001not me you just raised your hand Terry it's too late I'd really like someone on the committee to take notes please I'll do it Kate if you want me to then we'll share it afterwards okay glattus that would be fine I'm not getting any FS so unless if if um Louisa want to do it let her go ahead Kate do you need me to I'm not on the committee but I will if you if nobody else can um it doesn't look like I have any other volunteers here so I'm sorry I'll do okay yeah either one gladus I can do them if you if need be can we just clarify who's going to do it I just don't want to continue until we've got that pin down please I'll do it okay glattus thank you
002very much thank you glattus yeah so Teresa is here before you get started I want Teresa is here Michelle is here ktie is here W oneita is out tonight she's sick oh okay and ala is here so Al is here and Louisa okay all right thank you very much glattus so Kim uh looks like we're doing Title Nine first yeah so Kelly you take over please y okay so last time when we met um we talked about um the draft Title Nine policy which we're ready to move into formal um I'm sorry I actually edited the version I filled in the blanks on that that's not this version um I had access to a different document so I just plugged in Danberry Board of Ed rather than blank board of ed um but if you've
003had a chance to read it there's a lot of language in there that's really just required by law and that's what this policy tracks is all of the requirements that the law um has for us to put in so Kelly if you can scroll down some um you'll see it tracks um the language of Title 9 and it describes sex discrimination what it is um and it describes both um direct acts of sexual harassment but also unwelcome conduct that may create a hostile work environment um title seven slow down just one little bit title seven there in Connecticut Law basically track exactly the same thing Title Nine is um the statute that goes with anyone receiving federal funds for Education title seven is your general the most well-known of the Discrimination statutes um but they
004all prohibit the same kind of conduct as does state law um it lays out the definition again very prescribed by the statute um and if you keep going it starts to lay out that there shall be a policy that will describe how you will provide evidence of a claim of discrimination or observing discriminatory conduct um the nuts and bolts of this will be contained in the regulations which we're working on now um the issue that we're struggling with right now that will continue to refine is um as we've written this policy it names one title N9 coordinator um I think Kelly and I have talked about naming um her role that assistant superintendent and Kelly's role as the um alternative or assistant because we're such a large District um you'll remember that there's two policies
005here there's this one that pertains to students and The Identical policy that pertains to employees and so we're talking about a lot of people in a lot of potential claims so um we we think that what we'll do in these regulations is we'll lay out a structure where um all of our building administrators will be the people who can are available to receive claims or reports of discrimination and we will triage with those folks with the Chiefs and Kelly and myself to make sure that we partner up so that anybody doing the investigation is not ultimately the decision maker under this policy again another required component um and those pieces will be buried in the regulations the reason why that's a really appropriate place for them um is because this is an area the law
006that changes frequently I alluded to it the last time that we met that depending on which Administration is in the in um Congress or in the um White House there are different standards that may come out about um for example things like burdens of proof so does someone have to prove um make an initial proof of harassment and then there is is a response and then the plaintiff or the person raising the claim has to override that response so those kinds of things they're a little bit Arcane but they're good to put in regulations because they change frequently so this policy gives you the skeleton it's an important skeleton there's not really any wiggle room for you to tweak it because it's all prescribed um so we would be looking for you to move through
007the again title N9 discrimination for students which is the first one and Title Nine discrimination for employees two different ones are there any questions from committee members Teresa so yeah so I'm looking at what we have and compared to what you're you have here it's quite expensive a big difference so the one on the screen is fleshing out all of what's required under these Federal statutes now for us to provide notice to people in our district of what they do if they think they've been wrong wrong so this is series 4000 it's just it was a separate attachment the Title Nine policies there were two separate agenda two separate attachments so it's not included in that 4,000 Series so you also want us to do the 5,000 as well tonight approving that just one just
008these two I mean these two are the same and they're new I mean they're new were to us because of the changes that go on in the law yeah so it's completely getting rid of what we had in the past and accepting series 4,000 accepting series 5000 no it's just Kelly it's I can't see what's on the screen but it's just the two title n policies which I think are going to get numbered in probably the students one will be in the student section and the employees one will be in this Personnel section of 4,000 so that's why you see that first one Title 9 series 4000 that's right employee one and Title 9 series 5000 is the same exact policy but it pertains to students because students have a right of action for the
009same kind of behavior so it's the only one that we skipped out of order because they're the same policy one in one section of the book and one in the other section of the book make sense Michelle yeah I'm just we just went through a whole bunch of pages and I'm just wondering can you highlight what is different I mean I know that you're saying this is kind of like there's no wiggle room and this is what's outlined that we have to kind of stick to right is that what you're saying this yeah what's in this pulling out of this information right so what's put what's in this one that we are presenting to you tonight is all of what the law requires that we put out as notice to people so we're required to
010have a policy that names someone individually is the Ombudsman or the coordinator we're required to have um reference to you know where they're located email addresses that kind of thing so those are all required components so you and Kelly will be co- no I'm going to remain as the title n coordinator but there's a lot of places that recommend having um supplements or other people who are also designes because of the size of our district and because there is a pretty strict prohibition that whoever does the investigation cannot also be the decision maker so you may need more than one person so we want to identify by role not necessarily by Kim or Kelly but by role who will undertake that you know if we step off the curb and get hit by bus or
011something like that and also we're going to in the regulations continue to even flesh that more um flesh that out more so that people know where to go if they have a concern thank you Michelle yeah um and not this policy but I was reading a different policy that was um about uh expulsions and that there was privacy issues that were being brought up and that they were looking to assign someone and to remove Board of Ed members at that role due to I thought my understanding was this privac you know to kind of remove the the um Board of Ed member that doesn't have the clearance or it's a private issue none of that would be pertained or applicable in this sit situation where it might be you know sexual harassment or something that
012is personal of nature like with the whoever you're you know your design the information personal information that maybe there's a I'm just trying to ask if you know if there's any kind of personal um records or anything that um the person in that situation may you know want to make sure that that they are have privacy or whatever the case is you know I'm not the word's not coming to mind I'm sorry I think what you're asking is what happens if the person who thinks they have information to share they have a claim either doesn't want to come to the design or doesn't want to put something in writing or doesn't doesn't want to be known to the person they're accusing is that what you're asking I'm I'm asking all those kinds of questions I
013guess what are the kind of what are the what is the um the where's the rest of control yeah like where where are the guard rails or where are there any guard rails are there any changes to that role that we should be considering as far as privacy issues um that's what I'm asking I'm sorry I getting that out thank you so so a lot of that is going to be in the regulations which can always be changed that the superintendent or the superintendent's design promulgates regulations because they change because they change so much but things that you're putting your finger on Michelle are exactly the same things that we talk about um in The Bullying context we have very rigid policies about what to do if we get a complaint of bullying who do
014you talk to do you have to put the report in writing how long do you have who do you show it to though all of those regulations are we we gave them to you in the first first look those are the things that will continue to refine over time so we'll continue to kind of tweak and push and pull and move those and those are ones that can change at any time but they don't require board vote because they're really not the policy the policy is you know you all need a foundational policy that this is the law and this is what we're doing to adhere to it that's what these policies do the nuts and bolts of it are the things that we do in the regulations just like we would with um a
015bullying case or an expulsion case or something so our guard rails mostly are set by law by privacy laws like um Freedom of Information Act could be Hippa could be um furpa so those all will set a lot of guard rails but we'll also write them in our kind of manual because we want people to understand what's going to happen if they come forward okay and when is that when do we discuss those in detail you don't as a general rule I mean as a general rule those are just the regulations so every policy that we're looking at tonight and that we've been looking at this whole time most of them will have regulations behind them but we don't generally look at those because those regulations are promulgated by the superintendent Ju Just to set
016kind of basic operating procedures so through the committee okay so this is only on harassment in specifically regarding harassment like in other words I'm looking to find out more of those details or how they would change so if you're when does that occur like literally talking about the changes to the policy not this is what's mandated and we're going to do that later it just when does when is later like for the details as to how you know maybe if I harassment is is handled or because I I remember you had mentioned it some time ago maybe last year about how that was going to work like if somebody was on the basketball court and they were you know hit on the on the rear or something was that an intentional and and so that's
017what I'm I'm waiting to hear what what you've been working on as far as those regulations when do we discuss that to make sure that we're in alignment all on in alignment with that so so we won't have let me see if I can back up a little bit so if we were to have a situation like what you just described so somebody's out on the basketball court and has a run-in with a teacher we wouldn't look to any regulations about whether you define that as harassment or not right that's sort of like um it's a it's a fact pattern that we have to decide how we're going to respond to everyone's going to be different every fact is going to be different the only guard rails we're going to have is number one there
018is a law that says that harassment based on gender is unlawful and we have a basic policy that says that that we're required to put out and that that person that that happened to can see in that policy where they can go to raise a complaint how we investigate how we find the facts how we um who we talk to what we decide based on those facts is is we'll have General protocols like there shall be an invest tigation you shall write a report you shall share the report with someone else but there won't be a world where we would sit as a group and talk about whether or not we have a policy against that kind of behavior on the basketball court that's that's the the fact pattern that we use our rules to
019decide how we're going to characterize in the end that's something that happens as a matter of course in an investigation much like a DCF matter similarly so then that fact pattern that you're that I guess I'm talking about is it like okay there's been one or two or three incidents is there's nothing like that as far as written protocol where we would follow that's what I'm looking to find out is the details of of our actions or if somebody else has an you know what can you expect so can I can I interrupt for a second because I you know we have a bunch of policies to go through in this meeting and and I certainly think you know getting an answer to that is important Michelle but I don't know that this is the
020setting for that discussion sounds good so I wonder if that might be something you could pick up with Kim um after after the meeting Absolutely I'll I'll touch on that Kim today or tomorrow thank you so much thank you Perry did you have another question yes um does this does this include uh allowing Boys in girls Sports again whether or not boys in girl Sports runs a foul of Title Nine is something a Court decides right so that's how you all ended up being sued because there were girls who filed a suit against D Public Schools saying that your title 9 policy was violated because we let boys play on girls teams so you wouldn't have a policy per se that says that describes that scenario you would have the the basic policy saying we
021all agree out there that the federal law says you shall not discriminate whether that behavior violates that policy is a question of law that lawsuits are made of and and you're in one or you were in one can I just want can when you clarify when you list these uh series 4,000 can you put next to IT personnel and 5,000 students just to clarify that there's a difference I I was confused at first then I noticed on the paperwork that it was personnel and students y you could put students after the 5,000 to distinguish the series thank you Kim I had a couple quick questions about um these policies uh the first is that I noticed that these were approved in 2022 is that just the paperwork because it's the draft version or or something
022of that nature but I just want to make sure we're going to go with whatever is most current so we don't have to revisit this again any time soon um and then the second question I had is when you were detailing sort of the additional folks that would have uh you know a role in in investigations or in in the process um are those is there additional training and certification that has to go for those folks there's actually a lot of training I think it's a mandatory couple hour training um Kelly and I have been through it all of your administrators have been through it recently um and I think it's an every other year requirement so um you know there are some districts that actually pay stipend to folks to serve in this role
023um it's a pretty it can be pretty heavy um so I think you know that's a a really important point that as we look to expand Beyond just kind of the two of us um we need to make sure that those people are appropriately trained um and they have to provide evidence of training and that kind of thing so it's pretty it's pretty rigorous okay and I assume that would be managed through your office yes y okay in the initial training if I could just add we actually brought in um someone from Shipman and Goodwin to do the training who is an expert on this area of the laws they did that training for our central office as well as our uh building administrative team thank you Kelly all right with that in mind um
024I guess I'm looking for a motion to make a recommendation to the board for a first read uh for both um Title 9 series 4,000 for personnel and Title 9 series 5,000 for students Teresa you're making the motion yes ma' thank you so much may I have a second please I need a second either from Michelle or Al please I'll second to Kate thank you Michelle sure uh all those in favor please signify by saying I I I I okay motion so carries thank you very much Kim thank you for the overview appreciate it all right so we are moving on down to the second item on the agenda which is series 4000 Personnel um and Kelly thank you again for uh putting this together um and I assume you'll be kicking off yes Kim
025and I will kind of tag team on these um so the 4,000 series is all Personnel related um so this has to do with both certified and non-certified staff um and so you will see I'm going to just jump down for a minute just to I received this question under security fingerprinting this applies to both certified staff and non-certified staff which is why you see the two different policy numbers um so anytime that a policy is going to apply to both groups we'll double code it according with the cave um recommendations as one series The the one with the second digit being a one is applies to certified the one with the second digit being a two applies to non-certified so I just want to bring that forward um the first policy yep the first
026policy will go into um is really uh the 4,000 uh policy and essentially this outlines what the purpose and intent of our 4,000 series policies are um so it's called Concepts and roles and Personnel um and you will see when you go uh through this policy um that it's talking about our roles and responsibilities essentially related to Personnel recruiting selecting employing retaining training compensating um evaluating staff um in an appropriate way um it also talks about our responsibility to assign Personnel um uh to different uh positions according to their certification um and then also uh talking about our human relationships right how we um again going along with recruiting and retaining how we build relationships with the employees that um that are within our school district um so this is really just the kickoff the
0274,000 series that talks about every other policy to follow which goes into more specific um kind of finer details of of personnel I don't know if there's any questions really I know everyone I'm projecting on the screen just so everyone's aware the recommended cave policy um if we want to go back to the previous one um while there are um some slight differences in it there are not significant really in any policy we're going through tonight um things are spelled out a little bit more detailed than some of our prior policies um but as far as the intent or purpose behind the policy it's still larger Remains the Same is it possible or is it too much to highlight what's new as opposed you know versus what is already there just to see the difference
028the reason I've done the side by side I can for certain policies some are re written um kind of in their entirety um so to go for a word for word comparison is a little bit challenging um you know if there's a sentence or something inserted in that's certainly something we can do but the reason I provide the old and new with the hyperlinks um I think it's probably best if you put them side by side and read one following the other um but this again the purpose of this is to bring our our series 4,000 policies uh up to date with the most current legal references at the end um and C recommendation recommended language um that's really more specific to uh 2024 yeah I mean the there's a big difference here but it's
029it's almost uh almost 25 years since this policy has been uh revised um so you know it I think you know Kelly to your point some of these are the language and the way it's even presented is going to change substantially I mean I just switched um back to the previous one I think what you will see Terry is the one through six that they numbered and bullet pointed out to each specific thing is where the the chunk of kind of the update or recommendations are here but essentially it says the same thing it's just more detailed in the new policy but to go word by word there's so many differences it makes it a little bit more challenging yeah it's challenging to try to keep up what's the difference too that that's I realize
030it's a lot there it's just that it is challenging either way you look at it so Kate I will take your uh recommendation if we want to go to the original policy have everyone read it and then project the new policy we can do that um that's also why we're providing the links and information in advance as well okay yeah I mean to that point Kelly I that was something we talked about at the last meeting how important it is for folks to have shown up reading through having read through these um I think there certainly might be cases where we should consider it you know line line and kind of go over it um I don't know if this is one of them because it's it's essentially the same content it's just a little
031bit more expand you know the language is a little bit more expanded um if folks really feel strongly about it then we can do it I do feel strongly about it because language is important and how it's you know understood um and I thought that when we had spoken you know over the course of the last couple of years we were talking about about how heavy this load is going to be but that we were going to show what the differences were and so I I agree with Teresa I mean I understand there's a lot of polic here and and you really have to be well versed and understand how you're looking at it and that is what I would be looking to you to explain to me how the policy has changed over 25
032years there's going to be significant changes and then some that are slight but I I would I would like to to review those in more detail I guess I'm just trying to think practically how we would do that because if you Kelly if you go back to the first screen you know a lot of times what we'll do like when we um when we bargain in contracts and you get a Redline version um so we almost couldn't Redline version this because it would be all crossed off with new sentences stuck in the middle that are just reaying the same thing in a different way um I think in these overview ones like this one this is like an this is like the Feelgood HR policy right the one that they wrote 30 years ago like
033we love everybody we take care that's what this policy is those that might create a burden like the one I'm thinking most of is that hiring policy with the different panels if we were going to suggest a change like we don't want to do two panels anymore we want to do one panel that would be one where it' be super easy to show you on a Redline version we could talk about what you know what the difference is what the impact on you know nepotism or whatever it is might be um but I think in ones like this one I think you just look at your eyes would glaze over because you just have a Big Blob of everything crossed out and all new words and they all are that like Feelgood happy words if
034that makes any sense that's my two cents on this one in particular I I guess I'm talking about the ones that that that do change that there's been significant changes in the last 25 years of how HR looks at right policy um so if there's like significant changes where we're not talking about one word that doesn't change the meaning of of it you know what I'm saying where that's what I'm talking about like where are the big the big changes or the ones that we need to highlight or hey you know what this was the case but now you know we've included this so now it includes this larger pool of people like those kinds of changes we're not are we gonna go over that okay great you have about these policies I just highlighted
035on the screen for you the spelling out while there are differences in the language written between the former policy and the current policy and you know minor wording changes the significant difference here is your one through six the numbers one through six which are highlighted on the screen which really spells out the you know the six different chunks or roles and responsibilities of the policies to come um so again the first one is recruitment selection and employing the highest qualified Personnel the second one is compensation the third one talks about inservice or training the fourth one about evaluation on the fifth one about assignments and you will see policies that that align to each one of these in the latter um the latter part of the series um in the last one of talking about
036human relationships um and so and that is kind of embedded within all the policies um in this series and others but that is where the meat of this policy has kind of spelled out different responsibilities in relationship to Personnel may I Kate if I look at the first one it says to recruit and select and employee the best qualified now we have a a program or we've we're looking to higher diversity um you know it so the best qualifi like that would be a a a word in there where it's saying the best qualified and I understand that we always look for the best qualified but we have other uh you know Michelle I'm gonna inter your for a second you have a policy that's coming up that talks specifically about recruitment of minor minity
037candidates so this outlines like this is like the 5,000 foot View and then rest of the policies are all the you know so there is a policy that that addresses exactly what you're talking all right so I okay great so the fact that it's not here we will be seeing that we will be seeing it yes there's a whole policy devoted just to that topic thank you wonderful thank you Kate any questions from uh any other questions from committee members thank you Kelly for doing that yeah showing the difference that helps thank you all right I'm uh gonna look for a motion to recommend uh the 4,000 number 4 the 4,000 uh policy for first do you want to wait until we do them all and just do a motion to those first you know
038I want to do them one by one Terry just because if we do bump into one that we decide we don't want to send for a first read yet or that requires more okay I make the motion thank you may I have a second please okay Kate I'll second thank you Michelle uh all those in favor please signify by saying I I I okay thank you motion carries all right right so we're looking at policy 4111 Recruitment and selection yes sorry to change screens it's just quicker to unshare and then reshare so okay here you go uh the next policy again this is the cab recommended policy uh talking about um Personnel this policy again will be signified by a 4111 and a 4211 because it's both certified and non-certified so you will see that
039on the recommendation um if you choose to send this to the full board um so here uh it is talking about how we recruit and select um staff members uh for uh the positions that we have within the district I don't up just a little bit you just scrolled past the diversity part can you see it now Kim yep so remember this policy particularly that um belief in ensuring um increasing educator diversity those all dovetail with the Strategic plan with the increasing educator diversity plan that you're going to see at your board meeting Wednesday night that will go to the commissioner to the grant so all of these pieces are all intertwined and so this is sort of of the bedrock in the policies piece from which these other things are going to flow out
040hey I'm not sure if you want to entertain I know everyone had this information in advance we can certainly go through it or answer any questions related to to the policy as written you let us know just a second here sorry okay so um with regard to the content about retired hiring of retired teachers Kim could you talk just a little bit about that so we can kind of understand the language is a little complicated sure so um basically the language there is just tracking what are our requirements with the teachers retirement board so when a teacher retires from service and there's lots of rules about when it's considered early retirement late you know regular retirement on time disability related all of those rules are set by the Teachers Retirement Board which is a state
041organization um they hold the pension plan and they make the guard rules or the guidelines so if a teacher and when a teacher retires there's some circumstances where they may come back and teach again with us this time as a retired teacher so more like a sub and they basically will continue to collect their pension while also subbing for us in order to restrict that double dipping idea the regulations have long had this 45% rule which means that the teacher the retire HED teacher cannot earn any more than 45% of the highest someone could be paid in that position including if they take benefits the value of the benefit plan so there's those are state run rules that again set the parameters this policy really just follows the big boulders here it lays out the
042big boulders of what can be some sort of Arcane rules some of those rules got suspended after Co some of them are are lacked because of um shortage areas so it's it's a whole world unto itself on how to navigate the the trb rules in order to get someone to come in and work with us as a retired teacher so this starts to really lay it out um but at the end of the day a lot of this we defer to trb to to be able to to tell the teacher what the rules are thank you Teresa did you have a question uh you have a listing I guess a uh listing all the uh legal references and stuff towards the bottom is there any way that you can separate that from the body of
043the policy just to Del delineate I'm looking at I'm thinking or is this more policy down here but it's like your um bibliography or what do you call it that yeah that that's exactly it's it's the required references that's right yeah right if you could just kind of put an Ask separate or or or broken line or something across just to show that it's separate from your policy yep thank you and then that um the line that's stricken out that's alternative language so um the because of our size um you delegate The Authority for hiring all of the teachers to the superintendent here um because if you were um a much smaller District like Sherman where you have 10 teachers you might go through the process and and nominate individuals to be teachers and you
044all would vote on each one of them um with the volume of people that we do in a given year um you wouldn't you'd spend all your time doing that so you delegate that to the superintendent and his team in order to go ahead and employ teacher so that language in parenthesis is if you didn't do that what you would have to do the board would have to accept or reject people within 35 calendar days so it's um really it's alternative language from um cab so do we need it because that's why it's crossed out we don't we don't need it then but it's not crossed out on our on our copy oh it's crossed out on the one you're looking at yep on the screen so it should be that way on the screen
045do is if you decided to move this forward we would remove it so there was a clean policy um Kim and I were just trying to show you that that was an alteration or adjustment um because it was in the recommended policy for consideration that we didn't want to remove it without um right right you had it in parentheses I just want to make sure I remember there's one on the fingerprinting we'll go over as well um the same thing okay any other questions from Comm members about this policy all right seeing none I'm looking for a motion to make a recommendation to the full board for first reading of policy 4111 revised policy 4111 Recruitment and selection um and that will also be for nope just that one sorry 4111 so motion okay thank
046uh thank you Terry and Michelle go get the second on that so all those in favor please signify by saying I I I where's Al where's Gladis is an ex officio member of the committee so or not ex officio what's a yeah yeah ex official yeah okay so she she does not participate in the voting okay okay but Mrs Cooper I trust that if you have any questions or concerns uh you're invited to speak freely in this meeting as well thank you I I'm reading as we go along yeah okay thank you all right moving on to 41124 so this one um this one's had a lot of evolution over time to be very honest we don't use a lot of um Health examinations anymore we use them in places where they're strictly job related
047so um you know you'll see there's a couple of things that are optional in here like the TB test that's just a hold over from a very very long time ago that's no longer required um so I think it's up to you I my recommendation would be that you leave in a permissive part of this procedure um because you do want to be able to use it in places where it's strictly job related if you started doing broad you know widely spread Health examinations for um topics or or functions that are not job related that's when you expose yourself to claims about disability discrimination or um you know perceived disabilities so we generally don't like to go too close to those um so um know if anyone's got any questions about this one this lays
048out the procedures were you to use the physical exam policy because of it being job related okay um for that language that's marked optional all new staff with a risk for having latent TB infection um can you give us some guidance there please Kim again I I I worry a little about um perceived disabilities honestly and so I don't think if if it is to the extent that it's optional that we don't need it that's when I'm not sure you really so don't need it so take it out take it out around a hundred million years I think people get emotionally well listen they got measles coming back they do I was shocked and you know those of us that got that shot when we were quite young it didn't work so good anymore I
049don't think shot I had the measles that's are there any striking through that that sentence in the policy okay are there any other questions from committee members here so Kim you feel confident that in removing that optional language that the rest of this is pretty broad enough to yeah and it's any kind of Y and I think it's available to us in the event that we think it's job related and we need to put people through the process all right uh seeing no other questions or comments I will ask for a motion to make a recommendation to the full board for first read on policy 41124 Health examination Michelle you want to do it motion second thank you Michelle thank you Terry all those in favor please signify by saying I I I motion so
050carries all right we are moving on down to 411 2.54 212.5 top so this has to do with h fingerprinting so allowing us to do both uh background checks uh so fingerprinting criminal background checks and DCF checks um and this is a policy which applies both to your certified and non-certified staff um the purpose behind this is to make sure that there are um nothing that we should be aware of coming in into um employment um in to protect our children uh to make sure that those employees that we are um that we are hiring do not have any concerns that they present to employment in our are questions from committee members here um go ahead Terry uh the old copy I kind of liked the way it's formatted with one section can you do
051that in this area to kind of because it kind of runs all in together can you be a little bit more explicit on which part that you liked in the former policy well like he says here number one prior to the first day of employment after the superintendent or designate then number two no later than 10 calendar days can you do that with this one because this just kind of runs into one another you know it's separate the paragraphs but delting it would that be a lot easier so you know to do one you know to do two you know to do three we can certainly do that um Terry can I just ask right here so I'm on the paragraph that's applicants as required shall make disclosures are you thinking here to kind of
052um tab them all in so you have number one two and three very clearly labeled or to use the wording of the former policy well no no not use the word wording of the former polic just setting it up of your former policy you have it you know different um paragraph one to do this paragraph two to do that paragraph three to do this you have it in the old policy let me just present it just so everyone knows what you are referring to sorry yeah I just this one has just a lot you've got a lot of paragraphs here remember this is the C recommended that we um right right decided to go so Kelly while you're pulling that up I'll say this is all statutorily required so we are required in Connecticut to
053do the fingerprint B check through state and federal authorities we're required to do the DCF um check so people have to complete the form and we have to submit that to see if they're on the registry and um the third thing it makes reference there without calling it explicitly by name is the employer verification so any applicant who is going to be considered for a job who has worked in a position in the past working with students um they have to give us the name and address and we send those employers a form and it asks if anyone um if there were any pending allegations of abuse or neglect at the time that the person left employment if there had been any finding of abuse neglect and we often will have to chase down employers
054because someone could give you eight or ten of those forms right from all different employers that they've had where they were for kids so we run all of those down um sometimes it takes more I'm going to on the plane here sometimes it takes more than five or 10 days and so I get a little nervous with date restrictions because um we try to make sure that we've complied with the line stare of them before putting anybody in the classroom as required by law but some of those like the eev forms take a while and and we don't always get them all back I just um put up the previous policy as Kim was talking just so you can see how it's numbered um one through five uh certain we can try to outline the
055process and the steps like the one two three that are in um two of the different paragraphs we can certainly yeah just to make it yeah so that it's a little bit clearer and easier on the eyes to read um but I would recommend going with the paragraphs as written in oh yeah if you can just yeah organize it uh I think would help we can go ahead and do that absolutely okay any questions or thoughts from uh committee members about this policy okay seeing none I'm going to ask for a motion to make a recommendation to the board for full the full board for a first read um on policy 411 2.5 and 42125 for uh Security check fingerprinting for personnel certified and non-certified motion second by Michelle second by Terry uh may all
056those in favor please on the second I I I motion so carries thank you now can I just ask a quick question um to either Kelly or Kim I'm not sure who is the best person to answer this in looking at the policies I see there's 1.1 which we did skip over I assume it's because it's actually supposed to be 4211 that is correct okay thank you just wanted to clarify point where we're trying to put them in order there were some um discrepancies from the audit and I'll actually speak to that for not this policy but the next one that we do as I do need to double check on on the correct numbering okay thank you Kelly appreciate you confirming all right so we're goad Kate no go ahead sorry sorry Kelly that's
057okay we were both gonna say the same thing I think the next one is uh 41126 which is Personnel records um essentially this states that in central office we are to keep a personnel file um on employees uh on each employee that is employed by the board um that uh the employee has the right to review that personnel file um and then um and cim I'm going to ask for you to describe this but in limited capacities we do have the right to release information contained within the personnel file uh pursuant with a foyer request and then there's some specific steps that we go through in order to do that so um just to scroll up a teeny bit the place where um I actually recommend striking out so a personnel file is not a
058location it's it's a series of documents so a personal file for Kelly might have her evaluations that are located in an electronic format somewhere they may have a performance related memoranda that was written and printed out and filed in her file um it may be contained in the superintendent's desk in a file so there is no legal personnel file location where if something's not in it it's not in the personnel file if that makes sense so um again to kind of use the words of Mr Mooney the personnel file is not a single location it's a series of documents and so when we get a request for one Our obligation is to gather all of those documents and produce them as anything affecting the terms and conditions of employment so I do think that that
059one sentence there is a little bit misleading which is why I sort of struck it out of the recommended policy um the other is um I just think it's a good policy for you everywhere that we can to have a superintend or design again you have an awful lot of employees so if you have 1,800 employees and you get 10 requests for personnel files um I don't think you want to funnel those all through one person it's just too much work so that's why I recommended that you put in or designate in all the places where are where they are relevant this policy really is just tracking um Foya requirements so as Kelly alluded um contrary to popular belief there is not a whole lot that is shielded from disclosure from teachers Personnel files um
060lots of things that they do um um certain parts of evaluations but not discipline are all subject to disclosure if someone were to make a Freedom of Information Act request so I think that this policy as proposed tries to kind of thread the needle a little bit between what would be required to be disclosed on request it's also an important policy because it alerts employees that that is very much within their rights to ask for a copy of their file and and we do get that a lot people say can I see everything that's in my file so that could be memos that Kelly's written it could be memos that were stuck in at the time of hire into that you know demographic file it could be any of those things so I think people
061need to have a right um to to understand that they can ask to see their file and and many do Teresa um the you added design it's not in the copy we got right I added that actually I was sitting here this afternoon looking at it again fine it's okay with me I just I didn't have it here I was looking at it again today so I thought that was probably an appropriate change I I agree I agree any questions from committee members about this policy all right seeing none I will look for a motion to make a recommendation to full board for first reading of policy 411 2.6 Personnel records Al want to jump in I'll move thank you Melle thank you Terry all those in favor please signify by saying I I I
062motion so carries okay so the next one I do want to start um har thank you for uh asking this one is labeled um in your agenda I think on one section five sorry 4113 and on another 4114 this is one that between what's posted on our Danbury public schools website what's on the cave website there's a difference um so I do want to get back to the committee on the numbering of it but I can assure you that the content of it is appropriate and so I would encourage that we move forward with it tonight um and at the next policy meeting Kim and I can just let you know is this 4113 or 4114 um I do want to verify that um this really is talking about assignment and transfer uh it is
063a brief policy um of uh personnel and this is for certified staff members um and so within this policy it references um as negotiated in your collective bargaining agreement and part of our teachers uh contract uh is a provision uh for transfers um that they can that a teacher can request um and there's dates uh and timelines for that so that is spelled out in your teachers contract but this policy essentially alerts teachers very similarly to the Personnel records that you have a right to ask for a transfer within your area of certification um and there's a process for doing that I don't know Kim if you want to add anything no and that's in that first paragraph you see consistent with any existing Provisions in negotiated agreements that's what it's referring to so teachers
064um teachers in their contract after you know many rounds of negotiations what what the way the system works is they can prior to March 1st request a transfer and they um will give you for example could be um I would like any elementary school or only in if you have something in great plane or only if you have something in third grade and those um parameters go on to a list now it doesn't guarantee by operation of the contract you're not guaranteed the transfer it means that you are guaranteed an interview with the receiving building administrator so um as and I don't get a lot of these anymore um it it also if someone were a teacher and were to not have requested to transfer but saw a posting for that third grade job at
065Great plane they're certainly free to apply as an internal candidate so it's kind of diluted down the transfer Provisions a little bit um in that everybody kind of has an opportunity whether they've said it by March 1 or not everybody gets a chance to kind of VI for a position they just may not be guaranteed an interview if they haven't put their name on the list so Kim this was uh this particular or Kelly this particular policy was broken down into two distinct segments on our original um information one which was I guess just general to everybody in the district and then one specific to administr of assignments uh for um it looks like administrator specifically like uh principles and again I think that may go back to way back in the day administrators and
066teachers were in the same contract okay so now over time yeah over time before my time I don't I don't know when it was exactly but they I don't think it was shortly before I arrived they split off into two different bargaining units so I think what you're you're seeing is kind of a hold over of trying to peel apart those policies to make sure that got all groups go to their designated contract first which makes sense it's a it's a lot cleaner to do it that way and I just sorry I'm sorry Kelly no I was just gonna say I just put up for your reference so everyone could see what you were referring to um and just to call everyone's attention this was last reviewed in October of 99 um so it was
067prior to uh the administrative Union breaking off as himim has indicated ter uh I noticed that the uh letter r is in front of these numbers are we going to keep sh I assume that means revised does that do we keep that or or no the letter when we revise these uh policies the r is the regulation or regulation yep and the P up above the policy so the p yep yeah so that one's the policy and then below it is the regulation with the r oh okay thank you I try to get this all straight this is for me it's a little bit of an adjustment too because what it used to be is in that three- ring binder which is I still think the best way to go in that three- ring binder
068that I think one was blue and then the regulations were green and they were pieces of paper right behind them so it was a little bit easier conceptually just to think about it as a separate thing right right thank you um any questions or concerns from committee members all right seeing none I will ask for a motion to make a recommendation the full board for a first reading of policy 4111 sorry 4114 assignment move move by Michelle thank you second seconded by Terry thank you both all those in favor please signify by saying I I I I motion carries um before we uh you're G to give us a preview Kelly before we do that I just want to give any board members who are on this call with us that are not committee members
069a chance if they have any questions or concerns about the policies we discussed this evening all right Kelly looks like we can move forward thank you can I just did you I just want to say thank you gladus because I really didn't want to take minutes because I wanted to review the policies and thank you so much that's all you're welcome no problem I second that just a little bit of a preview um here you will see this said policies for next meeting and right now just because I wanted you to focus on the ones we are going over to tonight it's just length the um the old policy or our current policy that's in place what I will do is you will see it populated on the next agenda where we'll create the link
070to the C recommended policy for your consideration um and you will see that we have 11 more to do so 11 more policies these are required policies um from our cave audit again they're all policies we currently have but it's bringing them up into current language um so our recommendation would be that we go through uh some or all of we can I can make the agenda to have all 11 policies and certainly um depending on conversation and timing we can certainly agree to Poston them for the next meeting that's needed I think Kate did got got this going I'm looking at the time we did okay I think I think we did very well actually yeah I think um put it all on for the next meeting that's my feeling I unless somebody else
071doesn't want to do it but um I'm I'm okay with that as you know long as we go into the new areas right we're gonna go into those thoroughly so yeah I'm fine with whatever you'd like Kaden yeah I'm I'm okay with having them all on there Kelly I mean I think worst case scenario we get to a point where we've spent a fair amount of time in the meeting and we decide we're going to table some of those for the following meetings and then um not on here but just so you know there are some for consideration policies um so what Kim and I will do for not the next meeting but the following meeting um is bring to your attention there are 17 in this series alone that are for consideration most of
072which fall under current state law and statute that we have to do anyways but if there are ones for this committee to look at our consider they're all outlined in the original you to just get that um but then we will also bring those forward I think for the following so we that would wrap up the series 4,000 um the next series we would move on to is 5,000 which is student or students I'm sorry students some of which are student excellent I appreciate you guys uh continuing to push us through push up push this boulder up the hill thank you all for your time all right any comments or concerns from anybody on the call here before we wrap up all right I'm G to call for a motion to adjourn please motion thank
073you Teresa second by Michelle okay thank you so much all those in favor please signify