SECTION K: School-Community Relations

Transcription

1 SECTION K: School-Community Relations KA KB KBA KBA-R KBA-F1 KBA-F2 KBC KBE KC KD KF KF-R KFB KG KG-R KG-F KGA KGB KGB-R KGC KH Goals for School-Community Relations Public Information Program Requests for Information Requests for Information Request for Public Records Record of Inspection Media Relations Internet Privacy Community Involvement in Decision Making Public Participation at Board Meetings (Also BDDH) Distribution of Information/Materials Distribution of Information/Materials (Regulation) Administration of Surveys and Questionnaires Community Use of School Facilities Community Use of School Facilities Application for Special Use of School Buildings and Facilities Sales and Solicitations in Schools Public Conduct on School Property Public Conduct on School Property Tobacco Use on School Premises Public Gifts to the Schools KJ Advertising in the Schools Section K - Page 1 of 2 SECTION K: School-Community Relations (continued)

2 KK KK-R KKA KL KLB KLB-R KLB-E School Visitors Entry into School Buildings/Sites Service Animals in Public Schools Public Complaints Public Complaints about the Curriculum or Instructional Materials Public Complaints about Learning Resources Request for Reconsideration of Learning Resources KMA KN KN-F KNA KNAJ KNB KP KQ Relations with Parent Organizations Sex Offender Registry Notification Certification of Contractor/Employee Sex Offenders on School Property Relations with Law Enforcement Authorities Reports of Missing Children Parental Rights and Responsibilities Commercial, Promotional, and Corporate Sponsorships and Partnerships Section K - Page 2 of 2

3 File: KA GOALS FOR SCHOOL-COMMUNITY RELATIONS The School Board recognizes that good school-community relations are essential to securing public input and public support for educational programs. The School Board sets goals and standards for school-community relations and regularly evaluates its relationship with the public. The School Board also regularly evaluates its programs for maintaining open channels of communication and good relations with parents, community organizations, other governmental organizations, non-profit organizations, businesses and industries and the community at large. Through its school-community relations program, the Board encourages the community to 1. take an active interest in the schools and participate in school activities, 2. place a high priority on education and make funds available for an educational system that supports learning for all children, and 3. establish partnerships with the schools to enhance learning opportunities. Adopted: November 3, 1994 Revised; August 22, 2002 Revised: July 17, 2003 Revised: August 12, 2004 Revised: August 28, 2008 Revised: July 19, 2012 Revised: April 10, 2014 Legal Ref.: Code of Virginia, 1950, as amended, , :7.C.4. Cross Refs : AF Comprehensive Plan KBC Media Relations KB Public Information Program KF Distribution of Information/Materials KG Community Use of School Facilities KMA Relations with Parent Organizations KNAJ Relations with Law Enforcement Authorities KQ Commercial, Promotional, and Corporate Sponsorships and Partnerships IGBC Parental Involvement

4 File: KB PUBLIC INFORMATION PROGRAM The Amherst County School Board recognizes the importance of providing information regarding the school division to the community. The Board will utilize all appropriate means and media in order to explain the programs, achievements, and needs of the school division; keep students, parents/guardians, and staff members fully informed about Board policies and procedures as well as their own rights and responsibilities; communicate factual information regarding the school division: and involve students, parents/guardians, and the community in discussions regarding education programs, student activities, and Board policy. Adopted: November 3, 1994 Revised: May 2, 2002 Revised: July 19, 2012 Legal Ref.: Code of Virginia, 1950, as amended, Cross Refs.: KA Goals for School Community Relations KBA Requests for Information KBC Media Relations

5 File: KBA REQUESTS FOR INFORMATION Amherst County School Board complies with the Virginia Freedom of Information Act. Except as otherwise specifically provided by law, all public records are open to citizens of the Commonwealth, representatives of newspapers and magazines with circulation in the Commonwealth and representatives of radio and television stations broadcasting in or into the Commonwealth during the regular office hours of the custodian of such records. All requests for information are processed in accordance with KBA-R Requests for Information. The name(s) and contact information for the person(s) Amherst County School Board has designated as its Freedom of Information (FOIA) Officer(s) 1 is listed in regulation KBA-R Requests for Information and posted at the School Board office and on the division s website. The FOIA Officer(s) serve(s) as a point of contact for members of the public in requesting public records and coordinate(s) the School Board s compliance with FOIA. The FOIA officer(s) receive(s) training at least annually from the School Board s legal counsel or the Virginia Freedom of Information Advisory Council. Adopted: August 19, 1999 Revised: May 2, 2002 Revised: September 8, 2016 Revised: September 14, 2017 Legal Ref.: Code of Virginia, 1950, as amended, , Cross Ref.: KBA-R Requests for Information 1 Each School Board may name one or more FOIA Officers. The name and contact information of the FOIA Officer(s) must be made available in a way reasonably calculated to provide notice to the public, including posting at the School Board office, posting on the School Board s website or including the information in School Board publications.

6 File: KBA-R ACPS REQUEST FOR INFORMATION Overview It is the operational procedure of the Amherst County Public Schools to respond promptly to all requests for information about the county schools. The county school division is obligated under the Virginia Freedom of Information Act (FOIA) to respond to written or spoken requests to examine public records in the division s custody made by (i) Virginia citizens who are not in jail or prison, (ii) representatives of newspapers and magazines with circulation in the Commonwealth, and (iii) representatives of radio and television stations broadcasting in or into the Commonwealth. For the Requestor 1. You may direct your request to the Office of the Superintendent at or the Clerk of the Amherst County School Board at , Press The request for documents need not be in writing, and you are not required to cite FOIA or refer to the request as a FOIA request. 3. At the same time, a written request will help ensure an accurate and timely response, and school division s staff may ask you to complete a form. (See KBA-F1). 4. The requestor must identify the records sought with reasonable specificity. 5. FOIA applies to existing public records; it does not require creation of records that do not exist. 6. FOIA does not require the county school division to honor standing requests for public records that may be created in the future; instead, the county school division must produce any nonexempt documents in existence at the time of the request. 7. Before processing a request for records, the county school division may require the requester to pay any amounts owed to the public body for previous requests for records that remain unpaid 30 days or more after billing. 8. The county school division may assess reasonable charges for actual costs incurred in accessing, duplicating, supplying or searching for requested records, including: Copy fees (the current charge per page is five cents ($0.05)). Staff costs (the hourly wages of the employee who has the skills necessary to research and prepare records for release). Postage. File: KBA-R

7 ACPS Page 2 9. If the actual cost to the county school division to respond to a request is likely to exceed two hundred dollars ($200.00), the county school division may, before continuing to process the request, require the requesting party 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. If the county school division requires the payment of a deposit, the time in which the agency must respond to the request stops running until the day the deposit is received. For the School Division 1. Any document or recording of any kind, used in the transaction of public business and possessed by the county school division, is a public record. This includes, but is not limited to, , video tapes, computer data, handwritten notes, and draft documents. 2. As a general rule, all public records are open to public inspection and copying. 3. The requestor s motive is irrelevant, and county school division staff should not query a requestor regarding his motive. 4. A response to the request must be made within five business days of the county school division s receipt of the request. Day one is considered the day after the request is received. The five-day period does not include weekends or holidays. 5. The FOIA identifies more than 80 categories of documents that are excluded from its mandatory disclosure provisions. Exclusions include personnel records, medical and mental health records, library records of patrons, tax returns, and certain criminal records. Internal Procedures 1. When a county school division receives a FOIA request in writing, the request a record of the date of receipt should be made. 2. You can ask a requestor to fill out a written form but you can t require a written form. A written form/ letter is highly encouraged. 3. School division staff should be alert to possible FOIA requests at public meetings. These requests shall follow the same course as those described above. 4. The School division office holding the public records that are the subject of a FOIA request shall work with the Clerk of the School Board and the Superintendent to insure that a response is made within the statutory time periods. File: KBA-R ACPS

8 Page 3 If the records are subject to public inspection, the records must be produced within five (5) working days. If some or all of the records are subject to exclusion under FOIA, the requestor must be notified in writing of the reason for the exclusion within five (5) working days. If the records cannot be found or do not exist, the requestor must be so notified in writing within five (5) working days. If it is determined that it is not practically possible to produce the records within five (5) working days, and the county school division advises the requestor of this in writing or orally, the county school division is automatically entitled to an additional seven days in which to provide one of the four preceding responses. 6. If a requestor asks for charges to be estimated in advance, the county school division must provide the requestor with an estimate of charges before sending the documents and assessing charges. Adopted August 19, 1999 Revised: May 2, 2002 Revised: July 17, 2003 Revised: August 2, 2007 Revised: September 9, 2010 Revised: April 23, 2015 Revised: December 10, 2015 Revised: September 8, 2016 Revised: April 27, 2017 Legal Ref.: Code of Virginia, 1950, as amended, , , Cross Ref.: KBA Requests for Information

9 File: KBA-F1 REQUEST FOR PUBLIC RECORDS Name Address address Phone I am a (check one): Citizen of the Commonwealth of Virginia Member of the Press referenced in Va. Code News Organization Identification must be presented prior to inspection of records or receipt of copies. A photocopy of identification is acceptable with a mailed/faxed request. STAFF USE ONLY Date Request Received: Request was made (check one) by requester on this form by telephone in writing other than on form (attach original request) Date Response Sent: (attach copy) Identification Verified Type: Number: Itemized Cost Estimate Attached I am requesting access to the following records (please be as specific as possible, and attach additional paper if necessary): Reasonable costs may be assessed in connection with this request. A current schedule of costs appears in Regulation KBA-R Requests for Information. If the costs associated with this request are expected to exceed $200, the requestor will be asked to pay the estimated costs before the request is processed. In addition, the requestor may ask for an advance determination of the cost of the request. Please indicate here if you would like an advance determination of cost. Yes No If you are requesting copies, please specify the format in which you would like to receive them. Amherst County school division will provide the record(s) in the requested format if that medium is used by it in the regular course of its business. File: KBA-F1 Page 2

10 Specify format desired (if available): Photocopies (give address): Website posting Other (please specify): Signature Date RETURN COMPLETED FORM TO: AMHERST COUNTY PUBLIC SCHOOLS P.O. BOX WASHINGTON STREET AMHERST, VA 24521

11 File: KBA-F2 RECORD OF INSPECTION and/or DELIVERY OF COPIES Inspection of Public Records Date Time In Time Out Person Inspecting Records Name Signature Staff Person in Attendance Name Signature Records Reviewed (describe) Copies of Public Records Record No. Pages Delivery Method (mail, , etc.) Date of Delivery Cost (if any) Date and Method of Payment Staff Person Providing Copies Name Signature

12 File: KBC MEDIA RELATIONS Media releases by the schools are encouraged as a means of informing the public of programs, activities, and accomplishments. Staff members are encouraged to participate in activities that inform the public about school programs and activities. News and information concerning personnel and students shall be released to the press only with the approval of the principal and in accordance with state and federal laws regarding confidentiality. Adopted: November 3, 1994 Revised: August 12, 2004 Revised: August 2, 2007 Revised: August 28, 2008 Revised: July 19, 2012 Legal Ref.: Code of Virginia, 1950, as amended, , Cross Ref.: JO Student Records KB Public Information Program

13 File: KBE INTERNET PRIVACY The Amherst County School Board is committed to complying with the Government Data Collection and Dissemination Practices Act and the Virginia Freedom of Information Act. The Amherst County School Board does not collect unnecessary personal information by means of its website, and collects only appropriate personal information to the extent necessary to serve its constituents and the community. Personal information collected and retained by the school division s website is maintained in compliance with the Government Data Collection and Dissemination Practices Act. Any individual wishing to learn the purpose for which information has been recorded and the particulars of its use and dissemination may contact the superintendent or the superintendent s designee regarding this information. Any person wishing to correct, erase or amend inaccurate, obsolete or irrelevant information may do so by procedures established by the superintendent or the superintendent s designee. The School Board informs the public of any personal information collected through its website by posting the following privacy statement or a link to this privacy statement in a conspicuous fashion at the top of the website home page: Amherst County School Board Internet Privacy Policy Statement The following information explains the Internet Privacy Policy, which the Amherst County School Board has adopted for its website. The following is intended to explain our current Internet privacy practices, but shall not be construed as a contractual promise. We reserve the right to amend our Internet Privacy Policy Statement at any time without notice. Virginia law We protect our records in accordance with our obligations as defined by applicable Virginia statutes, including, but not limited to, Government Data Collection and Dissemination Practices Act and the Virginia Freedom of Information Act and by any applicable federal laws. Links to other websites Our website may contain links to other public or private entities' websites, whose privacy practices we do not control.

14 File: KBE Page 2 Information we collect When you access our website, the routing information, and the essential and nonessential technical information listed below, is automatically collected. No other information is collected through our website except when you deliberately decide to send it to us (for example, by clicking on a link to send us an ). The information you might choose to send us is listed below as "optional information." Cookies: Routing information: the Internet domain and Internet address of the computer you are using. Essential technical information: identification of the page or service you are requesting, type of browser and operating system you are using and the date and time of access. Nonessential technical information: the Internet address of the website from which you linked directly to our website, [and the "cookie information" described below] Optional information: when you send us an , your name, address, and the content of your , and/or when you fill out online forms, all the data you choose to fill in or confirm. Our website does not place any "cookies" on your computer. How the collected information is used Routing information is used to route the requested web page to your computer for viewing. We send the requested web page and the routing information to our Internet Service Provider (ISP) or other entities involved in transmitting the requested page to you. We do not control the privacy practices of those entities. Essential and nonessential technical information helps us respond to your request in an appropriate format, or in a personalized manner and helps us plan website improvement. Optional information enables us to provide services or information tailored more specifically to your needs or to forward your message or inquiry to another entity that is better able to do so, and also allows us to plan website improvements.

15 File: KBE Page 3 We may keep your information indefinitely, but we ordinarily delete the routing information from our computer within days after the web page is transmitted and do not try to obtain any information to link it to the individuals who browse our website. We use this routing information primarily in a statistical summary type format to assess site content and server performance. We may share this summary information with our business partners when needed. However, on rare occasions when a hacker attempts to breach computer security, logs of routing information are retained to permit a security investigation and in such cases may be forwarded together with any other relevant information in our possession to the appropriate law enforcement agency. Optional information is retained in accordance with the Records Retention Schedules promulgated by the Library of Virginia. Under the Freedom of Information Act, any records in our possession at the time of a request for information, including the collection of logs and data of a website, may be subject to being inspected by or disclosed to members of the public for any purpose. Choice to provide information There is no legal requirement for you to provide any information at our website. However, our website will not work without routing information and the essential technical information. Failure of your browser to provide nonessential technical information will not prevent your use of our website but may prevent certain features from working. Failure to provide optional information may mean that the particular feature or service associated with that part of the web page will not be available to you. Comments or review If you have questions about this privacy statement or the practices of this website or if you choose to review or correct any information, please contact us at (434) Adopted: February 1, 2001 Revised: May 2, 2002 Revised: April 10, 2014 Legal Refs: Code of Virginia, 1950, as amended, (B). Internet Privacy Guidelines (Final Draft), Virginia Department of Technology Planning.

16 File: KC COMMUNITY INVOLVEMENT IN DECISION MAKING The Amherst County School Board will call meetings of the people of the school division for consultation in regard to school interests thereof when it deems such meetings to be necessary. The Board may appoint a committee of not less than three nor more than seven members for each public school in the school division. The committee's duty will be to advise the members of the School Board with reference to matters pertaining to the school and to cooperate with the School Board in the care of the school property and in the successful operation of the school. Such committees shall serve without compensation. Adopted: November 3, 1994 Revised: July 19, 2012 Legal Ref.: Code of Virginia, 1950, as amended, , :7.C.4. Cross Ref.: AF Comprehensive Plan BCF Advisory Committees to the School Board BDDH/KD Public Participation at Board Meetings CA Administration Goals

17 File: KD (Also BDDH) PUBLIC PARTICIPATION AT SCHOOL BOARD MEETINGS Members of the community are invited and encouraged to attend meetings of the Amherst County School Board to observe its deliberations. Any member of the community may address the School Board on matters related to the Amherst County public schools at any regular meeting as provided in the accompanying regulation 2. Persons wishing to address the School Board are requested to contact the superintendent, the School Board chairman or their designee for placement on the agenda. The chairman is responsible for the orderly conduct of the meeting and rules on such matters as the appropriateness of the subject being presented and length of time for such presentation. Upon recognition by the chairman, the speaker shall address himself to the chairman and if, at the conclusion of his remarks, any member of the School Board desires further information, the member will address the speaker only with the permission of the chairman. No one will be allowed to make additional presentations until everyone who wishes to speak has an opportunity to make an initial presentation. A reasonable period of time, as determined by the School Board, will be allocated at each regular meeting for community members to present matters of concern. Adopted: November 3, 1994 Revised: August 12, 2004 Revised: August 28, 2008 Revised: April 10, 2014 Revised: September 8, 2016 Legal Ref.: Code of Virginia, 1950, as amended, , :7. Cross Ref.: BDDE Rules of Order 2 The regulation should address matters such as the amount of time available for speakers and placement of public comment on the agenda.

18 DISTRIBUTION OF INFORMATION/MATERIALS File: KF Option 2 The Amherst County School Board seeks to minimize intrusions on the time of students and employees by communications from sources other than the school division. The division superintendent, or his/her designee, must approve, in advance, any materials sought to be distributed or made available by non-school organizations, including parent-teacher organizations and booster clubs. Approval will be granted only for materials from governmental organizations and nonprofit community organizations regarding activities related to the educational mission of the Amherst County School Division. Approval will not be given for materials which are likely to cause substantial disruption of, or a material interference with, school activities; endorse or encourage the use of alcohol, tobacco, electronic cigarettes or any illegal substance or action; endorse or encourage any violation of the Standards of Student Conduct (see Policy JFC-R); or are obscene, pornographic, or defamatory. Materials from nonprofit community organizations approved for distribution must clearly indicate their source and must include the following statement: These materials and the activity described herein, are not sponsored or endorsed by the Amherst County School Board. The superintendent, by regulation, will establish the time, place, and manner of distribution of approved materials. No distribution will be permitted during class time. Political Communications Students shall not be required to convey or deliver any material that advocates (1) the election or defeat of any candidate; (2) the passage or defeat of any referendum question or (3) the passage or defeat of any matter pending before a local school board, local governing body, the General Assembly or Congress This Policy shall not be construed to prohibit the discussion or use of political or issueoriented materials as part of classroom discussions or projects. Adopted: November 3, 1994 Revised: August 17, 1995 Revised: August 24, 2000 Revised: August 16, 2001 Revised: August 22, 2002 Revised: July 17, 2003 Revised: February 8, 2007 Revised: November 13, 2014 File: KF Option 2

19 (Page 2) Legal Refs.: U. S. Constitution amend. I. Child Evangelism Fellowship of Maryland, Inc. v. Montgomery County Public Schools, 457 F.3d 376 (4 th Cir. 2006) Code of Virginia, 1950, as amended, , , , , , and (B-D). Cross Refs.: JFC-R Standards of Student Conduct KFB Administration of Surveys and Questionnaires KG Community Use of School Facilities KQ Commercial, Promotional, and Corporate Sponsorships and Partnerships

20 File: KF-R Distribution of Information/Materials I. Only requests from governmental organizations and non-profit community organizations regarding activities related to the educational mission of Amherst County Public Schools will be considered for approval. A. Requests must be 1. Submitted to the Superintendent thirty days in advance of the distribution date. 2. Materials for non-profit community organizations approved for distribution must a. Clearly indicate their source b. Include the following statement: i. These materials, and the activity described herein, are not sponsored or endorsed by the Amherst County School Board. 3. Principals will be notified of approved items for distribution and will place such materials at a designated location in the main office of the school for approved materials. Adopted: February 8, 2007

21 File: KFB ADMINISTRATION OF SURVEYS AND QUESTIONNAIRES I. Instructional Materials and Surveys A. Inspection of Instructional Materials All instructional materials, including teacher's manuals, films, tapes, or other supplementary material which will be used as part of the educational curriculum for a student or which will be used in connection with any survey, analysis, or evaluation as part of any federally funded program shall be available for inspection by the parents or guardians of the student in accordance with Policy KBA Requests for Information. B. Participation in Surveys and Evaluations No student shall be required, as part of any federally funded program, to submit to a survey, analysis, or evaluation that reveals information concerning (1) political affiliations or beliefs of the student or the student's parent, (2) mental or psychological problems of the student or the student's family, (3) sex behavior or attitudes, (4) illegal, anti-social, self-incriminating, or demeaning behavior, (5) critical appraisals of other individuals with whom respondents have close family relationships, (6) legally recognized privileged or analogous relationships, such as those of lawyers, physicians, and ministers, (7) religious practices, affiliations, or beliefs of the student or student's parent, or (8) income (other than that required by law to determine eligibility for participation in a program or for receiving financial assistance under such program), without the prior consent of the student (if the student is an adult or emancipated minor), or in the case of an unemancipated minor, without the prior written consent of the parent. C. Surveys Requesting Sexual Information In any case in which a questionnaire or survey requesting that students provide sexual information, mental health information, medical information, information on student health risk behaviors pursuant to Va. Code , other information on controlled substance use, or any other information that the School Board deems to be sensitive in nature is to be administered, the School Board shall notify the parent concerning the administration of such questionnaire or survey in writing at least 30 days prior to its administration. The notice will inform the parent of the nature and types of questions included in the questionnaire or survey, the purposes and age-appropriateness of the questionnaire or survey, how information collected by the questionnaire or survey will be used, who will have access to such information, the steps that will be taken to protect student privacy, and whether and how any findings or results will be disclosed. In any case in which a questionnaire or survey is required by state law or is requested by a state agency, the relevant state agency shall provide the School Board with all information required to be included in the notice to parents. The parent has the right to review the File: KFB

22 Page 2 questionnaire or survey in a manner mutually agreed upon by the school and the parent and exempt the parent s child from participating in the questionnaire or survey. Unless required by federal or state law or regulation, school personnel administering any such questionnaire or survey shall not disclose personally identifiable information. No questionnaire or survey requesting that students provide sexual information shall be administered to any student in kindergarten through grade six. D. Additional Protections A parent or emancipated student may, upon request, inspect any instructional material used as part of the educational curriculum of the student and any survey created by a third party before the survey is administered or distributed to a student. Any inspection shall be in accordance with Policy KBA Requests for Information. In addition, in the event of the administration or distribution of a survey containing one or more of the subjects listed in subsection I.B. above, the privacy of students to whom the survey is administered will be protected by data reported in aggregate form, not by individual students. II. Physical Examinations and Screenings If the Amherst County School Division administers any physical examinations or screenings other than those required by Virginia law, and surveys administered to a student in accordance with the Individuals with Disabilities Education Act, policies regarding those examinations or screenings will be developed and adopted in consultation with parents. III. Commercial Use of Information Questionnaires and surveys shall not be administered to public school students during the regular school day or at school-sponsored events without written, informed parental consent when participation in such questionnaire or survey may subsequently result in the sale for commercial purposes of personal information regarding the individual student. This subsection does not apply to the collection, disclosure, or use of personal information collected from students for the exclusive purpose of developing, evaluating, or providing educational products or services for, or to, students or educational institutions, such as the following: college or other postsecondary education recruitment, or military recruitment; book clubs, magazines, and programs providing access to low-cost literary products; File: KFB Page 3

23 curriculum and instructional materials used by elementary schools and secondary schools; tests and assessments used by elementary schools and secondary schools to provide cognitive, evaluative, diagnostic, clinical, aptitude, or achievement information about students (or to generate other statistically useful data for the purpose of securing such tests and assessments) and the subsequent analysis and public release of the aggregate data from such tests and assessments; the sale by students of products or services to raise funds for school-related or education-related activities; and student recognition programs. IV. Notification Notification of Policies The Board shall provide notice of this policy directly to parents of students annually at the beginning of the school year and within a reasonable period of time after any substantive change in the policy. The Board will also offer an opportunity for the parent (or emancipated student) to opt the student out of participation in activities involving the collection, disclosure, or use of personal information collected from students for the purpose of marketing or for selling that information (or otherwise providing that information to others for that purpose); the administration of any survey containing one or more items listed in subsection I.B. above; or any nonemergency, invasive physical examination or screening that is required as a condition of attendance; administered by the school and scheduled by the school in advance; and not necessary to protect the immediate health and safety of the student, or of other students. Notification of Specific Events The Board will directly notify the parent of a student, at least annually at the beginning of the school year, of the specific or approximate dates during the school year when the following activities are scheduled, or expected to be scheduled: activities involving the collection, disclosure, or use of personal information collected from students for the purpose of marketing or for selling that information (or otherwise providing that information to others for that purpose); the administration of any survey containing one or more items listed in subsection I.B. above; or any nonemergency, invasive physical examination or screening that is required as a condition of attendance; administered by the school and scheduled by the school in advance; and not necessary to protect the immediate health and safety of the student, or of other students. File: KFB Page 4 V. Definitions

24 Instructional material: the term "instructional material" means instructional content that is provided to a student, regardless of its format, including printed or representational materials, audiovisual materials, and materials in electronic or digital formats (such as materials accessible through the Internet). The term does not include academic tests or academic assessments. Invasive physical examination: the term "invasive physical examination" means any medical examination that involves the exposure of private body parts, or any act during such examination that includes incision, insertion, or injection into the body, but does not include a hearing, vision, or scoliosis screening. Parent: the term "parent" includes a legal guardian or other person standing in loco parentis (such as a grandparent or stepparent with whom the child lives, or a person who is legally responsible for the welfare of the child). Personal information: the term "personal information" means individually identifiable information including a student or parent's first and last name; a home or other physical address (including street name and the name of the city or town); a telephone number; or a Social Security identification number. Survey: the term survey includes an evaluation. Adopted: August 22, 2002 Revised: May 4, 2006 Revised: September 21, 2006 Revised: August 11, 2011 Revised: January 8, 2015 Revised: August 27, 2015 Legal Refs.: 20 U.S.C. 1232h. Code of Virginia, 1950, as amended, Cross Refs.: JHDA Human Research KBA Requests for Information KF Distribution of Information/Materials

25 File: KG COMMUNITY USE OF SCHOOL FACILITIES The School Board may permit use of school property by members of the community when such use will not impair the efficiency of the school. The superintendent shall develop guidelines and applications for use of school property. Requests for the use of any school facilities shall be made to the superintendent or superintendent s designee. The superintendent shall report actions taken under this policy to the School Board at the end of each month. If the School Board permits the use of its facilities by members of the community or the distribution of literature on school property or at school functions, it will permit such use or such distribution by the Boy Scouts of America, the Girl Scouts of the United States of America, and other youth groups designated as patriotic societies by federal law, to the same extent and in the same manner as all other persons or groups. Adopted: September 15, 1994 Revised: August 20, 1998 Revised: August 16, 2001 Revised: August 25, 2011 Revised: October 27, 2011 Revised: May 11, 2017 Legal Refs.: 20 U.S.C Code of Virginia, 1950, as amended, , , , Acts 2016, c Cross Refs.: IGDA Student Organizations KF Distribution of Information/Materials

26 File: KG-R GUIDELINES FOR SCHOOL FACILITY USE 1. Applications for use must be filed in the office of the Superintendent at least 14 days prior to the anticipated use. 2. Fees and charges for school facility use shall be set according to the following chart. Any event that takes more than 1 hour shall be charged for 2 hours, any event that takes more than 2 hours shall be charged for 3 hours, and each hour thereafter shall be rounded up in like fashion. Classroom-$20.00 per hour Library - $50.00 per hour Cafeteria, Lecture Hall or Auditorium/Commons-$70.00 per hour 2 hr. minimum Gym/Multipurpose-$ per hour 3 hour minimum Small Gym (ACHS) $70.00 per hr. Athletic Field/Parking Lot-$30.00 per hr. 3 hr. minimum Stadium Field (ACHS) $250 per hour, 3 hour minimum Safety/Security- if required by Superintendent or designee shall be paid in advance by arrangement with local law enforcement. The amount and type of security required shall be determined by the Office of the Sheriff with recommendation from the superintendent or designee. School administrator or staff-$30.00 per hour 2 hour minimum 3. The possession and/or consumption of alcoholic beverages on any School Board property or in conjunction with any off-site school-sponsored activity are prohibited. 4. No facility will be used for money-raising activity unless the proceeds are to be used for charitable, educational, cultural or other community service purposes. 5. After each use the facility must be left in the same condition it was prior to the use or in its normal condition, neat, clean, and ready for use by the school. 6. Any group that does not follow the policy violates any guideline, or any provision of the license agreement, may be denied the use of any school facility in the future. 7. Smoking is not permitted in any areas of the school property. 8. School kitchens may not be used unless the Food Service manager or designee is present 9. All publicity, e.g., posters, brochures, throw-away, radio or TV announcements, must carry the name of the individual or group sponsoring the meeting. The School Board may not be identified as sponsor unless it has agreed in writing. 10. Neither the name nor the address of a School Board facility may be used as the official address or headquarters of an organization. 11. If school is closed on the day of an event or a Friday preceding a weekend event because of snow or other emergency conditions, all scheduled events will be canceled. 12. No reservations for the use of school areas may be made more than 90 days in advance except for regularly scheduled repeating activities scheduled after execution of a license or use agreement. File: KG-R

27 Page Distribution of materials by outside facilities must adhere to File KF of the Amherst County Public Schools Policy Manual. Adopted: September 15, 1994 Revised: August 20, 1998 Revised: November 5, 1998 Revised: October 5, 2006 Revised: June 12, 2008 Revised: August 25, 2011 Revised: October 27, 2011

28 SCHOOL FACILITY LICENSE AGREEMENT File: KG-F The Amherst County School Board, hereinafter referred to as the Board, gives, hereinafter referred to as User, permission to use a portion of School Building and/or grounds, briefly described as (hereinafter the Licensed Premises ). The Board shall retain possession of the Licensed Premises at all times. This is a revocable license and User s presence on the Licensed Premises is subject to the following terms and conditions: 1. LICENSED PREMISES 1.1: The Licensed Premises includes only the portions of the building and/or grounds specifically described above. User s license shall not include any portions of the building and/or grounds not specifically described above. 1.2: The Board, through its school principal, employees, custodial staff and other designated representatives (hereinafter collectively referred to as the Principal ), may enter any portion of the Licensed Premises for any purpose at any time. 1.3: The entire Licensed Premises shall remain under the control of the Principal at all times. He or she shall retain possession of the keys to the building and/or grounds during the term of this permit and may keep entrances and exits locked, unlocked at the sole discretion of the Principal, subject to fire safety ordinances. 1.4: A representative of User acceptable to the Amherst County School Board shall remain on the Licensed Premises for the entire term of this permit. 1.5: The Board, through its officers and agents, including law enforcement officers and/or the Principal, may remove any objectionable person or persons from the Licensed Premises. The determination of whether a person is objectionable shall be in the sole discretion of the Principal. User waives any and all claims for damages arising out of the exercise of this authority by the Board, its agents or employees. 1.6: This license is automatically revoked if User brings or allows to be brought onto the school campus tobacco, alcohol, weapons or any substance or item controlled by law. 2. USE OF THE LICENSED PREMISES User is to use the Licensed Premises for the purpose of

29 (hereinafter referred to as the Program ) and for no other purpose without the written consent of the Board. File: KG-F (Page 2) 3. TERM OF PERMIT User may use the Licensed Premises from : m. until : m. for the following term:, subject to the hereinafter described conditions (the Term ). User may also use the Licensed Premises for hours before and after the above times for the purpose of putting in equipment, preparing the building and/or grounds for use, removing equipment and restoring the building and/or grounds to its original condition. However, this Agreement shall at all times be subject to cancellation by the Board if it determines, in its sole discretion, that insufficient funding, space or resources are available for continuing the Agreement. The Board reserves the right to cancel and terminate this Agreement, in whole or in part, without penalty, whenever it determines such a termination is in the best interests of the Board upon notice to User. Upon such termination or cancellation, User shall immediately cease use of the Licensed Premises. Such cancellation or termination shall not affect or impair the right of the Board to pursue any remedies available under this Agreement for breach of the covenants contained herein. 4. EMPLOYEES User shall hire and pay the salaries of all employees required in connection with the Program. However, the Board reserves the right to give direction to all employees hired and paid by User at all times. User will pay the cost of any additional services provided over and above those usually required for the building and/or grounds. User agrees not to hire Board employees to perform User s work in connection with the Program. 5. CONCESSIONS User is strictly prohibited from selling or serving beverages, food, souvenirs or other merchandise on the premises without the express prior written consent of the Board or its designee. User shall not permit the use of alcoholic beverages or tobacco on the Licensed Premises at any time. 6. RECORDS User shall submit to the Principal an itemized and detailed account of all pertinent information requested by the Principal and shall keep financial records acceptable to the Principal. User agrees that the Principal may examine the records at any time. 7. DAMAGE TO LICENSED PREMISES 7.1: User may not cause or permit nails or other objects to be driven into the building including, but not limited to, furnishings, fixtures and equipment. User may not affix any objects to the exterior or interior of the building. User may not cause or permit any changes in any part of the building and/or grounds, furnishings, fixtures or

30 equipment nor will User do or allow anything to be done which would damage or change the finish or appearance of the building or its furnishings, fixtures or equipment, or of the grounds. File: KG-F (Page 3) 7.2: User is liable for the cost of repairing damage which may be done to the building and/or grounds including, but not limited to, its furnishings, fixtures or equipment, by an act of User or User s agents, employees, invitees, patrons or others present due to activities of User. 7.3: The Principal shall determine the amount of the damages and the reasonable cost to repair the damages. User shall pay this amount within 14 days of the conclusion of the Term under this Agreement or within 14 days of request by the Board, whichever shall first occur. 7.4: User may not bring or permit anyone to bring on the Licensed Premises anything that increases the risk of fire or the rate of insurance. 8. HOLD HARMLESS 8.1: User holds the Board harmless from all claims for injury to or the death of any person and for damage to or the loss of any property arising out of or attributed directly or indirectly, in whole or in part, to the operations or omissions of User. User indemnifies the Board for all damage to property belonging to the Board or others and for all injuries to or the deaths of any person resulting in whole or in part from any act or omission of User. 8.2: The Board is not responsible for User s property while it is in the Licensed Premises. The Board is not liable for the acts or omissions of any protective services engaged by the Principal for User. 8.3: If the building and/or grounds are destroyed or damaged by casualty rendering the fulfillment of this permit impossible, this permit is automatically terminated. User agrees that the Board is not responsible for or liable to User for any loss resulting from casualty or lack of heat, water, lights, air conditioning or other utility or other event or casualty of any kind or nature. 9. INSURANCE 9.1: User shall provide the Board at least 10 days prior to the commencement of this permit two copies of certificates of insurance representing that a comprehensive public liability insurance policy for bodily injury or death in the minimum amount of $100, for injury to one person, $1,000, for one accident and property damage insurance worth $50, is currently in effect covering the program with a company licensed to do business in Virginia. This certificate must indicate that the Board is an additional insured on the policy. 9.2: In the event an insurance policy is not provided at least 10 days prior to the commencement of this permit, User shall forfeit any right to the use of the Licensed Premises as set forth in this Agreement. 10. ADVERTISING User may not publish, post or exhibit, or allow be publishing, posting or exhibiting, advertisements mentioning or referring to the Board or the school without the written consent of the Principal. User must take down and remove advertisements objected to by the Principal. All distribution of information/materials must be in

31 compliance with School Board Policy-File: KF. File: KG-F (Page 4) 11. COMPLIANCE WITH LAWS User shall comply with all laws of the United States and the Commonwealth of Virginia, and all requirements of the police and fire departments or other municipal or county authorities in the jurisdiction in which the Licensed Premises are located and shall obtain and pay for all necessary permits and licenses. User certifies, by execution of this Agreement, that it has an open membership and it does not, and will not; discriminate on the basis of race or sex. User shall comply with Amherst County School Board Policy Manual Section KN, paragraph 3, and shall not permit any agents of User and/or employees of vendors contracted by User to have any employee or agent who is a registered sex offender enter any school building or school property. User agrees to check the sex offender registry to determine if any such persons are registered sex offenders. 12. LOST OR LEFT BEHIND ARTICLES The Board may remove from the premises and discard personal property left behind by User or User s patrons. The Board may, in its discretion, store such property in the Board s name or, at the Board s option, in the name of User. User shall pay the established rate per day as payment for moving the effects out of the building and/or from the grounds and for storage. 13. MISCELLANEOUS 13.1: This writing represents the total agreement between the Board and User. No oral modifications have been made. This license may only be modified by a writing signed by both the Board and User. 13.2: If any part of this permit is ruled by any court to be void for any reason, it will be severed and the rest of the contract will continue in force as if the invalid part had never been a part of this permit. 13.3: User shall not bring or permit a person to bring an animal into the building or onto the grounds without the written consent of the Principal. 13.4: User may not place or put up decorations without the consent of the Principal. 13.5: The Board has the right to require User to remove anything placed in the Licensed Premises, in the sole discretion of the Principal, at any time. 13.6: User may not obstruct the halls, ramps, entrances, lobby or other areas of the building and/or grounds. User may not permit any chairs or movable seats to be or remain in the passageways and will keep the passageways clear at all times. 13.7: User may not admit more than persons or a larger number of persons than the capacity of the Licensed Premises will accommodate, whichever is less, and User may not allow a greater number of persons to congregate in any place in the Licensed Premises than can safely or freely move about in that area. 13.8: User agrees that if its Program lasts 90 minutes or more an intermission of 15 minutes or more will be held.