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Tuolumne COE |  BP  1100  Community Relations

Communication With The Public   

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The Tuolumne County Board of Education recognizes the Tuolumne County Superintendent of Schools Office's responsibility to keep the public informed regarding the goals, programs, achievements, and needs of the schools and County Superintendent and to be responsive to the concerns and interests expressed by members of the community.

(cf. 1000 - Concepts and Roles)

The County Superintendent or designee shall establish strategies for effective two-way communications between the County Superintendent and the public and shall consult with the County Board regarding the role of County Board members as advocates for the County Superintendent Office's students, programs, and policies.

(cf. 9000 - Role of the County Board)

The County Superintendent or designee shall distribute communications protocols and procedures to the County Board and staff, which include, but are not limited to, identification of spokesperson(s) authorized to speak to the media on behalf of the County Superintendent, job descriptions that identify the responsibilities of the public information officer and other staff members related to communications with the public, strategies for coordinating communications activities, legal requirements pertaining to confidentiality as well as the public's right to access records, and the importance of presenting a consistent, unified message on County Superintendent issues.

(cf. 1112 - Media Relations)

(cf. 1340 - Access to District Records)

(cf. 3580 - District Records)

(cf. 5125 - Student Records)

(cf. 5125.1 - Release of Directory Information)

(cf. 9005 - Governance Standards)

(cf. 9010 - Public Statements)

(cf. 9011 - Disclosure of Confidential/Privileged Information)

The County Superintendent or designee shall utilize a variety of communications methods in order to provide the public with adequate access to information. Such methods may include, but not be limited to, County Superintendent newsletters, mailings, the County Superintendent web sites, direct email communications, recorded telephone messages for parent/guardian information, school/program site accountability report cards, community forums and public events, notices sent home with students, and news releases and meetings with editorial boards.

(cf. 0510 - School Accountability Report Card)

(cf. 1113 - District and School Web Sites)

(cf. 5145.6 - Parental Notifications)

In developing communications strategies, the County Superintendent or designee shall take into account the needs of all members of the public, including those whose primary language is not English and those who are visually or hearing impaired or have other special needs.

The County Superintendent or designee shall ensure that staff are responsive to requests by parents/guardians or members of the public for information or assistance and may provide staff with professional development in their "customer service" role as needed.

(cf. 4131 - Staff Development)

(cf. 4231 - Staff Development)

(cf. 4331 - Staff Development)

The County Superintendent or designee shall provide multiple opportunities for members of the public to give input on County Superintendent Office issues and operations. Community members are encouraged to participate on County Superintendent Office committees, provide input at County Board meetings, submit suggestions to County Superintendent Office staff, use the County Superintendent Office's complaint procedures as appropriate, and become involved in school/program site activities.

(cf. 1220 - Citizen Advisory Committees)

(cf. 1230 - School-Connected Organizations)

(cf. 1240 - Volunteer Assistance)

(cf. 1260 - Educational Foundation)

(cf. 1312.1 - Complaints Concerning District Employees)

(cf. 1312.2 - Complaints Concerning Instructional Materials)

(cf. 1312.3 - Uniform Complaint Procedures)

(cf. 1312.4 - Williams Uniform Complaint Procedures)

(cf. 6020 - Parent Involvement)

(cf. 9322 - Agenda/Meeting Materials)

(cf. 9323 - Meeting Conduct)

Prohibition Against Mass Mailings at Public Expense

No newsletter or other mass mailing, as defined in Government Code 82041.5 and 2 CCR 18901, shall be sent by the County Superintendent at public expense if such material aggrandizes one or more County Board members. The name, signature, or photograph of a County Board member may be included in such materials only as permitted by 2 CCR 18901. (Government Code 82041.5, 89001; 2 CCR 18901)

Comprehensive Communications Plan

The County Superintendent or designee shall develop a written communications plan which establishes priorities for proactive community outreach to build support for County Superintendent Office programs and issues. The plan shall also incorporate strategies for effective communications during an emergency or other situation that may arise.

(cf. 0450 - Comprehensive Safety Plan)

(cf. 1160 - Political Processes)

(cf. 1330 - Use of School Facilities)

(cf. 3516 - Emergencies and Disaster Preparedness Plan)

The plan shall identify specific communications goals aligned with the County Superintendent Office's vision and goals for student learning. For each communications goal, the plan shall identify key messages, individuals or groups that can help the County Superintendent achieve its goal, strategies tailored for communicating with each target audience, timelines, persons responsible for each activity, and budget implications.

(cf. 0000 - Vision)

(cf. 0200 - Goals for the School District)

As appropriate for each issue, target audiences may include parents/guardians, the media, local governmental agencies, businesses, community organizations and civic groups, postsecondary institutions, health care professionals, child care providers, senior citizens, community leaders, state or federal legislators or agencies, and/or other segments of the public.

(cf. 1020 - Youth Services)

(cf. 1400 - Relations Between Other Governmental Agencies and the Schools)

(cf. 1700 - Relations Between Private Industry and the Schools)

The County Superintendent or designee shall annually evaluate the implementation and effectiveness of the County Superintendent Office's communications plan and recommend to the County Board whether the goals and key issues identified in the plan need to be revised to meet changing circumstances or priorities.

(cf. 0500 - Accountability)

Legal Reference:

EDUCATION CODE

35145.5 Board meetings, public participation

35172 Promotional activities

38130-38138 Civic Center Act

GOVERNMENT CODE

54957.5 Meeting agendas and materials

82041.5 Mass mailing

89001 Newsletter or mass mailing

CODE OF REGULATIONS, TITLE 2

18901 Mass mailings sent at public expense

Management Resources:

CSBA PUBLICATIONS

Mass Mailings at Public Expense, Legal Advisory, January 2007

911: A Manual for Schools and the Media During a Campus Crisis, 2001

Political Activities of School Districts: Legal Issues, rev. 2001

Maximizing School Board Governance: Community Leadership, 1996

WEB SITES

CSBA: http://www.csba.org

California School Public Relations Association: http://www.calspra.org

Fair Political Practices Commission: http://www.fppc.ca.gov

Policy TUOLUMNE COUNTY SUPERINTENDENT OF SCHOOLS

adopted: August 1, 2008 Sonora, California