Coraggio Consulting
Loudoun County School Board, Student Services Committee Meeting, Wednesday, January 24, 2024

Date: Wednesday, January 24, 2024
Place: Loudoun County Public Schools / School Board meeting (see BoardDocs / LCPS-TV)
Length: 47m (video)
Official meeting video (Vimeo / LCPS-TV): https://player.vimeo.com/video/906163413?rel=0
BoardDocs (School Board): https://go.boarddocs.com/vsba/loudoun/Board.nsf/Public

Machine transcript (speech-to-text) produced by Coraggio Consulting. Not an official county record. Names and numbers may be misspelled; check the video at the timestamp before quoting.
Speech-to-text: whisper.cpp, model large-v3-turbo. Produced 2026-10-21. Timestamps are [HH:MM:SS] into the meeting video.

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[00:02:40] good afternoon, everyone. I'd like to call this January 24th, 2024 meeting of the Student Services Committee to order. My name is Anne Donahue. I am the chair of this committee. We appreciate your presence here today. The purpose of our meeting is to discuss proposed revisions to the policies in the information items. Before we proceed, we value public input.

[00:03:06] If there is anyone from the public who wishes to address the committee, we've asked them to fill out a speaker card at the registration table and I believe we have one public speaker today. Thank you for engaging with the school board through the public comment process. The school board welcomes comments from Loudoun County residents and believes that strong community engagement and outreach are important components of a successful school system. Speakers must limit comments to the time allotted. Based on the number of speakers and the agenda this evening, all speakers have been allotted three minutes for each public comment. Please be advised that speakers who miss their time slot will not be

[00:03:44] called at a later time. All audience members shall maintain civility, decorum, and respect for the functioning and dignity of the school board at all times. Please remain seated unless arriving, departing, speaking at the table, or during a break. Violations of civility, decorum, and respect include shouting, heckling, jeering, applause, or other noise which disrupts or delays the meeting, obstructing speakers from being able to see the school board, and vice versa, interrupting speakers, attempting to speak when not called to do so by the chair and approaching a speaker or otherwise attempting to intimidate disparage or distract a speaker staff member or other meeting attendees

[00:04:21] speakers should refrain from vulgarity obscenities profanity or other light breaches of respect nor may speakers target criticize or attack individual students during public comment speakers should communicate those concerns to their school principal or an appropriate school official additionally complaints regarding division employees should be directed to the school principal or an appropriate school division official. Speakers should face us and direct their comments to the school board. Per LCPS policy, members of the school board will not answer questions or respond directly to the public during the public comment period. Violations of decorum

[00:04:57] or civility by any meeting attendee may result in the chair directing staff to remove the attendee from the remainder of the meeting. Repeated or persistent violations of decorum or civility by the audience may result in on the decision of the chair, public comment being tabled until a later Point in the meetings agenda limiting the number of attendees in the meeting room during public comment for safety reasons or the public comment period ending for the evening Copies of materials for board members should be given to the public information officer in the media box at the back of the boardroom prior to the start of the meeting Please provide 12 copies of materials under no circumstances may a speaker approach the board members

[00:05:34] The public is reminded that access to school board meetings is available on the LCPS website And I will remind the audience that as this is a committee meeting, not a full board meeting, this meeting is not being live streamed. It is being audio recorded, but not video recorded.

[00:05:52] And because we don't have name tags, as I said, I am the chair, Ann Donahue. To my left is Chair Melinda Mansfield. To my right is board member Carrie LaBelle. And with that, let us proceed with public comment.

[00:06:08] We're not using the timers that will be easy for you to see, but I will set a timer over here and give you a sign if you are getting close to your allotted time. So, Ms. Andrea Weisskopf.

[00:06:25] All of those rules, it's me. I promise I'm not, I mean, yeah, I'm mostly harmless. First, I want to thank you for having your meeting at 5.30. Tomorrow, there are two committee meetings that are held during the workday, and I have to take time tomorrow in order to attend those meetings as an interested citizen and teacher.

[00:06:53] Tonight, you are looking at policy 8040. Governor Youngkin's model policy 2023 is only a model of fear and othering. It is not a model that ensures respect for all students.

[00:07:14] I am not a member of the LGBTQ community. I do not know what it is like to wake up in the morning, look in the mirror, and not see myself in that mirror. But I believe those who have that experience.

[00:07:38] When people tell you their experiences, they must be believed and respected. Thank you. Black Lives Matter. Thank you.

[00:07:56] Next, we will move on to agenda item three, approval of November 16th, 2023 minutes. Normally, I would entertain a motion. We have the minutes from that meeting available. Has everyone had a chance to review the minutes?

[00:08:19] Normally, I would ask if there are corrections or additions and entertain a motion to approve the minutes. However, as the previous meeting was in November and conducted by the outgoing board members, none of us was present at that meeting.

[00:08:38] But the draft minutes were presented to Vice Chair Harris-Mahedevi and Board Member Brenda Sheridan for their approval. And they have signed, each of them signed a certification indicating that the draft minutes are accurate and do not need any correction.

[00:08:55] So I am not entertaining any motions. We are accepting the minutes from the November 16th, 2023 meeting of the Student Services Committee as accurate based on the verification of the two outgoing Board members who were present at that meeting. So now we can move on to the information items which comprise the bulk of our agenda this evening.

[00:09:23] We have three information items on the agenda, each to discuss proposed revisions to LCPS policies pursuant to the cyclical review structure. The first item is 4.01, revised policy 5090, graduation diplomas and certificates.

[00:09:44] Ms. Ross. Good evening. It's a pleasure to be in front of you this evening to review policy 5090. My name is Heather Ross, school counseling supervisor. There were not many changes made to this policy, but I will review the ones that we have made just to provide some clarity.

[00:10:08] In lines, essentially in lines 2 through 15, there were some changes made to the wording to provide additional clarity and support, you know, language translations and just understanding of the language. First, lines 17 through 22, we did remove the modified standard diploma as this is an expired diploma, no longer recognized through the department, or I'm sorry, the VDOE. And lines 24

[00:10:44] through 36 provide changes to wording for clarity as well. So overall not many changes to this policy as our graduation diplomas and certificates are identified and structured through the Department of Education. Providing additional clarity when changes are made to graduation requirements can be tricky when the policy is revised every three years sometimes graduation

[00:11:17] policies or procedures can change in a year so that is why there's not too much detail here and it mostly references the virginia department of education requirements for graduation and certificates thank you ms ross i will now open the floor for discussion and i will start with a question of my own as everyone knows we recently instituted international baccalaureate programs at two of our high schools uh does this policy encompass degrees that could be awarded in the

[00:11:55] future through those programs thank you for that question that's a great question so as we become certified through ib um you know additional requirements may be added in future years however because ib has their own requirements and the certificate or the graduation the diploma the ib diploma actually comes after the standard or advanced is given. Typically the diploma recognition does not get supported by IB until after the student graduates. So identifying the

[00:12:30] diplomas and certificates for the VDOE we felt were important here. We could possibly provide clarification of the IB and future additions or possibly in other support documents. Thank you.

[00:12:46] Members of the committee, do you have any questions or comments regarding these proposed revisions? Yes, Chair Mansfield. If you were going to add wording, would you like for us to make a motion to amend this at this point?

[00:13:18] Or do you want to come back? Thank you, Ms. Mansfield, for your question. Given that we have recently been certified, and as Mrs. Ross has explained, the deferment of the diploma for IB is given after the standard or advanced standard is achieved by a student.

[00:13:44] I think we would be looking more at a regulation, possibly, or a guidance document, not necessarily a policy revision for 5090, since 5090 currently captures only the diplomas that are certified and defined by the Virginia Department of Education.

[00:14:06] That makes sense. Thank you. Any additional questions? Seeing no further questions, I will entertain a motion to do something.

[00:14:28] I'll make a comment. Yes, Madam Chairman. I make a motion that the proposed changes as part of the standard cyclical, wait, that the Student Services Committee approves policy 5090, graduation diplomas and certificates, and send it to the full board as an information item.

[00:14:47] We have to go for action first. We have to do action.

[00:15:06] If I can ask a question, staff, do we need to make a motion to put this for action on our next agenda? According to the current policy review cycle, which I'll go back to, there you go, you would want to make sure that the committee is comfortable as the policy revisions have been presented, which you have done.

[00:15:29] The next step would be that we would send the policy as you have accepted it as an information item out to our advisories and other committees for their feedback. It is then posted for two weeks for public feedback, and then it would come back to the committee in February of 2024 as an action item.

[00:15:53] At the time that it comes back to you in February, you would also receive the packet that contains any and all of the public and advisory and committee feedback for your additional consideration before you take the final step of sending it to the school board for information and then action.

[00:16:15] Thank you, Ms. Richardson. And for us to ask student services to initiate that process, do we need to make a motion here? Yes, so you would need to accept the policy revisions, which you have done, and then you would make a recommendation that it be placed on the February 2024 Student Services Committee agenda as an action item for the committee to consider after all feedback has been received.

[00:16:45] Thank you for that clarification. You're welcome. We appreciate your patience because this is what happens when you have 100% new board members. You're doing a fantastic job. That being said, I will entertain a motion. Okay, try this one again. I would like to make a motion that the proposed changes, as far as a cyclical review, go to the February 20, 2024 agenda as an action item.

[00:17:16] Is there a second? I second the motion. Thank you. All those in favor? Aye. Aye. Any opposed? No. Motion carries unanimously. success uh next we will move on to item number 4.02 revised policy 8410 immunization requirements dr bowers thank you and good evening so current policy 8410 was adopted by the school board on

[00:17:50] february 23rd 2021 uh staff's bringing back this policy for minor revisions uh in compliance with the 2023 virginia school board policy updates uh revisions are based on changes in laws and regulations or to correct a text error in the current policy. As you'll notice, there's only two updates that staff are recommending for this policy. The first is in lines 11 and 12. We're adding physician's assistance and advanced practice registered nurse. And this language reflects new

[00:18:25] language that's adapted or adopted in the VSBA model policy. And then in lines 26 to 27, we're adding Physician's Assistant, Advanced Practice Registered Nurse, and we're deleting Licensed Nurse Practitioner.

[00:18:42] And this language reflects new language again adopted by the VSBA Model Policy. And just to clarify, an Advanced Practice Registered Nurse is the same position as a Licensed Nurse Practitioner. It's just a new title for the same position. I'm happy to answer any clarifying questions you may have as today was the first reading.

[00:19:01] we'll allow you some time to review this policy and the posted feedback from the community for the next meeting and we'll bring this back as an action item if so directed by the committee. So I'm happy to take any questions. Thank you Dr. Bowers. I will open the floor for discussion and again start with my oh go ahead Ms.

[00:19:25] LaBelle please go ahead. I have sent it.

[00:19:48] I can help you with the first one which yes we'll put a comma between that one is I want to look at the

[00:20:18] the model policy to see how they word that and we can certainly find that answer for you um so in the model policy there is no apostrophe there is not and i'll we'll make sure that if there should be we will but i don't i don't see one in the in the model policy miss richardson does that seem

[00:20:46] correct okay so the comma is good dr bowers i apologize if you address this already but the um It appears that this policy was last amended in 2021, but we are looking at it now less than the five years.

[00:21:09] Why is that? So in 2023, Virginia School Board sent out some modifications or adoptions to the policies, to certain policies. This was one of the policies that was sent to all of the school boards as well as to the school systems asking us to make the following changes because the law had changed.

[00:21:34] So we're reflecting those minor changes. And the only changes were the rewording to physician's assistant and advanced practice registered nurse. And because of the advanced practice registered nurse being added, we deleted the licensed nurse practitioner.

[00:21:51] So it's simply to comply with the law that's changed since it was adopted in 2021. - Thank you. Members of the committee, do you have any further questions or comments?

[00:22:16] Okay, seeing no further questions, I will entertain a motion to accept the changes, send this out for comment, and place it on the next meeting as an action item.

[00:22:38] - Dr. LaBelle. - I move that we accept the changes on this policy And send it out for preparation for an action item in February 2024. Is there a second? I second.

[00:22:55] All those in favor? Aye. All those opposed? Motion passes unanimously. We will see this for action in February. Thank you. Moving on to item 4.03, revised policy 8415, blood-borne contagious communicable or infectious diseases.

[00:23:17] Dr. Bowers. Thank you again. So if you'll look in your packet to policy 8415, the version that is redlined and has the numbers on the page. Again, this policy was adopted by the school board on December 17th, 2019.

[00:23:38] We're bringing the same exact reason for the last one. We're bringing back this policy for minor revisions to be in compliance with the 2023 Virginia School Board policy updates. The revisions are based upon changes in laws and regulations and to correct a text error in the current policy.

[00:23:55] And in this, there's only two updates as well. In line 20, we are removing the word A. And that will read, instead of some example of communicable diseases, it'll simply read some examples of communicable diseases.

[00:24:15] And then in lines 53 and 54, we're going to include the student's physician, Physician's Assistant, Advanced Practice Registered Nurse, and the word AND. I'm happy, again, to answer any questions you may have.

[00:24:35] Again, this language reflects new language adopted by the VSBA model policy, and then staff will bring this policy back for action items, if so, directed by the committee members. Thank you, Dr. Bowers. My only comment on this change was I'm a fan of the Oxford comma, and I had thought perhaps in line 26 we could add one, but it's not hugely important.

[00:25:02] Members of the committee, do you have questions or comments about this chairman's field? It's the same question. They have physician, but on line 53, they have physician's assistant with a comma, with an apostrophe there, sorry, apostrophe, as opposed to how they have it in the other one.

[00:25:23] So, physician. Yeah. So we're going to remove that. We should probably Google it. We'll make them consistent. Physician assistant. So we should probably re-look at that. We'll figure it out.

[00:25:42] We'll happily make the correction to be reflected as physician assistant on policy 8410 that was previously presented on immunization requirements so that the policy language is consistent.

[00:25:59] You know, the plural of attorney general is attorneys general. I don't, the singular plural. I don't know. I would ask Ms. Richardson that when your staff is looking into it, to just be consistent throughout the different policies.

[00:26:19] Whatever we determine is the most correct way to write that phrase. Chair Mansfield, did you have any further comments or questions? No, I did not. Dr. LeBell. I also am a fan of the Oxford comma and would love to have it added there for clarity.

[00:26:37] Thank you.

[00:26:56] Richardson. Am I allowed to make my own motions? Okay. I move to accept the proposed changes and for the Department of Student Services to begin the process of sending these provisions out for feedback from the advisory committees of the public and to place this as an action item on the February 2024 agenda. Is there a second? I second. Thank you chair. All those in favor, aye. Aye. Anyone opposed?

[00:27:31] Passes unanimously we will see this in February as well. Okay, and now turning to our discussion item agenda Number five point zero one review of policy 8040. Ms. Richardson. Thank you chair Donoghue LCPS has an established process for proposed revisions to school board policies LCPS reviewed the policy 8040 in response to the 2023 model policies, which were issued by the governor

[00:28:11] on July 19, 2023. The policy 8040 was considered and adopted in response to the prior model policies issued by the Virginia Department of Education in March of 2021. As you know, policy 8040 has been referred to the Student Services Committee for review through the formal LCPS policy review

[00:28:42] process. The VGOE issued its updated 2023 policies again back in July, and it was at the direction of Acting Superintendent Dr. Daniel Smith during the August 8th, 2023 board meeting that he referred to the Student Services Committee for review.

[00:29:03] So the slide before you brings you sort of up to speed on the proposed timeline that was shared with the previous Student Services Committee. So what was proposed was that in October, we went through the timeline, we went through the process, and we broke the current policies of 80-40, and then looking at the model policies, we broke them out by sections. So in October, we did student identification as the first section.

[00:29:39] We did a side-by-side comparison. We lifted the language directly from model policies 2021. Then we showed the same section for student identification of policy 8040. And then we did the student identification section for model policies 2023. In November, we completed that same process of looking back at 2021, looking at current policy 8040, and then looking at model

[00:30:12] policy 2023 for access to activities and access to facilities. Had we had a December meeting, we would have been slated to look at the sections that addressed professional development and training as well as other considerations. The committee had agreed to follow the same format of looking at the 21 model policies, current policy 8040, and then model policies 2023.

[00:30:46] That brings us to where we are today. So staff has now presented so far sections A through C of policy 8040. Again, that's student identification, names and pronouns, access to activities, and access to facilities. Specifically, staff presented on section A at the October 19th, 2023 student services meeting, and sections B and C at the November 16th, 2023 student services

[00:31:22] Committee. Staff had plans, as I mentioned, to review sections D and E of 8040, professional development and training, and other considerations on the scheduled December 21st, 2023 Student Services Committee meeting. At the November 16th, 2023 meeting, direction from the former Student Services Committee members was for staff to provide revisions to 8040 to incorporate language

[00:31:57] that ensures that it provides for the privacy, dignity, and respect of all students. In preparation for the scheduled December 21st, 2023 meeting, staff did so. However, due to scheduling conflicts of the then-time Student Services members, we were not able to meet in December of 2023.

[00:32:22] And in light of the cancellation of that meeting, we did not get through the entire process of getting to Sections D and E of 8040 for the committee to consider. That being the case, and given the new composition of our Student Services Committee, staff wanted to be able to provide you with the foregoing overview of the process that we've taken and where we are in the current process, and we seek your guidance on the direction that you would like for us to take moving forward.

[00:33:03] Thank you, Ms. Richardson. So my understanding is you were direct, the student services was directed by the previous committee to review policy 8040 and prepare proposed revisions that's correct you started that process not completed the process of proposing revisions correct and so no decision by the prior committee has been made regarding whether to accept or not any proposed revisions that's correct

[00:33:40] Thank you. So I believe at this time it is incumbent on our committee to decide whether we want you to continue with preparing proposed revisions or not, or if we have any other ideas how to treat policy 8040, whether to leave it as it is, whether to replace it, whether to repeal it, or ask the department to finish the process of preparing it.

[00:34:16] preparing proposed revisions to be presented to us and that is why I put this item on for discussion today so that we can, those are the options as I see them for how to proceed. If my committee members have ideas as to any other options, I would like to discuss them and of course any thoughts that we have about how we should proceed with 80/40 at present.

[00:34:45] Thank you Chair Donohue. I have, I think that we should, my thoughts is to continue the process that we started and that you guys have already started working on. And so that we can be thoughtful about looking at the policies, everything together. That's just my thoughts.

[00:35:16] Thank you. Dr. LaBelle. I think it's critical to continue to look at both sections C and D and continue the review of what is being said here and the impact it will have on students and parents in the community and then have further discussion once we've done some revisions in these areas.

[00:35:49] Thank you, Dr. LaBelle. Ms. Richardson, would you be able to give us an estimate of how far along the department is through the process of preparing revisions?

[00:36:06] Certainly. So after the November 16th Student Services Committee meeting, we began the work on looking at the revisions. It is also important to note that during that meeting, Wes Allen acting division counsel at the time was able to present the legal implications so the committee members did get a chance to process that information as it relates to the Virginia Human Rights Act Title IX and our current LCPS non-discrimination policies so there was some dialogue around that

[00:36:39] and certainly you can access the archived meeting so for the February meeting if I understand you correctly, we would be going back to sections D and E, doing that side-by-side comparison so that you have an understanding of what was said in Model Policies 21, what was captured in current LCPS Policy 8040, and then what Model Policies 23 say, and then we could also then begin to look at a revised Policy 8040.

[00:37:13] And another point of clarity, you would like for us to continue the direction of revising that policy to ensure and protect the rights of all students. And Ms. Richardson, if we were to ask your department to proceed with that process, would you be in a position to present us with proposed provisions in time for a February meeting?

[00:37:43] Yes. Thank you. Chair Mansfield, did you have other questions or comments? Dr. Lavelle, did you have other questions or comments? No. Okay. I have to talk.

[00:38:08] I think it, I also think that it makes sense to ask your department to continue with the process of preparing revisions. And I don't know if we need to vote on it, but I would ask that the department complete that process of preparing proposed revisions in the hope that we might be able to see that as an information item at our next meeting.

[00:38:40] Certainly. That is the will of the committee. We'll be prepared in February. Thank you very much. Okay. That concludes item five. Item six is new business. I don't have any, Madam Chair.

[00:38:58] Dr. LeBell. No, you don't. Okay. As there is no new business and we have gotten to the end of our agenda, this meeting is hereby adjourned. Oh, sorry. I did have a question, Chair Donoghue. Yes, ma'am. At this time, we are scheduled to be meeting as a committee the third Thursday of each month.

[00:39:23] There has been a request for the consideration of a 5.30 start time instead of a 5 o'clock start time on the third Thursday of each month. We just would like to confirm that with all committee members at this time.

[00:39:39] Ms. Richardson, could you remind me when HRTD is meeting, if you happen to know?

[00:39:56] HRTD is meeting on the 4th Thursday of each month from 3... It's either 3 to 4 or 3.30 to 4.30. But the 4th Thursday. Correct. And Student Services is the 3rd Thursday. Student Services is the 3rd Thursday.

[00:40:15] So I believe that would be February 22nd? Yes. For the month of February. February 22nd at 5.30? and the request has been for a 5 30 start actually it would be the 15th the third thursday of february is the 15th at 5 30 okay apologies no you're fine so that would be mark that would be

[00:40:48] february 15th at 5 30 that is for us 5 30 yes uh yes we can do that thank you miss richardson anything else for your department.

[00:41:10] Nothing further. Thank you so much. Thank you. Thank you, committee members. We are adjourned.

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