Required Notifications

Required Notifications

The following list provides a brief description of notifications required by state and/or federal law or regulation. It is not designed to provide a comprehensive description of the various requirements or notifications. See links in text below to find further information about topics.

Parents or guardians who would prefer to receive a printed copy of any of the “Required Notifications” below may contact the Charlottesville City Schools office via phone at 434-245-2400 or by email at goodnews@charlottesvilleschools.org.

The “Highlights and Handbook” distributed to all households in August also covers these topics.

Required Notifications

Acceptable Computer System Use Agreement
Each student and his or her parent, as well as each employee, must sign the division’s Acceptable Technology Use Agreement which is provided annually, along with a link to the division’s policy and regulation on the topic.

Asbestos
Each school division must annually notify parents, employees and other building occupants about asbestos inspections, response actions, and post-response action activities. View a copy of Charlottesville Schools asbestos notification here.

Availability of School Division Policies and Regulations
Each division must make an annual announcement at the beginning of the school year advising the public that current copies of all division policies and regulations are available on the division’s website. The announcement should also state that printed copies of school division policies and regulations are available to citizens who do not have online access. Charlottesville City Schools policies are available online, as well as at each city school. The CCS Highlights and Handbook contains summaries of many school division policies and is available online and is mailed home at the end of the summer.

Budget
Upon approval of the school division’s budget by the appropriating body every year, the school board must publish the approved annual budget, in line item form, including the estimated required local match, on the division’s website. Charlottesville City School’s 2016-2017 Annual Budget can be found here.

Code of Student Conduct, Compulsory Attendance Law, Parental Responsibility and Involvement
Within one calendar month of the opening of school, each division must, simultaneously with any other materials customarily distributed at that time, send to the parents of each enrolled student a notice of the requirements regarding parental responsibility and involvement, a copy of the school division’s standards of student conduct, and a copy of the compulsory school attendance law and the enforcement procedures and policies adopted by the school board. The materials sent to parents must include a notice that by signing the statement of receipt, parents expressly reserve their rights protected by the constitutions or laws of the United States or the Commonwealth and that parents have the right to express disagreement with a school’s or school division’s policies or decisions. All Online Back-to-School Forms can be found here at the beginning of the school year or obtained from each school.

Cost per Pupil
The superintendent must prepare and distribute notification of the estimated average per pupil cost for public education in the division for the upcoming school year. The notice must also include actual per pupil state and local education expenditures for the previous school year. The notice may include federal funds spent for public education in the division.

Counseling
Parents must be notified annually regarding the academic and career guidance and personal/social counseling programs which are available to their children. The notification must include the purpose and general description of the programs, information regarding ways parents may review materials to be used in guidance and counseling programs at their child’s school and information about the procedures by which parents may limit their child’s participation in such programs. To learn more, refer to  Guidance and Counseling Servicing or Career Assessment, Planning & Placement. You may also contact the guidance counselor at your school or the Director of Student Services at 245-2400.

Credits Required for Graduation
Each division must notify the parents of rising eleventh and twelfth grade students of:

  • requirements for graduation pursuant to the standards for accreditation, and
  • requirements that have yet to be completed by the individual student for graduation. The division must notify parents of students with disabilities who have an IEP and who fail to meet the graduation requirements of the student’s right to a free and appropriate education to age 21.

Charlottesville City Schools will notify parents of students who fail to graduate or to achieve graduation requirements as provided in the standards for accreditation and who have not reached 20 years of age on or before August 1st of the school year of the right to a free public education. If the student is one for whom English is a second language, the division will notify the parent of the student’s opportunity for a free public education in accordance with Virginia state code.

Dual Enrollment, Advanced Placement Classes and Special Programs
Students and their parents must be notified of the availability of dual enrollment, advanced placement classes, the International Baccalaureate program and Academic Year Governor’s School Programs which are available on the Charlottesville City Schools website. The notification must include the qualifications for enrolling in such classes and programs and the availability of financial assistance to low-income and needy students to take the advanced placement and International Baccalaureate examinations. Notification must also be given to students and parents of the division’s agreement with a community college in the Commonwealth to enable students to complete an associate’s degree or a one-year Uniform Certificate of General Studies concurrent with a high school diploma. Information is available on the in the Program of Studies website and the Charlottesville City Schools Dual Enrollment, Dual Degree, and AP Classes.

Eating Disorders Awareness Information
Every school board must annually provide information to parents of pupils in grades five through 12 regarding eating disorders. The information must be consistent with guidelines developed by the Virginia Department of Education. Va. Code § 22.1-273.2. More information is available at Virginia Department of Education Eating Disorders Awareness in the Public School Setting. Also refer to the School Health Advisory Board.

Emergency Procedures
Each school’s written procedures to follow in emergencies such as fire, injury, illness and violent- or threatening behavior must be outlined in the student handbook and discussed with staff and students in the first week of each school year. Refer to Charlottesville City Schools Policy Manual, Section E.

Fees
The school division’s policy regarding student fees and the fee schedule must be provided to parents annually and posted on the division’s website.

 FERPA (Family Educational Rights and Privacy Act)
School divisions must provide parents/guardians and adult students annual notice of their rights to inspect and review education records, amend education records, consent to disclosure of personally identifiable information in education records and file a complaint with the U.S. Department of Education. Refer to the U.S. Department of Education’s Model Notification of Rights under FERPA for Elementary and Secondary Schools.

School divisions must give notice of the categories of information, if any, which they have designated as directory information. This requirement may be met by providing parents a copy of the division’s FERPA policy (See Policy JO and JO-R ).

The division must allow a reasonable period of time after such notice has been given for a parent to inform the division that any or all of the information designated should not be released without the parent’s prior consent.

You can download the model Notice for Directory Information.

Graduation Requirements
At the beginning of each school year, every school must provide to students in all grade levels a notice of all requirements for Board of Education-approved diplomas. Refer to Standards of Learning and Requirements.

High School Credit-Bearing Courses Taken in Middle School
For any high school credit-bearing course taken in middle school, parents may request that grades be omitted from the student’s transcript and the student not earn high school credit for the course in accordance with policies adopted by the local school board. Notice of this provision must be provided to parents with a deadline and format for making such a request. Refer to Instruction Acceleration.

Homeless Students  
Each division must give public notice of the educational rights of homeless children and youths. The notice must be given where such children and youths receive services such as schools, family shelters and soup kitchens. Refer to Charlottesville City Schools Homeless Education Services.

Internet Privacy
Every school division that has an Internet website must make its Internet privacy policy statement conspicuously available on its website. The Charlottesville City Schools statement of Appropriate Internet Use is available online, also see policy KBE and regulation KBE-R.

Learning Objectives
At the beginning of each school year, every school must provide to parents or guardians the learning objectives to be achieved at their child’s grade level. For grade schools, this is done in Charlottesville City Schools’ Instructional Goals and Objectives document.

English Learners
School divisions receiving federal funds to provide a language instruction educational program must, not later than 30 days after the beginning of the school year, inform the parents of English learners of the following:

  • the reasons for the identification of their child as an English learner and in need of placement in a language instruction educational program
  • the child’s level of English proficiency, how such level was assessed, and the status of the child’s academic achievement
  • the methods of instruction used in the program in which their child is, or will be participating, and the methods of instruction used in other available programs, including how such programs differ in content, instructional goals, and the use of English and a native language in instruction
  • how the program in which their child is, or will be participating, will meet the educational strengths and needs of their child
  • how such program will specifically help their child learn English and meet age-appropriate academic achievement standards for grade promotion and graduation
  • the specific exit requirements for the program, including the expected rate of transition from such program into classrooms that are not tailored for English learners and the expected rate of graduation from high school (including four-year adjusted cohort graduation rates and extended-year adjusted cohort graduation ra­­tes for such program) if federal funds are used for children in high schools
  • in the case of a child with a disability, how such program meets the objectives of the individualized education program of the child
  • information pertaining to parental rights that includes written guidance detailing
  • the parents’ right to have their child immediately removed from such program upon their request
  • the options that parents have to decline to enroll their child in such program or to choose another program or method of instruction
  • information pertaining to parental rights that includes written guidance assisting parents in selecting among various programs and methods of instruction, if more than one program or method is offered by the division

For those children who have not been identified as English learners prior to the beginning of the school year, the division must give the notifications listed above to parents within the first two weeks of the child being placed in a language instruction educational program. In addition, parents of English learners will be notified regarding parental involvement opportunities in the same manner as notice is given regarding other Title I programs. For more information, parents may refer to the Charlottesville City School Board policy on Limited English Proficient Students, English as a Second Language or contact Program Director, Beverly Catlin, Coordinator of Instruction at 434-245-2421.

National Assessment of Educational Progress (NAEP)
Parents of children selected to participate in any NAEP assessment must be informed before the administration of any assessment that their child may be excused from participation for any reason, is not required to finish any authorized assessment and is not required to answer any test question.

Parents and members of the public must have access to all assessment data, questions and complete and current assessment instruments of any NAEP assessment except personally identifiable information and questions that may be reused in the future. School divisions must make reasonable efforts to inform parents and the public about their right of access to assessment data. If access is requested in writing, it must be provided within 45 days of the request and be made available in a secure setting that is convenient to both parties.

Nondiscrimination
School divisions are required to notify students, parents, and others that they do not discriminate on the basis of race, color, national origin, sex, disability, and age. Refer to Charlottesville City School’s Equal Educational Opportunities/Nondiscrimination and Prohibition Against Harassment and Retaliation.

Parent and Family Engagement Policy
Districts and schools that receive Title I funds must distribute their parental involvement policy to parents of students in Title I programs. Parents may refer to the Charlottesville City Schools Title 1 Program or contact Dr. Kendra King at 434-245-2400.

Postsecondary Education and Employment Data
Each school board’s Career and Technical Education program must include annual notice on its website to enrolled high school students and their parents of the availability of the Postsecondary Education and Employment data published by the State Council of Higher Education.

PPRA (Protection of Pupil Rights Amendment)
The PPRA requires school divisions to provide notice of their policy controlling the administration of surveys on certain sensitive topics including political or religious beliefs and behavior involving sex or illegal conduct. Refer to the Administration of Surveys and Questionnaires.

Promotion, Retention and Remediation Policies
At the beginning of each school year, every school must provide to parents and guardians a copy of the division’s promotion, retention and remediation policies. See Charlottesville City Schools policy IKEC and regulation IKEC-R.  Also, refer to the Remedial and Summer Instruction Program.

Prosecution of Juveniles as Adults
School boards must provide information developed by the office of the Virginia Attorney General to students regarding laws governing the prosecution of juveniles as adults for the commission of certain crimes. Refer to the Notification Regarding Prosecution of Juveniles as Adults. For more information, also refer to the Charlottesville  City Schools’ Code of Conduct and Information about Discipline  (Español)

Pupil/Teacher Ratios in Elementary School Classrooms

School boards must annually report the actual pupil/teacher ratios in elementary school classrooms by school to the public. Refer to the Opening of School Enrollment Update as presented by the Office of Human Resources

Release of Student Records to Armed Forces Recruiters and Educational Institutions
Divisions must notify parents that they will release the names, addresses and telephone numbers of secondary students to all recruiters or institutions of higher education that request them unless the parents specifically request that this information not be released. Refer to Student Records for more information.

Report Cards  
Divisions that receive Title I funds must prepare and distribute to parents an annual district report card showing specified information. The Virginia Department of Education now posts the information on its website at School, School Division, and State Report Cards or more information on Charlottesville City Schools, refer to Assessment Data.

School Bus Rider Safety Rules
A copy of bus rider safety rules shall be sent to parents at the beginning of the school year. The information shall include a request that parents or their designee accompany their young children to and from the bus stop. Refer to Student Transportation and School Bus Information or contact Pupil Transportation Supervisor for City of Charlottesville , Sherri Eubanks at 434- 970-3532.

School Lunch Program
Each division which participates in the Free and Reduced Price Meals and Free Milk in Schools programs must notify parents and the public about the programs. Parents of all children in attendance at school must receive a notice containing an application form and explaining details. This information is included at the beginning of the year handouts and online.

For more information, refer to Charlottesville City Schools Nutrition Services and the Free and Reduced Lunch program page.

In addition, schools must post a report of the most recent food safety inspection in a publicly visible location. A copy of the inspection report must be provided to members of the public upon request.

Services for Students Identified as Hearing Impaired or Visually Impaired
Each school board shall annually post information distributed by the Department of Education describing the educational and other services available through the Virginia School for the Deaf and the Blind, the Virginia Department for the Deaf and Hard-of-Hearing and the Virginia Department for the Blind and Vision Impaired to the parents of those students who are identified as hearing impaired or visually impaired. School boards must also inform the parents of the availability of the information and ensure that packets of the information are available in an accessible format for review by parents who do not have Internet access. Refer to Virginia Department of Education, Services for Students Identified as Hearing or Visually Impaired.

Sex Offender Registry
Every school board must annually notify the parents of each student enrolled in the school division of the board’s policy regarding sex offenders (see VSBA Policy KN Sex Offender Registry Notification) and of the availability of information in the Sex Offender and Crimes Against Minors Registry and the location of the Internet website. For more information, refer to the Sex Offender and Crimes Against Minors Registry or see CCS policy KN and corresponding regulation KN-R.

Special Education
Each division must, at least annually, conduct a public awareness campaign (also known as a child find program) to inform the community of the rights of persons, ages two to 21, inclusive, to a free appropriate public education and the availability of special education programs and services, and to explain the nature of disabilities, the early warning signs of disabilities and the need for services to begin early. To learn more, refer to Special Education and Student Services.

Standards of Learning (SOLs)
At the beginning of each school year, every school must provide to parents or guardians a copy of the Standards of Learning applicable to their child’s grade or course requirements and the approximate date and potential impact of the child’s next SOL testing.

Student Achievement
Schools that receive Title I funds must provide each parent information on the achievement level of their child on each of the state academic assessments. Charlottesville City Schools handles these notifications on a case by case basis.

Teacher Qualifications
At the beginning of each school year, divisions that receive Title I funds must notify the parents of each student attending that parents may request information regarding the professional qualifications of the student’s classroom teachers. Charlottesville City Schools handles these notifcations on a case by case basis.

Note: School divisions no longer are required to send notifications to parents in Title I schools if their children are taught four or more weeks by a non-highly qualified teacher. Beginning in 2017-18, school divisions will be required to send notifications to parents in Title I schools if their children are taught four or more weeks by a teacher who is not properly licensed in Virginia to teach the class to which the students are assigned. 

Testing Transparency and Parent Opt Out
At the beginning of each school year, school divisions that receive Title I funds shall notify the parents of each student attending any school receiving Title I funds that the parents may request, and the division will provide (in a timely manner), information regarding any state or division policy regarding student participation in any assessments mandated, including information about the parental right to opt a child out of an assessment, where applicable. Charlottesville City Schools handles these notifications on a case by case basis.

In addition, divisions that receive Title I funds shall make widely available through public means (including by posting in a clear and easily accessible manner on the division’s website and, where practicable, on the website of each school in the division, for each grade, information on each assessment required by the state.

For more information, refer contact Director of Student Services & Achievement Dr. Kendra King at (434) 245-2400 or KingK1@charlottesvilleschools.org

 Voluntary Retirement Savings Programs (403(b) Plans)
Divisions which have 403(b) retirement plans must notify employees about the plan at least once each year. Refer to Voluntary Retirement Savings Program and Current Employee Benefits and HR Information.

Youth Health Risk Behavior Survey
The school board must notify parents of each student enrolled in a middle or high school selected for participation in the survey of student health risk behaviors that their child may be randomly selected to participate in the survey, unless the parent denies consent for the student’s participation in writing prior to administration of the survey. The notice must be in writing and be given at least 30 days prior to administration of the survey. Refer to Administration of Surveys and Questionnaires.

Required Public Hearings

Budget
Before the school board approves its budget for submission to the appropriating body, the board must hold at least one public hearing to hear the views of the citizens. Public notice of the hearing will be given at least ten days before the hearing in The Daily Progress newspaper and on the Charlottesville City Schools website.

Required Postings

Alternatives to Animal Dissection
School boards must provide notice that they provide alternatives to animal dissection. This notice may be given in the relevant biological sciences syllabi, student course selection guides or local school division policies or directives. Teachers will also present this option at appropriate times during the year.

Bill of Rights
The Bill of Rights of the Constitution of the United States must be posted in a conspicuous place in each school.

Child Abuse Reporting
A notice must be posted in each school stating the reporting obligations of staff. Refer to Child Abuse and Neglect Reporting. The notice shall also include the Virginia Department of Social Services’ toll-free child abuse and neglect hotline.

Comprehensive Plan (formerly Six-Year Plan)
Prior to the adoption of the division’s comprehensive plan or revisions thereto, the plan or revisions must be posted on the division’s Internet website, if practicable, and a hard copy of the plan must be made available for public inspection and copying. Refer to Charlottesville City Schools Strategic Plan 2011 – 2017.

Each school board must present a report to the public by November 1 of each odd-numbered year on the extent to which the objectives of the division’s comprehensive plan have been met during the previous two school years.

Fair Labor Standards Act
All employers covered by the Fair Labor Standards Act, including school divisions, must post Your Rights Under the Fair Labor Standards Act.

Family and Medical Leave Act (FMLA)
Each employer of 50 or more employees shall post and keep posted, in conspicuous places on the premises of the employer where notices to employees and applicants for employment are customarily posted, the Employee Rights Under the Family and Medical Leave Act.

Genetic Information Nondiscrimination Act (GINA)
Employers are required to post a notice approved by the U.S. Equal Employment Opportunity Commission (EEOC) regarding GINA, which protects employees from discrimination on the basis of genetic information. View the Equal Opportunity poster published by the EEOC.

Minimum Wage
Each employer must post, in conspicuous places on the premises of the employer where notices to employees and applicants for employment are customarily posted, a notice prepared or approved by the Secretary of Labor regarding the federal minimum wage law. Refer to the Employee Rights Under the Fair Labor Standards Act.

National Motto
The statement “’In God We Trust,’ the National Motto, enacted by Congress in 1956, must be posted in a conspicuous place in each school.

Online Courses and Programs
Divisions must post information regarding online courses and programs available through the division on their websites. The information should include the types of online courses and programs available, when the division will pay course fees and other costs for nonresident students. Refer to Charlottesville City Schools Virtual Education.

USERRA (Uniformed Service Employment and Reemployment Act)
Employers are required to provide employees with notice of their rights, benefits and obligations. Employers may provide the notice by posting Your Rights Under USERRA, where employee notices are customarily placed.

Virginia Unemployment Compensation Act
Schools must post all notices related to unemployment insurance furnished by the Virginia Unemployment Commission.

Workers’ Compensation
School divisions must post, at a location frequented by employees, notice of compliance with the provisions of the Virginia Workers Compensation Act. Refer to the Workers Compensation Notice.