The Intergovernmental Affairs Committee recently met on June 28, 2022, to

review proposed revisions to the following 8 policies and 1 regulation:

DGC: SCHOOL ACTIVITY FUNDS - Policy language added regarding the duties
and insurance coverage for school personnel who serve as school finance
officers, as well as updates to legal references.

DJG: VENDOR RELATIONS - Policy wording changes regarding prohibition on

solicitation or acceptance of gifts and disclosure of subsequent employment to
prevent any conflict of interest.

GCBB: PROFESSIONAL STAFF SUPPLEMENTARY PAY PLANS - Policy language

revised regarding supplemental pay for secondary teachers who are assigned
additional teaching sections and/or course loads in excess of 150 students.

IEB: NATIONAL MOTTO - Policy was formerly retired from the BCPS policy
manual as of March 11, 2021.

IEC: BILL OF RIGHTS OF THE CONSTITUTION OF THE UNITED STATES - Policy

was formerly retired from the BCPS policy manual as of March 11, 2021.

IEA: PLEDGE OF ALLEGIANCE - Policy has been renamed and language added to
promote patriotism. In addition to the reciting of the Pledge of Allegiance, new
references have been added including the displaying of the U.S. flag, lessons in
civics education, and the observation of appropriate holidays.

KLB: PUBLIC COMPLAINTS ABOUT LEARNING RESOURCES - Policy language has

been moved to a new regulation, legal and cross references have been updated,
and a corresponding form has been revised.

KLB-D: INDIVIDUAL MATERIALS REVIEW - Recommended for deletion since the

form is repetitive to the one included with KLB-R.

KLB-R: REQUEST FOR RECONSIDERATION OF LEARNING RESOURCES - New

regulation, as a supplement to Policy KLB, to provide specific guidance on the
process and documentation for addressing complaints and concerns with learning
materials.
Book
BCPS Policies
 
Section
D - Fiscal Management
 
Title
SCHOOL ACTIVITY FUNDS
 
Code
DGC
 

Purpose:

To establish the use of school activity funds within each school and how control will be maintained over
those funds.

I. Policy Statement 

All funds derived from extracurricular school activities, including, but not limited to, entertainment,
athletic contests, facilities fees, club dues, vending machine proceeds that are not deposited in the school
nutrition program account, and from any and all activities of the school involving personnel, students, or
property are considered school activity funds. 
 
Each school shall keep an accurate record of all receipts and disbursements of school activity funds so
that a clear and concise statement of the condition of each fund may be determined at all times. It is the
duty of each principal to see that such records are maintained in accordance with regulations of the
Virginia Board of Education and the Bedford County School Board. The principal or principal’s designee
performs the duties of school finance officer. The principal shall be bonded or the sSchool bBoard will
purchase fidelity coverage for employees who are responsible for school activity funds. The finance
officer, principal, and bookkeeper will all be covered with fidelity coverage under the division's insurance
policy.

At least once a year, a duly qualified accountant, accounting firm, or internal auditor shall perform an
audit of school activity funds to ensure funds are being managed in accordance with this policy and all
funds are properly accounted for. School activity funds are audited at least once a year by a duly qualified
accountant or accounting firm approved by the school board. A copy of the report resulting from the
audit, examination, or review (and the completed corrective action plan, if suggestions for improvement
are made) shall be reviewed by the superintendent and the School Board, and filed in the office of the
clerk of the School Board, the superintendent, and the principal. A copy of the audit report is filed in the
superintendent’s office. Monthly reports of such funds shall be prepared by the principal and filed in the
principal’s office. Monthly reports of such funds are prepared and filed in the principal's office and annual
reports are filed in the office of the principal or division superintendent. The cost of such an audit,
examination or review may be paid from the school operating fund or school activity funds. The cost of
such audits are a proper charge against the school activity funds.

Legal References:
Code of Virginia, 1950, as amended, § 22.1-122.1. 
8 VAC 20-720-10.
8 VAC 20-240-10.
8 VAC 20-240-20.
8 VAC 20-240-40.
 
Cross References:
DG: Custody and Disbursement of School Funds
DM: Cash in School Buildings
Book
BCPS Policies
 
Section
D - Fiscal Management
 
Title
VENDOR RELATIONS
 
Code
DJG
 
 
Purpose:

To create policy controls for vendor relationships and access to school buildings. 

I. Policy Statement 

ACCESS TO SCHOOL PREMISES

No vendor, agent, or sales representative may enter the schools to advertise or sell goods or services to
employees or students unless otherwise provided herein. Any person/persons Anyone found soliciting
goods or services to students and or employees in the schools or on school property during school hours
without authorization shall be subject to legal action.
 
Vendors will are not be permitted to make appointments with individual School Board employees without
the permission of the principal, and/or the superintendent, or his/her the superintendent’s designee. No
vendor will be is permitted to sell, arrange demonstrations of products or services, or take orders for
goods or services to be used for a trial period, or take orders to be billed to the school or school division
without prior authorization from the principal, or superintendent, or his/her the superintendent’s
designee.
 
This does not prevent authorized representatives of firms regularly supplying goods and services to the
school division from having access to the schools in the course of their routine business duties.

PROHIBITION ON SOLICITATION OR ACCEPTANCE OF GIFTS

No employee with responsibility for a procurement transaction may request, accept, or agree to accept
from a bidder, offeror, contractor, or subcontractor anything of more than minimal value unless
consideration of substantially equal or greater value is exchanged.

DISCLOSURE OF SUBSEQUENT EMPLOYMENT

No employee or former employee with official responsibility for procurement transactions may accept
employment with any bidder, offeror, or contractor with whom the employee or former employee dealt in
an official capacity concerning procurement transactions for a period of one year from the end of
employment by the school division unless the employee or former employee provides written notification
to the division prior to commencement of employment by that bidder, offeror or contractor.
 
Legal References:
Code of Virginia, 1950, as amended, sections §§ 2.2-4370, 2.2-4371, 22.1-78, 22.1-293 (B, D) 11-75,
11-76, 11-77, 11-78.

Cross References:
KI Public Solicitations in the Schools
KQ Partnerships and Sponsorships
Book
BCPS Policies
 
Section
G - Personnel
 
Title
PROFESSIONAL STAFF EXTRACURRICULAR AND SUPPLEMENTARY PAY PLANS
 
Code
GCBB

Purpose:
Bedford County School Board annually establishes “extracurricular activity sponsorship” categories and
the corresponding compensation scale. 

EXTRACURRICULAR SPONSORSHIP
 
The School Board may authorize extra pay for the supervision of activities which require at least some
special training or experience by one or more certificated employees and which are of such a nature that,
although the school program includes these activities, they cannot feasibly be included in the regular
school day. The School Board annually shall establish categories and shall determine compensation.

A separate contract in the a form prescribed permitted by the State Board of Education shall be executed
by the School Board with an employee who is receiving a monetary supplement receives supplemental
pay for any athletic coaching assignment or extracurricular activity sponsorship assignment. This contract
shall be separate and apart from the contract for teaching. All such contracts require a party intending to
terminate the contract to give reasonable notice to the other party before termination thereof becomes
effective.

For purposes of this policy, "extracurricular sponsorship" means an assignment for which a monetary
supplement is received requiring responsibility for any student organizations, clubs, or groups, such as
service clubs, academic clubs and teams, cheerleading squads, student publication and literary groups,
and visual and performing arts organizations except those activities that are conducted in conjunction
with regular classroom, curriculum, or instructional programs.

For purposes of this policy “supplemental compensation for teaching one extra section” means a teaching
assignment at the secondary level (high school) for which a licensed teacher is asked to forego their
planning period in order to teach a sixth class. This request is at the discretion of the building principal in
consultation with the Director of Elementary and Secondary Programs. Teaching a sixth class should be
reserved for those situations where student academic needs are the main/sole consideration. For
purposes of established staffing standards, the extra section will count against the overall staffing plan for
the school.

Compensation for teaching a sixth class will be based on the 200-day teacher pay scale and the years of
experience of the teacher.  Compensation will be calculated at 20% of the teacher’s base pay as
determined from the 200-day teacher pay scale, pro-rated from the actual start date of the additional
teaching assignment, up to a maximum annual compensation of ten thousand dollars ($10,000).
SUPPLEMENTAL COMPENSATION

For the purposes of this policy “supplemental compensation” means a teaching assignment at the
secondary level (middle school or high school) for which a licensed teacher is compensated for additional
teaching sections or overage of course load pursuant to § 8VAC20-131-240, administrative and support
staff; staffing requirements.

As such, a middle or high school classroom teacher's standard load shall be based on teaching no more
than the instructional day minus one planning period per day or the equivalent with no more than 150
students or 25 class periods per week, and no more than 200 students per week for physical education
and music teachers.

Master schedules should be designed to ensure that no teacher is assigned more than 25 class periods
unless mutually agreed upon by the teacher and administrator prior to the assignment of students.
Teaching an additional class should be reserved for those situations where student academic needs are
the main/sole consideration. For purposes of established staffing standards, the extra section will count
against the overall staffing plan for the school.

6 OUT OF 7 CLASSES WITH A STAFF PERIOD

Compensation for teaching a sixth class will be based on the 200-day teacher pay scale and the years of
experience of the teacher. Compensation will be calculated at 14% of the teacher’s base pay as
determined from the 200-day teacher pay scale, pro-rated from the actual start date of the additional
teaching assignment.

7 OUT OF 7 CLASSES WITH NO STAFF PERIOD

In rare circumstances, when approved by the chief learning officer, teachers may receive additional
compensation for teaching a seventh class and forgoing their planning period. Compensation for teaching
7 periods, or two extra sections, will be calculated at 28% of the teacher’s base pay as determined from
the 200-day teacher pay scale, pro-rated from the actual start date of the additional teaching assignment.

Should an overage of course load occur, secondary teachers will receive compensation in the form of a
stipend, which will be paid as follows:

NON-MUSIC/PE

Sections Students Compensation

5 151-165 $750

5 166-180 $1,500

5 181+ $2,000

6 180 or less 14%

6 181-195 14% + $750

6 196-210 14% + $1,500

6 >211+ 14% + $2,000

7 210 or less 28%

7 211-225 28% + $750

7 226-240 28% + $1,500

7 >241 + 28% + $2,000

MUSIC/PE

Sections Students Compensation

5 201-220 $750

5 221-240 $1,500

5 241+ $2,000

6 240 or less 14%

6 241-260 14% +$750

6 261-280 14% +$1,500

6 >281+ 14% +$ 2,000

7 280 or less 28%

7 281-300 28% + $750

7 301-320 28% + $1,500

7 >321+ 28% + $2,000

 
(Revised:  February 2015)
 
Adopted:
January 1, 1999

Revised:
February 26. 2015

Legal References:
Code of Virginia, 1950, as amended, sections 22.1-78, 22.1-302, and 22.1-313. 
8 VAC 20-440-110
8 VAC 20-440-120

Cross References:
GCB: Professional Staff Contracts
Book
BCPS Policies
 
Section
I - Instructional Program
 
Title
NATIONAL MOTTO
 
Code
IEB
 
Status
Retired
 
Retired
March 11, 2021

Purpose: To provide direction for the posting of the National Motto in schools.
 
 
The statement “‘In God We Trust,’ the National Motto, enacted by Congress in 1956,” shall be posted in a
conspicuous place in each school for all students to read.
Book
BCPS Policies
 
Section
I - Instructional Program
 
Title
BILL OF RIGHTS OF THE CONSTITUTION OF THE UNITED STATES
 
Code
IEC
 
Status
Retired
 
Retired
March 11, 2021

Purpose: To provide direction for the posting of the Bill of Rights of the Constitution of the United States
in schools.
 
 
The Bill of Rights of the Constitution of the United States shall be posted in a conspicuous place in each
school for all students to read.
Book
BCPS Policies
 
Section
I - Instructional Program
 
Title
PLEDGE OF ALLEGIANCE PROMOTION OF PATRIOTISM
 
Code
IEA

PURPOSE: To provide direction for the daily recitation of the Pledge of Allegiance to the Flag.
The School Board believes the appreciation of our country is promoted by the ceremonies and
observances held in the schools. It is the belief of the School Board that students must be taught good
citizenship skills that include respect for our country, our flag, and the sacrifices of our service members
and their families.

FLAGS

The love of freedom and our Republic, as shown in the devotion of all true and patriotic Americans
to their flag and country, shall be instilled in the hearts and minds of the students attending the
Bedford County Public Schools. In furtherance of that provision, the current American flag shall be
displayed on the grounds of every school and in every classroom, conference room, school office,
gymnasium, cafeteria, auditorium, stadium, and other rooms frequented by students, staff, and
guests. The only other flags or banners that may be flown, posted, or affixed to the grounds,
stadiums, fencing, walls, doors, ceilings, or any other appurtenances of any Bedford County Public
School building or facility owned or operated by the Bedford County School Board (including, but
not limited to, desks) are as follows:

1. The current Virginia flag;

2. The current Bedford County flag;
3. Such flags as are used as a part of a temporary unit of study within the approved curriculum;
4. Flags or banners that denote a recognition of achievement and are approved by the
superintendent;
5. Flags or banners, approved by the principal and/or athletic director, that represent a community
business or group that monetarily supports the approved school sport or activity;
6. VHSL or other similar sports tournament flags or banners recognizing the participation of a school
team;
7. Banners from colleges or universities or professional sports teams; and
8. Flags of countries representing the many nations of the world, provided they are shown in the
common areas of a school building as a multi-national display in a manner and for purposes
approved by the superintendent and provided that no such flag may be as large or as prominent
as the current American flag.

PLEDGE OF ALLEGIANCE

The Pledge of Allegiance, as established in 4 U.S.C. § 4, is shall be recited daily, each morning, in each
every classroom of the Bedford County School Division. The Pledge of Allegiance shall be said in the
morning. During the recitation of the Pledge, students shall stand and recite the Pledge while facing the
flag with their right hands over their hearts or in an appropriate salute if in uniform. No student is shall
be compelled to recite the Pledge if the student or the student’s parent or legal guardian objects on
religious, philosophical, or other grounds to the student participating in this exercise. Students who are
exempt from reciting the pledge shall quietly stand or sit at their desks while others recite the Pledge and
shall make no display that disrupts or distracts from those who are reciting the Pledge. Appropriate
accommodations are shall be made for students who are unable to comply with these procedures
described herein due to disability.

CIVICS EDUCATION

As required by law, the Bill of Rights of the Constitution of the United States, as well as the statement “In
God We Trust,” the National Motto enacted by Congress in 1956, shall be posted in a conspicuous place in
each school for all students to read and learn about their importance. In addition, the seventeenth day of
September shall annually be recognized as Constitution and Citizenship Day (to be referred to as
“Constitution Day”) and the third week of September will be observed as Civics Education Week. To
ensure that all students reflect upon the importance of active citizenship, recognize the enduring strength
of the United States Constitution, and reaffirm commitment to the rights and obligations of citizenship in
the United States of America, the superintendent shall ensure that appropriate observations and
teachings are conducted in all schools. To that end, throughout each school year, in designated grade
levels of elementary, middle school, and high school, embedded into the division curriculum,
age-appropriate assemblies and field trips such as visits from veterans and veteran groups, programs that
promote patriotism, constitutional scholars, and field trips to places such as the National D-Day Memorial
and Appomattox Court House will be conducted to promote and celebrate our Nation's history.

PATRIOTIC HOLIDAYS

The superintendent shall ensure that appropriate observances are scheduled each year on or about the
dates of Memorial Day and Veterans Day in order to convey the meaning and significance of each day to
all students and staff. 

Revised:
October 14, 2021
 
Legal References:
4 U.S.C. § 4
Code of Virginia, 1950, as amended, § 22.1-202.
Acts 2003, c. 902
 
Cross References:
JFC: Student Conduct
 
Book
BCPS Policies
 
Section
K - School - Community Relations
 
Title
PUBLIC COMPLAINTS ABOUT LEARNING RESOURCES
 
Code
KLB
 
 
Purpose: To outline the procedure for public complaints regarding learning resources. 

If there are objections concerning learning resources, the procedure for filing a complaint will be as
follows:

● http://www.boarddocs.com/vsba/bcsbva/Board.nsf/Public?OpenFrameSet

If the learning resource is an item housed in the school library or an individual classroom, the complaint
may be filed verbally or in writing with the school library media specialist or the instructional personnel in
whose setting the material is being used. If upon review by the library media specialist or instructional
personnel, it is determined that the material is educationally unsuitable and was initially placed in error,
the library media specialist or instructional personnel may choose to remove the material from use. This
determination must be made with the consult of the building principal and the division’s Director of
Libraries. All such actions shall be documented on the “Individual Materials Review” form KLB-D and
signed by all parties involved.

For issues not resolved by step one, or for learning resources adopted by the school division to be used
county-wide, the complaint must be filed in writing with the principal on the “Request for Reconsideration
of Learning Resources” form KLB-E within 10 school days of receipt of form. This form may be obtained
from the principal or the central office or from the online policy manual located at:
https://www.boarddocs.com/ click on the "Policies" tab and search for  Policy KLB - form KLB-E will be a
PDF file at the bottom of the page . Challenged materials will remain in use during the formal challenge,
however complainant(s) may request material be restricted from his/her child. Only one request for
reconsideration may be made by any individual at a time.

A review committee consisting of the principal, the library media specialist, the classroom teacher (if
involved), a parent and/or student, and the complainant will convene.

The responsibilities of the committee will be to:

a. read, view or listen to the challenged material;
b. read several reviews, if available;
c. check standard selection aids;
d. talk with persons who may be knowledgeable about the material in question and similar material;
e. discuss the material;
f. make a decision to recommend retaining or withdrawing the material;
 g. file the recommendation of the committee with the principal and the superintendent or his/her
designee;
h. within 20 school days of the receipt of the completed form KLB-E, notify the complainant of its
recommendation and the disposition of the challenged material.

The complainant may appeal the decision, in turn, to the superintendent or his/her designee and, then,
to the School Board.

Library media specialists, division level curriculum content supervisors, and classroom teachers are all
uniquely suited and qualified for selecting instructional materials and take great care in selecting suitable
learning resources for use with students. Nonetheless, it is recognized that occasional objections to
instructional materials may arise and be challenged by a student, parent, or legal guardian. The
superintendent will develop written procedures to accompany this policy to allow for resolving concerns
about learning resources available through the school library or used divisionwide as part of the
curriculum. Individuals who have questions or concerns with supplemental instructional materials used by
individual teachers in the classroom should refer to School Board Policy IIA: Instructional Materials.

Legal References:
Code of Virginia, 1950, as amended, § 22.1-253.13:7(B)(2)C.2.
8 VAC 20-170-10.
8 VAC 20-720-160.

Cross References:
IIA: Instructional Materials
IGAH: Family Life Education (FLE)
INB: Teaching About Controversial Issues/Controversial Speakers
KL: Public Complaints
KQ: Commercial, Promotional, and Corporate Sponsorships and Partnerships

 
 Book
BCPS Policies

Section
K - School - Community Relations

Title
INDIVIDUAL MATERIALS REVIEW

Code
KLB-D

Individual Materials Review

Issue or concern:

Resolution:

Rationale:
Additional Comments:

Signatures: Date:
Teacher

LMS

Principal

Complainant
Book
BCPS Rules

Section
K - School - Community Relations

Title
REQUEST FOR RECONSIDERATION OF LEARNING RESOURCES

Code
KLB-R

The following procedures will be used to address concerns raised by a student, parent, or legal guardian
(“complainant”) about learning resources available through the school library or used divisionwide as part
of the curriculum. Individuals who have questions or concerns with supplemental instructional materials
used by individual teachers in the classroom should refer to School Board Policy IIA: Instructional
Materials.

STEP ONE

For learning resources housed in the school library, the complainant should first speak directly with the
school’s library media specialist. If it is determined by the library media specialist that the item in
question is educationally unsuitable, the library media specialist may remove the material from circulation
for all students. Otherwise, a parent or legal guardian may always request that their student be restricted
from accessing material from the library about which the parent or legal guardian has concerns.

STEP TWO

For concerns that cannot be resolved after speaking with the library media specialist, the concern should
be submitted in writing to the school principal. Material shall not be removed from circulation in the
library or discontinued in classrooms until the concern has been resolved or the appeals process has been
completed. However, a parent or legal guardian may request that their student be restricted from
accessing or using the material until the appeals process has been completed. The principal has five (5)
days to meet with the complainant and respond in writing.

STEP THREE

For concerns that still cannot be resolved or for challenges to learning resources that have been adopted
by the school division and are used divisionwide, the concern must be submitted in writing to the school
division director of curriculum and instruction using Form KLB-E: Request for Reconsideration of Learning
Resources. Only one written request may be submitted at a time by a complainant. The director of
curriculum and instruction has ten (10) business days to meet with the complainant and respond in
writing.

STEP FOUR

For concerns that remain unresolved, the complainant must submit a written appeal to the chief learning
officer. The chief learning officer will convene and chair a Division Level Review Committee (DLRC). Public
notice shall be provided by the school division of the establishment of the DLRC to ensure the committee
consists of individuals that represent all of the high school attendance zones and will include three
teachers, three parents, and, if the challenged materials reside in a high school, three high school
students. The DLRC will also include a principal, a library media specialist, a community member, and a
school board member. Within ten (10) days of formation, the DLRC will:

● review the complainant’s written concerns and the recommendation of the division director of
curriculum and instruction;
● provide the complainant an opportunity to meet with the committee to elaborate about their
concerns;
● read, view, or listen to the challenged material as well as critical reviews, if available;
● discuss the material;
● submit a written recommendation to the superintendent to either retain or withdraw the material
being challenged;

Within three (3) business days of the recommendation being submitted by the DLRC, the superintendent
will provide written notification to the complainant of the recommendation of the DLRC.

STEP FIVE

If the complainant wants to appeal the decision of the DLRC, the complainant must submit a written
appeal to the school board chair. The superintendent will provide relevant information from the Division
Level Review Committee (DLRC) process to all of the school board members. After reviewing these
materials, the School Board will decide to either retain or withdraw the material being challenged. The
decision of the School Board will be final.

KLB-E Form

Cross References:
KLB: Request for Reconsideration of Learning Resources