CHAPTER 7 - PERSONNEL
CHAPTER 8 - NEGOTIATIONS
CHAPTER 9 - INSTRUCTION
CHAPTER 10 - STUDENTS CHAPTER 11 - COMMUNICATIONS CHAPTER 12
CHAPTER 1 - FOUNDATIONS AND BASIC COMMITMENTS CHAPTER 2 - SCHOOL BOARD GOVERNANCE AND OPERATIONS CHAPTER 3 - SCHOOL DIVISION ADMINISTRATION CHAPTER 4 - FISCAL MANAGEMENT CHAPTER 5 - SAFETY SUPPORT SERVICES CONSERVATION CHAPTER 6 - PLANNING AND MAINTAINING THE SCHOOL DIVISION'S PHYSICAL PLANT
CHAPTER 7 - PERSONNEL Section 7.1.1 Definitions Section 7.1.2 Equal Employment Opportunity (EEO) Section 7.1.3 Nepotism Section 7.1.4 Standards of Conduct Section 7.1.5 Communications Between Board and Employees* Section 7.1.6 Conditions of Employment* Section 7.1.7 Compensation* Section 7.1.8 Experience Credit For Starting Salary Purposes Section 7.1.9 Work Schedules* Section 7.1.10 Absence From Work Section 7.1.11 Employee Leave Section 7.1.12 Other Full Time Employee Fringe Benefits Section 7.1.13 Benefits for Part-Time Employees Section 7.1.14 Smoking and Substance Abuse* Section 7.1.15 Personnel Records Section 7.1.16 Evaluation of Employee Performance* Section 7.1.17 Communicable Diseases* Section 7.1.18 Meetings of Employee Groups in School Division Facilities Section 7.1.19 Procedures for Adjusting Employee Grievances Section 7.1.20 Fair Labor Standards Act Compliance* Section 7.1.21 Sexual Harassment* Section 7.1.22 Employee Recognition Program* Section 7.1.23 Substance Abuse Testing Policy for Drivers of Buses and Other Commercial Vehicles* Section 7.1.24:  Sick Leave Bank Section 7.2.1 Contracts With Licensed Employees Section 7.2.2 Probationary Period for New Employees Previously on a Continuing Contract Section 7.2.3 Transfer of Sick Leave for Newly-Hired VDOE Licensed Employees Section 7.2.5 Licensure as a Condition of Employment Section 7.2.6 Substitute Teachers* Section 7.2.7 Assignment and Transfer of Licensed Employees Section 7.2.8 Extracurricular Activities Section 7.2.9 Required Staff Development for Licensed Employees Section 7.2.10 Assignment to Administrative Positions* Section 7.2.11 Reduction in Force of Licensed Employees Section 7.2.12 Suspension of Licensed Employee Section 7.2.13 Dismissal of Licensed Employee Section 7.2.14 Resignation of Licensed Employee Section 7.2.15 Licensed Employee Consulting Activities Section 7.2.16 Tutoring by Licensed Employees Section 7.2.17 Duty-Free Lunch Period for Licensed Employees Section 7.3.1 Administration of Personnel Requiring No License for Employment by the County School Board Section 7.3.3 Assignment and Transfer of Non-Licensed Employees Section 7.3.4 Resignation of Non-Licensed Employees Section 7.3.5 Disciplinary Policy* Section 7.3.6 Reduction in Force of Non-Licensed Employees
CHAPTER 9 - INSTRUCTION Section 9.1 Instruction Section 9.2 Length of Term Section 9.3 Length of School Day, the Duration of Instructional Blocks of Time, and Awarding of Credit* Section 9.4 Organization Section 9.5 Curriculum Section 9.5.1 Curriculum Change Section 9.5.2 Participation in Curriculum Planning Section 9.5.3 Religious Instruction and Released Time Section 9.5.4 Career/Technical Education Section 9.5.5 Music and Art Education Section 9.5.6 Drug Education Section 9.5.7 Family Life Education Section 9.5.8 Driver Education Section 9.5.9 Programs for Students with Disabilities Section 9.5.10 Gifted Education Section 9.5.11 Homebound Instruction* Section 9.5.12 Alternative Education Programs* Section 9.5.13 Summer Academic Programs Section 9.5.14 Extracurricular Activities* Section 9.5.15 Fund Raising Activities Conducted by Schools Section 9.5.16 Sale of Photographs and Related Items to Pupils Section 9.5.17 Interscholastic Athletic Activities Section 9.5.18 Continuing Education Section 9.5.19 Extraordinary Educational Experience* Section 9.5.20 School Guidance and Counseling Section 9.6.1 Class Size Section 9.7.1 Textbooks and Instructional Materials Section 9.7.2 Evaluation and Selection of Instructional Materials and Resources* Section 9.8.1 Teacher Assistants Section 9.8.2 Field Trips* Section 9.8.3 Request for Financial Support for Student Trips Section 9.9.1 Student Evaluation Section 9.9.2 Report Cards Section 9.9.3 Interim Progress Reports Section 9.9.4 Homework Policy* Section 9.9.5 Class Ranking of High School Seniors* Section 9.9.6 Promotion/Retention* Section 9.9.7 Effect of Absences on Promotion Section 9.9.8 Graduation* Section 9.9.9 Commencement Attendance Section 9.9.10 Final Exam Exemptions Section 9.10.1 Testing* Section 9.11.1 Distribution of Non-curricular Materials* Section 9.11.2 State-Mandated Displays Section 9.11.3 Assembly Programs Section 9.11.4 Animals at School Section 9.11.5 Citizenship and Character Education* Section 9.11.6 Alternatives to Animal Dissection Section 9.12 Parental Involvement Policy - Title I* Section 9.13 Instructional Professional Development
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CHAPTER 3

SCHOOL DIVISION ADMINISTRATION


SECTION 3.1 - DIVISION SUPERINTENDENT

SUB-SECTION 3.1.1 – FUNCTION

The Board will employ a Division Superintendent of Schools as chief executive officer of the School Division.

As chief executive officer, the Superintendent is entrusted with full authority for the administrative management of the School Division according to Board policies, state laws, federal laws, federal regulations and State Board of Education regulations.  The Superintendent will have the power to delegate to subordinates authority as deemed appropriate.

ADOPTED:                             June 20, 1988
REVISED:                               May 19, 2003
RESTATEMENT:                    April 18, 1994; January 25, 1999; January 28, 2008
LEGAL REFERENCE:            Code of Virginia, Section 22.1-58-70;
Constitution of Virginia Article VIII,
Section 5c Regulations of the Virginia Board of Education

 

SUB-SECTION 3.1.2 – QUALIFICATIONS

The Superintendent shall be selected from candidates on the Virginia Department of Education’s Eligible List of Division Superintendents  The Board may define additional qualifications.  Before entering upon the discharge of his office, the Superintendent will take and subscribe to the oath for Officers of the Commonwealth before the Clerk of the Circuit Court.

ADOPTED:                             June 20, 1988
REVISED:                               May 19, 2003; January 28, 2008
RESTATEMENT:                    April 18, 1994; January 25, 1999
LEGAL REFERENCE:            Code of Virginia, Section 22.1-58-70;
Constitution of Virginia Article VIII,
Section 5c Regulations of the Virginia Board of Education

 

SUB-SECTION 3.1.3 – DUTIES

The powers and duties of the superintendent are fixed by state statute and by the State Board of Education with additional specific duties prescribed by the York County School Board which include, but are not limited to the following:

  1. The Superintendent will be the executive agent of the Board and will be responsible for seeing that all Board policies are carried out in the schools.
  2. The Superintendent shall observe directives and regulations of the federal Department of Education, the Superintendent of Public Instruction and the State Board of Education (hereinafter "supervisory educational authorities").
  3. The Superintendent will keep in his office an accurate record of all receipts and disbursements of school funds and all statistical information required by supervisory educational authorities.
  4. The Superintendent shall inspect the accounts of the Clerk of the Board periodically and ensure the accounts are kept neatly and correctly and that accounting for school funds is proper.
  5. The Superintendent shall distribute promptly all reports, forms, laws and regulations received from the Superintendent of Public Instruction in accordance with his directions.
  6. The Superintendent shall present to the public relevant information regarding the school division on all suitable occasions. He will take care that all school laws and regulations are strictly enforced. In the case of controversies relating either to Virginia statutes affecting schools, or to regulations published by the State Board of Education, he will ensure compliance with the decisions of the Superintendent of Public Instruction, and of the State Board of Education. In cases of non-compliance with those decisions, the Superintendent will inform the Superintendent of Public Instruction of relevant facts and circumstances.
  7. The Superintendent periodically will visit and inspect each school to have firsthand knowledge of conditions in the schools. The Superintendent will inquire into all matters relating to the management of the schools, the Program of Studies, methods of instruction, and use of textbooks. Also, he will give particular attention to the physical condition and state of maintenance of the various school buildings.
  8. The Superintendent shall have the authority to take lawful measures to abate nuisances and to condemn school houses which are not fit and sanitary and are likely to endanger the health and safety of pupils.
  9. The Superintendent shall promote the improvement and proficiency of teachers by all suitable and proper methods.
  10. The Superintendent shall suspend school operations as necessary to deal with potential threats to the welfare of the students which develop while schools are in session (e.g., building problems, severe weather, etc.).
  11. The Superintendent shall organize and assign teachers, administrative and supervisory staff, and other employees in a manner the Superintendent deems to be in the best interest of the school division. The Superintendent shall select, assign and transfer all personnel, subject to Board approval, and subject to the provisions of the laws of the Commonwealth of Virginia and the regulations of supervisory educational authorities.
  12. The Superintendent shall report periodically to the State Board on the general condition of the schools and the effectiveness of the instructional program.
  13. The Superintendent, with the assistance of the Clerk of the Board, shall submit monthly and annually financial reports to the Board showing receipts, disbursements and balances.
  14. The Superintendent shall recommend candidates to fill personnel vacancies and shall recommend dismissal of employees whose services are unsatisfactory.
  15. The Superintendent shall attend all Board meetings. With an affirmative majority vote of the Board members, his attendance may be dispensed with at a special Board meeting. If matters pertaining to him personally are under discussion, he will remain subject to the call of the Board.
  16. The Superintendent shall promulgate, and ensure compliance, with regulations for the implementation of School Board policies; for the efficient organization and administration of the school division; and for the effective instruction of students in the various schools.
  17. The Superintendent shall plan and direct meetings of School Board employees as he deems necessary to assist employees in discharging their duties for improving methods of teaching and for building morale.
  18. The Superintendent shall select and recommend to the Board suitable instructional materials, instructional systems and equipment.
  19. The Superintendent shall ensure the effective organization of the various schools in terms of assigning instructors and allotting classroom space so that an effective instructional program is maintained.
  20. The Superintendent shall ensure that school, pupil and attendance records comply with State Board regulations; and that all necessary reports are accurately and properly made by school division personnel.
  21. The Superintendent shall administer a system of reports that will help keep parents informed of the progress, attendance, conduct and health of students.
  22. The Superintendent shall review the suspension of pupils from school and to confer with principals on the circumstances of suspensions. Parents or guardians of suspended pupils may request a hearing before the Superintendent who shall rule on the case and notify all parties concerned of his decision.
  23. The Superintendent shall prepare the annual operating budget for submission to the Board for approval. The Superintendent shall manage expenditures within the appropriations made by the Board.
  24. The Superintendent shall issue, either electronically or in printed form, such memoranda, bulletins and notices as necessary for the efficient operation of the school division.
  25. The Superintendent shall issue standard operating procedures for administrative matters of a continuing or repetitive nature. Where applicable, the Superintendent shall organize and issue superintendent’s regulations for administrative procedures for a specific aspect of school division operations. Standard operating procedures and superintendent’s regulations shall be maintained in a descriptively titled manual and promulgated electronically or in printed form as appropriate and will be issued over the Superintendent's signature.
  26. The Superintendent shall prepare the annual school year calendar for approval by the Board.
  27. The Superintendent shall serve as the professional consultant to the Board and impartially give his professional opinions and knowledge in all deliberations where they may be helpful.
  28. The Superintendent shall ensure appropriate response to all correspondence relating to the business of the Board office and shall maintain a filing system for all official records, reports and papers.
  29. The Superintendent shall be personally responsible for any specific duties delegated to other persons or employees. All reports and recommendations to the Board from any officer or employee under the direction and supervision of the Superintendent will be made through the Superintendent, unless otherwise officially directed by the Board.  All Board directions requiring a specific course of action by personnel other than the Superintendent will be channeled through the Superintendent.  The Board and its members will deal only with the Superintendent in respect to matters for which he is responsible.
  30. The Superintendent shall supervise the Clerk of the Board in preparing the regular Board meeting agenda in a timely manner as directed by the Board.
  31. The enumeration of specific duties in this section or elsewhere shall not be construed to lessen the responsibility for those duties of a general nature imposed on the Superintendent by the nature of his position.

ADOPTED:                             June 20, 1988
REVISED:                               May 20, 1991; April 18, 1994; May 19, 2003; January 28, 2008
RESTATEMENT:                    January 25, 1999
LEGAL REFERENCE:            Constitution of Virginia, Article VIII, Section 5c;
Code of Virginia, Sections 22.1-58 through 22.1-70;
Regulations of the State Board of Education

 
SECTION 3.2 - ADMINISTRATIVE ORGANIZATION

SUB-SECTION 3.2.1 - ASSIGNMENTS OF ADMINISTRATORS

No later than June 30 the Superintendent shall submit to the School Board for approval the administrative and supervisory staff position assignments for next fiscal year.

ADOPTED:                             June 20, 1988
REVISED:                               January 25, 1999
RESTATEMENT:                    April 18, 1994; May 19, 2003; January 28, 2008

 

SUB-SECTION 3.2.2 - ORGANIZATIONAL STRUCTURE

The Division Superintendent and each school principal shall maintain an organization chart which is current, reflects line and staff relations and indicates all personnel, both professional and non-professional, who are employed in the School Board Office or in individual schools or support offices.

ADOPTED:                             June 20, 1988
REVISED:                               May 19, 2003
RESTATEMENT:                    April 18, 1994; January 25, 1999; January 28, 2008

 

SECTION 3.3 - ADMINISTRATIVE PRACTICES

SUB-SECTION 3.3.1 - OFFICIAL HOURS OF OPERATION

Operating Hours for School Division Facilities:
1.      School Board Office - This facility shall be open to the public from 8:00 A.M. to 5:00 P.M. Monday through Friday throughout the fiscal year except for those dates designated as holidays on the Board approved school year calendar and on other dates designated by the Division Superintendent when conditions warrant.
2.      Schools - School offices will be open to the general public Monday through Friday of the school year as follows: high schools-7:00 a.m. to 4 p.m.; middle schools and elementary schools-8 a.m. to 4:15 p.m.  Offices will be closed on dates which have been designated as holidays on the Board approved school year calendar.
3.      Classrooms and other facilities within the school will be open during those hours designated by the school principal as necessary to carry out the program of instruction and the authorized extra curricula program.  In every case a School Board employee must be present when a school building is open for any purpose.  When a York County Parks and Recreation program activity uses a school facility outside the regular school day, a County employee may be assigned to provide physical security for the facility in lieu of a School Board employee.
4.   Between completion of classes in June and resumption of classes in September school offices will maintain the schedule specified by the Superintendent.
5.      Support Operations Offices - The School Division Warehouse, Maintenance Office, General Services Office, and School Bus Garage will be open on a schedule, approved by the Division Superintendent, each work day of the fiscal year.  The Transportation Office shall operate on a schedule, approved by the Division Superintendent, which ensures the reliability and safety of bus transportation services provided to York County School Division pupils.

ADOPTED:                             June 20, 1988
REVISED:                               July 28, 1993; May 19, 2003; January 28, 2008
RESTATEMENT:                    April 18, 1994; January 25, 1999

 

 

SUB-SECTION 3.3.2 – REPORTS

The School Division will submit all required reports to the State Department of Education and other governmental offices on a timely basis as required by regulation and law.  Supervisors will keep accurate time reports on those categories of employment that require hourly documentation.

The School Board, with the assistance of the Division Superintendent, will, on or before the 15th day of August of each year, submit to the Superintendent of Public Instruction a report covering the work of the school for the year ending the thirtieth day of the preceding June.  The report's forms will be supplied by the Superintendent of Public Instruction.

ADOPTED:                             June 20, 1988
REVISION:                             May 19, 2003
RESTATEMENT:                    April 18, 1994; January 25, 1999; January 28, 2008

 

SUB-SECTION 3.3.3 - SCHOOL DIVISION CENSUS

Each census of the School Division shall be conducted according to statute and guidelines of the Virginia Department of Education.  Only authorized members of the school administrative staff will have access to the census file.  No census information will be released at any time concerning individual persons.

ADOPTED:                             June 20, 1988
REVISED:                               April 18, 1994
RESTATEMENT:                    January 25, 1999; May 19, 2003; January 28, 2008
LEGAL REFERENCE:            Code of Virginia, Section 22.1-281

 

 SECTION 3.3.4 - STATE-MANDATED DISPLAYS

A flag of the United States of America and a flag of the Commonwealth of Virginia are to be flown in accordance with protocol in an appropriate place at each school while schools are in session. Copies of the U.S. Bill of Rights and the national motto are to be displayed prominently in each school.

 

ADOPTED:                             June 20, 1988
REVISED:                               April 18, 1994; November 24, 2003; January 28, 2008
RESTATEMENT:                    April 19, 1999
LEGAL REFERENCE:            Code of Virginia, Section 22.1-133

 

SECTION 3.4 - STUDENT HANDBOOK

Annually the School Board shall approve student handbooks which will be delivered to students at the beginning of the school year.  The regulations therein have the weight of Board policy.

ADOPTED:                             June 20, 1988
REVISION:                             May 19, 2003
RESTATEMENT:                    April 18, 1994; January 25, 1999; January 28, 2008

 

SECTION 3.5 - GENERATING REVENUE FROM ADVERTISING AND UNDERWRITINGS/SPONSORSHIPS

SUB-SECTION 3.5.1 – GENERAL

The County School Board has the fundamental obligation to provide an appropriate education for children in the York County School Division.  Consequently, in administering public funds the highest priorities will be assigned to those budgetary elements which affect classroom instruction.  However, other activities outside the classroom affect the learning environment and the range of opportunities available to students in the York County School Division.  Limitations of public funding can place these activities at a disadvantage.  Accordingly, the County School Board finds it appropriate to advancing the best interests of the York County School Division to support fund raising activities which can assist directly in the financial support of extra-classroom aspects of School Division operations.

ADOPTED:                             May 22, 1995
RESTATEMENT:                    January 25, 1999; May 19, 2003; January 28, 2008

 

SUB-SECTION 3.5.2 - BAILEY FIELD ADVERTISEMENTS

The Superintendent is authorized to delegate authority for the sale of advertising space at Bailey Field to the York Foundation for Public Education.  The income derived from such advertisements shall be used to achieve the objectives of the Foundation.  Such advertisements will comport with the generally accepted standards of decorum established in the outdoor advertising industry in Southeastern Virginia.  Advertisements for tobacco products and alcoholic beverages of all types will be excluded from Bailey Field because such products have been found to be injurious to health and /or are proscribed by law from sale to York County School Division students.  The Superintendent with advice of counsel, by regulation, shall establish the marketing practices and procedures for advertising space.

ADOPTED:                             May 22, 1995
REVISED:                               January 28, 2008
RESTATEMENT:                    January 25, 1999; May 19, 2003

 

SUB-SECTION 3.5.3 - CHANNEL 47

The Superintendent is authorized to accept underwriting of programs or activities offered by private parties for Channel 47.  Such underwritings will comply with current FCC regulations and also with the standards of decorum established for similar sponsorships on WHRO-TV, WHRV-FM and WHRO-FM. Underwritings involving tobacco product and alcoholic beverage producers will not be accepted for the reasons stated above under Sub-Section 3.5.2.  The Superintendent with advice of counsel, by regulation, shall establish the marketing practices and procedures for soliciting underwritings.  The income from such underwritings shall be used to defray the cost of production of the program sponsored and the operating costs of Channel 47.

ADOPTED:                             May 22, 1995
REVISED:                               January 25, 1999; May 19, 2003
RESTATEMENT:                    January 28, 2008

 

SUB-SECTION 3.5.4 - HIGH SCHOOL GYM INTERIORS

The Superintendent is authorized to delegate authority to high school principals to sell advertising space in the school's primary gym.  Such advertisements shall be of a non-permanent nature, e.g., banners and flags.  Such advertisements shall be closed to tobacco product and alcoholic beverage manufactures for the reasons stated under Sub-Section 3.6.2 above.  The Superintendent with advice of counsel, by regulation, shall establish the marketing practices and procedures for selling advertising space in high school gyms.  The income derived from such advertisements shall be deposited in the school's activity fund.

ADOPTED:                             May 22, 1995
RESTATEMENT:                    January 25, 1999; May 19, 2003; January 28, 2008

 

SUB-SECTION 3.5.5 - OTHER ADVERTISEMENTS PROHIBITED

The list of advertisements and sponsorships provided above is exclusive to the location specified in this policy.  Other advertisements at these designated sites for a fee are prohibited.

ADOPTED:                            May 22, 1995
RESTATEMENT:                   January 25, 1999; May 19, 2003; January 28, 2008