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Community Relations - Series 1000
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INDEX Policy or Number Regulation 0. Concept, Goals and Roles in Community Relations.................................... 1000 P
1. Communication with the Public A. Media of Communication (1) News Media Relationships ................................................... 1112 P (2) Media Access to Students.................................................... 1112.5 P (3) Videotaping of Staff/Students................................................ 1112.6 P/R B. Public Participation at Board of Education Meetings........................1120 P C. Distribution of Materials by Students .............................................1140 P
2. Participation by the Public A. School-Community Associations ....................................................1210 P B. Citizens' Advisory Committees ...................................................... 1220 P/R C. School Volunteers.......................................................................... 1240 P/R D. Visits to the Schools ........................................................................1250 P E. Educational Foundations...................................................................1260 P
3. Public Activities Involving Staff, Students or School Facilities A. Relations between Public and School Personnel (1) Staff Participation in Community Activities ............................... 1311 P (a) Political Activities of School Employees............................... 1311.1 P (2) Public Complaints ..................................................................... 1312 P (a) Complaints Concerning Instructional Materials .................................................. 1312.1 P/R (3) Soliciting Funds from and by School Personnel .......................... 1314 P (4) Conduct on School Property and at School Events...................... 1316 P B. Relations between Public and Students (1) Public Performance by Students ................................................ 1321 P/R (2) Contests for Students ................................................................ 1322 P (3) Soliciting Funds from and by Student ......................................... 1324 P/R (4) Advertising and Promotion .........................................................1325 P/R C. Use of School Facilities ......................................................................1330 P/R (1) Smoking in School Facilities .......................................................1331 R D. Access to School Procedures and Materials ....................................... 1340 P
4. Relations between other Governmental Agencies and the Schools A. Local Units (1) Law Enforcement Agencies ......................................................... 1411 P (2) Fiscal Authority ........................................................................... 1416 P
5. Relations between Area, State, Regional and........................................................ 1500 P National Associations and the Schools
6. Relations Between Non-Public and other Educational Organizations and the Schools A. Cooperative Arrangements with Business and Industry..........................1660 P |
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Community Relations
Concept, Goals and Roles in Community Relations
The Clinton Board of Education recognizes that the community, defined broadly as the state and specifically as the area served by the school system, determines the quality of local education. It is imperative that members of the community and the school personnel cooperate in planning, developing policy, implementing programs and evaluating results.
School‑community relations are not merely reporting and interpreting. Rather, they are part of a public enterprise in which community members and school personnel play their respective roles in the best interests of the school district.
The Board of Education establishes the following goals for the community relations program:
1. To increase public understanding and support of the school system.
2. To increase community confidence, interest and involvement in the school system.
3. To promote effective dissemination of information concerning school activities.
4. To solicit community opinions about the school system.
5. To encourage the sharing of resources among civic and community organizations for the benefit of the school system.
1112(a) Community Relations
News Media Relationships
Because schools are public institutions serving the educational needs of the community, it is important that information be disseminated concerning programs, activities, and significant school events. To ensure that this publicity be given wide coverage and coordinated with a common effort and purpose, the following procedures shall be followed with news media:
1. The Board of Education chairperson shall be the official spokesperson for the Board. The Superintendent of Schools may report on actions of the Board.
2. News releases of a system-wide nature, or which pertain to established school system policy, are the responsibility of the Superintendent and will be issued through his/her office.
3. News releases which are of concern to only one school, or to an organization of one school, are the responsibility of the building principal or the appropriate director.
4. Information released to the media shall be that which is public information as covered by statute. It is recognized that there is information of a confidential nature which shall not be released, such as information concerning personnel, grievances, negotiations, court actions and special placement of students. Information provided to the media should be factual and should not involve speculation or assumptions.
Board meetings to which the public has access may be photographed or recorded for broadcast by any newspaper, radio broadcasting company, or television broadcasting company, subject to the following guidelines:
1. News media personnel who intend to photograph or record for broadcast the proceedings of any public meeting of the Board of Education shall provide appropriate identification to the Superintendent of Schools, if requested by the Superintendent, prior to said meeting of the Board.
2. Only news media personnel employed by a newspaper, radio or television broadcasting company, or personnel of a recognized student news medium assigned to cover the proceedings of a Board of Education public meeting shall be permitted to photograph or record for broadcast, such proceedings.
3.
Any photographer, broadcaster, or news journalist
authorized by an employer or student news medium to
photograph or record for broadcast, proceedings at a public
meeting of the Board of Education, and any personnel
associated with said photographer, broadcaster, or news
journalist, shall photograph or record for broadcast
proceedings of said meeting as inconspicuously as possible
and in such a manner which doesn’t disturb proceedings. 1112(b) Community Relations
News Media Relationships
4. If the presence at a Board meeting of any photographer, broadcaster, or news journalist causes such disruption that orderly conduct of the public business at such meeting becomes unfeasible, access by these individuals may be limited by the chairperson to the extent necessary to remove disruption.
1-226 Recording, broadcasting, or photographing meetings.
Community Relations
Media Access to Students
The Board recognizes the important role the media serves in reporting information about the district’s program, services and activities. Therefore, the district will make every reasonable effort to provide media access to students.
School administrators shall be authorized to grant permission and set parameters for media access to students in their respective schools. The media may interview and photograph students involved in instructional programs and school activities including athletic events provided their presence will not be unduly disruptive and shall comply with Board policies and district goals.
Media representatives shall be required to report to the administration for prior approval before accessing students involved in instructional programs and activities not attended by the general public. The building administrator has the right to restrict interaction with students on school property if he/she deems it interferes or disrupts the educational process.
Media representatives wishing to photograph or identify particular students, must obtain parental or guardian approval as well. Such permission shall not be required before photographs, videotapes, and/or articles referring to students involved in athletic events may be published.
Parents who do not want their student interviewed, photographed, or videotaped by the media shall inform the school principal accordingly.
Parents who do not want their student interviewed, photographed, or videotaped by the media should direct their student accordingly.
District employees may release student information to the media only in accordance with applicable provisions of the education records law and Board policies governing directory information and personally identifiable information.
Parents will be advised of the district’s media access to students policy at the time of the student’s registration and each fall in the student/parent handbook.
(cf. 5125 – Student Records; Confidentiality)
Legal Reference: Connecticut General Statutes
1-213 Access to public records. Exempt records. 10-209 Records not to be public. 1112.5 (b)
Community Relations
Media Access to Students
Federal Family Educational Rights and Privacy Act, Sec. 438, 20 U.S.C. Sec 1232g (1988). Title I – Amendments to the Individuals with Disabilities Act. (PL 105-17)
1112.6 Community Relations
Videotaping of Staff/Students
Videotaping and filming of school district employees shall have the prior written consent of the building principal and the participating employees. If any student is to be filmed or videotaped and will be on the film or videotape, prior written consent/release/waiver shall be obtained from the student’s parent/guardian. If film or videotape is to be used for any purpose other than the purpose set forth on the original consent forms, then a release or new waiver form shall be obtained.
Prior written consent is not required when the film or video is used only for meeting the requirements of the Beginning Educators Support and Training (BEST) Program and/or the district’s employee evaluation plan.
(cf. – 1112 News Media Relationships)
Legal References:
1112.6 Community Relations
Videotaping of Staff/Students
Videotaping and filming of school district employees and/or students is subject to the following procedures:
1. The exclusive rights for any videotape or film and the soundtrack thereof produced by the school district shall be its exclusive property unless other prior written agreements are made.
2. The consent/release/waiver form is available from the principal’s office. After a form is signed, it should be sent to the principal and a copy given to any of the participants if requested.
3. School district productions shall not be duplicated without the consent of the superintendent or his/her designee. Individual school productions shall not be duplicated without the consent of the principal or his/her designee.
4. Commercial distribution of videotapes or films produced by the school district is not permitted without an appropriate signed consent/release/waiver and the approval of the Superintendent of Schools and the Board of Education.
5. This policy does not apply to local news media representatives in performance of their routine duties as reporters. The policy also does not apply to employees or pupils who are filmed or videotaped during voluntary appearances in public or for use in their own classroom.
6. Prior written consent is not required when the film or video is used only for meeting the requirements of the Beginning Educators Support and Training (BEST) Program and/or the district’s employee evaluation plan.
(cf. 1112 News Media Relationships) (cf. 1112.5 Media Access to Students) (cf. 5125 Student Records) (cf. 6145.4 Student Performances)
1112.6 Appendix
(To be printed on school letterhead)
Dear Parent,
Students must have the permission of their parents or legal guardians before they may be individually interviewed or photographed by representatives from the media. We appreciate your cooperation in this matter. While we like to be as open to the media as possible, we also respect each student’s right to privacy guaranteed by the “Family Education Rights and Privacy Act of 1974.” Please return the form below to your child’s teacher so that it can be kept on file.
Sincerely,
_______________________ Principal
" - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Parental Permission for Interview/Photograph by Media of a Student
Enrolled in the Clinton Public School System
I do hereby grant permission for my child ______________________________(name) to be interviewed/photographed by a journalist/photographer/cameraman from (news service) ____________________________________ on _______________________________(date) at ____________________________(location) School in an activity that is being coordinated by the Clinton Public Schools.
___________________________ (Parent/Guardian Signature)
_______________________ (Date)
Community Relations
Public Participation at Board of Education Meetings
The Board of Education welcomes the interest and participation of community individuals and organizations. Regular and special meetings are open to the public and representatives of the media, except for that portion of any meeting which may, under the law, be designated an executive session.
An opportunity is normally provided, near the beginning of each regular meeting, for anyone wishing to address the Board to do so. Speakers should identify themselves by name and any relevant affiliation. The Chairman may regulate the duration of an individual’s contribution, depending upon time availability and the number of persons desiring to speak, and will maintain decorum according to Robert’s Rules of Order.
Public comments pertaining to items on the agenda will be given due consideration when the item is brought up for action by the Board. Those pertaining to matters not on the agenda will be acknowledged and may, when appropriate, be referred to a Board committee or the administration for future consideration; or the speaker may be referred to a more appropriate venue for further discussion.
Advance announcements of all meetings of the Board of Education are provided through posting of the agenda and notices sent to the Town Clerk, newspapers and directly to community individuals and organizations who specifically request such notification. (A reasonable charge may be required of persons or organizations receiving advance announcements and agenda backup materials.)
(cf. 9321 ‑ Time, Place and Notification of Meetings)
Legal Reference: Connecticut General Statutes 1‑21 Meetings of government agencies to be public. 1‑21a Broadcasting or photographing meetings. 1‑21b Smoking in public meetings in rooms of public building prohibited. 1‑21c Mailing of notice of meetings to persons filing written request. Fees. 1‑21f Regular meetings to be held pursuant to regulation, ordinance or resolution. 1‑21h Conduct of meetings. 1‑21i Denial of access to public records or meetings. 10‑238 Petition for hearing by Board of Education.
Community Relations
Distribution of Materials by Students (Use of Students)
Printed materials may be distributed to parents by students as inexpensive means of mass communications. At the same time this procedure can prove objectionable to parents and the school district if overdone.
To provide the most effective use of this technique without exploitation of school staff or students, the Superintendent or his/her designee may approve such distribution providing:
1. The materials relate to school, community, local recreational or civic activities. 2. The materials do not relate to any religious belief or activity, or promote private gain, or political position. 3. The materials do not promote any political party or candidate.
All requests from groups or individuals to have students distribute materials to people in the community, with the exception of requests from school‑connected organizations like parent‑teacher organizations or Board appointed citizens' ad hoc advisory committees, will be referred to the office of the Superintendent to determine whether the requests comply with overall school purposes and policy.
Use of Students
The Board prohibits the use of students during normal school hours in activities which are not part of the normal educational and planned curriculum process. Permission for use of students in activities of a non‑educational nature must be obtained from the Superintendent of Schools or building principal who will ensure that the student's rights in terms of voluntary activities are maintained and that students are not exploited either knowingly or unknowingly.
The Superintendent or his/her designee shall interpret this policy strictly. In case of differences of decision, the decision of the superintendent will be final and may be served. In case of differences of opinion between them the decisions of the Superintendent will be final.
Budget/Referendum Material
Information concerning a budget or referendum, specifying only the time, date and location, may be disseminated through the students. This information may not contain statements, or be written in a manner which may advocate a position on the budget or on a referendum question.
Legal Reference: Connecticut General Statutes 9‑369b Explanatory text relating to local questions.
Community Relations
School‑Community Associations
The Clinton Board of Education considers school‑community groups to be integral parts of the school community.
The Board of Education encourages active support of and cooperation with school‑community associations or organizations by teachers and other employees.
Among the many services which such associations can offer, the Board of Education especially endorses support for parent/citizen volunteer programs in the Clinton schools.
Community Relations
Citizens' Advisory Committees
The Board of Education endorses appropriate advisory committees for various district programs and activities. When it establishes a committee, the Board shall provide guidelines for membership and delineate its responsibilities and authority. At its organizational Board meeting each year, the Board shall review existing advisory committees, membership, and committee goals for the year.
All committees created by the Board of Education shall follow the provisions of the Freedom of Information Act as required by statute.
(cf. 1312 ‑ Public Complaints)
(cf. 5145.2 ‑ Freedom of Speech/Expression)
(cf. 6144 ‑ Controversial Issues)
(cf. 6161 ‑ Equipment, Books, Materials: Provision/Selection)
(cf. 9130 ‑ Committees)
Legal Reference: Academic Freedom Policy (adopted by Connecticut State Board of Education, 9/9/81)
Connecticut General Statutes 1-7 through 1-21K Freedom of Information Act
PA. 93-195 - An Act clarifying the meaning of committee under the Freedom of Information Act.
1220(a)
Community Relations
Citizens' Advisory Committees
Membership
1. The Board of Education may solicit nominations from community organizations and from residents of the community and may welcome the names of volunteers. From the pool of those so nominated, the Board will select and appoint committee members.
2. In making nominations and in fulfilling committee positions the following points should be considered:
A. Knowledge of and interest in public education.
B. Particular skills or talents which may be useful to a particular committee.
C. Previous experience or background for such work.
D. Community participation.
E. Ability to encompass sentiments or ideas held by a significant portion of the community.
3. Because broad and complex questions are to be studied, the committee size should be large enough to provide for a full range of ideas and talents as well as large enough to provide for several working subcommittees. Committees should not, however, be so large as to make close, informal and productive whole‑committee work impossible. For those purposes advisory committees will normally have between 15 and 25 members, sufficient for three subcommittees of 5 to 8 people.
4. Each committee should include members of employee groups, nominated by the Superintendent, to
A. serve as resource persons to the committee and assist in obtaining information about the schools.
B. arrange for clerical supplies and services.
C. provide a liaison with the central administration and other committees. 1220(b) Community Relations
Citizens' Advisory Committees (continued)
5. Because advisory committees are ad hoc groups, their tenure is normally for the time necessary to complete their study, unless appointed as continuing committees. Vacancies which may occur will be filled by the Board whenever practicable.
Procedures
1. In order to convey to a committee the concerns of the Board, a statement will be prepared outlining the reason for the formation of the committee and listing questions on which the Board would like to have advice. The questions will be suggestive rather than prescriptive, and the committee is free to deal with other questions it considers relevant to the problem. It should be understood, however, that the function of these committees is to advise the Board on matters of policy and not to deal in detail with procedures, which are the proper province of the professional staff.
2. Unless otherwise directed by the Board, the chairperson of a committee shall be designated by the Board Chairperson.
1240 - 1240 is on hold per
Superintendent
Community Relations
School Volunteers
The Board of Education recognizes that volunteers can make many valuable contributions to our schools. The Board endorses a volunteer program in schools subject to suitable regulations and safeguards.
1240 Community R | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
