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Board Policies

The Hamilton County Board of Education Policy Manual is updated online following approval of any changes by the Board. Policy documents are PDF files that require Adobe Acrobat Reader for display.

The Hamilton County Department of Education is guided by federal and state law, along with local regulations defined by Board Policy. Board policies cover a range of activities, including board member duties and expectations, governance. personnel issues, student issues, instruction, and finance.

HCS Board Policy Packet February 2025

School Board Operations

LEGAL STATUS AND AUTHORITY
1.100 School Board Legal Status and Authority 12/16/04
1.101 Duties of Board of Education 10/18/18
1.102 Members Legal Status 09/15/22
1.103 Board Self-Evaluation 12/16/04
1.104 Memberships 11/11/21
1.105 School Board Legislative Involvement 09/15/22
1.106 Duties of Individual Board Members 10/20/22
1.107 Code of Ethics 10/20/22
1.108 Nepotism 10/20/22
BOARD MEMBERS
1.200 Method and Election of Officers 09/18/22
1.201 Duties of Officers 11/11/21
1.202 Duties of Board Members 12/16/04
1.203 New Member Orientation 12/16/04
1.204 Board Member Development Opportunities 01/18/24
1.205 Board-Director Relations 10/20/22
 COMMITTEES/CONSULTANTS
1.300 Committees of the Board 04/20/06
1.301 Executive Committee 12/16/04
1.302 School Attorney 12/16/04
MEETINGS AND PROCEDURES
1.400 School Board Meetings 10/19/23
1.401 Appeal Hearings before the Board 10/10/20
1.402 Notification of Meetings 10/20/22
1.403 Agendas 10/19/23
1.404 Appearances before the Board 10/19/23
1.405 Rules of Order 12/16/04
1.406 Minutes 12/16/04
1.407 School District Records 09/16/21
COMMUNITY RELATIONS
1.500 Board-Community Relations 12/16/04
1.501 Visitors to the Schools 08/15/24
1.502 Board Meeting News Coverage 10/18/18
1.503 News Releases, News Conferences and Interviews 10/20/22
POLICIES AND PROCEDURES
1.600 Policy Development and Adoption 10/18/18
1.601 Administrative Procedures 02/20/25
SCHOOL DISTRICT ORGANIZATION AND PLANNING
1.700 School District Goals 10/20/22
1.701 District Planning 10/20/22
1.705 School Based Decision-Making 12/16/04
  GENERAL SCHOOL MANAGEMENT
1.800 School Calendar 09/20/18
1.801 School Day 12/16/04
1.8011 Emergency Closings 10/20/22
1.802 Section 504 and ADA Grievance Procedures 10/18/18
1.803 Smoke-free and Tobacco-free Workplace 10/20/22
1.804 Drug-free Workplace 10/19/23
1.805 Use of Electronic Mail (email) 10/20/22
1.806 Advertising and Distribution of Materials in Schools 10/20/22

Fiscal Management

FISCAL MANAGEMENT
2.100 Fiscal Management 04/18/24
2.101 Duties of School System Employees 04/18/24
BUDGET
2.200 Annual Operating Budget 04/18/24
2.201 Line Item Transfer Authority 04/18/24
2.300 State and Federal Aid Eligibility Determination 02/16/23
REVENUE
2.400 Revenues 04/18/24
2.4001 Placement of Wireless Transmission Facilities 04/18/24
2.401 Gifts and Bequests 04/18/24
2.402 Investment Earnings 04/18/24
2.403 Personal Property Sales 08/15/24
2.500 Deposit of Funds 04/18/24
2.600 Bonded Employees 04/18/24
 ACCOUNTING
2.700 Accounting System 04/18/24
2.701 Financial Reports and Records 04/18/24
2.702 Inventories 04/18/24
2.703 Audits 04/18/24
EXPENDITURES AND PURCHASING
2.800 Expenditure of Funds 04/18/24
2.802 Payroll Procedures 03/14/19
2.803 Salary Deductions 04/18/24
2.804 Expenses and Reimbursements 04/18/24
2.805 Purchasing 04/18/24
2.806 Bids and Quotations 04/18/24
2.808 Purchase Orders and Contracts 02/16/23
2.900 Student Activity Funds Management 04/18/24
2.910 School Support Organization 03/14/19

Support Services

3.100 Support Services Goals 12/16/04
  FACILITIES MANAGEMENT
3.200 Buildings and Grounds Management 11/17/22
3.201 Safety 11/21/24
3.202 Emergency Preparedness Plan 11/21/24
3.203 Crisis Management 11/21/24
3.205 Security 10/10/24
3.206 Community Use of School Facilities 11/21/24
3.208 Facilities Planning 11/17/22
3.209 Estimating Facility Costs 12/14/23
3.210 Naming New Facilities 02/18/16
3.212 Facilities Planning: Involvement of Architects  12/16/04
3.213 Lead Testing in Drinking Water 11/21/19
EQUIPMENT AND SUPPLIES MANAGEMENT
3.300 Equipment and Supplies Management 11/17/22
3.3001 Use of Cellular Phones 04/18/24
3.301 Equipment and Tools Use 12/16/14
3.302 Service Animals in District Facilities 11/17/22
TRANSPORTATION MANAGEMENT
3.400 Student Transportation Management 11/21/24
3.401 Scheduling and Routing 11/21/24
3.402 Special Use of School Buses 09/20/07
3.403 Traffic and Parking Controls 11/11/21
3.404 Private Vehicles 09/20/07
3.405 Owner/Operator Bus Service 11/21/24
FOOD SERVICE MANAGEMENT
3.500 Food Service Management 09/19/19
3.5011 Water Access 03/18/21
3.502 Offer Versus Serve 11/17/22
3.503 Food Services Employee Health Policy 11/21/24
INSURANCE MANAGEMENT
3.600 Insurance Management 12/14/23
3.601 Student Insurance Program 11/17/22

Instructional Program

4.100 Instructional Goals 12/16/04
CURRICULUM DEVELOPMENT AND PROGRAMS
4.200 Curriculum Development 12/8/22
4.201 Basic Program 12/13/18
4.202 Exceptional Education 11/09/23
4.203 Federal Programs 12/13/18
4.204 Career & Technical Programs 12/8/22
4.205  Magnet Programs 12/21/17
4.206 Early Postsecondary Opportunity 08/15/24
4.2061 Enrollment in Advanced Courses 08/17/23
4.207 Supplementary Programs 08/15/24
4.208 Virtual Education Program 12/8/22
4.210 Credit Recovery 08/15/24
4.211 Work-based Learning program  12/8/22
4.212 Charter School Application Process  11/09/23
4.2121 Charter School Renewal 11/09/23
4.2122 Charter School Intervention Policy 07/20/23
4.213 Open Enrollment  11/11/21 
4.214  Use of Artificial Intelligence Programs 08/15/24
EXTRACURRICULAR PROGRAMS
4.300 Extracurricular Activities 08/17/23
4.301 Field Trips and Excursions 05/19/16
4.302 Intramural Athletics 12/16/04
4.303 School Sponsored Student Publications 12/16/04
4.304 High School Athletics 07/21/22
INSTRUCTIONAL MATERIALS AND SERVICES
4.400 Instructional Resources and Materials 12/16/04
4.401 Textbook Selection, Distribution and Care 04/22/10
4.402 Selection of Instructional Materials (other than textbooks) 12/08/22
4.403 Reconsideration of Instructional Materials and Textbooks 08/15/24
4.404 Use of Copyrighted and Licensed Materials 12/13/18
4.405 Employee-Developed Materials 12/16/04
4.406 Use of the Internet 12/16/04
4.407 Audio, Video, & Digital Recordings 12/13/08
COMMUNITY INSTRUCTIONAL RESOURCES
4.500 Community Instructional Resources 12/16/04
4.501 School Volunteers 12/18/22
4.502 Parental and Family Engagement Policy 07/19/18
ACADEMIC INFORMATION
4.600 Academic Information 12/16/04
4.601 Grading System 08/15/24
4.602 Reporting Student Progress 12/13/18
4.603 Drivers License Revocation 08/15/24
4.604 Parent Conferences 12/16/04
4.605 Lottery Scholarships 12/08/22
4.606 Graduation Requirements 04/20/17
4.607 Graduation Activities 12/13/18
4.608 Class Ranking 01/16/14
4.609 Promotion and Retention K-8 12/08/22
TESTING AND EVALUTION
4.700 Testing Programs 12/16/04
CONTROVERSIAL ISSUES AND MATERIALS
4.800 Controversial Issues 12/16/04
4.801 Religion in Curriculum 08/15/24

Personnel

  EMPLOYMENT PRACTICES   
5.100 Goals for Personnel – Human Resources 03/14/19
5.101 Creation of Positions and Lines of Authority 07/20/23
5.102 Classification and Qualifications 07/20/23
5.1021 Military Professionals Serving as JROTC Instructors 10/27/11
5.103 Job Descriptions 07/20/23
5.104 Equal Opportunity Employment 03/14/19
5.1041 Americans with Disabilities 08/17/23
5.1042 Educator Diversity 03/18/21
5.105 Recruitment of Employees 07/20/23
5.106
 Application and Employment
 08/17/23 
5.1061
 Criminal Records Check  08/17/23
5.1062
 Record Tampering  12/16/04 
5.107
 Classified Employees  07/20/23
5.108 Supervision  07/20/23
5.109
 Evaluation  08/17/23
5.110
 Compensation Guides and Contracts  07/20/23
5.113  In-Service and Staff Development Opportunities  07/20/23
5.114 Personnel Records and Employee References  07/20/23
5.1141
 Teacher Effect Data  07/20/23  
5.1142  Employee Demographic Changes  07/20/23
5.115
 Assignment/Transfer  07/20/23  
5.116 Reductions in Force  07/20/23
5.117 Procedure for Granting Tenure 07/20/23
  SEPARATION PRACTICES  
5.200 Suspension/Dismissal of Non-tenured Teachers
 08/17/23
5.201 Suspension/Dismissal of Tenured Teachers
 08/07/23
5.202 Suspension/Dismissal of Classified Employees 01/18/24
5.203 Non-Renewal 06/16/16
5.204 Resignation 08/17/23
5.205 Retirement 10/19/23
  EMPLOYEE LEAVES  
5.3001  Job Abandonment (Classified Employees)
 12/16/04
5.301 Religious, Emergency and Legal Leave
 01/18/24
5.302  Sick Leave
 09/21/23 
5.3022  Bereavement Leave  07/20/23
5.303 Personal and Professional Leave
 08/17/23
5.304 Extended Leaves of Absence for Certificated/Classified Personnel 04/16/20
5.305 Family and Medical Leave 08/17/23
5.306 Military Leave 08/20/20
5.307 Physical Assault Leave 11/09/23
5.309 Legislative Leave 06/18/20
5.310 Vacations and Holidays 08/15/24
5.311 On-The-Job Injury 11/09/23
  EMPLOYEE HEALTH PRACTICES  
5.400 Personnel Health Examinations/ Communicable Diseases 02/15/24
5.401 Expenses and Reimbursements 04/20/23
5.402 Hepatitis N (HBV) 04/20/23
5.403 Drug & Alcohol Testing for Employees 07/20/23 
  GRIEVANCES  
5.500 Employee Complaints 07/20/23
5.501 Employee Grievances 10/19/23
5.502 Harassment/Sexual Harassment and Discrimination 08/17/23
5.503 Complaints about School Personnel 12/16/04
5.504 Evaluation Appeals 07/20/23
  EMPLOYEE RIGHTS AND RESPONSIBILITIES  
5.600 Staff Rights and Responsibilities 08/20/20
5.6001 Workplace Violence 10/19/23
5.601 Staff Conflict of Interest 04/20/23
5.6011 Code of Professional Conduct 09/16/21
5.602 Time Schedules and Extra Duty 04/20/23
5.604 Overtime Pay of Non-Exempt Classified Personnel 04/20/23
5.605 Staff Gifts and Solicitations 12/16/04
5.606 Staff-Community Relations 08/15/19
5.607 Non-School Employment 12/16/04
5.608 Tutoring for Pay 04/20/23
5.609 Reimbursement for Personal Property 04/18/24
  TEMPORARY PERSONNEL  
5.700 Interim Employees 12/16/04
5.701 Substitute Teachers 08/15/24
5.702 Student Teachers 04/20/23
5.703 Private Duty Nurses 01/20/22
  RECRUITMENT and EMPLOYMENT OF THE DIRECTOR OF SCHOOLS  
5.800 Director of Schools 12/16/04
5.801 Director of Schools Recruitment and Selection 06/14/11
5.802 Qualifications and Duties of the Director of Schools 11/21/24
5.803 Evaluation of the Director of Schools 10/19/23
  NEGOTIATIONS  
5.900 Professional Personnel Collaborative Conferences-Legal Status  04/20/23

Student

 6.100 Student Goals 05/11/23
 ATTENDANCE
6.200 Attendance 06/20/24
6.201 Compulsory Attendance 09/15/16
6.202 Homeschools 06/20/24
6.203 School Admissions 06/20/24
6.204 Attendance of Non-Resident Students 06/20/24
6.205 Student Assignments 06/20/24
6.209 Child Custody & Parental Access 10/17/19
6.210 Registered Sex Offenders 09/16/21
 BEHAVIOR and DISCIPLINE
6.300 Code of Behavior and Discipline 06/20/24
6.301 Rights and Responsibilities 06/20/24
6.302 Procedural Due Process 05/11/23
6.3021 Student Disciplinary Procedures 06/20/24
6.3022 Student Disciplinary Appeals 06/20/24
6.3023 Disciplinary Procedures for Students Receiving Special Education 01/18/24
6.303 Interrogations and Searches 05/11/23
6.304 Student Discrimination/ Harassment/Hazing and Bullying/Intimidation  05/11/23
6.3041 Title IX & Sexual Harassment 10/08/20
6.307 Alcohol and Drug Use 06/20/24
6.309 Zero Tolerance Offenses 09/19/24
6.310 Alternative Education Program 08/17/23
6.311 Cell Phone Use 07/20/23
STUDENT WELFARE
6.401 Student Health Services 08/15/24
6.402 Wellness 05/11/23
6.403 Student Communicable Diseases 06/15/23
6.404 Student Surveys, Analyses, and Evaluations 08/17/23
6.408 Supervision of Students 06/19/14
6.409 Child Abuse and Neglect 06/15/23
6.412 Emergency Allergy Response Plan 09/16/21
6.413 Prevention and Treatment of Sports-Related Concussions 04/20/17
6.415 Student Suicide Prevention 05/11/23
INDIVIDUAL NEEDS STUDENTS
6.500 Special Education Students 11/09/23
6.501 Educational Equity 03/18/21
6.502 Foreign Exchange Students 05/11/23
6.503 Homeless Students 06/20/24
6.504 Migrant Students 11/09/23
6.505 Students in Foster Care  06/20/24
6.506 Homebound Instruction Program Guidelines 06/20/24
STUDENT RECORDS
6.600 Student Records 06/15/23
6.601 Student Records Annual Notification of Rights 10/19/23
6.602 Student Records Inspections & Correction Procedure 10/19/23
STUDENT ACTIVITIES
6.701 Student Solicitations/Fundraising Activities 06/15/23
6.702 Student Clubs and Organizations 06/15/23