The Problem Solving Chain

For much of the first part of the year I have spent time listening and observing many different aspects of the Belle Plaine school system.  There are many great things occurring within our schools that are very exciting to be a part of and there are many things I look forward to being a part of the growth and development of.  For a school our size we have a great many offerings schools of similar size do not provide their students.  AP classes, multiple foreign languages, and the alternative school are just a few of the special opportunities students have available to them.  With so many good things going on, one might ask, what needs fixing?  The answer I often use is we can always do everything better.  Our academic scores can be better, our facilities can always be upgraded, the teachers can always learn new teaching strategies, and the principal can always improve how well he puts people in the position to succeed.  One of the key pieces to success is communication.  One of the main areas I’ve identified as an area of future growth is communication.  This includes student-student, teacher-student, teacher-parent, and school-parent.  I’ve emphasized all year that we as a staff need to communicate more with students and families to build stronger and better relationships.  This is an ongoing process that I think we have seen progress with, but still have plenty of room to improve.  One way I’ve used to get more information out to the community is through social media.  This Blog and Twitter have been a way for me to communicate information and build relationships with the community.  Social media can also have its downside with communication.  Sites such as Facebook and Twitter can also become forums with inaccurate information that causes people to react and communicate in ways that become harmful and create an obstacle for effective communication.  The strategies below are intended to provide a guide for students, parents, and community members to effectively communicate with the school to resolve problems in a timely and effective manner.  By no means is this the cure for every issue, but it is at least a plan for everyone to work through the process together. 

PARENT/STUDENT PROBLEM SOLVING

Suggested Steps for Resolving Problems & Concerns

Step 1. Clearly IDENTIFY the problem.

Answering the following questions will help you clarify the problem for both yourself and those who can help you solve the problem. It is helpful to write down the answers for use as a reference when discussing your complaint.

·       What happened, or what is the problem?

·       Who was involved? (names, titles, student or students)

·       Where did the problem occur?

·       When did the problem occur?

·       Why did the problem occur?

·       How does the problem affect me, and how does it affect my child?

·       What steps should I take to get the problem resolved?

·       Who can help solve the problem? (names, titles, school or district of employment)

·       What is an acceptable solution?

Step 2. REVIEW local district regulations, policies, and procedures.

Reviewing the following types of information will help you determine whether any specific rights or policies were violated. This information might also help you answer some of the questions in step one.

·       district policies and administrative regulations

·       student code of conduct or discipline policy

·       school district grievance procedures

This information should be available at your local school, local board of education, or central administrative office. Note the school district’s policy regarding the appropriate chain of command and any time limits on when a complaint can be filed. For most school districts the chain of command is: teacher, principal, superintendent, and then local board of education.

Step 3. COMMUNICATE your complaint.

Once you have clearly identified the problem and decided whether a specific policy has been violated, it is time to communicate your concerns by writing or speaking to the appropriate person. Be sure to include all pertinent information in your letter or conversation, including the answers to the questions in step one.
In order to resolve the issue as quickly as possible, it is usually best to first try to resolve the issue directly with the person with whom there is a problem (e.g. teacher, coach, counselor, principal). If there is a need to communicate your concerns to others, follow the appropriate chain of command until the issue is resolved.

Step 4. Keep RECORDS of your communications.

It is important to keep records of all correspondence and conversations you have with individuals during the communication process. If a solution is reached, put it in writing and follow up to be sure that the appropriate steps are taken. If you are unable to resolve your problem, these records will be very helpful should you decide to take further action.


While the Department of Education can inform school districts of parental complaints, they have limited authority in matters of a local school district since districts are autonomous and governed by a local board of education. Each local board has the authority to make reasonable regulations necessary for the proper establishment, maintenance and management of the public schools of the district.