Prince William County Public Schools (PWCS) maintains this webpage to comply with certain requirements for school divisions regarding annual notifications, public hearings, and postings set forth by federal and/or state code or regulation or Virginia School Boards Association (VSBA) policy.

Note: All policies are available on the PWCS BoardDocs website.

Required Notifications

Parents or guardians may request a printed copy of any required notification by contacting the School Division's Central Office at 703-791-7200.

Asbestos

Each school division must notify parents, employees, and other building occupants about asbestos inspections, response actions, and post-response action activities, including periodic reinspection and surveillance activities that are planned or in progress.

Availability of School Division Policies and Regulations

Each division must make an announcement advising the public that current copies of all division policies and regulations are available on the division's website. The announcement also should state that printed copies of school division policies and regulations are available to citizens who do not have online access.

Employees and members of the public may access all division policies and regulations approved by the school board on the division’s BoardDocs website. Citizens who do not have online access may contact the school division to request a printed copy of any approved policy or regulation.

Policy Reference: Policy 250, "Policy Implementation"

Budget

Upon approval of the school division's budget by the appropriating body every year, the school board must publish the approved annual budget on the division's website.

General information about the Division's annual budget planning process and community engagement opportunities can be found on our Budget webpage. The School Division's 2021-22 Adopted Budget, along with a complete archive of budget documents, reports and presentations dating back to the 2017-18 school year, can be accessed from our Budget Updates webpage.

Child Nutrition Programs

Each division that participates in the Free and Reduced Price Meals program must notify parents and the public about the programs. Notice must include the following statement: In the operation of child feeding programs, no child will be discriminated against because of race, sex, color, national origin, age or disability. Also, schools must post a report of the most recent food safety inspection in a publicly visible location.

Families may apply online for free and reduced meal benefits through the PWCS Nutrition website.

Each PWCS cafeteria receives at least two inspections per year. The most recent inspection is posted in each cafeteria in public view.

Policy Reference: Policy 461.01, "Free and Reduced-Price Meals"

Code of Student Conduct, Compulsory Attendance Law, Parental Responsibility and Involvement

Each school division must provide the following to the parents of each enrolled student: a notice of the requirements regarding parental responsibility and involvement; a copy of the school division's standards of student conduct; and a copy of the compulsory school attendance law and the enforcement procedures and policies adopted by the school board.

At the beginning of each school year, PWCS shares information about Parental Responsibility and Involvement Requirements with parents/guardians through the online student registration/verification form. In return, parents must indicate receipt of these materials. By acknowledging receipt, parents expressly reserve their rights protected by the constitutions or laws of the United States or the Commonwealth and have the right to express disagreement with a school's or school division's policies or decisions. View the Student Code of Behavior.

Policy Reference: Policy 701, "Code of Behavior"; Policy 720, "Attendance"; Policy 724, "Student Absences, Excuses, and Tardies"; Policy 725, "Students Eighteen Years of Age and Older"; Policy 728, "Exclusions and Exemptions from Compulsory School Attendance"; Policy 730, "Student Conduct and Responsibilities"

Cost per Pupil

The superintendent must prepare and distribute notification of the estimated average per pupil cost for public education in the division for the upcoming school year. The notice also must include actual per pupil state and local education expenditures for the previous school year.

View Per Pupil Expenditures for PWCS.

Policy Reference: Policy 311, "Preparation of Annual Budget"

Counseling

Parents must be notified regarding the academic and career guidance and personal/social counseling programs that are available to their children, including the purpose and general description of the programs, information regarding ways parents may review materials to be used in guidance and counseling programs at their child's school, and information about the procedures by which parents may limit their child's participation in such programs.

The School Division's Counseling webpage provides details about our counseling program by level: Elementary and Secondary. Families who object to the participation of their child in the personal/social counseling program must notify the school principal in writing if the child is not to participate in any counseling program.

Policy Reference: Policy 651, "School Counseling Services, Elementary, Middle, and High School"; Regulation 651-1, "School Counseling Services, Elementary, Middle, and High School"; Regulation 651-2, "Confidentiality of Student-Disclosed Information"

Credits Required for Graduation

Each division must notify the parents of rising juniors and seniors of requirements for graduation pursuant to the standards for accreditation. The division also must notify parents of students who fail to graduate or to achieve graduation requirements as provided in the standards of accreditation and who have not reached 20 years of age on or before August 1 of the school year of the right to a free public education. If the student is an English Learner, the division will notify the parent of the student's opportunity for a free public education in accordance with state code.

The counseling office at each PWCS high school addresses the requirements above on an individual student basis.

Further, the division must notify parents of students with disabilities who have an IEP and who fail to meet the graduation requirements of the student's right to a free and appropriate education to age 21.

PWCS includes such notification in each IEP as part of the required transition plan for each student aged 13 and up, in addition to annual notification of parental rights that addresses age of eligibility.

Policy Reference: Policy 662, "Graduation Requirements"

Career and Technical Education (CTE) Nondiscrimination Statement

Prince William County Public Schools (PWCS) does not discriminate in employment or in its educational programs, services, and activities on the basis of race, color, religion, national origin, sex, gender identity, sexual orientation, pregnancy, childbirth or related medical conditions, age, marital status, veteran status, disability, genetic information, or any other basis prohibited by law.

Read full CTE Nondiscrimination Statement.

Dual Enrollment, Advanced Placement Classes, and Special Programs

Students and their parents must be notified of the availability of dual enrollment; advanced placement classes; career and technical education programs, including internships, externships, apprenticeships, credentialing programs, certification programs, licensure programs, and other work-based learning experiences; the International Baccalaureate program; and Academic Year Governor's School Programs.

The Division publishes this information within the High School Course Catalog.

Students and parents also must be notified of the division’s agreement with a community college in the Commonwealth to enable students to complete an associate's degree or a one-year Uniform Certificate of General Studies concurrent with a high school diploma.

Beginning in the middle school years, students are counseled on opportunities for beginning postsecondary education and opportunities for obtaining industry certifications, occupational competency credentials, or professional licenses in a career and technical education field prior to high school graduation. Such opportunities will include access to at least three Advanced Placement courses or three college-level courses for degree credit. Students taking advantage of such opportunities are not denied participation in school activities for which they are otherwise eligible. Wherever possible, students are encouraged and afforded opportunities to take college courses simultaneously for high school graduation and college degree credit (dual enrollment).

Eating Disorders Awareness Information

Every school board must provide information to parents of students in grades 5-12 regarding eating disorders. The information must be consistent with guidelines developed by the Virginia Department of Education.

View information on eating disorders on the Student Health Services webpage, including an information sheet for parents on eating disorders (PDF).

Emergency Procedures

Each school's written procedures to follow in emergencies must be outlined in the student handbook and discussed with staff and students in the first week of each school year.

Individual schools within PWCS distribute student handbooks, and emergency procedures are discussed with students and parents during student orientation and Back-to-School events.

Policy Reference: Policy 758, "Emergency Information and Emergency Protocols"

English Learners

School divisions receiving federal funds to provide a language instruction educational program must inform the parents of English Learners of the reasons for the identification of their child as an English Learner in need of placement in a language instruction program, as well as the details of the division's language instruction program and information pertaining to parental rights.

PWCS sends home a letter to all parents of ESOL (English for Speakers of Other Languages) students including the details required by federal law, either in the first 30 days of school or within two weeks of entry into the program during the school year. For more information about our support programs for English Learners, please visit the English Learner Programs and Services webpage.

Policy Reference: Regulation 600-4, "English Learner Program for K-12 Schools"

FERPA (Family Educational Rights and Privacy Act)

Divisions must provide parents/guardians and adult students notice of their rights to inspect and review education records, amend education records, consent to disclosure of personally identifiable information in education records, and file a complaint with the U.S. Department of Education.

Policy 790, "Student Educational Records" details the rights of parents and eligible students under FERPA and defines the categories of information the school division designates as directory information. Additional resources include the U.S. Department of Education's Model Notification of Rights for Elementary and Secondary Schools and Model Notice for Directory Information.

Policy Reference: Policy 790, "Student Educational Records"; Regulation 790-3, "Release of Directory Information"

Gifted Education Plan

Each school division is required to make its comprehensive plan for the education of gifted students available through the division's website.

View Prince William County Public Schools' Local Plan for the Education of the Gifted, 2017-22.

Policy Reference: Policy 690, "Education of Exceptional Children"

Graduation Requirements

Every school must provide to students in all grade levels a notice of all requirements for Board of Education-approved diplomas. The Virginia Department of Education (VDOE) publishes graduation requirements (including minimum credit and course requirements) on their Graduation Requirements webpage.

PWCS publishes graduation requirements within the High School Course Catalog

Policy Reference: Policy 662, "Graduation Requirements"

High School Credit-Bearing Courses Taken in Middle School

For any high school credit-bearing course taken in middle school, parents may request that grades be omitted from the student's transcript and the student not earn high school credit for the course in accordance with policies adopted by the local school board.

The counseling office at each PWCS middle school addresses this requirement on an individual student basis.

Policy Reference: Policy 661, "Student Evaluation and Reporting"; Regulation 661-2, "Assessment and Grading Practices - Middle"

Homeless Students

Each division must provide public notice of the educational rights of homeless students enrolled in the division. The notice, which must be in a manner and form understandable to homeless students and their parents/guardians, shall be disseminated in places where homeless students receive services.

View the Student Services Homelessness webpage.

Policy Reference: Policy 718, "Students Experiencing Homelessness"

Internet Privacy

Every school division that has an internet website must make its internet privacy statement conspicuously available on its website.

The Division's Internet Policy can be accessed from the menu at the bottom of every page of the PWCS website.

Learning Objectives

Every school must provide to parents the learning objectives to be achieved at their child's grade level.

In high school, this requirement is met by providing students with a syllabus for each of their courses. Parents also may find it helpful to view course descriptions detailed within our middle and high school program guides. PWCS curricula for all core instructional areas (grades PK-12) may be accessed through each content area webpage.

National Assessment of Educational Progress (NAEP)

Prior to the administration of any NAEP assessment, PWCS will inform parents of children selected to participate in the assessment that their child may be excused from participation for any reason, is not required to finish any authorized assessment, and is not required to answer any test question. Further, the division will make reasonable effort to inform parents and the public of their right of access to assessment data, questions, and complete and current assessment instruments of any NAEP assessment, excluding personally identifiable information and questions that may be reused in the future.

Nondiscrimination

Divisions must notify students, parents, and others that they do not discriminate on the basis of race, color, national origin, sex, disability, and age. The Division's Nondiscrimination Statement, which includes contact information for our Compliance Officers, can be accessed from the menu at the bottom of every page of the division website.

Policy Reference: Policy 060, "Nondiscrimination and Commitment to Equity"; Policy 738, "Non-discrimination and Harassment of Students"

Parent and Family Engagement Policy

Divisions and schools that receive Title I funds must distribute their parental involvement policy to parents of students in Title I programs. For more information, visit the Title I Family Engagement webpage.

Policy Reference: Policy 951, "Parental/Family Involvement in the Schools"

Possible Exposure to Viral Infections

The superintendent or his/her designee will notify parents of PWCS students and students age 14 and older at the start of each school year.

Postsecondary Education and Employment Data

The school division's Career & Technical Education (CTE) program must include notice on its website to enrolled high school students and their parents of (1) the availability of postsecondary education and employment data published by the State Council of Higher Education, and (2) the opportunity for such students to obtain a nationally recognized career readiness certificate at a local public high school, comprehensive community college, or workforce center. The VDOE's Career & Technical Education (CTE) website provides additional CTE resources.

PPRA (Protection of Pupil Rights Amendment)

The PPRA requires school divisions to provide notice of their policy controlling the administration of surveys on certain sensitive topics, including political or religious beliefs and behavior involving sex or illegal conduct. Divisions also must notify parents of the dates during which certain activities may occur, including activities involving the collection, disclosure or use of students' personal information; the administration of any survey concerning sensitive information; or any non-emergency, invasive physical examination, or screening.

Policy Reference: Regulation 612-1, "Program Evaluation and Research Activities: Research/Surveys/Evaluations"; Policy 795, "Student Privacy and Parental Access to Information"; Regulation 795-1, "Student Privacy and Parental Access to Information"

Promotion, Retention and Remediation Policies

Every school must provide to parents a copy of the division's promotion, retention and remediation policies.

Policy Reference: Policy 665, "Promotion and Retention of Students"; Policy 649, "Standards of Learning Remediation Recovery and Remediation Program(s)"; Policy 689, "Summer School"

Prosecution of Juveniles as Adults

School boards must provide information developed by the office of the Virginia Attorney General to students regarding laws governing the prosecution of juvelines as adults for the commission of certain crimes. Refer to the Laws Regarding the Prosecution of Juveniles as Adults, as developed by the Office of the Attorney General.

Pupil/Teacher Ratios

School boards must report to the public the actual pupil/teacher ratios, by school, in elementary, middle and high school classrooms across the division. PWCS annually reports class size data each fall. View the 2020-21 Standards of Quality Pupil/Teacher Ratios.

Release of Student Records to Armed Forces Recruiters and Educational Institutions

Divisions must notify parents that they will release the names, addresses, and telephone numbers of secondary students to all recruiters or institutions of higher education that request them unless parents (or eligible students) specifically request that this information not be released.

Regarding the release of student records to military recruiters, PWCS notifies parents of secondary students of the requirement and provides an "opt out" option through the annual Student Registration Verification process.

Policy Reference: Policy 790, "Student Educational Records"; Regulation 790-3, "Release of Directory Information"

Report Cards/Quality Profiles

Divisions that receive Title I funds must prepare and disseminate specified information to parents. While federal law refers to this information as a “report card,” the Virginia Board of Education uses the term “School Quality Profile.” The Virginia Department of Education now posts the information required by federal law in online School Quality Profiles, which provide information about student achievement, college and career readiness, program completion, school safety, teacher quality, and other topics of interest to parents and the general public. View the PWCS School Data Profiles, as well as view the Division level Prince William County Public Schools Quality Profile or select an individual school.

School Bus Rider Safety Rules

A copy of bus rider safety rules shall be sent to parents at the beginning of the school year. The information shall include a request that parents or their designee accompany their young children to and from the bus stop.  School bus rules are included in the Code of Behavior.

Scoliosis

Each year, the state requires that school divisions notify all parents of students in grades 5-10 about a physical condition known as scoliosis. This condition affects about two or three percent of all adolescents and causes a curvature in the spine.  View the Vision and Screening, Scoliosis Fact Sheet (PDF).

Services for Students Identified as Deaf or Hard of Hearing or Visually Impaired

Each school board shall post information distributed by the Department of Education (VDOE) describing educational and other services available through the Virginia School for the Deaf and the Blind, the Virginia Department for the Deaf and Hard-of-Hearing, and the Virginia Department for the Blind and Vision Impaired to the parents of those students who are identified as deaf or hard of hearing or visually impaired.

Refer to Resources for Serving Students with Sensory Disabilities (Word). For additional information and resources, please visit the VDOE’s Sensory Disabilities webpage.

Sex Offender Registry

Every school board must notify parents of the board's policy regarding sex offenders. The Sex Offender and Crimes Against Minors Registry can be accessed online through the Virginia State Police website.

Policy Reference: Regulation 501-2, "Pre-Employment Reference Check/Background Investigations on Prospective Employees"Policy 926, "School Visitors"; Regulation 926-1, "Visitor Identification"

Special Education

Each division must conduct a public awareness campaign (also known as a child find program) to inform the community about special education programs and services.

The Prince William County School Board maintains an active and continuing child find program designed to identify, locate and evaluate those children residing in the division (birth to age 21, inclusive) who are in need of special education and related services.

Policy Reference: Policy 690, "Education of Exceptional Children"; Regulation 690-1, "Special Education"; Regulation 690-3, "Section 504 Identification, Evaluation, Placement, and Hearing Procedures""

Standards of Learning (SOLs)

Every school must provide to parents the Standards of Learning applicable to their child's grade or course requirements and the approximate date and potential impact of the child's next SOL testing.

View the Testing webpage for information on SOLs and other assessments in PWCS. (Please note that test administration varies by school. Parents can check with their child's school for specific testing dates and times.) State expectations for student learning and achievement can be accessed through the Virginia Department of Education's Standards of Learning (SOL) & Testing webpage.

Policy Reference: Policy 662, "Graduation Requirements"

Student Achievement

Schools that receive Title I funds must provide parents individual reports regarding their student's level of achievement and academic growth on the state's academic assessments, if applicable and available, as soon as practicable after the assessment is given.

PWCS handles such notifications on an individual student basis.

Teacher Qualifications

Divisions that receive Title I funds must notify the parents of each student attending any school receiving Title I funds that the parents may request, and the division will provide, information regarding the professional qualifications of their child's classroom teachers. Further, school divisions are required to send notifications to parents in Title I schools if their children are taught four or more weeks by a teacher who is not properly licensed in Virginia to teach the class to which the students are assigned.

PWCS handles all such notifications on an individual student basis. Information regarding the professional qualifications of the division's teachers may be obtained through the PWCS Department of Human Resources.

Testing Transparency and Parent Opt Out

Divisions that receive Title I funds shall notify the parents of each student attending any school receiving Title I funds that parents may request, and the division will provide, policy information regarding student participation in any assessments mandated by the state or division, including information about the parental right to opt a child out of an assessment, where applicable. Additionally, divisions that receive Title I funds will widely publicize information on each assessment required by the state or division.

PWCS handles all such notifications on an individual student basis. PWCS provides general information about assessments on our Testing webpage. State expectations for student learning and achievement can be accessed through the Virginia Department of Education's Standards of Learning (SOL) & Testing webpage.

Voluntary Retirement Savings Programs (403(b) Plans)

Divisions that have 403(b) retirement plans must notify employees about the plan.

To learn more about retirement benefits for Prince William County employees, please contact Benefits at 703-791-8050, benefits@pwcs.edu, or visit the Benefits webpage and click on the “Retirement Plans” tab.

Wellness Policies

Divisions must inform the public about the content and implementation of the local school wellness policy. Divisions must also inform the public about progress toward meeting the goals of the policy and compliance with the policy through a triennial assessment.

Policy Reference: Policy 275, "Wellness"

Youth Health Risk Behavior Survey

The school board must notify parents of each student enrolled in a middle or high school selected for participation in the survey of student health risk behaviors that their child may be randomly selected to participate in the survey unless the parent denies consent for the student's participation in writing prior to administration of the survey. Parents also have the right to review the survey prior to its administration.

PWCS will provide such notice at least 30 days prior to administration of the survey.

Policy Reference: Regulation 612-1, "Program Evaluation and Research Activities: Research/Surveys/Evaluations"; Policy 795, "Student Privacy and Parental Access to Information"; Regulation 795-1, "Student Privacy and Parental Access to Information"

Required Public Hearings

Budget

Before the School Board approves its budget for submission to the appropriating body, the board must hold at least one public hearing to hear the views of the citizens.

Visit the Budget Updates webpage to view information about the budget and public hearings.

Required Postings

Alternatives to Animal Dissection

School boards must provide notice that they provide alternatives to animal dissection.

PWCS provides such notice in relevant science course syllabi. Additionally, teachers bring attention to alternatives at relevant times during the school year.

Bill of Rights

All school boards in Virginia shall prominently post the Bill of Rights of the Constitution of the United States in a conspicuous place in each of their schools for all students to read.

In accordance with the Acts of Assembly of 2002, the Bill of Rights is posted in a noticeable place in each Prince William County school.

Policy Reference: Policy 919.01, "Posting of Certain Statements in Public Schools"

Child Abuse Reporting

A notice must be posted in each school regarding suspicion of child abuse or neglect and subsequent reporting.

In each of its schools, PWCS posts the Virginia Department of Social Services (VDSS) poster, A Guide for School Employees to Recognize and Report Child Abuse, which includes the VDSS toll-free child abuse and neglect hotline.

Policy Reference: Policy 771, "Child Abuse and Child Neglect Reporting"; Regulation 771-1, "Child Abuse and Child Neglect Reporting Procedures"

Comprehensive Plan

Prior to the adoption of the division’s comprehensive plan (referred to by PWCS as “strategic plan”) or revisions thereto, the plan or revisions must be posted on the division’s website, and a hard copy of the plan must be made available for public inspection and copying. Each school board must present a report to the public by November 1 of each odd-numbered year on the extent to which the objectives of the division’s comprehensive plan have been met during the previous two school years.

Prince William County Public Schools' current strategic plan, Strategic Plan for FY 2016-20 (PDF), along with relevant reports and presentations, can be found on the division's Strategic Plannning & School Improvement page.

Fair Labor Standards Act

All employers covered by the Fair Labor Standards Act (FLSA), including school divisions, must post a notice explaining the Act in a conspicuous place in all of their establishments so as to permit employees to readily read it.

In each of its schools and facilities, PWCS posts a copy of the FLSA Minimum Wage poster, Employee Rights Under the Fair Labor Standards Act, the contents of which are prescribed by the Wage and Hour Division of the U.S Department of Labor.

Family and Medical Leave Act (FMLA)

Each employer of 50 or more employees shall post, in conspicuous places on the premises of the workplace, a notice regarding Employee Rights and Responsibilities Under the Family and Medical Leave Act (PDF).

Genetic Information Nondiscrimination Act (GINA)

Employers are required to post, in a conspicuous location in the workplace where notices to applicants and employees are customarily posted, a notice approved by the U.S. Equal Employment Opportunity Commission (EEOC) regarding GINA, which protects employees from discrimination on the basis of genetic information.

PWCS posts the Equal Employment Opportunity is the Law (PDF) poster, prepared by the EEOC, which summarizes the federal laws that prohibit job discrimination based on race, color, sex, national origin, religion, age, equal pay, disability, or genetic information.

Minimum Wage

Each employer must post, in conspicuous places on the premises of the workplace, a notice prepared or approved by the U.S. Secretary of Labor regarding the federal minimum wage law.

In each of its schools and facilities, PWCS posts a copy of the FLSA Minimum Wage poster, Employee Rights Under the Fair Labor Standards Act (PDF) , the contents of which are prescribed by the Wage and Hour Division of the U.S Department of Labor.

National Motto

All school boards in Virginia shall prominently post the statement, “In God We Trust,” the National Motto enacted by Congress in 1956, in a conspicuous place in each of their schools for all students to read.

In accordance with the Acts of Assembly of 2002, the National Motto is posted in a noticeable place in each Prince William County school.

Policy Reference: Policy 919.01, "Posting of Certain Statements in Public Schools"

Online Courses and Programs

Divisions must post information regarding online courses and programs available through the division on their website.

PWCS posts information about virtual learning opportunities on its Virtual Prince William website. View more information on the Virtual Learning & Innovation webpage.

Policy Reference: Regulation 630.02-2, "Virtual High School"

USERRA (Uniformed Service Employment and Reemployment Rights Act)

Employers are required to provide employees with notice of their rights, benefits and obligations under USERRA. Employers may provide the notice by posting Your Rights Under USERRA (PDF) where employee notices are customarily placed, or employers may provide the notice to employees in other ways that will minimize costs while ensuring that the full text of the notice is provided.

Virginia Unemployment Compensation Act

All employers in Virginia, including school divisions, must post all notices related to unemployment insurance furnished by the Virginia Unemployment Commission. State law requires that such notice, in the form of the Virginia Employment Commission Notice to Workers (PDF), be posted in a place visible to all workers.

Workers' Compensation

School divisions must post, at a location frequented by employees, the Workers' Compensation Notice (PDF) prepared by the Virginia Worker's Compensation Commission as notice of compliance with the provisions of the Virginia Workers' Compensation Act.