Documents Relative to Standard 5: RESOURCES & SUPPORT

NOTE: This is an abbreviated list of documents taken from the indicators. The absence of the documents may delay the accreditation process. 

Personnel documents 

  • Employee applications, agreements, and handbooks 
  • Description and documentation of the hiring process including screening and background check procedures (both initial and periodic) for employees 
  • Description of professional development
  • Employee evaluation process 
  • Termination policy 
  • Description of expected qualification of employees 
  • Job postings and job/position descriptions 
  • Credentials, experience, professional development, and demographics of current faculty
  • Faculty orientation schedule and topics addressed 
  • Evidence of faculty training as required for CPR, first aid, child protective services issues and reporting, etc. 
  • Description of the connections between strategic initiatives, assessment of employee needs, and allocations of time and resources dedicated to professional learning 
  • Evidence of ongoing training for adults in recognizing and reporting of sexual misconduct 

Additional Requirements for Virginia Schools 

  • Description of process for assessment and management of concussions 
  • Procedures for prevention and mitigation of bullying 
  • Evidence of training in medication administration 
  • Staff qualifications including but not limited to job descriptions, personnel handbook, performance evaluations, fingerprint criminal background checks (on all employees full-time or part-time) and Child Abuse & Neglect Registry Search (on all employees full-time or parttime)
  • Records demonstrating professional personnel are CPR, first aid and AED certified  
  • All state recognized accredited schools with early learning programs must meet, or exceed, Department of Social Services licensure regulations regardless of licensure status. Evidence of licensure or an approval of an exemption from licensure must be available at every private school that serves children under the age of eligibility for kindergarten and/or offers before and after school care for children up to age 12. Documentation collected by associations assures that private preschool programs are in compliance with local, state, and federal legal requirements in these areas. 

Student Documents 

  • Admissions materials
  • Student and parent handbooks 
  • Financial aid materials 
  • Standards of ethical admissions practices 
  • Evidence of ongoing, age-appropriate training for students in recognizing and reporting of sexual misconduct 
  • Boarding or homestay program handbook (if applicable)
  • School crisis plans (facilities, communications, media, transportation, health, continuity, etc.) 
  • Certificates from the health department, fire department, elevator inspections, etc. 
  • License or exemptions from appropriate state agencies as required 
  • Data security protocols 
  • Document retention policies
  • Plan for permanent access to documents (student records, employee records, etc.) 

Other documents that may be used to show evidence of compliance with indicators: 

  • Volunteer applications, agreements, and handbooks 
  • Description of screening and background check procedures (both initial and periodic) for volunteers
  • Description of a professional development program 
  • Volunteer evaluation process 
  • Mentoring program 
  • Minutes of meetings demonstrating support for employees new to the school 
  • Minutes from faculty meetings where professional growth opportunities are discussed – could include any number of growth opportunities such as pedagogical approaches, content area information, health and wellness training, mandatory reporting procedures and student safety, etc.
  • Notifications of opportunities for training/professional development  
  • Reports given by employees regarding professional learning  
  • Descriptions of PLC or Critical Friends groups 
  • Analysis of staff participation in professional learning for a defined period of time 
  • Descriptions of the successful candidate as aligned with mission and academic goals of the school
  • Evidence of pertinent assemblies, grade meetings, advisory groups, student community building activities, etc. 
  • Descriptions of counseling services in parent and student handbooks  
  • Written procedures of referrals in faculty handbooks 
  • Evidence of faculty orientation to referrals 
  • Written agreements with outside providers for student referrals
  • Schedule of drills and analysis of efficiency/adequacy