Community Engagement Committee Meeting

4 Monday, November 3, 2025 Community Engagement Committee Meeting Round Lake Area School District - CUSD #116 Board of Education Round Lake High School Library 6:00 PM 800 High School Drive Round Lake, IL 60073 Phone: 847-270-9300 1. MEETING OPENING Subject A. Call Meeting to Order Meeting Nov 3, 2025 - Community Engagement Committee Meeting Category 1. MEETING OPENING Type Procedural File Attachments Subject B. Roll Call of Committee Members Meeting Nov 3, 2025 - Community Engagement Committee Meeting Category 1. MEETING OPENING Type Procedural File Attachments 2. APPROVE MEETING MINUTES Subject A. Approval of Meeting Minutes Meeting Nov 3, 2025 - Community Engagement Committee Meeting Category 2. APPROVE MEETING MINUTES Type Action, Minutes Recommended Action Motion to Approve Community Engagement Committee Meeting Minutes of October 6, 2025 File Attachments 3. DISCUSSION ITEMS Subject A. Infinite Campus Parent Absence Request (Apgar & Leach Holland) Meeting Nov 3, 2025 - Community Engagement Committee Meeting Category 3. DISCUSSION ITEMS Type Discussion, Procedural Abstract This memo seeks feedback from the Community Engagement Committee regarding the intended launch of a new parent-initiated student attendance reporting system through the Infinite Campus Parent Portal. The goal is to simplify and improve communication between families and schools when students will be absent, arrive late, or leave early. Background Round Lake Area Schools CUSD #116 intends to implement the Parent Absence Request feature within Infinite Campus beginning January 2026. This feature enables parents and guardians to submit attendance-related notifications directly through the Parent Portal, including documentation such as doctor’s notes. Once submitted, the system automatically creates a pending attendance record, allowing school clerks and secretaries to verify, process, and finalize absences efficiently. The system provides a more convenient and transparent process for families and helps reduce manual phone calls and data entry for school office staff. Similar systems are successfully in use in districts such as Maine Township HS D207, Hinsdale D98, Antioch D117, and Sycamore D47, as well as nationally in Denver Public Schools and Aurora Public Schools (CO). Implementation Timeline Secretary Training: August 12, 2025 (ongoing as needed) Staff & Administrative Communication: Early December 2025 Parent Communication: Early December 2025 System Rollout: Second Semester – January 2026 Operational Overview The Standard Operating Procedure (SOP) provides detailed guidance for secretaries and clerks on the daily management of requests, including: Checking for new parent absence requests each hour (grades PK–5) or each period (grades 6–12). Contacting parents or administrators when clarification or verification is needed. Updating attendance records promptly to ensure accuracy. Conducting daily end-of-day audits to verify all requests have been addressed. This process ensures that absence data is accurately recorded while maintaining accountability and parental validation at every step. Request for Committee Feedback We are requesting the Committee’s feedback on: Parent Communication Strategies: How best to inform and support families in using the new system. Accessibility Considerations : Ensuring equitable access for families who may face language or technology barriers. Community Perception : Anticipated questions or concerns from families regarding data privacy, usability, or school responsiveness. Your insights will guide final communication materials and implementation strategies to ensure this rollout strengthens trust, transparency, and ease of engagement with families. File Attachments SOP- Parent Absence Request Processing.pdf (105 KB) Parent Absence Request Final.pdf (724 KB) Parent Absence Request Parent Instructions.pdf (871 KB) Subject B. Special Education Parent Advisory Committee - SEPAC (Jacobellis) Meeting Nov 3, 2025 - Community Engagement Committee Meeting Category 3. DISCUSSION ITEMS Type Discussion, Information Abstract This memo provides an update on the development of a Special Education Parent Advisory Committee (SEPAC) for Round Lake Area Schools CUSD #116 and responds to the Community Engagement Committee’s October request for additional information. The Executive Director of Special Education, Sharon Jacobellis, continues to lead this initiative. Attached are supplemental materials - including a presentation outlining the proposed SEPAC framework and a national reference guide, for the Committee’s review and feedback. Background In October, the Committee reviewed the Administration’s proposal to establish a SEPAC beginning in 2026-2027, following a design year in 2025-2026. SEPACs are parent-driven advisory bodies that collaborate with districts to improve programs, services, and outcomes for students with disabilities. They serve as a structured, solution-focused forum that enhances transparency, trust, and family engagement in special education planning and delivery. To support continued discussion, two reference documents are provided: RLAS-116 SEPAC November 2025 Presentation: summarizes goals, membership structure, responsibilities, and development timeline for the RLAS-116 SEPAC Advocacy in Action - A Guide to Local Special Education Parent Advisory Councils: a national resource developed through the U.S. Department of Education's Office of Special Education Programs that details best practices for SEPAC organization, collaboration, and sustainability Progress Update Since the October meeting, the Administration has: Reviewed SEPAC frameworks from districts in Illinois and other states to identify effective structures for parent-district collaboration. Outlined a phased development process including application procedures, executive board formation, and draft SEPAC guidelines. Mapped a preliminary timeline targeting parent recruitment and informational meetings later this school year, with formal SEPAC launch in Fall 2026. Request for Committee Feedback To inform next steps, the Administration requests Committee input on: Recommended outreach methods to recruit a diverse, representative parent membership. Preferred strategies for communication, awareness, and sustained engagement with families. Initial focus areas or topics for SEPAC’s first-year agenda (e.g., parent education, communication processes, inclusion initiatives). Best practices for ensuring the SEPAC’s advisory role aligns with district goals and governance structures. Next Steps Following Committee feedback, the Executive Director of Special Education will finalize the SEPAC development plan; including draft bylaws, membership structure, and launch milestones, for presentation to the full Board of Education later this year. Recommendation The Administration recommends that the Community Engagement Committee review the attached presentation and resource guide and provide feedback on the proposed development timeline, recruitment strategies, and structure to support the successful implementation of the Round Lake Area Schools SEPAC in Fall 2026. File Attachments RLAS 116 SEPAC 11_2025.pdf (459 KB) National_SEPAC_Guide_120218.pdf (2,326 KB) 4. INFORMATION ITEMS Subject A. Communications Snapshot (LeBlanc) Meeting Nov 3, 2025 - Community Engagement Committee Meeting Category 4. INFORMATION ITEMS Type Information File Attachments _November Communications Snapshot (1).pdf (219 KB) 5. ADJOURNMENT Subject A. Adjourn meeting Meeting Nov 3, 2025 - Community Engagement Committee Meeting Category 5. ADJOURNMENT Type Procedural The meeting was adjourned at _____p.m. File Attachments