Series 800 – Community Relations

Policies

Procedures

Series 800
Code 800
Title:  Guiding Principles
The Department of Board and Community Relations will generate understanding and support for teaching and learning in the Des Moines Public Schools:

The department will develop appropriate plans and procedures to implement the following areas of responsibility:

1. Board relationships-internal and external,
2. Community relationships-internal and external, and
3. Media production.

Revised January 19, 1993
Last review: 2010
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Series 800
Code 801
Title:  Parents as Partners
“The most successful education of children depends on effective parent involvement.”

Policy Code 801: Parents As Partners encourages the development, implementation and regular review of parent involvement.

Each attendance center is expected to have positive parent involvement. It may include, but not be limited to the following:

1. Information and programs for parents about how they can assist their own children to learn

• Math Family Night
• Reading Recovery
• Gifted & Talented
• Kindergarten (roundup)
• Homework
• Conferences
• Newsletters
• Tutoring
• Counseling
• Sports (intramural & general)
• Musical Programs
• Art Displays
• Grade Level Nights
• Transition Meetings
• Parent Supports Groups
• Homeroom Newsletters
• Parent Visits
• Phone Conferences
• Teas
• Portfolio Lunches
• Potlucks
• SBC
• Open House
• District Communication Plan

1. Involvement of parents in instructional and support roles at the school and at home

• Volunteering – classroom, library
• Phone conference
• Homework – support and participation
• Guest speakers
• Reading Recovery
• Mentors
• Take home folders
• Tutors
• Before & after school discussions

1. Activities to encourage parental volunteer opportunities in schools

• Field trip chaperones
• School to Work mentors
• School to Work presentation
• Swimming parties
• Classroom activity support (can collection, etc.)
• Fun night
• Fine Arts Programs
• Field day activities
• Runathon
• PTA/SBC
• Partners in Progress Activities
• Homeroom parents
• Daily parental
• Skating chaperones
• Parent sponsorship of school activities
• Chaperones
• Sports activity participation
• Craft fair
• History nights
• Junior Great Books
• Liaisons to welcome new families
• Grandparents Day
• VIP “Very important person day”
• Parent Welcoming Centers
• Take Your Daughter to Work Day

1. Information and programs for parents on how to establish a home environment to support learning and appropriate behavior

• Parent meetings on classroom expectations
• Newsletter articles
• Counseling conferences and seminars
• Grade level nights
• Meetings with psychologist, social worker, speech & language pathologist
• AEA guest speakers
• Parent centers
• Baby-sitting during school meetings
• Parents able to check out materials from school library
• Community activities at school (Scouts, Campfire, etc.)
• Gifted and talented parent support groups
• ADHD parent meetings
• Principal expectations
• Handbook
• Adult education offerings
• Parent/School/Child behavior contracts
• Neighborhood Schools

1. Effective two-way communication between all parents and schools

• Classroom communications – phone, face to face, notes, newsletters
• School newsletters, Open house
• Pre-registration day
• Conferences, report cards
• Parent involvement in building
• Intervention cadre
• Employee & Family Resource Center
• Materials

1. Encouragement of parents as leaders and decision makers

• Parent Teacher Association
• School Based Council
• Building Improvement Council
• Partners in Progress
• District Committee Work
• School-wide Committees
• School Improvement Teams
• Assistance to help parents be involved in educational lobbying and
• Contacting School Board members and City Council
• PTA Lobby Day
• BEST Meetings
• School communications
• Informational Meetings
• Letter writing and phone calling campaigns
• Citywide PTA Committee
• District Committees

1. Assistance to help parents be involved in educational lobbying and

• Contacting School Board members and City Council
• PTA Lobby Day
• BEST Meetings
• School communications
• Informational Meetings
• Letter writing and phone calling campaigns
• Citywide PTA Committee
• District Committees

1. Cooperation with other agencies to meet the needs of all children and their families

• Employee/Family Resources
• Emergency Shelters
• Taxi cab use
• Yellow bus services
• Child Study Teams
• School Nurses
• Counselors
• Community communications – YMCA, Scouts, etc.
• Success/Way to Grow

For purposes of these procedures, the term “parent” shall have the definition under federal and state law governing access to student information and records. The term “parent” also includes biological or adoptive parents; both custodial and non-custodial parents (unless otherwise restricted by law or lawful authority); legal guardian; and an adult individual acting as a parent in the absence of a parent or a guardian.

Approved June 17, 1997
Last review: 2010
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Series 800
Code 803
Title:  Board of Directors Meetings
The Board of Directors shall make provisions for recording proceedings of all board meetings and these minutes shall be made a matter of public record. Brief descriptions of board actions shall be released immediately to school personnel in the form of bulletins if information contained therein is considered vital to such personnel. Information of specific interest in the form of brief accounts of board actions shall be released to all school personnel through the Department of Board and Community Relations within a reasonable length of time following each board meeting as deemed necessary by the board and/or the superintendent.

Revised January 19, 1993
Last review: 2010
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Series 800
Code 804
Title:  Reporting Meetings and Activities
The Department of Board and Community Relations is responsible for reporting all school district meetings and activities to the general public.  These meetings would include regularly scheduled meetings of the Board of Directors, board-appointed advisory committees, and all other group meetings that are required to report their meetings through the Open Meetings Law.

This reporting will be in the form of news releases to all media, including radio, television and newspaper; general announcements on DMPSToday; and special news conferences as appropriate.

Building principals and central office administrators are encouraged to annually report the results of their meetings to the clientele they serve–students, staff, and parents.  All buildings and departments are encouraged to alert the Department of Board and Community Relations of the events and activities taking place within their division of the district.  That information is to be processed by the Department of Board and Community Relations and directed to the appropriate media for reporting to the public at large.

Revised January 19, 1993; October 2002
Last review: 2010
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Series 800
Code 805
Title:  Public Records
Public Records
All records of or belonging to the school district are public records and available for public examination and reproduction, except those records which are defined by law as confidential and those records which are copyrighted.  Copyrighted materials of or belonging to the district are available for examination.  Board records include board agendas, agenda attachments, minutes, written communications addressed to the Board of Directors or a board officer.  Board records also include all other records distributed to all board members.  A communication addressed to an individual board member and not distributed to all board members and not generated as part of a district employee’s official duties does not belong to the district and is not a public record.

Confidential Records
Confidential Records are those records required or permitted by law to be confidential.

Examination of Records
Public records are available for public examination during office hours.  Examination of records shall be done under the supervision of the district employee responsible for maintaining the records being examined or by that person’s designee.  Confidential Records are not available for examination by the public.

Reproduction of Records
Original or reproduced copies of public records will be made available during office hours upon request.  Such copies will be available for a fee of 10 cents for each standard page, except as otherwise provided.  Confidential Records are not available for reproduction by the public.  Except as permitted by law, copyrighted materials shall not be reproduced.

Distribution of Records
Certain public records are available upon request in the Office of Board and Community Relations as follows:

1. One copy of the most recent board meeting agenda and agenda supplement is available without charge until the close of business on the first business day following the adjournment of the board meeting to which the record applies.

1. The agenda only will be sent by first class U. S. mail at no charge upon request.  Individuals may place their names on a mailing list to receive the agenda regularly.
2. The agenda and agenda supplements are available by first class U. S. mail by subscription for an annual fee of $45.

1. One copy of the most recent board meeting agenda attachments is available without charge until the close of business on the first business day following the adjournment of the board meeting to which the records apply.
2. The full minutes are available for a fee of 10 cents per page.

1. The summary minutes are available on the district website 24 hours after the meeting.  Full minutes are available on the district website after board approval.
2. The full minutes are available by first class U. S. mail by subscription for an annual fee of $130.

1. Individuals may subscribe to receive copies of all board correspondence for an annual fee of $150.  For U. S. mail delivery, the fee is $175 annually.

Copies of audio and video recordings of board meetings are available upon request in the Department of Media Services.  Fees are $1 per audiotape and $2.50 per videotape.  Requests will be filled within 10 days.  Tapes will be sent by U.S. mail upon request; payment of applicable postage is required.

All payments are due in advance unless alternate payment arrangements are made with the superintendent or the superintendent’s designee.

Copyrighted materials and Confidential Records will not be distributed.

Revised: October 2002
Approved August 20, 1996
Last review: 2010
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Series 800
Code 816
Title:  Parent-Teacher Associations/Parent Support Groups
Administrators shall foster and support both formal and informal involvement of parental, neighborhood, or community-wide support groups. All such groups are obligated to work through building staff and/or department supervisors or directors and are subject to the policies of the Des Moines Public Schools.

Approved January 19, 1993
Last review: 2010
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Series 800
Code 817
Title:  Citizen Advisory Committees
Each group shall be appointed by the Board of Directors for a specific purpose; and after final reports have been filed, the group shall automatically be dissolved.

The Superintendent of Schools, or a designated representative, shall be a member ex officio of all citizens committees, and at discretion, may utilize the services of other staff members.

An advisory committee, when appointed by the Board of Directors, shall be composed of citizens possessing specific talents and abilities peculiar to the problem under investigation and/or shall represent a cross section of the citizens of the school district.

Members of the school staff shall be encouraged to participate in consultant capacities where their services are desired.

Communication between the Board of Directors and the advisory committees shall be a two-way process for the purposes of: 1) helping the committee members understand the objectives and problems of the schools; 2) helping the board and administration in securing and interpreting information concerning the specific problem under study.

See Board Policy Code 208: Temporary Committees of the Board
Revised January 19, 1993
Last review: 2010
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Series 800
Code 835
Title:  Combined Charitable Campaign

1. Administration of the Combined Charitable CampaignGoverning Committee
   A committee (the “governing committee”) consisting of the (a) Chief Financial Officer; (b) the Chief Operations Officer; (c) the Chief Academic Officer; (d) the Executive Director of Human Resources; (e) the Director of Board and Community Relations; (f) a representative of DMEA; (g) a representative of DMSA; (h) a representative of AFSCME; and (i) the Campaign Manager will determine which federations of agencies and district-wide school affiliated organizations shall be eligible to participate in an annual campaign.Campaign Manager
   The superintendent will annually appoint a campaign manager (the “campaign manager”) and building and department campaign chairs.  The campaign manager shall oversee the annual campaign and coordinate with building and departmental campaign chairs to plan the campaign activities for that year.Administration of Campaigns
   It shall be the responsibility of the governing committee to determine, in accordance with the terms and conditions stated in district policies and procedures, which federations of agencies and district-wide school affiliated organizations shall be eligible to participate in an annual campaign.Solicitation Period
   The solicitation period (the “solicitation period”) shall fall within the period of September 1 through November 30.  The length of the campaign is intended to be no more than eight weeks, although the solicitation period may be extended upon approval of the governing committee.  Any employee beginning work with the district after the campaign period shall be allowed a period of thirty (30) days to participate.Work Site Solicitation
   No federation of agencies or district-wide school affiliated organization shall, on its own motion, solicit district employees at any district work site.  Work site solicitations shall occur only during the solicitation period and only under the direction of the campaign manager and building or departmental campaign chairs.Employee Solicitations
   Employee solicitations are to be conducted using only methods that encourage voluntary giving.  Activities that do not allow free choice or the appearance of voluntary participation and free choice are prohibited.  This should not restrict the need for an effective, well-organized education program among employees.  All employees will be given the necessary information to make an informed decision.  Individual employee contribution records are confidential records.Pledge Authorization Forms
   The campaign manager will distribute an annual pledge authorization form to all employees.  A universal pledge form may be utilized for all federations of agencies and district-wide school affiliated organizations.  Annual authorization forms will be required from all participating employees.  Each such participating employee’s authorization form shall be delivered to the appropriate building or departmental campaign chair of the building or department in which such employee works and shall be filed (or a copy thereof filed) in the employee’s individual file to substantiate payroll deduction.Termination of Payroll Deduction
   Any employee wishing to terminate his or her payroll deductions shall be required to give thirty (30) days’ prior notice in writing to the campaign manager.  Upon receipt of such notice, the district shall terminate further payroll deductions from such employee’s compensation without prior notice to or the consent of any affected federation.  The district shall have no responsibility to enforce, or liability for failing to enforce the pledge of any participating employee to a federation of agencies.Requests to Participate
   Any federation of agencies or district-wide school affiliated organization wishing to participate in any annual campaign program shall forward three copies of completed application packets developed and distributed by the campaign manager to the campaign manager no later than June 15 of each year, unless another date has been selected and publicized by the campaign manager.Notification of Federations and Organizations
   The campaign manager shall, within 60 calendar days following the closing date for applications, send letters of denial or acceptance on behalf of the district and state applicable reasons for any denial.

   Distribution of Campaign Monies

1. Only an approved pledge authorization form shall be used.  Pledge authorization forms shall be developed by the campaign manager and approved by the governing committee before being used in any campaign.  Employees shall be allowed to specifically designate their gifts to any federation of agencies or district-wide school affiliated organization described in the campaign materials, and the pledge authorization form shall be designed to accommodate such designations.
2. Undesignated gifts will be distributed to all participating federations and organizations based on the same ratio as designated gifts distributed.  This method of distributing undesignated gifts shall be prominently displayed and clearly stated in campaign solicitation materials.
3. Monies pledged, but not contributed, shall reduce monies distributed to a federation or organization in the same ratio as the designated monies to the affected federations or organizations.
4. Monies collected by payroll deduction, less amounts retained to pay actual administration costs pursuant to paragraph D below, shall be sent to the respective federations and organizations weekly by the district’s centralized payroll system.  The district may, in its discretion, provide supporting documentation to any federation or organization, such as a listing of employees and amounts deducted.

1. Criteria for Ongoing Participation
   Once approved for participation, any federation of agencies or district-wide school affiliated organization may be subsequently disqualified from participation in the annual campaign by the campaign manager for either of the following reasons:

1. failure to comply with the terms and conditions of this policy and eligibility requirements of the board; or
2. filing an application to participate in a campaign which contains false or misleading information.

Should the campaign manager disqualify any federation or organization, the campaign manager shall promptly send notice thereof on behalf of the governing committee to the disqualified federation or organization stating the reason for such disqualification.

1. Request for Reconsideration
   An federation or organization which has been denied admission or whose participation in a campaign has been terminated will be allowed ten calendar days following the date of the notice of denial or determination to file a written request for reconsideration with the campaign manager.  The campaign manager shall notify such federation or organization of the final decision within ten calendar days following the receipt of the request.  The campaign manager’s decision shall be considered final.
2. Contributions to Disqualified Federations or Organizations
   Any federation of agencies or district-wide school affiliated organization disqualified from further participation in a campaign shall have any further payment of contributions to it terminated.  Subsequent collections of pledges to such federation or organization shall be distributed in the same ratio as are other undesignated gifts.
3. Charitable Campaign Program Fees
   Monies will be collected from the contributions to each qualifying federation of agencies or district-wide school affiliated organization and retained by the district for the purpose of paying actual and necessary expenses incurred by the district in administering a campaign; provided expenses for which moneys may be retained shall be determined periodically by the governing committee and shall not exceed five percent (5%) of the annual contributions pledged.  Fees shall be set to cover only the cost of materials and of administering a campaign and shall not cover salaries of employees involved in the campaign.  Fees shall be paid from the voluntary employee contributions.
4. Charitable Campaign Eligibility Requirements
   Any federation of agencies or district-wide school affiliated organization whose purpose is to provide or support human needs services may be considered for participation in an annual charitable campaign of the district if its meets all of the following requirements:

1. be a nonprofit, tax exempt organization described in Section 501(a) and Section 501(c)(3) of the Internal Revenue Code of 1986, as amended;
2. make available to the general public and district an annual financial report which is prepared by an independent certified public accountant, and provide for an annual external audit by an independent certified public accountant.
3. have an active and responsive governing board that meets at least semi-annually and whose members have no material conflict of interest and, except for a paid staff director, serve without compensation;
4. provide for support of health and human welfare services readily accessible to residents of the district;
5. have a direct and substantial local presence in the district (a telephone number or a post office box alone shall not constitute a local presence);
6. operate in accordance with district policies regarding non-discrimination in both employment and program delivery;
7. provide an annual report to the general public detailing the local activities of the federation of agencies or district-wide school affiliated organization;
8. provide an annual budget approved by its governing board in a form consistent with financial statements and generally accepted accounting procedures; and
9. complete a district application for participation; provided, further, that an application submitted on behalf of a federation shall include certification that each of the participating constituent agencies meets all of these eligibility requirements.

Revised: October 2002
Approved September 6, 1994
Last review: 2010
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Series 800
Code 853
Title:  Student Participation in Community Activities and Public Functions
Students desiring to participate in community activities through organized school activities and class projects should follow the procedures given below:

1. Organized School Activities

1. Staff persons in charge of performance groups should obtain permission from the building principal six weeks prior to the actual date of performance to civic groups outside the school premises during school time.
2. The extended use of one particular group is discouraged.
3. Performances, whenever possible, should be limited to the class period during which the activity is usually taught to a particular student or group.
4. All class work missed should be made up.

1. Class Projects

1. All class projects involving community activities should be approved by the principal.
2. Class projects must be approved and recommended by the teacher in charge of the class.
3. A minimal of class learning time should be expended on such projects.
4. Class time missed should be made up as per the direction of the classroom teacher.
5. A student should be limited to one class project a semester involving community activity.

Revised January 19, 1993
Last review: 2010
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Series 800
Code 854
Title:  Contests for Students
All student contests must receive the endorsement of the building principal prior to their introduction to the student body. If questions occur or uncertainty arises, the Department of Elementary and Early Childhood Programs or the Department of Middle and High School Programs should be contacted before the contest begins.

Approved January 19, 1993
Last review: 2010
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Series 800
Code 864
Title:  Education Foundations
The Fund for Excellence, its Board of Trustees, and their program focus are an extension of the Des Moines Public Schools, subject to its policies and procedures and accountable to the Board of Directors. The President of the Board of Directors shall be a standing member of the Fund’s board. The chairperson of the Fund shall deliver a progress report to the district’s Board of Directors annually.

Approved January 19, 1993
Last review: 2010
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Series 800
Code 867
Title:  Business/School Partnerships
Each attendance center is expected to form and maintain an active school/business partnership as part of the Partners for Progress program. The Department of Board and Community Relations will serve as the district-wide support system for this effort and receive counsel for program direction and priorities from a community-based advisory council.

Approved January 19, 1993
Last review: 2010
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