School-Community Relations - Section VI PDF

Tularosa Municipal Schools

Board Policy Manual







The understanding and support of the community are necessary to the smooth operation of a school
district. This does not mean that all problems in communications will be eliminated even when all
media problems are being used. The Board of Education recognizes that problems will arise, and that
decisions resulting therefrom cannot possibly be pleasing to everyone. However, it shall be the policy of
the Board to encourage maximum effort in keeping the public informed as to the policies, problems,
progress, and plans inherent in the general operation of the schools within the district.


To this end, it shall be the practice of the Board to utilize the advice and assistance of the school staff
and interested individuals and groups within the community in arriving at solutions which will best
serve the development of a superior educational program.


However, being the official governing body of the school district, the Board of education shall in no
manner seek to escape its responsibility in exercising its full legal authority in the rendering if final
decisions on matters of school district policy.


A. Visitors

Visitors shall be welcome at schools at all times. Parents of students, in particular, are urged to visit
with teachers and other school officials at school on matters of mutual concern.
Visitors are welcome at all meetings of the Board of Education except on those infrequent occasions
when the Board is meeting in executive session.


B. Open House
Each school shall set aside at least one day each year when emphasis shall be placed on parent


C. The Superintendent and the school Principals, will disseminate publicity on a system wide-level.
The Administration will meet with any community group to explain school problems if
arrangements are made a week in advance.
The local newspaper will be furnished news releases that the Board or Administration feel worthy of
public notice.


D. Individual school news should be released through the school's authorized correspondent, with the
approval of the department head affected and the Principal. Each Principal may organize his/her
own news reporting system and may designate their own news correspondent.


The Board of Education shall exercise appropriate control over receiving of gifts including awards to
students, and all other contributions to any school or department in a school from any source.


A. It shall be expected that any individual or organization desiring to make a contribution or an
award to any school first discuss such matter with school officials regarding the acceptableness
of the contribution. This shall be done in advance of any solicitation of funds or the making of
budgetary appropriations.


B. Contributions of equipment or services which may involve installation or major maintenance
expenditures, or which may necessitate initial or continuing financial commitments from the
school district shall be proposed through the office of the Superintendent of School for Board


C. It shall be the policy of the school district to direct contributions generally toward the purchase
of those items which would not normally be considered appropriate public fund expenditures, or
for which the regular budget may be inadequate.


D. Any contributions made to the school shall become the sole property of the school district and
shall be subject to the same controls and regulations, which govern the use of other school
owned property.


E. Each school shall keep a list of all donated property which list shall be made available to the
Board of Education when needed.


A. The use of the gyms and other school plant facilities is restricted to bona fide community, civic and
fraternal organizations.


B. Use of the facilities of the school plant or grounds shall be restricted to the above community
organizations and shall specifically exclude use for private purposes.
Exception: Private teachers of music and similar fine arts who teach in sufficient numbers pupils
who reside in the community may use school facilities for recitals which do not involve admission
charges, and in which profit making is not a motive.


C. Civic and fraternal organizations may use the school plant for the following purposes:

l. Regularly scheduled meetings when said organization has no meeting place of its own.

2. Theatrical productions and other related activities which are for the purpose of raising funds to
be used for community betterment or charitable enterprises; sporting events, such as basketball
games, volleyball contests, or other types of sporting events conducted for the purpose of
raising funds as herein before stated with the exception of such events as professional wrestling
exhibitions, professional boxing matches, or other related commercial events which, in the
opinion of the school authorities would be harmful to school property.


D. Any sponsoring organization using school facilities is totally responsible for any damage to said
facilities when such damages are considered to be in excess of that normally expected from the
activity for which such facilities are used.


E. Tobacco use on school property or in school vehicles is strictly forbidden.

F. Alcoholic beverages are strictly forbidden on school property.

G. The sponsoring organization is responsible for taxes due the Bureau of Revenue on admissions


H. All school and community activities held in school buildings or on school grounds must be
terminated not later than l:00 A.M.


I. The sponsoring organization using the gymnasium for the purpose of raising funds shall pay a fee
of $100 to the building custodian who shall be required to properly clean the area used both before
and after the activity and shall be present during such activity for assisting the organization and
requiring the enforcement of regulations governing building use. This, however, does not relieve
the organization from responsibility for damages to the building or equipment.


If the school cafeteria is used for fund raising, the sponsoring organization shall pay a janitorial fee
of $100.


The above fees shall be paid directly to the janitor involved.

J. School gyms will not be rented for dances.


School owned vehicles are secured for the exclusive use of school personnel and their use is to be
restricted to school purposes.


A. Vehicles owned by the School District are not to be used for private purposes.

B. The Board will provide a vehicle to the Superintendent of Schools for use in those duties generally
associated with the Superintendent or Board of Education. This vehicle will be available 24-hours
per day and may be taken home.


C. The Superintendent may authorize use of vehicles under the conditions of the above policy and
regulations. Any misuse of vehicles or personal use of school vehicles may result in dismissal of the
person involved in the infraction.


D. All "moving violations", when using vehicles owned by the school district will be reported to the
Office of the Superintendent.


Portable school property such as chairs, tables, projection equipment and similar items may be used by
the same organizations authorized to use buildings. However, these must be checked out and signed for
through the building principal or his authorized representative. Such equipment must be returned on the
day following its use except if such day should fall on Sunday, it may be returned on Monday.
In the case of the movie projectors or other mechanical equipment, the organization involved shall either
secure the services of school personnel qualified to operate such equipment or provide the principal with
assurance that a competent operator, not a school employee, is available to operate and care for the


The method by which complaints from parents, patrons, community groups or employees are handled
may well set the pattern for harmony or lack of it. Complaints, whether they be large or small, must not
be ignored. It shall be the policy of the Board of Education to individually and collectively encourage
those having complaints, real or imagined, to bring them to the attention of the proper authorities
through very specific, recognized channels of communication.

Individual Board Members should not refuse to listen to grievances, but shall guide individuals or
groups through proper procedures. Board Members should avoid giving the public the impression that
their grievances are being ignored. Many times knowledge of policies on the part of an individual Board
Member will make it possible for him to stop a grievance by a simple explanation of a policy already in
effect and its purpose. This should not be attempted, however, unless there is a strong reason to believe
the result will be settlement of the grievance at that point.


1. Step I - Informal

a. The district official receiving the concern or complaint will inform the Superintendent of
the nature of the concern. If the district official is a school Principal and his/her school is
involved see Step I, Part b. A member of the Board of Education is considered a district
official during this procedure.


b. If the Principal is the district official, he will manage the problem "in house" if he/she can
possibly do so. If not, he will then bring the problem to the Superintendent; who in turn,
will immediately notify the parties involved and will make every effort to bring the
employee and/or program chairman and the complainant together for a conference.


c. Should the complainant not wish to meet with the employee, the Principal will make an
effort to resolve the matter to the satisfaction of those concerned. The principal will keep
all parties informed of the progress toward solution of the problem.


2. Step II - Formal (Building)

a. Should the complaint not be settled through Step I, the Principal will request the
complainant to prepare a review form (all district officials have a supply). A signed copy
will be given to the employee.


b. The Principal will forward the review form to the Superintendent, who will form a
committee of the Director of Instruction, the Principal, and a fellow teacher acceptable to
the employee.


3. Step III - Superintendent

The Superintendent will review the written conclusions of the committee and communicate his decisions
to the complainant and the challenged employee. The Superintendent may decide to request a review of
program or a review of personnel services.

4. Step IV - Formal (Board of Education)

A. The complainant may wish to appear before the Board of Education, at which time the
Superintendent shall present a review of the situation and make his recommendation. The
final decision will rest with the Board of Education.


Directories listing the names, addresses, and telephone numbers of school district employees shall be
made available only to educational institutions, professional organizations, or to those businesses or
organizations, which clearly state the use to which such directories will be put. When such use is
considered by the Superintendent of Schools to be not in the best interests of employees or the school,
requests for directories shall be denied.


In compliance with HB212 of 2003, Tularosa Municipal Schools sets forth the following guidelines for
School Advisory Councils:


A. Each school shall have a School Advisory Council.

B. Each School Advisory Council shall consist of six members plus the Principal. The Principal
shall be the chairperson of the Council.


C. The Council shall be made up of the following individuals:

2 staff members (re-submit name each year for re-appointment)
2 parents who are not employed by the District (term to be for the duration of time
children are in that school)
1 business person (re-submit name each year for re-appointment)


1 community member in schools with grades K-5


1 student in grades 6-12


D. Selection: The Principal shall solicit volunteers. From this group of volunteers, the Council will
be elected.


E. If a person resigns from the Council, the Principal shall appoint the next available volunteer that
meets the vacancy criteria.


F. These councils work in compliance with HB212 and are advisory only.

G. These councils shall meet a minimum of three times per year.

Approval Date: 4/02/2014

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