MONITORING REPORT


POLICY 2.1: TREATMENT OF STUDENTS, PARENTS/GUARDIANS & COMMUNITY

This is my report on your Executive Limitation policy and is presented in accordance with your monitoring schedule. I certify the information contained in this report is true.
___________________________________                                      __________________
Superintendent                                                                          Date
This report will monitor the policy starting with its more detailed provisions and ending with the general provision.
With respect to interactions with Students, Parents/Guardians Community or those applying to be Students, Parents/Guardians and Community, the Superintendent shall not cause or allow conditions, procedures, or decisions that are arbitrary or capricious, untimely, unclear, undignified, or unnecessarily intrusive.
Further, without limiting the scope of the foregoing by this enumeration, the Superintendent shall not

  1. Elicit information for which there is no clear necessity
  2. Use methods of collecting, reviewing, transmitting, or storing student/ family information that fail to protect against improper access to the material elicited
  3. Operate facilities without appropriate accessibility and privacy
  4. Allow Students, Parents/Guardians and Community to be unaware of what may be expected and what may not be expected from the district
  5. Leave Students, Parents/Guardians and Community uninformed in writing of this policy or without a way to be heard for persons who believe they have not been accorded a reasonable interpretation of their protections under this policy.  

Provision # 1: Elicit information for which there is no clear necessity.
Superintendent Interpretation: I interpret this to mean that current, prospective, and former students and families will not be asked to provide information which is not required or needed for the school to meet its Ends and stay within the Executive Limitations policies.
Rationale: the rationale speaks for itself. To solicit unnecessary information from students/parents/guardians is a waste to time and resource. Moreover, doing so could jeopardize the good will of our constituents and their continued willingness to respond to requests for necessary information.
Evidence: We customarily use the following means to solicit information:

Vermont Student Assistance Corporation Survey (VSAC) – Not administered by the OSSU. The OSSU uses the information to support Means Policies 2.1 and 2.2. In addition, the information helps us meet our Ends.
I report compliance.
Provision # 2: Use methods of collecting, reviewing, transmitting, or storing student/ family information that fail to protect against improper access to the material elicited
Superintendent Interpretation: I interpret this to mean the Superintendent is required to employ information management or storage practices which comply with all State and Federal laws and regulations.
Rationale: it is essential for school districts to ensure all confidential information is stored in safe and appropriate environment (primarily for FERPA reasons). The school system must also ensure documents are shared through appropriate means, and that they are destroyed in compliance with Federal and State laws.
Evidence: There is password protection on all computers and networks, confidential or management status for employees who manage network and its applications, locked and fire-proof secured filing system as required, back-up data-management systems, procedures for storage and destruction of information/files, training of staff who work with sensitive student/parent information. Additionally, written communications and staff/board training occur annually.
I report compliance.

 

Provision # 3: Operate facilities without appropriate accessibility and privacy
Superintendent Interpretation: I interpret “facilities” to be defined as the physical plant, grounds, and transportation system.
I interpret “accessibility and privacy” to be defined in accordance with applicable federal and state laws as well the means by which the facility is open to the broader community.
Rationale: It is important to ensure OSSU facilities have clear operating procedures which guide accessibility (including use) and privacy. Teaching and learning is our primary purpose and, therefore, access to our schools must be directed in as positive a manner as possible. Our schools are our most valuable town assets and, therefore, we must ensure our facilities (and their contents) are protected.
Evidence: There are procedures in place for school access, use, and emergency responses. Staff and students are advised on an ongoing basis on appropriate use of facilities, including the Nurses Office, bathrooms, change rooms and lockers, etc.
I report compliance.
Provision # 4:  Allow Students, Parents/Guardians and Community to be unaware of what may be expected and what may not be expected from the district
Superintendent Interpretation: I interpret this to mean Students/Parents/Guardians/ Community will be provided written and oral information (including electronic) about the services offered by the school district.
Rationale: it is essential that school policies, procedures, and rules are explicitly written and readily available to all community members. By doing so, these documents guide the governance and operations of the districts in a manner that ensures fairness and equity for all. Without current policies, procedures, and rules the district is more likely to treat people inequitably and unfairly.
Evidence: We provide the following written information to all students: Program of Studies, Parent/Student Handbook, School Calendar, Website Information, Co-Curricular Offerings, Special Education information (including, Student Support Services, IEP’s, 504’s), Transportation, Food, Health, and Title 1. We also provide the following oral communications to students: Parent/Student/Teacher Conferences, School Assemblies, Extra-curricular meetings, Guidance Services (Social, Academic, and Career Counseling), Daily Announcements, and many incidental contact hours with staff and administration on a daily basis regarding district services.
I report compliance.
Provision # 5: Leave Students, Parents/Guardians and Community uninformed in writing of this policy or without a way to be heard for persons who believe they have not been accorded a reasonable interpretation of their protections under this policy.  
Superintendent Interpretation: I interpret this to mean Students/Parents/Guardians/ Community will have access to written policies and procedures and how they can appeal decisions.
Rationale: Monitoring this policy annually ensures its currency. Additionally, annual reviews ensure up-to-date and current expectations are clearly understood by all parties, thereby, ensuring all parties are treated with equity and fairness.

Evidence: We provide written information to the public in the following formats: Parent/Student Handbook, Website, letters to parents, and in person when requested.

I report compliance.
Policy Wording: With respect to interactions with Students, Parents/Guardians Community or those applying to be Students, Parents/Guardians and Community, the Superintendent shall not cause or allow conditions, procedures, or decisions that are arbitrary or capricious, untimely, unclear, undignified, or unnecessarily intrusive.
Superintendent Interpretation: I interpret student to mean all legal residents of the district who are entitled to receive educational services.
I further interpret “students or those applying to be students” to mean all children and young adults served by staff and programs of the district, including pre-school children, students enrolled in kindergarten through twelfth grade programs, young adults ages 18 to 21 served in the district special education programs, and students who are seeking enrollment in district programs.
I interpret “conditions” to mean existing circumstances which could have been reasonably foreseen.

 I interpret compliance with the overall policy to mean that all five provisions are in compliance.

Rationale: in general terms the policy wording expresses the expectation of the Board that students/parents/guardians and community members are treated with equity and fairness. To accomplish this expectation, this policy is explicitly written, monitored at least annually, and updated as needed; therefore, students/parents/guardians and community members have continual access to current Board’s expectations in this arena.

Evidence: All provisions are in compliance.