At the Sept. 10 policy meeting, the board reviewed revisions to Policy 122 and its administrative regulations. Members asked that annual reports on extracurricular activities include a column showing how many students participated in each club and sought clearer wording on volunteer attendance at club meetings.
Why it matters: Clear reporting and volunteer rules affect transparency for families, oversight of noncurricular activities and how schools staff and supervise clubs and after-school programs.
Board members said they had previously received club reports that omitted a column for student participation counts on BoardDocs even though the count had been provided in the report packet; they asked staff to ensure the participation column remains in future reports. "When we get the report about the clubs ... there were supposed to be another column placed ... that stipulates how many students actually participated in that club," a board member said.
On volunteer participation, the policy language distinguishes school-sponsored activities from purely non-district groups. Staff explained that volunteers may participate in many school activities but that, if a volunteer receives a stipend (listed in Schedule B), that person is an employee rather than a volunteer. Staff and board members also discussed language that currently says "individuals who are not directly affiliated with the district may not regularly attend meetings of non curricular related activities." Board members sought clarified wording so volunteers understood they must be cleared by the principal to attend regularly, but could be invited occasionally to present.
The board also discussed minimizing paper and increasing digital access to AR forms; staff confirmed forms will be available electronically while preserving paper copies for families who need them.
Action and next steps: The board instructed staff to place the participation-count requirement in an AR or another appropriate location and to clarify the volunteer-attendance phrasing. The related ARs and forms were advanced for committee review; staff will confirm how documents will be made digitally available and where the participation data will appear in future reports.
Ending: Staff will return the adjusted ARs and a plan for posting forms electronically while maintaining paper options.