Policy: 5.000

Section: SECTION 5: SCHOOL OPERATIONS

School Buildings, Ground and Equipment

SCHOOL BUILDINGS, GROUND AND EQUIPMENT

The Head of School will ensure the care, custody and safekeeping of all school property. The Head of School will establish procedures and regulations to ensure proper cleanliness, maintenance and security of the School’s property. Such management will be designed to help achieve the School’s educational goals, and to protect the School’s investment in the School’s building(s), grounds, and equipment. The procedures will encompass the following components:

• Regular review and analysis of school building needs, including recommendations for new construction and improvements, along with supervision of new construction projects when appropriate

• Repair and maintenance of school assets and the operation of school facilities

• Employment and training of maintenance personnel

• Materials and equipment management, including a system for inventory control

• Energy conservation and recycling program

• Utilities and Technology Infrastructure

Facilities will not only include School buildings and grounds but also faculty housing. Regulations will also cover community use of these facilities.

In addition, regulations will cover the proper use and care of all School assets and equipment, including but not limited to vehicles, science labs, computer technology, playground and physical education equipment, cafeteria and other food services equipment, instructional equipment, books and supplies, as well as the off-campus use of school equipment.

Funds will be budgeted annually for the ongoing upkeep and maintenance of the School’s facilities and equipment as a part of the budgetary process.

The Head of School will report to the Board annually on the state of school buildings, equipment, and grounds.

Cross References:4.100 - Annual Operating Budget 4.520 - Contracts and Bidding 5.010 - Faculty Housing 5.020 - Use of School Facilities 5.030 - Off - Campus Use of School Equipment 5.040 - School Technology and Computer Systems 5.060 - Energy Conservation and Re-cycling 5.300 - Food Services

Adoption Date: January 24, 2005 Last Revised: December 08, 2022

Policy: 5.010

Section: SECTION 5: SCHOOL OPERATIONS

Faculty Housing

SCHOOL- PROVIDED HOUSING

The School may provide furnished housing for its employees. The Head of School will be responsible for establishing regulations governing all matters related to staff housing including:

1. Assignment of Housing

2. Regulations and restrictions related to use

3. Maintenance and safety

4. Furnishings

The Head of School or their designee will be authorized to enter into contracts, within overall budgetary limits approved by the Board, and as per the Employee’s Employment Contract Those employees housed in school-provided accommodations must comply with the agreement entered into between the School and the property owner as well as any School regulations established by the Head of School pertaining to such housing.

Cross References:4.440 - Bonded Employees and Insurance 4.520 - Contracts and Bidding 5.000 - School Buildings, Ground and Equipment 6.650 - Additional Benefits for Overseas Hired Staff

Adoption Date: January 24, 2005 Last Revised: December 08, 2022

Policy: 5.020

Section: SECTION 5: SCHOOL OPERATIONS

Use of School Facilities

USE OF SCHOOL FACILITIES

The School buildings and grounds are primarily for the use of the School in offering its program of instruction and associated activities. The Board, however, also recognizes the value of making the School facilities available to serve as a community center but must not interfere with the School’s primary purpose. Any facility use must consider safeguarding assets and ensuring student safety and security as overriding concerns in any decision. The Board authorizes the Head of School to establish regulations and all necessary rules for the use of the School’s facilities. This will include identification of eligible organizations or groups, permissible types of events or functions, fees and general guidelines for proper use. They will also ensure the facilities and grounds are not used for purposes that are inconsistent or interfere with the School’s philosophy and mission.

The School may charge a fee to defray costs associated with use of the facilities, utilities, and staffing requirements, as determined by the Head of School. The Board also permits the Head of School to waive all or part of the charges for selected organizations or specific events. Any use of the swimming pool will only be approved when a school-employed certified lifeguard is on duty which may be chargeable.

The Head of School has final say over all aspects of this policy.

Cross References:1.100 - Philosophy, Mission Statement and Core Values 5.000 - School Buildings, Ground and Equipment 5.030 - Off - Campus Use of School Equipment 9.200 - School Community Center 9.210 - Community Use of School Facilities and Equipment

Adoption Date: January 24, 2005 Last Revised: December 08, 2022

Policy: 5.030

Section: SECTION 5: SCHOOL OPERATIONS

Off-Campus Use of School Equipment

OFF-CAMPUS USE OF SCHOOL EQUIPMENT

The Head of School will be responsible for establishing regulations for the use of School equipment off campus by School personnel, parents, students or other organizations/individuals. The School does not typically encourage employees to take School equipment and materials home for professional use; however, there may be situations necessitated by School needs when it is appropriate to do so. In general, School equipment will not be taken off campus or loaned to any person, company, or agency, except as follows:

1. The Head of School may permit employees or other authorized individuals to use the school equipment overnight or on the weekend for the purpose of conducting a School-sponsored activity or preparing instructional material for classroom use;

2. A teacher may permit one of their students to borrow special instructional materials or equipment;

3. The Head of School may grant permission for School employees to use school equipment in presenting programs for community organizations, nonprofit organizations, or for public relations purposes;

4. The Head of School may permit staff to use technological equipment off campus for the preparation, delivery, and assessment of instruction upon a signed Agreement of Use document.

Under no circumstances will School equipment be used for personal purposes.

Cross References:5.000 - School Buildings, Ground and Equipment 5.020 - Use of School Facilities 9.210 - Community Use of School Facilities and Equipment

Adoption Date: January 24, 2005 Last Revised: December 08, 2022

Policy: 5.040

Section: SECTION 5: SCHOOL OPERATIONS

School Technology and Computer Systems

SCHOOL TECHNOLOGY AND COMPUTER SYSTEMS

The Board supports the development and ongoing support of school technology programs. The Head of School in collaboration with the Director of Information Technology will develop plans for the School’s overall computer and technology program, including the School’s technology requirements in the areas of technology instruction, business operations, media services, data storage, and security.

The Head of School will develop guidelines for the appropriate use of information technology by Employees and students. The student and Employee handbooks will articulate expectations and consequences regarding the responsible use of the School’s computer systems, to include the hardware, software, data access and handling, and internet and intranet connections. These guidelines will also state who may use the School’s technology, how it will be used, who may have e- mail accounts, who can access School data, and what is considered appropriate use of information technology.

The Head of School will be responsible for establishing and regularly reviewing regulations governing all matters related to the School’s computer technology, including but not limited to:

• Systems security – Cyber security, Endpoint protection, passwords, data and online security and threats, as well physical damage or theft of the equipment and/or software/data.

• Proper use of technology and ASB-approved system software – electronic communication and Internet usage, personal versus school-related work, ASB-approved data storage, etc. The list of ASB-approved systems will be maintained by the Director of Information Technology.

• Reproduction of computer software and copyright material as per Fair Use Guidelines and in compliance with copyright regulations.

• Hardware equipment maintenance and upgrades.

• Social Media Management – School social media channels of communication, etc.

• Granting, managing, and monitoring secure access to ASB-approved systems.

Cross References:5.000 - School Buildings, Ground and Equipment 7.320 - Instructional Technology Program 8.225 - Use of Information Technology

Adoption Date: January 24, 2005 Last Revised: May 24, 2025

Policy: 5.060

Section: SECTION 5: SCHOOL OPERATIONS

Energy Conservation and Recycling

ENERGY CONSERVATION AND RECYCLING

The Head of School will establish an energy conservation program to ensure the efficient consumption of energy by the School and provide education on energy conservation.

The School will make resource conservation and recycling efforts a part of the physical operation of the school and of the School curriculum

Cross References:5.000 - School Buildings, Ground and Equipment

Adoption Date: January 24, 2005 Last Revised: May 26, 2020

Policy: 5.100

Section: SECTION 5: SCHOOL OPERATIONS

Safety, Health, and Security Planning

SAFETY, HEALTH, AND SECURITY PLANNING

The Head of School is responsible to ensure the safety, health, and security of all students, employees, and visitors to the School or at School sponsored events. They are responsible for the annual updating of the ‘Handbook of Safe School Emergency Preparedness and Crisis Intervention Plan’ document. Revised in partnership with local authorities – including the police, the US Consulate, and health, and safety consultants – the document is the repository of regulations, guidelines, checklists, and protocols related to aspects of safety, health, and security within the School community.

The Head of School takes responsibility for ensuring relevant communication and regular training occurs. They will keep the Board President updated with relevant information.

The Head of School is responsible for putting in place and maintaining a comprehensive plan, including rules and regulations, governing all aspects of safety and security at the School.

Safe School Emergency Preparedness and Crisis Intervention Plan: The Head of School will establish proper procedures to ensure the safety of students and Employees in an emergency and will provide written safety regulations. These procedures and regulations will be reviewed annually and included in the Board of Trustees’ consent agenda.

Visitors to School :- Parents are welcome to visit the School presuming there are no prevailing health, safety, or student safeguarding concerns. When interested in visiting their child’s class, parents are requested to make advance arrangements with the Teacher as unscheduled visits to classrooms can be distracting to students and Teachers. Outside students, educators or interested observers other than parents will be granted visiting privileges only with prior permission of the Head of School or their designee. All visitors will comply with all ASB safety guidelines and policies. An important part of the School’s safety and security program will be the formation of an Emergency Response Team, comprising the Head of School, Board member(s), and key individuals from the School staff and community, who will meet periodically to review and update the School’s safety and security plans, as well as be the focal point in the event an emergency situation arises. The plan will also include regular communications, training, and drills. Safety measures will include, but not be limited to:

1. Fire safety and prevention;

2. Building inspections;

3. General health measures;

4. Accident prevention;

5. Pest management.

Safety inspections of the School’s physical facilities, equipment, and materials will be conducted quarterly (or more often, as deemed necessary by the Emergency Response Team) by an experienced individual(s). A safety inspection checklist will be completed and submitted to the Head of School who will report the findings, along with any corrective measures, to the Board annually.

Security measures will cover, at a minimum:

1. Physical security and protection;

2. Emergency planning and drills;

3. Emergency school closing.

The following principles will guide any security regulations:

1. The safety and security of students and School personnel is of the highest priority.

2. Care must be taken to accurately inform but not to unnecessarily alarm students, parents, and staff.

3. Security communication must be clear, concise, and when appropriate, continuous.

4. Security assignments must be clearly understood by everyone. The Head of School, with his/her Emergency Response Team, will decide what security planning information will be communicated and/or distributed to whom.

5. Security plans must be consistent, compatible, and coordinated with the U.S. Consulate. To achieve this coordination, the Head of School or their designee will periodically attend U.S. Consulate security meetings. In addition, at least once annually, and at other times when local conditions warrant, the Head of School will meet with the U.S. Consulate’s Regional Security Officer to review the School’s emergency procedures to ensure consistency, completeness, and compatibility.

6. Extreme emergency planning will take into account Board agreed-upon criteria for making decisions on when the School will remain open, close temporarily, or close permanently.

7. The following will be the emergency priority order for decisions related to implementing security procedures:

   1. Ensuring safety and security of students first, then faculty and staff;

   2. Communicating the security situation with parents, companies, and organizations regarding transportation;

   3. Making the decision whether or not the School will be immediately closed, short, or long term;

   4. Determining the need for a Force Majeure evacuation of Overseas Hired employees;

   5. Determining staffing if the School is to remain open during the emergency interim

   6. Securing School and personal property during School closure.

8. Security meetings, during an emergency, will be attended by the Emergency Response Team and called when deemed necessary by the Head of School or the designated person in his/her absence. Such meetings can be held virtually.

9. All Board policies and School procedures for safety and security will be maintained in the School office(s) and with each member of the Emergency Response Team.

The School's emergency safety and security plan will be reviewed by the Head of School and the Emergency Response Team on an annual basis and updated where appropriate. The Head of School will provide the Board evidence that this annual review has taken place.

Cross References:5.110 - Physical Security and Protection 5.120 - Vandalism 5.130 - Emergency Plans, Drill and Incidents 5.140 - Threats against the school 5.150 - Emergency School Closings 5.160 - Health and Safety 5.170 - Accident Prevention and Reporting 5.180 - Pest Management Program 6.240 - Staff Recruitment, Qualifications and Selection 6.380 - Staff Performance Assessment Process and Annual Evaluations 6.830 - School Closure: Continuation of Salary and Benefit

Adoption Date: January 24, 2005 Last Revised: March 23, 2025 Last Reviewed Dates: May 24, 2025

Policy: 5.110

Section: SECTION 5: SCHOOL OPERATIONS

Physical Security and Protection

PHYSICAL SECURITY AND PROTECTION

The Head of School is responsible for establishing protocols and guidelines that ensure the overall security of students, employees, visitors and School property. Such protocols will include the provision of security personnel, a robust identification protocol for individuals entering and being on campus, and relevant education on security procedures for the School community. The protocols will also outline the nature of essential security-related partnerships, including those with local police and other authorities, and the US Consulate General Regional Security Office.

The Head of School will be responsible for effectively ensuring individual security at all times while in School care, including on School grounds and in School buildings, on School-provided transportation and at School-sponsored functions. It will be the policy of the Board to discuss specific security details only in Working Session, to be aware of the sensitive nature of such details, and to maintain limited access to security information on a “need to know” basis.

All adults will be issued and must carry ASB identification cards when at School. The photo identification card should be visible at all times. The Head of School is responsible for developing procedures for the distribution of the identification cards.

Identification cards are the property of the School and are issued to all personnel on campus working with students. Upon completion or termination of the Employee’s contract, the card must be returned to the School before final payment is received.

Cross References:5.100 - Safety and Security Planning 5.120 - Vandalism 5.130 - Emergency Plans, Drill and Incidents 9.030 - Visitors to the School

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 5.120

Section: SECTION 5: SCHOOL OPERATIONS

Vandalism

VANDALISM

The Head of School will be responsible for the development of procedures for reporting and investigating cases of vandalism, as well as disciplinary action in the case of students and steps for repairing/replacing the damaged property.

Students who vandalize School property will be appropriately disciplined in accordance with Board policy and regulations for student conduct. The School reserves the right to delay the issuance of any transcripts, diplomas, credits, or refunds to any student until they have paid in full for any lost or damaged school property attributable to negligence or wilful act . In addition, the Board, on the recommendation of the Head of School, reserves the right to seek legal redress against persons found to have committed such acts.

Cross References:5.100 - Safety and Security Planning 5.110 - Physical Security and Protection 8.260 - Vandalism/Damage to Property 8.300 - Student Self-Regulation

Adoption Date: January 24, 2005 Last Revised: December 08, 2022

Policy: 5.130

Section: SECTION 5: SCHOOL OPERATIONS

Emergency Plans, Drill and Incidents

EMERGENCY PLANS, DRILL AND INCIDENTS

The Head of School will be responsible for the preparation and maintenance of a comprehensive emergency preparedness program to provide for the welfare of students and staff during the school day and while involved in School-sponsored activities. The School’s emergency guidelines and procedures in support of this policy will comprise, but not be limited to, the following types of emergencies that might be encountered in the community:

1. Fire

2. Earthquakes

3. Severe Weather

4. Terrorist Attack

5. Civil disturbance, demonstration, or riot

6. Suspicious persons and occurrence

7. Epidemic

8. Emergencies while on field trips or excursions both within and outside Mumbai

The Head of School will work closely with the U.S. Consulate’s Regional Security Officer to ensure the School’s plans are consistent, complete, and compatible with those of the U.S. Consulate. The emergency guidelines and procedures will be designed to permit the most expedient notification of proper authorities, engage the services of U.S. Consulate officials trained and knowledgeable in security matters, and minimize the danger to students regardless of circumstances.

Before the start of each School Year and at other times when conditions warrant, the Head of School will conduct a review of these emergency procedures in conjunction with the U.S. Consulate’s Regional Security Officer. . When changes in those procedures are required on an urgent basis, the Head of School will implement those changes and notify the Board President at the earliest convenience.

An important part of the School’s overall emergency preparedness program is communication of the plans and procedures to students, parents and School personnel. The communication will include an understanding of an individual’s expected behavior and responsibilities during drills or actual emergencies. A current copy of the School’s emergency plans and procedures will be kept with the Head of School, each member of the Crisis Response team and in the School office(s). In addition, a copy of the emergency procedures will be posted in all classrooms.

Cross References:5.100 - Safety and Security Planning 5.140 - Threats against the school 5.150 - Emergency School Closings

Adoption Date: January 24, 2005 Last Revised: December 08, 2022

Policy: 5.140

Section: SECTION 5: SCHOOL OPERATIONS

Threats Against The School

THREATS AGAINST THE SCHOOL

The Head of School shall establish and implement regulations to be followed in cases of threats, including but not limited to, bombs or other explosive devices, arson and fire, hostage, or armed aggression. These regulations should aim first at protecting the students and staff in the School; second at finding the source/location of the threat against the School; and third, identifying the person or persons responsible for making the threat.

Any investigative action shall be initiated by the Head of School and then routed through the U.S. Consulate Regional Security Office and/or local authorities in accordance with associated Board policies and regulations. Any student or school personnel who have been proven to have made such a threat, shall be disciplined in accordance with Board policies and procedures for student or staff discipline, including possible suspension and/or expulsion. The School may refer incidents to local law enforcement as necessary. All members of the School staff, especially office personnel who are likely to be the first recipients of threatening calls, shall be trained on a regular basis in threat response procedures which will be part of the Handbook of Safe School Emergency Preparedness and Crisis Intervention Plan, which will be distributed at the discretion of the Head of School.

Cross References:5.100 - Safety and Security Planning 5.130 - Emergency Plans, Drill and Incidents 8.270 - Dangerous Weapons and Explosive Devices 8.300 - Student Self-Regulation 8.330 - Student Suspension and/or Expulsion

Adoption Date: January 24, 2005 Last Revised: December 08, 2022

Policy: 5.150

Section: SECTION 5: SCHOOL OPERATIONS

Emergency School Closings

EMERGENCY SCHOOL CLOSINGS

The Head of School is empowered to close the School, delay the opening time of School, dismiss School early, or hold students in School past dismissal time, if adverse weather conditions or emergency safety considerations make it necessary. In cases of “Force Majeure,” which for the purposes of Board policy is defined as “an event or effect that cannot reasonably be anticipated or controlled,” the Board may order the closure of the School for a period of time deemed necessary, if the safety and security of students, faculty, and/or staff is jeopardized. Board action in such circumstances will take into consideration the recommendation of the Head of School and may be guided by the following:

1. Any advisory from the U.S. Consulate that "orders" rather than “authorizes” or "encourages," the departure of U.S. citizens, dependents, and non-essential personnel from India. Information will also be sought from other embassies and agency sources;

2. Health, safety, and security information from relevant organizations;

3. Information from local government officials.

When a Force Majeure or other long-term emergency situation closes the School either temporarily or permanently, faculty, staff, and parents will be advised in writing by the Head of School as soon as possible. Every attempt will be made to secure personnel and to protect School properties and housing properties. During a Force Majeure situation the Board will retain the option to continue the School's operation on a limited basis (including virtual).

The Board will make every attempt to clearly state whether or not the Force Majeure closing is temporary or permanent. Board policy will remain in force whether the Force Majeure situation is temporary or permanent. Payment of staff during a temporary or permanent school closure will be Board approved and in accordance with the employment contract, as per Board Policy 6.830.

Cross References:1.300 - School Year and Calendar 4.335 - School Fees - Refunds 4.710 - School Closure 5.100 - Safety and Security Planning 5.130 - Emergency Plans, Drill and Incidents 5.140 - Threats against the school 6.830 - School Closure: Continuation of Salary and Benefit

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 5.160

Section: SECTION 5: SCHOOL OPERATIONS

Health and Safety

HEALTH AND SAFETY

The Head of School will be responsible for establishing and maintaining an effective health, safety, and sanitation program that meets or exceeds relevant international standards and meets local regulatory requirements. The program will cover all students and employees while on school property or attending school-sponsored events. The program will include, but not be limited to:

• Fire safety, drills, and prevention measures;

• Building and property inspections;

• Cafeteria safety and sanitation;

• General health and safety measures;

• Accident prevention procedures;

• General sanitation procedures (including a pest management system);

• Staff training programs;

• General health and safety awareness programs;

• Vaccination and immunization monitoring;

• Student and staff compliance with physicals.

• Student safeguarding

• Safe workplace

The School will take every reasonable precaution to protect students and other adults from accidents, injury, or health hazards and will concern themselves with continual, repeated health and safety instructions as may be appropriate and necessary for the welfare of students and other personnel. The Head of School will ensure a qualified school nurse is on campus whenever student activities are taking place.

Cross References:5.100 - Safety and Security Planning 5.170 - Accident Prevention and Reporting 5.180 - Pest Management Program 5.300 - Food Services 8.400 - Student Welfare and Safety 8.410 - Sudden Illness and Injury

Adoption Date: January 24, 2005 Last Revised: March 23, 2023

Policy: 5.165

Section: SECTION 5: SCHOOL OPERATIONS

Air Quality

AIR QUALITY

ASB is committed to providing a safe environment for our community by limiting student and employee exposure to air pollution.

The Head of School will ensure that the indoor air at the school is filtered and regularly monitored.

The Head of School will set clear guidelines limiting student and employee exposure to air pollution while on the school campuses. These guidelines will set AQI benchmarks and will include but not be limited to:

• Stopping or limiting all student aerobic activity in outdoor spaces

• informing the community about how to decrease personal exposure

ASB will publish these guidelines in all student and faculty handbooks, clearly communicate them to PE and Health staff, and share them annually with families.

Adoption Date: May 24, 2025

Policy: 5.170

Section: SECTION 5: SCHOOL OPERATIONS

Accident Prevention and Reporting

ACCIDENT PREVENTION AND REPORTING

The Head of School will be responsible for establishing and monitoring procedures to be followed in the case of an accident (including the definition of an accident), they will also coordinate accident and injury prevention activities at the School. All employees will exercise due precaution in executing their duties and responsibilities and will immediately report any dangerous situation or conditions to their supervisor or principal. Proper and immediate care of students is the School’s first and primary responsibility. In the case of hospitalization or any suspicion of serious injury, the Head of School will be notified immediately. The Board requires that an accident report be filled out for every accident that takes place on School property or at any School-sponsored event or involves a school vehicle. The Head of School will report to the Board any accidents requiring physician’s care (beyond the ASB on site physician) or hospitalization.

Cross References:5.100 - Safety and Security Planning 5.160 - Health and Safety 8.400 - Student Welfare and Safety 8.410 - Sudden Illness and Injury

Adoption Date: January 24, 2005 Last Revised: December 08, 2022

Policy: 5.180

Section: SECTION 5: SCHOOL OPERATIONS

Pest Management Program

PEST MANAGEMENT PROGRAM

The Head of School will be responsible for implementing and maintaining an Integrated Pest Management (IPM) program in all School-owned and leased facilities, which makes best efforts to be in accordance with U.S. Government IPM program standards.

Cross References:5.100 - Safety and Security Planning 5.160 - Health and Safety

Adoption Date: January 24, 2005 Last Revised: March 23, 2023

Policy: 5.200

Section: SECTION 5: SCHOOL OPERATIONS

Bus Transportation Program

BUS TRANSPORTATION PROGRAM

The Head of School is responsible for ensuring that the school offers a safe and secure transportation service.

Parents/legal guardians are responsible for arranging transportation to and from school, whether by individual means or by school-provided transportation.

All vehicles provided by the School must be operated by qualified, trained drivers whose supervisor is ultimately responsible to the Head of School. All buses that transport students are required to have a trained attendant on board. In addition, all buses will be equipped with emergency and communications equipment as well as individual safety seat belts.

The Head of School is responsible for the development of safety criteria and procedures dealing with the use of school vehicles and matters pertaining to transportation, including school bus maintenance, driver qualifications, emergency equipment, safety seat belts, student conduct, and any other regulations for and restrictions on such use. They are responsible for periodic audits of vehicles, safety criteria, and procedures.

Cross References:4.100 - Annual Operating Budget 5.210 - School-Assigned Vehicles 6.630 - Conveyance /Conveyance Allowance

Adoption Date: January 24, 2005 Last Revised: March 23, 2023

Policy: 5.220

Section: SECTION 5: SCHOOL OPERATIONS

Student Transportation in Private Vehicles

STUDENT TRANSPORTATION IN PRIVATE VEHICLES

The School is not responsible for student safety in any instances where students ride in privately-owned vehicles.

Cross References:5.200 - Bus Transportation Program

Adoption Date: January 24, 2005 Last Revised: March 23, 2023

Policy: 5.300

Section: SECTION 5: SCHOOL OPERATIONS

Food Services

FOOD SERVICES

The Head of School is responsible for establishing and maintaining a comprehensive food services program that meets or exceeds U.S. government standards for food service safety and sanitation and meets local regulatory requirements. This includes, but is not limited to:

• Nutritious meals;

• Food preparation and preservation;

• Food poisoning and contamination prevention;

• Food services equipment and handling;

• Personal hygiene; and

• Cleaning and disinfecting.

All contractors or employees involved in the program are required to have a medical examination with appropriate tests as needed, at a minimum annually.

A qualified, School-appointed inspector will be responsible for quarterly inspections of the cafeteria and food preparation areas as well as all eating areas to ensure that these areas meet the School’s safety and sanitation standards. The inspector will submit a report to the Head of School on conditions found after each inspection and any recommendations for improvement. In addition, the inspector will make unscheduled inspections as required.

The Head of School will determine how and by whom the School’s food services operation will be run. To the extent possible, operation of the cafeteria should be financially self-sufficient. The Head of School will approve the prices charged. The program’s annual budget and monthly financial statement will be included in the School’s annual financial audit.

Cross References:4.100 - Annual Operating Budget 4.610 - Payment for Goods and Services 5.000 - School Buildings, Ground and Equipment 5.160 - Health and Safety

Adoption Date: January 24, 2005 Last Revised: March 23, 2023

Policy: 5.320

Section: SECTION 5: SCHOOL OPERATIONS

School Insurance Programs

SCHOOL INSURANCE PROGRAMS

The School will maintain adequate levels of insurance against losses through fire, theft, accidents, liability, and other risks. The School's insurance program, as a whole, will be aimed at providing protection for the School, its staff and students, and its property. The following types of insurance will be carried in amounts approved by the Board:

1. Public liability insurance (for non-industrial risk);

2. Personal accident insurance (for individuals);

3. International commercial general liability coverage;

4. Standard fire and special perils insurance (for material damage);

5. Comprehensive vehicle insurance;

6. Burglary and house breaking insurance;

7. Fidelity guarantee insurance;

8. Health (including Medical) and disability insurance;

9. Directors and Officers Insurance;

10. Life Insurance (all employees); and

11. School closure Insurance.

The Head of School, in coordination with the Chief Operating Officer, is responsible for determining appropriate levels of coverage. The School’s insurance coverage will be reviewed on an annual basis to ensure the coverage levels are appropriate so that any adjustments for inflation and other changes can be adequately included in the annual operating budget.

The Head of School is responsible for ensuring that all necessary insurance policies are in order at all times. Medical and other insurance coverage will be provided to employees in accordance with contracts and conditions of employment, and within the terms of insurance policies secured by the School on behalf of the staff and students.

Cross References:4.100 - Annual Operating Budget 6.610 - Medical Benefits 6.650 - Additional Benefits for Overseas Hired Staff

Adoption Date: January 24, 2005 Last Revised: March 23, 2023

Policy: 5.340

Section: SECTION 5: SCHOOL OPERATIONS

Document Records/Retention

DOCUMENT RECORDS/RETENTION

The Head of School is responsible for establishing and maintaining a program for the efficient and economical management of the School’s documents and records. The purpose of such a program is to ensure compliance with legal requirements for document retention as well as for ease of public access to School and student records as defined in Board policies and associated regulations.

The Head of School is responsible for the development and implementation of regulations in support of this policy including, but not limited to:

• Determination of and adherence to retention requirements for all types of School documents and records, in accordance with - legal requirements and best practices for international schools;

• Methods for the preservation of permanent records;

• Implementation of appropriate filing systems and procedures;

• Provisions for the security and confidentiality of private records;

• Methods for ensuring the continued currency of records, especially student records;

• Exploration of new technologies, digital backing up, etc.;

• Identification of obsolete records and appropriate destruction; and

• Off-site storage of backed up data.

Cross References:6.470 - Personnel Records 7.250 - Student Academic Records 9.010 - Community Access to Information

Adoption Date: January 24, 2005 Last Revised: March 23, 2023