Article 810 – Connection with the Community

Community Relations
Connection with the Community

The Superintendent is the District’s chief spokesperson and shall plan and implement a District public relations program that will:

  1. Develop community understanding of school operation.
  2. Gather community attitudes and desires for the District.
  3. Secure adequate financial support for a sound educational program.
  4. Help the community feel a more direct responsibility for the quality of education provided by their schools.
  5. Earn the community’s good will, respect, and confidence.
  6. Promote a genuine spirit of cooperation between the school and the community.
  7. Keep the news media provided with accurate information.

The public relations program should include:

  1. Regular news releases concerning District programs, policies, and activities, that will be sent to the news media.
  2. News conferences and interviews, as requested or needed. Individuals may speak for the District only with prior approval from the Superintendent.
  3. Publications having a high quality of editorial content and effective format. All publications shall identify the District, school, department, or classroom and shall include the name of the Superintendent, the Building Principal, and/or the author and the publication date.
  4. Other efforts that highlight the District’s programs and activities.

POLICY APPROVED: October 16, 2014

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Article 825 – Advertising and Distributing Materials in Schools Provided by Non-School Related Entities

Community Relations
Advertising and Distributing Materials in Schools Provided by Non-School Related Entities

No material or literature shall be posted or distributed that would: (1) disrupt the educational process, (2) violate the rights or invade the privacy of others, (3) infringe on a trademark or copyright, or (4) be defamatory, obscene, vulgar, or indecent. No material, literature, or advertisement shall be posted or distributed without advance approval as described in this policy.

Community, Educational, Charitable, or Recreational Organizations
Community, educational, charitable, recreational, or similar groups may, under procedures established by the Superintendent, advertise events pertinent to students’ interests or involvement. All advertisements must (1) be student-oriented, (2) prominently display the sponsoring organization’s name, and (3) be approved in advance by the Superintendent or designee. The District reserves the right to decide where and when any advertisement or flyer is distributed, displayed, or posted.

Commercial Companies and Political Candidates or Parties
Commercial companies may purchase space for their advertisements in or on: (1) athletic field fences; (2) athletic, theater, or music programs; (3) student newspapers or yearbooks; (4) scoreboards; or (5) other appropriate locations. The advertisements must be consistent with this policy and its implementing procedures and be appropriate for display in a school context. Prior approval from the Board is needed for advertisements on athletic fields, scoreboards, or other building locations. Prior approval is needed from the Superintendent or designee for advertisements on athletic, theater, or music programs; student newspapers and yearbooks; and any commercial material related to graduation, class pictures, or class rings.

No individual or entity may advertise or promote its interests by using the names or pictures of the School District, any District school or facility, staff members, or students except as authorized by and consistent with administrative procedures and approved by the Board.

Material from candidates and political parties will not be accepted for posting or distribution, except when used as part of the curriculum.

LEGAL REF.: Berger v. Rensselaer Central School Corp., 982 F.2d 1160 (7th Cir. 1993), cert. denied, 113 S.Ct. 2344 (1993).
DiLoreto v. Downey Unified School Dist., 196 F.3d 958 (9th Cir. 1999).
Hedges v. Wauconda Community Unit School Dist., No. 118, 9 F.3d 1295 (7th Cir. 1993).
Lamb’s Chapel v. Center Moriches Union Free School Dist., 113 S.Ct. 2141 (1993).
Sherman v. Community Consolidated School Dist. 21, 8 F.3d 1160 (7th Cir. 1993), cert. denied, 114 S.Ct. 2109 (1994).
Victory Through Jesus Sports Ministry v. Lee’s Summit R-7 Sch. Dist., 640 F.3d 329 (8th Cir. 2011), cert. denied, 132 S.Ct. 592 (2011).

POLICY APPROVED: October 16, 2014

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Article 825-AP – Administrative Procedure – Advertising and Distributing Materials in Schools Provided by Non-School Related Entities

Community Relations
Advertising and Distributing Materials in Schools Provided by Non-School Related Entities

Requests from Community, Educational, Charitable, Recreational, or Other Organizations

ActorAction
Community, Educational, Charitable, Recreational, or Other OrganizationsDirect to the Building Principal all requests to advertise events pertinent to students’ interests or involvement.
Specifically describe the material or literature proposed to be displayed, distributed, or included in the school’s website.
Request specific dates for the material to be posted or distributed.
Building PrincipalRefers all materials to the Superintendent or designee for screening to ensure compliance with the District’s policy and procedures. Note: An administrator in the central office enhances coordination and ensures that all buildings in the district are operating uniformly. For districts that wish to leave the screening of materials to building principals, replace: “Superintendent or designee” in the next row with “Building Principal” and delete this row.
Superintendent or designeeScreens all material before distributing or posting it to ensure compliance with the District’s policy and procedures, including that all material and literature be student-oriented and have the sponsoring organization’s name prominently displayed.

Rejects all requests to post or distribute material or literature that would: (a) disrupt the educational process, (b) violate the rights or invade the privacy of others, (c) infringe on a trademark or copyright, or (d) be defamatory, obscene, vulgar, or indecent. Note: Consult the Board Attorney. Allowing one organization to distribute non-religious materials at school, but prohibiting the distribution of religious materials by another, may negate indemnification for school administrators and the district. See Morgan v. Swanson, -- F.3d -- (5th Cir., 2014) (granting -after several years of reversals, remands, and procedural motions- qualified immunity to an elementary school principal who allowed parents to distribute non-religious materials but prohibited another parent from distributing religious materials during an in-class winter party).
Determines the appropriate location for posting the material and/or distributing it, provided that any distribution by staff is done without discussion.
Informs the organization whether its request is accepted or rejected.
Removes all materials that are out-of-date from the building and/or website.
Community, Educational, Charitable, Recreational, or Other OrganizationsHave the material or posters delivered to the school. The school will not make copies.

Provide in electronic format any information that the Building Principal agreed to publish on the school’s website.

Requests from Commercial Companies to Advertise and/or Distribute Material

ActorAction
Commercial CompaniesDirect to the Superintendent all requests to advertise on school grounds or in school publications.
Specifically identify the requested location for advertisements, i.e.: (a) athletic field fence, (b) athletic, theater, or music programs, and/or (c) scoreboards.
Prominently display the company’s name on all advertising.
Provide a copy of the proposed advertisement to the Superintendent.
SuperintendentScreens all proposed ads to ensure that they will not: (a) disrupt the educational process, (b) violate the rights or invade the privacy of others, (c) infringe on a trademark or copyright, or (d) be defamatory, obscene, vulgar, or indecent.
May approve a commercial request related to graduation, class pictures, or class rings.
For all other commercial requests, makes a dispositional recommendation during an open School Board meeting.
After the Board’s decision, takes all appropriate steps.
School Board From time-to-time, by Board resolution, determines minimum fees for advertising space. All fees are subject to negotiation and Board approval. Current minimum fees are:

Athletic field fences $___________
Athletic, theater, or music programs $__________
Scoreboards $__________

POLICY APPROVED: October 16, 2014

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Article 830 – Community Use of School Facilities

Community Relations
Community Use of School Facilities

School facilities are available to community organizations during non-school hours when such use does not: (1) interfere with any school function or affect the safety of students or employees, or (2) affect the property or liability of the School District. The use of school facilities for school purposes has precedence over all other uses. The District reserves the right to cancel previously scheduled use of facilities by community organizations and other groups. The use of school facilities requires the prior approval of the Superintendent or designee and is subject to applicable procedures.

Persons on school premises must abide by the District’s conduct rules at all times.

Student groups, school-related organizations, government agencies, and non-profit organizations are granted the use of school facilities at no costs during regularly staffed hours. Fees and costs shall apply during non-regularly staffed hours and to other organizations granted use of facilities at any time. A fee schedule and other terms of use shall be prepared by the Superintendent and be subject to annual approval by the School Board.

LEGAL REF.: 20 U.S.C. §7905.
10 ILCS 5/19-2.2.
105 ILCS 5/10-20.40, 5/10-22.10, and 5/29-3.5.
Good News Club v. Milford Central School, 121 S.Ct. 2093 (2001).
Lamb’s Chapel v. Center Moriches Union Free School District, 113 S.Ct. 2141 (1993).
Rosenberger v. Rector and Visitors of Univ. of Va., 515 U.S. 819 (1995).

POLICY APPROVED: October 18, 2004
POLICY AMENDED: October 16, 2014

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Article 830-E1 – Exhibit – Application and Procedures for Use of School Facilities

Community Relations
Exhibit – Application and Procedures for Use of School Facilities

This application must be approved before a non-school related group is allowed to use school facilities or vehicles. School organizations, school-sponsored programs, and organizations whose primary purpose is to provide financial assistance to the school are all considered, for the purpose of this application, to be school-related. Use of school facilities for school purposes has precedence over all other uses.

  1. All non-school related groups must supply adequate supervision to ensure proper care and use of school facilities & vehicles.
    • The non-school related group is responsible to the Board for the use and care of the school facility or vehicle. All adult supervisors must have cell phones with them at all times.
    • Sufficient, competent adult supervision must be provided and the adult supervisor must ensure that no minor is left alone after the activity.
    • Only the cafeteria, auditorium, gymnasium, and athletic field, along with needed hallways and parking areas, are available for community use. Entering any room or area not in use by the group is prohibited. The adult supervisor will vacate the facility at the scheduled end time. Use of the school facility is not permitted past the agreed end time.
    • No furniture or equipment may be moved without prior approval from the Building Principal.
    • Signs, displays, or materials may not be attached, nailed, or otherwise affixed to walls.
  2. All non-school related groups must agree to:
    • Indemnify and hold harmless the District and its agents and employees for and from any and all loss including attorneys’ fees, damages, expense, and liability arising out of its use of school property (incl. vehicles).
    • Pay any damages to school facilities, furniture, or equipment arising out of its use of school property or vehicles whether such damage was accidental or deliberate. The cost of damages will be based on the repair or replacement cost, the choice of which is at the School Board’s discretion.
    • Supply proof of insurance naming Prairie Central CUSD #8 as an additional insured and verifying that the group maintains adequate insurance coverage against personal injury and/or property loss:                                                                                                Insurance provider name and contact number
  3. All non-school related groups must agree to use appropriate emergency procedures including calling 9-1-1 for medical emergencies and whenever an AED is used.
  4. Non-school related groups shall adhere to all Board policies and administrative procedures applicable to the use of the District’s facilities and vehicles, including, but not limited to, those regarding the presence of alcoholic beverages, illegal narcotics, weapons, and tobacco.
  5. A school custodian, furnished by the District but paid by the lessee, may be required during all, or a portion of, the rental time. The custodial fee shall be equivalent to the actual cost to the District for such an assignment.
  6. If the lessee prepares food as part of the rental event, a school cook or café worker may be required to supervise the use of facilities at the lessee’s cost. The café cost shall be equivalent to the actual cost to the District for such an assignment.
  7. All non-school related groups are responsible for the following rental fees:
    1. PCUE/PCJH/PCHS Gymnasium – $75.00
    2. PCHS “Small” Gymnasium – $19.00
    3. PCJH/PCHS Cafeteria – $50.00
    4. PCUE/PCJH/PCHS Classroom – $13.00
    5. PCUE Commons – $16.00
    6. Chatsworth/Chenoa/Meadowbrook/Westview Gymnasium – $25.00
    7. Chatsworth/Chenoa/Meadowbrook/Westview Gymnasium and Cafeteria – $50.00
    8. Chatsworth/Chenoa/Meadowbrook/Westview Classroom – $13.00
    9. Vehicle $ 3.00/Mile + Driver
  8. Civic organizations such as the Chamber of Commerce, the Rotary Club, the Lions Club, Boy and Girl Scouts, 4-H Clubs, and the Hospital Auxiliary may use a school building once each year without charge, except for the custodial and café fees, if applicable.
  9. While the Board approves the rental of school property to churches or religious organizations under the same conditions which apply to civic organizations (F), it does not approve the rental to any church on a regular and permanent basis for worship services. This shall not be interpreted as forbidding rental to a church congregation, or its religion classes, displaced due to an emergency – e.g. a fire or storm – and in need of a temporary meeting place, provided such event or events are scheduled outside of school hours.
  10. School District buses or vehicles may be rented when they are not needed for transporting students. A school bus must be driven by a District driver. The District shall charge a fee equivalent to the driver’s pay, and $3.00 per mile. Trips of an extended nature that cannot be completed in one (1) day, shall have the advance approval of the Board of Education.

POLICY RE-ADOPTED: October 18, 2004
POLICY AMENDED:  October 16, 2014

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Article 830-E2 – Exhibit – Equipment Rental Contract

Community Relations
Exhibit – Equipment Rental Contract

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Article 835 – Visitors to and Conduct on School Property

Community Relations
Visitors to and Conduct on School Property