2020-2021 School Year

PLEASE NOTE:  These forms are available only for viewing below.

• Student Activities Rules and Regulations
• Concussion Information Form
• Emergency Card
• KK Voluntary Accident Insurance Form
• LCPS Athletic Fee Letter to Parents
• Parental Consent/Insurance Information Form

SPECIAL PERMISSION AND HIGH SCHOOL ATHLETIC ELIGIBILITY

Per School Board Policy 8155 School Assignment

Identifying and evaluating all implications of changing schools by special permission is the responsibility of parents or guardians prior to submitting a request. Implications may include but are not limited to changes in future-year capacity that precludes renewal of the request for special permission and certain athletic or league participation restrictions. For example, athletic eligibility is determined by the Virginia High School League (VHSL) Handbook rules that are based upon the school of enrollment for a first-time ninth-grade student. Under VHSL rules, subsequent student-requested transfers (or returning to a regular school of assignment) will generally result in 365 days of ineligibility unless there is an actual corresponding change of residence of the parents or guardian. For transfers required by the school division, waivers from these restrictions may be considered by the Division Superintendent in accordance with VHSL rules. Parents or guardians are responsible for understanding all potential consequences of changing schools by special permission. 

Official enrollment in a school is defined as official registration and attendance in classes for at least three school days or engaging in a contest, regardless of whether or not the student has officially registered in the school or attended classes. 

Special Permission is considered a transfer by the VHSL and students must meet the established criteria in order to be eligible for participation in athletics.

Questions regarding the student eligibility under VHSL and school division rules or the general application of VHSL rules should be directed to Derek Farry, Supervisor of Athletics. 

VHSL Membership: All LCPS High Schools are members of the Virginia High School League.  Eligibility for membership in the VHSL -- State public high schools in Virginia with the expressed written authority of their respective school boards, and non-boarding, non-public high schools which agree to follow VHSL By-Laws, Rules and Regulations as amended for them, shall be eligible for membership in the League.

VHSL Policy Manual Reference  

28A-7-1 TRANSFER RULE (Page 76)

The student shall not have enrolled in one high school and subsequently transferred to and enrolled in another high school without a corresponding change in the residence of his/her parents, parent, or guardian. The original residence must be abandoned as a residence, that is sold, rented or otherwise disposed of as a residence, and must not be used as a residence by the immediate family. The entire family must make the change and take with them the household goods and furniture appropriate to the circumstances. The change must be made with the intent that it is permanent. The sending and receiving VHSL school principals are required to complete and file the VHSL Transfer Form, acknowledging that to the best of their knowledge the student has met all aspects of the transfer rule or its exceptions. Home instruction does not constitute enrollment in a public school. Home schooling is a process through which Virginia Code compulsory education requirements may be met, as is private schooling. Home schooling is the equivalent of school enrollment for Transfer Rule purposes, and determining whether the student has met Scholarship Rule requirements of having passed five academic subjects recognized by the Virginia Department of Education in the most recent prior semester.

Note A: The provisions of the Transfer Rule apply to students transferring from one school to another, including transfers from a private school to a public school as well as transfers from one public school to another. For the purposes of this rule only, the phrase “high school” is defined as a school providing instruction at the ninth or tenth or eleventh or twelfth grade level(s).

Note B: Any student who transfers from a non-VHSL member school (i.e., a non-member VHSL non-public school, a home school or a school from a state outside Virginia) to a VHSL non-public member school shall be eligible immediately, provided that student was continuously enrolled in the school from which he/she is transferring for one calendar year prior to such transfer.

Note C: Any student who transfers after a VHSL member receiving school's regular season, in that sport, has concluded is ineligible to participate in postseason play for that VHSL member school in postseason play, in that sport.

Exceptions to the Transfer Rule can be found on pages 76-80 of the VHSL Handbook. 

Frequently asked questions and answers: 

1. If I am a currently enrolled high school student and I voluntarily choose to attend a high school under the special permission provision of School Board Policy 8155 (School Assignment) different from my home school, will I remain eligible for VHSL athletics? 

 

ANSWER:  No.  The VHSL Transfer Rule (28A-7-1) prohibits a current high school student from transferring without a corresponding change in his/her parents’ residence.  This period of ineligibility lasts for 365 consecutive calendar days.  

2.  I heard that the school system can grant a “waiver” so I can remain eligible for VHSL athletics? 

ANSWER:  A waiver may be utilized when the superintendent or school board transfers a student, by name, within the school division without affecting that student’s eligibility by specifically granting a waiver of the Transfer Rule (28A-7-1).

 

3.  I am a rising 9th-grade student and I would like to apply for special permission to transfer to a high school other than my home high school for next year.  If I file during the period for filing applications as provided by School Board Policy 8155, will I be eligible for VHSL athletics at the other high school? 

ANSWER:  Yes.  A student’s eligibility for VHSL athletics/activities begins when they enter the 9th grade for the first time.  A student remains eligible at the high school they enter as a 9th grader for 8 consecutive semesters as long as they remain continuously enrolled at the high school.  If you did not like your transfer high school and wanted to return to your home high school the following year, then you would be ineligible for 365 consecutive days.  If, however, you were prevented from attending the transfer high school the following year because the high school no longer had the capacity, then a waiver may be considered.     

4.  What happens if a student is mistakenly allowed to play in VHSL athletics even though he or she is actually ineligible due to the Transfer Rule? 

ANSWER:  The high school that allowed the student to play when he or she was ineligible will forfeit all of the games in which the student played.  Other sanctions are possible against the school depending upon the situation.

5.  May I meet with a coach at another school outside of my attendance zone before enrollment to discuss my child playing at their school?

ANSWER:  No, you may not meet with a coach outside of your school’s attendance zone to discuss your child playing at their school.  27-9-1 PROSELYTIZING RULE-No member school or group of individuals representing the school shall subject a student from another school to undue influence by encouraging him/her to transfer from one school to another for League activities.

6.  Who certifies the eligibility of all VHSL athletic and activities contestants representing his/her school?

ANSWER: The principal at each school shall certify the Master Eligibility List for sport or activity.

7.  Can a coach recruit my child to participate in the sport they coach?

ANSWER: The only coach that can recruit your child is the coach at the high school that serves your attendance zone.  If a coach from another school attempts to recruit your child, the coach would be in violation of VHSL 27-9-1 PROSELYTIZING RULE.

8.  What defines residence for VHSL eligibility?

ANSWER: Residence is defined as the domicile of an individual, meaning that the individual lives in a locality with the intent to make it a fixed and permanent home. Domicile requires more than bodily presence as an inhabitant in a given place; it requires bodily presence and an intention to make such a place a fixed and permanent home. Other indicia of domicile include automobile registration, voter registration and the reporting of a mailing address change to the appropriate agencies, such as the post office, utility companies, creditors and employers. Under no circumstances can a family or student participant have two residences for eligibility purposes. It is the obligation of the school to know the complete residence status of each student participant and to see that all comply with these requirements. Any change in residence must be bona fide. Determination of what constitutes a bona fide change of residence depends upon the facts of each case.

9.  What is the process for requesting a waiver to the transfer rule if my student is transferring from one LCPS high school to another? 

ANSWER:   The student must be enrolled in the new school before making a request.  A parent must submit a formal request in writing to the Supervisor of Athletics and Principal of the New High School of enrollment with supporting documents for a waiver.  The Supervisor of Athletics will contact school staff at the previous school to validate the request and purpose.  The information collected will be submitted to the Superintendent Designee for review and consideration.  A decision letter will be sent from the Office of the Chief of Staff within 10 calendar days upon receiving the request. 

10.  What is the process for requesting a waiver to the transfer rule if my student is transferring from another school division to LCPS?

ANSWER: No waiver request is necessary due to the fact the student would be residing within your school division and would automatically be eligible within the school zone that serves their attendance zone, except if done during the postseason.

11.  My request for a waiver was denied. Is there an appeals process (need to cover both internal and external). 

ANSWER: If the superintendent or designee denies the request, you may appeal to a school board committee as outlined in LCPS Policy 2350.   

 

  

Athletes should be prepared to practice/play on all other holidays/teacher workdays. An athlete must always consult his/her coach before missing a practice or game.

 

In order for a student to participate on a Loudoun County Public School athletic team, each athlete must have satisfied all of the scholastic eligibility requirements prior to participation.  These regulations state that ll athletes:

 

• Cannot receive money or awards for playing
• Cannot sign a contract to play professional sports while they still maintain high school eligibility
• Cannot be 19 on or before August 1st of the current year
• Must pass five courses the previous semester and be currently taking five courses
• Must not repeat courses for eligibility purposes for which credit has been previously awarded
• Must attend school the day of the game, and
• Must be in school by no later than 15 minutes after the first bell to begin the school day and must remain in school that entire day. Exceptions may be made for a doctor or dental appointment or reasons excused by the principal. 

• Eighth-grade students who become 14 years of age by August 1 are eligible for sub-varsity athletics at the high school they would attend.