Caswell County Schools board approves elementary and middle handbooks, holds high school handbook pending policy changes

The Caswell County Board of Education approved updated elementary and middle school handbooks and memoranda on a 7-0 vote, while agreeing to delay final action on the high school handbook until district policy can be aligned with school-level recommendations.

Board members and staff discussed several changes recommended by faculty and administrators, including updates to the cell-phone discipline language, replacement of an emergency-notification product name, printing and distribution plans for handbooks, volunteer form deadlines, PE uniform access for students who cannot afford them, inclusion of optional insurance information, and student photo opt-out procedures.

Why it matters: The handbooks set expectations for student conduct and school operations across the district. Board approval allows the district to print and distribute materials before the school year, but the high school recommendations that conflict with existing district policy — notably a proposed change on head coverings — will require a separate policy revision before those handbook items can be finalized.

The board’s action The board voted to approve the elementary and middle school handbooks and the accompanying memorandum as presented. The motion carried 7-0.

On the high school handbook, board members and administrators flagged items that could not be adopted without corresponding changes to district policy, particularly a recommendation to permit hats and headscarves at the high school. Board members repeatedly said a change to an overarching district policy would be required and that such a policy change would need to come back for a first reading at a future meeting. The board agreed to bring the policy change to the next meeting for first reading so the high school handbook could be finalized and printed.

Key discussion points - Cell phones and confiscation: Board members raised concerns that the handbook language allowing confiscation could expose the district to property-damage or reimbursement claims if devices are damaged in custody. As one board member said, "I don't think I know you need to be careful with that because phone gets damaged. Somebody's gonna say, hey. You tore up my phone. You need to reimburse me." Another board member suggested keeping a written receipt when returning confiscated items: "You might wanna have them sign a receipt that they've gotten [the phone] and it's returned in the same order," said a board member.

- Emergency notification language: The memorandum recommends removing the term "Alert Now" and updating the wording to reflect the district's current system. A district official clarified, "We will still send phone messages out to families and community, but it may be a different system," and confirmed notifications would be sent via "email, phone, text message..." The staff asked that the handbook refer to the current product name (Blackboard Connect/Parent Connect) rather than the legacy trade name so families know how they will be contacted.

- Handbook printing and distribution: Staff noted the district's legal interest in ensuring parents can show they received handbook information. The administration said it is exploring printing options and costs and will return to the board with details; staff recommended printing copies for all students to reduce liability risk from parents who say they were not notified. The board also discussed printing only for new students or select grade levels to reduce cost, but staff cautioned that limited distribution can leave the district exposed to claims that families were not notified.

- Volunteers and forms: Board members asked that the middle school handbook include the same detailed volunteer deadlines and level descriptions that appear in the elementary handbook; staff said they would align the forms and deadlines across levels.

- PE uniforms and affordability: Board members said students who cannot afford PE uniforms should be provided one so they are not penalized. The board discussed case‑by‑case handling at the school level and suggested staff contact school counselors to assist families in need.

- Student photos and opt-out: The board discussed processes to maintain an opt-out list for student photos and publication. Staff described a district process tied to the student information system so teachers and those posting photos can check whether a student has opted out; administrators said they would refine and present that process to the board.

- Hats/head coverings at the high school: The high school recommended permitting hats and headscarves for students; several board members preferred keeping a uniform countywide standard rather than allowing exceptions by school. Board members agreed that a change allowing head coverings at the high school would require a policy amendment and that the board would consider that amendment at the next meeting (first reading), after which the high school handbook could be finalized.

What’s next: Staff will return with printing-cost estimates and a proposed policy amendment for head coverings so the high school handbook can be adopted and printed before open house and the start of school. The board instructed staff to present the policy change for first reading at the next meeting so materials can be finalized for families.