Coronavirus Information

On Monday, March 23, Governor Ralph Northam extended his executive order regarding school closings. All schools will be closed for the remainder of the 2019-20 school year. Offices will also remain closed until further notice. Staff will continue to respond to email and voicemail while working remotely.

The York County School Division has a multi-faceted plan in place to provide educational activities and lessons for all students, food service resources for families in need, and e-commuting opportunities for staff.

The division has pandemic plans in place that are reviewed and updated annually. Our staff works closely with the Virginia Health Department (VDH) and local agencies to prepare for, and minimize, the potential spread of the virus.

As new information is emerging daily, the division will continue to update our families as staff as often as possible through information posted to this page and through all other normal communication channels.

Below you can find additional information and resources for our families and staff related to COVID-19.

COVID-19 Information » (updated 4/1)

YCSD Communications » (updated 7/1)

Technology Support » (updated 5/15)

What if my child has a question regarding the alternative learning plan or needs assistance with technology?

During this period of school closures, students and parents/guardians are encouraged to communicate with classroom teachers via email or other online platforms such as Office 365 and Remind. In addition, should students and parents/guardians have questions related to technology, they are encouraged to call 757-527-4819 between the hours of 8 a.m. and 4 p.m. Monday through Friday.

Why does the division use Office 365 and Microsoft Teams as its online platform for video conferencing rather than Zoom?

The York County Schools Division evaluates and adopts software/programs in accordance with division guidelines. Microsoft Teams has been adopted as an official platform for collaboration and communication, while Zoom has not been evaluated for adoption. All staff are expected to use division-supported platforms.

Microsoft Teams has specific privacy and record-keeping data necessary for the division to comply with the Children's Online Privacy Protection Act (COPPA), the division AUP policy, and Office of Civil Rights (OCR) guidance. For example, Teams has been configured to prevent students from showing video and all chat sessions are logged to protect both students and staff.

Will the district utilize more live and video sessions to teach? (updated 5/15)

Since moving to distance learning in March, the division has restricted the use of videoconferencing in Microsoft Teams for safety and security reasons. Division staff have spent weeks evaluating new features implemented by Microsoft and have recommended that the division use the video feature during online Summer Academies.

We also recognize that the abrupt end of face-to-face classroom instruction has meant teachers and students will not have their normal opportunity to say goodbye for the summer. Therefore, beginning the week of May 18, teachers will be provided instructions on the new safeguards. Once teachers have reviewed those safeguards, they will be able to activate the video feature with students. We are excited to reconnect our students and teachers in this manner.

Will families who do not have computers have another opportunity to receive devices?

Division staff are developing additional extended learning plans. Once those plans are developed, communication regarding technology needs and opportunities will be provided.

How will families with multiple students but only one computer keep up with online assignments?

The Virginia Department of Education has provided guidance that school divisions are not being asked to replicate the existing school day but should provide opportunities for students to make academic progress and continue to learn and grow. Therefore, we hope this will not be an issue for our families. If you encounter issues, please reach out to your child's teacher to discuss.

Can the division limit the number of platforms being used by teachers, as it is very hard to keep up with where to go for each class and teacher?

There are three main platforms YCSD recommends for our Extended Learning Plans: Aspen, Microsoft Teams and Remind. That said, teachers will continue to use various types of technology within these sites to keep students engaged.

Aspen: Assignments and course materials will be posted to the teacher's Aspen pages. Parents who need Aspen account information should call 757-527-4819 between the hours of 8 a.m. and 4 p.m. Monday through Friday. Parents will be asked to provide the following information:

The email address the parent/guardian used when they registered their student
The student's first, middle and last name
The parent's first and last name

Once the parent's information is verified, the Aspen account information will be emailed to the parent using their registered email address.

Teams: Teachers will use Microsoft Teams to provide ongoing instruction with Office 365 tools including video recording, live streaming, discussion boards and file sharing.

Remind: Remind is a messaging platform that teachers, coaches and activity sponsors can use to engage and support parents and students via cell phones. Parents are encouraged to download the Remind app to allow teachers to contact them by phone while working remotely. Some of the safety features of the YCSD Remind platform include:

Personal cell phone numbers are safeguarded
Text messages will be stored in a district message archive
Messages can easily be translated for student or parents who do not speak English
Phone call options are available using unique phone numbers assigned by Remind

Calendar Impact » (updated 5/15)

When is the last day of school? (updated 5/15)

As a reminder, the last day of the school year is June 11, though some classes will complete work prior to that day. Final grades and report cards will be available by June 18 and will be based on an average of the students' grades in quarters 1-3. As there are no new quarter 4 grades, the school division will not issue electronic quarter 4 interims this year. Teachers will continue to monitor student work and provide feedback.

What is happening to graduation ceremonies? (updated 5/15)

Plans to celebrate the achievements of our seniors at non-traditional graduation ceremonies, to be held on June 10 (YRA), June 11 (BHS & YHS) and June 12 (GHS & THS), are being finalized at this time. A committee of staff, students and parents developed recommendations that align to state requirements as well as the feedback received from students and parents last week. Seniors and their families will receive a separate communication with specific details about the ceremonies on Monday, May 18.

How does this closure impact athletics?

For the safety of all, no practices and/or team meetings of any type are permitted (this includes student led practices and/or team meetings).

As a reminder, all school building and school playgrounds remain closed. Until further notice, we discourage the use of any school facilities, including basketball courts, baseball fields, tennis courts and tracks.

The Virginia High School League's Crisis Management Committee decided Tuesday morning that a final plan of action for the school's spring sports season would wait until May. Please visit the VHSL website for additional information.

How will the closure impact school events like plays, concerts, prom, etc.? (updated 4/29)

With Governor Northam's decision to close schools for the remainder of the school year, most scheduled events have been canceled. All decisions will be guided on information from the Virginia Department of Health and CDC guidelines concerning mass gatherings.

Grading & Testing » (updated 4/29)

Why were students only given the opportunity to raise quarter 3 grades, when quarters 1 and 2 are now weighted more heavily for final grades? (updated 4/29)

The division recognized that the abrupt end of the third quarter interrupted opportunities for teachers and students to complete upcoming assignments, quizzes and tests scheduled to take place within the quarter, and therefore provided students the opportunity to improve quarter 3 grades.

While quarters 1 and 2 now account for an additional percentage of the grade, students were able to fully complete all work within those quarters.

I understand that students' work will not be graded, but is there a Pass/Fail standard in place? For instance, if a student does not participate in remote learning, will the student have to attend summer school? (updated 4/29)

Summer school programs are designed for students who have been identified as needing additional academic support based on test results, academic performance, and teacher/administrator recommendations. Recommendations for placement will not be based solely on performance/participation during the school closure.

How will students in Virtual Virginia be graded? (updated 4/29)

The Virtual Virginia program will follow the York County School Division grading policy, which follows:

Students are allowed to make up Quarter 3 work.
Students will not be graded on Quarter 4 work.
Students will continue new work for Quarter 4 and will receive feedback on their work.

How will this affect graduation requirement such as verified credits? (updated 4/29)

Students currently enrolled in a high-school credit bearing course eligible for a verified credit during the 2019-20 school year may be awarded a locally-awarded verified credit if they have passed the class and completed a majority of the competences, skills and objectives associated with the course. Specific questions about a student's Academic Career Plan and graduation requirements can be sent to the school counselor or ACC.

How will this closure affect SOLs and other assessments? (updated 4/29)

The U.S. Department of Education has given Virginia permission to cancel federally mandated Standards of Learning tests during the 2019-2020 school year. The federal Every Student Succeeds Act of 2015 requires states to administer annual assessments in reading and mathematics in grades 3-8 and at least once in high school. The law also requires testing in science at least once in elementary, middle and high school.

The commonwealth's assessment system also includes tests in writing and social studies and history that are not required by the federal law. On April 24, the state announced that students will not be required to make-up SOL tests that were not administered due to the school closures.

AP:

The College Board has canceled traditional AP testing for the 2019-20 school year and instead will implement online testing for students. College Board and Advanced Placement has provided updates regarding the upcoming AP test administration to include the exam schedule and information about the specific free-response question types that will comprise each AP Exam. The AP Program will continue to communicate important updates directly to AP teachers and students by email. For more information on the upcoming AP test administration and available instructional resources for students, please visit the College Board website.

AP Online Courses:

The College Board is offering support for AP students affected by school closures. Beginning March 25, students and schools will have access to live AP review lessons, delivered by AP teachers from across the country. These lessons will help prepare students for the new at-home AP Exam option.

While students enrolled in AP courses should have already received an email from the College Board with more information, the live classes and recordings can be found on the AP YouTube channel or through the College Board website.

IB:

The May 2020 examinations for Diploma Programme and Career-related Programme students will no longer be held. Depending on what they registered for, the student will be awarded a Diploma or a Course Certificate which reflects their standard of work. Additional information will be provided by the IB Programme.

Student Matters » (updated 5/15)

Is there a way we can pick up our children's personal belongings and medications from the school? (updated 4/30)

School nurses have cataloged all student medications remaining in school buildings. In accordance with guidance from the Virginia Department of Education, all medications that can be sent through the US Postal Service will be mailed to the student's home address. If a medication cannot be mailed, the nurse will contact the family to make arrangements for collecting the medication.

As Grafton Middle and Grafton High student belongings have already been prepped for pick-up due to the electrical fire, pickup times for those schools begin the week of April 27. All other schools will schedule pickup opportunities beginning the week of May 4. Information on pickup dates, times and procedures will be shared with families by each school's administration in the coming days.

Can new students be enrolled?

Beginning Monday, April 13, 2020, families who move into the York County school attendance area will be able to enroll their children in their zoned school. Families will need to contact their zoned school and work with office staff to either

register using the pre-enrollment link on the YCSD website,
register by phone,
or arrange a time to pick up the registration packet materials from the school.

Students will be enrolled in the school information system (Aspen) and will have access to all instructional materials being provided to students during the learning continuity plan being utilized for the 4th marking period.

To allow full enrollment for the 2020-21 school year, families will need to provide:

original copy of child's birth certificate
documentation of street address
immunization records
school entrance health form
all requirements listed on the YCSD enrollment website

Will out-of-zone students receive a discount on tuition?

As all students will receive the same opportunities to continue their education experiences with the York County School Division, there is no plan for discounts to be issued for out-of-zone tuition at this time.

What is happening to graduation ceremonies? (updated 5/15)

How can we pick up our cap and gown order?

Caps and gowns will be mailed to students' homes by Herff-Jones (some families have begun to receive these orders). If students have moved or if their address has changed, they will need to contact Herff Jones at 804-598-0971 and speak with Robert (Bob) Stratton, the division representative, about changing delivery options.

Will there be refunds for graduation items already ordered, such as invitations?

If parents have questions about the materials they ordered, they can contact Herff Jones at 804-598-0971 and ask to speak with Robert (Bob) Stratton who is our division representative.

Will there be an opportunity to reschedule proms or other school events?

Currently all high school administration teams are reviewing options for proms and senior activities. Schools recognize that these events are important to students and families. School administration teams are working with venues to move prom events later in the year, closer to May 30 and early June, and/or looking into the possibility of holding a county-wide or multi-school event in late June or early July. All decisions will be guided on information from the Virginia Department of Health and CDC guidelines concerning mass gatherings.

How will students get yearbooks they have ordered?

Staff are working to address next steps for this question. As soon as information is available, we will provide an update on this site.

Are sports teams allowed to meet on their own during this time?

For the safety of all, no practices and/or team meetings of any type are permitted (this includes student led practices and/or team meetings).

As a reminder, all school buildings and school playgrounds remain closed. Until further notice, we discourage the use of any school facilities, including basketball courts, baseball fields, tennis courts and tracks.

Family Support » (updated 6/17)

If a family is in need of breakfast and lunches for their students, what are their options? (updated 6/17)

Staff are currently distributing meals at designated pick-up sites across the division. Meals are available to all children who would benefit from having them. Curbside service for collecting the "Meals-to-Go" bags is available at Magruder Elementary, Tabb High, and York High every Monday and Thursday from 10 a.m. to 12 p.m. Each bag contains multiple days' worth of food for both weekdays and weekends. For questions, please call 757-898-0468, 757-898-0485, or send an email to Meals@ycsd.york.va.us.

We are evaluating other opportunities to support families in need of meal assistance at this time and will provide that update if any changes are made.

Why aren't school buses being used to deliver meals to students in need?

Free WATA service is available to families to the Magruder curbside service location. For those families unable to reach a school for curbside service, please call 757-898-0468, 757-898-0485, or email Meals@ycsd.york.va.us to arrange for meal delivery, which will be supported by YCSD buses as needed.

What happens with money in student meal accounts?

All funds remaining in a student's meal account can be rolled over to the next school year. Families that will not be returning next school year, or who are in need of the funds in the meal account, can request a refund by contacting the YCSD Finance department by email at ehall@ycsd.york.va.us or by phone at 757-898-0446. Please share your students name, school, and information to obtain a refund check (payment made out to and mailing address).

Will families receive refunds for field trips and other events that were canceled?

Schools are processing refunds for all field trips and other canceled events. Please contact your school's main office directly for additional information to ensure the event was, in fact, canceled.

Will there be any recommendations for parents that are required to work who don't have back up childcare?

At this time, we are still determining recommendations for childcare for parents.

What resources are available for managing stress and anxiety?

We also know this can be a stressful situation for all, especially for children who may not be able to express their anxiety or stress which could lead to misunderstandings and further stress on a family. While not all children react to stress in the same manner, changes in behavior can be indicators of fear and stress. Examples could include regression in behaviors previously outgrown, withdrawal, lack of interest in favorite activities, and moodiness or anger. Several resources for managing anxiety and stress are listed below.

During school closure, if your child experiences an emergency, crisis, or needs immediate assistance, please call 911 or go to your nearest emergency room. Please note that school-based mental health teams are not available to provide guidance, resources, or intervention services for mental health emergencies during school closure. In addition to contacting any private providers, Colonial Behavioral Health may be accessed at the following numbers: 757-220-3200 (8am-5pm M-F) or 757-378-5555 (emergency 24 hour accessibility).

Employee Matters » (updated 4/1)

What guidance is there for employees?

YCSD employees will receive notification from their supervisors regarding work expectations during this mandated closure.

The division has developed a website specifically for staff with resources to support working remotely from home and information relayed to payroll, leave, and other employee matters.

How will the closing impact pay moving forward, will we continue to get paid bi-weekly?

At this time, all full-time and part-time employees will continue to receive their base pay. As we continue to receive information regarding state and local budgets, we will provide any updates that may affect this decision. Also at this time, there are no changes to bi-weekly and monthly payroll dates.

I'm wondering about my pay as a non-contracted employee. Will we be paid after the two week closing. If not, will we be eligible for unemployment?

There are numerous non-contracted positions within our division. Please see the response to the first question. This will require additional information to answer your question. Please submit your specific questions to humanres@ycsd.york.va.us and a member of our HR team will be able to provide an answer to your question.

Will I have a contract for next year? Do I need to begin applying for another job?

For both contracted and non-contracted positions the HR department is beginning the process for FY21 staffing. We want to assure all our employees that when our schools re-open, we aim to be fully staffed to meet the needs of our students and school community. Please submit your specific questions to humanres@ycsd.york.va.us and a member of our HR team will be able to provide an answer to your question.

Please address pay for substitute staff. How will the division support individuals who rely on substitute hours to pay their bills?

Substitutes are being paid for any hours worked during and before the mandated closure. YCSD recommends that individuals inquire with the Virginia Employment Commission for additional information while schools are closed.

When will staff be able to begin working in offices and schools again? With the issues between Citrix and Teams, working remotely is very cumbersome.

The division is currently creating a plan for some staff to return to building to collect necessary items, but there is no plan for all staff to return on a regular basis in order to maximize social distancing. We will review whether we can create an acceptable plan for employees to work in the buildings, but this is reliant on a number of other factors.

For the best experience with video conferencing in Teams, do not log into Citrix but rather open Office 365 directly in your Chrome. Edge or Firefox browser and log in with your YCSD credentials.

I need a verification of employment and copies of my pay stubs. Who can I contact at the SBO with assistance?

TVerifications of employment should be sent to Maria Byrd at mbird@ycsd.york.va.us and requests for copies of pay stubs should be sent to Ruth Nix at rnix@ycsd.york.va.us.