Federal code, state code, and Virginia School Boards Association policy set certain requirements for school divisions regarding annual notifications, public hearings, and postings. Albemarle County Public Schools (ACPS) is in the process of addressing each of the requirements below for the
2018-19 school year.
Parents or guardians who would prefer to receive a printed copy of any of the "Required Notifications" below may contact the school division's central office at 434-296-5820 or visit the County Office Building at 401 McIntire Road, 3rd Floor, in Charlottesville.
NOTE: An invalid policy link means that there is a newer version of the policy available.
Current policies are accessible on our Electronic School Board website using a drop-down list organized by section, code and title.
- Acceptable Computer System Use Agreement
- Each student and his or her parent (as well as each employee) must sign the division's acceptable computer use agreement before using the division's computer system. Annually, a link to
School Board Policy IIBE,
Acceptable Use of Technology (en español), which includes policy regulation and responsible use acceptance agreements and procedures, is provided within the online student registration/verification form.
- Each school division must notify parents, employees, and other building occupants about asbestos inspections, response actions, and post-response action activities, including periodic reinspection and surveillance activities that are planned or in progress. View the division's annual
- Availability of School Division Policies and Regulations
- Each division must make an announcement advising the public that current copies of all division policies and regulations are available on the division's website. The announcement also should state that printed copies of school division policies and regulations are available to citizens who do not have online access. Copies of the division's policies are available online through our
Electronic School Board website or at the county libraries, school division offices, and each of our county schools. Each summer, the school division prints
general information about our School Board, including information about accessing policies, within the School Year Calendar, which is mailed to
each ACPS family and also available in every school office. Refer to
School Board Policy BFB,
Board Policy Manual.
- Upon approval of the school division's budget by the appropriating body every year, the school board must publish the approved annual budget on the division's website. The school division's
2018-19 Adopted Budget, along with associated documents and presentations, can be accessed through the
2018-19 Budget Development site. A line item view of the 2018-19 Adopted Budget can be found on page A-29.
- Child Nutrition Programs
- Each division that participates in the Free and Reduced Price Meals program must notify parents and the public about the programs. Annually, a
Letter to Households (Carta a los Grupos Familiares) and an
Application for Free and Reduced Price Meals (Solicitud Para Comidas Gratuitas y a Precio Rebajado) are included in every student’s First Day Packet and available in each school office. Links to the form and program information also are provided within the online student registration/verification form. Families may apply online for free and reduced meal benefits online through the
Child Nutrition Program website. Refer to
School Board Policy EFB,
Free and Reduced-Price Meal Program. Public notification is provided through an annual press release: 2018-19 Policy for Providing Free or Reduced Price Meals (August 15, 2018).
- Also, schools must post a report of the most recent food safety inspection in a publicly visible location. Each ACPS cafeteria receives at least two inspections per year. The most recent inspection is posted in each cafeteria in public view.
- Code of Student Conduct, Compulsory Attendance Law, Parental Responsibility and Involvement
- Each division must supply parents of each enrolled student a notice of the requirements regarding parental responsibility and involvement, a copy of the division's standards of student conduct, and a copy of the compulsory school attendance law and the enforcement procedures and policies adopted by the school board. In return, each parent must acknowledge receipt of these materials.
Annually, a link to the
Parental Responsibility and Involvement Requirements packet (Requisitos en cuanto a las obligaciones y la participación de los padres)
is provided within the online student registration/verification form and includes excerpts from the Code of Virginia and the following School Board policies:
Student Absences/Excuses/Dismissals; and
Exclusions and Exemptions from School Attendance. By signing the statement of receipt, parents expressly reserve their rights protected by the constitutions or laws of the United States or the Commonwealth and have the right to express disagreement with a school's or school division's policies or decisions.
- Cost per Pupil
- The superintendent must prepare and distribute notification of the estimated average per pupil cost for public education in the division for the upcoming school year. The notice also must include actual per pupil state and local education expenditures for the previous school year. View
Per Pupil Expenditures for ACPS. Refer to
School Board Policy DIA, Reporting Per Pupil Costs.
- Parents must be notified regarding the academic and career guidance and personal/social counseling programs that are available to their children, including the purpose and general description of the programs, information regarding ways parents may review materials to be used in guidance and counseling programs at their child's school, and information about the procedures by which parents may limit their child's participation in such programs. View our
counseling program brochures by grade level:
High. You also can access ourcounseling curriculum online. Refer to
School Board Policy IJ, School Counseling Program.
- Credits Required for Graduation
- Each division must notify the parents of rising juniors and seniors of requirements for graduation pursuant to the standards for accreditation. The counseling office at each ACPS high school addresses this requirement on an individual student basis. Refer to
School Board Policy IKF,
The Virginia Assessment Program and Graduation Requirements.
- Further, the division must notify parents of students with disabilities who have an IEP and who fail to meet the graduation requirements of the student's right to a free and appropriate education to age 21. The division also must notify parents of students who fail to graduate or to achieve graduation requirements as provided in the standards of accreditation and who have not reached 20 years of age on or before August 1 of the school year of the right to a free public education. If the student is one for whom English is a second language, the division will notify the parent of the student's opportunity for a free public education in accordance with state code. Refer to
School Board Policy IAA,
Notification of Learning Objectives.
- Dual Enrollment, Advanced Placement Classes, and Special Programs
- Students and their parents must be notified of the availability of dual enrollment; advanced placement classes; career and technical education programs, including work-based learning experiences; the International Baccalaureate program; and Academic Year Governor's School Programs. The division publishes this information within
Pathways to Your Future, the guide to high school credit courses. Refer to
School Board Policy IGBJ,
Advanced Placement Classes and Special Programs.
- Students and parents also must be notified of the division’s agreement with a community college in the Commonwealth to enable students to complete an associate's degree or a one-year Uniform Certificate of General Studies concurrent with a high school diploma. Refer to
School Board Policy LEB,
Advanced/Alternative Courses for Credit.
- Eating Disorders Awareness Information
- Every school board must provide information to parents of students in grades 5-12 regarding eating disorders. The information must be consistent with guidelines developed by the Virginia Department of Education. View the
information sheet for parents.
- Emergency Procedures
- Each school's written procedures to follow in emergencies must be outlined in the student handbook and discussed with staff and students in the first week of each school year. Student handbooks are distributed by individual schools, and emergency procedures are discussed with students and parents during student orientation and Back-to-School events. View the
2018-19 Back-to-School schedule. Refer to
School Board Policy EB,
School Crisis, Emergency Management, and Medical Emergency Response Plan.
- English Learners
School divisions receiving federal funds to provide a language instruction educational program must inform the parents of English learners of the reasons for the identification of their child as an English learner in need of placement in a language instruction program, as well as the details of the division's language instruction program and information pertaining to parental rights. ACPS sends home a letter to all parents of ESOL (English as a Second or Other Language) students including the details required by federal law, either in the first 30 days of school or within two weeks of entry into the program during the school year. Parents also may refer to School Board Policy IGBF,
English for Speakers of Other Languages (ESOL). For more information about our support programs for English Language Learners, please visit the
International & ESOL Program homepage.
- The school division's policy regarding student fees and the fee schedule must be provided to parents.
School Board Policy JN,
Student Fees, Fines, and Charges. View the
2018-19 Fee Schedule, which includes approved maximum fees for high schools, middle schools, and CATEC. For elementary students, there is a $10 fee that covers the cost of a recorder and recorder book. Parents will receive notification from their child's music teacher when this fee is due.
- FERPA (Family Educational Rights and Privacy Act)
- Divisions must provide parents and adult students notice of their rights to inspect and review education records, amend education records, consent to disclosure of personally identifiable information in education records, and file a complaint with the U.S. Department of Education. Refer to School Board Policy JO, Student Records, which details the rights of parents and eligible students under FERPA and defines the categories of information the school division designates as directory information. You also may refer to the U.S. Department of Education's
Model Notification of Rights for Elementary and Secondary Schools and
Model Notice for Directory Information.
- Gifted Education Plan
- Each school division is required to make its comprehensive plan for the education of gifted students available through the division's website. View Albemarle County Public Schools' Local Plan for the Education of the Gifted, 2015-2020. Visit the division's Gifted Education website for more information about our gifted programs. Refer to School Board Policy IGBB, Programs for Gifted Students.
- Graduation Requirements
- Every school must provide to students in all grade levels a notice of all requirements for Board of Education-approved diplomas. The Virginia Department of Education (VDOE) publishes graduation requirements (including minimum credit and course requirements) on the
VDOE website. The division also publishes these graduation requirements within
Pathways to Your Future, the guide to high school credit courses. Refer to
School Board Policy IKF,
The Virginia Assessment Program and Graduation Requirements.
- High School Credit-Bearing Courses Taken in Middle School
- For any high school credit-bearing course taken in middle school, parents may request that grades be omitted from the student's transcript and the student not earn high school credit for the course in accordance with
School Board Policy IKFA,
Middle School Students Taking High School Credit Courses.
The counseling office at each ACPS middle school addresses this requirement on an individual student basis.
- Homeless Students
- Each division must provide public notice of the educational rights of homeless students enrolled in the division. The notice, which must be in a manner and form understandable to homeless students and their parents/guardians, shall be disseminated in places where homeless students receive services. View the
Education Rights notice for Youth (Información para los jóvenes de edad escolar) and the
Educational Rights notice for Parents (Información para los padres). Refer to
School Board Policy JECA,
Admission of Homeless Children.
- Internet Privacy
- Every school division that has an Internet website must make its Internet privacy statement conspicuously available on its website. The division's
Privacy Statement can be accessed from the menu at the bottom of every page of the division website.
- Learning Objectives
- Every school must provide to parents the learning objectives to be achieved at their child's grade level. Refer to
School Board Policy IAA,
Notification of Learning Objectives. In high school, this requirement is met by providing students with a syllabus for each of their courses. Parents also may find it helpful to view course descriptions detailed
within our middle and high school program guides. ACPS curricula for all core instructional areas (grades PK-12) may be accessed through
Department of Student Learning site.
- National Assessment of Educational Progress (NAEP)
- Prior to the administration of any NAEP assessment, ACPS will inform parents of children selected to participate in the assessment that their child may be excused from participation for any reason, is not required to finish any authorized assessment, and is not required to answer any test question. Further, the division will make reasonable effort to inform parents and the public of their right of access to assessment data (excluding personally identifiable information and questions that may be reused in the future).
- Divisions must notify students, parents and others that they do not discriminate on the basis of race, color, national origin, sex, disability, and age. The division's
Nondiscrimination Statement (en español), which includes contact information for our Compliance Officers, can be accessed from the menu at the bottom of every page of the division website. Relevant School Board policies include
Prohibition Against Harassment and Retaliation (for students); and
Prohibition Against Harassment and Retaliation (for personnel).
- Parent and Family Engagement Policy
- Divisions and schools that receive Title I funds must distribute their parental involvement policy to parents of students in Title I programs. Refer to
School Board Policy IGBC,
- Possible Exposure to Viral Infections
The superintendent or his/her designee will notify parents of ACPS students and students age 14 and older about
School Board Policy EBAB,
Possible Exposure to Viral Infections, at the start of each school year.
- Postsecondary Education and Employment Data
- The school division's
Career & Technical Education (CTE) program must include notice on its website to enrolled high school students and their parents of (1) the availability of
postsecondary education and employment data published by the State Council of Higher Education (Hint: Use the drop-down box to search by institution.), and (2) the opportunity for such students to obtain a nationally recognized career readiness certificate at a local public high school, comprehensive community college, or workforce center. The
Virginia Department of Education Office of Career and Technical Education also recommends the
CTE resources provided by Trailblazers.
- PPRA (Protection of Pupil Rights Amendment)
- The PPRA requires school divisions to provide notice of their policy controlling the administration of surveys on certain sensitive topics, including political or religious beliefs and behavior involving sex or illegal conduct. Divisions also must notify parents of the dates during which certain activities may occur, including activities involving the collection, disclosure or use of students' personal information; the administration of any survey concerning sensitive information; or any nonemergency, invasive physical examination or screening. ACPS addresses these requirements within
School Board Policy KFB,
Administration of Surveys and Questionnaires.
- Promotion, Retention and Remediation Policies
- Every school must provide to parents a copy of the division's promotion, retention and remediation policies. View School Board policies IKEB, Promotion/ Retention/Acceleration, and IGBE,
Remedial and Summer Instruction Program.
- Prosecution of Juveniles as Adults
- School boards must provide information developed by the office of the Virginia Attorney General to students regarding laws governing the prosecution of juvelines as adults for the commission of certain crimes. Open the
Laws Regarding the Prosecution of Juveniles as Adults, as developed by the Office of the Attorney General. Refer to
School Board Policy JFCL,
Notification Regarding Prosecution of Juveniles as Adults.
- Pupil/Teacher Ratios
- School boards must report to the public the actual pupil/teacher ratios, by school, in elementary, middle and high school classrooms across the division. ACPS annually reports class size data each fall, typically in late October/early November. View the
2016-17 Class Size Report.
- Release of Student Records to Armed Forces Recruiters and Educational Institutions
- Divisions must notify parents that they will release the names, addresses, and telephone numbers of secondary students to all recruiters or institutions of higher education upon request, unless parents specifically request that this information not be released. Per
School Board Policy JO,
Student Records, on request made by military recruiters or an institution of higher education, ACPS will provide access to the names, addresses, and telephone listings of secondary school students, unless a parent (or eligible student) has submitted a written request that such information not be released without the prior written consent of the parent (or eligible student). Parents (or eligible students) have the option to make such a request, and the school division will comply.
- Regarding the release of student records to military recruiters, ACPS notifies parents of secondary students of the requirement and provides an "opt out" option through the annual Student Registration Verification process.
- Report Cards
- Divisions that receive Title I funds must prepare and distribute to parents an annual district report card showing specified information. Virginia’s new
School Quality Profiles provide information about student achievement, college and career readiness, program completion, school safety, teacher quality, and other topics of interest to parents and the general public.
School Board Policy CMA,
Albemarle County School Division Annual Report Card.
- School Bus Rider Safety Rules
- A copy of bus rider safety rules shall be sent to parents at the beginning of the school year. The information shall include a request that parents or their designee accompany their young children to and from the bus stop.
Annually, a link to theParent's Guide to Transportation (en español) is provided within the online student registration/verification form.
- Services for Students Identified as Hearing Impaired or Visually Impaired
- Each school board shall post information distributed by the Department of Education describing educational and other services available through the Virginia School for the Deaf and the Blind, the Virginia Department for the Deaf and Hard-of-Hearing, and the Virginia Department for the Blind and Vision Impaired to the parents of those students who are identified as hearing impaired or visually impaired. View
Services for Students Identified as Hearing or Visually Impaired.
- Each year, the state requires that school divisions notify all parents of students in grades 5-10 about a physical condition known as scoliosis. This condition affects about two or three percent of all adolescents and causes a curvature in the spine. The division's
Scoliosis Information for Parents was developed in consultation with the University of Virginia Department of Pediatric Orthopedics.
- Sex Offender Registry
- Every school board must notify parents of the board's policy regarding sex offenders. View
School Board Policy KN,
Sex Offender Registry Notification. The Sex Offender and Crimes Against Minors Registry can be accessed online through the
Virginia State Police website.
- Special Education
- Each division must conduct a public awareness campaign (also known as a child find program) to inform the community about special education programs and services. The Albemarle County School Board maintains an active and continuing child find program designed to identify, locate and evaluate those children residing in the division (birth to age 21, inclusive) who are in need of special education and related services. View
School Board Policy IGBA,
Programs for Students with Disabilities.
- Standards of Learning (SOLs)
- Every school must provide to parents the Standards of Learning applicable to their child's grade or course requirements and the approximate date and potential impact of the child's next SOL testing. Refer to
School Board Policy IKF,
Standards of Learning and Graduation Requirements. Each summer, within the
School Year Calendar (44-page document), the school division includes general information about Virginia Standards of Learning (see page 34) and notes the SOL testing windows on the month-by-month calendar (see pages 6-31). The calendar is mailed to every registered ACPS family, and extras for new families who register throughout the school year are available in the school offices.
Note: Test administration varies by school. Parents, please check with your child's school for specific testing dates and times.
- For general information about SOLs and other assessments administered by ACPS, visit our
Assessment web page. State expectations for student learning and achievement can be accessed through the
Virginia Department of Education website.
- Student Achievement
- Schools that receive Title I funds must provide parents individual reports regarding their student's level of achievement and academic growth on the state's academic assessments. ACPS handles such notifications on an individual student basis.
- Teacher Qualifications
- Divisions that receive Title I funds must notify the parents of each student attending any school receiving Title I funds that the parents may request, and the division will provide, information regarding the professional qualifications of their child's classroom teachers. Further, school divisions now are required to send notifications to parents in Title I schools if their children are taught four or more weeks by a teacher who is not properly licensed in Virginia to teach the class to which the students are assigned. ACPS handles all such notifications on an individual student basis. Information regarding the professional qualifications of the division's teachers may be obtained through the Albemarle County
Human Resources Department.
- Testing Transparency and Parent Opt Out
- Divisions that receive Title I funds shall notify the parents of each student attending any school receiving Title I funds that parents may request, and the division will provide, information regarding student participation in any assessments mandated by the state or division, including information about the parental right to opt a child out of an assessment, where applicable.
ACPS handles all such notifications on an individual student basis.
- Additionally, divisions that receive Title I funds will publish on their website information on each assessment required by the state or division, where such information is available. For general information about assessments administered by ACPS, visit our
Assessment web page.
- Voluntary Retirement Savings Programs (403(b) Plans)
- Divisions that have 403(b) retirement plans must notify employees about the plan. View
School Board Policy GBR,
Voluntary Retirement Savings Program. To learn more about retirement benefits for Albemarle County employees, please contact Human Resources at 434-296-5827 or visit the
Human Resources Retirement Benefits web page.
- Youth Health Risk Behavior Survey
- The school board must notify parents of each student enrolled in a middle or high school selected for participation in the survey of student health risk behaviors that their child may be randomly selected to participate in the survey unless the parent denies consent for the student's participation in writing prior to administration of the survey. The school division will provide such notice at least 30 days prior to administration of the survey. Refer to
School Board Policy KFB,
Administration of Surveys and Questionnaires.
Required Public Hearings
- Before the School Board approves its budget for submission to the appropriating body, the board must hold at least one public hearing to hear the views of the citizens. Public notice of the hearing will be given at least 10 days in advance in
The Daily Progress newspaper.
- Alternatives to Animal Dissection
- School boards must provide notice that they provide alternatives to animal dissection.
ACPS provides such notice in relevant science course syllabi. Additionally, teachers bring attention to alternatives at relevant times during the school year.
- Bill of Rights
- In accordance with Virginia School Boards Association Policy IEC, the
Bill of Rights of the Constitution of the United States is posted in a conspicuous place in each Albemarle County school.
- Child Abuse Reporting
- A notice must be posted in each school regarding suspicion of child abuse or neglect and subsequent reporting. View the Virginia Department of Social Services (VDSS) poster,
A Guide for School Employees to Recognize and Report Child Abuse, which includes the VDSS toll-free child abuse and neglect hotline. Refer to
School Board Policy JHG,
Child Abuse and Neglect Reporting.
- Comprehensive Plan
Prior to the adoption of the division's comprehensive plan (referred to by ACPS as "strategic plan") or revisions thereto, the plan or revisions must be posted on the division's website, and a hard copy of the plan must be made available for public inspection and copying.
Horizon 2020 Strategic Plan, 2013-2020.
Further, each school board must present a report
to the public by November 1 of each odd-numbered year on the extent to which the objectives of the division's strategic plan have been met during the previous two school years.
View the most recent report,
Strategic Priorities Update, 2015-2017 (May 2017). For more information about the division's strategic planning process, visit our
Strategic Planning website.
- Fair Labor Standards Act
- All employers covered by the Fair Labor Standards Act, including school divisions, must post
Employee Rights Under the Fair Labor Standards Act.
- Family and Medical Leave Act (FMLA)
- Each employer of 50 or more employees shall post on the premises of the workplace a notice regarding
Employee Rights and Responsibilities Under the Family and Medical Leave Act.
- Genetic Information Nondiscrimination Act (GINA)
- Employers are required to post a notice approved by the U.S. Equal Employment Opportunity Commission (EEOC) regarding GINA, which protects employees from discrimination on the basis of genetic information. View the
Equal Opportunity poster published by the EEOC.
- Minimum Wage
- Each employer must post, in conspicuous places on the premises of the workplace, a notice prepared or approved by the Secretary of Labor regarding the federal minimum wage law. View the
Fair Labor Standards Act (FLSA) Minimum Wage poster published by the U.S. Department of Labor.
- National Motto
- In accordance with Virginia School Boards Association Policy IEB, the statement
"In God We Trust," the National Motto enacted by Congress in 1956, is posted in a conspicuous place in each Albemarle County school.
Online Courses and Programs
- Divisions must post information regarding online courses and programs available through the division on their website. View the division's
Virtual Learning web page.
- USERRA (Uniformed Service Employment and Reemployment Rights Act)
- Employers are required to provide employees with notice of their rights, benefits and obligations under USERRA. View
Your Rights Under USERRA: The Uniformed Services Employment and Reemployment Rights Act.
- Virginia Unemployment Compensation Act
- All employers in Virginia, including school divisions, must post all notices related to unemployment insurance furnished by the Virginia Unemployment Commission. View the
Virginia Employment Commission Notice to Workers concerning unemployment insurance.
- Workers' Compensation
- School divisions must post, at a location frequented by employees, notice of compliance with the provisions of the Virginia Workers' Compensation Act. View the
Workers' Compensation Notice published by the Virginia Workers' Compensation Commission.