Coraggio Consulting
Loudoun County School Board, Student Services Committee Meeting, Thursday, May 16, 2024

Date: Thursday, May 16, 2024
Place: Loudoun County Public Schools / School Board meeting (see BoardDocs / LCPS-TV)
Length: 1h 8m (video)
Official meeting video (Vimeo / LCPS-TV): https://player.vimeo.com/video/947216369?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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[00:00:00] good evening everyone thank you for being here I am Ann Donahue the chair of the Student Services Committee and we will go ahead and call this meeting to order the I had X I had meant to request that there be another item on the agenda for remote participation because I believe Ms. LaBelle would like to participate remotely and I I think I neglected to ask if that be included I apologize for that um i i don't know if we have to make a motion to change the agenda i think we do

[00:00:34] i i'm i'm moving to change the agenda to add a new item number two for remote participation i second thank you all opposed or i mean all in favor i motion passes unanimously um so we thank we will uh we will uh uh entertain requests um to for remote participation so ms labelle are you there i am here can you hear me yes i can oh good uh i hope that you are feeling better or okay

[00:01:12] and melissa melinda will give you all the details later um so uh ms labelle i understand that you would like to participate remotely in our committee meeting this evening can you please state your location and whether your request for remote participation is a medical or personal reason it is a medical reason and i am at home in my uh keeping room living room okay thank you and is

[00:01:46] there anyone present with you my husband's in the house and the dog again and is your husband in the same room yes he is do we need to be in a separate room i don't think so uh okay we're not doing any closed coverage or anything um okay and i will entertain a motion that ms labelle's request to participate remotely be granted i make i motion that ms labelle's participation for remote

[00:02:19] participation due to medical reasons be approved. Thank you, Madam Chair Manfield. I second that motion. All those in favor, aye. That motion passes unanimously. Welcome to the meeting, Ms. LaBelle. Thank you so much. Good to be here. Of course. Glad that you could join us.

[00:02:43] And just as a reminder to everyone, this meeting is being audio recorded. It is not being live streamed or video recorded but the audio recording will be available in the coming days to listen to through the LCPS website for anyone who wants to hear it so the next item on our agenda is public comment and we do have two speakers signed up for this evening 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

[00:03:21] limit comments to the time allotted. Based on the number of speakers in the agenda this evening, all speakers have been allotted three minutes each for public comment. Please be advised that the speakers who miss their time slot will not be 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

[00:04:00] the committee chair, and approaching a speaker or otherwise attempting to intimidate, disparage, or distract a speaker, staff member, or other meeting attendees. Speakers should refrain from vulgarity, obscenities, defamation, profanity, or other light breaches of respect, nor may speakers target, criticize, or attack individual students and or individual division employees during public comment speakers should communicate those concerns to their school principal or an appropriate school official the school board requests that comments on an individual student or employee related matter not be shared at public meetings where the disclosure could violate applicable confidentiality

[00:04:34] requirements speakers should face ms mansfield and myself and direct their comments to us per lcps policy 2520 members of the school board will not answer questions or respond directly to the public during the public comment period violations of decorum or civility by any meeting attendee may result in the committee 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 meeting's 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

[00:05:14] should be given to someone prior to the start of the meeting. Please provide multiple copies of materials under no circumstances may a speaker approach the committee members. With that our first public speaker is Jen McLaughlin followed by Lauren Valentine. Ms. McLaughlin and since we don't have a big thing that tells you the time I will signal you if you start to get close. Okay

[00:05:50] good evening my daughter is a kindergartner who is diagnosed with type 1 diabetes at the age of three. We have leaned on our wonderful school in the support of our teacher assistant and nurse who do a phenomenal job with the resources they are given. Yet on numerous occasions, we've run into situations where, despite them doing their best, they could have done more if they were given the proper resources. A situation occurred recently in which the nurse, having access to my daughter's glucose readings from the clinic, would have eliminated a dangerous event. My daughter's classroom assistant was unexpectedly out. Sorry. So a substitute took the class to lunch. However,

[00:06:30] my daughter decided she didn't want to eat lunch on this day. So the substitute, at no fault of her own or anyone else's did not know that a five-year-old not eating her lunch was actually a very life-threatening emergency. She had gotten insulin for her food that she decided to refuse to eat, and at the same time, I'm leading an in-person meeting where I have to run out of the room to call our nurse to ask her then to go to the cafeteria and address the situation. By this point, she had already gotten quite low. If she had the ability to view and receive the alerts about my daughter's blood sugar from the clinic, she would have addressed the situation much sooner and likely would have eliminated or reduced

[00:07:09] the chance of my daughter experiencing this severe low. And this is just one example of many of the scary situations myself and other students, staff and teachers and parents have experienced because our nurses are not given the resources they need to safely care for our children. Our nurse really wants to do the right thing and be there to help her but she's not able to. Our children's lives should not be put in jeopardy or under the reliance of parents having to the middle person between individuals within the school especially when they're miles and miles away in the middle of work and trying to do their lives this has already been implemented in numerous school districts across the

[00:07:46] country and Loudoun County should keep up with the technology in order to keep our kids safe thank you thank you Ms. McLaughlin next Ms. Valentine hello my name is Lauren Valentine I'm a parent of two kids in LCPS one of whom is a seven-year-old type 1 diabetic. I am advocating for changes in LCPS policies regarding CGM monitoring and diabetes management. Federal law gives students like my son the right to receive the individualized care they need to be safe

[00:08:26] and participate in school activities like their peers. Reasonable accommodations under ADA law are not one-size-fits-all. My son's dependence on an adult for diabetes care necessitates CGM follow at school to ensure his safety it's absurd to have to frantically call the office be transferred to the clinic and inform them of rapidly declining blood sugar levels when alarms are missed by a trained staff member while in a noisy cafeteria or while our kids are on the playground playing like they should be relying solely on alerts or recognizing symptoms especially for kids who don't

[00:09:05] exhibit low blood sugar symptoms is very dangerous immediate action can be taken much sooner if CGM follow was made available in the clinic LCPS's current policies obstruct the necessary accommodations for my son and other type one kids and violate federal disability rights laws similar challenges and other districts have resulted in settlements with the Department of Justice favoring CGM use in schools as a parent I've researched the legal framework and precedence supporting this request and I urge Loudoun County to revise its policies to prioritize student safety and adhere to a da law thank you thank

[00:09:44] you miss Valentine and my thanks to both of you for participating and with that we will move on to item number three approval of the minutes from the April 18th 2024 student services committee meeting the draft minutes were posted on board docs at least a few days ago some miss Mansfield miss LaBelle have you had an opportunity to review the draft or would you like some time to do that now i i reviewed it

[00:10:20] earlier so i'm fine thank you i also i also had time to review it thank you thank you are there any concerns with regard to the minutes and if not i will entertain a motion to approve them i move to approve the minutes from the last meeting thank you ms labelle is there a second second thank you all those in favor say aye aye aye all right that motion passes

[00:10:54] unanimously thank you next we will move on to item number four our first action item on revised policy five three four five restraint and seclusion of students Ms. Richardson. Good evening, Chair Donahue, Mrs. Mansfield, and Ms. LaBelle.

[00:11:17] Policy 5345, Restraint and Seclusion of Students, is on the five-year cyclical review. The last vote of the committee during our April meeting was that it come back before the committee as an action item.

[00:11:34] At that time of the meeting, we were also asked as staff members to provide printed copies of regulation 5345, So, you should find that in your packets as well. As a reminder, some of the changes that were made to 5345 were the changes from the Department of Pupil Services, now reflects the Department of Student Services.

[00:11:59] Definitions were removed previously. There was conversation at the time of our last meeting. Staff have since then added the definitions back to policy as well as they have remained in regulations.

[00:12:14] References to prone restraint have been added based on updates to the Code of Virginia governing restraint and seclusion. The revisions now reflect the required actions of LCPS staff with regards to training and reporting and parental notification.

[00:12:34] There's also additions to the policy that indicate the exceptions that are allowable under Virginia law. The changes currently proposed do not impact implementation, training, or reporting of restraints and seclusion. Additionally, I've just given you an overview of the framework of the regulation since you did not have it the last time.

[00:12:56] You do, again, have a printed copy this evening. The regulation is set up with our guiding philosophy on respect, dignity, and a humane approach to behavior management. It is -- it provides an overview of positive behavior intervention supports and how they are utilized within the classroom and educational settings.

[00:13:17] It does contain, as indicated, the definitions pertaining to restraint and seclusion taken directly from the Virginia Code, and they are reflected exactly as policy 5345. It does outline training and development for LCPS staff, the prevention and intervention resources and strategies for LCPS staff to utilize within the classroom and educational settings.

[00:13:45] The regulation does provide an overview of procedures for the appropriate use of physical restraint, procedures for the appropriate use of seclusion, and then the final section of the regulation is parent notification, reporting requirements and expectations.

[00:14:03] It's important to remind the committee that should you make any revisions or changes to the actual policy, we will then have to review the regulation and make the corresponding changes so that they can support proper implementation of the policy across LCPS.

[00:14:19] And at this time, I turn it over to the committee. Thank you, Ms. Richardson. I appreciate the information and the work that your staff has done on this policy. We did receive a request from SEAC to extend the time for consideration before a committee vote on this policy until September to allow them additional time to provide input my inclination

[00:14:50] is to my inclination generally is to to say if SIAC would like more time I would like to try and accommodate that I would not want extending the time to for consideration of this policy to impede what the how the division is handling these issues now or the work of the committee could you speak to those concerns please miss Richardson certainly happy to do so I have consulted with my staff and I have been informed that at

[00:15:27] this time our current practices and implementation are in accordance with the updates in the Virginia code so we would continue to move forward with that so So our policy won't reflect the recent changes, but our practice and implementation does.

[00:15:43] I don't know if we have to have a motion to be able to discuss. So I will move to extend the time to consider this policy until our September committee meeting.

[00:16:09] Is there a second? I second. Thank you, Ms. LaBelle. The motion has been properly made and seconded. their discussion um thank you chair Donahue I'm wondering if we can put this back down to information or if you would like to keep it at action I mean the

[00:16:46] reason this is yeah I suppose it makes more sense to have it so if it's okay I would like to make a motion to I would like to make a substitute motion I guess to put this into information for our next couple of meetings until September

[00:17:16] so do we should we just have it come back for information in September I mean I think we would have the option of putting it back on the agenda for specific individual meetings if we felt that that was appropriate you can suspend the rules to from information to action if you decide to so if I will I would like to make them I move to put this particular policy back on

[00:17:49] information for our September is it 19th meeting our next meeting in September the September meeting of this committee all right I second I I don't know if I need to officially withdraw my motion or if yours is a substitute or amendment but if I need to withdraw it it's consider it withdrawn so the the motion pending before the committee is to is to have policy 5345 revert to an

[00:18:27] information item to return before the committee in our September meeting September 2024 that is the motion which has been properly made and seconded all those in favor say aye aye aye that motion passes unanimously thank you Ms. Richardson we will talk about this again in a few months yes Ms. Mansfield so thank you for entertaining for the regulations and everything like the proposed regulation and things I really appreciate it I as

[00:19:05] we know restraint and seclusion is a an important topic here specifically at lcps because um this is where gg's laws came from and i want to give it the proper due respect that it deserves and and i want to give people the ability for feedback as as um as they deserve for for this so um anyway i appreciate everybody adhering to cx wishes thank you thank you miss

[00:19:39] mansfield and thank you for your flexibility for you and your staff miss richardson absolutely with Can I just have a point of clarification in September do you also want the regulation to come back or are we just bringing the policy back for information or do you still want to be able to kind of go back and forth between the two when considering the policy revisions and then information and feedback from SEAC at that time thank you for that question for that clarification Ms. Richardson if it is possible I would like to see the regulation as well understanding that it may be

[00:20:15] in draft form and understanding that this committee has no authority over the content of the regulation I find it very helpful for me in evaluating the policy itself to see the regulation that it will be operative with thank you if there are no other comments about that we will move on to to Ida to the information items on our agenda starting with item 5.01 which is policy 6640 Ms.

[00:20:47] Richardson thank you chair Donahue as you may recall during our April student services committee meeting staff made the proposal to pause on the revisions of the brand new policy 6640 we did propose a name change emergency first aid CPR aed and diabetes management trained and certified staff and we asked the committee to consider a pause until this month so that staff could have the opportunity to develop a regulation. This was with CEAC's feedback. We did have some

[00:21:24] feedback from MSAC as well as feedback from the committee members to make sure that we were providing the absolute clarity needed as to how we provide training in this area across LCPS. So this evening, I am joined by Mr. Kirk Dolson and Mrs. Donna Nahiski, they will walk us through the draft regulation again this is not something that the committee needs to vote on but certainly we welcome your input feedback and questions mr dolson thank you

[00:21:58] good evening chair donahue and miss mansfield and miss labelle i am pleased to be here to give you just a brief overview of our draft regulation for policy 6640. on our first slide we have basically just a description of what our AED and medical emergency response teams are in our schools, as well as how they are made up, and their roles, the trainings, and the drills that are conducted within those teams annually.

[00:22:37] This slide shows the diabetes medical management plan, otherwise referred to as the DMMP. That must be completed by the health care provider and signed by parents each year. A new DMMP, an addendum, or written orders are required for additions or changes to a student's DMMP.

[00:23:01] Parents are responsible for obtaining any additions or changes from the health care provider. The DMMP is reviewed by the resource nurse or school nurse for clarity. The resource nurse or school nurse contacts the medical provider if there are questions or further information is needed.

[00:23:19] Once the DMMP is approved, the resource nurse or school nurse, parents and guardians, and any unlicensed trained staff and teachers who have responsibility for the child at that school meet to discuss the DMMP to determine the individual needs of the student.

[00:23:40] This information is then incorporated and developed into a classroom emergency action plan, otherwise referred to as an EAP. The EAP will be reviewed with those teachers and staff who have direct care of the student.

[00:23:56] If the student rides a school bus, transportation and the bus driver will be informed of the student's diagnosis and a resource nurse or school nurse will review the EAP with the bus driver. This slide goes into detail about the training and the different levels of trainings offered in accordance with the recommendations from the Virginia Department of Education Diabetes Management in Schools.

[00:24:25] And you see there is a level one training, a level two training, as well as a level three training. Next slide, please. This slide goes into further detail and provides information pertaining to continuous glucose monitors, otherwise known as CGMs, and insulin pumps.

[00:24:47] Parents and guardians may demonstrate the use of CGMs and insulin pumps at schools. The slide also indicates the training necessary to administer insulin and glucagon to students in accordance with the Virginia Department of Education manual for training of public school employees in the administration of insulin and glucagon.

[00:25:13] This slide describes the use of an insulin pump. Due to different models and functions of insulin pumps, parents and guardians are asked to perform all basic setup and maintenance care at home. If the pump malfunctions, becomes dislodged, or comes off of the body, insulin will be administered in accordance with the DMMP.

[00:25:36] If the student has been identified per the DMMP as independent in reinsertion skills, he or she may reinsert the infusion set or pump. If the student is not independent and parents and guardians are unable to come to the school, insulin will be administered by insulin vial and syringe or insulin pen as per the DMMP.

[00:26:04] Mr. Dolson, I'm sorry. I can't read that. Is it just in here? This is the whole thing? Yes, ma'am. You're just lifting it from there. I'm just lifting it from there. Yes, ma'am. Okay. Giving you a high-level overview. Okay.

[00:26:20] i was like so you're on lines 120 to 126 currently of the regulation i'm sorry you're not a speed reader miss mansfield you're not a speed reader no there's a reason my son's dyslexic um okay so 126 yes okay all right i just haven't seen this before okay thank you so much you're very well. I apologize. Per Virginia Code, registered nurses, licensed practical nurses,

[00:26:54] or certified nurse aides who have been trained in the administration of insulin and the use of and insertion of insulin pumps may assist a student with the insertion or reinsertion of the pump. Prescriber authorization and parental and guardian consent must be obtained for that to occur. We as school division cannot require any employee to assist in the insertion or reinsertion of the pump.

[00:27:30] This current slide that you were looking at, and we are probably around page, I'm sorry, we are on line 138. This slide describes the use of CGMs and how schools respond when alarms are set off.

[00:27:49] Action is taken in accordance with the student's DMMP. Some CGMs transmit data via smartphone technology. Based upon known vulnerabilities, and those can be various, LCPS does not allow employees to download CGM-related apps on devices.

[00:28:11] Parents and guardians are asked to perform CGM maintenance tasks at home. And that is a very high-level overview of this draft regulation that we have prepared for you to go along with Policy 6640.

[00:28:26] Thank you very much, Mr. Dolson. I am extremely appreciative to have the opportunity to review the regulation in conjunction with the policy. It helps me very, very much.

[00:28:42] I have -- and the presentation was also extremely helpful -- I have one question about the definition of the Level 2 training. In the regulation on lines 82 to 83, it says everyone receives level 1 training plus additional training to carry out their individual roles and responsibilities and to know what to do in case of a diabetes emergency.

[00:29:09] What does that mean, additional training to carry out their individual roles and responsibilities? I'm going to have one of our trainees, Ms. Nahoski, to assist with that question. This is in addition to what we currently are doing.

[00:29:27] What we will do is when we meet as a team and go over the EAP at that time, we'll get into the different nuances of the student's diabetes medical management plan, and that's what's considered. So it'll be more individual for that student, and that's what we're calling additional training.

[00:29:47] I see. Thank you. of level two training is the level one training and then not a specific program of further training because it varies by the student it's very yeah it's very individualized and it's based on that EAP I see so the nuances that she's referring to it's gonna it's gonna differ from student to student and what their DMMP requires it also could be so specific as the students individual classroom schedule, when they go to lunch, and all those things need to be taken into consideration

[00:30:22] when we're talking about how we're going to manage the student in the school during the school day. Okay. Thank you. That's very helpful as well. All right. Ms. Mansfield and Ms. LaBelle, do you have questions about the proposed revisions? Yes, ma'am. Ms. Mansfield. Thank you, Chair Donohue. So it says LCPS prohibits employees from downloading CGM-related apps

[00:30:51] on lcps devices employee personal devices or gifted devices um so is that our policy is that something we can change so as we discussed in committee two times prior we discussed that there were some things that we would have to navigate as a school division um so one is confidentiality so um as we have previously discussed and is referenced in our regulation there are multiple types of CGMs, and so they come with different apps.

[00:31:31] What is the feasibility of the nurse being able to download these devices? What type of devices will we, as a division, need to purchase? What changes might we need to make to our Wi-Fi and Internet connectivity? What is the plan if Internet connectivity goes down?

[00:31:50] Because we know that that can sometimes happen. And then will it possibly require additional staff? So that is something that the committee will have to consider. So as it stands now, this section is referenced in the policy 6640.

[00:32:07] It begins on, I believe it is line, sorry, I just had it. I want to say it's around line 9, 9 down to maybe line 15, where we're talking about how we are training staff.

[00:32:26] SO I BRING THE COMMITTEE BACK TO THE FACT THAT THE VSBA MODEL POLICY RECOMMENDED THAT WE HAVE TWO STAFF MEMBERS TRAINED, STAFF HAVE RECOMMENDED THAT WE HAVE THREE STAFF MEMBERS TRAINED IN EACH BUILDING, AND THEN AT LINE 9, STARTING AT LINE 8, IF ONE OR MORE STUDENTS DIAGNOSED AS HAVING DIABETES ATTENDS SUCH SCHOOL, THERE SHALL BE AT LEAST, THE RECOMMENDATION was two, we have said three employees that will be trained in the administration of insulin and glucagon.

[00:33:01] The regulation came from some of the feedback from SEAC. You should have that in your packet. It's their recommendation number four, where SEAC's recommendation reads as, "Shall be at least two employees," again, we have said three, "who have level three diabetes training as defined by the American Diabetes Association and the Virginia Department of Education, in blood glucose monitoring, including reading and responding to continuous glucose monitor alarms and trends.

[00:33:37] The administration of insulin, including the use and insertion and reinsertion of insulin pumps or any of its parts. And so the section that Mr. Dolson went over in our draft regulation, starting at line 138, describes how we are currently supporting that within the educational setting.

[00:34:04] Because that was really in question. Like, how does it play out at the building level? What does it look like, feel like, sound like when this happens? And so that was our attempt in our regulation. And we did partner with some of our fellow school divisions across Region 4.

[00:34:22] a lot of work with Prince William County because their regulation is similar to this one their practice is similar to ours but certainly we welcome the feedback and additional thoughts and if the committee would like for us to do some more research on what the impact might be that is a heavy lift to now task the school nurse with depending I don't have that data with me but I can probably pull it up.

[00:34:53] I think the highest location or number of students we had at one school was 10. Okay, so let's look at our highest. The impact to that particular school nurse would be having a device. So can it all be on one device, especially if it's multiple downloads of the same application?

[00:35:16] Can the application allow us to have more than one student? And what are the considerations for HIPAA? and FERPA confidentiality what is the time involved with that monitoring and how does it how does it align with current practice how would it change current response to continuous glucose monitoring so those are all things that that the committee will need to consider thank you

[00:35:49] Ms. Richardson, are you aware if other school districts, either in our region or in other parts of Virginia or the DMV, are having their staff do this monitoring through school devices of the CGMs?

[00:36:15] I take what you're saying about the issues with how many versions of a program would we have to download and how many different programs would we have to download, but certainly we can't be the only school system that's struggling to figure out the best way to address this issue.

[00:36:33] So I'm wondering if there are already programs out there or if the current programs that exist are working on developing a version that would be specifically for use in schools so that you can, you know, put 10 students on the same app, BATIT Technology.

[00:36:56] And then I believe Ms. Mansfield has some follow-up also. Sure. Thank you. know when we researched around current area Prince William does not Fairfax does not and neither does Manassas City does not okay so so I in our notes from the that committee meeting I asked to look into the cost of monitoring the pumps either on or off-site and also look into the technology you look did you look

[00:37:30] into the technology yes and as it stands now there is no one platform the one One that we did find -- and I cannot recall the name of the application -- clearly said it is not HIPAA compliant. So that was a no-go. So there is no other platform that would allow us to have multiple applications for CGMs.

[00:37:54] Keep in mind some of them could be multiple downloads for, say, the Libre, that we could keep in one place and then actively be monitoring them. So there's still the matter of going into the actual application for each student and at the highest it would be 10 of those applications that a nurse would have to have downloaded more than likely on some sort of tablet so that you can see the individual apps.

[00:38:24] We would have to name those apps but there's not one platform that has been created that provides us that resource that would be compliant with confidentiality as well as HIPAA. happy to continue to do some more research for sure personally i would really like for you guys to i would really like to figure this out for the parents and for the kids um i know this is a heavy lift and i'm asking you all do all sorts of heavy lifts this year we got all sorts of heavy

[00:38:52] lifts um i but we're talking about a child who could and it could be dangerous and we just heard from public comment today and that's concerning to me so I mean we're Loudoun County we should be able to figure things out so I I guess I'm just not comfortable signing off on any of this without a little bit more something

[00:39:32] pilot study something this man's field can I ask you a question yes you've been out to any of our health offices to visit I have been to the athletic trainers recently um and i can go to the i would welcome you to do that okay well i do understand that they're busy i i do understand that if that's what you're getting at no i'm not getting at anything because i i think this is really important it's it's very difficult when a nurse is seeing 80 students a day coming through our health office so maybe what we need to look at

[00:40:08] is staffing yes that's why i would love for you to go out there and just and see and then come up of the way that we could if there's a budget implication and that's that's part of looking into this I'm happy to do that okay thank you and I'm happy to advocate for that and I just want to add as a former high school principal the load of the number of students that you have with multiple health concerns is large and putting this I would echo what mr. Hoski said about the staffing piece is this is it's going to be a staffing implication because of the

[00:40:45] increase in responsibility to manage yet one more thing if that makes sense when you're also managing things that are coming into your office or things that are happening around the building that also require you to leave your office to respond to either a staff or a staff member or student who's also having another type of a medical emergency so I think it I a hundred percent echo what everyone has said about the importance of this but I do think it also has to we also have to recognize that it could be a staffing implication for our our

[00:41:22] student health offices within all of our schools because every every school is touched by this thank you mr. Dolson miss LaBelle did you have questions just one I noticed in the regulation in the policy talks about making bus drivers aware of this, the EAP. My question is sometimes we get substitute bus drivers. Will we be

[00:41:57] including them in this? I know that we have substitute problems with substitutes in the building, but at least there's another person in the building that would know what's going on. I'm just concerned about if we had substitute bus drivers and somebody had an issue that needed assistance. So thank you for that question, Ms. Abel. Yes, that would be something that we would have to be um very diligent about requiring um it would be something very similar to what a teacher would have to put in their substitute plans that they would need to um they would need

[00:42:31] to alert the substitute to a specific student's um health needs um so yeah so we would have to do the same thing for bus drivers as well okay thank you thank you mr dolson so at this point i take Ms. Mansfield's concerns seriously with regard to wanting to put more thought time effort into figuring out if there is a way that we can leverage available technology to to allow for

[00:43:11] the CGM monitoring at school by staff that being said it sounds to me like we have not yet identified technology that is available that works for our purposes and I would like to see this I would still like to see this policy come back for action for our next meeting and I don't think

[00:43:44] that that means we have to stop the conversations about or inquiries into whether the electronic piece will be possible especially since that's not in the policy right now it's only in the regulation Ms. Mansfield chair Donahue I completely disagree and I think that it would be it would be too early to to do that I don't feel like this has really I know you guys have done work but at the same time I still feel that the CGM

[00:44:24] should be monitored and there has to be some creative way we can do that even if it's elementary school so I'm not comfortable with taking this to action action, although it doesn't take a vote. So, Ms. LaBelle, would you like to weigh in? Yep, I was just unmuting. I think that, as this is just an information item at this point, correct? Correct.

[00:45:01] We can discuss it at the next meeting and see if anything needs to be added regarding the computer pieces, the computer programs at that time. And the other few things that we wanted to know about could also be revised at that point. At that time, if we feel comfortable, we can move it to an action item or we can continue on as an information item as we move forward.

[00:45:33] Thank you. My concern with not putting it on for action is that this, my memory is that this is in, This policy is in response to Virginia Code updates?

[00:46:02] Nope, it's not in response to Virginia Code. It is based on the Virginia School Board Association model policy. It's a brand-new policy to LCPS. We don't currently have one. Okay, I got the reason wrong, but I remember thinking this is important for us to put in place.

[00:46:25] And particularly because your staff has looked into, has begun looking into, whether this electronic piece is possible and so far has not found a solution, I am a little concerned about continuing to delay implementing this policy while looking for a solution that might not exist.

[00:46:55] And, again, I'm not saying we stop looking, we stop investigating, but I do think we should move forward, and I would like for this to be an action item on the June agenda, please.

[00:47:14] I could agree with that, Ms. Donovan. Donahue, I'm sorry. Thank you, Ms. LaBelle. I'm having one of those moments, I can tell. But, no, I agree. There needs to be something in place, but we need to, I think, waiting until June is reasonable.

[00:47:33] all certainly a point of clarity so should it be the will of the committee to move it to action staff are happy to bring it back um we during discussion there were a couple of points raised and so i want to be clear as staff members what exactly would you like for us to bring back so i heard let's begin to price some things out staff wise are we focusing on elementary should we do some sort of pilot like so do you wish for staff to come back with sort of like some pilot sort of

[00:48:13] information so looking at our current data right so looking at current data maybe identifying the top three elementary schools or five elementary schools certainly we welcome the feedback of the committee with okay this is what it would cost and here's what we would be looking at staffing wise here's what we'd be looking at tech technology wise again I think it's just a tablet and then we would have to figure out what would it look like feel like sound like to have to navigate the different applications we would want to make sure that we consult with legal counsel to make sure that we can have

[00:48:49] different pieces of student information of that nature all on the same tablet but so is it is it the desire of the committee that we come back with with information like that in June. - Thank you for that question, Ms. Richardson.

[00:49:06] So as far as your questions, when we're talking about potential for additional staffing, I was wondering how does that, is the need for additional staffing related to whether we are able to do this electronic monitoring at all if we're able to secure the appropriate programs, platforms, devices, or are those separate issues in your mind or in your mind, Ms. Mansfield?

[00:49:44] I see the ask, the overall ask of health staff or trained staff in diabetes management being able to monitor and respond to alarms and monitor trends, right? It's really the monitoring of trends because we're already responding to alarms. The monitoring of trends has a human resources impact from the perspective of acknowledging, and we have our data dashboard

[00:50:19] where we can pull the data and make sure that the committee has the knowledge of a feel for how many students and the types of needs that are being seen within our health clinics across LCPS. It is the person who would be responsible for managing the tablet or tablets, and then what does it take to monitor those trends because as Mrs. Nahiski has indicated and Mr. Dolson with his previous experience as a building principal the movement and the pace that is going on in a

[00:50:57] health office the currently assigned nurse or health clinic specialist won't have the ability to respond in real time and monitor trends. Absolutely understood. So it's the technology management, it's the monitoring of trends, and then it's the being able to leave the clinic area to go down to the classroom space or the recess area to be able to attend to the student.

[00:51:21] That absolutely makes sense. What I was wondering, I suppose, was if we still don't know if the technology exists or is available to do the electronic monitoring, does it make sense to ask staff to go through the time and effort of ascertaining if we had that technology available how much additional staff would we need i think that there is the technology it's just whether or not you can put the technology and all of the different apps on one thing yeah the technology is there i also think

[00:51:57] that the the reference that miss richardson made about getting legal's um advice on just making sure that hipaa and ferpa um issues would not pop up um we certainly can can do that i would agree with Miss Mansfield that the technology does exist it's just culminating it altogether and then finding the efficiencies in how we do the technology management as well as the monitoring as well as the responding if that and that's in my in my simple mind that there's three elements there that I think we've touched on we can certainly I don't know if the correct phrase would

[00:52:34] be cost out but we can certainly provide more information and data as Miss Richardson said based on some of our our schools that have higher traffic in this area and we can certainly provide that information for you. I think also so we have the level three training and does that have to be a nurse because I can't remember at this point it does not have to be a nurse so it it may not have to be a school nurse to monitor this technology so that's something

[00:53:10] else to look into um and you know we are coming up on budget fairly soon after the summer so i would appreciate that information to know because the other thing that i'm looking into is is you know other trainers athletic trainers who are also people who can who provide this this area of expertise as well i don't want to put that on them but you know we only have one in the in the high schools but so I think that there's some other aspects

[00:53:46] that I don't want to get caught into like stressing out the nurse of the school I think there's other things that we can look into so that that being said Ms. Richardson do you think it is realistic that you that your team would be able to gather some of this information in time for the June meeting yes and and if i may i something we we live in a an area where there are parents who are in skiffs

[00:54:19] and who cannot monitor their kids and i think that they can't bring in their they can't bring in their device into those skiffs and it's something that we need to to think about because who's going to be monitoring that kid so that's that's just a little bit more thank you thank you is Mansfield so I I do have one more thing if if I could okay before you jump into that miss LaBelle I I see that it is 6:25 our meeting is scheduled to go

[00:54:59] only until 6:30 so we still have two more information items on our agenda I would like to ask firstly if this room is continues to be available after 6:30 if anyone knows the answer to that. Yes, looks like yes. Okay. And in that case, if my fellow committee members have a preference or availability as between staying past 6.30 today to address these other two information items or if we should push them to June.

[00:55:38] I would prefer to push them to June. Thank you, Ms. Mansfield, Ms. LaBelle. Either way is fine with me. All right. Okay. Ms. LaBelle, you had a question or a comment, I believe, on this policy that we have been discussing.

[00:55:59] I think it's more of a comment. I kind of see this as two different questions. I believe we need to get a policy in place that qualifies and quantifies how many, who and what, and how this policy is going to work.

[00:56:19] Secondly, the second question is, should we be getting an app that will be able to manage all of the students in a particular area or school? How much will it cost and what is the manpower needed to take care of this?

[00:56:42] To me, it looks like two different questions. I really feel like we need to have something in place describing what's going to be done about management of diabetes when school opens in September and get that off the parents' mind.

[00:56:58] We'll have a basic policy. And then as we get more information, we can revise the policy or add to the policy. Would that be possible? I have some other issues. I have some other things that I would like to add to this policy. And so I am, I mean, there's three of us, but I'll be making some amendments for the next action according to some code.

[00:57:30] thank you thank you both I in the interest of time and the lateness of the hour we will skip over items 5.02 and 5.03 I apologize mr. dolphin I was looking forward to having this conversation we will move those to be information items at our June meeting so the next item on the agenda is number six new business Ms. Richardson could you just briefly update us on the status of

[00:58:07] the 80/40 focus groups certainly um before I do that can I just have one more point of clarity back on 6640 is it coming back as information or is it coming back as action action please coming back as action okay thank you thank you for that the request for proposals for the focus groups for LCPS policy 8040 have gone out procurement has notified me that we have received five vendor proposals I have been asked to provide them names for people to

[00:58:43] serve on the evaluation committee so the process is currently sitting with procurement they will notify us of next steps and work to schedule the evaluation process and review of those proposals when once they have done They're part of the process, and then the evaluation committee will come together.

[00:59:03] Again as previously just explained, the evaluation committee will have the opportunity to either review the proposals, have virtual presentations by some of the vendors, or we can even ask them to come in and do in-person presentations.

[00:59:19] So I do believe that hopefully we will be hearing from procurement as early as next week with some dates and times for which we can come together as an evaluation team to start the review of those proposals. Thank you. And could you please remind me how long the request is open for vendors to submit bids or proposals?

[00:59:43] Proposals were due by May 13th at 2:00 p.m. and then there's an additional follow-up. So some folks could still submit as late as May 22nd I believe per the proposal that was published by LCPS Procurement.

[01:00:06] But to date we have received five. Thank you very much. And I have an item of new business. We have -- I have received many comments and concerns about the way that the special permission process works in lcps and i believe that we need to look at that process and consider potential revisions to make it a better smoother more efficient more equitable process for the entire

[01:00:43] division and i would like to ask ms richardson and your staff if you could put together some information for the committee to consider about how the current state of how special permissions works the scope of students who are currently I guess I suppose utilizing that process and can and consider proposed revisions to the policy I am NOT suggesting that LCPS do away with special permissions altogether

[01:01:22] but I suggest that we look at limiting it to circumstances where there is a real need on the part of the student to be in a different environment Ms. Mansfield one thing that really bothers me about the student about the about the special permission this does not come as a shock to anybody is that we have you have to there's one there's a clause in there and I can't remember it completely but

[01:02:01] it's that we don't have more resources or more teachers or thinking something like that and and for me it's not fair for a special education student for because they are put into another category they can be denied for not only you can have a school that has room but then you deny the special education student and because you don't have room in that program however you have room in the school but then you hear okay well if I get rid of

[01:02:39] my IEP then I can go to that school and that is not that's not what I want this to be about it's not fair so that's something that I would like to look into to please thank you miss Mansfield I appreciate your support on reviewing the the process and I I want to clarify when I said the students have a specific need I don't in any way mean to suggest that some of the students who have applied for and received special permission in the past have not had a specific and

[01:03:14] legitimate need to be in a different environment I am the fact of the matter matter is our current policy does not require that with the result that really anyone can request to move schools for any reason and I believe that there are compelling reasons that we should make a change to that that would certainly still allow for a student who is being bullied to transfer to a different school or is excels in a particular sport that is available at a high school that is not the school that the child is zoned for.

[01:03:52] I don't actually understand how any of the VHSA transfers and waiver, VHSL, all that works, which is why I would be grateful for information from your staff. Thank you, Chair Donahue, for that point of new business.

[01:04:11] Just some clarification. When would you like this presentation? Is August reasonable? June seems too soon. We don't meet in July. August is reasonable, especially since June, the process window is still open.

[01:04:33] So by August, we would have more concrete numbers for you to share. What is the structure in which the committee would wish to have this information presented? What do you mean the structure? By level, by, like, do you just want total numbers, or do you want a breakdown by elementary, middle, high?

[01:04:53] Just trying to get a feel for that. Breakdown special education, break down our usual, like, low income versus, like, disaggregated information and who's actually getting it and who's not.

[01:05:14] And I know something that was really interesting to me, having just served on the special permission one, was Title I schools and how you can lose funding for certain things and how elementary school is different than high school.

[01:05:30] There are a lot of things that people don't understand about this special permission policy. I'd also like to see it by elementary, middle, and high school as well, where are most of the requests for special permission coming in. The other thing that I'm concerned about, a lot of our teachers ask for special permission because they might live out in Round Hill but teach in Parkview, and if they can have their children move to Parkview, mom can get to them sooner than if she has to drive all the way

[01:06:07] back out west with traffic. So a lot of times that's a plus for attracting teachers to Loudoun County Public Schools and we do need more teachers. So that's something I want to look at. How many teachers are using that? And that is not a practice I would want to discontinue. Right. So I really do appreciate this feedback just as a as a a service I believe Miss Richardson has reached out to the next special permission appeals committee with a an

[01:06:41] offer to sit with individual board members on that appeals committee and go through the policy go through our process individually with myself and and Ms. Gabriel Carpenter and explain some of the questions that you may have.

[01:07:01] Ms. Mansfield and Ms. Chernoff took us up on that and we met privately in my office for about an hour. I believe it was helpful, at least for the initial beginning. I know it's a learning process for me as well, but there are some nuances to this policy that I appreciate you all questioning.

[01:07:21] new board members and I think it is it's worth looking at and going through and and all of this information that you are asking we have readily I shouldn't say we my team has readily at their fingertips so they can they can pull it into the the structures that you're asking for and we will be happy to engage in that conversation with you thank you mr. Dolson and thank you for the reminder that I need to follow up and accept that invitation it was not it's

[01:07:54] not a lack of interest so that that is all of my new business Ms. Mansfield Ms. LaBelle do either of you have new business no ma'am not on okay in that case the May 16th 2024 Student Services Committee meeting is adjourned our next meeting will be on June 20. Thank you for your presence and everyone drive home safely. Already done.

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