Riverhead schools adopt AI policy, accept clean audit at Oct. 14 meeting

The Riverhead Board of Education approved an artificial intelligence policy at its Oct. 14 meeting that requires teachers to explain expectations for student use, requires supervisor approval for employee use and prohibits entering confidential district information into generative AI systems.

The policy was among a package of policies and related exhibits approved on second and final reading.

It holds students responsible for their work and any errors it contains, and requires them to cite sources as directed by their teachers. Teachers who suspect students have not completed assignments themselves may ask them to demonstrate their knowledge another way.

The policy also acknowledges that students should not be penalized for being unable or unwilling to use generative AI. It warns that tools intended to detect AI-generated work may be unreliable, become obsolete or be biased against English Language Learners.

Employees may use generative AI to support teaching and other work with approval from their supervisors, but must review the output and remain responsible for what they produce.

The policy prohibits users from entering sensitive or confidential district information, including protected student and personnel information. Staff must consult the district’s data protection officer to determine compliance with student data privacy requirements.

The other policies and exhibits approved addressed subjects including extreme heat, student records, physical restraint, purchasing and teaching controversial issues. The agenda identified diapering and toileting protocols as a new policy.

Trustees also accepted the district’s annual financial statements and related independent auditors’ reports prepared by The Bonadio Group for the fiscal year ending June 30, 2026.

The financial statements received an unmodified opinion, meaning the auditors concluded they fairly present the district’s financial position and results in all material respects.

A separate internal-control and compliance report identified no material weaknesses and no noncompliance or other matters requiring reporting under Government Auditing Standards. The auditors did not express an opinion on the effectiveness of district internal controls.

Reporting on the audit committee’s review, Trustee Kelly Freeborn described approximately $3.46 million in recommended contributions to workers’ compensation and employee and teacher retirement reserves. With those contributions, reserves were projected to total $32.2 million, she reported.

A separate federal single audit remained pending, Freeborn said.

In other business, the school board approved a contract for Riverhead to pay Eastern Suffolk BOCES an anticipated $4.341 million for regular and special education transportation during the 2026–27 school year. The agreement covers Sept. 1, 2026, through June 30, 2027, and passed 6-0.

Trustees also approved an agreement with the Riverhead Teaching Assistants Association permitting temporary agency staffing while the district continues recruiting permanent teaching assistants.

The agreement states that the district needed additional teaching assistants for 2026–27 but had been unsuccessful in hiring permanent staff. It permits agency-provided assistants who are not association members through June 30, 2027, retroactive to the beginning of the school year.

The association agreed not to challenge the arrangement during that period, while retaining its right to challenge continued agency staffing afterward. The agreement does not identify an agency or specify staffing numbers or costs.

The board adopted building-level emergency response plans for all seven district schools. It also approved a contract with Alternatives for Children for instructional, special education and related services.

Riley Avenue Elementary School Principal Gary Karlson and Assistant Principal Kristie Ramcharran gave a presentation focused on efforts to improve attendance, strengthen teacher collaboration and respond to individual students’ needs.

Karlson reported that chronic absenteeism had declined by close to 40%, while noting that the attendance figures were awaiting certification. He described a school attendance team that includes teachers, social workers, nursing staff and office staff, along with efforts to help families understand how absences accumulate.

“Every family will tell you that regular school attendance is important,” Karlson said. 

Administrators described attendance outreach as an effort to support families. Letters may recognize strong attendance or reach out when a student has accumulated absences. The school also uses incentives, including opportunities for students to serve as principal for a day.

This year’s priorities include stronger coordination between classroom teachers and English as a New Language teachers, increased family engagement and continued professional learning.

The school has established consistent daily schedules and two hours of collaborative planning every six weeks for co-teachers and grade-level teams, Ramcharran said. Teachers also have weekly opportunities to discuss their plans.

Administrators said a telephone menu now offers English and Spanish options and a connection to transportation, allowing families to reach that department when the school office is closed.

The school also began a round of student-support meetings intended to review every student’s academic, social and attendance needs. Ramcharran described reading teachers and other intervention staff adjusting schedules as needs were identified.

“Let’s get them that support and let’s start it right away,” Ramcharran said. 

The board also approved four trips, with combined approximate district costs of $5,590, for the varsity cross country teams and NJROTC students. Trustees accepted approximately $500 in clothing, hygiene items, gloves and tissues donated through DonorsChoose.org for the Riverhead Middle School community closet.

Students from district schools honored school board members for their commitment and support as school building liaisons during a recognition ceremony at the start of the meeting. See separate story.