Section C: General School Administration
- CA: Administration Goals
- CBA: Qualifications and Duties for the Superintendent
- CBB: Appointment and Term of the Division Superintendent
- CBCA: Disclosure Statement Required of Superintendent
- CBD: Superintendent's Compensation and Benefits
- CBE: Severance Benefits
- CBG: Evaluation of the Superintendent
- CF: School Building Administration
- CH: Policy Implementation
- CHD/BFE: Administration in Policy Absence
- CL: Administrative Reports
- CLA: Reporting Acts of Violence and Substance Abuse
- CM: School Division Annual Report
- CMA: Quality Profiles
- CZA: Displaying the Flags
CA: ADMINISTRATION GOALS
The Smyth County School Board places the primary responsibility and authority for the administration of the school division in the superintendent. The superintendent is responsible for the direction, leadership, and coordination of students and staff in their efforts to reach educational goals adopted by the School Board.
The School Board expects the division superintendent to provide leadership in:
- Decision-making.
- Communication.
- Planning, organizing, implementing, and evaluating educational programs.
- Developing and maintaining close working relationships and channels of communication within the school system and community.
Adopted: June 26, 2008
Revised: April 24, 2012
Legal References
- Code of Virginia, 1950, as amended, §§ 22.1-253.13:7, 22.1-70, 22.1-78.
Cross References
- CBA: Qualifications and Duties of the Superintendent
- CBG: Evaluation of the Superintendent
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CBA: QUALIFICATIONS AND DUTIES FOR THE SUPERINTENDENT
The superintendent annually participates in high-quality professional development activities at the local, state, or national levels, on topics including the Standards of Quality, Board of Education regulations, and the Guidelines for Uniform Performance Standards and Evaluation Criteria for Teachers, Principals, and Superintendents.
- attends school board meetings,
- implements school board policies and ensures that they are posted on the division’s website,
- reports to the school board about the status of programs, personnel and operations of the school division,
- recommends actions to the school board,
- facilitates communication between the school board and school personnel,
- assists the chairman in developing agenda of meetings of the school board, and
- develops regulations as directed by the school board.
- supervises the principals and assistant superintendents,
- oversees planning and evaluation of curriculum and instruction,
- develops for approval by the school board procedures for adopting textbooks and other instructional materials,
- visits schools on a regular basis, and
- maintains a current knowledge of developments in curriculum and instruction.
- observing directions and regulations prescribed by the Superintendent of Public Instruction or Board of Education,
- reporting information to the Superintendent of Public Instruction as required,
- promptly distributing all reports, forms, laws and regulations received from the Superintendent of Public Instruction,
- enforcing school laws, regulations and decisions of the Superintendent of Public Instruction and of the Board of Education, and
- developing and maintaining procedures, guidelines and regulations to implement school board policy. If board action is required by law or the board has specifically asked that certain types of regulations be given prior board approval, these procedures, regulations and guidelines are presented to the school board for approval and, when approved, placed in the school board policy manual. The administrative procedures, guidelines and regulations are communicated to the staff and made available for their information.
- organizing recruitment of personnel,
- reassigning personnel in accordance with school board policy,
- administering personnel policies and programs,
- upon request of the School Board, surveying the school division at least annually to identify critical shortages of teachers and administrative personnel by subject matter, specialized student support positions, and school bus drivers and reporting such critical shortages to the School Board, the Superintendent of Public Instruction, and the Virginia Retirement System;
- supervising evaluation of personnel;
- providing for maintenance of up-to-date job descriptions for all personnel, and
- annually designating a division employee as the division safety official whose duty it is to receive reports pursuant to subsection A of Va. Code §§ 19.2-83.1, 19.2-291.1, and 19.2-299.3 and including such designation in the collated packet of school safety audits submitted to the Virginia Center for School and Campus Safety. The designation includes updated contact information for the division safety official, including (i) a current mailing address, (ii) a current working daytime phone number, (iii) a current functional email address, and (iv) a current
functional fax number. The superintendent updates this contact information within 48 hours of any change to such information.
- preparing long- and short-range plans for facilities and sites,
- providing for the maintenance of school property and safety of personnel and property,
- inspecting, or providing for the inspection of, school property on a regular basis,
- overseeing the utilization of school property,
- monitoring any construction, renovation and demolition of school facilities,
- representing the school division before local or state agencies which control building requirements or provide financing for buildings, and
- closing public school buildings which appear to be unfit for occupancy.
- preparing the budget for school board approval,
- ensuring that expenditures are within the limits approved by the school board,
- reporting to the school board on the financial condition of the division,
- establishing procedures for procurement of equipment and supplies, and
- ensuring that an accurate record of all receipts and disbursements of school funds is kept.
- articulating educational programs and needs to the community,
- responding to concerns expressed in the community,
- maintaining contact with the news media,
- participating in community affairs, and
- involving the community in planning and problem solving for the school division.
- monitoring pupil personnel services,
- providing for an adequate pupil record system,
- implementing policies and programs relating to behavior and discipline of pupils,
- maintaining programs for the health and safety of pupils, and
- facilitating communication between the school division and community agencies.
Revised: June 28, 2011
Legal References
- Constitution of Virginia, article VIII, § 5c.
- Code of Virginia, 1950, as amended, §§ 22.1-58, 22.1-59, 22.1-68, 22.1-69, 22.1-70.3, 22.1-79, 22.1-136; 22.1-253.13:2, 22.1-253.13:7.
- 8 VAC 20-22-50.
- 8 VAC 20-22-600.
- 8 VAC 20-390-10.
- 8 VAC 20-390-40.
- 8 VAC 20-390-50.
- 8 VAC 20-390-60.
- 8 VAC 20-390-70.
- 8 VAC 20-390-80.
- 8 VAC 20-390-90.
- 8 VAC 20-390-100.
- 8 VAC 20-390-110.
Cross References
- BBA: School Board Powers and Duties
- EB: School Crisis, Emergency Management, and Medical Emergency Response
Plan
CBB: APPOINTMENT AND TERM OF THE DIVISION SUPERINTENDENT
The School Board appoints the superintendent from the list of eligibles certified by the Virginia Board of Education and determines the term of employment. The superintendent’s term expires on June 30. The superintendent serves an initial term of not less than two years nor more than four years. At the expiration of the initial term, the superintendent is eligible to hold office for the term specified by the School Board, not to exceed four years.
Except as provided below, if the School Board fails to appoint a division superintendent within 180 days of a vacancy, the Virginia Board of Education will appoint a superintendent for the division. If the School Board has not appointed a superintendent within 120 days of a vacancy, it will submit a written report to the Superintendent of Public Instruction demonstrating its timely efforts to make an appointment and containing a status report with a timeline for making the appointment prior to the 180-day deadline. On request, the School Board will be granted up to an additional 180 days within which to appoint a superintendent. If the School Board does not appoint a superintendent within 180 days of a vacancy, or request additional time within which to make the appointment, it will immediately notify the Virginia Board of Education, in writing, of its failure to make an appointment. If there has been no extension, within 30 days of the 180th day after the vacancy occurs, the School Board will submit, in writing, its preferred candidate(s), not to exceed three, for the position. The Virginia Board of Education may consider these candidates and other eligible individuals. The Virginia Board of Education may authorize the State Superintendent of Public Instruction to conduct the search for a division superintendent.
If the Virginia Board of Education appoints a superintendent, the contract for the superintendent will be negotiated by the School Board.
Adopted: June 26, 2008
Revised: April 13, 2015
Revised: July 31, 2018
Legal References
- Code of Virginia, 1950, as amended, §§ 22.1-58, 22.1-60, 22.1-61.
- Procedures for Appointment of a School Division Superintendent by the Virginia Board of Education (adopted by the Virginia Board of Education March 22, 2006).
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CBCA: DISCLOSURE STATEMENT REQUIRED OF SUPERINTENDENT
The superintendent shall, as a condition to assuming employment, file a disclosure statement of personal interests and other information as is required on the form prescribed by the Virginia Conflict of Interest and Ethics Advisory Council pursuant to Code of Virginia § 2.2-3117. Completed forms shall be filed and maintained as public records for five years in the office of the clerk of the Smyth County School Board. After the initial disclosure, the superintendent files this statement annually on or before January 15.
Adopted: June 26, 2008Revised: June 28, 2017
Legal References
- Code of Virginia, 1950, as amended, §§ 2.2-3115, 2.2-3117.
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CBD: SUPERINTENDENT'S COMPENSATION AND BENEFITS
The superintendent's contract sets forth the superintendent's compensation and benefit package. The superintendent's contract is available to the public pursuant to the Virginia Freedom of Information Act.
The School Board shall not renegotiate a superintendent's contract during the period following the election or appointment of new members and the date such members are qualified and assume office.
When the superintendent's contract is being renegotiated, each member of the school board will be notified at least 30 days in advance of any meeting at which a vote is planned on the renegotiated contract unless the members agree unanimously to take the vote without the 30 days notice. Each member's vote on the renegotiated contract will be recorded in the minutes of the meeting.
Adopted: June 26, 2008
Revised: May 13, 2013
Revised: April 9, 2018
Legal References
- Code of Virginia, 1950, as amended, §§ 2.2-3705.1, 22.1-60.
Cross References
- CBB: Appointment and Term of the Division Superintendent
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CBE: SEVERANCE BENEFITS
Any severance benefits provided to a departing Superintendent will be publicly announced prior to the Superintendent's departure.
Adopted: June 26, 2008Legal References
- Code of Virginia, 1950, as amended, § 15.2-1510.1.
Cross Reference:
- CBB: Appointment and Term of the Division Superintendent
- CBD: Superintendent’s Contract, Compensation and Benefits
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CBG: EVALUATION OF THE SUPERINTENDENT
It is the responsibility of the School Board to maintain and improve the quality of administration and instruction. One of the primary methods used in carrying out this responsibility is to work with the superintendent in improving his or her effectiveness.
Annually, the superintendent provides the School Board with a work plan designed to implement the goals set for the division by the School Board. The School Board evaluates the superintendent annually. The School Board develops the instrument to evaluate the superintendent after consulting the uniform performance standards and criteria developed by the Virginia Board of Education and the superintendent. . The
superintendent’s evaluations include:
- Student academic progress as a significant component
- An overall summative rating
- Identification of areas of individual strengths and weaknesses
- Recommendations for appropriate professional activities
- An evaluation of cultural competency
Each board member is involved in assessing the superintendent's job performance on a continuing basis and by completing the annual evaluation instrument. Upon conclusion of the annual performance appraisal, the evaluation is reviewed with the superintendent by the Board or its designees.
Adopted: June 26, 2008Revised: June 25, 2013
Revised: April 9, 2018
Legal References
- Code of Virginia, 1950, as amended, § 22.1-60.1, 22.1-253.13:5.
- Guidelines for Uniform Performance Standards and Evaluation Criteria for Superintendents (as approved on March 17, 2022).
Cross References
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CF: SCHOOL BUILDING ADMINISTRATION
The Smyth County School Board, upon recommendation of the superintendent, employs principals and assistant principals who hold licenses as prescribed by the Virginia Board of Education.
A principal provides instructional leadership in, is responsible for the administration of and supervises the operation and management of the school or schools and property to which the principal has been assigned, in accordance with the policies of the School Board and under the supervision of the superintendent.
A principal may submit recommendations to the superintendent for the appointment, assignment, promotion, transfer and dismissal of all personnel assigned to the principal’s supervision.
Adopted: July 31, 2008Revised: May 13, 2013
Revised: July 8, 2013
Legal References
- Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-293.
Cross References
- EB: School Crisis, Emergency Management, and Medical Emergency Response Plan
- DGC: School Activity Funds
- DGD: Funds for Instructional Materials and Office Supplies
- GCI: Professional Staff Assignments and Transfers
- GCN: Evaluation of Professional Staff
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CH: POLICY IMPLEMENTATION
Development of Regulations
The School Board authorizes the superintendent to create and update regulations necessary to carry out the policies adopted by the Board. If Board action is required by law or the Board asks that certain regulations or types of regulations be approved by the Board, the superintendent will present those regulations to the Board for action. The superintendent makes all regulations available to School Board members, employees and the public and sees that the regulations are placed in the School Board Policy Manual or are kept with the Policy Manual.
Dissemination of Policies and Regulations
Administrators and supervisors are responsible for informing staff members of all newly adopted or revised policies and regulations.
Adopted: July 31, 2008Revised: July 8, 2013
Legal References
- Code of Virginia, 1950, as amended, §§22.1-23.3, 22.1-78.
Cross References
- BF: Board Policy Manual
- BFC: Policy Adoption
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CL: ADMINISTRATIVE REPORTS
The School Board shall require reports from its superintendent concerning conditions and needs of the schools.
The superintendent shall complete and submit all reports required by law and by the Virginia Department of Education.
In accordance with State Law, or as the superintendent deems necessary, reports shall be submitted to the School Board to keep members informed about the needs and conditions of the schools or school division.
Special reports shall be prepared by the superintendent at the request of the Board.
Adopted: July 31, 2008
Legal References
- Code of Virginia, 1950, as amended, §§ 22.1-68, 22.1-70, 22.1-78, 22.1-81.
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CLA: REPORTING ACTS OF VIOLENCE AND SUBSTANCE ABUSE
I. Acts Reported to the Superintendent and Principal
on all incidents involving
1. alcohol, marijuana, a controlled substance, an imitation controlled substance, or an anabolic steroid on a school bus, on school property, or at a school-sponsored activity, including the theft or attempted theft of student prescription medications;
2. the assault and battery that results in bodily injury, of any person on a school bus, on school property, or at a school-sponsored activity;
3. the sexual assault, death, shooting, stabbing, cutting, or wounding of any person, abduction of any person as described in Va. Code § 18.2-47 or §18.2-48, or stalking of any person as described in Va. Code § 18.2-60.3, on a school bus, on school property, or at a school-sponsored activity;
4. any written threats against school personnel while on a school bus, on school property, or at a school-sponsored activity;
5. the illegal carrying of a firearm, as defined in Va. Code § 22.1-277.07, onto school property;
6. any illegal conduct involving firebombs, explosive materials or devices, or hoax explosive devices, as defined in Va. Code § 18.2-85, or explosive or incendiary devices, as defined in Va. Code § 18.2-433.1, or chemical bombs, as described in Va. Code § 18.2-87.1, on a school bus, on school property, or at a school-sponsored activity;
7. any threats or false threats to bomb, as described in Va. Code § 18.2-83, made against school personnel or involving school property or school buses;
8. the arrest of any student for an incident occurring on a school bus, on school property, or at a school-sponsored activity, including the charge therefor; or
9. any illegal possession of weapons, alcohol, drugs or tobacco products.
The principal of each school collects and maintains information on the above listed acts which occur on school property, on a school bus, or at a school-sponsored activity.
II. Reporting Duties of the Principal and Superintendent
each principal:
- immediately reports to the local law-enforcement agency any incident described in clause I.A.1 of this policy that may constitute a felony offense;
- immediately reports to the local law-enforcement agency any incident described in clauses I.A.3 through 7 of this policy except that a principal is not required to but may report to the local law-enforcement agency any incident described in clause I.A.4 committed by a student who has a disability;
- may report to the local law-enforcement agency any other incident described in clauses I.A.1 through 8 of this policy that is not required to be reported by the previous two bullets; and
- immediately reports any act enumerated in clauses I.A.1 through 5 of this policy that may constitute a criminal offense to the parents of any minor student who is the specific object of such act. The principal also reports whether the incident has been reported to local law enforcement pursuant to this policy and, if the incident has been so reported, that the parents may contact local law enforcement for further information.
In submitting reports of such incidents, principals and division superintendents shall accurately indicate any offenses, arrests, or charges as recorded by law-enforcement authorities and required to be reported by such authorities pursuant to subsection I.B. of this policy.
The principal or principal’s designee notifies the parent of any student involved in an incident required to be reported pursuant to this policy, regardless of whether disciplinary action is taken against such student or the nature of the disciplinary action. Such notice relates to only the relevant student's involvement and does not include information regarding other students.
III. Prevention and Intervention Activities
Whenever any student commits any reportable incident as set forth in this policy, such student is required to participate in such prevention and intervention activities as deemed appropriate by the superintendent or superintendent's designee.
The School Board develops, in cooperation with the local law-enforcement agencies, juvenile and domestic relations court judges and personnel, parents, and the community at large, programs to prevent violence and crime on school property and at school-sponsored events, which shall include prevention of hazing. Activities designed to prevent the recurrence of violence and crime, including hazing, may include such interventions as education relating to Virginia's criminal law, school crime lines, peer mediation, conflict resolution, community service requirements, and any program focused on demonstrating the consequences of violence and crime. The School Board may develop and use a network of volunteer services in implementing prevention activities.
IV. Purpose
The purpose of reporting acts of violence and substance abuse is to develop a program of prevention activities to provide a safe environment conducive to learning.
Adopted: November 10, 2008Revised: April 11, 2011
Revised: June 28, 2011
Revised: April 13, 2015
Revised: April 11, 2016
Revised: July 31, 2018
Legal References
- Code of Virginia, 1950, as amended, §§ 8.01-47, 22.1-279.3:1, 22.1-279.9.
- 8 VAC 20-560-10.
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CM: SCHOOL DIVISION ANNUAL REPORT
The Smyth County School Board, with the assistance of the superintendent, makes a report of each year covering the work of the schools for the preceding year ending June 30, to the Virginia Board of Education according to a
timeline and on forms supplied by the Superintendent of Public Instruction.
Revised: July 13, 2015
Legal References
- Code of Virginia, 1950, as amended, § 22.1 81.
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CMA: Quality Profiles
I. Division Information
The Smyth County School Board annually prepares and disseminates information on the school division and each school within the division. The information is concise, presented in an understandable and uniform format, and, to the extent practicable, presented in a language that parents can understand. The information is accessible to the public and shows how students in the division achieved on the state’s student academic assessments compared to students in the state as a whole and how students at individual schools achieved compared to students in the division and in the state.
II. School Quality Profiles
The Smyth County School Board ensures that every school in the division annually provides parents and the community a School Quality Profile in a manner prescribed by the Board of Education. The School Quality Profile includes designated information for the most recent three-year period. The School Quality Profile includes information designated by the Board of Education to include indicators of the following: accountability, assessments, enrollment and demographics, college and career readiness, finance, learning environment, and teacher quality. Specific indicators include:
- Virginia Assessment Program results by percentage of participation and proficiency and disaggregated by student reporting groups;
- accreditation status;
- attendance and absenteeism for students;
- information related to school safety to include incidents of crime and violence; and
- information related to qualifications and educational attainment of the teaching staff.
In addition, School Quality Profiles for secondary schools include the following:
- Advanced Placement (AP) information to include percentage of students who take AP courses and percentage of students who take AP tests
- International Baccalaureate (IB) and Cambridge course information to include percentage of students who are enrolled in IB or Cambridge programs and percentage of students who receive IB or Cambridge Diplomas
- college-level course information to include percentage of students who take college-level courses including dual enrollment courses
- number and percentage of (i) graduates by diploma type as prescribed by the Board of Education, (ii) certificates awarded to the senior class including high school equivalency preparation program credentials approved by the Board of Education, and (iii) students who do not complete high school
- number and percentage of dropouts
- the number of Board-approved industry certifications obtained
- the number of state licensure examinations passed
- the number of national occupational competency assessments passed
- the number of Armed Services Vocational Aptitude Battery assessments passed
- the number of Virginia workplace readiness skills assessments passed
- the number of career and technical education completers who graduated. A "career and technical education completer" is a student who has met the requirements for a career and technical concentration or specialization and all requirements for high school graduation or an approved alternative education program.
Adopted: May 13, 2019
Legal References
- 20 U.S.C. § 6311.
- 34 C.F.R. 200.11.
- Code of Virginia, 1950, as amended, §§ 22.1-253.13:3, 22.1-253.13:4.
- 8 VAC 20-131-270.
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CZA: Displaying the Flags
It shall be the duty of the principal of each school to ensure the flags of the United States of America and the Commonwealth of Virginia are flown from the flagstaff or pole during school hours of each day in the year, except upon such days as injury to the flag would be likely due to inclement weather conditions.
Revised: March 12, 2018
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