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HCPSS / POLICIES

Policy 2010 Implementation Procedures - Student Representation

Policy Document

Implementation Procedures

I. Communication Regarding Student Representation to the Board of Education

Information about opportunities to serve in student representation positions will be made available to secondary students on at least an annual basis through regular school and school system communication channels. Students, teachers, parents, and the public will be informed on an annual basis of the role of student representation to the Board of Education.

II. Student Member of the Board of Education

  1. Student Member of the Board of Education Eligibility:

    1. Must be a bona-fide resident of Howard County.

    2. Must be a regularly enrolled junior or senior in a Howard County Public School System (HCPSS) high school during the year of service on the Board of Education.

    3. Must submit a completed application developed by Howard County Association of Student Councils (HCASC) to align with the election process timeline. To seek and serve in the position, they must also include the parent information letter signed by a parent.

    4. Must be eligible to participate in extracurricular activities according to HCPSS policy.

  2. Application for Student Member of the Board of Education Timeline

    1. Applications for Student Member of the Board of Education are developed and distributed by HCASC to all interested students and all high school principals, at least 25 days prior to the application deadline each year.

    2. The HCASC Advisor or designee will review all applications for completeness and accuracy of information.

  3. Student Delegates and the Student Convention

    1. A Student Convention attended by student delegates from each secondary school will be convened to select two nominated candidates, and two alternate candidates for Student Member of the Board of Education.

      1. Each middle school will convene a committee to interview and select one student delegate from each grade. This committee will include the principal, the student council advisor or a counselor, and three middle school students. The three students on the committee, chosen by the principal, should be representative of the student body of each school. The committee will interview students who have submitted an application to be a student delegate representing their school at the Student Convention.

      2. Each high school will convene a committee to interview and select one student delegate from each grades, nine, ten, eleven, and three student delegates at large. This committee will include the principal, a SGA Advisor, and three high school students. The three students on the committee chosen by the principal should be representative of the student body of each school. The committee will interview students who have submitted an application to be a student delegate representing their school at the Student Convention.

      3. Each school will submit the names of the committee members and chosen delegates to the HCASC Advisor following the interviews.

    2. Student Delegates at the Student Convention will receive training provided by HCASC student leaders who are overseen by an HCASC Advisor in order to participate at the convention.

  4. Student Member of the Board of Education Nomination

    The Student Convention/voting will be held on a date determined by the Superintendent/designee and the HCASC Advisor within the Student Member of the Board of Education election timeline.

  5. Campaign Expectations and Candidate Preparedness

    1. Applicants/candidates must comply with the Student Member of the Board Candidate Rules and Expectations, the HCPSS Student Code of Conduct, and all HCPSS policies throughout the nomination and election process.

    2. Following the Student Convention, all candidates and their parents will be required to meet with the HCASC Advisor, the Board Administrator, school principal, and relevant HCPSS staff to review Board processes and the Student Member of the Board Candidate Rules and Expectations.

      1. No campaigning may begin until all training sessions conclude and the signature page is signed by the candidate and their parent.

      2. Signing the signature page ensures candidates understand and agree to the rules and expectations during the campaign and election processes.

    3. A complaint of an alleged infraction of the Student Member of the Board of the Board Candidate Rules and Expectations, the HCPSS Student Code of Conduct, or HCPSS policy by any individual must be submitted to the HCASC Advisor or Superintendent/designee to be processed.

      1. The HCASC Advisor and Superintendent/designee will share grievances with the Community Superintendent, school-based administrator, and applicant/candidate for review.

      2. Due process will be followed in the processing of a complaint, and a student found to be in violation will be subject to discipline or disqualification as provided in this policy.

    4. A Student Member of the Board of Education applicant/candidate/candidate-elect found to have violated the Student Member of the Board Candidate Rules and Expectations, the HCPSS Student Code of Conduct, or HCPSS policy will be subject to progressive disciplinary action that may include school level discipline and/or up to and including disqualification from running or serving as Student Member of the Board of Education.

      1. School level discipline will be determined by the respective school principal in accordance with the HCPSS Student Code of Conduct and Policy 9200 Student Discipline.

      2. Disqualification from being a candidate will be determined by the Superintendent/designee following due process.

      3. Students may complete the Formal Concern Form and Process to seek review at a higher administrative level.

    5. In the instances when a candidate/candidate-elect is disqualified from being a Student Member of the Board of Education, written notice of the decision will be sent to the applicant/candidate and their parents by the Community Superintendent and school-based administrator and the following process will be followed:

      1. If a candidate/candidate-elect is disqualified, the remaining candidate automatically becomes the Student Member of the Board of Education.

      2. If both candidates are disqualified, the first alternate automatically becomes the Student Member of the Board of Education.

      3. If both candidates and the first alternate are disqualified, the second alternate automatically becomes the Student Member of the Board of Education.

      4. In the case where a candidate is disqualified prior to voting, the voting process will still commence with just one option for Student Member of the Board of Education.

      5. In the case where both candidates and both alternates are disqualified, the Superintendent will appoint a Student Member of the Board of Education from the remaining Student Member of the Board applicants.

    6. Members of the Student Campaign Team must comply with the Student Member of the Board Candidate Rules and Expectations, the HCPSS Student Code of Conduct, and all HCPSS policies throughout the nomination and election process.

      1. Each candidate will provide the names of their Student Campaign Team to the HCASC Advisor.

      2. All Student Campaign Team members will be required to meet with the HCASC Advisor, the Board Administrator, and relevant HCPSS staff to review Board processes and the Student Member of the Board Candidate Rules and Expectations.

        1. No student may serve on a candidate’s campaign team until all training sessions conclude and the signature page is signed by the student.

        2. Signing the signature page ensures Student Campaign Team members understand and agree to the rules and expectations during the campaign and election process.

      3. The HCASC Advisor will provide each member of the Student Campaign Team with a copy of the Student Member of the Board Candidate Rules and Expectations, and notice that violation of the Student Member of the Board Candidate Rules and Expectations, the HCPSS Student Code of Conduct, or HCPSS policy will be subject to progressive disciplinary action that may include school level discipline and/or up to and including disqualification service as a member of the Student Campaign Team.

  6. Election Procedures

    1. The length of the campaign will be up to twenty (20) scheduled school days.

    2. Campaigning will commence during dates established by the HCASC Advisor and student leaders and communicated to candidates as part of the election timeline.

    3. Candidates will work with HCASC to schedule promotional opportunities for candidates.

    4. Guidelines for campaign materials for candidates will be developed by HCASC, subject to the approval of the Superintendent/designee and HCASC Advisor.

    5. Candidates and all members of the Student Campaign Team will lead and manage family, friends, and school support to remain positive and constructive to the campaign process.

    6. Candidates and their Student Campaign Teams cannot seek or promote endorsement from any HCPSS or outside groups, political organizations, interest groups, or endorsements of any kind from anyone other than individual HCPSS students.

    7. To ensure equity, and because most social media platforms’ terms of service do not permit all secondary students from engaging, the following platforms will be the only official ones recognized as part of the campaign process. All campaign materials to be posted to these platforms must be reviewed and approved in a timely manner by the Superintendent’s Designee/HCASC Advisor in collaboration with the HCASC Election Coordinating Committee before posting.

      1. Posters or flyers may be displayed in HCPSS school buildings.

      2. Candidates may secure a URL and host a website.

      3. Information may be posted to the Learning Management System used by the school system.

    8. Candidates must comply with all HCPSS policies and the Student Member of the Board Rules and Expectations at all times and on all platforms whether using official ones recognized as part of the campaign process or any other platforms and strategies.

    9. Election of the Student Member of the Board of Education will be carried out by confidential ballot in each secondary school. Voting will be conducted by a date determined and included as part of the election timeline and at a designated time determined by each school administrator. Ballots will be submitted to HCASC within five school days of the election.

      1. At the high school level, voting for the Student Member of the Board of Education will be administered in accordance with this policy, these procedures, HCASC election rules, and with oversight by school administration. Voting for the Student Member of the Board of Education will be conducted in combination with the SGA general election when possible.

      2. At the middle school level, voting will be administered by a school-based administrator who will ensure that the election is administered in accordance with this policy, these procedures, and HCASC election rules.

    10. The Superintendent/designee will notify the Board that the Student Member-Elect was elected in accordance with all policies and procedures in and enforceable by this policy.

      1. Public notification of election results will be issued by the HCPSS Office of Public Information, at which time HCASC and the Student Member of the Board candidates may share results.

      2. The HCASC Advisor will present official results and review of the election process at a Board of Education meeting prior to the end of June.

      3. The Student Member-Elect will then become the Student Member of the Board of Education and take office at the first meeting in July.

    11. HCASC may develop additional election rules as necessary, subject to the approval of the Superintendent/designee.

  7. Student Member of the Board of Education Responsibilities

    1. Participate in Board meetings, assigned committee meetings and exercise the right to vote, in accordance with this policy and The Annotated Code of Maryland, Education Article § 3-701.

    2. Participate in public functions of the Board. For events that occur during the school day, the Student Member of the Board of Education will:

      1. Obtain parent permission to be absent from school.

      2. Follow all school attendance procedures.

      3. Notify the HCASC Advisor of the need to miss all or part of a school day(s).

        When all of these procedures are followed, the absence will be coded as “lawful.”

    3. Prepare for Board meetings and discussions by reading the relevant pre-meeting materials and soliciting the input of a diverse representation of student stakeholders.

    4. Attend all HCASC Officer team meetings.

    5. Meet with Student Representatives as necessary.

    6. Establish the rotation in collaboration with the Board Administrator for Student Representatives to participate in the regular Board meetings.

    7. Work with the Board Administrator to update the orientation binder to be passed on to the next Student Member of the Board of Education.

    8. Attend an introductory meeting with the Board Chair.

  8. Student Member of the Board of Education Scholarship

Student Member of the Board of Education who completes a full term on the Board will be entitled to a scholarship of $5,000 to be applied to the student’s higher education cost.

III. Student Representatives

  1. Student Representatives Qualifications

    1. Must be regularly enrolled in an HCPSS high school.

    2. Must have parent permission to seek and serve in the position.

    3. Must meet academic eligibility requirements for participation in extra-curricular activities.

  2. Student Representatives Responsibilities

    1. High school Student Representatives will attend Board meetings in accordance with the schedule established by the Student Member of the Board of Education and Board Administrator in order to share a presentation.

    2. Student Representatives will seek student opinions on matters that come before the Board and inform students of opportunities to engage with the Board of Education and HCPSS leaders, including Public Forum and HCASC meetings.

    3. Student Representatives will maintain an active role in HCASC and present/share ideas, concerns, and feedback on matters related to the Board at monthly HCASC general assembly meetings and with the Student Member of the Board of Education.

IV. School-Based Administrators

School-based administrators at secondary schools are expected to:

  1. Meet with each Student Member of the Board applicant from their school to clarify expectations detailed in HCPSS policies and the Student Member of the Board Candidate Rules and Expectations, discuss the time commitment required by a Student Member of the Board, and answer questions.

  2. Serve as the initial point of contact regarding questions or concerns that may arise during the campaign process and following the election of the Student Member of the Board of Education. The HCASC Advisor and Superintendent/designee will act as liaisons to the school-based administrator to students and Central Office leadership.

  3. Promote information about the Student Member of the Board of Education, student delegate selection process, Student Convention, Student Representatives, and (s)election to the students, staff, and school community on a regular basis throughout the school year.

  4. Follow the Convention Guidebook and expected timeline for the delegate selection processes and convention.

  5. Confirm the applicant is eligible to participate in extracurricular activities according to HCPSS policy.

  6. Enforce all HCPSS policies and the HCPSS Student Handbook and consider any disciplinary measures that may be taken based on the violation of the rules and expectations contained in those documents.

  7. Ensure applicants/candidates comply with the Student Member of the Board Candidate Rules and Expectations, the HCPSS Student Code of Conduct, and all HCPSS policies throughout the election process. Students who fail to comply with HCPSS policies and expectations may receive discipline in alignment with HCPSS Policy 9200 Student Discipline. Concerns should be relayed to their Community Superintendent when appropriate.

V. Monitoring

Policy 2010 implementation procedures will be overseen by the Division of School Management and Instructional Leadership.

VI. Definitions

Within the context of these implementation procedures, the following definitions apply:

  1. HCASC Advisor – Adult employed by the Howard County Public School System (HCPSS) to advise the Howard County Association of Student Councils (HCASC).

  2. First Alternate Candidate – The student applicant who receives the third highest number of student delegate votes at the student convention to select the Student Member of the Board of Education.

  3. Second Alternate Candidate – The student applicant who receives the fourth highest number of student delegate votes at the student convention to select the Student Member of the Board of Education.

  4. Student Campaign Team – Any student who works on behalf of a Student Member of the Board candidate in an official capacity as reported to the Superintendent/designee and HCASC Advisor. Members of the Student Campaign Team must follow all rules and expectations outlined in this and other policies and documents.

  5. Student Convention – An assembly of secondary student delegates who nominate two candidates and two alternate candidates for Student Member of the Board of Education.

  6. Student Delegate – A secondary student in grades six through eleven selected to represent their school at the Student Convention and submit a vote to determine the Student Member of the Board candidates and alternate candidates for Student Member of the Board of Education.

  7. Student Member-Elect – A student elected to be the Student Member of the Board of Education for the new term.

  8. Student Member of the Board Applicant – An eligible student who applies to appear at the Student Convention and runs to be one of the two final candidates for Student Member of the Board of Education.

  9. Student Member of the Board Candidates – The top two Student Member of the Board applicants who received the first and second most votes from student delegates at the Student Convention.

VII. References

  • HCPSS Student Code of Conduct

  • Student Member of the Board Candidate Rules and Expectations

VIII. History

ADOPTED: March 12, 1992

REVIEWED: December 21, 2015

MODIFIED:

REVISED:

  • November 8, 2001

  • May 25, 2006

  • December 10, 2009

  • April 15, 2010

  • January 12, 2017

  • January 13, 2022

EFFECTIVE: January 13, 2022

Policy History Key

  • Adopted-Original date the Board took action to approve a policy
  • Reviewed-The date the status of a policy was assessed by the Superintendent’s Standing Policy Group
  • Modified-The date the Board took action to alter a policy that based on the recommendation of the Superintendent/designee did not require a comprehensive examination
  • Revised-The date the Board took action on a that policy based on the recommendation of the Superintendent/designee needed a comprehensive examination
  • Effective-The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.