep accurate records of all revenues and their sources; (4) use uniform procedures which shall be in accordance with generally accepted accounting principles or auditing standards; (5) ensure that adequate internal controls are in place to safeguard the school’s funds (Utah Code 53A-3-303); and (6) be authorized to assign portions of fund balance intended to be used for specific purposes.

4. According to R277-114-3 for each program, the Executive Director shall design and implement a consistent monitoring plan or process that includes standards for both program outcomes and program financial compliance. The Executive Director shall notify all recipients of the initiation of or changes any monitoring plan or process. The Executive Director shall monitor compliance with program outcomes and requirements, reporting requirements, and financial requirements.

5. In all activities, school employees shall comply with the Utah Public Officers’ and Employees ’Ethics Act (Utah Code 67-16) and other school policies. Educators shall also comply with Utah Educator Standards (Utah Admin. Code R277-515). In particular, employees shall refrain from using his/her position of influence to profit commercially or benefit personally from parties interested in conducting business with the school. Employees should not sell products or services offered by a family owned business unless the transaction is arms-length and the employee receives express permission from the fiscal administrator after disclosing the potential conflict of interest. This provision is not intended to prevent employees from communicating opportunities for extracurricular involvement or other enrichment activities.


SEGREGATION OF DUTIES

To ensure that no single individual is placed in a circumstance where she/he can cause or conceal accounting irregularities (or be vulnerable to others doing so), the business administrator, whenever possible, shall separate the following three key duty types at his/her sites among available staff so that no one employee performs more than two of the following key duty types:

1. Custody – having access to or control over any physical asset such as cash, checks, equipment, supplies, or materials;

2. Authorization – the process of reviewing and approving transactions or operations; and

3. Record keeping – the process of creating and maintaining records of revenues, expenditures, inventories, and personnel transactions to include reconciliations.


GENERAL POLICIES

1. During the spring of each year, the Business Administrator shall establish a balanced budget for each non-categorical program at their location for the coming year. The Business Administrator may enlist the assistance of specific employees with responsibility for a team, club, class, or program to prepare a proposed budget for the same in the format determined by the Business Administrator. The Business Administrator shall review each proposed budget and make any necessary adjustments before approving. The Business Administrator should use each program’s approved budget to make informed decisions whether to authorize activities that generate funds and approve expenditures of funds.

2. The Business Administrator shall take every reasonable precaution to safeguard the school’s financial assets and resources from theft, robbery, vandalism, and unauthorized use. This specifically includes the following:

a. The Business Administrator shall not authorize the use of public funds for personal use expenditures.

b. The Business Administrator shall not sign or allow to be signed, blank or incomplete financial related documents.

c. When a signature or initials are required to indicate authorization of school financial matters, prior to doing so the Business Administrator shall give timely and adequate review of supporting documents to establish the following:

i. Allowability – Generally, all expenditures must comply with the school’s policies and procedures. However, specific grants may impose stricter requirements that must be followed. It is expected that grant-funded purchasers are aware of applicable restrictions and ensure full compliance with a grant’s requirements.

ii. Correct and adequate budget.

iii. Original and sufficient documentation to establish the:

1. Amount of the expenditure.

2. Date and place of the expenditure.

3. List of what was purchased.

d.  The Business Administrator shall avoid advance payments or prepayments whenever possible. It is prudent business practice not to pay for goods or services until they have been received in good order or rendered satisfactorily.

4.  Any school employee who becomes aware of or suspects willful violation of any school fiscal policy shall report such to the Business Administrator immediately.

5.  The Records Officer at each site shall ensure that records are maintained and destroyed in accordance with the Utah School District General Retention Schedule (Utah Code 63G-2- 604).

6.  No school employee shall misuse public funds. (See Utah Code 76-8-402.)


IMPROPER USE OF SCHOOL PROPERTY OR EMPLOYMENT

1. Employee Theft

a.  The School does not tolerate any type of theft including that of school property that is perceived by employee(s) as having no remaining value to the school. The school expects its employees to conduct themselves in an ethical manner regarding any and all school property.

b.  Any school employee who becomes aware of or suspects willful theft or misuse of school property is obligated to report the matter to an appropriate administrative supervisor.

c.  Neither the school nor any of its administration may take adverse action against an employee because the employee, or a person authorized to act on behalf of the employee, communicates in good faith the waste or misuse of public funds or property. (Utah Code 67- 21-3).

2.  Use of Employment for Personal Purchases

a.  The Utah Public Officers’ and Employees’ Ethics Act prohibits school employees from using their positions to acquire private economic or other interests that are substantially different from those available to the general public.

b.  Employees shall not open accounts or memberships with merchants using the name or tax id number of the school for personal use. 

c.  Employees shall keep school and personal business separate.

d.  Personal business shall not be transacted on school time.

3.  Employees are not authorized to take school vehicles home at the end of a regular day unless authorized by the Executive Director. 

 

AUDITS

The school has a fiduciary responsibility to the public to spend funds for the purpose for which they were collected. To make sure funds are spent according to State and Federal law the school will be audited by external auditors on an annual basis. An audit will consist of examining a sample of transactions and activities for compliance and accuracy. An audit will also consist of discussions with key personnel concerning knowledge of policies and proper procedures. In addition to auditing the financial records of the school, the external audit firm will also audit membership records.

AUDIT COMMITTEE

The audit committee is comprised of two board of trustee members and other members of the committee such as the Executive Director and Business Administrator.

The audit committee’s main function is to focus on various aspects of financial reporting and compliance with financial requirements. This includes reviewing financial statements, ensuring that administration properly develops and adheres to a sound system of internal controls consistent with the requirements of Utah Code R277-113, and handling financial complaints that come to the board or the office and determining what needs to be done.


SECTION 2: BUDGET PREPARATION AND ADMINISTRATION

PURPOSE

The purpose of the budget principles and policies of American Leadership Academy is to identify the guidelines that we intend to honor throughout our budgeting process as well as provide specific oversight regarding the preparation and administration of the budget as outlined in Utah State Code.


BUDGET PROCESS GUIDING PRINCIPLES

1.  Goals for student achievement should be a priority for the budget process.

2.  The budget process seeks to allocate available resources in a way that will create the most benefit for the students, including academic instruction as well as safety and security.

3.  The budget process will encourage review of past spending decisions, including identifying and discontinuing programs that are not achieving their objectives or are not as cost effective as available alternatives.

4.  The budget will work to ensure that every student is given an equal chance to succeed through equity in funding among the general student population as well as providing extra support for struggling students.

5.  The school will maintain a long-term perspective in the budgeting process to ensure consistent application of proven strategies to better achieve student performance goals.

6.  The school will be transparent in the budgeting process.


OPERATING BUDGET GUIDELINES

1.  The school will avoid budgetary procedures that cover current expenditures at the expense of meeting future years’ expenditures. 

2.  The school will maintain a budgetary control system to assist in following the budget plan. 

3.  The school will prepare monthly reports comparing actual revenues and expenditures to budgeted amounts and emailing the report to the Board of Trustees.

4.  Where possible, the school will integrate performance measurement and productivity indicators with the budget.


CAPITAL IMPROVEMENT GUIDELINES

1.  The school will budget for major capital projects in accordance with the priorities of the Board of Trustees.

2.  The school will maintain all assets as a level adequate to protect the school’s capital investment and to minimize future maintenance and replacement costs. 

3.  The school will identify the estimated costs and potential funding sources for each capital project proposal before it is submitted to the board for approval. 

4.  The school will restrict any new or replacement construction to be consistent with state guidelines.


DEBT MANAGEMENT GUIDELINES

1.  The school will confine long-term borrowing to capital projects and purchases of equipment, as required by law. 

2.  The school will meet all debt service obligations when due. 

3.  The school will maintain communication with their bond rating agency about its financial condition. The school will follow a policy of full disclosure in every financial report and official statement.


BUSINESS ADMINISTRATOR GUIDELINES

1.  Presenting a balanced budget and maintaining the budget as directed by the Board. 

2.  Maintaining a five percent (5%) General Fund reserve as allowed by Utah Code.

3.  Striving for an unqualified Audit Report with minimal management letter issues.

4.  Maintaining a Fiscal Policy Manual outlining school financial operations, procedures, and requirements.

5.  Executing purchases and contracts on behalf of the school and the Board of Trustees.

6.  Ensuring school compliance with the Utah Money Management Act.


SECTION 3: CASH RECEIPTS

PURPOSE

This section establishes policy governing the handling of all monetary transactions involving cash receipts and applies to all departments as well as all administrators, educators, staff, students, organizations, and individuals that handle cash receipts or accept payment in any form on behalf of the school.


GENERAL POLICIES

1.  All money collected from students during school hours will be done through the Junior High fee secretaries.

2.  All checks payable to the school shall be stamped “For Deposit Only American Leadership Academy”. Checks that are postdated shall not be accepted.

3.  Cash receipts in the form of student fees shall correspond with the approved fee schedule, as required by Utah Code 53A-12-102 and USBE Rule 277-407-5.

4.  Cash receipts shall be accompanied by adequate supporting documentation as established by the Business Administrator. Supporting documents shall be reconciled with school cash received. Any discrepancy shall be clearly identified and brought to the attention of the Business Administrator.

5.  Incoming cash will be counted by two individuals.

6.  If funds are received outside of school hours, the fiscal administrator or her/his designee shall lock cash receipts in a secure location until the next business day when the cash receipts and associated supporting documentation can be remitted to the finance office. 

7.  Cash receipts may not be used to make purchases, pay reimbursements, or establish refund or change funds.

8.  All cash receipts shall be kept in a secure controlled location at the school until they are deposited in a school approved bank account. Under no circumstances are funds to be kept in an unsecure location. 

9.  Pursuant to Utah Code 51-4-2(2)(a), all public funds shall be deposited within three business days after receipt.

10.  All cash receipts must be recorded in the school’s accounting records using an account code that accurately reflects the type of cash receipt being received. 

11.  Access to the school’s accounting system shall be secured and safeguarded by restricted passwords.


SECTION 4: STUDENT FUNDRAISING 

PURPOSE

The purpose of this policy is to establish American Leadership Academy policy and procedures governing the initiation, authorization, and review of all fundraising activities of the LEA schools. This policy is intended to create practices that adequately safeguard public funds, provide for accountability, and ensure compliance with state and federal laws.

ALA encourages community and business partnerships that enhance and supplement the public education system. ALA also desires to protect students, parents, teachers, and school administrators from over-commercialization and fundraising efforts that are coercive and disruptive to the education processes, threatening to the health and welfare of students, or lacking in educational merit.


SCOPE

This policy applies to all ALA administrators, licensed educators, staff members, students, organizations, volunteers and individuals who initiate, authorize, or participate in fundraising events or activities for school-sponsored events.

It is expected that in all dealings, ALA and school employees will act ethically and consistent with the Utah Educators Standards, the Public Officers’ and Employees’ Ethics Act, and State procurement law.


GENERAL POLICY STATEMENTS

1.  “Public funds” are money, funds, and accounts, regardless of the source from which the funds are derived, that are owned, held, or administered by the state or any of its political subdivisions, including ALA (Utah Code 51–7–3[26]).

2.  Fundraising is permitted within ALA to allow the schools to raise additional funds to supplement school-sponsored academic and co-curricular programs.

3.  “School-sponsored” means activities, fundraising events, clubs, camps, clinics, programs, sports, etc., or events, or activities that are authorized by the school and support ALA or authorized curricular school clubs, activities, sports, classes or programs that also satisfy one or more of the following criteria. The activity:

a.  Is managed or supervised by ALA or a school employee.

b.  Uses the school’s facilities, equipment, or other school resources.

c.  Is supported or subsidized, more than inconsequently, by public funds, including the public school’s activity funds or minimum school program dollars.

d.  Does not include non-curricular clubs specifically authorized and meeting all criteria of Utah Code 53A–11–1205 through 1208.

4.  “Group fundraiser” or “group fundraising” means a fundraising activity where the money raised is used for the benefit of the group, team, or organization.

5.  “Individual fundraiser” or “individual fundraising” means a fundraising activity where money is raised by each individual student to pay the individual student’s fees.

6.  All fees for school-sponsored activities must be properly noticed and approved by the local board of education and are subject to fee waiver provisions in R277–407.

7.  ALA, consistent with policy, has the responsibility to waive fees, if appropriate. Individual teachers, coaches, advisors, etc. do not have the authority to waive board-approved fees.

8.  ALA will review all planned camps, clinics, activities, and fundraisers and determine those designated as school-sponsored. Those not designated as school-sponsored will follow the non- school-sponsored fundraisers.

9.  All monies raised through fundraisers for school-sponsored activities are considered public funds. ALA is ultimately responsible for the expenditure and allocation of all monies collected and expended through student, school organized fundraising.

10.  The collection of money associated with fundraisers for school-sponsored activities will comply with the school’s cash receipting policies.

11.  The expenditure of any public funds associated with fundraisers for school-sponsored activities will comply with the school’s cash disbursement policies. 

12.  Properly approved school-sponsored activities may:

a.  Use the school’s name, facilities, and equipment.

b.  Utilize ALA employees and other resources to supervise, promote, and otherwise staff the activity or fundraiser.

13.  School-sponsored activities must comply with all fee approval and fee waiver provisions established in Utah Code and Utah State Board of Education rules.

14.  Authorization and supervision of fundraising for school-sponsored activities:

a.  Fundraising at the school shall be approved in writing, prior to the activity, by the business administrator and ensure that the activity is appropriately classified as a school sponsored activity.

b.  Donations from individuals or organizations will follow ALA’s gift and donation policy.

c.  The sale of banners, advertising, signs, or other promotional material that will be displayed on school property must be approved before the items are initiated or printed, and must meet community standards. Partisan or political advertising and advertising for products that are prohibited by law for sale or use by minors, such as alcohol, tobacco, or other substances that are known to endanger the health and well-being of students, are prohibited.

d.  All fundraising projects for construction, maintenance, facilities renovation or improvement and other capital equipment purchases must be approved in writing by the business administrator, the Executive Director, and the ALA board. (See capital fundraising section below.)


GENERAL FUNDRAISING STANDARDS

1.  ALA reserves the right to prohibit, restrict or limit any fundraising activities.

2.  Faculty and student participation in fundraisers is typically voluntary. However, employees may be directed to supervise specific activities as an employment assignment. Students, including fee-waiver-eligible students, may be required to participate fully in school, team, or group-wide fundraisers in order to benefit from fundraisers.

3.  Participation in fundraising shall not affect a student’s grade. Students shall not be required to participate in fundraising activities as a condition of belonging to a team, club or group, nor shall a student’s fundraising effort affect his/her participation time or standing on any team, club or group, except as to fee waiver requirements.

4.  Parents will be notified of any required group fundraiser. The notification will include a description of the required group fundraiser and the estimated participation time required of the student or parent.

5.  Competitive enticements for participation in fundraisers are discouraged. If prizes or rewards are offered by a selected fundraising vendor, they should only be awarded to groups, classes or students, and must be disclosed and approved prior to the fundraiser. Rewards, prizes, commissions, or other direct or indirect compensation shall not be received by any teacher, activity, club or group director, or any other school employee or volunteer.

6.  The school may not impose a sales quota (or the like) as part of fundraising efforts, and students or parents shall not be required to pay for any unsold items, or pay for goals not met.

7.  Suitable procedures must be used by the school, administrators and supervising faculty to safeguard students and funds collected. Procedures must be clearly communicated to parents.

8.  Approval may be denied for fundraising activities that would expose the school to risk of financial loss or liability if the activity is not successful.

9.  Fundraising activities shall be age appropriate, and shall maintain the highest standards of ethical responsibility and integrity.

10.  Fundraising revenues should be accounted for at an individual contribution level or participation level. Participation logs should be retained and turned into the accounting office to be included with the deposit detail.

11.  Employees who approve, manage, or oversee fundraising activities are required to disclose if they have a financial or controlling interest or access to bank accounts in a fundraising organization or company.

12.  Records of all fundraising efforts shall be open to the parents, students and donors, including accurate reporting on participation levels and financial outcomes. This policy does not require the release of students’ personally identifiable information protected by FERPA.


NON SCHOOL SPONSORED FUNDRAISERS

1.  Activities, clubs, groups and their associated fundraisers or other activities that are not school- sponsored or groups, clubs, sports, and programs that are not managed by ALA employees are deemed to be non-school-sponsored. Non-school-sponsored activities may:

a.  NOT use the school’s name without express ALA permission.

b.  NOT use the school’s facilities, equipment, and other assets or staff unless a facilities use agreement is initiated and approved. These agreements should follow ALA policy for other facilities use agreements.

c.  NOT utilize ALA employees (in their official capacity) and other resources to supervise, promote, and otherwise staff the activity or fundraiser.

d.  NOT be insured under ALA’s risk management or insurance policy. Non-school sponsored activities must provide their own insurance through a third-party insurer.

e.  Not co-mingle public funds and private fundraising proceeds or expenditures.

f.  Not use school records to contact parents or students.

2.  Parental notification by an ALA employee is required if ALA employees are involved in the planning, administration, advertising, or serving as staff for a non-school-sponsored activity and if ALA students are involved.

3.  Funds, donations, or gifts generated through non-school-sponsored activities or events may be donated to the school to support specific programs, teams, groups, clubs, etc. All donations or gifts shall follow the guidance established in ALA’s donations and gifts policy.

4.  Non-school-sponsored activities may work in conjunction with the school to raise funds. ALA may allow these groups to use ALA facilities at little or no charge in exchange for contributions or percentages of proceeds. These arrangements shall be set forth in a written agreement or contract, and all transactions will be conducted as “arm’s-length transactions.” These agreements shall take into consideration ALA’s fiduciary responsibility for the management and use of public funds and assets. The terms of these contracts will be approved by the Executive Director, the facilities use agreement approver, and the business administrator.

5.  Non-curricular clubs specifically authorized under Utah Code 53A–11–1205 through 1208 are not considered school-sponsored.


CAPITAL FUNDRAISING/LARGE FUNDRAISING PROJECTS

1.  All fundraising projects for construction, maintenance, facilities renovation or improvement, and other capital equipment purchases must be approved in writing by the business administrator, the Executive Director, and the board. Prior to the initiation of a large capital drive or specific fundraising drive, the following will be provided to the business administrator for evaluation and recommendation to the Executive Director:

a.  Prospective construction, maintenance or renovation plans and estimated costs

b.  Proposed naming opportunities

c.  Proposed fundraising timeline

d.  Loans or financing agreements

e.  Maintenance or upkeep requirements and costs

f.  Assurances of compliance with Title IX (e.g., available for use by both male and female students and/or for several purposes or activities)

2. The Executive Director will make a recommendation to the ALA board. The board reserves the right to tentatively approve plans, pending fundraising, donations, equity, or other conditions.


SECTION 5: DONATIONS AND OTHER RESOURCE DEVELOPMENT

PURPOSE

The purpose of this policy is to establish policy and procedure governing the acceptance, valuation, and recognition of all types of donations, gifts, and sponsorships for American Leadership Academy. This policy is intended to create practices that adequately safeguard public funds, provide for accountability, and ensure compliance with all state and federal laws.

American Leadership Academy encourages and supports community and business partnerships that enhance and supplement the public education system. American Leadership Academy is committed to work effectively with donors and sponsors to provide donation receipts, as required by law, and to facilitate the donors’ charitable intent to the extent that the intent of the donation is in harmony with American Leadership Academy goals and the law, and is appropriately approved.

American Leadership Academy is ultimately responsible for the accounting, custody, expenditure and allocation of all monies, including those that are obtained through donations, gifts, and sponsorships. American Leadership Academy is accountable for and must comply with all federal and state laws and rules, regardless of the source of funds.

The board also desires to protect students, parents, teachers, and school administrators from over- commercialization and restrictions or requirements that are coercive, distracting, or disruptive to the education processes, threatening to the health and welfare of students, or lacking in educational merit.

American Leadership Academy reserves the right to decline, restrict, or redirect donations, gifts, and sponsorships.


SCOPE

This policy applies to all administrators, licensed educators, staff members, students, organizations, volunteers, and individuals who receive, authorize, accept, value, or record donations, gifts, or sponsorships for the school.

It is expected that in all dealings, American Leadership Academy and school employees will act ethically consistent with the school’s ethics training, the Utah Educators’ Standards (R277-515), the Public Officers’ and Employees’ Ethics Act (Utah Code 67-16), and State procurement law (Utah Code 63G-6a).


GENERAL POLICY STATEMENTS

1.  “Public funds” are defined as money, funds, and accounts, regardless of the source from which the funds are derived, that are owned, held, or administered by the state or any of its political subdivisions, including American Leadership Academy or other public bodies [Utah Code 51-7- 3(26)]. All monies received through donations, gifts, or sponsorships are considered public funds.

2.  All funds, property, or goods donated become public funds and the property of the school, and should be used for the purpose for which they were donated and in accordance with State and school policies.

3.  The school is committed to appropriate distribution of unrestricted funds and the management of donations and gifts to ensure that the educational opportunities for all students are equal and fair.

4.  The school will comply with all applicable state and federal laws; the State procurement code (Utah Code 63G-6a); State Board of Education rules, including construction and improvements; IRS Publication 526 “Charitable Contributions”; and other applicable IRS regulations.

5.  The collection of funds or assets associated with donations, gifts, or sponsorships will comply with the school's cash receipting policies. The expenditure of any public funds associated with donations, gifts, or sponsorships will comply with the school's cash disbursement policies.

6.  Donations, whether in-kind, cash, or otherwise, shall be complete transfers of ownership, rights, privileges, and/or title in or to the donated goods or services and become exclusive property of American Leadership Academy upon delivery.

7.  School employees may not direct operating expenditures to outside funding sources to avoid the school's procurement rules (operating expenditures include equipment, uniforms, salaries or stipends, improvements or maintenance for facilities, etc.).

8.  School employees must comply with the school procurement policies and procedures, including complying with obtaining competitive quotes; bid splitting; and not accepting gifts, gratuities, or kickbacks from vendors or other interested parties.

9.  Donations and gifts should be accounted for at an individual contribution level.

10.  Donations, gifts, and sponsorships shall be directed to the school's program(s). Donations, gifts, and sponsorships shall not be directed at specific school employees, individual students, vendors, or brand name goods or services.

11.  Donated funds shall not compensate public employees, directly or indirectly.

12.  Donations or gifts shall not be accepted that advertise or depict products that are prohibited by law for sale or use by minors, such as alcohol, tobacco, or other substances that are known to endanger the health and well-being of students.

13.  Donations, gifts, and sponsorships given by vendors to specific programs (e.g., drama, sports teams) or school employees shall be evaluated for compliance with Utah Code 63G-6a-2304.5, “Gratuities, Kickbacks, Unlawful use of position or ” As required by state law, donations will only be accepted where there is no expectation or promise, expressed or implied, of remuneration or any undue influence or special consideration. School employees are not permitted to accept personal payment or gratuities in any form from a vendor or potential vendor as a precondition for purchase of any product or service.

14.  Donations and gifts over $500.00 will be provided with an acknowledgment of the contribution from the school for IRS purposes. The acknowledgment will be in the form of a receipt issued by the foundation or business administrator. These receipts will be generated from the information provided on the “Donations, Gifts, and Sponsorships” form.


PROCEDURES FOR DONATIONS, GIFTS, AND SPONSORSHIPS

1.  Types of Donations, Gifts, and Sponsorships

a.  Products

The school may accept donated products which carry the donor company's name, trademark, logo, or limited advertising on the product (e.g., cups, T-shirts, hats, instructional materials, furniture, office equipment, etc.). These items shall be valued at fair market value at the time of the contribution. If advertising or other services are offered in exchange for the donation or gift, this may alter the contribution amount.

b.  Cash Donations

1.  Cash donations are welcomed and may be accepted from private individuals, companies, organizations, clubs, foundations, and other appropriate entities.

2.  Cash donations may be used to fund or enhance programs, facilities, equipment, supplies, services, etc.

3.  Cash donations may not be used to hire regular classroom teachers, thereby altering the staffing ratios. However, classroom assistants, coaching assistants, or specialists of any kind, including individuals who may hold educator licenses, may be hired using the funds received. Donations to fund such positions shall be made to a program, school, division, or department—not directly to individuals—and employment will be processed through the school’s Human Resources Department and Payroll Department. The school or school administration reserves the right to decline or restrict these types of donations if they create inequitable environments in the school or, interfere with educational goals, or for any other reason determined by the school.

c.  Equipment, Supplies, or Goods

The school may accept donated equipment, supplies or goods for use in the school. These items shall be valued at the fair market value at the time of the contribution. If advertising or other services are offered in exchange for the donation or gift, this may alter the valuation amount.

2.  Approval and Acceptance of Donations, Gifts, and Sponsorships

a.  Donations, gifts, and sponsorships valued at more than $500 must be documented on the LEA “Donation, Contribution, or Sponsorship” form. This form must be completed and retained in the LEA or school accounting records. A copy of the completed form will be sent to the foundation or business administrator and a receipt for charitable contribution purposes will be issued to the donor.

b.  Approval levels are as follows:

1.  Money, goods, supplies, or in-kind donations, gifts, or sponsorships valued at $500 -$10,000 must be documented on the school's “Donation, Contribution, or Sponsorship” form and be approved by an administrator prior to acceptance.

2.  Money, goods, supplies or in-kind donations, gifts, or sponsorships valued at $10,000 -$50,000 must be documented on the school's “Donation, Contribution, or Sponsorship” form and be approved by the business administrator and director, prior to acceptance.

3.  Money, goods, supplies or in-kind donations, gifts, or sponsorships valued at more than $50,000 must be documented on the school's “Donation, Contribution, or Sponsorship” form and be approved by the school's board, prior to acceptance.


CAPITAL DONATIONS OR GIFTS/LARGE DONATIONS OR GIFT PROJECTS

1.  All donations or gifts for construction, maintenance, facilities renovation or improvement and other capital equipment purchases must be approved by the business administrator, the director, and the board. Prior to the initiation of a large capital drive or specific fundraising drive, the following will be provided to the business administrator for evaluation and recommendation to the director:

a.  Prospective construction, maintenance or renovation plans and estimated costs

b.  Proposed naming opportunities

c.  Proposed donation or gift timeline

d.  Loans or financing agreements

e.  Maintenance or upkeep requirements and costs

2.  The director will make a recommendation to the board. The board reserves the right to tentatively approve plans, pending donations, gifts, equity, or other conditions.

3.  All physical facilities are owned and operated by the No part of any school facility or capital equipment may be named for a donor without the express written consent of the board.

4.  The school shall only grant naming opportunities that are consistent with the mission and educational objectives of American Leadership Academy. Decisions regarding naming opportunities are within the sole discretion of the board.


ADVERTISING

1.  The School may receive revenue through the sale of advertising.

2.  The acceptance of advertising by the school is not to be construed as an endorsement for an organization or product.

3.  The school may accept donated products that carry the donor company’s name, trademark, logo, or limited advertising on the product provided there are no obligations or added costs for students, patrons, or school employees.

4.  Advertising in athletic or fine arts programs, and posters for special activities is permitted provided such advertisements meet school standards.

5.  Advertising for products or services that are prohibited by law for sale or use by minors such as alcohol, tobacco, or other substances that are known to endanger the health and well-being of students are prohibited.


SCHOOL STORES AND CONCESSIONS

1.  The Business Administrator may authorize the generation of revenue through the operation of a school store operated by students and overseen by an advisor.

2.  An inventory shall be maintained in any school store operation.

3.  Cash receipts from a school store shall be turned into the finance office on a daily basis and reconciled with the finance secretary.

4.  The advisor shall make a report to the Business Administrator at the end of every semester on the school store operations that shall include an income statement and balance sheet.

5.  All cash receipts from concessions must be turned in on the next business day after the activity where the concessions were sold.

6.  All concession cash receipts must be counted by two individuals.


SECTION 6: BANKING AND OTHER INSTITUTIONAL ACCOUNTS

PURPOSE

This section establishes policy governing the opening, using, and reconciliation of all bank accounts into which public funds are deposited and maintained.


AUTHORIZATION OF ACCOUNTS

1.  All bank accounts shall be authorized by the Business Administrator and monitored by the finance office. School employees shall not open or operate unauthorized bank accounts for receiving or expending public funds.

2.  Outside organizations or entities are not permitted to use the school’s tax ID or sales tax exemption number.

3.  The appointed members of the Board of Trustees and Business Administrator shall be authorized to sign on all school bank accounts.


DEPOSITS, DISBURSEMENTS, AND RECONCILIATIONS

1.  All cash receipts of public funds controlled by the school shall only be deposited into authorized school bank accounts.

2.  School bank accounts shall not be used for non-school purposes.

3.  Funds shall only be disbursed from a school bank account via an authorized check or electronic transfer, and disbursements shall be restricted to authorized school business.

4.  Monthly reconciliations shall be performed by the Business Administrator.


SECTION 7: PURCHASING AND PROCUREMENT

PURPOSE

This policy is created to enable American Leadership Academy to purchase, establish contracts, and carry on procurement functions, to ensure the fair and equitable treatment of all persons who deal with the procurement system of the school; to foster broad-based competition within the free enterprise system; and to ensure that taxes and other public funds are used appropriately. These policies, guidelines, and procedures (unless otherwise deemed appropriate by the business administrator) are applicable to all funds administered by American Leadership Academy.


AUTHORITY

The business administrator is delegated authority by the Board of Trustees to carry out the procurement functions of the school and to ensure such functions are in accordance with established policies and written procedures.


PURCHASING GOALS

1.  To obtain the best value on all purchases. It is the goal of the school to assist employees in obtaining necessary supplies and equipment to perform their functions at the lowest cost to the school.

2.  To treat all vendors fairly. As a public entity the school is obligated to provide an equal opportunity to all interested vendors.


SCOPE

1.  This policy applies to all purchases made by the school. The policy applies regardless of the source of the money to be expended, including, but not restricted to:

a.  State and federal grants

b.  Donations

c.  Fees

d.  Revenue generated by programs, departments, etc.

2.  This policy shall apply to all purchases made through school approved purchase orders, expenditure requests, purchasing cards, and school requisitions.

3.  This policy applies to all purchases of supplies, equipment, materials, construction, real property, and services.


GENERAL GUIDELINES

1.  The purchasing department is not authorized to make personal purchases for faculty or staff members.

2.  The purchasing department may question the quality, quantity and kind of materials requisitioned on purchase orders, and suggest alternate items. The school will normally go with the recommended vendor provided the bid can be justified.

3.  No purchase order shall be initiated unless funds are available in the budget to cover the cost, unless otherwise approved by the business administrator. This is ensured as the purchase order is processed and the appropriate budget is encumbered for the amount of the purchase.

4.  Any items purchased through the State of Utah purchasing contract are exempt from the bidding requirements. 

5.  Questions concerning purchasing policies should be directed to the Executive Director or business administrator.


PURCHASE APPROVAL

All transactions that result in a commitment of school funds shall be approved by the applicable school administrator prior to making any purchases.

1.  Purchases of goods and services shall be executed by submitting a purchase order.

2.  Refunds of fees or other reimbursements to students, parents, and employees shall be documented by receipts, registration/withdrawal forms, sales slips, etc., which are submitted prior to the issuance of a check.


COMPETITIVE SOLICITATIONS

1.  Utah State Law imposes particular requirements for the different dollar amounts of purchase.

2.  Artificially dividing a purchase:

a.  Utah Code 63G-6a-408 makes it unlawful to intentionally divide a procurement purchase into one or more smaller purchases to divide an invoice or purchase order into two or more invoices or purchase orders, or to make smaller purchases over a period of time.

1.  This means that intentionally splitting a purchase of similar items that would typically be purchased at the same time from the same vendor to avoid requiring competitive quotes is unlawful (.e.g., uniforms, club or athletic equipment, textbook orders, etc.). This includes dividing the purchases or invoices over a short period of time, or making separate purchases over a period of time.

2.  It may be determined after an order is placed or received that a large enough quantity was not ordered or the correct sizes were not obtained, and that additional items must be ordered. If this occurs, the employee initiating the purchase must include a written explanation of the purpose of the purchase and justification as to why it is not considered splitting a purchase. This should be retained with the vendor invoice.

3.  Penalties for violating this statute are outlined in Utah Code 63G-6a-2305 and 2306. Penalties range from a class B misdemeanor to a second degree felony, depending on the total value of the divided procurements.


THRESHOLDS

The “individual procurement threshold” for the school is $3,000. This is the maximum amount that the school can expend to obtain a single item/service from one vendor at one time without requiring competitive purchasing (Utah Code 63G-6a-408, Administrative Code R33-3).

The “single procurement aggregate threshold” for the school is $5,000. This is the maximum amount that the school can expend to obtain any combination of individual procurement items/services costing lessthan $1,001 from one vendor at one time up to $5,000. (Utah Code 63G-6a-408, Administrative Code R33- 3.

The “annual cumulative threshold” for the school is $50,000. This is the maximum total annual amount that the school can expend to obtain individual procurement item(s) costing less than $1,001 purchased from the same vendor during the fiscal year (July 1 – June 30) not to exceed $50,000. If a purchase exceeds $50,000, it is not considered a small purchase and shall be processed through a bidding process or a request for proposal (RFP) process (Utah Code 63G-6a-408 and Administrative Code R33-3).

Professional services, such as architectural, engineering, accounting, legal, or consulting services less than $100,001 shall be acquired using a competitive bidding or RFP process, or by selecting a provider from an approved potential vendor list created using an invitation for bids or an RFP under provisions in Utah Code 63G-6a-403 and 404 Administrative Code R33-3.

Small construction projects:

1.  Costing less than $25,001 may be procured by direct award without seeking competitive bids or quotes after documenting that all applicable building code approvals, licensing requirements, permitting and other construction related requirements are met.

2.  Costing between $25,001 and $80,000 may be procured by obtaining a minimum of two (2) competitive bids or quotes that include minimum specifications and be awarded to the contractor with the lowest bid or quote that meets the specification after documenting that the requirements are met from (1).

3.  Costing more than $80,000 are not considered small construction projects and must follow the requirements outlined in Utah Code 53A-20.


OBTAINING QUOTES 

1.  If using state contracts three quotes are not necessary. If not then follow these procedures.

2.  If the total purchase is between:

a.  $0-$1,000

The purchaser may select the best source without seeking competitive quotes. The signature of the authorized officer for the department or administration are required on the purchase order or check request form. If the purchase is made using a school credit card, the employee should follow the credit/purchase card policy below.

b.  $1,001-$10,000

The purchaser shall obtain at least two (2) competitive quotes and purchase item/service from supplier offering the lowest quote. Quotes must be attached to the purchase documentation and maintained as part of the school’s records. 

c.  $10,001-$50,000

The purchaser shall obtain at least two (2) competitive quotes and purchase item/service from supplier offering the lowest quote meeting specifications. Quotes must be attached to the purchase documentation and maintained as part of the school’s records. The signature of business administrator, director and two board members are required on the purchase order.

d.  Greater than $50,001

The LEA shall enter into a competitive bid process or RFP in compliance with Utah Code 63G-6a sections 601-612 and 701-711, or use an approved vendor list with an invitation for bids or an RFP in compliance with Utah Code 63G-6a-403 and 404. If a bid process is utilized, select the lowest responsive and responsible bidder that meets the objective criteria described in the invitation to bid. Supporting documents must be retained and maintained as part of the school’s records. The signature of business administrator, director and two board members are required for final approval.

e.  Less than $100,001 for professional services

When acquiring professional services such as accounting, legal, consulting, architectural, or engineering goods or services valued less than $100,001; the school shall follow the policy in section e. above.

f.  Small construction projects

1.  Costing less than $25,001 may be procured by direct award without seeking competitive bids or quotes after documenting that all applicable building code approvals, licensing requirements, permitting and other construction related requirements are met. The signature of the business administrator, director and two board members are required for final approval.

2.  Costing between $25,001 and $80,000 may be procured by obtaining a minimum of two (2) competitive bids or quotes that include minimum specifications and be awarded to the contractor with the lowest bid or quote that meets the specification after documenting that the requirements are met from (1). The signature of the business administrator, director and two board members are required for final approval.

3.  Costing more than $80,000 are not considered small construction projects and must follow the requirements outlined in Utah Code 53A-20, and the board shall advertise for bids at least 10 days before the bid due date. The signature of the business administrator, director of the school, and the school’s board are required for final approval.

g.  Greater than $100,000 for professional services

The school shall enter into a competitive bid process or RFP in compliance with Utah Code 63G-6a sections 601-612 and 701-711. The bid or RFP process shall be managed by the school purchasing department. If a bid process is utilized, select the lowest responsive and responsible bidder that meets the objective criteria described in the invitation to bid. If an RFP process is utilized, select the responsive and responsible officer with the highest total score. Supporting documents must be retained and maintained as part of the school’s records. The signature of the business administrator, director, and school’s board are required for the invitation to bid or RFP.


SOLE SOURCE

1.  Sole source procurement shall only be used if a product or service is unique and can be easily proven as one of a kind, offered by only one vendor. If there is more than one potential bidder or offer for a particular item, sole source does not apply. All sole source determinations must be completed through the school's purchasing department.

2.  All sole source requests estimated to be $50,000 and above must be posted for public comment, in accordance with Utah Code 63G-6a-802 and 406.

3.  Sole source justification should be documented according to Utah Code 63G-6a-802 and be approved by administration.


OPEN PURCHASE ORDERS/CHARGE ACCOUNTS

Open purchase orders means blank purchase orders delivered to an approved vendor for the purpose of purchasing maintenance supplies, custodial repair supplies, and minor educational supplies. These open purchase orders constitute a charge account with each specific vendor where the school has an approved revolving credit account, which must be paid monthly. Only approved employees are allowed to procure products, goods, or services using this purchasing instrument of the school.


RECEIPT AND ACCEPTANCE OF MATERIALS

1.  When ordered supplies come into the school the person who receives the goods must inspect them for obvious damage, or irregularities.

2.  Items should be checked with the order log to make sure the correct item and quantity has been delivered.

3.  When items are received which were not ordered, are defective, or in any way not acceptable, the school will return and/or exchange the item.


ILLEGAL ACTIVITIES


SECTION 7

BENEFITS AND TIME OFF

ALA offers participation in the Utah State Retirement (URS) plan for those employees who are eligible to participate.

ALA offers a medical benefits program for its eligible full-time employees. ALA strives to provide the best, most equitable and cost-effective benefits for employees in recognition of the influence employment benefits have on the economic and personal welfare of our employees. Paid in various benefit forms on the employees behalf, the total cost to provide the benefit program described in this Handbook, and other documents is a significant supplement to your pay and should be viewed as additional compensation.

ALA reserves the right to design plan provisions and to add, eliminate, or in other ways modify any discretionary benefits described in this Handbook or elsewhere when it is deemed in the organization’s best interest to do so. These benefits are subject to change depending on management decision and resources.

You will be provided with summary plan descriptions upon eligibility and enrollment. ALA reserves the right to amend or modify, in whole or in part, any of the provisions of the benefit plans.

For more complete information regarding any of our benefit programs, please contact Human Resources.

Paid Time Off (PTO)

Paid time off (PTO) provides eligible salary staff members with an entitlement of days away from work with pay. PTO days may be used for vacation, personal time, illness or time off to care for family or dependents. Your supervisor uses his/her discretion to approve PTO requests.

Temporary employees, hourly employees, and workers being paid workers’ compensation are not eligible to receive or accrue PTO days.

PTO may not be taken the last week of the school year, or on scheduled training days, or immediately before or after holidays without supervisor’s permission.

Employee Benefit Years 1-3:

Full time eligible employees year one (1) to three (3), receive five (5) personal days which can be used as sick days when necessary.

See Human Resources for any other work configuration; part time, three-quarter time, etc.

Employee Benefit Years 3+ years:

Sick and personal days for full time eligible salaried employees, beginning year four (4) at American Leadership Academy, will total ten (10) days, five (5) rollover days and five (5) personal days.

Exercise of Rollover Benefit:

Full time eligible salaried employees must complete three (3) full time consecutive eligible years of employment at American Leadership Academy in order to qualify for the Rollover Benefit.

Salaried employees with any formation of sick days remaining at the end of the school year will be able to carry the days into the following year.

Example: An employee using 4 of the 5 rollover days would be allowed to carry the remaining day over into the following year.

Accumulation of rollover days are allowable up to ten (10) days at which time the basic benefit will reinstate. Each rollover day is equivalent to $70 pay out upon retirement.

If a teacher is unable to work on any scheduled day, it is the teacher’s responsibility to notify the substitute teacher coordinator by 7:30 a.m. in order to facilitate a replacement or substitute. The employee must also submit a Substitute Request Form. If the teacher has a zero (0) period class, he/she needs to contact his/her administrator.

Days off

All eligible salaried employees must submit the proper paperwork to the appropriate administrative office in the Jr. High building for each day or partial day taken. This applies for any reason that you will be absent. The absentee form needs to be filled out if the absence is for school business or personnel reasons and even if you are not needing a substitute.

  • 0-4 hours equals .50 day
  • 4-8 hours equals 1.0 day

If an employee is taking a planned personal day, the employee should notify their administrator and the substitute teacher coordinator at least five (5) days in advance.

A consistent pattern of questionable absences can be considered excessive, and may be cause for concern. In addition, excessive lateness or leaving early without informing administration will be considered a “lateness pattern” and may carry the same weight as an absence. Other factors, like the degree and reason for the lateness, will be taken into consideration.

PTO Exceptions

  • In the event an employee has exhausted his/her PTO, any additional time off must be approved by your supervisor and will be taken without your daily rate pay.
  • Any employee who misses three consecutive days of work without notice to their supervisor may be considered to have voluntarily quit their job.
  • Earned PTO cannot be taken before it is accrued and approved.

Bereavement

Bereavement leave, for eligible employees, may be approved up to seven (7) days a year with full pay for a child or spouse. Bereavement leave may be approved up to three (3) days a year with full pay for a father or mother. Bereavement leave may be approved up to one (1) day a year with full pay for a brother or sister or corresponding in-law or grandparents. Bereavement leave may be approved up to two (2) additional days for traveling more than 500 round trip miles from your home. (The additional days need approval through the Human Resource office).

Jury Duty

ALA encourages and expects all employees to fulfill their civic responsibility by serving jury duty when required. ALA employees summoned for jury duty will be granted a leave of absence for the period of time required for such jury duty. The leave of absence will be granted without loss of PTO or any other benefit.  If employee is present at court and has not been picked to serve trial he/she must turn in hours served from the clerk of court to their supervisor. Any employee summoned for jury duty must provide his/her supervisor with an authentic summons, subpoena, or notice for such duty and upon returning to work must present proof of jury duty service. Employees are expected to return to work if they are excused for jury duty during their regular working hours.

Military Duty

Regular employees requiring a leave of absence for service in the uniformed services are provided leave and will be re-employed at the end of the leave. Policies governing this leave are structured according to the Uniformed Services Leave and Re-employment Act and applicable state regulations. The policy covers those employees who enter active military duty voluntarily and extends to Reservists or National Guard members who are called to limited active duty or extended training duty, including regularly scheduled annual training and military summer camp training. Military leaves are without pay unless you elect to utilize PTO days earned before commencement of the leave.

Family Medical Leave Act (FMLA)

Eligible employees may take up to 12 work weeks of unpaid, job protected leave under the Family and Medical Leave Act in a 12-month period for specified family and medical reasons. To be eligible for FMLA leave, you must have worked for ALA for at least 12 months.

Refer to Policy 2060 for further information.


SECTION 8

SEPARATION OF EMPLOYMENT

Employment Termination/Separation of Employment

Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated:

  • Resignation – voluntary employment termination initiated by an employee.
  • Termination – involuntary employment termination initiated by ALA.
  • Layoff/Non-Renewal – involuntary employment termination initiated by ALA for non- disciplinary reasons.
  • Surplus-involuntary employment termination initiated by ALA for budgetary reasons.

When an hourly employee intends to terminate his/her employment, ALA would appreciate at least two (2) weeks written notice and salaried employees at least four (4) weeks written notice.

Any employee who terminates employment with ALA shall return all files, records, keys, and any other materials that are property of ALA. Any materials that are bought with ALA State or local funds are property of ALA. No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final paycheck. Furthermore, any outstanding financial obligations owed to ALA will also be deducted from the employee’s final check.

Non-Renewal

At the time designated by the School Calendar, an administrator may recommend Non-Renewal of an employment offer effective at the end of the current school year. The reasons for non- renewal cannot be based on an employee’s exercise of Constitutional rights, or based unlawfully on an employee’s race, color, religion, sex, national origin, disability, or age.

Reasons for a recommendation of Non-Renewal must be based on one of the following:

  • Deficiencies pointed out in observation reports, appraisals or evaluations, supplemental memoranda, or other communication.
  • Failure to fulfill duties or responsibilities.
  • Incompetency or inefficiency in the performance of required or assigned duties.
  • Inability to maintain discipline in the classroom or at assigned school-related fuctions.
  • Insubordination or failure to comply with official directives.
  • Failure to comply with policies or administrative regulations.
  • Conducting personal business during school hours when it results in neglect of duties.
  • Reduction in Force (RIF) because of financial exigency or program change.
  • Drunkenness or excessive use of alcoholic beverages; illegal use of drugs, hallucinogens, or other substances.
  • The possession, use, or being under the influence of alcohol, alcoholic beverages, or drugs and narcotics while on school property, working in the scope of the employee’s duties, or attending any school or school sponsored activity.
  • Conviction of a felony or any crime.
  • Failure by an employee to report his or her indictment, conviction, or deferred adjudication for any felony or any crime.
  • Failure to meet the schools standards of professional conduct.
  • Failure to comply with reasonable requirements regarding advanced coursework or professional improvement and growth.
  • Disability, not otherwise protected by law, which impairs performance of required duties.
  • Immorality which is conduct the school determines is not in conformity with the accepted moral standards of the community. Immorality is not confined to sexual matters, but includes conduct inconsistent with rectitude, or indicative of corruption, indecency, or depravity.
  • Any activity, school-connected or otherwise, because of the publicity given it, or knowledge of it among students, faculty, community, impairs or diminishes the employee’s effectiveness at the school.
  • Reasons specified in individual employment offer letters reflecting special conditions of employment such as but not limited to, failure to fulfill requirements for certification.
  • Failure to maintain an effective working relationship, or maintain good rapport, with parents, the community, or colleagues.
  • A significant lack of student progress.
  • Assault on an employee or student.
  • Falsification of records or other documents related to the schools activities.
  • Falsification of required information on an employment application.
  • Misrepresentation of facts to a supervisor.
  • Any attempt to encourage or coerce a child to withhold information from the child’s parent.

SECTION 9

EMPLOYEE GUIDELINES

Limited Electronic Communication with Students

Authorized Personnel may communicate through electronic media with students who are currently enrolled in ALA only within the following guidelines:

  1. The employee shall limit communications to matters within the scope of the employee’s professional responsibilities (e.g., for classroom teachers, matters relating to class work, homework, and tests).
  2. If an employee receives an unsolicited electronic contact from a student that is not within the employee’s professional responsibilities (e.g., for classroom teachers, matters relating to class work, homework, and tests), the employee shall not respond to the student using any electronic media except to address a health or safety emergency.
  3. The employee is prohibited from communicating with students through a personal social network page; the employee must create a separate social network page (“professional page”) for this purpose. The employee must enable administration and parents to access the employee’s professional page.
  4. Only a teacher, coach, trainer, or other employee who has an extracurricular duty may communicate with students through text messaging. The employee may communicate only with students who participate in the extracurricular activity over which the employee has responsibility.
  5. The employee shall not communicate with any student between the hours of 8 p.m. and 8 a.m. unless the employee has supervisory responsibilities for the student at that time. An employee may, however, make public posts to a social network site, blog, or similar application at any time.
  6. Upon request from administration, an employee will provide the phone number(s), social network site(s), or other information regarding the method(s) of electronic media the employee uses to communicate with any one or more currently-enrolled students

Social media technology can serve as a powerful tool to enhance education, communication and learning. This technology can provide both educational and professional benefits.

The school is committed to ensuring that all ALA stakeholders who utilize social media technology for professional purposes, including staff and students, do so in a safe and responsible manner. ALA strives to create professional social media environments that mirror the academically supportive environments of our school.

Refer to Policy Electronic Communication/Social Networking 2130 for further information

Computer Email and Internet Use

The computers that you use at work and the E-mail system are the property of ALA and have been provided for use in conducting ALA business. All communications and information transmitted by, received from, created or stored in its computer system (whether through word processing programs, E-mail, the Internet or otherwise) are ALA records and property of ALA. The computer system is to be used for ALA purposes only. Employees may, however, use ALA technology resources for the following incidental personal uses so long as such use does not interfere with the employee’s duties, is not done for pecuniary gain, does not conflict with ALA business, and does not violate any ALA policy: (1) To send and receive necessary and occasional personal communications; (2) To prepare and store incidental personal data (such as personal calendars, personal address lists, and similar incidental personal data) in a reasonable manner; (3) To use the telephone system for brief and necessary personal calls; and (4) To access the Internet for brief personal searches and inquiries during meal times or other breaks, or outside of work hours, provided that employees adhere to all other usage policies.

No Expectation of Privacy

Although ALA does not wish to examine personal information, from time to time ALA may need to access its technology resources. ALA has the right, but not the duty, to monitor any and all of the aspects of its computer system, including, without limitation, reviewing documents created and stored on its computer system, deleting any matter stored in its system (including, without limitation, its E-mail and word processing systems), monitoring sites visited by employees on the Internet, monitoring chat and news groups, reviewing material downloaded or uploaded by users to the Internet, and reviewing E-mail sent and received by users. Further, ALA may exercise its right to monitor its computer system for any reason and without the permission of any employee. Employee use of ALA computer system constitutes consent to all the terms and conditions of this policy.

Even if employees use a password to access the computer system (or any aspect thereof), the confidentiality of any message stored in, created, received, or sent from ALA computers is not assured. Use of passwords or other security measures does not in any way diminish ALA’s right to monitor and access materials on its system, or create any privacy rights of employees in the messages and files on the system. Any password used by employees must be revealed to ALA as files may need to be accessed by ALA in an employee’s absence or for any other reason that ALA in its discretion deems appropriate. Further, employees should be aware that deletion of any E-mail messages or files will not truly eliminate the messages from the system. All E-mail messages and other files may be stored on a central back-up system in the normal course of data management.

Therefore, employees should not have an expectation of privacy in anything they create, store, send or receive on the computer system.

Notwithstanding the foregoing, even though ALA has the right to retrieve, read and delete any information created, sent, received or stored on its computer system, E-mail messages should still be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any E-mail messages that are not sent to them or by them. Any exception to this policy must receive the prior approval of a supervisor.

Professional Use of Computer System Required

Employees are reminded to be courteous to other users of the system and always to conduct themselves in a professional manner. E-mails, in particular, are sometimes misdirected or forwarded and may be viewed by persons other than the intended recipient. Users should write E-mail communications with no less care, judgment and responsibility than they would use for letters or internal memoranda written on ALA letterhead. Because E-Mail and computer files may be subject to discovery in litigation, employees are expected to avoid making statements in E-mail or computer files that would not reflect favorably on the employee or ALA if disclosed in litigation or otherwise. Finally, employees may not send unsolicited e-mail to persons with whom they do not have a prior relationship absent the express permission of their administrator.

Offensive and Inappropriate Material

ALA policy against discrimination and harassment, sexual or otherwise, applies fully to ALA’s computer system, and any violation of that policy is grounds for discipline up to and including discharge. Therefore, no E-mail messages should be created, sent, or received if they contain intimidating, hostile, or offensive material concerning race, color, religion, sex, age, national origin, disability or any other classification protected by law. Further, material that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, or unlawful, inappropriate, offensive (including offensive material concerning sex, race, color, national origin, religion, age, disability, or other characteristic protected by law) may not be downloaded from the Internet or displayed or stored in ALA’s computers. Employees encountering or receiving this kind of material should immediately report the incident to the Human Resources Department. ALA may (but is not required) to use software to identify inappropriate or sexually explicit Internet sites. Such sites may be blocked from access by ALA networks. Notwithstanding the foregoing, ALA is not responsible for material viewed or downloaded by users from the Internet. The Internet is a worldwide network of computers that contains millions of pages of information. Users are cautioned that many of these pages include offensive, sexually explicit, and inappropriate material. In general, it is difficult to avoid at least some contact with this material while using the Internet. Even innocuous search requests may lead to sites with highly offensive content. In addition, having an e-mail address on the Internet may lead to receipt of unsolicited e-mail containing offensive content. Users accessing the Internet do so at their own risk. Employees who encounter inappropriate or sexually explicit material while browsing on the Internet should immediately disconnect from the site, regardless of whether the site was subject to ALA blocking software.

Solicitations

ALA’s computer system (including, without limitation, its E-Mail system) may not be used to solicit for political causes, commercial enterprises, outside organizations, or other non-job related solicitations. Approval from administration is required before anyone can post any information on commercial on-line systems or the Internet.

Licenses and Fees

Employees may not agree to a license or download any material over the Internet for which a registration fee is charged without first obtaining the express written permission from administration.

Games and Entertainment Software

Employees may not use an ALA Internet connection to download games or other entertainment software, or to play games over the Internet. Employees must consult their immediate supervisor and obtain approval before transmitting any information which may be considered confidential or proprietary.

Copyrights and Trademarks

ALA computer system may not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization from administration. Employees, if uncertain about whether certain information is copyrighted, proprietary, or otherwise inappropriate for transfer, should resolve all doubts in favor of not transferring the information and consult administration.

Maintenance and Security of System

Employees must not deliberately perform acts that waste computer resources or unfairly monopolize resources to the exclusion of others. These acts include, but are not limited to, sending mass mailings or chain letters, spending excessive amounts of time on the Internet, playing games, engaging in online chat groups, printing excessive copies of documents, or otherwise creating unnecessary network traffic. Because audio, video and picture files require significant storage space, files of this or any other sort may not be downloaded unless they are business-related. In addition, employees should routinely delete outdated or otherwise unnecessary E-mails and computer files. These deletions will help keep the system running smoothly and effectively, as well as minimize maintenance costs.

To ensure security and to avoid the spread of viruses, employees accessing the Internet through a computer attached to the ALA network must do so through an approved Internet firewall.

Accessing the Internet directly by modem is strictly prohibited unless the computer you are using is not connected to ALA’s network. In addition, files obtained from sources outside ALA, including disks brought from files attached to e-mail; and files provided by customers or vendors may contain dangerous computer viruses that may damage ALA’s computer network. Employees should never download files from the Internet, accept e-mail attachments from outsiders, or use disks from non-ALA sources. If you suspect that a virus has been introduced into ALA’s network, notify technology personnel immediately.

Violations of this policy will be taken seriously and may result in disciplinary action, including possible termination.

Employer Information and School Property

The protection of ALA business information, property and all other ALA assets are vital to the interests and success of ALA. No ALA related information or property, including without limitation, documents, files, records, computer files, equipment, office supplies or similar materials (except in the ordinary course of performing duties on behalf of ALA) may, therefore, be removed from ALA premises or disclosed without permission from the Executive Director.

All property and supplies bought with school funds belong to ALA. This includes all items bought through fundraising efforts, student fees and donations or bought for individual school programs or any extra-curricular program.

In addition, when an employee leaves ALA, the employee must return to ALA all ALA related information and property that the employee has in his/her possession, including, but not limited to, computer equipment, keys, communication devices, supplies, files, books, and any other items owned by ALA at the time of employee’s separation of employment from ALA. This includes all items purchased with school funds. Employees will be responsible for any lost or damaged items. Violation of this policy is a serious offense and will result in appropriate disciplinary or legal action.

Internal Investigations and Searches

From time to time ALA may conduct internal investigations pertaining to security, auditing, or work-related matters. Employees are required to cooperate fully with and assist in these investigations if required to do so. Whenever necessary, at ALA’s discretion, employees’ work areas (i.e. desks, file cabinets, lockers, etc.) and personal belongings (i.e. brief cases, handbags, etc.) may be subject to a search without notice. Employees are required to cooperate. Because even a routine search for ALA property might result in the discovery of an employee’s personal possessions, all employees are encouraged to refrain from bringing into the workplace any item of personal property that they do not wish to reveal to ALA. ALA will generally try to obtain an employee’s consent before conducting a search of work areas and personal belongings, but it may not always be able to do so.

Safety

The management of ALA is committed to providing the resources and manpower necessary to develop, implement, and administer a safety program for the protection of its employees. All management personnel and employees are expected to meet their responsibilities to make the safety program effective and productive. Periodic reviews of our safety program will be conducted by management to maintain its effectiveness. All accidents, injuries, potential safety hazards, safety suggestions and health and safety related issues must be reported immediately to your administrator, to the Facilities Manager. Injuries requiring medical attention should be reported to Human Resources.

Safety Rules

  1. No smoking, use of electronic cigarette, or vaping device.
  2. Horseplay and fighting will not be tolerated in the workplace.
  3. Possession of unauthorized firearms, alcoholic beverages, illegal drugs, or unauthorized medically prescribed drugs will not be tolerated in the workplace. Inform your administrator if you are required to take medication during work hours. Written medical evidence stating that the medication will not adversely affect your decision making or physical ability may be required, particularly if you drive a vehicle on company business.
  4. Report all work related injuries to your administrator immediately.
  5. Immediately report accidents, near accidents, and property damage to your administrator regardless of severity.
  6. Operate equipment only if you are trained and authorized to do so.
  7. If you do not understand your job assignment, ask your administrator for help or clarification.
  8. Inspect your workstation for potential hazards and ensure that the equipment is in safe operating condition before using it. If your work creates a potential hazard then report it immediately.
  9. If there is any doubt concerning the safety work method to be used, consult your administrator and follow recommended work procedures outlined for the job.
  10. Maintain an orderly environment. Store all equipment in a designated place.
  11. Report any smoke, fire, or unusual odors to your supervisor.
  12. Use proper lifting techniques. For objects exceeding 50 pounds in weight, specific methods for safe lifting should be determined by your immediate
  13. Never attempt to catch a falling object.
  14. Comply with all state and local traffic laws, signs, signals, markers, and persons designated to direct traffic. Fasten seat belts before driving any motor vehicle.
  15. Know and follow departmental rules regarding first aid, emergency procedures, evacuation routes, and fire department notification.
  16. Assist and cooperate with all safety investigations and inspections and assist in implementing safety procedures as requested.
  17. Refrigerators and microwaves are not allowed in classrooms unless they are needed for an academic purpose. Permission needs to be obtained from the Facilities Manager.
  18. Couches and/or fabric furniture are not allowed in classrooms.
  19. Use common sense.

Employees who do not comply with these safety rules may be subject to disciplinary action and may be considered undesirable for continued employment with ALA.

Fee and Cash Collection

No staff member, other than specifically authorized individuals, are permitted to accept cash and/or checks. All school events, for which money is collected, must be approved by your administrator and the Finance Office. Teaching staff and individual students may be approved to accept money at school events, but are not permitted to collect money for fundraisers, field trips or for fees without prior approval from the Finance Office. All financial transactions should be coordinated through the Finance Office. Cash and/or checks should not be stored or locked in staff offices or desks. All monies must be counted by two employees and turned into the Finance Office within 24 hours of collection. Money collected on a week-end must be turned in by 8:30 am of the next school day. Contact the Finance Office for more information. Teachers and staff are not permitted to conduct personal sales or fundraising (such as Avon, bath/beauty products, etc.)

Building Security

All employees who are issued keys to the office are responsible for their safekeeping. These employees will sign a Building Key Disbursement form upon receiving the key. If said key is lost the employee will be charged $200.00 for its replacement. Employees are not allowed to give their keys to students or a non ALA employee for any reason. The last employee, or a designated employee, who leaves the school at the end of the business day assumes the responsibility to ensure that all doors are securely locked and lights turned off with the exception of the lights normally left on for security purposes. Employees are responsible to make sure their thermostats are set on appropriate evening and/or weekend setting.

Supplies; Expenditures; Obligating the Company

Only authorized persons may purchase supplies in the name of ALA. No employee whose regular duties do not include purchasing shall incur any expense on behalf of ALA or bind ALA by any promise or representation without written approval.

Expense Reimbursement

Expenses incurred by an employee must have prior approval by administration before being purchased. A reimbursement form will need to be filled out and include any receipts or supporting documentation. All completed purchase orders and reimbursement request forms must be turned into the Finance Office.

Parking

All Employees must fill out paperwork to receive a parking permit and display the permit in their vehicle.

Personal Property

Liability: The school does not assume any responsibility for loss, theft or damages to personal property. In order to minimize risk, the school advises employees not to carry unnecessary amounts of cash or other valuables. If employees bring personal items to work, they are expected to exercise reasonable care to safeguard them. The school is not liable for vandalism, theft or any damage to personal items or cars parked on school property. The school carries no accident insurance or other insurance coverage for any loss or injury for which the school does not have legal responsibility.

Public Image

ALA employees are judged not only by their service but also by their appearance. It is the school’s expectation that every employee’s appearance is consistent with the high standards we set for ourselves as a school. Employees are expected to present a well-groomed, professional appearance and to practice good personal hygiene. Remember, to our students, parents and the public, employees represent ALA. The school requires their employee’s to dress appropriately in professional or business casual attire when working or meeting with parents or students. All work attire, whether traditional or casual, should be reflective of a professional, dignified appearance.

Work Attire Guidelines

  • Pick clothing that is comfortable yet communicates a professional attitude.
  • Fitted leggings are not pants and should not be worn as.
  • All men’s shirts should have collars and tucked in with a belt.
  • Clothing must be clean, pressed or wrinkle free, and without holes or frayed areas.
  • Body piercing is not permitted with the exception of earrings for women. Men are not permitted to wear earrings. Tattoos must be covered.
  • Hairstyles and beards should project a professional appearance, neatly trimmed, and well- groomed.
  • Clothing should fit appropriately. Clothes that are excessively baggy or tight are not permitted.
  • Jewelry, make-up, and perfume/cologne should be in good taste.
  • Low tops showing cleavage and tight short skirts or dresses are not appropriate.
  • Employees assigned to Physical Education classes may wear warm-ups, but may not wear such clothing in the regular classroom unless given administrative approval.
  • Employee grooming and dress may not disturb, interfere with, or distract from the educational setting.

If clothing fails to meet ALA employee standards, as determined by administration, the employee will be asked not to wear the inappropriate item again. If the problem persists, progressive disciplinary action will be applied. Any questions should be directed to administration.

Inappropriate Items

  1. T-shirts
  2. Tank tops
  3. Denim
  4. Sweatshirts
  5. Men’s shirt tails untucked
  6. Sweatpants/warm-ups
  7. Shorts
  8. Jeans
  9. Sandals/Slides
  10. Spaghetti straps/revealing tops
  11. Sleeveless tops
  12. Short skirts
  13. Flip flops
  14. Hats

Nepotism

ALA permits the employment of qualified relatives of employees, of the employee's household or immediate family as long as such employment does not, in the opinion of ALA, create actual conflicts of interest.

Utah Code 52-3-1(2)(b) states that “No public officer may directly supervise an appointee who is a relative when the salary, wages, pay, or compensation of the relative will be paid from public funds.” Utah Code 52-3-1(1) defines relative as: a father, mother, husband, wife, son, daughter, sister, brother, grandfather, grandmother, uncle, aunt, nephew, niece, grandson, granddaughter, first cousin, mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, or daughter- in-law.

ALA will use sound judgment in the placement of related employees in accordance with the following guidelines:

  • “Directly supervised” means supervision by anyone within the chain of command, particularly in regards to overseeing day-to-day activities. In other words, “directly supervised” is not limited to supervision by an immediate Thus, hiring a relative of anyone in the chain of command—from the Director (who is ultimately responsible for the appointment of all personnel) to the immediate supervisor over the position—could violate nepotism laws.
  • Individuals who are related by blood, spouse, or reside in the same household are permitted to work in the same department, provided no direct reporting or administrator to subordinate relationship That is, no employee is permitted to work within "the chain of command" when one relative's work responsibilities, salary, hours, career progress, benefits, or other terms and conditions of employment could be influenced by the other relative.
  • Related employees may have no influence over the wages, hours, benefits, career progress and other terms and conditions of the other related staff members.
  • Employees who marry while employed, or become part of the same household are treated in accordance with these guidelines. That is, if in the opinion of ALA, a conflict arises as a result of the relationship, one of the employees may be transferred at the earliest practicable time.

    SECTION 10

    EMPLOYEE RESPONSIBILITIES

    The presence or absence of each employee is of critical importance to the successful operation of ALA. Therefore, ALA expects all of its employees to be on time, ready to begin work at the beginning of their day, and to work the full allotted time they are assigned each day.

    Educators with a full or part-time contract will be fully obligated to attend faculty meetings, collaboration meetings, required training's and parent/teacher conference.

    Employees are expected to check their ALA email account each day school is in session and at least once per week during summer break. Employees are expected to respond to all professional and parent/guardian emails with 24 hours.

Teacher Responsibilities

  1. Days: Teachers are expected to work all contract days as outlined on the ALA calendar along with any additional professional development days requested by ALA administration.
  2. Hours: Teachers are expected to work from 7:30 am to 4:00 pm. Teachers are to be available for consultation with students and parents before and after school. Variances to this schedule must be approved by the Principal and Business Administrator in advance. Teachers with class times before 8:00 am and/or after 3:30 pm must establish parent/student consultation times with the principal.
  3. Communication: Teachers are expected to communicate with each class weekly, through email or Parent Link, to make parents and students aware of upcoming assignments and assessments. Teachers are also expected to make personal contact with student’s parent or guardian at least twice annually or once per semester. This can be done through a phone call, Google chat, in person, at Parent Teacher conference, or through personal email conversation. The focus of this contact should be to talk about mastery of standards, support available from the teacher or school, and the support needed from the parent/guardian. The communication should share something positive to the parent/guardian about their student and not present a problem without a solution. At the first of each month Teachers need to communicate with every parent whose student has fallen below a C- in the Secondary or below a Tier 2 in the Elementary.
  4. Discipline: It shall be the responsibility of all educators to cooperate with and assist the principal in the discipline of the school, not only in their own rooms, but in the halls, lavatories, lunchroom, at assemblies, on the playground, or any other place where students are under the supervision of the school. Educators will perform duties in this regard when assigned by the principal. Principals will support teachers in reasonable actions taken while assisting in school discipline and will administer additional disciplinary measures when deemed necessary.
  5. Co-Curricular and Extra-Curricular Activities: Educators shall assist with co-curricular and extra-curricular activities as assigned by the principal. These extra-duty loads of the school shall be assigned as equitably as possible in order that no educator shall be compelled to carry an excessive burden of responsibility in this regard.
  6. Non-Teaching Duties: The responsibility of an educator encompasses the total education of students which means educators also be assigned non-teaching duties by the principal.
  7. Preparation Time: Preparation time is a valuable component of the educational It should be understood that the time set aside for preparation purposes is to be used toward the improvement of the teaching process. The time is to be used in correcting assignments, creating lesson plans and doing other activities which are related to his/her teaching duties.
  8. All employees must become familiar with building procedures in the event of emergency such as fire, tornado, intruders, etc. When drills are staged, every staff member and student must follow proper procedures.
  9. All Educators are required to fill out an end of year check out form. Failure to do so may result in the June paycheck being held.
  10. All Educators are expected to attend and volunteer for after school activities. Participation in these after school activities will be part of the educator performance year- end evaluation.

ALA reserves the right to modify teacher’s schedules, class enrollment, or teacher duties without cause and without notice. Examples are, but not limited to, hall monitoring, playground supervision, crossing guard, cafeteria duty, or change in instructional assignment.

Preparation Time

Teachers may receive prep periods throughout the day. This time is to be used for educational purposes such as: lesson enhancement activities, data collection and analysis, parent, student or school related communication or reports. Personal business, shopping online, gaming, or other such activities are inappropriate on school time. Teachers need approval if leaving the school during prep time and must sign out.

Professional Learning Communities (PLC's)

PLC’s have been established and times set aside by the administration. Teachers are expected to attend and participate in PLC’s as scheduled.

Miscellaneous

ALA reserves the right to modify employee schedules and duties without cause and without notice.

ALA employees should not bring family members with them on tour, fieldtrip, or activity if the employee costs are being supplied by school funds. If an employee wants to bring a family member along, they would need to obtain prior approval through school administration and the family member would need to pay for any costs associated with the tour, fieldtrip, or activity.

ALA reserves the right to alter or amend this Handbook at any time. Employees are invited to periodically review the most current version of the Handbook online for changes. Subsequent versions of the Handbook may be distributed to employees or be available online.

Employees should report any concerns about the operation of the policies set forth in this Handbook to their administrator. If there is a conflict with their administrator, employees should contact the Director or the Human Resource Specialist in the Administration Building. If there is a conflict with the Director or the Human Resource Specialist, employees should contact a member of the ALA Board of Trustees (See Grievance Policy). Contact information for Board of Trustees members can be located at http://www.americanleadership.net.  Appropriate reporting of concerns, wrongdoing, harassment, and other matters which are critical to the Mission and Vision of ALA, are very important to ALA. ALA desires to create an atmosphere where reporting can be done without fear of retaliation.

EMPLOYEE ACKNOWLEDGEMENT

I hereby certify that I have received a copy of the American Leadership Academy Employee Handbook. I have been given an opportunity to read this Handbook and agree to read it thoroughly. I agree that if there is any policy or provision in the Handbook that I do not understand, I will seek clarification from my supervisor or from Human Resources. I understand that nothing contained in the Handbook may be construed as creating a promise of future benefits or a binding contract with ALA for benefits or for any other purpose. I also understand that these policies and procedures are continually evaluated and may be amended, modified or terminated at any time.