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Policy Categories Archives: Section E: Support Services

Section E contains policies, regulations, and exhibits on non-instructional services and programs, particularly those on business management such as safety, building and grounds management, office services, transportation, and food services.

Charging Of School Lunches


Students in the Auburn Village School will be offered a nutritious, state-approved lunch at a price that has
been approved by the School Board for that school year if they desire.

Students will be able to charge lunch subject to the criteria of this policy. Parents/guardians of students
who are not able to afford school lunch are encouraged to apply for federal aid, through the National
School Lunch Program. Applications can be found on our website or by reaching out to our Nutrition
Services Director. Copies are sent out at the beginning of every school year.

A. When a student’s lunch balance is $5 or less, the parent will be notified.
B. If the negative balance reaches $10.00, the Food Service Director will call the parent/guardian.
C. If the negative balance reaches $25.00, the Principal will call the parent/guardian.
D. If a 1st or 2nd grade student has a negative balance, he/she will be allowed to charge a lunch or milk.
No snacks may be charged by those with a negative balance.
E. If a 3rd – 8th grade student has a negative balance, he/she will be allowed to charge a lunch for two
days. No snacks may be charged by those with a negative balance.
F. The Superintendent is authorized to take appropriate action to recover any balances owed to the District in cases where the parents do not cooperate in settling their debt.

The District will redefine school lunch debt as bad debt at the end of the school year or if the student
leaves the district for any reason. At the time that the debt is redefined as bad, nonfederal funds from
the District will be used to pay off the debt.

Legal References:
15 U.S.C. & 1692-1695 federal Fair Debt Collection Practices Act (FDCPA), 42 U.S.C. 1758(b)(6), Use or disclosure of
information Civil Rights Act of 1964 & 7 C.F.R. Part 15, Subpart A & B 2 C.F.R. $200.426, 7 C.F.R $210.09, 7 C.F.R
$210.10, 7 C.F.R $210.15, 7 C.F.R. $245.5 USDA SP 46-2016 – No later than July 1, 2017, all SFA’s operating the
Federal school meal program are required to have a written meal charge policy. USDA Guidance SP37-2016:
Meaningful Access for Persons with Limited English Proficiency (LEP) in the School Meal Programs RSA 189:11-a, RSA
358-C, New Hampshire’s Unfair, Deceptive or Unreasonable Collection Practices Act; NH Dept. of Education Technical
Advisory – Food and Nutrition Programs

Adopted: June 14, 2011
Revised: May 9, 2017
Revised: February 10, 2021

Data Governance And Security


The district will develop a Data Governance Plan that should be reviewed and approved on an annual basis at
the June meeting of the Auburn School Board.

Adopted: June 11, 2019
Revised: June 13, 2023, November 13, 2023

Legal References:
15 U.S.C. §§ 6501-6506 * Children’s Online Privacy Protection Act (COPPA)
20 U.S.C. § 1232g * Family Educational Rights and Privacy Act (FERPA)
20 U.S.C. § 1232h * Protection of Pupil Rights Amendment (PPRA)
20 U.S.C. § 1400-1417 * Individuals with Disabilities Education Act (IDEA)
20 U.S.C. § 7926 * Elementary and Secondary Education Act (ESSA)
RSA 189:65 * Definitions
RSA 186:66 * Student Information Protection and Privacy
RSA 189:67 * Limits on Disclosure of Information
RSA 189:68 * Student Privacy
RSA 189:68-a * Student Online Personal Information
RSA 31:103-b Cybersecurity
RSA 359-C:19-21 * Right to Privacy/Notice of Security Breach

Authorized Use Of School-Owned Materials


It is the borrower’s responsibility to return school-owned materials/equipment in the condition it was received in. The borrower bears financial responsibility for loss or damage.

Adopted: April 11, 2000
Revised: May 7, 2018

Food Service Management

ASD File: EF
See also JLCF

All food service personnel will be directly responsible to the Food Service Director and ultimately responsible to the building principal, Superintendent, or designee.

The Food Service Director is responsible for the planning and preparation of food served in the food service program, ensuring full compliance with the State of New Hampshire’s education rules and regulations. All food will comply with the nutrition standards as set forth by the school wellness program.

The Food Service Director will order supplies, keep accurate records of financial transactions connected with the food service program, and prepare all records and reports as required.

The Food Service Director will be certified by a NH Department of Education approved program.

All food service employees shall, within their first year of employment, obtain a certificate of completion for an approved sanitation course.

The Food Service Director will make recommendations to the building principal, the Superintendent, or designee concerning personnel and operational matters related to the food service program.

The District will seek to ensure that all students have access to school-provided meals. The Superintendent or designee will develop meal-payment procedures for school-provided meals. No student will be subject to different treatment from the standard school lunch meal or school cafeteria procedures, regardless of ability to pay for such meal.

Legal References:
RSA 189:11-a; NH Code of Admin. Rules Section Ed. 306.11, Section 204 of Public Law 108-265

Adopted: January 10, 2017

Video And Audio Recording For Instructional Purposes


Auburn School Board is committed to the use of technology to enhance the education of its
students. The Board acknowledges that video, digital video and audio recording (“recording”)
in the classroom may be useful for instructional purposes. In addition, there are times when
live streaming, or internet access to digital video and audio recording are appropriate. For
example, these technologies may be useful tools to provide access to students in remote
locations, home-bound or hospital-bound students, or to permit a student to recover classroom
instruction lost during an extended absence.

The decision whether or not to conduct video, digital video or audio recording for educational
purposes shall be made in the first instance by the classroom teacher and their request and
consent to recording shall be documented in writing and placed on file with the Principal. All
such recordings shall be deemed the copy written property of Auburn School District and shall
not be reproduced without Auburn School District’s express permission. Recordings shall not be
sold. Recording in the classroom for other than educational purposes is prohibited. Recordings
made for instructional use are intended to provide information for pedagogical and scholarly
study, and do not constitute educational records under the Family Educational Rights and
Privacy Act (FERPA). Only the student(s) or instructor, on whose behalf a request for recording
is made, will be granted access to that recording. The Principal may authorize others to view
an existing recording on a case-by-case and as-needed basis.

Student recording as an accommodation in their Individualized Education Plan or Section 504
Plan shall not be deemed a school recording unless the recording is conducted by the school on
behalf of the student. All recordings made as an accommodation, or for instructional recovery
or academic study shall be erased at the end of the semester or when they are no longer
needed, whichever is the later event. If the classroom teacher wishes to preserve a recording
for future instructional purposes, they shall seek permission from the Principal to preserve the

No recording shall take place in a classroom without first securing the written consent of each
adult student, or minor student’s parent or guardian. An adult student or parent who refuses
consent for a class where recording is the curriculum, such as a television or broadcast
journalism course, shall not be permitted to enroll in the course. This policy shall be
reproduced in the student handbook, and the parent or adult student’s written receipt of the
handbook shall be deemed written consent to Auburn School District’s use of video and audio
classroom recording for instructional purpose unless the adult student or parent opts out of
granting permission. Until such policy is reproduced in the handbook, this policy and a
permission form shall be disseminated by the classroom educator when recording in their
classroom is contemplated. The educator shall be responsible for garnering the adult student
or parent’s written consent and placing the same on file with the Building Principal before
recording may take place in the classroom. Auburn School District reserves the right to
reassign students to classes in accordance with their recording preferences.

This policy does not apply to the recording by Auburn School District of events such as public
concerts, graduation ceremonies, athletic events, and the like; all of which are not considered
classroom recording. This policy has been adopted after a public hearing conducted by the
Auburn School Board.

See also policy EEAA

Legal References:
RSA 189:68(IV)
20 U.S.C. § 1232g (FERPA)
34 CFR Part 99 (FERPA)

1st Reading: November 10, 2015
Public Hearing: November 10, 2015
Adopted: November 10, 2015




The Board shall procure and maintain fidelity bonds in reasonable amounts, in order to protect
against the loss of money, securities, and checks by actual destruction, disappearance, or
wrongful abstraction from within all premises and also while off any premises. Such coverage
will include a commercial blanket bond covering employee dishonesty, and may include a
comprehensive dishonesty, disappearance and destruction bond, with optional coverage’s
depending on the exposures at various locations.

Adopted: April 11, 2000
Revised: April 9, 2019

Liability Insurance


The School Board may procure liability insurance to protect against such risks of loss, cost or damage to itself, its employees or its pupils, or other loss. Such insurance may include general liability coverage, automobile liability coverage, errors and omissions liability coverage, and other coverage as the Board may determine. Liability limits for all coverage will correspond to those limits established by applicable law.

The Board may also participate in a pooled risk management program. The pooled risk management program may be utilized for: the defense of claims and indemnification for losses arising out of the ownership, maintenance, and operation of real or personal property and the acts or omissions of school officials, school employees, or agents of the school district; the provision of loss prevention services including, but not limited to, inspections of property and the training of personnel; and the investigation, evaluation, and settlement of claims by and against the school district. Membership in a pooled risk management program will conform to the provisions set forth in RSA 5-B and related statutes.

Each contractor will provide evidence of Worker’s Compensation coverage, and a Certificate of Insurance showing the liability policy endorsed to name the district as an additional insured.

Any accidents or occurrences, no matter how minor that could indicate liability on the part of an employee or official of the district shall be promptly reported to the administration and by them to the insurer. Any changes in use or occupancy of buildings shall also be reported. Strict observance of these requirements is necessary to prevent loss of coverage under policy restricting conditions.

Legal References:
RSA 5-B, Pooled Risk Management Programs
RSA 507-B:4, Limit of Liability
Marcotte v. Timberlane/Hampstead School Dist., 143 N.H. 331 (1999)

Adopted: April 11, 2000
Revised: April 9, 2019

Risk Management

ASD File: EI

The Auburn School Board recognizes its responsibility for properly managing the resources of the school system. This responsibility includes concern for the safety of students, employees and the public, as well as concern for protecting the system’s property from loss. No new policy or procedure will be adopted or approved by the Board without first giving careful consideration to the school system’s risk exposure.

The Superintendent or, by designation, the Business Administrator, shall be responsible for establishing a risk management and insurance program covering all property and program risks related to the performance of the educational and service missions of the system. This risk management and insurance program shall include means for identifying, eliminating, reducing, retaining or transferring risk. Only when a particular risk cannot be eliminated or feasibly retained by the system shall it be transferred by the purchase of insurance.

The Board realizes that the assumption of some predictable risks is the most economically feasible method of treating certain exposures. When it is in the apparent best interest of the system, the Board may budget for and retain limited and predictable risks of financial loss, through the use of contingency funds, deductibles, etc. or participation in pooled risk management programs with other school districts.

When the purchase of commercial insurance is deemed necessary, such purchase will be made on the basis of service offered by the insurer, the reliability and financial stability of the insurer, and the price of the insurance as competitively determined.

The Board does not recognize any obligation to purchase insurance from a particular agent, broker or insurer representative or from any group of agents, brokers or insurer representatives other than an obligation based on the above stated considerations.

The Superintendent has the responsibility for preparing a risk management report upon request by the Board. The report shall include a description of the system’s current risk management program and a summary of the existing insurance coverages.

The Board authorizes the Superintendent to seek professional risk management advice, if necessary, in order to develop, implement, maintain, and audit an effective risk management program for the system.

Adopted: April 11, 2000
Revised: April 9, 2019

Data/Records Retention


The Auburn School District shall develop procedures for a records retention system that is in compliance with RSA 189:29-a, and Department of Education regulations. The procedures should ensure that all pertinent records are stored safely and are stored for such durations as are required by law. Additionally, the Auburn School District shall develop procedures necessary to protect individual rights and preserve confidential information.

This policy shall apply to all district records, irrespective of the specific medium of the record, i.e., paper, electronic, digital, cloud, etc.

Legal References:
RSA 91-A, Right to Know Law, RSA 189:29-a, Records Retention and Disposition, NH Code of Administrative Rules, Section Ed 306.04(a)(4), Records Retention, NH Code of Administrative Rules, Section Ed 306.04(h), Records Retention, NH Code of Administrative Rules, Section Ed. 1119.01, Confidentiality Requirements, 20 U.S.C. 1232g, Family Educational Rights and Privacy Act (FERPA)

Adopted: June 13, 2006
Revised: January 12, 2010
Revised: January 15, 2019