POLICY MANUAL

Administration of Surveys and Questionnaires - Policy KFB

I. Instructional Materials and Surveys

A. Inspection of Instructional Materials
All instructional materials, including teacher's manuals, films, tapes, or other supplementary material which will be used as part of the educational curriculum for a student or which will be used in connection with any survey, analysis, or evaluation as part of any federally funded program shall be available for inspection by the parents or guardians of the student in accordance with Policy KBA Requests for Information.

B. Participation in Surveys and Evaluations
No student shall be required, as part of any federally funded program, to submit to a survey, analysis, or evaluation that reveals information concerning

  1. political affiliations or beliefs of the student or the student's parent,
  2. mental or psychological problems of the student or the student's family,
  3. sex behavior or attitudes,
  4. illegal, anti-social, self-incriminating, or demeaning behavior,
  5. critical appraisals of other individuals with whom respondents have close family relationships,
  6. legally recognized privileged or analogous relationships, such as those of lawyers, physicians, and ministers,
  7. religious practices, affiliations, or beliefs of the student or student's parent, or
  8. income (other than that required by law to determine eligibility for participation in a program or for receiving financial assistance under such program), without the prior consent of the student (if the student is an adult or emancipated minor), or in the case of an unemancipated minor, without the prior written consent of the parent.

C. Surveys Requesting Sexual Information
In any case in which a questionnaire or survey requesting that students provide sexual information, mental health information, medical information, information on student health risk behaviors pursuant to Va. Code § 32.1-73.8, other information on controlled substance use, or any other information that the School Board deems to be sensitive in nature is to be administered, the School Board shall notify the parent concerning the administration of such questionnaire or survey in writing at least 30 days prior to its administration. The notice will inform the parent of the nature and types of questions included in the questionnaire or survey, the purposes and age-appropriateness of the questionnaire or survey, how information collected by the questionnaire or survey will be used, who will have access to such information, the steps that will be taken to protect student privacy, and whether and how any findings or results will be disclosed. In any case in which a questionnaire or survey is required by state law or is requested by a state agency, the relevant state agency shall provide the School Board with all information required to be included in the notice to parents. The parent has the right to review the questionnaire or survey in a manner mutually agreed upon by the school and the parent and exempt the parent’s child from participating in the questionnaire or survey. Unless required by federal or state law or regulation, school personnel administering any such questionnaire or survey shall not disclose personally identifiable information.

No questionnaire or survey requesting that students provide sexual information shall be administered to any student in kindergarten through grade six.

D. Additional Protections
A parent or emancipated student may, upon request, inspect any instructional material used as part of the educational curriculum of the student and any survey created by a third party before the survey is administered or distributed to a student. Any inspection shall be in accordance with Policy KBA Requests for Information.

In addition, in the event of the administration or distribution of a survey containing one or more of the subjects listed in subsection I.B. above, the privacy of students to whom the survey is administered will be protected. Participating students complete the survey on-line at their school’s computer labs. Survey administration standards and procedures were established, and administration standards were designed to protect the confidentiality of participants and the quality of the data collected.

II. Physical Examinations and Screenings
If the Lynchburg City School Division administers any physical examinations or screenings other than

  • those required by Virginia law, and
  • surveys administered to a student in accordance with the Individuals with Disabilities Education Act,

policies regarding those examinations or screenings will be developed and adopted in consultation with parents.

III. Commercial Use of Information
Questionnaires and surveys shall not be administered to public school students during the regular school day or at school-sponsored events without written, informed parental consent when participation in such questionnaire or survey may subsequently result in the sale for commercial purposes of personal information regarding the individual student.

This subsection does not apply to the collection, disclosure, or use of personal information collected from students for the exclusive purpose of developing, evaluating, or providing educational products or services for, or to, students or educational institutions, such as the following:

  • college or other postsecondary education recruitment, or military recruitment;
  • book clubs, magazines, and programs providing access to low-cost literary products;
  • curriculum and instructional materials used by elementary schools and secondary schools;
  • tests and assessments used by elementary schools and secondary schools to provide cognitive, evaluative, diagnostic, clinical, aptitude, or achievement information about students (or to generate other statistically useful data for the purpose of securing such tests and assessments) and the subsequent analysis and public release of the aggregate data from such tests and assessments;
  • the sale by students of products or services to raise funds for school-related or education-related activities; and
  • student recognition programs.

IV. Notification

Notification of Policies
The Board shall provide notice of this policy directly to parents of students annually at the beginning of the school year and within a reasonable period of time after any substantive change in the policy. The Board will also offer an opportunity for the parent (or emancipated student) to opt the student out of participation in

  • activities involving the collection, disclosure, or use of personal information collected from students for the purpose of marketing or for selling that information (or otherwise providing that information to others for that purpose);
  • the administration of any survey containing one or more items listed in subsection I.B. above; or
  • any nonemergency, invasive physical examination or screening that is
    • required as a condition of attendance;
    • administered by the school and scheduled by the school in advance; and
    • not necessary to protect the immediate health and safety of the student, or of other students.

Notification of Specific Events
The Board will directly notify the parent of a student, at least annually at the beginning of the school year, of the specific or approximate dates during the school year when the following activities are scheduled, or expected to be scheduled:

  • activities involving the collection, disclosure, or use of personal information collected from students for the purpose of marketing or for selling that information (or otherwise providing that information to others for that purpose);
  • the administration of any survey containing one or more items listed in subsection I.B. above; or
  • any nonemergency, invasive physical examination or screening that is
    • required as a condition of attendance;
    • administered by the school and scheduled by the school in advance; and
    • not necessary to protect the immediate health and safety of the student, or of other students.

V. Definitions
Instructional material: the term "instructional material" means instructional content that is provided to a student, regardless of its format, including printed or representational materials, audio-visual materials, and materials in electronic or digital formats (such as materials accessible through the Internet). The term does not include academic tests or academic assessments.

Invasive physical examination: the term "invasive physical examination" means any medical examination that involves the exposure of private body parts, or any act during such examination that includes incision, insertion, or injection into the body, but does not include a hearing, vision, or scoliosis screening.

Parent: the term "parent" includes a legal guardian or other person standing in loco parentis (such as a grandparent or stepparent with whom the child lives, or a person who is legally responsible for the welfare of the child).

Personal information: the term "personal information" means individually identifiable information including

  • a student or parent's first and last name;
  • a home or other physical address (including street name and the name of the city or town);
  • a telephone number; or
  • a Social Security identification number.

Survey: the term “survey” includes an evaluation.

Adopted: April 19, 2016

Legal Refs.:

20 U.S.C. § 1232h.

Code of Virginia, 1950, as amended, § 22.1-79.3.

Cross Ref.:

JHDA Human Research

KBA Requests for Information

KF Distribution of Information/Materials

 

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