Christian Heritage Academy

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====== ADMINISTRATIVE PROCEDURES ======

===== OPERATIONS (400) =====

==== 410 Document Retention ====

CHA shall retain documents for the period of their immediate or current use, unless located in the following document retention schedule. The following documents are held in confidence and shared with school personnel on a need-to-know basis. Electronic documents shall be retained as if they were paper documents. The following is a partial listing of recommended retention times. The Business Director is responsible to review and update the retention schedule from time to time. 

In the case of school closure, CHA has established an agreement with Schaumburg Christian School. In such a scenario, SCS would be responsible for dispersing necessary records to former CHA students and families on a permanent basis. 

**Permanent Records (must be stored in print and/or digital (cloud) format)**

Checks and accounting records for major payments, such as property purchases
Income tax returns and supporting documents
Articles of Incorporation
Bylaws
Deeds and titles
Litigation
Board Minutes
Auditors reports
Accreditation reports
Student Transcripts (including grades, credits issued, graduation date, grade level achieved and, if applicable, college entrance exam scores)
Historical student information (name, address, grade level achieved, birthdate and place, gender, and names/addresses of parents)
Items with reasonable potential to bring future litigation (harassment, serious injury, violence/serious threats, police report and/or involvement, weapons, student accident reports, court orders/custody papers/other miscellaneous legal documents)

**Thirty Years**

Employee Medical records (while active plus 30 years)

**Ten Years**

Monthly and end-of-the year financial statements
Leases (while active plus 10 years)
Employment applications for individuals hired – while active plus ten years
Individual employee files – while active plus ten years
Professional Summative Evaluations
  * (while active filed by the Principal)
  * (when inactive filed with HR)
Student Records and Reports:
  * Standardized test scores administered at the Lower or Middle School levels
  * Report Cards
  * IEP, 504 plans, accommodations (SSP plans), or special education records
  * Medical records including a student’s immunization and/or medical physical
  * Other special health records as deemed appropriate by the Health Office
  * Attendance Records
  * Application
  * Serious student discipline records
  * Anything police or court may wish to pursue later
  * Records relating to student expulsion or non-re-enrollment
  * Any biometric information collected per school policy
  * Teacher anecdotal records of significance
  * Other significant test scores (intelligence, aptitude, psych evaluations, etc.)
  * Other forms, reports, or notes of extreme importance

Field Trip permission forms

**Seven Years**

Accounting journals
Accounts payable and receivable ledgers
Canceled checks
Donor contributions (numbered receipts)
Sales invoices
Bank reconciliations
Invoices (after payment)
Employee benefits

**Three Years**

Insurance policies, fire inspection reports, and claims
Service contracts (while active plus 3 years)
Employment applications for individuals not hired
Form I-9 (or 1 year after date of termination, whichever is later)
FMLA records
Employee discipline records

All records are the property of CHA. No employee, contractor, or volunteer has any personal or property right in such records. Employees, contractors, and volunteers are prohibited from engaging in the unauthorized destruction, removal, use, falsification, or inappropriate alteration of any record.

Upon any indication of an official investigation of CHA by any governmental entity, document destruction shall be suspended immediately until the investigation has been completed.

//Approved by Administration Team 
07/2024//

==== 450 Incident Response ====

CHA will strive to maintain the highest level of faith and calmness, while being realistic and prepared for potentially dangerous situations. School personnel are encouraged to remain vigilant, calm, and use common sense, regarding any safety incident, noting that it is impossible to know in advance all of the circumstances one might face.

**Incident Command Team**

CHA will maintain an Incident Command Team and Cardiac Emergency Response Team who are trained and prepared to lead in and respond to potential crises. The Incident Command Team will 
annually update the Incident Command Team Safety Procedures Manual,
meet quarterly to review responses to diverse scenarios, and
facilitate two annual safety trainings each fall: one with new faculty/staff and one with all faculty/staff

**Safety Drills**

CHA will conduct the following drills each year:
  * Two Active Shooter drills, the first in coordination with local law enforcement
  * One Bus Evacuation drill each fall
  * Three Fire Drills, the first in coordination with local fire department
  * One tornado drill
  * One earthquake drill
  * Two Cardiac Emergency Response drills 

//Approved by Administration Team 
3/2025//

==== 455 School Closure ====
**Short-Term Campus Closure**

The Administrative Team, led by the Head of School, determines short-term campus closures, for up to three days, due to emergency situations such as winter weather or severe storms. Normally, school and school office closures will follow the lead of area public schools according to information available on the Emergency Closing Center website ([[https://www.emergencyclosingcenter.com]]). 

In the case of severely cold weather, CHA will typically close the school temporarily when either (a) wind chills are predicted at -30°F or lower and wind speeds are predicted at 10 mph or greater or (b) the actual temperature is listed at -15°F or lower. 

In the rare case of pollution or poor air quality, CHA looks at AQI readings from area neighborhoods. If the AQI exceeds 150 in Northfield, all outdoor activities will be moved indoors for the day. If the AQI exceeds 300, the school will be closed. 

When making school closure decisions, administrators must not only consider Northfield weather and conditions but also consider conditions in all areas in which families live. 

Short-term school closure should be communicated broadly to the CHA community, using the following three communication methods when possible:

  - Mass text
  - Email
  - Website alert

If school closures cause the number of school days to fall below that required by the ISBE, make-up days should be scheduled later in that school year. The Administrative Team may choose to shift to online learning during short-term campus closure to avoid such a scenario.

**Long-Term Campus Closure**

If it is unsafe to continue normal operations for a grade level or for the entire campus, the Head of School, in collaboration with the Incident Command Team, may authorize long-term campus closure (of more than three consecutive days) and continuance of instruction using online learning systems. The Board of Directors must be notified prior to such a decision. This decision should be based on warnings from area government officials in the case of crises that might include a significant health or safety risk, such as an epidemic or civil unrest. Because teachers and students continue learning during temporary campus facility closures, these days are considered instructional days.

In the event that the number of school days falls below 178 due to school closure, make-up days will be rescheduled by the Head of School.

**Indefinite School Closure**

In the unlikely event that the school is closed for more than one semester, the Board of Directors may authorize an indefinite school closure. In that case, faculty and/or staff may be offered a severance package in accordance with [pending] Procedure 574 Reduction in Workforce. Indefinite school closing expenditures will be distributed according to the following priorities:

  - Employees salary/benefits obligations
  - Accounts payable
  - Ongoing operating costs

In the event of indefinite school closure, student education records will be transferred to Schaumburg Christian School, per the schools’ agreement on record in the Business Office.

//Approved by Administration Team 
3/2025//

==== 470 School-Sponsored Trips ====
 
Off-campus school-sponsored trips are an integral part of CHA’s instructional and co-curricular program, often providing learning experiences to students that are not possible within the regular school program. All students are expected to attend field trips.

**Approval Process**

  - All trips require the Principal's prior approval.
  - Advance disclosure of school sponsored trips to students and parents is required at least one week prior to the trip. These disclosures should include the itinerary, emergency contact information, and cost. Overnight trips also require a list of chaperones. Any classes, programs, or sports that require travel beyond two hours from school also require written disclosure of cost and travel dates at least six weeks prior to the trip. Exceptions include trips that are the result of exception performance, such as State playoffs or advancement in music competitions.
  - Parent/guardian signed permission must be on file for each student participating in an off-campus trip.
  - Adequate adult sponsors/staff must be arranged. Volunteers acting as sponsors must be registered in accordance with the Volunteer Handbook. A minimum of 2 adults will be on each trip. For overnight trips, there shall be no less than one adult per 15 high school students, one adult per 10 middle school students, and one adult per 8 elementary students. Male and female adults shall be required for any overnight trip with male and female students. If there are only two sponsors required for a trip, but they are married, a third sponsor is required. To maintain professional boundaries and to protect both students, staff, and chaperones, chaperones should not sleep in the same room as students, with the exception of a large group sleeping environment (typically 6 or more sleepers), even if the student is related to the chaperone. Exceptions may be made by the Principal.
  - CHA provides student insurance for each registered student in accordance with procedure 362. Non-staff chaperones should sign a waiver provided by the school and are encouraged to purchase personal insurance if they do not already have such coverage. 
  - The first time a lead sponsor takes students to an off-campus location, the [[https://docs.google.com/document/d/1MtMT2rsE3PUrFOUso6IVgDhY2yWuOHxLZ7tWsMIe9PI/edit?usp=sharing|CHA Field Trip Risk Assessment Form]], using the following matrix, must be completed and submitted to the Principal at least one week prior to the trip. Any participating chaperones must at minimum review a risk assessment prior to each trip.

{{:cha_field_trip_risk_assessment.png?600|}}

**Field Trip Fees**
When the estimated cost of a field trip exceeds the school’s operating budget, then the Principal may require participants to pay for program, accommodation, and/or food expenses. With the exception of Upper School GO! Week trips, students or classes may not fundraise for trips. Exceptions may be made by a Principal. All fundraising on campus requires the advance permission from a Principal. 

**Spectator Buses/Vans**
Spectators may ride spectator buses which have been scheduled by the school. These buses must be a self-funding operation with no cost to the school. Spectators pay on a prorated schedule for riding the spectator bus and must complete a permission form for participation.

**Long-Distance Trips**
Adequate funds to cover anticipated expenditures should be received prior to authorization for payment of expenses. Any deficit on any given long-distance national or international, school sponsored event shall be paid-off prior to the event. 

**Walking Trips**
Walking trips to the surrounding community are considered field trips for Lower School students and must receive written parental permission. Faculty/staff may take Middle and Upper School students off campus, within walking distance, given (a) prior principal approval and (b) there are ten or fewer students per faculty/staff member. One adult in each group should carry a cell phone. Faculty/Staff must be sure to follow employee guidelines as per the Employee Handbook. 

Sports teams traveling to local schools are not considered field trips and do not need one week of advanced notice.

//Approved by Administration Team
01/2025//


==== 472 Vehicle Use ====
 
**Drivers**

Only adults over 21 with a valid U.S. driver’s license may operate CHA-owned vehicles. The driver’s license must be appropriate for the type of vehicle being driven. Priority for school vehicle drivers should be given in the following order:
  - School employees
  - Board members
  - CHA parents or CHA employee spouses

CHA maintains Hired/Non-Owned Auto Liability Insurance which protects the schools’ interests if an accident would occur. Parent drivers must carry liability limits of at least $100k/$300k on their personal auto policies (higher limits are encouraged). Any driver of a school vehicle must complete a driving record check through the front office. This check is valid for two years. 


If parent transportation becomes a regularity for a program (such as travel during a sports season), using the same parent as much as possible is recommended. 

**Reservations**

Requests for school vehicle use will be prioritized accordingly:
Driving for any school program, according to the order in which the reservation was made
Driving for school-related business such as purchases or meals

Approved requests may be preempted for a request with a higher priority until two weeks before the reservation. Vehicles must be checked out from the Front Desk. Disputes over vehicle use priority will be resolved by the school Principals. 

A record book is to be kept in each vehicle, and every trip is to be recorded appropriately, including mileage, driver, and purpose. All vehicle expenses for fuel, freeway tolls, and maintenance will be paid (reimbursed) by the school. Vehicles should be returned clean and have at least a quarter tank of gas.

**Traffic Regulations**

Safety must be the first consideration in every situation. All traffic regulations for Illinois or other relevant states must be observed while driving school vehicles. Penalties for traffic violations shall be the responsibility of the driver. All vehicles must be operated at or below passenger capacity as specified on the vehicle's registration.

**Accidents**

  - If an accident occurs, the following procedures should be followed:
  - Check for emergency medical needs of all involved, calling 911 if needed.
  - Do not move the vehicle until the police arrive. 
  - Notify the Business Director, who will then notify CHA’s insurance company and assist in filing the report. 
  - The insurance card should be located in the glove compartment of the vehicle.
  - Write down the names, telephone numbers, vehicle license numbers, and driver’s licenses of all other drivers involved in the accident. Also, ask for the names and telephone numbers of any witnesses. Look around to see if there is any surveillance or security camera that might have captured images of the accident.
  - The Business Director should consult a lawyer as needed.
  - File a report with the Business Director within 24 hours.
  - Except in the case where the driver is under the influence of alcohol or drugs, employees, Trustees, their spouses and approved sponsors listed above involved in an accident while using a school vehicle for school business will not be responsible for damages to a school vehicle or cost of the school insurance deductible.

//Approved by Administration Team 
09/2023//

==== 473 Student Transportation ====

**Carpooling**

Parents regularly arrange carpool transportation for their CHA students. Parents are responsible for informing their children of carpool arrangements, and in such cases children are expected to enter the correct carpooling vehicle independently.

**Off-Campus School Events without School Transportation**

In the case of off-campus CHA activities that do not provide school transportation, the sponsors of the activities (teachers, administrators, and/or coaches) may inform parents that they must provide their own transportation for their children. In such cases, parents should be given advance notice of this requirement at the beginning of the season or program. 

**Outsourced School Transportation**

Personnel provided by outsourced service companies are not employees of Christian Heritage Academy. The school may sign contracts with outsourced transportation companies. These contracts give the school authority to require the outsourced service provider to replace any personnel that are not fulfilling their assigned duties or causing real or perceived damage to the school's reputation, property, or people related to the school. 

In order to ensure child safety within the school community, all companies hired by the school must present appropriate evidence of child safety training and background checks. 

//Approved by Administration Team 
09/2023//

==== 475 Vehicle Maintenance ====

The Business Director will be responsible for ensuring CHA vehicles are property maintained. They may assign another employee to oversee regular maintenance of the vehicle and arrange government-required inspection, taxes to be paid, an appropriate level of insurance to be maintained, and be responsible for keeping the exterior and interior clean on a regular basis.

//Approved by Administration Team 
09/2023//