REGULATIONS GOVERNING THE OPERATION OF PRIVATE DAY SCHOOLS FOR STUDENTS
WITH DISABILITIES (REPEALED)
Definitions. (Repealed.) "Behavioral intervention plan" means a plan that
utilizes positive behavioral interventions and supports to address behaviors
that interfere with the learning of students with disabilities or with the
learning of others or behaviors that require disciplinary action. "Behavior management program" means those
principles and methods employed by a school to help an individual student achieve
a positive outcome and to address and correct inappropriate behavior in a
constructive and safe manner. Behavior management principles and methods must
be employed in accordance with the individualized education program or
individualized instructional plan and written policies and procedures governing
service expectation, educational and treatment goals, and safety and security. "Board" means the Virginia Board of Education. "Branch campus" means any multi-site location in
the same town, city, or county where the school is offered on a regular
continuing basis. "Consent" means the voluntary and revocable
agreement of the parent or parents or eligible student who has been fully
informed of all information relevant to the activity including which records,
if any, will be released for which consent is sought in the parent's, parents'
or eligible student's native language, or other mode of communication, and who
understands and agrees, in writing, to the carrying out of the activity for
which consent is sought. "Department" means the Virginia Department of
Education. "Disability category" means a listing of special
education eligibility classifications for students served. "Extension classroom" means a location away from
but in close proximity to the main campus where only classes are offered. "Guaranty instrument" means a surety bond,
irrevocable letter of credit or certificate of deposit. "License to operate" means the legal document
issued by the Board of Education that provides institutional and programmatic
authority to operate a school as further defined in these regulations. "Paraprofessional" means an appropriately trained
employee who assists and is supervised by qualified professional staff. "Physical restraint" (also referred to as
"manual hold") means the use of approved physical interventions or
"hands-on" holds to prevent a student from moving his body to engage
in behavior that places himself or others at risk of physical harm. Physical
restraint does not include the use of "hands on" approaches that
occur for extremely brief periods of time and never exceeds more than a few
seconds duration and is used for the following purposes: 1. To intervene in or redirect a potentially dangerous
encounter in which the student may voluntarily move away from the situation or
hands-on approach; or 2. To quickly deescalate a dangerous situation that could
cause harm to the individual or others. "Regulations" means this document in its
entirety. "Rules of conduct" means a listing of rules that
is maintained to inform students and others about behaviors that are not
permitted and the consequences applied when the behaviors occur. "School for students with disabilities" means a
privately owned or operated preschool, school or educational organization, no
matter how titled, maintained or conducting classes for the purpose of offering
instruction, for a consideration, profit or tuition, to persons determined to
have autism, deaf-blindness, a developmental delay, a hearing impairment,
including deafness, mental retardation, multiple disabilities, an orthopedic
impairment, other health impairment, an emotional disturbance, a severe
disability, a specific learning disability, a speech or language impairment, a
traumatic brain injury, or a visual impairment including blindness. "Time out" means removing the individual from his
immediate environment to a different, open location until the student is calm
or the problem behavior has subsided. Part II
License to operate. (Repealed.) A. Any school defined in the Code of Virginia as a school
for students with disabilities shall receive a license to operate from the board
prior to operation. B. A License to operate shall be prominently displayed on
the premises of the school.
Initial application. (Repealed.) A. The application forms and information regarding the
application process shall be available from the department. B. Complete applications and other required documentation shall
be received by the department at least 60 business days in advance of the
school's planned opening date.
Assessment of application. (Repealed.) A. The department shall evaluate each completed application
within 60 business days of its receipt for licensure and advise the school in
writing of its approval or any deficiencies. B. All deficiencies shall be corrected within 100 calendar
days from receipt of the department's written evaluation of the application.
Any school not meeting this deadline shall submit to the department a written
request for continued consideration.
Advertising and enrolling restrictions. (Repealed.) A. A school shall not advertise or enroll students prior to
receiving a license to operate. B. A license to operate shall be restricted to the
disability categories specifically indicated. C. Authority is granted to the department to suspend
enrollment in or withdraw approval of programs of holders of licenses to
operate that do not continue to meet the requirements of these regulations. A
school that has had enrollment suspended or approval withdrawn shall be
notified by certified mail and shall not enroll new students in such programs.
Certification or licensing of branch
campus/extension classroom. (Repealed.) A school with a license to operate may open an additional
facility in the same town, city or county under the same certificate or
license. The school shall submit an application and secure authorization from
Penalty for noncompliance. (Repealed.) A. Any person who opens, operates, or conducts a school
without first obtaining a license to operate may be found guilty of a Class 2
misdemeanor (§ 22.1-331 of the Code of Virginia). B. Each day the school remains open without a license to
operate, the owner or board of directors shall incur a separate offense. C. The department shall refer to the Office of the Attorney
General any alleged or known violation of these provisions. The Office of the
Attorney General shall refer the matter to the Commonwealth Attorney of proper
jurisdiction. Part III
Application requirements for schools seeking a
license to operate. (Repealed.) The following information shall be submitted as part of the
application: 1. Title or name of the school that is permanent and
distinct and shall not be changed without first securing approval from the
department. 2. Names and addresses of owners, controlling officials, and
managing employees. 3. Evidence of compliance with applicable State Corporation
Commission regulations when the school is owned by a partnership or
corporation. 4. Curriculum information in the department's required
format. 5. A scale drawing or copy of the floor plan including room
use and dimensions. 6. A certificate of occupancy or other report from the
appropriate government agency or agencies indicating that the location or
locations meet applicable fire safety, building code, and sanitation
requirements. 7. A copy of the deed, lease, or other legal instruments
authorizing the school to occupy such locations. 8. A listing of the equipment, training aids, and textbooks
used for instruction. 9. The maximum anticipated enrollment to be accommodated
with the equipment available and the ratio of students to teachers and
instructional aides. 10. A listing of the qualifications of the staff in the
school. 11. A proposed budget, a three-year financial plan, and
documentation of sufficient operating capital to carry the school through its
first year including proof of a guaranty instrument described in subdivision 13
of this section. 12. A copy of the student enrollment agreement, a current
schedule of tuition and other fees, copies of all other forms used to keep
student records, and the procedure for collecting and refunding tuition. 13. A surety bond, irrevocable letter of credit or
certificate of deposit as required by 8VAC20-670-320. 14. Copies of all proposed advertising. 15. A handbook describing the school's programs and
policies. 16. Any additional information as the board or department
may deem necessary to carry out the provisions of the Code of Virginia.
Applicant commitments. (Repealed.) Each applicant for a license to operate shall provide a
notarized certificate of compliance form provided by the Department of Education,
acknowledging their commitment to conduct the school in an ethical manner and
in accordance with the provisions of state and federal laws and applicable
regulations. Part IV
Statement of purpose, philosophy, and
objectives. (Repealed.) Each school shall be responsible for formulating a written statement
setting forth its purpose, philosophy, objectives, and admissions policies,
which shall be used for guidance concerning the character and number of
students with disabilities to be served, the instructional program to be
offered, the staff to be used, and the services to be provided.
Instructional program. (Repealed.) A. The instructional program of each school shall reflect
the written philosophy of the school by implementing the stated objectives through
methods, procedures, and practices that reflect an understanding of and meet
the applicable academic, vocational, therapeutic, recreational, and
socialization needs of the students served. Instructional programs for students
with disabilities shall be conducted in accordance with appropriate regulations
governing the education of children with disabilities approved and issued by
the board (8VAC20-80). B. Each school shall provide a program of instruction that
promotes the individual student's developmental growth or academic achievement
at successive grade levels. Instruction shall be designed to accommodate each
student and meet the abilities, interest, educational and transitional needs of
the students. C. Programs for students with disabilities shall also
comply with the following requirements: 1. Each student identified by a local education agency (LEA)
as eligible for special education and related services and placed by a local
school division or for noneducational reasons by a comprehensive services team
shall have an individualized education program on file with the school in
accordance with regulations of the board governing the education of children
with disabilities. Students not identified as such and those placed by parents
shall have an individualized instruction program. 2. Individualized education programs shall address
participation in the general curriculum and acquisition of the knowledge and
skills contained in the Virginia Standards of Learning for English,
mathematics, science, and history/social science (8VAC20-80-62 F). 3. Confidentiality of information including access rights;
record of access; record on more than one child; list of types and location of
information; fees; amendment of records at parent's request; consent; collection,
storage, disclosure and destruction safeguards; and destruction of information
shall be kept in accordance with regulations of the board (8VAC20-150). 4. The school shall use testing and evaluation materials
that are not racially or culturally discriminatory and do take into
consideration the student's disabling condition or conditions, or racial and
cultural background. 5. The Virginia State Assessment Program shall be addressed
in the student's individualized education program (8VAC20-80-62 F 5). 6. Schools shall follow the Standards for Accrediting Public
Schools in Virginia (8VAC20-131) or standards approved by the Virginia Council
of Private Education for conferring credit and diplomas (8VAC20-131-110). 7. Records of current initial eligibility determinations or
reevaluations of eligible students with disabilities, conducted in accordance
with board regulations, shall be on file (8VAC20-80-56). 8. A planned program for personnel development shall be
provided. 9. A plan for and documentation of contact with parents,
guardians, and local school division personnel shall be available. 10. All procedural safeguards required by regulations
governing the education of students with disabilities shall apply for eligible
students (8VAC20-80-70). 11. Instructional/training schedules shall be conducted in
accordance with board regulations (8VAC20-131-150). 12. The school shall maintain pupil-teacher ratios in
accordance with department regulations (8VAC20-80-45). D. A written agreement between the school and any third
party organization shall be entered into for programs requiring an enrolled
student internship or externship. A copy of the agreement shall be available
for review by the board or department.
Intradepartmental cooperation. (Repealed.) Staff from the Department of Education will be available
for consultation on educational programming.
Behavior management programs. (Repealed.) A. If a school has a program for behavior management or
modification, the school shall develop, implement, and have on file written policies
and procedures that describe the use of behavior management techniques approved
by the governing body of the school. Positive approaches to behavior management
shall be emphasized. The behavior management techniques used by the school
shall be listed in order of their relative degree of intrusiveness or
restrictiveness and the conditions under which they may be used by trained
school personnel. The policies must protect the safety and well-being of the
student at all times, including during fire and other emergencies. Policies
must specify the mechanism for monitoring and methods of documenting the use of
behavior management techniques. B. All interested parties, including students, their
parents, guardians and local education agencies when the student is publicly
placed, shall be informed of the policies and rules of conduct through written
information contained in the school's handbooks, brochure, enrollment contract,
or other publications. Informed consent shall be obtained before implementation
of any behavior management program. C. Schools may allow students to voluntarily take time
outside the classroom or in a designated area of the classroom to regroup. If
the student requires assistance to remove himself from the immediate
environment, it must be done in accordance with the school's policies and
procedures for the use of time out that comply with sound therapeutic practice.
Staff must be available to students during this time in regaining emotional
control. D. A school that uses physical restraints shall have and
implement written policies and procedures governing their use. The procedures
shall include methods to be followed should physical restraint, less intrusive
interventions, or measures permitted by other applicable state regulations prove
unsuccessful in calming and moderating the student's behavior. Use of physical
restraints shall be limited to that which is minimally necessary to protect the
student or others and may only be used by trained staff and only after less
intrusive interventions have failed and when failure to restrain would result
in harm to the student or others. E. The behavior management program shall be developed,
implemented, and monitored by staff trained in behavior management programming.
Staff shall review the training in physical restraints and less intrusive
interventions at least annually. F. Application of a formal behavior management program
designed to reduce or eliminate severely maladaptive, violent, or
self-injurious behavior contingent upon the exhibition of such behaviors is
allowed only as part of an individually approved time-specific plan that is
consistent with sound therapeutic practice. Consent of the individual, parent
or guardian, and the placing school division is required. G. Individual applications of formal behavior management
techniques including use of physical restraints shall be reported to the
parents and documented in the student's record and, at a minimum, include date
and time, staff involved, circumstances and reasons for use, including other
behavior management techniques attempted, duration, type of technique used, and
outcomes. H. Injuries resulting from or occurring during the
implementation of behavior management techniques shall be documented and
appropriate health care shall be administered. The student's parents or legal
guardian shall be notified. I. Students shall not discipline, restrain or implement
behavior management plans of other students. J. The following actions are prohibited: 1. Any action that is humiliating, degrading, or abusive; 2. Deprivation of drinking water or food necessary to meet a
student's daily nutritional needs except as ordered by a licensed physician for
a legitimate medical purpose and documented in the student's file; 3. Denial of use of toilet facilities or toileting
assistance; 4. Use of restraint as punishment, reprisal, or for the
convenience of staff; 5. Corporal punishment; 6. Deprivation of health care including counseling; and 7. Use of mechanical and chemical restraints.
Equipment and instructional materials. (Repealed.) A. Equipment and materials for instruction shall be
provided in sufficient variety, quantity, and design to implement the
educational program to meet the needs of the students with disabilities as
identified in the individualized education program (IEP) or individualized
instruction plan (IIP) as appropriate. B. There shall be a library adequately equipped or resource
materials available on site to meet the needs of the students according to the
types of training or educational programs offered by the school, if applicable.
Depending upon the age and needs of the students with disabilities, reference
materials should be available to the preacademic, the academic, and the career
education levels, if applicable.
Provisions for health. (Repealed.) A. A report of a comprehensive physical examination by a
qualified healthcare provider and an up-to-date immunization record shall be on
file for each student. B. A student suffering with a contagious or infectious
condition or disease shall be excluded from school while in that condition
unless attendance is approved by a qualified healthcare provider. C. An adequate first aid kit shall be provided for use in the
case of accidents, minor injuries, and medical emergencies. D. All medications shall be accepted only in current
original labeled prescription containers with parental permission to
administer. E. Transportation of medication shall be expressly covered
in the school's policy manual. All interested parties shall be informed of the
policy through written information. F. Training shall be provided to all staff in medication
procedures and effects and in infection control measures including the use of
universal precautions. All staff administering medication shall receive
approved training for medication management. At least one person certified in
first aid and CPR shall be available at all times to the students at the
school. G. In schools where meals are served on a daily basis, the
school shall have the services of either a full-time or part-time dietitian or
nutritionist, or consultative assistance to ensure that a well-balanced
nutritious daily menu is provided. Records of menus for all meals served shall
be kept on file for six months. H. Any case of suspected child abuse or neglect shall be
reported immediately to the local child protective services unit as required by
§ 63.2-1509 of the Code of Virginia. Any case of suspected child abuse or
neglect that is related to the facility shall be reported immediately to the
department and placing agency, and to either the parent or legal guardian. When
a case of suspected child abuse or neglect is reported to child protective
services, the student's records shall include the date and time the suspected
abuse or neglect occurred, a description of the incident, the action taken as a
result of the incident, and the name of the person to whom the report was made
at the local child protective services unit.
Transportation. (Repealed.) A. All drivers of vehicles transporting students shall
comply with the requirements of the applicable laws of Virginia (§ 22.1-180).
Appropriate safety measures that take into consideration the age range and disabling
conditions of students served at the school shall be taken by staff members or
other adults who may transport students to and from school or on
school-sponsored activities. B. Evidence of vehicle liability insurance to protect those
students transported to and from the school shall be submitted. C. All schools shall have on file evidence that
school-owned vehicles used for the purpose of transporting students to and from
school and school-related activities meet federal and state standards and are
maintained in accordance with applicable state and federal laws (49 CFR Part
571). D. All vehicles used to transport students on school
activities shall be equipped with first aid kits, a fire extinguisher, and
two-way communication devices. E. Individual student emergency information including
currently prescribed and over-the-counter medications, significant medical
problems, and any allergies shall accompany students when they are being
transported. Part V
Disability categories. (Repealed.) A. The instructional program shall exist only for those
students who have a disability listed in the categories posted on the school's current
license to operate. B. Supplementary applications to serve additional
categories of students may be submitted to the department for approval at any
time. The information must be submitted in such form as prescribed by the
department. C. Revisions to existing program services must be submitted
to the department for approval prior to implementation. Part VI
Personnel policies. (Repealed.) Each school shall develop written personnel policies for
employees that shall include, but not be limited to, job descriptions, evaluation
procedures, procedures for handling accusations against staff, and termination
policies and make them available to the board or department if requested. Licensure Regulations for School Personnel (8VAC20-22)
issued by the board are to be used by the schools when hiring staff employed by
Administrative personnel. (Repealed.) A. Each school shall designate a person to be responsible
for the administration of the school. This person shall be a graduate of an accredited
college or university and shall have sufficient time, training, and ability to
carry out effectively the duties involved. B. The individual responsible for the day-to-day operation
of the educational program, no matter how titled, shall hold and maintain a
valid five-year renewable postgraduate professional license issued by the
board. This individual shall hold an endorsement in at least one appropriate
area of disability served by the school (8VAC20-22). The individual serving in
this capacity could be the same person functioning as the administrator
identified in subsection A of this section provided licensure requirements are
met. C. The department may make exception to the above
requirements for good cause upon application by the school.
Teachers. (Repealed.) A. Teachers of academic courses in elementary and
nondepartmentalized middle and high school programs shall hold a current
Virginia teaching license issued by the board with endorsement in at least one of
the specific areas of disability served by the school, or otherwise comply with
the Licensure Regulations for School Personnel (8VAC20-22). B. Teachers in middle and high schools that are
departmentalized must hold a current Virginia teachers license with endorsement
in the academic area they are instructing (8VAC20-22). A sufficient number of
appropriately endorsed special education teachers must be available to case
manage individualized education programs (IEPs) and to provide disability
specific technical assistance and instruction. Ongoing staff development must
include disability specific training. C. Teachers of specialized subjects such as music, art,
physical education, health and vocational education must hold a valid teaching
license with an endorsement in the teaching area of responsibility and agree to
complete course work or inservice training in working with the types of
students served by the school. D. The board may make exception to the above requirements
for good cause.
Ancillary personnel. (Repealed.) A. A therapist employed by a school shall be professionally
trained in the area or areas of therapy in which he practices. If the school
employs a therapist, this person shall be licensed or certified by the
appropriate state and national authority or licensed eligible and currently
working under the supervision of a licensed therapist. Documentation of
continued progress toward licensure must be maintained. B. Audiologists or speech therapists employed by the school
shall be licensed by the appropriate state authority or meet the requirements
for licensure as outlined in Licensure Regulations for School Personnel
(8VAC20-22). C. Psychologists employed by the school shall be licensed
by the appropriate state authority, or meet the requirements for school
psychologists, or both, as outlined in Virginia Licensure Regulations for
School Personnel. D. Paraprofessionals employed by the school shall be, at a
minimum, high school graduates or the equivalent and have inservice training or
experience in working with the type of student served by the school. E. All support personnel such as librarians, guidance
counselors, social workers, etc., shall have earned a bachelor's degree from an
accredited institution and hold a valid license, where applicable, issued by
the department or be licensed by the appropriate state authority. F. All medical personnel, including but not limited to
nurses and physicians, shall hold all licenses required by the Commonwealth of
Virginia. G. All volunteers and interns or students who are receiving
professional training shall be properly supervised. H. The department may make exception to the requirements of
this section for good cause upon application by the school.
Personnel files. (Repealed.) Personnel files for staff shall be maintained and shall
include the following documentation: 1. Academic preparation and past experience; 2. Attendance records; 3. Copies of contracts indicating dates and terms of employment;
4. Results of an x-ray or tuberculin test and other health
records required by § 22.1-300 of the Code of Virginia and applicable
regulations of the Virginia Department of Health; 5. Evidence of child protective service and criminal records
checks including fingerprinting. Additionally for all staff who may transport
students, evidence of Department of Motor Vehicles checks and a current copy of
the driver's license; and 6. Documentation of staff development. Part VII
Physical Facilities and Inspections
Facilities. (Repealed.) A. Department staff shall inspect the school facilities and
file a report that is available to the board for review as a prerequisite to certification
or licensing. The department shall schedule periodic monitoring visits to each
school for students with disabilities at least once every three years.
Unannounced visits by department staff may be made during the three-year time
period. All facilities in use must comply with appropriate state and local
ordinances governing fire safety, sanitation, and health. B. A change in the location of a school shall be reported
to the department at least 30 days before the move on forms provided by the department.
Documents required by subdivisions 5, 6 and 7 of 8VAC20-670-80 for the new
location must be submitted to the department before the actual move takes
place. An on-site visit must be made by department staff as soon as possible
following notification of the pending change. C. Schools that find it necessary to utilize extension and
branch facilities must submit the information required by subdivisions 5, 6 and
7 of 8VAC20-670-80 and have an on-site visit to the facilities conducted by
department staff prior to utilizing the facilities. D. Schools that are modifying or expanding current
facilities must submit the information required in subdivisions 5 and 6 of
8VAC20-670-80 and may have an on-site visit conducted by department staff. E. In the event of fire or other emergency situations, the
school must notify the department as soon as possible of the conditions and
status of the school.
The school plant. (Repealed.) A. Schools shall be in compliance with the Uniform
Statewide Building Code (13VAC5-62) and the Americans with Disabilities Act.
They shall maintain a physical plant that is accessible, barrier free, safe,
and clean. B. In the case of new construction, schools shall comply
with § 2.1-514 of the Code of Virginia with reference to architectural
barriers. C. Emergency procedures shall be established by the school
for handling emergencies including hostage situations, bomb threats, power
outages, fires, medical emergencies, and inclement weather. Part VIII
Student Services, Records, and Contracts
Student services and records. (Repealed.) A. Each school shall maintain a listing of all students who
enroll that includes, but is not limited to, the student's name, address,
telephone number, social security number, disability, and enrollment date. For
all publicly placed students, this list shall include the student's local
school division. The information shall be current as of the date the student
enrolls and shall be available for inspection by or submission to the board or
department upon request. B. Records of student counseling sessions for academic or
disciplinary reasons must be maintained in the student's permanent record if
termination, dismissal, or withdrawal is the basis for the counseling. The
student, parent or guardian, or local school division shall receive a copy of
the report upon written request if the action resulted in dismissal or termination.
C. Schools shall develop, publish, and provide to students
clearly written policies governing conduct, attendance, academic progress
necessary to matriculate to the next grade or level, and other matters relative
to encouraging responsible student behavior. D. Each school shall develop, publish, and make available
to parents and students a procedure for resolving complaints, which shall
include information on reporting such complaints to the department. The
department may utilize outside services to investigate and resolve complaints.
Applications and enrollment agreements for
students privately placed. (Repealed.) A. An application for admission is not to be construed as a
binding instrument on the part of the student or the school. B. Any contract between a student, parent or guardian and a
school certified or licensed by the board shall be separate from the
application for admission and must clearly outline the obligations of both
parties. C. Any contract or enrollment agreement used by the school
shall comply with the following provisions: 1. The name and address of the school shall be clearly
stated. 2. The total cost of the program, including tuition and all
other charges, shall be clearly stated. 3. A disclosure that such agreement becomes a legally
binding instrument upon the school's written acceptance of the student shall be
included. 4. The school's cancellation and refund policy shall be
clearly stated. D. Each school that serves privately placed students shall
offer access to a tuition insurance plan if they financially obligate students
for more than quarterly increments of the annual tuition. E. A school may require the payment of a reasonable
nonrefundable initial fee to cover expenses in connection with processing a
student's application provided it retains a signed statement in which the
parties acknowledge their understanding that the fee is nonrefundable. No other
nonrefundable fees shall be allowed prior to enrollment. F. Schools that charge or are paid on a "services-rendered"
basis may be exempted from the provisions of this part upon written request to
Application and enrollment agreements for
students publicly placed. (Repealed.) A. An application for admission is not to be construed as a
binding instrument on the part of the student or the school. B. Any contract between a local school division or any
other public agency or agencies financially responsible for the student's
placement and a school certified or licensed by the board shall be separate
from the application for admission and must clearly outline the obligations of
both parties. C. Any contract or enrollment agreement used by the school
shall comply with the following provisions: 1. The name and address of the school must be clearly
stated. 2. The total cost of the program, including tuition and all
other charges, shall be clearly stated. 3. A disclosure that such agreement becomes a legally
binding instrument upon the school's written acceptance of the student shall be
included. Part IX
Advertising and Publications
Advertising and publications. (Repealed.) A. Each school shall use its complete name as listed on its
license to operate for all publicity, publications, promotions or marketing purposes.
B. With respect to its status with the board, the school
may advertise only that it has a "License to Operate from the Virginia
Board of Education." No other wording is acceptable to the board. A school holding a license to operate issued by the board
shall not expressly or by implication indicate by any means that the license to
operate represents an endorsement offered by the school. C. All printed materials shall be accurate concerning the
school's requirements for admission, curricula, programs and services,
graduation requirements, tuition and other fees or charges, and terms for
payment of tuition and other fees. Copies shall be filed with the board or
department. D. A school or its representatives shall not make any
fraudulent or misleading statement about any phase of its operation in
published or distributed materials. E. Printed or electronic representations shall not be used
by a school in such a manner as to convey a false impression about the size,
importance, or location of the school's facilities or its equipment. F. Schools shall not use endorsements, commendations, or
recommendations by students, individuals, manufacturers, business
establishments or organizations except with their written consent and without
any offer of financial compensation. Written evidence of compliance shall be
maintained and available to the board or department. G. The accrediting agency must be named if accreditation is
used as part of a school's promotional materials. H. No school may use the seal of the Commonwealth in any
advertisement, publication or document. Part X
Electronic Campus Schools
Electronic campus schools. (Repealed.) A. This section shall apply only to electronic campus
schools. B. In addition to the general application requirements, considerable
emphasis will be placed on the following components when reviewing
documentation submitted with an application from an electronic campus school: 1. Clearly defined educational objectives that demonstrate
that the objectives can be achieved through distance learning must be included
with any application. 2. Courses offered are sufficiently comprehensive, accurate
and up to date, and educationally sound instructional materials and methods are
used to achieve the stated objectives. 3. The school provides adequate examination services,
maintenance of records, encouragement to students, and attention to individual
differences. Part XI
Change of Ownership
A license to operate is not transferable.
(Repealed.) A. A change of ownership occurs when control of a school
changes from one owner to another. New owners of a school shall make an application
for an original license to operate. B. If there is a change in ownership of a school, the
current owner shall notify the department at least 30 days prior to the
proposed date of sale and provide a copy of the agreement of sale. An
application for an original license to operate, including all attachments
listed in 8VAC20-670-30, shall be submitted to the department by the new owner
within 30 days following the effective date of the change. The school may be
operated on a temporary basis under the new ownership until an original license
to operate has been issued by the board. Part XII
Contractual Rights of Students
Protection of contractual rights of students.
(Repealed.) As required by § 22.1-324 of the Code of Virginia, each
school applying for a License to Operate shall provide a certain guaranty to
protect the contractual rights of students. If the school holds a surety bond or other guaranty
instrument as required by 8VAC20-670-320, the first priority shall be to file a
claim against the guaranty instrument.
Guaranty instrument requirements. (Repealed.) A. All applicants for a new license to operate, including
those who have a change of ownership, shall provide a surety bond, irrevocable letter
of credit or certificate of deposit as required by this section and maintain
the guaranty instrument. Schools for students with disabilities shall maintain
a guaranty instrument as required by this section as a condition of continued
certification or licensing. B. The amount of the guaranty instrument shall be based on
the total projected enrollments as follows: 1. The minimum guaranty for up to 50 students is $5,000. 2. The minimum increases incrementally by $5,000 for each
additional 50 students or portion thereof. C. If the school shows that it collects no advance tuition
other than equal monthly installments or is paid after services have been
rendered, the school may apply, after three full years of operation, on forms
provided for that purpose, to the department for authority to be exempt from
the guaranty requirements. D. For guaranty instrument purposes, the school shall count
its total current enrollment as of the date of the application, its largest
enrollment as of the date of the application, or its largest enrollment in the
preceding 12 months, whichever is greater. A school being organized shall use
the maximum projected enrollment, which will be subject to revision based on
the enrollment 60 days following the date classes start. E. In the event a guaranty instrument is terminated other
than as allowed in subsection C of this section, the license to operate will
automatically expire if a replacement bond is not provided. Part XIII
Renewal of license to operate. (Repealed.) A. Schools for students with disabilities may have their
licenses to operate renewed for up to three years. B. The application for renewal shall include, in addition
to other information: 1. A current fire inspection report. 2. A current schedule of tuition and other fees. 3. A copy of the financial statements of the school or
owning entity to include, but not be limited to, the following: a. A balance sheet reflecting assets, liabilities, equity,
and retained earnings; b. An income statement reflecting revenues, expenses, and
profits and losses; c. A statement of increase or decrease in cash reflecting
the sources and uses of working capital; and d. Explanatory notes, which reflect the disclosures
required by generally accepted accounting principles. These statements must be
as of the date of the school's most recently ended fiscal year. 4. The department reserves the right to call for, if needed
in specific cases, one of these two types of statements: a. An audited financial statement certified by an outside
independent, certified public accountant in accordance with standards
established by the American Institute of Certified Public Accountants; or b. A financial statement that has been reviewed by an
outside independent, certified public accountant in accordance with principles
established for reviews by the American Institute of Certified Public Accountants.
C. Every license to operate that has not been renewed by
the board on or before the renewal anniversary date shall expire, and the
school shall cease operation immediately. A new license to operate shall be
obtained from the board before such school may resume operations. All of the
requirements of Part III (8VAC20-670-80 et seq.) of this chapter shall be met. D. Any school not complying with the provisions of this
section shall be deemed to be in violation of these regulations and shall be
reported to the Office of the Attorney General for appropriate action. Part XIV
Denial, Revocation, Suspension or Refusal to Renew, Grounds
Board actions. (Repealed.) The license to operate shall not be denied, revoked or
suspended or a request for renewal refused except upon action of the board,
which shall be reported in writing. Records of the board's findings,
recommendations, and actions shall be preserved in writing.
Refusal, denial, revocation, or suspension.
(Repealed.) The board may refuse to renew or may deny, revoke or
suspend the license to operate a school for any one or combination of the
following causes: 1. Violation of any provision of the Code of Virginia or any
board regulations; 2. Furnishing false, misleading, or incomplete information
or failure to furnish information requested by the board or department; 3. Violation of any commitment made in an application for a
license to operate; 4. Failure to provide or maintain the premises or equipment
in a safe and sanitary condition as required by law, by state regulations or
local ordinances; 5. Failure to maintain adequate financial resources to
conduct the programs offered or to retain an adequate, qualified instructional
staff; 6. Failure to safeguard the interests of the public; and 7. Failure within a reasonable time to provide information
requested by the board or department as a result of a formal or informal
complaint or as supplement to an application.
Board investigation. (Repealed.) The department may, upon its own motion, investigate the
actions of any applicant or any persons holding or claiming to hold a license
to operate. The department shall make such an investigation upon the written
complaint of any individual setting forth facts which, if proved, would
constitute grounds for denial, refusal, suspension, or revocation of a license.
Department investigation procedures. (Repealed.) Authority is granted to the department staff to investigate
complaints from individuals and other sources concerning alleged violations of
the Code of Virginia or regulations by a school. Where the findings of the
department are in favor of the complainant, the school shall abide by any
recommendations made or corrective action deemed necessary by the department.
If the school disagrees with the recommendations or corrective actions, the department
shall hold an informal hearing to determine whether further action (i.e.,
revocation, suspension or refusal to renew a license) is warranted. The
Superintendent of Public Instruction or his designee shall chair the hearing.
Corrective actions. (Repealed.) Before proceeding to a hearing, as provided for in the Code
of Virginia, on the question of whether a license to operate shall be denied,
refused, suspended, or revoked for any cause, the department may grant a
reasonable period of time to correct any unsatisfactory condition to the holder
of or applicant for a license to operate. If within such time the condition is
corrected to the department's satisfaction, no further action leading to
denial, refusal, suspension, or revocation shall be taken by the board.
Procedure for taking actions. (Repealed.) All actions taken under the provisions of this section in
regard to denials, revocations, suspensions, or refusals to renew shall be
taken in accordance with the provisions of the Administrative Process Act (§
2.2-4000 et seq.) of the Code of Virginia.
Revocation or denial consequences. (Repealed.) Any owner of a school that has had a certificate or license
revoked or denied or has been refused renewal shall not be allowed to reapply before
at least 12 months have passed since the date the formal action was taken. In
addition, this policy shall apply to any owner who fails to comply with the
provisions of Part XVI (8VAC20-670-420) of this chapter when closing a school. Part XV
Listing of Schools
School listing. (Repealed.) The department shall maintain a list of schools holding
valid licenses to operate under the provisions of the Code of Virginia, which
shall be available for the information of the public. Part XVI
Closing procedures. (Repealed.) A. A school that is closing shall notify its students of
the closing in writing. Local school divisions of all publicly placed students
will also be notified. Arrangements shall be made to assure that students are
able to complete the school year or, if privately placed, are provided refunds.
In the event such arrangements cannot be made, the department shall be
available to assist in making special arrangements for students to complete
that year's program or students will be advised of their rights. B. Each school that is closing shall notify the department
in writing in advance of the anticipated closing date and provide the following
information relative to the students currently enrolled: 1. A listing as described in subsection A of 8VAC20-670-250;
2. For privately placed students, academic records including
credits, grades or courses completed, and grades for those courses; evidence of
refunds made to students, where applicable; a copy of each student's academic
attendance and financial payment records; and a copy of the enrollment
agreement; 3. Records for publicly placed students in schools for
children with disabilities shall be returned to the student's home school
division with verification of this transmittal to the department; and 4. Students' records transmitted to the department shall be
the originals or certified true copies. C. At the time of notification, the school shall submit a
written plan detailing the process of closure that provides for the following: 1. The cessation of all recruitment activities and student
enrollments as of the date of the notice; 2. A description of the provisions made for the students to
complete the academic year; 3. Copies of all notices of the closing given to students,
local school divisions, the general public, and other interested parties such
as accrediting agencies, tuition insurers, etc.; 4. Provisions for the transfer of all publicly placed
students to their local school divisions and privately placed student records
to the department within 30 days of the close and notification to all students
of the location of their records; and 5. Provisions for notifying students in writing of their
financial obligations. D. The cost of transferring the records to the department
shall be borne by the school. E. In the event a school files a bankruptcy petition, a
complete, certified true copy shall be filed with the department. If privately
placed students are unable to complete the academic year, they shall be given
the highest creditor status allowed by statute for refunds in the full amount
of tuition and fees paid to the school. F. The board or department may request any additional
information that is reasonable and necessary to carry out its responsibility. Part XVII
Transmittal of Documents and Materials
Transmitting documents and other materials.
(Repealed.) A. The mailing of applications, forms, letters, or other
papers shall not constitute receipt of the same by the department unless sent
by registered mail, certified mail, express mail, or courier with return
receipt requested. B. All materials sent should be addressed to the Private
Day Schools for Students with Disabilities, Department of Education, Box 2120,
Richmond, VA 23218-2120, or Office of Private Day Schools for Students with
Disabilities, James Monroe Building, 24th Floor, 101 North 14th Street,
Richmond, VA 23219. C. Materials submitted by electronic means (e.g., facsimile
machine, computer, etc.) will be accepted contingent upon receipt of original
documents sent in accordance with subsection A of this section. Part XVIII
Complaints. (Repealed.) Schools are required to establish and provide to parents,
students, and placing agencies an internal complaints resolution process. In the
event that the complainant is not satisfied with the internal resolution or
prefers, he may file a complaint with the Office of Private Day Schools for
Students with Disabilities, Virginia Department of Education, P.O. Box 2120,
Richmond, VA 23218-2120.
REGULATIONS GOVERNING THE OPERATION OF PRIVATE SCHOOLS FOR STUDENTS WITH DISABILITIES
The following words and terms when used in this chapter shall have the following meanings unless the context clearly indicates otherwise:
[ "504 Plan" see "Section 504." ]
"Applicant" means the person, partnership, corporation,
or association that has completed and submitted an application to the
licensing agency Department ] for approval
for a license to operate a school for students with disabilities in Virginia.
"Autism" means a developmental disability
significantly affecting verbal and nonverbal communication and social
interaction, generally evident before age three, that adversely affects a
child's educational performance. Other characteristics often associated with
autism are engagement in repetitive activities and stereotyped movements,
resistance to environmental change or change in daily routines, and unusual
responses to sensory experiences. Autism does not apply if a child's
educational performance is adversely affected primarily because the child has an
emotional disturbance. A child who manifests the characteristics of autism
after age three could be identified as having autism if the criteria in this
definition are satisfied. [
(34 CFR 300.8(c) (1)) ]
[ "Aversive stimuli" means any action used to punish a student or to eliminate, reduce, or discourage the problem behavior by use of any of the following or any other actions that are painful, humiliating, degrading, or abusive:
1. Noxious odors and tastes;
2. Water and other mists or sprays;
3. Blasts of air;
4. Corporal punishment as defined in Section 22.1-279.1 of the Code of Virginia;
5. Verbal and mental abuse;
6. Placement of a student alone in a room, where the door is locked or held shut and the student is prevented from leaving the room;
7. Forced exercise where:
a. The student's behavior is related to his or her disability;
b. The exercise would have a harmful effect on the student's health; or
c. The student's disability prevents participation in activities; and
8. Deprivation of necessities, including:
a. Food or liquid at a time when it is customarily served;
b. Medication, or
c. Use of restroom. ]
"Behavioral intervention plan" means a plan that utilizes positive behavioral interventions and supports to address behaviors that (i) interfere with the learning of students with disabilities or with the learning of others or (ii) [ behaviors that ] require disciplinary action.
"Behavioral support" means those
principles and methods employed by a school to help a student achieve positive
behavior and to address and correct a student's behavior in a constructive and
safe manner in accordance with written policies and procedures governing
program expectations, educational and treatment goals, safety and security, and
the student's Individualized Education Program (IEP) or Individual Instruction
Plan (IIP). ]
"Board" means the State Board of Education
, which has general supervision of the public school system ].
"Business day" means Monday through Friday, 12 months of the year, exclusive of federal and state holidays (unless holidays are specifically included in the designation of business days).
"Calendar days" means consecutive days, inclusive of Saturdays and Sundays. Whenever any period of time fixed by this chapter shall expire on a Saturday, Sunday, or federal or state holiday, the period of time for taking such action under this chapter shall be extended to the next day that is not a Saturday, Sunday, or federal or state holiday.
"Complaint" means an accusation that a school has violated one or more of the requirements of this chapter or other applicable regulation.
1. The parent(s) or eligible student has been fully informed of all information relevant to the activity for which consent is sought in the parent's or eligible student's native language or other mode of communication;
2. The parent(s) or eligible student understands and agrees in writing to the carrying out of the activity for which consent is sought, and the consent describes that activity and lists the records (if any) that will be released and to whom; and
3. The parent(s) or eligible student understands that the granting of consent is voluntary on the part of the parent(s) or eligible student and may be revoked any time.
If a parent [ or eligible student ] revokes consent, that revocation is not retroactive (i.e., it does not negate an action that has occurred after the consent was given and before the consent was revoked.) Revocation ceases to be relevant after the activity for which consent was obtained was completed.
The meaning of the term "consent" is not the same
as the meaning of the term "agree" or "agreement."
"Agree" or "agreement" refers to an understanding between
the parent [ or eligible student ] and the school
about a particular matter and as required in this chapter. There is no
requirement that an agreement be in writing, unless stated in this chapter. The
school should document [
their its ] agreement.
"Controlled substance" means a drug or other
substance identified under Schedules I, II, III, IV, or V [
§ 202(c) ] of the Controlled Substances Act, 21 USC
§ 812(c). [ (34 CFR 300.530 (i)(1)) ]
"Corrective action plan" means the school's plan of action to correct a finding of noncompliance [ applicable to this chapter or other applicable regulations ] . The plan must identify specific timelines and the person(s) responsible for implementation.
"Deaf-blindness" means simultaneous hearing and
visual impairments, the combination of which causes such severe communication
and other developmental and educational needs that they cannot be accommodated
in special education programs solely for children with deafness or children
with blindness. [
(34 CFR 300.8(c)(3)) ]
"Deafness" means a hearing impairment that is so
severe that the child is impaired in processing linguistic information through
hearing, with or without amplification, that adversely affects the child's
educational performance. [
(34 CFR 300.8(c)(3)) ]
"Department" means the Virginia Department of Education.
"Developmental delay" means a disability
affecting a child age two by September 30 through six, inclusive: [
CFR 300.8(b) and 34 CFR 300.306(b)) ]
1. Who (i) is experiencing developmental delays, as measured by appropriate diagnostic instruments and procedures, in one or more of the following areas: physical development, cognitive development, communication development, social or emotional development, or adaptive development or (ii) has an established physical or mental condition that has a high probability of resulting in developmental delay;
2. The delay is not primarily a result of cultural factors, environmental or economic disadvantage, or limited English proficiency; and
3. The presence of one or more documented characteristics of the delay has an adverse effect on educational performance and makes it necessary for the student to have specially designed instruction to access and make progress in the general educational activities for this age group.
"Disability category" means a listing of special
education eligibility classifications for students served including: autism,
deaf-blindness, developmental delay, emotional disability, hearing impairment
(including deafness), intellectual disability, multiple disabilities,
orthopedic impairment, other health impairment, specific learning disability,
speech or language impairment, traumatic brain injury, and visual impairment
(including blindness). [
§ 22.1-213 of the Code of
Virginia; 34 CFR 300.8(a)(1) and 34 CFR 300.8(a)(2)(i) and (ii)) ].
"Education records," [
known as scholastic records, ] mean those records that
are directly related to a student and maintained by the school or by a party
acting for the school. Education records may be recorded in any manner
including, but not limited to, handwriting, print, computer media, video or
audiotape, film, microfilm, or microfiche. Education records include discipline
and medical records. Education records include electronic exchanges between
school personnel and parent(s) regarding matters associated with the child's
"Eligible student" means a student who has reached 18 years of age.
"Emotional disability" [
condition exhibiting one or more of the following characteristics over a long
period of time and to a marked degree that adversely affects a child's
educational performance: (34 CFR 300.8(c)(4)) 1. An inability to learn that cannot be explained by
intellectual, sensory, or health factors; 2. An inability to build or maintain satisfactory
interpersonal relationships with peers and teachers; 3. Inappropriate types of behavior or feelings under
normal circumstances; 4. A general pervasive mood of unhappiness or depression;
or 5. A tendency to develop physical symptoms or fears
associated with personal or school problems. Emotional disability includes schizophrenia. The term
does not apply to children who are socially maladjusted, unless it is
determined that they have an emotional disability as defined by the Regulations
Governing Special Education Programs for Children with Disabilities in Virginia
(8VAC20-81) see "Emotional Disturbance" ] .
[ "Emotional Disturbance" is also referred to as "Emotional Disability" and means a condition exhibiting one or more of the following characteristics over a long period of time and to a marked degree that adversely affects a child's educational performance: (34 CFR 300.8(c)(4))
1. An inability to learn that cannot be explained by intellectual, sensory, or health factors;
2. An inability to build or maintain satisfactory interpersonal relationships with peers and teachers;
3. Inappropriate types of behavior or feelings under normal circumstances;
4. A general pervasive mood of unhappiness or depression; or
5. A tendency to develop physical symptoms or fears associated with personal or school problems.
Emotional disturbance includes schizophrenia. The term does not apply to children who are socially maladjusted, unless it is determined that they have an emotional disturbance or emotional disability as defined in this section. ]
[ "Funding agency" means a Community Policy and Management Team under the Comprehensive Services Act, local school division, or local department of social services. ]
"Guaranty instrument" means a surety bond, irrevocable letter of credit, or certificate of deposit.
"Hearing impairment" means an impairment in
hearing in one or both ears, with or without amplification, whether permanent
or fluctuating, that adversely affects a child's educational performance but
that is not included under the definition of deafness in the Regulations
Governing Special Education Programs for Children with Disabilities
(34 CFR 300.8(c)(5)) ]
"Illegal drug" means a controlled substance, [ or a prescription drug not prescribed for the person ] but does not include a controlled substance that is legally possessed or used under the supervision of a licensed health-care professional or that is legally possessed or used under any other authority under the Controlled Substances Act, 21 USC § 812(c), or under any other provision of federal law.
"Individualized Education Program" or
"IEP" means a written statement for a child with a disability that is
developed, reviewed, and revised at least annually in a team meeting in
accordance with the Regulations Governing Special Education for Children with
Disabilities in Virginia [ (8VAC20-81) ]. The IEP
specifies the individual educational needs of the child and what special
education and related services are necessary to meet the child's educational
(34 CFR 300.22) ]
"Individualized Instruction Plan" or
"IIP" means a written statement [
for a child who is privately placed or for a child who has not been
determined eligible for special education services that is developed, reviewed,
and revised at least annually in a team meeting that includes the parent
[ and student when appropriate ]. The IIP specifies the
student's academic level, course of study, individual educational needs, and
the educational services the child will receive.
"Intellectual disability" means the definition
formerly known as "mental retardation" and means significantly
subaverage general intellectual functioning, existing concurrently with
deficits in adaptive behavior and manifested during the developmental period
that adversely affects a child's educational performance. [
CFR 300.8(c)(6)) ]
"Licensee," also known as the sponsor, means the person, partnership, corporation, or association to whom a license is issued and who is legally responsible for compliance with this chapter.
"License to operate" or "license" means
a document issued by the [
State state ] Superintendent
of Public Instruction that [ verifies authorizes ]
approval to operate a school for students with disabilities [ and
that indicates the status of the school regarding compliance with applicable
"Licensing agency" means the
Virginia Department of Education. ]
[ "Mechanical restraint" means the use of any device or equipment to restrict a student's freedom of movement. This term does not include devices implemented by trained school personnel, or utilized by a student that have been prescribed by an appropriate medical or related services professional and are used for the specific and approved purposes for which such devices were designed, such as:
1. Adaptive devices or mechanical supports used to achieve proper body position, balance, or alignment to allow greater freedom of mobility than would be possible without the use of such devices or mechanical supports;
2. Vehicle safety restraints when used as intended during the transport of a student in a moving vehicle;
3. Restraints for medical immobilization; or
4. Orthopedically prescribed devices that permit a student to participate in activities without risk of harm. ]
"Multiple disabilities" mean simultaneous
impairments (such as intellectual disability with blindness or intellectual
disability with orthopedic impairment), the combination of which causes such
severe educational needs that they cannot be accommodated in special education
programs solely for one of the impairments. The term does not include
(34 CFR 300.8(c)(7) ]
"Orthopedic impairment" means a severe orthopedic
impairment that adversely affects a child's educational performance. The term
includes impairments caused by congenital anomaly, impairments caused by
disease (e.g., poliomyelitis, bone tuberculosis, etc.), and impairments from
other causes (e.g., cerebral palsy, amputations, and fractures or burns that
cause contractures). [
(34 CFR 300.8(c)(8)) ]
"Other health impairment" means having limited
strength, vitality, or alertness, including a heightened alertness to
environmental stimuli, that results in limited alertness with respect to the
educational environment, that is due to chronic or acute health problems such
as asthma, attention deficit disorder or attention deficit hyperactivity
disorder, diabetes, epilepsy, a heart condition, hemophilia, lead poisoning,
leukemia, nephritis, rheumatic fever, sickle cell anemia, and Tourette syndrome
that adversely affects a child's educational performance. [
CFR 300.8(c)(9) ]
"Paraprofessional," also known as paraeducator, means an appropriately trained employee who assists and is supervised by qualified professional staff in meeting the requirements of this chapter.
"Parent" means (§ 22.1-213.1 of the Code of Virginia):
1. A person who is:
a. A biological or adoptive parent of a child;
b. A foster parent, even if the biological or adoptive
parent's rights have not been terminated, but subject to subdivision
2 3 ] of this definition;
c. A guardian generally authorized to act as the child's parent or make educational decisions for the child (but not the Commonwealth if the child is a ward of the Commonwealth);
d. An individual acting in the place of a biological or adoptive parent (including grandparent, stepparent, or other relative) with whom the child lives, or an individual who is legally responsible for the child's welfare; or
e. If no party qualified under subdivisions 1 a through d
of this definition can be identified, or those parties are unwilling to act as
parent, a surrogate parent who has been appointed in accordance with
8VAC20-81-80 8VAC20-81-220 ] .
2. The biological or adoptive parent, when attempting to act as the parent pursuant to this section and when more than one party is qualified under subdivision 1 of this definition to act as a parent, must be presumed to be the parent for purposes of this section unless the biological or adoptive parent has had his residual parental rights and responsibilities terminated pursuant to § 16.1-277.01, 16.1-277.02, or 16.1-283 of the Code of Virginia or a comparable law in another state.
3. The local school division shall provide written notice to the biological or adoptive parents at their last known address that a foster parent is acting as the parent pursuant to this section, and the local school division is entitled to rely upon the actions of the foster parent pursuant to this section until such time that the biological or adoptive parent attempts to act as the parent.
4. If a judicial decree or order identifies a specific person or persons among subdivisions 1 a through e of this definition to act as the "parent" of a child or to make educational decisions on behalf of a child, then such person or persons shall be determined to be the "parent" for purposes of the special education identification, evaluation, and placement of a child and the provision of a free appropriate public education to a child.
[ "Pat down" means a thorough external body search of a clothed student. ]
"Personally identifiable information" means information that includes, but is not limited to:
1. The student's name, the child's parent, or other family member;
2. The address of the child;
3. A personal identifier, such as the child's social security number or student number; or
4. A list of personal characteristics that would make the student's identity easily traceable.
[ "Pharmacological restraints" means a drug or medication used on a student to control behavior or restrict freedom of movement that is not (1) prescribed by a licensed physician, or other qualified health professional acting under the scope of the professional's authority for the standard treatment of a student's medical or psychiatric condition; and (2) administered as prescribed by the licensed physician or other qualified health professional acting under the scope of the professional's authority. ]
"Physical restraint" means the use of approved physical interventions or "hands-on" holds by trained staff to prevent a student from moving his body to engage in a behavior that places him or others at risk of physical harm. Physical restraint does not include:
1. Briefly holding a student in order to calm or comfort the student; or
2. Holding a student's hand or arm to escort the student
safely from one area to another. [
(Board of Education's
Guidelines for the Development of Policies and Procedures for Managing Student
Behaviors in Emergency Situations). ]
[ "Placing agency" means Community Policy and Management Team under the Comprehensive Services Act, local school division, or department of social services. ]
"Privately placed student" means a student placed
in a private school for students with disabilities by [
the ] [ parent(s) parent ].
"Publicly placed student" means a student placed
in a private school for students with disabilities by a local school division
or Family Assessment and Planning Team under the ] Comprehensive
Services Act [ team ] or by court order.
"Qualified personnel" or "qualified
staff" means personnel who have met [ the state-approved or
Virginia Department of Education approved or recognized ]
certification, licensing, [ registration, or other comparable
requirements that apply to the area in which the individual is providing
special education or related services. In addition, the professional must meet
other state agency requirements for such professional service and Virginia
licensure requirements as designated by Virginia law or regulations
or other comparable requirement applicable to a specific discipline ].
[ "Regular basis" means more than twice a month. ]
"Related services" means transportation and such
developmental, corrective, and other supportive services as are required to
assist a child with a disability to benefit from special education and includes
speech-language pathology and audiology services; interpreting services;
psychological services; physical and occupational therapy; recreation,
including therapeutic recreation; early identification and assessment of
disabilities in children; counseling services, including rehabilitation
counseling; orientation and mobility services and medical services for
diagnostic or evaluation purposes. Related services also [
include ] school health services and school nurse services; social work
services in schools; and parent counseling and training. Related services do
not include a medical device that is surgically implanted including cochlear
implants, the optimization of device functioning (e.g., mapping), maintenance
of the device, or the replacement of that device. The list of related services
is not exhaustive and may include other developmental, corrective, or
supportive services (such as artistic and cultural programs, and art, music and
dance therapy, if they are required to assist a child with a disability to
benefit from special education). [ (§ 22.2-213 of the Code
of Virginia; 34 CFR 300.34(a) and (b)) ]
"School" means a school for students with disabilities that has a license to operate issued by the Superintendent of Public Instruction.
"School for students with disabilities,"
"school," or "schools" means a privately owned and operated
preschool, school or educational organization, no matter how titled,
maintained, or conducting classes for the purpose of offering instruction, for
a consideration, profit or tuition, to persons determined to have autism,
deaf-blindness, developmental delay, a hearing impairment including deafness,
[ intellectual disability, ] multiple disabilities, orthopedic
impairment, other health impairment, an emotional disturbance, [
severe disability, ] a specific learning disability, a speech
or language impairment, a traumatic brain injury, or a visual impairment
including blindness. (§ 22.1-319 of the Code of Virginia)
"Seclusion" means the confinement of a student alone
in a room from which the student is physically prevented from leaving.
( Board of Education's Guidelines for the Development of
Policies and Procedures for Managing Student Behaviors in Emergency Situations) ]
"Section 504" means that section of the Rehabilitation Act of 1973 (29 USC § 701 et seq.), as amended, which is designed to eliminate discrimination on the basis of disability in any program or activity receiving federal financial assistance. [ "504 Plan" means a written plan required under Section 504 of the Rehabilitation Act of 1973. (29 USC § 701 et seq.) A student's 504 Plan details modifications, accommodations, and services that are needed for the student with a disability to participate in and enjoy the benefits of school programs at the same level as their peers without disabilities. ]
"Serious incident" means:
1. Any accident or injury requiring medical attention by a licensed physician;
2. Any illness that requires hospitalization;
3. Any runaway; or
4. Any event that affects, or potentially may affect, the health, safety, or welfare of any student being served at the school or school-related activity.
"Serious injury" means any injury resulting in bodily hurt, damage, harm, or loss that requires medical attention by a licensed physician.
"Special education" means specially designed
instruction to meet the unique needs of a child with a disability. [
is no cost to the parent(s) for special education for a child who is placed in
a school for students with disabilities by a school division, the Department of
Social Services, or court order. (§ 22.1-213 of the Code of Virginia; 34
CFR 300.39) ]
The term includes:
1. Speech-language pathology services or any other related service, if the service is considered special education rather than a related service under state standards;
2. Vocational education; and
3. Travel training.
"Specially designed instruction" means adapting,
as appropriate [ , ] to the needs of an eligible child under
this chapter, the content, methodology, or delivery of instruction to:
(34 CFR 300.39(b)(3)) ]
1. Address the unique needs of the child that result from the child's disability; and
2. Ensure access of the child to the general curriculum, so that the child can meet the educational standards that apply to all children within the jurisdiction of the local educational agency.
"Specific learning disability" means a disorder
in one or more of the basic psychological processes involved in understanding
or in using language, spoken or written, that may manifest itself in the
imperfect ability to listen, think, speak, read, write, spell, or do
mathematical calculations, including conditions such as perceptual
disabilities, brain injury, minimal brain dysfunction, dyslexia, and
developmental aphasia. Specific learning disability does not include learning
problems that are primarily the result of (i) visual, hearing, or motor
disabilities; (ii) intellectual disabilities; (iii) emotional disabilities; or
(iv) environmental, cultural, or economic disadvantage. [
of the Code of Virginia; 34 CFR 300.8(c)(10)) ]
Dyslexia is distinguished from other learning disabilities
due to its weakness occurring at the phonological level. Dyslexia is a specific
learning disability that is neurobiological in origin. It is characterized by
difficulties with accurate [
or and/or ] fluent
word recognition and by poor spelling and decoding abilities. These
difficulties typically result from a deficit in the phonological component of
language that is often unexpected in relation to other cognitive abilities and
the provision of effective classroom instruction. Secondary consequences may
include problems in reading comprehension and reduced reading experience that
can impede growth of vocabulary and background knowledge.
"Speech or language impairment" means a
communication disorder, such as stuttering, impaired articulation, expressive
or receptive language impairment, or voice impairment, that adversely affects a
child's educational performance. [
(34 CFR 300.8(c)(11)) ]
"Standard precautions" mean [ universal ]
precautions designed to prevent transmission of HIV, hepatitis B virus
(HBV), and other bloodborne pathogens when providing first aid or health care.
cautions precautions ] apply
to blood; all body fluids, secretions, and excretions except sweat, regardless
of whether or not they contain blood; nonintact skin; and mucous membranes. The
precautions are designed to reduce the risk of transmission of microorganisms
from both recognized and unrecognized sources of infection when providing first
aid or health care. Standard precautions include protective barriers such as
gloves, gowns, aprons, masks, or protective eye wear that can reduce the risk
of exposure with materials that may contain infectious microorganisms.
"Standards of Learning" or "SOL" means Virginia's rigorous academic standards established by the Board of Education.
"Strip search" means a visual inspection of the body of a student when that student's outer clothing or total clothing is removed, and there is an inspection of the removed clothing. Strip searches are conducted for the detection of contraband.
[ "Substantial compliance" means that while there may be noncompliance with one or more regulations that represent minimum risk, compliance clearly and obviously exists with most of the regulations as a whole. ]
"Superintendent" means the [
state ] Superintendent of Public Instruction.
"Teacher of record" means the teacher who is
responsible for the delivery of instruction. The teacher of record shall hold a
license issued by the [
State Virginia ] Board
"Time-out" means assisting a student to regain
control by removing the student from his immediate environment to a different
open location until the student is calm or the problem behavior has subsided.
(Board of Education's Guidelines for the Development of Policies
and Procedures for Managing Student Behaviors in Emergency Situations) ]
"Traumatic brain injury" means an acquired injury
to the brain caused by an external physical force, resulting in total or
partial functional disability or psychosocial impairment, or both, that
adversely affects a child's educational performance. Traumatic brain injury
applies to open or closed head injuries resulting in impairments in one
or more areas, such as cognition; language; memory; attention; reasoning;
abstract thinking; judgment; [
problem solving ]; sensory, perceptual, and motor abilities;
psychosocial behavior; physical functions; information processing; and speech.
Traumatic brain injury does not apply to brain injuries that are congenital or
degenerative or to brain injuries induced by birth trauma. [ (34
CFR 300.8(c)(12)) ]
"Visual impairment including blindness" means an
impairment in vision that, even with correction, adversely affects a child's
educational performance. The term includes both partial sight and blindness.
(34 CFR 300.8(c)(13)) ]
"Volunteer" means any individual who of his own free will and without compensation provides goods or services to the school.
"Virtual learning" means the delivery of instruction through emerging technologies such as satellite, streaming video, or the Internet.
This chapter shall not apply to any of the following
at § 22.1-320 of the Code of Virginia ]:
1. Any school that is licensed or approved pursuant to other statutes of the Commonwealth;
2. Any public or private high school accredited or recognized by the Board of Education that has offered or may offer programs for students with disabilities covered in this chapter, if any tuition, fees, and charges made by the school are collected in accordance with the regulations prescribed by the governing body of such school;
3. Tutorial instruction given in a private home or elsewhere as supplemental to regular classes for students enrolled in any public or private school or in preparation of an individual for an examination for professional practice or higher education;
4. A program through which persons with disabilities are provided employment and training primarily in simple skills in a sheltered or protective environment; [ or ]
5. Any privately owned or operated preschool, or elementary,
middle, or secondary school that operates primarily to provide educational
services to students without disabilities, although the school may serve
children with disabilities in a regular academic setting [
; or ]
6. Any private school for students with
disabilities that operates in or on the premises of an elementary, middle, or
secondary public school in a regular school setting during a typical school day ].
8VAC20-671-30. Licenses generally.
A. The Board of Education has established general requirements for a license to operate a private school for students with disabilities and has authorized the Superintendent of Public Instruction to issue licenses. The following applies in accordance with § 22.1-323 of the Code of Virginia:
1. No person shall open, operate, or conduct any school for students with disabilities in this Commonwealth without a license to operate.
2. A license to operate shall be restricted to the disability categories specifically indicated on the license, which may include one or more of the disability categories in the definition of a school for students with disabilities in this chapter.
3. A license to operate may be issued for a period of up to three successive years.
4. The term of a school's license may be reduced at any time during the licensure period based on a change in the school's compliance with these requirements.
5. A license to operate shall be prominently displayed on the premises of the school in a place open for inspection by any interested person during the hours of operation.
6. A license to operate shall be restricted to the approved
conditions as printed on the license. Such conditions include, but are not
limited to, the maximum number of students that can be enrolled, the disability
category or categories of students that can be served, [
and the ]
age range and gender [ , and grade levels ].
B. An individual seeking to operate a school for students
with disabilities shall file an application with the [
agency Department ].
[ C. The Department may make exception to the requirements of this chapter for good cause. ]
The following provisions consistent with [
§ 22.1-325 ] of the Code of Virginia regarding advertisement
of a school shall apply:
1. No school may use the seal of the Commonwealth in any advertisement, publication, or document, including diplomas, certificates, and other awards.
2. The advertisement of a school shall be in a form and manner that is free from misrepresentation, deception, or fraud and shall conform to the following:
a. The complete school name as listed on the license to operate shall be used in all publicity, publications, or promotions or for marketing purposes.
b. Advertisement shall not expressly or by implication indicate by any means that the license to operate represents an endorsement by the Virginia Department of Education or the Board of Education.
c. No fraudulent or misleading statement shall be in print or nonprint about the school's admission policy, tuition and fees; programs and services; size and location; or any other information concerning the school.
d. Endorsements, commendations, or recommendations by students, individuals, manufacturers, business establishments, or organizations are prohibited except with their written consent and without any offer of financial compensation.
e. The accrediting agency shall be named [
using its official title ] if accreditation is used [ , ]
as part of a school's promotional materials.
3. Prospective applicants may advertise projected services and staff positions while in the application process but shall not misrepresent licensure status and shall not enroll students prior to receiving a license to operate from the Superintendent of Public Instruction.
8VAC20-671-50. Types of licenses.
The following shall apply consistent with [
§ 22.1-323, 323.1, and 323.2 ] of the Code of Virginia:
1. A conditional license [
may ] be issued [ to a new school that demonstrates
compliance with administrative and policy requirements but has not demonstrated
compliance with all requirements of this chapter upon approval of an
application to operate a school for students with disabilities not to exceed a
period of six months ].
a. ] A conditional license may be renewed
[ for a period of six months when a new school demonstrates compliance
with administrative and policy requirements but has not fully demonstrated
substantial compliance with requirements of this chapter ].
b. The issuance of a conditional license
and any renewals thereof shall be for no longer a period than six successive
months. 2. A provisional license may be issued to a school that
has demonstrated an inability to maintain compliance with this chapter or other
applicable regulations. a. A provisional license may be issued at any time. b. A provisional license may be renewed. c. The issuance of a provisional license and any renewal
thereof shall be for no longer a period than six successive months. ]
3 2 ]. An annual
license may be issued under the following conditions and may be extended for a
period not to exceed [ six 36 ] successive
[ a. A school provides notice for continued licensure while holding a conditional license. ]
a b ] . [ A
school applies for renewal while holding a conditional or When a
school holds a ] provisional license [ and ] substantially
meets the requirements of this chapter;
b. The licensing agency determines that a
major violation has occurred that impacts the overall operation of the school;
The When a ] school
makes significant changes in its operation.
4 3 ]. A triennial
license shall be issued when a school [ holds an annual or
triennial license and substantially meets the requirements of this chapter ]:
a. Applies for renewal while holding an
annual or triennial license; and b. Substantially meets or exceeds the requirements of
this chapter and other applicable regulations. 5. The term of a school's license may be modified at any
time during the licensure period based on a change in the school's compliance
with this chapter and other applicable regulations.
4. The term of a school's license may be reduced to provisional when the school has demonstrated an inability to [ achieve or ] maintain compliance with this chapter or other applicable regulations.
a. A provisional license may be issued at any time.
b. A provisional license may be renewed.
c. The issuance of a provisional license and any renewal thereof shall be for no longer a period than six successive months.
8VAC20-671-60. Change in condition.
A. A condition of a license may be modified during the term
of the license with respect to: capacity of the school or classrooms;
disability category or categories of students served; age range [
students; grade levels ] change in location; change in
services; change in ownership; merger of schools; and enrollment of day
student(s) in a residential setting.
B. A change in a condition shall not be implemented prior
to approval by the [
licensing agency Department ].
[ The licensing agency shall respond to the request and provide
approval or denial in 10 calendar days following the date the request was
received. C. A change in a condition may not be approved during a
provisional or conditional licensure period. ]
8VAC20-671-70. License to operate is nontransferable.
A change of ownership occurs when control of a school changes from one owner to another. If there is a change in ownership, the following shall apply:
1. The licensee shall notify the [
Department ] at least 30 calendar days prior to the proposed
2. The new owner shall submit an initial application for a
license to operate to the [
Department ] within 30 calendar days following the effective date
of the change in ownership.
3. The school may operate under the existing license for 60 calendar days from the effective date of the change in ownership at which time a conditional license may be issued.
8VAC20-671-80. Penalty for noncompliance in obtaining a license to operate.
Failure to obtain a license to operate
Operating ] a school for students with disabilities [ without
a license ] shall result in the following penalties allowed in §
22.1-331 of the Code of Virginia:
1. Any person who opens, operates, or conducts a school
without first obtaining a license to operate [
shall ] be [ found ] guilty
of a Class 2 misdemeanor.
2. Each day [ such person who permits ]
the school [
remains to be ] open
[ and operate ] without a license [ to
operate, the owner or board of directors ] shall incur
a separate offense.
3. The [
Department ] shall refer [ to the Office of the
Attorney General any alleged or known violation of this chapter. The Office of
the Attorney General shall refer the matter any person who opens,
operates, or conducts a school for students with disabilities without a license ]
to the [ appropriate ] Commonwealth's attorney
[ of proper jurisdiction ] .
Directory List ]
of private schools for students with disabilities.
licensing agency Department ]
shall maintain a [ directory list ] of
schools holding valid licenses to operate that shall be available to the public
(§ 22.1-332 of the Code of Virginia). The [ directory shall
identify other applicable state licensing agencies over the school and
list ] may include additional information to inform the public
about the school's operation.
8VAC20-671-100. Initial application.
To obtain a license to operate a school for students with disabilities, an application shall be filed with the [ Virginia ] Department of Education. A completed initial application shall include the following:
1. Complete name [
and with ]
physical [ address and mailing addresses ]
of the school;
2. Name and address of owners, controlling officials, and managing employees;
3. Evidence that the applicant has [
a needs assessment assessed the community's need for a new school ];
4. Evidence of the applicant's compliance with the applicable regulations of the State Corporation Commission when the school is owned by a partnership or corporation;
5. Narrative description of building and scale [
drawings ] or copy of all floor plans including room use and
6. Certificate of occupancy with educational use group or other report from the appropriate government agency or agencies indicating that the location meets applicable zoning, building code, use permit, business license, fire safety, and sanitation requirements;
7. Copy of the deed, lease, or other legal instrument authorizing the school to occupy such location;
8. Proposed working budget for the year showing projected revenue and expenses for the first year of operation and a balance sheet showing assets and liabilities; a three-year financial plan; and documentation of sufficient operating capital or line of credit to carry the school through the first year of operation;
9. Original signed surety bond, irrevocable letter of credit, or certificate of deposit to protect the contractual rights of parents and students;
10. Schedule of tuition and other fees and the procedure for collecting and refunding tuition;
11. Copies of all proposed advertisements;
12. Description of the education program to include disability category or categories to be served, enrollment capacity, [ grade level(s), ] age range, gender, and course offerings;
13. Listing of instructional resources and equipment;
14. Description of related services;
15. School's policy manual;
16. Proposed staffing and organizational chart;
17. Job description for each position;
18. Parent/student handbook;
19. Statement [
of regarding ]
transportation services if the school provides transportation for students;
20. Statement regarding provision of student lunches;
21. Description of the behavior management program, and;
21 22 ]. Any other information
necessary to complete the application process.
8VAC20-671-110. Applicant commitments.
Each application for a license to operate a school for students with disabilities shall contain the following commitments:
1. To conduct the school in accordance with all applicable
regulations of the [
board Board ];
2. To permit the [
board or department
Board or Department ] to inspect the school or classes being
conducted therein at any time and to make available to the [ board
or department Board or Department ], when requested to
do so, all information pertaining to the activities of the school required for
the administration of this chapter, including its financial condition;
3. To advertise the school at all times in a form and manner
that is free from misrepresentation, deception, or fraud and to conform to provisions
of the [
board Board ] governing such
4. To ensure that all representations made by an agent of
the school are free from misrepresentation, deception, or fraud and to conform
to provisions of the [
board Board ] governing
5. To display the current license to operate prominently
where it may be inspected by students, visitors, and the [
or department Board or Department ]; and
6. To maintain all premises, equipment, and facilities of the school in an adequate, safe, and sanitary condition.
8VAC20-671-120. Assessment of application.
A. The [
Department ] shall evaluate each application within 60 calendar
days from the date received and advise the applicant in writing of approval or
B. The applicant shall correct all deficiencies within 30
calendar days from the date of the written assessment of the application. The
licensing agency Department ] may grant an
extension for a reasonable period of time.
C. Any application that has not been
approved within the allotted time period shall be denied and returned to the
applicant. The applicant may reapply for a license 90 calendar days following
the date of the returned application.
C. The Department shall conduct a review of the character, reputation, status, with other licensing agencies, and responsibility of the applicant before issuing a license. ]
D. The [
Department ] may require the applicant to [ appear
before a review committee for meet with Department
staff before ] final approval of the application.
8VAC20-671-130. On-site inspection.
Before a license can be issued [ to an
applicant ], the [
Department ] shall conduct an on-site inspection or [ equivalent
virtual inspection review photographs or videos ] of the
school building and grounds to determine its suitability for the operation of a
school for students with disabilities.
8VAC20-671-140. Renewal of licenses.
A. Sixty calendar days prior to the
expiration of a license to operate, the licensee shall submit to the licensing
agency notification of intent for continued operation of the school.
B A ]. The license of each school
that continues to operate as such shall be renewed on or before the anniversary
date set by the [ licensing agency Department ].
C B ]. Each license
that has not been renewed in accordance with this chapter shall expire
[ and a new license shall be obtained from the board before such school
may continue to operate. A new application must be submitted to the licensing
licensing agency Department ]
1. Make at least one [
announced or ]
unannounced visit during the effective dates of the license to operate for
the purpose of monitoring the school's compliance with this chapter;
2. Notify relevant local governments and placing and funding agencies of health and safety or human rights violations.
[ 3. Notify the appropriate public agencies when a school's licensure status is lowered to provisional;
3 4 ]. Cooperate with other
[ state ] licensing agencies [ ,
specifically, the Department of Social Services and the Department of
Behavioral Health and Developmental Services, ] in fulfilling
licensing responsibilities [ . The licensing agency shall notify
relevant local governments and placing and funding agencies when a school's
licensure status is lowered to provisional.; and
[ 5. Re-examine findings of noncompliance in consultation with the school administrator when there is disagreement and amend any written report as appropriate in seven business days. ]
8VAC20-671-160. Complaint resolution procedures.
A. A complaint may be filed with the [
agency Department ] by any individual or organization
and shall address an action that occurred not more than one year prior to the
date the complaint is received by the [ licensing agency
B. A complaint must provide a statement of some disagreement with procedures or process regarding any matter relative to this chapter or other applicable regulations.
C. Upon receipt of a complaint, the [
agency Department ] shall initiate an investigation to
determine whether the school is in compliance with applicable laws and
regulations in accordance with the following procedures:
1. Within seven business days of the receipt of a complaint,
licensing agency Department ] shall
provide written notification to each complainant and the private school.
a. The notification sent to the school shall include:
(1) A copy of the complaint;
(2) An offer of technical assistance in resolving the complaint;
(3) A statement that the school has the opportunity to propose a resolution of the complaint;
(4) A request that the school submit within 10 business days of receipt of the letter of notification either:
(a) Written documentation that the complaint has been resolved; or
(b) If the complaint was not resolved, a written response including all requested documentation.
2. The [
Department ] shall review the complaint and the school's response
and determine the need for any further investigation or corrections.
3. The [
Department ] shall notify appropriate agencies of serious
4. During the course of the investigation, the [
agency Department ] shall:
a. Conduct an investigation of the complaint that shall include a complete review of all relevant documentation and may include interviews with appropriate individuals and an independent on-site investigation, if necessary.
b. Consider all facts and issues presented and the applicable requirements specified in this chapter or other applicable regulations.
c. Make a determination of compliance or noncompliance on
each issue in the complaint based upon the facts and applicable regulations and
notify the parties in writing of the findings and the bases for such findings.
licensing agency Department ] has
60 calendar days after the written complaint is received to carry out the
investigation and to [ resolve the complaint issue a
letter of finding ]. An extension of the 60 calendar day time limit
may occur if exceptional circumstances exist with respect to a particular
d. Ensure that the final decision is effectively implemented, if needed, through technical assistance activities, negotiations, and corrective actions to achieve compliance.
e. Notify the parties in writing of any needed corrective actions and the specific steps that shall be taken by the school to bring it into compliance with applicable timelines.
ED ]. Parties to the
complaint procedures shall have the right to appeal the final decision to the
[ licensing agency Department ] within 30
calendar days of the issuance of the decision.
FE ] . When the
school develops a plan of action to correct the violations, such plan shall
include timelines to correct violations not to exceed 30 business days unless
circumstances warrant otherwise. The plan of action shall include a description
of all [ proposed ] changes [ contemplated
] and shall be subject to approval of the [ licensing
agency Department ].
GF ] . If the school
does not come into compliance within the period of time set forth in the
notification, the [ licensing agency Department ]
may reduce or revoke the school's license to operate.
8VAC20-671-170. Denial, revocation, or suspension of license.
A. The [
superintendent Board ]
may refuse to issue or renew a license to operate or may revoke or suspend a
license issued to any school pursuant to this chapter for the following causes
(§ 22.1-329 of the Code of Virginia):
1. Violating any provision of this chapter or regulation of
board Board ];
2. Furnishing false, misleading, or incomplete information
to the [
board or department Board or Department ]
or failure to furnish information requested by the [ board or
department Board or Department ];
3. Violating any commitment made in an application for a license;
4. Presenting either by the school or by any agent of the school to prospective students information relating to the school which is false, misleading, or fraudulent;
5. Failing to provide or maintain premises or equipment in a safe and sanitary condition as required by law;
6. Making any false promises through agents or by advertising or otherwise of a character likely to influence, persuade, or induce enrollments;
7. Paying a commission or valuable consideration to any person for any act of service performed in willful violation of this chapter;
8. Failing to maintain financial resources adequate for the satisfactory conduct of courses of instruction offered or to retain a sufficient or qualified instructional staff;
9. Demonstrating unworthiness or incompetency to conduct the school in a manner calculated to safeguard the interests of the public;
10. Failing within a reasonable time to provide information
requested by the [
board or department Board or
Department ] as a result of a formal or informal complaint to or by
the [ board or department Board or Department ]
that would indicate a violation of these requirements;
11. Attempting to use or employ any enrolled students in any commercial activity whereby the school receives any compensation whatsoever without reasonable remuneration to the student, except to the extent that employment of students in such activities is necessary or essential to their training and is permitted and authorized by the board; or
12. Engaging in or authorizing any other conduct, whether of the same or of a different character from that specified in this section, that constitutes fraudulent or dishonest dealings.
[ B. The provisions of the Administrative Process Act (§ 2.2-4000 et seq. of the Code of Virginia) shall be applicable to proceedings under this section. ]
8VAC20-671-180. Summary or final order of suspension.
The provisions of the Administrative
Process Act (§ 2.2-4000 et seq. of the Code of Virginia) shall be
applicable to proceedings under this section. ] In compliance
with § 22.1-329 of the Code of Virginia, the following shall apply:
1. In addition to the authority for other disciplinary
actions provided in this [
chapter section ]
, the Superintendent of Public Instruction may issue a summary order of
suspension of a license of a residential or day school for students with
disabilities in conjunction with any proceeding for revocation, denial, or
other action when conditions or practices exist in the school that pose an
immediate and substantial threat to the health, safety, and welfare of the
students who are residing or attending the school and the Superintendent of
Public Instruction believes the operation of the school should be suspended
during the pendency of such proceeding.
2. The summary order of suspension shall take effect upon its issuance and shall be served on the licensee or its designee as soon as practicable thereafter by personal service and certified mail, return receipt requested, to the address of record of the licensee. The order shall state the time, date, and location of a hearing to determine whether the suspension is appropriate. Such hearing shall be held no later than three business days after the issuance of the summary order of suspension and shall be convened by the Superintendent of Public Instruction or designee.
3. After such hearing, the Superintendent of Public Instruction may issue a final order of summary suspension or may find that such summary suspension is not warranted by the facts and circumstances presented. A final order of summary suspension shall include notice that the licensee may appeal the Superintendent of Public Instruction's decision to the appropriate circuit court no later than 10 days following issuance of the order. The sole issue before the court shall be whether the Superintendent of Public Instruction had reasonable grounds to require the licensee to cease operations during the pendency of the concurrent revocation, denial, or other proceeding. The concurrent revocation, denial, or other proceeding shall not be affected by the outcome of any hearing on the appropriateness of the summary suspension.
4. The willful and material failure to comply with the summary order of suspension or final order of summary suspension shall be punishable as a Class 2 misdemeanor. The Superintendent of Public Instruction may require the cooperation of any other agency or subdivision of the Commonwealth in the relocation of students who are residents of a home or facility whose license has been summarily suspended pursuant to this section and in any other actions necessary to reduce the risk of further harm to students.
8VAC20-671-190. Timeline for correction of unsatisfactory conditions.
In compliance with § 22.1-330 of the Code of Virginia,
board or department Board or Department ]:
1. May, upon its own motion, and shall, upon the verified
complaint in writing of any person setting forth facts [
which ], if proved, would constitute grounds for refusal,
suspension, or revocation of a license, investigate the actions of any
applicant for or any person or persons holding or claiming to hold a license to
operate [ a school ].
2. Before refusing to renew, revoking, or suspending any license, may grant such period of time as it deems reasonable to correct any unsatisfactory condition.
8VAC20-671-200. Governing body.
A. Each school shall use its complete name as [
printed ] on the license to operate for all publicity,
publications, promotions, or marketing purposes.
B. Any governing board, body, entity, or person to whom it delegates the legal responsibilities and duties of the licensee shall be clearly identified.
8VAC20-671-210. Responsibilities of the licensee.
The licensee shall:
1. Appoint an individual(s) to whom it delegates the authority and responsibility to assume the administrative direction of the school. The appointment shall be in writing.
2. Develop and implement a written decision-making plan that shall include provision for a staff person with the qualifications of the school administrator or education program director to be designated to assume the temporary responsibility for the operation of the school in the absence of the school administrator. The plan shall include a current organizational chart.
3. Ensure that staff positions and responsibilities meet the needs of the population served.
4. Develop a written statement of the objectives of the school including a description of the target population and the program offerings.
5. Develop and implement written policies and procedures to monitor and evaluate the effectiveness of the education program on a systematic and ongoing basis and implement improvements when the need is determined.
6. Ensure compliance with applicable child labor laws.
7. Develop a written policy prohibiting the consumption of tobacco products, [ illegal ] drugs, and alcohol or being under the influence of intoxicating or hallucinogenic agents while on campus and at school-sponsored [ student ] activities.
8. Require as a condition of employment that any applicant
who accepts employment full-time or part-time, permanent or temporary,
including interns and ] volunteers [ to
on a regular basis and will be alone with a student in the performance of his
duties, or anyone who provides contractual services, including services of a
student intern, on a regular basis and will be alone with a student in the
performance of his duties shall ] submit to fingerprinting and to
provide personal descriptive information to be forwarded along with the
applicant's fingerprints through [ Virginia's the ]
Central Criminal Records Exchange to the Federal Bureau of Investigation for
the purpose of obtaining criminal history record information regarding such
applicant. [ In addition, where the applicant has resided in
another state within the last five years, the school shall as a condition of
employment determine if there are any founded complaints of child abuse or
neglect in such state(s) pursuant to §§ 22.1-296.3 and 22.1-296.4 of the
Code of Virginia. ]
[ Anyone who is hired or is approved to provide volunteer services, contractual services, or services of a student-intern on a regular basis and will be alone with students cannot begin working with children until the criminal history background check has been received by the school. ]
9. Require as a condition of employment that any applicant
who accepts employment requiring direct contact with students, whether
full-time or part-time, permanent or temporary, [
interns and ] volunteers [ on a regular basis and
will be alone with a student in the performance of his duties; or anyone who
provides contractual services, including services of a student intern on a
regular basis and will be alone with a student in the performance of his
duties, shall ] provide written consent and necessary personal
information for the school to obtain a search of the registry of founded
complaints of child abuse and neglect maintained by the Department of Social
Services [ pursuant to § 63.2-1515 of the Code of Virginia.
Where the applicant has resided in another state within the last five years,
the school shall as a condition of employment, determine if there are any
founded complaints of child abuse or neglect in such state(s) pursuant to
§22.1-296.3 and 22.1-296.4 of the Code of Virginia. ]
[ a. Anyone who has not submitted to a search of the registry of founded complaints of child abuse and neglect maintained by the Department of Social Services shall not be permitted to work alone with children.
b. The results of the search of the registry must be received prior to permitting an applicant to work alone with children. ]
10. Notify the [
Department ] within five calendar days of any change in
administration or newly appointed individual responsible for the day-to-day
administration or operation of the school.
11. Ensure that all staff members receive annual professional development related to their job responsibilities.
12. Report to the [
Department ] within 10 business days lawsuits [ ,
settlements, or criminal charges relating to the operation of the school
against or settlements with the licensee relating to the health and safety or
human rights of students and any criminal charges against any staff that may be
related to the health and safety or human rights of students ].
13. Develop and implement an accessible policy and
procedures to handle [
grievances school related
complaints ] from students, parents, and employees. [ Schools
are required to provide written notification of the right to file a complaint
with the Department's private school licensure office. ]
[ 14. The school shall have a written policy and procedure that the school does not discriminate according to state and federal law. ]
8VAC20-671-220. Fiscal accountability.
A. The licensee shall prepare at the end of each fiscal year:
1. An operating statement to include a month-to-month accounting of revenue and expenses for the fiscal year just ended;
2. A working budget showing projected revenue and expenses for the next fiscal year that gives evidence of sufficient funds to operate; and
3. A balance sheet showing assets and liabilities for the fiscal year just ended.
B. There shall be a system of financial recordkeeping that shows a separation of the school's accounts from all other records.
C. There shall be written policies and procedures that address the day-to-day handling of the school's funds.
D. The [
Department ] reserves the right to call for one of these two types
1. An audited financial statement certified by an outside independent certified public accountant in accordance with standards established by the American Institute of Certified Public Accountants; or
2. A financial statement that has been reviewed by an outside independent certified public accountant in accordance with principles established for reviews by the American Institute of Certified Public Accountants.
8VAC20-671-230. Protection of contractual rights.
In compliance with § 22.1-324 of the Code of Virginia, provisions for the protection of contractual rights shall include the following:
1. With each application, the applicant shall submit and maintain a guaranty instrument payable to the Commonwealth of Virginia to protect the contractual rights of students and other contracting parties.
2. The guaranty instrument shall be based on the school's
approved capacity. A [
minimum ] guaranty of
$10,000 for up to 25 students and $5,000 for each additional 25 students shall
3. In the event a guaranty instrument is terminated, the
license to operate will terminate within 30 calendar days if a replacement bond
or other instrument is not filed with the [
4. If a school collects no advance tuition other than equal
monthly installments or receives payment after services have been rendered, the
school may apply to the [
licensing agency Department ]
for exemption from the guaranty requirements.
A. The licensee shall maintain liability insurance covering the premises and the school's operation.
B. The licensee shall maintain liability insurance on all vehicles used to transport students, including vehicles owned by staff. [ The school shall obtain written consent from the parent to transport a student in a staff member's personal vehicle. ]
C. The members of the governing body and staff who are
authorized to handle school or [
students' student ]
funds shall be bonded [ or indemnified against employee
[ A. ] Written consent of the
parent(s) or legal guardian and of a child age 14 or older
parent ] shall be obtained before [ participating
allowing a student to participate ] in any school fundraising
[ B. No student shall be forced to participate in any school fundraising activity. ]
8VAC20-671-260. Relationship to the [
agency Department ].
The licensee shall make information available to the
licensing agency Department ] upon the
requested due date in order to make a timely determination of compliance with
this chapter and other applicable regulations and statutes. The [ licensing
agency Department ] may alter the term of a license if
the school fails to comply in a reasonable time period.
8VAC20-671-270. Personnel policies and procedures.
A. The licensee shall have written personnel policies and
procedures that include, but are not limited to, job qualifications, job
staff ] supervision, evaluation,
[ grievance dispute resolution ] , and
1. The licensee shall develop and implement written policies
and procedures that persons appointed or designated to assume the
responsibilities of each position possess the education, experience,
knowledge, ] skills, and abilities specified in
the job description.
2. The licensee shall make written personnel policies and procedures accessible to each employee.
B. The licensee shall maintain a current organizational chart of all full-time and part-time positions.
8VAC20-671-280. Job qualifications.
A person who assumes or is designated to assume the responsibilities of a position or any combination of positions described in this chapter shall meet the qualifications of the position, comply with all applicable regulations for each function, and demonstrate a working knowledge of the policies and procedures applicable to the position.
8VAC20-671-290. Job descriptions.
A. There shall be a written job description for each
position that includes job title; duties and responsibilities; job title of the
immediate supervisor; and minimum education, experience [
skills, and abilities required for entry-level performance of the job.
B. A copy of the job description shall be given to each person assigned to a position at the time of employment or assignment.
8VAC20-671-300. School administrators.
A. The licensee shall designate [
more individuals an individual(s) who is a graduate of an accredited
college or university and is ] responsible for the administrative
operation of the school [ who serves as the instructional leader
and is responsible for effective school management that promotes positive
student achievement, and a safe and secure environment in which to teach and
learn ]. [ This individual may also serve as the
instructional leader. ]
As the instructional leader, the
The ] school administrator [ is responsible for
ensuring that students are provided an opportunity to learn and ] shall:
1. Protect the academic instructional time from unnecessary
and disruptions and enable the professional
teaching staff to spend the maximum time possible in the teaching/learning
process by keeping to a minimum clerical responsibility and the time students
are out of class ];
2. Seek to maintain a safe and secure school environment;
3. Involve the [ school ] staff
of the school ] in identifying [ the
types of ] staff development [ needed needs ]
to improve student achievement and ensure [ that the ]
staff [ participate in those activities
4. Analyze classroom practices and methods for improvement of instruction;
5. Ensure [
that students' student ]
education records are maintained [ and that criteria used in
making placement and promotion decisions, as well as any instructional
interventions used to improve the student's performance, are included in the
record confidentially ]; and
6. Monitor and evaluate the quality of instruction
, provide staff development, and provide support that is designed
and provide supports as needed ] to improve instruction.
C. The instructional leader shall hold a valid five-year
renewable postgraduate professional license issued by the [
Board ] with an endorsement in school administration and
supervision or special education and have at least three years of experience
working with students with disabilities.
D. The instructional leader or designee shall at all times be on the premises of the school while the school is in operation.
E. All staff on duty must know who is responsible for the administration of the school at any given time.
8VAC20-671-310. Teachers and staffing.
A. Each teacher shall meet the requirements of the
[ Board of Education's ] Licensure Regulations for School
[ 1. Schools where students are instructed by content or grade level endorsed teachers shall have available appropriately endorsed special education teachers to case manage IEPs and to provide disability specific technical assistance and instruction.
2. Schools offering only self-contained classroom instruction shall have teachers endorsed in either special education general curriculum or special education adapted curriculum depending on the functioning level(s) of the students. ]
B. Staffing shall be in accordance with the Regulations Governing Special Education Programs for Children with Disabilities in Virginia (8VAC20-81) in the following settings:
1. A student with an Individualized Education Program (IEP) may be instructed with students without disabilities, as appropriate, and in accordance with the IEP.
2. A student with an IEP may receive services with children with the same disability or with children with different disabilities.
C. Teacher personnel assignments shall be in accordance with Regulations Governing Special Education Programs for Children with Disabilities in Virginia (8VAC20-81).
1. General education qualified personnel who are knowledgeable about the students and their special education may implement special services in collaboration with special education personnel.
2. Special education services include those services provided directly to the student and those provided indirectly.
D. Teacher caseloads shall be assigned in accordance with the Regulations Governing Special Education Programs for Children with Disabilities in Virginia (8VAC20-81).
1. If children with disabilities in a single building receive academic content area instruction from multiple special education teachers, the teachers' caseloads shall be determined by using a building average.
2. When special education personnel are assigned to provide services for students who do not have a disability under this chapter or are assigned to administrative duties, there shall be a reduction in the caseload specified in proportion to the percentage of school time on such assignment.
3. Special education personnel may be assigned to serve children who are not eligible for special education and related services as long as they hold appropriate licenses and endorsements for such assignments.
E. Staffing for early childhood special education shall be in accordance with the Regulations Governing Special Education Programs for Children with Disabilities in Virginia (8VAC20-81).
1. Children of preschool ages (two to five, inclusive) who are eligible for special education may receive early childhood special education.
2. Students receiving early childhood special education may receive services together with other preschool-aged children with the same or with different disabilities.
F. A school may offer for consideration of approval an
alternative staffing plan in accordance with the [
Department's ] procedures. The [ department
Department ] may grant approval for alternative staffing levels
[ and teaching assignments ] upon request from private
schools for students with disabilities seeking to implement innovative programs
that are not consistent with the staffing levels outlined in the Regulations
Governing Special Education Programs for Children with Disabilities in Virginia
8VAC20-671-320. Substitute teachers.
A. No substitute teacher shall be used to fill a vacant teaching position for more than 90 teaching days in such vacancy during one school year.
B. Substitute teachers shall be at least 18 years of age,
hold a high school diploma or a [
general educational diploma
General Educational Development ] (GED) [ certificate ],
have two years of full-time postsecondary education or two years of [ successful ]
work experience with children [ with disabilities or equivalent,
and attend orientation to the school's policies and procedures ].
[ C. A substitute teacher employed to fill a teacher vacancy shall receive orientation to the school's policies and procedures. ]
8VAC20-671-330. Support staff.
A. School support personnel, including contractual service providers, shall meet the Board of Education's Licensure Regulations for School Personnel (8VAC20-22) or the requirements of another state or national accrediting agency.
B. Paraprofessionals and other ancillary staff shall be at
least 18 years of age (21 years of age preferred), [ at a minimum ]
hold a high school diploma or [
a general educational diploma
(GED) GED ], have two years of [ full-time
successful ] work experience with children or completed two
years of coursework in a related field, [ complete orientation
conducted by the school administrator or designee regarding school policies and
procedures and characteristics of students served, and work under the
supervision of qualified staff or upon employment, complete within
60 calendar days of hire training specific to the assigned student population
and job duties as they relate to the academic and behavioral progress of
students. Such training shall include individualized instruction and student
behavior management, including principles and strategies to reduce interfering
behavior, build positive skills, and enhance communication of students with
autism spectrum disorders ].
C. No support staff shall be used as replacement for teachers or related service staff unless they meet the qualifications of the position.
D. Support staff who do not meet licensure or certification
requirements shall not be given misleading work titles or titles that infer
that ] they meet required credentials.
[ E. Paraprofessionals shall work under the supervision of qualified professional staff. ]
8VAC20-671-340. Staff supervision.
The licensee shall develop and implement written policies
and procedures regarding the supervision of employees [ , full-time
and part-time, ] and all other [
with children, including volunteers and interns staff including
volunteers and student interns working in the school building or on school
8VAC20-671-350. Staff development.
A. Within seven calendar days following [
staff's ] begin date, each staff member responsible for working
with students shall receive orientation of the school's philosophy, goals and
objectives; duties and responsibilities of their position; and the school's
policy and procedures for behavior intervention.
B. Within 14 calendar days following [
staff's ] begin date [ and before an individual is
alone supervising students ] , all staff shall receive emergency
preparedness and response training that shall include: alerting emergency
personnel and sounding alarms; implementing evacuation procedures with
particular attention to students with special needs; using, maintaining, and
operating emergency equipment; accessing emergency information for students
including medical information; and utilizing community support services.
C. Within 14 calendar days following [
staff's ] begin date, [ all ] staff
shall receive professional development on confidentiality; the school's
administrative decision-making plan; and policies and procedures [ including
prohibited actions ] that are applicable to their positions,
duties, and responsibilities.
D. Within 30 calendar days following [
staff's ] begin date, [ all ] staff
shall receive training on the school's policy and procedures, including
standard precautions, child abuse and neglect, [ and ]
mandatory reporting [ , and maintaining appropriate professional
relationships and interactions among staff and students, and suicide prevention ].
E. Within 30 calendar days following their
begin date, all staff responsible for medication administration shall have
successfully completed an approved medication training program approved by the
Board of Nursing or be licensed by the Commonwealth of Virginia to administer
medications. Staff shall meet this requirement before administering any
medication to students and shall receive annual retraining. ]
F E ]. All staff
shall receive annual professional development and refresher [ in
on the school's policies and procedures on standard precautions, ] emergency
preparedness and response to include alerting emergency personnel and sounding
alarms; implementing evacuation procedures with particular attention to
students with special needs; [ and ] using,
maintaining, and operating emergency equipment [ ;accessing
emergency information for students and staff including medical information and
utilizing community supports ].
G F ]. All staff
shall receive annual professional development and refresher on behavior
supports, child abuse and neglect, [ and ] mandatory
reporting [ , maintaining appropriate professional relationships
and interactions among staff and students, and suicide prevention ].
H G. Each full-time staff
person shall complete an additional 15 hours of annual training applicable to
his job duties Each staff who works directly with students shall annually
receive 15 hours of professional development related to student progress and
academic achievement that is applicable to the population served and to their
job duties ].
8VAC20-671-360. Personnel records.
A. Separate up-to-date personnel records shall be maintained for each full-time and part-time employee, student intern, and volunteer for whom background investigations are required by Virginia statute. Content of personnel records of volunteers, student interns, and contractual service providers shall include, at a minimum, documentation of compliance with requirements of Virginia laws regarding child protective services and criminal history background investigations.
A record Records ] shall
be maintained for each staff to include:
1. A completed employment application or other documentation providing the individual's name, address, and telephone number;
2. Documentation of qualifications [ , including educational background and professional licensure or certification ];
3. Employment history;
4. Written references or notations of oral references;
5. Reports of required [
tuberculosis certificate ];
6. Annual performance evaluations;
7. Date of employment for each position held and date of separation;
8. Documentation of compliance with requirements of Virginia laws regarding child protective services and criminal history background investigations;
Driving record verification from the ] Department of Motor Vehicles
[ checks ] and a current copy of the driver's
license for [ all ] staff who transport
10. Documentation of all training required by this chapter and any other training or professional development received by individual staff; and
11. A current job description.
C. All personnel records shall be maintained confidentially and retained in their entirety for a minimum of three years after staff's separation from the school.
8VAC20-671-370. School facilities and safety.
A. Each school shall be maintained in [
manner ensuring ] compliance with the Virginia Uniform
Statewide Building Code (13VAC5-63). [ Each school shall: ]
1 B ]. [ Maintain
Each school shall maintain ] a physical plant that is accessible,
barrier free, safe, and clean [ ;. ]
2 C ]. [ Provide 50
net square feet per occupant space for classrooms and suitable space for
administrative staff, pupil personnel services, library and media services, and
physical education with consideration given to safety; Each school
shall provide safe and adequate instructional areas, space for administrative
staff, pupil personnel services, library and media services, and physical
education. Schools established after the effective date of these regulations
and classrooms added to existing buildings shall provide at least 50 square
feet of classroom or instructional area per student excluding classroom
3 D ]. [ Provide
Each school shall provide ] adequate, safe, and properly equipped
classrooms [ and instructional areas, and where appropriate ]
, laboratories, play areas, and dining areas that meet the needs of students
and instruction [ ; and . ]
4 E ]. [ Provide
Each school shall provide ] space for safe storage of items such as
first aid equipment, medication, household supplies, school supplies, and
B F ]. After the
initial application, the school shall document annually that buildings and
equipment are maintained in accordance with the Virginia Statewide Fire
Prevention Code (13VAC5-51) and maintain records of regular safety, health, and
fire inspections conducted and certified by local health and fire departments.
C G ]. Building
plans and specifications for new construction, change in use of existing
buildings, and any structural modifications or additions to existing buildings
shall be submitted in advance to the [ licensing agency
Department ] for approval.
D H ]. Animals
allowed on the premises shall be tested, inoculated, and licensed as required
E. Smoking shall be prohibited at all times
and in all school buildings, on all school grounds, and during off campus
school-sponsored activities. ]
F I ]. Swimming
pools shall be inspected annually by the state or local health authorities or
by a swimming pool business.
G J ]. There shall
be a written policy concerning [ the provision of ] safeguards
for [ aquatic-related activities to include supervision by a
certified lifeguard water-related activities and a provision that a
certified life guard supervises all swimming activities ].
H K ]. There shall
be a written policy regarding safeguards for school-sponsored activities
including adventure and wilderness activities.
I L ]. There shall
be [ an electronic two-way a ] communication
system available to staff at all times in the classroom and during
[ M. Schools shall have safeguard(s) to be able to identify any visitor in the school building and on the premises during the school day. ]
8VAC20-671-380. Contingency plans.
A. A school shall have contingency plans for [ medical ]
emergencies that include staff certification in cardiopulmonary
resuscitation (CPR), [
abdominal thrust (Heimlich maneuver), and ]
emergency first aid [ , and medication administration ].
B. The school administration shall ensure that the school has:
1. Written procedures to follow in emergencies such as fire,
injury, illness, and violent or threatening behavior. Contingency plans should
be developed with the assistance of state or local public safety authorities.
Such plans shall be outlined in the student handbook and [
reviewed ] with staff and students during the first week of each
2. Space for the proper care of students who become ill; and
3. A written procedure for responding to violent, disruptive, or illegal activities by students on school property or during a school-sponsored activity.
C. Each school shall [ annually ] have
at least [
three one ] tornado
[ drills every school year in order that students may be practiced
in such drills drill, at least one earthquake drill, and at least
two lockdown drills, one in September and one in January ].
D. The school shall have a written emergency preparedness and response plan for all locations that addresses:
1. Documentation of contact with the local emergency coordinator to determine (i) local disaster risks, (ii) communitywide plans to address different disasters and emergency situations, and (iii) assistance, if any, that the local emergency management office will provide to the school in an emergency.
2. Analysis of the school's capabilities and potential hazards, including natural disasters, severe weather, fire, flooding, workplace violence [ , intruder, hostage situation, ] or terrorism, missing persons, riot, severe injuries, or other emergencies that would disrupt the normal course of service delivery.
3. Written emergency management policies outlining specific responsibilities for provision of administrative direction and management of response activities; coordination of logistics during the emergency; communications; life safety of students, employees, contractors, student interns, volunteers, and visitors; property protection; community outreach; and recovery and restoration.
4. Written emergency response procedures for assessing the situation; protecting students, employees, contractors, student interns, volunteers, and visitors; [ protecting ] equipment and education records; and restoring services.
5. Emergency procedures, which shall address:
a. Communicating with employees, contractors, [ volunteers, student-interns, ] and community responders;
b. Warning and notification of students;
c. Providing emergency access to secure areas and opening locked doors;
d. Conducting evacuations to emergency shelters or alternative sites and accounting for all students;
e. Relocating students and staff, if necessary;
f. Notifying family members and legal guardians;
g. Alerting emergency personnel and sounding alarms; and
h. Locating and shutting off utilities when necessary.
6. Supporting documents that would be needed in an emergency, including emergency call lists, building and site maps necessary to shut off utilities, designated escape routes, and list of major resources such as local emergency shelters.
7. Schedule for testing the implementation of the plan and conducting emergency preparedness drills.
8. Children who use wheelchairs, crutches, canes, or other mechanical devices for assistance in walking shall be provided with a planned, personalized means of effective egress for use in emergencies.
E. The school shall have emergency preparedness and response training for all employees, contractors, student interns, and volunteers that shall include responsibilities for:
1. Alerting emergency personnel and sounding alarms;
2. Implementing evacuation procedures [ , ] including evacuation of students with special needs (i.e., deaf, blind, nonambulatory);
3. Using, maintaining, and operating emergency equipment;
4. Accessing emergency information for students including medical information; and
5. Utilizing community support services.
F. There shall be documented review of the emergency preparedness plan annually and revisions made if necessary.
G. Employees, contractors, student interns, and volunteers shall be prepared to implement the emergency preparedness plan in the event of an emergency.
H. Floor plans showing primary and secondary means of egress shall be posted on each floor in locations where they can easily be seen by staff and students.
I. The procedures and responsibilities reflected in the emergency procedures shall be communicated to all students within seven days following admission or a substantive change in the procedures.
J. At least one [ emergency ] evacuation
(the simulation of the school's emergency procedures) ]
shall be conducted [ each week during the first month of
school and one each month thereafter ] in each building
occupied by students [ at least once per week for the first 20
school days and then once a month for the rest of the school year and more
often if necessary ].
K. Evacuation drills shall include, at a minimum:
1. Sounding of emergency alarms;
2. Practice in evacuating buildings and buses or vans;
3. Practice in alerting emergency authorities;
4. Simulated use of emergency equipment; and
5. Practice in securing student emergency information.
L. A record shall be maintained for each evacuation drill and shall include the following:
1. Buildings and buses or vans in which the drill was conducted;
2. Date and time of drill;
3. Amount of time to evacuate the buildings;
4. Specific problems encountered;
5. Staff tasks completed including head count and practice in notifying emergency authorities; and
6. The name of the staff members responsible for conducting and documenting the drill and preparing the record.
M. The record for each evacuation drill shall be retained for three years after the drill.
N. At least one staff member shall be assigned the responsibility for ensuring that all requirements regarding the emergency preparedness and response plan and the evacuation drill program are met.
O. In the event of a disaster, fire, emergency, or any
other condition that may jeopardize the health, safety, and welfare of
students, the school shall notify the parent(s), the student's public school,
placing agency, and [
licensing agency Department ]
as soon as possible, but no later than 24 hours after the incident occurs.
The licensee shall develop written policies and procedures
governing prohibition of [
the possession and use of firearms,
pellet guns, air guns, and other weapons on the school's premises and during school-related
activities unless the weapons are in the possession of licensed security
personnel or law-enforcement officers weapons on school property
mandated in §18.2-308.1. The staff and students shall be annually
informed of the policies and procedures regarding the prohibition of weapons. ]
A. Strip searches and body cavity searches
are prohibited. ]
B A ]. A school that
does not conduct pat downs shall have a written policy prohibiting them.
C B ]. A school that
conducts pat downs shall develop and implement written policies and procedures
that shall provide the following:
1. Pat downs shall be limited to instances where they are necessary to prohibit contraband;
2. Pat downs shall be conducted by personnel of the same gender as the student being searched;
3. Pat downs shall be conducted only by personnel who are specifically authorized to conduct searches by the school's written policies and procedures; and
4. Pat downs shall be conducted in such a way as to protect the subject's dignity and in the presence of one or more witnesses.
8VAC20-671-410. Student application and admission.
A. The school's written admission policy shall include:
1. A description of the population to be served;
2. A description of the types of services offered;
3. Admission procedures;
4. Exclusion criteria that identify behaviors or conditions the school will not accept; and
5. A description of how educational services will be delivered.
A summary of each The ]
school's admissions policy, course offerings [ at each grade
level ], and behavioral management program shall be made
available to students, parents, and placing and licensing agencies.
C. Each school's admissions process shall be designed to determine the suitability of enrolling a student. The school shall accept and serve only those students whose needs are compatible with the services provided by the school.
The school shall provide written
notification for a student's education records within five business days of the
student's enrollment. Notification shall be made to the superintendent of the
school division where the student last attended. The school shall request
current information pertinent to the student's educational growth to include,
but not limited to, the IEP, 504 Plan, or career development plan; plan of
study; assessments; grades or transcript; discipline records; and health
records Upon enrollment and at least annually, the school shall
provide parents access, or a copy upon request, to the school's policies and
procedures, including those governing the management of student behavior, the
school's curriculum, and the school's promotion and retention policies ].
[ E. When the student's education records are not provided during the application process, with written parental consent, the school shall make a request within five business days of enrollment to the student's last attended school or the division superintendent or designee. ]
E F ]. An
application for admission is not to be construed as a binding instrument on the
part of the student or the school.
F G ]. A school may
require the payment of a reasonable nonrefundable initial application fee to
cover expenses in connection with processing a student's application provided
[ it the school ] retains a signed statement
in which the parties acknowledge their understanding that the fee is
nonrefundable. No other nonrefundable fees shall be allowed prior to
G H ]. Any contract
or enrollment agreement used by the school shall be in writing and clearly
specify the following:
1. Complete name and physical address of the school;
2. Itemized cost of the program to include tuition,
scholarships, and ] all other charges
[ , and any scholarship amount applied to the cost of tuition ]
3. The school's contingency, cancellation, and refund policies.
H I ]. Any contract
or enrollment agreement used by the school becomes a legally binding instrument
upon the school's written acceptance [ of the student ].
I. Each school that serves privately placed
students shall offer access to a tuition insurance plan if the school
financially obligates students for more than quarterly increments of annual
8VAC20-671-420. Standard school year and school day.
A. Each school shall have a standard school year of at
least 180 [
instructional teaching ] days
[ or a total of at least 990 teaching hours per year ]. The
standard school day for students in grades 1 through 12 shall average at least
[ 5-1/2 instructional five and one-half teaching ]
hours [ (990 hours annual instructional time) or
average 27 and one-half hours weekly ], excluding breaks for meals
and recess, and a minimum of three [ instructional ] hours
[ daily ] for kindergarten.
B. All students in grades 1 through 12
shall maintain a full day schedule of classes (5-1/2 hours) unless otherwise
stated in the child's Individualized Education Program (IEP), Individualized
Instruction Plan (IIP), 504 Plan, or other documentation. ]
[ B. The private school shall initiate a team meeting to review the child's IEP, 504 Plan or IIP when a student has a medical, mental, or physical condition that requires modification of the student's school schedule. ]
C. Each school shall have policies and procedures that address make-up days when the school is unable to meet the required instructional time.
School and community
communications Community Relationships ].
A. Each school shall promote communications
and foster mutual understanding with parents and the community and use
information from parents, citizens, business, and industry in evaluating the
educational program. ]
[ Each school shall facilitate cooperative relationships with neighbors, the school system, local law enforcement, local government officials, and the community at large. ]
B. At the beginning of each school year,
the school shall provide to parents or guardians information on the
availability of and source for receiving the curriculum for their child's core
subjects and a copy of the school's promotion and retention policies and access
to the school's policies and procedures. ]
8VAC20-671-440. Philosophy, goals, and objectives.
A. Each school shall have a current philosophy, goals, and objectives that serve as the basis for all policies and practices and shall be developed using the following criteria:
1. The philosophy, goals, and objectives shall be developed
with the advice of professional and lay people who represent the various
populations served by the school and in consideration of the needs of the
community and [
shall ] serve as a basis for an
annual self-evaluation of the school.
The goals Goals ] and
objectives shall [ (i) ] be written in plain
language so as to be understandable to noneducators, including parents
[ ; (ii) to the extent possible, be stated in measurable terms; and
(iii) consist primarily of measurable objectives to raise student and school
achievement in the core academic areas, to increase graduation rates, and to
increase the quality of instruction through professional staff development and
B. Copies of the school's philosophy, goals, and objectives shall be available upon request.
8VAC20-671-450. Student achievement expectations.
A process to identify and recommend
Schools shall develop ] strategies to address the learning,
behavior, [ and ] communication [ , or
development of individual students who are having difficulty in the educational
setting shall be developed at each school needs of individual
students in collaboration with the parent ].
B. Participation in the Virginia assessment program by
students with disabilities shall be prescribed by provisions of their IEPs or
504 Plans. [
All students with disabilities shall be assessed
with appropriate accommodations and alternate assessments when required. ]
C. Each school that serves students who anticipate earning a diploma and graduating from a [ public ] Virginia high school must follow the requirements for graduation outlined in the Regulations Establishing Standards for Accrediting Public Schools in Virginia (8VAC20-131).
D. The school shall cooperate with the public school in the
administration of SOL tests [
to students with disabilities and
students who need verified credits to graduate from a public high school in
Virginia, and the administration of any other SOL tests ].
E. The school shall use testing and evaluation materials that are not racially or culturally discriminatory and do take into consideration the student's disabling condition(s), racial background, and cultural background.
8VAC20-671-460. 8VAC20-671-490. ]
Program of instruction and learning objectives.
A. Each school's instructional program shall reflect the written philosophy of the school. The methods, procedures, and practices shall reflect an understanding of and meet the applicable academic, vocational, therapeutic, recreational, and socialization needs of the students served.
B. The instructional program shall be designed to meet the needs of all students enrolled and shall educate students with age-appropriate peers [ unless it can be shown that for a particular child with a disability, the alternative placement is appropriate and documented on the student's IEP, IIP, or 504 Plan ].
C. Services shall be delivered in accordance with the student's IEP, IIP, or 504 Plan.
[ D. Children of preschool ages (two to five, inclusive) shall receive services determined by the child's IEP, IIP, or 504 Plan. ]
D. Each school serving students E.
Students ] 14 years of age and older shall [ provide
be provided ] opportunities [ for students ]
to gain knowledge and occupational readiness skills necessary for successful
transition to [ postsecondary education, ] training,
employment, and independent living, as appropriate.
E. Each school shall provide opportunities for
students to gain knowledge and occupational readiness skills necessary for
successful transition to postsecondary training, education, employment and
independent living skills, as appropriate. ]
F. Each school shall provide a program of instruction that
supports the SOL clearly articulates learning outcomes ]
for the core subjects: English, mathematics, science, and history/social
science. [ Schools may use Virginia's Standards of Learning (SOL). ]
G. Each school shall require students to participate in a program of health and physical fitness during the regular school year unless the student is unable to participate due to a medical condition [ or has met the credit requirement for graduation ].
H. Each school shall provide students with opportunities to gain appreciation for art and music.
I. Each school shall provide an instructional program that promotes the individual student's developmental growth and academic achievement at successive grade levels, as appropriate.
J. The services provided by a private school
shall be provided by personnel meeting the same licensure requirements as
personnel providing services in the public school, outlined in Licensure
Regulations for School Personnel (8VAC20-22). K. J. ] The school shall
equitably serve the needs and interests of all students, taking into
consideration age appropriateness, cultural norms, physical abilities, and
[ K. Each school shall implement evidence-based practices to improve academic, behavior, and social outcomes for all students. ]
8VAC20-671-470. 8VAC20-671-460. ]
Individualized Education Program (IEP).
When a child is presently receiving the
services of a private school, a A ] representative of
the private school shall attend IEP meetings upon the request of the student's school
division. If a representative is not able to attend, the school shall use other
methods to ensure participation [ by the private school ]
including individual or conference telephone calls.
After a child with a disability enters
a private school, any Any ] meetings to review and
revise the child's IEP may be initiated and conducted by the private school at
the discretion of the student's school division.
C. If the private school initiates and conducts these meetings, the student's school division and the parent(s) shall:
1. Be involved in any decision affecting the child's IEP;
2. Agree to any proposed changes in the program before those changes are implemented; and
3. Be involved in any meetings that are held regarding reevaluation.
D. A [
parent(s) parent ]
does not include local or state agencies or their agents, including local
departments of social services, if the child is in the custody of such an
E. When a child with a disability is placed by a local
school division or [
a Comprehensive Services Act team
Family Assessment and Planning Team ] in a private school, all
rights and protections under state and federal regulations shall be extended to
8VAC20-671-480. 8VAC20-671-470. ]
Individualized Instruction Program (IIP).
A. Students [
not determined eligible for special education ] and those placed by
parents [ for educational reasons ] shall have an
Individualized Instruction Program (IIP) developed within 30 [ business ]
days of [ admission enrollment ] that
describes strengths and needs of the student, current level of functioning,
goals and objectives, [ timelines, ] course of
study, and postsecondary goals for students 14 years of age and older.
B. Each school shall request with [ written ]
consent of the [
parent(s) parent ] the
student's education records from the last school attended, and information from
other agencies as appropriate. This information should be used in developing
the student's IIP.
C. The IIP shall provide a beginning and ending date of services.
D. The IIP shall be reviewed at least annually by a team
that includes the [ school administrator or teacher, other staff as
appropriate, parent, and ] student [
and the parent
as appropriate ].
E. Student progress reports shall be provided to the parent
or guardian ] at least quarterly.
8VAC20-671-490. 8VAC20-671-480. ]
Each school admitting students with 504 Plans shall implement the plan and cooperate with the school division in its annual review. [ An individualized instruction plan (IIP) shall be developed for each student with a 504 plan. ]
8VAC20-671-500. Instructional program for elementary school grades.
[ In addition to the applicable requirements under 8VAC20-671-490, the following shall apply: ]
A. The elementary school grades shall
provide each student a program of instruction that supports the SOL for
English, mathematics, science, and history/social science. In addition, each
school shall provide opportunities for students to gain an appreciation for art
and music. Students shall be required to participate in a program of health and
physical fitness during the regular school year. ]
B A ]. In
kindergarten through grade 3, reading, writing, spelling, and mathematics shall
be the focus of the instructional program.
C B ]. To provide students
with sufficient opportunity to learn, a minimum of [ 75%
75 percent ] of the annual instructional time of 990 hours shall be
given to instruction in the disciplines of English, mathematics, science, and
history/social science. Students who are not successfully progressing in early
reading proficiency or who are unable to read with comprehension the materials
used for instruction shall receive additional [ instructional
time instruction ] in reading.
8VAC20-671-510. Instructional program for middle school grades.
[ In addition to the applicable requirements under 8VAC671-490, the following shall apply: ]
A. The middle school grades shall provide each
student a program of instruction that supports the SOL for English,
mathematics, science, and history/social science. Each school shall provide
opportunities for appreciation of art and music and an introduction to career
and technical exploration and require students to participate in a program of
health and physical fitness during the regular school year. ]
B. English, mathematics, science, and
history/social science shall be required. ]
C A ]. To provide
students a sufficient opportunity to learn, each student shall be provided 140
clock hours per year of instruction in each of the four disciplines of English,
mathematics, science, and history/social science.
D B ]. Each school
shall ensure that students who are unable to read with comprehension the
materials used for instruction receive additional instruction in reading.
[ C. Each school shall provide students with opportunities for career and technical exploration. ]
8VAC20-671-520. Instructional program for secondary school grades.
[ In addition to the applicable requirements under 8VAC671-490, the following shall apply: ]
A. The secondary school grades shall
provide each student a program of instruction that supports the SOL in English,
mathematics, science, and history/social science. ]
B A ]. To provide
students a sufficient opportunity to learn, each student shall be provided 140
clock hours per year of instruction in each of the four disciplines [ ,
English, mathematics, science, and history/social science ].
C B ]. [ Students
in secondary education programs who plan to graduate with a standard or
advanced diploma from a Virginia public high school should have the opportunity
to complete credits in foreign languages, fine arts, and career and technical
training. Each school shall provide a course of study that leads to
graduation and postsecondary education, training, employment, and independent
living, as appropriate. ]
[ C. Each school shall provide instruction in economics and personal finance and occupational readiness. ]
[ D. A curriculum that includes functional living skills training, including community-based instruction, shall be available for students as the need is determined by the IEP or IIP. ]
D E ]. Classroom
driver education may count for 36 class periods of health education. Students
shall not be removed from classes other than health and physical education for
the in-car phase of driver education.
E F ]. Each school
shall ensure that students who are unable to read with comprehension the
materials used for instruction receive additional instruction in reading,
F. Guidance and counseling shall be
provided for students to ensure that a program of studies contributing to the
student's academic achievement and meeting graduation requirements is being
[ G. Staff shall provide guidance and counseling to assist students in meeting graduation requirements. ]
8VAC20-671-530. Alternative education.
Schools may provide students, 16 years of age to 18 years
of age [ who choose to prepare for the Tests of General Educational
Development (GED) certificate ] , an Individualized Student
Alternative Education Plan (ISAEP) [
, a ] program
[ that includes career guidance counseling; mandatory enrollment in
a GED preparation program; and career and technical education ].
Implementation of the ISAEP [ program ] requires
submission of an application and approval by the Department [ of
8VAC20-671-540. Transition services.
A. Schools shall cooperate with the public schools to ensure that the transition plan for each student with a disability, beginning at 14 years of age (or younger), is implemented according to the child's IEP.
B. Schools shall provide evidence of transition services designed within an outcome-oriented process for all students, as appropriate, that promotes movement from the private school to a public school the child would normally attend; movement from school to post-school activities, including postsecondary education, vocational training, integrated employment (including supported employment), continuing and adult education, adult services, independent living, or community participation.
8VAC20-671-550. Extracurricular and other school activities, and recess.
A. School-sponsored extracurricular activities shall be
under [ the ] direct supervision of [
staff and [ shall contribute to the educational objectives of
the school. Extracurricular activities must be ] organized to
avoid interrupting the instructional program.
CPR and first aid certified staff shall accompany students on school-sponsored ]
activities [ shall have at least one person certified in CPR
for every 10 students ].
C. Schools that take students on [ outdoor ] adventure activities [ and offer programs such as canoeing, skiing, camping, and rock climbing ] shall develop policies and procedures to ensure supervision, health and safety, and medical management.
8VAC20-671-560. Family life.
A. Schools may use the Standards of Learning for the family
life education program or other education program, [
have the goals that is designed to promote parental involvement, foster
positive self concepts and provide mechanisms for coping with peer pressure and
the stresses of modern living according to the student's developmental stage
and has the goal ] of reducing the incidence of pregnancy and
sexually transmitted diseases and substance abuse.
B. Schools offering family life shall obtain written
consent from the parent [
or guardian ] for the
child's [ enrollment in the course participation ].
8VAC20-671-570. Student work-study or on-the-job training.
A. Each school that places students on work-study, on-the-job training, or any other form of employment shall ensure compliance with the applicable laws governing the employment of children.
B. Work assignments that are paid or unpaid
shall be in accordance with the age, health, ability, and education program of
the student. ]
C B ]. Work
assignments or employment [ outside the school, ] including
[ reasonable ] rates of pay, shall be approved by
the school administrator with the [ knowledge and ]
consent of the parent [ or legal guardian ].
8VAC20-671-580. Virtual learning.
Schools are encouraged to pursue
alternative means to deliver instruction to accommodate student needs through
virtual learning. A school shall ensure that each virtual education course is
provided by an institution accredited by a nationally recognized accrediting
body or is authorized by a public school or school division. Virtual
courses may only be offered through accredited providers as outlined in § 22.1-212.23 and
22.1-253.13:3 of the Code of Virginia. ]
B. A school shall ensure that virtual
learning courses meet the following requirements: 1. The content, instruction, and assessment of each
course is comparable in rigor and breadth to the course that is traditionally
delivered; 2. The course content is appropriate for the school's
grade levels and age range; and 3. The virtual learning shall be supervised by a licensed
teacher or a person eligible to hold a Virginia teaching license. The
individual shall be available to the student.
B. The virtual learning shall be proctored by a licensed teacher or appropriately trained paraprofessional who is supervised by a licensed teacher. The teacher or paraprofessional shall be available to the student. ]
8VAC20-671-590. Equipment, instructional materials, and library media.
A. Each school shall provide [
a variety of
current grade-level instructional ] materials and
equipment [ necessary ] to support the instructional
program, including [ functional life skills programs
the goals and objectives established for individual students ].
Each school shall provide access to
computers and library media necessary to meet research inquiry and reading
requirements of the instructional program and general student interest.
Students shall receive instruction on the use of classroom equipment as
appropriate and demonstrate applicable safety competencies before being allowed
to use such equipment. ]
C. Each student, as appropriate, shall be
provided instruction on the use of instructional equipment and shall
demonstrate understanding before access to laboratories. ]
D. Each school shall provide textbooks and
instructional materials that support Virginia's Standards of Learning. ]
E C ]. Each school
shall establish written policy on the use of computers, including the use of
the Internet and email.
8VAC20-671-600. School records.
Each school shall maintain up-to-date records to include
[ a listing of all enrolled students with directory information, ]
the school's academic calendar, class roster, class schedule, course descriptions,
course curriculum, individual student schedules, student progress reports, and
student transcript or other ] documentation of
[ each student's ] grades [ and credits earned ].
A. No school shall use the seal of Virginia in its diploma design.
B. Each school that offers a diploma upon graduation shall
have written [
policy policies ] and
procedures that address the following:
1. The requirements for a diploma shall be those in effect when the student enters the ninth grade for the first time.
2. The requirements for a diploma shall be based upon completion of program requirements that demonstrate academic rigor.
8VAC20-671-620. Student conduct.
[ A. Each school shall provide a schoolwide environment that reinforces appropriate behaviors and assists students in becoming actively engaged in their own learning, academic and behavioral success. ]
A B ]. Each school
shall have written policies and procedures that address standards of student
conduct and procedures for enforcement to include attendance, truancy,
suspension, expulsion, alcohol, drugs, weapons, fighting, bullying, sexual and
disability harassment, pornography, and other areas as appropriate.
B. When a student is suspended, including
in-school suspension, or expelled, the school shall notify the student's home
school division within 24 hours. C. The parent shall be notified on
the date on which the decision is made to suspend or expel a student because of
a violation of a code of student conduct. When a publicly placed student is
suspended or expelled, the student's home school division shall be notified
within 24 hours. ]
8VAC20-671-630. Behavior intervention.
A. Each school shall develop and implement written policies
and procedures that emphasize positive behavior interventions [
focus on teaching and supporting students to practice methods to manage their own
behavior ] .
B. Behavior techniques that are used or available for use shall be listed in the order of their relative degree of restrictiveness and specify the staff members who may authorize the use of each technique.
C. Staff shall consider behavior management data in their annual review of the school's policies and procedures.
D. When substantive revisions are made to policies and
procedures governing management of student behavior, written information
concerning the revisions shall be provided to students, parents, placing
agencies, and the [
licensing agency Department ]
prior to implementation.
[ E. The parent shall be provided access to the school's behavior management policy and procedures upon enrollment and at the beginning of each school year, and provided a written copy upon request. ]
A. The school shall have written policy and
procedures governing the conditions under which a student may use time-out and
the maximum period of time-out not to exceed 30 minutes per episode. The conditions
and maximum period of time-out shall be based on the student's chronological
and developmental level. The school's policy and procedures shall include
provisions that address the following: ]
[ Policies and procedures shall be written that govern the conditions under which a student may self-select or be placed in time-out and the maximum length of time a student may be in time-out. The conditions for time-out and length of time a student may be in time-out shall be based on the student's chronological and developmental levels. The school's policy and procedures shall include: ]
1. Each student is entitled to be completely free from any unnecessary use of time-out.
The areas in which a student is placed
A door to a time-out room ] shall not be locked nor [ the
door ] secured in a manner that prevents the student from
3. A student in time-out shall be able to communicate with staff.
4. Staff shall check on the student [
time-out area ] at least every 15 minutes and more often
depending on the nature of the student's disability, condition, [ and
or ] behavior.
Procedures shall be implemented for
documenting the The ] use of time-out and staff checks
on the student [ shall be documented ].
6. Staff shall review procedures when a student consistently chooses to stay in time-out beyond the determined time limit to determine that it has not become reinforcement.
A. ] The following actions
1. Restraint and seclusion, except when it is necessary to protect the student or others from personal harm, injury, or death and other less restrictive interventions were unsuccessful;
2. Prone "face down" restraints, mechanical
and ] pharmacological restraints
[ , and any other restraint that restricts breathing or harms the child
or interferes with the child's ability to communicate ] ;
3. Deprivation of drinking water or food;
4. Limitation on contacts and visits [
from ] the student's probation officer, [ regulators,
or social worker, ] placing agency representative
[ , or other service provider as appropriate ];
5. Any action that is humiliating, degrading, or abusive;
6. Corporal punishment;
7. Deprivation of approved prescription medication or other
necessary services [
and treatment ];
8. Denial of access to toilet facilities;
9. Application of aversive stimuli;
10. Strip and body cavity searches; and
11. Discipline, restraint, or implementation of behavior management plans by other students.
8VAC20-671-660. Managing student behavior in emergency situations.
A. Application of a formal behavior management
program designed to reduce or eliminate severely maladaptive, violent, or
self-injurious behavior contingent upon the exhibition of such behaviors is
allowed only as part of an individually approved time specific plan that is
consistent with sound therapeutic practice. Written consent of the student,
parent or guardian, and the student's school division is required. ]
B A ]. Each school shall
have written policies and procedures [ made available annually to
students, parents, and placing agencies ] that include, but are not
1. Methods for preventing student violence, self-injurious behavior, and suicide, including de-escalation of potentially dangerous behavior occurring among groups of students or with an individual student.
2. A [
policy stating statement ]
that corporal punishment and abusive techniques and interventions are not
authorized, permitted, or condoned.
C. Each school shall develop and implement
3. A statement that ] behavior management techniques [ are
applied ] in order of their [ relative ]
degree of intrusiveness or restrictiveness and the conditions under which
they may be used by trained [ school ] personnel.
D. While the use of restraint and seclusion is
prohibited, a school that finds it absolutely necessary can only do so under
the following conditions: ]
1 B ]. Physical restraint or seclusion
is allowed only in an emergency situation [ for a time period that
and only when it ] is necessary to [ contain the behavior of the
student so that the student no longer presents an immediate threat of causing
physical injury to self or others or causing severe property damage protect
the student or another person from imminent danger of serious physical harm
after less intrusive interventions have been attempted and failed to manage
that particular behavior and there is a substantial explanation for why other
interventions were deemed inadequate or inappropriate ].
[ 1. The use of restraint or seclusion, particularly when there is repeated use for an individual child, multiple uses within the same classroom, or multiple uses by the same individual, shall trigger a review and, if appropriate, a revision of behavioral strategies currently in place to address dangerous behavior. If positive behavioral strategies are not in place, staff shall develop them. ]
[ 2. In cases where a student has a history of dangerous behavior for which restraint or seclusion was considered or used, a school shall have a plan developed in consultation with the parent for: (a) teaching and supporting more appropriate behavior; and (b) determining positive methods to prevent behavioral escalations that have previously resulted in the use of restraint or seclusion. ]
2 3 ]. Physical restraint
or seclusion shall not be used [ for disciplinary reasons or ]
as a punishment, retaliation, or for staff's convenience.
3. The school shall have written policies and
procedures governing use of physical restraint and seclusion incidents that
shall include the following: ]
a 4 ]. Each student is
entitled to be completely free from any unnecessary use of physical restraint
or seclusion. [ Physical restraint and seclusion are allowed
only in an emergency situation for a time period that is necessary to contain
the behavior of the student so that the student no longer presents an immediate
threat of causing physical injury to self or others or causing severe property
b. The school shall provide written notice of its
behavior management program to students, parent(s), and placing agency at the
time of the student's enrollment. ]
c 5 ]. Staff shall
[ continuously ] monitor the use of [ physical ]
restraint and seclusion [ through continuous face-to-face
observation, not solely by and shall not rely on ] an
electronic surveillance device.
d. Restraints 6. Physical restraint ]
may only be implemented, monitored, [ and or ]
discontinued by staff who have [ been trained in the proper
and safe use of restraint, including hands-on techniques received
proper training ] .
e. Students must be supervised by staff members
trained in behavior intervention. ]
f. Schools shall inform the parent and placing
agency of each incident of physical restraint or seclusion on the day of the
occurrence and make available to the licensing agency upon request. ]
[ 7. The door to any room in which a student is secluded may be held shut only when a staff member is personally securing it. The door must immediately disengage when the staff member steps away from it. The room must meet specification including size and viewing panels that ensure the student's safety at all times including during a fire or other emergency. ]
[ 8. Schools shall permit parents to inspect any area used during an emergency for the purpose of seclusion. ]
[ 9. The parent shall be informed on the day of each incident of physical restraint or seclusion. The student's home school division and placing agency shall be informed as soon as possible but within 24 hours of the occurrence. ]
g 10 ]. Each application of
physical restraint or seclusion shall be fully documented in the student's
record including date, time, staff involved, justification for the [ physical ]
restraint or seclusion, [ behavior antecedents, ] less
restrictive interventions that were unsuccessfully attempted prior to using
physical restraint or seclusion, duration, description of method or methods of
physical restraint techniques used, signature of the person completing the
report and date, and reviewer's signature and date. [ The written
report shall be made available to the parent within two business days of the
occurrence and opportunity given for the parent and student, as appropriate, to
discuss the matter with school staff. ]
[ 11. Schools shall collect and annually report to the Department the number of times restraint and seclusion were used during the school year. The data shall be disaggregated by students and number of occurrences. ]
A. Schools shall have written policy and procedures regarding videotaping students while in school and any school-sponsored activity, including those used for staff training.
B. No student shall be videotaped without written consent of the parent and eligible student.
C. Any videotaping of students shall be maintained
confidentially unless there is explicit written permission to release or
disclose from the [
parent(s) parent ] and
D. Buildings and grounds surveillance is not considered videotaping for the purpose of this chapter.
8VAC20-671-680. Referral for evaluation.
A. ] When a student
[ , including those placed by their parent(s) or from out-of-state, ]
is suspected of having a disability, the [ private ] school
[ shall may ] make a referral to the division
superintendent of the school division where the private school is located.
Documentation of the referral notice shall be maintained in the student's
B. The school shall cooperate with the
school division on child find activities. ]
8VAC20-671-690. Suspected child abuse and neglect.
A. Written policies and procedures related to child abuse and neglect shall comply with the requirements of § 63.2-1509 of the Code of Virginia and distributed to all staff members. Policies and procedures shall include:
1. Handling accusations against staff; and
Promptly referring suspected cases
Reporting immediately, but under no circumstance later than 24 hours after
having a suspicion of a reportable offense ] of child abuse and
neglect to [ the local child protective services unit and for
cooperating with the unit during any investigation the local
department of social services' child protective services unit of the county or
city wherein the abuse or neglect was believed to have occurred or to the
Department of Social Services toll-free child abuse and neglect hotline and for
cooperating with the unit during any investigation ].
B. Any case of suspected child abuse or neglect occurring
at the school or on a school-sponsored event or excursion shall be reported
immediately to the student's parent, [
guardian, or both if
appropriate, ] and the [ placing and licensing
agencies Department ] . For publically placed students,
the home school division and the placing agency shall also be notified.
When a case of suspected child abuse or
neglect is reported to child protective services, the school shall document the
following: Suspected child abuse or neglect shall be immediately documented
to include the following: ]
1. The date and time the suspected abuse or neglect occurred;
2. A description of the suspected abuse or neglect;
3. Action taken as a result of the suspected abuse or neglect;
4. The name of the person who made the report to child protective services; and
5. The name of the person to whom the report was made at the local child protective services unit.
D. Suspected child abuse shall be handled
and reported as a serious incident. ]
8VAC20-671-700. Serious incident reports.
A. Any serious incident, accident, or injury to a student
or medication error ] that occurs at the school or
a school-sponsored activity shall be reported [ to the parent ]
immediately, [ but ] no later than the end of the
school day [ , to the parent, student's public school, placing
agency, and licensing agency. A publically placed student's home
school division and the placing agency shall be notified as soon as possible,
but not later than 24 hours of the occurrence. ]
B. The school shall document the following:
1. The date and time the incident occurred;
2. A brief description of the incident;
3. The action taken as a result of the incident;
4. The name of the person who completed the incident report; and
5. The date and name of the person who made the report to the proper authorities.
C. The [
Department ] shall review [ all ] reports
of serious incidents and investigate as appropriate [ using the
complaint resolution procedures of this chapter ].
8VAC20-671-710. Medication and health.
A. Each student shall have on file evidence of a comprehensive physical examination prescribed by the State Health Commissioner from a qualified licensed (i) physician, (ii) nurse practitioner, or (iii) physician assistant acting under the supervision of a licensed physician. The examination must contain, at a minimum, information required on the Commonwealth of Virginia School Entrance Health Form.
B. Each student shall have an up-to-date certificate of immunization
documenting the immunizations required by the Code of Virginia and
State Board of Health's Regulations for the Immunization of School Children
C. Any student or staff with a [
disease or ]
medical condition that is contagious or infectious shall [ be
excluded take leave ] from school while in that
condition unless attendance is approved by a qualified healthcare provider.
Conditions meeting this requirement must be provided in the parent/student
handbook or other print materials.
D. A first aid kit shall be maintained and readily accessible for minor injuries and medical emergencies in each building used for instruction or other school activity.
E. All medications shall be accepted only in the original
container with written permission signed and dated by the parent to administer
his the ] child. The use of all
prescriptive medication must be authorized in writing by a licensed prescriber.
F. All medication and medical paraphernalia shall be
securely locked and properly labeled properly labeled
and securely locked or stored in accordance with the Virginia School Health
G. A program of medication administration shall
be initiated for a student only when prescribed in writing by a person
authorized by law to prescribe medication and written consent from the parent
is obtained to administer. ]
H G ]. An individual
medication administration record shall be maintained for each medication a
student receives and shall include student name, date the medication is to
begin, drug name, schedule for administration, strength, route, identification
of the individual who administered the medication, and dates the medication was
discontinued or changed.
I H ]. The provider
shall develop and implement written policies and procedures regarding:
1. Managing medication errors to include the following: administering first aid; contacting the poison control center; notifying the prescribing physician; taking action as directed; documenting the incident; reviewing medication errors and staff responses; and reporting errors to the parent and placing agency.
2. Handling adverse drug reactions;
3. Revising procedures as events may warrant;
4. Disposing of medication and medical supplies such as needles, syringes, lancets, etc.;
5. Storing of controlled substances;
6. Distributing medication off campus; and
Medication refusal to include who is
responsible for documentation, where it will be documented and action taken by
staff Documenting medication refusal ].
J I ]. The telephone
number of a regional poison control center and other emergency numbers shall be
posted on or near the phone.
K J ]. Medication
1. All staff responsible for medication administration shall
have successfully completed [
a ] medication
training [ including refresher training, in a ] program
approved by the Board of Nursing or be licensed by the Commonwealth of Virginia
to administer medication before they can administer medication.
2. Training shall be provided to [
staff in medication procedures and effects and infection control measures,
including the use of standard precautions.
There shall be a ratio of one staff
member to 10 students Staff ] certified in first aid and
CPR [ and shall be ] available at all times
on the school grounds and during any school-sponsored activity.
4. Documentation of medication training must be maintained in personnel files.
5. Staff authorized to administer medication shall be informed of any known side effects of the medication and the symptoms of the effects.
L K ]. Monitoring
the supply of medications.
1. Upon receiving any medication, staff members handling medication shall count individual tablets and measure the level of liquid medicine in the presence of the parent(s) or another staff member and record the count on the medication log.
2. The medication log shall include the signature or initials of the staff member who counted the medication and the parent or staff who witnessed the occurrence. When initials are used, the medication administration record must contain the full name of the staff with corresponding initials for identification purposes.
3. Students shall be prohibited from transporting medication [ unless directed otherwise by the student's health care plan ].
8VAC20-671-720. School nutrition.
A. Schools with [
internal ] food
service shall [ serve to each student on a daily basis a daily
ensure a ] diet that (i) consists of nutritionally balanced meals, (ii)
includes an adequate variety and quantity of food for the age of students, and
(iii) meets [ the ] minimum requirements
[ and of ] the U.S. Dietary Guidelines.
B. Schools with internal food service shall ensure
that all 1. All ] food safety and sanitation procedures
[ are shall be ] followed in accordance with
state and federal regulations.
C 2 ]. Records of menus for
all meals served shall be kept on file for six months.
D. Special diets shall be provided 3.
Provisions shall be made for special diets ] when prescribed by a
physician or requested by the student or parent because of the student's
E B ]. In schools where
students are required to bring their own lunch, provisions shall be made to
ensure a meal for all students.
Each school shall have on file evidence
that any vehicles used for the purpose of transporting students to and from
school and school-related activities meet federal and state regulations,
including: Transportation provided for or used by students shall
comply with local, state, and federal laws relating to: ]
1. Vehicle safety and maintenance;
2. Licensure of vehicles;
3. Licensure of drivers;
Vehicle liability insurance
Child passenger safety, including requiring children to wear appropriate seat
belts or restraints for the vehicle in which they are being transported ];
Child passenger safety, including
requiring students to wear seat belts or restraints Vehicle
liability insurance ]; and
6. Safety measures that take into consideration the age and disabling conditions of students.
B. All vehicles used to transport students to school activities shall be equipped with first aid kits, a fire extinguisher, and two-way communication devices.
C. Individual student emergency information including currently prescribed and over-the-counter medications, significant medical problems, and any allergies shall accompany students when they are being transported.
8VAC20-671-740. Treatment services. Licensed providers of treatment services shall
coordinate those services to allow students to receive the required hours of
instruction to the extent possible. When treatment services are not prescribed by
a licensed mental health professional, the student shall receive the required
number of hours of instruction.
8VAC20-671-750 8VAC20-671-740 ].
A. Each school shall have policies and procedures that address conditions for which a student may be discharged from the school.
B. The school's criteria for discharge shall be made available to prospective students, parents, and placing agencies before their enrollment.
C. The student's education record shall be documented with the date of discharge and reason for discharge.
D. Students shall be discharged only to the parent or legally authorized representative.
8VAC20-671-760 8VAC20-671-750 ].
Maintenance of student records.
A. The school shall have written policy and procedures for
the management of all records, print and nonprint, regarding confidentiality,
accessibility, security, [
and ] retention
[ , and disposition ].
B. Student education records shall be maintained in
fireproof fire resistant ] cabinets
[ and protected from unauthorized disclosure ].
C. Each student's education record shall contain information pertinent to the educational growth and development to include a completed enrollment sheet; a current IEP, 504 Plan, or IIP; student transcript; course of studies; and progress reports. Other information should include disciplinary records, health records, and achievement and test data.
A school shall obtain written
Written ] consent from the child's parent [ shall be
obtained ] before disclosure of information from a student's
education record to unauthorized parties. Authorized parties shall be limited
to school employees, including contracted employees, and representatives of
[ placing school divisions, accrediting agencies, and ] state
licensing agencies who need access to the student's records to carry out their
A school may disclose information
Information may be disclosed ] in an emergency to any person who
needs that particular information for the purpose of preventing injury to a
student or staff. The school shall not disclose any information that is not
needed for this specific purpose. [ The school may disclose any
records if they are properly subpoenaed, if a court orders them to be produced,
to the school's own legal counsel, or to anyone working on behalf of their
legal counsel in providing representation to the school. ]
F. The school shall permit a parent [
parents ] to inspect and review any education records relating
to [ their the ] child that are
collected, maintained, or used by the school. The school shall comply with a
request without unnecessary delay and before any meeting regarding an IEP or
504 Plan [ or in no case more than 14 calendar days after the
request has been made ]. The right to inspect and review
education records under this section includes:
1. The right to a response from the school to reasonable requests for explanations and interpretations of the records;
2. The right to request that the school provide copies of the records containing the information if failure to provide those copies would effectively prevent the parent from exercising the right to inspect and review the records;
3. The right to have a representative of the parent inspect and review the records; and
4. A school may presume that a parent has authority to inspect and review records relating to his child unless the school has been advised that the parent does not have the authority under applicable Virginia law governing such matters as guardianship, separation, and divorce.
G. Each school shall keep a record of parties, except parents and authorized employees of the school, obtaining access to education records collected or maintained, including the name of the party, the date of access, and the purpose of the access.
H. If any education record includes information on more
than one child, the [
parent(s) of those children have
parent has ] the right to inspect and review only the information
relating to [ their his ] child or to be
informed of the specific information requested.
I. Schools may charge a fee for copies of records that are
made for a [
parent(s) parent ] under
this chapter if the fee does not effectively prevent the [ parent(s)
parent ] from exercising [ their his ]
right to inspect and review those records. A school may not charge a fee to
search for or to retrieve information under this section.
J. A [
parent(s) parent ]
who believes that information in the education records collected,
maintained, or used under this chapter is inaccurate or misleading or violates
the privacy or other rights of the child may request the school that maintains
the information to amend the information.
1. The school shall decide whether to amend the information
in accordance with the request within a reasonable period of time [
receipt of the request ].
2. If the school decides to refuse to amend the information in accordance with the request, it shall inform the parent(s) of the refusal and inform the parent of the right to place in the child's education records a statement commenting on the information or setting forth any reasons for disagreeing with the decision of the school.
3. Any explanation placed in the records of the child under this section must:
a. Be maintained by the school as part of the records of the child as long as the record or contested portion is maintained by the school; and
b. If the records of the child or the contested portion is disclosed by the school to any party, the explanation must also be disclosed to the party.
K. Records retention. ]
1. Each school shall maintain all education
records, including discipline and medical records for as long as the student
continues enrollment at the school. 2. When a student transfers to another school, the
student's complete education record shall be transferred within five business
days from the date of request and notification of the transfer to the parent,
guardian, and placing agency. 3. When a student graduates or leaves school, the school
shall offer all records to the eligible student or parent(s). The records of a
publicly placed student who graduates or leaves school shall be transferred to
the child's public school. ]
[ K. Transfer of records. ]
[ When a privately placed student graduates or leaves school, the student's education record shall be offered to the eligible student or parent. The records of a publically placed student who graduates or leaves school shall be transferred to the child's home school. ]
[ L. Permanent record of attendance. ]
4. ] Each school shall maintain a
permanent record of attendance to include the following:
a 1 ]. Name and address of
b 2 ]. Name, address, and birth
date of student;
[ 3. Name and address of the home school division for publically placed students; ]
c 4 ]. Name and address of
[ the ] parent [ or parents ];
d 5 ]. Student ID
[ number ];
e 6 ]. Dates of
attendance; [ and ]
f. Verification of immunizations
7. Academic transcript ].
g. Scholastic work completed; and h. Academic transcript. ]
8VAC20-671-770 8VAC20-671-760 ].
Participation of students in human research.
A. No human research involving students shall be conducted
or authorized by any school unless in compliance with [
of Education's regulation, 8VAC20-565, or other applicable law, including
§32.1-162.16 thru 32.1-162.20 of the Code of Virginia and ] 45 CFR
B. No such research shall be conducted or authorized unless
the student and the student's legally authorized representative give their
informed consent. Such informed consent shall be by a signed and witnessed
informed consent form. Such form shall comply with [
§ 32.1-162.18 ] of the Code of Virginia.
C. Any such research shall be approved and conducted under the review of a human research committee, which shall be established by the school conducting or authorizing the research. Any such committee shall comply with the provisions of § 32.1-162.19 of the Code of Virginia. The committee shall submit to the Governor, the General Assembly, and the Superintendent of Public Instruction or designee at least annually a report on the student projects reviewed and approved by the committee, which shall state significant deviations from the proposals as approved.
D. There shall be excluded from the operation of this chapter those categories of research in § 32.1-162.17 of the Code of Virginia that exempt research or student learning outcomes as conducted in educational settings involving regular or special education instructional strategies; the effectiveness of or the comparison among instructional techniques, curricula, or classroom management methods; or the use of educational tests, whether cognitive, diagnostic, aptitude, or achievement, if the data from such tests are recorded in a manner so that subjects cannot be identified, directly or through identifiers linked to the subjects.
8VAC20-671-780 8VAC20-671-770 ].
Procedures for [ permanent ] school closing.
A. A school that ceases operation shall provide written notice as early as possible to all enrolled students, the parent(s), the student's public school, and licensing agencies.
B. All advertisements of the school's operation shall cease
immediately, and the current license to operate shall be returned promptly to
licensing agency Department ].
C. If privately placed students are unable to complete the academic year due to the school's closing, the school's guaranty instrument shall be used for tuition reimbursement to the fullest extent allowable.
D. All education records of privately placed students shall
be provided to the parent or student who has reached 18 years of age and
acknowledgement of such to the [
E. All education records of publicly placed students shall
be returned to the school division of the parent's residence and
acknowledgement of such to the parent or student who has reached 18 years of
age, and the [
licensing agency Department ].