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

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