SUPTS. MEMO. NO. 11
January 17, 1996
|FROM:||William C. Bosher, Jr.
Superintendent of Public Instruction
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 firstname.lastname@example.org. 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