Section 2000 Administration

#2110 Administration Positions

All administration and supervisory positions in the Madison Public Schools shall be established by the Madison Board of Education in accordance with Board guidelines, State law, and district goals. 

The Board of Education, upon the recommendation of the Superintendent, shall consider the establishment of such positions in sufficient number and with specific purpose to provide for the effective management and structure of the school system. 

The Superintendent shall recommend a qualified individual for appointment by the Board to administration positions.  All administration personnel shall be evaluated annually by the appropriate Administrator. A current and comprehensive set of job descriptions and evaluations for all administration and supervisory positions in the Madison Public Schools shall be maintained by the Superintendent. 

Administration positions are defined as leadership positions requiring an Intermediate Administrator Certification (092) and/or COAT (Central Office Administrative Team) positions who are employed by the Madison Board of Education.

Date Adopted: September 19, 1991
Date Revised:  June 8, 2021

#2240 Retention of Electronic Records and Information

(formerly Education Data / Records Retention)

The Madison Board of Education (the “Board”) complies with all state and federal laws and regulations regarding the retention, storage and destruction of electronic information and records. The Superintendent or designee shall be responsible for developing and implementing administrative regulations concerning the retention, storage, and destruction of electronic information and the dissemination of such administrative regulations to all school officials, employees, and individuals granted access to the computer systems and/or networks of the Madison Public Schools (the “District”) and/or who send electronic messages as part of their work for the District. Collectively, all individuals granted access to the District’s computer systems are referred to as the “Users”.  

Use of Electronic Messages and Electronic Communications

The Board has installed computers and a computer network(s), including Internet access and electronic messaging systems, on Board premises and may provide other electronic devices that can have the ability to send and receive messages with an operating system or network communication framework.  Devices include but are not limited to personal computing devices, cellular phones, Smartphones, network access devices, radios, personal cassette players, CD players, tablets, walkie-talkies, personal gaming systems, Bluetooth speakers, personal data assistants, and other electronic signaling devices.  Electronic messaging systems include mobile, chat, and instant message; cloud collaboration platforms, including internal chat, peer-to-peer messaging systems, and draft email message transfer; and products that have the ability to create duration-based or subjective removal of content, such as Snapchat, and security focused platforms, such as Signal.  The Board’s computers, computer networks, electronic devices, Internet access and electronic messaging systems are collectively referred to as "the computer systems" and are provided in order to enhance both the educational opportunities for our students and the business operations of the district.  

Electronic messages sent by users as part of their work and/or by using the district’s computer systems and/or network(s) are not private communications and are potentially subject to disclosure, regardless of whether the messages are sent using personal devices or the District’s computer systems.   Users must understand that the Board has reserved the right to conduct monitoring of the District’s computer systems and may do so despite the assignment to individual users of passwords for system security.  Any password systems implemented by the District are designed solely to provide system security from unauthorized users, not to provide privacy to the individual system user.

The system's security aspects, message delete function and personal passwords may be bypassed for monitoring purposes.  Therefore, users must be aware that they should not have any expectation of personal privacy in the use of these computer systems.  This provision applies to any and all uses of the District’s computer systems, including any incidental personal use permitted in accordance with the Board’s policy and regulations regarding computer use by users.

Any retained messages may be retrieved as part of routine monitoring by the Board, an employee investigation, a search for documents pursuant to a Freedom of Information Act request, or a formal discovery process as part of litigation.  Users should bear in mind that electronic messages may be retained at different locations within the computer network and that these messages are subject to retrieval, regardless of whether the User has deleted such messages from User’s account. Consequently, users should use discretion when using computers or other electronic technology to send, record or retain electronic messages and information.

Retention of Electronically Stored Information

 Electronically stored information on District computers or electronic communication systems shall be retained only as long as necessary.  The same record retention policy that applies to paper records applies to electronically stored information, including Electronic messages.  Therefore, like paper records, the content and function of an electronic record, including electronic messages, determines the retention period for that document. The District will comply with all of the minimum standards set forth in the Municipal Records Retention Schedules, as issued by the Office of the Public Records Administrator for the State of Connecticut.  

In addition to the retention guidelines established by the Board and used by District officials and employees, all District officials and employees have a duty to preserve all records and electronic information, including records and electronic information that might otherwise be deleted or destroyed, that relate to any matter that is currently in litigation or may be anticipated to involve future litigation.

Legal References:

Conn. Gen. Stat. §§ 1-200(5); 1-211; 1-213(b)(3)
Conn. Gen. Stat. § 7-109
Conn. Gen. Stat. § 11-8 et seq.
General Letters 96-2 and 2009-2 of the Public Records Administrator
Public Records Policy 01, Digital Imaging, of the Public Records Administrator 
(Aug. 2014)
Record Retention Schedules Towns, Municipalities and Boards of Education

Connecticut State Library, Office of the Public Records Administrator, Authorization for Disposal of Original (Non-Permanent) Paper Records Stored as Digital Images, Form RC-075.1 (revised 12/2021)

Frequently Asked Questions about E-mail, CT Public Records Administrator, available at https://ctstatelibrary.org/wp-content/uploads/2015/05/EmailGuidelines.pdf .

Date of Adoption:  April 6, 2021
Date of Revision:  October 12, 2021 
Date of Revision:  January 24, 2023

Policy #2270 is now 1380

#2280 Uniform Treatment of Recruiters

Subject to the provisions of law, all recruiters, including commercial, military and nonmilitary concerns, recruiters representing institutions of higher education, and prospective employers shall be provided equal opportunities of access to students enrolled in the district's secondary school[s]. 

Except as provided below, military recruiters and institutions of higher education shall, upon request, be given access to the names, addresses and telephone numbers of secondary school students. 

On an annual basis, the school district will notify parents of secondary school students of their right to object to the disclosure of the student's name, address and telephone number to military recruiters or to an institution of higher education.  If a secondary school student or the parent of a secondary school student objects in writing to the disclosure of a student's name, address or telephone number to a military recruiter or an institution of higher education, then the district shall not disclose the student's name, address or telephone number to a military recruiter or an institution of higher education.  The objection shall remain in force until the district re-issues the annual notification referenced above, after which time the parents and/or secondary school student must inform the school district in writing again of their objection to the disclosure of the information described above. 

Legal References:

• Conn. Gen. Stat. §10-221b Boards of education to establish written uniform policy re treatment of recruiters
• Every Student Succeeds Act § 8025, 20 U.S.C. § 7908 Armed Forces recruiter access to students and student recruiting information
• National Defense Authorization Act for Fiscal Year 2002 § 544, 10 U.S.C. § 503   
  Enlistments: recruiting campaigns; compilation of directory information

 

Date of Adoption:  April 6, 2021

#2300 Retention and Disposition of Records and Information

The Board of Education (the “Board”) complies with all state and federal regulations regarding the retention, storage and destruction of electronic information and paper records.  The Superintendent or superintendent’s designee shall be responsible for implementing administrative regulations concerning the retention, storage, and disposition of records and the dissemination of such administrative regulations to all school officials, employees, and individuals granted access to the computer systems and/or networks of the Madison Public Schools (the “District”) and/or who send electronic messages as part of their work for the District.  Collectively, all individuals granted access to the District’s computer systems are referred to as the “Users”.

I.    RETENTION OF RECORDS

The District shall comply with all minimum standards set forth in the Municipal Records Retention Schedules for public records, as issued by the Office of the Public Records Administrator for the State of Connecticut (“OPRA”). Retention requirements apply to the official record copy of a public record and are based on the content and function of the public record, not the media type. As such, the same record retention period that applies to paper records applies to electronically stored information. Therefore, like paper records, the content and function of an electronic record, including electronic messages, determine the retention period for that document. 

If records are kept in both electronic and hard copy format, the District shall designate which record is the official record copy. The designated official copy shall be the legally recognized copy maintained for record retention purposes.  

In addition to the retention guidelines established by the Board and used by District officials and employees, all District officials and employees have a duty to preserve all paper records and electronic information, including records and electronic information that might otherwise be deleted or destroyed, that relate to any matter that is currently in litigation or may be anticipated to involve future litigation. Record preservation under such circumstances shall only be required after receipt of formal written notice of such requirement by the Superintendent or superintendent’s designee.

II.    USE OF ELECTRONIC MESSAGES AND ELECTRONIC COMMUNICATIONS

The Board has installed computers and a computer network(s), including Internet access and electronic messaging systems, on Board premises and may provide other electronic devices that can access the network(s) and/or have the ability to send and receive messages with an operating system or network communication framework.  Devices include but are not limited to personal computing devices, cellular phones, Smartphones, network access devices, radios, CD players, tablets, walkie-talkies, personal gaming systems, Bluetooth speakers, personal data assistants, and other electronic signaling devices.  Electronic messaging systems include mobile, chat, and instant message; cloud collaboration platforms, including internal chat, peer-to-peer messaging systems, and draft email message transfer; and products that have the ability to create duration-based or subjective removal of content and security focused platforms.  The Board’s computers, computer networks, electronic devices, Internet access and electronic messaging systems are referred to collectively as "the computer systems" and are provided in order to enhance both the educational opportunities for our students and the business operations of the District.  

Electronic messages sent by Users as part of their work and/or by using the District’s computer systems and/or network(s) are not private communications and are potentially subject to disclosure, regardless of whether the messages are sent using personal devices or the District’s computer systems.  Users must understand that the Board has reserved the right to conduct monitoring of the District’s computer systems and may do so despite the assignment to individual Users of passwords for system security.  Any password systems implemented by the District are designed solely to provide system security from unauthorized users, not to provide privacy to the individual system User.

The computer systems’ security aspects, message delete function and personal passwords may be bypassed for monitoring purposes.  Therefore, Users must be aware that they should not have any expectation of personal privacy in the use of these computer systems.  This provision applies to any and all uses of the District’s computer systems, including any incidental personal use permitted in accordance with the Board’s policy and regulations regarding computer use by Users.

Any retained messages may be retrieved for a variety of purposes, including but not limited to as part of routine monitoring by the District, an employee investigation, a search for documents pursuant to a Freedom of Information Act request, a formal discovery process as part of litigation, or other legal processes such as a response to a subpoena.  Users should bear in mind that electronic messages may be retained at different locations within the computer systems and/or devices and that these messages are subject to retrieval, regardless of whether the User has deleted such messages from the User’s or the District’s accounts.  Consequently, Users should use discretion when using computers or other electronic technology to send, record or retain electronic messages and information.

III.    DISPOSITION OF RECORDS 

The disposition of records, or the destruction or transfer of records to the custody of another entity, shall only occur in accordance with relevant state and federal laws and guidelines established by the OPRA.  The District shall also follow the OPRA’s specific protocols for the disposition of permanent, historical and archival records.  If a record does not appear on a records retention schedule, the District shall contact the OPRA for further guidance before disposing of any such record.

Legal References:
    
Conn. Gen. Stat. §§ 1-200(5); 1-211; 1-213(b)(3)
Conn. Gen. Stat. § 7-109
Conn. Gen. Stat. § 11-8 et seq.

General Letters 96-2 and 2009-2 of the Office of the Public Records Administrator (“OPRA”)

OPRA, Public Records Policy 04, Electronic Records Management (Dec. 2022)
OPRA, Public Records Policy 04-1, Electronic Records (Dec. 2022)
OPRA, Public Records Policy 04-2, Digital Imaging (Dec. 2022)
OPRA, Public Records Policy 05, Disposition of Public Records (Nov. 2011)
OPRA, Public Records Memorandum 101: Disposition of Original Paper Records After Scanning (June 2024)

Connecticut State Library, State Archives (“State Archives”), State Archives Policy 01: Transfer of Historical Records to the State Archives of Other Approved Archival Repository (October 15, 2019)

Record Retention Schedules Towns, Municipalities and Boards of Education

OPRA, Records Disposition Authorization, Form RC-075 (revised 12/2021)

OPRA, Authorization for Disposal of Original Non-Permanent Records Stored as Digital Images, Form RC 040 (revised 5/2024)

OPRA, Annual Certification for Disposal of Original Non-Permanent Paper Records Stored as Digital Images, Form RC-045 (revised 5/2024)

OPRA, Certification for Disposition of Original Permanent/Life of Structure Records Stored as Digital Images, Form RC-245 (revised 5/2024)

Frequently Asked Questions about E-mail, CT Public Records Administrator, available at https://ctstatelibrary.org/wp-content/uploads/2015/05/EmailGuidelines.pdf .

 

Date of Adoption:      April 6, 2021
Date of Revision:     April 1, 2025