COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P. O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO. NO. 11
January 17, 1996

INFORMATIONAL

TO: Division Superintendents
FROM: William C. Bosher, Jr.
Superintendent of Public Instruction
SUBJECT: School Calendars

 
  This memorandum reaffirms the information conveyed via
  Informational Supts. Memo. No. 13 (January 28, 1994) relating
  to school make-up procedures for lost instructional days due
  to inclement weather or other emergencies.  A copy of the
  memorandum and supplemental information is attached.
  
  There seems to be some confusion concerning when to begin
  computing the amount of time or days to be made up.  If you
  have surplus hours above the minimum 990 instructional hours
  or days in excess of 180, you would begin counting make up
  time when those surplus hours/excess days have been exhausted.
  
  If you have questions or need assistance with this matter,
  please call Charles Finley, Policy Associate, Division of
  Policy and Public Affairs, at (804) 225-2747 or via VaPEN at
  cfinley@pen.k12.va.us.
  
  
  WCBJr/cwf

    Attachment         COMMONWEALTH OF VIRGINIA
                        DEPARTMENT OF EDUCATION
                              P.O. BOX 2120
                      RICHMOND, VIRGINIA  23216-2120
  
  
                                             SUPTS. MEMO. NO. 13
                                             January 28, 1994
  
  
  INFORMATIONAL
  
  TO:       Division Superintendents
  
  FROM:     William C. Bosher, Jr.
            Superintendent of Public Instruction
  
  SUBJECT:  School Calendars
  
       We have begun to receive calls about school make-up
  procedures due to the recent bad weather.  The latest Supts.
  Memo. on this matter is Informational Supts. Memo. No. 139
  (July 2, 1993).  I have attached a communique which might also
  be helpful as you work with your board to adjust the school
  calendar.
  
       Please notice that there is a waiver form attached to
  Supts. Memo. No. 139 which should be used if you find it
  necessary to schedule less than the state minimum prescribed
  instructional time.  I have also attached a copy of the form
  to this memo.
  
       Please call Dr. Thomas Elliott (804-371-2522) if you have
  questions about this matter.
  
       Thank you.
  
  WCBJr/EWM/cp
  
  Attachment
  
  
    DOE Communique on Instructional time: Make-Up Procedure
  
                         January 21, 1994
  
     Each year, school divisions throughout the state adopt
  school calendars.  The calendars typically reflect opening
  and closing dates, teacher staff development days, holidays,
  bad weather or emergency make-up days, and daily beginning
  and ending of school times.  Local boards of education are
  free to establish calendars as they see fit with the
  exception of the following sate requirements:
  
     1.   The official opening of school must occur after
          Labor Day
          CODE 22.1-79.1)
  
     2.   The calendar must include, as a minimum, 180 days
          or 990 hours
          CODE 22.1-98, Standards of Accreditation 4.10)
  
     3.   The standard school day for students in grades 1-12 shall
          average at least 5-1/2 hours,excluding
          intermissions for meals, and a minimum of 3 hours
          for kindergarten (Standards of Accreditation 4.10)
  
     4.   Graduation credit classes shall be based on a
          minimum of 150 clock hours of
          instruction(Standards of Accreditation 4.5).  This
          is usually translated into 180 class periods of at
          least 50 minutes length.

     5.   One day a week may be shortened to no less than
          four hours if the total number of days average at
          least 5-1/2 hours in length (Board Regulation VR
          270-01-0050). Shortened days are used by some
          divisions for teacher staff development and/or
          parent-teacher conferences.
  
     If local boards of education choose to exceed state
  minimum time standards, they also may determine whether or
  not to make up those hours or days when bad weather or other
  emergencies force cancellations.
  
     If a local board (1) has only scheduled the minimum 180
  days or 990 hours, or (2) has already exhausted all
  scheduled days and hours in excess of 180/990, the following
  prescribed make-up procedure must be followed when days are
  missed due to bad weather or other emergencies:
          Days 1-5  . . . . . . . . . . Must be made up
          Days 6-10 . . . . . . . . . . Not required to be
                                        made up if approved
                                        by local board of
                                        education (waiver
                                        request submitted to
                                        Superintendent of
                                        Public Instruction)
          Days 11-15      . . . . . . . Must be made up
          Days in excess of 15. . . . . Same procedure as
                                        days 6-10
  
     The issue of making up days lost due to bad weather, or
  other emergencies, is a local matter which comes under state
  jurisdiction only when state minimum time standards are
  violated.  When requesting a waiver of state minimum
  requirements, assurance must be provided that all reasonable
  efforts to comply have been exhausted.
    



                       COMMONWEALTH OF VIRGINIA
                        DEPARTMENT OF EDUCATION
                                
  APPLICATION FOR WAIVER OF THE 180-DAY OR 990 HOUR
  REQUIREMENTS
  (For closings of more than 5 days only)
  
  Division  ____________________________     Date_______________
  
  Number of instuctional days and hours in original calendar  ____________
  
  Number of instructional days and hours lost due to weather,
  energy crises, etc.?     _________________
  
  Please provide information requested below:
  
  TIME              TIME         LESS TIME    INSTRUCTIONAL
              INSTRUCTION      INSTRUCTION     FOR LUNCH      TIME PER
                BEGINS            ENDS          PERIOD          DAY
  
  SCHOOL$
  ELEMENTARY   ___________    ___________    __________    _____________
  
  MIDDLE       ___________    ___________    __________    _____________
  
  HIGH         ___________    ___________    __________    _____________
  
  
  Briefly outline your plan for making up lost instructional
  days, including those already made up:  (Please attach a
  copy of approved annual calendar)
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  If this waiver is approved, how many days and hours of
  instruction will remain in your instructional program?   
  _________________
  
  Date of local board approval to seek a waiver   
  _________________________
  
  Assurance is hereby given that all reasonable efforts to
  comply with the 180/990 requirement have been exhausted.
  
  
  Division Superintendent's Signature
  ________________________________________
  
  THIS FORM SHOULD BE ATTACHED TO THE LETTER TO THE
  SUPERINTENDENT OF PUBLIC INSTRUCTION REQUESTING THE WAIVER