It shall be the duty of the School Board to call meetings of community representatives for consultation as regards to matters of mutual interest to the school system and the community.
This policy is established in compliance with the Standards of Quality for Public Schools in Virginia and is an expression of the board's commitment to maintain an efficient and effective procedure for communications between employees, the board, and its administrative staff.
Sound management principles dictate that the superintendent establish a system of communication which provides all employees the opportunity to voice their concerns and receive responses regarding the policies, rules, regulations, and conditions of employment. Such a system of communication shall provide for periodic meetings throughout the school year between representatives elected each year by the employees and the superintendent or designee. Written summaries of these meetings will be prepared by the administration and made available to the employees, administration, and the board.
Nothing in this policy will be construed to limit the authority of the board to make the final decision on all matters of school policy, or to deny any employee, or group of employees, the right to be heard by the board. The procedure established by the superintendent will not prohibit the employees or other groups from submitting recommendations to the board or the administration as deemed desirable or necessary.
The following procedures have been used in the past and are hereby adopted as policy by the Smyth County School Board to ensure a complete and open system of communication between the Smyth County School Board and the Smyth County school employees.
The length of the school term in Smyth County shall be 180 teaching days in each school year.
An annual school calendar shall be prepared scheduling teaching days, in-service and workdays, and holidays for Smyth County schools.
The length of the regular school day shall average at least five and one half (5-1/2) hours, exclusive of time for the meal intermission.
The length of class periods, to include time necessary for students to change classes, shall be scheduled in compliance with State Board of Education requirements.
Extreme inclement weather or hazardous driving conditions and/or other emergencies may deem it necessary for the superintendent to cancel the operation of schools for one or more days. The superintendent will consult with the local highway department, police, principals, and other appropriate authorities before making the decision to close schools. When such a decision is made, local radio stations and area television stations will be notified and requested to make periodic announcements. Each school principal is responsible for implementing a plan to notify appropriate school personnel. Schools will operate according to the official calendar unless an announcement is made to close schools. The Smyth County School Board will determine those changes in the official school calendar necessitated by school closings.
It shall be the duty of the school board to insure that the triennial census is properly conducted and reported as required by State law and guidelines issued by the superintendent of public instruction.
School facilities in Smyth County exist for the purpose of educational opportunities for public school children and no other use of the schools shall be permitted which interferes with this purpose. However, the school board does encourage the citizens of Smyth County to make appropriate use of the school facilities providing such use does not conflict with the education program. The board also encourages the use of school facilities by local organizations involved in civic, educational, and other similar endeavors. School facilities shall not be used for religious services or for meetings on controversial issues if such services or meetings are determined to be detrimental to school and community relations.
Applications for use of school facilities shall be made to the respective principal as far in advance as possible. The application must state the name of the group or organization requesting such facilities, the purpose to be served by such use, the nature of the meeting or function, and the date and time of such meeting or function. If the principal approves the application and satisfactory arrangements can be made, he/she shall notify the superintendent of schools accordingly. If there are any doubts as to whether the application shall be approved, the principal shall discuss the matter with the superintendent of schools prior to a decision being made on the approval or rejection of such application.
Charges and/or fees for use of school facilities shall not be designed to limit or prohibit use, but to prevent the inappropriate expenditure of public funds. Charges and/or fees shall be based upon the actual cost incurred by the school system in permitting the use of school facilities.
Organized groups such as clubs or recreation departments using school facilities on a regular basis should provide general liability coverage for limits no less than those carried by the Smyth County School Board. All such organizations should submit a current certificate of insurance be maintained on file.
Organized groups holding special events on school property shall be required to submit a certificate of insurance indicating general liability coverage for limits no less than those carried by the Smyth County School Board. Such certificate must be filed with the appropriate school principal at least two weeks prior to the date of the scheduled activity.
Any assaults, assaults and batteries, "unlawful wounding," maiming, and homicides, other than involuntary manslaughter, committed by a student on school personnel and brought to the attention of the school principal shall be reported to the superintendent as soon as possible. The division superintendent shall report all such incidents to the Department of Education as required.
All Smyth County students, board personnel, and visitors participating in any of the following courses shall be required to wear industrial quality eye protective devices at all times.
Smyth County Public Schools Hazard Communication Program operations manual is available in the offices of principals and designees for review by any interested party. Material Safety Data sheets for all hazardous chemicals to which building occupants may be exposed will be kept with the operations manual.
All persons other than authorized school board personnel and students properly enrolled at the respective school shall report to the school administrative office immediately upon arrival during normal operational hours.
Selling, soliciting, or advertising on school grounds and/or at any other place where the business of the school board is conducted, without the express written permission of the superintendent of schools or other authorized school board office personnel, and without the knowledge of appropriate school administrators, is prohibited. Any such selling, soliciting, or advertising, once approved, must be conducted before or after normal working hours and must not interfere with the educational process or the work of school board employees.
Any materials to be distributed must first be approved by the superintendent's office, and distributed only by the school principal or site supervisor, or other designated employee.
All selling, soliciting, or advertising conducted on school grounds must be monetarily advantageous for students and the school operation in general. Individuals or companies involved in selling and soliciting of products that profit the seller and/or company will pay the school a fee of $25.00 per visit, or will provide compensation comparable to this amount through products, services, etc. The acceptance of any benefit as payment other than the $25.00 fee will be left to the discretion of the building principal or designee. Also, any additional building charges that may be incurred due to the selling, soliciting, or advertising will be paid by the seller and/or company. Non-profit organization fundraisers and or collections will be left to the discretion of the building principal or designee. Fundraisers conducted by the school for the benefit of the school/school clubs and athletic teams/and or students are exempt from the $25.00 fee.
All individuals/companies/organizations (profit and non-profit) must have a "Permission to Sell, Solicit, and Advertise Form" approved by the superintendent on file before building visitation. A master list containing the name of approved individuals/companies/organizations will be updated periodically and e-mailed to principals. The building principal reserves the right to deny any approved parties access to his/her building.
Any rewards given to students for participation in sales activities are to be of a monetary (real/actual) value, not of a special privilege nature.
Any individual, company, or agency violating this policy may be banned from selling, soliciting, or advertising on school grounds.
The policy of the Smyth County School Board concerning the addition of payroll deduction plans is set for the convenience and savings of employees and for the reasonable and efficient management by the administrative staff and payroll office.
The School Board authorizes payroll deduction for insurance, tax sheltered annuities, and other employee benefit services, if twenty or more employees opt for any of one or more plans marketed by any licensed agent/agency, provided that one common remittance is submitted, and it is demonstrated that fiduciary safeguards are in place if a common remittance is made to other than an insurance carrier.
On October 1 of each year, enrollment under each common remittance will be reviewed. If the number of employees enrolled is less than twenty (20), marketing representatives will be notified that unless at least twenty (20) employees are enrolled by October 1 of the next year, payroll deductions for that plan will be terminated as of January 1 of the ensuing calendar year.
The Smyth County School Board does not recommend nor endorse any individual plan proposed for payroll deduction. This disclaimer must be displayed on all company information provided for school board employees in an enrollment campaign.
All marketing and/or promotional information which a company agent or marketing representative wishes to distribute to school board employees must be provided for review and approval to the superintendent’s office no less than thirty (30) days prior to distribution. Upon written notification from the superintendent’s office, school principals and site supervisors may distribute information to employees through internal mail.
Upon receipt of the express written permission of the superintendent of schools or other authorized school board office personnel, school principals and site supervisors may arrange for marketing representatives to meet with groups of employees, provided employee attendance is voluntary and any such meetings are held during other than normal working hours. Principals and site supervisors are required to take such steps as are necessary to preclude marketing representatives having access to school board employees during normal working hours.
Any individual, company, or agency violating this policy, the provisions of 3.22, Selling, Soliciting, Advertising, or 3.21, Visitors, may be banned by the school board from further marketing activities, and the school board may authorize the discontinuance of payroll deductions for plans marketed by the agent/agency in violation of school board policy.
Students and employees of the school division are to be protected from intrusions on their time by announcements, posters, bulletins, and communications of any kind from individuals and organizations not directly connected with the schools.
Communications to parents and other citizens sent home by students as a means of mass communication carry the implication of endorsement by school personnel and the school board. Such communications shall be carefully reviewed by the principal and/or superintendent before permission is granted for distribution.
The school board prohibits the distribution of materials or information which publicly endorses or supports groups, organizations, and individuals involved in a commercial endeavor for profit or political campaigns.
Materials shall be distributed or made available in the schools, or on school property at reasonable times and locations and shall be made in a reasonable manner as determined by the administrator at each school.
The principals and the superintendent are expected to interpret this policy strictly. Each principal is to review carefully requests to distribute materials, pamphlets, notices, and other communications; and if in doubt, shall seek permission from the superintendent of schools or his designated agent. If doubt exists at this level as to whether distribution should be made, permission shall be denied until disposition of the matter is made by the school board.
The use of tobacco or tobacco products is prohibited inside any building owned, rented, or leased by the Smyth County School Board. This prohibition includes any vehicle owned, rented, or leased by the board.
Employees are prohibited from using tobacco or tobacco products in the presence or in view of students on any school properties during the school day and while supervising, directing, or assisting with a school sponsored activity on or off school property at any time.
Schools are responsible for providing and maintaining an environment in which students are protected from drugs and drug-related activities. This environment must be conducive to wholesome living and effective learning. Schools are aiding and assisting parents in seeking a solution for this problem, but the parents have the first and ultimate responsibility for governing the actions of their children.
All teachers and other staff members shall be responsible for reporting to the principal any evidence of substance abuse. Immunity from liability for school personnel who investigate or report drug abuse is provided in section 8.01-47 of the Code of Virginia. When a teacher or staff member suspects the misuse of drugs because of a student's behavior or marked difference in his daily functioning, the principal shall be notified.
Each school faculty shall be briefed on the problem of substance abuse and the implementation of this policy.
It is expected that all teachers and employees of Smyth County schools convey by their actions and teachings, that they do not condone or encourage substance abuse by students. The result of any proven illegal action relative to substance abuse by any Smyth County School Board employee will be grounds for immediate dismissal.
Any publication or other printed matter which advocates the illegal use of drugs or portrays the use of drugs as acceptable behavior are prohibited from distribution on school property.
Principals and such staff members as the principal may designate shall routinely monitor all areas of buildings and grounds, including parking lots, and any adjacent areas. Any trespassing or other suspicious activity shall be reported to law enforcement authorities.
The Code of Virginia requires that "Every student shall, at the time of admission to a public school, furnish documentary proof of immunization. The student is entitled to exemption by reason due to student's religious practices or if the required immunization may be detrimental to the student’s health."
As a condition to employment, every public school employee, including, but not limited to teachers, cafeteria workers, janitors, and bus drivers, shall submit a certificate signed by a licensed physician stating said employee appears free of communicable tuberculosis. Such certificate is to be based on recorded results of those x-rays, skin tests, and other examinations, singly or in combination, as deemed necessary by the physician that have been performed within the twelve months period immediately preceding submission of the certificate. After consulting with the local health director, the school board may require the submission of such certificates annually, or at such time it deems appropriate, as a condition to continued employment.
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.
The school board is committed to providing a healthful environment for all students and employees. In fulfilling that commitment, the school board recognizes its responsibility to protect the health of its students and employees as well as to uphold their individual rights. The school board, in compliance with Virginia Code 22.1-272, shall exclude from school or work any person with an infectious or communicable disease. Persons with transmittable diseases will also be excluded.
Such exclusion shall be contingent upon an evaluation of each case. The evaluation of each case will be conducted in accordance with administrative regulations and shall include a written statement from the student's or employee's physician, from a physician chosen by the division and from a physician from the local health department that the individual undergoing evaluation does or does not have an infectious, communicable or transmittable disease.
If the evaluation indicates that the individual cannot be returned to his or her regular assignment, an alternative assignment may be considered.
All parties involved shall respect the rights of the individual regarding confidentiality and their rights to privacy as defined in P.L. 93-380.
The school board believes it has a responsibility to fully investigate the consequences of admitting or excluding an individual with an infectious, communicable or transmittable disease and, as new facts from leading authorities become known, shall re-examine the above policy.
Attachments A, B, and C further define this policy and provide guidelines in reference to the communicable disease policy.
The following procedures have been developed as a guideline for school and departmental administrators who identify or suspect communicable disease in the school or work setting.
Persons contributing information to the panel shall include the attending physician, principal, teacher(s) and parents of the student. In the case of an employee, contributing persons include attending physician, immediate supervisor and employee.
The Smyth County Public School Division will work cooperatively with the Smyth County Health Department to ensure compliance with Virginia Code 22.1-271.3 for school attendance of children infected with human immunodeficiency virus (HIV).
Reference: Code of Virginia 22.1-271.3. Guidelines for school attendance for children infected with human immunodeficiency virus.