Chain of Command

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Our Commitment to Effective Communication

The Millville Area School District values open, respectful, and productive communication among students, families, employees, and members of our community. Questions and concerns are a normal and important part of the educational process, and we want every individual to feel that there is an accessible and appropriate person available to listen, provide information, and help resolve concerns.
To help our students, families, employees, and community members receive accurate information and timely assistance, the District has established the following Communication Chain of Command.
This process is not intended to limit communication or discourage anyone from raising a concern. Rather, it is designed to connect individuals with the staff member who has the most direct knowledge of the situation and is best positioned to provide assistance.
In most circumstances, concerns can be resolved most effectively when communication begins with the individual closest to the matter. If the concern cannot be satisfactorily resolved at that level, the individual should proceed to the next appropriate level of administration.
Following this process gives each staff member an opportunity to understand the concern, gather relevant information, and work toward a solution before the matter is elevated.

Why Following Chain of Command Matters

Following the Communication Chain of Command benefits everyone.
The individual closest to a situation often has the most information about it and may be able to answer a question immediately. Beginning at that level also reduces misunderstandings, encourages direct and respectful communication, and allows concerns to be addressed efficiently.
When an issue does need administrative assistance, following the chain ensures that each level has had an opportunity to review the concern and work toward a solution.
Most importantly, this approach helps create a school community in which concerns are addressed with people rather than around people.

Our goal is not to create barriers to communication→ Our goal is to connect you with the person who can help.

Before Moving To The Next Level

Before advancing a concern to the next level of the chain of command, individuals are encouraged to consider:
Have I communicated directly with the person responsible for or closest to the matter?
Have I clearly explained my question or concern and the assistance I am seeking?
Have I provided that person with a reasonable opportunity to gather information and respond?
If the matter remains unresolved, have I explained what concerns remain?

If these steps have occurred and the matter remains unresolved, proceeding to the next level is appropriate.

Important Exceptions

The District recognizes that there are circumstances in which beginning with the individual directly involved may not be appropriate.
Concerns involving student or employee safety, suspected abuse or neglect, harassment or discrimination, threats, serious misconduct, conflicts of interest, or other circumstances governed by a specific Board policy or legal reporting procedure should be reported directly to the administrator or official designated to receive such reports.
Emergencies or situations involving an immediate threat to health or safety should be reported immediately to the appropriate emergency authorities and District administration.
The Communication Chain of Command does not replace formal complaint, grievance, due-process, Title IX, special education, employee, or other procedures established by law, Board policy, collective bargaining agreement, or District administrative procedure.

Our Shared Commitment

Effective schools depend upon effective communication.
We ask our families, students, employees, and community members to begin with the individual who is closest to the question or concern and to allow that individual an opportunity to assist before moving to the next level.
In return, the Millville Area School District is committed to listening respectfully, responding professionally, directing individuals to the appropriate staff member when necessary, and working collaboratively toward solutions.
- Start with the person closest to the concern.
- Allow an opportunity to respond.
- Move to the next level when additional assistance is needed.
By following this process, we can provide every stakeholder with better access to the professional who can most readily answer their questions, address their concerns, and meet their needs.

The General Communication Path

Step One

Step Two

Contact the Appropriate Building Administrator or District Director

If the matter remains unresolved after communicating with the appropriate staff member, contact the administrator responsible for that school, program, or department.
Depending upon the issue, this may include the:
- Elementary Principal
- Secondary Principal
- Director of Student Services
- Director of Interventional Support
- Director of Technology
- Supervisor of Buildings and Grounds

Step Three

Contact The Superintendent

If the appropriate principal or director has been given an opportunity to address the concern
and the matter remains unresolved, contact the Superintendent of Schools.

The Role of the Superintendent

The Superintendent is responsible for the overall administration of the Millville Area School District and supervises the District's administrative team.
Because principals and directors have direct responsibility for their respective schools, departments, programs, employees, and operations, they should ordinarily be given an opportunity to address concerns within their areas of responsibility before a matter is referred to the Superintendent.
When a concern cannot be satisfactorily resolved by the appropriate principal or director, the Superintendent represents the next level in the District's administrative chain of command.

Step Four

School Board

The Board of School Directors establishes policy and provides governance and oversight for the District. The Board does NOT manage the day-to-day operations of the schools or serve as the first level for resolving individual student, employee, classroom, athletic, or operational concerns.
Individuals are therefore encouraged to follow the appropriate administrative chain of command before bringing an individual concern to the School Board.

The Role of the School Board

The Millville Area School District Board of School Directors welcomes community engagement and values the perspectives of District residents.
The Board's primary responsibilities, however, are governance, policy, oversight, and the overall direction of the School District.
The Superintendent and District administration are responsible for the day-to-day administration and operation of the schools.
For this reason, individual operational concerns should ordinarily proceed through the appropriate staff and administrative channels before being presented to the Board.
Following the chain of command also helps preserve the Board's appropriate governance role and ensures that the employees and administrators responsible for the matter have had an opportunity to review the circumstances and respond.

Who Should I Contact?

Academic or Classroom Concerns

Examples include grades, assignments, homework, classroom expectations, instructional practices, assessments, student progress, or other classroom matters.

1. Classroom Teacher → 2. Building Principal → 3. Superintendent

The classroom teacher should ordinarily be the first contact because the teacher has the most direct knowledge of the student's academic performance, assignments, classroom expectations, and instructional experience.

Student Behavior, Discipline, Or School Climate

Athletics & Extracurricular Activities

Examples include playing time, team expectations, practices, communication, student conduct, or other team-related concerns.

1. Coach/Advisor → 2. Athletic Director → 3. Appropriate Building Administrator → 4. Superintendent

Questions about a coach's or advisor's expectations should generally begin with that coach or advisor. Matters involving broader program concerns may appropriately begin with the Athletic Director.
Student-athletes are also encouraged to communicate respectfully with their coach about questions or concerns before a parent or guardian escalates the matter.
When concerns are not satisfactorily addressed with the coach and Athletic Director, the concern should be presented to the principal.

Special Education & Student Services

Questions concerning special education services, evaluations, IEPs, Section 504 matters, related services, or other student-service programs should begin with the professional most directly involved with the student's program.

1. Teacher/Case Manager/Service Provider → 2. Director of Student Services/Director of Interventional Support → 3. Superintendent

When appropriate, the building principal may also participate in resolving the concern.
Nothing in this communication guide is intended to replace or limit any rights, procedures, timelines, or safeguards provided to students and families under applicable law or District policy.
Questions specific to psychoeducational evaluations should be directed to the Director of Interventional Support/School Psychologist.
In the event that a concern cannot be satisfactorily addressed by the teacher/case manager/related service provider, the concern should be directed to the Director of Student Services.

Intervention & Student Support

Questions involving academic or behavioral interventions, intervention programming, student supports, or services administered through the district’s MTSS framework should generally follow:

1. Teacher/Intervention Staff → 2. Director of Interventional Support/Building Principal → 3. Superintendent

Depending upon the nature of the concern, the Director of Student Services may also be an appropriate administrative contact.

Technology

Questions related to district-provided devices, assistive technology, instructional technology, district email accounts, access to curricular platforms, access to district assessment platforms, district website or other District technology matters.
For routine assistance:

1. Teacher/Secretary/Technology Assistant → 2. Director of Technology

For concerns regarding technology programs, practices, or unresolved technology matters:

1. Appropriate Staff Member → 2. Director of Technology → 3. Superintendent

Attendance, Records, Scheduling, and General School Information

Many routine questions can be answered quickly by the school office personnel.
Examples include attendance procedures, school forms, student records, schedules, calendars, transportation information, contact information, and general building procedures.

1. Building Secretary/Administrative Assistant → 2. Building Principal or Appropriate Director → 3. Superintendent, if necessary

Our secretaries and administrative assistants are valuable resources and can frequently answer a question immediately or direct an individual to the staff member who can best assist.

Tax Collection / Tax Bills & Payments

Many routine questions relative to tax collection and payments can be quickly answered by the Assistant to the Tax Collector/Business Manager.
When questions and/or concerns have not been satisfactorily addressed by the Assistant to the Tax Collector/Business Manager, those concerns should then be directed to the Business Manager.

1. Administrative Assistant to the Tax Collector/Business Manager→ 2. Business Manager

Questions Concerning Payroll/Time & Attendance

Questions relative to payroll concerns/issues should be directly to the Business Manager
Questions relative to discrepancies with time and attendance such as missed punches should bedirected to Immediate Supervisor.
Issues with punching in the Frontline Time and Attendance System should be addressed with the Director of Technology.
Supervisors may NOT approve time and attendance for missed punches if the employee has not previously addressed the Director of Technology.
Discrepancies relative to recorded attendance/hours should be directed to the Business Manager.

Questions Concerning Transportation

Questions relative to transportation: Pick-up/Drop-off times, bus stops, bus assignments, bus safety, field trip transportation, and specialized transportation should be director to the District Transportation Coordinator.
In the event that your concern is not satisfactorily addressed at this level, your question should be advanced to the Director of Student Services.
In the event that your concern is not satisfactorily addressed at this level, your question should be advanced to the Business Manager.
In the event that your concern is not satisfactorily addressed at this level, your question should be advanced to the Superintendent of Schools.

1. Transportation Coordinator → 2. Director of Student Services → 3. Business Manager→ 4. Superintendent of Schools

Guidance for Employee Concerns

Employees are encouraged to resolve questions and workplace concerns at the level closest to the issue whenever appropriate.
Depending upon the matter, the normal communication path may be:

1.Immediate Supervisor → 2. Building Principal/Department Director → 3. Superintendent

Employees should adhere to collective bargaining agreements, Board policies, administrative procedures, and established complaint or grievance processes when those procedures apply.
Concerns relative to COMPLY items, accounts payable, board actions/agendas/minutes, district social media, and/or onboarding of new personnel should be directed to the Administrative Assistant to the Superintendent.
In the event that the concerns cannot be addressed at that level, the applicable concerns should be directed to the Business Manager or Superintendent.

1.Administrative Assistant to Superintendent → 2. Business Manager
1.Administrative Assistant to Superintendent → 2. Superintendent

Guidance for Community Members

We greatly value the interest and involvement of members of the Millville Area School District community.
When a community member has a question about a particular school program, activity, practice, or operation, contacting the staff member or administrator responsible for that area is generally the fastest way to receive accurate information.
For example, a question about an elementary school activity is generally best directed to the elementary school rather than immediately to the Superintendent or School Board. Likewise, a question about a technology matter may be most efficiently answered by the Technology Department.
When you are unsure whom to contact, please contact the appropriate school or district office. An administrative assistant will be happy to help direct your question to the appropriate person.

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