Enrollment. Students have the opportunity to participate in sports like futsal and floor hockey or group games like capture the flag.

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1 Dear Parents and Guardians, Enrollment It is our pleasure to offer your student the opportunity to attend ACE After School and Before School Program offered by the Community Programs Department of the Napa County Office of Education. Daily students will participate in: Homework support 45 Minutes Homework support daily which can be extended until homework is complete Snack 15 Minutes A nutritious snack will be served daily Maker Physical Activity Enrichment 45 Minutes Students work through the design process to complete team challenges or venture out on their own to design a solution to a real world problem. Students have the opportunity to participate in sports like futsal and floor hockey or group games like capture the flag. Each day staff provide opportunities for students to expand their horizons through 6 week activities ranging from cooking to yoga. Elective 45 minutes Students are able to choose between several activities ranging from arts and crafts, board games, more physical activity, or continuing with homework ACE also provides competitive team sports through our ACE Athletics Program with 5 week seasons and interscholastic games. An additional packet is required to participate in Athletics Co-ed Soccer Girls Volleyball Boys Basketball Girls Basketball Co-ed Futsal Co-ed Badminton Co-ed Track and Field ***Early Release Dates*** Program will be closed one Wednesday a month at 3:00 for Staff Development 9/27, 11/8, 1/10, 2/14, 3/21, 4/25, and 5/30 ACE will be closed the last three days of school: 6/4/18 6/7/18 Hours Before School Program Monday-Friday: 1.5 Hours Before School After School Program Monday-Friday: afterschool- 6:00pm PLEASE KEEP THIS FORM

2 STUDENT NAME: Grade: CONTRACT FOR SUCCESS ACE Team Members will: Support your child in becoming more proficient in literacy, learning and their critical thinking skills. Provide engaging and supportive activities for all students in a structured and safe environment. Provide information on student progress through written notes and/or phone calls. Parents/Guardians will: Make sure that your child(ren) attend the program daily Send a note or call ACE Program to notify staff of your student s absence. Make sure that your child follows the rules during ACE Support and encourage your child s education. Students may sign-out/be signed-out only between the hours of: 4:00 p.m. 4:10 p.m. 4:50 p.m. 5:00 p.m. 5:45 p.m. 6:00 p.m. *** A $5 fee will be charged for each pick-up outside of these hours without an approved note*** Students must sign-out and leave campus by 6:00 p.m. $1 per minute will be charged after 6:00 p.m. for late-pick-ups All accrued fees will be collected monthly. Unpaid fees will result in a suspension of service Students will: Sign-in to the before school program 1 hour before school at the latest Sign-in to ACE no later than 10 minutes after school Be ready to follow instructions and listen to directions of program staff. Take responsibility for completing projects and participating in activities. Work cooperatively with peers and program staff. ACE Behavior Policy The same behavior rules and guidelines in place during the regular school year also apply to the ACE Program. Students are expected to BE RESECTFUL, BE RESPONSIBLE, AND BE SAFE at all times. When situations arise where rules and guidelines are not being met, the following behavior system is in place. Please note that there is zero-tolerance for students fighting, students who instigate fights, bullying, physical or verbal abuse, discriminatory language, vandalism or theft of program or school property. Behavior Consequences: The ACE After School program has designed our discipline policy and student behavior contract to help students develop self-control, self-respect, respect for others and consideration for the rights and property of others. I. Verbal Warning ( 3 max) II. Conference with Supervisor III. Phone call home to parent/guardian IV. Suspension V. Behavior Contract VI. Removal From Program PLEASE KEEP THIS FORM

3 ACE Application Check-Off List Before submitting your ACE application, please make sure you have read, understood, signed, and fully completed all of the requested information in the packet. Please CHECK off after completing your application and before submitting. If your application is not complete, your student will not be enrolled in the program until all information is filled out. Enrollment with Emergency Information Use complete legal name Early release/late Arrival Form Must be filled out completely for early release Contract for Success Media Waiver NCOE Voluntary Participation form Complete if your student will participate in athletics Name of Student: Grade: Parent Signature: Parent

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5 *Please complete both sides ACE Before/Afterschool Enrollment This form must be complete to register your student. The Afterschool Program runs immediately after school - 6:00 p.m. The Before-school Program runs 1.5 hours before school daily. Student Name: First: Last: Date of Birth: / / Grade 2017/18: Sex: M/F After School Program Before-School Program *Must Attend 5 Days a week* Student ID # Parent or Guardian Parents or Guardian s Name(s): Address: Home Phone #: Mother/Guardian s Work Phone # Mother/Guardian s Cell# Father/Guardian s Work Phone# Father/Guardian s Cell # Person(s) authorized to pick up your child / Emergency Contacts: (Person must show picture I.D.) Name: Relationship: Phone#: Name: Relationship: Phone#: Do not let my child leave with (custody issues): My child has permission to sign out-without an adult or sibling. Yes No ***** STUDENTS MUST LEAVE CAMPUS IMMEDIATELY AFTER SIGNING OUT***** Student lives with: Parents Step Parents Foster Other Legal Guardian Other Primary Language: English Other: Is your child under medical care or taking any medication(s)? Yes No If yes, please check all of the following conditions that your child has and indicate if medication needs to be dispensed at school? Bee Sting Allergy Epi-pen Yes Vision / Hearing Glasses Asthma Inhaler Yes Special Needs / Disability: Diabetes Insulin Yes Other: Other Allergies: Does your child have an active: IEP 504 Plan None I authorize After School Program staff to discuss with school staff my child s IEP or Section 504 Plan as deemed necessary: Yes No Family Health Care: Physician s Name: Phone #: Address: Medi-Cal: Yes No Health Insurance# Please read: I hereby give permission for my child to enroll in the ACE Program and participate in its activities. I understand that ACE is not responsible for the time or manner in which my child may arrive or leave the school, and that the school and its property are not responsible for personal injury or loss of personal property. I also give authorization to a Medical Physician, in the event of an emergency, to provide emergency medical treatment for my child. All student/family information will be kept confidential. We may use statistics only (no names) for the purposes of funding/grant requirements for ACE. Parent or Guardian Signature: Date For Office Use Only Enroll Date: Initials: Media Cleared: Y N Sign Self Out: Y N Walk: Y N Athletics: Y N

6 ACE Before/Afterschool Camp Late Arrival and Early Release Policy Program Information: The ACE Program is open every school day immediately after school until 6:00 p.m. and before school 1.5 hours before school. We are closed the last 3 days of the school year. Attendance Policy: Students are expected to arrive on time and attend a minimum of 3 days or 9 hours a week. Failure to meet these minimums may jeopardize your student s space in the program. Late Arrival/Early Release Policy: We recognize that there may be circumstances that require students to arrive late or be released early from our programs. Students without a note may be released from the program between: 4:00-4:10, 5:00-5:10 and 5:45-6:00. Signing students out from the program outside these hours will result in a $5 fee per occurrence. Students signing out after 6:00 p.m. will be charged $1/minute after 6:00 p.m. The following issues are approved reasons for Late Arrival and Early Release and one of these codes MUST be used when signing your student out early on the sign-out sheet in the early release column. Reasons for Late Arrival to the Before School Program 1. Student attends another adult supervised program 2. Student receives district-sponsored transportation and cannot arrive at designated time 3. Family schedule makes it difficult for student to arrive on time 4. Student has other non-program obligations 5. Student has a medical appointment. 6. Weather conditions (especially if the student walks to school). Reasons for Early Release from the Afterschool program 1. Student attends another adult supervised program 2. Student receives district-sponsored transportation and must leave at a designated time. 3. Family schedule makes it difficult for student to leave or be picked up at 3:30 4. Student has other non-program obligations 5. Student has a medical appointment. 6. Weather conditions (especially if the student walks home). Students will only be released to a parent or guardian, or with written parent/guardian instructions. If a student has permission to sign-out on their own, please fill-out the information below: Student Name: Grade: Parent Name: Cell Phone: Days Student May Sign-out without an adult: Monday Tuesday Wednesday Thursday Friday My Student May: Walk Ride/Skate Be picked up by sibling ***Students must be physically signed out at ACE. Students may not remain on campus after signing out. Students will not be released early to wait for a ride in the parking lot nor will we accept phone calls to release students without prior authorization ***

7 STUDENT NAME: Grade: CONTRACT FOR SUCCESS ACE Team Members will: Support your child in becoming more proficient in literacy, learning and their critical thinking skills. Provide engaging and supportive activities for all students in a structured and safe environment. Provide information on student progress through written notes and/or phone calls. Parents/Guardians will: Make sure that your child(ren) attend the program daily Send a note or call ACE Program to notify staff of your student s absence. Make sure that your child follows the rules during ACE Support and encourage your child s education. Students may sign-out/be signed-out only between the hours of: 4:00 p.m. 4:10 p.m. 4:50 p.m. 5:00 p.m. 5:45 p.m. 6:00 p.m. *** A $5 fee will be charged for each pick-up outside of these hours without an approved note*** Students must sign-out and leave campus by 6:00 p.m. $1 per minute will be charged after 6:00 p.m. for late-pick-ups All accrued fees will be collected monthly. Unpaid fees will result in a suspension of service Students will: Sign-in to the before school program 1 hour before school at the latest Sign-in to ACE no later than 10 minutes after school Be ready to follow instructions and listen to directions of program staff. Take responsibility for completing projects and participating in activities. Work cooperatively with peers and program staff. ACE Behavior Policy The same behavior rules and guidelines in place during the regular school year also apply to the ACE Program. Students are expected to BE RESECTFUL, BE RESPONSIBLE, AND BE SAFE at all times. When situations arise where rules and guidelines are not being met, the following behavior system is in place. Please note that there is zero-tolerance for students fighting, students who instigate fights, bullying, physical or verbal abuse, discriminatory language, vandalism or theft of program or school property. Behavior Consequences: The ACE After School program has designed our discipline policy and student behavior contract to help students develop self-control, self-respect, respect for others and consideration for the rights and property of others. I. Verbal Warning ( 3 max) II. Conference with Supervisor III. Phone call home to parent/guardian IV. Suspension V. Behavior Contract VI. Removal From Program **Parents and Students must sign form in order for students to enroll in program** Parent/Guardian Signature Student Signature

8 ACE Athletics Calendar Before School Skills Clinics: 7:15-8:00 a.m. 2-3 weeks prior to season Check with Athletic Director for details Students who attend receive priority athletics registration Practices: Mandatory M, Tu,Thu Afterschool to 5:00 p.m. Make-up Practices on Fridays Games: Start at 4:00pm 7 th and 8 th grade teams play on M and W 6 th grade teams play on Fridays Jamborees: Start at 3pm Last week of the season 7 th and 8 th are on Wednesdays 6 th are on Fridays Season Jamboree Date Jamboree Location Soccer August 21, th and 8 th 9/20/17 Redwood Middle School September 22, th 9/22/17 Girls Volleyball September 25, th and 8 th 11/1/17 Redwood Middle School November 2, th 11/3/17 Boys Basketball November 6, th and 8 th 12/13/17 Silverado Middle School December 15, th grade 12/15/17 Girls Basketball January 8, th and 8 th 2/7/18 Harvest Middle School February 9, th 2/9/18 Futsal February 12, th and 8 th 3/14/18 Redwood Middle School March 16, th 3/16/18 Badminton March 19, 2018 Badminton Singles 4/11/18 Silverado Middle School April 20, 2018 Badminton Doubles 4/18/18 Silverado Middle School Track and Field April 23, 2018 May 31, 2018 Track and Field 5/9/18 Track and Field 5/16/18 Redwood Middle School Silverado Middle School Track and Field 5/23/18 All-City Meet 5/30/18 Harvest Middle School Harvest Middle School *****Sport specific schedules will be released with each season. *****

9 ACE Athletics Sponsorship Form Tax ID # ACE facilitates an athletics program, which features a total of 7 sports. Sports include Indoor Soccer, Outdoor Soccer, Girls Basketball, Boys Basketball, Track and Field, Girls Volleyball, and Badminton. ACE athletics brings the community together in support of our local middle school youth. We have an experienced coaching staff as well as an enthusiastic and supportive parent base. Sponsors play a vital role in the success of ACE! Your contribution will go towards supplying youth with uniforms they can wear with pride. In addition, program sponsorship provides great name recognition for your business or organization, which identifies the sponsor throughout the community as an advocate for youth sports. We hope you will become an integral part in making a difference in the lives of today s youth! *Your donation will guarantee your logo displayed the jerseys of the team/s you sponsor and on our sponsor sign at all ACE athletic events. We have several levels of sponsorship opportunities available: Bronze Level Sponsorship (1 team, 1 sport, 1 school): Donation of $500 first year /$300 second year /$200 third year Silver Level Sponsorship (3 teams, 1 sport, 1 school): Donation of $1350 first year /$300 second year /$200 third year Gold Level Sponsorship (3 teams, 1 sport, 3 schools): Donation of $3800 first year /$300 second year /$200 third year Business Name: Contact: Telephone: Sponsorship Level: Sponsorship Amount: For questions about becoming a sponsor, or more sponsorship options please contact Casey Wedding: ccwedding@napacoe.org

10 NAPA COUNTY OFFICE OF EDUCATION VOLUNTARY ACTIVITY PARTICIPATION FORM (INCLUDING WAIVERS AND RELEASES OF POTENTIAL CLAIMS, AND STATEMENT OF OTHER OBLIGATIONS) All sections of this Agreement must be completed, with the signed original delivered to the School Office, before a Student will be allowed to participate in any manner in the Activity defined below A separate Agreement is required for each Activity in which the Student may participate. Name of Student Grade: School: Address: Activity/Club/Class/Program: DOB: Telephone: Athletics In Consideration for the Student s ability to participate in a Student Activity, Student Club, and/or a Special Class or Program (including after-school programs or classes involving special risks of harm or injury) listed above (the Activity ), including any try out or process used to select members to join or participate in the listed Activity, or attendance or participation in any Activity meeting, class, competition, show, event, or presentation, including travel to and from any meeting, class, competition, show, event, or presentation ( Activities ), the Student and the Parent or Legal Guardian ( Adult ) signing this Agreement agree as follows: 1. It is a privilege, not a right, to participate in extra-curricular activities, including Activities. The privilege may be revoked at any time, for any reason, that does not violate Federal, State or NCOE laws, policies or procedures. There is no guaranty that the Student will make the Team, remain on the Team, or actively participate in Team events, shows, performances, or competitions. Such matters shall remain exclusively within the judgment and discretion of NCOE and its employees. 2. The Student and Adult understand the nature of the Activity, and its associated Activities, and the Student voluntarily wishes to participate in the Activities. The Adult consents to the Students involvement in the Activities. 3. The Student shall comply with the instruction and directions of Activity teachers, coaches, supervisors, chaperones, and instructors. During the Student s participation in Activities, as well as academic and/or other school activities, the Student shall comply with all applicable Codes of Conduct. The Student shall also generally conduct himself/herself at all times in keeping with the highest moral and ethical standards so as to reflect positively on himself/herself, the Activity and NCOE. Failure to meet these obligations may, in the discretion of NCOE, result in immediate removal from Activities and a prohibition against any future involvement in Activities or other extra-curricular activities. Should the violation of these obligations also result in bodily injury or property damage during Activities, the Adult will (a) pay to restore or replace any property damaged as a result of the Student s violation, (b) pay any damages caused to bodily injury to an individual, and (c) defend, protect and hold NCOE harmless from such property damage or bodily injury claims. 4. Participation in Activities might result in injuries, potentially including serious or life threatening injuries or death. Injuries might arise from the Student s actions or inactions, the actions or inactions of another Student or participant in Activities, or the actual or alleged failure by NCOE employees, agents or volunteers to adequately coach, train, instruct, or supervise Activities. Injuries might also arise from an actual or alleged failure to properly maintain, use, repair, or replace physical facilities or equipment available for Activities. All such risks are deemed to be inherent to the Student s participation in Activities. By this Agreement, the Student and Adult are deemed to fully assume all such risks and, in consideration for the right of the Student to participate in Activities, understand and agree that to the fullest extent allowed by law they are waiving and releasing any potential future claim they might otherwise have been able assert against NCOE, or any Board Member, employee, agent or volunteer of NCOE ( Released Parties ) by or on behalf of the Student or any parent, administrator, executor, trustee, guardian, assignee or family member and further understand that transportation to or activities at another location are field trips or excursions for which there is complete immunity pursuant to Education Code AGREEMENT FOR ACTIVITY PARTICPATION Original to be held on file in the Main Office for a period of one (1) year after the date the Team Participation Ends Page 1 of 2

11 5. If the Student believes that an unsafe condition or circumstance exists, or otherwise feels or believes that continued participation in Activities might present a risk of Injury, the Student will immediately discontinue further participation in Activities, notify School personnel of the Student s belief, and notify a parent or guardian of the Student s belief. Any parent or guardian of the Student shall, thereafter, not allow the Student to participate in Activities until the unsafe condition or circumstance is remedied, with any question or concern regarding the alleged existence of the unsafe condition or circumstance addressed to their satisfaction. 6. Emergency medical information regarding the Student is on file with NCOE and is current. The Adult agrees to provide updated medical information during the course of the Student s participation in Activities. If an injury or medical emergency occurs during Activities, NCOE employees, agents or volunteers have my express permission to administrator or to authorize the administration of urgent or emergency care, including the transportation of the Student to an urgent care or emergency care provider. In such circumstances, notice to me and/or the Emergency Contact of the injury or medical emergency may be delayed. Therefore, any urgent or emergency care provider has my express authority to conduct diagnostic or anesthetic procedures, and/or to provide medical care or treatment (including surgery), as they may deem reasonable or necessary under all existing circumstances. All costs and expenses associated with such care are solely my responsibility. 7. Employees, agents or volunteers of NCOE, members of the press or media, or other persons who may attend or participate in Activities, may photograph, videotape, or take statements from the Student. Such photographs, videotapes, recordings, or written statements may be published or reproduced in a manner showing the Student s name, face, likeness, voice, thoughts, beliefs, or appearance to third parties, including, without limitation, webcasts, television, motion pictures, films, newspapers, yearbooks, and magazines. Such published or reproduced items, whether or not for a profit, may be used for security, training, advertising, news, publicity, promotional, informational, or any other lawful purpose. I hereby authorize and consent to any such publications or reproductions, without compensation, and without reservation or limitation. 8. This Agreement shall be governed by the laws of the State of California. This Agreement is to be broadly construed to enforce the purposes and agreements set forth above, and shall not be construed against the Released Parties solely on the basis that this Agreement was drafted by NCOE. If any part of this Agreement is deemed invalid or ineffective, all other provisions shall remain in force. No oral modification of this Agreement, or alleged change or modification of its terms by subsequent conduct or oral statements, is allowed. This Agreement contains the sole and exclusive understanding of the parties, with no other representation relied upon by the Adult or Student in determining whether to execute this Agreement or in agreeing to participate in Activities. BY SIGNING BELOW: (1) I AM GIVING UP SUBSTANTIAL ACTUAL OR POTENTIAL RIGHTS IN ORDER TO ALLOW THE STUDENT TO PARTICIPATE IN ACTIVITIES; (2) I HAVE SIGNED THIS AGREEMENT WITHOUT ANY INDUCEMENT OR ASSURANCE OF ANY NATURE, AND WITH FULL APPRECIATION OF THE RISKS INHERENT IN ACTIVITIES; (3) I HAVE NO QUESTION REGARDING THE SCOPE OR INTENT OF THIS AGREEMENT; (5) I, AS A PARENT OR LEGAL GUARDIAN, HAVE THE RIGHT AND AUTHORITY TO ENTER INTO THIS AGREEMENT, AND TO BIND MYSELF, THE STUDENT, AND ANY AND ANY OTHER FAMILY MEMBER, PERSONAL REPRESENTATIVE, ASSIGN, HEIR, TRUSTEE, OR GUARDIAN TO THE TERMS OF THIS AGREEMENT; (6) I HAVE EXPLAINED THIS AGREEMENT TO THE STUDENT, WHO UNDERSTANDS HIS/HER OBLIGATIONS. Printed Name of Parent/Guardian Signature Date As the Student, I understand and agree to all of obligations placed on me by this Agreement. Printed Name of Student Signature Date

12 Dear Parents/Guardians Please see the attached media release form for your student. By signing under authorization on the attached media release, The Napa County Office of Education may use your child s image in a publication, a video, online on a website or on social media, etc. Using photos and video of our students helps us share with the community the programs available through the Napa County Office of Education, and to celebrate the successes of our staff and students. Thank you for completing the attached media release form. -The Napa County Office of Education

13 Napa County Office of Education Student Photograph/Videotape/Interview/Audiotape Release Napa County Office of Education, including its employees, yearbook staff, newspaper staff, teachers, and volunteers, and/or independent members of the media, may attend or participate in District-sponsored events in which your Student may be photographed, videotaped, interviewed, or audiotaped for various publications (bulletin boards, newspapers, yearbook, website, social media etc.), broadcasts, or programs (educational or training programs). In order for the County Office or its personnel to take, use, publish, or allow to be published such items, we must have your agreement to the following terms and conditions: 1. The County Office is the sole owner of the photographs, videotapes, interviews, and/or audiotapes (except for interviews or items taken or prepared by an external public agency or media journalist), and shall have the sole right and discretion to distribute or publish such items as it may deem just and proper. The items may also be reformatted into student newspaper stories/photos, yearbook stories/photos, slides, PowerPoint presentations, bulletin board, website or social media postings, or other media releases, postings, or broadcasts. This Release extends to all such items, and any derivative media developed from the items, all of which should be considered protected property of the County Office, whether taken by employees, volunteers, or other agents of the County Office. 2. There is no right to financial reimbursement for your/your child s photographs, videotaped images, interviews, or audiotapes, nor do you have any ownership or other right or interest in such items, although upon the request of the Student or a Parent or Guardian, we will reasonably attempt to provide you with a copy of the item, at the cost of reproduction. External vendors or new media outlets, parents or fellow students, or other members of the public or community, with or without the County Office s express consent, may attend County Office-sponsored events and take photographs, interviews, videotapes, or audiotapes of your Student (individually or with others). We endeavor to advise such parties that they must not publish or use such items without your knowledge or consent, although we often have no ability to directly control the conduct of such individuals, particularly after they have left an event. If you ever have a reason to become concerned with such actions, or the potential use of photographs, interviews, videotapes, or audiotapes taken at a County Officesponsored event, please contact us immediately. AUTHORIZATION As the Parent/Legal Guardian of (Print Student Name), I authorize the County Office to photograph, videotape, interview, or audiotape my Student, and to use or distribute such items, in keeping with the above-terms. Date Parent/Guardian s Name (Print) Signature of Parent/Guardian DENIAL OF AUTHORIZATION As the Parent or Legal Guardian of (Print Student Name), except as required by law, I DO NOT authorize the District to photograph, videotape, interview, or audiotape my Student or to use or distribute such items in keeping with the above-terms. Date Parent/Guardian s Name (Print) Signature of Parent/Guardian

14 Uniform Complaint Procedures Uniform Complaint Procedures Uniform Compliance Officer Josh Schultz Deputy Superintendent (707) The Napa County Board of Education recognizes that the Napa County Office of Education (NCOE) has the primary responsibility to ensure compliance with applicable state and federal laws and regulations governing educational programs. The NCOE shall investigate and seek to resolve any complaints alleging failure to comply with such laws and/or alleging unlawful discrimination, harassment, intimidation, or bullying in accordance with the uniform complaint procedures. NCOE s uniform complaint procedures (UCP) shall be used to investigate and resolve the following complaints: 1. Any complaint alleging an NCOE violation of applicable state or federal law or regulations governing consolidated categorical aid programs, career technical and technical education and training programs, child care and development programs, child nutrition programs, special education programs, and the development and adoption of a school safety plan. 2. Any complaint alleging unlawful discrimination, including discriminatory harassment, intimidation, or bullying, in NCOE programs and activities against any person based on his/her actual or perceived characteristics of race or ethnicity, color, ancestry, nationality, national origin, ethnic group identification, age, religion, marital or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity, gender expression, or genetic information, or any other characteristic identified in Education Code 200 or 220, Government Code 11135, or Penal Code , or based on his/her association with a person or group with one or more of these actual or perceived characteristics 3. Any complaint alleging bullying in NCOE programs and activities 4. Any complaint alleging an NCOE violation of the prohibition against requiring students to pay fees, deposits, or other charges for participation in educational activities 5. Any complaint alleging that the NCOE has not complied with legal requirements related to the implementation of the Local Control and Accountability Plan (LCAP) 6. Any complaint alleging NCOE retaliation against a complainant or other participant in the complaint process or anyone who has acted to uncover or report a violation subject to this policy The County Board encourages the early, informal resolution of complaints at the site level whenever possible. The County Board recognizes that alternative dispute resolution (ADR) can, depending on the nature of the allegations, offer a process to reach a resolution to the complaint that is agreeable to all parties. One type of ADR is mediation, which shall be offered to resolve complaints that involve more than one student and no adult. However, mediation shall not be offered or used to resolve any complaint involving sexual assault or where there is a reasonable risk that a party to the mediation would feel compelled to participate. The Superintendent or designee shall ensure that the use of ADR is consistent with state and federal laws and regulations. In filing and investigating complaints, the confidentiality of the parties involved shall be protected as required by law. As appropriate for any complaint alleging retaliation, unlawful discrimination, or bullying, the Superintendent or designee shall keep confidential the identity of the complainant and/or the subject of the complaint, if he/she is different from the complainant, as long as the integrity of the complaint process is maintained. The County Board prohibits any form of retaliation against any complainant in the complaint process. Participation in the complaint process shall not in any way affect the status, grades, or work assignments of the complainant. In investigating complaints, the confidentiality of the parties involved and the integrity of the process shall be protected. As appropriate for any complaint alleging discrimination, harassment, intimidation, or bullying, the Superintendent or designee may keep the identity of a complainant confidential to the extent that the investigation of the complaint is not obstructed. Compliance Officer The Napa County Superintendent of Schools designates the following compliance officer to receive and investigate complaints and to ensure NCOE compliance with law: Deputy Superintendent 2121 Imola Avenue Napa, CA (707) Notifications The County Superintendent or designee shall annually provide written notification of the NCOE uniform complaint procedures to students, employees, parents/guardians, the NCOE advisory committees, school advisory committees, appropriate private school officials or representatives, and other interested parties. Procedures The following procedures shall be used to address all complaints which allege that the NCOE has violated federal or state laws or regulations governing educational programs. Compliance officers shall maintain a record of each complaint and subsequent related actions, including all information required for compliance with 5 CCR 4631 and All parties involved in allegations shall be notified when a complaint is filed, when a complaint meeting or hearing is scheduled, and when a decision or ruling is made. Step 1: Filing of Complaint Any individual, public agency or organization may file a written complaint of alleged noncompliance by the NCOE.

15 A complaint alleging unlawful discrimination shall be initiated no later than six months from the date when the alleged discrimination occurred, or six months from the date when the complainant first obtained knowledge of the facts of the alleged discrimination. A complaint may be filed by a person who alleges that he/she personally suffered unlawful discrimination or by a person who believes that an individual or any specific class of individuals has been subjected to unlawful discrimination. The complaint shall be presented to the compliance officer who shall maintain a log of complaints received, providing each with a code number and a date stamp. If a complainant is unable to put a complaint in writing due to conditions such as a disability or illiteracy, NCOE staff shall assist him/her in the filing of the complaint. Step 2: Mediation Within three days of receiving the complaint, the compliance officer may informally discuss with the complainant the possibility of using mediation. If the complainant agrees to mediation, the compliance officer shall make all arrangements for this process. Before initiating the mediation of a discrimination complaint, the compliance officer shall ensure that all parties agree to make the mediator a party to related confidential information. If the mediation process does not resolve the problem within the parameters of law, the compliance officer shall proceed with his/her investigation of the complaint. The use of mediation shall not extend the NCOE s timelines for investigating and resolving the complaint unless the complainant agrees in writing to such an extension of time. Step 3: Investigation of Complaint The compliance officer is encouraged to hold an investigative meeting within five days of receiving the complaint or an unsuccessful attempt to mediate the complaint. This meeting shall provide an opportunity for the complainant and/or his/her representative to repeat the complaint orally. The complainant and/or his/her representative shall have an opportunity to present the complaint and evidence or information leading to evidence to support the allegations in the complaint. A complainant s refusal to provide NCOE s investigator with documents or other evidence related to the allegations in the complaint, or his/her failure or refusal to cooperate in the investigation or his/her engagement in any other obstruction of the investigation may result in the dismissal of the complaint because of a lack of evidence to support the allegation. NCOE s refusal to provide the investigator with access to records and/or other information related to the allegation in the complaint, or its failure or refusal to cooperate in the investigation or its engagement in any other obstruction of the investigation, may result in a finding, based on evidence collected, that a violation has occurred and may result in the imposition of a remedy in favor of the complainant. Step 4: Response Unless extended by written agreement with the complainant, the compliance officer shall prepare and send to the complainant a written report of the NCOE investigation and decision, as described in Step #5 below, within 60 days of the NCOE receipt of the complaint. Step 5: Final Written Decision NCOE s decision shall be in writing and sent to the complainant. NCOE s decision shall be written in English and in the language of the complainant whenever feasible or as required by law. The decision shall include: 1. The findings of fact based on the evidence gathered 2. The conclusion(s) of law 3. Disposition of the complaint 4. Rationale for such disposition 5. Corrective actions, if any are warranted 6. Notice of the complainant s right to appeal the decision within 15 days to the California Department of Education (CDE) and procedures to be followed for initiating such an appeal 7. For discrimination complaints, notice that the complainant must wait until 60 days have elapsed from the filing of an appeal with the CDE before pursuing civil law remedies If an employee is disciplined as a result of the complaint, the decision shall simply state that effective action was taken and that the employee was informed of NCOE s expectations. The report shall not give any further information as to the nature of the disciplinary action. Appeals to the CA Department of Education If dissatisfied with the Napa County Office of Education s decision, the complainant may appeal in writing to the CDE within 15 days of receiving the Napa County Office of Education s decision. For good cause, the Superintendent of Public Instruction may grant an extension for filing appeals. When appealing to the CDE, the complainant must specify the reason(s) for appealing the NCOE s decision and must include a copy of the locally filed complaint and the NCOE s decision. Upon notification by the CDE that the complainant has appealed the decision of the NCOE, the Superintendent or designee shall forward the following documents to the CDE: 1. A copy of the original complaint 2. A copy of the decision

16 3. A summary of the nature and extent of the investigation conducted by the NCOE, if not covered by the decision 4. A copy of the investigation file, including but not limited to all notes, interviews, and documents submitted by the parties and gathered by the investigator 5. A report of any action taken to resolve the complaint 6. A copy of the NCOE s complaint procedures 7. Other relevant information requested by the CDE The CDE may directly intervene in the complaint without waiting for action by the NCOE when one of the conditions listed in 5 CCR 4650 exists. In addition, the CDE may also intervene in those cases where the NCOE has not taken action within 60 calendar days of the date the complaint was filed with NCOE. Appeals to the US Department of Education All complaints related to federally funded programs may be appealed to the U.S. Department of Education by either party after intervention by the CDE. Civil Law Remedies A complainant may pursue available civil law remedies outside of the Napa County Office of Education s complaint procedures. Complainants may seek assistance from mediation centers or public/private interest attorneys. Civil law remedies that may be imposed by a court include, but are not limited to, injunctions and restraining orders. For discrimination complaints, however, a complainant must wait until 60 days have elapsed from the filing of an appeal with the CDE before pursuing civil law remedies. The moratorium does not apply to injunctive relief and is applicable only if the NCOE has appropriately, and in a timely manner, apprised the complainant of his/her right to file a complaint in accordance with 5 CCR When an allegation that is not subject to the UCP is included in a UCP complaint, the county office shall refer the non UCP allegation to the appropriate staff or agency and shall resolve the UCP related allegation(s) through the NCOE s UCP. The following complaints shall not be subject to the county office s UCP but shall be referred to the specified agency: 1. Any complaint alleging child abuse or neglect shall be referred to the County Department of Social Services, the County Protective Services Division, and the appropriate law enforcement agency. 2. Any complaint alleging health and safety violations by a child development program shall, for licensed facilities, be referred to Department of Social Services and shall, for licensing exempt facilities, be referred to the appropriate Child Development regional administrator. 3. Any complaint alleging employment discrimination shall be sent to the California Department of Fair Employment and Housing and the compliance officer shall notify the complainant by first class mail of the transfer. 4. Any complaint alleging fraud shall be referred to the CDE. In addition, the NCOE s Williams Uniform Complaint Procedures, AR , shall be used to investigate and resolve any complaint related to sufficiency of textbooks or instructional materials, emergency or urgent facilities conditions that pose a threat to the health or safety of students or staff, or teacher vacancies and misassignments. Nothing in this policy precludes a complainant from pursuing available civil law remedies outside of the NCOE s complaint procedures. California Department of Education Contacts for Programs and Services Covered Under the Uniform Complaint Procedures Agricultural Vocational Education (916) Child Care and Development (including State Preschool) (916) Educational Equity (Discrimination, Harassment, Intimidation, Bullying and Civil Rights Guarantees) (916) Facilities (916) Class Size Reduction (916) Local Control Funding Formula (LCFF) Content or Procedures (916) Local Control Funding Formula (LCFF) Fiscal (916) NCLB: Titles I VII (916) Nutrition Services (including Child Nutrition) (916)

17 Career Technical Education and Workforce Development Centers (916) Special Education (800) Tobacco Use Prevention Education (916) Child Protective Services in Napa County (707) Social Services Licensing for Child Care Programs (916) Employment Discrimination (800) CDE Fraud Prevention Unit (916) Williams Uniform Complaint Office (800) Uniform Complaint Procedures Uniform Compliance Officer Josh Schultz Deputy Superintendent (707) Barbara Nemko, Ph.D. Napa County Superintendent of Schools 2121 Imola Avenue Napa, CA (707)