Eugene School District 4J

Eugene School District 4J is committed to equal opportunity and nondiscrimination in all its educational and employment activities. The district prohibits discrimination based on perceived or actual race; national or ethnic origin; color; sex; religion; age; sexual orientation; gender expression or identity; pregnancy; marital status; veteran’s status; familial status; economic status or source of income; mental or physical disability or perceived disability; or military service.

The district complies with all applicable state and federal laws and regulations, including but not limited to: Title IX of the Education Amendments of 1972; Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act (ADA) of 1990 and the ADA Amendments Act of 2008; and Oregon laws prohibiting discrimination. The district’s compliance includes all district programs, courses and activities, including extracurricular activities, services, and access to facilities.

Please share with staff School Board Policy AC – Nondiscrimination. Inform them that staff who have knowledge of discrimination or harassment based on an individual’s protected characteristic are responsible for taking action to stop the behavior and report it that day to the school administrator.

Finally, let staff know that there is additional information about the district’s non-discrimination stance on the 4J website, including contact information for district-level staff who have been designated to answer questions about nondiscrimination. See the Nondiscrimination link at the bottom of the district’s homepage.

Please also share that staff complaints of discrimination and harassment based on protected status will be processed under policy GBEA Workplace Harassment and the procedures implementing that policy, GBEA-AR.

Student safety and inclusion are foundational, necessary conditions for educational equity – a guiding value and core responsibility of the district. All students are entitled to a high quality educational experience, free from discrimination or harassment based on perceived race, color, religion, gender identity, sexual orientation, disability or national origin.

Similarly, all employees are entitled to work, and visitors entitled to participate, in environments free from discrimination or harassment based on perceived race, color, religion, gender identity, sexual orientation, disability or national origin.

School Board Policy ACB – Hate Symbols and Bias Incidents and its corresponding ACB-AR – Hate Symbol and Bias Incident Response provide guidance on how to identify and respond to hate symbols and bias incidents.

Adopted in spring 2022, the School Board Policy ACC - Racial Harassment states that all forms of racially oppressive conduct are harmful to the district’s mission, values and goals, and combatting expressions of personal racism in district schools is a legal and moral imperative. The district is committed to providing an inclusive educationalvenvironment, free from racial oppression (LINK to PowerPoint Presentation).  district also acknowledges the central role that educators have in recognizing and interrupting demonstrations of personal prejudice, educating persons who have violated this policy, teaching inclusion, and in creating an inclusive learning and working environment.

This policy applies in all programs and activities of the district, including on school grounds and the area immediately adjacent to school grounds, on district online and remote learning programs and platforms, on school-provided transportation, at an official school bus stop, or at any activity, program, athletic or other event, internship or trip sponsored by the district. It applies to all persons in the district, including students, staff, board members and volunteers. This policy may be applied to off-campus racial harassment only to the extent that it substantially disrupts the educational environment, or targets particular individuals and is so serious or severe as to deny or limit their ability to participate in or benefit from the educational program. Please review School Board Policy ACC – Racial Harassment with your staff.

School Board Policy JFCF prohibits bullying and harassment, including intimidation, cyberbullying, hazing and teen dating violence. Administrators are required to provide an overview of the policies and procedures for preventing and responding to harassment, intimidation, bullying, cyberbullying, hazing, teen dating violence and domestic violence incidents at a staff meeting each fall. The district has adopted a district-wide 4J Student Safety Reporting Form.

Please review with your staff:

• Board Policy JFCF – Harassment, Intimidation, Bullying, Cyberbullying, Hazing, Teen Dating Violence, Domestic Violence and Student Safety - Student
• Administrative Regulation JFCF-AR – Harassment, Intimidation, Bullying, Cyberbullying, Hazing, Teen Dating Violence, Domestic Violence

All members of the school community including staff, administrators and the Board are affirming Gender Identity, Expression, and Equity for Transgender and Gender–Expansive Students and Staff.

School Board Policies Board Policy JBC – Affirming Gender Identity, Expression, and Equity for Transgender and Gender–Expansive Students and Board Policy GBAA – Affirming Gender Identity, Expression, and Equity for Transgender and Gender–Expansive-Staff 

On January 22, 2025 the Eugene School District approved Resolution #2025-01 – Affirming Gender Identity, Expression, and Equity. Please review these policies with your staff.

It is the policy of Eugene School District 4J that sexual harassment of students and employees is unacceptable and will not be tolerated. The school board’s foundational policy addressing sexual harassment is JBA/GBN.

Please also remind staff the district strictly prohibits all forms of harassment and discrimination. If any employee believes that another employee or agent of the district has violated this policy, they must promptly report the matter to their building administrator or supervisor. If the administrator or supervisor is involved, the report should be made to the appropriate district official as outlined in School Board Policy JBA/GBN – Sexual Harassment

Employees may also report concerns to the District’s Title IX Coordinator, the Human Resources Director, or to the Superintendent. In addition, remind staff that district policies are intended to encourage the reporting of violations and therefore prohibit retaliation against a person who has made a complaint. Administrators, please review School Board Policy JBA/GBN – Sexual Harassment with staff.

You can also review these slides with your staff or schedule a building-specific training with the Title IX office by calling 541-790-7671 or emailing titleixcoordinator@4j.lane.edu. If you or the Title IX Coordinator provide this training, it can substitute for the Vector training on sexual harassment.

Additional optional resources to review with staff include the FAQ on the Title IX webpage.

This Frequently Asked Questions (FAQ) was updated to reflect changes in state law and contains important information about expectations required by state law. Please review it with staff.

Child Abuse: 
State law and district policy require all school employees to immediately report suspected abuse of a child to the Oregon Department of Human Services through the centralized child abuse reporting hotline, or to a local law enforcement agency. For the 2025-26 school year, staff will be required to complete an online training providing information about the definition of child abuse or neglect. Therefore, the focus of what you should highlight this year is on the 4J-specific internal reporting expectations.

Please review child abuse reporting requirements with your staff and remind them that they must immediately file a report with DHS or law enforcement in the following two instances:

1. Whenever they have reasonable cause to believe that a child with whom they have come into contact has suffered abuse. This applies to them both when they are on duty and when they are off duty.
2. Whenever they believe that an adult they come into contact with has abused a child. This also applies to them both when they are on duty and when they are off duty.
    

Please share key points from the Administrative Regulation JHFE/GBNAB-AR(1) – Suspected Child Abuse Reporting with staff. Points to emphasize with staff when you provide information about suspected child abuse reporting include:

• The duty to report is personal to the employee and may not be delegated. Employees are encouraged, where possible and consistent with the requirement to make an immediate report, to make the report along with their administrator.
• Employees are to make a written record of the report and file it with their administrators. Staff should use the district form to document the suspected child abuse: Administrative Regulation JHFE/GBNAB-AR(3) – Suspected Child Abuse Reporting Form
• The district strictly prohibits child abuse of a student by school employees, agents, volunteers and contractors. When an employee, agent, volunteer or contractor of the school is suspected of child abuse or neglect, additional procedures and reporting requirements apply:
  • In addition to making an immediate report to DHS or law enforcement, employees are to notify their district administrator immediately (unless the administrator is involved), and inform the district licensed designee, who is the HR Director, or the alternative designee, the Title IX Coordinator.
  • An employee will be placed on paid administrative leave pending a determination of the matter. A contractor will be removed from duty.
  • The contact information for the district designee is at the end of this short training brochure: SAP Brochure-ee-2025

Pregnancy
It is recommended that you review information about reporting when a student is pregnant. It continues to be critical that you are sensitive to the needs of young women who become pregnant and to encourage and urge them to inform and involve their parents. There are instances when, as a mandated reporter, you must report your knowledge that a young woman who is pregnant was the possible victim of child sexual abuse. Use the following guidelines in determining when to report that a pregnant girl may have been the victim of child abuse to DHS or a law enforcement agency.

You must always make a report to DHS when you have reasonable cause to believe that a student who is under the age of 18 is pregnant because of child abuse. There is one exception: if a student between the ages of 15 and 18 consented to a sexual relationship, and the person with whom the student had sexual relations is less than three years older than the victim at the time of the alleged offense (ORS 163.345), it is not likely to be considered sexual abuse, and you are not required to make a report.

Sexual Conduct Reporting Requirement
Oregon law and district policy strictly prohibit school employees, agents, volunteers and contractors from engaging in “sexual conduct” with students.

All staff are required to immediately report suspected sexual conduct by a school employee, agent, volunteer or contractor to their building administrator, or the Director of Human Resources (or, alternatively, to the Title IX Coordinator) whenever they have reasonable cause to believe that:

1. Another employee, volunteer, agent or contractor has engaged in sexual conduct, and
2. A student has been subjected to sexual conduct by an employee, agent, volunteer or contractor of the district.

Administrators should be aware that School Board Policy JHFF/GBNA – Suspected Sexual Conduct with Students and Reporting Requirements addresses sexual conduct. For the 2025-26 school year, staff will be receiving training on the definitions of sexual conduct in the online Vector training. Your presentation should supplement that training by highlighting the internal reporting procedures that are expected. Please also highlight expectations around electronic communication with staff. These are contained in the Training Brochure: SAP Brochure-ee-2025.

Postings in Staff Room
Each school building must post the name and contact information of the licensed administrator designated by the district to receive reports of suspected child abuse or sexual conduct by school employees and the procedures the person will follow upon receipt of the report. HR has sent you the updated posting. Please also post the 2025 Child Abuse and Sexual Conduct Training brochure in the staff room – SAP Brochure-ee-2025.

School Board Policy GCAB – Personal Electronic Devices and Social Media contains important information about staff’s use of personal electronic devices and communications with students. Please share this policy with staff.

Staff members, while on duty and off duty, will utilize social media websites, public websites and blogs, judiciously by not posting confidential information about students, staff or district business. Staff may not post images of district facilities, staff, students, volunteers or parents without written authorization from persons with authority to grant such a release. Staff members, while on duty and off duty, will treat fellow employees, students and the public with respect while posting on social media websites, etc., in order to prevent substantial disruption in school.

Communication with students will be appropriate and professional. Communication with students regarding non-school-related matters is prohibited during work hours and strongly discouraged at all other times.

If communicating with students electronically regarding school-related matters, staff should use district e-mail using mailing lists to a group of students rather than individual students. Texting individual students during work hours is prohibited. Texting individual students while off duty is strongly prohibited.

Exceptions to the prohibitions set forth in this policy may be made for health, safety or emergency reasons with administrator approval.

Please read the following announcement about locked spaces to employees:

The district’s practice is to make a locked space available to all employees so they may secure small personal valuables (such as a wallet or purse). The space may be located in the school office, classroom, locking file cabinet, or any other location that you determine is secure. Buildings may also provide employees a locked space inside a classroom or work area by installing a lock on a file cabinet or desk drawer.

Administrators will work with employees to ensure they are aware of what locked space is available at each site. If a locksmith’s services are needed, the administrator will call Facilities and make arrangements with Facilities directly. Please note there could be a substantial wait time for a locksmith’s services because the district’s financial circumstance has curtailed this service.

The district expects reliable and timely attendance and timely leave notification by all employees. Please review the Attendance Expectations and Notice Requirements with your staff.​​​​​​​

The district is committed to a positive and professional workplace for all its employees. This means that all employees are expected to treat each other with courtesy and consideration, and to conduct themselves competently and professionally at all times. Please provide staff with copies of this handout which covers expectations for professional and ethical conduct, the duty to treat others with courtesy, consideration and respect, and information about the Oregon Government Ethics Law, including School Board Policy GBC – Staff Ethics.

Professional Conduct

Employees are expected to do their work and conduct themselves competently and professionally at all times when at work on representing the district. Employees must accept responsibility for their own conduct, and show personal and professional integrity at all times. Employees are also expected to conduct themselves off work in a lawful manner, and in a manner that does not bring reproach to the district, or impair their ability to perform as district employees.

The district encourages parents and community members of the District to volunteer their time, services and financial support to District schools and programs. Employees should take the time to recognize contributions to the District. Employees may not, however, grant special favors, exceptions, or fail to take appropriate action with a parent or community member because of his or her contributions. District employees are expected to be fair and judicious in the execution of their duties.

The Ethical Educator/Employee (OAR 584-020-0035)

The ethical educator/employee is a person who accepts the requirements of membership in the teaching profession or education industry and acts at all times in ethical ways. In so doing, the ethical educator/employee considers the needs of the students, the District, and the profession.

1. The ethical educator/employee in fulfilling obligations to the student will: 

• Keep the confidence entrusted in the profession as it relates to confidential information concerning a student and family.
• Refrain from exploiting professional relationships with any student or staff member for personal gain, or in support of persons or issues.
• Maintain an appropriate professional student-teacher or coworker relationship by:
• Not demonstrating or expressing professionally inappropriate interest in a student’s personal life.
• Not accepting, giving, or exchanging romantic or overly personal gifts or notes with a student or coworker.
• Reporting to the educator’s supervisor if the educator has reason to believe a student is or may be becoming romantically attached to the educator.
• Honoring appropriate adult boundaries with students in conduct and conversations at all times.

2. The ethical educator/employee, in fulfilling obligations to the District, will:

• Apply for, accept, offer, or assign a position of responsibility only on the basis of professional qualifications, and adhere to the conditions of a contract or the terms of the appointment;
• Conduct professional business, including grievances, through established lawful and reasonable procedures;
• Strive for continued improvement and professional growth;
• Accept no gratuities or gifts of significance that could influence judgment in the exercise of professional duties.
• Not use the District’s or school’s name, property, or resources for non-educational benefit without approval of the educator’s supervisor or the appointing authority.

3. The ethical educator/employee, in fulfilling obligations to the District, will:

• Maintain the dignity of the profession by respecting and obeying the law, exemplifying personal integrity and honesty.
• Extend equal treatment to all members of the profession in the exercise of their professional rights and responsibilities.
• Respond to requests for evaluation of colleagues and keep such information confidential as appropriate.

Respectful Workplace (Rule G2120)

The District is committed to workforce diversity and having a positive and professional workplace for all who work here. The District will take all necessary steps to ensure that the work environment remains productive for everyone. It is the responsibility of all employees and agents of the District to treat each other with courtesy, consideration, and respect. The District does not tolerate:

• Any forms of harassment, or offensive or discourteous behavior
• Demeaning statements, threats, or intimidation
• Unprofessional and discourteous actions
• Any behavior that creates or fosters an unwelcome or abusive work environment

Employees who feel they have been subjected to disrespectful communication or treatment by other District employees, volunteers, or the public should report it to their supervisor or their administrator.

Government Employee Ethics Requirements (School Board Policy GBC – Staff Ethics)

Oregon law prohibits public employees, including school employees, from engaging in certain activities. District policy GBC implements that law. Please share that policy with staff, and highlight the following in your discussion.

Oregon law prohibits public employees, including school employees, from using their position to obtain a financial benefit or avoid a financial detriment for themselves, personally, or for their relatives or household members, or for any business with which an employee, household member or relative is associated. This does not apply to an employee’s official compensation package.

Examples include:

• Using district facilities for personal purposes or for a personal business without going through the facilities use process
• Using school resources such as email and classroom time to promote student participation in a private travel opportunity for which the employee receives airfare or other financial benefits.
• Accepting a gift card of over $50 from a parent of a student.

Oregon law also prohibits public employees from using confidential information gained through their work to further their personal gain. Additionally, an employee may not perform any duties related to an outside job during their work time, or use district equipment, facilities, or materials in performing outside work.

Oregon law also prohibits nepotism. As provided in School Board Policy GBC – Staff Ethics, when a member of an employee’s household or relative holds, or is seeking, a position within the district, the employee:

• May not participate as an employee in any interview or discussion about that individual’s employment, hiring, promotion, or discharge of that individual.
• May not appoint, employ, promote, discharge, or advocate for such an employment decision without complying with conflict of interest requirements. This does not apply to an unpaid volunteer position.

The district may hire more than one member of an employee’s family or household, but may decline to hire, or may reassign current employees, in situations where an appointment would place one employee in a position to supervise, appoint, or exercise grievance resolution authority over another member of the same family.

District policy prohibits the unlawful use and possession of controlled substances and alcohol in the workplace.

Please review with staff the expectations in School Board Policy GBEC – Drug-Free Workplace.

The District recognizes that the use of drugs and alcohol, whether on or off the job, which adversely affect job performance, may constitute a serious threat to the health and safety of students, the public, and employees, and impact effective instruction and the efficient delivery of District services.

The District requires a workplace free of the impairments of drugs and alcohol, and to be in compliance with OR-OSHA regulation 437-001-0760(4), which prohibits anyone whose ability to work safely has been impaired by alcohol, drugs, or medication from working in that condition. In any instance where an employee’s impaired job performance or conduct provides reasonable suspicion of drug or alcohol use, the District may require appropriate testing. Testing procedures and the validity of the results will be measured by the prevailing practice in the medical field.

Where testing is called for, due consideration will be given to the legal rights and privacy of the tested employees.

Employees who are concerned about their use of alcohol or drugs are urged to seek confidential assistance from the Employee Assistance Program (EAP). Employees may also contact the Human Resources Department for assistance and can be assured that the contact will remain confidential to the extent legally possible. For employees who seek assistance in advance of detection, the District will provide reasonable accommodation as necessary and practical to allow treatment to take place.

The legal use of prescribed drugs or over-the-counter medications is permitted on the job, unless the use of the drug(s) may limit or impair the employee’s ability to perform employment-related duties safely and efficiently. It is the employee’s responsibility to ascertain whether the use of a medication will limit or impair them.

Please review with your staff the School Board Policies KK – Visitors to Schools and Properties; KGB – Public Conduct on District Property.

We recognize guest speakers and outside presenters are a valuable resource for enriching district curricula. Community presenters and guest speakers must adhere to the following guidelines:

• Information presented must be educational, not promotional.
• Presenters are prohibited from gathering personally identifying information from students. It is allowable for presenters to post their name and the name of the organization with which they are affiliated.
• The information presented should be age-appropriate and relevant to curriculum and classroom instruction.
• The information must be presented in a neutral and non-discriminatory manner, and may not disparage any person or group.
• District representatives have a responsibility for vetting and supervision of guest speakers and outside presenters. Building administrators have the authority to cancel or stop presentations deemed to be inappropriate.
• Teachers are expected to inform the principal of the date, time, and nature of the presentation whenever such use is planned. Prior principal approval is required whenever the guest speaker and/or presentation may be reasonably considered controversial.
• Teachers responsible for inviting a particular guest speaker have the right and obligation to interrupt or suspend the presentation if the conduct or content being presented is judged to be in poor taste or endangers the health and safety of students or staff.

Please review this information with your staff.

4J’s wellness policy supports a healthy learning environment and aligns with state requirements for food and beverages sold to students during the regular or extended school day. Please make sure that school staff are familiar with the key elements of the wellness policy that may affect them including:

• Soda pop (including no-calorie varieties) will not be sold or distributed at school. Other foods of minimal nutritious value (e.g., most candy, chewing gum, cotton candy, candy-coated popcorn) will not be sold to students on campus during the school day. All foods offered for sale must meet the district’s Healthy Snack Guidelines.
• Use of candy as a reward is strongly discouraged. Certain candies that are largely sugar with minimal nutritional value may not be given to students as a reward.
• Foods of minimal nutritional value that do not conform with the wellness policy (such as soda pop, most candy, candy-coated popcorn, water ices) may not be purchased with a district credit card and will not be reimbursed.
• The Healthy Snacks and Parties Guidelines lists nutritious and affordable snack ideas. These guidelines may help parents and staff to choose nutritious items for parties and celebrations. In addition, please review Healthy Party Guidelines and Healthy Food Suggestions for Snacks & Parties.
• Recess may occasionally be delayed for safety reasons or due to repeated infractions. If a student’s behavior requires intervention, their recess may be rescheduled and made up at a different time or with another class. However, in accordance with School Board Policy EFA – Local Wellness Program, “Physical activity during the school day (including, but not limited to, recess, classroom physical activity breaks, or physical education) will not be used as a punishment or a reward.”]

Requirements apply to before-school and after-school activities sponsored by the district, except for activities at which adults are a significant part of the audience such as a concert or sports competition. EFA — Local Wellness Program

School board policy and administrative regulations  requires that the principal notify school personnel each year about the provisions of this policy dealing with medication. Please review School Board Policy JHCD/JHCDA – Medications and Administrative Regulation JHCD/JHCDA-AR – Medications with your staff.

As a public entity, we are held to a high standard of stewardship for public resources. We each have a duty to care for the public trust. Moreover, our records can be subject to review, under the public records act, at any time. We are required to exercise prudent judgment so as to maintain proper stewardship of taxpayer dollars.

Travel, meals, entertainment, food, and employee reimbursements are common areas for public scrutiny and investigation, particularly in these times. Moreover, with limited resources, the district needs to ensure that as many resources as possible are targeted toward the classroom.

Financial Services maintains a Google Shared Drive for access to all protocols related to items such as travel, meals, food, reimbursements, all finance-related forms, etc. that is accessible 24/7. To access the Google Shared Drive you must be logged into your 4J Google account. This link is located on the 4J Financial Services website as well as linked at this link.

This Google shared drive is updated regularly and important updates are communicated out through the Financial Services Spotlight Email mailing list. If anyone would like to sign up for these emails, you can send a request to finance@eugene4j.freshservice.com.

If you EVER have any questions, you can always email your question to the Freshservice email and a member of the Finance team will be in touch with you. WHEN IN DOUBT, REACH OUT!

We have created a short one-page basic overview of purchasing, contracting, gift and travel rules that every employee in the district is expected to review and know. Please click on this link.

Please make sure all staff are aware that we are all responsible for following Financial Services procedures and protocols and that they know where information, instructions, and guidance can be found, and review the one-page document with them.

All staff who are planning outside events for students for which purchases or travel will be involved, or who anticipate making a purchase or seeking reimbursement, need to review the full financial protocols. All administrators, secretaries, managers, financial clerks, executive assistants and other staff in financial roles must review the full financial protocols, travel protocols, forms, the program budgeting and accounting manual, and the 2025-26 board approved delegation of purchasing and signing authority. These are linked at this link.