SECTION K: SCHOOL-COMMUNITY RELATIONS
______________________________________________________________________________
KA School-Community Relations Goals
KG Community Use of School Facilities
KG-R Community Use of School Facilities
KGB Public Conduct on District Property
KH Public Gifts to the District
KI Public Solicitations in the Schools
KLB Public Complaints About the Curriculum or Instructional Materials
KLD Public Complaints About District Personnel
KLD-R Public Complaints About District Personnel
KM Relations with Community Organizations
KN Relations with Governmental Authorities
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 planned, systematic, two-way process of communications between the District and the community.
2. The program 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. The school communications program should be responsive both to events as they arise and to evaluations of the program.
LEGAL REFS.: ORC 3315.07
OAC 3301-35-03(J)
CROSS REFS.: AE, School District Goals and Objectives
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.
Business of the Board is discussed and decisions are made at public meetings of the Board, except such matters as are properly 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 office of the Treasurer during the hours when the administration offices are open. Electronic versions of the Official Minutes of Board of Education Meetings, Board of Education Policies, and the Treasurer's Financial Reports are also available on the district's website at www.bcsoh.org. These files are available to be downloaded or copied.
A public record may contain information that is exempt from disclosure and may not be released by any employee of the district. Only that information deemed "directory information" may be released from an individual student's file, and only after complying with the procedures prepared by the administration for the release of such information.
Each principal is authorized and expected to keep the school's community informed about the school's program and activities. The release of information of district wide interest is to be coordinated by the Superintendent.
The Board of Education shall require either the Treasurer, the Superintendent, or his/her designee to attend three hours of Attorney General approved public records training for every term of office or every four (4) years of service to the school district.
A copy of Board Policy KBA and KBA-R must be posted in a prominent place in all school district buildings.
LEGAL REFS.: Family Educational Rights and Privacy Act; 20 USC, §
1232g
ORC 121.22
ORC 149.43
ORC 3319.321
OAC 3301-35-03
Substitute HB 9
CROSS REFS.: BDC, Executive
Sessions
BDDG, Minutes
GBL, Personnel Records
IGBA, Programs for Disabled
Students
JO, Student Records
KA, School-Community Relations Goals
Board Adopted: March 19, 2007
File: KBA-R
RULES AND REGULATIONS REGARDING INSPECTION OF PUBLIC RECORDS
A date and time shall be set by the Superintendent, or designee, for the person making the request to conduct the examination, which shall be no earlier than seven (7) days from the date the request is filed with the Superintendent. If multiple records or records involving multiple employees are sought to be examined, the examinations may be set for multiple days and/or times, giving consideration to balancing the rights of the public to access to public records and the rights of the employees as provided by appropriate collective bargaining agreements and the administrative time involved in complying with the requests to examine public records.
Board Adopted: March 19, 2007
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.
Efforts are made to obtain coverage of school activities that adhere to the professional and responsible image for the District.
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 District policy are the responsibility of the Superintendent or a designated member of the administrative staff.
3. News releases which are of concern to only one school, or to an organization of one school, are the responsibility of the principal of that particular school.
4. The Board expects the District 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.
LEGAL REF.: OAC 3301-35-03(J)
COMMUNITY USE OF SCHOOL FACILITIES
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 total community. To accomplish this objective, the Board shall, upon payment of the prescribed fee and subject to the requirements of applicable procedures, permit the use of school facilities for auxiliary, educational, recreational, cultural, civic, social, religious or other Board-approved purposes.
LEGAL REFS.: ORC 3311.215
3313.74; 3313.75; 3313.76; 3313.77; 3313.79
4303.26
Title VIII, § 801
CROSS REFS.: KGB, Public Conduct on District Property
KI, Public Solicitations in the Schools
COMMUNITY USE OF SCHOOL FACILITIES
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 procedures have been established.
Conditions Governing Use of School Facilities
1. An employee of the Board must be on duty whenever a school building or school stadium is used by an organization or group.
2. No building is used for commercial or personal gain.
3. No building is used for any fund-raising activity unless the proceeds are for approved charitable, educational, character-building or other community welfare purposes.
4. Out-of-school groups do not begin with their activities until school is dismissed in the afternoon and the students have left the building.
5. On days when school is closed because of snow or other calamity, all activities scheduled for that date are canceled or postponed.
6. Building use is not permitted for private individuals or family affairs. Buildings are to be reserved for community group use only.
7. No group will, under any circumstances, tamper with any electrical or heating controls.
8. The kitchen is not used by any group unless arrangements are made to have one of the regular food service workers present.
9. There is no smoking in the building or on any District property.
10. The Board reserves the right to require, if it should deem necessary, that groups using the building post a cash bond to cover any damages which might be done to any property, equipment or grounds.
11. The procedure for use of the football stadium follows the conditions outlined for the use of the buildings. Special emphasis is given to providing sufficient police protection and adult supervision.
12. School-sponsored student groups must have a Board employee present at the activity. Nonschool-sponsored student groups must have a Board employee present or an adult approved by the Superintendent.
13. Groups which use school facilities must possess liability insurance.
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File: KG-R
Permits
A permit is necessary when a group or organization not part of the District wants to use a school building or grounds. An applicant for a permit must assure the Superintendent that the group/organization complies with all procedures and respects the property, equipment and grounds of the school.
A sponsoring organization or group must indicate that it:
1. intends to provide a program which promotes the welfare of the community and be for community purposes;
2. guarantees orderly behavior;
3. underwrites any damages due to its use of the premises;
4. pays for the use of equipment, property or grounds at the established rates and
5. possesses liability insurance.
The following described activities are those which are permitted in school buildings or on school grounds without charge to the using organization or group. The Superintendent is responsible for approving or disapproving requests for such use.
1. Permits are not required for activities such as school activities on school days which do not require the assignment of overtime to custodial personnel and which do not extend beyond the hour of 6:00 p.m. A permit is not required for the principal’s use of the building for such purposes as holding conferences or small group meetings of faculty, parents or students. When the building is used without the services of the custodial staff, the principal is responsible for the care and security of the building.
2. A "Superintendent’s Permit" must be issued on a designated form. The following conditions are to be observed:
A. Afternoon meetings should end by 6:00 p.m. and evening meetings by 10:00 p.m.
B. Fees are assessed in accordance with a schedule adopted annually by the Board. The Board or the Superintendent has the authority to waive fees as it deems appropriate.
C. Permission must be obtained from the principal for the use and re-arrangement of any school equipment or furniture. If such items are to be moved, they are moved by the using organization and replaced in the original location.
D. Snacks, only, may be served provided that care is taken to ensure that the area used is left as clean as it was before the meeting.
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File: KG-R
E. Service from the custodial staff is to be limited to admitting the organization after its sponsor arrives, assisting the sponsor concerning the facilities to be used and closing up and properly securing the facilities when the organization has left.
Processing the Permit Application
Application forms are available in the office of the Superintendent. The application of a community group for a permit to use a school building or facilities is filed with the Superintendent at least 30 days prior to the date of the proposed use.
After the application is cleared by the principal, it is sent back to the Superintendent at least 10 days in advance of anticipated use. The Superintendent arranges for special custodial or kitchen help. After checking for any type of District conflict on the composite calendar, the responsible school official notifies the applicant of the approval or disapproval of the request at least seven days in advance of the requested date of use.
Use of Special Equipment
Arrangements for the use of special equipment such as projectors, pianos, public address systems, scoreboard controls or other equipment belonging to a school must be made with the Superintendent at the time application is filed. The use of kitchen equipment for food preparation and sanitizing of dishes, utensils and tableware requires the assignment of a food service worker.
School equipment must be carefully maintained, accounted for and properly used since it involves a considerable expenditure. It is a general policy not to loan school equipment to outside groups. An exception may be made if a staff member accompanies the group and operates the equipment and the request is approved by the Superintendent.
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PUBLIC CONDUCT ON DISTRICT PROPERTY
All persons on District grounds are expected to abide by applicable laws, local ordinances, Board policies and building procedures.
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 procedures will be asked to leave the property by whoever is in charge. Should that person refuse, the police 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.
LEGAL REFS.: ORC 2907.03
2909.05-2909.07
3313.20
CROSS REF.: KG, Community Use of School Facilities
100% TOBACCO-FREE SCHOOLS
Rationale The Board of Education has a duty to protect and promote the health and well-being of all students and staff. The Board is acutely aware of the serious health risks associated with the use of tobacco products; both to users and non-users, and that most tobacco use begins by the age of eighteen. The Board recognizes that district personnel and school visitors serve as role models to students and, therefore, adopts this 100% Tobacco-Free School Policy to endorse a healthy lifestyle and prevent tobacco use.
Definition For the purpose of this policy, "tobacco" is defined to include any lighted or unlighted cigarette, cigar, pipe, bidi, clove cigarette, and any other smoking product, and spit tobacco, also known as smokeless, dip, chew, and snuff, in any form.
Tobacco Use Prohibited No student, staff member, volunteer, or school visitor is permitted to smoke, inhale, dip, or chew tobacco at any time while subject to the authority of the school, whether on or off campus.
" In any building, facility, or vehicle owned, leased, rented, or chartered by the Brunswick City Schools; or
" On school grounds, athletic grounds, or parking lots.
No student, staff member, or volunteer is permitted to smoke, inhale, dip, or chew tobacco; or to possess cigarettes, other tobacco products, papers used to roll cigarettes, lighters or other paraphernalia at any time while subject to the authority of the school whether on or off campus.
Tobacco Promotion Prohibited Tobacco advertising is prohibited on school grounds, in all school-sponsored publications and at all school-sponsored events. Tobacco promotional items that promote the use of tobacco products, including clothing, bags, lighters and other personal articles, are not permitted on school grounds, in school vehicles, or at school-sponsored events.
Notice "No Tobacco" signs will be posted throughout the district at entrances and other appropriate locations on all academic buildings, administrative spaces, and athletic fields. Students will be provided notice of this policy through student handbooks and district personnel will also be provided notice of this policy. District vehicles will display the international "No Smoking" insignia. Students, employees and visitors will be reminded of this policy regularly.
Enforcement Disciplinary measures taken against students and staff for violations of this policy comply with the requirements of Ohio law and related District policies. Disciplinary actions shall be taken against students found in violation of this policy per the student code of conduct.
Disciplinary actions shall be taken against district personnel found in violation of this policy as well.
The following disciplinary actions shall be taken against school visitors found in violation of this policy:
" 1st offense " Verbal notification of the policy
" Failure to Comply " Directed to leave school property and/or school activity.
Educational Reinforcement Tobacco-use prevention education shall be closely coordinated with the other components of the school health program. Staff responsible for teaching tobacco-use prevention education shall have adequate pre-service training and participate in ongoing professional development activities to effectively deliver the education program. Preparation and professional development activities shall provide basic knowledge about the effects of tobacco use and effects of peer pressure on tobacco use combined with skill practice in effective instructional techniques and strategies and program-specific activities.
[Adoption date: December 10, 2007]
LEGAL REFS.: Pro-Children Act of 1994, 20 U.S.C. §6081 et seq. (1994)
OHIO REV. CODE ANN. §§3313.20, 3313.47, 3313.751, 3791.031 (LEXIS 2005)
Replaces Board of Education Policies: GBK JFCG
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.
LEGAL REFS.: ORC 9.20
3313.36
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 teachers by making arrangements through the principal’s office. Such appointments must not interfere with the classroom work of the teachers.
The school directory or lists of students are not made available to any outside person or agency for a profit-making purpose.
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
ADVERTISING IN THE SCHOOLS
No notices, advertisements or written matter of any nature on behalf of persons or organizations not officially connected with the schools will be distributed or displayed in any school buildings or on district property without permission of the Superintendent or designee. All notices, including those by personnel, shall be approved by the building principal and, in case of doubt, by the Superintendent. Appeal of the Superintendent's decision may be made to the Board.
Political Use of School Materials and Facilities
No political materials or signs related to the election of individuals authorized by the Medina County Board of Elections may be displayed on school grounds.
No political materials or signs that are not directly related to Brunswick City School District issues or other county-wide public education issues may be displayed on school grounds.
The display of political or election materials on school grounds shall be limited as follows:
Adopted: June 21, 1999
Revised: January 16, 2001
VISITORS TO THE SCHOOLS
The Board encourages parents and other citizens of the District to visit classrooms to observe the work of the schools and to learn what the schools are doing. Parents or guardians wanting to visit classrooms should make arrangements through the principal's office.
To ensure that no unauthorized persons enter buildings, all visitors to schools must report to the school office when entering, to receive authorization before visiting 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 school buildings or on school grounds. School principals are authorized to take appropriate action to prevent such persons from entering buildings and loitering on grounds.
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
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 as follows.
1. employee
2. principal
3. Central Office Administrators
4. Superintendent
5. Board of Education
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 should be in writing and are expected to be specific in terms of the action desired.
CROSS REFS.: KLB, Public Complaints About the Curriculum or Instructional Materials
KLD, Public Complaints About District Personnel
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 professional 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 professional 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.
LEGAL REFS.: ORC 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
KLD, Public Complaints About District Personnel
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.
LEGAL REF.: ORC 121.22
CROSS REFS.: BDC, Executive Sessions
KLB, Public Complaints About the Curriculum or Instructional Materials
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 procedure 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 the building principal or other 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 principal or other supervisor of the person criticized, the principal or 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 principal or other supervisor schedules a conference with the complainant, the person criticized and, if advisable, the department chairman or 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.
RELATIONS WITH COMMUNITY ORGANIZATIONS
When consistent with the District's philosophy and goals, the Board and administration shall develop positive relationships with community groups such as parent organizations, boosters, churches, business organizations, labor organizations, veterans groups, etc. Insofar as possible, the Board and administration will refrain from committing the District to purely political goals and individuals or specific parties.
RELATIONS WITH GOVERNMENTAL AUTHORITIES
When consistent with the District's philosophy and goals, the Board and administration shall develop positive relationships with governmental authorities such as local governmental bodies, taxation authorities, police, fire, recreation authorities and health authorities as well as county, State and Federal authorities.