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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.

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 359-C:19-21 * Right to Privacy/Notice of Security Breach

Adopted: June 11, 2019

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


Availability and Distribution of Healthy Foods


The School District will support the availability and distribution of healthy foods and beverages in all
school buildings during the school day.

The Superintendent or his/her designee is responsible for ensuring that all foods and beverages
distributed within the district meet nutritional standards established by state and federal law relative to:
(1) nutrient density; (2) portion size; and (3) nutrition targets, as defined in pertinent law.

The Superintendent or his/her designee is responsible for implementing developmentally appropriate
opportunities to learn food preparation skills that support nationally recognized research-based nutrition
standards. The Superintendent or his/her designee is responsible for providing annual communication
information about the policy and procedure and related curricula to the school community.

Legal References:
7 CFR 210.10, Nutrition Standards And Menu
Planning Approaches For Lunches And
Requirements For Afterschool Snacks
NH Ed Admin Rules, Section Ed 306.04(a)(21)
Section Ed 306.11(g), (h)

Adopted: December 13, 2012

Charging of School Lunch


Every student 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. However,

A. When the balance is $5 or less a letter will be sent home via the student. A student with a negative balance will not be allowed to purchase snacks.

B. If the negative balance reaches $10.00, the Food Service Director will call the parent/guardian.

C. If a 1st or 2nd grade student has a negative balance, he/she will be allowed to charge a reimbursable lunch or milk.

D. If a 3rd – 8th grade student has a negative balance, he/she will be allowed to charge a reimbursable lunch for two days.

E. Students will be able to charge lunch subject to the criteria of this policy; all others may participate in a pre-payment program.

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.

Reimbursable Lunch – All five components are offered (milk, protein, bread or starch, and two different servings of fruit and/or vegetable) and student takes three.

Adopted: June 14, 2011
Revised: May 9, 2017

Vending Machines


The installation and use of vending machines in the schools will be controlled so that they will
complement the school lunch program and encourage students in good eating habits.
The service and sale of all food and beverages to students during school hours will be under the
control of the school’s food service department.
Vending machines may also be operated by the school in employee lounges for employee use
only. The funds derived from such operation will accrue to the internal accounts fund for the
individual school. Vending machines may be operated after school hours for student use. The
revenue from such sales will be deposited and accrued to the food service revenue budget.
The Food Service Director and Principal(s) will submit to the Superintendent annual financial
reports as part of the regular accounting procedures.
Adopted: April 11, 2000

Copyright Compliance


The District recognizes that federal law makes it illegal to duplicate copyrighted materials without
authorization of the holder of the copyright, except for certain exempted purpose. Severe penalties
may be imposed for unauthorized copying or using audio, visual or printed materials and computer
software, unless the copying or using conforms to the “fair use” doctrine.

Under the “fair use” doctrine, unauthorized reproduction of copyrighted materials is permissible for
such purposes as criticism, comment, news reporting, teaching, scholarship or research.

While the District encourages its staff to enrich the learning programs by making proper use of
supplementary materials, it is the responsibility of District staff to abide by the District’s copying
procedures and obey the requirements of the law. Under no circumstances shall it be necessary for
District staff to violate copyright requirements in order to perform their duties properly. The District
cannot be responsible for any violations of copyright law by its staff.

Any staff member who is uncertain as to whether reproducing or using copyrighted material complies
with the District’s procedures or is permissible under the law should contact the Superintendent. The
Superintendent will assist staff in obtaining proper authorization to copy or use protected materials
when such authorization is required.

Legal Reference:
US Code Title XVII, Public
Law 94-533

Adopted: May 8, 2012

Computer Security, E-mail And Internet Communications


The Auburn School District has established this policy with regards to access and disclosure of
electronic data composed, stored, sent, or received by employees using the district computer
system. This policy is designed to protect the safety and security of the district’s computer
systems including e-mail and internet use.

The school district intends to enforce the rules set forth below and reserves the right to change
these rules at any time.
1. The computer hardware system, software and e-mail system are owned by the district, and
all messages or data composed, stored, sent, or received using the system are and remain
the private property of the district. They are not the property of the employee.
2. The computer and e-mail system is to be used for business purposes only. Personal business
is unauthorized and should not be conducted on the system.
3. The electronic mail system may not be used to solicit or proselytize for commercial ventures,
religious or political causes, outside organizations, or other non-job related solicitations.
4. The school district prohibits discriminatory, harassing, or offensive materials in any form of
media. Among those which are considered offensive are any messages which contain sexual
implications, racial slurs, gender-specific comments, or any other comments that offensively
address someone’s age, sexual orientation, religious or political beliefs, national origin, or
5. The electronic mail system shall not be used to send (upload) or receive (download)
copyrighted materials, trade secrets, proprietary financial information, or similar materials
without prior authorization.
6. The school district reserves and intends to exercise without prior notice, the right to read,
review, audit, intercept, access or disclose any and all information on an employee’s
computer system or messages created, received or sent over the electronic mail system for
any purpose, even if coded or passworded.
7. The confidentiality of any message or data should not be assumed. Even when a message is
erased, it is still possible to retrieve and read that message. The use of passwords for
security does not guarantee confidentiality, or that the district will not retrieve it. All
passwords must be disclosed to the building Principal or his/her designee.
8. Any communications created, sent, or retrieved using e-mail may be read by individuals
authorized by the Superintendent.
9. Notwithstanding the district’s right to retrieve and monitor any e-mail messages, such
messages should 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 that is not
sent to them. Any exception to this policy must receive prior approval by the
10. Any employee who violates this policy or uses the computer system or electronic mail system
for improper purposes shall be subject to discipline up to and including discharge.
11. The district has the authority to terminate or limit access to any program at any time.
12. The District will take all necessary measures to maintain student privacy relative to the
District’s website, online information and storage of student personally identifiable
information, as required by state and federal law.

Legal Reference:
RSA 194:3-d, School District Computer Networks

Adopted: April 11, 2000
Revised: May 8, 2012
Revised: June 11, 2019
Reviewed: June 8, 2021