Board adopts district communication plan after discussion on response timelines and electronic contact
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Summary
The board approved a district communication plan (policy KB implementation) after trustees and staff discussed response-time expectations for requests and whether electronic contact with students should be 'discouraged' or 'prohibited.' The board approved the plan as presented and staff said it can be amended later.
The Warren County R-III Board of Education approved a district communication plan intended to consolidate existing policy language on how the district responds to various requests and communicates with families and the public.
Staff said the plan pulls language from multiple existing policies and will be posted to the district website. Trustees asked for clarity on what constitutes a "timely" response to inquiries; staff noted that certain records requests ("sunshine" requests) have a statutory three-day window, while the district typically sets an internal expectation to respond within 24 hours when possible. A staff presenter said there is no single legal requirement to respond in 24 hours and recommended the plan avoid a hard 24-hour mandate to allow for extenuating circumstances.
Trustees also discussed language on electronic communications with students. The plan currently uses wording from policy GBH that "discourages" certain forms of electronic contact; several trustees expressed interest in stronger wording and directed staff to draft an amendment for future consideration. Staff confirmed the board may amend the plan after adoption.
The board took a voice vote and approved the communication plan as presented; trustees noted amendments can be brought forward to align plan language with district policy if the board directs changes at a later date.