School Board of the City of Virginia Beach
Regulation 2-15.1

ADMINISTRATION

Superintendent's Communication Plan

The Superintendent will initiate and encourage effective communications and community involvement through comprehensive outreaches designed to inform and/or engage employees, students, and citizens. Strategies such as face-to-face meetings, newsletters, direct mail, technological/interactive electronic communications will provide opportunities for sharing ideas, opinions, and information on education-related topics.

A. Employee Suggestions

Employees with suggestions for changes and improvements in the division are encouraged to submit written suggestions to their immediate supervisor or to the Assistant Superintendent in charge of the operation upon which they are commenting. Suggestions may also be submitted via division-sponsored communications tools, such as the Employee Input Process, on-line opinion board and discussion groups. Anonymous and inappropriate correspondence will be destroyed. The immediate supervisor or the appropriate Assistant Superintendent will acknowledge written suggestions.

B. School-Specific Issues

An employee with a grievable concern shall follow School Board Policy 4-3 and Regulation 4-3.1.

An employee with a school-specific nongrievable concern may address the matter with his/her principal and thereafter, if unresolved, may refer the matter in writing to the appropriate site-based management body. A concern regarding student achievement should be referred to the School Planning Council. A concern regarding working conditions should be referred to the Principal’s Advisory Committee.

When a concern is referred to the School Planning Council, the Council should attempt to resolve the concern. A central office facilitator shall be used if the issue remains unresolved as determined by the Council. If the Council by a two-thirds vote makes a decision of resolution that is subsequently vetoed by the principal, the principal shall request the Council prepare an addendum to the veto for submission to the appropriate Assistant Superintendent in School Administration.

When a concern is referred to the Principal’s Advisory Committee, the Committee should attempt to resolve the concern. If the Committee uses a conflict resolution facilitator from the central office but the issue remains unresolved to the satisfaction of two-thirds of the
Committee’s membership, the Committee shall place the concern in writing and forward the concern to the principal and the appropriate Assistant Superintendent in School Administration.

The Assistant Superintendent in School Administration upon receipt of a principal’s veto with an addendum from a School Planning Council, or a request in writing from a Principal’s Advisory Committee as referenced within this regulation, shall review the concern, work with the school staff as necessary to resolve the matter, and, if the matter remains unresolved, refer the matter to the Superintendent. Written documentation of a referral to the Superintendent shall be forwarded to the principal and the School Planning Council or the Principal’s Advisory Committee. The Superintendent shall respond as appropriate.

C. Departmental Issues

An employee with a nongrievable concern may put their concern in writing to the administrative officer immediately in charge of the area in which the concern pertains. The administrator shall review the concern and respond in writing. If the employee submitting the concern is not satisfied with the response, the matter may be referred to the next higher authority with successive steps to the Superintendent.

D. Personnel Issues

An individual employee with a nongrievable personnel concern should meet first with their immediate supervisor to present their concern. If the concern is not resolved, the employee may refer their concern in writing to the Assistant Superintendent for Human Resources. The Assistant Superintendent or designee shall review the concern and respond in writing. If the employee is not satisfied with the response, the employee may refer the concern to the Superintendent. Employee personnel issues related to sexual harassment or the Americans with Disabilities Act are addressed in separate School Board Policies.

E. Financial Abuse, Waste and Fraud

Fraud detection and reporting are important to any system of fraud prevention and deterrence. Fraud consists of theft or deception for personal gain. An employee who has knowledge of an occurrence of irregular financial conduct, or has reason to suspect that a fraud has occurred, shall notify his/her immediate supervisor. If the employee has reason to believe that the employee’s supervisor may be involved, the employee shall immediately notify the Director, Office of Business Services and the Director, Office of Internal Audit. If necessary, additional communication can be made to the Director, Office of Internal Audit at Virginia Beach City Public Schools, P.O. Box 2242, Virginia Beach, Virginia 23450-2242, or by telephone or email. Not all complaints received result in a formal audit investigation and report. While the Office of Internal Audit is available as a resource, the prevention and detection of fraud is the responsibility of management.

Editor’s Note
See also School Board Policy 3-46 Audits/Audit Committee/Internal Audit Charter

F. Concerns of Employee Organizations

Employee organizations with concerns should report those concerns in writing to the Assistant Superintendent for Human Resources or as a part of the annual Employee Input Process conducted by the Department of Human Resources as stated in School Board Policy 4-8 Employee Input Process. The issue will be investigated and/or researched and a response will be provided to the appropriate officer in the organization.

Approved by Superintendent: August 14, 1993
Revised by Superintendent: October 8, 1997
Revised by Superintendent: March 27, 2003