Developing the Virginia Beach City Public Schools (VBCPS) calendars is a lengthy and thoughtful process that takes months to finalize. The coordination and development of the calendar falls under the responsibility of the school division’s Department of School Administration. During the development process, input is requested from staff and parents prior to approval by the School Board. This FAQ is intended to provide insight regarding the calendar process and provide you with answers to questions about the development and adoption of the Virginia Beach City Public Schools standard school calendar.
Q. When developing a school calendar is there a minimum number of teaching days that local school divisions are required to offer its students?
Yes. In accordance with state law, Section 22.1-98 of the Code of Virginia, the length of every schools’ calendar, in all school divisions, shall be at least 180 teaching days or 990 teaching hours in any school year.
Q. If the state requires a minimum number of 180 instructional days, why does Virginia Beach City Public Schools have a 183-day calendar?
Quite simply, VBCPS values increased instructional time. During its April 17, 2001 meeting, the School Board adopted a 183-day calendar which increased the minimum instructional time established by state law. Increasing the calendar by three days was intended to improve opportunities for students to achieve the verified credits required to graduate, so that all schools would achieve state mandated accreditation by 2006. Since the 2001-2002 school year, the School Board has adopted subsequent school calendars with 183 instructional days.
Q. Since state law requires only 180 instructional days are the extra three days used for make-up days due to inclement weather?
No. The three additional days above the minimum 180 days in the school calendar are not intended to be used as make-up days due to inclement weather. Should school be cancelled due to inclement weather, make-up days will be determined by the Superintendent. Make-up days may include single-day holidays and staff work days. Should these days be insufficient, Spring Break days and Saturdays will be considered Again, VBCPS values increased instructional time and is committed to a calendar that goes beyond the minimum, therefore, there will be a corresponding commitment to make up days missed.
Q. Instead of considering holidays and Spring Break days as make-up dates for inclement weather, why not extend the school year?
Although this is a very good suggestion, the need to reserve high school graduation ceremony dates at the Virginia Beach Conference Center far in advance prevents this suggestion as an option. High school graduation dates must be scheduled at the Virginia Beach Conference Center five years in advance. It is difficult, if not impossible, to reschedule graduation during one of the center’s busiest seasons. (High school auditoriums are not used because of space limitations.)
Q. Since the school division is unable to extend the school year due to high school graduation ceremonies at the end of the school year, is there a possibility of starting school prior to Labor Day, thus allowing more flexibility to the school calendar?
In accordance with state law (Section 22.1‑79.1 of the Code of Virginia) public schools are prohibited from starting school prior to Labor Day. However, the Virginia Board of Education can make exceptions to this in cases where a school division has been closed an average of eight days per year during any five of the last 10 years because of severe weather conditions, energy shortages, power failures, or other emergency. Virginia Beach is typically not subjected to the severe weather conditions that can plague other Virginia cities and counties, particularly in the rural and mountainous parts of the state. Consequently, the school division must adhere to the state law in this regard.
Q. Why does the current school calendar not specifically identify the days that could be used for make-up of lost instructional time?
Over time VBCPS has learned that the more flexible approach works best albeit not perfectly. In the past the school system has designated specific days as make-up days and when the time has arrived to act in that regard, there were other considerations that made implementation difficult. By having a general framework, it allows the division to identify make-up time in a manner that best suits the needs of the division and its students at that particular point in time. Consequently, the approach has been to notify the public in advance that single day holidays and Spring Break will be considered as makeup days so they can plan accordingly.
Q. How does the Superintendent determine what days will be used as make-days for inclement weather?
When determining make-up days, the Superintendent seeks input from representatives of the calendar committee and members of the administrative and operational staff. Typically the goal is to identify a make up day that is far enough in the future so that individuals have time to make alternate arrangements.
Q. What is the timeline for the development of a school calendar?
The process for developing and finalizing the school calendar is a collaborative effort that takes approximately 6 months from start to finish. School calendars are typically developed two years in advance for planning purposes for staff, students, and parents. From January through May the steps involved in this process include: 1) Review calendar to identify holidays that will impact the school year calendar; 2) Verify new legislation in the General Assembly that may impact the school calendar; 3) Develop calendar committee to provide input on draft calendar; and 4) present calendar recommended by Calendar Committee to Superintendent and subsequently, to the School Board for review and adoption.
Q. Who serves on the Calendar Committee?
The Calendar Committee is comprised of parents, teachers, school administrators and several central office administrators, with classroom teachers having the largest representation on the committee.
Q. The length of days for the Winter Holidays varies from year to year. What is the reason for this?
When Labor Day occurs later, as it did in September 2005 and 2006, there are fewer days between Labor Day and high school graduation ceremony dates. Because of this, the Winter Holiday is typically shorter. However, when Labor Day falls on the first few days of September, it is possible that the Winter Holiday could be longer. Not only does this impact the Winter Holiday, but when Labor Day falls earlier in the month, more options are available when developing the school calendar.
Q. If a single-day holiday falls on a Saturday or Sunday, will schools be closed on a subsequent weekday as a holiday for students and staff?
Not necessarily. This will vary from year to year based on the observed date of a particular holiday and the flexibility of the school year calendar based on how early the first day of school falls in the month of September.