District moves to formalize extracurriculars policy and a written complaint procedure

The Provo School District policy committee presented a new extracurricular-activities policy (Policy 3500) and a linked complaint procedure intended to clarify where families and community members should take concerns about coaches, volunteers or activity advisors.

Superintendent Wendy Dow described the policy’s goals as supporting participation and protecting students’ rights, including conscience protections for clothing and costume items and accommodations where participation requirements conflict with a student’s beliefs. Dow said the district will require alternatives rather than exclude a student from participation for conscience reasons.

The procedure establishes a complaint path: first the coach or advisor, then the athletic director, then the principal, then the assistant superintendent (Daryl for most secondary cases or Jared for elementary), and ultimately the superintendent for appeal. Dow said, “If they want an investigation held, then they have to submit that complaint in writing,” and the committee recommended creating a standard online complaint form that would be ADA-compliant and linked from the policy page.

Board members discussed whether a formal written form should be required and whether an appeal should reach the Board of Education; staff recommended keeping appeals at the superintendent level because the issues typically concern day-to-day operations. Dow said staff will link specific contact information on the website and roll the procedure into parent outreach during the upcoming school-year meetings.

The committee recommended posting the policy and voting on it at the full board meeting; no formal vote occurred at the study session.