COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P. O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO. NO. 96
June 6, 1997

INFORMATIONAL

TO: Division Superintendents
FROM: Richard T. La Pointe
Superintendent of Public Instruction
SUBJECT: School Calendars

 
  This memorandum provides information on the procedures and
  requirements relating to school make-up procedures for lost
  instructional days due to inclement weather or other emergencies. 
  Section 22.1-98 of the Code of Virginia stipulates that when a school
  or school division is closed for more than 10 days but fewer than 15
  days, five days plus each day in excess of ten days be made up.  All
  days must be made up when the schools are closed for fewer than 10
  days.

  The Code further stipulates that if the school or school division is
  closed for more than fifteen days, at least 10 days must be made up. 
  If you have surplus hours above the minimum 990 instructional hours
  or days in excess of 180, you may use the excess hours or days to
  make up the time missed.

  Should you find that you are unable to meet the 180 day/990
  instructional hour requirements or the requirements for making up the
  time missed, a form to apply for a waiver is attached.

  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.


  RTL/cwf

  Attachment:  A hard copy of this memo and its attachment will be
               sent to the superintendent's office



        DOE Communique on Instructional time: Make-Up Procedure

                    Updated:  May 30, 1997

     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 school boards are free to establish calendars as they
  see fit with the exception of the following state requirements:

     1.   The official opening of school must occur after Labor Day
          unless a waiver is granted by the Board of
          Education.(22.1-79.1, Code of Virginia)

     2.   The calendar must include, as a minimum, 180 days or 990
          hours
          (22.1-98, Code of Virginia, 8 VAC 20-130-140, Standards
          of Accreditation and 8 VAC 20-240-30, Regulations
          Governing Local School Boards)

     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 (8 VAC
          20-130-140, Standards of Accreditation)

     4.   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 (8 VAC 20-490-30). 
          Shortened days are used by some divisions for
          teacher staff development and/or parent-teacher
          conferences.

     If local school boards 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 10 or more 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 school boards
                           (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 REQUIREMENT
                (For closings of more than 10 days only)

Division  _________________________________  Date_______________

Number of instructional 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
SCHOOL         BEGINS         ENDS           PERIOD         DAY

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 as
originally approved by the local school board.)










If this waiver is approved, how many days and hours of instruction will
remain in your instructional program?    _________________

Date of local school 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