< -- Return to Policy Manual - Section Menu
Download and/or Print Section K
SECTION K: SCHOOL-COMMUNITY REALTIONS
Printing Instructions: If you wish to print any text from this document, simply highlight the text, go to File - Print and choose Print Selection.
If you wish to print the entire section - please select the Download and/or Print Section K link located at the top of this section.
___________________________________________________________________________
KA School-Community Relations Goals
KBA Public’s Right to Know
KBCA News Releases
KBCD Broadcasting and Taping of Board Meetings (Also BDDJ)
KC Community Involvement in Decision Making (Also ABA)
KD Public Participation at Board Meetings (Also BDDH)
KE Staff Participation in Community Activities (Also GBF)
KF Community Instructional Resources (Also IIC)
KG Community Use of School Facilities (Equal Access)
KGB Public Conduct on District Property
KGC Smoking on District Property
KH Public Gifts to the District
KI Public Solicitations in the Schools
KJ Advertising in the Schools
KK Visitors to the Schools
KL Public Complaints
KLB Public Complaints About the Curriculum or Instructional Materials
KLD Public Complaints About District Personnel
File: KA (return to top menu - Section K)
SCHOOL-COMMUNITY RELATIONS GOALS
Staff members have a responsibility to promote good school-community relations. The school-community relations program is directed by the Superintendent and is based upon the following principles.
1. The school-community relations program is a systematic, two-way process of communications between the District and the community.
2. The District may use media sources and other forms of communications available to effectively communicate with the citizens and employees.
3. Communications with the public should promote involvement, objective appraisal and support.
4. Communications should be internal as well as external and provide factual, objective and realistic data.
5. School communications should be responsive both to events as they arise and to evaluations of the process.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 3315.07
OAC 3301-35-03(J)
CROSS REFS.: AE, School District Goals and Objectives
KBA, Public’s Right to Know
File: KBA (return to top menu - Section K)
PUBLIC’S RIGHT TO KNOW
The Board supports the right of the people to know about the programs and services of their schools and makes efforts to disseminate appropriate information. Each building principal is authorized and expected to keep the school’s community informed about the school’s programs and activities. The release of information of District-wide interest is coordinated by the Superintendent.
Business of the Board is discussed and decisions are made at public meetings of the Board, except such matters required to be discussed in private executive sessions.
The official minutes of the Board, its written policies, its financial records and all other public records are open for inspection in the central office during the hours when the administrative offices are open.
Each Board member attends public records training every term for which he/she is elected to public office. However, the Board may designate one or more persons to attend public records training on its behalf. If so decided, the Board appoints a designee whenever the composition of the Board changes.
The District may ask that the identity of an individual requesting information and the reason the information is sought be in writing. The District first informs the requester that such disclosure is not mandatory, unless the request is for student directory information. The District also informs the requester that providing such information in writing enhances the District’s ability to identify, locate or deliver the records sought. The District may also ask that the request be put in writing, but notifies the requester that it is not mandatory to do so.
Any individual who wants to obtain or inspect a copy of a public record may request to have the record duplicated on paper, on the same medium on which the record is kept or on any other medium that the Superintendent/designee determines reasonable. If the request is ambiguous or overly broad, the District informs the requester of the manner in which records are maintained and accessed in the ordinary course of business and allows the requester to revise the request.
Records pertaining to individual students and other confidential materials are not released for inspection. Only that information deemed “directory information” may be released from an individual student’s file, and only after complying with the regulations prepared by the administration for the release of such information. Student directory information is not released when parents have affirmatively withdrawn their consent to release in writing. Student records that consist of “personally identifiable information” generally are exempt from disclosure.
All records responsive to the request are made available in a reasonable period of time. The District makes the requester aware of any information that is exempt from disclosure
requirements by notifying the requester of any redacted information or by making redactions in a plainly visible manner. If a public records request is denied, the District provides an explanation with legal authority for the denial of the request. This explanation is provided in writing if the request is made in writing or if the Superintendent/designee determines written explanation is necessary.
The Superintendent/designee transmits the information sought by mail or by any other means of delivery requested, if the method is reasonably available. The number of mail requests sent to any one person is limited to 10 a month unless the person certifies, in writing, that the records nor the information in them will not be used for commercial purposes.
A fee may be charged for copies and/or delivery. The District may require the fee charged for copies and/or delivery be paid in advance.
The Board’s public records policy is posted in a conspicuous location in the central office and in all other District buildings and employee handbooks provided by the District. The policy is distributed directly to the records custodian and receipt of the policy by the custodian is acknowledged. A copy of the records retention schedule is maintained and readily available to the public in the central office.
LEGAL REFS.:
Family Educational Rights and Privacy Act; 20 USC, Section 1232g
ORC 121.22
149.43
3319.321
OAC 3301-35-03; 3301-35-04
CROSS REFS.:
BDC, Executive Sessions
BDDG, Minutes
GBL, Personnel Records
GBS, Health Insurance Portability and Accountability Act (HIPAA)
IGBA, Programs for Students with Disabilities
JO, Student Records
KA, School-Community Relations Goals
KKA, Recruiters in the Schools
[Adopted:] 9.20.07
File: KBCA (return to top menu - Section K)
NEWS RELEASES
The District is a public institution endeavoring to serve the educational needs of the community. It is important that information be disseminated concerning school activities and problems. The Superintendent develops procedures to provide wide coverage and to coordinate publicity which enhances the image of the District.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 3315.07
OAC 3301-35-03(J)
File: KBCA-R (return to top menu - Section K)
NEWS RELEASES
The procedures regarding news releases are as follows.
1. The Board President is the official spokesperson for the Board, except as this duty is delegated to the Superintendent or another Board member.
2. News releases which are of a Districtwide nature or pertain to established Board policy are the responsibility of the Superintendent or a designated member of the administrative staff.
3. The Board expects the administration to maintain a vital and effective link with the media sources of the community. This includes a variety of forms and forums. This effort is directed by the Board President or his/her designee.
(Approval date: April 17, 2003)
File: KBCD (Also BDDJ) (return to top menu - Section K)
BROADCASTING AND TAPING OF BOARD MEETINGS
Photographic and electronic audio and video broadcasting and recording devices may be used at regular and special Board meetings legally open to the public according to the following guidelines.
1. Photographs, broadcasting and recordings of meetings are permitted only when all parties involved have been informed that cameras, broadcasting and/or recording devices are being used.
2. Persons operating cameras, broadcasting and/or recording devices must do so with a minimum of disruption to those present at the meeting. Specifically, the view between Board members and the audience must not be obstructed, interviews must not be conducted during the meeting and no commentary is to be given in a manner that distracts Board members or the audience.
3. The Board has the right to halt any recording that interrupts or disturbs the meeting.
The Board may make the necessary arrangements to have audio recordings of all regular meetings and any special meeting that it deems appropriate.
[Adoption date: April 17, 2003]
LEGAL REFS.: U.S. Const. Amend. I
ORC 121.22
2911.21
2917.12
2921.31
3313.20
File: KC (Also ABA) (return to top menu - Section K)
COMMUNITY INVOLVEMENT IN DECISION MAKING
Community participation in the District is essential to promote and maintain the quality of education for all students.
In addition to electing fellow citizens to represent them on the Board, all citizens may express ideas, concerns and judgments about the Service Center to the administration, to the staff, to any appointed advisory bodies and ultimately to the Board. Ideas should be addressed to the responsible individual in an appropriate fashion.
Residents may be invited by the Board to act as advisors, individually and in groups.
The Board gives consideration to the advice it receives from individuals and community groups. Final authority for all decisions rests with the Board.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 121.22
OAC 3301-35-03(J)
CROSS REFS.: BCE, Board Committees
BCF, Advisory Committees to the Board
File: KD (Also BDDH) (return to top menu - Section K)
PUBLIC PARTICIPATION AT BOARD MEETINGS
All meetings of the Board and Board-appointed committees are open to the public.
In order for the Board to fulfill its obligation to complete the planned agenda in an effective and efficient fashion, a maximum of 30 minutes of public participation may be permitted at each meeting.
Each person addressing the Board shall give his/her name and address. If several people wish to speak, each person is allotted three minutes until the total time of 30 minutes is used. During that period, no person may speak twice until all who desire to speak have had the opportunity to do so. Persons desiring more time should follow the procedure of the Board to be placed on the regular agenda. The period of public participation may be extended by a vote of the majority of the Board, present and voting.
Agendas are available to all those who attend Board meetings. The section on the agenda for public participation shall be indicated. Noted at the bottom of each agenda shall be a short paragraph outlining the Board’s policy on public participation at Board meetings.
[Adoption date:] July 17, 2008 scheduled
LEGAL REFS.: ORC 121.22
3313.20
CROSS REF.: BCE, Board Committees
BD, School Board Meetings
BDDB, Agenda Format
BDDC, Agenda Preparation and Dissemination
NOTE: The coding of this sample policy indicates that the identical policy is also filed in Section K, School-Community Relations.
THIS IS A REQUIRED POLICY
File: KE (Also GBF) (return to top menu - Section K)
STAFF PARTICIPATION IN COMMUNITY ACTIVITIES
The Board recognizes that members of the staff must enjoy private lives and may associate with others outside of the school for political, economic, religious, cultural or personal reasons. The Board and its administrative staff, however, have a responsibility to evaluate staff members in terms of their faithfulness to and effectiveness in discharging school duties and responsibilities. Therefore, when nonschool activities threaten a staff member's effectiveness within the school system, the Board reserves the right to evaluate the impact of such activities upon the staff member's responsibilities to the students and to the Board.
With the issuance of a full-time contract, the Board becomes the individual's primary employer. No employee shall then obligate or involve himself/herself in interest or vestments outside his/her professional position with the Board that interferes with the normal contractual commitment to the Board, except as approved by the Superintendent.
The following regulations are provided for guidance; staff members shall not:
1. Give school time to outside activities when there is no valid reason to be excused from assigned duties.
2. Use school property or school time to solicit or accept customers for private enterprises.
3. Campaign on school property in behalf of any candidate for local, state, or national office.
4. Engage in remedial tutoring for compensation by parents with students assigned to this District.
5. Duplicate materials for school use that are covered by the copyright laws.
6. Accept as clients in private practice students eligible for their service as an employee of this District.
The Board does not endorse, support nor assume liability for any staff member of this District who conducts outside activities in which students and employees of this District may participate.
[Adoption date: April 17, 2003]
File: KF (Also IIC) (return to top menu - Section K)
COMMUNITY INSTRUCTIONAL RESOURCES
Helping each student develop to his/her full potential and to become a citizen contributing to the welfare of the community are important objectives of the District’s educational program. The Board encourages administrative and instructional personnel to rely on the community as one of its educational resources. The administration directs community instructional resources designed to involve the citizens, institutions and environment of our community in the education of its children.
The Superintendent has supervisory control over community relations, which includes school volunteer service. Members of the staff and of the community are encouraged to offer their ideas and services through the channels that the administration develops.
The Superintendent reports to the Board on the involvement and effectiveness of the community relations.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 3315.07
OAC 3301-35-06
File: KG (return to top menu - Section K)
COMMUNITY USE OF SCHOOL FACILITIES
(Equal Access)
Although the basic purpose of public school facilities is to provide the youth of the community a sound education program, the complete function of education is not achieved until the school facilities are made to serve the entire community. To accomplish this objective, the Board shall, upon payment of the prescribed fee and subject to the requirements of applicable regulations, permit the use of school facilities for auxiliary, educational, recreational, cultural, civic, social, religious or other Board-approved purposes.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 3311.215
3313.75; 3313.76; 3313.77; 3313.79
4303.26
Title VIII, Section 801
CROSS REFS.: KGB, Public Conduct on District Property
KI, Public Solicitations in the Schools
File: KG-R (return to top menu - Section K)
COMMUNITY USE OF SCHOOL FACILITIES
(Equal Access)
The Board encourages the community use of school facilities. It is necessary, however, to ensure that such use does not interfere with the regular school purposes, impose undue burden upon personnel or strain the limited funds allotted for building services and maintenance; therefore, specific regulations have been established.
Usage is governed by individual facility agreements and contracts.
(Approval date: April 17, 2003)
File: KGB (return to top menu - Section K)
PUBLIC CONDUCT ON DISTRICT PROPERTY
All persons on District grounds are expected to abide by applicable laws, local ordinances, Board policies and building regulations.
No person on District property may assault, strike, threaten, menace or use improper, indecent or obscene language toward a teacher, instructor, other employees of the schools or students.
No person may disrupt, disturb or interfere with the teaching of any class of students or any other activity conducted in a school building or upon the campus or grounds.
Whoever violates the above policy and building regulations will be asked to leave the property by whoever is in charge. Should that person refuse, the law enforcement officials will be called. If the offender should be a student, the person in charge should report the student to the appropriate principal. The administration cooperates in any prosecution pursuant to the criminal laws of the state of Ohio and local ordinances.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 2907.03
2909.05-2909.07
3313.20
CROSS REFS.: KG, Community Use of School Facilities
KGC, Smoking on District Property
KK, Visitors to the Schools
File: KGC (return to top menu - Section K)
SMOKING ON DISTRICT PROPERTY
The Board is dedicated to providing a healthy, comfortable and productive environment for its staff, students and citizens. Health professionals have determined that smoking poses health hazards not only for the smoker, but for the nonsmoker as well.
Recognizing these health issues, the Board prohibits smoking in all Board-owned, leased or contracted buildings and vehicles. The Board may designate legally compliant outdoor smoking areas.
Citizens failing to comply with this policy are educated as to State law and the Board’s policy on smoking. Persons refusing to extinguish smoking materials are directed to leave MCESC property and may be fined by the Ohio Department of Health or its designees.
A notice to this effect is posted at the entrance to all school buildings and in a visible place in all school vehicles.
Adopted 6.28.07
LEGAL REFS.: The Elementary and Secondary Education Act; 20 USC 1221 et seq.
ORC 3313.20; 33 13.751
3794.01; 3794.02; 3794.03 (F); 3794.04; 3794.06
CROSS REFS.: GBK, Smoking on District Property by Staff Members
JFCG, Tobacco Use by Students
KGB, Public Conduct on District Property
NOTE: THIS IS A REQUIRED REGULATION
File: KH (return to top menu - Section K)
PUBLIC GIFTS TO THE DISTRICT
Gifts, grants or bequests are accepted by the Board, provided the conditions of acceptance do not remove any portion of the control of the District from the Board.
Any person or organization desiring to give a gift or make a grant or bequest to the Board must contact the Superintendent, who submits the request to the Board.
Proposals for giving funds, equipment or materials to the District with a “matching” agreement or restriction are discouraged. Acceptance of donated equipment or materials may depend upon the compliance with, or experience related to, the Board’s policy of standardizing materials and equipment.
Whenever the District has an established project, contributions which reduce the cost or hasten the completion are welcome.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 9.20
3313.36; 3313.47
CROSS REF.: BHD, Board Member Compensation and Expenses
File: KI (return to top menu - Section K)
PUBLIC SOLICITATIONS IN THE SCHOOLS
No person may sell or offer for sale within school buildings or on school property any articles or services or solicit contributions except those approved by the Superintendent or the Board. This policy does not prohibit any school fund-raising activity authorized by the Superintendent or other appropriate building administrator.
Salespeople representing educational companies may be granted the opportunity to speak to staff by making arrangements through the administrators’ office. Such appointments must not interfere with the work of the staff.
The school directory or lists of students are not made available to any outside person or agency for a profit-making purpose.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 2921.43; 2921.431
3319.321
CROSS REFS.: GBI, Staff Gifts and Solicitations
JL, Student Gifts and Solicitations
KG, Community Use of School Facilities (Equal Access)
KK, Visitors to the Schools
File: KJ (return to top menu - Section K)
ADVERTISING IN THE SCHOOLS
Notices, advertisements or written matter of any nature on behalf of persons or organizations not officially connected with the District shall not be distributed or displayed in any school facility or on District property without permission of the Superintendent. All notices, including those by personnel, shall be approved by the site administrator and, in case of doubt, by the Superintendent.
[Adoption date: April 17, 2003]
File: KK (return to top menu - Section K)
VISITORS TO THE SCHOOLS
To ensure that no unauthorized persons enter program sites, all visitors must first report to the office to receive authorization to visit elsewhere in the building. (This policy does not apply when parents have been invited to a classroom or assembly program.)
Unauthorized persons are not permitted in program sites. Site administration is authorized to take appropriate action to prevent such persons from entering facilities and loitering on the grounds.
[Adoption date: April 17, 2003]
LEGAL REF.: ORC 3313.20
CROSS REFS.: BG, Board-Staff Communications (Also GBD)
KGB, Public Conduct on District Property
KI, Public Solicitations in the Schools
File: KL (return to top menu - Section K)
PUBLIC COMPLAINTS
Constructive criticism of the District is welcomed by the Board. Although no member of the community is denied the right to bring his/her complaints to the Board, he/she is referred to the proper administrative channels for solution before investigation or action by the Board. Exceptions may be made when the complaints concern Board actions or Board operations.
The Board believes that complaints and grievances are best handled and resolved as close to their origin as possible. The staff should be given the opportunity to consider the issues and attempt to resolve the problems prior to involvement by the Board. The proper channeling of complaints involving instruction, discipline or learning materials is employee, administrator, Superintendent and then the Board.
If a complaint, which was presented to the Board and referred through the proper channels, is resolved before it comes back to the Board, a report of the disposition of the matter is made to the Board and then placed in the official files.
The Board expects the staff to receive complaints courteously and to make a proper reply to the complainant.
Matters referred to the Superintendent and/or Board must be in writing and are expected to be specific in terms of the action desired.
[Adoption date: April 17, 2003]
LEGAL REF.: ORC 121.22
CROSS REFS.: KLB, Public Complaints About the Curriculum or Instructional Materials
KLD, Public Complaints About District Personnel
File: KLB (return to top menu - Section K)
PUBLIC COMPLAINTS ABOUT THE CURRICULUM OR INSTRUCTIONAL MATERIALS
The Board recognizes the need and right of students to free access to many different types of books and materials. It also recognizes the right of the certificated staff to select books and other materials supportive of the Board’s educational philosophy and goals.
Criticism of a book or other materials used in the District may be expected from time to time. In such instances, the following guidelines shall apply.
1. If a parent requests that his/her own child not read a given book, the teacher and/or school administrator should resolve the issue, perhaps by arranging for use of alternative material meeting essentially the same instructional purpose.
2. The Board does not permit any individual or group to exercise censorship over instructional materials and library collections, but it recognizes that, at times, a re-evaluation of certain material may be desirable. Should an individual or group ask to have any book or other material withdrawn from school use, the following steps are taken.
A. The person who objects to the book or other material is asked to sign a complaint on a standard form documenting his/her criticism.
B. Following receipt of the formal complaint, the Superintendent provides for a re-evaluation of the material in question. He/She arranges for the appointment of a review committee from among the faculty and community to consider the complaint.
C. The Superintendent reviews the complaint and the committee’s re-evaluation and renders a decision in the matter. Should the decision be unsatisfactory to the complainant, it may be appealed to the Board.
The Board assumes final responsibility for all books and instructional materials which it makes available to students, and it holds its certificated staff accountable for their proper selections. The Board also recognizes rights of individual parents with respect to controversial materials used by their own children and provides for the re-evaluation of materials in library collections upon formal request.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 121.22
3329.07; 3329.08; 3329.09
CROSS REFS.: IIA, Instructional Materials
IIAA, Textbook Selection and Adoption
IIAC, Library Materials Selection and Adoption
INB, Teaching About Controversial Issues
KL, Public Complaints
KLD, Public Complaints About District Personnel
File: KLB-E (return to top menu - Section K)
CITIZEN’S REQUEST FOR RECONSIDERATION OF
LIBRARY/CURRICULUM MATERIALS
Type of material (book, film, pamphlet, etc.)
Author
Title
Publisher (if known)
Request initiated by
Address
Telephone
Complainant represents: Self
Organization
Other
1. To what do you object? (Be specific, cite pages, frames)
2. What do you believe might be the result of reading or seeing this material?
3. For what age group do you recommend this material?
4. Is there anything good about this material?
5. Did you read or see the entire material?
What parts?
6. Are you aware of the judgment of this material by professional critics?
1 of 2
File: KLB-E
7. What do you believe is the theme of this material?
8. What would you like your school to do about this material?
[ ] Do not assign it to my child.
[ ] Withdraw it from all students as well as my child.
[ ] Restrict it to more mature students.
[ ] Send it back for re-evaluation.
________________________________________
Signature of Complainant
2 of 2
File: KLD (return to top menu - Section K)
PUBLIC COMPLAINTS ABOUT DISTRICT PERSONNEL
Complaints about personnel are investigated fully and fairly. Before any such complaint is investigated, it must be submitted in writing and signed. Anonymous complaints are disregarded.
Whenever a complaint is made directly to the Board as a whole or to a Board member as an individual, it is referred to the school administration for study and possible solution.
The Superintendent develops, for approval by the Board, procedures that ensure prompt and fair attention to complaints against school personnel. The procedure requires that an employee who is the object of a complaint be informed promptly and be afforded the opportunity to present the facts as he/she sees them.
If it appears necessary, the administration, the person who made the complaint or the employee involved may request an executive session of the Board for a formal hearing. Statutory restrictions on executive sessions are observed. Any Board action on the matter is taken in public session.
[Adoption date: April 17, 2003]
LEGAL REFS.: ORC 121.22
149.43
CROSS REFS.: BDC, Executive Sessions
BDDH, Public Participation at Board Meetings (Also KD)
GBL, Personnel Records
KL, Public Complaints
KLB, Public Complaints About the Curriculum or Instructional Materials
CONTRACT REF.: Mahoning County Educational Service Center Employees’ Association
File: KLD-R (return to top menu - Section K)
PUBLIC COMPLAINTS ABOUT DISTRICT PERSONNEL
The following procedures are to ensure that a citizen’s complaint is given respectful attention and that the integrity of the educational program is upheld. “Complaint” in this regulation is restricted in meaning to that criticism of a particular employee by a citizen of the District which includes or implies a demand for action by District authorities. Other comments and suggestions are referred informally to appropriate personnel.
1. If a complaint comes first to the person against whom it is directed, he/she listens and may try to resolve the difficulty by explaining the background and educational purpose involved. If the complaint remains unsatisfied, the employee refers the complainant to his/her immediate supervisor to have his/her views considered further. Whether the complaint terminates with the individual staff member involved or seems likely to go further, the staff member immediately informs his/her supervisor of the complaint.
2. If a complaint comes first to the supervisor of the person criticized, the supervisor should make no commitments, admissions of guilt or threats. If the complaint involves a particular employee, the supervisor should suggest a conference between the complainant and the employee criticized and should inform that employee immediately of the complaint. If the complainant has already met with the employee criticized and remains unsatisfied, the supervisor should invite the complainant to file the complaint in writing.
3. If a complaint comes first to any other school employee, that employee refers the complainant to the person criticized or to his/her immediate supervisor and immediately informs both.
4. No further action on the complaint should be taken unless the complainant submits the complaint in writing.
5. When a written complaint is received, the supervisor schedules a conference with the complainant, the person criticized and, if advisable, other personnel who, in the opinion of either the supervisor or the person criticized, could contribute to resolution of the problem.
6. If the complainant is not satisfied with the results of the conference above, he/she should then be referred to the Superintendent, who may handle the complaint personally or refer it to other personnel, as he/she may see fit.
7. Should dissatisfaction remain after the above steps have been taken, the matter may be placed on the agenda for the next regularly scheduled Board meeting. The decision of the Board is communicated in writing to all interested persons.
(Approval date: April 17, 2003)
(Return to Section K- Menu) (Return to Policy Manual - Menu)