Official Site of The State of New Jersey

• Acceptable Expenditures
• Accounting at the District Level
• Delivery and Disposition of Equipment and Technology
• District Responsibilities
• Fees and Charges
• Fiscal Audit and Retention of Records
• Nonpublic School Eligibility and Responsibilities
• Nonpublic Project Completion Report
• Purchasing Rules
• Refunds
• Security Resources
• State Aid

The expenditures and measures taken to help ensure a safe and secure school environment through this program are limited to those taken for the prevention, mitigation, response, and recovery of calculated acts of violence or the threat of violence against the school property or its occupants. Nonpublic school safety and security efforts and the use of program funds should prioritize crisis prevention, preparedness and mitigation.

This list is intended to provide guidance in evaluating proposals for the purchase of school security services, equipment, and technology. It is not inclusive of all security enhancements, but rather offers examples of acceptable safety and security expenditures for consideration when evaluating school security needs for New Jersey’s nonpublic schools.

Security enhancements cannot substitute for and must comply with State and local safety and building code requirements (for example, building, fire, electrical, etc.). The fire marshal has purview over devices that may impact emergency egress codes.

Acceptable expenditures include the following:

• Cyber security evaluation and upgrading
• Emergency communications for school security
• Hardening school perimeter and building entryways for school Security
• Improvements to building interior for school security
• Response and recovery
• Screening, surveillance and alarm systems for school security
• Security training
• Technology and Equipment

Cyber Security Evaluation and Upgrading

• Firewalls
• Malware
• Passwords
• Phishing
• Securing personal information

Emergency Communications for School Security

• Back-up communication in case of power outage
• Critical Incident Mapping
• Direct communication with emergency responders (e.g., law enforcement, fire, utilities)
• Emergency communications equipment including:
  • Emergency notification to parents
  • Emergency school alert systems (strobe lighting, audible horns, etc.)
  • Portable radios
• Repeaters or other equipment to ensure RF (radio frequency) communication is possible throughout the school

N.J.S.A. 18A:41-7.1 requires that each lead school administrator of a nonpublic school provide to local law enforcement authorities critical incident mapping data for all school buildings and grounds. Revised mapping data shall be provided to the applicable law enforcement authorities or designated entities any time that there is a change to the critical incident mapping data.

Hardening School Perimeter and Building Entryways for School Security

• Ballistic or shatter resistant film for glass doors, windows and other vulnerable areas (e.g., first floor classroom windows, door windows, etc.)
• Bollards for placement along the roadway or curb line in front of the school
• Equipment to separate bus drop-off/pick-up areas from other vehicular areas
• Equipment to separate pedestrian routes from vehicular routes
• Fire-rated blinds, shades or similar devices for doors and windows that can be used during lockdowns
• Installation of or improvements to a security vestibule at the main entrance to the school
• Installation of or improvements to exterior doors and windows, frames, and/or hardware that enhance security
• Installation or repair of security fencing on school grounds
• Main entrance, exterior door markings, school and way-finding signage
• Portable gates that ensure access points between school and joint-use facilities
• Security lighting in and around the building and parking lots
• Stop signs and other traffic calming devices to keep vehicles at a reasonable speed

The exterior door of the main entrance to the school should allow visitor access only into the vestibule. Vestibules should include interior doors that must be released by school security or other staff.

Improvements to Building Interior for School Security

• Dedicated servers and/or generators supporting security and communication systems
• Ensuring secure access to utilities
• Installation of or improvements to interior doors and windows, frames, and/or hardware that enhance security
• Installation of or improvements to mechanisms that are designed to prevent entry into the classroom
• Security/emergency lighting in hallways, stairwells, classrooms, etc.
• Shut-off switch of the school’s ventilation system and fire alarm system, and the routing of additional shut-off switches to the principal’s office or safe room

Response and Recovery

• Emergency kit and supplies
• Evacuation devices and equipment for disabled students and employees

The use of funds for an emergency vehicle and evacuation equipment is allowed only if its use will be limited to response and recovery actions as a result of calculated acts of violence or the threat of violence against the school property or its occupants.

Screening, Surveillance and Alarm Systems for School Security

• Access control systems that allow remote locking and unlocking of doors
• ID cards and related systems for students, faculty, staff, and visitors
• Intercom and fixed cameras for the school’s main entrance and other entrances
• Metal/fire/explosives detectors
• Parking decals or tag system for all staff and students who park on campus
• Security services: Alarm services, video security surveillance systems, and security guards

With respect to security guards, schools are encouraged to enter into a written agreement with local law enforcement agencies regarding the placement of security personnel in school buildings, the chain of command, roles and responsibilities, required qualifications and experiences, channels of communications, and required training and continuing professional development.

For parking decals or tags, schools are encouraged to develop policies that provide for the confiscation of decals and tags of suspended or terminated students and employees.

Security Training

• Activities that promote a positive school climate and foster open communication among staff and students, such as:
  • Gang awareness and education
  • Harassment, intimidation and bullying training
  • Peer mediation/conflict resolution training
  • Response to student violence
  • Substance abuse prevention training
  • Suicide prevention training
• Cyber security
• Safety and security plan assistance

Funds for training must be approved by the school district based on the nonpublic school’s submission of a Department-approved security training form in which the nonpublic school demonstrates a need for the training and compliance with State guidelines. The Office of School Preparedness and Emergency Planning offers free training and technical assistance to school staff and communities, and recommends that schools contact them for training prior to pursuing other options.

Technology and Equipment

Expenditures for the purchase of technology and equipment may include the cost of:

• Disposal fees
• Freight for transporting technology and equipment from the vendor to the delivery site
• Insurance

Non-Allowable Purchases

• Capital improvements
• Emergency response personnel
• Instructional services
• Permanent Fixtures

The use of funds for emergency response personnel (medical and law enforcement responders) is not allowed, as nonpublic school security aid is not intended to substitute for these highly trained functions that are provided at the state and local level.

The security services, equipment, or technology provided to nonpublic schools must not include payments for instructional services directed to nonpublic school students. 

School security services, equipment, and technology cannot be used for capital improvements or permanent fixtures (those that cannot be removed without structural damage to the building or premises), except for those specifically noted in the acceptable expenditures lists. “Permanent fixture” is defined as any property, including equipment and machinery, that is permanently attached or fixed to real property.

The district board of education in which the nonpublic school is located must maintain the Nonpublic School Security Program accounting on an encumbrance basis. Nonpublic School Security funding must be recorded in the special revenue fund (fund 20) as “Restricted Grants in Aid” in general ledger revenue account 20-3241-511. Appropriations and expenditures must be recorded in the special revenue fund as “Nonpublic School Security Programs” in general ledger account(s) 20-511-XXX-XXX (XXX represents the appropriate function code and object code, respectively). The accounting system utilized, or a subsidiary ledger, must be maintained by the district board of education in a manner that provides the detailed appropriations and expenditures of funds separately for each participating nonpublic school in the school district’s geographic area. Expenditures for the purchase of technology and equipment may include the cost of freight or transporting such from the vendor to the delivery site. Collections for charges due to the loss, damage, or destruction of the technology and equipment should be recorded as "Miscellaneous Revenue" and credited to the nonpublic school #20-511 account.

Technology and equipment may be delivered directly to the nonpublic school if the nonpublic school and district administrators agree. If delivered directly to the nonpublic school, the nonpublic school administrator must check the invoice and forward it to the district board of education.

After consultation with the nonpublic school administrator, technology and equipment may also reach a nonpublic school as follows:

• The nonpublic school may arrange to pick up the technology and equipment.
• The local board of education may deliver the technology and equipment to the nonpublic school.

Only a local school district may dispose of technology and equipment purchased for this program and the disposal may be charged to the Nonpublic School Security Program funds that were allocated to the nonpublic school. Equipment may only be disposed of in accordance with the provisions of the Public School Contracts Law. District schools must follow their local procurement policies regarding disposal of technology and equipment.

The board of education in each public school district in New Jersey having nonpublic schools within its boundaries is responsible for providing security services, equipment, and technology to the nonpublic schools within the limits of the funds provided by this program. Such security services, equipment, and technology may be provided directly by the board of education, by contracts with an educational services commission, or an independent contractor.

Consultation with Nonpublic School

The chief school administrator or designee of the board of education of the public school district must confer with the administrator of each of the participating nonpublic schools within the district. For timely delivery of services and products, the Department recommends that consultation occur before the start of the school year in which the funds are to be expended.

The consultation requirements are as follows:

1. To advise the nonpublic school of the funds available within one week of notification by the Department
2. To agree on the security services, equipment, or technology to be provided
3. To agree on the date when the board of education will meet to approve how the security services, equipment, or technology will be provided to the nonpublic school
4. To provide the name and contact information of the school safety specialist for the district
5. To notify the nonpublic school administrator of the amount of funds remaining on January 31 to allow sufficient time to use the funds in an efficient and effective manner, by no later than February 28

School Safety Specialist

The school safety specialist for the district pursuant to N.J.S.A. 18A:17-43.3 shall approve how the security services, equipment, or technology will be provided to the nonpublic school or will participate in the consultation between the nonpublic school and the district.

County Superintendent

If the chief school administrator or designee and the nonpublic school administrator cannot reach agreement regarding the security services, equipment, or technology to be provided, the county superintendent shall make the final determination.

Grade Levels

A board of education for an elementary constituent district of a limited purpose regional school district must provide security services, equipment, or technology for nonpublic schools having the grade levels for which the district has responsibility. The elementary constituent district must provide security services, equipment, or technology for all the grades of these nonpublic schools. A board of education for a limited purpose regional school district must provide security services, equipment, or technology for nonpublic high schools that do not have elementary school grades.

Submission of Documents

By October 1, each board of education providing security services, equipment, and technology to nonpublic schools must submit the following information to the county superintendent and forward a copy to the administrators of the nonpublic schools within their district boundaries:

• Written statement verifying that the required conference with the nonpublic school administrator was held, with agreed upon security services, equipment, and technology to be purchased and the timelines for purchases
• Minutes of the board of education meeting at which the security services, equipment, and technology for the nonpublic school was granted approval.

The public school district is not permitted to deduct an administrative fee from the State security funds received by the district for the nonpublic schools; 100% of the allocation must go toward the purchase of the safety and security items. If a school district chooses to contract with an educational services commission or other third-party provider for the administration of this program, any associated administrative or service fee may not be paid with funds from the State security allocation, however, a school district may pay such fee from the district’s general fund if it so chooses.

The Nonpublic Security Aid Program expenditure records will be audited locally. All records relating to the program must be retained for audit purposes. The audit will be done as a regular part of the district board of education’s prescribed audit procedures. The board of education audit report will include a financial schedule or statement identifying receipts and expenditures applicable to the Nonpublic Security Aid Program.

Only nonpublic schools that indicate their intent to participate on the Nonpublic School Enrollment Report are eligible to receive security services, equipment and technology in the following school year.

Following the close of the school year, each nonpublic school shall report to the Department in the Nonpublic School Enrollment Report the specific security services, equipment and technology that were purchased in the prior fiscal year.

Following the completion of fiscal operations, the district board of education shall report to the Department the total cost of the Nonpublic School Security Program expenditures in the Nonpublic Project Completion Report (NPCR).

The report should include the following items:

1. Amount approved for each nonpublic school
2. Total State aid received
3. Security services, equipment and technology purchased or encumbered
4. Total of all encumbrances incurred for each nonpublic school
5. Outstanding unliquidated encumbrances
6. Nonpublic School Security Program funds on hand

Excess Funds

In the event that the district board of education has been paid funds in excess of the amount finally required for the program costs, the excess funds will be deducted from State aid payment in the subsequent fiscal year. Districts must not send a refund check to the Department; any such checks that the Department receives will be returned to the district. All refunds will be collected through a State aid payment deduction after the district has completed the Nonpublic Project Completion Report.

Note: The New Jersey Department of Education reserves the right to monitor all purchases and implementation of such security services, equipment and technology as a result of this program at any time. The Nonpublic Enrollment Report now requires nonpublic schools to provide information on the services, equipment and technology purchased or encumbered for each nonpublic school in the prior fiscal year.

State purchasing regulations apply to school districts that are purchasing services or products that are required through State-funded nonpublic school programs. The district board of education must ensure that procurement and expenditures are made in accordance with the requirements of Public School Contracts Law (see N.J.S.A. 18A:18A et seq. and N.J.A.C. 5:34-1 et seq.), and their own district purchasing rules and policies. School districts may also use State Cooperative Purchasing Contracts for security services, technology and equipment purchases, as appropriate.

If a nonpublic school declines to participate, a refund check should not be sent to the Department. Any such checks that the Department receives will be returned to the district. All refunds will be collected through a state aid payment deduction after the district has completed the Nonpublic Project Completion Report (NPCR).

The Department recommends that nonpublic schools partner with local first responders in developing emergency operations plans and conducting drills. Since each school can face unique challenges, staff and student training can best be accomplished by those from the school and first responder community who should comprise a planning team and have first-hand knowledge of the emergency operations plan and drill requirements. The Office of School Preparedness and Emergency Planning (OSPEP) in the NJ Department of Education provides free technical assistance, including security drill training, as requested, and as staffing levels allow. Free training is also provided to schools by FEMA’s Multihazard Emergency Planning for Schools and The Readiness and Emergency Management for Schools (REMS) Technical Assistance Center.

The Nonpublic School Security Program funding provided to the school district for each participating nonpublic school in the district will be based on the number of full-time pupils enrolled in the nonpublic school. It will be an amount equal to the product of the rate per pupil authorized in the annual Appropriations Act and the nonpublic school enrollment on the last school day prior to October 16 of the preceding school year, as indicated in the Nonpublic School Enrollment Report.

The support limit per pupil is dependent on the Appropriations Act. Any costs for school security that exceed the amount authorized in the annual Appropriations Act is borne by the nonpublic school. Actual expenditures applied against the State aid received for Nonpublic School Security Program funding may include expenditures for safety and security items listed in the Acceptable Expenditures section of these guidelines or as determined by the Office of School Preparedness and Emergency Planning and the Office of Nonpublic School Services.

State aid will be made in one full payment to school districts after receiving an entitlement notice from the Department.

Public school districts are not required to purchase security services, technology and equipment at a total cost to the district in excess of the amounts provided by State aid.

A full accounting of expenditures must be included in the district’s Nonpublic Project Completion Report (NPCR). If any funds remain, the district must refund the unexpended State aid after the school year.