3/21/2017 12:34 PM Page 1 of 41 SECTION K: School-Community Relations Section K Policy Title Adopted / Revised Date Duplicate KA School-Community Relations Goals January 14, 2013 KB Public Information Program January 14, 2013 KBA Public’s Right to Know September 12, 2016 KBA-E Public’s Right to Know January 14, 2013 KBCA News Releases January 14, 2013 KBCA-R News Releases January 14, 2013 KBCD Broadcasting and Taping of Board Minutes January 14, 2013 BDDJ KBE Tax Issues January 14, 2013 FD KC Community Involvement in Decision Making January 14, 2013 ABA KD Public Participation at Board Meetings January 14, 2013 BDDH KD-R Public Participation at Board Meetings January 14, 2013 BDDH-R KF Community Instructional Resources January 14, 2013 KG Community Use of School Facilities April 13, 2015 KG-R Community Use of School Facilities January 14, 2013 KG-E Community Use of School Facilities September 12, 2016 KGB Public Conduct on District Property March 13, 2017 KGB-R Sportsmanship Policy and Guidelines January 14, 2013 KGBA Restricted Parking by the Public on District Property January 14, 2013 KGC Smoking on District Property January 14, 2013 KH Public Gifts to the District January 14, 2013 KI Public Solicitations in the Schools January 14, 2013 KJ Advertising in the Schools March 13, 2017 KK Visitors to the Schools January 14, 2013 KKA Recruiters to the Schools January 14, 2013 KL Public Complaints January 14, 2013 KLB Public Complaints about the Curriculum or Instructional Materials January 14, 2013 KLB-E Citizen’s Requests for Reconsideration of Library / Curriculum Materials January 14, 2013 KLD Public Complaints about District Personnel January 14, 2013 KM Relations with Community Organizations January 14, 2013 KMA Relations with Parent Organizations January 14, 2013 KMB Relations with Booster Organizations January 14, 2013
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3/21/2017 12:34 PM Page 1 of 41
SECTION K: School-Community Relations
Section K
Policy Title
Adopted /
Revised Date
Duplicate
KA School-Community Relations Goals January 14, 2013
KB Public Information Program January 14, 2013
KBA Public’s Right to Know September 12, 2016
KBA-E Public’s Right to Know January 14, 2013
KBCA News Releases January 14, 2013
KBCA-R News Releases January 14, 2013
KBCD Broadcasting and Taping of Board Minutes January 14, 2013 BDDJ
KBE Tax Issues January 14, 2013 FD
KC Community Involvement in Decision Making January 14, 2013 ABA
KD Public Participation at Board Meetings January 14, 2013 BDDH
KD-R Public Participation at Board Meetings January 14, 2013 BDDH-R
KF Community Instructional Resources January 14, 2013
KG Community Use of School Facilities April 13, 2015
KG-R Community Use of School Facilities January 14, 2013
KG-E Community Use of School Facilities September 12, 2016
KGB Public Conduct on District Property March 13, 2017
KGB-R Sportsmanship Policy and Guidelines January 14, 2013
KGBA Restricted Parking by the Public on District Property January 14, 2013
KGC Smoking on District Property January 14, 2013
KH Public Gifts to the District January 14, 2013
KI Public Solicitations in the Schools January 14, 2013
KJ Advertising in the Schools March 13, 2017
KK Visitors to the Schools January 14, 2013
KKA Recruiters to the Schools January 14, 2013
KL Public Complaints January 14, 2013
KLB Public Complaints about the Curriculum or Instructional
Materials
January 14, 2013
KLB-E Citizen’s Requests for Reconsideration of Library /
Curriculum Materials
January 14, 2013
KLD Public Complaints about District Personnel January 14, 2013
KM Relations with Community Organizations January 14, 2013
KMA Relations with Parent Organizations January 14, 2013
KMB Relations with Booster Organizations January 14, 2013
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SCHOOL-COMMUNITY RELATIONS GOALS
Staff members have a responsibility to promote good school-community relations. The school-community relations
program is directed by the Superintendent and is based upon the following principles:
1. The school-community relations program is a planned, systematic, two-way process of communications between
the District and the community.
2. The program may use media sources and other forms of communications available to effectively communicate
with the citizens and employees.
3. Communications with the public should promote involvement, objective appraisal and support.
4. Communications should be internal as well as external and provide factual, objective and realistic data.
5. The school communications program should be responsive both to events as they arise and to evaluations of the
program.
[Adoption date: January 10, 2000]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
LEGAL REFS.: ORC 3315.07
OAC 3301-35-03(J)
CROSS REFS.: AE, School District Goals and Objectives
KBA, Public’s Right to Know
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PUBLIC INFORMATION PROGRAM
Communication with the Public
It is the desire of the Board that two-way channels of communication be kept open at all times between the school system
and the people of the District. The Board will continually attempt to create and maintain schools that reflect the public’s
wishes and will do its best to keep the people informed of the affairs of the District.
To help achieve the above goals, the Board authorizes the Superintendent:
1. to prepare or guide the preparation of informational materials including newsletters, articles for periodicals,
newspapers and/or radio releases, special pamphlets and other assigned material and to maintain a close liaison with
mass media and publicity organizations;
2. to organize or assist in the development of speakers’ bureaus and speaking engagements with civic, PTA, church
and other groups;
3. to provide staff members with assistance and materials for working locally with educational meetings and in the
preparation of material for community and staff use;
4. to assist in coordinating work with civic and other groups which contribute to District values (science fair, art and
other exhibits, etc.) and
5. to serve as community relations counselor to the Board and to other staff members.
Media of Communications
The Board desires that all members of the community be kept wholly informed on the affairs of
the District. In maintaining good public relations, the community must be clearly and
objectively informed of the purposes, accomplishments, problems and needs of the schools. The
following media and organization shall be used to accomplish this:
1. newspaper releases
2. school newsletters
3. letters to parents on special topics
4. annual financial reports
5. public meetings
6. District Website
[Adoption date: January 10, 2000]
[Revised: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
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PUBLIC’S RIGHT TO KNOW
The Board supports the right of the people to know about the programs and services of their schools and makes efforts to
disseminate appropriate information. Each principal is authorized and expected to keep the school’s community informed
about the school’s programs and activities. The release of information of District-wide interest is to be coordinated by the
Superintendent.
Business of the Board is discussed and decisions are made at public meetings of the Board, except such matters required
to be discussed in private executive sessions.
The official minutes of the Board, its written policies, its financial records and all other public records are open for
inspection in the District Office during the hours when the administrative offices are open.
Each Board Member attends a public records training every term for which he/she is elected to public office. However,
the Board may, by resolution, designate one or more persons to attend public records training on its behalf. If so decided,
the Board appoints a designee whenever the composition of the Board changes.
The District may ask that the identity of an individual requesting information and the reason the information is sought be
in writing. The District first informs the requester that such disclosure is not mandatory, unless the request is for student
directory information. The District also informs the requester that providing such information in writing enhances the
District’s ability to identify, locate or deliver the records sought. The District may also ask that the request be put in
writing, but notifies the requester that it is not mandatory to do so.
Records pertaining to individual students and other confidential materials are not released for inspection. Only that
information deemed “directory information” may be released from an individual student’s file, and only after complying
with the regulations prepared by the administration for the release of such information. Student directory information is
not released for profit-making purposes or when the parents have affirmatively withdrawn their consent to release in
writing. Student records that consist of “personally identifiable information” generally are exempt from disclosure.
Any individual who wants to obtain a copy of a public record may request to have the record duplicated on paper, on the
same medium on which the record is kept or on any other medium that the Superintendent/designee determines
reasonable. If the request is ambiguous or overly broad, the District informs the requester of the manner in which records
are maintained and accessed in the ordinary course of business and allows the requester to revise the request.
All records responsive to the request are made available in a reasonable period of time. The District makes the requester
aware of any information that is exempt from disclosure requirements by notifying the requester of any redacted
information or by making redactions in a plainly visible manner. If a public records request is denied, the District
provides an explanation with legal authority for the denial of the request. This explanation is provided in writing if the
request is made in writing or if the Superintendent/designee determines written explanation is necessary.
The Superintendent/designee transmits the information sought by mail or by any other means of delivery requested, if the
method is reasonably available. The number of requests physically sent by mail or another delivery service to any one
person may be limited to 10 a month unless the person certifies, in writing, that neither the records nor the information in
them will be used for commercial purposes. If the District provides public records on a free and accessible website the
number of requests delivered in a digital format to any one person may be limited to 10 a month unless the records
requested are not provided on the website and the person certifies, in writing, that neither the records nor the information
in them will be used for commercial purposes.
A fee may be charged for copies and/or delivery. The District may require the fee charged for copies and/or delivery be
paid in advance.
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The Board’s public records policy is posted in a conspicuous location in the District Office and in all other District
buildings and employee handbooks provided by the District. The policy is distributed directly to the records custodian
and receipt of the policy by the custodian is acknowledged. A copy of the records retention schedule is maintained and
readily available to the public in the District Office.
[Adoption date: January 10, 2000]
[Revised date: September 10, 2001]
[Revised date: April 9, 2007]
[Reviewed: November 11, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
[Revised: September 12, 2016]
LEGAL REFS.: Family Educational Rights and Privacy Act; 20 USC, Section 1232g
ORC 121.22
149.011; 149.35; 149.381; 149.41; 149.43
3319.321
OAC 3301-35-03; 3301-35-04
CROSS REFS.: BDC, Executive Sessions
BDDG, Minutes
EHA, Data and Records Retention
GBL, Personnel Records
GBS, Health Insurance Portability and Accountability ACT (HIPAA)
IGBA, Programs for Disabled Students
JO, Student Records
KA, School-Community Relations Goals
KKA, Recruiters in the Schools
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PUBLIC RECORDS REQUESTS
“Public Records”:
Document the organization, function, policies, decisions, procedures, operations or activities of the school district
Are stored on a fixed medium
Are created, received by, or come under the jurisdiction of the school district
Public Records Requests Accepted Monday-Friday, 8 A.M. - 4 P.M., Except Holidays
Requests are made to the Superintendent or Treasurer at the LU-T District Office
Any person may inspect public records at no cost
Copies of public records may be requested, at a cost of ten cents per copy or two dollars per data disk (due at
time of pick-up or prior to mailing)
The requester must pre-pay postage if records are to be mailed
Public Records Requests Will Be Fulfilled Promptly
Records housed off-site, requiring redaction, clarification or legal opinion will be provided in a reasonable period
of time; generally within three days
Records prohibited from release by state or federal law, such as student education records, or records otherwise
protected by the Family Education Rights and Privacy Act of 1974 will not be disclosed
[Adopted: March 10, 2008]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
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NEWS RELEASES
The District is a public institution endeavoring to serve the educational needs of the community. It is important that
information be disseminated concerning school activities and problems. The Superintendent develops procedures to
provide wide coverage and to coordinate publicity which enhances the image of the District.
LEGAL REF.: OAC 3301-35-03(J)
CROSS REFS.: EBD, Crisis Management
EBDA, Suicide Intervention
[Adoption date: January 10, 2000]
[Reviewed: November 11, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
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NEWS RELEASES
The procedures regarding news releases are as follows:
1. The Board President is the official spokesperson for the Board, except as this duty is delegated to the
Superintendent or another Board member.
2. News releases which are of a District-wide nature or pertain to established Board policy are the responsibility of
the Superintendent or a designated member of the administrative staff.
3. News releases which are of concern to only one school, or to an organization of one school, are the responsibility
of the principal of that particular school.
4. The Board expects the administration to maintain a vital and effective link with the media sources of the
community. This includes a variety of forms and forums. This effort is directed by the Board President or his/her
designee.
[Adoption date: January 10, 2000]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
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BROADCASTING AND TAPING OF BOARD MEETINGS
Photographic and electronic audio and video broadcasting and recording devices may be used at regular and special Board
meetings legally open to the public according to the following guidelines:
1. Photographs, broadcasting and recordings of meetings are permitted only when all parties involved have been
informed that cameras, broadcasting and/or recording devices are being used.
2. Persons operating cameras, broadcasting and/or recording devices must do so with a minimum of disruption to
those present at the meeting. Specifically, the view between Board members and the audience must not be
obstructed, interviews must not be conducted during the meeting and commentary is to be given in a manner that
does not distract Board members or the audience.
3. The Board has the right to halt any recording that interrupts or disturbs the meeting.
The Board may make the necessary arrangements to have audio recordings of all regular meetings and any special
meeting that it deems appropriate.
[Adoption date: January 10, 2000]
[Reviewed: October 11, 2010]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
LEGAL REFS.: U.S. Const. Amend. I
ORC 121.22
2911.21
2917.12
2921.31
3313.20
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TAX ISSUES
The Board examines financial needs in advance of any levy or bond elections. The Board provides the public with
information on school building needs and on levy and bond elections. It does not use District funds to promote approval
of school-related tax issues.
Tax reduction factors are considered in coordination with the sexennial property appraisal in affected district counties. In
considering a potential tax issue, the Board examines all legal options to obtain additional revenue.
[Adoption date: January 10, 2000]
[Reviewed: July 11, 2011]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
LEGAL REFS.: Ohio Const. Art XII, ¶ 2, ¶ 5
ORC Chapter 133
311.21; 3313.46; 3315.07; 3501.01
Chapter 5705; 5748.01
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COMMUNITY INVOLVEMENT IN DECISION MAKING
Community participation in the schools is essential to promote and maintain the quality of education for all
students. The Board believes that the best interests of the District are served when citizens and school staff
work together toward school improvement.
In addition to electing fellow citizens to represent them on the school board, all citizens may express ideas,
concerns and judgments about the schools to the administration, to the staff, to any appointed advisory bodies
and ultimately to the Board. Ideas should be addressed to the responsible individual in an appropriate fashion.
Residents may be invited by the Board to act as advisors, individually and in groups (i.e. Strategic Planning
Committee, Booster Groups, etc.) in such areas as:
1. clarifying general ideas and attitudes held by residents in regard to the schools;
2. developing Board policies under which the school system is to be managed;
3. establishing administrative arrangements and regulations designed to help implement these policies;
4. determining the special services to be provided for students;
5. evaluating the extent to which these services are being achieved by present policies and/or
6. solving a specific problem or set of closely related problems about which a decision must be made.
The Board gives consideration to the advice it receives from individuals and community groups. Final authority
for all decisions rests with the Board.
[Adoption date: January 10, 2000]
[Revised: March 12, 2007]
[Reviewed: October 11, 2010]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
LEGAL REF.: OAC 3301-35-03(J)
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PUBLIC PARTICIPATION AT BOARD MEETINGS
All meetings of the board and board-appointed committees are open to the public. Delegations or individuals are
welcome at board meetings, subject to the following regulations designed to expedite deliberations and provide for full
consideration of problems and questions:
A. Establish appointment to present communications or petitions to the board three working days before the board
meeting.
B. Submit communications in writing at the time of requesting an appointment so that they may be duplicated and
given to board members in the agenda materials.
C. Limit presentations to 30 minutes with additional time to be granted by a vote of the majority of the Board. Each
individual will be allotted three minutes until the total time of 30 minutes is used.
D. Only upon the request of the board members will communications from the public be read aloud at the board
meetings. These communications will be read by the board president, unless it is in violation of board policy.
Such violation will be determined through consultation between the board president or treasurer and the
superintendent.
E. Each person addressing the Board shall give his/her name, address, and who they represent. If several people
wish to speak, each person is allotted three minutes until the total time of 30 minutes is used. During that period,
no person may speak twice until all who desire to speak have had the opportunity to do so. Persons desiring more
time should follow the procedure of the Board to be placed on the regular agenda. The period of public
participation may be extended by a vote of the majority of the Board.
F. The board will take questions and problems under advisement and issue responses after due deliberations, usually
at the next meeting.
G. If questions or problems relate to personnel, the Board will go into executive session to receive such
presentations.
Board agendas are available to all those who attend board meetings. The section on the agenda for public participation
shall be indicated. Noted in each agenda shall be a short paragraph outlining the board policy on public participation at
board meetings.
[Adoption date: January 10, 2000]
[Revised: October 9, 2000]
[Revised: April 9, 2001]
[Reviewed: October 11, 2010]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
LEGAL REFS.: ORC 121.22
3313.20
CROSS REFS.: BCE, Board Committees
BD, School Board Meetings
BDDB, Agenda Format
BDDC, Agenda Preparation and Dissemination
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PUBLIC PARTICIPATION AT BOARD MEETINGS
Delegations or individuals are welcome at Board meetings, subject to the following regulations designed to expedite
deliberations and provide for full consideration of problems and questions.
1. Individuals or delegations wishing to present petitions or communications to the Board shall do so in the
following manner:
A. Establish appointment to present communications or petitions to the Board by Monday before the Board
meeting.
B. Submit communications and petitions in writing at the time of requesting an appointment so that they
may be duplicated and given to Board members in the agenda materials.
C. Limit presentations to 10 minutes with additional time to be granted at the discretion of the President.
2. Only upon the request of the Board members shall such materials be read aloud at the
Board meetings. Communications which are thus handled shall be read by the Board President, except where
such communications are in violation of Board policy. Such violation will be determined through consultation
between the Board President or Treasurer and the Superintendent.
3. Delegates shall indicate whom they represent and may be asked to comment on their
questions or problems.
4. The Board will take questions and problems under advisement and issue responses after
due deliberations, usually at the next meeting.
5. If questions or problems relate to personnel, the Board may go into executive session to receive such
presentations.
[Adoption date: January 10, 2000]
[Reviewed: November, 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
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COMMUNITY INSTRUCTIONAL RESOURCES
Helping each student develop to his/her full potential and to become a citizen contributing to the welfare of the
community are important objectives of the District’s educational program. The Board encourages administrative and
instructional personnel to rely on the community as one of its educational resources. The administration directs a
community instructional resource program designed to involve the citizens, institutions and environment of our
community in the education of its children.
The Superintendent has supervisory control over the community resources program, which includes the school volunteer
service. Members of the staff and of the community are encouraged to offer their ideas and services through the channels
which the administration develops.
The Superintendent reports to the Board on the involvement and effectiveness of the community resources program.
[Adoption date: January 10, 2000]
[Reviewed: October 11, 2010]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
LEGAL REFS.: ORC 3313-35-03(J)
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COMMUNITY USE OF SCHOOL FACILITIES PREMISES
(Equal Access)
Although the basic purpose of public school premises is to provide the youth of the community a sound educational
program, the complete function of education is not achieved until the school premises are made to serve the entire
community. To accomplish this objective, when school premises are not in use for school purposes, the Board shall, upon
payment of the prescribed fee and subject to the requirements of applicable regulations, permit the use of school premises
for auxiliary, educational, recreational, cultural, civic, social, religious or other Board-approved purposes.
[Adoption date: January 10, 2000]
[Revised: August 8, 2005]
[Revised: March 12, 2007]
[Reviewed: November 14, 2011]
[Revised: December 12, 2011]
[Reviewed: January 14, 2013]
[Revised: April 8, 2013]
[Revised: April 13, 2015]
LEGAL REFS.: ORC 3311.215
3313.74; 3313.75; 3313.76; 3313.79
4303.26
Title VIII, & 801
CROSS REFS.: KGB, Public Conduct on District Property
KI, Public Solicitations in the Schools
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COMMUNITY USE OF SCHOOL FACILITIES
All requests for the use of facilities by any outside organization wishing to use the buildings after school hours are to be
made through the office of the principal of the building requested. The principal will forward the request to the
appropriate supervisors and/or the athletic director, and then to the superintendent for final approval.
1. Smoking shall be limited to such areas designated by the school authorities outside of any school
building.
2. There shall be no heroin, marijuana, LSD or any other habit-forming drugs or agents that produce
hallucinations, mistaken notions or fancies on the school grounds at any time except for a person taking
them under a doctor’s prescription.
3. There shall be no alcoholic liquors or beverages brought to or consumed in the buildings or on the
grounds.
4. Putting up decorations or scenery or moving pianos or other furniture is prohibited unless special
permission is granted.
5. The applicant is held responsible for the preservation of order.
6. When cafeteria facilities are required, a school cook must be employed.
7. Arrangements for all electrical equipment shall be under the control of the Board or its representative.
8. The Board or its representative must have free access to all rooms at all times.
The auditorium, gymnasium or any other room used by the applicant will be examined carefully after use by a
building services employee. The applicant agrees to promptly make good any loss or damage occurring during
the applicant’s use of said room or rooms.
10. The right to refuse any group usage or to revoke a permit at any time is reserved by the school authorities.
11. No reservation will be made until the application and deposit, if applicable, is returned and approved by
the Superintendent.
12. Scheduled charges shall always prevail, regardless of the organization involved, where a charge is made
for admission. The sole exception to this rule shall be school-connected groups such as boosters groups.
13. The gymnasium may not be used for athletic purposes unless the participants are wearing gym shoes.
Guidelines for Land Lab Use by Out of School Groups
The E. N. Sands Memorial Land Laboratory was donated to the District with the understanding that its natural
setting be preserved in order to provide educational and recreational experiences for the people of the community.
The following guidelines will be followed:
1. Use will be granted to community groups from the Baltimore area.
2. Private individuals may use the facility for research purposes if permission has been granted by the
Superintendent.
3. Reservations for use must be made at least one week in advance. The current “Application for Use of
School Building” request form should be filled out. Priority Group D per Board exhibit KG-E will be charged a
rental fee of $50 for each day’s use. A building services employee will be responsible for checking the facility
immediately after use.
4. There shall be no damage to or removal of any part of the natural environment (e.g., chopping trees,
collecting wildflowers, hunting, digging).
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4. There shall be no damage to or removal of any part of the natural environment (e.g., chopping trees,
collecting wildflowers, hunting, digging).
5. All youth groups must have one adult supervisor for every 10 children. Youth groups must be out of
the land lab by dark.
6. Only cooking fires will be built.
The Superintendent is responsible for scheduling groups and activities both outside and within the District.
[Approval date: January 10, 2000]
[Revised: August 8, 2005]
[Reviewed: November 14, 2011]
[Reviewed: December 12, 2011]
[Reviewed: January 14, 2013]
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COMMUNITY USE OF SCHOOL FACILITIES
(Equal Access)
School Rental Fees
Application
Application must be made on the “Application for Use of School Facility” form and be submitted to the principal of the
building being requested. The principal will forward the request to the appropriate supervisors and/or the athletic director,
and then to the superintendent for final approval. The application must name the sponsoring group or individual, facility
to be used, purpose and date of use. Applications for use of school facilities during the summer months may be refused
because of cleaning and maintenance. Applications are to be submitted one week or more in advance of the function and
the building rental fee and/or deposit must accompany the application form.
Priority of Use and Grouping:
Group A Regular or annual meetings of school-affiliated groups, who work in the capacity of service to the
schools, and those who are offering voluntary service to children who are in school attendance -
(Example: School Classes, Booster Clubs, 4-H, Scouts, etc.)
This group shall have the use of school facilities free of rental and service charge unless the activity is
scheduled at a time when a custodian is not on duty or cleanup is required. If a custodian or school
employee is to be in attendance beyond the regular workday or week, the group must pay the hourly rate
of pay for such employee.
Group B School-affiliated groups (same as A) that schedule activities open to the general public - (This includes