Lower School Handbook
284 S. Liberty Street
Powell, Ohio 43065
Village Academy admits students of any race, color, creed, sex, or national origin to all privileges, rights, programs, and activities. The school does not discriminate on the basis of race, color, creed, sexual orientation, gender identity, or national origin in administration of educational policies, scholarships, or student activity programs. This statement of policy also applies to the school’s personnel and employment policies.
Welcome to the Village Academy community! Thank you for joining us in the adventure of educating your student.
This handbook has been designed to communicate the School’s policies that guide a student’s conduct at Village Academy. The handbook also provides important information regarding such topics as attendance, field trips, computer use, uniform policies, newsletters, standardized testing, and other student activities.
Should you have questions concerning any portion of this handbook, please do not hesitate to contact an administrator for clarification.
Once again, we would like to welcome you to the Griffin Community, and are excited to share the unparalleled educational opportunities offered at Village Academy with your student. We look forward to your participation as a member of our parent community. Thank you for your continued support and involvement in your student’s education.
Head of School
TABLE OF CONTENTS
Outside Specialists 18
Village Academy seeks to educate college-bound students who not only wish to become self-fulfilled individuals but also to function as responsible, compassionate citizens of the world.
Since its inception in 1976, the purpose, goals, and philosophy of Village Academy have remained essentially unchanged. They have, however, been modified to adapt to its expanded community, as the School has grown from its preschool beginnings to include the Lower, Middle, and Upper School. In order to accomplish the Village Academy mission, the School is committed to creating and maintaining a challenging, success-oriented educational program that provides the opportunity for:
Village Academy is governed by a small, self-perpetuating Board of Trustees. The Board is composed of professionals who are friends of the School and whose expertise helps guide the School in implementing its philosophy and goals. The Board approves the operating and capital budgets, and oversees campus real estate, long-range physical planning, strategic planning, and the fiscal stability of the School.
The Board appoints the Head of School who carries out Board policies and who is responsible for appointing the Dean of Faculty and Students and the Administrative Team. Under the direction of the Head of School, the administrative team is responsible for setting routine policies in operating the program of the School. The administrative team works closely with the faculty, staff, parents, and students to insure the success of collaborative decision-making.
Village Academy is a family-oriented learning community that emphasizes family participation as an integral part of the students’ academic, co-curricular, and extracurricular experiences. All parents of students enrolled in Village Academy comprise the Village Parent Organization (VPO).
VPO is committed to the sustainability and advancement of the School and the enrichment of VA students’ educational experiences through the support of the social, athletic, and intellectual pursuits of the School. To this end, VPO is responsible for:
VPO has an executive committee that assists in formulating the agenda for meetings and encourages appointed volunteers from representative grade levels to attend event planning and strategic planning meetings.
Grade-level representatives assist with communication and encourage all parents to contribute to the advancement of the School. Parent participation opportunities are available for sign up during August registration and will be posted on the website. Opportunities include volunteering for classrooms, events, fundraising, guest lectures, athletic boosters, and science fairs.
Once per quarter, an all-parent meeting keeps the entire community up to date with a summary of activities. Committee meetings are held throughout the year as needed.
The following is a contact list of the Village Academy Academic Administration:
Position Name Email
Head of School Tres Marangoni firstname.lastname@example.org
Lower School Div. Chair Kara Haustovich email@example.com
STEAM Dept. Chair Timothy McDonley firstname.lastname@example.org
Social Studies Dept. Chair Mike Salisbury email@example.com
World Languages Dept. Chair Wendy Zhang firstname.lastname@example.org
Language Arts Dept. Chair Bryan Miller email@example.com
Physical Education Dept. Chair Lori Ave firstname.lastname@example.org
Fine/Performing Arts Dept. Chair Sue Saurer email@example.com
College Adv./Admin. Asst. Jenny Harris firstname.lastname@example.org
School Psychologist Dr. John Tilley email@example.com
The following is a contact list of the Village Academy Administrative Staff:
Position Name Email
Business Manager/Registrar Rebecca Wolfrum firstname.lastname@example.org
Facilities Director Tom Hopson email@example.com
Technology Director Dean Dufresne firstname.lastname@example.org
Director of Marketing Erin Myers email@example.com
Admissions Director Eric Majewski firstname.lastname@example.org
Athletic Administrator Matt Conkling email@example.com
Head Athletic Trainer Lauren Gilliam firstname.lastname@example.org
Office Manager Tammi Williams email@example.com
After contacting the appropriate teacher or the department chair, if concerns are unresolved, the Head of School of Village Academy may be contacted to advise and assist. The department chairs, LS Division Chair, and Head of School have offices at Village Academy, (614) 841-0050.
Village Academy is a coeducational, nonsectarian, independent school. The program is based on a well-rounded, rigorous, college preparatory curriculum presented in a cooperative environment.
Major strengths of the School are scholarship, strong work ethic, creativity, and the fellowship of a diverse student body. The School welcomes students and families who have a commitment to a challenging liberal arts program in a multicultural environment where respect for the integrity of each individual and their heritage is assumed.
Members of the Village Academy community have the right to:
Members of the Village Academy community have a responsibility to:
School begins in August and ends in June. (Check current master calendar for specifics)
All students are assigned a confidential family access card. Students will enter the building through the main lobby using their assigned card. Students in grades 4 and 5 will also be issued a proximity card that should be kept on their person at all times. In the event the card is lost or stolen, you will need to notify the IT Department immediately so that your card will be deactivated. A replacement card will be issued for a nominal fee.
Students are required to follow safety and security protocol as it applies to Proximity Cards and Codes.
Extended care is available before and after school hours (7:00-8:45 a.m. and 3:15-6:00 p.m. for Pre-K, 7:00-8:30 a.m. and 3:30-6:00 p.m. for YK-5th grade) for an additional fee per academic year, or daily, if such service is desired. If a student arrives before 8:30 a.m. (8:45 a.m. for Pre-K), the student is required to be registered for extended care.
Siblings of MS/US students who begin school at 7:45 may attend morning extended care at no additional charge. Students are required to be in supervised areas at all times and may not wander the campus unattended. If problems arise, parents will be contacted for immediate student pick-up. Failure to follow this policy will result in students being asked to vacate the campus at the end of the school day.
Teachers will be on duty by the front door daily 8:10-8:40 a.m. to assist with drop off for grades K-5. As parents drive up to the front door, teachers will assist students out of the car and into the building to make sure traffic does not back up in the parking lot.
Students should have everything ready to go when the teacher opens the door of the vehicle. This procedure is highly encouraged to alleviate parking lot congestion. Parents wishing to speak with the classroom teacher may do so at the end of a day, through email, or by leaving a voicemail message. Parents desiring to accompany their students to the classroom should still proceed through the drop off, then park in the designated yellow spaces and come in.
IMPORTANT BUS INFORMATION
Bus transportation to and from Village Academy is available through Dublin and Olentangy school systems. Parents/Guardians are responsible for registering their child for bus transportation and notifying Village Academy. The extended care staff at Village Academy will ensure that children registered for bus transportation board the correct bus at the end of the day. Village Academy faculty and teachers will assume that all students registered for bus transportation will ride the bus home from school unless a written notice is sent to school. If a parent/guardian chooses to pick their child up from school on a given day, a written notice is required.
Without a note, a student will not be allowed to alter their transportation plans. Please be aware that this is to ensure the safety of all of our students. The safety of the children is first and foremost to everyone associated with Village Academy.
If your child’s plans change while your child is at school, please email Ms.Williams (firstname.lastname@example.org), Ms. Haustovich (email@example.com), AND Ms. Pack (firstname.lastname@example.org).
Changes to transportation for the day will NOT be accepted after 12:00 p.m. noon.
School Hours: The hours of the academic day are 9:00 a.m. - 3:00 p.m. for Pre-Kindergarten, 8:45 a.m. - 3:15 p.m. for grades K-3, and 8:30 a.m. - 3:15 p.m. for grades 4 and 5. (This can vary depending on scheduling necessities.)
Classes begin promptly in the morning and all students are expected to be in class and ready to start their day at the designated times. Missing any part of the academic day is detrimental to the student’s progress in school.
Vacation: Parents are encouraged to plan vacations around school holidays. Extended vacations during the school year are highly discouraged, and considered unexcused absences. Although the Village Academy staff is happy to provide assignments covering material missed during an excused absence, they are not responsible for providing extra homework during an extended vacation.
Absences: Parents are required to call school to report absences. If parents do not call the office with absence information, the administration will continue to call until contact has been made. All such attempts will be noted on the student’s permanent attendance record. Parents should notify the classroom teacher if the student will be out of class for an extended period of time due to illness and make arrangements to secure the appropriate assignments from the faculty academic websites. Students who are home for more than three days are required to make arrangements to Skype into class with the teacher to stay current on the class curriculum. Students returning to class following an absence must have a note signed by a physician, or other official documentation (not simply a parent note), in order for the absence to be excused. Excused absences include the following:
All of the above require official documentation be provided to the office. Students are expected to be symptom-and-fever-free for 24 hours after an illness before returning to school.
Unexcused absences include, but are not limited to the following:
Students are required to be in school a minimum of a half day in order to be able to participate in after school events, including clubs, organizations, and sports. For example, if students are ill or have an appointment in the morning, they must arrive at school by 11:30 a.m. in order to be considered present for the required half day and to be able to participate in an after school event.
Tardiness: Classes begin promptly in the morning and all students are expected to be in class and ready to start their day at the designated times. Missing any part of the academic day is detrimental to the student’s progress in school and disruptive to the other students. All students are required to arrive at school on time.
Excused tardies, with documentation, include the following:
All of the above require official documentation be turned into the office.
Unexcused tardies include, but are not limited to the following:
Students who are tardy to class with no excuse will lose participation points, and conduct points, from that class for each occurrence.
**Participation in class is an important aspect of the Village Academy education. The educational program requires regular attendance by students; no class can truly ever be “made up”. Excessive absences and tardies from class affect a student’s ability to participate fully and may be reflected in the participation component of the student’s grade.
In accordance with the Village Academy policy of individualized scheduling and advancement through mastery approach to education, the School is involved in a continual process of evaluating each student’s course or group placement. The evaluation process includes the observation of behaviors and peer interaction, academic performance, and periodic testing. A student’s reassignment to an alternative course or group can only be considered after consultation with the student, the parents, the teachers, and the appropriate administrators.
Village Academy is dedicated to academic excellence. Each student is expected to perform at his/her individual best.
The quarterly (term) grade for each student is determined by:
The grading policy is based on the following:
Grade Scale for PreK
Grade Scale for K-3
4–5 Grading Scale
A 93 - 100 B- 80 - 83 D+ 67 - 69 NG No Grade
A- 90 - 92 C+ 77 - 79 D 64 - 66 IP In Progress
B+ 87 - 89 C 74 - 76 D- 60 - 63
B 84 - 86 C- 70 - 73 F 0 - 59
Homework at Village Academy is believed to assist the student in gaining organizational and academic skills. Although homework will not necessarily be given every night, routine homework becomes more frequent as students move through the higher grades.
As a general rule, the following guidelines will apply:
Late assignments will be accepted without penalty from all students who are absent due to excused absences. The student has the same number of days to make up the work as the number of days missed due to excused absences. A doctor’s excuse, or other professional documentation, is required in order for the absence to be considered excused.
Families are encouraged to schedule their vacations to coincide with the school calendar. However, that is not always possible. If the student must be absent due to family vacation, an extended absence form must be submitted at least a week in advance. Work that will be missed during this time can be accessed through the faculty webpages, and can be submitted electronically while absent, or returned to the teacher upon the student’s return to school. Vacation will be considered an unexcused absence.
Incomplete projects and homework will result in an “IP” being given on the report card. A student will not be promoted to the next grade until all assignments are turned in and the incomplete on the progress report is then replaced with a grade.
Village Academy administers, when appropriate, various standardized tests for assorted school related purposes. These include ability, screening, achievement, and diagnostic tests. In the spring of each academic year, group achievement tests are administered to every student at all levels.
Village Academy is dedicated to the ideal of each student striving to maintain his/her own level of academic excellence.
Village Academy provides most textbooks for student use throughout the year. Textbook Inventory Forms are used at the beginning of the school year to indicate title, ISBN#, condition, and class, and are kept on file by the classroom teacher. These forms are required by the State of Ohio and are used at the end of the year to help teachers assess damage amounts that students owe.
Students are responsible for loss or damage to textbooks in their possession. Students must be enrolled in the course in order to receive a textbook. All textbooks must be returned at the end of the course or when a student checks out of a course, in the condition in which it was issued. The school will take into account normal wear and tear.
Students are asked to report previous damage to their textbook within the first day of obtaining the book. Teachers will note damage in the book’s record so the student is not held responsible. (Note: if the damage is not reported, the student could be held liable).
I left my textbook at home. Can I borrow a book for my class?
Yes, if there are additional books, you may borrow one for the class session and return it at the end of the period.
I lost my textbook. How do I get a replacement?
A new textbook cannot be issued until the current book has been replaced. There are three options:
I paid/replaced my lost textbook but now I found my original book. What do I do?
Unfortunately, the School is not in the business of buying and selling textbooks. Therefore, no refunds will be issued.
World Language textbooks are typically purchased by the students and may be used for more than one year. Some textbooks require online access for an additional fee.
Hall passes must be in full view when a student has left the class during session. Students may only be in the hall to travel to the restroom or the office. Procedures for requesting to leave the classroom are at the discretion of the classroom teacher.
Village Academy is concerned about the students’ well being and safety at all times. To avoid blocking aisles and hallways students must store their backpacks in their lockers before school and take out only the materials needed for individual classes. Lockers are loaned to the students at Village Academy for their convenience and as such are subject to search by school officials at all times without notice.
Students are not permitted to go to lockers during class periods due to the disruption of other classes.
Lunches are provided by AVI for all students as an option with affordable meal plans. Vegetarian, gluten-free, or allergen-free meals are available upon request.
Students must keep cell phones and smart watches in their lockers during the school day in the “off” position. They may not be used in the classroom during the school day. Students who need to use a phone to call parents must come to the office and receive permission. Students may use cell phones only before 7:45 a.m. and after 3:15 p.m. Use of cell phones/smart watches is also prohibited during extended care. Students found abusing this policy will lose possession of their phone/smartwatch for the remainder of the day. Parents will be allowed to pick the student's phone up in the lower school office upon arrival for student pick up. The School is not responsible for lost, stolen, or broken cell phones.
Village Academy students, staff, and parents should show respect toward school facilities and each other by maintaining a clean environment. Students and staff are expected to share in the responsibility of keeping the school classrooms, halls, lockers, and lunchrooms clean and free of clutter and damage. Janitorial personnel are responsible for the major daily cleaning of the School.
Students are responsible for keeping their desks, lockers, locker rooms, bathrooms, and common areas clean and free of debris and in good condition. Students accept the responsibility for cleaning the desks or tables after activities, lunch, or snacks, pushing in chairs, and keeping floors free of debris and litter.
Toys from home are prohibited in the classroom unless designated by the teacher either with a written note or for a class share day. This includes fidgets such as spinners, with the exception of students who have a diagnosis that require them in the classroom setting. Students who have earned a share day can bring in either a book or small toy. Phones, tablets, or other electronics are not permitted. The School is not responsible for lost or damaged items.
All lost and found items are stored in the lost and found closet in the gymnasium alcove on a quarterly basis. At the end of the month, all remaining items are donated to charity. The School is not responsible for items lost at school.
Parents are reminded that students are not permitted to bring toys to school except during special “share” days as designated by the classroom teachers.
All students of Village Academy have access to appropriate mobile computer lab experiences during the academic week. Students are to treat all computers and their components with care. The student and his/her family assume the responsibility for the cost of any damage due to student negligence. Negligence is determined by the classroom teacher as the final determinate.
Village Academy is committed to using technology to enhance learning in and out of the classroom. WiFi access is available throughout the building(s) and will enable students to explore thousands of libraries, databases, and other repositories of information around the world.
Students are responsible for appropriate behavior on the School’s computer network just as they are in the classroom.
The use of the Internet is a privilege, not a right, and inappropriate use will result in a cancellation of those privileges. Village Academy reserves the right to review any material on user accounts and to monitor fileserver space in order to make determinations on whether specific uses of the network are inappropriate. Decisions of the Village Academy administration regarding unacceptable technology use are final. A student's use of the Internet may be revoked, denied, or suspended at the request of the Village Academy faculty and staff.
Students of Village Academy are expected to abide by the generally accepted rules of network etiquette. These include (but are not limited to) the following:
The school uniform policy is available on the Website at http://www.villageacademy.org/. Students arriving at school inappropriately attired will be given one warning. A second violation will result in a parent communication. A third violation of the dress code will result in the student being removed from class and sent home. Students may return to campus when in appropriate uniform.
Lower School students have an outside experience daily except in the case of inclement weather. If the temperature is 25 degrees Fahrenheit or below (including the wind-chill factor), students will remain indoors for recess.
All students are expected to go outside. Only students who have a doctor’s note requesting the child remain indoors will be exempt from outdoor play, and will need to remain in a supervised area such as the front office.
Throughout the school year, there may be opportunities for students to attend special events. During these outings, each student is required to wear a tag detailing the school’s name, address, and phone number to call in the event a student becomes separated from the group. Parents are now required to utilize the new online permission slips and payment system for all field trips.
The supervising staff member carries a well-stocked first aid kit at all times while on such outings. Emergency medical information and authorization forms are taken on all field trips, along with information regarding allergies or health conditions requiring special considerations.
All parents are required to sign general permission slips that cover most school outings. Specific written permission slips are required for each separate trip. Parental participation is welcome on field trips. Parents must familiarize themselves with the Parent Chaperone Guidelines (available in the main office and on the school website), before volunteering to accompany a field trip.
As the parent chaperone’s first and foremost responsibility is to the Village Academy students in their charge, it is school policy not to have siblings accompany class field trips.
The school bus is used to transport students on field trips whenever possible. Occasionally parent drivers are needed. All parents who wish to volunteer to be a field trip driver are required to provide the campus office with a copy of their valid driver’s license, a copy of their proof of insurance, and a driver’s license abstract from the Bureau of Motor Vehicles.
By Ohio law, all automobiles transporting students must be equipped with safety seat belts. Students less than 4 years old or 40 pounds must be transported in a child safety seat. Students less than 8 years old, unless they are at least 4 feet 9 inches tall, must be transported in a booster seat. Students under the age of 13 must be transported in the back seat.
Village Academy students are expected to follow school behavioral guidelines at all times. In addition, certain specific behaviors should be exhibited during field trips. Field trip behavior is extremely important as the students are representing not only themselves, but also their parents and the School:
Over the course of the school year, students will have the opportunity to go on several field trips. Students may travel on a chartered bus, the Village Academy bus, or with a parent volunteer. In all cases, the student must have a signed parental consent form on file with the office before they can travel.
All students who are transported by a school or volunteer parent vehicle are expected to exhibit safe and courteous behavior while riding. If parents are invited to volunteer to be a field trip driver, each driver is required to provide the campus office with a copy of his/her valid driver’s license, a copy of proof of insurance, and a driver’s license abstract from the Bureau of Motor Vehicles. By Ohio law, all automobiles transporting students must be equipped with safety seat belts.
The following rules will apply:
Students in grades K - 5 may be required to participate in educational experiences outside the School during the academic year. Faculty strive to design curriculum with subject-area integration in mind. This integrated design process is continually influenced by current research and resources. These experiences will challenge and round out classroom learning and compliment student education, and incorporate the core content standards. They offer a source of experiences that are essential to a successful education, including social development, leadership skills, peer relations and practical life experiences.
Because of the nature of these trips, parent attendance is not permitted, unless by school request, in order to foster independence, self-awareness, responsibility, and develop the social and emotional skills of being away from home. Life hands-on experiences are an integral part and compulsory to the School’s curriculum, and are beyond the scope of the physical classroom. An additional fee to cover expenses will be assessed.
Birthdays are celebrated as special days. Only finger treats such as cookies or fruits may be brought to class to share with other students. Arrangements for these special days need to be made with the classroom teacher at least a day in advance. When sending in a special birthday treat, keep the allergy restrictions of the class in mind.
Birthday invitations for parties outside of the school may not be distributed in classroom folders unless the entire class is invited. Exclusion is hurtful and does not promote school community.
In-school assemblies are held frequently to enhance the students’ appreciation and understanding of information pertinent to school programs. Assemblies also allow students to practice the behavioral skills necessary to become a good audience participant. The assemblies may include speakers and performers from outside the school community to enrich the students both culturally and academically.
The student assemblies held during school hours are for the benefit of students. It is requested that all parents respect the fact that many assemblies are designated for the students only. However, parents are encouraged to attend programs in which their child is a direct participant. Parents who assist teachers or administrators in the presentation of a particular assembly attend for that purpose.
Village Academy has made arrangements for a school counselor to serve as a consultant to students and parents for problems that might be interfering with a student’s academic and social progress. The counselor is on campus five days a week, and provides personal counseling that gives each student the opportunity to discuss confidentially personal issues.
Although Village Academy arranges for this service, it must be stressed to students and parents that this counseling assistance is available only to aid the student in coping with problems that interfere with normal academic and social progress. These services are not intended to remedy severe learning disabilities, psychological disturbances, prolonged chemical dependency, or other problems requiring extensive or long-term attention. If such conditions are determined to exist, the counselor will refer the family to appropriate professional service providers.
The Griffin Way is an incentive plan designed to encourage cooperative school behavior. In each classroom there will be a pocket chart with a color-coded card system. This method will encourage responsible student choices throughout the day.
Methods of discipline shall apply to all persons on the premises and shall be restricted as follows:
What is the Griffin Way?
The Griffin Way includes the following Rights and Responsibilities.
Students will have the right to:
Students will have the responsibility to:
If the student does not honor the Griffin Way, certain consequences can be expected. Consequences need to match the infraction in severity and action. A sample progression might be: warning, removal from group or loss of privilege, time-out, Inappropriate Behavior Form from office sent to parents, and finally, removal to the office. Extreme disruption to learning (i.e. temper tantrums) or physically inappropriate behavior (i.e. hitting) will constitute an immediate removal to the office with possible lunch or after-school detention and/or suspension. Students are made aware of the class code of behavior and consequences of unacceptable choices.
If the student's behavior does not improve, he/she may be sent to the office with an Inappropriate Behavior Form indicating the nature of the behavior. The student will stay in the office for the remainder of the period after counseling with the administrator in charge. The student is responsible for any work missed as a result of his being sent out of the class.
After a second dismissal from class, the student will have a half-day out-of-school suspension from school and will receive an "incomplete" on his/her classroom work for that half day. The parents will be informed by phone as well as by e-mail. They will be informed of the consequences of any further infractions.
After a third dismissal from class, the student will have a full-day, out-of-school suspension and will receive an "incomplete" on his/her classroom work for that day. Further counseling of the student will be offered by Village Academy staff. The parents will be informed by phone as well as by mail. The parent is requested to pick up the student, and the student will be reinstated to class only after a parent-teacher conference has been held at school.
With students in kindergarten, every effort must is made to educate parents as to the discipline policies of the school and the consequences. Children of this age are not aware of the seriousness of bringing toy guns to school, chewing gum, or coloring on walls. Verbal reprimands, time-out, and conferences with parents are initiated prior to more serious actions taken by the administration.
Because Village Academy has a nonviolence philosophy, the policy concerning physical/verbal altercations between students is very stringent. If a student engages in the physical/verbal abuse of another student, he/she will automatically receive a half-day out-of-school suspension, and his/her parents will be contacted immediately by phone and by e-mail. They will be informed of the consequences of any further infractions. The student will receive an "incomplete" on his/her classroom work for that half day. In addition, the student will be counseled on better methods of handling difficult situations.
If a student engages in the physical/verbal abuse of another student, he/she will automatically receive a half-day out-of-school suspension, and his/her parents will be contacted immediately by phone and by e-mail. They will be informed of the consequences of any further infractions. The student will receive an "incomplete" on his/her classroom work for that half day. In addition, the student will be counseled on better methods of handling difficult situations.
A second infraction of the above stated policy within a school year will result in at least one full day, out-of-school suspension and the student will receive an "incomplete" on his/her class work for that day. The parents will be informed by phone as well as by email. The parent will be requested to pick up the student and the student will be reinstated to class only after a parent-administrator conference has been held at school.
Students in kindergarten whose behavior includes hitting, biting, kicking, or using words inappropriately is still considered serious, but time out within the classroom is initiated first, and includes an attempt to work with the parents and faculty to encourage the young child to use his words appropriately through conflict resolution. Should other incidents occur, an Inappropriate Behavior Form and conference will follow. If it is determined by the administration that the school environmental offerings and the student's needs are not a good match, the family will be assisted in transferring the student to a more suitable school setting.
If a student's behavior becomes incorrigible, he/she may be asked to leave the school before the end of the academic year. As per the tuition agreement: "If, in the judgment of the professional staff, a student is not able to function in a group setting or the program is not able to meet the special needs of a particular student, the family may be asked to withdraw the student."
All disciplinary matters will be documented in writing and shared with school administrators. All final decisions rest with the Head of School.
These behavior expectations continue throughout extended care time. They do not end because the school day ends.
When picking up students at the end of the day, parents are to check out with the supervising staff member. If parents choose for students to stay after school hours to wait for pick up or a scheduled or special event the student is required to be registered for extended care. Children will not be “sent to the door to wait” for parents who may have time constraints. Older siblings may not pick up younger siblings unless they are 18 years of age or older.
For the safety and security of the students, the office must be notified if alternative pick up arrangements have been made. Parents are required to use the Pickup Authorization form on the reverse side of the Emergency Medical form to list those persons authorized to pick up the students. Positive identification must be provided by the designated pickup person. In lieu of listing a person on the authorization form, the parent may deliver a signed authorization note to the office prior to the alternative pick up arrangements. Failure to provide the required documentation will result in the student being detained at school until direct contact with the parent/guardian may be made for authorization. Students may not travel with other students without documented permission from both students’ parent/guardians. Parents who allow students to travel with other students do so at their own risk.
Transportation Service Policy
Village Academy Schools, Inc. has a duty to ensure students’ safety during school and school sponsored events, after school sponsored events, and when they leave school. Because of this, the School requires that parents/guardians complete and sign the Uber/Transportation General and Total Release Form, a waiver that releases the School from its duties, and from all liability, once the transportation service arrives for pickup. This form must be on file in the administrative offices in order to release a student to any transportation service. Authorization will also hold the Board and its members, employees, and agents harmless for and indemnification against liability for the selection of the driver, and releases the Village Academy Schools, Inc. from any and all liability, claims, demands, actions, causes of action, suits, grievances, debts, sums of money, controversies, damages, attorneys fees, and costs and remedies of any type by reason of any matter or act or omission arising out of or in connection with any Transportation relationship that may exist between the Transporter and Minor Student. The parent's written authorization shall not exceed one (1) academic year. This waiver form can be found on the Village Academy website, in the parent resource section under forms.
Parents of students who need to leave school prior to the scheduled dismissal time are required to sign out the student in the main office before departure. If a student returns to school before the end of the day, he/she must be signed in through the main office.
In accordance with the tuition agreement, if a student is not picked up from school by 6:00 p.m., a charge for every fifteen minutes or fraction thereof is assessed. Please refer to your tuition agreement for specific charges. Since Extended Care staff are only contracted until 6:00 p.m., all late fees are paid directly to the staff member that supervises the child until pickup. Emergencies, traffic jams, inclement weather, or other mishaps do NOT exempt a parent from paying the fee.
ALL students who are on school premises MUST be supervised at all times. Lower School students who arrive at school before class begins in the morning or stay after school (7:00 – 8:30/8:45 a.m. and 3:15 – 6:00 p.m.) MUST be in extended care. They may not wander. They may NOT be on the playground, patio, tennis courts, basketball court, benches, sidewalk, in other hallways, or anywhere else on campus unsupervised.
Students arriving before class in the morning must take their belongings with them to extended care as classroom doors will be locked. At the end of the day, extended care workers will come around to the classrooms between 3:15 and 3:30 p.m. to collect those students who have not been picked up. They will be taken to the appropriate extended care room for supervision until picked up by the parent/guardian.
If parents choose not to pick up students by 3:15/3:30 p.m., the student is required to be registered for extended care, and the parents will be charged accordingly. If the parents elect to leave a student in extended care due to sibling participation in sports, drama, or other after school event, the parents will not be charged for extended care. Students will not be sent to the door to wait for parents who may have time constraints.
Other students may not pick up younger siblings from extended care. When picking up students at the end of the day, parents are required to check out with the supervising staff member.
For the safety and security of the students, the office must be notified if alternate pickup arrangements have been made. Parents are required to use the Pickup Authorization form on the reverse side of the Emergency Medical form to list those persons authorized to pick up the student(s). Positive identification must be provided by the designated pickup person.
In lieu of listing a person on the authorization form, the parent may deliver a signed authorization note to the office prior to the alternate pickup arrangements. Failure to provide the required documentation will result in the student being detained at school until direct contact with the parent/guardian may be made for authorization. Ohio law prevents drivers under the age of 18 from driving with other underage students in the vehicle.
NO student will be allowed to leave the campus without a parent and then return to campus to await pickup.
An authorized medical form, provided by Village Academy, must be completed and signed by a physician and will be kept in the student’s file. Updated immunization records must also be submitted on a yearly basis. School policy requires new students to submit a recent (within the past six months) physical examination form and inoculation record prior to enrollment. In addition, one emergency transport form and Authorized Pickup form must be completed by the parents and placed on file in the office. Parents are required to submit to the school a certified copy of the student’s birth certificate.
Parents are required to advise the school administration, in writing, of any allergies or other medical conditions that may interfere with or impact a student’s participation in school group activities or events.
Parents requesting exemption from the immunization requirements for religious reasons must do so in writing so that the letter may be placed in the student’s permanent file. Parents requesting accommodations for homework, excused departure and arrival times, testing, or other academic activities, for medical reasons must submit a letter from the child's physician.
All student immunization records are subject to review by the Ohio Health Department representatives for disease outbreak control and for immunization level assessment purposes.
A student suspected of having a communicable disease will be isolated from other students. The child will rest in an area away from other students but within sight and hearing of an adult supervisor. In such cases, parents will be contacted, and are expected to pick up the student from school as soon as possible. Symptoms for suspecting illness are:
Students are expected to be fever-free for 24 hours before returning to school. Students are also expected to be symptom-free, to have had a full 24 hours of prescribed treatment, or to be non-communicable before returning to school per the Ohio County school health guidelines.
Parents are discouraged from sending symptomatic students to school. It is expected that the parent will keep the student at home for a reasonable length of time to promote adequate recuperation. After three consecutive days of absence, as the result of a communicable disease, it is required that a physician’s note be provided prior to reentry into the classroom.
Based on the requirements of the Ohio County Health Departments, any communicable diseases (pink eye, pin worms, impetigo, head lice, etc.), must be reported to the school immediately and parents must follow the required school health guidelines regarding exclusion from class. A chart listing symptoms of all children’s communicable diseases is posted in the office of the school and at least one staff member trained in the management of communicable diseases is available at the school during operating hours.
A general notice of any danger of exposure to a communicable disease will be posted at entrance and exit doors as soon as the school is advised of such danger. Students who share a classroom with a student that has become contagious will be notified by as well.
If a student requires medication throughout the school day, the following procedure must be followed:
The School is unable to accommodate a parent’s request to administer over-the-counter medication or modified diet substances without a medication authorization form completed by the physician recommending treatment.
If an accident or injury occurs, first aid will be given by a trained staff person. If necessary, the Emergency Squad will be contacted and the student will be transported to a hospital emergency room. Parents of the student will be contacted immediately. Cost of all medical care is the responsibility of the parent/guardian. Accident/Injury reports are filled out for more serious injuries. Examples of serious accident or injury may include, but may not be limited to, an illness, accident, or injury which requires first aid treatment, or a bump or blow to the head. A copy of the report is sent home to parents while another copy is kept on file in the school office. Copies of emergency medical forms are given to Emergency Squad members for use at the receiving hospital emergency room.
In the event that a parent has not signed an authorization to transport the student in case of emergency, the Emergency Squad will be contacted and will care for the student until the parent arrives to assess the situation. Should the Emergency Personnel determine the injury to be life threatening, the Emergency Personnel will transport the student to the nearest hospital emergency room for further assessment and treatment at the expense of the parent.
The Village Academy facilities are smoke-free campus environments at all times, both indoors and out-of-doors. Smoking is not permitted inside the facilities or on the school grounds at any time.
Drills are conducted on a regular basis to ensure the safety of the students. Emphasis during these drills is placed on safe and rapid evacuation from the building. Keeping calm and accounting for students is a priority. Detailed drill information, including the evacuation route, is posted in a conspicuous location in each classroom and is discussed with each class by the teacher.
Village Academy families (as well as faculty and staff) that make up the school community travel from several different suburbs and even different cities in the Central Ohio Area to the campus in Powell. The School is aware that weather conditions will vary from location to location within our community demographic. While the School is unable to accommodate every variance in weather condition for each community member’s commute to and from campus, it is important to understand that school closings are implemented with the greatest degree of consideration for safety and travel conditions for the entire community.
While public schools, with many bus routes, may delay school starts due to early morning travel conditions such as fog in rural areas or extreme temperatures that impact diesel bus engines, these local conditions will impact the arrival time of Village Academy students who use public school transportation. Village Academy students who arrive late will not be penalized due to public school transportation delays. As always, any parent who deems road conditions to be a safety risk may call the school and advise the main office of the travel delay without attendance penalty. By the same token, should any parent deem that travel conditions have deteriorated or are deteriorating during the school day to the extent that early pick up is advisable, they are encouraged to call the school office and request early dismissal for their student(s). Parents may also request that their student drivers be dismissed early or be advised not to attempt driving home and make alternate pickup arrangements.
If after school activities are cancelled due to inclement weather conditions, extended care will also be cancelled. Parents will be alerted to the cancellation as soon as possible and are required to make arrangements for student pickup as soon as possible after the end of the school day. While the School is aware that emergency closings may be extremely inconvenient to some parents in areas that are not experiencing the same degree of weather hazard as the campus location, please keep in mind that hazardous conditions must first be accommodated where they exist and that the safety and security of the entire community is the imperative including safe travel for faculty and staff members. Fortunately, the School usually experiences a limited number of school closings due to inclement weather. Village Academy sincerely regrets any personal inconvenience closings may cause individual families and request your continued patience, understanding, and support of school procedures that assist in maintaining the safety and security of the entire Village Academy community.
In the event of unexpected loss of power, heat, or water, the administrative staff will contact the system Facilities Manager immediately. The Facilities Manager will make every effort to ascertain the anticipated length of time the loss of power, heat, or water will endure. If it can be ascertained that the length of time will be such that it will not interfere with the health, safety, or welfare of the attending students, school will remain in session. If an appropriate time table for repair cannot be ascertained, or if such time table, in the opinion of the professional staff, will impact the health, safety, or welfare of the attending students, school will not remain in session and parents will be notified to come to the school immediately for pickup. If the School closes due to loss of power, heat, or water, extended hours before and after school will also be canceled.
In the event of any threat to the safety of students due to environmental situations or threats of violence, all staff members will follow general emergency guidelines as prescribed by the Village Academy Emergency Response Manual. Parents will be notified as directed by the manual guidelines. School facilities are commonly used as emergency centers during designated times of national disasters. In the event that a national disaster is declared that affects our local community, parents should be advised that school staff will then be under the direction of local emergency authorities.
Our primary concern is for the safety of the students who attend Village Academy. Because of this, ALL students who are on school premises MUST be supervised at all times.
Parent conferences provide opportunities for direct parent/teacher communication. These conferences can be initiated by a teacher or a parent at any time. However, two conference days are officially scheduled throughout the year.
Report cards are available for viewing by parents on NetClassroom at the end of each quarter. Other information directed for parent review will be emailed directly to parents, and posted on the Parent Resource website. Test scores, end of year report cards, and occasionally other information are mailed directly to the home. From time-to-time, postal problems may occur. Parents who report that they have not received the mailings will be given a second mailing. If the second attempt also fails, reports will be sent certified return receipt at the parent’s expense in order to ensure delivery.
Lower School parents are asked to check student’s backpack/bookbag, binder, lunch box, cubby, and/or folder each day for daily notes, permission slips, lunch menus, and papers forwarded to parents in this way. Parents can also check the Village Academy website and the teacher’s web page for daily information. Parents are urged to give written notes to classroom teacher or to the office regarding important messages.
The Village Academy Communications is emailed to families on a weekly basis. This keeps parents informed about events and programs, and serves as a reminder for important dates. Classroom teachers provide parents with calendars of activities and other pertinent classroom information.
The School website is www.VillageAcademy.org. The latest news, the school calendar, events, athletics, VPO information, and other important information is available on the school website. E-mail addresses are available for each teacher and administrator for the convenience of parents who prefer electronic communication.
The faculty websites are available for students and parents to locate homework assignments, course calendars, course syllabus, forms, and other pertinent information. It is highly recommended that parents and students check teachers’ websites daily to stay abreast of classroom activities. Teacher website addresses can be found on the website by going to www.VillageAcademy.org.
If parents have questions regarding curriculum, teaching methods, etc., they are urged to communicate them directly to the student’s teacher, as most problems or misunderstandings can be resolved in this manner. Should concerns continue, parents are asked to contact the appropriate school administrator. If you feel your concerns have not been resolved, please contact the Head of School.
If you wish to obtain copies of inspection reports of the PreK program or how to file a complaint, you may first contact Kara Haustovich, Lower School Division Chair or Tres Marangoni, Head of School at Village Academy 614-841-0050. If you need to move beyond this, contact the Ohio Department of Education at 877-644-6338, or finally the Ohio Department of Education Ombudsman 614-466-0224.
Village Academy encourages parents to become involved in their student’s education and to participate in pre-planned activities within the classroom setting. All classroom visitations, as well as classroom volunteer activities, must be prearranged through the Head of School 24 hours in advance and will be arranged outside of the student’s own classroom. Observers are encouraged to participate and help out in the classroom.
The students of Village Academy are able to participate in various academic competitions throughout the school year. During the school year, students participate in Science Fair, Spelling Bee, and the National Geographic Geography Bee. Students are encouraged to increase their knowledge and expertise by taking part in these competitions. The School encourages each family’s support and appropriate degree of assistance to the student. However, the responsibility for the completion of the final product belongs to the student.
Policies and procedures represented in this handbook may be added and/or changed without prior notice at the discretion of the administration and staff.
General Climbing Equipment Rules
Inside or Outside Recess
Recess is ALWYS outside unless:
All students are EXPECTED to go outside. Only students who have a doctor’s note requesting the child remain indoors will be exempt from outdoor play, and will need to remain in a supervised area such as the front office.
Parent School Covenant
Village Academy Schools and Our Parents: Establishing and Maintaining the Partnership
In addition to requiring parents to sign a legal contract each year for a student’s enrollment in the school, Village Academy Schools has found it helpful for the school and parents to make a “covenant”: a pact by which we articulate the reasonable expectations we have of each other. The partnership between the School and its parents is further explained and relationships clarified to ultimately benefit the students in the School. To that end, we publish the following questions and answers:
What Parents Should Expect from the School
Q: What can I expect in terms of communication from the school?
A: The School provides newsletters, an academic calendar, contagious disease notifications, school closings and weather/emergency situations online, as well as email and NetClassroom real time grades.
Q: What can I expect in terms of communication from the teacher?
A: Teachers provide early notifications for students in academic or disciplinary difficulty, follow homework protocols, parent-teacher communication as needed, and prompt return of phone calls or emails.
Q: What can I expect from teacher conferences?
A: Conferences provide professional assessment of the student. Village Academy teachers are professionals who will provide a battery of indicators of your child’s academic progress at teacher conferences. The quid pro quo of the partnership with parents is that the School expects the parents to treat teachers as professionals who know what to teach and how to teach it, just as the School expects teachers to treat parents with mutual respect.
Q: What can I expect if a disciplinary event occurs?
A: School authorities will investigate thoroughly and adjudicate fairly. The school authorities will inform parents at the earliest appropriate juncture about any disciplinary event (and its consequences) where school administration deems appropriate. If the event is serious enough, a 3-way conference with the parent, child, and school authorities may be required. The school handles these situations in its in-loco-parentis role, attempting to balance the needs of the individual child with maintaining consistent discipline within the school.
Q: What role can I expect to play if my child reports alarming behavior or a potentially dangerous situation at school?
A: Parents should probe, call, and trust that the School will address such issues. Please know it is the parents’ prerogative and duty to call the School to report any and all accounts of situations believed to be dangerous. Be assured that the School will investigate vigorously any reports of concern. The reputation of the School is one of being a safe, secure, and welcoming environment. It is important to recognize that student and parent generated rumors do occur from time to time. The administration will investigate to distinguish rumor from fact.
Q: What are my responsibilities for contributing to the development of my child’s moral values?
A: Encourage participation in events that promote high standards (e.g. service) and actively discourage participation in events that can lead to immoral, unwise, or illegal behavior (e.g. do not permit children to have unsupervised parties or partake in alcohol and drugs). Do not fear opposing bad choices. Help the child to capitalize upon success, and even more importantly, learn from, and adjust to, setbacks and failures as a part of life upon which future growth is dependent. Attempting to ameliorate or cover up mistakes on the part of the child is a disservice to the child and to the School.
Q: What are my responsibilities to my child’s academics and activities?
A: Show your support and encouragement by participating in School activities and attending School events, especially those in which your child plays a role. Review the student/parent handbook and discuss questions with your child, teachers, coach, and advisor.
Q: What are my responsibilities to the financial support of the school?
A: Make timely tuition payments; donate to annual giving, and participate in annual fundraising events. The School provides payment options for families to make timely payments in order that the School can meet its financial obligations. Contributions are vital for an independent school. It costs the School considerably more than is charged in tuition to educate each child, and therefore the School is absolutely dependent upon the generosity of parents and patrons to make up that difference. Please be respectful and responsive when called upon for a gift. Parent volunteers are needed to plan and orchestrate events. All parents are expected to participate through contributions, services, and attendance at School events and activities.
Q: What are my responsibilities regarding concerns?
A: Understand governance structure; use proper channels; know what to avoid. As an independent school system, Village Academy Schools are governed by a self-perpetuating board of trustees. Their job is to secure the future of the School. They do so by setting basic policies, hiring and supporting the Head of School, undertaking strategic planning, and evaluating the performance of the School. The Board entrusts daily operations to the Head of School, who supervises and evaluates all programs and personnel. The Head of School is the final arbiter of any disputes that may arise, including parent issues or student disciplinary actions.
The Board does not sit in review of the administrative decisions. The Head of School is the “court of last resort” for any problem. Please see the student/parent handbook for appropriate contacts. For matters large and small, the proper procedure to raise an issue or voice a concern is to go to the most direct level first (i.e., to the teacher, coach, or staff member most closely related to the issue and capable of addressing it). If not satisfied at that juncture, a parent should seek out the next level (department head or division chair). If all else fails, one should then go to the Dean of Faculty and Students. Every effort will be made to reach a satisfactory resolution. All Head of School decisions are final.
I acknowledge that I have read the entire Parent-School Covenant and agree to abide by the terms and conditions contained herein.
______________________________________________________________________Print Student Name Grade Level
Parent/Guardian Signature Date
Parent/Guardian Signature Date
2018/19 Lower School Handbook
Last updated June 2018 Page