Virtual School Policies

Getting Started After Application Approval
Students, whose applications are approved at least two weeks before the first day of school, are required to be logging into the online school and engaging in the curriculum on the first day of school. Students, whose applications are approved less than two weeks before the first day of school or approved during the school year, are required to be logging into the online school and engaging in the curriculum within ten school days of application approval. If these requirements are not being met, steps will be taken to remove the student's application from active status.

Method used to Authenticate Student Coursework and Daily Participation in the eCP Course(s)
Parents log instructional time daily for each course in which the student is enrolled. The Online School tracks student progress on lesson and unit assessments on a real-time basis. Teachers review work-sample submissions on a quarterly basis. Teachers use the online classroom to assess studentsí knowledge of recently completed Online School lessons. Teachers verbally quiz students during regularly-scheduled conference calls.

Method Used to Report Attendance in the eCP Course (s) to the TEA
TXVA@SW submits an attendance document to TEA that indicates lesson completion in each subject for each student.

Computer Security and Privacy
As a provider of distance learning, TXVA@SW realizes the immense value of computer and other electronic resources to improve student learning and enhance the administration and operation of its school. To this end, the TXVA@SW encourages the responsible use of computers, computer networks, including the Internet, and other electronic resources in support of the mission and goals of TXVA@SW.

Because the Internet is an unregulated, worldwide vehicle for communication, information available to staff and students is impossible to control. Therefore, TXVA@SW has adopted the following policy:

TXVA@SW Network and Internet Use Agreement

Each parent and student are required to sign our Network and Internet Use Agreement. Details of the agreement are discussed with each student and parent at face-to-face parent orientation meetings. When a signed agreement is returned, the school provides electronic access to the appropriate courses.


TXVA@SW is required to monitor student attendance in accordance with all applicable statutes set forth by the state of Texas. TXVA@SW teachers and administration closely monitor student attendance.

Responsibility for compliance with state attendance statutes and regulations belongs to the parents, but the school is obligated to keep an accurate record of daily attendance. If a student is not meeting the statutory requirements for public school attendance, the student is considered truant under TEC ß25.094. This statute defines truancy as not being in attendance ten or more days within a six-month period or not being in attendance three or more days within a four-week period. As a truant student:

  • The studentís parent or legal guardian is subject to prosecution under Texas Education Code ß25.093
  • The student is subject to prosecution under Texas Education Code ß25.094

Process for Dealing with Truancy

TXVA@SW teachers monitor student attendance no less than biweekly through their tools in Online School® (OLS®).

Individual TXVA@SW teachers send an e-mail or conduct a phone conference informing parents that their child has been absent for three or more calendar days and is in danger of being prosecuted under the relevant state statutes. If parents respond within 24 hours, the teachers create attendance action plans with the families. Adherence to these action plans is monitored by TXVA@SW teachers. (Parent response is expected within 24 hours)

If there is no response within 24 hours, teachers forward the studentís name, contact information, and file documentation (number of missed days, etc.) to the operations administrator, and send a copy to the academic administrator, and program director. TXVA@SW teachers take responsibility for monitoring family progress toward the attendance action plan and updating the TXVA@SW administration regarding the familyís progress at each of the dates outlined in the plan.

If a family does not fulfill the attendance action plan after incremental steps to ensure compliancy with the attendance requirement of the state of Texas, an administrator will conference with the family regarding educational options. The administrator may choose to initiate truancy charges against both the parents or guardians, and the student.

Notice to the parent described above is not required if the student is a party to a juvenile court proceeding for conduct indicating a need for supervision.

The fact that a parent did not receive the notice described above is not a defense to prosecution for the parentís failure to require a child to attend school by fully participating in the eCP.


As a public charter school, TXVA@SW is required to monitor student attendance in accordance with all applicable statutes set forth by the State of Texas. TXVA@SW teachers and administration closely monitor student attendance.

Students must demonstrate daily lesson completion in the Online School®.


When imposing discipline, school personnel shall adhere to the following guidelines:

  1. Discipline shall be administered when necessary to protect students, school employees, or property and maintain order and discipline.
  2. Students shall be treated fairly and equitably. Discipline shall be based on a careful assessment of the circumstances of each case. Factors to consider include:
    1. The seriousness of the offense
    2. The student's age
    3. The frequency of the misconduct
    4. The student's attitude
    5. The potential effect of the misconduct on the school environment
    6. Requirements of Chapter 37 of the Education Code
    7. The Student Code of Conduct adopted by the board

All students of the eCP are subject to the student discipline policies adopted by the board of TXVA@SW, and the Student Code of Conduct that are aligned with Chapter 37 of the Texas Education Code. With regard to disciplinary issues, students with disabilities will be afforded all the safeguards outlined in the adopted policies of the board of TXVA@SW as well as the appropriate state and federal statutes.

Additionally, students enrolled in the eCP will be subject to policies particular to students participating in a virtual environment, which will include activities that are considered illegal and violate the charter schoolís policy regarding security.

Not later than 24 hours after the receipt of a Student Code of Conduct violation report, the administrator responsible for the eCP, or another appropriate administrator, shall send a copy of the report to the studentís parents or guardians. The dispensation of a Student Code of Conduct violation will be determined by the due process procedure outlined in the Board Policies and the Student Code of Conduct.


A student may withdraw from TXVA@SW at any time. A student will be withdrawn from the attendance accounting system on the date that the administrator of the eCP becomes aware that the student is no longer a member of TXVA@SW. With proof of enrollment in another school, public or private, retroactive withdrawals will be made effective to the day the student enrolled in the other school. All attendance accounting records affected by this change will be updated.

A student who is at least 18 years old and is voluntarily enrolled in school may be withdrawn when he/she accumulates more than five unexcused absences in a semester. Under this provision, TXVA@SW may revoke the enrollment of such a student for the remainder of the school year. Withdrawal from the eCP program will be simultaneous with the withdrawal from TXVA@SW for non-attendance.

TXVA@SW may withdraw a student who has been absent after three attempts to contact the parents/guardians have been made. The student will be reported to the proper authorities to ensure that a student is in attendance at another public or private school.

A student who never officially withdraws from the eCP, but whose whereabouts can no longer be determined, will be removed from enrollment in both the eCP and TXVA@SW after the fifth day of absences within a semester.

The minimum set of information that will be transferred with each student moving from TXVA@SW to another school is:

  1. Social Security number and state-approved alternate ID last reported through PEIMS
  2. Current Social Security Number or state-approved alternate ID, if different from above
  3. Local Student ID number, if used
  4. County-school-campus number
  5. Campus name and phone number
  6. First, middle, and last name and generation code
  7. Sex, ethnicity, and date of birth
  8. Current grade level
  9. Immunization records

TXVA@SW will transfer student records within 30 days of a request by another school.

Inactive student folders will contain a withdrawal checklist, a signed document by the parent or guardian stating where the student will be attending school, and/or a request for records from the receiving school with a dated response.

All student records will be maintained by the school in accordance with Board Policies and the Terms of Participation for the eCP.


A student enrolled in the eCP is subject to all of the policies adopted by the board of TXVA@SW and published in the Student Code of Conduct and may be expelled for any of the mandatory or discretionary reasons named in the policies and Student Code of Conduct.

A student subject to the expulsion process of TXVA@SW shall be afforded all the protection of the due process adopted by the board of TXVA@SW and published in the Student Code of Conduct. The due process shall include the following:

  1. Prior written notice of the charges and the proposed sanctions so as to afford a reasonable opportunity for preparation, including a written invitation to the student's parent or guardian to attend the expulsion hearing
  2. Right to a full and fair hearing before the board or its designee
  3. Opportunity to testify and to present evidence and witness in his or her defense
  4. Opportunity to examine evidence presented by the school administration and to question the administration's witnesses

At the hearing, the student is entitled to an adult representative or legal counsel, who can provide guidance to the student, and who is not an employee of TXVA@SW, or affiliated with the eCP. If the administrator of the eCP program of TXVA@SW makes a good-faith effort to inform the student and the studentís parent or guardian of the time and place of the hearing, TXVA@SW may hold the hearing regardless of whether the student, the studentís parent or guardian, or another adult representing the student attends.

The notice shall include the date and time of the hearing, the names of the witnesses against the student, and the nature of the evidence. In an expulsion hearing, TXVA@SW may rely on the hearsay evidence of school administrators who investigate disciplinary infractions. The decision shall be based exclusively on evidence presented at the hearing, and shall be communicated to the student and the parent in writing.

A decision by the boardís designees to expel a student may be appealed to the board. A student with a disability shall not be excluded from his or her current placement pending appeal to the board for more than ten days without admission, review, and dismissal (ARD) committee action to determine appropriate services in the interim. Pending appeal to a special education hearing officer, unless TXVA@SW and parents agree otherwise, a student with a disability shall remain in the present education setting, including the eCP program.

If a student is expelled from TXVA@SW, he/she will also be withdrawn from the eCP program. No student may participate in the eCP without being enrolled as a student of TXVA@SW.