Purpose

The Eastern North Carolina School for the Deaf (ENCSD) is committed to promoting the health, safety, and well-being of students in order to support academic success and full participation in school and residential life.  This policy establishes guidelines for the provision of student health services in alignment with applicable state and federal laws and existing ENCSD policies related to health, safety, medication administration, and emergency response.

I. Definitions

For the purposes of this policy, the following definitions apply:

• Student Health Services: Health-related services provided by ENCSD to support students’ physical, emotional, and medical needs.
• Qualified Health Personnel: Licensed or trained ENCSD staff, including school nurses, and other designated personnel, authorized to provide health services in accordance with law and ENCSD procedures.
• Individual Health Plan (IHP): A written plan developed for a student with specific medical needs, outline required accommodations, medications, emergency responses, and staff responsibilities.
• Emergency Medical Condition: A condition that poses an immediate risk to life or health and requires prompt medical attention.

II. General Policy

ENCSD shall provide student health services that are safe, effective, and responsive to the needs of Deaf and Hard of Hearing students in an academic and residential setting.  Student health services shall be delivered in coordination with families, medical providers, and residential staff and shall align with related ENCSD policies, including but not limited to emergency medical administration, communicable diseases, student safety, and residential life procedures.

III. Scope of Student Health Services

Student health services at ENCSD may include, but are not limited to:

1. First aid and emergency care
2. Administration of medications in accordance with ENCSD medication policies
3. Management of chronic health conditions
4. Development and implementation of Individual Health Plans (IHPs)
5. Emergency response for allergic reactions, asthma, diabetes, seizures, and other medical conditions
6. Health screenings and referrals as required or appropriate
7. Coordination of care during instructional and residential programming hours

IV. Medication Administration and Emergency Care

1. Medication Administration
   1. Medications shall be administered in accordance with ENCSD policies and administrative procedures governing medication storage, documentation, and parental authorization.
   2. Only qualified health personnel or trained staff authorized under ENCSD policies may administer medications to students.
2. Emergency Medications

Emergency medications, including but not limited to epinephrine auto-injectors, shall be stored and administered in accordance with ENCSD Policy 5024/6127/7266 Emergency Epinephrine and other applicable ENCSD emergency medication policies.

V. Individual Health Plans and Student Accommodations

1. ENCSD shall develop Individual Health Plans for students with identified medical needs that require ongoing monitoring or emergency response.
2. Health plans shall be coordinated with relevant educational, residential, and safety plans, including IEPs, Section 504 plans, and residential support plans when applicable.
3. Reasonable accommodations shall be provided to ensure students’ health needs do not impede access to educational or extra-curricular opportunities.

VI. Residential Program Considerations 

Given ENCSD’s residential program, student health services shall be available during school hours, evenings, overnight periods, weekends (when applicable), and school-sponsored activities.  Health services during residential hours shall be coordinated among health personnel, residential staff, and administrators to ensure continuity of car and timely emergency response.

VII. Parental Communication and Consent

1. Parents/guardians shall be informed of health services provided to their child, including emergency care, medication administration, and changes to health status.
2. Required medical documentation, consent forms, and emergency contact information shall be maintained in accordance with ENCSD procedures and confidentiality requirements.

VIII. Confidentiality

Student health records shall be maintained confidentially and shared only with authorized personnel in accordance with applicable laws, including FERPA and other privacy protections.

IX. Training and Staff Responsibilities

1. ENCSD shall provide appropriate training to staff regarding student health needs, emergency response, and medication administration as required by law and policy.
2. Staff members are expected to comply with all ENCSD health and safety policies and to promptly report health concerns or emergencies.

Legal References

• G.S. § 115C-47 – Powers and duties of local boards of education
• G.S. § 115C-375 – Care of students with special health care needs
• G.S. § 115C-375.1 – Administration of medication to students
• G.S. § 115C-375.2A – Supply of epinephrine auto-injectors
• G.S. § 115C-390.2 – Student discipline policies
• Family Educational Rights and Privacy Act (FERPA)
• Section 504 of the Rehabilitation Act of 1973
• Americans with Disabilities Act (ADA)
• Individuals with Disabilities Education Act (IDEA)
• North Carolina Department of Public Instruction – Student Health Services guidance

Purpose

The Eastern North Carolina School for the Deaf (ENCSD) is committed to ensuring the health and safety of students who may experience anaphylaxis or other severe allergic reactions.  This policy establishes procedures for procurement, storage, administration, and management of epinephrine auto-injectors for use in emergencies during instructional, extracurricular, and residential activities.

Because ENCSD is a residential school, this policy applies to both school and residential settings to ensure rapid response in life-threatening situations.

I. Definitions

For the purposes of this policy, the following definitions apply:

• Anaphylaxis: A severe, potentially life-threatening allergic reaction that can occur rapidly and requires immediate intervention.
• Epinephrine Auto-Injector: A pre-measured, single-use device for the administration of epinephrine in the event of anaphylaxis.
• Student-Specific Epinephrine Order: A written order from a licensed healthcare provider authorizing administration of epinephrine for a particular student.
• Standing Order: A physician authorized order allowing trained school personnel to administer epinephrine to any student exhibiting symptoms of anaphylaxis when a student-specific order is not on file.
• Designated School Personnel – ENCSD staff who are trained and authorized to administer epinephrine under this policy.

II. Policy Statement

ENCSD shall maintain emergency epinephrine auto-injectors on campus for use by trained personnel to respond to students experiencing anaphylaxis.  Administration of epinephrine shall be performed in accordance with student-specific or standing orders, applicable law, and professional standards.

III. Procurement and Storage 

1. Procurement
   1. ENCSD shall maintain a supply of epinephrine auto-injectors for:
      • Students with known severe allergies
      • Emergency use under standing orders
   2. Orders shall be obtained through licensed healthcare providers or pharmacies
2. Storage
   1. Epinephrine shall be stored:
      • In a secure, accessible location known to staff
      • At the temperature range specified by the manufacturer
      • Separated from other medications to ensure immediate access in an emergency
   2. Storage locations shall be clearly labeled and communicated to trained personnel

IV. Administration Procedures

1. Authorization
   1. Epinephrine may be administered:
      • To a student with a student-specific order; or
      • To any student showing signs of anaphylaxis under a standing order
2. Trained Personnel
   1. Only designated personnel who have received training in recognition of anaphylaxis and proper epinephrine administration may administer the medication.
   2. Training shall be updated regularly in accordance with NCDPI and state guidance.
3. Emergency Response
   1. Following administration, staff shall:
      • Call 911 or local EMS immediately
      • Notify the school nurse and parent/guardian
      • Remain with the student until EMS arrives
      • Document the event in accordance with ENCSD procedures

V. Documentation

1. All administrations shall be documented with:
   1. Student name
   2. Date and time of administration
   3. Symptoms observed
   4. Personnel administering medication
2. Documentation shall be maintained in the student’s health record and reported to the parent/guardian.

VI. Residential Program Considerations

Because ENCSD operates a residential program:

• Trained residential staff shall have immediate access to emergency epinephrine auto-injectors
• Protocols shall ensure rapid response to any student experiencing anaphylaxis in residential or after-hours settings.

VII. Liability and Staff Protection

Designated staff acting in good faith under this policy shall be protected from civil liability consistent with state law, including N.C. General Statute § 115C-375.1.

VIII. Confidentiality

Information regarding student allergies and epinephrine administration shall be treated as confidential health information, in compliance with FERPA, HIPPA (as applicable), and state law.

IX. Responsibilities

1. Parents/Guardians
   1. Provide medical documentation of known allergies
   2. Submit student-specific epinephrine orders
   3. Update ENCSD regarding changes in medical status
2. Student Health Center
   1. Maintain inventory and storage of epinephrine
   2. Train and supervise designated personnel
   3. Coordinate with residential staff for emergency preparedness
3. Designated Staff
   1. Administer epinephrine in accordance with policy and training
   2. Notify EMS and parent/guardians
   3. Document all incidents accurately

Legal References

• N.C. Gen. Stat. § 115C-375.1 (Immunity for School Employees)
  • N.C. Gen. Stat. § 90-21.13 (Emergency Medical Care)
    • North Carolina Board of Nursing – Delegation Guidelines
    • Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g
    • Individuals with Disabilities Education Act (IDEA), 20 U.S.C. § 1400 et seq.
    • North Carolina Department of Public Instruction (NCDPI) Student Health Services Guidelines

This policy shall be reviewed and updated periodically to ensure continued compliance with all applicable laws, regulations, and best practices for serving deaf and hard of hearing students.

Purpose

The Eastern North Carolina School for the Deaf (ENCSD) is committed to safeguarding the health and safety of students and staff.  This policy establishes procedures for the emergency administration of naloxone to students or staff experiencing an opioid overdose during school, residential, or extracurricular activities.

Because ENCSD operates a residential program, this policy applies to both instructional and residential environments to ensure timely intervention in life-threatening opioid-related emergencies.

I. Definitions

For the purposes of this policy, the following definitions apply:

• Naloxone: A medication that rapidly reverses the effects of an opioid overdose, including respiratory depression.
• Opioid Overdose: A medical emergency resulting from the consumption of an opioid drug that can cause respiratory depression, unconsciousness, or death.
• Standing Order: A physician-approved order authorizing trained school personnel to administer naloxone in an emergency to any individual exhibiting signs of opioid overdose.
• Designated School Personnel: ENCSD staff trained and authorized to administer naloxone in accordance with this policy.

II. Policy Statement

ENCSD shall maintain naloxone on campus for emergency use by trained personnel to respond to suspected opioid overdoses.  Administration of naloxone shall occur only in accordance with standing orders and applicable law.

III. Procurement and Storage 

1. Procurement
   1. ENCSD shall obtain naloxone through licensed healthcare providers or pharmacies under standing orders.
   2. Supply shall be sufficient to ensure availability during school and residential hours.
2. Storage
   1. Naloxone shall be stored in a secure but easily accessible location known to trained personnel.
   2. Storage shall meet manufacturer’s recommendations for temperature and expiration monitoring.

IV. Administration Procedures

1. Trained Personnel
   1. Only designated personnel who have completed approved naloxone training may administer the medication.
   2. Training shall include recognition of overdose symptoms, proper administration techniques, and emergency response protocols.
2. Emergency Response
   1. Upon recognizing signs of an opioid overdoes, trained personnel shall:
      • Call 911 or local EMS immediately
      • Administer naloxone as directed by training and standing order
      • Provide basic life support (CPR) if necessary
      • Remain with the individual until EMS arrives
3. Post-Administration Procedures
   1. Notify the Student Health Center and parent/guardian (for students) as soon as feasible.
   2. Document the incident in accordance with ENCSD procedures, including the individual’s response and any follow-up actions.

V. Residential Program Considerations

1. Residential staff shall have immediate access to naloxone and be trained to respond to overdose emergencies.
2. Protocols shall ensure rapid response in residential areas and after-school programs.

VI. Liability and Staff Protection

1. Staff acting in good faith under this policy shall be protected from civil liability in accordance with NC. General Statute § 115C-375.1 and other applicable laws.
2. Staff shall follow all training, policy procedures, and standing orders to ensure legal protection.

VIII. Confidentiality

Information regarding naloxone administration and individual medical events shall be maintained as confidential health information, in compliance with FERPA, HIPPA (as applicable), and state law.

IX. Responsibilities

1. Parents/Guardians
   1. Provide relevant medical history regarding opioid use for students
   2. Cooperate with ENCSD in post-emergency follow-up
2. Student Health Center
   1. Maintain inventory and storage of naloxone
   2. Train and supervise designated personnel
   3. Coordinate with residential staff for emergency preparedness
3. Designated Staff
   1. Administer naloxone in accordance with policy and training
   2. Notify EMS and parent/guardians
   3. Document all incidents accurately

Legal References

• N.C. Gen. Stat. § 90-12.7 (Naloxone Administration Law)
  • N.C. Gen. Stat. § 115C-375.1 (Immunity for School Employees)
    • North Carolina Board of Nursing – Delegation and Emergency Medication Guidelines
    • Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g
    • Individuals with Disabilities Education Act (IDEA), 20 U.S.C. § 1400 et seq.
    • North Carolina Department of Public Instruction (NCDPI) Student Health Services Guidance

This policy shall be reviewed and updated periodically to ensure continued compliance with all applicable laws, regulations, and best practices for serving deaf and hard of hearing students.

Purpose

The Eastern North Carolina School for the Deaf (ENCSD) believes that students need to be healthy and active to learn and grow.  ENCSD is committed to providing a school and residential environment that enhances the development of lifelong wellness practices.  ENCSD recognizes that for students who are Deaf and hard of hearing, wellness is inextricably linked to accessible communication, social-emotional belonging, and physical health.

This policy adopts the Whole School, Whole Community, Whole Child (WSCC) model to ensure that wellness initiatives are integrated across both the instructional day and the residential living experience.

Definitions

For the purposes of this policy, the following definitions apply:

Wellness Program: A Coordinated set of school and residential policies, practices, and activities designed to promote students’ physical, mental, social, and emotional health.

Competitive Foods: Foods and beverages sold or provided to students on campus outside of the federal school meal programs.

Healthy, Hunger-Free Kids Act (HHFKA): A federal law enacted in 2010 that authorizes funding and sets nutrition standards for school meal and child nutrition programs in the United States.  The Act aims to improve student health and reduce childhood obesity by increasing access to nutritious meals, aligning school meal standards with current dietary guidelines, and promoting wellness policies in schools.

I. Wellness Council

ENCSD shall maintain a Wellness Council to help plan, guide, and monitor wellness programs at ENCSD.  The Council advises the Board and works with the lead wellness official, school nutrition staff, and residential staff.

The Council may include representatives from:

• Board of Trustees
• School administration
• Instructional staff
• Nutrition staff
• Student Health Center
• Residential staff
• Student support services
• Parents or guardians
• Other community stakeholders, as appropriate
• Student member

The Superintendent shall designate a Lead Wellness Official to ensure each school/program area complies with the policy.

The wellness program shall be designed to support the whole child across the instructional day and residential living experience and shall be periodically reviewed and updated as required by law.  All meetings shall be accessible, providing interpreters and accessible materials for full participation of all stakeholders.

II. Nutrition Promotion and Education

Nutrition education shall be integrated into the Healthful Living curriculum and the residential “Life Skills” programming.

• Visual Learning: Education materials must be visually rich, utilizing ASL, graphics, and plain-language English to bridge any potential literacy gaps.
• Promotion: The dining and residential areas shall display accessible signage promoting healthy choices.
• Consistent Messaging: Nutrition themes will be reinforced in the classroom, the residential areas, and during extracurricular activities.

III. Nutrition Standards and Guidelines

1. School and Residential Meals: All meals (breakfast, lunch, and residential dinner/snacks) must meet or exceed USDA National School Lunch and Breakfast Program standards.
2. Competitive Foods (Smart Snacks): All foods and beverages sold on campus during the school day (midnight to 30 minutes after dismissal) must meet USDA Smart Snacks in School nutrition standards.  This includes vending machines and a-la-carte items.
3. Residential Food Environment: Foods provided in the residential program outside of the meal program (e.g. evening snacks) shall prioritize nutrient-dense options.
4. Water Access: Free, safe, unflavored drinking water shall be available to all students throughout the school day and in residential areas.
5. Marketing: Only foods and beverages that meet Smart Snacks standards may be advertised or marketed on campus.

IV. Physical Education and Physical Activity

ENCSD shall provide a physical activity program that is aligned with state policies.

• Physical Education: A standards-based PE curriculum shall be taught by certified teachers.  It will be adapted as needed to meet the needs of students’ Individualized Education Plan (IEP)
• Recess and Activity: K-8 students shall have at least 30 minutes of moderate-to-vigorous physical activity daily.  This may not be taken away as a form of punishment.
• Residential Recreation: The residential program shall provide structured and unstructured physical activity daily (e.g., intramural sports, fitness center access, or outdoor play).

V. Social, Emotional, and Mental Health

ENCSD recognizes that mental, emotional, and behavioral health is essential to student success in both instructional and residential settings.

ENCSD shall:

• Provide an inclusive environment that reduces social isolation.
• Offer mental health services supported by qualified interpreters as required by the Americans with Disabilities Act (ADA).
• Implement evidence-based Social Emotional Learning (SEL) that addresses identity, resilience, and healthy relationships within the DHH community.

Students will have access to counseling and support services as needed.  Interpreting will be provided.

VI. Accessiblity and Communication

ENCSD shall ensure that wellness-related instruction, programs, services, and communications are accessible to our students, families, and staff.

This includes, as appropriate:

• Provision of qualified interpreters, captioning, or other auxiliary aids and services
• Use of visual, plain-language, and culturally responsive instructional materials
• Consideration of communication needs identified in a student’s Individualized Education Plan (IEP) or Section 504 Plan

VII. Implementation, Assessment, and Transparency

1. Triennial Assessment: Every three years, ENCSD will conduct an assessment of the wellness policy to measure:
   1. Compliance with the policy.
   2. How the policy compares to model wellness policies.
   3. Progress made in attaining the goals of the policy.
2. Public Updates: The results of the Triennial Assessment and the annual progress reports will be made available to the public via the ENCSD website in an accessible format.
3. Annual Reports: The lead wellness official prepares annual reports for the Superintendent, Board of Trustees, and NCDPI.
4. Recordkeeping: The Lead Wellness Official shall maintain documentation of Council meetings, participation, and assessment results.

Legal References

• Healthy, Hunger-Free Kids Act of 2010 (P.L. 111-296)
• National School Lunch Act 7C.F.R. Parts 210 and 220
• N.C.G.S. 115C-264.2; 16 N.C.A.C. 6H.0104
• State Board of Education Policies CHNU-002, SHLT-000 (Healthy Active Children)
• Americans with Disabilities ACT
• Section 504 of the Rehabilitiation Act

Purpose

ENCSD recognizes the serious nature of concussions and other head injuries and the importance of prompt identification, appropriate response, and safe return-to-learn and return-to-activity practices.  The purpose of this policy is to protect the health and safety of students by establishing procedures for the prevention, recognition, management, and follow-up of concussions and head injuries.

ENCSD shall take reasonable and appropriate measures to reduce risk of concussions and head injuries and to ensure that any student suspected of sustaining a concussion or head injury receives immediate attention, appropriate care, and reasonable academic and activity-related accommodations.  All actions taken under this policy shall prioritize student safety and effective communication for Deaf and hard of hearing students and families.

I. Scope

This policy applies to:

• All ENCSD students, including those participating in the Residential Program
• All ENCSD-sponsored athletic, physical education, recreational, and extracurricular activities
• All employees, including instructional, residential, administrative, and support staff
• All ENCSD volunteers involved in student supervision
• Activities occurring on or off campus when sponsored or supervised by ENCSD

II. Definitions

For the purposes of this policy, the following definitions apply:

• Concussion: A type of traumatic brain injury caused by a bump, blow, or jolt to the head or body that results in rapid movement of the brain within the skull and may affect brain function.  Loss of consciousness is not required for a concussion to occur.
• Head Injury: Any injury to the scalp, skull, or brain, including concussions that may result from impact, fall, or other trauma.
• Suspected Concussion: A situation in which a student exhibits signs, symptoms, or behaviors consistent with concussion following a head impact or other traumatic event.
• Return-to-learn: A gradual process of resuming academic activities with appropriate accommodations following a concussion or head injury.
• Return-to-play: A stepwise process of resuming physical activity or athletics after a concussion or head injury, only after medical clearance.

III. Prevention and Training

ENCSD shall:

• Provide age-appropriate concussion education to students participating in physical activities
• Provide training to staff, coaches, and residential personnel on concussion recognition and response
• Promote safe practices during physical education, athletics, and recreational activities
• Ensure that safety information is communicated in accessible formats
•  

IV. School Safety Planning and Prevention

ENCSD shall implement comprehensive school safety measures, including but not limited to:

• Development and maintenance of emergency response plans
• Use of threat assessment processes to address potential risks
• Coordination with law enforcement, emergency management, and public health officials
• Appropriate supervision and monitoring of school and residential facilities
• Ongoing evaluation of safety practices and procedures

V. Identification and Immediate Response

Any student who is suspected of sustaining a concussion or head injury shall:

• Be removed immediately from physical activity
• Receive prompt evaluation by appropriate school personnel
• Not return to physical activity on the same day the injury is suspected

Parents or guardians shall be notified as soon as practicable using accessible communication methods.

VI. Medical Evaluation and Documentation

A student with a suspected or diagnosed concussion or head injury shall be evaluated by a licensed health care provider.  Written medical clearance shall be required before the student may return to physical activity.  ENCSD shall maintain appropriate documentation in accordance with applicable laws and policies.

VII. Academic and Residential Accommodations

ENCSD shall provide reasonable academic adjustments and supports during recovery, which may include modified workloads, extended time, rest periods, or alternative instructional methods.

For students in the Residential Program, ENCSD shall:

• Monitor symptoms during non-instructional hours
• Adjust residential activities as needed
• Ensure residential staff are informed of restrictions and accommodations

VIII. Return-to Learn and Return-to-Play

A student’s return to academic and physical activities shall follow a gradual, stepwise process consistent with medical guidance.  Decisions shall be individualized and based on symptom resolution and medical clearance.

IX. Accessibility and Communication

All concussion-related education, reporting, and recovery processes shall be accessible in Deaf and hard of hearing students and families.  ENCSD shall provide reasonable accommodations, including visual explanations, captioned materials, and ASL interpretation when appropriate, to ensure understanding and compliance.

Legal References

• G.S. 115C-12(23), Duties of the State Board of Education – Student Health and Safety
• G.S. 115C-47, Powers and Duties of Local Boards of Education
• G.S. 115C-150.6, Educational Services for Students Who Are Deaf or Hard of Hearing
• G.S. 130A, Public Health
• North Carolina State Board of Education Policy HRS-A-004, Student Health Services
• North Carolina Department of Public Instruction guidelines on concussion management

This policy shall be reviewed and updated periodically to ensure continued compliance with all applicable laws, regulations, and best practices for serving deaf and hard of hearing students.

Purpose

The Eastern North Carolina School for the Deaf (ENCSD) Board of Trustees recognizes that safe, reliable, and efficient transportation is essential for students, staff, and school operations.  This policy establishes standards and procedures for contracting transportation services and vehicles, ensuring compliance with state and federal regulations while meeting the unique needs of a K-12 residential school serving students who are deaf and hard of hearing.

Policy Statement

All transportation services and vehicle contracts entered into by ENCSD shall prioritize safety, reliability, and cost-effectiveness.  Contracts must comply with applicable federal and state laws, including regulations of the North Carolina Department of Public Instruction and the North Carolina Department of Transportation, and must ensure that drivers and vehicles meet required safety and training standards.

The Superintendent or designee is responsible for negotiating, executing, and monitoring all transportation service contracts and ensuring that contracted providers understand and meet ENCSD’s requirements for transporting students safely and responsibly.

Definitions

• Transportation Service: Services provided to transport students, staff, or school-related personnel, including regular routes, field trips, athletic events, and special needs transportation.
• Vehicle Contract: A formal agreement between ENCSD and a vendor or provider for the use, lease, or operation of vehicles to provide transportation services.
• Contracted Provider: Any individual, company, or entity that enters into a formal agreement with ENCSD to provide transportation services or vehicles.

Contract Requirements

1. Safety and Compliance
   • All vehicles must meet North Carolina Department of Transportation safety standards and inspection requirements.
   • Drivers must possess required licenses and certifications and comply with all applicable state and federal laws.
   • Providers must maintain required insurance coverage and provide proof of coverage to ENCSD.
2. Accessibility
   • Transportation services must accommodate students with disabilities and special needs in compliance with federal law, including the Americans with Disabilities Act (ADA).
   • Whenever feasible, vehicles and services should meet the communication and mobility needs of students who are deaf and hard of hearing.
3. Contract Provisions
   • Contracts must clearly outline the scope of services, schedules, fees, responsibilities, and duration. 
   • Contracts should include provisions for termination, performance standards, reporting requirements, and compliance with ENCSD policies.
4. Monitoring and Evaluation
   • The Superintendent or designee will monitor provider performance to ensure compliance with contractual obligations, safety standards, and ENCSD expectations.
   • Issues or deficiencies identified in service delivery must be addressed promptly and documented.

Bid and Procurement Requirements

Contracts for transportation services or vehicles shall comply with ENCSD procurement policies and applicable state laws, including competitive bidding procedures when required.  Exceptions may be made for emergency situations or services requiring specialized vehicles, subject to Board approval.

Legal References

• N.C. Gen. Stat. §115C-245 (Transportation of Students)
  • N.C. Gen. Stat. §143-129 (Purchasing and Contracts for Local Agencies)
  • Americans with Disabilities Act, 42 U.S.C. §12101 et seq.
  • North Carolina Department of Public Instruction Transportation Regulations

Purpose

The Eastern North Carolina School for the Deaf (ENCSD) is committed to conducting all purchasing and contracting activities in a manner that upholds the highest standards of integrity, transparency, fairness, and public trust.  As a K-12 residential school serving Deaf and Hard of hearing students, ENCSD recognizes the responsibility to steward public funds responsibly while ensuring that purchasing decisions support the educational, residential, and operational needs of the school community.

This policy establishes ethical standards governing the purchasing function and ensures compliance with applicable federal and state laws, regulations, and sound business practices.

Policy Statement

All ENCSD employees, officers, and agents involved in purchasing, contracting, or recommending purchases shall conduct themselves in a manner that avoids conflict of interest, favoritism, or the appearance of impropriety.  Purchasing decisions shall be based solely on the best interests of ENCSD, considering price, quality, suitability, accessibility, service, and compliance with applicable laws and policies.

No employee shall use their position for personal gain or to improperly benefit any individual, vendor, or organization.

I. Definitions

For the purposes of this policy, the following definitions apply:

• Conflict of Interest: A situation in which an individual’s personal, financial, or other private interests could influence, or appear to influence, the impartial performance of their official duties.
• Gift or Gratuity: Anything of value, including but not limited to money, favors, services, entertainment, meals, travel, discounts, or promises of future benefits.
• Purchasing Function: Any activity related to the solicitation, evaluation, selection, recommendation, or approval of vendors, goods, or services, including contract administration.
• Vendor: Any individual, business, or organization that provides or seeks to provide goods or services to ENCSD.

II. Ethical Standards

1. General Conduct

   Employees involved in the purchasing function shall:

   1. Act with honesty, integrity, and professionalism.
   2. Ensure open and fair competition to the maximum extent practicable.
   3. Safeguard confidential information and use it only for official purposes.
   4. Avoid actions that compromise, or appear to compromise, the integrity of the purchasing process.
2. Conflicts of Interest
   1. No employee shall participate in or influence a purchasing decision if they, a member of their immediate family, or a business with which then are associated has a financial or personal interest in the transaction.
   2. Employees must disclose any actual or potential conflict of interest to their supervisor of the appropriate administrator as soon as it is known.
   3. Employees with a conflict of interest shall recuse themselves from all related discussions, evaluations, and decisions.
3. Gifts and Gratuities
   1. Employees shall not solicit or accept gifts or gratuities from vendors or potential vendors that could influence, or appear to influence, purchasing decisions.
   2. Nominal items of minimal value that are clearly promotional in nature may be accepted only when permitted by law and policy and when they do not create an appearance of impropriety.
   3. Cash, cash equivalents, or personal favors shall never be accepted.

III. Vendor Relations

1. All vendors shall be treated fairly, equitably, and professionally.
2. Information provided by vendors during competitive purchasing processes shall be kept confidential to the extent permitted by law.
3. ENCSD employees shall not provide any vendor with an unfair competitive advantage.
4. Communications with vendors shall be conducted in a manner that preserves transparency and accountability.

IV. Accessibility and Residential Considerations

In alignment with ENCSD’s mission and residential programming:

1. Purchasing decisions shall consider accessibility, communication access, and the unique needs of Deaf and hard of hearing students.
2. Goods and services supporting residential life, student health, safety, and well-being shall be procured with heightened attention to quality, reliability, and compliance with applicable standards.

V. Compliance and Reporting

1. Any suspected violation of this policy shall be reported promptly to a supervisor, the Superintendent, or other appropriate authority.
2. Retaliation against individuals who report concerns in good faith is strictly prohibited.
3. Violations of this policy may result in disciplinary action, up to and including termination of employment, and may also result in civil or criminal penalties as provided by law.

VI. Training and Oversight 

ENCSD shall provide guidance or training, as appropriate, to employees involved in the purchasing function to ensure understanding of ethical obligations and applicable laws.

Supervisors and administrators are responsible for monitoring compliance with this policy within their areas of responsibility.

Legal References

• North Carolina General Statutes §§ 14-234, 133-32, 133-38
• North Carolina State Ethics Act, where applicable
• North Carolina Department of Administration purchasing regulations
• North Carolina State Board of Education policies, as applicable
• Applicable federal procurement requirements