Public Complaints & Procedures

Revised/Reviewed: 1/12/11; 4/08/15; 9/09/15; 1/13/16; 4/13/16; 6/13/18; 8/28/24 

A parent or guardian of a student attending a school in the district, a person who resides in the district, a staff member, or a student who wishes to express a concern should discuss the matter with the school employee involved. 

The Administrator: Step One 

If the individual is unable to resolve a problem or concern with the employee, the individual may file a written, signed complaint with the principal within five working days of the employee’s response. The principal shall evaluate the complaint and render a decision within five working days after receiving the complaint. (A form is available, but is not required.) Complaints against a principal may be filed with the director of schools. 

The Executive Director of Human Resources: Step Two 

If Step One does not resolve the complaint, within 10 working days of the meeting with the principal, the complainant may file a signed, written complaint with the executive director of human resources clearly stating the nature of the complaint and a suggested remedy. 

The executive director of human resources shall investigate the complaint, confer with the complainant and the parties involved and prepare a report of their findings and conclusion, and provide the report in writing or in an electronic form to the complainant within 10 working days after receiving the written complaint. (Approximately one week in most cases will be required.) 

The Superintendent: Step Three 

If Step Two does not resolve the complaint, the complainant may appeal to the superintendent within five working days of receiving the Step Two decision. The superintendent shall review the complaint, and may confer with the complainant and other parties involved. The superintendent will issue a conclusion in writing to the complainant within 15 working days after receiving the written appeal. 

The Board: Step Four 

If the complainant is dissatisfied with the superintendent’s findings and/or conclusion, the complainant may appeal the decision to the Board within five working days of receiving the superintendent’s decision. The Board may hold a hearing to review the findings and conclusion of the superintendent, to hear the complaint and to hear and evaluate any other evidence as it deems appropriate. The Board may use executive session if the subject matter qualifies under Oregon law. Appropriate action may include, but is not limited to, holding a hearing, requesting additional information, and adopting the superintendent’s decision as the district’s final decision. All parties involved, including the school administration, may be asked to attend such hearing for the purposes of making further explanations and clarifying the issues. 

If the Board chooses not to hear the complaint, the superintendent’s decision is final. 

The complainant shall be informed in writing or in electronic form of the Board’s decision within 30 days from receipt of the appeal by the Board. The Board’s decision will address each allegation in the complaint and contain reasons for the district’s decision. The Board’s decision will be final. 

The timelines may be extended upon written agreement between the district and the complainant. 

Complaints against the superintendent should be referred to the Board chair on behalf of the Board. The Board chair shall present the complaint to the Board. If the Board decides an investigation is warranted, the Board may refer the investigation to a third party. When the investigation is complete, the results will be presented to the Board. After receiving the results of the investigation, the Board shall decide in open session what action, if any, is warranted. The Board may use executive session if the subject matter qualifies under Oregon law. A final written decision regarding the complaint shall be issued by the Board within 30 days of receipt of the complaint. The written decision of the Board will address each allegation in the complaint and reasons for the district’s decision. 

Complaints against the Board as a whole or against an individual board member should be made to the Board chair on behalf of the Board. The Board chair shall present the complaint to the Board. If the Board decides an investigation is warranted, the Board may refer the investigation to a third party. When the investigation is complete, the results will be presented to the Board. After receiving the results of the investigation, the board shall decide in open session what action, if any, is warranted. A final written decision regarding the complaint shall be issued by the Board within 30 days of receipt of the complaint. The written decision of the Board will address each allegation in the complaint and reasons for the district’s decision. 

Complaints against the Board chair may be made directly to the Board vice chair on behalf of the Board. The Board vice chair shall present the complaint to the Board. If the Board decides an investigation is warranted, the Board may refer the investigation to a third party. When the investigation is complete, the results will be presented to the Board. After receiving the results of the investigation, the Board shall decide in open session what action, if any, is warranted. A final written decision regarding the complaint shall be issued by the Board within 30 days of receipt of the complaint. The written decision of the Board will address each allegation in the complaint and reasons for the district’s decision. 

The district’s final decision for a complaint processed under this administrative regulation that alleges a violation of OAR Chapter 581, Division 22 (Standards), ORS 339.285 - 339.303 or OAR 581-021-0550 to 581-021-0570 (Restraint and Seclusion), or ORS 659.852 (Retaliation), will be issued in writing or electronic form. The final decision will address each allegation in the complaint and contain reasons for the district’s decision. If the complainant is a student, parent or guardian of a student attending school in the district or a person that resides in the district, and this complaint is not resolved through the complaint process, the complainant may appeal with the district’s final decision to the Deputy Superintendent of Public Instruction as outlined in Oregon Administrative Rule (OAR) 581-002-0001 – 581-002-0023. 

If the complaint alleges discrimination pursuant to ORS 659.850 (Discrimination) and the complaint is not resolved at the local level through the Board’s administrative regulation AC-AR - Discrimination Complaint Procedure, the complaint may meet the criteria to file an appeal with the Deputy Superintendent of Public Instruction as outlined in OAR 581-002-0001 - 581-002-0023. 

Revised/Reviewed: 1/04/07; 5/13/10; 9/09/15; 6/13/18; 8/23/23; 12/18/24; 2/26/25 

Any person, including students, staff, visitors and third parties, may file a complaint. Complaints regarding discrimination or harassment, on any basis protected by law, shall be processed in accordance with the following procedures:

Step One 

Complaints of sex-based discrimination received by the district, in addition to the procedures outlined below, must follow additional requirements in AC-AR(2) - Sex-Based Discrimination Complaints. Complaints may be oral or in writing and may be filed with the principal or civil rights coordinator. Any staff member that receives an oral or written complaint shall report the complaint to the principal. If a complaint is filed with the civil rights coordinator, the civil rights coordinator will forward it to the principal. If a complaint is filed with the principal, the principal will notify the civil rights coordinator of the complaint. The civil rights coordinator will oversee the investigation conducted by the principal and ensure the investigation is resolved. The principal shall ensure that any required notices are provided.1 The principal shall investigate and determine action to be taken, if any, and reply in writing to the complainant within 10 school days of receipt of the complaint.

Step Two 

If the complainant wishes to appeal the decision of the principal, the complainant may submit a written appeal to the superintendent or designee within five school days after receipt of the principal’s response to the complaint. The superintendent or designee shall review the principal’s decision and may meet with all parties involved. The superintendent or designee will review the merits of the complaint and the principal’s decision. The superintendent or designee will respond in writing to the complainant within 10 school days.

Step Three 

If the complainant is not satisfied with the decision of the superintendent or designee, a written appeal may be filed with the Board within five school days of receipt of the superintendent’s or designee’s response to Step 2. The Board may decide to hear or deny the request for appeal at a Board meeting. If the Board decides to hear the appeal, the Board may meet with the concerned parties and their representative at a Board meeting. The Board’s decision will be final and will address each allegation in the complaint and contain reasons for the Board’s decision. A copy of the Board’s final decision shall be sent to the complainant in writing or electronic form within 30 days of receipt of the appeal by the Board.

If the principal is the subject of the complaint, the individual may start at Step 2 and should file a complaint with the superintendent or designee. The superintendent will notify the civil rights coordinator.

If the superintendent is the subject of the complaint, the complaint may start at Step 3 and should be referred to the Board chair. The Board may refer the investigation to a third party. The Board chair will direct notification to the civil rights coordinator. Complaints against the Board as a whole or against an individual Board member, may start at Step 3 and should be submitted to the Board chair and may be referred to district counsel. The Board chair will direct notification to the civil rights coordinator.

Complaints against the Board chair may start at Step 3 and be referred directly to the Board vice chair. The Board vice chair will direct notification to the civil rights coordinator.

All complaints, including those starting at Step 2 or later, will meet all legal requirements. The civil rights coordinator will oversee these requirements.

The timelines established in each step of this procedure may be extended by mutual agreement between the district and complainant. The complainant may appeal the district’s final decision to the Deputy Superintendent of Public Instruction under Oregon Administrative Rule (OAR) 581-075-0001 - 581-075-0045 (the rules are amended by OAR 581-075-0901 until April 30, 2025) if: the complainant resides in the district, is the parent/guardian of a student who attends school in the district, or is a student; AND 1) the complainant has exhausted local complaint procedures; 2) the district failed to render a written decision within 30 days of submission of the complaint at any step (unless the district and complainant have agreed in writing to a different time period for that step); or 3) the district failed to resolve the complaint within 90 days of the initial filing of the complaint.

Reynolds School District is committed to ensuring that all investigations, including those related to personnel, civil rights, and Title IX matters, are conducted in a manner that is free from bias and conflicts of interest. By following this policy, the District aims to uphold the integrity of its investigative processes and maintain a fair and equitable environment for all students, staff, and families.

Purpose

The purpose of this policy is to ensure that all investigations conducted within Reynolds School District, including but not limited to personnel investigations, civil rights complaints, and Title IX matters, are fair, impartial, and free from conflicts of interest. This policy provides clear procedures for handling conflicts of interest when they arise, ensuring that parties to an investigation are treated equitably and that investigations are conducted without bias.

Scope

This policy applies to all District employees involved in conducting the investigations, including administrators, principals, assistant principals, directors, and managers.

General Principles

• Investigators must remain impartial and objective at all times. 
• Any individual who has a conflict of interest due to bias, relationships with a party involved, or any other factor must recuse themselves from overseeing or participating in the investigation. 

Definitions

Conflict of Interest: A situation in which a person’s personal interests or relationships with any party involved in the investigation may compromise their objectivity, impartiality, or ability to carry out a fair investigation. This may include, but is not limited to, personal relationships, familial connections, or financial interests that could affect the perception or outcome of the investigation.

Procedure for Handling Conflicts of Interest 

1. Recusal of Principal 

If the principal or lead investigator in a personnel or Title IX investigation identifies or is informed of a conflict of interest due to bias, relationship to a party involved in the complaint (student, staff, parent, or advisor), or any other factor that may impair impartiality, the individual must recuse themselves from the investigation.

2. Escalation Process

• If the principal is conflicted out of the investigation, the investigation will be referred to an Assistant Principal.
• If the Assistant Principal is conflicted out or unavailable, the investigation will be escalated to the Director of Schools.
• If the Director of Schools is conflicted out, the investigation will be transferred to the Manager of Civil Rights and Title IX or the Executive Director of Human Resources, depending on the nature of the complaint.

3. Special Considerations

• If the complaint involves the Manager of Civil Rights and Title IX, or if the Manager has a conflict of interest or bias, the Executive Director of Human Resources or their designee will assume responsibility for conducting the investigation or will assign an external, independent investigator to handle the case.
• If the complaint involves the Executive Director of Human Resources or Superintendent, or if either of these individuals is conflicted out, an outside investigator will be appointed to conduct the investigation. This ensures that impartiality and fairness are maintained throughout the investigation process.
• If the complaint involves a superior but otherwise would fall within the scope of the investigator’s duties, the investigation will be elevated to a higher level (i.e. an assistant principal will not be tasked with investigating a principal).
• If a specific case is deemed by the Superintendent, Executive Director of Human Resources, or the Manager of Civil Rights and Title IX to be complex or require special attention, then the investigation can be elevated to a higher-level administrator or external investigator.

4. Appointment of Outside Investigators

• In cases where internal personnel are unable to handle the investigation due to conflicts of interest, the District will appoint a qualified external investigator. The external investigator will be selected based on their expertise in civil rights, Title IX, or personnel investigations, as applicable to the nature of the complaint.
• The external investigator will report directly to the Manager of Civil Rights and Title IX, Executive Director of Human Resources, Superintendent, or Board of Education, depending on the specific circumstances of the case.

5. Notification and Documentation

• If the investigation has already been initiated, all parties involved in the investigation will be notified promptly of any changes in the investigation process, including recusal and referral to another administrator or external investigator.
• The District will maintain thorough documentation of the conflict of interest and the steps taken to ensure a fair and impartial investigation.