I. PURPOSE 

The Board of Trustees recognizes the importance of clear, consistent, and transparent policies to guide district operations to ensure accountability.  The policy establishes the procedures for developing, reviewing, and adopting policies governing the Eastern North Carolina School for the Deaf (ENCSD), in compliance with federal and state law, including the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, North Carolina Department of Public Instruction (NCDPI) guidance, and North Carolina School Boards Association (NCSBA) standards.

The Board affirms its commitment to ensuring equitable and accessible communication for students, staff, families, and community stakeholders who are deaf, hard of hearing, or have other disabilities, consistent with ADA Title II requirements.

II. DEFINITIONS

• Board of Trustees (Board): The governing body of ENCSD responsible for adopting, amending, and enforcing policies in compliance with state and federal law.
• Superintendent: The chief administrative officer at ENCSD responsible for implementing policies adopted by the Board and for managing daily school operations.
• Policy: A formal statement adopted by the Board establishing principles or directives that govern the operation and management of the school and its programs.
• Policy Review Team: A group designated by the Superintendent or Board to review and evaluate policy drafts for compliance with applicable federal and state regulations, NCDPI guidance and NCSBA best practices prior to submission to the Board.
• Draft Policy: A proposed policy or revision under consideration but not yet formally adopted by the Board.
• Emergency Circumstances: Conditions under which delaying policy adoption would result in legal or compliance risks, compromise student or staff safety, or significantly disrupt operations.
• Two-Read Process: The standard procedure by with Board reviews policies during two separate meetings to allow for thoughtful consideration and community awareness.

III. Sources of Policy Development

Policy proposals may be initiated by:

• The Superintendent’s office
• The Board of Trustees’ Attorney
• The Board of Trustees

All draft policies or revisions must be submitted to the Policy Review Team for Review of:

• Compliance with federal and state laws (Title VI, Title IX, Section 504, ADA, FERPA)
• Alignment with NCDPI and NCSBA models
• Consistency with district goals and accessibility requirements

ENCSD policies shall reflect the school’s commitment to inclusiveness, accessibility, and ADA standards, ensuring equitable educational and communication access for all community members.

IV. Policy Review Process

The Policy Review Team shall:

• Examine draft policies or revisions for legal compliance and operational alignment.
• Recommend modifications to ensure adherence to mandates, accessibility standards, and best practices.

The Policy Review Team may request clarifications or revision from the drafting entity prior to Board consideration.

Upon completion of review, the finalized draft will be forwarded to the Board of Trustees for including on the meeting agenda.

V. Board Review – Two-Read Process

Unless an emergency circumstance applies, the Board of Trustees shall review all new or revised policies in two separate readings at regular meetings:

• First Reading: Presentation of proposed policy, discussion, and opportunity for questions or feedback.
• Second Reading: Final review and Board action, which may include adoption, revision, or rejection.

Time between readings provides Trustees, staff, and stakeholders an opportunity to review and comment as permitted by law.

VI. Emergency Circumstances

Under documented emergency conditions, the Board may combine the first and second reading and adopt a policy in one session.

• Emergency adoption may occur when delay would:
  • Create a compliance or legal risk.
  • Compromise the safety or welfare of students or staff.
  • Significantly disrupt district operations.

Following emergency adoption, the policy may be scheduled for subsequent review and refinement.

VII. Policy Adoption and Dissemination

Policy is formally adopted upon a majority vote of the Board at the second reading (or combined emergency reading).

Once adopted policies shall be:

• Entered into the official ENCSD Board Policy Manual.
• Distributed to applicable district staff and stakeholders.
• Made available to the public via ENCSD website in formats accessible under the ADA.

VIII. Review and Revision

Policies shall be reviewed periodically, or as required by changes in law, regulation, or school practice.

Revisions and rescissions shall follow the same review and adoption process described in this policy.

IX. Legal References

• Americans with Disabilities Act (ADA), 42 U.S.C. § 12101 et seq.
• Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794
• Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g
• Title IX of the Education Amendments of 1972, 20 U.S.C. § 1681
• Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d
• North Carolina General Statutes §§ 115C-36, 115C-47(18), 115C-218.10, 143-318.9 et seq. (Open Meetings Law)
• North Carolina Department of Public Instruction (NCDPI) Policy Manual
• North Carolina School Boards Association (NCSBA) Policy 2410 – Policy Development