Public records of the school district may be viewed by the public during the regular business hours of the administration offices of the school district.  These hours are 8:00 a.m. to 4:00 p.m. Monday through Friday, except for holidays and recesses.

Persons wishing to view the school district’s public records will contact the board secretary and make arrangements for the viewing.  The board secretary will make arrangements for viewing the records as soon as practicable, depending on the nature of the request.

Persons may request copies of public records by submitting a request for said records in writing, including electronically. The school district may require pre-payment of the costs prior to copy and mailing.

Persons requesting records may be assessed a reasonable fee for the copy of the records. Persons wanting a compilation of information may be assessed a reasonable fee for the time of the employee to review and compile the requested information. The district will make every effort to provide the public record requested at no cost other than copying costs for a record which takes less than thirty minutes to produce.

Costs for legal services utilized for the redaction or review of legally protected confidential information may also be assessed to the individual requesting the records.  Printing of materials for the public at the expense of the school district will only occur when the event is sponsored by the school district.

Pursuant to Iowa law, the board has determined certain records need to be confidential as their disclosure could jeopardize the safety of persons or property and include, but are not limited to, the following:

• Security procedures
• Emergency preparedness procedures
• Evacuation procedures
• Security codes and passwords
• Personal information contained in private personnel records
• Health or medical records
• Attorney work product relating to litigation

Records defined by law as confidential records will be made available in accordance with the law.

It is the responsibility of the board secretary to maintain accurate and current records of the school district.  It is the responsibility of the board secretary to respond in a timely manner to requests for viewing and receiving public information of the school district.

Approved February 12, 2014       
Reviewed March 20, 2024        
Revised August 8, 2022

The board recognizes the value of and supports open, fair and honest communication with the news media.  The board will maintain a cooperative relationship with the news media.  As part of this cooperative relationship, the board and the media will develop a means for sharing information while respecting each party’s limitations.

Members of the news media are encouraged and welcome to attend open board meetings.  The board president is the spokesperson for the board, and the superintendent is the spokesperson for the school district.  It is the responsibility of the board president and superintendent to respond to inquiries from the news media about the school district.

Members of the news media seeking information about the school district will direct their inquiries to the superintendent.  The superintendent will accurately and objectively provide the facts and board positions in response to inquiries from the news media about the school district to the extent permitted under law.

Approved February 12, 2014       
Reviewed January 28, 2014         
Revised February 25, 2019

The superintendent, on behalf of the board and the school district, may hold a news conference or respond to a request for an interview with the news media. It is the responsibility of the superintendent to keep the board apprised of news conferences and interviews.

The superintendent will respond accurately, openly, honestly, and objectively to inquiries from the news media about the school district, to the extent permitted by law.

News conferences and interviews planned or pre-arranged for school district activities will include the board and the superintendent. News conferences for issues requiring an immediate response may be held by the superintendent.  It is within the discretion of the superintendent to determine whether a news conference or interview is held to provide an immediate response to an issue.

School district personnel shall refer interview requests and information requests from the news media to the superintendent. School district personnel may be interviewed or provide information about school district matters only after receiving permission from the superintendent or the superintendent’s designee. It shall be within the discretion of the superintendent to allow news media to interview and to receive information from school district personnel.

Approved February 12, 2014       
Reviewed March 20, 2024         
Revised February 25, 2019

The superintendent will determine when a news release about internal school district and board matters will be issued.  In making this determination, the superintendent will strive to keep the media and the school district community accurately and objectively informed.  Further, the superintendent will strive to create and maintain a positive image for the school district.  It is the responsibility of the superintendent to approve news releases originating within the school district prior to their release.

News releases will be prepared and disseminated to news media in the school district community.  Questions about news releases will be directed to the superintendent.

Approved February 12, 2014       
Reviewed March 20, 2024       
Revised February 25, 2019

Individuals may broadcast or record public school district events, including open board meetings, as long as it does not interfere with or disrupt the school district event and it does not create an undue burden in adapting the buildings and sites to accommodate the request.

It is within the discretion of the superintendent to determine whether the request is unduly burdensome and whether the broadcast or recording will interfere with or disrupt the school district event.

Recording of student and/or classroom activities will be allowed only at the discretion of the superintendent.  Parents will be notified prior to recording of classroom activities.

Approved February 12, 2014       
Reviewed March 20, 2024         
Revised February 25, 2019

The board values the participation and the support of school district-community groups, including, but not limited to, the booster club and parent-teacher organizations, which strive for the betterment of the school district and the education program.  The board will work closely with these groups.

Parent-teacher organizations may be established for each attendance unit in the school district.  The building administrator for each attendance unit shall serve as the liaison officer representing the school system.

Membership and rules governing school-community groups/organizations shall be determined by each individual organization and/or organization at each attendance unit.  Activities of individual organizations and/or units, when related to school purposes, shall be evaluated by the administrator assigned to that attendance unit.

Funds raised by these organizations for the school district may be kept as part of the accounts of the school district or may be separately maintained by the organization, as mutually agreed upon by the organization and the superintendent acting on behalf of the school district.

Prior to any purchase of, or fund raising for the purchase of goods or services for the school district, the organization will confer with the superintendent  or designee to assist the organization in purchasing goods or services to meet the school district’s needs.

Approved February 12, 2014       
Reviewed March 20, 2024         
Revised February 25, 2019

The board recognizes the valuable resource it has in the members of the school district community.  When possible and in concert with the education program, members of the school district community may be asked to make presentations to the students or to assist employees in duties other than teaching when the volunteering would be appropriate considering the needs of the educational program.

Whether an individual will be permitted to volunteer for the school district will be the sole discretion of the superintendent.  The volunteer may be asked to agree to a criminal background check at the discretion of the Superintendent.

Recruitment, training, utilization, and the maintenance of records for the purposes of insurance coverage and/or recognition of school district volunteers is the responsibility of the superintendent.

Approved February 12, 2014       
Reviewed March 20, 2024         
Revised February 25, 2019

The board welcomes the interest of parents and other members of the school district community and invites them to visit the school buildings and sites.  Visitors, which include persons other than employees or students, must notify the principal of their presence in the facility upon arrival.  Visitors who do not notify the principal of their presence may be considered trespassers.

Persons who wish to visit a classroom while school is in session are asked to notify the principal and obtain approval from the principal prior to the visit so appropriate arrangements can be made and so class disruption can be minimized.  Teachers and other employees will not take time from their duties to discuss matters with visitors.

Visitors will conduct themselves in a manner fitting to their age level and maturity and with mutual respect and consideration for the rights of others while attending school events.  Visitors failing to conduct themselves accordingly may be asked to leave the premises and/or may be banned from the premises for an extended period of time.  Children who wish to visit school must be accompanied by a parent or responsible adult.

It is the responsibility of employees to report inappropriate conduct.  It is the responsibility of the superintendent and principals to take the action necessary to cease the inappropriate conduct.  If the superintendent or principals are not available, a school district employee will act to cease the inappropriate conduct.

Approved February 12, 2014       
Reviewed March 20, 2024        
Revised February 25, 2019

The board expects that students, employees and visitors will treat each other with respect; engage in responsible behavior; exercise self-discipline; and model fairness, equity and respect.  Individuals violating this policy will be subject to discipline.  Students will be disciplined consistent with the student conduct policies.  Employees will be disciplined consistent with employee discipline policies and laws.  Others will be subject to discipline according to this policy. 

Individuals are permitted to attend school sponsored or approved activities or visit school premises only as guests of the school district, and, as a condition, they must comply with the school district’s rules and policies.  Individuals will not be allowed to interfere with or disrupt the education program or activity.  Visitors, like the participants, are expected to display mature, responsible behavior.  The failure of individuals to do so is not only disruptive but embarrassing to the students, the school district and the entire community.

To protect the rights of students to participate in the education program or activities without fear of interference or disruption and to permit the school officials, employees and activity sponsors and officials to perform their duties without interference or disruption, the following provisions are in effect:

• Abusive, verbal or physical conduct of individuals directed at students, school officials, employees, officials, and activity sponsors of sponsored or approved activities or at other individuals will not be tolerated.
• Verbal or physical conduct of individuals that interferes with the performance of students, school officials, employees, officials, and activity sponsors of sponsored or approved activities will not be tolerated.
• The use of vulgar, obscene or demeaning expression directed at students, school officials, employees, officials and activity sponsors of sponsored or approved activities participating in a sponsored or approved activity or at other individuals will not be tolerated.

If an individual becomes physically or verbally abusive, uses vulgar, obscene or demeaning expression, or in any way interrupts an activity, the individual may be removed from the event by the individual in charge of the event.  Law enforcement may be contacted for assistance. 

Individuals removed from school premises have the ability to follow the board’s chain of command and complaint policies should they choose to do so.  The exclusion is in effect should the individual choose to appeal the decision of the superintendent.  The term “individual” as used in the policy also includes students and employees.

If an individual has been notified of exclusion and thereafter tries to enter a school building or attends a sponsored or approved activity, the individual will be advised that his/her attendance will result in prosecution.  The school district may obtain a court order for permanent exclusion from the school building or from future school sponsored or approved activities.

Approved February 12, 2014       
Reviewed March 20, 2024         
Revised February 25, 2019

The use of tobacco and nicotine products; including, but not limited to, cigarettes, nicotine chew, snus, dissolvables, electronic cigarettes and/or other nicotine products that are not approved by the Federal Drug Administration for tobacco cessation; on school district property; including in school district buildings, on school district grounds, in school district transportation vehicles, or at any school district activity; is prohibited. 

This policy extends to all students, employees, volunteers and visitors.  This policy applies at all times, including during school-sponsored events and during non-school-sponsored events.

Persons violating this policy shall be asked to cease using the tobacco and/or nicotine product, properly dispose of the tobacco and/or nicotine product and refrain from using tobacco and/or nicotine products in the future.  Persons failing to abide by this request shall be required to leave the school district premises immediately.

It shall be the responsibility of all school district personnel, and specifically school district administrators, to enforce this policy.  

Approved February 12, 2014         
Reviewed March 20, 2024         
Revised February 25, 2019

The board recognizes that students, employees, parents or citizens may want to distribute materials within the school district that are non-curricular.  Non-curricular materials to be distributed must be approved by the building principal and meet certain standards prior to their distribution.

Approved February 12, 2014           
Reviewed March 20, 2024     
Revised February 25, 2019

The use of students, including students’ names and/or likenesses; employees, including employees’ names and/or likenesses; the school district name; or its buildings and sites for advertising and promoting products and/or services of entities and/or organizations operating for a profit or political entities and/or organizations is not allowed except with prior board approval.  Nonprofit entities and organizations may be allowed to use students, the school district name, or its buildings and sites if the purpose is educationally related and prior approval has been obtained from the board.

Approved February 12, 2014       
Reviewed March 20, 2024         
Revised February 25, 2019

The board promotes the concept of school facilities serving as a center for community activities.  Therefore, groups or organizations in the community will be allowed to use school facilities when the following conditions are met:

1. The use in no way interferes with the district’s educational and activity programs.
2. The use is consistent with state law and conforms to district regulations.
3. The use does not result in the facilities being over maximum capacity.  If the use would result in the facilities being over maximum capacity, the various uses requested (by various groups or organizations) will be granted as the school district determines appropriate.
4. The group or organization is responsible and will exercise care in the use of the facilities.
5. The activity is supervised by an adequate number of adult sponsors.
6. No alcoholic beverages or controlled substances are available or used on school grounds.
7. Red Oak Community School District buildings and campus facilities are tobacco/nicotine-free.  The use of tobacco and/or nicotine products (in any form) is prohibited.
8. The activity is confined to the area designated, and no school equipment or supplies are used except as approved in advance.
9. Any decorations or materials to be applied to the walls or floors must be approved in advance by the building principal.
10. Candles or other flammable materials shall be prohibited.
11. The activity is not a commercial profit-making venture by a taxable entity.
12. The use is not for private purpose or for personal gain.
13. A written application and agreement is executed, and approval is received in advance.  A valid certificate of insurance is required.
14. The group or organization shall be responsible for paying for any damage or destruction to the school facilities.
15. The group or organization shall indemnify and hold the district harmless from any claims or charges arising from the actions or inactions of the group or organization.

Application and Arrangements.  A written application must be filled out by the group or organization and approval received through the Administrative Center.   The district reserves the right to withdraw approval.

Priority.  Requests for use of school facilities for activities other than for the educational and activity program of the district (which shall always have precedence) shall receive priority scheduling as follows.  Once an activity is scheduled, however, the district need not cancel the activity to make the facility available for a group with a higher priority.

1. First Priority:  Meetings or activities for students, parents, and/or staff sponsored by recognized tax-exempt organizations which are affiliated with the district programs, such as:

• • Parent-Teacher Organizations
  • Booster Clubs
  • Red Oak Education Association for meetings of the local association only.
  • Red Oak Support Staff Association for meetings of the local association only.

2. Second Priority:  Adult education programs and other programs or training activities sponsored by tax-supported organizations, such as:

• • Community College adult education classes
  • University/college educational programs
  • Green Hills Area Education Agency staff development activities
  • Law Enforcement Programs or Training sponsored at the City, County, or State Patrol levels, with a designated law enforcement official responsible for supervision
  • Armed Forces programs, other than recruitment or fundraising programs, that are open to the public and for which there is no admission charge

3. Third Priority*:  Educational and recreational programs which are sponsored by tax-exempt organizations, such as:
   
   • Staff recreational programs
   • City recreational programs
   • YMCA recreational programs
   • Church programs
   • Red Cross programs
   • Civic Clubs/Organizations
   • Meetings sponsored by governmental agencies to which the public is invited
   • Nonpublic schools for special purposes
   • Political meetings

3. Fourth Priority:  Fund-raising activities and nonprofit making meetings and activities sponsored by commercial groups and parent-study groups sponsored by non-tax-exempt organizations.

Fees.  Groups specified in the first priority are exempt from all rental and personnel fees.  Groups specified in the second priority are exempt from all rental fees but will be charged for necessary personnel fees.  Groups specified in the third and fourth priorities will be charged rental fees as set forth below and shall be charged for necessary personnel fees.  Personnel fees include fees for the custodian(s), for food service workers if the kitchen is used, and for persons to operate public address systems, lighting, and special stage equipment.  The rate shall be $25.00 per hour.

Rental Fees.

*No fees will be charged for use of classrooms for after-school use (Monday-Friday from 3:15 p.m. to 4:45 p.m., during the school year), by Third Priority Groups which provide adult supervised activities for Red Oak Community School students. These groups will be charged a custodial fee if clean-up is required or if a custodian must stay beyond normally scheduled hours.

Third Priority Groups shall be eligible for a reduced-rate for multiple use requests.  These rates shall be determined by the administration.

Football Stadium/Track Use.

1. Groups shall be charged the following rental fees for use of limited facilities at the football stadium:
   
   • Third Priority - $75.00
   • Fourth Priority - $125.00

      The following facilities are included in the above user fee as needed:

• Stadium parking facilities
• Parking lots
• Ticket stations
• Players’ benches
• Restrooms

2. Groups shall be charged the following rental fees for use of extended facilities at the football stadium:

• Third Priority - $75.00
• Fourth Priority - $1254.00

      The following additional facilities are included in the above use fee as needed:

• Athletic field and track
• Sound system
• Locker & shower rooms
• Press box
• Lights

The following conditions shall apply in addition to the general conditions outlined in this policy:

1. Any use of the track or football field must be approved in advance.
2. All concession rights and privileges are reserved by the district.
3. If designated by the district, the organization shall insure that police protection is provided and shall pay all such costs.
4. If rehearsals are necessary, arrangements shall be determined by the business office.
5. If any platforms, stages, chairs or additional stage equipment are needed, they shall be provided by the organization.  Installation must be approved by the Maintenance Director.
6. The organization shall be required to provide public liability insurance naming the Red Oak Community School District as an “additional insured” through a company approved by the district with a minimum of $100,000 property coverage.

Approved June 21, 2023

Reviewed March 20, 2024

Revised

To foster collaboration within the community, the district equipment can be loaned to groups that work with the Red Oak Community School District. 

District equipment may be temporarily loaned to community groups under the following conditions:

1. The use in no way interferes with the district’s educational and activity program.
2. The use is consistent with state law and conforms to district regulations.
3. The use is consistent with the conditions or purposes for which the equipment was originally intended.  For example, equipment designed for interior use will not be used in outdoor settings.
4. Electrical equipment must be used in settings with adequate, appropriate, and properly installed electrical access.
5. The group or organization is responsible and will exercise care in the use of the equipment.
6. Properly trained individuals must operate equipment.
7. The activity is supervised by an adequate number of adult sponsors.
8. The activity is not a commercial profit-making venture by a taxable entity.
1. A written application and agreement is executed and approval is received in advance through the appropriate administrator.
10. The group or organization shall be responsible for paying for any damage or destruction to the school equipment, up to and including replacement of equipment lost or damaged beyond repair.
11. If it is determined that the use of school equipment by community groups or organizations could result in increased and unnecessary liability exposure for the district, the request will be denied.

Approved March 31, 2014       
Reviewed March 20, 2024     
Revised February 25, 2019

Code No. 906R1

DISTRICT OPERATIONS DURING A PUBLIC HEALTH EMERGENCY REGULATION

During a public health emergency, the district will seek guidance and recommendations from federal, state and local agencies that monitor and respond to the emergency.  The district will follow any mandatory closures or other mandatory measures imposed by such agencies. 

The superintendent, in conjunction with relevant government agencies and/or athletic and activity associations, will determine under what circumstances the district will restrict or cancel in-person learning, student events or activities including sporting events, extracurricular clubs or meetings for students, and the use of district facilities by outside organizations. 

The district will promote and follow other recommended measures and guidance from federal, state and local agencies to the extent reasonably practicable under the circumstances.  These measures may include, but are not limited to the following:

On-line learning, hybrid models of learning, or modified in-person learning may occur dependent on the circumstances and in accordance with applicable law. 

Hand washing and any other recommended hygiene practices will be taught to all students and employees.

Non-medical-grade face masks are encouraged and may be required to be worn by all individuals on school grounds, including students, employees, visitors and volunteers.  Masks will be provided to individuals who request them.  Reusable masks should be washed regularly by individuals wearing them. 

Employees, volunteers and students are encouraged to monitor their temperatures each morning prior to traveling to any school building or event.  Individuals with a temperature over 100.3 degrees may not enter school buildings or attend school events.

Due to the increased cost to the district of providing additional cleaning and disinfecting measures, and in order to preserve cleaning supplies for school use during the time of a public health emergency, the superintendent has discretion to restrict the use of school buildings and facilities for non-school groups in a neutral and non-discriminatory manner.  The superintendent may also require, as a condition of using district facilities, non-school groups to provide the school district with EPA-approved cleaning and disinfecting supplies to properly clean and disinfect the space used after each event or reimburse the district the actual cost of school personnel time needed to clean and disinfect school facilities after the event.

Approved: 9-28-2020

Reviewed:_______

Revised:_______