Policy 450 - Student Co- and Extra-curricular Activities
Adopted on June 22, 2023
Effective July 1, 2023
The Board sponsors various student activities as means to both extend the curricular program and expound into areas not covered by it.
Eligibility
Students must meet the requirements of West Virginia Board of Education Policy 2436.10 to be eligible to participate in extra-curricular activities. For those activities governed by the West Virginia Secondary Schools Activities Commission (WVSSAC), students must also meet the requirements of Series 2 of the WVSSAC Policies.
All students enrolled in a particular academic program shall be eligible for participation in the co-curricular activities associated with that program provided they also meet any eligibility requirements established by a governing body, etc., associated with that co-curricular activity, if any.
Attendance
To participate in any extracurricular activity that occurs on a day on which instruction is scheduled and provided, a student must not be considered "absent" from school for more than one-half of that day except for those absences classified as "excused" under RCBOE Policy 420. Students not enrolled in one of the Board's schools regularly receiving in-person instruction are not subject to this requirement.
Fees
Fees may be required to help support the cost of extra-curricular activities; however, the fees should be kept to a minimum in order to further equal opportunity for participation regardless of economic status. If fees are to be paid by a student who cannot afford those fees, school officials shall develop options that will allow the student to participate.
County-Sponsored Clubs and Activities
The Board of Education believes that the goals and objectives of this County are best achieved by a diversity of learning experiences, including those that are not conducted in a regular classroom but are directly related to the curriculum.
The purpose of curricular-related activities shall be to enable students to explore a wider range of individual interests than may be available in the County's courses of study but are still directly related to accomplishing the educational outcomes for students as adopted by the Board.
For purposes of this policy, curricular-related activities, also known as co-curricular activities which are activities that are closely related to identifiable academic programs and/or areas of study that serve to complement academic and technical curricula, include those activities in which:
1. the subject matter is actually taught or will be taught in a regularly offered course;
2. the subject matter concerns the County's composite courses of study;
3. participation is required for a particular course;
4. participation results in academic credit.
No curricular-related activity shall be considered to be under the sponsorship of this Board unless it meets one (1) or more of the criteria stated above and has been approved by the Superintendent.
Such activities, along with extra-curricular activities (not directly related to courses of study), may be conducted on or off school premises by clubs, associations, and organizations of students sponsored by the Board and directed by a staff advisor. Once approved, schools must implement, in an equitable manner, co-curricular and extracurricular programs, at the appropriate instructional levels, that contribute to the success of students. Additionally, co-curricular activities may take place during the instructional day.
Students identified as disabled under State Board Policy and the IDEA are subject to the eligibility standards established by this policy unless specifically exempted by the express terms of their individualized education program (IEP). An IEP can specify the criteria by which a grade will be determined for [a] course[s], given the individual student's disability.
Whenever a student becomes a member of a County-established student group or national organization such as National Honor Society, in order to remain a member, s/he must continue to meet all of the eligibility criteria and abide by the principles and practices established by the group or organization.
Students shall be fully informed of the curricular-related and extra-curricular activities available to them and of the eligibility standards established for participation in these activities. Students will be further informed that participation in extra-curricular activities is a privilege and not a right and that they may be prohibited from all or part of their participation in such activities by authorized school personnel; however, students should be provided some limited form of due process when they will be prohibited from all or part of their participation in such activities. County-sponsored activities shall be available to all students who elect to participate and who meet eligibility standards.
The Superintendent shall develop administrative guidelines to implement a program of curricular-related clubs and activities and of extra-curricular activities. Such guidelines should ensure that the needs and interests of the students are properly assessed and procedures are established for continuing evaluation of each club and activity.
Interscholastic Athletics
The Board recognizes the value to the students of the County and to the community of a program of interscholastic athletics for students as an integral part of the total school experience.
The program should foster the growth of school loyalty within the student body as a whole and stimulate community interest in athletics.
The game activities and practice sessions should provide many opportunities to teach the values of fair competition, team play, and good sportsmanship.
The program of interscholastic athletics should provide students the opportunity to exercise and test their athletic abilities in a context greater and more varied than that which can be offered by a school or the Board alone.
For purposes of this policy, the program of interscholastic athletics shall include all activities relating to competitive sport contests, games, events, or sport exhibitions involving individual students or teams of students of this County with other teams of this County or those of another county.
The Board delegates the control, supervision and regulation of its interscholastic athletic events and band activities to the West Virginia Secondary School Activities Commission.
Students identified as disabled under relevant State and Federal laws are subject to the eligibility standards established by this policy unless specifically exempted by the express terms of their individualized education program (IEP). An IEP may specify the criteria by which a grade will be determined for (a) course(s), given the individualized student's disability.
Students shall be excused from classes and/or supervised study to permit their participation in interscholastic athletics, subject to State law and other policies of the Board and the West Virginia Board of Education.
Program Approval
The Superintendent shall annually approve, and present to the Board for its consideration, a program of interscholastic athletics which shall include, to the extent practicable, a complete schedule of events. In the event of a need to cancel or reschedule a contest(s) or schedule an additional contest(s), the Board delegates this responsibility to the school principal and athletic director with the requirement that such changes shall be reported promptly to the Superintendent.
Conference or Association Membership
The Board finds that membership in an athletic conference or association of schools can be beneficial to its athletic programs for the purposes of consistent scheduling, opportunities for more competitive and fair play, and exposure for its student-athletes. As such, membership in such organizations is encouraged for each of the Board's schools.
Pursuant with the abovementioned annual approval of athletic programs and proposed schedules, membership in an athletic conference or association must also be approved by the Board any time a school wishes to leave or join such an organization.
Cooperative Sponsorship
Should interest at a particular school operated by the Board in a particular extracurricular activity sponsored by the WVSSAC not be sufficient for the safe and productive fielding of a competitive entry by that school, an application for cooperative sponsorship may be considered under WVSSAC Rule 127-2-3.2.
The application must be submitted to the Superintendent by the two or more schools wishing to cooperatively sponsor the team on the form provided by the WVSSAC. The application must include a written agreement signed by each school principal detailing the cooperative agreement per WVSSAC requirements.
If approved by the Superintendent and WVSSAC, the cooperative sponsorship shall then be reported to the Board at its next regular meeting. Per WVSSAC requirements, each cooperative sponsorship application is only valid for the current or upcoming school year and must be resubmitted each year to continue.
Sportsmanship and Code of Conduct
The Superintendent shall develop appropriate administrative guidelines for the operation of the athletic program. Such guidelines should provide for the following safeguards:
1. Prior to enrolling in the sport,
A. each participant shall submit to a thorough physical examination by a Board-approved physician;
B. parents shall report any past or current health problems along with a physician's statement that any such problems have or are being treated and pose no threat to the student's participation.
2. Any student who is found to have a health condition which may be life-threatening to self or others shall not be allowed to participate until the situation has been analyzed by a physician licensed to practice in the State of West Virginia that has determined the conditions under which the student may participate.
3. Any student who incurs an injury requiring a physician's care is to have the written approval of a physician prior to the student's return to participation.
In order to minimize health and safety risks to student-athletes and maintain ethical standards, school personnel, coaches, athletic trainers, and volunteer coaches shall not dispense, supply, recommend, or permit the use of any drug, medication, or food supplement solely for performance-enhancing purposes.
All participants in athletic contests involving one or more of the Board's students or schools shall adhere to the Code of Interscholastic Athletics as specified in Series 4 of the WVSSAC Policies. Those found to be in violation of this Code, including participants, coaches, support staff, and spectators, may be subject to action beyond that which is determined by the WVSSAC including but not limited to application of RCBOE Policies 440 (Student Code of Conduct and Discipline), 544 (Employee Discipline), and/or 720 (School Visitors) as appropriate.
Students will be further informed that participation in interscholastic sports is a privilege and not a right, and that they may be prohibited from all or part of their participation in such activities by authorized school personnel; however, students should be provided some limited form of due process when they will be prohibited from all or part of their participation in such activities.
In order to support the WVSSAC's program to strengthen sportsmanship, ethics, and integrity, the Board commits itself to:
1. adopt policies (upon recommendation of the administration) which reflect the Board's educational objectives and promote the ideals of good sportsmanship, ethics, and integrity;
2. establish standards for athletic participation which reinforce the concept that athletic activities are a privilege, not a right;
3. attend and enjoy school athletic activities, serving as a positive role model and expecting the same from parents, fans, participants, coaches, and other school personnel;
4. support and reward participants, coaches, school administrators, and fans who display good sportsmanship;
5. recognize the value of school athletic activities as a vital part of education.
Special Programs by Community Volunteers
The Board of Education believes in providing opportunities for students to enhance their education through a variety of appropriate co-curricular and extra-curricular activities. The Board recognizes that the community itself can be an excellent resource for such activities and welcomes the participation of community members who have special knowledge and skills that can add to the County Schools' program.
In order to ensure that activities recommended by or involving community volunteers in an instructional role are in keeping with the County Schools' philosophy and will help students better accomplish associated educational goals, the Board establishes the following guidelines for the approval of any activity involving community volunteers:
1. Any suggested activity must be presented to the Superintendent, in writing, at least thirty (30) days prior to the planned starting date.
2. Each request must include:
A. recommendation of the building administrator;
B. the purpose of the activity;
C. the students for whom the activity is planned;
D. the intended learning outcomes;
E. an explanation of how the intended learning outcomes contribute to the educational programs;
F. the names and qualifications of those community volunteers who will be participating in any aspect of the activity;
G. the number of hours and total duration of the activity;
H. an itemization of any of the County resources (staff, facilities, equipment, etc.) that will be needed and the estimated cost(s).
The Board delegates to the Superintendent the responsibility for approving each requested activity based on educational merit, relationship to the total County program and applicable time and/or instructional day constraints. In addition to those established for all regular co-curricular and extra-curricular programs, the Superintendent shall develop any special administrative guidelines required for the proper conduct and evaluation of activities involving community volunteers.
School-Sponsored Publications and Productions
The Board sponsors student publications and productions as means by which students learn, under adult direction/supervision, the rights and responsibilities inherent when engaging in the public expression of ideas and information in our democratic society.
For purposes of this policy, "school-sponsored student media" shall include both student publications and productions. "Student publications" shall include any written materials, (including, but not limited to, banners, flyers, posters, pamphlets, notices, newspapers, playbills, yearbooks, literary journals, books, and t-shirts and other school-sponsored clothing), as well as material in electronic or on-line form (including, but not limited to, websites, web logs ("blogs"), video or audio clips, and newsletters or announcements transmitted by e-mail, wireless broadcast or other similar distribution/dissemination). "Student productions" shall include vocal and theatrical performances, impromptu dramatic presentations, or any electronic media (including, but not limited to, radio and television programs, podcasts, and other video or audio productions that are recorded for re-broadcast or broadcast in real time using any available broadcast technology). Further, the term "publication" shall include distribution and dissemination of a student publication; and the term "performance" shall include presentation and broadcast of a student production.
A student's speech is not protected if it is found to be covered under the following exemptions and / or he / she is not free to publish material that contains the same:
- It is libelous or slanderous;
- It constitutes an actionable invasion of privacy;
- It is obscene, vulgar, pornographic, or of sensual or illicit sexual content;
- It violates federal or state law; or
- It expressly incites students to engage in the commission of an unlawful act or acts, or violate a lawful school policy, or is likely to cause the material and substantial disruption of the operation of the school. Administrators must base a forecast of material and substantial disruption on specific facts, including past experience in the school and current events influencing student behavior, and not on undifferentiated fear or apprehension.
There shall be no prior restraint of material prepared for official school publications except insofar as the material violates the standards of subsection (b) of this section. School officials have the burden of showing prior justification for their limitation of student journalists expression under this section and shall afford students a timely opportunity for appeal.
Nothing in this section shall be construed as authorizing the publication of an advertisement in school-sponsored media that promotes the purchase of a product or service that is unlawful for purchase or use by minors.
A student journalist is not subject to discipline for acting in accordance with this policy.
A student media adviser may not be dismissed, suspended, disciplined, reassigned, transferred, or otherwise retaliated against for acting in conformity with this policy.
As limited-purpose public forums the student journalists or performers associated with the publications and/or productions listed above may address matters of concern and/or interest to their readers/viewers. These limited-purpose public forums are not open to the public at large and are not intended to address general matters of public concern. As limited-purpose public forums, school officials will not routinely and systematically restrict content of the publications and/or productions listed above prior to their publication/performance; however, school officials may review the content and reject an article/publication/production due to one of the following reasons:
A. where poor grammar or writing is evident;
B. where a legitimate question of age appropriateness of the material exists;
C. where matters beyond the limited scope of the forum are included; and/or
D. where the content involves unprotected speech.
These publications and or productions shall contain a notice to the reader/viewer that the material, while school-sponsored, is student directed and subject only to limited prior review. Given these student publications and/or productions have been designated as limited-purpose public forums, the school assumes no liability for their content beyond that covered by the school officials' limited prior review. With editorial control comes responsibility. Student journalists and performers are expected to establish and enforce standards for their publications/productions that are consistent with professional journalism/theatrical/broadcast standards.
All other school-sponsored student publications and productions, including classroom and/or other curricular, co-curricular, or extra-curricular/club-related publications and/or productions, are nonpublic forums. As nonpublic forums, the content of these other student publications and productions can be regulated for legitimate pedagogical school-related reasons. School officials shall routinely and systematically review and, if necessary, restrict the content of all school-sponsored student media except those publications/productions listed above, prior to publication/performance in a reasonable manner that is neutral as to the viewpoint of the speaker.
Advertising is permitted in all school-sponsored student publications/productions.
Advertisements submitted for publication or inclusion in a production shall be reviewed by the building principal and/or the Superintendent for a determination that they are appropriate for juveniles. The Superintendent retains the final authority to determine whether an advertisement is appropriate and will be included in a publication/production. Advertisements may be rejected for legitimate pedagogical school-related reasons unrelated to the viewpoint of the advertiser (e.g., the advertisement encourages action that would endanger the health and safety of students).
General Prohibitions
Regardless of their status as non-public or limited-purpose public forums, the Board prohibits publications, productions and advertisements that:
A. promote, favor, or oppose any candidate for election or the adoption of any bond issue, proposal, or question submitted at any election;
B. fail to identify the student or organization responsible for the publication/performance;
C. solicit funds for nonschool organizations or institutions when such solicitations have not been approved by the Board.
Appeals
Any student journalist who believes that the free speech or free press rights have been violated by a student media sponsor must appeal such action within ten business days of the alleged violation. Such appeal shall be made under the same process as appropriate to the individual alleged to have caused violation pursuant to Policy 730.
Student Government
The Board acknowledges the importance of offering students the opportunity to participate in self-government within the establishment of the schools.
Students shall have the right to organize, conduct meetings, elect officers and representatives, and petition the school principal and/or the Board.
The Board will recognize the student council as the official voice of the student body for students in grades 5-12 and for the purpose of:
A. giving students practical experience in organizing, planning and, affecting outcomes;
B. developing student leadership;
C. providing a learning experience in democratic decision making;
D. offering another avenue toward the realization of the goals of this County.
The Board, through its school principals, shall appoint a qualified member of the faculty to serve as advisor to student government activities.
Student Fundraising
The Board acknowledges that the solicitation of funds from students by students must be limited since compulsory attendance laws make the student a captive donor and since such solicitation may disrupt the program of the schools.
For purposes of this policy, "student fundraising" shall include student solicitation and collection of money for any purpose, from any persons, including collection of money in exchange for tickets, papers, or any other goods or services.
The Board will permit student fundraising in school, on school property, or at any school-sponsored event only when the profit therefrom is to be used for school purposes or for an activity connected with the schools.
All proceeds from fundraisers conducted by a school are to be receipted and deposited intact into one of the school's depository accounts. Merchandise purchased for resale is to be purchased by checks issued for that purpose. The purchase invoices are to be retained as supporting documentation for the disbursements.
A profit and loss statement must be prepared and made available for public inspection for each fundraising activity conducted by a school that shows gross proceeds, cost of goods sold and net proceeds. All forms must be signed by both the preparer and the school principal.
In addition, certain fundraising activities are subject to the collection and remittance of consumers' sales tax.
Fundraising activities must be covered by liability insurance. The school board's Commercial General Liability Policy through the Board of Risk and Insurance Management (BRIM) generally includes elected or appointed officials, faculty members, employees, volunteers and student teachers acting within the scope of their duties, regardless of whether on school grounds. Volunteers must be acting on behalf of the school board and not a separate entity. Therefore, volunteers working for a school support organization with a separate FEIN number and/or IRS 501 (c)3 status may not be covered by the school board's policy but volunteers working for a school support organization that is not a separate legal entity and that runs all funds through the school are considered covered.
Use of the name, logo, or any assets of the Board, including, but not limited to facilities, technology, or communication networks, is prohibited without the specific permission of the Superintendent.
Crowdfunding activities aimed at raising funds for a specific classroom or school activity, including extracurricular activity, or to obtain supplemental resources (e.g., supplies or equipment) that are not required to provide a free appropriate public education to any students in the classroom may be permitted, but only with the specific approval of the Superintendent.
Student fundraising by approved school organizations may be permitted by the Superintendent.
All school support organizations must be approved, in advance, by the Board in order to conduct fund raising activities in the name of a County school. In addition, the organization must obtain authorization from the Superintendent prior to each fundraising activity being held. A profit and loss statement shall be prepared for each fundraising activity conducted by a school support organization that shows gross proceeds, cost of goods sold and net proceeds.
Advisors for approved school organizations shall not accept any form of compensation or gift from vendors that might influence their selection of a vendor that will provide a fund-raising activity or a product that will be sold as a fund-raiser. Furthermore, advisors for approved school organizations shall not accept any compensation or gifts from a vendor after a decision has been made regarding a fund-raising activity or a product that will be sold as a fund-raiser. In addition, advisors for approved school organizations who make the selection of a vendor that will provide a fund-raising activity or a product that will be sold as a fund-raiser shall not enter into a contractual arrangement whereby an advisor receives compensation in any form from the vendor that provides a fund-raising activity or a product that will be sold as a fund-raiser.
Such compensation includes, but is not limited to, cash, checks, stocks, or any other form of securities, and gifts such as televisions, microwave ovens, computers, discount certificates, travel vouchers, tickets, passes, and other such things of value. In the event that an advisor of an approved school organization receives such compensation, albeit unsolicited, from a vendor, the individual shall notify the Treasurer, in writing, that s/he received such compensation and shall thereafter properly transmit said compensation to the Treasurer at his/her earliest opportunity.
Additionally, no employee of the Board shall solicit a charitable gift from any person who is also a Board official or employee and whose position is subordinate to the soliciting employee.
Student Attendance at School Events
The Board encourages students to attend as many school events held after school as possible, without interfering with their school work and home activities. Enthusiastic spectators help to build school spirit and encourage those students who are participating in the event.
However, in order to ensure that students attending as nonparticipants are properly safe-guarded, the Board requires that all elementary school students be accompanied by a parent or adult chaperone when they arrive at the event and throughout its duration. Any unaccompanied student will not be allowed to attend the event, and the Board will not be responsible for students if they attend without an adult chaperone.
The Board will continue to provide adequate supervision for all students who are participants in County-sponsored events.
Public Performance by Students
The Board of Education recognizes the value to students of sharing their talents and skills with the community through participation and performances in public events.
The Board endorses such performances when:
A. they constitute a learning experience which contributes to the educational program;
B. the circumstances of the event do not pose a threat to the health, safety, and well-being of the students who will be involved.
All requests for public performances by students require the approval of the principal.
Parental permission shall be sought and received before students participate.
Sounding of Taps at Funerals for Veterans
The Superintendent shall, in collaboration with organizations and supporters of veterans, develop administrative guidelines for the establishment of school programs that encourage capable students in grades six through twelve, inclusive, to sound Taps on a standard or valved bugle, trumpet, cornet or flugelhorn during military honors for funerals held in the County. The guidelines shall address notification of capable students, obtaining the consent of their parents or guardians for voluntary registry as a candidate able to sound Taps, assure that the distance from the student's residence to the location of the funeral is reasonable, credit toward community service or work based learning, recognition of participating students, and limits on the amount of regular classroom instruction that a student may miss to fulfill a community service or work based learning requirement or, if none, on the excused absences that the student may accrue for this activity.
The Board shall not be responsible for any costs associated with the program, including transportation to funerals and are not liable for student supervision while absent to participate in funerals.
School-Sponsored Vocational / Industrial / Technical Projects and Related Charges
The Board may approve school sponsorship of functional occupational projects as part of the shop instruction related to the occupations being taught in its schools.
Functional projects must be approved by the appropriate classroom teacher and principal.
Careful consideration shall be given to each project to ensure that the service rendered is not being exploited; that the project is of educational benefit to the student(s); and, that appropriate instruction and supervision relative to the project is in place and can be maintained.
Patrons shall be charged only for the actual cost of materials used in completing instructional projects. No tipping shall be allowed to any student or teacher, though nothing shall prevent a patron from making a donation to the school or the Board as would be permissible from any member of the general public.
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