Board of Education Policy Manual
Board of Education Policy Manual
1. Governing Principles
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Policy 1.1: Governing Principles/Preface/Definitions
Original Adopted Date: 05/20/2015 | Last Revised Date: 07/21/2025 | Last Reviewed Date: 07/21/2025
The mission of Vestavia Hills City Schools is to ensure each student learns without limits.
PrefaceThe Vestavia Hills Board of Education is established under authority of state law for the purpose of exercising general supervision and administration of the public schools serving school-age children who reside within the city limits of the City of Vestavia Hills and of promoting the interests of the Vestavia Hills City Schools and the children they serve. Those responsibilities are met, in part, by the adoption and implementation of formal policies by which the principles that guide decision-making are established.
Policies are generally broad statements of principle and purpose, and are intended to serve as a framework for decision-making and administrative action rather than as a manual for day-to-day decision-making and action. Policies can nevertheless establish specific substantive standards and requirements, including standards of personal and professional conduct, the violation of which may result in disciplinary sanctions or other adverse consequences. However, policies do not restrict the ability of the Board or its employees to respond reasonably and flexibly to unexpected contingencies, emergencies, and other conditions that call for a response that is tailored to unique or special circumstances.
Policies should be construed as a whole and with reference to related policies and applicable law. Although policies are adopted partly for the purpose of meeting the requirements of pertinent law, they do not establish or create a legal right, claim, entitlement, or interest to or in any title, position, assignment, duty, work location, level or rate of compensation, benefit, or term of employment.
Any provision, feature, or aspect of Board policy that does not conform to governing law should be deemed void and superseded by such law. Editorial changes that do not affect the meaning, substance, or application of a policy may be made by the Board without advance public notice and comment. In general, the Board reserves the right to adopt, revise, interpret, amend, repeal, suspend, or apply policies according to its assessment of the needs and interests of the school system, subject only to such limitations on the exercise of such prerogatives as may be imposed by law.
Definitions
Except as otherwise expressly provided in individual policies or required by the context, the following terms have the meanings given below:
a. “Board” or “Board of Education” means and refers to the Vestavia Hills Board of Education.
b. “State” means and refers to the State of Alabama.
c. “System” or “school system” means and refers to all schools, facilities, and operations of the Vestavia Hills Board of Education.
d. “State Board of Education” means and refers to the Board that exercises general control and supervision over the public schools of the State of Alabama as constituted and authorized by Ala. Code § 16-3-1, et seq. (1975).
e. “Alabama (State) Department of Education” means and refers to the state agency that is charged with implementing the policies, procedures, and regulations of the State Board of Education as provided in Ala. Code § 16-2-1, et seq. (1975).
f. “He,” “his,” or “him” means and includes all genders.
g. “Law” includes local, state, and federal statutes, regulations, ordinances, court decisions, and binding administrative orders or directives.
h. “Certified” or “certificated,” when used to modify the words “teacher,” “personnel,” “employee,” “staff,” or similar terms, means and refers to Board employees who hold certificates or comparable forms of licensure issued by the State Superintendent of Education under authority of Ala. Code §16-23-1 (1975).
i. “Classified” or “support,” when used to modify the words “personnel,” “employee,” “staff,” or similar terms, means and refers to Board employees who do not hold certificates issued by the State Superintendent of Education under authority of Ala. Code §16-23-1 (1975) and who, in general, hold employment positions of the type identified in Ala. Code §16-24C-3(2) (1975), of the Code of Alabama (1975).
Citations to the United States Code, the Code of Alabama, and the Alabama Administrative Code are all intended to refer the reader to sources that either serve as legal authority for the policy provisions or provide additional or more detailed information regarding the subject matter of the policy. The citations are not exhaustive and are subject to repeal, amendment, or invalidation by court rulings. Such changes may not be reflected in the policy.
2. School Board Operations
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Policy 2.1: Board Composition and Organization
Original Adopted Date: 05/20/2015
2.1.1 Composition – The Vestavia Hills Board of Education is composed of five (5) members who are appointed to five year staggered terms by the Vestavia Hills City Council. Board members must be residents of the City of Vestavia and may not be a member of the City Council.[Reference: Ala. Code §16-11-2, 3 (1975)]
2.1.2 Officers – The Board will elect from its members a president and vice-president at the annual meeting of the Board held in May of each year. The Superintendent will serve as both the Board’s chief executive officer and secretary. If the Superintendent’s position is vacant, the Board may appoint one of its members to act as secretary until such time as the Superintendent’s position is filled.
[Reference: Ala. Code §16-11-5 ,§ 16-12-3(1975)]
2.1.3 Committees – The Board may divide itself into standing or special committees for the purpose of more efficiently conducting Board business, but no recommendation or action of any committee will bind the Board without the affirmative vote of a majority of the whole Board.
[Reference: Ala. Code §16-11-5, 9 (1975)]
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Policy 2.2: Duties and Authority of Board Members
Original Adopted Date: 05/20/2015
The Board has the authority and responsibility to administer and supervise the public schools that are located within the City of Vestavia Hills, Alabama. Board authority will only be exercised collectively through action taken in accordance with applicable statutory and parliamentary procedures. Individual Board members have no authority to bind the Board or to act on behalf of the Board except when authorized to do so by official action of the Board. -
Policy 2.3: Board Member Compensation
Original Adopted Date: 05/20/2015
Board members may be compensated for their services and reimbursed for expenses incurred in the performance of their official duties as authorized by law. -
Policy 2.4: Board Member Training
Original Adopted Date: 05/20/2015
2.4.1 General –Board members will participate in orientation and ongoing training provided by the Alabama Association of School Boards or approved in advance through an application process administered by AASB to develop and enhance their knowledge and effectiveness as Board members and to improve Board governance and operations in accordance with the requirements of state law.2.4.2 Report –Board members will provide a report to the Board about training experiences at the next available Board meeting.
2.4.3 Board Self-Evaluation – The Board will conduct an annual evaluation that includes development of a list of recommended improvements in knowledge and skills of Board members.
[Reference: Ala. Code §16-1-41 (1975)]
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Policy 2.5: Board Meetings
Original Adopted Date: 05/20/2015 | Last Revised Date: 06/26/2023 | Last Reviewed Date: 06/26/2023
2.5.1 General Provisions – The Board will hold regular and specially called meetings in accordance with applicable statutory requirements and as dictated by the needs of the school system. All meetings of the Board will be open to the public except as may otherwise be required or permitted by law.[Reference: Ala. Code §36-25A-1, et seq. (1975)]
2.5.2 Time and Place – The times and places for regularly scheduled meetings will be established by the Board at the annual meeting held in May of each year, provided that the Board may modify its meeting schedule in the exercise of its sound discretion. Public notice of the dates, times, and places of meetings of the Board will be given in the manner prescribed by law. Board members will be given such advance notice of specially called meetings as is practicable under the circumstances.
[Reference: Ala. Code §16-11-5, § 36-25A-1, et seq (1975)]
2.5.3 Rules of Order – Board meetings will be conducted in accordance with the most recently revised edition of Robert’s Rules of Order provided that strict adherence to the formalities of the Rules of Order may be reasonably relaxed in order to facilitate conduct of Board business. A majority of the whole Board will constitute a quorum for purposes of transacting Board business except as may otherwise be provided by law.
[Reference: Ala. Code § 16-11-5 (1975)]
2.5.4 Public Participation – In order to permit orderly scheduling of public remarks, anyone wishing to speak before the Board, either as an individual, or as a member of a group, should inform the Superintendent in writing of the desire to do so and of the topic to be discussed as early as possible.
Any individual desiring to speak shall stand and give his or her name and the group name, if any, that he or she represents. The presentation should be as brief as possible, and in no event shall such address exceed three minutes. Speakers may make statements about their particular concern with school operations and programs. In public session, however, the Board will not hear personal complaints against particular school personnel or against any person connected with the school system. Other means are provided whereby the Board may consider and dispose of legitimate complaints involving individuals and employees within the school system. Further, the Board does not typically respond to comments during public participation.
Notwithstanding the foregoing, the Board President, at his or her discretion, may allow public comments from the floor at the end of the regular meeting agenda, except the comments prohibited above. The Board President may terminate the remarks of any individual when such remarks do not adhere to the above procedures, or for other good reason.
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Policy 2.6: Superintendent's Responsibilities, Qualifications and Appointment
Original Adopted Date: 05/20/2015
2.6.1 Role, Responsibilities, Qualifications, and Term – The Superintendent serves as the chief executive officer of and secretary to the Board. The Superintendent may exercise such prerogatives and duties as are prescribed by statute, as are delegated or specified in an employment contract, or as are otherwise lawfully assigned by the Board. The Superintendent must possess the minimum qualifications for the position that are established by law and such other qualifications as may be specified by the Board. The term of the Superintendent’s appointment will be established by contract and may be renewed, extended, or modified, subject to any limitations regarding the extension or renewal of the appointment as are imposed by law.[Reference: Ala. Code §16-12-3 (1975)]
2.6.2 Scope of Executive and Administrative Authority – In addition to specific grants of authority set forth in particular Board policies, the Superintendent is authorized to develop and implement such lawful and reasonable rules, regulations, operating procedures, administrative directives, or like measures as are directed to compliance with legal requirements or attainment of the objects of Board policy.
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Policy 2.7: Recordkeeping and Retention of Board Records
Original Adopted Date: 05/20/2015 | Last Reviewed Date: 05/20/2015
Board records will be maintained by the Superintendent in the manner and for the length of time required by law. Otherwise, records will be retained and disposed of in accordance with procedures that will include a records retention and destruction schedule to be prepared and promulgated by the Superintendent and approved by the Board. -
Policy 2.8: Association Membership
Original Adopted Date: 05/20/2015
The Board will maintain membership in the Alabama Association of School Boards.
3. Fiscal Management
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Policy 3.1: Chief School Financial Officer
Original Adopted Date: 05/20/2015
The Board will appoint a Chief School Financial Officer to oversee the financial operations of the Board and to perform the duties of the position that are set forth in state law and regulations. The Chief School Financial Officer may also be referred to as the Chief School Finance Officer.[Reference: Ala. Code §16-13A-4 (1975); Ala. Admin. Code 290-2-5-.01, et seq.]
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Policy 3.2: Budget
Original Adopted Date: 05/20/2015
A budget will be developed and approved for each fiscal year, which extends from October 1st to September 30th of the following year. Preparation, presentation, submission, and approval of the budget will be undertaken and completed as provided for in state law and regulations, including providing an opportunity for public input regarding the budget. Budgets will be “balanced” such that the expenditures set forth in the budget for the fiscal year will not exceed revenues and any fund balances on hand.The Superintendent or Chief School Financial Officer will inform the Board, before the Board votes on a budget or budget amendment that will prevent the establishment or maintenance of a one-month’s operating balance. A one-month’s operating balance shall be determined by dividing the General Fund expenditures and fund transfers out by 12. In determining the General Fund expenditures and fund transfers out, the proposed budget or budget amendment shall be used.
[Reference: Ala. Code §16-13-140, et seq. (1975)]
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Policy 3.3: Accounting
Original Adopted Date: 05/20/2015
Generally accepted accounting standards and procedures will be employed in the administration of all Board and school finances. All Board and school accounts will be reconciled to financial records. All reports required by the State Department of Education will be completed in a timely manner with copies provided to Board members. -
Policy 3.4: Finance Manual Authorized
Original Adopted Date: 05/20/2015
Financial transactions will be administered in accordance with a general finance manual and any local school finance manual that may be developed by the Superintendent or the Chief School Financial Officer and approved by the Board. The finance manual(s) will establish and describe specific practices and procedures that are to be followed in connection with all phases of financial administration, including, but not limited to such matters as accounting, bookkeeping, inventory maintenance, payroll, reconciliation, fund security, receipting, disbursement, purchasing, disposal of property, banking, and investments. The practices, procedures, and requirements set forth in the manual(s) will be disseminated or made available to all employees with administrative responsibilities involving the receipt, handling, or expenditure of school or school system funds, and training will be provided by the Superintendent and the Chief School Financial Officer regarding the contents of the manual(s).[Reference: Ala. Code §16-13A-1 (1975)]
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Policy 3.5: Fund Balance Policy in Accordance with GASB Statement No. 54
Original Adopted Date: 05/20/2015
3.5.1 Governmental Funds Definitions – The following definitions will be used in reporting activity in governmental funds. The Board may or may not report all fund types in any given reporting period, based on actual circumstances and activity.
a. The General Fund is used to account for and report all financial resources not accounted for and reported in another fund.b. Special Revenue Funds are used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditure for specified purposes other than debt service or capital projects.
c. Debt Service Funds are used to account for and report financial resources that are restricted, committed, or assigned to expenditure for principal and interest, even if it is being accumulated for future years’ payments. Debt Service Funds should be used to report resources if legally mandated.
d. Capital Projects Funds are used to account for and report financial resources that are restricted, committed, or assigned to expenditure for capital outlays, including the acquisition or construction of capital facilities and other capital assets.
3.5.2 Fund Balances – Fund balances will be reported in governmental funds under the following five categories using the definitions provided by GASB Statement No. 54:
a. Nonspendable fund balances include amounts that cannot be spent because they are either (a) not in spendable form or (b) legally or contractually required to be maintained in-tact. Examples of nonspendable fund balance reserves for which fund balance shall not be available for financing general operating expenditures include: inventories, prepaid items, and long-term receivables.
b. Restricted fund balances consist of amounts that are subject to externally enforceable legal restrictions imposed by creditors, grantors, contributors, or laws and regulations of other governments; or through constitutional provisions or enabling legislation. Examples of restricted fund balances include: restricted grants.
c. Committed fund balances consist of amounts that are subject to a purpose constraint imposed by formal action of the Board before the end of the fiscal year and that require the same level of formal action to remove the constraint.
d. Assigned fund balances consist of amounts that are intended to be used by the school system for specific purposes. The Board authorizes the Superintendent or Chief School Finance Officer to make a determination of the assigned amounts of fund balance. Such assignments may not exceed the available (spendable, unrestricted, uncommitted) fund balance in any particular fund. Assigned fund balances require the same level of authority to remove the constraint.
e. Unassigned fund balances include all spendable amounts not contained in the other classifications. This portion of the total fund balance in the general fund is available to finance operating expenditures.
3.5.3 Priority – When expenditure is incurred for purposes for which both restricted and unrestricted (committed, assigned, or unassigned) amounts are available, it shall be the policy of the Board to consider restricted amounts to have been reduced first. When an expenditure is incurred for the purposes for which amounts in any of the unrestricted fund balance classifications could be used, it shall be the policy of the Board that committed amounts would be reduced first, followed by assigned amounts and then unassigned amounts.
3.5.4 Review and Reporting – The Board of Education along with the Superintendent and Chief School Finance Officer will periodically review all restricted, committed, and assigned fund balances. The Chief School Finance Officer will prepare and submit an annual report of all restricted, committed and assigned funds for the Board of Education.
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Policy 3.6: Audits
Original Adopted Date: 05/20/2015
Business and financial transactions of the Board and the records of Board financial accounts will be audited in accordance with state law and appropriate auditing and accounting standards.[Reference: Ala. Code §16-13A-7 (1975)]
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Policy 3.7: Inventories
Original Adopted Date: 05/20/2015
The Superintendent is required to establish effective procedures to account for all materials, equipment, and other Board property. These procedures will include an annual inventory and evaluation of tangible Board property (including fixed assets and supplemental property), to be completed no later than the end of each fiscal year, with appropriate reports submitted to the Superintendent and Chief School Financial Officer. Inventories will be kept on forms prescribed or approved by the Chief School Financial Officer. Inventory forms will show items on hand at the beginning of the fiscal year, items lost, items disposed of, items purchased or otherwise added during the year, and items on hand at the end of the fiscal year.[Reference: Ala. Code §§16-13A-1, 6 (1975)]
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Policy 3.8: Purchasing
Original Adopted Date: 07/08/2024 | Last Reviewed Date: 07/08/2024
Purchases will be made in accordance with an approved purchase order system that will include such requirements and procedures as may be established in the Board Finance Manual. -
Policy 3.9: Deposit and Expenditure of Funds
Original Adopted Date: 08/25/2025 | Last Reviewed Date: 08/25/2025
3.9.1 Deposits – All funds of the Board will be deposited with qualified depositories, as defined by law, in the manner prescribed by the Chief School Financial Officer or the Finance Manual.3.9.2 Investments – The Board authorizes the investment of surplus funds in the manner prescribed by law and approved administrative guidelines.
3.9.3 Expenditures – The Superintendent or his designee may expend funds that have been budgeted for operations in an amount not to exceed the current bid law threshold for boards of education per transaction without prior Board approval unless the expenditure involves a capital outlay. The term "transaction" and the limit specified above applies to the transaction as a whole and not to portions, segments, or phases of a project of undertaking. All such expenditures shall be reported monthly to the Board of Education in the manner prescribed by §16-13A-8 of the Code of Alabama (1975).
[Reference: Ala. Code §16-13A-8 (1975)]
3.9.4 Competitive Bid Law – All purchases will be made in compliance with the competitive bid law, when applicable, and with such corresponding rules, regulations, and procedures as may be set forth in the Board’s Finance Manual. The Superintendent is authorized to enter into cooperative purchasing agreements with other school systems or local governments as may be permitted by law.
[Reference: Ala. Code §41-16-50, et seq. (1975)]
3.9.5 Authorized Signatures – Checks drawn on the general fund or any special fund, with the exception of school accounts, require the signature of the Superintendent and the Chief School Financial Officer or their alternates as designated by the Board. Checks drawn on school accounts require the signature of the principal and the school bookkeeper, or their alternates as designated by the Board. All checks used will be prenumbered. Checks drawn on Board funds may be signed and processed by electronic means, under the direction of the Chief School Financial Officer or Superintendent.
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Policy 3.10: Employee Compensation
Original Adopted Date: 05/20/2015
3.10.1 Salaries and Pay Rates – Except as established and governed by the terms of a special employment contract, Board employees will be compensated at rates of pay that are approved by the Board. When required, such salary or compensation rates will be included in a schedule to be developed and adopted by the Board in accordance with state law. Employees may receive supplements or other additional compensation when specifically approved by the Board. All compensation must be approved by the Board, regardless of the source of funding.[Reference: Ala. Code §16-13-231.1 (1975)]
3.10.2 Salary Administration – Employees are expected to fulfill the work requirements of the position held for the full term of their appointment. Compensation will be prorated to reflect the number of days actually worked, subject to appropriate adjustments, credits, and allowances for available leave. Salaries for full time employees will be paid over twelve months, regardless of the contract term. However, employees in the first year of employment with the Board may opt to be paid over thirteen (13) months. Personnel will be paid in accordance with customary payroll procedures, which may be modified from time to time as the needs of the system require. No employee is entitled to compensation except for work performed by the employee in accordance with an approved contract or the applicable terms of appointment. Compensation may be withheld pending the employee’s timely, accurate, and complete submission of all required records, data, and reports.
3.10.3 Salary Deductions – Mandatory salary deductions will be made in accordance with applicable law. Employees are required to complete and submit all forms and provide such information as may be required or reasonably required for such purpose. The Board will make voluntary salary deductions upon written request of the individual employee as permitted by law.
Deductions for membership dues will be made for organizations with at least 25% of Board employees as active members, as established by membership lists provided to the Board by the organization, if such deductions are allowed under state law and the organization has timely provided to the Board all certifications and expenditure reports required by law. Such membership lists will be corrected, updated, and returned to the organization no later than November 10 of each school year. Deductions will be based on the membership lists unless an employee revokes authorization for such deductions by providing written notice to the Board on or before September 15th of each school year. Deductions will remain constant during the school year, except by the authorization of the Superintendent. The Board will not be liable for any good faith error made in implementing a salary deduction that has been authorized by the employee.
Upon termination of employment, any amounts owed under the terms of an employee authorization will be deducted from the employee's final pay.
[Reference: ALA. CODE §16-22-6; 17-17-5]
3.10.4 Minimum Wage and Overtime – In compliance with the Fair Labor Standards Act (“FLSA”), the Board will pay required minimum hourly wages and overtime to all employees who are not exempt employees under the FLSA. For purposes of determining overtime, the workweek begins at 12:01 a.m. on Monday and ends at midnight on the succeeding Sunday. All non-exempt employees who work more than forty (40) hours in a work week will be paid overtime. Employees must accurately report all time worked for the Board. Non-exempt employees are not authorized to work more than forty (40) hours in a workweek without specific direction or authorization to do so by the Superintendent, the employee’s supervisor, or the supervising school principal.
3.10.5 Compensatory Time – Non-exempt employees who work more than forty (40) hours in a workweek may, upon submitting a request to the Superintendent, be paid overtime in the form of compensatory time. The request submitted to the Superintendent shall be submitted by the employee’s supervisor to be marked for either compensatory time or for payment. Compensatory time will be based on time worked beyond forty (40) hours in a workweek, and will be recorded in minimum time units of one-quarter hour rounded to the nearest quarter of an hour. No more than forty (40) hours of compensatory time may be accumulated. The Board reserves the right to require an employee to use compensatory time as its needs require and may “pay down” any compensatory time balance in its discretion. The Superintendent is hereby authorized to develop procedures and forms for use in implementing this policy.
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Policy 3.11: Expense Reimbursement
Original Adopted Date: 05/20/2015
Board members and employees will be reimbursed for reasonable travel and subsistence expenses incurred in connection with official Board business. Reimbursement will be in accordance with Board approved rates and such procedures and standards for submitting and documenting such expenditures as may be developed by the Chief School Financial Officer or provided in the approved Finance Manual. -
Policy 3.12: Fees, Payments and Rentals
Original Adopted Date: 05/20/2015
3.12.1 Facility Use Fees – The Superintendent is authorized to develop a schedule of reasonable fees for use of Board facilities and property by individuals, groups, or organizations that shall be effective upon approval by the Board.3.12.2 Copying and Other Charges – The Superintendent is authorized to establish a schedule of reasonable charges which, upon approval by the Board, will be applied uniformly in response to requests for copies of documents and records. Nothing in this policy or in any schedule of charges authorized hereunder creates or expands any entitlement to copies of records or access thereto beyond that which is established by law or specific Board policy.
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Policy 3.13: School Accounts
Original Adopted Date: 05/20/2015
Funds held in school accounts, regardless of the funding source, will be maintained and accounted for in accordance with the Board’s Finance Manual, Local School Finance Manual, and such procedures, rules, and regulations as may be developed by the Chief School Financial Officer or the Superintendent. The principal is ultimately responsible for all school funds and for ensuring that such funds are properly accounted for and secured. -
Policy 3.14: Authority to Execute Contracts
Original Adopted Date: 05/20/2015
3.14.1 General Authority – The president of the Board, or, in the absence of the president, the vice-president, will have authority to execute contracts on behalf of the Board upon approval of the contract by the Board. The Board may also authorize the Superintendent to execute contracts on behalf of the Board as its chief executive officer.3.14.2 Limitation on Authority to Bind the Board – Principals and other administrators will have authority to enter into agreements with third parties only when such agreements are made in accordance with Board policy, finance manual(s) created under authority of Board policy, or with the express authorization of the Board.
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Policy 3.15: Affiliated Organizations
Original Adopted Date: 05/20/2015
3.15.1 School Sponsored Organizations – School-sponsored student organizations will be subject to Board policies and procedures concerning fiscal management and will maintain organization funds in school accounts. All books, records, and official documents pertaining to the management of such organizations will be maintained at the local school and will be subject to examination and audit by the Board or the principal. The use of funds collected, generated, or held by such organizations will be determined in accordance with the constitution, charter, or by-laws of the organization, with oversight by the sponsor of the organization, and subject to approval of the principal.3.15.2 Booster Clubs, Parent-Teacher Organizations, and Other Affiliated Organizations – Other organizations that are affiliated with local schools are permitted to operate or raise funds on Board property or at Board sanctioned events only in conformity with Board and State Department of Education policies, procedures, and standards concerning the fiscal management of such organizations. An affiliated organization must conduct an annual audit of its financial operations and make its books and financial records available to the Board for review or audit.
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Policy 3.16: Fundraising
Original Adopted Date: 05/20/2015
Fundraising activities will be permitted on school or Board property only if the following criteria are satisfied:
a. The activity will be held at a time and in a manner that will not be disruptive to the instructional program or to any other school or school system activity or function;b. The activity is designed and intended to support a bona fide school or school system program or activity, or an activity that is consistent with the mission and purposes of the school system;
c. Adequate provision has been made for the security and proper accounting of funds collected;
d. The activity meets any applicable Smart Snack standards;
e. Other information regarding the nature, scope, and purpose of the activity is provided to school officials upon request; and
f. Appropriate arrangements have been made for any special activities to be held in conjunction with the fundraising event.
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Policy 3.17: Child Nutrition Procurements
Original Adopted Date: 05/20/2015
The Superintendent may enter into a written agreement with the Child Nutrition Program at the State Department of Education in order to procure food and other food related products and services. The Board will comply with applicable state and federal laws and regulations governing participation in such child nutrition program.Charged meals are not considered an allowable expense. Therefore, all uncollected charges will be the responsibility of the school where the charge was made. All charges must be paid to the Child Nutrition Program at the end of the school year using non-public funds.
[Reference: Ala. Admin. Code 290-080-030-.01, et seq.]
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Policy 3.18: Worthless Checks
Original Adopted Date: 05/20/2015
The Board will take action to collect the amount of a worthless check in accordance with such corresponding rules, regulations, and procedures as may be set forth in the Board’s Finance Manual. -
Policy 3.19: Classroom Instructional Support
Original Adopted Date: 05/20/2015
The Superintendent shall develop procedures by which state allotments for classroom instructional support are made available for use by classroom instructors in the manual and for the purposes authorized by statute and corresponding state regulations.[Reference: ALA. CODE §16-1-8.1(b)(7).]
4. General Administration
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Policy 4.1: Security/Access to Schools
Original Adopted Date: 05/20/2015 | Last Revised Date: 09/10/2018
4.1.1 Security Measures Authorized - The Superintendent, principals, and facility administrators are authorized to take reasonable and lawful measures to protect against personal injury, trespass, vandalism, theft, and like threats to personal safety, property damage, and financial loss to or on Board property or at school functions and activities. The Superintendent should be made aware of any extraordinary or special measures that may be proposed in anticipation of or in response to any unusual security threat or risk (e.g., unusual surveillance, assignment of additional security personnel). Nothing in any Board or Board-authorized policy, procedure, or directive that is designed to maintain or enhance school or school system safety and security shall be administered, enforced, or construed to limit or impair the exercise of any employee's lawful discretion or judgment in developing or implementing safety and security-related plans, practices, procedures, or measures.4.1.2 Access Restrictions Authorized - The Superintendent, principals, and facility administrators are authorized to regulate and restrict access to Board schools, buildings, and facilities in order to maintain appropriate security, minimize disruption and distraction within the learning environment, or to avoid a potential risk of harm to a student or employee. To that end, the Superintendent, principals, and facility administrators are authorized to implement building-level requirements and procedures governing access to Board owned or controlled buildings, grounds, property, events, and activities by school and non-school personnel, including family members and relatives, vendors, attorneys, and other visitors, and to adopt “check-in” and “check-out” requirements and procedures for students and employees. Nothing in any Board or Board-authorized policy, procedure, or directive that is designed to maintain or enhance school or school system safety and security shall be administered, enforced, or construed to limit or impair the exercise of any employee's lawful discretion or judgment in developing or implementing safety and security-related plans, practices, procedures, or measures.
4.1.3 Adult Sex Offenders - Adult sex offenders who have been convicted of a sex offense involving a minor must:
notify the principal of the school or his designee before entering school property or attending the K-12 school activity;
immediately report to the principal of the school or his designee upon entering the property or arriving at the K-12 school activity; and
cooperate with any efforts undertaken by the principal of the school or his designee to discreetly monitor their presence on school property or at the K-12 school activity.
For the purposes of this subsection, a K-12 school activity is an activity sponsored by a school in which students in grades K-12 are the primary intended participants or for whom students in grades K-12 are the primary intended audience including, but not limited to, school instructional time, after school care, after school tutoring, athletic events, field trips, school plays, or assemblies.Adult sex offenders have a duty to comply with this policy, and it shall not be construed as imposing an affirmative duty of any kind on the school principal, his designee, or any other employee, agent, or representative of the school or school system.
[Reference: Ala. Code § 15-20A-17]
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Policy 4.2: Safe Schools Policy (Drugs, Alcohol, Tobacco and Weapons)
Original Adopted Date: 05/20/2015 | Last Revised Date: 09/29/2025 | Last Reviewed Date: 09/29/2025
4.2.1 Prohibition on the Possession of Firearms – The possession of a firearm in a school building, on school grounds, on Board property, on school buses, or at school-sponsored functions is prohibited except for authorized law enforcement personnel and as specifically provided by law. For purposes of this policy, the term “firearm” has the same definition as is found in 18 U.S.C §921.
a. Penalties for violations – In addition to any criminal penalties that may be imposed, the following penalties will be imposed for unauthorized possession of firearms:1. Students – Students will be expelled for a period of one year. The expulsion requirement may be modified in writing by the Board upon recommendation of the Superintendent on a case-by-case basis. Students who are expelled for firearm possession may not attend regular school classes, but may be permitted to attend alternative schools or education programs established by the Board. Discipline of students with disabilities who violate the firearm possession policy will be determined on a case-by-case basis in accordance with federal and state law. Parents of students who violate this policy will also be notified by the principal of violations.
2. Employees – Employees will be subject to adverse personnel action, which may include termination.
3. Other Persons – Other persons may be denied re-entry to school property.
b. Notification of Law Enforcement – The appropriate law enforcement authority, which may include the city police, county sheriff, and the local district attorney, will be notified by the principal of violations of this policy.
[Reference: Ala. Code §16-1-24.1, 24.3 (1975); Ala. Admin. Code 290-3-1-.02; Federal Gun Free Schools Act, 20 U.S.C. 7151; Federal Gun Free School Zone Act of 1995 (18 U.S.C. §922(q)]4.2.2 Prohibition on the Possession of Weapons – The possession of a deadly weapon or dangerous instrument in a school building, on school grounds, on school property, on school buses, or at school-sponsored functions is prohibited except for authorized law enforcement personnel. For purposes of this policy, the terms “deadly weapon” and “dangerous instruments” include but are not limited to explosives, incendiary devices, projectiles, knives with a blade length of more than two (2) inches, archery equipment, devices designed to expel projectiles at a high rate of speed, any device so classified under state or federal law, and any device either used or intended to be used in such manner as to inflict bodily harm, provided that the terms “deadly weapon” and “dangerous instruments” will exclude, to the extent permitted by law, devices and equipment that are used for the purpose of and in connection with school or Board sanctioned educational, team, or competitive activities.
a. Penalties for Violations – In addition to any criminal penalties that may be imposed, the following penalties will be imposed for unauthorized possession of deadly weapons or dangerous instruments:1. Students – Students will be disciplined in accordance with the Board’s Code of Student Conduct.
2. Employees – Employees will be subject to adverse personnel action, which may include termination.
3. Other Persons – Other persons may be denied re-entry to school property.
b. Notification of Law Enforcement – The appropriate law enforcement authority, which may include the city police, county sheriff, and the local district attorney, will be notified by the principal of violations of this policy.
[Reference: Ala. Code §16-1-24.1 (1975); Ala. Admin. Code 290-3-1-.02(1)(b)]4.2.3 Illegal Drugs and Alcohol – The use, possession, distribution, and sale of alcohol and the illegal use, possession, distribution, and sale of drugs in a school building, on school grounds, on Board property, on school buses, or at school-sponsored functions is prohibited.
a. Penalties for Violations – In addition to any criminal penalties that may be imposed, the following penalties will be imposed for unauthorized possession of illegal drugs or alcohol:1. Students – Students will be disciplined in accordance with the Board’s Code of Student Conduct.
2. Employees – Employees will be subject to adverse personnel action, which may include termination.
3. Other Persons – Other persons may be denied re-entry to school property.
b. Notification of Law Enforcement – The appropriate law enforcement authority, which may include the city police, county sheriff, and the local district attorney, will be notified by the principal of violations of this policy.
4.2.4 Tobacco/Nicotine – The use of tobacco products and the illegal possession, distribution, and sale of tobacco products on school property or school-sponsored events is prohibited. For the purposes of this policy, "tobacco product" is defined to include cigarettes, electronic cigarettes, vape pens, hookah pens, e-hookahs, vape pipes and any similar type of device designed to deliver nicotine, flavor, and other chemicals via inhalation, cigars, blunts, bidis, pipes, chewing tobacco, snuff and any other items containing or reasonably resembling tobacco or tobacco products. "Tobacco use" includes smoking, vaping, chewing, dipping, or any other use of tobacco products.
a. Penalties for Violation1. Students – Students who violate the tobacco prohibition will be disciplined in accordance with the Board’s Code of Student Conduct.
2. Employees – Employees who violate the tobacco prohibition will be subject to adverse personnel action, which may include termination.
3. Other Persons – Other persons who violate the tobacco prohibition may be denied re-entry to school property.
b. Parental Notification – Parents and guardians may be notified of actual or suspected violations of the tobacco prohibition whether or not the student is charged with a violation of Board policy, which includes the Code of Student Conduct.
c. Additional Restrictions - In addition to the provisions above, students and employees are also subject to the Board's separate "Vape Awareness, Education, and Prevention" policy, which is required by state law, contains additional procedures, and also prohibits the use of tobacco products, electronic nicotine delivery systems, e-liquids, and alternative nicotine products by students and employees.
[Reference: ALA. CODE §16-1-24.1 (1975); Ala. Admin. Code 290-3-1-.02(1)(b)]4.2.5 Searches – Law enforcement agencies are permitted to make periodic visits to all schools to detect the presence of illegal drugs or weapons and may use any lawful means at their disposal to detect the presence of such substances. The visits will be unannounced to anyone except the Superintendent and principal.
[Reference: Ala. Code §16-1-24.1 (1975); Ala. Admin. Code 290-3-1-.02(1)(b)]
4.2.6 Drug and Alcohol Free Environment – All students, employees, volunteers, parents, visitors, and other persons are prohibited from possessing, using, consuming, manufacturing, or distributing illegal controlled substances and alcohol while on Board property or while attending any Board sponsored or sanctioned event, program, activity, or function. Persons who are intoxicated or impaired by the use, consumption, or ingestion of any illegal controlled substance or alcohol are not permitted to be on school property, or to attend or participate in any Board sponsored or sanctioned event, program, activity, or function.
[Reference: Ala. Code §16-1-24.1, 25-5-330 (1975)]
4.2.7 Adoption of Statutory Penalties and Consequences – Persons who violate the Board’s prohibition of firearms, weapons, illegal drugs, or alcohol will be subject to all notification, referral, suspension, placement, re-admission, and other provisions set forth in Ala. Code §16-1-24.1 and 24.3 (1975).
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Policy 4.3: Accreditation
Original Adopted Date: 05/20/2015 | Last Revised Date: 10/26/2020 | Last Reviewed Date: 10/26/2020
The Board will implement and adhere to such accreditation policies, principles, standards, and procedures as may be established or required by Cognia as a condition to receiving or maintaining accreditation. -
Policy 4.4: Use of Board Property
Original Adopted Date: 05/20/2015 | Last Revised Date: 10/30/2023 | Last Reviewed Date: 10/30/2023
4.4.1 Equipment, Supplies, Materials, Vehicles – Equipment, supplies, materials, vehicles, and other movable or consumable property owned by or under lease to the Board may not be used by or made available to persons or entities for private or personal use, benefit, or consumption, or for any non-Board related use or purpose. Such property may not be removed from Board premises except as necessary to serve a school or Board-related function or purpose, and with the knowledge and approval of the appropriate supervisor, administrator, or the Superintendent.4.4.2 Use of Board Facilities – Schools and other Board owned or controlled facilities may be made available for use by sanctioned or generally recognized school support organizations if the use of the facility will not disrupt school operations or be inconsistent with the purpose and mission of the school system, and if adequate advance provision is made for security, supervision, maintenance, damage prevention, post-event clean-up, liability insurance, and other risk management measures appropriate to the proposed use. Use of Board facilities for non-school organizations may be approved if the foregoing conditions are satisfied and a rental contract (or the equivalent thereof) that includes a reasonable fee or rental charge and other appropriate terms and conditions is approved by the Board.
4.4.3 Advertising – Board property will not be used for commercial advertising except upon such terms and conditions as may be expressly approved by the Board.
4.4.4 Branding - The names, logos, and brand collateral associated with each of the Board facilities are the property of the Board and protected under applicable state, federal, and/or common law trademark.
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Policy 4.5: Naming Board Facilities
Original Adopted Date: 05/20/2015
Any naming of a school facility or property under the control of the Board must be Board approved. -
Policy 4.6: Complaints and Grievances
Original Adopted Date: 05/20/2015
4.6.1 General Complaints (Grievances) – Subject to the limitations set forth below and elsewhere in this policy manual, any employee or member of the public may present to the Board a concern, complaint, grievance, or request for corrective action regarding any aspect of school system operations. Before requesting corrective action or relief from the Superintendent or the Board, persons with such complaints, grievances, or requests should present them for resolution to the employee, supervisor, or administrator at the lowest administrative level who has the authority and ability to address the problem or to implement the requested action. The Superintendent is authorized to develop specific procedures that will provide for fair consideration and orderly review of complaints and grievances. Such procedures may not unreasonably burden or delay the presentation or processing of such matters, and will be subject to Board review, modification, and approval.4.6.2 Limitations Regarding Availability and Application of General Complaint/Grievance Policy – The general complaint/grievance
policy and any procedures adopted thereunder do not apply to specific complaint or grievance policies and procedures that are established by Board policy or law for application to special factual or legal circumstances (e.g., sexual harassment grievance procedures; review of personnel matters under the Students First Act; “due process” hearings provided under the Individuals with Disabilities Education Act). In such instances, the specific statutory, regulatory, or policy-based process is the applicable procedure. The general complaint/grievance procedures that are authorized under the terms of this policy may not be invoked for the purpose of challenging or seeking review or reconsideration of adverse personnel decisions that have received final Board approval. A grievance may be based on an alleged misapplication of Board policies, regulations, or procedures, but may not be used to challenge the Board’s exercise of its discretion to adopt, approve, modify, or repeal a policy, regulation, or procedure or on its failure to exercise such discretion (e.g., adoption of a school calendar, compensation policies, etc.).4.6.3 Student Complaints and Grievances – Complaints, grievances, and requests for corrective action may be brought to the attention of the Board by or on behalf of students with respect to academic, athletic, extracurricular, or other non-disciplinary matters, issues, and concerns only after reasonable efforts to resolve the matter at the school and administrative levels have been exhausted. The Superintendent is authorized to develop specific procedures that will provide for fair consideration and orderly review of such complaints and grievances. Such procedures will not unreasonably burden or delay the presentation or processing of the complaint or grievance and will be subject to review and approval by the Board. Administrative judgments concerning academic or curricular matters or participation in extracurricular activities may be set aside by the Board only upon a showing that the action or decision in question is arbitrary and capricious, fundamentally unfair, or that it violates Board policy or the student’s legal rights.
4.6.4 Student Disciplinary Matters – The Board may consider appeals of student disciplinary decisions or actions in accordance with standards and procedures specified in the Code of Student Conduct.
4.6.5 Americans with Disabilities Act Complaint Procedure
a. Complaint Criteria – Persons who believe that they have been discriminated against on the basis of disability in the provision of services, activities, programs, or benefits covered by Title II of the Americans with Disabilities Act may file a written complaint with the ADA Coordinator.b. Complaint Form – The complaint should be in writing and contain information about the alleged discrimination including the name, address, phone number of complaining party and location, date, and description of the problem. Alternative means of filing complaints, such as personal interviews or a tape recording of the complaint, will be made available for persons with disabilities upon request.
c. Complaint Process – The complaint should be submitted to the ADA Coordinator as soon as possible, but no later than thirty (30) days after the alleged violation. The ADA Coordinator will meet with the complaining party to discuss the complaint and possible resolutions. Within fifteen (15) calendar days of the meeting, the ADA Coordinator will respond in writing, and where appropriate, in a format accessible to the complaining party, such as large print, Braille, or audio tape. The response will explain the position of the Board and offer options for substantive resolution of the complaint.
d. Appeal Procedure – If the response by the ADA Coordinator does not satisfactorily resolve the issue, the complaining party may appeal the decision within fifteen (15) calendar days after receipt of the response to the Superintendent. Within fifteen (15) calendar days, the Superintendent will respond in writing, and where appropriate, in a format accessible to the complainant, with a final resolution of the complaint.
e. Records Retention – All written complaints received by the ADA Coordinator, appeals to the Superintendent, and records relating thereto will be retained by the Board for at least three (3) years.
f. Additional Procedures Authorized – The Superintendent is authorized to develop such procedures as are necessary to implement this policy.
[Reference: 42 U.S.C.A. §12131, et seq.]
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Policy 4.7: Risk Management
Original Adopted Date: 05/20/2015
The Board may obtain such liability and other forms of insurance or enter into such risk management agreements, pools, cooperatives, and like arrangements, agreements, or undertakings as it deems necessary and appropriate to meet legal requirements or to protect the Board, its employees, or its property from risk of loss. -
Policy 4.8: Emergency Closing of Schools
Original Adopted Date: 05/20/2015
4.8.1 Authority of Superintendent to Close Schools – The Superintendent is authorized to close schools if such action is warranted by weather conditions or other circumstances that pose a risk to the safety and welfare of students and employees, or that render meaningful instruction impossible (e.g., loss of power or other utility services).4.8.2 Make-Up Dates – To the extent not provided for in the school calendar, any days lost by reasons of an emergency closing will be made up and a revised school calendar approved, if necessary, to reflect any extension or adjustment of the school year required by such action, unless approval to waive the days is obtained in accordance with state law.
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Policy 4.9: Internet Safety and Use of Technology
Original Adopted Date: 05/20/2015 | Last Revised Date: 06/24/2025 | Last Reviewed Date: 06/24/2025
4.9.1 Access to Technology Resources – The Board permits restricted and conditional access to and use of its technology resources, including but not limited to computers, the “Internet,” network storage areas, and electronic mail. Such access and use is restricted to employees, students, and other persons who are engaged in bona fide educational and administrative activities that serve and are consistent with identified educational objectives or authorized support functions, and who, by signing an “Acceptable Use Agreement,” agree to abide by all Board policies, rules, and regulations regarding technology use. The Acceptable Use Agreement will be developed by the Superintendent for approval by the Board.4.9.2 Restriction or Loss of Technology Privileges – Persons who violate any Board policy, rule, or regulation regarding technology use may be denied use of the Board’s technology resources and may be subject to additional disciplinary action.
4.9.3 Ownership of Technology Resources and Data – All technology resources, including network and Internet resources, e-mail systems, and computers or other access devices owned, leased, or maintained by the Board are the sole property of the Board. Board personnel may, at any time and without prior notice, access, search, examine, inspect, collect, or retrieve information of any kind from the Board’s technology resources, including computer or related equipment, files, and data, to determine if a user is in violation of any of the Board’s policies, rules, and regulations regarding access to and use of technology resources, for or in connection with any other matter or reason related to the safe and efficient operation or administration of the school system, or for any other reason not prohibited by law. Users of school system technology resources have no personal right of privacy or confidentiality with respect to the use or content of such resources.
4.9.4 Adoption of Rules and Regulations – The Superintendent is authorized to develop for Board approval additional or more specific rules and regulations regarding access to and use of its technology resources and to require adherence to such rules and regulations through such means as the “Acceptable Use Agreement” and application of appropriate disciplinary policies and procedures. Such rules and regulations will address or provide for:
Measures to block or filter Internet access to pictures that are obscene, that constitute child pornography, or that are harmful to minors;- Restriction of access by minors to inappropriate material on the Internet;
- Limiting Internet access by students to only age-appropriate subject matters and materials;
- The safety and security of minors when they are using electronic mail, chat rooms, and other forms of direct electronic communications;
- Prevention of “hacking” and other forms of unauthorized use of or access to computer or Internet files, sites, databases or equipment; and
- Unauthorized disclosure, use, and dissemination of personal information regarding minors;
- Restriction of minors’ access to harmful material; and
- Educating minors about appropriate online behavior, including interacting with other individuals on social networking websites and in chat rooms and cyberbullying awareness and response.
- Prohibiting access by students to unlawfully obtained data or information, including “hacking”, and other unlawful online activity by students;
- Prohibiting access to websites, web applications, or software that exposes students to the disclosure, use or dissemination of their personal information; and
- Prohibiting students from accessing social media platforms.
4.9.5 Disclaimer – The Board makes no warranties of any kind, either express or implied, that the functions or the services provided by or through the Board’s technology resources will be error-free or without defect. The Board will not be responsible for any damage users may suffer, including but not limited to loss of data or interruption of service.
[Reference: 47 U.S.C. §254(h) and (l)]
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Policy 4.10: Data Governance and Use
Original Adopted Date: 08/25/2025 | Last Reviewed Date: 08/25/2025
4.10 The Superintendent is authorized to establish procedures governing the storage, use, and sharing of data maintained electronically by the school system. Such procedures shall comply with applicable state and federal law and shall include provisions for data security (including physical security measures), access controls, quality control, and data exchange and reporting (including external data requests, and third party data use). Nothing in this policy or in any procedures authorized hereunder creates or expands any entitlement to confidentiality of records beyond that which is established by law or specific Board policy.Any unauthorized access, use, transfer, or distribution of Board data by any employee, student, or any other individual may result in disciplinary action (up to and including termination for employees) and other legal action.
4.10.1 Protecting the privacy of students' and staff data is an important priority, and Vestavia Hills City Schools (VHCS) is committed to maintaining strong and meaningful privacy and security protections. The privacy and security of this information are a significant responsibility, and school officials value the trust of students, staff, parents, legal guardians, and the community. For this document “data” and “information” may be used interchangeably and refer to PII, confidential, sensitive and/or other internal information that would require protection against unauthorized access, disclosure, alteration, or destruction to ensure the privacy, integrity, and security of student, staff, and district records in compliance with applicable laws, regulations, and district policies.
The VHCS Data Governance policy includes information regarding the Data Governance Committee, the actual VHCS Data and Information Governance Policy, and references relevant documents for clarification and training.
The policy defines how VHCS ensures its data remains accurate, accessible, consistent, and secure during operations and instruction. The document establishes who is responsible for information under various circumstances and specifies the procedures to be used to manage and protect it.
The Data Governance Committee and the Technology Director are responsible for reviewing the relevant documents referenced annually and ensuring that all staff are trained in Data Governance.
2025-2026 VHCS District Data Governance Committee
Dr. Todd Freeman, Superintendent
Whit McGhee, Director of Public Relations
Meredith Hanson, Executive Director of Personnel
Brooke Wedgworth, Director of Elementary Curriculum and Instruction
Brendan Lovelady, Director of Technology/Chief Technology Officer
Dena Fore, Data Administrator
Lee Dansby, Assistant Director of Technology
Jamie Underwood, Assistant Principal - Vestavia Hills Elementary Dolly Ridge
Kim Polson, Principal - Vestavia Hills Elementary Cahaba Heights
Cindy Echols, Principal - Vestavia Hills Elementary East
Susan McCall, Principal - Vestavia Hills Elementary West
Malorie Bryan, Teacher - Vestavia Hills Elementary West
Tiffany Marron, Principal - Vestavia Hills Elementary Liberty Park
Joshua Smith, Teacher - Vestavia Hills Elementary Liberty Park
Laura Ezell, Library Media Specialist - Liberty Park Middle School
Alicia Hunsberger, Principal - Pizitz Middle School
Laura Casey, Athletic Director - Vestavia Hills High School
Amy Tucker, Teacher - Vestavia Hills High School
Lauren Dressback, Principal - Alternative Placement ProgramThe Data Governance committee shall meet, at a minimum, two times per year to review this policy, application requests, and to ensure alignment of this policy with district goals.
Additional meetings shall be called as needed, and additional staff invited as needed.
Policy
It is the policy of VHCS that data or information in all its forms (written, spoken, electronic, or printed) is protected from accidental or intentional unauthorized modification, destruction, or disclosure throughout its life cycle. This protection includes an appropriate level of security over the equipment, software, and practices used to process, store, and transmit data or information.The data governance policies and procedures must be documented and reviewed. VHCS conducts annual training on its data governance policy and documents. The terms “data” and “information” are used separately, together, and interchangeably throughout the policy. The intent is the same.
Scope
The Superintendent is authorized to establish, implement, and maintain data and information security measures. The Superintendent may also designate other individuals to assist in establishing, implementing, and maintaining data and information security measures. The policy, standards, processes, and procedures apply to all students and employees of the district, contractual third parties and agents of the district, and volunteers who have access to district data systems or data. This policy and all of its appendices apply to all protected information in any form.This policy applies to all forms of VHCS’s data and information, including but not limited to:
● Speech or any form of communication, spoken face-to-face, or communicated by post/courier, fax, email, text, chat, any form of social media, online applications, etc., or any future technologies;
● Hard copy data printed or written;
● Data stored and/or processed by on-premise servers, cloud services/storage, PC’s, laptops, tablets, mobile devices, removable media, and any future technologiesRegulatory Compliance
VHCS will abide by any local, state, and national law, statutory, regulatory, or contractual obligations affecting its information systems, including, but not limited to, the following:
● Children’s Internet Protection Act (CIPA)
● Children’s Online Privacy Protection Act (COPPA)
● Family Educational Rights and Privacy Act (FERPA)
● Health Insurance Portability and Accountability Act (HIPAA)
● Payment Card Industry Data Security Standard (PCI DSS)
● Protection of Pupil Rights Amendment (PPRA)
● AL House Bill 166 - FOCUS Act
● Alabama Data Breach Notification Act of 2018 (Acts 2018-396)Risk Management
A thorough risk analysis of all VHCS’s data networks, systems, policies, and procedures shall be conducted on an annual basis or as requested by the Superintendent. The risk assessment shall be used as a basis for a plan to mitigate identified threats – internal or external, natural or man-made, electronic and non-electronic, and risk to an acceptable level.The Superintendent or designee shall administer periodic risk assessments to identify, quantify, and prioritize risks. Based on the periodic assessment, measures shall be implemented that mitigate the threats by reducing the amount and scope of the vulnerabilities.
*See Document B. Risk Management Practices
Data Classification
Classification is used to promote proper controls for safeguarding the confidentiality of data. Regardless of classification, the integrity and accuracy of all classifications of data are protected. The classification assigned and the related controls applied are dependent on the sensitivity of the data. Data are classified according to the most sensitive detail they include. Data recorded in several formats (e.g., source document, electronic record, report) have the same classification regardless of format.*See Document D. Data Classification Levels
Systems, Software, Access, and Information ControlSystems. Any computer, cloud services, laptop, Chromebook, iPad, mobile device, printing and/or scanning device, network appliance/equipment, security cameras, and other security equipment, AV equipment, server, internal or external storage, communication device or any other current or future electronic or technological device may be referred to as systems. All involved systems and data are assets of VHCS and therefore shall be protected from misuse, unauthorized access, or manipulation, and destruction. These protection measures may be physical and/or software based.
*See Document H. Physical and Security Controls
Software. All computer software developed by or used by VHCS employees, students or contract personnel on behalf of VHCS, licensed or purchased for VHCS use shall not be copied for use at home or at any other location, unless otherwise specified by the license agreement and approved by the VHCS Data Governance Committee.
All software packages installed on, accessed by, or utilized on VHCS technological systems must adhere to relevant licensing agreements and restrictions and comply with VHCS’s established software acquisition and application (app) vetting procedures.
*See Document F. Software Acquisition Procedures
Artificial Intelligence (AI) Use Guidelines regarding Data Privacy. Guidelines are established to outline the responsible use, management, and oversight of Artificial Intelligence (AI) within VHCS to ensure data privacy, security, ethical use, and compliance with applicable regulations. These guidelines apply to all AI systems, applications, and tools used within VHCS, including but not limited to AI-driven analytics, automated decision-making tools, and AI-enhanced educational technologies.
*See Document M. Artificial Intelligence (AI) Use Guidelines Regarding Data Privacy
Virus, Malware, Spyware, Phishing, Ransomware, and Spam Protection. Virus checking systems approved by the VHCS’ District Technology Department are deployed using a multi-layered approach (computers, servers, gateways, firewalls, filters, etc.) to ensure all electronic files are appropriately scanned for viruses, malware, spyware, phishing, and spam. VHCS trains all employees annually on recognizing phishing attempts and conducts periodic phishing simulations to strengthen staff understanding of the risks associated with phishing and spam attempts.
*See Document G. Virus, Spyware, and Malware Protection
Cybersecurity Measures. Clear cybersecurity measures to safeguard information from unauthorized access, misuse, or breaches are critical. These layered security protocols help ensure compliance with federal and state privacy laws and provide a secure digital environment for staff and students. We continually monitor all cybersecurity measures to promote trust, reduce risk, and support the safe use of educational technologies.
These measures include but are not limited to the following:
● Redundant next-generation firewalls at both the Board of Education data center and school sites
● Endpoint Detection and Response (EDR) on all VHCS owned devices.
● Software-as-a-service (SaaS) provided content filtering for all VHCS owned devices
● Principle of Least Privilege for mission-critical hardware and software
● Automated user provisioning and deprovisioning for enhanced security of accountsUsers shall neither turn off nor disable VHCS’s protection systems or install other systems.
*See Document G. Virus, Spyware, and Malware Protection
Access Controls. Physical and electronic access to information systems that contain data are controlled. To ensure appropriate levels of access by internal workers, a variety of security measures are instituted as recommended by the Data Governance Committee and approved by VHCS. In particular, the Data Governance Committee shall document roles and rights to the student information system and other like systems. Mechanisms to control access to data and computing resources include, but are not limited to, the following methods:
Authorization. Access shall be granted on a “need to know” basis. It shall be authorized by the superintendent, principal, immediate supervisor, or Data Governance Committee with the assistance of the Director of Technology or designee. Specifically, on a case-by-case basis, permissions may be added to those already held by an individual user in the student management system, again on a need-to-know basis, and only to fulfill specific job responsibilities, with approval of the Data Governance Committee.
● Context-based access. Access control based on the context of a transaction (as opposed to being based on attributes of the initiator or target). The “external” factors might include time of day, location of the user, strength of user authentication, etc.
● Role-based access. An alternative to traditional access-control models (e.g., discretionary or non-discretionary access control policies) that permits the specification and enforcement of enterprise-specific security policies in a way that maps more naturally to an organization’s structure and business activities. Each user is assigned to one or more predefined roles, each of which has been assigned the various privileges needed to perform that role.
● User-based access. A security mechanism is used to grant users of a system access based on the identity of the user.
*See Document H. Physical and Security Controls
Identification/Authentication. Unique user identification (User ID) and authentication are required to access any and all systems. Users shall be held accountable for all actions performed on the system with their User ID. User accounts and passwords shall NOT be shared. Strictly controlled passwords, biometric identification, and/or Token, PIN, or MFA are used to secure authentication. Only that user and possibly a designated security manager have access to the authentication controls.
*See Document I. Password and Authentication Control Standards
Data Integrity. VHCS provides safeguards so that information is not altered or destroyed in an unauthorized manner. Core data are backed up to a private cloud for disaster recovery. In addition, listed below are methods that are used for data integrity in various
circumstances:● Transaction audit
● Disk redundancy (RAID)
● ECC (Error Correcting Memory)
● Checksums (file integrity)
● Data Encryption
● Data WipesTransmission Security. Technical security mechanisms are in place to guard against unauthorized access to data that are transmitted over a communications network, including wireless networks or transferred by any means. The following features are implemented when transferring data electronically.
● Integrity controls and
● Encryption, where deemed appropriate
● Access control lists
● Encrypted and decrypted certificates for authentication
● Secure File Transfer Protocols
● OneRoster v1.2 standard API controls
● Data masking*See Document K. Data Access Roles and Permissions
*See Document D. Data Classification LevelsElectronic Mass Data Transfers. Downloading, uploading or transferring data between systems shall be strictly controlled via the use of secure APIs. Requests for mass download of, or individual requests for, information for research or any other purposes that include PII, confidential, and/or sensitive data shall be in accordance with this policy and be approved by the Data Governance Committee. All other mass downloads or uploads of information shall be approved by the committee and/or Systems Administrators and include only the minimum amount of information necessary to fulfill the request. A Memorandum of Understanding (MOU) or National Data Privacy Agreement (NDPA) shall be in place when transferring data to external entities such as software or application vendors, textbook companies, testing companies, or any other web-based application, unless the Data Governance Committee approves the exception.
Other Electronic Data Transfers, Sharing, and Printing. PII, confidential, sensitive, and other internal information shall be stored and or printed in a manner inaccessible to unauthorized individuals. PII and Confidential Information shall not be accessed in an unauthorized manner through the use of malicious code execution, unauthorized use of login credentials, or left unattended and open to compromise. Where possible, PII, confidential, and/or sensitive data that is downloaded for educational purposes shall be de-identified before use.
Subpoenas for Electronic Data.
Subpoenas issued by courts of competent jurisdiction will be responded to by the Board in compliance with federal and state law pursuant to the advice and direction of the Board Attorney.Using Only VHCS Approved Electronic Communication Services. Only VHCS district-supported email accounts and ParentSquare shall be used for communications to and from school employees, to and from parents or other community members, to and from other educational agencies, to and from vendors or other associations, and to and from students for school business.
* See Document I. Password and Authentication Control Standards
Remote Access. This policy establishes standards for connecting to the VHCS network or customer networks where VHCS provides managed services. Its purpose is to reduce the risk of data breaches, cyber incidents, or unauthorized access that could lead to loss of sensitive data, damage to VHCS systems, or harm to the district’s reputation.
This policy applies to all VHCS staff, contractors, vendors, and agents using VHCS-owned or personal devices to perform work remotely, including accessing email and internal web resources.
Remote access is only permitted through VHCS-approved VPN solutions and at the approval of the superintendent or designee. All other methods require explicit approval from the Director of Technology or the Data Governance Committee.
Personally Identifiable Information (PII), confidential, or internal data accessed remotely must be protected to the same standards as on-network data. This data may only be stored in cloud services approved by the Data Governance Committee or its designee.
Physical Security: Access to areas in which information processing is carried out shall be restricted only to appropriately authorized individuals. Technology closets, network racks, and/or any infrastructure equipment is housed in locked areas via keyed access or card access.
It is the user's responsibility to ensure that systems above are not left logged in, unattended, and open to unauthorized use.
No technological systems that may contain information as defined above shall be disposed of or moved without adhering to the appropriate Purchasing and Disposal of Electronic Equipment procedures.
*See Document H. Physical and Security Controls
*See Document J. Purchasing and Disposal ProceduresIT Disaster Recovery: VHCS must be able to recover critical systems and data within a reasonable timeframe following an emergency. All incidents (e.g., fire, vandalism, system failure, natural disaster, or cyber incident) must be reported immediately to the Superintendent or designee.
The Disaster Recovery Plan includes:
● A prioritized list of critical services, data, and contacts
● Processes for restoring lost data and maintaining operations during disruptions
● Procedures for regularly testing and updating the recovery planPlan objectives:
● Enable operation from a standby facility
● Restore VHCS systems at primary sites
● Minimize disruption to VHCS operations*See Document N. IT Disaster Recovery
Compliance
The Data Governance Policy applies to all users of VHCS’s information, including employees, staff, volunteers, and outside affiliates. Failure to comply with this policy by employees, staff volunteers, and outside affiliates may result in disciplinary action up to and including dismissal in accordance with applicable VHCS procedures, or, in the case of outside affiliates, termination of the affiliation.In the event VHCS students attempt actions that violate designated access in accordance with VHCS’ policies, possible disciplinary/corrective action will be instituted per the Student Code of Conduct. A more comprehensive outline of acceptable student behavior in regard to VHCS technologies and their use is included in the VHCS Acceptable Use Policy.
Depending on the nature and severity of the incident, violations may be escalated for legal action or law enforcement involvement in accordance with applicable laws.
Disciplinary actions may be taken for violations, including but not limited to the following:
● Unauthorized disclosure of PII or Confidential Information.
● Unauthorized disclosure of a log-in code (User ID and password).
● Attempting to obtain a log-in code or password that belongs to another person.
● Using or attempting to use another person’s log-in code or password.
● Unauthorized use of an authorized password to invade student or employee privacy by examining records or information for which there has been no request for review.
● Installing or using unlicensed software on VHCS’s technological systems.
● The intentional unauthorized altering, destruction, or disposal of VHCS’s information data and/or systems. This includes the unauthorized removal from VHCS of technological systems, such as but not limited to laptops, internal or external storage, computers,
servers, backups, or other media, copiers, etc. that contain PII or confidential information.
● Attempting to gain access to log-in codes for purposes other than for support by
authorized technology staff, including the completion of fraudulent documentation to
gain access.Audit Controls: Hardware, software, and/or procedural mechanisms that record and examine activity in information systems that contain or use PII, sensitive, or confidential data are in use. Further, procedures are in place to regularly review records of information system activity, such as audit logs, access reports, and regular cybersecurity audits.
Evaluation: VHCS requires that periodic technical and nontechnical evaluations of access controls, storage, and other systems be performed in response to environmental or operations changes affecting the security of electronic PII to ensure its continued protection.
*See Document H. Physical and Security Controls
Documents Referenced for Clarification and Training
A. Laws, Statutory, Regulatory, and Contractual Security
B. Requirements Information Risk Management Practices
C. Definitions and Responsibilities
D. Data Classification Levels
E. Acquisition of Hardware
F. Acquisition of Software Procedures
G. Virus, Malware, Spyware, Phishing and Spam Protection
H. Physical and Security Controls
I. Password and Authentication Control Standards
J. Purchasing and Disposal Procedures
K. Data Access Roles and Permissions
L. National Data Privacy Agreement (NDPA)
M. Artificial Intelligence (AI) Use Guidelines Regarding Data Privacy
N. IT Disaster Recovery*All forms that require signature and acknowledgement are found on our VHCS website, online
registration portal, and online staff compliance training portal. -
Policy 4.11: Political Activity
Original Adopted Date: 05/20/2015 | Last Revised Date: 09/10/2018
Board employees may participate in political activities to the full extent permitted by the United States Constitution and federal and state laws securing the right to engage in such activities, subject to the following restrictions:- Employees may not appropriate Board property or resources for use in political campaigns, and may not engage in partisan political activities (including but not limited to the distribution of campaign material or literature) during regular school or duty hours or at Board sponsored or sanctioned events, functions, or at activities at which the employee is on duty or assigned official responsibilities;
- Employees may not represent their political beliefs or positions on political matters to be those of the Board or other Board officials, or to falsely assert or imply that their political activities or positions are endorsed by or undertaken in the name of the Board or other Board officials.
- Candidates and representatives of candidates for political office may not be invited or allowed to address student groups except when such candidates are participating in a forum or like format that is designed to provide all candidates the opportunity to participate. Such forums may be conducted only for appropriate age groups, and with the advance approval of the school principal and the Superintendent; and
- Political signs may not be placed on schools or school board property. Campaign literature and other material may not be distributed on Board property during the regular school or work day, and may not be distributed at school or Board sponsored events or activities in a manner that impedes the normal and safe movement of pedestrian or vehicular traffic, that creates any other safety hazard or risk, or that disturbs or disrupts the function, activity, or event.
- Notwithstanding these restrictions, any common area that is available for use by the general public may be used for political purposes as long as such area is available to all candidates on an equal basis and such activity does not disrupt the normal business of the property.
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Policy 4.12: Automatic External Defibrillator (AED)
Original Adopted Date: 05/20/2015
The Superintendent is authorized to develop procedures regarding the use of AEDs.
5. Personnel
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Policy 5.1: Employee Qualifications and Duties
Original Adopted Date: 05/20/2015 | Last Revised Date: 09/10/2018
5.1.1 General Requirements – Employees have a duty to perform their jobs responsibly and in a conscientious manner. In addition to any specific job requirements set forth in job descriptions or elsewhere, employees are expected to meet the following general performance and service standards.- Employees are required to be punctual and to attend work regularly.
- Employees are required to perform the duties and responsibilities that are assigned to them by the Board, the Superintendent, or their supervisor(s). Such duties and assignments may extend beyond or outside the instructional day and may include off-campus functions, events, and activities.
- Employees are expected to treat all students, co-employees, visitors, and guests of the Board with respect. Employees are expected to demonstrate moderation, restraint, and civility in their dealings with others and, in general, to serve as appropriate role models for students in their behavior and demeanor.
- Employees are required to obey all laws, ordinances, Board policies, and supervisory directives, and are expected to follow the Alabama Educator Code of Ethics and other pertinent authority while carrying out duties for the Board.
- Employees whose duties include the instruction or supervision of students must provide effective supervision, discipline, organization, and instruction of the students.
- Employees must complete and submit required reports accurately and in a timely fashion.
- Employees must respect, protect, and exercise due care in the handling, use, and operation of Board property and equipment.
- Employees shall at all times maintain appropriate, “professional” distance from students and shall not engage in conduct (including communication of any kind) that constitutes, solicits, or suggests sexual, romantic, or inappropriately familiar interaction with students. As used herein, the term "Student" means any student with whom the employee has, has had, or could prospectively have a professional, teaching, counseling, coaching, mentoring, advisory, supervisory, or working relationship. The term "Student" also includes any student who, by reason of his or her age, mental or physical condition, or other circumstances is practically or legally incapable of consenting to the relationship in question.
- Employee Attire – Employees are required to report to work or to school functions in attire that is appropriate to their position and the nature of the function and that is in keeping with generally accepted standards of decorum and professionalism. Service and other employees who are issued uniforms shall wear uniforms when required.
- Employees shall promptly disclose to the Board any fact that would disqualify them from employment or that renders them unable to perform their essential job functions.
5.1.2 Special Requirements:- Work Schedules (Teachers) – Supervisory and instructional duties of teachers commence a minimum of fifteen (15) minutes prior to the actual arrival and conclude fifteen (15) minutes after the departure of students. Except as may otherwise be provided or required by the Board, the minimum instructional day for teachers is seven and a half (7.5) hours. Assignments and duties may extend beyond the instructional day and may include off-campus functions, events, and activities; conferences and meetings with parents; supervision of student arrival and departure; and preparation for the following instructional day. Teachers will be provided a minimum of thirty (30) minutes free of instructional and supervisory responsibilities each instructional day.
- Work Schedules (Support Personnel) – The Superintendent is authorized to establish work schedules, including minimum work times, for support personnel.
- Professional Certification – In addition to requirements established by the State Board of Education and the pertinent job description, professional employees must hold a degree from an accredited college or university and hold a current, valid, and properly endorsed Alabama Teacher’s Certificate, which will be maintained in the Superintendent’s office. A teacher who has completed the certification process but has not received the certificate may be employed on tentative or temporary compensation pending verification of certification from the State Department of Education. Upon receipt of such verification, appropriate adjustments will be made to the teacher’s salary. If a teacher earns a higher certificate from the State Department of Education or a higher degree from a regionally accredited institution that merits increased compensation under the approved salary schedule, any salary increase will become effective upon Board approval following receipt of documentation of the new degree or certification from the State Department of Education.
- Substitute Teachers – The Superintendent is authorized to develop a procedure for obtaining appropriately qualified substitute teachers for approval by the Board.
[Reference: Ala. Admin. Code r. 290-2-1-.01(1)(a)2.(i)(II) -
Policy 5.2: Hiring
Original Adopted Date: 05/20/2015
5.2.1 Application Procedures – Job applicants for all positions must file a formal application with the Assistant Superintendent of the Board. Applications must be completed in full. All information provided in the application must be truthful. Any misrepresentation of a material fact on an employment application may disqualify the applicant from consideration for the position and may subject an employee to adverse employment action, including termination.5.2.2 Qualifications – Applicants must meet the minimum qualifications of the position as provided in Board policy, the job description for the position, the posted advertisement for the position, or as may otherwise be established by the Board, applicable law, or regulation. Applicants must hold such degrees, licenses, certificates, and like credentials as may be necessary, appropriate, or customary for the position in question.
5.2.3 Hiring Authority – The Board is responsible for making all final hiring decisions, and no hiring decision is official, final, or effective unless and until it is approved by a vote of the Board. No principal, administrator, supervisor, or other employee has authority to hire an applicant without Board approval or to commit the Board to specific action regarding employment.
5.2.4 At-Will Employment – Except as may otherwise be provided or required by law, by contract, or by the specific terms of their appointment, all personnel are deemed “at-will” employees and may be terminated, demoted, reassigned, suspended, or disciplined with or without pay, or with reduced pay, and with or without cause.
5.2.5 Nepotism
a. Supervisory Relationships – Employment decisions and relationships that violate any provision of Alabama law, including state ethics and nepotism laws, are prohibited. The Superintendent is authorized to take action to identify and correct violations of the policy in a manner consistent with applicable law.b. Employment of Family Members – Board members, administrators, or supervisors may not use their positions to directly or indirectly seek or secure the employment of any family member as defined in the Alabama Ethics Law.
[Reference: ALA. CODE §41-1-5]
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Policy 5.2.6: Teachers' Bill of Rights Model Policy
Original Adopted Date: 09/30/2024 | Last Reviewed Date: 09/30/2024
The Teachers' Bill of Rights requires every teacher to have an approved classroom management plan and affords teachers the right to exclude disruptive students from their classrooms in certain circumstances. The purpose of this policy is to outline the standards applicable to the development and approval of required classroom management plans; the standards applicable to the exclusion of a student from the classroom by a teacher; and the appeal process available to a teacher if a student is returned to the classroom by the principal.For purposes of this policy, the term principal also includes an assistant principal, vice principal, or his or her designee.
A. Classroom Management Plans: Each classroom plan must be approved by the principal before the tenth day of instruction for students during each academic year. Principals are authorized to set a deadline for submission of classroom management plans by teachers that provides them with ample time to review and approve plans and see revisions.
B. Exclusion of Student from Classroom by Teacher: A teacher may exclude a student from his or her classroom due to their behavior only if:
- The student has:
- Engaged in disorderly conduct, which is defined by the Act as any conduct that intentionally disrupts, disturbs, or interferes with the teaching of students or disturbs the peace, order, or discipline at any school;
- Behaved in a manner that obstructs the teaching or learning process of others in the classroom;
- Threatened, abused, intimidated, or attempted to intimidate an education employee or another student;
- Willfully disobeyed an education employee;
- Uses abusive or profane language directed at an education employee;
- The referring teacher followed his or her approved classroom management plan before excluding the student from the classroom; and
- The referring teacher completes any required referral form and submits it to the principal or his or her designer when the student is excluded and referred to school administration.
C. Principal Review and Decision: The Superintendent shall develop guidance and procedures for principals to handle instances of student exclusion pursuant to this policy and consistent with Alabama and Federal law.
D. Appeal: An appeal may be filed by a teacher if (1) a principal refuses to allow a student to be excluded from the classroom under this policy, or (2) a teacher believes the school principal has prematurely ended the exclusion of a student from the classroom under this policy.
The appeal process available under this policy may not be invoked if:- The decision not to exclude a student from the classroom or to return a student to the classroom results from a decision reached at the end of a school disciplinary hearing required by the Code of Conduct or state or federal law;
- A 504 or IEP team or other legally authorized person or entity determines that a student with a disability has the right to remain in or return to the classroom under the Individuals with Disabilities Education Act (IDEA), Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990; or
- The student is otherwise legally entitled to remain in or return to the classroom.
- Filing of Appeal: The teacher must complete and submit the approved appeal form to the Superintendent within 2 school days of the principal's refusal to exclude the student from the classroom or the return of the student to the teacher's classroom.
- Status of Student During Appeal: During the pendency of an appeal, the decision of the principal regarding the placement of the student, if any, will remain in effect.
- Administrative Review: Upon receipt of a timely appeal, the Superintendent or designee shall start an investigation of the appeal. The investigation may include interviews of the teacher, the principal, and/or witnesses; obtaining or reviewing written statements, classroom management plans, or other pertinent documents; holding administrative conferences, and any other lawful action deemed necessary to reach a just disposition of the appeal at the discretion of the investigator.
Upon completion of the investigation, the Superintendent or designee shall prepare a written recommendation regarding the issues raised in the appeal.
The written recommendation of the Superintendent shall be transmitted to the teacher within 10 school days of the date on which the appeal is filed, unless the Superintendent needs additional time to issue a written decision. In which event, the teacher shall be notified of same in writing and advised of when the decision will be issued.
4. Appeal to Local Board of Education: A teacher may appeal the decision to the Local Board of Education by filing a written notice of appeal with the Superintendent within 5 school days of receipt of the Superintendent's written decision.
The Superintendent shall transmit to Local Board Members for their review a copy of the written appeal, the decision, and all evidence considered at any state of the administrative review process.
Not later than 30 day(s) following receipt of the notice of appeal by the Superintendent, the Local Board shall meet to consider the appeal. After consideration of the appeal and administrative record, the Local Board shall meet to consider the appeal. After consideration of the appeal and administrative record, the Local Board may, by majority vote:
a) Affirm the decision of the Superintendent;
b) Reverse or modify the Superintendent's decision; or
c) Defer final action pending a hearing before the Local Board5. Hearing Process: If a hearing is requested by a majority of the Local Board, the hearing shall be set within 30 days. The hearing procedures shall be determined by the Local Board. A final Local Board decision on the appeal shall be issued within 5 school days after the hearing ends. The Local Board shall give written notice of its final decision to all parties.
6. Local Board's Decision: The Board's decision shall be final, and the Superintendent will take steps to implement the decision.
7. This policy shall be enforced only to the extent it complies with Section 6 of Act 2024-409.
- The student has:
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Policy 5.3: Probationary Employment
Original Adopted Date: 05/20/2015
Employees are required to serve the maximum period of any probationary service provided or permitted by law before tenure, non-probationary status, or any other statutorily sanctioned form of employment security will be recognized by the Board. -
Policy 5.4: Non-Teaching Supplemental Duties
Original Adopted Date: 05/20/2015
Compensation in the form of supplements may be paid for noninstructional supplemental duties in accordance with rates specified or established for such duties in the Board’s official salary schedule. Such duties include coaching and sponsorship of athletic support organizations (e.g., cheerleaders, flag teams, drill teams) as well as scholastic support activities (e.g., yearbook, service clubs, academic honoraries). Such supplemental duties are considered additional nonteaching assignments to be made and approved on an annual basis or otherwise as the needs of the school require. Such supplemental duties are not considered to be a part of a teaching contract or appointment, and no tenure, continuing service status, non-probationary status, or contractual right to continued employment or compensation for such supplemental assignment will be recognized or implied in the absence of a separate written contract of employment providing for such rights. -
Policy 5.5: Professional Development
Original Adopted Date: 05/20/2015
The Superintendent will develop and implement an ongoing program of professional training and development that is designed to enhance the competencies of professional and support staff. Employee attendance and participation in such training institutes, workshops, seminars, and programs may be made mandatory by the Superintendent. The unexcused failure of an employee to attend or participate in such professional development activities may constitute grounds for termination of employment or other disciplinary action. -
Policy 5.6: Employee Conflicts of Interest
Original Adopted Date: 05/20/2015
Employees may not use their offices or positions for personal gain and must adhere to applicable provisions of the Alabama Ethics Law. Employees may only engage in outside employment under the following terms and conditions:
a. Employees will not engage in outside business activities or render any service for another employer during such time as duties and responsibilities have been assigned by the Board;b. Employees will not accept outside employment that would interfere with or impair the ability of the employee to perform duties as a Board employee effectively;
c. Employees may not accept work that could compromise the employee’s independent judgment in the exercise of duties for the Board;
d. Employees may not use or disclose confidential information acquired through Board employment for their personal gain or for the benefit of a third party.
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Policy 5.7: Employee Gifts
Original Adopted Date: 05/20/2015
Employees may accept gifts from students or other members of the public if the gifts are in accordance with the Alabama Ethics law or other pertinent state laws.Employees may accept gifts or gift cards purchased from pooled donations within a class, team, or other school organization for the employee’s personal use provided that the amount that each person gives does not exceed twenty-five dollars ($25.00) and that the contribution to the pool does not result in the donor’s exceeding the aggregate amount of allowable gifts for that year.
[Reference: Ala. Code §36-25-1, et seq.; Alabama Ethics Opinion 2011-12]
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Policy 5.8: Employee Evaluations
Original Adopted Date: 05/20/2015
5.8.1 Certified Personnel – Certified employees (other than contract principals) will be evaluated in accordance with an evaluation program approved for use by the Alabama State Board of Education. Contract principals will be evaluated in accordance with rules, regulations, and requirements promulgated by the State Department of Education or as may otherwise be permitted by law.5.8.2 Non-Certified Personnel – Non-certified personnel may be evaluated in accordance with criteria and procedures to be developed by the Superintendent.
5.8.3 Use of Evaluations in Connection With Employment Decisions – Unless prohibited by law (including applicable regulations) or the terms of the evaluation instrument, employment evaluations may be considered in making employment decisions, together with such other information and considerations as may reasonably bear upon the wisdom, necessity, or advisability of the employment decision. However, employment evaluations are intended to enhance the overall quality of the school system’s instructional program and are not intended to confer, constitute, or give rise to any individual right, entitlement, or enforceable expectation of continued employment or advancement. Accordingly, except as may be specifically provided otherwise in state law applicable to “contract principals,” employees do not acquire any employment right or right of legal action based on any actual or alleged failure on the part of the Board or the evaluator to follow specific evaluation policies, regulations, or procedures.
5.8.4 Special Evaluation Situations – The Superintendent, the Chief School Financial Officer, and other employees who serve in positions of special trust or sensitivity may be evaluated by such means as may be permitted by law or applicable regulation or as agreed to in an employment contract
5.8.5 Exempt Personnel – Except when required by law or contract, temporary, substitute, and occasional employees, or employees appointed to supplemental positions (e.g., coaches, extracurricular activity sponsors) will not be formally evaluated in those roles.
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Policy 5.9: Personnel Records
Original Adopted Date: 05/20/2015
5.9.1 Content of Personnel Files – A central personnel file will be maintained for all regular employees. The personnel file may contain information regarding the employee’s current assignment, payroll status, and work history, including but not limited to job qualifications, certification, licenses, employment contract(s), evaluation data, disciplinary information, and such other documents, written materials, and data as may be reasonably deemed necessary and appropriate by the Board for sound and efficient personnel administration. Anonymous material and other matters that are prohibited by law, regulation, or Board policy from being maintained in personnel files may not be included therein. Employees may reasonably supplement or respond in writing to any material contained in the personnel file with which they disagree and such responses will also be included in the personnel file.5.9.2 Alternate Data Storage – Personnel file data may be stored or maintained electronically or digitally.
5.9.3 Confidentiality – In general, the contents of an employee’s personnel file will be deemed confidential except for documents, information, and materials that are matters of public information or public record under applicable state or federal law.
5.9.4 Access to Personnel Files – Board members, the Superintendent, Board administrators (including principals), and other persons whose duties reasonably require access to personnel files are authorized to view, copy, and use the contents of personnel files for purposes that are required by or in keeping with their official duties on behalf of the Board.
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Policy 5.10: Employee Leave
Original Adopted Date: 08/25/2025 | Last Reviewed Date: 08/25/2025
5.10.1 Work Attendance an Essential Job Function – Punctual, regular attendance is an essential job function of every job and position, and employees are expected to report to work when scheduled to work and to remain at work each working day.5.10.2 Absences – Except as otherwise authorized under Board policy, employees may be absent from work only in the following circumstances:
a. Illness, injury or other qualifying reason for sick leave or on-the-job injury leave under state law or the Family Medical Leave Act;b. Personal leave;
c. Vacation leave;
d. Professional leave;
e. Military leave;
f. Court leave;
g. Other unpaid leave that is specifically approved by the Board upon a showing of substantial hardship or extraordinary circumstances.
Employees who know in advance that they will be absent from work must notify the Board of the expected absence in accordance with procedures specified by the Superintendent or the Board. In the event of an emergency or incapacity that makes advance notice impractical, employees must notify the Board of their absence as early as possible. Except as otherwise provided or permitted, an employee who is absent from work without approved leave will be considered absent without leave in violation of Board policy and subject to appropriate disciplinary measures. If after a period of five (5) consecutive working days of absence an employee has failed to notify his or her supervisor, then the Vestavia Hills Board of Education will consider such absences as a resignation. In such instances the employee has voluntarily quit their job and the position will be considered vacant unless circumstances beyond the control of the employee prevent the employee from giving notice. Employees who are approved for paid leave or absences will be paid at the regular daily rate of pay; however, a day of paid leave or absence will not be counted as a day worked for the purposes of computing overtime under the Fair Labor Standards Act. Pay will be reduced on a pro rata basis for leaves or absences not covered by sick, vacation, personal, or other appropriate form of paid leave. The continuation of benefits during an approved absence is subject to the provisions of the particular benefit policy or plan.
5.10.3 Paid Sick Leave
a. Persons Eligible for Paid Sick Leave – All regular full time employees are eligible for paid sick leave.b. Earning and Accumulation of Paid Sick Leave – All eligible employees earn sick leave days at the rate provided for in state law. Nine or ten month employees who work during summer school earn one sick day for the entire summer session. Eligible employees may accumulate sick leave as provided by state law.
c. Use of Sick Leave – Eligible employees may only use paid sick leave for absences caused by the following:
1. Personal illness;
2. Incapacitating personal injury;
3. Attendance upon an ill member of the employee’s immediate family (parent, spouse, child, foster child currently in the care and custody of the employee, sibling, child currently in the care and custody of the employee for whom a petition for adoption has been filed); or an individual with a close personal tie.
4. Death of a family member, including a spouse, parent, child, sibling, mother or father-in-law, son or daughter-in-law, brother or sister-in-law, nephew or niece, grandparent, grandchild, aunt or uncle;
5. Death, injury or sickness of another person who has unusually strong personal ties to the employee, such as a person who stood in loco parentis; or
6. Attendance upon an adopted child, who is three years of age or younger.
Sick leave taken for the purpose of attending to an adopted child may be taken for a maximum of eight weeks, or 320 consecutive hours.
d. Certification – Employees must certify that sick leave was used for one of the reasons provided in state law and specify the reason. If the employee’s principal or department head has probable cause to believe that an employee has abused or misused sick leave, a physician’s statement verifying the existence and nature of the illness or medical condition may be required by the Board. Abuse of sick leave may subject the employee to disciplinary action.
[Reference: Ala. Code §16-1-18.1 (1975)]
5.10.4 The Board will address on-the-job injury claims consistent with the requirements of Alabama Code § 16-1-18.1(d) and the Maryann Leonard Educators' On-the-Job Injury Act. Consistent with those laws, on-the-job injury means any accident or injury to a full-time employee or adult bus driver arising out of and in the course of employment or occurring during the performance of job duties for the Board. On-the-Job Inquiry does not include a mental disorder or mental injury that has neither been produced nor proximately caused by some physical injury to the body. Consistent with Alabama Code § 16-1-18.1(d), the Board may require medical certification from a licensed physician stating that the employee was injured and cannot return to work due to a specified injury, if there is a reasonable expectation that the employee will return to work and, if so, the expected date of that return. The Board may require a second opinion from a licensed physician. The Superintendent is authorized to develop procedures and forms to ensure the effective implementation of this policy.
[Reference: Ala. Code §16-1-18.1 (1975)]
5.10.5 Personal Leave – All regular, full time employees are eligible for five (5) personal leave days annually (two days provided by State and three additional local days). Employees who take more than two (2) full days of personal leave during a school year will be charged the current daily rate of pay for the employee’s substitute (regardless of whether or not a substitute is employed) for each additional leave day taken.Personal leave must be requested in writing in accordance with such procedures as may be established by the Superintendent or the Board. Personal leave may not be taken immediately before or after a school holiday or in the first or last ten days of a school term unless approved by the Superintendent. Full Time employees may be compensated for unused personal leave, provided by the state (2 days are given by the state), at the end of the school year at the approved daily rate, if requested in writing. Full time employees may choose to convert unused personal leave days to sick leave days at the end of the school year.
[Reference: Ala. Code §16-8-26 (1975)]
5.10.6 Vacation
a. Eligible Employees – All regular full-time twelve-month employees are eligible for paid vacation.b. Vacation Benefits – Eligible employees will earn vacation benefits as follows:
1. Regular full-time twelve month employees shall earn vacation at the rate of one day per month cumulative to a maximum of twenty (20) days. Any days earned above twenty (20) days but not taken will be lost.
c. Accrual and Accumulation of Vacation Time – Vacation time accrues at every month during the year. Vacation days may not be bought, sold, or donated. If an employee retires or resigns, he or she will be paid for unused vacation leave. Should an employee die, his/her beneficiary will be paid for unused vacation leave.
d. Scheduling – Vacation must be scheduled and approved by the immediate supervisor and the Superintendent or designee.
5.10.7 Professional Leave – The Superintendent is authorized to grant professional leave to Board employees to engage in educational activities which, in the judgment of the Superintendent, serve the needs and interests of the school system.
Approval of professional leave shall be the responsibility of the immediate supervisor and the Superintendent or designee. When such leave is granted, it shall be with pay and the Superintendent or designee may authorize payment of needed substitute personnel from school district funds. All leave shall be approved in advance, and such leave time shall be granted at the discretion of the Superintendent based on available finances and educational value to the school district.
5.10.8 Military Leave – Military leave is available to all eligible employees in accordance with state and federal law.
5.10.9 Court Leave – Permanent and full-time employees are entitled to regular compensation while performing jury duty (Ala. Code §12-16-8) or when the employee is summoned under subpoena or other legal requirement to testify at trial in a court of law or in an administrative proceedings constituted under the statutory authority of the agency conducting the proceedings. Paid leave is not authorized for employees to meet with attorneys, to attend depositions, or to otherwise prepare for legal proceedings unless the presence of the employee is requested or required by the Board.
5.10.10 Unpaid Study Leave – Upon written application by the employee, the Board may provide an unpaid leave of absence for up to one year to pursue study or professional growth opportunities. Such leave is available to nonprobationary certified personnel only. Except as provided to the contrary by applicable law, the employee shall not be entitled to return to the same position held before the commencement of leave, and may be assigned to a different work location or position upon return from leave at the discretion of the Board.
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Policy 5.11: Family and Medical Leave Act (FMLA)
Original Adopted Date: 08/25/2025 | Last Reviewed Date: 08/25/2025
5.11.1 Eligible Employees – The FMLA is applicable to all persons who have been employed for at least twelve (12) months and have worked a minimum of 1,250 hours during that twelve (12) month period.5.11.2 Medical Leave Provided by the Act – Under the FMLA, eligible employees are entitled to twelve (12) weeks of unpaid leave during any twelve (12) month period for one or more of the following reasons:
a. The birth and first year care of a newborn child;b. The placement of a foster child or adoption;
c. The care of an immediate family member, defined as a spouse, child or parent, with a serious health condition;
d. The taking of medical leave because of the employee’s own serious health condition.
For the birth, adoption, or foster placement of a child, the entitlement to leave for child care expires at the end of the twelve (12) month period beginning on the date of birth, adoption, or placement. Leave associated with the illness of a child will only be provided if the child is under eighteen (18) years of age or is incapable of self care due to physical or mental disability.
If an employee has available sick leave, vacation leave, paid parental leave, or other applicable paid leave, the employee must utilize those forms of leave when taking unpaid leave under the FMLA. In that instance, the paid leave and the FMLA leave will run concurrently and the employee's unpaid FMLA leave will be reduced by the paid leave utilized, as long as the need for such leave results from one or more of the qualifying reasons under the FMLA.
5.11.3 Serious Health Conditions – The term “serious health condition” means an illness, injury, impairment, or physical or mental condition that involves the following:
a. Any period of incapacity in connection with or following inpatient care in a hospital, hospice, or residential medical care facility.b. Continuing treatment by a health-care provider, to include any period of incapacity due to:
1. A health condition, including treatment and recovery, lasting more than three (3) consecutive days, and any subsequent treatment or period of incapacity relating to the same condition;
2. Pregnancy or prenatal care;
3. A chronic, serious health condition which continues over an extended period of time, requires periodic visits to a health care provider, and may involve episodes of incapacity (e.g., asthma and diabetes);
4. A permanent or long-term condition for which treatment may not be effective (e.g. Alzheimer’s, severe stroke) and for which supervision of a health-care provider is required;
5. Multiple treatments for restorative surgery or for a condition which would likely result in a period of incapacity of more than three (3) days if not treated.
5.11.4 Military Family Leave Provided by the Act
a. Qualifying Exigency Leave – Under the FMLA, an eligible employee with a spouse, child, or parent on active duty or called to active duty status in the National Guard or Reserves in support of a contingency operation may utilize the twelve (12) week medical leave entitlement to address qualifying exigencies resulting from that service.b. Military Caregiver Leave – An eligible employee, who is the spouse, child, parent, or next of kin of a covered service member, is entitled to take up to twenty-six (26) weeks (including any medical leave provided by the Act) of unpaid leave during any twelve (12) month period (beginning the first day of the leave) to care for an individual covered service member with a serious injury or illness incurred in the line of duty while on active duty that may render the service member medically unfit to perform the duties of the member’s office, grade, rank, or rating. A covered service member is a member of the Armed Forces, including the National Guard and Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness incurred in the line of duty on active duty.
5.11.5 Spouse Employed by the Board – Spouses who are both employed by the Board are limited to a combined total of twelve (12) weeks of family leave for the birth and care of a newborn child, for the placement of a child for adoption or foster care, for the care of a parent who has a serious health condition, and for qualifying exigency leave. Spouses who are both employed by the Board are limited to a combined total of twenty-six (26) weeks for military caregiver leave.
5.11.6 Intermittent Leave – An employee may take leave intermittently or on a reduced leave schedule only when medically necessary to care for a spouse, parent, or child or to receive planned medical treatment. Intermittent leave should be scheduled to the extent practicable so as not to unduly disrupt the operations of the Board. Intermittent leave may be further limited for teachers in accordance with federal law.
5.11.7 Notice – Employees seeking leave under the FMLA must provide thirty (30) days advance notice of the need to take leave when the need is foreseeable. When the need for leave is unforeseeable, employees should notify their supervisors as soon as possible. Employees must also provide notice of the need for qualifying exigency leave as soon as practicable.
5.11.8 Certification for Medical or Military Caregiver Leave – Every request for FMLA leave based upon the serious health condition of the employee or employee’s spouse, children, or parents, or leave as a military caregiver must be supported by medical certification issued by the appropriate health care provider on forms provided by the Board.
For leave based on a serious health condition of the employee or employee’s spouse, child, or parent, the Board reserves the right to obtain a second opinion from an independent health-care provider designated by the Board. If the opinion received by the employee and the second opinion conflict, the Board and the employee must agree on a third provider to issue a binding opinion. Both the second and third opinions (if necessary) will be at the expense of the Board.
5.11.9 Certification for Qualifying Exigency Leave – Certification will be required by the Board for requests for qualifying exigency leave. Certification must be timely submitted on forms available from the Board. For the first such request, certification may include a copy of the military service member’s duty orders or other military documentation.
5.11.10 Return to Work – The Board may require an employee who has taken leave due to the employee’s own serious medical condition to provide the Board with a healthcare provider’s certification in order to return to work. Any employee who takes leave under these provisions will be entitled to be restored to the original position held when the leave commenced or to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment.
5.11.11 Maintenance of Benefits – Benefits accrued by the employee before leave is taken are not lost when approved FMLA leave is taken. Employees who are on approved FMLA leave will remain eligible to participate in benefit programs in which the employee was enrolled at the time of the leave, provided that the employee will continue to be responsible for payment of employee’s portion of any cost, premium, or like payment that is required to maintain eligibility for the coverage or benefit. An employee that does not return to work after FMLA leave, will be required to reimburse the Board for the cost of benefits coverage extended to the employee during the leave, unless the reason for the employee’s failure to return to work is (i) a continuing serious health condition suffered by either the employee or a family member, or (ii) other circumstances beyond the employee’s control.
5.11.12 Instructional Employees – Medical leave taken by eligible instructional employees is subject to further limitations and provisions established by the FMLA. The Superintendent or his designee is authorized to develop additional information and guidelines concerning Instructional Employees.
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Policy 5.12: Sick Leave Bank
Original Adopted Date: 05/20/2015
A “Sick Leave Bank” plan for full-time certified and classified employees is hereby established in accordance with applicable provisions of state law. A Sick Leave Bank Committee will be established to oversee the operations of the Sick Leave Bank in accordance with state law and the following provisions:
a. Sick Leave Bank Committee – The Sick Leave Bank Committee will be composed of one member representing the Board and four members representing participating members of the sick leave bank.Board Representative – The Member representing the Board will be appointed by the Superintendent,
subject to Board approval.
Participant Representatives – The participant representatives will be selected by the sick leave bank
members.
b. Procedures for Selecting Employee Representatives on Committee1. Nomination – Before each election of participant representatives, the Board will hold an open nomination period. Any employee who is eligible to participate in the sick leave bank may be nominated for one of the participant representative positions. Nominations must be written and must be received in the office of the Superintendent by the deadline specified in a notice to be provided by the Superintendent or his designee through Board publications and other means of communication that are generally used for such purposes.
2. Voting – Each eligible nominee will be placed on the Sick Leave Bank Committee ballot. Voting will take place by ballot at Board facilities at the time specified or as may otherwise be provided by the Board. Supervision of voting will be by local facility personnel. Voting members will be required to verify their ballot by signing the Board’s voter record. Votes will be forwarded to the office of the Superintendent or his designee for final tabulation. The four candidates receiving the highest number of votes will serve as participant representatives on the Sick Leave Bank Committee.
c. Term of Committee Members – Sick Leave Bank Committee members will serve for a term of one year and may not serve for more than five years.
d. Chairman of the Sick Leave Bank Committee – The Sick Leave Bank Committee will elect a chairman from among its representatives at its first annual meeting. The chairman will be responsible for recording organizational minutes, for conducting meetings, and for organizing meetings as necessary.
e. Meetings – The Sick Leave Bank Committee will meet at least annually following each enrollment period. The Committee will also meet as necessary in its discretion.
f. Sick Leave Bank Committee Duties – The Sick Leave Bank Committee will develop proposed rules and regulations for the Sick Leave Bank, to be submitted to participating members for approval. At a minimum, said rules and regulations must include those terms and provisions that are required by statute. The Committee has the authority to review both participation in the Bank and requests for leave to ensure compliance with state law, Board policy, and such rules and regulations as may be adopted by the Sick Leave Bank Committee.
g. Employee Participation – Participation in the Sick Leave Bank is voluntary and open to all full-time employees of the Board. However, employee participation is subject to such rules and regulations regarding enrollment procedures, deposits, withdrawals, and participation as may be developed by the Committee.
[Reference: Ala. Code §16-22-9 (1975)]
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Policy 5.13: Administrative Leave
Original Adopted Date: 05/20/2015
The Superintendent is authorized to place an employee on administrative leave upon a determination that the best interests of the school system would be served by such action. Administrative leave relieves the employee of regular work responsibilities pending resolution of the matters or circumstances that gave rise to the leave. Administrative leave is not disciplinary in nature or purpose and does not affect the employee’s compensation, benefits, tenure, or nonprobationary status. Administrative leave may be accompanied by such additional restrictions or conditions as may reasonably be imposed by the Superintendent under the circumstances (e.g., limitation on access to school property). The status of employees who are on administrative leave will be reviewed and reported to the Board periodically or as otherwise may be directed by the Board. -
Policy 5.14: Equal Employment Opportunity
Original Adopted Date: 05/20/2015 | Last Revised Date: 11/30/2020 | Last Reviewed Date: 11/30/2020
5.14.1 Unlawful Discrimination Prohibited – The Board is an equal opportunity employer. Personnel actions and decisions will be made without regard to factors or considerations prohibited by federal or state law (as such laws may from time to time be amended), including but not limited to race, color, religion, sex, national origin, age, disability, and genetic information.5.14.2 Implementing Regulations Authorized – The Superintendent is authorized and directed to implement such rules, regulations, procedures, and directives as necessary and appropriate to implement and enforce this policy and any law prohibiting discrimination in the workplace, including the designation of one or more complaint/grievance investigators, officials, or coordinators, the development of complaint or grievance procedures for responding to allegations of unlawful discrimination, the provision of training or dissemination of instructional materials and advisories to appropriate staff members, and the administration of corrective or remedial action in response to violations of the law and of this policy.
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Policy 5.15: Sexual Harassment
Original Adopted Date: 05/20/2015 | Last Revised Date: 10/26/2020 | Last Reviewed Date: 10/26/2020
The Board strictly prohibits unlawful discrimination in all of its programs, offices, departments and facilities. Sexual harassment, as defined by law, is a form of unlawful discrimination and will not be tolerated from employees or other persons associated with the Board.5.15 Sexual Harassment Prohibited - Sexual harassment in any form that is directed toward employees is prohibited. Persons who violate the policy will be subject to the full range of disciplinary consequences up to and including termination as dictated by the nature and severity of the violation and other relevant considerations. If appropriate, the circumstances constituting the violation may be reported to law enforcement agencies for further investigation and action.
5.15.1 Definition of Sexual Harassment – Title IX regulations define sexual harassment to include one or more of the following:
An employee conditioning the provision of an aid, benefit, or service of the school/school district on an individual's participation in unwelcome sexual conduct (i.e., quid pro quo sexual harassment);
Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the school/school district's education program or activity; or
Sexual assault, dating violence, domestic violence, or stalking, as each of those terms is defined by federal statutes enumerated in the Title IX regulations, 34 C.F.R. § 106.30(a)
5.15.2 Examples of Prohibited Conduct – The following are examples of conduct that may constitute sexual harassment, depending on individual circumstances:
a. Verbal harassment or abuse of a sexual nature, including graphic or derogatory comments, the display of sexually suggestive objects or pictures, and sexual propositions;b. Repeated unwelcome solicitation of sexual activity or sexual contact;
c. Unwelcome, inappropriate sexual touching;
d. Demands for sexual favors accompanied by implied or overt promises of preferential treatment or threats with regard to an individual’s employment status.
5.15.3 Sexual Harassment Complaint Procedures Authorized - The Superintendent is authorized and directed to establish, implement and revise more detailed sexual harassment complaint procedures in compliance with Title IX that are designed to provide employees who believe that they are victims of unlawful sexual harassment with a thorough, discreet, and prompt internal procedure for investigating and resolving sexual harassment complaints. The process and procedures will be drafted so as to provide supportive measures, facilitate the gathering of relevant facts and evidence, permit timely assessment of the merits of the complaint, provide an opportunity for informal resolution of complaint where appropriate, eliminate any harassment that is established by the investigation, and prevent any retaliation based upon filing of the complaint. The procedures will reflect due regard for the legal rights and interests of all person involved in the complaint, and will be drafted, explained, and implemented so as to comply with federal regulations, and to be understandable and accessible to all employee population groups.
5.15.4 Initial Confrontation of Accused Harasser Not Required - An employee who invokes the harassment complain procedure will not be required to present the complaint to the accused or suspected harasser for resolution. In no case will any employee who is the subject of a complaint be permitted to conduct, review, or otherwise exercise decision-making responsibility in connection with the processing of the complaint.
5.15.5 Confidentiality – To the extent possible, reports of sexual harassment will be kept confidential; however, complete confidentiality cannot be guaranteed.
5.15.6 Retaliation Prohibited – No retaliation or adverse action may be imposed as a result of a good faith complaint or report of sexual harassment. False accusations that are made in bad faith or for improper reasons may result in disciplinary action.
5.15.7 Penalties for Violation – Any employee who violates the terms of this policy or who impedes or unreasonably refuses to cooperate with a Board investigation regarding allegations of sexual harassment will be subject to appropriate disciplinary action, up to and including termination.
5.15.8 Notice of Policy to be Promulgated - The Superintendent will promulgate and disseminate this policy and the complaint procedures to applicants for admission and employment, the schools, parents and legal guardians, unions and professional organizations, and will take such other steps and measures as may be reasonably available and expedient for informing the school community of the conduct prohibited by this policy and the recourse available to employees who believe that they have been subjected to sexual harassment.
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Policy 5.16: Reduction-In-Force
Original Adopted Date: 05/20/2015
5.16.1 Definition and Scope:
a. This policy applies to reductions-in-force that are implemented by “layoffs” as contemplated by Ala. Code §16-1-33 (1975).b. A reduction-in-force may be declared by the Board of Education and layoffs approved thereunder if the Board determines that decreased student enrollment or a shortage of revenues requires a reduction in the work force (beyond normal attrition) in order to maintain effective provision of educational services or to meet the Board’s financial, legal, or operational obligations.
c. A “layoff” within the meaning of this policy is a separation from employment with the Board of Education. However, employees who are laid off under authority of this policy are eligible for recall to employment as conditionally provided in this policy. The term “layoff” does not include or apply to the expiration of temporary, occasional, or “at-will” appointments or to decisions not to renew or extend employment beyond the expiration of annual or other specified terms of appointment.
5.16.2 Criteria for Implementing Layoffs:
a. The order, priority, rank, or selection of individual employees who are to be laid off under authority of this policy shall be determined on the basis of objective criteria. However, nothing herein shall be deemed or construed to limit or abridge the Board’s legislative discretion to identify areas, departments, groupings, or classifications for reductions (layoffs). (For example, the Board is not required to justify by objective criteria or otherwise a decision to implement layoffs in noninstructional categories or employees before doing so with instructional staff).b. The criterion or criteria on which the layoffs are to be based shall be announced or otherwise made known by the Board to employees affected by the layoff no later than the date notice of the layoff is provided to the employees.
c. “Objective criteria” within the meaning of this policy may include any lawful selection standard (or combination of standards) that is verifiable, calculable, measurable, or otherwise determinable by means or methods other than the personal or subjective judgments or opinions of the person(s) applying the criteria, and that would be expected to produce the same result if applied to the same employees or group of employees by different persons. For purposes of this policy, objective criteria may include, but are not limited to:
· Seniority, longevity, or time in service that will be more specifically described in the notice of layoff that is provided to affected employees
· Years of experience
· Degrees, certification, or licensure
· Job classification
· Written or otherwise documented performance evaluations that can be fairly, accurately, and objectively compared to other similarly situated employees for the purpose of ordering or ranking, provided that such evaluations predate the RIF announcement or declaration by not less than thirty days
5.16.3 Recall. Employees who have been laid off under the terms of this policy will be given priority in filling positions as enrollment or financial circumstances warrant, provided that:
a. The nature of the position and qualifications therefore have not materially changed;b. The laid-off employee remains properly qualified, licensed, or certified; and
c. The laid-off employee confirms in writing his or her availability for and interest in re-employment to the Board’s Director of Human Resources in accordance with any directives that may be contained in or transmitted in conjunction with the notice of layoff.
Circumstances permitting, and to the extent practicable, the selection of employees for recall will be based on the criteria that were applied to the layoffs themselves if there are more employees eligible for recall than positions available to fill. When layoffs occur over a period of time, the Board will take relative length of separation from service into consideration in assigning recall priority, other factors being equal. In no case will any right to be recalled to employment extend beyond one year from the effective date of the employee’s layoff. Recalled employees will retain credit for the tenure, years of service, and the pay and benefit status they held on the effective date of their layoff. No pay, benefits, status, or additional rights will accrue or be credited to the recalled employee for the time he or she has been laid off.
5.16.4 Notice. Notification of layoff and recall shall be by United States certified or registered mail, hand delivery, or such other means as are reasonable under the circumstances. Upon receipt of notification of recall, a laid-off employee shall respond affirmatively to the notice of recall in accordance with such specific directions or instructions as may be contained therein. Any laid-off employee who does not so respond or who otherwise declines an offer of reemployment by the Board will be deemed to have waived any right to be recalled under the terms of this policy.
[Reference: Ala. Code §16-1-33 (1975)]
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Policy 5.17: Unauthorized Payments
Original Adopted Date: 05/20/2015
5.17.1 Notification to the Employee – Upon discovery of any unauthorized or erroneous payment or disbursement of funds to an employee, the Board will attempt in good faith to notify the employee of such unauthorized payment and to reach agreement with the employee, if possible, regarding the amount and terms of repayment. Notification to the employee will consist of a letter mailed or delivered to the employee’s last known address. The notice will specify the amount owed, the method by which the amount was calculated, a proposed schedule of repayment, an opportunity for the employee to review or examine any documents or other evidence supporting the claimed overpayment, and an opportunity for the employee to object in person or in writing to the amount or manner of the proposed withholding to provide an alternative plan of repayment. Unless the Board’s ability to recover funds in question could be jeopardized by doing so, the Board will arrange a reasonable schedule of repayment so as to avoid undue hardship to the employee.5.17.2 Retention and Recovery Authorized – If no objection to the proposed withholding is received within a reasonable time (to be specified in the notification letter), monies may be retained in the manner and to the extent described in the notification. If the employee objects to the proposed withholding, the Superintendent or his designee may, upon consideration of the objection and information and argument (if any) submitted in connection therewith, take such action as may be warranted under the circumstances and inform the employee in writing of the decision. If the employee is dissatisfied, he may contest the decision through the Board’s complaint procedure. Monies may be withheld by the Board pending completion of the grievance process, provided that, should the Board later pay over to the employee monies that have been retained under authority of this policy, such payment(s) will reflect all appropriate deductions and will include accrued interest from the date of withholding at the rate specified by the then-effective rate applicable to interest on unpaid judgments under Alabama law. If, after exhausting reasonable efforts to do so, the Board is unable to contact the employee in the first instance, the Board may retain or withhold from compensation or other payments due the employee an amount sufficient to satisfy the indebtedness; provided that any such retention or withholding will be subject to review and reconsideration at the request of the employee.
5.17.3 Repayment Required as a Condition of Reemployment – The Board reserves the right to require repayment of any outstanding indebtedness as a condition to reemployment of any former employee.
5.17.4 Procedures Not Exclusive – The provisions, procedures, and method of review specified herein are in addition to those that are otherwise available to the parties under law for the retention or recovery of funds, and for administrative or judicial review thereof.
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Policy 5.18: Drug and Alcohol Testing of Safety Sensitive Employees
Original Adopted Date: 05/20/2015 | Last Revised Date: 07/22/2019
5.18.1 Scope – The Board will conduct employee drug and alcohol testing for employees in safety sensitive positions as required by and in accordance with federal law. Testing will be required for all employees holding a commercial drivers’ license (CDL) or who occupy a safety sensitive position as designated by the Board (“covered employees”).5.18.2 Prohibited Alcohol and Controlled Substance-Related Conduct – In addition to activities identified in other policies, rules, and procedures, Board employees are prohibited from the following:
- Reporting to duty or remaining on duty to perform safety-sensitive functions while having an alcohol concentration in excess of the standard set by the Federal Highway Administration (FHWA);
- Being on duty or operating a vehicle while possessing alcohol;
- Consuming alcohol while performing safety-sensitive functions
- Consuming alcohol within eight hours following an accident for which a post-accident test is required, or prior to undergoing a post-accident alcohol test, whichever comes first;
- Refusing to submit to an alcohol or controlled substance test required by post-accident, random, reasonable suspicion, or follow-up testing requirements;
- Consuming alcohol or being under the influence of alcohol within eight (8) hours of going on duty, operating, or having physical control of a vehicle;
- Reporting for duty or remaining on duty when using any controlled substance, except when instructed by a physician who has advised the driver and the Board, in writing, that the substance does not adversely impact the performance of any safety-sensitive duty;
- Reporting for duty, remaining on duty, or performing safety sensitive functions with controlled substances in the employee’s system.
In the event of a violation of this policy, the employee shall be removed immediately from safety-sensitive duties and shall be subject to such further actions, including disciplinary action up to and including termination, as deemed appropriate by the Superintendent and the Board.
5.18.3 Testing Program Authorized – The Superintendent is directed to establish a testing program whereby all covered employees will be tested for the presence of alcohol and controlled substances. The following tests may be conducted:
- Pre-employment Testing – Prior to the first time a covered employee performs a safety-sensitive function for the Board, the employee must undergo testing for alcohol and controlled substances.
- Post-accident Testing – Each surviving driver who is involved in an accident involving any school board vehicle shall submit to testing as soon as practicable following such accident if such driver:
- Was performing a safety-sensitive function with respect to such vehicle and the accident involved the loss of human life, or
- Such driver receives a citation within eight (8) hours of the occurrence under state or local law for a moving traffic violation arising from the accident.
- Was involved in an accident which involved:
- Bodily injury to any person who, as a result of the injury, receives medical treatment within eight (8) hours of the accident and/or
- One or more motor vehicles incurs damage.
- Each such driver shall remain readily available for such testing if he does not remain so readily available, may be deemed to have refused to submit to testing. Transportation supervisors shall provide drivers with necessary post-accident information, procedures and instructions, prior to the driver operating the school bus, so that drivers will be able to comply with the requirements of this policy. Failure of transportation supervisors to provide such information does not relieve the driver of the driver's obligation under this policy. The tests required by this subsection shall be administered as soon as practicable following the accident.
- Random Testing – The Board will conduct unannounced random alcohol and controlled substance testing of its covered employees.
- Reasonable Suspicion Testing – A covered employee must submit to alcohol or controlled substance testing whenever there is reasonable suspicion of alcohol misuse or the use of controlled substances based on specific, contemporaneous, and articulable observations concerning violation of this policy, the appearance, behavior, speech, or bodily odors of the employee.
- Return-to-Duty Testing – A covered employee must submit to return-to-work alcohol and/or controlled substance test before being permitted to return to work following a positive alcohol or controlled substance test or other violation of this policy or federal regulations.
- Follow-up Testing – Any employee who continues performing safety-sensitive functions for the Board, following a determination that the employee requires assistance in resolving problems associated with alcohol misuse or the use of controlled substances, shall be subject to unannounced follow-up alcohol or controlled substance testing as directed by the Board’s substance abuse professional (SAP).
5.18.4 Administration of Program – The Superintendent is authorized to oversee the Board’s testing program, to contract with appropriate providers to implement the program, to develop guidelines, rules and regulations, to implement training programs, to develop and distribute educational materials and appropriate notices to covered employees, and to take such further action as may be required by federal law.
[Reference: Omnibus Transportation Employee Testing Act of 1991]
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Policy 5.19: Searches (Personnel)
Original Adopted Date: 05/20/2015
a. Board Property – All school system property, facilities, and grounds may be entered, inspected, and searched for any lawful purpose by Board officials or their designees at any time, without prior notice and to the fullest extent permitted by law. The right to enter, inspect, and search includes and extends to (but is not limited to) Board owned or controlled offices, desks, file cabinets, lockers, storage areas, computers, files, documents, data, and devices however and wherever kept, stored, or maintained.b. Employee Property – The Board reserves the right to inspect employees’ vehicles, purses, files, and other personal property if a supervisor forms a reasonable individualized suspicion that the property contains evidence of a violation of Board policy or contains any material, object, or substance that otherwise creates or presents a risk of harm or injury to the school, the workplace, or persons therein.
c. Use of Recovered Items – Property, material, substances, information, or records that are obtained, discovered, or recovered as a result of a search may be retained and used for any lawful purpose.
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Policy 5.21: Prohibition on Aiding and Abetting Sexual Abuse
Original Adopted Date: 11/30/2020 | Last Reviewed Date: 11/30/2020
The employees, contractors and agents of the Vestavia Hills Board of Education are prohibited from assisting another school employee, contractor or agent in obtaining further or new employment if the Vestavia Hills Board of Education or the employee, contractor or agent of the Vestavia Hills Board of Education knows, or has probable cause to believe, that the person engaged in sexual misconduct with a minor or a student in violation of the law.- “Assisting” includes, but is not limited to, giving a favorable recommendation to a potential employer, but does not include the routine transmission of administrative and personnel files or information related to name of employee, contractor or agent, dates of employment/contract, position held or work performed, and/or rate of pay.
- “‘Sexual misconduct’ is the umbrella term federal regulators use to categorize behavior that includes sexual assault, unwanted sexual contact, and sexual harassment including as defined within the Clery Act.
Exception: The requirements of this prohibition do not apply if the information giving rise to probable cause (to believe that the person engaged in sexual misconduct with a minor or a student in violation of the law) has been properly reported to a law enforcement agency and any other authorities as required by local, state or federal law or regulations (including, if applicable, the Board’s Title IX Coordinator), AND at least one of the following conditions applies:
- The matter has been officially closed or the prosecutor or law enforcement agency with jurisdiction over the alleged misconduct has investigated the allegations and notified school officials that there is insufficient information to establish probable cause that the school employee, contractor or agent engaged in sexual misconduct regarding a minor or student in violation of the law; or
- The school employee, contractor or agent has been charged with, and acquitted or otherwise exonerated of the alleged misconduct; or
- The case or investigation remains open and there have been no charges filed against or indictment of the school employee, contractor, or agent within four years of the date on which the information was reported to a law enforcement agency.
Reference: 20 U.S.C. 7926(a) (§8546(a) of ESEA/ESSA
6. Students
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Policy 6.1: Admissions and Attendance
Original Adopted Date: 08/25/2025 | Last Revised Date: 09/29/2025 | Last Reviewed Date: 09/29/2025
6.1.1 Compulsory Attendance and Entrance Age – All persons between the age of six (6) and seventeen (17) years of age are required by state law to attend school for the minimum number of scholastic days prescribed by the State Board of Education unless the person holds a certificate of exemption issued by the Superintendent or is otherwise exempt under state law.- Kindergarten Age Requirement – A student must be five years old on or before September 1, the date set by state guidelines, to be admitted for kindergarten for the current school year. If an underage child transfers from a public kindergarten in another state, they may be admitted on approval of the local board of education, on a space available basis.
- First Grade Age Requirement – A child who successfully completes kindergarten by the date on which school begins shall be entitled to admission to the first grade at the opening of schools for that school year or as soon as practicable thereafter.
- A child who is six years of age on or before December 31, or the date on which school begins, and who has not successfully completed kindergarten, shall be entitled to admission to the first grade at the opening of schools for that school year or as soon as practicable thereafter. If a child does not meet first grade readiness, as determined on the assessment approved by the State Board of Education, the child shall be enrolled in first grade and receive immediate interventions. The Superintendent or designee is authorized to develop procedures for advertising first grade readiness strategies and resources to help prepare students.
- An underage child, regardless of whether he or she has successfully completed kindergarten or otherwise demonstrates first grade readiness, may be admitted to the first grade if the underage child transfers from the first grade of a school in another state.
- Nothing in this section shall affect the eligibility of students for special education services as provided by federal and state law.
[Reference: Ala. Code §16-28-4 (1975)]
6.1.2 Admission to Schools
- Resident Students – The Vestavia Hills Board of Education shall be solely responsible for the education of students in all grades residing in its city limits. The Vestavia Hills Board of Education will not permit any student to enroll and/or attend any school within the system, unless the student actually resides full time with his or her parents or legal guardian in the school attendance areas. Exceptions to this policy shall only include:
- Children of employees of the Vestavia Hills Board of Education whose residence is located outside the corporate limits of the City of Vestavia Hills may choose to attend the Vestavia Hills City Schools and may do so without payment of out-of-district tuition.
- Senior students who legally attended Vestavia Hills High School during the prior school year may attend Vestavia Hills High School for their senior year even though they live outside of the attendance area; provided, however, that said student pays out-of-district tuition the amount of which shall be established from time to time by the Board of Education.
- For purposes of this policy, the primary domicile of the parent, parent with primary physical custody, or the court appointed legal guardian is the legal residence for purposes of enrollment in school. The legal residence, as used herein, shall mean the true, fixed and permanent home and principal establishment to which, whenever absent, the parent, parent with primary physical custody, or the court appointed legal guardian of the student has the intention of returning. The legal residence, as used herein, is distinguished from a temporary or secondary place of residence established for some specific purpose, but not the fixed permanent residence of the parent, parent with physical custody, or the court appointed legal guardian.
- Delegation of Authority – A Delegation of Parental Authority, Ala. Code 26-2A-7, does not establish residence for the purpose of school enrollment. The mere filing of a Dependent complaint, Custody Affidavit and Petition, Ala. Code 26-2A-75, in Jefferson County Family Court does not create the necessary parental or custodial relationship required to establish residence for the purpose of school enrollment. A Dependent Complaint, Custody Affidavit and Petition properly filed in Jefferson County Family Court and granted by the judge is sufficient to confer the requisite parental or custodial relationship to establish residence for the purpose of school enrollment.
- Guardianship – Conservatorship of the estate and/or guardianship shall not be used to determine school assignment. Guardianship of the person shall only be accepted upon the following conditions:
- The guardianship must be ordered and issued by a Court of competent jurisdiction; and
- The actual and full time residence of the guardian must be within the Vestavia Hills school attendance area; and
- The student must reside with the guardian on a full time basis.
- Non-resident Students – The Board does not permit students who do not reside within the Vestavia Hills School District to attend schools within the school system. Current students who subsequently move out of the school district may be allowed to continue to attend Vestavia Hills schools for the remainder of the current semester upon payment of tuition. The Board will not provide transportation to and from school or homebound instruction outside of the city limits of Vestavia Hills.
- Homeless, Migrant, Immigrant, English Language Learners and Students in Foster Care Enrollment Policy
- It is the policy of the Vestavia Hills Board of Education to provide all students, including English Language Learners, Migrant, Immigrant, Homeless and students in Foster Care with meaningful and appropriate educational programs allowing all students the same benefits and rights of participation regardless of race, color, disability, sex, religion, national origin, or age. The enrollment of English Language Learners, Migrant, Immigrant, Homeless and students in Foster Care shall not be denied or delayed due to any of the following barriers:
- Lack of birth certificate
- Lack of school records or transcripts
- Lack of immunization or health records
- Lack of proof of residency
- Lack of transportation
- Guardianship or custody requirements
- Language barriers
- Disabilities
- School Placement of Homeless Students: It is the policy of the Vestavia Hills Board of Education to make school placement decisions in the "best interest" of a homeless or unaccompanied youth. Any homeless student will continue in the school of origin for the duration of homelessness when a family becomes homeless between academic years or during an academic year; or for the remainder of the academic year if the child or youth becomes permanently housed during an academic year. The student may enroll in any school that non-homeless students who live in the attendance area in which the student is actually living are eligible to attend.
If school enrollment decision is contrary to the wishes of the child or youth's parent/guardian, the school district will provide the parent, guardian, or unaccompanied youth with a written explanation of the decision, a statement of the right to appeal, and procedure for appealing the placement decision. The complainant must file a School Enrollment Dispute form with the school district in which the student is presently enrolled. The Homeless Liaison will take steps to resolve the dispute.
When a dispute arises regarding school placement or enrollment, the system will immediately enroll the homeless student in the school in which enrollment is sought by the parent, guardian, or unaccompanied youth, pending resolution of the dispute. The parent or guardian of the child or youth shall be provided with a written explanation of the school's decision regarding school selection or enrollment, including the rights of the parent, guardian, or youth to appeal the decision. The Homeless Liaison will expeditiously take steps to resolve the dispute. If the dispute cannot be settled by the Homeless Liaison, the liaison will assist the complainant in seeking technical assistance from the State Coordinator for Homeless Education at the Alabama State Department of Education.
- It is the policy of the Vestavia Hills Board of Education to provide all students, including English Language Learners, Migrant, Immigrant, Homeless and students in Foster Care with meaningful and appropriate educational programs allowing all students the same benefits and rights of participation regardless of race, color, disability, sex, religion, national origin, or age. The enrollment of English Language Learners, Migrant, Immigrant, Homeless and students in Foster Care shall not be denied or delayed due to any of the following barriers:
- Students Expelled or Suspended from Other School Systems – Any student who is under suspension or expulsion from another school system or a private, parochial, or other school will not be permitted to enroll until the student has satisfied the conditions for readmission set by the expelling or suspending board or authority in addition to generally applicable admission requirements established by the Board.
- Required Documentation – Students entering the school system for the first time, regardless of grade level, are not required to submit a birth certificate, but may be requested to submit a birth certificate or another form of acceptable documentation to verify the student’s age. A social security number may also be requested, but such request is voluntary and is not a requirement of enrollment.
In addition, students may also be required to submit other registration materials as school officials may reasonably require including, but not limited to, a certificate of immunization or an exemption as prescribed by the Department of Public Health and signed by a private physician or appropriate health department official.
The Superintendent may accept alternate forms of evidence or modify otherwise applicable requirements as necessary and appropriate to accommodate migrant, immigrant, English Learner, or homeless students. - Placement of Students – The Board will determine the placement of newly enrolled students in accordance with state law.
6.1.3 Attendance Zone and Class Assignment:
- Attendance Zone Assignment – Students will be assigned to the school serving the attendance zone in which his parent(s) or legal guardian reside(s). A student whose parent or legal guardian moves from one attendance zone to another during the school year will be transferred to the school attendance zone in which the new residence is located. The student may be permitted to remain in the school attendance zone that serves the former residence until the end of the year with the approval of the Superintendent. A parent or legal guardian who has documented plans to move to a new attendance area during the first or second grading period of the school year may have his child enrolled in the school serving the new residence upon approval by the Superintendent.
- Class Assignment – Principals will assign students to classes in keeping with school accreditation standards and any procedures or criteria that may be established at the system or school level.
6.1.4 Absences and Excuses – Students are not permitted to be absent from school without a valid excuse. Absences will be designated as excused or unexcused. Excused absences will be permitted for the following reasons:
- Illness that endangers the student's health or the health of others.
- Students that are deemed ill by the school nurse on a given day.
- Death in immediate family.
- Legal quarantine.
- Students that are receiving healthcare, hospitalized, etc.
- Inclement weather that would be dangerous to the life and health of the child as determined by Vestavia Hills City Schools.
- Legal requirements for students.
- Observance of any sacred day set aside by a recognized religious denomination of which the student is a member.
- Military deployment date of a student's parent.
- Emergency conditions as determined by Vestavia Hills City Schools.
- Absences approved by the principal.
- Any other permissible reason for absence contained in the Student Handbook.
Documentation supporting an excused absence must be submitted within three (3) days of student's return to school or the absence will be deemed to be unexcused. Excessive unexcused absences may result in a loss of academic credit or referral of the matter to juvenile or other appropriate legal authorities for investigation.
6.1.5 Truancy – Parents or guardians are required to ensure that students under their care, custody or control attend school regularly. Habitual or excessive absence from school may require Board officials to refer the matter to juvenile authorities or to initiate truancy proceedings.
[Reference: Ala. Code §16-28-1, et seq. (1975); Ala. Admin. Code 290-3-1-.02]
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Policy 6.2: Transfers and Withdrawals
Original Adopted Date: 05/20/2015
6.2.1 Transfers – The Board may permit transfers between schools within the school system for good cause. Transfer requests must be submitted in writing and must include detailed reasons for the request. The Superintendent may approve or deny a transfer request in light of the stated reasons for the request, the capacity and resources of the schools, the student’s record (including behavior, grades, attendance, and other factors), and the best interests of the student and of the school system. The existence or availability of a transfer process does not create or give rise to any right to attend a particular school, and school assignment remains wholly with the discretion of the Board.6.2.2 Withdrawals – No student of compulsory attendance age will be permitted to withdraw from school except in accordance with state law and any withdrawal procedures that may be developed by the Superintendent.
[Reference: Ala. Admin. Code 290-3-1-.02]
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Policy 6.3: Student Fees, Fines and Charges
Original Adopted Date: 05/20/2015
Reasonable fees, fines, and charges not prohibited by law may be established by the Superintendent. All such fees, fines, and charges will be collected and accounted for in accordance with the procedures, rules, and regulations to be developed by the Chief School Financial Officer or as provided in the Board finance or local school finance manual(s). -
Policy 6.4: Concussions
Original Adopted Date: 05/20/2015
Drawing on such medical and other authoritative publications and resources as may be available, the Board will:
a. Develop materials and information that are designed to educate students and their parents or guardians about the nature of concussion and brain injury and the risks of continuing to participate in athletics after receiving a concussion or brain injury;b. Suitably summarize such materials on a concussion and head injury information sheet which is to be provided annually to current and prospective student athletes and their parents or guardians. Prior to the student’s participation in practice or competition, the head coach of the team must obtain and keep on file a copy of the information worksheet signed by the team member and his or her parent or guardian.
c. Develop a program designed to educate coaches on how to learn to recognize the symptoms of a concussion and how to seek proper medical treatment for a person suspected of having a concussion. The training shall be provided by qualified medical personnel or persons with special expertise in recognizing and responding to concussions and brain injuries, and shall be offered to every coach prior to the beginning of practice for the athletic team that he or she coaches.
d. Promulgate or otherwise inform coaches of the statutory requirement that a youth athlete must be removed “from participation and may not return to play the day of the injury and until the athlete is evaluated by a licensed physician and receives written clearance to return to play from a licensed physician.”
The Board may use information and forms prepared by the Alabama High School Athletic Association as they may be revised from time to time, but nothing in any such materials should be interpreted or otherwise understood to create a duty or standard of care on the part of any person charged with its implementation.
[Reference: Ala. Code §22-11E-2 as amended by Act of Alabama 2012-314]
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Policy 6.5: Extracurricular Activities
Original Adopted Date: 05/20/2015
6.5.1 General – Students may be offered an opportunity to participate in extracurricular activities and organizations. Extracurricular activities must meet the following criteria:
a. The organization or activity must be approved by the school principal and must have an assigned faculty supervisor or sponsor;b. The organization or activity must promote or serve the intellectual, cultural, personal, or physical development of the student in a manner that is consistent with the purposes of public education, the Board’s legal mandate, mission statement, policies, and regulations, and with applicable requirements of state and federal law;
c. The organization or activity must operate under and subject to general supervision of school officials; and
d. The nature of the organization and its activities are not inconsistent with and do not interfere with instructional activities or requirements.
Student participation or membership in such organization activities may be governed by the specific policies of the organization and is subject to review and approval by the principal.
6.5.2 Athletics – Participation in Board sanctioned athletic programs will be on such terms and conditions as may be approved by the Board and any athletic association of which the Board is a member. Schools may establish terms and conditions for participation in such programs as long as school eligibility criteria are not inconsistent with system-wide eligibility or participation criteria, rules, regulations, or standards established by any athletic association or organization of which the Board is a member, or any rule, principle, or provision of applicable law.
6.5.3 Academic Ineligibility – Participation in Board sanctioned athletic programs will be on such terms and conditions as may be approved by the Board, provided in applicable law or established by any athletic association of which the Board is a member.
[Reference: Ala. Admin. Code 290-3-1-.02(19)]
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Policy 6.6: Off-Campus Events
Original Adopted Date: 05/20/2015
Student participation in and travel to off-campus events, concerts, functions, and activities, and the use of school buses or other transportation for such purposes may be authorized under and subject to the following terms and conditions:
a. The destination is an activity, event, or function that services a bona fide educational or related extracurricular purpose, or is an athletic event or function sponsored or sanctioned by the school or the school system and the state athletic association;b. Adequate information regarding the trip (e.g., destination, duration, purpose, educational purpose, mode of transportation, nature and extent of student participation) has been provided to the principal, program director, and Superintendent.
c. Adequate arrangements are made for supervision and other risk management considerations (e.g., parental permission, medical treatment authorization, special insurance requirements);
d. Properly certified and qualified drivers have been selected and arrangements for the costs of the trip (e.g., salary, fuels, maintenance, lodging) have been made; and
e. Board approval of the trip is obtained.
The Superintendent is authorized to develop additional specific requirements for participation in and travel to and from official events and activities that are consistent with the terms of this policy.
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Policy 6.7: Student Publications
Original Adopted Date: 05/20/2015
The Superintendent is authorized to develop rules and regulations regarding student publications. Student publications are subject to and will be expected to meet standards associated with responsible journalism. The principal and student publication sponsor are responsible for the content of such publications. -
Policy 6.8: Equal Educational Opportunities
Original Adopted Date: 05/20/2015
No student will be unlawfully excluded from participation in, be denied the benefits of, or subjected to discrimination in any program or activity offered or sponsored by the Board on the basis of race, ethnicity, color, disability, creed, national origin, sex, immigrant or migrant status, non-English speaking ability, or homeless status. -
Policy 6.9: Title IX
Original Adopted Date: 05/20/2015 | Last Revised Date: 10/26/2020 | Last Reviewed Date: 10/26/2020
6.9.1 Prohibition – In accordance with Title IX (20 U.S.C. §1681, et seq.), and its regulations (34 C.F.R. Part 106), the Board strictly prohibits discrimination on the basis of sex or gender in its programs or activities, including sexual harassment, as defined by law and Board policy. Inquiries regarding the application of Title IX regulations may be referred to the Board's Title IX Coordinator, to the Assistant Secretary for Civil Rights of the Department of Education, or both. Sexual harassment complaints should be filed and reviewed under the Board’s student sexual harassment policy or its employee sexual harassment policy as applicable. All other complaints under Title IX will be filed and reviewed according to the Board’s general complaint and grievance procedures.6.9.2 Title IX Coordinator – The Superintendent is authorized and directed to designate a Title IX Coordinator, whose duties will include but not be limited to receiving and responding to Title IX inquiries and complaints, and compliance with the regulations.
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Policy 6.10: Student Sexual Harassment
Original Adopted Date: 05/20/2015 | Last Revised Date: 10/26/2020 | Last Reviewed Date: 10/26/2020
6.10.1 Sexual Harassment Prohibited – Sexual harassment in any form that is directed toward students is prohibited. Persons who violate the policy will be subject to the full range of disciplinary consequences up to and including termination (for employees) and expulsion (for students) as dictated by the nature and severity of the violation and other relevant considerations. If appropriate, the circumstances constituting the violation may be reported to law enforcement agencies or child welfare agencies for further investigation and action.6.10.2 Definition – Title IX regulations define sexual harassment to include one or more of the following:
- An employee conditioning the provision of an aid, benefit, or service of the school/school district on an individual's participation in unwelcome sexual conduct (i.e., quid pro quo sexual harassment);
- Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the school/school district's education program or activity; or
- Sexual assault, dating violence, domestic violence, or stalking, as each of those terms is defined by federal statutes enumerated in the Title IX regulations, 34 C.F.R. § 106.30(a).
The following are examples of conduct that may constitute sexual harassment, depending on the circumstances:
a. Verbal harassment or abuse of a sexual nature, including graphic comments, the display of sexually suggestive objects or pictures, and sexual propositions;
b. Repeated unwelcome sexual advances, solicitations of sexual activity or sexual contact;
c. Unwelcome, inappropriate sexual touchings;
d. Demands for sexual favors accompanied by implied or overt promises of preferential treatment or threats with regard to the student’s educational status.
6.10.3 Sexual Harassment Complaint Procedures Authorized – The Superintendent is authorized and directed to establish, implement and revise more detailed sexual harassment complaint procedures that in compliance with Title IX are designed to provide students who believe that they are victims of unlawful sexual harassment with a thorough, discreet, and prompt internal procedure for investigating and resolving sexual harassment complaints. The process and procedures will be drafted so as to provide supportive measures, facilitate the gathering of relevant facts and evidence, permit timely assessment of the merits of the complaint, provide an opportunity for informal resolution of complaint where appropriate, eliminate any harassment that is established by the investigation, and prevent any retaliation based upon the filing of the complaint. The procedures will reflect due regard for the legal rights and interests of all persons involved in the complaint, and will be drafted, explained, and implemented so as to be understandable and accessible to all student population groups and ages.
6.10.4 Initial Confrontation of Accused Harasser Not Required – A student who invokes the harassment complaint procedure will not be required to present the complaint to the accused or suspected harasser for resolution. Students will be permitted to report allegations of suspected harassment to any appropriate Board administrator, teacher, counselor, or employee, and such persons have a duty to promptly refer such allegations to the Title IX Coordinator or to take such action as may be required by the procedures established under Sexual Harassment Complaint Procedures Authorized above. In no case will any employee who is the subject of a complaint be permitted to conduct, review, or otherwise exercise decision- making responsibility in connection with the processing of the complaint.
6.10.5 Notice of Policy to be Promulgated – The Superintendent will promulgate and disseminate this policy and the complaint procedures to applicants for admission and employment, the schools, parents and legal guardians, unions and professional organizations, and will take such other steps and measures as may be reasonably available and expedient for informing the school community of the conduct prohibited by this policy and the recourse available to students who believe that they have been subjected to sexual harassment. -
Policy 6.11: Protection of Pupil Rights Amendment
Original Adopted Date: 05/20/2015
6.11.1 Consent – The Board will obtain parental consent before students are required to participate in a survey that concerns one or more of the following protected areas ("protected information survey") if the survey is funded in whole or in part by a program of the U.S. Department of Education (ED):
a. Political affiliations or beliefs of the student or student's parent(s);b. Mental or psychological problems of the student or student's family;
c. Sexual behavior or attitudes;
d. Illegal, anti-social, self-incriminating, or demeaning behavior;
e. Critical appraisals of others with whom respondents have close family relationships;
f. Legally recognized privileged relationships, such as with lawyers, doctors, or ministers;
g. Religious practices, affiliations, or beliefs of the student or parent(s); or
h. Income, other than as required by law to determine program eligibility.
6.11.2 Notice and Option to Opt Out – Parents will be provided notice and an opportunity to opt a student out of any of the following:
a. Any survey that is designated to obtain protected information from a student, regardless of the source of funding;b. Any non-emergency, invasive physical exam or screening that is required as a condition of attendance, that is administered by the school or its agent, and that is not necessary to protect the immediate health and safety of a student, except for hearing, vision, or scoliosis screenings, or any physical exam or screening permitted or required under state law; and
c. Activities involving collection, disclosure, or use of personal information obtained from students for marketing or for the purpose of selling or otherwise distributing the information to others.
6.11.3 Inspection – Parents will be allowed to inspect, upon request and before administration or use, the following:
a. Protected information surveys of students;b. Instruments used to collect personal information from students for any of the above marketing, sales, or other distribution purposes; and
c. Instructional material used as part of the educational curriculum.
6.11.4 Special Provisions for Certain Students – Students who are at least 18 years old and emancipated minors under state law will be allowed to take the above actions in lieu of their parents or guardians.
6.11.5 Additional Policies and Procedures Authorized – In consultation with parents, the Superintendent is authorized to develop additional policies, and arrangements to protect student privacy in the administration of protected information surveys and in the collection, disclosure, or use of personal information for marketing, sales, or other distribution purposes. The Board will directly notify parents of these policies and procedures at the beginning of each school year and after any substantive changes are approved.
[Reference: 20 U.S.C. §1232h; 34 CFR Part 98]
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Policy 6.12: Student Records
Original Adopted Date: 05/20/2015
Educational records as defined by law or Board policy will be available for examination and review by authorized persons in the manner prescribed and to the extent required by law. Except where the context requires otherwise, the term “educational records” has the meaning given in 20 U.S.C. §1232g(a)(4). Copies of such records may likewise be provided to the extent required and under circumstances specified by applicable law or regulation. The Superintendent is authorized to establish administrative standards and for the reproduction thereof. Parents will be provided required annual notification regarding educational records through the student handbook or by other appropriate means.[Reference: 20 U.S.C. §1232g(a)(4); 34 CFR 99.3]
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Policy 6.13: Student Health Services
Original Adopted Date: 05/20/2015
The Board may offer limited student health services that are designed to address minor medical issues that may arise during the school day or to assist with special or chronic health problems. In cases of acute or contagious illnesses, parents or guardians may be notified and required to pick up the student. If a parent or guardian is not available, the principal or school nurse may contact the Department of Public Health. School officials are authorized to take reasonable and appropriate steps to provide or arrange for the provision of emergency medical services to students who require immediate medical attention. In case of illness or accidental injury not requiring immediate medical attention, standard first aid procedures may be followed. The Superintendent is authorized to develop and promulgate procedures, rules, and regulations concerning the taking, administration, and handling of medication at school consistent with state law and appropriate health standards. -
Policy 6.13.1: Anaphylaxis Policy
Original Adopted Date: 12/16/2015
Background:
On April 3, 2014, the Legislature of the State of Alabama enacted Act Number 2014-402 now set forth at Title 16-1-48, Code of Alabama, 1975 (the “law”), which required the State of Alabama Department of Education to develop an anaphylaxis preparedness program (the “guidelines”) to be adopted by each local board of education and implemented in each K-12 public school commencing with the 2015-2016 scholastic year.
A copy of Title 16-1-48, Code of Alabama, 1975, and the Anaphylaxis Preparedness Guidelines prepared by the Alabama State Department of Education are attached hereto, marked as Exhibit 1 and Exhibit 2 and are incorporated into this policy by reference as though set out fully herein.
The Vestavia Hills City School System recognizes the growing concern with severe life-threatening allergic reactions, especially with regard to food items. Other common causes of anaphylaxis include allergies to latex, medications, and insect stings.
Pathophysiology and treatment:
Anaphylaxis can affect almost any part of the body and cause various symptoms.
The most dangerous symptoms include breathing difficulties and a drop in blood pressure or shock, which are potentially fatal.
Medications
o Epinephrine
o Antihistamines
Treatment of anaphylaxis is centered on treating the rapidly progressing effects of the histamine release in the body with epinephrine. The allergen should also be removed immediately.
Creating an Allergen-Safe School Environment:
The Vestavia Hills City School System supports the three levels of prevention through its methods of creating an allergen-safe environment.
Primary prevention – promotes health and protects against threats before problems occur with food allergy and anaphylaxis awareness and training
Secondary prevention – detects and treats problems early, as in a first –time reaction at school with staff or students. Early treatment of anaphylaxis saves lives.
Tertiary prevention -
o Protecting a student from exposure to offending allergens is the most important way to prevent life-threatening anaphylaxis.
o Avoidance of exposure to allergens is the key to preventing a reaction.
o The risk of exposure to allergens for a student is reduced when the school personnel, medical provider and parent/guardian work together to develop a management plan for the student.
o Educating the entire school community about life-threatening allergies is important in keeping students with life-threatening allergies safe.
Identifying the School TeamSchool District administration – school administrators will support the Anaphylaxis Preparedness Program by helping to monitor the medication supply for availability by keeping it in a secure but accessible location. It is recommended to be stored inside the alarmed wall cabinets in each school. These cabinets are clearly marked and are the location where the AEDs are stored. Support will also be provided to assure school staff are trained and retrained as deemed necessary.
· School Nurse – school nurses will be the Anaphylaxis Preparedness site coordinator for each campus. Each school nurse will work with the principal to ensure staff are trained and retrained as deemed necessary. The school nurses will also monitor the safety and security of the medication by checking the expiration date and inspecting the medication to see if any tampering has occurred. The school nurse will respond to emergencies when possible and continue to function in the role as school nurse with other duties.
· School Medical Director – Dr. Keith Stansell has agreed to serve as the medical director providing authorization for this program. He will assist with program oversight and strive to meet practices offered through research on the topic of anaphylaxis, offering his guidance for the nursing protocols and prescriptive authority.
· Teachers- will be provided information each year on the school program, the signs and symptoms of anaphylaxis, the location of the medication, and the forms. Teachers will be offered training each year to recognize and respond to anaphylactic emergencies.
· Food Service Personnel – will be provided information each year on the school program, the signs and symptoms of anaphylaxis, the location of the medication, and the forms. The food service personnel will be offered training each year to recognize and respond to anaphylactic emergencies.
· Coaches, clerical and support personnel-will be provided information each year on the school program, the signs and symptoms of anaphylaxis, the location of the medication, and the forms. These individuals will be offered training each year to recognize and respond to anaphylactic emergencies as deemed appropriate.
Action Steps for Anaphylaxis Management· Providing necessary precautions and general training for staff in classrooms, the cafeteria, or the gymnasium;
· Training by licensed registered professional nurses for all adults in a supervisory role in the recognition and emergency management of a specific medical condition for specific students;
· Creating Individual Health Care Plans (IHP), Emergency Care Plans (ECP), 504 Plans, or Individualized Educational Plans (IEP) as indicated;
· Having standing emergency medical protocols for nursing staff;
· Maintaining stock supplies of life saving emergency medications, such as EpiPens, in all health offices for use in first time emergencies;
· Following specific legal documents duly executed in accordance with the regulations and laws with medical orders regarding the care of specific students with severe life-threatening conditions;
· Allowing self-directed students as assessed by the school nurse to carry life-saving medication with prior approval by the medical provider, and according to health practice and procedures, as long as duplicate life-saving medication is also maintained in the health office in the event the self-carrying student misplaces their medicines; and
· Assuring appropriate and reasonable building accommodations are in place within a reasonable degree of medical certainty
Medication Safety
Epinephrine auto-injectors will be maintained by the school system to include resupplying as necessary. (Required forms in appendix A - D)
It is the policy of Vestavia Hills City Schools to provide at minimum of four (4) doses of auto-injectable epinephrine (hereinafter called “stock epinephrine”) in each school, to be administered by a school nurse or unlicensed school personnel who have completed an anaphylaxis training program to any student or employee believed to be having an anaphylactic reaction on school premises during the school day.
The school nurse for each school will determine the number of doses and strength of stock epinephrine to obtain based on school population, whether 0.15 mg (for persons weighing between 33 and 66 lbs) or 0.3 mg doses (for persons weighing greater than 66 lbs.) Each school nurse may obtain a supply of stock epinephrine from the website www.epipen4schools.com that is appropriate for the school’s students and staff. Further, the school nurse will determine the best locations for stock epinephrine, based on the logistics in each building. At least two (2) doses of stock epinephrine shall be located with readily-accessible AEDs, and one shall be located in the cafeteria.
Parents of students with known life-threatening allergies and/or anaphylaxis should provide the school with written instructions from the students’ healthcare provider for handling anaphylaxis and all necessary medications for implementing the student-specific order on an annual basis. This anaphylaxis policy is not intended to replace student-specific orders or parent –provided individual medications. This policy does not extend to activities off school grounds or outside of the academic day. In the event that such emergencies occur in other settings, organizers should utilize Emergency Medical Services (911).
(State Regulations and Forms are included in VHCS Procedures Manual.)
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Policy 6.14: Student Conduct
Original Adopted Date: 05/20/2015
The Superintendent will prepare and present to the Board for adoption and periodic revision a Code of Student Conduct (“CSC”), with input from teachers, school personnel, students, parents and guardians, and other members of the education community and, as appropriate, the community at large. The CSC will comprehensively describe the rules and standards of conduct and discipline that will be maintained and enforced within Vestavia Hills City Schools. The CSC will set forth the specific grounds for disciplinary action, the penalties, sanctions, or consequences that may be imposed for a violation of the CSC, the methods and procedures by which violations of the CSC will be determined, and any appeal or review procedures that are available to students. The CSC will incorporate applicable statutory and regulatory requirements, and the hearing and appeal procedures specified in the CSC will conform to applicable statutory and constitutional standards and requirements. The CSC may be incorporated in a student handbook and will be made available to all teachers, school personnel, students, parents and guardians at the beginning of each school year. The CSC will be deemed an extension of Board policy and will have the force and effect thereof.[Reference: Ala. Code §§16-28-12, 16-28A-1 to 3 (1975); Ala. Admin. Code 290-3-1-.02, 290-8-9-.09]
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Policy 6.15: Searches (Students)
Original Adopted Date: 08/25/2025 | Last Reviewed Date: 08/25/2025
a. Board Property – All school system property, facilities, and grounds may be entered, inspected, and searched for any lawful purpose by Board officials or their designees at any time, without prior notice and to the fullest extent permitted by law. The right to enter, inspect, and search includes and extends to (but is not limited to) Board owned or controlled offices, desks, file cabinets, lockers, computers, files, documents, data, and devices however and wherever kept, stored, or maintained.b. Personal Property – Personal property, including but not limited to vehicles, purses, wallets, gym bags, book bags, wireless or electronic devices may be searched by authorized school officials, including school principals or their designees, when reasonable suspicion exists that the property contains prohibited materials, illegal substances, weapons, or other items that are reasonably deemed to present a risk or threat to the safety or welfare of the school community, provided that the nature and extent of the search shall be reasonably related and limited to the suspected violation.
c. Personal Searches – Students may be searched whenever reasonable suspicion exists that the student possesses prohibited materials, illegal substances, weapons, or other items that are reasonably deemed to present a risk or threat to the safety and welfare of the school community. Student searches must be conducted by a school administrator in the presence of another certified school employee and may include a pat-down of the student, a search of personal items and clothing, or a more thorough search upon specific approval of the Superintendent. Personal searches will be conducted with due regard for the age and gender of the student. Searches that require physical contact between the school official and the student, removal of clothing, or examination of the student in a way that would implicate privacy concerns must be conducted and witnessed by officials of the same gender as the student and in a way that preserves the dignity of the student to the extent practicable under the circumstances. Refusal to submit to a search or to cooperate in a search as provided in this policy may be grounds for disciplinary action.
d. Use of Recovered Items – Property, material, substances, information, or records that are obtained, discovered, or recovered as a result of a search may be retained and used for any lawful purpose.
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Policy 6.16: Corporal Punishment
Original Adopted Date: 05/20/2015
The Board does not permit the use of corporal punishment as a consequence for inappropriate behavior provided that school personnel are not prohibited from using appropriate physical contact or intervention in response to emergencies or other circumstances reasonably requiring such action.
[Reference: Ala. Code §16-28A-2 (1975)] -
Policy 6.17: Physical Restraint
Original Adopted Date: 05/20/2015
The Superintendent is authorized to develop written procedures governing the use of physical restraint as required by state law. The procedures will be published in accordance with the requirements of state law.[Reference: Ala. Admin. Code §§290-3-1-.01, 290-3-1-.02]
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Policy 6.18: Student Suspension (including Students with Disabilities)
Original Adopted Date: 05/20/2015
In order to maintain order, minimize the risk of potential personal injury, property damage or disruption, or to permit an orderly investigation and evaluation of a suspected violation of school or school system rules, standards, or policies, principals may temporarily suspend a student pending a conference with the parent or guardian of the student and a final disciplinary decision. Suspension may also be imposed as a disciplinary measure as provided in the Code of Student Conduct. Suspensions will be counted as unexcused absences. Make up work will not be permitted for such absences. Suspension of students with disabilities will be subject to applicable limitations and requirements imposed by the Individuals with Disabilities Education Act (“IDEA”) and its implementing regulations. -
Policy 6.19: Student Expulsion (including Students with Disabilities)
Original Adopted Date: 05/20/2015
Students may be expelled from school for offenses serious enough to warrant such action as provided in Code of Student Conduct or other Board disciplinary policies. Students who are recommended for expulsion may be suspended until such time as the Board meets to consider the recommendation for expulsion. Reasonable notice of the proposed action, the reasons therefore, and an opportunity to be heard will be afforded to the student and the student’s parent or guardian prior to a final decision by the Board regarding expulsion. The Superintendent will notify the student or the student’s parent or guardian, in writing, of any action taken by the Board. The term of an expulsion may extend to the maximum permitted by law. The Board may impose such reasonable limitations on the student’s right to re-enroll in the school system following expiration of expulsion as may be permitted by law. A student who withdraws from school prior to the Board’s consideration of a proposed expulsion may not re-enroll in the school system until the Board holds a hearing or other appropriate proceedings regarding the recommended expulsion. Expulsion of students with disabilities will be subject to applicable limitations and requirements imposed by the Individuals with Disabilities Education Act (“IDEA”) and its implementing regulations. -
Policy 6.20: Electronic Communication Devices
Original Adopted Date: 05/20/2015 | Last Revised Date: 06/24/2025 | Last Reviewed Date: 06/24/2025
A. Possession of Wireless Communication Devices – Students are allowed to bring wireless communication devices into school buildings and onto school grounds. Wireless communication devices include:• A cellular telephone;
• A tablet computer;
• A laptop computer;
• Pager;
• A gaming device;
• A smart watch;
• Airpods; and
• Any other portable electronic device that has the capability of exchanging voice, messaging or other data communication with another electronic device.
The Board is not responsible for the theft, loss or damage to any wireless communication device brought onto campus by a student.
B. Storage of Devices – Unless one of the exceptions listed below applies, wireless communication devices must be turned off and stored off the student’s person in a locker, car or similar storage location during the instructional day, which includes:
• When school is open and in session;
• During class time, lunch transitions between classes, and any non-instructional periods; and
• Any other times students are required to do so by the Code of Conduct or other school rules or are instructed to do so by school staff.
The Superintendent or designee is authorized to determine appropriate storage locations for such devices at school.
C. Prohibition on Use and Exceptions - Students cannot use, operate, or possess a wireless communication device during the instructional day except under the following limited circumstances:
The use, operation, and/or possession of the device is specifically included in the student's Individualized Education Plan (IEP), 504 Plan, or an Individualized Health Plan;
The use, operation, and/or possession occurs during an emergency threatening the life or safety of the student or another person.
The Superintendent or designer is authorized to develop additional guidelines for implementation of these exceptions.D. Disciplinary Action - Any violations of this policy can result in disciplinary action as outlined in the Code of Conduct.
E. Additional Procedures Authorized - The Superintendent or designee is authorized to develop any additional rules necessary to carry out this policy.
F. This policy does not apply to devices issued by the school system.
[Reference: Ala. Code §16-1-27 (1975)]
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Policy 6.20.1: Distribution of Explicit Images
Original Adopted Date: 09/30/2024 | Last Reviewed Date: 09/30/2024
No student shall distribute, display, solicit, possess, or produce a sexually or pornographic explicit image of any individual, including sexually explicit images of a child. This prohibition applies to whether or not the image is of an identifiable person or whether the age of the individual can be determined. This prohibition includes images of known and unknown individuals and those generated by artificial intelligence.
Adopted:
Ref: Act. No. 2024-98 -
Policy 6.21: Drivers' License
Original Adopted Date: 05/20/2015
6.21.1 Drivers’ License – Unless exempted from the requirement by Board policy, a person under the age of 19 years may not under state law obtain a driver’s license or a learner’s permit without being enrolled in school or meeting alternative criteria established by law. Additionally, a driver’s license may be suspended or revoked if a student withdraws or fails to attend school. Students may be exempted or excused from otherwise applicable statutory requirements if their withdrawal or nonattendance is caused by circumstances beyond the control of the student. Circumstances beyond the control of the student may be found with respect to:
a. Students who are mentally or physically unable to attend school; orb. Students who are regularly and legally employed in compliance with the provisions of the Child Labor Law; or
c. Students who, because of the lack of public transportation, are compelled to walk more than two miles to attend a public school.
Students who are denied a driver’s license by virtue of their nonenrollment may appeal a decision affecting the student’s eligibility for a driver’s license to the Superintendent. The appeal should be in writing and filed with the school principal within 15 days of the decision from which the appeal is taken, and should set forth the reasons on which the appeal is based. An appeal should be promptly forwarded to the Superintendent for review and final decision.
6.21.2 Administrative Procedures Authorized – The Superintendent is authorized to develop procedures to implement the provisions of this policy and to comply fully with state law.
[Reference: Ala. Code §16-28-40, et seq. (1975)]
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Policy 6.22: Student Parking Privileges - Substance Abuse Policy
Original Adopted Date: 05/20/2015
In order to promote the safety and welfare of students and others who work on or visit school campuses, to encourage the development of safe and responsible driving practices, and to serve the general purposes of maintaining a drug and alcohol free school environment, students will be granted the privilege of driving and parking on school property only if they are free of the effects of alcohol or other illegal or controlled substances. Accordingly, any student who desires to drive a vehicle on school property or park on school property may be required to submit to periodically or randomly administered sobriety or drug tests as a condition to issuance of a permit authorizing the operation or parking of a motor vehicle on school grounds. Principals may impose reasonable additional conditions or requirements for the privilege of driving or parking a vehicle on school property including, for example, conditions relating to maintenance of academic and attendance standards and the payment of fees. Principals may also establish priorities for issuance and assignment of parking permits. The Board reserves the right to require that sobriety or drug tests or screenings be passed as a condition to maintaining parking or vehicle permits, or privileges relating to use of a motor vehicle. Such testing or screening may also be performed whenever a school official observes or is made aware of circumstances that provide reasonable suspicion or belief that the student has used alcohol, illegal drugs, or other substances in violation of the Board’s substance abuse policies. All such testing or screening will be performed in accordance with local, state and federal laws and procedures that are developed by the Superintendent for approval by the Board. -
Policy 6.23: Student Competitive Extracurricular Activity Substance Abuse
Original Adopted Date: 05/20/2015
6.23.1 Prohibition – For the safety, health and wellbeing of students in extra-curricular activities the Vestavia Hills City Schools has adopted this policy for use by all participants in interscholastic extra-curricular activities in grades 7-12.
Participation in school-sponsored interscholastic extra-curricular activities at the Vestavia Hills City Schools is a privilege. Students who participate in these activities should be respected by the student body and are representing the school district and the community. Illegal and performance-enhancing drug use of any kind is incompatible with the physical, mental, and emotional demands placed upon participants in extra-curricular activities and upon the positive image these students project to other students and to the community on behalf of the Vestavia Hills City Schools.
Accordingly, students in extra-curricular activities carry a responsibility to themselves, their fellow students, their parents and their school to set the highest possible examples of conduct, sportsmanship, and training. Therefore, Activity Students are prohibited from violating the Board’s tobacco/nicotine, drug, or alcohol policies and are prohibited from using tobacco, nicotine, drugs or alcohol at any time. Activity Students must inform their coach or sponsor when they are legitimately taking medication that may affect their ability to practice or compete, in order to avoid creating safety problems.
6.23.2 Definition – "Activity Student" means a member of any middle school (7-8) or high school (9-12) Vestavia Hills City Schools sponsored extra-curricular organization which participates in interscholastic competition. This includes any student that represents Vestavia Hills City Schools in any extra-curricular activity in interscholastic competition, such as, but not limited to, Academic Teams (Debate, Math, FBLA, Scholars Bowl, TSA, JUNA), Band, Choral, Rebelettes, Cheerleaders, Majorettes, Dance Team, and Athletics.
6.23.3 Enforcement – To better ensure these expectations, the Board reserves the right to require all Activity Students to submit to drug tests to maintain safety and security. The School Board has developed this testing program for Activity Students to follow, as appropriate, the process of 49 CFR Part 40 and the Omnibus Transportation Employee Testing Act of 1991. The Board encourages, and may require its employees to be trained in tobacco, alcohol, and drug usage recognition skills.
Activity Students may be tested prior to beginning a seasonal activity, during the season of the activity, or on a random basis without advance notice. When Board officials (Employees) have reasonable suspicion to believe an Activity Student has violated the Board’s tobacco, drug, or alcohol policies, they may require the student to undergo drug testing.
An Activity Student who has tested positive for tobacco/nicotine, alcohol, and/or other drugs and whom had the positive test result confirmed by the Board's Medical Review Officer will be subject to discipline, which may include suspension from student extra-curricular activities. Refusal to cooperate with the Board in any test investigation will result in discipline, up to and including immediate suspension from participating in student activities.
No Activity Student testing positive, refusing to test, refusing to cooperate with testing or being in violation of this policy will be penalized academically. Information, including testing positive, will not be released to criminal or juvenile authorities unless under compulsion by valid state or federal laws. This policy is developed to help Activity Students be tobacco/nicotine/drug/alcohol free in compliance with the Board’s tobacco, drug, or alcohol policies. The Board will work with the student and/or his or her parents or guardians when there is any violation of this policy and procedures.
6.23.4 Confidentiality – All information, interviews, reports, statements, memoranda, and test results, either written or otherwise, received by the Board through its drug, alcohol and tobacco testing program are confidential communications and may not be used or received in evidence, obtained in discovery, or disclosed in any public or private proceedings except in the following:
(a) As directed by the specific, written consent of the parent/guardian and/or Activity Student authorizing release of the information to an identified person.
(b) To a covered Activity Student decision-maker in a lawsuit, grievance, or other proceeding initiated by or on behalf of the Activity Student.
Any questions should be directed to the persons assigned as the Board's Drug Program Coordinator(s).
6.23.5 Construction – The sanctions imposed for violations of this policy will be limitations solely upon limiting the opportunity of any student determined to be in violation of this policy to a student's privilege to participate in extra-curricular activities. No suspensions from school or academic sanctions will be imposed for violations of this policy. This policy supplements and complements all other policies, rules, and regulations of the Vestavia Hills City Schools regarding possession or use of illegal drugs.
This policy in no way circumvents nor may be used in place of Board Policy and School Rules pertaining to the use, possession, distribution, manufacturing, of tobacco, alcohol, or other drugs at/or away from school, School Board property, or at school sponsored events. If an Activity Student is in violation of such policies and rules, disciplinary consequences will be through normal school channels associated with said policies and rules. The consequences under the "Drug Screening Policy" become secondary.
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Policy 6.24: Jamari Terrell Williams Student Bullying Prevention Act
Original Adopted Date: 05/20/2015 | Last Revised Date: 10/28/2019
6.24.1 Prohibition:No student shall engage in nor should any be subjected to bullying, violence, threats of violence or intimidation by any other student that is based on any of the specific characteristics set forth in this policy. Students who violate this policy will be subject to appropriate disciplinary sanctions as specified in the Student Code of Conduct and applicable law, subject to the investigating school administrator's authority and decision.
6.24.2 Definitions: In this policy, these terms shall have the following meaning:
- "Bullying" means a continuous pattern of intentional behavior on or off of school property, on a school bus, or at a school-sponsored function including, but not limited to: cyberbullying or written, electronic, verbal, or physical actions that are reasonably perceived as being motivated by any characteristic of a student, or by the association of a student with an individual who has a particular characteristic, if the characteristic falls into one of the categories of personal characteristics contained in this policy. To constitute bullying, a pattern of behavior may do any of the following:
- Place a student in reasonable fear of harm to his or her person or damage to his or her property.
- Have the effect of substantially interfering with the educational performance, opportunities, or benefits of a student.
- Have the effect of substantially disrupting or interfering with the orderly operation of the school whether the conduct occurs on or off school property, online, or electronically.
- Have the effect of creating a hostile environment in the school, on school property, on a school bus, or at a school-sponsored function.
- Have the effect of being sufficiently severe, persistent, or pervasive enough to create an intimidating, threatening, or abusive educational environment for a student.
- "Hostile environment" means the perception by an affected student that the conduct of another student constitutes a threat of violence or bullying and that the conduct is objectively severe or pervasive enough that a reasonable person, under the circumstances, would agree that the conduct constitutes bullying, threat of assault, or assault.
- "Violence" means the unjustified infliction of physical force by a student with the intent to cause injury to another student or damage to the property of another student.
- "Threat" means a statement of an intention to inflict pain, injury, damage, or other hostile action to cause fear of harm. The intention may be communicated through an electronic, written, verbal, or physical act to cause fear, mental distress, or interference in the school environment. The intention may be expressly stated or implied and the person communicating the threat has the ability to carry out the threat.
- "Threat of violence" means an unjustified expression of intention to inflict injury or damage that is made by a student and directed to another student.
- "Intimidation" means an unjustified threat or other action that is intended to cause fear or apprehension in a student.
- "Student" as used in this policy means a person who is enrolled in the Vestavia Hills City school system.
6.24.3 Description of Behavior Expected of Students:
- Students are expected to treat other students with courtesy, respect, and dignity and comply with the Code of Student Conduct. Students are expected and required (1) to comply with the requirements of law, policy, regulation, and rules prohibiting bullying, violence, or intimidation; (2) to refrain from inflicting or threatening to inflict violence, injury, or damage to the person or property of another student; and (3) to refrain from placing another student in fear of being subjected to violence, injury, or damage when such actions or threats are reasonably perceived as being motivated by any personal characteristic of the student that is identified in this policy.
- Bullying, intimidation, violence or threats of violence are prohibited and will be subject to disciplinary consequences and/or sanctions if the perpetrator of such action is found to have based the prohibited action on one or more of the following personal characteristics of the student:
- Race;
- Sex;
- Religion;
- National origin;
- Disability, or
- Sexual orientation.
A person found to be a victim of violence, threats of violence, harassment, and intimidation for any reason, is protected under this policy. Protection is not confined to the six protected classes listed in the above paragraph.
6.24.4 Consequences for Violations – A series of graduated consequences for any violation of this policy will be those outlined in the Code of Student Conduct or any rule or standard adopted under authority of this policy.
6.24.5 Reporting, Investigation, and Complaint Resolution Procedures – Complaints alleging violations of this policy must be made on Board approved complaint forms available in the handbook, on the website, or at the school's office. The complaint must be delivered to the principal or the principal's designee either by mail or personal delivery. Incidental or minor violations of the policy may be presented and resolved informally.
The complaint form developed to report violations of this policy will include a provision for reporting a threat of suicide by a student. If a threat of suicide is reported, the principal or the principal's designee is authorized to inform the student's parent or guardian of the report unless at the discretion of the school principal or the principal's designee the apparent cause of the threat of suicide is child abuse or other significant harm from a parent or guardian.
Upon receipt of the complaint, the principal or the principal’s designee will determine if the complaint alleges a serious violation of this policy. If the principal or the principal’s designee determines that the complaint alleges a serious violation, the principal or the principal’s designee will undertake an investigation of the complaint. The investigation will entail the gathering of relevant facts and evidence taking into account the circumstances of the complaint. If the investigation establishes a violation, appropriate disciplinary sanctions may be imposed on the offending student(s). Other measures that are reasonably calculated to prevent a recurrence of the violation(s) may also be imposed by the principal or the school system.
The person reporting the violation may, upon request, be given an explanation of the outcome of the investigation and of any steps taken to prevent a recurrence of the violation, subject to any limitations on the disclosure thereof that may be imposed by law. A person reporting a violation who is not satisfied with the outcome of the investigation may appeal the decision in writing to the local Superintendent.
Acts of reprisal or retaliation against any student who has reported a violation of this policy or sought relief provided by this policy are prohibited, and are themselves a violation of this policy. Any confirmed acts of reprisal or retaliation will be subject to disciplinary sanctions that may include any sanction, penalty, or consequence that is available to school officials under the Code of Student Conduct. A student who deliberately, recklessly, and falsely accuses another student of a violation of this policy will be subject to disciplinary sanctions as outlined in the Code of Student Conduct.
6.24.6 Promulgation of Policy and Related Procedures, Rules, and Forms – This policy and any procedures, rules, and forms developed and approved to implement the policy will be published on the website of each local board of education and school, shall be available at each school office, and shall be included in the student handbook that is distributed to each student at the beginning of each school year.
6.24.7 Construction of Policy –This policy is supplemental to other Board policies and procedures and does not repeal, replace, or supersede any other prohibition on harassment, violence, threats of violence or intimidation found elsewhere in Board policy or procedure, including the Code of Student Conduct. This policy shall not be construed to allow harassment, violence, threats of violence or intimidation for any reason not specifically listed in this policy or to prohibit the Board from disciplining students for acts of harassment, violence, threats of violence or intimidation not specifically listed herein. Students who engage in harassment, violence, threats of violence or intimidation not specifically covered by this policy may be subject to appropriate disciplinary action in accordance with the Code of Student Conduct.
[Reference: Ala. Code §16-28B-1, et seq. (1975)]
- "Bullying" means a continuous pattern of intentional behavior on or off of school property, on a school bus, or at a school-sponsored function including, but not limited to: cyberbullying or written, electronic, verbal, or physical actions that are reasonably perceived as being motivated by any characteristic of a student, or by the association of a student with an individual who has a particular characteristic, if the characteristic falls into one of the categories of personal characteristics contained in this policy. To constitute bullying, a pattern of behavior may do any of the following:
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Policy 6.25: Suicide Prevention and Awareness-Jason Flatt Act
Original Adopted Date: 10/27/20166.25.1 Jason Flatt Act – The Jason Flatt Act was passed in order to equip Alabama school districts and their personnel to recognize and act on signs of suicide risk in order to provide prevention, intervention, and postvention with students at risk, their families and the communities who may be affected. This act, which amends 16-28B-8 of the Code of Alabama 1975, includes prevention of harassment and violence.
6.25.2 Implementation – In compliance with the requirements of the Jason Flatt Act, Vestavia Hills City Schools will:
- Foster individual, family, and group counseling services related to suicide prevention.
- Make referral, crisis intervention, and other related information available for students, parents, and school personnel.
- Foster training for school personnel who are responsible for counseling and supervising students.
- Increase student awareness of the relationship between drug and alcohol use and suicide.
- Educate students in recognizing signs of suicidal tendencies and other facts and warning signs of suicide.
- Inform students of available community suicide prevention services.
- Promote cooperative efforts between school personnel and community suicide prevention program personnel.
- Foster school-based or community-based, or both, alternative programs outside of the classroom.
- Develop a strategy to assist survivors of attempted suicide, students, and school personnel in coping with the issues relating to attempted suicide, suicide, the death of a student, and healing.
- Engage in any other program or activity which the local board determines is appropriate and prudent in the efforts of the school system to prevent student suicide.
- Provide training for school employees and volunteers who have significant contact with students on the local board policies to prevent harassment, intimidation, and threats of violence.
- Develop a process for discussing with students local board policies relating to the prevention of student suicide and to the prevention of harassment, intimidation, violence, and threats of violence.
- Provide annual training for all certificated school employees in suicide awareness and prevention. This training may be provided within the framework of existing in-service training programs or as a part of required professional development offered by our school system.
6.25.3 Description of Behavior Expected of Students – Students are expected to treat other students with courtesy, respect, and dignity and comply with the Code of Student Conduct. Students are expected and required to (1) comply with the requirements of the law, policy, regulation and rules prohibiting harassment, violence, or intimidation (6.24) and (2) to comply with the system’s prevention strategies related to suicide prevention, intervention, and postvention support.
6.25.4 Responsibility of Reporting – Any person involved in a case of action or omission resulting from the implementation of this suicide prevention policy or resulting from any training, or lack thereof, required by this section, shall be subject to state immunity law.
6.25.5 Promulgation of Policy and Related Procedures, Rules and Forms – This policy and any procedures and rules developed and approved to implement the policy will be published, disseminated, and made available to students, parents and legal guardians, and employees by such means and methods as are customarily used for such purposes, including publication on the Vestavia Hills City Schools’ website.
[Reference: Ala. Code 16-28B-8, et seq. (1975)]
[Reference: Jason Flatt Act (Act #2016-310)]
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Policy 6.26: Non-Traditional High School Diploma Option
Original Adopted Date: 02/22/2017 | Last Revised Date: 05/16/2018
The Non-Traditional HSDO (High School Diploma Option) is designed for Alabama public school students who have previously dropped out of the traditional high school setting or who have completed all of the required credits needed for graduation but were unsuccessful in completing one or more sections of the Alabama High School Graduation Examination. The HSDO program will be administered in accordance with guidelines issued by the Alabama State Department of Education.Former students of Vestavia Hills City Schools must meet either of the two options below in order to qualify for the HSDO diploma option:
Option 1-A participant must have completed the required number of credits to graduate during the time in which the student was enrolled in Vestavia Hills City Schools, but he/she did not receive a passing score on one or more sections of the AHGE (Alabama High School Graduation Examination).
Option 2-A participant must have completed a minimum of 10 credits of the 24 required to graduate from an Alabama high school during the time in which the student was enrolled in Vestavia Hills City Schools, be at least 19 years old, and must be assessed on the TABE (Test for Adult Basic Education) with a score of the grade equivalent of 6.0 or higher.
To be eligible to receive a high school diploma through the HSDO program, a participant must contact the last Alabama high school attended and request that a Transcript Audit Form be completed and sent electronically to the participating Alabama community college, develop a plan to complete the program, and complete the requirements of the program at a local community college.
When a participant successfully completes the HSDO requirements, a transcript verifying completion of the requirements must be submitted to the local school principal and the local school counselor. Once the local school system personnel have verified that the participant has met the requirements for the HSDO, the participant will be awarded a high school diploma from the local high school the student last attended. HSDO diplomas will be conferred by Vestavia Hills City Schools within 60 days of verification of program completion.
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Policy 6.27: Supervision of Low Risk Juvenile Sex Offenders
Original Adopted Date: 10/28/2019
6. 27 Supervision of Low Risk Juvenile Sex Offenders
Pursuant to Annalyn’s Law, the Superintendent shall be notified by local law enforcement when a low risk juvenile sex offender is enrolled or attending school within the board’s jurisdiction for the purpose of appropriate supervision during the school day and during school activities.
6.27.1 Definitions - In this policy, these terms shall have the following meanings:
a. “Plan” refers to the “individualized student safety plan” developed following the Student’s adjudication and/or enrollment in the school to serve as a behavior contract between the Student and the School.b. “School” refers to “all school property and school-sponsored functions including, but not limited to, classroom instructional time, assemblies, athletic events, extracurricular activities, and school bus transportation” related to the Student’s current school of record.
c. “Student” refers to “the low risk juvenile sex offender” designated by a juvenile court judge as having a low risk of re-offense.
d. “Teachers and staff with supervision over the student” or “Supervision team” refers to school officials or staff who have a specific responsibility for the Student, including the school principal, the Student’s assigned teachers and/or coaches, the Student’s counselor, and if applicable, the Student’s bus driver, during the subject school year and who will be privy to information regarding the Student’s status. Teachers and staff with only passing and/or general contact with the Student shall not be privy to information regarding the Student’s status.
e. “Victim” refers to the victim, if known by and attending the same school as the Student, of the offense for which the Student was adjudicated delinquent.
6.27.2 Notification
a. Current Students - In the event a currently enrolled Student is adjudicated delinquent and designated “low risk” by the juvenile court, local law enforcement is expected to notify the local Superintendent and principal of the Student’s school in writing.b. Newly Enrolled Students - In the event a Student seeks to enroll in the district as a new student, and that Student has been previously designated as a low risk juvenile sex offender, local law enforcement is expected to notify the local Superintendent and principal of the Student’s school in writing.
c. Students That Change Schools Within the District - In the event a currently enrolled Student transfers to another school in the district or is promoted to another school in the district, the principal of the original school should notify designated law enforcement of the change as soon as practicable.
Following that notification, the principal of the original school should orally or in writing brief the principal of the new school regarding the original Plan and the transferring Student’s status and circumstances. Regardless, the principal of the prior school must provide the Student’s records and Safety Plan to the principal of the new school as soon as practicable.
The new principal should review the Plan and meet with the Student, the Student’s parent or guardian, and the anticipated new Supervision Team to determine whether the current terms are sufficient or should be adjusted based on the Student’s circumstances.
d. School Staff Changes - In the event the principal or a member of the Supervision Team leaves his position or is no longer responsible for supervising the Student, a replacement team member should be named, if necessary and appropriate, and briefed by the principal or the most senior member of the Supervision Team regarding the Student’s status and Plan. The Student, his parent or guardian, and other members of the Supervision Team should be notified of changes to the Supervision Team within a reasonable timeframe.
6.27.3 Plan Development and Maintenance - Upon proper notification from law enforcement, the Student’s principal or designee will call together the anticipated Supervision Team to meet with the Student and/or the Student’s parent or guardian to develop an appropriate Plan. This meeting should take place within 10 school days or as soon as practicable. In the event the Student’s parent or guardian is unable or unwilling to meet, the principal or designee and the Supervision Team should meet with the Student within a reasonable timeframe to develop an appropriate Plan.
In the event the Victim attends the same school as the Student, the plan should include measures to reduce the likelihood of Victim and Student interaction.
The terms of the Plan and any updates to it must be memorialized in writing and approved by the principal or designee before being distributed to the Student and the Student’s parent or guardian, as well as the Supervision Team.
The principal or designee should meet with the Student, the Student’s parent or guardian, and the Supervision Team at least annually, but as often as deemed necessary by the principal or designee to assess the Student’s status and to determine whether adjustments should be made to the Plan.
6.27.4 Supervision - The Student will be subject to the general Student Code of Conduct and any other conditions deemed necessary by the principal or designee as incorporated in the Student’s Plan. Members of the Supervision Team should report any suspected violations of the Plan to the principal or designee.
The school officials and staff responsible for supervising the Student on a daily basis should do so in a manner that is discrete and unobtrusive.
6.27.5 Students with Disabilities - Discipline of Students with disabilities will be subject to applicable limitations and requirements imposed by the Individuals with Disabilities Education Act and/or Section 504 of the Rehabilitation Act and implementing regulations.
6.27.6 Violations of the Plan - In the event the Student violates the Student Code of Conduct or the Plan, the Student may be subject to discipline pursuant to board policy and/or reassessment of the Plan’s conditions.
6.27.7 Challenges to the Plan - In the event the Student and/or his parent or guardian object to conditions of the Plan or the application of a sanction, a challenge must be submitted in writing to the Superintendent or his designee to consider whether adjustment of the Plan or response modification is warranted. The Superintendent’s decision shall be final. A response that constitutes disciplinary action will adhere to the applicable School disciplinary policies and procedures and the Student will be afforded process due thereunder.
6.27.8 Confidentiality - Information received by school officials or staff related to the Student’s delinquent status must be treated as confidential from other students, staff members, officials and stakeholders. Any document identifying the Student’s status should be safeguarded from unintentional disclosure by the members of the Supervision Team. Any school official or school employee who improperly discloses the Student’s status to any other person may be subject to school discipline and/or criminal charges as provided by law.
6.27.9 Retaliation - Members of the Supervision Team should make every effort to treat the Student with the same respect and courtesy to which every student is entitled. The Team is reminded that the Student has been deemed by the juvenile court as not likely to reoffend and should be encouraged to fully integrate into the student body as a successful student. Mistreatment of any student may be cause for discipline.
6.27.10 Procedures - The Superintendent shall have the authority to develop appropriate training and additional procedures for staff members in furtherance of this policy.
[Reference: Ala. Act No. 2018-528, Ala. Code § 16-1-51.1 (1975)]. -
Policy 6.28: Mental Health Services Opt-in
Original Adopted Date: 07/25/2022 | Last Revised Date: 08/28/2023 | Last Reviewed Date: 08/28/2023No student under the age of fourteen may participate in ongoing school counseling services including, but not limited to, mental health services, unless (1) the student's parent or legal guardian has submitted a written opt-in granting permission for the student to participate or (2) there is an imminent threat to the health of the student or others.
For purposes of this policy, “mental health services” includes services, treatment, surveys, or assessments relating to mental health; however, it does not include instructional activities designed to educate students regarding topics related to mental health (1) contained in the school system’s approved curriculum or (2) otherwise required to be taught by law (e.g., Erin’s Law; Jamari Terrell Williams Student Bullying Prevention Act, etc.). Furthermore, “ongoing school counseling services” shall not include those school counseling services which are split into domains not requiring a mental health therapist or other mental health therapeutic license.
This policy is not applicable to any school counseling services or “mental health services” contained in a student’s PST, IEP, or §504 plan. Consent for those services will be obtained in accordance with the specific procedures required by federal and/or state law, and information regarding any mental health services will be provided in the pertinent plan.
A. Written Notification – At least annually, the school system shall provide parents and legal guardians a written notification regarding school-provided or sponsored mental health services. The notification will include the purpose and general description of each of the mental health services available; information regarding ways parents may review materials to be used in guidance and counseling programs available to students; and information regarding ways parents may allow, limit, or prevent their student’s participation in the programs.
The written notification may be provided electronically, including through the school system’s online enrollment portal or by such other means and methods as are customarily used for such purposes.
B. Opt-In To Participate in Mental Health Services –
1. General Requirement – For a student under the age of fourteen to participate in mental health services, written permission by the student’s parent or legal guardian is required annually. The written permission must be specific as to any treatment and not broad in nature. Parents and legal guardians may be provided the opportunity to opt-in electronically during online enrollment or by such other means and methods as are customarily used for such purposes.
2. Rescinding Permission – A parent or guardian may rescind permission for a student to participate in mental health services at any time by providing written notice to school administration.
3. Requests for Opt-In and Referrals Authorized – If a parent or legal guardian does not initially opt-in to mental health services, school officials may contact the parent or legal guardian to (1) attempt to obtain permission for the student to participate in mental health services if the school official believes that the student would benefit from services or if circumstances arise for which services could be beneficial; and/or (2) provide a parent or legal guardian with a referral or information regarding mental health services that may be available to a student through other agencies or providers.
4. Exception for Imminent Threat – If a parent or legal guardian has not opted-in to mental health services, a student may be provided mental health services if there is an imminent threat to the health of the student or others. School employees may determine in their discretion whether such an imminent threat exists and provide any mental health services they deem necessary under the circumstances.
C. Information for Parents/Legal Guardians – If a student’s parent or legal guardian elects to opt-in to mental health services, the counselor providing services shall keep the parent fully informed regarding any diagnosis and any recommendations for additional counseling or treatments beyond the services for which the parent or legal guardian has already opted in. The parent shall have the authority to make final decisions regarding any such recommended counseling and treatments. Nothing in this Opt-In for Mental Health Services shall be construed to limit the fundamental rights of parents to direct the care, custody, and control of their children.
D. Recordkeeping – Written records maintained by the school system and directly related to a student’s mental health services will be treated in the same manner as health care records and are subject to the confidentiality protections applicable to education records generally. Such records will be available for examination and review by authorized persons in the manner prescribed and to the extent required by federal and/or state law.
Records pertaining to a student’s mental health services will be kept separately from academic records unless including such record(s) in the student’s academic record is necessary to implement a state and/or federal law (e.g., special education referral process).
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Policy 6.30: Vaping Awareness, Education and Prevention
Original Adopted Date: 09/29/2025 | Last Reviewed Date: 09/29/2025The purpose of this policy is to establish a vape awareness, education, and prevention program to prohibit the possession and use of prohibited tobacco, tobacco products, electronic nicotine delivery systems, e-liquids, and alternative nicotine products by students in public K-12 schools.
A. Prohibition – The possession or use of tobacco, tobacco products, electronic nicotine delivery systems, e-liquids, and alternative nicotine products is prohibited by any student at a public K-12 school, on a school bus, or at any school sponsored function.
B. Violation - Any student who violates the prohibition contained within this policy shall be subject to graduated consequences which may include:
1. Notification of the student's parent or legal guardian shall be made regarding the violation.
2. Required participation in the Alabama State Board of Education approved vaping awareness, education, and prevention class.
3. In-school suspension, out-of-school suspension, or placement in an alternative school.
4. Referral of the matter to the juvenile court for disposition.
5. Or, any combination of the foregoing.C. Complaint Procedure – When a complaint is lodged against a student for violating the prohibition, the complaint must be memorialized using the approved complaint form. An anonymous report may not be used as the sole basis for imposition of formal disciplinary action. Once a complaint is made against a student for a violation, the complaint form is then to be forwarded to the principal, assistant principal, or school resource officer for investigation. The complaint form must include all of the following information:
1. Name of student who has violated the policy.
2. Date, time, and location of violation.
3. Description of conduct that violates the policy.
4. Name(s) of witness(es) to violation of the policy.
5. Any other pertinent information.D. Investigation Procedure – Once a principal, assistant principal, or school resource officer receives a complaint of a serious violation, they must then promptly investigate the violation. The principal, assistant principal, or school resource officer must be the individual responsible for the investigation.
E. Response Procedure – If the student has violated the prohibition, the student shall immediately, and without delay, be subject to the graduated consequences. Any and all consequences shall conform with applicable disability, anti-discrimination, education laws, and school discipline policies. Additionally, a copy of the complaint form and the disposition shall be placed in the student's permanent record.
F. Notice Requirement – The policy adopted shall be included in the code of conduct policy of the local board of education and included in the student handbook so as to give adequate notice to students and parents of prohibited behaviors occurring on school property, school buses, and at school sponsored events and the punishments attached thereto.
G. Applicability to Employees – The use of tobacco, tobacco products, electronic nicotine delivery systems, eliquids, and alternative nicotine products by any teacher, administrator, or other school employee on the campus of any public K-12 school is prohibited.
Nothing in this policy shall be construed to infringe on any right provided to a student pursuant to the Individuals with Disabilities Education Act (IDEA), the Family Educational Rights and Privacy Act (FERPA), Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990, provided that student information related to this policy shall be included as necessary into any and all Individualized Education Plans (IEPs), behavioral intervention plans, and other similar documents.
[Reference: Ala. Act 2025-403]
7. Instructional Program
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Policy 7.1: Curriculum
Original Adopted Date: 05/20/2015
The Superintendent will coordinate the design and development of a comprehensive curriculum plan in accordance with state law and any requirements of the State Department of Education for approval by the Board. -
Policy 7.2: Textbooks
Original Adopted Date: 05/20/2015
Textbooks will be purchased and distributed in accordance with State Department of Education regulations. Only textbooks recommended by the local Resource and Materials Committee will be approved by the Board, upon the recommendation of the Superintendent. The committee will be appointed by the Board and will consist of 8-12 teachers and 3-5 parents, who will serve a term of one year. These members represent all eight (8) schools and are subject to the approval of the Superintendent. Students are loaned textbooks for the duration of the course that requires the textbook and are responsible for the care of the textbook. Students must reimburse the Board for the cost of any textbooks that are lost or damaged beyond reasonable wear and tear.[Reference: Ala. Code §16-36-62 (1975)]
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Policy 7.3: Academic Standards
Original Adopted Date: 05/20/2015 | Last Revised Date: 06/24/2025 | Last Reviewed Date: 06/24/2025
Teachers will assign grades and confer academic credit for work and activities performed by students in accordance with objective and generally accepted instructional and grading standards, applicable laws and regulations, and criteria hereinafter specified.7.3.1 General Grade Scale – Grades for academic course work will be awarded according to the following scale:
Letter GradeNumerical Grade (100 point scale)
Grade Point Average Points
(4 point scale)
A
90 – 100
4.00
B
80-89
3.00
C
70-79
2.00
D
60-69
1.00
F
Below 60
0.00
7.3.2 Advanced Placement and Honors Grade Scale–Numerical grades in approved Advanced Placement and Honors courses will be weighted in accordance with the guidelines contained in the course selection handbook. Students on an approved, accelerated path may qualify for high school credit in middle school.7.3.3 Exceptional Education Grading Standards - Students who are receiving exceptional education services will be graded on grade-level standards and will report on progress toward the individualized educational plan (IEP) goals. Students who are working toward Alternate Achievement Standards may be graded according to an individualized educational plan. Nothing in Board policy or procedure prohibits the extension of appropriate academic modifications or accommodations to students who may be eligible for such modifications or accommodations under provisions of state and federal law.
7.3.4 Report Cards – Report cards reflecting student progress will be provided to the parents or legal guardians of students on a regularly scheduled basis.
7.3.5 Promotion – Students are promoted from grade to grade on the basis of academic credit earned during the school year, in summer school programs, or in such other academic programs as may be approved or recognized by the Board. In grades K-5, students who are eligible for promotion from grade to grade may nevertheless be retained by agreement of the parents and appropriate school officials. Students in grades 6-8 will be retained if they fail 2 or more core courses, unless they attend summer school and demonstrate proficiency.
7.3.6 Class Rankings – Beginning with the ninth grade of high school, all students will be ranked based on the four point grade point average scale (GPA) (calculated and weighted as described herein). The GPA calculation will be carried out four decimal places.
7.3.7 Credit Recovery – The Superintendent is authorized to develop procedures for a program through which a student may recover credits in one or more failed courses, in compliance with regulations promulgated by the State Department of Education. The curriculum will align with the State Board of Education course of study and study content standards in which the student seeking credit recovery is deficient.
[Reference: Ala. Admin. Code 290-3-1-.02(12)]
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Policy 7.3.8: Vestavia Hills Schools Virtual Education Option Policy
Original Adopted Date: 04/27/2016
Scope and Delivery of Services – The Board provides a virtual education option for grades 9-12 that includes all courses that are needed to obtain the Vestavia Hills High School standard diploma.Such courses will be delivered through the Alabama State Department of Education’s ACCESS program and/or other approved online instructional programs.
The virtual school shall be exempt from any provision of general law, local law or administrative rules that apply to the traditional delivery of instruction, including, but not limited to, requirements to the physical presence of a student, student monitoring and security, staffing requirements, transportation obligations, facility requirements, space and location requirements, time requirements and physical education requirements, to the extent any of the foregoing conflict with the delivery of the virtual program.
Student Eligibility Criteria – Students who meet the following requirements are eligible to participate in the virtual education program:
- Enrolled in Vestavia Hills City Schools and meets residency requirements
- Access to operational computer and internet connection outside of school
- Comply with the district’s Student Acceptable Use Procedures
- Meet school system and/or program enrollment requirements for the course in question including, but not limited to successful completion of any prerequisite course
- Maintain minimal GPA of 2.5 in previous courses
- Remain a student in good standing with Vestavia Hills City Schools Code of Conduct
Monitoring Performance and Testing Requirements – Individual student performance will be monitored pursuant to the school system’s traditional academic credit requirements and grade scale. Students utilizing the virtual education option will be subject to all state testing and accountability requirements and will be subject to the same rules and regulations regarding the administration of such tests applicable to traditional public school students enrolled in the traditional public school.
All state-mandated testing will be conducted at Vestavia Hills High School System facilities.
Attendance – The school system reserves the right to set specific attendance requirements for each virtual course in which a student is enrolled. The superintendent or his/her designee is authorized to develop alternate attendance policies for virtual courses, provided that students in such programs are given notice of the attendance requirements. A student’s failure to comply with such requirements may result in administrative action including, but not limited to probation or removal from the class or a charge of truancy, if appropriate.
Extracurricular Activities – Students must meet the same extracurricular activity eligibility requirements as students enrolled in the traditional day program, including, but not limited to, any applicable Alabama High School Athletic Association (AHSAA) requirements. Students’ residency for purposes of participating in extracurricular activities will be determined in accordance with applicable state law and AHSAA guidelines.
Additional Procedures Authorized – The superintendent or his/her designee is authorized to develop such procedures as he/she deems necessary to implement this policy including, but not limited to, eligibility criteria for courses, methods for informing students and parents of the virtual program’s requirements and rules, and a process for making determination regarding a student’s continued eligibility.
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Policy 7.4: Testing
Original Adopted Date: 05/20/2015
The Superintendent is authorized to develop and implement a standardized testing program that will include, at a minimum, all testing required under state and federal law. All standardized tests are to be conducted in accordance with the appropriate test administration manual guidelines and any rules or regulations that are intended to ensure their security and validity. Teachers are authorized to conduct tests for their courses in order to determine their students’ abilities, knowledge and skills, and to use in calculating a student’s grade. -
Policy 7.5: Summer School Operations
Original Adopted Date: 05/20/2015
A “summer school” program may be implemented by the Board in compliance with regulations promulgated by the State Department of Education. Summer school is provided as a service by the Board and is separate and distinct from the regular academic year. The Superintendent is authorized to develop and maintain rules and regulations for the operation of summer school, including requirements for enrollment, attendance, transportation, and tuition, which will be subject to approval by the Board.[Reference: Ala. Admin. Code 290-3-1-.02(6)]
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Policy 7.6: Dual Enrollment
Original Adopted Date: 05/20/2015
Upon recommendation of the Superintendent, the Board may establish guidelines in accordance with the regulations of the State Department of Education by which qualified high school students are allowed to take post-secondary college courses for high school credit.[Reference: Ala. Admin. Code 290-3-1-.02(11)]
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Policy 7.7: Correspondence, Online Courses, or Extended Learning Opportunities
Original Adopted Date: 05/20/2015 | Last Revised Date: 08/29/2022 | Last Reviewed Date: 08/29/2022
Credit for correspondence, online courses and extended learning opportunities will be recognized if the conditions and criteria established by the Alabama Department of Education for such programs are met.[Reference: Ala. Admin. Code 290-3-1-.02(12, 13); Ala. Admin. Code 290-3-1-.03]
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Policy 7.8: Career and Technical Education Programs
Original Adopted Date: 05/20/2015
7.8.1 Work-Based Learning Experience – A work-based learning experience provides students with educational opportunities in a work setting that typically cannot be obtained in a classroom and may include, but is not limited to, cooperative education, internships, clinical experiences, and other related opportunities. The Superintendent is authorized to develop guidelines and procedures in accordance with the regulations of the Alabama State Department of Education for work-based learning experiences to be conducted in the school system, including, but not limited to, guidelines for decision making and protocol for solving problems at the workplace and school.[Reference: Ala. Admin. Code 290-6-1-.04]
7.8.2 Live Work – Live work consists of work conducted by students that relates to the knowledge and skills taught as part of a CTE program of study, but is presented from outside the classroom. The Superintendent is authorized to develop for Board approval guidelines and procedures in accordance with the regulations of the Alabama State Department of Education and any applicable Business/Industry Certification requirements for live work to be conducted in the school system, including, but not limited to, a systematic method for managing live work, work requests and orders, and procedures for approval of where and for whom work may be conducted, school liability, and restrictions on live work. Any money collected for live work will be accounted for in accordance with the Board’s Finance Manual.
7.8.3 Safety –To the extent practicable, reasonable safety procedures will be implemented in the Career and Technical Education program in accordance with Alabama State Department of Education regulations and any applicable Business/Industry Certification requirements.
[Reference: Ala. Admin. Code 290-6-1-.04]
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Policy 7.9: Extended Programs: Community Education
Original Adopted Date: 05/20/2015
Upon their approval by the Board, the Superintendent is authorized to implement programs and projects designed to meet the needs of the community served by the school system in accordance with any laws or regulations governing such programs.[Reference: Ala. Admin. Code 290-080-050]
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Policy 7.10: Graduation, Certificate of Completion and Commencement
Original Adopted Date: 05/20/2015
Students who have satisfactorily completed requisite course work, met minimum attendance criteria, and passed any required examinations are eligible for graduation. Student participation in graduation ceremonies and related graduation activities will be subject to the principal’s approval and payment of outstanding financial obligations. Participation in a graduation-related ceremony may be prohibited by the principal if the student violates disciplinary standards or if, in the judgment of the principal, the student’s participation could lead or contribute to disorder or disruption of the ceremony or activity.7.10.1 Honor Graduates – Students who meet the following requirements shall be classified as honor graduates at high school commencement ceremonies:
a. Enrolled in the school system for a minimum of one full academic semester prior to the date of graduation;b. Successful completion of all requirements for graduation set forth by the Board; and
c. Maintenance of an overall grade point average (GPA) of 4.00 or higher (on a 4.00 point scale) for all courses taken during the freshman (or ninth grade) year through the semester immediately preceding graduation. Grades will be calculated and weighted as prescribed in the grading section above.
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Policy 7.11: School Wellness
Original Adopted Date: 05/20/2015
In furtherance of its commitment to fostering healthy nutritional and physical activities that support student achievement and that promote the development of lifelong wellness practices, the Board endorses the following programs, practices, and activities:
7.11.1 Nutrition Education and Promotion – Nutrition education that teaches the knowledge, skills, and values needed to develop healthy eating behaviors and nutrition promotion that promotes and reinforces student health will be integrated into the curriculum and offered throughout school campuses, including school dining areas and classrooms, by appropriately trained personnel.
7.11.2 Nutrition Standards and Guidelines – The Board will ensure that reimbursable school meals meet the program requirements and nutritional standards established by applicable state and federal regulations. The Board will encourage students to make nutritious food choices and will monitor all food and beverages sold or served to students, including those available outside federally regulated child nutrition programs. The Board will consider nutrient density and portion size before permitting food and beverages to be sold or served to students.
7.11.3 Physical Education and Physical Activity Opportunities – The Board will offer physical education opportunities that include the components of a sound physical education program. Physical education will equip students with the knowledge, skills, and values necessary to maintain healthful lifelong physical activity. Physical education instruction will be aligned with the curriculum. All students will be provided the opportunity to participate regularly in supervised physical activities that are intended to maintain physical fitness and to impart the benefits of maintaining a physically active and healthy lifestyle.
7.11.4 Other School-Based Activities Designed to Promote Student Wellness – The Board may implement other programs that help create a school environment that conveys consistent wellness messages and that is conducive to healthy eating and physical activity.
7.11.5 Administrative Implementation – The Superintendent is authorized to develop and implement administrative rules and directives that are consistent with this policy and to oversee the implementation and periodic review and update of the wellness policy based on input from teachers (including specialists in health and physical education), school nurses, parents and guardians, students, representatives of the school food service program, school board members, school administrators, and the public .
The Superintendent will report to the Board, as requested, on programs and efforts that are designed to meet the purpose and intent of this policy and will inform and update the public regarding the content and implementation of the wellness program. The Superintendent will ensure each local schools’ compliance with the wellness policy and will measure periodically and make available to the public an assessment of the implementation of the wellness policy, including the extent to which schools are in compliance with the policy, the extent to which the policy compares to model policy and to describe the progress made in attaining the goals of the policy.
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Policy 7.12: Selection of Instructional Materials for the School Libraries
Original Adopted Date: 05/20/2015
The Superintendent is authorized to develop criteria for approval by the Board for selection of materials (other than textbooks) that are used in conjunction with student instruction and for circulation in school libraries. The Superintendent is further authorized to develop a procedure for review of objections to instructional and library materials. -
Policy 7.13: Extended Learning Opportunities
Original Adopted Date: 08/28/2023 | Last Reviewed Date: 08/28/2023
A. Application process for accepting and approving Extended Learning Opportunities offered for credit by outside entities.
Extended Learning Opportunities (ELOs) shall involve partnerships between local education agencies, parents or guardians, students, and outside entities who will be providing or assisting with high quality instruction. Such partnerships shall clearly delineate the responsibilities of each partner and provide structures to guide the ELO.B. Entities that are eligible to submit applications for offering Extended Learning Opportunities.
1. According to Alabama Code §16-46C-5, eligible entities shall include, but not be limited to, all of the following:
a. Nonprofit organizations.
b. Businesses with established locations in the state.
c. Trade associations.
d. Any of the Armed Forces of the United States, subject to applicable age requirements.
2. Partnership agreements with eligible entities shall comply with all federal and state labor laws and must include provisions for ensuring that students are supervised by approved individuals who meet and agree to guidelines set forth in local school district policy.C. Process for students to follow for requesting credit.
1. The ELO application is to be completed by the student, a certified educator, parent/guardian, ELO partner (supervising member of the entity described in part 2), superintendent, and other members of the school leadership team designated in the local district policy. At the time of application, the responsible entities will select the amount of elective credit to be awarded and will set the guidelines for awarding such credit.
2. No student shall receive more than one (1) credit for any given ELO.
3. Local school board policy will set guidelines for grading, calculation of GPA, and inclusion of ELO credit on the student transcript.
4. The student and the certified educator will research the competencies/skills that can be met through the ELO to establish general expectations and goals for the project. The student and the certified educator will work together to develop an overview of the project.
5. The student, a certified school personnel, family member/ adult advocate, and community member/non-school based mentor, will work as a team to provide a detailed plan that includes standards and assessment strategies and clearly defined grading criteria.
6. Matriculation through the ELO requires benchmarks that may include, but are not limited to, small projects, rehearsals, practices, drafts, artifacts, or other work that allows the student to move towards competency mastery. 7. Students with IEPs and 504 Plans shall be given the appropriate accommodations so that they can construct meaning from their ELO experience.D. Criteria the local board of education or public charter school shall use to determine whether a proposed Extended Learning Opportunity shall be approved to count toward credit.
ELOs shall, at a minimum, meet the following criteria:
1. Program and Activities
a. Includes a written learning plan.
b. Activities are aligned to national, state and/or local standards.
c. Offers engaging activities and promotes leadership skills.
d. Provides student opportunity to demonstrate evidence of learning/mastery of skills through research, reflection and product/application of skills.
e. Includes a space that provides clear evidence of student input into the decision-making process. (Essential Question, Specific Learning Objectives, Personal Learning Goals, choice in activities, product)
f. Includes a space that provides clear evidence of the partnership between the school, family representative, community, and student.
g. Includes a space for activity assessment information.
2. Equitable Access
a. Accessible to all students, including students who have attendance issues, are failing classes, have diverse learning needs, are non-responsive to traditional teaching methods, and/or receiving additional services (i.e. IEP, Gifted, 504, EL).
b. Employs culturally competent and responsive practices.
c. Students with IEPs and 504 plans are given support and accommodations in order to effectively present their work.
3. Stakeholder Involvement
a. Promotes working partnerships with students, families, schools and communities.
b. Utilizes trained/skilled staff.
4. Safety and Wellness
a. Promotes a safe learning environment and sets guidelines for supervision of student(s).
b. Nurtures positive relationships among staff and participants.
c. Program activities address physical, cognitive, social, creative, and emotional development.
5. Program Supervision
a. Clearly identifies the certified faculty member who will oversee and assess student’s progress in the ELO and to ensure that the student receives appropriate elective credit which is recorded on the student transcript.
b. The ELO plan/template is assessed, revisited and updated on a regular basis.
c. Timeline of student progress checks is included in the plan.E. Criteria the local board of education or public charter school shall use to award a student a certificate of completion and credit for completing an approved Extended Learning Opportunity.
1. Assessments of ELOs shall be based upon the process and work product described in the application and learning plan.
2. Once the student satisfactorily completes the ELO, a signed copy of the ELO application shall be placed in the student cumulative record to document the standards by which the credit was awarded and transcripted.