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SECTION 0500 - School-Community Relations SECTION 500 - SCHOOL-COMMUNITY RELATIONS 501.0 – SCHOOL-COMMUNITY RELATIONS 502.0 – PUBLIC INFORMATION PROGRAM 503.0 – PUBLIC'S RIGHT TO KNOW 504.0 – COMMUNITY USE OF SCHOOL FACILITIES 505.0 – PUBLIC SOLICITATIONS, CORPORATE SPONSORSHIPS, & ADVERTISING IN THE SCHOOLS 506.0 – PUBLIC COMPLAINTS 507.0 – RELATIONS WITH COMMUNITY ORGANIZATIONS 508.0 – RELATIONS WITH OTHER AGENCIES 509.0 – GIFTS & BEQUESTS 510.0 – PRIVATE SERVICE PROVIDERS WORKING WITH STUDENTS IN PUBLIC SCHOOLS Section 500 – School-Community Relations Page 2 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 501.0 - SCHOOL-COMMUNITY RELATIONS A goal of school public relations is to improve the quality of education for all children. In order to achieve this goal, and to evaluate progress towards it, the Board sets itself the following objectives: 1. To help parents and other citizens recognize their responsibility for the quality of education provided by their schools; 2. To foster public understanding of the need for constructive change and to solicit public advice on how we can achieve our educational goals; 3. To involve citizens in the work of the schools and the solving of educational problems; 4. To identify non-parent groups, such as senior citizens, and promote the involvement of these persons in school activities and programs; 5. To earn the good will, respect, and confidence of the public with regard to school staff and services; 6. To promote a genuine spirit of cooperation between the school and the community and to set up channels for sharing the leadership in improving community life. 7. To develop public understanding of all aspects of school operation; to ascertain public attitudes toward issues in education; and to discover the public's aspirations for the education of their children; 8. To secure adequate financial support for a sound educational program; Section 500 – School-Community Relations Page 3 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 502.0 - PUBLIC INFORMATION PROGRAM The Board will keep all the staff and patrons informed of the affairs of the district. To achieve its goals for good school/community relations and maintenance of open two-way channels of communication with the public, the Board authorizes the superintendent to: 1. Design a formal plan for public relations at the district and building levels and assign the responsibility for implementing the particulars of the plan to the Public Information Officer or other designee. 2. Prepare or guide the preparation of informational materials including: newsletters, articles for periodicals, newspapers, television and radio releases, special pamphlets, and other assigned material and to maintain close liaison with mass media and publicity organizations. 3. Prepare or assist in the preparation of materials which will keep staff members informed of school and individual recognitions, awards and achievements. 4. Organize or assist in development of speakers' bureaus and speaking engagements with civic, PTA/PTO, and other groups. 5. Provide staff members with assistance and materials for working with educational conventions or meetings and for preparation of material for community and staff consumption (handbooks, information leaflets, etc.) 6. Assist in coordinating work with civic and other groups which contribute to school system values. 7. Serve as community relations counselor to the Board and other staff members. 8. Urge each principal and school to maintain good school-community relations including issuing a school newsletter or regular communication advising parents and patrons of school programs and activities. 502.1 - Accessibility to Administration Office Services Upon request and with 48 hours notice, services otherwise rendered in the basement of the Administration Office will transpire in the first floor Board Room to accommodate persons who cannot access the basement due to disability. This policy will be posted on the Idaho Falls School District 91 website and in a conspicuous place in the lobby of the Administration Office along with instructions on how and where to make such a request. AP 502.1 (see AP ADMINISTRATIVE PROCEDURES folder) Policy History: Adopted: 07/15/2015 Revised: Reviewed: Section 500 – School-Community Relations Page 4 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 502.2 – Website Accessibility and Nondiscrimination The District is committed to ensuring that people with disabilities have an opportunity equal to that of their nondisabled peers to participate in the District’s programs, benefits, and services, including those delivered through electronic and information technology, except where doing so would impose an undue burden or create a fundamental alteration. Benchmarks for Measuring Accessibility In order to assure that people with disabilities have an opportunity equal to that of their nondisabled peers to access information delivered through electronic and information technology, all pages on the District’s website will conform to the W3C Web Accessibility Initiative’s (WAI) Web Content Accessibility Guidelines (WCAG) 2.0 Level AA and the Web Accessibility Initiative Accessible Rich Internet Applications Suite (WAI-ARIA) 1.0 techniques for web content, or updated equivalents of these guidelines, except where doing so would impose an undue burden or create a fundamental alteration. Website Accessibility With regard to the District’s website and any official District web presence which is developed by, maintained by or offered through third party vendors and open sources, the District is committed to compliance with the provisions of the Americans with Disabilities Act (ADA), Section 504 and Title II so that students, parents and members of the public with disabilities are able to independently acquire the same information, engage in the same interactions, and enjoy the same benefits and services within the same timeframe as those without disabilities, which substantially equivalent ease of use; and that they are not excluded from participation in, denied benefits or, or otherwise subjected to discrimination in any District programs, services, and activities delivered online. All existing web content produced by the District, and new, updated, and existing web content provided by third party developers, will conform to the WCAG 2.0 Level AA and the WAI-ARIA 1 .0 techniques for web content or updated equivalents. This policy applies to all new, updated, and existing web pages, as well as all web content produced or updated by the District or provided by third-party developers. Website Accessibility Concerns, Complaints, and Grievances A student, parent, or member of the public who wishes to submit a complaint or grievance regarding a violation of the ADA, Section 504 or Title II related to the accessibility of any official District web presence that is developed by, maintained by, or offered through the District, third party vendors and/or open sources may complain directly to a school administrator. The initial complaint or grievance should be made in accordance with Board Policy 506.0. When a school administrator receives the information, they shall immediately inform the District’s IT Department. The Complainant need not wait for the investigation of any grievance or complaint in order to receive the information requested. Section 500 – School-Community Relations Page 5 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY Whether or not a formal complaint or grievance is made, once the District has been notified of inaccessible content, effective communication shall be provided as soon as possible to the reporting party to provide access to the information. Testing and Accountability The District will ensure website accessibility training to all appropriate personnel, including employees who are responsible for developing, loading, maintaining, or auditing web content functionality. The District IT Department will be responsible for managing the review and evaluation new material that is published by the District and uploaded to the website for accessibility on a periodic basis. The District IT Department will be responsible for managing the review of all areas of the District’s website and the evaluation of its accessibility on a periodic basis, and at least once per quarter. Any non-conforming webpages will be corrected in a timely manner. This policy shall be available to the public via a link entitled “Accessibility,” which shall be located on the District’s homepage. Cross Reference: IFSD #91 Board Policy 506.0-Public Complaints Legal Reference: Title II of the Americans with Disabilities Act of 1990 Section 504 of the Rehabilitation Act Policy History: Adopted: 01/10/2018 Revised: 12/13/2017 Reviewed: 11/15/2017 Section 500 – School-Community Relations Page 6 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 503.0 - PUBLIC'S RIGHT TO KNOW The minutes, accounts and other non-confidential records of the Board are public documents. They are in the custody of the Superintendent, or a designee, and shall be made available to the public, upon request, during regular business hours. Upon receipt of a written request, the Superintendent or a designee will provide a copy of the record requested. A reasonable cost will be charged to defray the expense of copying requested materials. Confidential records are not open to the public. These include staff personnel records, student records, and records pertaining to such matters as may be discussed in executive session. 503.1 - Retention of District Records In compliance with Idaho Code, the Board of Trustees establishes the following guidelines to provide administrative direction pertaining to the retention and/or disposal of District records. This schedule likewise identifies the anticipated physical location of where such records may be kept or maintained by the District, in addition to the possible document retention of all categories of records on the school’s servers and computer systems. Superintendent will designate a district level administrative assistant to serve as the Records Custodian. The Records Custodian is responsible for the maintenance, safeguarding and destruction of the District’s records. Performance of such duties shall be in cooperation with the District’s Business Office, Directors of Maintenance and Operations, Transportation, and Technology, the Principals at the school’s buildings and other administrative personnel employed by the District. However, each school employee is likewise responsible for having knowledge of this policy and the requirement to safeguard the District’s records, electronic or otherwise, consistent with the administrative procedures. The Superintendent or designee(s) shall work in conjunction with the District’s Technology department to assure that the school’s staff is aware of the routine destruction of electronic District records, including emails, such that they are able to assure that the District’s public records are retained consistent with the administrative procedures, regardless of whether they are maintained in a hard copy or an electronic copy. In such a process, the District’s employees need to retain District records included in the administrative procedures, particularly student educational records, personnel records, and investigative records, in a format that is not part of the District’s routine electronic records destruction and/or notify the technology personnel of the District that a particular document is not to be destroyed as part of the routine destruction of electronic records. Unless otherwise prohibited by applicable law, all District records may be maintained digitally and/or in paper copy. Section 500 – School-Community Relations Page 7 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY Method of Destroying Official Records The District’s official paper records, and any copy thereof that may be deemed to be confidential and/or not intended to be disseminated to the public, will be shredded before disposal. Digital records will be destroyed in accordance with current industry standards. Retention of Electronic Mail/e-mail The District will retain electronic mail/e-mails for three (3) years. All email will be automatically deleted from the District’s system at the end of this retention period. It is the responsibility of every district employee to assure that District documents that need to be retained for a longer period of time due to federal law, state law or the provisions of this policy are retained accordingly and in a different format than electronic mail. An employee’s failure to retain District documents accordingly could serve as a basis for discipline, up to and including possible termination. Suspending of Destroying Official Records The District will immediately cease the destruction of all relevant records, including electronic records, even if destruction is authorized by an approved Retention Schedule, for the following reasons: 1. If the District receives a Freedom of Information Act (FOIA) request; 2. If the District believes that an investigation or litigation is imminent; or 3. If the District is notified that an investigation or litigation has commenced. The Superintendent or designee(s) is responsible for carrying out this policy. If relevant records exist in electronic formats (such as email, digital images, documents, databases, backup media, etc.) the District’s Administrative personnel shall notify its information technology staff to cease the destruction of records relating to the subject matter of the suit/potential suit or investigation. Failure to cease the destruction of relevant records could result in penalties against the District. Other Records In the event that District records do not correspond to any of the categories listed in the administrative procedures, the Superintendent or designee(s) will determine the period of retention for a particular record. Legal References: I.C. § 33-407 Return of Canvass of Elections I.C. § 33-508 Duties of Clerk I.C. § 33-701(8) Fiscal Year—Payment and Accounting of Funds I.C. § 56-209h Administrative Remedies I.C. § 74-119 Agency Guidelines SDE Idaho Special Education Manual Revised 2009, Chapter 11, Section E SDE Administrator’s Handbook 1.43 Federal Regulation Section 500 – School-Community Relations Page 8 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY Idaho Records Management Guide, August, 2013 Policy History: Adopted: 05/09/2018 Revised: 04/11/2018 Reviewed: 03/15/2018 503.2 Authorization of Signatures and Electronic Signatures For the conduct of the business of the District, the Board may grant authority to specific staff to sign certain documents on behalf of the District. The Chair, Superintendent, Purchasing Agent and Clerk are authorized to use a facsimile signature plate or stamp or other electronic signature as addressed herein. Invoices Staff employed by the District, in the following designated positions, are authorized to certify invoices for the District: • Superintendent • Director of Finance • Principals • Supervisors • Board Clerk Checks The school principal is designated as the custodian of each school building activity fund. The Director of Finance is designated as the custodian of all District cash accounts. Staff employed by the District, in the following designated positions, are authorized to sign on behalf of the Board checks drawn on any account: • Director of Finance • Deputy Clerk of the Board Contracts for Goods, Services, and Leases The Superintendent is authorized to sign on behalf of the Board contracts, leases, and/or contracts for goods and services for amounts under $50,000 without prior approval of the Board. The types of goods and services contracted for must be preapproved by the Board. Personnel Contracts The Board Chair, Superintendent and Clerk are authorized to sign personnel contracts and agreements of employment on behalf of the Board by facsimile signature or via electronic signature. Section 500 – School-Community Relations Page 9 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY Negotiated Agreements Negotiated agreements shall be signed for the District by the Board Chair and the Clerk. Electronic Signatures Electronic signatures or digital signatures can take many forms and can be created using many different types of technology. For the purpose of this policy an electronic signature means any electronic identifier intended by the person using it to have the same force and effect as a manual signature. District Use of Electronic Signatures When not practical or possible to have an approved individual physically sign a document, and not otherwise prohibited by applicable laws, electronic signatures may satisfy the requirement of a written signature when transacting business with and/or for the District and/or with parents/guardians when the authenticity and reliability of such electronic signature(s) meets the provisions of this policy. In such instances, the electronic signature shall have the full force and effect of a manual signature. In order to qualify for acceptance of an electronic signature the following additional requirements are applicable: 1. The electronic signature identifies the individual signing the document by his or her name and title; 2. The identity of the individual signing the document with an electronic signature is capable of being validated through the use of an audit trail; 3. The electronic signature, as well as the documents to which it is affixed, cannot be altered once the electronic signature is affixed. If the document needs to be altered, a new electronic signature must be obtained; and 4. The electronic signature conforms to all other provisions of this policy. The District shall maintain District electronically signed records in a manner consistent with the District’s document retention policies that is capable of creating an accurate and complete reproduction of the electronic records and signatures in their original form. Such retention should include a process whereby the District can verify the attribution of a signature to a specific individual, detect changes or errors in the information contained in the record submitted electronically and protect and prevent access and/or manipulation or access/use by an unauthorized person. The District shall maintain a hardcopy of the actual signature of any District employee authorized to provide an electronic signature in connection with school board business. Abuse of the electronic signature protocols by any District employee serves as grounds for disciplinary action up to and including termination. Section 500 – School-Community Relations Page 10 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY Parent/Student Use of Electronic Signatures With regard to documentation received by the District with an electronic signature from a parent/legal guardian, so long as the following provisions are met, the District may receive and accept such electronic signature as an original document: 1. Such communication with signature, on its face, appears to be authentic and unique to the person using such signature; 2. The District is unaware of any specific reason to believe that the signature has been forged; 3. The District is unaware of any specific reason to believe the document has been altered subsequent to the electronic signature; and 4. The signature is capable of verification. The District’s Superintendent or designee may, at their discretion, request that an original of the electronic communication, signed manually by hand, be forwarded to the District in a timely manner. District personnel may periodically audit the authenticity of such signature via a security procedure including such acts as making follow-up inquiry to the individual/entity who has submitted an electronic signature. Should it be discovered that a student has falsified a parent’s electronic signature on an official District document, the student may be subjected to discipline and the District Administration is authorized, at their discretion, to thereafter only accept manual signatures associated with any submitted school document. Legal Reference: I.C. § 33-705 Activity Funds Policy History: Adopted: 08/15/2018 Revised: 07/18/2018 Reviewed: 06/13/2018 Section 500 – School-Community Relations Page 11 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 504.0 - COMMUNITY USE OF SCHOOL FACILITIES School facilities are available to the community for education, civic, cultural, and other non- commercial uses consistent with the public interest, when such use does not interfere with the school program or school-sponsored activities, including use as registration and polling places for voters. Use of school facilities for school purposes has precedence over all other uses. Persons on school premises must abide by the District’s conduct rules at all times. Student and school-related organizations shall be granted the use of school facilities at no cost. Other organizations granted the use of the facility shall pay fees and costs. The Superintendent shall develop procedures to manage community use of school facilities, which shall be reviewed and approved by the Board. Use of school facilities requires the Superintendent’s or designee’s approval and is subject to the procedures. The school system will provide adequate custodial service and supervision at the expense of the group using the facility or the renting group may elect to provide clean-up services subject to approval of school district staff. Authorization for use of school facilities shall not be considered an endorsement of or approval of the activity, person, group, or organization nor the purposes they represent. The administration shall approve and schedule the various uses of the school facilities. A master calendar will be kept in the office for scheduling dates to avoid conflicts during the school year. Requests for use of the school facilities must be submitted in advance of the event to the Superintendent’s or designee’s office. Proper protection, safety, and care of school property shall be primary considerations in the use of school facilities. All facility use shall comply with State and local fire, health, safety, and police regulations. All individuals using school facilities shall comply with the policies of this Board. Legal References: I.C. § 33-601 School Property - Real and Personal Property — Acquisition, Use or Disposal of the Same I.C. § 33-602 Use of School Property or Buildings for Senior Citizen Centers Lamb's Chapel v. Center Moriches Union Free School District, 508 U.S. 384 (1993). AP504 (see AP ADMINISTRATIVE PROCEDURES folder) Policy History: Adopted: Revised: 01/25/2022 Reviewed: 06/28/2011 Section 500 – School-Community Relations Page 12 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 505.0 - PUBLIC SOLICITATIONS, CORPORATE SPONSORSHIPS & ADVERTISING IN THE SCHOOLS Students and faculty of the schools are to be protected from intrusions on their time by announcements, posters, bulletins, and communications of any kind from individuals and organizations not directly connected with the schools. In all cases, the policies listed below will be executed by the Superintendent at his/her discretion. When any group or organization is not satisfied with the judgment of the Superintendent as exercised under this policy, it may petition the Board in writing. The Superintendent and principals are urged to interpret this policy strictly. Exceptions may be made, when, in their judgment, the best interests of the school will be served. In the case of differences of opinion, the decision of the Superintendent will be final. 505.1 - Solicitations in the Community Discretion should be applied to all fundraising considerations. All student projects which involve solicitations from the community or business firms, or which involve the sale of tickets or commodities, must have the approval of the principal and the Assistant Superintendent for Secondary or Elementary Education or the Director of Communications and Community Engagement. Fund raising projects from any one school should be confined to that attendance area. Door-to-door solicitation shall be limited to family, friends, and known associates. 505.1.1 – Crowdfunding The District recognizes that crowdfunding is a useful tool to assist teachers and other employees in the procurement of funding for specific projects and/or programs. Crowdfunding campaigns have been used with great success to provide revenues for such benefits as classroom supplies, educational programs and activities and community advancement. However, the District also recognizes that unregulated use of employee crowdfunding campaigns that are administered on behalf of the District or an individual school or classroom within the District can subject the District and employees to legal liability. Purpose The purpose of this policy is to ensure that crowdfunding campaigns administered by employees in their capacity as District employees or on behalf of the District or to supplement any District programs are effectively regulated and are appropriately used to further the District’s objectives and mission. Definitions “Crowdfunding campaign” means the practice of raising funds to meet an advertised goal or need by soliciting funds from a large number of people, typically via the Internet. Prohibition on Unapproved Crowdfunding on Behalf of the District Section 500 – School-Community Relations Page 13 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY District employees, including teachers, coaches, staff, and paraprofessionals, may not engage in crowdfunding campaigns in their official capacity as a District employee, on behalf of the District or for the benefit of a District program or activity, without obtaining prior written authorization from the building administrator. Employees who have not obtained prior written approval pursuant to this policy may not: 1. Solicit funds or items on behalf of the District or an individual school or classroom within the District on a crowdfunding website; 2. Give the appearance of soliciting funds or items on behalf of the District on a crowdfunding website; 3. Use the District's name, logo, mascot, or other identifying information in a crowdfunding post; 4. Link to or reference any of the District's websites or social media sites; or 5. Link to or reference any other sites, platforms, or accounts associated with the District. Absent prior written approval by the District of a crowdfunding project pursuant to this policy, employees are prohibited from providing any information that would lead a reasonable person to conclude that the funds identified on the crowdfunding website are to be used by the District or for any District purpose or program. (see AP ADMINISTRATIVE PROCEDURES folder) 505.2 – Solicitations of Students The public-school setting is not to be used to contact staff members or students for sales or other commercial purposes not directly related to the operations or activities of the District or the school. The schools shall strive to protect the students and their parents from money raising plans of outside organizations, commercial enterprises and individuals. This policy applies particularly to ticket sales and sales of articles or services except those directly sponsored or approved by the school authorities. When requests appear, the procedure to be followed will be: 1. Principals of individual schools should refer requests for solicitations or distribution of materials to the Assistant Superintendent for Secondary or Elementary Education or the Director of Communications and Community Engagement. Persons who have approval from the District Office will show an approval card to principals. 2. The Superintendent or his/her designee will judge the request according to the following criteria: Section 500 – School-Community Relations Page 14 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY a. Posters and/or flyers must be student oriented and have the sponsoring organization’s name prominently displayed. b. Posters and/or flyers that promote sales, advertising and gain for outside commercial enterprises will only be allowed if they further a school activity or benefit a PTA/PTO or other parent group and/or a student group. School activities might graduation, class pictures, class rings or a reading enrichment program. Those that benefit a parent group or a student might include cookie dough sales or a fundraiser at a local restaurant. c. Posters and/or flyers that disrupt the educational process, violate the rights of others; invade the privacy of others; infringe on a copyright; or are obscene, vulgar or indecent will not be permitted. d. Surveys, questionnaires and request for information will be judged by the appropriate administrator on the basis of merit to the schools and the students. 3. If a principal chooses not to participate in any of these activities, he or she will be allowed to abstain. 505.3 - Solicitations of Employees No non-school organization may solicit funds from employees or distribute flyers related to fund drives or commercial enterprises through the schools without the approval of the superintendent or designee. Sales representatives will not be allowed to make presentations to teachers or staff members relative to items of a personal interest during school hours. The names and addresses of employees shall not be given to any private person or firm as an aid in soliciting business, contributions, or collections. 505.4 - Solicitation By Staff Members Teachers and staff members will not sell, solicit for sale, or advertise for sale for personal gain any merchandise or services. Nor will teachers and staff members organize students for such purposes without the approval of the superintendent or designee 505.5 – Corporate Sponsorships The Idaho Falls School District will enter into sponsorships agreements with community organizations and businesses when it is deemed in the best interests of the district’s students, schools and programs. These opportunities are subject to certain restrictions as approved by the Idaho Falls Board of Trustees. There would be appropriate opportunities for these marketing activities at both the school level and district level as per Administrative Procedure 505.4. The District and/or Schools will provide the board with quarterly updates on sponsorship agreements. (see AP ADMINISTRATIVE PROCEDURES folder) Section 500 – School-Community Relations Page 15 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 1. All contracts, whether negotiated at the school level or the district level, would adhere to the following guidelines: a. Promotions may differ from season to season and sport to sport, but should not differ dramatically from sponsor to sponsor. b. Agreements must be in writing and clearly describe services being provided. c. Agreements must include a specific season/time frame and include an expiration date. d. Agreements must be signed by Superintendent or designee e. Agreements should be for no more than a year unless otherwise approved by the Superintendent or designee. 2. Advertising will not be allowed in classrooms. Other advertising restrictions include anything that: a. Promotes hostility, disorder or violence b. Attacks ethnic, racial, sexual orientation, gender identity or expression or religious groups. c. Discriminates, demeans, harasses or ridicules any person or group of persons on the basis of gender d. Is libelous e. Inhibits the functioning of the school and/or District f. Promotes, favors or opposes the candidacy of any candidate for election, adoption of any bond or budget issues, or any public question submitted at any general, county, municipal or school election. g. Is obscene or pornographic as defined by prevailing community standards throughout the District h. Promotes the use of drugs, alcohol, tobacco, firearms or certain products that create community concerns i. Promotes any religious or political organization j. Uses any District or school logo without prior approval k. Uses age-inappropriate material Section 500 – School-Community Relations Page 16 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 3. Revenue derived from any sponsorship or advertising agreements shall be used to assist in the maintenance of existing District athletic programs, activity programs and/or facilities. 4. Exception: Nothing herein shall be construed to prevent advertising in publications that are published by student organizations, PTOs, booster clubs or other parent groups. The school-related group sponsoring the activity as a fund- raising event may retain funds received for approved projects involving advertising in said publications. Policy History: Adopted: 02/13//2019 Reviewed: 10/09/2019 Revised: 01/12/2022 09/11/2019 12/11/2019 10/09/2019 Section 500 – School-Community Relations Page 17 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 506.0 - PUBLIC COMPLAINTS The Board recognizes that situations may arise in the operation of the system which are of concern to parents or the public. Such concerns are best dealt with through communication with appropriate staff members and officers of the District, such as the faculty, the principals, the Superintendent or designee and the Board. The following guidelines are suggested as the proper procedure to be followed by persons with questions or complaints: 1. Matters concerning individual students should first be addressed with the teacher or the person directly involved in the matter. 2. Unsettled matters from (1) above, or problems and questions concerning individual schools, should be directed to the principal of the school. 3. Unsettled matters from (2) above or problems and questions concerning the District should be directed to the Superintendent or designee. 4. If the matter cannot be settled satisfactorily by the Superintendent or designee, it may be brought before the Board of Trustees. 5. In the event the complaint is against a particular teacher or District employee, the affected employee must be notified within five working days. For this reason, the board requires that such complaints, which may ultimately be resolved by the Board, shall be in writing. Complaints informal in nature to be administratively acted upon, and not intended for Board action, may be orally directed to the principal, central office administrators, or the superintendent. Written complaints received by the District involving District personnel will be made available to the affected personnel. The Board considers it the obligation of employees of the District to entertain the questions of parents or the public. Policy History: Adopted: Revised: 06/28/2011 Reviewed: Section 500 – School-Community Relations Page 18 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 507.0 - RELATIONS WITH COMMUNITY ORGANIZATIONS The public schools have the primary responsibility for the formal education of the children and youth of the community. However, the Board recognizes that many governmental agencies and community organizations, while not primarily concerned with education, play a definite role in education. Therefore, it will be the desire of the Board to establish positive working relationships with all other public and private organizations which contribute to the education process and to the general welfare of the citizens of the community. 507.1 - Relations with PTA/PTO Groups The Board recognizes that parent-teacher organizations are a source of interest in the public schools. The district looks to the PTA/PTO as a means of promoting a finer educational program by achieving better understanding among the pupils, the parents, the teachers, and the administrators. The district will give every encouragement to the maintenance of enthusiastic and industrious parent organizations. 507.2 - Relations with Governmental Authorities The school serves the children, the parents, and all of the residents of the city, and it is in the interests of all to coordinate the functions of the Board with other agencies concerned with the security, safety, health, and well being of the citizenry. Therefore, the Board directs its administrative staff to inform the elected and appointed officials of the local, county, and state governmental units of the desire to plan cooperatively for the improvement of services to residents. The Board and its administrative officers welcome elected officials to participate with them in the planning and execution of such projects as will be mutually beneficial. To this end, the Board of Trustees and the City of Idaho Falls have developed and executed a "Joint Use Agreement" which stipulates formal terms and conditions for cooperative efforts. This agreement will be evaluated annually and updated as needed. It shall be the responsibility of the superintendent and/or his/her designee to administer the "Joint Use Agreement" on behalf of the school district. (Reference: "Memorandum of Agreement" between the city of Idaho Falls and Idaho Falls School District #91, executed March 14, 1989. 507.3 - Relations with Planning Authorities The Board will participate in local and state planning functions that could directly affect district schools and their immediate environment. The Superintendent will keep the Board informed of planning matters bearing directly on the operation of the district schools or school sponsored programs and will undertake action on behalf of the Board to influence matters in the best interests of the students, the schools and the district. Section 500 – School-Community Relations Page 19 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY The Superintendent will give particular attention to the following factors when analyzing the impact of local planning proposals: 1. Effect on the school and its students of forced growth in excess of the maximum enrollment limits stated in the school district's master plan; 2. Highway and road construction and traffic implications such as noise and air pollution, hazardous crossings, and congested ingress and egress; 3. Overload, deterioration, vandalism, and maintenance of schools, fields, tennis courts, and other school facilities; 4. Need for bikeways, parking, and additional bus transportation. 507.4 - Relations with Police Authorities Relationships between the schools and officials of law enforcement agencies in investigative matters concerning pupils will take into consideration the respective roles of the schools and law enforcement agencies in assisting and protecting the interests of the community and ensuring the rights of all concerned. 507.5 - Relations with the Representative Organization The Board and the Representative Organization recognize that the best interests of public education will be served by a spirit of cooperation between the Board of Trustees and the teachers and the maintenance of free and open exchange of views in determining and resolving matters of mutual concern. 507.5.1 - Right to Organize The Board and the Representative Organization agree that the individual teacher may have full freedom of association and self-organization. However, the Board and the District shall not be required to recognize or negotiate with any organization not so designated. 507.5.2 - Pertinent Information The Board and the Representative Organization will exchange requested information regarding mutual interests and concerns. 507.5.3 - Representative Organization Business The Board will permit Representative Organization representatives to transact necessary Representative Organization business on school property, provided that this does not disrupt regular school operations. Authorized Representative Organization representatives may be allowed to receive telephone calls or other communiqués during school hours providing they do not disrupt the regular classroom or school operations and activities. Section 500 – School-Community Relations Page 20 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 507.5.4 - Use of Buildings The Board will grant permission for the use of District buildings to the Representative Organization and its representatives for meetings. Such facilities must be scheduled through the building administrator prior to the day of the planned meeting. Care will be taken to see that rooms, etc., are restored to their normal condition following such meetings. 507.5.5 - Use of District Equipment The Board will permit the Representative Organization to contract with the District administration to have printing or duplicating work done at cost. Audio- visual equipment for use in Representative Organization meetings may be checked out from the scheduled building. 507.5.6 - Use of District Communications In order to meet the needs of Representative Organization members and promote two-way communication with the Board of Trustees, the Board will grant the Representative Organization use of district communication, such as telephones, e-mail, interoffice mail, faculty mailboxes, and bulletin boards in faculty areas. 507.5.7 - Representative Organization Involvement at Faculty Meetings The Board grants the Representative Organization reasonable time on the agenda of the orientation program for new teachers to explain Representative Organization activities. Furthermore, reasonable time will be provided at faculty meetings to present reports and announcements. 507.5.8 - Representative Organization Involvement at School Board Meetings The Board of Trustees shall place the Representative Organization President or his/her designee on the agenda of each regularly scheduled Board meeting to provide a report to the Board. 507.5.9 - Notice of School Board Meetings The Board directs that the President of the Representative Organization or the President’s designee shall be given notification of all regular and special meetings of the Board of Trustees together with a copy of the agenda or a statement of purpose of each meeting at least twenty-four (24) hours prior to the scheduled time of the meeting. Minutes of the meetings shall be sent to the President of the Representative Organization or a designee. 507.5.10 - Payroll Deduction The Board of Trustees agrees to deduct on a monthly basis the dues for membership in the Representative Organization. Section 500 – School-Community Relations Page 21 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 507.5.11 - Exclusive Rights The Board recognizes the Representative Organization as having the exclusive rights as the representative in collective bargaining. Recognition of the Representative Organization will be in accordance with Idaho Code. Policy History: Adopted: 06/28/2011 Revised: Reviewed: Section 500 – School-Community Relations Page 22 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 508.0 - RELATIONS WITH OTHER AGENCIES It is the general policy of the District to support educational endeavors of other institutions whose goals are compatible with those of the District. The following guidelines shall foster a cooperative intent where practical: 1. The School District will promote improved cooperation with other school districts in selected programs which can expand students' knowledge and which can be better done in cooperation than by a single district acting alone. 2. The School District will assume appropriate responsibility for expanding the fiscal base for education, providing for efficient expenditure of funds, and bringing about state or federal legislation which improves education or contributes to District goals. 3. The School District will cooperate with recognized professional educational organizations for the mutual improvement of education. Section 500 – School-Community Relations Page 23 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 509.0 - GIFTS & BEQUESTS 509.1 - Cash Donations Each year a sum of money may be budgeted within the School Plant Facility Fund to match funds that are raised within the school to purchase equipment and materials for District programs. An additional sum of money may be designated to match gifts and bequests that are given to the District or a school for special purchases or projects. In this category, matching funds (up to $5000) may be provided for any one project. Funds from these sources may not be enhanced with money from other sources for purposes of matching, and are limited on an annual basis to the amount budgeted. In all cases, the requests are to be directed to the Board of Trustees through the appropriate administrator(s). The Board will consider and approve each request on the basis of its contribution to the school and the District. 509.2 - Non-Cash Donations Gifts made to the School District in the form of goods/services will be evaluated as to the utility and ongoing costs involved in their acceptance. The School District shall make no statement, written or implied, as to the dollar value of such gifts and in no case will such donations be considered matchable. Section 500 – School-Community Relations Page 24 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY 510.0 – PRIVATE SERVICE PROVIDERS WORKING WITH STUDENTS IN PUBLIC SCHOOLS 1. Private Service Provider means a person, group, agency or organization that meets the following conditions: a. Is not an employee of Idaho Falls School District #91 or a public agency with legal jurisdiction over the circumstances related to their involvement with the student, and b. Is paid for services provided to the student. c. Provides evidence of a satisfactory State of Idaho Background Check. d. Provides evidence of personal liability and Workers’ Compensation Insurance. (Examples of Private Service Providers includes, but is not limited to, Physicians, Optometrists, Psychologists, Counselors, Targeted Service Coordinators, Behavioral Therapists, Developmental Disabilities Specialists, Speech Therapists, Occupational Therapists, Physical Therapists, Social Workers, Substance Abuse Counselors, Psycho-Social Rehabilitation Specialists.) 2. Private Service Providers may do the following in District #91 schools: a. Refer a student to a school Multi-Disciplinary Team (MDT) for consideration for evaluation to determine eligibility for special education. b. Submit evaluation reports to a school IEP team for consideration related to the referral or an evaluation being conducted by the MDT. c. Be invited to an IEP Team Meeting by either the school or the parent. i. Under IDEA 1997, the determination of eligibility for special education and the provisions of a Free Appropriate Public Education (FAPE), is the responsibility of the IEP Team and cannot be prescribed by any other entity. ii. All educational decisions regarding educational methodology, materials, and personnel are the responsibility of the school district. d. Provide services in the schools to students under the terms of a contract with the District. i. Contracts are established when the District is paying for the services and should describe the services, the role and responsibilities of the Private Service Provider with the IEP Team, the frequency and duration of services, documentation of licensure/certification to perform the prescribed services, address issues related to liability, terms for payment, and state the provisions for changes or termination of the contract. ii. Contracted services to a student with a disability shall be included on the student’s IEP. e. Provide services to students under the terms of a Memorandum of Understanding with the District. i. Memorandums of Understanding are established when the District is not paying for the services, but agree that the services are needed in the school for the benefit of the student’s progress in the general education curriculum. The Memorandum of Understanding shall describe the Section 500 – School-Community Relations Page 25 of 25 IDAHO FALLS SCHOOL DISTRICT 91 BOARD POLICY specific services provided, the responsibilities of the school and the private provider, the provisions for space, time, equipment, materials provided by the District, and that the District may terminate the Memorandum of Understanding at any time. ii. Services provided under a Memorandum of Understanding to a student with a disability shall not be included on the student’s IEP. iii. The District has no obligation to enter into a contract or Memorandum of Understanding with a Private Service Provider or allow such Provider access to school district property, space, materials, or equipment. 3. District records are only accessible to Private Service Providers under contract with the District or with written consent of the student’s parent or guardian, or if the student is 18 years of age or older. Requests for records may be subject to a fee to cover the costs of copying and mailing. 4. Nothing in this policy shall be construed to limit or impinge in any way on services parents may acquire for their child that are provided outside the school day or year. Policy History: Adopted: 01/14/2003 Revised: Reviewed: END OF SECTION 500