Coventry School Committee Policy #: 6025

6025: PARENT NOTIFICATION PROCEDURE

PURPOSE:

The purpose of this policy is to provide procedures and protocols for the dissemination of notices, e-mails, telephone calls, and other methods of communication sent home for the purpose of informing parents/guardians of any issues germane to their child’s education.

Coventry Schools supports a practice of maintaining effective home-school communications. This procedure references the many and varied reports and protocols exercised by the school department and local schools.

1. Classroom Teacher Notices – The most frequent communication between the school and parents of school-aged children is the notice sent home by the teacher regarding the progress of students. Such notices are provided on an as-needed basis as determined by the teacher. Teachers may seek to inform parents of regular progress, concerns, upcoming events, or requested support. Parents may request a parent/teacher conference to gain further insight into the progress and performance of their child. These notices are voluntary and do not require a principal’s input or approval.

2. School Newsletters – Another frequent communication between the school and parents is the newsletter typically provided by the principal on a regular basis. Newsletters provide information to parents on special events, upcoming activities, and selected topics of interest or importance to families. Such newsletters offer an overview of school activities and usually compromise of teachers’ contributions.

3. Student Handbooks – Each school provides parents and students at the beginning of each year with a student handbook. The handbook provides necessary information on school and district services and regulations. Parents and students are required to sign receipt and review of student handbooks to ensure that the information has been received. The handbook may include required information regarding such things as a computer/internet use policy, discipline policies, and health and testing information. Please review the information in the handbooks with children.

4. Bus Routes Notification – Prior to the start of each school year, the school department posts the bus routes for each school in the Providence Journal, the Kent Country Times, the Coventry Courier, and the Reminder. The Reminder is mailed to every household in the community. Concerns regarding bus routes can be called to the district transportation liaison at 822-9405. Notification to parents of changes to daily bus routes due to road construction is provided by letter or phone when the school is notified in advance.

5. School Cancellations/Delays – When school must be delayed, cancelled or dismissed early, the school department notifies parents through the public radio and television stations. Prior to making the decision to change the school day or cancel school, the Town police and public works are called for advice as well as the bus company. The decision to consider school closing is made with the safety of students in mind.

6. Report Cards and Progress Reports – Parents are notified on a regular basis through a formal process of report cards and progress reports. Report cards are issued at the end of a trimester in grades K-8 and at the end of quarters in grades 9-12. Progress reports are provided where necessary four to five weeks prior to the end of the trimester or quarter.

7. Parent/Teacher Conferences – Each school hosts two parent/teacher conferences each school year – one in the Fall and one in the Spring. These conferences provide an opportunity for parents to discuss briefly, the progress of their child. Additionally, schools offer an open house early in the school year. This provides parents with an opportunity to visit the classroom and consider PTA membership. The combined opportunities of teacher notices, report cards, progress reports, student work, and parent/teacher conferences provide multiple opportunities for parents to monitor and support student achievement.

8. School Notices – On an as-needed basis, schools send home notices related to such things as field trips, school lunch menus and state forms, school calendars, language surveys, permission slips, and PTA notices. Older students receive notices of college testing schedules and school events. Parents are encouraged to check book bags or ask older students if there are any school notices that need to be reviewed.

9. Health Information/Emergency Procedure Cards – Annually, and on a regular basis, the district requires parents or guardians to provide health information and emergency procedure cards for schools to maintain accurate information on the health needs and communication protocols for students and families. State regulations require that students receive regular medical check-ups and inoculation. Vision and dental screenings are required on an established basis.

10. Medical Notices – When an outbreak occurs, particularly where the medical condition is contagious, the school will notify parents in a timely manner. Medical outbreaks, including head lice, follow a standard protocol of notification. The Coventry School Department always works to ensure that medical conditions are contained, that children are protected from exposure to the extent possible, and that parents are notified. Some specific medical outbreaks require the school department to follow a state protocol of information and containment. Please know that the health and welfare of your child is at the forefront of any decision of the school system at all times.

11. Fire and Safety Issues – When a school identifies a concern with fire or safety, a plan is followed that has been developed with the support of the police and fire departments. The first effort is to ensure the safety of the students and staff. This may require being sheltered in place and the school locked down from perceived threats. Or, the students may be immediately evacuated such as in the case of a fire. Each school has an emergency plan that is followed. First actions are to ensure students and staff safety. Parents are notified subsequent to taking the required action to ensure safety. If schools remain open during a reported threat, please be assured that local authorities have fully investigated the matter and have determined that no danger is present for students.

12. Reported Threats to Student Safety and Welfare – If a school is notified of an allegation of a threat to student safety, the school department follows a protocol in concert with advice from the Town police. If the allegation is against an employee or purchased service agent of the school, the individual is immediately released from service to ensure that any potential harm is eliminated. The school department will work with the police to determine what level of notification can be provided to parents that does not violate the rights of any individual. When the Town is notified of a Level 2 sex offender, the school department provides the police department with the names and addresses of all families in the affected areas to inform parents by direct mail as to the awareness of the concern. (See Policy 9035, PARENT ALERT)

No employee of the Coventry Public Schools below the rank of Principal is to send any notice home in which the context of such is not related to any of the above stated examples without prior approval from his/her supervisor. Supervisors are expected to use good judgment when endorsing any communication with the home unrelated to these examples.


1st Reading: Adoped:
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