Policy Manual

Revised May 2016

Policies and Regulations

The Charlottesville City Schools Policies and Regulations manual is organized according to the classification system developed by the Educational Policies Services of the National School Boards Association. The system provides an efficient means of coding, filing, and finding policies, regulations, and other documents.

A complete introduction to the policy manual is available here.

Index to Sections of CCS Policies and Regulations Manual

Click on a section title to jump to the list of contents for that section of the manual:

Section A – Foundations and Basic Commitments
Section B – School Board Governance and Operations
Section C – General School Administration
Section D – Fiscal Management
Section E – Support Services
Section F – Facilities Development
Section G – Personnel
Section I – Instruction
Section J – Student Services
Section K – Community Relations
Section L – Education Agency Relations

Section A – Foundations and Basic Commitments

Item Policy Title Regulation & Documents
AA School Division Legal Status
AC AC Nondiscrimination AC-R
AD Educational Philosophy
AE School Division Goals and Objectives AE-RStrategic Plan
AF Comprehensive Plan AF-R
AFA Evaluation of School Board Operational Procedures AFA-R

 

Section B – School Board Governance and Operations

Item Policy Title Regulation & Documents
BB School Board Legal Status
BBA School Board Powers and Duties
BBAA Board Member Authority
BBB School Board Selection
BBBA Qualifications of School Board Members
BBBB Student Representative to the School Board BBBB-R
BBBC Board Member Oath of Office BBBC-R
BBD Board Member Removal from Office BBD-R
BBE Unexpired Term Fulfillment BBE-R
BBFA Conflicts of Interest and Disclosure or Economic Interests
BCA School Board Organization Meeting BCA-R
BCB School Board Officers BCB-R
BCC School Board Clerk BCC-R
BCE School Board Committees
BCEA Disciplinary Committee  BCEA-R
BCEB Joint Schools: Charlottesville/Albemarle Vocational-Technical Education Center BCEB-R
BCED Joint Facilities and Services
BCF Advisory Committees to the School Board BCF-R
BCG School Attorney BCG-R
BDA Regular School Board Meetings BDA-R
BDB Special School Board Meetings
BDC Closed Meetings
BDCA Calling and Certification of Closed Meetings BDCA-R
BDD Electronic Participation in Meetings From Remote Locations
BDDA Notification of School Board Meetings
BDDC Agenda Preparation and Dissemination
BDDD Quorum BDDD-R
BDDF Voting Method
BDDG Minutes
BDDH-KD Public Participation at School Board Meetings  BDDH-R
BF Board Policy Manual  BF-R
BFC Policy Adoption  BFC-R
BFE Administration in Policy Absence
BG/GBD Board-Staff Communications
BHB School Board Member In-Service Activities
BHD School Board Member Compensation and Benefits  BHD-R
BHE School Board Member Insurance

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Section C – General School Administration

Item Policy Title Regulation & Documents
CA Administration Goals
CBA Qualifications and Duties for the Superintendent CBA-R
CBB Appointment and Term of the Division Superintendent CBB-R
CBCA Disclosure Statement Required of Superintendent
CBD Superintendent’s Compensation and Benefits CBD-R
CBE Severance Benefits CBE-R
CBG Evaluation of the Superintendent CBG-R
CF School Building Administration
CH Policy Implementation CH-R
CHD Administration in Policy Absence (Also BFE)
CLA Reporting Acts of Violence and Substance Abuse CLA-R
CM School Division Annual Report CM-R
CMA School Division Annual Report Card CMA-R

Section D – Fiscal Management

Item Policy Title Regulation & Documents
DA Management of Funds DA-R
DB Annual Budget DB-R
DG Custody and Disbursement of School Funds DG-R
DGC School Activity Funds DGC-R
DI Financial Accounting and Reporting DI-R
DIA Reporting Per Pupil Costs DIA-R
DJ Small Purchasing DJ-R
DJA Purchasing Authority DJA-R
DJB Petty Cash Funds
DJF Purchasing Procedures for Contractual Services DJF-R
DJG Vendor Relations DJG-R
DK Payment Procedures DK-R
DL Payroll Procedures DL-R
DLB Payroll Deductions DLB-R
DLC Expense Reimbursements DLC-R
DM Cash in School Buildings DM-R
DN Sale and Disposal of Property DN-R
DO Non-Locally Funded Programs DO-R

Section E – Support Services

Item Policy Title Regulation & Documents
EA Support Services
EB School Crisis, Emergency Management, and Medical Emergency Response Plan EB-R
EBA Building and Grounds Inspection EBA-R
EBAA Reporting of Hazards EBAA-R
EBAB Possible Exposure to Viral Infections EBAB-R
EBB Threat Assessment Teams
EBBA CPR/First Aid Certified Personnel EBAA-R
EBBB Personnel Training-Viral Infections
EBCB Safety Drills EBCB-EBCC-R
EBCD School Closings EBCD-R
EC Building and Ground Management EC-R
ECA Inventory and Reporting of Loss or Damage ECA-R
ECAB Vandalism ECAB-R
ECB Building and Grounds Maintenance
EDC Authorized Use of School-Owned Materials EDC-R
EEA Student Transportation Services EEA-R
EEAB School Bus Scheduling and Routing EEAB-R
EEAC School Bus Safety Program EEAC-R
EEAD Special Use of School Buses
EF Food Service Management EF-R
EFB Free and Reduced Price Food Services EFB-R
EFD Food Sanitation Program
EGAA Reproduction of Copyrighted Materials EGAA-R
EGAAAA Management of School Division Web Site EGAAAA-R
EI Insurance Management EI-R
EJ Environmental Management EJ-R
ET Educational Technology Foundations and Public School Foundations ET-R

Section F – Facilities Development

Item Policy Title Regulation & Documents
FA Facilities Development
FB Facilities Planning FB-R
FE Playground Equipment FE-R
FEA Educational Facilities Specifications FEA-R
FECBA Energy-Efficient Construction FECBA-R
FECBB Accommodations for the Disabled FECBB-R
FEG Construction Planning FEG-R
FF Public Dedication of New Facilities
FFA Naming of Facilities and Grounds FFA-R
FG Retirement of Facilities FG-R

Section G – Personnel

Item Policy Title Regulation & Documents
GA Personnel Policies Goals GA-R
GAA Staff Time Schedules GAA-R
GAB-IIBEA Acceptable Use of Technology Policy GAB-IIBEA-R
GAD Access to Employee Social Media Accounts
GAE-JHG Child Abuse and Neglect Reporting
GAH School Employee Conflict of Interests
GB Equal Employment Opportunity/Nondiscrimination GB-R
GBA Harassment GBA-R
GBAA Sexual Harassment GBAA-R
GBC Staff Compensation Procedures GBC-R
GBD/BG Board-Staff Communications
GBE Staff Health GBE-R
GBEA Unlawful Manufacture, Distribution, Dispensing, Possession or Use of a Controlled Substance GBEA-R
GBEB Staff Weapons in Schools GBEB-R
GBEC-JFCH Tobacco-Free School for Staff GBEC-R
GBECA Electronic Cigarettes
GBEF-JHCL Lactation Support
GBG Staff Participation in Political Activities GBG-R
GBI Staff Gifts and Solicitations GBI-R
GBL Personnel Records GBL-R
GBLA Third Party Complaints Against Employees GBLA-FGBLA-R
GBM Professional Staff Grievances GBM-R
GBMA Support Staff Grievances
GBN Staff Hiring Procedures GBN-R
GBO Virginia Retirement System
GBR Voluntary Retirement Savings Program
GC Professional Staff GC-R
GCA Local Licenses for Teachers GCA-R
GCB Professional Staff Contracts GCB-R
GCBA Staff Salary Schedules GCBA-R
GCBB Supplementary Pay Plans for Exempt Employees GCBB-R
GCBC Staff Fringe Benefits GCBC-R
GCBD Staff Leaves and Absences GCBD-R
GCBE Family and Medical Leave
GCBEA Leave Without Pay GCBEA-R
GCBEB Military Leave GCBEB-R
GCCB Employment of Family Members GCCB-R
GCDA Effect of Criminal Conviction or Founded Complaint of Child Abuse or Neglect GCDA-R
GCE Part-Time and Substitute Professional Staff Employment GCE-R
GCG Professional Staff Probation and Continuing Contract GCG-R
GCI Professional Staff Assignments and Transfers GCI-R
GCL Professional Staff Development GCL-R
GCN Evaluation of Professional Staff GCN-R
GCPA Reduction in Professional Staff Workforce GCPA-R
GCPB Resignation of Professional Staff Members GCPB-R
GCPD Professional Staff Discipline GCPD-R
GCPF Suspension of Staff Members
GCQA Non-School Employment by Professional Staff Members
GCQAB Tutoring for Pay GCQAB-R
GCQB Staff Research and Publishing GCQB-R
GD Support Staff
GDB Support Staff Employment Status GDB-R
GDG Support Staff Probation GDG-R
GDI Support Staff Assignments and Transfers GDI-R
GDN Evaluation of Support Staff GDN-R
GDQ School Bus Drivers
GEA-JOH Acceptance of Electronic Signatures and Records

Section I – Instruction

Item Policy Title Regulation & Documents
I Purpose and Mission Statement
IA Instructional Goals and Objectives
IAA Notification of Learning Objectives IAA-R
IB Academic Expression IB-R
IC-ID School Year/School Day IC-ID-R
IE Minute of Silence IE-R
IEA Recitation of the Pledge of Allegiance IEA-R
IEB National Motto IEB-R
IEC Bill of Rights of the Constitution of the United States IEC-R
IF Curriculum Development and Adoption IF-R
IFB Pilot, Research, or Experimental Projects IFB-R, Application for Research
IGAD Career and Technical Education IGAD-R
IGAE-IGAF Health/Physical Education IGAE-IGAF-R
IGAG Teaching about Drugs, Alcohol, and Tobacco IGAG-R
IGAH Family Life Education (FLE) IGAH-R
IGAI Character Education IGAI-R
IGAJ Driver Education IGAJ-R
IGAK Alternatives to Animal Dissection IGAK-R
IGBA Programs for Students with Disabilities IGBA-R
IGBB Programs for Gifted Students IGBB-R
IGBC Parental and Family Engagement IGBC-R
IGBE Prevention, Intervention, Remedial Instruction Program IGBE-R
IGBF English Learners IGBF-R
IGBG Homebound, Correspondence and Alternative Means of Instruction IGBG-R
IGBGA Online Courses and Virtual School Programs IGBGA-R
IGBH Alternative School Programs IGBH-R
IGBI Advanced Placement Classes and Special Programs IGBI-R
IGDA Student Organizations (Secondary Schools) IGDA-R
IGE Adult Education IGE-R
IHA Grouping for Instruction IHA-R
IHB Group Size IHB-R
IIA Instructional Materials IIA-R
IIAA Textbook Selection, Adoption, and Purchase IIAA-R
IIAB Supplementary Materials Selection and Adoption IIAB-R
IIAE Innovative or Experimental Projects IIAE-R
IIBD School Libraries/Media Centers
IIBEA-GAB Acceptable Use of Technology Policy IIBEA-GAB-R
IIBEBA Student Exchange/Travel/Study Programs IIBEBA-R
IICA Field Trips IICA-R
IICB-IICC Community Resource Persons/School Volunteers
IJ Guidance and Counseling Program IJ-R
IKA Parental Assistance with Instruction IKA-R
IKB Homework IKB-R
IKEB Acceleration IKEB-R
IKEC Promotion and Retention IKEC-R
IKF Standards of Learning, Graduation Requirements IKF-R
IKFD Alternative Paths to Attaining Standard Units of Credit IKF-R
IKFA Locally Awarded Verified Credit IKFA-R
IKG SOL Remediation Recovery Program IKG-R
IKH Retaking SOL Assessments IKH-R
IL Testing Programs IL-R
IM Evaluation of Instruction Program IM-R
INB Teaching about Controversial Issues (Including Political Campaigns) INB-R
INDC Religion in the Schools

Section J – Student Services

Acceptance of Electronic Signatures and Records

Item Policy Title Regulation & Documents
JB Equal Educational Opportunities/Nondiscrimination JB-F, JB-R
JBA Section 504 Non-Discrimination Policy And Grievance Procedures JBA-R, JBA-F
JC School Attendance Zones JC-R
JCA Transfers by Student Victims of Crimes JCA-R
JCB Transfers by Students in Persistently Dangerous Schools JCB-R
JCC School Choice for Students Enrolled in Schools Identified for Improvement JCC-R
JCJ Classroom Assignments for Twins
JEA Compulsory Attendance JEA-R
JEB Entrance Age/Admission of Persons not of School Age JEB-R
JEC School Admission JEC-R
JECA Admission of Homeless Children JECA-R
JECB Admission of Nonpublic Students for Part-Time Enrollment JECB-R
JECC Admission of Non-Resident Students JECC-R
JED Student Absences/Excuses/Dismissals JED-R
JEG Exclusions and Exemptions from School Attendance JEG-R
JFB Student Involvement in Decision Making
JFC Student Conduct JFC-R
JFCA Teacher Removals of Students from Class JFCA-F, JFCA-R
JFCB Sportsmanship, Ethics, and Integrity JFCB-R
JFCC Student Conduct on School Buses JFCC-R
JFCD Weapons in School JFCD-R
JFCE Gang Activity or Association JFCE-R
JFCF Drugs in School JFCF-R
JFCH-GBEC Tobacco-Free School for Students JFCH-R
JFCI Substance Abuse Student Assistance Program JFCI-R
JFCJ Written Notification of Violation of School Policies by Students in Alternative Education Programs JFCJ-R
JFCL Notification Regarding Prosecution of Juveniles as Adults JFCL-R
JFCM Bullying
JFG Search and Seizure JFG-R
JFHA Prohibition Against Harassment and Retaliation JFHA-R
JFHAA Sexual Harassment
JGA Corporal Punishment JGA-R
JGD-JGE Student Suspension/Expulsion JGD-JGE-R
JGDA Disciplining Students with Disabilities JGDA-R
JGDB Discipline of Students with Disabilities for Infliction of Serious Bodily Injury
JHC Student Health Services and Requirements JHC-R
JHCA Physical Examination of Students JHCA-R
JHCB Student Immunizations JHCB-R
JHCC Communicable Diseases JHCC-R
JHCCA Blood-Borne Contagious or Infectious Diseases JHCCA-R
JHCD Administering Medicines to Students JHCD-R
JHCE Recommendation of Medication by School Personnel JHCE-R
JHCF Wellness Policy JHCF-R
JHCL-GBEF Lactation Support
JHCH School Meals and Snacks
JHDA Human Research JHDA-R
JHG-GAE Child Abuse and Neglect Reporting JHG-R
JHH Suicide Prevention JHH-R
JJAC Student-Athlete Concussions During Extracurricular Activities JJAC-R
JL Fund-Raising and Solicitation JL-R
JM Restraint and Seclusion of Students
JN Student Fees, Fines and Charges JN-R
JO Student Records JO-R
JOA Student Transcripts
JOD Release of Student Records  JOD-F, JOD-R
JOH-GEA Acceptance of Electronic Signatures and Records
JP Student Publications JP-R
JRCA School Service Providers’ Use of Student Information

Section K – Community Relations

Item Policy Title Regulation & Documents
KA Goals for School-Community Relations
KB Public Information Program
KBA Requests for Information KBA-RKBA-F1KBA-F2
KBA-E Rights and Responsibilities
KBC Media Relations KBC-R
KBE Internet Privacy KBE-R
KC Community Involvement in Decision Making
KD-BDDH Public Participation at School Board Meetings KD-R
KF Distribution of Information/Materials KF-R
KFB Administration of Surveys and Questionnaires KFB-R
KG Community Use of School Facilities KG-R
KGA Public Sales on School Property KGA-R
KGB Public Conduct on School Property KGB-R
KH Public Gifts to Schools KH-R
KJ Advertising in Schools KJ-R
KK School Visitors KK-R
KKA Service Animals in Public Schools KKA-R
KL Public Complaints KL-R
KLB Public Complaints about Learning Resources KLB-R
KMA Relations with Parent Organizations
KN Sex Offender Registry Notification KN-R
KNAJ Relations with Law Enforcement Authorities KNAJ-R
KNB Reports of Missing Children KNB-R
KP Parental Rights and Responsibilities KP-R
KQ Commercial, Promotional, and Corporate Sponsorships and Partnerships KQ-R

Section L – Education Agency Relations

 

Item Policy Title Regulation & Documents
LA  Education Agency Relations Goals
LB Relations with Private Schools LB-R
LBD Home Instruction LBD-R
LC Charter Schools LC-R
LC-E  Charlottesville City Schools Charter School Application Addendum
LEA Student Teaching and Internships LEA-R
LEB Advanced/Alternative Courses for Credit LEB-R
LI Relations with Educational Accreditation Agencies