Eugene School District 4J

There are a number of notices the district is required to give to families during the course of the school year, some of which will need to be given directly by schools. Administrators will need to be familiar with all notices given to families. 

Notices the district will provide to families (by Sept. 10, 2025) include:

 2025-26 Annual Notice of Legal Rights and Opt-Out Forms — Spanish | English 
This notice contains several legally-required notices that the district delivers to families, including notices about directory information, human sexuality and AIDS/HIV instruction, privacy, medical exams, military and college recruiters, and statewide testing. The notice includes three forms:

• Objection to Release of Directory Information
• Notice of Human Sexuality Instruction and Request to Excuse 
• Notice regarding Military and College Recruiters

Schools should anticipate receiving completed, returned forms, and enter the opt-out information into Synergy.

2025-26 Annual Permissions Form 
This permission form covers walking field trips (applicable to students grades K-12) and PG-rated movies (grades 4-8). The district provides this form to parents. Schools should anticipate receiving completed, returned forms, and enter the permissions into Synergy.

State Tests — Opting Out and Requesting an Exemption

a. Under Oregon law, a parent or student age 18 may opt out of Oregon’s annual statewide math and language arts assessments by filling out an annual opt-out form, which may be submitted online. Exemptions from the English language proficiency (for students whose primary language is not English) or science tests may also be requested based on a student’s disability or religious beliefs.

b. Parents, guardians and adult students may request an exemption from taking the English Language Proficiency Assessment (ELPA) or science state assessment. State rules allow parents, guardians or emancipated minors to request an exemption from testing based on a student’s disability or religion. Unlike the opt-out process for math and English language arts, requests for exemptions for these tests must satisfy the following conditions:

• Be submitted in writing to the district (there is no standardized form)
• Include reasons for request (disability or religion)
• Propose an alternative learning activity for the student
• Subject to district review and determination whether to approve
• Click here for more information and opt-out forms
   

4. Nondiscrimination Notice and Bullying, Harassment, and Discrimination Prevention Process

• Parents will receive from the district a written notification each year about nondiscrimination, including contact information for individuals designated by the district to respond to questions.
• Schools will ensure that the optional Student Safety Reporting Form is available in all school offices (to be copied on green paper).
• Schools should be aware that the vast majority of reports about bullying, harassment and discrimination are resolved at the school level. However, a parent who is dissatisfied with the school’s handling of their concern may file a formal complaint with the district office. See Administrative Regulation KL-AR(1) – Public Complaint Procedures for more information. Sexual harassment complaints will be processed as provided in Board Policy JBA/GBN – Sexual Harassment and associated regulations.
• All incidents involving harassment, intimidation, bullying, cyberbullying, hazing, teen dating violence, sexual harassment, or discrimination will be reported electronically in Synergy.
• Schools will be required to report to the district annually on their efforts to prevent and respond to harassment, intimidation, bullying, cyberbullying, hazing, teen dating violence, sexual harassment, or discrimination.
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Notices that schools must provide: Principals are expected to provide the following three notices to parents in fall communications to parents.

1. Custodial and Noncustodial Parents: Please inform parents and students when they enroll for school that we can provide duplicate mailings to non-custodial or co-custodial parents. This duplicate mailing system covers grade report mailers and those items that are mailed using address labels. Other items that may be forwarded to the homes of students other than direct mail are not included. Please include a copy of School Information Available for Non-Custodial Parents in your fall communication to parents. It is our obligation to inform parents of the availability of this service.
2. Hours of School Supervision: A school district’s legal liability can come into question if a student is injured or the victim of a crime before or after school. We do not want to discourage students from coming to school, but they and their parents should be aware of the hours during which the school provides supervision. Please continue to include Important Information for Parents and Students—Hours of School Supervision in fall and winter mailings, newsletters, student handbooks, parent handbooks, and other appropriate individual school publications.
3. Threats by Students: Administrators are required to notify the parent of a student when the student’s name appears on a targeted list that threatens violence or harm to the students on the list, or when another student makes threats of violence or harm to the student. The law also requires school administrators to notify school employees if their name appears on a targeted list threatening violence or harm to the school employee. The law requires verbal notice within 12 hours of learning of the threat, and written notice within 24 hours. Please place an article about how a School is to Inform Parents if Their Student Receives a Threat in your back-to-school mailing and/or a fall newsletter so that parents are not surprised if they receive such a notice.

The 4J Students Rights and Responsibilities Handbook (SRRH) was revised in 2016. The District is currently in the process of revising the SRRH. In the meantime, please refer to the 2016 version of the SRRH.

Schools are expected to review the Student Code of Conduct in the handbook with students each fall and to provide a copy of the handbook to each new student.

Please call the Superintendent’s Operation Manager at 541-790-7716 with any questions. 

District Equity Committees (DEC) are meant to help school leaders identify what helps and what hinders the success of students who Oregon’s educational systems have historically excluded, impacted, marginalized, or underserved. They are intended to advise superintendents on the educational impacts of policy decisions, the larger district-wide climate, issues impacting underserved student groups, and additional topics necessary to fully elevate student experience. 
 
An Educational Equity Advisory Committee represents a partnership between local communities and local district leaders. Underrepresented parents, employees, students, and community members are the core of an Educational Equity Advisory Committee.

School Board Policy:  BCFA–Educational Advisory Committee

The district works closely with Lane County Public Health and Oregon Health Authority regarding any communicable diseases. For more information please see the 4J Health Services webpage. 

School Board Policies: JHCC–Communicable Diseases - Students; JHCC-AR–Communicable Diseases - Students; GBEB-AR–Communicable Diseases – Staff; GBEB–Communicable Diseases - Staff

Oregon law requires each school “to provide students with the opportunity to salute the United States flag at least once each week of the school year by reciting: ‘I pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, one Nation under God, indivisible, with liberty and justice for all.’” The legislation further states “Students who do not participate in the salute … must maintain a respectful silence during the salute.”

Each school must develop procedures to comply with the law. Please make sure you continue your practice this school year.

School Board Policy INDB–Flag Displays and Salutes

The district has different complaint procedures for members of the public and staff.

Students, Parents and Other Community Members

From time to time, students, parents and other community members wish to make a complaint about staff, programs or other students. Most concerns and complaints, including those related to bullying, harassment and (in most cases) discrimination, follow a similar process, and begin at the building level. An exception is complaints of discrimination in the food services program.

Please familiarize yourself with the district’s general public complaint process in district Administrative Regulation KL-AR(1) – Public Complaint Procedures. Additional information is available on the district’s complaints webpage: for 4j.lane.edu/complaints.

Most concerns and complaints are reported and resolved at building level. The complainant is expected to work to resolve the issue with the subject of the complaint (unless unable or unwilling) and is required to make complaints to the principal before elevating it to the district office unless the principal is the subject of the complaint. Another exception for discrimination complaints is described below.

Under district procedures, the filing of a written complaint with the school administrator – which may be in email – starts the district’s 90-day timeline for resolving complaints. The administrator is responsible for resolving the complaint within 14 days and providing a written communication (email is fine) to the complainant. If the complainant is not satisfied with the principal’s response, or if the principal is the subject of the complaint, the complainant may file a formal complaint with the Superintendent’s office.

Because the district requires families and staff to try to resolve the issue at the building level, in most cases you will already have knowledge of the issue by the time someone submits a complaint form to the superintendent’s office. If a complaint form is submitted to the district, and the complainant has not already worked to resolve the issue at the building level, the complainant may be redirected to you for follow-up and resolution as provided in KL-AR(1).

Most discrimination concerns are received and resolved by school administrators. However, discrimination concerns and complaints may also be raised with one of the civil rights coordinators designated by the district (see list below)

If this occurs, the matter may be referred to the school administrator for investigation. Discrimination complaints may be raised verbally or in writing. Complaints raised verbally shall be documented. Discrimination complaints shall also be investigated and addressed promptly by administrators, and an email or closure letter that outlines the administrator’s findings shall be provided.

If a report has been made about a hate symbol or bias incident, additional considerations and procedures come into play. See Administrative Regulation ACB-AR for more information. Additionally, when receiving reports of sexual harassment involving students, please contact the Title IX Coordinator Doug Gouge promptly, and be aware that the administrative regulations implementing School Board Policy JBA/GBN – Sexual Harassment will be followed.

The following individuals have been designated by the district to respond to questions and concerns about discrimination and civil rights:

• 504 Coordinator: Karen Apgar, apgar_k@4j.lane.edu, 541-790-7820
• ADA Coordinator for Schools: Karen Apgar, apgar_k@4j.lane.edu, 541-790-7820
• Title IX Coordinator: Doug Gouge, gouge_d@4j.lane.edu, 541-790-7671
• Civil Rights Coordinator: Juan Carlos Cuadros, cuadros_j@4j.lane.edu, 541-790-7581
• EEO Coordinator for Staff: Kate Marrone, marrone_k@4j.lane.edu, 541-790-7603
• ADA Coordinator for Staff: Colleen Jones, hr_ada@4j.lane.edu, 541-790-7675

If you have any questions about the public complaint process, please contact Lisa Fjordbeck in the Superintendent’s office at x7716. 

Food Service Discrimination Complaints: The U.S. Department of Agriculture (USDA), which subsidizes our food services program, has special discrimination complaint procedures that must be followed when a parent or student who participates in the program believes they have been discriminated against. Any student or parent participating in a USDA program who feels they have been discriminated against should write directly to:

United States Department of Agriculture
Office of Civil Rights, Room 326W
Whitten Building
14th and Independence Avenue SW
Washington, DC 202050-9410

Any staff member who receives a verbal or written discrimination complaint should forward the complaint to the manager of Nutrition Services (x7659). We are required to log the complaint and forward it to the USDA.

Forms: USDA Program Discrimination Complaint Form

Staff Complaint Procedures:

The procedures that will be followed for staff discrimination and workplace harassment (based on protected status) are in Administrative Regulation GBEA-AR – Workplace Harassment and Discrimination Reporting and Procedure. Note that this policy applies to protected status discrimination and harassment only.

When the complaint or report concerns sexual harassment, the procedures that implement the district’s Policy GBN/JBA – Sexual Harassment will be followed. Please contact an HR Administrator right away when you receive a report of workplace harassment or discrimination, or sexual harassment of a staff member.

The district has other procedures available to staff who wish to report concerns that fall outside of these categories. As administrators have a major responsibility for processing such complaints, they are expected to familiarize themselves with Administrative Regulation KL-AR(2) – Staff Complaint Procedures.

School Board Policy GCDA/GDDA – Criminal Records Checks and Fingerprinting requires that any person considered for volunteer service with the district receive a criminal background check. A volunteer may not begin until they have been cleared.

The district’s Safety Office (x7669) is responsible for coordinating criminal background checks and maintaining the district-wide volunteer/visitor database.

In addition, volunteers in certain positions must receive a nationwide criminal records check based on fingerprinting. Volunteers who must be fingerprinted are those volunteers with the opportunity and probability for personal communication or touch when not under direct supervision of a 4J staff member in the following positions:

• Coach of a district-sponsored sport
• Coach of an OSAA recognized activity (LINK to OSAA)
• Overnight chaperone, other than a K-12 student, and/or
• Volunteers with direct, unsupervised contact with students on a regular basis, defined as at least four times per month, in a location other than a common area of a school.

Volunteers and Confidentiality of Student Records: Access to student information is subject to the federal Family Educational Rights and Privacy Act of 1974 (FERPA) and Oregon student information privacy laws. Volunteers who are given access to student records are required to sign a FERPA Statement of Understanding.

Please see the district website for additional information regarding Volunteers.

Child custody matters are extremely sensitive. This Child Custody Memo discusses how to respond to some of these issues:

• Student safety
• Release of information to non-custodial parents and law enforcement agencies Releasing students to non-custodial parents and other adults
• Visitations by non-custodial parents
  

Use of Technology:
The district has comprehensive rules relating to technology including email that apply to staff and students.  

• IIBGA-AR Electronic Communications System/ Technology Appropriate Use Guidelines
• GCAB Personal Electronic Devices and Social Media (Staff)

​​​​​​​Only current students, staff, and board members may be authorized to access the district’s technology system. When necessary to conduct the district’s business, other individuals, such as student teachers, approved volunteers and district contractors when approved by the Superintendent or designee may be authorized to use the district’s system.

The district retains ownership and control of its technology system. All communications and stored information transmitted, received or contained in the district’s system are the district’s property and are to be used in accordance with this regulation. Access is a privilege, not a right, which may be suspended or revoked at any time for use inconsistent with this regulation. Misuse of the system may lead to discipline, such as suspension, expulsion, employment termination and/or legal action.

By using the district’s technology system, users assume responsibility for understanding and following this regulation and other district policies and regulations applicable to such use. If a user is uncertain whether a particular use is acceptable, the user should ask an appropriate staff member. 

Staff Email:
Staff Email District email accounts are provided to current district staff for the purpose of conducting district business in accordance with this regulation and other applicable district rules and policies. Communications on the district system are to be appropriate, professional, and courteous. Staff must use email to conduct district business, and may not use personal email to conduct district business. A personal email account should not be forwarded to a district email account, and a district email account should not be forwarded to a personal email account. Staff have no right or expectation to privacy in district email, which are subject to potential disclosure under the Public Records Act. 

Staff Email Signatures:
Staff email signatures will promote a professional, businesslike image, and should include the employee’s name, the school or department to which the employee is assigned, the name of the school district (“Eugene School District 4J”), email address and telephone number. Staff may also include their job title as reflected in official district records; use of a working title instead of official job title, when authorized by a Human Resources administrator, is acceptable. Signatures should be in black text only, and may not include images, clip art, background, personal quotes, slogans, or legal disclaimers. 

Student Use of Technology:

1. Email and Google Workspace Permission Form. With parental permission, the district provides students with a 4J-issued email and a Google Workspace for Education (Google) account. Permission is required for students at all levels, including high school. A copy is available here.
2. Technology Appropriate Use Guidelines. These documents summarize the expectations for students’ appropriate use of technology and describe expectations during distance learning, including appropriate conduct and positive digital community membership, virtual meeting behavior, academic integrity, and student device responsibility and protection plan.
   • Technology Appropriate Use and Protection Summary:
     • Elementary and Middle School (English / Español)
     • High School (English / Español)
   • Technology Appropriate Use Administrative Rule:
     • Administrative Regulation IIBGA-AR – Electronic Communications Systems / Technology Appropriate Use Guidelines
3. Personal Electronic Devices.
   • Students may use personal electronic devices for instructional purposes in the classroom at the discretion of the teacher. (See School Board Policy JFCEB – Personal Electronic Devices and Social Media).
     Please be aware that this policy is expected to change this fall (2025) based on an executive order by Governor Kotek relating to personal electronic device usage by students during instructional time. Back To Table of Contents Administrators will receive further information about policy changes later this fall.
4. Safety Guidelines for Students.
   • Students are expected to maintain safe practices when using district technology. This means that students:
   • Will not post personal contact information such as a photograph, age, school, home, email address, or phone number about themselves or others on a website, wiki, blog, podcast or social networking site.
   • Will not use the system to arrange a meeting with someone except with prior parent approval
   • Will promptly share with a staff member and parent any communication they receive on the district system that makes them feel uncomfortable.
5. Staff Responsibilities.
   • Instruction in Digital Citizenship. Each school is expected to provide instruction to students in digital citizenship, that will address safe and appropriate use of the internet, interacting with others on social networks and social media websites and in chat rooms, and age-appropriate information on topics such as the risk of posting personal contact information, cyberbullying awareness and response, online sexual exploitation, and how to report concerns about inappropriate contact to an adult.
   • Staff members are expected to supervise students’ use of the internet and other district technology resources while students are in the instructional environment, and to intervene if the resource is not being used appropriately.
   • Staff must maintain the confidentiality of student data including but not limited to student names, photographs and contact information in accordance with FERPA and School Board Policies JO/IGBAB – Student Records/Records of Students with Disabilities and JOB – Personally Identifiable Information. This means that schools may not release information about students without parental consent unless an exception to the parental consent requirement applies. Directory information such as a student’s name may be released externally (for example posted on a school website) but only with administrative direction. Please be aware that in 2025, ODE recently narrowed the definition of directory information, and it no longer includes any contact information of parents or students. Directory information now includes only:
     • Student name
     • Photograph
     • Major field of study
     • Participation in officially recognized sports and activities,
     • Weight and height of athletic team members
     • Dates of attendance
     • Degrees or awards received
   • Parents have the right to restrict the disclosure of directory information, and district staff must honor any restrictions selected by parents on the Objection to Release of Directory Information form maintained in the school office. (Note, the form is contained in the Annual Notice of Legal Rights and Opt Out Forms).

ParentSquare is the district’s primary school-to-home communication platform, streamlining messaging in one system for more consistent engagement. The district will discontinue using School Messenger. 

Please remind parents to update their contact information (email and mobile phone) and encourage them to download the ParentSquare app, allowing them to customize how they receive communications from schools.

With ParentSquare, administrators, school staff, and parents can:

• Send and receive school and class information
• Engage in two-way communication with parents and staff
• Create e-newsletters (similar to Smore, which will also be discontinued)
• Share photos and files
• View calendar events
• Sign up for volunteer opportunities
• Schedule parent-teacher conferences
• Communicate in more than 100 languages

​​​​​​​Online training for teachers and for administrators is recommended (an advanced course for administrators is also available). Courses prepare staff to begin using ParentSquare's two-way engagement tools and messaging features with their school communities. (There is also a basic 20 minute course for parents. English | Spanish)

If staff need to register for ParentSquare, they can do so by visiting its website and then sign in with Google, making sure to use their 4J email address.

During the year, 4J communications staff can answer questions, resolve issues and provide additional training, as needed, but please make those requests through our Freshservice online ticketing system. When submitting a request, make sure to select the ParentSquare queue.

1. Records Release: State law requires that records be transferred within 10 business days of receiving a request from another school, school district, or educational agency. There is an exception to the 10-day standard: When a student is in foster care or in the custody of the state, schools shall provide records to the receiving school within 5 business days. We have an obligation to maintain confidentiality and to ask that anyone receiving educational records maintains confidentiality. The transfer of records, except for directory information, to a third party shall include the following statement:
   These records are confidential and may not be released to any other person or agency without the written consent of the student’s parent or the student if the student is 18 or attending an institution of post-secondary education.
    
2. Prior Written Consent. Parents and eligible students must consent, in writing, to release of educational records unless an exception to the consent requirement applies.
   • Note, consent is not required to release records to another educational institution when a student is enrolling at that institution, nor is consent required to share student records with the parent, noncustodial parent or eligible student. 
   • When parents and eligible students wish to consent to the school’s disclosure of student records to third parties, please ask that they use the 4J Release of Student Records Form for that purpose. This form meets all FERPA requirements related to consent. 
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3. Retention. It is Board policy to retain and archive student education records in accordance with OAR 166-400-0060. This regulation includes a description of the different types of school records (such as permanent files, counseling notes, athletics activities etc…) and states how long each category must be retained. 
   
   For example, the student’s permanent record documents a core set of information about an individual student and their educational career, birth to 21. The permanent record includes name and address of the educational agency or institution; full legal name of the student; student’s birth date; name of parents/guardians; date of entry into the school; name of school previously attended; courses of study and marks received; credits earned; attendance; date of withdrawal from school. By law, originals must be maintained for 75 years (or a readable copy must be maintained for one (1) year after the student transfers out of district). 4J’s practice is to retain copies of the permanent record indefinitely.
    
4. Student Directories: Many schools distribute a student directory for use by students and parents so that they are able to contact one another to complete school business or make social arrangements. There are two important issues related to these directories.
    
   • Due to recent changes in the definition of “directory information,” schools must have a parent’s written consent to share contact information in a student directory: FERPA and Oregon law require parental consent to share personally identifiable information with limited exceptions. One of those exceptions is the sharing of “directory information” unless a parent has opted out of the sharing of directory information. Prior to a recent change in regulation, directory information included contact information (address etc), which meant that unless a parent had opted out of the sharing of that information, a school could share it. That is no longer the case.
      
     • In Spring 2025, Oregon regulations significantly narrowed the definition of “directory information.” Contact information of students and parents, such as email addresses, home addresses and phone numbers is no longer “directory information.”  This means that such information may not be shared  under the directory information exception to consent under FERPA. Schools with a tradition of having a student directory will need to take this into account and will need to obtain consent to share the information. At this point, a school may NOT share a student or parent’s contact information with anyone other than school officials with a legitimate educational need to know, unless another exception under FERPA applies, such as when there is a health and safety emergency. 
        
   • Disclaimer: On occasion, student directories have been used by parents or others in the community for business purposes, that is, to contact possible customers or donors. As a result, we suggest that you include a disclaimer in such directories that says:
     
     “This student directory is for use by students, parents, and staff for school and school-related business. It is not to be used by them for business, commercial, or fund-raising activities not sponsored by the school, nor is it to be released to other organizations, businesses, or persons.”
      
5. Requests for Lists of Students and Contact Information, Prohibited Commercial Activities: Each year schools and departments receive requests from private businesses and non-profit organizations to release lists of student names or other contact information. School Board Policy KJ prohibits the release of such information, and states, “The district shall provide no personally identifiable data about a student to the sponsor of a commercial activity without the consent of a parent, unless approved by the superintendent or his or her designee, as provided in OAR 581-021-0340.”
    
6. Sharing Information with Non-Custodial Parents: Administrators are often  asked what information may be shared with non-custodial parents. Ordinarily, both parents (custodial and non-custodial parents) have the right to receive all information about their children and to examine all student records of their child unless there is a court order specifying that access to records is limited (this is rarely the case). When parents are separated and no legal custody has been awarded, or when a parent has been designated a non-custodial parent by a court order, the following procedure shall apply, unless otherwise provided by a court decree or order:
   • Each parent, or a representative of a parent if authorized in writing by the parent, may inspect and review the education records of that parent’s child.
   • Each parent has the right to access student education records on Synergy.
   • Each parent has a right to question the appropriate licensed staff and make reasonable requests for explanations and interpretations of the student records. 

There is nothing that limits your ability to inform the custodial parent when you release such records.
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​​​​​​​Please note, a non-custodial parent does not have the right to make educational decisions for the student. Only a parent with legal custody may do so.

• Work Schedules for Licensed Staff
• Work Schedules for Classified Staff
• Work Schedules for MAPS

​​​​​​​1. Work Schedules for Licensed Staff: The Eugene School District 4J/Eugene Education Association collective bargaining agreement (CBA) requires administrators to provide all unit members have the opportunity to collaborate on decisions involving work schedule issues in Article 10. Please review Article 10 of the CBA, which can be located here: Licensed Employees CBA.

2. Work Schedules for Classified Staff: Classified staff who work six or more hours a day are guaranteed at least a one-half hour duty-free lunch, except in the case of an emergency. The meal period shall come at a midpoint in the shift as nearly as possible. Employees working five (5) or more hours may request or may be scheduled to receive a duty-free meal period of not less than thirty (30) minutes. Meal periods for all staff other than licensed teachers are unpaid.

Classified staff members must be provided a 15-minute break for every four hours worked or each major fraction thereof. Employees are to take the rest break in the middle of each work period insofar as is possible. Rest breaks may not be scheduled at the beginning or end of the work day or adjacent to a meal period.

Please review Articles 21.2 and 21.3 of the OSEA contract and ensure that you have a specific, written schedule showing the break and meal periods for each classified staff member. A copy of the classified contract is available on this webpage.

Collective bargaining agreements and MOUs

Employee work year calendars are posted on the district website: Work Year Calendars. For additional information, please call Human Resources at 541-790-7670.

3. Work Year Issues for Licensed and Classified Staff: Employee work year calendars are posted on the district website. For additional information, please call Human Resources at 541-790-7670.

Weather-Related School Closures: In case of school closures due to hazardous weather, any missed instructional days will be made up by adding school days during the year or at the end of the academic calendar. Information about weather-related changes to school schedules is available on the district website.

Below is information about the role of Site Councils, the membership requirements required by law and how to comply with the requirements of the state’s open meeting laws.

1. Role of Site Councils: The primary purpose of Site Council is to encourage community involvement in shared decision making and to foster collaborative efforts of stakeholders at each school site.  (School Board Policy IFCA–21st Century Schools Councils)

The duties of Site Council include:

• Developing plans to improve the professional growth of school staff.
• Improving the school instructional program.
• Developing and coordinating plans for the implementation of programs under Chapter 329 of the Oregon Revised Statutes; and
• Administering grants-in-aid for the professional development of teachers and classified staff.

In discharging these duties, Site Councils must comply with district policy and applicable laws and rules. Each Site Council determines what decisions it will participate in making within these parameters. Site Councils can help make program decisions. However, Site Councils may not be involved in final staffing decisions and individual student issues. For example, Site Councils can make recommendations about school improvement plans and what programs will be emphasized in a school, but they cannot determine which teachers will be assigned to teach certain classes once the program decision is made. Site Councils may not override curricular and programmatic decisions made at a district level.

2. Site Council Membership and Selection: Each school Site Council should include the following members: parents, teachers, at least one classified staff member, administrators, and, as determined by the Council, students and community members. Not more than half of the members shall be teachers. Not more than half of the members shall be parents of students attending that school. Article 18 of the Collective Bargaining Agreement with EEA establishes that half of the members shall be unit members (teachers and licensed staff), subject to an exception. It states:

“One-half of school or work site committee members shall be unit members (teachers and other licensed staff). The unit members may be less than one-half and not less than the number needed for unit members to be the largest stakeholder group, if the site committee and at least seventy-five percent (75%) of the school or work site unit members desire to have fewer unit members.”

Regarding selection of representatives, the law provides:

• Parents shall be selected by parents of students attending the school;
• Teachers shall be elected by licensed teachers at the school site. 
• Classified employees shall be elected by classified employees at the school site. 
  • Article 23 of the OSEA/4J Contract further provides:  
    “The school’s classified employees shall select classified representation for site council in a secret ballot election from a ballot of employees who have volunteered to serve if elected. If no classified employee volunteers, classified employees will be notified, and the classified employees and administrator may nominate classified staff members for election.
    
    The term of service on site council shall be a minimum of one academic year. Should there be a mid-year vacancy before March, a mid-year election will be conducted using the process described above.”|
     
• Other Site Council members, such as students, business leaders and members of the community at large, will be selected by Site Council.

3. Compensation for Classified Staff on Site Council:  Article 23 of the OSBA contract provides: “Participation on site council is work time and shall be compensated at the employee’s regular rate of pay, overtime pay or compensatory time if applicable and as provided in Article 11.2, trade time, or through release from regular duty without loss of pay.”

4. Open Meeting Laws: School Site Councils are required by law to comply with public meetings laws. If you follow these guidelines, you will be in compliance:

1. Meetings are open to the public: All meetings are open to the public and all persons shall be permitted to attend any meeting. The meeting site must be accessible to the disabled and interpreter services must be available if they are requested. No quorum of the Council can meet in private for the purpose of deciding on or deliberating toward a decision. This includes gathering in a physical location, using email, phone or other electronic technology to communicate, using serial electronic communications, or using an intermediary to communicate amongst a quorum.  Additionally, the meetings must allow for the attendance of members of the public via telephone, video, or other electronic means to the extent reasonably possible.
    
2. Public notice of the meeting date, time, place and agenda is required: The Council must give public notice of its meetings and should make an effort to inform parents and staff of the meeting date and agenda items. The meeting notice:​​​​​​​
   • Must be posted at least 48 hours in advance unless the meeting is held as a special (non-regular) meeting in which case the notice must be made at least 24 hours in advance.
   • Must include the date, time and location of the meeting, and to the extent reasonably possible, the telephone or electronic link, and the agenda or a list of principal subjects anticipated to be considered at the meeting, and the name, phone number and email address of a person to contact to request an interpreter or other communication aides.
   • Must be reasonably calculated to give actual notice to members of the public as well as interested persons…of the time and place” of the meeting and of the “principal subjects” that will be discussed at the meeting. Therefore:
     • Give advanced notices of the meeting in newsletters and posting them on bulletin boards within the school
     • Post notices of the meeting on the school website.
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3. Written minutes or an audio or video recording of the meeting must be maintained and available to the public within a reasonable time after the meeting. Written minutes must include the following information: members present, all motions and proposals and their disposition, votes (consensus decisions), the substance of the discussion and a reference to documents discussed at the meeting.

The School Safety and Emergency Management Department places an emphasis on fostering safety and security through the cultivation of relationships, the implementation of comprehensive safety protocols, and a commitment to emergency preparedness. 

• Back To School Safety Reminders
• Behavioral Safety Assessment
• School Safety Video Library
• School and Safety Management Section 

The district has implemented the Standard Response Protocol (SRP) to enhance and standardize its emergency response procedures. This protocol provides a clear and consistent framework which encompasses a range of potential emergencies, including but not limited to natural disasters, security threats, and other critical incidents. This protocol includes specific actions and responses for different emergency scenarios, ensuring that all students and staff members are well-prepared and informed about how to react in the event of an emergency. 

For more information on the Standard Response Protocol, visit the I Love U Guys website on this webpage..

• HOLD (in your room or area) A hold is called when there is a situation that requires students and staff to remain in their classrooms. Instruction and other classroom activities continue.
• SECURE (get inside, lock outside doors) A secure is called when there is threat or hazard outside of the school building. Instruction, passing periods and other interior activities continue.
• LOCKDOWN (locks, lights, out of sight) A lockdown is called when there is a threat or hazard inside the building. Instruction and other classroom activities stop.
• EVACUATE (need to move people) Evacuate is called usually due to a mechanical failure.
• SHELTER (State the Hazard and Safety Strategy) A “Shelter” is called when specific protective actions are needed based on a threat or hazard.  

School Safety and Emergency Management Contact List:

• Emergency: (541) 780-4000  
• Director, School Safety, Jen Bills: (541) 780-4000 bills_j@4j.lane.edu  
• Campus Safety and Security Manager, Clark Hansen: (541) 790-7667 | hansen_c@4j.lane.edu
• Behavioral Threat Assessment Manager, Stephanie Herro: (541) 790-7632 Herro_s@4j.lane.edu
• Volunteers: (541) 790-7693 | volunteer@4j.lane.edu
• Emergency Management and Drills, Suzie Hunter: (541) 790-7666 | hunter_s@4j.lane.edu
• Safe Routes to School: (541) 790-7539 | saferoutes@4j.lane.edu

School Safety and Emergency Management Scope: 

1. Annual Review of Emergency Building Plans: The district has a customized emergency APPas well as an all-hazards Emergency Operations Plan (EOP). The district’s Emergency Operations Plan provides for specific emergency incidents as well as contact information and evacuation routes f It is very important you review procedures annually with staff and volunteers and make any adjustments that may be required as a result of staff, building, or other operational changes.
   
   Additional copies of the district Emergency Operations Plan will be disseminated to buildings as appropriate and will be available from the School Safety team.
    
2. Immediate Assistance with Students: We will continue to work with you to provide additional training, information, and support for dealing with students who have extreme behavioral and emotional issues. If you have an immediate, serious safety concern about a student, contact the Behavioral Threat Assessment  Manager (7632) or the School Safety team (x7690) or assistance and/or referral to in-district or outside resources.
    
3. Behavioral Threat Assessment: Per the Salem-Keizer Threat Assessment model, a Level 1 Behavioral Threat Assessment process should be initiated when there is a targeted verbal threat or behavior expressed, including threats made in online formats. When considering a Level 1 Threat Assessment, school staff should evaluate the presence of the following criteria: a threat/aggression or violence is specific to an identified target with a motive and a plan; a threat/aggression or violence is causing considerable fear or disruption to activity; there is a weapon at school or an attempt was made to bring a weapon to school; ongoing and continued intent to carry out a threat; student’s history of threats/extreme aggression; whether or not staff, a student, a parent, or a community member perceives a threatening circumstance. In the event any of these criteria are present, contact the Behavioral Threat Assessment Manager to begin the Level 1 Threat Assessment process.
    
4. Sharing Behavioral and Discipline Information with Teachers and Other Staff: Federal and state laws regarding student records and confidentiality allow you to share behavioral and discipline information with teachers and other staff if they have a legitimate educational need. In most instances, it is reasonable for staff to know the reason their students have been disciplined. It is also reasonable that a teacher or other staff member be aware of students who pose a potential risk because of a pattern of aggression, intimidation, violent or sexually acting out behavior. Please continue to inform those staff members about any students who are likely to pose a risk to them, what those risks are, and the procedures you are using to minimize them.
    
5. Cooperation with Law Enforcement Officers: It is important that staff continue to follow the procedures outlined in Board Policy and the Student Rights and Responsibilities Handbook when a law enforcement officer requests to interview a student on campus. In most cases, law enforcement agents will attempt to interview students off campus and make arrangements with students and families to schedule interviews outside of the school day, unless exigent circumstances are present. Parents become very concerned when police interview students related to criminal activity and may wish to be present and involved in the criminal justice process with law enforcement. School officials have no right to “waive” a student’s right to remain silent or to have an attorney. Please review these procedures with the appropriate staff. If you would like to report a crime or request law enforcement assistance, please contact non-emergency dispatch for Eugene Police Department (541-682-5111) or for Lane County Sheriff’s Office dispatch (541-682-4150).

The procedural guidelines for contacting parents are outlined below, and are available here. If you have questions or concerns about this information, please contact the district School Safety team (x7690).

Investigations related to off-campus illegal acts not school-related:

“Off-campus” means off of District 4J property and away from a 4J sanctioned event, such as a sporting event, debate tournament or field trip to name a few.

The school administrator will make a reasonable effort to contact the parent when an officer comes to question a student, who is a suspect or a victim, related to criminal acts which are not school-related, unless:
 
A.    Notification would unduly interfere with the investigation,
B.    The issue pertains to alleged child abuse, or
C.    The parent, guardian, or a close relative is a focal suspect in a criminal Investigation, and there is a potential risk to the student if notification occurs.

The school administrator should ask the police officer about the reason(s) for the interview.

Board policy does not require that parents be contacted prior to interviews of students who are witnesses, and are not, nor likely to become, suspects. However, it is recommended you attempt to make contact with the parent to inform them of the situation.

If the school administrator is NOT successful in contacting the parent they should then:

1. Attempt to leave a message to inform the parent of the circumstances of the situation, and leave contact information (name and phone number) for both the school official and police officer.
2. The school administrator should then allow the police officer to proceed with the interview so long as a school administrator, or designee, is present, unless the issue pertains to child abuse.

Note: The administrator, or designee, should not actively participate in the interview process, and should allow the police officer to fully conduct the investigation.

If the school administrator is successful in contacting the parent:

1. Let the parent know the police are present and will be questioning their student, as a suspect or a victim, regarding an off-campus criminal act.
2. If the parent indicates they can arrive within a short period (20 minutes) the school administrator will request the police officer wait for the parent to arrive before questioning begins. However, if the parent does not arrive within the 20 minute period, and cannot be contacted, the officer may be allowed to proceed with questioning the student.
3. If the parent objects, expresses concerns about the police questioning their student, or wants to be present during the interview, but cannot arrive within a short period (20 minutes), ask the parent to speak directly to the police officer. The officer can then determine how to proceed based on the conversation with the parent.
4. If the parent says they have no concerns about the police questioning their student, and/or indicates they are unable to attend, the school administrator may allow the police officer to proceed. However, a school administrator, or designee, will be present during the interview as an observer, unless the issue pertains to child abuse.

Note: The administrator, or designee, should not actively participate in the interview process, and should allow the police officer to fully conduct the investigation.

Investigations related to violations of school policies and rules:
 
Under most circumstances, a law enforcement officer will NOT be involved during investigations of school policy or rule violations. School administrators may pursue such investigations, including interviewing students, without first contacting  parents. In this instance, the administrator is conducting the interview process under the standard of “reasonable suspicion.” Please refer to the Guidelines for Searches of Students.

When should you have an officer present during an investigation of school policies and rules violation?

There are some situations when it is appropriate to have an officer present during investigations regarding violations of school policies and/or rules:

1. If during the course of the investigation or search, it is clear a school policy violation occurred, and it reveals evidence of a crime (e.g., possession of drugs, stolen property, etc.), then the investigation must be turned over to the police officer and the parent must be notified (as outlined under “illegal acts that occur off-campus”). “Crime” in this instance does not include “minor in possession” violations for tobacco, alcohol or marijuana. It is generally recommended you attempt to make contact with the parent of a student to inform them of the situation, and to let them know you have requested that the police officer sit in as an observer. However, there is no requirement for the parent to be contacted unless the line of questioning leads to information that a criminal act has been committed. (Board Policy does not require parents to be contacted prior to interviews of students who are witnesses and are not, nor likely to become, suspects.)
    
2. If there is reasonable suspicion that a student is in possession of a dangerous or deadly weapon,a police officer should be contacted immediately, followed by calling School Safety. The officer should then be allowed to proceed without delay on determining the appropriate strategy for intervention, including any necessary search of the student’s person. The principal or administrator involved should weigh the necessity of implementing emergency procedures in the building.

• Reasonable suspicion defined: It is necessary that the school officials conducting the search have reasonable suspicion (i.e., be based on specific and articulated facts) that the student being searched has violated a school rule or the law, and that the search be reasonably likely to elicit evidence of such violation.
• Dangerous or deadly weapons defined: “Dangerous weapon” means any weapon, device, instrument, material or substance which under the circumstances in which it is used, attempted to be used, or threatened to be used, is readily capable of causing death or serious injury.
• Deadly weapon means any instrument, article, or substance specifically designated for and presently capable of causing death or serious physical injury. (School Board Policy JFCJ – Weapons in the Schools.)
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3. Search and Seizure: Guidelines for searches of students are available in the Students Rights and Responsibilities Handbook. If you have questions or concerns about this information, please contact the district School Safety Team (x7690).
    
4. Truancy. Oregon law requires an attendance supervisor who has determined that a parent has failed to enroll their child and maintain their child in “regular attendance” at a public school, to give written notification to the parent, served on the parent personally or by certified mail, with notification to the district superintendent, principal or other appropriate school official. The notice shall state that the student must appear at school on the next school day following receipt of the notice and maintain regular attendance for the remainder of the year; state that the parent has a right to request, for a child who doesn’t have an IEP or 504 plan, an evaluation to determine if the child should, or for a child having an IEP or 504 plan, a review of the IEP or 504 plan to ensure that the accommodations remain appropriate to the student’s needs. The notice shall be in the home language of the parent/ guardian. (See 581-021-0077).  For questions about issues of truancy and compulsory attendance notices, contact Oscar Loureiro (x7554).

School Board Policy KGBB – Firearms Prohibited: Prohibits persons on any school grounds controlled by the Board (including in school buildings) from possessing any firearm unless it is unloaded and locked in a motor vehicle. Exceptions for concealed carry licensees do not apply.

School Board Policy JFCJ –Weapons in the Schools: Prohibits students from having a dangerous weapon on school district property or at school district sponsored events that occur off school property.

School Board Policy GBJ – Weapons in Schools - Staff: Provides that district employees, volunteers and contractors may not possess a dangerous or deadly weapon on district property or at school events.

Decals giving notice that district properties are a Gun-Free School Zone have been placed on major entrances of all district buildings. Please make sure that they are visible to the public. Without the notice, a person can reasonably argue that she or he did not know about our rules. If you need additional decals contact Facilities (x7400).

Pocket or Tool Knives and Pepper Spray and Employees:

Pocket or Tool Knives: The superintendent has determined that School Board Policy GBJ – Weapons in Schools - Staff, does not prohibit employees from possessing a small pocket knife or tool knife with a blade of less than two and a half inches in length when the knife or tool is carried in a manner that cannot be readily observed by students except when being used. Students are prohibited from possessing a knife or tool knife of any length as well as any item that may be considered to be a dangerous weapon of any form.
 
Pepper Spray and Employees: Some employees, especially those who may be at a school alone and after hours, have expressed concern they may not be able to carry pepper spray for self-protection. The superintendent has determined that Board Policy GBJ – Weapons in Schools - Staff, does not prohibit employees from carrying pepper spray for self-protection after they have consulted with their supervisor to determine the conditions under which the spray will be carried and stored while at work. No employee, however, is authorized to use pepper spray in the performance of his or her job duties.

The district provides access to in-house translation and interpretation services. Please visit the district website (LINK: Translations & Interpretation Services) for more information. 

Translations: For a written translation of flyers, school signs, school PowerPoint presentations to parents, google forms, private parents letters in any language and any other communication between school and parents, please: Request a Written Translation

Translation Questions please call 541-790-7697.

Interpretations: 
For an in-person interpreter, please submit the request an interpreter form with one-week advance minimum: Request an Interpreter 

American Sign Language Interpreter via Lane ESD. If you need further assistance regarding ASL interpretation, please contact Andrea Parker at aparker@lesd.k12.or.us or Annie Whiddon at awhiddon@lesd.k12.or.us)

Interpretation Questions please call 541-790-7709. 

Eugene School District 4J requires the use of district-adopted core instructional materials. This not only supports district educational goals, it also enhances teacher effectiveness and improves student outcomes.
 
Please review the overview and expectations outlined linked on this webpage.
Board Policies: IIA–Instructional Resources/Instructional Materials; IIAA–Request for Reconsideration about Curriculum / Instructional / Library Materials; IFE–Curriculum Guides and Course Outlines

The district also has School Board Policy INB Studying Controversial Issues that guides and supports teachers when teaching on controversial issues. Please note that before beginning the class in the study of an obviously controversial matter, teachers are to confer with their administrator. Consideration of this policy can prevent avoidable conflicts with families. Please review it with teachers.

District Administrative Regulation I1600: Separation of Church and State, outlines our rules related to religious recruitment. In summary, “Visitors whose purpose is to influence or solicit students shall be denied entry to the school based upon the principal’s judgment of their purposes. Board Policy forbids allowing non-students to meet with students for religious purposes on school premises, except that which is incidental to renting or leasing of school buildings.” The rules also state, “No non-school person can direct, control, or regularly attend student religious meetings.”

Our policies, rules, and the Student Rights and Responsibilities Handbook, which are consistent with law, allow students to meet for religious purposes. Please refer to District Administrative Regulation I1600 for the rules related to these meetings.
Additional information may be found by reviewing this slideshow presentation.

Each student has an individual right to free exercise of religion. The district and its schools have a responsibility to make reasonable accommodations for students’ religious observances. The district and its schools also have a responsibility to maintain religious neutrality, neither promoting one religion over another nor preferring religion over non-religion.

Board Policy JEF – Accommodation for Religious Instruction and Observance

Requests for Accommodation: Parents and students are encouraged to communicate their needs for religious accommodations to schools. Requests for religious accommodation should be directed to teachers or principals.

In 2025, the Supreme Court decided the Mahmoud v. Taylor case, which held based on the facts of that case that parents had a legal right to opt their children out of lessons they believed interfered with their children’s religious upbringing. The reach of the decision and its application in different circumstances is yet to be determined. Administrators receiving requests to opt out of lessons will need to evaluate these requests carefully, and formulate a response that upholds the parent’s constitutional rights. Administrators navigating such requests are encouraged to consult with their directors who may also collaborate with district legal counsel.  

Absences and Makeups: Students may be excused from school for absences due to religious reasons. Such absences will not be counted against a student in determining exclusion, failure or reduction of grades.

Any tests and assignments a student misses because of religious instruction or observances shall be given to the student at another time. Make-up opportunities will not be required of a student on the school day immediately after a student is absent from school to observe a religious holiday.

Release Time for Religious Instruction: Students may be released from school each week for religious instruction, consistent with Oregon law. A written request must be signed by the parent or guardian before the student is released. Students not attending religious instruction will continue with the regular school program.

Religious teachers are not permitted to promote student participation by directly contacting students on school premises, nor by involving students to recruit their friends who remain in the classroom. All promotional activities must be conducted away from the school premises.

Scheduling School Events: Schools will avoid scheduling important events that by their nature cannot be made up, such as picture day, open house, or prom, on days that conflict with major religious holidays that may impact student attendance or participation.

When scheduling other special events such as field trips, tryouts and concerts, staff are to consider the potential for students to experience conflicts on major religious holidays. A field trip or a major co-curricular or extracurricular activity may only be scheduled on a major religious holiday with administrator approval.

Staff will inform students and parents of plans as far in advance as possible, so conflicts with religious observances can be avoided if possible and accommodated if not.

Major Religious Holidays: Schools should avoid scheduling important events at times that conflict with the following major religious holidays.
 

Additional Holidays
Some other days to be aware of when scheduling special events, as some students may have religious, cultural or family observances, particularly in the evening, include:
 

School Board Policies and District Administrative Regulations are available online via the district website.