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Policy Categories Archives: Section K: School/Community - Home Relations

Section K contains policies, regulations, and exhibits on parent and community involvement in schools. Policies concerning statements on public sector relations with the school district are located in this section as well.

Use of Students in Public Information Program


One of the strongest links of communication between the district and the public is the pupil in the classroom. Failure to provide parents with appropriate information may lead to misinformation about the schools.

It is the responsibility of the school administration to see that information regarding school activities, programs, and organizations is properly disseminated to parents.

The school administration shall take reasonable steps to ensure that the use of students as couriers is limited to carrying information about the school system or a particular school, except as specifically provided in the following paragraph. School information may include publications, newsletters, notices, or other printed matter published under the name of the district, the individual school, or the recognized parent/teacher groups.

Students may serve as couriers for information generated by non-school organizations, subject to the following conditions:
1. The information clearly states that it is not school-sponsored.
2. The sponsor of the information/activity is a non-profit organization and the activity is student-related.
3. The School Board, Superintendent or his/her designee reserves the right to refuse any request for distribution of such information on a case-by-case basis.
4. The distribution of such information is subject to prior approval by the Superintendent or designee.

Information published by the district, individual school, employee organizations or unions, recognized parent/teacher groups, or non-school groups which advocates a particular position on bond issues, political matters, labor relations issues, or district budgets will not be distributed through the use of students as couriers.

Adopted: June 12, 2001
Reviewed: February 13, 2007

Public Complaints

ASD File: KE

While the Auburn School Board recognizes its obligation to be available to the public at all times, it also believes that individual complaints can usually be resolved most effectively by parties directly concerned. All complaints will be referred through the proper administrative channels for solution before investigation or action by the Board. Exceptions are complaints that concern board actions or board operations only. The Board, therefore, will not hear complaints from individual parents until such complaints have been raised, first with the child’s teacher, and, if not resolved with the Principal and/or Superintendent or their designees.

Adopted: June 12, 2001

Public Complaints About School Personnel


The Auburn School Board places trust in its employees and desires to support their actions in such a manner that employees are freed from unnecessary negative criticism and complaints.

Whenever a complaint is made directly to the Board as a whole or to a board member as an individual, it shall be referred to the school administration for study and possible solutions. The individual employee involved shall be advised of the nature of the complaint and shall be given an opportunity for explanation, comment, and presentation of the facts.

The school administration shall resolve the matter and report to the Superintendent.

Adopted: June 12, 2001

Policy On Reconsideration Of Instructional Materials

Statement of Policy:

Any resident or employee of the Auburn School District may formally challenge learning resources used in
the district’s educational program on the basis of appropriateness. This procedure is for the purpose of
considering the opinions of those persons in the schools and the community who are not directly involved
in the selection process.

Request for Informal Reconsideration:
1. The school receiving a complaint regarding a learning resource shall try to resolve the issue
2. The principal or other appropriate staff shall explain to the questioner the school’s selection
procedure, criteria, and qualifications of those persons selecting the resource.
3. The principal or other appropriate staff shall explain the particular place the questioned resource
occupies in the education program, its intended educational usefulness, and additional information
regarding its use, or include someone who can identify and explain the use of the resource.
4. If the questioner wishes to file a formal challenge, a copy of the district Selection of Learning
Resources policy and a Request for Reconsideration of Learning Resources form shall be handed or
mailed to the party concerned by the principal.
Request for Formal Reconsideration:

Preliminary Procedures
1. The Principal who receives the complaint will keep on hand and make available Request for
Reconsideration of Learning Resources forms. All formal objections to learning resources must be
made on these forms.
2. The Request for Reconsideration of Learning Resources form shall be signed by the questioner and
filed with the principal or someone so designated by the principal.
3. The superintendent (or designee) and the media director shall be informed of the formal complaint
4. The request for reconsideration shall be referred to a reconsideration committee at the school level
for reevaluation of the resource.
5. Requests for reconsideration of materials in district collections shall be referred to the content area
curriculum committee for reevaluation of the resource. This committee may involve additional
personnel as appropriate.

The Reconsideration Committee:
Upon receipt of a request for formal reconsideration of a learning resource, the principal shall:
1. Appoint a reconsideration committee including the following membership as appropriate:
a. One member of the administrative staff chosen by the superintendent (or designee);
b. One member of the school teaching staff chosen by the school staff;
c. One member of the content area curriculum committee chosen by superintendent (or designee);
d. One member of the parent community chosen by PTA.
2. Name a convener of the reconsideration committee.
3. Arrange for a reconsideration committee meeting within 10 working days after the complaint is
4. The reconsideration committee may choose to consult district support staff and/or community
persons with related professional knowledge.
5. The reconsideration committee shall review the challenged resource and judge whether it conforms
to the principles of selection outlined in the district’s Selection of Learning Resources policy.

The reconsideration committee shall:
1. Examine the challenged resource;
2. Determine professional acceptance by reading critical reviews of the resource;
3. Weigh values and faults and form opinions based on the material as a whole rather than
on passages or sections taken out of context;
4. Discuss the challenged resource in the context of the educational program;
5. Discuss the challenged item with the individual questioner if it is deemed
6. Prepare a written report.
a. The written report shall be provided to the individual questioner if requested.
b. The written report shall be retained by the school principal, with copies forwarded to
the superintendent (or designee). A minority report also may be filed.
c. Written reports, once filed, are available for examination upon approval of the Principal.
The decision of the reconsideration committee is binding for the individual school.
Notwithstanding any procedure outlined in this policy, the questioner shall have the right to appeal any
decision of the reconsideration committee to the Auburn School Board as the final review panel.

Guiding Principles:
1. Any resident or employee of the school district may raise objection to learning resources used in a
school’s educational program, despite the fact that the individuals selecting such resources were duly
qualified to make the selection, followed the proper procedure, and observed the criteria for selecting
learning resources.
2. The principal should review the selection and objection rules with the teaching staff at least annually.
The staff should be reminded that the right to object to learning resources is one granted by policies
enacted by the School Board.
3. No parent has the right to determine reading, viewing, or listening matter for students other than his
or her own children.
4. Access to challenged material shall not be restricted during the reconsideration process.
5. The major criterion for the final decision is the appropriateness of the material for its intended
educational use.
6. A decision to sustain a challenge shall not necessarily be interpreted as a judgment of
irresponsibility by the professionals involved in the original selection or use of the material.

Adopted: January 15, 2002 See Appendix KEC-R
Revised: October 12, 2010


The Auburn School Board has delegated the responsibility for selection and evaluation of
library/educational resources to the school library media specialist/curriculum committee, and has
established reconsideration procedures to address concerns about those resources. Completion of this
form is the first step in those procedures. If you wish to request reconsideration of school or library
resources, please return the completed form to the Principal.
Name __________________________________________
Date ___________________________________________
Address _________________________________________
City ____________________________________________
State ___________________________
Zip _____________________________
Phone ____________________________________________
Do you represent self? ____ Organization? ____
Received by: _____________________________________
Date: ____________________________________________


Date: _____________________
The questioner is encouraged to attach additional information.
Resource on which you are commenting:
____ Book ____ Textbook ____ Video ____ Display ____ Magazine ____ Library Program
____ Audio Recording ____ Newspaper ____ Electronic Information/Network (please specify):
____ Other
What brought this resource to your attention?
Have you examined the entire resource?___________________________________________________
What concerns you about the resource? (use other side or additional pages if necessary)
Are there resource(s) you suggest to provide additional information and/or other
viewpoints on this topic?
Note: A copy of the cover page will not be provided to the reconsideration committee.

Adopted: January 15, 2002
Revised: October 12, 2010

Grievance Procedures – Section 504

(Public Complaints about Facilities or Services)

1. Any qualified handicapped person or persons who feels subject to discrimination with respect to Section 504 of the Rehabilitation Act of 1973 has the right to file a formal grievance.
2. Any qualified handicapped person or persons who have a grievance shall discuss it first with the building administrator in an attempt to resolve the matter informally at that level.
3. If, as a result of the discussion, the matter is not resolved to the satisfaction of the aggrieved party within five (5) school days, the aggrieved party shall set forth the grievance in writing to the building administrator. The building administrator shall communicate his/her decision to the aggrieved party in writing within five (5) school days of receipt of the written grievance.
4. The aggrieved party, no later than five (5) school days after receipt of the building administrator’s decision, may appeal the building administrator’s decision to the Superintendent of Schools, or his/her designee. The appeal to the Superintendent of Schools, or his/her designee, must be made in writing reciting the matter submitted to the building administrator and the aggrieved party’s dissatisfaction with decisions previously rendered. The Superintendent of Schools, or his/her designee, shall meet with the aggrieved party to attempt to resolve the matter as quickly as possible, but within a period not to exceed five (5) school days. The Superintendent of Schools, or his/her designee, shall communicate his/her decision in writing to the aggrieved party and the building administrator not later than five (5) school days after the meeting.
5. If the grievance is not resolved to the aggrieved party’s satisfaction, the aggrieved party, no later than five (5) school days after receipt of the Superintendent of School’s, or his/her designee, decision, may submit a written request  for a hearing with the local Auburn School Board regarding the alleged discrimination through the Superintendent of Schools. The hearing will be held within thirty (30) calendar days of the written request. The School Board must provide the aggrieved party with a written decision on the appeal within ten (10) calendar days after the hearing.
6. Between the dates the aggrieved party requests the hearing and the date the hearing is held, the aggrieved party and the Auburn School District may continue to negotiate. If the School District and aggrieved party agree on a mutual solution to the alleged discrimination, the hearing would be cancelled.
7. The decision of the School Board is final pending any further legal recourse as may be described in current local district, state or federal statutes pertaining to Section 504 of the Rehabilitation Act of 1973.

Legal Reference: Section 504 of the Rehabilitation Act of 1973 34 C.F.R. § 104.7(b)

Adopted: June 12, 2001
Revised: June 12, 2007


Community Use of School Buildings and Grounds

ASD File: KF

It is the desire of the Auburn School Board to encourage the responsible use of school facilities to those individuals, organizations, or groups who are members of the local community. This does not alter the fact that it is the responsibility of the Auburn School Board to require the establishment of necessary regulations to protect the students and employees of the school, the users of the school facilities, the school board, the community, and the physical investment of the school district.

For the safety and security of all, the school building’s security system is to be armed any time the building is unoccupied. Custodial services will be required for the initial opening and final closing of the building, including those times when the custodian is not working regularly scheduled hours. Requirements for custodial services are to be reflected in the Application for Use of School Facilities form. Private, profit-making organizations requiring custodial services beyond regular hours are to assume the cost of those services per the attached fee schedule.

By both precedent and design, certain events shall receive first consideration during each school year. These events include school district meetings, town meetings, school board meetings, and municipal, state, and federal elections.

Facility use will be granted to organizations based on the following priority:
A. School Organizations: those that are recognized by the School Board as directly related to school activities (no fees to be assessed).
B. Government Organizations: those agencies which are authorized under the laws of the United States, the State of New Hampshire, the county of Rockingham, the Auburn School District, or the town of Auburn (no fees to be assessed).
C. Non-Profit Organizations: those that are social, service, fraternal, or religious in nature and serve the community on a non-profit basis. Youth organizations will receive priority in this section.
D. Private Groups or Organizations: refer to fee schedule on next page.
E. For-Profit Organizations that apply for extended use of school facilities will be charged a fee negotiated on a case-by-case basis.

Applications for the use of facilities (buildings and grounds) must be approved by the Principal or his/her designee.

Smoking is prohibited in the Auburn Village School as per RSA 155:64, New Hampshire Indoor Smoking Act and RSA 126-K:7, Use of Tobacco Products on Public Educational Facility Grounds Prohibited.

Community groups using the building must provide sanitizing protocols that have been approved by the Superintendent or his/her designee. Building use may also be temporarily suspended by the Superintendent or his/her designee.


1. Those wishing to utilize school facilities may do so by first submitting a completed Application for Use of School Facilities Form to the Main Office.
2. Application forms for use during non-school hours should be submitted in advance of the utilization date with the appropriate fees, if required, in the form of a check or money order attached, payable to the Auburn Village School. Completed application forms are to be submitted no less than 10 days prior to the event.
3. If a requested activity occurs at a time outside of custodial hours, a fee to open and close the building will be assessed to private organizations only. This fee should be payable to the Auburn Village School Facility Account and will be in accordance with the Use of School Facilities Fee Schedule.
4. Private Organizations – Any outside organization or party requesting the facilities must accept full financial and legal responsibility for any and all damages and/or claims of damages resulting from the use of the facilities. A copy of the organization’s liability insurance coverage (one million dollar minimum) naming the Auburn School District as a co-insured must be provided at time of submitting Application for Use of School Facilities.
5. The premises are to be cleaned at the end of the event. Failure to do so in a satisfactory manner will jeopardize future use of the facility by the organization.
6. In accordance with RSA 126-K:7 and RSA 155:64, smoking is prohibited on both the facilities and grounds of the Auburn Village School.
7. Alcohol may only be available at events scheduled on Saturday evenings after 7:00 p.m., and when youth organizations are not utilizing the building. At such events, at a minimum, one paid police officer must be present during the entire evening’s activity. Proof of a scheduled police detail must be provided. New Hampshire State Law regarding the legal drinking age must be obeyed and at no times may anyone be present at the event that is under the legal drinking age.
It is the responsibility of the users to make certain that if alcohol is sold or served, all required permits are secured and copies provided to the school prior to the use of the facility.
8. Adult supervision is required for all groups at all times. The applicant will be responsible for any damages to district property.
9. In accordance with the provisions of this policy, the Principal of the Auburn Village School will act upon each application as the School Board’s designee. Applicants may appeal the Principal’s decision to the Office of the Superintendent of Schools.

Fee Schedule for Private Organizations
Facility Opening $40.00
Facility Closing $40.00
Cleaning/Damage Deposit $100.00
Event Cleaning $20.00 per hour
Gymnasium $100.00 Cafeteria $100.00
Classrooms $50.00 each Cafeteria and Kitchen $150.00
Media Center $70.00 Fields and Grounds $100.00

Legal Reference:
RSA 126-K:7, Use of Tobacco Products, Devices, E-cigarettes, or E-liquids on Public Educational Facility Grounds Prohibited, RSA 155:64 Indoor Smoking Act

Adopted: December 12, 1990
Adopted: August 10, 1999
Adopted: May 28, 2002
Adopted: October 7, 2002
Revised: February 13, 2007
Revised: June 10, 2008
Revised: April 14, 2009
Revised: May 12, 2011
Fee Schedule Revised: October 13, 2020
Revised: January 12, 2021

Guidelines For Extended Use of School Facilities

ASD File: KF-A
(Sunday evenings only)

In order to provide additional community access to the Auburn Village School gymnasium, the Auburn School Board will grant Sunday evening use of the school facility, under the following procedures and conditions, which would be outlined in an agreement:

1. The privilege is limited to two Auburn community organizations for the pilot year.
2. A representative of each community organization completes a training session regarding the use of the security system at AVS. This representative must then be present during the entire Sunday evening use. This responsibility cannot be delegated to other members of the community organization unless they have completed the training session prior to being given this responsibility. In the event that an unauthorized person causes the security system to activate a penalty fee of up to $100.00 (on a case by case basis) may be charged. This fee must be paid prior to the next Sunday use.
3. The school facility is closed and secured no later than 9:00 PM.
4. Direct adult supervision of children is provided at all times and responsibility for any damages will be assumed by the community organization.
5. Agree that no unauthorized third party is granted use of the facility.
6. Provide required number of chaperones for children (one adult per 25 or less).
7. Ensure that the organization is usage restricted to the assigned area.
8. Guarantee that activities shall be orderly and lawful and not of a nature to incite others to disorder.
9. Prohibit smoking and ensure that alcoholic beverages are not served or consumed.
10. Leave the building in a neat and orderly condition. Should the using organization leave the premises, which includes the gymnasium, lobby, and restrooms, in a manner unacceptable to the Principal, the using organization shall be charged for additional cleaning that has to be done and should they not pay the bill promptly (within 30 days), said organization shall not be allowed to use the facilities until payment is made.
11. Organizations will accept full financial and legal responsibility for any and all damages and/or claims of damages resulting from the use of the facilities. Organizations shall provide copies of certificate of liability insurance prior to finalization of the pilot agreement.

Adopted: June 19, 2002
Revised: April 14, 2009

Application For Use Of School Facilities


The undersigned accepts responsibility for seeing that all rules regulating the use of facilities are followed and shall be responsible for any damages resulting from the use of the facilities and agrees to defend, indemnify and hold harmless the Auburn School District, its officers, agents and employees for any property damage or injury occurring during or as a result of the event. Payments, if any, should be made payable to Auburn Village School and included with the application in this form of a check or money order.


Today’s Date:________

Name of Organization and Title of Event: __________________________________________

Name of Person Requesting the Facilities: __________________________________________

Address: _________________________________________________________________

Email: ___________________________________________________________________

______ Non-Profit Organization OR  ______For-Profit Organization or Private Group


Signature: ____________________________________ Telephone Number: ______________________


Access to the facilities will be required on:

Date_________ at (Time) _________to set up

Date_________ at (Time) _________ for the event

Date_________ at (Time) __________ to clean up

Facilities being requested:

Gymnasium (Capacity 450 with chairs,
300 with tables)…………………..       _____________

Platform (Capacity 85) (no permanent props)… __________

Band Room ………………………… _______

Media Center ………………………. _______

Cafeteria (Capacity 150 with tables)
– does not include kitchen and equipment-…………………..…………… _________

Kitchen* (equipment)……………… _________

Food Service Director must be contacted immediately if this line is checked. The using organization shall assume the cost incurred from the use of the kitchen.

Unlock Building …………………….. ________ Lock Building ……………………… ________

Equipment needed:

Cafeteria Tables…..________ Easel…..________ TV/VCR…..________Overhead Projector…..________

Chairs (how many)…..________ Microphone…..________ Screen/Projector Use….._____ Misc. (specify)….._____

Facility Utilization Fees – TOTAL:___________

Opening $40

Gymnasium $100

Cafeteria $100 Rubbish Removal $20

Closing $40

Media Center $70

Cafeteria/Kitchen $150

Classrooms $50ea

Ball Fields/Grounds $100

Cleaning/Damage Deposit $100



Approved by:________________________ , Principal or designee        Date:__________________



Public Solicitations In The School

ASD File: KH

As a general policy, there will be no solicitation within the school for any purpose whatsoever. No commercial enterprise may be represented in the school and there will be no sale of goods or services on the premises.

Any request for the exception to this rule must be submitted in writing to the Principal at least thirty (30) days prior to the implementation of the requested activity.

Appeals would be made to the Superintendent of Schools. The Auburn School Board reserves the right to grant exceptions.

Adopted: January 11, 1989
Adopted: June 12, 2001