BOE defers for further study revisions to policy addressing parental concerns

ROGERSVILLE - The county Board of Education discussed during its June 1 meeting revising its policy for addressing parental concerns but wound up deferring the matter for further study.

While the board was considering approval of new/revised policies on first reading, BOE member Tecky Hicks said he felt the policy needs to have "time frames" for action to be taken added to it.

Existing Policy 4.6011, according to the school system website, dates from August 2013. BOE members Hicks and Chris Christian said they have received complaints that parental concerns are, in some cases, not being addressed.

Hicks, at one point, said he fears that, in some cases, parents with concerns about school situations are being "put off." He also called for adding a requirement that parental concerns be addressed "within 15 days" of being raised.

BOE member Kathy Cradic asked if the proposed revisions to the existing parental concerns policy could affect "special needs" students. Director of Schools Steve Starnes said that "special needs" students could potentially be affected by changing the policy.

Angela Jackson, the system's Special Education Director, said she worries that existing "procedural safeguards" for protecting special needs students could be damaged by changing the existing parental concerns policy.

Hicks asked how the existing procedures for addressing parental concerns is documented. Starnes said meeting notes and paper records are used for documentation.

Hicks also questioned the current policy wording that says parental concerns are to be addressed in a "timely manner."

"How do you define a timely manner?" he asked, noting that a specific timeline is needed.

Christian cites problem with one school

Christian, meanwhile, said he is aware of one school in the area he represents that "is more problematic than the others about not resolving issues with parents and delaying phone calls for communicating with the parents," but declined to name the school.

"That's why we need to put into policy a timeline that some of our administrators must follow in order to resolve issues with parents," Christian said after the meeting. "Because the longer we let issues grow and fester, the problem becomes worse."

Christian said he also believes that many parents are not aware of the existing policy for addressing their concerns.

"They rely on our administrators to do what's right," Christian said. "But when I get phone calls, I refer them to the policy. I show them where to find it and then try to explain it to them. But some of our policies are weak and say something like a meeting may take place. We need to say a meeting will take place. These are the parents rights. We need to show more respect to the parents and the students alike in this county. Public education is very difficult. We're going to make mistakes. But we're going to fix those mistakes. If there's an issue, it needs to be resolved as soon as possible in a timely manner."

BOE member Jackie Charles eventually offered a motion to defer action on the proposed revision until the matter can be studied further. That motion passed, with only Hicks voting against it.

Existing policy

"The Board establishes these procedures which should be followed when a parent has a concern or problem which needs the attention of school personnel," the existing policy says. "It is the intent of the Board to establish a set (of) procedure which will render meaningful two-way communication for reaching a fair and just resolution of the problem. The Board recognizes that problems are best resolved at the school level (parent-teacher-principal) and therefore, outlines a five-step procedure for addressing parental concerns. All parents are urged to follow this procedure in voicing their problems and in seeking relief.

"Step I(a) ? One or more conferences should take place between the parent and the teacher in an attempt to resolve the matter. Such conferences may be scheduled through the office of the school, and should not be scheduled during a teacher's class time. Efforts should be made by school personnel to schedule conferences in a timely manner and at the convenience of the parents within school hours.

"Step I(b) ? If the classes in the school are departmentalized or if the student regularly attends a resource class, the parent should request a conference with the student's homeroom teacher and the other teachers who work directly with the student in an attempt to gain mutual understanding and agreement in resolving the matter.

"Step II ? If the parent is not satisfied by the conclusions drawn in the first step of this procedure, the parent should request a conference with the teacher(s) and the principal (or assistant principal.)

"Step III- If there is a failure to reach an agreement or resolution to the expressed concern using the preceding steps, the principal should schedule a conference between the parent and appropriate school personnel (to include the appropriate system supervisor(s), the classroom teacher(s) involved and himself/herself).

"Step IV ? If a mutual agreement cannot be reached in resolving the parent's concern at Step III, a conference should be requested with the director of schools; this conference should include all parties involved in Step III.

"Step V ? If the parent is not satisfied with the results of the conference with the director of schools, he/she may request that the matter be referred to the Board of Education. The director shall bring the matter before the Board at the next regularly scheduled board meeting (within the time line set for meeting board agenda guidelines.) The Board shall render a final decision."