BOZEMAN SCHOOL DISTRICT

R = required

4000 SERIES

COMMUNITY RELATIONS

TABLE OF CONTENTS

4000                                Goals

4110                                Superintendent’s Annual Report

R        4120-4120P                        Public Information Program

        4121                                Staff Communications Responsibility

4210-4210P                        School-Support Organizations, Boosters and Fundraising

4211                                District and School Name, Logo, Imagery and Colors

        4301                                Visitors to Schools

4315                                Visitor and Spectator Conduct

R        4316                                Accommodating Individuals with Disabilities

        4320                                Contact with Students

        4321                                Distribution of Fund Drive Literature through Students

R        4330-4330P                        Community Use of School Facilities

        4331                                Use of School Property for Posting Notices

4332                                Conduct on School Property

4335                                Activities Pass, Retired School Employees

4340-4340P                        Public Access to District Records

4350                                Website Accessibility and Nondiscrimination

4410-4410P                        Relations with Law Enforcement and Child Protective Agencies

4410F                                Child Abuse or Neglect Report Form

4411-4411P                        Interviews and Investigations Conducted by School Officials

4520                                Cooperative Programs with Other Districts and Public Agencies

4530-4530P                        Cooperative Programs with Business and the Business Community

4530F1                                Corporate Sponsorship Proposal

4530F2                                Corporate Sponsorship Agreement

4550-4550P                        Registered Sex or Violent Offenders

Bozeman School District  

COMMUNITY RELATIONS                                                                        

Policy 4000

Goals

The Board, through the leadership of the Superintendent and with the assistance of the total staff, will seek to enhance the District’s community relations by striving to achieve the following goals:

1. To encourage and enhance communications, understanding, trust, and mutual support between the District and the people it serves;

2. To increase both the quality and quantity of public participation in school affairs, activities, and programs;

3. To strengthen and improve relations and interactions among staff, trustees, citizens, parents, and students;

4. To promote understanding and cooperation between the schools and community groups.

Legal Reference:         10.55.701, ARM                Board of Trustees

                        10.55.801, ARM                School Climate

Policy History:

Adopted on:

Revised on:

Bozeman Public Schools                                                        

COMMUNITY RELATIONS

Policy 4110

Superintendent’s Annual Report

As appropriate, following the end of the school year, the superintendent will prepare and present an annual report to the Board and make it available to staff and community.  This report will address the status of the District-approved objectives that were established prior to the beginning of the school year.

Cross Reference:        1610                Annual Goals and Objectives

Legal Reference:                10.55.202(2) A.R.M.        Board of Trustees

Policy History:

Adopted on:                 9/22/1986

Revised on:

Bozeman Public Schools                                                                                R

COMMUNITY RELATIONS                                                                        

Policy 4120

Public Information Program

The district shall strive to maintain effective two-way communication channels with the public.  Such channels shall enable the Board and staff to interpret the schools' needs to the community and provide a means for citizens to express their needs and expectations to the Board and staff.

The superintendent shall establish and maintain a communication process within the school system and between it and the community.  Such a public information program shall provide for news releases at appropriate times, arrange for news media coverage of district programs and events, provide for regular direct communications between individual schools and the citizens they serve, and assist staff in improving their skill and understanding in communicating with the public.

Community opinion may be solicited through parent organizations, parent/teacher conferences, open houses and other such events or activities which may bring staff and citizens together.  Survey instruments and/or questionnaires should be developed in order to gain a broad perspective of community opinion.

The superintendent shall identify staff who have significant public information responsibilities and establish guidelines for their work.  The guidelines shall address such matters as authority for making releases and the nature and content of bulletins to parents.

Information considered public will be provided or available to the press via news releases, interviews or other appropriate methods.  Confidential information which might infringe on the privacy rights of individuals will not be made public.

Legal Reference:        Art. II, Sec. 8, Montana Constitution        Right of participation

                        Art. II, Sec. 9, Montana Constitution        Right to know

Policy History:

Adopted on:                 9/22/1996

Revised on:                 2/22/1993, 11/09/2020

Bozeman Public Schools                                                        

COMMUNITY RELATIONS

Procedure 4120P

Public Information Program

Principals are encouraged to initiate media coverage of their school programs and activities.  The superintendent shall authorize the release of information when the topic being covered involves more than one building.  The following guidelines relate to the public information program:

1. Media representatives shall be supplied factual public information.  The appropriate administrator shall judge whether information is public or confidential.

2. Media representatives should be kept fully informed on all aspects of the program so that any reporting shall be done on the basis of a complete and accurate overview.

3. Any district photograph which might invade an individual's right of privacy should not be released.

4. Media representatives may attend school functions to which the public is invited.

5. During regular school hours, all media representatives must report to the building office for identification and authorization before going to any part of the building or grounds or contacting any individual.

6. Media representatives must have authorization from the building principal to cover activities to which the public is not invited.  The media representative will not be excluded without justification.

Policy History:

Adopted on:                 

Revised on:                 

Bozeman Public Schools                                                                

COMMUNITY RELATIONS

Policy 4121

Staff Communications Responsibility

Staff share the responsibility for communicating and interpreting district policies, programs, goals and objectives to members of the community.  Staff shall perform their services and functions to the best of their ability and deal with members of the community, parents, students and other staff in a sincere, courteous and considerate manner.  Staff shall strive to develop and maintain cooperative school/community relations and to achieve the understanding and mutual respect that are so essential to the success of any organization.

Teachers are urged to seek publicity for activities with which they are associated and, more importantly, for newsworthy classroom projects or work.  Teachers are to clear any articles or announcements they would like made public with their building administrator.

Cross Reference:        3600                Student Records 

                        4340                Public Access to District Records 

                        5231                Personnel Records

Policy History:

Adopted on:                 9/22/1986

Revised on:                 

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4210

School-Support Organizations, Boosters and Fundraising

The Board of Trustees encourages the formation of a parent-teacher-(student, as appropriate) association at each school building for the purpose of providing an opportunity through which parents, teachers and students may unite their efforts and interests to enhance the school program.  In schools where no such organization exists, another parent group can be recognized by the school principal as the official body through which parents, staff and students may unite their efforts for similar purposes.

Booster clubs and/or special interest organizations may be formed to support and strengthen specific activities conducted within the school or district.  All such groups must receive the approval of the school principal, superintendent and the Board in order to be recognized as a booster organization.  Staff participation, cooperation and support are encouraged in such recognized organizations.

Parent or booster organizations are recognized by the Board and permitted to use the District’s name, a District school’s name, or a District school’s team name or any logo attributable to the District, provided they first receive the Board’s approval during a duly constituted Board meeting.  Unauthorized use of the District school’s team name, logo, or imagery is strictly prohibited.  The District reserves the right to seek all available legal remedies for unauthorized use of the District school’s name, logo, or imagery. 

In order for the School District to comply with the federal law, state law and MHSA By-Laws, Rules and Regulations, Board recognition as a parent or booster organization along with consent to use one of the above-mentioned names or logos will be granted if the organization has approved and submitted bylaws containing the following:

1. The organization’s name and purpose. Acceptable purposes may include enhancement of students’ educational experiences, assistance to meet educational needs of students, support of academic clubs, or enrichment of extracurricular activities.

2. The rules and procedures under which it operates.

3. A statement that the membership will adhere to applicable Board policies and administrative procedures when working on District premises or with District officials or programs.

4. A statement that membership is open and unrestricted and the organization will not engage in discrimination based on someone’s innate characteristics or membership in a protected classification.

5. A statement that the District is not, and will not be, responsible for the organization’s business or the conduct of its members.

6. A designation of the organization’s treasurer.  A statement that the organization will maintain finances consistent with General Finance Principles in a manner open to review by any member of the  organization or the school district.

7. A recognition that money given to a school cannot be earmarked for any particular expense.  Booster organizations may make recommendations, but cash or other valuable consideration must be given to the District to use at its discretion. The Board’s legal obligation to comply with Title IX by providing equal athletic opportunity for members of both genders will supersede an organizations recommendation.  

8. A recognition that the School District reserves the right to reject any and all donations.

Permission to use one of the above-mentioned names, logos or imagery may be suspended by the administration and rescinded by the Board for failure to comply with this policy. Authorization to use one of the above-mentioned names, logos, or imagery does not constitute permission to act as the District’s representative. At no time does the District accept responsibility for the actions of any parent or booster organization, regardless of whether it was recognized and/or permitted to use any of the above-mentioned names or logos.[2] The Superintendent shall designate an administrative staff member to serve as the liaison to parent or booster organization. The liaison will serve as a resource person and provide information about school programs, resources, policies, problems, concerns, and emerging issues. Building staff may be encouraged to participate in the organizations.

Individual Boosters or Donors

Individual boosters or donors not covered by the bylaws of an organization governed by this policy may still assist in school operations.  The Board encourages the involvement of local communities in school activities and operations. In order for the School District to comply with the federal law, state law and MHSA By-Laws, Rules and Regulations, individual boosters or donors must honor the following provisions:

1. The individual must have prior approval must be granted by the Board for use of the District’s name, logo, or imagery.

2. The individual must comply with Board policies and administrative procedures when submitting donations.

3. The individual may not violate federal law, state law, District policy or MHSA By-Laws, Rules and Regulations.

4. The individual acknowledges the District is not, and will not be, responsible for the individual booster or donor’s business or their conduct.

5. The individual acknowledges that donations cannot be earmarked for any particular expense.  Individual boosters or donors may make recommendations, but cash or other valuable consideration must be given to the District to use at its discretion in accordance with applicable laws. The Board’s legal obligation to comply with Title IX by providing equal athletic opportunity for members of both genders will supersede any individual’s recommendation.

6. The District reserves the right to reject any and all donations.

Fundraising

All donations completed by recognized organizations are subject to applicable School District policies regarding financial management. Funding endeavors are generally viewed as beneficial when coordinated with district goals, initiatives, and existing plans. The District reserves the right to reject any and all donations.

All funds raised by recognized organizations that are donated to the School District become public funds when placed in a School District account.  All public funds must be monitored in accordance with state law.  Donations must be reviewed to ensure compliance with equity rules, amateur rules and appropriateness under district policy.  Donations may be conditional under state law if conditions are in compliance.

Funds spent by the School District will be done in accordance with District purchase order policy and spending limits regardless of the source of the donation.  All expenditures should be preapproved to ensure equity and auditing standards are met.

Legal Reference:            § 20-6-601, MCA                       Power to accept gifts

                                        § 2-2-102 (2)(3), MCA               Definitions

                                        § 2-2-104, MCA                         Rules of conduct for public officers, legislators, and public

employees

Policy History:

Adopted on:                 9/22/1986

Revised on:                 110/9/2020

Bozeman Public Schools

COMMUNITY RELATIONS        

Procedure 4210P

School-Support Organizations

Persons proposing to establish a school-connected organization shall submit a request to the Superintendent for authorization to operate at the school or on behalf of the District. The request for authorization shall contain:

1. The name and purpose of the organization.

2. The date of application.

3. Bylaws, rules, and procedures under which the organization will operate, including procedures for maintaining the organization’s finances, membership qualifications, if any, and an agreement that the group will not engage in unlawful discrimination.

4. The names, addresses, and phone numbers of all officers.

5. A list of specific objectives.

6. An agreement to grant the District the right to audit the group’s financial records at any time, either by District personnel or a certified public accountant.

7. The name of the bank where the organization’s account will be located and the names of those authorized to withdraw funds.

8. The signature of the Superintendent or designee of the supporting school.

9. Planned use for any money remaining at the end of the year, if the organization is not continued or authorized to continue in the future.

10. An agreement to provide evidence of liability insurance as required by law (Policy 4330 - Community Use of School Facilities).

If the Superintendent or designee proposes to revoke the authorization, he/she shall present his/her recommendation to the Board for approval.

Upon consent of the Superintendent or designee, school-connected organizations may use the school’s name, the school team’s name, or any logo attributable to the school or the District.

School-connected organizations are prohibited from hiring or directly paying District employees. Organizations may make donations to the District to cover the costs of additional employees, but only if such positions are approved in advance by the Board. At their discretion, employees may volunteer to perform activities for school-connected organizations during non-working hours.

Policy History:

Adopted on:                 11/9/2020

Revised on:

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4211

District and School Name, Logo, Imagery and Colors

Use of the District’s name, a District school’s name, or a District school’s team name or mascot or any logo or imagery attributable to the District by any group, individual, business, entity, or organization may occur only after securing the Superintendent or designee’s written approval.  Unauthorized use of the District school’s team name, mascot, logo, or imagery is strictly prohibited.  The District reserves the right to seek all available legal remedies for unauthorized use of the District school’s name, logo, mascot, or imagery. 

Policy History:

Adopted on:                1/10/2022

Revised on:

Bozeman Public Schools                                                                        

COMMUNITY RELATIONS                                                                        

Policy 4301

Visitors to Schools

The District welcomes visits by parents and citizens to all District buildings.  All visitors shall report to the school building office on entering any District building and comply with any other applicable school safety and security policy, procedure or protocol. School visitors shall not interfere with school operations or delivery of educational services to students.  Conferences with teachers should be held outside school hours or during the teacher’s conference or preparation time.

Policy History:

Adopted on:                 9/22/1986

Revised on:                 11/9/2020

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4315

Visitor and Spectator Conduct

Any person, including an adult, who behaves in an unsportsmanlike or inappropriate manner during a visit to the school or a school event may be ejected from the event and/or denied permission to access school buildings or property or school events as determined by the Board of Trustees.  Examples of unsportsmanlike or inappropriate conduct include but are not limited to:

• Using vulgar or obscene language or gestures;
• Possessing or being under the influence of any alcoholic beverage or illegal substance;
• Possessing a weapon or firearm in violation of Policy 4332;
• Fighting or otherwise striking or threatening another person;
• Failing to obey instructions of a security officer or District employee; and
• Engaging in any illegal or disruptive activity;
• Other violations of District Policy.

The Superintendent is authorized to restrict access to school buildings or property for violations of this policy.  Notification of restricted access will be made in writing and delivered by certified mail. Notification will include a description of the behavior triggering the restriction, as well as the specific duration and details related to restricted access.

Cross Reference:        4301                 Visitors to School

Legal Reference:        § 20-1-206, MCA        Disturbance of school – penalty

                        § 20-4-303, MCA        Abuse of teachers

                        § 45-8-101, MCA        Disorderly conduct

                        § 45-8-351, MCA        Restriction on Local Government Regulation of Firearms

                        Article X, section 8         Montana Constitution

Policy History

Adopted on:                 11/19/2020

Revised on:                6/14/2021, 10/24/2022

Bozeman Public Schools                                                                                R

COMMUNITY RELATIONS                                                                        

Policy 4316

Accommodating Individuals With Disabilities

Individuals with disabilities will be provided opportunity to participate in all school-sponsored services, programs, or activities on a basis equal to those without disabilities and will not be subject to illegal discrimination.

The District may provide auxiliary aids and services when necessary to afford individuals with disabilities equal opportunity to participate in or enjoy the benefits of a service, program, or activity.

The Superintendent is designated the Americans with Disabilities Act Title II Coordinator and, in that capacity, is directed to:

1. Oversee District compliance efforts, recommend necessary modifications to the Board, and maintain the District’s final Title II self-evaluation document and keep it available for public inspection for at least three (3) years after its completion date.

2. Institute plans to make information regarding Title II protection available to any interested party.

An individual with a disability should notify the Superintendent or building principal if they have a disability which will require special assistance or services and what services are required.  This notification should occur as far as possible before the school-sponsored function, program, or meeting.

Individuals with disabilities may allege a violation of this policy or of federal law by reporting it to the Superintendent, as the Title II Coordinator, or by filing a grievance under the Uniform Complaint Procedure.

Cross Reference:        1700        Uniform Complaint Procedure

Legal Reference :         Americans with Disabilities Act, 42 U.S.C. §§ 12111, et seq., and 12131, et seq.; 28 C.F.R. Part 35.

Policy History:

Adopted on:                 11/9/2020

Revised on:

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4320

Contact With Students

Students are entrusted to the schools for educational purposes.  Although educational purposes encompass a broad range of experiences, school officials must not assume license to allow unapproved contact with students by persons who are not employed by the district for educational purposes.  Teachers may arrange for guest speakers on appropriate topics relative to the curriculum.  Principals may approve school assemblies on specific educational topics of interest and relevance to the school program.  Other types of contact by non-school personnel will normally not be permitted.  Outside organizations desiring to use the captive audience in a school for information, sales material, or special interest curricula will not be allowed access to the schools.

Unless authorized by the building administrator or otherwise required by District policy or state and federal law, the District will not allow access to the schools by outside individuals, entities, businesses, service providers, or organizations desiring to use the captive audience in a school for information, sales material, special interest purposes or delivery of services to students or groups of students that are unrelated to District operations.

Cross Reference:        2321        Guest Speakers

                        2330        Controversial Issues and Academic Freedom

                        3222        Distribution and Posting of Materials

Policy History

Adopted:                  9/22/1986        

Revised:                 10/09/2017, 11/9/2020

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4321

Distribution of Fund Drive Literature Through Students

It is the policy of this District to refrain from having the students, as student body members, used for collection or dissemination purposes.

Although the schools recognize that much good is derived from such drives, it is the policy of this district to refrain from having the students, as student body members, used for such collection or dissemination purposes.

Exceptions to this policy will be considered when recognized student or school-affiliated organizations of the district request permission to participate in such activity.

The superintendent shall have the authority to grant exceptions to this policy.  The following guidelines shall be followed to assist in the decision-making process:

1. The objectives of the contest, campaign, or promotion shall be consistent with the district's goals and policies.

2. The proposed activity shall have educational value to the participants and be free of objectionable advancement of the name, product or special interest of the sponsoring group.

3. Participation by a student would not interfere with his/her program of curricular or co-curricular activities.

Policy History:

Adopted on:                 9/22/1986

Revised on:

Bozeman School District                                R

COMMUNITY RELATIONS                        

Policy 4330

Community Use of School Facilities

School facilities are available to the community for educational, civic, cultural, and other uses consistent with the public interest, when such use will not interfere with the school program or school-sponsored activities.  Use of school facilities for school purposes has precedence over all other uses.  Persons on school premises must abide by District conduct rules at all times.

School curricular uses, officially recognized student clubs, and school-sanctioned activities shall have priority access to school facilities and be granted the use of them at no cost.  Other organizations granted the use of school facilities shall pay fees and costs.  The Superintendent will develop procedures to manage community use of school facilities, including rental rates, supervisory requirements, restrictions, security, etc.  When setting the rental rates the Superintendent shall consider capital costs, utility costs, maintenance costs, custodial costs, indirect overhead costs, and/or rental charges assessed for similar properties in the area so as to create a funding model for external facility use that is self-sustaining and provides funding to overlapping District operations as appropriate. Use of school facilities requires the Superintendent or designee’s approval and is subject to the established procedures.

Administration will approve and schedule various uses of school facilities.  A master calendar will be kept for scheduling dates.  Should a conflict arise, the District reserves the right to cancel an approved request when it is determined that the facilities are needed for school purposes.  Requests for use of school facilities must be submitted to the office at least 14 business days in advance of the event.

Authorization for use of school facilities shall not be considered as endorsement of or approval of the activity group or organization nor for the purposes it represents. All uses will be by written contract.

Cross Reference:        Online Facility Management and Event Scheduling Platform

Legal Reference:        § 20-7-805, MCA        Recreational use of school facilities secondary

Lamb’s Chapel v. Center Moriches Union Free School Dist., 113 S.Ct. 2141

Policy History:

Adopted on:                 11/10/1986

Revised on:                 8/13/2001, 12/08/2003, 12/08/2008, 11/09/2020, 5/22/2022, 1/12/2024

Bozeman School District  

COMMUNITY RELATIONS        

Procedure 4330P

The Bozeman School District buildings and grounds are publicly owned facilities.  As such, the District welcomes and encourages public use of these facilities.  At the same time, the District also has the responsibility to preserve and maintain the public’s assets for school use and ensure that non-school district facility uses do not create an additional burden for taxpayers or deflect funds away from the District’s core purpose.  As such, the District intends for external facility uses to be self-sustaining and provide funding to overlapping District operations as appropriate.

Rules and Regulations for Building Use

1. Applications requesting use of the school facility must be submitted and approved via the District’s electronic facility use platform at least (14) business days in advance of the proposed use.

2. General public use requests must be shown to be legally and culturally acceptable, and open to all regardless of race, color, national origin, ancestry, sex, ethnicity, language barrier, religious belief, physical or mental handicap or disability, economic or social condition, actual or potential marital or parental status, gender, or sexual orientation.  The priority for the use of District facilities is as follows and is in priority order:

1. School District Activities
2. Nonprofit Youth Activities
3. Other Nonprofit and Profit Activities

3. The District disclaims any affiliation with all external renters.

4. School premises, with the exception of high school gymnasiums, shall not be available before 5:00 p.m. or after 10:00 p.m. on school days unless specifically authorized by the Superintendent.  High School gymnasiums shall not be available before 7:00 p.m. or after 10:00 p.m. on school days unless specifically authorized by the Superintendent.

5. Rental fees will be charged if a room is reserved by a group and until it is available for other uses.  Rates are as follows:

1. School curricular uses, officially recognized student clubs, and school-sanctioned activities shall be granted the use of school facilities at no cost.  In this procedure, the term ‘school-sanctioned activities’ includes only:

1. In-season and out-of-season team activities allowed by MHSA handbook rules, and
2. Fundraisers where 100% of the proceeds come directly to a District-owned account.

Student clubs may not be formed to avoid or circumvent rental charges that would otherwise be assessed under this policy and procedure.  For example, student clubs that establish sports or teams not already sponsored by the District may exist and be approved; however, those clubs will be charged as external users in accordance with section (5)(d) below.

2. Community Partner Organization (as defined in 4530P) will only be charged for the cost of staff time (custodial and/or auditorium crew) associated with the use when the use is directly related to their partnership activities.  These charges will be determined using actual hours and assessed at the rates shown in the table below.  Community Partner Organizations will be charged the full rental rates for any activities that are outside the direct scope of the partnership activities with the District.
3. Other Montana Public School Districts shall be allowed to use District facilities on a space-available basis and will be charged fees as the Superintendent or designee deems appropriate.
4. All other external users will be assessed as follows:

6. The District will determine if custodial duties are required associated with the user group renting the facility and will charge the user group according to the chart above.  The District will require custodial oversight for all users expecting 50+ participants and/or spectators.

7. District-owned facilities not listed in the table above will be rented on a case-by-case basis, with rental rates determined for the specific use by the District Director of Facilities.

8. The use of the school premises will be denied when, in the opinion of the Superintendent, there is a probability of damage or injury to school property, or the activity is deemed to be improper to hold in school buildings.

9. The renter shall be responsible for the entire cost to correct any and all damages that occur to buildings or grounds as a result of their rentals, whether caused by attendees or participants, as determined by the District Director of Facilities.

10. Individual employees of the District may not use school facilities for non-district activities or activities which allow for personal profit (i.e. private tutoring, private lessons, camps, etc.) without completing the online facility use agreement forms, receiving approval, paying appropriate fees and providing insurance as required.

11. Unless specifically exempted in writing, the District requires external users to provide a certificate of insurance naming the District as an Additional Insured, certificate holder, and releasing the District from any liability associated with the facility use that is not the result of District negligence.  User groups will be required to provide liability coverage in amounts up to $1,000,000.

12. No furniture or apparatus shall be moved or displaced without permission.

13. Availability of district facilities during the summer may be limited so schools can be cleaned and repaired.

14. School kitchens are operated under a separate food license maintained by the District and therefore not available for rent unless specifically authorized by the Superintendent.  Concession stands may be rented; however, renters must operate under their own licenses (if necessary), comply with all local and state public health laws and regulations regarding food safety and sanitation, and provide their own food and supplies.  Concession stand users are expected to clean equipment and surfaces in the concession stands following their use.

15. School shops (woods, metals, auto, etc.) are not available for rent.

16. The use of stage and auditorium equipment is a technical operation, and any persons operating this equipment must be approved by the Facilities Director.

17. No access to other rooms in the building shall be permitted unless designated by agreement.

18. There shall be no narcotics, drugs (including tobacco or nicotine products), stimulants, or alcohol used or sold in or about school buildings and premises, nor shall profane language, quarreling, fighting, or illegal gambling be permitted.  No animals shall be permitted.  Violations of this rule by any organization during occupancy shall be sufficient cause for denying further use of school premises to the organization.

19. The renter must provide sufficient adult supervision at all times.  Supervisors should maintain a safe environment, crowd control, ticket sales, ushers, security or personal property, and enforcement of the facility rules and regulations, and state and local ordinances.  At all times, orderly conduct shall be required by the renter, participants, performers, and the audience.  Violations of this rule by any organization during occupancy shall be sufficient cause for denying further use of school premises to the organization.

20. Wax, or other preparations ordinarily used on dance floors, is not to be used on gymnasium floors.
21. When the school official finds it necessary that police or other security personnel be retained for crowd control, such a requirement may be added as a condition of the Facilities Use Agreement.

22. External gym users may only be scheduled at their age-appropriate gyms; however, large tournaments and sports camps may be scheduled at other approved gyms at the District’s discretion.  Adults-only groups are limited to the Willson and high school gyms.  The Willson gym is open to all ages, including adults.  

23. The District will maintain a facility use calendar indicating times our facilities are available for external use.  For purposes of renting the Willson Auditorium the Bozeman Symphony, Montana Ballet Company, and Intermountain Opera organizations will be given early access to prioritized scheduling of the Willson Auditorium only. The District will not restrict other fine arts organizations locally or nationally from renting the Willson Auditorium.

24. If an individual, group, or organization is unable to use a facility they have reserved they must notify the District immediately. Failure to notify may result in charges being assessed and denied future access to District facilities.  Charges will be assessed unless a 5-day cancellation notice is received.

25. External users accept and assume the risks, consequences, and costs that accompany the use of the District’s facilities.  Users are expected to leave all District facilities in the condition they found them, with the exception of normal cleaning not listed below.  Unless a custodian has been assigned to the use under item (7) above or the District has agreed in writing in advance to alternate protocols, external users at the conclusion of their use are expected to:

5. Close and lock all doors and windows,
6. Pick up trash in all areas used and haul trash bags to dumpsters,
7. Dust mop floors in the area(s) used, and
8. Notify District staff of any issues or abnormalities noted.

Failure to comply with these requirements shall be sufficient cause for denying the organization from further use of school premises.

Cross Reference:        3550                Student Clubs

                        4530P                Cooperative Programs with Business and the Business Community

Policy History:

Adopted on:

Revised on:                6/07/2023, 10/9/2023, 2/26/2024, 6/12/2025

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4331

Use of School Property for Posting Notices

Non-school-related organizations or individuals that are not student curricular clubs or student non-curricular groups may request permission of the building principal to display posters in the area reserved for community posters or to have flyers distributed to students. The building principal shall only authorize distribution or posting of information that is determined to have direct benefit or relationship to students enrolled in the school and meets the standards of this policy.

Posters and/or flyers must be student oriented and have the sponsoring organization’s name prominently displayed.  The District will not permit the posting or distribution of any material that would:

1. Disrupt the educational process;
2. Violate the rights of others;
3. Invade the privacy of others;
4. Infringe on a copyright;
5. Violate District policy, procedure, or administrative directive;
6. Be obscene, vulgar, or indecent; or
7. Promote violence, discriminatory conduct, the use of drugs, alcohol, tobacco, or certain products that create community concerns.

No commercial publication shall be posted or distributed unless the purpose is to further a school activity, such as graduation, class pictures, or class rings.

If permission is granted to distribute materials, the organization must arrange to have copies delivered to the school.  Distribution of the materials will be arranged by administration. Under no circumstances shall individuals not employed by the District be given access to the building for the purposes of posting notices or distributing information.

All student materials must be reviewed and approved by the Superintendent or designee in accordance with Policy 3222.

Cross References:         3222        Distribution and Posting of Materials

Policy History:

Adopted on:                 11/09/2020

Revised on:

Bozeman Public Schools 

COMMUNITY RELATIONS        

Policy 4332

Conduct on School Property 

District students are prohibited from possessing firearms and other weapons in accordance with District Policy 3311. District employees are prohibited from possessing firearms and other weapons in accordance with District Policy 5223.  In addition to prohibitions stated in other District policies, visitors to the school not covered by Policies 3311 and 5223 shall not:

1. Injure or threaten to injure another person;

2. Damage another’s property or that of the District;

3. Violate any provision of the criminal law of the state of Montana or town or county ordinance;

4. Smoke or otherwise use tobacco or nicotine products, and alternative nicotine and vapor products as defined in 16-11-302, MCA, or other similar products;   

5. Consume, possess, or distribute alcoholic beverages, illegal drugs, or possess weapons (as defined in Policy 3310/3311) at any time;

6. Impede, delay, or otherwise interfere with the orderly conduct of the District’s educational program or any other activity occurring on school property;

7. Possess a non-firearm weapon as defined in this policy;

8. Enter upon any portion of school premises at any time for purposes other than those which are lawful and authorized by the Board; or

9. Violate other District rules and regulations.

For the purposes of this policy, “school property” means within school buildings, in vehicles used for school purposes, or on owned or leased school land or grounds.  District administrators are authorized to appropriate action, as circumstances warrant, to enforce this section of the policy including but not limited to requesting the assistance of law enforcement in accordance with Montana law.

Firearms and Weapons 

A person who is not an enrolled student or District employee shall not possess any firearm or other non-firearm weapon in a school building at any time.

For the purposes of this policy, the term “firearm” means (A) any weapon which will or is designed to or may readily be converted to expel a projectile by the action of an explosive; (B) the frame or receiver of any such weapon; (C) any firearm muffler or firearm silencer; or (D) any destructive device pursuant to 18 U.S.C. 921 (4).  Such term does not include an antique firearm pursuant to 18 U.S.C. 921 (16).

For purposes of this policy, “non-firearm weapon” means any object, device, or instrument designed as a weapon or through its use is capable of intimidating, threatening or producing bodily harm or which may be used to inflict injury, including but not limited to air guns; pellet guns; BB guns; fake or facsimile weapons; all knives; blades; clubs; metal knuckles; nunchucks; throwing stars; explosives; fireworks; mace or other propellants; stun guns; ammunition; poisons; chains; arrows; and objects that have been modified to serve as a weapon.

District administrators are authorized to appropriate action, as circumstances warrant, to enforce this section of the policy including but not limited to requesting the assistance of law enforcement in accordance with Montana law.

This section does not apply to a law enforcement officer acting in the officer’s official capacity or an individual previously authorized by the Board of Trustees to possess a firearm or weapon in a school building.

The Board of Trustees shall annually review this policy and update this policy as determined necessary by the trustees based on changing circumstances pertaining to school safety.

Definitions

For the purposes of this policy, “School building” means a combination of any materials, whether mobile, portable, or fixed, to form a structure and the related facilities for the use or occupancy by persons or property owned or leased by a local school district that are used for instruction or for student activities as specified in Section 50-60-101(2), MCA and Section 45-8-361, MCA. The term is construed as though followed by the words "or part or parts of a building" and is considered to include all stadiums, bleachers, and other similar outdoor facilities, whether temporary or permanently fixed.   

Cross Reference:        3310        Student Discipline  

                        3311        Firearms and Weapons 

Legal Reference:        Pro-Children Act of 1994, 20 U.S.C. § 6081 Smoke Free School Act of 1994

                        16-11-302, MCA                Definitions

                        § 20-1-220, MCA        Use of tobacco product in public school building or on public                                                         school property prohibited

                        § 20-1-206, MCA              Disturbance of School

                        § 20-5-410, MCA        Civil penalty

                        § 45-6-201, MCA              Definition of enter or remain unlawfully

                                        § 45-8-101, MCA              Disorderly conduct

                                        § 45-8-102, MCA              Failure of disorderly persons to disperse

                        § 45-8-351, MCA        Restriction on Local Government Regulation of Firearms Article X,

                                                section 8 Montana Constitution

§ 45-8-361, MCA              Possession or allowing possession of weapon in school building --

exceptions -- penalties -- seizure and forfeiture or return authorized -- definitions.

                                    Article X, section 8           Montana Constitution

                        Initiative 190 – “Montana Marijuana Regulation and Taxation Act.” January 1, 2021

Policy History: 

Adopted on:                3/22/2010

Revised on:                 9/09/2013, 11/11/2013, 8/10/2015, 6/14/2021

Bozeman Public Schools                                        

COMMUNITY RELATIONS                                                                

Policy 4335

Activities Pass, Retired School Employees

Upon request, an annual pass entitling the bearer to free admission to all school events and activities will be provided to all retired school employees and their spouses.  Spouses of deceased employees may also receive the complimentary pass.  Retired trustees and their spouses will be given the same consideration.  These passes shall be available at the District Activities Office.

Policy History

Adopted:                  9/22/1986                

Revised:                 11/13/1995, 4/24/2019, 11/9/2020

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4340

Public Access to District Records

All District records, except those restricted by state and federal law, shall be available to citizens for inspection at the Clerk’s office.

Any individual may request public information from the district. The district shall make the means of requesting public information accessible to all persons.

Upon receiving a request for public information, the district shall respond in a timely manner to the requesting person by:

1. Making the public information available for inspection and copying by the requesting person; or
    
2. Providing the requesting person with an estimate of the time it will take to fulfill the request if the public information cannot be readily identified and gathered and any fees that maybe charged.

The District may charge a fee for fulfilling a public information request as follows:

1. Fees for making public information maintained by the District available for inspection and copying by the requesting person at the District business office:
   
   If the District incurs a cost, the District may only charge for it once pursuant to the following factors, which may include but are not limited to:

1. fees not exceeding $25 an hour for searching for, gathering, reviewing, processing, and providing information in the most cost-efficient and timely manner possible;
2. the actual cost to fulfill the request,

3. subject to the $25 per hour limit provided in (a), the cost of providing the public information to the requester, including but not limited to copying and media costs;

4. a convenience fee as provided in 2-17-1102, if applicable; and

5. other reasonable costs directly incurred by the District.

2. Fees for fulfilling a request for a single, specific, clearly identifiable, and readily available public record:

If the District incurs a cost, the District pursuant to the following factors, which may include but are not limited to:

1. fees not exceeding $25 an hour for gathering, reviewing, processing, and providing information in the most cost-efficient and timely manner possible;

2. the actual cost to fulfill the request, subject to the $25 per hour limit provided in (a);

3. the cost of providing the public information to the requester, including but not limited to scanning, copying, media, postage, and shipping costs;

4. a convenience fee as provided in 2-17-1102, if applicable; and

5. other reasonable costs directly incurred by the District
   

3. Fees for fulfilling a request for public information that is not a request for a single, specific, clearly identifiable, and readily available public record:
   
   If the District incurs a cost, the District may only charge for it once pursuant to the following factors.  After the first hour of service, which is free after the filing fee discussed below is paid, the factors may include but are not limited to:

1. a filing fee not to exceed $5;

2. fees not exceeding $25 an hour for searching for, gathering, reviewing, processing, and providing information in the most cost-efficient and timely manner possible;

3. the actual cost to fulfill the request, subject to the $25 per hour limit provided in (b)

4. the cost of providing the public information to the requester, including but not limited to scanning, copying, media, postage, and shipping costs;

5. a convenience fee as provided in 2-17-1102, if applicable; and

6. other reasonable costs directly incurred by the District.

The district is not required to alter or customize public information to provide it in a form specified to meet the needs of the requesting person. If the district agrees to a request to customize a records request response, the cost of the customization may be included in the fees charged by the district.

In accordance with § 20-9-213(1), MCA, the record of the accounting of school funds shall be open to public inspection at any meeting of the trustees. A fee may be charged for any copies requested. Copies will be available within a reasonable amount of time following a request.

A written copy of Board minutes shall be available to the general public within five (5) working days following approval of the minutes by the Board. If requested, one (1) free copy of minutes shall be provided to local media within five (5) working days following approval by the Board.

Legal Reference:        2-6-1003                Access to Public Information

2-6-1006                Public Information requests - fees

20-3-323                District Policy and record of acts

20-9-213                Duties of trustees

Cross References        5450 & 5450P                Employee use of Electronic Mail, Internet, Networks, and District

Equipment                                 

7326                        Documentation and Approval of Claims

7500                        Property Records

8430                        Records Management        

Policy History:

Adopted on:                 9/22/1986

Revised on:                 6/10/1997, 9/24/2001, 11/9/2020, 3/09/2026 

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Procedure 4340P

Public Access to District Records 

The following procedures shall be used to carry out the district’s policy regarding public access to district records:

Public Records Custodian: 

At each facility and department where district records are kept, the administrator shall serve as public records custodian who shall be responsible for the maintenance of district records in accordance with district policy.  The custodian shall permit access to, and copying of, district records by the public with authorization from the superintendent who is the public records coordinator.

Display of Descriptions, Policies and Procedures: 

The coordinator shall make the following available at the district’s central office:

1. District policies and procedures.
2. Descriptions or statements summarizing how the district operates.
3. How, where and from which employees the public can obtain information and copies of public records.

Requests for Inspections and Copying: 

Upon written request, the public records custodian shall make available to any person for inspection and copying any record or records not exempted by district policy.

A written request for inspection and/or copying of records shall include:

1. Name, address, and signature of the party requesting disclosure and the date of request.
2. Specification of the records or types of records requested.
3. A statement of the intended use if lists of individuals are included among the requested documents.

Written requests for inspection and/or copying of records shall be made to the coordinator at the district’s central office or to the custodian at the place where the requested records are kept.

Written requests shall be made and records shall be available for inspection and copying during the customary business hours of the district’s central office and/or the site where the requested records are kept.

With respect to those records which the coordinator has designated in writing as “open to inspection,” the custodian at the site where the record is kept shall have authority to grant a request for inspection and copying.  With respect to all other records, a request for inspection and copying shall be granted only after review and approval of the request by the coordinator.

A response to each written request for inspection and copying of district records shall be provided as soon as is reasonably practicable.  

Staff shall provide full assistance to members of the public making inquiries or requests related to district records.  Staff shall locate and produce for inspection requested records which are not exempt from disclosure and which have been sufficiently identified in a request for inspection.

The coordinator and custodian shall have authority to impose reasonable conditions on the manner of inspection of records so as to minimize the risks of damage or disorganization of the records and to prevent excessive interference with other essential operations of the district.

Fees and Charges: 

The following fees and charges shall apply for the search, inspection and copying of non-student records (student records are covered in Policies 2161 and 3600 and Procedures 2161P and #3600P):

1. A member of the trustees will not be charged for any search, inspection or copying relative to matters of the trustees’ official duties.

2. For each copy of the minutes of Board of Trustees meetings or District Policies and Procedures or copies not requiring retrieval and copying by district staff, 15 cents per page.

3. For each copy of any law, record or other document or paper on file within the District that requires retrieval and copying by district staff, 40 cents per page.

4. In addition to the fees in 2 and 3 above, if the cumulative requests of an individual take longer than one-half hour to compile, an hourly fee for each hour or fraction of an hour may also be charged.  The hourly fee shall be equal to the hourly rate for the current fiscal year for an employee Grade F, Step 5 plus 25% for benefits (2016/17 - $14.49 + 25% = $18.11/hour, 2017-18 - $15.31 + 25% - $19.14/hour).

Cross Reference:        3600        Student Records

Policy History:

Adopted on:                 9/22/1986

Revised on:                 6/10/1997, 9/11/2002, 9/2010, 9/2012, 9/2017

Bozeman Public Schools

COMMUNITY RELATIONS        

Policy 4350

Website Accessibility and Nondiscrimination

The District is committed to ensuring that people with disabilities have an opportunity equal to that of their nondisabled peers to participate in the District’s programs, benefits, and services, including those delivered through electronic and information technology, except where doing so would impose an undue burden or create a fundamental alteration.  

Benchmarks for Measuring Accessibility

In order to assure that people with disabilities have an opportunity equal to that of their nondisabled peers to access information delivered through electronic and information technology, all pages on the District’s website will conform to the W3C Web Accessibility Initiative’s (WAI) Web Content Accessibility Guidelines (WCAG) 2.0 Level AA and the Web Accessibility Initiative Accessible Rich Internet Applications Suite (WAI-ARIA) 1.0 techniques for web content, or updated equivalents of these guidelines, except where doing so would impose an undue burden or create a fundamental alteration.  

      Website Accessibility

With regard to the District’s website and any official District web presence which is developed by, maintained by or offered through third party vendors and open sources, the District is committed to compliance with the provisions of the Americans with Disabilities Act (ADA), Section 504 and Title II so that students, parents and members of the public with disabilities are able to independently acquire the same information, engage in the same interactions, and enjoy the same benefits and services within the same timeframe as those without disabilities, which substantially equivalent ease of use; and that they are not excluded from participation in, denied benefits or, or otherwise subjected to discrimination in any District programs, services, and activities delivered online.

All existing web content produced by the District, and new, updated, and existing web content provided by third party developers, will conform to the WCAG 2.0 Level AA and the WAI-ARIA 1 .0 techniques for web content or updated equivalents.  This policy applies to all new, updated, and existing web pages, as well as all web content produced or updated by the District or provided by third-party developers.

      Website Accessibility Concerns, Complaints, and Grievances

The following statement will appear on the District’s website homepage and all subsidiary pages:

The District is committed to ensuring accessibility of its website for students, parents, and members of the community with disabilities. All pages on the District's website will conform to the W3C WAI's Web Content Accessibility Guidelines (WCAG) 2.0, Level AA conformance, or updated equivalents.

Under District developed administrative procedures, students, parents, and members of the public may present a complaint regarding a violation of the Americans with Disabilities Act (ADA), Section 504 related to the accessibility of any official District web presence which is developed by, maintained by, or offered through the District or third-party vendors and open sources.

A student, parent, or member of the public who wishes to submit a complaint or grievance regarding a violation of the ADA, Section 504 or Title II related to the accessibility of any official District web presence that is developed by, maintained by, or offered through the District, third party vendors and/or open sources may complain directly to a school administrator.  The initial complaint or grievance should be made using the District’s Uniform Grievance Form, upon request at the District office, however, a verbal complaint or grievance may be made.  When a school administrator receives the information, they shall immediately inform the District’s [IT Department or website compliance coordinator].  The Complainant need not wait for the investigation of any grievance or complaint in order to receive the information requested.  

Whether or not a formal complaint or grievance is made, once the District has been notified of inaccessible content, effective communication shall be provided as soon as possible to the reporting party to provide access to the information.

      Testing and Accountability

The District will ensure website accessibility training to all appropriate personnel, including employees who are responsible for developing, loading, maintaining, or auditing web content functionality.  The [designated responsible personnel or third party] will be responsible for reviewing and evaluating new material that is published by [school staff or IT Department] and uploaded to the website for accessibility on a periodic basis.  The [designated responsible personnel or third party] will be responsible for reviewing all areas of the District’s website and evaluating its accessibility on a periodic basis, and at least once per quarter.  Any non-conforming webpages will be corrected in a timely manner.

This policy shall be available to the public via a link entitled “Accessibility,” which shall be located on the District’s homepage.

Cross Reference:                   1700        Uniform Complaint Procedure                

Legal Reference:                Title II of the Americans with Disabilities Act of 1990 Section 504 of the                                                 Rehabilitation Act

Policy History:

Adopted on:

Revised on:

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4410

Relations with Law Enforcement and Child Protective Agencies

The staff is primarily responsible for maintaining proper order and conduct in the schools. Staff shall be responsible for holding students accountable for infractions of school rules, which may include minor violations of the law, occurring during school hours or at school activities. When there is substantial threat to the health and safety of students or others, such as in the case of bomb threats, mass demonstrations with threat of violence, individual threats of substantial bodily harm, trafficking in prohibited drugs, or the scheduling of events where large crowds may be difficult to handle, the law enforcement agency shall be called upon for assistance. Information regarding major violations of the law shall be communicated to the appropriate law enforcement agency.

The district will strive to develop and maintain cooperative working relationships with the law enforcement agencies.  Procedures for cooperation between law enforcement, child protective and school authorities will be established.  Such procedures will be made available to affected staff and will be periodically revised.

County or Regional Interdisciplinary Child Information and School Safety Team

The District will participate in the Gallatin County interdisciplinary child information and school safety team established by the county commissioners in accordance with Section 52-2-211, MCA. This team consists of representatives by the youth court, the county attorney, the department of public health and human services, the county superintendent of schools, the sheriff, the chief of any police force, the board of trustees and superintendents of public school districts in the County, and the department of corrections.

The purpose of the team is “to facilitate the exchange and sharing of information that one or more team members may be able to use in serving a child in the course of their professions and occupations, including but not limited to abused or neglected children, delinquent youth, and youth in need of intervention, and of information relating to issues of school safety.”

The team shall adopt a written agreement for the rules under which the team will operate, the method by which information will be shared, distributed, and managed, and any other matters necessary to the purpose and functions of the team. Any agreement created may not limit access of any team member to information and any delay in or failure to finalize an agreement may not be used by any member of the team to impede the timely exchange and sharing of information under this Policy.

The Board and Superintendent are authorized to participate in the formation of and request information from the interdisciplinary child information and school safety team regarding students in the School District. The Board and Superintendent shall utilize this authority on a regular basis to ensure the safety and security of the District.

Legal Reference:        § 20-1-206 M.C.A.        Disturbance of School--Penalty

§ 52-2-211, M.C.A.         County Interdisciplinary Child Information and School Safety Team

Chapter 348 (2023)        School Safety Teams

Policy History

Adopted:                  9/22/1986        

Revised:                4/22/1996, 4/22/2019, 7/24/2023

Bozeman Public Schools                                                        

Procedure 4410P

COMMUNITY RELATIONS

Relations with Law Enforcement and Child Protective Agencies

1. All law enforcement officers except those regularly assigned to the school shall contact the principal or other school administrators upon entering the building.

Coordination of Policies by Enforcement Officials

1. School administrators shall meet at least annually with the local law enforcement officials to discuss the School District’s policy and rules regarding law enforcement contacts with the School District.  Law enforcement officials will be asked to instruct their staff as to the terms of the school’s policy and rules.

Relations with Child Protective Agencies

1. Social services workers shall contact the principal upon entering a school building.

2. A social worker may request and be granted such information as address, telephone number, parents’ names, date of birth and attendance information.  Information contained in the student’s cumulative folder and any supplementary records shall be available for inspection on evidence that a student is a ward of the state or with a court order stating that the student is the subject of an investigation involving child abuse or neglect.

3. While the District encourages interviews of a student to take place off school premises, the principal shall permit a social worker to conduct any questioning when child abuse or neglect is involved.  The principal and school staff shall cooperate fully during such investigations.  Interviews shall be conducted in the presence of a professional staff member unless specifically requested otherwise by the social worker.

4. A social worker is required to have a warrant in order for the school to release custody of a student unless the custody by the social worker is deemed necessary for the emergency protection of the child (M.C.A. 41-3-301).  In the event a student is taken into custody, the school shall inform the social worker of his/her obligation to notify the parent or guardian.

Recommended DPHHS Visit Protocol

When a representative from the Department of Public Health and Human Services (DPHHS) visits the school to speak with an individual student, please follow these guidelines:

1. Confirm the identity of the DPHHS worker by checking official ID.

2. Contact a building administrator, principal or designee.

3. Inform the School Resource Officer.

4. Call for student to come to office.  All interviews should be conducted in the office area.

5. Student should be provided an opportunity for a staff member to sit in on interview, depending on age and circumstances of the investigation.

6. When appropriate, administrator or designee may choose to provide necessary background on student which may help facilitate the interview.

7. When interview is concluded, staff member should check with student to provide opportunity to debrief prior to returning to class.

8. Administrator or SRO should debrief with DPHHS representative as needed.

Policy History:

Adopted on:

Revised on:                4/221996, 7/162007, 1/24/2014

Form 4410F

Bozeman Public Schools

Child Abuse or Neglect

Report Form

Confidential Documentation

Report of Suspected Child Abuse or Neglect

Report made to Child and Family Services Division of the Montana Dept. of Public Health and Human Services

(Statewide Reporting System Phone Number: 1-866-820-5437)

Date: ___________________ Time: _____________ Name of Intake Specialist: ___________________________

Person Making Report:

_____________________________    ________________    ________________           ___________________

Name                                        Title                        Phone Number                 School                        

Minor Information:

_____________________________    __________            ________________________   ____________________

Name                                        DOB                          Address                        Phone Number

Attendance Pattern:

Father Information:                

_____________________________    _______________________________________    ___________________

Name                                        Address                                        Phone Number

Mother Information:

_____________________________    _______________________________________    ___________________

Name                                        Address                                        Phone Number

Guardian/Step-Parent Information:

_____________________________    _______________________________________    ___________________

Name                                        Address                                        Phone Number

Nature and extent of the child’s injuries, including any evidence of previous injuries, and any other information which may be helpful in showing abuse or neglect, including all acts which lead you to believe the child has been abused or neglected:

Any suspicion of injury/neglect to other family members:

Previous action taken, if any:

Other important information:

How is DPHHD rating this report:         Information Only      Investigation      Other

*The person making the report should keep this CONFIDENTIAL.  This document should not become part of student record or cumulative file.

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4411

Interviews and Investigations Conducted by School Officials

The administration/designee has the authority and duty to conduct investigations and to question students pertaining to infractions of school rules, whether or not the alleged conduct is a violation of criminal law.  The administration/designee shall determine when the necessity exists that law enforcement officers be asked to conduct an investigation of alleged criminal behavior which jeopardizes the safety of other people or school property or which interferes with the operation of the schools.

In instances when the administration/designee has reasonable suspicion that a violation of district policy or the student code of conduct has been violated, the administrator will investigate.  The administrator/designee will notify the suspected rule violator(s) or potential witness(es) to the infraction.  The suspected student shall be advised orally or in writing of the nature of the alleged offense and of the evidence against the student.  Circumstances may arise where it would be advisable to have another adult present during questioning of students.

School Resource Officer

The Bozeman School District #7 contracts with the Bozeman Police Department to provide School Resource Officers (SROs) to maintain a safe and secure environment conducive to learning.  Whenever possible all interactions between students and law enforcement at schools with SROs assigned shall be coordinated through the SROs as specified within the duties of the contract.

Duties:

1. Abide by school board policies and shall consult with and coordinate activities through the school principal but shall remain fully responsive to the chain of command of the law enforcement agency in all matters relating to employment and supervision.

2. Develop expertise in presenting various subjects; particularly in meeting federal and state mandates in drug abuse prevention education and shall provide these presentations at the request of school personnel in accordance with the established curriculum.

3. Encourage individual and small group discussions about law enforcement related matters with students, faculty and parents.

4. Attend meetings of parent and faculty groups to solicit their support and understanding of the School Resource Officer Program and to promote awareness of law enforcement functions.

5. Be familiar with all community agencies that offer assistance to youths and their families such as mental health clinics, drug treatment centers, etc.

6. Confer with the administration/designee to develop plans and strategies to prevent and/or minimize dangerous situations on or near the campus or involving students at school related activities.

7. Coordinate with the administration/designee when conducting an investigation into alleged violations of District policy that also could be a violation of the criminal code during school hours, on school property or students travelling to or from school.  
8. Advise the administration/designee before requesting additional enforcement assistance on campus and undertake all additional responsibilities at the administration’s direction.

9. In order to assure the peaceful operation of school-related programs, SROs will, whenever possible, participate in or attend school functions.

10. Reaffirm their roles as law enforcement officers by wearing their designated uniforms, unless doing so would be inappropriate for scheduled school activities.  The uniform will also be worn at events where it will enhance the image of officers and their ability to perform their duties.

11. Coordinate with the administration/designee and be responsible for law enforcement and security activity at extra-curricular events as determined by the principal.

15. File reports as required by the school district and/or law enforcement agency.

Investigations by Law Enforcement

When a student becomes involved with law enforcement officers due to events outside of the school environment and officers other than a SRO must interact with a student, the officer(s) is requested to confer with the student when he/she is being investigated for conduct not under the jurisdiction of the school.  If this cannot be arranged, the SRO is the first person of contact for law enforcement.  If for any reason the SRO is not available to respond to a request, the following steps shall be taken to cooperate with the authorities.

1. The officer shall contact the school principal/designee and present proper identification on all occasions upon his/her arrival on school premises.

2. Parents or guardians shall be notified by the law enforcement officer, school principal or assistant principal or designee as soon as possible.  The law enforcement officer, principal or assistant principal or designee shall make every effort to inform parents or guardians of the intent of the law enforcement officers except when that notification may compromise the student’s safety.

3. The student’s parent or guardian should be present, if practicable, during any interview on school premises.

Cooperation with Law Enforcement

Although cooperation with law enforcement officers will be maintained, it is the preference of the District that it will not normally be necessary for law enforcement officers to initiate, and conduct any investigation and interrogation on the school premises, during school hours, pertaining to criminal activities unrelated to the operation of the school.  It is preferred that only in demonstrated emergencies, when law enforcement officers find it necessary, will they conduct such an investigation during school hours.  These circumstances might be limited to those in which delay might result in danger to any person, flight of a person reasonably suspected of a crime from the jurisdiction or local authorities, destruction of evidence, or continued criminal behavior.  

No school official, however, should ever place him/herself in the position of interfering with a law enforcement official in the performance of his or her duties as an officer of the law.  If the law enforcement officials do not have probable cause, are not recognized and/or are lacking a warrant or court order, the building principal/designee shall require proper identification of such officials and the reason(s) for the visit to the school.  If the principal is not satisfied, he/she shall attempt to notify the Superintendent and the officer’s superior, documenting such action.  

In all cases, the officers shall be requested to obtain prior approval of the principal/designee or other designated person before beginning such an investigation on school premises.  The administrator/designee shall document the circumstances of such investigations as soon as practical.  Alleged behavior related to the school environment brought to the Principal’s/designee’s attention by law enforcement officers shall be dealt with under the provisions of the two previous sections.

Taking a Student into Custody

School officials shall not release students to law enforcement authorities voluntarily unless the student has been placed under arrest or unless the parent or guardians and the student agree to the release.  When students are removed from school for any reason by law enforcement authorities, every reasonable effort will be made to notify the student’s parents or guardians immediately.  Such effort shall be documented.  Whenever an attempt to remove a student from school occurs without an arrest warrant, probable cause, court order, or without acquiescence of the parent or guardian, or the student, the administrator shall immediately notify a superior of the law enforcement officers involved to make objection to the removal of the student and shall attempt to notify the parent or guardian of the student. The Superintendent’s office shall be notified immediately of any removal of a student from school by law enforcement officers under any circumstances.  

When it is necessary to take a student into custody on school premises and time permits, the law enforcement officer shall be requested to notify the principal and relate the circumstances necessitating such action.  When possible, the principal/designee shall have the student summoned to the principal’s/designee’s office where the student may be taken into custody.  In all situations of interrogations, arrest or service of subpoenas of a student by law enforcement officers on school premises, all practicable steps shall be taken to ensure a minimum of embarrassment or invasion of privacy of the student and disruption to the school environment.

Disturbance of School Environment

Law enforcement officers may be requested to assist in controlling disturbances of the school environment which the Principal or other school administrator/designee has found to be unmanageable by school personnel and which disturbances have the potential of causing harm to students, other persons, or school property.  Staff members may also notify law enforcement officials.

Such potential of possible disturbance includes members of the public who have exhibited undesirable or illegal conduct on school premises or at a school event held on school property, and who have been requested to leave by an administrator/designee or staff member, but have failed or refused to do so.  

Legal Reference:        § 20-1-206, MCA        Disturbance of school - penalty

                        § 20-5-201, MCA        Duties and sanctions

                        § 45-8-101, MCA        Disorderly conduct

Policy History:

Adopted on:                 9/10/2007

Revised on:                 10/10/2016

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4411P

Interviews and Investigations Conducted by School Officials Procedures

1. All law enforcement officers except those regularly assigned to the school shall contact the principal or other school administrators upon entering the building.

2. An officer may request and be granted such student information as address, telephone number, parents’ names, date of birth and attendance information.  Information contained in the student’s cumulative folder and any supplementary records shall be available for inspection in compliance with a judicial order, or pursuant to any lawfully issued subpoena, provided that parents and students shall be notified of all such orders or subpoenas in advance of the compliance by the institution.  The School Resource Officer is, in addition to being a police officer, considered a school official and as such would have access to all student records provided there is a legitimate educational reason for access to that information.  The School Resource Officer shall not release that information to a third party without adherence to FERPA.

          The District may release records to law enforcement officers without a subpoena provided that a written                 release is received from the parent or legal guardian in advance of releasing the information.  If the student                 is of legal age, 18 years of age or older, he/she must provide a written release prior to the release of                 records.

3. Subject to the restrictions set forth in this procedure, police will be allowed to question students on school premises.  When the student is considered a suspect, a reasonable attempt will be made to contact the student’s parents and they will be allowed to be present during questioning.  When the student is not a suspect, the police may question students as a part of the investigation without requiring prior parental notice.

4. An officer may make an arrest or take a student into custody if the officer has a warrant for the student’s arrest or if the officer has probable cause that an offense has been committed or is about to be committed.  A school administrator or the School Resource Officer shall accompany the police officer when the student is taken into custody or arrested.  The administrator or the School Resource Officer will make a reasonable effort to notify the parents as soon as possible that the student has been taken into custody or arrested, the reason for the student being taken into custody, and where the student is being detained.  The Superintendent shall be notified immediately by the school administrator when a student is taken into custody or arrested.

5. Except when the safety of the staff or other students may be in jeopardy, or there is reason to believe the student may flee the area, investigating or arresting police with exception of the School Resource Officer will remain in the office area.  Students will be withdrawn from class by a school administrator or the School Resource Officer.
6. Police officers or private security officials may be requested to provide law enforcement.  Where those persons violating laws or school rules are students, the School District may take disciplinary action in addition to whatever legal actions are taken.

7. Process servers will not be provided access to students on school property during the school day unless law enforcement personnel can provide documentation that the service is directly related to a pending criminal proceeding. Process servers attempting to serve documents related to civil litigation will not be provided access to students.  Every attempt will be made to minimize interruption to the educational process for identified students.

Policy History:

Adopted on:                 9/10/2007

Revised on:                2/04/2013, 10/10/2016

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4520

Cooperative Programs With Other Districts and Public Agencies

Whenever it appears to the economic, administrative, and/or educational advantage of the District to participate in cooperative programs with other units of local government, the Superintendent will prepare and present for Board consideration an analysis of each cooperative proposal.

When formal cooperative agreements are developed, such agreements shall comply with requirements of the Interlocal Cooperation Act, with assurances that all parties to the agreement have legal authority to engage in the activities contemplated by the agreement.

The District may enter into interlocal agreements with a unit of the Montana University System, public community college, and/or tribal college, which would allow students enrolled in the 11th and 12th grades to attend and earn credit for classes not available in the District. Tuition and fees, if assessed, will be provided for in the interlocal agreement.

The District may enter into an interlocal agreement providing for the sharing of teachers, specialists, superintendents, or other professional persons licensed under Title 37, MCA. If the District shares a teacher or specialist with another district(s), the District’s share of such teacher’s or specialist’s compensation will be based on the total number of instructional hours expended by the teacher or the specialist in the District.

Legal Reference:        §§ 7-11-101, et seq., MCA                Interlocal Cooperation Act

                        §§ 20-7-451 through 456, MCA                Authorization to create full service education cooperatives

                        §§ 20-7-801, et seq., MCA                Public recreation program authorized

Policy History:

Adopted on:                 9/22/1986

Revised on:

Bozeman Public Schools

COMMUNITY RELATIONS                                                        

Policy 4530

Cooperative Programs with Business and the Business Community

The Board realizes that cooperation between the district and business and the business community may be mutually beneficial to education and to the community.  The business of education is unique and must maintain its unique status in relating to the business community.  The local school system’s role in the economic life of the business community is indeed major.

Therefore the district will:

1. Join and participate in those major organizations representing the business community.  The superintendent or designee will identify those organizations appropriate for district membership.

2. Strive to achieve and maintain a philosophy of partnership with the local business community.

3. When appropriate and economically feasible, as determined by the superintendent or designee, make district purchases locally.

4. Evaluate business requests/proposals on an individual basis.  The evaluation and determination of all requests and proposals from the business community shall be left to the discretion of the superintendent.

5. Seek to promote cooperative projects which will be beneficial to the education of young people in the district.

6. Strive to recognize contributions from the business community.

Policy History:

Adopted on:                 9/22/1986

Revised on:                4/24/2019

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Procedure 4530P

Cooperative Programs with Business and the Business Community

In furtherance of the goals of this section and to provide clarity to the community, the Bozeman School District has established Community Partner and Corporate Sponsorship Programs.  This procedure sets forth the objectives and criteria for each of these programs.

COMMUNITY PARTNER PROGRAM

Objective

The Bozeman School District Community Partners are organizations whose purposes are parallel with and inextricably tied to those of the District.  The objective of the Community Partner Program is to identify and develop synergies that exist between the Community Partner and the Bozeman School District for the benefit of the District’s students.

Review Committee

Proposals for Community Partner Programs shall be submitted to and evaluated by a committee comprised of the following:

• Superintendent
• Business Office/Financial Services Designee

Evaluation Criteria

Community partners are organizations that:

1. Have a stated primary purpose of assisting Bozeman School District students;
2. Are an independent local government or department thereof or maintain an IRS nonprofit status;
3. Receive a significant financial contribution from the District, whether through direct vendor payments or representation from a District Administrator or Trustee on the Board/Finance Committee;
4. Have a current relationship with the District that is:

1. Exclusive and unique to the Bozeman School District (i.e., not membership-based), and
2. Formalized by a multi-year Memorandum of Understanding that identifies the organization as a Community Partner; and

5. Are not led or sponsored by a current District employee

CORPORATE SPONSORSHIP PROGRAM

Objective

The Bozeman School District Corporate Sponsorship Program is designed to provide funding to help High Schools maintain their current excellence of extra-curricular program offerings.  By nurturing the physical, mental and social development of Bozeman youth, these extra-curricular programs enhance the student/athlete total educational process and provide opportunities which will greatly affect many student/athlete’s life-long goals and dreams.

Review Committee

Proposals for corporate sponsorships shall be submitted to and evaluated by a committee comprised of the following:

• District Activities Director
• High School Principal/Designee
• Business Office/Financial Services Designee

Evaluation Criteria

All corporate sponsorship proposals shall be evaluated according to, but not limited by, the following criteria:

1. National Federation and MHSA rules
2. Equity requirements
3. Appropriateness of company or product in relation to high school activities
4. Assurance of maintenance of control over programs by School District #7
5. Possible conflicts between competitive sponsors

Cross Reference:        4000                Goals

Policy History:

Adopted on:                 

Revised on:                6/07/2023

Form 4530F1

CORPORATE SPONSORSHIP PROPOSAL

High School Activities

Proposed Sponsor                                                        Date                                

Sponsorship Program                                                                                        

Sponsorship Amount or Trade-Out Value                                                                

Sponsor Expectations (promotion, advertising, etc.):                                                        

Additional Comments/Information:                                                                        

Approvals:                                Initials                Yes                No                Commitment

High School Principal/Designee                                                                                

Business Office/Finance Services

Designee                                                                                                

District Activities Director                                                                                        

Policy History:

Adopted on:                 9/10/1997

Revised on:                4/24/2019

Form 4530F2

CORPORATE SPONSORSHIP AGREEMENT                                                         

We want to thank you for being a Corporate Sponsor for_________________________________________.  This document, when signed by all parties, confirms that all parts of the package are to be honored by both parties.  We hope that this sponsorship will improve your company’s reputation and image in Bozeman and also help BSD7’s high schools maintain their current excellence of extra-curricular program offerings.  This corporate activities sponsorship is for one calendar year (365 days) and must be renewed each new calendar year.  Bozeman School District #7 maintains ownership and total control of size, content, colors and placement of all corporate signs and if it is determined that in the best interest of BSD7 high schools or Bozeman Public Schools a corporate sponsorship should be canceled during a calendar year, BSD7 will refund to the corporate sponsor a prorated balance based on the 365 days in a calendar year.

COMPANY:                                                                                                

BY:                                                                                                        

TITLE:                                                                                                        

ADDRESS:                                                                                                

TELEPHONE:(                )                                                                                

SPORT:                                                                                                

AMOUNT:                                                                                                

TERMS:                                                                                                

DETAILS:                                                                                                                                                                                                                                

Date                                        Executive Director of Business and Operations, School District #7

Date                                        Activities Director, School District #7

Date                                        Corporate Sponsor

Policy History:

Adopted on:                 9/10/1997

Revised on:                4/16/2019

Bozeman High School

CORPORATE ACTIVITIES SPONSOR

Program #1

1. Corporate sign at site (Bozeman High School South gym).  Corporate signs will only include the sponsor’s name, sponsor’s logo, appropriate sponsor’s company colors and that their company supports Bozeman High School activities.  The signs will be 4’ x 6’ and purchased by Bozeman High School.  This corporate activities sponsorship is for one calendar year (365 days) and must be renewed each new calendar year.

2. Bozeman High School maintains ownership of the corporate signs.  If it is determined that in the best interest of Bozeman High School or Bozeman Public Schools a corporate sponsorship should be canceled during a calendar year, Bozeman High School will refund to the corporate sponsor a prorated balance based on the 365 days in a calendar year.

3. Corporate sponsor full-page advertisement in athletic program.

4. Message on stadium P.A. (minimum of two times).

5. Four adult athletic passes.

Cost:  $900.00

Bozeman High School

CORPORATE ACTIVITIES SPONSOR

Program #2

1.        Corporate sign at site (Bozeman High School South Gym).  Corporate signs will only include the sponsor’s name, sponsor’s log, appropriate sponsor’s company colors and that their company supports Bozeman High School activities.  The signs will be 4’ x 6’ and purchased by Bozeman High School.  This corporate activities sponsorship is for one calendar year (365 days) and must be renewed each new calendar year.

        Bozeman High School maintains ownership of the corporate signs.  If it is determined that in the best interest of Bozeman High School or Bozeman Public Schools a corporate sponsorship should be canceled during a calendar year, Bozeman High School will refund to the corporate sponsor a prorated balance based on the 365 days in a calendar year.

2.        Corporate sponsor full-page advertisement in athletic programs.

3.        Message on stadium P.A. (minimum of two times).

4.        Six adult athletic passes.

Cost:  $1,500.00

Policy History:

Adopted on:                 9/10/1997

Revised on:                 

Bozeman Public Schools

COMMUNITY RELATIONS                                                                        

Policy 4550

Registered Sex or Violent Offenders

The State of Montana has determined that some perpetrators of certain sex or violent crimes pose a continuing threat to society as a whole even after completion of their criminal sentences.  Recognizing that the safety and welfare of students is of paramount importance, the Bozeman School District #7 declares that, except in limited circumstances, Bozeman School District #7 should be off limits to registered offenders.

The intent of this policy is to provide guidance to school administrators regarding individuals on the registered offender lists and their presence at school sponsored activities during school hours on District property.

Employment

Notwithstanding any other Board policy, individuals listed by the State of Montana as registered offenders are ineligible for employment in any position within the Bozeman School District #7.  However, the Superintendent shall have discretion consistent with other Board policies to recommend an individual whose name has been expunged from the Sex or Violent Offender Registry.

School Off Limits

The District hereby declares that no registered offender may come in any District owned buildings or on any District owned property except as otherwise provided in this policy.  If an administrator becomes aware that such an offender is on school property, the administrator shall direct the offender to leave the area immediately.  The School Board authorizes the administrator to request the assistance of the appropriate law enforcement authorities to secure the removal of any registered offender from the property.  If a registered offender disregards the terms of this policy or the directives of the school administrator, then the Superintendent is authorized to confer with counsel and to pursue such criminal or civil action as may be necessary to enforce compliance with this policy.

This policy shall not be construed to impose any duty upon any administrator or any other employee of the District to review the Sex or Violent Offender Registry or to screen individuals coming on to school property to ascertain whether they are on the Registry.  This policy shall only apply when administrators are actually aware that the person in question is on the Sex or Violent Offender Registry.

The provisions of this policy prohibiting a registered offender from coming on school property shall not apply in the event that an offender’s name should be expunged from the Registry.

Rights of Parents, Guardian, Caretaker Relative and Relatives on the Offender Registry

In the event that a registered offender has a child attending the District, the Superintendent of the District shall be authorized to modify this policy’s restrictions upon application of the parent and approval by the administrator of the school where the child attends after a full review that balances the needs of the individual and the safety of the school.  The parent shall follow the procedures set forth in 4550P of the District’s procedures.  Any modification to the policy granted to a parent is subject to revocation if the parent is noncompliant with the agreed upon modification.

This policy does not impose a duty upon the administrator of any school or any other employee of the District to review the Sex or Violent Offender Registry and the school system’s directory information to ascertain whether a registered offender may have a child attending school in the District.  The provisions of this policy shall apply only if an administrator actually becomes aware that a parent of a student at the school is a registered offender.  If an administrator becomes actually aware that a parent, guardian, sibling or caretaker relative is or has been a registered offender, the administrator shall promptly report that knowledge to the Superintendent.

To facilitate voluntary compliance with this policy, administrators are encouraged to speak with any affected parents/relatives upon learning of their status as registered offenders to communicate the restrictions of this policy.  At all times, the administrator shall endeavor to protect the privacy of the offender’s child.

Cross Reference:        3120                Compulsory Attendance

5430F1                Volunteer/Chaperone/University Observer Guidelines and Disclosure

Legal Reference:        § 46-23-501, MCA        Sexual or Violent Offender Registration Act

                        www.doj.mt.gov/svor/        Sexual or Violent Offender Registry

Policy History:

Adopted on:                 10/13/2008

Revised on:                 9/09/2013, 10/20/2025

Bozeman Public Schools                                                        

COMMUNITY RELATIONS

Procedure 4550P

Request for Modification of 4550

In the event a registered offender has a child attending the District and wishes to be physically present on District Property for the purpose of participating in his/her child’s education or special event, the parent must make such a request in writing to the Administrator of the school where the child attends.  The written request shall include the following:

• A full and complete disclosure and description of the circumstances and events which caused the parent to be placed on the registered offender list, including dates, convictions, and ages of all individuals involved;

• A description of the specific modification being sought including the school event the parent wishes to attend, the frequency of the occurrence the specific area of the District facility the parent is requesting to be present; (for example, to drop off and pick up a child at the front desk, attend parent-teacher conferences in the child’s classroom, etc.);

• The reason(s) the Parent is seeking the modification and the reason(s) the District should consider the modification.

Upon receipt of a written request for Modification of Policy 4550, the Building Administrator shall review the request and determine if the request is reasonable given the specific circumstances involved, including the needs of the child and the safety of the school.  The Building Administrator has discretion to recommend all, part or none of the parent’s request.  The Building Administrator shall submit the parent’s request and the Administrator’s recommendation concerning the parental request to the Superintendent or designee for review and consideration.  The Superintendent or designee will have full authority to confirm all information provided by the parent with local law enforcement agencies.  The parent must agree to cooperate with providing any necessary releases for information required to confirm the parent’s representations.

Based on gathered evidence, the Deputy Superintendent Instruction will make a recommendation to the Superintendent for final determination.

In the event the Superintendent authorizes a modification of Policy 4550, the Building Administrator and the parent shall enter into a written Modification Agreement which expressly details the modification being allowed; the times, duration, location and frequency of the parent’s presence at the Building or property.  The parent shall not linger on or about school property before or after the specific event and is prohibited from being in any other part of the school building that is not expressly agreed to in writing.  A copy of this written Modification Agreement will be kept on file at the school site, and copies shall be provided to the Superintendent or designee and School Resource Officer(s).  Any deviation from the Modification Agreement by the parent shall be cause to terminate the agreement and reinstate the full force and effect of Policy 4550.  

Policy History:

Adopted on:                 10/13/2008

Revised on:                 8/12/2013