ADMINISTRATIVE REGULATION—R—1: New/Alternative Parent
School Support Association/Organization Procedure
The
Board of Education, District, and local school are neutral in the selection
of a parent school support association/organization. No endorsement is given or should be
implied. Use of District or school logos is not allowed without permission of
the District.
All petition and election procedure
activities associated with this process shall not occur on school property
during school hours (including 30 minutes before or after school hours) or at
school functions, or use District equipment, supplies, or any other District
resources. This applies to the
current and applicant association/organization.
A new/alternative parent school
support association/organization may seek recognition by the Board of
Education according to the procedures outlined below. Please refer to Exhibit—1 illustrating the
timing of the procedure.
1.
Step 1 – Notice of Intent/Application: An
applicant association/organization submits a notice of intent to the Office
of the Superintendent, including proposed by laws and policies of the
association/organization, and 25 individual signatures (electronic signatures
are not allowed) of a parent/legal guardian with a student enrolled at the
local school, as listed in the official registration files, indicating
support of the notice of intent and application.
1.1.
Proposed bylaws
and policies must include, but are not limited to:
1.1.1. A
sustainable governance structure, including officers and school
representatives.
1.1.2. Membership
provisions:
1.1.2.1.
annual opt-in;
1.1.2.2.
employee participation; and
1.1.2.3.
secondary student component.
1.1.3. Nondiscrimination
policies;
1.1.4. Fiscal
accountability practices and procedures requiring an annual review and
independent audit. Verification of an
independent audit report must be submitted to the Board of Education or
designee; and
1.1.5. A
process for membership approval of an annual budget, including dues, if any.
1.2.
The District will
only accept a notice of intent and application prior to November 1 in the
current school year.
1.3.
The notice of
intent and application are reviewed and verified by the Superintendent or
designee. This review may take up to 30 calendar days.
1.4.
The District will
notify the applicant association/organization, the current parent school
support association/organization, and the Board of Education whether the
notice of intent and application is approved and verified.
1.5.
Once approved
and verified, the District will provide the applicant and current
associations/organizations a list of parents/legal guardians with a student
enrolled at the local school (i.e., directory information as allowed under
FERPA).
2.
Step 2 – Petition for Election: Once the
applicant organization receives notice of approval and verification, the
applicant organization is provided 45 calendar days to file a petition for
election. Both organizations may
campaign during the petition period.
2.1.
The petition
for election requires signatures (electronic signatures are not allowed) of at least 25% of the parents/legal
guardians at the local school, as listed in the official registration files, in
support of an election to determine the recognized parent school support association/organization.
2.2.
During the
petition period of 45 calendar days, the applicant association/organization
and current association/organization may not collect petition signatures or campaign
on school property during school hours (including 30 minutes before or after
school hours), or at school functions, or use District equipment, supplies,
or any other District resource to collect petition signatures or campaign.
2.2.1.
The local
school will facilitate distribution of one (1) electronic flyer each from the
applicant organization and the current organization during the petition
period.
2.3.
Once a petition
for election is submitted to the Office of the Superintendent, the
Superintendent or designee is allowed up to 30 calendar days for verification
of the petition for election.
2.3.1.
If the petition
for election is verified by the Superintendent, the Superintendent or
designee will set an election date and provide notice of the election period.
2.3.2.
If the petition
for election is not verified, a subsequent notice of intent and application may
not be submitted for that school for at least (3) three years.
3.
Step 3 – Election: Upon
verification and notice of an approved petition for election, the Superintendent
or designee will designate an election period for 15 calendar days.
3.1.
The applicant
organization and current organization may not actively campaign on school
property during school hours (including 30 minutes before or after school
hours) or at school functions, or use District equipment, supplies, or any
other District resource to campaign.
3.2.
Election Rules
and Procedures:
3.2.1.
The Superintendent
or designee will schedule an election date. Voting will be conducted by
secret ballot.
3.2.2.
The District
Administration will mail out an official ballot with instructions on how to
cast a vote to eligible voters at the address of district record. Parents are responsible to update their
address of record prior to ballots being mailed.
3.2.2.1.
An eligible
voter is a parent/legal guardian as listed in the official registration files
at the local school or an adult employee of the school.
If a parent/legal guardian is also an employee at the local school he/she is
entitled to one vote.
3.2.3.
Only ballots received
or postmarked by the election deadline will be verified and counted.
3.2.4.
The parent
school support association/organization with a majority of the votes cast will
become the recognized parent school support association/organization for the
next school year commencing on July 1.
3.2.5.
The Board of
Education will ratify the election at a Board meeting.
4.
Step 4 – Final Approval:
4.1.
The prevailing
organization has sixty (60) calendar days to provide verification of
the following information:
4.1.1.
proof of
application for tax-exempt status, EIN number, charitable solicitation
agreement from the State of Utah; and
4.1.2.
insurance
coverage meeting individual and group requirements for Utah State Risk Management.
4.2.
Upon
verification of the information in 4.1.1 and 4.1.2, the Board of Education
will recognize the parent school support association/organization beginning
July 1.
4.3.
If the applicant
parent school support association/organization cannot meet the above
requirements, the Board of Education will not provide recognition.
5.
Miscellaneous:
5.1.
If a parent
school support association/organization dissolves prior to July 1 in a
current school year, a former parent school support association/organization
may be recognized at the discretion of the Board.
5.2.
Any situations
or disputes that arise regarding the validity of a document, parent/legal
guardian signature, election procedures, or any other circumstances that
arise from these procedures, the Superintendent or designee will make the
final decision following Board policies and procedures.
5.3.
A request for
the review of a decision made by the Superintendent or designee must be made
within five (5) calendar days.
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