CHAPTER 6000 COMMUNITY RELATIONS by bsj14523

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									                                        CHAPTER 6000

                                   COMMUNITY RELATIONS


Note: Regulations and forms associated with specific policies are in italics.

 File Number                                            Title
     6010         Educational Partnerships
     6011         Community Relations
     6012         Communications
     6013         Commercial, Promotional, and Corporate Sponsorships and Partnerships
     6020         Communications with the News Media
     6030         Reserved
     6040         School and Division Publications
     6041         Advertising in the Schools
     6050         Request for Records
    6050-R        Request for Records
     6060         Reserved
     6070         Guest Speakers
     6080         Reserved
     6090         Public Activities Involving School Personnel
     6100         Political Activities
    6100-R        Political Activities
     6110         Public Office
     6120         Gifts to School Personnel
     6130         Formal Citizen Complaints Concerning Employee or School Division
                  Practices
    6130-R        Procedure for Processing Formal Citizen Complaints Concerning Employee
                  or School Division Practices
    6130-F        Citizen Complaint Against Employee or School Division Practices
     6131         Reserved
     6132         Reserved
     6133         Sex Offender Registry Notification
     6134         Reserved
     6135         Relations with Law Enforcement Authorities
     6136         Reports of Missing Children
     6137         Parental Rights and Responsibilities
     6140         Sales and Solicitations in Schools
     6141         School Visitors
     6142         Public Conduct on School Property
     6143         Reserved
     6144         Service Animals in Public Schools
     6150         Reserved
     6160         Naming of Schools or Portions Thereof
     6170         Use or Rental of School Facilities
    6170-R        Use or Rental of School Facilities




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                       File: 6010
                                                                                      Page 1 of 3


                               EDUCATIONAL PARTNERSHIPS

A.     Generally

        The mission of Chesterfield County Public Schools as adopted by the School Board on
July 8, 2003, is “to work in partnership with students, families, and the community to ensure that
each student acquires the knowledge, skills and core values necessary to achieve personal
success and enrich the community.” The School Board commits to a community relations
program that enables two-way communication, with both internal and external constituents, that
leads “citizens of all ages to trust in, invest in, and benefit from public education” (Vision
adopted by the School Board on July 8, 2003).

        As one component of this community relations program, the School Board encourages
educational partnerships at both the individual school and division levels. An educational
partnership is a mutually beneficial, cooperative relationship in which the partners share values,
objectives, and human or financial resources to enhance student learning. Partners may
include students, parents/guardians and families, businesses, community organizations, the
faith community, and other citizens.

B.     Students

        The School Board desires that all students develop a strong sense of personal and
social responsibility and that Chesterfield County students be perceived as a resource to the
community. The School Board, therefore, encourages students, with family support, to engage
in volunteerism on weekends and after school.            The School Board supports student
engagement in school-sponsored community service activities. The School Board also supports
student engagement in school-sponsored service learning, whereby students gain real-life
perspectives to their classroom studies through participation in related community service. The
School Board encourages the recognition of students engaged in school-sponsored community
service and co-curricular service learning.

C.     Parents/Guardians and Families

         The School Board recognizes that the involvement of parents/guardians and families is
critical to student achievement. Parents and families are the first and primary teachers of their
children. To support this involvement by parents/guardians and families, the School Board will
recognize the contributions made by families to the school community and ensure that parent
representatives be included in policy review, budget review, and the development of major
initiatives. The School Board further encourages that:

        1.      Schools provide a welcoming and supportive climate that facilitates
parent/guardian involvement as volunteers, audiences, joint problem solvers and supporters of
their students’ learning;

       2.     Schools provide information to parents/guardians about school programs, rules,
and student progress;



                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                     File: 6010
                                                                                    Page 2 of 3

       3.     School administrative staff and teachers participate in and support parent teacher
associations and organizations whose purpose is to support the school’s educational program;
and

       4.      Schools provide opportunities for parents/guardians to support learning at home
and at school.

D.     Faith Community

        The School Board recognizes faith-based organizations are actively serving in our
schools because they bring together, in an organized manner, individuals who share a common
interest in the welfare of our students and families. The School Board endorses the voluntary
involvement of the faith community in education-related activities such as mentoring, tutoring,
crisis counseling, student and staff recognition, and communicating school system priorities to
the community. Principals are encouraged to establish and foster relationships with the faith
community. Members of the faith community who work with students in schools shall do so in
accordance with established volunteer guidelines. They must limit their activities to those that
are religiously neutral and that support the mission of the division.

E.     Business and Other Community Groups

       The School Board desires and encourages the involvement of businesses and other
community groups in our schools. Such involvement enriches educational experiences for
students, provides professional development for staff, and builds greater understanding
between the division and the broader community. The School Board supports the school-
business partnership program whose purpose is to develop collaborative efforts that assure the
maximum mutual benefits to the division and the community. The School Board also supports
the Chesterfield Public Education Foundation as a means to channel community resources “to
promote, aid, and encourage educational, charitable and scientific purposes, activities and
endeavors of every kind and description” (Articles of Incorporation) for Chesterfield County
Public Schools.

F.     Citizens

        The School Board encourages all local citizens to visit and volunteer in our schools and
to attend school events that are open to the public. The School Board provides community
access to school facilities for recreation and learning opportunities consistent with policies
governing adult education (see Policy 3110) and facility use (see Policy 6170). Citizens are
encouraged to take advantage of opportunities in schools to share their interests and
experiences with students. Visitors, for security reasons and to prevent disruption to the
learning environment, must go to the school office and comply with school guidelines for such
visits.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________



                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                         File: 6010
                                                                        Page 3 of 3

Legal Ref.:   Code of Virginia, 1950, as amended, § 22.1-253.13:7.

Cross Ref.:   1021        School Board’s Vision, Mission, and Standards of Quality
              3070        Volunteers
              3110        Adult Continuing Education
              6011        Community Relations
              6012        Communications
              6013        Commercial, Promotional, and Corporate Sponsorships and
                          Partnerships
              6070        Guest Speakers
              6141        School Visitors
              6170/6170-R Use or Rental of School Facilities


[VSBA: KA, KC]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                       File: 6011
                                                                                      Page 1 of 2


                                    COMMUNITY RELATIONS

       A.      Generally

        Chesterfield County Public Schools (CCPS) values and promotes the active
engagement of the community not only to foster a better understanding of the goals and
attributes of public education, but also to create effective community partnerships to benefit our
students. Therefore, the School Board is committed to establishing and sustaining a productive
and mutually beneficial relationship with the CCPS community through a division-wide
community relations program.          The cornerstones of this program shall be ongoing
communications, community outreach and opportunities for community input at the division and
school levels. The Superintendent or the Superintendent’s designee shall direct the division’s
community relations program, while each principal shall direct community relations efforts on
behalf of his/her school.

        Notwithstanding the value of planned community relations programs at both the division
and school levels, the most powerful community relations effort is that which results from the
cumulative effect of hundreds of daily interactions between employees and parents and other
members of the community. As each employee is a representative of and an ambassador for
the division in these interactions, and establishing and sustaining a productive relationship with
members of the community is the responsibility of every employee, each employee shall
comport him- or herself in a professional manner in each such interaction.

        B.     The CCPS community is comprised of not only our employees but also diverse
individuals and groups including, but not limited to:

               1.     Parents and guardians of children who attend our schools and programs;

                2.     Chesterfield County residents of all ages who do not currently have
children in our schools;

               3.     Retired and other former employees of the division;

               4.     Our alumni;

                5.     Civic, faith-based, parent-teacher, philanthropic, and other volunteer and
non-profit organizations that conduct activities within the County or that have expressed an
interest in assisting CCPS;

               6.     Businesses and other for-profit organizations that conduct business within
the County or that have expressed an interest in assisting CCPS; and

               7.     Other public service providers such as the police department and fire
department.

      C.     The intended outcomes of the combined community relations efforts of each
employee, every school, and the division shall include, but not be limited to:


                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                    File: 6011
                                                                                   Page 2 of 2

                1.     Establishing and maintaining a productive and mutually beneficial
relationship with the community-at-large;

              2.     Informing community members about their investment in public education;

                 3.     Engaging community members in division and school matters that are
critical to student success and encouraging volunteerism in our schools;

              4.     Creating and sustaining school-community partnerships;

              5.     Generating community support for the division and schools;

              6.     Soliciting input from the community on decisions about our schools; and,

              7.    Coordinating many opportunities for community members to interact with
and contribute to the academic achievement of our students and the overall continuous
improvement of Chesterfield County Public Schools.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, § 22.1-253.13:7.

Cross Ref.:   2090   School Building Administration
              3070   Volunteers
              6010   Educational Partnerships
              6012   Communications
              6013   Commercial, Promotional and Corporate Sponsorships and Partnerships


[VSBA: KA]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6012
                                                                                     Page 1 of 3


                                     COMMUNICATIONS

         The School Board is committed to keeping the community informed about its schools
and educational programs and, in turn, welcomes the community’s opinions, suggestions, and
questions regarding school matters. As a result, timely, accurate, and regular communications
with parents and/or guardians as well as other members of the community is a cornerstone of
the Chesterfield County Public Schools’ community relations program.              In addition,
communicating with employees in a timely and accurate manner is essential to meaningful
employee relations. As a result, there shall be ongoing communications with the community
and employees using communications methods as set forth herein and as otherwise deemed
appropriate by the Superintendent or the Superintendent’s designee. Communications in
Chesterfield County Public Schools shall consist not only of information sharing, but also of
information gathering, as appropriate.

A.     School Board’s Communications

        It is the intent of the School Board to communicate with the community and division
employees in substantive and meaningful ways. The School Board uses its regularly-scheduled
and other School Board meetings, work sessions and public engagement sessions, for instance,
to both convey and receive valuable and up-to-date information about the division. In addition,
individual School Board members communicate with various members or segments of the
community as each deems necessary and appropriate. The method(s) used to communicate
with specific audiences and/or to communicate information on a specific topic shall be
determined at the discretion of the individual School Board member, and may include:

       1.     Being visible in the community and in schools;
       2.     Attending and/or speaking at various community, civic, business, division and/or
              school functions;
       3.     Serving as a formal or informal liaison to various organizations and/or groups
              including, but not limited to, the Chesterfield Public Education Foundation, the
              County Council of PTAs, Communities in Schools, Regional Governors’ Schools,
              and the Chesterfield Business Council;
       4.     Hosting informational meetings for community faith leaders, business leaders
              and others; and
       5.     Attending and/or participating in meetings with members of the County Board of
              Supervisors.

B.     Superintendent’s Communications with the Community

        The Superintendent or the Superintendent’s designee shall communicate regularly with
the community-at-large, and shall communicate with specific members or segments of the
community as the Superintendent deems necessary and appropriate. The method(s) used to
communicate with specific audiences and/or to communicate information on a specific topic
shall be determined at the discretion of the Superintendent, except that the Superintendent shall
at a minimum routinely employ the communication methods that follow:

       1.     Maintaining an up-to-date website;
       2.     Establishing and regularly communicating with a key communicators network;

                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                         File: 6012
                                                                                        Page 2 of 3

       3.      Being visible in the community;
       4.      Attending and/or speaking at various community, civic, business, division and/or
               school functions;
       5.      Issuing press releases and otherwise keeping the media informed about various
               issues affecting education, the division, educational programs, schools, and/or
               students and their families;
       6.      Distributing various publications including, but not limited to, the Annual Report,
               Parent Handbook, and other similar publications;
       7.      Using electronic communication, where appropriate; and
       8.      Responding to e-mails, letters and phone calls that are directed to the School
               Board and/or Superintendent.

C.     Superintendent’s Communications with Employees

        The Superintendent or the Superintendent’s designee shall communicate regularly with
employees. At a minimum, employees shall be advised of information made available to the
general public by posting such information on the division’s website. In addition, in an effort to
ensure that employees receive information directly from the Superintendent on issues of
significance, and to ensure that employees are at least as well-informed as the general public
on such issues, the Superintendent shall as often as practicable communicate with employees
prior to or simultaneously with releasing such information to the general public. Issues of
significance and the method(s) used to communicate a specific issue shall be determined at the
discretion of the Superintendent, except that the Superintendent shall at a minimum routinely
employ the communication methods that follow:

       1.      Maintaining an up-to-date website;
       2.      Establishing a forum for communicating with employee representatives;
       3.      Being visible in schools;
       4.      Attending and/or speaking at various school functions;
       5.      Issuing letters and memoranda;
       6.      Keeping principals, department directors and other administrators informed about
               issues affecting the division so that they may, in turn, communicate with staff
               members who report to them; and
       7.      Surveying employees on one or more issues.

D.     Communications by Principals and Other Administrators

       It shall be the responsibility of every principal and department director to become
informed about issues affecting the division and their school and/or department, and to share
accurate information regarding same with his/her employees on an ongoing basis.

         It shall also be the responsibility of every principal to communicate on matters relating to
his/her school with the school’s community. A school’s community shall include, but not be
limited to, parents and/or guardians of students attending the school, as well as businesses,
residents who do not currently have children attending the school, and faith and other not-for-
profit organizations located within the school’s attendance area. Such communication methods
may include posting on the Internet or distributing copies of the school’s newsletter, advertising
various open houses and/or student performances, hosting informational meetings, and being
visible in the community.

                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                   File: 6012
                                                                                  Page 3 of 3

Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78, 22.1-253.13:7.

Cross Ref.:   1020   Duties and Powers
              1110   Public Participation at Meetings
              2030   Role and Duties of the Superintendent
              2090   School Building Administration
              2150   Staff Communications
              6010   Community Relations
              6020   Communications with the News Media
              6040   School and Division Publications


[VSBA: KB]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                    File: 6013
                                                                                   Page 1 of 3

                          COMMERCIAL, PROMOTIONAL, AND
                     CORPORATE SPONSORSHIPS AND PARTNERSHIPS

A.     Generally

       The School Board recognizes that corporate and other private sponsorship of programs
and activities related to education can provide valuable enhancement of the educational
program offered by the division. For that reason, the School Board may enter into commercial,
promotional, and corporate sponsorship and partnership arrangements under certain conditions.

B.     Definitions

       An “educational partnership” is a mutually beneficial, cooperative relationship in which
partners share values, objectives, and/or human or financial resources to enhance learning for
students.

       An “educational sponsorship” is an arrangement pursuant to which the sponsor provides
money, price reductions, equipment, materials, services, or other benefits in exchange for
recognition of its products or entity for a specified period of time.

C.     Authority to Enter into Agreements

        On behalf of the School Board, principals may enter into sponsorships and partnerships
for their schools when the sponsorship or partnership does not extend beyond a single school
year or exceed $5,000 in value to the school.

        On behalf of the School Board, the Superintendent or the Superintendent's designee
may enter into sponsorships and partnerships which will benefit more than one school or the
division as a whole. The Superintendent may also enter into sponsorships and partnerships
when the sponsorship or partnership extends beyond a single school year or exceeds $5,000 in
value to the school.

D.     Requirements

       Any agreement to enter into an educational sponsorship or educational partnership will
be in writing.

       The written agreement shall include:

       1.     A statement of the educational purpose for the relationship.

       2.     A statement that the School Board has the right to terminate the agreement
without penalty if it determines that the agreement is having an adverse impact on the
educational experience of students.

       3.     A statement that if an agreement is terminated because of an adverse impact on
the educational experience of students, no other agreement for an educational partnership or
sponsorship will be entered into between the School Board and the partner or sponsor whose
agreement has been terminated for a specified period of time.

                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                          File: 6013
                                                                                         Page 2 of 3

      4.       A statement detailing the specific benefits to the school or division from the
agreement.

         5.      A statement clearly defining the roles, expectations, rights, and responsibilities of
all parties to the agreement. This statement shall include a statement of whether the agreement
permits the sponsor or partner to advertise in connection with the agreement and if so, the
extent of such advertising.

        6.     A statement clearly defining whether the agreement creates any exclusive rights
for the sponsor or partner and, if such rights are created, clearly defining those rights. If no
exclusive rights are created, the agreement shall include a statement that the existence of the
sponsorship or partnership will not limit the discretion of the School Board or its personnel in the
use of sponsored or non-sponsored materials.

       7.      The duration of the agreement.

       8.      A statement that the school or School Board retains the exclusive right to
authorize the use of its name, logo, or other similar information.

       9.      A statement that the school or School Board must approve its identification as a
partner or co-sponsor in all publicity materials.

      10.      A statement of the monetary value to be received by the school or division
pursuant to the agreement.

       11.     A statement defining how the benefits arising from agreement will be distributed.

      12.     A statement of the basis on which students will be permitted to participate in the
program or otherwise benefit from the agreement.

       13.     A statement that the sponsor or partner assumes the responsibility for obtaining
the consent of any student or School Board employee whose likeness may appear in any
materials disseminated by the partner or sponsor.

       14.    A statement disclosing any relationship between the sponsor or partner, or any of
its employees or major stockholders, and any student, School Board employee, School Board
member, or the Superintendent.

         15.     A statement that all partnerships and sponsorships will be consistent with all
federal and state laws, local ordinances and School Board policies and regulations and with all
pre-existing School Board contracts. If the terms of the partnership or sponsorship agreement
establish that the employees, contractors, or others acting on behalf of the partner or sponsor
will have direct contact with students on school property during regular school hours or during
school-sponsored activities, the School Board will require the partner or sponsor to provide
certification that all such persons have not been convicted of a felony or any offense involving
the sexual molestation or physical or sexual abuse or rape of a child.

       16.   A statement that no partnership or sponsorship shall exploit any student or
School Board employee.

                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6013
                                                                                     Page 3 of 3

       17.     A statement that no sponsor or partner shall be permitted to collect personal
information, including names, addresses or telephone numbers of students or School Board
employees because of the partnership or sponsorship.

        18.      A statement that any curriculum materials provided pursuant to the agreement
will be held to the same standards as other curriculum materials.

       19.      A statement that any participation by any student or School Board employee in
any activity established pursuant to the agreement will be purely voluntary. If a student or
School Board employee wants to participate in any sponsored or partnered activity but objects
to using the materials provided by the sponsor or partner, the sponsor or partner must supply
substantially similar materials to which the student or employee does not object for that student
or employee to use in the activity.

E.     Prohibitions

       No agreement shall be entered into if the sponsorship or partnership involves or gives
the appearance of involving any activity which could result in the following:

       1.     promotion of hostility or violence;

       2.     an attack on ethnic, racial, or religious groups;

       3.     discrimination prohibited by any law or School Board policy;

       4.     promotion of the use of drugs, alcohol, tobacco, or firearms;

       5.     promotion of sexual, obscene, or pornographic activities; or

       6.      promotion of any image that is not in keeping with the established goals, and
core values of the School Board.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, § 22.1-89.4.

Cross Ref.:   2090    School Building Administration
              6010    Educational Partnerships
              6040    School and Division Publications
              6041    Advertising in the Schools
              6133    Sex Offender Registry Notification


[VSBA: KQ]



                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                        File: 6020
                                                                                       Page 1 of 2


                         COMMUNICATIONS WITH THE NEWS MEDIA

        It is the policy of the division to communicate with all news media representatives.
Accordingly, the School Board wishes to make extensive use of the electronic and print media
available to inform all Chesterfield County citizens of the events in their public schools, as well
as about important issues in Chesterfield County Public Schools and public education in
general. Accurate and prompt information as required by law, as well as news affecting the
division, shall be released through the Community Relations Department.

        The Community Relations Department should as soon as practicable be advised of any
media contact with or by an employee that has potential implications for the division.  In
addition, division employees should provide the Community Relations Department with a copy
of any news release issued by a division employee that has potential implications for the
division.

        Members of the media are expected to follow all rules that apply to the general public
including, but not limited to, checking in at the office of any school or other place of business in
the division. A principal may refuse public access, to include the media, to a school, classroom,
other portion of the building or grounds, or to an event or student performance if the principal
determines that such is or is likely to be a disruption to the academic day, or may be detrimental
to the health, safety and welfare of a student(s) or division employee(s).

         Parents and guardians are advised that representatives of the media are often invited to
cover events at school and in the classroom, and that members of the media may approach
students before or after the school day without the knowledge of school personnel. Where a
parent or guardian does not wish a student to be interviewed or photographed by the media
during the regular school day including, but not limited to, during or ancillary to a school play,
student musical or other student performance, etc., the parent or guardian must advise the
school administration in writing prior to the effective date. A parent or guardian is advised that
any such written request is effective only during the regular school day when students are under
the supervision of school personnel, shall not apply to before- and after-school activities, and
shall not apply to photographs, videos and the like that are taken by other parents or members
of the general public. A student may be prevented from participating in a performance or other
activity if the principal is not otherwise able to comply with the parent’s request. Parents and
guardians who do not wish their children to be interviewed or photographed by the media should
advise their children of same.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:    Code of Virginia, 1950, as amended, §§ 22.1-287, 22.1-287.1, 22.1-
               253.13:7.C.4.

Cross Ref.:    4100        Student Records
               6050/6050-R Request for Records


                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                             File: 6020
                                                            Page 2 of 2

              6141      School Visitors
              6142      Public Conduct on School Property


[VSBA: KBC]




                     CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                       File: 6040


                           SCHOOL AND DIVISION PUBLICATIONS

        Non-student, division publications that are designed for internal distribution or
distribution to the community-at-large are a means for the division to inform the public and for
the public to assess the system. The content and distribution of such publications including, but
not limited to, press releases are intended to contribute to the enhancement of the goals and
objectives of the School Board.

        Therefore, any publication, including those distributed by individual schools, departments
and the division, shall contain accurate information, and to the extent possible be error-free and
be formatted in a way that is visually appealing. When appropriate, such publications shall
reflect well on the division and its employees.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:    Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78, 22.1-253.13:7.C.4.

Cross Ref.:    4090   Materials Carried Home with Students
               4101   Student Publications
               6011   Community Relations
               6012   Communications


[VSBA: KB]




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                    File: 6041


                              ADVERTISING IN THE SCHOOLS

       Individual schools may not endorse or imply endorsement of any product. All requests
for endorsement should be directed to the Superintendent or the Superintendent’s designee.

       In order to solicit advertisements from merchants and business establishments for
school publications, school organizations must secure approval from the principal. If there is
need for policy clarification, the principal shall consult with the Superintendent.

      Commercial establishments whose primary source of revenue is the sale of intoxicants
may not advertise in school publications.

       Neither the facilities, nor the staff, nor the students of any school may be used in any
manner for advertising or otherwise promoting the interests of any commercial or other non-
school organization.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, § 22.1-78.

Cross Ref.:   2090   School Building Administration
              4090   Materials Carried Home With Students
              4101   Student Publications
              6013   Commercial, Promotional, and Corporate Sponsorships and Partnerships
              6140   Sales and Solicitations in Schools


[VSBA: KJ]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                   File: 6050


                                 REQUEST FOR RECORDS

        Official records of the School Board are available for inspection by any citizen as
authorized by applicable law and will be made available for review upon request during regular
office hours. A request for public records of the School Board shall identify the requested
records with reasonable specificity.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 2.2-3700 et seq.

Cross Ref.:   4100          Student Records
              5360          Privacy Policy
              6050-R        Request for Records


[VSBA: KBA, KBA-R]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6050-R
                                                                                       Page 1 of 3


                                  REQUEST FOR RECORDS

A.     Generally

      Official records subject to disclosure under the Virginia Freedom of Information Act shall
be open to inspection and copying during the regular office hours of the site where the records
are kept. All requests for records that are maintained at more than one site, that require
employee search time, or that may be exempt from disclosure shall be forwarded to the
Community Relations Department for processing and response.

        Copies may be requested in lieu of, or at the time of inspection, subject to the charges
listed below.

        Nonexempt records maintained in an electronic database shall be produced in any
tangible medium or format identified by the requester that is regularly used in the ordinary
course of business by Chesterfield County Public Schools, including posting the records on a
website or delivering the records through an electronic mail address provided by the requester.

       A designated employee of the School Board shall be present during inspection or
copying of records.

B.     Responding to Requests

        1.      Promptly, but in all cases within five working days of receiving the request, the
division will provide the requested records to the requester, or make one of the following
responses in writing:

                a.     The requested records are being entirely withheld because their release
is prohibited by law or because the Virginia Freedom of Information Act gives the custodian
discretion to withhold them. The response will identify with reasonable particularity the volume
and subject matter of the withheld records, and, with respect to each category of withheld
records, cite the specific Virginia Code section that authorizes the withholding of the records.

               b.      The requested records are being provided in part and are being withheld
in part because the release of part of the records is prohibited by law or the custodian has
exercised his/her discretion to withhold a portion of the records. The response will identify with
reasonable particularity the subject matter of the withheld portions and cite, with respect to each
category of withheld records, the specific Virginia Code section(s) which authorize the
withholding of the records. When a portion of a requested record is withheld, the division will
delete or excise only that portion of the record to which an exemption applies and will release
the remainder of the record.

                c.     The requested records could not be found or do not exist. If the division
knows that another public body has the requested records, the response will include contact
information for the other public body.




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                          File: 6050-R
                                                                                           Page 2 of 3

               d.     It is not practically possible to provide the records or to determine whether
they are available within the five-day period. Such response will specify the conditions which
make a response impossible. If the response is made within five working days, one of the
preceding responses shall be provided within an additional seven-day period.

        The division may petition the appropriate court for additional time to respond to a request
for records when the request is for an extraordinary volume of records or requires an
extraordinarily lengthy search, and a response within the time outlined above will prevent the
division from meeting its operational responsibilities. Before proceeding with the petition, the
division will make reasonable efforts to reach an agreement with the requester concerning the
production of the records requested.

       2.      The five-day period shall begin on the first working day following the day the
request is received by the central office or by a building office, and shall end at the close of
business on the fifth working day following receipt of the request. Any time that elapses
between the time the requester is notified of an advance cost determination pursuant to the
procedures detailed below and the time that the requester responds to that notice shall not be
counted in calculating the time limitation for response.

C.      Processing of Requests

       1.       The Director of Community Relations, upon receiving a request, shall, promptly
make an initial determination as to whether the requested records will be provided to the
requester, will be withheld, either completely or in part, or if it is practically impossible to provide
the requested records or to determine whether they are available within five days.

     2.      If the Director of Community Relations is unsure whether the requested
documents should be provided to the requester, legal advice shall be promptly sought.

       3.      If the Director of Community Relations is uncertain whether the requested
records exist or where they may be located, efforts shall be promptly initiated to locate the
records or determine whether they exist.

       4.      If the requested records will be made available either in whole or in part, the
Director of Community Relations shall determine the cost involved to assemble the records for
inspection and copying. Where portions of individual records must be redacted prior to
inspection and copying, the cost of doing this shall also be taken into account. The following
costs shall be charged, not to exceed actual cost:

                a.    Staff member search time, including computer searches, and time
expended for redaction, charged by the quarter hour at a rate corresponding to the hourly rate
of pay of that employee as shown in the School Board’s current Coordinated Pay Plan.

                b.      Computer printouts, charged at the rate of 20 cents per page.

                c.      Photocopies (including those necessary to perform redactions), charged
at the rate of 10 cents per page for 8½ inch by 11-inch black and white copies.



                          CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                  File: 6050-R
                                                                                   Page 3 of 3

             d.      Incidental out-of-pocket costs necessary to assemble the records (e.g.,
phone, postage, or courier charges).

       If the requester has asked for an advance determination of the cost, the requester shall
be notified in advance of the cost associated with the request. If the Director of Community
Relations determines in advance that charges for producing the requested records are likely to
exceed $200, the School Board may, before continuing to process the request, require the
requester to agree to payment of a deposit not to exceed the amount of the advance
determination. The deposit shall be credited toward the final cost of supplying the requested
records. No further action shall be taken until the requester responds, and the requester must
agree to pay the estimated amount before any further processing of the request is performed.

       5.      Before processing a request for records, the Superintendent or the
Superintendent’s designee may require the requester to pay any amounts owed to the School
Board for previous requests for records that remain unpaid 30 days or more after billing.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, § 2.2-3704.

Cross Ref.:   4100   Student Records
              5360   Privacy Policy
              6050   Request for Records


[VSBA: KBA, KBA-R]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                        File: 6070
                                                                                       Page 1 of 3


                                       GUEST SPEAKERS

A.     Generally

        Schools are encouraged to invite guest speakers from the community and elsewhere to
address students during the school day. Such speakers may address students in classrooms,
during assemblies and in other instructional settings for the purpose of directly supporting the
attainment of the division’s academic goals, other goals in the division’s or school’s
comprehensive plan, and/or other division or school priorities. Speakers may also be invited to
address commemorative, awards and other ceremonies including, but not limited to, those held
for the purpose of honoring students or staff for their academic or other achievements. Any
such speaker shall be referred to as an academic guest speaker for purposes of this policy.

        The School Board recognizes that a school may occasionally invite a speaker to address
students during the school day who does not qualify as an academic guest speaker. Any such
speaker shall be referred to as a non-academic guest speaker for purposes of this policy. The
School Board discourages devoting time during the school day to non-academic guest speakers
including, but not limited to, fundraisers. As a result, principals shall prohibit non-academic
guest speakers except where he or she determines that the speaker is necessary to achieve a
specifically-identified, non-academic purpose that is nonetheless of significant value to students
or the school.

        Guest speakers are invited to convey information in furtherance of the school's
objectives and not for the purpose of participating in a public forum. Accordingly, no person
shall be invited to serve as an academic guest speaker or non-academic guest speaker without
the prior approval of the principal or the principal’s designee. A request to invite a guest
speaker must be submitted to the principal in writing and in sufficient time to permit the principal
to properly evaluate the request. In most instances, the request must be received by the
principal at least two weeks prior to the date on which the teacher or other staff member intends
to extend the invitation to the speaker. However, the response time may be extended if the
principal requests additional information from the teacher or other staff member initiating the
request.

B.     Academic Guest Speaker

        In determining whether or not to approve an academic guest speaker, the principal shall
determine the overall value of the speaker to student learning and in so doing shall consider at
least the factors that follow:

      1.     Whether or not the speaker’s intended topic relates directly to the written, taught,
and tested curriculum that the teacher or other staff member is responsible for; another
academic goal; and/or another division or school priority;

       2.      The intended purpose of having the speaker present to students;

       3.       The appropriateness of the speaker and the speaker’s topic to the age and
maturity level of the students;


                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                       File: 6070
                                                                                      Page 2 of 3

        4.     Whether or not the speaker is qualified to address the topic that is the subject of
the intended presentation;

       5.      The controversial nature of the topic or speaker, if any, and whether or not the
value of having the speaker outweighs any such controversy;

      6.      Whether or not plans are in place to provide balanced viewpoints if the topic or
speaker is controversial or is a candidate for public office;

         7.     How the teacher(s) intends to integrate the speaker’s presentation into the skill,
unit or lesson being taught; and,

       8.      How the teacher(s) intends to prepare students for and provide follow-up after
the speaker’s presentation.

C.     Non-Academic Guest Speaker

        In determining whether or not to approve a non-academic guest speaker, the principal
shall determine the overall value of having the speaker and in so doing shall consider at least
the factors that follow:

       1.       The appropriateness of the speaker and the speaker’s topic to the age and
maturity level of the students;

        2.     The intended purpose of having the speaker present to students and whether or
not the value of the speaker outweighs the time taken from instruction;

        3.     Whether the intended purpose could be achieved in another way, without taking
time from instruction;

       4.      The controversial nature of the topic or speaker, if any, and whether or not the
value of having the speaker outweighs any such controversy; and,

       5.      Whether or not the speaker is qualified to address the topic that is the subject of
the speaker’s presentation.

D.     Staff Responsibility

     For both academic and non-academic guest speakers, the teacher (or other staff
member responsible for inviting the guest speaker) shall:

       1.     Submit a written request for approval of the speaker to the principal or principal’s
designee in sufficient time for the principal to properly evaluate the request, including time to
respond to additional requests for information from the principal;

       2.      Ensure that the speaker is qualified to address the topic;

      3.       Ensure the appropriateness of the speaker and the speaker’s topic to the age
and maturity level of the students;

                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                         File: 6070
                                                                                        Page 3 of 3

        4.      Provide prior written notice to parents where, in the principal’s opinion, the
speaker or the speaker’s topic is likely to be controversial – such notice shall be given in
sufficient time to permit a parent to exercise the opt-out provision of Policy 3120, Religious
Beliefs and Customs;

       5.      Explain to the speaker in detail the information that he or she is to present to
students;

       6.      Review the speaker’s comments prior to the speaker’s presentation;

       7.      Be present at all times during the speaker’s presentation;

       8.      Integrate the speaker’s presentation into the skill, unit or lesson being taught;

       9.      Prepare students for and provide follow-up after the speaker’s presentation; and,

        10.   Ensure that the speaker’s comments are consistent with the stated purpose of
the lesson and the prior direction given to the speaker.

        Neither a speaker’s presentation, nor any materials ancillary thereto, may denigrate any
culture, race, gender, national origin, or religion. A speaker must be attired appropriately for the
presentation. Appropriate behavior before, during and after the presentation is required.
School officials shall cancel or interrupt a presentation in progress where there is disruption or
the potential for disruption to the educational environment, or where a speaker fails to adhere to
any other requirement or expectation set forth in this policy or by school officials.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:    Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78.

Cross Ref.:    1012    School Board’s Vision, Mission, and Standards of Quality
               1013    Comprehensive Plan
               2090    School Building Administration
               3010    Curriculum and Instruction
               3120    Religious Beliefs and Customs
               3175    Commencement Ceremonies and Determination of Class Rank (effective
                       July 1, 2010)
               4070    Extracurricular Activities
               5350    Teachers’ Duties and Responsibilities




                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                  File: 6090


                  PUBLIC ACTIVITIES INVOLVING SCHOOL PERSONNEL

       School personnel are encouraged to participate actively in community life to an extent
consistent with their professional obligations. They are encouraged to accept invitations to
appear at community organizations as observers and as speakers for the purpose of enhancing
community understanding of education.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78.

Cross Ref.:   6011   Community Relations
              6012   Communications




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                     File: 6100


                                    POLITICAL ACTIVITIES

       The School Board, as a body of elected officials, strongly supports the concepts of
representative government and elected office. The division encourages employees and patrons
to exercise their right to vote, and the division expresses admiration for those who seek and
obtain public office. Further, the School Board recognizes that the public schools are tax-
supported and should be accessible to the community. The School Board, however, does
believe that the educational process should be clearly separate from the political activities
associated with campaigns for public office.

        Therefore, political activities in the schools during school hours shall be restricted to
those of an educational nature that are beneficial to students as part of their program of study.
The School Board shall promulgate regulations in conjunction with this policy governing the
following:

       1.     access to school system information;
       2.     display and distribution of political literature;
       3.     employee political activities;
       4.     participation by student groups;
       5.     use of school facilities;
       6.     use of other Chesterfield County Public Schools’ resources; and
       7.     conduct of candidates.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, § 22.1-78.

Cross Ref.:   6041           Advertising in the Schools
              6100-R         Political Activities
              6110           Public Office
              6170/6170-R    Use or Rental of School Facilities


[VSBA: GBG]




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6100-R
                                                                                       Page 1 of 3


                                     POLITICAL ACTIVITIES

A.     Purpose

      To provide guidelines to candidates, candidate representatives, School Board
employees and students related to the conduct of political activities as it may involve
Chesterfield County Public Schools (CCPS) and school activities.

B.     Access to School System Information

       Any candidate or other Virginia citizen may have access to division records and
information pursuant to the provisions of the Virginia Freedom of Information Act (Va. Code §§
2.2-3700 et seq.).

        Policy 6050-R, Requests for Information, requires that requests for information regarding
the division be directed to the Office of Community Relations. Community Relations will forward
any requests from candidates or their representatives related to political campaigns and issues
to the Office of the Superintendent for review. To ensure impartial cooperation with candidates
in elections for the School Board, responses to campaign requests under the Virginia Freedom
of Information Act will be shared with all announced candidates. To receive this information,
candidates must provide in advance to the Office of Community Relations a contact name and
address.

C.     Display and Distribution Of Political Literature

        Display and distribution of political materials in the schools during school hours shall be
restricted to those of an educational nature and as part of the educational program. Teachers,
who elect to use such materials for instructional purposes, shall present them in an impartial
and objective manner that is relevant to the course content and appropriate to the knowledge
and maturity of the students. Existing CCPS procedures permit the distribution in schools of
materials related to Parks and Recreation, scouting and other non-profit or service
organizations.

       Consistent with these procedures, political campaign materials or materials that support
or oppose political candidates, parties or issues shall not be sent home from school with
students. Also such literature shall not be distributed during school hours or on a school bus by
students, School Board employees or others. Campaign-related posters or signs may not be
displayed at or within schools. Note there are exceptions for election day activity and for
materials used in the educational program.

        Candidates, or their representatives, desiring to distribute campaign or political materials
to those attending school-related activities occurring after school hours must do so outside the
building, stadium or other school facility. The distribution of political literature at events or
meetings that are not school-related may be subject to the conditions governing Use or Rental
of School Facilities (see F. below).




                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6100-R
                                                                                       Page 2 of 3

        Candidates, or their representatives, who do not comply with these limits on the
distribution of campaign or political materials after being so informed, will be requested by a
building administrator to leave school property. If the candidate or their representative does not
comply with this request to leave, the building administrator will warn the individual(s) that they
are trespassing and will notify the police.

        Schools will not accept political advertisements in co-curricular publications (e.g., school
newspaper as part of journalism class).            As with other advertisements, paid political
advertisements may be placed in school publications unrelated to the curriculum, subject to the
review and approval of the principal (e.g., programs for athletic events).

         During the times that polls are open and schools are serving as polling locations, Virginia
election laws will govern any associated political activity, including the distribution of political
literature (Va. Code § 24.2-604).

D.     Employee Political Activities

         Employees are encouraged to exercise their constitutional rights as citizens, but they
shall not involve their schools in political activities. Employees shall not participate in campaign
activities during hours of official employment; however, employees may participate in political
activity after hours of official employment.

       Employees shall not poll students on the political opinions of their parents and shall not
attempt to indoctrinate students or other employees with their personal political views. Student
mock elections are permitted when conducted as part of the educational program.

       No employee shall be expected or required to participate in any campaign or to support
any candidate as a condition of employment.

E.     Participation by Student Groups

       School-sponsored student groups shall not participate in partisan political activities.

F.     Use of School Facilities for Political Activities

       When space is available, candidates may use school facilities during non-school hours
subject to Policy 6170, Use or Rental of School Facilities, and the associated regulations
contained in Regulation 6170-R.

G.     Use of Other CCPS Resources

       Any use of the CCPS-NET for political activities is prohibited by Policy 7230, Acceptable
Use, The CCPS-NET, and the associated regulations contained in Regulation 7230-R.

       Use of any other resources for political activities including, but not limited to, copiers,
computers or facsimile machines, is prohibited. Division resources and equipment are not to be
used for personal purposes without the prior approval of the Superintendent.



                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                   File: 6100-R
                                                                                    Page 3 of 3

H.     Conduct Of Candidates

        School Board employees who may be candidates for public office are governed by
Policy 6110, Public Office.

       Candidates for election, or their representatives, shall not use CCPS resources, CCPS
personnel (except those employees who may voluntarily participate during non-duty hours),
CCPS events at which they are official participants, CCPS stationery, or the CCPS logo in
support of their campaigns.

        Candidates, or their representatives, may not access students or employees during
school hours for campaign purposes. With the prior review and approval of the principal,
candidates may be invited to address specific classes or groups on specific topics related to the
curriculum and educational program. The principal’s review shall ensure all candidates are
treated impartially and objectively.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78, 24.2-604.

Cross Ref.:   4090           Materials Carried Home with Students
              4101           Student Publications (effective July 1, 2010)
              6040           School and Division Publications
              6070           Guest Speakers
              6100           Political Activities
              6110           Public Office
              6141           School Visitors
              6142           Public Conduct on School Property
              6170/6170-R    Use or Rental of School Facilities
              7230/7230-R    Acceptable Use, The CCPS-NET


[VSBA: GBG]




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                    File: 6110


                                       PUBLIC OFFICE

       Employees shall be permitted to seek and/or hold any public office, except the office of
member of the Chesterfield County School Board, so long as such activity is kept wholly
separate from his/her employment and such activity does not interfere with the employee's job
performance or otherwise conflict with the employee's job responsibilities.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78.

Cross Ref.:   1050   Conflict of Interests
              5020   Observance of Policies and Regulations




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                        File: 6120


                               GIFTS TO SCHOOL PERSONNEL

         The State and Local Government Conflict of Interests Act (Va. Code § 2.2-3100 et seq.)
limits gifts to employees of the School Board. Accordingly, no School Board employee shall:

       1.      Accept any money, loan, gift, favor, service, or business or professional
opportunity that reasonably tends to influence him or her in the performance of his or her duties.

        2.      Accept a gift from a person who has interests that may be substantially affected
by the performance of the employee’s duties under circumstances where the timing and nature
of the gift would cause a reasonable person to question the employee's impartiality in the matter
affecting the donor.

       3.      Accept gifts from sources on a basis so frequent as to raise an appearance of the
use of his or her employment for private gain.

       Additionally, no School Board employee having official responsibility for a procurement
transaction shall solicit, demand, accept, or agree to accept from a bidder, offeror, contractor or
subcontractor any payment, loan, subscription, advance, deposit of money, services or anything
of more than nominal or minimal value, present or promised, unless consideration of
substantially equal or greater value is exchanged.

        The provisions of this policy shall not be construed to prohibit or apply to the acceptance
by a teacher or other employee of the School Board of an award or payment in honor of
meritorious or exceptional services performed by the teacher or employee and made by an
organization exempt from federal income taxation pursuant to the provisions of § 501(c)(3) of
the Internal Revenue Code.


Adopted:    December 8, 2009
____________________________________________________________________________
________________________________________________________________

Legal Ref.:    Code of Virginia, 1950, as amended, §§ 2.2-4371, 22.1-4371.

               26 U.S.C. §§ 501 et seq.

Cross Ref.:    1050   Conflict of Interests
               7150   Procurement


[VSBA: GBI]




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                     File: 6130


                         FORMAL CITIZEN COMPLAINTS
              CONCERNING EMPLOYEE OR SCHOOL DIVISION PRACTICES

       The School Board values the opinions and suggestions for improvement that are
expressed informally by citizens of Chesterfield County and, therefore, provides multiple venues
for such expression. Occasionally, however, an issue that is not resolved through informal
means must be handled as a formal complaint. Accordingly, all formal complaints by the public
concerning school matters shall be in writing and bear the signature of the complainant. The
Superintendent shall promulgate a written procedure for receiving and processing such formal
complaints.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-253.13:7.C.2.

Cross Ref.:   1220           Complaints Regarding Employees
              6130-R         Procedure for Processing Formal Citizen Complaints Concerning
                             Employee or School Division Practices
              6130-F         Citizen Complaint Against Employee or School Division Practices


[VSBA: KL, KLB]




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                     File: 6130-R
                                                                                      Page 1 of 3


             PROCEDURE FOR PROCESSING FORMAL CITIZEN COMPLAINTS
              CONCERNING EMPLOYEE OR SCHOOL DIVISION PRACTICES

A.     Purpose

        Most complaints can be resolved at the school level through informal discussions
between the complainant and the employee or the building administrator. Therefore, the formal
complaint process that follows is reserved for complaints which are not resolved informally.
Even when this formal complaint procedure is initiated, efforts may occur at any point to reach a
satisfactory informal resolution.

B.     Procedures

       1.      Formal Complaints Against Employee Practices

               a.     A person (complainant) desiring to lodge a complaint against an
employee practice should arrange a meeting with the employee to discuss the problem in an
attempt to reach a solution.

               b.     If the complaint is not resolved at this level the complainant should
arrange a meeting with the principal/supervisor of that employee to discuss the problem in an
attempt to reach a solution.

                c.     The principal/supervisor shall ask the employee to respond either in
writing or in person to the appropriate administrator. The employee shall cooperate in resolving
the complaint.

               d.      The principal/supervisor may request a meeting which includes both the
complainant and the employee. In the event this meeting is not arranged, the
principal/supervisor will hold separate meetings with the employee and complainant prior to
taking action on the complaint.

               e.     If the complaint is not resolved at the local school level, the
principal/supervisor shall, upon request, furnish a complaint form (see Form 6130-F) to any
person who is dissatisfied with the result of such a meeting.

               f.      The complaint form is to be addressed to the principal/supervisor. The
principal/supervisor shall send a copy of the completed form to the employee against whom the
complaint is made to the Superintendent’s designee.

                 g.     The Superintendent’s designee will review the complaint concerning an
employee practice and related information. The Superintendent’s designee will notify the person
initiating the complaint and the employee in writing of the determination. If the person filing the
complaint is not satisfied with the results, he/she may appeal to the Superintendent.

                h.     The findings relative to a citizen's complaint concerning a school system
practice shall be maintained in the office of the Superintendent’s designee.


                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                   File: 6130-R
                                                                                    Page 2 of 3

              i.     The Superintendent will review all information related to the complaint
concerning an employee practice and may at his/her discretion meet with the parties involved to
discuss the complaint. The complainant and the employee will be notified in writing of the final
decision.

               j.     The findings relative to a citizen's complaint concerning an employee
practice shall be maintained in a citizen's complaint file in the office of the Superintendent’s
designee for one year.

             k.     This process does not in any way abrogate or amend the right of an
employee to due process.

       2.     Formal Complaints Against School System Practices

               a.      A person (complainant) desiring to lodge a complaint against school
system practices should arrange a meeting with the building (school or department) level
administrator to discuss the problem in an attempt to reach a solution.

                b.     If the complaint against the school system cannot be resolved at the
building level, the complainant should be referred to the Superintendent’s designee who will
refer the complaint to the appropriate department administrator for review in an attempt to reach
a solution.

              c.     The Superintendent’s designee shall, upon request, furnish a complaint
form to any person who is dissatisfied with the results of the review.

             d.      The complaint form is to be addressed to the Superintendent’s designee.
The Superintendent’s designee will review the complaint against the school system and related
information.

               e.       The Superintendent’s designee will notify the person initiating the
complaint against the school system in writing of the determination. If the person filing the
complaint is not satisfied with the results, he/she may appeal to the Superintendent.

                f.      The Superintendent will review all information related to the complaint
against the school system and may at his/her discretion meet with the parties involved to
discuss the complaint. The complainant and other involved parties will be notified in writing of
the final decision of the Superintendent.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78.




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                             File: 6130-R
                                                                              Page 3 of 3

Cross Ref.:   1220        Complaints Regarding Employees
              2090        School Building Administration
              6130        Formal Citizen Complaints Concerning Employees or School
                          Division Practices
              6130-F      Citizen Complaints Against Employee or School Division Practices


[VSBA: KL, KLB]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                File: 6130-F
                                                                                 Page 1 of 2


     CITIZEN COMPLAINT AGAINST EMPLOYEE OR SCHOOL DIVISION PRACTICES

TO: _______________________________            ___________________________________
      (Principal/Supervisor)                   (School/Location)
____________________________________________________________________________
(Name of employee against whom complaint is made)

FROM: _______________________________              ___________________________________
           (Name of Complainant)                   (Telephone Number)

____________________________________________________________________________
                                  (Address)

Nature of Complaint (Please review Regulation 6130-R, PROCEDURE FOR PROCESSING
FORMAL CITIZEN COMPLAINTS CONCERNING EMPLOYEE OR SCHOOL DIVISION
PRACTICES, and then describe, in your own words, the reason for your complaint, including all
behaviors, names, dates, and places necessary for a complete understanding. Use additional
paper as needed.)

Have you discussed this complaint with the employee named? Yes No

Date(s)
____________________________________________________________________________

Have you discussed this complaint with the principal or supervisor? Yes No

If so, name of principal or supervisor you discussed the complaint with and date(s)
____________________________________________________________________________

What remedy or other action do you suggest? (Please be as specific as you deem necessary to
effectively convey your suggestion. Use additional paper as needed.)

Signature of Complainant _________________________________ Date__________________

Date Received by Principal/Supervisor ____________________/Initials of Recipient_________

Date Received by Superintendent or Superintendent’s Designee____________/Initials of
Recipient_____

TO: _________________________________________________________________________
      (Superintendent or Superintendent’s Designee)

FROM: __________________________________ ___________________________________
           (Name of Complainant)         (Telephone Number)

____________________________________________________________________________
                                  (Address)


                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                 File: 6130-F
                                                                                  Page 2 of 2

Nature of Complaint (Please review Regulation 6130-R, PROCEDURE FOR PROCESSING
FORMAL CITIZEN COMPLAINTS CONCERNING EMPLOYEE OR SCHOOL DIVISION
PRACTICES, and then describe, in your own words, the reason for your complaint. Use
additional paper as needed.)

Have you discussed this complaint with the building administrator? Yes No

And if so, name of building administrator you discussed the complaint with and date(s).
_______________________________________________________________________

Have you discussed this complaint with the appropriate department administrator? Yes No

If so, name of department administrator you discussed the complaint with and date(s).
_______________________________________________________________________

What remedy or other action do you suggest? (Please be as specific as you deem necessary to
effectively convey your suggestion. Use additional paper as needed.)

Signature of Complainant ________________________________ Date__________________

Date Received by Superintendent or Superintendent’s Designee__________/Initials of
Recipient_________


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Cross Ref.:   1220          Complaints Regarding Employees
              6130          Formal Citizen Complaints Concerning Employee or School
                            Division Practices
              6130-R        Procedure for Processing Formal Citizen Complaints Concerning
                            Employee or School Division Practices


[VSBA: KLB-E]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                          File: 6133
                                                                                           Page 1 of 3

                          SEX OFFENDER REGISTRY NOTIFICATION

A.      Generally

         The division recognizes the danger sex offenders pose to student safety. Therefore, to
protect students while they travel to and from school, attend school or are at school-related
activities, each school in the division shall request electronic notification of the registration or re-
registration of any sex offender in the same or contiguous zip codes as the school. Such
requests and notifications shall be made according to the procedure established by the Virginia
Department of State Police (State Police).

B.      Annual Notification

        At the beginning of each school year, the division shall notify parents and employees of
this policy. The School Board will also annually notify the parent of each student enrolled in the
division of the availability of information in the Sex Offender and Crimes Against Minors Registry
and the location of the Internet website (http://sex-offender.vsp.state.va.us/cool-ICE/).

C.      Dissemination of Sex Offender Registry Information

       Sex offender registry information should be provided to employees who are most likely
to observe unauthorized persons on or near school property including but not limited to:

        1.      school bus drivers;
        2.      employees responsible for visitor registration;
        3.      employees responsible for bus duty;
        4.      security staff;
        5.      coaches;
        6.      playground supervisors; and
        7.      maintenance personnel.

       When registry information is disseminated, it shall include a notice that such information
should not be shared with others and may only be used for the purposes discussed below.
Employees who share registry information with others may be disciplined.

       The division recognizes that it is the responsibility of local law enforcement to notify the
community of potential public danger. Therefore, the division will not disseminate registry
information to parents.

D.      Use of Sex Offender Registry Information

        Registry information shall only be used for the purposes of the administration of law
enforcement, screening current or prospective division employees or volunteers and for the
protection of division students and employees. Registry information shall not be used to
intimidate or harass others.




                          CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                         File: 6133
                                                                                        Page 2 of 3

         1.     Registered Sex Offender Sighted. If a notified employee sees a registered sex
offender on or near school property, around any division student, or attending any division
activity, the Superintendent or the Superintendent’s designee shall be notified immediately. The
Superintendent or the Superintendent’s designee may, in his/her discretion, notify local law
enforcement.

         2.     School Volunteers. Each staff member shall submit to the principal the name
and address of each volunteer the staff member proposes to use as soon as the person is
identified. The principal shall screen each volunteer’s name and address against the registry
information. If a match is found, the principal shall notify the Superintendent, who shall confirm
the match. If the match is confirmed, the Superintendent shall inform the individual, in writing,
that he or she may not serve as a volunteer. The notice shall provide the reason with reference
to this policy. The Superintendent shall provide a copy of the notice to the principal and staff
member.

        3.    Contractors’ Employees.       In addition to ensuring that the certification
requirements of Policy 7150, Procurement, are met, the Superintendent shall include the
following language in all division contracts that may involve an employee of the contractor
having any contact with a student:

       The contractor shall not send any employee or agent who is a registered sex
       offender to any school building or school property. Monthly, the contractor shall
       check the registry to determine if any employee is registered.

        4.       Division Employees. Each time sex offender registry information is received, the
principal shall review it to determine if a division employee is registered. If a match is found, the
Superintendent shall confirm or disprove the match with local law enforcement. If the match is
confirmed, the Superintendent shall notify the School Board. The School Board will take the
appropriate action to comply with state law which may include termination of employment.

       5.     Applicants for Employment. Before hiring any person, the Superintendent shall
determine whether the prospective employee is a registered sex offender. If the prospective
employee is a registered sex offender, he or she shall not be hired by the division.

        6.       Students and Parents of Students. When the division learns that a parent of an
enrolled student is a registered sex offender, the parent will be notified in writing that he or she
is barred from being present at school or at school functions without the express written
approval of the student’s principal. Such approval must be obtained in advance of the proposed
visit and will state the conditions under which the parent may be present. When a parent who is
a registered sex offender is permitted at school or at school functions he or she will be
monitored to ensure that he or she does not come into contact with any children other than his
or her own children.

       7. Precautions to Protect Students. When the Superintendent determines it is
necessary, because of the presence of a registered sex offender, alternative arrangements may
be made for bus and walking routes to and from school, recess and physical education periods,
or any other activity in order to protect division students.



                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6133
                                                                                     Page 3 of 3

       Students who are registered sex offenders may not be precluded from attending school
for such registration alone.

E.        Requests for Registry Information

          Anyone requesting registry information from the division shall be referred to the State
Police.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref:       Code of Virginia, 1950, as amended, §§ 9.1-914, 9.1-918, 18.2-370.5, and 19.2-
                 390.1, 22.1-79.3.

Cross Ref.:      1020   Duties and Powers
                 2090   School Building Administration
                 3070   Volunteers
                 6141   School Visitors
                 7160   Pupil Transportation


[VSBA: KN]




                          CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                                  File: 6135
                                                                                                 Page 1 of 2


                     RELATIONS WITH LAW ENFORCEMENT AUTHORITIES

A.      Investigations by Law Enforcement Officers at School

       When it becomes necessary for any law enforcement officer to interview a student on
school premises, the principal shall be contacted immediately. The principal or his/her designee
shall make a reasonable effort to contact the parent or guardian and have the parent or
guardian in attendance for the conference. If the parent or guardian cannot be present for the
conference, then the principal or his/her designee shall be present throughout the interview.

B.      Service of Process at School

        Should there be a need to serve a student or school employee with any "legal process",
the School Board encourages the process server to make all reasonable attempts to serve such
documents off school premises; however, if the documents must be served on school premises,
they shall be served at the principal's office of the school at which the student is in attendance
or the main office of the facility at which the employee is assigned.

        In any case in which custody or visitation of a minor child is at issue and a summons is
issued for the attendance and testimony of a teacher or other school employee who is not a
party to the proceeding, if such summons is served on school property, it may be served only by
a sheriff or his deputy.

C.      Development of Programs

       The Superintendent shall seek to develop, in cooperation with the local law enforcement
agencies, juvenile and domestic relations court judges and personnel, parents, and the
community at large, programs and procedures to prevent violence and crime on school property
and at school-sponsored events. The Superintendent shall obtain and use Sex Offender
Registry information in accordance with Policy 6133.

D.      Report to Law Enforcement Officials

        Except as may otherwise be required by federal law, regulation, or jurisprudence, the
principal shall immediately report to local law enforcement officials all incidents listed below that
may constitute a criminal offense:

       1.      assault and battery1 which results in bodily injury, sexual assault, death,
shooting, stabbing, cutting, or wounding of any person or stalking of any person as described in
Va. Code § 18.2-60.3, on a school bus, on school property, or at a school-sponsored activity; or

        2.     any conduct involving alcohol, marijuana, a controlled substance, imitation
controlled substance, or an anabolic steroid on a school bus, on school property, or at a school-
sponsored activity, including the theft of or attempted theft of student prescription medications;
or

1
  "Assault and battery" is defined as to be the offer, with violence, of corporeal hurt to another, without the
infliction of it, or the unlawful beating of another.

                           CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                    File: 6135
                                                                                   Page 2 of 2

        3.     any threats against school personnel while on a school bus, on school property,
or at school-sponsored activity; or

       4.     the illegal carrying of a firearm, as defined by Va. Code § 22.1-277.07, onto
school property;

       5.      any illegal conduct involving firebombs, explosive materials or devices, or hoax
explosive devices, as defined in Va. Code § 18.2-85, or explosive or incendiary devices, as
defined in Va. Code § 18.2-433.1, or chemical bombs, as described in Va. Code § 18.2-87.1, on
a school bus, on school property, or at a school-sponsored activity; or

       6. any threats or false threats to bomb, as described in Va. Code § 18.2-83, made
          against school personnel or involving school property or school buses.

       The principal may report to local law enforcement officials any incident involving the
assault or assault and battery, without bodily injury, of any person on a school bus, on school
property, or at a school-sponsored activity.

         Principals are encouraged to contact the Office of Student Conduct for assistance or
clarification of this policy when necessary.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 8.01-47, 8.01-293, 9.1-101, 16.1-264,
              22.1-279.3:1.

Cross Ref.:   2090           School Building Administration
              2190           Reporting Acts of Violence and Substance Abuse
              4010-R         Standards for Student Conduct
              6133           Sex Offender Registry Notification


[VSBA: KNAJ]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                         File: 6136


                              REPORTS OF MISSING CHILDREN

        The division shall receive reports of the disappearance of any child living within the
division from local law enforcement pursuant to Va. Code § 52-31.1.

        Upon notification by a local law enforcement agency of a child's disappearance, the
principal of the school in which the child was enrolled at the time of the disappearance shall
indicate, by mark, in the child's cumulative record that the child has been reported as missing.
Upon notification by law enforcement that the child is located, the principal shall remove the
mark from the record.

        Upon receiving a request from any school or person for copies of the cumulative records
and birth certificate of any child who has been reported by a local law enforcement agency to be
missing, the school being requested to transfer the records shall immediately notify the law
enforcement agency that provided the report to the school of the child's disappearance of the
location of the school or person requesting the cumulative records and birth certificate of the
child, without alerting the requestor of such report.

        For the purposes of this policy, a "mark" means an electronic or other indicator that (i) is
readily apparent on the student's record; and (ii) will immediately alert any school personnel that
the record is that of a missing child.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:    Code of Virginia, 1950, as amended, §§ 22.1-288.1; 52-31.1.

Cross Ref.:    2090        School Building Administration
               4100        Student Records
               6050/6050-R Request for Records


[VSBA: KNB]




                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                        File: 6137
                                                                                       Page 1 of 2

                         PARENTAL RIGHTS AND RESPONSIBILITIES

A.     Parent Rights

         The School Board recognizes that the involvement of parents/guardians and families is
critical to student achievement. Parents and families are the first and primary teachers of their
children. Regardless of a parent's marital status, building personnel will uphold the parental
rights of both parents. Unless there is a court order to the contrary, both parents have the right
to:

      1.     have access to the child’s school records, in accordance with Policy 4100,
Student Records;

       2.     have access to school progress reports, the school calendar, and notices of
major school events;

       3.      visit the school in accordance with Policy 6141, School Visitors;

         4.     participate in parent-teacher conferences; in the case of the non-custodial parent,
after a timely request is made; and

       5.      receive all notifications in accordance with the Individuals with Disabilities
Education Act;

       6.    receive notice of the student’s extended absence, as defined in and pursuant to
School Board Policy 4020, Attendance, if both parents have joint physical custody.

B.     Custodial Parent Responsibilities

       The custodial parent has the responsibility to:

      1.     keep the school office informed as to the address of residence and how he or
she may be contacted at all times;

        2.     on the Chesterfield County registration form, list the current address and phone
number of the non-custodial parent, unless such address is unknown and the parent signs a
statement to that effect, or unless a court order restricts the educational or contact rights of the
parent; and

        3.      provide a copy of any legal document that restricts the educational and/or contact
rights of the non-custodial parent.

C.     Non-Custodial Parent Responsibilities

         The non-custodial parent has the responsibility to keep the school office apprised of
changes in his/her current phone number and address. Further, the non-custodial parent may
make timely requests to participate in parent-teacher conferences. At the request of a non-
custodial parent, such parent will be included as an emergency contact for the student’s
activities unless a court order has been issued to the contrary.

                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                   File: 6137
                                                                                  Page 2 of 2

Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   20 U.S.C. §1232g.

              34 C.F.R. Part 99.1 et seq.

              Code of Virginia, 1950, as amended, §§ 22.1-4.3, 22.1-287 et seq.

Cross Ref.:   4020   Attendance
              4100   Student Records
              6010   Educational Partnerships
              6141   School Visitors


[VSBA: KP]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6140


                         SALES AND SOLICITATIONS IN SCHOOLS

      No solicitation of staff members or students will be permitted in, on, or about the school
premises unless approved by the Superintendent or the Superintendent’s designee.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, § 22.1-78.

Cross Ref.:   4080           Fundraising (expires July 1, 2010)
              4080           Fundraising and Charitable Solicitations (effective July 1, 2010)
              6141           School Visitors
              6170/6170-R    Use or Rental of School Facilities


[VSBA: KGA]




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                        File: 6141
                                                                                       Page 1 of 2

                                       SCHOOL VISITORS

A.     Generally

        Schools in the division welcome visits by parents and other interested persons. In order
to protect students, staff, and property, upon arriving at a school, all visitors must report to the
administrative office. The division expects mutual respect, civility, and orderly conduct from all
individuals on school property and at school events. Unauthorized persons, including
suspended and expelled students, will be requested to leave school grounds by the building
administrator.

        Anyone, including students, who enters a school at nighttime without the consent of an
authorized person except to attend an approved meeting or event or who enters or remains on
any school property, including school buses may be prosecuted. It shall be unlawful for any
person, including students, to enter upon or remain upon any school property in violation of (i)
any direction to vacate or not to enter upon the property issued by an authorized individual,
either orally or in writing, or (ii) any posted notice which contains such information, posted at a
place where it reasonably may be seen. Each such violation shall constitute a separate offense.

B.     Parents

       Parents are encouraged to visit the schools on scheduled days for conferences with
teachers, assemblies, PTA meetings, volunteer service, and other school programs. Non-
custodial parents shall not be denied, solely on the basis of their non-custodial status, the
opportunity to participate in any of the student's school activities in which such participation is
supported or encouraged by the policies of the School Board.

C.     Public Officials

        Periodically, public officials may wish to visit schools within the division to show their
support of school programs, to maintain contact with building employees, and/or to increase
their understanding of educational practices. However, in order to minimize disruption to the
educational process during the regular school day, public officials should make prior
arrangements with the principal before visiting a school and/or limit their visits to school events
that are open to the general public. While visiting a CCPS school, all visitors including but not
limited to officials shall observe the protocols outlined in this policy, as well as any additional
school visitation procedures established by the principal.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:    Code of Virginia, 1950, as amended, §§ 18.2-128; 18.2-415.

Cross Ref.:    2090    School Building Administration
               3070    Volunteers



                          CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                            File: 6141
                                                           Page 2 of 2

             6010   Educational Partnerships
             6133   Sex Offender Registry Notification
             6137   Parental Rights and Responsibilities
             6142   Public Conduct on School Property


[VSBA: KK]




                     CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6142


                        PUBLIC CONDUCT ON SCHOOL PROPERTY

       No one may possess or consume any alcoholic beverage in or on the grounds of any
public school during school hours or school or student activities. In addition, no one may
consume, and no organization shall serve, any alcoholic beverage in or on the grounds of any
public school after school hours or school or student activities, except for religious
congregations using wine for sacramental purposes only.

        Any person found to be engaged in or advocating illegal activity while on school
property, including school buses, shall be reported by the principal to the local law enforcement
authorities.

         Any person who willfully and maliciously damages, destroys or defaces any school
district building, or damages or removes any school property from a school building, will be
required to compensate the division and may be prosecuted.

        Any person who willfully interrupts or disturbs the operation of any school or, being
intoxicated, disturbs the same, whether willfully or not, may be prosecuted.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   20 U.S.C. §§ 6083, 7183.

              Code of Virginia, 1950, as amended, §§ 4.1-309, 18.2-128, 18.2-138, 18.2-415,
              22.1-78.

Cross Ref:    6141        School Visitors
              6170/6170-R Use or Rental of School Facilities
              7170        Buildings and Grounds Safety; Management and Maintenance


[VSBA: KGB]




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                        File: 6144
                                                                                       Page 1 of 3


                           SERVICE ANIMALS IN PUBLIC SCHOOLS

A.     Admission of Service Animals to Public Events

         Persons with disabilities may be accompanied by their service animals while on school
property for events that are open to the general public, such as athletic games or plays. This
right of access does not extend to the schools generally or to other activities which are not open
to the general public.

        School officials can ask the owner or handler of an animal whether the animal is a
trained service animal and inquire into the specific tasks that the animal has been trained to
perform. School officials should not ask questions about a person’s disability.

B.     Admission of Service Animals to Schools

        When requested for educational purposes: There is no automatic right to be
accompanied by a service animal in the school setting. A student with a disability may request
to bring a service animal to school for educational reasons. Such requests should be directed
to a student’s IEP or Section 504 team. A student’s IEP or Section 504 team will decide
whether the service animal is required to accompany the student to school in order for the
student to receive a free appropriate public education.

       When requested for non-educational reasons: Trained guide, hearing, or service dogs
are permitted in school buildings under certain circumstances:

       1.     Totally or partially blind persons may be accompanied by a trained guide dog
while on school property;

       2.     Deaf or hearing-impaired persons may be accompanied by a trained hearing dog
while on school property;

       3.     Mobility-impaired or other disabled persons may be accompanied by a trained
service dog while on school property; or

      4.     Persons conducting training of a guide, hearing, or service dog may be
accompanied by a dog in training while on school property.

C.     Dogs in Training

        Persons conducting training of a guide, hearing, or service dog may be accompanied by
a dog in training while on school property for the purpose of school business. Persons who are
part of a three-unit service dog team also may be accompanied by a service dog while on
school property provided that the person is conducting training of a service dog. The training
cannot disrupt or interfere with a school’s educational process. It is expected that training would
not normally take place in the classroom during instructional time.




                          CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                        File: 6144
                                                                                       Page 2 of 3

D.        Requirements That Must be Satisfied Before a Service Animal Will be Allowed in a
          School

         1.     Vaccination: The service animal must be immunized against diseases common
to that type of animal.

          2.     Health: The service animal must be in good health.

        3.      Documentation: Before a service animal will be allowed in a school building, the
owner or handler of the animal must submit to the school principal or building supervisor a
request along with documentation from a certified professional of the following: diagnosis of a
specific disability; verification of the need for a service animal; a description of the function(s)
that the service animal is expected to perform in relation to the person’s disability; a current
license; a current veterinary health certificate; and proof of current vaccinations and
immunizations of the service animal. Documentation of current vaccinations and immunizations
of the service animal must be resubmitted annually.

E.        Supervision and Care of Service Animals

        The owner or handler of a service animal is solely responsible for the supervision and
care of the animal, including any feeding, exercising, and cleanup.

F.        Damages to School Property and Injuries

       The owner or handler of a service animal is solely responsible for any damage to school
property or injury to personnel or students caused by the animal.

G.        Extra Charges

       Public schools cannot require an owner or handler of a service animal to pay an extra
charge for the animal to attend events for which a fee is charged. This provision does not
preclude public schools from charging an owner or handler for any damages to school property
caused by the animal.

H.        Excluding Service Animals from School Property

       A public school can exclude a service animal from school property under the following
circumstances:

          1.     The presence of the animal poses a direct threat to the health and safety of
others;

          2.     The owner or handler is unable to control the animal;

       3.        The presence of the animal is disrupting or interfering with the educational
process; or

      4.         The presence of an animal would require a fundamental alteration to the
program.

                          CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6144
                                                                                     Page 3 of 3

Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, § 51.5-44.

              U.S. Department of Justice and the National Association of Attorneys General
              Guidance Document on Service Animals dated July 26, 1996, at
              www.ada.gov/animal.htm.

Cross Ref.:   4080   Fundraising (expires July 1, 2010)
              4080   Fundraising and Charitable Solicitations (effective July 1, 2010)
              4110   Equal Educational Opportunities/Nondiscrimination
              6133   Sex Offender Registry Notification
              6141   School Visitors
              6142   Public Conduct on School Property


[VSBA: KKA]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                       File: 6160



                      NAMING OF SCHOOLS OR PORTIONS THEREOF

         The School Board has the sole authority to name all schools, gymnasiums, stadiums,
libraries, tracks, fields and all other school facilities. The School Board welcomes and will seek
comments from the public and the school community, as appropriate, regarding the naming of
school facilities.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:    Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-79.

Cross Ref.:    1020   Duties and Powers
               6010   Educational Partnerships
               6012   Communications


[VSBA: FF, FFA]




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6170
                                                                                     Page 1 of 2


                          USE OR RENTAL OF SCHOOL FACILITIES

         School use of buildings and facilities takes precedence over non-school use. However,
local not-for-profit groups and local community organizations may use school buildings or
facilities in compliance with Regulation 6170-R. A group may be required by the Superintendent
or the Superintendent’s designee to document that it is a local not-for-profit group or local
community organization. The School Board delegates to the Superintendent or the
Superintendent’s designee the approval of the use or rental of facilities based on the following
priorities:

      1.     Board of Supervisors, to include constituent meetings, public hearings, planning
workshops, and award/recognition activities;

      2.      Parks and Recreation, to include department-sponsored recreation activities and
co-sponsored recreation activities;

       3.     Governmental agencies;

       4.     Scouting activities;

       5.     Homeowner association meetings and activities;

       6.     Civic club meetings and activities;

       7.     Churches, including religious services and recreation activities;

         8.     Community or service clubs, to include meetings, recreation activities, programs
for “latchkey” children;

       9.     Youth athletic associations, to include meetings and award/recognition activities;

       10.    Political activities; and

       11.    Other local not-for-profit or local community organizations.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   20 U.S.C. §§ 6083, 7183.

              Code of Virginia, 1950, as amended, §§ 22.1-79.3, 22.1-131, 22.1-132.




                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                              File: 6170
                                                             Page 2 of 2

Cross Ref:   6100/6100-R Political Activities
             6141        School Visitors
             6142        Public Conduct on School Property


[VSBA: KG]




                     CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                       File: 6170-R
                                                                                        Page 1 of 7


                          USE OR RENTAL OF SCHOOL FACILITIES

         The following rules and regulations shall apply to all applicants desiring to use any
facility which is operated by the School Board. The facility principal is responsible for seeing
that the rules and regulations are followed, and that maximum security and safety are
maintained during the rental period. Copies of these rules and regulations and "Application
Forms-Use/Rental of School Facilities" are available at the individual schools and from the
Department of Facility Services.

A.     General Information

      The principal of the individual school has administrative authority to recommend and
schedule the use of school facilities.

       School Board policy, rules, regulations and administrative procedures apply to all
applicants that use school facilities.

       Non-school use applicants are those individuals and groups who are not employees of
the school system or who are not performing responsibilities as employees of the school
system.

        Non-school use of school facilities shall not be allowed for activities that are perceived to
be in direct and/or inappropriate competition with free enterprise. Authorization will only be
given for use by not-for-profit groups or organizations.

       Non-school use of school facilities must be in compliance with the following stipulations:

       1.      School use clearly takes precedence over non-school use.

        2.      Scheduling of non-school use of School Board facilities starts with the school
principal's recommendation and ends with the approval/disapproval by the Superintendent or
the Superintendent’s designee.

       3.     All non-school users of School Board facilities will be in a "non-school use
category" recommended by the School Board and approved by the Board of Supervisors.

       4.     Non-school use categories will be reviewed by the School Board in April of each
year. A review report with recommendations will be submitted by May 1 to the Board of
Supervisors for review and approval. The current approved non-school use categories are:

               •   County Governmental Agencies
               •   Civic Groups
               •   Religious Organizations
               •   Political Groups
               •   Other Not-for-Profit Organizations




                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                     File: 6170-R
                                                                                      Page 2 of 7

        5.     Other than County sponsored activities, no series of meetings, or engagements,
will be allowed in the same building without special authorization by the Superintendent or the
Superintendent’s designee.

B.     Allowed Activities

      Only those activities open to the public will be allowed in division facilities or on school
campuses.

C.     Application

       The applicant shall be one of the following:

       1.       A responsible citizen of the County and a member of the organization making
application, or

      2.      An officer of an applicant organization which must be headquartered in
Chesterfield County.

      Reservations for use of facilities are confirmed only after the application has been
recommended by the principal and approved by the Department of Facility Services.

        Application must be submitted to the facility principal at least two (2) weeks prior to the
date(s) for which use is requested.

D.     Application Approval/Disapproval

       The Superintendent reserves the right to approve or disapprove, at any time, any
application for use of School Board facilities. Principals will recommend approval/disapproval
and the Director of Facility Services will approve/disapprove applications for the Superintendent.
Advance payment of fees will be refunded if disapproval of application is necessary.

E.     Admission Charges/Fees

      Only the organization approved to use the School Board facility may charge any
admission or fees for admission to the event.

F.     Charges

        Rental rates will be established annually by the School Board. Rental rates are intended
to reimburse the School Board for incremental expenses which would not be incurred if the
school were not in use. Rental fees will not apply to the use of School Board facilities by not-
for-profit groups or organizations prior to 10:00 p.m. on those days in which school is in session.
Rental rates may be modified or waived by the School Board. Current rental rates are available
by contacting the individual school or the Department of Facility Services.

       When a facility rental is charged, the following will apply:



                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
                                                                                      File: 6170-R
                                                                                       Page 3 of 7

        1.      Not-for-profit organizations which charge admission or fees will be charged at the
adult rental rate and for custodial services.

       2.     If the admission fees are to support school-sponsored activities, the not-for-profit
organization will be charged at the student rental rate and for custodial services.

      3.     Custodial charges will include thirty minutes before and thirty minutes after the
scheduled event.

        When special lighting and/or the public address system is to be used by the applicant,
arrangements must be made directly with the school. This equipment must be operated by
trained school personnel. Organizations authorized to use the lighting or public address system
will be charged for its use. Payment will be made directly to the school which will arrange
payment to the school's operator. The custodial staff does not perform this service.

        Whenever a kitchen is rented, a member of the school food services staff must be
present during the authorized time of rental. The Food Service Department must be contacted
directly by the applicant. A separate fee will be charged for this service.

       When lighted athletic fields are requested, the details of which areas can be used must
be arranged directly with the school. A fee to defray the cost of lighting will be established by
the Department of Facility Services.

G.     Rental Exclusions

        Rental fees will not be charged for the use of School Board facilities between 7:30 a.m.
and 10:00 p.m. on those days in which schools are in session. Intra-school groups and Parent-
Teacher Associations will not be charged rental fees or reimbursement of costs for services
rendered by employees of the School Board when facilities are used only once each calendar
month for a regular or special meeting. These organizations will not be charged rental fees for
additional monthly meetings or special annual events/activities, but they will be charged for
services rendered by employees of the School Board.

H.     Rental Payment

        The full rental amount is due within 10 days after the event. Checks should be made
payable to the Chesterfield County School Board. Those organizations using facilities on a
regular basis will be rendered monthly bills. If the fee is not remitted as required, no future use
will be granted without prepaid remittance. Interdepartmental transfers will be processed for
those governmental agencies which use the facilities outside the Rental Exclusion window.

I.     Priority of Applicant Authorization by Category

         1.     School Groups - Groups of students and faculty/staff recognized at that school
only (i.e., band, athletic teams, choral, school clubs, etc.);

       2.      School-Related Groups - Groups whose primary membership is parents of
students at that school, students, and faculty/staff (i.e., Band Boosters, Athletic Boosters, Choral
Boosters, PTA, School Council, etc.);

                         CHESTERFIELD COUNTY PUBLIC SCHOOLS
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      3.      County Governmental Agencies - (i.e., public meetings, Parks and Recreation
sponsored activities, etc.);

       4.      Civic Groups – (i.e., Scouts, Lions, Jaycees, Junior Women’s Club, etc.);

       5.      Religious Organizations;

       6.      Political Groups; and

       7.      Other Not-for-Profit Groups

J.     Liability

       The group to whom the facility is rented shall

       1.      have adequate third-party liability coverage;

       2.      be held responsible for the proper conduct of persons in attendance;

       3.      be held responsible for the proper care of the facility;

       4.    leave the buildings/grounds free of trash, debris, etc., and in similar conditions to
those which existed prior to authorized use. Specifically, all smoking debris which may be
thrown down at entrances to schools must be removed. Failure to comply with this provision
may be cause for revocation of approval for future dates or denial of requests for future use; and

       5.      hold the division harmless from any damage or claims arising from the action of
the permit holder, his/her employees, or patrons while the facility is in use.

K.     Occupancy Limitations

       Occupancy is limited to the number of persons, seat for seat, that the facility is designed
to accommodate, and as posted.

L.     Illegal Substance/Weapons

       Alcoholic beverages, except for wine when used by religious congregations for
sacramental purposes only, and/or drugs are not to be brought, consumed or used on school
property. Possession or use of illegal weapons is prohibited. Violators will be reported to the
proper authorities. (See Policy 4010, Rights and Responsibilities; Regulation 4010-R,
Standards for Student Conduct; Policy 4160, Drug Free Schools; Policy 5380, Drug and
Alcohol-Free Workplace; and Regulation 5380-R, Regulations for Drug and Alcohol-Free
Workplace.)

M.     Food and Refreshments

      Food and refreshments may be sold, served, and consumed only in the dining area of
School Board facilities, the concession stand area, or rented grounds area of the school
campus. Refreshments must be confined to the above specified areas.

                        CHESTERFIELD COUNTY PUBLIC SCHOOLS
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N.     Games of Chance

        Schools may be used for certain limited types of games of chance provided that
permission is obtained from the Superintendent or the Superintendent’s designee and a permit
is obtained from the Board of Supervisors.

O.     Smoking

      Smoking is prohibited in schools as required by Va. Code § 15.2-2824. Authorized
smoking areas are designated at each School Board facility.

P.     School Representative

        The School Board requires that an employee of the School Board be present at all times
when a School Board facility is being used. If that representative is a custodian, duties are as
outlined in section Q., Custodial Services. If that representative is other than a custodian, that
representative agrees to accomplish the intent of the duties outlined in the section Q.1 herein.

Q.     Custodial Services

       1.      Custodial services are limited to

               •   opening and closing buildings, doors, and windows;
               •   turning lights on and off;
               •   contacting Facility Services to adjust heating/AC;
               •   emergency cleanup during the event;
               •   normal cleaning after the event;
               •   maintenance of restrooms during/after the event; and
               •   ensuring the school is in the proper condition to open the next school day.

         2.    Custodial services do not include

               •   transporting equipment and/or supplies;
               •   arrangement of any special furniture or equipment; or
               •   supervision of activities or crowds.

R.     Staging/Decorations

       Staging or decorations must be done so as not to deface or damage any property, and
must be approved by the respective school principal and the Superintendent's designee. It is
required that no elaborate decoration or re-decoration be accomplished prior to approval. All
decorations, etc., must meet all building and fire prevention codes of the County. The
organization renting the facility must contact the County Fire Marshall for recommendations,
inspection, and approval.

S.     Grounds




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        Organizations authorized to use any area of a School Board campus will be required to
keep the area cleared of trash, litter, and debris, and the ball diamonds and fields maintained to
well-established elevations at all times during the period of time authorization is in effect.

T.       Gymnasium

       Gymnasium shoes are to be worn by persons using the gymnasium floor. No shoes that
make black marks will be allowed. Street shoes are only allowed on the gymnasium floor during
dance sessions at which time a protective cover will be applied over the floors.

U.       Limitations

         No facility will be used past midnight on date(s) authorized for use.

         Parking and driving is allowed on paved areas only. If a large amount of equipment or
supplies must be delivered to a field or concession site, a vehicle is allowed to drive off
pavement to the site, unload, but then must be returned to the paved parking area. It is the
responsibility of the applicant to ensure vehicles are properly parked. If a large crowd is
anticipated, advance approval may be received for "Grass Lot" parking from the Department of
Facility Services.

         Only school or Parks and Recreation sponsored groups may use school facilities for a
dance.

V.       Studios (Dance, Music, etc.)

        Studios (dance, music, etc.) located and licensed in Chesterfield County whose clientele
consists primarily of Chesterfield County residents, may prepare for and conduct one recital
during the school calendar year.

       Recitals must provide a cultural event and be open to the public. Admission charges
may be imposed only when the proceeds go to a sponsoring not-for-profit agency or
organization. Studios may not derive any revenue from the recital.

W.       Religious Organization

        The following procedures shall be followed when any religious organization is applying
for rental of a school building for religious services on a continuing basis:

       1.     A new application must be submitted annually. The initial application may be
submitted anytime, and all renewal applications must be submitted by April 1.

       2.     A review of the rental agreement will be conducted by school and religious
organization personnel annually at the time of reapplication. That review will address areas of
concern and review the status of the religious organization's construction plans/progress.

       3.      The usual collection may be taken by religious organizations, but no admission
charge or sale of literature will be permitted.


                          CHESTERFIELD COUNTY PUBLIC SCHOOLS
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       4.       Failure to adhere to the rules and regulations of this policy will result in
termination of the rental agreement.

X.     Changes and Exceptions

        Changes and exceptions to these regulations must be approved by the Superintendent
or the Superintendent’s designee.


Adopted:    December 8, 2009
____________________________________________________________________________
____________________________________________________________________________

Legal Ref.:   Code of Virginia, 1950, as amended, §§ 4.1-309, 18.2-128, 18.2-138, 18.2-415,
              22.1-70, 22.1-78.

Cross Ref.:   2090          School Building Administration
              4010          Rights and Responsibilities
              4010-R        Standards for Student Conduct
              4160          Drug Free Schools
              5380/5380-R   Drug and Alcohol-Free Workplace
              6142          Public Conduct on School Property
              6170          Use or Rental of School Facilities


[VSBA: KG]




                       CHESTERFIELD COUNTY PUBLIC SCHOOLS

								
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