7000 - Communications (7/1/08) BACK TO TOP
The Superintendent shall, in cooperation with the board, keep the community regularly informed on issues which affect the district and/or their children, including but not limited to:
• Information about district programs;
• Forthright and honest communication;
• Easy to understand information about school finances and how funds are spent; and
• Opportunities for community members.
The Superintendent shall ensure that information provided by the district is both accurate and timely.
The Superintendent shall make use of a variety of communications media in this endeavor, including maintaining a professional web site or sites, utilizing local print, radio, television media, and personal meetings.
7000.R.01 - Communications BACK TO TOP
1 Purpose
1.1 To provide guidelines for the timely and accurate dissemination of information to the community
2 Organizational Units Affected
2.1 Superintendent
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 AAPS activities: decisions, issues and actions undertaken by AAPS which directly affect the district, students, parents, and the community
3.3 Board: Board of Education
4 Background Information
5 Procedures
5.1 The Superintendent shall be responsible for the timely, forthright, honest and accurate dissemination of information about AAPS activities to the community.
5.2 Communication to the community shall include, but not be limited to:
5.2.1 information about district programs and/or facilities
5.2.2 easy-to-understand information about school finances and how funds are spent
5.2.3 opportunities for community members to become involved in AAPS activities
5.3 The Superintendent shall make use of a variety of media to communicate with the community, including, but not limited to:
5.3.1 web site(s)
5.3.2 local/regional commercial print and/or electronic media
5.3.3 meetings
5.3.4 paid advertising, as and if deemed appropriate by the Superintendent and the Board and if finances permit
5.4 The Superintendent shall be the primary spokesperson for communication about AAPS activities to the community.
5.4.1 The Superintendent may designate an AAPS employee to act as the primary spokesperson about individual or general AAPS activities to the community.
5.5 The Superintendent may engage outside counsel, representation and/or services to assist with communications to the community if funds are available within the annual operating budget.
5.5.1 Any engagement of outside counsel, representation and/or services which materially affects the annual operating budget shall not be undertaken without prior written authorization and approval by the Board.
5.6 Any AAPS employee who communicates with the community in any media shall represent the district honorably and accurately.
6 Work Instructions, Templates, & Samples
7 Training & Feedback
8 Implementation, Compliance & Assessment
7100 - Advertising (7/15/08) BACK TO TOP
The Board of Education recognizes that school districts face increasing material and human needs that are not being met by local, state or federal funding and that the value of advertising and sponsorships may be available to help meet those needs through collaboration with the district. As such the Board, understanding the financial potential, encourages advertising, sponsorships, and trades between organizations, agencies and private businesses and the schools to enhance student learning and the Board's ability to provide for a quality educational experience for students.
The Board authorizes the Superintendent/designee to oversee and approve all advertising, sponsorship, and trade agreements including the determination on the value and benefit of these agreements. The Superintendent/designee will give the Board prior knowledge of these approvals for large-scale and/or high profile contracts and placements.
The Board will be presented with a quarterly report on advertising revenue.
7100.R.01 Advertising BACK TO TOP
1 Purpose
1.1 To provide oversight for all district property used to generate advertising revenue.
1.2 To provide regulations and guidelines to augment advertising practices.
2 Organizational Units Affected
2.1 Administrative and building staff
2.2 Athletics staff and groups
2.3 PTO, booster clubs, fundraising groups
2.4 Students, parents and community members
3 Definitions
3.1 “Advertising” - is defined as “paid space” and has the primary purpose of advancing the name, product, service or special interest of the advertiser. All advertising will be subject to the standards of good taste, and model and promote positive values for our students and the district as determined by the district and/or Board of Education.
3.2 “Sponsorship” is defined as a person, business or organization, which pays for a school project or activity in return for appropriate exposure to the school or district families as determined by the school and district (example: local business pays for school t-shirts and places their logo on the shirt in a school approved location).
3.3 “Trade” is defined as an agreement to trade services without the exchange of money (example: use of school space in exchange for radio advertising).
4 Background Information
5 Procedures
5.1 Advertising/Sponsorship/Trades will be prohibited if it:
5.1.1 Promotes any specific political statement, candidate or campaign for any election
5.1.2 Promotes hostility, disorder or violence
5.1.3 Attacks ethnic, racial or religious groups as it appears in the Board of Education's Statement of Nondiscrimination
5.1.4 Promotes the use of alcohol, drugs, tobacco or firearms
5.1.5 Invades the rights of others
5.1.6 Inhibits the functioning of the school, transportation of students or student learning
5.1.7 Overrides school or district identity
5.1.8 Encourages inappropriate behavior of minors or is deemed inappropriate for minors
5.1.9 Provides access to students, who are seen as a captive audience in a school and/or classroom, by placing permanently affixed advertisements in classrooms and common areas where students have no choice or competes with school sponsored program
5.2 Suggested Appropriate Venues for Advertising
5.2.1 District level publications
5.2.2 Student newspapers, yearbooks, playbooks, handbooks, planners, staff newsletters and publications, signs, marquees, etc
5.2.3 Community Recreation and Education publications
5.2.4 District level activities at state tournaments
5.2.5 Signage at district and schools including outdoor and indoor athletic facility signage
5.2.6 Parent information packets
5.2.7 School bulletin boards upon approval of the principal
5.2.8 School and district websites and web pages
5.3 Appropriate Venues for Trade and Sponsorship Agreements
5.3.1 Trade for an item or service when appropriate value and benefit to the school and district is determined.
5.3.2 Sponsorship for school and district events, programs, extra curricular activities and clubs, field trips, or whatever the district determines is of value to the school or district in exchange for an approved and appropriate sponsorship which should include some monetary or other intrinsic value to the school or district.
5.4 Approval and Price Setting
5.4.1 All school advertising, trades and partnerships should be approved by the Superintendent/designee. Advertising rates, sponsorship and trade agreements will be established in coordination with the Communications Department and based on size, advertising space/area and number of exposures, events and programs.
5.4.2 All advertising will be subject to the approval of the Superintendent/designee with the exception of advertisements placed in student publications such as yearbooks, playbills, programs or newsletters/newspapers subject to building principal approval.
5.4.3 Advertising placements on or in conjunction with athletic fields, arenas or playing area will be coordinated by the school principal and athletic director. The district will be informed of these agreements including the name of the advertiser and the amount received for the advertising as well as where the funds are deposited.
5.5 Athletics
The District acknowledges that currently the high school athletic departments sell advertising spaces around the playing fields. This money is collected by the Athletic Directors and used to augment their budgets. This policy is not intended to change the current practice but rather to use it as a reporting method so the district can track the level of advertising sales.
5.6 Playbill/Yearbooks/Planners/Student Newspapers/Student Publications
Current practice is to allow schools, booster clubs and PTOs to solicit ads for these types of publication. This policy would invoke proper guidelines for schools, booster clubs and PTOs to follow when engaging in ad sales but not to capture those funds at the district level.
5.7 This policy would restrict the use of our students as “advertising vehicles” such as allowing direct access to advertisement placements (flyers, ads) in student backpacks unless the district and/or school determine a direct benefit. This policy and the regulations would give schools guidelines for acquiring advertising support to augment and fund school programs by way of appropriate sponsorships and advertisements.
6 Work Instructions, Templates, & Samples
6.1 Signage Guidelines
7 Training & Feedback
8 Implementation, Compliance & Assessment
7150 - Naming (7/15/08) BACK TO TOP
The Ann Arbor Public Schools may choose to name a facility or part of a facility to honor a person(s) or entities that have made extraordinary educational support or financial contributions to the District. The naming of a facility or part of a facility is a significant honor and long lasting as well as a strong commitment to the honoree's connection to the district.
The term “facility” or “part of the facility” are broad and defined to represent all district properties, building structures and interior spaces including classrooms, auditoriums, athletic arenas, as well as exterior spaces including athletic fields and playgrounds.
All decisions regarding naming district-owned facilities in recognition of an honoree for either the purpose of financial contributions or significant educational contribution are the decision of the Board of Education based on a recommendation by the Superintendent of designee.
7150.R.01 - Naming BACK TO TOP
1 Purpose
1.1 To provide guidelines for naming of facilities
2 Organizational Units Affected
2.1 Superintendent
2.2 Board of Education
2.3 Community and administrative staff
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 District: Ann Arbor Public Schools
3.3 Board: Board of Education
3.4 “Facility” or “part of the facility”: all district properties, building structures and interior spaces including classrooms, auditoriums, athletic arenas, as well as exterior spaces including athletic fields and playgrounds.
4 Background Information
5 Procedures
5.1 In the best interest of the prospective honoree/donor and the district any communication or release of the request shall remain confidential until the appropriate approvals have been obtained.
5.2 All naming requests shall be submitted in writing to the Superintendent. Every reasonable attempt will be made to respond to the request within 90 days of the request.
5.3 All naming requests shall demonstrate that the proposed honoree has met the criteria outlined below.
5.3.1 Extraordinary Service
5.3.1.1 Nominees shall have given extraordinary service with distinction to the district recognized by the community.
5.3.1.2 Nominees may not be actively employed or a current school board member for the district at the time of the naming, unless there are exceptional circumstances approved by the Board of Education.
5.3.2 Private Financial Support
5.3.2.1 Any financial gift with the purpose of naming a facility or part of a facility shall adhere to all district policies and guidelines.
5.3.2.2 A due diligence process will be followed before the district accepts any financial donation for naming purposes to protect against the appearance of undue influence or conflict of interest.
5.3.2.3 All gift donations will have a gift agreement reviewed by both parties including legal counsel to include proposed naming, duration of naming and financial payments over time.
5.4 Signage
The size, design (including logos) and wording of the plaques and other signs to acknowledge donor generosity and express district appreciation need to be consistent with the district's signage guidelines and approved by the district.
5.5 Duration of Name
5.5.1 The name of facilities or parts of facilities in honor of an individual is expected to last for the lifetime of the facility or part of facility.
5.5.2 When the useful life of a facility ends and a replacement or substantial renovation needs to be accomplished, it is up to the district to decide if the name will continue to appear on the new facility or part of the facility of if the facility is renamed.
5.5.3 If renaming is decided the district will make every attempt to inform the original donors or honoree or immediate family members.
5.5.4 Recognition of earlier donors and honorees shall be included in a new or renovated facility as appropriate and determined by the district.
5.5.5 Naming of a facility after a corporation or organization will have a defined set of years determined in the naming agreement. This will be determined on a case-by-case basis.
5.5.6 Naming of a facility will not preclude naming of individual parts within that facility such as classrooms, athletic fields.
5.5.7 If there is a change in the original function of the facility or part of the facility, any related naming agreement must be reviewed. If the proposed change is not consistent with the original agreement the donor must be notified.
5.5.8 If, at any time following the naming agreement, circumstances change substantially of the donor or honoree so that continued use of that name may compromise the public trust, the Superintendent will be consulted to determine future action, which could result in revoking the use of the naming rights.
5.6 Level of Financial Supported (Suggested percentages)
The following are gift guidelines to take into consideration to determine a significant level of financial support. These levels are suggested levels. The Board may review and consider other levels of financial support offered.
5.6.1 New facility: 25% or more of construction costs
5.6.2 Renovated facility: 25% or more of renovation costs
5.6.3 Existing facility: 25% of fair market value
5.6.4 Revoking naming rights: See 5.5.8 above. There will be no refund of investment by donor if naming right is revoked.
6 Work Instructions, Templates, & Samples
6.1 Facility Naming Guidelines
7 Training & Feedback
8 Implementation, Compliance & Assessment
7200 - Relationships with Community Groups and Agencies (6/30/10) BACK TO TOP
The Superintendent shall, in cooperation with the board, maintain productive working relationships with local community organizations and agencies, and shall encourage the positive involvement of such organizations in support of the district’s mission and goals.
7200.R.01 - Relationships with Community Groups and Agencies BACK TO TOP
1 Purpose
1.1 To provide guidelines for AAPS interaction with public and private sector community organizations
2 Organizational Units Affected
2.1 All staff
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Board: Board of Education
4 Background Information
5 Procedures
5.1 The Superintendent, in cooperation and consultation with the Board, shall be responsible for maintaining positive working relationships with local and regional public and private sector community organizations and agencies.
5.2 The Superintendent shall be the primary contact for communication with local and regional public and private sector community organizations and agencies.
5.2.1 The Superintendent may designate an AAPS employee to act as the primary contact at the AAPS for local and regional public and private sector community organizations and agencies.
5.3 The Superintendent shall encourage the positive involvement of local and regional public and private sector community organizations and agencies in support of the district's mission and goals.
6 Work Instructions, Templates, & Samples
7 Training & Feedback
7220 - Parent & Booster Organizations (6/30/11) BACK TO TOP
All school-associated organizations which are formed to promote and assist in the financing or operations of the schools must be approved by the board.
Prior to adoption or revision, the constitutions and bylaws of such organizations shall be submitted to the board for approval. Such organizations shall maintain on file in the superintendent’s office a record of officers, bylaws, mailing addresses and other pertinent information.
Organizations that collect, solicit, or raise funds for or in the name of any school program shall be subject to financial review and audit by or at the request of the board. Such organizations shall abide by the district’s policies and regulations, including regulations such as those of the Michigan High School Athletic Association (MHSAA) regarding contact with student athletes.
The board may terminate recognition of any organization in violation of this policy. The board authorizes the Superintendent to take any necessary legal action to ensure that organizations not recognized by the board shall not use the name or good will of the district or of any district school. Terminated organizations shall not be allowed access to school facilities, and school employees shall not accept donations from any such organization.
The Superintendent may establish rules to ensure the conduct and integrity of any board-approved associate organization. Such organizations are expected to adhere to the mission and core values of the district. Donations by such organizations shall be governed by the board’s policy on gifts and bequests.
7220.R.01 - Booster Club Activities BACK TO TOP
1 Purpose
1.1 To provide guidelines for appropriate and acceptable booster club activities
2 Organizational Units Affected
2.1 Athletic Department staff
2.2 Board of Education
2.3 Superintendent
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Board: Board of Education
4 Background Information
4.1 The administration of the Ann Arbor Public Schools recognizes the existence of booster clubs, whose purpose is to support a group within the school. Booster clubs are not school-run organizations and are separate from team and in-school operations.
4.2 Members of booster clubs shall be bound by all regulations and policies as outlined by the AAPS Board of Education.
4.3 Members of booster clubs shall be bound by all policies and regulations relating to school operations and access to school grounds and facilities.
4.4 Members of booster clubs shall be bound by all regulations and policies as outlined by the Michigan High School Athletic Association, especially those sections relating to contact with student athletes.
5 Procedures
5.1 It is the responsibility of all members of a booster organization to be familiar with and comply fully with all applicable regulations.
5.2 All school-associated organizations which are formed to promote and assist in the financing and/or operations of a school must be approved by the Board of Education before commencing operation.
5.3 Prior to the adoption or revision of the organization's bylaws, the charter, constitution or bylaws of the organization shall be submitted to the Board for approval.
5.4 The organization shall maintain a file with current information relating to officers, bylaws, mailing address(es), contact information and other pertinent information in the Superintendent's office.
5.5 Organizations that collect, solicit or raise funds for or in the name of any school program shall be subject to financial review and audit by or at the request of the Board.
5.5.1 Donations shall be governed by the Board's policy on gifts and bequests. (Policy 7400)
5.6 The Superintendent may establish rules to ensure the conduct and integrity of any Board-approved associate organization.
5.7 The Superintendent shall pursue any necessary legal action to ensure that organizations not approved by the Board shall not use the name, facilities, and/or good will of the district or any district school.
5.7.1 Unapproved or terminated organizations shall not be allowed access to school grounds and/or facilities, and school employees shall not accept any donations of any kind from any such organization.
5.8 The Board may terminate recognition of any organization in violation of any policy relating the operation of school-associated groups.
6 Work Instructions, Templates, & Samples
7 Training & Feedback
8 Implementation, Compliance & Assessment
7250 - Use of Facilities (6/30/11) BACK TO TOP
In accordance with Michigan School Code, the board encourages the maximum use of its school grounds, schools, and building facilities by properly organized and responsible groups. Such use, however, shall not interfere with the school routine or any school-sponsored activity, and shall not conflict with the mission or policies of the district.
Use of school facilities by not-for-profit organizations shall be without charge, except the Superintendent may charge a fee to cover actual costs incurred beyond incidental expenses like routine custodial service, utilities, and wear and tear. Use of school facilities by other person(s) or agencies shall incur a rental fee.
The Superintendent shall establish appropriate fees, contracts, and terms and conditions of use under this policy, consistent with providing equal access to facilities under board policy and law.
7250.R.01 - Use of Facilities BACK TO TOP
1 Purpose
1.1 To provide guidelines for permissible use of district property and facilities
2 Organizational Units Affected
2.1 AAPS staff
2.2 Superintendent
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Board: Board of Education
3.3 Facilities: schools, school grounds, buildings and property owned or leased by the AAPS.
3.4 School Groups: any group whose funding is part of the AAPS budget (Priorities 1 & 2)
3.5 Non-school Groups: any group that is not financially affiliated with AAPS (Priorities 3, 4 and 5), and whose purpose does not support AAPS.
4 Background Information
4.1 The Board encourages the maximum use of its school grounds, schools, and building facilities by properly organized and responsible groups.
4.1.1 Such use shall not interfere with the school routine or any school-sponsored activity, and shall not conflict with the mission or policies of the AAPS.
4.2 The Board or its representatives will have free access to all rooms at all times.
4.3 The Board reserves the first claim to the use of its own property and may cancel any function as deemed necessary.
4.4 All facility requests must comply with all applicable state and federal laws, local ordinances, Board policies, regulations, and school rules.
4.5 The AAPS reserves the right to reject any facility use request that is not in the best interest of the school district.
4.6 The AAPS reserves the right to cancel any facility use approval when necessary due to circumstances beyond its control, in the event of an emergency, or if, in the opinion of the AAPS, the activities may endanger the health, safety, or welfare of the participants.
4.7 The AAPS reserves the right to deny or withdraw facility use privileges at any time upon breach of the terms and conditions of use or for reasons outlined in 4.5 and 4.6.
4.8 AAPS facilities may not be used for the following purposes: gambling and games of chance, except as permitted by law, or activities that may be hazardous or considered a public nuisance.
4.9 Open alcoholic beverages are prohibited at all AAPS facilities.
4.10 Smoking is prohibited at all AAPS facilities.
4.11 AAPS staff and students have no rights to facility use for non-school related functions other than those afforded to the general population. Improper use of school facilities for personal profit or enjoyment will subject the employee or student to disciplinary action.
4.12 AAPS facilities may not be used for running a private business.
4.13 Additional rules for use of facilities can be found in the “Request and Lease of School Facilities”, Appendix C and on the Rec&Ed website: www.aareced.com
4.14 Facility users shall be classified as follows:
4.14.1 Priority #1: School Groups - Include organizations wherein the membership and sponsor are members of our student body and staff. This includes school clubs, athletic teams and/or officially recognized school groups, such as:
- Pre-K-12 instructional programs for students
- Activities and services directly supporting Pre-K-12 programs for students
- School intramural and athletic programs
- School age child care
4.14.2 Priority #2: AAPS Use only, such as:
- Community Education & Recreation organized and operated activities for children and adults
- Employee bargaining groups for conducting bargaining unit business
- District sponsored school wellness activities
- Fundraising activities by AAPS school organizations, including PTO's, AAPS- Education Foundation, PTO Thrift Shop, and booster clubs at their home school facility
4.14.3 Priority #3: Local Non-profit groups, such as:
− Local non-profits with 501(c)3 documentation
− Civic Groups (eg. Kiwanis, Rotary Club)
− Informal neighborhood groups and associations
− School-sponsored scouting programs
− PTO's and booster clubs at facilities other than their home schools
4.14.4 Priority #4: Public and Community Groups, such as:
− Political groups
− Non-AAPS labor unions
− Religious groups and churches
− Government agencies
− K-12 public, charter, and private schools other than AAPS
4.14.5 Priority #5: Businesses and Citizens, such as:
− Businesses using facilities for permissible functions (e.g. functions not directly related to the business and not generating revenue)
− Movie production
− Private activities and parties (e.g. birthday parties, family reunions, weddings, dances, concerts)
− Fraternities, sororities
− AAPS staff and students (for personal use)
5 Procedures
5.1 The Superintendent shall establish appropriate fees, contracts, and terms and conditions of use under this policy, consistent with providing equal access to facilities under Board policy and law.
5.2 The Superintendent or his/her designee is authorized to assess and charge a fee to cover actual costs that are incurred over and above usual school maintenance and operating expenses.
5.3 The Superintendent or his/her designee shall make the total fees known to the requesting organization, agency and/or individual seeking to use district grounds and/or facilities prior to the desired date of use.
5.4 Local Non-Profit groups and agencies (Priority 3) that do not have documented not-for-profit status seeking to use school buildings and/or facilities may do so at no charge if the desired location is available and such use does not interfere with scheduled school activities (including Rec&Ed activities) and if such use does not generate revenue, including entrance fees, activity fees, resale, assignment, lease or rental fees.
5.4.1 Revenue-generating activities will be assessed a fee according to the contract agreement, along with other charges to cover actual costs incurred, if necessary. (See 5.7.1).
5.5 The Superintendent shall notify any political parties, organizations, and/or candidates hat they are expressly prohibited from promoting political activities and/or individuals on school property during school hours.
5.5.1 An exception shall be made for individuals who may be asked to speak as part of a class project and/or informational program.
5.5.2 Individuals making such appearances shall be expressly prohibited from promoting specific parties and/or candidates.
5.5.3 AAPS employees and students are expressly prohibited from circulating political petitions during an employee's or student's assigned working hours.
5.6 Scheduling Procedures
5.6.1 Elementary and Middle School facilities or outdoor sites:
5.6.1.1 School groups may reserve facilities through the building principal. Each building shall develop a process for their staff and school groups to use in planning events.
5.6.1.2 All non-school groups must submit a completed “Request and Lease of School Facilities” no later than two weeks of the requested date of use, or as agreed to by the Community Education and Recreation (Rec&Ed) office.
5.6.2 High School facilities or outdoor sites may be reserved through each high school's scheduling office. Contact information is available on the Rec&Ed website at www.aareced.com.
5.6.3 Parking lot use by non-school groups may be scheduled through the Rec & Ed office.
5.7 Requirements, Fees and Charges
5.7.1 No rental fees shall be assessed to Priority Groups 1, 2, and 3. Additional charges may apply to cover actual costs incurred.
5.7.2 Groups 4 and 5 shall be assessed rental fees and/or other charges according to the Facility or Equipment Rental Fee Schedule.
5.7.3 Non-school groups or individuals may be assessed a fee for the use of school parking lots (See Facility or Equipment Rental Fee Schedule).
5.7.4 All non-school groups and individuals must provide proof of insurance in accordance with the contract agreement.
5.8 Non-school groups or individuals requesting to use school facilities shall submit a signed contract (agreement) and indicate in writing its agreement to pay the fee(s) as set forth in the contract (agreement).
5.9 A permit shall be issued to non-school groups or individuals when facility use approval is granted. Such permit must be in the possession of the responsible party during the event.
6 Work Instructions, Templates, & Samples
6.1 Request and Lease of School Facilities available online at www.aareced.com
6.2 Building Use Consent Form available online at www.aareced.com
6.3 Facility Rental Fee Schedules: High School, Middle School, Elementary School
6.4 Equipment Rental Fee Schedules (contact Physical Properties Department 994-8118)
7 Training & Feedback
8 Implementation, Compliance & Assessment
7300 - Visitors and Visitations (6/30/08) BACK TO TOP
Visitors
The Superintendent shall ensure that each building administrator manages all visitors to school facilities, providing an open and welcome environment to visitors while maintaining the safety, security, and the educational effectiveness of the building for all students.
Loitering or Causing Disturbance
The Superintendent shall establish and maintain procedures to ensure that a school administrator or designee may remove any person who is found to be creating a disturbance in any school, or on the school grounds, or in any way disturbing the ongoing educational process.
7300.R.01 - Visitors and Visitations BACK TO TOP
1 Purpose
1.1 To establish guidelines to properly identify individuals entering school facilities during the school day
1.2 To ensure safety of students and staff
1.3 To ensure a proper welcome to visitors
1.4 To avoid interruption of the educational process
1.5 To protect the school, grounds and students from individuals found loitering or who otherwise have no business at the school(s)
1.6 To address the need to maintain safety and security of students in the buildings, while increasing accessibility and community connections
2 Organizational Units Affected
2.1 All staff
3 Definitions
3.1 Loitering: the process of lingering in or near the school, grounds or walking routes by individuals having no current connection to the school
3.2 School day: the period of time during which students are receiving regular instruction
3.3 Visitor: any individual other than the students and staff assigned to that particular building
4 Background Information
5 Procedures
5.1 All building supervisors shall ensure that school entry doors are properly and clearly labeled to direct visitors to the school office, proper entry door, or nearest sign-in area when entering a building.
5.2 Information should include a security telephone number to use for emergencies and after-hour building access.
5.3 School buildings designed with a main entry that does not pass by the office shall either take extra care to direct visitors to the office, or, in the case of large buildings, install welcome desks and/or a telephone so that visitors may be directed properly.
5.4 Each school shall use a sign-in sheet and visitor badge system for building visitors.
5.5 Staff will politely approach unidentified visitors and escort them to a proper sign-in area.
5.6 All staff will be informed of individuals who are allowed in building without signing in and obtaining a visitor badge (e.g. security, Police/Fire Department/Emergency services personnel, uniformed delivery staff).
5.7 Each building administrator will have a documented set of options for contacting help if any staff member is confronted with or notices unwelcome visitors.
5.7.1 These instructions shall be on file in each office, included in new employee orientation, and shared with substitutes and long-term volunteers in each building.
5.7.2 To increase effectiveness when needed, such instructions shall not be made public.
6 Work Instructions, Templates, & Samples
6.1 “Customer service” surveys and “mystery shopper” benchmarks
6.2 Crisis Management Plan for dealing with unwelcome visitors
6.3 Signage and other instructional formats
7 Training & Feedback
8 Implementation, Compliance & Assessment
8.1 There shall be periodic feedback and discussion between staff and building principals.
8.2 Frequency should be monthly until compliance occurs across district; follow up with annual beginning-of-school-year readiness check.
8.3 Assessment of surveys and related benchmarks
7350 - Volunteers (6/30/08) BACK TO TOP
The Superintendent, building administrators and the district volunteer coordinator shall encourage appropriate volunteer work in support of the district’s mission and goals.
All volunteers who are expected to have more than incidental contact with children shall undergo a criminal history and reference check prior to serving as a volunteer; the cost to be borne by the district.
The Superintendent, building administrators and the district volunteer coordinator shall ensure that all volunteers have appropriate experience for their volunteer placement, that they receive all necessary training and information, and that they are placed under the direct supervision of a district employee.
School volunteers shall abide by all of the policies and regulations of the district. A volunteer’s service may be discontinued at any time at the discretion of the Superintendent, building administrator or the district volunteer coordinator.
7350.R.01 - Volunteer BACK TO TOP
1 Purpose
1.1 To ensure the continued safety of AAPS students by requiring criminal history and unprofessional conduct/reference checks of volunteers (those volunteers with more than incidental contact with students) as required of district employees
2 Organizational Units Affected
2.1 Ann Arbor Public School Administration
2.2 Human Resource/Legal Services staff
2.4 Teachers
2.5 Students
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 ICHAT: Internet Criminal History Access Tool that allows the search of public records contained in the Michigan Criminal History Record maintained by the Michigan State Police, Criminal Justice Information Center.
3.3 HR/Legal Services: Human Resource/Legal Services
3.4 Incidental contact: activities directly supervised by staff when volunteering/assisting students (i.e. classroom volunteers, office assistance, school newsletter editor, yearbook coordinator, most PTO officers)
3.5 Regular contact: activities involving unsupervised contact with students (i.e. coaches, overnight field trip volunteers, reading tutors, noon hour volunteers, PTO event coordinators - any volunteer who would be alone with a student at any time is considered having “regular” contact.)
3.7 Unsupervised volunteer: any volunteer, as described in 3.5, who is not under the direct supervision on an AAPS employee when working with students
3.8 Volunteer: any university or community volunteer or parent who works with students
4 Background Information
4.1 AAPS administration shall perform background checks on volunteers having regular (unsupervised) contact with students, in support of Board of Education policies 4050, 4100, 4500 and 7350.
5 Procedures
5.1 AAPS administration shall perform background checks on all potential volunteers having regular (unsupervised) contact with students, in support of Board of Education Policies4050, 4100, and 4500
5.2 Building and/or departmental administration shall complete a Background Check Authorization form prior to allowing volunteer to begin service.
5.3 Volunteers will be sent for background check via Livescan Fingerprinting.
5.3.1 Previous fingerprinting results can be used if scan occurred within 12 months of application.
5.4 Once results are received and are favorable, volunteer may being work with students.
6 Work Instructions, Templates, & Samples
6.1 Volunteer Background Check procedures checklist
6.2 Volunteer Background Check Authorization Form
7 Training & Feedback
7.1 A Volunteer Background Check procedures checklist will be distributed to all principals and supervisors by Human Resource Services HR/Legal Services.
7.2 Human Resource Services HR/Legal Services will provide training in background check procedures, as needed, to principals and supervisors.
7.3 Volunteers shall be instructed to familiarize themselves with district policies and regulations, as well as building procedures.
8 Implementation, Compliance & Assessment
8.1 HR/Legal Services Office shall maintain a confidential file containing documentation described herein for a period of two years, after which time a new background check will be performed.
7400 - Gifts and Bequests (6/30/08) BACK TO TOP
The Superintendent is authorized to accept on the board’s behalf any gifts or bequests to the district which do not place conditions or financial burdens on the board or the district. Gifts, grants, or bequests that place conditions or financial burden on the board or the district require the approval of the board.
The Superintendent shall provide appropriate thanks and recognition to all donors.
7400.R.01 - Gifts and Bequests BACK TO TOP
1 Purpose
1.1 To provide guidelines for acceptance or rejection of gifts, grants, and/or bequests
2 Organizational Units Affected
2.1 Superintendent
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Board: Board of Education
4 Background Information
4.1 The Superintendent is authorized to accept on the board's behalf any gifts, grants and/or bequests to the district which do not place conditions or financial burdens on the Board or the district.
5 Procedures
5.1 The Superintendent shall determine the suitability of any proposed gift, grant and/or bequest to AAPS.
5.1.1 Suitability shall be determined by the qualifying conditions, if any, expressed by the group and/or individual proposing to make the gift, grant and/or bequest.
5.2 The Superintendent shall consult with the Board about any gift, grant and/or bequest in the event qualifying conditions exist which may place financial and/or other burdens on the Board or AAPS.
5.3 No gift, grant and/or bequest whose suitability is discussed by the Board shall be approved without prior written approval and authorization by the Board.
5.4 The Superintendent or his designee shall be responsible for conveying the district's thanks and recognition in an appropriate manner to all donors.
6 Work Instructions, Templates, & Samples
6.1 Donation Gift Offer Form (.doc)
7 Training & Feedback
8 Implementation, Compliance & Assessment
7500 - Recognitions (6/30/08) BACK TO TOP
The board supports recognition program(s) for staff, students, and others who have demonstrated extraordinary service or accomplishments. The Superintendent, in cooperation with the board president, shall be responsible for administering recognition program(s) for the district.
7500.R.01 - Recognitions BACK TO TOP
1 Purpose
1.1 To provide guidelines for the recognition of excellence
2 Organizational Units Affected
2.1 Superintendent
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Board: Board of Education
4 Background Information
4.1 Extraordinary service and/or accomplishments shall be recognized by the Board and AAPS.
5 Procedures
5.1 The Superintendent shall establish a system through which extraordinary service and/or accomplishments by AAPS employees and/or students shall be documented.
5.2 The Superintendent shall further establish a program or programs to formally recognize extraordinary service and/or accomplishments by AAPS employees and/or students.
5.3 The Superintendent shall consult with the Board to determine the best way to recognize extraordinary service and/or accomplishment.
6 Work Instructions, Templates, & Samples
7 Training & Feedback
8 Implementation, Compliance & Assessment
7600 - External Research Requests (6/30/08) BACK TO TOP
The Superintendent is encouraged to engage in and collaborate with educational research whenever beneficial to the mission and goals of the district, or when such research may advance human knowledge without placing an undue burden on the district and its programs.
No outside person or agency shall be permitted access to district staff, students, or facilities for the purpose of research unless granted written approval by the Superintendent following review of the research proposal and the Institutional Research Board (IRB) authorization from the researcher’s institution.
The Superintendent shall ensure the proper care and custody of private and confidential information in all research.
7600.R.01 - Research BACK TO TOP
1 Purpose
1.1 To provide guidelines relating to AAPS research
2 Organizational Units Affected
2.1 Superintendent
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Board: Board of Education
4 Background Information
4.1 The Board encourages viable research efforts by the Superintendent and AAPS employees that support the district's mission and goals and which do not place undue and/or unauthorized burdens on the district.
5 Procedures
5.1 The Superintendent shall lead, support and be responsible for all recognized educational research efforts conducted by AAPS employees.
5.2 Recognized educational research efforts shall be for the benefit of:
5.2.1 AAPS educational mission and goals
5.2.2 the advancement of general educational knowledge
5.3 Employees shall undertake formal research programs only with the written authorization of the Superintendent.
5.3.1 No funds shall be made available for research by an AAPS employee without the written authorization of the Superintendent.
5.4 The Superintendent shall ensure that no outside organization, agency and/or individual seeking to conduct research shall be granted access to AAPS employees, facilities and/or students without written prior approval and authorization by the Superintendent and the Board.
5.4.1 An organization, agency or individual seeking access to district employees, students and/or facilities shall make the request in writing.
5.4.2 All requests for access to district employees, facilities and/or students for the purpose of research must be accompanied by written authorization from the Institutional Research Board of the requester's institution.
5.5 The Superintendent shall be responsible for maintaining strict confidentiality and secure storage relating to any and all data of a private nature compiled during a research program.
6 Work Instructions, Templates, & Samples
7 Training & Feedback
8 Implementation, Compliance & Assessment
7700 - District Image and Reputation (6/30/08) BACK TO TOP
The Superintendent shall, in cooperation with the board, develop and implement plans that will retain and attract students to the Ann Arbor Public Schools through communication and community relations efforts both at the building level and the district level.
The Superintendent shall protect and enhance the reputation of the Ann Arbor Public Schools. The Superintendent shall ensure a welcoming environment at all Ann Arbor Public Schools, and all print and electronic media shall reflect the educational excellence of the Ann Arbor Public Schools.
7700.R.01 - District Image and Reputation BACK TO TOP
1 Purpose
1.1 To create guidelines for a baseline level of service
1.2 To create a welcoming environment by increasing the quality level of customer service within the district
1.3 To generate understanding across the district that every employee has an opportunity to provide a positive customer service experience for someone
1.4 To ensure the community understands how much AAPS values their support
1.5 To provide customer service standards and procedures that employees of the district can reasonably follow and that the public can reasonably count on AAPS to provide
2 Organizational Units Affected
2.1 All staff
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 HR/Legal Services: Human Resource/Legal Services
3.2 Customer: anyone who makes a request of an employee
3.3 Customer Service: interactions that affect the perception and impressions that remain after a request is made
4 Background Information
4.1 For students and their families to fully benefit from the many opportunities and programs the district offers, it is essential that they feel welcomed and comfortable in our educational environment. The better district staff is able to meet the needs of current and prospective families as well as create positive interactions (memories), the stronger our reputation will become.
4.2 Any large scale communications, community relations or marketing efforts at the district level must be backed by quality experiences at the building levels if success is to be expected.
4.3 All staff, including non-teaching employees, should consider themselves role models and remain conscious of this at all times.
4.4 Cross Reference: Visitor Policy (7300.R.01), HRS-Performance Evaluations, HRS-Employee Development.
5 Procedures
5.1 Visitors to AAPS shall be treated as guests.
5.2 The main office/area outside the office of each building is to be considered a welcome lobby, with appropriate attention given to maintaining a welcome and informational setting.
5.3 As the employees & supervisors determine appropriate, an objective relating to customer service may be added to the individual employee performance evaluations.
5.4 Each building/department staff is to address the customer service challenge as an opportunity for continuous improvement.
6 Work Instructions, Templates, & Samples
6.1 Suggested guidelines for welcoming visitors to the building
6.2 Process for responding to parent/guardian requests
6.3 Visitor Badges
6.4 Visitor Log
7 Training & Feedback
7.1 Training: The Office HR/Legal Services shall provide customer service seminars and online training.
7.1.1 Customer service training opportunities are to be added to the employment development program and library.
7.1.2 A segment on customer service is to be added to all new-hire training.
7.2 Meetings shall be held periodically at the building level to focus on customer service and self-assessment.
7.2.1 The dialogue on this topic belongs to the staff, but the Communications Director may seek to learn about any particular insights uncovered and/or any courses of action chosen.
8 Implementation, Compliance & Assessment
8.1 Analyze feedback from customer surveys and “mystery shopper” programs
7800 - Parental Involvement (6/30/10) BACK TO TOP
The Superintendent shall insure that parents are invited to attend general school planning and review sessions prior to October 15th and again in the spring prior to the end of the school year. Communication of these sessions and all school events will be provided through the school’s normal means of communicating with parents (newsletters, email, callout, etc.) and will occur not less than monthly.
7800.R.01 - Parental Involvement BACK TO TOP
1. Purpose
1.1 To provide guidelines for establishing a formal structure soliciting and encouraging parental involvement in AAPS planning
2. Organizational Units Affected
2.1 Communications
2.2 Superintendent
3. Definitions
3.1 AAPS: Ann Arbor Public Schools
4. Background Information
4.1 Constructive parental input shall be encouraged by AAPS through regular meetings during the school year.
5 Procedures
5.1 The Superintendent shall invite parents to attend general school planning and review sessions.
5.1.1 Meetings shall be scheduled prior to October 15th.
5.2 Parents and other members of the community shall be notified of the dates of the meetings in 5.1 through the usual channels of communication used by AAPS, including but not limited to newsletters and email.
5.2.1 The dates of the meetings in 5.1 shall be published at least one month prior to the meeting.
6 Work Instructions, Templates, & Samples
7 Training & Feedback
8 Implementation, Compliance & Assessment
7810 - Parental Involvement – TITLE 1 (6/30/10) BACK TO TOP
Parents/families whose children are eligible to receive Title I support service and are attending a Title I eligible school are essential members of the planning and implementation of Title I programming and parent involvement activities within the Ann Arbor Public Schools and more specifically, within their student's Title I School.
I. The Ann Arbor Public Schools agrees to implement the following statutory requirements:
(A) The school district will put into operation programs, activities and procedures for the involvement of parents in all of its schools with Title I, Part A program, consistent with section 1118 of the Elementary and Secondary Act (ESEA). Those programs, activities and procedures will be planned and operated with meaningful consultation with parents of participating children.
(B) Consistent with section 1118, the school district will work with its schools to ensure that the required school-level parental involvement policies meet the requirement policies of section 1118(b) of the ESEA and each include, as a component, a school-parent compact consistent with section 1118(d) of the ESEA.
(C) The school district will incorporate this district wide parent involvement policy into its Local Education Authority (LEA) plan developed under section 1112 of the ESEA.
(D) In carrying out the Title I, Part A parental involvement requirements, to the extent practicable, the school district and its schools will provide full opportunities for the participation of parents with limited English proficiency, parents with disabilities, and parents of migratory children, including providing information and school reports required under section 1111 of the ESEA in an understandable and uniform format and, when practicable, in a language the parents understand.
(E) If the LEA plan for Title I, Part A, developed under section 1112 of the ESEA is not satisfactory to the parents of participating children, the school district will submit any parent comments with the plan when the school district submits the plan to the State Department of Education.
(F) The school district will involve the parents of children served in Title I, Part A schools in decisions about how the 1% of Title I, Part A funds reserved for parental involvement is spent and will ensure that not less than 95% of the one percent reserved goes directly to the schools.
(G) The school district will be governed by the following statutory definition of parent involvement, and expects that its Title I schools will carry out programs, activities and procedures in accordance with this definition:
Parent involvement means that participation of parents in regular, two-way, and meaningful communication involving student academic learning and other school activities, ensuring-
∗ that parents play an integral role in assisting their child's learning;
∗ that parents are encouraged to be actively involved in their child's education at school;
∗ that parents 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;
∗ the carrying out of other activities such as those described in section 1118, of the ESEA;
II. The Ann Arbor Public Schools will take the following actions to involved parents in the joint development of its district wide parental involvement plan under section 1112 of the ESEA:
(A) A district parent involvement advisory committee will be established with a Title I parent representative from each of the Title I eligible schools. This Advisory will be organized and facilitated by the district's Director of Federal and State Programming;
(B) Title I parent/ family representatives will be invited to attend bi-annual meeting of the Title I Parent Advisory to give feedback and input to improve the quality and frequency of parent
involvement activities to enhance the capacity of families to support their child(ren) in the school setting and at home;
III. The Ann Arbor Public Schools will take the following actions to involve parents in the process of school review and improvement under section 1116 of the ESEA:
(A) Parent representatives from the Title I Parent Advisory will have standing representation on the District's Title I Advisory/ School Improvement Committee;
(B) The District's Title I School Improvement Advisory will establish regular meetings throughout the school year for the purpose of facilitating Title I parent involvement, guided by the school improvement process as outlined by MDE School Improvement Framework and for the purpose of contributing to the oversight of the District Achievement Plan;
IV. The Ann Arbor Public Schools will provide the following necessary coordination, technical assistance, and other support to assist Title I, Part A school in planning and implementing effective parental involvement activities to improve student academic achievement and school performance:
(A) Make every reasonable effort to translate home-school communications for families with limited English proficiency;
(B) Make every reasonable effort to ensure full participation of families with disabilities, parents of migratory children, and second language learners;
(C) Communicate regularly with families to explain student's achievement goals and academic progress towards meeting these goals and how progress is measured to ensure the targets are achieved and monitored;
(D) Make every reasonable effort for the classroom teacher, Title I and Title III teacher and, if applicable, special education case manager to meet face to face at least once each school year with parents/ families of Title I students to complete a parent compact and to discuss student's achievement;
(E) Provide parents/ families with necessary learning materials for use at home to support student's academic progress;
(F) Provide for reasonable transportation cost and/or child care to increase participation as is necessary and required by families;
(G) Schedule parent meetings at flexible times that are sensitive to family needs and working parents;
(H) Strategically connect with families participating in Head Start, Even Start, and Early Reading First Grant support programs;
V. The Ann Arbor Public Schools will take the following actions to conduct with the involvement of parents an annual evaluation of the content and effectiveness of this parental involvement policy in improving the quality of it's Title I, Part A school. The evaluation will include identifying barriers to greater participation by parents in parent involvement activities (with particular attention to parents who are economically disadvantaged, are disabled, have limited English proficiency, have limited literacy, or are of any racial or ethnic minority background). The school district will use these findings to design strategies for more effective parental involvement and to revise, if necessary (with parental input) its parental involvement policies.
(A) Each Title I school will engage Title I parents/ families in an annual planning meeting to occur in October of each year and in an annual review of the effectiveness of the building's Title I program to occur in May of each year;
(B) The district will engage Title I Parent Advisory in a similar review of the district's practices and programming in May of each year; an annual planning meeting will occur in October of each year followed by an annual review of the effectiveness of the district's Title I programming to occur in May of each year.
VI. The Ann Arbor Public Schools will build the school's and parent's capacity through increased parent involvement to establish a mutually beneficial partnership to improve student academic achievement through the following activities which will be hosted jointly by building based and district personnel:
(A) Provide ongoing information/activities that promote family literacy and numeracy;
(B) Provide ongoing information/activities that promote increased use of technology to enhance student achievement such as My Access training for parents and community tutorial agencies;
(C) Provide periodic progress/report card review sessions;
(D) Provide for a review of State's academic content standards and graduation requirements;
(E) Provide for academic course planning K-16 to include a review of all alternative academic options such as EDP plans, middle level technical college, testing out opportunities, and dual enrollment.
VII. The Ann Arbor Public Schools will, with the assistance of its schools and parents and community partnerships educate its teachers, pupil support personnel, principals and other staff in how to reach out to communicate and work effectively with parents as equal partners in the value and utility of establishing alliances for the purpose of improving student achievement and relationship building:
(A) Work with WISD and other community agencies to secure parent involvement training opportunities such as in the Epstein Model;
(B) Work with the Pacific Group / Glenn Singleton to continue Equity and Cultural Competency Training;
(C) Work with NAPPID organizers to increase parent participation in training and in-service;
(D) Provide for tuition for 7800 parents to attend state-wide parent workshops on family literacy and math preparatory;
(E) Explore on a school by school basis the viability of making home visits for purposes of planning and monitoring student achievement.
VIII. The Ann Arbor Public Schools will take the following actions to ensure the information related to school and parent organizations, meetings, and other activities is sent to parents of participating children in an understandable and uniform format and to the extent practicable, in a language the parents can understand:
(A) Continue to identify and employ translators to translate materials necessary for full and equitable access to district programs, extra curricular opportunities and parent specific events, as examples;
(B) Format parent involvement communication and other school/ district communications in reader-friendly language (refrain from jargon or officious communication);
(C) Utilize the US mail as well as hand delivered communication through backpack mail all communications to parents as is necessary and prudent;
(D) Maintaining reasonable support for parent involvement activities under section 1118.
VIV. The District wide Parental Involvement Policy has been developed jointly with input from parents of children participating in Title I, Part A programs, AAPS staff and administration as evidenced by the input survey completed in May, 2007 which will be reviewed bi-annually hereafter.
7810.R.01 - Parental Involvement – TITLE 1 BACK TO TOP
1 Purpose
1.1 To provide guidelines for establishing a formal structure soliciting and encouraging parental involvement in AAPS planning relating to Title 1 considerations
2 Organizational Units Affected
2.1 Communications
2.2 Superintendent
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
4 Background Information
5 Procedures
5.1 Refer to policy 7810
6 Work Instructions, Templates, & Samples
7 Training & Feedback
8 Implementation, Compliance & Assessment