Required Notifications

  • Federal code, state code, and Virginia School Boards Association policy set certain requirements for school divisions regarding annual notifications, public hearings, and postings. Richmond Public Schools has addressed each of the requirements below for the 2015-16 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 804.780.7100 or visit the Richmond City Hall at 301 N. 9th Street, 17th Floor, in the City of Richmond.

    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. View School Board Policy IIBE, Acceptable Use of Technology (page 37), which includes policy regulation and responsible use acceptance agreements and procedures.

    Annual Measurable Objectives (AMOs)
    The division must include information on its report card regarding the performance of various subgroups against Annual Measurable Objectives (AMOs). View the division's report card through the Virginia Department of Education website.

    Each division must notify parents, employees and other building occupants about asbestos inspections, response actions, and post-response action activities. View the division's 2015-16 Asbestos Notification.

    Availability of School Division Policies and Regulations
    Each division must make an annual 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 School Board website or at the city libraries, school division offices, and each of our schools. Prior to the start of each school year, the school division publishes general information about our School Board, including the availability of policies, in the School Year Calendar. 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 2015-16 Adopted Budget, along with associated documents and presentations, can be accessed through the 2015-16 Budget & Financial Reporting site.

    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. View the 2015-16 Student Code of Responsible Ethics (SCORE). The document is also available en español. SCORE is made available for at the start of each school year and includes excerpts from School Board policies as well as the Code of Virginia.

    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. Refer to School Board Policy DIA, Reporting Per Pupil Costs (page 12).

    Parents must be notified regarding the academic and career guidance and personal/social counseling programs that are available to their children, including procedures by which parents may limit their child's participation in such programs. View our counseling curriculum online.  Refer to School Board Policy IJ, Guidance and Counseling Program (page 47).

    Credits Required for Graduation
    Each division must notify the parents of rising juniors and seniors of the number of credits and subject area requirements necessary for graduation pursuant to the standards for accreditation. The counseling office at each Richmond City high school addresses this requirement on an individual student basis. Refer to School Board Policy IKF, Standards of Learning Tests and Graduation Requirements (page 43).

    Further, the division must notify parents of students with disabilities who have an Individualized Education Program (IEP) and who fail to meet the requirements for graduation 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 meet the requirements for graduation 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. 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, the International Baccalaureate program, and Academic Year Governor's School Programs. The division publishes this information annually in the high school program of studies.

    Eating Disorders Awareness Information
    Every school board must annually provide information to parents of students in grades 5-12 regarding eating disorders. View the policy guidelines. Also available is the Eating Disorder Notice (en español).

    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. Refer to School Board Policy EB, School Crisis, Emergency Management, and Medical Response Plan (page 4).

    The school division's policy regarding student fees and the fee schedule must be provided to parents annually. View webpage addressing  Student Fees, Tuitions, and Charges.

    FERPA (Family Educational Rights and Privacy Act)
    Divisions must provide parents and adult students annual notice of their rights to inspect and review education records, amend education records, consent to disclosure of personally identifiable information in education records, and file a complaint with the U.S. Department of Education. View the Notification of Rights Under FERPA for Elementary and Secondary Schools and the FERPA Notice for Directory Information (Spanish version).  Refer to School Board Policy JO, Student Records, which includes the school division's FERPA policy.

    Graduation Requirements At the beginning of each school year, every school must provide to students in all grade levels a notice of all requirements for Board of Education-approved Diplomas. View the graduation requirements (minimum credit and course requirements) approved by the Virginia Department of Education: Advanced Studies Diploma | Standard Diploma | Modified Standard Diploma.

    View the school division's graduation requirements in School Board Policy IKF, Standards of Learning and Graduation Requirements (page 52).

    High School Credit-Bearing Courses Taken in Middle School
    For any high school credit-bearing course taken in middle school, parents may request that grades be omitted from the student's transcript and the student not earn high school credit for the course in accordance with policies adopted by the school board. Notice of this provision is provided to parents with the final middle school report card. Refer to School Board Policy IKFA, Middle School Students Taking High School Credit Courses.

    Homeless Students
    Each division must give public notice of the educational rights of homeless children and youths.  Refer to School Board Policy JECA, Admission of Homeless Children (page 41).

    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 district 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. The full Richmond Public Schools curricula for grades PK-12 may be viewed by here.

    Limited English Proficient (LEP) Students
    Divisions receiving federal funds to provide LEP programs must inform the parents of LEP students of the reasons for the identification of their child as limited English proficient, as well as the details of the division's language instruction program and information pertaining to parental rights. Refer to School Board Policy IGBF, English for Speakers of Other Languages (ESOL) (page 21). For more information about our LEP programs, please visit the English as a Second Language (ESL) homepage.

    National Assessment of Educational Progress (NAEP)
    In accordance with federal code, Richmond Public Schools will inform parents of children selected to participate in any NAEP 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, parents will be informed of their right of access to assessment data.

    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 Non-Discrimination Statement can be accessed from the division website. More detailed information, including contact information for our Compliance Officers and procedures, can be found in School Board Policy JFHA, Prohibition Against Harassment and Retaliation (for students) or School Board Policy GBA, Prohibition Against Harassment and Retaliation (for personnel).

    Parental Involvement 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, Parental Involvement (page 11).

    Postsecondary Education and Employment Data
    The school division's career and technical education (CTE) program must include annual notice on its website to enrolled high school students and their parents of the availability of the postsecondary education and employment data published by the State Council of Higher Education. The Richmond Public Schools CTE website is available.

    PPRA (Protection of Pupil Rights Amendment)
    The PPRA requires 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. View 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 (page 50) 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 juveniles as adults for the commission of certain crimes. Refer to School Board Policy JFCL, Notification Regarding Prosecution of Juveniles as Adults
    (Spanish version).

    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. View School Board Policy JO, Student Records (page16).

    Report Cards
    Divisions that receive Title I funds must prepare and distribute to parents an annual district report card showing specified information. The Virginia Department of Education now posts this information on its website. Report cards for schools, school divisions and the state provide information about student achievement, accountability ratings, attendance, program completion, school safety, teacher quality, and other topics. Reports may be viewed and downloaded as PDF files or Microsoft Excel files. Refer to School Board Policy CMA, Richmond Public Schools 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.

    School Lunch Program
    Each division that participates in the Free and Reduced Price Meals program must notify parents and the public about the programs. Information about the division's Free and Reduced Price Meals Program is provided to parents at the beginning of each school year within First Day Packets.

    In addition, schools must post a report of the most recent food safety inspection in a publicly visible location. Each Richmond Public Schools cafeteria receives at least two inspections per year. The most recent inspection is posted in each cafeteria in public view.

    Services for Students Identified as Hearing or Visually Impaired
    School boards shall annually post information on school division websites and inform parents of students who are identified as hearing or visually impaired of the availability of resources for students. The following link provides a summary of resources for students with hearing or visual impairment.  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.

    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. Also available is the Sex Offender Annual Notice (en español).

    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. View School Board Policy IGBA, Programs for Students with Disabilities. View the Special Education Annual Notice (en español) and the RPS Special Education Procedures (en español)

    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. Prior to the start of each school year, the school division publishes SOL testing information in the School Year Calendar. Test administration varies by school. Parents, please check with your child's school for specific testing dates and times. Refer to School Board Policy IKF, Standards of Learning and Graduation Requirements (page 52).

    State expectations for student learning and achievement can be accessed through the Virginia Department of Education website for the following subject areas: English, Mathematics, Science, History & Social Science, Family Life, Economics & Personal Finance, Fine Arts, Foreign Language, Computer Technology, Health, Physical Education, and Driver Education.

    Student Achievement
    Schools that receive Title I funds must provide each parent information on the achievement level of their child on each of the state academic assessments. Richmond Public Schools 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 information regarding the professional qualifications of their child's classroom teachers. Further, schools receiving Title I funds must give timely notice to parents if their child has been assigned or has been taught for four or more consecutive weeks by a teacher who is not highly qualified, as defined by federal law. Richmond Public Schools handles all such notifications on an individual student basis, when applicable. Information regarding the professional qualifications of the division's teachers may be obtained through the Richmond Public Schools' Human Resources Department.

    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 (page 71). To learn more about retirement benefits for Richmond Public School 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 (page 27).