Section 4000 Students

Staff - Student Relations 4040/7310

Staff - Student Relations 4040/7310

Purpose:


The Eastern North Carolina School for the Deaf (ENCSD) is committed to maintaining a safe, respectful, and professional environment for all students. Employees are expected to establish and maintain appropriate, ethical relationships with students at all times, both on and off campus and during or outside of work hours. This policy sets clear expectations to prevent any form of inappropriate behavior or boundary violations between staff and students and ensures compliance with all federal and state laws.

Definitions:

  • Employee/Staff: Any person employed by ENCSD in any capacity, including full-time, part-time, temporary, substitute, contractors, or volunteers who have direct contact with students.
  • Student: Any individual enrolled in ENCSD programs or activities, regardless of age.
  • Inappropriate Relationship: Any interaction between staff and students that violates professional boundaries or ethical standards, including romantic, sexual, or exploitative behavior.
  • Grooming Behavior: Actions by an employee intended to establish an inappropriate emotional or physical connection with a student, including excessive attention, favoritism, or gift-giving that could be used to manipulate or exploit the student.
  • Professional Boundaries: The ethical and appropriate limits that govern interactions between staff and students to ensure a safe and respectful educational environment.
  • Mandated Reporter: An employee required by law to report suspected child abuse, neglect, or misconduct to appropriate authorities in accordance with N.C. General Statute § 7B-301 and related statutes.

School-Approved Communication Channels: Official platforms and tools designated by ENCSD for communication with students, such as school email, educational software, or supervised social media groups.

  1. Prohibited Conduct


Employees are strictly prohibited from engaging in the following:
 

  1. Romantic or Sexual Relationships:
    • Any romantic or sexual interaction, solicitation, or relationship between a school employee and a student is strictly prohibited, regardless of the student’s age or the legality of the conduct under criminal or civil law. Such conduct constitutes misconduct and grounds for dismissal.
  2. Inappropriate Communication:
    • Sending, receiving, or soliciting sexually explicit, suggestive, or otherwise inappropriate written, visual, or electronic communications, including texts, emails, videos, or social media messages.<
  3. Favoritism or Grooming Behavior:
    • Excessive attention, gift-giving, special treatment, or physical contact that could be interpreted as grooming behavior.
  4. Private Meetings or Contact Without Educational Justification:
    • Meeting a student in private settings, transporting a student without prior administrative and parental approval, or initiating contact outside school hours for non-school-related matters.
  5. Use of Personal Technology for Non-Educational Communication:
    • Using personal phones, social media, or messaging platforms to communicate with students for reasons not directly related to schoolwork or official ENCSD activities, unless expressly authorized by administration.

II. Expectations for Professional Boundaries

All staff are expected to:

  1. Maintain Professionalism:
    • Interact with students in ways that are respectful, appropriate, and clearly related to the student’s educational development.
  2. Use School-Approved Channels of Communication:
    • When communicating with students, use school-issued email accounts or approved educational platforms and maintain transparency by copying supervisors and/or parents/guardians as appropriate.
  3. Report Suspected Violations:
    • In accordance with N.C. Gen. Stat. § 7B-301, 115C-325 to 115C-337, OSHR regulations, and DPI policy, staff are mandated reporters and must immediately report any suspected abuse, neglect, or misconduct involving students, including inappropriate staff-student interactions, to the ENCSD Social Worker.
    • The ENCSD Social Worker must notify the ENCSD Superintendent.
    • Cooperate fully and truthfully in any internal or external investigation related to suspected staff-student misconduct.
  4. Training and Compliance:
    • ENCSD will provide annual training on professional boundaries, mandated reporting, and electronic communications with students.
    • Training will be provided in accessible formats, including sign language interpreters or captions as needed.
    • ll employees are required to participate in and complete such training as a condition of continued employment or service.

III. Investigations and Discipline

  1. Reporting Process:
    Reports of suspected violations shall be made to the School Social Worker who will follow the procedures set forth in Student Protection and Mandated Reporter policy (Policy 4240/7312).
  2. Investigation:
    ENCSD will promptly investigate all reports fairly and confidentially, following OSHR disciplinary processes and the requirements of Title IX, if applicable. Interpreters will be provided for all participants who are Deaf or Hard of Hearing during investigative interviews.
  3. Disciplinary Action:
    Violation of this policy may lead to corrective action ranging from reprimand to termination of employment consistent with OSHR disciplinary procedures and applicable state and federal law.
  4. Notification of Authorities:
    Serious violations involving potential criminal conduct will be referred immediately to law enforcement and child protective services as required by law.

IV. Additional Provisions

  1. Protection from Retaliation:
    ENCSD prohibits retaliation against anyone who reports misconduct in good faith or participates in investigations. Any act of retaliation will result in disciplinary action.
  2. Annual Acknowledgment:
    All employees must sign an annual acknowledgment confirming their understanding and compliance with this policy, OSHR Code of Ethics, and DPI rules on staff conduct.<
  3. Accommodations for Deaf and Hard of Hearing Stakeholders:
    ENCSD will provide reasonable accommodations, including sign language interpreters and accessible communication, for all students, employees, and families involved in the reporting, investigation, or training process.

V. Accessibility Statement

ENCSD is committed to ensuring that all students, staff, and families—regardless of hearing status—have equal access to information, reporting mechanisms, investigations, and training. Accommodations, including sign language interpreters and accessible communication, will be provided as needed throughout all processes described in this policy.

Legal and Regulatory References

  • N.C. Gen. Stat. §§ 7B-301 (Duty to Report Child Abuse, Neglect, Dependency, or Death)
  • N.C. Gen. Stat. §§ 14-27.32 (Sexual Activity with a Student)
  • N.C. Gen. Stat. §§ 115C-325 to 115C-337 (School Personnel)
  • N.C. Gen. Stat. §§ 126-16 et seq. (OSHR Personnel Act)
  • NC OSHR Policy 5A.0100 (Code of Ethics and Standards of Conduct)
  • NC OSHR Policy 5B.0300 (Prohibited Personnel Practices)
  • NC DPI Policy 4040/7310 and 4240/7312 (Employee Conduct and Child Abuse Reporting)
  • Title IX of the Education Amendments of 1972 (20 U.S.C. §1681 et seq.)

Student Protection and Mandatory Reporting Policy 4240/7312

Student Protection and Mandatory Reporting Policy 4240/7312

I. Purpose

The Eastern North Carolina School for the Deaf (ENCSD) is committed to providing a safe, respectful, and nurturing learning environment for every student. ENCSD follows all federal and state laws, including the Child Abuse Prevention and Treatment Act (CAPTA), and North Carolina General Statutes §§ 7B-301, 14-318.6, 115C-400. We take all necessary steps to prevent, recognize, and respond to any reports or suspicions of child abuse, neglect, dependency, maltreatment, or exploitation. This policy explains our procedures, responsibilities, and protections, and ensures everyone understands their rights.

II. Definitions

  • Abuse: Intentionally causing physical injury, emotional harm, sexual abuse, or cruel punishment to a student (§ 7B-101).
  • Neglect: Failing to provide needed care, supervision, or basic needs (food, shelter, medical care) that results in harm or risk of harm (§ 7B-101).
  • Exploitation: Using a student or their resources for someone else’s benefit, illegally or unfairly (§ 7B-101).
  • Dependency: When a student needs help or placement because they are not getting proper care or supervision (§ 7B-101).
  • Employee: Anyone who works at ENCSD, including full-time, part-time, permanent, temporary staff, volunteers, and contractors who interact with students (§ 115C-332).

III. Duty to Report

  1. General Rule
    Any ENCSD employee who suspects or becomes aware of child abuse, neglect, dependency, maltreatment, or exploitation must report it immediately.
  • Who to Report To:
    • Director of Social Services (DSS) in the county where the child lives or is found (§ 7B-301).
    • School Social Worker
      • The school Social Worker will inform the Principal for reports occurring outside of ENCSD
      • The school Social Worker will inform the Superintendent for reports occurring inside of ENCSD
    • Law Enforcement if the situation involves a violent crime, sexual offense, or child abuse (§ 14-318.6).
  • How to Report:
    • Oral Report: Call or tell the agency in person as soon as possible.
    • Written Report: Follow up with a written report right away.
  • If you are not sure: Always report if you are unsure. It is better to report than to wait.

Accommodations:
If you are Deaf or hard of hearing, you may request an interpreter for reporting or communicating with DSS, law enforcement, or school officials. ENCSD will provide an interpreter at no cost.

  1. Special Situations
  • Child Care Facilities: If suspected harm happened in a childcare program (including preschools run by the school), also report to the Department of Health and Human Services, Division of Child Development and Early Education (DCDEE).
  • Internal Reporting: Always tell the principal or designated school official right away.

IV. Reporting Procedures

  1. Immediate Oral Report: to DSS, law enforcement (when required), and the school social worker.
  2. Written Report: Follow up with a written account as soon as possible.
  3. Information to include:
    1. Name, address, and age of the juvenile
    2. Name and address of the juvenile’s parent, guardian, custodian, or caretaker
    3. Name, address, and age of the person who committed the offense (if known)
    4. Location where the offense was committed
    5. Names and ages of other juveniles present or in danger
    6. Present whereabouts of the juvenile
    7. Nature and extent of any injury or condition resulting from the offense or abuse
    8. Any other information believed to be helpful

Accommodations:
If you need help making a report because of communication barriers, ENCSD will provide an interpreter or other support.

V. Cooperation with Investigations

  • Work with Investigators: ENCSD employees must cooperate fully with DSS, law enforcement, and DCDEE.
  • Student Interviews: Students may be interviewed by investigators. An interpreter will be provided for the student.
  • Confidentiality: All information is kept private and shared only with those who need to know.

VI. Confidentiality

All reports and investigations are confidential. Information is shared only with people directly involved in the investigation or as required by law.

VII. Protection Against Retaliation

ENCSD will not punish anyone who reports suspected abuse, neglect, or exploitation in good faith. Anyone who retaliates will face disciplinary action (§ 115C-307).

VIII. Employee Investigations

When an employee is alleged to be involved in abuse, neglect, or exploitation of a student, ENCSD shall take the following steps:

  1. Immediate Action
    • The employee may be reassigned or placed on administrative leave during the investigation to ensure student safety and integrity of the process.
  2. Investigation Process
    • The Superintendent and the Director of Human Resources will jointly conduct a timely and thorough internal investigation.
    • The investigation may include interviews with the student, parents/guardians, witnesses, and the accused employee.
    • All findings shall be documented and reviewed in a written report.
  3. Cooperation with External Agencies
    • ENCSD shall fully cooperate with DSS, law enforcement, and other relevant agencies conducting independent investigations.
  4. Outcome and Disciplinary Action
    • If misconduct is substantiated, appropriate disciplinary action shall be taken, up to and including dismissal.
    • Disciplinary actions will be in accordance with all applicable OSHR Policies.
    • The Superintendent shall report the findings to the North Carolina Department of Public Instruction when required, especially if the employee holds a professional educator license. 

Accommodations:
If the accused employee is Deaf or hard of hearing, an interpreter will be provided for all meetings and interviews.

IX. Training and Prevention

All ENCSD employees shall receive annual training on:

  • Recognizing signs of abuse, neglect, and exploitation;
  • The legal duty to report;
  • Procedures for making a report; and
  • Procedures for cooperating with investigations.

The school shall also implement age-appropriate instruction to help students recognize inappropriate behavior and report concerns.

Accommodations:
Training will be provided in accessible formats, including sign language interpreters or captions as needed.

X. Recordkeeping and Reporting Requirements

ENCSD will maintain secure records of all reports, investigations, and outcomes related to suspected abuse, neglect, or exploitation. The Superintendent shall ensure that all required reports to NCDPI or other regulatory bodies are submitted in a timely and accurate manner.

XI. Legal and Policy References

  • Federal Law: Child Abuse Prevention and Treatment Act (CAPTA), 42 U.S.C. § 5101
  • North Carolina General Statutes: §§ 7B-101, 7B-301, 14-318.6, 115C-307, 115C-400, 115C-402

 

Internet Safety Policy 3225/4312/7320

Internet Safety Policy 3225/4312/7320

Effective Date: 04/01/2025
Last Updated: 04/01/2025

I. Purpose

The Eastern North Carolina School for the Deaf (ENCSD) is committed to providing a safe, respectful, and secure online environment for all students. This policy establishes guidelines for internet safety, ethical digital behavior, and measures to prevent and respond to cyberbullying and harassment in compliance with federal and state laws, including NC DPI guidelines for the Children’s Internet Protection Act (CIPA).

II. Definitions

  • Cyberbullying: The use of electronic communication to harass, intimidate, or harm an individual.
  • Inappropriate Material: Content that is obscene, depicts child pornography, or is harmful to minors as defined by the Children's Internet Protection Act (CIPA).
  • Unauthorized Access: Any attempt to access restricted data, systems, or networks without permission.
  • Deepfakes: Digitally altered media, including images, audio, and videos, that manipulate reality in a misleading or deceptive manner, often using artificial intelligence.

III. Policy Requirements

A. Internet Safety Measures

ENCSD shall:

  1. Prevent access to or transmission of inappropriate material via Internet, email, or other electronic communications in compliance with CIPA.
  2. Prohibit unauthorized access, hacking, and other unlawful online activity.
  3. Prohibit the unauthorized disclosure or use of minors' personal identification information in compliance with FERPA.
  4. Implement technology protection measures to block inappropriate material, including content deemed obscene, child pornography, or harmful to minors.
  5. Provide supervision and monitoring of student Internet use by ENCSD staff.
  6. Conduct public notice and at least one public hearing before adopting or making significant changes to this policy, per CIPA requirements.
  7. Store this policy in both digital and physical formats for easy access by stakeholders.
  8. Implement guidelines to educate students and staff on the dangers of deepfake technology, ensuring awareness of manipulated media and how to verify authenticity.
  9. Align monitoring and filtering systems with SL 2024-37’s (NC House Bill 591)expanded definitions and requirements for student online protection.

B. Internet Safety Education

ENCSD shall provide age-appropriate internet safety training, including:

  • Safe internet practices
  • Cyberbullying awareness and response
  • Responsible use of social networking sites and chat rooms
  • Compliance with CIPA’s E-rate requirements
  • Education on online privacy and safe interactions
  • Awareness of deepfakes, misinformation, and media literacy to help students critically evaluate online content
  • Ensuring students understand new risks and regulations related to online threats and data security

IV. Bullying and Harassment Prevention

A. Definition

Bullying and harassment involve repeated verbal, written, electronic, or physical behavior that:

  • Causes fear of harm to a student or employee.
  • Creates a hostile environment that interferes with a student’s education.

Bullying may be motivated by characteristics such as race, gender, disability, or socioeconomic status.

B. Prohibited Conduct

The following behaviors are prohibited:

  • Threats, intimidation, and abusive language
  • Spreading false rumors
  • Cyberbullying via text, social media, or email
  • Use of deepfake technology to spread false or misleading information about students or staff
  • Physical aggression (e.g., hitting, shoving, spitting)

V. Reporting and Investigation

  1. Any student who experiences cyberbullying or harassment should report the incident to a teacher, counselor, or administrator. Anonymous reporting is available.
  2. Employees who witness violations must report them immediately.
  3. All reports shall be investigated within 24 hours by school administration.
  4. Disciplinary actions will follow the ENCSD Code of Conduct and may include counseling, parental notification, and suspension.
  5. Retaliation against individuals who report bullying is strictly prohibited.

VI. Compliance and Review

  1. All ENCSD employees, students, and volunteers shall receive annual training on Internet safety and cyberbullying prevention.
  2. ENCSD shall conduct annual policy reviews to ensure compliance with evolving state and federal laws, including NC DPI guidelines.
  3. ENCSD shall maintain documentation of compliance with CIPA, including records of public notices, hearings, and technology protection measures.
  4. The LAN Manager or designated representatives shall be responsible for implementing and managing technology protection measures.
  5. This policy shall be incorporated into employee training materials, student codes of conduct, and school handbooks.

VII. Contact Information

For questions regarding this policy, please contact the ENCSD Administration Office.

Approval & Adoption: This policy is adopted in accordance with federal and state regulations and will be enforced across ENCSD.

Statutory References:

Confidentiality of Personal Identifying Information Policy 4705/7825

Confidentiality of Personal Identifying Information Policy 4705/7825

  1. Introduction
    The Eastern North Carolina School for the Deaf (ENCSD) is committed to protecting the privacy and security of students, staff, and school community information. This policy outlines our procedures for collecting, storing, using, and sharing educational records and personal data in compliance with:
  2. Definitions
    • Personally Identifiable Information (PII): Any data that can be used to identify a student, staff member, or parent, including but not limited to names, addresses, student IDs, birth dates, and educational records.
    • Education Records: Any records maintained by ENCSD that relate directly to a student, including academic records, Individualized Education Programs (IEPs), disciplinary records, and medical records covered under IDEA.
    • Directory Information: Information that may be disclosed without consent, such as student name, grade level, and participation in activities—unless a parent/guardian opts out.
    • Legitimate Educational Interest: A school official's need to access student records to fulfill their professional responsibilities.
       
  3. Collection and Use of Student Information
    NCSD collects student data for the sole purpose of providing quality educational services and ensuring student success. Data collection is limited to what is necessary to support teaching, learning, safety, and compliance with state and federal laws.
     
    1. Types of Information Collected:
      • Student identification and demographic information
      • Academic records, including grades and assessments
      • Special education and IEP documentation (for eligible students)
      • Attendance and disciplinary records
      • Health and emergency contact information
      • Communication logs with families and staff
    2. How We Use This Information:
      • To support instructional and special education services
      • To track academic progress and attendance
      • To ensure student safety and well-being
      • To comply with federal, state, and local reporting requirements
      • To communicate with parents, guardians, and authorized school personnel
         
  4. Privacy and Security of Student Records
    ENCSD protects all education records and student PII through secure storage, restricted access, and encryption measures where applicable.

    1. Access to Student Records
      Student records are only accessible to:
      • Parents/guardians (for minors) or eligible students (18+ years old)
      • School officials with a legitimate educational interest
      • State and federal agencies when required by law
      • Other parties with explicit parental consent

    Unauthorized access, discussion, or disclosure of student information is strictly prohibited and may result in disciplinary action.

    1. Safeguarding Confidentiality
      ENCSD follows best practices for safeguarding student and staff data, including:
      • Secure storage of paper records (locked cabinets, restricted access)
      • Digital encryption for electronic student records
      • Two-factor authentication for accessing sensitive data
      • Annual privacy training for all staff handling student data
         
  5. Student Rights Under FERPA & IDEA
    Under FERPA (34 CFR § 99.10-99.12) and IDEA (34 CFR § 300.613), students and parents have the following rights:
     
    1. Right to Access Records
      Parents and eligible students may inspect, review, and request copies of their education records. ENCSD will respond to requests within 45 days.
       
    2. Right to Request Amendments
      If parents or students believe a record is inaccurate, they may submit a written request for correction. ENCSD will review the request and notify the requester of any changes.
    3. Right to Control Disclosure
      Schools must obtain written consent before disclosing a student's PII, except in cases where FERPA permits disclosure, such as:

      • To school officials with a legitimate educational interest
      • To other schools where a student is transferring/enrolling
      • To state or federal education authorities for audits and program evaluations
      • To comply with court orders or subpoenas
      • To protect health or safety in emergencies

      Upon request, ENCSD may disclose student records to another school where a student seeks to enroll, with reasonable efforts to notify parents unless prior notification is included in the annual FERPA notice.

    4. Right to Opt-Out of Directory Information
      Parents may opt out of having their child's directory information shared by submitting a written request to ENCSD's administration.
    5. Right to File a Complaint
      Parents and students may file complaints regarding FERPA violations with:
      Family Policy Compliance Office
      U.S. Department of Education
      400 Maryland Avenue, SW
      Washington, DC 20202-5920
       
  6. Protection of Pupil Rights Amendment (PPRA)
    Under PPRA, parents and eligible students have rights regarding:

    • Surveys containing sensitive topics (e.g., political beliefs, psychological issues, religious affiliations, income, etc.)
    • Opt-out rights for non-emergency physical exams or screenings.
    • Reviewing instructional materials and data collection instruments used for student surveys.

    Complaints related to PPRA violations may be filed with the Family Policy Compliance Office at the U.S. Department of Education.

  7. Student Directory Information & Opt-Out Rights
    ENCSD may release directory information without parental consent, unless a parent/guardian opts out. This includes:

    • Student name, grade level, dates of attendance
    • Participation in school activities and sports
    • Awards, diplomas, and certifications earned
    • Student photographs in school-approved publications

    Parents may submit a written request to the school principal to restrict the release of directory information. Under federal law, ENCSD must also release student names, addresses, and phone numbers to military recruiters and institutions of higher learning, unless an opt-out request is submitted.

  8. Sharing and Disclosure of Student Information
    ENCSD does not sell, trade, or misuse student information. However, information may be shared in strictly regulated situations, including:
    1. Permitted Disclosures Without Consent (Under FERPA & IDEA)
      • To school officials with a legitimate educational interest
      • To other schools where a student is transferring/enrolling
      • To state or federal education authorities for audits and program evaluations
      • To comply with court orders or subpoenas
      • To protect health or safety in emergencies
    2. Third-Party Data Use
      ENCSD only partners with approved educational service providers (e.g., learning platforms, testing services) that comply with FERPA, IDEA, and FIPPs. All contracts require:
      • Data encryption and security measures
      • Limited use of student data for educational purposes only
      • No unauthorized data sharing or selling
         
  9. Staff Responsibilities & Training
    All ENCSD employees are responsible for safeguarding student privacy. Staff must:

    • Follow FERPA and IDEA confidentiality rules
    • Use secure communication methods (e.g., no discussing student info in public areas)
    • Report any suspected data breaches to administration immediately

    Staff members receive annual privacy training to ensure compliance with local, state, and federal laws.

  10. Parental Involvement & Communication
    ENCSD values transparency and parental involvement. Parents are encouraged to:

    • Review their child's records regularly
    • Ask questions about how student data is used
    • Opt-out of directory information sharing if desired

    For any concerns, parents may contact ENCSD's Superintendent's Office at:
    cheryl.iannucci@encsd.k12.nc.us
    252 206-7342

  11. Reporting Privacy Concerns or Violations
    If you believe student privacy has been violated, you may report concerns to:

    • ENCSD Administration
    • North Carolina Department of Public Instruction
    • U.S. Department of Education - Family Policy Compliance Office (FERPA Complaints)

    ENCSD takes all privacy concerns seriously and will investigate any potential violations promptly.

  12. Updates to This Policy
    ENCSD reserves the right to update this Privacy Policy in response to changes in law, best practices, or school operations. Updates will be communicated via email and the school website.

 

Website Privacy Policy

This privacy statement was created to demonstrate our firm commitment to our visitors' privacy. The following discloses our information gathering and dissemination practices for the ENCSD website.

Information Collected and Stored Automatically

When you visit our website to browse, read pages, or download information, we automatically collect and store the following information:

  • Internet domain and IP address from which you access our site
  • Type of browser and operating system used to access our site
  • Date and time you access our site
  • Pages you visit
  • If you came to our site from another website, the address of that site
  • The search engine and search words/phrases used to locate our site (if applicable)

We use this information to help us make our site more useful to visitors and to learn about the number of visitors to our site and the types of technology our visitors use.

Personal and Demographic Information

In general, you can visit the ENCSD website without providing any personal information. Subscriptions to our email publications require your email address. Other information requested during the subscribing process is optional and is used to learn more about the visitors using our email news service to better serve them.

Cookies

This site uses cookies on a limited basis to help us provide fresh, individual content to our visitors. ENCSD does not track information collected by cookies during a visit to our website.

External Website Links

Pages on this site provide links to other sites that are not maintained by ENCSD. These links are intended as additional resources for our users. ENCSD is not responsible for the content of any off-site pages or any other sites linked from this site. As a result, this agency cannot guarantee the accuracy, completeness, usefulness, or adequacy of any resources, information, products, or processes contained in any website linked directly or indirectly to our site. We are not responsible for the privacy practices or content of non-ENCSD websites. Links to external sites do not constitute endorsement.

Web Site Security

For website security purposes and to ensure that this service remains available to all users, this computer system employs software programs to monitor network traffic to identify unauthorized attempts to upload or change information or otherwise cause damage. These attempts to cause damage could be subject to legal action.

Compliance with FERPA and Educational Privacy Laws

ENCSD complies with the Family Educational Rights and Privacy Act (FERPA) and all applicable federal, state, and local educational privacy laws. This includes, but is not limited to, ensuring the confidentiality of student education records, providing parents and eligible students the right to review and request amendments to records, and limiting disclosures of personally identifiable information without appropriate consent.

For more details on FERPA compliance, please review the "Notification of Rights under FERPA" section.

Contact Information

For any questions regarding this privacy policy, please contact ENCSD administration.