Complaints Concerning Staff or Programs - 4312P

Most complaints can be resolved by informal discussions between the citizen and the staff member.  Should the matter not be resolved, the appropriate site level administrator, i.e., principal, director, shall attempt to resolve the issue through a conference with the citizen and the staff member.

The following procedures apply to the processing of a complaint that cannot be resolved in the manner described above:

Citizens of the Federal Way School District having a complaint may register those complaints with the site level administrator by completing Form 4312, Request for Consideration of Complaint, which is available in any school office.  The site administrator or designee shall verbally explain the complaint process at the time Form 4312 is given to the citizen and inform the citizen of the right to have an advocate assist in representing the citizen’s position.

The complaint shall:

• Be in writing
• Be signed by the complaining parties, and
• Set forth specific acts, conditions or circumstances of concern.

The site level administrator will send the completed Form 4312 to the Deputy Superintendent/designee within five (5) school work days after receipt of the complaint.

The Deputy Superintendent/designee will conduct or coordinate an investigation of the complaint and reach a decision within 20 school work days after receipt of the complaint.  The decision of the Deputy Superintendent/designee shall be communicated in writing to the parties involved.

Should a complaint be submitted with less than 20 school work days remaining within the regularly scheduled school calendar, reasonable extension of this timeline shall be allotted as deemed necessary by the investigator.

If the complaint is not resolved to the citizen’s satisfaction, the citizen may request, within five (5) school work days, the complaint be referred to the Superintendent. The Deputy Superintendent/designee shall refer the matter within five (5) school work days and the site administrator and staff member involved shall be notified, in writing, that the matter is being referred to the Superintendent.

The parties involved in the complaint will have the opportunity to meet with the Superintendent or designee within 20 school work days after the Superintendent or designee receives Form 4312 and the Deputy Superintendent/designee’s decision.  Such a request to meet with the Superintendent or designee shall be made by the citizen within five (5) school work days from the time the citizen requested the referral. Such a request from the staff member shall be made within five (5) school work days from the time the staff member was notified of the complaint. The Superintendent shall also have the right to establish a review committee if desired, or directly make a decision. In cases of physical injury to a student, the complaint will be referred to a review committee established by the Superintendent.

When a review committee is established, the committee shall be representative of the interests involved.  The Superintendent or designee will appoint the committee chairperson within ten (10) school work days after receiving Form 4312.  The committee will review the citizen’s complaint and submit a written recommendation to the Superintendent within 20 school work days after the committee chairperson has been appointed.

The Superintendent will make a decision and notify the citizen, in writing, within ten (10) school work days after:

• Receiving Form 4312 and the Deputy Superintendent/designee’s decision, or
• Meeting with the parties involved in the complaint, or
• Receiving the written recommendation of the review committee.

The response of the Superintendent shall clearly state either:

• That the school district denies the allegations contained in the complaint, or
• The nature of such reasonable corrective measures deemed necessary to eliminate any such act, condition or circumstance within the school district; PROVIDED that any such corrective measure deemed necessary shall be instituted as expeditiously as possible but in no event later than 30 calendar days following the date of the Superintendent’s response to the complaining party.

In the event the citizen remains unsatisfied with the decision of the Superintendent of the school district or his/her designee or upon failure or refusal of the school district to respond, the citizen may appeal the decision of the Superintendent to the Board of Education by submitting a written request within five (5) school work days after receiving the Superintendent’s written decision.

If the complaint is appealed to the Board of Education, the President of the Board of Education shall be notified by the Superintendent and a hearing date established.  The hearing shall occur within fifteen (15) school work days after receipt of the appeal and all parties shall be notified, in writing, of the date of the hearing.  The complaint and related information shall be heard by the Board of Education in Executive Session.

The Board of Education shall make a decision and inform all parties in writing within 15 school work days after the hearing and shall have full authority to resolve the complaint within the limits of Board policy and state and federal law.

Date:     10/11/05

Request for Consideration of Citizen Complaint (77.8K PDF)