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Board reviews updated nondiscrimination, workplace accommodation and AI policies
Summary
District staff reviewed multiple policy updates required by law, including nondiscrimination (policy 3115), federal cost principles (2 CFR references), pregnancy and religious workplace accommodations, and a new acceptable-use policy for generative AI tying AI use to FERPA, IDEA and CIPA compliance.
Doctor Cheeks summarized a bundle of policy updates the administration proposed to the board, explaining the changes were drawn from legal requirements and guidance from the district's law firm.
On policy 3115 (nondiscrimination, anti‑harassment and non‑retaliation), Cheeks said the district added a standardized complaint form, defined key terms, designated coordinators to manage complaints, expanded supportive measures for complainants, added an informal resolution option, clarified grievance procedures and appeals, and added record‑keeping and training expectations. "What specifically has been added to this policy is a new series of a complaint form that complaint, harassment and discrimination complainants can use," Cheeks said.
Staff also introduced policy language tying federal awards and cost principles to the district's internal controls, referencing "2 CFR part 200 and subpart E" and related federal payments requirements. Employment policies were updated to clarify pregnancy workplace accommodations and religious accommodations consistent with Title VII and state law, and the district said it would provide reasonable accommodations "absent undue hardship."
A new acceptable‑use policy for generative artificial intelligence allows employees to use generative AI in school settings only when in compliance with applicable law and district policy. The policy text cited the Family Educational Rights and Privacy Act (FERPA), the Individuals with Disabilities Education Act (IDEA) and the Children's Internet Protection Act as constraints and said employees must "thoroughly review AI generated materials to ensure accuracy, relevance, and appropriateness." Board members asked whether the FERPA prohibition on using student names in AI prompts would be explicit; staff confirmed FERPA obligations continue to apply to any AI use.
Other policy notes included updated language adding adult protective services (APS) to existing Child Protective Services procedures, a threat assessment and response policy (57114) requiring each school to maintain a trained threat assessment team and ongoing staff training, and a student oral health assessment policy requiring kindergarten or Grade 1 entrants to provide a dental assessment form at registration (with religious exemption options). The board did not vote on the policies at the work session; staff said the changes reflected legal updates and would return for formal adoption.
