13.4 Code of Conduct for Parents

13.5 Illness Policy

13.6 Correction and Conflict Resolution

13.6.1 Correction

While most students behave appropriately at ASA, occasionally, a student (or MAC child) behaves in a way that requires correction.

If there is need for correction, a mentor or parent should first speak directly to the student, then involve a parent, and only involve the Board when absolutely necessary (as outlined in the Correction and Conflict Resolution Flowchart)

If student behavior is brought to the attention of the Board but is not serious enough to warrant an official investigation (see Section 13.8), the Board may decide to:

• Give the student an official warning

• Require a parent to supervise a student while at ASA or ASA-sponsored activities

• Take other action that seems appropriate to help the student appropriately modify their behavior

In all situations, a parent should be consulted to help come up with a solution that best meets the needs of both the student and ASA.

If a Formal Complaint is filed by an adult ASA member, the Board will immediately follow the steps as outlined in Section 13.8.3. 

If property is damaged, the Head of the Facilities Committee should always be notified even if the situation is resolved without officially involving the Board. 

13.6.2 Conflict Resolution

While everyone is doing their best, issues sometimes arise between students, parents, or an interaction between an adult and a student. When this happens, students may feel safe to confide in a mentor or another student. However, parents should always be involved (except in extreme cases where the parent is the issue). Parents then can help advocate for their child as they seek to resolve the issue.

Most issues can be resolved with parties talking directly with each other. Only when this does not resolve the issue should additional parties be involved. Parents and students should work through committees to resolve most concerns. The Board of Directors should only be involved as a last resort when a Formal Complaint needs to be filed. See Section 13.6.2 for details.

Whenever possible, committees do their best to mediate solutions between parties if a situation arises. However if a situation can’t be resolved, a committee can escalate an issue and ask the Board to take responsibility for the situation. When this occurs, the Board works to resolve the issue in a way that is mutually beneficial to all parties.

Parents should always work through appropriate channels. Any requests brought directly to the Board must be using the Formal Complaint process, which triggers the Investigation Policy. (See Section 13.8.1)

If the Board becomes aware of a situation that is not filed as a Formal Complaint, the Board may choose to take action without the formal investigation policy going into effect.

13.6.3 Correction and Conflict Resolution Flowchart

The Conflict Resolution Flowchart outlines the steps to take when someone experiences or observes something that makes them feel uncomfortable, humiliated, threatened, or intimidated. 

Conflict Resolution Flowchart

13.7 Harassment and Bullying

13.7.1 Harassment Policy

When applying this policy, the following information may be useful:

• Conflict Resolution Chart

• Dress standards (part of the Student Code of Conduct)

• Investigation Policy

13.8 Investigation and Formal Disciplinary Procedures

One of the responsibilities of the Board of Directors is to protect the students and families involved at ASA. If a Parent Member of ASA files a formal complaint, a Formal Investigation is required.

The Board may also initiate a Formal Investigation if it becomes aware of a serious breach of a Code of Conduct.

13.8.1 Investigation Policy

13.8.2 Filing a Formal Complaint

Filing a Formal Complaint to the Board of Director triggers a series of events that must be followed by the Board. Therefore, before a parent or mentor files a complaint, every reasonable effort should be made to work things out between the parties involved prior to filing a complaint. A student may not file a formal complaint.

The Conflict Resolution Flowchart is helpful to know how best to proceed if there is an issue prior to filing a complaint.

Once other options are exhausted, if the situation is serious enough to warrant immediate action, or if the complaint rises from an event that impacted all the students or parents, a parent or mentor may file a Formal Complaint by sharing in writing and labeled as a formal complaint the details of their concerns and the steps already taken to resolve the issue.

13.8.3 Formal Complaint Investigation Procedure

Once a Formal Complaint has been received, the Board of Directors follows the following procedure in a timely manner. All decisions regarding the complaint are at the full discretion of the Board.

See Section 13.8.3.1 below for a simplified timeline of date deadlines to complete this procedure within correct timeframes.

Unless the Board determines otherwise, all written communication should be done using the AspireBOD@gmail.com account.

1. The Formal Complaint is forwarded to all members of the Board using communication channels that can be reviewed later if necessary (such as email). 

2. Within 24 hours, the claimant is sent an email acknowledging that their Formal Complaint has been received.

3. Within 72 hours, the Board completes steps 4 through 7.

4. The Board reviews the Formal Complaint and determines if all steps on the Conflict Resolution Flowchart have been followed. 

   1. The Board may choose to invite the claimant to complete the appropriate steps on these charts instead of continuing with a Formal Complaint. If so, the time requirements in this procedure are no longer applicable and no further action is taken.

   2. If the Board determines the Formal Complaint should be addressed, the following steps are then followed.

5. The Board reviews the Investigation Policy and Leave of Absence Policy to ensure that all guidelines are followed.

6. The Secretary creates a folder to store documentation in the ASA Investigations and Disciplinary Decisions folder of the Google Drive. Only the AspireBOD gmail account has access to this folder to ensure the confidentiality of all information related to the investigation.

7. The Board meets in person or video call to decide the following:

   1. Whether or not it is necessary to involve an outside authority (police, etc.)

      1. If it is determined that an outside authority should be involved, the Board contacts them immediately.

      2. The Board defers all decisions to the requirements or recommendations of the outside authority. An investigation may not be warranted if outside authorities are involved. 

      3. Any decisions that do not fall under the requirements or recommendations of the outside authority are made using the rest of this procedure.

   2. Whether or not a Leave of Absence should be instated.

      1. If a Leave of Absence is required, the accused party is informed within 24 hours of the decision.

      2. The claimant is notified whether or not a Leave of Absence is happening.

   3. When, within 7 additional days, the Board will meet again following the investigation period.

8. The Board investigates the items shared in the Formal Complaint. This may include interviewing the claimant and/or their child/children, as well as interviewing witnesses. The claimant may suggest what they would like to see as a result of the investigation, but the Board makes all final decisions regarding the situation. The Board summarizes their findings in writing.

9. The Board meets with the accused to allow them to present their side of the story. This information is added to the summary.

10. Within 8 days of the previous meeting, the Board meets in person or video call to determine actions that need to be taken based on the investigation. Steps can include but are not limited to restitution, warning, or dismissal. The accused, as well as the parent of the accused if the accused is a student, may be invited to share their opinion as to what the appropriate response could be, but the final decision is made by the Board. All decisions are then documented.

11. Within 72 hours of the followup meeting, the Board informs both the claimant and the accused of the results in writing. The Board may also decide to communicate in person if they determine that it would be helpful in the situation. As needed, the Board may also provide an organizational response to the situation, including communicating to mentors/committee members and some or all of the Parent Members and/or students.

12. Everything is documented:

    1. All summaries, decisions, and communication are added to the folder in the Google Drive.

    2. An official decision is recorded on the ASA Disciplinary Decisions document.

13. If necessary, the Board sets a review date by which the official decision should be reviewed and reconsidered.

14. The Board considers any additional organization response that would be appropriate, including specific training, creating/revising policies and procedures, or various other outcomes that mitigate risk, to help maintain the environment that is promoted in ASA’s vision and to help students proactively resolve issues that arise from these kinds of issues. 

Once this procedure is complete, the Formal Complaint is officially closed.

13.8.3.1 Formal Complaint Timeline Summary

The following timeline outlines the day by which the previous steps must be taken. Steps may be taken prior to the final day listed, and time of day matters to correctly follow procedure.

Day 1 Receive Formal Complaint

Day 2 Acknowledge complaint received

Day 4 Decide immediate actions; 

Set meeting date between Day 5 and Day 12 to decide post-investigation

Day 12 Investigation complete; decisions made

Day 15 Complainant and accused are informed of decision

13.8.4 Disciplinary Leave of Absence

13.8.5 Dismissal Policy