Procedure for Contacting the AIM Board of Directors

The Academy for Innovation in Medicine (AIM) is committed to open, respectful, and frequent communication with families and community members. This procedure establishes a clear and lawful process for contacting AIM’s Governing Board (“Board”) while reinforcing the expectation that concerns and feedback are first shared directly with school staff and administration whenever possible.

This procedure aligns with AIM’s Grievance and Complaint Policy and does not replace or supersede any formal grievance, civil rights, whistleblower, or curriculum complaint procedures required by federal or Georgia law.

Guiding Principles

• Direct, School-Level Communication Is Most Efficient: Communication at the lowest appropriate level—directly with teachers, staff, or administrators—is the most efficient and effective means of resolving questions, concerns, and feedback.

• Collaborative Problem-Solving: AIM encourages respectful, timely, and data-informed dialogue to support resolution before concerns are elevated.

• Board Governance Role: The Board provides policy oversight and governance and does not manage daily operations or supervise staff.

Step 1: Communication with School Staff and Leadership

Families and community members are strongly encouraged to begin by contacting the appropriate school-level personnel, which may include:

• Teachers or instructional staff

• Counselors or support staff

• School administrators or AIM’s leadership team
  

General inquiries or concerns appropriate for school leadership may be directed to: leadership@aimgeorgia.org. Pursuing resolution at this level supports timely communication and aligns with AIM’s commitment to addressing concerns at the lowest appropriate level.

Step 2: Determining Whether Board Contact Is Appropriate

Contacting the Board may be appropriate when:

• A concern constitutes a Governance Complaint, including allegations of Board misconduct, ethics violations, Open Meetings/Open Records concerns, or breaches of fiduciary duty.

• A matter has completed the applicable school-level grievance process and is eligible for Board review or appeal under AIM policy or law.

• The issue falls within oversight responsibilities reserved to the Board by statute or policy.
  

The Board does not intervene in individual student matters, personnel issues, or operational concerns that are actively being addressed through administrative channels or formal grievance procedures.

Step 3: Submitting Communication to the Board

Families or community members who wish to communicate with the Board may submit an email to:

Board@aimgeorgia.org. The email should include:

• Full name

• Email address

• Phone number

• A clear description of the matter the individual wishes to raise with the Board
  

Providing complete information supports the Board’s ability to review the concern and determine the appropriate response or referral.

Anonymous Communications

Anonymous communications may be submitted to the Board or school leadership. Consistent with AIM’s Grievance and Complaint Policy:

• Anonymous submissions will be reviewed at the school’s discretion.

• The ability to investigate, respond, or take corrective action may be limited if sufficient detail is not provided.

• Confidentiality will be maintained to the extent permitted by law.
  

Anonymous communication does not replace formal grievance procedures required under federal or Georgia law when identification is necessary to investigate or provide due process.

Step 4: Review and Response

Board communications are reviewed in coordination with the Board Chair and the Chief Executive Officer (CEO), as appropriate. The Board may:

• Refer the matter back to school leadership for resolution,

• Direct the individual to the appropriate grievance or complaint procedure, or

• Address the matter at the Board level consistent with policy, law, and open meetings requirements.
  

Responses may be provided in writing, through referral, or through Board consideration at a properly noticed meeting when required or permitted by law.

Relationship to AIM’s Formal Grievance and Complaint Procedures

Contacting the Board does not bypass or replace AIM’s formal grievance procedures, including those related to:

• Student, family, community, or operational complaints

• Civil rights, discrimination, harassment, or retaliation

• Curriculum complaints under the Protect Students First Act

• Whistleblower reports
  

Stakeholders are encouraged to follow the applicable procedures outlined in AIM policy to ensure proper investigation, documentation, and appeal rights.

Confidentiality and Non-Retaliation

AIM prohibits retaliation against any individual who raises concerns or submits complaints in good faith. Confidentiality will be maintained where possible and as permitted by law, consistent with AIM’s Whistleblower Protections and grievance policies.