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9130 Policy - Issue Resolution

In order to facilitate effective communication and resolve issues between the school District and the community,
this policy establishes guidelines to be used to address concerns or complaints efficiently and effectively. Requests, suggestions, or complaints made by District staff members are covered by Administrative Guideline 3141.01.  In general, individuals presenting a concern or complaint to the District are encouraged to first contact
the person to whom the concern is directed as follows:
 
Any individual presenting such a matter shall be provided with a copy of this policy.
 
Concerns or complaints may be presented in two (2) formats, oral (informal) or written (formal):
 
    A. If the matter concerns a teacher, the appropriate person to receive the complaint is the teacher. An
        appointment should be arranged in advance.
 
    B. If the matter concerns a specific school, the appropriate person to receive the complaint is the building
        principal. An appointment should be made in advance.
 
    C. If the matter extends beyond the school to District-wide concerns, the appropriate central office administrator
        should be contacted. An appointment should be arranged in advance.
 
    D. If the matter concerns an alleged McKinney Vento Act violation the person to receive the complaint is the
        district homeless liaison.
 
        If a complaint involving a homeless issue is not resolved through the Issue Resolution Process, the
        complainant can appeal the dispute to the Wisconsin Department of Instruction.
 
A citizen may choose to address the concern in an informal oral setting and/or by putting the concern or complaint
in writing:
 
    A. Informal – Oral
 
        The citizen should either schedule an appointment with the appropriate official or telephone the person. The
        concern should be expressed as clearly as possible, indicating as much information as is known. An informal
        setting is encouraged. Both the citizen and the school official should make every effort to be objective and
        maintain a relaxed environment. The primary purpose is to apprise, acquaint and inform. Generally, the
        school official is to respond to the concern either immediately, if possible, or within three (3) working days.
 
    B. Formal - In writing
 
        Once the concern or complaint is in writing and delivered to the school official, that person will respond in
        writing within ten (10) working days. Any concern or complaint that is presented in writing should include a
        description of:
 
            1. The specific nature of the matter and a brief statement of the facts giving rise to it;
 
            2. The respect in which the individual(s) has been, or will be affected;
 
            3. The action which the individual(s) wishes taken and the reasons why it is felt that such action should be
                taken.
 
In all cases, the complainant is encouraged, but not required, to discuss the matter first with the appropriate official
for an informal resolution.
 
Citizens, in presenting a concern shall:
 
    A. Have the right to be accompanied and advised by a representative of his/her choosing. However, if that
        representative is an attorney, the appropriate school official is to be advised in advance so that the school
        District's attorney may also be present.
 
    B. Be assured a reasonable amount of time during the presentation to discuss the concern or complaint with
        the appropriate District staff member.
 
    C. Have the right to present such concerns or complaints free from restraint, interference, coercion,
        discrimination or reprisal against either him/herself or any of his/her children at any time.
 
    D. Receive an oral response within three (3) working days if the concern is expressed orally. Receive a written
        response within ten (10) working days if the complaint is expressed in writing.
 
Should a person not be satisfied with the disposition of the complaint, the matter may be referred in writing to the
next appropriate district level with similar time limits for response. The sequences outlined below will normally be
followed:
 
    A. Teacher/Staff Member
 
    B. Principal
 
    C. Central Office Director
 
    D. Superintendent
 
    E. School Board
 
Complaint/concerns that reach the Superintendent level must be submitted to the Superintendent in writing,
although the person initiating the complaint/concern may also discuss the matter with the Superintendent verbally.
A written response from the Superintendent will be provided within ten (10) working days after the written
complaint/concern is received by the Superintendent.
 
Complaints/concerns that reach the School Board level must be submitted to the School Board in writing, and
must include:
 
    A. A copy of all written presentations of the complaint/concern that were previously provided to all other District
        personnel
 
    B. A copy of all written responses received from District personnel relating to the complaint/concern.
 
    C. Any other information presented in written form, that the person initiating the complaint/concern would like
        the School Board to consider.
 
Complaints/concerns that reach the School Board level will be referred to the School Board for consideration within
thirty (30) days following receipt of the complaint/concern. In considering the complaint/concern, the School Board
may meet in executive session if the circumstances permit when consistent with Wisconsin's Open Meetings law.
When the School Board conducts its initial consideration of the matter, based on the written submissions it
receives, the School Board will determine if it will consider the complaint further at a hearing before the School
Board, or if it will decline to consider the complaint further. If the School Board declines to consider the matter
further, the Board shall inform the person who initiated the complaint/concern, in writing, of its decision, within
ten (10) working days after the School Board conducts its initial consideration of the matter. This decision will be a
final decision with respect to the complaint/concern.
 
If the School Board decides to consider the matter further at a hearing before the School Board, it shall inform the
person who initiated the complaint/concern of its decision, in writing, within ten (10) working days after the School
Board conducts its initial consideration of the matter. All parties will then work together to schedule a hearing at a
mutually agreeable date, within forty-five (45) days after the School Board conducts its initial consideration of the
matter. Any hearing that is scheduled may take place in executive session if the circumstances permit. If a
hearing is held, the School Board will issue a written decision relating to the complaint/concern, within ten (10)
working days after the hearing is completed. This decision will be a final decision with respect to the
complaint/concern.
 
Nothing in this policy, including timelines listed, is intended to supercede specific timelines or appeal processes
delineated in other policies of the District referenced below or to supercede applicable legally mandated timelines
or processes.
 
 
Revised:  July 13, 2009
Revised:  January 1, 2010
Revised:  September 26, 2011
Revised/Approved:  July 15, 2013
ĉ
Shari Weinstock,
Jul 17, 2013, 8:59 AM