001okay um just bringing this meeting to order this is the governing board advisory committee to review policies um the uh call the order here uh can I uh can I get a approval of the agenda please I move to approve the agenda as is a second I second all those in favor say I I motion passes moving on to the call to the audience anything for the call to the audience okie dokie moving on to discussion on policies last time we were here was January 27th 2025 uh we edited ji and j-r um we're going to uh continue editing prioritized policies from the checklist and we'll start today uh with uh jir and move forward according to the prioritized policies from the checklist that was the notes that I had from before so without further
002Ado um j i are student concerns complaints and grievances uh if I can give an update on some of the Committees for the work please um so just for everybody else and the like timelines and whatnot um we I've met with four of the um schools well I guess ours including ours as the fourth to um consolidate all of the um student statement forms that we've been using and ensuring that they're all aligned with like the bullying form need and then the general like incident discipline uh and so I'm asking hopefully Josh has mentioned this to y'all but um I'm asking to me with all of the aps um Wednesday to kind of like be like here's the draft this is what we've got going on I met with Dr dupin um just to confirm
003that this was kind of matching what it he'd already had um so by our next me meeting I should have a parent concern finalized like recommendation for us to all look at as well as the student one um and then the the conversation started to get away from me and so then I had quite a few other things that people wanted input on and they were like is this part of this exhibit um and so for all of you to know we're also looking at the suspension form um The Crisis Prevention when students are put in hold an updated form from the that because um the training committee had updated it and we never actually had it looked at um also there's like three or four oh the office referral form came up um because
004was I every time I met with a different group of stakeholders they had a wondering about something else um so there's like four or five forms that I'm in the process of figuring out where they live um but I think some of them are going to at least be brought to this group to like kind of review um but more on behalf of what previously the aps were doing so those are those are my updates for you we will have what I was asked for next meeting um and then I might have more to bring to the group as we go any questions for adrion oh I do have one sorry um and this is a GoBack this might be afterwards I've gotten some feedback about the um questioning the DCS people when they come
005it's not going well at some schools some of us have had perfectly fine experiences asking like does it is it falling under one of these three categories and there's been no push back and then we've had I want to say at least three instances in which people were feeling like it became kind of antagonistic um and so the request I was given was either we reconsider having that one line that says the administrator shall ensure it's about this I can't remember the verbiage of it but or um the request came that and this is only from two principal assistant principles So In fairness I didn't talk to everybody we we come up with like a script that is provided to them um I know that probably isn't falling in this committee because it's like the
006regulation process part but they are yeah people are having a bit of a trouble with how the policy is written actually in practice when working with that organization um and last thing sorry it's been a lot of talking with people um we found that um if you guys will recall when we were talking about interviewing kids we were using the interview form based on the policy we had that was only for that felt like it was a lot like a police interrogation um that's because it was and actually we have an exhibit within our current policy that nearly identically matches the DCS form that they're already giving us so I'm going to meet with the aps about updating which forms we're all using so like another slight pivot but it will be easier paperwork wise
007because that was another feedback that we got um the DCS people were a little concerned about why am I filling out this form that feels very like criminal um and that was just a lack of clarity on our part which we'll be able to clarify um but I wanted to bring that to all of your attention um I forgot to bring it with me but um there was a bill that I think probably sorry there's a bill that I think's gonna go get pushed through that has some new requirements for like the amount of identification that DCS people have to produce when they come to the school I just didn't see where it was at right now but I think it was like upping it because it seemed like maybe there was an issue previously
008where people weren't providing identification and so that seems like something that's going to be fixed statutorily now um as far as like the concern about the purpose um I'm not sure what are your thoughts Jay I know I'm just putting you on the spot [Laughter] but I don't mind being put on the spot um given current climate um I kind of like us being in a position to ensure that the purpose of the visit is aligned with the reasons we would be statutorily required to give access one of the notes I made for myself was uh you know another thing we might be able to do that could help the situation is reach out to DC yes and see if there's somebody out there that we can sit down with and sort of go through
009if if we particularly with Adriana's help if we get our form standardized and we overcome some of the concerns that they might have related to well this form doesn't seem to match because I think when we looked at it there ours wasn't one of our forms wasn't far off from their actual form and we were talking about kind of making ours mirror theirs so if if we mirror their paperwork to the degree that we can perhaps having a conversation of them maybe we could also provide like some check boxes for the different whatever many options there are two or three yeah I think that their purposes yeah we we check it when they're filling out the form yeah we run into push back on like anything where we're trying to determine like either validity of
010request or the nature of request so like the best example I can give you is um we get a lot of public records requests that are really corporate for profit public records requests and we have the lawful ability to ask the question but um unfortunately people don't always respond in an honest way because they're trying to achieve a certain goal totally and so um but I think getting them locked in on a piece of paper this is different say they're there for that then they're there for something else yeah then if if we if there's three possibilities that's easier right um and then this you know in a similar fashion the difference is um as long as we get them to indicate then at least we have a way to say this is this is
011what you indicated to us exactly um and then with the DCS the other thing that came up was um and this is coming from like mon vista's front office staff but the question was with um we are not we're not get collecting information about students um like in with immigration like what their like status is so we don't collect that so we we don't know it anyways but our um the ladies were asking like are we what is our like like um responsibility to the student to let the student know that they don't need to share their status so there were some questions about like is immigr like B basically how it was tying and we don't have an answer for that but that was one of the things that did make me feel like
012we probably still need to like ask but I acknowledge like I've been very fortunate um our the people our partners with DCS they're consistent and they are very they've been very kind and working with me as we process through but I can imagine if they're not being that way it's quite uncomfortable you don't want to so that was the kind of where everybody was at with to as far as like employees don't have like any statutory or official duty to help kids understand their right not to share their status but obviously I would hope that we're doing that well and and likewise don't believe there's any statutory prohibition as long as what we're carrying is factual data so and I know as far as like communicating factual data with families we that's one of the
013things we've had attorneys dig into recently to verify that that is something that we're legally in the right to do and so at this moment in time that continues to be so so there's no reason a staff member couldn't tell a student what their what their rights are there's no law that I'm aware of that they were they were just asking we'll find out I'm not sure where what meeting I'm me I would liken it to us um proactively saying that we want to make sure that people are aware of their Miranda rights it's the same exact thing right that's right um we just want to make sure we were playing it safe and then that the DCS reporting form we saw that there were some um discrepancies between the forms everybody was using so
014that's something else that we're going to align and then bring to this committee is what DCS form we're using governing board policy um it looks like ours is just really outdated so it has a lot more about like tell us what the thing the situation was and we've been moving towards like just like the administrative like information about who did you contact what was their name and stuff so getting an idea about like what what do we really want now go back to a little bit more details in our reporting forms or keep it where we're at and then if so what goes into the governing board policy thank you for doing all that it's a lot of work on the side what you already have going on so appreciate it no thank you I
015appreciate you acknowledging that it was it's good it's all good stuff but it it's gotten away from me so I'm trying to reel it in um but yeah that's where we're at with all those forms can you uh earlier you talked about there were people that had concerns about um the the interacting with people coming in can you clarify that a little bit from my understanding and I didn't get like a play byplay but um when administrators have asked like the purpose of the DCS visit that they've been kind of been that like here's my letter it tells you that you don't get to ask anything about this and like it's not something I have to share with you and why are you asking and then um for at least one AP it felt like
016it became like pretty antagonistic in a way that we don't want that partnership to be so that's what it seems like and we did have like some side eyeing like why do you need to know and I and and we were just like well it's say this one line so was trying to cover this one line in our policy and they were totally fine with it but and that's the form that they're supposed to sign right well no it's the it's the when they come in there's that one like confirm what their visit is for so it's asking like is there a student is the student like is this a result of like alleged abuse is there abuse happening to someone in the like home and then down below we have like is if um
017the student is aware of a possible crime so it was like if it's any one of those things um and we're not asking for any details and they like is it any of those things and they're like yep it's one of them and I'm like well okay thank you for letting me know um so I I think that's why the AP was asking for a script because they may have been more of like tell me like is it the unle or whatever it is and so I think that's where the gray is happening for everybody but I'm not sure probably um I I mean I remember this conversation in a previous meeting where we were talking about that and um I I mean I I would add add my name to that list as well
018too because we had an uncomfortable interaction uh with someone in in that area as well too um and they were very like antagonistic is probably a mild word and uh I know Andy Gutierrez he's he actually took it over too and they flat out refused to have anything to do with it and that was um that was recent that was I want to say October so did was there advice or I mean so their their recommendation was a script is that because I'm just processing my mind the AP was like tell if we're gonna have to ask this like I'd like a script where I could be like is it one of these three things um and then if like there was conversation or um or like a form that was like I need to
019confirm so we like add like a what of the three it is it's like a check box or they they just I think my I think they want to kind of limit the conversation about it because it sounds like maybe they started questioning back and forth like well why do you need to know and I'm like well why won't you tell me like that kind of stuff I don't I don't know I wasn't wasn't there but that was their their request is either we re-evaluate that line in our policy or we provide more support and guidance and what it could look like in practice interesting any other questions okay um so circling back to uh jir student concerns complaints and grievances um I'm not sure where we I my assumption is I'm trying to remember
020back that this is one of the ones that we had gone and uh put notes on and we're ready to kind of dive into right this one is yes okay uh so I mine's up at the top first uh and most of the stuff that uh I I mean and I'm speaking for myself um none of the things I have in here are Hills to die on for me so they're just more uh you know thoughts and stuff that go along with it so um trying to ji ji- R yeah j i r the uh regulation I'm sorry y'all I am locked out of my create an account right now so I'm waiting to get oh so my my comment was a um um to try to build uh or emphasize a student agency um
021by stating that a student can submit a complaint directly to any school Personnel member or to any appropriate administrator and the school Personnel member is responsible to act accordingly just a suggestion for because this the way it's written is um where it says um that they uh go and complain to a school administrator and then from there they can decide next steps so and it's kind of related to the second comment too and I I my assumption is that that and I don't know policies available in multiple languages or no they are they are um through use of the Google Translation tool so um that was there was a concern a couple years ago about multi multiple language availability of the policies and um it was tested and found to be the best solution was
022um that because of the way that they're hosted the Google translate tool set can be used in order to be able to read it in other languages I think we already talked about this we did and we yeah and then we had I think what we said was we were going to not put in here that you could complain directly to but the regulation was going to be like if if anyone got a complaint this is what the this is what the teacher needed to do um right didn't we yeah okay and well you introduced it last time it was your the way that you put it this time made a lot more sense oh go last time which guess I have kind of a follow are you kind of it doesn't live in policy
023but are you sort of asking for like a standard way for teachers to deliver that message to um I I was just I looking at the first sentence on there to begin with uh that they complain directly to a school administrator and then within 30 days then there's the process of U um like that the administrator responds and decides you know whether or not a grievance is the next step when you're talking about like being students agency is that kind what you mean yeah so like a student could uh could have access to something like that um I would assume um and maybe that's not can a student fill out a grievance form so the form that we have the student statement form one of the things that we have on it is like like
024a purpose of like completing a statement form and then we put a school grievance like we put School concern so the hope is that the student statement form you're using for like fights will have like an indication that this is actually also the same form we'll use for this particular like School concern that makes sense I separate a grievance from a concern though I'm not it was just I'm G be really honest with you because when I was editing the form concern was what I remembered and not grievance so it could say student concern and grievance are those separate things like a grievance and a concern they technically um behave differently under policy so and the reason that they behave differently is a grievance there are a limited number of things that you can grieve
025so um typically most grievances have to be violations of policy and so you might have a concern that doesn't rise to the level of being a grievance so an example might be um I'm only thinking of really stupid examples but you might have a grievance about um you know some sort of relational treatment by a supervisor that's that what the supervisor's done doesn't actually violate policy but you're not happy with it right and so you you would like to be able to escalate it to someone in order to be able to have some intervention in order to have you know either the supervisor supervisor someone from Human Resources you know kind of intervene too this might have been last year but it was a grievance would be something like um I'm not okay with the
026curriculum that's being taught like my teacher is teaching something they G that because in policy we have like what we're teaching kids but then if a kid had a concern about like the hot dogs are always green right concern and so yeah felt the same way thank you that was apparently I was much more awake last year and that is a better anal oh yeah that lunch all you want but agreement right right stuck yeah yeah so would those students out to take student concern for though that's what we were thinking is that they would so what I've done is every time we've gone through one of these I just continued to add or adjust our form but yeah it has um like student statement for like a discipline thing concern form and then one
027of the things that I need to discuss with the um APS is how we want to address um bullying the like what are we calling that form and like how's that going to look it's right now I think it's all in there but that's how we have it um and looking at this the electronic and verbal complaint I did get guidance um from Dr dupin that we would um because this group was talking about do we want to do student friendly do we want or not um what we have is like a student friendly general form um and that would be like this is the form that you have to have ready to produce if like you need to um show kind of like what you did with it but we could have um the
028report one the report form that could be something that people use and then some of the principles were asking well can it be developed um for different developmental levels and the suggestion was let's not let's have a one standard form for everybody and how we help support filling it out um can be different for the different kids that's how we would address the Developmental and schools can create their own supplementary way of helping kids get to that information so like you could have a think sheet but the think Sheet's not going to be part of your investigation where the little kindergarten draws the pictures your investigation is going to be the form that we have as an exhibit so that was some clarity because we have here a verbal or electronic complaint that was aity
029was given okay well I mean should I I I guess I if if this has already been covered then I let's let's move on then um how far down did we cover the next one with Adriana uh I think um how far did we go we we started and then I think we yeah we had questions about where bullying fit student violence student VI where student violence and I'm still not sure I I don't know if we have a student violence policy um I don't think there's a student yeah so I don't so that was my question should we just take that student violence part out I acknowledge we probably don't want to be like I don't want to give the impression that we're like be as violent as you want but I I don't
030know was it the same issue that was in the J policy where I said we should just try to make this um consistent with the other language yep and I so I did yes exactly so I I did make it consistent but this was the only time this was the first time we've seen student you know looks like random take out yeah well and it may be we we haven't done bullying yet right yeah did we we did do bullying that's right so it may have been covered I mean I have to go back and look because clearly I didn't fully remember for sure that we had covered bullying but um buling have like physical physicality on in it and so I don't know if that so I think it's covered by that policy and
031I don't know that it necessarily would need to live here as well James the next um hold on can I ask a clarifying question so it says complaints and grievances related to student violence harassment you said complaints and grievances are different so is that just kind of like an all-encompassing so could you leave student violence in there because complaints collect student violence I don't know kid what say that again sorry so complaints and grievances it say complaints and grievances related to student violence I'm just I'm it's like you I hear what you're saying grievances would be to policy so the Grievances are the harassment threats bullying and intimidation but a complaint technically could cover student violence even though we don't have student violence in policy I guess the question is more do we need to
032separate those since they are different or no the title is concerns complaints agences or if violence lives in jic did we just add it to the list of things that refer to jik that's true sorry and then I have one more question which is if you're the standard form that the students fill out does that adhere to be filled out is that in in accordance with policy jik what you've been talking about everything that everything that I put into our form that we've been editing is to match the jic okay yeah the only thing is I I it does say School concern it doesn't say School complaint or School grievance so I I can I mean that's just like an edit of that checkbox um that makes sense okay okay um moving on um my
033comment was uh connected to um uh the and I don't have language for it but the language as a part of the this process here the procedures to be followed it has a b c and d um but there's not like and not that there has to be but I know it's a big part of what we do in terms of like restorative practices and stuff should there be language uh that we should include in as part of that process so it's more of a question than it is a anything else because it talks about the investigation what you're going to do um should there be um an alphabet letter in there that talks about restorative practices I think if there is it would be that last line before we have all that think where
034it says where disciplinary action is necessary District policies sh shall be followed you could put a clause that says um or a separate sentence it's like the superintendent doesn't needs like um will include a restorative practice component because in here this part is your process but it the doesn't go into what your actual discipline would be if I'm I'm reading those letters because I know especially like with students and referrals that's always a big component that we're required to put on any kind especially like a suspension or something like that we're expected to have like a restorative practice element that's in that yeah I think you would have to is is restorative practices like a district is it a governing board adopted methodology like like if the governing board decides we're not going to do
035restorative practices anymore does that mean that you have to rewrite policy how we have it currently written everything that we edited it it just it talks it doesn't really talk about like restorative practices in of itself because that's kind of like a framework as opposed to like right um it is just more more of like um inclusivity and like repairing of harm is how it's kind of in our new policy drafts so we wouldn't really have to change it because a lot of the like actually doing of the restorative stuff wasn't isn't in our policy so much as it's in the AP training of right what to do so it's kind of like a district directed yeah sort of way of conflict resolution we just in how it's kind of been talked about and you
036you can um chiman it's more of just been like ensuring that the way that policy has been stated has a restorative lens okay yeah I'm just I was just kind of curious because if it's like all of a sudden we take we're sort of right we're not it was it was a huge last year so no yeah and then just for some context there um a year ago we adopted this student outcomes Focus governance framework and so um something like that would definitely be something that's completely under the superintendence purview and not something that we should be like directing you know so and that doesn't so we we haven't got quite here yet but I am harping on it all the time but eventually that framework will be put into policy so that like and
037kind of basically we're trying to make it foolproof so that another board can't come in and then just switch everything up again so that basically the superintendent is still the person that's making the decisions on what all the the district needs at that level essentially that's the short end of [Laughter] it one of the resolutions does touch on that trauma informed resolution yeah it does mention yeah uh restorative justice by me yeah you know I probably the wrong board person to talk to about resolutions because I think they're silly but that wasn't a call I wasn't on that board so it's fine uh yeah I was just trying to think like how could you reference that yeah resol you know that last little line and District re resolutions seclusion will be incorporated into the resolution
038of the grievance that might give a little bit more teeth to a resolution too yeah um so going back think that one one line you can add something stab yeah well like I said I mean from I I was just curious what people thought about if it's something that would that you feel is important I mean it is a committee decision so um um I'm just posing the question about whether or not that's something to because I feel like that uh for me it seems like it would be if if we're talking about generating a system then uh we're it should be you know little things about values and how we approach stuff should be kind of peppered along with the policies as we go along in my opinion so I I support it I
039just don't know how other people feel if it's necessary or I could see something like upon investigation close closing students are encouraged to have me meeting with a counselor or principal or vice principal gets opinion on closure not fully getting all the words but I hear what you're saying because if they do have a grievance and if it doesn't go in their favor maybe like a followup conversation or something like that yeah with like a qualified not just like putting it on the teacher but vice principal they don't feel counselor like an emot emotional social emotional is a bad word maybe well someone who's able to counsel the kid upon entrance to make sure they do it in a healthy way yeah I mean I know like with this it's specifically for student concerns and
040the kind of the gist of this is where at least the way I interpret it is it's like a student that has a concern about a teacher or or an administrator or something like that and by proxy the parent as well and we have conversations like that all the time um some are positive some are not um um and it all depends on the relationship U that you have with that family uh and you try to identify a person on staff that has a uh at least a stable relationship to kind of address those and then if it doesn't get addressed then it goes up to Mr Man and District office um and and then you know the the process continues right um so if it was something that was a part of this um
041I think it might it might help a little bit um what that would look like in terms of the details I'm I'm not sure uh but um if it was just embedded within the process I think it would be it would be good for both sides right because we we uh sometimes we'll moderate conversations with a a teacher and a parent um because of apparent concern of something that happened in a classroom and um you know you you you you go through that process and it is a restorative process um so and if I could I'd recommend if if we identify a staff member we use broad terminology rather than specific so and the reason for that is um if there were for some reason to be a change in the makeup of Staffing at
042a school we don't want a specific position title you know to then become problematic for you know still having the enforcement of there is an adult staff member who was responsible for having this conversation with the kid so the best example I can give is last year or maybe two years ago I would have said oh well that person might be the child Justice Advocate on the site but we don't have that position anymore so if we had defined that position as the person then we would have left the policy without a defined adult and while you know typically there will always be principles at school sites um you know their other positions could be variable to some degree and for all I know for whatever reason with as crazy as the world is right
043now we could have to change the names of principles to you know yeah to something else so real quick it does say at the very beginning that the complaints made directly to a school administrator so telling what like if you then say that they have to meet with the yeah student social justice Advocate they're not even involved they already know what the grievance is so yeah it's yeah leave that as vague as possible Adriana's viciously taing away I'm just wondering because e is basically unusual way to to say like um unless if it didn't happen we're not going to do anything about it so I'm just wondering if we take e out and then just have like additional practice like results of siging like after the investigation or something and then if we determine that
044the incident occurred just for policies for disciplinary action and ored practices will be implemented dependent on the findings and then taking that e the determination of the incident not occur the rec should not be used and the record would be the student concern form or the grievance I situation oh gotta then you wouldn't necessarily need this anymore now it's a that's such a weird line the record shall not be used I kind of archaic confusing so if you do something and and you're found to not like the grievance doesn't meet the threshold but then it happens again just like is the first record no longer usable I think they would be the record shall not be used for the imposition of discipline ever again I mean it shouldn't anyways right so I guess my first
045thing is how do we feel about having a like reg section here were the findings these are the steps that's what I'm attempting to do with this AB part do that make sense to us or do we want to keep it in theow process I like the ab and I don't know I had a clarifying question uh would would be the letter be on here would that mean if no grievance was found the student wouldn't be eligible for a restorative practice or I see if yeah it because I think the way I'm reading this is letter A something was wrong per se G was B um I feel like to kind of look into what you're speaking about if the grievance wasn't found to be valid the the family and student might more need true
046an example through something that my congregation uses um when there's like a grievance between people they do a process where you don't necessarily find right or wrong someone works with people to just be like hey do you understand where this person's at do you understand where the other part's at because we all have to move if no one's being let go you do have to move forward together yeah sure we do yeah that's actually basically restorative conversation that we would do so and that is different than discipline so I'm wondering if we have like a B1 if like the determination is the incident not occur then you aren't getting disciplined but if the determination um is that an incident did not occur you still have the option for a restorative practice kind of like what
047he was saying because you're right um we we still probably should do something yeah I I mean you're exactly right I mean we we had a an incident a while back where you know anytime something includes you need to fire this person is uh usually something that you pay close attention to but that's not it's regardless of what the investigation finds it's definitely something that you want to try to U repair the relationship with the only caveat I would say is that every restorative conversation has to be based on the premise of voluntary participation right you can't force it on people because then it's not going to be it's punitive yeah it's not a it's not it's no longer a restored conversation anymore um so they have to be willing to accept participation in and
048that's part of the conversation too is just saying would you be okay with that so what do you think about instead of results of finding results of in results of the investigation because essentially that's what it is is an investigation right yeah I think so I'm liking the purple is what we did last year I don't I I don't really know didn't everybody have like their own color last year too I remember it got confusing to me add I'm I just feel like I'm know throwing out words so I'm don't use my words as like draft but use the general thought of how can we say these things because we've said three things most say something happened we're going to make sure you get your restoration and your discipline something did not happen we're not
049going to discipline you for something that didn't happen even though something didn't happen we're still going to use some sort of restoration um as appropriate those are definitely I I know those are our categories how do you want to say it you want to do comments on those three I feel like B1 and B2 could be combined somehow I just don't know how and I know I'm like kind of screwing it up because I don't remember should we say administrators I know it said investigator up there I'm just I'm adding slashes you guys do whatever you want with me slashes EX that's my little wacket combining the two for B1 and B2 oh okay in the comment I think that makes sense yeah like that get your into got a whole me pepperoni there's a
050lot in there in each row yeah you got to be careful than I can do okay I'm good with just go ahead and copy and pasting that and just having a a and a b you are I just have I got a question about B1 so kind of just thinking about if it's necessary do is there somebody that's actually in to stipulate and say your grievance didn't Ur versus it just doesn't mean the threshold of a concern it kind of seems weird that has never happened or like it's all in your head and we're not and we're not going to use it to discipline either yeah I do think that's weird that it's like does not occur I just was using what was originally there in e um yeah in E it's because they so
051I but I think you're right it is kind of weird some inter gas liting yeah it didn't happen yeah however what I will shares that we definitely have that that happens like it's it's not an uncommon occurrence but is there a different course of action necessary for that versus not meeting the threshold concern good point yeah because in B I wrote that because I was like I can't think that okay you met it so maybe we you could put threshold of concern for um and match it in a and b i I mean I I think it just needs to go but kind you but or you could you could actually combine the two because I would argue that if a student believed something had happened that didn't actually happen that telling the student well
052that didn't happen isn't going to restore the relationship with the other student so there might be a need for a restorative conversation regardless so I mean it could almost be that b is if a determination has been made the incident did not occur or that it does not meet the threshold of concerns School administrators investigator will address situation concerns through restorative measures as appropriate because as appropriate gives you some leeway as to what those restorative measures look like remember that at 549 I don't know Rel listen to what you just said because it was oh sorry he's very Su you could type that in the [Laughter] notes are you typing that no copied and you just past no I copied and pasted what James had I like I think that he took from that um
053as appropriate here yeah it was heavily derivative [Music] DET terminations made that in did not occur for does not [Music] me concerns the record shall not be used to in position of discipline regardless of the right looks good to me and up here we have to still match it so in don't we're okay cool good and then what what did you want to you wanted to change the title did you change it already results of Investigation yep I mean I guess I could say results of the investigation but I just changed it to investigation is that still lettering uh we could take we could I cross three do that the results is just a new subsection after d that was my first guess but I don't that makes sense to separate it out okay because
054it's not really like although it is part of the ABCDE process yeah the other I know in other policies we had where we like you would say like e the the person responsible will address result investigations accordingly and then it would be like tabed E1 E2 so I guess that technically better matches how it was before right ready to move to the next one Clarity of Investigation or resolution sorry hold on I'm try to fix did do we change the number how does it look you're giving a a circle of points to process one did it go like a b you rest did we do youan or did we just do one in the previous ones when we you would have something underneath like it was more detailed I remember if you kept the letter
055or not I don't know it looked like this but I don't know which I thought maybe we just went to the number but I don't know I can't don't quote me formatting here yeah I'm just G to put could be just bullets but I don't remember what we did before I'm just gonna say fix it what we did before when we get to the um Clarity of Investigation oh I just um just wondered like an investigation it's weird because in investigation if you were notifying about it you probably would notify them at the initial start so it like Hey we're going to investigate this but then we're saying we have like 10 or 15 days so I was just wondering like do we actually mean like completed investigation like there's a resolution we have to
056notify them within 15 days because if you just say an investigation shall be made that means I could Pro I could let it go for 14 days for two weeks and then be like oh by the way I'm going to go ahead and do this and i' like reseted the clock for myself so I thought that's what was confusing and I don't I don't know what yeah you want have to say an investigation will be completed with yeah if that's what our intention was I mean I'll take getting all that extra time to get to them or you need to clarify the amount of time once the process is started yeah so that was my wondering how what we were trying to get at here is it just like letting people know that we are
057aware and are starting because then I think the time frame should be lower or if it's we've completed we just need to say that it's a complete investigation you probably don't want to limit yourself with the amount time that's true so to me this was really notified within but it says in the paragraph above the student shall be contacted no later than the school day following so they've already said like the grievance has been submitted like right then the student should be contacted no later than the school date following the date that received the information you're right whatagraph you again I know I read that the section right above a so this really is like the the length of your investigation time like the results of your investigation should be notified I think so to
058so are we making changes not making changes I think you're right though it might be what if you don't get it done so I wonder if it's just like an update like a pro a process notification needs to be given within 10 days you this is your expertise right here sorry it's okay um what section are we on run a oh and wait in the very we're still on J yeah okay we just went backwards s just making sure I don't know why we jumped all the way down there so as Evan pointed out in paragraph above a it says like we'll we'll get back to them at least the day after we receive it so we're assuming a is talking about like the actual investigation um shall be completed within 10 days but I
059appreciate what you said you might not finish um but I think you should at least be able to give an update so if it's like an update on the status of an investigation should be made within 10 days is where we need the attorney yeah I mean the way that sounds it does sound like it's saying like should be completed within 10 days go is in session or 15 if it's not um because it does mention extensions of the timeline and with the exception of the exceptions of Title 9 concerns I don't know this timeline is is is decent yeah I was going to say I don't think there's a statute that would I'm wondering because go back to there was some conversation around like right now those are business days and I there was
060some conversation around the legislature making a statutory change that would require districts to have staff on hand during winter break and other breaks because they would say that it's 10 days regardless of the school district's calendar well it says within 15 days school is not in session oh which wait hold on or within 15 days during which the school offices are open for business when right and so so that that legislation that's potentially out there seeks to um remove the in business it limits you to only being able to select eight calendar days that the district can claim are Exempted from being part of that timing Goa um but as far as like as far as these timelines being set out anywhere else in statute they're they're not so whatever ever works for you guys
061it's probably the best thing does it make sense the change made to completed would that help clarify it for people I think it would I think it would clarify it and also um being a titch self-serving I I would rather clarify that this is a status update should be given within 10 days and the notification of if an extension is needed kind of thing soste you don't want to have any timeline on when an investigation should be completed by it's probably good to have I Hear What I Hear how that sounds it already on how you feel about it I'm just asking because I think the purpose of this was to like provide a deadline by which the investigation I think this is reasonable both of those sound reasonable for doing it it it could
062depending upon the circumstances it could run a foul of things like Title 9 where all of a sudden the investigation gets put on hold indefinitely completed so then yeah then it's just right here superintendent can extend the yeah timeline yeah so um but then going back to Evan's question about communicating with the kid so they'll be contacted to let them know that an investigation is starting and then that next day puts the 10 days in effect I think so yeah yeah okay and so then so then should it be should should you clarify it that it's made within 10 days of the student being contacted yeah would that help yes then it's really specific when the timeline starts I am with you in mind and not in wordsmithing you want to type out what you're
063thinking you want it to say because yes you're right those are all really valid and I'm going to clear my welcome doing you guys um I have the next comment and I think I had this I'm good that yeah um so I think this I made this comment because up here we were like well or at some point we were like well what process does it follow is it a complaint or a grievance so I think I hey guys put this here but I don't really have um like exactly what that would look like so does that make sense what do you say I I'm tired trying to clarify because in that paragraph above a it says the complaint or griev yeah and so then I thought here is where we could say yeah we
064deemed it a complaint so we will be starting this process or we deemed it a grievance we'll start this or it's discipline this probably is the paragraph in which we would want to say that but I didn't know because you're discussing the conclusions and actions taken I just don't know full transparency from my my own personal practice and speaking for myself I don't think that I handle complaints or grievances currently any different in a way that it's like why would we delineate a difference and I acknowledge through these very academic discussions they are different so I feel like I'm at a deficit to share how that should be addressed in here defer to The Experts look at at you J I don't know I I mean I would be fine just keeping it like how
065would where would we say like oh okay it became a complaint this is now the policy for the complaint this is now the policy for the grievance I don't think we have that the only place I can think of because it's student related would be in to include that information student hand so we just need to make sure we have that make that adjustment schent okay then I feel like if we're going to put it in the handbook then we don't need to put it here that's what I hear you saying because if this team has specific language they would like in the Handa I just want to make sure we get that to I mean how many of those complaints are actually grievances against District policy not it's uncommon very uncommon but it could
066potentially happen I think I think when it's gotten to where it was like a would be considered a grievance has been when kids have complained about the teachers's actions yeah that's when it's kind of pivoted from like the normal thing and we've gone into like but then since that becomes an HR thing so then we just start following the HR investigation process kids get notified and an investigation happens within 10 days yeah yes because the yes because in practice we end up having to call the parents and then we have to know we don't tell the kids like we sent this up to HR um yeah you don't I mean no right of knowing but we do tell the parents like we've moved this into an HR practice and we we can share that it's
067become this okay um not necessarily what's happening to the teacher yeah that's usually a but that's not like a violation of policy though right what well I mean if there was if it was an incident where uh in the course of the investigation um you know you're let's let's use the example of a student saying that a teacher uh was using racial terms towards a kid right and they went to the complaint they go to the process what would be the steps for that so in my experience what's happened is a student makes a complaint theoretically under the like I'm a student I can make a grievance then it's like oh your teacher this grievance is your teacher IND direct violation of a staff policy and so then it goes like we're no longer we're
068not calling it a student grievance right now now it's like a staff grievance that I then kind of take ownership over and the student becomes a witness to that and then you do the HR policy or practice so if it's a grievance what policy was violated then uh for this like staff code of conduct what is that it's another policy it's just like a whole it's like I don't there's got an E and A in it can I can I give you a different example EA something yeah do um because because like you said when it's teacher I guess teacher directed it's then violating policy about the teacher but so like this this happened many years ago but um like we had a student who was refusing to do the Pledge of Allegiance and that's
069in District policy right freedom of speech and the teacher can't discipline you for not doing the pledge of allegiance which the teacher was taking away recess for that happening that seems like where this would live that's a great example y because then it's not it's not really like the teacher there's not a grievance right from HR against the teacher I mean maybe there is for violating the students First Amendment but it doesn't seem like it's the same grievance of using racial terms or violence or you're just limiting that students ability of Performing Free Speech you basically just do the root cause and then whatever the violation like the root violation determines which policy you're aligning to and then which process you align to so be like under personal safety issues because I'm looking at the
070first sentence they complain about their constitutional rights equal access to programs discri Iration and personal safety issues well the example would be constitutional rights and it would be a violation of policy because there is a policy that enforces the right so for for like discrimination the student could grieve that you haven't you haven't chosen me as the line leader because of whatever and now the teacher discriminating that might be that might live here in policy the teacher the teacher never gives me a classroom job because interesting but I feel like if if the teachers violating policy that's where it lives it's yeah maybe it's kind of hard to come up with I if it was something more overt then it would be would it be under this would it or would it be something more
071related to like discipline of a teacher under like their evaluations um no it would be um I don't think it's necessarily how overt it is it's just like what is the violation if it's a violation of the students rights then it's here if it's a violation of the code of conduct and expectations and staff policy then it goes to like the HR thing I think we also you have to think that just because this process is going on doesn't mean that a parallel process can't also be conducted yeah there could be two policy so like all those HR issues aren't going to get addressed through this grievance those would be addressed separately if there were some HR issues that stem from it and then the teacher evaluation we don't use domain 4 for the SCS
072right so professional responsibilities that's Progressive discipline when you're talking about HR most of the governing board policy stuff is going to come out of that domain for Progressive discipline that'll be the pathway you use but I guess you're right James you could have a parallel there could be two it just seems like maybe that's not what's happening that like the students not you don't forget about what happened to them but and they're not going to be necessarily clued in on all the other if there's other stuff going on because they don't have a right to and they might not legally yeah exactly um okay my I I like the next ones it just says that shall repair prepare a written report of the findings and I'm just curious I don't know when this was written
073but like what were written reports and are we saying that um it needs to be in Synergy I know monista we use like a cover sheet um for all of the like statements and stuff and it tells you like this was the violation these are the people we contacted like that's your written report um so I was like do we want Clarity on what do we mean a written report is a incident summary um suffice Synergy or do we just want to say a report you know the WR card I think this this one's this is in it's in R so I think it might not be a bad idea to specify the actual practice so in policy typically I would say avoid things like indicating that something will be included in Synergy because we
074don't want to have to make a policy change but if our platform changed we could actually change the regulation and match the new platform and just notify the board of the change rather than having to have board action in order to make the change so I think it might be better to be clearer here because this is going to be almost like the procedure manual for what we're actually going to do um and for some things I know it has to be reported in Synergy because that has to make its way to a safe um but I do think there should always be an incident report as well so I know that creates some measure of redundant work and I'd be curious as to you know what the people who' have done the AP what
075their perspective is on that redundant work do you want me to just bring it to my meeting I can um so then what we'll do is we'll we'll look and see what everyone's putting in Synergy and because there's some stuff that we don't put into Synergy because it doesn't warrant discipline or not but it still gets a cover sheet and goes into our secondary material findings materials um so I think we could definitely use some sort of common form because I don't think we have one right now but I don't know that necessarily all of these things we live in I'm thinking about some of the ones we've done this year that I would not have put in Synergy yeah we probably do need to have like a Synergy um as dictated by a safe
076or a equivalent incident report and then the team can look at some different ways that people are doing doing that yeah so we don't have a in the calendar tomorrow so if you think that we're meeting there's nothing I say do we have I'm looking at my calendar when he said that was like is there a meeting tomorrow so it probably isn't gonna happen I didn't know we'll find the time for okay I'll add it to the list of things that we will have some sort of like incident thing and then all I'm G is just send mine and Kar to you guys to see if you guys something you may have already sent this is nothing very talk about yeah okay so then I'm gonna not get rid of this comment but just say
077like going to assign myself check with APS I think you I think you answered my my question that's there but maybe it needs to be clarified it's like if it's just a it's just a concern is it getting is there a written report being documented anywhere it sounded like you kept a lot of material yeah that you know any anything that a student fills out you keep so and I I don't I I think what we've found is we were supposed to keep statement forms three years after for three years the hard copies and stuff what's in Synergy is obviously going to be there forever but um so we just have it like in Ro rotating files I'll check and make sure my my question was more just like does c create busy work if
078it's just a student concern like you have to have a written report of a student is just making like a needless concern to you because it's a policy um so yes but that's why I'm hoping people will be open to the cover sheet that we use for them because the cover sheet is is Bare Bones of all the things that we need as opposed to like a a lengthy like report form of like he said this she said this because we just staple it to all of their student statements um any like playground reports we get that kind of stuff so we'll have to see what everyone else is doing um are those are the Google forms the kids fill out the the student concern Google forms is that also part of C here I
079I think so so I'm speaking solely from monista at this point I think because I haven't talked to enough people but um we use we don't use an electronic student statement form we have a paper student form so in our packet of like investigative materials you have the cover sheet that tells everybody summary happened the disposition if there is anything did it get into Synergy and why um who did we inform did we inform families and whatnot um and then what's staple to that is all of the statement forms that we take because you get a statement form from all of the kids and then we have some random rules for ourselves that you guys don't to worry about and then uh if the adults did a playground report like if it comes from that
080um and then we have the office referral that is online that you could theoretically print out but we don't typically so that's kind of what's I'm just wondering if those Google funds get lost like you know I mean obviously nobody's deleting yeah the results but if if they're accessible it's I can look and see how people I mean technically if everyone's putting it on a shared their sites shared Drive um everybody need to be accessible by the principal and superintendent we I mean we had written ones and we moved to digital because we had problems losing student statement forms yeah so it it's actually for us it was much more efficient um we would get students datting forms and guess I'm just wondering I does it can you use Google form but do you need
081to clarify instead of just written report that it would also include electronic yeah we probably should this goes back to what I was telling before uh Dr dubin's suggestion was that um we for statements like these we have them written on paper because you have like the kids writing is on there you have like the notes um and so it this is my own estimation it's basically it's more defendable that when we have it like handwritten from the students than it would be if it was just electronic but that was going to be a conversation to have with the APS and stuff but his recommendation was to keep statements as paper forms if we can feel especially with the little kids like sometimes I'm like dictating they don't they're not old enough and so if
082I'm typing that that feels a little weird I'm like it's easier it feels better for me to like dictate underneath your picture where I'm like clearly writing down what you said about what you thought happened rather than just typing away on and so he was like use the one form kids are writing on it um you can like take your notes on it if you give them like a c draw a picture what happened you can like staple it to that yeah um but then you could if if teachers if um if you wanted to have like a preliminary report like lominda has the re I always screw this up repost no don't repost it report don't repost they have that and that's like a we can use that as like a preliminary one but
083that student should still come in and do a handwritten one this is all I just don't want anyone thinking that they're doing the wrong thing this is just the information that I've been collecting in my brain it makes sense you can't use chat GPT come up with your student statement yeah yeah where if it's online you can so we have to we'd always used speech to text for that kind of stuff it just autofill yeah yeah like T mad at you because it's like my students said it just autofilled all the answers he didn't really do anything that yeah so that was you could show like nope this is what they attempted to say so I'm sorry but that that part can get figured out I do think we do let me add oh you
084got it thank you just a time check at 6:20 by the way um this I think once we have the conversation with the aps about what the written report looks like this question will be answered so I think we can skip it for tonight okay think that's it until we get to or oh I just ask is the resolution of the grievance ever is anything ever given to the student in return or is it just a verbal like I I mean I don't know if any grievance has ever been resolved in such a way that you give something to the student but honestly like the only thing I can't think of is took something away from them yeah like yeah we've taken away or um how would a parent know that the grievance process has
085been followed and it's now resolved Oh you mean like some sort of receed almost like so it's always been it's always been ver I let me speak again just for myself and what we're doing at manav Vista it usually is like we give a notification and we log that the parent has been told and then the only thing I can think of is when um kids get into like fights or whatnot with each other there's like apology letter and so a kid who said that that kid was being mean to them or we've had them do like compliment chains where they like let compliments so they might get like a something like that but I definitely am not like here's a here's a summary like I don't give them the summary this grievance is now
086over yeah okay I just didn't know because there's a lot about how it's handled internally but then doesn't include the person who actually filed it I've never had Parents ask for that usually what parents parents ask for in and especially with situations that are student to student they just want to know whether or not the other student was punished that's and we always have to tell them we're not allowed to give you that information but that's the only thing I've ever heard from parents yeah I just didn't know I didn't live in there previously without me to add anything um where are we at now we at Katie's com comment you were replacing what we had and that's just making it more closer to the line of Statute I'm guessing what the timeline of timeline
087no it says replace whatever down at the very bottom oh it's at the bottom I was like oh that was more reason like what local law enforcement should be notified that's right it looks like you just replaced it statue that's what I'm thinking yeah what did I write what yours did I write here you're like me at the beginning of did I write that was I think you're matching it to what we put in the sure I think so I also think that now I do remember copying and pasting something but I don't remember and I think it was from another because we were trying to decide because what we currently had in policy especially last year was basically like tell the police everything like call the police for every problem and so we went
088through statue and found that really there's like a very limited half to talk to the police about it and so we were going to Prior only doing the half Toth and this is this is the paragraph that shares we're only doing the half too okay so yeah the stuff that's not crossed out is what I replaced it with basically was like yeah because we used have like if you got a reasonable belief it's something bad go ahead and tell them so we like no you it needs to be these things I'm good with that it's not anything new okay so can we resolve some of these comments or are they there for a reason no I think that's true I'm I think that's it don't resolve any other ones I resolved mine but it had
089I guess I I'm gonna resolve timeline with timeline yeah you can I'll read oh but I'll highlight it just so that I forget we have to go through and do this later on right yeah when we do the proposed changes the boards we don't want to lose the changes right yeah Tak strike it out yeah isn't there like an editing mode kind of thing or suggestions or something track changes so that's what I had that's why it showed up the way it did at the bottom where it had the cross out and then what I wrote It's like when you press um when you highlight something and then you put your thing over it oh no that's at the top right there it says suggesting is that what that is that's what that is yeah
090okay does that mean like everybody would have to turn that on individually or yeah this one right here that should be in suggesting mode if you want it to be like track changes um it is 624 right now um do we want to call this a stop point I that makes sense if you want to start we need to figure out like what's next and all that stuff I'm good with that we're not GNA come back to this confused right we well as long as the uh comments are resolved then and I'll I'll mark in the notes that we were completed editing jir um so we won't come back to it I just want make sure that covered everything but do we I guess my question is do we want to resolve the comments or
091do you want so we have we've done everything that these that we as a group can do there's a bunch of comments for things that other groups have to do but once I once I okay get myself in order and I get that stuff from them then we can come back and it'll be like an update of like primarily like this is ready to send the board situation yeah yeah or at least off for legal yeah okay um what do we want to uh edit next at the next meeting the next next thing on the list is drug and alcohol use j i we're just going to go in order which we can do I mean and you should already have it on there with my comments wow I did [Laughter] it but then I
092also have something called oh no that's something else sorry then there's Jr which is the regulation we want to look at that as well that also has my comments it looks like Adriana you were in there at some and do we have um how Hilda do we how how far out have we scheduled meetings they're on the paper are they had them March 17th is the last one we have oh yeah do we want to skip schedule out a couple of of others now or do we want to wait until March 17th to do that um I think I think now personally just the longer we wait I think the okay um so March 17th is the next one we've been doing every two weeks so after after that would be March 31st is it
093oh uh the next one would be March 7th April 7th I'm sorry April 7th I if we want to stick with the Monday or we can find another day that week my Wonder for you is last year we ended up we timed these out to like when are we showing these things to the board so wind's like the last board meeting that I think we actually two layers of and one of them was to be able to present the community council yes that's right so and that date is the 24th of April and then just to answer your question James um Jay and I are flying to Atlant or no flying back oh wait we'll be back we're flying back from Atlanta that morning I think okay so we'll be here we have to be
094ready to present to the sorry something I that again April 10th 24th 24th um I think we probably in order to finish at least jic we probably should try to meet like at the 1 so the April 1 April 1 yeah so we would do like March 17th and then April 1 which is a Tuesday just because we ended up using like one whole meeting to prep for both presentations and so then we you know so like this probably like this might be like our April 1 might be the last work day and then April 15th might be like presentation prep day April 15th you know me it could be the 14th we'll be in here Monday it's all right I was in here for seven hours on Saturday it was a good seven hours
095that the last was one that I had signed up for like yes every night so his way back congratulations so do we want to do April 1st and April 14th days that de which is fine I'm sorry I would also beate on April 1 yeah I could probably get here by six it's there a Thursday April 3D what is our number for Quorum right now four I thought it was three isn't it it three for what's our number for quum right now three Okay cool so then even yeah okay well we could do Thursday the third that is when we are leaving to Atlanta oh April maybe 5:30 you guys spring schedule yet for sports we not not all of it just a little bit yeah I was going to say that's the only thing
096that is kind of a I mean we can always find someone to um I say that without like having that actual knowledge but um tempt to have the games well at least one of us could get here yeah usually we can go and um have a someone to cover instead I'm just throwing everybody under the bus I like don't say that let them know that you suggested that all the that I gave yeah I mean I wouldn't recommend setting meetings based on the sports schedule because we're seems like they're every day of the week um I would I would vote to go ahead and just fill in the people who are late if three of us can get here at five only because I don't want to stay till 7:30 yeah second so Friday I'm
097sorry five on the [Music] first and then on the 14th the 14 14th and then if I could just um be here virtu if I'll check with my husband and see house sufficiently irr I in person versus virtual for two nights in a row well I was gonna say do you want us to just do not not skip a week and then just do the eight I was going to be I'm also out of town at nsba that previous weekend so we can't avoid this because it's my life um but I'll just see if I can come in personal or I'll just appear virtually on the 14th it just depends um and does the 14th work for everybody Okay so we've got the 1st the 14th if y'all could then there will be Community Council
098on the 24th and then we we scheduled one in between that and the next board meeting last time right just to take whatever feedack board meetings on May 6 is that what we're shooting for we'd have like another meeting like on the 29th yeah we would need a meeting that that week of the 28th basically to finalize whatever is going to the board the only thing I would recommend is I think we also have a meeting on the 20th and that might 20th of April oh or of May I was like huh said May 6 we do have May 20th so we could still we could meet a different the week of the 12th or yeah I lean towards that just so we have the other piece is we need to get it turned around
099through another layer of legal oh so we actually would need to meet the week of April 28th and then give it to the lawyer so that it could come to the board and if we go with the 20th then I think we'll be safe to do all of that okay so then we so then the Tuesday the 29th on Monday the 28th we've been kind of trying to stick with Mondays as much as possible okay that works I can sure I have April 1 April 14 yes that's correct and then we we don't have to schedule it now but probably want one sometime prior to the May 20th meeting just to review if there is feedback from the inter and then this the 24th um when's the community council yeah of April we didn't have
100um Everybody present it was just the call that presented last time but uh and I have to go to community council so I'll already be there um but if maybe everybody for right now can just Reserve that space and when we figure out who's comfortable and wants to take different sections we're not is there anybody who absolutely doesn't want to present that's probably right first ask are you anyone Okay cool so yeah if you guys can also just pencil in Community Council on the 24th yeah I would be excited to help see what it's I mean see what it's like yeah yeah for sure be present anything else for the good of the order no all right um I'm on motion to adjourn can I get a second all those in favor meeting adjourned thanks
101everybody