206. School Access Safety Plan Funds When funding for School Access Safety Improvements for schools in West Virginia is made available from an earmarked allocation from the West Virginia Legislature, the following criteria apply: A School Access Safety Audit will be performed and become an integral part of the plan. The SBA-approved audit format must be used. The audit must be performed prior to formulating the School Access Safety Plan to establish a basis for current conditions and formulation of the plan. In so doing, both short- and long-term effects of building access safety improvements will be considered. 206.032. School Access Safety Audit Each county will be responsible for conducting an audit to review the current state of access safety in all schools prior to preparing the School Access Safety Plan. The School Access Safety Audit shall be performed using the SBA-approved audit format. The audit will help identify school access safety deficiencies and help the Countywide Council on Productive and Safe Schools begin to formulate the basis of the School Access Safety Plan. Based on this information and the goals and objectives of the plan, a list of priority projects that will improve and control access to schools can be formulated. This audit, at a minimum, will: a. Establish procedures for identifying problems and recommending solutions for school access safety deficiencies b. Evaluate current deterrents that discourage, hinder, or impede intruders from entering school buildings and grounds c. Inventory existing detection and control devices and alarm systems d. Evaluate current physical barriers that slow and impede unauthorized acts once detected e. Identify improvements necessary to existing communication equipment f. Establish a chain of command at the school and county level for effective communications with the local school, county, and emergency management and law enforcement agencies. 206.033. Countywide Inventory of Each Facility and Associated Reporting
207. Each county board shall provide an estimate of probable cost to correct identified deficiencies using the School Access Safety Repair and Renovation Schedule. The individual school costs shall be amended into the current CEFP Finance Plan and recorded as a separate total dollar amount for each school. These deficiencies and costs will be reviewed annually and updated as a part of the local board annual update report provided to the SBA and the State Department of Education. The audit must also be included in the plan and performed in cooperation with local law enforcement and emergency services. Copies of the audit including building name, address, and number of students and staff must be provided. A building diagram must be provided to the West Virginia State Police, local law enforcement, the Department of Military Affairs and Public Safety, Division of Homeland Security and Emergency Management, West Virginia Department of Education Office of School Facilities, and the State Fire Marshal's Office in an electronic format. Include a chain of command list of individuals at the school and county level along with phone numbers. The diagrams must include the current room layouts, location of windows, doors (with swing direction), and all utility entrances and shutoffs. All new school (and existing schools, if available) as-built drawings must be secured in a central location identified in the School Access Safety Plan and must be available to emergency responders upon request. The Department of Education will verify the location and condition of the as-built drawings for all new schools during their<O] its annual maintenance and custodial reviews and report their<O] findings to the SBA office.
208. A countywide inventory of each school facility's interior and exterior classroom and administrative doors shall be performed. The inventory shall include: a. The number of controlled points of ingress to the school b. The number and placement of exterior doors and windows c. The inventory and condition of all monitoring systems on exterior doors d. The location and condition of automated locking devices e. The availability of two-way communication between points of ingress to the school f. The availability of alarm hardware and/or remote visitor access systems on points of ingress g. The overall condition of the doors
209. The following reports must be included within the plan: a. A copy of the current status of crime committed on school grounds b. A projected school access safety repair and renovation schedule for all schools c. A prioritization process for all projects in the plan d. An itemized cost summary for recommended improvements e. A regularly scheduled preventive maintenance plan for safety and security equipment

1.1. Scope. -- This legislative rule establishes the guidelines and procedures related to School Access Safety Act.

2.1. Funds appropriated by the legislature to the School Access Safety Fund shall be distributed by the School Building Authority on the basis of net enrollment. These funds are for improvements of school access safety and will be distributed in accordance with School Building Authority policy and in accordance with all requirements in WV Code §18-9F-3.

3.1. Each county board who has an approved School Access Safety Plan and meets all the eligibility requirements of the School Access Safety Act established in W. Va. Code § 18-9F-1 et al., will qualify for School Access funds. 3.2. The School Building Authority will initially review the list of projects within the plan for compliance with the School Access Safety Act and based upon the availability of funding will annually review projects from within the plan for funding consideration. 3.3. School Access Safety Grant projects must be included in the county's School Access Safety Plan and must be a part of an approved comprehensive educational facilities plan (CEFP) or must be amended into the CEFP to be eligible for funding. 3.4. School Access Safety funding provided by the School Building Authority must be expended within one year. The School Building Authority may grant a six-month extension of funding, if it is determined by the Authority that extenuating circumstances prevented the county from expending the funds within the one-year period. Once expired by the School Building Authority, remaining funds shall be added to the total funds available to all counties in the School Access Safety Fund and distributed in future funding cycles. 3.5. A local contribution in an amount equal to or exceeding 15% of the funding available to the county is required in order to secure School Access Safety funds. If a county board feels that it cannot fulfill the 15% local match as required, the county board of education may submit a financial hardship waiver request to the Department of Education for review and consideration. Once reviewed, the Department of Education will advise the School Building Authority of the disposition of the request prior to the award of funding.

4.1. Each county board that receives School Access Safety monies to fund a project from their approved School Access Safety Plan is required annually to conduct an on-site inspection and submit a review of completed School Access Safety Projects to the State Board. The inspection shall be conducted in accordance with the provision of the Department of Education's Handbook on Planning School Facilities. A copy of the completed project review must also be submitted as part of the county boards CEFP annual update.

As used in this article, these terms have the meanings ascribed unless the context clearly indicates a different meaning: 4) “Project cost” means the cost of: (A) Evaluating a school facility to ascertain its safety needs.

a) To facilitate the goals of this article and to ensure the prudent and resourceful expenditure of state funds, each county board seeking funds for school access safety projects during a fiscal year shall submit to the authority a school access safety plan or annual plan update that addresses the school access safety needs of each school facility in the county. In developing its plan, the county board shall consult with the Countywide Council on Productive and Safe Schools in accordance with the provisions of this section and section forty-two [§ 18-5-42], article five of this chapter. (b) The safety plan shall include at least the following: (1) A countywide inventory of each school facility's means of ingress to and egress from the school for students, school employees, parents, visitors and emergency personnel including, but not limited to: (A) The number of controlled points of ingress to the school facility; (B) The number and placement of exterior doors; (C) The use of monitoring systems on exterior doors; (D) The use of timed, magnetic or other locks on exterior doors; (E) The use of two-way communication systems between points of ingress and school personnel; (F) The use of functional panic or other alarm hardware on exterior doors; and (G) The use of remote visitor access systems on points of ingress; (2) The recommendations and guidelines developed by the Countywide Council on Productive and Safe Schools pursuant to section forty-two, article five of this chapter, together with the county board's assessment of the recommendations and guidelines; (3) Recommendations for effective communication and coordination between school facilities, local law-enforcement agencies and local emergency services agencies in the county; (4) An assessment of the current status of crime committed on school campuses and at school-related functions; (5) A projected school access safety repair and renovation schedule for all school facilities in the county; (6) A prioritized list of all projects contained in the plan, including the projected cost of each project; (7) A description of how: (A) The plan addresses the goals of this article and guidelines established by the authority; (B) Each project furthers the county board's safety plan, facilities plan and school major improvement plan; (8) Notation of the funds available for allocation and disbursement to the county board pursuant to section six [§ 18-9F-6] of this article; (9) A description of any source of local funds that the county board intends to contribute to the safety projects, or an approved financial hardship waiver, to satisfy the local contribution requirements of section six of this article; and (10) Any other element considered appropriate by the authority or required by the guidelines established pursuant to section three [§ 18-9F-3] of this article, including any project and maintenance specification.

(a) By the first day of June, two thousand seven, the authority shall establish and distribute to each county board guidelines and procedures regarding school access safety plans and school access safety projects, which shall address at least the following: (1) All of the necessary elements of the school access safety plan required in accordance with the provisions of section three [§ 18-9F-3] of this article; (2) The manner, time line and process for submission to the authority of each safety plan and annual plan update, including guidelines for modification of an approved safety plan; (3) Any project and maintenance specifications considered appropriate by the authority; (4) Procedures for a county board to submit a preliminary plan, plan outline or plan proposal to the authority prior to submitting the safety plan. The preliminary plan, plan outline or plan proposal shall be the basis for a consultation meeting between representatives of the county board and the authority. The meeting shall be held as soon as practicable following submission in order to: (A) Ensure understanding of the goals of this article; (B) Discuss ways the plan may be structured to meet the goals of this article; and (C) Ensure efficiency and productivity in the approval process; and (5) Procedures for notifying county boards of the funds available for allocation and disbursement during each fiscal year pursuant to section six [§ 18-9F-6] of this article. (b) By the first day of June, two thousand seven, the authority shall establish and distribute to each county board guidelines and procedures for evaluating safety plans and safety projects that address at least the following: (1) Whether the proposed safety project furthers the safety plan and complies with the guidelines established by the authority; (2) How the safety plan and safety project will ensure the prudent and resourceful expenditure of state funds and achieve the purposes of this article; (3) Whether the safety plan and safety project advance student health and safety needs, including, but not limited to, critical health and safety needs; (4) Whether the safety plan and safety project include regularly scheduled preventive maintenance; and (5) Consideration of the prioritized list of projects required by section three of this article. (c) The authority shall establish guidelines and procedures for allocating and disbursing funds in accordance with section six of this article, subject to the availability of funds. (d) Each county board receiving funds pursuant to this article annually shall conduct an on-site inspection and submit an audit review to the state board. The inspection shall be conducted in accordance with the provisions of the Department of Education's Handbook on Planning School Facilities.