Annual Required Notifications

Academic Programs and Services

Academic and Career Plans

• The student's program of study for high school graduation that is aligned with a postsecondary career pathway and/or college entrance;
• A postsecondary career pathway based on the student's academic and career interests; and
• A signature from the student, student's parent or guardian, and school official(s) designated by the principal.“  

The School Board provides a computer system, including the internet, to promote educational excellence by facilitating resource sharing, innovation and communication. The term computer system includes, but is not limited to, hardware, software, data, communication lines and devices, terminals, display devices, printers, CD, DVD and other media devices, tape or flash drives, storage devices, servers, mainframe and personal computers, tablets, laptops, telephones, cameras, projectors, multimedia devices, workstations, remote network access, cloud services, the internet and other electronic services and any other internal or external network. This includes any device that may be connected to or used to connect to the school division's network or electronically stored division material. No employee or agent of the School Board or person or entity contracting with the School Board may download or use any application, including TikTok or WeChat, or access any website developed by ByteDance Ltd. or Tencent Holdings Ltd. (i) on any device or equipment issued, owned, or leased by the School Board, including mobile phones, desktop computers, laptop computers, tablets, or other devices capable of connecting to the Internet. For Acceptable Computer System Use and Care guidelines refer to the “Electronic Device Handbook” .

School Board Policy IIBEA

The Orange County School Board is committed to educating homeless children and youth. Homeless children and youth are not stigmatized or segregated on the basis of their status as homeless. The school division coordinates the identification and provision of services to such students with relevant local social services agencies and other agencies and programs providing services to such students, and with other school divisions as may be necessary to resolve inter-divisional issues. 

School Board Policy JECA

Orange County Public Schools, in compliance with the Americans with Disabilities Act of 1990 (ADA), ADA Amendments Act of 2009, Section 504 of the Rehabilitation Act of 1973, and Regulation 1310 Civil Rights, Title IX, Section 504, gives notice of adopting a District individual to coordinate compliance efforts for persons with disabilities [N.E.(1995)]. The District 504 Coordinator will coordinate efforts to comply with and carry out mandates and responsibilities, including any investigation or any complaint communicated to alleged noncompliance, and make available to all interested individuals the name, office address, and telephone number of the designated pursuant.  If you have questions related to Section 504, or suspect your child may need accommodations or modifications due to a substantial impact of a physical or mental impairment, contact your child’s building principal or Nora Coleman, Coordinator of Special Education and Student Services at (540) 661-4541 or ncoleman@ocss-va.org.

In compliance with the Asbestos Hazard Emergency Response Act (AHERA), a plan for the management of asbestos in the Orange County School Division was developed and implemented prior to July 9, 1989.  The plan may be inspected by any interested person during normal work hours by contacting the building level principal or the Director of Facilities & Maintenance at the Orange County School Board Office.

Upon approval of the school division's budget by the appropriating body every year, the School Board must publish the approved annual budget, in line item form, including the estimated required local match,  on the division's website.   Va. Code § 22.1-93.

Information about the division's annual budget planning process and the Board's adopted budget can be found on the division's Finance page.

The Orange County School Board does not discriminate on the basis of race, color, creed, religion, national origin, ancestry, political affiliation, sex, sexual orientation, gender, gender identity, age, pregnancy, childbirth or related medical conditions, marital status, status as a veteran, genetic information, disability, or any other characteristics protected by law in its employment practices or educational programs and activities.

Career & Technical Education Annual Notice

The Orange County School Board provides, within its existing program, a character education program in its schools. The character education program shall occur during the regular school year. The purpose of the program is to foster civic virtues and personal character traits so as to improve the learning environment, promote student achievement, reduce disciplinary problems and develop civic-minded students of high character. The program is cooperatively developed with students, parents and the community. Specific character traits emphasized shall include trustworthiness, respect, responsibility, fairness, caring and citizenship.

Every parent, guardian, or other person having control or charge of any child who will have reached the fifth birthday on or before September 30 of any school year and who has not passed the eighteenth birthday shall send such child to a public school or otherwise provide the child with an education in accordance with state law unless the child is exempt from the state’s compulsory attendance requirement. Further, in the case of any five-year-old child, the requirements of this policy may be alternatively satisfied by sending the child to any public educational pre-kindergarten program, including a Head Start program, or in a private, denominational, or parochial educational pre-kindergarten program.

School Board Policy JEA

A notice that includes the estimated average per pupil cost for public education in the division for the upcoming school year must be prepared and distributed.  The notice must also include actual per-pupil state and local education expenditures for the previous school year.

Per Pupil Expenditures

The division notifies the parents of rising eleventh and twelfth grade students of the requirements for graduation pursuant to the Standards for Accreditation; and, the requirements that have yet to be completed by the individual student.

The division notifies parents of students with disabilities

School Board Policy IAA, IKF

Directory information is information contained in a student’s education record that would not generally be considered harmful or an invasion of privacy if disclosed. Directory information includes the student’s name, address, photograph, and grade level. Directory information may not include the student’s social security number. Unless a parent or eligible student (a student 18 or older) has opted out of such disclosures using the Option to Opt-Out of Release of Directory Information to the Public form found on page 3 of the Parent-Student Handbook or on www.ocss-va.org, certain information contained in a student’s educational record which has been designated as directory information, may be released without parental consent, as provided in regulation JO-R. No school discloses the address, telephone number, or email address of a student pursuant to 34 C.F.R. § 99.31(a)(11) or the Virginia Freedom of Information Act unless (a) the disclosure is to students enrolled in the school or to school board employees for educational purposes or school business and the parent or eligible student has not opted out of such disclosure in accordance with Virginia law and this policy or (b) the parent or eligible student has affirmatively consented in writing to such disclosure.

School Board Policy JO-R

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.

This information can be found in the OCHS Program of Studies.

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

School Board Policy IGBI

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.

This information can be found on the division's School Health Resources page.

Each school has a written school crisis, emergency management and medical emergency response plan that will be reviewed and discussed with students during the first week of school.  Each school’s plan will vary depending on the building, age of students and other circumstances related to that building. Plans are reviewed annually by the School Board.

School Board Policy EB

The Orange County School Board provides programs to improve the education of English learners by assisting children to learn English and meet Virginia’s challenging academic content and student academic achievement standards.

School Board Policy IGBF

OCPS must provide students in grades 9-12 fentanyl education and awareness information within the first two weeks of the school year (Code of Virginia § 22.1-206.02)

This information can be found on the division's Parent Resources page.

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students."

• Parents or eligible students have the right to inspect and review the student's education records maintained by the school. Schools are not required to provide copies of records unless, for reasons such as great distance, it is impossible for parents or eligible students to review the records. Schools may charge a fee for copies.
• Parents or eligible students have the right to request that a school correct records which they believe to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record setting forth his or her view about the contested information.
• Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):
  • School officials including the School Resource Officers with legitimate educational interest;
  • Other schools to which a student is transferring;
  • Specified officials for audit or evaluation purposes;
  • Appropriate parties in connection with financial aid to a student;
  • Organizations conducting certain studies for or on behalf of the school;
  • Accrediting organizations;
  • To comply with a judicial order or lawfully issued subpoena;
  • Appropriate officials in cases of health and safety emergencies; and
  • State and local authorities, within the juvenile justice system, pursuant to specific State law.

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

School Board Policy IGBB 

This information can be found on the division's Gifted & Talented Services page.

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. Notice of this provision must be provided to parents with a deadline and format for making such a request. 

School Board Policy JO

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.

School Board Policy JECA

More information can be found on the division's Homeless/McKinney-Vento/Project Hope-Virginia Information page.

The Orange County School Board is responsible for the selection and use of instructional materials.

For the purposes of this policy:

1. "Instructional material" and "instructional materials" mean any content used by one or more students for an educational purpose, regardless of (a) its format, whether printed, representational, audiovisual, electronic, or digital (such as materials, social media content, and software applications accessible through the internet), or (b) the time, place and manner in which the content is used. Library materials are considered instructional materials when used (i) for completion of an assignment, or (ii) as part of an academic or extracurricular educational program. This includes any division, school, and/or classroom purchased or created assessments. However, the phrases "instructional material" and "instructional materials" do not include standardized national or state assessments, such as ACT, SAT, NAEP, and AP or SOL exams.
2. "Parent" or "parents" as defined in the Code of Virginia Section 22.1-1, mean any parent, guardian, legal custodian, or other person having control or charge of a child.
3. "Sexually explicit content" as defined in the Code of Virginia Section 2.2-2827, means (i) any description of or (ii) any picture, photograph, drawing, motion picture film, digital image or similar visual representation depicting sexual bestiality, a lewd exhibition of nudity, as nudity is defined in Section 18.2-390, sexual excitement, sexual conduct or sadomasochistic abuse, as also defined in Section 18.2-390, coprophilia, urophilia, or fetishism.

At least thirty (30) days prior to the use of any instructional materials with sexually explicit content, principals shall provide written notice to parents that (i) specifically identifies the instructional materials with sexually explicit content, (ii) informs parents of their right to review such instructional materials, and (iii) informs parents of their right to have their child use, in a non-punitive manner, alternative instructional materials that do not include sexually explicit content. Such notice shall be provided in writing to parents by U.S. mail, e-mail, and/or in person at a parent-teacher meeting.

R-rated and sexually explicit instructional materials are prohibited in elementary and middle schools. In high school, R-rated instructional materials (using the Motion Picture rating as a guide) and sexually explicit instructional materials should be examined to determine if they are of instructional value in classroom use.

School Board Policy IIA

The Orange County School Board is committed to complying with the Government Data Collection and Dissemination Practices Act and the Virginia Freedom of Information Act. The Orange County School Board does not collect unnecessary personal information by means of its website and collects only appropriate personal information to the extent necessary to serve its constituents and the community. Personal information collected and retained by the school division’s website is maintained in compliance with the Government Data Collection and Dissemination Practices Act. Any individual wishing to learn the purpose for which information has been recorded and the particulars of its use and dissemination may contact the superintendent or the superintendent’s designee regarding this information. Any person wishing to correct, erase or amend inaccurate, obsolete, or irrelevant information may do so by procedures established by the superintendent or the superintendent’s designee. The School Board informs the public of any personal information collected through its website and has posted the privacy statement.

School Board Policy KBE

At the beginning of each school year, every school must provide to parents or guardians the learning objectives to be achieved at their child’s grade level or, in high school, a copy of the syllabus for each of their child’s courses.

If you wish to receive an email notification when your child checks out a book, please check the library notification opt-in box on the Returning Student Registration form.  If you wish to make a change during the school year, please use the following form:  Library Notification Form

Vision and hearing screenings are mandated by Code of Virginia Law 22.1-273 for all new students and students in grades K, 3, 7, and 10. The school nurse will conduct and/or coordinate screenings during the first 60 days of schools and referrals will be sent home by winter break. If you have any helpful information regarding your student's vision or hearing, please send in a note to your school nurse.  If you object to the screenings due to religious reasons, this must be documented in writing to the school nurse and building administrator.

The Orange County Public Schools provides, on request made by military recruiters or an institution of higher education, access to secondary school students’ names, addresses, and telephone listings unless a parent or eligible student has submitted a written request that the student’s name, address, and telephone listing not be released without the prior written consent of the parent or eligible student. The school division notifies parents of the option to make a request and complies with any request. The school division provides military recruiters the same access to secondary school students as is provided generally to post-secondary educational institutions or to prospective employers of those students.

School Board Policy JO

Before the administration of National Assessment of Educational Progress (NAEP) assessments, OCPS will inform parents of children selected to participate in the assessment that their child can 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 a 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.   20 U.S.C. § 9622(c)(1)(A), 20 U.S.C. § 9622(d)(2).

Equal educational opportunities are available for all students, without regard to sex, sexual orientation, race, creed, color, national origin, gender, gender identity, ethnicity, religion, disability, ancestry, marital or parental status or any other unlawful basis. Educational programs are designed to meet the varying needs of all students.

School Board Policies AC, JB, JBA

The Orange County School Board recognizes that the education of each student is a responsibility shared by the school and the student’s family. The Orange County School Board endorses the parent and family engagement goals of Title I (20 U.S.C. § 6318) and encourages the regular participation by parents and family members of all children including those eligible for Title I and English learner programs in all aspects of those programs.

School Board Policy IGBC

Virginia law requires school divisions to regularly review instructional materials and notify parents and guardians before their use by students. Virginia Code § 22.1-16.8.

School Board Policy IIA

Pursuant to the Code of Virginia, § 22.1-279.3, each parent of a student enrolled in a public school has a duty to assist the school in enforcing the standards of student conduct and compulsory school attendance in order that education may be conducted in an atmosphere free of disruption and threat to persons or property, and supportive of individual rights. The Standards of Student Conduct, a notice of the requirements of the Code of Virginia 22.1-279.3, and a copy of the compulsory school attendance law is also sent to all parents within one calendar month of the opening of schools simultaneously with any other materials customarily distributed at that time. A statement for the parent's signature acknowledging the receipt of the Standards of Student Conduct, the requirements of the Code of Virginia § 22.1-279.3, and the compulsory school attendance law is also sent. Parents are notified that by signing the statement of receipt, they are not deemed to waive, but expressly reserve, their rights protected by the constitution or laws of the United States or Virginia. Each school maintains records of the signed statements.

Each school board’s career and technical education program must include annual notice on its website to enrolled high school students and their parents of the availability of the postsecondary education and employment data published by the State Council of Higher Education and 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. Va. Code § 22.1-253.13:1.D.3.d. 

This information can be found on the high school's Counseling page.

Discussions regarding the retention of elementary and middle school students will involve all of the major stakeholders, including but not limited to the following: the teachers, the parents, the principal or designee, the guidance counselor and other specialists as needed. The final decision to retain or promote a student will be made by the building administration and based on multiple criteria outlined in the full policy.  Students who are at risk of being retained will be identified early in the school year. Teachers working with children who are candidates for retention will seek additional help and advice through Response to Interventions (RtI). Parents will be contacted by the school as early as possible but no later than the third grading period (newly enrolled students may be an exception) and informed of the possibility of retention. The school will continue to communicate with parents (phone calls, letters, conferences) throughout the school year on the status of their child’s progress.

School Board Policy JEH

Information developed by the Office of the Attorney General regarding laws governing the prosecution of juveniles as adults for the commission of certain crimes can be found at www.ocss-va.org in the “Additional Resources” section on the “For Parents and Students” page.

School Board Policy JFCL

PPRA affords parents and students who are 18 or emancipated minors ("eligible students") certain rights regarding the conduct of surveys, collection and use of information for marketing purposes, and certain physical exams. These include the right to:

• Consent before students are required to submit to a survey that concerns one or more of the following protected areas ("protected information survey") if the survey is funded in whole, or in part, by a program of the U.S. Department of Education (USDOE).

  • Political affiliations or beliefs of the student or student's parent;

  • Mental or psychological problems of the student or student's family;

  • Sex behavior or attitudes;

  • Illegal, anti-social, self-incriminating, or demeaning behavior;

  • Critical appraisals of others with whom respondents have close family relationships;

  • Legally recognized privileged relationships, such as with lawyers, doctors, or ministers;

  • Religious practices, affiliations, or beliefs of the student or parents; or

  • Income, other than as required by law, to determine program eligibility.

  • Receive notice and an opportunity to opt a student out of:

  • Any other protected information survey, regardless of funding;

  • Any non-emergency, invasive physical exam or screening required as a condition of attendance, administered by the school or its agent, and not necessary to protect the immediate health and safety of a student, except for hearing, vision, or scoliosis screenings, or any physical exam or screening permitted or required under State law; and

  • Activities involving collection, disclosure, or use of personal information obtained from students for marketing or to sell or otherwise distribute the information to others.

• Inspect, upon request and before administration or use:
  • Protected information surveys of students;
  • Instruments used to collect personal information from students for any of the above marketing, sales, or other distribution purposes; and
  • Instructional material used as part of the educational curriculum. Orange County Public Schools has developed and adopted policies, in consultation with parents, regarding these rights, as well as arrangements to protect student privacy in the administration of protected surveys and the collection, disclosure, or use of personal information for marketing, sales, or other distribution purposes.

The Orange County Public Schools has developed and adopted policies, in consultation with parents, regarding these rights, as well as arrangements to protect student privacy in the administration of protected information surveys and the collection, disclosure, or use of personal information for marketing, sales, or other distribution purposes. The Orange County Public Schools will directly notify parents of these policies at least annually at the start of each school year and after any substantive changes. (See OCPS Policy JOB) The Orange County Public Schools will also directly notify, such as through U.S. Mail or electronic mail (email), parents of students who are scheduled to participate in the specific activities or surveys noted below and will provide an opportunity for the parent to opt his or her child out of participation of the specific activity or survey. The Orange County Public Schools will make this notification to parents at the beginning of the school year if the District has identified the specific or approximate dates of the activities or surveys at that time. For surveys and activities scheduled after the school year starts, parents will be provided reasonable notification of the planned activities and surveys listed below and be provided an opportunity to opt their child out of such activities and surveys. Parents will also be provided an opportunity to review any pertinent surveys.

Following is a list of the specific activities and surveys covered under this requirement:

• Collection, disclosure, or use of personal information for marketing, sales or other distribution.

• Administration of any protected information survey not funded in whole, or in part, by USDOE.

• Any non-emergency, invasive physical examination or screening as described above.

Parents/eligible students who believe their rights have been violated may file a complaint with Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, D.C. 20202-4605.

Emergency Situations - In addition to the drills mentioned above, the School Board provides training to each student and employee at least once each school year on safety procedures in the event of an emergency situation on school property.

School Board Policy EBCB

School Board Policy IJ

Students who may have a balance at the end of the current school year will carry over for their use for the next school year.  If the student is not returning, a refund check can be mailed to the household or parents may request that we credit this amount to another student’s account. To request a transfer or refund of meal funds please send a letter to the Food Service Office indicating your request for refund or the name of the student to whom you wish the funds be transferred.  Include your name, address, phone number and your student’s name. Mail to: TEAC, Food Service Office, 200 Dailey Drive, Orange VA 22960.

School Boards must post in a conspicuous location and include in any employee handbook information concerning an employee’s rights to reasonable accommodation for known limitations related to pregnancy, childbirth, or related medical conditions. Such information must also be directly provided to new employees and to any employee within 10 days of such employee’s giving notice to the employer that she is pregnant.

Employers are required to provide employees with notice of their rights, benefits, and obligations under the Uniformed Service Employment and Reemployment Rights Act (USERRA). Employers may provide the notice by posting information 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.

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

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