4000—PUBLIC INFORMATION PROGRAM

Public Information Program

The district will strive to maintain effective two-way communication channels with the public. Such channels will enable the board and staff to interpret the school’s performance and needs to the community and provide a means for citizens to express their needs and expectations to the board and staff.

The superintendent will establish and maintain a communication process within the school system and between it and the community. Such a public information program will provide for a district annual report, news releases at appropriate times, news media coverage of district programs and events, and regular direct communication between individual schools and the community members they serve. The public information program will also assist staff in improving their skill and understanding in communicating with the public.

Community opinion may be solicited through parent organizations, parent-teacher conferences, open houses and other such events or activities which may bring staff and citizens together. At times, board meetings may be scheduled at neighborhood schools. Survey

instruments and/or questionnaires may be developed in order to gain a broad perspective of community opinion.

The board is a nonpartisan public body and as such will not endorse political candidates. Neither staff nor students will be asked to disseminate campaign materials from the schools nor will any of the district’s facilities or communications services be used to disseminate such material.

The superintendent will identify staff who have significant public information responsibilities and establish guidelines for their work. The guidelines will address such matters as authority for making releases and the nature and content of bulletins to parents.

Staff Communications with the Public

Staff share the responsibility for communicating and interpreting the district mission, its policies, programs, goals and objectives to members of the community in a way that is consistent with Board and administrative goals. Staff will perform their services and functions to the best of their ability and communicate with members of the community, parents, students and other staff in a sincere, courteous and considerate manner. It is not the role of staff to communicate to the public their dissatisfaction with district policy, procedures or other staff members. Such dissatisfaction is to be dealt with in accordance with Policy 5270 and pertinent negotiated agreements. Staff will strive to develop and maintain cooperative school-community relations and to achieve the understanding and mutual respect that are essential to the success of the district.

Confidential information about students or other staff will be released only as permitted by statute and district policies and procedures.

Collection Of Disciplinary Data

The district will collect data on student disciplinary actions taken in each school, and the information will be available to the public on request. This information may not be personally identifiable, and will not include a student’s name, address or social security number.

District Annual Report

An annual report addressing the activities of the school district and the administration’s recommendations for improvement of student learning and district operations will be prepared by the superintendent and presented to the board as soon as possible after the close of each school year. Upon board approval, the report will be made available to the public and used as one means for informing parents and community members, the Office of the Superintendent of Public Instruction, and other districts in the area, of the programs and conditions of the district’s schools. The district is required to ensure awareness of and compliance with certain statutory requirements as specified in model policy 2106, Program Compliance. When the district is not in compliance, such deviations will be incorporated into the annual report.

Cross Reference: Board Policy 2106 Program Compliance Board Policy 4020 Confidential Communications

Legal References: RCW 28A.150.230 Basic education act — District school directors’ responsibilities

Management Resources: Policy News, October 2011 Policy Manual Revisions

Adoption Date: 12/12/11 Raymond School District #116

4000P—PUBLIC INFORMATION PROGRAM

Principals are encouraged to initiate media coverage of their school programs and activities. The superintendent shall authorize the release of information when the topic being covered involves more than one building. The following guidelines relate to the public information program:

A. Media representatives shall be supplied factual information with the request that they not publish or broadcast any facts which are injurious to staff or students or which would serve no constructive purpose.

B. Media representatives should be kept fully informed on all aspects of the program so that any reporting shall be done on the basis of a complete and accurate overview.

C. Student should be informed that they have the right to deny an interview or photograph. A release form signed by a parent shall be secured before allowing an individual to photograph and conduct an interview that would “single out” any special education student or identify a student whose parents have signed a form to withhold directory information.

D. During regular school hours, all media representatives must report to the building office for identification and authorization before going to any part of the building or contacting any individual.

E. Staff members shall secure authorization from the principal before contacting the media on behalf of the school. This shall not preclude a staff member from contacting the media as a private individual.

Annual District Report

The Annual District Report shall include but not be limited to: A. Criteria used for staff evaluations;

B. A summary of the student performance towards Washington State Essential Learning Requirements;

C. Results of district-wide achievement testing;

D. Budget information, including student enrollment, classroom staff, support staff, administrative staff, and special levy expenditures.

4010—STAFF COMMUNICATIONS RESPONSIBILITY

Staff share the responsibility for communicating and interpreting the district mission, its policies, programs, goals and objectives to members of the community. Staff shall perform their services and functions to the best of their ability and communicate with members of the community, parents, students and other staff in a sincere, courteous and considerate manner. Staff shall strive to develop and maintain cooperative school community relations and to achieve the understanding and mutual respect that are essential to the success of any organization.

Confidential information about students or other staff shall be released only as permitted by statute and district policies and procedures.

Cross Reference: Board Policy 4020 Confidential Communications

Adoption Date: 10/27/98 Raymond School District #116

4020—CONFIDENTIAL COMMUNICATIONS

The board recognizes that school staff must exercise a delicate balance regarding the treatment of information that was revealed in confidence. A staff member may, in his/her professional judgment, treat information received from a student as confidential while at other times decide to disclose what was learned to the school administration, law enforcement officers (including child protective services), the county health department, other staff members or the student’s parents. The staff member should advise the student regarding the limitations and restrictions regarding confidentiality. The student should be encouraged to reveal confidences to his/her parents. If the staff member intends to disclose the confidence, the student should be informed prior to such action.

The following guidelines are established to assist staff members in making appropriate decisions regarding confidential information and/or communications:

A. Information contained in the student’s cumulative record folder is confidential and is only accessible through the custodian of student records. Information secured through the authorization of the records custodian shall remain confidential and be used only for the purpose that its access was granted.

B. While certain professionals may have a legal confidential relationship as in attorney-client communications, school staff members including counselors (except licensed psychologists) do not possess a confidentiality privilege.

C. A staff member is expected to reveal information given by a student when there is a reasonable likelihood that a crime has or will be committed, (e.g., child abuse, sale of drugs, suicidal ideation).

D. A staff member shall exercise professional judgment regarding the sharing of student disclosed information when there is reasonable likelihood that the student’s welfare may be endangered.

E. If district officials determine there is a specific threat to the health or safety of a student or any other individual, it may disclose otherwise confidential student information to appropriate parties, as allowed by the Family Educational Rights and Privacy Act (FERPA).

F. A staff member is encouraged to assist the student by offering suggestions regarding the availability of community services to assist a student in dealing with personal matters, (e.g. substance abuse, mental illness, sexually-transmitted diseases, pregnancy). The staff member should encourage the student to discuss such matters with his/her parents. Staff members are encouraged to discuss problems of this nature with the school principal prior to making contact with others.

Cross References: Board Policy 2140 Guidance and Counseling Board Policy 2121 Drug and Alcohol Use/Abuse Program Board Policy 3231 Student Records Board Policy 4040 Public Access to District Records Board Policy 5260 Personnel Records

Legal References: RCW 26.44.030 Reports — Duty and authority to make — Duty of receiving agency

Adoption Date: 04/22/10 Raymond School District #116

4040-PUBLIC ACCESS TO DISTRICT RECORDS

Consistent with Washington State law, the Board is committed to providing the public full access to records concerning the administration and operations of the District. Such access promotes important public policy, maintains public confidence in the fairness of governmental processes, and protects the community’s interest in the control and operation of its common school district. At the same time, the Board desires to preserve the efficient administration of government and acknowledges the privacy rights of individuals whose records may be maintained by the District. This policy and the accompanying procedure are intended to facilitate access to school district records without compromising operational efficiency or privacy rights.

As used in this policy and the accompanying procedure, “school district records” is a broad term that includes any writing containing information relating to the conduct of the District or the performance of any District governmental or proprietary function prepared, owned, used, or retained by the District regardless of physical form or characteristics. A “writing” as used in this policy and procedure is likewise a broad term that means any handwriting, typewriting, printing, photocopying, photographing, or other means of recording any form of communication or representation.

Included within these definitions are digital and electronic forms of communication, including emails, texts or messages through any medium or application, pages, postings and comments from any District operated or District-sponsored website. The District will retain public records in compliance with state law and regulations.

The definition of “school district records” does not include records that are not otherwise required to be retained by the District and are held by volunteers who do not service in an administrative capacity, have not been appointed by the District to a District board, commission, or internship, and do not have a supervisory role or delegated District authority.

Because of the tremendous volume and diversity of records continuously generated by a public school district, the Board has declared by formal resolution that trying to maintain a current index of all of the District’s records would be impracticable, unduly burdensome, and ultimately interfere with the operational work of the District. Additionally, the Board hereby finds that it would be unduly burdensome to calculate the costs of producing public records, given the multiple different electronic and manual devices used to produce public records, as well as the fluctuating costs of District supplies and labor.

The Superintendent will develop—and the Board will periodically review—procedures consistent with state law that will facilitate this policy. The Superintendent will also appoint a Public Records Officer who will serve as a point of contact for members of the public who request the disclosure of public records. The Public Records Officer will be trained in the laws and regulations governing the retention and disclosure of records, and shall oversee the District’s compliance with this policy and state law.

Cross References: 3231 – Student Records

Legal References: Chapter 5.60 RCW WITNESSES — COMPETENCY Chapter 13.04.155(3) RCW Notification to school principal of conviction, adjudication, or diversion agreement — Provision of information to teachers and other personnel — Confidentiality. Chapter 26.44.010 RCW Declaration of purpose. Chapter 26.44.030(9) RCW Reports — Duty and authority to make — Duty of receiving agency — Duty to notify — Case planning and consultation — Penalty for unauthorized exchange of information — Filing dependency petitions — Investigations — Interviews of children — Records — Risk assessment process. Chapter 28A.605.030 RCW Student education records — Parental review — Release of records — Procedure. Chapter 28A.635.040 RCW Examination questions — Disclosing — Penalty. Chapter 40.14 RCW Preservation and destruction of public records Chapter 42.17A RCW Campaign Disclosure and Contribution Chapter 42.56 RCW Public Records Act WAC 392-172A Rules for the provision of special education Public Law 98-24, Section 527 of the Public Health Services Act, 42 USC 290dd-2 20 U.S.C. 1232g Federal Education Rights Privacy Act (FERPA) 20 U.S.C. 1400 et. seq. Individuals with Disabilities Education Act (IDEA) 42 U.S.C. 1758(b)(6) 34 CFR Part 300—ASSISTANCE TO STATES FOR THE EDUCATION OF CHILDREN WITH DISABILITIES 45 CFR Part 160—164—GENERAL ADMINISTRATIVE REQUIREMENTS, ADMINISTRATIVE REQUIREMENTS AND SECURITY AND PRIVACY

Management Resources: 2017 – July Issue 2015 – December Issue 2015 – April Issue 2012 – April Issue 2010 – February Issue Policy News, June 2006 Policy News, October 2005 Washington State Office of the Attorney General – Open Government Training Washington State Office of the Attorney General – Model Rules on Public Disclosure

Adoption Date: 10/26/17 Raymond School District #116

4040P-Public Access to District Records

PURPOSE OF THESE PROCEDURES AND GENERAL PRINCIPLES

These procedures have been established by the Superintendent and published pursuant to Board Policy 4040 and RCW 42.56.040 to explain the process for public access to school district records and to provide guidance in how the District will respond to such requests.

School district records relating to the conduct of operations and functions of the District that have been prepared, owned, used, or retained by the District in any format are, in fact, public records to which members of the public may request access consistent with this procedure.

When processing such requests, the District will provide the fullest assistance to the requestor and provide a response in the most timely manner possible.

DISTRICT PUBLIC RECORDS OFFICER

Public Records Officer

For the most timely and efficient response, requests for school district records should be directed in writing to the Public Records Officer listed below, whose responsibilities include serving as a point of contact for members of the public in this process and overseeing the District’s compliance with the Washington Public Records Act, Chapter 42.56 RCW, and Policy 4040.

The current Public Records Officer of the District may be reached at the District’s Central Administrative Building as follows:

Superintendent

360-942-3415, option 4

360-942-3416

superintendent@raymondk12.org

Information regarding contacting the Public Records Officer is also available at the District website at raymondk12.org.

Public Records Officer Training

Consistent with state law, the Public Records Officer shall complete trainings related to the Washington Public Records Act and public records retention no later than ninety (90) days after assuming the responsibilities of the Public Records Officer. After the initial training(s), the Public Records Officer must complete refresher training at intervals of no more than four years as long as he or she remains the District’s Public Records Officer. Training must address particular issues related to the retention, production, and disclosure of electronic documents, including updating and improving technology information services.

AVAILABILITY OF PUBLIC RECORDS

Hours for Inspection

Public records are available for inspection and copying during normal business hours of the District, Monday through Friday, 8:00 a.m. to 5:00 p.m., during the school year, and 8:00 a.m. to 4:30 p.m., on days school is not in session, excluding legal holidays. Records must be inspected at the offices of the District.

Organization of Records

The District will maintain its records in a reasonable, organized manner and take reasonable actions to protect records from damage and disorganization. A requestor shall not take District records from District offices without the permission of the Public Records Officer or designee. During the inspection of records, a District employee will typically be present to protect records from damage or disorganization.

The District will also maintain a log of public records requests that have been submitted to and processed by the District. This log shall include, but not be limited to, the following information for each request: The identity of the requestor if provided, the date the request was received, the text of the original request, a description of the records produced in response to the request, a description of the records redacted or withheld and the reasons therefor, and the date of the final disposition of the request.

Information Online

A variety of records and information are available on the District website at [INSERT WEB ADDRESS] Requestors are encouraged to view the documents available on the website prior to submitting a records request.

MAKING A REQUEST FOR PUBLIC RECORDS

Request to Public Records Officer

Any person wishing to inspect or copy public records of the District shall make the request in person during the District’s normal office hours, or in writing by letter, fax, or email addressed to the Public Records Officer and including the following information:

Name, address, telephone number, and email address of requestor; Identification of the public records adequate for the Public Records Officer or designee to locate the records; and

The date the request is submitted to the District.

Identifiable Records

A request under the Washington Public Records Act, Chapter 42.56 RCW and District Policy 4040 must seek an identifiable record or identifiable records. A request for all or substantially all of the records prepared, owned, used, or retained by the District is not a valid request for identifiable records. General requests for information from the District that do not seek identifiable records are also not covered by Policy 4040. A request for all records discussing a particular topic or containing a particular keyword or name will not be considered a request for all of the District’s records.

Requesting Electronic Records

The process for requesting electronic public records is the same as for requesting paper public records. However, to assist the District in responding to a request for electronic records, a requestor should provide specific search terms that will allow the Public Records Officer or designee to locate and assemble identifiable records responsive to the request.

Creating New Records

The District is not obligated by law to create a new record to satisfy a records request for information. The District may choose to create a record depending on the nature of the request and the convenience of providing the information in a new document, such as when data from multiple locations is requested and can be more easily combined into a single new record.

Copies of Records

If the requestor wishes to have copies of the records made instead of inspecting them, he or she shall make this clear in the request and make arrangements to pay for copies of the records or a deposit.

Requests Not in Writing

The Public Records Officer or designee may accept informal requests for public records by telephone or in person. To avoid any confusion or misunderstanding, however, requestors should be mindful that a request reduced to writing is always the preferred method. If the Public Records Officer or designee receives a request by telephone or in person, the Public Records Officer will confirm his or her understanding of the request with the requestor in writing.

PROCESSING OF PUBLIC RECORDS REQUESTS

Order of Processing Requests

The District will typically process requests in the order received. However, requests may also be processed out of order if doing so allows the most requests to be processed in the most efficient manner.

Central Review

Records requests not made to the Public Records Officer of the District will be forwarded by building level administrators, program administrators, or other staff receiving the request to the Public Records Officer for processing.

Five-Day Response

Within five (5) business days of receipt of a request, the Public Records Officer will do one or more of the following:

1. Provide copies of the record(s) requested or make the record available for inspection—or, in the alternative, provide an internet address and link to the District’s website where the specific record can be accessed (provided that the requestor has not notified the District that he or she cannot access the records through the internet) ; or

2. Acknowledge that the District has received the request and provide a reasonable estimate of the time it will require to fully respond; or 3. Acknowledge that the District has received the request, and ask the requestor to provide clarification for a request that is unclear, while providing to the greatest extent possible a reasonable estimate of the time the District will require to respond to the request if it is not clarified; or

4. Deny the request (although no request will be denied solely on the basis that the request is overbroad).

If the requestor fails to respond to the District’s request for clarification within 30 days and the entire request is unclear, the District may close the request and not further respond to it. If the requestor fails to respond to the District’s request for clarification within 30 days, and part of the request is unclear, the District will respond to the portion of the request that is clear and may close the remainder of the request. In unusual circumstances, the District may also seek a court order enjoining disclosure pursuant to law.

The District may deny a bot request that is one of multiple requests from the requestor within a twenty-four hour period if the District establishes that responding to the multiple bot requests would cause excessive interference with the District’s other essential functions. The District may deem a request to be a bot request when the District reasonably believes the request was automatically generated by a computer program or script.

If the District does not respond in writing within five business days of receipt of the request for disclosure, the requestor should contact the Public Records Officer to determine the reason for the failure to respond.

Purpose of Request

The District may inquire into the purpose for which a record is requested and may use the answer to aid in gathering responsive records and determining whether the public has a legitimate interest in obtaining the information. However, a requester is not required to provide a purpose and the District may not decline to furnish the records solely because the requester refuses to furnish a purpose for the request.

Protecting Rights of Others

In the event that the requested records contain information that may affect rights of others and may be arguably exempt from disclosure, the Public Records Officer may, prior to providing the records, give notice to such others. The notice may make it possible for the others to contact the requestor and ask him or her to revise the request, or, if necessary, seek a court order to prevent or limit the disclosure. The notice to the affected persons may also include a copy of the request.

Records Exempt from Disclosure

Some records are exempt from disclosure, in whole or in part, under a specific exemption contained in chapter 42.56 RCW or another statute which exempts or prohibits disclosure of specific information or records.

If the District believes that a record is exempt from disclosure and should be withheld, the Public Records Officer will state in writing the specific exemption (and statutory section) which applies and provide a brief explanation of how the exemption applies to the record being withheld or redacted. This exemption and explanation will be provided to the requestor in a withholding index or log.

If only a portion of a record is exempt from disclosure, but the remainder is not exempt, the Public Records Officer will redact the exempt portions, provide the nonexempt portions, and indicate to the requestor why portions of the record are being redacted in the withholding index or log.

List of Laws Exempting or Prohibiting Disclosure

Pursuant to RCW 42.56.070 (2), these rules contain a list of laws—other than those specifically listed in the Washington Public Records Act, Chapter 42.56 RCW—which may exempt disclosure of certain public records or portions of records. The District has identified the following laws:

• The Family Educational and Privacy Rights Act (FERPA), 20 USC § 1232g (regarding student educational records);

• Washington State Student Education Records Law, RCW 28A.605.030;

• The Individuals with Disabilities Education Act (IDEA), 20 U.S.C. § 1400 et. seq. and 34 C.F.R. Part 300 (protecting the

confidentiality of personally identifying information contained in student records of students with disabilities).

• Privileged communications and attorney work product, such as set forth in Chapter 5.60 RCW;

• Criminal Records Privacy Act (CRPA), Chapter 10.97, RCW; • Information on students receiving free or reduced lunch, 42 USC § 1758(b)(6);

• Health Insurance Portability and Accountability Act (HIPAA), 45 CFR parts 160-164 (regarding health care information privacy and security);

• Abuse of Children – Protection and Procedure, RCW 26.44.010; RCW 26.44.030(9);

• Notification of Juvenile Offenders, RCW 13.04.155(3); • Examination question for teachers or pupils prior to the examination, RCW 28A.635.040;

• Public Law 98-24, Section 527 of the Public Health Services Act, 41 USC § 290dd-2 (confidentiality of alcohol and drug abuse patient records);

• United States and Washington Constitutional provisions including, but not limited to, the right of privacy and freedom of association. In addition to these exemptions, RCW 42.56.070 (9) prohibits providing access to lists of individuals requested for commercial purposes, and the District may not do so unless specifically authorized or directed by law.

The above list is for informational purposes only and is not intended to cover all possible exemptions from the public records law. The above list includes only exemptions which may be in addition to those set forth in Chapter 42.56 RCW. Under appropriate circumstances, the District may rely upon other legal exemptions which are not set forth above or contained within the public disclosure law.

Inspection of Records

Consistent with other demands, and without unreasonably disrupting District operations, the District shall promptly provide for the inspection of nonexempt public records. No member of the public may remove a document from the viewing area without the permission of the Public Records Officer, nor may he or she disassemble or alter any document. The requestor shall indicate which documents he or she wishes the District to copy. There is no cost to inspect District records.

Providing Copies of Non-electronic Records

After inspection is complete, the Public Records Officer or designee shall make the requested copies or arrange for copying.

Providing Electronic Records

When a requestor requests records in an electronic format, the Public Records Officer or designee will provide the nonexempt records or portions of such records that are reasonably locatable in an electronic format that is used by the District and is generally commercially available, or in a format that is reasonably translatable from the format in which the District keeps the record.

Providing Records in Installments

When the request is for a large number of records, the Public Records Officer or designee has the right to provide access for inspection and copying in installments. If, within thirty (30) days, the requestor fails to inspect the entire set of records or one or more of the installments, the Public Records Officer or designee may stop searching for the remaining records and close the request as discussed further below.

Completion of Inspection

When the inspection of the requested records is complete and all requested copies are provided, the Public Records Officer or designee will indicate that the District has completed a diligent search for the requested records and made any located nonexempt records available for inspection.

Closing Withdrawn or Abandoned Request

The requestor must claim or review the assembled records within thirty (30) days of the District’s notification to him or her that the records are available for inspection or copying. The District should notify the requestor in writing of this requirement and inform the requestor that he or she should contact the District to make arrangements to claim or review the records. If the requestor or a representative of the requestor fails to claim or review the records within the thirty-day period or make other arrangements, the District may close the request and refile the assembled records.

When the requestor either withdraws the request or fails to fulfill his or her obligations to inspect the records or pay the deposit or final payment for the requested copies, the Public Records Officer will close the request and indicate to the requestor that the District has closed the request.

Later Discovered Documents

If, after the District has informed the requestor that it has provided all available records, the District becomes aware of additional responsive documents existing at the time of the request, it will promptly inform the requestor of the additional documents and provide them on an expedited basis.

COSTS OF PROVIDING RECORDS, WAIVER OF COSTS, AND AGREEMENTS REGARDING COSTS

Cost of Printed Copies and Mailing

The cost of providing photocopies or printed copies of electronic records is 15 cents per page. Alternatively, if the District determines and documents that the fees allowed under this procedure are clearly equal to, or more than, two dollars, the District may instead charge a flat fee of two dollars to provide the records. If the District charges a flat fee for the first installment, the District will not charge an additional flat fee or a per page fee for any subsequent installments. Payment may be made by cash, check, or money order payable to the District.

The District may also charge actual costs of mailing, including the cost of the shipping container or envelope.

The Public Records Officer or designee may require the payment of the remainder of the copying costs before providing all the records, or the payment of the costs of copying an installment before providing that installment.

If requested, the District will provide a summary of the applicable charges before any copies are made. The requestor will be allowed to revise the request in order to reduce the applicable charges.

Customized Service Charge

A customized service charge may be imposed if the District estimates that the request would require the use of information technology expertise to prepare data compilations, or to provide customized electronic access services when such compilations and customized

access services are not used by the District for other District purposes. The customized service charge may reimburse the District up to the actual cost of providing the services in this paragraph.

The District will not assess a customized service charge unless it has notified the requestor of the customized service charge to be applied to the request, including an explanation of why the customized service charge applies, a description of the specific expertise, and a reasonable estimate cost of the charge. The notice will also provide the requestor the opportunity to amend his or her request in order to avoid or reduce the cost of a customized service charge.

Cost for Electronic Records

The cost for providing electronic records is as follows:

1. Ten cents per page for public records scanned into an electronic format or for the use of District equipment to scan the records; 2. Five cents per each four electronic files or attachment uploaded to email, cloud-based data storage service, or other means of electronic delivery;

3. Ten cents per gigabyte for the transmission of public records in an electronic format or for the use of District equipment to send the records electronically; and

4. The actual cost of any digital storage media or device provided by the District, the actual cost of any container or envelope used to mail the copies to the requestor, and the actual postage or delivery charge.

The District will take reasonable steps to provide the records in the most efficient manner available to the District in its normal operations;

Alternatively, if the District determines and documents that the fees allowed under this procedure are clearly equal to, or more, than two dollars, the District may instead charge a flat fee of two dollars to provide the records. If the District charges a flat fee for the first installment, the District will not charge an additional flat fee or a per page fee for any subsequent installments.

The Public Records Officer or designee may also require the payment of the remainder of the copying costs before providing all the records, or the payment of the costs of copying an installment before providing that installment.

If requested, the District will provide a summary of the applicable charges before charges are imposed under this procedure. The requestor will be allowed to revise the request in order to reduce the applicable charges.

The District will not impose copying charges for access to or downloading of records that the District routinely posts on its website prior to the receipt of a request, unless the requestor has specifically requested that the District provide copies of such records through other means.

Deposits

Before beginning to make the copies, the Public Records Officer or designee may require a deposit of up to ten percent of the estimated costs of copying all the records selected by the requestor, including the cost of a customized service charge according to the provision above.

Waiver

The Public Records Officer may waive any charge assessed for a request. On behalf of the District, the Public Records Officer may also enter into any contract, memorandum of understanding, or other agreement with a requestor that provides an alternative fee arrangement to the charges authorized in this Procedure, or in response to a voluminous or frequently occurring request.

INTERNAL REVIEW OF DENIALS OF PUBLIC RECORDS

Petition for Internal Administrative Review of Denial of Access

Any person who objects to the initial denial or partial denial of a records request may petition in writing (including email) to the Public Records Officer for a review of that decision. The petition shall include a copy of or reasonably identify the written statement by the Public Records Officer or designee denying the request.

Consideration of Petition for Review

The Public Records Officer shall immediately consider the petition and shall either affirm or reverse the denial within two business days following the receipt of the petition, or within such other time as the District and the requestor mutually agree to.

REPORTING COSTS OF PRODUCING PUBLIC RECORDS

The District will provide the information specified in RCW Chapter 40.14 to the Joint Legislative Audit and Review Committee as required by law.

4050—Data Sharing with Local Tribes

The Raymond School Board desires to build community relationships with local tribes to increase cultural understanding and improve the success of tribal students within the Raymond School District/Public Schools.

The Board recognizes the need to evaluate and improve the academic progress of Native students attending public school in the District and improve compliance with the “Every Student Succeeds Act of 2016 (ESSA).” Student data analysis is a central tool in evaluating educational practices, tracking students’ academic performance, and developing school improvement plans and support services. Tribes need access to the education records of Native students so that they can monitor and analyze the needs and progress of their students and make data-driven decisions to improve education outcomes for Native students.

To that end, the Board authorizes the District to enter into data sharing Agreements with local tribes to work to close the opportunity gap, and increase the graduation level for our Native American students. The District will enter such agreements in the spirit of the Centennial Accord and Millennium Agreement with the State of Washington and as identified under ESSA.

Cross References: 3231 – Student Records 3235 – Protection of Student Personal Information

Legal References: Chapter 28A.604 RCW – Student User Privacy in Education Rights

Management Resources: 2020 – December Issue

Adoption Date: 2/25/21 Raymond School District #116

4050P

Data Sharing – Memorandum of Agreement [SAMPLE]

Between

Raymond School District

and

[insert name of local Tribe]

The [insert full name of local Tribe] is a federally-recognized tribe [modify or delete reference to federal recognition as accurate] with inherent sovereign rights, which pre-date the establishment of the United States, and that are secured under Indian treaties and agreements with the United States, and all other rights and benefits to which it is entitled under the laws and Constitution of the United States. The [insert name of Tribal Government and Reservation] is the tribe [modify as accurate i.e. “one of two tribes”] nearest the boundaries of the Raymond School District in Washington State. [Include the following if accurate.] Further, the Raymond School District serves students who attend one or more schools located on the reservation lands of the [insert full name of local Tribe].

This data sharing agreement (the Agreement) refers to the Raymond School District (the District) and the [insert name of local Tribe] (Tribe) collectively are “the Parties.” The [designate by title] of the Tribe and the Superintendent are each a signatory to this Agreement. I. Background

The Family Educational Rights and Privacy Act (FERPA) and its implementing regulations govern access to the “student education records” of children attending a school that receives federally administered funds, including public schools. The term “education records” is defined as those records that are: (1) directly related to a student; and (2) maintained by an educational agency or institution, or by a party acting for the agency or institution. Student education records includes attendance, grades, test scores, and other similar records. See 34 CFR § 99.3.

FERPA protects the privacy of students’ education records from public release. The general rule under FERPA is that the “personally identifiable information,” defined in FERPA at 34 C.F.R. § 99.3, in student educational records cannot be disclosed without written consent from the parent/guardian or eligible student, such as a student 18 years old or older. “Disclose” or “disclosure” means the release, transfer, or other communication of personally identifiable information contained in education records by any means, including oral, written, or electronic means, to any party except the party that provided or created the record. 34 C.F.R. § 99.33.

FERPA generally provides federal, state, and local education agencies access to student records and other personally identifiable information kept by educational institutions without the advance consent of parents/ guardian or students. However, FERPA does not include tribes or tribal education agencies (TEAs) as among the governmental entities eligible to obtain student data without advance parental/guardian consent.

This omission of tribes from access to student education records under FERPA has hampered tribal efforts to develop and coordinate education programs, provide support services and technical assistance to schools, collaborate with state and local education agencies, and most importantly, work to close tribal student achievement gaps.

This is a significant loss because tribes and TEAs are in the best position to track and coordinate Native student data, regardless of the education provider and student location. Student data analysis is a central tool in evaluating educational practices, tracking students’ academic performance, and developing school improvement plans and support services. Tribes need access to the education records of Native students so that they can monitor and analyze the needs and progress of their students and make data-driven decisions to improve education outcomes for Native students.

Additionally, accurate, comprehensive, and meaningful data on Native students is often lacking because federal education reporting requirements frequently omit Native students due to their small numbers, and the state and local education agencies that do track Native students in public schools are unable to monitor some of the most at need Native students attending schools other than public schools.

FERPA includes an audit or evaluation exception that permits the disclosure of education records, including personally identifiable information, without prior parental/guardian/ eligible student consent in connection with an audit or evaluation of Federal or State supported education programs. See 20 U.S.C. 1232g(b)(1)(C), (b)(3), and (b)(5) and §§99.31(a)(3) and 99.35)

Senate Bill 6263 – Educational Data Sharing Agreements – School Districts and Tribes – Model Policy was signed into law on March 27, 2020. Senate Bill 6263 added a new section to Chapter 28A.604 RCW. The legislation became effective June 11, 2020. The legislation directed the Washington State School Directors’ Association in consultation and collaboration with tribes, to develop a model data sharing agreement between school districts and local tribes that safeguarded students’ personally identifiable information consistent with FERPA requirements. In developing the model data sharing agreement, WSSDA consulted with the Office of Superintendent of Public Instruction, the Office of Native Education, the Tribal Leaders Congress on Education and local tribes.

II. Purpose and Mission

The District and the Tribe desire to evaluate and improve the academic progress of Native students attending public school in the District and improve compliance with the Every Student Succeeds Act of 2016 (ESSA). The purpose of this data sharing Agreement is to work to close the opportunity gap, and increase the graduation level for our Native American students in the spirit of the Centennial Accord and Millennium Agreement with the State of Washington and as identified under ESSA. The agreement is entered into in the spirit of building community relationships and cultural understanding to improve the success of tribal students.

This Agreement designates [insert name and title of individual(s)] as an authorized representative of the Tribe to receive student data from the District consistent with FERPA so that the Tribe may receive student education records, including personally identifiable information, without written parental/guardian/eligible student consent under 25 C.F.R. § 43.14(g) and 34 C.F.R. §99.31(a)(3) in order to evaluate the academic achievement of [Tribe] students attending school in the District.

[Consideration notes: Some tribal nations maintain civil jurisdiction over matters of juvenile truancy for tribal citizens within external boundaries. The parties should consider whether a designated truancy officer in the tribe should receive student data and add language either permitting or prohibiting the use of data to address truancy as determined by the parties.]

III. Joint Responsibilities

A. The District and the Tribe shall comply with the provisions of FERPA and applicable regulations in all respects. Nothing in this Agreement may be construed to allow any signatory to this Agreement to maintain, use, disclose, or share student information in a manner not allowed by federal law.

B. To confirm there has been no redisclosure, the District may monitor the Tribe’s use of shared data, request current list of authorized Tribal staff and or job titles authorized to access the data, request copies of policies and procedures designed to maintain security of data transmitted under this Agreement, monitor activity of user accounts in the Native American Student Information System (NASIS), conduct site visits to the Tribe’s offices, or seek written assurances from the Tribe. C. The Parties will reconsider the scope and necessity of this Agreement on an annual basis.

IV. Responsibilities of the District

A. The District authorizes access to student education records, including personally identifiable information to the above designated individual(s) and/or job titles for the purposes stated in this Agreement. B. The District shall share the requested data with the above designated individual(s) and/or job titles. Data sharing might occur by assigning user right access (READ access) to [modify as accurate and appropriate for your agreement – examples of access rights might include the NASIS system district edition, Native Star, Northwest Evaluation Association (NWEA), the Comprehensive Education Data and Research System (CEDARS),] and other student information system data collection programs for purposes of the Tribe evaluating student achievement of its students in grades PreK-12 in District schools.

C. Data sharing might occur by other methods in addition to assigning user rights to information systems.

D. The District shall post a copy of this Agreement on its website for public access.

E. The District shall allow the designated individual(s) and/or job titles access to required federal training to become proficient in the use and management of all student information systems. The training will include security awareness protocols, data management policies, and usage of student information systems. Additionally, the District shall allow the designated individual(s) and/or job titles access to any statistical training to improve the analysis of academic achievement of students and other indicators (cultural, demographic, teacher

background, etc.).

F. The District shall provide technical assistance and guidance on reports developed by the Tribe.

G. The District shall handle, consider, and maintain all data received from the Tribe with the same care and confidentiality as the District must provide to educational records.

H. The District agrees not to disclose any data received under this Agreement in a manner that could identify an individual student to any other individual, institution, organization, government, or entity

V. Responsibilities of the Tribe

A. The Tribe shall use data shared under this Agreement for no purpose other than to evaluate federal and state supported PreK-12 education programs in the District and the achievement of Tribal students. B. The Tribe shall not share or re-disclose personally identifiable information received under this Agreement with any other entity, organization, or individual without the prior written approval of the District. This does not prohibit the Tribe or District from sharing aggregate student data with one another.

C. Tribal Employees shall follow current protocols and rules for gaining access to any and all student information system / data collection programs used under this agreement.

D. The Tribe agrees not to disclose any data obtained under this Agreement in a manner that could identify an individual student to any other individual, institution, organization, government, or entity. E. The Tribe shall establish policies and procedures to ensure compliance with FERPA, including how personally identifiable information is processed, stored, and destroyed. The Tribe shall provide copies of such policies and procedures to the District, if requested. F. The Tribe shall promptly report to the District any incidents of confidentiality breach of personally identifiable information received from the District.

G. The Tribe agrees to destroy all personally identifiable information obtained under this Agreement within ninety (90) days after it is no longer needed for its evaluation purpose or upon the termination of this Agreement, whichever occurs first.

H. Unless the data is returned to the District, the Tribe shall maintain records that document the destruction of the data provided by the District under this Agreement.

I. The Tribe agrees that any proposed publication arising from this data properly disaggregates data consistent with generally accepted statistical principles so that it does not permit identification of students. J. Under no circumstance shall the Tribe become owners, proprietors, or custodians of any data or personally identifiable information provided by the District under the terms of this Agreement.

VI. Scope

This Agreement incorporates all the understandings between the District and the Tribe concerning this subject matter. No prior agreements, verbal representations, or understandings shall be valid or enforceable unless embodied in writing in this Agreement.

Nothing herein shall be deemed to waive the sovereign immunity of the [Name of Tribe] or its enterprise, agents, or employees.

K. Termination of Agreement

This Agreement may be terminated by the District or the Tribe upon advance written notice of fourteen (14) days. The District or the Tribe may terminate the Agreement immediately upon confirmation of fraud, negligence, redisclosure, or abuse of confidentiality. This Agreement shall terminate automatically on [insert date at end of school year four (4) years from today], unless extended by a written agreement for intervals of no greater than two (2) years.

IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the year and date indicated, with the effective date being the most recent signature.

Raymond School District #116

Signature: _______________

Printed Name and Title: _________

Date: _________________

[Insert full name of Tribal Nation] _____

Signature: _______________

Printed Name Title: __________

Date: ________________

4060P-PROCEDURE DISTRIBUTION OF MATERIALS

Individuals seeking to distribute information in schools will submit to the superintendent a statement of the recreational or educational value to students.

Dissemination of the information does not reflect the district’s endorsement or sponsorship of the activity. All materials distributed must contain the statement “The district does not sponsor or endorse this event/information and the district assumes no responsibility for it. ”In consideration of the privilege to distribute materials, the ______ School District will be held harmless from any cause of action filed in any court or administrative tribunal arising out of the distribution of these materials, including costs, attorney’s fees and judgments or awards.”

The district or the school will not distribute materials that:

A. Are obscene, lewd, or vulgar;

B. Are libelous;

C. Contain language that is intimidating, demeaning, harassing or threatening on the basis of race, religion, color, national origin or ancestry, sex, gender identity, sexual orientation, age, disability, marital or veteran status, including, but not limited to, racial, sexual, or ethnic slurs;

D. Promote commercial enterprises;

E. Promote the violation of existing laws, regulation or ordinances, or official school policy, rules or regulations; or

F. Proselytize or disparage religious beliefs.

The Superintendent will review and determine whether the materials are approved for distribution to students. Any further review will be made by the superintendent/designee whose decision is final.

Adoption Date: 6/25/15 Raymond School District #116

4110P—CITIZENS ADVISORY COMMITTEE

The following guidelines have been prepared to assist a citizens’ advisory committee or task force:

A. A specific charge or assignment shall be made to the committee.

B. The board shall appoint a committee member based upon the person’s interest and the board’s judgment of the individual’s potential contribution to the accomplishment of the committee’s task.

C. The committee shall be advisory only. The board does not and, under the law cannot, relinquish its decision-making responsibilities.

D. The committee shall make periodic progress reports to the board; such interim reports as well as the committee’s final findings and recommendations shall become matters of public record by virtue of their presentation to the board in a public board meeting.

E. Minority recommendations, as well as those of the majority, shall be welcomed by the board.

F. The duration of the committee shall be indicated when it is established. The board may authorize the committee to continue its work beyond the original termination date.

G. Staff consultants and other resource assistance shall be made available. The committee may elect to request advice or opinions from others as well, including representative citizens.

H. Committee meeting guidelines are as follows:

1. The frequency of meetings, meeting times, meeting places and the nature of the meeting announcements shall normally be determined by the committee.

2. The committee may invite public attendance if it feels such attendance shall facilitate the accomplishment of its goals. 3. The committee shall develop meeting procedures to assist in the orderly pursuit of its task.

I. Expenses of the committee may be allowed if authorized in advance.

J. Appointment of the committee chair shall be the prerogative of the board.

K. By agreeing to serve on the committee, a person indicates his/her willingness to comply with the board’s guidelines for a citizens’ advisory committee/task force and with specific guidelines and procedures developed for the committee.

4120—SCHOOL-SUPPORT ORGANIZATIONS

The board encourages the formation of a parent-teacher-student association or similar organization at each school building for the purpose of providing an opportunity through which parents, teachers and students may unite their efforts and interests to enhance the school program. In schools where no such organization exists, another parent group can be recognized by the school principal as the official body through which parents, staff and students may unite their efforts for similar purposes.

Booster clubs and/or special interest organizations may be formed to support and strengthen specific activities conducted within the school or district. All such groups must receive the approval of the school principal or superintendent in order to be recognized as a booster organization. Staff participation, cooperation and support are encouraged in such recognized organizations.

Legal References: RCW 9.46.0321 Bingo, raffles, amusement games-No license required, when.

Management Resources: 2017 – July Issue

Adoption Date: 10/27/98 Raymond School District #116 Technical Fix 10/26/17

4120P—SCHOOL-SUPPORT ORGANIZATIONS

The following guidelines are provided for use by booster and/or PTSA/ PTSO groups which are involved in fundraising activities:

1. Local booster clubs and PTSAs/PTSOs should be incorporated as nonprofit organizations.

2. In order to receive nonprofit status, the group must file articles of incorporation and bylaws with the Secretary of State. A nonprofit organization must adhere to state laws RCW 24.03.

3. The board of directors of the school district has established a fee schedule that governs the use of facilities by a school-support organization.

4. The nonprofit organization must operate without cost to the district.

5. The Washington State Gambling Commission, the Department of Licensing and the Internal Revenue Service have licensing regulations covering fundraising activities by nonprofit corporations.

1. A nonprofit corporation may conduct sales or benefit affairs which include athletic or sports events, bazaars, benefits, campaigns, circuses, contests, dances, drives, entertainments, exhibitions, expositions, parties, performances, picnics, sales, social gatherings, theaters, and variety shows;

2. A nonprofit corporation may operate bingo activities, raffles, and amusement games under requirements regulated by the Washington State Gambling Commission (RCW 9.46); and

3. A charitable organization involved in sales and benefits grossing over $5,000 must obtain IRS recognition.

6. When bingo, raffles, and amusement games are conducted, the State Gambling Act controls the endeavor. Certain gambling activities may be conducted by nonprofit organizations without a gambling permit under certain conditions. To operate without a gambling permit, a nonprofit must be recognized by the IRS and/or contributions to the group must be considered tax deductible. In addition, the nonprofit must have been organized and operating for at least 12 months before operating the gambling activity, and be able to prove that it has made significant progress towards accomplishing its stated purposes during the 12 consecutive months before operating the gambling activity.

A nonprofit organization may hold an unlimited number of members only raffles if the combined gross revenue (money taken in) from these raffles does not exceed $5,000 during a calendar year. In addition to members-only raffles, a nonprofit may offer two unlicensed raffle, bingo, or amusement game events to the public each year and must notify its local police agency at least five days before conducting the event. RCW 9.46.0321

4129—FAMILY INVOLVEMENT

It is the policy of the Raymond School District board of directors to encourage and support family involvement in education at home, in our schools and communities, and in school governance. The board recognizes the diversity of family structures, circumstances, and cultural backgrounds and respects families as important decision makers for their children’s education. The Board is committed to the creation and implementation of culturally inclusive and effective school-family partnerships throughout the school district and in each school, and believes these partnerships to be critical to the success of every student. The district’s family involvement efforts will be comprehensive and coordinated.

The board recognizes that family involvement in education has a positive effect on student achievement and is an important strategy in reducing achievement gaps. The intent of this policy is to create and maintain a district-wide climate conducive to the involvement of families and to develop and sustain partnerships that support student learning and positive child and youth development in all schools.

The board is committed to professional development opportunities for staff and leadership to enhance understanding of effective family involvement strategies. The board also recognizes the importance of administrative leadership in setting expectations and creating a climate conducive to school-family partnerships.

In support of the implementation of this policy, a copy will be distributed to all schools, school staff, families, teachers and community members. Further, the district will provide support and guidance, to parents and teachers as they plan and implement effective family involvement efforts.

The Raymond School District board of directors support the development, implementation and regular evaluation of family involvement efforts that includes parents and family members at all grade levels in a variety of roles. The district will use the results of the evaluation to enhance school-family partnerships within the district.

The superintendent will develop procedures to implement this policy.

Adoption Date: 11/25/08 Raymond School District #116

4129P—FAMILY INVOLVEMENT PROCEDURE

Definitions:

The term “family” is used to denote parents, extended family, guardians, or other persons with whom the student lives. “Parent” or “family” may also include community members or other concerned adults involved in the student’s life, pursuant to state and federal laws surrounding confidentiality.

“Family Involvement” refers to school/family partnerships. It is the collaborative interaction between educators and families in activities that promote student learning and positive child and youth development at home, in school, and in the community, including but not limited to regular, two- way and meaningful communication between parents and school personnel; outreach to families; parent education; volunteering; school decision making; and advocacy.

Implementation:

The superintendent will identify a district administrator to supervise the implementation of this policy and procedure, and each school in the district will develop a family involvement plan aligned with their academic goals and/or school improvement plan and, if applicable, Title 1 services. Each plan will be tailored to the realities of school families, be culturally relevant to the school population and delineate strategies to greater family participation in education (particularly families who are economically disadvantaged, have disabilities, have limited English proficiency, have limited literacy, or are of any racial or ethnic minority background).

The district’s family involvement efforts will have six overarching goals. They will include, but not be limited to, the following research-based National Standards for Parent/Family Involvement in schools:

A. Communicating: Effective two-way communication between all parents and schools regarding district policies and procedures, local school operating procedures, and an individual child’s progress.

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

C. Student Learning: Information and programs for parents about how they can assist their own children to learn and meet the student’s short term and long-term educational goals.

D. Volunteering: Activities to encourage a variety of parental volunteer opportunities in schools both in the classroom and in other areas of the school including attendance at local school programs and events.

E. School Decision-Making and Advocacy: Assistance to develop parental involvement in educational advocacy, including school district task forces and site based advisory committees.

F. Collaborating with Community: Identification and utilization of community resources to strengthen school and family partnerships and student learning.

In order to achieve these goals the board, district and school staff will comply with the roles and responsibilities that are outlined below.

Roles and Responsibilities

The Board will:

• Perform regular evaluations of family involvement efforts at each school and in the district;

• Implement strategies to involve families in the educational process, including information about opportunities for volunteering and encouraging participation in various school and district activities;

• Keep families informed of the objectives of district educational programs as well as of their child’s participation and progress with these programs. (This could be accomplished through newsletters, the district website, translated materials, school and district reader boards, etc.)

• Enable families to participate in district level decision making opportunities. For example, family members may provide input into district policies or district level committees.

The District Administrators and Staff will:

• Provide professional development opportunities for teachers and staff to enhance their understanding of effective family involvement strategies.

• Provide activities that will educate families regarding the intellectual and developmental needs of their children. These activities may rely on cooperation between the districts and other agencies or school/community groups.

• Provide access to educational resources for parents and families to support the education of their children. (For example, a family training center or a family academy for classes and parenting books, magazines and home teaching materials.)

• Allocate staff, time and resources to ensure effective implementation of this policy and procedure.

• Work with staff and families to identify resources needed to implement planned family involvement activities and programs. • Provide time for teachers to share and replicate successful classroom strategies that promote and increase school-family partnerships.

• Provide training opportunities for school staff to increase their skills in working effectively with all families and to enable them to provide family workshops that link family involvement to student learning.

• Conduct both formal, such as Title 1 parent meetings, and informal, such as coffee chats and breakfast with the principal meetings, to ensure ongoing two way communications with families.

• Provide a system where teachers, students, and families can resolve problems that arise in ways that promote the best relationships possible allowing them to solve problems first before resorting to the inclusion of principals and other administrators.

• Provide assistance for families to understand topics such as the state academic content standards, and state and local academic assessments, and how to monitor a child’s progress and work with educators to improve the achievement of their children. (For example, by publishing information in multiple languages and regularly communicating with families regarding academic requirements);

• Work with staff and families to brainstorm possible activities and actions that are consistent with the family involvement policy and, when appropriate incorporate these into schools’ annual goals and/ or the school improvement plan.

• Recognize staff, families and community members who promote school-wide family partnerships.

• Monitor and evaluate with district assistance the effectiveness of family partnership efforts in the district.

School Staff will:

• Allocate staff, time and resources to implement this policy at the school level.

• Help families feel welcome by demonstrating excellent customer service and basic courtesy.

• Treat all families and community members with respect; be sensitive to cultural differences and life circumstances among families.

• Be as flexible as possible when scheduling appointments and school events with families.

• Communicate early and positively with families and continue these positive contacts throughout the year, including home visits during the year, if feasible.

• Consider an annual student led conference and/or an annual parents meeting.

• Invite parents and family members to observe and assist in classrooms.

• Offer families opportunities for regular meetings to formulate suggestions and to participate, as appropriate, in decisions relating to the education of their children.

• Share class/school discipline and homework policies with families and follow through in a timely manner if problems arise. • Involve families in decision-making committees and other site based councils.

Evaluation

The content and effectiveness of this policy and procedure, and the individual school plans will be evaluated by the Superintendent or his/ her appointee annually with regard to the quality and effectiveness of the strategies presented in the plan. The findings of the evaluation will be used to design strategies for more effective family involvement, and if necessary to revise this policy and procedure.

Adoption Date: 11/25/08 Raymond School District #116

4130—TITLE I PARENTAL INVOLVEMENT

A. The Board recognizes that parent involvement contributes to the achievement of academic standards by students participating in district programs. The Board views the education of students as a cooperative effort among school, parents and community. The Board expects that its schools will carry out programs, activities and procedures in accordance with the statutory definition of parental involvement. Parental involvement means the participation of parents in regular, two-way, and meaningful communication involving student academic learning and other school activities, including ensuring that parents:

A. Play an integral role in assisting their child’s learning;

B. Are encouraged to be actively involved in their child’s education at school; and

C. Are full partners in their child’s education and are included, as appropriate, in decision-making and on advisory committees to assist in the education of their child.

B. The board of directors adopts as part of this policy the following guidance for parent involvement. The District shall:

A. Put into operation programs, activities and procedures for the involvement of parents in all of its Title I schools consistent with federal laws including the development and evaluation of policy. Those programs, activities and procedures will be planned and operated with meaningful consultation with parents of participating children;

B. Provide the coordination, technical assistance, and other support necessary to assist participating schools in the planning and implementing of effective parent involvement activities to improve student academic achievement and school performance.

C. Build the schools’ and parents’ capacity for strong parental involvement;

D. Coordinate and integrate Title I parental involvement strategies with parent involvement strategies under other programs, such as preschool, alternative school and HomeLink;

E. Conduct, with the involvement of parents, an annual evaluation of the content and effectiveness of this policy in improving the academic quality of the schools served with Title I funds including: identifying barriers to greater participation of parents in Title I-related activities, with particular attention to participation of parents with limited English proficiency, parents with disabilities and parents of migratory children; and

F. Involve the parents of children served in Title I, Part A schools in decisions about how the Title I, Part A funds reserved for parental involvement are spent.

Legal References: PL 107-110, Section 1118(a)

Management Resources: Policy News, October 2008 Family Involvement Policy Policy News, June 2005 Title 1 Parental Involvement Policy Policy News, August 2003 No Child Left Behind Update

Adoption Date: 11/25/08 Raymond School District #116

4130P—TITLE I PARENT INVOLVEMENT

I. The Superintendent or designee shall ensure that the district’s Title I Parent Involvement policy, plan and programs comply with the requirements of federal law.

A. The district will take the following actions to involve parents in the joint development of its district wide parental involvement plan:

1. An annual meeting of parents of participating title 1 students shall be held to explain the goals and purposes of the Title 1 program. The principal of any Title I school is responsible to ensure that all parents are invited to such a meeting, to be held within the first two months of school.

2. Parents will be given the opportunity to participate in the development, operation and evaluation of the program. These opportunities will be explained at the annual meeting and in the Title I compact.

3. Parents will be encouraged to participate in planning activities, to offer suggestions, and to ask questions regarding policies and programs. Such opportunities will be given at the annual meeting. An open door policy will be in effect and electronic resources made available to keep parents informed of such opportunities.

B. The district will take the following actions to involve parents in the process of school review and improvement:

1. Parents will be given the opportunity to review the school improvement plan. Each Title I school will make such a plan available to any parent who requests it. Such notice will also appear in the annual

2. Parents will be encouraged to participate in the building self review. The principal will invite parents to take part annually. C. The district will provide the following coordination, technical assistance, and other support to assist Title I, Part A schools in planning and implementing effective parental involvement activities:

1. Identify barriers to greater participation by parents in parental involvement activities;

2. Use findings of the evaluation to design strategies for more effective parental involvement; and

3. Revise, when necessary, the district and school parent involvement policies.

D. The district will coordinate and integrate parental involvement strategies with similar strategies under the following other programs, such as:

1. Preschool;

2. HomeLink;

3. Learning Assistance Program;

4. Special Education

E. The district shall facilitate removing barriers to parental involvement by activities such as:

1. Conducting joint parent meetings with other programs; 2. Holding meetings at various times of the day and evening; 3. Arranging for in home conferences;

4. Title 1 funds may be used to facilitate parent attendance at meetings by payment of transportation and childcare costs.

F. The district will conduct, with the involvement of parents, an annual evaluation of the content and effectiveness of the parental involvement policy.

G. The district will build the schools’ and parents’ capacity for strong parental involvement through the following:

1. The school district will, with the assistance of its Title I, Part A schools, provide information to parents of children served by the school district or school, as appropriate, in understanding topics such as the following:

a. The State’s essential academic learning requirements, b. The State and local academic assessments including alternate assessments,

c. How to monitor their child’s progress, and

d. How to work with educators.

e. Electronic access to student progress and academic needs

2. The school district will, with the assistance of its schools, provide materials and training to help parents work with their children to improve their children’s academic achievement, by:

a. Giving guidance as to how parents can assist at home in the education of their child;

b. Holding parent meetings at various times of the day and evening to provide parents:

Opportunities to formulate suggestions and to participate, as appropriate, in decisions relating to the education of their children.

Opportunities to submit parent comments about the program to the district.

Opportunities to meet with the classroom and Title 1, Part A teachers to discuss their children’s progress.

H. The district will provide:

1. An explanation of the reasons supporting their child’s selection for the program;

2. A description and explanation of the school’s curriculum; 3. Information in the academic assessment used to measure student progress;

4. Information on the proficiency levels students are expected to meet; and

5. Electronic notification of student progress and academic needs I. The school district will take the following actions to ensure that information related to the school and parent- programs, meetings, and other activities, is sent to the parents of participating children in an understandable and uniform format, including alternative formats upon request, and, to the extent practicable, in a language the parents can understand:

1. Distribute the Title 1 Family Involvement policy on a annual basis via student flyer); and

2. To the extent needed and practicable, distribute the Title 1 Family Involvement policy in multiple languages or formats.

II. School-Based Parent Involvement Policy

A. In addition to the district-wide policy on family involvement, each school offering Title I, Part A services will have a separate school building parent involvement policy. The building-level Title I , Part A parent involvement policy will meet the following requirements: a) Each building in the district receiving Title 1, Part A funds shall jointly develop with and distribute to parents of students served in the program a written building-level policy, agreed upon by parents of Title I served students; b) The policy will outline how parents, school staff and students share responsibility for student achievement in meeting academic standards; c) Parents will be notified of the policy in an understandable and uniform format; d) To the extent practicable, the policy will be provided in a language the parents can understand; and e) The policy will be evaluated with parents annually.

Adoption Date: 11/25/08 Raymond School District #116

4200—SAFE AND ORDERLY LEARNING

ENVIRONMENT Contacts With Staff

The learning environment and the staff’s time for students shall be free from interruption. Except in emergencies, staff shall not be interrupted in their work. Brief messages shall be recorded so as to permit the staff member to return the call when free.

Certificated staff shall be available for consultation with students and patrons in accordance with Policy 5231. Students and patrons are urged to make appointments with staff to assure an uninterrupted conference.

No one shall solicit funds or conduct private business with staff on school time and premises.

Visitors

The board welcomes and encourages visits to school by parents/ guardians, other adult residents of the community and interested educators. The superintendent shall establish guidelines governing school visits to insure orderly operation of the educational process and the safety of students and staff.

Disruption Of School Operations

The superintendent or staff member in charge will direct a person to leave immediately if any person is:

A. Under the influence of controlled substances, including marijuana (cannabis) or alcohol; or

B. Is disrupting or obstructing any school program, activity, or meeting; or

C. Threatens to do so or is committing, threatening to imminently commit; or

D. Inciting another to imminently commit any act which would disturb or interfere with or obstruct any lawful task, function, process or procedure (of any student, official, classified or certificated staff member or invitee) of the school district.

If such a person refuses to leave, the superintendent or staff member will immediately call for the assistance of a law enforcement officer.

Cross References: Board Policy 3124 Removal/Release of Student During School Hours Board Policy 3510 Associated Student Bodies

Legal References: RCW 28A.635.020 Wilfully disobeying school administrative personnel or refusing to leave public property, violations, when — Penalty RCW 28A.635.030 Disturbing school, school activities, or meetings RCW 28A.635.090 Interfering by force or violence Penalty RCW 28A.635.100 Intimidating any administrator, teacher, classified employee, or student by threat of force or violence unlawful — Penalty RCW 28A.605.020 Parents’ access to classroom or school sponsored activities 20 U.S.C. § 9528 No Child Left Behind Act, Military Recruiter Provision Recruiter Provision

Management Resources: Policy & Legal News, February 2013 Policy Revisions

Adoption Date: 1/25/07 Raymond School District #116 Technical Fix: 03/06/13

4200P—VISITORS

The following guidelines are established to permit visitors to observe the educational program with minimal disruption:

A. All visitors must register at the office upon their arrival at school.

B. Visitors whose purpose is to influence or solicit students shall not be permitted on the school grounds unless the visit furthers the educational

program of the district. Military recruiter will be provided the same opportunities to meet with students as higher education and employer representatives.

C. If the visitor wishes to observe a classroom, the time shall be arranged after the principal has conferred with the teacher.

D. If the purpose of the classroom visitation is to observe learning and teaching activities, the visitor may be asked to confer with the teacher before or after the observation to enhance understanding of the activities.

E. The principal may withhold approval if particular events such as testing would be adversely affected by a visit. Similarly, if a visitor’s presence becomes disruptive, the principal may withdraw approval. In either case, the principal shall give reasons for the action.

F. If a dispute arises regarding limitations upon or withholding of approval for visits:

1. The visitor shall first discuss the matter with the principal; 2. If it is not satisfactorily resolved, the visitor may request a meeting with the superintendent. The latter shall promptly meet with the visitor, investigate the dispute and render a written decision, which shall be final, subject only to the citizen’s right to raise an issue at a regular session of the board.

Disruption at School Activities

The following guidelines are suggested as basic security measures to prevent/reduce disruptive activities in the school:

A. All visitors are required to check into the office upon entering a school building. All entrances must be posted;

B. Staff members are responsible for monitoring hallways and playgrounds. Unfamiliar persons are to be directed to the office.

C. A visitor’s badge with the current date should be worn conspicuously;

D. Written guidelines pertaining to rights of non-custodial parents should be readily accessible to direct staff about what to do if a non custodial parent shows up demanding to:

1. meet with the teacher of his/her child;

2. visit with his/her child; or

3. remove his/her child from the school premises.

E. If a visitor is under the influence of alcohol or drugs, is committing a disruptive act or invites another person to do so, the staff member shall exercise the right to order the visitor off school premises. If the visitor fails to comply, the staff member shall contact the school office which may, in turn, report the disturbance to a law enforcement officer.

Adoption Date: 02/25/03 Raymond School District #116

4210-Regulation of Dangerous Weapons on School Premises

Unless specifically authorized by this policy, it is a violation of district policy for any person to carry a firearm or dangerous weapon on district property or school-provided transportation. This prohibition applies to any facility owned, rented, or leased by the District. If the District leases or rents part of a property for District use, firearms and dangerous weapons are prohibited on any portion of the premises where the district has the right of exclusive use.

Carrying a dangerous weapon onto school premises, school-provided transportation, or areas of other facilities being used exclusively for school activities in violation of RCW 9.41.280 is also a criminal offense. It is the policy of this District that the presence of firearms and other dangerous weapons in the workplace or educational environment is to be minimized as much as possible. As such, the following activities are prohibited by this policy regardless of whether such possession would violate state law, and regardless of whether the weapon is secured in a vehicle or possessed by a person with a concealed weapons permit:

1. No District employee may bring any firearm or dangerous weapon onto any District property without prior authorization of the Superintendent.

2. No person or entity renting, leasing, or otherwise being granted the right to temporary use of District-owned property may possess, or allow its guests to possess, firearms or dangerous weapons on District-owned property.

The superintendent is directed to ensure that all school facilities post “Gun-Free Zone” signs, and that all violations of this policy and RCW 9.41.280 are reported annually to the Superintendent of Public Instruction.

Dangerous Weapons

The term “dangerous weapons” under state law includes:

• Any firearm;

• Any device commonly known as “nunchaku sticks,” consisting of two or more length of wood, metal, plastic, or similar substance connected with wire, rope, or other means;

• Any device, commonly known as “throwing stars,” which are multi-pointed, metal objects designed to embed upon impact from any aspect;

• Any air gun, including any air pistol or air rifle, designed to propel a BB, pellet, or other projectile by the discharge of compressed air, carbon dioxide, or other gas;

• Any portable device manufactured to function as a weapon and which is commonly known as a stun gun, including a projectile stun gun which projects wired probes that are attached to the device that emit an electrical charge designed to administer to a person or an animal an electric shock, charge, or impulse;

• Any device, object, or instrument that is used or intended to be used as a weapon with the intent to injure a person by an electric shock, charge, or impulse;

• The following instruments:

• Any dirk or dagger;

• Any knife with a blade longer than three inches;

• Any knife with a blade that is automatically released by a spring mechanism or other mechanical device;

• Any knife having a blade that opens, or falls, or is ejected into position by the force of gravity, or by outward,

downward, or centrifugal thrust or movement; and

• Any razor with an unguarded blade;

• Any slung shot, sandbag, or sandclub;

• Metal knuckles;

• A sling shot;

• Any metal pipe or bar used or intended to be used as a club; • Any explosive;

• Any weapon containing poisonous or injurious gas;

• Any implement or instrument that has the capacity to inflict death and from the manner in which it is used, is likely to produce or may easily and readily produce death.

In addition, the District considers the following weapons in violation of this policy:

• Any knife or razor not listed above, except for instruments authorized or provided for specific school activities;

• Any object other than those listed above that is used in a manner to intimidate, threaten, or injure another person and is capable of easily and readily producing such injury.

Reporting Dangerous Weapons

Students

If the District believes that a student has violated this policy, an appropriate school authority will promptly notify the student’s parents or guardians and the appropriate law enforcement agency of known or suspected violations of this policy.

Students who have possessed a firearm on any school premises, school provided transportation, or school-sponsored activities at any facility shall be expelled for not less than one year pursuant to RCW 28A.600.420. The superintendent may modify the one-year expulsion for a firearm on a case-by-case basis. Further, the district may also suspend or expel a student for up to one year if the student acts with malice (as defined under RCW 9A.04.110) and displays a device that appears to be a firearm.

All expulsion and / or suspension and all other discipline of students who violate this policy will be subject to District Policy 3241 – Student Discipline.

Staff

If a District employee believes that another District employee has violated this policy, the employee will report his or her concerns to an appropriate school or District authority for further inquiry. Any disciplinary action of an employee who willfully violates this policy will be subject to District Policy 5281 – Disciplinary Action and Discharge.

Exceptions

The following persons may carry firearms into school buildings, as necessary, although students engaged in these activities are restricted to the possession of rifles on school premises:

1. Persons engaged in District-authorized military or law enforcement or School Resource Officer activities;

2. Persons involved in a District Superintendent authorized convention, showing, demonstration, lecture or firearm safety course;

3. Persons competing in District Superintendent authorized firearm or air gun competitions; and

4. Any federal, state or local law enforcement officer.

The following persons who are over eighteen years of age, not employed by the District, not renting or leasing District facilities, and not enrolled as students, may possess firearms outside of school buildings on school property under only the following limited circumstances:

1. Persons with concealed weapons permits issued pursuant to RCW 9.41.070 who are picking up or dropping off students; and 2. Persons conducting legitimate business at the school and in lawful possession of a firearm or dangerous weapon if the weapon is secured within an attended vehicle, is unloaded and secured in a vehicle, or is concealed from view in a locked, unattended vehicle. Pursuant to RCW 9.41.050, no one may lawfully possess a loaded

handgun in a vehicle unless the person has a valid concealed pistol permit.

Persons may bring dangerous weapons, other than firearms, onto school premises if the weapons are lawfully within the person’s possession and are to be used in a school-authorized martial arts class.

Personal Protection Spray

Persons over eighteen years of age, and persons between fourteen and eighteen years of age with written parental or guardian permission, may possess personal protection spray devices on school property. No one under eighteen years of age may deliver such devices. No one eighteen years or older may deliver a spray device to anyone under fourteen, or to anyone between fourteen and eighteen who does not have parental permission.

Personal protection spray devices may not be used other than in self defense as defined by state law. Possession, transmission, or use of personal protection spray devices under any other circumstances is a violation of district policy.

Cross References: 3241 – Student Discipline 4260 – Use of School Facilities 6112 – Rental or Lease of District Real Property

Legal References: RCW 9A.16.020 Use of force – when lawful RCW 9.41.250 Dangerous weapons—Penalty RCW 9.41.280 Dangerous weapons on facilities—Penalty — Exceptions RCW 9.91.160 Personal protection spray devices RCW 9.94A.825 Deadly weapon special verdict–definition RCW 28A.600.420 Firearms on school premises, transportation, or facilities — Penalty — Exemptions

Management Resources: 2019 – October Issue
2016 – July Issue Policy News, August 2006 Weapons on School Premises Policy News, August 1998 State Encourages Modification of Weapons Policy Policy News, October 1997 Legislature also addresses “look-alike” firearms

Adoption Date: 1/23/20 Classification: Essential Revised Dates: 08.98; 08.06; 12.11; 07.16; 10.19

4215-Use of Tobacco, Nicotine Products and Delivery Devices

The board of directors recognizes that to protect students from exposure to the addictive substance of nicotine, employees and officers of the school district, and all members of the community, have an obligation as role models to refrain from use of tobacco products and delivery devices on school property at all times. Tobacco products and delivery devices include, but are not limited to, cigarettes, cigars, snuff, smoking tobacco, smokeless tobacco, nicotine, electronic smoking/vapor devices, and vapor products, non-prescribed inhalers, nicotine delivery devices or chemicals that are not FDA-approved to help people quit using tobacco, devices that produce the same flavor or physical effect of nicotine substances and any other smoking equipment, device, material or innovation.

Any use of such products and delivery devices by staff, students, visitors and community members will be prohibited on all school district property, including all district buildings, grounds and district-owned vehicles, and within five hundred feet of schools. Possession by or distribution of tobacco products to any person under twenty-one years of age is prohibited.

The use of Federal Drug Administration (FDA) approved nicotine replacement therapy in the form of a nicotine patch, gum or lozenge is permitted. However, students and employees must follow applicable policies regarding use of medication at school.

Notices advising students, district employees and community members of this policy will be posted in appropriate locations in all district buildings and at other district facilities as determined by the superintendent and will be included in the employee and student handbooks. Employees and students are subject to discipline for violations of this policy, and school district employees are responsible for the enforcement of the policy.

Cross References: 3200 – Rights and Responsibilities 3241 – Student Discipline 3416 – Medication at School 5201 – Drug-Free Schools, Community and Workplace 5280 – Separation from Employment

Legal References: RCW 28A.210.260 Public and private schools — Administration of medication — Conditions. RCW 28A.210.270 Public and private schools — Administration of medication — Immunity from liability — Discontinuance, procedure. RCW 28A.210.310 Prohibition on use of tobacco products on school property Chapter 70.155, RCW Tobacco – Access to Minors

Management Resources: 2019 – October Issue
2016 – July Issue 2014 – February Issue 2010 – December Issue 2010 – October Issue

Adoption Date: 1/23/20 Classification: Essential Revised Dates: 10.00; 08.03; 10.10; 12.10; 12.11; 02.14; 07.16; 10.19

4217-EFFECTIVE COMMUNICATION

In compliance with federal and state law, all District-sponsored programs, activities, meetings, and services will be accessible to individuals with disabilities, including persons with hearing, vision, and/ or speech disabilities. When communicating in this context with students, families, applicants, participants, members of the public, and their companions with disabilities, the District will take appropriate steps to ensure that any communications are as effective as communications with persons who have no disabilities. Such steps will include furnishing in a timely manner appropriate auxiliary aids and services when necessary to afford an individual with a disability an equal opportunity to participate in, and enjoy the benefits of, programs, activities, meetings, or services conducted or sponsored by the District. The information contained within the District’s website is a service will be accessible to all individuals with disabilities.

When an IDEA-eligible or a Section 504-eligible student’s disability impacts his/her hearing, vision or speech, the school will apply both a FAPE (free and appropriate public education) analysis and the effective communication requirements of the Americans with Disabilities Act of 1990 (Title II) in determining how to meet the student’s communication needs and how to formulate the student’s individual education program (IEP).

For families, applicants, participants, members of the public, and their companions, the District’s website will provide information on how to request auxiliary aids and services, ask related questions, or raise concerns. When necessary and upon request, such information will also be provided in an accessible format for the requestor at no cost. A form for requesting auxiliary aids and services will be available on the District website, at the District office and attached as an appendix to the implementing procedure for this policy. When determining an appropriate auxiliary aid or service, the District or school will give primary consideration to the auxiliary aid or service specifically requested by the person with a disability.

For purposes of this policy, “auxiliary aids and services” include a wide range of services, devices, technologies, and methods for providing effective communication, and may include:

1. Effective methods of making aurally-delivered information available to individuals who are deaf or hard of hearing, such as:

• qualified interpreters (on-site or through video remote interpreting services)

• note-takers

• real-time computer-aided transcription services (“CART”) • written materials

• the exchange of written notes

• telephone handset amplifiers

• assistive listening devices

• assistive listening systems

• telephones compatible with hearing aids

• closed caption decoders

• open and closed captioning, including real-time captioning • voice, text, and video-based telecommunications products and systems, including text telephones (TTYs), videophones, and captioned telephones, or equally effective telecommunications devices

• videotext displays

• accessible electronic and information technology

2. Effective methods of making visually-delivered information available to individuals with visual impairments, such as:

• qualified readers

• taped texts

• audio recordings

• Brailed materials and displays

• screen reader software

• magnification software

• optical readers

• secondary auditory programs (SAP)

• large print materials

• accessible electronic and information technology 3. Effective methods of enabling a person with a speech disability to communicate with the school or District personnel, such as:

• a word or letter board

• writing materials

• spelling to communicate

• a qualified sign-language interpreter

• taped texts

• a computer

• a portable device that writes and/or produces speech • telecommunication devices

4. Acquisition or modification of equipment or devices; and 5. Other similar services and actions.

Auxiliary aids and services will be provided for any school-initiated program, activity, meeting, or service, which may include:

• Parent/teacher conferences

• ESE/IEP/504 meetings

• Conferences or hearings involving student corrective action • Planning meetings

• Interviews for District employment

• Staff Meetings

• Interactive meetings regarding accommodations

• Graduation ceremonies

• Field Trips

• School Performances or Sporting Events

• Board Meetings

• Website information, including on-line information regarding curriculum, policies, and Board materials and agendas. • Reports of student grades and academic progress

• Parental alerts regarding school closures or events

The Superintendent is granted the authority to develop procedures in order to implement this policy.

Cross References: 2161 – Special Education and Related Services for Eligible Students 2162 – Education of Students with Disabilities under Section 504 of the Rehabilitation Act of 1973 3210 – Nondiscrimination

Legal References: Chapter 28A.642 RCW Discrimination prohibition Chapter 49.60 RCW Discrimination — Human rights commission WAC 392-400-215 Student rights 42 U.S.C. §§ 12131-12134 Americans with Disabilities Act of 1990 (ADA) (Title II) 28 C.F.R. part 35 – Nondiscrimination on the basis of disability in state and local government services 29 U.S.C. § 794 Section 504 of the Rehabilitation Act of 1973 34 C.F.R. part 104 Section 504 of the Rehabilitation Act of 1973 20 U.S.C. §§ 1400-1419 Individuals with Disabilities Education Act (IDEA), Part B 34 C.F.R part 300 – Assistance to states for the education of children with disabilities

Management Resources: 2016 – March Issue

Adoption Date: 5/26/16 Raymond School District #116

4217F-EFFECTIVE COMMUNICATION

RAYMOND SCHOOL DISTRICT EFFECTIVE COMMUNICATION REQUEST FORM*

Please note: The district needs as much advanced notice as possible to ensure that reasonable accommodations are met. Reasonable efforts will be made to accommodate requests made less than 48 hours in advance of a scheduled program, activity or event. If aids or services are needed for a meeting of the Board of Directors, please contact the office of the Superintendent directly at 360-942-3415, option 4.

Date of request: ______

Request Type: (Please check all that apply)

♦ Assistive Listening Aid or Service

♦ Assistive Vision Aid or Service

♦ Assistive Speech Aid or Service

♦ Other___________________________

Contact Persons:

Individual making request:

Name

Email, Phone or Website (preferred communication)

Building manager (Principal) where event will take place: Name

Email, Phone or Website (preferred communication)

Event Contact Person:

Name

Email, Phone or Website (preferred communication)

Event Details: Please attach any relevant supporting information (i.e., event flyer or brochure).

Event Name:

Event Date:

Start and End Time:

Event Description (i.e., lecture, seminar, meeting, sports event): Location (i.e., building, facility, off-campus school-sponsored activity): Other relevant details:

4217P-PROCEDURE EFFECTIVE COMMUNICATION

The District is committed to ensuring that all District-sponsored programs, activities, meetings, and services will be accessible to individuals with disabilities, including persons who have impaired hearing, vision or speech. The following procedure is intended to assist the District in taking appropriate steps to ensure that, related to such programs, activities, meetings, or services, any communication with students, families, applicants, participants, members of the public, and their companions with disabilities are as effective as communications with persons who have no disabilities. There is no fee or charge for the District to provide appropriate auxiliary aids or services.

Requesting Communication Aids or Services for a Program, Activity, or Event

Individuals who may need an auxiliary aid or service to participate in and enjoy the benefits of a program, activity, meeting, or event should contact the school or District office as soon as possible and no later than forty-eight (48) hours before a scheduled program or activity so that the District can make necessary arrangements. The District will make reasonable efforts to accommodate any requests made less than forty eight (48) hours in advance of a program, activity, meeting, or event. For auxiliary aids or services specifically during a meeting of the Board of Directors, the request should be made directly to the office of the Superintendent.

The District’s website provides information on how to request auxiliary aids and services, ask related questions, or raise concerns. The following is the site for this information: [http//: www… ]

If a person with a disability cannot access this format, this information will also be provided in an accessible format when necessary and upon request.

A form for requesting auxiliary aids and services is on the District website. While it is not required that this form be used to make such a request, this written form will minimize miscommunication and help the District understand the specific auxiliary aids or services being requested. District staff will also assist a requestor in filling out this form, when necessary. A copy of the form is attached to this procedure as an appendix.

Determining an Appropriate Auxiliary Aid or Service

When the District provides an auxiliary aid or service necessary to ensure effective communication, the aid or service must be provided in an accessible format, in a timely manner, and in such a way as to protect the privacy and independence of any person with a disability. Determining an appropriate auxiliary aid or service must be individualized and made on a case-by-case basis, considering the communication used by the person with a disability; the nature, length and complexity of the communication involved; the content and the context in which the communication is taking place; the number of people involved in the communication; and the expected or actual length of time of the interaction(s). During this process, the District or school will give primary consideration to the auxiliary aid or service specifically requested by the person with a disability. “Primary consideration” means that the District will provide an opportunity for the person with the disability (or an appropriate family member) to request the aid or service that he or she thinks is needed to provide effective communication.

The District or school will honor the choice of the person with a disability unless:

1. the District or school can prove that an alternative auxiliary aid or service provides communication that is equally as effective as communication provided to a student without a disability; or 2. the District determines that such aid or service would result in a fundamental alteration in the nature of the service, program, or activity, or would result in an undue financial and administrative burden to the District.

If the District refuses to provide a particular auxiliary aid or service for the reasons stated in number (2.) above, such determination must be made by the Superintendent or the Superintendent’s designee who has the authority to make budgetary and spending decisions, after considering all resources available for use by the District in the funding and operation of the service, program, or activity. This determination must be issued in writing with the reasons for concluding that a requested auxiliary aid or service would cause such alteration or burden. Nevertheless, the District must take other steps that would not result in such an alteration or burden, but would still ensure that, to the maximum extent possible, the individual with a hearing, vision, or speech disability can participate in and receive the benefits or services provided by the District’s program or activity.

If the District provides an auxiliary aid or service that is different than what is requested by the individual with a disability, the District will make a reasonable effort to provide notice to the requester in advance of the program, activity, meeting, or activity.

The District recognizes that communication and circumstances can change or evolve over time. If the communication with the person with a disability takes place over an extended period of time, the District or

school should reassess the effectiveness of communications and seek regular feedback from the person with a disability.

Timely Manner

The District will determine an appropriate auxiliary aid or service as soon as possible following a request by a person with a disability, and will likewise provide the auxiliary aid or service as soon as practicable. The District or school personnel working with the person with a disability (or an appropriate family member) will keep that person informed of when the auxiliary aid or service will be provided.

Interpreters

For purposes of this policy, a “qualified interpreter” means an interpreter who, via a video remote interpreting (VRI) service or an on-site appearance, is able to interpret effectively, accurately, and impartially, both receptively and expressively, using any necessary specialized vocabulary. Qualified interpreters include sign language interpreters, oral transliterators, and cured-language transliterators. Interpreters certified to provide interpretation in court proceedings or during the delivery of health services are presumptively qualified to provide such services.

Title II of the Americans with Disabilities Act expressly prohibits the school or District from requiring an individual with a disability to bring another person to interpret for him or her. The District is prohibited from relying upon a person who accompanies a child or adult with a hearing, vision, or speech disability to interpret or facilitate communication except under two circumstances:

1. In an emergency involving an imminent threat to the safety or welfare of an individual or the public where there is no interpreter

available, the school or the District may ask either a minor child or an adult to interpret or facilitate communication. In no other circumstances will the school or the District rely on a minor child to interpret or facilitate communication with a person with a disability.

2. Where the individual with the hearing, vision, or speech disability specifically makes the request, an accompanying adult may interpret or facilitate communication if the accompanying adult agrees to provide the assistance and the school’s reliance on the accompanying adult is appropriate under the circumstances. Complaints and Compliance

The District has an ADA Coordinator who monitor’s the District’s obligations and compliance with Title II, and who is charged with investigating complaints of disability discrimination. Informal or formal complaints of disability discrimination should be made pursuant to the processes contained in Procedure 3210P (Nondiscrimination). Questions and concerns relating to communication with persons with hearing, vision, and/or speech disabilities may be directed to:

Superintendent ADA Coordinator for Title II 1016 Commercial Street Raymond, WA 98577 (360) 942-3415 superintendent@raymondk12.org

Adoption Date: 5/26/16 Raymond School District #116

4218-Language Access Plan

The Board of Directors is committed to improving meaningful, two-way communication and promoting access to District programs, services and activities for students and parents with limited English proficiency (LEP) free of charge. To that end, the Board of Directors requires the District to implement and maintain a language access plan tailored to the District’s current LEP parent population.

At a minimum, the District’s language access plan will incorporate the procedures that accompany this policy and address:

Parent Identification

The District will accurately and in a timely manner identify LEP parents and provide them information in a language they can understand regarding the language service resources available within the District.

Oral Interpretation

The District will take reasonable steps to provide LEP parents competent oral interpretation of materials or information about any program, service, and activity provided to non-LEP parents and to facilitate any interaction with district staff significant to the student’s education. The District will provide such services upon request of the LEP parent(s) and/or when it may be reasonably anticipated by District staff that such services will be necessary.

Written Translation

The District will provide a written translation of vital documents for each limited English proficient group that constitutes at least 5 percent of the District’s total parent population or 1000 persons, whichever is less.

For purposes of this policy, “vital documents” include, but are not limited to, those related to:

• registration, application, and selection;

• academic standards and student performance;

• safety, discipline, and conduct expectations;

• special education and related services, Section 504 information, and McKinney-Vento services;

• policies and procedures related to school attendance;

• requests for parent permission in activities or programs; • opportunities for students or families to access school activities, programs, and services;

• student/parent handbook;

• the District’s Language Access Plan and related services or resources available;

• school closure information; and

• any other documents notifying parents of their rights under applicable state laws and/or containing information or forms related to consent or filing complaints under federal law, state law, or District policy.

If the District is unable to translate a vital document due to resource limitations or if a small number of families require the information in a language other than English such that document translation is unreasonable, the District will still provide the information to parents in a language they can understand through competent oral interpretation.

Staff Guidance

All school administrators, particularly those who have the most interaction with the public such as registrars and enrollment staff, certificated staff and other appropriate staff as determined by the superintendent, will receive guidance on meaningful communication with LEP parents, best practices for working with an interpreter, how to access an interpreter or translation services in a timely manner, language services available within the District and other information deemed necessary by the superintendent to effectuate the language access plan.

Appropriate district staff, as determined by the superintendent, will also receive guidance on the interaction between this policy and the District’s policy on effective communication with students, families, and community members with disabilities.

The superintendent is authorized to establish procedures and practices for implementing this policy.

Cross References: 3210 – Nondiscrimination 4129 – Family Involvement 4217 – Effective Communication

Legal References: Chapter 28A.155 RCW Special Education Chapter 28A.642 RCW Discrimination prohibition Chapter 49.60 RCW Discrimination – Human Rights Commission Chapter 392-400 WAC Pupils WAC 392-400-215 Student rights Title VI of the Civil Rights Act of 1964
Management Resources: 2019 – July Issue 2016 – July Issue OSPI website: Interpretation and Translation Services

Adoption Date: 12/19/19 Revised Dates: 07.19