Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
1.401
11/06/23
Public Hearings
Rescinds:
Issued:
1.401
10/04/21
1
The Board may hold public hearings in the following circumstances:
2
1.
When a licensed employee is dismissed during a contract period. Any licensed employee
3
of the Board is entitled to a hearing, upon written request, 1 and shall be advised of the same
4
in the event of a dismissal;
5
6
2.
When a student has been suspended and the resolution has not been satisfactory;
7
8
3.
When a parent or legal guardian shall contest the school assignment of their child;² and/or
9
10
4.
When the Board deems it to be in the public interest.
11
Any individual(s) requesting a hearing before the Board will make such request in writing stating the
12
purpose of the hearing, the action desired, and, in the case of contesting a school assignment, the
specific reasons for requesting the transfer. All requests for hearings must be received by the Board or
14
director of schools within the time limit prescribed by law for that category of hearing.
Legal References
Cross References
1. TCA 49-2-203(a)(6); TCA 49-2-301(EE)(i); TCA
Board Committees 1.300
49-5-512
Appearances Before the Board 1.404
2.
TCA 49-6-3201
Separation Practices for Tenured Teachers 5.200
Separation Practices for Non-Tenured Teachers 5.201
Version Date: November8, 2023
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
1.402
11/06/23
Notification of Meetings
Rescinds:
Issued:
1.602
08/07/23
1
Adequate notice of meetings¹ in the case of regular meetings shall consist of the approval of a schedule
2
of all regular meetings for the Board for a year and subsequent posting of this list in the Board/director
3
of schools' office and in each of the public schools. The schedule shall also be sent to the president of
4
the local education association² and to the local news media for periodic announcement. No other notice
5
of regular meetings shall be necessary beyond those stated and the holding of the particular regular
6
meetings at the appointed times, if the date and time of the next regular meeting was announced at the
7
last held board meeting.
8
In the case of special board meetings, notice shall be posted in the same locations with notice sent to the
9
local news media and the president of the local education association, as in the case of regular meetings,
10
at least forty-eight (48) hours prior to the meeting.
11
The only exception permitted is in case of emergency, defined for this policy as "a sudden, generally
12
unexpected occurrence or set of circumstances demanding immediate action." In such exceptions, notice
shall be given to all appropriate parties as is practical.
14
All notices of special board meetings shall state the time, place, and purpose of the meeting.
15
Notice of all meetings with actionable items on the agenda, with the exception of teacher disciplinary
16
hearings, shall include information on how community members can participate in the public comment
17
portion of the board meeting. 3
Legal References
Cross References
1.
TCA 8-44-103
School Board Meetings 1.400
2. TCA 49-2-202(c)(1)
3.
Public Acts of 2023, Chapter No. 300
Version Date: November 8, 2023
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
1.403
11/06/23
Agendas
Rescinds:
Issued:
1.403
11/01/21
1
The Executive Committee of the Board shall be responsible for developing an agenda for each board
2
meeting. Any board member may place items on the agenda for discussion. The particular order may
3
vary from meeting to meeting in keeping with the business at hand.
4
For a regular board meeting, the agenda (which shall include the consent agenda), together with
5
supporting materials, shall be distributed to board members at least five (5) days prior to the scheduled
6
date of the meeting. The agenda shall be available for public inspection and/or distribution when it is
7
distributed to the board members. At the beginning of each meeting the Board shall, by a majority vote,
8
approve the agenda for the meeting, which may involve the addition to or deletion of items previously
9
included on the agenda. The Board, however, shall not revise board policies or adopt new ones, unless
10
such action has been scheduled.
11
Staff members or citizens of the district may suggest items for the agenda.
For items to be considered on the agenda, they must be received in the director of schools' office ten (10)
days prior to the scheduled date of the Monday meeting. The person(s) requesting an item on the agenda
14
shall forward any background information to the director of school's office so that the material will be
15
included in the delivery to the board members prior to the meeting.
16
ANNUAL AGENDA
17
At the beginning of each fiscal year, the Board shall adopt an annual planning calendar, stating month-
18
by-month actions required by law and those required to carry out the Board's annual goals and objectives
19
and the State Board of Education's performance standards.
Version Date: November 8, 2023
Hickman County School System
Agendas
1.403AP
COUNT SCHOOLS
1507
Hickman County Schools Board Agenda Item Request
Date:
Name of School:
Item Request:
Explanation:
Attachments (if necessary and appropriate):
Signature of Person requesting to be placed on the agenda:
Signature of Building Principal or Director of Schools:
6
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
1.405
11/06/23
Rules of Order
Rescinds:
Issued:
1.405
11/01/21
1
The rules contained in the current edition of Robert's Rules Of Order, Newly Revised, shall govern the
2
Board in all cases to which they are applicable, except as otherwise provided by any statutes applicable
3
to the Board, or by policies of this Board including the following exceptions:
4
VOTING METHOD
5
When a formal vote is taken on any question brought before the Board, the decision shall be made on
6
the basis of a majority of the membership of the Board. 1
7
Roll call votes will be used at the discretion of the chairman or upon the request of any board member.
8
Each member's vote shall be recorded in the minutes on a roll call vote. Upon request, any member's
9
individual vote may be recorded in the minutes. No secret votes shall be used. 2
10
CHAIRMAN'S PARTICIPATION
The person chairing a meeting may participate in discussion, make motions, and vote on all issues as
any other member without relinquishing the chair. 3
Legal References
1. TCA 49-2-202(g); Tenn. Att'y Gen. Op. No. 14-102
(Dec. 2, 2014)
2.
TCA 8-44-104(b)
3.
Reeder V. Trotter, 142 Tennessee 37 (1919)
Version Date: November 8, 2023
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
1.406
11/06/23
Minutes
Rescinds:
Issued:
1.406
11/01/21
1
The director of schools shall keep, or cause to be kept, complete and accurate minutes of all meetings of
2
the Board. 1 The draft of the minutes of the previous meeting shall be sent to all board members with the
3
agenda for the subsequent meeting. Following their approval by the Board, the minutes shall be signed
4
by the chairman and director of schools. The minutes shall become permanent records of the Board and
5
shall be made available to interested citizens and the news media upon request. 2,3 A copy shall be
6
provided to all board members, the president of the local education association, and to each of the schools
7
no more than thirty (30) days after approval by the Board. 4
8
The minutes shall include:
9
1.
The nature of the meeting (regular or special), time, place, date, board members present or
10
absent, and the approval of the minutes of the preceding meeting;²
11
12
2.
A record of all motions, proposals, and resolutions passed or denied by the Board, together
with the names of the members making and seconding the motions, and a record of the
members voting "aye" and "nay" in the event of a roll call vote;²
15
16
3.
Reports, documents, and objects relating to a formal motion may be omitted from the
17
minutes, if they are referred to and identified by title and date;⁵
18
19
4.
Names of persons addressing the Board and the purpose of their remarks; and
20
21
5.
A brief account of those items discussed, and whether or not any motions were made
22
regarding those items.
Legal References
Cross References
1. TCA 49-2-301(b)(1)(C)-(D)
Duties of Officers 1.201
2.
TCA 8-44-104(a)
3. TCA 10-7-503(a)(1)(B), (a)(2)(B)
4. TCA 49-2-203(a)(10)
5.
OP Tenn. Atty. Gen. 79-284 (June 11, 1979)
Version Date: November 8, 2023
Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
1.407
07/07/25
School District Records
Rescinds:
Issued:
1.407
02/05/24
1
The director of schools shall maintain all school district records required by law, regulation and board
2
policy. Any citizen of Tennessee shall be permitted during business hours to inspect public records
3
maintained by the school district unless otherwise prohibited by law. Any citizen of Tennessee may
4
request in writing and receive copies of open public records subject to the payment of reasonable
5
cost.
1,2,3,4
6
No records pertaining to individual students will be released for inspection by the public or any
7
unauthorized persons. In addition, information, records, and plans related to security and safety will not
8
be released for public inspection. 5
9
All requests to inspect or receive copies of records shall be submitted to the student data base
10
administrator, the district's public records request coordinator and records custodian.⁶
11
Prior to producing any record, the records custodian shall ensure confidential information is redacted.
12
Original documents remain intact and confidential information in copies produced for a requestor shall
be redacted. The director of schools shall develop a procedure to redact confidential information.
14
REQUESTS FOR INSPECTION²
15
Citizens requesting to inspect public records shall submit their request and a government issued photo
16
identification card with the citizen's address to the district's public records request coordinator during
17
normal business hours. Requests may be made in person, in writing, by telephone, or electronic mail
18
(email). The coordinator shall submit the information to the appropriate records custodian. The records
19
custodian will contact the citizen and indicate when the records will be available to inspect.
20
If the records cannot be made available within seven (7) business days, the records custodian shall
21
provide a records production letter indicating the time needed to complete the request.
22
If the request to inspect is denied, the records custodian shall provide the citizen with a records request
23
denial letter indicating the basis for the denial.
24
REQUESTS FOR COPIES²
25
Citizens requesting copies of public records shall complete and submit the Records Request Form and a
26
government issued photo identification card with the citizen's address to the district's public records
27
request coordinator during normal business hours. The coordinator shall submit the Records Request
28
Form to the appropriate records custodian.
79
The records custodian shall provide an estimate of the reasonable costs to produce the requested
records. The Tennessee Comptroller of the Treasury, Office of Open Records Counsel Schedule of
Version Date: July 11, 2025
School Board Records
1.407
1
Reasonable Charges found at
https://www.comptroler.tn.gov/content/dam/cot/orc/documents/oorc/policies-and-
3
guidelines/ScheduleofReasonableCharges.pdf shall be used to determine the reasonable cost. The
4
records custodian will provide the citizen with an invoice detailing the charges. The citizen shall pay
5
the estimated reasonable costs by cash, money order or cashier's check prior to the district producing
6
the copies.
7
If the records cannot be made available within seven (7) business days, the records custodian shall
8
provide a records production letter indicating the time needed to complete the request.
9
If the request for copies is denied, the records custodian shall provide the citizen with a records request
10
denial letter detailing the basis for the denial.
11
FREQUENT AND MULTIPLE REQUESTS
12
When the total number of requests for copies made by a requestor within a calendar month exceeds
13
four (4), the requestor may be charged a fee for any and all labor that is reasonably necessary to
14
produce copies of the requested records. Prior to charging a reasonable fee, the requestor shall be
15
notified of this policy and provided with a Notice of Aggregation of Multiple Requestors form. The
16
Tennessee Comptroller of the Treasury, Office of Open Records Counsel Schedule of Reasonable
17
Charges found at https://www.comptroller.tn.gov/content/dam/cot/orc/documents/oorc/policies-and-
18
guidelines/ScheduleofReasonableCharges.pdf shall be used to determine the reasonable cost. Further,
19
the names of persons inspecting records and the date of inspection shall be recorded.
RECORDS RETENTION
21
The director of schools and/or his designee(s) shall retain and dispose of school district records in
22
accordance with the following guidelines:⁸
23
1. The director of schools and/or his/her designee(s) will determine if a particular record is of
24
permanent or temporary value in accordance with regulations promulgated by County Public
25
Records Commission and the Tennessee Institute for Public Services records manual; 9, 10
26
2. Temporary value records which have been kept beyond the required time may be recommended
27
to the Public Records Commission for destruction;
28
3. The records that the State Librarian and Archivist desire to preserve in their facilities will be
29
transferred to the State Library and Archives. The temporary value records rejected by the State
30
Library and Archives may be transferred to another institution or destroyed; 11, 12,
13
31
4. Permanent records will be kept in some usable form (digital, printed, microfilm, etc.). If the
32
director of schools desires to destroy the original permanent record, these records must be
33
reproduced by microfilming or some other permanent reproduction method. Permission to
34
destroy any original permanent record after microfilming follows the same procedure noted
35
above for temporary records; 10, 12 and
36
5. The director of schools shall establish procedures to safeguard against the unlawful destruction,
removal or loss of records. 14
Page 2 of 3
1.407
School Board Records
1
DISTRICT PUBLIC RECORDS REQUEST COORDINATOR¹⁵
2
Student Data Base Administrator
3
Office of Information and Services
4
931-729-3391 Ext 2225
Legal References
Cross References
1.
TCA 49-2-301(b)(1)(Z)
Financial Reports and Records 2.701
2.
TCA 10-7-503; Public Acts of 2025, Chapter No. 94
Personnel Records 5.114
3.
TCA 10-7-506(a)
Student Records 6.600
4.
TCA 49-2-104
5.
TCA 10-7-504(p)
6. Policy Related to Reasonable Charges a Records
Custodian May Charge for Frequent and Multiple
Requests for Public Records, Tennessee Comptroller of
the Treasury, available at
https://www.comptroller.tn.gov/content/dam/cot/orc/doc
uments/oorc/policies-and-
guidelines/ScheduleofReasonableCharges.pdf; TCA 10-
7-503(a)(1)(B),(C)
7. TCA 10-7-503(a)(7)(A)(vii)
8.
TCA 10-7-503(h)(6)
9.
TCA 10-7-401
10. TCA 10-7-406; TCA 10-7-301(5),(13)
11. TCA 10-7-404
12. TCA 10-7-413
13. TCA 10-7-414
14. TCA 39-16-504
15. TCA 10-7-503(g)(1)(D)
Page 3 of 3
Hickman County School System
School District Records
1.407AP
Public Inspection Records of the District, except those specifically exempted by statute, are open to
public inspection at the office of the superintendent of schools and other offices where records are
stored throughout the District.
Examine/Obtain Copies:
Requests to inspect or receive copies of records shall be submitted to the student data base
administrator, the district's public records request coordinator. Citizens requesting to inspect public
records shall submit a records request form, along with a government issued photo identification card
with the citizen's address. The records request form can be submitted in person or through email.
A fee of $0.15 per page will be assessed to copy records and an invoice will be provided to the citizen
detailing the charges.
Records Request Form
8
Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
1.500
11/06/23
Board-Community Relations
Rescinds:
Issued:
1.500
11/01/21
1
In order to promote school-community interaction relating to the policy and operation of the schools,
2
the Board will:
3
1.
Strive to keep citizens of the school system regularly informed about all policies, problems
4
and planning through channels of communication, its own efforts, and the office of the
5
director of schools;
6
7
2.
Encourage the public to inquire, learn about, and express a continuing interest in the
8
operation of the schools;
9
10
3.
Direct all school employees, including teachers, administrators and support service
11
personnel to participate in good school-community interaction by:
12
13
a. Transmitting pertinent and correct information to citizens upon request or upon
initiative of school employees;
15
16
b. Seeking ways to improve school-community relations; and
17
18
4.
Recognize the right of news media to inquire, research and report to the public information
19
about local schools.
20
The principal of each school shall be responsible for the development of a public relations program and
21
shall promote programs which involve parents and the community with the school.
22
The director of schools shall be responsible for leadership in school-community relations. Through the
23
use of his staff, he/she will promote a program to best coordinate the involvement of the schools and
24
community.
Version Date: November 8, 2023
Board-Community Relations
1.500
Cross References
Visitors to the Schools 1.501
Board Meeting News Coverage 1.502
Advertising & Distribution of Materials in Schools 1.806
Crisis Management 3.203
Community Use of School Facilities 3.206
Staff Community Relations 5.606
Page 2 of 2
Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
1.501
08/05/24
Visitors to the Schools
Rescinds:
Issued:
1.501
11/06/23
1
Except on occasions, such as school programs, athletic events, open house and similar public events; all
2
visitors will report to the school office when entering the school and will sign a log book, present their
3
ID and be ran through the Raptor System. (Parents and/or Guardians will be notified about the Raptor
4
System each new school year by way of student packets and/or handbooks. Signs will be posted outside
5
of each school notifying visitors of the Raptor System.) Authorization to visit elsewhere in the building
6
or on the school campus will be determined by the principal or designee. Guest passes shall be issued
for all persons other than students and employees of the school.
1
7
8
In order to maintain the conditions and atmosphere suitable for learning, no other person shall enter onto
9
the grounds or into the school buildings during the hours of student instruction except students assigned
10
to that school, the staff of the school, parents of students, and other persons with lawful and valid business
11
on the school premises.²
12
VISITOR CONDUCT
Persons who come onto school property shall be under the jurisdiction of the site administrator/designee.
14
Individuals who come onto school property or who contact employees on school or district business are
15
expected to behave accordingly. The Director of Schools shall develop a visitor code of conduct to be
16
presented to the board attorney, and then, approved by the Board.3 This code shall prohibit the following:
17
1.
Cursing and use of obscenities;
18
2.
Disrupting or threatening to disrupt school or office operations;
19
3.
Acting in an unsafe manner that could threaten the health or safety of others;
20
4.
Verbal or written statements or gestures indicating intent to harm an individual or property; and
21
5.
Physical attacks intended to harm an individual or substantially damage property.
22
The visitor code of conduct shall be posted on the district's website as well as the school's website, and
23
copies of the code shall be provided to all teachers, counselors, administrative staff, and other school
24
employees. In addition, each school entrance shall have the visitor code of conduct posted prominently
25
along with the phone number of someone in the school's administration who can answer questions about
26
the code.
27
Annually, parent(s)/guardian(s) shall be provided with a printed copy of the code of conduct, along with
28
the phone number of someone in the school's administration who can answer questions about the code.
Version Date: August 12, 2024
Visitors to the Schools
1.501
1
Parent(s)/guardian(s) shall sign a statement acknowledging that they have read and understood the code
?
of conduct.
3
CONSEQUENCES FOR CODE OF CONDUCT VIOLATION
4
The principal or his/her designee has the authority to exclude from the school premises any persons
5
disrupting the educational programs in the classroom or in the school, disturbing the teachers or students
6
on the premises, or on the premises for the purpose of committing an illegal act. 2
7
The principal shall engage law enforcement officials when he/she believes the situation warrants such
8
measures.
9
Students shall not bring non-student brothers or sisters to school. Requests to bring out-of-town visitors
10
to school must be submitted to the principal.
Legal References
Cross References
1. TCA 49-2-303(b)(4)
Board-Community Relations 1.500
2. TCA 49-6-2008; TCA 39-14-406
Section 504 and ADA Grievance Procedures 1.802
3.
Public Acts of 2024, Chapter No. 810
Vendor Relations 2.809
Safety 3.201
Security 3.205
School Volunteers 4.501
Care of School Property 6311
Page 2 of 2
Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
1.502
11/06/23
Board Meeting News Coverage
Rescinds:
Issued:
1.502
11/01/21
1
A copy of the agenda and agenda materials will be sent in advance to members of the news media who
2
request it. Additionally, all reports approved by the Board shall be made available to the media.
3
The press will be provided with working copies of the agenda and agenda materials upon request.
4
The chairman of the Board and/or the director of schools will be available after each meeting to answer
5
questions and to clarify points of discussion and action.
Cross References
Board-Community Relations 1.500
News Releases, Conferences and Interviews 1.503
Version Date: November 8, 2023

## Table 1

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 1.401 | Issued Date: 11/06/23 |
|  | Public Hearings | Rescinds: 1.401 | Issued: 10/04/21 |

## Table 2

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 1.402 | Issued Date: 11/06/23 |
|  | Notification of Meetings | Rescinds: 1.602 | Issued: 08/07/23 |

## Table 3

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 1.403 | Issued Date: 11/06/23 |
|  | Agendas | Rescinds: 1.403 | Issued: 11/01/21 |

## Table 4

| Hickman County | School System |
| --- | --- |
| Agendas | 1.403AP |

## Table 5

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: Rules of Order | Descriptor Code: 1.405 | Issued Date: 11/06/23 |
|  |  | Rescinds: 1.405 | Issued: 11/01/21 |

## Table 6

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 1.406 | Issued Date: 11/06/23 |
|  | Minutes | Rescinds: 1.406 | Issued: 11/01/21 |

## Table 7

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: School District Records | Descriptor Code: 1.407 | Issued Date: 07/07/25 |
|  |  | Rescinds: 1.407 | Issued: 02/05/24 |

## Table 8

| 23 24 25 | 1. The director of schools and/or his/her designee(s) will determine if a particular record is of permanent or temporary value in accordance with regulations promulgated by County Public Records Commission and the Tennessee Institute for Public Services records manual; 9, 10 |
| --- | --- |
| 26 27 | 2. Temporary value records which have been kept beyond the required time may be recommended to the Public Records Commission for destruction; |
| 28 29 30 | 3. The records that the State Librarian and Archivist desire to preserve in their facilities will be transferred to the State Library and Archives. The temporary value records rejected by the State Library and Archives may be transferred to another institution or destroyed; 11, 12, 13 |
| 31 32 33 34 35 | 4. Permanent records will be kept in some usable form (digital, printed, microfilm, etc.). If the director of schools desires to destroy the original permanent record, these records must be reproduced by microfilming or some other permanent reproduction method. Permission to destroy any original permanent record after microfilming follows the same procedure noted above for temporary records; 10, 12 and |
| 36 | 5. The director of schools shall establish procedures to safeguard against the unlawful destruction, removal or loss of records. 14 |

## Table 9

| Hickman County | School System |
| --- | --- |
| School District Records | 1.407AP |

## Table 10

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 1.500 | Issued Date: 11/06/23 |
|  | Board-Community Relations | Rescinds: 1.500 | Issued: 11/01/21 |

## Table 11

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 1.501 | Issued Date: 08/05/24 |
|  | Visitors to the Schools | Rescinds: 1.501 | Issued: 11/06/23 |

## Table 12

| Legal References | Cross References |
| --- | --- |
| 1. TCA 49-2-303(b)(4) 2. TCA 49-6-2008; TCA 39-14-406 3. Public Acts of 2024, Chapter No. 810 | Board-Community Relations 1.500 Section 504 and ADA Grievance Procedures 1.802 Vendor Relations 2.809 Safety 3.201 Security 3.205 School Volunteers 4.501 Care of School Property 6311 |

## Table 13

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 1.502 | Issued Date: 11/06/23 |
|  | Board Meeting News Coverage | Rescinds: 1.502 | Issued: 11/01/21 |