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Policies and Procedures

Revision 4.0 | August 2017

Updated: August, 2017


Table of Contents

Introduction

Role of the IEC

Vision of the IEC

Tripartite Partnership

Roles and Responsibilities of the members of the Madrasah

Student Admission and Registration

Teacher and Staff Recruitment

Schedule and Timings

Curriculum

Fees

Books and Supplies

Lunch

Dress Code

Males

Females

Attendance

Assessment

Student Progress/Report Cards

Promotion and Retention

Code of Conduct

Disciplinary Action

Grievance Recourse

Parent-Teacher Conference

Emergencies and Medication

Fire Regulations

Subcommittees

Volunteering at IEC

Visitors

Communication/Website


Introduction

Welcome to the IEC Academy. We believe that this institution is a cornerstone of our community where the future generation can embrace the spirit of Islam in every aspect of their lives. In order for this institution to be successful, we need to nurture the tripartite relationship between teachers, parents, and students. We all share equal responsibility in this task in order to cultivate a conducive learning environment for our children. Your support as a parent is instrumental in this process and we look forward to working with you to make this a positive and enriching experience for your children as well as the broader community.  

DEFINITIONS:

  1. The term “parent” wherever used in this document shall include a student’s parent or parents, legal guardian, or legal custodian.
  2. The term “administration” shall include the principal, assistant principal, and any other members of the administration.

The Handbook is published to communicate:

Accordingly, this handbook:

  1. defines the responsibilities and rights of IEC staff, parents and students;
  2. defines policies and procedures of IEC related to its governance;
  3. defines the rules of conduct and the behavioral expectations for students;
  4. establishes the consequences for violations of the rules of conduct;

When a policy or procedure is revised, the change will be communicated either through email or updated on the school website.,  The most current revision will be posted and will supersede any previous versions.

For the most current policy, please visit our website: www.iecacademy.org 

Role of the IEC

While Islamic education begins at home and is primarily a responsibility of the parents, it is formally and methodically augmented through the IEC, which plays a  role in developing the Islamic identity of our children. We are committed to enhancing Islamic teachings, morals, and values in our students. These include principles of mutual respect, discipline, responsibility, and modesty. We will strive to develop a sense of responsibility and accountability in each student for his/her own learning and his/her ability to learn with others.

Vision of the IEC

IEC has developed a comprehensive vision for students that incorporates various dimensions of their personal development and greater  role in society. At the core of our vision is the need to nurture “Conscientious, Practicing Muslims”. IEC seeks to advance this goal by working directly with the students and through the support of parents and the community.

Tripartite Partnership

In addition to having a comprehensive and relevant curriculum, capable and caring teachers, engaging teaching methods and resources, the fundamental factor in ensuring the success of any educational institute is the Parent-Student-Teacher Partnership.

Each stakeholder operates under some constraints: the parents with their many daily commitments; the teachers with their limited time in the Madrasah, frequently have no more than two to three hours a week for less than 30 weeks a year to impart Islamic education; and the students have the arduous task of reconciling the different sets of values and behaviors they observe in their schools, homes, and Islamic Centers.

The success of IEC in enhancing the Islamic knowledge and identity of its students depends highly upon successfully conveying our collective expectations i.e. of the parents and teachers, to the students with clarity and consistency, and in reinforcing behavior through modeling both at home and at the Madrasah.

The community members who volunteer at our Madrasah as administrators, teachers, support staff, and the parents who provide support and reinforcement all truly deserve our collective gratitude. They dedicate their valuable time and experience to impart Islamic education. Their endless efforts to this noble cause is highly respected and appreciated. We salute their dedication and contributions and pray that Allah [SWT] reward them amply for their services here and in the hereafter.

Roles and Responsibilities of the members of the Madrasah

Please refer to the Roles and Responsibilities document for detailed information about each member groups’ (i.e. parents, students, and staff) role and responsibility in the effective functioning of IEC.

Student Admission and Registration

Admission is open to all Muslims who are four (4) years of age or older on the 1st day of September of each school year; proof of age will be required.

The process of admission for new and existing students requires the following:

  1. Completion of an enrollment form.
  2. Acceptance to abide by this Handbook.
  3. Payment of fees.

Prospective students will then be assessed and placed in the appropriate class. Please note that:

Registration for students takes place approximately two weeks prior to Madrasah opening, which is also the day Open House is held where parents can come meet with the teachers and hear from the administration about the plans for the upcoming year.

Teacher and Staff Recruitment

Application to teach and/or volunteer at IEC is open to all persons of 16 years and older, and who are of the Shia Ithna-Asheri Jaffari faith.

The process of application is as follows:

  1. Completion of an application form.
  2. Acceptance to abide by this Handbook.

Other things to note:

Schedule and Timings

The Madrasah will be in session on Sundays from 10:20AM to 2:00PM (K-10) and 10.20am - 12.00pm (Pre-K). Please refer to the yearly calendar for more detailed information.

Curriculum

The curriculum used by the Madrasah for the Islamic Studies session is called Sirat and has been developed by Sheikh Khalil Jaffer and is currently being used by various Madaris across North America. The Qur’an curriculum is based on best practices derived through the collective experience of other institutions and subject matter experts in this domain.The administration continuously reviews the material and works closely with other Madaris to help improve and update the curriculum.

Fees

Tuition fee for each student is $225.00 for K-12 and $175.00 for Pre-K per academic year which will be due at the beginning of the year and is payable to IEC. The fee includes one planner/textbook. For financial aid, please contact the principal.

The Administration at its discretion, may waive all or any portion of the dues after taking into account individual circumstances.

Additional planner/textbook may be purchased at the Madrasah for $20.

Books and Supplies

Planners/textbook will be provided to all students which they must bring with them to Madrasah. Parents need to ensure that their child(ren) bring writing material, and any additional material requested by the teacher.

IEC may require the students to purchase other prescribed texts and expects student to provide their own necessary supplies e.g. binders, writing paper, pens, pencils, etc. Resource materials supplied by IEC must be kept in good condition at all times and be returned to the Madrasah at the end of the year to avoid fines. Please label all items accompanying the students to the Madrasah.

Snack Time

Due to a shortened day, students may bring their own snack/lunch/beverages for snack time which will be 30 minutes each week. No food will be provided.

Dress Code

Islamic dress code must be adhered to by all the students and staff without exception. 

Uniform Policy

All students in the Madrasah must adhere to the uniform policy outlined below.

Males

Plain Black polos - absent any designs and/or large branding or letters.

These must be worn at all times on school premises. Small logos are permitted.

 

Khakis and/or jeans that are full length and not form fitting / tight are permitted. Shorts are not allowed on campus or at Madrasah events unless explicitly stated by the Admin team.

Females

All Abayas are permitted as long as they are full length and loose fitting. Colors: Black/Blue.

 

Full length long sleeves top and bottoms that are not skin tight or revealing are allowed. Shorts and tights are not allowed. Small logos are permitted. Color: Black.

The administration reserves the right to reprimand any person who is deemed to be violating the dress code.

Attendance

It is expected of a student to attend all scheduled Madrasah sessions. If a student has to miss a day, parents should notify the administration as soon as possible, preferably before such absences occur. Students who are unduly absent for more than 5 days per semester, or 3 consecutive days, may forfeit their placement or may be retained in the same grade unless valid reasons are provided. 

The only valid reasons are either illness or some form of emergency that makes it impossible for the student to attend.

An absent day will negatively affect a student's attendance grade unless the student asks for, is granted, and completes extra work given to him/her by his/her teacher(s) to make up for the absent day. 

A student will be considered Tardy if s/he arrives 5 minutes after the assigned time. Tardiness is counted as one half of an absence for grading purposes.

A student who misses a test or an assignment may request a make-up test from his/her teacher to be administered at the discretion of the teacher. 

Assessment

IEC supports a system of continuous and comprehensive assessment. Continuous because the assessments occur throughout the year, and comprehensive because it covers not only the material taught but also their conduct throughout the year.

 

To this end, teachers may use any or all of the following methods:

Final grades will be computed as a combination of all of the above. The grade will be distributed as follows:

The passing grade will be 65% for each session (Qur’an and Islamic Studies) in order to advance to the next grade level as well as graduate from Madrasah.

Student Progress/Report Cards

At the end of every semester IEC will issue a progress report card for each student that reflects the achievements and/or the challenges faced by the student. The intended purpose of the report card is for parents to learn about their child’s academic progress, school habits, social relationships with other students and with the IEC staff.

At any time during the year, parents with concerns are welcome to request a meeting with the teachers, or, when necessary, the principal to discuss their child’s progress. Early corrective action results in the maximum benefit for your child.

Promotion and Retention

The IEC Administration may, at its discretion, retain a student in the same grade for another year if he/she has not attained a minimum level of proficiency in the subject matter and/or behavior, as defined by IEC.

Similarly, the Administration may, at its discretion, promote a student if he/she exceeds the minimum level of proficiency in a subject matter, as defined by IEC.

Code of Conduct

IEC is a religious institution and hence building sound moral character is one of its primary objectives. Consequently, each student has to build his/her character and ensure that his/her appearance is strictly in accordance with the Islamic norm.

Students are expected to abide by the following basic code:

  1. To attend Madrasah regularly, punctually, and for the whole scheduled day. [Refer: Schedule and Timings]
  2. To wear the prescribed uniform. [Refer: Dress Code]
  3. To observe all rules and regulations.
  4. To attend classes with appropriate and necessary supplies.
  5. To come to Madrasah ready to learn, prepared for the lessons, participate in class, and with all assignments completed.
  6. To conduct themselves in a courteous and responsible manner.
  7. To use appropriate language at all times.
  8. To be respectful towards their peers and their teachers.
  9. To eat or drink only during prescribed times.
  10. To treat school property and the property of others with respect.
  11. To obtain permission from the administration's office prior to leaving school premises during the hours of its operation.

Any of the following conduct displayed by the student shall consequent in appropriate disciplinary action as described in the Disciplinary Action section:

IEC has a zero tolerance policy with regard to any illegal activity conducted on the premises.

Disciplinary Action

Parents are our partners in promoting the development of self-discipline and appropriate, respectful Islamic behavior. As such, discipline is a shared responsibility between the home and the Madrasah. It is therefore incumbent on both the parents and IEC to work together to teach the students accountability, responsibility, self-esteem and respect for self and others. Together we can better promote a positive environment of Islamic morals and values with which each individual can flourish.

All complaints will be handled and disputes will be addressed by the Principal.

Any disciplinary action will depend on the severity of the infraction and, at the discretion of the Principal and/or the Vice Principal, may include one or more of the following actions:

  1. Verbal warning by the teacher and/or Administrator.
  2. Confiscation of any prohibited item(s), which only a parent can claim back from the office.
  3. Note sent home to parents.
  4. Teacher and/or Administrator contacting the parents.
  5. Request for teacher-student-parent conferences.
  6. Removal from the classroom to a supervised area where the student may be given a task to complete.
  7. Take-home assignment to be completed by the student, signed by the parent, and presented to the administration the following week, before the child is allowed back to class.
  8. Out of School suspension
  9. Expulsion

Grievance Recourse

Student Issues:

  1. Writing to and/or meeting with the teacher.
  2. Asking for a Parent-Teacher conference.
  3. Writing to and/or meeting with the Principal and/or Vice Principal.

Staff or Other Issues:

  1. Writing to and/or meeting with the Principal and/or Vice Principal.

Parent-Teacher Conference

Parents are encouraged to (informally or formally) meet with teachers or, when necessary, an administrator, to track their child's progress. Teachers may request to meet with parents on a periodic basis. Formal parent-teacher conferences may be scheduled at the discretion of the Administration. The purpose of these conferences is to help parents:

Emergencies and Medication

In case of medical emergency, IEC will attempt to contact the parents and also if deemed necessary will contact emergency services (911). If this is something of concern to you then please discuss this matter with a member of the administration at the beginning of the academic year.

Parents will be contacted to pick up their child in case a child is not well while Madrasah is in session. It is important parents ensure that any changes or updates of parent contact information are relayed to the administration promptly.

Medication during Madrasah hours:

Due to limited Madrasah hours, and to maintain the safety of the child, IEC cannot take the responsibility to administer regular medication. At all times the responsibility for such medical treatment rests with the parent. The parent may however discuss this matter with a member of the administration to make appropriate arrangements.

Fire Regulations

All students must be made aware of the following fire procedures; these will also be relayed to the students by their teachers periodically. We will also place the instructions in a prominent and easily accessible position in each classroom.

  1. Upon hearing the fire alarm, students and teachers must exit the room through the appropriate, predetermined exits indicated on visible maps in the hallway.
  2. The teacher will lead the class out to the field area in an orderly manner, as far away from the building as possible.
  3. Once the whole class is out, the teacher will take attendance.
  4. The teacher will lead his/her class back inside only when the building has been deemed safe by the authorities.

If not in their class, students must exit from the closest exit to their location and meet their class at a designated area. The administration team must help ensure all students are out of the building and with their teachers.

Time is of utmost importance during a fire drill; therefore, one should not gather any personal belongings when exiting the building.

Subcommittees

Any subcommittee formed by the administration, its members and its functions will be documented in the Roles and Responsibilities document.

Volunteering at IEC

Visitors

Parents/visitors are welcome and encouraged to visit the Madrasah, meet our staff and express interest in our operations. However, all parents/visitors must make prior arrangements with the Administration so that they can be properly received and attended to. Unannounced visitors will only be allowed at the administration's discretion.

Communication/Website

IEC’s primary means of communication will be through email. It is the parent's’ responsibility to ensure that IEC their correct email address.

For all enquires, the administration can be contacted at contact@iecacademy.org

The IEC website, www.iecacademy.org, will also be updated with important announcements and vital resource links.