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CHAPTER 11
COMMUNICATIONS
SUB-CHAPTER 11.1 - BOARD COMMUNICATIONS
SECTION 11.1.1 - BOARD/COMMUNITY COMMUNICATIONS
The York County School Board supports the concept of open lines of communication with citizens of the county. The School Board also recognizes the need for citizen representation on various committees investigating educational issues of importance to the York County School Division. Accordingly, the School Board will support activities to enhance communications with the community such as but not limited to the following:
- Convene public advisory meetings which will be held when deemed necessary by the Board. The Superintendent, Chairman of the Board, and/or other members of the Board will attend. The Chairman will preside or may designate another member of the Board to preside.
- Create and maintain a Board bank of volunteer community members available for service on Division-wide standing and special committees when determined necessary by the Board.
- Convene, when necessary, periodic public forums. One of these forums must focus on the Superintendent's Operating Budget and must be held prior to annual public hearings relating to the budget.
ADOPTED: June 20, 1988
REVISED: August 26, 1991; December 14, 1992; December 14, 1998; May 19, 2003
RESTATEMENT: Feb. 26, 2008
LEGAL REFERENCE: Code of Virginia, Sections 22.1-72; -78; -86
SECTION 11.1.2 - PUBLIC PARTICIPATION AT BOARD MEETINGS
All meetings of the Board, as provided by law, will be open to the public; correspondingly, interested persons are encouraged to attend both regular meetings and work sessions. The order of business at regular meetings will provide an opportunity for the public to address the Board at designated times and in accordance with the following guidelines:
- A sign-up sheet listing name, address, and topic will be placed at the entrance to the Board room. Persons who wish to address the Board are requested to sign up prior to the meeting's published start time. The meeting location will be opened at least 20 minutes before the meeting to allow for entry. Citizens who do not sign up to address the Board prior to the beginning of a Board meeting will be given an opportunity to speak at the end of the Board's meeting agenda. Such citizen comments made at the end of the Board meeting shall be subject to the conditions and limitations listed in the remainder of this Section 11.1.2.
- The Chairman will recognize citizens to address the Board on agenda or non-agenda items during the public comment time specified on the agenda. The Chairman will impose a time limit of three minutes per speaker, with no more than 30 minutes allocated for the comments of citizens. This 30-minute period may be extended at the Chairman's discretion.
- An individual will be limited to one time allotment per meeting.
- Upon recognition by the Chair, speakers will clearly state their names and addresses and commence their remarks. Speakers will address their remarks to the School Board. The Chairman has discretionary authority to rule a speaker out of order.
- The School Board will listen to citizens' comments and, at the discretion of individual Board members, may engage in dialogue with individual speakers. The Chair will maintain the public meeting's decorum.
ADOPTED: June 20, 1988
REVISED: August 26, 1991; December 14, 1992; October 24, 1994; December 14, 1998; May 19, 2003
RESTATEMENT: Feb. 26, 2008
LEGAL REFERENCE: Code of Virginia, Section 22.1-78
SECTION 11.1.3 - GIFTS, BEQUESTS AND DONATIONS
From time to time, citizens and others may choose to give, devise or bequeath to the School Board or any of the schools in the School Division real or personal property. In such cases the Board, by formal action at a regular meeting, will accept such property upon recommendation of the Division Superintendent. Upon acceptance the title to the property will vest in the School Board. The Superintendent will establish those administrative procedures he deems necessary for submission of offered property to the School Board for acceptance.
The School Board will administer such property in accordance with the wishes of the donor and the requirements of law.
ADOPTED: June 20, 1988
REVISED: July 28, 1992; December 14, 1998
RESTATEMENT: December 14, 1992; May 19, 2003; Feb. 26, 2008
LEGAL REFERENCE: Code of Virginia, Section 22.1-126
SECTION 11.1.4 - BOARD STAFF COMMUNICATIONS
The York County School Board encourages open lines of communication with School Board employees. The Board also recognizes the need to make clear the proper channels of communication to be utilized in considering employees' views in an orderly and constructive manner. Accordingly, it should be noted that the Superintendent or his designee will act as the official representative of the School Board in its relations with all employees. All reports and recommendations to the Board from any officer or employee under the Superintendent's direction will be made through the Superintendent's office except when specifically directed by the Board. All Board actions requiring any report will be directed to the Superintendent. This proviso's intent is that the Board will deal only with the Superintendent in respect to all matters for which he is responsible. The School Board further directs the Superintendent or his designee to:
- meet on a timely basis with all classifications of employees to receive suggestions and give appropriate consideration to the views of the employees in matters of concern to them.
- provide for input by all classifications of employees in the formulation of policies which directly affect each classification before the policy is recommended to the Board for adoption.
- arrange for special presentations to the Board by all classifications of employees at their request or when requested by the Board. These presentations may be made at a regular or special meeting of the Board. Such meetings will be scheduled in advance of the formal presentation of the school budget when they pertain to matters that have monetary impact.
- post on the Division's internal and external web sites information on Board actions, or contemplated actions, and to make available School Board agendas to all interested groups in advance of regularly scheduled School Board meetings.
- provide means by which a School Board employee can bring directly to the attention of the Superintendent or officer, or a director or a principal, matters of concern regarding School Division operations or pupil instruction.
This policy should not be interpreted as prohibiting teachers or staff from speaking directly with School Board members. It is recognized that informal lines of communication do exist. The intent of the policy is to direct concerns to parties responsible for addressing the issues as soon as possible.
ADOPTED: June 20, 1988
REVISED: April 22, 1991; December 14, 1992; March 27, 1995; December 14, 1998; May 19, 2003
RESTATEMENT: Feb. 26, 2008
LEGAL REFERENCE: Standards of Quality
SUB-CHAPTER 11.2 SCHOOL/COMMUNITY RELATIONS
SECTION 11.2.1 - SCHOOL-COMMUNITY RELATIONS
The Board shall honor the Standards of Quality when considering Division goals and objectives that may affect instruction and/or operations. The Board has the legal responsibility in authorizing the implementation of Division educational and operational programs; however, citizen and employee input is sought whenever considering these actions. The Superintendent must, therefore, establish effective communications with the community to ensure that Board policies, rules and regulations are made accessible to citizens and School Division employees.
The Superintendent shall use available mediums of communications to keep the public informed of student achievements, objectives, and needs within the Division. This shall be accomplished by schools submitting timely, accurate and pertinent information to the Communications Services Department for dissemination to various publics, including the news media.
All inquiries by news media to schools and/or School Division employees shall be referred to the Communications Services Department.
ADOPTED: June 20, 1988
REVISED: December 14, 1992; December 14, 1998; May 19, 2003
RESTATEMENT: Feb. 26, 2008
SUB-SECTION 11.2.1.1 - FREEDOM OF INFORMATION ACT (FOIA) REQUESTS
The School Board believes in the public availability of official records of the Division and in the timely response to those requests. Provisions of Virginia's Freedom of Information Act (FOIA) determine requirements for such responses. Since complicating and legal factors may have to be considered in some requests for information under the FOIA, any request deemed unusual, of a sensitive nature or of uncertain legitimacy shall be forwarded to the Division's Community & Public Relations Coordinator who shall work in conjunction with the School Board's attorney. The Superintendent will establish those administrative procedures he deems necessary for a coordinated response to FOIA requests.
ADOPTED: December 14, 1998
REVISED: May 19, 2003; Feb. 26, 2008
LEGAL REFERENCE: Freedom of Information Act, Section 2-1.342, Chapter 21, Code of Virginia
SECTION 11.2.2 - SCHOOL VISITORS
The School Board encourages all interested citizens to visit Division schools and observe instructional programs and related activities. Parents are especially encouraged to visit schools on scheduled days for teacher conferences, special school programs and projects, and parent-teacher meetings. In order to provide a safe and secure environment for students and staff during operating hours, all visitors must immediately report to the main office, sign the school Visitor's Log, and receive a Visitor's Badge. School personnel will then escort visitors to their designated area of interest or concern. If possible, visitors are asked to call the school they wish to visit 24 hours in advance of an unscheduled visit. The Board shall empower school officials to determine whether or not a person is on school grounds without permission or is trespassing.
ADOPTED: June 20, 1988
REVISED: December 14, 1992; December 14, 1998; May 19, 2003
RESTATEMENT: Feb. 26, 2008
SECTION 11.2.3 - IDENTIFICATION OF DIVISION STUDENTS
The Board recognizes that from time to time interested parties such as the media will visit Division schools. While the Board welcomes the opportunity to share information with the community, the Board realizes it must protect the interests of Division students. Correspondingly, media representatives will not be allowed to photograph or take video images of students where they can be easily identifiable unless the school has the permission of the student's parent or guardian. Similarly, members of the media shall be prohibited from interviewing or questioning students on Division property without parent or guardian permission. Additionally, student names and/or photographs shall not be posted on Division web sites without parent or guardian permission. The Superintendent will establish those administrative procedures he deems necessary to ensure media releases are distributed to parents for their consideration.
ADOPTED: December 14, 1992
REVISED: December 14, 1998; May 19, 2003; Feb. 26, 2008
SECTION 11.2.4 - SOLICITATION OF FUNDS FOR NON-SCHOOL RELATED ACTIVITIES
Solicitation of funds for charitable causes or organizations from pupils at school or by pupils under the school's direction is prohibited regardless of the purpose for which such funds are to be used. This regulation is not to be construed as preventing pupils from participating in service activities of a civic nature. Exceptions to this policy may be granted by the school principal for student service organizations.
ADOPTED: June 20, 1988
REVISED: May 19, 2003
RESTATEMENT: December 14, 1992; December 14, 1998; Feb. 26, 2008
SECTION 11.2.5 - USE OF BUILDING, OTHER THAN SCHOOL PURPOSES
The County School Board views each school building as a resource which should be made available on occasions when the School Division has no requirement for the building to individual citizens of York County and groups based in York County for purposes of lawful assembly in furtherance of the public good. Such citizens and/or groups may use school facilities for a single event or annual use. More recurring uses may require execution of a lease agreement with the School Division as discussed herein for no more than three years. Lease agreements resulting from the Request for Proposal process are exempt from the three-year limitation.
Implicit in the availability of any school building is the requirement that non-school use place no greater burden, including financial costs, on the School Division as would routine school use. For purposes of this section "based in York County" means chartered/registered with a York County mailing address for the group and/or its principal officer.
Public interest groups generally fall into three categories. First are groups associated directly with schools, such as the PTA, school booster clubs, school alumni associations, school business partners, D.A.R.E. and school-sponsored activities. Second are government agencies engaged in functions such as polling stations for elections and events conducted by elected officials, County Parts and Recreation programs, and state agencies such as the Extension Service. Third are not-for-profit groups based in York County. Groups and/or citizens that advocate social or political change by violence or other illegal means may not use school facilities.
The School Board views incidental expenses related to the use of buildings by the above listed public interest groups as inherent in the cost of operating the School Division. The annual operating budget for the School Division will provide for the use of school buildings by such public interest groups. However, when the requested use requires the presence of a School Board employee to provide for facility security, the user group shall be charged these labor costs. Additionally, user groups must carry insurance coverage as specified on the facility use request form used to reserve the facility.
Occasional use of buildings by private individuals or groups or individuals or groups not residing or based in York County with a more limited purpose/ will warrant the imposition of rental fees in addition to labor costs. The Superintendent will include in his proposed operating budget each year a schedule of fees to be charged these groups for the use of school buildings. Such fees must, at a minimum, recoup all of the Board's operating costs associated with the use of the building, and may be in excess of such costs. The approved fee schedule shall be published in the School Board's annual operating budget.
Repeated use of a building over a period exceeding four weeks by a particular group shall be the subject of a lease. Such lease shall include a reasonable rent to be paid by the user.
The Division Superintendent shall promulgate appropriate regulations to implement this policy and, as needed, shall report his actions under this policy. The Division Superintendent is expressly authorized to delegate to school principals such authority as the Superintendent deems appropriate to facilitate use of buildings in furtherance of York County's public good.
REVISED: May 18, 1992; December 14, 1992; November 21, 1994; March 25, 1996; December 14, 1998; May 19, 2003; December 17, 2007; Feb. 26, 2008
LEGAL REFERENCE: Sections 22.1-131 and 22.1-132 Code of Virginia
SUB-SECTION 11.2.5.1 - USE OF GROUNDS/FIELDS, COUNTY-SPONSORED ACTIVITIES
The School Board may enter agreements with the County of York for the purpose of making optimum use of school fields and grounds as a recreational resource for citizens of York County. Such agreements by their terms shall define the scope of and conditions for the use of school fields and grounds for county-sponsored activities.
ADOPTED: March 11, 1991
REVISED: December 14, 1992; May 19, 2003
RESTATEMENT: December 14, 1998; Feb. 26, 2008
SUB-SECTION 11.2.5.2 - USE OF GROUNDS/FIELDS, OTHER THAN COUNTY-SPONSORED PURPOSES
The School Board views the use of school grounds and fields, on occasions when the Division or the County Parks and Recreation Department has no requirement for the grounds/fields, as a recreational resource for the citizens of York County. Private groups, not sponsored by the County but composed of County residents, may wish to use school grounds/fields for group activities. Such use must not detrimentally affect grounds/fields, and private groups must agree to usage terms that define the scope of and conditions for the use of school grounds and fields for other than school purposes.
Regular and repeated use of grounds and fields by private groups warrants the imposition of rental fees. The Superintendent will include in his proposed budget each year a schedule of fees to be charged these groups for the repeated use of school grounds/fields. Such fees must, at a minimum, recoup all of the Board's operating costs associated with the repeated use of the grounds/fields, and may be in excess of such costs. The approved fee schedule shall be published in the School Board's annual operating budget.
ADOPTED: May 19, 2003
REVISED: Feb. 26, 2008
SECTION 11.2.6 - PUBLIC COMPLAINT
A complaint involving a particular school or School Board employee will be directed to the principal or immediate supervisor of the employee. If the complaint cannot be resolved at that level, it should be referred to the Superintendent or his designee. The matter may then be placed on the agenda of the Board for an executive session if the Superintendent and complainant are unable to reach a satisfactory solution to the problem.
ADOPTED: June 20, 1988
REVISED: May 19, 2003
RESTATEMENT: December 14, 1992; December 14, 1998; Feb. 26, 2008
SUB-SECTION 11.2.6.1 - RIGHT OF APPEAL
Any parent, custodian or legal guardian of a pupil attending the York County School Division has the right of appeal as provided in Section 22.1-87 of the Code of Virginia if he is aggrieved by any action taken by the Board.
ADOPTED: June 20, 1988
REVISED: December 14, 1998; May 19, 2003
RESTATEMENT: December 14, 1992; Feb. 26, 2008
LEGAL REFERENCE: Code of Virginia, Section 22.1-87
SECTION 11.2.7 - COMMUNITY AGENCIES
The schools will cooperate with non-profit and non-partisan agencies in promoting the general public interest and the educational welfare of pupils such as social service, recreation, health, safety, fire, civil defense and law enforcement.
ADOPTED: June 20, 1988
REVISED: May 19, 2003
RESTATEMENT: December 14, 1992; December 14, 1998; Feb. 26, 2008
SUB-SECTION 11.2.7.1 - PARENT TEACHER ASSOCIATION
It is the policy of the Board to cooperate with parent-teacher associations and similar organizations which seek to advance programs designed to improve educational opportunities for all children as is consistent with the Code of Virginia and Regulations of the State Board of Education.
ADOPTED: June 20, 1988
REVISED: December 14, 1992; May 19, 2003
RESTATEMENT: December 14, 1998; Feb. 26, 2008
SUB-SECTION 11.2.7.2 - DISTRIBUTION OF NONCURRICULAR MATERIALS
The distribution in the Division’s schools of newsletters, pamphlets, and other materials by students or by groups having no connection with the York County School Division shall be permitted only in accordance with guidelines. These guidelines seek to protect the First Amendment rights of students. They seek also to allow civic associations and other groups limited access to the student and faculty populations of the schools, while at the same time preserving the orderliness of the schools and the preservation of the School Board’s educational mission.
ADOPTED: June 20, 1988
REVISED: April 18, 1994; November 24, 2003; November 27, 2007; Feb. 26, 2008
RESTATEMENT: April 19, 1999
SUB-CHAPTER 11.3 EMERGENCY COMMUNICATIONS
SECTION 11.3.1 - EMERGENCY CLOSINGS
Extreme weather conditions or any other warranted emergency such as an epidemic, war or other disasters could justify emergency school closing. The decision to close schools rests with the Superintendent, who shall develop procedures to notify the public and assure the safety of students.
ADOPTED: June 20, 1988
REVISED: June 24, 1991; May 19, 2003
RESTATEMENT: December 14, 1992; December 14, 1998; Feb. 26, 2008
LEGAL REFERENCE: Code of Virginia, Section 22.1-78
SUB-SECTION 11.3.1.1. - EMERGENCY COMMUNITY COMMUNICATIONS
In the event of an extreme emergency situation the Superintendent of schools shall implement prearranged procedures for extreme emergency communications with the community.
ADOPTED: June 24, 1991
REVISED: December 14, 1992
RESTATEMENT: December 14, 1998; May 19, 2003; Feb. 26, 2008
SUB-CHAPTER 11.4 WIDE AREA NETWORK COMMUNICATIONS
SECTION 11.4.1 - ELECTRONIC COMMUNICATIONS SYSTEMS
Employees within the Division are encouraged to communicate by way communication systems provided by the Division. These systems provide a conduit through which communication flows freely between sites in the Division and between individuals across those sites. The School Board is the owner of the hardware and other components all communication systems, and Division employees are afforded the opportunity to use these systems in fulfilling the School Board's mission and goals. The School Board provides these systems for authorized users only. Any person using these systems is subject to having all activities on these systems monitored and recorded by Information Technology staff. The School Board, as owner these systems, provides no guarantee of the confidentiality of material transmitted on these systems. Anyone using these systems expressly consents to such monitoring and, if such monitoring reveals possible evidence of violation of School Board policy or regulations or of possible criminal activity, consents to Information Technology staff giving the evidence from such monitoring to School Division administrators or to law enforcement officials as appropriate.
Electronic mail (e-mail) refers to electronic messages sent or received by employees with access to the Division's e-mail system. Electronic mail messages handled by the e-mail system are retained on the system. Depending on circumstances these messages may be retained even if they are deleted by both the sender and the recipient(s). Consequently, the technical features of the system accommodate review of messages by Information Technology staff in addition to the sender and recipient(s). Information Services staff normally will not inspect the contents of e-mail sent to an identified addressee, or disclose such contents to individuals other than the sender, or an intended recipient. However, the Director of Information Technology or his designee is authorized to inspect messages when required by law or policies of the School Board, or to investigate complaints regarding e-mail which is alleged to contain defamatory, inaccurate, abusive, obscene, profane, sexually oriented, threatening, racially offensive, or illegal material. No other School Board employee, except one expressly authorized by the Superintendent in writing, shall have access to e-mail system server files.
The Superintendent shall implement this policy by an appropriate regulation.
ADOPTED: April 27, 1998
REVISED: May 19, 2003; Feb. 26, 2008
RESTATEMENT: December 14, 1998
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