Organizational Chart ( Diocesan Education Board, May 1999)
Bishop
Diocesan Education Texas Catholic Conference
Superintendent of Schools
Pastor
Local School Board
Assistant Supt. of Schools
Principal
Teacher
Pupil
Line Authority
School Board:
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In a parochial school the School Board in invested with its authority by the Pastor
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In an Incorporated Catholic Sschool (Reicher HS) the Board in invested with its authority by the Bishop.
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The Pastor is an ex-officio member of the School Board and has the power to veto.
POLICIES AND PROCEDURES
This handbook is designed for parents, students and staff for the purpose of providing important information regarding the policies and procedures mandated by the Texas Catholic Conference and the Diocese of Austin. These policies and procedures, which include St. Mary’s, are intended to assure the best possible learning environment for each student as well as insure an effective overall operation of the school. This handbook should not be considered “all inclusive.” Contact the school regarding any item or concern covered or not covered in the handbook. At the time of registration, each family receives this handbook and assumes a commitment to read the entire contents prior to the opening of school and promising to abide by the contents.
NONDISCRIMINATION STATEMENT
St. Mary’s School, West, Texas complies with all applicable State and Federal laws on discrimination. This agency is in compliance with Title VI of the Civil Rights Act of 1964 (Public Law 88-352), the Age Discrimination Act of 1975 (Public Law 94-135), and the Rehabilitation Act of 1973 (Public Law 93-112). This is an equal opportunity program. No person, in the United States shall, on the grounds of race, color, national origin, age, sex, disability, religion or political belief be excluded from participation in, be denied benefits if, or be otherwise subjected to discrimination. If you believe you have been discriminated against because of race, color, national origin, age, sex, a disability, religion or political belief, you may lodge a complaint against the management staff of this agency and/or write immediately to the Civil Rights Department, Texas Department of Human Services, P.O. Box 149030, Austin, Texas 78714-9030 (512) 450-3630 or the Secretary of Agriculture, Washington, D.C. 20250. NOTE: Discrimination complaints based on religion or political beliefs must be referred only to the Director, Civil Rights Division, Texas Department of Human Services.
More information may be obtained through the school or parish office.
GENERAL SCHOOL ORGANIZATION
There are two classifications of schools within the Diocese of Austin – parish and diocesan. St. Mary’s is a parish school directly under the supervision of the pastor of the Church of the Assumption. A diocesan school is directly under the supervision of the Office of the Bishop.
The principal of a parish school is directly responsible, first of all, to the pastor and then the Superintendent of Schools of the Diocese of Austin. The principal of a diocesan school is directly responsible, first of all, to the Office of the Bishop and then the Superintendent of Schools of the Diocese of Austin.
“Each LocalSchool in the Diocese should have a LocalSchool Board, which is an Advisory Board. The purpose of the LocalSchool Board is to assist the pastor and principal in an advisory capacity.” (Diocesan Education Board, May 1999)
The school is composed of three departments: Primary, Intermediate and Middle. Though separate, each works together forming a continuity and sequence in skills and methods. Primary comprises – 3K, 4K (Pre-Kindergarten), 5K (Kindergarten), Grades 1 – 2; Intermediate comprises – grades 3 – 5; and Middle comprises grades – grades 6 – 8.
SCHOOL RELATED ORGANIZATIONS AND PROGRAMS: DIOCESAN REGULATIONS
A diocesan education board policy mandates that “all organizations, programs and clubs, operating within a LocalSchool must operate within the policies of the LocalSchool. They must first be approved by the Principal and are under the auspices of the Principal. Any fund raising and dispersion of funds are under the authority of the Principal. Examples of such organizations, programs and clubs are Parent organizations, athletic programs, booster clubs, band, photography, and drama.”
(Diocese of Austin, Diocesan Education Board, Adopted: 4/89; Revised: 5/91; Revised: 4/97)
FAMILY EDUCATIONAL RIGHTS
It is the Principal’s responsibility to ensure the privacy of a student’s record in whatever process is used to collect, maintain, or secure data. No information from pupils’ records may be released to non-educational agencies without the consent of the parents. These agencies include police and parole officers, personnel officers, and employment agencies. Representatives from the Department of Human Services have legal access to student records and communication rights with any student during school time concerning matters of jurisdiction. The representative(s) must be cleared by the principal prior to the enactment of this jurisdiction. Parent clearance is not required.
Parents have the right to the full and complete disclosure of all information held by the school and its staff concerning their children. They have the right to inspect school records dealing with their children, including cumulative cards, test data cards, record books, guidance notes, and teachers’ notes.
A noncustodial parent has the right to a copy of the child’s school record and health history. This does not imply any other rights.
Listed below are items considered as “directory information’ that may in whole or part be made public. The following are considered directory information:
1. Student’s name, address and home telephone listing.
2. Date and place of birth.
3. Participation in officially recognized activities and sports.
4. Weight and height of athletic team members.
5. Dates of attendance.
6. Degrees and awards received.
7. The public or private school most recently attended by the student. “Home schooling” is also included.
Directory information may be disclosed by all school officials. Directory assistance can not be disclosed to private or profit-making entities other than employers, prospective employers or representatives of the news media.
Directory information may be released to requesting private schools, public schools, colleges, universities, and military recruiting officials.
ADMISSIONS POLICY
St. Mary’s School does not discriminate on the basis of race, color, national and ethnic origin or sex in
administration of educational policies, admission policies, and other school administered programs.
Admittance is subject to the capacity of the school or the capacity of any individual grade or grades. St. Mary’s may also deny enrollment to a student requiring special services that the school is not capable of providing. The school has authorization from the Diocese to determine its ability to meet the individual child’s special needs in light of the following considerations:
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Diagnostic information
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Receptivity of the school community
- Financial impact on the school - special equipment, staff development, support personnel, specialized
- personnel, instructional materials, facilities
- Access to trained personnel (local or Diocesan).
- The extent to which the student requires modification of the educational program (grades, curriculum, testing, assignment, teaching strategies, etc.)
- Parental cooperation
- Realistic goals that can be agreed upon between parents and school in regard to duration of service.
Other areas to be considered are impact on finances, impact on school personnel, duration of need for special services and goals of the school.
The principal shall decide whether to accept the child, to deny acceptance, or conditionally to accept the child. If the child is conditionally accepted, the Parent/Guardian must sign the Conditional Acceptance From. The school shall monitor and periodically review the progress of the student and shall provide a progress report to the parent/guardian. At the end of the time period specified in the Conditional Acceptance Form, the principal shall then determine whether enrollment shall be continued or termination shall be required.
Students entering for the first time must present the following documents upon enrollment: baptismal certificate, current immunization record, birth certificate, grade reports and standardized test information from previous school.
BISHOP
Students entering from accredited schools shall be placed in as comparable a course as is available at the school. Students will be placed according to past performance, standardized test scores and teacher recommendation. “Catholic schools reserve the right of the principal to withdraw a student when such is in the best interests of the local school and/or the student.” (Diocesan Education Board, May 1999)
A student who leaves a local school in the Diocese under unfavorable terms, or who is requested to leave, will not be re-admitted to that local school or another local school in the Diocese without the receiving principal consulting with the superintendent. The superintendent or principal may require that admittance or re-admittance be conditional. The principal will stipulate the terms in written form. The parent/guardian shall execute the Conditional Acceptance Form. At the end of the specified time, the principal may request a conference with the parent/guardian and render a decision on whether the student’s enrollment will continue or be terminated.
Age requirements: 3-K – 3 years of age on or before September 1 of the current academic year
4-K - 4 years of age on or before September 1 of the current academic year
Kindergarten - 5 years of age on or before September 1 of the current academic year
First grade - 6 years of age on or before September 1 of the current academic year.
Age must be verified by an official birth certificate.
CLASS ASSIGNMENT OF STUDENTS
Class placement of students will be made by the principal of the school. The following criteria is used to determine placement: (1) what is best for the student, as much as possible; (2) maintain a balance in numbers to the extent possible; (3) provide, as much as possible, a balance in gender. (4) Regulations from the Texas Catholic Conference Education Department and the Diocese of Austin. Parents are requested not to arbitrarily request a certain teacher. If a parent feels that it is in the “best interest of the child” for him/her to be assigned to a particular teacher, the parent must arrange a meeting with the principal in a timely manner and present a legitimate reason for requesting such an assignment. What a parent has “heard” about a teacher, past assignment of another child or children, whom the child might be with in a class that is objectionable, etc. are not legitimate reasons. After a timely meeting with the principal, he/she will determine what is best for the child, as much as possible, and make the decision. The decision of the principal shall be final.
APPOINTMENTS: PROCEDURE FOR CONTACTING STAFF MEMBERS
1. The principal, when on campus, will be available for the needs of parents and others in the community. However, when at all possible, an appointment should be made by calling the school office.
2. Other members of the staff remain on campus until 3:25, Monday through Friday when dismissal is at the usual time. Appointments made in advance are advisable, and it is best to make contact directly with the teacher during her/his planning period (this period will be announced right after the school year begins or can be obtained by calling the school office). Unless there is an emergency or approval by the teacher, contact by parents or others will not be allowed during the teacher’s instructional assignment. Note: Every staff member has an e-mail address (firstname.lastname@stmaryswest.com) that she/he frequently monitors. You are encouraged to communicate with the individual using this method. Notify the principal if you are not receiving replies in a timely manner. Also, check the school’s web page often for important information.
3. When necessary, teachers will request conferences with parents.
4. It is strongly advised that parents have periodic contact with teachers regarding student progress.
5. Any parent or others visiting or conducting business in the school, including Contact with student, must check with the office prior to this activity. This insures the safety of the student and helps in avoiding unnecessary classroom interruptions and alerts office personnel that the individual is on campus should contact become necessary.
SCHOOL OPERATING HOURS
1. 7:15 A.M. - Building open and supervision responsibility begins. Students arriving between 7:15 and 7:50 should report to the cafeteria.
2. 7:50 A.M. - Students should be in or going to their first designated class.
3. 8:15 A.M. - Prayers/Announcements (students are considered tardy after 8:15 A.M.).
4. 3:00 P.M. - Dismissal for Pre-Kindergarten and Kindergarten
5. 3:15 P.M. - Closing announcements (if necessary), dismissal for grades 1-8
Lunches are served from approximately 10:45 A.M. to 12:45 P.M.
The school does not accept responsibility for supervision until 7:15 A.M., unless directed by a staff member; or after 3:30 P.M., except when a staff member requests that a student remain after this time, and the student is then under the supervision and the responsibility of that staff member. Supervision/jurisdiction is in force for any school related activity on or off campus and/or scheduled before or after the above time structures.
ARRIVAL/DISMISSAL PROCEDURE
Arriving
1. Students should be dropped off either on the parking lot behind the elementary school building or on the curbside (south side) of the street in front of the elementary school structure.
2. Theparking lot behind the buildingshould be entered at the south entrance only (nearer the church), depositing students as closely as possible to the entrance of the middle school building or the rear door of the elementary school building, and exiting by the north end driveway nearer the elementary building. Vehicles should be parked facing the elementary school building. Children should exit the vehicle on the side nearer the building away from the traffic of other vehicles. Caution them to go immediately and without running into the building, and not to circle in front of or behind any vehicle. Before departing, make sure the child is safely entering the building and not trying to return to the vehicle while it is moving or attempt to enter some area of the parking lot. Vehicles should proceed into and out of the parking lot in single file in order to provide the maximum amount of safety. Do not deposit a child directly on Harrison street. This would create a hazard.
3. Depositing, as well as collecting, children in front of the building on Spruce street should be done on the curbside nearer the building. Vehicles should use the designated parking spaces at the curb to deposit children. Caution the children to proceed directly into the building and not go into or across Spruce or Harrison streets. Children
are not to be deposited or collected from the north side of Spruce (nearer the playground) or anywhere along Harrison.
4. Drivers should not park and leave their vehicles in the “flow” areas between 7:30 A.M. and 8:15 A.M. Ample space should be available for using these parking spaces for letting the children out.
Departing
1. Vehicles entering the parking lot from Harrison street should use the south entrance and park facing the rear of the elementary building. After picking up the children, proceed cautiously out the north entrance. Do not back up on the parking lot and carefully focus on the children who will be approaching the parking lot from the back entrance of the elementary school building and the front of the middle school building. Stay in line and slowly exit the parking lot.
2. Students being picked up in the front of the elementary school building should be collected on the curbside of Spruce street. Use the designated parking areas for collecting the children and use extreme caution when backing out into Spruce street. Drivers should not park and leave their vehicles in this area between 3:00 P.M. and 3:30 P.M. Ample space should be available for using these parking spaces for picking up the children.
Students should not be picked up on Harrison street.
Note: All students, unless so directed, should be gone from the school by 3:30 P.M. If at all possible, a parent or other adult who knows he/she will be late getting there should call the school, so that the student can be taken care of. After 3:30 the younger children should be picked up from the office.
TARDINESS
It is extremely important that students arrive at school well in advance of the starting time. It is the responsibility of the parents to make sure that the student is punctual. Students arriving late, no matter how long or short the duration, must report to the office for admittance to class. Teachers have been instructed not to allow a student into class who is tardy without first securing and returning a “tardy” slip from the office. The office will decide if the reason for being tardy should be accepted as excused or unexcused. Students are considered tardy after 8:15 A.M. Two or more tardies within a six-week grading period may constitute a basis for a parent conference or other action being taken at the principal’s discretion. Being tardy between class periods will be dealt with in the same manner as being tardy after 8:15 A.M.
ABSENCES: PROCEDURE FOR REPORTING AND RETURNING TO SCHOOL AND REQUESTING HOMEWORK
When a student is to be absent, a parent should contact the school before 8:15 A.M. The school needs to know the reason for the absence and when she/he is likely to return. On the first day a student returns from an absence(s), she/he must first report to the office with a parent or a note of explanation from the parent as to the reason for the absence and any additional information that the school would need to provide for the welfare of the student. This is mandatory for the student to receive an “excused” absence. Telephone calls are not accepted because the school needs to be able to file this information. Failure to receive such note or notes within three (3) days of the absence and/or do not satisfy the conditions necessary for excused absences (see below) will result in “unexcused” status.
It is advisable to contact the school during the day when the parent is aware the student will not be in attendance the following day(s). The student is required to make up any missed work. It is the student’s responsibility to pursue and complete missed homework assignments. Homework for an absent student may usually be secured from the office at 3:30 P.M. on the day of the absence, provided it is requested no later than 10:00 A.M. on the same day. Students have the same number of days to make up work as the number of days absent. Students serving a suspension are not allowed to make up work missed during the suspension. This also includes tests. An absence is either “excused” or “unexcused”, according to Texas Catholic Conference Education Department policy, which is as follows:
1. Excused absences will only be granted for sickness, death in the immediate family, quarantine, weather or road conditions making travel dangerous or any other unusual cause acceptable to the principal. All other absences are unexcused.
2. The school may withhold credit for a class(es) or not permit progression to the next grade if the student has more than ten (10) unexcused absences in a year.
PERMISSION TO LEAVESCHOOL EARLY
1. No child is allowed to leave school early without having proper parent/guardian approval either by phone or advanced written permission being granted from the office. No child will be allowed to leave the campus without prior approval.
2. A permission slip will be given to the student who will in turn take it immediately to the teacher whose class the student will be excused from.
3. Every student must check out through the office prior to leaving the office and the campus.
4. Parents must call or send a note to the office by 8:00 A.M. (unless there is a valid reason for notifying at a later time) on the date that the student is to be excused stating the reason for leaving early, the time the student will be picked up from the office and the approximate day/time that he/she will return.
5. Parents must pick up the student directly from the office unless approval is given by someone in the office.
COMMUNICABLE DISEASES
1. A student with a contagious illness may not attend classes.
2. A student who is suspected of having a contagious illness will be sent home.
3. Upon returning to school, the parents will be asked to present written verification from a physician stating that
the student is free of illness and the possibility of transmitting the disease.