Section E: Support Services

• EA: Support Services
• EB: School Crisis, Emergency Management, and Medical Emergency Response Plan
• EBAA: Reporting of Hazards
• EBAB: Possible Exposure to Viral Infections
• EBB: Threat Assessment Teams
• EBBA: Emergency First Aid, CPR and AED Certified Personnel
• EBBB: Personnel Training–Viral Infections
• EBCB: Safety Drills
• EBCD: School Closings
• EC: Buildings and Grounds Management and Maintenance
• ECA: Inventory and Reporting of Loss or Damage
• ECAB: Vandalism
• EEA: Student Transportation Services
• EEAB: School Bus Scheduling and Routing
• EEAC: School Bus Safety Program
• EEAD: Special Use of School Buses
• EF: Food Service Management
• EFB: Free and Reduced Price Food Services
• EFD: Food Sanitation Program
• EGAA: Reproduction and Use of Copyrighted Materials
• EI: Insurance Management
• EZ: Motor Vehicles
• EZA: Transportation on State-Maintained Roads
• EZB: Confined Space Policy
• EZC: Emergency Closing
• EZD: The Use of Facilities and General Liability Coverage

The non-instructional operations of the school division are an important component of the educational process and support the instructional program.

The Smyth County School Board provides support services necessary for the efficient and cost-effective operation of its schools.

Adopted: September 8, 2008
Revised: June 8, 2009
Revised: July 8, 2013
Revised: April 9, 2018

Legal References

• Code of Virginia, 1950, as amended, Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-79, 22.1–253.13:2.

Cross References

• EC: Buildings and Grounds Management and Maintenance

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EB: SCHOOL CRISIS, EMERGENCY MANAGEMENT, AND MEDICAL EMERGENCY RESPONSE PLAN

Each school develops a written school crisis, emergency management and medical emergency response plan as defined below. The School Board includes the chief law enforcement officer, the fire chief, the chief of the emergency medical services agency, the executive director of the regional emergency medical services council, and the emergency management official of the locality, or their designees, in the development of such plans. The School Board, the chief law enforcement officer, the fire chief, the chief of the emergency medical services agency, the executive director of the regional emergency medical services council, and the emergency management official of the locality, or their designees, annually review each school's plan. The Department of Education and the Virginia Center for School and Campus Safety (VCSCS)  will provide technical assistance to the school division in the development of the plans. In developing these plans, schools may consult the model school crisis, emergency management, and medical emergency response plan developed by the Board of Education and the VCSCS.

The School Board designates the Superintendent as emergency manager.

Each school annually conducts school safety audits as defined below in collaboration with the chief law-enforcement officer of the locality or with that officer’s designee. The results of such school safety audits are made public within 90 days of completion. The school board may withhold or limit the release of any security plans, walk-through checklists and specific vulnerability assessment components as provided in the Virginia Freedom of Information Act, Va. Code § 2.2-3705.2. The completed walk-through checklist will be made available upon request to the chief law-enforcement officer of the locality or that officer's designee. Each school maintains a copy of the school's safety audit, which may exclude such security plans, walk-through checklist, and vulnerability assessment components, within the office of the school principal and makes a copy of such report available for review upon written request.

Each school submits a copy of its school safety audit to the superintendent. The superintendent collates and submits all such school safety audits, in the prescribed format and manner of submission, to the VCSCS and shall make available upon request to the chief law-enforcement officer of the locality the results of such audits for the officer’s review and recommendation. The superintendent includes the designation of the division safety official, which includes a current mailing address, a current working daytime phone number, a current functional email address, and a current functional fax number, with the school safety audits when they are submitted to VCSCS. 

The superintendent establishes a school safety audit committee to include, if available, representatives of parents, teachers, local law-enforcement, emergency services agencies, local community services boards, and judicial and public safety personnel. The school safety audit committee reviews the completed school safety audits and submits any plans, as needed, for improving school safety to the superintendent for submission to the School Board.

"School crisis, emergency management, and medical emergency response plan" means the essential procedures, operations, and assignments required to prevent, manage, and respond to a critical event or emergency, including natural disasters involving fire, flood, tornadoes, or other severe weather; loss or disruption of power, water, communications or shelter; bus or other accidents; medical emergencies, including cardiac arrest and other life threatening medical emergencies; student or staff member deaths; explosions; bomb threats; gun, knife or other weapons threats; spills or exposures to hazardous substances; the presence of unauthorized persons or trespassers; the loss, disappearance or kidnapping of a student; hostage situations; violence on school property or at school activities; incidents involving acts of terrorism; and other incidents posing a serious threat of harm to students, personnel, or facilities. The plan includes a provision that the Department of Criminal Justice Services and the Virginia Criminal Injuries Compensation Fund shall be contacted immediately to deploy assistance in the event of an emergency as defined in the emergency response plan when there are victims as defined in § Va. Code § 19.2-11.01, as well as current contact information for both.

"School safety audit" means a written assessment of the safety conditions in each public school to (1) identify and, if necessary, develop solutions for physical safety concerns, including building security issues and (2) identify and evaluate any patterns of student safety concerns occurring on school property or at school-sponsored events. Solutions and responses will include recommendations for structural adjustments, changes in school safety procedures, and revisions to the Standards of Student Conduct. The audit is consistent with a list of items as identified by VCSCS to be reviewed and evaluated. As part of each audit, the School Board creates a detailed and accurate floor plan for each school building or certifies that the existing floor plan is sufficiently detailed and accurate.

Each school has contingency plans for emergencies that include staff certified in cardiopulmonary resuscitation (CPR), the Heimlich maneuver, and emergency first aid.

In addition, the school administration ensures that the school has:

1. Written procedures to follow in emergencies such as fire, injury, illness, allergic reactions and violent or threatening behavior. The procedures include Policy JHCD Administering Medicine to Students. The plan is outlined in the student handbook and discussed with staff and students during the first week of each school year;
2. Space for the proper care of students who become ill;
3. A written procedure, in accordance with guidelines established by the School Board, for responding to violent, disruptive or illegal activities by students on school property or during a school-sponsored activity; and
4. Written procedures to follow for the safe evacuation of persons with special physical, medical, or language needs who may need assistance to exit a facility.

Legal References

• Code of Virginia, 1950, as amended, §§ 2.2-3705.2, 22.1-137.4, 22.1-279.8.
• 8 VAC 20-131-260.

Cross References

• CBA: Qualifications and Duties for the Superintendent
• CLA: Reporting Acts of Violence and Substance Abuse
• EBAA: Reporting of Hazards
• EBBA: Emergency First Aid, CPR, and AED Certified Personnel
• EBCB: Safety Drills
• EEAB: School Bus Scheduling and Routing
• GBEB: Staff Weapons in School
• JFC: Student Conduct
• JFCD: Weapons in School
• JFCE: Gang Activity or Association
• JHCD: Administering Medicines to Students
• JHH: Suicide Prevention
• JM: Restraint and Seclusion of Students
• JO: Student Records
• KK: School Visitors

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EBAA: REPORTING OF HAZARDS

Any employee who discovers a dangerous condition should report the condition immediately to the employee's supervisor, the superintendent, or the superintendent's designee.

The superintendent shall name a designee to evaluate and label toxicity of all art materials used in the division in accordance with criteria established by the Virginia Department of Education. All materials which meet the criteria as toxic shall be so labeled. Such materials are not be used in kindergarten through grade 5.

Legal References

• Code of Virginia, 1950, as amended, § 22.1 274.1.
• 8 VAC 20-530-10
• 8 VAC 20-530-20
• 8 VAC 20-530-30
• 8 VAC 20-530-40
• 8 VAC 20-530-50
• 8 VAC 20-530-60
• 8 VAC 20-530-70
• 8 VAC 20-530-80

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EBAB: POSSIBLE EXPOSURE TO VIRAL INFECTIONS

Upon notification by a School Board employee who believes the employee has been involved in a possible exposure-prone incident which may have exposed the employee to the blood or body fluids of a student, the superintendent or superintendent’s designee shall contact the local health director who, upon immediate investigation of the incident, shall determine if a potentially harmful exposure has occurred and make recommendations based upon all information available to the health director, regarding how the employee can reduce any risks from such exposure.

The superintendent shall share these recommendations with the School Board employee.

The superintendent, superintendent’s designee, and the School Board employee shall not divulge any information provided by the local health director regarding the student involved except as described below. The information provided by the local health director shall be subject to any applicable confidentiality requirements set forth in Va. Code § 32.1-35.

Whenever any School Board employee is directly exposed to body fluids of any person in a manner which may, according to the current guidelines of the Centers for Disease Control and Prevention, transmit human immunodeficiency virus or hepatitis B or C viruses, the person whose body fluids were involved in the exposure shall be deemed to have consented to testing for infection with human immunodeficiency virus or hepatitis B or C viruses. Such person shall also be deemed to have consented to the release of such test results to the School Board employee who was exposed. 

If the person whose blood specimen is sought for testing is a minor, consent for obtaining such specimen shall be obtained from the parent, guardian, or person standing in loco parentis of such minor prior to initiating such testing. If the parent or guardian or person standing in loco parentis withholds such consent, or is not reasonably available, the person potentially exposed to the human immunodeficiency virus or hepatitis B or C viruses, or the employer of such person may petition the juvenile and domestic relations district court in the county or city where the minor resides or resided or, in the case of a nonresident, the county or city where the School Board has its principal office, for an order requiring the minor to provide a blood specimen or to submit to testing and to disclose the test results in accordance with this policy.

Whenever any person is directly exposed to the body fluids of a School Board employee in a manner that may, according to the then current guidelines of the Centers for Disease Control and Prevention, transmit human immunodeficiency virus or hepatitis B or C viruses, the School Board employee whose body fluids were involved in the exposure shall be deemed to have consented to testing for infection with human immunodeficiency virus or hepatitis B or C viruses. The School Board employee shall also be deemed to have consented to the release of such test results to the person.

Except if the person to be tested is a minor, if the person whose blood specimen is sought for testing refuses to provide such specimen, any person identified by this policy who was potentially exposed to the human immunodeficiency virus or the hepatitis B or C viruses in any manner described by this policy, or the employer of such person, may petition on a form to be provided by the Office of the Executive Secretary of the
Supreme Court of Virginia the general district court of the county or city in which the person whose specimen is sought resides or resided, or, in the case of a nonresident, the county or city where the School Board has its principal office, for an order requiring the person to provide a blood specimen or to submit to testing and to disclose the test results in accordance with this Policy.  A copy of the petition, which shall specify the date and location of the hearing, shall be provided to the person whose specimen is sought. At any hearing before the court, the person whose specimen is sought or the person's counsel may appear. The court may be advised by the State Health Commissioner or the Commissioner's designee prior to entering any testing order. If the general district court determines that there is probable cause to believe that a person identified by this policy has been exposed in the manner prescribed by this policy, the court shall issue an order requiring the person whose bodily fluids were involved in the exposure to provide a blood specimen or to submit to testing and to disclose the test results in accordance with this policy. If a testing order is issued, both the petitioner and the person from whom the blood specimen is sought shall receive counseling and opportunity for face-to-face disclosure of any test results by a licensed practitioner or trained counselor.

Legal References

• Code of Virginia, 1950 as amended, §§ 22.1-271.3, 32.1-45.1.

Cross References

• EBBB: Personnel Training-Viral Infections
• GBE: Staff Health
• JHCC: Communicable Diseases
• JHCCA: Blood-Borne Contagious or Infectious Diseases

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EBB: THREAT ASSESSMENT TEAMS

The superintendent establishes a threat assessment team for each school. Teams may serve one or more schools as determined by the superintendent. The teams assess and intervene with individuals whose behavior may pose a threat to the safety of school staff or students consistent with the model policies developed by the Virginia Center for School and Campus Safety including procedures for referrals to community services boards or health care providers for evaluation or treatment when appropriate.

Each team includes persons with expertise in counseling, instruction, school administration and law enforcement, and in schools in which a school resource officer is employed, at least one such resource officer. New threat assessment team members complete an initial threat assessment training and all threat assessment team members
complete refresher threat assessment training every three years. Each team

• provides guidance to students, faculty and staff regarding recognition of threatening or aberrant behavior that may represent a threat to the community, school or self;
• identifies members of the school community to whom threatening behavior should be reported; and
• implements policies adopted by the School Board.

A principal who has received information that a juvenile is a suspect in or has been charged with certain violations of law pursuant to Va. Code § 16.1-301 may provide such information to a threat assessment team. No member of a threat assessment team may disclose any such information or use such information for any purpose other than evaluating threats to students and school personnel.

Upon a preliminary determination by the threat assessment team that an individual poses a threat of violence to self or others or exhibits significantly disruptive behavior or need for assistance, a threat assessment team may obtain criminal history record information, as provided in Va. Code §§ 19.2-389 and 19.2-389.1, and health records, as provided in Va. Code § 32.1-127.1:03. No member of a threat assessment team rediscloses any criminal history record information or health information obtained pursuant to this policy or otherwise uses any record of an individual beyond the purpose for which such disclosure was made to the threat assessment team.

Each threat assessment team collects and reports to the Virginia Center for School and Campus Safety (the Center) quantitative data on its activities using the case management tool developed by the Center.

The superintendent may establish a committee to oversee the threat assessment teams or may assign the oversight of the teams to an existing committee. If such a committee is established, it will include individuals with expertise in human resources, education, school administration, mental health and law enforcement.

Legal References

• Code of Virginia, 1950, as amended, §§ 16.1-301, 22.1-79.4.

Cross References

• CLA: Reporting Acts of Violence and Substance Abuse
• EB: School Crisis, Emergency Management and Medical Emergency Response Plan
• JFC: Student Conduct
• JFCD: Weapons in School
• JFCI: Substance Abuse-Student Assistance Program
• JGD/JGE: Student Suspension/Expulsion
• JDGA: Disciplining Students with Disabilities
• JFCE: Gang Activity or Association
• JFCC: Student Conduct on School Buses
• JHH: Suicide Prevention
• JM: Restraint and Seclusion of Students
• JO: Student Records
• KNAJ: Relations with Law Enforcement Authorities

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EBBA: EMERGENCY FIRST AID, CPR and AED CERTIFIED PERSONNEL

In school buildings with an instructional and administrative staff of ten or more, there shall be at least three employees who have current certification or training in emergency first aid, cardiopulmonary resuscitation (CPR) and the use of an automated external defibrillator (AED). If one or more students diagnosed as having diabetes attend such school, there shall be at least two employees who have been trained in the administration of insulin and glucagon.

In school buildings with an instructional and administrative staff of fewer than ten, there shall be at least two employees who have current certification or training in emergency first aid, CPR, and the use of an AED. If one or more students diagnosed as having diabetes attend such school, there shall be at least one employee who has been trained in the administration of insulin and glucagon.

When a registered nurse, advanced practice registered nurse, physician or physician assistant is present, no employee who is not a registered nurse, advanced practice registered nurse, physician or physician assistant shall assist with the administration of insulin or administer glucagon. Prescriber authorization and parental consent shall be obtained for any employee who is not a registered nurse, nurse practitioner, physician or physician assistant to assist with the administration of insulin and administer glucagon.

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-274.

Cross References

• EB: School Crisis, Emergency Management, and Medical Emergency Response Plan
• JHCD: Administering Medicines to Students

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EBBB: PERSONNEL TRAINING–VIRAL INFECTIONS

All school personnel having direct contact with students receive appropriate training in the etiology, prevention, transmission modes, and effects of blood-borne pathogens, specifically, hepatitis B and human immunodeficiency viruses or any other infections that are the subject of regulations promulgated by the Safety and Health Codes Board of the Virginia Occupational Safety and Health Program.

Legal References

• Code of Virginia, § 22.1-271.3

Cross References

• EBAB: Reporting of Possible Exposure to Viral Infections
• JHCC: Communicable Diseases
• JHCCA: Blood-Borne Contagious or Infectious Diseases

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EBCB: SAFETY DRILLS

Fire Drills

Each school holds a fire drill at least once during the first twenty (20) school days of each session. Each school holds at least two (2) additional fire drills during the remainder of the school session. Evacuation routes for students are posted in each room. No fire drills are conducted during periods of mandatory testing required by the Virginia Board of Education.

Lock-Down Drills

Each school has a lock-down drill at least twice during the first twenty (20) school days of each school session. Each school holds at least one additional lock-down drill after the first 60 days of the school session. Each school provides the parents of enrolled students with at least 24 hours’ notice before the school conducts any lockdown drill. Such notice is not required to include the exact date and time of the lockdown drill.

Pre-kindergarten and kindergarten students are exempt from mandatory participation in lock-down drills during the first 60 days of the school session. The superintendent develops procedures to implement such exemption. Each pre-kindergarten and kindergarten student participates in each lock-down drill after the first 60 days of each
school session. 

School Bus Emergency Drills

Each school having school buses holds a drill in leaving school buses under emergency circumstances at least once during the first ninety (90) calendar days of each school session and more often if necessary.

Tornado Drills

There is at least one tornado drill every school year in every school.

Emergency Situations

In addition to the drills mentioned above, the School Board provides training to each student and employee at least once each school year on safety procedures in the event of an emergency situation on school property.

Legal References

• Code of Virginia, § 22.1-137, 22.1-137.1, 22.1-137.2, 22.1-137.3, 22.1-184.
• Acts 2006, c. 164.
• 8 VAC 20-131-260.

Cross References

• EB: School Crisis, Emergency Management and Medical Emergency Response Plan

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EBCD: SCHOOL CLOSINGS

The superintendent or his/her superintendent’s designee may order the closing, the delay in opening or the early dismissal of any or all schools in order to protect the safety and welfare of the students and staff. When any or all schools are ordered to be closed for in-person instruction, the superintendent or superintendent’s designee may declare an unscheduled remote learning day consistent with applicable laws and policies. 

Unless employees are notified that their work schedule is changed because of adverse weather or emergency conditions, it is expected that all employees will work according to the terms of their contract and division policy. The conditions associated with the closing, delay or early dismissal decision may determine changes to work schedules. The superintendent or designee will notify employees if there is a change to work schedules. The superintendent
may establish any regulations necessary regarding employee work schedules during school closings. 

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78, 22.1-98.

Cross References

• GAA: Staff Time Schedules
• IC/ID: School Year/School Day

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EC: BUILDINGS AND GROUNDS MANAGEMENT AND MAINTENANCE

The superintendent has the general responsibility for the care, custody, and safekeeping of all school property. The principal of each school is responsible for the operation, supervision, care, and maintenance of the school plant.

Each school maintains records of regular safety, health and fire inspections that have been conducted and certified by local health and fire departments. The frequency of such inspections is determined by the School Board in consultation with the local health and fire departments. In addition, the school administration equips all exit doors with panic hardware as required by the Uniform Statewide Building Code.

The school division maintains documentation of any pesticide application that includes the target pest, the formulation applied, and the specific location of the application.

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78, 22.1-79, 22.1-132.2, 22.1-293 (D).
• 8 VAC 20-131-260

Cross References

• CF: School Building Administration
• EA: Support Services
• EB: School Crisis, Emergency Management and Medical Emergency Response Plan
• EBCB: Safety Drills
• FE: Playground Equipment
• GBEC/JFCH/KGC: Tobacco Products and Nicotine Vapor Products
• KF: Distribution of Information/Materials
• KG: Community Use of School Facilities
• KGB: Public Conduct on School Property
• KJ: Advertising in the Schools
• KL: Public Complaints
• KQ: Commercial, Promotional, and Corporate Sponsorships and Partnerships

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ECA: INVENTORY AND REPORTING OF LOSS OR DAMAGE

I. Inventories

The Superintendent is responsible for implementing a system of inventory of school property to identify items for the purpose of insurance and to control the loss of property.

The inventory shall include, but not be limited to the following: buildings, movable equipment, vehicles, and all other items of significant value. Each school shall keep a complete inventory of all equipment, listing make, source, date of purchase, model, serial number, and other identifying data.

II. Reporting Losses

All loss of or damage to school property shall be promptly reported to the Superintendent or Superintendent's designee.

Legal References

• Code of Virginia, 1950, as amended, § 22.1-78.

Cross References

• EC: Buildings and Grounds Management and Maintenance
• ECAB: Vandalism
• EI: Insurance Management

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ECAB: VANDALISM

The School Board urges staff, students and the public to cooperate in the reduction of vandalism by reporting incidents of vandalism and the name of any person(s) believed to be responsible.

The School Board may institute action and recover from the parents or either of them of any minor living with such parents or either of them up to $2500 for damages suffered by reason of the willful or malicious destruction of, or damage to, public property by such minor.

In addition, a student who damages or destroys public property is subject to whatever disciplinary action is deemed necessary and advisable by the school principal.

Legal References

• Code of Virginia, 1950, as amended, §§ 8.01-43, 22.1-78, 22.1-253.13:7.

Cross References

• ECA: Inventory and Reporting of Loss or Damage
• IIBEA/GAB: Acceptable Computer System Use

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EEA: STUDENT TRANSPORTATION SERVICES

The School Board provides for the transportation of students as required by state and federal laws and regulations.

The superintendent collaborates with the local social services agency to develop and implement clear written procedures governing how transportation to maintain children in foster care in their school of origin when in their best interest will be provided, arranged and funded for the duration of time in foster care. The procedures ensure that children in foster care needing transportation to the school of origin will promptly receive transportation in a cost-effective manner and in accordance with 42 U.S. C. §675(4)(A) and ensure that, if there are additional costs incurred in providing transportation to maintain children in foster care in their school of origin, the school division will provide transportation to the school of origin if the local social services agency agrees to reimburse the local school division for the cost of such transportation, the school division agrees to pay for the cost of such transportation or the school division and the local services agency agree to share the cost of such transportation. The procedures describe how these requirements will be met in the event of a dispute over which agency or agencies will pay any additional costs incurred in providing transportation and which agency or agencies will initially pay the additional costs so that transportation is provided promptly during the pendency of the dispute.

Students may be suspended from school or from using school transportation services for violations of Policy JFC Student Conduct, Standards of Student Conduct or when the student endangers the health, safety or welfare of other riders. In such cases the parent or guardian is responsible for transporting the student to school.

Legal References

• 20 U.S.C. § 6312.
• 34 C.F.R. 299.13.
• Code of Virginia, §§ 22.1-78, 22.1-176, 22.1-221, 22.1-254.

Cross References

• EEAB: School Bus Scheduling and Routing
• EEAC: School Bus Safety Program
• GDQ: School Bus Drivers
• IICA: Field Trips
• JCA: Transfer Requests by Student Victims of Crime
• JEC-R: School Admission
• JECA: Admission of Homeless Children
• JECB (Opt. 1): Admission of Nonpublic Students for Part-Time Enrollment
• JEG (Options 1 & 2): Exclusions and Exemptions from School Attendance
• JFC: Student Conduct
• JFCC: Student Conduct on School Buses
• LC-E: Charter School Application

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EEAB: SCHOOL BUS SCHEDULING AND ROUTING

The operation of school buses is scheduled to maximize safety and efficiency.

School bus routes, school sites, and safety of students at designated school bus stops are reviewed at least once each year and as changes occur. Routes are reviewed for safety hazards, fuel conservation, and to assure the most efficient use of buses. School administrators evaluate the safety of pupils at bus stops periodically and, at the request of the School Board, report the results annually to the School Board.

A written vehicular and pedestrian traffic control plan for each school shall be reviewed annually for safety hazards. All new school site plans shall include provisions that promote vehicular and pedestrian safety.

Adopted: July 31, 2008
Revised: June 30, 2009
Revised: May 13, 2013
Revised: May 14, 2019

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78.
• 8 VAC 20-70-150.
• 8 VAC 20-70-160.

Cross References

• EB: School Crisis, Emergency Management, and Medical Emergency Response Plan

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EEAC: SCHOOL BUS SAFETY PROGRAM

All buses and other vehicles owned and operated by the school division are inspected for safety in accordance with the regulations prescribed by the Department of Education.

All accidents, regardless of the amount of damage involved, must be reported to the transportation supervisor.

Crashes involving school buses resulting in property damage of $1,500 or more or personal injury will be reported to the Virginia Department of Education at least once per month. The superintendent or designee will notify the Virginia Department of Education of any school bus crash involving serious injuries, requiring professional medical treatment, or death within the next working day after the crash.

No person shall use any wireless telecommunications device, whether handheld or otherwise, while driving a school bus, except in case of an emergency, or when the vehicle is lawfully parked and for the purposes of dispatching. Nothing in this section shall be construed to prohibit the use of two-way radio devices authorized by the owner of the school bus.

Adopted: July 31, 2008
Revised: June 30, 2009
Revised: May 13, 2013

Legal References

• Code of Virginia, 1950, as amended, § 22.1-16, 46.2-919.1.
• 8 VAC 20-70-130.
• 8 VAC 20-70-140.

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EEAD: SPECIAL USE OF SCHOOL BUSES

The use of school buses for purposes other than transporting children to and from school for the regular school hours and for extracurricular activities is permitted with prior approval of the superintendent's regulations pertaining to field trips.

In addition, the School Board may enter into written agreements with any third-party logistics company, its appropriating body, or any state agency or any federal agency established or identified pursuant 42 U.S.C. § 3001 et seq. providing for the use of the school buses of the division by such  company, body or agency for public purposes, including transportation for the elderly or private purposes, except that such third-party logistics company may not use the school buses to provide transportation of passengers for compensation or for residential delivery of products for compensation. Each such agreement shall provide for reimbursing the School Board in full for the proportionate share of any and all costs, both fixed and variable, of such buses incurred by the School Board attributable to the use of such buses pursuant to such agreement .Each such agreement must require the third-party
logistics company, appropriating body, or agency to supply insurance on the school bus that meets the minimum requirements in Va. Code § 22.1-190. The third-party logistics company, appropriating body, or state or federal agency, shall indemnify and hold harmless the School Board from any and all liability of the School Board by virtue of use of such buses pursuant to a written agreement.

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1 176, 22.1 182.

Cross References

• IICA: Field Trips

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EF: FOOD SERVICE MANAGEMENT

The superintendent is authorized to develop and implement an efficient and effective food services system for the students and employees of the school division. The superintendent will periodically report to the School Board on the financial status of the division's food service operations.

Legal References

• 42 U.S.C. § 1751 et seq.
• Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78, 22.1-89.1, 22.1-115.

Cross References

• DI: Financial Accounting and Reporting
• EFB: Food Services
• EFD: Food Sanitation Program
• JHCF: Student Wellness

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EFB: FREE AND REDUCED PRICE FOOD SERVICES

Smyth County Public Schools provides free and reduced-price breakfasts, lunches, and milk to students according to the terms of the National School Lunch Program, the National School Breakfast Program, and the Special Milk Program.

School officials determine student eligibility based on guidelines established by federal law. Eligible students are provided nutritionally acceptable meals and milk free or at a reduced cost if state and federal resources for school food programs are available. The superintendent or designee establishes rules and procedures as needed to implement this policy.

The criteria for determining a student's eligibility and the procedures for securing free and reduced-price meals and milk are publicly announced at the beginning of each school year and provided to parents of all children in attendance at Smyth County Public Schools.

The division’s policy with regard to situations in which a student who is eligible for a reduced-price meal and does not have money on their account or in their hand to cover the portion of the cost of the meal at the time of service is stated in Policy JHCH School Meals and Snacks. Policy JHCH School Meals and Snacks is delivered to all households at the start of the school year and to households that transfer into the school division during the school year.

The students who participate in the free or reduced-cost meals and milk programs are not overtly identified, distinguished, or served differently than other students.

Adopted: August 11, 2008
Revised: September 14, 2009
Revised: July 10, 2017

Legal References

• 42 U.S.C. §§ 1758, 1772, and 1773.
• 7 C.F.R. §§ 210.9, 220.20, 245.5, 245.8.
• Code of Virginia, 1950, as amended, § 22.1-207.3.
• 8 VAC 20-290-10.

Cross References

• JHCF: Student Wellness
• JHCH: School Meals and Snacks

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EFD: FOOD SANITATION PROGRAM

The personnel and the facilities used for food services in the school division are subject to state laws regulating restaurants and other food establishments. School dining facilities are also governed by regulations promulgated and enforced by the State Board of Health.

Legal References

• Code of Virginia, 1950, as amended, § 35.1-1, 35.1-2, 35.1-11, 35.1-14.
• 12 VAC 5-421-10 et seq.

Cross References

• EF: Food Service Management
• EFB: Food Services

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EGAA: REPRODUCTION AND USE OF COPYRIGHTED MATERIALS

The reproduction and use of copyrighted materials, including computer software, electronic materials, video tapes, compact discs, and other non-print materials, are controlled by federal law. In general, copyright owners have the exclusive right to use, reproduce and modify their materials. Federal law does provide limited exceptions to this general rule which permit the reproduction and use of copyrighted materials in some circumstances. The superintendent is responsible for promoting an understanding of the applicable law among staff members and students.

The Smyth County School Board encourages its staff and students to enrich the educational experience by making proper use of supplementary materials. However, each staff member and student is responsible for complying with copyright law and with any regulations or procedures developed by the superintendent. Any employee or student who is uncertain as to whether reproducing or using copyrighted materials complies with the division procedures or is permissible under law should contact the superintendent, assistant superintendent, or their principal who will provide clarification and assist staff members and students in obtaining proper authorization to copy or use protected material when such authorization is required.

At no time is it necessary for a staff member to violate copyright laws in order to properly perform the staff member's duties. At no time is it necessary for a student to violate copyright laws in order to complete any assigned work. For staff members, violation of copyright laws or division requirements may result in discipline up to and including termination of employment. For students, violation of copyright laws or division requirements may result in discipline up to and including suspension or expulsion.

Legal References

• 17 U.S.C § 101 et seq.

Cross References

• GAB/IIBEA: Acceptable Computer System Use
• GCPD: Professional Staff Discipline

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EI: INSURANCE MANAGEMENT

The School Board maintains such insurance on school property, including vehicles, as it deems necessary or as is required by law. The School Board may provide liability insurance, or may provide self-insurance, for certain or all of its officers and employees and for student teachers and other persons performing functions or services for any school in the school division, regardless of whether payment is made for such functions or services. Such insurance, including workers' compensation and all property and casualty insurance, is placed with insurance companies authorized to do business in Virginia or provided by insurance pools, groups, or self-insured programs authorized by the state Bureau of Insurance.

Adopted: August 11, 2008
Revised: June 10, 2019

Legal References

• Code of Virginia, 1950, as amended, §§ 15.2-2703, 15.2-2704, 15.2-2705, 22.1-84, 22.1 188 through 22.1-198.

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EZ: MOTOR VEHICLES

The school board may purchase and maintain motor vehicles for employee use in carrying out job responsibilities. Such vehicles are not intended for use by anyone other than members of the school board or employees thereof and may not be used for personal transportation.

Motor vehicles assigned to individual school locations are to remain at the respective school sites unless in use for official school business. Unless otherwise authorized by the school board and/or the superintendent, motor vehicles provided for the use of central office and maintenance personnel are to remain at the school board office building when not in use for official school business.

Those personnel to whom vehicles are assigned are responsible for assuring that such vehicles receive appropriate maintenance and repair.

Adopted: February 13, 2017

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EZA: TRANSPORTATION ON STATE-MAINTAINED ROADS

The Smyth County School Board will provide public transportation for students only on state-maintained roadways unless the superintendent approves special transportation services for handicapped students residing off roadways not maintained by the Virginia Department of Transportation.

The superintendent will consider providing special transportation services only in such cases where the Individual Education Plan (IEP) of a handicapped student indicates the necessity for special transportation services and school transportation officials and/or state and local law enforcement officers verify the safety of the route over the non-state maintained roadways. Also, if the non-state maintained roadway is on private property, written permission must be obtained from the owner to cross such property.

Adopted: February 13, 2017

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EZB: CONFINED SPACE POLICY

In a continuing effort to protect the health and safety of our students and employees as well as others who work at our schools, the following policy is instituted regarding confined spaces.

Confined spaces are defined by the Occupational Safety and Health Administration (OSHA).

"Confined space" means a space that:

1. Is large enough and so configured that an employee can bodily enter and perform assigned work: and
2. Has limited or restricted means for entry or exit (for example, tanks, vessels, silo, storage bins, hoppers, vaults, and pits are spaces that may have limited means of entry) and
3. Is not designed for continuous employee occupancy.

The Smyth County School Board’s Maintenance Office will place signs in facilities that indicate a space as being a "Confined Space – Entry by Permission Only." Note that all three conditions must be met for a space to be considered a "confined space."

No Smyth County Public School employee will require or allow contractors, subcontractors, visitors, students or any other personnel to enter such spaces. Any employee who notices anyone in any of these spaces must report it immediately to the principal. No one shall enter such spaces as defined as a "confined space" unless there is a definite need to do so. Moreover only those persons who have had "confined space" training will be allowed to do so. If there is a perceived need to enter one of these spaces, contact the principal Facilities Director who will investigate the reason for potential entry. It is possible to enter these spaces provided certain precautions are taken and regulatory requirements are met.

Adopted: February 13, 2017

EZC: Emergency Closing

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.

Revised: March 12, 2018

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EZD: The Use of Facilities and General Liability Coverage

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.

Revised: March 12, 2018

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